Background

The following synopsis has been prepared by the administration to provide a brief overview of items reviewed by the Board. Minutes from the meeting will be approved by the Board and distributed following the January 21^st, 2005 meeting.

1. Board Communications & Operations

1.1 Office of the Internal Auditor: Service Provider Follow-up

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.
In the Northeast Region, for the 2004-05 fiscal year, eight agencies who provide services and one family who manage their own services were reviewed by the Office of the Internal Auditor.
Of the twenty-nine recommendations from the Internal Auditor, one was not accepted by the Board, twenty-seven have been implemented, and one recommendation, relating to one service provider, is currently being addressed.
Whenever a recommendation cannot be implemented immediately, a plan is put in place.

1.2 7^th Annual Northeast Conference Proceedings

The Board reviewed the conference proceedings for the 7^th Annual Northeast Regional Conference.
The proceedings are being distributed and a copy will be placed on the Northeast Board website for access by individuals, families, and members of the general public.

1.3 Code of Conduct/Conflict of Interest Policy

The Northeast Board has developed and approved a number of Board policies, which define and direct the work of the Board and the CEO. These policies have been developed by the Northeast Alberta Community Board to govern the workings of the Board and relationship with their CEO.

· Revisions and updates to these policies are made by Board motion.

· At the Northeast Board meeting on September 17, 2005 the Board approved a motion to incorporate the Code of Conduct and Conflict of Interest Policy approved by the Provincial Board on July 14, 2005 and the Policy Guidelines as approved by the Provincial Board September 8, 2005 into the Northeast Board Policies.

· The Audit Committee reviewed the policies on November 25 and the Board Policy committee reviewed these on December 2, 2005.

The Board approved the incorporation of these policies, with the addition of Items #8 and #9, which were in the previous Board policy but not in the policy approved by the Provincial Board.

1.4 Hosting of the 8^th Annual Northeast Regional Conference

The Board reviewed and approved a Conference Hosting Information Package and a Conference Hosting Bid Package for the 8^th Annual Northeast Regional Conference.
Copies of these packages will be sent to municipalities and community councils in the Northeast region before the end of December.

1.5 Request for Proposal

The administration formed a Regional Review Committee in August 2004 to undertake a review of the Regional Behavioral Outreach Services, to analyze the current situation and to identify emerging issues and recommendations for enhancement of the program.

In response to the findings of the committee, a decision was made to Tender the services.

· The Request for Proposal package was prepared and sent to legal services for review and the document has been finalized.

· Advertisements have been arranged with the Edmonton Journal (Saturday, December 10, 2005) and in the local regional newspapers during the week of December 12, 2005.

· A public meeting will be held in St. Paul on Monday, December 19, 2005.

· The closing date is January 10, 2005.

1.6 Audit Committee Evaluation

As part of the requirements of the Audit Committee an annual review of the audit committee is required.
The review process for the Northeast Community Board has not been finalized and the process will take some time in developing.
For the 2005 – 2006 fiscal year, the Board approved the Northeast Audit Committee contract the audit committee evaluation to a third party for review.
A formal process will be developed for review and adoption before the commencement of the next fiscal year.

1.7 Wellspring Family Resource and Crisis Center CET Certification

The AARC Creating Excellence Together Standards must certify all service providers in receipt of PDD funding.
When service providers do not meet the standards at the time they are surveyed they are then required to implement an action plan to bring their policies and procedures into compliance with the standards. PDD staff, service provider staff and AARC are involved in the implementation and monitoring of the action plan.
Two more agencies have received CET certification.

· Independent Counseling Services (ICE)

· Wellspring Women’s Association of Whitecourt

1.8 Northeast Alberta Community Board Financial Report: November 30, 2005

The Board reviewed the Northeast Board financial report for the period ending November 30^th, 2005.
Twenty-nine new, unique individuals entered into service and thirteen left as of November 30^th, thus providing the region with a net uptake of sixteen individuals.
The Board is supporting the Minister’s request for salary increases for 2004-05.