CHILDREN AND YOUTH SERVICES NETWORK AGENDA

THURSDAY, MARCH 12, 2015, 9:30AM-NOON – NETWORKING AT 9AM, MEETING STARTS AT 9:30AM

FAMILY SPACE QUINTE, 301 MACDONALD AVENUE, BELLEVILLE

ITEM TIME PERSON RESPONSIBLE

MATERIALS REQUIRED

1. Welcome a) Review vision, mandate, and meeting objectives b) Declaration of conflict of interest

9:30am

Co-chairs

2. Roundtable Introductions

9:35am

All

3. Consent Agenda: a) Motion to approve minutes from November 27, 2014 b) Motion to approve $50 membership fee for 2015/16

9:45am

Co-chairs

Attached

4. CYSN Governance

9:50am

Co-chairs

6. Lead Agency Report: a) Financial update for January 2015 and year-end

forecast

10am

Maribeth deSnoo

Attached

7. Provincial Initiative Updates: a) Ministry of Education, Early Years Branch b) How Does Learning Happen? Child Care Update

10:10am 10:15am

Rachelle Blanchette Pam Kent Juliee Harrison

OUR VISION: Children, youth and families living in HPE easily access a responsive service system that meets their needs. MANDATE: To create an effective, integrated and seamless community service system for children, youth and families that maximizes resources through collaborative and informed planning.

MEETING OBJECTIVES:

Provide opportunities for informal networking.

Inform and keep members current on provincial initiatives.

Inform members about “Signs of Safety” and provide details on how members can support implementation.

Update members on the work of CYSN teams, committees and working groups.

Offer processes that mobilize members to engage and put ideas into action.

Provide opportunities for members to share organization highlights and raise issues, gaps, etc.

ITEM TIME PERSON RESPONSIBLE

MATERIALS REQUIRED

8. Partnership Connections

a) Signs of Safety Presentation from Highland Shores

10:25am

Catherine Whitley

Attached

9. Five-Minute Stretch Break

10:45am All

10. Recommendations from Teams, Committees and Working Groups: a) Communication Team – Copyright Policy and Procedure b) Community Indicators and Measures Committee –

Partnership Self-Assessment Recommendation c) Service Pathway/Community Engagement Committee -

Family Engagement Commitment Statement Follow-up d) Second Helpings Working Group – Campaign Update e) Early Childhood Development Working Group – Soft

Launch of “Make Room for Play” Campaign f) Aboriginal Planning Working Group – Work Plan

Update g) Nominating Committee h) Terms of Reference Working Group – 2015/16 CYSN

Membership Agreement and Fee – Due April 30, 2015

10:50am 5 min 15 min 5 min 5 min 20 min 5 min 0 min 5 min

Maribeth deSnoo Brandi Hodge and Tami Callahan Melanie Dunlop Ruth Ingersoll Katrina Smith and Colleen Peairs Wendy Anderson Nothing at this time Wendy Anderson

Attached

Please CLICK on

group name to access most

recent minutes

11. Community Issues – no submissions at this time

12. New Business

13. Infomercials An opportunity for members to introduce service gaps, new services, issues, etc. – 30 seconds to 1 minute each

11:50am

All

14. Wrap-Up

11:55am Co-chairs

15. Next Meeting Date: Thursday, April 23, 2014 Networking: 9-9:30am Meeting: 9:30am-noon Location: TBD – please advise Wendy if you have space

16. Adjournment Noon

Notice: Following the meeting, members of the Coordinating Team will debrief - everyone welcome.

CHILDREN AND YOUTH SERVICES NETWORK MINUTES

THURSDAY, NOVEMBER 27, 2014, 9:00AM - NETWORKING, 9:30AM -12:00PM – MEETING

HASTING AND PRINCE EDWARD DISTRICT SCHOOL BOARD, 156 ANN STREET, BELLEVILLE IN ATTENDANCE: Kelly Allan (co-chair), Wendy Anderson (coordinator), Maribeth deSnoo, Wendy Fleet (recorder), Kellie Brace, Lynette Cumming, Brandi Hodge; Melanie Dunlop, Wanda Post, Terry Swift, Ruth Ingersoll, Heather Barker, Shannon Thompson, Linda Duffy-Brown, Linda Seeley, Susan Seaman, Beverley Bell-Rowbotham, Cathy Utman, Anne-Marie Murphy, Nancy McGeachy, Mark Fisher, Tami Callaghan, Wendy Swoffer, Rose Marie Reid, Cheryl Dupre, Dave Buttineau, Laurie Oram, Kathy Kennedy, Margo Russell-Bird, Darlene Stuckless, Chris Little, Susan Stoddard, Helene Cadotte-Gagnon, Amy LeGresley, Julie London, Cathie West, Colin Leaver, Mark Hill, Colleen Peairs, Peggy Yates

REGRETS: Teresa Kennedy, Paul Meadows, Tanya Grierson, Brandi Hildebrand, Paul Huras, Alana DeVille, Stephen Martin, Amy Watkins, Veronica Catry, Sarah Brown, Rachel Lackey, Arlene Coculuzzi, Bonnie Perrigard, Bonnie DeRushie, Cherie Hardie, Ann McIntosh

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

1. Welcome, Objectives, Declaration of Conflict of Interest

Kelly Allan welcomed everyone to the meeting. No conflict of interest was declared. Kelly reviewed the CYSN vision, mandate and meeting objectives.

OUR VISION: Children, youth and families living in HPE easily access a responsive service system that meets their needs.

MANDATE: To create an effective, integrated and seamless community service system for children, youth and families that maximizes resources through collaborative and informed planning.

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

Kelly asked participants to complete meeting evaluation forms before leaving, and advised that they are helpful to the Coordinating Team in their task of developing meeting agendas.

2. Roundtable Introductions CYSN members introduced themselves and the organization they represent.

3. Review of Agenda Approved

4. Consent Agenda a) Motion to approve Minutes

from September 25, 2014

Motion to approve the minutes – Linda Seeley Seconded – Tami Callahan All in favour. Carried.

5. Business Arising

Wendy Anderson advised that the advocacy questions submitted for the Belleville Mayoral Candidates were not approved by the Chamber of Commerce for inclusion in the debate. The reason given was that our questions did not align with their mandate. Question: Now that there are new municipal councils, is the CYSN interested in moving forward with this advocacy? CYSN members were in agreement to move forward with an awareness campaign.

The original small group; Anne-Marie Murphy, Heather Barker, Ruth Ingersoll and Wendy Anderson agreed to work on an awareness campaign.

6. Lead Agency Report; a) Financial Update

a) Maribeth deSnoo reviewed the financial statement dated October 31,

2014 included in package. Prior year revenue includes United Way funding carried forward for data repository development and 2013/14 membership fees.

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

b) Copyright policy/procedure

Maribeth informed members that she received verification from human resources regarding the qualifications for use of a motor vehicle. The wording in the job description needs to be updated to say that the candidate has access to a motor vehicle.

b) Wendy Anderson is currently drafting a copyright policy and procedure

in collaboration with the Communication Team. An outside organization used an unauthorized image in a slideshow presentation that was posted on the CYSN website. The imaging company then fined the CYSN for the image use. Wendy Anderson contacted the presenter who agreed to cover the fine and the issue was resolved. Maribeth suggested that there be funds reserved for occurrences stated above.

7. Provincial Initiative Updates; a) Child and Youth Mental

Health Transformation

b) Special Needs Strategy

a) Terry Swift presented on Child and Youth Mental Health Transformation

- Moving on Mental Health an initiative that will transform the experience of children and youth with mental health problems and their families so that regardless of where they live in Ontario, they will know what mental health services are available in their communities and how to access them.

b) Margo Russell-Bird gave an update on the Special Needs Strategy;

Mental Health Transformation Presentation Attached

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

c) Ministry of Education, Early Years Branch

Representatives from all four Ministries that are engaged in the Special Needs Strategy were in attendance at an information session which took place October 17, 2014. Emphasis was on removing barriers and working towards seamless services for children with complex special needs. For more information, visit http://specialneedsstrategy.children.gov.on.ca/. You will need to create a log in and password but the site is open to anyone to view.

c) Kelly Allan reported on behalf of Rachelle Blanchette:

Bill 10, Child Care Modernization Act, has now gone to third reading. A registry of unlicensed child care violations is not available on the Ministry of Education website for parents seeking child care. For more information, refer to the Ombudsman’s Report.

Special Needs Strategy Update November 2014 attached

8. Acting on Partnership Self-Assessment Tool Findings

Brandi briefly reviewed the self-assessment tool findings that were presented at the September meeting, and advised those present that three exercises would be offered today to help the CYSN move past the work zone into the headway zone, especially with synergy.

Wendy presented a two-year CYSN Historical Timeline starting in 2012 when the Community Action Research Project (CARP) resulted in a complete restructure of the Network. Current work includes addressing partnership self-assessment results, family engagement, data repository, red flag projects, Aboriginal planning and maintaining a system-wide

Review, Celebrations and Moving Forward Slideshow attached Current structure diagram attached

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

approach to No Wrong Door/Warm Hand-Off and effective communication between members, organizations and community.

Members participated in three exercises which involved independent work, group discussion and report back. Input will go to the Community Indicators and Measures Committee to review responses, build recommendations and report back in February.

Exercise #1

Six questions were posed about the CYSN Mandate and Vision and whether they make sense in light on the CYSN and its work.

The three goals under which the CYSN receives funding from MEDU and MCYS were shared.

Exercise #2

How we identify new and creative ways to solve problems?

How we can include the views and priorities of the people affected by the partnerships work?

How we obtain support from individuals and organizations in the community that can either block the partnership’s plans or help move them forward?

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

Exercise #3

What are we doing that we should be doing more of?

What are we doing that we should be doing less of?

What are we doing that we should stop doing?

What aren’t we doing that we should be doing?

9. Recommendations from Teams, Committees and Working Groups

a) Communication Team; Maribeth deSnoo advised that the team has been working on the reorganization of the CYSN website. There is no impact to the budget as the company SNAP was paid in full for its services at year end 2013/14.

b) Community Indicators and Measures Committee;

Tami Callaghan reported that the committee is actively working on the partnership self- assessment. The data repository application to Trillium has been completed and submitted.

c) Service Pathway/Community Engagement Committee;

Melanie Dunlop reported that the No Wrong Door training has been put on hold. An electronic version of the No Wrong Door Service Referral Guide by Function and will be available to all on the CYSN website shortly.

Members are to watch for Service Referral Guide by Function launch and share with colleagues.

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

d) Second Helpings Working Group; Ruth Ingersoll posed the question to CYSN members: If there was something you personally could do to decrease food insecurity in our community and if there was something your agency could do, would you do it? Second Helpings working group is developing a campaign to encourage everyone to plant a community garden or grow an extra row and donate the produce to food programs and services. Loyalist College students will help develop the promotion campaign. This initiative will provide families with easier access to healthier food.

e) Early Childhood Development Working Group;

Wendy Anderson reported that this group continues work on its awareness campaign to promote a new ParticipAction campaign to HPE families called “Make Room for Play”. CYSN member organizations will be receiving “an ask” in the near future to help get key messages out to the community through their social media, websites.

f) Aboriginal Planning Working Group;

Wendy Anderson reported that that a number of things identified in the Plan have been accomplished; i.e., a speech café at the Head Start program in Tyendinaga and engagement with the Metis Nation. On-site speech and language services will be available soon.

Members are to watch for information about the social media campaign to help improve EDI scores.

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

g) Nominating Committee; Wendy informed the members that the nominating committee continues its appeal to the membership for co-chair nominations. Please consider yourselves if you are looking to play a stronger leadership role or recommend someone who you feel would do a good job. Kelly Allan shared details about what is involved and time commitment.

h) Terms of Reference Working Group;

No report at this time

Members are to consider becoming a CYSN co-chair and/or submit names for nomination to Wendy or co-chairs.

10. Moving Forward with Family Engagement

a) Statements for 2015/16 Membership Agreement Members were asked to review the proposed family engagement statements included in meeting package and take the information to their organizations for discussion. At the next CYSN meeting, February 26, 2014 members will have an opportunity to discuss. It is the intention of the Service Pathway/Community Engagement Committee to submit these statements for inclusion in the 2015/16 CYSN membership agreement.

b) The accompanying Philosophy, Practice and Definition of Family

Engagement one-pager was developed to clarify family engagement and what it means to the Network – as per regional project.

Members are to take the proposed statements and one-pager back to their organizations for discussion. Proposed questions and definitions attached.

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

11. Partnership Connections

No report

12. Community Issues

No report

13. New Business

14. Infomercials – an opportunity to introduce service gaps, new services, issues etc.

Mark Hill, the owner of Matters of Hope Counselling in Picton, gave an overview of his counselling services. Mark’s private practice works with children and youth and offers parenting programs. Matters of Hope website is http://www.mattersofhopecounselling.com/ Ruth Ingersoll of Community Development Council of Quinte The Good Food Box is looking for delivery space in Bancroft. The Good Food Box kitchen program will travel anywhere there is a kitchen! Belleville downtown DocFest is scheduled for February 27 to March 1, 2015. If you have a documentary you would like to submit contact mailto:info@downtowndocfest.ca The deadline for submissions is December 22, 2014. Heather Barker of Community Learning Alternatives (CLA) The Hospitality Plus program offers four weeks of training, 12 weeks emerit training, and includes 9 months on-the-job training in the hospitality field to youth ages 18-29. More info available at http://www.cla-buildingskills.ca/

ITEM DISCUSSION/MOTIONS ACTION (including Person

Responsible and Completion Date)

Colin Leaver from Youth Unlimited is looking for partners to establish a youth centre in Belleville. If you are interested in learning more, contact colin@qyfc.com

15. Wrap-Up a) Course of Action; The Community Indicators and Measures Committee will compile the results of today’s group work and report back at the February 26th meeting. New advocacy/awareness group to meet.

b) Completion of meeting evaluations;

Please complete a meeting evaluation to help the Coordinating Team keep meetings meaningful, effective and efficient.

Next Meeting;

Date: Thursday, February 26, 2015 Networking: 9-9:30am Meeting: 9:30am-noon Location: TBD

If you plan to attend or not, please contact: wanderson@cmhs-hpe.on.ca

Adjournment 11:46 am

Updated March 4, 2015

Ministry of

Children

and Youth

Services

(MCYS)

Ministry of

Education

(MEDU) Other Total Budget

Actual as of

January 2015

Y/E Forecast

March 31

2015

Prior Year Revenue $4,511.71 $4,511.71 Prior Year Revenue;

Revenue $28,500.00 $42,160.00 $1,450.00 $72,110.00 United Way Funding for the Data Repository $2,736.71

Actuals $23,750.00 $35,133.00 $2,850.00 $61,733.00 $73,510.00 Prior Membership $1,775.00

Total Revenue $66,244.71 $78,021.71

Minus CYSN Reserve -$4,625.00

Minus Data Repository -$2,736.71

Net Revenue $70,660.00 Other - Revenue as of January 2015;

Current Membership $2,650.00

Expenses Laptop Sale $200.00

Coordination Budget $23,370.00 $34,715.00 $0.00 $58,085.00 $38,620.00 $58,085.00

Travel $380.00 $345.00 $225.00 $950.00 $658.30 $602.80

Professional Development $500.00 $725.00 $25.00 $1,250.00 $865.29 $865.29

Admin Support $600.00 $870.00 $30.00 $1,500.00 $496.13 $661.51

Client Events $1,320.00 $3,580.00 $100.00 $5,000.00 $0.00 $0.00

Educational Events $1,000.00 $1,000.00 $0.00 $2,000.00 $641.17 $641.17

Office Supplies $100.00 $145.00 $5.00 $250.00 $48.61 $48.61 FORECASTED EXPENDITURES MAR 31/15

Memberships (VIQ) $20.00 $0.00 $30.00 $50.00 $50.00 $50.00 Annual Website Hosting and Maintenance $1,524.94

Promo & Ad $400.00 $580.00 $20.00 $1,000.00 $31.12 $31.12 Survey Monkey Renewal $348.00

Meetings (coffee, refresh) $200.00 $0.00 $300.00 $500.00 $778.20 $875.00 CYSN Presentation Board and Case $389.04

Tech. Support $20.00 $0.00 $30.00 $50.00 $0.00 $0.00 No Wrong Door Training Mtls - Tyendinaga $380.27

Misc. $40.00 $0.00 $60.00 $100.00 $11.81 $11.81 Digital Red Cards and Mini Survey $1,356.00

Phone/Internet $150.00 $100.00 $125.00 $375.00 $0.00 $0.00 Printed Red Cards $1,972.42

Photocopying/Printing $400.00 $100.00 $500.00 $1,000.00 $405.44 $405.44 CYSN Event - Come Walk in My Moccasins $503.58

Portable Powerpoint Projector and Case $908.00

Totals $28,500.00 $42,160.00 $1,450.00 $72,110.00 $42,606.07 $62,277.75 Food Security Working Group Campaign $1,000.00

Grand Total $23,638.64 $8,382.25 Total $8,382.25

CYSN Budget versus Actual 2014-2015

Community Issues and Partnership Connections Request Form Endorsed by the Children and Youth Services Network on September 26, 2013 Revised for September 25, 2014

COMMUNITY ISSUES and PARTNERSHIP CONNECTIONS REQUEST FORM Name: Rhiannon Aird

Organization: Highland Shores Children’s Aid

Telephone and email: 613-962-9291 extension 2852

Contact information for key players/community partners:

Rhiannon Aird, Signs of Safety Project Management Supervisor, Highland Shores Children’s Aid

363 Dundas St. West, Belleville, ON, K8P 1B3, Tel: 613-962-9291, ext. 2852

Email: Rhiannon.aird@highlandshorescas.com

Identify the community issue or partnership opportunity (please circle) and describe

its impact on the CYSN vision, mandate and strategic direction. The Signs of Safety® (SOS)

approach to child protection casework was developed through the 1990s in Western Australia. It was created by Andrew Turnell and Steve Edwards, in collaboration with over 150 West Australian child protection workers (CPWs), and is now utilized in jurisdictions in the USA, Canada, the UK, Sweden, The Netherlands, New Zealand and Japan. The approach focuses on the question “How can the worker build partnerships with parents and children in situations of suspected or substantiated child abuse and still deal rigorously with the maltreatment issues?” This strengths-based and safety-focused approach to child protection work is grounded in partnership and collaboration. It expands the investigation of risk to encompass strengths and Signs of Safety® that can be built upon to stabilize and strengthen a child’s and family’s situation. A format for undertaking comprehensive risk assessment — assessing both danger and strengths/safety — is incorporated within the one-page Signs of Safety assessment protocol. (This form is the only formal protocol used in the model). The approach is designed to be used from commencement through to case closure in order to assist professionals at all stages of the child protection process. Highland Shores Children’s Aid is looking to enhance its working relationships with community partners in order to ensure the best possible outcomes for children, youth and their families and to develop a community safety network. Community partnerships are a key component of the successful implementation of the Signs of Safety approach. This can include joint responses by the Society and appropriate community partners to child protection matters, with consent, and/or participating in case consultations with the Society and families. This is in line with CYSN’s Vision: Children, youth and families living in HPE easily access a responsive service system that meets their needs. It also fits in with the CYSN mandate: To create an effective, integrated and seamless community service system for children, youth and families that maximizes resources through collaborative and informed planning. To ensure the essential functions within our service system – basic needs, education, employment, health, justice and legal, prenatal to 12 supports and resources, safety and protection, social and recreation, and transportation – are covered by the planning process, membership includes representation from a broad range of community service sectors.

What action are you requesting from CYSN? At this time we are requesting time at the February meeting to provide a brief overview of the Signs of Safety approach to the members of the Network and provide information on how members can play a vital role in the successful implementation of SOS within our communities.

Prepared for Communication Team by Wendy Anderson on December 8, 2014

COPYRIGHT POLICY AND

PROCEDURES

The goal of this policy is meant to fulfill our obligations under copyright law and to acknowledge

our respect for the rights of others. The Children and Youth Services Network provides the

following rules and procedures relating to copyright compliance when using copyrighted

materials both internally and externally. It is our expectation that each employee, consultant,

contractor or agent of the Children and Youth Services Network will adhere to these policies

and procedures.

It is the policy of the Children and Youth Services Network to comply with the Copyright Act.

This means that copyright-protected materials will not be used or adapted by the Hastings &

Prince Edward Children and Youth Services Network (CYSN) in any medium or format (i.e., print,

video, audio or electronic form) without authorization from the copyright holder through a

license or express written permission.

1. This includes copyright-protected work contained in articles, reports, slideshows, videos

and other materials submitted to the CYSN by member organizations and community

partners.

2. The CYSN will not be held liable for unauthorized use of copyrighted materials by

member organizations and community partners. This includes articles, reports,

slideshows, videos and other materials submitted for the information of CYSN members.

3. Logos, photos and illustrations downloaded from the internet may be protected from

unauthorized use by copyright laws. This applies to Google images, illustrations, photos

and videos.

4. Images described as royalty-free may also be protected by copyright laws. Online

catalogues such as Getty Images and Shutterstock charge licensing fees for royalty-free

images.

5. Clip art images included with Microsoft Office software or any image marked Public

Domain may be used free of charge for non-commercial purposes, as can any image

identified as Creative Commons.

Prepared for Communication Team by Wendy Anderson on December 8, 2014

6. Images marked Creative Commons may be copied and redistributed in any medium or

format and adapted as long as appropriate credit is given by providing a link to the

license and indicating if any changes were made.

7. While materials taken from government websites are considered public domain, use by

the CYSN in electronic, print or presentation form will be credited through notation.

Member organizations submitting materials to be shared with the CYSN and/or published on

the CYSN website are required to sign the following statement.

I, _____________________________________________________ (name of signing officer) of

__________________________________________________________________ (organization)

have read and understand the above statements and declare that ________________________

___________________________________________ (name of document) does not contain any

unlicensed images, illustrations, photos or videos.

___________________________________________________ _________________________

Signature Date

DATE: February 26, 2015

TO: CYSN Member Organizations and Community Partners

FROM: CYSN Early Childhood Development Working Group

SUBJECT: Action Required from CYSN Membership on Red Flag Issue: Kindergarten

Students who are Developmentally at Risk

The first phase of the Early Childhood Development Community Awareness Project is intended

to help increase Early Development Instrument (EDI) scores related to the physical health and

well-being of Kindergarten children in Hastings-Prince Edward.

The Early Childhood Development working group is planning a soft launch of the project at the

next Network meeting on March 12, 2015.

At that time, member organizations will be asked to help promote a new PartipACTION

campaign called “Make Room for Play” to families of children 0-6 years through their websites

and social media platforms; e.g., Facebook and twitter between March 23rd and June 1st.

Campaign materials for organizations will be available on the CYSN website.

Although member organizations involved with the early years are being asked to support the

implementation of this campaign, any organization in HPE is welcome to participate.

Our Vision: Children, youth and families living in

Hastings-Prince Edward easily access a responsive

service system that meets their needs.

Wendy Anderson, Coordinator HPE Children and Youth Services Network Réseau de services destiné aux enfants et aux jeunes Tel: 613-966-1170 x2269 Fax: 613-968-1038 www.hpechildrenandyouth.ca Please consider the environment before printing