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Finance, Risk Management and Audit Committee

AGENDA

Wednesday, April 18, 2018 3:00 noon to 4:30 p.m.

Chesley Municipal Building –Council Chambers 1925 Bruce Road 10, Chesley

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

3. Approval of the Minutes of February 14, 2018 & Business Arising ** (p. 2) 4. Insurance Renewal (p. 4)

5. 2018-19 Projected Expenditures (p. 10)

6. 2017-18 Approval for Funding Under the Balanced Budget Fund (p. 12)

7. Education Liaison Program 2017-18 Funding (p. 19)

8. Schedule B – Form of Participation Agreement (p. 32)

9. Other Business

10. In-Camera (required)

11. Next Meeting: Wednesday, May 9, 2018

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Bruce Grey Child and Family Services

Finance, Risk Management and Audit Committee Meeting

Minutes

February 14, 2018

Present: George Sanz (Chair), Selwyn Hicks, James McKinnon and Tim Nicol Staff: Phyllis Lovell and Kelly Ferris Community Partner: Gord Hammer Regrets: 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 Jamie McKinnon; SECONDED by Tim Nicol CARRIED

No Conflict of Interest to Declare

3. Approval of the Minutes and Business Arising Approval of Minutes of January 10, 2018

BE IT RESOLVED THAT the minutes from January 10, 2018 be approved as presented. MOVED by Selwyn Hicks; SECONDED by Tim Nicol CARRIED There was no business arising from the minutes.

4. Posting Board Minutes on External BGCFS Website (Christena Dawson) Christena Dawson, Chair of the Community, Governance and Stakeholder Relations Committee asked for endorsement from the FRMA committee to consider a decision to publically post the ‘approved’ board minutes on our public website. The FRMA supports the plan and will recommend to the board that the decision made by the Governance committee be accepted. The FRMA committee supports transparency and does not feel there are any risks in posting the board minutes to the BGCFS website.

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Finance, Risk Management and Audit Committee Minutes – February 14, 2018 Page 2

The minute taker will ensure that the minutes are clear and precise to ensure that those reading the minutes have a clear understanding of what was discussed and how decisions were made. The minutes will be reviewed before posting to ensure that the content is clear. 5. Q3 Reporting

Jeff presented the budget for Q3.

As of December 2017, we were showing a $570,195 surplus; however we are still projecting to have a

deficit of $104,035. The Balance Budget Fund of $104,035 will offset this deficit.

The Balance Sheet indicates that we are in a good financial position. The cash in the bank as of

December 31, 2017 is $2.5 million.

The statements of cash flow indicate that the cash at the beginning of the year was $1,606,078 and the

cash as of December 31, 2017 was $2,576,313.

The Adult Protection Services (APS) financial report shows a surplus of $5,572. There is currently three

staff. This program is currently under review provincially and the recommendation may be that the APS

be serviced differently. There has been an approval for a funding increase of $32,000 for this program.

This is a good news story. Included in the meeting package was the allocation details from the Ministry

of additional funding for the program for 2017-18.

Mr. Nickel also reported on the BGCFS Children’s Fund statement of revenue and expenditures for the 9

month period ending Dec 31, 2017. The total Revenue in 2017 was $158,558. $4,071 surplus and as of

2017, there is a balance of $570,401.

6. CRA Report – Source Deductions

The Committee reviewed the source deduction payments to Canada Revenue Agency (CRA). We have two payroll accounts with CRA, one for permanent staff and one for contract staff. We remit bi-weekly to match our bi-weekly pay periods and we report to CRA on a calendar year end.

7. APSW/Case Management Allocations

Information only included in Item #5 under Adult Protective Services.

8. Other Business No other business

9. In-Camera

The staff and minute taker were asked to leave the meeting.

10. Adjournment The meeting was adjourned at 12:48 p.m.

11. Next Meeting is scheduled for Wednesday, March 14, 2018 at noon.

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Frank Cowan Company 3

Your Insurance Coverage

Schedule of Coverage (Coverage is provided for those item(s) indicated below)

Casualty

Coverage Description ($) Deductibles ($) Limit of Insurance

General Liability (Occurrence Form) Broad Definition of Insured 5,000 15,000,000 Per Claim

No Aggregate

Voluntary Medical Payments 5,000 Per Person 25,000 Per Accident

Voluntary Compensation - Employees 50,000 Each Person 250,000 Annual Aggregate

Forest Fire Expense 1,000,000 No Aggregate

Abuse Liability (Occurrence Form) 2,000,000 Occurrence 2,000,000 Aggregate

Errors & Omissions Liability (Claims Made Form) Retroactive Date March 8, 1983 5,000 15,000,000 Aggregate

Directors' & Officers' Liability (Claims Made Form) 5,000 5,000,000 Aggregate Additional Limit of Liability – Insuring Agreement A (Personal Insurance) only 1,000,000 Aggregate

Non-Owned Automobile Liability 15,000,000

Legal Liability for Damage to Hired Automobiles 500 250,000

Follow Form – Excess Liability

Coverage Description ($) Limit of Insurance

Excess Limit 5,000,000

Underlying Policy ($) Underlying Limit

General Liability 15,000,000 Errors & Omissions Liability 15,000,000 Non-Owned Automobile 15,000,000

Total Limit of Liability ($) 20,000,000

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Schedule of Coverage (Coverage is provided for those item(s) indicated below) Crime


Employee Dishonesty – Form A (Commercial Blanket Bond) 500,000

Loss Inside the Premises (Broad Form Money & Securities) 10,000

Loss Outside the Premises (Broad Form Money & Securities) 10,000

Audit Expense 200,000

Money Orders and Counterfeit Paper Currency 200,000

Forgery or Alteration (Depositors Forgery) 500,000

Accident Coverage Description ($) Deductibles ($) Limit of Insurance

Board Members : Persons Insured Thirteen (13) Board Members

Board Members Accidental Death & Dismemberment 250,000

Paralysis 500,000

Weekly Income – Total Disability 500

Weekly Income – Partial Disability 300

Accidental Death of a Spouse While Travelling on Business Included

Conflict of Interest Coverage Description ($) Deductibles ($) Limit of Insurance

Legal Fees Expenses 100,000 Per claim No Aggregate

Legal Expense


Legal Defence Cost 100,000 500,000 Aggregate

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Property

Coverage Description ($) Deductibles Basis ($) Limit of Insurance

Property of Every Description - Blanket 2,500 RC 9,768,100

Valuable Papers 2,500 250,000

Accounts Receivable 2,500 250,000

Extra Expense 2,500 250,000

Media 2,500 250,000

Rent or Rental Value 2,500 12,000

Data Processing

System & Equipment 2,500 60,000

Extra Expense 2,500 10,000

Fine Arts Form 2,500 3,400

Earthquake 3% Minimum $100,000 Included

Flood 25,000 Included

($) Total Amount of Insurance 11,103,500

RC = Replacement Cost ACV = Actual Cash Value VAL = Valued The Deductible is on a Per Occurrence Basis

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Equipment Breakdown (TechAdvantage)

Coverage Description ($) Deductibles / Waiting Period ($) Limit of Insurance

Direct Damage 1,000 25,000,000 Per Accident

Business Interruption - Gross Rent and Rental Value 24 Hours 12,000

Extra Expense 250,000

Spoilage 50,000

Expediting Expense Included

Hazardous Substances 500,000

Ammonia Contamination 500,000

Water Damage 500,000

Professional Fees 500,000

Civil Authority or Denial of Access 30 days

Errors and Omissions 250,000

Data Restoration 50,000

By-Law Cover Included

Off Premises Transportable Object 10,000

Brands and Labels 100,000

Green Coverage 50,000 Environmental Efficiency *Will not show on Declarations Page Up to 150% of Loss

Anchor Locations Included

Contingent Business Interruption 25,000

Public Relations Coverage 5,000

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Cyber Liability

Coverage Description ($) Deductibles ($) Limit of Insurance Cyber Risk Insurance

8,000 1,000,000 Each Claim 1,000,000 Aggregate

Below are the Coverages' Provided under a Cyber Policy

Media Content Services Liability 8,000 Included Network Security Liability 8,000 Included Privacy Liability 8,000 Included Extortion Threat 8,000 Included

Sub-Limits Privacy Notification Costs 8,000 50,000 Aggregate Regulatory Proceedings 8,000 500,000 Aggregate Crisis Management Expense 8,000 50,000 Aggregate Business Interruption 24 Hours 500,000 Aggregate

The Sub-Limits are subject to specific limits and are based on the Main Cyber Aggregate Limit Selected. They are included within the Cyber Aggregate limit and not in addition to this Limit.

Cyber Subjectivities

After reviewing the information submitted, we are pleased to offer the quotation subject to receipt, review and acceptance of the following:

No Known Claims by the Applicant/Insured Signed and Dated Application

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Cost Analysis

Expiring Program

Term Renewal Program

Term

Casualtyty

General Liability $ 80,869 $ 84,104

Errors and Omissions Liability 2,115 2,115

Directors' and Officers' Liability 5,522 5,522

Non-Owned Automobile Liability 300 300

Crime 1,980 1,980

Board Members Accident 716 716

Conflict of Interest 200 200

Legal Expense 8,944 8,944

Cyber 4,250 4,250

Propertyty

Property / Data Processing 12,577 12,816

Equipment Breakdown 1,305 1,318

Excessss

Follow Form 1,000 1,000

Total Annual Premium $ 119,778 $ 123,265

(Excluding Taxes Payable)

Please refer to the insurance contract for all limits, terms, conditions and exclusions that apply. The premium Quoted is subject to a 15% minimum retained (unless otherwise stated).

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Estimated ExpedituresBruce Grey Child and Family Services

Fiscal 2018-2019

BGCFS Budget 2018 - 2019Prepared March 22, 2018

PreliminaryDraft

2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 2018-2019Actual Actual Actual Actual Actual Projection Budget

Assessment, Investigation & Protection Services 2,156,947 2,148,032 2,319,344 2,500,230 2,736,413 2,640,540 2,757,374 Ongoing Services 3,882,359 4,142,818 3,911,171 3,926,381 4,185,934 4,425,799 4,734,555 Non Residential Client Services 359,014 318,074 309,563 245,103 154,043 123,405 120,937 Children in Care Services 2,787,831 2,640,689 2,453,728 2,237,137 2,480,173 2,149,535 1,821,078 Foster Care Services 1,419,221 1,521,759 1,485,403 1,555,502 1,426,384 1,335,626 1,026,111 Residential Client Services 1,108,205 940,640 797,830 752,839 765,814 578,766 517,191 Adoption Subsidy 255,745 248,758 176,946 158,869 167,332 175,000 166,250 Targeted Subsidies 15,200 64,600 152,000 186,200 217,565 296,010 310,500 Legal Services 671,638 750,244 698,295 711,330 822,781 921,165 842,308 Direct Service Travel 1,496,476 1,250,606 1,117,581 1,188,789 1,273,407 1,072,459 1,051,010 Infrastructure and Administration 3,503,875 3,931,159 4,340,823 3,987,153 3,017,592 3,024,755 3,128,034 Technology 170,465 580,680 539,543 374,161 357,910 356,326 312,326 Kinship Service 154,457 228,200 267,671 191,069 211,581 430,451 552,056 Boarding Rates 5,355,076 3,702,063 3,209,566 3,452,808 3,399,220 3,334,797 2,878,182

Total Gross Expenditures 23,336,509 22,468,322 21,779,464 21,467,571 21,216,148 20,864,633 20,217,913 Revenue 1,131,972 840,533 794,560 756,323 744,177 808,147 725,310 Total Net Expenditures 22,204,537 21,627,789 20,984,904 20,711,248 20,471,971 20,056,486 19,492,603

Anticipated Funding Before policy priority funding 22,189,582 21,448,106 21,019,144 20,598,762 20,186,786 19,817,855 19,387,390 Policy FundingTargeted Subsidies 15,200 64,600 152,000 186,200 217,565 222,008 232,875 CCSY 124,093 139,005 145,433 146,039 - Total Funding 22,204,782 21,636,799 21,310,149 20,930,395 20,550,390 20,039,863 19,620,265

Surplus / - Deficit 245 9,010 325,245 219,147 78,419 (16,624) 127,662

*Administrative Constraint (108,989) (87,411) (174,822)

*Revised Deficit (30,570) (104,035) (47,160)

Unknowns at this time - 16-17 y/o funding - Remaining BBF from 17-18

P:\Finance\Child Welfare Budget and Reporting\2018-2019\2018-2019 Preliminary Budget CW

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APS EXPENDITURE PROJECTION 2018/2019 FISCAL YEAR

2018-20192017-2018 ACTUAL VARIANCEBUDGET COSTS

PER MCSS EXPECTED

EXPENDITURES

SALARIES 171,387 193,839 -22,452STAT BENEFITS 15,596 17,639 -2,043OTHER BENEFITS 37,534 42,451 -4,917STAFF TRAVEL 15,495 15,495 0STAFF TRAINING 1,200 887 313SUPPLIES 4,448 4,148 300RENT 9,936 9,936 0ADM.COSTS ALLOC. 17,360 20,560 -3,201

TOTAL EXPENDITURES 272,956 304,955 -31,999

SURPLUS/DEFICIT 0

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Ministry of Community and Social Services

Ministry of Children and Youth Services

West Region

Ministère des Services sociaux et communautaires

Ministère des Services à l’enfance et à la jeunesse Région de l’Ouest

March 27, 2018 Selwyn Hicks, President Bruce Grey Child and Family Services 640 Second Avenue East Owen Sound, ON N4K 2G8 Dear Mr. Hicks: The ministry has reviewed your society’s 2017-18 child welfare budget plan and year-to-date report submissions, and your society’s Board-approved addendum requesting access to the Balanced Budget Fund in 2017-18. I am writing to provide you with the ministry’s decision regarding your society’s request. Based on this review and application by the ministry of the eligibility criteria provided to children’s aid societies in the 2017-18 Child Welfare Customized Budget Package Addendum – Balanced Budget Fund, your society’s request for one-time funding has been approved for the following:

Funding Eligible Expenditures

Up to $104,035 CPIN related staffing costs incurred in 2017-18. Up to $30,568 Child welfare operating deficit incurred in 2016-17.

The funding is subject to the terms and conditions set out in the attached Grant Letters. We ask that you please sign two copies of each attached Grant Letter and return one copy of each Grant Letter by April 6, 2018, to the attention of:

Jennifer D’Souza Ministry of Children and Youth Services 217 York St., Suite 203, London, ON N6A 5P9

Please contact Sylvie Girard, Program Supervisor at 519-438-5111 x3155 should you have any questions. Sincerely,

Jennifer Evans Community Programs Manager c. Phyllis Lovell, Executive Director Sylvie Girard, Program Supervisor

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2017-18 ONE-TIME FUNDING UNDER THE BALANCED BUDGET FUND

GRANT LETTER

Page 1

DATE: March 22, 2018

TO: Selwyn Hicks, President Bruce Grey Child and Family Services 640 Second Avenue East Owen Sound, ON N4K 2G8

Dear Mr. Hicks:

I am pleased to inform you that the Ministry of Children and Youth Services ("Ministry”) will provide Bruce Grey Child and Family Services with one-time funding, under the Balanced Budget Fund, in the amount up to $30,568 with respect to the eligible expenditures as outlined in the table below:

Maximum Amount of Funding Eligible Expenditures

$30,568 Child welfare operating deficit incurred in 2016-17.

Detail Code: A754 IFIS Line-Subline: B073-B153

The funding is subject to the following standard terms:

1. This Grant Letter will be in force from April 1, 2017 to July 31, 2018, or until it is terminated by either party by giving sixty (60) days' written notice. In the event of termination, Bruce Grey Child and Family Services will refund to the Ministry any monies advanced by the Ministry and not expended in accordance with the approved terms and conditions.

2. The Ministry will pay Bruce Grey Child and Family Services an amount not to exceed the amount stipulated in the Grant Letter. The Ministry reserves the right to determine the amounts, times and manner of payment. The Ministry will only disburse funding to Bruce Grey Child and Family Services upon Bruce Grey Child and Family Services providing satisfactory written confirmation to the Ministry that it has incurred eligible expenditures.

3. It is agreed and understood that the provision of funding in no way commits the Ministry to provide other or additional funding now or in the future.

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GRANT LETTER

Page 2

4. Bruce Grey Child and Family Services will indemnify and save harmless Her Majesty the Queen in right of Ontario from all legal claims including all costs, losses, damages, judgements, claims, demands, suits, actions, complaints or other proceedings in any manner made against the Ministry in respect of any negligent act or omission of Bruce Grey Child and Family Services related to the activity in respect of which the funding is provided.

5. Bruce Grey Child and Family Services will obtain and maintain in force such insurance as is necessary and reasonable to meet the obligation referred to in clause 4.

6. Bruce Grey Child and Family Services agrees to use grant funds for the eligibleexpenditures set out above and to comply with other policies, guidelines andrequirements of Ontario as communicated to it. Specifically, Bruce Grey Child andFamily Services will only use the funds to clear its 2016-17 child welfare operating deficitas set out in its 2017-18 Child Welfare Balanced Budget Plan and Balanced BudgetFund Addendum as identified on the first page of this Grant Letter.

7. Bruce Grey Child and Family Services will maintain records relating to the eligibleexpenditures and submit, annually or at such intervals as requested by the Ministry, areport respecting these eligible expenditures, acceptable to Ministry staff, which shallinclude the results achieved, relevant financial information, and such other informationas required. Specifically, Bruce Grey Child and Family Services will complete a separatetemplate for the reporting of one-time funding under the Balanced Budget Fund. Thefunding and the expenditures must not be reported in societies’ 2017-18 year-to-datereports. The Ministry reserves the right to discontinue funding where results are notachieved to the level indicated in the Grant Letter.

8. Bruce Grey Child and Family Services will maintain financial records and books ofaccount respecting the funding. Bruce Grey Child and Family Services will, unless theMinistry indicates otherwise, submit a reconciliation report with respect to the grant fundswithin four (4) months of the 2017-18 fiscal year-end, and any unspent grant fundsand/or funds that have not been expended in accordance with the terms of this GrantLetter shall be returned to the Ministry. Bruce Grey Child and Family Services will abideby Ontario’s policies on the recovery of funds and the treatment of revenues andexpenditures and Ontario’s policies with respect to financial reporting. This paragraphsurvives the termination or expiry of the Grant Letter.

9. Bruce Grey Child and Family Services will allow Ministry staff or such other personsauthorized by Ontario to inspect and audit such books and records at all reasonabletimes both during the term of this Grant Letter and subsequent to its expiration ortermination.

10. Ontario’s rights under clause 9 of this Grant Letter are in addition to any rights providedto the Auditor General pursuant to section 9.1 (Special Audits) of the Auditor GeneralAct. R.S.O. 1990. c. A.35.

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GRANT LETTER

Page 3

11. Bruce Grey Child and Family Services agrees to ensure that both during and followingthe term of this Grant Letter, it shall maintain confidential and secure against release, allmaterial and information which is the property of the Ministry and in the possession orunder the control of Bruce Grey Child and Family Services pursuant to this Grant Letter.

12. Any information collected by the Ministry pursuant to this Grant Letter is subject to therights and safeguards provided for in the Freedom of Information and Protection ofPrivacy Act.

Yours sincerely,

Linda Chihab Director (A), West Region Ministry of Children and Youth Services

The undersigned hereby acknowledges and agrees to the terms of this grant letter on behalf of Bruce Grey Child and Family Services.

Signature:

________________________ _______________

Selwyn Hicks, President Date

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GRANT LETTER

Page 1

DATE: March 22, 2018 TO: Selwyn Hicks, President Bruce Grey Child and Family Services 640 Second Avenue East

Owen Sound, ON N4K 2G8 Dear Mr. Hicks: I am pleased to inform you that the Ministry of Children and Youth Services ("Ministry”) will provide Bruce Grey Child and Family Services with one-time funding, under the Balanced Budget Fund, in the amount up to $104,035 with respect to the eligible expenditures as outlined in the table below to support balancing its budget in 2017-18:

Maximum Amount of Funding Eligible Expenditures

$104,035 CPIN related staffing costs incurred in 2017-18.

Detail Code: A754 IFIS Line-Subline: B073-B153 The funding is subject to the following standard terms:

1. This Grant Letter will be in force from April 1, 2017 to July 31, 2018, or until it is terminated by either party by giving sixty (60) days' written notice. In the event of termination, Bruce Grey Child and Family Services will refund to the Ministry any monies advanced by the Ministry and not expended in accordance with the approved terms and conditions.

2. The Ministry will pay Bruce Grey Child and Family Services an amount not to exceed the amount stipulated in the Grant Letter. The Ministry reserves the right to determine the amounts, times and manner of payment. The Ministry will only disburse funding to Bruce Grey Child and Family Services upon Bruce Grey Child and Family Services providing satisfactory written confirmation to the Ministry that it has incurred eligible expenditures.

3. It is agreed and understood that the provision of funding in no way commits the Ministry to provide other or additional funding now or in the future.

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GRANT LETTER

Page 2

4. Bruce Grey Child and Family Services will indemnify and save harmless Her Majesty the Queen in right of Ontario from all legal claims including all costs, losses, damages, judgements, claims, demands, suits, actions, complaints or other proceedings in any manner made against the Ministry in respect of any negligent act or omission of Bruce Grey Child and Family Services related to the activity in respect of which the funding is provided.

5. Bruce Grey Child and Family Services will obtain and maintain in force such insurance as is necessary and reasonable to meet the obligation referred to in clause 4.

6. Bruce Grey Child and Family Services agrees to use grant funds for the eligible expenditures set out above and to comply with other policies, guidelines and requirements of Ontario as communicated to it. Specifically, Bruce Grey Child and Family Services will only use the funds for 2017-18 eligible expenditures as set out in its 2017-18 Child Welfare Balanced Budget Plan and Balanced Budget Fund Addendum as identified on the first page of this Grant Letter.

7. Bruce Grey Child and Family Services will maintain records relating to the eligible expenditures and submit, annually or at such intervals as requested by the Ministry, a report respecting these eligible expenditures, acceptable to Ministry staff, which shall include the results achieved, relevant financial information, and such other information as required. Specifically, Bruce Grey Child and Family Services will complete a separate template for the reporting of one-time funding under the Balanced Budget Fund. The funding and the expenditures must not be reported in societies’ 2017-18 year-to-date reports. The Ministry reserves the right to discontinue funding where results are not achieved to the level indicated in the Grant Letter.

8. Bruce Grey Child and Family Services will maintain financial records and books of account respecting the funding. Bruce Grey Child and Family Services will, unless the Ministry indicates otherwise, submit a reconciliation report with respect to the grant funds within four (4) months of the 2017-18 fiscal year-end, and any unspent grant funds and/or funds that have not been expended in accordance with the terms of this Grant Letter shall be returned to the Ministry. Bruce Grey Child and Family Services will abide by Ontario’s policies on the recovery of funds and the treatment of revenues and expenditures and Ontario’s policies with respect to financial reporting. This paragraph survives the termination or expiry of the Grant Letter.

9. Bruce Grey Child and Family Services will allow Ministry staff or such other persons authorized by Ontario to inspect and audit such books and records at all reasonable times both during the term of this Grant Letter and subsequent to its expiration or termination.

10. Ontario’s rights under clause 9 of this Grant Letter are in addition to any rights provided to the Auditor General pursuant to section 9.1 (Special Audits) of the Auditor General Act. R.S.O. 1990. c. A.35.

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GRANT LETTER

Page 3

11. Bruce Grey Child and Family Services agrees to ensure that both during and followingthe term of this Grant Letter, it shall maintain confidential and secure against release, allmaterial and information which is the property of the Ministry and in the possession orunder the control of Bruce Grey Child and Family Services pursuant to this Grant Letter.

12. Any information collected by the Ministry pursuant to this Grant Letter is subject to therights and safeguards provided for in the Freedom of Information and Protection ofPrivacy Act.

Yours sincerely,

Linda Chihab Director (A), West Region Ministry of Children and Youth Services

The undersigned hereby acknowledges and agrees to the terms of this grant letter on behalf of Bruce Grey Child and Family Services.

Signature:

________________________ _______________

Selwyn Hicks, President Date

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MINISTRY OF CHILDREN AND YOUTH SERVICES

Education Liaison Program Questions and Answers

Ministry of Children and Youth Services – Education Liaison Program 1 March 2018

Introduction This Questions and Answers document is intended to provide children’s aid societies, including Indigenous societies (societies), with information about the Ministry of Children and Youth Services’ (MCYS) new Education Liaison program. Please also refer to the Education Liaison Program Guidelines provided in this package. Societies can direct any additional questions about the Education Liaison program to their MCYS Regional Office Program Supervisor.

Information about the Ministry of Education’s (EDU) Transportation Funding for Children and Youth in Care program has been shared with societies separately. School boards (boards) that applied for this funding may be contacting local societies about the new transportation initiative. If societies would like further details about how they may work with boards to support the successful implementation of EDU’s Transportation Funding for Children and Youth in Care program, they are encouraged to reach out to their local school boards.

General Program Information

Q1. What is the Education Liaison Program? A1. The goal of the Education Liaison program is to improve educational outcomes for

children and youth receiving services from children’s aid societies, including Indigenous societies (societies). Education Liaisons will coordinate educational supports and provide culturally responsive system navigation support for eligible children and youth. Education Liaisons will help to resolve issues that impact eligible children and youth’s learning, and strengthen relationships among societies, public school boards, First Nations school authorities, and community partners in order to improve the educational outcomes of eligible children and youth.

Q2. What will Education Liaisons do?

A2. Education Liaisons will coordinate education supports for children and youth

receiving services from societies. They will collaborate with educators, society workers, and other key partners. Education Liaisons are expected to have knowledge and linkages with the education sector to help resolve issues that may impact student learning.

The Education Liaison model builds on existing practices, as some societies currently have a similar position in place, funded through their existing budgets.

The role of the Education Liaison will include:

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establishing positive, collaborative working relationships and linkages among societies, schools/school boards/school authorities, and community service providers;

providing system navigation support for eligible children and youth to access educational services and supports in a culturally responsive and timely manner; and,

developing system capacity to support educational outcomes of eligible children and youth.

Q3. What was the engagement process to inform the development of the

Education Liaison program? A3. In order to inform the design of the Education Liaison program, MCYS and EDU

engaged the following sector groups: Ontario Association of Children’s Aid Societies (OACAS);

o OACAS’ Ad Hoc Education Achievement Working Group comprised of child protection workers and society staff currently providing educational supports to children and youth in care;

Association of Native Child and Family Service Agencies of Ontario (ANCFSAO);

Minister of Education's Advisory Council on First Nation, Métis and Inuit Education; and,

Chiefs of Ontario – First Nations Life Long Learning and Training Table. Across engagements, there was broad interest in the Education Liaison program as

a means to enhance supports for children and youth in care with a view to improving their educational outcomes.

There was also a recognition that, with a fixed funding envelope for the Education

Liaison program, the ministry would need to consider how to allocate funding in a way that would maximize the investment and recognize need across societies.

Indigenous partners also emphasized the importance of considering the unique challenges that Indigenous children and youth in care, or customary care, may face with respect to education.

Q4. Who is eligible to receive services from an Education Liaison? A4. As per the Program Guidelines, the target population for the program is children and

youth subject to the following legal status and/or legal agreement with a society:

1. Temporary Care Agreement; 2. Temporary Care and Custody;

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3. Society Wardship;1 4. Stay Home for School Agreement; 5. Renewed Youth Support; 6. Customary Care Agreement; 7. Voluntary Youth Services Agreement; 8. Adoption Consent; and, 9. Crown Wardship.2

Q5. Can the Education Liaison also provide services to other children and youth

receiving services from a society that do not fall into the status and/or agreement categories noted above and in the Program Guidelines?

A5. Education Liaisons should focus their work on the target population identified in the

Program Guidelines. However, the role of Education Liaisons also includes building broader society capacity to support the educational needs of all children and youth receiving services from the society. This can include providing support, training, and guidance to other society workers to promote the educational outcomes of children and youth receiving services from a society in addition to those identified in the Program Guidelines.

Q6. Why will Education Liaison program be housed within societies and not

school boards or other community organizations? A6. The Education Liaison program is intended to serve children and youth who receive

services from a society. By placing the Education Liaison program in the society, Education Liaisons will have access to society infrastructure and resources (e.g. case histories, data, and personnel). They will also play an important role in building broader society capacity to support the educational needs of all children and youth receiving services from the society. Education Liaisons will also be expected to collaborate with school boards and with community organizations in fulfilling their roles.

Q7. How will the Education Liaison Program support the Ministry of Education’s Transportation Funding for Children and Youth in Care program?

A7. EDU’s Transportation Funding for Children and Youth in Care program is focused on helping children and youth in care to remain in their home school on a temporary basis, after a placement change, until a more natural transition time and when it is in their best interest.

1 The term “society ward” will change to child or youth in “interim society care” under the Child, Youth and

Family Services Act (CYFSA), which is expected to be proclaimed on April 30, 2018. 2 The term “Crown ward” will change to child or youth in “extended society care” under the CYFSA, which is

expected to be proclaimed on April 30, 2018.

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EDU Transportation Funding is available to provincially funded school boards.

School boards must submit an application based on eligibility criteria set by EDU. School boards that receive funding through EDU’s Transportation Funding for

Children and Youth in Care program are expected to collaborate with societies to identify eligible children and youth and determine what transportation arrangement would be in their best interest. The Education Liaisons will play an important role in this collaboration.

Education Liaison Funding Q8. How much funding is available for this initiative?

A8. In the 2017 Ontario Budget, the government committed $21 million over three years

to support the educational achievement of children and youth in care. As announced on October 23rd, the funding will support two new programs for children and youth receiving services from societies: a transportation program led by EDU, and the Education Liaison program led by MCYS.

Starting in 2018-19, EDU and MCYS will each receive $3.5 million per year to invest in their respective new programs.

Q9. How will Education Liaison Program funding be allocated across societies? A9. The ministry is allocating Education Liaison program funding across all 49 societies

in the province.

Each society will first receive a one-time grant of $20,400 in 2017-18 for costs incurred between January 1 – March 31, 2018 associated with implementing the program prior to hiring and Education Liaison, or costs related to providing equivalent educational supports for children and youth in care.

For 2018-19 and 2019-20, each society will receive baseline funding and an additional proportional enhancement based on societies’ 2017-18 approved budget allocations through an amendment to each society’s transfer payment service contract. Indigenous societies will receive a $65,000 base allocation and non-Indigenous societies will receive a $60,000 base allocation (see Q11 for more information on the rationale for providing Indigenous societies with a higher base allocation).

This funding approach will ensure that all societies will receive funding towards an Education Liaison to support the educational needs of children and youth in care,

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while still recognizing differing service volumes and specific socio-demographic considerations for societies.

Q10. Can societies use the one-time funding in 2017-18 towards transportation

costs for children and youth in care to help them remain in their home school temporarily after a placement change?

A10. EDU has requested that boards collaborate with societies to support the successful

implementation of EDU’s Transportation Funding for Children and Youth in Care program. As noted previously in Question 7, school boards must submit an application for transportation funding to EDU based on eligibility criteria. If a society is aware that a child or youth in care has transportation needs that are not known or supported by the board, societies may reach out to the board with this information to identify opportunities to fund transportation expenses.

If a school board did not submit an application for EDU’s 2017-18 Transportation Funding for Children and Youth in Care program, societies may use the one-time funding for the Education Liaison program in 2017-18 towards incurred transportation costs for children and youth in care, to help them remain in their home school temporarily after a placement change. School boards will be invited to submit applications for funding through EDU’s Transportation Funding for Children and Youth program for the 2018-19 school year. This process will be informed by learnings in the first year.

Q11. Why will Indigenous societies receive a higher base funding amount than non-

Indigenous societies? A11. Indigenous children and youth in care may face unique circumstances that can

impact their educational success. For example, Indigenous children and youth in care may need to move further from home to access education and/or for society placements. Culturally appropriate supports are also important to supporting improved educational outcomes for Indigenous children and youth.

Indigenous societies will receive a higher baseline in recognition of the unique circumstances Indigenous children and youth in care may face with respect to their experiences in the education system and associated poor outcomes (e.g., the need for culturally appropriate supports, potential for limited access to educational resources), and anticipated additional costs for Indigenous societies in supporting these children and youth.

MCYS is allocating an additional $5,000 for each Indigenous society’s base allocation in recognition of these unique circumstances and the anticipated additional costs for Indigenous societies in supporting these children and youth.

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Q12. If the Education Liaison funding allocated to a society is not expected to cover a Full-Time Equivalent (FTE) position, is it possible to hire a part-time Education Liaison?

A12. Yes. In recognition of the significant need for and interest in the program across

societies, MCYS decided to maximize reach of the investment across the province, and allocate Education Liaison program funding to all 49 societies.

MCYS recognizes that there may be variation in salary levels across the province,

and that societies will need to factor in the Education Liaison’s experience, society collective agreements, and local salary ranges when hiring an Education Liaison.

If the society determines that the allocation provided to them for the Education

Liaison is not sufficient to cover one full time position, the society may choose to hire a part-time liaison, or to top up the Education Liaison funding with funding from other sources in order to cover one full time position. Societies have flexibility within their budget allocations under the Child Welfare Budget Package to direct additional funding towards the Education Liaison position.

Q13. Can societies use Ontario Child Benefit Equivalent (OCBE) funding to

supplement costs associated with an Education Liaison position? A13. Yes. As per the OCBE Policy Directive (CW 001-14)3, OCBE Activities Program

funding can be applied towards recreational, educational, cultural and social opportunities that support the achievement of higher educational outcomes, a higher degree of resiliency, social skills and relationship development, and a smoother transition to adulthood for children and youth in care.

OCBE funds can be used to support eligible activities that could be arranged by an Education Liaison (e.g., activities that maximize a child or youth’s learning potential and promote success in early learning, primary and secondary educational settings, and the future pursuit of post-secondary education and vocational learning). These include: early learning activities, including child care; one-to-one tutoring; school uniforms; courses not offered through a Board; books and tools that promote literacy skills; school trips; and tools or supplies necessary for vocational training. These examples are for illustrative purposes and societies are not limited to these examples.

3 OCBE Policy Directive (VW 001-14) is currently being revised to reflect the CYFSA. A revised OCBE Policy Directive is anticipated to come into force and effect with the CYFSA, which is anticipated to be proclaimed on April 30, 2018.

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To meet the goals identified in the child or youth’s plan of care related to the achievement of the three outcomes (i.e., higher educational achievement, higher degree of resiliency, and smoother transition to adulthood), OCBE Activities funding can also be applied towards a contract with third parties, and/or hire summer/seasonal staff for a time-limited period, to provide specific services responsive to the needs of a child or youth in care, where a lack of community resources limits access to appropriate programming (e.g., in remote or under-served communities). Per the OCBE Policy Directive, Activities Program funding cannot be applied towards assessments, including educational assessments (as they are available through local school boards). Activities Program funding also cannot be used for staffing or staffing-related costs currently funded through the Child Welfare Funding Model. With this information in mind, societies can explore opportunities to fund specific activities or expenditures related to the work of the Education Liaison using OCBE Activities Program funding (not including staffing or staffing related costs, or educational assessments).

Q14. If a society already has an Education Liaison, or similar position, can the

society use this funding to cover that position? A14. Yes. Societies may use Education Liaison program funding to cover costs

associated with an existing Education Liaison or similar position providing equivalent educational services and supports to children and youth in care, so long as the requirements as outlined in the Education Liaison Program Guidelines and service contract are met.

Additional Supports for Children and Youth in Care: The following supports can be leveraged by the Education Liaison program to improve outcomes for children and youth in care. Q15. What are the Crown Ward Education Championship Teams (CWECTs)?

A15. CWECTs are community-based partnerships among local school boards, Societies, postsecondary institutions and Employment Ontario service providers to support youth in and leaving care to complete secondary school and transition to postsecondary education, training or employment. They are funded through the Ministry of Advanced Education and Skills Development (MAESD) and receive $75,000 per year to facilitate this local partnership.

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Q16. What is the Joint Protocol for Student Achievement (JPSA)?

A16. In February 2015, EDU and MCYS released the JPSA template to support the development of local protocols between school boards and Societies. The goal is to enable students in the care of, or receiving services from Societies to benefit from all the opportunities available in the education system.

The template represents best practices based on the thinking of the writers (from the child welfare and education sectors) around five elements:

information sharing processes; administrative processes; planning for student achievement; a dispute resolution process; and monitoring and evaluation of the protocol.

EDU has provided funding for facilitators, through the CWECTs, to support the

development and finalization of local protocols using the JPSA template. Once protocols have been signed, funding is available to support training for staff in both the education and child welfare sectors.

As of January 2018, EDU has confirmed that 17 protocols, representing 18 of the 21 CWECTs (54 school boards and 35 societies), have been signed.

Q17. What are Student Success Leads?

A17. As part of EDU’s Student Success Strategy, there is a Student Success Leader position with senior management rank in every school board who has the responsibility to ensure the implementation of the strategy in all schools, and to support a focus on success for all students in Kindergarten to Grade 12. The Education Liaison may connect with the Student Success Lead when coordinating educational supports for Education Liaison program participants.

Q18. What are Indigenous Education Leads?

A18. The Indigenous Education Board Lead supports the school board in its engagements with Indigenous communities, partners, and organizations as it develops Board Action Plans on Indigenous Education and implements the Ontario First Nation, Métis and Inuit Education Framework (Framework). The Lead is also expected to work closely with senior board administration and Indigenous Education Advisory Councils (IEACs), to implement the Framework.

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Ministry of Children and Youth Services

EDUCATION LIAISON PROGRAM

Program Guidelines

INTRODUCTION

These program guidelines detail the objectives of the Ministry of Children and Youth Services’ (MCYS or ‘the ministry’) Education Liaison Program, the key program components, the roles and expectations of all parties involved in the delivery of the program, and desired program outcomes.

These program guidelines are meant to support the 2017-18 one-time grants to children’s aid

societies, including Indigenous societies (societies), that will fund start-up costs associated with

implementing the Education Liaison program. These guidelines also supplement the annual

service contract and service description schedule that will be provided to societies for the 2018-

19 and 2019-20 program years.

EDUCATIONAL OUTCOMES FOR CHILDREN AND YOUTH IN CARE

There is evidence that a disproportionate number of children and youth in care do not perform as well in the educational system as other children and youth. According to the Ontario Association of Children’s Aid Societies (OACAS), in 2012-13, only 46% of Crown wards ages 19 and 20 had graduated from high school. Though not directly comparable due to differences in methodologies, the provincial rate of students graduating within five years of starting high school was 83% in 2012-13. The current 2015-16 five-year graduation rate is 86.5%. MCYS and the Ministry of Education (EDU) have worked on several initiatives to improve educational outcomes for children and youth in care including:

The Joint Protocol for Student Achievement (JPSA) template encourages the coordination of educational supports between societies, school boards, and community partners.

Societies and EDU have signed data-sharing agreements that enable the ministry, schools, and societies to better understand the educational profile of children and youth in care.

In July 2012, MCYS, with input from the Ontario Child Advocate,1 established a Youth Leaving Care Working Group that was mandated to build a plan for fundamental change to the child welfare system to improve outcomes for youth transitioning from care. The Working Group was comprised of youth in and from care and community partners. 1 Formally known as the Office of the Provincial Advocate for Children and Youth, under the Provincial Advocate for Children and

Youth Act, 2007.

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The group delivered its final report, Blueprint for Fundamental Change to Ontario’s Child

Welfare System: Final Report of the Youth Leaving Care Working Group, to the Minister on January 22, 2013. In its final report, the Youth Leaving Care Working Group advocated for increased support for education:

“Children and youth in and from care have a right to education. They need

support to help them achieve their full educational potential from elementary

school through to post-secondary education, training and employment.”

Since 2013-14, EDU has also funded education programs through school boards that have generated innovative strategies and delivery models to improve the educational outcomes for children and youth in care. A third-party evaluation conducted in 2016 revealed key elements that promoted student success, increased student attendance and engagement, and decreased student suspensions. These elements include the support of a caring adult, a focus on well-being, better coordination of supports through case management or an education liaison, and specialized programming and innovative approaches to delivering curriculum. In the 2017 Ontario Budget, the government committed $21 million over three years to support the educational achievement of children and youth in care. The funding will support two new programs: a transportation program led by EDU, and the Education Liaison program led by MCYS. Education Liaison program workers will coordinate educational supports and provide culturally responsive system navigation support for eligible children and youth. Education Liaisons help to resolve issues that impact eligible children and youth’s learning, and strengthen relationships among societies, public school boards, First Nations school authorities, and community partners in order to improve the educational outcomes of eligible children and youth.

PROGRAM DESCRIPTION

The Education Liaison program supports improving educational outcomes for children and youth in care, in customary care, and in a Voluntary Youth Services Agreement (“eligible children and youth”). Education Liaisons coordinate educational supports and provide culturally responsive system navigation support for eligible children and youth. Education Liaisons help to resolve issues that impact eligible children and youth’s learning, and strengthen relationships among societies, public school boards, First Nations school authorities, and community partners in order to improve the educational outcomes of eligible children and youth. Education Liaisons will:

Ensure the program eligibility criteria are met. Act as a navigator for eligible children and youth within the school system and help to

resolve issues that impact student learning (e.g., transitions between schools,

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suspensions, special education), and help eligible children and youth to receive educational services and supports to help them achieve the educational goals that are relevant to them.

Work with school boards to determine student transportation needs. Facilitate access for eligible children and youth to existing educational supports and

resources in the school system or the community by providing information and referrals for individual eligible children and youth that address individual needs and support/reinforce strengths. Some of the resources and supports may include: o tutoring supports; o mentoring resources; and, o employment services, training, and/or skill development opportunities.

Facilitate the timely exchange of information between schools and societies, including utilizing and providing input as part of the monitoring and evaluation of local Joint Protocols for Student Achievement (JPSA) where they exist.

Leverage existing resources in the child welfare and education systems through referrals and collaboration (e.g., Crown Ward Education Championship Teams, Indigenous Education Leads, and Student Success Leads).

Strengthen relationships among school boards, societies and community partners; Foster communication and linkages with community agencies/organizations to improve

access and mitigate barriers to educational services and supports for eligible children and youth.

Build system capacity among society and educational staff on how to better meet the educational needs of eligible children and youth students.

Services of the Education Liaison will be:

Reflective of, and responsive to, the needs of eligible children and youth. Accountable to children and youth served and their community. Responsive to the social, linguistic and cultural diversity of eligible children and youth. Culturally responsive to the needs of a diverse population of youth (e.g., First Nations, Inuit,

and Métis, and racialized children and youth). Be provided in French, where possible, and/or include liaising with French-language school

boards and community resources for Francophone participants or participants attending a French-language school.

Staffed by individuals with the appropriate range of skills and abilities necessary to respond effectively to the educational needs of eligible children and youth. This includes knowledge of Ontario’s education system and having connections with the education sector (e.g., a current or retired educator or school/board administrator).

Based on the assessed needs and preferences of the eligible children and youth who receive services, and available society, community and contracted ministry resources.

POPULATION SERVED

The target population for the program is children and youth in care2 subject to the following legal status and/or legal agreement with a society:

2 This definition of “children and youth in care” is from the Ministry of Children and Youth Services Child Welfare Customized Budget Package 2017-18 Service Data Dictionary (p. 13) (January 2018).

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1. Temporary Care Agreement; 2. Temporary Care and Custody; 3. Society Wardship;3 4. Stay Home for School Agreement; 5. Renewed Youth Support;4 6. Customary Care Agreement;5 7. Voluntary Youth Services Agreement;6 8. Adoption Consent; and, 9. Crown Wardship.7

ROLES AND RESPONSIBILITIES

Service Providers

The Service Provider (i.e., society) will support Education Liaison workers in the functions described in the Program Description above.

The Service Provider is responsible for the following activities:

Overall Education Liaison Program administration and delivery, including agreed upon program deliverables;

Financial and service performance reporting, including submission of required and requested reports within established time frames;

Employing the Education Liaison; Providing or ensuring supervision of the Education Liaison; Providing or ensuring training of the Education Liaison; Reporting serious incidents involving an Education Liaison and eligible children and youth to

the Ministry’s Regional Office; and, Developing appropriate policies and procedures for protecting the privacy of personal

information collected from eligible children and youth.8 Ministry of Children and Youth Services The Ministry establishes guidelines for the Education Liaison Program funding and provides the funding to each Service Provider. The Ministry will:

3 The term “society ward” will change to child or youth in “interim society care” under the Child, Youth and Family Services Act,

which is expected to be proclaimed in April 2018. 4 Effective January 1, 2018, no new youth are eligible for the RYS Program; 16- and 17-year-olds who require service will receive service consistent with the age of protection amendments, including the Voluntary Youth Services Agreement, where appropriate. The cohort of youth who were eligible for RYS immediately prior to the age of protection proclamation date of January 1, 2018 will remain eligible to receive RYS supports from a society up to age 18. 5 The Ontario Permanency Funding Policy Guidelines (2016) provide a description kinship service, place of safety, customary care, legal custody, and adoption options and a framework for the provision of financial assistance to caregivers. 6 See section 37.1 of the Child and Family Services Act and 77(1) of the Child, Youth and Family Services Act (CYFSA). 7 The term “Crown ward” will change to child or youth in “extended society care” under the Child, Youth and Family Services Act,

which is expected to be proclaimed in April 2018. 8 The policies and procedures that are developed by the Service Provider shall comply with the confidentiality provisions relating to children who are the subject of a child welfare proceeding under the Child and Family Services Act/Child, Youth and Family

Services Act, and the Youth Criminal Justice Act, including Part 6, when the information and records relate to young persons as defined by the Youth Criminal Justice Act.

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Establish program guidelines; Determine the funding allocation for each Service Provider; Negotiate service contracts; Monitor program implementation and performance based on performance measures and

program guidelines; Undertake program evaluation and related data collection.

GOVERNANCE, ACCOUNTABILITY AND SERVICE SYSTEM REQUIREMENTS

The agency will deliver the programs and services in accordance with the requirements as outlined in:

The legal, financial and service data provisions of the service contract; The Ministry’s Governance and Accountability Framework for Transfer Payments to

Community Agencies; Education Liaison Program guidelines provided by the Ministry; and In keeping with best practices for the delivery of services.

CHILD AND FAMILY SERVICES ACT

The Child and Family Services Act9 contains a provision that prohibits any person from publishing or making public information that would identify a child who is the subject of a child welfare proceeding. It is an offence to contravene this prohibition. As some Education Liaison Program participants may be, or have been, the subject of a child welfare proceeding, all agencies are expected to comply with the provisions of the Child and Family Services Act in keeping this information confidential. YOUTH CRIMINAL JUSTICE ACT

The Youth Criminal Justice Act contains provisions which protect the privacy of young persons who have been dealt with under the Act, whether the young person is charged, found guilty, sentenced or diverted from the criminal justice system. The Youth Criminal Justice Act also contains provisions that protect the privacy of minor victims and witnesses of youth crime. Under the Youth Criminal Justice Act, it is an offence to publish or otherwise disclose the identity of young persons in conflict with the law or any information relating to the offence or alleged offence unless the publication or disclosure is made in accordance with the provisions of the Act. As some Education Liaison Program participants may be, or have been, in conflict with the law, all agencies are expected to comply with the provisions of the Youth Criminal Justice

Act in keeping the information about those youth confidential.

9 On June 1, 2017, Bill 89, the Supporting Children, Youth and Families Act, 2017 received Royal Assent. The Bill includes repealing the Child and Family Services Act (CFSA) and enacting the Child, Youth and Family Services Act, 2017 (CYFSA) in its place. It is expected that the CYFSA will be proclaimed into force in April 2018. The CYFSA also contains a provision that prohibits any person from publishing or making public information that would identify a child who is the subject of a child welfare proceeding. When the CYFSA is proclaimed into force, service providers will be expected to comply with all provisions therein.

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DocuSign Envelope ID: 92F17D7A-8264-46A6-ABEC-1237F244897F

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DocuSign Envelope ID: 92F17D7A-8264-46A6-ABEC-1237F244897F

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