Minutes of the Board of Directors' Regular Meeting – September 12 to 14, 2023

Tuesday, September 12, 2023

1. Welcoming remarks and roll call

The meeting opened with a roll call and words of welcome from the Acting Chairperson. As of August 25, 2023, the mandate of five Directors had expired. There are currently four Directors on the Board, and they form a quorum for this meeting.

39-1 Motion presented and seconded to open the meeting at 10:33 am NST. Carried by all.

2. Land acknowledgement, video and discussion

M. Reid presented the land acknowledgement as a small act of reconciliation with Indigenous people of Newfoundland and Labrador, from where she was participating.

Board members viewed a video on land acknowledgement which is part of the call for actions from the Truth and Reconciliation Commission. Board members discussed the importance of the Land Acknowledgement and of keeping it meaningful. The Board agreed to honour the land acknowledgement for future Board meetings.

Action: To extend an invitation to an Indigenous person as a guest to the next Board meeting to share more information about the land acknowledgement.

K. Earle requested a moment of pause to honor for the passing of Alice-Ann Paterson, who provided support at many Board meetings. Another moment of recognition was observed for the passing of Steve Estey. Mr. Estey was well known for his work and dedication to the rights of the disability community nationally and internationally.

3. Board meeting agenda

Document 3A: Proposed agenda

39-2 Motion presented and seconded that the Board approve the agenda of the Regular Board of Directors’ meeting held September 12-14, 2023, with modification to include an item on “Contingency plan” for a 30-minute discussion as replacement to item #40. Carried by all.

4. Proposed consent agenda

Board members agreed to remove items 8 (IAC Work Plan 2023-2024-Updated), 14 (Annual Board Meeting Calendar 2024-2025), 16 (Terms of Reference-Template Updated), and 18 (Communications Quarterly Report) from the consent agenda for further discussion during the Board meeting.

39-3 Motion presented and seconded that the Board approve the following items from the consent agenda with modification to remove items 8, 14, 16 and 18 to review later during the meeting.

• Board Minutes of February 22 to 24, 2023 (item 4A)
• Board Minutes of March 27, 2023 (item 4B)
• Board Minutes of April 27, 2023 (item 4C)
• Board Minutes of May 25, 2023 (item 4D)
• External Affairs Committee Work Plan 2023-2024–Updated (item 10A)
• By-law (item 12B)
• Governance policy (item 12C)
• Travel Reimbursement and Per Diem Payment Guidelines (item 12D)
• Communications Protocol (item 12E)
• Board of Directors – Annual Critical Dates Calendar 2024 (item 13A)

Carried by all.

5. Chairperson’s update

Document 19A: Chairperson’s Update

M. Reid presented a summary of her report outlining the importance of the present Board members to pursue the work of the Board even if the composition of the Board was reduced due to the end of Board membership terms.

The contribution of the past five Board members was recognized by the present Board members. Engagement of activities outlined in the strategic plan will guide all future work of the Board and of the organization. Support will be provided to move forward. Board members thanked M. Reid for taking on the role as Acting Chairperson during this transition.

6. CEO’s update

Document 20A: CEO’s report

Document 20B: Reporting on strategic plan to 2026

The CEO presented a report on activities of the last few months, including:

• Stakeholder engagement: Engagement continues with industry, provinces and territories, and other federal organizations. Testing standards within government as a pilot project ensures feedback for adjustments prior to recommending final standards to the Minister.
• Ministerial meeting: The CEO met with incoming Minister Kamal Khera, Minister of Diversity, Inclusion and Persons with disabilities, to inform her of the work of Accessibility Standards Canada and to provide support of her mandate.
• Standard development: More “seed documents” are being created and support the preliminary work for standard development. The seed documents help to accelerate the creation process.
• Grants and Contributions Program: Several grants and contributions agreements were signed for 2022 to 2023 and others are being reviewed for consideration.
• International stage: The CEO engaged with various groups internationally, such as the Internal Standards Organization (ISO), a delegation from Germany, and officials in New York city.
• Public Reviews: Accessibility Standards Canada received thousands of comments on published draft standards for public review. The draft standard reviews will now allocate 90 days instead of 60 days for complete review by the community.

7. What’s Happening – Board members share information relevant to Accessibility Standards Canada’s mandate and priorities

This is an opportunity for Board members to share anything coming up that could be of interest and related to Accessibility Standards Canada’s mandate. No comments were shared.

8. Discussion with local guests – Stakeholders

Document 23A: Discussion themes and biographies

Board members met with eight local stakeholders from the disability community in St. John’s, Newfoundland. The discussion provided an opportunity for Board members to hear first-hand the concerns and experiences on barriers to accessibility in day-to-day life. These touched on several priority and current areas for standards development, including transportation, built environment, delivery of programs and services, artificial intelligence, communications (ICT), plain language, and outdoor spaces. Stakeholder guests identified numerous ‘take-aways’ for the Board and CEO Office emphasizing that standards deliver equity, default to universal design, no minimum standards, intersectionality, ‘nothing without us’. The session was facilitated by Catherine Shortall.

9. End of the activity with local guests

The acting Chairperson thanked C. Shortall for leading and engaging participants in the discussion and thanked guests for their insights and participation.

Action: A summary of the shared stories and reports will be provided to all participants and the Board.

Action: Information and issues presented will be shared with the standards development team.

10. Items pulled out from consent agenda

Board members reviewed items that were pulled from the consent agenda earlier in the day.

a) Item 8A (Internal Affairs Committee Work Plan 2023-2024-Updated):

This item was further covered in item 33 (Board self-evaluation process).

39-4 Motion presented and seconded to approve the Internal Affairs Committee updated work plan for 2023 to 2024. Carried by all.

b) Item 14A (Annual Board Meeting Calendar 2024):

Clarification was provided on the logistics for the December 2023 Board meeting and the planned Board meetings for the year 2024. Further details for the December 2023 Board meeting were presented later in the meeting.

39-5 Motion presented and seconded to approve the 2024 Annual Board Meeting Calendar. Carried by all.

c) Terms of Reference - Template (Item 16):

This document was approved at the February 2023 Board meeting and is now distributed for information only.

d) Communications quarterly report (Document 18A):

Information was shared on how the work of Accessibility Standards Canada is promoted through the various social media and web platforms. As the work of the organization progresses, there will be more in-person, onsite and live communications. Identification of gaps and target audiences will provide further opportunities to reach various communities across the country.

Action: To enquire if “news release” are allowed for Facebook and X (Twitter).

11. Generative discussion: Outreach to individuals

Document 27A: Briefing note

A new item on “Debrief from local discussion” was added to the meeting’s agenda after the “Generative discussion” item.

During the generative discussion, Board members raised questions on how to reach people with disabilities who are not connected to organizations, groups, and social media. The intent for this outreach is to hear peoples’ views, build a dialogue, share information, and possibly invite them to get involved.

Action: P. Rizcallah, M. Reid and A. Deslauriers will further develop ideas to promote the engagement activities.

12. Debriefing from local guests’ discussion

The discussion with local guests provided an overview of the obstacles and a cross-section understanding on accessibility barriers encountered in the province.

13. Adjournment

39-6 Motion presented to adjourn the meeting at 5:00 p.m. NST. Carried by all.

Wednesday, September 13, 2023

14. Welcoming remarks and roll call

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

Certain agenda items were reassigned for Day 2 of the meeting: Item 40 (Membership Renewal to Standing Committees) is reduced from 15 to 10 minutes; item 41 (CEO’s Office Strategy for Directors’ Engagement) is reduced from 30 to 25 minutes; item 39 (Microsoft 365 Platform Update) would become item on “Contingency Plan” for 30 minutes; and item on Microsoft 365 Platform Update will be presented as the last item of the day.

39-7 Motion presented and seconded to open the meeting at 10:33 am NST. Carried by all.

15. CFO Financial Update

Document 30A: Financial Report

L.P. Daigle presented the first quarterly financial update as of end of June 2023. First quarter expenditures are always less than 25% of expenditures because payments on long-lead items are usually completed in the third and fourth quarters. The information presented for the Travel and Per Diem Payment update includes requests received by the August 31deadline. Operations are running well in all aspects.

16. Risk oversight

Document 31A: Risk management report

Document 31B: Enterprise Risk Management Policy

Document 31C: Risk Tolerance Statement (May 2022)

Document 31D: ASC Risk Registry

L.-P. Daigle informed Directors on the new structure for reporting on risks management and oversight. Having been reviewed and approved previously by the Internal Affairs Committee, L.-P. Daigle introduced that risk reporting will be part of the Board meeting agendas twice a year instead of every Board meeting.

New risks can be identified at any Board meeting for management’s consideration as part of the CFO update item.

• In the fall, the Board will review the Policy and Risk Tolerance Statement. Board members will be able to add potential risks to the list for management to address. Same discussion will then happen with management and employees to complete the list of risks.
• In February or March of the following year, the Board will review the mitigation strategies for key risks.

The Board of Directors will maintain their oversight role through the new reporting structure and will provide input on emerging risks throughout the year.

Action: Board members requested that a revised Risk Registry be part of the new reporting structure. This registry would combine risks under specific themes. The report should also include an accessible table with levels of risk and mitigation process. L.-P. Daigle informed Board members that a revised Risk Registry would be presented at the March regular Board meeting.

17. Departmental results report 2022 to 2023

Document 32A: Briefing note

Document 32B: Departmental results report 2022 to 2023

L.-P. Daigle presented the 2022 to 2023 Departmental results report to Board members for approval. The report shows Canadians the key highlights of Accessibility Standards Canada’s work accomplishments. The report is written in plain language and includes financial and human resources reporting.

Once approved by the Board of Directors, the report will be submitted to the Minister for approval. It will then be submitted to Treasury Board Secretariat for the President of the Treasury Board to table it in Parliament along with the reports of other departments and agencies.

39-8 Motion presented and seconded that the Board approve the 2022 to 2023 Departmental results report, with some modifications on word edits to be provided by M. Reid to the Chief Financial Officer. Carried by all.

Action: M. Reid will provide some word edits mostly related to language and grammar. The edits will be sent directly to the Chief Financial Officer to finalize, with copy to CEO and the Director of Stakeholder Relations and Corporate Secretariat.

18. Board self-assessment forms and process

Document 33A: Briefing note

Document 33B: Board Assessment form and process

Document 33C: Board Assessment Questionnaire (Word)

Document 33D: Board Assessment Questionnaire (PDF)

L. Ringaert presented the documents supporting the 2023 Board self-assessment. For this year, only Board members will answer the questionnaire. The timing of the process has been changed to be completed earlier.

The results of the self-assessment will be limited because there are four Board members since August 25, 2023. However, it is important to evaluate each year. The evaluation will still provide information on how to proceed on future activities. Adjustments will be made when full Board membership occurs in the future.

39-9 Motion presented and seconded that the Board approve the updated questionnaire and process for the 2023 Board self-evaluation survey as presented. Carried by all.

Action: The questionnaire will be sent out in the third or fourth week of September 2023.

19. Protocol for inviting guests to Board of Directors’ meetings

Document 34A: Briefing note

B. McCannell and K. Earle presented the protocol to invite guests from the community where Board meetings are held. The protocol states clear directions for every step of the process. It elaborates on the roles of the Board, the CEO, staff, the Chairs of standing committees and its members. It was recommended that two protocols be created or one document with two parts: one for Board meetings and one for meetings outside of Board meetings.

Action: Recommended to modify certain information on page 2 of document under “Procedure” as it is too descriptive. To add a 30-minute period for questions and answers for each discussion with stakeholders. Work on the protocol will continue by email with support from the organization.

Action: For every in-person Board meeting, to include a standing item on the agenda, for discussion with local guest stakeholders. Format and time could vary and adapted to the need of the local community and the Board. Examples are two-hour session, a town hall, or other format. The Board discussed keeping the number of stakeholders between 8 to 12 for sessions with the Board.

39-10 Motion presented and seconded to adopt the protocol in principle so that the Board and staff can start applying its concepts. Carried by all.

20. Standards development update and discussion

Document 36A: Briefing note

D. Zuppa presented updates on standards development. The “plain language” standard will publish two documents for public review: one in standard language and the other in plain language. Both documents will be published at the same time for public review, as well as for feedback on both documents. The process for publishing both documents will be used as a pilot and reviewed for use with other standards.

The outcome from the public review on the draft standard for “built environment” was in high numbers. Percentage of responders to review were as follows: 32% of the organisations that submitted are from government; 7% are from regulators; 12.5% are from industry and business; 5% are from non-regulatory organizations; 33% were from non-profit organizations; and 10% are from standard development organizations.

Action: It was decided that the technical committees will request members to self-identify on a voluntary basis. Outcome will be shared in a few months with Board members.

Action: Board requested to analyze percentage of responses from industries and professionals on draft standards in public review, and how to increase engagement with them.

Action: The Office may request approval by email of the Intersectionality Strategyso that it can be shared with other offices.

Action: The draft “Model Standard for the Built Environment – Accessibility for federally regulated entities as defined in the Accessible Canada Act” that was shared with the B.C. government will be also shared with Board members via a Friday email.

The draft standard for “emergency measures” will be published soon for public review. An email will be sent to Board members on September 13, 2023, to inform them of standard being sent out for public review. The draft standard on emergency measures will officially be sent out on September 15, 2023, for public review. As a one-time event, the Board waived the protocol for a seven-day advance notice to Board members of a standard being released for public review.

It was agreed to pursue this item after lunch.

21. Standards development update and discussion – (Continued)

Document 36A: Briefing note

D. Zuppa explained the process required by the Standards Council of Canada to give their approval to publish Accessibility Standards Canada’s standards.

The standard for “Accessibility Requirements for Information and Communication Technology Products and Services” will soon be ready for public review.

Board members will receive a seven-day notice from the CEO’s office prior to publication of draft standards for public review. Board members can provide feedback on standards as an individual during the public review period.

Action: To add the following item for the December 2023 Board meeting - “Criteria for Standards Council of Canada Prior to Standards Publication”.

22. Grants and contributions update

Document 37A: Briefing note

This is the first time Board members receive an update on the new process that was put into place based on findings from assessment of applications. A comprehensive report was shared with Board members with specific tables covering data for various categories from Year 1 (2019 to 2020) to Year 5 (2023 to 2024).

The transition from “full research proposal application” to “expression of interest” process has been a success. More guidance and support are offered to selected applicants who are invited to submit full applications after assessment of their expressions of interest. This new process created the following outcomes:

• It resulted in higher engagement from the community and a reduction of effort from the people that apply to the grants and contribution program.
• It has increased the number of people with disabilities to be involved in the research project, as it is a mandatory criterion for application and funded recipients are required to report on it.
• We are now able to identify the different roles of participants such as subject, researcher, advisor, etc.
• The requirement to engage persons with disabilities in project planning and delivery is unique to our program. It seems no other program like this exists at the provincial or federal level.
• Most research projects touch many priority areas identified by the organization.
• The organization has a high acceptance of complete proposals received for research projects as it provides guidance to applicants when needed at this phase of the application process.
• All completed research projects reports were shared with each technical committee members to assist them in developing standards.

Based on eligibility criteria, funds for research goes to non-profit organizations working with the disability community and to universities that partner with organization in the disability community.

The Board commended the format and information provided in this new grants and contributions update.

The Board requested the following points for action:

• To present the Grants and contributions update once a year using the same format as used for the September board meeting.
• To include in the Board’s Annual Critical Dates Calendar (ACDC) the specific date for the grants and contributions update presentation in 2024.
• The organization needs to find a way to capture projects that fall in more than one area of research, to better report on these.
• In Table 7 of document 37A, to identify the gaps to obtain a full outcome.
• In Table 8, to review the funding received so far as some numbers are hard to capture. Some project research cross-references one another. Some research priority areas may not be all covered. Next year’s update to provide more insight.
• In reference to Table 9 on dissemination, to include in update peer reviewed articles, technical papers, videos, presentations, or other activities the funding recipients have done and could be shared as a resource.
• Also in Table 9-10, clarify the language by identifying difference between results (Table 9) and findings (Table 10).
• To edit some of the language on the application form in relation to results: To consider including a check box on the submission form to capture areas of research. When the research is completed, the applicant would fill out the areas that were covered in the research project.

23. Contingency plan

The Board discussed various approaches for moving ahead with a small number of Board members. It was decided that a contingency plan was required in case board term extensions or appointments didn’t happen for a few months. The Board requested a contingency plan to identify activities that can be delivered as planned or delayed till Board membership is higher. This would include review of work plans for both standing committees, the Annual Critical Dates Calendar, the Strategic Plan, priorities, needs of the CEO office, what is crucial, and what could be delayed.

39-11 Motion presented and seconded to pause the two standing committees due to extraordinary circumstances of having only four Directors. No need to modify the policies to proceed with this temporary reconfiguration of the Board. Carried by all.

Other priorities:

39-12 Motion presented and seconded that the Board approves a face-to-face meeting for December 2023 in Vancouver, preparing for the eventuality of having a full board membership, with requirement of a 30-day cancellation notice for accommodations and hospitality in case the Board continues at four members. If no availability can be obtained, other venues in surrounding cities would be considered. If not possible, a virtual Board meeting will be held. Carried by all.

Action: A draft contingency plan will be prepared by the CEO’s office and presented to Board members in the following week.

24. CEO’s office strategy for Directors’ engagement

Document 41A: Briefing Note

The CEO supports meetings with stakeholders either at Board meetings or outside of Board meetings.

The CEO presented discussion points on the CEO Strategy for Directors’ Engagement. When the CEO and employees meet with stakeholders outside of Board meetings, Directors would be invited per the following considerations:

• a complementary and collaboration approach,
• roles and responsibilities of CEO and Board, and
• areas of involvement.

When the CEO’s office meets with stakeholders it is generally with one stakeholder for a focussed discussion.

When the Board meets with guest stakeholders at its meetings it is recommended to have group discussion. The Board works with the CEO’s office to identify local guests to invite to Board meeting discussions.

The organization has a protocol in place for when stakeholders want to meet with the Board. Meeting opportunities with specific groups can vary based on timeline, local events, and type of work done by groups.

The Board noted the various stakeholder engagement strategies, protocols, and policies within the organization. Various forms and processes are required for different types of engagement. It was recommended that these documents be compiled into one document as feasible.

Action: All present and proposed stakeholder engagement documents will be reviewed and opportunity for streamlining and clarifying will be identified. Recommendations will be shared with Board members.

25. Requirements for standards to be recommended to the Minister for regulation - Process for regulations

The CEO presented an overview on how the organization can best support the work of Minister Khera in preparing the preliminary work to support the regulation process.

For best outcome, the following factors need to be considered:

• Impact assessment: What has the most impact compared to investments and effort for bringing standards into regulation?
• Provide support with costs analysis for each standard, and for engagement from industries and government.
• Provide support and recommendations prior to pilot implementations via government departments.

Action: When full Board membership is complete, an invitation will be sent to Minister Khera to attend an Accessibility Standards Canada’s Board meeting.

26. Centre for expertise

A. Podruski presented the Centre of Expertise initially launched at the end of May 2023 and available for consultation on the organization’s website. Each priority areas for standards are identified with an image for quick access. This site is also accessible to all and user friendly.

Users can easily find a project which covers more than one priority area as it is posted under each relevant priority area. Information is initially accessed first by general information and then goes further in details. All sections in the Centre of Expertise are the same and the research projects are identified as completed or are underway, which are identified by icons. The site is updated monthly.

The Board commented on the usefulness and look and feel of this new addition to the website. The site is user-friendly, very accessible, and easy to navigate.

27. Microsoft 365 platform: Update

M. Walter presented the latest update on the Microsoft 365 platform including the folder structure for documents. The launch of the platform is scheduled for December 2023. Board members will be kept informed on progression.

Action: Board members are required to provide the required documentation to Anthony Jolicoeur by email for the creation of their account.

28. Adjournment

39-13 Motion presented to adjourn the meeting at 4:40 p.m. NST. Carried by all.

Thursday, September 14, 2023

29. Welcoming remarks and roll call

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

39-14 Motion presented and seconded to open the meeting at 10:34 a.m. NST. Carried by all.

30. Terms of reference for heritage buildings

Document 47A: Briefing note

Document 47B: Terms of reference for heritage buildings

D. Zuppa informed Board members that the Terms of Reference (ToR) for heritage buildings will build on previous standards of built environment, existing building, and wayfinding.

Interpretation of a heritage building and modifying the building becomes difficult because the term “heritage” can prevent modifying certain aspects in these buildings, especially in relation to accessibility. Some heritage buildings are transformed into restaurants, offices, work environments and claims to exemption because it is a heritage building can prevent future modifications for full accessibility. Heritage buildings are also involved with Parks Canada and Tourism.

The Board raised a few concerns and made recommendations to consider including interpretation and visitor experience and requiring heritage buildings to meet accessibility standards when they are repurposed.

39-15 Motion presented and seconded that the Scope of Work for the Technical Committee for Heritage Buildings and Sites – Accessibility for Federally Regulated Entities as defined by the Accessible Canada Act  , be approved as modified on September 14, 2023. Carried by all.

Action: Board recommended to include a component “visitors and the interpretation of heritage buildings” to the section on the Scope of Work in the Terms of Reference.

Action: The Terms of Reference (ToR) will be revised to include parameters on the meaning of heritage buildings, and to include policies of what a heritage building entails. The ToR will be resubmitted to Board when completed.

31. Annual public meeting 2023 – Report and learnings

Document 48A: Annual public meeting report 2023

B. McCannell and A. Deslauriers presented Final Report on the 2023 Annual Public Meeting (APM). The APM was held virtually on June 1, 2023. 95% of participants at the APM were satisfied with the presentations.

For future APMs, Board members discussed options to engage more participants from all regions of the country. This is especially important for francophone and northern areas.

39-16 Motion presented and seconded that the Board approve the final report on the 2023 Annual Public Meeting, as presented on September 14, 2023. Carried by all.

32. Communications strategy

Document 49A: Briefing note

Document 49B: Communications strategy 2023 to 2026

C. Richard presented the Communications strategy for 2023 to 2026. It outlines high-level directions for internal and external communications in the next 3 years. The vision is to position the organization as a world leader in developing equity-based accessibility standards.

The organization will be prepared and be flexible to meet the changes in the communication landscape. The strategy will support the communications team to present more live content and engage with real people in real time. The communications team will also embark on trends with new technologies along with learning opportunities to support the work of Accessibility Standards Canada.

The “Community of Practice on Accessible Communications” has increased the number of participants to 326 members. This group includes all other government departments and informs participants on the latest practices for accessible communications.

The Board suggested putting document into a ‘strategy format’, adding professional organizations as a target audience, and including evaluation to know when objective has been reached.

Action: It is recommended to include a yearly table in the Communications strategy that matches the activities to the objectives. In addition, the inclusion measurement indicators could assist the evaluation process for all activities.

39-17 Motion presented and seconded that the Board approve the Communications Strategy 2023 to 2026, as presented on September 14, 2023. Carried.

33. Standards harmonization FPT strategy

P. Rizcallah reaffirmed the organization’s commitment to pursue a harmonization strategy with the federal, provincial, territorial (FPT) and some municipal government. Accessibility Standards Canada will support and work cooperatively with northern and Indigenous communities.

It is understood that to support harmonization, compromises are often necessary. Accessibility Standards Canada will need to identify the circumstances under which compromises are made to maintain the organization’s equity-based standards.

Action: To consider the next steps to encourage other federal-provincial-territorial jurisdictions to come on board with Accessibility Standards Canada. The Board will return to this discussion in the future.

34. In-Camera Session – Directors’ stakeholder engagement

39-18 Motion presented and seconded to go in-camera with invitation to the CEO to participate. Carried by all.

39-19 Motion presented and seconded to return to the meeting. Carried by all.

The CEO’s office and Chairperson (Paul-Claude Bérubé) reached out to contacts in Alberta for a potential future stakeholders group discussion. The organization will inform the Board members and verify their availability when more details are confirmed.

35. Other business

1. Directors Stakeholder Engagement: The CEO office will contact interested Board members to determine who could participate in upcoming stakeholder engagements in Alberta and New Brunswick.
2. Board Self-Evaluation 2023: While the Board Self-Evaluation will not include the CEO and staff of the organization this year, it is recommended that the CEO provide its recommendation concerning the possibility to asks staff for their feedback on Board preparation work and functions.

36. Forward agenda

The contingency plan will identify priorities for presentation at the December 2023 Board meeting. The Board self-assessment report will be presented as planned.

37. Concluding remark

M. Reid thanked all Board members for their participation to the meeting. She also thanked the technician from Eastern Audio Visual for providing their expertise for this meeting. All support from Board members and employees is most welcomed. Board members are asked to fill out the Board meeting evaluation form.

38. Adjournment

39-20 Motion presented to adjourn the meeting at 12:15 p.m. NST. Carried by all.