PERSONS WITH DEVELOPMENTAL DISABILITIES

NORTHWEST ALBERTA COMMUNITY BOARD

APPROVED MINUTES – September 11, 2006

 

PDD NW Alberta Community Board Office

203 Junction Point Village

9815 – 97 Street, Grande Prairie, Alberta

 

IN ATTENDANCE:    Paul Renfree (Chair), Kerrie Patrick, Betty Barton, Karen Egge, Ann Martfeld, Trenton Perrott, Al Bromling, Susan McKenzie (CEO)

 

GUESTS:                     John Goede – NW Advocates in Action

                                    Kathleen Crouse – Community Village Project

                                    Katherine Fleming – Strengthening Personal Planning

                                    Judy Tremaine – PDD Community Resource Manager

                                    Marla Forman – PDD Project/Planning Coordinator

                                   

REGRETS:                   Sheila Hiron

 

RECORDING

  SECRETARY:           Patti Diewert, Executive Assistant

 

 

Topic

Discussions/Motion

Action

Call to Order

Paul Renfree called the meeting to order at 11:20 a.m.

 

Welcome

Paul Renfree welcomed the guests to the Board Meeting and thanked them for attending.

 

Introduction of Executive Director of Signature Support Services

Barry Bucknell introduced the new Executive Director of Signature Support Services, Darren Stubbs.   Paul Renfree, on behalf of the PDD NW Board, welcomed Darren on his appointment.   The Board wished Barry Bucknell well and thanked him for his years of work as Executive Director of Signature Support Services.  A letter will be sent to Barry Bucknell from the PDD NW Board.

 

 

 

 

 

 

 

Susan McKenzie

 

Karen Egge will attend the Council of Chairs Meeting with Paul Renfree on September 14.  Karen Egge will attend the Council of Chairs in October on behalf of Paul Renfree and the PDD NW Board.

Karen Egge

Review and Approval of Agenda

·        Add :

o       Newsletter Naming - Susan

o       Draft questions for Business Plan Consultation - Susan

Approval of Agenda by consensus.

 

Review and Approval of Minutes

MOTION #51-06 – Ann Martfeld moved that the PDD Northwest Alberta Community Board Minutes dated June 12, 2006 be approved.  Seconded by Trenton Perrott. CARRIED.

 

 

 

 

 

 

 

Board Evaluation Action Plan

Paul Renfree referred to the Northwest Board Evaluation - Draft Action Plan in the Board Package.

 

MOTION #52-06 – Karen Egge moved that the Northwest Board Evaluation Action Plan be accepted as amended.   Seconded by Al Bromling.  CARRIED.

 

·        Karen Egge, Susan McKenzie and Paul Renfree to present some timelines for completion of items noted in the Action Plan.  Bring forward to October Board Meeting.

 

 

 

 

 

 

 

 

 

 

Karen Egge

Paul Renfree

Susan McKenzie

Bring forward to October Board Meeting

Community Capacity Presentations

Strengthening Personal Planning – Katherine Fleming

·        Funded through Phase 1 and Phase 2 of the project.

·        Trained other facilitators within other agencies to provide person centered planning.

·        Co-facilitated with Alberta Community Development to train at workshop attended by approximately 20 people.

·        Phase 2 – secure and train the 4 facilitators (2 from ASLS and 2 from Odessy House).

 

 

 

Community Village Project – Kathleen Crouse

·        The Board was presented with a certificate from the Community Village Project thanking them for the community capacity funding.

·        Presented Vision and Mission of Community Village Project (to have different services available within – “one stop shopping”)

·        Guiding Principles:

o       Accessibility;

o       Collaboration;

o       Partnership;

o       Responsible Participation;

o       Harm Reduction Philosophy.

·        Location 10113 – 103 Avenue (excess of 20,000 square feet).

·        PDD funding went towards Project Coordinator, conceptual design, formation of society, legal fees, capital campaign.

·        More information – www.thecommunityvillage.ca

Brenda Moore – 780-538-3388.

·        Distributed The Community Village Project Final Report.

 

Paul Renfree, on behalf of the Board, thanked the presenters.

 

 

Policy Development Committee

Karen Egge, on behalf of the Policy Development Committee presented the following Policies for approval:

·        Policy #3.11 – CEO Backup

·        Policy #4.2 – Policy Development Process

·        Policy #4.3 – Board Job Description

·        Policy #4.4 – Role of Officers

·        Policy #4.5 – Succession Planning for Members of the Board

 

MOTION #53-06 – Karen Egge moved that the Policies be approved as presented, namely:

·        Policy #3.11 – CEO Backup

·        Policy #4.2 – Policy Development Process

·        Policy #4.3 – Board Job Description

·        Policy #4.4 – Role of Officers

·        Policy #4.5 – Succession Planning for Members of the Board

Seconded by Betty Barton.  CARRIED.

 

Karen Egge presented the following Policies for review and discussion:

 

Policy #4.6 – Committee Principles

MOTION #54-06 – Karen Egge moved that Policy #4.6 – Committee Principles, be accepted as reviewed.  Seconded by Betty Barton.  CARRIED.

 

Policy #4.7 – Code of Conduct and Conflict of Interest

MOTION #55-06 – Karen Egge moved that Policy #4.7 – Code of Conduct and Conflict of Interest, be accepted as revised.  Seconded by Betty Barton. 

 

Policy #4.8 – Harassment

·        Policy Committee to refer back.

·        More research in connection with Human Resources, Code of Conduct and Conflict of Interest document and Anti-Harassment Document.

 

Policy #4.9 – Communication Policy

·        Policy Committee to refer back.

 

Policy #4.10 – Communication Committee

·        Recommend a Motion to delete Policy #4.10 effective October 31, 2006.

·        Move from a Board Standing Committee to an Adhoc Committee.

 

MOTION #56-06 – Karen Egge moved that Policy #4.10 be deleted effective October 31, 2006.  Seconded by Trenton Perrott.  CARRIED.

 

Policy #4.11 – PDD NW Logo and Corporate Identifiers

MOTION #57-06 – Karen Egge moved that Policy #4.11 –PDD NW Logo and Corporate Identifiers, be accepted as amended.  Seconded by Betty Barton.  CARRIED.

 

 

Policy #4.12 – Media Relations

MOTION #58-06 – Karen Egge moved that Policy #4.12 – Media Relations, be accepted as reviewed.  Seconded by Betty Barton.  CARRIED.

 

Policy #4.13 – Linkage to the Community

MOTION #59-06 – Karen Egge moved that Policy #4.13 – Linkage to the Community, be accepted as revised.  Seconded by Betty Barton.  CARRIED.

 

Policy #4.14 – Linkage to the Ministry of Seniors and Community Supports

MOTION #60-06 – Karen Egge moved that Policy #4.14 – Linkage to the Ministry of Seniors and Community Supports, be accepted as revised.    Seconded by Betty Barton.  CARRIED.

 

Policy #4.15 – Linkage to Government

MOTION #61-06 – Karen Egge moved that Policy #4.15 – Linkage to Government, be accepted as revised.  Seconded by Betty Barton.  CARRIED.

 

Policy #4.16 – Board Remuneration

MOTION #62-06 – Karen Egge moved that Policy #4.16 – Board Remuneration, be accepted as revised.  Seconded by Betty Barton.  CARRIED.

 

Policy #4.17 – Board Policy Review

·        Refer back to Policy Committee.

 

Table of Contents – work in progress

 

·        Paul Renfree thanked the Policy Development Committee for their hard work on the policies.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy Committee

Bring forward to October Board Meeting

 

 

Policy Committee

Bring forward to October Board Meeting

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy Committee

Bring forward to October Board Meeting

Committee Reports

Audit Committee

Al Bromling presented:

·        Audit Committee met on September 10, 2006.  Al Bromling to bring forward Record of Meeting to October Board Meeting.

·        June 11 and June 12, 2006 Record of Audit Meetings to be entered and attached to approved September 11, 2006 Board Minutes.

·        Audit Committee distributed PDD NW Audit Committee Effectiveness Self-Assessment 2005-2006 – requesting that Board Members review and indicate that this document is an adequate tool to assess the Committee.  The Board agreed that the document is acceptable.

·        The rating will be brought forward to the October Board Meeting.

 

Communication Committee

Trenton Perrott presented:

·        Will be meeting prior to November Board Meeting.

·        Items on Agenda will be community relationships and communications (from Action Plan).

·        Discussions regarding the Communication Committee be an Ad-hoc Committee, therefore a new Terms of Reference needs to be established. 

·        Communication Plan needs to be reviewed.

 

 

Policy Development Committee

Karen Egge presented:

·        Mission, Vision and Guiding Principles – suggested to bring in Alberta Community Development to initiate discussion with the Board.

·        Will meet October 2, 2006.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Bring forward to October Board Meeting

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Council of Chairs Report

Paul Renfree reported:

·        Presently working on Charter for Council of Chairs (Terms of Reference).

·        Recruiting Process for new Board Members – to carry on this fall.   Northwest  Board has 3 people whose terms expire in the fall (Paul Renfree, Trenton Perrott, Sheila Hiron).   Paul Renfree advised that it is being recommended that Sheila and Trent’s  term be extended for one more year..

·        No Provincial Board Policies any longer – Policies will be through the Minister.

·        Status of 2nd Taylor Report – Report will be ready for distribution on Thursday, September 14, 2006.

·        Provincial Coordination of Audit Committees – no longer.

·        Collection of province-wide data – Satisfaction Survey has been distributed today through VRRI – contracted through the Ministry.

 

 

CEO Update

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CEO Report:

1.      Susan McKenzie referred to Item G.1 in Board Package – CEO Report dated September 11, 2006,  including:

·        Presentation of the NW PDD First Quarter Report of the Business Plan;

·        Service Provider capacity in the Northwest;

·        Funding formula adjustments review;

·        Employment Program funded by Human Resources & Employment in High Prairie and Peace River.

·        New Service Coordinator in Grande Prairie – welcome to Brandy Miller;

·        Transition Plan for the Minstry;

·        Ministry Business Planning day – September 7, 2006.

 

2.      Financial Update

·        Prepared August 16, 2006.

·        Proceeding with plan to address the funding formula.

 

3.      Business Planning Development 2006/07

 

·        Draft Invitation for Business Planning Consultations

-         letter and questions to be sent out the first week of October.

·        Business Planning Calendar

·        Draft Goals NW Community Board Plan 2007-2010.

·        Draft Questions for Discussion – Community Board Consultations – Fall, 2006.

o       Board Members are requested to provide any suggestions by email to Susan McKenzie prior to October.

o       Board Members requested to choose Business Planning Consultation choices they would like to attend – please email your choices to Paul Renfree.

 

·        Newsletter Name choices:

o       PDD Times

o       PDD Citizen

o       PDD Voice

o       The View

o       PDD Advocate

o       Theme around “Connections”

Board Members will vote at the October Board Meeting.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Board Members

 

 

 

Board Members

 

 

 

 

 

 

Bring forward to October Board Meeting

 

 

 

 

 

 

 

Roundtable

Board Members reported on their activities over the past two months.

 

John Goede thanked the Board for his attendance at the Board Meeting.

Cassidy Quick will be attending the October Board Meeting on behalf of the Advocates in Action.

 

 

Adjournment

Paul Renfree adjourned the meeting at 3:15 p.m.

 

 

 

 

 

Minutes Approved:_________________________________ Date: _____________

                                    Paul Renfree, Chair

 

 

 

Next Board Meeting – Monday, October 16, 2006 – Grande Prairie