Don Schultz, Chair; Phil Fluet, Vice-Chair; Donna Desjardins; Dr. Douglas  Fleming; Carmela Levesque; Laurel Morris-Duncan and Johanne Hassey; Administration: Dr. Alex Hillyard, C.E.O.; Lucille Froese, Recording Secretary.

Regrets: Christine Botsford; Cathy Beer.

1. Don Schultz, Chair, called the meeting to order at 9:00 am, December 16, 2000.

2. Approval of Agenda

G. Communication from CEO - add Joint Board Meeting with Edmonton Community Board

#00-12-265 MOTION: Carmela Levesque moved to accept the agenda with changes. Carried unanimously.

Correction - move Motions regarding In-Camera meeting to section A. of the minutes.

1.1 Board Transition with Pending Ministerial Appointments
         Recommendation: That the Board consider adopting the following Motion:

In so much as the Minister of Health and Wellness is scheduled to announce the appointments to the Northeast Alberta  PDD Community Board early in the New Year (01/01);

And

As the Northeast Alberta PDD Community Board does not wish to encumber or pre-determine the responsibilities or actions of the forthcoming appointed Board members or the Board as a whole;

And

As the number of incumbent Board members whose terms are not involved in the appointment process (3 members) does not constitute a quorum of the Board in accordance with the Board's by-laws;

It is moved that during the transition period awaiting the Ministerial appointments, the Northeast Alberta PDD Community Board will not consider "Motions" or "Notices of Motion" which result in Board action during or following this transition period.

In keeping with the intent of this motion, it is understood that the Board may receive information reports during the transition period regarding administrative operations or activities related to the current operations of the Board or information reports related to activities previously initiated by the Board.

1.2  Board Financial Report: Expenditures and Forecast, November 30, 2000
              Recommendation: That the Board receive this report for information
              Purpose of Report: Information and discussion

The CEO reviewed the Board's budget breakdown as of November 30, 2000. At the current expenditure rate it is projected that the Board will have a balanced budget by March 31, 2001.

The forecasted surplus of $20,797 in Board member expenses is offset by the forecasted deficit of $22,770 in Board supplies and equipment.

The over expenditure in Board supplies and equipment is due to block billing of expenses for hotel and meals rather than coding a proportion of these costs to each Board member. The Board may wish to adjust the budget category allocations for Board member expenses and supplies and equipment to more accurately reflect actual expenditures.

While the overall forecast by March 31, 2001 is for a balanced budget, the Board is requested to identify unforeseen expenditures that may affect this forecast. The administration will prepare a revised budget forecast as a result of this information for the January meeting.

The Board identified the following items that may impact the Board's budget:

• A two or three day Provincial conference for all Board members;
• One day of orientation for new and continuing NE Alberta Community Board members.

These costs will be incorporated into a revised budget forecast for the last quarter of the fiscal year.

1.3  Provincial PDD Board Attitude Survey
              Recommendation: That the Board receive this report for information
              Purpose of Report: Information

The Provincial PDD Board completed a provincial survey in the first year of operation and made a commitment to have this survey completed every two years. A provincial committee has revised the survey forms to enhance our ability to gather information while at the same time maintaining similar questions to ensure comparability from the first survey to now.

One notable change to this is the inclusion of a brief summary of survey highlights from two years ago and a description of Provincial and Community Board actions to address issues identified in the first survey.

The surveys are scheduled to be forwarded to guardians/parents and individuals with disabilities in late December, with a return date of February  8^th, 2001. Within the Northeast region the survey forms will be coded by community for purposes of reporting results by community.

The administration will be asking the Service Providers to assist in the dissemination of the surveys. While the general letter accompanying the survey will direct inquiries to Community Boards, all responses will be returned directly to the Provincial Board office through self-addressed stamped envelopes.

1.4  Northeast Alberta PDD Visual Identity and Presence: Update
              Recommendation: That the Board receive this report for information
              Purpose of Report: Information and discussion

The CEO distributed copies of the new letterhead and business cards and updated the Board on the video production schedule which has been altered to ensure involvement by all members of the Northeast Community and for more conducive filming conditions.

The next stage of production is the framing of a script with supportive narrative interviews and follow up filming in local communities. The theme of the production is Building on Community Strengths and will provide a bank of video tapes which will be the property of the Northeast Board. The production company will maintain a video library for use in developing additional videos for use by all members of the Northeast Alberta region PDD community.

The administration will provide the Board with information reports at each stage of the project for their input and approval.

1.5  Provincial PDD Board Initiatives: Update
              Recommendation: That the Board receive this report for information
              Purpose of Report: Information and Discussion

The PDD Provincial Board Administration is undertaking a number of initiatives over the next few months that will be requesting participation and input by stakeholders.

Each of these initiatives has their origin from community input and resulting recommendations in the "Building Better Bridges Report" initiated by Associate Minister Gene Zwozdesky. Information on the initiatives and terms of reference and timelines will be communicated through community groups and committees.

The initiatives are:    Eligibility and Intake Review Project
                               Community Rehabilitation Workforce Strategy
                               Models of Funding Project

Specific requests have been received by the administration for representation on two of these initiatives. Northeast representation is as follows:

Community Rehabilitation Workforce Strategy
       Representation:  Service Providers:  Mr. Tim Bear
                                PDD                      Dr. Alex Hillyard

Models of Funding Project
       Representation: Service Providers: Mr. Greg Morris
                               Parent:                  To be determined after
                                                            discussion with the Northeast Board

Each of these initiatives will have a large working group with representation from all PDD Service Providers and families/guardians. The timelines and terms of reference for each initiative along with information reports will be shared with the Board.

1.6  Surplus Funds: Northeast Board proposal
              Recommendation: That the Board receive this report for information
              Purpose of Report: Information and discussion

Mr. Menzies in a memorandum of November 16, presented information about the treatment of surpluses that may arise at the Board level. This report presents a proposed framework and operating principles for the utilization and expenditure of surplus funds accumulated as of March 31^st, 2000 by the Northeast Alberta PDD Community Board.

The Northeast Board proposes that the amount of the accumulated surplus as of March 31^st, 2000 (principal) be invested and that the resulting interest within a given year be expended annually in the Northeast Region.

The Northeast Board and their administration propose to initiate a community involvement process regarding this project in January, 2001.

2.1 Wage Increase: Northeast Regional Plan and Process
             Recommendation: That the Board receive this report for information
             Purpose of Report: Information

The total amount of dollars identified for the wage increase effective April 1, 2000 for the Northeast Region was $884,000.

Service Providers were involved in the planning and distribution of wage increases throughout the Region and operating principles are in place for the distribution and retention of wage increases and resulting under utilization.

2.2 Employment Initiative: St. Paul Office
             Recommendation: That the Board receive this report for information
             Purpose of Report: Information and discussion

The 2001-2004 Provincial and Northeast Board business plans have identified employment for individuals with developmental disabilities as a major priority and community initiative. A major strategy within this priority is the involvement of business and community organizations first at an awareness level regarding the employability of individuals with developmental disabilities and secondly in the development of employment opportunities.

As part of their initiative, the administration is reviewing employment opportunities within the office in St. Paul. These options include service contracts with individuals and direct employment.

2.3  Individual Planning/Outcomes Model: Pilot Project
              Recommendation: That the Board receive this report for information
              Purpose of Report: Information

Part of the process within the Individual Funding Agreements is the review of an individual's program. This review takes place minimally on an annual basis and usually includes the individual for whom the agreement and program has been developed, family member/guardian, service provider and PDD staff.

Traditionally this review includes verbal reports with some level of objective date or information to support goals of the program. The level of involvement and participation of the individual about their program will vary depending on a number of influences. The administration began exploring alternative ways or methods to use during these conferences which would result in a greater involvement and participation by the individuals with a developmental disability when discussing and reporting on the program.

A pilot project was designed to use a visual portfolio approach where the individual and support worker took responsibility to "capture" the program on film. This would then be used in a presentation during the conference to bring the program to the conference participants.

The results of the pilot show that a relatively inexpensive and different way of doing traditional things can create:

• Individual program ownership
• Confidence and presentation skills
• Enthusiasm from Service Providers
• New ideas and approaches to try next

2.4  Business Plan 1999-2000 Initiative on Aging and Life Transitions: Update
              Recommendation: That the Board receive this report for information
              Purpose of Report: Information and discussion

There are a number of regional initiatives supporting services and information for our aging population and their families.

• June 2000 - 2nd day long workshop with focus on the older client;
       Topics: Grief and Loss, with C. Yewchin,  St. Paul Funeral Home
       Depression and Dementia with L. Gillamn, Bethany Care Centre, Camrose
• July 2000 - Preparation of "What are you doing after work". A PDD staff handbook which summarized information from workshop 1 and 2 and presented the work of the Business Plan goal
• September 2000 - First meeting of Issues and Ideas group - a quarterly gathering for service providers, staff, community persons and families to participate in a forum of ongoing education, support and development of initiatives to enhance the quality of services offered to the older client.
• January 24, 2001 - The next meeting of the Issues and Ideas group is scheduled for.
         Topic: "When a Client Dies"
• June 2001 - workshop planned on "Working with the Older Client"

The focus of these activities is to:

• Increase the awareness of life transition around aging for individuals and families
• Identify skills and resources for use by  PDD staff and Service Providers
• Ensure transition planning opportunities for individual life plans for individuals with developmental disabilities 50 years and older

Currently there are 54 individuals in the region receiving service who are 50 years of age or older.

• November 25, 2000 - attended AACL Board meeting with the  CEO; the Provincial  PDD Board Chair and CEO also attended. Discussed what is happening provincially and in the NE Region. AACL congratulated the NE Board for open, transparent and forward thinking;
• December 14, 2000 - attended the Provincial Board meeting. Four candidates for the Provincial CEO position were interviewed by the Board; successful candidate will be announced at a later date;
• The Minister is expected to announce the new Board appointments on December 19, 2000;
• December 6, 2000 - with the CEO and Doug Fleming, attended a meeting in Westlock with the Rotary Club presidents from Westlock, Barrhead and Athabasca. We will be meeting with the Rotary organizations in these communities and making presentations, in late January or early February.

• The Vocational Rehabilitation and Research Institute (VRRI) are taking a very active interest in the NE region which is partnering with them on several initiatives;
• There will be a staff meeting in Edmonton on January 19, 2000 at Grant McEwan College from 10:00 am to 2:00 pm. Interested Board members are welcome to attend and a copy of the agenda will be sent to all Board members when finalized.
• The NE consortium of Service Providers are planning a retreat for February 20-22, 2000.
• November 28, 2000 - attended partnership meeting - meeting of all  PDD CEO's, Mental Health, Alberta Association for Community Living  (AACL) and Alberta Association of Rehabilitation Centres  (AARC). Concept was to get everyone around the table who is involved in adult services to talk about commonalities.
• Distributed copies of the draft minutes from the joint Board meeting with the Edmonton PDD Community Board and their comments with regard to the minutes.
• Point 1 - leave as is
• Point 2 - remove as an emerging recommendation and put as an item for further discussion by both Boards.
• Point 4 - change to phrasing suggested by Edmonton Board.
• Administration will prepare the recommendations for the Chairs' signatures.

6. Board Regional Feedback and Future Direction

Doug Fleming, Westlock

• December 6, 2000 - attended meeting with the Rotary presidents from Westlock, Barrhead and Athabasca. They have invited us to come back for a discussion on what they are doing in their communities with persons with developmental disabilities.
• Transportation - working on a pilot project to assist clients to go to Barrhead on Saturdays.
• Delivered a Christmas basket to Westlock Independence Network.

Laurel Morris-Duncan, Fort McMurray

• Delivered a Christmas basket to Fort McMurray Salvation Army START. Discussed housing issues and joint ventures in the community.

Donna Desjardins, St. Paul

• St. Paul Community Council meeting, December 6, 2000;
• There was an excellent turnout, with lots of enthusiasm and discussion around dreams for the future. One individual announced that he is going back to school this year;
• A video on self-determination was viewed;
• A presentation was made to the St. Paul Child Care Society and to Steven Kimball, recognizing their regional awards at the recent family conference;
• Pictures recognizing these special achievements appeared in the St. Paul Journal;
• Next meeting of the St. Paul Community Council is January 24, 2001; Jenni  Pate will make a presentation on the  entreprenurial project.

• SPAN
• Have seconded three practicum students from Saskatchewan;
• Are hoping to have the new Action van as well as another new van in January;
• Are pleased to be working with  PDD in downsizing the number of residents in each of their residences to three;
• A Christmas basket was delivered to SPAN on December 12, 2000, wishing the staff all of the best.
• Portage College is now initiating an Integrated Post Secondary Education Project. Meetings are being held with and support is being offered from the Grant McEwan College and the University of Alberta programs to ensure that the program is successful. Lakeland College has also expressed some interest.

Phil Fluet, Cherhill

• Attended Whitecourt Community Council meeting - they have been very active addressing issues that concern them over the years
• One notable citizenship approach they use is to invite representation from boards and agencies that make decisions about matters they are concerned about along with seeking representation in bodies that make decisions that effect their lives.

Johanne Hassey, Vilna

• Will deliver a Christmas basket today to  CLALD, with a box of chocolates for the residence.

Carmela Levesque, Bonnyville

• Attended a dinner meeting with the Needs Assessment Steering Committee.
• Reviewed the first draft of the Bonnyville/Cold Lake Needs Assessment that will be coming to the Board in February.
• Bonnyville/Cold Lake Community Council
• Jenni Pate gave a presentation on the Entrepreneurial Project.
• Staff are working with the community council to come up with an agenda for the year - home ownership, abuse training, etc.
• December 9, 2000 - attended the Dove/CSS Christmas party
• Will be taking Christmas baskets to Dove and  CSS on Monday or Tuesday.

Don Schultz, Barrhead

• Attended the first official Barrhead Community Council meeting for the year
• A plaque was presented to the Keir Care Centre
• The Chair of the community council announced her retirement
• Next meeting is planned for January 10, 2001
• Will be delivering a Christmas basket to Blue Heron on Monday or Tuesday.

________________________________           ________________________________
Don Schultz, Chair                                              Alex Hillyard, CEO