sECTION 13:
Meetings
Meetings
Navigating Meetings with DCYF
This section is dedicated to helping families understand the different types of Shared Planning Meetings (SPM) and Family Team Decision-Making Meetings (FTDM) conducted by DCYF. While these meetings are designed to engage families and develop plans for children’s safety and well-being, it’s important to approach them with awareness. DCYF may use these meetings to gather information that could impact future decisions, including potential court actions.
Why Are Meetings Important?
DCYF conducts various meetings to engage families, assess progress, and ensure the safety and well-being of children. This section focuses on two key meeting types relevant to cases before court involvement:
- Shared Planning Meetings (SPM)
- Family Team Decision-Making Meetings (FTDM)
While these meetings aim to support families, be cautious about sharing overly personal or candid information as it could be documented and potentially used against you in future decisions. It is also advisable to bring a trusted family member or friend to these meetings, as they can sometimes be emotionally charged. Additionally, this person could be vetted by DCYF before court involvement to serve as a potential placement option if DCYF decides to pursue a pick-up after an FTDM.
Shared Planning Meetings (SPM)
SPMs (DCYF Policy 1710) are collaborative meetings designed to engage families, youth, and natural supports in creating plans that prioritize child safety, family well-being, and service needs. These meetings provide a forum for discussing safety concerns, services, and progress while ensuring that children receive the support they need.
When Are SPMs Held?
SPMs are commonly held during:
- Family Voluntary Services (FVS) or Family Assessment Response (FAR) cases.
- Hospital referrals, such as HelpMeGrow.
- Progress checks for services and support plans.
Key Focus Areas of SPMs:
- Child Safety: Address current safety threats and develop plans to mitigate them.
- Family Time and Visits: Review family time, sibling and relative visits, transportation, and supervision needs.
- Well-Being: Discuss mental and physical health, education, and developmental needs.
Participants
- Parents, caregivers, and children (if age-appropriate).
- Tribal representatives (for children with Native American ancestry).
- Professionals, such as school counselors or medical providers.
SPMs must be documented using the Shared Planning Meeting DCYF 14-474 form.
Caution for SPMs
- While SPMs are collaborative, remember that everything you say can be documented. Stick to discussing your progress and needs without offering unnecessary details that could be misinterpreted.
- If you feel uncomfortable with any part of the meeting, ask for clarification or take notes for your own records.
Family Team Decision-Making Meetings (FTDM)
FTDM (DCYF Policy 1720) meetings are designed to make critical decisions about a child’s placement. While they are framed as collaborative discussions, these meetings often serve as a way for DCYF to gather information that may support filing a petition for removal or building a case against the family.
When Are FTDMs Held?
FTDMs are convened during:
- Imminent Risk of Removal: To determine if a child can safely remain in the home.
- Placement Stabilization: To address potential placement disruptions.
- Exit from Care: When considering reunification or a return to the family home.
What Happens During an FTDM?
- Introductions and Meeting Guidelines: These are intended to ensure a collaborative and respectful environment, though parents may sometimes feel overwhelmed due to the number of participants who might seem aligned against them. This is why it’s important to bring a trusted support person if possible. If that’s not an option, focus on taking notes and staying calm, even if some of the things said during the meeting feel inflammatory.”
- Case Presentation: The caseworker shares the child’s history, current situation, and identified safety concerns.
- Plan Development: The team identifies strengths, community resources, and placement options. This is where you’ll want to speak up about placement options by saying something like, ‘If my child cannot be placed with me, I have a family member I want considered,’ or ‘I have a friend with a relationship with my child I want considered,’ or ‘I have a close friend I want my infant to be considered for placement with.'”.
- Documentation: All discussions are recorded using the FTDM forms but they should offer you a copy of that document before you leave. If they do not, then ask them, “Can I get the FTDM notes for this meeting please.”
Participants
- Parents, children (if age-appropriate), and extended family.
- Caseworkers, supervisors, and facilitators.
- Relevant professionals and service providers. Be cautious: if law enforcement is present at the meeting, you have the right to say, ‘I do not wish to participate in this meeting if law enforcement is here.’ This is particularly important in cases involving allegations of physical abuse to a child, as anything you say in the meeting could potentially be used against you in a criminal case. This caution also applies to Shared Planning Meetings (SPMs), so always be aware of who is present and proceed carefully if law enforcement is involved.”
Caution for FTDMs
- Be aware that FTDMs may be used to gather information to support a petition for removal (often referred to as a “pick-up order”).
- Speak carefully, focusing on progress, family strengths, and willingness to address concerns. Avoid emotional or overly detailed disclosures that could be misconstrued.
- If you feel pressured, calmly assert your rights and request additional time to consult a trusted advisor or attorney if needed.
Key Takeaways for Both Meeting Types
- Parents must be invited to all meetings and provided opportunities to participate.
- Incarcerated parents must also be included and given access to participate.
- Interpreters or accommodations for disabilities are available as needed.
- Preparation is Critical: Know the purpose of the meeting and prepare what you want to say.
- Limit Unnecessary Details: Stick to facts and avoid sharing personal information that isn’t directly relevant to the topic at hand.
- Request Documentation: Always ask for a copy of meeting notes or take pictures of documents shared during the meeting.
- Advocate for Yourself: Speak confidently about your strengths, your progress, and your family’s needs.