Minutes of the Board of Directors’ Regular Meeting – May 30 to June 1, 2022

Monday, May 30, 2022

1. Welcoming remarks and roll call

The meeting opened with a roll call and words of welcome from the Chairperson.

30-1Motion presented and seconded to open the meeting at 12:06 p.m. EDT. Carried by all.

2. Land acknowledgement

H. Scott, presented a land acknowledgement in honour of Indigenous peoples of Ottawa, from where she was participating.

3. Board meeting agenda

Document 3A: Proposed agenda

30-2 Motion presented and seconded to approve the agenda of the Board of Directors’ regular meeting held on May 30 to June 1, 2022, with one modification. Item 19 on the agenda was modified from “for Board information” to “for Board approval.” Carried by all.

4. Get to know me

Director Penny Hartin shared a summary of her life and work experience.

5. Minutes of Board meetings

Document 5A: Regular Board meeting minutes (March 30 to April 1, 2022)

Document 5B: Special Board meeting minutes (April 8, 2022)

30-3 Motion presented and seconded to approve the minutes of the Board of Directors regular meeting held March 30 to April 1, 2022, as presented on May 30, 2022. Carried by all.

30-4 Motion presented and seconded to approve the minutes of the Board of Directors special meeting held on April 8, 2022, as presented on May 30, 2022. Carried by all.

6. Business arising

Document 6A: Board motion and action item list

The Chairperson presented the updated version of Document 6A that includes the requested change that the order of motions be reversed to start with the most recent entry for easier reference. Document 6A now reflects this change.

The CEO had no items for business arising.

7. Correspondence

Document 7A: Letter to the Chief Accessibility Officer

Document 7B: Letter to the Accessibility Commissioner

The Chairperson shared two letters of congratulation and introduction sent to the newly appointed Chief Accessibility Officer and Accessibility Commissioner.

8. Chairperson’s update

Document 8A: Chairperson’s Report

The Chairperson presented a report on his activities since the last Board meeting in March 2022.

Highlights include:

• As per the CEO’s recommendation, the Chairperson called on the Chair of the Internal Affairs Committee to consider changing the location of the September 2022 Board Meeting.
• The organization continues to receive requests for meetings. Organizations are interested to hear about Accessibility Standards Canada.
• The Chairperson, on behalf of the Board, wrote to the newly appointed Chief Accessibility Officer and Accessibility Commissioner to congratulate them on their appointments.

9. CEO’s update

Document 9A: CEO’s Report

Document 9B: 3-year Rolling Strategic Plan

The CEO summarized the latest activities of the organization. All activities are linked to the 3-year strategic plan to highlight the organization’s progress. The CEO highlighted the following items:

• Several agreements were signed:
  • An agreement with the International Codes Council to facilitate the sharing of best practices and information related to building accessibility. This collaboration aims to improve and coordinate accessibility requirements in building codes and standards between Canada and the United States.
  • Memoranda of Understanding (MOU) have been formalized with two provinces and two more are expected to be completed shortly. Work on similar agreements is being done with other provinces. The organization will engage with territories soon. The CEO reiterated that Accessibility Standards Canada wants to work with other jurisdictions in Canada to have a national impact.
• The technical committee on Information and Communications Technology (ICT) has been finalized.
• The CEO and his team have taken the opportunity to reach out to diverse disability groups during their visits to different provinces.
• The CEO has been reinstated on the International Regulatory Codes Council (IRCC).

Action Item: At the next board meeting, 60 minutes will be allotted for the CEO’s report.

Action Item: The CEO asked Directors to send him any takeaways from Canadian Congress on Disability Inclusion that may be helpful in planning the Annual Public Meeting.

10. Generative Discussion

Document 11A: Briefing Note

M. Haan led discussion on the topic of the Disability Inclusion Action Plan and the Canada Disability Benefit. Because there could be implications on standards development, it was concluded that Accessibility Standards Canada should be aware of the actions of other key stakeholders.

M. Reid and M. Haan led a discussion on the development of a Board member profile. This profile could be used to inform future Board appointments (e.g. identify gaps). Directors shared their thoughts and the Internal Affairs Committee will use the results of this discussion to draft a profile to be presented at a future Board meeting.

11. CFO’s update

Document 13A: Financial report

The Deputy-Chief Financial Officer (DCFO), L.-P. Daigle, presented a fiscal year summary for 2021 to 2022 for Accessibility Standards Canada. This annual report will be released two months after year end.

12. Risk Management Plan and Risk Registry

Document 14A: Briefing Note

Document 14B: Risk Tolerance Statement

Document 14C: Key Risk Schedule

The CFO P. Sarrazin presented the Risk Management and Risk Tolerance documents to the Board. He noted the organization has matured and has been able to mitigate many risks. As a result, the list of key risks is reduced. Directors asked questions and provided comments. The enterprise risk management framework will be reviewed and presented in the fall.

13. Concluding Remarks

The Chairperson presented concluding remarks for the day.

14. Adjournment

30-5 Motion presented to adjourn the meeting at 3:40 p.m. Carried by all.

Wednesday, June 1, 2022

28. Welcoming remarks and roll call

The meeting opened with a roll call and words of welcome from the Chairperson.

30-13 Motion presented and seconded to open the meeting at 12:00 p.m. Carried by all.

29. Land acknowledgement

A. Jolicoeur presented a land acknowledgement in honour of Indigenous peoples of Quebec from where he was participating.

30. Board Members’ Skills and Knowledge: Contributions to the Organization – Follow-up

Document 34A: Briefing Note

Document 34B: Summary and Recommendations

Vice-Chairperson M. Reid continued the discussion on how Board members’ skills and knowledge can continue to contribute to the work of Accessibility Standards Canada. She proposed a list of recommendations for Board approval. There was a decision to include using an “intersectional framework” in the recommendations. The proposed matrix to be developed will apply to the current Board profile and be revised to reflect changes to the Board membership.

Summary of Recommendations:

1. Use a matrix to identify Board member skills and knowledge
2. Dedicate time at Board meetings for discussion on meeting vision and mandate
3. Apply lens for diversity, including LGBTQ and gender equity for discussion and decisions of the Board
4. Develop plan (and implement) on how we could use a feminist approach to Board structure and meetings
5. Dedicate time annually for a Board discussion on strategic planning
6. Dedicate time at future Board meetings for team building

Action item: The IAC will activate the recommendations. They will present their findings to the Board at the next meeting.

30-14 Motion presented and seconded to approve the Internal Affairs Committee recommendations with modification, as presented on June 1, 2022. Carried by all.

31. External Affairs Committee Update

Document 35A: Committee Report

The Chair of the External Affairs Committee (EAC), B. Adair, presented highlights from the committee report. It covered activities since the March/April 2022 Board of Directors meeting. He thanked members and staff for their work on individual projects.

32. Increasing Awareness of our Role, Work, Achievements-

Document 36A: Briefing Note

Document 36B: Hometowners Project

Communications Manager M. Bareil outlined the “Hometowners” concept and how it can be used as part of the broader awareness strategy. It can also be used to direct the public to the Annual Public Meeting being held later this year.

Action item: The External Affairs Committee will add developing a broader strategy to raise awareness of Accessibility Standards Canada and its work as an item to their agenda for their next meeting. This will be presented to the Board at their next meeting.

30-15 Motion presented and seconded to approve Hometowners as part of the broader Board strategy to raise awareness of the role and work of Accessibility Standards Canada and ways to become involved. Carried by all.

33. Annual Public Meeting Proposed Approach (September 2022)

Document 38A: Briefing Note

Document 38B: Proposed Approach

P. Hartin presented the proposed approach and agenda for the 2022 Annual Public Meeting. The proposed theme is “Building momentum for a barrier-free Canada!” The meeting will be fully virtual. Participants will be encouraged to send questions at time of registration.

Directors discussed composition of the panel and provided comments and suggestions, including adding the organization’s accomplishments in the opening presentation by the Board.

30-16 Motion presented and seconded to approve September 20, 2022 as the new date for the Annual Public Meeting, and to approve the Annual Public Meeting agenda in principle, taking into consideration panel participation, as presented on June 1, 2022. Carried by all.

34. Youth Roundtable Event: Final Report

Document 39A: Briefing Note

Document 39B: Youth Roundtable Event – Board Summary Report

S. McGregor presented the summary report prepared for the Board on the Youth Roundtable Event. He explained that staff has identified what is already being addressed and is considering other comments for future youth events and for research areas and standards development. Directors sought further information and complimented the presenter and team for their report.

35. Communications: Quarterly Web Report

Document 41A: Quarterly Web Report

Staff member O. Comtois provided an overview of the web and social media quarterly report. It covers the period from February 16 to May 16, 2022. She summarized the top performing posts and highlights from each of the organization’s social media platforms and website and responded to questions from Directors.

36. In Camera Session

In-camera session not required.

37. Other Business

Invitation to the Chief Accessibility Officer

The Chairperson discussed inviting Ms. Stephanie Cadieux, the Chief Accessibility Officer, to the September Board meeting to make a presentation about her role.

30-17 Motion presented and seconded that Directors approve writing a letter of invitation to the Chief Accessibility Officer, Ms. Stephanie Cadieux, to present to the Board at the September meeting. Carried by all.

38. Forward agenda

Two items were added to the forward agenda:

• Further discussion on the agenda for the Annual Public Meeting; and
• Ms. Stephanie Cadieux’s presentation.

39. Concluding Remarks

The Chairperson thanked Directors for their participation and work preparing for the meeting, and staff for their ongoing support.

40. Adjournment

30-18 Motion presented to adjourn the meeting at 3:09 p.m. Carried by all.