PDD NW Board Office
#203 Junction Point Village
9815 97 Street, Grande Prairie
IN ATTENDANCE: Paul Renfree (Chair), Al Bromling, Sheila Hiron, Kerrie Patrick, Betty Barton, Karen Egge, Trenton Perrott, Ann Martfeld, Susan McKenzie (CEO)
GUESTS: Barbara Shumik Rehoboth
Carrie Bielman Median Project North
Geneve Fausak Independent Counselling Enterprises
Greg Lane Independent Counselling Enterprises
Jocelyn Smith Goodwill Industries of Alberta
Sandy Thurston AACL Family Voices
Barry Bucknell Signature Support Services
Marla Rohde PDD Planning Coordinator
Terry Websdale PDD Finance Manager
RECORDING
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Topic |
Discussions/Motion |
Action |
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Call to Order |
Paul Renfree called the meeting to order at 11:10 a.m. |
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Welcome |
Paul Renfree welcomed the guests to the Board Meeting and thanked them for attending. |
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Review and Approval of Agenda |
Approval of Agenda by consensus.
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Review and Approval of Minutes |
MOTION #01-06 Karen Egge moved that the PDD Northwest Alberta Community Board Minutes dated December 12, 2005 be approved. Seconded by Ann Martfeld. CARRIED.
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2006/2007 Business Plan Strategy Development |
Marla Rohde and Susan McKenzie lead the Board through the Business Plan Strategy Development. § Discussed the need for Core Businesses to be added to the Business Plan. To be further discussed.
MOTION # 02-06 - Trent Perrott moved that Betty Barton and Karen Egge be appointed as an Ad Hoc Committee to look at the three Core Businesses and bring forward recommendations to the February Board Meeting. Seconded by Ann Martfeld. CARRIED.
§ Discussed/amended Opportunities and Challenges section of the Business Plan. § Discussed/amended Goals, Strategies and Performance Measures.
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Bring forward to the February Board Meeting |
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Creating Excellence Together Presentations |
Paul Renfree, on behalf of the PDD Northwest Alberta Community Board, presented Creating Excellence Together Certificates, with congratulations, to the following Northwest Service Providers: § Rehoboth Barbara Shumik § Median Project North Carrie Bielman § Independent Counselling Enterprises Geneive Fausk and Greg Lane § Goodwill Industries of Alberta Jocelyn Smith
Each service provider provided the Board with a brief overview of their services. |
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Budget and Sustainability Update |
Susan McKenzie and Terry Websdale presented planning for budget and sustainability: § Draft Forecast up to December 31, 2005 § Distributed Monthly Financial Report results to December 31, 2005 (Fiscal 2005/06). § Financial Results to December 31, 2005 on track to achieve a balanced budget (current operating deficit is approximately $50,000 at this time) § 2006/07 projected shortfall = $1,597.472 § Paul Renfree thanked Terry Websdale, Susan McKenzie and staff for their hard work in achieving the budget target. § Without the cooperation and assistance of service providers, we would not be able to achieve the budget target so the Board expressed their thanks to them. § The Northwest funding formula and staff turnover needs to still be brought forward to the Provincial Board Paul Renfree ensured the Board that he will bring these comments forward to the Provincial Board table. |
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Board Internship Program |
§ Recommendation from the Northwest Advocates in Action, self advocate group wants to retain the type of membership they have had on the Board previously rotating members of Advocates in Action attending the Board Meeting. § PDD NW Board would like to ensure regular attendance by an Advocate at each Board Meeting, suggesting an alternate be available as back-up. § Suggested that a one-page form reporting back to the Advocates in Action would be helpful.
MOTION #03-06 Betty Barton moved that the PDD Northwest Alberta Community Board accept the recommendation of the Northwest Advocates in Action and retain the representation as we have had in the past, with a rotating member attending each Board Meeting, for a one year period, with an honorarium provided to the attendee. Seconded by Trenton Perrott. CARRIED. |
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Board Evaluation |
Requirement of the Auditor General. § Last Board Evaluation included a consultants assistance with the process (three years ago).
MOTION #04-06 - Al Bromling moved that the PDD Northwest Alberta Community Board look at a self-evaluation process for the Board with Karen Egge, Susan McKenzie and Paul Renfree providing some specific recommendations at the February Board
Meeting. Seconded by Ann Martfeld. CARRIED.
§ Board Evaluation to be completed by March 2006. |
Bring forward to February Board Meeting |
Committee Reports |
Audit Committee § Al Bromling discussed Item H.1(a) Audit Committee Draft Work Plan. § Cost projection is approximately $850 per Audit Committee meeting. § Suggested that the Audit Committee look at the financial policies and bring forward recommendations for any amendments.
MOTION #05-06 Al Bromling moved that the Draft Work Plan be accepted as presented. Seconded by Kerrie Patrick. CARRIED.
Communication Committee § Trenton Perrott reported the next meeting will be on Monday, January 15 at 1:15 p.m.. § Met last in November 2005. § Draft Communication Plan will be sent in the February Board Package for review and discussion at the February Board Meeting.
Policy Development Committee § Karen Egge reported on Amended Policies #2.4, 3.10 and 4.18:
Policy #4.18: § Policy #4.18 noted amendments as distributed. § Suggested that the Audit Committee meeting minutes be attached to the Monthly Board Minutes as an addendum and filed with the approved minutes.
Notice of Motion A Motion will be made at the February 13, 2006 Board Meeting to accept amended Policy 4.18. Amendments regarding Specific Directives and Monitoring Reports will be brought forward.
Policy #3.10 § Noted amendments as distributed.
Notice of Motion A Motion will be made at the February 13, 2006 Board Meeting to accept amended Policy #3.10. Amendments regarding Specific Directives and Monitoring Reports will be brought forward.
Policy #2.4 § Noted amendments distributed.
Notice of Motion A Motion will be made at the February 13, 2006 Board Meeting to accept amended Policy #2.4. Amendments regarding Monitoring Reports will be brought forward.
Table of Contents: § Noted amendments distributed
Noted that Policy #4.7 should be replaced with the Provincial Code of Conduct Policy. Committee to review, discuss and bring forward to February Board Meeting.
CEO Evaluation Committee § Paul Renfree reported that the Committee will be meeting Monday, January 16th. § Bring forward to the February Board Meeting with final recommendation. § Final evaluation will be given in-camera session at the March Board Meeting. § Format will be similar to last years process. |
Audit Committee
Bring forward to February Board Meeting
Patti Diewert
Bring forward to February Board Meeting
Bring forward to February Board Meeting
Bring forward to February Board Meeting
Bring forward to February Board Meeting
Bring forward to February Board Meeting
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Provincial Board Report |
Paul Renfree reported: § Will be meeting on Thursday, January 12, 2006 in Edmonton. § Two NW Board Members terms expire in May Trenton Perrott and Sheila Hiron. Paul Renfree will recommend that these terms will be extended for another three years. |
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CEO Update |
CEO Report: 1. Susan McKenzie referred to Item J.1 in Board Package CEO Report dated January 9, 2006 § Susan McKenzie will report on risk management and include in her CEO Report monthly.
2. Appeal Statistics § Item J.2(a) Northwest Dispute Resolution/Appeal Summary 2005/06 (to be included in monthly CEO Update)
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Roundtable |
Board Members provided their comments and updates of their activities over the past month. |
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Adjournment |
MOTION #06-06 - Kerrie Patrick moved that the meeting be adjourned. Seconded by Sheila Hiron. CARRIED.
Paul Renfree adjourned the meeting at 2:50 p.m. |
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Minutes Approved:_________________________________ Date: _____________
Paul Renfree, Chair
Next Board Meeting February 13, 2006 Peace River