NORTHEAST ALBERTA COMMUNITY BOARD
PERSONS WITH DEVELOPMENTAL DISABILITIES
PUBLIC MEETING
Saturday,
September 17th, 2005 9:00
am to 1:55 pm
Barrhead Town
Council Chambers
5014-50th Avenue, Barrhead,
Alberta
APPROVED MINUTES
Present:
Don Schultz, Chair, Donna Desjardins, Vice Chair, Ralph Gorrie, Caren Mueller, Floyd Thompson, Glenn Hennig, Colleen Marks
Administration: Dr. Alex Hillyard, CEO; Dale Drummond,
Interim CEO; Lucille Froese, Recording Secretary
Guests:
Gail Mckenzie, Board Member, North Central Child and Family Services Authority
David Wentworth, Barrhead Community Council
A.
Don Schultz, Chair,
called the meeting to order at 9:00 am, September 17th, 2005.
#05-09-952 MOTION: Colleen Marks moved the Board approve the agenda
as presented. Carried unanimously.
C. Approval of Minutes
#05-09-953 MOTION: Donna
Desjardins moved the Board approve the
minutes as presented. Carried unanimously.
· Attended the Lac La Biche Community Council meeting on September 14th, 2005.
· Don Pottie from Family Voices attended – their organization is really starting to get busy.
· Special Olympics AGM will be held in Calgary next month. There is interest in having a representative attend from Lac La Biche.
· Barb Chaffee gave a brief admin update.
· The Community Council is going to start moving their meetings around the community. I have booked the Board of Governors boardroom at Portage College for the next meeting. Approached a local business to sponsor coffee and doughnuts and extended an invitation as a potential employer.
· Attended the CLALD AGM – very impressed. CLALD expressed concerns about staff turnover.
· Policy Development Committee has not met since April.
· However, the task will now be interesting in applying the new strategies to the revision of present policy, or simply creating new policy to reflect the new thinking.
· The new 10,000 square foot Library was officially opened on Friday. It is an exceptional design, which should serve the community, and our PDD people much better than the original building.
· The VTSS (Transportation) program has been operational for 12 months and the Handivan for one month. The statistics indicate the system is operating well. The Society has entered into an agreement with Central Taxi in Vegreville for the Handivan. It was found that the cost of operation of the Handivan had to be reviewed. The extra time to load and secure the wheelchair patrons was not anticipated. The insurance for this special vehicle was around $250 per month. As well the price of gasoline was a factor and so additional costs for pickups had to be adjusted from $10 to $12.50 with the subsidy changed to $5.00 from $4.00.
· With respect to the general operation of the Transportation Services, the year ending March 31, 2005 indicated that 3,844 seniors and handicapped used the system. The bulk of the trips were medical for 810 pickups plus returns to home. VALID patrons returning home were 15. Only certified reasons are considered for subsidy. Rural users were only 70. All in all the system is working well. The Town of Vegreville has agreed to provide an annual Operating Grant of $15,800. The County will adjust its grant as determined by usage. The cooperation of the Town and County was key to the system’s success. Both councils are extremely happy and proud.
· The Society has $8,256 in a savings deposit. The Wheels in Motion event in June realized about $3,000, which will be forthcoming. The Savings Account is dedicated to capital costs, especially money for vehicle replacement in the years ahead. The purchase of the Handivan was entirely related to the Northeast PDD Board’s provision of the Community Enhancement Program towards the conversion of the Montana Van at a cost of about $28,000. This partnership enabled a major community capacity program to move forward to serve the community through transportation for handicapped citizens of Vegreville and area.
· The Vegreville Community Council meeting is set for September 27, 2005.
· September 13, 2005 – Athabasca Community Council Meeting
· Twelve people attended.
· Blue Heron
· Provincial Softball – Westlock/Athabasca group won the C event and now qualify to go to Brandon, Manitoba next July 2006 for one week. All expenses, including airfare, will be paid by Special Olympics. They will also receive new uniforms. Co-Chair Arlene Brost is a member of this team and they were very pleased with the event.
· The Annual Meeting went well and was well received by everyone.
· A report was also given on staff turnover. Some of the reasons, low wages, little or no benefits. Also, it is hard to keep people. Once you train them they move on.
· WJS – no report
· Edwin Parr
· Kirsti Giacobbo advised the group that Edwin Parr Composite is now fully wheelchair accessible. This was completed over the summer. They also have a new and better art room. Their enrollment is up about 40 students, which is now about 650 kids. Their IOP program is also full.
· Northeast Regional Board
· I did an update on events and happenings since June. Correspondence from the Northeast was read by Doug Fleming on the change of CEO. Everyone there wished Alex all the best and look forward to meeting the new CEO.
· Community Kitchen
· Maureen Rymer is still the coordinator and FCSS is still willing to continue to be the local support agency. The group will meet in the next couple of weeks to set the schedule and dates for the next year.
· Other
· People were asked to come forward with topics for the next year for guest speakers. Next meeting will be at the Duniece Centre, 3rd floor, October 11th, in the resource centre.
· Whitecourt Community Council
· I attended the Whitecourt Community Council meeting on September 1, 2005. Mary-Jo Husby was not in attendance as her mother passed away and she had to go out of town.
· They did not do any public speaking, as most of the participants were not prepared, so it was tabled until October. They enjoyed Paulette McGinnis’ presentation on self-advocacy in July.
· The transportation committee is trying to advocate for bussing around Whitecourt.
· The HOME program is progressing and training for this begins on September 21. Whitecourt FCSS has been making the arrangements for this. People are looking forward to the Northeast PDD conference in November.
· Don Pottie was there from Family Voices and he updated his contact list for people attending Community Council.
· People were sad to learn that Alex will be leaving us. They asked me to extend their best wishes to him.
· The next meeting of the Whitecourt Community Council is October 6, 2005.
· Westlock Community Council
· I attended the Westlock Community Council meeting on September 12, 2005. The Northeast PDD Conference scheduled for November 2005 was discussed. Patty confirmed who would be attending and who would be taking the bus there. The poverty committee is trying to join up with the already established group in Westlock that meets once per month. They are considering having a poverty supper and a game that goes with it. It is still in the early planning stages. The Community Council was sad to learn of Alex leaving the region, and hoped to be able to see him in the future.
· People were made aware of the Self-Advocacy poster contest, if they would like to enter.
· They have a group of individuals who have been working on a song about poverty, sung to the tune of “Money, Money, Money” by “ABBA”. They would like to have it recorded so that it can be played at the Northeast PDD Conference in November. They will be contacting people to help them with this.
· Their slo-pitch team did very well and will be going to play in Brandon, Manitoba next year.
· They are also going to contact FCSS to see if they can partner with them to get a HOME program going in Westlock.
· St. Paul Community Council – Our first meeting for the fall will be held next Wednesday, September 21, 2005 at the Legion Hall in St. Paul.
· Tim MacDonald – It is with heartfelt sadness that I announce the passing of Mr. Tim MacDonald. He passed away very suddenly the evening of August 28, 2005 at the age of 50 years. He leaves a very beautiful daughter, age 20, who was the love of his life. Many of us have known Tim in different roles over the years. He served as a client service worker with SPD for a number of years, and was with PDD a short time before joining the Office of the Public Guardian. Tim will always be remembered for his caring and conscientiousness. I attended the funeral in St. Paul on Friday, September 3, 2005 on behalf of the Northeast PDD Board. Flowers were sent on behalf of the Board.
· St. Paul Abilities Network – I was delighted to attend the AGM for SPAN, held on September 14, 2005. There was a large turnout with much celebration about the successes and directions of the organization. The highlight of the evening was the presentation of the President’s Award of Excellence. This year’s recipient was our own CEO, Dr. Alex Hillyard. As Dr. Hillyard was unable to attend because of other commitments, I accepted the award on his behalf. Dr. Hillyard was recognized as an innovative, energetic leader with great vision who works for the individuals and families first. I was pleased to have Dale Drummond and Bill Tidsbury join me for the evening.
· Family Managed Supports Forum – I am excited to be part of the forum that will be held next weekend, September 23 and 24, 2005.
· Audit Committee meeting – held last evening. Report is part of the agenda items.
· Special Olympics St. Paul – had a very successful ball tournament August 27 and 28, 2005. Everyone is really excited and already planning for next year’s 20th. Bowling has started for another year.
· Fort McMurray is busy planning for the conference in November.
· The new school has been opened in Two Hills – the new library there might be approached as part of the library initiative.
· The VALID Board asked how we are doing with our governance and accountability framework. This will be on their next Board meeting agenda.
· VALID asked that I give Alex their thanks for everything he has done. They really liked all the time he has spent with them.
· Attended the Barrhead Community Council on September 15, 2005.
· Talked about the conference – two more individuals are able to attend.
· Doing a number of local initiatives to try and get transportation. Encouraged them to use Vegreville as a guide.
· The Community Council asked that I pass on their congratulations and sorrow at Dr. Hillyard’s move to Calgary, and that I give him their best wishes.
· Geoff Wright asked that I pass on best wishes to Dr. Hillyard from the Fort McMurray Community Council members.
· Enjoyed listening to the Board. Would like to attend Board meetings as much as I can.
· Passed on regrets from Alice Reid and Hansa Thaleshvar and Board member Bob Reid from Barrhead.
· Here for information on what PDD is about and to bring our best regards from the Board.
· Like the way the Northeast Board has done the Family/Guardian Satisfaction Survey and taken it and made an action plan. May take this to the Children’s Services Board.
D.
Reports
1. Board
Communications & Operations
1.1
Northeast Board CEO: Transition and Recruitment Plans
Recommendation: That the Board receive this report for information
Purpose of Report: Discussion and direction to the administration
The Board reviewed and discussed the current transition plans for the Interim CEO as well as the recruitment process for the new CEO. The recruitment plan will be taken to the Provincial Board.
Don Schultz, Board Chair, welcomed Dale Drummond who started as Interim CEO on September 15, 2005. Dale attended the September Provincial Board meeting as well as the Northeast Board Audit Committee meeting and Board Meeting. Orientation is planned for September 19 and 20, 2005.
Meetings have been scheduled for the Interim CEO with Finance, the outgoing CEO, Service Providers and staff and meetings with individuals, families and community councils are being planned.
#05-09-954 MOTION: Glenn Hennig moved the Board accept the report for
information. Carried unanimously.
1.2
Northeast Board Audit Committee: Update
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and discussion.
Donna Desjardins, Chair of the Northeast Alberta Community Board Audit Committee, provided a verbal report to the Board.
· The committee discussed the Auditor General’s recommendations for the Northeast Board and other recommendations that are specific to Provincial policies.
· The committee is awaiting the internal auditors report on the Auditor General’s recommendation relative to monitoring source deductions.
· A Regional resource manual is being developed to assist families managing PDD funded services.
· Three families are being reviewed.
· The Provincial Board approved a PDD Code of Conflict and Conflict of Interest Policies and guidelines. These policies and guidelines will need to be incorporated into the Northeast Board policies.
#05-09-955 MOTION: Donna Desjardins moved that our
administration incorporate
the Code of Conduct and Conflict of Interest
Policy as approved by the Provincial Board on July 14, 2005 and the Policy
Guidelines as approved by the Provincial Board September 8, 2005 into our
Policy and present to the Board for approval at the October 2005 Board meeting.
Carried unanimously.
#05-09-956 MOTION: Donna Desjardins moved her verbal report.
Carried unanimously.
1.2a Budget
Approval
#05-09-957 MOTION: Glenn Hennig moved the Board accept and approve the
Budget of $24,901,000.00 for the 2005/06 fiscal year. Carried unanimously.
1.3
Northeast Alberta Regional Conference, November 4, 5
& 6, 2005
in Fort McMurray
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and discussion.
The Northeast Board, along with the Fort McMurray Community Council is hosting the seventh annual regional conference in Fort McMurray.
The organization committee met by conference call on September 14, 2005.
The Board reviewed and discussed an update from the organizing committee on the arrangements for the conference.
· Bus transportation has been arranged for participants. Separate transportation arrangements have been made for people in wheelchairs, as there are no easily accessible buses.
· Invitation letters for the Information Mall have been sent out.
· Two individuals will co-host the conference with the Board Chair, who will be the MC.
· There will be a film festival on Friday evening at the Discovery Centre. Food will be served there.
· A photographer will take pictures of the conference.
· Fundraising is going ahead.
#05-09-958 MOTION: Glenn Hennig moved the Board accept report for information.
Carried unanimously.
1.4
Community Capacity Initiative: Inclusive Libraries
Phase III
Recommendation: That the Board receive this report for information.
Purpose of Report: Discussion and approval.
At the August 20th, 2005 Board meeting in Vegreville, the Board received a presentation from Dr. Susan Moisey and John Elias on the inclusive libraries project and new website that has been developed. Both these initiatives have been funded by the Board through a community capacity grant.
The Board asked that a further submission to expand the inclusive libraries project to include an additional five libraries within the Northeast region be brought back for their consideration
The Board reviewed and discussed the application prepared by Dr. Moisey for an extension of the Inclusive Libraries project.
#05-09-959 MOTION: Colleen Marks moved the Board approve Phase III of the
community capacity Inclusive Library project as presented. Carried unanimously.
2.
Administration
2.1 Office of the Chief Internal Auditor: Follow-up
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and update.
At the June 18, 2005 public Board meeting in Fort McMurray, the administration presented the Service Provider Risk Review Final Report.
· PDD staff are meeting with Service Providers individually to review the report – there are the areas identified – here is where a process needs to be put in place.
· Any place where there is an area of risk, there is a plan in place.
#05-09-960 MOTION: Donna
Desjardins moved the Board accept the report for
information.
Carried unanimously.
2.2 Service Provider Risk Reviews: Update
Recommendation: That the Board receive this report for information.
Purpose of Report: Information.
At the June 18, 2005 public Board meeting in Fort McMurray, the administration presented the Service Provider Risk Review Final Report and provided the Board with an overview of the following:
· Rationale and process for the Risk Review
· Description of the Review Process and Level of Risk Identified
· Results of the Risk Review Provincially and by Community Board
· Recommendations for follow-up.
PDD administration is meeting with Service Providers individually to:
· Review their profile and verify the results.
· Develop a risk management plan for areas of identified risk, and
· Discuss an approach for presenting the results of the risk review to the Service Provider Board.
Any place where there is an area of risk, there is a plan in place.
#05-09-961 MOTION: Ralph
Gorrie moved the Board accept the report for
information.
Carried unanimously.
2.3 Family Managed Services: Risk Review
Recommendation: That the Board receive this report for information.
Purpose of Report: Information.
The 2003-04 Report of the Auditor General addressed risk management at a service provider level and the possibility of breach of contract. In addressing the concerns of the Auditor General, the Northeast Alberta Community Board included service provider reviews and family managed reviews as part of the Audit Plan for 2005-06 as follows:
· April 2005 – review of one family by Office of the Chief Internal Auditor (OCIA)
· July 2005 – review of three families by PDD Program and Finance staff
· October 2005 – review of two families by OCIA
Due to time commitments, only one family has been reviewed.
A family managed services workshop will be held September 23 and 24 to help families understand managing PDD funded services.
#05-09-962 MOTION: Caren
Mueller moved the Board accept the report for
information.
Carried unanimously.
2.4 Provincial Board Family/Guardian Satisfaction Survey 2004/05
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and discussion.
The Provincial PDD Board has contracted with the Vocational and Rehabilitation Research Institute (VRRI) to conduct a survey on the satisfaction of families/guardians of persons with developmental disabilities with services received from PDD and funded agencies.
The Board reviewed a copy of the Executive Summary and discussed aspects of the report.
· The number of individuals working in jobs for minimum wage or better has increased over the last seven years. Similarly with participation in community activities.
· The number of individuals working for minimum wage or better in the Northeast Region is 38%.
· There is a need to increase employment in the communities.
· Transportation is becoming a major issue within rural Alberta
#05-09-963 MOTION: Floyd
Thompson moved the Board accept the report for
information.
Carried unanimously.
2.5 Provincial PDD Staff Turnover Study 2004
Recommendation: That the Board receive this report for information.
Purpose of Report: Information and discussion.
The Provincial Board has commissioned a series of staff turnover reports in the rehabilitation field in Alberta. The Staff Turnover in PDD Services for 2004 (Research Report) prepared by the Vocational and Rehabilitation Research Institute for the Provincial PDD Board was available on August 24th, 2005.
· The Board reviewed the Executive Summary and discussed the purpose and approach of the survey as well as highlights of the report.
· 184 surveys were distributed – the response rate was 65%. Northeast response rate was 68.8%.
· Overall Turnover Across the Province – Provincial Average 31.1%; Northeast region average 39.2%.
· Key issue – Northeast region Service Providers are competing with the oil and gas industry for staff.
· The report will be reviewed with the Northeast Alberta Consortium of Service Providers. Together the consortium and administration will be identifying strategies to address the many challenges facing us in rural Alberta.
#05-09-964 MOTION: Donna
Desjardins moved the Board accept the report for
information.
Carried unanimously.
2.6 Memorandum of Understanding: AISH Benefits Administration Program
Recommendation: That the Board receive this report for information.
Purpose of Report: Information.
The Board reviewed and discussed the AISH Benefits Administration program.
· The AISH Benefits Administration Program is a voluntary money management program, which allows the public trustee to be involved with individuals who are their own guardian but are interested in having assistance in managing their income.
· The target group is individuals who are aware of the fact that they experience vulnerabilities in paying their rent and basic living costs as a result of poor money handling skills or of being unable to resist overtures from friends and others in their world. This program allows their AISH money to be directed to these costs, prior to the remaining dollars being delivered to them in check form.
#05-09-965 MOTION: Glenn Hennig moved the Board accept the report for
information. Carried unanimously.
E.
Communications from Board Chair
·
Provincial Board
meeting was held in Grande Prairie on September 8, 2005
(Presented by Donna Desjardins, Vice Chair, as the Chair was unable to
attend)
· Taylor Report – interviews for this report were finished September 16, 2005.
· There will be a Provincial Board retreat in November that will discuss the Taylor Report.
· Lots of talk about different ways of communication and developing new ways of doing business.
· Letter received from AACL thanking the Northeast Board for their work.
H. Communications
from CEO
· Family Managed Services Workshop to assist families who manage PDD funded services.
· September 23 and 24, 2005 in St. Paul
· Thank you and appreciation to the Board for the opportunity
to be the CEO for the Northeast Alberta Community Board
for Persons with Developmental Disabilities 1998/04/01 – 2005/09/23
· Mr. Remillard indicated that they presented the Bonnyville/Cold Lake Needs Assessment Study, talked about AISH, Affordable Housing for Handicapped, low income, single mothers, and low income Seniors, and that Minister Fritz approved their proposal for a six family building.
I. In-Camera Session
(Review organizational issues)
#05-09-966 MOTION: Colleen Marks moved to go In-Camera at 9:20 am to discuss
an organizational issue. Carried
Unanimously.
#05-09-967 MOTION: Caren Mueller moved the Board come out of Camera at
10:45 am. Carried unanimously.
J. Notice of
Motion/Request for Information
K. Proposed Meeting Dates
· October 22, 2005 Westlock
· November 6, 2005 Fort McMurray
· December 17, 2005 Lac La Biche
· January 21, 2006 Athabasca
· February 18, 2006 Cold Lake
· March 18, 2005 Edmonton
· April 15, 2006 St. Paul
· May 20, 2006 Bonnyville
· June 17, 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
Adjournment
#05-09-968 MOTION: Don Schultz moved the Board adjourn at 1:55 pm.
Carried unanimously.
_______________________________ _______________________________
Don Schultz, Chair Dale Drummond, CEO