communication team agenda · 1. welcome and introductions this meeting was chaired by maribeth....

COMMUNICATION TEAM AGENDA

MONDAY, DECEMBER 15, 2014, 1:30-3PM, QUEEN ALEX ROOM, EDUCENTRE, 156 ANN STREET

ITEM TIME PERSON RESPONSIBLE

MATERIALS REQUIRED

1. Welcome and Introductions

2 min Maribeth

2. Review of Agenda

3 min Maribeth

3. Accept Minutes from November 17th

5 min Maribeth Attachment

4. Business Arising from Minutes: a) Network Meeting Highlights b) Coordinating Team Update c) New Co-chair and Membership

5 min N/A 10 min

Maribeth All

Attachment

Homework item

5. Work Plan Review and Discuss: a) Website Stats for November 2014 b) Update on Website Re-Organization c) Copyright Procedure/Policy – Draft #2 d) Annual Celebration

60 min

Wendy/All

Attachment

Attachment Attachment

6. New Business

7. Summary of Next Steps

5 min Maribeth

8. Next Meeting – 3rd Monday, 1:30-3:30pm

Monday, January 19th

If you are attending or not: [email protected] [email protected]

9. Adjournment 90 min

MANDATE: The Communication Team is responsible for developing and implementing a communication plan which

includes strategies for communication throughout the Network, with and between organizations and the community.

Strategies will include common branding, parent/youth engagement and CYSN website. In addition, this Team responds

to the communication needs of the Network, Coordinating Team, priority committees and working groups.

mailto:[email protected]


COMMUNICATION TEAM MINUTES

MONDAY, NOVEMBER 17, 2014, 1:30-3:30PM, HASTINGS ROOM, EDUCENTRE, 156 ANN STREET, BELLEVILLE

IN ATTENDANCE: Bonnie Perrigard (Co-Chair) – Highland Shores, Maribeth deSnoo (Co-Chair) – HPE Learning Foundation, Anne-Marie Murphy – County of Hastings, Donna Kaye – Family Space Quinte, Wendy Anderson (CYSN Coordinator)

REGRETS: Linda Duffy-Brown – Community Living Prince Edward, Kellie Brace – HPE Learning Foundation

ITEM DISCUSSION/MOTIONS RECOMMENDATIONS (things to go forward

to the Network)

ACTION (including Person Responsible

and Completion Date)

1. Welcome and Introductions

This meeting was chaired by Maribeth. Kellie Brace has resigned in order to focus her time on food security-related groups. Also, with Maribeth on the team, she indicated that the Learning Foundation is fully represented.

2. Review of Agenda

Accepted

3. Accept Minutes from Oct 20th

Accepted

4. Business Arising from Minutes: a) Network Meeting Highlights

from Sept 25th

Highlights were provided at our October meeting.

MANDATE: The Communication Team is responsible for developing and implementing a communication plan which includes strategies for

communication throughout the Network, with and between organizations and the community. Strategies will include common branding,

parent/youth engagement and CYSN website. In addition, this Team responds to the communication needs of the Network, Coordinating Team,

priority committees and working groups.


to the Network)



b) Coordinating Team Update from Nov 11th

c) Co-chair and Membership

Maribeth advised that issues such as clarity of purpose were discussed at length following the release of the partnership self-assessment results. Wendy advised that the Community Indicators and Measures Committee (CIMC) met yesterday to prepare a presentation/exercise for Nov 27th which will incorporate Network highlights and partnership self-assessments results that were positive. This was in response to input from a committee member who felt strongly that the Network has a lot to celebrate. Questions are also being developed that will address moving forward as well as discussion around the CYSN vision, mandate and Ministry goals contained in our service contracts. No one has stepped forward to replace Bonnie as co-chair. It was agreed that the team requires more members. Candidates should possess good PR skills and a willingness to act as an ambassador for the Network.

Each team member is to recruit one new member and report back at our next meeting. Also consider becoming a co-chair.

5. Work Plan a) Website Stats for Oct 2014

b) Proposed Outline for Website

Re-Design

Sessions, users and page views have increased from 314/253/870 respectively in Oct. 2013 to 780/600/1769 in Oct. 2014. Wendy walked the group through the proposed outline which replaces the headings About, Families, Professionals, Resources and Blog with


to the Network)



c) Draft Copyright

Procedure/Policy

About, No Wrong Door Resources, Red Flag Issues, Resources and Blog. This is intended to be more responsive to the information needs of Network members and incorporates the survey findings on communication. The Facebook and Twitter buttons will be disabled for now. A Get Involved category will be added to the top. Drop-down menus will be incorporated to help members find what they’re looking for more easily. Costs have been prepaid. The group reviewed the second draft incorporating suggestions made at our last meeting. Maribeth has submitted it to her legal advisory for input and has not heard back yet.

Maribeth will communicate re-design plans to the Network with timeline. Maribeth will advise the Network of our work on this policy.

Wendy will finalize outline and submit to SNAP to determine a timeline.

6. New Business Expo Planning looking at No Wrong Door resource.

7. Summary of Next Steps Agenda items for our next meeting are to include co-chair, membership and a return to the annual celebration idea.

8. Next Meeting Third Monday of each month

Monday, December 15th, 1:30-3:30am, HPEDSB Board Committee Room

If you are attending or not: [email protected] [email protected]

9. Adjournment Adjourned at 3pm



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.



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.



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



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

http://specialneedsstrategy.children.gov.on.ca/Y

https://ombudsman.on.ca/Resources/Reports/Careless-About-Child-Care.aspx



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?



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.



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.



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.



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:[email protected] 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/

http://www.mattersofhopecounselling.com/


http://www.cla-buildingskills.ca/



Colin Leaver from Youth Unlimited is looking for partners to establish a youth centre in Belleville. If you are interested in learning more, contact [email protected]

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: [email protected]

Adjournment 11:46 am




Prepared for Communication Team by Wendy Anderson on November 3, 2014

Analytics

Website Report Oct 1, 2013 to Oct 31, 2014

Date Sessions Users Page Views

October 2013 314 253 870

November 2013 328 265 732

December 2013 163 119 450

January 2014 495 336 1341

February 2014 493 356 1419

March 2014 499 364 1400

April 2014 717 472 1949

May 2014 540 410 1209

June 2014 465 334 1242

July 2014 571 445 1337

August 2014 563 479 1210

September 2014 794 610 1807

October 2014 780 600 1769

New CYSN website launched in May 2013

Began directing committees, etc. to website for meeting packages in Jan 2014

Began directing Network to website for meeting packages in Apr 2014

Spikes regularly occur when CYSN meeting minutes are posted

Results also show that visits routinely occur on Fridays and Mondays when the blogs are

featured, and the home page, blog and resources are the most popular pages

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

communication team agenda · 1. welcome and introductions this meeting was chaired by maribeth....

Documents