Present:
Don Schultz, Chair; Donna Desjardins, Vice-Chair; Dr. Douglas Fleming; Ralph Gorrie; Johanne Hassey; Carmela Levesque; Christine Botsford , Laurel Morris-Duncan
Administration: Dr. Alex Hillyard, CEO; Lucille Froese, Recording Secretary.

Guests:
Barb Chaffee, WJS Alberta; Ray Danyluk, MLA, Lac La Biche/St. Paul; Terry Holmgren, St. Paul Community Council; Dan Bertrand, ALI; Steven Heywood, St. Paul Journal.

Presentation by Barb Chaffee, WJS Alberta

• WJS Alberta has opened an office in St. Paul which is responsible for Behaviour Outreach Services.
• They have a waiting list - eleven people in St. Paul, Barrhead, Westlock.
• These people are receiving services but not the enhanced level of services because WJS Alberta is full. Looking at new ways of providing behavior outreach services.
• When an individual cannot be served, there are referrals.
• Three people from WJS Alberta attended Summer Institute at the Institute for Applied Behavioral Analysis. They brought back training materials and videos that would be useful for people throughout the region. The information received was wonderful.
• WJS Alberta would be willing to share the videos and information they received. There are also newsletters that might be useful.
• Additional Services
• providing support for two individuals in their homes.
• a summer project to help a young man with an employment opportunity.
• Appreciated the opportunity to attend the Blue Quills Cross-Cultural Awareness training, it was a great experience.

1. Board Communications and Operations

1.1  Aboriginal Cultural Awareness Initiative: Reflection on Session I
       September 20-21, 2001
                     Recommendation: That the Board receive this report for information.
                     Purpose of Report: Discussion and observations.

The Board members, PDD Staff and Service Provider representatives completed the first of the three two-day sessions with Blue Quills First Nations College. The Board discussed the results of the first session and future directions. The next two-day session is scheduled for October 18^th and 19^th, 2001 in Westlock, Alberta.

1.2  Distribution of Board Meeting Minutes
                     Recommendation: That the Board receive this report for information.
                     Purpose of Report: Discussion and direction to the administration.

At the August 18^th meeting of the Northeast Alberta Community Board for Persons with Developmental Disabilities, a concern was raised by Mr. Lionel Remillard, Chair of the Bonnyville/Cold Lake Community Council. The concern put forward was that the minutes of any Board meeting are provided to the public four to six weeks following that meeting. As a result Mr. Remillard felt that interested members of the public were receiving information about the meeting and Board decisions without an opportunity to provide comments or input if they were unable to attend the meeting.

Mr. Remillard requested that the Board circulate a draft copy of the minutes as soon as possible following the meeting to allow an opportunity for review by members of the community. Currently it is the Board's practice to approve the minutes of a Board meeting at the following Board meeting prior to making them available to the public. As a result, Mr. Remillard's request was denied by the Board Chairman.

The administration was requested to a) provide a history and rationale for the current Board practice regarding approval and distribution of minutes and b) facilitate a discussion on alternatives or additional considerations to the present practice in light of this request.

During the first year of operation it was the Board's practice to circulate a brief description of any agenda item discussed and the Board's decision regarding the item. These minutes were approved at a subsequent Board meeting and distributed to the community.

The Board was criticized by members of the community that the minutes were too sparse and did not communicate the Board's discussion related to any decisions made.

At the request of the community, the Board minutes were expanded to include more information regarding the agenda item.

The Board and CEO received complimentary comments from community members and Service Provider Board members and their administration on how informative the new format was. The Board or administration has not previously received a request or concern regarding the timing of the distribution of the minutes.

It is important to have meaningful and accurate information provided about Board business and decisions. This ensures that the community is better informed about the business of the Board. However, some members of the community would appreciate an opportunity to know sooner than six weeks following a meeting what was discussed and to have an opportunity to ask questions by calling a Board member or the CEO.

Board Follow-up

The Board decided that a Board Meeting Synopsis, containing a brief description of agenda topics and Board decisions will be circulated within one week of each Board meeting. In addition, the approved minutes will be placed on the Website within one week of approval. Interested individuals can contact the St. Paul office or the CEO if they have any questions or would like copies of any Board reports reviewed at the meeting.

Also, the Board will clarify the forum for Public Input at Board meetings through a Governance Policy on Delegation and Committee input at Public Board meetings.

1.3  Northeast Alberta 3^rd Annual Regional Conference
       St. Paul, Alberta, November 16^th and 17^th, 2001
                     Recommendation: That the Board receive this report for information
                     Purpose of Report: Information and discussion

The Board discussed conference arrangements and reviewed a copy of the invitation letter and accompanying background information as well as registration forms for the conference. Invitations have been sent out to Individuals, Community Council Chairs, Service Provider Board Chairs and Executive Directors, and Provincial Partners.

The information mall is being extended this year and any individual who has a statement or wants to show what he has been doing is encouraged to participate.

The Board asked that the Conference Committee select two individuals to act as MCs for the Recognition and Awards Program.

Board members will participate in various areas of the conference including the discussion groups on the second day.

The administration will provide a draft plan and approach for the conference program (Friday evening and Saturday sessions) at the next meeting for input and revisions by the Board members.

One further theme, which is emerging during planning, is "Building the Board's Three Year Business Plan based on the cumulative priorities emerging from your individual or personal plans today and for the future". This theme is consistent with the Minister's presentation of "inverting the pyramid" and starting with individuals first.

1.4  Board Policy on Research and Development: Discussion
                      Recommendation: That the Board receive this report for information
                      Purpose of Report: Discussion on policy development

The Board discussed the development of a Research and Development Policy which would encourage and foster ideas, approaches and research related to the following general areas:

• Services for individuals
• Educational opportunities for individuals
• Board regional budget initiatives and priorities (e.g., Housing, Employment and Workforce Stability)
• Community Council and Service Provider Board Development

In keeping with this direction, the Board and administration have referred to the development of such a policy as a "Research and Development Policy". Currently the Provincial PDD Board has established two separate research funds which will receive application from the community this year. These research funds are designed to support research and development projects submitted by individuals, families, advocacy groups, Service Providers and Post Secondary Institutions (Universities and Colleges) from throughout the Province.

The Board discussed changing the name of the policy from "Research and Development" to "Community Development", which is more in keeping with the initial intent of the Board.

1.5  Thinking Outside the Box
                      Recommendation: That the Board receive this report for information
                      Purpose of Report: Information

The Board discussed the concept of breakthrough thinking in PDD. Is there a different or better way of providing services? How can things be done differently? Board members will take this idea to the community councils and Service Provider Boards for feedback.

2.1  Northeast Alberta Community Board: Current and Future Years' Budget Targets
                      Recommendation: That the Board receive this report for information
                      Purpose of Report: Information and strategic thinking

As referred to in the Board's annual report submission to the Provincial Board, there are a number of social, political, geographical and economic factors which influence how services are offered within the region. The Board has experienced budget growth along with increases in the number of individuals served each year for the past three years.

The Board discussed possible implications of current trends as any economic trend or climate influencing the funding of services provided by PDD will also directly impact community services offered by other Authorities and Boards.

The administration reviewed the 2002-2005 budget targets along with further growth and new directions to service.

2.2  Provincial Board Funding Mechanism Framework:
       Report to the Provincial Steering Committee
                      Recommendation: That the Board receive this report for information.
                      Purpose of Report: Information and input on recommendations.

Following the Zwozdesky report, the Provincial PDD Board established a Provincial Steering Committee to review the current PDD funding models and make recommendations regarding a Provincial funding mechanism framework.

Two sub-committees were formed to undertake different aspects of the review and formulate recommendations to be presented to the Provincial Steering Committee.

These two sub-committees were an Environmental Scan Committee and Design Committee. Membership and terms of reference for each of the committees referred to above is available by going to the project website at www.pdd.org/input/inputframe.htm.

On Friday, September 13, 2001 the Chairs of the Environmental Scan Committee (Dr. Alex Hillyard) and the Design Committee (Mr. Bruce Uditsky) made a presentation of findings and recommendations to the Provincial Steering Committee. It was the consensus of the Steering Committee that further input opportunities be provided to gather comments from Community Boards, Service Providers, Community Councils, individuals and families.

The administration made a presentation to the Board similar to the one presented to the Steering Committee. All input, observations, and comments provided by Board members will be incorporated into a summary document along with other feedback sessions in the Northeast Region. A summary from the region will be incorporated into a presentation by the larger Steering Committee to the Provincial Board at their October 11, 2001 meeting.

Similar presentations and discussion groups are planned with the Northeast Alberta Service Providers and the Community Councils of Westlock, St. Paul and Bonnyville/Cold Lake.

2.3  Northeast Alberta Board Communications and Public Awareness Framework
                     Recommendation: That the Board receive this report for information
                     Purpose of Report: Information and preparation for individual interviews

Catrin Owen, Senior Consultant with Calder Bateman Communications, has agreed to act as the Board's communications consultant and provide communication services as required by the Board. In addition, Calder Bateman as a firm will undertake the projects as commissioned by the administration.

To further assist the Board in reviewing and determining the type and nature of communication services they require, Catrin will be conducting individual phone interviews with each Board member.

The results of the interviews will be presented in summary form to the Board along with further ideas in the areas of:

• Board communication plan and related strategies
• Board development opportunities
• Community education and social marketing

2.4  Administration Business Meetings with Service Provider CEOs
                     Recommendation: That the Board receive this report for information
                     Purpose of Report: Information and understanding

The administration meets with the CEOs from the Service Providers monthly (except July and August) at a PDD business meeting held in St. Paul.

The primary purpose of the meeting is to ensure that operational management practices related to offering quality services within the Region funded by the Board are reviewed and enhanced. Representatives from the Alberta Association for Community Living and Alberta Association of Rehabilitation Centres are also invited to attend.

Each meeting has a variety of topics for review and discussion, which fall into one of the following categories:

1. Board Governance and Communications
2. Provincial PDD Board
3. Service Development and Operations: Regional Projects and Committees
4. Finance: Contracting and Reporting
5. Northeast Alberta Consortium of Service Providers
6. Other

The administration gave the Board an overview on the type and nature of issues, topics and activities involved in the administration of services within the Region.

• Region 11 Governance Committee: Transition Planning Session
  Westlock, Alberta, October 26^th and 27^th, 2001
  
  • This initiative came out of the Governance Agreement.
  • There will be a panel of presenters and small group sessions.
  • Parents and individuals will tell us what worked/what did not work.
  • Recruitment Video: Update
  • Development is on schedule. Will be about 5 minutes in length.
  • Will depict individuals and Service Providers that will be used for orientation, recruitment, etc.

• October Community Living Awareness Campaign, Provincial and Northeast Region
• PDD will be partnering with AACL on this Campaign.
• Ads within the region and provincially will include pictures of individuals from the Northeast Region.
• Norm McLeod Awards
• Created in honour of his accomplishments and to recognize other Albertans who demonstrate a similar commitment to community inclusion for people with developmental disabilities.
• Two awards
• Leadership Award: for an individual with a developmental disability who has inspired others through his/her achievements and demonstrated leadership in his/her community.
• Dreamweaver Award: for "unsung heroes" who are committed to community inclusion.

4. Board Regional Feedback and Future Direction

Don Schultz, Barrhead

• Participated in an arbitration on an appeal for services; resolved before it went to an appeal.
• September 10^th - Went to Calgary to participate on two appeal hearings.
• One appeal was upheld, one was overturned.
• On Michener transition team. Will meet every two weeks in Red Deer.
• Administration of Michener will revert to Central Region Board as of April 1, 2002.
• Representatives from Central, Michener, and a parent group to work this out.
• Changing over of governance will cause no disruption to the lives of the people in Michener.
• Presented video "The Courage to Dream The Right to Become"

Doug Fleming, Westlock

• August 31^st - CEO and I met with Minister Mike Cardinal in Athabasca
• He is pleased with the Board's initiative in terms of aboriginal issues and encouraged us to move along with that. Education continues to be the key for the aboriginal community.
• September, 17^th - Westlock Community Council Meeting; unable to attend.

Laurel Morris-Duncan, Fort McMurray

• No community council meetings over the summer
• Took part in a telephone conference for MOSAIC; a provincial government study contracted out of Bow Valley - regarding success in pre employment programs; what do you see as a measure of success.
• Looking at innovative, effective ways to work with persons with developmental disabilities and how do we measure these. Had a really good response from government people. Will meet with one or two individuals with disabilities to see where they are at.
• One stop shopping - compared to hotline regarding jobs, etc. really need this in each community so that someone can direct them where to go. People have not heard of PDD and do not know of the service available.

Carmela Levesque, Bonnyville

• September 18^th - attended Bonnyville/Cold Lake Community Council meeting.
  • Briefly reviewed the Needs Assessment. Will have a more in-depth review at the next meeting.
• Requested names for the Inclusive Post Secondary Committee.
• Requested names of participants for the 3^rd Annual Regional Conference.
• Shared information on the Norm McLeod Awards.
• CEO and I met with Denis Ducharme, MLA, Bonnyville/Cold Lake
• He is very happy with what he has heard of PDD.
• Encourage Board members to meet with Board members of the Local Health Authority.

Ralph Gorrie, Vegreville

• September 25^th - will attend Vegreville Community Council meeting.
• September 12^th - met with VALID
• Discussed the Board development policy.
• Asked for feedback on the Northeast Board Retreat and Strategic Forum summary paper.
• Talked about the video; that is is produced and we will be distributing it.

Johanne Hassey, Vilna

• September 19^th - First meeting of the Lac La Biche Community Council.
• Now a member of the PDD Granting Committee - will attend orientation in November.

Christine Botsford, Fort McMurray

• Nothing to add at this time.

Donna Desjardins, St. Paul

• St. Paul Abilities Network announced the opening of their Elk Point office under the name of Elk Point Abilities Network. As well, a number of individuals that have been working as volunteers in the community have been hired by the respective businesses and are being paid wages as high as $9.00 per hour.

• Portage College is offering the rehabilitation program in St. Paul now. Currently, there are 16 students enrolled.
• St. Paul Community Council held a meeting on September 19, 2001. Twenty-eight people attended. It was a great meeting, with lots of participation. Dr. Sandi Koop gave a presentation of the Research and Development Fund. The Council did indicate that they would like the opportunity to have more joint Community Council meetings.
• The St. Paul Community Council and PDD will be presenting at the Teacher Development Day on November 9, 2001 for the St. Paul Regional School Division.
• A meeting is scheduled on October 24, 2001 at 6:00 pm in St. Paul for all individuals, families and advocates that are interested in supported inclusive post secondary education at Portage College. Bruce Uditsky from AACL will be present to offer his experience and direction in the development of the program. This is a great opportunity for individuals to help set the directions of the new program. Anyone from the region is welcome to attend. Travel expenses will be covered. If anyone wishes to know more, please contact Donna.
• On August 25 and 26, 2001, St. Paul Special Olympics held a ball tournament with participants from as far away as Regina, Sask. Our chair and CEO were a tremendous support during the tournament.
• The Art Committee is waiting for the artist's drafts. He has promised them for the next meeting.

Ray Danyluk, MLA, Lac La Biche/St. Paul

• Thanked the Board for the invitation to attend the meeting and the copy of the PDD video "The Courage to Dream The Right to Become", which was presented by the Board Chair.
• Emphasized that dialogue between the Board and MLAs is very important.
• Explained best practices for giving information to MLAs - should be short, preferably one page. With too much information it is difficult to sort out what is important.
• Videos are also welcome - these give the emotion as well as the information.
• Suggested the Board meeting with municipalities and School Boards to form communication pathways or lines with them.

4. In-Camera Session (Review organizational issues)

#01-09-397 MOTION: Doug Fleming moved the Board go out of Camera at 9:20 am.  
                                      Carried unanimously.

4. Notice of Motion/Request for Information

• High Speed Internet Service - Ralph Gorrie, Member, Vegreville
• Highspeed Internet Service has been introduced in Vegreville. Administration will look into the availability and cost for the Northeast Region and bring a report back to the Board.

• Next Meeting Dates
  
  • October 20^th, 2001 Westlock
  • November 17^th, 2001 St. Paul
  • December 15^th, 2001 Lac La Biche