PDD NORTHEAST COMMUNITY BOARD MEETING
Thursday,
November 4th, 2004?? 8:00 pm
to 11:00 pm
Boardroom,
Lakeland Inn
?Cold Lake, Alberta
APPROVED MINUTES
Present:
Don Schultz, Chair, Donna Desjardins, Vice Chair, Ralph Gorrie, Glenn Hennig, Carmela Levesque, Colleen Marks, Caren Mueller, Floyd Thompson
Administration:? Dr. Alex Hillyard, CEO; Lucille Froese, Recording Secretary
Absent:
Dr. Doug Fleming was absent for personal reasons.
Guests:?
A.
Don Schultz, Chair,
called the meeting to order at 8:00 pm, November 4, 2004.
#04-11-835????? MOTION:????? Colleen
Marks moved the Board approve the agenda.
Carried unanimously.
C. Approval of Minutes
#04-11-836????? MOTION:????? Donna
Desjardins moved the Board approve the
??????????????????????????????????????????????? minutes as presented. Carried unanimously.
F. Reports
1.
Board Communications & Operations
1.1 Board
Meeting Dates: January 2005 ? December 2005 Proposed
The Board has established a practice of identifying a pre-schedule of public board meetings and communicating this on Board meeting agendas, in their minutes from Board meetings and on the web site (www.nepdd.org).
The Board reviewed and approved a proposed schedule of Board meetings for the coming year with changes to the February, May and November dates. The proposed schedule will be put on the agenda and minutes for upcoming Board meetings and posted on the website.
#04-11-837????? MOTION:????? Ralph Gorrie moved the Board accept the
proposed
times, dates and locations with
date changes to February 26, 2005, May 28, 2005 and November 6th,
2005, as well as a location change for November 2005 to Fort McMurray. Carried
unanimously
1.2 Northeast
Board Quarterly Report for the Period
July to
September 2004.
Each quarter, the Northeast Board provides a report to the Provincial Board that outlines the activities and events undertaken by the Board and the results achieved in relation to the 2004-2005 business plan.
The Board reviewed the second quarterly report, for the period July 1, 2004 to September 30, 2004. The quarterly report shows where major activities are taking place and the progression on each activity from quarter to quarter.
#04-11-838????? MOTION:????? Caren Mueller moved the Board accept the
report for
information. Carried
unanimously.
1.3 Community
Capacity Initiative: Discussion
The Northeast Board has approved the Community Capacity Initiative to continue for the 2004/05 year. On September 21, 2004 a letter from the Board Chair outlining this initiative, was sent to local Mayors and Reeves for eleven major communities within the Northeast Region.
Board members will send personal letters to Mayors and Reeves in their areas and will be following up with them in person on the Community Capacity initiative.
#04-11-839????? MOTION:????? Donna Desjardins moved the Board accept
the report
for
information. Carried unanimously.
1.4 Board
Governance Assurance Framework
At the October 16th, 2004 board meeting, the Board endorsed the Board Governance Review and Assurance Framework as presented. The original timeline for this project was adjusted dramatically due to internal audit process of Service Providers underway by the office of the Chief Internal Auditor.
At the November 4, 2004 meeting, the Board reviewed and approved the revised timeline. Factors, which may affect the proposed timeline, will be presented by the administration for the Board?s consideration and adjustment if required.
#04-11-840????? MOTION:????? Colleen Marks moved the Board accept the
report for
information. Carried
unanimously.
1.5 Risk
Management: Regional Sessions
November 15th
and 16th, 2004
A heightened awareness of the need for strategic thinking regarding the development of a risk management process created the impetus for this initiative. In addition to this being identified by the Northeast Board and administration as an area of need, Service Provider CEO?s also requested a comprehensive look at the area of strategic risk management in the 2003/04 Survey of their leadership development needs.
A Strategic Risk Management workshop is planned for November 15th and 16th for PDD and Service Provider Board members and senior staff.
The Board reviewed and discussed plans and information for the workshop. Eight Northeast Board members will be attending.
#04-11-841????? MOTION:????? Glenn Hennig moved the Board accept the
report for
information. Carried
unanimously.
1.6 Board
Development Program: Survey Results
?
In October 2002 the Board Member Self-Assessment Tool was distributed to Board members serving on Service Provider Boards in Northeast Region. Based on the results of the findings Open Board Development Workshops were presented throughout the Region over the last two years.
Recently a few Board members have identified that the topics presented through the current workshop sessions are not meeting all their emerging needs. To determine what would be helpful for boards to meet their development needs, a survey was conducted from October 12 through October 19, 2004.
The Board reviewed and discussed the results of the survey. The top four topics, in order of preference, were Board Recruitment and Retention Strategies, The Difference Between the CEO and the Board?s role, Roles and Responsibilities of the Board, and Board and CEO Relations.
#04-11-842????? MOTION:????? Donna Desjardins moved the Board accept
the report
for information. Carried
unanimously.
1.7 Northeast
Regional Conference: November 5th and 6th
The Board reviewed and discussed a copy of the master schedule for the conference and discussed the Northeast Regional Conference 2005.
Christine Caissie, Co-Chair, Cold Lake Community Council, did a very good interview with the Cold Lake Sun. Copies were given to Board members.
The location of the conference for 2005 will be announced at the conference on November 6th, 2004.
#04-11-843????? MOTION:????? Donna Desjardins moved the Board accept
the report
for information. Carried
unanimously.
2.?
Administration
2.1 Provincial Board for PDD: Funding Policy
The Provincial Board administration has developed a provincial funding policy. As outlined in the preamble, the policy has been developed to ?clearly outline funding options, mechanisms and relationships among individuals/guardians and their families, service providers and PDD?.
The Board reviewed and discussed the Provincial Funding Policy and regional implementation plan, which will be brought to the Provincial Board administration.
The policy will be brought back to the December Board meeting for further discussion.
#04-11-844????? MOTION:????? Carmela
Levesque moved the Board accept the report
for
information. Carried unanimously.
2.2 Person Centred Planning Initiative: Project Update
(Brought forward from October 16, 2004 meeting)
At
the August 2004 Board meeting, the Board was informed that a project had been
initiated whereby a CD-ROM was being produced on the topic of Person-Centered
Planning. Mr. John Elias of CLR Consultants, Inc. has been contracted to
complete this project. A project team consisting of Bill Tidsbury, Dr. Susan
Moisey, Bruce Uditsky and Lori Skinner of AACL has been extensively involved in
providing content and reviewing materials that have been developed.
The
focus of the project is to develop a person centered planning resource for
families of individuals with developmental disabilities.
The CD-Rom will be enhanced with a user guide like a workbook that families can use to assist in their planning.
#04-11-845????? MOTION:????? Ralph Gorrie
moved the Board accept the report for
information.
Carried unanimously.
? As in the past, Board members can deliver Christmas baskets to agencies in their communities. The price range for baskets should be $30.00 to $40.00.
? The new CEO for Region 7 Children?s Services, Rick Semel, also attended.
? Another meeting is being arranged for December to plan for the meeting of the Governance Body on February 1, 2005.
? Attended the Fort McMurray Community Capacity Session.
? Introduced the presenter, John McKnight, and brought greetings from the Board.
? 180 people attended including representatives from shelters and other community groups and from as far away as Athabasca and Westlock.
? The CD-ROM, Understanding Your Funding Options: A Guide for Families of Individuals with Developmental Disabilities is out and available.
I. In-Camera Session (Review organizational issues)
#04-11-846????? MOTION:????? Glenn Hennig moved the Board go In-Camera
to
discuss organizational issues,
at 8:00 pm. Carried unanimously.
#04-11-847????? MOTION:????? Colleen Marks moved the Board come out of Camera at
8:55 pm. Carried unanimously.
#04-11-848????? MOTION:????? Colleen Marks moved the Board adjourn at
11:00 pm.
Carried unanimously.
______________________________??????????????????????? ______________________________
Don Schultz, Chairman????????????????????????????????????????????? Dr.
Alex Hillyard, CEO