NORTHEAST ALBERTA COMMUNITY BOARD
PERSONS WITH DEVELOPMENTAL DISABILITIES
PUBLIC MEETING
Saturday,
December 17th, 2005 9:10 am
to 1:20 pm
MacArthur
Place, Lac La Biche, Alberta
APPROVED MINUTES
Present:
Don Schultz, Chair, Donna Desjardins, Vice Chair, Ralph Gorrie, Caren Mueller, Floyd Thompson, Glenn Hennig, Colleen Marks
Administration: Dale Drummond, Interim CEO; Lucille Froese,
Recording Secretary
Guests:
Tom Lett, Mayor, Town of Lac La Biche, Freda Phillips, CLALD Board Member, Dave Phillips, Community Member, Treena Lane-Cote, Board Member, North Central Child and Family Services Authority, Ramona St. Jean, Community Member, Barb Schultz, Community Member.
A.
Don Schultz, Chair,
called the meeting to order at 9:10 am, December 17, 2005.
#05-12-992 MOTION: Glenn Hennig moved the Board approve the agenda
as amended. Carried unanimously.
C. Approval of Minutes
#05-12-993 MOTION: Colleen
Marks moved the Board approve the minutes
as
presented. Carried
unanimously.
·
Blue Quills Presentation to Dr. Hillyard
· Unfortunately, the folk from Blue Quills College were not able to attend the conference in Fort McMurray because their car broke down en route. As a result, a special grounding circle was held on Monday, November 7th at the College recognizing Dr. Hillyard’s contribution to individuals with developmental disabilities, as well as the bridging of cultures. Blue Quills College is now offering Cross Cultural Training to other groups in the community. Northeast PDD is recognized as part of the founding of the program.
·
St. Paul Abilities Network
· I attended the Christmas party for SPAN on November 26th. It was held at the Recreation Centre. There was a tremendous turnout, and it was a fantastic party.
· SPAN has now officially been handed the keys to the former Poundmaker’s Lodge in St. Paul. I took a tour of it this week, and was absolutely overwhelmed with the area and possibilities. The total area of the facility is 60,000 square feet, and SPAN anticipates use of 20,000 square feet. SPAN has reached out to the community asking them how they think the community could use the balance of the facilities. There is a large gym, a wood working shop, etc. This is a very large project, and I support the Board in their understanding that this is a community facility that will be inclusive, and used by everyone.
· I attended the SPAN Board meeting on November 29th, and had the opportunity to speak at length about the directions and influences that are happening provincially and regionally. The management of the organization were also present at the meeting. It has engendered good communication since then.
·
Public Guardian Presentation – November 29th
· As Dale Drummond and I were detained at the SPAN board meeting, we missed the bulk of the presentation. However, Jody-Lynn Dunlop from our office was in attendance, and took notes. Discussion was held regarding guardianship, trusteeship, personal directives and powers of attorney. Should anyone wish further information, they could contact Nadine at (780) 645-6434. She is one of three public guardians who will be working out of St. Paul.
·
Library
· Dr. Moisey sent a special software for the visually impaired to me, and we are presently getting this installed on the St. Paul Library computer. Dr. Moisey recognized the need as a result of a conversation with one of the self-advocates at the conference in Fort McMurray. It is her hope to have this new software available for all of the new library’s coming on stream. I am sure that she will be presenting to the Board in the new year, but she indicates that there are five new libraries coming on board right now.
· The Board Chair from the St. Paul Library was sharing with me this week the fact that the software support that is now available at the library has opened a whole new world for many people in the community. People that wouldn’t dare try a computer before are now active users.
·
Self-Advocates
· It is my understanding that there are some great things happening with the self-advocates in the region, in terms of sharing and planning. I would recommend that we encourage a report from the self-advocates of the community that we are in each month to keep us updated.
·
Special Olympics St. Paul
· The athletes are active in bowling and floor hockey presently.
·
Positive People Society of St. Paul
· Apart from their regular meeting at the end of November, the society had a special Christmas dinner on December 6, 2005. As well, they conducted a raffle of a food hamper at the SPAN Christmas party. The funds from this fundraising activity should guarantee that they have at least two social functions in 2006.
·
St. Paul Community Council
· St. Paul Community Council
· A Financial Planning session was held on November 15, 2005 with discussion about appropriate investments for individuals on AISH and helping to clarify some of the financial jargon, and also tying in the new AISH regulations. It was a good meeting. The next meeting will be Tuesday, January 17, 2006 at the Legion Hall.
· The Athabasca Community Council held a Christmas dinner and meeting on December 13, 2005. Twenty-six people attended.
· Grace Couturier was presented with the Merit Award. Grace has been in Athabasca for the last few years. The press attended the meeting and took pictures for the newspaper.
· Maureen Rymer, was also presented with the Service Award. She was instrumental in setting up the Athabasca Community Kitchen. Pictures were taken for the newspaper.
· It was a nice evening and everyone had time to mingle and network.
· The next meeting will be held on the 9th or 10th of January.
· A lot of people were not aware that the Athabasca Community Council offers a taxi service for individuals to attend meetings. The community council is looking at getting this information out to people as many have difficulty in attending – dangerous, distant, pick-ups not working, etc.
· The Community Kitchen will be starting up again the end of January or beginning of February.
· The community council would like to see more representation from PDD at their meetings – in addition to the Service Coordinator.
· VTSS has had a very good year of service to the community. We are presently applying for charitable status to issue Income Tax Receipts rather than relying on the Town of Vegreville. Of interest is the request of the City of Cold Lake to review our program.
· VALID meeting – December 6, 2005
· Discussed the status of our CEO search.
· Presented information I had from the last AARC conference on policy framework and the significance of reviewing policy and procedures as related to the scalding incident in Edmonton and the need to post and use incident report follow-ups.
· Christmas greetings and gifts were delivered to the respective four homes of VALID and three WJS units.
· Community Council November 22, 2005
· We looked at our last year’s plan and identified those items that we did not pursue.
· The group then looked at a possible five items that we should look at this year.
· The group felt that we would not meet in December as the meeting date was close to Christmas and would probably have a poor turnout.
· A new venue will be available to start the year – Vegreville United Church Hall that will provide sufficient space for our meetings.
·
Whitecourt Community Council
· I attended the December 1, 2005 Whitecourt Community Council meeting.
· We began with a potluck supper to celebrate the Christmas season.
· The Mayor of Whitecourt, Mr. Trevor Thane was the special guest.
· There is an organization known as the Friends of Whitecourt that advocates for things in Whitecourt. At present, they are trying to persuade the government that Whitecourt needs as extension to their hospital.
· The Whitecourt Action Plan that was developed at the Northeast PDD Conference was discussed. They discussed safety issues, transportation, and that they wanted an AISH worker full time in Whitecourt.
· The Northeast PDD Conference was discussed – individuals who attended enjoyed the conference.
· Don Pottie, from Family Voices, was unable to attend the meeting.
· The community council was unable to have a meeting in November due to the Northeast PDD Conference.
· The next scheduled community council meeting is January 5, 2006 at 6:30 pm and they have changed the location of the meetings to the Town office building. They hope to invite the AISH worker to attend this meeting so that they can learn when the AISH worker comes to Whitecourt and discuss their other concerns.
·
Westlock Community Council
· I attended the Westlock Community Council meeting on December 12, 2005. They started their meeting with a potluck supper and a Chinese gift exchange.
· Poverty in Action Committee
· They are seeking someone from the Community Council who would attend their meetings once per month and report back to the council. No one has volunteered as yet.
· Bowling: They will be getting uniforms for when they attend tournaments.
· No minutes were available for the November 14, 2005 meeting.
· They plan on having elections next month for a Co-Chair, Chair and Secretary. They want people to work together and to participate more as the co-chairs felt that they had too much work due to people not following through on their commitments.
· The next meeting is scheduled for January 9, 2006.
· Vegreville Community Council
· Would like to resurrect a social club and ensure that it is inclusive of a PDD board member.
· Everyone was pleased with the conference.
· Sent Christmas goodies to WJS and START.
· Larry Mytrash hosted a supper for all individuals at the Pentecostal Church but I was unable to attend. Have not heard how it went.
· Another goal is to have a person with a developmental disability sitting on a local board in town. The Board has not been identified yet.
· Barrhead - has been fairly active since coming back from the conference.
· The Community Council and People First held a joint Christmas supper open to everyone. Each person brought a donation for the food bank. Close to 150 people attended – lot of people from the community.
· There was a presentation for the individual who received the Merit Award.
· The food was excellent.
· Touched base with people not seen for a long time.
· Would like to thank Freda Phillips and her son for attending today – they are champions for persons with developmental disabilities.
· The last community council meeting was on November 9 – the Christmas party was on December 14.
· Two representatives from the Premiers Council on People with Disabilities, Lawrence Noel and Nancy Schneider, were invited to attend the Christmas dinner and party.
· The people who attended the conference in Fort McMurray said they enjoyed it.
· CLALD has done some successful fundraising – raised $40,000 for a wheelchair accessible van.
· Fundraising through Bingos will be donated to Special Olympics – the money will be used to purchase ramps for bowling, etc. The ramp they have now does not work very well.
· AISH representatives will be invited to do a presentation on AISH.
· A community council brochure has been completed and is being sent off to be printed. It will explain what the community council is about and what they do.
· Jennifer Moss, Special Education teacher at the high school, has volunteered to coach Special Olympics. She will take all the certificate training and will bring a couple of students to help.
· The Lac La Biche Community Council is planning on hosting the next community council Chair and Co-Chair meeting in September or October.
· Due to the increase in activity in Lac La Biche the Board may want to look at an exchange of location for their December meeting with another community in 2006. It may be very difficult to get accommodation in Lac La Biche at this time next year.
Freda Phillips. Board Member, CLALD
· The Board and organization has spent time on strengthening our governance model. A three-year plan has been set.
· Nancy Richard is now a member of the CLALD Board.
· CLALD now has a full employment program in the region. Employers have been open to hiring individuals and providing the support they need.
· Recently ordered a wheelchair accessible van – money was raised by fundraising and donations. There is room for two wheelchairs and it is accessible from the back.
· Staffing has presented challenges during the year – very concerned about the impact on individuals.
Tom Lett, Mayor of Town of Lac La Biche
· Welcomed the Board to Lac La Biche – proud of our volunteers
· There is tremendous growth around Lac La Biche – the town is starting to feel the stress.
· There are 2000 people in camps near Lac La Biche this winter.
· A pipeline company is putting in a pipeline through this area.
Treena Lane-Cote, Board Member, North Central Child and Family Services Authority
· The Board is currently seeking some new Board members.
· Reviewing a lot of our current living documents.
· Due to time constraints – cancelled our January meeting.
· Just recently received one new FTE for a Family Violence staff person.
1. Board Communications & Operations
1.1 Office
of the Internal Auditor: Service Provider Follow-up
Recommendation: That the Audit Committee receive this report for
information and forward it to the next meeting of the Community Board for information purposes.
Purpose of Report: Information and update
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.
#05-12-994 MOTION: Caren Mueller moved the Board accept the
report for
information. Carried unanimously.
1.2 7th
Annual Northeast Conference Proceedings
Recommendation: That the Board receive this report for information.
Purpose of Report: Information
The Board reviewed the conference proceedings for the 7th 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. All community councils, service providers and committee members have been notified that proceedings are available on the Northeast Board website.
#05-12-995 MOTION: Ralph Gorrie moved the Board accept the report for
information. Carried Unanimously.
1.3 Code
of Conduct/Conflict of Interest Policy
Recommendation: That the Board receive this report for decision.
Purpose of Report: Information
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.
·
#8 - Should a member be
considered for employment, s/he must temporarily withdraw from Board
deliberation, voting, and access to applicable Board information.
· #9 - Conflicts between Board members or allegations from the public, minister or service providers should be directed to Board Chair for resolution. The Board Chair may enlist outside personnel to assist in clarifying and resolving the conflict of allegation. Such conflicts or allegations involving the Board Chair will be directed to the Board chair of the Provincial Persons with Developmental Disabilities.
#05-12-996 MOTION: Donna Desjardins moved the Board accept the
policy as
presented. Carried unanimously.
1.4 Hosting
of the 8th Annual Northeast Regional Conference
Recommendation: That the Board accept the Conference Hosting Information
Package and Conference Hosting Bid Package.
Purpose of Report: Information and discussion.
The Board reviewed and approved a Conference Hosting Information Package and a Conference Hosting Bid Package for the 8th 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. The package will also be accessible through the Northeast region website.
#05-12-997 MOTION: Colleen Marks moved the Board accept the report for
information. Carried unanimously.
1.5 Request
for Proposal
Recommendation: That the Board receive this report for information.
Purpose of Report: Information.
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.
#05-12-998 MOTION: Floyd Thompson moved the Board accept the
report for
information. Carried unanimously.
1.6 Audit
Committee Evaluation
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and decision.
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.
#05-12-999 MOTION: Donna
Desjardins moved that Board have a risk indicator on
each Board report
and that administration be directed to bring back a proposal on how to analyze
the risk of each report, early in the new year. Carried unanimously.
1.7
Wellspring Family Resource and Crisis Center CET
Certification
Recommendation: That the Board receive this report for information and
follow-up.
Purpose of Report: Information and follow-up
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. Framed CET certificates will be presented to each of these agencies by the Board.
· Independent Counseling Services (ICE)
· Wellspring Women’s Association of Whitecourt
#05-12-1000 MOTION: Caren Mueller moved the Board accept the report for
information. Carried unanimously.
1.8 Northeast Alberta Community Board Financial
Report: November 30, 2005
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and discussion.
The Board reviewed the Northeast Board financial report for the period ending November 30th, 2005.
· Twenty-nine new, unique individuals entered into service and thirteen left as of November 30th, 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.
#05-12-1001 MOTION: Donna Desjardins moved the Board accept the
report for
information.
Carried unanimously.
2.
Administration
C. Communications from Board
Chair
#05-12-1002 MOTION: Don Schultz moved his verbal report. Carried unanimously.
·
Conference
Cost Comparison 2004 and 2005
· Accommodation and food costs were higher for the Fort McMurray conference than the previous year; otherwise the costs were comparable with previous conferences.
· Administrative staffing
· Will re-advertise for the Executive Assistant position in January. Lucille will stay on until the position is staffed.
· Arlene Ehl has accepted the position of Manager, Community Integration. Administration is examining options to ensure a smooth transition occurs and that there is an appropriate shift in duties.
I. In-Camera Session
(Review organizational issues)
#05-12-1003 MOTION: Colleen Marks moved the Board go In-Camera at 9:10 am.
Carried unanimously.
#05-12-1004 MOTION: Glenn Hennig moved the Board come out of Camera at
10:30 am. Carried unanimously.
J. Notice of
Motion/Request for Information
K. Proposed Meeting Dates
· January 21, 2006 Athabasca
· February 25, 2006 Cold Lake
· March 19, 2005 Edmonton
· April 22, 2006 St. Paul
· May 27, 2006 Bonnyville
· June 24, 2006 Fort McMurray
· July 15, 2006 At the call of the Chair
· August 19, 2006 Vegreville
· September 16, 2006 Westlock
· October 21, 2006 Barrhead
· November 18, 2006 Whitecourt
· December 16, 2006 Lac La Biche
#05-12-1005 MOTION: Caren Mueller moved the Board adjourn at 1:20 pm.
Carried
unanimously.
_______________________________ _______________________________
Don Schultz, Chair Dale Drummond, CEO