PDD NORTHEAST COMMUNITY BOARD MEETING
Friday, August
22, 2003 9:05 am –2:40 pm
Dr. Cairns
Boardroom, VALID Administration Office
Vegreville,
Alberta
APPROVED MINUTES
Present:
Donna Desjardins, A/Chair, Christine Botsford, Dr. Doug Fleming, Ralph Gorrie,
Carmela Levesque, Laurel Morris-Duncan
Administration: Dr. Alex Hillyard, CEO; Lucille Froese, Recording Secretary
Absent: Don Schultz was absent for family reasons.
Guests:
Mayor Dave Kucherawy, Town of Vegreville, Donna Kotelko, Chair, VALID Board, Diane Johnston, Director, VALID Board, Larry Jackson, Director, VALID Board, Maxine Bigalow, Director, VALID Board, Judy Flessau, Director, VALID Board.
A.
Donna Desjardins,
A/Chair, called the meeting to order at 9:05 am, August 22, 2003.
#03-07-652 MOTION: Doug Fleming moved the Board approve the
agenda.
Carried unanimously.
C. Approval of Minutes
#03-08-653 MOTION: Christine Botsford moved the Board approve the
minutes. Carried unanimously.
Ralph Gorrie, Vegreville
· It has been quiet since my last report.
· Attended a dispute resolution meeting in Fort McMurray with Carmela Levesque and Donna Desjardins.
· Will be attending the next VALID Board meeting.
· The Community Council will be back in operation on the last Tuesday of September.
Carmela Levesque, Bonnyville
· Attended the Cold Lake Community Council Meetings in July and August. – they are turning them into social meetings to encourage new people to come and to help individuals with their presentation skills.
· A lady from Community Options is facilitating community sessions.
· Community Options is not a sheltered workshop.
· A survey was given out to the community – the response was not good - 42% were other interested parties and 5% were people with disabilities. The questions may not be phrased properly.
· Transportation in Cold Lake – pay as you go is not working; a bus pass may work better.
· The Community Council was disappointed they did not get the conference but would appreciate the opportunity to participate in a future conference. They requested that, at the next conference, the Cold Lake Community have an opportunity to see the slide presentation that was to be presented last year.
· If a photographer is going to take pictures for the conference this year, the Cold Lake Community Council would like a little more preparation time.
· The next Community Council meeting is scheduled for September 24th, 2003.
Laurel Morris-Duncan, Fort McMurray
· There have been no Community Council meetings since June.
· The new Salvation Army START Program wheel chair accessible home will be opened soon.
· The next Community Council meeting will be held in September.
Doug Fleming, Westlock
· Neither Westlock nor Athabasca has had a Community Council meeting since June.
· The next Westlock Community Council meeting is scheduled for September 8, 2003, the next Athabasca Community Council meeting is to be decided.
· Attended the funeral for Dr. Moisey’s father, on behalf of the Board.
· Took part in both the Provincial planning meeting and the Provincial Board meeting. They are dealing with some really complex issues.
· The CEO and myself continue to work on Community Governance.
· Met with the Governance Agreement Steering Committee on August 18, 2003 – we have a draft vision and mission as well as some guiding principles. By the end of the summer all boards would have a draft agreement.
· By the end of October, plan to have an agreement for officials to sign off and that would be our new governance agreement.
· A letter will be coming out from the Children’s Authority and PDD describing what work has been done and requesting that Board Chairs designate a member to come to the meeting in October.
· Attended a WIN Board meeting – there was lots of discussion around transportation in Westlock. Individuals receiving service were at the table. WIN will take a lead role in facilitating a forum on transportation.
Christine Botsford, Fort McMurray
· No Community Council meeting last month.
· Traveling over the summer, met a lot of people who are not aware of PDD. Very proud of our Board.
Donna Desjardins, St. Paul
· There were no St. Paul Community Council meetings over the summer.
· The Special Olympics Ball Tournament starts tomorrow. It is on for two days,
August 23 and 24. There are 15 teams coming, some from as far away as Regina. The CEO and several Board members have volunteered to help with the con.
· The Alberta Chamber of Commerce recognizes and supports employers who support and employ a person with a developmental disability.
· Attended the August Provincial Board meeting.
· Passed around copies of press clippings regarding the conference and the affordable housing project in St. Paul.
Mayor Dave Kucherawy welcomed the Board on behalf of the Vegreville Town Council.
· The Town Council would be interested in more of a global understanding of new initiatives and assisting with any that would affect Vegreville area, directly or indirectly.
1.
Board Communications & Operations
1.1 Northeast
Board Audit Report and Letter from the Auditor General
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
On June 12, 2003 representatives from the Auditor General’s office met with the Board’s audit committee and members of the administration. The purpose of the meeting was to complete an exit interview where the results of the audit, along with observations and recommendations were reviewed.
The Board received a copy of the final audited statement and reviewed the Auditor General’s observations with the administration.
#03-08-654 MOTION: Carmela Levesque moved the Board
accept the report
for
information. Carried unanimously.
1.2 Northeast
Alberta Community Board: Annual Report 2002/03
Recommendation: That the Board receive this report for information
Purpose of Report: Information
The Board reviewed and discussed the annual report submission for 2002/03 which was approved by the Board’s Audit Committee prior to being sent to the Provincial Board.
Each year the Board prepares an annual report submission to be included in the Provincial Board annual report. This year, the report highlights the Communicator of the Year Award recipients and the focus of the conference theme “Hearts, Minds, and Doors”.
#03-08-655 MOTION: Ralph Gorrie moved the Board accept the
report for
information.
Carried unanimously.
1.3 Northeast
Board First Quarterly Report April 1-June 30, 2003
Recommendation: That the Board receive this report for information
Purpose of Report: Information
The Board reviewed the first quarterly report for the 2003/04 fiscal year, which was provided to the Provincial Board in July 2003. This report highlights activities, events, and accomplishments of the Board in relation to their areas of core business.
The administration gave the Board a detailed overview of the first quarter financial statement.
#03-08-656 MOTION: Laurel Morris-Duncan moved the Board accept the
report for information. Carried unanimously.
1.4 Northeast
Region Input on Provincial Board Priorities
Recommendation: That the Board receive this report for information
Purpose of Report: Information
The Board held two community meetings in June, which involved representatives from nine communities, to review the current Provincial Board priorities of Housing, Employment, and Workforce Stability and to provide feedback in preparation for the Provincial Board Business Planning Forum in August.
The Board reviewed and discussed a summary of the Provincial Priorities identified at the two meetings, which were held in Vegreville and Westlock. The summary of the results of these meetings was taken to the Provincial Board.
#03-08-657 MOTION: Christine Botsford moved the Board accept the report
for information. Carried unanimously.
1.5 5th
Annual Regional Conference
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
The Theme of the conference this year will be “Making It Happen In Your Community”.
The Board reviewed and discussed details of the conference themes, invitations, and program. All Mayors and Reeves from participating communities will be invited to attend the conference banquet and a session on community capacity. Some entrepreneurs and employers from across the Region will also be invited to participate.
The Conference Organizing Committee has held two meetings, on July 17th and August 20th, 2003.
· Both the town and county are very involved with the conference this year.
· In addition to the banquet on Friday evening there will be fireworks and a dance.
· Invitations to the conference will be sent out in September.
#03-08-658 MOTION: Christine
Botsford moved the Board accept the report
for information.
Carried unanimously.
2. Administration
2.1 2003/04 Northeast Board Resource Allocation
Recommendation: That the Board approve the Northeast Alberta Community Board 2003/04 Budget Allocation of $21,508,000.
Purpose of Report: Board approval
The Board approved the Northeast Alberta Community Board 2003/04 Budget Allocation for 2003/04.
#03-08-659 MOTION: Ralph
Gorrie moved that the Board approve the Northeast
Alberta
Community Board 2003/04 Budget Allocation of $21,508,000.
2.2 Northeast Alberta Community Board
Monthly
Financial Report (July 31, 2003)
Recommendation: That the Board receive this report for information
Purpose of Report: Information
The Board reviewed the Monthly Financial Report for July 31, 2003 with the administration.
After four months of operation, the administration is forecasting a balanced budget for the year ending March 31, 2004.
#03-08-660 MOTION: Doug
Fleming moved the Board accept the report for
information. Carried unanimously.
2.3 Building Community Capacity
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
At their August 14, 2003 Board meeting, the
Provincial Board approved the purpose, criteria and guidelines for the
community capacity initiatives.
The two key criteria identified by the
Provincial Board as underlying these guidelines are:
1.
That funds are
directed towards initiatives that support communities to include individuals
with developmental disabilities, and
2.
That there is
flexibility to promote community-based innovation and creativity.
The Board had an initial discussion on community capacity – developing a working definition, designing a strategy, key messages, etc. A Board retreat will be scheduled in September for further discussion.
#03-08-661 MOTION: Christine
Botsford moved the Board accept the report
for information. Carried unanimously.
2.4 2003/04 Business Plan Initiatives: Overview
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
The Northeast Board 2003/04 business plan has a number of new and ongoing initiatives, which are related to each of the five Provincial Board Goals. Progress on each of these initiatives is reported in the quarterly reports during the year (June, September, December, March)
The Board reviewed the list of initiatives, which are sorted into two categories: External Contractors and Internal Resources.
The initiatives under the category of External Contractors will be “contracted out” to a variety of contractors, including Service Providers, community organizations, consulting firms and Partners, such as Post Secondary institutions.
Initiatives included under Internal Resources will be undertaken and managed directly by members of the administration.
#03-08-662 MOTION: Laurel
Morris-Duncan moved the Board accept the
report for information. Carried unanimously.
2.5 Northeast Region Professional Development Committee
Recommendation: That the Board receive this report for information
Purpose of Report: Information, understanding, and awareness
The Professional Development committee has
taken on the role of creating and coordinating consistent learning
opportunities in the Northeast Region since 1999. This committee is currently
comprised of members from nine service provider organizations and meets on a
regular basis.
The Board reviewed and discussed the Terms of
Reference for the Professional Development Committee and their new regional
initiatives.
The committee is preparing for a regional conference scheduled for February 2003. private Service Providers will also be invited to send staff to this conference.
#03-08-663 MOTION: Laurel Morris-Duncan moved the Board accept the
report for information. Carried unanimously.
G. Communications
from Board Chair
H. Communications
from CEO
Meeting August 18th, 2003 (Westlock)
· Met on August 21, 2003 with the administrators of the meeting. Letters of invitation to the next meeting are being prepared to go out under the signatures of Hansa Thaleshvar and Don Schultz.
Leadership Presentation October 2003.
· A Leadership Session will be scheduled for October for Service Provider Board members and CEOs. Russell Carr will be invited to give a presentation.
#03-08-664 MOTION: Doug Fleming moved the November Board
meeting be
scheduled for Sunday, November 16, 2003 in St. Paul. Carried unanimously.
I. In-Camera
Session (Review organizational issues)
#03-08-665 MOTION: Christine Botsford moved the Board
go In Camera at
9:05 am, to discuss organizational issues. Carried unanimously.
#03-08-666 MOTION: Christine Botsford moved the Board
come out of
Camera at 10:30 am. Carried
unanimously.
#03-08-667 MOTION: Christine Botsford moved the Board
go In Camera at
2:15 pm to discuss organizational issues. Carried unanimously.
#03-08-668 MOTION: Christine Botsford moved the Board
come out of
Camera at 2:40 pm. Carried unanimously.
J. Notice
of Motion/Request for Information
#03-08-669 MOTION: Laurel Morris-Duncan moved the Board
adjourn at
2:40 pm. Carried unanimously.
________________________________ _______________________________
Don Schultz, Chair Dr. Alex Hillyard, CEO