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

Guests:
Freda Phillips, Chair, Community Living Association for the Little Divide (CLALD), Donalda Toutant, Board Member, CLALD, Albert Cloutier, Co-Chair, Lac La Biche Community Council

1. Don Schultz, Chair, called the meeting to order at 9:00 am December 15, 2001.

The recording secretary reported that all Board members were present.

Johanne Hassey opened the meeting with a prayer.

2. Approval of Agenda

The agenda was amended to include: Item 1.5 Communication Strategy

#01-12-423 MOTION: Laurel Morris-Duncan moved the Board accept the agenda as amended.
                                       Carried unanimously.

#01-12-424 MOTION: Ralph Gorrie moved the Board approve the minutes. Carried unanimously.

Carmela Levesque, Bonnyville

• No community council meeting this month.
• November 26, 2001 - with CEO, attended a lunch meeting with community partners who were interested in learning about PDD, the meeting was coordinated by Lional Remillard, Chair, Bonnyville/Cold Lake Community Council.
• Agenda included housing and transportation.
• Lakeland Health Authority has a transportation task force.
• CEO brought up idea of a community government contract with partners at meeting.
• Attended meeting at DOVE for AARC standards review. Very good to be part of it.
• Received a letter from DOVE thanking me for my participation.
• Received lots of good feedback about the conference and how community geared it was.
• Delivered chocolates to DOVE and Catholic Social Services. They were well received.

Doug Fleming, Westlock

• December 10, 2001 - attended the Westlock Community Council meeting. Over 30 people participated. Lots of praise for the conference.
• As a result of the conference, one individual has gone to the local Taxi Company to help people without transportation get a cut rate for taxi fares. This individual is also planning to move out on her own and is looking at taking a life skills coaching course at Grant McEwan.
• Athabasca Community Council does not have a Chair at present. Will be looking for a new Chair after Christmas.
• Alberta Learning is looking at showcasing Barrhead Composite High School as a template for inclusion for other school jurisdictions to use.
• Westlock is looking at transition planning for 5 individuals during the next two years.
• Will be showing the PDD video, The Courage to Dream, The Right to Become, to principals at a meeting on Thursday, December 20, 2001.
• Started to deliver Christmas baskets to Service Providers. Very well received.
• Will be attending an Education Committee Meeting for Alberta School Superintendents and we will place transition planning on the agenda.

Laurel Morris-Duncan, Fort McMurray

• No Community Council meeting this month.
• Received many positive comments about the conference.
• All Academic Foundations Instructors at Keyano College have seen the video - received good feedback. One instructor showed the video to her class and made it into a writing exercise.
• On December 18, 2001 - will be meeting with the Special Needs Committee in the College. Hope to meet with the Dean as well.

Donna Desjardins, St. Paul

• St. Paul Community Council meeting - November 17, 2001
• Lots of discussion regarding the conference. There were positive comments regarding the food, panel discussion and group work;
• Parents did ask to consider having the agenda available beforehand, for any future conference;
• Next meeting, January 16, 2002.
• St. Paul Abilities Network
• The laundry department of SPAN is expanding. They will be offering industrial dry cleaning;
• They may be forced to shut down the recycling program due to cost overruns;
• Two part time, paid employees have now been hired by Peavey Mart in St. Paul;
• A review is underway of the Working Alone legislation;
• The new Elk Point office is very active. Presently, most service demand is for children;
• Portage College will be offering the second year of the Rehabilitation Program in St. Paul next year.
• WJS Alberta
• Barb Chaffee is moving to St. Paul on December 15, 2001.
• Inclusive Post Secondary Education
• A meeting was held in St. Paul on October 24, 2001. Bruce Uditsky, Executive Director of the AACL, was present as well as 13 self-advocates or advocates. It was realized that the Northeast region would have to develop a unique model, because of the distances and the fact that some individuals desire to participate in their own communities through the satellite programs, rather than going away to school. Further meetings are planned.
• A national conference is being planned on inclusive post secondary education in Calgary on March 8, 9 and 10, 2002.
• Professional Development Day Presentation - St. Paul Regional School Division
• NEAPDD, College Connection Project - Grant McEwan Community College, University of Alberta On Campus Project, and the Transvocational Program at Lakeland College, Vermilion presented post-secondary options to the teachers attending the PD Day.
• Doug Yeo, Superintendent of schools indicated that he would like to see a presentation also made to the principals of all of the schools in the region in the future.
• Portage College
• The college will be offering a continuing education certificate in human services in Whitecourt and Athabasca, commencing January, 2002. Eight courses will be available, and will be offered in the evenings and on weekends to facilitate participation by rehabilitation workers. These courses are recognized by Athabasca University and the Portage College rehabilitation program thus far. Further discussion is ongoing with other post-secondary institutions in the province.

Christine Botsford, Fort McMurray

• Have shown PDD video to business people in Fort McMurray.
• One business person asked for a copy to show to the rest of their staff; they also put up a NorthEast Community Online poster.
• Feedback from the conference was excellent; as a result one person is moving their sibling to Fort McMurray so their family can be together.

Ralph Gorrie, Vegreville

• The CEO and I met with the Honourable Ed Stelmach in his constituency office to discuss the following matters:
• The matter of the reallocation of funding to meet the required budget adjustments brought down by the Government. We discussed the various aspects of the reallocation as deliberated upon at our Board meeting with respect to reallocations of Board operation expenses and administration as well the funds available due to staffing unavailability. The bottom line was that there would be no effect on services to individuals or service providers. The Minister was pleasantly pleased to hear that we were the only Board to have a policy in the books disallowing deficit budgeting.
• This discussion led to his request for much information on the transition of authority in the PDD world. Our CEO graphically made several significant points, which the Minister wanted clarified. The matter of coordination of services was further discussed.
• We discussed the Two Hills situation regarding unnecessary space being used by WJS in the provision of services and office space. He was pleased to be alerted further at the meeting since he is the Minister of the Crown and the matter is of concern in his constituency.
• We presented him with a copy of our videotape, The Courage to Dream, The Right to Become, which he appreciated. It will give him further insight to our purpose.
• As well, we passed out our brochure "On Line" and filled him in on the significance of this medium for our people and others.
• December 8, 2001 VALID
• My wife and I were invited to attend the Staff Christmas Party, which was well attended by staff. They had an exceptionally good time with the merriment of the evening. It appeared that they were a rather cohesive group. Three Board members were able to attend along with myself. In all, it was a fine evening and I was please to be considered a part of them.
• In Conclusion
• Cathy Beer, Chair of the Community Council, organized a photo shoot regarding the presentations made in St. Paul to Joseph Zidar and Vantage Builders in the new newspapers in Vegreville.
• Since the conference in St. Paul, I have met Joseph Zidar several times uptown going to the bank and as he was doing his various jobs. We stopped on each of the occasions and had a very comforting talk. He was so proud and happy that it made me feel equally proud and happy to be a part of this movement.
• I have made arrangements for a major presentation to the Chamber of Commerce on February 21, 2002. My plan is to have Joseph and Vantage Builders present at the presentation of our video to alert the Chamber as a community partner. Our CEO and I will be planning the exact procedure and the program.

Johanne Hassey, Vilna

• December 5, 2001
• delivered Christmas baskets to the two agencies in Lac La Biche.
• Met with Kathy Littlechilds, CLALD - discussed various issues, how community works, etc.
• Attended the Lac La Biche Community Council meeting.
• Great feedback on the conference.
• Discussed how our children are treated at school.

Don Schultz, Barrhead

• Not a lot in Barrhead this month -more activity in the New Year.
• Attended the Blue Heron Christmas Party - lot of fun and lots of individuals who thanked me for the conference.

Freda Phillips, Board Chair, Community Living Association for the Little Divide, addressed the Board, saying that she is very pleased there is now a Community Council in Lac La Biche. Freda heard about the new Community Council when she attended the Northeast Alberta Community Board Strategic Planning Forum in June, in Lac La Biche.

• Very pleased about how things are happening, CLALD has lots of things to do but are making huge steps forward for the area.
• Some of the things CLALD has been talking about are more awareness in the community and transition planning. A representative from the Children's Authority will be attending the next CLALD Board meeting.
• CLALD residence is going well, residents are happy and doing well. This is the best way to tell how things are going.
• Very much appreciate the support of the Board, want to be open and communicative and partners with the Board.
• The CLALD Executive Director will be attending the PDD Business meetings. When CLALD and the Board can work together it is to their benefit.

1.1  Agenda Items from the November 17^th, 2001 Board Meeting
       Deferred to the December 15^th meeting

1.2 Northeast Alberta Community Board Conflict Resolution Process
            Recommendation: That the Board receive this report for information
            Purpose of Report: Information and Review

The Board reviewed the current policy and process for Conflict Resolution. This policy and process has not been used by the Board until recently.

This policy was updated by the Board at the January 16, 1999 Board meeting.

In accordance with this policy the administration conducted regional workshops and information sessions with Community Councils and Service Providers during 1999/2000.

The Provincial Board is developing a template to show the provincial criteria for eligibility.

1.3 Provincial PDD Board Appeal Process
            Recommendation: That the Board receive this report for information.
            Purpose of Report: To increase awareness and understanding.

Don Schultz, Chair, and member of the Provincial Board, provided an overview of the Provincial Board appeal process.

All individuals have the right to dispute a decision, including the opportunity for a formal appeal and that due process is a fundamental requirement. The Provincial Board has a legislative requirement to provide a mechanism for appealing decisions of the Community and Facility Boards.

The formal appeal process of the Provincial Board provides the opportunity for the use of a local dispute resolution process prior to initiating the appeal process. The appeal process provides an opportunity to use an informal review and/or medication prior to a formal appeal hearing by the Provincial Board Appeal Panel.

1.4 Board Governance Policy Manual: Distribution to Service Provider Boards
                  Recommendation: That the Board receive this report for information.
                  Purpose of Report: Discussion and direction to the administration.

The Board directed the administration to forward a copy of the revised Board Governance Policy Manual to the Chairs of the Service Provider Boards.

The Board also discussed and approved a draft letter for distribution to Service Providers with the copies of the Board Governance Policy Manual.

The letter is intended to offer the Governance Policy Manual as information regarding the policies and related processes in place by the Northeast Board. In addition, the letter is inquiring if the Service Provider Boards would participate in Board Development opportunities if offered by the Board.

1.2  Northeast Alberta Community Board Governance Policies: Board Ratification
                  Recommendation: That the Board receive this report for information.
                  Purpose of Report: Information and discussion.

The Board has completed a review of their Governance Policies, with directed additions modifications, updates and additions incorporated into the current Board Governance Policy Manual. The Board has formally adopted each policy by a Board motion.

To complete the Board Governance Policy Manual, the Board members and CEO signed the acknowledgement page of the manual affirming they have read and agree with all the approved governance policies contained in the manual including the Board's By-laws.

It is also understood that the Board members and CEO assume responsibility for their actions independently and collectively related to their respective roles and responsibilities and code of conduct outlined in the Governance Policies.

While this is a formal acknowledgement by Board members and CEO at a specific point in time, it is also understood that the review and development of Board Governance Policies will be ongoing and ratified by Board approval at the time of any policy revision, deletion or addition.

New Board members appointed by the Minister of Community Development will be held responsible and accountable to Governance Policies approved by the Board as a whole.

1.3  Northeast Alberta Community Board CEO Outcomes
       April 1, 2001-March 31, 2002: December 2001 Update
                Recommendation: That the Board receive this report for information.
                Purpose of Report: Direction to the administration

In May 2001 the Board reviewed the scheduled CEO outcomes for the period 2001-2002. The CEO outcomes for the Northeast Board were developed in concert with the Provincial PDD Board CEO outcomes. The CEO Outcomes are identified under the following major provincial priorities for individuals with developmental disabilities and Board operations:

1. The ability of communities to include people with disabilities will be supported.
2. Persons with developmental disabilities will have opportunities to be fully included.
3. Services provided under the PDD structure will be based on equitable Funding and access to resources.
4. Establish or maintain linkages with other departments.
5. Organizational Management
6. Reporting

CEO Outcomes Review and Board Direction

The administration welcomed the opportunity to review the outcomes completed to date with the Board. As the CEO outcomes are directed by, and represent the work of, the Board, such a review assists in the Board's annual evaluation.

The Board reviewed the CEO Outcomes with the CEO and discussed priorities and actions to be done in the last quarter of the fiscal year. Priorities were identified in the following categories:

1. Essential and must be completed by March 2002.
2. High priority and should be completed by March 2002.
3. Medium priority and should be started prior to March 2002.
4. May be carried over until the 2002-2003 year.

1.4 Board Policy Development: Individual and Community Recognition
                  Recommendation: That the Board receive this report for information.
                  Purpose of Report: Discussion.

The Board currently is developing a "Communication Framework" to increase community awareness and education regarding Persons with Developmental Disabilities in the Northeast region. Considerable work has been completed on this communication framework which includes an important element of individual and community recognition. In addition, the Board has undertaken the establishment of a policy in the area of Community Development. The intent of this policy is to support activities by individuals, organizations and groups in the community, which promote the Board's vision and mission for the Northeast Region.

The Board also has engaged in the practice of recognizing individuals for their contributions to Board sponsored events and activities. As a result, it was felt that the Board should have a general discussion on the topic of recognition and the number of current and past practices. Such a discussion would help to assess the need for a policy on Individual and Community Recognition, which may support or augment the development of the Board's policy on Community Development and Communication Framework.

Current Recognition Practices

I.  Communicator of the Year Awards

• Pictures and certificates

II.  Community Awards of Merit and Service

• Partner with Community Councils on plaques

III. Speakers, Leaders and Volunteers for Board Sponsored Events

• PDD clocks
• Plaques (Blue Quills)
• Letters and photos of appreciation
• Vests "Building on Community" for Conference members (community only) and volunteers.
• Key chains, letter openers, cross-pens, etc. for Conference facilitators.
• Sponsor Northeast Consortium of Service Providers Conferences (Human Resource Development, Delivering the Vision).

IV.  Media Coverage

• Newspaper photos and stories of Community Recognition Events (Regional and local papers).

V.  Board Sponsored Community Events

• Baskets and mugs for Golf Tournaments
• Golf balls, hats and mugs for golf tournaments
• Financial contributions (Special Olympics)

These recognition activities are in addition to the general awareness program the Board has of disseminating Board pens, pencils, address books (magnetic) and travel mugs.

The Board reviewed and discussed current recognition practices and considered the following questions:

1. The purpose of a recognition program
2. Who or which individuals or groups or activities have been recognized.
3. Which individuals or groups or activities have not been recognized and what form should such recognition take.
4. How would such a recognition program augment or work in concert with a Community Development policy and Communication Framework.

2.  Administration

2.1 Agenda Item from the November 17^th, 2001 Board meeting
      Deferred to the December 15^th meeting
      2.1 Protection for Persons in Care: Quarterly Report 
            April 1, 2001 - June 30, 2001
                  Recommendation: That the Board receive this report for information.
                  Purpose of Report: Information.

The Protection for Persons in Care quarterly report is twenty-two pages in length. The report contains the following information:

• Part I - information on the number of reports made to the reporting line, the categories of alleged abusers, the types of abuse reported, and the organizational structures where the reports originated.
• Part II - contains information on the status of the investigations from the last fiscal year, April 1, 2000 to March 31, 2001.
• Part III - examples of case summaries
• Part IV - administrative changes

During the period April 1, 2001 - June 30, 2001, the Northeast Board had two investigations. A status report for the period April 1, 2000 to March 31, 2001 reveals that the Northeast Board had seven investigations where 71.4% were confirmed as abuse under the act and 29% were dismissed (page 13 of the report).

The administration followed up on all allegation reports in accordance with the directions and recommendations from the office of the Deputy Minister, Dr. W. Bryne, Ministry of Community Development. The follow-up reports regarding each of the allegations have been filed with the office of the Deputy Minister of Community Development.

2.2  NorthEast Community Online
                 Recommendation:  That the Board receive this report for information.
                 Purpose of Report: To present a progress report on the development of NorthEast
                                                  Community Online.

A previous progress report was presented to the Northeast Alberta PDD Community Board at their October, 2001 meeting. Since that time, the following activities have been completed:

• The web site, NorthEast Community Online, was successfully launched at the 3^rd Annual Regional Conference in St. Paul on November 16/17. Pre-session workshops were well attended, and the Internet Café was a decided "hit" with the participants.
• Community Access Points (CAPsites) have been established in the following locations within the Alberta-North consortia: Athabasca, Fort McMurray, Bonnyville, Fox Creek, Cold Lake, Lac la Biche, St. Paul, Westlock, Whitecourt. In addition, the public libraries in Vegreville and Barrhead have received adaptive software, signage, and promotional materials to support access to NorthEast Community Online in these locations.
• Meetings have been held with PDD staff and Service Providers to discuss promotional strategies. A virtual meeting space has been set up to foster ideas and collaboration among stakeholders in the region.
• Information Dissemination – A presentation was made in October, 2001 in Fredericton, New Brunswick at the 2001 North American Web Conference to present the project and the prototype of the site. The presentation entitled "Web site development: A virtual learning community for adults with developmental disabilities" was well received and elicited inquiries from several participants.

Over the next several months, the following activities are planned:

• In January and February, 2002, open houses will be held throughout the Northeast Region in conjunction with Community Councils, to promote the web site and to introduce local CAPsites.
  -- Athabasca Community is planning to host an open house at the CAPsite located on the second floor of the Duniece Centre (Portage College) 4810 – 50^th Street.
• Training workshops are being discussed and planning will be conducted to support skill development in Online Communication Facilitation.
• Web site activity and requests will be monitored to provide direction for adapting and expanding the web site content.
• Information Dissemination – Submissions have been made to the following international conferences to present a session describing this project: 18^th Annual Pacific Rim Conference on Disabilities (March, 2002); Joint Conference of the International Council of Distance Education/Canadian Association of Distance Education (May, 2002).

Following discussion by the Board, the following directions were established:

1. Establish a common virtual meeting space for Board members, PDD Staff, and Service Providers (combining current meeting spaces).
2. Online presentation and review of web site activities at Northeast Board Meeting in
   Athabasca on January 19^th, 2002.
3. Presentation to Provincial PDD Board in February, 2002.

2.3 Northeast Alberta Regional Conference for Persons with Developmental Disabilities,
      November 16^th and 17^th, 2001: Draft Proceedings
                 Recommendation: That the Board receive this report for information.
                 Purpose of Report: Review and input.

The Board made a commitment to disseminate the proceedings to conference participants and to Provincial and Regional partners.

The Board received a draft of the proceedings from the conference. Board members will provide comments to the administration by January 10, 2002 and a report will be brought back to the Board meeting on January 19^th, 2002.

2.4 Alberta Brain Injury Initiative Request for Proposals (RFP): Community Supports
                 Recommendation: That the Board receive this report for information.
                 Purpose of Report: Information and discussion.

The Board received a copy of a request for proposals from the Ministry of Community Development for the Alberta Brain Injury Initiative. The vision for this initiative as contained in the RFP is as follows:

"By 2005 a comprehensive system of service, based on need, will be in place to support individuals experiencing effects of an acquired brain injury to live, work and participate optimally in the communities of their choice."

The RFP contains two separate requests a) RFP #1 - Support, Coordination and Outreach Services and b) RFP #2 - Community Services. This RFP has been forwarded to Service Providers in the Northeast Region.

G.  Communications from Board Chair

• We will be getting breakdowns on how dollars are spent, both provincially and regionally. These will help us see where dollars are being spent.
• I have been reappointed to the Provincial Board Executive Committee for six months
• Michener Centre - report will go to the Executive Committee on December 27^th, then to the Provincial Board meeting in January and to the Minister in February.
• I will be attending the AARC Spring 2002 Conference, April 24-26, 2002.
• Increased honourarium rates have been approved for PDD Boards.
  

H.  Communications from CEO

• Board meetings
• January - the Board meeting will be in Athabasca on January 19^th, 2002.
• February - the Board meeting will be at the call of the Chair - by conference call unless a full meeting is deemed necessary by the Chair
• March - the Board meeting will be in Whitecourt on March 16^th, 2001.
• Bereavement
• An Infoback was sent to the Minister regarding the untimely passing of Caroline Krueger of Athabasca on December 5, 2001.
• Caroline was born in Boyle, Alberta on November 13, 1972. She was 29 at her time of passing.
• Get Acquainted Lunch in Bonnyville - the Health Authority has a vision for 2010 for transportation for seniors aging in their homes.
• Athabasca - the community council will be hosting an open house at the CAPsite. A NorthEast Community Online poster was put up at the library and a library Board member has become an online facilitator.

J.  Notice of Motion/Request for Information

K. Next Meeting Dates

• January 19^th, 2002 Athabasca
• February 16^th, 2001 Conference Call
• March 16^th, 2001 Whitecourt

_________________________________                               _________________________________
Don Schultz, Chairman                                                               Dr. Alex Hillyard, CEO