PDD NORTHEAST COMMUNITY BOARD MEETING

Saturday, September 18, 2004 9:00 am – 4:00 pm

Senior Citizen Drop In Centre

Barrhead, 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:

Mayor Brian Schulz, Town of Barrhead, Trudy Gammel, Board Chair, and James Challman, Executive Director, Blue Heron Support Services Association, Sandra Hardy and Don Pottie, Family Voices, Wendy McDonald and Laurie Adamchik, Alberta Association for Community Living, Cathy Hickey and Sharon Volorney, Pembina Hills School Division, Trina Lane-Cote, Child and Family Services Authority Region 7, Connie Zatorski, Director, Finance and Monitoring, NEPDD

A. Don Schultz, Chair, called the meeting to order at 9:00 am, September 18^th, 2004.

B. Approval of Agenda

#04-09-808 MOTION: Ralph Gorrie moved the Board approve the agenda.

Carried unanimously.

C. Approval of Minutes

#04-09-809 MOTION: Floyd Thompson moved the Board approve the

minutes as presented. Carried unanimously.

D. Board Regional Feedback and Future Direction

Donna Desjardins, St. Paul

· St. Paul Abilities Network

• Held their Annual General Meeting – 40^th Anniversary on September 15, 2004. More than 120 people attended. It was a great celebration, with lots of community folk involved.
• Pleased to have Don Schultz present to present the CET Certificate and Anniversary plaque.
• Self-advocate, Randy Jacobson, has been elected on to the SPAN Board.
• Plans are still continuing for the new Centre for the Medical Clinic and SPAN.

· Special Olympics, St. Paul

• The ball tournament was held on August 28 and 29, 2004. Excellent turnout, with everyone having lots of fun, in spite of the challenging weather at times.
• Our CEO has now extended his level of expertise. He can now cook French fries with “great polish”.
• Set up a booth at Community Awareness Night. Lots of interest.
• Bowling has now started.

· St. Paul Community Council

• Next meeting September 29, 2004
• AISH discussion will be held.

Floyd Thompson, Lac La Biche

· Attended the Lac La Biche Community Council meeting.

• Both Co-Chairs were there – Linda Dwyer and Albert Cloutier.
• Linda and Albert also attended the Self-Advocate Summit in Edmonton.
• Bowling is starting now in the Lac La Biche area – all individuals are looking forward to that. We have some champions out of Lac La Biche.
• Community Council members will be participating in the conference.
• Each month an individual tells a story – this month a lady told how her child has brought their family together. She showed pictures of their child from baby to adult.
• The Community Council will be inviting representatives from other agencies, town council, etc. to attend the meetings.
• Discussed report on Second Century Communities – good to be moving in that direction.

Carmela Levesque, Bonnyville

· I attended a United Way Community Needs assessment. I participated in the group that had Mayors, Reeves, Councilors, School Trustees and anyone who is a policy maker. We discussed what our needs and our strengths were. This information will be shared once it is compiled.

· June and August Community Council Meetings – Bonnyville

• Good turnout – around 15 people each time.
• The group has decided to review the emerging statements that the community councils developed to see where our group is going in terms of purpose and activities.
• Still looking for a Co-Chair.
• Next meeting is October 25, 2004
• We discussed the community capacity initiative and shared our brochure

· Shared some of the initiatives that are occurring in our region in regards to community capacity.

• Lawrence Noel (Co-Chair) and Lionel Remillard will be participants on behalf of Bonnyville Community Council on the committee for the Annual Conference in Cold Lake. All agreed that they wanted to be part of the process and help in the conference.
• Bonnyville Access For All (BAAC) and the Bonnyville Community Council have agreed to merge. BAAC has common members and interests with the Community Council and will be a good addition to our council. This will broaden the scope of people who will be involved with the Council. They did have around $2000.00, which they donated to the centennial project.
• Some new families moved into the community and they attended the August Community Council meeting.

· July and August Community Council Meetings - Cold Lake

• Cold Lake has just started a bus system in the community. It is $3.00 round trip. This past week it has been free for people to try. The handi bus will still offer their service, which is run by volunteers.
• Around 15 people attended each meeting.
• Discussion around the presentation from the Public Guardian at the May meeting.
• Discussed future information sessions. Everyone agreed that this should be a regular venue of the council.
• Everybody is excited about helping with the Annual Conference.
• Discussed the community capacity initiative and shared our brochure.
• Shared some of the initiatives that are occurring in our region in regards to community capacity.
• There was a nomination and election of Co-Chairs. Audrey McFarlane and Christine Caissie will be Co-Chairs.
• September 9, 2004 National FAS Awareness day across Canada.

· November Conference

• There are lots of positive ideas and lots of energy.
• I have attended three meetings and things are starting to solidify.

· The meeting in September had representation from the City of Cold Lake Military, Children’s Services, a principal from one of the schools, Dove Centre/Community Options.

· There was no representation from the Chamber of Commerce or Catholic Social Services at the last meeting.

· We have started to receive donations from some of the businesses in Cold Lake and Bonnyville who have businesses in both communities.

· The ideas are just flying around – by the people present at the meetings. The decorations and the dance will be great fun with spot dancing and prizes.

· It has been confirmed that some of the Military band will be entertaining us at dinner on Friday. Due to the size of our facility we may not be able to have entertainment at lunch on Saturday.

· Overall it looks like the community is getting into the conference more so now that the Maple Flag is finished.

· We will have lots of volunteers to get things done.

· Local business will be putting up signs to welcome the conference participants.

· Having the conference at the same location as the hotel will be a very nice change for folks as there will not be any concern about getting to and from the hotel and the convenience of having the hotel at their fingertips.

Caren Mueller, Vimy

• Athabasca Community Council meeting was postponed to September 21, 2004.

Ralph Gorrie, Vegreville

· VALID Board Meeting, September 8, 2004

• Further discussion on Second Century Communities from the recent paper provided to the Provincial Board Policy Development Committee following the:

· Relation to the Provincial 20 year plan “Today’s Opportunities, Tomorrow’s Promise”

· Alberta’s Second Century Community will be a transformation from what we presently know and accept.

· Less government movement towards citizens.

· The roles of Assurance

· Facilitation

· Infrastructure

· Assurance

· Role of the Provincial Board and the Community Boards.

• Northeast Regional Conference

· Outlined the general theme of “Sharing Individual Gifts and Celebrating Success”.

· The nature of the many activities proposed.

· Inviting VALID to participate through the Board and Staff as outlined.

· Introduced the topic of Auditing - the Community PDD Board has introduced, through its Audit Committee, the significance of this measure in this new century.

· Policy Development Committee meeting of September 14, 2004

• Need to review the respective roles of Provincial PDD and Community Boards, which have been put on the back burner and will now be brought forward. Our list of about 20 suggested roles has been provided. Only a few others have made a presentation.
• Feedback with respect to the August Leadership Paper.
• Presented a Plain Language edition of the Leadership Paper with symbols to relate meaning.
• The central message and movement is directly related to Inclusiveness, and just what is involved with this concept in the new century. What will the definition of Inclusiveness be? This is the major thrust.
• Next meeting is scheduled for October 5.
• Further discussion will ensue at this meeting.

· Next Vegreville Community Council September 24, 2004.

Colleen Marks, Legal

· Whitecourt Community Council meeting September 2, 2004.

• Strategies were discussed as to how to get a housing project started in Whitecourt. A Real Estate person is required to assist. Mary-Jo felt that it would be a good idea to wait until the new staff member was assigned to Whitecourt before proceeding further on this issue.
• Self-Advocacy Summit - Marjorie, Christine and Mary-Jo will be attending.
• The November Conference in Cold Lake was discussed and people were encouraged to attend. I advised them that I would not be at the November meeting as I had a PDD Board meeting in Cold Lake that evening. I advised them regarding the collage that communities would be displaying in the information hall. They formed a committee to work on this project. Marjorie Thompson and Derek Holloway are leaving the Whitecourt community and are moving to Wainwright. They will be missed, as they were very active in the community. Since Derek was the Chair of the Community Council, the Vice Chair is now in that role until their elections in January 2005.
• I informed the council that the new legislation for Family Support for Children with Disabilities Act came into effect on August 1, 2004. Some of them expressed an interest in learning more about this as it may affect their children.

· I did not attend the FASD conference in Westlock as it was cancelled.

· I attended a presentation on the new proposed Parent Link Centres. There will initially be one in this region at a location yet to be decided. This will provide a good opportunity for partnerships in the communities. I have information on this if anyone is interested.

Glenn Hennig, Hilliard

· There was a family tragedy in the Hilliard area.

· Opportunity to observe Crisis Management Team at work.

· They handled all the basic needs for the family until more support was available.

· Good that we now have this in rural areas.

E. Delegations/Presentations

• Brian Schulz, Mayor of Barrhead, welcomed the Board members to Barrhead.
• Sharon Volorney, Pembina Hills School Board, expressed appreciation for the invitation to attend the Board meeting and asked if the School Board could get a copy of the publication Understanding Your Funding Options.
• Trina Lane-Cote, Child and Family Services Authority Region 7

· Thanked the Board for their invitation to attend the meeting and mentioned that she has been appointed to sit on the committee for the Parent Link Center.

• Sandra Hardy, Family Voices

· Found it frustrating when helping her son enter the school system.

· Wants to connect families together so they will have a better understanding and know who to call. Sometimes services are there but families do not know about them.

· In Fox Creek - housing for individuals when they want to be on their own is virtually impossible. They should be able to stay in their own community. Also, there is no agency to provide services where parents feel comfortable.

• Trudy Gammel, Board Chair, Blue Heron Support Services Association

· Thanked the Board for the plaque presented at their 30^th Anniversary.

· There was a display by the Art Club at the 30^th Anniversary celebration. The club includes several members with developmental disabilities.

· New building is slowly but surely becoming a reality.

• James Challman, Executive Director, Blue Heron Support Services Association

· Part of Blue Heron is the aspect of integration. A lot of that comes through communication. Doing more lately by attending community council meetings, etc.

· Working on community employment. Employers hire people for all different businesses.

· Affordable housing is difficult to find in Barrhead area – Blue Heron does not own any group homes.

· Biggest challenge for Blue Heron right now as an organization is Human Resources – seeking people from other places – plan to talk to the town about how to present Barrhead and area as a community for people to live in.

F. Reports

1. Board Communications and Operations

1.1 Annual Board Planning and Reporting Cycle

Recommendation: That the Board receive this report for information.

Purpose of Report: To inform the Board of the annual planning and

reporting cycle.

The Government of Alberta has established an annual business planning and reporting cycle for the submission of Ministry Business Plans and reporting on the objectives of the Business Plan.

The Northeast Alberta Community Board has implemented it’s own planning cycle to meet the requirements of the Provincial Board and Community Development. The cycle includes quarterly reports, annual reports, financial statements and program updates.

Administration provided a detailed presentation on the planning cycle and major provincial activities that the region is engaged in.

Community input to the business planning cycle is provided through a process that includes consultation with all community councils in the Northeast region and the Northeast Consortium of Service Providers.

#04-09-810 MOTION: Glenn Hennig moved the Board accept the report for

information. Carried unanimously.

1.2 Board/Staff Rewards and Recognition Event

Recommendation: That the Board receive this report for information.

Purpose of Report: To provide an outline of activities for the

Board/Staff Event on September 24, 2004.

A province wide committee was initially developed to explore how best to support and recognize PDD staff for their contributions and achievements. Based on the data collected, each region was given the responsibility to develop a Rewards and Recognition Program that addressed years of service, retirement, individual and team merit as well as informal recognition.

The Northeast Region PDD staff formed a committee and developed a Rewards and Recognition Program that provides the opportunity for staff recognition events on an annual basis.

The Board discussed details of the plan for the Staff Recognition event scheduled for September 24, 2004 where staff members will be recognized for individual and team merit and for years of service over five years.

#04-09-811 MOTION: Colleen Marks moved the Board accept the report for

information. Carried unanimously.

1.3 Board Development Session: Second Century Communities

Recommendation: That the Board receive this report for information.

Purpose of Report: Information and Board Development.

For the September Board meeting the Board received copies of a discussion paper entitled “In pursuit of a Vision: Leadership, Assurance, Roles and Responsibilities in Second Century Communities”.

The Board, after an initial reading of the paper, felt that they needed opportunities to further explore the concepts outlined in the paper. A major recommendation present in the first paper in the Second Century Services, which continues throughout is to ensure a common vision of inclusion for adults with developmental disabilities in Alberta.

The Board members and administration participated in a developmental activity based on a review of the paper facilitated by Wendy McDonald and Laurie Adamchick from Alberta Association for Community Living.

1.4 Northeast Regional Conference 2004: Update

Recommendation: That the Board receive this report for information.

Purpose of Report: Information and discussion.

The conference organizing committee met on September 9^th.

· The program has been confirmed; invitation letters have gone out to community councils, individuals, service providers, mayors and MLA’s.

· Letters have gone out to community councils asking for nominations for merit and service awards.

· Saturday (community) group sessions are being designed by Allan Douglas and Peter Faid.

· Arrangements such as the military band for the dinner hour have been confirmed.

· Board members and community volunteers will assist with decoration and community display set up, introduction of sessions, and assisting monitors.

#04-09-812 Carmela Levesque moved the Board accept the report for

information. Carried unanimously.

2. Administration

2.1 Provincial Self-Advocate Summit

Recommendation: That the Board receive this report for information.

Purpose of Report: Information

The Provincial Summit for Self-Advocates is scheduled for Friday, September 17 to Sunday, September 19, 2004, at the Coast Edmonton Plaza Hotel in Edmonton.

The Summit Objective is to bring together people with developmental disabilities who want to: Learn tools for change, form networks, and celebrate disability pride/culture. The participants will bring back information and organize regional self-advocacy structures in the region.

Twenty-two Self-Advocates are attending the summit from the Northeast Region.

The Board reviewed and discussed the overview of the summit and program highlights - would like to encourage regional self-advocate networks.

#04-09-813 Ralph Gorrie moved the Board accept the report for information.

Carried unanimously.

2.2 Analysis of Regional Cost Pressures 2004-05

Recommendation: That the Board receive this report for information.

Purpose of Report: To update the Northeast Alberta Community Board

on cost pressures impacting the 2004-2005 financial resources.

The Provincial Board asked Community Boards to identify any cost pressures they may be experiencing in the following areas during the current fiscal year:

· Changes in life stages for individuals

· Service Sector Capacity: Increase beyond current capacity

· Wage Increases: Annualized impact from last year

· Cost of Doing Business: Annualized impact from last year

The Board discussed cost pressures and causes in the Northeast Region. Pressures are unique to each community and vary on a month-to-month basis.

#04-09-814 MOTION: Donna Desjardins moved the Board accept the report

for information. Carried unanimously.

2.3 Office of the Internal Auditor: Update

Recommendation: That the Board receive this report for information.

Purpose of Report: Information

In early Spring 2004, a decision was made by the Provincial Board Executive Director for Finance and IT Services that all PDD Internal Audit Resources would be directed towards Agency Reviews.

The Office of the Internal Auditor developed a two-year audit program to examine 50% of the Service Providers across the province each year receiving IF and contract funding from PDD. A few families who manage their own services were also included in the audit program.

The first set of audits, of six agencies and one individual provider, is currently underway. The next set will start in June 2005.

The Board discussed an action plan and follow-up as well as impacts of the audits and the role of the Board’s Audit Committee in this process so the Board knows what is happening. The Audit Committee will monitor the process and what is appropriate.

#04-09-815 MOTION: Caren Mueller moved the Board accept the report for

information. Carried unanimously.

2.4 Risk Management Analysis and Implementation Plan 2004-05

Recommendation: That the Board receive this report for information.

Purpose of Report: Information on activities underway in the area of

Risk Management for the 2004-2005 year.

The primary purpose of risk assessment activities is to ensure that the Board is fulfilling its fiduciary responsibilities.

The Board discussed the risk management plan for the Northeast region including training, areas of risk, and future activities of the Risk Management Plan. Board Members also received a copy of Linda Graf’s book Better Safe…Risk Management In Volunteer Programs & Community Service.

PDD and agency staff and Board members will be attending Risk Management Training in November 2004 where Linda Graf will be presenting.

#04-09-815 MOTION: Carmela Levesque moved the Board accept the report

for information. Carried unanimously.

G. Communications from Board Chair

• Attended the funeral of Monsignor Bill Irwin, founder of Catholic Social Services.
• Attended St. Paul Abilities Network Annual General Meeting and brought greetings from the Board – Donna Desjardins received an award.
• Attended Blue Heron’s 30^th Anniversary Celebration.
• Participated in the Barrhead Rotary Club Bike-a-thon.
• Attended on arbitration – to settle an appeal.
• Next month I will be attending the Provincial Board meeting
• I will try to arrange a schedule for next year for Northeast Board members to attend Provincial Board meetings.

H. Communications from CEO

· New Staff Orientation Arlene Ehl, Patty Chizma

· Started on September 1, 2004 as Community Service Coordinators

· Will be looking after the Whitecourt, Barrhead, Westlock area.

· Connections 2004, September 14^th, 2004

· PDD and agency staff participated in a training session directed at improving the processing of IFA agreements and invoices.

· Northeast Alberta Consortium of Service Providers Meeting

September 16^th, 2004

· Community Capacity Session: Fort McMurray, November 2^nd, 2004

• This is one example of a community capacity initiative.
• Presentation by John McKnight, an internationally known speaker.
• Joint Sponsorship by Northeast Alberta Community Board, Salvation Army: START Program, Northeast Child and Family Services Region 9

· Understanding Your Funding Options: A Guide for Families of Individuals with Developmental Disabilities is now available for distribution.

I. In-Camera Session (Review organizational issues)

#04-09-816 MOTION: Colleen Marks moved the Board to go In-Camera at

9:00 am to discuss organizational issues. Carried unanimously.

#04-09-817 MOTION: Donna Desjardins moved to come out of Camera at

10:00 am. Carried unanimously.

#04-09-818 MOTION: Caren Mueller moved the Board go In-Camera at 3:00

pm to discuss organizational issues. Carried unanimously.

#04-09-819 MOTION: Colleen Marks moved the Board come out of Camera at

3:55 pm. Carried unanimously.

J. Notice of Motion/Request for Information

K. Proposed Meeting Dates

• October 18, 2004 Westlock

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

Adjournment

#04-09-820 MOTION: Ralph Gorrie moved the Board adjourn at 4:00 pm.

Carried unanimously.

________________________________ ________________________________

Don Schultz, Chair Dr. Alex Hillyard, CEO