1014 Oliver Rd.
P.O. Box 10632
Thunder Bay, ON. P7B 6V1
youthjusticeontario.ca
YJO BOARD MINUTES Nov 16th & 17th/09
TORONTO, ONTARIO
In Attendance:
Gord Boyd, Teresa Carroll, Jim Clumpus, Liz Conrad, Brenda Cryderman,
Colin Dart, Dick Duric, Terry Henry, Lucia Lee, Dan Wideman,
Tim Marks
Regrets:
Steve Quin, Frank Taylor
1. Introduction of New Board Members
Jim Clumpus and Liz Conrad were introduced to the board as representatives of Zone 4
/Central.
2. Review Terms of Board Members
Brenda Cryderman
Colin Dart
Dan Wideman
Lucia Lee
Teresa Caroll
Terry Henry
Steve Quin
Dick Duric
Frank Taylor
Gordon Boyd
Jim Clumpus
Liz Conrad
President
Vice President
Treasurer
Secretary
Director
Director
Director
Director
Director
Director
Director
Director
2011
2011
2011
2011
2012
2011
2010
2012
2011
2010
2012
2010
3. Election to Position of Secretary
After some discussion Lucia Lee was elected to the office of secretary.
4. Review Previous Minutes from Sept. 22nd & 25th/09
The minutes from Sept 22nd, 2009 were reviewed.
Motion to Accept the Minutes as Written Made By: Terry
2nded By: Lucia
Discussion
All in Favour: Yes
1– N
4-C
3 – SW
2 – SE
2 – SE
3 – SW
1–N
1-N
3 - SW
2 - SE
2 - SE
4-C
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The minutes from Sept 25th , 2009 were reviewed.
Motion to Accept the Minutes as Written Made By: Dick
2nded By: Colin
Discussion
All in Favour: Yes
5. Financial Report
The financial report was presented to the Board.
Motion to Accept the Financial Report as Presented Made By: Dick
2nded By: Colin
Discussion
All in Favour: Yes
6. Summary of 2009 Conference financials
The 2009 conference resulted in an expenditure of approximately $20,200.00. This
was expected as Youth Justice Ontario decided to cover all conference fees to assist
member agencies in dealing with transportation costs to Kenora.
7. Business Items:
i.
ADDRESS ON LETTER HEAD
All official letterhead, etc has the new address of :
1014 Oliver Rd.
P.O. Box 10632
Thunder Bay, ON. P7B 6V1
This is the address of W. Creighton where Brenda Cryderman is located.
ii.
LIABILITY INSURANCE FOR BOARD
The liability insurance policy for our Board recently came due and we had to renew it. This past
year we had $1,000,000.00 in liability coverage. In reviewing the bylaws we realized that they
state that the Board is required to have a minimum of $5,000,000.00. When we inquired about
this level of coverage the insurance company quoted $2,000,000.00 but would not offer the "5"
unless we could prove that we do not have any outstanding libelous actions against
us. Obviously we could change our bylaws but we would like to first examine what level of
liability insurance an association like Youth Justice Ontario should have for its Board of
Directors. Our concerns are for association sponsored activities such as conferences,
workshop, seminars, Board or zone meetings, associated travel, etc. We will seek out
comparative situations and determine an appropriate course of action.
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8. Two New Applications From The SE
The two new applicants from the Zone 2/SE were presented to the Board. Further
conact will be made and it will be determined if it is approriate to invite them to the
next SE Zone meeting.
9. Financial Standing Discussion
The Board reviewed the list of items, generated in Kenora, for review and or
consideration.
a.
Planning two day seminar in February for Community Based Programming skills
development.
Additional expenses with Veritas for further work with the P.R. & Marketing Initiatives.
Continued increased involvement of YJO members on sub-committees with all expenses
being covered.
Utilizing additional consultants to meet the goals of the YJO Board.
Hired third party bookkeeper.
Legal support for agencies. (i.e. Rationalization Support, Pay Equity Seminar )
Pay Equity Seminar put on by Hicks Morley
YJO will be covering all expenses for Zone meetings for the coming year.
Exploring the design and distribution of YJO Sweatshirts and Golf Shirts.
b.
c.
d.
e.
f.
g.
h.
i.
Items # a, b, c, d, e, g, have already been accomplished or they have been implemented.
f. We have already provided two legal consultations for our member agencies: The first one
during the rationalization process and the second one was Pay Equity. The Board will explore
what the possibility is for having legal advice on retainer for general questions from our
member agencies on an on-gong basis.
h. The Board decided that YJO will cover the cost of meeting rooms for zone meetings. Regarding
other expenses, Dan Wideman will also compare other associations’ practices in this area and
report back to the Board with his findings.
i. Tim Marks will explore the design and distribution of YJO Hats, Sweatshirts and Golf Shirts.
6. Create Draft Of 2009 – 2010 Work Plan
The Board discussed the 2008 2009 work plan from the perspective of carry forward, reviewed any new
suggestions for inclusion and drafted a 2009 – 2010 work plan. It is attached as a separate document.
In addition to the 2009 – 2010 Work Plan we have identified two Board directives;
i.
Board Members will review the Roots of Violence Report, discuss this at their Zone Meetings and
report back at our next Board Meeting.
ii.
The Bylaws and Constitution will be reviewed for the next Board Meeting and any possible
changes, additions, etc. will be identified for association review
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7. 2010 Conference
Lisa Zannon Co-chair, along with Jim Clumpus, joined us for this portion of our meeting.
The most urgent issue was that of having a joint conference with OCJA. After some
discussion it was decided that YJO did indeed want to proceed with a joint conference
format. We also discussed dates, locations and possible hotels, the need for a specific
theme (one that was put forth was what is happening in youth justice that is positive, key
note speaker considerations, projected costs, quality of workshops, intended targets (front
line, management & Board level) for conference attendees, recreational activities, etc.
8. Review YJO Board Standing Sub-committees
Best Practices Module
Chair:
To Be Determined
Members: Colin Dart, Liz Conrad,
Gord Boyd Andy Schweigert
Community Programming
Public Relations & Marketing
Co-Chairs:
Lucia Lee, Steve Quinn
Chair:
Dick Duric
Members:
Dan Wideman, Karen
Carr, Jason McCormick
Tim Marks
Members:
Terry Henry, Teresa
Caroll, Frank Taylor
Please see draft of the 2009 – 2010 Work Plan for more detail
9. Other Standing Committees Review
Currently the following Committees have YJO Board Members sitting on them
i.
ii.
iii.
Ontario Alliance of Children and Youth Associations (OACYA): Terry Henry
Youth Justice Advisory Committee: Brenda Cryderman
Residential Services External Reference Committee: Lucia Lee
10. AODA Training Workshops
Recently information regarding Disability Awareness Training has come to the attention of some of our
members. It has the terms “Accessibility for Ontarians with Disabilities Act” (AODA) as well as the
word “mandatory” included in its presentation. Although it is mandatory for agencies to have policy
and procedures which address the AODA, this training is not mandatory.
11. Pandemic P & P Development
Many agencies are in the process of developing P & P. Cindy Berry, Executive
Director of St. Lawrence Youth Association has provided us with her recently
developed P & P document. It is now posted on www.ontarioyouthjustice.ca under
Product and Services.
12. MEETING WITH OCJA
MaryAnn Branje, President of OCJA, Lori Friessen, Vice-President and Chirstina Cruz
joined us for the portion of our meeting. We discussed the joint conference for 2010 and
agreed that once OCJA had formalized their conference planning committee that the two
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bodies would work in concert to implement the various items that would be required to
make a Joint YJO/OCJA Conference a success. Discussion took place re dates, locations
and possible hotels, the need for a specific theme (one that was put forth was what is
happening in youth justice that is positive, key note speaker considerations,
projected costs, quality of workshops, intended targets (front line, management &
Board level) for conference attendees, recreational activities, etc. It was agreed that
the two committees would meet in early December but that a location/hotel and the dates
would be decided before this.
It was also discussed that the two associations would continue to work together, having
representational meetings of the two boards 3 – 4 times per year. At the next meeting we
would explore issues and challenges that we could address together. We would also explore
sitting on each other’s standing committees and YJO has offered spots to OCJA’s members
that have become YJO associate members the opportunity to attend our two day seminar in
February offering front line skill development workshops in the community programming
area.
13. Meeting With Child Advocate
Lee Tustin joined us for this portion our meeting. There was lengthy discussion regarding
the recent developments at the Roy McMurtry centre and the challenegs that the advocate
office is having. YJO re-committed to forming a working group with the Advocate’s office
and this was received positively and discussions as to the best way to accomplish this were
discussed. It may be determined that representatives of YJO and the Advocate Office
should meet to support this direction prior to our next Board meeting Feb. 1st & 2nd .
However the Advocate will join us again in the new year.
The advocate’s office is moving its location in the near future to Yonge St. and there will be
an Open House.
14. Meeting was adjourned at 2 p.m.
MINUTES TAKEN BY TIM MARKS
Signatures Indicating Finalization Of Minutes:
__________________________
Brenda Cryderman
President
____________________________
Lucia Lee
Secretary