James City County DSS

Family Partnership Meetings

Policies and Procedures(Effective 12/8/09)

I. Definition & Purpose

Family PartnershipMeetings(FPM)are based on a relationship focused approach that provides structure for decision making and that empowers both the family and the community in the decision making process around a child’s placement. The meetings allow immediate decisions to be made by a team of individuals identified in the child’s network by seeking consensual decision regarding a placement that both protects the child and preserves or reunifies the family.FPMs are held for ALL decisions involving a child’s removal, change of placement, and reunification/other permanency plan. Ideally, the FPM meeting is held BEFORE a child’s move occurs. However, in cases of imminent risk resulting in an emergency removal, a FPM meeting will be held within 24hours of the removal or prior to the initial court hearing. In all other cases of a child at risk of removal, a FPM meeting will be held within 5 business daysor prior to the next scheduled court hearing.

FPMs can be convened at any time in the process of service provision and may be requested by agency staff, the birth, foster, or adoptive family or the legal guardian/custodian. The goal is to involve birth families/legal guardians and community members, along with resource families, service providers and agency staff, in all placement decisions, to ensure a network of support for the child and the adults who care for them. FPMs improve the agency’s decision-making process, encourage the support and “buy in” of the family, and help develop specific, individualized, and appropriate interventions for children and families.

The fundamental purpose of FPMs is based on the following values:

  • All families have strengths;
  • Families are the experts on themselves and their needs;
  • Families deserve to be treated with dignity and respect;
  • Families can make well-informed decisions about keeping their children safe when supported;
  • Outcomes improve when families are involved in decision-making; and
  • A team is often more capable of creative and high-quality decision-making than an individual.

II. FPM Criteria

  1. Types of Meetings

For every family involved with JCCDSS, these are therequired points at which a FPMmust be held:

  • Emergency Removal or Considered Removal–FPMs are scheduled when the social worker assesses a child is at high risk for removal based on abuse/neglect, within 24 hours (or prior to the initial court hearing) of an emergency removal of a child, or when the agency is placed on notice. The FPM team determines whether 1) JCCDSS should file for custody and facilitate placement, 2) the child can return safely home with services and a safety plan, or3) the parent agrees to a voluntary placement with a relative or other significant person with the provision of services and a safety plan.
  • Change of Placement or Placement Preservation – A FPM is scheduled when potential disruption of placement is recognized, safety issues exist,or a move from current placement is believed necessary to benefit the child. If possible, the FPM should occur prior to the child being moved or within 3-5 business days of any move.
  • Permanency Planning– A FPM is scheduled prior to a change in permanency goal for a child. These meetings are scheduled when lack of progress by parents in reducing risk suggests the need for permanent placement plan/filing. The FPM should occur within 30 days before filing the plan with the court.
  • Reunification – A FPM is scheduled when risk level is reduced and parental progress in ability to protect and provide safety for the child is recognized. The team determines if achild can safely return to his/her own family, and is held before overnight visits can begin.
  • Prevention/High Risk Level – A FPM may be scheduled when a child is assessed at “very high” or “high” risk of abuse/neglect and ongoing services may be necessary to prevent abuse/neglect. The FPM should occur prior to filing a Protective Order and/or developing an ongoing service plan.
  1. FPM Participants

Each participant is present either because they were invited to the meeting (either by the birth parent or child/youth), or their participation was agreed to by the birth parent(s), or because they are involved with the agency and serve the family.

  • Facilitator: Trained to lead the group through a solution focused process and cannot be the social worker assigned to the case. The facilitator is responsible for keeping the group focused and moving through the decision-making process and, priorto the meeting, should communicate with the assigned social worker to identify any potential emotional or physical safety concerns that may impact the quality of the meeting. When a child/youth is present, the facilitator must remain conscious of their well-being, promote a safe and protective environment and translate for the child, when needed. The facilitator provides a summary report to participants outlining decision and action steps and is expected to seek review of the social worker’s decision in situations where consensus is not reached.
  • Birth parents: Recognized as the expert on their family’s needs and strengths. Their presence and involvement is integral to the success of the meeting. However, their absence or non-participation would not preclude or postpone a scheduled FPM meeting, except when a FPM meeting is scheduled for reunification.
  • Child/Youth: Youth ages 12 and older should be included based on their developmental and emotional maturity, unless they are placed in a hospital or locked facility, have severe cognitive deficits (low functioning), or choose not to attend. Youth are considered essential members of the team.
  • Extended family and non-relative supports: Invited by youth, parents or social worker to act as a support or resource for the family. Extended family should also be asked about who is involved with the family and may be a potential support.
  • Current/Previous caregivers (kin, foster, etc.): Participate as key team members and assist in providing information regarding child’s adjustment, progress, and needs. Help develop ideas and reach a decision.
  • Social worker (SW): Recognized as the content expert and provides any relevant information to the facilitator prior to the meeting, including concerns that may impact the meeting, esp. when they are related to safety.The SW is responsible for inviting the parents and youth to the meeting and should provide information to them regarding the purpose of the meeting (the Facilitator may assist, if needed). During the meeting, the SW contributes to the discussion by employing “straight talk” to respectfully identify safety and risk concerns and relevant strengths, as well as any previous services and the outcome of those services. The SW is responsible for making a decision in the absence of consensus, ensuring that program policy is adhered to. The SW is expected to follow up with the action plan that is put into place.
  • Supervisor(or Supervisor designee): Should be included in the FPM meeting whenever possible. The Supervisor serves as the expert on program policy and the process for accessing services within the locality.
  • Community partners: Invited by the agency or birth parents and defined by their identity as a member of the family’s “community,” whether based on neighborhood, ethnicity, religion, or other connection. They provide support, resource expertise, and external perspective to decision-making. Their presence in meeting must be agreed to by the child and family.
  • Service providers: Those personswho are currently or previously involved with the child and/or family (i.e. CSB case manager, therapist, in-home worker, mentor). Should come to the meeting prepared to discuss current or previous services provided to the child/family, compliance with the services and any current or future recommended service needs.
  • Guardian ad litem (GAL) and Parents’ attorneys: Court-appointed representative responsible for representing the child’s best interest should always be invited and participate if their schedule permits. The FPM provides an opportunity to inform GALs and parents’ attorneys about the strengths and needs of the child and family.
  • Other public agency staff – may include Eligibility staff; Probation officer when child is court-involved;Colonial Services Board representative, if child is receiving mental health treatment from the CSB; School Staff, ifapplicable; and others able to provide expertise and information.
  1. Scheduling

The Social Worker should first talk to their supervisor to determine if a FPM is needed for the child or family. The SW will then complete the “FPM Referral Form” and email is to the facilitators. A facilitator will contact the social worker to schedule a date/time and location. The facilitator is responsible for securing the location. Meetings will primarily take place between 8:00 am and 5:00 pm, unless team participants require a meeting after regular business hours. Meeting venues will vary. Venues may be held at the Department of Social Services locations or other community sites. In addition:

  • Every emergency placement will have a FPMwithin 24 hours of the child’s removal or prior to the initial court hearing.
  • FPM meetings that discuss initial placement for a childstill at home are scheduled after a consultation with the supervisor regarding safety and risk issues, and should be held within 5 business days or prior to any scheduled court hearing.
  • If a caregiver requests removal of a child, a FPM should be held within 3-5 business days.FPMs that discuss considered placement plans (i.e. moves to a less restrictive setting) should be scheduled within 5-7 business days.
  • Reunification FPM meetings should be scheduled according to parental progress regarding their ability to provide a safe environment and meet the needs of the child. These meetings should not be driven by court schedules. Parents or Custodian must be present during the FPM.
  • Any other permanency planning meeting should be scheduled within two weeks of the request and before any court filing is completed.
  1. Prior to the FPM
  • The SW is responsible for inviting the child (if old enough) and family to the FPM, as well as explaining the processand answering any questions they may have. The facilitator may assist, if needed.
  • The SW will assist the family and child (if old enough) in identifying a list of supportive individuals who should attend the FPM. The SW will assist the family with inviting the individuals, if needed.
  • The SW will invite any other relevant participants, such as service providers or other public agency staff. The facilitator may assist, if needed.
  • The SW must inform the facilitator of any special needs in regards to safety, security, language interpretation, and physical accommodation. If the child will be present at the FPM, the SW and facilitator will discuss how to identify if the child needs to take a break from the meeting.
  • The SW must meet with the Facilitator at least 10 minutes before the FPM meeting to discuss any updates and triggers of negativity prior to the meeting.
  1. Meeting Structure

The basic FPMstructure includes the following:

1.Introduction:

  1. Facilitator will explain the purpose and goal, as well as the definition of consensus (and the fact that the agency has the final say as they are mandated to protect children).
  2. Participants will introduce themselves and their relationship to the child.
  3. Comfort guidelines (ground rules) for the meeting are discussed and all parties should agree to abide by them.
  4. If the child is present for the meeting, the facilitator will discuss with the team that the child may take a break from the meeting, if needed. The team will identify a support person for the child if the child does need to leave the meeting.

2.Identify the situation:

  1. Ideally, the family speaks first to define the concern/precipitating event that prompted the meeting, i.e. “why we are here”.
  2. The family may defer to the social worker to identify the situation.

3.Assess the situation by discussing:

  1. Safety/Risk Concerns/Needs of child and family
  2. Strengths/Supports of child and family
  3. Current and previous services, including participation level and outcome

4.Develop ideas:

  1. A strength-based approach will be used by the facilitator to help the participants identify placement options and service needs.
  2. All ideas are reality-tested to ensure they are viable and realistic.

5.Reach a decision:

  1. A decision is made that ensures safety and protection of a child in the least intrusive/least restrictive manner.
  2. Ideally, consensus will be reached if all participants either can agree with the decision or agree to support the decision (See “Consensus” section).
  3. Action plan is developed so that all participants know the timeline and who is responsible for initiating identified services.

6.Closing:

  1. Facilitator will recap the decision and action plan, as well as answer any questions.
  2. Follow-up meeting will be scheduled, if needed.
  1. Comfort Guidelines Framework

Each FPM team may determine their own comfort guideline, but the basic ones include:

  • Treat each other with respect, no shaming or blaming
  • One person speaks at a time, no interrupting
  • Straight talk
  • Right to privacy
  • Turn off cell phones (or put them on vibrate) during the FPM meeting
  • Time frame is 1-2 hours
  1. Consensus

The goal is to gain consensus by the team regarding placement that protects the child in the least restrictive and least intrusive manner. However, JCCDSS maintains legal responsibility to make the decision if agreement by the full team cannot be achieved. In pursuing a consensus decision by the team, the facilitator will assist the group using this framework:

  • Can the entire FPM team reach consensus? If not, then…
  • Can JCCDSS staff, including the facilitator, reach consensus? If not, then…
  • The SW makes the decision regarding the placement-related issue at hand. A review process is available if other members of the JCCDSS staff who are part of the FPM team believe the decision puts the child at risk of serious harm or violates law or policy (See FPM Reconsideration Process).
  1. FPM Reconsideration Process
  • If there is a belief that the decision made in the FPM will result in serious harm to the child or violates law or agency policy, a FPM decision can be reconsidered. Only those agency staff who participated in the FPM meeting may seek review of a FPM decision. If there is a lack of consensus, agency staff should notify team of intent to seek review immediately, before participants leave the meeting.
  • An interim safety plan should be made if necessary until a decision is made, and another FPM date should be scheduled to deal with the issues before the participant leaves the meeting. The designated agency administrator (Director, Deputy Director or designee) if available will join the team and resolve the issue while the team is still convened. If unavailable, he/she will schedule and participate in a review and make the review decision.
  1. Confidentiality

The confidentiality of information shared at the FPM meeting is not guaranteed. Privacy and respect are emphasized, but parents are informed that information from the meeting may be used for case planning, in subsequent court proceedings if necessary, and in the investigation of a new allegation of abuse or neglect should such information arise.

III. After a Family Partnership Meeting

  1. Facilitator Responsibilities
  • Ensure that all participants receive a copy of the meeting summary.
  1. Social Worker Responsibilities
  • Ensure follow-through of action plan.
  • Schedule a FAPT meeting in cases of a child coming into foster care or other CSA services needed. The CSA Coordinator can facilitate approval of CSA services by the CPMT Chair (JCCDSS Director) up to 30 days prior to the next scheduled FAPT. However, SW, in consultation with their supervisor, are responsible for ensuring that all avenues for service payment are exhausted before seeking CSA funds.
  • Enter required information in OASIS.
  1. Social Worker/Supervisor Follow-up
  • The Supervisor will support the SW in making progress toward the action steps and needs identified during the FPM and review draft service plans.
  • The review process will follow the same format of the FPM. Decisions made by the designated agency administrator are the agency’s final decision and designated agency staff is responsible to implement the decision and demonstrate full support.
  1. Role of Family Assessment and Planning Team (FAPT)
  • The purpose of the FAPT in the FPM meeting process is to assist in identifying service providers that provide the youth with the recommended services that are a result of the meeting.
  • FAPT has the responsibility for the careful review of requests for services and make appropriate recommendations to the CPMT for approval of funding.
  • The CPMT Chair will make the final decision for all funding requests.

JCC FPM Policies & Procedures, Revised 12/09Page 1