Minutes of the Board of Directors’ Regular Meeting – May 30 to June 1, 2022
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 and Director General (CFO), Corporate Services (May 30)
- Dino Zuppa, Chief Operating Officer (COO), Standards and Research
- Maggie Saunders, Director, Stakeholder Relations and Intergovernmental Affairs
- Louis-Philippe Daigle, Manager, Finances and Deputy Chief Financial Officer (DCFO) (May 30)
- Daname Gogue, Manager, Grants and Contributions (May 31)
- Martine Bareil, Manager, Communications (June 1)
- Collinda Joseph, Manager, Standards Development (May 31)
- Andrea Podruski, Acting Manager, Research and Impact (May 31)
- Christopher Collmorgen, Senior Policy Analyst, Stakeholder Relations and Corporate Secretariat
- Stuart McGregor, Policy Analyst, Stakeholder Relations and Corporate Secretariat (June 1)
- Sophie Senghor, Policy Analyst, Stakeholder Relations and Corporate Secretariat (June 1)
- Heather Scott, Policy Analyst, Stakeholder Relations and Corporate Secretariat (May 30 and June 1)
- Eric Chamberland, Junior Policy Analyst, Stakeholder Relations and Corporate Secretariat (May 30)
- Caitlin Mehrotra, Junior Policy Analyst, Stakeholder Relations and Corporate Secretariat (May 30 and 31)
- Océanne Comtois, Junior Communications Officer (June 1)
- Tida Goudiaby, Policy Analyst, Intergovernmental Affairs
- Philippine Lukusa, Junior Policy Analyst, Intergovernmental Affairs
- Anthony Jolicoeur, IT/IM Officer
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.
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.
- 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.
30-5 Motion presented to adjourn the meeting at 3:40 p.m. Carried by all.
Tuesday, May 31, 2022
15. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
30-6 Motion presented and seconded to open the meeting at 12:04 p.m. Carried by all.
16. Land acknowledgement
C. Collmorgen presented a land acknowledgement in honour of Indigenous peoples of Ottawa, from where he was participating.
17. Grants and Contributions Process
Document 19A: Briefing Note
The COO, D. Zuppa, presented the revised selection process for research topics for the grants and contribution program. The process is the result of feedback from stakeholders and the Board.
30-7 Motion presented and seconded that the Board approve the process for selecting research areas for the grants and contribution program, as presented on May 31, 2022 with one modification: that the description of “Board Meeting 1” of the Proposed Process be updated to allow for Board discussion of the information and recommendations being presented. Carried by all.
18. Standards Development Update
Document 20A: Update Report
D. Zuppa gave an update on the standards development process. In summary, there are currently 11 standards under development and 2 more are coming up. The Standards Council of Canada assessment is in September and preparation is underway. The organization is starting to be invited to International Standards Organization mirror committees to represent Canada on accessibility of built environments matters.
An update was provided on the gender balance on the information and communications technology (ICT) technical committee. ICT is a male-dominated industry and this led to more male applications to the committee. It was agreed to increase the committee size to add more female-identifying members.
19. What Co-branding Standards Means for Accessibility Standards Canada
Document 22A: Briefing note
D. Zuppa presented on the benefits and implications of co-branding standards for Accessibility Standards Canada. Board members requested the COO take into consideration how the partner organization is viewed by the disability community. The organization should be accredited to ensure the status of the standard is a national standard of Canada.
20. Presentation on Grants and Contributions Research Report
Document 23A: Research Report
D. Zuppa reported that six grants and contributions projects are complete. The final reports have already been provided and short summaries will be available shortly.
21. Internal Affairs Committee Update
Document 25A: Committee report
Internal Affairs Committee (IAC) Chair Dr. J. McLaughlin provided an overview of the latest and future activities of the Committee. He acknowledged the work of Committee members and staff. The next IAC meeting will be held on June 14, 2022.
22. Strategic Plan: Scope of Work
Document 26A: Briefing Note
Document 26B: Scope of Work
In February 2022, the Board approved the contracting of outside services to help develop a new strategic plan for the organization. M. Reid presented the Scope of Work that will guide this process for approval.
30-8 Motion presented and seconded that the Board of Directors approve the Scope of Work, as presented on May 31, 2022. Carried by all.
23. Review of Policies and Guidelines
Document 27A: Briefing Note
Document 27B: Accessibility Policy and Guidelines
Dr. J. McLaughlin presented an overview on the recent review of six Board policies and guidelines. Only the Accessibility Policy had minor changes, including that electronic forms and presentations should be unilingual to allow easier access for screen readers.
30-9 Motion presented and seconded that the Board of Directors approve the proposed amendments to the Accessibility Policy and Guidelines and that the Code of Conduct and Ethics, Recruitment Policy, Whistleblower Policy, Communications Protocol, and Procurement Policy, be deemed reviewed and approved in their existing form. Carried by all.
24. Consent Agenda: Proposal
Document 28A: Briefing Note
Document 28B: Consent Agenda
M. Haan presented a motion on the approval of the use of consent agendas. Consent agendas are used by many boards to streamline meetings by packaging all housekeeping items in one agenda item. Directors can still request that an item be considered separately for further discussion.
Action Item: The IAC will develop a policy on Consent Agendas to be presented to the Board at a future meeting. It will detail what can and cannot be included in a consent agenda.
30-10 Motion presented and seconded to approve the use of consent agendas. Carried by all.
25. Language and Terminology Guidelines
Document 29A: Briefing Note
Document 29B: Language and Terminology Guide
M. Reid presented a motion to direct the IAC to work with staff to develop a language and terminology guide to standardize the organization’s use of language and understanding of the meaning of topical terminology. This guide to be presented later for Board approval.
Action item: The term “Equity Diversity Inclusion Accessibility (EDIA)” added to the list of terms to be defined.
30-11 Motion presented and seconded to approve the development of a Language and Terminology Guide by the Internal Affairs Committee. Carried by all.
26. Concluding Remarks
The Chairperson presented closing remarks for the day.
30-12 Motion presented to adjourn the meeting at 3:20 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:
- Use a matrix to identify Board member skills and knowledge
- Dedicate time at Board meetings for discussion on meeting vision and mandate
- Apply lens for diversity, including LGBTQ and gender equity for discussion and decisions of the Board
- Develop plan (and implement) on how we could use a feminist approach to Board structure and meetings
- Dedicate time annually for a Board discussion on strategic planning
- 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.
30-18 Motion presented to adjourn the meeting at 3:09 p.m. Carried by all.