CHILDREN AND YOUTH SERVICES NETWORK AGENDA

THURSDAY, SEPTEMBER 25, 2014, 9:30AM-NOON – NETWORKING 9AM, MEETING STARTS AT 9:30AM

HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD, 156 ANN STREET, BELLEVILLE

ITEM TIME PERSON RESPONSIBLE

MATERIALS REQUIRED

1. Welcome, Objectives, Declaration of Conflict of Interest

5 min Co-chair

2. Roundtable Introductions

10 min All

3. Review of Agenda

2 min Co-chair

4. Consent Agenda: a) Motion to approve minutes from June 26, 2014

3 min

Co-chair

CLICK

6. Lead Agency Report: a) Financial Update b) Receive CYSN Coordinator Job Description

5 min

Maribeth deSnoo

CLICK CLICK

7. Highlights and Discussion of CYSN Partnership Self-Assessment Report 2014

45 min Beverley Bell-Rowbotham and Ruth Ingersoll

CLICK

8. Ministry Updates: a) Special Needs Strategy, Moving On Mental Health

b) How Does Learning Happen?, Child Care Modernization

5 min

Lynette Cumming - MCYS Rachelle Blanchette - MEDU

MEETING OBJECTIVES

Provide opportunities for informal networking.

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

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

Present highlights of the CYSN Partnership Self-Assessment results and hold preliminary discussions.

Introduce members to the Regional French Language Network and present options for collaboration.

ITEM TIME PERSON RESPONSIBLE

MATERIALS REQUIRED

9. Recommendations from Teams, Committees and Working Groups: a) Coordinating Team Update b) Communication Team Update c) Community Indicators and Measures Committee Update d) Service Pathway/Community Engagement Update e) Second Helpings Food Reclamation Project Update f) Early Childhood Development Working Group Update g) Aboriginal Planning Working Group Update h) Terms of Reference Working Group Update

40 min Kelly Allen Maribeth deSnoo Nothing at this time Donalda Simmons Ruth Ingersoll Wendy Anderson Wendy Anderson Nothing at this time

Please CLICK on

group name to access most

recent minutes

10. Presentation on Regional French Language Network 15 min Morgane Navarot

11. Partnership Connections – no submissions at this time 0 min

12. Community Issues – no submissions at this time 0 min

13. New Business 0 min

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

15 min

15. Closing – Meeting Evaluation

5 min Co-chair

16. Next Meeting Date: Thursday, November 27, 2014 Networking: 9-9:30am Meeting: 9:30am-noon Location: Hastings & Prince Edward District School Board

CLICK for

new meeting schedule

17. Adjournment

150 min

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

CHILDREN AND YOUTH SERVICES NETWORK MINUTES

THURSDAY, JUNE 26, 2014, 9:00AM - NETWORKING, 9:30AM -12:00PM – MEETING

HASTING AND PRINCE EDWARD DISTRICT SCHOOL BOARD, 156 ANN STREET, BELLEVILLE

IN ATTENDANCE: (49) Kelly Mathieson (co-chair), Theresa Kennedy (co-chair), Wendy Anderson (coordinator), Maribeth deSnoo, Wendy Fleet (recorder), Kellie Brace, Cherie Hardie, Karen Richey, Debbie Milne, Julie K. London, Stephen Martyn, Maggie Flynn, Beverley Bell-Rowbotham (data analysis coordinator), George Flagler, Jennifer Mills, Anne-Marie Murphy, Rachelle Blanchette, Donalda Simmons, Mark Donald, Veronica Catry, Brandi Hodge, Bonnie Perrigard, Margo Russell-Bird, Linda Seeley, Leah Morgan, Wanda Post, Jared Phillips, Marina Turner-Johansson, Rachel Lackey, Tabitha Golden, Connie Nye-Kaley, Arlene Coculuzzi, Karley Gilbert, Pam Kent, Kathy Kennedy, Tami Callahan, Tamara Kleinschmidt, Soyoung Lee, Susan Seaman, Shelia Roote, Jessica Anderson, Caitlin Gnidec, Heather Barker, Ruth Ingersoll, Darlene Stuckless, Christopher Little, Amy Watkins, Paul Meadows, Mark Fisher

REGRETS: Susan Ramsay, Cathy Waite, Bianca Sclippa-Barrett, Hilary Tugwood, Lynette Cumming, Cathie West, Terry Swift, Tanya Grierson, Linda Duffy-Brown

ITEM DISCUSSION/MOTIONS ACTION (including Person Responsible

and Completion Date)

1. Welcome, Objectives, Declaration of Conflict of Interest

Kelly Mathieson welcomed everyone to the meeting. No conflict of interest was declared.

2. Introductions CYSN members went around the room with introductions.

3. Review of Agenda In reviewing the agenda, a reminder from Kelly Mathieson for agencies to submit payment for the CYSN membership fee for 2014/15. This will ensure voting privileges for your agency. If your agency is no longer interested in the CYSN, it will be removed from the member list. Agenda approved.

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)

4. Consent Agenda a) Motion to approve Minutes

from April 24, 2014

Motion to approve the Minutes – Debbie Milne Seconded – Brandi Hodge All in favour. Carried.

5. Term of Office and Election Procedure for CYSN Co-chair: a) Motion to Strike Nominating

Committee

Co-chairs, Kelly Mathieson and Theresa Kennedy are currently completing their first two-year term, which will conclude in November 2014. Their term could consist of four years (two, consecutive two-year terms). If anyone is interested in the co-chair position, please contact Wendy Anderson as the possibility of staggered elections could take place. Wendy Anderson requested volunteers for the nominating committee. Brandi Hodge and Maribeth deSnoo will be members on the nominating committee.

Members are asked to give some thought to possible candidates for CYSN co-chair positions. If you are interested in joining the Nominating committee, please contact Wendy Anderson.

6. Lead Agency Report: a) Financial Update

Maribeth deSnoo reviewed the CYSN budget which was included in the meeting package, and dated June 18, 2014. Revenue and Expenses to date were outlined. A question arose - will a notice for outstanding membership fees be sent out? Wendy Anderson advised that several reminder notices have gone out to last year’s signatories, who are to sign the membership agreement and submit their $50 annual fee as soon as possible.

7. “How Does Learning Happen?” Foundations Exercise

Rachelle Blanchette (MEDU) gave an overview of the document ‘How Does Learning Happen?’ and led an exercise with the questions:

As system leaders for programs that serve young children, what are our shared understandings and beliefs about the four foundations?

CLICK HERE for presentation

ITEM DISCUSSION/MOTIONS ACTION (including Person Responsible

and Completion Date)

What actions can we take as system leaders to build coherence for this foundation to support a continuum of learning in early years community settings and school programs?

Discussion took place at each table and feedback was provided around the room. Next steps for the CYSN regarding this document: Plan an information session/forum following the September 25th Network meeting for early childhood educators, Kindergarten teachers, community partners; e.g., Preschool Speech and Language

8. Recommendations from Teams, Committees and Working Groups

a) Communication Team Update: Bonnie Perrigard gave an update regarding the Red Cards. A plan to phase out printed red cards, and replace with a web-based electronic version had been developed prior to restructuring. The Communication Team will send out a short survey to see if there is still a need for the printed version as community feedback has been received indicating print copies are needed by youth without access to devices.

b) Community Indicators and Measures Committee Update: Brandi Hodge reviewed that in December 2013, the CYSN had endorsed the investigation of an HPE on-line data repository where the CYSN could have access to data and information for planning in one location, to download and use in different forms. Representatives from the web development agency THEY attended to answer questions.

Please advise Wendy Anderson if you wish a copy of the PowerPoint and/or THEY proposal.

ITEM DISCUSSION/MOTIONS ACTION (including Person Responsible

and Completion Date)

Motion to approve THEY as the web developer for the CYSN on-line data repository and start to submit funding requests up to $25,000.00. Approved - Debbie Milne Second – Amy Watkins All in favour. Carried. Brandi noted that the MFRC will take the lead on funding requests for this project.

c) Service Pathway/Community Engagement Committee Update: Donalda Simmons advised that the committee is being kept apprised of children’s mental health transformation by Terry Swift, and that the “No Wrong Door” Service Referral Guide by Function is to be updated over the summer. In terms of the Parent Engagement project, based on input received from the membership in April, the committee recommends the following plan of action for moving forward: 1. Ask members to commit to a common philosophy of family engagement

through a revised CYSN Membership Agreement. A small group will be reviewing the CYSN Terms of Reference and Membership Agreement over the summer – common language and concepts contained in the project report will be utilized.

2. Ask members to identify ways in which organizations can share best practices, policies and tools with each other. (Timeline: Fall 2014).

3. As a Network, determine how to involve families in the community-

specific planning stage of the project. (Timeline: Winter 2014/2015).

Please advise Wendy Anderson if you wish to join the TOR/membership agreement working group.

ITEM DISCUSSION/MOTIONS ACTION (including Person Responsible

and Completion Date)

d) Second Helpings Food Reclamation Project Update: Ruth Ingersoll gave an update on the first recipient of the program. A recruitment of donors and recipients is underway and a listing of contact information of donors and recipients is being compiled. Members will then have the knowledge to donate leftover food from meetings, etc. safely to possible recipients The working group is searching for an organization to sustain this project.

e) Early Childhood Development Project Update: The group, working on a plan to create key messages for families and resources around the three areas of vulnerability as identified by EDI results, has developed a draft logic model and a small group will be working on a communication strategy over the summer.

f) Terms of Reference Working Group - nothing to report at this time

g) Aboriginal Planning Working Group Update: The 2014/15 is being finalized and will be distributed for endorsement to members via email in July – due date August 31st. It will be accompanied by the 2013/14 year-end report which was completed by Wendy Anderson in consultation with Children’s Mental Health Services, HPE Learning Foundation and CYSN Co-chairs, and submitted to MCYS on June 25th.

9. New Business a) “Partnership Connections” At the beginning of the April CYSN meeting, members introduced themselves and reported on some organization highlights. Meeting evaluations spoke positively of this exercise. Since several partnership ideas arose from this process, the Coordinating Team would like to add a standing item to September’s agenda whereby members may report on ideas for

ITEM DISCUSSION/MOTIONS ACTION (including Person Responsible

and Completion Date)

potential collaboration. Wendy Anderson will develop a request form for members to submit to the Coordinating Team if they wish to participate.

b) United Way Quinte supports collaborative projects: Amy Watkins advised that small grant applications are available at http://www.unitedwayofquinte.ca/fund-distribution/funding-application/ Grant applications are available to all organizations who wish to apply.

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

Family Space Quinte Locations:

Family Space will be moving from the 301 MacDonald Avenue location. The main location will be at Quinte Pediatrics located on Station Street in Belleville. This location will accommodate staff and offer playgroups.

New locations offering Partners in Play and Learning and Daddy n’ Me programs are Prince of Wales Public School in Belleville and Prince Charles Public School also in Belleville.

Programs at Frankford Penicostal Church will also be offered.

A new nature-based program will be offered at Zwicks Park in partnership with the City of Belleville.

Quinte West Youth Centre:

Follow up - The City of Quinte West will support a hub facility partnership and has asked for information from other agencies willing to support and join. A survey will be sent out to gather the data from interested agencies and Wendy Anderson will distribute to CYSN.

Triple P Governance:

A new steering committee is recommended as per the survey feedback.

A strategic planning day will be scheduled with more info to follow.

ITEM DISCUSSION/MOTIONS ACTION (including Person Responsible

and Completion Date)

COSP (Community Organized Support & Prevention):

Will be launching a new website - http://www.cosp.ca. United Way Quinte:

The Good Backpack Program has launched. More information is available on the website. http://www.unitedwayofquinte.ca/cms_lib/REG%20POSTER.pdf

Next Meeting

Date: Thursday, September 25, 2014 Networking: 9-9:30am Meeting: 9:30am-noon Location: Hastings & Prince Edward District School Board 156 Ann Street, Belleville

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

Adjournment 11:46 am

CYSN Budget versus Actual 2014-2015

Ministry of Children

and Youth Services (MCYS)

Ministry of Education (MEDU)

Other

Total Budget

Actual as of August 31,

2014

Revenue as of August 31, 2014 MCYS: $11,875.00 MEDU: $17,539.00 OTHER: $7,061.71 United Way Funding for Report Card - $2,736.71 (carried forward from 2013/14) Membership Fees - $4,325 (includes $1,775.00 carried forward from 2013/14)

Coordinator - Liberating Structures

Come Walk in My Moccasins, Second Helpings

Volunteer and Information Quinte (VIQ)

Revenue $28,500.00 $42,160.00 $ 1,450.00 $72,100.00 $36,475.71

Expenses

Coordination $23,370.00 $34,715.00 $0.00 $58,085.00 $22,785.02

Travel $380.00 $345.00 $225.00 $950.00 $384.06

Professional Development $500.00 $725.00 $25.00 $1,250.00 $274.55

Admin Support $600.00 $870.00 $30.00 $1,500.00 $0.00

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

Educational Events 1,000.00 $1,000.00 $0.00 $2,000.00 $593.96

Office Supplies $100.00 $145.00 $5.00 $250.00 $37.18

Memberships $20.00 $0.00 $30.00 $50.00 $50.00

Promo & Advertising $400.00 $580.00 $20.00 $1,000.00 $0.00

Meetings $200.00 $0.00 $300.00 $500.00 $73.70

Technical Support $20.00 $0.00 $30.00 $50.00 $0.00

Miscellaneous $40.00 $0.00 $60.00 $100.00 $11.81

Phone/Internet $150.00 $100.00 $125.00 $375.00 $0.00

Photocopying/Printing $400.00 $100.00 $500.00 $1,000.00 $178.59

Total Expenses $28,500.00 $42,160.00 $1,450.00 $72,110.00 $24,388.87

Surplus/(Deficit) $0.00 $0.00 $0.00 $0.00 $12,086.84

1

JOB DESCRIPTION – June 14, 2014

POSITION TITLE: Children and Youth Services Network (CYSN) Coordinator

POSITION SUMMARY: The Coordinator is responsible for supporting and facilitating the

planning, priority-setting, decision-making, systems improvement, advocacy and evaluation

processes of the CYSN in accordance to its vision and mandate.

ACCOUNTABILITY: The Coordinator reports to the CYSN, and is directly accountable to the

CYSN and the Lead Agency.

MAJOR RESPONSIBILITIES:

Works collaboratively with the CYSN to improve and maintain effective processes and

activities.

Supports and acts as a resource and link for the implementation of CYSN initiatives and

projects.

Assumes a leadership role on behalf of the CYSN.

Maintains an active presence in the children and youth services sector.

Communicates with Ministry representatives.

Assists with financial and risk assessment reporting to Ministries.

Works with the Communication Team on the development and implementation of

communication strategies throughout the Network, with and between organizations

and the community, including the CYSN website.

Promotes system-wide approach to information, referral and engagement; e.g., No

Wrong Door/Warm Hand-Off, family engagement.

Encourages and helps facilitate partnerships and joint planning opportunities between

the CYSN, First Nations groups and Francophone communities.

2

Oversees evaluation processes of the Network and its projects.

Encourages and coordinates networking and training opportunities within the CYSN.

Responsible for CYSN membership.

Assists with the preparation of proposals and submits to funding bodies as required.

Other duties as required.

QUALIFICATIONS:

Post-secondary education in a related field.

Minimum of 5 years of related experience.

Demonstrated experience in community and/or strategic planning.

Knowledge of local and regional children and youth service system.

Excellent oral and written communication skills.

Ability in group facilitation.

Demonstrated ability to work independently and as part of a team.

Ability to adapt to an ever-changing environment.

Literate in Microsoft computer programs.

Working knowledge of WordPress, Survey Monkey and social media.

Be available to work flexible hours as required.

Have full use of a motor vehicle and possess and maintain a valid Province of Ontario

driver’s license.

June 2014

Logic Model – Early Childhood Development Working Group Project (Sept. 9, 2014)

Mandate What is the

mandate of this group/project?

Goals What are the overarching

goals?

Objectives What

objectives will help us to meet our

goals?

Inputs What we will invest

(staff, in-kind contributions,

financial, teams/ committees, etc.)

Outputs

During this project:

Outcomes After this project:

Activities What we will

do (also strategies)

Participation Who we will

reach

Knowledge What will

people know?

Action What will

people do?

Conditions What

conditions will have

changed? To address the areas of greatest vulnerability identified in the HPE 2009 and 2011 Early Childhood Development Instrument (EDI) scores:

physical health and well-being

emotional maturity, and

communication skills/general knowledge

The ECD Working Group will begin with the physical health and well-being (gross and fine motor skills) domain because it shows the largest % of children below developmental expectations The ECD Working Group recognizes that the three domains are not mutually exclusive.

To improve EDI scores in the three areas of greatest vulnerability

PHYSICAL HEALTH AND WELL-BEING: To increase physical literacy To increase knowledge of physical activity opportunities

PHE Canada

definition:

"Individuals who

are physically

literate move

with competence

and confidence in

a wide variety of

physical activities

in multiple

environments

that benefit the

healthy

development of

the whole

person”

ECD Working Group Data Analysis Coordinator CYSN Coordinator CYSN website and social media platform CYSN Communication Team CYSN member organizations – frontline staff, social media pages, TV monitors, etc. Healthy Kids Community Challenge – PENDING RESOURCES: ParticipACTION – Bring Back Play How Does Learning Happen? Public Health Physical Activity Directory

Develop a communication strategy that combines ParticipACTION messages & resources with local physical activity opportunities & resources Learn about existing efforts in HPE and beyond to improve the physical health and well-being of young children – to collaborate and prevent duplication; i.e., Healthy Habits Start Early, Raising the Bar, etc.

TARGET AUDIENCE: Families of children 0-6 years MESSENGERS: CYSN Member Organizations Early Childhood Educators and Teachers Primary Health Care Providers

What the EDI is and why HPE scores are low That physical literacy can help children reach their full potential What programs and play spaces are available in their own neighbourhoods

Build physical activity into their daily routines Spend more time engaged with their children in physical activities and less time in sedentary activities Use informal play spaces such as back yards, parks Use programs and recreational facilities in their neighbourhoods

Better EDI scores indicating lower vulnerability in physical health and well-being Higher participation rates at existing programs, play spaces and recreational facilities

CYSN MEETING SCHEDULE 2014/15

September 15, 2014

TO: CYSN Members and Community Partners

Unless otherwise notified, Network meetings will be held as follows:

WHERE: Hastings and Prince Edward District School Board - Boardroom

Education Centre: 156 Ann Street, Belleville - http://goo.gl/maps/G3Wli

TIME: Networking: 9 to 9:30am Meeting: 9:30am sharp to noon

DATE: (Last Thursday morning of Sept., Nov., Feb., April and June)

THURSDAY, SEPTEMBER 25, 2014

THURSDAY, NOVEMBER 27, 2014

THURSDAY, FEBRUARY 26, 2015

THURSDAY, APRIL 23, 2015

THURSDAY, JUNE 25, 2015

THURSDAY, SEPTEMBER 24, 2015

THURSDAY, NOVEMBER 26, 2015

CONTACT: Wendy Anderson, Coordinator

613-966-1170 ext. 2269

Email: wanderson@hpedsb.on.ca

Web: www.hpechildrenandyouth.ca

MEETING CANCELLATIONS: Members will be advised of meeting cancellations through notices

posted on the CYSN blog by 7:30am that morning - http://www.hpechildrenandyouth.ca/blog/.