Minutes of the Board of Directors’ Regular Meeting – March 30 to April 1, 2022
Attendees
Members of the Board of Directors (the Board):
- Me Paul-Claude Bérubé, Chairperson
- Mary Reid, Vice-Chairperson
- William Adair, Director
- Kory Earle, Director
- Maureen Haan, Director
- Penny Hartin, Director
- Brad McCannell, Director
- Dr. Joe McLaughlin, Director
- Laurie Ringaert, Director
Accessibility Standards Canada Public Officers:
- Philip Rizcallah, Chief Executive Officer (CEO)
- Philipe Sarrazin, Chief Financial Officer (CFO) and Director General, Corporate Services (May 30)
- Dino Zuppa, Chief Operating Officer (COO), Standards and Research
- Heather Throop, Special Advisor
- Maggie Saunders, Director, Intergovernmental Affairs
- Micah Walter, Senior Policy Analyst, Intergovernmental Affairs (March 31 and April 1)
- Daname Gogue, Manager, Grants and Contributions (May 31)
- Martine Bareil, Manager, Communications (June 1)
- Heather Scott, Policy Analyst, Communications (June 1))
- Christopher Collmorgen, Senior Policy Analyst, Stakeholder Engagement
- Christopher Coulson, Policy Analyst, Stakeholder Engagement (March 31 and April 1)
- Stuart McGregor, Policy Analyst, Stakeholder Engagement (March 31)
- Sophie Senghor, Policy Analyst, Stakeholder Engagement (March 30)
- Sarah Van Baarsen, Junior Policy Analyst, Intergovernmental Affairs (March 30)
- Kareem Al Hammuri, Junior Policy Analyst, Intergovernmental Affairs (March 31 and April 1)
- Jasmine Desloges, Coordinator, Governance and Reporting
- Anthony Jolicoeur, Coordinator, Governance and Reporting (March 30, 2022)
Minutes
Wednesday, March 30, 2022
1. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
28-1 Motion presented and seconded to open the meeting at 12:00 p.m. EST.
Carried by all.
2. Land acknowledgement
Sarah Van Baarsen presented a land acknowledgement in honour of Indigenous peoples of the province of British Columbia, from where she was participating in the virtual meeting.
3. Board meeting agenda
Document 3A: Proposed agenda
28-2 Motion presented and seconded to approve the agenda of the Board of Directors’ regular meeting held on March 30 to April 1, 2022, as presented on March 30, 2022.
Carried by all.
4. Get to know me
Director Maureen Haan shared a summary of her life and work experience with her fellow Board members.
5. Minutes of Board meetings: February 9 to 11, 2022
Document 5A: Regular Board meeting minutes (February 9 to 11, 2022)
28-3 Motion presented and seconded to approve the minutes of the Board of Directors’ regular meeting held on February 9 to 11, 2022, as presented on March 30, 2022.
Carried by all.
6. Chairperson’s update
Document 6A: Chairperson’s report
The Chairperson’s report highlighted the lack of knowledge about Accessibility Standards Canada across the country. The agenda allows for Board discussion about ways to raise awareness of the organization. The report also highlighted the importance of federal entities working on accessibility knowing what each other is doing.
Board members received a written report and most items presented were linked to Board members discussions during this Board meeting.
7. CEO’s update
The CEO presented a verbal report on the main activities of the organization since the last Board meeting in February 2022.
The Annual Public Meeting which was to take place during the National AccessAbility Week is tentatively postponed due to circumstances beyond the organization’s control. Other recommendations by the External Affairs Committee will be presented at this meeting.
The online youth roundtable event, both in English and French, was successful. Minister Qualtrough welcomed the youth participants and encouraged their leadership in contributing to an accessible Canada. The CEO participated in both English and French events.
The organization is making its presence known on social media platforms and the numbers keep growing. In the last month, more than 310 followers joined our platforms.
The organization launched the recruitment campaign for the Information and Communication Technology (ITC) technical committee membership on the website on February 23, 2022. It closed on March 23, 2022.
Accessibility Standards Canada website is being redesigned and should be completed by end of spring. Since February 2022, the communications team has completed and implemented communications plans in many areas such as:
- Public review of standards created jointly with CSA Group
- Plain Language Standard Public Review
- Agreement with International Code Council
- Federal Provincial Territorial agreements
- Expression of Interest for Research
- Outdoor Spaces Standard Public Review
The application period for the Wayfinding and Signage, and Emergency Measures Technical Committees closed on January 14th. A total of 122 applications were received. Process of selection for membership is in progress and all applicants will be informed of the decisions.
The Grants and Contributions program is preparing a call for interest for research projects proposals for funding in 2023 to 2024. All funding was allocated for the periods of 2021 to 2022 and for 2022 to 2023.
The Human Resources team and the organization have a new agreement with Heath Canada and Shared Human Resources Services to provide 3various services formerly provided by Employment and Social Development Canada.
On January 31, 2022, the 2020 to 2021 Departmental Results Report (DRR) was tabled in Parliament. On March 2, 2022, the 2022 to 2023 Departmental Plan (DP) was tabled in Parliament.
8. Federal-Provincial-Territorial (FPT) update
A verbal report was presented by the Director of Intergovernmental Affairs, Maggie Saunders, on the ongoing activities and partnerships with provinces. Memorandums of Understanding are being developed with several detailing collaboration on standards and research. These optimize collective efforts, limit duplication and minimize patchwork approaches across the country.
9. Grants and contributions revised process and priorities
Document 10A: Briefing note
Dino Zuppa, COO, presented a new process for selecting grants and contributions priority research areas. The new process would respect the priority areas defined by the Act as well as the areas identified by the Board. This process would complement the program’s new “expression of interest” option. The revised process for selection focuses on the six priorities listed in the Act in each funding cycle. In addition, the Board would propose and approve 2 or 3 additional research areas every year to complement the areas identified in the Act.
It was agreed that a detailed list of data and research on existent priorities would be provided as soon as possible to Board members by email. Board members will present their feedback at a special meeting of the Board.
Director Laurie Ringaert was absent for the rest of the meeting and provided in writing her feedback for the generative discussion at item 11.
10. Plain language discussion
Document 11A: Briefing note
The CEO presented this item as a follow-up to comments from a previous Board meeting. It provided an opportunity for Board members to review expectations on plain language for documents. The discussion that followed looked at how requirements for plain language editing are met.
The chart in document 11A presented guidelines on the use of plain language for different documents.
11. Generative discussion: Plain language
Accessibility policy and guidelines require all board and public documents be in plain language. Directors raised the importance of plain language for accessibility, setting an example and expecting research projects to use plain language. Suggestion was made for use of plain language summaries for technical or legal documents where necessary.
12. Concluding remarks
The CEO suggested that further discussion on plain language be continued at a future Board meeting.
13. Adjournment
28-4 Motion presented to adjourn the meeting at 4:00 p.m. EST.
Carried by all.
Thursday, March 31, 2022
14. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
28-5 Motion presented and seconded to open the meeting at 12:00 p.m. EST.
Carried by all.
15. Land acknowledgement
Heather Scott presented a land acknowledgement in honour of Indigenous peoples of the region of the National Capital Region, from where she was participating in the virtual meeting.
16. Internal affairs committee update
Document 18A: Committee report
The Chair of the Internal Affairs Committee, Dr. Joe McLaughlin, presented a summary on the latest activities of the Committee, which met on February 28, 2022. Many of the Committee’s activities involved the ongoing steps for the CEO evaluation and objectives. It also dealt with the 2021 Board self-evaluation action plan recommendations. A summary of future activities was presented.
17. 2021-2022 CEO evaluation: Next steps
Document 19A: Briefing note
Director Maureen Haan and staff member Heather Throop presented the next steps in the process of the CEO evaluation. Similar steps to last year’s evaluation are incorporated in this year’s one. Further detailed steps are provided in document 19A, as well as the timeline.
It is recommended that a date for the special meeting for the CEO evaluation be decided at item 22 “Other Business”, at end of the day’s agenda. The deadline for presenting the final CEO evaluation to the Privy Council Office is May 1, 2022.
18. 2022 to 2223 CEO objectives
Document 20A: Briefing note
The CEO’s measurable objectives will be determined based on the outcome of the CEO evaluation described in the previous item. The timeline will need to be respected for both the completion of the CEO evaluation, and the CEO objectives as outlined in document 20A.
19. 2021 Board Self-evaluation action plan: Recommendations
Document 21A: Briefing note
Document 21B: 2021 Board self-evaluation action plan: Recommendations
Director Laurie Ringaert presented the process involved for the 2021 Board self-evaluation. It was based on the previous year’s evaluation along with the Internal Affairs recommendations and action plan. Three motions were presented for Board approval.
28-6 Motion presented and seconded that the Board approves the action plan recommendations outlined in Table 1; approves the motions in recommendations 1 and 2; and that the Standing Committees add related tasks to their work plans, with modification to include the name of the External Affairs Committee to items 9 and 10, in Table 1 of document 21B, as presented on March 30, 2022.
Carried by all.
28-7 Motion presented and seconded that the Board approves that the Board self-evaluation process be conducted annually and added to the Internal Affairs Committee work plan.
Carried by all.
28-8 Motion presented and seconded that an external evaluation of the Board of Directors be done every five years starting in 2025 and that this activity be added to the Internal Affairs Committee work plan.
Carried by all.
20. External Affairs Committee update
Document 23A: Committee report
The Chair of the External Affairs Committee, Bill Adair, presented a report on the activities of the Committee since the last regular Board meeting held in February 2022. He highlighted some of the items discussed at their March 17th meeting. Items for future Committee meetings were presented.
21. Annual Public Meeting (APM) proposal
Document 24A: Briefing note
The Chair of the External Affairs Committee informed Board members that another large Government of Canada accessibility/disability event is scheduled very close to Accessibility Standards Canada’s planned APM (May 30, 2022). The Committee recommends that the APM be rescheduled to later in the year.
28-9 Motion presented and seconded that the Annual Public Meeting be held in September 2022, in conjunction with the regular Board of Directors meeting; the External Affairs Committee will present an action plan at the next regular Board meeting.
Carried by all.
22. Other business
This item was presented earlier as Director Joe McLaughlin had to leave the meeting early.
It was proposed that a Special Board meeting be held prior the end of April 2022 for the CEO evaluation.
28-10 Motion presented and seconded to hold an in-camera Special Board meeting on Friday, April 8, 2022, from 12:00 to 1:00 p.m. EST for the CEO evaluation; the meeting will be organized by Director Maureen Haan.
Carried by all.
23. 2021 to 2022 Annual report
Document 25A: Briefing note
Document 25B: 2021 to 2022 Annual report
Board members received a copy of the 2021 to 2022 Annual Report of Accessibility Standards Canada.
28-11 Motion presented and seconded that the Board approves the French and English versions of the 2021 to 2022 Annual Report, as presented on March 31, 2022.
Carried by all.
24. Youth roundtable update
A summary of the Youth roundtable events held in February 2022 (English), and in March 2022 (French) was presented by staff member Stuart McGregor. A total of 51 youth registered. Minister Qualtrough participated. Presently, staff is gathering all information and feedback from the post-surveys and a final report of the event will be presented at the next regular Board meeting.
The Chairperson thanked the External Affairs Committee and the Stakeholder Engagement team for organizing this event.
25. In-camera Session
No in camera session was held.
26. Adjournment
28-12 Motion presented to adjourn the meeting at 3:25 p.m. EST.
Carried by all.
Friday, April 1, 2022
27. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
28-13 Motion presented and seconded to open the meeting at 12:00 p.m. EST.
Carried by all.
28. Land acknowledgement
Jasmine Desloges presented a land acknowledgement in honour of Indigenous peoples from the National Capital Region, from where she was participating in the virtual meeting.
29. Board members’ skills and knowledge: Contributions to the organization
Document 33A: Briefing note
Vice-Chairperson Mary Reid led the discussion on the topic of Board members’ skills and knowledge, and how they can continue to contribute to Accessibility Standards Canada now and in the future. Board members provided feedback on this topic. A summary of recommendations will be provided by the Internal Affairs Committee at the next regular Board meeting.
30. Increasing awareness of our role, work and achievements
Document 35A: Briefing note
Director Bill Adair led the discussion on the topic of “Increasing awareness of our role, work and achievements” for Board members. This discussion was based on discussions at previous Board meetings. It also provided a link to the discussion at item 29. Recommendations will be provided by the External Affairs Committee at the next regular Board meeting.
31. Forward agenda
The face-to-face Board meeting was proposed for the May-June 2022 Board meeting in Montreal, and a virtual option will be made available for those attending the meeting from their home or office. Final confirmation of whether it will be virtual or in-person will be provided in the near future.
Director Penny Hartin will present the “Get to Know Me” item for the next regular meeting of May 30 to June 1, 2022.
The CEO evaluation will be held on Friday, April 8, 2022, from 12:00 to 1:00 p.m. EST.
32. Concluding remarks
Staff support will be provided to Board members for the September 2022 Annual Public Meeting of Accessibility Standards Canada.
33. Adjournment
28-14 Motion presented to adjourn the meeting at 3:06 p.m. EST.
Carried by all.
34. Board meeting debriefing
The debriefing session followed the adjournment of the meeting.