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THE CORPORATION OF THE CITY OF FERNIE
Youth Action Network Oversight Committee held at 4:00 PM on Wednesday, October 10, 2018
City Hall, 2nd floor Meeting Room at City Hall, 501-3rd Avenue, Fernie, B.C.
AGENDA
Page . 1. CALL TO ORDER . 2. APPROVAL OF AGENDA AND LATE ITEMS .
2.1 Adopt Agenda
THAT the Agenda of FYAN Oversight Committee meeting of October 10, 2018 be adopted.
. 3. ADOPTION OF MINUTES . 3 - 8
3.1 FYAN Oversight Committee minutes of July 10, 2018.
THAT the minutes of the FYAN Oversight Committee meeting held on July 10, 2018 be adopted.
2018-07-10 FYAN . 4. DELEGATIONS . 5. CORRESPONDENCE .
5.1 CBT Basin Youth Network Coordinator Conference
- Oct 1 and 2, 2018 - Nelson . 6. UNFINISHED BUSINESS . 7. BUSINESS . 9 - 25
7.1 Overview - FYAN Oversight Committee Terms of Reference.
2016-06-27 Terms of Reference RevMarch2017
2016-04-29 BasinYouthNetwork Information
Legal Entity .
City of Fernie Youth Action Network Oversight Committee of October 10, 2018 Agenda
26 - 30 7.2 Year 2 - Interim Report to CBT. Report from the Youth Action
Coordinator.
THAT the Fernie Youth Action Network Oversight Committee recommend Council approve the Year 2 Interim Report and the report be submitted to CBT prior to the October 31, 2018 deadline.
Interim Report Year 2 .
7.3 Update from Councillor Qualizza on Registration Fair .
7.4 Community Centre Rentals - update from Youth Coordinator .
7.5 Fall Winter Programs - update from Youth Coordinator
Festival of Lights - Partner with Arts Station Nov 10th
- Youth Lantern Workshop
- Youth Group Art Installation .
7.6 Partnership Program - FYAN & Fernie Heritage Library - Tuesday Youth Volunteer Group - report from Youth Coordinator
.
7.7 FYAN Skate Park Project - report from Youth Coordinator .
7.8 Interior Health Committee Membership - report from Corporate Officer.
. 8. NEXT STEPS .
8.1 Oct 30 - CBT Interim Report Deadline
Oct 15 - Council consideration Interim Report
Dec 3 - Oversight Committee Regular Meeting . 9. ADJOURNMENT
THE CORPORATION OF THE CITY OF FERNIE Minutes of a Youth Action Network Oversight Committee held at 4:00 PM on July 10, 2018 in the Meeting Room at City Hall, 501-3rd Avenue, Fernie, BC. Committee Members Staff Leah Heavey, Youth Member Emma Thibodeau, Youth Member Councillor Qualizza, Council Harmony Lloyd, Fernie Secondary School Anie Hepher (Chair), Fernie Heritage Library Jocelyn Sombrowski, The Fernie Academy
Suzanne Garand, Corporate Officer Cheri Clarence, Youth Coordinator Mike Kent, CBT
Regrets Easton Fieldhouse, Youth Member Serina Hughes, Interior Health
1.0 CALL TO ORDER Chair Hepher called the meeting to order at 4:02pm.
New members Marta Proctor, Director of Community Services and Harmony Lloyd, Fernie Secondary School were introduced. Mike Kent, CBT Regional Coordinator was introduced to the committee. Mr. Kent is visiting Basin youth networks within the Elk Valley.
2.0 APPROVAL OF AGENDA AND LATE ITEMS
Moved by Leah Heavey THAT the agenda of the Youth Action Network Oversight Committee meeting of July 10, 2018 be approved as distributed.
CARRIED ADOPTION OF MINUTES Moved by Jocelyn Sombrowski
THAT the minutes of the Youth Action Network Oversight Committee meeting of April 10, 2018 be adopted as distributed. CARRIED
BUSINESS 4.1 Survey
The Youth Coordinator provided an overview of the Youth Survey results. Response was good with 241 submissions. This survey was a little more comprehensive than the first to try and specify youth interests, optimum scheduling and barriers to youth participation. Youth have expressed a strong interest in volunteerism. (Copy of survey results attached). Community/business prize contributions were recognized by the Youth Coordinator.
Minutes of a Youth Action Network Oversight Committee held April 10, 2018
Committee discussed using Mailchimp in future to distribute FYAN communications.
5.1 Mike Mr. Kent provided an overview of the program, Columbia Basin Trust’s role, and what other youth networks in the Basin are doing. CBT is a resource for the youth coordinator’s as well as the Oversight Committees.
5.2 Youth Coordinator Update
The Youth Coordinator provided an update on recent activities: - Engaged 200 youth over last few months - Photography course starts next Friday - Barista Class in June - Working with Blade Runner Program - Cooking continues to be very popular - Collaborating with Elkford coordinator to develop joint
programs - Fall Fair Sept 5 & 6: Jocelyn Sombrowski volunteered to work
FYAN table. Goal is to increase FYAN visibility and youth participation.
6. Next Steps Next meetings: Sept 17 (4 PM) Dec 3 (4PM)
ADJOURNMENT The YAN Oversight Committee meeting adjourned at 5:00pm.
Anie Hepher, Chair Suzanne Garand, Corporate Officer
I hereby certify the foregoing to be the correct Minutes of a Youth Action Network Oversight Committee held July 10, 2018
Fernie Youth Action Network Survey Results June 2018
241 youth participate and filled out the youth interest survey to help plan activities and gather information for the FYAN. 1.What interests you? Choose your top 5.
1. Video gaming 2. Basketball 3. Volleyball / ski and snowboarding tied 4. Archery tag 5. Dodgeball 6. Whitewater rafting 7. Soccer 8. Arcade 9. Climbing wall 10. Mountain biking
2.What may stop you from attending something you want to do?
1. No free time after school 2. Transportation / No free time on weekends 3. Money
Free time and transportation are the things that may stop the youth in our community from being able to attend programs/events. A lot of youth are involved in afterschool activities. 3.Music, Arts and Culture - Choose your top 3
1. Video gaming events 2. Baking / cooking 3. Photography 4. Drawing
4.Events, Workshops, Issues and Services. What would you like to participate in?
1. Movie nights 2. Drop in sports/gym time 3. Cooking/Baking and Video gaming (tied) 4. Arcade and movie 5. Photography 6. Board games, card games and pizza 7. Theatre/drama nights 8. College prep 9. Crafts do it your self and Barista Classes (tied) 10. Youth Drop in centre
5.When can you attend FYAN programs and events? 1. Afterschool 3:30-5:30 2. Evenings after 6pm 3. Weekend afternoons 4. Weekend evenings
Many of the youth who filled out the survey by hand checked off multiple answers to this question some checked off all the boxes. Showing they had more availability to attend programs. 6.When are you most likely to attend FYAN programs and events
1. Summer 2. Fall 3. Spring 4. Winter
Many of the youth who filled out the survey by hand checked off multiple answers to the question some check off all the boxes. Showing they could attend more. 7.Would you like a Youth Drop-In Centre? We had 237 responses to this question. 155 responded YES 65.40% 84 responded No 35.44% A third of those surveyed like the idea of a Youth Drop in Centre. 8. If YES why? 9. What would you do at a drop in centre? The majority of the youth see a drop in center as a great place to chill hang out with there friends. They would like to have a place to go be themselves where they can be free to move between activities that are available. They want to play sports like basketball, volleyball, floor hockey, soccer. Have gym time at a youth drop in centre, physical activity was something that came up often in the responses. A lot of them would like it to be able to play video games, do arts and crafts, draw, paint, watch movies have it be a space to learn to cook or do homework. Some see is as a place go when they’re bored. A couple responded that it would be a place to go when they wanted to get a way from home because they weren’t getting along with their parents. 10.When would you go to the Youth Drop-In Centre? The youth said they would go to the drop in centre when they had free time and nothing else to do. They would go week days afterschool, week day evening and on the weekend. 11.Where do you feel is the best location for a Youth Drop-In Centre? Most would like a drop in centre located down town. The Community Centre and Max Turyk gym were the two locations suggested most often.
12.Do you see transportation to and from a Youth Drop-In Centre as a barrier to your use? No 75% Yes 25% 13.Choose workshops/discussions topics that interest you.
1. College Life skills prep 2. Job Skills 3. Money Finances 4. Leadership training 5. Activism social and political issues
The next section is all about you. 14. Gender? 58% female 41% male 1% other 15. Grade? The majority of participants in the survey were in grade 7, 8, 9 we had very little responses from those I higher grades. 16. Age? Most response were from those 14 years of age followed by 13, 12 and 15. 17. What school do you attend? Fernie Secondary 67% Fernie Academy 28% IDES 4% Homeschool .9% All about volunteering 19. Are you interested in volunteering? 64% responded Yes they would like to volunteer 36% responded No 20. Do you volunteer? Top answers Yes, I do a bit when available and interested No, but would if it was for something I enjoyed
21. What would you volunteer for? Check all that apply 1. SPCA animal shelter/protection 2. Community events ex. Griz days kids area 3. Trail maintenance (biking, walking, hiking) 4. Community races (PPP, BMX competitions) 5. The Salvation Army Fernie Food Bank
22. How do you find information on FYAN programs and events?
1. Instagram 2. Posters around town 3. Website 4. Facebook 5. Email 6. Parents
23. Where do you live? 92% of those surveyed were from Fernie followed by representation from Hosmer, Jaffery and Sparwood. 25. Is there anything else that you would like to add? (thoughts, comments, questions, concerns, opinions, and ideas) They want to see video games events happen, they want to go rafting, have a soccer turf, “do volleyball lots of people will come”, some said they would 100% volunteer, want to go on field trips, more court time, music, positive feedback about archer tag “it was pretty fun”,“sounds like fun”, “I think its great for the town”
The purpose of the Youth Action Network Oversight Committee (the Committee) is to assist in the creation of a Youth Action Network for youth aged 12 to 18 years, to work collaboratively with community partners to develop programming and opportunities that are relevant to youth interests, and to provide ongoing oversight and support of the Youth Action Network.
The objectives of the Committee are to:
1. build community capacity related to youth focused activities; 2. support youth driven projects; 3. provide youth with diverse opportunities to learn new skills and to engage more with each other &
their community in ways that are safe and relevant to their interests.
The Committee will undertake the following activities:
assist in completion of the submission form to Columbia Basin Trust
develop a job description and oversee the hiring and activities of a Youth Coordinator
support the Youth Coordinator in development of Youth Visioning and Engagement Sessions
support the Youth Coordinator to identify key stakeholders who have insight and experience with youth in our community
build community capacity and a network of support to increase opportunities for youth in the community
work with the Youth Coordinator to develop annual work plans and budgets to support youth identified priorities and make recommendations to Council for their consideration of approval
assist the Youth Coordinator in preparation of an annual report to Council
The use of Columbia Basin Trust funds is subject to the approval of Council and terms of the Columbia Basin Trust Contribution Agreement.
The members of the Committee shall be appointed by Council for a two year term. The Committee will have as a minimum 7 voting members representing the following:
One (1) member of Council; Two (2) members representing youth aged 12-18 years One (1) member representing Fernie Secondary School One (1) member representing The Fernie Academy One (1) member representing the Fernie Heritage Library One (1) member representing a worker in a youth-related field. One (1) member representing Home Schooling sector. (Revised March 2017).
Youth Action Network – Advisory Working Group Page 2 of 2
Terms of Reference
In addition the Committee may have up to three (2) additional voting members representing the community at large, youth or those working in a youth related field.
The Mayor is an “ex-officio” member of the committee and possesses all the rights, power, privileges and duties of the other members when present at a meeting of the Committee.
Staff (non-voting) resources to the Committee shall be provided by one staff member from: Leisure Services Corporate Administration
Council may, at any time, remove any member of the Committee, and any member of the Committee may resign at any time upon sending written notice to the Chair. In the event of a vacancy on the Committee, the vacancy may be filled upon resolution of Council.
Members of the Committee shall serve without remuneration.
A Chairperson (Chair) and a Vice-Chair shall be elected from the Committee members at the Inaugural Meeting and shall preside over meetings and Committee business.
If the Chair and Vice-Chair are both absent from the meeting, the Recording Secretary shall call the meeting to order and shall call for an Acting Chair to be nominated and selected by resolution.
The Committee meetings shall be conducted in accordance with the requirements of the Community Charter and the Council Procedure Bylaw. The frequency of meetings will be a minimum of once each quarter and the Committee shall establish a meeting schedule at its Inaugural Meeting.
All Committee meetings shall be open to the public except when closure of the meeting is authorized under Section 90 of the Community Charter and the Committee adopts a resolution in accordance with Section 92 of the Community Charter to close the meeting.
The Chair and/or the Youth Coordinator will report to Council on behalf of the Committee.
Basin Youth Network - Overview
Columbia Basin Trust is pleased to announce the formation of the Basin Youth Network (Network) for youth aged 12-18. Since 2011, the Trust has supported communities’ needs to keeping youth active and engaged through a pilot program that enabled many communities to create community based youth networks or groups, while others may now receive support to establish them. The Trust has allocated $4.65 million over three years—$1.55 million annually—to the Network.
The Trust will lead the Network by developing programs, hosting youth-focused events, hiring a regional coordinator and supporting Community Youth Networks. Community Youth Networks will increase activities and provide diverse opportunities based on local priorities, enabling youth to learn new skills, and engage more with each other and their communities. Communities within defined areas interested in developing a Community Youth Network may qualify for multi-year funding if criteria is met. Eligible areas and allocated funds available are determined by the Trust. A Community Youth Network requires a legal entity to be accountable for the funds and an oversight committee to:
hire a coordinator; engage youth and those who work and interact with youth; identify local priorities; encourage collaboration; and deliver programs and activities including space and transportation (if prioritized).
Forming a Community Youth Network
The following outlines the steps and criteria required by communities to develop a Community Youth Networks and qualify for multi-year funding under the Network. Resources are available to support communities in developing their networks. Eligible areas who meet the criteria and are approved by the Trust may be eligible for funds starting July 1, 2016.
1. Submission Form and Vision Plan Community Youth Networks must complete a submission form to identify community structure details and outline their vision plan that will guide the network for three years.
2. Legal Entity A local government or non-profit society in good standing must be accountable for the funds and the activities of the Community Youth Network. They must enter into a contribution agreement with the Trust and manage the funding for three years as set out in the annual plans.
3. Oversight Committee An Oversight Sight committee of a minimum of five members is required and may be:
i. a formal committee of a local government; ii. a board of directors or committee of the non-profit society legal entity; or iii. an ad-hoc committee of diverse community members.
4. Youth Input
Community Youth Networks must engage youth aged 12-18 in the planning and delivery of programming either formally as members on the oversight committee, through other youth groups or committees created or through annual youth engagement processes, surveys or visioning sessions. The priorities of the youth drive the efforts of the network.
5. Youth Stakeholder Groups Community Youth Networks must engage the larger community of those working and interacting with youth to provide a network of supports, assist with planning and encouraging collaboration.
6. Coordinator position(s) A coordinator is key to the success of the network. The position can be a new asset to the community, should receive a market wage rate and should ensure their Community Youth Network is engaged with the broader Basin Youth Network
7. Programs, Activities & Spaces Allocation of funds for programs, activities and spaces should reflect local youth priorities.
8. Annual Work Plans, Reporting and Evaluation Annual work plans with budget details are required and are subject to approval by the Trust. Annual reports, interim financial reports and evaluations on program delivery are required. Templates will be provided.
CURRENT COMMUNITY YOUTH NETWORKS Supported by Columbia Basin Trust’s Basin Youth Network, communities can establish their own youth network to increase local activities, provide diverse opportunities for youth, enable youth to engage more with each other and their community as well as support collaboration among those who work and interact with youth. Community-based programming for networks is based on local priorities for youth aged 12 - 18 years. Many communities have already created Community Youth Networks or groups, while others may now receive support to establish them. See a few samples of what is happening in the Basin.
CITY OF ROSSLAND
Mandate Youth Inspired Community Supported
Legal Entity Local Government: City of Rossland
Oversight Committee Youth Action Network Advisory Committee: An official City Council committee made up of various service providers, parents (1) and youth (3).
Youth Engagement
• Annual Visioning Sessions in the Fall with two groups (12-14 year olds/15-18 year olds)
• Youth Action Teams of 3-6 youth specific to interests • Youth participated in the hiring of a coordinator
Space YAN Space: Rented store front space in Rossland Open for after school drop in and evening programming
Some Programs & Activities
• Youth Week every spring • Makerlab (weekly 3D printer activities) • Me to We Group • Girls Night/Art Night • Volunteer Network
Web http://www.rosslandyan.ca/ https://www.facebook.com/RosslandYAN
CITY OF REVELSTOKE
Mandate A youth driven ‘advisory’ group, focused on increasing opportunities for meaningful youth engagement,
supporting youth driven projects and ideas.
Legal Entity Local Government: City of Revelstoke
Oversight Committee
Youth Advisory Committee: An official City Council committee made up of various service providers and two youth representatives. A Youth Initiative Committee also meets annually to review progress and priorities related to youth/youth services in our community
Youth Engagement Youth Volunteers sit on the YAC and SYN Executive
Space Event based using existing facilities
Some Programs & Activities
• Annual We Day trip & various ‘Me to We’ projects • Youth Mental Health Initiative (workshops, presentations & an annual Youth Wellness Fair) • Spirit Days & Leadership Activities • Stoke Youth of the Month (Recognizing youth in our community)
Web http://www.stokeyouthnetwork.ca/ https://www.facebook.com/StokeYouthNetwork
TOWN OF CRESTON/RDCK AREA B & C
Teen Action Committee
Mandate Strives to be involved and inclusive, and to give teens a meaningful role in our community. An organization made up of teens from the Creston Valley, who plan events and programs that benefit the youth of the community.
Legal Entity Local Government: Town of Creston
Oversight Committee Community Advisory Committee: 10 members with representatives from: various service providers.
Youth Engagement Teen Action Committee guides events and activities
Space Teen Space has dedicated drop in times and events at the local venue the Snoring Sasquatch.
Some Programs & Activities
• Gym night at the Lower Kootenay Band Gymnasium • Pool night at Teen Space • Barista Training • After Dark Dance Event at Blossom Festival
Web https://www.facebook.com/teenactioncommittee
VILLAGE OF SALMO/RDCK AREA G
Mandate To provide relevant and meaningful programs and experiences for youth by collaborating and working with as many partners in the community as is relevant.
Legal Entity Society: Salmo Valley Youth & Community Centre
Oversight Committee Committee of Board Members, staff, community volunteers and youth
Youth Engagement Youth Advisory Committee
Space Salmo Valley Youth & Community Centre (with dedicated youth spaces)
Some Programs & Activities
• Youth Lounge & Movie Night • Youth Leadership Activities • Drop in Youth Art Studio • Regional Youth Ski Night (inviting other youth networks)
Web http://www.svycc.ca/ https://www.facebook.com/Salmo-Valley-Youth-Community-Centre
VILLAGE OF NEW DENVER/VILLAGE OF SILVERTON/RDCK AREA H
Mandate To alleviate rural isolation and lack of social and recreational services for our youth (partial mandate)
Legal Entity Society: New Denver and Area Youth Centre Society
Oversight Committee Board of Directors for the society: 7 members (3 youth and 4 adults) Members represent youth workers, local business owners, parents and youth
Youth Engagement
• Youth Board members • Youth survey • Volunteering at community events • Annual Youth Centre Fundraising Dinner (youth driven)
Space The Outlet: Rented store front space in New Denver
Some Programs & Activities
• Weekly supper club • Art therapy group for teenage girls • First aid training • Outside the centre: skating, parkour and night skiing trips
Web https://www.facebook.com/groups/973400336008926/ (a closed group for members)
VILLAGE OF VALEMOUNT
Mandate Developing Individuals. Building Community. Enhancing services, activities, and opportunities for Valemount youth
Legal Entity Society: Valemount Learning Centre
Oversight Committee Society Executive Director, board member, teacher, school youth worker, two parents, and one senior youth
Youth Engagement Annual survey, youth participated in the hiring of a coordinator
Space V-Crew Clubhouse: rental facility
Some Programs & Activities
• Summer Parkour Camp • Drop in Music Jam • Movie Nights • Bottle drive fundraising
Web https://www.facebook.com/V-Crew-Valemount-youth-program
OVERVIEW
Columbia Basin Trust is pleased to announce the formation of the Basin Youth Network (Network) for youth aged 12-18. Since 2011, the Trust has supported communities’ needs to keeping youth active and engaged through a pilot program that enabled many communities to create community based youth networks or groups (see Appendix A), while others may now receive support to establish them. The Trust has allocated $4.65 million over three years—$1.55 million annually—to the Network.
The Trust will lead the Network by developing programs, hosting youth-focused events, hiring a regional coordinator and supporting Community Youth Networks. Community Youth Networks will increase activities and provide diverse opportunities based on local priorities, enabling youth to learn new skills, and engage more with each other and their communities. Communities within defined areas interested in developing a Community Youth Network may qualify for multi-year funding if criteria is met. Eligible areas and allocated funds available are determined by the Trust. A Community Youth Network requires a legal entity to be accountable for the funds and an oversight committee to:
hire a coordinator; engage youth and those who work and interact with youth; identify local priorities; encourage collaboration; and deliver programs and activities including space and transportation (if prioritized).
Forming a Community Youth Network
The following outlines the steps and criteria required by communities to develop a Community Youth Networks and qualify for multi-year funding under the Network. Resources are available to support communities in developing their networks. Eligible areas who meet the criteria and are approved by the Trust may be eligible for funds starting July 1, 2016.
1. Submission Form and Vision Plan Community Youth Networks must complete a submission form to identify details and a vision plan that will guide the network for three years. These documents have been attached and can be completed in word format.
2. Annual Work Plans, Reporting and Evaluation
a) Annual work plans with budget details are required and are subject to approval by the Trust. A work plan has been attached and can be completed in word format.
b) Annual reports, interim financial reports and evaluations on program delivery are required. Templates will be provided.
c) Work plans, reports and evaluation components will be requirements set out in the contribution agreement with the Trust. See a sample agreement in Appendix B.
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3. Legal Entity
a) A local government or non-profit society in good standing must be accountable for the funds and the activities of the Community Youth Network.
b) They must enter into a contribution agreement with the Trust and manage the funding for three years as set out in the annual plans.
c) The Legal Entity must agree to name the Trust as an additional insured on their insurance. See clause 17.1 in Appendix B.
4. Oversight Committee
a) An Oversight Sight committee is required and may be: i. a formal committee of a local government; ii. a board of directors or committee of the non-profit society legal entity; or iii. an ad-hoc committee of community members.
b) Members may be individuals who volunteer on their own time or participate as part of their employment.
c) Must consist of a minimum of five members with diversity to include community youth services, residents and other stakeholders.
d) The Oversight Committee may have other objectives within the community with the oversight of the Community Youth Network being just one.
e) Requires a Terms of Reference to define the purpose and structure of the committee as it pertains to the Network.
f) Will be responsible for meeting the requirements of a Community Youth Network. 5. Youth Input
Community Youth Networks must engage youth aged 12-18 in the planning and delivery of programming either formally as members on the oversight committee, through other youth groups or committees created or through annual youth engagement processes, surveys or visioning sessions.
6. Youth Stakeholder Groups Community Youth Networks must engage the larger community of those working and interacting with youth to assist with planning, identifying priorities and encouraging collaboration.
7. Coordinator position(s) a) Should receive a market wage rate b) Requires oversight, a job description and a criminal record check c) Should ensure their Community Youth Network is engaged with the broader Basin Youth
Network
8. Programs & Activities a) Should reflect local priorities b) Can be delivered by one or more agencies (other than the legal entity). If so, an agency:
i. Must be involved in the annual planning ii. Must be a member of the oversight committee
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9. Youth Space & Centres
a) Should reflect local priorities b) Can be delivered by one or more agencies (other than the legal entity). If so, an agency:
i. Must be involved in the annual planning ii. Must be a member of the oversight committee
10. Funding Allocations
a) Funding allocations are determined by the Trust. Annual budgets are subject to approval by the Trust.
b) There are requirements and/or limitations in how funds may be used within a Community Youth Network: i. Administration fees may be eligible and require prior approval from the Trust; ii. Funds may not be used for travel or activities outside the Columbia Basin Trust
Region (view map here); iii. Allocation for spaces or centres must not exceed $15,000 annually; iv. Funds must not be distributed through a granting process; v. Funds must be expended in the year they have been budgeted, unspent funds
cannot be carried forward; and vi. Capital purchases for programs, activities, spaces or centres over $5,000 require
prior approval from the Trust. Questions or inquiries may be directed to:
Michelle d’Entremont, Program Coordinator 1-800-505-8998 [email protected]
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APPENDIX A CURRENT COMMUNITY YOUTH NETWORKS Supported by Columbia Basin Trust’s Basin Youth Network, communities can establish their own youth network to increase local activities, provide diverse opportunities for youth, enable youth to engage more with each other and their community as well as support collaboration among those who work and interact with youth. Community-based programming for networks is based on local priorities for youth aged 12 - 18 years. Many communities have already created Community Youth Networks or groups, while others may now receive support to establish them. See a few samples of what is happening in the Basin.
CITY OF ROSSLAND
Mandate Youth Inspired Community Supported
Legal Entity Local Government: City of Rossland
Oversight Committee Youth Action Network Advisory Committee: An official City Council committee made up of various service providers, parents (1) and youth (3).
Youth Engagement
• Annual Visioning Sessions in the Fall with two groups (12-14 year olds/15-18 year olds)
• Youth Action Teams of 3-6 youth specific to interests • Youth participated in the hiring of a coordinator
Space YAN Space: Rented store front space in Rossland Open for after school drop in and evening programming
Some Programs & Activities
• Youth Week every spring • Makerlab (weekly 3D printer activities) • Me to We Group • Girls Night/Art Night • Volunteer Network
Web http://www.rosslandyan.ca/ https://www.facebook.com/RosslandYAN
CITY OF REVELSTOKE
Mandate A youth driven ‘advisory’ group, focused on increasing opportunities for meaningful youth engagement,
supporting youth driven projects and ideas.
Legal Entity Local Government: City of Revelstoke
Oversight Committee
Youth Advisory Committee: An official City Council committee made up of various service providers and two youth representatives. A Youth Initiative Committee also meets annually to review progress and priorities related to youth/youth services in our community
Youth Engagement Youth Volunteers sit on the YAC and SYN Executive
Space Event based using existing facilities
Some Programs & Activities
• Annual We Day trip & various ‘Me to We’ projects • Youth Mental Health Initiative (workshops, presentations & an annual Youth Wellness Fair) • Spirit Days & Leadership Activities • Stoke Youth of the Month (Recognizing youth in our community)
Web http://www.stokeyouthnetwork.ca/ https://www.facebook.com/StokeYouthNetwork
TOWN OF CRESTON/RDCK AREA B & C
Teen Action Committee
Mandate Strives to be involved and inclusive, and to give teens a meaningful role in our community. An organization made up of teens from the Creston Valley, who plan events and programs that benefit the youth of the community.
Legal Entity Local Government: Town of Creston
Oversight Committee Community Advisory Committee: 10 members with representatives from: various service providers.
Youth Engagement Teen Action Committee guides events and activities
Space Teen Space has dedicated drop in times and events at the local venue the Snoring Sasquatch.
Some Programs & Activities
• Gym night at the Lower Kootenay Band Gymnasium • Pool night at Teen Space • Barista Training • After Dark Dance Event at Blossom Festival
Web https://www.facebook.com/teenactioncommittee
VILLAGE OF SALMO/RDCK AREA G
Mandate To provide relevant and meaningful programs and experiences for youth by collaborating and working with as many partners in the community as is relevant.
Legal Entity Society: Salmo Valley Youth & Community Centre
Oversight Committee Committee of Board Members, staff, community volunteers and youth
Youth Engagement Youth Advisory Committee
Space Salmo Valley Youth & Community Centre (with dedicated youth spaces)
Some Programs & Activities
• Youth Lounge & Movie Night • Youth Leadership Activities • Drop in Youth Art Studio • Regional Youth Ski Night (inviting other youth networks)
Web http://www.svycc.ca/ https://www.facebook.com/Salmo-Valley-Youth-Community-Centre
VILLAGE OF NEW DENVER/VILLAGE OF SILVERTON/RDCK AREA H
Mandate To alleviate rural isolation and lack of social and recreational services for our youth (partial mandate)
Legal Entity Society: New Denver and Area Youth Centre Society
Oversight Committee Board of Directors for the society: 7 members (3 youth and 4 adults) Members represent youth workers, local business owners, parents and youth
Youth Engagement
• Youth Board members • Youth survey • Volunteering at community events • Annual Youth Centre Fundraising Dinner (youth driven)
Space The Outlet: Rented store front space in New Denver
Some Programs & Activities
• Weekly supper club • Art therapy group for teenage girls • First aid training • Outside the centre: skating, parkour and night skiing trips
Web https://www.facebook.com/groups/973400336008926/ (a closed group for members)
VILLAGE OF VALEMOUNT
Mandate Developing Individuals. Building Community. Enhancing services, activities, and opportunities for Valemount youth
Legal Entity Society: Valemount Learning Centre
Oversight Committee Society Executive Director, board member, teacher, school youth worker, two parents, and one senior youth
Youth Engagement Annual survey, youth participated in the hiring of a coordinator
Space V-Crew Clubhouse: rental facility
Some Programs & Activities
• Summer Parkour Camp • Drop in Music Jam • Movie Nights • Bottle drive fundraising
Web https://www.facebook.com/V-Crew-Valemount-youth-program
Appendix B Contribution Agreement Sample
CONTRIBUTION AGREEMENT RECIPIENT ADDRESS (‘Recipient’)
COLUMBIA BASIN TRUST Suite 300, 445 – 13th Avenue Castlegar, BC V1N 1G1 (‘Trust’)
WHEREAS in accordance with the Trust’s purposes as set out in the Columbia Basin Trust Act, the Trust wishes to provide a grant for an event/activity/program/project (the ‘Project’) to be carried out by the Recipient and the Recipient has the capacity to carry out the Project.
NOW THEREFORE this Agreement witnesses that, in consideration of the mutual covenants herein contained, the parties agree as follows:
1. TERMS OF THE AGREEMENT 1.1 This Agreement will commence on xx, 2016
and will, subject to Section 6 hereof, terminate on receipt of the Recipient’s Final Report (as described in Schedule A hereto).
1.2 The obligations set out in Sections 9, 11 and 18.5 continue after the end of this Agreement.
2. PROJECT 2.1. The Recipient will undertake the Project
described in Schedule A hereto in accordance with the terms of this Agreement.
2.2. The Recipient will not make any material changes to the Project without the prior written consent of the Trust.
2.3. Information used to support this Agreement that has been provided by the Recipient, either through an application process, funding request, or other submission, will be relied upon and considered accurate. The Recipient will immediately notify the Trust of any changes to any information provided to the Trust that relates to this Agreement.
3. GRANT 3.1. The Trust will provide a grant to the Recipient
in the amount of $XX (the 'Grant'), such Grant to be payable in the amounts and at the times described in Schedule A hereto.
3.2. The Recipient will use the Grant only for the purpose of carrying out the Project.
3.3. The Recipient acknowledges that the deliverables and obligations set out in Schedule A hereof are strict conditions for payment and the Trust will not advance payment unless such conditions are met.
3.4. If the Project is cancelled subsequent to the commencement of this Agreement, the Recipient will immediately thereafter return the Grant to the Trust, or in the event a portion of the Grant has been expended, the amount then remaining, along with an accounting of all expenditures.
3.5. If, at the conclusion of the Project, a portion of
the Grant remains unexpended, the Trust may agree that the unexpended portion be used for other projects of the Recipient. If the Trust does not so agree, then: a. if the Trust is the sole contributor to the
Project, the Recipient will return the
unexpended portion of the Grant to the Trust; or
b. if the Trust is one of a number of contributors to the Project, the Recipient will return the Trust’s proportionate share of the unexpended portion of the total contributions to the Project to the Trust.
4. REPORTING The Recipient will report to the Trust regarding the Project as described in Schedule A. 5. ACKNOWLEDGENT OF THE TRUST
CONTRIBUTION The Recipient will use its best efforts to acknowledge the Trust’s financial contribution to the Project by including the Trust’s name and logo on Project-related materials. 6. EARLY TERMINATION 6.1. If a material provision of this Agreement is
breached by the Recipient, the Trust may terminate this Agreement immediately on written notice to the Recipient. The Trust may terminate this Agreement for any other reason on 90 days’ written notice to the Recipient.
6.2. In the event of a termination described in paragraph 6.1, the Trust will pay only such portion of the Grant not then advanced pursuant to Schedule A for Project costs up to the effective date of termination, which costs will not exceed the amount of the Grant.
7. ASSIGNMENT OF GRANT The Recipient will not assign this Agreement or the Grant or any part thereof without the prior written consent of the Trust. 8. RECIPIENT’S REPRESENTATIONS AND
WARRANTIES The Recipient represents and warrants that: a. If it is a corporation or other statutory entity
duly incorporated or created under its applicable corporate legislation it is in good standing under the laws of each jurisdiction in which it is required to be registered and will maintain its corporate existence in good standing during the term of this Agreement;
b. it has the power and authority to enter into this Agreement; and
c. it has the power, authority and capacity to carry out the Project.
9. INDEMNITY The Recipient will indemnify and save harmless the Trust, its officers, directors, employees, servants and agents from and against any and all claims and demands, including personal injury or death, arising from the Recipient’s implementation of the Project except to the extent that such loss is caused or contributed to by the negligence of the Trust. 10. FURTHER ASSURANCES The parties agree to do or cause to be done all acts or things necessary to implement and carry into effect the Agreement to its full extent. 11. FINANCIAL MANAGEMENT AND AUDIT 11.1. The Recipient agrees to maintain accurate
financial records with supporting receipts for the Project and will provide the same to the Trust on request.
11.2. The Recipient agrees to permit the Trust, its agents and/or its auditors to inspect, and obtain copies on request, at all reasonable times, including subsequent to the termination of this Agreement, all records related to the Project.
12. SEVERABILITY OF PROVISIONS The invalidity or unenforceability of any provision of the Agreement will not affect the validity or enforceability of any other provision of the Agreement and any invalid provision will be deemed to be severed. 13. CIRCUMSTANCES BEYOND THE CONTROL
OF EITHER PARTY A failure to perform any obligation under the Agreement that results from any matter beyond the control of the parties, including strike, lockout or any other action arising from a labour dispute, fire, flood, act of God, war, riot or other insurrection, lawful act of public authority, or delay or default caused by a common carrier which cannot be reasonably foreseen or provided against or from, will not be considered to be a breach of any term of the Agreement. 14. NOTICES Any notice or communication required to be given under the Agreement will be in writing and will be delivered personally or by courier, electronic mail or facsimile addressed to the other party at the address provided above or at such other address as either party will later designate to the other in writing. 15. DISPUTE RESOLUTION 15.1. If a dispute should arise regarding this
Agreement, the parties agree to attempt to resolve such dispute by discussion.
15.2. Any dispute which cannot be resolved within thirty (30) days pursuant to section 14.1 will be resolved by mediation. The Trust and the Recipient will agree on the choice of mediator and will share the cost equally.
16. AMENDMENT AND INTERPRETATION 16.1. No amendment of this Agreement will be valid
unless it is agreed to in writing and signed by the parties hereto. The Trust may, in its sole discretion, waive one or more terms of the Agreement and any such waiver must be in writing.
16.2. In the event of a conflict or inconsistency in any provision in any Schedule or other attachment to this Agreement and the main body of this Agreement, the main body of this Agreement will prevail.
17. INSURANCE 17.1. The Recipient agrees to name the Trust as an
additional insured on the Recipient’s insurance. On request the Recipient will provide the Trust with the cover note, certificate of insurance or copy of each policy certified by the insurer showing the Trust as an additional insured.
18. GENERAL 18.1. This Agreement and the rights, obligations and
relations of the parties hereto will be governed by and construed in accordance with the laws of the Province of British Columbia.
18.2. This Agreement constitutes the entire agreement between the parties pertaining to the matters contemplated hereby.
18.3. Nothing contained in this Agreement will be construed to place the parties in the relationship of agent and principal, master and servant, settlor and trustee, partners or joint ventures and neither party will have any right to obligate or bind the other party in any manner.
18.4. Time is of the essence hereof. 18.5. The Recipient acknowledges that the Trust is a
public body with duties and obligations under the Freedom of Information and Protection of Privacy Act and that the Trust may be required by law to disclose information relating to the Recipient, this Agreement, the Project and the Grant. The Recipient consents to the release of such information and acknowledges that this consent is made pursuant to section 33.1(1) of the Freedom of Information and Protection of Privacy Act. The Recipient agrees that the Trust may disclose the Recipient’s name, location and the amount and nature of any related funding to the public, individuals or any other entity in furtherance of the Trust’s public purposes.
18.6. This Agreement may be executed in any number of counterparts, each of which will be deemed an original, but all of which together will constitute one and the same instrument.
This Agreement has been executed on behalf of the Trust and the Recipient as of the dates indicated below:
Recipient Signed by: __________________________________ Name: ____________________________ Title: _____________________________ Date: _____________________________
Columbia Basin Trust Signed by: __________________________________ Name: ____________________________ Title: _____________________________ Date: _____________________________
SCHEDULE A Project: <Community Youth Network>
A. Project Description The purpose of the Project is in furtherance of the public purpose of the Trust and is specifically to: B. Duties and Deliverables The Recipient will be responsible for all aspects of the supervision and administration of the Project, including:
C. Reporting Schedule The Recipient will report as follows: D. Payment Schedule The Trust will pay the Recipient as follows:
COMMUNITY YOUTH NETWORK INTERIM REPORT
OVERVIEW
Submitting this interim report is an important step; the information you provide allows the Trust to review your contractual responsibilities and understand where you are in carrying out your work plan. SUBMISSION INFORMATION
Network Name: Fernie Youth Action Net work
Legal Entity: The Corporation of the City of Fernie
Report Contact Name: Cheri Clarance, Youth Coordinator
Phone Number: 250-423-2221
Email: [email protected] Project Year Beginning 03/01/2018: Ending 02/28/2019:
See Schedule A from your Contribution Agreement with the Trust for your Network’s defined project years. Interim Reporting Timeframe Beginning 03/01/2018: Ending 09/30/2018:
See your Reporting/Payment Schedule for your interim reporting timeframe. DECLARATION
Date Submitted 10/15/2018: I, Cheri Clarence, declare that: 1. I am authorized to submit this final report on behalf of the associated organization. 2. The information provided herein is true, accurate and complete in every respect. QUESTIONS: Contact Michelle d’Entremont, Program Coordinator
1.800.505.8998 [email protected] SUBMIT: Submit your completed report to [email protected]
1.1 In reference to your Contribution Agreement with the Trust, complete the table:
As per the Duties and Deliverables in Schedule A, for this interim reporting timeframe, did the Project: Yes/No Comments.
a. Support the Vision Plan for the Network, as submitted and approved by the Trust to address priorities for Youth in the Community?
YES
The Fernie Youth Action Network (FYAN) • engaged youth in the community through
a survey, group and one on one interactions to determine their interests
• developed social media tools to reach youth
• organized, hosted and participated in youth events geared to increase youth engagement in the community and each other
b. Maintain an oversight committee consisting of a minimum of five members for the Project that was guided by the Terms of Reference as submitted and approved by the Trust?
YES
We have a wide representation on the committee including representation from the library, 2 students from the high schools, a home school student, a council member, Fernie Leisure Services Director, principal from the local high school and a grade 7/8 teacher from the high school.
c. Ensure the efforts of the Network were guided by the Annual Workplan as submitted and approved by the Trust for the associated Project Year?
YES
In year 2 we have created programs and activities that follow the year 2 work plan. The Oversight Committee and coordinator check to see that we are following what was outlined, if changes or updates need to be made then a revision will be done in the year 2 workplan.
d. Need to seek the Trust’s approval of any subsequent material changes to the Vision Plan, the Committee Terms of Reference or the Annual Workplan?
NO
e. Ensure that Youth were meaningfully engaged in the planning and delivery of programming either formally as members on the Committee, through other youth groups or committees created, or through annual youth engagement processes, surveys or visioning sessions?
YES
A youth survey was completed with approximately 242 surveys submitted. One on one and group interactions at events provide insight to youths wants for the program. Youth Coordinator attends, the high schools has engaged students in assemblies and during the lunch hour. Students on the oversite committee provide input on an ongoing basis.
f. Ensure that the larger community of those working and interacting with Youth were meaningfully engaged to assist with planning, identifying priorities and supporting collaboration?
YES
The FYAN encouraged community participation through Oversight committee membership and direct contact with business and local organizations to support the FYAN. We are developing partnerships thru ongoing communications with the Fernie Library, Senior Centre, The Fernie Arts Station, Columbia Basin Alliance for Literacy, City Leisure Services, local Schools, local businesses and organizations.
SECTION 1
g. Ensure those hired in coordinator positions were engaged with and responsive to the Trust’s Basin Youth Network activities?
YES FYAN coordinators are strongly support by CBT regional coordinators, City staff and the Oversight committee. The coordinator is attended CBT’s Coordinator Session in October and regularly participates in regional coordinator activities.
h. Ensure that supported programs, activities, spaces and centres reflected local priorities as outlined in the Vision Plan and the Annual Workplan?
YES Events and activities provided were in line with the youth’s priorities as determined through the youth survey and supported by the use of City facilities, local business spaces and community facilities (Arts Station, local theatre, etc).
i. Work with the Basin Youth Network to participate in evaluations of the Project in such a manner as requested the Trust?
YES The FYAN Coordinator regularly takes part in Regional coordinator meetings and other activities offered by the Basin Youth Network.
j. Ensure that all adults involved in the Project who will had contact with minors, passed a criminal record check conducted through the RCMP or the BC Criminal Records Review Program?
YES Youth volunteers are required to have a criminal record check prior to supporting youth events.
1.2 In reference to the Budget in your Network’s Annual Workplan, report on expenses for this Interim
reporting timeframe. Add additional rows if needed.
Project Expenses (cash only) Amount Administration ( Insurance 312.96 Meetings, Partnerships and Collaboration Activities $18.92 Wages Position #1: Title/Wage/Hours
Coordinator 25.00 an hour 624.50 hrs 15,612.50 Position #2: Title/Wage/Hours
Volunteer 20.00 an hour 7.5 hrs 150.00
Position #3: Title/Wage/Hours
Transportation 0.00 Programs/Activities 10,516.42
Spaces/Centres 295.00
Total Project Expenses 26,905.80
Additional notes: Provide information where it pertains to your Network and is known or can be reasonably estimated. Add additional rows if needed. 2.1 Youth Engagement: How were youth engaged in identifying the priorities for your Network?
What engagement tool did you use?
How was it implemented?
When did it occur?
Where did it occur within your Network area?
How many youth were engaged?
Survey Paper Form Online Form June 2018
Schools, community, Online FYAN social media accounts
242
Group Presentations One on One interactions & Classroom Presentations
In person direct invitations Social media
Throughout March -Sept.
2018
Fernie Library Kindness Committee, At scheduled events, Fernie Registration Fair, high school announcements and lunch
Between 70-80 Youth estimate
Total Youth Engagements in Priority Setting 312
2.2 Oversight Committee: Is the Oversight Committee meeting its Terms of Reference? Yes
List Oversight Committee Meetings/Activities
The Oversight Committee has held 3 meetings since March 1 2018 the start of the second year April, July and Oct
- Two new representatives were appointed to the committee
- Develop questions for youth vision survey - Review youth survey results - Feedback on Event ideas and direction to align with youth vision - Review coordinator reports - Developing business, school and other organization contacts - Feedback on web / social media accounts - Update workplan goals and objectives
