Board of Directors’ Meeting

AGENDA

Wednesday, May 16, 2018 4:30 p.m.

Bruce County Museum & Cultural Centre 33 Victoria Street North, Southampton

1. Welcome / Opening Remarks 2. Approval of the Agenda/Conflict of Interest Declaration

3. Approval of Minutes of April 18, 2018 (p. 2) & Business Arising **

4. PRESENTATION – 60’s Scoop by Alison Holmes, Supervisor Family Based Care

5. ANNUAL GOVERNANCE INDICATOR SURVEY: (30 MINUTES)

https://www.research.net/r/CASBoardAssessment2018E

6. Reports

Board Chair

OACAS

Foster Parent Association

Chief Executive Officer (p. 7)

Community, Governance and Stakeholder Relations Committee Minutes from May 9, 2018 (p. 9) Memorandum of Understanding between Saugeen FN & BGCFS (p. 13)

Finance, Risk Management and Audit Committee Minutes from May 9, 2018 (p. 23)

Service and Quality Committee No committee report

6. New Business 7. In-Camera (required) 8. Next Meeting – Wednesday, June 20, 2018 at 4:30 p.m. in Chesley.

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Board of Directors’ Meeting

MINUTES

Wednesday, April 18, 2018 4:30 p.m.

Board of Education Office, Chesley

Present: Selwyn Hicks (Chair), Donald Porterfield, Christena Dawson, Jamie McKinnon (phone)

and Linda Van Sligtenhorst, Julie Lawrence, Marie Tudor, Tim Nicol, Don Moore, George Sanz and Gary Harron

Staff: Phyllis Lovell, Julie Lipsett, Anne Bester and Jeff Nicol Guests: Sylvie Girard, Ministry of Children & Youth Services and Matt Brown, Nicol Insurance Regrets: Renee Abram Recorder: Kim Fleming

1. Welcome / Opening Remarks

Selwyn Hicks welcomed board members, guests and staff. Mr. Hicks also extended a big welcome to Sylvie Girard, Program Supervisor and thanked her for her commitment and work with BGCFS over the last number of years. As we sadly say goodbye to Sylvie, we welcome Shaun Cassar as our new program supervisor.

2. Approval of the Agenda / Conflict of Interest Declaration

BE IT RESOLVED

THAT the Board accepts the agenda as presented.

MOVED by Don Moore; SECONDED by Gary Harron CARRIED

Conflict of Interest Declared by Tim Nicol – Insurance Renewal & In-Camera Item 3. Approval of the Minutes from February 21, 2018 & Business Arising

BE IT RESOLVED

THAT the Board accepts the minutes from February 21, 2018 meeting as presented.

MOVED by Don Porterfield; SECONDED by Christine Dawson CARRIED

4. Presentation – Insurance Presentation

Matt Brown from Nicol Insurance presented. Matt is a broker for Bruce Grey Child and Family Services and has been employed at Nicol Insurance for 4 years.

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Board of Directors’ Meeting Minutes – Wednesday, April 18, 2018 Page 2 Nicol Insurance has over 60 years of insurance experience and 30 years as an industry leader with child welfare insurance. Nicol Insurance also operates a program called ‘Ontario Group & Foster Care’ which insures over 80 clients across Ontario that are both not for profit and for profit. There are currently 5 offices with 40 employees. Mr. Brown presented on Cyber attacks and insurance. Cyber liability is defined as the risk posed by conducting business over the internet, over other networks using electronic technology. The top five risks for cyber liability are human error, hacker (ransomeware), spear phising, extortion by rogue employee, and hacktivist (hacker whose activity is aimed at promoting a social or political cause) BGCFS’s current cyber insurance covers claims made during our policy period. This coverage allows us to purchase policy limits that correspond with current economic and legal environment. There have been ransomeware attacks this year that hit two Ontario CAS’s. Ransom was paid out from one of the organizations. It is important to remember that if we are attacked, we should remain calm, do not pay a ransom and let the insurance company know immediately. Mr. Brown acknowledged that BGCFS is in good shape. There are security measures in place to prevent cyber attacks and we have a backup external server that backups all of our data on a regular basis. CPIN has been implemented and CPIN comes with a high degree of security as well. 5. Reports

Board Chair

No report provided.

OACAS

No report provided.

Foster Parent Association

No report provided.

Chief Executive Officer

Phyllis Lovell presented on her report. Ms. Lovell welcomed Sylvie Girard to the meeting and thanked her for her commitment and expertise over the years. Sylvie has been the program supervisor for both legacy organizations as well as she attended monthly meetings during amalgamation to BGCFS in 2012. Sylvie is one of the most responsive program supervisors and we appreciate and value the relationship that she helped build between our organization and the Ministry. We are going to truly miss her and wish her well. The Ontario Human Rights Commission (OHRC) recently released a report called ‘Interrupted Childhoods’ into the over-representation of Indigenous and Black Children in Ontario Child Welfare. This report will be shared on the Board’s Portal. When child welfare authorities remove children from their caregivers because of concerns about abuse or neglect, it can be traumatic and tragic for everyone involved – children, their families and even their communities. Being admitted into care comes with far-reaching consequences that can have a negative

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Board of Directors’ Meeting Minutes – Wednesday, April 18, 2018 Page 3 impact on children’s future ability to thrive. It is an unfortunate reality that some children need to be placed in care to keep them safe. But too often, for First Nations, Métis, Inuit, Black and other racialized families, being involved with the child welfare system and having a child removed is fraught with concerns that the system is not meeting their or their children’s needs, is harmful, and may be discriminatory. BGCFS did participate in this data study. We did not have a complete set of data points as other organizations that were faced with the same issues. The commission is challenging the sector to work together to track this data to insure that our services are equitable. The Province of Ontario and the Ministry of Children & Youth Services are in partnership around working with vulnerable children and families who lack immigration status. Currently, there are a large number of adults who are subject to deportation and some of these adults who were served by child welfare organizations. Peel CAS has been working with Pearson Airport on immigration issues for the past 18 years. Some of the issues that they deal with are the unaccompanied or separated minors who spend time in detention upon entering Canada, experiencing extended wait times to start school and barriers to accessing health care and employment. Peel CAS have come to our area to do training with our staff and community partners. BGCFS currently have two children (siblings) who have been placed in a kinship home. Julie Lipsett and her team will work on a plan to obtain citizenship for these two American children. These children require their own legal representation. The cost would be by a ‘child’s needs’. The Board will receive a guide on April 30th from the Ministry. All child welfare organizations are currently asked to provide quarterly reports on residential bed scan in order to track where children are staying and to closely monitor OPR usage and performance. This is important data for the Ministry to track.

Community, Governance and Stakeholder Relation Committee Christena Dawson presented on the report from the April 11th, 2018 meeting. The committee reviewed the six Ontario Association of Children’s Aid Societies (OACAS) Strategic Councils. A call out from the committee to Board Members to join one of the six councils. The committee confirmed with the Board that the Annual General Meeting will be held on Wednesday, June 27th, 2018 at the Bruce County Museum in Southampton beginning at 8 a.m. with breakfast and the business meeting will follow. Dave Wyles will be added to the nomination slate along with Christine John and Gord Hammer. This brings our number of Board members back up to 13.

BE IT RESOLVED

THAT the Board accepts the Governance report as revised.

MOVED by Don Moore; SECONDED by Julie Lawrence CARRIED

Service & Quality Committee Donald Porterfield presented the report from the April 4th, 2018 meeting. The committee review the Quality Improvement Plan for Q3. This QIP is a good news story as there has been a significant improvement from Q2. Kudos to leaders and staff in Family Based Care and

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Board of Directors’ Meeting Minutes – Wednesday, April 18, 2018 Page 4 Protection for this positive change. The Board made a commitment to do this work and track our progress on a quarterly basis. The committee also discussed the ‘education data reports’. All child welfare organizations across the province are paying close attention to education as we wish each child to be successful. The rate of youth in care who have been suspended or expelled is much higher than the provincial average. Phyllis Lovell and Julie Lipsett have had meetings with both board of education and recognize how different the boards are from each other. The catholic schools offer and community support system for children and have a higher degree of tolerance when it comes to difficult behaviours. The public school does not have this in place and more children in the public system are being suspended or expelled or removed from the schools permanently. BGCFS has received funding for children and youth and will look at how we can enhance the education experience for all of our kids in care. We will seek Board’s input before we put a plan in motion.

BE IT RESOLVED

THAT the Board accepts the Service & Quality report as presented.

MOVED by Donald Porterfield; SECONDED by Linda Van Sligtenhorst CARRIED

Finance, Risk Management and Audit committee George Sanz presented the report from the meeting on April 18th, 2018. The committee reviewed the projected expenditures for 2018/2019 and felt confident that we will be able to sign a balanced budget.

BE IT RESOLVED

THAT the Board of Directors approve the insurance renewal for 2018/19.

MOVED by George Sanz; SECONDED by Don Moore CARRIED

BE IT RESOLVED

THAT the Board accepts the FRMA report as presented.

MOVED by George Sanz; SECONDED by Donald Porterfield CARRIED

6. New Business No new business. 7. In-Camera (required)

BE IT RESOLVED

THAT the Board move in-camera at 7:15 p.m.

MOVED by Donald Porterfield; SECONDED by Christena Dawson CARRIEDBE IT

RESOLVED

THAT the Board move out of camera at 7:24 p.m.

MOVED by Don Moore; SECONDED by George Sanz CARRIED

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Board of Directors’ Meeting Minutes – Wednesday, April 18, 2018 Page 5 8. Next Meeting – Wednesday, May 16, 2018 at 4:30 in Chesley

9. Adjournment

BE IT RESOLVED

THAT the Board of Directors meeting be adjourned at 7:24 p.m..

MOVED by Don Porterfield; SECONDED by Marie Tudor CARRIED

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May 2018 CEO Report

“[Motherhood is] the biggest gamble in the world. It is the glorious life force. It’s huge and scary—

it’s an act of infinite optimism.” —Gilda Radner

Happy Mother’s Day to the mothers, grandmothers and aunties who serve on our board, work

on our staff, act as our foster parents and work as our volunteers. You mean the world to those

you have inspired, mothered, supported and cared for. We are grateful that you have chosen

to serve BGCFS. You make a big contribution to our work with Mothers. Thank you.

Proclamation of the Child Youth and Family Services Act occurred on May 1st 2018. This is the

first legislative change in decades. There are four main goals that underpin the changes to the

legislation. The changes include:

Increasing the age of protection to include vulnerable 16 and 17 year old youth. The

Province of Ontario wishes to extend safety and protection to these youth. This change

in the legislation is intended to also reduce homelessness and human trafficking of

youth.

The provision of more culturally appropriate services to all families, children and youth

being served by the child welfare system and especially First nation, Inuit, Metis and

Black children and youth. The legislation also intends to strengthen the voice of children

and youth so that their wishes and preferences are the basis for their plan of care.

Improving oversight of service providers, including child welfare agencies, so that

children and youth receive consistent, high quality services regardless of the region in

the province where they reside.

Strengthening the focus on early intervention to help prevent families and children from

reaching a crisis state.

We are working diligently to understand both the legislative and the regulatory changes. We

share this challenge with the courts and the Ministry and our professional partners. We will

offer the board a more comprehensive orientation in the coming months as we become more

confident that we are interpreting the changes in the correct manner. This will be a special

challenge for our staff in Family Based Care. Our Crown Ward review will commence on June

25th, 2018 and the expectations with respect to oversight of providers, culturally appropriate

services and capturing the voice of youth will be measured during this review. As a result, we

are reviewing policy, procedures and standards. We will ensure that appropriate amendments

are made. It will be a challenge to support service practice changes with such a short runway.

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CPIN has not been modified to meet the demands of the new legislation and we regret to

report that our use of the legal functionality in CPIN has come to a halt as a result. The changes

are not expected to be designed and coded by the CPIN Ministry Team until July or October.

FRMA will hear more about this issue and may wish to consider some communication with the

Ministry as a result.

The Community Governance Stakeholder Committee will present the Memorandum of

Understanding with Saugeen First Nation for approval this month. Saugeen First Nation leaders

are now launching a community consultation process that we hope will lead to a listening

event, an apology from BGCFS and the start of reconciliation with the people of the community.

The MOU will be presented to the Saugeen First Nation’s people at a dinner meeting on May

23, 2018. I will attend that meeting.

We have tentatively planned to have a formal signing event on National Indigenous Day on June

21st, 2018. Please save the date and plan to attend a signing ceremony.

Dave Wyles, former board member and nominee to the board in June, joined me to meet with

the Bruce Grey Candidates for the next provincial election. We will also visit with the Simcoe

Grey candidates and the Huron Bruce candidates if we are able to secure appointments. We

are using the Election materials provided by OACAS which is leading to an interesting and

engaged conversation. Please take a moment to read them on our board portal.

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Bruce Grey Child and Family Services

Community, Governance and Stakeholder Relations Committee Meeting

Minutes

Wednesday, May 9, 2018

Present: Christena Dawson (Chair), Selwyn Hicks, Don Moore and Marie Tudor Community Member: Christine John Staff: Phyllis Lovell and Julie Lipsett Regrets: Renee Abram Recorder: Kim Fleming

1. Welcome / Opening Remarks Christena Dawson welcomed everyone to the meeting. 2. Approval of the Agenda

BE IT RESOLVED

THAT the agenda be approved as presented.

MOVED by Christine John; SECONDED by Don Moore CARRIED No conflict was declared. 3. Approval of the Minutes

BE IT RESOLVED

THAT the minutes of the April 11, 2018 meeting be approved as presented.

MOVED by Don Moore; SECONDED by Selwyn Hicks CARRIED 4. Policy Review

PRO-031 Board Orientation and Development

PRO-032 Board Expense Reimbursement

PRO-045 Service & Quality Committee

The committee reviewed all 3 policies.

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Phyllis Lovell shared with the committee that we have recently received confirmation from Saugeen First Nation to have our September 19th Board Meeting at their Administration Office. There will be a short walking tour scheduled before our meeting. The Board has a busy schedule beginning this fall with the review and redevelopment of the Strategic Plan. Board orientation is normally scheduled in September and since we will not have brand new board members, the Committee talked about scheduling some learning opportunities for the Board to participate in beginning in September. The first learning opportunity would be to understand and bring awareness to the cycle of poverty in our area and present the training called ‘Bridges out of Poverty’. It may be strategic to combine this training with the awareness of the Indigenous culture and traditions. A second learning opportunity would be on equity and diversity. We would look at inviting Kike Ojo from the Ontario Association of Children’s Aid Societies (OACAS) to present on ‘One Vision One Voice’ – changing the Child Welfare system to better service African Canadians. A schedule will be created and brought back to the Committee. This would be a commitment for the entire Board and the Senior Team. It would also be beneficial to invite our community partner’s Boards of Directors as some organizations struggle with decreasing budgets. The commitment would be to schedule 3 individual days within the year beginning in September. Christine John spoke about ‘the Blanket Exercise’ that she recently participated in. The workshop was conducted for the Community Foundation of Grey Bruce on May 28, 2017 by David McLaren and Lenore Keeshig. The workshop is 2 hours in length including questions and debriefing.

BE IT RESOLVED THAT the Standard and Procedure PRO-031 be approved as presented.

MOVED by Christine John; SECONDED by Marie Tudor CARRIED Selwyn (Buck) attended the OACAS Spring Leadership meeting in March and one of the topics that were discussed was around board expenses and reimbursements. Mr. Hicks shared with the committee, the discussion regarding some of the expenses that board members pay out of pocket for conferences/meetings that they are asked to attend including costs such as travel and meals. Even though these expenses are reimbursed by the organization, it may be difficult for some board members to have to pay up front. Mr. Hicks indicated that as most of our board members are privileged, if we were to recruit new board members that may have ‘lived experiences’ they may not be as privileged and may find it challenging to pay costs up front. The committee has asked that we address this in the Board Expenses Reimbursement S & P and bring back to the committee for further review and discussion. The committee reviewed the policy PRO-045 Service & Quality Committee and asked that the Service and Quality Committee revise the policy as the Board participates in the training initiatives over the next year. The committee approved this policy but asked that it comes back for review to the committee in one year.

BE IT RESOLVED

THAT the Standard and Procedure PRO-045 be approved as revised and will be brought back to the committee next year. MOVED by Don Moore; SECONDED by Christine John CARRIED

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5. The Memorandum of Understanding (MOU) between Saugeen First Nation & BGCFS Phyllis spoke about the MOU and the process of coming together to create this important document. Buck Hicks and Gary Harron were members of this committee and were at the table along side leaders from BGCFS and Saugeen First Nations committee who worked on this MOU to get it signature ready. This is a good news story and is also a historical moment in child welfare. The next steps are that the MOU will be presented to the Saugeen First Nation’s people at a dinner meeting on May 23rd. Phyllis will be attending this dinner meeting. Saugeen First Nation Community will also host a signing ceremony on International Indigenous People’s Day on June 21st. More details to follow.

BE IT RESOLVED

THAT the CGSR committee recommend to the Board to approve the MOU between BGCFS and

Saugeen First Nation.

MOVED by Don Moore; SECONDED by Marie Tudor CARRIED 6. Indigenous Advisory Committee Terms of Reference (TOR) Phyllis Lovell spoke about the Indigenous Advisory Committee Terms of Reference. The TOR was prepared and reviewed on December 17, 2015. Chippewas of Nawash are not ready to commit to this agreement and they are currently involved in their own internal process. Because we have recently created the MOU with Saugeen First Nations, Ms. Lovell asked that we have advisory support at a service level and withdraw from having an Indigenous Advisory Committee. Moving forward, perhaps we would look at inviting the elders from the community to join a case conference when we are coming together to look at the service needs for children and families.

BE IT RESOLVED

THAT the CGSR committee recommend to the Board that the Indigenous Advisory Committee not proceed and alternative measures be considered.

MOVED by Selwyn Hicks; SECONDED by Don Moore CARRIED 7. Election Meeting Updates Ms. Lovell shared with the committee that two meetings have taken place with Grey County’s Liberal candidate and the MPP candidate. Phyllis and Dave Wyles attended both meetings. The committee supports Phyllis and Dave to continue meeting with the Simcoe and Grey candidates and the Huron Bruce candidates. They will share the information from the election material provided by OACAS in their conversations. 8. Community Partner Award The Annual General Meeting is scheduled for June 27, 2018 at 8 a.m. in Southampton. The Committee would like to present the ‘Stand Up for Kids Award’ that had been presented by Our Kids Foundation in years gone by. This award was not given out last year. The Board will recognize a community partner who is a positive role model in a child’s life. The recipient of this award would be recognized with a thank you, a plaque and a donation to the charity of their choice in the amount of $100.00.

BE IT RESOLVED

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THAT the CGSR committee recommend to the Board to present the Community Award at the AGM on June 27, 2018.

MOVED by Marie Tudor; SECONDED by Christine John CARRIED 9. Guest Speaker for Annual General Meeting on June 27, 2018 The committee recommends that we have a guest speaker for the AGM. The theme will be ‘building bridges’ so a recommendation would be to ask Dan Russell, Principal of G. C. Huston Public School or Jill Umbach from Bridges out of Poverty to be our guest speaker. 10. Other Business No other business 11. In-Camera (if required) No In-Camera 12. Adjournment

BE IT RESOLVED

THAT the meeting be adjourned at 6:30 p.m. MOVED by Christina Dawson; SECONDED by Don Moore CARRIED 13. Next Meeting is scheduled for Wednesday, September 12, 2018

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MEMORANDUM OF UNDERSTANDING

B E T W E E N:

SAUGEEN FIRST NATION #29

- and –

BRUCE GREY CHILD AND FAMILY SERVICES

Acknowledgment of Historical Harm

The commitments made herein by Bruce Grey Child and Family Services (“BGCFS”) are

connected to the historical injustices perpetrated against First Nation, Inuit, and Métis

communities by the Canadian government and Provincial child welfare systems, including the

legacy of Colonialism, Residential Schools and the Sixties Scoop. These assimilationist policies

have had negative effects on Indigenous peoples, including community impairment,

intergenerational trauma, and the overrepresentation of Indigenous children in child welfare.

Bruce Grey Child and Family Services acknowledges that BGCFS participated in practices that

BGCFS has come to understand resulted in cultural genocide and harm to the children and

families that BGCFS was endeavouring to help. Children and families who are members of

Saugeen First Nation suffered as a result of past child welfare practices.

Recent commitments made by the Ontario child welfare sector and Bruce Grey Child and Family

Services represent an acknowledgement that they must do better, be held accountable to

results, and work in a framework that recognizes and supports reconciliation with Indigenous

communities.

Principles and Purposes

We agree that the protection of the best interest, safety and wellbeing of children of

Saugeen First Nation (“the Nation”) is our shared concern.

We recognize and respect the legal, cultural and political authority of Saugeen First

Nation. Bruce Grey Child and Family Services has an obligation to respect the authority

of the Nation and the integrity of the families of the Nation.

We agree that the parents of Saugeen First Nation have the primary responsibility and

authority for their children.

We agree that Saugeen First Nation’s children are integral members of the Nation, that

their care and protection is paramount to the interests of the Nation and its fiduciary

and cultural obligations to its youngest members. As a result, the leadership of the

Nation, the extended family of the Nation’s children, and the services and supports of

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the Nation have both an entitlement and an obligation to plan for and support and

serve these children, when they require a protection service.

We share and make a commitment to ensure the children of the Nation are raised in,

and connected to, the Nation where they have access to their language, traditions,

culture, extended family and territory.

We share a commitment to serving Saugeen First Nation families in a culturally

appropriate manner.

BGCFS will share resources with the Nation to ensure that vulnerable families are served

in a culturally appropriate manner.

BGCFS is unequivocally committed to the restoration of jurisdiction of child welfare

authority to Saugeen First Nation.

We share a commitment to meeting the provisions of the Child, Youth and Family

Services Act as amended from time to time, and the directives and regulations of the

Ministry of Child and Youth Services. We agree that the legislation, the regulations and

the directives must be interpreted in a culturally appropriate manner with first regard

for the Anishinabek culture, and cultural interpretations should be in consultation with

members of the Saugeen First Nation.

Communication will be based on our mutual respect for each other. BGCFS

acknowledges that our communication and our actions are judged through the lens of

an oppressive history. We will work diligently to restore the trust and confidence of the

Nation.

Declaration of Intentions

BGCFS intends to serve the families and the children of Saugeen First Nation, whether they

reside in the Nation or the broader community, in a manner that:

respects their culture;

invites extended family to support their parenting efforts;

results in a plan of service that is supported and developed by the Nation based on the

family’s needs and traditions;

encourages the involvement of the Saugeen First Nation Band Representative; and,

encourages the involvement of Anishinabek Child and Youth Prevention Services

(ACYPS) and other helping services in the Nation;

ensures that children who need an alternative placement are cared for by extended

family in the Nation;

supports and funds Customary Care as a preferred option of all children of the Nation;

and,

whenever possible, does not rely on authority and an order of the Court under the

Child, Youth and Family Services Act.

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Shared Values:

We share a belief that the families of Saugeen First Nation can safely care for their

children. Children are the most important resource of the Saugeen First Nation.

We value our relationships with each other and are committed to continually working to

improve our relationship.

We value an ongoing commitment to facilitate knowledge-sharing among each other

and providing cultural awareness training specific to Saugeen First Nation.

Intake and Referrals

When information is received by BGCFS that a child, youth or family may need assistance, the

following process will be used for the Nation’s families:

The BGCFS screener will give the referral to the Supervisor. The Supervisor will approve

the referral within 24 hours of its receipt and make a decision about the type of

service(s) needed, if any. The Ministry eligibility spectrum is to be used as a guide

during this process.

The Worker will copy the referral information and the required response time into a fax

(fax is preferred) to the Nation’s Band Representative, and will consult about the type

of services needed, if any.

The BGCFS and the Nation’s Band Representative shall then discuss and develop a plan

for first contact with the family.

The Nation’s Band Representative attends the majority of the intakes with the BGCFS

worker. There may be times, however, when the Band Representative advises the

BGCFS worker to proceed without him/her, or will notify the worker if other coverage

arrangements have been made. This includes occasions where a Band Member

specifically requests that the Band Representative is not involved, for example, due to a

conflict of interest.

When a referral is received after hours, the BGCFS after hours worker will contact the

Band Representative to consult for urgent matters. Discretion about when to contact is

used for emergencies that are late at night. When contact is not made immediately, it

is made at the earliest reasonable opportunity.

Investigation Stage

BGCFS will work with families during the investigation stage of service to encourage

voluntary acceptance and benefit from the services of both the Band Representative

and the ACYPS. BGCFS will invite the involvement of these services as well as the

involvement of supportive extended family in any plan that is developed for a family.

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4

At the point of investigation, BGCFS will share written material with families that

encourages ACYPS services, Band Representation Services, and describes Customary

Care Commitments.

BGCFS will ask families to identify adults whom they can call upon in a crisis. BGCFS will

ask this question early and regularly so that it is aware of the support networks that

surround a child and their parent(s).

BGCFS will encourage parents to understand that this enquiry is intended to ensure

they get the support that they need to help their family, and this support may include

respite care.

Involvement with the Nation’s Band Representative is mandatory when a court

application is considered or initiated, and BGCFS, the Nation, and ACYPS will support

the value of this role to families.

Ongoing Service Stage and Case Closure

When a referral is being investigated, the Nation’s Band Representative, ACYPS and

BGCFS will work together with the family to develop a safety plan.

BGCFS Child Protection Workers, the Nation’s Band Representative and ACYPS will

clearly identify the safety issues and the parenting risks that result in the need for

service to a family. BGCFS will encourage the family to include both their extended

family and their professional supports in this conversation, so that all interested entities

can work in partnership with each other to resolve the concerns.

BGCFS Child Protection Workers, the Nation’s Band Representative and ACYPS will

encourage both family and professional participation in the development of a plan of

service that will assist the family to address the safety and the risk issues. All parties

will be clear about the factors that might result in the need for a child to be placed

outside of their home.

BGCFS Child Protection Workers, the Nation’s Band Representative and ACYPS will

encourage families to make self-directed and self-implemented plans to keep children

safe, and will respect these plans unless there is a compelling safety concern about the

plan.

An Indigenous child should not be deprived of their family and cultural connection to

their community if less restrictive measures are appropriate. All available measures

other than removal of an Indigenous child from the Nation, that are reasonable in the

circumstances, should be considered, with particular attention to the importance of

cultural identity to Indigenous children, parents, families, and communities as

individuals and as a collective.

If the need arises for a child to be removed from its family or from the Nation, it will be

considered an emergency, and an urgent meeting will be held between the parties to

this Protocol to address the placement of the child(ren), with the parties inviting all

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relevant personnel to participate, including BGCFS workers, the Nation’s Band

Representative, ACYPS workers that might be involved, the family and extended family

of the child(ren), and where possible and appropriate, an Elder from the Nation.

When children are placed outside their family home, the parties hereto will collectively

develop a plan for contact that supports the family to resolve the protection concerns

and results in the earliest possible reunification of the child with the parent.

BGCFS Child Protection Workers, the Nation’s Band Representative, ACYPS and the

family will conduct regular reviews of the plan and modify or end the service provision

according to the needs and progress of the family.

Protection Services will be provided to families with children in Customary Care until a

decision has been made about the prospect of reunification with family. When there is

agreement that the child should remain in the Customary Care placement on a long-

term or permanent basis, the protection services file in respect of the parents may be

closed.

Need for Alternative Safe Care

Before a child is admitted to the care of BGCFS, the parties to this Protocol will consider

and utilize all available options for care, including a parent’s private plan, Customary

Care, or Voluntary Youth Service Agreement (VYSA).

BGCFS will provide supports and funding for extended family and Customary Care to

Saugeen First Nation within the guidelines of the Ministry of Child and Youth Services.

BGCFS will pay per diem support and one time funding to the Nation for the benefit of

children and youth in Customary Care in accordance with the attached Schedule 1. The

Nation will share this resource with the family providing care.

BGCFS agrees to devolve the provision of SAFE home studies to Saugeen First Nation in a

manner that shares resources and responsibility with the Nation. Anishinabek Child and

Youth Prevention Services agree to provide the assessment of prospective kin and

Customary Caregivers. Staff from ACYPS will have access to SAFE training under the

foster care license of BGCFS. BGCFS will direct the resources required for this work to

the Nation on an annual basis using the average number of home studies from the

previous service year.

ACYPS will consult with Community elders to modify SAFE home studies to integrate the

cultural practices and traditions of Saugeen First Nation. ACYPS staff will conduct and

sign the home studies, once approved by a supervisor at ACYPS, and a supervisor at

BGCFS will countersign the home study.

Staff at ACYPS will provide support to the caregiving home and will ensure that the

home continues to meet the safety standards set out by the community for Customary

Care providers, as further detailed in Schedule 2. When asked by a member of Saugeen

First Nation who is receiving services, BGCFS will collaborate with ACYPS with respect to

providing support to, or ensuring the safety of, a Customary Care home.

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BGCFS will provide support to Saugeen First Nation to repatriate children and youth

from other jurisdictions at the request of the Nation.

BGCFS will make every effort to consider the cultural and placement needs of Saugeen

First Nation children who are in the care of BGCFS. The parties to this Protocol will work

in partnership with each other to ensure that children of Saugeen First Nation, who

require child protection/prevention services, are repatriated or otherwise enabled to

develop a meaningful connection to the Nation.

Supports for 16 and 17 year old youth in Need of Protection

On January 1, 2018 Ontario increased the age of protection to include all children under the age

of 18 years. By increasing the age of protection, 16- and 17-year-olds who are in need of

protection will be eligible for the full range of child protection services. The goal is to give

youth a better opportunity to get the support they need, and have better outcomes as they

transition to adulthood.

One of the new options available for youth is a Voluntary Youth Services Agreement (VYSA). A

youth may enter into an agreement with a society for services and supports, including

developing a plan and securing an appropriate living arrangement. A youth who enters a VYSA

is NOT in the care of the Society.

To be eligible, youth must:

be 16 or 17 years old;

not be adequately protected at home or in their current living situation;

have no other safe options with family or friends; and

need an out-of-home placement.

Customary Care

Customary Care is unique for the following reasons:

A child is placed in the care of the First Nation. Chief and Council have decision making

authority which can be devolved to the caregiving family. A child is not in the care of

the provincial child welfare agency.

The child’s extended family and the community as a whole participates in planning for

the child’s care.

The traditional time lines for care set out in the legislation do not apply and the

relationship between the child and the parent is never severed. Parents are accorded

more time to resume their parenting responsibilities and are expected to maintain

contact with the child throughout their lives.

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Customary Care does not rely on an order of the court. Authority for the child rests with

Chief and Council.

Customary Care Homes will be approved by the First Nation according to the

requirements set by the Nation and by the Ministry of Child and Youth Services.

Customary Care Homes must comply with the requirements set out by the Nation prior

to housing any children.

Youth in Customary Care are eligible to receive Continued Care and Support for Youth

(CCSY). Bruce Grey Child and Family Services is willing to enter into an agreement with a

youth in Customary Care at age 18 to support their academic and life goals to the age of

21. This support includes funding for living expenses and school attendance. The

agreement is offered on a voluntary basis and is intended to assist a youth to

successfully transition to adulthood.

Shared Training

Caregiving families of Saugeen First Nation will have full access to the training

opportunities and supports provided to caregivers at BGCFS.

Staff at ACYPS will have full access to training that is provided to service staff at BGCFS.

Adoption as an Option for Saugeen First Nation Children in Care

Chief and Council have decreed, by way of Band Council Resolution that adoption of

child members of Saugeen First Nation by families who are not Indigenous is not

permitted. Adoption is practiced in the community. Community adults are encouraged

to consider adoption as a parenting option for children who need permanency. BGCFS

welcomes these adults to apply to BGCFS as potential adoptive parents. Rare exceptions

can be made at the discretion of the Chief and Council where there are no Indigenous

caregivers available, and they deem long-term planning as in the best interests of a child

member of Saugeen First Nation.

BGCFS makes a commitment to partner with Saugeen First Nation to achieve

permanency for the Nation’s children by only considering adoption in those situations

where a child can be matched to a family that shares their culture, language and

traditions.

BGCFS will support youth who have been previously adopted and are reconnecting with

the Nation.

In the event that a child has ties to more than one indigenous community or culture, all

relevant individuals, organizations, and Nations, will be contacted and invited to

participate in case planning for the child.

Dispute Resolution Processes

The Dispute Resolution Process shall be considered in three stages:

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o STEP ONE – parties try to resolve the matter amicably (worker to worker,

supervisor to supervisor);

o STEP TWO – the matter is referred to leadership (Chief and CEO) for resolution;

o STEP THREE – if the matter is not resolved at the senior leadership level within

30 days, either party may submit the matter to mediation.

Dispute resolution through a formal legal process will be used as a last resort.

We, the parties to this Protocol, commit to identifying conflicts early and will

communicate the conflict in the spirit of respect, and our confidence that we can find a

mutually satisfactory solution.

We, the parties to this Protocol, will use an Indigenous facilitator or mediator to assist

us to remember what is important and to find a path forward in those situations were

conversation does not lead to an earlier resolution.

ROLES and RESPONSIBILITIES

Saugeen First Nation

To delegate a Band Representative to address child welfare matters and to work with

BGCFS.

To delegate a Prevention Services Manager to support children and families in child

welfare matters.

To advise BGCFS of any changes to either the Band Representative or Prevention

Services Manager positions.

Band Representative Role

To put forth the Nation’s position in child welfare matters.

To receive notification and information about each referral and ongoing services.

To respond to court applications and participate in the court process.

To assist with and/or ensure the proper documentation and registrations are completed

for the child and/or youth.

To refer to a range of culturally appropriate services to support the Nation’s children,

youth and families.

To attend meetings related to the planning for the child(ren) or youth(s).

To educate and orientate BGCFS staff regarding the Nation’s community, culture,

practices and traditions.

To advocate with BGCFS on behalf of children, youth and families relating to child

welfare matters.

To be a liaison, when required, between BGCFS and service providers.

To consult regularly with BGCFS regarding the provision of services and the exercise of

power under the Child, Youth and Family Services Act, as amended from time to time.

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ACYPS Role

To support the Band Representative and BGCFS in safety planning.

To administer SAFE home studies.

To keep an update-to-date list of approved homes.

To help clients find support services from the Nation’s community programming and off-

reserve agencies.

To provide on-going support to those families who request our services.

BGCFS Role

To partner with, consult, seek advice from, and share information with Saugeen First

Nation leaders and service providers and families.

To assess the need for support and intervention when a family of child is referred for

service.

To provide services to families, children, and youth in the Nation who require support

and assistance.

To be educated and knowledgeable about Saugeen First Nation and the people of the

Nation.

To advocate for and provide culturally appropriate services.

To ensure that all children are supported to develop and celebrate their cultural

identity.

To recognize and combat racism and to ensure that BGCFS’ service uses the lens of

history to understand the challenges that families face today.

To initiate family conferences and promote and organize community participation in a

plan for a child or a family.

To support Customary Care providers with support and educational opportunities.

To support ACYPS staff with professional training opportunities.

To review service provision and the Memorandum of Understanding regularly with

Saugeen First Nation.

To provide an annual report to the Nation’s Chief and Council on the number of

referrals, of investigations, of files open and closed, of children in care, and of children

in Customary Care.

Review and Amendment

This Memorandum of Understanding shall be reviewed by SFN-BGCFS Child Welfare Working

Group on an annual basis. Amendments shall be agreed to by both parties.

If new or amended regulations are made under the CYFSA, as amended from time to time, the

parties will convene a meeting within 15 days to incorporate the new amendments or

regulations.

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This Memorandum of Understanding is hereby acknowledged and agreed to by all parties this

______ day of ______________, 2018. Signed at Saugeen First Nation, ON.

On Behalf of Bruce Grey Child and Family Services __________________________________________

On Behalf of Saugeen First Nation ___________________________________________

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Bruce Grey Child and Family Services

Finance, Risk Management and Audit Committee Meeting

Minutes

May 9, 2018

Present: George Sanz (Chair), Selwyn Hicks and James McKinnon Staff: Phyllis Lovell and Jeff Nickel Community Partner: Gord Hammer Regrets: Tim Nicol and Gary Harron Recorder: Kim Fleming

1. Welcome / Opening Remarks George Sanz called the meeting to order. 2. Approval of the Agenda/Conflict of Interest Declaration

BE IT RESOLVED THAT the agenda be approved as presented MOVED by Gord Hammer; SECONDED by James McKinnon CARRIED

No Conflict of Interest to Declare 3. Approval of the Minutes and Business Arising Approval of Minutes of April 18, 2018

BE IT RESOLVED THAT the minutes from April 18, 2018 be approved as presented. MOVED by Selwyn Hicks; SECONDED by Gord Hammer CARRIED There was no business arising from the minutes.

4. Insurance Cyber Coverage Currently BGCFS has cyber insurance with a $1,000,000 limit and an $8,000 deductible for an annual premium of $5,313. Jeff Nickel provided the committee with the different options of increasing the limit of insurance.

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Finance, Risk Management and Audit Committee Minutes – May 9, 2018 Page 2

BGCFS data is backed up to an external server on a regular basis. There have been privacy breaches in the past and we do have a protocol and good systems in place on the event of a privacy breach. We have never had a claim related to this as we act immediately when there has been a breach. The Committee supports the current coverage plan of one million dollars Cyber Insurance for 2018-19.

BE IT RESOLVED THAT the FRMA Committee recommend to the Board to maintain the coverage of one million dollars for Cyber Insurance for this year. MOVED by Selwyn Hicks; SECONDED by James McKinnon CARRIED

5. 2017-18 Draft Q4 (Jeff will bring hard copies to the meeting) Jeff Nickel reviewed the draft 2017-2018 expenditures to the end of Q4. We are showing a $130,625 surplus which is a $234,000 change from our projections in January 2018.

We are showing a surplus in wages and benefits of $144,492 due to several items in the wage line that

were not paid out.

The change also includes $60,000 less in travel. $20,000 is due to funding received for school drives as

well as school drives being another $12,000 less than projected. Travel in the 4th quarter was showing

less than the normal trend.

We have $104,035 remaining in the Balance Budget Fund plus the surplus of $130,625 will be added to

the BBF.

A job well done goes out to our Corporate Leaders. 6. Adult Protection Services (APS) The APS program ended the 2017-18 fiscal year with a $5,382 surplus. In the fourth quarter, the program received an additional $5,500 in funding for enhanced programming as well as an additional $955 in March for Bill 148 for a total of $6,455 of additional funding. We are projecting a balance budget for next year. 7. Infrastructure Survey and Property Update

Each year, we are expected to submit an infrastructure survey for each building that the organization

occupies. Along with the survey, the organization can apply for minor capital funding.

For Owen Sound, we did not request any minor capital funding but for Walkerton, we have submitted

two projects. The projects are the replacement of the roof along with replacing three existing rooftop

HVAC units. Mr. Nickel hopes to hear back by early July whether or not we will receive the minor

capital funding for these projects.

8. OACAS Shared Services Program -3rd Quarter Report

The Committee reviewed the third quarterly report for the Shared Services Program (SSP). There are

currently 37 agencies participating in the SSP. BGCFS is one of nine organizations who are currently

piloting the After Hours Call Answering and Screening.

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Finance, Risk Management and Audit Committee Minutes – May 9, 2018 Page 3

9. Annual Reporting on Contingent Liabilities 2017-18

The Annual Reporting on Contingent Liabilities is due to the Ministry on May 23, 2018. The report from

BGCFS shows ‘Nil’ for Contingent Liabilities for 2017-18 reporting.

10. CPIN Update

We have not received further funding for CPIN. Phyllis Lovell indicated that there has been legislation changes as of May 1st to Child Welfare specifically related to Legal Services documentation in CPIN. BGCFS worked hard at deploying all of their legal documentation into CPIN about a year ago. As of May 1st, we are obligated to use the new court forms (forms by MAG) and because the Ministry did not build the new forms into CPIN, Legal is currently using Word templates. We have pulled back from CPIN deployment in Legal since then. A recommendation would be to write a letter to the Ministry as the Ministry owns the tool and they are responsible for updating the tool as changes present themselves. There are costs accrued with this issue. This has not been a good change process for staff. 11. Other Business Ms. Lovell shared a budget snapshot presentation to the committee. The snapshot shows where we

have been since merger in 2012. The presentation is a good news story and the committee will

recommend to the Board that this presentation be shared at the Annual General Meeting on June 27th.

12. In-Camera (required)

BE IT RESOLVED THAT the FRMA Committee move in camera at 1:20 p.m.

MOVED by James McKinnon; SECONDED by Selwyn Hicks CARRIED

13. Adjournment BE IT RESOLVED

THAT the FRMA Committee adjourn the meeting at 1:40 p.m.

MOVED by George Sanz; SECONDED by James McKinnon CARRIED

14. Next Meeting is scheduled for Wednesday, June 20, 2018 at 3:00 p.m. at the Chesley Municipal Building (Council Chambers), 1925 Bruce Road 10, Chesley

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