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

Absent:
Laurel Morris-Duncan was unable to attend due to personal reasons.

Guests:
Roger Ouellette, Executive Director, Dove Centre; John Urber, Board Member, Dove Centre; Roland Micheau, Board Member, Dove Centre; Diane Metrunec, Dove Centre; Cam Fontaine, Parent; Sharon Matheson, Program Manager, Catholic Social Services; Lawrence Noel, Friends of People First; Joy Clark, Parent, Bonnyville; Lionel Remillard, Chair, Bonnyville/Cold Lake Community Council; Janet Marchuk, Bonnyville/Cold Lake Community Council; Gerald White, Bonnyville/Cold Lake Community Council; Pat Bertrand, ALI; Dan Bertrand, ALI; Marlene Coulter, Community Service Coordinator, PDD.

Presentation by Roger Ouellette, Executive Director, Dove Centre

The Dove Centre has been providing services to adults with developmental disabilities since July 1973. During this time many changes have occurred. Initially most of the services provided were facility based. Today the focus is on community based programs with employers in the Bonnyville/Cold Lake region.

Dove Centre is currently serving 25 clients through the Centre itself. Of those 25 individuals, 15 have a community placement, either employment, work experience or volunteer. Of the 15 community placements, 8 individuals are employed earning at least minimum wage.

Other options available to individuals are offered in the woodshop, bottle depot or Bargain Boutique.

New initiatives over the last couple of years are the Alternative Program and the Community Options program - Bonnyville.

Presentation by Lionel Remillard, Chair, Bonnyville/Cold Lake Community Council

Mr. Remillard thanked the Board for the invitation to attend the Board meeting and recognized Carmela Levesque, Board member, for her work in the community. She is very visible, tries hard to be seen and heard and is open to the concerns of the community.

Mr. Remillard expressed a number of concerns regarding housing issues in the region, the length of time it takes for the community council to receive copies of the Board minutes (also requested distribution of draft minutes prior to Board approval), and the lack of Bonnyville/Cold Lake parents and Community Council members on PDD interview committees.

The following comments were passed on to Mr. Remillard:

  a.  Bonnyville/Cold Lake Needs Assessment

• Mr. Remillard will receive a copy of the Bonnyville/Cold Lake Needs Assessment. A copy of the final report was previously forwarded by mail to Mr. Remillard and all members of the steering committee. As members of the steering committee received their copies it was unclear as to why Mr. Remillard did not receive a copy.

• The Board has identified, along with the Premier's Council on the Status of Persons with Disabilities, that affordable and accessible housing needs to be addressed.
• The Board has identified housing as a major initiative for inclusion in the 2002-2005 business plan.
• The Board has requested that the administration establish a working committee in the Region to address housing issues.
• The Board will monitor the work of this committee and identify strategies to address housing over the next three years.

• Mr. Remillard requested that the Board distribute a copy of the Board's draft minutes as soon as possible following the meeting.
• This request was denied.
• The Board is committed to reviewing current policies and practices regarding communications from Board meetings.

• Interview committees are coordinated by the administration with the assistance of the Human Resources and Employment personnel department.
• The position of the administration is to include individuals with developmental disabilities, parents and Service Providers on interview committees.
• Not always is it possible or always desirable, as expressed by some local parents, to sit on interview committees in their own community.
• The norm for interview committees is that there is input from individuals with developmental disabilities and parents.

Friends of People First held an emergency meeting on August 21, 2001 to elect a new executive and decide on their group's future. Mr. Noel expressed concerns regarding the difficulty they have in getting self-advocates to come to the meetings. They see a need for more self-advocates from Bonnyville and Cold Lake to become members and asked for any assistance the Board can give them with this matter.

Friends of People First was planning a mini conference for this fall but have decided to move it to the spring of 2002 to allow them more time to prepare.

Ms Matheson mentioned a number of ways that Catholic Social Services has been involved with the PDD administration, one of which is the Recruitment and Retention Committee trip to the Maritimes. CSS has hired two individuals from there and have three more resumes on file.

The Regional Staff Development Committee sponsored restrictive procedures training, first aid and train the trainer, all in conjunction with Dove Centre.

PDD, Catholic Social Services, and a number of other agencies participated in an Executive Director Retreat in Jasper this spring, which was really good.

Sharon expressed a concern about Abuse Protocol. Three years ago a train the trainer course was held but staff who were trained then are now gone. She asked the Board to consider arranging another training session.

1.1 Northeast Alberta Community Board 2001-2002 Operating Budget: Actual and
      Projected Expenditures
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Information and discussion on first quarter expenditures and
                                                resulting annual projections.

At the April 2001 Board meeting, the administration presented a forecasted budget for the 2001-2002 year given the Board’s allocation of $17,930,000. The 2001-2002 allocation provided to the Board was based on a number of planning assumptions that resulted in a 10.4% increase over the 1999-2000 allocation.

The major planning assumption underlying the 2001-2002 allocation was a projected net growth of 30 new individuals to the region. The administration presented a forecast of costs for a projected net growth of 40 new individuals (total of 60).

In preparing the initial budget there were minor increases in the areas of contract services for agencies and PDD administration. The significant increase for 2001-2002 was in the area of individual funding agreements resulting from service growth for projected new individuals. As a result, there was a projected shortfall of approximately 1.2 million dollars.

The projected costs for individuals currently receiving supports, and those projected to receive supports for 2001-2002, totaling $10,246,002, was prepared and presented to the Board in April 2001. The administration presented the following historical trends related to service expenditures for individuals receiving individual funding supports during the past three budget years.

• While the number of new individuals receiving service may vary from 40-55 during the year the number of net new individuals has not exceeded 30.
• The Board has had a surplus each year with over 85% of the surplus resulting from under utilization of projections for individual funding agreements.
• There has been an average overall under-utilization rate of 12% for projected expenditures in individual funding agreements.

I. Projected Balanced Budget

Based on the historical growth and expenditure patterns for services supported by individual funding agreements, the administration projected the 2001-2002 expenditures to be approximately $8,967,000. This projection is a reduction of approximately $1,280,000 (12%) from the original April 2001 forecast.

The overall percentage of targeted expenditures for the end of the first quarter (25% of the year) is 23.10%.

The level of expenditures for each major budget category is a result of the following:

1) Individual Funding
The projected expenditures for this budget category are 23% for the first quarter. Any underutilized funds will be expended in the third and fourth quarter where the projected utilization factor is 26% for this budget category. In addition, a small number of individuals projected to come into service during the first quarter did not arrive until the second quarter.

2) Contract Funding
Contract funding is usually paid at a level of 25% for each budget quarter. The under-utilization of 1.8% or approximately $89,000 is due to a) the increase for agency wages for the first quarter will appear as expenditures in the second quarter ($67,000) and b) the regional employment initiative at a cost of 22,000 will be initiated in the second quarter (September).

3) Other - Refers to PDD administration and Board Operations Budget
The under-utilization is a result of a) no Board meeting in July b) conference expenses expended in the third quarter, and c) two professional and one support position vacant for all or a portion of this quarter.

II.  2001-2002 Budget: First Quarter Actual and Resulting Forecast

The most sensitive budget category subject to changes and fluctuations is individual funding. This category represents 50% of the budget while the more stable categories of Service Contracts and Administration represent 42% and 8% respectively.

There has been a downward adjustment of needs in the region by $233,773 or 2.3% of the original estimate. A continuation of this trend will be an overall percentage reduction of 9.2% ($942,632) with an annual requirement of $9,303,370. This would result in a projected short fall of $424,000.

The actual under-utilization of resources for individual funding by category and community for the first quarter totals $292,744, which is approximately 2.8% of the original yearly requirement forecasted in April. If this trend continues, the total under-utilization rate would be 11.2% resulting in a yearly requirement of $9,098,450. This yearly requirement creates a projected deficit of approximately $220,000.

Summary

Based on the actual expenditures for the first quarter, the administration is forecasting a balanced budget (as defined by the Provincial Board Administration) for the year ending March 31, 2002.

It is interesting to note that the actual expenditures for individual funding agreements during this first quarter were 85% of the original estimate in April and 99% of the adjusted estimate based on an overall under-utilization percentage of 12%

The administration predicts a balanced budget by March 31, 2001, with a 70% confidence interval. The predicted worst case scenario would be an overall deficit of 2% or approximately $360,000. A further review of budget expenditures at the end of the second quarter will assist in a year end financial prediction with a greater confidence level. The administration is not recommending any changes or adjustments to planned projects, board initiatives, service costs for individual funding agreements or agency contracts as presented in the current budget.

1.2  Northeast Alberta Community Board: Budget Forecast 2002-2005
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Information and discussion on forecasted financial
                                                pressure points.

The Northeast Board is required to present a three year financial forecast for review and final approval by the Provincial Board. The administration presented a budget forecast to the Provincial Board administration in September 2000 for the years 2001-2004.

The Board is again requested to submit a financial forecast with consideration for any additional pressure points.

The pressure points are a) wage allowance in the community of Fort McMurray to match Provincial Government allowance and b) housing initiative to reduce group home sizes to three individuals or less and increase independent community options. The wage allowance is included for the years 2001/02 and 2002/03 while the housing initiative is introduced each year from 2003 to 2005.

The three year budget forecast was adjusted to reflect these pressure points.

The administration will prepare additional information as required for the Budget discussion with the Provincial Board.

The Board reviewed their governance policies: Category IV CEO Constraints at the June 15^th, 2001 meeting and requested revisions. The administration revised the governance policies based on the direction from the Board.

The Board directed the administration to make one additional change: add a statement showing who, in an emergency situation, would take over for the CEO.

1.4 Board Governance Policy Review: Summary
                 Recommendation: That the Board receive this report for information.
                 Purpose of Report: Information and discussion.

The Board has completed a scheduled review of their Governance Policies. The last section of the Board Policy Handbook is entitled Policy Type: Service Directions and Priorities. This section is designed to include an updated three-year Service/Business Plan that the Board approves annually. As a result, this policy section will have a general introduction that states "The Board includes the annually approved three-year Service/Business plan."

The title will be changed to "Regional Service Directions and Priorities: Three-Year Service/Business Plan.

Additional Board Policy Development

The Board has identified that the following additional policies be developed:
     a) Policy on Research and Development
     b) Policy on Board Development

The Board has had initial discussions on the framework and parameters for the development of these policies. The administration has not been able to complete the necessary consultation and background work to present draft policies for the Board to consider. A schedule for the development of these policies will be reviewed with the Board.

1.5  Northeast Alberta Community Board, June 16^th, 2001,
       Strategic Planning Forum: Results
               Recommendation:  That the Board receive this report for information.
               Purpose of Report:   Information and review of dissemination and 
                                                  community input plan

The Board held a strategic planning forum on June 16^th, 2001 at Portage College, Lac La Biche. Over forty individuals attended the forum with representation from Community Councils, Service Provider Boards and their Executive Directors, Post Secondary institutions, AACL and AARC.

The purpose of the forum was to develop an initial discussion paper on the common priorities and strategies the Board should address in the development of their Three-Year Service/Business Plan (2003-2005). The process used for the strategic forum was as follows:

• Overview of Planning Process - Don Schultz.
• Video tape presentation of Minister of Community Development, Gene Zwozdesky, Chair of the Provincial PDD Board, Alan Anderton, Northeast Board Chair, Don Schultz from the Provincial Board Strategic Planning Forum.
• Small group review of a) Northeast Board Regional Input from 2000-2001 b) Directions from Provincial Planning Forum c) Directions from the Premier's Council on the Status for Persons with Disabilities d) Directions from the "Delivering the Vision Conference" with PDD staff and Service Providers.
• Small group confirmation of priorities and development of strategies.
• Large group report.

Proposed Community Involvement Plan

1. June 16^th Strategic Planning Forum.
2. Dissemination of discussion paper to all participants.
3. September, October, November: Discussion and input by Community Councils and Service Provider Boards on the discussion paper.
4. Review of discussion paper and community input at the 3^rd Annual Regional Conference on November 16^th and 17^th, 2001.

Follow-up Action

The discussion paper resulting from the forum will be circulated with a letter from the Board Chair and individual Board members will initiate contact with Service Provider Boards and community councils to arrange for additional input opportunities. The administration will assist Board members with the development of processes and materials for the input sessions.

The Board discussed the possibility of establishing a Regional Council for regional input made up of representatives from each community council and having a meeting with community council representatives the day before, during or immediately after the regional conference in November.

1.6  Northeast Alberta Regional Conference
       November 16^th and 17^th, 2001, St. Paul, Alberta
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Information

A preliminary planning meeting was held on Friday, August 10, 2001 attended by:

Town of St. Paul Representatives                    - Cheryl Snider
                                                                      - Raye Anne Penner
St. Paul Regional High School Representative - Noreen Brousseau
St. Paul Abilities Network Representatives      - Betty Magdiak
                                                                      - Beverly Wilk
WJS Alberta Representative                           - Barb Chaffee
PDD Representatives                                      - Donns Desjardins, Vice Chair
                                                                       - Alex Hillyard, CEO
                                                                       - Bill Tidsbury
                                                                       - Lucille Froese

Another planning meeting was scheduled for August 17^th, 2001.

Donna Desjardins reviewed the information from the committee meetings.

• Don Schultz and Donna Desjardins are the Co-Chairs of the committee.
• The conference will be held at the Regional High School in St. Paul.
• Regional and provincial partners will be invited.
• The Town of St. Paul is arranging block booking of accommodations.
• Meals will be provided by DAC, a division of St. Paul Abilities Network.
• Parking will be available at the high school and transportation will be provided to and from the hotels as required.
• Child care and a recreation program will be provided for people who would like to bring their children.
• The conference will include an Information Mall and an Internet Café, part of the virtual learning concept that will be going on.
• Registrations will start at 1:30 pm on Friday, November 16^th, with pre-conference sessions in the afternoon and a banquet, recognition event and social in the evening.

The Board discussed the following suggestions that were presented from the committee:

• Last year individuals and people from the committee were recognized at the conference. The recognition event will be continued this year.
• Music provided by high school students during dinner would be an excellent idea. However, due to time constraints, no other entertainment should be arranged other than the DJ for the dance later in the evening.
• Participation of merchants and individuals who are entrepreneurs in the information mall.
• The Board appreciated the interest of local merchants in participating in the conference it was agreed that this could best be showcased at the conference through the Chamber of Commerce.
• Individuals who are entrepreneurs should be encouraged to participate in the information mall.
• A live band or a DJ to provide music for the social event.
  • The Board agreed that a DJ would best meet the requirements of the occasion.
• Volunteer recognition
  • the event will be MC'd by the Board Chair and an individual(s) who have taken the Leadership Today training.

1.7  Provincial PDD Board: Research and Development Fund
               Recommendation: That the Board receive this for information.
               Purpose of Report: Discussion

The Provincial Board has established a Research and Development Fund for Persons with Developmental Disabilities. The Board plans to distribute $350,000 during the 2001/02 year for worthy research and research-related projects.

An announcement of the fund along with information on the application process for 2001/02 was forwarded to the administration with a request that it be shared with Service Providers in the Northeast Region.

Information regarding the Research and Development Fund was forwarded to all Northeast Community Board members and the Service Providers. Given the anticipated interest in this fund the Board discussed the following topics:

• Review of criteria and application process.
• Role of the Board's administration in assisting potential researchers with their application.
• Role of the Board in encouraging Post Secondary Institutions, Service Providers, Individuals, Families, and Community Councils to undertake specific research and development projects.
• Type and nature of research and development projects which would benefit individuals, families and service providers in the Northeast Region.

Johanne Hassey has been asked to sit on the PDD Foundation Granting Committee and will accept.

2.1 Northeast Alberta Board: Regional Videos
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Information

A video product entitled "The Courage to Dream the Right to Become" has been completed. The production is ten minutes in length with messages and visual excerpts which emphasize:

• "Building on Community Strengths".
• Community Inclusion.
• Personal dignity of individuals with developmental disabilities.
• Role of support workers.
• Role of Regional Board and community councils.
• Community based housing and employment.
• Post Secondary opportunities and continuous learning.
• "Working together we are stronger"

The video was viewed by the Board at the August 18, 2001 public meeting.

The Board discussed the following topics:

• distribution of video (audiences)
• presentation to the Provincial Board
• media coverage and public awareness program (TV and print).

The Board Chair, Don Schultz, will present the video to the Provincial PDD Board in September and make copies available.

Next Video Production

The administration is currently working with the Consortium of Service Providers, Lindisfarne Productions and Calder Bateman to develop a 5-6 minute staff recruitment and orientation video. Footage from the original 20 hours of banked tape will be used in the development of this production. Additional videos planned are on the topics of employment and housing.

2.2  Communications Report: Current Practices and Future Considerations
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Information and discussion of future considerations.

The Board has undertaken a number of communication strategies along with the development of a visual identity. The firm of Calder Bateman has been retained to develop the Board's visual identity along with other communication products and services.

A Communications Report was presented to the Board to assist in the planning and development of further communication strategies.

This report was designed to assist the Board with the following:

1. Review of current services and products.
2. Review of emerging directions and consideration for the future.
3. Areas of a communication strategy the Board wishes to emphasize.
4. Potential inservice sessions for Board members (media relations, presentation skills, etc.)
5. Development of an overall Communication Framework and Strategy for the Northeast Board.

The Provincial Board and a number of Community Boards have hired a full time communications consultant to handle all their communication needs. The administration requested an opportunity to retain a communications firm rather than a staff member.

• Participation on the Provincial Board Executive Committee began in August.
• There are a number of opportunities for the Executive Committee to meet with the Minister. Items are discussed and passed on the Provincial Board at the next meeting.
• I have been unable to attend a Central Region meeting. In the next few months will try to get out to Board meetings in other regions (Edmonton, Central and Calgary) to get an idea of what they are dealing with and tell them what we are doing.

• Aboriginal Initiative: Blue Quills College, September 20 and 21, 2001
  • Seven Board members and the CEO are planning to attend in September.
• Region 11 Governance Committee: Transition Planning Session, Westlock
  October 26^th and 27^th, 2001
  • Doug Fleming will attend with the CEO
  • Parents and foster parents will be attending. Would like to have parents of children going into transition attend.
  FAS Conference May 31/June 01, 2001, St. Paul, Alberta
  • Partnered with the Lakeland FAS Committee, Alberta Association for Community Living and St. Paul Abilities Network.
  • Speakers were well received.
  • Some people were unable to attend to a heavy snowfall.
  • Lakeland FAS Committee would like to be more of a partner with us and take more of a leadership role.

Johanne Hassey, Vilna

• The first meeting of the Lac La Biche Community Council is scheduled for September 26, 2001.
• I was asked to let my name stand for the PDD Foundation Granting Committee and have accepted.

Ralph Gorrie, Vegreville

• June 29, 2001 - along with CEO, met with Ed Stelmach, MLA, Vegreville. He was very receptive and prepared to listen to us.
• Discussed problems in Fort McMurray with respect to housing, cost of living and Alberta government living allowance.
• Also discussed employment strategies - he made it very clear that he supports meaningful employment, not subsidized employment.
• Talked about coordination of activities - he indicated that we need to coordinate with Children's Services.
• Talked about the rising cost of Agency Infrastructure.

Doug Fleming, Westlock

• No community council meeting since the last Board meeting.
• June 16^th, 2001 - participated in the Rotary Golf Tournament which raised over $2000 for Special Olympians.
• Attended the Alberta Special Olympics opening along with the Board Chair and CEO; presented medals to Olympians on Saturday afternoon.
• July 27^th - represented the Board at the Athabasca Charity Golf Classic.
• Along with the CEO, will meet with Mike Cardinal, MLA for Athabasca, on August 31^st.

Christine Botsford, Fort McMurray

• No community council meetings since the last Board meeting.
• More housing projects going up in Fort McMurray - all condos.
• No change to the employment or housing problems in Fort McMurray.

Donna Desjardins, St. Paul

• There were no Community Council meetings in July and August.
• Inclusive Post Secondary Education
• Request Board members to give names of any representatives from their communities that would like to sit on this committee.
• Portage College is looking at starting an inclusive post-secondary education program.
• Presently there are three families that are interested in sitting on the committee for this program. It will help to guide the direction that particular program should go in Lac La Biche. Portage College would like to hear from families the directions and the degree of support they desire. It would be nice to have representation on this committee from across the Region.
• Board members are encouraged to discuss this at their community council meetings.
• Art Committee
• September 24, 2001 Herman Poulin will be bringing sketches for review.
• Post Secondary Conference - report. submitted
• July 20, 2001 - CEO and I met with Ray Danyluk, MLA, St. Paul-Lac La Biche
• He had a lot of questions. It was an excellent meeting.
• August 25-26, 2001 - Special Olympics Ball Tournament, St. Paul
• The number of teams is down this year because Barrhead and Lakeland ball teams have folded to lack of people to help.

Don Schultz, Barrhead

• Special Olympics in Barrhead was fantastic.
• Will meet with Barrhead Community Council on August 31, 2001.
• Will attend the ball tournament on August 25^th and help in the concession booth.
• The Speakers Cup Golf Tournament is scheduled for August 31, 2001.
• Along with the CEO, will meet with George Vanderberg, MLA for Whitecourt, on August 29, 2001.

Carmela Levesque, Bonnyville

• No community council meetings since the last Board meeting.
• The next community council meeting is scheduled for September 18^th, 2001.

• October 20^th, 2001 Westlock
• November 17^th, 2001 St. Paul
• December 15^th, 2001 Lac La Biche