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

Board Communications and Operations

1.1  Northeast Alberta P.D.D. Community Board 2001-2004 Service Plan
       Provincial Board Priorities and Key Performance Measures
       Recommendation: That the Board receive this report for information
       Purpose of Report: Information and discussion

At the Provincial P.D.D. Board meeting on September 19, 2000, the Board approved nine key performance measures and three service priorities for the 2001-2004 Provincial Business Plan. The executive committee of the Board has required that, prior to approval, each community Board's Three Year Business Plan needs to include these Provincial service priorities and key performance measures.

The Northeast Alberta P.D.D. Community Board Three Year Business Plan has incorporated each of these Provincial priorities and key performance measures.

The CEO and the Board reviewed and discussed the changes to the Three year Business Plan and the Provincial service priorities and key performance measures.

1.2     2^nd Annual Northeast Alberta Community Board Regional
          Conference November 17^th and 18^th, 2000: Update
          Recommendation: That the Board receive this report for information
          Purpose of Report: Information and discussion

Letters of invitation have been sent out for the conference and registrations and travel costs will be covered as they were last year. Overall, the format will be the same as last year, with the addition of an Information Mall and a Community Recognition Activity.

The Chair asked Board members to talk to the service providers and others in their communities to encourage their attendance at the conference and to give administration the names of any organizations that should be added to the invitation list.

1.3    Northeast Alberta Community Board Visual Identity and
         Community Awareness Program: Update
         Recommendation: That the Board receive the report for information
         Purpose of Report: Information and discussion

The Board reviewed samples of letterhead and envelopes which, when approved, will be part of the Northeast Alberta Community Board visual identity.

The Board instructed the administration to take the letterhead sample back to Calder Bateman to have them develop new recommendations for the format of present Board members on the bottom portion of the letterhead and also the use of photo backgrounds.

Calder Bateman has identified a number of individuals who have agreed to participate in a photo shoot for the PDD website, newsletters and videos and
the Provincial Board administration has requested use of the Northeast Region photos for the Provincial Board newsletter.

1.4    Northeast Alberta Community Board: Toll Free Number
         Recommendation: That the Board approve the establishment of a
                                          toll-free number for use in the Northeast Region
          Purpose of Report: Information and discussion

The administration recommended the establishment of a toll-free number for use in the Northeast Region as there have been an increasing number of individuals who have expressed a concern about the long distance cost when calling the St. Paul office or Board members. The cost associated with a toll-free number is a monthly charge of $8.00 and per call cost of $0.055 (5 1/2 cents) a minute. Potential benefits of a toll-free number:

• Public awareness and access
• Central number for information
• Routing of calls to Board Members and staff at no caller expense
• Use in Regional Survey's and events
  

The following Board members requested that their reasons for opposing the motion be recorded for the minutes:

Donna Desjardins is in favour of the establishment of a toll-free number but is opposed to the motion as she thought it should include a reference and emphasis on training for staff and ensuring that callers are made aware of available services, questions are answered, call backs are arranged for follow up as needed.

Carmela Levesque is in favour of the establishment of a toll-free number but is opposed to restricting the call area only to the Northeast Region. She would like the toll-free number to be available with no restrictions.

Phil Fluet opposed the motion as he thought there was a lack of information to indicate significant potential user demand; lack of evidence presented to indicate the R.I.T.E. system could not adequately address the need, at no cost to the region; and, lack of evidence to suggest a regional "800" number would address the need in s significantly better manner than the R.I.T.E. system.

2.1    Continuity of Service Planning for Individuals and Families
           (16-21 Age Range)
                  Recommendation: That the Board receive this report for information
                  Purpose of Report: Information

It has been brought to the attention of the administration by families, service providers, educators, staff and individuals with disabilities that many families feel a void when planning potential community or post-secondary options for individuals when leaving or thinking of leaving secondary schooling. There are examples where individuals leave school after 16 years of age and do not return to available service options until 18 years of age or later.

Continuity of service planning for individuals and their families during life transition points is critical to family stability and there should not be perceived any real barriers due to service mandates based on age. The goal is a seamless transition from children's to adult services for individuals with developmental disabilities and their families.

PDD and Children's Services have agreed to initiate a four month pilot project in the Barrhead area on individual and family directed transition and life planning for the 16-21 age range.

2.1     Individual Funding Agreements: Audit Review Committee Update
                   Recommendation: That the Board receive this report for information
                   Purpose of Report: Information and discussion

In reference to the Government of Alberta Accountability Framework Progress Report the Board directed the Administration to undertake a review of the Individual Funding processes and revise the Northeast Audit procedures.

In response, the administration formed a committee consisting of representation from Northeast Service Providers, the Shared Support Service Centre and PDD Administration. The committee has met on four occasions and has:

1. Defined the terms of reference
2. Reviewed policies and practices in the other five Regions
3. Reviewed Provincial Individual Funding policy and Regional procedures
4. Prepared a preliminary draft document of content for the review process
5. Discussed risk management and vicarious liability issues
6. Examined the Contract Audit Process for possible incorporation and development of consistency
7. Defined a consultative process to solicit input from individuals/families, Community Councils, Public Guardian, Service Providers and PDD staff.

The next stage of this project will be to involve individuals/families, Community Councils, Public Guardian's office, Service Providers and PDD staff. A report is scheduled to be presented to the Board in February 2001.

2.3    Contract Agreements with Service Providers:
         Audit review Committee Update
                  Recommendation: That the Board receive this report for information
                  Purpose of Report: Information and discussion

The Contract Audit Review Committee was established in the spring and has met twice prior to a summer break. The first meeting for this fall was held October 16, 2000. There are three executive directors from the service provider agencies sitting on this committee as well as PDD and Shared Service Centre staff.

The Northeast regional committee is currently working on identifying elements of a revised contract format. This evolving document is being formulated in conjunction with input of PDD and Shared Service Centre staff. The committee plans to have a draft document for review by January 2001.

The committee has been assisted by the work that has previously been done on this subject over the last 5 years in the region. Work to date on this initiative has been very collaborative and is supported by all participants.

• Met with the CEO and organizing committee regarding the 2^nd Annual Regional Conference in Westlock on November 17^th and 18^th, 2000.
• Attended Provincial Board meeting - Motion on the Michener Centre Bridge Fund/Allocation was tabled to the next meeting.
• Member of the recruitment committee for the new Provincial CEO
• Heard one appeal which was turned down
• Attending another appeal in November.

• Financial position update
• Reviewed financial position after 2^nd quarter
• Surplus of $605K - accrued to 3^rd and 4^th quarter with a forecasted balanced budget for year end.
• This surplus position at the end of the second quarter is an artifact of the Board's actual expenditure patterns and the Provincial PDD's Board allocation of the Board's Budget in four equal amounts over each quarter. In reality, the Board's expenditure pattern is less in the first and second quarters than in the third and fourth. In future years the Provincial Allocation per quarter will more closely reflect the Board's forecasted expenditure pattern.

• We have highest transiency rate of any other region - these are people who do not appear in the PDD system anywhere else
• We do not have a way of knowing why people have left. There is an element of transience with regard to the economic pattern
• Will look at exploring follow-up on a random basis. A follow-up interview and ask the question then come back with the information

• Attended Dove Centre Board meeting
• Wage Equity
• Provincial Wage Equity Study showed that there is no statistical difference between wages across the Province.
• 2^nd Annual Regional Conference
• possibility of a Board member taking video pictures - Phil Fluet abstained from the discussion for personal considerations.
• can contract out or use a volunteer

Laurel Morris-Duncan, Fort McMurray

• No new information
• Would like letter to go out to the group that organized the Northeast Region FAS conference in Fort McMurray - recognizing them for what they are doing
• Also, thank you letters to Keyano College and AACL

Donna Desjardins, St. Paul

• October 31, 2000 will be meeting with the administration at Portage College to review the possibility of offering inclusive post secondary alternatives at the college. Trish Bowman from the On Campus Project at the University of Alberta, and Tim Weinkauf from the College Connection Project at the Grant McEwan College will be attending with us.
• October 16, 2000 the Portage Rehab Review Committee met in St. Paul. There is a concern as they presently have very low enrollment in the program. The committee will be sending out a survey throughout the region, reviewing the needs of the service providers and exploring the possibility of extension courses throughout the region.
• St. Paul Community Council meeting was postponed until October 26, 2000
• Very pleased and honoured to be asked to sit as an advisor for Peoples First in St. Paul.
• St. Paul Abilities Network
• Staffing concerns, especially with upcoming new residence
• DAC, a division of SPAN, is now offering their catering services at the high school
• Float won first prize at the Lakeland Rodeo Final Association parade held on long weekend in September.

Christine Botsford, Fort McMurray

• Nothing to report

Johanne Hassey, Vilna

• Nothing to report

Cathy Beer, Vegreville

• Attended Community Council meeting in Vegreville
• Going to St. Paul Community Council meeting on October 26, 2000

Phil Fluet, Cherhill

• Nothing to report

Carmela Levesque, Bonnyville

• Needs Assessment Steering Committee
• Held second meeting last week
• Reviewing statistical impact - doing random surveys
• Do not want people to feel excluded
• Potential that we might be able to partner with the Federal government around rural transportation
• There are many research issues around transportation
• Next meeting to be held in November

• Attended Community Council meeting

________________________________      ________________________________ 
Don Schultz,Chair                                           Alex Hillyard, CEO