PDD NORTHEAST COMMUNITY BOARD MEETING
Saturday,
December 13, 2003 8:50 am – 2:30
pm
MacArthur
Place, Lac La Biche, Alberta
APPROVED MINUTES
Present:
Don Schultz, Donna Desjardins, Christine Botsford, Dr. Doug Fleming, Ralph Gorrie,
Carmela Levesque, Laurel Morris-Duncan
Administration: Dr. Alex Hillyard, CEO; Lucille Froese, Recording Secretary
Guests:
Susan Johnson, Board Chair, CLALD, Freda Phillips, Board Member, CLALD, Jody Nicholson, Executive Director, CLALD, Kathy Littlechilds, CLALD, David Phillips, Community Member, Lac La Biche
A.
Don Schultz, Chair,
called the meeting to order at 8:50 am, December 13, 2003.
#03-12-706 MOTION: Donna
Desjardins moved the Board approve the
agenda.
Carried unanimously.
C. Approval of Minutes
#03-12-707 MOTION: Ralph
Gorrie moved the Board approve the
minutes as presented. Carried unanimously.
Carmela Levesque, Bonnyville
· The Cold Lake Community Council had an information evening and opened it up to the community. Forty people attended.
· A presenter spoke to all the audience regarding guardianship, trusts, wills, etc. This was a good opportunity to engage the community.
· Bonnyville Community Council – discussion on finding ways to bring people into the community with suggestions on having a pizza night and inviting the Mayor, RCMP, etc.
· Will be attending the Dove/CSS Christmas party.
· Delivered Christmas trays to Dove, CSS, and Community Options.
Doug Fleming, Westlock
· Thirty-five people attended the Athabasca Community Council meeting, including the media.
· Did not spend a lot of time on business – more socializing. Awards were presented to the recipients who were unable to attend the conference.
· The change of meeting location to the school has helped the community council develop some real momentum.
· Being invited into the school is helping us to work together.
Laurel Morris-Duncan, Fort McMurray
· Attended the Fort McMurray Community Council meeting.
· Lots of discussion around AISH and how to get people to be more aware of the housing needs in Fort McMurray.
· Emily Wright was presented with the Merit Award.
· There was a lot of discussion about the conference with a very positive response about the Saturday planning session and networking.
· Some people felt the Saturday session started too early. They were very tired after the long trip and so much activity the night before.
· The Fort McMurray Community Council would like to host the conference in 2005.
· Geoff Wright, Chair, composed a letter to Guy Boutilier regarding AISH.
Christine Botsford, Fort McMurray
· Will be delivering Christmas Baskets to the agencies next Tuesday.
· Attended a Train the Trainer session as a parent.
· Did not find it that helpful as a parent. It focused more on the paperwork.
· Gave out PDD pins to participants.
· Talked to the school administration when visiting Ponoka – they had never heard of PDD and are interested in contacting the Board in their area.
Ralph Gorrie, Vegreville
· Vegreville Transportation Service Society (VTSS)
· The group, with varied participants, meets monthly to work at its vision to provide affordable transportation to those who require service.
· Presently we have prepared a presentation, which members will use to meet several groups over the next few months.
· Attempts are being made to meet with service clubs in particular to determine the possibility of funding for affordable transportation.
· The group is not thrilled to become the operator, but to be a subsidizing agency for those who cannot afford such services.
· The movement is for an inclusive operation.
· It is their hope to obtain community support to encourage the municipality to provide funding for a subsidized plan.
· October 21 Community Council
· Reported to the Council regarding the very successful meeting with the Japanese delegation.
· Board development program regarding the operation of not-for-profit organizations such as VALID can operate effectively as volunteers.
· Discussed the Affordable Housing Initiative at Bonnyville giving them a little detail as to how this might be accomplished.
· Informed them of the Cold Lake Community Council publishing a newsletter for its people.
· Introduced the concept of Building Community Capacity in particular to provide information to municipal councils with the view of their accepting some responsibility as a partner in the community.
· Confirmed the members who will be attending the Northeast Regional Conference.
· Council established its priorities for future meetings.
· In particular a further look at the research project of “Making Community Councils Work.” Nothing has been done in this regard since the project was completed. It may need some direction from central office. In any case it will be on the agenda in January.
· February is planned to look at the Self-Advocacy Network.
· The Xmas Potluck will be held on November 25.
· VALID meeting – November 12
· Informed the Board of the success of the Japanese delegation to our region.
· Discussed the November Conference with respect to program.
· The session allocated to Building Community Capacity with municipal councilors.
· Reported on the CEO and I meeting with our local councilors. It was an excellent learning situation as to the concept itself with respect to knowledge and commitment.
· Discussed the Carr Workshop at Westlock, which their Chairperson and I attended. The true concept of governance was talked about in relation to its development.
· Informed the Board of the call for nominations due on November 14, 2003.
· Community Council Xmas Party – November 25, 2003
· Pot Luck Supper enjoyed by the individuals we serve and workers and guardians with about 25 in attendance.
· From our supply of goodies we arranged a draw for Xmas presents, which made the evening rather happy.
· VALID Staff Xmas Party – November 29
· A wonderful event prepared by the Staff.
· Of significance was the Staff Recognition Awards where by staff voted much like the Academy Awards, by departments.
· The cohesiveness of the staff was quite evident.
· Visit to WJS’s Mundare Group Home
· By invitation I enjoyed the 20 minutes or so of being shown the 3 bedrooms of the individuals we serve, of which they were most proud.
· We sat down at the kitchen table and talked about many joyous moments as the group proudly showed their hobbies and their many remembrances (keep sakes).
· I will be delivering Xmas greetings to the Mundare Home as well as the two in Vegreville.
· VALID Board Meeting – December 4
· Brought to their attention the comprehensive performance evaluations of the CEO and the Board by an external agent.
· Discussion of the Northeast Conference, which was judged to be another great success by the Board.
· The Chair, Donna Kotelko and the CEO outlined the major areas of the Strategic Planning Session they had devoted their energies to which included:
· Programs rather than Funding
· Staffing and Motivation
· Community Governance and Participation
· Outcomes and Strategies
· I thanked them for the invitation to their Xmas party and the opportunity to be with them at this time of the year.
· On behalf of our Board, I extended greetings and left a Xmas package for them and their staff.
Donna Desjardins, St. Paul
· St. Paul Community Council
· Met on November 19, 2003 with an excellent turnout.
· Lots of excitement and discussion around the Conference. The Council would like to get the results regarding the cloud bursting for St. Paul as soon as possible.
· “Studio Pete” showed pictures from the conference.
· The council is going to nominate one of the entrepreneurs in St. Paul for the St. Paul Chamber of Commerce Small Business of the Year award.
· Special Olympics St. Paul
· St. Paul Abilities Network has contributed $5,000 to assist the organization in support. The organization is hoping to be able to activate some new sports in the near future, such as equestrian and curling.
· St. Paul Abilities Network
· Christmas party this evening. Ray and I will be attending.
· They are developing some excellent partnerships within the community with regards to a new building.
John McKnight
· I attended the presentation by John McKnight at Blue Quills College on November 21, 2003. It was an excellent presentation that reinforced community building is done one person at a time, and that everyone has something to offer to community. This is definitely a message that we must remember as we talk with our communities about community capacity.
· Community Capacity
· Dr. Hillyard and I have met with the administration of the Town and County, as well as representatives from FCSS, both Town and County and Community Council representatives and St. Paul Abilities Network representatives to discuss directions for community capacity. Lots of ideas were discussed. We will be talking further with the Interagency Council and the St. Paul and Area Family Wellness Agency in January.
· Train the Trainer
· There was a “Train the Trainer” program offered in St. Paul from December 8-11, 2003. Self-advocates seem to be very enthusiastic with the training.
· Ray Danyluk, MLA, recognized the Japanese delegation who came to St. Paul in October 2003 in the legislature on December 2, 2003.
· Conference Debrief
· The Conference Committee held its final meeting on December 8, 2003 to basically review the results and to offer suggestions for next year’s conference. I would truly like to recognize the citizens of the Town of St. Paul and the County of St. Paul for the tremendous job that they did organizing and supporting the conference. This list of volunteers is very long – from the farmer that brought the bales of hay for people to have some comfortable seats at the fireworks, to the Fire Department that put them on, to the Regional High School that once again opened their welcoming arms for us to host the conference there. We are working on a special thank you that will be placed in the St. Paul Journal. As well, many letters of thank you will be going out shortly.
· Audit Committee
· Major changes and responsibilities re: accountability and risk management. Meeting provincially to determine direction with the Provincial Audit Committee January 7, 2004.
· Xmas Baskets
Delivered to St. Paul Abilities Network and WJS Alberta Ltd.
Don Schultz, Barrhead
· Whitecourt Community Council did not hold a meeting in November because of the conference. Told them about pizza nights held by other community councils, inviting the RCMP, etc. I will be visiting Whitecourt next week.
· Barrhead Community Council will be holding their Christmas party next week. The Council has been very active.
Presentation by Susan Johnson, Board Chair, Community Living Association for the Little Divide.
· Ms Johnson thanked the Board for inviting their delegation and gave a brief update on the agency activities.
· Working on increasing visibility in the community, people are starting to be aware of the work of the agency.
· CLALD’s mandate has been broadened to include children with disabilities and brain injury.
· CLALD has created partnerships with community resources, including Portage College. Four people are currently attending courses at the college; two people are participating in a literacy program.
· CLALD is looking forward to a partnership with the housing authority – a wheel chair accessible house has been offered to an individual.
· The agency is providing services for four children with developmental disabilities and support for an aunt and uncle to help them keep three children with developmental disabilities in the community.
· The agency is facilitating a variety of volunteer opportunities for adults with disabilities.
· Agency staff have been involved in several training events.
· Next year will be CLALD’s 25th anniversary.
· The Board and staff are working together for the same goals.
· Susan Johnson presented the Board with a plaque “In appreciation of the support, encouragement and words of wisdom you have offered to the Community Living Association of the Little Divide”.
1.1 Northeast
Alberta Regional Conference: Evaluation and Followup
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
The 5th Annual Northeast Alberta Regional Conference was held on November 14th and 15th in St. Paul. Over 260 people registered for the conference with just under 300 people attending the Friday evening banquet and awards program.
The Board reviewed and discussed the results of the conference evaluation forms completed. Overall, the results of the evaluation forms indicated that the conference was a success. Several comments gave some direction for next year, when the conference will be held in Cold Lake.
Participants from all communities are looking forward to receiving the proceedings from the conference.
#03-12-708 MOTION: Christine moved the Board receive the report for information
and discussion. Carried unanimously.
1.2 Response
to Auditor General Recommendations
Recommendation: That the Board receive this report for information
Purpose of Report: Information
On August
22, 2003 the Board received a copy of the Audit Report and Letter from the
Auditor General identifying two observations for improvement arising from the
audit completed for the period ending March 31, 2003.
The Board
reviewed the letter of response to the Auditor General regarding the two
observations related to Compliance with Authority – the issue of people who are
referred to as grandfathered, and Monitoring of Individual Funding (IF) Service
Providers – concern about standards and processes by which we fund.
The administration updated the Board on the progress in meeting the recommendations arising out of the Auditor General’s observations.
#03-12-709 MOTION: Donna Desjardins moved the Board receive this report for
information. Carried unanimously.
1.3 Board
Governance Review and Accountability Framework
Recommendation: That the Board receive this report for information
Purpose of Report: Information and direction to the administration.
The Northeast Board operates within a framework of community governance, which endorses the principles of community involvement and shared responsibilities for desired outcomes. Community Governance is not synonymous with government but rather with a system or framework, which defines how decisions are made and accounted for.
A Regional Advisory Committee as well as a Review Committee will be established. The primary purpose of the advisory committee will be to review the work of the administration working committee and advise the Northeast Board on the nature of the project and any related issues or concerns. The review committee will be established to undertake a governance review of the Northeast Board.
The administration will provide a report for the Boards consideration and approval at the January Board meeting.
#03-12-710 MOTION: Laurel Morris Duncan moved the Board
receive this report for
information.
#03-12-711 MOTION: Donna Desjardins amended the motion to
endorse the process
to develop a Board Governance
Review Framework.
Carried unanimously.
1.4 Board
Orientation For New Board Members
Recommendation: That the Board receive this report for information
Purpose of Report: Information and direction to the administration
Board governance policy (II.2 – Operating Style Action p. 14, 15) refers to Board orientation for new Board members (Appendix I). The purpose of the orientation session is “to familiarize new Board members with their duties and responsibilities as a member of the Board and as individual Board members.”
It is anticipated that the Minister will announce the appointment of Board members for the Northeast Alberta Community Board before March 30, 2004.
Each potential Board member will be given an orientation package developed by the Northeast Board. A committee of the Board will plan an orientation session for new Board members which outgoing members will be invited to attend to assist the new members.
#03-12-712 MOTION: Don
Schultz moved the Board receive the report as a process
with a
committee struck consisting of the Chair, CEO, and one other Board member, to
be selected by the Chair. Carried unanimously.
1.5 Three-Year
Business Plan 2004-05 – 2006-07
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
The Northeast Board will be required to present a three-year business plan 2004/05 – 2006/07 to the Provincial Board for their review and approval in March. It has been the Board’s practice to engage the community in the development of the annual submission presented to the Provincial Board.
The Board discussed the process and directed the administration to send out invitations to community and provincial partners to invite them to participate in an initial business planning session on January 17, 2003 in Athabasca.
Format for the Business Planning Session
a) Review New Provincial Board Business Goals and accompanying rationale.
b) Alignment of current Northeast Goals and Strategies to Provincial Goals
c) Review Provincial and Regional Strategies
· Identify new strategies
· Enhanced strategies
· Removal or discontinuation of strategies
#03-12-713 MOTION: Christine Botsford moved the Board receive this report for
information and discussion. Carried unanimously.
2. Administration
2.1 Northeast Alberta Community Board Quarterly Report
For the
Period July 1, 2003 to September 30, 2003 (2nd Quarter)
(Deferred
from November 16, 2003 Board Meeting)
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
The Board reviewed and discussed the Northeast Alberta Community Board 2nd Quarterly Report for the period July 1, 2003 to September 30, 2003, which was presented to the Provincial Board administration.
As the second quarter included the summer months of July and August, there was less community activity and involvement compared to other quarters.
#03-12-714 MOTION: Doug Fleming
moved the Board receive this report for
information and discussion. Carried unanimously.
2.2 North Central Governance Agreement: Update
(Deferred
from November 16, 2003 Board Meeting)
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
The Northeast Board reviewed the critical path and timeline of major events for this initiative on September 21, 2003. In accordance with this critical path and timeline a group of representatives from all the governance agreement partners met in Westlock on October 31st, 2003.
The Board received an update on the North Central Governance Agreement from the administration. The Vision, Mission, and Guiding Principles have now been endorsed by the Governance Agreement Committee and signing of the agreement is scheduled for March 5, 2003.
#03-12-714 MOTION: Christine
Botsford moved the Board receive this report for
information and discussion. Carried unanimously.
2.3 Northeast Family Voices Network: Update
Recommendation: That the Board receive this report for information
Purpose of Report: Information
The Family Voices Network is a partnership project with AACL and the Northeast Alberta Community Board, which was initiated in August 2002. This project brings families together now to help them understand some things that will impact their children later on.
The Board reviewed and discussed a report on the progress of the Family Voices Network in the region which has been slowly growing in numbers over the past few months with an effort to involve families from across the region.
As the large geographical area makes it difficult for family voices members to meet regularly, they are working on strategies to better connect families in the region.
The Regional Kernel Group is now at 14 members representing the communities of Fort McMurray, St. Paul, Onoway, Barrhead, Westlock, Sangudo, Mayerthorpe, Fox Creek, Whitecourt, and Frog Lake. Members are also associated with five community councils in the Northeast region as well as the aboriginal community and the FASD society in the region.
#03-12-715 MOTION: Donna
Desjardins moved the Board receive this report for
information. Carried unanimously.
2.4 Organization of Financial Services
Recommendation: That the Board receive this report for information
Purpose of Report: Information
On October
01, 2003 three full time equivalent finance positions were transferred from the
Alberta Corporate Service Centre (ACSC) to the Northeast Alberta Community
Board to perform financial functions directly for the Community Board.
Previously,
financial services were contracted with the ACSC. The same people whose
services were contracted are now working directly for the Northeast Board.
· The Provincial Board had one evening and a day where they examined their roles and responsibilities. The Provincial administration was also in attendance. It was an interesting exercise.
· Answered questions from the provincial administration on what our roles are and what their roles are.
· Talked about the new direction the Provincial Board is going and the types of things the Provincial Board needs to do. For example, being more visible at medical, legal conference, etc. letting them know what PDD is.
· Provincial Board needs to figure out how to let other departments know about cooperation interdepartmentally.
· There will be an orientation for all Alberta Board members; a new way to network and share.
· Attended the Edmonton Board meeting earlier this month. I wanted to see how their internship program was working. There are two individuals with disabilities on the Board.
· We now have copies of the Provincial Board Business Plan and Plain Language Annual Report.
· Calgary has a program going that has catchy TV ads, all with people with disabilities.
· Alberta Community Development is partnered with a TV station in Calgary – the department bought some time and the station matched it. The Minister would like to do an ad with disabled people, along with the Premiers Council on the Status of Persons With Disabilities.
· Looking provincially at the possibility of two business plans. One for the government and one that would be related to the regions and what we do in PDD.
· Provincial Committees that impact the service in the region.
· Purchase of Service
· Participate on this committee with other regional CEOs. Looks at the financial and accountability side of how Contracting and IFs are done.
· Workforce Strategy
· Co-Chair for the Provincial Committee with Ed Riediger of the Robin Hood Association for the Handicapped.
· Developed a paper on the Workforce Strategy for 2010.
· Funding Review
· Participate on the Provincial Funding Review Committee. A report will be presented to the Provincial Board in January.
· Information Pickets
· Bargaining is currently taking place and AUPE is introducing information pickets.
· There was one in St. Paul. They do not hamper services.
#03-12-717 Doug
Fleming moved the Board go In-Camera to discuss organizational
issues. Carried
unanimously.
#03-12-718 Donna Desjardins moved the Board come out of Camera at 10:15 am.
Carried
unanimously.
· January 17, 2004 Athabasca
· February 21, 2004 Whitecourt
· March 21, 2004 Edmonton
#03-12-719 MOTION: Doug Fleming moved the Board adjourn at 2:30 pm.
Carried
unanimously.
_____________________________ _____________________________
Don Schultz, Chairman Dr. Alex Hillyard, CEO