CHILDREN AND YOUTH SERVICES NETWORK AGENDA TODAY S OBJECTIVES

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1 CHILDREN AND YOUTH SERVICES NETWORK AGENDA THURSDAY, NOVEMBER 26, 2015, 9:30AM-NOON NETWORKING AT 9AM, MEETING STARTS AT 9:30AM HIGHLAND SHORES CHILDREN S AID, 363 DUNDAS STREET WEST, BELLEVILLE OUR VISION: Children, youth and families living in HPE easily access a responsive service system that meets their needs. OUR MANDATE: To create an effective, integrated and seamless community service system for children, youth and families that maximizes resources through collaborative and informed planning. TODAY S OBJECTIVES Provide opportunities for informal networking between people, organizations and sectors. Inform and keep members current on provincial initiatives. Update members on the work of CYSN teams, committees and working groups for input and decision-making. Offer processes that mobilize members to engage and put ideas into action. Provide opportunities for members to introduce service gaps, new services, issues, etc. 1. Welcome a) Review vision, mandate, and meeting objectives ITEM TIME PERSON RESPONSIBLE 9:30am 2. Roundtable Introductions 9:35am All Co-chairs: Tamara Kleinschmidt Theresa Kennedy MATERIALS REQUIRED 3. Review Agenda a) Declaration of Conflict of Interest 9:45am Co-chairs 4. Consent Agenda a) MOTION to approve minutes from Sept 24, :50am Co-chairs Attachment 5. Follow-up to Sept 24 th Vision/Mandate Exercise 9:55am Brandi Hodge Attachment 6. Coordinating Team Report a) MOTION - Review and Approval of Proposed Mandate The Hastings & Prince Edward Children and Youth Services Network supports the well-being of children and youth prenatal to 18 years and their families through collaboration and informed planning. 10:15am Co-chairs

2 ITEM TIME PERSON RESPONSIBLE MATERIALS REQUIRED b) MOTION Approval of Governance Recommendation Co-chairs Attachment 5. Lead Agency Report a) Financial update from April 1 to October 31, :30am Maribeth desnoo Attachment 6. Provincial Initiative Updates: a) Ministry of Education (MEDU) b) Francophone Best Start Network c) Ministry of Children and Youth Services (MCYS) d) MCYS Ontario Special Needs Strategy 10:35am 5 min 5 min 20 min Rachelle Blanchette Lynette Cumming Margo Russell-Bird 7. Five Minute Stretch Break 11:05am 8. Recommendations and Updates from Teams, Committees and Working Groups: a) Aboriginal Planning Working Group a) Advocacy/Awareness Ad Hoc Group b) Communication Team c) Community Indicators and Measures Committee d) Fresh for All Red Flag Working Group e) Early Childhood Development Red Flag Working Group f) Service Pathway/Community Engagement Committee g) Terms of Reference Review Ad Hoc Group 11:10am 2 min 3 min Wendy Anderson Beverley Bell- Rowbotham Attachment Attachment 9. Community Issues and Partnership Connections a) Mental Health Providers Youth Engagement Update b) Databit on HPE Suicide Rates c) Suicide Prevention Strategy Presentation d) Be Safe App Launch 11:15am 5 min 5 min 25 min 5 min Cathie West Beverley BR Megan Luke Lily Lee Attachment Attachment Attachment 10. Completion of Meeting Evaluations 11:55am All 11. Infomercials An opportunity for members to introduce service gaps, new services, issues, etc. 30 seconds to 1 minute each If time allows All 14. Adjournment Noon

3 ITEM TIME PERSON RESPONSIBLE 15. Next Meetings Please mark your calendars MATERIALS REQUIRED Date: Thursday, February 25, 2016 Networking: 9-9:30am Meeting: 9:30am-noon Location: Hastings and Prince Edward District School Board, 156 Ann Street, Belleville Date: Thursday, April 28, 2016 Networking: 9-9:30am Meeting: 9:30am-noon Location: Hastings and Prince Edward District School Board, 156 Ann Street, Belleville Please RSVP to Meeting Cancellations: Members will be advised of meeting cancellations through notices posted on the CYSN blog by 7:30am that morning Notice: Following the meeting, members of the Coordinating Team will debrief - everyone welcome.

4 CHILDREN AND YOUTH SERVICES NETWORK MINUTES THURSDAY, SEPTEMBER 24, 2015, 8:45AM-NOON, HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD, BELLEVILLE IN ATTENDANCE (50): Kelly Allan (Acting Co-Chair), Tamara Kleinschmidt (Co-Chair), Theresa Kennedy (Co-Chair), Ellen Enright, Julie K. London, Nicole Belnap, Maribeth desnoo, Anne-Marie Murphy, Susan Sweetman, Lynette Cumming (MCYS), Cathie West, Treena Cook, Donna Kaye, Tami Callahan, Michelle Montague, Tonya Howell, Maggie Flynn, Colin Leaver, Jeanette Van den Eijkel (student), Jennifer Nelson, Orlana Bourgoin, Ann McIntosh, Judi Gilbert, Amy Watkins, Susan Ramsay, Darlene Stuckless, Tammy Didychuk, Beth Steinmiller, Leah Morgan, Melanie Dunlop, Lisa Clarke, Lisa Benoit, Jessica Anderson, Susan Quaiff, Mark Fisher, Donald Simmonds, Susan Stoddard, Mark Hill, Chris Beaudrie, Ruth Ingersoll, Kellie Brace, Susan Seaman, Diana Gregory, Bonnie Perrigard, Caitlin Gnidec, Melanie Reynolds, Beverley Bell-Rowbotham (DAC), Wendy Anderson (Coordinator), Vicky Van Roie (Recorder), Judith Moses (Consultant) REGRETS: Kathy Kennedy, Linda Duffy-Brown, Rachelle Blanchette (MEDU), Pam Kent, Debbie Milne, Linda Seeley, Hanna Enright, Rosie Reid, Jennifer Mills, Jackie Whittingham, Trevor Pross, Brandi Hildebrand, JoAnne Lewis, Kerry Vadneau, Jill Gardiner, Margo Russell-Bird, Bianca Sclippa-Barrett, Kelly Knott 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. DISCUSSION/MOTIONS ITEM 1. Welcome Co-Chairs: Kelly Allan (Acting), Tamara Kleinschmidt Previously scheduled agenda items have been deferred to November 2. Consent Agenda a) Motion to approve minutes from MOTION to approve minutes from June 25, 2015: Susan Quaiff June 25, 2015 Seconded: Susan Stoddard. All in favour. Carried. ACTION (including Person Responsible and Completion Date)

5 3. Lead Agency Report a) Financial update from April 1 to August 31, 2015 Maribeth desnoo presented the update to August 31 st. Reported that at the HPE Learning Foundation fiscal year end, a small deficit of $89 in the CYSN account had been noted. MOTION to invest $5,000 of prior year surplus revenue (from memberships) in an open GIC: Cathie West Seconded: Susan Stoddard. None opposed. All in favour. Carried. The Learning Foundation will open GIC on behalf of CYSN. Management can easily be transferred with any change in lead agency/banker. 4. Coordinating Team Report a) Governance Process Update The ad hoc group continues to work on roles and responsibilities of CYSN co-chairs, lead agency/banker and Coordinator s annual work plan/performance review. Will report back on November 26 th 5. Provincial Initiative Updates a) Ministry of Children and Youth Services (MCYS) No other updates at this time 6. Recommendations and Updates from Teams, Committees and Working Groups Lynette Cumming provided the following updates Fetal alcohol syndrome working on strategies and development, roundtables were conducted to discuss and understand the needs of people living with FASD. Two emerging ideas coming forth include policy eliminating stigma and increased screening. Teen suicide prevention efforts have a 3-year plan for the Province. Education and training were highlighted for prevention and long-term plans for eliminating teen suicide. Complex special needs will be reorganized in the Fall of Implementation will begin in the next months, and will be working with special needs applications. All deferred to November 2015 Lynette forwarded information about and links to the Provincial Roundtable Report to Wendy for posting on the CYSN website. Local steering committee to present at December Network meeting.

6 7. Community Issues and Partnership Connections a) Youth Forum 2015 Cathie West, representing the children and youth mental health service group, is seeking support and looking for partners to hold a youth forum(s). This will allow young people to identify their needs. Kingston and North Hastings both have active youth groups. Wendy Anderson will be in touch shortly to set up a first meeting for interested parties to plan. 8. Infomercials An opportunity for members to introduce service gaps, new services, issues, etc. Highland Shores Children s Aid Bonnie Perrigard - October is Child Abuse and Neglect prevention month in communities across Ontario. The campaign is marked by a purple ribbon. Members are invited to wear purple on Oct. 16 th. Quantum John Howard Society Diana Gregory - Quantum is a long-term, multi-component intervention program aiming to reduce dropout rates and delinquency in students facing challenges as they enter high school. Please make referrals to diana@quantumquinte.ca. Diana also announced that the JHS and CLA were successful in their application to Innoweave to collaborate through collective impact on increasing high school graduation rates and lowering youth unemployment rates. (This complements the ongoing PEC collective impact project.) Bread & Butter Debate Ruth Ingersoll Mon., Oct. 5 th, 7-9pm, St. Matthews s United Church, 25 Holloway Street, Belleville. Community Development Council of Quinte Ruth Ingersoll A new Good Baby Box store is opening on Oct. 19 th at 85 Marmora Street in Trenton and will be open Monday s from 8:30am-12:30pm. Call Bev at for info.

7 Trenton Military Family Resource Centre Orlana Bourgoin Support for siblings of children with Autism Spectrum Disorder. Begins Oct. 13 th for 8 weeks from 3:30-5:30pm at a cost of $16 per child. Register by calling x4528 or mona.l@trentonmfrc.ca. Community Services Network Julie London Advised that there are networking groups throughout HPE where front line staff meet on a regular basis to share information and learn about programs and services in their communities. An example of this is the Community Services Network which meets at HPEDSB on the fourth Wednesday morning of every month. Contact triplep@cmhs-hpe.on.ca for details. (Note: Local brown bag lunch groups and front line networks will be the subject of a future CYSN blog) 9. Introduction Maribeth introduced Judith Moses from Collective Wisdom Consulting. 10. Revisiting the CYSN Vision and Mandate A summary of input is being prepared by Judith for submission to the Community Indicators and Measures Committee who will carry this consultation process forward. CIMC to report suggestions and recommendation at November Network meeting. 11. Adjournment Adjourned at noon. 12. Next Meeting - To avoid conflicts, please refer to your 2015/16 Date: Thursday, November 26, 2015 meeting schedule when you are Networking: 9-9:30am planning meetings, training & special Meeting: 9:30am-noon events. Your consistent participation is important! Location: Highland Shores Children s Aid - RSVP: wanderson@hpedsb.on.ca

8 Collective Wisdom Consulting Hastings Prince Edward Children and Youth Services Network Revisiting Our Vision and Mandate HPECYSN Meeting: September 24 th, 2015 Facilitator: Judith Moses, Collective Wisdom Consulting Date: September 30 th, 2015 The following is a summary of feedback solicited from HPECYSN members during participatory exercise designed to promote common understanding of Network s mandate and explore alignment between the group s mandate and possible activities. Wendy Anderson, Coordinator, prepared an initial word for word summary of members input as requested by the facilitator which serves to highlight the weight given to each of the categories referenced below. This revised summary reflects possible or suggested wording that might be used when reporting back to your membership; and to support the continuing discussion of issues raised prior to and during this session. 1 Mandate 2 To create an effective, integrated and seamless community service system for children, youth and families that maximizes resources through collaboration and informed plannin g 3 As we discussed, your Mandate confirms what the Network DOES. It serves as instructions to the Network or directions on what the Network will DO to realize its Vision. It confirms what the Network has both the responsibility AND the authority to DO. It is a present-state, actionoriented statement. Network members, working individually, in pairs and in small groups, confirmed what a group with this Mandate might be expected to DO. The many different suggestions solicited from participants clustered into six (6) distinct categories or activites. 4 1

9 HPECYSN: Revisiting Vision and Mandate 24 September 2015 Activity #1: Building Our Capacity (...or getting our house in order) (Re)confirm and expect/require consistent attendance at Network meetings For agency delegates with decision-making authority or their alternate Necessary to build relationships, support consistent progress over time, and promote collaboration Does NOT preclude attendance by other guest or interested stakeholders, such as frontline staff from member agencies or community stakeholders Actively promote inclusion of all partners and stakeholders Reach out to ALL Ministries involved with children and youth and encourage regular attendance at Network meetings - i.e, MCYS; MCSS; Min of Ed; Min of Health; etc. Reach out to members who don t attend...or don t attend regularly...or fail to send consistent rep and explore ways to encourage their full participation Develop common language for Network Define key terms used by Network, such as seamless and integrated 5 Encourage members to speak the same language when discussing Network activities Demonstrate commitment to shared principles promoting engagement Ensure meetings include opportunities for members to talk and listen to one another - not just listen to reports but actively engage in dialogue, discussion and shared learning Incorporate opportunities for ongoing learning into meetings - doesn t have to be formal training but meaningful knowledge exchange Develop and implement consistent processes and clear structure(s) that help us fulfill our Mandate Identify concrete goals; and develop annual and multi-year work plans to help us meet these goals Recognize and celebrate successes Of individuals...of member agencies...of Network Activity #2: Knowledge Mobilization and Exchange Create valuable learning opportunities for all stakeholders (assuming we ve defined stakeholders!) Provide in-house training for Network members Brief learning topics during Network meetings More in-depth presentations scheduled immediately after Network meetings ( lunch & learn following meeting) ½ or full day sessions organized by and for Network on topics of common interest and topics relevant to work plan 2

10 HPECYSN: Revisiting Vision and Mandate 24 September 2015 Access expertise, knowledge and ideas among Network members and their staff Develop and distribute (or re-distribute...highlight...feature?) 6 list of Network members with attention to their mandates, services, and areas of expertise Compile information about specialized expertise available in community Develop processes and opportunities for members to share expertise (as outlined above in relation to in-house training ) Monitor and report on Provincial initiatives impacting children and youth sectors or local services Organize presentations on key initiatives, such as Mobilizing on Mental Health and Special Needs Strategy Establish appropriate working relationships between Network and system-level initiatives Monitor progress and report to Network as and when appropriate Move forward with community data hub project Secure funding to support launch and maintenance of electronic data hub Explore no-cost/low-cost ways to make information available to members and to Network, such as featuring data or components of hub on Network website Activity #3: Increase awareness and understanding of existing services Develop, implement and maintain multiple strategies to increase awareness and understanding of existing services among Network members and their staff; and within broader community Need to know who does what - services available, criteria for service, wait times, etc. Explore opportunities for partnering Activity #4: Promote seamless network of services in our community Identify barriers negatively impacting on clients ability to access service 7 Develop and implement coordinated referral strategy compatible with No Wrong Door 8 Identify specific gaps in current network of services for children, youth and families Based on comprehensive knowledge of existing services as referenced in Activity Area #3 With attention to confirmed needs of children, youth and families (as identified by member agencies; as confirmed through consultation with parents and youth; etc.) Address service gaps 9 Promote meaningful system-level and service-level collaboration To strategically align services through partnerships When developing and implementing new or expanded services 3

11 HPECYSN: Revisiting Vision and Mandate 24 September 2015 Activity #5: Outcomes and Measures Research...Prioritize...Plan...Implement...Monitor...Evaluate Specific areas that might benefit from this lens: What s working and what s not working in service delivery system Community needs and priorities Impact and value of Network Efforts in this area should be solution-focused, not problem-oriented Activity #6: Promote visibility and value of Network 10 Position HPECYSN as go to group for information and action 11 When identifying, addressing and resolving issues relating to children and youth services For children, youth and families Use voice to advocate for funding for evidence-based services, programs and practices 12 Position Network as positive, driving force for change Creative; open-minded; humble What your Coordinator had to say I asked Wendy to complete the same activity as participants (i.e., identify what a group with this Mandate would DO); however, I did NOT incorporate her ideas into the group discussion as I wanted to ensure members were not unduly influenced by the Coordinator s ideas...as can sometimes happen in these kinds of groups. Wendy s ideas dovetail very nicely with Activity Areas discussed above: Set realistic goals; formulate a plan; and follow the data Fully engaged membership; well prepared and committed to working together on shared goals Strong leaders and strong followers Effective communication; everyone s responsibility. Submitted electronically to Wendy Anderson; Beverly Bell-Rowbotham; and Brandi Hodge September 30 th,

12 HPECYSN: Revisiting Vision and Mandate 24 September 2015 Endnotes 1. I strongly recommend that HPECYSN allocate sufficient quality time to continue to explore and address critical issues relating to its mandate, activities and eventually, its structure until these issues are resolved. I understand the agendas for meetings scheduled to date are already pretty full, and certainly, some time must be allocated for project updates, other activities and ongoing business. However, without attention to the critical issues raised prior to and during the session on September 24 th, the efficacy and value of the Network will be seriously compromised...which contributes to a negative cycle resulting in reduced engagement, dwindling attendance and limited relevance to children and youth services sectors. There are several ways the Network could move forward with these discussions: I think the best option is to schedule one hour of each two hour meeting from now until June with specific items to be address and resolved between now and then, including addressing issues relating to current Mandate raised by facilitator on September 24 th, confirming priority activities and eventually, revisiting structure to ensure it is aligned with the overall strategy (purpose...mandate...what you want to DO) of the Network Alternately, or in addition to the above suggestion, the Network could schedule additional meetings between now and June. Returning to monthly meetings would allow the Network to address business scheduled for future meetings in a timely manner AND schedule one hour of each meeting to address mandate-related issues If monthly meetings are too much for members, considering scheduling one or two extra meetings between now and June and either implement the one hour each meeting suggestion OR schedule specific meetings to address mandate-related issues. I prefer one hour each meeting as it allows the membership to build towards agreement and recognizes that these matters require ongoing attention. A couple of one time special meetings may inadvertently suggest that these critical issues can be addressed as a one shot deal Finally, another option you might want to consider is to schedule at least one full day session between now and June to address these issues. Again, this could be used in conjunction with other suggestions outlined above. 2. I understand this revised Mandate was developed by the Communication Team, or some members of the Team, and presented to the Network for approval in January Wendy shared that there was no discussion about the revisions or proposed statement prior to its approval and adoption; and I m assuming there was no substantive discussion prior to the revisions to solicit feedback from members on why and what changes were needed. Mandate (pre-2013) To ensure the needs and priorities of our community guide the planning and delivery of services for children, youth and families in Hastings and Prince Edward Counties. 3. Your current mandate is very ambitious. It suggests you are assume FULL responsibility for creating a responsive service system for children, youth and families (as opposed to To contribute to... ; To facilitate the development of... ; or To work with allies and funders to... It implies the Network has authority over use of resources, including financial and human resources, a prerequisite for creating an integrated system and for maximizing resources 5

13 HPECYSN: Revisiting Vision and Mandate 24 September I have expanded on some of the participants suggestions...as a way to help move the conversation forward...however, any content that is completely mine shows up in these Endnotes rather than in body of report. 5. Define for purpose of, or as understood by, Network. This will help to ensure that you don t end up in endless debates about what these terms really mean. Member agencies may have their own definitions of these and other critical terms as they apply to their respective mandates and work. These should be respected. There is no need to challenge them or to insist all members agree on one single definitions for these terms; however, they do need to agree on single definitions for purpose of Network activities. These definitions should be included in appropriate documents, such as Terms of Reference or footnoted at end of Mandate. 6. I m sure a list of Network members exists and is available in print and on website...however, it s worth noting that at least one and probably several of the participants at the September 24 th meeting thought this represented a new idea for action. 7. Identifying is definitely the first step; however, it would also be important to confirm and clearly articulate the Network s responsibility to address, resolve or support members efforts to address these barriers. Typically, planning networks and committees might work to address system-level barriers, such as transportation in rural communities; while member agencies would work, individually or collaboratively, to address service-level barriers, such as hours of service. 8. As I mentioned on the 24 th, there s a lot to chew on here...if the Network decides to continue to support and promote No Wrong Door as part of their strategy to build a seamless network of services, then it makes sense to monitor and evaluate its implementation and impact throughout the system: is it being implemented consistently by all member agencies?; how do we know this?; etc. 9. Multiple suggestions from members to fill gaps in service, address service gaps, engage in service planning to address gaps. Current Mandate does, in fact, suggest that it is the Network s responsibility to address and resolve service gaps as this would be integral to creating an effective, seamless and integrated service system. The following wording for this activity reflects the role more commonly embraced by planning networks and committees: Engage in system-level planning to address gaps in service; and support member agencies efforts to address gaps, individually, in partnership and in collaboration 10. This is a natural conclusion or outcome of Activities #1 through #5...once you ve addressed and made some progress on those, Activity #6 will virtually take care of itself! 11. As I mentioned of the 24 th, lots of activities naturally flow from this objective, including meeting with municipalities, provincial representatives and Ministry personnel; ensuring Network is appropriate represented on or linked to other planning groups and collaborative initiatives, such as SNS; and celebrating your successes at public events or in public way 12. I would suggest you remove any reference to funding. Advocating for essential, enhanced and needed services is appropriate; it s up to specific agencies to confirm and request funds required. 6

14 1 CYSN Banker INFORMATION TO COORDINATING TEAM SEPTEMBER 3, 2015

15 Background 2 An Ad Hoc Committee of the Coordinating Team, at the request of the CYSN Coordinator, was formed. This committee has met and is proposing consideration be given by Network members to a new Lead Agency/banker Some members of the group met to discuss the best approach moving forward The Coordinator has requested that an ad-hoc committee of the Coordinating team be formed to explore employment options

16 Background 3 Currently, the Hastings and Prince Edward Learning Foundation (HPELF) fills the role of Lead Agency/banker for the Network Currently, the Coordinator is an annual term employee with The Hastings and Prince Edward Learning Foundation (The HPELF) The current job description approved by the membership, states that the Coordinator is directly accountable to the CYSN and the Lead Agency

17 Background 4 From an HR perspective, there appears to be four main areas of consideration; WSIB, Canada Revenue Agency, Collective Agreement and work design implications. Some of these may also overlap with organizational risk considerations

18 Goal 5 We need to ensure we are compliant with legislation and external accountabilities We want to inform the CYSN and its Coordinating Team of some of the issues and the recommended solutions We want to provide a base of information to guide future decisions by the CYSN

19 Issues 6 1. Ministry Funding Process 2. Independent Contractor vs Employee 3. Oversight and Governance of CYSN Coordinator

20 Issue 1: Ministry Funding Process 7 Ministries delegate to community but require a single entity to contract with and hold accountable Specific requirements laid out in Service Agreements Reporting requirements can be difficult/time consuming especially for small agencies Tends to be fiscal vs annualized dollars Risk and liability for banker agency role as they are accountable but sometimes not responsible creates the tension between directing the work from the organization vs the community

21 Issue 2: Independent Contractor vs Employee 8 Governed by Canada Revenue Agency (CRA) Guidelines See attached detailed appendix Looks at: Control Tools and equipment Ability to Sub-Contract Financial Risk Responsibility for Investment and Management Opportunity for Profit Basically if the individual is responsible for these areas, an independent contractor situation exists, if the person paying them is responsible it is an employment relationship With an employment relationship comes employment standards and accompanying responsibilities of an employee/employer relationship With an independent contractor, this is avoided but also introduces a lack of control among other liabilities and risks including penalties from CRA for miscategorizing an employee as an independent contractor

22 Issue 2: Independent Contractor vs Employee 9 No distinction between permanent or contract employee nor hours worked for CRA Just because you aren t permanent doesn t mean you aren t an employee, and just because you have a contract, doesn t mean you are an independent contractor For example, a person who works 1 hour a week on a contract that is renewed annually can be an employee, just as a person who works 40 hours a week, Monday to Friday can still be an independent contractor It is the CRA test that determines the nature of the relationship

23 Relationships in Other Areas With Coordinator 10 KFL&A Independent Contractor Lanark - Employee Leeds-Grenville- Employee Francophone Independent Contractor

24 Role of Banker Agency 11 The CYSN, Lead Agency/banker is responsible for: The delivery of services to the Ministries as per the contracts, and Service Description Schedules. Meeting the Ministries Service Objectives for Agency Governance Agreeing to comply with the Ministries risk assessment business process (including the willingness to complete a Comprehensive Risk Assessment, according to Ministry timelines, if the overall risk rating has been determined to be high or medium risk. Providing service in the areas identified in the Ministries risk assessment business process document: governance, service delivery, stakeholder satisfaction, financial, legal, technology, HR. The banker would assume liability for the Coordinator. The accountability for the funding to the Ministry of Children and Youth Services ($28,500) and Ministry of Education ($42,160) assuming responsibility for financial reporting, which includes: quarterly Ministry financial reporting, Transfer Payment Annual Reconciliation (TPAR) fourth quarter actual reports Managing accounts on behalf of the CYSN and providing financial updates at Network meetings Engaging the Coordinator as an employee Providing permanent office space in Belleville, a dedicated telephone and address, access to internet, hosting of the CYSN website, a photocopier and fax The last two bullets (bolded) suggest more of an employment relationship

25 Issue 3: Oversight and Governance of CYSN Coordinator 12 Unclear role between role of banker agency and Coordinating Team and CYSN Co-chairs Who provides supervision, performance evaluation, approval/authorization e.g. vacation, expenses and spending? What are requirements of banker agency if Coordinator is employee?

26 Recommendations 13 It seems more feasible the way the CYSN coordinator role is constructed and needed that it be an employee rather than independent contractor relationship Given nature of funding, it is wise to have this as a contract

27 Recommendations 14 The work space and tools should be provided by CYSN directly or by in-kind donation vs being automatically assumed by the banker agency. Also if possible we should discuss the addition of the individual on internal attendance database. Ensure all of our costs are covered, included WSIB premium, EI, CCP, EHT, etc. We should not incur cost by being the host agency. To manage the WSIB and possible health & safety risks, we need to do a review of the work, and provide instruction re mitigating risks. This could be similar to what is provided for Highland Shores employees.

28 15

29 CYSN Budget October 31, 2015 Actual Ministry of Children and Youth Services (MCYS) Ministry of Education (MEDU) Other Total Budget Oct 31/15 Actual Revenue Prior Year Revenue $7, $7, $7, Budgeted Revenue $28, $42, $2, $73, Actuals $16, $24, $2, $43, Total Revenue $28, $42, $10, $80, $51, Expenses Coordination $28, $29, $58, $26, Travel $ $ $ Coordinator Travel Professional Development $ $ $97.42 Coordinator Professional Development Administrative Support $1, $1, $ Network Meeting Minutes Aboriginal Planning Activities* $3, $3, $ Come Walk in My Moccasins, Mohawk Translation CYSN Collaborative Activities $2, $2, $1, Program planning, research, partnerships, etc. Office Supplies $ $ $97.71 Promotion & Advertising $1, $1, $ Promotion of CYSN and Work Plan Activities Website $2, $2, $31.12 Hosting, maintenance, updates, survey tool renewal Meetings $ $ $ Network Meeting Coffee and Refreshments Photocopying/Printing $ $ $0.00 Red Card posters, Community Profile Total Expenses $28, $42, $70, $28, * balance of $8,780 Aboriginal Planning Revenue Less Expenses $0.00 $0.00 $10, $22, budget will go towards coordination, travel

30 SAMPLE TRANSLATION SUBMITTED BY ABORIGINAL PLANNING WORKING GROUP OCTOBER 2015 TRANSLATION OVERSEEN BY TSI KIONHNHEHT NE ONKWAWENNA LANGUAGE CIRCLE, TYENDINAGA

31 Fresh for All: a great success! I love Fresh For All! Local gardeners and farmers donated lots of fresh produce to local food programs. The vegetables and fruits included lettuce, peas, beans, carrots, squash, beets, onions, apples and strawberries.

32 How food programs shared Food for All donations Benefits of Fresh for All Fresh for All is a wonderful program and has helped us immensely to be able to provide better quality food to our people. The people we serve told us they look better and feel better because of the fresh food. Fresh for All helped us raise awareness that we accept garden produce.

33 Collaborative Working Meeting Minutes Regarding Health and Wellness for Youth in Hastings and Prince Edward Counties Monday, October 19, 2015, 9:30 a.m. to 11:30 a.m. Hastings and Prince Edward District School Board (Board Room), 156 Ann Street, Belleville Our working definition of youth engagement... empowers youth as valuable partners addressing and making decisions about issues that affect them. Ontario Centre of Excellence for Child and Youth Mental Health PARTICIPANTS (15): Cathie West (Youthab), Brandi Hodge (United Way), Colin Leaver (Youth Unlimited), David Patterson (Public Health), Debbie Woods (John Howard Society), Jared Phillips (Quinte Youth Centre/Highland Shores), Jennifer Nelson (CLA - Community Learning Alternatives), Jessica Anderson (North Hastings Children s Services), Katy Gilbert (John Howard Society), Lily Lee (Transitional Aged Youth), Linda Seeley (COSP), Lisa Benoit (Community Employment Services), Mark Hill (Matters of Hope Counselling), Susan Sweetman (Children s Mental Health Services), Wendy Anderson (Coordinator, Children and Youth Services Network) REGRETS: Ann McIntosh (ECOTB), Anne-Marie Murphy (Hastings County), Darlene Thompson (Recreation Outreach Centre - ROC), Donalda Simmons (HPEDSB), Garry Laws (Addictions and Mental Health Services), Kathy Kennedy (Prince Edward Learning Centre), Kelly Knott (Alternatives for Women), Lesley Lavender (ROC), Mark Kartusch (Highland Shores), Melanie Dunlop (ALCDSB), Rose Marie Reid (Loyalist College), Stacey Stanford (The Hub), Tammy Didychuk (Girls Unlimited), Tanya Grierson (Belleville Recreation) 1. Welcome and introductions Cathie West welcomed everyone. Roundtable introductions were held. Participants were seated according to community. 2. History, rationale and objective for today s meeting Cathie reported that the Children and Youth Mental Health Service Providers want to canvass youth to help them development their work plan. This precipitated the idea of youth engagement, and through the Children and Youth Services Network, of bringing together other youth service providers for a collaborative activity to access their expertise in moving forward. The focus would be holistic rather than specific; i.e., mental health, graduation, suicide, etc. to facilitate collaboration. The goal for today is to draft a plan towards the goal of implementing youth engagement activities before March 2016.

34 3. Updates on what is happening for youth in each geographic area in HPE: North Hastings Jessica Anderson shared strategies used in North Hastings to engage youth in the development of a Youth Advisory Committee please refer to attached notes. Centre Hastings We have been unable to locate a representative from Centre Hastings to provide a youth update. It was suggested that the Committee responsible for the Madoc skate park be identified and engaged. Quinte West Jared Phillips gave an update on the Quinte West Youth Centre. Programs change as needs change fluid. There are currently 275 members, mostly between the ages of 14 or 15. Youth 18+ who are not ready for adult services and wish to stay connected to the Centre, stay on as mentors. Programs support volunteerism, entrepreneurship and recreation. Youth operate the canteen in Central Park. Youth prefer unstructured sports. They also get involved in fundraising activities to support the Centre; e.g., mini golf. Meet them where they re at and combine talk with activities. Formal presentations are not effective. Need data to start conversations inspire participation - use of technology is important. Prince Edward County Darlene Thompson provided a written update on the ROC please refer to attached notes. Belleville Colin Leaver from Youth Unlimited shared some things he has learned while working to create a Belleville Youth Centre. Getting youth out to an event can be challenging, in spite of incentives; e.g., draw for a $100 gift card. Need to learn where they spend their time and what they like to do. Youth are more willing to speak on behalf of their friends than about themselves. Facilities need to be visible and accessible. Tokenism is not effective. There is a protocol to be followed to survey students in schools.

35 Hastings and Prince Edward Wendy Anderson advised that a Youth Collective Impact project has been ongoing for the past year in Prince Edward (with support from Innoweave) to increase high school graduation rates and address low youth unemployment rates. The target population is youth ages years. The County Community Foundation (Vital Signs) has been leading this project with support from key youth service provider organizations. The engagement of key stakeholders is happening now, and they are also looking to establish processes for youth engagement in order to build upon existing resources in a way that is responsive to the needs of youth. Diana Gregory from Quantum shared that a similar project (also through Innoweave) is just getting off the ground in Hastings. With the John Howard Society and CLA - Community Learning Alternatives taking the lead, the target population is youth ages year. Collaborating with these groups on youth engagement forums would make sense. Lisa Benoit from Community Employment Services stated that her organization could help engage youth out of school. Lily Lee with Transitional Aged Youth talked about the Be Safe App for Youth that supports youth 14 to 24 years in crisis - Please refer to notes attached. Susan Sweetman with Children s Mental Health Services advised that a group of young people formed following a recent suicide by a high school student, and that members of this group could be a potential resource. She also informed the room about an upcoming youth engagement summit and encouraged everyone to share with youth 4. Collaborative activity Two discussion groups responded to the following questions. o What steps are needed to implement youth forums by the spring of 2016? o How would we engage youth in your local communities to move this project forward? o Other thoughts?? 5. Results of the activity Each group shared their responses please see attached summary. 6. Establishment of a Youth Engagement Steering Committee Susan Sweetman has agreed to chair this Committee. Volunteers: Diana Gregory, Brandi Hodge, Jessica Anderson, David Patterson, Mark Hill and Wendy Anderson.

36 7. Next steps Susan will call a meeting of the Steering Committee shortly. Cathie will report back to the Children and Youth Mental Health Service Providers group and provide an update at the Children and Youth Services Network meeting on November 26 th. 8. Other business - none 9. Adjournment at 11:55am.

37 COMMUNITY ISSUES and PARTNERSHIP CONNECTIONS REQUEST FORM Name: Cathie West Suicide Community Prevention Committee Organization: Youth Hab, Children Mental Health, PCYC, ALCDSB, HPEDSB Telephone and Youthab.ca Identify the community issue or partnership opportunity (please circle) and describe its impact on the CYSN vision, mandate and strategic direction. Suicide prevention - this is both a community issue and an opportunity for partnership. This connects with the health and well-being mandate of the CYSN We will provide an overview of work to date. Summarizing the use of the community prevention monies from MSCS and the capacity building monies from MEDU including ASIST, SAFETALK, and SUICUIDE CARE. What action are you requesting from CYSN? We asking to be able to present and we hope that there will interest in the development of ad hoc committee of the CYSN to consider the development of a community suicide prevention protocol. We would work closely with the Centre for Excellence for Children and Youth. Community Issues and Partnership Connections Request Form Endorsed by the Children and Youth Services Network on September 26, 2013 Revised for September 25, 2014

38 Contact information for key players/community partners: Donalda Simmons Megan Luke - CMH Melanie Dulop - ALCSB Cathie West Youth Hab Darlene Stuckless Parent Child and Youth Clinic Please ensure that you identify the urgency, trends or any other information related to this issue or opportunity, including timeliness in response. If you want letters of support from the membership, please state this in your action requested. Submit to CYSN Coordinating Team c/o Wendy Anderson, Coordinator, wanderson@hpedsb.on.ca or fax Community Issues and Partnership Connections Request Form Endorsed by the Children and Youth Services Network on September 26, 2013 Revised for September 25, 2014

39 The Be Safe app was originally developed in London, Ontario to help youth manage mental health and addiction crises and link to local area services. Through a youth-adult partnership between a dedicated team of youth, mindyourmind, the Centre for Addiction and Mental Health, and the London Service Collaborative, youth contributed their knowledge of what they needed in times of crisis based on their own experience navigating the system. With funding from the South East LHIN, Hastings-Prince Edward is one of 13 new regions added to the app this past summer and the only region in eastern Ontario. Be Safe features a personal safety plan, including coping strategies, personal and medical information. The personal information can be password protected. Be Safe informs youth of local and provincial mental health and addiction crisis resources Be Safe provides suggestions of appropriate community resources based on the level of need determined through the use of a decision tool. A paper version of the safety plan and information about Be Safe can be downloaded from the Apps page on our website (