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:
Arno Birkigt, Executive Director, Blue Heron; Al Wurfel, Mayor, Town of Athabasca; Jason Huish, Co-chair, Westlock Community Council; Darcy Statham, Westlock, Community Council; Tina Hanlan, Westlock Independence Network; Pat Ashby, Parent

A.      Don Schultz, Chair, called the meeting to order at 9:00 am January 19, 2002.

The recording secretary reported that all Board members were present.

Doug Fleming opened the meeting with a prayer and read a page from the book "God is in the Small Stuff and It All Matters".

Christine Botsford, Fort McMurray

• Delivered Christmas gift baskets to Choices and START. They were very much appreciated.
• Unable to attend the Community Council meeting.
• Many people concerned about the wage issue - particularly when the same job, in other fields, being done by someone with less qualifications, pays a higher salary with a benefit package.

Ralph Gorrie, Vegreville

• VALID Board Meeting
• Conflict Resolution Policy and Procedure was outlined to the Board with respect to the process and the fairness to the individual who is seeking a resolution to a conflict with the administration. I presented the steps available to the individual and the final resolution to the Provincial Board level. The Board seemed to appreciate the information as there are some new members not familiar with the process.
• The matter of the Board's approval of its Policy Manual with the individual Board members attesting to their reading and accepting the policies as presented by attaching their signatures was discussed. I indicated that should, at some time, a member violate such policy there is clear proof of understanding and accepting such policies by such member.
• I outlined the procedure of our CEO's presentation of his outcomes for the year and what is remaining in the final quarter. The Board, in reviewing such documents, provides direction to the CEO for the priority items for the last quarter. As well, the use of this instrument provides the Board with a "measuring stick" of the CEO's performance, of which this one aspect being a major evaluation tool.
• I reviewed with the Board the update of the NorthEast Community Online. The Vegreville CAP site's location in the public library and the other areas as discussed. As well, the matter of the broad acceptance and interest of this new and valuable communication device locally and throughout Canada and the USA. The Board Chair indicated his briefing at the Northeast Conference in St. Paul was a very interesting experience which has far reaching potential.
• The initial summary, first draft, of the working groups from the Conference is presently before the Board for review and commentary. The document in whatever form will be released after the Board has given its approval.
• The Alberta Brain Injury Initiative with respect to RFP was introduced, to which their CEO responded he was aware of the project.
• In conclusion, I offered greetings from the Board and thanked the staff through them for the invitation to their Christmas party. I was impressed with the cohesiveness of the staff and the general camaraderie atmosphere of the joyous evening. As well, Allen Dubyk, VALID Chair, who attended the Northeast Conference for the first time was greatly impressed with the conference and its proceedings and particularly with the involvement of our PDD individuals in the discussion groups and in the co-chairmanship responsibility. He, as well as I, was taken by the presentation of the awards and recognition which clearly justified our involvement with individuals with developmental disabilities. Alan highly praised the efforts of the Northeast Board in providing this opportunity.
• I visited the Public Library in Vegreville to discuss the CAPsite with the Head Librarian. Apparently the site has had little use to this point. She, however, is quite excited about the prospects of use once the public understands the concept, especially the individuals of PDD. I will be discussing this matter with the community council at the end of the month.

Johanne Hassey, Vilna

• Looking forward to attending the next Lac La Biche Community Council meeting, scheduled for Tuesday, January 22, 2002.

Donna Desjardins, St. Paul

• St. Paul Abilities Network:
• Recently partnered with Workers Compensation to support an individual with brain injury. This individual is working with one of our entrepreneurs, assisting in his business, and receives the support of the same worker;
• Is having a retreat in February, 2002 entitled "Achieving our mission statement through teamwork";
• Is offering Tai Chi and dancing now to individuals with special needs;
• The Town of St. Paul has supported the recycling by a grant until March 2002;
• The new commercial dry cleaning operation is doing well, and expanding;
• A weekly article is now being run in the Lakelander, one of the local papers, featuring an individual with special needs, their successes and their contribution to the community.
• St. Paul Community Council:
• Meeting held January 16, 2002;
• The council is going to invite Elk Point to come to one of the meetings, or alternatively, the council will hold a meeting in Elk Point (St. Paul Abilities Network has set up an office in Elk Point. This would support the venture);
• There was a discussion regarding strategic planning forum and funding mechanisms, and communication strategies for the Board;
• There was also a discussion regarding community-based recognition for individuals with special needs;
• Next meeting February 20, 2002.

Carmela Levesque, Bonnyville

• No Community Council meetings since the last Board meeting.
• Received an invitation to the DOVE Christmas party but was unable to attend.
• There is some interest in starting a Community Council in Cold Lake. This is being explored.

Laurel Morris-Duncan, Fort McMurray

• December 18, 2002 - invited to attend a special needs meeting at Keyano College to talk about PDD and show the video "The Courage to Dream, The Right to Become". Some people were there from Career Development. They now understand better about PDD and asked for copy of the video.
• January 8, 2002 - Attended the Fort McMurray Community Council meeting
• Showed the PDD recruitment video. Very positive response.
• Many positive comments about the conference. Those who did not attend are interested in doing so next time.
• The Community Council is sending a submission for the Norm McLeod Award.
• Lots of interest in the NorthEast Community Online website.
• Received a call from the Composite High School asking for more information on PDD and how we can work together.
• Issued an invitation to the MLA to attend a Board meeting and gave meeting dates.

Doug Fleming, Westlock

• The Athabasca Community Council is looking at where they want to go.
• Need to think about how to inform our communities when the Board is coming so we can have a gallery to hear the issues in the community.
• Two members of the Westlock Community Council are in attendance. Invited them to come and talk to us.
• Introduction of Jason Huish, Co-Chair, Westlock Community Council and Darcy Statham, Member, Westlock Community Council
• Jason and Darcy talked to the Board about the transportation issue in Westlock.
• The Westlock Community Council has formed a committee to look at transportation. There was a community council meeting on January 14^th and lots of ideas for transportation were presented.
• Darcy is involved with one of the transportation initiatives - trying to get a flat rate taxi fare for people with disabilities.
• The community council is also trying to increase membership. Members are talking to people in the community to ask them to come and talk about their problems.
• The community council is going to have guest speakers coming to their meetings. For example, members of the RCMP, the religious community, people with disabilities who would like to tell their stories.
• The community council is thinking of an idea like they have in Barrhead - an accessible taxi for persons who are seniors or handicapped, which is owned by individuals in the community.

Donna Desjardins

• There are concerns about transportation in Bonnyville also. Lawrence Noel has started a chat room on the NorthEast Community Online website to talk about transportation.

Mayor Wurfel

• I know who is on the community Board and I am aware of what Blue Heron is doing, but we haven't been that involved with this Board as a town council.
• It is a very important service that this group provides and we look forward to getting more involved.
• Athabasca Town Council meetings are the first and third Mondays of the month, in the evening. The Board would be welcome to send a delegation.

Don Schultz, Barrhead

• Barrhead and Athabasca community are becoming very active after the Christmas season.
• Anticipate being more involved in activities myself within the communities.

• Presentation by Arno Birkigt, Executive Director

Blue Heron Vocational Training Centre

• Arno Birkigt gave an overview of some of the things that are happening in Athabasca and some of the challenges Blue Heron faces and will be facing.
• Blue Heron has four residential homes in Athabasca - one person passed away before Christmas. When this happens it leaves the challenge of finding compatible roommates.
• Blue Heron operates a bottle depot and does recycling for the town of Athabasca and the County. A new building has been built and in the new model there are a number of jobs being created for individuals.
• Staffing presents an ongoing challenge
• Some restructuring has been done to meet staffing needs.
• Level of care received by individuals within the agency has been kept consistent.
• Individuals from Blue Heron have worked with Renaissance and Husky Oil for the last three years on painting projects. The oil companies have been very pleased with the excellent work.
• Three new people have come into the program since October, 2001. Two were people who had returned to Athabasca after being away for two years.

1.  Board Communications & Operations

1.1 NorthEast Community Online: Update
                Recommendation: That the Board receive this report for information.
                Purpose of Report: To present a progress report on the implementation phase of
                                                 NorthEast Community Online.

A previous progress report was presented to the Northeast Alberta PDD Community Board at their December, 2001 meeting. The previous report reviewed activities that occurred during the development phase leading up to the launch of NorthEast Community Online and outlined some of the initial activities being discussed for the early part of the implementation phase.

Dr. Susan Moisey presented early findings pertaining to website usage by visitors during the first two months of the operation of NorthEast Community Online.

• Since November 16, 2001 when NorthEast Community Online was launched there has been a period of debugging and problems have been resolved. The Website is still changing.
• Photos from the 3^rd Annual Regional conference have been put on the website as well as the stories of Jason Huish, Darcy Statham and Gordon Draves.
• A "What's New" button will be added next week, it will show things that are coming up.
• The audio portion of the website is very popular - more audio sites are being built in.
• A conferencing component has been added and some people are just starting to use it. This part of the website is secure and you have to be a member to belong.
• Use statistics - every month Dr. Moisey checks to see how people are using the site. There are statistics about how people are using the site and how many are using it. The statistic show there has been some traffic from Japan, France and the US as well as Canada.
• There is a "forgot my password" place on the site if anyone should need it.
• Access to NorthEast Community Online is available in Athabasca at #200 Duniece Centre, 4810-50^th Street. Internet access is also available at the Public Library.
• The Public Library in Barrhead also has access to NorthEast Community Online.

Don Schultz, Chair, thanked Dr. Moisey for her presentation and her work in developing the NorthEast Community Online website and presented her with a thank you letter and a small gift.

Dr. Moisey will present the website at the 18^th annual Pacific Rim Conference on Disabilities in Honolulu in March.

1.2  Memorandums of Understanding between the Ministry, Provincial PDD Board and
       the Community Boards
                  Recommendation: That the Board receive this report for information.
                  Purpose of Report: Discussion and input to the Provincial PDD Board.

The Provincial Board is currently reviewing two proposed Memorandums of Understanding (MOU). The first is to be negotiated between the Minister and the Provincial Board and the second is to be negotiated between the Provincial Board and the Community Boards.

The intention of each MOU is to further clarify the roles and responsibilities between each of the parties. The Provincial Board is planning to further review the MOU between the Minister and the Provincial Board and finalize their initial position regarding components of the MOU at the February 14, 2002 Board meeting.

I. MOU Between the Minister and Provincial PDD Board

When reviewing the MOU the following topics were considered by the Board:

1.  Nature of reporting accountability
2.  Governance accountability
3.  Sanctions that may be imposed by the Minister (or designate)
4.  Liaison between the Minister and the Provincial Board

II. MOU Between the Provincial PDD Board and the Community Boards

The Board received the MOUs; review and further discussion of these MOUs by the Board will be scheduled for the March 9th, 2002 meeting.

1.3  Northeast Alberta Community Board Communication Framework and Proposed
       Activities for 2002-03
       Recommendation: That the Board receive this report for information.
       Purpose of Report: Board review and direction to the administration.

At the November 17, 2001 Northeast Board meeting the administration presented a draft communication framework for the Board's consideration. The Board approved the communications framework with a few minor revisions to components within the framework. The administration was directed to enlist the services of Calder Bateman to develop an action plan which listed the activities (deliverables) along with a timeline and related costs for completion of the framework.

The Board reviewed the Communication Framework and a proposed schedule of communications activities for 2002/2003 along with completion dates and production costs.

A laminated 11x17 fold out chart of the overall Communication Framework was provided to each Board member at the meeting. This fold out chart provides a visual overview of the Board Communication Framework so Board members are able to see a summary of each component within the framework.

1.4 Family Members as Paid Service Providers: Discussion
                Recommendation: That the Board receive this report for information.
                Purpose of Report: Information and discussion

The British Columbia murder – suicide involving Maurice and Belva Baulne and their son Reece has raised concern by advocates that similar circumstances leading to this desperate act are prevalent across Canada.

There are a number of issues and questions that may be raised regarding this tragic situation and how it could have been avoided. One issue central to this situation is the direct funding of parents or family members for providing the support services of a family member with a developmental disability.

The Board discussed the current Policy on funding programs for individuals with developmental disabilities along with limitations which have not been updated since the introduction of the Persons with Developmental Disabilities Act and Community Board Governance.

Relevant Sections from the Funding Policy

I. 01: Program Overview

The reference to Services to Persons with Disabilities (SPD) now refers to Persons with Developmental Disabilities (PDD). Also under the section on Exceptions, any exception to Provincial Policy can be requested from the Community Board CEO.

II. 03: Funding: Limitations on Funding

This section outlines the limitations of payment to families for delivering services. Services purchased may not be provided directly or indirectly by a family member.

Although the Board is not aware of any situations or circumstances for Persons with Developmental Disabilities and their families in Northeast Alberta similar to those portrayed in the BC murder - suicide, the Board is very concerned with prevention of a similar situation in the Northeast region. It is important that Board members and members of the community let PDD Service Coordinators know of any situation where intervention is needed.

It is the hope of the Board that family situations of such despair would be brought to the Board's attention through a) the work of staff in the community, b) partnerships with Boards, Authorities and Government Agencies and c) the Board's Community Education and Communication activities.

1.5  Northeast Alberta Community Board: Budget Update 2001/02 and Initial Planning
      Target for the 2002/03 Business Plan
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information

The Board reviewed and discussed the revised budget allocation for the year ending March 31, 2002 and the initial planning target for preparation of the 2002/03 Business Plan.

The Northeast Board is required to submit an initial 2002/03 draft Business Plan to the Provincial Board administration for their review by January 31, 2002. The Business Plan will include input from individuals, families and Service Providers as well the Strategic Planning Forum held on June 16, 2001 in Lac La Biche.

The month of February will be used for Northeast Board adjustments and final preparation of their business plan to be submitted to the Provincial Board in March. The Provincial Board will be reviewing the Community Board business plans on March 12^th and 13^th. The business plan will be finalized by March 31, 2002.

A.  Budget Preparation

The Provincial Board administration has developed a list of parameters for the Community Boards to use when preparing their business plan submission.

PDD Community Board Business Plan Parameters

1.  Alignment with Legislation
2.  Alignment with Provincial Board's Strategic Elements (Vision, Mission, Values, Core Businesses
3.  Inclusion of the Provincial Board's Business Plan Priorities and Key Performance Measures
4.  Required Business Plan Components

• Accountability Statement signed by respective Board Chair
• Respective Board's Strategic Elements (Vision, Mission, Values, Core Businesses
• Respective Board's Opportunities and Challenges
• Goals and Strategies (Objectives and/or outcomes are optional
• Performance Measures, Data Sources and Targets
• Income Statement

1.6  Northeast Alberta Community Board Dispute Resolution Process
                Recommendation: That the Board receive this report for information.
                Purpose of Report: Input and discussion.

During the last three and one-half years the Board has not had to implement their Dispute Resolution policy at the level of the Board. The Board recently had a request to resolve a dispute that was not resolved by the administration. A committee of the Board met to hear the dispute.

Following this hearing, the Board chose to review the current dispute resolution policy in keeping with their regular cycle of Board policy reviews.

The Board reviewed a draft policy entitled "Board Dispute Resolution Process" which includes Board input and updates to reflect current practices and requested some changes.

#02-01-443 MOTION: Ralph Gorrie moved the Board accept the report for information
                                      and refer the draft policy back to administration for changes and return
                                       to the March Board meeting. Carried unanimously.

1.7  Northeast Board: Individuals Served and Service Costs
                 Recommendation: That the Board receive this report for information.
                 Purpose of Report: Information and analysis.

The administration presented a report on the distribution of age and costs for individuals receiving services which would show the Board a profile of individuals receiving services in the Northeast Region.

This information was gathered from the Provincial PDD Client Information system.

The Board reviewed the information provided and discussed various aspects of the report.

Of interest was the Age Range Distribution for individuals as there has been a shift in the population to over 70% now under 41 years of age.

                           N                Percentage of Individuals Served

• 18-29           134                               34%
• 30-41           147                               37%   (71%)
• 42-53            70                               18%    (89%)
• 54-65            36                                 9%    (98%)
• 66+ 6            2%                                2%   (100%)
  TOTAL        393                              100%

1.8 Draft Report: Michener Transfer of Governance
                Recommendation: That the Board receive this report for information.
                Purpose of Report: Information.

The Board received a draft report on the Michener Transfer of Governance. The Transition Steering Committee is requesting that all interested parties provide their candid comments before January 21, 2002. Comments and questions can be directed to any of the following Transition Steering Committee Members:

Provincial Board Executive Representatives:                          Provincial Board Staff Support
Alan Anderton (Chair)                                                                   Garry Donald
Barbara Stewart                                                                            Connie Boyce
Don Schultz                                                                                   Cara Jones
Betty Thompson

Michener Facility Board Representatives:                              Central Community Board
                                                                                                     Representatives
Blair Lundy                                                                                    Grace Higgins
Lauren Stewart                                                                              Merv Rockel
Robyn Joffe                                                                                   Gayle Moss

Michener Parent Society Representative:
Gordon Pearce

The Board members provided comments on the report to the Board Chair, Don Schultz.

2. Administration

2.1  Needs Assessment for the Community of Athabasca and Surrounding Area
                Recommendation: That the Board receive this report for information.
                Purpose of Report: Information and discussion.

The Board reviewed some of the major trends, observations and community responses from the report and discussed distribution of the information back to the communities.

The Needs Assessment was done in cooperation with the Athabasca Community Council, Blue Heron Vocational Training Center and the Northeast Alberta Community Board administration.

The group reviewed the needs assessment process that was used for the Bonnyville/Cold Lake area. A decision was made to follow the same process and survey while making some minor modifications to reflect the Athabasca community. A new feature of this assessment was a decision to solicit feedback and input from the wider community in the hope of identifying some individuals who were not currently captured within the PDD system.

Blue Heron Vocational Training Centre accepted a contract to provide staff and supervise the needs assessment process. A small sample was also taken of the community of Lac La Biche after Arno Birkigt consulted with Mike McArthur from Community Living Association for the Little Divide.

Some of the major trends, observations and community responses from the report are as follows:

a) Trends and Observations

• Overall, individuals and their families expressed that they felt in control of their lives.
• It appears that individuals feel well supported by their community.
• Housing and roommates. A desire for change was expressed by a number of individuals.
• Social isolation. A number of individuals had concerns around the amount of time they get out, the friendships they are able to develop and the range of recreational activities they can participate in.
• Staffing concerns. A number of concerns were raised about the availability of staff, restrictions that resulted from staffing limitations and the need to enhance staff training.
• There were a number of concerns raised about the need for more specific support to individuals in areas of need.
• There was concern raised about the availability and access to specific professional services.
• There was reference to the issue of transportation. The need varies depending on the individual’s circumstance, their location, and the staff they have providing support.
• Employment was identified as an issue. Specifically individuals were interested in more hours in employment. This also applied to those in volunteer settings.
• All the people who were in the survey, and currently involved in the transition process, raised transition
•  support as an issue.
• The Needs assessment process attempted to solicit input from the broader community. Abbreviated surveys were delivered to all the smaller surrounding communities. In all 1110 copies were distributed. Copies of the survey were also published in the Athabasca Advocate and the Lac La Biche Post. Twenty surveys regarding 22 individuals were returned. Of these 20 surveys, 6 were followed up with in depth surveys. All were children. Those not followed up were ineligible for PDD services. Appropriate referrals were given where possible to these individuals and their families.

b) Community Responses

Blue Heron has undertaken a number of initiatives in response to the survey. Some of the areas that have been impacted have been in the following areas:

• Staff awareness of choice, Social role issues
• An increase in recreational options
• A review of personal support needs
• Some adjustment in living situations made and more planned.
• Greater liaison has been worked on with the School system regarding upcoming transition individuals

Next Steps

This information will provide direction to Blue Heron and Northeast PDD staff when planning contract and individual services for 2002-2003.

A follow up to this community needs assessment will be undertaken in November 2003.

2.2 CEO Outcomes: January-March 2002
                Recommendation: That the Board receive this report for information.
                Purpose of Report: Information.

The Board reviewed outcomes in progress, those identified to be started in the fourth quarter and areas to be addressed (if required) in April-June 2002.

The administration reviewed the past difficulty in recruitment of staff to fill a position on the management team and the current hiring freeze put in place by the Provincial government. This was brought to the Board's attention due to the potential concern about not completing stated CEO outcomes scheduled for the fourth quarter.

The administration requested that the Board prioritize specific outcomes or areas that they felt should be addressed in the last quarter of the year and those which were a lower priority that could, if required, be addressed in the first quarter of the 2002/03 budget year.

The following is a summary of information by Board members:

Priority Outcomes Areas to be addressed and continued for January-March 2002

1. Partnerships and Community Linkages
2. Business Planning
3. Board information reports and Budget Analysis
4. Leadership Today
5. Housing
6. Community Recruitment Strategy

Areas to be addressed (if required) in April-June 2002

1. Additional Aboriginal Initiatives
2. Transportation
3. Post Secondary Contracts Keyano and Portage College
4. Recognition Policy
5. Communication Policy and Framework

G.  Communications from Board Chair

• Flowers were sent to Alan Anderton, Chair, Provincial PDD Board, who has been ill.
• Flower have been sent to Zuhy Saheed, former president of AACL, who has been ill.
• January 9^th, 2002 - attended the Provincial PDD Board Executive Committee meeting.
• January 10^th, 2002 - attended the Provincial PDD Board meeting.
• January 17^th, 2002 - traveled to Lloydminster for an appeal hearing.
• January 24, 2002 - will be travelling to Red Deer for a Michener Transition meeting.
• January 28^th, 2002 - will finish up the Lloydminster appeal. There was too much information to review in 3-4 hours.
• April 25-27, 2002 - will be attending the AARC Conference on my own behalf. No per diem or travel will be charged to the Board.
• I and Donna Desjardins have received a request to attend the St. Paul Abilities Network Retreat. I will attend and stay with family.
• Have discussed, with other Board Chairs, a suggestion by Norm McLeod that each Board send a Board member to other region's retreats. Will bring this up at the next Provincial Board meeting as we need to find out what other people are thinking.

H. CEO Communications

• PDD has partnered with Blue Quills College for a practicum student. This will be an avenue opening doors for us;
• Invited to be a panel presenter at the St. Paul Abilities Network Retreat; will act as anchor for the panel presentation;
• Mike McArthur has resigned as Executive Director of CLALD; Farrel Palmer has been hired to act as CEO, part-time for awhile;
• The Community Based Recruitment Strategy is going ahead;
• Aspen Health Authority:
• Client Appeal Process
• Will be meeting with Sharon Wilkinson, Executive Director, and David Maher, Director of Community Services, Provincial Mental Health Board.
• Acquired Brain Injury
• The joint proposal from SPAN and Blue Heron has been approved.
• AACR Three Year Certification for DOVE Centre
• Accreditation for DOVE has come through. The Board will present the accreditation certificate at one of the DOVE Centre Board meetings.

I. In Camera Session (Review organizational issues)

#02-01-448 MOTION: Ralph Gorrie moved the Board go In-Camera at 9:00 am. Carried Unanimously.

J. Notice of Motion/Request for Information

K.  Next Meeting Dates

• February 9^th, 2002 Conference call at the call of the Chair
• March 9^th, 2002 St. Paul
• April 20^th, 2002 Whitecourt
• May 18^th, 2002 Vegreville