Spotsylvania CPMT Policy and Procedures

Spotsylvania County 
Community Policy And Management Team 
P.o. Box 249 
Spotsylvania, Va 22553 
(540) 507-7898
Fax (540) 507-7807

I. PURPOSE AND DUTIES 

The purpose and duties of the Spotsylvania County Community Policy and Management Team (Spotsylvania-CPMT) are: 

A. To exercise all those powers and duties set forth in the Code of Virginia in Section: 2.1-745 et seq. entitles "The Comprehensive Youth Services Act for At-Risk Youth and Families": and 

B. To advise and make recommendations periodically to the Spotsylvania County Board of Supervisors on matters regarding the provision of services for troubled children and families in the county. 

II. SPOTSYLVANIA-CPMT'S PHILOSOPHY 

Children are Spotsylvania County's greatest resource because they are our future. The family is the best environment for rearing children and caring for vulnerable persons. Providing services to assist families to function effectively in the community empowers families in recognizing their strengths and capabilities and promotes the best interest of society. In turn, successful families contribute to our community and reinforce the entire social framework for the good of all citizens. 

III. MEMBERSHIP 

A. Composition and terms of Appointment 

The members of the Spotsylvania CPMT are appointed by the Spotsylvania County Board of Supervisors in accordance with the Virginia Code Section 2.1-745 et seq., as amended. Agency heads appointed to the Spotsylvania 

CPMT shall serve as long as they hold their offices. The terms for the other members of the Spotsylvania CPMT shall extend for a period of two (2) years as prescribed by the County. These members may be re-appointed for additional consecutive terms. 

The Board of Supervisors' Appointee shall serve as a voting member on CPMT (updated 10/27/04). 

The Parent Representative and Private Provider shall each serve a two year term (updated 10/27/04).

B. Powers and Responsibilities 

Members of the Spotsylvania CPMT are authorized and charged by the Spotsylvania Board of Supervisors and Virginia Code to make policy and funding decisions for the Spotsylvania CPMT. All members of the Spotsylvania CPMT shall be considered full voting members of the Spotsylvania CPMT. Emergency or one time only services not exceeding $1000 for child shall be authorized by Social Services' Director or staff designated by Director (updated 1/30/97). 

C. Immunity 

Members of the Spotsylvania CPMT are immune for any civil liability for decisions made about appropriate services for a family or the proper placement of treatment of a child who comes before the Spotsylvania CPMT, unless it is proven that such person acted with malicious intent. 

D. Meetings, Rules and Officers 

In accordance with its bylaws, the Spotsylvania CPMT shall elect from its membership a chairperson, a vice chairperson, and a secretary who shall serve 2 year terms. The Spotsylvania CPMT shall have authority to establish its own rules of procedure and bylaws and shall keep minutes of all meetings. Date, time and place of meetings shall be determined by the Spotsylvania CPMT. 

E. Quorum 

A quorum for the Spotsylvania CPMT shall consist of a simple majority of the membership. 

F. Attendance 

Attendance is expected at all Spotsylvania CPMT meetings. Spotsylvania CPMT members are required to personally attend or send a designee to at least 75% of the regularly scheduled Team meetings within a fiscal year (July to June). 

G. Vacancies 

Vacancies on the Spotsylvania CPMT shall be appointed by the Spotsylvania County Board of Supervisors. 

IV. SERVICE POPULATIONS 

A. Mandated Children and Families 

Children and families mandated to be served by the Spotsylvania CPMT shall consist of: 

1. Those youth who require placement for the purpose of special education in approved private school programs and/or 

2. Those youth who have been entrusted to the Spotsylvania Department of Social Services by their parents or guardians or whose custody has been committed by a juvenile and domestics relations court or other court of competent jurisdiction. This population will be served in family foster homes, specialized foster homes or independent living residences and will be monitored by the Department of Social Services and reviewed by Family Assessment and Planning Team (FAPT) as authorized by the CPMT (updated 1/30/97). 

B. Targeted Children and Families 

Children and families targeted for service by the Spotsylvania CPMT will consist of: 

1. Children placed by a juvenile and domestic relations court in a private or locally-operated facility or residential program and/or 

2. Children committed to the Department of Juvenile Justice Services and placed by it in a private home or in a public or private facility and/or 

3. Children placed and/or committed to a public or private psychiatric hospital. 

C. Eligible Children and Families 

Children and families eligible for service from the Spotsylvania CPMT will consist of: 

1. Children who have emotional or behavioral problems which have persisted over a significant length of time or of such a critical nature that coordinated, interagency intervention is warranted and/or 

2. Children who have emotional or behavioral problems that are significantly disabling and are present in several community settings such as home, school or community and/or 

3. Children who have emotional or behavioral problems that require services or resources that are unavailable or inaccessible or that are beyond the normal agency services or require coordinated services by at least two (2) agencies in the local community and/or 

4. Children and families with children who are at imminent risk of entering either a foster care or a residential placement. 

V. Community Needs Assessment and Planning Process 

The Spotsylvania CPMT will coordinate long-range, community wide planning to ensure the development of needed services and resources. This community wide assessment shall include public and private services providers, clients and citizens. Short and long term goals will be identified to ensure that services and resources are developed that are needed to serve our largest population. An annual review of the goals and objectives will be held by the Spotsylvania CPMT and will share with the Board of Supervisors of Spotsylvania as part of the annual submission of the budget. 

VI. Review and Approval Authority 

Review and actions on FAPT recommendations or programs/grants authorized by the Spotsylvania Board of Supervisors shall be the responsibility of CPMT (updated 1/30/97). 

VII. Non Discrimination 

The Spotsylvania CPMT will not discriminate on the basis of race, gender, age, religion, disability, national origin, color, or sexual orientation. 

VIII. Complaints/Appeals 

The Spotsylvania CPMT will ensure that due process for complaints and appeals is followed. In cases not before a court or subject to appeal under applicable statues, the youth and family will have the right to appeal the service plan of the FAPT to the Spotsylvania CPMT. The Spotsylvania CPMT will make a final decision within 45 calendar days following receipt of the notice of appeal. 

IX. Parental Co-Payments 

The Comprehensive Services Act (CSA) requires parent/legal guardian/ custodian participation in the treatment of their child through a parental co-payment except where prohibited by law. Since federal special education must be provided at no cost to parents/guardians, a parental co-payment may not be charged to any service specified on the IEP. A co-payment may be charged for services on the Individual Family Service Plan (IFSP). These services are not considered special education and related services. 

X. Fee Assessment 

The following rules shall govern the financial responsibilities of parents or legal guardians regarding the cost of services provided to their children. 

1. If a child's need for services and the service is not mandated by an IEP, foster care, or non-custodial foster care, the parent or legal guardian completes a Financial Input Document (see attachment A) at Rappahannock Area Community Services Board (RACSB). Along with that completed document, the client provides proof of income using pay stubs and/or other documents. Based upon this initial determination, the co-payment is computed using the "RACSB Ability To Pay Scale" (see attachment B). This is a sliding fee schedule. A "Rappahannock Community Services Board Financial Contract" (see attachment C) is then completed. The clients can appeal the amount of the co-payment. If they appeal, a redetermination of income and bills (expenses) is completed by RACSB. The redetermination finding by RACSB shall be final regarding the assessed amount of the co-payment for services. 
The above forms and the procedure must be completed prior to any FAPT services beginning. Additionally, the applicant must sign the required RACSB forms prior to any services being initiated. This condition applies whether or not an appeal has been made by the applicant. 

2. Additionally, the parent/guardian may appeal to CPMT regarding a reduction or denial of services. CPMT would not hear an appeal pertaining to co-payment issues. The parent/guardian should forward their letter of appeal to the assigned case manager. The FAPT record on the child's case, and the parent or legal guardian's letter of appeal and any supporting documentation attached thereto, shall promptly be given to the chairperson of the CPMT, who shall put the appeal on the agenda of the next available CPMT meeting. The CPMT may, at its discretion, invite the case manager or other interested persons to address it. After reviewing the letter of appeal, any attachments thereto, and the case record, and after considering any oral comments it may have heard, the CPMT shall affirm or modify the case plan decision of the case manager. After rendering its decision, the CPMT shall notify the parent or legal guardian in writing of its decision, which shall be final. 

3. Pursuant to federal law, parents and legal guardians shall not be assessed any financial liability for special education services provided pursuant to a valid Individual Education Program. 

4. Emergency service needs: If a case manager has a case needing emergency services and a fee assessment cannot be completed prior to services needing to be rendered, the following shall take place: The parent/guardian shall complete and sign the "Request For Emergency Services" form (see Attachment D). The case manager would request emergency services approval from the CPMT Executive Team. The Executive Team would respond with approval of a minimum of two weeks of service. The case manager would ensure that a FAPT date and the fee assessment were completed within the two week approval period. The case manager's expectation would be that with a parental signature on the fee assessment form, in-home services could begin/extend for two weeks (minimum). Services would not extend past the two week emergency approval without the fee assessment process being completed. 

XI. Special Income Provisions 

Any SSI and social security check for a child who is in foster care or non-custodial foster care shall be given to the CPMT or its designee. 

At the time a child goes into foster care or non-custodial foster care, the child's case manager shall ensure that the application process is initiated with the State Division of Child Support Enforcement ("DCSE"). Such case manager shall provide DCSE with any additional information which DCSE needs to determine or collect child support. Funds received from the Division of Child Support shall be used to help offset the costs of service provisions. 

XII. Amendments 

The terms and provisions of these By-Laws of the CPMT may be amended at any regular meeting of the CPMT by approval of two-thirds (2/3) of those present and voting; provided however, that notice of proposed amendment shall be submitted to all members in writing two (2) weeks prior to the meeting.

Additional Links


Contact Information

Mailing Address:
PO Box 249
Spotsylvania, VA 22553

Physical Address:
9109 Old Battlefield Blvd. 2nd Floor
Spotsylvania, VA 22553

Contact: Gail Crooks

Main: (540) 507-7898 
Fax: (540) 507-7807