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

1.1  Annual Report 1999/2000: Freedom of Information and Protection of Privacy
                 Recommendation: That the Board receive this report for information
                 Purpose of Report: Information and awareness

The administration has received the Annual Report 1999/2000: Freedom of Information and Protection of Privacy from George Alvarez, Director, Information and Privacy Office. This report is the fifth annual report on the operation of the Freedom and Protection of Privacy Act presented to Honourable Ken Kowalski, Speaker of the Legislative Assembly of Alberta by the Honorable Walter Paszkowski, Minister of Municipal Affairs.

The report outlines the type and nature of requests received under the act for Provincial Government ministries. Page 9 of the report details the requests received under the Persons with Developmental Disabilities Board Act between April 1, 1999 to March 31, 2000.

During the first two quarters of 1999/2000 requests to all PDD Boards were reported together. One request for release of information was received, pertaining to an investigation of reported abuse in the Northeast Region.

The administration worked with the Information and Privacy Office to ensure compliance under the act and to ensure the individuals involved in reports on the abuse investigation were protected under the act. The investigation was carried out under the direction of Dr. Alex Hillyard, CEO for the Northeast Alberta PDD Community Board.

There have been no further requests for information or actions required by the administration since the time of the original request. The CEO for the Northeast Board has been delegated the authority as the F.O.I.P manager for the Northeast Region regarding the Persons with Developmental Disabilities Board Act. Responsibilities include ensuring inservice training in the Region for all Service Providers, PDD staff, community awareness and screening of all documents related to an information request before submission to the Information Privacy Office.

During this reporting period there were a total of 10 requests for all PDD Boards and one for the Northeast Alberta PDD Community Board. A copy of the Annual Report will be available for review by Board Members at their February 17, 2001 meeting.

1.2  Minister of Alberta Children's Services: Certificate of Appreciation for
       Contributions to the Alberta Partnership on FAS
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information and discussion

The Provincial FAS steering committee formed by the Honourable Iris Evans, Minister of Children's Services, includes representatives from Children's Services, ADDAC, Health and Wellness, Learning Regional FAS Committees, AACL and Catholic Social Services.

At the January 16^th, 2001 meeting of the Provincial Steering Committee the Minister presented Certificates of Appreciation to member representatives. The Northeast Alberta P.D.D. Community Board has contributed to FAS initiatives in the Region through staff representation on the Lakeland FAS Committee and sponsoring the June 1^st and 2^nd, 2000

FAS Conference. This was the first conference on FAS which focused on adults with developmental disabilities with FAS. The Certificate of Appreciation is written to the Provincial Board.

The administration continues to have Ms. McFarlane work on the FAS initiative within the Region and plans are underway for the second Board sponsored FAS Conference in the Northeast Region scheduled for June 2001.

Two short videotapes from the first conference are under development and upon completion will be distributed widely to interested partners and as part of the registration package for the June 2001 conference.

The Board requested the administration to send a letter to Audrey McFarlane on their behalf recognizing her for her work and ongoing efforts.

1.3  Northeast Alberta PDD Community Board: Governance Policy Statements
               Recommendation: That the Board approve the proposed plan for the review of
                                              Board Governance Policy Statements. 
               Purpose of Report:  Information, discussion and direction to the administration

In accordance with Board Governance Policy Statement II.3 - Policy Development Process the Board is committed to reviewing their policies and ensuring they are both current and relevant to the responsibilities delegated to the Board under the Persons with Developmental Disabilities Act.

The Board formally reviewed all the policies previously during the 1998/1999 year. It is proposed that the Board undertake a review of all governance policies and make adjustments as deemed appropriate by the Board.

Proposed Review Plan

The administration will review the policies and present them to the Board identifying policies which may require revision, deletion and in addition policies they may wish to consider including. The administration proposes to present approximately one quarter of the current policies at each of the following scheduled Board meetings: March 17, 2001, April 21, 2001, May 19, 2001, and June 16, 2001.

Alternatively the Board may wish to strike a Board sub-committee to complete the review with assistance from the administration. A Board Governance Policy binder will be available for the Board Members at the February 17^th, 2001 public Board meeting. Board Governance policies contained in Category I: ENDS (Board Vision, Mission, Values/Beliefs, Core Business and Key Result Statements) have been updated to incorporate the results of the Board's planning retreat completed in June 2000.

The administration has received a request from the Northwest Alberta P.D.D. Community Board for a copy of the Board's Governance Policies, By-laws and Procedures for conducting Board meetings. This request is presented to the Board for their consideration. In the development of the current Board Governance Policies the Board included the following statement in the preamble, "the Northeast Community Board freely offers the use of this policy manual in whole or in part to other boards and organizations on a similar journey to make a difference in the lives of those they serve".

In addition, the Board will look at the development of a handbook of Board policies, mission and vision statements and roles and responsibilities of Board members, which would be available for distribution.

1.4  Northeast Alberta 2^nd Annual Regional P.D.D. Conference,
       November 17^th and 18^th, 2000: Conference Proceedings
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Discussion and direction to the administration

A draft of the Conference Proceedings was presented to the Board on January 20, 2001 Board meeting. The administration requested input from the Board prior to distribution. Based on input received minor editorial changes were made to the original draft.

Proposed Distribution Plan:

1. All conference participants
2. Northeast Region MLA's and other elected officials identified by the Board
3. Chairs of the Community Councils
4. Chairs of Service Provider Boards
5. Provincial PDD Board Chair
6. Provincial Partners, AACL, AARC, Premier's Council on the Status of Persons with Disabilities, Office of the Public Guardian
7. Chairs of the Children's Authorities
8. Presidents of Post Secondary Institutions within the Northeast Region
9. Vocational and Rehabilitation Research Institute (VRRI)
10. Minister and Associate Minister of Health & Wellness

1.5  Bonnyville/Cold Lake Community Council Initiatives and Operating Budget
       2001-2002
               Recommendation: That the Board receive this report for information
               Purpose of Report: Discussion and Board action

The administration received a letter from Janet Marchuk, Acting Chair / Vice Chair PDD Bonnyville/Cold Lake Community Council requesting financial support for council activities during the current budget year and for 2001-2002. This year the Board committed $3,000 dollars per Community Council in the Region for their use in activities that supported the development of councils and the three-year service plan. During the current budget year the Board spent approximately $15,000 on activities supporting Community Councils and individuals and families within these communities. This represents approximately 50% of the total allocation in the Region ($30,000).

The Northeast Alberta PDD Community Board 2001-2002 budget approved by the Provincial Board at their meeting of March 9^th, 2001 included $30,000 for use by Community Councils.

The Community Council will not receive any money directly but rather will have an account with the Board's administration for expenditures related to their submission up to a maximum of $3,000. The administration will ensure normal accounting and audit review procedures related to submitted invoices etc. for expenditures incurred by the Community Council.

As a follow up discussion, Board members agreed to review the motion and it's intention with community councils. A further discussion topic for each community council was the potential interest for a regional conference or workshop for community councils. Board members agreed to discuss these topics with local community councils and report back at the April Board meeting.

1.6  Whitecourt Community Council: Housing and Transportation Surveys
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information and discussion

The Whitecourt Community Council has a significant concern regarding the availability of low income housing and accessible, affordable transportation. They began to address these issues in the Fall of 2000. Their plan is to be active regarding these issues at both a Municipal and Provincial level.

They have decided to put together a survey to begin collecting the data they need. The PDD administration offered to assist them in the development of their survey.

Once the data is collected they plan to present the information to the Northeast Alberta PDD Board and both levels of government in written format.

1.7  Leadership Training Course, Westlock, January 22-26, 2001: Appreciation Letters
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information and discussion

The administration received a letter from Sandra Mak, Executive Director, Leadership Today Society of Alberta, expressing appreciation for Northeast Alberta P.D.D. Community Board sponsorship of the January 22-26, 2001 Leadership Training Course held in Westlock.

Sixteen individuals from throughout the Region attended the course. The administration has received a number of letters expressing their appreciation for being able to attend the course.

The Board has sponsored these courses within the Region in the past. The 2001-2002 Board budget and Service Plan contains identified resources to sponsor two Leadership Training courses within the Region. Communities to host these courses have not yet been identified.

These leadership courses are run independent of P.D.D. staff or service provider staff. The benefit to individuals in enhancing leadership skills and self-determination is enormous.

1.8  Northeast Alberta PDD Community Board: Year End Financial Forecast and 
       Three Year Provincial Allocation
               Recommendation: That the Board receive this report for information
               Purpose of Report: Discussion and direction to the administration

The Board and administration have been developing partnerships with post secondary institutions to address post secondary options for individuals, human resource development initiatives and research projects which support the Board's three-year service plan. Board member Laurel Morris-Duncan, Fort McMurray, requested that the Board initiate communications with Keyano College on these issues.

The administration drafted a letter from the Board Chair, on behalf of the Board, to Doug MacRae, President of Keyano College, for the Board's approval.

1.9  Northeast Alberta PDD Community Board: Year End Financial Forecast and 
       Three Year Provincial Allocation
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information and discussion

The administration presented a third quarter forecast with a projected surplus of $126,000 by year-end. In February 2001 the administration provided a further monthly forecast with a projected surplus of $300,000 by year-end.

An initial analysis indicates that the under utilization is occurring in the area of P.D.D. administration and significantly in the area of resources identified for individual funding agreements. The area of Board expenses and agency contracts was well within acceptable limits (1%).

The administration undertook an in-depth analysis of factors, which may be affecting this under utilization. Each individual funding agreement currently in service or projected for service during the current year was reviewed in relation to the original April 2000 budget forecast.

The following categories were used to identify where projected expenditures were forecasted and did not materialize to date:

1. Individuals no longer forecasted for service (left the region prior to entering service or no longer planning to enter the region to access services).
2. Individual forecasted to start services in December but start date has been delayed until January, February or March.
3. Individual service needs have been met with fewer resources than originally forecasted.
4. Irregular attendance for service (referred to as transciency factor)
5. Absent from service due to illness, hospitalization, assessments or holidays.
6. Less service provided due to manpower shortage.
7. Less service or no services provided due to housing for individuals being unavailable.

The administration will continue to analyze the present situation and contributing factors. An initial operating budget for the 2001 - 2002 year will be developed based on the Provincial allocation of $17,930,000 for the Northeast Board and presented at the April Board meeting.

The forecasted under utilization for year-end given current factors and projected one time expenditures is estimated to be approximately $550,000 or 3% of the current budget.

The Board discussed ways to assist the administration to estimate the number of individuals coming into service.

1.10  Northeast Alberta Community Recognition Awards: 2000
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information

The Board directed the administration to communicate the results of the Community Recognition awards presented at the 2^nd Annual Northeast Alberta P.D.D. Board regional conference November 17^th and 18^th, 2001.

A newspaper article describing the conference community recognition event was prepared along with a group photograph of all recipients and presenters. This article appeared in each community newspaper throughout the region in which an award recipient resides. The publication schedule was forwarded to the Board members prior to the article appearing in local papers.

A number of local community councils have or are planning local follow-up recognition events and newspaper articles. This public information and awareness initiative by the Board recognized each award recipient and their community in other communities in the region. In addition to the recognition this has bestowed on individuals and their communities it has also served as a major public announcement to enhance the profile of the Northeast Alberta P.D.D. Community Board and the services available to individuals and families. The article closed by welcoming information requests and inquiries from the general public about services available to adults with disabilities.

A public recognition profile of this magnitude for individuals with developmental disabilities has never been seen before in the Northeast Region or reached such a wide public audience.

The Board requested the administration provide a report for discussion on a Public Information and Awareness campaign for the Northeast Region.

2.1 Provincial PDD Board Review of Community Board's Eligibility and Intake
        Procedures: Northeast Region Focus Groups
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information

The Provincial PDD Board administration has contracted with Anne Hughson to complete a provincial review of eligibility and intake procedures. Focus groups are being set up in the Northeast Region separately for a) individuals and families b) Service Providers and c) PDD staff.

Schedule of Focus Groups

March 5^th, 2001 Westlock

• 11:00 am - PDD Staff
• 3:00 pm - Service Providers
• 7:00 pm - Individuals and Families: Westlock Inn

March 19^th, 2001 Fort McMurray

• 2:00 pm - Service Providers
• 4:00 pm - PDD Staff
• 7:00 pm - Individuals and Families

March 21^st, 2001 St. Paul

• 1:00 pm - Service Providers
• 3:00 pm - PDD Staff
• 6:30 pm - Individuals and Families, PDD Conference Room Provincial Building

2.2 Provincial PDD Board Work Force Stability Initiative: Northeast Region
      Focus Group
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information

The Provincial P.D.D. Board has a provincial project underway to support their initiative in the area of work force stability. The Provincial Board has contracted with Grant MacEwan College to develop a Community Rehabilitation Work Force Strategy framework. Karen Heslop and Cheryl Crocker have been named as consultants for the project.

A Provincial Steering Committee has been formed with each P.D.D. Community Board represented by a Service Provider and P.D.D. staff member. The steering committee has met and endorsed a direction and a broader input strategy to assist in the development of the framework. A part of the input strategy is to conduct a series of focus groups throughout the province.

The project consultants are working with Community Board representatives to schedule focus groups and to invite participation from individuals, families and service provider staff. The focus group for the Northeast Community Board was be held on February 16^th, 2001 in Westlock at the Westlock Inn.

The intent of the focus groups is to elicit ideas from participants about how to address the work force problem. Specifically, the focus group will be asked to address the following questions:

• How can we attract people to work in this field?
• What will keep people in the field?
• What can be done to make staff feel valued?
• What kind of training is required and how should that training be made available?
• Should pay be linked to qualifications and training? If so, how?
• How can we keep this initiative alive both regionally and provincially?

The Board has received input on this topic from participants attending the 2^nd Annual Northeast Regional Conference November 17^th and 18^th, 2001. In addition, the administration held a one and one-half day retreat with Service Providers to address this topic within the region. The proceedings from the Northeast Region retreat have been published and shared widely within the region.

Initiatives coming as a result of the retreat have been a regional staff development and training committee and a regional staff recruitment and retention committee. The administration consults with both these committees and has made $20,000 available for regional training and development activities.

All work developed and underway by the administration and the consortium of Northeast Service Providers has been shared with the Provincial Board consultants.

2.3  Government Announcement of the Two Year Fort McMurray Allowance
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information and discussion

On January 22^nd, 2001 the Provincial government announced that effective April 1, 2001 there will be an allowance of 400 dollars per month for the next two years paid to government employees living or working in the city of Fort McMurray or its vicinity.

The Provincial P.D.D. Board, under the Work Force Stability Initiative, is committed to narrowing the wage discrepancies between government and non-government employees working in the field of rehabilitation services. This announcement assists government employees and also widens the compensation gap for non-government employees in Fort McMurray.

The administration is interpreting the intent of the Provincial P.D.D. Board initiative to mean that a similar arrangement for non-government employees needs to be explored. Jim Menzies, Director of Finance, Provincial P.D.D. Board, is in agreement with the administration.

Proposed Action Plan

The administration plans to review the impact of such a plan for non-government employees involved in services provided under funding arrangements with the Board. This analysis will also include services contracted by individuals, families and guardians under individual funding agreements.

This analysis will identify the potential costs associated with such a plan and implications for the budget allocations for 2001/02 and 2002/03. Costs related to such an initiative are not included in the current budget forecasts.

The administration will consult with Mr. Menzies and plans to present a report with recommendations at the March 17^th, 2001 Board meeting.

2.4 Persons With Developmental Disabilities: Provincial Partners Committee
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information and discussion

CEO's from the P.D.D. Provincial, Community and Facility Boards discussed the need to partner with other government departments and provincial agencies working in the area of services to adults with disabilities. An initial meeting was arranged in November 2001.

The participants at this first meeting were:

• P.D.D. Provincial, Community and Facility CEO's
• Ken Sheehan, Alberta Mental Health Board
• Gail Davis, The Alberta Association of Rehabilitation Centres
• Bruce Uditsky, Alberta Association for Community Living
• Tony Hudson, The Premier's Council on the Status of Persons with Disabilities
• Beverly Matthiessen, Alberta Committee of Citizens with Disabilities
• Daniel Stavert, Office of the Public Guardian

The result of the meeting was that the group felt there were a number of good reasons for them to meet. A draft Terms of Reference was developed and circulated to participants for review.

The group met on January 23, 2001 and the Terms of Reference were reviewed and agreed to by the group.

The purpose statement and goals agreed upon by the group are as follows:

Purpose Statement

The purpose of the meetings is to share information, identify issues of common concern and facilitate solutions that will improve the lives of persons with development disabilities.

The goals of the group are:

• To create an atmosphere conducive to issue identification and problem solving;
• To focus on issues related to public policy, resources and the provision of services rather than operations;
• To broaden debate on public policy issues that may impact persons with developmental disabilities;
• To facilitate communication, trust, cooperation and consensus among members and between members;
• To assist participating member organizations gain an understanding of each others responsibilities and proposed future directions, thereby increasing opportunities for collaboration;
• To strengthen our joint responsibilities for sharing creative ‘best practices’ and developing innovative services in the community.

2.5 Northeast Alberta Consortium of Service Providers Conference March 13-15, 2001
        "Delivering the Vision"
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information

Following the 2^nd Annual Board Regional PDD Conference, November 17^th and 18^th, 2000 in Westlock, the Consortium of Service Providers approached the administration about a potential follow-up conference. Their position was that they clearly heard the vision of the Northeast PDD community for the year 2010 and felt it was important to develop service plans to support this vision.

From this discussion and initiative originating from the consortium a conference was planned entitled "Delivering the Vision".

Conference Focus and Theme

Delivering the Vision in the Northeast Region for persons with developmental disabilities.

A strategic planning retreat to:

• Explore the shifts and trends in service delivery that will impact the N.E. Region in 2001 and beyond
• Bring together the Executive Directors of the N.E. Regional Consortium of Service Providers, the N.E. Regional CEO and Community Services Coordinators, AACL, AARC and other community partners to develop a set of service delivery outcomes and directions.

Conference Outcomes

The outcomes established for this strategic retreat are as follows:

• Service providers in the N.E. Region will have the opportunity to identify strategies and develop a set of outcomes that will enable them to deliver services that align with the vision of the N.E. Regional P.D.D. Community.
• The N.E. Regional P.D.D. Board, AARC, AACL and the Children's Authorities will be able to identify their vision and highlight areas for partnership and collaboration with the N.E. Regional Consortium of Service Providers.

      Dates and Location

• March 13^th - 15^th, 2001

Jasper, Alberta

Conference Costs

Conference Costs

• Consortium members and invited guests responsible for their own accommodation and evening meals. Resources from the Northeast Consortium Regional Staff Development Budget will be used to support this initiative.
• PDD administration will assist with costs associated with facilitators, meals (breakfast and lunch) and conference packages.

Proceedings from the conference will be shared with the Northeast Alberta PDD community and Provincial partners.

• Attended a Rotary Club meeting in Whitecourt.
• January 25^th-27^th - attended a PDD Board Orientation Conference in Edmonton
• Attended appeal for the Edmonton Region.
• Attended Sign of New Hope CSS function.
• February 8^th - attended Provincial Board meeting - volunteered to sit on the audit committee, now Chair of audit committee.
• Will be attending Norm McLeod's farewell, February 28^th .
• Will do an arbitration for a Central Region appeal.
• March 5^th - will make a presentation to the Barrhead Rotary Club.
• March 8^th - will attend the Provincial PDD Board meeting in Edmonton

• February 9^th Northeast Alberta P.D.D. Business meeting - shared Board Code of Conduct, Board/CEO Relations, CEO Constraints with Service Providers.
• Provincial Committee on Funding Models - will be serving on this committee.
• Northeast Representatives: Mr. Geoff Wright, Chair, Fort McMurray Community Council; Mr. Greg Morris, Executive Director, Westlock Independence Network,

Dr. Alex Hillyard, CEO, Northeast Board.

• February 13^th - Meeting in Bonnyville with Mental Health and Regional Health Authority - talked about a transition environment to assist people coming out of Alberta hospitals or other locations that require short term service. Suggested that a governance agreement be struck between the regional health authority and the Board, similar to the one with the partners in Aspen. Location would be in Bonnyville.
• Northeast Alberta Community Board and Partners Regional Newsletter is scheduled to be published March 9^th.
• Trevor Shaw, with the office of the Auditor General, is now the person responsible for the audit for P.D.D.
• A Human Sexuality Workshop, March 2001, will be co-sponsored by Blue Heron Athabasca and the Northeast Board.
• February 26^th - attended Focus Group on Virtual Learning Community Project in

Fort McMurray.

• February 27^th - attended Focus Group on Virtual Learning Community Project in Bonnyville/Cold Lake.
• March 1^st and 2^nd - all Northeast Alberta P.D.D. staff will be attending a Provincial P.D.D. Retreat

• Met with Helen Litwin, Client Service Coordinator, Vegreville
• February 14^th - attended VALID Board meeting in Vegreville
• February 28^th - will attend Vegreville Community Council meeting
• Agreed to be available regularly at Board meetings
• Discussed the succession of Boards and the difficulty of getting new members

Laurel Morris-Duncan, Fort McMurray

• Nothing to update since the last meeting report; the administration reported on the February 26^th focus group meeting.

Johanne Hassey, Vilna

• Attended Leadership Conference
• Left feeling revitalized

Donna Desjardins, St. Paul

• January 25^th -27^th - attended Provincial PDD Board Orientation in Edmonton
• January 24^th - attended St. Paul Community Council meeting
• Jenni Pate, entrepreneurial project coordinator gave a presentation on the entrepreneurial opportunities and supports available. To support her presentation, Steven Kimball, an entrepreneur from St. Paul enthusiastically talked about the business that he has set up. Business cards and brochures were distributed. He also spoke of the contacts that he has made, as a result of speaking to the St. Paul Chamber of Commerce and other organizations. Many of the individuals present at the Council meeting were excited at the opportunity of new choices.
• SPAN
• Concerns expressed about PDD funding for only 3 beds in the new residence, and the difference in rental rates throughout the region
• Portage College has moved their rehabilitation program to St. Paul.
• WJS Alberta Ltd. will be setting up an office in St. Paul.
• March 21^st - Bonnyville, Cold Lake and Vegreville are invited to St. Paul for a joint Community Council meeting. Discussions will include a presentation from Anne Hughson regarding Eligibility Intake.
• Received a letter from AARC with an invitation to sit as part of their partnership leadership team but had to decline.

Doug Fleming, Westlock

• Attended WIN Board meeting in early February
• As a result, received a number of letters on the leadership program. One of the adults we serve is interested in sitting on the WIN Board.
• Visited ECHOS office in Whitecourt.

Christine Botsford, Fort McMurray

• Website Committee - next meeting on March 6^th.
• The committee is looking for a questions and answers to put on the website, including a question about the website itself to generate feedback from the community.

Carmela Levesque, Bonnyville

• Met with Janet Marchuk to review budget
• Brainstormed on Community Council activities and recruitment strategy for new members.

I. In-Camera Session (Review organizational issues)

The following motions were presented in the public portion of the Board meeting following the In-camera session.