Minutes of the Board of Directors’ Regular Meeting – December 8 to 10, 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 (Dec 9-10)
- Dr. Joe McLaughlin, Director
Regrets: Laurie Ringaert, Director
Accessibility Standards Canada Public Officers:
- Philip Rizcallah, Chief Executive Officer (CEO)
- Dino Zuppa, Senior Director, Standards and Grants and Contributions (December 9)
- Maggie Saunders, Director, Intergovernmental Affairs
- Louis-Philippe Daigle, Manager, Deputy Chief Financial Officer (DCFO) (December 8 and 9)
- Heather Throop, Special Advisor (December 9)
- Micah Walter, Senior Policy Analyst, Governance and Reporting (December 8 and 9)
- Jacques Falardeau, Special Advisor, Intergovernmental Affairs (December 8)
- Collinda Joseph, Manager, Standards Development (December 9)
- Daname Gogue, Manager, Grants and Contributions (December 9)
- Martine Bareil, Manager, Communications (December 10)
- Christopher Collmorgen, Senior Policy Analyst, Stakeholder Engagement (December 10)
- Christopher Coulson, Policy Analyst, Stakeholder Engagement (December 10)
- Eric Chamberland, Junior Policy Analyst, Stakeholder Engagement (December 8)
- Stuart McGregor, Policy Analyst, Stakeholder Engagement (December 10)
- Tina Dowe, Analyst, Business Analyst (December 8)
- Brian Prairie, Senior Policy Analyst, Intergovernmental Affairs
- Jasmine Desloges, Coordinator, Governance and Reporting
- Anthony Jolicoeur, Coordinator, Governance and Reporting
Guests:
- Rupa Bhawal-Montmorency, Director General (DG), Accessible Canada Directorate, Employment and Social Development Canada (ESDC) (December 8)
- Barbara Collier, Executive Director, Communication Disabilities Access Canada (CDAC) (December 8)
- Krystine Donato, Board member, CDAC (December 8)
Minutes
Wednesday, December 8, 2021
1. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson. There is quorum for the meeting.
25-1 Motion presented and seconded to open the meeting at 12:00 p.m. EST.
Carried by all.
2. Land acknowledgement
Director Maureen Haan presented a land acknowledgement in honour of Indigenous peoples of the province of Ontario, from where she was participating in the virtual meeting.
3. Board meeting agenda
Document 3A: Proposed agenda
25-2 Motion presented and seconded to approve the agenda of the Board of Directors’ regular meeting held on December 8 to 10, 2021, with modifications to remove the following items:
- Item 4 (Correction of Minutes for June 1-2, 2021 Board meeting);
- Item 8 (Appointment of Independent Members to Standing Committees);
- Item 14 (Presentation on Ableism) to be removed and presented at a future meeting.
Carried by all.
4. Minutes of Board meetings
Document 5A: Regular Board Meeting minutes (September 13-15, 2021)
Document 5B: Special Board Meeting minutes (November 16, 2021)
25-3 Motion presented and seconded to approve the minutes of the Board of Directors regular meeting held on September 13-15, 2021, as presented on December 8, 2021.
Carried by all.
25-4 Motion presented and seconded to approve the minutes of the Board of Directors special meeting held on November 16, 2021, as presented on December 8, 2021.
Carried by all.
5. Business Arising
Document 6A: Action item list
Document 6B: Board motions list
Board members reviewed both lists. It was noted that only motions which require actions are recorded in the Action Item List. It was requested that a user friendly version of the Action Item List be presented at a future Board meeting.
6. Correspondence
Document 7A: Ministerial letter – By-Law
The updated version of the By-Law was approved by the Board at the last regular meeting in September 2021. A copy of the updated version of the By-Law was sent to the Minister with an accompanying letter from the Chairperson.
7. Chairperson’s update
Document 9A: Chairperson’s report
The Chairperson presented his report outlining his activities since the last Board meeting.
8. CEO’s update
Document 10A: CEO’s report
Document 10B: 3-year Rolling strategic plan
The CEO presented the main activities outlined in his report. All activities are linked to the 3-year rolling strategic plan to highlight the organization’s progress. It was reported that Accessibility Standards Canada received their official accreditation from the Standards Council of Canada as a Standards Development Organization. A public announcement for the accreditation will be made in the coming weeks.
The built environment committee is working within tight timelines due to interest in this area from provinces. The goals are to complete the standards in the 18 month period.
The organization plans to set up a “Center of Excellence” in the coming months to collect research material funded by the Grants and Contributions program. Research done through the development of standards will be made available to the public through the Centre of Excellence.
25-5 Motion presented and seconded that the Board of Directors offers their congratulations to the staff of Accessibility Standards Canada for their work to obtain accreditation.
Carried by all.
9. Accessible Canada Directorate update
Document 15A: Presentation
The DG of Accessible Canada Directorate, ESDC, Rupa Bhawal-Montmorency, made a presentation to the Board of Directors. She presented an overview of the latest activities of the Directorate, which included the development of the implementation of the Accessible Canada Act (the Act). The Directorate is working closely with Accessibility Standards Canada.
Accessible Canada Directorate developed their mission, vision and value statement which was shared with Board members. Their statement clarified their work within the accessibility community and stakeholders. They have started engagement with stakeholders on a data strategy and hope to complete it by the end of fiscal year.
The Directorate is preparing a roadmap to outline the collaborative work of national organizations, stakeholders and government entities. Since 2019, the Directorate has a Grants and Contributions program. They are now developing a new approach to the research programs.
The Chairperson thanked Rupa Bhawal-Montmorency for her presentation and for ongoing collaboration.
10. Communication Disabilities Access Canada Presentation
Document 16A: CDAC and biographies
Document 16B: Presentation
Document 16C: Resources
The Executive Director of CDAC, Barbara Collier, and Board member of CDAC, Krystine Donato, made a presentation to Board members. Their presentation included information about the work and nature of their organization. CDAC has developed guidelines for all forms of communications adapted to the specific needs of people with disabilities. Their presentation also included information and recommendations for Accessibility Standards Canada.
Accessibility Standards Canada now uses the CDAC definition for “communication” as it is more inclusive. Accessibility Standards Canada welcomes CDAC’s feedback on future draft standards.
The Chairperson thanked Barbara Collier and Krystine Donato for their presentation and their work to support the disability community.
11. CFO’s update
Document 11A: Financial report
The DCFO, Louis-Philippe Daigle, presented a quarterly financial summary for year 2020 to 2021 for Accessibility Standards Canada. All quarterly financial reports are posted on the organization’s website two months after quarter end.
It was explained that the delay in the reporting of the first quarter salary invoices was received in the second quarter, and delay in reporting will be rectified in third quarter since the organization has now become self-sufficient in salary management. Operating systems for human resources services was recently transferred from ESDC to the organization. This will allow consistent reporting moving forward.
For the year 2022 to 2023, the organization will implement rigorous processes. It will maximize resources by increasing planning capacity for human resources. The DCFO reported that the organization is now well situated to prioritize planning for the years ahead.
12. Access to Information and Privacy (ATIP)
Document 13A: Presentation
The DCFO made a presentation on the process and expectations related to Access to Information and Privacy requests. The presentation gave an overview of the Access to Information and Privacy Acts.
13. Concluding remarks
The External Affairs Committee will identify clear guidelines on what the Board of Directors would like to hear from stakeholders and consider expectations from presenters. This matter will be reviewed on Day 3 of the Board meeting.
14. Adjournment
25-6 Motion presented to adjourn the meeting at 4:00 p.m.
Carried by all.
Thursday, December 9, 2021
15. Welcoming remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
The Chairperson recommended that a 15 minute period be added at the end of Day 3 as a debriefing period for all Board members. It was agreed by all Board members.
25-7 Motion presented and seconded to open the meeting at 12:00 p.m.
Carried by all.
16. Land acknowledgement
Director Penny Hartin presented a land acknowledgement in honour of Indigenous peoples of the province of Ontario, from where she was participating in the virtual meeting.
17. Get to know me
Director Bill Adair shared a summary of his life and work experience with his fellow Board members.
18. Update on grants and contributions
Document 22A: Grants and contributions – Highlights and overview
Board members were informed that allocation of funding for two-three years projects is given in different periods. From the $8.5 million allocated for research projects for this fiscal year, the organization has a remaining $1.5 million to fund selected Grants and Contributions proposals. Accessibility Standards Canada will propose priority areas.
The same situation applies to the priority areas for standards development. The organization will focus on the standards currently underway.
The Senior Director of Standards and Grants and Contributions, Dino Zuppa, provided more information on which projects are funded and the requirements. Information was shared on the specific phases of the projects. A table outlining programs to date and eligible recipients was presented to Board members by fiscal years since the beginning of the program in 2019 up to March 2022. Future tables on Grants and Contributions will include type of disabilities. It was also suggested that the number of community-based and disability-led organizations selected for Grants and Contributions is tracked. The organization is presently creating a Centre of Expertise.
19. Grants and contributions - Research funding priorities
Document 23A: Briefing note
It was recommended that the organization not approve any new priorities at this meeting, but to refer to the priorities already funded as a guideline to determine which areas would be granted the $1.5 million for funding in this fiscal year. It was proposed and agreed by all Board members that the Board be presented with areas to develop the next series of grants and contributions at the February 2022 Board meeting.
20. Update on standards development process
Document 25A: Update on standards development process – Accreditation process
It was announced that Accessibility Standards Canada was officially accredited through the Standards Council of Canada (SCC) and accreditation documents will be signed shortly. The next assessment by SCC will be in six months.
Accreditation was a requirement for the organisation to be recognized nationally and internationally. It also facilitates the adoption of Accessibility Standards Canada’s standards by other Standards Development Organizations.
Once the policies are reviewed by Legal Council, Board members will be presented the new policies and procedures in relation to the standards development process.
21. Update on standards development
Document 26A: Update on standards development
Dino Zuppa provided an overview of the work presently under development and for the years to come. Much of the foundational work has been put in place and the organization now has 10 standards under development. Five of these standards will be publicly reviewed in 2022 to 2023. The organization is working on developing platforms for these public reviews.
A comprehensive chart with a description of standards was presented outlining the targeted phases and dates for each of the ten approved standards. The organization is also compiling seed documents and background work for the technical committees for the present work and use by future committees. The organization plans to start launching new standards in 2023. Approval of new standards would be done by the Board of Directors as well as recommendations for regulations.
22. Internal Affairs Committee update
Document 27A: Committee report
The Chair of the Internal Affairs Committee, Dr. Joe McLaughlin, presented a summary of the latest activities of the Committee since the last regular Board meeting in September 2021. The Committee will be reviewing the Board assessment findings and will present their report at the February 2022 Board meeting.
23. Internal Affairs Committee: Work plan 2022 to 2023
Document 28A: Committee work plan
The Chair of the Internal Affairs Committee, Dr. Joe McLaughlin, presented the Committee’s work plan for the period of 2022 to 2023. The Committee assigned leads for specific responsibilities within the committee.
25-8 Motion presented and seconded that the Board approve the Internal Affairs Committee work plan for 2022 to 2023 as presented on December 9, 2021.
Carried by all.
24. Risk management
Document 29A: Briefing note – Risk mitigation
Document 29B: Enterprise risk management policy
Document 29C : Risk management report
The DCFO presented all three documents to the Board members. Changes were made to the “Enterprise Risk Management Policy” since it was presented in June 2021 based on Board members’ recommendations. This policy supports the functioning of the organization and promotes effective risk management.
All identified risks were assessed based on likelihood of them happening and on impact. 17 risks were identified that exceed the tolerance set by the CEO which were presented in a chart in document 29A (Briefing Note – Risk Mitigation). Accessibility Standards Canada has completed the risk mitigation identification for its Key Risks this year. This work will be reviewed at a minimum on an annual basis. The table presented in document 29A (Briefing Note-Risk Mitigation) summarized actions that will be taken to mitigate each of the 17 Key Risks. Mitigation actions are currently being implemented by risk owners.
Document 29C (Risk Management Report) provides an update on the steps taken by staff in regards to risk management. A version of this report will be presented at all future regular Board meetings. There were no updates to be reported at this time. The organization is working on the process of an integrated plan to include risk management with Human Resources planning, finances, purchases, travel, etc. Board members provided feedback on ways to include other aspects of risk mitigation.
25. Internal Affairs Committee: Risk management issue follow-up
The Chair of the Internal Affairs Committee reported that the Committee agreed to review the format of the risk management reports that the CEO’s office presents to the Board in six to eight months. They will determine then if the format is satisfactory.
26. Annual critical dates calendar
Document 31A: Annual meeting calendar update – Meeting dates June, September, December 2022
It was agreed by all Board members that the next regular Board meeting to be held on February 9 to 11, 2022 will be held virtually in Ottawa. For the March-April 2022 regular Board meeting, the decision will be made if the meeting should be in person or virtual closer to the date.
The Chair of the Internal Affairs Committee, Dr. Joe McLaughlin, presented the proposed calendar dates to schedule the 2022 Annual Public Meeting and the Regular Board meetings for the remainder of 2022. The meeting dates for the Board meetings of February and March 2022 were previously approved at the September 2021 Board meeting.
Director Kory Early had to leave temporarily and could not participate in the vote on motion 25-9.
25-9 Motion presented and seconded that the Board approve the proposed meeting dates for the Annual Critical Dates Calendar for 2022 as presented on December 9, 2021:
- May 30, 2022 for the virtual Annual Public Meeting followed by a regular Board meeting May 31 and June 1, 2022 in person in Montreal, if possible;
- September 19 to 21, 2022, in person in Winnipeg, if possible; and
- December 5 to 7, 2022, in person in Toronto, if possible.
Carried by all.
27. Concluding remarks
The Chair of the External Affairs Committee reminded all Board members on the importance of the discussion for the next day meeting and to present ideas on how to engage with the disability community.
28. Adjournment
25-10 Motion presented to adjourn the meeting at 3:20 p.m.
Carried by all.
Friday, December 10, 2021
29. Welcome remarks and roll call
The meeting opened with a roll call and words of welcome from the Chairperson.
25-11 Motion presented and seconded to open the meeting at 12:00 p.m.
Carried by all.
It was noted that item 36 (Accreditation Process Update) has been removed from the agenda since the information was covered during the presentation of item 25A (Update on Standards Development Process).
30. Land acknowledgement
Staff member, Maggie Saunders, presented a land acknowledgement in honour of Indigenous peoples of the province of Quebec, from where she was participating in the virtual meeting.
31. External Affairs Committee update
Document 37A: Committee report
The Chair of the External Affairs Committee, Bill Adair, presented a summary of the Committee’s activities since the previous Board meeting in September 2022. The Committee will develop an annual work plan for 2022 to 2023 and will present this document at the February 2022 Board meeting. Board members proceeded to present their suggestions for engagement activities with the disability community and stakeholders. A summary of these suggestions will be sent to the External Affairs Committee for consideration and the work plan may reflect some of the proposals.
32. Annual public meeting report
Document 38A: Briefing note
Document 38B: Annual public meeting report
Director Penny Hartin presented Accessibility Standards Canada’s 2021 Annual Public Meeting Report. All Board members received the final report for review and comment.
25-12 Motion presented and seconded that the Board approve the final version of the 2021 Annual Public Meeting report, as presented on December 10, 2021.
Carried by all.
33. Protocol of meetings and presentations from stakeholders
Document 39A: Briefing note
Document 39B: Protocol of meetings and presentations from stakeholders
The Chair of the External Affairs Committee, Bill Adair, and Christopher Collmorgen, Senior Policy Analyst, presented the policy on managing stakeholder requests to meet with the Board of Directors.
Review of requests to meet with Board members will be considered by Accessibility Standards Canada staff following the process outlined in document 39B. They will make recommendations to the External Affairs Committee, and final recommendations will be presented to Board members for approval. The Stakeholder Engagement Team will work with interested parties to make sure their presentation is within the mandate of Accessibility Standards Canada and relevant to the Board. Board members proceeded to share their recommendations to improve document 39B and the criteria for assessing requests.
25-13 Motion presented and seconded that the External Relations Committee update the “Protocol of Meetings and Presentations from Stakeholders” and present a final version for approval at the February 2022 Board meeting.
Carried by all.
34. Youth engagement event
The Chair of the External Affairs Committee, Bill Adair, and Stuart McGregor, Policy Analyst, presented an update on the preparation for the Youth Engagement Event to be held in late February 2022. This is the organization’s first youth event. It is expected that approximately 50 young people living with disabilities will participate. Staff will endeavour to ensure the youth participating represent the diversity of Canadian society. Two sessions will be held virtually: one in English and one in French.
This event will help identify platforms and approaches that work well to engage youth and identify accessibility barriers and priorities for youth. It will also give staff an opportunity to test ways to reach youth that are not associated with large disability organizations.
35. Communications: Quarterly Web report
Document 41A: Quarterly Web report
The Chair of the External Affairs Committee, Bill Adair, and Accessibility Standards Canada Manager of Communications, Martine Bareil, presented an update on the quarterly Web report. The report covered the period from August 1 to November 1, 2021. The report demonstrated the results of outreach done through Twitter, Facebook, LinkedIn, social media and the organization’s website.
Further explanation was presented with the number of times people saw the tweets or posts, shared and liked. Outreach through LinkedIn connects with individuals involved in industries. The Web report presents statistics on the number of views on media sites, the most popular outreach content and the percentage of people using specific communication tools all outlined the most favorable sites visited. Future plans involve making videos to present
36. Roadmap to 2040
Document 42A: Communications plan: Roadmap to 2040
The Chair of the External Affairs Committee, Bill Adair, and Accessibility Standards Canada’s Manager of Communications, Martine Bareil, presented the communications plan for the Roadmap to 2040.
The organization is planning on publishing the Roadmap to 2040 on Thursday, January 20th 2022. The Roadmap demonstrates that the Board of Directors and the organization have a solid long-term plan to achieve the mandate. The communications plan outlined proposed communications activities, tools and products.
25-14 Motion presented and seconded to approve the Communications Plan for the Roadmap to 2040, as presented on December 10, 2021.
Carried by all.
37. Generative Discussion
Document 44A: Generative discussion process
Document 44B: Briefing note
The Vice-Chairperson, Mary Reid, presented the topic “Best in class” for the meeting’s generative discussion. “Best in class” is often used in the private sector. The term can be qualify a product, policy, or technology.
Board members concluded that striving for equitable standards is preferable.
38. In-Camera session
No in-camera session was held.
39. Other business
Document 46A: Date for Special Board meeting – Departmental plan 2022
Maggie Saunders presented optional dates for the upcoming Board meeting for the approval of the Departmental Plan 2022 to 2023.
25-15 Motion presented and seconded that the Board hold a Special meeting on Thursday, January 6, 2022 from 12:00 to 12:30 EST to approve the 2022-2023 Departmental Plan.
Carried by all.
Document 46B: List of tasks – Travel reimbursement and per diem payment guidelines
The Chairperson presented document 46B outlining the list of tasks for Board members for information purposes. The Internal Affairs Committee will review section 6.8 of the Travel Reimbursement and Per Diem Payment Guidelines, prepare their version of it and share with Board members. The amended section 6.8 will be presented at the February 2022 Board meeting for approval.
40. Forward agenda
No item to report.
41. Concluding remarks
The Chairperson thanked all the staff for their contribution and wished everyone a happy holiday season.
42. Adjournment
25-16 Motion presented to adjourn the meeting at 3:20 p.m.
Carried by all.