Present:
Don Schultz, Chair; Donna Desjardins, Vice-Chair; Christine Botsford; Dr. Douglas Fleming; Ralph Gorrie; Johanne Hassey; Carmela Levesque; Laurel Morris-Duncan
Administration: Dr. Alex Hillyard, C.E.O.; Lucille Froese, Recording Secretary.

Guests:
Clifford Tuininga, Chairman, and Dale Clark, Executive Director, Barrhead Association for Community Living; Henry Wirenga, Barrhead Association for Community Living; Jerry Martin, Barrhead Association for Community Living; James Challman, Executive Director, Blue Heron Support Services; David Millar, Barrhead Leader; Aurelia Spronk; Wendell Spronk; Tammy Cox; Michelle Bareault; Stephen Bala.

Agenda Item D. Presentation by Al Pierog, President, Catholic Social Services - change the word 'call' to 'called'.

Agenda Item 1.8 Northeast Alberta Community Board: Mission Critical Research and Development Policy - take out section beginning ' Northeast Alberta Community Board'.

• Presentation by Clifford Tuininga, Chairman, Barrhead Association for Community Living (BACL)

Barrhead Association for Community Living has been serving the community for 25 years, offering help and advice through community living. For the past three months, BACL has operated a pilot project on transition planning for individuals between the ages of 15-20 who will be leaving school. This project was jointly funded by PDD and the Children's Authority. The results have been very encouraging. Now seeing more individuals finding a place in the community.

The transition planning project gives individuals and families the opportunity to access the help and assistance they need to see their plans become a reality.

• Presentation by James Challman, Executive Director, Blue Heron Support Services

James Challman welcomed the Board to Barrhead, on behalf of Blue Heron Support Services (BHSSA). BHSSA provides services to persons with developmental disabilities in the Northeast Region and is a member of the Northeast Alberta Consortium of Service Providers. All support is community based.

BHSSA is leading a new initiative, the Entrepreneurial/Employment Project. This is a pilot project for individuals who wish to become their own businessmen/ladies. Jenni Pate is the coordinator for this project.

BHSSA provides residential services although they do not own any homes and they will help individuals to rent own their own homes. They also assist individuals with volunteering or developing other types of community involvement and operate a successful taxi that is available to any person with a disability in Barrhead. A fully accessible vehicle is available.

The purchase of land for a new building is being planned as the current building is not fully accessible.

Recruitment and retention is not a major concern, however, there is internal turnover. Part-time employees often move to permanent positions and casual employees move to part-time positions. Four local Credit Unions have offered a $5,000.00 bursary for high school graduates interested in going into the rehabilitation field. Their tuition would be paid for two years and they would have a guaranteed job when they returned to the community.

A celebrity golf tournament is held by BHSSA each year. It results in good public relations and raises between 15-20 thousand dollars which is used to provide counseling services for individuals with developmental disabilities.

A sub office has been opened in the town of Mayerthorpe, mainly for children's services and transition planning support is being provided for a number of children in the 16-17 age group. This office has seen considerable growth in the past year. In addition, BHSSA has been approached by the community of Swan Hills about opening an office in that community.

1.1  Scheduling Meetings with MLA's representing Communities in the
       Northeast Region
               Recommendation: That the Board receive this report for information
               Purpose of Report: Identify items for an MLA information package

After the recent Provincial election, the Chairman of the Northeast Board, Don Schultz, sent a letter on behalf of the Board to the MLA's in the Northeast Region congratulating them on being re-elected or elected to serve the people within their respective communities in the region. The letter also included a copy of the proceedings from the 2^nd Annual Northeast Alberta Regional Conference for Persons with Developmental Disabilities (Westlock, November 2000) along with a request to meet with the Honourable member in the near future and that the administration would be in contact with their office to arrange such a meeting.

During the 1998-1999 year, Board members and the administration met with the MLA's to provide information about the Board, type and nature of services available along with issues that the Board felt needed to be brought to their attention on behalf of the needs of individuals with developmental disabilities in their constituency.

1.2  CEO Outcomes for 2001-2002
               Recommendation: That the Board receive this report for information
               Purpose of Report: Review outcomes and provide direction to the CEO

The current Board Governance Policies a) III.1 - Chief Executive Officer Work Description; b) III.1.5 - Delegation of Authority to the CEO and c) III.1.6 - Monitoring Organization Performance collectively set out the areas in which the Board holds the CEO accountable to ensure the work of the Board is completed in an ethical, fiduciary responsible and effective manner.

In addition, the Board establishes annual CEO outcomes in keeping with these Board policies and an annual operating business/service plan. The purpose of establishing annual CEO outcomes is to identify the role of the CEO in the attainment of the Board's outcomes and to evaluate the CEO's performance in the achievement of these outcomes.

The following CEO outcomes are identified in relationship to the Board's Governance Policies, Three-Year Business/Service Plan and Provincial Board CEO outcomes.

I.  Board Governance Policies

The CEO will ensure that in the course of his duties on behalf of the Board that the following policies are adhered to:

• Chief Executive Officer work description
• Delegation of Authority to the CEO
• Monitoring Organizational Performance

II. Three Year Business/Service Plan (2001 - 2002)

1. The goals presented are the overall responsibility of the CEO to ensure they are achieved by the indicators stated, or to identify the level of attainment with an accompanying rationale.

The accomplishment of these goals and progress towards them is used as part of the annual CEO evaluation. In the past the Board's evaluation of the CEO has centered on the following areas:

1. Board and CEO relations
2. CEO relations with the staff
3. Government and other external relations
4. Community and public relations
5. Fiscal responsibility and budget planning
6. Demonstrative administrative skills
7. Leadership

III.  Provincial Board CEO Outcomes

The Northeast Alberta Community Board is responsible to ensure that Provincial Board initiatives and outcomes are addressed in an appropriate manner within the region. To this end another consideration in the Board's determination of CEO outcomes is to review parallel outcomes of the Provincial Board's CEO as they are addressed in the Northeast Region.

The CEO will prepare a document for the Board's review and approval at the next Board meeting.

1.3 Board Governance Policies: Review of Category II. Governance Process Board Operations
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Review Board policies and provide direction to
                                               the administration.

The Board committed to a review of their existing policies during the first quarter of the current operating year (April - June 2001). The Board has completed a review of the Board policies related to a) Governance and Authority, b) Service Mandate and c) Category I: Ends (policies which addresses what human needs are to be met by the Board, for whom and at what priority). Revisions to all policies in this section of the Board Governance Policy Handbook have been updated and were approved by the Board at the March 17, 2001 Board Meeting. The administration has provided Board members with updated and approved policies for inclusion in their policy handbooks.

Approach to Review of Board Policy Statements

The Board requested the administration to provide a review of the current policies in accordance with a pre-determined schedule. The process determined by the Board is for the administration to provide advice on the current wording, intent and potential implication of each policy. The Board, after careful deliberation, will identify which policies or portions of each policy will remain as stated or be revised through additions, deletions or modifications.

Board Policy Statement Under Review - II. Governance Process: Board Operations

Policy Title: II.1 - Operating Style

Comments:

Policy statement communicates the intent of the Board discussion for potential revisions.

This policy statement does not give direction on how the Board will accomplish the intent. The Board traditionally ensures adherence to this policy through approval of the following:

• Three Year Business Plan
• Annual Service Plan and Operating Budget
• Annual Report submission
• Monthly Chair reports to the Provincial Board

The Board decided to include a statement, which describes how the Board adheres to this policy, or develops a Board regulation to accompany this policy. A Board regulation is a further refinement of how the Board will ensure compliance.

"A comment section that indicates that the Board is not limited to these reports".

Note: Item 8 - word valued changed to values

Policy Title: II.2 - Operating Style Action

• No recommended changes.

"Page 30 - second paragraph, last line - tie into page 14 - Suggestion that the orientation needs to include the nature and effects of developmental disabilities".
"need to have a section in the orientation that is an educational process on related services, types, of persons with developmental disabilities".

Policy Title: II.3 - Policy Development Process

Comments:

• Wording changes: Result statement to 'Outcome Based Statement' - clients to "individuals".
• Deletion: item 2 under Roles in Policy Implementation, as the Board does not have a policy on Board - Executive relations or an executive of the Board.

"make consistent so always referring to individuals."

Policy Title: II.4 - Board Job Description

Comments:

• Policy statement communicates the intent of the Board.
• Discussion on Potential Revision:
• Policy statement does not state "how" the Board will oversee, monitor and evaluate the implementation of the Plan and its results.
• The Board may wish to consider cross-reference to Board Policy on Operation Style and Board regulation if changed.
• This policy does not contain any reference to a conflict mediation or appeal process at the local level and subsequent relation to the Provincial Board appeal process. The Board may wish to consider reference to the current process in this policy and develop a new policy specific to the mediation and appeal process.

Policy Title: II.5 - Role of Officers

Comments:

• Policy statement communicates the intent of the Board.
• Change: Item 4. Revised reference to A.F.S.S. to Ministry of Community Development.

"add ministry of Community Development"

Policy Title: II .6 - Board Committee Principles

Comments:

• Policy statement communicates the intent of the Board.

Discussion:

There is no reference to standing committees the Board has implemented. The Board decided to include a Board regulation regarding these committees. Standing committees approved by the Board:

• Audit and Finance Committee
• Board Evaluation Committee
• CEO Evaluation Committee

Ad hoc Committees

• Web site Committee
• Regional Conference Planning Committee
• Art Committee

"Page 21, second paragraph - change the wording - Chair cannot be his own expenditure officer"
"Page 27 - change personnel to personal"
"a. change board member to board members"

Policy Title: II.7 - Code of Conduct

Comment:

• Policy statement communicates the intent of the Board

Policy Title: II .8 - Code of Conduct Action

Comment:

• Policy statement communicates the intent of the Board

Policy Title: II .9 - Communications and Media Relations

Comments:

• Policy statement communicates the intent of the Board

Discussion:

The current policy does not include reference to the development of a Board Communication Plan and strategy. The Board may wish to consider a statement in this policy related to a communication plan that is reviewed annually.

"change policy board to board policy"
"II.9 - 2: should be stated 'made available immediately to the Board members"
"Page 30 - statement about the board's role in community education and awareness"

Policy Title: II.10 - Linkages to the Community and

Persons with Developmental Disabilities

Comment:

• Policy statement communicates the intent of the Board.

1.4 Provincial Government Employee Allowance for Fort McMurray
               Recommended: That the Northeast Alberta Community Board forward
                                          the following motion and supporting rationale to the
                                          Provincial Board for Persons with Developmental
                                          Disabilities.

Motion

That the Provincial Board for Persons with Developmental Disabilities allocate additional resources in the form of a working allowance to Community Boards for employees providing services on behalf of individuals with developmental disabilities through individual or contract funding agreements in the same amount for Government Employees in the same community.

On January 22^nd, 2001 the Provincial government announced that effective April 1, 2001 there will be an allowance of 400 dollars per month for the next two years paid to government employees living or working in the city of Fort McMurray or its vicinity.

The Provincial P.D.D. Board, under the Work Force Stability Initiative, is committed to narrowing the wage discrepancies between government and non-government employees working in the field of rehabilitation services. This announcement assists government employees and also widens the salary gap for non-government employees in Fort McMurray.

The administration has completed a preliminary analysis of the cost implications of this Motion for the community of Fort McMurray to be approximately $255,000 per year.

1.5  Presentation by Mr. Dubyk, Board Chair, VALID Re: Employee
               Compensation
               Recommended: That the Board receive this report for information.
               Purpose of Report: Discussion on proposed direction

At the March 21^st, 2001 Northeast Alberta Board meeting in Vegreville, the Board heard a presentation by Mr. Dubyk, Chair of VALID. The following is a summary of the major points included in Mr. Dubyk's presentation.

Mr. Dubyk gave an overview of the services offered by VALID and expressed their desire to continue to build a strong partnership with PDD. VALID puts strong emphasis on the need for parents and guardians to be aware of services for persons with developmental disabilities and plans to implement a transition program with a local school.

VALID operates a recycling program in partnership with the Town of Vegreville, however, clients who work in this program do not receive minimum wage. This concern has been placed before the Hon. Ed Stelmach, MLA, as well as before the Town Council. VALID would also like to bring this to the attention of the Northeast Board. Perhaps an employer incentive could be considered that would enable VALID, as an employer, to pay clients who work in this program, minimum wage.

Mr. Dubyk thanked the Board for the opportunity to make this presentation and invited the Board members to attend the VALID Annual General Meeting on June 18^th, 2001.

Proposed Direction

In response to the concern raised by Mr. Dubyk regarding minimum wage for individuals working at the VALID recycling program in partnership with the Town of Vegreville, the following action plan was provided for consideration:

1. Administration to review the recycling program and identify the financial and program implications of the request.
2. Review similar employment services and opportunities throughout the Northeast Region and the province.
3. Representatives from the Northeast Board and the administration meet with Mr. Dubyk and Nada Chelvam, CEO, to review the situation and develop a course of action.

1.6  Northeast Alberta Community Video Script: Update
               Recommended: That the Board receive this report for information
               Purpose of Report: Information and direction to the administration

The Board reviewed and provided input to an earlier version of the video script. Input was also received from staff, AACL and the production company.

Relation of Initiative to 2001-2004 Board Business Plan
Goal: Increase public awareness and confidence in services to persons with Developmental disabilities
Objective: To inform the public about the nature of services available
Strategy: Develop public image and information campaign

The video project is a subset of the Board's overall public image and information campaign.

Budget

The administration has committed 14,000 dollars toward this project which will be charged against the total cost for the ten minute video. The total cost for the video as presented in either option will be reduced by this amount.

A final version of the ten-minute version of the video script will be prepared to begin production and the administration will provide the Board with a production schedule at their May 12^th meeting.

#01-04-340 MOTION: Johanne Hassey moved the Board accept the report for information. Carried unanimously.

1.7  Audit Committee Report: Entrance Interview with Auditor General April
      12, 2001
               Recommended: That the Board receive this report for information
               Purpose of Report: Information

The Board audit committee, consisting of Donna Desjardins and Don Schultz, met with Mr. Nick Shandro and Mr. Trevor Shaw from the Auditor General's office to complete the entrance interview regarding the audit of the Board's financial statement for the year 2000-2001. Also in attendance, representing the administration, were Dr. Alex Hillyard, CEO, and Connie Zatorski and Michael Mountford from Financial Services.

The auditors will begin work on the Audit on May 1, 2001 and finish by May 11, 2001. The exit interview has been scheduled for May 23, 2001.

#01-04-341 MOTION: Christine Botsford moved the Board accept the report for information. Carried unanimously.

1.8  Third Annual Northeast Alberta Regional Conference for Individuals
       with Developmental Disabilities, Families and Community Partners
               Recommendation:  That the Board receive this report for information
               Purpose of Report: Discussion and direction to the administration

The Northeast Alberta Board has sponsored a regional conference for individuals with developmental disabilities, their families and community partners for the last two years. These conferences have been instrumental in bringing representatives from the Northeast Region, along with Provincial partners, together for the primary purpose of reviewing service needs and identifying the type and nature of services for the future.

The Board, based on feedback from the conference participants, made a commitment to hold the conference again in 2001. The evaluation forms completed by participants provided the following consistent themes:

• Conference was very well received and should be continued
• Continue the Community Recognition and Awards evening banquet
• Continue the Information Mall
• Consider introducing pre-conference workshops on relevant topics
• Continue the "Year in Review" approach to Services and initiatives
• Look to moving the conference to different communities in the Region

The Board discussed the location for the 3^rd Annual Regional Conference. Letters will be sent to each community in the Northeast Region regarding a call for proposals identifying the number of participants, requirements and accessibility of facilities. Also, Board members will discuss the question of location with the community councils in their areas.

Administration will develop an operation plan and draft a conference program for the conference.

2.1  Needs Assessment Report: Bonnyville and Cold Lake Communities
               Recommendation: That the Board receive this report for information
               Purpose of Report: To present the final report on the Business Plan
                                                activity of Needs Assessment in the communities of
                                                Bonnyville/Cold Lake

The needs assessment report for the communities of Bonnyville and Cold Lake culminates in the work started as an initiative in the 2000-2001 Board Business Plan.

An advisory committee established to establish the framework for the needs assessment and advise the administration, consisted of the following members:

Janet Marchuk vice-chair Bonnyville Cold Lake Community Council
Gerald White – Community council, Bonnyville
Bert Wentz – Community Council Cold Lake
David Beale – Director, FCSS Bonnyville and County
Joy Clarke – Catholic Social Services advisory board
Roland Michaud – DOVE Centre Board
Carmela Levesque - Northeast Alberta PDD Community Board

The process used to complete the needs assessment consisted of developing a questionnaire and in person interviews with representatives from individuals with developmental disabilities, families and service providers which were completed by PDD staff from Barrhead, Athabasca, Vegreville and St. Paul.

Summary of Findings

The findings of the needs assessment are congruent with the results of community input received at the Northeast Alberta Regional PDD conference in Westlock (November 2000). It is important to note that the following key themes, although consistent with the regional conference, have a specific flavour unique to these local communities which will require their own unique approach.

Key Themes

• Most individuals like the type of support and amount of support they are receiving
• Most individuals would like to increase the number of hours they work
• Transportation is identified as key to social activities and securing employment
• Individuals are interested in a variety of living situations, e.g.: with family, rural and urban and shared and independent.

Next Stages

The administration is now reviewing the results of the needs assessment with all parties and is developing strategies to address each key theme. A follow-up review on the results of these strategies and their impact will be completed and shared with the advisory group and the Bonnyville/Cold Lake Community Council in October 2001.

The Board accepted the report and will review it and discuss at a later meeting. Because of its value, the Board member from Bonnyville will ask permission of the Bonnyville/Cold Lake Community Council to share the Needs Assessment Report with other Community Councils.

2.2  Aboriginal Culture Awareness and Education Initiative: 2001-2004
       Service Plan

• Deferred to May 12, 2001 Board meeting

2.3  Working with Mature Individuals with Developmental Disabilities

• Deferred to May 12, 2001 Board meeting

2.4  Northeast Alberta Virtual Learning Community for Individuals with
       Developmental Disabilities and Their Families: Update

• Deferred to May 12, 2001 Board meeting

• April 12, 2001 - attended the Provincial PDD Board meeting
• Provincial Board Policy Review
• Request input by May 22, 2001
• Provincial Board Outcome Statement 2001-2002
• Request input by May 1, 2001
• Provincial Board Policy: Surplus Retention
• Request input by April 26^th on policy and use of prior year surpluses
• any surplus retention bylaw that comes into effect will be only for 2000-2001
• Northeast Alberta Consortium of Service Providers: Recruitment Trip to the Maritimes
• Request by the Provincial Board for information on this initiative.
• April 20, 2001 - met with the Minister of Community Development - he is looking forward to getting out into the communities.
• Now Chairman of the Provincial Audit Committee - met with representatives from the Auditor General's office. The exit interview is scheduled for June.
• May 8^th and 9^th, 2001 - will attend the Provincial Board Strategic Forum

• May 31^st and June 1^st, 2001 - Regional FAS Conference
• Location Blue Quills College, St. Paul
• The Board is a major sponsor along with AACL
• The Lakeland FAS committee and Community Councils will be sponsoring families to attend
• Brochures for the conference will be available the week of April 23^rd
• May 31^st and June 1^st, 2001, Red Deer, Alberta - Provincial Conference on Homelessness and Affordable Housing - some staff and Service Providers will be attending this important conference
• Public Awareness Campaign: Advertisement for local weekly papers in the Northeast Region. Half page advertisements will be going out just before the FAS conference
• Provincial Board Annual Report - this year names and stories from individuals, Service Providers or PDD staff will be included in the report. This will provide an opportunity to profile work in the regions through the persons doing it. The Board will make the decision on which names go forward from the Northeast Region.

Donna Desjardins, St. Paul

• April 18, 2001 - St. Paul Community Council Meeting
• Dr. Susan Moisey, Athabasca University, gave a presentation on the Virtual Learning Community project which generated a lot of interest and excitement.
• The Community Council is hosting an evening for all interested educators, individuals, parents and advocates to discuss the choices available for individuals in transition from school to the PDD world. This will be held at the next Community Council meeting, scheduled for May 23, 2001.
• The next Community Council meeting is scheduled for May 23^rd, 2001.
• Portage College is looking at setting up a working group to facilitate the inclusive post secondary program in Lac La Biche. Interested individuals and parents are encouraged to contact either Dr. Hillyard or myself. This is an exciting opportunity to help shape the direction of post secondary options for individuals with special needs in Northeast Alberta.
• St. Paul Special Olympics - will be sponsoring a Level I Coaches Workshop in St. Paul. There is a shortage of qualified coaches for Special Olympics participation at the provincial level. Anyone interested in attending is welcome to contact Jack McIntyre at (780) 645-3441.
• May 8^th and 9^th, 2001 - will be attending the Provincial Board Strategic Forum

Carmela Levesque, Bonnyville

• Seven people from the Bonnyville/Cold Lake Community Council joined the St. Paul Community Council in St. Paul for an Eligibility and Admission Process focus group on March 21^st, presented by Dr. Ann Houston. The next Community Council meeting is scheduled for May 16, 2001.
• May 26^th, 2001 - Housing Information Workshop scheduled in Bonnyville.
• June 7^th, 2001 - Big Bag of Life workshop on seniors issues scheduled in Bonnyville.

Christine Botsford, Fort McMurray

• Attended a Needs Assessment meeting
• Community Council meeting was cancelled
• May 8^th and 9^th, 2001 - will attend the Provincial Board Strategic Forum

Doug Fleming, Westlock

• April 2, 2001 - Westlock Community Council meeting
• There was considerable discussion on housing - it creates a problem when an individual cannot afford to stay where they are.
• Dr. Susan Moisey, Athabasca University, gave a presentation on the Virtual Learning Community. Many good ideas came forward. Some individuals offered to be computer coaches when the Virtual Learning Community is operational.
• April 10, 2001 - Athabasca Community Council meeting
• Dr. Susan Moisey, Athabasca University, gave a presentation on the Virtual Learning Community. The question of what to do if you do not have a computer was discussed.

Laurel Morris-Duncan, Fort McMurray

• The FAS co-ordinator who was working for the Regional Working Committee on FAS has now been hired by the Children's centre.

Johanne Hassey, Vilna

• Nothing to report at this time

Ralph Gorrie

• March 27^th, 2001 - Vegreville Community Council meeting
• Very successful - twenty-nine people attended
• There were two major presentations
• A participant's view on the Leadership Today Workshop - strongly encouraged other people to get involved.
• Dr. Susan Moisey, Athabasca University, gave a presentation on the Virtual Learning Community, resulting in two focus groups which produced a number of concerns and directions.
• The next Community Council meeting is scheduled for April 24^th, 2001.
• Looking at personal directives - there seems to be great interest in this.
• April 11, 2001 - attended the VALID Board meeting
• The local paper profiles people in the community and VALID plans to initiate something similar.
• A concern was expressed regarding the word "handicapped" in AISH, which is an inappropriate description. The term should include the word "disabilities" rather than handicapped. Individuals would receive a disability pension rather than an aide.
• There is a Citizenship and Immigration Centre Case Processing Centre in Vegreville which employs about 100 people, including some part-time employees with developmental disabilities. Until recently, part time employees were identified only as visitors and wore "visitor" ID cards. The staff committee requested that the part time employees receive recognition of their employee status like all other employees in the centre. Consequently, all employees are now issued photo IDs with their name and picture.

Don Schultz, Barrhead

• April 25^th, 2001 - Whitecourt Community Council Meeting
• Dr. Susan Moisey, Athabasca University, is scheduled to give a presentation on the Virtual Learning Community.
• May 10^th, 2001 - Barrhead Community Council Meeting
• Dr. Susan Moisey, is scheduled to give a presentation on the Virtual Learning Community.
• June 30^th , July 1^st and 2^nd, 2001 - Alberta Special Olympics in Barrhead
• The Northeast Alberta Community Board is sponsoring the opening and closing ceremonies.

• The last meeting of the Website Committee was held on March 8^th, 2001.
• Some changes have been made to the website and it is planned to follow through on all the recommendations on the visual image.
• Some fonts have been changed so it is easier to read
• Bars have been moved from the top to the side
• Changes will be made to the map page - some of the links will be moved to the new front page, which is based on the display board.