PDD NORTHEAST COMMUNITY BOARD MEETING

Friday, October 15, 2004??? 8:20 pm to 11:00 pm

Boardroom, Westlock Inn

Saturday, October 16, 2004?? 8:30 am to 3:15 pm

Timber Room, Westlock Inn

?Westlock, Alberta

APPROVED MINUTES

Present:

Don Schultz, Chair, Donna Desjardins, Vice Chair, Ralph Gorrie, Glenn Hennig, Carmela Levesque, Colleen Marks, Caren Mueller, Dr. Doug Fleming

Administration:? Dr. Alex Hillyard, CEO; Lucille Froese, Recording Secretary

Absent:

Floyd Thompson was absent for personal reasons.

Guests:?

Ken Kowalski, Speaker, Alberta Legislative Assembly, Dorothy Baker, Chair, WIN Board, Jason Huish, Board Member, WIN Board, Tammy Round, Board Member, WIN Board, Donna Fleming, Board Member, WIN Board, Greg Morris, CEO, WIN, Cheryl McCallum, WJS Alberta, Thomas Porter, Office of the Chief Internal Auditor,

A. Don Schultz, Chair, called the meeting to order at 8:20 pm, October 15, 2004.

B. Approval of Agenda

#04-10-821????? MOTION:????? Colleen Marks moved the Board approve the agenda.

Carried unanimously.

C. Approval of Minutes

#04-10-822????? MOTION:????? Donna Desjardins moved the Board approve the

??????????????????????????????????????????????? minutes as presented. Carried unanimously.

D.? Board Regional Feedback and Future Direction

Donna Desjardins, St. Paul

? St. Paul Community Council

? Met on September 29, 2004 in the new Legion Hall with around 35 people in attendance.

? AISH worker initiated a very heated discussion regarding the present guidelines announced by HRE.

? It was decided that the next meeting would be a continuation of this meeting, with the completion of the review booklets and discussion around a presentation to the MLA, Ray Danyluk.

? Next meeting ? October 20, 2004

? Lots of interest and enthusiasm for the upcoming Northeast PDD conference.

? St. Paul Abilities Network

? Chair Ron Boisvert will remain for a further term.

? The Board is discussing the possibility of forming a Foundation separate and apart from the organization for the purpose of fundraising (still looking at large development on west end of town).

? Tim Bear is running for town council.

? Over 60 people have had the opportunity to complete the AISH review so far.

? Special Olympics St. Paul

? Very active bowling program now.

? Will be hosting a Bowling Tournament for participants around the region on April 30, 2004.

? Have just started a basketball night every Thursday.

? Northeast 6^th Annual Conference

? Lots of enthusiasm ? everyone wants to go.

? Collage underway ? SPAN initiated, Community Council invited to participate.

Caren Mueller, Vimy

• September 21, 2004 attended Athabasca Community Council meeting

? Held at EPC School Library from 5:00 pm to 8:00 pm

? Summer Social

? 40 people attended including 12-15 individuals from Blue Heron and some from WJS Alberta.

? All had a very fun time.

? Some people in attendance had never before come to an event.

? Social was well received. Next year it will include those students/parents in transition.

? Community Kitchen

? Doug Kariel met with a number of interested people from FCSS, Aspen View, community members, and the ministers from the United and Anglican churches.

? This would probably be under the FCSS (Food Security and Poverty for Athabasca area). With the Food Bank moving out of Town this make it very inaccessible for a lot of individuals (does not promote independence).

? The concept of the community kitchen would be run at a nominal cost for individuals or families.

? It cannot be run under the food bank. Only one is allowed per location.

? A small committee was formed, including Doug Kariel.

? October 7^th a meeting will be held. The United Church has agreed to give the use of their kitchen.

? Costs may range from $5 to $10 or $10 to $20 per person. This would be done every other week. Approximately 14 dinners.

? Likely 8 week sessions (four times to get together to cook meals)

? They will be making a request to Northeast PDD for basic start up costs ? community capacity (i.e. dishes, pots, pans, seasonings, etc.)

? A number of hurdles must be overcome.

? Transportation

? Who will purchase groceries, where will they be stored?

? Freezer space

? How do we ensure PDD dollars go to PDD individuals?

? Currently they figure 10% of those that use the food bank are locals, the remainder come from Calling Lake, Rochester, Demarae, Wabasca, Kikino. The general feeling is very positive and the objective is to teach cooking skills and help them help themselves.

?

? I spoke about PDD and our role and responsibilities. Told them about our speaker. About inclusion, self-advocates, and daring to dream.

? Also let them know that the community needs to do a collage for the conference.

• Watched PDD Video

? Suzan explained her role as service coordinator, residential supports, and help with some support for placements (employment)

? Suzan also helps determine eligibility for PDD services.

? Transition to college programs ? Suzan would direct to Human Resources but helps as she can. There were some questions raised about transition funding for college.

?

? Edwin Parr

? Approximately forty individuals are in school at EPC.

? It is exciting to watch and see how individuals have grown into responsible/respectful young adults.

? There are four new staff at EPC.

? Part of staff assessment consortium in October.

? Fantastic agency support.

? WJS Alberta

? Fully staffed in Colinton (five staff), with first aid, and other core requirements.

? WJS has mandatory workshops and self-evaluation

?

• Next meeting was scheduled for October 5^th to do the collage, and the next scheduled meeting will the 20^th or 21^st of October.

Carmela Levesque, Bonnyville

• I have been busy working on the conference.
• Cold Lake and Bonnyville had a competition food drive ? raised about $8,000 in food contributions.
• Cold Lake has a bus system now. The community is separated so now the bus goes back and forth every half hour and runs to 6:00 pm. There is still a handibus operating as well.
• Cold Lake is reviewing ideas for Community Capacity.
• The Cold Lake Community Council held elections ? Audrey McFarlane and Christine Caissie are the Co-Chairs.
• The Cold Lake Community Council is also looking at the AISH review.
• Cold Lake is going to continue to have guests make presentations.
• Bonnyville Community Council meets every two months.

? Bonnyville is reviewing the emerging statements.

? The Council has one Chair at this time and no secretary.

? BACL ? The original focus was looking at ways to make the community accessible. They have dissolved and consolidated with the Bonnyville Community Council.

? Some one from Workers Compensation will be invited to speak at the meeting later this month.

Glenn Hennig, Hilliard

? Vegreville Community Council

? People from the council were selected to attend the conference.

? Jackie Mytrash and Ryan Wilson will attend

? AISH was a big topic of discussion.

? Communication from one of our individuals ? they wrote a letter to the Premier and did get a reply. It is very important for individuals to write letters themselves ? it gives a better message.

? The council is working on their collage for the conference and getting consent forms done for photographs.

? Helen Litwin introduced the dispute resolution process that individuals can go through if they feel they are not getting proper service.

Ralph Gorrie, Vegreville

? Vegreville Community Council Meeting, September 21, 2004

? Attendance 23

? Building an Effective Community Council

? Report by Co-Chair Jamie that he had talked with the representative of the provincial Guardian with respect to the best way for consent to be signed for photos of the Vegreville group.

? I reported to the Council on a few matters out of our last Board meeting.

? Introduced the topic of accountability and assurance on why this is important and how these things will be addressed.

? Talked briefly about the Northeast Conference in Cold Lake on November 5^th and 6^th, 2004.

? Helen Litwin, Vegreville Service Coordinator, presented information on the Dispute Resolution Process to the group in plain language.

? Introduced the topic of AISH and the need to keep sending correspondence to the government and their MLA for the changes that need to be looked at.

• VALID Meeting ? October 6, 2004

? Discussed some feedback from the board relative to the Second Century Communities paper, which I had left with them from the previous meeting. Discussion ensued related the expressed changes possibly facing boards in their operations, mission and vision and policy references.

? Introduced the Annual Planning and Reporting cycle that is being introduced whereby reporting will be required annually, quarterly and monthly and its importance in this new world of accountability before us.

? Community Council representative from VALID hopefully will be replaced as the former representative has left VALID. Once VALID staffing is up to complement a representative will be named.

? Related to the Board, the update of the Office of the Internal Auditor as to the plan scheduled, some of the key matters of interest, the need for such internal audits and some of the matters of great concern that are being looked at. The Board appreciated the message directly through Board to Board.

? Risk Management ? Fiduciary ? Public Trust, which is related to audit, was a follow-up discussion of interest to all.

? AISH review deadline for feedback on November 30 was introduced. I left a copy for the Board and suggested that they might consider supporting our individuals with a response directly to the Review, which was welcomed by the Board.

? Once again, the Board expressed appreciation for the time devoted to discussion from board to board level, which the CEO supported as well.

? Next meeting is scheduled for November 9.

Colleen Marks, Legal

? Whitecourt Community Council Meeting, October 7, 2004

• Election: there was a discussion regarding voting. People were encouraged to learn about the candidates and to ask them questions regarding their concerns.
• PDD Conference: Mary-Jo advised them that four people could attend. People who were interested in attending put their names in a hat and three names were drawn as the president was required to attend. The individuals who can attend are: Christine McGinnis, Candy Sawyer, Dale Donnelly, Marlene Paisley, and Talayna Despins. There are two people on the waiting list in case the opportunity arises: Effie McGinnus and Cecil Blanchette.
• There is a collage committee but they have been experiencing difficulty obtaining pictures for it. It remains a work in progress.
• They voted on awards to be given to individuals at the conference and their choices are:

? Merit: Whitecourt Food Bank

? Service: Christine McGinnis

? Mary-Jo Husby and I have discussed the communicator of the year award that is to be given to the co-chairs of the community councils and Derek Holloway and Marjorie Thompson were chosen for their contributions. However, Mary-Jo advises that Marjorie has informed her that they have terminated their relationship so it is hoped that their names will not be on a plaque together.

? AISH Review: Individuals were encouraged to attend and to complete the survey. Mary-Jo Xeroxed extra copies for people to read and complete. Some of their concerns were that the funds provided by AISH are insufficient, employment affects their eligibility, and that medical benefits are not paid if someone earns too much money.

? Self-Advocacy Summit: Christine McGinnis gave a report to the council. Marjorie was not in attendance at this meeting. Christine emphasized the rights of people with developmental disabilities. She was encouraged to advocate for her rights in a People First Session. The speaker in that session was Paulette McGinnis who happens to be her sister-in-law. The council decided to ask Paulette to come to one of their meetings as a guest speaker.

? Christine also made a presentation at the Summit regarding how she obtained housing.

? I plan to attend ECHOS? AGM in Whitecourt on October 21, 2004.

Doug Fleming, Westlock

? Introduced Cheryl McCallum, who was representing WJS Alberta.

? Building Community Capacity ? look where the Westlock Community Council has gone ? Jason took the lead and now two individuals are the co-chairs for the community council.

? Proud to be a member of the Westlock community. Partnerships with the Rotary Club, etc. are part of making this a good community.

? Need to acknowledge the work of WIN and WJS to make this a better community.

E.?? Delegations/Presentations

• Ken Kowalski, Speaker, Alberta Legislative Assembly

? Mr. Kowalski gave the Board a review of some of the activities of the Legislative Assembly.

? The Legislative Assembly is taking the Auditor General?s report very seriously. It should also be taken very seriously by the Northeast Board.

? As of March 2005 the government will have retired all of the debt they have in Alberta.

? Debt retirement means interest no longer needs to be paid.

? Asked Albertans where they would like to see these surplus dollar go. The final results are not out yet.

? A major review of the AISH program is underway.

• Members of the WIN Board and the CEO for WIN ? Dorothy Baker, Board Chair,

Jason Huish, Board Member, Tammy Round, Board Member, Donna Fleming, Board Member, Greg Morris.

? Organizational structure of WIN is very flat, not a lot of layers

? Made a move to be an inclusive Board ? no token Board members.

? Look very much at creating individualzed services and how we can push individuals to be a little bit more independent.

? Believe in our Core Values ? not trying to segregate people in sheltered workshops, group homes. Trying to get away from the past, trying to be innovators and trendsetters with service providing.

? WIN community is focusing on hiring versus segregated businesses ? people need power and control of their lives.

? Try to avoid creating stigmas around residences.

? WIN should be able to fade while natural supports take over.

? Want to keep everyone as informed as possible.

? WIN has a low staff turnover, low budget for filling vacancies and a low administrative presence in homes.

F.?? Reports

1. Board Communications & Operations

1.1 Northeast Alberta Community Board 2004/05 Budget Allocation

Recommendation:????? That the Board approved the Northeast Alberta Community

Board 2004/05 Budget Allocation of $22,956,000.

??????????????????????? Purpose of Report:??? Board approval.

For the 2004/05 year the Provincial Board approved the budget allocations for each of the Community Boards.

The Board approved the Northeast Alberta Community Board 2004/05 Budget Allocation of $22,956,000.

#04-10-823????? MOTION:????? Glenn Hennig moved the Board approve the Budget for this

fiscal year. Carried unanimously.

1.2 Northeast Alberta Community Board Financial Report: March 31, 2004

Recommendation:????? That the Board receive this report for information.

Purpose of Report:??? Information and discussion

The Northeast Alberta Community Board financial report for the period ending August 31, 2004 was presented to the Provincial Board. The report highlights the financial activity, implications and impacts that affect the Board?s finances.

The Board has experienced a higher than forecasted uptake of net new individuals into service. The cost of services and programs are being accommodated with the current allocation.

The Board reviewed and discussed the highlights from the financial report and is forecasting a balanced budget for the year-end March 2005.

#04-10-824????? MOTION:????? Caren Mueller moved the Board accept this report for

information. Carried unanimously.

1.3 Provincial AISH Review

Recommendation:????? That the Board receive this report for information.

Purpose of Report:??? Information and discussion.

The Government of Alberta is undertaking a public consultation process about the AISH program (Assured Income for the Severely Handicapped). A discussion guide outlining information about the AISH program and requesting public input has been prepared and mailed to each AISH recipient. Formal submissions are due by November 30, 2004.

The Board discussed the AISH Program review and received copies of the Provincial Board presentation to the review committee on October 13, 2004. Board members will share this information with their communities and encourage individuals to send in their submissions.

#04-10-825????? MOTION:????? Doug Fleming moved the Board accept this report for

information. Carried unanimously.

1.4 North Central Alberta Governance Agreement: Terms of Reference

Recommendation:????? That the Board receive this report for information.

Purpose of Report:??? Information and discussion.

On March 26^th, 2004 the Northeast Board, along with thirteen other partners signed the North Central Alberta Governance Agreement.

The Governance Agreement partners form the Governance Body, which is supported by an Administrative Working Team. The Administrative Working Team developed Terms of Reference for both the Governance Body and the Administrative Working Team for review and approval by the Boards and Authorities that signed the Governance Agreement.

The Board reviewed and discussed both Terms of Reference and the format.

#04-10-826????? MOTION:????? Doug Fleming moved the Board approve the Terms of

Reference for both the Governance Body and the Administrative Working Team, as well as the format for the Terms of Reference. Carried unanimously.

1.5 Northeast Regional Conference: Update

Recommendation:????? That the Board receive this report for information.

Purpose of Report:??? Information and discussion.

The conference planning committee has been meeting weekly to finalize preparations for the conference no November 5^th and 6^th, 2004.

Carmela Levesque and the administration provided the Board with a copy of the Master Schedule for the conference and a report on the registrations to date, presenters, and other conference activities.

The Board reviewed the Master Schedule with discussion on the orientation session, photographs, and gifts for presenters, decorations, volunteers, the dance, and Board member conference assignments. Each Board member, with an individual from a Northeast community, will act as a monitor at one of the conference sessions.

#04-10-827????? MOTION:????? Carmela Levesque moved the Board accept this report for

information. Carried unanimously.

1.6 Northeast Alberta Community Board for Persons with Developmental

???? Disabilities: Governance Accountability Framework

Recommendation:????? That the Board receive this report for information.

Purpose of Report:??? Information and discussion.

At the December 13, 2003 Board meeting the Northeast Alberta Community Board endorsed the development of a Community Board Governance Review process to address some of the concerns expressed by the Auditor General about the level of accountability within the community governance model and systems currently employed by the Provincial and Community Boards. The overall purpose of the project is to develop and utilize an assurance model that will enhance accountability with a focus on Board Governance and the roles and responsibilities of the Board.

The Board reviewed a Board Governance Accountability Framework and Review Process and discussed it with Thomas Porter from the office of the Chief Internal Auditor. This document includes:

? Five Governance Principles, a definition of the principles, responsibilities and performance indicators.

? Scope and process by which the Governance principles will be reviewed.

The administration provided the Board with an overview of the development of the Five Governance Principles and Review process.

#04-10-828????? MOTION:????? Donna Desjardins moved the Board accept this report for

information. Carried unanimously.

1.7? Board Development Session: Inclusive Communities

Recommendation:????? That the Board receive this report for information.

Purpose of Report:??? Information and Board Development ? Session II

Due to inclement weather the facilitator was unable to travel and the Board Development Session was deferred to a later meeting, possibly in December.

In the absence of the facilitator, the Board discussed the information from the previous session held on September 18, 2004 ? including inclusive homes, inclusive employment, and the need for individuals to have and make their own choices.

2.? Administration

2.1 Auditor General?s Annual Report 2004: Reference to Provincial and

???? Community Board for Persons with Developmental Disabilities

???????????????? Recommendation:????? That the Board receive this report for information.

???????????????? Purpose of Report:??? Information and discussion.

On October 4^th, 2004 Mr. Fred Dunn, Auditor General of Alberta, released the 2003-2004 Annual Report.

The Board reviewed a copy of the news release and the section of the report related to Provincial and Community Boards for Persons with Developmental Disabilities. The report identified a number of recommendations directed to the Provincial and six Community Boards.

Following is a summary of the recommendations:

a) Service Provider Contract Issue

? Perform risk assessments to identify those with a high risk of breaching contracts.

? Audit high-risk service providers.

b) Contracting framework and policies

? Boards to update and improve their contracting policies and procedures.

c) Contract Monitoring and Evaluation Process

? Require individual funding service providers to provide adequate financial reporting.

? Obtain annual financial statements to evaluate the financial sustainability of critical service providers.

? Implement risk-based internal audit plan.

? Implement standard procedures for Board staff in contact with service providers.

? Implement a method to evaluate service provider performance.

The Board discussed the report and the recommendations, the implications to PDD, and the continuation of the Board?s proactive approach in the Northeast Region. The Board will be working in concert with the Provincial Board and will ask Service Providers to work alongside the Board to clarify what has come out of the audits.

Office of the Internal Auditor

The Office of the Internal Auditor has completed year one of the two-year audit plan for all PDD funded service providers in Alberta. Seven audits have been completed in the Northeast Region, including six Service Providers and one family who manage their own services.

On September 18^th, 2004 the Board reviewed a report on the audit process and overall results as well as an action plan for follow-up on each of the recommendations at the level of both the Region and individual Service Providers.

#04-10-829????? MOTION:????? Ralph Gorrie moved the Board accept the Auditor General?s

findings and the seriousness of them and that the Board has an action plan in place and is already proceeding. Carried unanimously.

2.2 Person Centered Planning Initiative: Project Update

Recommendation:????? That the Board receive this report for information.

Purpose of Report:??? For information and input from the Board.

This report was tabled to the November Board meeting in Cold Lake.

G.? Communication from Board Chair

• Invited Dr. Fleming to attend the October Provincial Board meeting.
• No Provincial Board meeting next month.
• There will be a Board retreat on November 17^th and 18^th.
• Ken Kowalski, Speaker, Legislative Assembly, and Mike Cardinal, Minister, Sustainable Resource Development, have advised they will be unable to attend the conference this year.

H.? Communication from CEO

• Communication from Chris Leung, CEO, Catholic Social Services

? Al Pierog will be leaving CSS at the end of October to accept a position with Caritas Health Group as Vice President of Continuing Care.

? A letter of congratulations will be sent to Mr. Pierog from the Board.

• Region 7 North Central Child and Family Services will have a new CEO as of October 18^th, 2004, Mr. Rick Semel, who was previously with Catholic Social Services.
• The new Northeast Alberta Community Board website will be available October 12, 2004.
• Letter from Chris Leung, CEO, and Al Pierog, Chief Operating Officer, Catholic Social Services advising of Mr. Pierog?s departure.
• Letter from Dorothy Baker, Board Chairperson, WIN, requesting an opportunity to make a presentation to the Board.
• Letter from Dr. Richard Coleman, Chairperson, Vegreville Public Library Board, to express appreciation for the grant that was awarded by the Northeast Alberta Community Board.

? Letter from Marjorie Thompson, Past President, Whitecourt Community Council, thanking the Board for all their support.

I. In-Camera Session (Review organizational issues)

#04-10-830????? MOTION:????? Colleen Marks moved to go In-Camera at 8:20 pm on

October 15, 2004. Carried unanimously.

#04-10-831????? MOTION:????? Ralph Gorrie moved the Board come out of Camera at

??????????????????????????????????????????????? 10:55 pm on October 15, 2004. Carried unanimously.

The Board Chair declared a recess until 8:30 am, October 16, 2004.

#04-10-832????? MOTION:????? Doug Fleming moved the Board go In-Camera at 8:30 am

??????????????????????????????????????????????? on October 16, 2004. Carried unanimously.

#04-10-833????? MOTION:????? Donna Desjardins moved the Board come out of Camera

??????????????????????????????????????????????? at 8:53 am, October 16, 2004. Carried unanimously.

J. Notice of Motion/Request for Information

K. Proposed Meeting Dates

• November 4, 2004?????????????????? Cold Lake
• December 11, 2004???????????????? Lac La Biche

Adjournment

#04-10-834????? MOTION:????? Ralph Gorrie moved the Board adjourn at 3:15 pm,

October 16, 2004. Carried unanimously.

________________________________??????????????????? ________________________________

Don Schultz, Chair???????????????????????????????????????????????????? Dr. Alex Hillyard, CEO