Minutes of the Board of Directors’ Regular Meeting – December 13 to 15, 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 (virtually)
- Dr. Joe McLaughlin, Director
- Laurie Ringaert, Director (virtually)
Accessibility Standards Canada Public Officers:
- Philip Rizcallah, Chief Executive Officer (CEO)
- Heather Throop, Special Advisor (virtual) (December 14 - virtually)
- Dino Zuppa, Chief Operating Officer (COO), Standards and Research
- Collinda Joseph, Manager, Accessibility and Education (December 13 - virtually)
- Andrea Podruski, Manager, Research and Impact (December 13 - virtually)
- Matthew Zic, Manager, Standards Development (December 13 - virtually)
- Daname Gogue, Manager, Grants and Contributions (December 13 - virtually)
- Philipe Sarrazin, Chief Financial Officer and Director General (CFO), Corporate Services (December 14 - virtually)
- Martine Bareil, Manager, Communications
- Valerie Patrick, Senior Policy Analyst, Financial Services (December 14 - virtually)
- Tina Dowe, Analyst, Business Analysis, Administrative Services
- Maggie Saunders, Director, Stakeholder Relations and Intergovernmental Affairs (virtually)
- Guillaume Dufresne, Manager, Stakeholder Relations and Corporate Secretariat
- Micah Walter, Senior Policy Analyst, Intergovernmental Affairs (December 14 – virtually)
- Christopher Collmorgen, Senior Policy Analyst, Stakeholder Relations and Corporate Secretariat (virtually)
- Jasmine Desloges, Coordinator, Stakeholder Relations and Corporate Secretariat
- Erica Carson-Sami, Policy Analyst, Intergovernmental Affairs (December 14 – virtually)
Guest: Marzieh Tafaghod, A/Director General, Accessible Canada Directorate, Employment and Social Development Canada (ESDC) (December 14 – virtually)
Minutes
Tuesday, December 13, 2022
1. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
32-1 Motion presented and seconded to open the meeting at 9:08 a.m. EST. Carried by all.
2. Land acknowledgement
M. Bareil presented a land acknowledgement as a small act of reconciliation with Indigenous peoples of Toronto, from where she was participating.
3. Board meeting agenda
Document 3A: Proposed agenda
32-2 Motion presented and seconded to approve the agenda of the Board of Directors’ regular meeting held from December 13 to 15, 2022, with modification that the consent agenda be scheduled for a duration of five minutes. Carried by all.
4. Proposed consent agenda
32.3 Motion presented and seconded to approve items 4 to 15 from the agenda, with modification to remove items 6 (Correspondence), 9 (External Affairs Committee Report) and 13 (Travel Reimbursement and Per Diem Guidelines) for further discussion. Carried by all.
- Board Minutes of September 19 to 21, 2022
- Board Motions and Action Item List
- Chairperson’s Report
- Internal Affairs Committee Report
- Internal Affairs Work Plan
- 2022 Annual Public Meeting Report
- COPHAN Meeting
- Quarterly Web Report
- Board Meeting Feedback Form
5. Get to know me
M. Reid shared a summary of her life and work experience with fellow Board members.
Action: P.-C. Bérubé will present this item at the February 2023 Board meeting.
6. CEO’s update
Document 17A : CEO’s report
Document 17B: 3-year Rolling Strategic plan
The CEO presented a summary of main items presented in the CEO report. Notably, the CEO met with government officials from the three territories and various disability stakeholder organizations. The CEO also met with international organizations interested in future research collaboration and using the standards.
The CEO explained that Board support, including reimbursement, will be consolidated in the new year under M. Saunders.
The CEO announced that M. Bareil is the new Chief of Staff.
More information to be provided for items 51 (Standards – Best Practices – Guidelines) and item 53 (CSA Co-branding with Accessibility Standards Canada: Review) at this meeting.
7. Correspondence – item 6 from consent agenda
The Chairperson explained the context of the correspondence, as it further clarifies the organization’s involvement in relation to co-branded standards.
8. External Affairs Committee report – item 9 from consent agenda
The Chair of the External Affairs Committee (EAC), B. Adair, stated that the Communications plan was previously approved at the September 2022 Board meeting. It should be removed from the EAC report. Further, the EAC work plan for 2023 to 2024 will be presented at the February meeting and not at the December 2022 Board meeting.
9. New proposed agenda – December 13 to 15, 2022
32-4 Motion presented and seconded to move item 51 (Options: Standards – Best Practices – Guidelines) and item 53 (CSA Co-Branding with Accessibility Standards Canada: Review) from Day 3 to Day 2 in the morning, and items 33, 34, 35 and 37 would be presented on Day 3. Carried by all.
10. Generative Discussion: Intersectionality
Document 19A: Briefing note
Director M. Haan presented the topic of Intersectionality for discussion with all Board members. Board members affirmed the importance of having a diversity of people living with disabilities to provide feedback and engage in our work. It was agreed that the composition of the Board and technical committees should reflect the fact that disability intersects with other identity factors.
11. Standards development update
Document 21A: Standards development update
The COO, D. Zuppa, gave a summary of the present and future activities for standards development. To reach the goal of the Roadmap to 2040, Accessibility Standards Canada will need to increase the amount of standards developed per year to reach its goal for completion. Developing equity-based standards is complex and generally takes more time than minimum based standards.
The update also included information about the internal process and team supports for standards development, average number of months to develop a standard and status of standards under development.
Terms of References for three new technical committees were to be presented to Board members later in the afternoon. Terms of References for new technical committees (Accessible Procurement and Accessible Tourism) will also be presented at the February 2023 and May 2023 Board meetings.
12. Standards development priorities – research
Document 22A: Briefing note
The COO informed Board members that Transportation and Design and Delivery of Accessible Programs – Customer Service have been identified as areas of importance.
32-5 Motion presented and seconded that the Board identifies the next two priority topics for standard priorities as being Transportation and Design and Delivery of Accessible Programs – Customer Services. Carried by all.
13. Terms of reference: Acoustics for the built environment – New technical committee
Document 23A: Briefing note
Document 23B: Terms of Reference – Acoustics for the built environment
The COO informed Board members that the Terms of Reference is developed based on background research on acoustics related to the built environment.
32-6 Motion presented and seconded to approve the proposed Terms of Reference for the Technical Committee on Acoustics for the Built Environment with the following element for consideration:
- To include an intersecting approach with other standards and any new standards.
Carried by all.
Action: Accessibility Standards Canada will use an intersectional approach in the development of all their standards and include appropriate references.
14. Terms of Reference: Transportation – New technical committee
Document 24A: Briefing note
Document 24B: Terms of reference – Transportation
The Terms of Reference for Transportation are in relation to the journey of a person with a disability including service delivery and the built environment, and the use of federal transportation modalities such as trains, planes, and boats.
32-7 Motion presented and seconded to approve the proposed terms of reference for the Technical Committee on Transportation with elements for consideration such as:
- Change the title of the standard to Travel Journey for People with Disabilities
- To rephrase the sentence “assisting them with safe transfers” under section Customer Service
- To replace “visual versions of auditory announcement” with “audio and visual announcement” under the section Information and Communication Technology
- To include information about “service entertainment” under section Information and Communication Technology
- To replace “support” with “assist” in first bullet point under section Customer Service
- To replace “Creation of a passport” with “Creation of an optional passport” in second bullet point under Customer Service.
Carried by all.
Action: A revised version of the Terms of Reference for Transportation will be shared for information at the February 2023 Board meeting.
15. Terms of Reference: Design and delivery of accessible programs-Customer service – New technical committee
Document 25A: Briefing note
Document 25B: Terms of reference-Design and delivery of accessible programs-Customer services
32-8 Motion presented and seconded to approve the proposed terms of reference for the Design and Delivery of Accessible Programs and Services including Customer Service with the following elements for consideration:
- In first bullet point, under section Policies, to replace “act with independence and dignity” with “access goods and services with dignity”
- To insert as third bullet point under section Policies “access goods and services on an equitable basis as others”. This includes navigation of services, timeliness of disability-related adjustments/accommodations, without disability-related barriers (ex: attitudinal, systemic, physical, technological barriers)
- To review wording of third paragraph under the section Policies
- To include as a fifth bullet point, under section Training, “communication as a two-way process”
- To replace title of section 3 from Communication to “Policy Information and Feedback”
- Also under section 3, to add a sixth bullet point “equitable access to goods and services” under the paragraph “The standard will also”.
Carried by all.
Action: A revised version of the Terms of Reference for Design and delivery of accessible programs-Customer services will be shared for information at the February 2023 Board meeting.
16. Grants and Contributions: Research priorities for 2024 to 2025
Document 27A: Briefing note
The COO explained the three stages involved in the process of establishing research priorities for 2024 to 2025.
The first stage was carried out at this Board meeting which involves information and discussion on the five research areas for priorities were presented to Board members:
1. Intersectionality and intersectional barriers
2. Areas of transportation: air, train, boat/ferry, buses
3. Changes to employment (hybrid work, teleworking, and hotelling policies)
4. Environmental sensitivities
5. Employment with emphasis on work in remote and rural areas.
Based on discussions, the Board agreed to add the following priorities research areas for consideration:
6. Building capacity within community
7. Effective engagement with persons with disabilities
8. Signed language communication
9. Research priorities for people of short stature and for children (example: railing)
In Stage 2, Board members were invited to submit other research ideas before January 18 to be added to list of priority areas that will be included in the briefing note for the February Board meeting where final decisions will be made (Stage 3).
17. Grants and Contributions: Program roles and responsibilities
Document 28A: Briefing note
No action.
18. Concluding remarks
It was agreed by all that the Board will review the motion for the Travel Reimbursement and Per Diem guidelines on Day 2.
19. Adjournment
32-9 Motion presented to adjourn the meeting at 4:07 p.m. Carried by all.
Wednesday, December 14, 2022
20. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
32-10 Motion presented and seconded to open the meeting at 9:10 a.m. EST. Carried by all.
21. Land Acknowledgement
G. Dufresne presented a land acknowledgement as a small act of reconciliation with Indigenous peoples of Toronto, from where he was participating.
22. Travel Reimbursement and Per Diem guidelines – item 13 on the consent agenda
The Chairperson asked if there was any request for further clarification on this item. No request presented.
32-11 Motion presented and seconded that the Travel Reimbursement and Per Diem guidelines be approved as presented. Carried by all.
23. CSA Co-branding with Accessibility Standards Canada: Review and Options” standards – best practices – guidelines
Documents 51A and 53A: Presentation
Board members were informed about some challenges regarding agreement with CSA to co-brand next version of CSA/ASC B651 Accessible design for the built environment. Board members were also informed about a duplication complaint from the CSA regarding the ASC Model Built Environment Standard. Presently the complaint is being reviewed and it is anticipated that the Standards Council of Canada (SCC) will render a decision by the end of January 2023. Board members agreed that standards should strive to be of the utmost benefit to the accessibility community and Canadian population. Accessibility Standards Canada’s work must live up to the purpose of Accessible Canada Act and the organization’s mandate.
24. Presentation : Avoiding Ableism
E. Carson-Sami, Policy Analyst within the Intergovernmental Affairs team, made a presentation to the Board on the topic of Avoiding Ableism followed by an exchange with Board members.
25. CSA Co-Branding with Accessibility Standards Canada: Review, and Options: standards – best practices – guidelines – Continued
The Board proceeded to present a motion in relation to the CSA Co-Branding with Accessibility Standards Canada.
32-12 Motion presented and seconded that if negotiations do not go as planned, the Board supports:
• the termination of the Accessible Standards Canada’s agreement with CSA to jointly develop CSA/ASC B651 Accessible design for the built environment;
• the continuation of the Accessible Standards Canada’s agreement with CSA to jointly develop CSA/ASC B651.2, Accessible design for automated banking machines and self-service interactive devices;
• the continuation of the Accessible Standards Canada’s agreement with CSA to jointly develop CSA-ASC B652-2022, Accessible homes;
• working in collaboration and jointly developing standards with other standards development organizations on a case-by-base basis where that organization supports Accessibility Standards Canada's values and standards focus on equity-based standards; and
• the organization’s continued effort in addressing current and potential future duplication complaints filed with the SCC in relation to Board approved standards.
Carried by all.
Action: Notes from the Reflection Day held on November 7, 2022, will be shared with all Board members in the weeks to come.
26. Financial Update
Document 40A: Financial Report
The CFO, P. Sarrazin, presented a financial report for the second quarter results for 2022 to 2023. The quarterly financial report was on the organization’s website as of December 1, 2022.
27. Risk management report
Document 41A: Risk management report
The CFO presented a detailed risk management report to explain the status of each risk and their impact. The report also outlined the list of risks that are reviewed annually; the risks where the probability is reduced; and other risks which were removed as they are no longer applicable.
28. Enterprise risk management policy review
Document 42A: Briefing note
Document 42B: Enterprise risk management policy review
Document 42C: Risk registry
Document 42D: Risk tolerance statement
A revised version of the Enterprise risk management policy was presented to Board members. The CFO explained the few minor changes made to the present policy and the process involved in evaluating each risk. The risk management framework was adapted to the organization’s needs and all teams are included in the risk management process. Future training on risk management will be provided to new employees who were not involved in its implementation. The organization will be looking into a software to automate the risk management functions, including reporting.
Action: To include in document 42C (Accessibility Standards Canada Risk Registry) the reference to the name of the risks that were removed. The revised version will be included in the e-binder.
Action: To prepare a chart with different columns for the following: 1) the list of risks and their assigned number; 2) the level of tolerance for each risk; 3) the rate for each risk and mitigation measures; 4) who is responsible to address the risk; 5) changes to risks when mitigation measures have been applied.
29. Directors’ stakeholder engagement plan – Follow-up
Document 43A: Briefing note
B. Adair, Chair of the EAC, presented the revised follow-up document based on the discussion held at the September 2022 Board meeting. Board members provided recommendations on what they are looking for regarding stakeholder activities when the Board is holding meetings in different cities. The EAC will create a proposal for review by the Board and will take into consideration that Board members meet in person and virtually.
Accessibility Standards Canada also has protocols when meeting with specific groups or when a group meets with the Board.
Recommendations provided by Board for document 43A were the followings:
• In first bullet point in section on Process for designation of Board attendees, to only use the sentence “Help establish working relationships with stakeholder groups: …”.
• To replace “should” with “could” accompany the CEO on page 1;
• To identify in six to 12 months groups that will be impacted by standards outside of the government, including smaller groups. These do not need to be linked to a Board meeting in certain cities;
• To consider using the term “civil society” to differentiate stakeholders other than government; and
• To eliminate gendered language.
32-13 Motion presented and seconded that the EAC will review recommendations and defer the approval of this document to the February 2023 Board meeting. Carried by all.
30. Accessible Canada Directorate update
M. Tafaghod, Acting Director at Accessible Canada Directorate, ESDC, made a virtual presentation on the recent and future activities of the Directorate, followed by questions and answers with Board members. The Chairperson thanked Ms. Tafaghod for her presentation.
31. Directors’ stakeholder engagement plan – Follow-up - (Continued)
Document 43A: Briefing note
Board members shared their views on the important points to develop for preparing and designing events when meeting with stakeholders in proximity to Board meetings. These encounters could be in person or virtual. It was agreed that meeting with stakeholders could also be done outside of Board meetings if the opportunity presents itself. EAC and the Stakeholder Relations team will develop a guideline to integrate the Board recommendations.
Action: Guidelines to meet with stakeholders in proximity with Board of Directors meetings will be presented in a future Board meeting.
32. Adjournment
32-14 Motion presented to adjourn the meeting at 3:59 p.m. Carried by all.
Thursday, December 15, 2022
33. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
32-15 Motion presented and seconded to open the meeting at 9:07 a.m. EST. Carried by all.
34. Land acknowledgement
J. Desloges presented a land acknowledgement as a small act of reconciliation with Indigenous peoples of Toronto, from where she was participating.
35. Annual Public Meeting 2023 – Preparations
Document 46A: Briefing note
B. Adair presented recommendations put forth in document 46A for the next Annual Public Meeting (APM) to be held in 2023. Board members provided feedback to the recommendations and added various perspectives of how the APM could be prepared and presented. Logistics and human resource capacity are additional aspects the Board considered.
32-16 Motion presented and seconded to postpone the approval of the EAC recommendations for the APM at the next Board meeting. Carried by all.
36. 2022 Board self-evaluation draft report
Document 33A: Briefing note
Document 33B: 2022 Board self-evaluation draft report
32-17 Motion presented and seconded that the Board proceeds to an in-camera session with participation of P. Rizcallah, M. Saunders, H. Throop and M. Bareil. Carried by all.
32-18 Motion presented and seconded to end the in-camera session.
37. Indigenous awareness training – Update
Document 34A: Briefing note
32-19 Motion presented and seconded to approve the recommendations for the Roadmap for Indigenous Training as outlined in document 34A. Carried by all.
38. Board effectiveness training – Scope of work
Document 35A: Briefing note
Document 35B: Board effectiveness training – Scope of work
Further clarification on Board structure and incorporation of intersectionality to be developed prior to initiating Board effectiveness training.
32-20 Motion presented and seconded to defer this item to a future Board meeting. Carried by all.
39. Intersectional decision making
Document 37A: Briefing note
Insufficient time remained to present this item. Board members agreed to be cognisant of time allocated for each agenda item and to respect allocated time going forward.
32-21 Motion presented and seconded to postpone item 37 to the following Board meeting. Carried by all.
Action: The Chairperson will meet with the Chairs of the Standing Committees to review items presented at the next Board meeting.
40. In camera session
No other in camera session was held.
41. Other business
It was recommended by the CEO that the next Board of Directors meeting in February 2023 be virtual, based on government initiatives to move to more virtual meetings versus in person meetings. The Chairperson recommended that the change of location be reviewed by the Internal Affairs Committee and suggested a ten-minute conversation at the January 13, 2023, Special Board meeting.
32-22 Motion presented and seconded that the February 2023 regular Board meeting be held virtually.
The Chairperson voted against the motion. The Vice-Chairperson abstained. Director M. Haan was absent. Motion carried by 66% of remaining Directors.
Action: To discuss moving to more virtual meetings in February 2023.
42. Forward agenda
The following items were either postponed from this meeting to future meetings or already on the forward agenda list:
- Grants and Contributions: Research priorities for 2024 - 2025 – Part II
- Directors’ Stakeholder Engagement Plan – Follow-up (including guideline)
- Annual Public Meeting 2023
- Board Self-Evaluation Final Report
- Board Effectiveness Training – Scope of Work
- Intersectional Decision Making
- Virtual Board Meetings
43. Concluding remarks
The Board meeting evaluation form will be available through SurveyMonkey or Board members can fill out the paper form available at the meeting.
44. Adjournment
32-23 Motion presented to adjourn the meeting at 12:07 p.m. Carried by all.