PDD NORTHEAST COMMUNITY BOARD MEETING
Saturday,
August 21, 2004 9:00 am – 2:55 pm
Dr. Cairns
Boardroom, VALID Administration Office
4843-49 Street, Vegreville, Alberta
APPROVED MINUTES
Present:
Don Schultz, Chair, Donna Desjardins, Vice Chair, Ralph Gorrie, Glenn Hennig, Colleen Marks,
Caren Mueller, Dr. Doug Fleming.
Administration: Dr. Alex Hillyard, CEO; Lucille Froese, Recording Secretary
Absent:
Carmela Levesque, and Floyd Thompson were absent for personal reasons.
Guests:
Dr. Susan Moisey,
Athabasca University, John Elias, CLR Consultants, Nada Chelvam, Executive
Director, VALID, Heather Dale, VALID, Sharon Havens, Jamie Lafantasie,
Self-advocate, Helen Litwin, Service Coordinator, PDD.
A.
Don Schultz, Chair,
called the meeting to order at 9:00 am, August 21st, 2004.
#04-08-793 MOTION: Doug
Fleming moved the Board approve the agenda.
Carried unanimously.
C. Approval of Minutes
#04-08-794 MOTION: Donna
Desjardins moved the Board approve the minutes
as presented. Carried unanimously.
·
Forty-five
community members attended. Everyone had a really good time.
·
Next Community
Council meeting is scheduled for September 14, 2004.
Glenn Hennig,
Hilliard
·
Ball tournament
next weekend, August 28 and 29, 2004. We will have a great turnout this year
with sixteen teams coming to participate from places as far away as Regina.
·
There has been
more opportunity for the ball players to travel around the region this year
with games in Barrhead and Bonnyville.
·
I was pleased
to represent the Board at this session. From our region, Sandra Hardy, Roseanne
Krikke and Dr. Alex Hillyard, also attended.
·
The discussion
revolved around what the Core Business of the Provincial Board should be. It
was recognized that one of the most important roles of the Provincial Board was
that of supporting/encouraging interministerial discussion.
·
No meeting
during the summer. The next meeting will probably be held September 22, 2004.
At that time, a workshop on AISH will be offered.
·
A successful
golf tournament was held in July 2004. Our CEO hosted the CEOs from the
Edmonton Community Board and South Community Board for the day.
·
The annual
meeting is going to be held on September 15, 2004.
Colleen Marks, Legal
·
Attended the
Whitecourt Community Council meeting on July 8, 2004
·
There was a
Family Voices presentation by Don and Sandra. They asked members of the
Whitecourt Community Council to volunteer to help them connect with people in
Whitecourt. Some people forwarded their names to them.
·
Barb Chaffee
shared St. Paul’s experiences with their housing initiative. She also discussed
the Home Ownership Training Program and gave handouts on this. She inquired if
there was any interest regarding them doing a power point presentation to the
Whitecourt Community Council. Strategies were discussed as to how to get a
housing project started in Whitecourt. A Real Estate person is required to
assist.
·
Self-Advocacy Summit
·
Marjorie,
Christine and Mary-Jo will be attending.
·
The November
conference in Cold Lake was discussed and people were encouraged to attend.
·
There was no
Community Council meeting scheduled for August 2004 due to people being on
vacation. The next meeting is scheduled for September 2, 2004.
·
Family Support
for Children with Disabilities Act
·
This
legislation was proclaimed on August 1, 2004
·
Region #7 CFSA
had Karen Ferguson, Director responsible for the implementation of this new
legislation giving them a presentation on August 19, 2004. Don Schultz and I
attended. I have some brochures and materials available. It may be helpful for
this PDD Board to receive information regarding this. If so, I would be willing
to follow up on this.
·
I have copies
of Region #7 CFSA Annual Report for anyone who is interested.
·
I will be
attending the FASD Conference in Westlock on September 9, 2004.
Ralph Gorrie,
Vegreville
·
VTSS Progress
Report
·
Operational
finances are finally in place. The County of Minburn has agreed to our proposal
with the award of $5,000.00 for the west half of the County. Rates have been
adjusted to meet the rural distances involved. The further east residents are
awarded $15.00 for Taxi one way with the closer areas at $6.50 and $5.00.
Handibus, when available, will be $10.00 for each $25.00 charged.
·
The first
quarter included 284 vouchers @ $2.50.
·
Major trips
were medical trips representing almost 50% of the usage.
·
PDD people have
used ten vouchers. Expect higher usage come winter.
·
The Financial
position of the Society is presently around $20,000.
·
Rick Hanson
Wheels in Motion event brought in $5,200.00 of which 50% is dedicated to a
Handibus purchase.
·
Provincial
Board Policy Development Committee
·
Attended three
meetings to date.
·
August meeting
cancelled as the agenda lacked enough content to meet.
·
Next meeting is
scheduled for September 14.
·
Considerable
time has been devoted to discussion of the makeup of Second Century
Communities. It is understood that such communities will be exactly what we
determine them to be. They may vary in some small details but there will be a
designated community for which new policy will be needed.
·
The major
thrust will be Accountability and Assurance. The “Triple E” of comprehensive
auditing (economy, efficiency, and effectiveness traditionally defined good
public management. Today a forth dimension has emerged, “Efficacy” (Is what we
are doing what we want?).
·
The present
paper “In Pursuit of a Vision: Leadership, Assurance, Roles and
Responsibilities in Second Century Communities” seems to be the blueprint for
Policy in the Second Century Communities.
Dr. Susan Moisey, Associate Professor, Athabasca University, gave a presentation on the Northeast Community Online and the Inclusive Library Project.
John Elias, CLR Consultants, Inc, gave the Board a presentation on the development of the new Northeast Board website.
1. Board
Communications & Operations
1.1
Northeast Alberta Community Board Quarterly Report
for the Period April 1, 2004
to June 30th, 2004 (First Quarter)
Recommendation: That the Board receive this report for information.
Purpose of Report: Information
The Northeast Board is responsible for presenting four quarterly reports during the year to the Provincial Board. Each report contains information on the activities and results achieved by the Board to support their business plan strategies and goals during the quarter.
The quarterly reports from all the Community Boards are aggregated into a Provincial quarterly report.
The Board reviewed and discussed highlights from the first quarterly report for the 2004-2005 year, including housing and transportation. The Board is forecasting a balanced budget.
#04-08-795 MOTION: Colleen Marks moved the Board accept the
report for
information.
Carried unanimously.
1.2
Northeast Alberta Community Board Audit Committee:
Membership and Report
Recommendation: That the Board approve the following appointments to the
Northeast Alberta Community Board Audit Committee effective August 21st, 2004:
· Donna Desjardins (2 year term)
· Floyd Thompson (2 year term)
· Caren Mueller ( 2 year term)
Purpose of Report: Approval of committee membership
In accordance with the terms of reference for the audit committee, the Board approved the appointment of Donna Desjardins, Floyd Thompson, and Caren Mueller, to the Northeast Alberta Community Board Audit Committee, effective August 21st, 2004. Donna Desjardins was appointed Chair of the Audit Committee by the Board Chair.
#04-08-796 MOTION: Doug Fleming moved the Board approved the
appointments of
the Audit
Committee as presented. Carried unanimously.
Donna Desjardins gave a verbal report from the Audit Committee.
· There will be an Audit Committee meeting in September or October.
· The Office of the Internal Auditor is planning an exit meeting for the internal audits in the Northeast Region.
· The Provincial Audit Committee will be offering training to all Audit Committees across the province.
· The external audit exit meeting has been completed.
#04-08-797 MOTION: Donna moved the Board accept the Audit Report.
Carried
unanimously.
1.3
Revision to the Financial Statements for the Year Ended
March 31, 2004
Recommendation: That the Board receive this report for information.
Purpose of Report: To provide the Board with updated information on a
required revision to the financial statements for the period ending March 31, 2004.
The Financial Statements for the period ended March 31, 2004 were approved by the Community Board on June 26, 2004.
On July 6, 2004, Treasury Board approved an amendment to the Salary and Benefits Disclosure Directive for 2003-04 Financial Statements. The intent of the amendment to the Directive is to provide more detail than was previously provided. The total values did not change.
The Board reviewed the information related to this amendment.
#04-08-798 MOTION: Ralph Gorrie moved the Board accept the
report for
information.
Carried unanimously.
1.4
Community Input for Provincial Priorities
Recommendation: That the Board receive this report for information.
Purpose of Report: Information
The Provincial Board planning cycle for the 2005/06-2007/08 business plan began on August 12, 2004.
During the month of June, the Board held three input sessions where, collectively, ten communities were represented with over one hundred and thirty people attending. In addition to these sessions, the administration facilitated a similar process with the Northeast Consortium of Service Providers.
The Board reviewed and discussed the results of the community input sessions. This information will be used in the business planning/priority setting process.
Copies of the results will be shared with the communities and with the Consortium of Service Providers.
#04-08-799 MOTION: Caren Mueller moved the Board accept the
report for
information.
Carried unanimously.
1.5
Northeast Alberta Community Board Annual Report 2003-04
Recommendation: That the Board receive this report for information.
Purpose of Report: Information
The Board reviewed and discussed a copy of the Northeast Region annual report for 2003-04, which they are responsible for submitting to the Provincial Board each year.
Both the message from the Chair and the section on future opportunities speaks to ‘community caring’ as a strength with the region, for supporting individuals with developmental disabilities and building community capacity.
#04-08-800 MOTION: Glenn Hennig moved the Board accept the report for
information. Carried unanimously.
1.6
Provincial Board Policy Development Committee: Update
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and discussion
Mr. Ralph Gorrie who represents the Northeast Board on the Provincial Board Policy Development Committee, gave the Board a verbal report on the activities of the committee.
The Board members received a copy of the document “In Pursuit of a Vision: Leadership, Assurance, Roles and Responsibilities in Second Century Communities” for review and discussion and will give feedback to Mr. Gorrie by September 7, 2004.
A further discussion on this paper will be scheduled for the next Board meeting.
#04-08-801 MOTION: Ralph Gorrie moved the Board accept the report for
information. Carried unanimously.
2.
Administration
2.1 NorthEast Community Online and Inclusive Libraries Initiative:
Project
Update (Deferred from June Board
Meeting)
Recommendation: That the Board receive this report for information.
Purpose of Report: Information
The Northeast Board provides funding to maintain the Northeast Community Online website and to promote the use of online technology in the region.
Dr. Susan Moisey, Associate Profession, Athabasca University, gave a presentation on the NorthEast Community Online project and the Inclusive Libraries project.
Over the past few months, the following activities have occurred:
· Conference Presentation
· On June 2nd, 2004 a presentation on this project was made to the Canadian Association of Distance Education (CADE) conference in Toronto Ontario.
· “Pizza Night” Orientation
· On May 19, 2004 a “Pizza Night” Orientation was held in Westlock, with more than 45 people in attendance.
· Computer Coaching, Barrhead
· Computer coaching was provided to individuals in Barrhead. A total of 13 individuals received support and increased their level of skill and knowledge regarding how to use a computer and the Internet.
Inclusive Library Initiative
The project, “Inclusive Libraries Initiative: Creating Community Information Centres to Foster Online Communications and e-Learning in Marginalized Populations”, consisted of the following three components. Funding for this project was received through the Community Capacity Development program.
· E-mail Mondays
· Resource and Readiness Analysis
· Building an Inclusive Library – Resource Package
2.2 Multi-Media Updates: Funding Manual CD Rom,
and
Northeast Website
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and input from the Board
CLR Consultants Inc., a web design company headed by John Elias, has
been contracted to redesign the Northeast PDD web site and to develop a CD-ROM
to present the information in the Understanding Your Funding Options manual. Dr. Susan Moisey is serving
as a consultant on both these projects, providing advice on format and content.
John Elias gave the Board a presentation on the new website to show what has changed from the old website to the new. The key difference is an interface that users will be able to derive more information from more easily.
The new site will be easier to maintain and update and will be kept current and relevant to people’s needs.
Mr. Elias gave each Board member a copy of a CD-ROM to present the information in the Understanding Your Funding Options manual. Board members will give feedback on the manual to Mr. Elias within ten days.
2.3 Community Capacity Initiative
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and discussion regarding the Community
Capacity initiatives criteria and application process for the 2004/2005 year.
During the 2003/2004 fiscal year the Board
adopted a strategy of engagement with Municipal leaders in the Region. Their
feedback indicated that all the Mayors and Reeves appreciated the opportunity
to be part of the process. A number of activities took place. One example is
the Inclusive Library Project.
A letter will go out to municipal leaders in September, with follow up letters from Board members, to let people know there is a process where they can submit proposals.
#04-08-802 MOTION: Doug Fleming
moved the Board send a letter to Mayors and
Reeves,
under the Chair’s signature, outlining the community capacity project.
Following up in each community with personal visits. Carried unanimously.
#04-08-803 MOTION: Colleen Marks
moved the Board accept the report for
information. Carried unanimously.
2.4 Northeast Regional Conference 2004: Update
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and discussion.
The Conference organizing committee has met three times to date with the last meeting on July 14, 2004.
A letter will be sent out in early September announcing the conference and application process for this year. The sub-theme this year, for the Saturday session, is “Sharing Individuals Gifts and Celebrating Champions”.
The Board reviewed and discussed a copy of the letter of invitation for the conference and the plan for the Saturday sessions.
Community Councils in the region will be asked to identify recipients for the Service and Merit Awards.
C.
Communications from Board Chair
·
I represented the Board at the Community
Living Association for the Little Divide (CLALD) 25th Anniversary
celebration.
·
The
MLA for Lac La Biche-St. Paul was there – he had nice things to say about
Northeast PDD and the work the communities are doing.
·
Attended
two informal reviews on behalf of the Provincial Board – unfortunately, both
went to appeal.
·
Attended
a special Provincial Board meeting regarding the next steps for Michener.
·
At
that meeting the Provincial Board decided to have their administration look at
different options and make a recommendation to the Minister.
·
Attended
a Children’s Authority meeting in Barrhead on September 19th.
·
Very
good presentation on the new Family Support for Children with Disabilities Act
– to take a look at the quality of life first and not a cookie cutter approach
as has been in the past.
·
Could
have them come and make a presentation to the Northeast Board on that Act and
how it affects things.
·
On
behalf of PDD, brought up the point that (in other regions) Children’s Services
Workers are not informing families when their sibling turns 18 that they might
not quality for PDD services.
·
Only
25 percent of children with disabilities meet PDD criteria when they turn 18.
H. Communications
from CEO
· St. Paul Special Olympics Ball Tournament:
St. Paul, August 28 and 29
· Will be volunteering in the concession booth.
· Office of the Internal Auditor: Exit Interviews
· Some Internal Auditor reviews are still going on.
· The Fall Institute, October 25-28, 2004
· AACL has asked Community Boards to commit to sponsoring someone to attend.
#04-08-804 MOTION: Doug Fleming moved the Board partner with
AACL to
sponsor two spots for registration, travel, meals and accommodation, and request AACL to help decide who should attend. Carried unanimously.
I. In-Camera Session
(Review organizational issues)
#04-08-805 MOTION: Colleen
Marks moved the Board go In-Camera at 9:00 am
to discuss organizational issues. Carried
unanimously.
#04-08-806 MOTION: Donna
Desjardins moved the Board come out of Camera
at 10:00 am. Carried unanimously.
J. Notice of
Motion/Request for Information
K. Proposed Meeting Dates
#04-08-807 MOTION: Doug Fleming moved the Board adjourn at 2:55 pm.
Carried unanimously.
________________________________ _______________________________
Don Schultz, Chair Dr. Alex Hillyard, CEO