P.D.D. NORTHEAST COMMUNITY BOARD MEETING

Saturday, September 23, 2000 9:00 am -3:30 pm

Conference Room, Fort McMurray, Alberta

APPROVED

Present:

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.

Guests: Iris Pasareno, Program Administrator, START; Geoff Wright, Chair, Fort McMurray Community Council; Nicole Persson; Angel Botsford; Tiffany Keats

  1. Don Schultz, Chair, called the meeting to order at 9:00 am, September 23, 2000.
  2. Approval of Agenda

    3. #00-09-218 MOTION: Phil Fluet moved to accept the agenda with the addition of #1. CEO Contract under Board Communications and Operations. Carried unanimously.

  3. Approval of Minutes

    4. #00-09-219 MOTION: Donna Desjardins moved to approve the minutes. Carried unanimously.

  4. Delegations/Presentations

    5. The Board heard a report from Geoff Wright, Chair of the Fort McMurray Community Council. Mr. Wright shared that the council had not been very active over the summer months but was meeting in mid October. Areas the council sees as priorities this year are housing, employment and accessible transportation. The Board thanked Mr. Wright for his report.

    Iris Pasareno presented a brief update on the activities of START and introduced the addition of an employment specialist with the agency to assist with employment initiatives. The Board expressed appreciation to Iris for the update and the valuable contribution the agency makes in the lives of Persons With Developmental Disabilities.

    Nicole Persson spoke to the Board about her experiences in For McMurray along with her current development activities and dreams for the future. The Chairman commented on her personal strength and how her positive approach was a model for everyone. The Board expressed their sincere gratitude to Nicole for taking time to share her experiences with the Board members and wished her well.

  5. Information Reports
    1. Board Communications and Operations

1. CEO Contract

#00-09-220 MOTION: Donna Desjardins moved the Board accept Option 1 of the CEO contract process, as submitted by the Finance Committee: "The board should proceed with the notice of intent to Dr. Alex Hillyard to renegotiate the contract for the position of CEO of the Northeast PDD Regional Community Board. This negotiation will be in 3 parts.

A/ the Board will be given parameters by the department.

B/ the Board will make recommendations to the Provincial CEO

C/ the Provincial CEO will forward approved recommendations to the Minister for approval." Carried unanimously.

#00-09-221 MOTION: Phil Fluet moved to appoint a Negotiating Committee with the following members: Christine Botsford, Doug Fleming, Don Schultz. Carried unanimously.

1.1 Northeast Alberta P.D.D. Community Board Annual Report: Board Follow-up

Recommendation: That the Board receive this report for information

Purpose of Report: Discussion.

This year will be used to develop the format of the Annual Report for community distribution of the next Annual Report in the 2000-2001 fiscal year.

1.2 Board Regional Conference 2000 - Westlock November 17th and 18th, 2000

Recommendation: That the Board receive this report for information

Purpose of Report: Information and direction to the administration

The Board confirmed the recommended plan for the conference with the following changes and additions.
    • The theme for the Regional Conference 2000 will be "Back to the Future: Building on Community Strengths", giving conference participants the opportunity to reaffirm the 2000 vision.
    • A community recognition element will be added that will give Community Councils the opportunity to recognize the outstanding contributions that individuals with special needs and others have accomplished.
    • An information mall will be added to give the Board, Service Providers and partners the opportunity to exchange ideas and show others what they are doing now and what they plan for the future.

1.3 Northeast Alberta P.D.D. Community Board 2000-2001 Operating Budget

Recommendation: That the Board approve the 2000-2001 Operating Budget and projected expenditures as presented by the Administration

Purpose of Report: Board Approval

The Board received an approved allocation of $15,354,000 which is a reduction from the original planning budget of $15,769,000. The reduction is due to fewer individuals new to service in 1999-2000 than was forecasted. The administration presented a revised 2000-2001 operating budget for Board approval.

The administration is forecasting a balanced budget for the year-end of March 31, 2001. The definition of a balanced budget is the one used by the Provincial P.D.D. Board Budget, "managing within 1% of the approved allocation (established budget) excluding unanticipated and/or non-funded liabilities". This is a growth budget with aspects of new development for each community.

#00-09-222 MOTION: Doug Fleming moved that the Board approve the 2000-2001 Operating Budget and projected expenditures as presented by the Administration. Carried unanimously.

1.4 Alberta Special Olympics: Update

Recommendation: That the Board receive this report for information

Purpose of Report: Information and direction to the administration

The Alberta Special Olympics 2001 will be held in Barrhead, Alberta from June 30-July 2, 2001. The organizing sub-committee on sponsorship has invited the Northeast Board to become involved and make a financial contribution to support the games. It is anticipated the games will involve over 500 athletes from the across the province.

Proposed level of sponsorship:
    • Co-sponsor the Opening and Closing Ceremonies $2,500
    • Sponsor one meal for the Athletes $3,200

Total $5,700

#00-09-223 MOTION: Johanne Hassey moved that the Board approve the proposed sponsorship of the Alberta Special Olympics. Carried unanimously.

1.5 Auditor General's Report: Letter to Provincial Board

Recommendation: That the Board approve the letter to be forwarded to the Chairman of the Provincial P.D.D. Board regarding reservations expressed by the Auditor General in the August 3rd, 2000 letter from Assistant Auditor General, Nick Shandro, to Dr. Alex Hillyard, CEO.

Purpose of Report: Information and direction to the administration

The audited statement for the Northeast Alberta P.D.D. Community Board indicated, with the exception of excluded costs, the Board's financial position for the year ended (March 31, 2000) in accordance with generally accepted accounting practices. The excluded costs identified by the report were expenses on behalf of the Board in the areas of accommodation, services such as financial and human resource management and legal advice. These excluded costs amounted to approximately $436,000.

The administration is unaware of how this figure of $436,000 was arrived at and specifically for what services. The Board had a discussion regarding its fiduciary responsibility regarding potential financial risks to the operation of the Board now and for future Boards.

As a result, the administration was directed to prepare a letter on this topic, reflecting the Board's discussion, to be forwarded to the Chair of the Provincial Board for clarification and direction. In addition, the Board offered assistance to the Provincial Board when addressing these issues provincially.

#00-09-224 MOTION: Christine Botsford moved that the Board aprove the draft letter

as presented and that it be forwarded to the Chair of the Provincial Board. Carried unanimously.

1.6 National Association for Community Living Month: October 2000

Recommendation: That the Board receive this report for information

Purpose of Report: Information and direction to the administration

The National Association for Community Living is recognizing the month of October 2000 as National Community Living Month. The Northeast Board will be in attendance at the Alberta Association for Community Living Conference on October 19-21 in Edmonton. The Board is also sponsoring a number of families and family members (approximately 34) from throughout the Northeast Region to attend the conference. A total of eight communities will be represented.

The Alberta Association for Community Living (AACL) has approached the administration to partner in a media awareness program. Partnership means contributing to the cost of the program and being profiled as a partner in all media or print materials.

Recommended partnership:
      1. Appear as a partner on video clips (30 seconds) that would be used in the Northeast Region.
      2. Appear as a partner on all print materials (stories and advertisements) which are published in local newspapers in the Northeast Region.

#00-09-225 MOTION: Doug Fleming moved to approve the Board's involvement in Community Living Month partnership with AACL on this initiative. Carried unanimously.

2.1 Funding Mechanisms and Impact on Agency Cash Flow: Blue Heron Support Services Association

Recommendation: That the Board receive this report for information.

Purpose of Report: Information and discussion

The Board has reviewed two previous reports prepared by the administration on this topic. The goal was to eliminate any dependence on the use of a bank overdraft by Blue Heron Support Services Association when managing their cash flow as a result of PDD funding.

Three strategies have been developed jointly with the BHSSA administration. The BHSSA Board will be reviewing these options and will communicate to the administration the extent that they want to pursue the available options.

Implementation of these strategies will eliminate BHSSA's dependence on the use of their bank overdraft regarding PDD funding mechanisms.

2.2 Community Needs Assessment: Bonnyville

Recommendation: That the Board receive this report for information

Purpose of Report: To provide updated information on the Business Plan Activity of planned Needs Assessment in the communities of Bonnyville andCold Lake.

A Needs Assessment Advisory Committee has been named. Committee activity is supported by the outcome of the Westlock 2010 conference and input from the Bonnyville Community Council and local Service Providers. This initiative is included in the current year of the Board's Three-Year Business Plan and is scheduled to be completed in January 2001. A needs assessment is scheduled to be done in every community in the Northeast Region within the Board's Three Year Business Plan.

#00-09-226 MOTION: Don Schultz moved that the Board receive this report for information. Carried unanimously.

2.3 Virtual Learning Community for Persons with Developmental Disabilities In Northeast Alberta: Proposal

Recommendation: That the Board receive this report for information

Purpose of Report: Information and discussion.

The Board Chairman received a letter and accompanying proposal from Dr. Susan Moisey, Associate Professor, Distance Education, Athabasca University outlining a potential collaborative project for the Board's consideration.

Dr. Moisey, along with other partners, requested that the Board consider endorsing the project and becoming a participating partner.

Initially, the proposal to partner includes no funding except for staff time commitment. In the future, if the Board looks at a continuation, this may include funds and support time as well as funding from other partners.

The administration reviewed the potential positive impact of the project for persons with developmental disabilities and families in the region and outlined areas for potential partnership indicating staff time and resources. It is difficult to make a final commitment to all phases of the project without knowing if it is approved. As a result, Phase I of the project shares a commitment of staff time and resource development currently in the Business Plan, which can be used in the project.

#00-09-227 MOTION: Doug Fleming moved to proceed in principle await details.

Discussion followed.

#00-09-228 MOTION: Doug Fleming moved to rescind the original motion. Carried unanimously.

#00-09-229 MOTION: Doug Fleming moved that the Board endorse this proposal and partner in the submission to Human Resource Development Canada and that the support from the Board is committed in kind (staff time and resource development currently in the budget). In the event the proposal is funded the administration is directed to bring back a further report for the Board to review and discuss on the level of financial contribution to the operating project. Carried unanimously.

2.4 Protection for Persons in Care: Report

Recommendation: That the Board receive this report for information

Purpose of Report: Information

Alberta Community Development reports quarterly on the activities of the Protection in Care Act. There were no activities regarding the Act reported for the Northeast Alberta P.D.D. Community during this period.

#00-09-230 MOTION: Don Schultz moved that the Board receive this report as information. Carried unanimously.

2.5 Entrepreneurial/Employability Project: Update

Recommendation: That the Board receive this report for information

Purpose of Report: Information and discussion on potential involvement of Board members

The Northeast Alberta Consortium of Service Providers submitted a funding request to the Provincial P.D.D. Foundation on the above topic. They have approved funding support in the amount of $18,000.00. The P.D.D. Board will provide $8,000 funding support and there will be additional in kind support from service providers (amount to be determined later).

The consortium established a Steering Committee for the project and the Steering Committee identified BHSSA as the lead agency.

Rotary International has identified employment for persons with developmental disabilities as their service priority for the next two years. Board members with staff support could make presentations to local Rotary Chapters to increase awareness of the Entrepreneurial/Employability Project and discuss the development of employment opportunities. The Board will receive updates on this initiative at future meetings.

#00-09-231 MOTION: Don Schultz moved that the Board receive this report for information. Carried unanimously.

F. Communications From Board Chairman

  • Two motions from the Provincial Board meeting on September 14, 2000 were read:
  • "That the PDD Provincial Board supports the ongoing reduction of direct care services" and "That the PDD Provincial Board does not support the expansion/rebuilding of any direct care services.
  • "That the Provincial Board directs that Michener Centre Board reduce its budget by the amount of the individual program costs times the net difference between admissions and individuals transferring to the community."

"That Provincial Board directs that Michener Centre Board reduce its budget beginning in the fiscal year 2001/2002 by the amount of one half the annual program costs times the number of individuals that have deceased during the previous year. The balance of the full program costs will be reduced at the beginning of the next fiscal year. Reductions will take effect beginning October 1, 2001 to allow for any adjustments in operations."
  • These motions were approved.
  • A request has been received from the Edmonton PDD Board to meet with this Board in a joint Board meeting. They would like to look at joint initiatives.
  • A proposed joint Board meeting is scheduled for October 22 in Edmonton following the National CACL conference.
  • Board Appointments - interviews are being done through the whole province. When completed, the list will be sent to the Minister who will discuss the recommendations with MLAs. The final list will then go to Caucus for approval before appointments are made.

#00-09-232 MOTION: Don Schultz moved his verbal report. Carried Unanimously.

G. Communications from the CEO

  • Administration meets monthly with Service Providers from the Northeast Region. An AARC representative is now coming to the meetings.
    • Copies of the meeting minutes will be sent to Board members electronically.
  • Dale Clark has advised that BACL is revising their proposal with assistance from AACL and will be resubmitting it. The administration is meeting with BACL, the AACL Executive Director and Children's Authority CEO in early October to discuss the proposal.
  • Videos from the FAS/FAE conference are being edited and will be available later.

The Board thanked the Administration for the information.

H. Board Regional Feedback and Future Direction

Phil Fluet, Cherhill

  • gave an overview of the "Give Me Liberty, Give Me Life" conference in Richmond, Virginia and will give a formal report at the next Board meeting.

Cathy Beer, Vegreville

  • would be interested in attending a community council meeting in another area, perhaps in St. Paul.

Christine Botsford, Fort McMurray

  • There is an FAS/FAE conference in Fort McMurray September 22nd and 23rd, 2000

Donna Desjardins, St. Paul

  • A St. Paul Community Council meeting was held on September 20th.
  • The council presented a plaque to the past president of the Community Council, Mark Tremblay.
  • Discussion about subsidized housing - subsidy goes with the person but can only be used in certain residences. Will work with Provincial Board and Region to address this issue.
  • Discussion around recognition/awards - like idea of bringing it to a regional conference.
  • Denis Duchesneau has been reappointed to the PDD Foundation Board for a three year term.
  • New grant cycle is to be announced; more information coming on this.

Doug Fleming, Westlock

  • Attended Community Council meeting in Westlock, along with Alex Hillyard and Irene Shelp. There is a need to meet with the transportation committee in Westlock as it is difficult for clients to get access.
  • Don Schultz, Chairman, will also attend this meeting when arranged.
  • Will attend the Athabasca AGM on Tuesday, September 26th with Don Schultz.
  • Will arrange with Pembina Hills School Division for bus transportation for the Regional conference in November

Johanne Hassey, Vilna

  • Attended the Special Olympics in St. Paul on August 26th, 2000. Suggest Board members consider being involved in the 2001 Special Olympics in Barrhead.

Carmela Levesque, Bonnyville

  • No Community Council meeting in September
  • First Needs Assessment Advisory Committee meeting is next week; will report at next meeting.

Laurel Morris-Duncan, Fort McMurray

  • Unable to attend this portion of the meeting

H. In Camera Session (Review of organizational issues)

I. Notice of Motion/Request for Information

J. Bereavements

K. Next Meeting Dates

  • October 22nd, 2000 Edmonton
  • November 19th, 2000 Westlock
  • Future meeting dates to be determined following Ministerial announcement of Board Appointments.

#00-09-233 MOTION: Doug Fleming moved the meeting adjourn at 2:45 pm. Carried unanimously.

___________________________________ ____________________________________

Don Schultz, Chair Dr. Alex Hillyard, C.E.O.