Present:
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.

Guests: Al Pierog, President, Catholic Social Services; Dale Peterson, Vice President, Catholic Social Services; Allen Dubyk, Board Chair, Vegreville Association for Community Living; Nada Chelvam, CDO, Vegreville Association for Community Living; William Farrow, Board Member, Valid; Norm McLeod, CEO, Provincial PDD Board; Garry Donald, CEO (incoming), Provincial PDD Board; Gerald Gordey, Premier's Council on the Status of Persons with Developmental Disabilities; Duane Bird; Yvette Corbiere; Sandy Matters; Cathy Beer; Helen Litwin, Client Service Coordinator.

A. Don Schultz, Chair, called the meeting to order at 9:00 am, March 17^th, 2001.

Amend February 17^th, 2001 minutes to reflect, under Agenda Item 1.3, the Board's interest in developing a handbook of Board policies, mission and vision statements, and roles and responsibilities of Board members, which would be available for distribution.

• Presentation by Al Pierog, President and Dale Peterson, Vice President,

Catholic Social Services (CSS)

Dale Peterson and Al Pierog expressed their appreciation of their experiences with the Board and thanked the Board for the opportunity to share information about CSS. A review of the history of CSS showed work has grown to providing services to over sixty individuals with three approved homes and seven overnight staffed residences. CSS also has a community access program that supports individuals in the community to be full members of the community. In the last year CSS implemented a new program called Relationship Training which includes information on interpersonal relations and the dynamics of human sexuality.

Although there is still difficulty in getting qualified staff, there now appears to be the beginning of stability in this area. Conclusion is that work in this region has really now just begun.

• Presentation by Allen Dubyk , Board Chair and Nada Chelvam, CEO

Vegreville Association for Living in Dignity

Mr. Dubyk gave an overview of the services offered by VALID and expressed their desire to continue to build a strong partnership with PDD. VALID puts strong emphasis on the need for parents and guardians to be aware of services for persons with developmental disabilities and plans to implement a transition program with a local school.

VALID operates a recycling program in partnership with the Town of Vegreville; however, clients who work in this program do not receive minimum wage. This concern has been placed before the Hon. Ed Stelmach, MLA, as well as before the Town Council. VALID would also like to bring this to the attention of the Northeast Board. Perhaps an employer incentive could be considered that would enable VALID, as an employer, to pay clients who work in this program, minimum wage.

Mr. Dubyk thanked the Board for the opportunity to make this presentation and invited the Board members to attend the VALID Annual General Meeting on June 18^th, 2001.

• Presentation by Norm McLeod, CEO and Garry Donald, CEO (incoming)

Provincial Board for Persons with Developmental Disabilities

Norm McLeod said goodbye and expressed how much he appreciated what PDD has done in the last three years and talked about his expectation that in there will be some exciting things happening in the next few years.

Garry Donald expressed his appreciation of the opportunity to meet with the Board and community members and gave an overview of some of the history of PDD and his involvement with its development.

• Special Board presentation to Norm McLeod

An engraved pewter plate was presented to Norm McLeod by Don Schultz, Chairman, on behalf of the Board and CEO:

NORM MCLEOD
Chief Executive Officer
Provincial P.D.D. Board

In recognition of your retirement
and significant contribution to the development
of Community Board Governance.

Our sincere appreciation for all your support.
Northeast Alberta Community Board and CEO
Persons with Developmental Disabilities
"Building on Community Strengths"

March 17^th, 2001

4. Information Reports

1.  Board Communications and Operations

1.1 Northeast Alberta Community Board: Proposed Board Governance
               Recommendation: That the Board receive this report for information
               Purpose of Report: Discussion and direction to administration

During the development of the Board's 1999-2000 budget, the initial planning level for Board Governance was $139,000.00. The Board reallocated $30,000.00 from the Governance budget to the regional program and services budget. With an overall operating budget of $109,000.00 the Board apportioned resources for Board operations including individual Board member allocations.

Total Board expenses are projected at $116,000.00 with a resulting deficit of $7,000.00 from the adjusted budget of $109,000.00. The history of expenses over the past year shows the following:

• Overall under utilization of $7,638.00 for member allocations.
• Over utilization of $18,915.00 for supplies and equipment.
• Under utilization of $4,115.00 for Board Development and Communications.

The variance in individual member allocations is due to charging costs for Board meetings (hosting, meals, etc) to a general account rather than to individual members.

Proposed Board Governance Operating Budget 2001-2002

The total proposed budget is $135,000.00 with a further alignment of resources in the following general categories:

1. Board member honouraria and travel costs

• 8 members $89,000.00

    II.  General supplies, equipment and group meeting charges $25,000.00

• Phones
• Recognition
• Supplies
• Hosting/gifts
• Group meetings
• Advertising

    III.  Community Development $13,500.00

• Mission critical initiatives

• Research and development

    IV. Contingency $ 7,500.00

• Appointment of new member
• Unforeseen costs or expenditures

TOTAL $135,000.00

The administration will present a Board Governance budget for review and approval at the April 21^st, 2001 meeting of the Board.

1.2  Provincial PDD Board Rewards and Recognition Program: Direction to
       Community Boards
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information and discussion

The Provincial P.D.D. Board has established a P.D.D. Rewards and Recognition Program. There are two award programs, one for Merit Awards which focuses on team merit, individual merit and informal merit while the second, Service Awards, recognizes significant milestones in the careers of staff (length of service, retirement and commencement).

Information from the Provincial Board administration, disseminated at the March 1^st and 2^nd P.D.D. staff retreat, states "The Provincial PDD Board would like to celebrate best practices across the Province; therefore, each Board will have an Outstanding Team Achievement Award" and "Each Board has a process for nomination, review and selection of recipients for Merit Awards". The Provincial P.D.D. Board will recognize recipients of Team Merit awards made by each Board.

At the present time, the Northeast Board does not have a process or criteria in place for the nomination and selection of Merit Award recipients.

Proposed Action Plan

1.  Establish a committee to address the program and make recommendations on related
     processes and criteria to the Board.
2.  Recommendations will be presented to the Board by June 2001.
3.  Timelines and process for the Northeast Board to forward nominee(s) for the Merit Award to
     the Provincial Board will be incorporated once this is communicated.
4.  The administration will involve the Human Resources department to ensure appropriate
     information is provided to address the Service Awards.

1.3  Provincial PDD Board: PDD Learning Accounts
               Recommendation: That the Board receive this report for information
               Purpose of Report: Information

The Provincial P.D.D. Board has adopted a program of learning accounts for PDD Staff effective April 1, 2001.

The Northeast Alberta P.D.D. Community Board implemented a program of Personal Learning Accounts for staff in June of 1999. This program, initiated by the Board, was in keeping with the Ministry wide program to encourage Boards, Authorities and other government departments to develop Personal Learning Accounts. At the time learning accounts were developed in the Northeast Region all P.D.D. Boards were within the Ministry of Family and Social Services.

The program of learning accounts initiated by the Northeast Board meets all the intentions and requirements described by the Provincial P.D.D. Board.

1.4  Northeast Alberta Community Board: Draft Calendar of Major Events (2001-2002)
               Recommendation: That the Board receive the report for information.
               Purpose of Report: Discussion and direction to the administration

The Board Governance Policy II.4 - Board Job Descriptions Item 11 states that the Board will "develop and monitor a Board calendar of annual responsibilities and events". The Board has identified a number of events, meetings and planning activities critical to their work within the Region and to ensure the requirements of the Provincial P.D.D. Board are met

Three major categories of Board responsibilities have been used to identify and schedule activities related to the work of the Board during 2001-2002. The Board may wish to consider adjustments (additions, deletions) to the calendar of events in keeping with their communication plan or special events identified for the current year (example - Alberta Special Olympics, Regional Community Education and Awareness initiatives, launch of the Northeast Alberta Virtual Learning Community).

The administration will prepare a final calendar of events for presentation at the April 2001 Board meeting. It is proposed that this calendar be on the Northeast Alberta PDD web site and updated electronically.

1.5  Northeast Alberta Community Board's Governance Policies: Review and Update
               Recommendation: That the Board approve the revisions to the Governance Policies,
                                              Category I: Ends, 1.1, 1.2, 1.3, 1.4, 1.5
                                                        and
                                              That the Board review the Category II: Governance Process:
                                              Board Operations and identify revisions.
               Purpose of Report: Approval and review of Board policies

The Board Governance policies in Category I: Ends were revised in June following the Board's annual retreat. These policies were reviewed as part of the orientation process for new Board members.

The Board committed to reviewing their governance policies at each of the Board meetings in March, April and May. The process adopted by the Board was for the administration to briefly review each policy and identify potential areas for revision. In addition, the review process is designed to ensure understanding of intent and clarity of presentation for each policy.

A general working principle is that when Board members reach consensus on the intent of the policy, how it relates to their role as individual Board members and the Board as a whole, the policy demonstrates internal validity.

Review of Category II: Governance Process: Board Operations was deferred to the next Board meeting on April 21^st, 2001.

1.6  Alberta Association for Community Living: Community Living Awareness Month
       (October 2001)
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Discussion and direction to the administration.

The Alberta Association for Community Living has identified October 2001 as Community Living Awareness month in Alberta. Last year AACL placed community awareness advertisements in all major newspapers throughout the Province.

The Northeast Board supported last year's community awareness program by having their name appear along with AACL and the Provincial P.D.D. Board on newspaper advertisements in the Northeast Region.

1.7  Northeast Alberta Community Board CEO Expectations April 1, 2001 - March 31,
       2002: Discussion
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Discussion and direction to the CEO.

Board Governance Policy III 1.7 - Annual Performance Review of C.E.O. states; "1. The CEO's performance will be reviewed annually by a committee consisting of the Chairperson and Vice Chairperson and (other designates); 2. The review will be based on the achievement of Results Policies, and on compliance with Constraint Policies; 3. The C.E.O. Annual Review committee will review the compiled monitoring reports for the previous year and subsequently report to the board on the extent of compliance with policy during the review period, the significance of any non-compliance, and the follow-up provided on incidents of noncompliance. The member(s) conducting the review will provide a report to the Board in the form of a draft memo to the personnel file of the CEO. Once this document has been reviewed and developed as the Board sees fit, it will constitute the CEO's performance for that year."

Following discussion about the policy, the Board felt that the performance review process could be enhanced by a discussion prior to the next evaluation period where the Board identified performance expectations for the CEO.

1.8  Northeast Alberta Community Board: Mission Critical Research and Development
       Policy
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Discussion and direction to the administration.

Organizations in both the public and private sectors traditionally develop a forward thinking Vision Statement which communicates to the public what the organization is striving to achieve on behalf of their stakeholders.

In addition, organizations will develop a Mission Statement which communicates how the Vision Statement will be achieved. The Mission Statement guides both short and long term strategic planning, establishment of outcomes and annual review of overall organizational effectiveness.

As a result, it is very common for organizations to have a research and development policy which directs activities critical to supporting the mission statement. The following is a list of Mission Critical initiatives an organization may engage in:

• Public information and awareness campaigns

• Research projects on current and future trends

• Pilot projects to develop new services, supports and resources

• One time grants to support initiatives related to the organizations priorities and business plan

• Commission literature reviews

• Development of community partnerships

• Feasibility studies

• Educational seminars, conferences, workshops and information sessions

An organization's or governing bodies' policy in this area generally provides a statement of values and beliefs along with the type and nature of activities which are encouraged and supported. A policy may also identify that supports available are in the form of financial or in kind contributions.

A Board policy typically does not establish an amount or level of support but rather a statement indicating that resources will be identified or apportioned in the annual business plan.

In addition, a Board may choose to adopt a Board regulation which supports the Policy and provides direction to the administration in the areas of a) public awareness and communications b) procedures and processes and c) monitoring and review.

1.9  Northeast Alberta Community Board: Public Information and Awareness Campaign
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Information

At the February 17^th, 2001 Board meeting, the administration was requested to provide a report outlining a framework for the development of a regional public information and awareness campaign. The report was to include a rationale and framework for the development of the campaign along with identifying current activities undertaken by the Board and administration in this area.

The Northeast Alberta Community Board began its governance responsibilities on April 1, 1998. Over the past three years the Board has increased it's profile and public awareness of services and supports for individuals with developmental disabilities. Increased awareness has resulted primarily through the following activities:

• Public Board meetings are advertised in local community newspapers and meetings are held in major communities throughout the Region.

• Board member and staff attendance at Community Council meetings.

• Web site development and quarterly Regional newsletters.

• Annual Regional conference with representatives from each community and stakeholder group.

• Publication of Community Recognition Awards and local community follow up articles in newspapers throughout the Region.

• Newspaper articles and radio interviews at selected times.

• Board member meetings with local and provincial elected officials.

• Community focus groups for input on selected topics (example, Zwozdesky review, P.D.D. eligibility criteria review).

A number of these activities and resulting communications are ongoing each year while others are situational due to a specific topic of interest or issue facing the community. As a result, it is the feeling of the administration that the Board and related services are becoming increasingly well known in the immediate world of stakeholders associated with individuals with developmental disabilities.

It is not clear how well the Board and its available services are known to the general public and potential recipients of these services. Board members and the administration are consistently finding individuals, families and community members, businesses and service organizations that are not familiar with the Board and services available.

One way to increase the public awareness of the Board and available services within a broader population is to develop a consistent communication profile and campaign within the Region. An effective public information and awareness campaign is characterized by the following features:

• Consistent message along with a visual profile or image

• Publication of the message in mediums which reach the majority of the population (newspapers, television, radio, billboards).

• Presence at community events through participation and sponsorship

• Public appearances and presentations.

• Consistent motto or slogan which is easily recognizable and communicates the organizations values and beliefs.

• A fixed schedule of public communications in a consistent venue forum and medium.

• Phone survey and information interviews.

The first step in the development of a public information and awareness campaign is to establish the audience one wishes to reach and the message to be communicated. Secondly to establish targets for public awareness and knowledge about the Board's message, profile and available services. Thirdly, to identify the available strategies and approaches which have proven effective in similar campaigns (example, public education, health, AADAC, Mental Health). A final step is to evaluate the effectiveness of the overall campaign and individual elements.

The Board's motto or slogan "Building on Community Strengths" appears on all Board materials and publications. The Board does not have a logo or icon but rather a consistent visual presence which says "why we are". This is depicted by pictures of individuals engaged in activities (work, leisure, education) within their community. The overall background is a light green tone with the faint image of leaves to convey the message of growth and energy.

An initial start to the development of a public information and awareness campaign in the region is with newspaper advertisements similar to the approach used by AACL for Community Living Awareness month. The communication firm of Calder Bateman has been engaged to develop an overall Board image and visual profile which communicates the Board's values and beliefs. In addition, this firm is working with the administration to develop a video to portray the Board's community values and services through the stories and interviews with individuals, families, service providers and community partners.

The administration provided a potential newspaper advertisement and initial ad campaign ideas prepared by Calder Bateman meeting which were approved by the Board

The administration will present an update on the Public Information and Awareness Campaign along with related costs to the Board meeting in May 2001.

Sandy Matters, a parent attending the Board meeting, requested the Board have copies of ads made into pamphlets, with services listed, which could be handed out to parents of children who will be coming into service; included in a welcome package for new people coming into town; and put the list of services available in the town.

The Chair agreed to incorporate this idea.

2.1 PDD Office Space and Accommodation Estimates: 2001-2002
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Information.

The administration has forwarded the P.D.D. office space and accommodations estimates for 2001-2002 to the Provincial Board administration and Department of Public Works and Infrastructure.

Priority rating for projects is defined as follows:

Priority 1 Essential work related to life safety

Priority 2 Essential program needs

Priority 3 Asset protection

Since the time of the submission work has been completed in Fort McMurray and planning discussions are underway for Bonnyville, Cold Lake and Whitecourt. Discussions and planning for St. Paul has not been started.

Currently the St. Paul P.D.D. regional office cannot accommodate any further expansion without modifications to the existing space and availability of new additional space. The accommodation request is to provide office space for planned staff increases due to new hires and consolidation along with increased space needs for inservice training and larger meeting area.

2.2 One Time Initiatives Supporting the 2000-2001 Business Plan
               Recommendation: That the Board receive this report for information.
               Purpose of Report: Information.

The administration forecasted an under utilization of approximately 3% of the Board's budget by March 31^st, 2001. The under utilization is a result of a number of factors previously presented to the Board.

To further the priorities and goals in the business plan the administration requested the Service Providers to present one-time initiatives which could be implemented by March 31^st, 2001. The request was to identify these initiatives under one or more of the following categories:

• Workforce Stability

• Community Awareness/Public Education

• Information Technology Needs

• One time Capital needs

In addition, the submissions were to identify how these initiatives would benefit individuals with developmental disabilities and their families (directly or indirectly). All submissions were reviewed by the administration.

The Board reviewed a summary of the initiatives approved along with the level of support.

At the February 17^th, 2001 Board meeting the administration presented a report outlining the Provincial government announcement 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. In reviewing the announcement the administration presented the position that consideration be given to making the same allowance available to non government employees providing services on behalf of individuals with developmental disabilities. The rationale for this was based on the Provincial P.D.D. Board wage equity and workforce stability initiative and the Northeast Board's desire to reduce the gap between government and non government employers.

The administration updated the Board on the status of the project at the March 17^th meeting with a verbal report.

• February 28^th - attended a retirement function in honour of Norm McLeod
• March 5^th - made a presentation on employment to the Barrhead Rotary Club
• Governance Agreement administration working group meeting
• Doing arbitration on an appeal for the Central Board
• Attended an appeal workshop for Central Board members
• Minister has extended authority to handle appeals to Vice Chairs
• Provincial Board meeting
• Have started talking about allocations
• Michener Centre's financial plan has been accepted
• Discussed possibility of seconding employees to go to work for PDD or the other way around. Other departments are interested.
• Will send letter Gene Zwozdesky congratulating him on his appointment as Minister of Community Development.

• Provincial PDD Staff Retreat: March 1-2, 2001
• Gave staff an opportunity to see what was going on in other regions
• Focus was on community inclusion, housing, etc.
• Well done by Provincial Board Administration and Region Board representatives.
• Brenda Carlson was our representative and her efforts were appreciated and recognized by all Northeast staff.
• Meeting with Keyano College: Post Secondary Options
• Discussed staff development needs and capability of Keyano College to develop that
• Will go back in a few months to look at ways to support individuals with disabilities in the college
• Now continuing relationship with Portage College, Vermilion College, Grant McEwan College and the University of Alberta.
• Attended meetings with the Westlock and Barrhead Rotary Clubs
• Virtual Learning Community - Two Focus Groups in Fort McMurray and Bonnyville/Cold Lake were well attended.
• Lots of interest and excitement
• Learning about technical barriers
• Good level of understanding - talk about level of access rather than educational needs
• Gearing for November
• Reference Material: Rediscovering Community, Who Cares? By David B. Schwartz
• Copies are available for Board members to read. Will be part of the resource material for the Virtual Learning Community.
• There is an upcoming presentation on Video Conferencing on March 19^th; Potential partnership with Human Resources and Employment and Children's Authority. Looking at connecting four sites, St. Paul, Fort McMurray, Cold Lake and Whitecourt and reducing travel.
• Northeast Alberta Consortium of Service Providers: Recruitment trip to the Maritimes, March 22, 2001
• Four Executive Directors representing four agencies are going to make presentations to graduates or potential graduates at a number of colleges.
• Presentations will also be done at community colleges in Alberta.
• Need to increase manpower core in this region.

Ralph Gorrie, Vegreville

• February 28^th - attended Vegreville Community Council meeting
• Helen Litwin shared information on a number of topics
  
• Leadership Today
• Transition package
• Merit and Service awards
• Virtual Learning Community, in which there was a great deal of interest
• Transportation - a new committee has been set up in Vegreville and a survey will be coming out
• Vegreville is on a list for needs assessment
• Next meeting is scheduled for March 27^th - Leadership Today will be on the agenda and Virtual Learning will be considered.
• March 6^th - attended a meeting at VALID

Johanne Hassey, Vilna

• Nothing to update since last meeting

Christine Botsford, Fort McMurray

• Nothing to update since last meeting

Laurel Morris-Duncan, Fort McMurray

• Invited to attend a meeting with principals from three high schools
• Request that someone from PDD contact the school boards in Fort McMurray to tell them this is what is happening, this is what we do, and give them pamphlets, etc.

Doug Fleming, Westlock

• Attended Rotary Club meetings in Westlock and Barrhead
• Community Councils were not active in Westlock and Athabasca this month, will be next month
• Handicapped Children's Services is looking at reframing their services in the future

Donna Desjardins, St. Paul

• February 21^st - St. Paul Community Council Meeting
• A dynamic meeting; people in went into groups to discuss the things they would like the Community Council to do in the coming year
• A transition planning initiative has been approved and representatives from the Community Council have met with the school administration
• A second initiative, developing personal support networks for individuals and their families and advocates is a priority for the upcoming year
• The Chair of the Community Council requested a meeting with both political representatives during the election. Individuals with special needs and other Community Council members attended and interviewed the candidates; the media were also represented.
• March 21^st - St. Paul Community Council will host a joint Community Council with Vegreville and Bonnyville/Cold Lake
• March 8^th - attended the Provincial PDD Board meeting

Carmela Levesque, Bonnyville

• The Bonnyville/Cold Lake Community Council are very pleased with the Virtual Learning Community project and the $3,000.00 funding for each Community Council
• The Community Council indicated a need for a regional Community Council retreat
• There was a good turnout for the Special Olympics events in Bonnyville
• Will attend the joint Community Council meeting in St. Paul
• Called Mr. Ducharme to congratulate him on his election

Don Schultz, Barrhead

• Will attend a Whitecourt Community Council meeting on March 27^th
• Unable to attend the Barrhead Community Council meeting on March 15^th,
• Received a letter from the Children's Authority, Ralph Whitford and Larry Langager, suggesting their CEO contact our CEO to begin preliminary work towards creation of a shared governance agreement with the Lakeland Health Authority.
• Volunteer sheets for the Alberta Special Olympics will be sent out next week

9. In-Camera Session (Review organizational issues)

#01-03-330 MOTION: Donna Desjardins moved the Board go In-Camera at 9:05 am. Carried unanimously.

#01-03-331 MOTION: Doug Fleming moved the Board go out of Camera at 9:30 am. Carried unanimously.

10. Notice of Motion/Request for Information

• April 21^st, 2001 Barrhead
• May 12^th, 2001 Fort McMurray
• June 16^th, 2001 Athabasca
• July 21^st, 2001 Phone Conference

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