PDD NORTHEAST COMMUNITY BOARD MEETING
Friday,
February 21, 2004 7:15 pm – 10:00
pm
Conference
Room, Ernie O’s Restaurant,
Whitecourt, Alberta
APPROVED MINUTES
Present:
Don Schultz, Donna Desjardins, Christine Botsford, Dr. Doug Fleming, Ralph Gorrie,
Laurel Morris-Duncan, Carmela Levesque
Administration: Dr. Alex Hillyard, CEO; Lucille Froese, Recording Secretary
Guests:
George VanderBurg, MLA, Whitecourt-St. Anne, Colin Mills, Board Chair, ECHOS, Viviane Widdifield, Executive Director, ECHOS, Barb Martini and Tim MacDonald, Office of the Public Guardian, Matt Mallow, Whitecourt Star, Mary-Jo Husby, PDD, Heather Halpenny, PDD, Marjorie Thompson, Candy Sawyer, Dale Donnelly, Walt Harrison, Maureen Heighinton, Doug Case, Elaine Young, Lila Starman, Kathleen Fray, Cindi Olson, Derek Holloway.
A.
Don Schultz, Chair,
called the meeting to order at 9:15 am, February 21, 2004.
#04-02-735 MOTION: Doug
Fleming moved the Board approve the
agenda. Carried unanimously.
C. Approval of Minutes
· Amend minutes, Item K, to read “Proposed Meeting Dates”, with the May Board meeting in Cold Lake and the September Board meeting in Barrhead.
#04-02-736 MOTION: Donna
Desjardins moved the Board approve the
minutes as amended. Carried unanimously.
· Attended the Westlock Community Council – lots of discussion in terms of the purpose of the council.
· Elections were held and a new Chair and Co-Chair were elected.
· The Council is anxious to get going on transportation, etc.
· Athabasca Community Council – Discussion on Community Capacity. Unfortunately, I had to leave before the meeting was done.
· Vegreville Transportation Services Society (VTSS)
· The Society developed an information package with related material covering items such as history of the society, surveys completed, its vision and mission, and a major summary of some 36 Alberta communities programs for transportation. Interestingly enough, 28 of the 36 did provide a subsidy program through town or village participation.
· The Community Initiative Program was not accepted since we did not meet the requirements because we did not have a transportation system in place.
· We supplemented the information package with a presentation to service clubs and others who might be interested in transportation for seniors and handicapped and disabled.
· Approximately 15 presentations were made from which letters to Town Council and the County were later forwarded.
· January 26, 2004 I attended a Vegreville Town Council meeting after we had presented them a package outlining our plan. This came about from the community letter-writing to Council. We were fortunate to have a grant of $31200 for 2004. We are presently working out the details of a voucher system, which would provide a Taxi subsidy of $2.50, with a monthly 10-voucher package based on a benefit scale. Our next step is to get the County on side to represent the rural segment surrounding the town.
· January 21 – Inclusive Library Project
· Our CEO and I, with Dr. Moisey, met to develop a Letter of Understanding between the Town and Northeast Board regarding a joint agreement with respect to making the new library planned for Vegreville more inclusive in the planning. We spent well over 3 hours in three groups defining what needs to be considered in an inclusive library. This initiative is necessary, as the Town will be building a new library of possibly 10,000 square feet minimum, which will accommodate persons with developmental disabilities. In discussion with our CEO, I signed on behalf of the Northeast Board. This comes about through the “Building Community Capacity” funding available.
· January 29 – Community Council
· I met with Helen Litwin and Chair, Cathy Beer, to plan a supper meeting for January 29 on the topic of “Building an Effective Community Councils” an offshoot from the research project completed last year.
· We provided a supper planned for 30 but due to the inclement weather only 20 members attended. Four discussion groups were formed to develop from their respective thinking a list of those things pertinent to making our community council work. At least 50 ideas were generated from which each group selected the top three.
· February 24 the council will begin to develop an Action Plan which, if successful and applicable, could be shared in the Region.
· February 11 – VALID
· Discussed the St. Paul Conference Evaluation outlining some of the results of the excellent conference.
· Briefly discussed the matter of Board Governance and the Accountability Framework relative to a joint responsibility between the Northeast Board and our Service Provider Boards. Emphasis was on the Auditor General requirement.
· The North Central Governance Agreement was introduced as we briefly looked at the Vision, Mission and Guiding Principles. The board asked the question of a similar agreement, which would include Vegreville. It was noted that this would become a reality in due course.
· Discussed the VTSS subsidy program as approved by the Town of Vegreville as the funder at this point. The Board was very pleased with the efforts to provide a subsidy for persons with developmental disabilities. This was noted as a major item of concern expressed by the people we serve.
· Once again, the VALID Board expressed their satisfaction with the dialogue shared monthly at their table. It is valuable and should continue.
· Attended a Provincial Board meeting in Edmonton
· Interesting how different regions bring regional issues together to work on.
· Met some people from another region who did not know about PDD.
· Had some informative and educational discussions.
· Attended the Fort McMurray Community Council meeting on February 4, 2004.
· Discussion on the AACL conference – names will be forwarded to administration.
· A Letter Campaign is going out to MLAs raising awareness on issues in the community.
· A committee has been formed to look at the 2005 Northeast Conference. Lots of discussion on this.
· START is talking about moving into a new building. The Day Program personnel talked about how restricted they are in terms of space and the difficulties they are having.
· There was discussion on AISH
· December
· Bonnyville Community Council held an awareness and pizza night to help encourage more people to attend. 40 people came, including Dove Board members, RCMP, the Mayor, members of the community and the media.
· A Merit Award from the 5th Annual Regional Conference was presented to E-Can, a company that employs persons with developmental disabilities.
· Attended the Dove/CSS Christmas party. Everyone had a great time, there was lots of dancing.
· Cold Lake Community Council did not meet in December.
· January
· Bonnyville Community Council
· Many new people attended
· Upcoming elections as our Chair, Lionel Remillard, stepped down as Chair. Lawrence Noel is acting Chair
· Looking at meeting every 2nd month
· Cold Lake Community Council
· Meeting cancelled do to weather conditions of –45.
· February
· Bonnyville Community Council
· February 23, 2004 – AISH speaker and elections
· Cold Lake Community Council
· February 25, 2004 – will be attending the meeting. Will speak about the AACL Conference and Community Capacity initiatives.
· St. Paul Community Council
· First meeting of the year held on January 21, 2004. The Town of St. Paul offered their boardroom for the Council to meet in. However, accessibility became an issue, and the meeting held on February 18, 2004 was held in the Senior’s Drop-in Centre. There was such a great turnout for the February 18, 2004 meeting, that seating was not available for all. The Council continues to search for a meeting place that will be accessible and close to activities that will enable all of the members to attend.
· Both the January and February meetings were enthusiastic, and vocal gatherings. The goals, strategies and measures were discussed, and suggestions were made with regard to having an AISH workshop, as well as a Health workshop, where doctors and hospital staff would be invited to a gathering to discuss how to support individuals with developmental disabilities.
· Community Capacity Meeting – February 18, 2004
· See report presented at this Board meeting.
· MLA Ray Danyluk
· Has provided the Board with a certificate recognizing the Northeast Alberta Community Board for Persons with Developmental Disabilities. His commentary was presented in the legislature on December 2, 2003, with regard to the Japanese delegation that came to St. Paul to review services to persons with developmental disabilities. The Japanese delegation commented that services in northeastern Alberta were the “best in the world”.
· My son Daniel and I presented at a conference in Edmonton on January 24, 2004. Daniel told his story of how he attended Grant MacEwan College, and then returned to St. Paul and started his own business, and continues to study at colleges in Northeast Alberta.
· Provincial Audit Committee
· I have been appointed to the provincial audit committee for the next year.
· Family Voices Committee
· A meeting was held in St. Paul on January 15, 2004. Publicity surrounding the meeting and the intent of the meeting was in the St. Paul Journal.
· Attended the Barrhead Community Council meeting.
· Focus on things that are important to Barrhead – such as how to get into emergency during the day – sliding doors not working
· People were picked to attend the AACL conference – difficult as everyone would like to go.
Marjorie Thompson, Whitecourt Community Council
George VanderBurg, MLA, Whitecourt-St. Anne
· The new office will be called the Office for Disability Issues – it will allow government departments to collaborate more readily to address long term strategies for persons with developmental disabilities.
· The Premiers Council will take on the additional responsibility of acting as the advisory body for the office.
Presentation by Barb Martini and Tim MacDonald from the Office of the Public Guardian
· In Alberta the orders can stipulate which areas a guardian is required and which areas they can make their own decision.
Presentation by Colin Mills, Board Chair, ECHOS and Viviane Widdifield, Executive Director, ECHOS
· Developing entrepreneurial ventures
· Enhancing community involvement
· Providing natural supports within the community
· Participating in church groups and community league activities
· One of the projects that have been completed this year is the ECHOS Snoozelen Room.
· Part of this project was training community members to come in and use the new Room.
· The project was made possible through grants, fund raising, and many hours of volunteer time.
· ECHOS successfully completed their CET Review.
· This year ECHOS is planning a new Path in which individuals and families served will be engaged.
1. Board Communications & Operations
1.1
North Central Alberta Governance Agreement
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
The Northeast Alberta Community Board and their partners involved with the development of the North Central Alberta Governance Agreement have scheduled the formal signing of the Governance Agreement on March 26th, 2004 in Westlock.
The intention of the agreement is to ensure there are continuous and effective services and collaborative efforts on behalf of children, youth, families and individuals in North Central Alberta. Once the agreement is signed, operational work of the agreement will begin.
#04-02-737 MOTION: Doug Fleming moved the Board accept the
report for
information.
Carried unanimously.
1.2
Northeast Alberta Community Board 3rd
Quarterly Report
Recommendation: That the Board receive this report for information
Purpose of Report: Information
The Board reviewed and discussed the third quarterly report, which was submitted to the Provincial Board. Northeast Board Highlights for this quarter included:
· Introduction of the “Second Century Communities” paper and concepts at a regional leadership session with Service Provider Boards and CEOs in October.
· The Town Council of St. Paul and the Northeast Board in October received a delegation from Japan who was here to learn about services to persons with developmental disabilities.
· In November, the Board held the 5th Annual Northeast Regional Conference in St. Paul.
· Starting in October, the Board began the second phase of the Community Capacity Initiative by meetings with Mayors and Reeves throughout the region.
· The approach the Board selected has been extremely successful – a similar process will be adopted for next year.
· Joint capacity building initiatives are in progress in a number of communities.
#04-02-738 MOTION: Christine Botsford moved the Board accept the report for
information. Carried unanimously.
1.3
Community Board Governance Review and Accountability
Framework: Update
Recommendation: That the Board receive this report for information
Purpose of Report: Information and direction on committee membership
On January 16, 2004 the Northeast Alberta Community Board endorsed the development of the Community Board Governance Review and Accountability Framework.
The administration has developed an initial draft accountability framework, which includes a) Six Governance Principles, b) Six major areas of responsibility for Boards, and c) Six key indicators to monitor effectiveness.
The Board also endorsed the formation of two committees to oversee this governance initiative. The first is a Regional Advisory Committee, which reports to the Northeast Board. The second is a Review Committee responsible for undertaking the review and who reports to the Regional Advisory Committee.
The Board talked about membership on these committees; Board members will forward names of interested people or organizations to administration in the next two weeks.
#04-02-739 MOTION: Donna Desjardins moved the Board accept the report for
information. Carried unanimously.
1.4
Northeast Board Business Plan 2004/07: Draft Strategies
and Activities
Recommendation: That the Board receive this report for information
Purpose of Report: Review and input from the Board
In preparation of the Northeast Board’s 2004-2007 business plan a community-planning forum was held in Athabasca on January 17, 2004. Over forty participants attended, representing individuals, families, service provider Boards and staff, and elected officials from across the region.
Participants reviewed the Provincial Goals and identified regional strategies and activities to support these goals.
Administration introduced a new, community friendly approach, with strategies written so they are easier to understand through involved discussion. The Board strongly supports this new direction.
Board members will give feedback on the priorization of activities for each strategy to administration, who will provide a draft 2004-2007 business plan for the Board to approve at their March 21st, 2004 meeting.
#04-02-740 MOTION: Christine Botsford moved the Board accept
the report for
information.
Carried unanimously.
1.5
Office of the Public Guardian – Presentation
Recommendation: That the Board receive this report for information
Purpose of Report: Information
Barb Martini, Manager, (Northwest/Northeast Region) and Tim MacDonald, Representative, gave a presentation on behalf of the Office of the Public Guardian.
1.6
Empowering Citizens for Health and Opportunity Society:
Recommendation: That the Board receive this report for information
Purpose of Report: Information and celebration
Empowering Citizens for Health and Opportunity Society (ECHOS) has received their 3-year Certification through the Creating Excellence Together standards review, a joint certification initiative between the PDD Provincial Board and AARC.
Don Schultz, Board Chair, congratulated ECHOS Board and staff for their significant achievement and presented Colin Mills, Board Chair, and Viviane Widdifield, Executive Director with a framed CET Certificate.
1.7
Entrance Interview with the Auditor General
Recommendation: That the Board receive this report for information
Purpose of Report: Information
On February 11th, 2004 the Northeast Board Audit Committee and the administration met with the Auditor General for the Board’s entrance interview.
Donna Desjardins provided a verbal report on the entrance interview.
· The audit will be done on behalf of the Auditor General by the accounting firm of Meyers, Norris, and Penny of Red Deer.
· The audit will be more intensive than ever before, interim testing will begin in about three weeks.
· The audit group will look at such things as – do we have adequate systems in place for succession management, and development and training of new Board members.
· The Auditor General’s office and the Internal Auditors will be working together closely and there will be changes in the way we do business.
#04-02-741 MOTION: Donna Desjardins moved the Board accept
the report for
information.
Carried unanimously.
1.8
Board Orientation for New Members
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
The Board reviewed an outline for a one-day orientation session, and gave suggestions for additional topics. The orientation session will include the involvement of our community and provincial partners.
The April Board meeting will be set aside for new Board member orientation.
#04-02-742 MOTION: Ralph Gorrie moved the Board receive the
report for
information.
Carried unanimously.
2.
Administration
2.1 Northeast Board Website: Review
Recommendation: That the Board receive this report for information
Purpose of Report: Information and update
The Northeast Alberta Community Board website was originally developed in 1999/2000 with minimal modification since that time. The site is located on the Provincial Board server and is maintained by Provincial information technology staff.
The Board reviewed and discussed an analysis of the current website. The website will be redesigned with new architecture – to enhance the overall effectiveness and efficiency of the website. There is a need to make it more user friendly, with plain English descriptions in both text and audio for “Who We Are” and “What We Do”.
#04-02-743 Christine Botsford moved the Board accept the report for
information.
Carried unanimously.
2.2 Northeast Alberta Family Voices: Update
Recommendation: That the Board receive this report for information
Purpose of Report: Information and update
Family Voices are now being recognized as an established group of families within the region. Families are calling and connecting with the group as a result of a number of regional strategies.
The Board reviewed and discussed a report on the Northeast Alberta Family Voices activities from September 2003 to January 2004 and upcoming activities for February and March 2004.
Family Voices and Northeast PDD will be holding a discussion and information session about funding and resources in Northeast Alberta Communities on February 28th, 2004 in Onoway.
#04-02-744 MOTION: Doug Fleming
moved the Board accept the report for
information. Carried unanimously.
2.3 Northeast Alberta Self-Advocacy Initiative: Update
Recommendation: That the Board receive this report for information
Purpose of Report: Information
A Provincial Summit for Self-Advocates has been scheduled for September 17-19, 2004 at the Coast Edmonton Plaza Hotel in Edmonton.
The Board reviewed and discussed a report on the Northeast participation at the Summit and Northeast Region initiatives.
There will be 25 people attending the Summit from the Northeast Region, including presenters, support people and conference participants. The Self-Advocacy Initiative is working well in the east and west and is in the early developmental stages in the north.
#04-02-745 MOTION: Christine
Botsford moved the Board receive the report for
information. Carried unanimously.
2.4 Community Capacity Initiatives: Update
Recommendation: That the Board receive this report for information
Purpose of Report: Information and discussion
The Board reviewed and discussed nine community capacity initiatives that are in progress in the Northeast region. Other project proposals have been received but could not be completed by the end of March. They will be looked at for next year.
#04-02-746 MOTION: Laurel
Morris-Duncan moved the Board accept the report for
information. Carried unanimously.
2.5
Northeast Consortium of Service Providers: Front Line Conference
Recommendation: That the Board receive this report for information
Purpose of Report: Information
The Front Line Staff Conference was conceived at the Regional Human Resource forum in October 2002 to seek information from front line staff regarding why they have chosen and remain in their career, working with persons with developmental disabilities.
The Conference will be held on March 9th and 10th in Westlock.
The Board reviewed and discussed the Conference, speakers and invitations. This will be a model for the province – no other province is doing it.
#04-02-747 MOTION: Donna Desjardins moved the Board accept
the report for
information.
Carried unanimously.
· Letter from Audrey McFarlane on behalf of Community Councils
· Requested opportunity to meet with the Board
· AACL Family Conference, March 19-20, 2004
· Community Councils will give names of people attending to Service Coordinators who will send the names to administration for registration.
· The Northeast Board will be meeting with the Edmonton Community Board on March 21, 2004 in Edmonton to discuss opportunities and challenges of mutual interest to both Boards.
· AARC Conference, April 28-30, 2004
· Northeast Board members will encourage agency Board members to attend.
· There was an appeal in the Northeast Region – the members of the appeal panel asked that I congratulate our admin and staff on the presentation of material and pass on the message of how much they appreciate the work we do.
· A provincial Board orientation of new Board members is scheduled for March 24th and 25th in Edmonton. A block of rooms has been put aside for PDD.
#04-02-748 MOTION: Don Schultz moved his verbal report. Carried unanimously.
Workshop in Bonnyville, Monday, February 23, 2004
· A PDD staff member will attend. Colleen Klein and the Honourable Minister Iris Evans will be in attendance.
Provincial Board Senior Staff, February 11th, 2004
· Talked about second century communities. Suggesting that they need to slow down a bit and look at more inclusive education and how best to do it from an education perspective.
Community Board CEO and Senior Staff retreat
February 19th in Fort McMurray
· Level of camaraderie that is not reflected in other regions. Maintains the momentum.
Children’s Authority, Pembina Hills School Division,
Re: Mental Health Services in North Central Alberta
· Met with Mental Health Authority to try to get a better grasp on mental health issues.
draft North Central Alberta Governance Agreement
Don Schultz presented Laurel Morris-Duncan with a plaque in appreciation of her years of work with the Northeast Alberta Community Board. Laurel will be leaving the Board when the new Board members have been appointed.
#04-02-749 MOTION: Christine Botsford moved the Board go In-Camera to discuss
organizational issues at 9:15 am. Carried unanimously.
#04-02-750 MOTION: Ralph Gorrie moved the Board come out of Camera at
9:55 am. Carried unanimously.
#04-02-751 MOTION: Christine Botsford moved the Board go
In-Camera at 2:55 pm
to discuss
organizational issues. Carried unanimously.
#04-02-752 MOTION: Christine Botsford moved the Board come
out of Camera at
3:05 pm.
Carried unanimously.
#04-02-753 MOTION: Doug Fleming moved the Board adjourn at 3:10 pm.
Carried unanimously.
_______________________________ _______________________________
Don Schultz, Chair Dr. Alex Hillyard, CEO