Minutes of the Board of Directors' Regular Meeting – December 11 and 12, 2023 – Vancouver, British Columbia

Monday, December 11, 2023

1. Housekeeping

• The Chairperson presented all items related to housekeeping.

2. Welcoming remarks and roll call

• 41-1 Motion presented, seconded and carried by all to open the meeting at 9:04 a.m. PST.

3. Land acknowledgement

• B. McCannell presented the land acknowledgement as a small act of reconciliation with Indigenous people of Vancouver, from where he was participating.

4. Board meeting agenda

• 41-2 Motion presented, seconded and carried by all to approve the agenda with modifications to the order of presentation of items: 13, 15, 27, 32, 33, 36, 38 and 39.

5 to 10. Consent agenda

• Items for Minutes of September 12-14, 2023 (Item 5B) and for Board Annual Critical Dates Calendar 2024 (Item 8) will be reviewed under item 16 (Items pulled out from Consent agenda).
• 41-3 Motion presented, seconded and carried by all that the Board approve the following items from the Consent agenda:
  • Minutes of August 25, 2023 (document 5A)
  • Annual Critical Dates Calendar (Document 8A)

11. March 2024 Board Meeting – Location

Document 11A: Briefing Note

• 41-4 Motion presented, seconded and carried by all that the Board approve that the March 2024 Regular Board meeting be virtual.

• 41-5 Motion presented, seconded and carried by all that the Board is tasking the Internal Affairs Committee to recommend the 2024-2025 Board meeting calendar for approval at the March 2024 Regular Board meeting.
• Action: The Internal and External Affairs Committees will work together to determine the locations of Board meetings for 2024-2025.

• 41-6 Motion presented, seconded and carried by all that the Board is tasking the Internal Affairs Committee, in consultation with the Corporate Secretariat to:
  • Propose modifications to the Bylaw and the Governance Policy to ensure both documents support the Annual Public Meeting to be held separately from a regular meeting.
  • Present these modifications for Board approval at the March 2024 meeting.
• Action: Corporate Secretariat to draft the proposed modifications to By-law and Governance Policy and present it to the Internal Affairs Committee.

32. Standards development update

Document 32A: Briefing note

• D. Zuppa presented the latest updates on standards development, technical committees, and public reviews of standards.
• Action: D. Zuppa to include a section on “Target date for publication” in future documents for item on Standards development update.

35. Standards development priorities

Document 35A: Briefing note

• Board members had opportunity to present proposed standards development priorities to consider in near future.
• Action: For January 2024 Special Board meeting, an item on the “Adoption and Implementation of Standards” will be added to the agenda for further discussion.

36. Grants and contributions research priorities for 2025 to 2026 – Part 1

Document 36A: Briefing note

• Board made the following recommendations concerning the document 36A:
  • In appendix B: To not use the term “grandfather clause”.
  • On page 3, the term “cognitive disabilities” needs to be more defined.
• The Board also made the following suggestions:
  • Annex B: To consider using the term “disability justice” instead of “accessible justice”.
  • Annex B: To use the term “people in Canada” instead of “Canadians”.
  • Consideration should be given to the use of the word “stakeholder” which is not always recognized, especially from the Indigenous perspective.

The CEO takes note of the Board’s suggestions, and the department will consider it. However, as this relates to operational issues under the authority of the CEO, the department will not follow-up on these suggestions with the Board.

• Board members supported the inclusion of the following priorities for research:
  • Effects of the climate change on people with disabilities.
  • To include “cognitive disabilities“ in the priority on the travel experience.
  • To consider the various impact to different people and the performance effect from the built environment standard and on how to improve.
  • The “legal capacity” for people with disabilities, and how it can become a standard (per article 12 of the UN Convention on Rights of Persons with Disabilities).

• Action: D. Zuppa will review recommendations from Board members and present these in the next steps of the Grants and Contributions Research priorities.

• Action: Board members have three weeks to provide further comments on Grants and Contributions priorities to the Standards Development team and send comments via the Board generic email.

New added item. Board exchange: What’s happening

• Board members shared on various accessibility issues and activities that happened or will be happening across the country.

12. Indigenous awareness and Board effectiveness training updates (Dates for training)

Document 12A: Briefing Note

• 41-7 Motion presented, seconded and carried by all that the Board approve that the dates for the delivery of the Indigenous Awareness and the Board Effectiveness trainings be recommended by the Internal Affairs Committee at the same time when recommending the 2024-2025 Board meeting calendar for approval in March 2024.

16. Items pulled out from consent agenda

• Item 5B (Minutes of September 12-14, 2023): It was noted that the motion 39-10 of these minutes did not include in the vote that the motion was “Carried by all”.
• 41-8 Motion presented, seconded and carried by all that the Board approve the minutes of September 12-14, 2023 as modified to include “Carried by all” at motion 39-10.
• Action: Corporate Secretariat will include « Carried by all” at motion 39-10 in the minutes of September 2023 (5B).

• Item 8 (Board annual critical dates calendar 2024); There was no date included in the calendar in reference to the organization’s 2024 Annual Public Meeting (APM). The APM date will be included in the calendar once approved at this Board meeting.
• 41-9 Motion presented, seconded and carried by all that the Board approve the Board annual critical dates calendar 2024 as presented.
• Action: To indicate “Board Meeting” in the grey line of the Board annual critical cates calendar for each Board meeting dates.

18. Communications quarterly report

Document 18A: Quarterly web report

• S. Chenier presented the quarterly social media and website report. It provides an overview of the performance of Accessibility Standards Canada’s social media platforms, posts, and campaigns in both official languages (Twitter (X), LinkedIn, and Facebook). It also gives key performance data and statistics on the organization’s website and webpages performance.
• The organization has gained followers across all social media platforms, but with a major spike on LinkedIn. For this quarter, the engagement and impressions rates are lower than the last quarter. However, the outcome is still on average for all social media accounts.
• For the website, the organization’s most popular pages for the quarter were the draft standard on employment, which was open for public review from July to November 2023. This public review was accompanied by a social media campaign and an ad campaign on LinkedIn.
• The Center of Expertise also performed well as is one of the most visited sections on the organization’s website.
• Board members were not supportive of the Twitter (X) platform because Twitter dissolved their own accessibility team and amid users with disabilities reporting having a harder time accessing the platform.

• 41-10 Motion presented, seconded and carried by all that the Board recommends that the organization stops using the Twitter (X) social media platform because it conflicts with Accessibility Standards Canada’s principles and set of values.

• Action: The CEO’s office will take into consideration the Board’s recommendation. The CEO will analyze the impact and feasibility of this recommendation and the department will consider it. However, as this relates to operational issues under the authority of the CEO, the department will not follow-up on these suggestions with the Board.

19. Stakeholder engagement strategy 2024 to 2027

Document 19A: Briefing note

• At the September 2023 Board meeting, Directors asked staff to review and revise the stakeholder engagement. The new strategy will be supported by better engagement tracking and the use of an upgraded database.
• The strategy will reflect the growth and direction of the organization. All updates to the strategy will be based on previous discussions with the Board, activities from past years, lessons learned, identification of stakeholder groups and best practices. The final version will be presented to Board members at the March 2024 Board meeting for approval.

20. Directors’ stakeholder engagement documents – Suggested review and combine documents and Directors’ stakeholder engagement plan – Update

Document 20A: Briefing note

• Staff is currently reviewing and consolidating all documents related to stakeholder engagement, this includes: policies, protocols, guidelines, plans and forms. The goal is to combine them into a user-friendly single package. The External Affairs Committee will review the document package and present it to the Board at the March 2024 Board meeting for approval.

27. Chairperson’s update

• The Chairperson presented a verbal update on the status of the Directors’ terms expiration and explained that the GIC process for the upcoming Board of Directors nominations is administered by the Privy Council Office. Information is expected to be provided by the Privy Council Office in 2024.
• Contacts with stakeholders have been established in certain provinces where there is no Accessibility Standards Canada’s Board member representation. Meetings were held with local organizations and government officials in four locations in Alberta in November 2023. The meetings provided opportunity to discuss ways to involve the business community to bring accessibility to the forefront.
• The Chairperson encouraged Board members to be further involved with stakeholder meetings. The Chairperson recognized the knowledge and experience of the present Board members and hope the upcoming nominations will be a continuation of the great work done over the past four years.
• M. Reid provided a summary of the September 2023 Board meeting where she was Acting Chairperson. She thanked the staff and the pre-work of Standing Committees and remaining 4 Board members at that time for their contribution and support. The discussion with local stakeholders from Newfoundland and Labrador at the Board meeting and at the round tables with stakeholders prior to the Board meeting provided much insight on accessibility issues.
• M. Haan suggested that the Internal Affairs Committee could look at a guideline for the Chairperson’s update to report on activities concerning the entire Board.

21. Chief Accessibility Officer presentation

• Stephanie Cadieux, Chief Accessibility Officer (CAO), made a virtual presentation to Board members.
• S. Cadieux will be presenting her first accessibility report to the Minister in early 2024. The report will identify the present and future positions on Canada’s accessibility developments. It will outline who are the different players and describe their roles. It will also share the best practices to implement change where it is needed.
• S. Cadieux has created various working groups who meet quarterly to discuss important issues related to accessibility. Connection with international groups and leaders will further improve collaboration and sharing of information.
• With the creation of accessible standards, it will become easier to identify the barriers to accessibility and to implement change. More education is needed to differentiate between standards and regulations. Inter-provincial collaboration will also ensure positive changes, along with culture change.
• The video series “Talking Accessibility” has been launched and can be found on YouTube channel “OCAO-BDPA Canada”.

23. Discussion with local guests – Stakeholders

• Colin Doylen, Executive Director of SAFERhome Standards Society based in British Columbia made a presentation on the standards based on universal designs implemented for structure and design, electrical and telecom and plumbing for individual homes or buildings.
• These standards can be applied at significant lower cost when done from new construction. Such new adaptations will be beneficial for the change in demographics and for those wishing to live in their home for long term. No compromise is made to the size and design of the home.
• The British Columbia government is the first province to make changes to the standards since it endorsed SAFERhomes concepts in 2019. The province has adopted all 15 criteria of SAFERhomes in their building guidelines.
• The City of Burnaby has adopted the SAFERhome universal design. Vancouver city has the most SAFERhomes standards across Canada. It motivates developers to implement these concepts in their designs. Additional changes can be made to adapt to personal needs.
• A certification course is available through the Society to encourage builders and home homeowners to make their buildings and homes accessible.

24. End of activity with local guests

• The Chairperson thanked Mr. Doylen for his informative presentation.

38. Criteria for Standards Council of Canada prior to standards publications

Document 38A: Briefing note

• D. Zuppa provided highlights on the information presented in document 38A.

• Action: D. Zuppa to send the document “Requirements & Guidance: Accreditation of Standards Development Organizations”, published by the Standards Council of Canada, to all Board members via the Friday Board email.

• Action: Corporate secretariat was asked to include document 38A in the e-binder.

39. Public review of standards

Document 39A: Briefing note

• Board members discussed different options for addressing ASL (American Sign Language) and LSQ (Langue des signes québecoise) interpretation requests for draft standards ready for public review and for final publishing standards, as follows:
  • Consider providing advanced public notice for draft standards heading for public review.
  • All final standards being published will be provided in ASL and LSQ.
  • Consider options to determine if ASL and LSQ interpretation services could be provided as an internal resource from CEO’s office and/or through external consultants to respond to requests from various sources.

The CEO takes note of the Board’s suggestions, and the department will consider it. However, as this relates to operational issues under the authority of the CEO, the department will not follow-up on these suggestions item with the Board.

25. Adjournment

• 41-11 Motion presented to adjourn the meeting at 5:30 p.m. PST.

Tuesday, December 12, 2023

26. Welcoming remarks and roll call

• 41-12 Motion presented, seconded and carried by all to open the meeting at 9:02 a.m. PST.

28. CEO’s report

Document 28A: CEO’s report

Document 28B: Reporting on strategic plan 2023 to 2026

• The CEO gave an update on some of the key activities happening in the past few months other than those mentioned in the CEO report.
• The Accessible Canada Act is mandated to be reviewed after five years. A consultation process will be underway, and the review will be sent to the Parliamentary Committee. The consultation process will begin December 13, 2026. The organization will wait to hear if any feedback is needed from them.
• The Intersectional framework and strategy document will be presented to the Board at the January 17, 2024 Special Board meeting for approval.
• The CEO’s office is emphasizing more activities on outreach with various organizations and government officials at the provincial, national, and international level. The organization is setting the stage for the standards to come. Sharing information and collaboration will support Canada as a leader in accessibility.
• Testing the implementation of the draft Employment standard in other governmental departments and private sector; this will confirm if the standard or its policy needs modifications, or if it is ready to be recommended to the Minister.
• The organization is creating “seed documents” that are like guides used as a starting point to introduce the coming standard and its potential impact.
• Presently, we are in the process of creating a guideline to help hotels become more accessible for their clients.
• There will be a research symposium on May 27-28, 2024, at Concordia University in Montreal. The interactive symposium is hosted by a research group that Accessibility Standards Canada funded. It will look at research done nationally and internationally linked to accessibility. Invitation to attend is open to two Board members to attend in person, and others can attend virtually. The symposium is inviting community members, government, academia, and researchers to attend.
• Government is implementing financial reduction. This will affect the frequency of Board meetings and other elements of operations.
• The organization is providing consultation services to other government offices on how and where to implement accessible changes based on the built environment standard recommendations and lived accessible experience.
• The organization’s Accessibility Progress Report will be posted on the website on December 15, 2024. A copy of the report will be sent to the Chairperson and Vice-Chairperson prior to online posting.

29. CFO Update

Document 29A: Financial report

• L.P. Daigle presented the second quarterly financial update as of end of September 2023.
• Expenses related to “seed documents” appear in the research contracts funding.
• Grants and contributions expenses are lower for this second quarter compared to previous year. The forecast shows that all grants and contributions funding will be spent.
• Financial contingency plans are being put in place in view of the anticipated governmental financial reductions.
• From year to year, the organization can carry 5% of funding to the next fiscal year. Travel and per diem expenses are within budget.

• Action: L.-P. Daigle will explore ways to present in the next financial report the per diem claims for comparison with previous year.

31. Annual public meeting 2024 and Annual report (Theme and preparations)

Document 31A: Briefing note

• Accessibility Standards Canada’s 2024 Annual public meeting (APM) and the 2023-2024 Annual report will share the same theme.
• 41-13 Motion presented, seconded and carried by all that:
  • the Board approve the theme “Leading change to make Canada accessible and include all people” for the 2024 Annual Public Meeting and the 2023-2024 Annual Report.
  • the Board approve that the Annual public meeting will be held virtually during National AccessAbility Week (NAAW) on May 29, 2024, with May 30, 2024 as the backup date, with a maximum duration of 75 minutes and consistent format with the previous Annual public meetings.

• A French version of the theme was presented to the Board members: “Mener le changement pour rendre le Canada accessible et inclure tout le monde”.

• Action: The External Affairs Committee and staff will work together to implement preparations for the APM based on the approved theme and format.

• Action: B. Adair will consult if the proposed APM date is suitable for our key federal partner organizations during NAAW.

15. Board self-evaluation report 2023

Document 15A: Briefing Note

Document 15B: Board self-evaluation report – Part 1 (Summary report)

Document 15C: Board self-evaluation report – Part 2 (Detailed findings)

Document 15D: Board self-evaluation – Overview

• For future Board self-evaluation exercise, the Chairperson suggested that the Board be evaluated against yearly objectives set in advance.
• 41-14 Motion presented, seconded and carried by all that the 2023 Board self-evaluation report be disregarded due to the low response rate to the Board self-evaluation survey and to the fact that the report does not reflect the insights of the full Board as currently constituted.

34. Accessible Canada Directorate Update

• Rupa Bhawal-Montmorency, Director General, of Accessible Canada Directorate, ESDC, presented the latest updates on key issues and activities happening at the Accessible Canada Directorate. Board members and Mrs. Bhawal-Montmorency discussed about future collaboration with Accessibility Standards Canada. Mrs. Bhawal-Montmorency will inform the organization when the Directorate is planning the 2024 Canadian Congress on Disability Inclusion.
• The Chairperson thanked R. Bhawal-Montmorency for her presentation and looks forward to a future update.

13. Generative discussion “Accessibility – A line in the sea of grey” and “Accessibility is not a design decision, it’s a management decision”

Document 13A: Briefing Note

• B. McCannell led the discussion on what is accessibility and if it can be achieved 100% in most context. Board members agreed that there are many factors that influence outcomes; therefore, the expression “Accessibility – A line in the sea of grey”.
• Conflicts of outcome on accessibility in response to various needs is a challenge even within the community for people with disabilities. A solution for one may create a hindrance for another.
• Education and culture shift is important for the population and for decision makers to apply these changes within building structures and environments such as work, school, transport, recreational, etc.
• Supporting accessibility is a management decision and not a design decision. Code does not equal access.
• Consider how conflicting accessibility rights are considered. Need to find a middle ground to suit various requests for accessibility.
• Cost needs to be demystified to help industries to make the change.
• Need to look on how to measure success. There have been success stories and these need to be shared.

40. In-camera session

• No in-camera session was required for this meeting.

41. Other business

• L. Ringaert informed Board members that she will no longer be with the Board as of August 25, 2024. The organization should start planning who will be responsible for the Board self-evaluation process when she leaves.

42. Forward agenda

• Action: Corporate Secretariat to update the ACDC:
  • Add to the Board annual critical dates calendar: the proposed date for the May 29 or alternate date of May 30, 2024, for the Annual Public Meeting and update the calendar with these dates.
  • Add the Special Board Meeting on January 17, 2024 for the 2024-2025 Departmental Plan and the Strategy on Standards adoption and implementation.

• Action: Corporate Secretariat to update the March 2024 Forward agenda:
  • Delete: Board Self-Evaluation Final Report (Internal Affairs Committee) (for approval).
  • Add: Dates for training (Indigenous and Effectiveness) (for approval).
  • Add: Modification to the Governance policy and By-law to allow the Annual Public Meeting to be held separately from a Board regular meeting (for approval).
  • Add: 2024-2025 Board meeting calendar (for approval).

43. Concluding remarks

• The Chairperson thanked Board members for their comments and recommendations on the direction of the organization. A Special Board meeting is scheduled for January 17, 2024. Chairperson, Vice-Chairperson and A. Deslauriers and staff were thanked for the work in the preparation of this meeting and for travel arrangements and accommodation.

44. Adjournment

• 41-15 Motion presented, seconded and carried by all to adjourn the meeting at 3:05 p.m. PST.