service & quality meeting

Service & Quality Meeting

AGENDA

Wednesday, December 6, 2017 2:30 p.m.

Bruce County Public Library 1243 McKenzie Road, Port Elgin

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

3. Approval of the Minutes of June 14, 2017 and September 28, 2017 Meetings & Business Arising (p. 2)

4. Terms of Reference Review (p. 6)

5. Workplan Review and Update (p. 9) 6. Presentation on Investigations in Foster Homes: Slide Deck by Rebecca Raynsford & Alison Holmes

Processes

Challenges

Lessons Learned

7. Policy Directive CW003-17 Protection Services for 16-17 year olds (p. 11) 8. Quality Improvement Plan (hard copy will be provided at meeting)

9. New Business

10. In-Camera (if required)

11. Next Meeting – February 7, 2018

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Bruce Grey Child and Family Services

Service and Quality Committee

MINUTES

June 14, 2016

Present: Christine John (Chair), Donna Jansen, Don Porterfield Selwyn Hicks and Don Moore Staff: Phyllis Lovell, Julie Lipsett, Anne Bester and Jenny Vigliotti, Ryan Thompson Regrets: Recorder: Kim Fleming

1. Welcome / Opening Remarks Christine John welcomed everyone and called the meeting to order. 2. Approval of Minutes from February 8, 2017 and March 29, 2017 meetings and Business Arising

BE IT RESOLVED

THAT the minutes from March 29, 2017 and April 12, 2017 meetings be approved as presented.

MOVED by Don Porterfield; SECONDED by Donna Jansen CARRIED 3. Review and approval of CAS Quality Improvement Plans Q4 (2016-2017)

Julie Lipsett presented on the report and explained that the QIP is reviewed every quarter and this report is the fourth quarter reporting. This report is due to the Ministry on June 30, 2017. Jenny Vigliotti presented on the QIP Progress Report and spoke about the 6 data points that we are required to report on. The 6 data points reported on were:

A. Investigations Completed at 45 Days

B. Completion of Initial Service Plan within 30 Days

C. Completion of Six Month Outcome Plan Review

D. Completion of 30 day Visit in the Home

E. Six Week Supervisor Review

F. Visit with Kinship Service Family in the home every 90 days We have seen a strong improvement and a plan moving forward will be to share this report with our service staff. Conducting manual audits has identified gaps regarding where data is inputted in CPIN and moving forward, the plan will be to correct the data entry errors to ensure information is captured in the accurate location in CPIN.

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Service & Quality Committee Minutes –June 14, 2017 Page 2

BE IT RESOLVED

THAT the Service and Quality Committee approve the submission of the Quality Improvement Plan for Q4.

MOVED by Donna Jansen; SECONDED by Don Moore CARRIED 4. Adjournment

BE IT RESOLVED

THAT the meeting be adjourned.

MOVED by Donald Porterfield; SECONDED by Don Moore CARRIED

5. Next Meeting is scheduled for October 11, 2017

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Bruce Grey Child and Family Services


MINUTES

September 28, 2017

Present: Donald Porterfield (Acting Chair), Selwyn Hicks, and Julie Lawrence Staff: Phyllis Lovell, Julie Lipsett, Anne Bester, Ryan Thompson and Jenny Vigliotti Community Member: Dave Wyles Guests: Sylvie Girard, Ministry of Children & Youth Services (teleconference) Regrets: Gerry Glover Recorder: Kim Fleming

1. Welcome / Opening Remarks Donald Porterfield chaired the meeting and called the meeting to order. 2. Review and approval of CAS Quality Improvement Plans Q1 (2017-2018) Jenny Vigliotti presented on the Quality Improvement Plan Progress Report and explained to the Committee that the QIP is reviewed every quarter and this report is Q1. This report is due to the Ministry on September 29, 2017. The Board provides oversight governance and monitoring of society performance indicators and compliance with standards as outlined by the Ministry of Children and Youth Services’ expectations In preparing this report for the Ministry, Ms. Vigliotti stated that we are still having to do a combination of manual and electronic data rollup as the reporting function in CPIN is not fully functioning as required. Ms. Vigliotti stated that overall there appears to be improvements seen as a result of processes and systems that have been put in place organizationally. We are now able to identify that controllership issues have the most significant impact with respect to compliance. Tracking tools and procedures have been implemented which require manual input by front line workers that increases administrative burden and increases risk of errors in data entry. CPIN agencies are in need of an electronic dashboard that pulls data directly from CPIN and that is available to workers on a daily basis to assist them in tracking and monitoring compliance. Work is underway in the sector to develop this. A review of our Performance Indicators 4 and 5 was completed using an analysis of cases that re-opened to protection services in the last two fiscal years. This analysis demonstrated that our rate of re-open

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Service & Quality Committee Minutes –September 28, 2017 Page 2

appears to be more in line with the provincial average. When examining re-open rates it is important to keep in mind that a high rate does not necessarily signal concern. Further, it is important to understand the reasons for re-opens in the context of organizational processes, needs of service users and sociodemographic factors within the community.

BE IT RESOLVED

THAT the Service and Quality Committee recommend to the Board of Directors to approve the Quality Improvement Plan for Q1 as presented

MOVED by Dave Wyle; SECONDED by Julie Lawrence CARRIED 3. Adjournment

BE IT RESOLVED

THAT the meeting be adjourned.

MOVED by Selwyn Hicks; SECONDED by Dave Wyles CARRIED

4. Next Meeting is scheduled for Wednesday, October 4, 2017

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Terms of Reference – Service and Quality 1

TERMS OF REFERENCE Board Committee

Name:


Purpose:

Quality Outcomes

Ensure agency programs, services and operations meet legislative and established professional and practice standards.

Review and recommend policies and practices that promote excellence in all aspects of service and improved outcomes for children and families.

Ensure quality service plans are in place and monitor and report on quality issues.

Provide leadership to accreditation activities on behalf of the Board, including monitoring its implementation and reviewing its results.

Service Planning and Results

Review and recommend for Board approval the annual services plan and monitor its implementation.

Review and recommend for approval the Society’s strategic and service plan and quarterly or annual revisions.

Human Resources

Annually review and report to the Board on compliance with health and safety legislative and policy requirements, and actions plans to ensure a healthy and safe workplace.

Review and recommend to the Board human resource performance metrics.

Monitor human resource performance indicators and review action plans to improve performance where necessary.

Review and report to the Board on both the internal and external labour relations environment, including legislative and government policy changes and their implications for the operations of the Society.

Advocacy

Promote awareness and advise the Board on social advocacy issues and strategies within the mandate of the organization.

Develop and recommend to the Board advocacy positions and strategies on matters affecting children and families.

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Deliverables:

An annual plan that utilizes the strategic objectives to measure quality outcomes for service and staff.

Structure/Composition:

The Committee will be chaired by a board member elected by the board to hold this responsibility. The Chair of the Board is a standing member of this and all board committees. The Chief Executive Officer serves as a resource to the Board Committee. Staff may sit on this committee at the invitation of the Committee Chair and Senior Team. The Committee will encourage input from foster parents, youth and First Nations communities.

Meetings:

The Committee will meet every second month on a date to be determined by the committee members. The Committee may suspend meetings during the summer months. The Committee may be called to meet at the request of the Committee Chair.

Accountability

Minutes will document the work and the recommendations of the Committee. The Committee is accountable to the Board of Directors. Committees make recommendation which require the approval of the Board.

Guiding Principles/Relationship to Strategic Plan

BUILD FAMILY CAPACITY We will: • Work from an anti-oppressive and strengths-based perspective to develop partnerships with parents

to enhance the safety and well-being of their children. • Aim to ensure that all children who have suffered maltreatment enjoy safety during and after agency

intervention • Seek community and family-based alternatives to admissions of children to care. • Provide a flexible response to various presenting problems which distinguishes between abuse and

neglect as well as urgent and non-urgent child protection concerns. PERMANENCY FOR EVERY CHILD We will: • Focus on the development of permanency options for every child/youth.

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• Strengthen our network of local family-based caregivers. • Increase placement stability. • Implement strategies to keep children/youth in care safe from further harm. • Repatriate children who have been placed outside of their home communities. • Promote an anti-oppressive, child-centred team approach for children in care. • Promote equitable educational opportunities for all children/youth involved with the Society. • Support our children/youth to reach their full potential. QUALITY AND CONTINUOUS IMPROVEMENT

We will:

Collect data to measure the outcomes of our interventions and strategic initiatives.

Map our key processes to ensure that they make the best use of human resources and support positive outcomes for service users.

Seek regular feedback from stakeholders including families, children/youth, foster parents, community partners and staff.

Share the results of our work with families and community partners.

Regularly evaluate the performance of staff, Board and purchased service providers.

Support continuous quality improvement towards excellence throughout the organization. COMMUNITY PARTNERSHIPS We will: • Advocate with and on behalf of our community partners for the resources required to promote the

safety, permanency and well-being of children • Seek opportunities to build coalitions and collaborate with other service providers. • Support and/or provide leadership to efforts that seek to address and prevent circumstances that

lead to child abuse and neglect. • Increase community knowledge of and support for child welfare. • Develop a comprehensive internal and community communications strategy to promote our vision of

safe children, strong families and supportive communities. • Seek opportunities to provide leadership in the community through advocacy and public education.

Prepared by: Phyllis Lovell Date: October 12, 2016 Reviewed by: Service and Quality Committee Date: October 12, 2016 Approved by: Date: October 12, 2016

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Service & Quality Committee Workplan October 2017


WORK PLAN 2017/2018

Strategic Initiative Task Outcome Time Line Update BGCFS will be a cohesive organization that lives it values and has a culture of service engagement and empowerment.

Consider the metrics that demonstrate the success of our strategic plan. Recommend the plan for approval.

Establish baseline metrics. Create an annual report of metrics. Publish a service/balanced scorecard report that details our commitments to the community.

June 2015 for the baseline report. June 2016 for the Balanced Scorecard Report.

Report available June 2017

Review baseline data with respect to the Key Performance Indicators. Consider and Plan for Provincial Reporting of KPI’s. Ensure that performance indicators required by the Accountability Agreement are reliable and valid, and reviewed with a governance lens.

Approved the Service Plan required by the Accountability Agreement.

Ongoing Annual committee review

Service Plan approved October 2017 for two years.

Implement Signs of Safety as a protection service model at BGCFS

Less use of authority measured by reductions in protection applications Reduction in admission of youth on the basis of abandonment or parent teen conflict

Commence implementation in December 2017

We will seek to re-orient for service excellence in delivering a family centered service experience.

Review the results of the Crown Ward Review, the Foster Care License Review and the Quality Improvement Plans that result from the reviews.

Improve our service delivery to children in care by improving our compliance with standards as measured by the Crown Ward Review and the Foster Care License.

Ongoing Review date October 2017

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Service & Quality Committee Workplan October 2017

Strategic Initiative Task Outcome Time Line Update

We will reduce the use of Outside Paid Resources or staff resourced group care to 6% of days care

Increase the number of foster homes willing to act as a resource to hard to serve children and youth Offer more flexible and defined community supports to kin providers

We will be a trusted community presence and work in partnership for best outcomes. We are committed to an open dialogue with First Nations Communities that facilitates mutual understanding.

Engage the Band and Council of Saugeen First Nation and Chippewa’s of Nawash in planning for and resourcing aboriginal children.

Increase the placement of First Nation children with First Nation families. Improve Developmental Outcomes for First Nation children as evidenced by OnLAC data.

Ongoing

We will be a trusted community presence and work in partnership for best outcomes

Receive and consider Data with respect to Service Users.

Improved understanding of who our service users are.

Ongoing 2017 report approved in June

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Ministry of Children and Youth Services

Ministère des Services à l’enfance et à la jeunesse

West Region Région de l’Ouest

October 13, 2017

TO: Executive Directors/Chief Executive Officers Children’s Aid Societies and Pre-designated Indigenous Child Well-Being Society

FROM: Meg Walker & Dawn Stevely Community Program Managers

RE: Policy Directive CW003-17 – Protection Services for 16 – 17 Year Olds

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 also includes amending the CFSA while it is still in force to provide a full range of child protection services to youth up to their 18th birthday, including a new Voluntary Youth Services Agreement for those youth who require an out of home placement. The amendments to the CFSA will come into force on January 1, 2018.

The attached Policy Directive on Protection Services for 16-17 Year Olds outlines the guiding principles for implementing the change, and details new service and reporting requirements associated with raising the age of protection.

Societies are directed to offer the full range of protection services, including a Voluntary Youth Services Agreement, to all eligible children who are 16 or 17.

The objective of this new directive is to support the delivery of child protection services for 16- and 17-year-old youth in need of protection. By increasing the age of protection to include all children under the age of 18 years, 16- and 17-year-olds who are in need of protection will be eligible for the full range of child protection services, which will give them a better opportunity to get the support they need, reach their full potential, and have better outcomes as they transition to adulthood.

Research indicates that older youth who have been abused or neglected have an increased risk of experiencing homelessness, mental health issues, substance use, human trafficking and decreased employment prospects. The policy objective is to be responsive to the needs of vulnerable youth, and to provide services and support to these youth who are currently not eligible for service.

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The ministry has set a proclamation date of January 1, 2018 in response to requests from societies to provide ample time to implement the directive and be prepared to provide service to 16 and 17 year olds effective January 1st.

Please share this correspondence and directive with your teams. Should you have any question regarding the policy directive, please contact your ministry program supervisor.

We thank you and your staff for the important work you do to protect and safeguard the children and youth of Ontario.

Sincerely,

Dawn Stevely Meg Walker

Attachments

c: The Board Chair/President (Children’s Aid Society) Commission Chair (Pre-designated Indigenous Child Well-Being Society) Program Supervisors – MCYS, SDD

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service & quality meeting

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