AGENDA NEW BRUNSWICK ASSOCIATION OF OCCUPATIONAL ...0104.nccdn.net/1_5/001/093/0a2/2015-AGM-Business-Agenda-e.pdf · Page 1 of 14 AGENDA NEW BRUNSWICK ASSOCIATION OF OCCUPATIONAL

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AGENDA

NEW BRUNSWICK ASSOCIATION OF OCCUPATIONAL THERAPISTS

ANNUAL GENERAL MEETING

Thursday, June 18, 2015

12:00 pm to 2:00 pm

Teleconference Number: 1-888-299-2873

Conference Room Number: 619 445 616#

1. Call to Order

2. Adoption of the agenda

Motion: That the agenda be adopted.

3. Additions to the agenda

4. Time for the meeting

5. Approval of minutes from October 24, 2014

Motion: That the minutes of the Annual General Meeting held in Bathurst

on October 24, 2014 be approved.

6. President’s Report

Motion: That the president’s report be received.

It seems like just yesterday that I spoke to you at our AGM in October. With the re-

alignment of our financial year, our AGM was only 7 short months ago! Because of this

change in timeline, our council felt it would make most sense to extend the “one year”

term of office for council, to run from our last AGM until our next AGM, in June 2016.

During my last address, I identified 3 areas that would guide my focus during my term as

president:

1. Membership Engagement

2. Board Governance

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3. Develop/Finalize the NBOAT 2015-18 Strategic Plan

Below is an update on these three initiatives.

MEMBERSHIP ENGAGEMENT

Council and staff have worked hard to develop a new platform for communication that

will better meet the needs of our members. Our new website is the main “hub” for

NBAOT communications and we continue to work to improve functionality and add

more resources to make it the “go to” for information and resources. We are also trying

to stream line communications through our new NBAOT e-news, which allows a

summary of key topics to be consolidated with links to information on our website.

As other issues arise, we also continue to look for ways to engage our membership and

keep them informed. This past year, during the impending changes to the provincial

convalescent equipment program, we used teleconferences to communicate, clarify and

hear member’s apprehensions. We also created a survey to help us advocate for the

concerns of our members. On this front, Ellen and I continue to collaborate with the

Canadian Red Cross to ensure your voices are heard. Please continue to fill out the

surveys and share your experiences!

We will continue to look for new ways to keep our members informed and engaged in the

issues affecting Occupational Therapists in NB.

BOARD GOVERNANCE

This year we have been putting a focus on defining roles and responsibilities of council,

as well as reviewing and updating all our NBAOT policies and procedures. These tasks,

although tedious, will ensure clear direction for council and members moving forward

and lay a solid foundation to build upon.

We are also updating staff contracts to ensure NBAOT, as a contractee has a clear,

formalized relationship with all contractors with a contract that describes and defines

each party’s rights and obligations. This will ensure our association is meeting standards

for hiring contract staff, as well as defining clear roles, responsibilities and expectations

for all services paid for by NBAOT.

STRATEGIC PLAN

We have completed the development of the 2015-2018 Strategic plan. This should be

posted on our website soon. Council has been using this plan to guide our actions, and

will continue to give updates on our progress.

Along with the three initiatives above, we have also been actively recruiting for a new

NBAOT Executive Assistant. We hope to have someone in place to support our work in

the next few months. I would like to thank our members for their patience during this

transition. Ellen is working very hard to keep the communications flowing!

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I am sad to report will also be recruiting for a new government representative. Mary

Haché’s term comes to an end this AGM and she will not be renewing. I want to

personally thank Mary for her many contributions to NABOT and our profession!

We are also still actively recruiting 2 new council positions for president-elect and

member-at-large regulatory. If you are interested, please reach out to council.

I would like to thank all NBAOT members for allowing me to represent you and our

profession! It has been a rewarding experience. In conclusion I will leave you with the

same sentiment I shared at our last AGM: As a professional body with 2 large mandates

(regulation, professional), in order for us to advance these mandates and our profession

in NB, we all need to work together. I realize many of you are very busy and do not feel

you have time to commit to another committee, but I ask you all to consider what small

part you CAN play in advancing OT in NB?

Respectfully submitted,

Kerrie Luck, President

7. Treasurer and Finance Committee Report

Motion: That the Treasurer and Finance Committee report be received.

Position Treasurer

Activities completed

Activités achevées

Meeting with Executive Director to review Treasurer

role and discuss general goals.

Reviewed financial documents prepared by Executive

Director.

Current activities

Activités courantes

Preparing meeting for Finance Committee for 2015-

2016.

Reviewing documents in preparation for AGM.

Financial tasks as needed (e.g., signing cheques, etc.)

Future activities

Activités futures

Quarterly meetings of Finance Committee to review

quarterly reports prior to subsequent Council

meetings.

Continue to review/revise/create financial policies to

make operational processes easier to follow, clearer,

and efficient.

Develop guidelines that will be helpful for

committees.

Issues for council

Questions pour le

Conseil

None.

Other

Autres

Since I started my term as Treasurer on Nov. 1, I feel I’m still

orienting to its roles and responsibilities. My goal is to

continue to the good work that the previous treasurer,

Melissa Friel, has done with our Executive Director, Ellen

Snider, towards making NBAOT’s operations more

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organized and efficient, while learning more about this

important aspect of NBAOT.

As we transition to a new financial calendar, please keep in

mind that the financial documents for this AGM reflect a

“truncated” year (i.e., they represent 7 months of activity, not

12). This will even itself out by next year.

Please contact me if you have any questions or suggestions.

Thank you!

8. Auditor’s Report (Grant Thornton)

Motion: That the auditor’s report for 2014-2015 be received.

Will be tabled at the AGM.

9. Motion to reinstate our auditor

Motion: That Grant Thornton, Chartered Accountants, be appointed

auditors for the financial year 2015-2016.

10. Motion to reinstate our lawyer

Motion: That the law firm of Stewart McKelvey of Moncton be appointed

as lawyer for 2015-2016.

11. Registrar and Registration Committee Reports

Motion: That the Registrar and the Registration Committee reports be

received.

11.1 Registrar Report

MEMBERSHIPS

Current membership number (as this is written May 17) stands at a total of 358. This

includes 333 individual members, 2 provisional members, 2 life members, 7 temporary

members, and 14 non-practicing members. A total of 15 new applications were received

and approved by the Registration Committee since September 1, 2014. The renewal

process went very smoothly this year. We plan to set up an online renewal process in

2016.

There are 7 professional corporations registered on the Corporations Register. NBAOT

legislation states that all occupational therapy professional corporations must be

registered on the Corporations Register. If you have recently incorporated your private

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practice please contact the Registrar to complete this process.

PROVINCIAL LEVEL ACTIVITIES

The Registrar’s tasks include registration of new applicants/renewing members on both

the general Register and the Corporations Register after presenting them to the

Registration Committee for approval, responding to requests for information on

regulation, completing regulatory histories and documentation for therapists applying to

other provinces under the Labour Mobility Support Agreement. The Registrar attends

meetings of the Executive Committee, the Council, the Registration Committee and the

New Brunswick Regulators. Support to the Complaints Committee is provided as needed.

Occupational Therapy in New Brunswick is a self-regulated profession. There is specific

legislation passed by the provincial government that helps the Association with

regulation. The current version of this legislation (the “Act”) is under review by the

Minister of Health. It is hoped that it will be passed through government as a private

member’s bill in the fall of 2015. The next step will be to write the regulations governing

practice that extend from this legislation.

NATIONAL LEVEL

NBAOT is a data provider for the Canadian Institute of Health Information (CIHI) annual

publication that describes the Canadian occupational therapy workforce.

NBAOT is also a member of the Association of Canadian Occupational Therapy

Regulatory Organizations (ACOTRO). As the NBAOT board representative to ACOTRO,

I attend board meetings and meetings for project work. Along with the Ontario Registrar,

I will be doing a presentation on Professional Boundaries at the annual ACOTRO session

at the CAOT conference, being held this year in Winnipeg.

ACOTRO launched the SEAS (Substantial Equivalency Assessment System) on May 1,

2015. This is an evaluation system that will assess the education and competency of

Internationally Educated Occupational Therapists (IEOT) The objective of this

evaluation is to ensure that anyone approved for entry to practice as an occupational

therapist in Canada has an educational background and competency level that is

substantially equivalent to that of an occupational therapist educated in this country. Any

new applicants that are IEOTs will be directed to the ACOTRO website to complete the

process before being eligible to apply for membership with NBAOT. Please consult

ACOTRO’s website for further information on this project. www.acotroacore.org.

In closing, I look forward to another year as your Registrar and to meeting with you by

teleconference in June. Please feel free to contact me with any questions or concerns.


Catherine Pente, Registrar

11.2 Registration Committee Report

http://www.acotroacore.org/

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Committee Name

Nom du comité

Registration Committee

Committee Chair

Présidente du comité

Mireille Leclerc, Chair

Members of Committee

Liste des membres du

comité

Mireille Leclerc, Rebecca Mackenzie, Linda Lacoste, France

Levesque, Wendy Hill. The registrar, Cathy Pente is also

involved in the meetings. There is presently no member at

large regulatory on our committee.

Number of meetings

held

Nombre de réunions

tenues

The committee had 2 teleconferences during the year. No

face to face meeting. Some informal discussion was also

held but no quorum.



In addition to reviewing new applications with the registrar,

the committee consulted on various subjects such as LMSA

(Labor Mobility Support Agreement) and SEAS program

(education equivalence?).

Current activities


None at this time.

Future activities

Activités futures

The committee will resume monthly meetings via

teleconference in September.

Issues for council

Questions pour le

Conseil

None at this time.

Other

Autres


Mireille Leclerc, Chair

12. Statutory Committees Reports

12.1 Complaints Committee Report

The committee was not active.

12.2 Discipline Committee Report

Members of the committee: Natalie Dupuis, Erin Brodie and Nicole Haché.

Number of meetings held: The committee was not active.

Issues for council: None at this time.


Natalie Dupuis, Chair

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12.3 Appeals Committee Report

The committee was not active.

13. CAOT Board Member Report

Motion: That the CAOT Board Member report be accepted.

Committee Name

Nom du comité

CAOT Board Representative

Committee Chair


Not applicable



comité

Not applicable

Number of meetings

held

Nombre de réunions tenues

Participated in two teleconference meetings. Attended

CAOT annual general meeting. Scheduled for board

meetings in Winnipeg June 1st and 2nd, 2015.



Attended meeting with Minister Moore as part of the

ongoing strategy to connect with the Federal Government

representatives

Assisted with coordination of first online CAOT Annual

General Meeting.

Responded to two member inquiries regarding practice

issues.

Current activities


Preparing for board meetings. No specific activities at this

time.

Future activities

Activités futures

Will be participating in the OTC Reflection Day focused on

economic benefit of occupational therapy services during

CAOT conference. Will be assisting with two professional

issues forums- Diversity and Transport during CAOT

conference

Issues for council

Questions pour le

Conseil

None identified at this time.

Other

Autres

It should be noted that I will be taking on the role of

President of CAOT, October 2016, so a new CAOT Board

Representative for New Brunswick will need to be elected.


Nicola MacNaughton, CAOT Board Member

14. Awards, NBAOT-COTF Scholarship, Public Relations, Professional

Development, Clinical Practice and Community Mobility Sub-Committee reports

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Motion: That the Awards, NBAOT-COTF Scholarship, Public Relations,

Professional Development, Clinical Practice and Community

Mobility Sub-Committee reports be accepted.

14.1 Awards Committee Report

Committee Name

Nom du comité

Awards Committee

Committee Chair


Julie Morin



comité

The committee members are Julie Morin (chair), Nicole

Arsenault and Rachel Pinet.

Number of meetings

held

Nombre de réunions

tenues

This is our second year heading the committee. We had a few

informal meetings during winter 2014-2015.



A letter was sent to the family of Evalyn Fleiger explaining

that the AGM has been changed in June. In the letter, we also

shared our concerns with the fact that not many nominations

have been done in the last few years. We are asking their

permission to revise and maybe modify a few nomination

criteria.

Current activities


Evalyn Fleiger Award

There was no Evalyn Fleiger Award presented at the last

AGM in October 2014. A number of efforts are being taken

by committee members to solicit nominations.

An award will only be given at the next AGM in June 2016.

We are presently awaiting news from the Evalyn Fleiger

family.

Exceptional Preceptor Award

The information and nomination forms for the Exceptional

Preceptor Award were sent by email to the universities’

clinical work placements coordinators for distribution to

students doing a work placement in New Brunswick. A

winner will only be chosen next year. The winner will be

announced at the next AGM in June 2016.

Certificates

Appreciation certificates will be prepared and sent to the

recipient(s) who are completing their term.

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Future activities

Activités futures

Promotion of the Exceptional Preceptor Award.

Revising the selection criteria for the Evalyn Fleiger

Award (if her family agrees)

Promotion for the Evalyn Fleiger Award.

Issues for council

Questions pour le

Conseil

None

Other

Autres

None


Julie Morin, Chair

14.2 NBAOT-COTF Scholarship

Committee Name

Nom du comité

NBAOT-COTF Liaison Committee

Committee Chair


Cathy White



comité

Sandra Sims, Krista MacMillan, Cathy White

Number of meetings

held

Nombre de réunions tenues

None

Current and future

activities

Activités courantes et

futures

Rules have changed (at the national level) for awarding the

annual scholarship. We are working on new "terms of

reference" to reflect the change.

For this year, we are going to offer the scholarship to an

NBAOT member who offers a presentation during OT

Month (as it appears we are not having OT Atlantic this

year). More details to follow.

Issues for council

Questions pour le

Conseil

Question for council: What is the status of OT Atlantic?

Would there be any option of forming an "interprovincial

committee" with reps from each provincial association to

promote continuity? Or is OT Atlantic a thing of the past?

Other

Autres

None


Cathy White, Chair

14.3 Public Relations Committee Report

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Committee Name

Nom du comité

PR Committee

Committee Chair


Lindsay Hall



comité

Lilli Lin (*** difficulty recruiting members)

Number of meetings

held

Nombre de réunions

tenues

Nil



New placemat designed for DAW breakfast, printed and sent

for use.

Current activities


Planning for OT month in October. Looking at work with

CAA Atlantic/CarFit. Determining focus of PR (who the

target audience is), recruitment of members.

Future activities

Activités futures

Recruit members. Focus on 2-3 strong PR events/

opportunities per year.

Issues for council

Questions pour le

Conseil

Assistance in recruiting members.

Other

Autres

None


Lindsay Hall, Chair

14.4 Professional Development Committee Report

Committee Name

Nom du comité

Professional Development Committee

Committee Chair


Lilli Ju Lin, Debbie LeBreton



comité

Holly Anderson, Luke Chamberlain, Debbie LeBreton, Lilli

Ju Lin, Kara Reid

Number of meetings

held

Nombre de réunions

tenues

No committee meetings since last AGM, just email

communication



Videoconference on “Pressure Management: How to

select therapeutic surfaces” on March 11, 2015: Hosted

by SCCR. Videoconferencing was coordinated by NBAOT

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Professional Development Committee for the following

locations: Bathurst, Campbellton, Edmundston, Fredericton,

Grand Falls, Minto, Miramichi, Moncton, Oromocto,

Sackville, Saint John, St. Stephen, Sussex, Waterville. Over

60 people attended!

Current and future

activities


futures

CarFit: Discussion about this committee’s support for the

training of OTs to become official “CarFit technicians.”

Future videoconferences: Videoconferencing is a very

economical way of sharing information among OT

departments throughout the province. Discussion around

helping to coordinate videoconferencing on presentations

that are taking place around the province. If your department

is organizing a presentation that would be of interest to other

OTs, please contact us so we can help coordinate a

videoconference.

Major courses/workshops: Suggestions are being

considered for the following courses: kinesiotaping,

seating/positioning, functional electrical stimulation,

splinting. Please email us if there is a particular course you

think should be offered in NB.

Survey: We are organizing another education needs survey.

Please look out for this!

Issues for council

Questions pour le

Conseil

None at this time.

Other

Autres

Please contact Debbie or Lilli if you have any questions or

feedback. We are always looking for contacts and committee

members around the province who are interested in

education. Please consider joining us!


Lilli Ju Lin and Debbie LeBreton

14.5 Clinical Practice Committee Report

Committee Name

Nom du comité

Clinical Practice Committee

Committee Chair


Renelle LeBlanc-Scott



comité

Cindy Couturier, Karen Dickinson, Catrin Duggan, Lisa

Dunnett, Daniele Lacroix, Mélissa Lajoie, Heidi Lebel,

Renelle LeBlanc-Scott, Chantal Lortie, Lori Massie, Pauline

Perron, Kara Reid, Pauline Richard, Ellen Snider, Dinah

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Stocker

Number of meetings

held

Nombre de réunions

tenues

Once a month via teleconference



None

Current activities


Still working on DSD/Red Cross convalescent program,

reaching out to OT’s in the province in order to get feedback

via online survey (NBAOT website)

Future activities

Activités futures

Looking at issues relating to EMP and hospital

« benchmark » system whereas therapists are asked to meet a

certain number of visits/client contacts each day.

Issues for council

Questions pour le

Conseil

We are currently looking for 2 members (one in the Moncton

area and one in the Miramichi area). Ideally, we’d like to

have a representative of each setting (hospital and EMP). It

really doesn’t matter which setting is for each region.

Other

Autres

None


Renelle LeBlanc-Scott, Chair

14.6 Community Mobility Sub-Committee

Committee Name

Nom du comité

NBAOT Community Mobility Sub-Committee

The NBAOT Community Mobility Sub-Committee reports to

the NBAOT Clinical Practice Committee.

Committee Chair


Lilli Ju Lin and Maura DuLong (co-chairs)



comité

Maura DuLong, Rob Irwin, Melissa Lajoie, Yona Landry

Sabrina Leigh, Denis Guy Levasseur, Lilli Ju Lin, Chantal

Lortie, Carol Morrison, Cheryl Taylor, Mélanie Thériault

Number of meetings

held

Nombre de réunions

tenues

Between Fall 2014 and Spring 2015, there have been 5

committee teleconferences: Sept. 11, 2014; Nov. 27, 2014;

Jan. 29, 2015; March 12, 2015; April 23, 2015. Next

teleconference June 11, 2015.

Activities (completed,

current, and future)

Government Advocacy: Feb. 23, 2015 – A follow-up

meeting was had with members of the committee (Carol

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Activités (achevées,

courantes, et futures)

Morrison, Maura DuLong, and Lilli Ju Lin) and the Registrar

of Motor Vehicles and the Dept of Public Safety. Registrar

of Motor Vehicles has agreed to review on “Guidelines for

New Brunswick Occupational Therapists regarding the use

of motor vehicles” document (chapter 1). Other topics:

having central contact person for OTs who have questions

about licensing (e.g., new adaptive driving aid introduced);

offering education for driver examiners; public education

campaign in the future.

Guidelines for New Brunswick Occupational Therapists

Regarding the Use of Motor Vehicles: Chapter 1 draft

completed by committee last year and reviewed by NBAOT

lawyer. Now being reviewed by Registrar of Motor Vehicles.

Review of Chapter 2 and Appendix continues. After the

entire document has been reviewed by lawyer, we plan to

share this document with members and stakeholders.

Position Statement: Awaiting final translation of NBAOT

position statement titled “The Role of Occupational

Therapists in Driver Rehabilitation and Community Mobility

in New Brunswick.” This was revised to incorporate

members’ feedback and approved by NBAOT council. Once

completed, the document will be available on the NBAOT

website. This document provides the framework for the

services that OTs in New Brunswick can provide related to

Community Mobility. The document will be shared with

Administrative Directors in the health authorities and also

with physicians and other stakeholders.

Vehicle Retrofit Program: No further update since last

AGM.

Education: Since the Fall, CarFit technician training has

been provided in Moncton (Fall 2014) and Saint John

(Spring 2015). A date to be confirmed for Bathurst in Fall

2015. These have been supported by NBAOT Professional

Development Committee. Carol Morrison will be co-

presenting on CarFit at CAOT 2015 in Winnipeg.

Public Events: There was a CarFit event in Moncton in

September 2014 (sponsored by Harding Medical). The next

event will be in Saint John on June 13 at the CAA Atlantic

parking lot. An event will be scheduled for Bathurst in the

Fall 2015. We continue to work with CAA and CAOT with

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the goal of offering more public events in the future.

Issues for council

Questions pour le

Conseil

Additional funding and support from NBAOT will be

required for lawyer fees to complete the review of

Guidelines as well as costs for printing, circulation and

translation of the Guidelines and supporting documents.

Need to discuss how activities and expenses of CarFit should

be organized in NB (e.g., professional development, public

relations, community mobility).

The Committee recognizes and appreciates the financial and

strategic support of NBAOT and the Executive Director,

Ellen Snider.


Carol Morrison, Lilli Ju Lin, Maura DuLong

15. Continuing Competence Program

Position Continuing Competency

Representative Cathy White

Current and future

activities


futures

Still waiting for the Act to be passed. We are looking at

collaboration with Nova Scotia.

Issues for council

Questions pour le

Conseil

None

Other

Autres

None


Cathy White

16. Nomination and Election of members of Council

No election will be held due to shorter-than-usual fiscal year. Current NBAOT

Council and committee members will continue in their roles until June 2016.

17. Special Business: Member’s Open Forum

18. Date for the next Annual General Meeting

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The tentative date for the next Annual General Meeting is Friday, June 17, 2016.

This will be an in-person meeting with the location to be announced at a later

date.

19. Adjournment

Motion: That the business meeting be adjourned.

Documents

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