Minutes of the Board of Directors’ Special Meeting - November 16, 2021
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
- Dr. Joe McLaughlin, Director
Regrets:
- Laurie Ringaert, Director
Accessibility Standards Canada public officers:
- Philip Rizcallah, Chief Executive Officer (CEO)
- Maggie Saunders, Director, Intergovernmental Affairs
Minutes
Tuesday, November 16, 2021
1. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson. The Chairperson and Vice Chairperson presented a land acknowledgement in honour of Indigenous peoples.
24-1 Motion presented and seconded to open the meeting at 1:15 p.m.
Carried by all.
2. Board meeting agenda
Document 2A: Proposed agenda
The Chairperson presented the proposed agenda for approval.
24-2 Motion presented and seconded to approve the agenda of the Board of Directors’ Special meeting held on November 16, 2021.
Carried by all.
3. Travel reimbursement and per diem payment guidelines – Section 6
Document 3A: Briefing note
The Chair of the Internal Affairs Committee (IAC) introduced the subject of the meeting. He explained that the Travel Reimbursement and Per Diem Payment Guidelines (the guidelines), which were recently updated and Board-approved in September 2021, have created unexpected difficulties for some directors. The Internal Affairs Committee (IAC) requests Board direction on whether the IAC should review the guidelines earlier than had been planned (May 2022). If so directed, the IAC would present the results of the review and a resolution to the issues at the February 2022 Board meeting.
Directors discussed the level of urgency. They noted that the changes to the guidelines occurred around the same time as the changes to the structure of standing committees. This may have contributed to difficulties around the application of the revised guidelines. Directors discussed the need for further clarification on roles and responsibilities of the Chairperson, Vice Chairperson, CEO and other positions.
The CEO underscored the part-time nature of the appointments to the Board. He stated that unless otherwise directed by the Board, he must abide by the recently approved guidelines. That means remunerating work within the limits of the guidelines. Activities must be pre-approved and if the current activities in the guidelines are causing issues, he needs clear direction to compensate for other related activities. Directors and the CEO discussed interim options until the review of the guidelines can be completed.
24-3 Motion presented and seconded to approve:
a) the Internal Affairs Committee review of the Travel Reimbursement and Per Diem Payment Guidelines in advance of the February 2022 Board meeting; and
b) the list of routine activities performed by the Chairperson and Vice- Chairperson will be circulated to the Board. The CEO can consider these activities as being approved by the Board until February’s meeting.
Carried by all.
4. Concluding remarks
The Chairperson thanked Board members for their time.
5. Adjournment
24-4 Motion presented to adjourn the meeting at 1:45 p.m. (Eastern Standard Time).
Carried by all.