Family Group Meetings
Family meetings are aimed at assisting families in finding solutions to problems they are faced with and where support is required at a lower level (universal or targeted support) and therefore can be employed as part of the early intervention strategy.
The intention is that Family Meetings offer “family group decision making” and involve the immediate family, wider family members as well as non-related significant family friends or neighbours identified by the family or their children. The Meeting offers the opportunity to come together to discuss concerns or problems and draw up a plan of how to manage these with the aid of an experienced facilitator.
Family meetings should not be seen as an alternative to statutory intervention. Where concerns are expressed by a professional or through a CAF that highlight complex or acute needs then this must be passed to Children’s Services for processing and assessment. Family meetings should not been seen as a Family Group Conference where there is a wider requirement in terms of decision making, resource allocation or legal intervention.
Only those professionals directly involved, or holding significant information, should attend the meeting. At the start of the meeting Information sharing takes place. The role of professionals in the meeting is to share additional information and knowledge about the referral and to check the validity of such information. Professionals attending the meeting and the facilitator will be expected to have information regarding services and resources available to support the family’s plan. Families must be given the fullest information possible in order that they can make decisions that take into account professional concerns.
The facilitator should chair the information sharing session at the start of the meeting, set the scene and ensure all attending are clear about their responsibilities/ confidentiality and behaviour. Unless the family requests a particular professional to be present, they must then have private decision-making and planning time.
It is envisaged that the meeting will agree the following:
• a plan that meets the needs of the child/young person
• contingency plans needed if the original plan is unsuccessful
• how the plan will be monitored and reviewed
• expected outcomes
Once the family has agreed on the plan and resources have been negotiated, it is passed back to the referrer, i.e. the professional who originally referred the case.
The facilitator will remain available during the meeting should attendees need clarification or further information.
If there is need for further agreement or negotiation of resources outside of the meeting, the family plan should be agreed in principle by the referrer. The only reason for not agreeing the family plan is if it places the child at risk of significant harm.
Timescales and responsibility for specific tasks should be arrived at through the meeting. The outcome of the family plan will be dependent on the family and professionals working together, and keeping each other informed about progress and problems. The main people involved should be the family and their friends identified by them, their children or young person(s).
Why this service will be offered to families:
Every family is unique, with its own culture, personalities, history and ways of relating to each other. All families come up against problems from time to time. Families need to be empowered to make safe, effective and creative decisions for the care, protection and welfare of their children.
Principles
The approach from all professionals and other information givers needs to be one of enabling families to succeed in making safe and realistic plans for their children.
Referrers to the Family Meeting Service are asked to remain open-minded at all times to the solutions that Family Meetings may propose.
Referrals need to be early enough to allow families time to prepare to plan. The preparation time will vary depending on the circumstances. Families should be offered a visit by the referrer to explain the process before a meeting takes place. This is recommended where parents may be reluctant to engage with services.
It is the responsibility of the referrer to share clear written information with the family before they meet. This gives the family time to consider what they can put in place to keep the children safe and whether there are any external agency resources needed to support their plan. All engaged in the Family Meeting and plan will be open and honest throughout the process to enable the Family Plan to be accepted, agreed and implemented by the family and professional involved.
The Family Meeting is a decision-making meeting; therefore all attending need to be prepared to make decisions at the meeting. The meeting itself may last 2-3 hours.
Role of the Family
•To be prepared to look at what needs to be different to meet the needs of the child/young person.
•To identify the key people who need to attend the Family Meeting and to take part constructively and with respect for each other.
•To request the information they need to make good decisions.
•To develop a plan that meets the needs of the child/young person in company with the agencies involved.
•To identify contingency plans.
•To write up the plan (with assistance of the facilitator if they choose)
•To make reviewing arrangements to check that the plan is working and update the plan if necessary.
•To carry out the plan as agreed.
Role of the Referrer
•To carry out any necessary assessments
•To offer the family the opportunity of a Family Meeting; and make a referral to the Service.
•To prepare the family for what to expect from a Family Meeting
•To provide clear, good quality information to the Family Meeting Service in writing
•Discuss what needs to be said with the main family members beforehand and obtain permission for what will be shared in writing.
•To provide balanced information, building on the family strengths as well as pointing out what may need to change
•To give realistic information about family support services available to support the Family Plan
•Encourage and support the family to do their own planning.
•To provide answers to questions from the family network during the preparation stage
•To keep in regular contact with the facilitator to prepare for the questions the family may have at the meeting.
•To make sure that agencies involved are clear about each other’s roles and responsibilities and to meet with the other agencies beforehand if there are issues that need to be resolved between the agencies.
•To be as flexible as possible about the timing of the meeting – it belongs to the family.
•To contact the facilitator when the family need to review their plan
Role of the Facilitator
•Ensure that all the family are well informed about why the Family Meeting is being held.
•To identify, prepare and invite all the participants to the meeting in advance.
•To manage and discuss any conflicts
•Be clear with everyone about his or her roles and responsibilities in the meeting
•To support the referrer in being able to provide information to families that is accessible, based on strengths and is solution focused.
•Identify any issues relating to ethnicity, culture, language, gender or religion and respond positively to particular needs requested by the family.
•Identify and request the information the family needs in order to make good decisions. Make sure that this information is clear and jargon free.
•Establish the wishes and feelings of the child/young person and how best to inform the meeting of these.
•To arrange a time and venue for the meeting that suits the family. Support practical arrangements for transport to the meeting, childcare, food etc in consultation with the family.
•To prepare family members to take part constructively and with respect for each other
•To keep all participants focused on the issues and purpose of the Family Meeting
•To chair the information giving session
•To facilitate the family going into private planning time.
•To help clarify and record the family plan. Ensure that the plan contains monitoring, contingency and reviewing arrangements.
•To advocate for families in presenting their plan to other agencies if requested by the family.
•Seek the views of families and referrers about the service and develop it accordingly.
Family Meetings may be considered as an appropriate response any time a decision needs to be made to resolve a difficulty in relation to a child/young person/vulnerable adult. These may include situations where the child/young person or family needs:
•support
•protection from risk, or
•care by another person other than their parent/carer.
Throughout the process of the Family Meeting the views of the child/young person are gathered and represented commensurate with their age and understanding. They will be provided with information by the service prior to the meeting taking place.
Family Meeting Process
Referral:
Information regarding Family Meeting is given and explained to family.
Referral completed with family and sent to Family Meeting Service.
Preparation:
Completed within four weeks - Service engages with family, child(ren) or young person(s) friends and professionals to negotiate date for meeting and prepare
them for meeting.
Family Meeting:
Information sharing session - private family time - discussions and agreements made - family plan drawn up actions and contingencies agreed.
Implement Plan:
Family implement plan and appoint a monitor from within the family to ensure actions are agreed and fulfilled.
Review the Plan:
Plan reviewed with families agreement within 8 weeks - any outstanding actions identified and plan how to undertake these.