Minutes of the Board of Directors’ Regular Meeting – February 22 to 24, 2023
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) (February 23 – virtually for item 29)
- Heather Throop, Special Advisor
- Martine Bareil, Chief of Staff, CEO’s Office
- Dino Zuppa, Chief Operating Officer (COO), Standards and Research (February 23–24 – virtually)
- Andrea Podruski, Manager, Research and Impact (February 23)
- Daname Gogue, Manager, Grants and Contributions (February 23 – virtually)
- Louis-Philippe Daigle, Acting Director General/Chief Financial Officer, Corporate Services (February 23 – virtually)
- Valerie Patrick, Senior Policy analyst, Financial Services (February 23 – virtually)
- Maggie Saunders, Director, Stakeholder Relations and Intergovernmental Affairs (February 22 and 24)
- Guillaume Dufresne, Manager, Stakeholder Relations and Corporate Secretariat
- Micah Walter, Senior Policy Analyst, Intergovernmental Affairs (virtually)
- Sophie Senghor, Policy Analyst, Stakeholders Relations and Corporate Secretariat (February 23 – virtually)
- Christopher Collmorgen, Senior Policy Analyst, Stakeholder Relations and Corporate Secretariat (February 23 - virtually)
- Hangameh Mumtazi, Coordinator, Stakeholder Relations and Corporate Secretariat
- Badra Benyamina, Junior Policy Analyst, Stakeholder Relations and Corporate Secretariat (virtually)
- Jasmine Desloges, Coordinator, Stakeholder Relations and Corporate Secretariat (virtually)
- Stefany Chenier, Acting Manager, Communications (February 22 and 24)
- Vylassa Ujoodha, Coordinator, Executive Services (virtually)
- Anthony Jolicoeur, IM/IT Officer (virtually)
Guests: Kevin Joy and Fiona Richards, MNP (February 23 - virtually)
Minutes
Wednesday, February 22, 2023
1. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
34-1 Motion presented and seconded to open the meeting at 10:00 a.m. EST.
Carried by all.
2. Land acknowledgement
K. Earle presented a land acknowledgement as a small act of reconciliation with Indigenous peoples of the National Capital Region, from where he was participating.
3. Board meeting agenda
Document 3A: Proposed agenda
34-2 Motion presented and seconded to approve the agenda of the Board of Directors’ regular meeting held on February 22 to 24, 2023, with the following modifications: item 23 (2022 Board Self-Evaluation Report) be presented followed by item 21 (2022 to 2023 CEO Assessment: Next Steps), then return to item 20 (Board profile).
Carried by all.
4. Transmission of Board Proposed Agenda
Document 4A: Briefing note
Document 4B: Extract of Governance Policy
The Chairperson requested approval of Board members to reduce the time required for distribution of proposed agenda to all Directors. By-law states that 45 days are required to send the agenda to Directors prior to the February 2023 Board meeting. Circumstances did not allow for it due to year end holiday.
34-3 Motion presented and seconded to authorize to send the draft agenda within 30 days, instead of the regulated 45 days, prior to the February 2023 Board meeting.
Carried by all.
Action: The Internal Affairs Committee (IAC) will further discuss this topic in the context of future Board meetings.
5. Proposed consent agenda
It was agreed to remove Item 5A (Board minutes of December 13 to 15, 2022) and 12A (Quarterly Web Report) from the consent agenda for further discussion during the Board meeting.
34-4 Motion presented and seconded that the Board approves the following items from the consent agenda:
- Board Minutes of January 13, 2023 (item 5B)
- Board Motions and Action Item List (item 6A)
- Internal Affairs Committee Report (item 8A)
- External Affairs Committee Report (item 9A)
- External Affairs Committee Work Plan 2023-2024 (item 10A)
Carried by all.
Action: For future agendas, indicate “No document” instead of leaving a blank.
6. Get to know me
Document 13A: My 10 rules of life
P.-C. Bérubé shared a summary of his life, inspirations and work experience with fellow Board members.
7. Chairperson’s Message
Document 14A: Chairperson’s report
The Chairperson shared his message outlining the evolution of the work carried by the organization over the last few years.
8. Generative Discussion: How can we be more effective as a Board?
Document 15A: Briefing note
Board members shared their views on how to be a more effective Board. Several referred to the large quantity of meeting materials. Others mentioned the need for better time management, prioritization of items to be discussed at meetings, and the need to simplify the agenda. Some members wished to gain a better understanding of government processes.
Action: The IAC will review the information presented to create a summary of major points. It will be shared with all Board members for future discussions.
9. New Strategic Plan
Document 19A: Briefing note
Document 19B: Draft PPT strategic plan
M. Reid, K. Joy and F. Richards led the discussion and asked Board members to provide feedback on the draft strategic plan. The document is aligned with the Roadmap to 2040 and reflects the organization’s vision, mission and values. Modifications were noted and will be reviewed by MNP and the IAC.
Action: MNP and the IAC will bring a new version of the new strategic plan for Board approval at a special board meeting in March 2023.
Action: To schedule a Board Special meeting on March 27, 2023 at 1:00 p.m. EDT to approve the New Strategic Plan.
Action: To include the following item to the May 2023 Board meeting: process to turn recommended standards into regulations.
10. 2022 Board self-evaluation report
Document 23A: Briefing note
Document 23B: 2022 Board self-evaluation final report
L. Ringaert presented a summary of the final Board self-evaluation report based on recommendations by Board members presented at the December 2022 Board meeting. Most recommendations are set in the “action plan” identified in the briefing note (23A). Several 2021-2022 actions still need to be pursued.
34-5 Motion presented and seconded that the Board approves:
- the final version of the Board self-evaluation report (document 23B);
- the 2022 Board Evaluation Action Plan recommendations in Table 1 (document 23A); and
- that the standing committees add related tasks to their work plans, identified in the Action Plan.
Carried by all.
Note: Director L. Ringaert has left the meeting for the day at 2:43 p.m.
11. 2022-2023 CEO assessment: Next steps
Document 21A: Briefing note
Document 21B: CEO assessment questionnaire
M. Haan presented the next steps to proceed to the CEO’s annual assessment for 2022-23. Board members reviewed the process, the timelines, and the assessment questionnaire. The CEO assessment will be the foundation for the CEO’s objectives/commitment for the upcoming fiscal year (2023-24).
34-6 Motion presented and seconded that the Board approves:
· The process for the assessment which is unchanged from the past year;
- The timelines for the assessment of the CEO; and
- The questions that will be used for this year’s assessment.
Carried by all.
Action: To schedule a Board Special meeting on April 27, 2023 at 2:00 p.m. EDT for two hours to approve the CEO assessment.
Action: Send assessment questionnaire to Board members on March 8, 2023.
12. Board profile
Document 20A: Briefing note
Document 20B: Board profile
M. Haan presented the work that was done in creating a Board profile.
The following modifications were presented to include in document 20B:
- add “non-profit organizations” under “Individual Profile Expertise”, number 4;
- add “official languages” under “Individual Profile Expertise, number 1;
- add “lived caregivers and families experiences” under Individual Profile Expertise, number 2, at the 3rd sentence.
34-7 Motion presented and seconded that the Board approve the Board profile with modifications.
Carried by all.
13. Board meeting format
Document 24A: Briefing note
Dr. McLaughlin reported that the IAC reviewed the government’s initiative to have 2 virtual and 2 in-person Board meetings for the upcoming fiscal year (2023-24). Board members discussed the pros and cons for scheduling future meetings.
34-8 Motion presented and seconded that Board hold four regular meetings during fiscal year 2023 to 2024. Three of these meetings would be in person (face to face), one would be held virtually.
Carried by all.
Action: The Internal Affairs Committee will send survey on potential dates and formats for regular Board meetings for 2023-24.
14. Items from the meeting’s consent agenda
- Approval of December 13 to 15, 2022 Board minutes (document 5A):
34-9 Motion presented and seconded to approve the minutes of December 13 to 15, 2022 with modification to indicate that item 42 would state “The following items were either postponed from this meeting to future meetings or already on the forward agenda list”.
Carried by all.
34-10 Motion presented and seconded that the Board approves to modify the motion 32-12 in the December 2022 minutes to state “Motion presented and seconded that if negotiations do not go as planned, the Board supports:”, followed by the five bullet points.
Carried by all.
Action: Send the minutes earlier to Board members and have them returned to employees for modifications.
b. Web Quarterly Report (document 12A):
Board members discussed the numbers represented in the report on social media outcomes for the organization.
15. Adjournment
34-11 Motion presented to adjourn the meeting at 4:01 p.m.
Carried by all.
Thursday, February 23, 2023
16. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
34-12 Motion presented and seconded to open the meeting at 10:00 a.m. EST.
Carried by all.
17. Land acknowledgement
B. Adair presented a land acknowledgement as a small act of reconciliation with Indigenous peoples of the National Capital Region, from where he was participating.
The Chairperson reminded Directors that Item 36 (GIC Appointments) is for information and not for Board approval. Item 40 (Grants and Contributions Program: Priorities Research for 2024 to 2025) is for the duration of 60 minutes.
Two dates were proposed for two special Board meetings (both virtual), one in March 2023 for the approval of the Strategic Plan, and other one in April 2023 for the approval of the CEO assessment and the 2022-23 Annual Report.
34-13 Motion presented and seconded that the Board holds a Special meeting on March 27, 2023 from 1:00 to 2:00 p.m. EDT, and a second Special meeting on April 27, 2023 from 2:00 to 4:00 p.m. EDT.
Carried by all.
18. CEO’s update
Document 29A: CEO’s report
Document 29B: 3-year rolling strategic plan
The CEO:
- provided an update on the enhanced level of service provided to the Board as announced at the December 2022 Board meeting;
- responded to questions from Board members regarding the alignment of Accessibility Standards Canada standards with standards from other jurisdictions; and
- explained the rules preventing persons other than government officials from attending federal, provincial and territorial meetings.
M. Bareil also provided information about the ongoing work to develop core competencies for Accessibility Standards Canada employees.
19. Directors stakeholder engagement plan – Follow-up
Document A: Briefing note
B. Adair presented the revised Directors stakeholder engagement plan as outlined in document 32A.
34-14 Motion presented and seconded that the Board approves the modified follow-up clarifications of the Directors Stakeholder Engagement Plan.
- In Appendix 1, second paragraph, mention that completing the form for Directors to attend functions is for approval;
- In Appendix 1, third paragraph, replace “accompany” by “be invited by”; and
- To include regional and local organizations in engagement list.
Carried by all.
20. Accessibility Standards Canada annual report 2022-2023
Document 30A: Briefing note
B. McCannell presented the theme for the annual report 2022-23.
34-15 Motion presented and seconded that the Board approves the proposed theme for the 2022 to 2023 Accessibility Standards Canada Annual Report: “From words to action: Moving together toward a Canada without barriers”. It is also recommended to submit the Annual Report for Board approval at a special Board meeting on April 27, 2023.
Carried by all.
21. CFO’s Update
Document 34A: Financial report
L.-P. Daigle presented the financial report for the third quarter results for 2022 to 2023. Forecasted expenditures are well within the planned budget. The end of year financial report to be presented at the May 2023 Board meeting will reflect all expenses incurred during the full fiscal year.
2. Risk management report
Document 35A: Risk management report update
L.-P. Daigle presented the risk management report. The key activity since the December 2022 Board meeting is the acquisition of the software for risk management processes. This will facilitate financial and risk management reporting, as well as providing high quality reporting.
Action: To provide a complete Risk registry for the next Board meeting in May 2023, based on information provided at the December 2022 Board meeting.
23. GIC Appointments
Document 36A: Briefing note
L.-P. Daigle presented this item for information purpose. Document 36A provided information from the Privy Council regarding appointments of Board members for the organization. Board members will be kept informed as process evolves.
24. Annual Public Meeting 2023
P. Hartin gave a verbal update on the status of the 2023 Annual Public Meeting. Plans are moving forward based on directions provided by the Board on January 13, 2023. The External Affairs Committee (EAC) will monitor all preparations.
Action: The EAC to inquire if Board members can submit claims if they want to host viewing parties.
25. Standards Development Update
Document 38A: Briefing note
D. Zuppa reported that the Plain language technical committee is on schedule for public review in spring 2023. In March 2023, a call for new membership will be launched publicly for three committees (acoustic for built environment, accessible travel journey, program design and service delivery including customer service) .
Collaboration on jointly developed standards with CSA is going forward and three standards (ASC/CSA B651, ASC/CSA B651.2 and ASC/CSA B652) have been completed and published.
The Centre of Expertise will be launched in Spring 2023.
Employees will consult with M. Haan on collecting information on intersectionality in regards to technical committee members.
26. Grants and contributions program: Priorities Research 2024 to 2025
Document 40A: Briefing note
Board members reviewed the options for selecting four research areas for the Grants and Contributions program for the period 2024 to 2025.
34-16 Motion presented and seconded that the Board approves the four proposed research areas for the Grants and Contributions 2024 to 2025 funding cycle.
- #1 (intersectionality and intersectional barriers)
- #6 (effective engagement of people with disabilities in the standards development process)
- #7 (equitable communication for the deaf and deaf-blind communities)
- #11 (accessibility within northern communities including cultural and climate considerations)
Carried by all.
Board members supported the three-step process used to approve priority areas and the clear instructions provided to them in the meeting materials.
27. Terms of reference for standards
Document 41A: Briefing note-Accessible procurement
Document 41B: Terms of reference-Accessible procurement
Document 41C: Briefing note-Accessible tourism
Document 41D: Terms of reference-Accessible tourism
Document 41E: Briefing note-Accessible artificial intelligence
Document 41F: Terms of reference-Accessible artificial intelligence
41B: Terms of reference for accessible procurement
A. Podruski presented the terms of reference for Accessible procurement, based on the entire process for procurement as a standard.
It is recommended that the terms of reference for accessible procurement be based on the procurement aspect such as the purchasing, leasing and contracting and not on the process. This will ensure that the products, services or leased facilities are accessible. The process will be accessible if the procurement aspect is accessible.
Proposed modifications to the terms of reference on accessible procurement include:
- In document 40B, page 5, section « Responsibilities » add bullet stating that the technical committee members must: « abide by the values of Accessibility Standards Canada as approved by the Board of Directors. This should be added to the template for all Terms of Reference.
- In document 40B, page 7, section « Contracting Phase » add bullet stating “take into consideration accommodation costs”. Accommodation costs should be separate and an added cost, not taken from the initial budget.
- Expand the Scope of work to include the following three areas and present a plan for a sequence process:
- process for biding is accessible;
- ensure that facilities, products and services that are purchased, leased or contracted are fully accessible to people with disabilities;
- give preference to suppliers that give priority to access and inclusion, as reflected in the values of their company;
- Include in the terms of reference template a start and end date to develop the standard.
- Suggestion was made to establish relationship between the staff and the project manager for all terms of reference templates.
34-17 Motion presented and seconded to postpone the approval of the terms of reference for accessible procurement and present the revised version of this document at the May 2023 Board meeting.
Carried by all.
41D: Terms of reference for accessible tourism
A. Podruski presented the terms of reference for accessible tourism which includes the whole journey of being a tourist from beginning to end.
Proposed modifications to the terms of reference on accessible tourism include:
- in the Scope of work, page 9, that tour operators should include people with disabilities as employees;
- the area of “interpretation” and its various modalities for communication from a wholistic perspective of various disabilities;
- “wayfinding” (signage, pathways, accessible announcements), to include “transportation” (getting from point A to B) that have accessibility options - these areas could also be reflected in other terms of reference;
- some transportation from point A to B is outside of our jurisdiction;
- in the Scope of work, reword and specify accommodations such as hotels and bed and breakfasts – under which jurisdiction;
- add access to campgrounds, to beaches, to water access.
34-18 Motion presented and seconded that the Board approves the new terms of reference for accessible tourism with modifications.
Carried by all.
41F: Terms of reference for artificial intelligence
A. Podruski stated that the terms of reference for artificial intelligence is in perpetual motion and evolving quickly. The terms of reference represent three different elements of the artificial intelligence system:
- make it accessible to people with disabilities for its entire development, design and implementation, evaluation cycles;
- make it equitable (confidential, respect of privacy) for artificial intelligence assures fair treatment of people with disabilities within the system and its effects and impact; and
- ensure the entire organizational process is accessible as it supports the first and second points above.
Action: Recommendation to include the potential for artificial intelligence to increase accessibility for people with disabilities.
34-19 Motion presented and seconded that the Board approves the new terms of reference for artificial intelligence with modifications.
Carried by all.
28. Terms of reference for standards
Document 42A: Terms of reference – Program design and service delivery including customer service
Document 42B: Terms of reference-Acoustics for built environment
Document 42C: Terms of reference- Accessible travel journey
The three Terms of reference documents 42A, 42B and 42C were approved at the December 2022 Board meeting with modifications. The revised version of these documents were also sent to Board members on February 10, 2023.
Board members recommended additional modifications to the following:
- In document 42A, Scope of work, expand on the design of the program;
- In document 42A, page 7, last paragraph, replace last sentence with « These policies will be to ensure that communication is done in a way that takes barriers experienced by a person with a disability into account”;
- In document 42B, page 7, Scope of work, subsection “Acoustics of specific spaces, including” add that all Government of Canada workspaces are under federal jurisdiction, which includes large gathering centres such as theaters, learning centres, conference centres, airports arrival - check-ins- departure lounge sections, national parks.
29. Adjournment
34-20 Motion presented to adjourn the meeting at 5:04 p.m. Carried by all.
Friday, February 24, 2023
30. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
34-21Motion presented and seconded to open the meeting at 10:00 a.m. EST.
Carried by all.
31. Land acknowledgement
M. Haan presented a land acknowledgement as a small act of reconciliation with Indigenous peoples of the National Capital Region, from where she was participating.
32. Conversations between Board meetings
Document 46A: Briefing note
Board members discussed how to improve communication and how to proceed with meetings where not all Board members are present.
Action: The Chairperson will review comments and follow-up with Board members for advice.
33. Plain Language follow-up
Document 49A: Briefing note
Document 49B: Summary of previous discussion
Document 49C: Existing documents
The Chairperson opened the discussion on plain language which was a continuation from a previous Board meeting. The Board recognizes the strong efforts made by the organization to produce documents in plain language. At the moment, there is no necessity to revise any policies, rules or practices already established about plain language.
34. In Camera Session
Document 47A: Briefing note
34-22 Motion presented and seconded that Board members proceed to in camera session with invitation to D. Zuppa, M. Saunders, and M. Bareil to join.
Carried by all.
34-23 Motion presented and seconded that Board members end the in-camera session.
Carried by all.
35. Other business
Proposed new meeting date for September 2023 regular Board meeting:
The fall Board meeting was initially scheduled to be held on September 13 to 15, 2023. A new date was proposed to respond to Directors’ availability.
34-24 Motion presented and seconded that Board members approve the September 2023 Board meeting be moved to the 12 to 14, and that the meeting ends at 12:00 p.m. EDT on September 14.
Carried by all.
36. Forward agenda
The following items were either postponed from this meeting to future meetings or already on the forward agenda list:
- Process to Turn Recommended Standards into Regulations
- Terms of Reference for Accessible Procurement
- Approval of the New Strategic Plan
- 2023-24 CEO Assessment and Annual Objectives – (Internal Affairs Committee)
- Risk Management: Review on Risk Management Report and Format – (Internal Affairs Committee)
- Review of Board Members Skills and Knowledge: Contributions to the Organization - (Internal Affairs Committee/External Affairs Committee) - Annual Critical Dates Calendar
- Orientation materials for new Board members – (Internal Affairs Committee)
- Board Effectiveness Training – (Internal Affairs Committee)
- Indigenous Awareness Training – (Internal Affairs Committee)
- Review of Policies, Protocols and Guidelines – Annual Critical Dates Calendar
- Review of Increasing Awareness of our Role, Work and Achievement (Annual Critical Dates Calendar)
37. Concluding remarks
The Chairperson thanked all Board members for their participation.
38. Adjournment
34-25 Motion presented to adjourn the meeting at 12:27 p.m.
Carried by all.