Board of Directors Meeting - April 27, 2020

Agenda

8:55 - Chair’s Remarks 

Action: Information 

Pre-read: Verbal Report

Presenter: Chair 

9:00 - Consent agenda 

a. Approval of Public Meeting Agenda 

Action: Approval 

Pre-read: Agenda 

Presenter: Chair 

b. Chair’s Poll re: Conflict of Interest 

Action: Declaration 

Pre-read: Conflict of Interest Policy 

Presenter: Chair 

c. Q1 2020 PAC Awards and Revenue Contracts 

Action: Information 

Pre-read: TCHC:2020-11 

Presenter: General Counsel & Corporate Secretary 

d. Approval of Facilities Management Contract Awards within BIFAC Approval Authority 

Action: Approval 

Pre-read: TCHC:2020-32 

Presenter: Vice President (Acting), Facilities Management 

e. Direct Award: Ceridian Dayforce Pay & Time Subscription Renewal and Time & Attendance Implementation & Subscription 

Action: Approval 

Pre-read: TCHC:2020-25 

Presenter: Vice President, Human Resources 

f. Direct Award: New Cloud-Based VoIP Telephony Solution 

Action: Approval 

Pre-read: TCHC:2020-26 

Presenter: Vice President, Information Technology Services 

9:05 - Board Delegation of Authority and Consultation Protocol in Response to the Covid-19 Pandemic 

Action: Approval 

Pre-read: TCHC:2020-29 

Presenter: General Counsel and Corporate Secretary 

9:15 - 2019 Consolidated Draft Audited FS and PWC Year End Report 

Action: Approval 

Pre-read: TCHC:2020-30  

Presenter: Chief Financial Officer & Treasurer 

9:25 - Annual Information Return 

Action: Approval 

Pre-read: TCHC:2020-14  

Presenter: Chief Financial Officer & Treasurer 

9:30 - Annual Report and Letter to the Shareholder 

Action: Approval 

Pre-read: TCHC:2020-12  

Presenter: President & Chief Executive Officer 

9:40 - AGM Process for TCHC and its Subsidiaries 

Action: Approval 

Pre-read: TCHC:2020-13  

Presenter: General Counsel & Corporate Secretary 

9:50 - Facilities Management Reports 

9:50 - a. Change Order: Bulk General Repairs under State of Good Repair Program (VAC 20033) 

Action: Approval 

Pre-read: TCHC:2020-15 

Presenter: Vice President (Acting), Facilities Management 

9:55 - b. Contract Award: Roofing Preventative Maintenance Program (VAC 20068)  

Action: Approval 

Pre-read: TCHC:2020-20  

Presenter: Vice President (Acting), Facilities Management 

10:00 - Lawrence Heights: Phase 2 & 3 

Action: Approval 

Pre-read: TCHC:2020-27 

Presenter: Chief Development Officer 

10:10 - Implementation of Rubin Thomlinson Recommendations 

Action: Information 

Pre-read: TCHC:2020-33 

Presenter: General Counsel and Corporate Secretary 

TERMINATION 

Minutes

The Board of Directors (“Board”) of the Toronto Community Housing Corporation (“TCHC”) held a virtual public meeting on April 27, 2020 at 11:32 a.m. in the Conference Room in 7A at 931 Yonge Street, Toronto via WebEx. 

Directors in Attendance: 

Tim Murphy (Chair) 

Councillor Ana Bailão  

Amanda Coombs   

John Campbell 

Debbie Douglas  

Councillor Paula Fletcher 

Adele Imrie  

Nick Macrae 

Brian Smith  

Director Absent: 

Ubah Farah 

Leave of Absence:

Linda Jackson 

Management present: 

Luisa Andrews, Vice President, Information Technology Services 

Cathy Barker, Vice President, Human Resources 

Rose-Ann Lee, Chief Financial Officer & Treasurer (“CFO”) 

Hugh Lawson, HoMES Business Lead, ITS 

Bruce Malloch, Director, Strategic Communications 

Kevin Marshman, President & Chief Executive Officer (“CEO”) 

Darragh Meagher, General Counsel & Corporate Secretary 

Sheila Penny, Chief Operating Officer (“COO”) 

Noah Slater, Director, Capital Planning & Design Engineering, Facilities Management 

Vincent Tong, Chief Development Officer (“CDO”) 

Lindsay Viets, Director, Transition 

Ceilidh Wilson, Assistant Corporate Secretary (Interim) 

Guests: 

Michael Hawtin (CA), Partner, Assurance PriceWaterhouseCoopers LLP (“PwC”) 

Milan Kshatriya, Manager Assurance, PriceWaterhouseCoopers LLP (“PwC”) 

A quorum being present, Mr. Murphy, serving as Chair called the meeting to order and Ms. Wilson served as recording secretary.  

Item 1 - Chair's Remarks

The Chair welcomed everyone to the Board meeting. The Chair noted the Acknowledgement of the Land and notified everyone that due to the need for social distancing to limit the spread of COVID-19, TCHC is holding this Board meeting online as doing so provided for continued effective governance and decision making. The Chair thanked the governance and IT staff for their work to create this virtual meeting, putting the technology in place and supporting Board members. 

The Chair noted that TCHC would seek to enhance the manner in which the public participated in future meetings and requested the understanding of the public as TCHC seeks to implement those measures. 

COVID-19 

The Chair thanked TCHC’s management and staff for their dedicated work over the past several weeks during the COVID-19 emergency.  More than 1,200 of TCHC’s employees are on the frontlines every day. Another 700 employees are working from home to keep the business running. 

TCHC is doing its part to support the City’s efforts to protect public health and limit the spread of COVID-19. The Chair thanked everyone at TCHC for stepping up during these extraordinary times for all their efforts and putting tenants first. 

Deputations

The Chair polled for any deputations to be heard at the meeting.  The following deputations were presented: 

• Item 2C – Q1 2020 PAC Awards and Revenue Contract (Submission by Cheryl Duggan); 
• Item 2D – Approval of Facilities Management Contract Awards within BIFAC Approval Authority (Submission by Cheryl Duggan); 
• Item 2E – Direct Award: Ceridian Dayforce Pay & Time Subscription Renewal and Time & Attendance Implementation & Subscription (Submission by Cheryl Duggan); 
• Item 3 – Board Delegation of Authority and Consultation Protocol in Response to the COVID-19 Pandemic - (Submission by Miguel Avila); 
• Item 5 – Annual Information Return (Submission by Cheryl Duggan) 
• Item 6 – Annual Report And Letter to the Shareholder AGM Process For TCHC and its Subsidiaries (Submission by Cheryl Duggan); 
• Item 8A – Change Order: Bulk General Repairs under State of Good Repair Program (VAC 20033) (Submission by Cheryl Duggan); 
• Item 8B – Contract Award: Roofing Preventive Maintenance Program (VAC 20068) (Submission by Cheryl Duggan); 
• Item 9 – Lawrence Heights: Phase 2 & 3 (Submission by Cheryl Duggan) 
• Item 10 – Implementation of Rubin Thomlinson Recommendations (Submission by Cheryl Duggan); and  
• Item 11 - June 2020 Mortgage Renewal with Scotiabank and Canada Mortgage and Housing Corporation (Submission by Cheryl Duggan). 

Consent Agenda Items

Item 2 - Approval of Consent Agenda Items

The following items were not held for discussion: 

• Item 2A – Approval of Public Agenda; and 
• Item 2B – Chair’s Poll re: Conflict of Interest. 

The following items were held for discussion: 

• Item 2C – Q1 2020 PAC Awards and Revenue Contracts;  
• Item 2D – Approval of Facilities Management Contract Awards within BIFAC Approval Authority; 
• Item 2E – Direct Award: Ceridian Dayforce Pay & Time Subscription Renewal and Time & Attendance Implementation and Subscription;  
• Item 2F – Direct Award: New Cloud-Based VoIP Telephony Solution; and 
• Item 2G - Approval of Facilities Management Contract Awards within BIFAC Approval Authority (Supplementary). 

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Smith and carried, the Board approved the following consent agenda items: 2A and 2B. 

Item 2B - Chair's Poll re: Conflict of Interest

The Chair requested members of the Board to indicate any agenda item in which they had a conflict of interest, together with the nature of the interest.  No conflicts were declared. 

Item 2C - Q1 2020 PAC Award and Revenue Contracts, TCHC:2020-11

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-11) from the General Counsel & Corporate Secretary.   

Ms. Penny answered questions raised by the Board. Topics discussed included the following: 

• The moving services contract (RFVQ 19216) is for tenant moves that are initiated by TCHC, such as those resulting from revitalization activity or accessibility upgrades. 
• The environmental health assessment and investigation contract (RFP 19284) is for assessing compliance with requirements for healthy and safe working environments and quality of capital work. 
• The change order to Trinity Services Ltd. is for a project at Roywood where there were significant tenant concerns, which paused the work. The concerns were with the items being installed (e.g. doors and windows), not the quality of the contractor’s work.  Addressing those concerns resulted in additional costs. 

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Smith and carried, the Board received the report for information.  

Item 2D - Approval of Facilities Management Contract Awards within BIFAC Approval Authority, TCHC:2020-32

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-32) from the Vice-President, Facilities Management (Interim).   

Mr. Murray answered questions raised by the Board. Topics discussed included the following: 

Attachment 1 – Direct Award: Sprinkler Head Replacement at 717 Broadview (VAC 20054) 

• In accordance with the Building Code, sprinkler heads are only required to be assessed once every fifty years. It was identified that the sprinkler heads were installed too soon after glue was applied, whichgave rise to concerns regarding the possible impact on the operation of the sprinkler system.  
• Management assessed the rest of the portfolio and are close to completing the full remediation of buildings where this similar issues have been identified.
• Management are looking into the potential to recover the costs related to remediation, from the original installation firms. 
• Discussions related to the rationale for this being a sole source award would need to take place in-camera. 

Attachment 7 – Change Order: Additional Compliance Measures for Exterior Insulation and Finish System (“EIFS”) for Re-cladding at Jane/Falstaff and Birchmount/Eglinton (VAC 20116 & VAC 20115) 

• Prior to the new process, TCHC was using the standard cladding application process used in the construction industry. 
• The new Deputy Fire Chief visited a TCHC site in late 2019 and raised concern regarding the materials being used, which led to a new cladding process being developed. Other projects will be impacted as a result of the new process requirements. 
• The $300,000 contingency results from deferring window replacements until after COVID-19. This amount will cover anything related to COVID-19 and Management will report back to the Board regarding amount used, if any. 
• The Board asked that the $300,000 contingency be removed from the recommendations for this change order.  

ACTION ITEM:  

• Vice President, Facilities Management (Interim) to distribute to the Board offline the original contractor award and a summary of all change orders related to this project.  

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Smith and carried, the Board unanimously approved the recommendations in this report with the following amendments: 

1. to approve the following contracts through direct award: 
   1. to Greater Toronto Fire Protection Inc. for $700,000 (exclusive of taxes) for sprinkler head replacement at 717 Broadview as described in Attachment 1;  
   2. to Mircom Engineered Systems for $597,317.50 (exclusive of taxes) for fire alarm panel replacement at the following locations as described in Attachment 2:  
      1. 245, 247, 265, 267, 269, 271, 273, 275, 277, 279, 281, 283 and 285 Sherbourne Street; 
      2. 11 Balsam Avenue; 
      3. 331 & 333 Kingston Road;  
      4. 27 Madison Avenue; 
      5. 41 D’Arcy Street; 
      6. 47 Rose Avenue; 
      7. 52 Cataraqui Crescent; 
      8. 63 Mitchell Avenue; 
      9. 370 Dundas Street 
      10. 492 & 494 Huron Street; 
      11. 575 Adelaide Street; and 
      12. 659 Northcliffe Boulevard;  
   3. to OnX Enterprise Solutions for $645,525.36 (exclusive of taxes) for the supply of 197 Cisco Layer 2 Network switches with associated clips and power cables, and Cisco Gigabit Interface Controller (“GBIC”) modules across various TCHC locations as described in Attachment 3;  
   4. to Ameresco Canada Inc. for an up to amount of  $831,261.00 (exclusive of taxes) as described in Attachment 4 for a three year renewal of: 
      1. Ameresco Asset Planner software subscription for $444,219.00 (exclusive of taxes) ($148,073.00 annually); 
      2. iAuditor software subscription for $87,042.00 (exclusive of taxes) ($29,014.00 annually); 
      3. Ameresco Support Services for up to $300,000.00 (exclusive of taxes) (100,000.00 annually), including contingency; 
   5. to Dixon Hall Inc. for an up to amount of $947,460.00 (exclusive of taxes) for the delivery of the capital repair work at 502, 504, 506 and 508 Parliament Street; 
2. to approve the following change order to previously approved contracts: 
   1. up to $316,565.00 (exclusive of taxes) to Eurotech Safety Inc. for garage dry sprinkler modifications at 10 & 30 Gordonridge Place as described in Attachment 5;
   2. up to $328,791.45 (exclusive of taxes) to United Building Restoration Ltd. for unforeseen costs for garage restoration at 675 Kennedy Road, as described in Attachment 6, as follows:  
      1. $173,916.80 for life safety repairs, additional concrete, drainage and landscape repairs, and constructor role costs for Phase 1 of the project; and 
      2. $154,874.65 for foundation wall waterproofing, additional concrete and draining repairs, and constructor role costs for Phase 2 of the project;  
   3. for cost increases to two re-cladding projects as a result of new mandatory compliance measures, issued by Toronto Fire Services, for EIFS installation as described in Attachment 7, as follows: 
      1. up to amount of $556,500.00 (exclusive of taxes) to Tritan Inc. for the re-cladding of the TCHC building located at 1021 Birchmount Road including: 
         1. $546,500.00 for construction cost increases 
      2. up to amount of $754,917.50 (exclusive of taxes) to Trinity Services Ltd. for re-cladding of the TCHC building located at 40 Falstaff Avenue including:  
         1. $754,917.00 for construction cost increases                             
   4. up to $893,217.20 (exclusive of taxes) to Firenza Plumbing & Heating Ltd. for additional residential furnaces and DHW heaters for the 2 year contract extension for the preventive maintenance services and demand repairs as described in Attachment 8, as follows:  
      1. $396,608.60 for January 1, 2020 to December 31, 2020; 
      2. $396,608.60 for January 1, 2021 to December 31, 2021; and  
      3. Up to $100,000.00 for January 1, 2020 to December 31, 2021 as contingency; and  
   5. up to $2,140,580.00 (exclusive of taxes) to Canadian Turner Construction Company Ltd. for construction management services for the renovation at 389 Church Street as follows: 
      1. $705,144.00 (exclusive of taxes) for an additional allowance for general conditions due to extended timelines and additions to the scope of work; 
      2. $935,436.00 (exclusive of taxes) for an additional allowance for general requirement items due to extended timelines, additions to the scopes of work and general requirement items that were not included under the original VAC award; and 
      3. Up to $500,000.00 for contingency due to unforeseeable site conditions and potential schedule impacts due to COVID-19, which has impacted the supply chain for labour and/or certain materials and equipment required for the project; and  
3. to authorize the appropriate staff to take the necessary actions to give effect to the above recommendations. 

Item 2E - Direct Award: Ceridian Dayforce Pay & Time Subscription Renewal and Time & Attendance Implementation & Subscription, TCHC:2020-25

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-25) from the Vice-President, Human Resources.   

Ms. Barker and Ms. Andrews answered questions raised by the Board.  Topics discussed included the following: 

• Employee records from Workforce Connect and the Learning Management component of the HRIS system will integrate with Yardi.  
• If Yardi had a payroll system, the costs to TCHC would likely be higher to use that system because it would also involve purchasing a full payroll suite, which TCHC already has with Ceridian.  
• This contract is paid for from the payroll line in HR’s operating budget.  

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Smith and carried, the Board unanimously approved the recommendations in this report to: 

1. approve a direct award to Ceridian Canada Inc. for $1,293,669.03 (exclusive of taxes) for the Ceridian Dayforce Human Capital Management solution for a three year term as follows: 
   • $1,117,221.28 for the ongoing subscription fees for the existing Ceridian Pay & Time solution; 
   • $176,447.75 for implementation and a subscription to a new Ceridian Time & Attendance solution; and 
2. authorize the appropriate staff to take the necessary actions to give effect to the above recommendation. 

Item 2F - Direct Award: New Cloud-Based VoIP Telephony Solution, TCHC:2020-26

The Board had before it the above-captioned report (TCHC:2020-26) from the Vice-President, Information Technology Services.   

Ms. Andrews answered questions raised by the Board. Topics discussed included the following: 

• This award is paid for from ITS’s operating and capital budgets.  
• Cisco is the only vendor that provides both the corporate solution and the Client Care Centre solution that is fully integrated with the network. 

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Smith and carried, the Board unanimously approved the recommendations in this report to: 

1. approve a direct award to Onx Enterprise Solutions Canada totaling $2,739,971.00 (exclusive of taxes) for a new cloud-based VoIP telephony solution, Cisco Unified Communication (“UC”), for a term of 36 months (June 1, 2020 to May 31, 2023) as follows: 
   1. $1,859,400.00 ($51,650.00 per month) for monthly subscription fees  
   2. $880,571.00 for a one-time purchase including: 
      1. Software; 
      2. Hardware (gateways, phone sets, conference phones, accessories); and 
      3. Project management and implementation services; and 
2. authorize the appropriate staff to take the necessary actions to give effect to the above recommendation. 

Item 2G - Approval of Facilities Management Contract Awards Within BIFAC Approval Authority, TCHC:2020-35

The Board had before it the above-captioned report (TCHC:2020-35) from the Vice-President, Facilities Management (Interim).   

Mr. Murray answered questions raised by the Board. Topics discussed included the following: 

• The funding for the project is paid for by the City. The City has committed to covering cost overruns and additional costs. 

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Smith and carried, the Board unanimously approved the recommendations in this report to: 

1. approve the following contract through direct award: 
   1. to Dixon Hall Inc. for an up to amount of $947,460.00 (exclusive of taxes) for the delivery of the capital repair work at 502, 504, 506 and 508 Parliament Street; 
2. approve the following change order to a previously approved contract: 
   1. up to $2,140,580.00 (exclusive of taxes) to Canadian Turner Construction Company Ltd. for construction management services for the renovation at 389 Church Street as follows: 
      1. $705,144.00 (exclusive of taxes) for an additional allowance for general conditions due to extended timelines and additions to the scope of work; 
      2. $935,436.00 (exclusive of taxes) for an additional allowance for general requirement items due to extended timelines, additions to the scopes of work and general requirement items that were not included under the original VAC award; and 
      3. Up to $500,000.00 for contingency due to unforeseeable site conditions and potential schedule impacts due to COVID-19, which has impacted the supply chain for labour and/or certain materials and equipment required for the project; and  
3. authorize the appropriate staff to take the necessary actions to give effect to the above recommendations.  

Item 3 - Board Delegation of Authority and Consultation Protocol in Response to the COVID-19 Pandemic, TCHC:2020-29

Deputation by Miguel Avila was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-29) from the General Counsel & Corporate Secretary.   

Mr. Meagher provided a high-level PowerPoint presentation and areas included the following: 

• TCHC’s proposed recommendations; 
• The Approach Taken by Others 
  • Response of the Province of Ontario 
  • Response of the City of Toronto 
  • Response of the Toronto Police Services Board 
  • Response of the CreateTO Board 
  • Toronto Public Library Board 
  • Toronto Transit Commission Board 
  • Toronto Zoo Board 

Mr. Meagher and Mr. Marshman answered questions raised by the Board. Topics discussed included the following: 

• The possibility of delegating authority to Management between meetings, which would need to be renewed at each subsequent Board meeting.  
• The Board noted that up to this point, Management have been able to conduct their business without additional delegated authorities in place. In lieu of delegating authority, the Board recommended holding regular Board and Committee meetings to address issues that arise.  
• Reinstating Committee meetings could allow for business as usual to continue without needing to strike a special approval committee or delegate authority for pressing matters. 

Motion carried 

ON MOTION DULY MADE by Mr. Campbell, seconded by Mr. Smith and carried, the Board received the report for information. 

Item 4 - 2019 Consolidated Draft Audited Financial Statements and PWC Year End Report, TCHC:2020-30

The Board had before it the above-captioned report (TCHC:2020-30) from the CFO. 

Ms. Lee answered questions raised by the Board. Topics discussed included the following: 

• No issues were raised by Management or the auditors; this was a clean audit.
• Once approved by the Board, the financial statements will be finalized.  
• Houses that were transferred to other agencies and non-profits are at the direction of City Council and there is no loss to social housing. 
• PwC confirmed they received full cooperation from TCHC, they were able to execute their audit within the timelines, and the audit is substantially complete pending a few procedural matters, which will be finalized subject to the Board approving the financial statements.  
• PwC is satisfied with the internal control mechanisms at TCHC based on testing the controls during the audit process.  

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Macrae and carried, the Board unanimously approved the recommendations in this report to: 

1. approve the TCHC Audited Consolidated Financial Statements (“Financial Statements”) for the year ended December 31, 2019; and 
2. authorize the Chair of the Board and the Chair of the Building Investment, Finance and Audit Committee to sign the Balance Sheets on behalf of the Board. 

Item 5 - Annual Information Return, TCHC:2020-14

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-14) from the CFO.   

Ms. Lee answered questions raised by the Board. Topics discussed included the following: 

• The Annual Information Return (“AIR”) is required to be filed annually with the City to report on the number of RGI units rented.  
• As of December 31, 2019, TCHC was below the occupied RGI unit service level requirement by 3,589 units. This is primarily a result of former RGI tenants whose income has increased and they have become market tenants.  
• It is up to the Service Manager to determine how RGI subsidies are allocated amongst social housing providers. 
• TCHC is working with the City to help alleviate stress on the shelter system in light of COVID-19 by making units available, including short-term units in Regent Park buildings scheduled for revitalization. There will be agreements in place with the City to support individuals who tenant these units. 
• The data in the report is presented as at December 31, 2019. 
• The number of units that were RGI, but have converted to market (1,076) has doubled since 2016 since tenants opt to stay in their unit after losing their subsidy, likely due to market conditions in Toronto, which decreases available RGI units in TCHC’s portfolio.  

ACTION ITEM:  

• Management to distribute to the Board offline the up-to-date vacancy table included in the monthly Operational Report that includes the breakdown of rented units, vacancies and reasons for vacancies, and to include this table in all future Board reports of this nature.  

Motion carried 

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Imrie and carried, the Board unanimously approved the recommendations in this report to: 

1. approve the AIR of TCHC for the year ended December 31, 2019; and 
2. authorize two directors to sign the report as is required per the Operating Agreement, on behalf of the Board. 

Item 6 - 2019 Annual Report and Letter to the Shareholder, TCHC:2020-12

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-12) from the CEO.   

Mr. Marshman answered questions raised by the Board.  Topics discussed included the following: 

• Work is still being done on the Annual Report, so it has been deferred.  

Motion carried 

ON MOTION DULY MADE by Mr. Campbell, seconded by Ms. Imrie and carried, the Board unanimously approved the recommendations in this report to: 

1. approve the 2019 Letter to the Shareholder (Attachments 1 to this report); 
2. authorize the CEO (or designate) to finalize the 2019 Annual Report, reflecting the information contained in the approved 2019 Letter to the Shareholder and TCHC’s audited financial statements; 
3. authorize the CEO (or designate) to forward the 2019 Annual Report and Letter to the Shareholder to the City of Toronto’s City Manager; and 
4. request the City of Toronto’s advice on the manner in which the CEO might attend TCHC’s Annual General Meeting, specifically whether it is their intention to convene a virtual meeting of the Executive Committee for this purpose. 

Item 7 - AGM Process for TCHC and its Subsidiaries, TCHC:2020-13

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-13) from the General Counsel & Corporate Secretary.   

Mr. Meagher answered questions raised by the Board. Topics discussed included the following: 

• Management will need to reach out to the City to determine how to administer the AGM process, as normally it is conducted through the City’s Executive Committee. 
• 2001064 Ontario Inc. is a subsidiary for a property owned by TCHC on Elizabeth Street. 
• Don Mount Court is scheduled to be wound up in 2020. 

Motion carried 

ON MOTION DULY MADE by Councillor Fletcher, seconded by Mr. Macrae and carried, the Board unanimously approved the recommendations in this report to: 

1. authorize the CEO or designate to represent the sole shareholder, TCHC, and conduct annual meetings of the shareholder via written resolution in the form attached as Appendix 1, for the following subsidiaries that are wholly-owned by TCHC:  
   1. 2001064 Ontario Inc.; 
   2. Access Housing Connections Inc.; 
   3. Alexandra Park Development Corporation; 
   4. Allenbury Gardens Development Corporation; 
   5. Don Mount Court Development Corporation; 
   6. Leslie Nymark Development Corporation; 
   7. Railway Lands Development Corporation; 
   8. Regent Park Development Corporation; 
   9. Toronto Affordable Housing Fund; 
   10. Toronto Community Housing Enterprises Inc.; and 
2. authorize the CEO, and the General Counsel and Corporate Secretary, and their respective designates, to take all actions and execute all necessary documents to implement the above resolutions. 

Item 8A - Change Order: Bulk General Repairs Under State of Good Repair Program (VAC 20033), TCHC:2020-15

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-15) from the Vice-President, Facilities Management (Interim).   

Mr. Murray answered questions raised by the Board. Topics discussed included the following: 

• This change order asks for an additional $7M annually for the last two years of the contract to address more units and increase the scope of work within those units.  
• Previously the program was ‘opt in’; it is now an ‘opt out’ model.  
• Through the annual unit inspection process, staff determine which buildings to address with State of Good Repair. 
• With the change order, the number of units completed annually would rise to ~900 units from 700-800 units previously. The additional funding would allow for more holistic in-suite repairs, including replacement of kitchens and bathrooms. 
• TCHC still has carriage of capital repairs in the Seniors portfolio, so there are Seniors buildings that are included in the SOGR plan. 
• By extending the existing contract for two years rather than going out to retender, TCHC is able to hold unit pricing, which represents a significant savings to TCHC. 
• This contract was let in 2017 and did not contemplate community benefits, but is something that can be considered when the contract is next tendered.  

ACTION ITEM:  

• Annually, Management to report to the Board re: number of unit repairs completed through the SOGR program vs. number of units planned, and explain any variances.

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Campbell and carried, the Board unanimously approved the recommendations in this report to:  

1. approve a change order of up to $14,000,000.00 ($7,000,000.00 annually) (exclusive of taxes) to the following list of pre-qualified vendors for bulk general repairs under the State of Good Repair Program for 2020 and 2021: 
   • C2C;  
   • Greenline; 
   • Pace & Sons;  
   • Multitech; and  
2. authorize the appropriate staff to take the necessary actions to give effect to the above recommendation.  

Item 8B - Contract Award: Roofing Preventative Maintenance Program (VAC 20068), TCHC:2020-20

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-20) from the Vice-President, Facilities Management (Interim).   

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Campbell and carried, the Board unanimously approved the recommendations in this report to: 

1. approve the award for roofing preventive maintenance, based on the RFP 19418, for up to $23,567,295.00 (exclusive of taxes) on a 5 year term (3 years with the option of two 1-year contract extensions at TCHC Management’s discretion) as follows:  
   • $1,067,295.00 for annual maintenance inspections and planned preventive maintenance including:  
     • $166,665.00 to Triumph Roofing & Sheet Metal Inc. (“Triumph”) ($33,331.00 annually); 
     • $462,500.00 to Top Line Roofing & Sheet Metal Inc. (“Top Line”) ($92,500.00 annually); 
     • $153,790.00 to Trinity Roofing Ltd. (“Trinity”) ($30,758.00 annually);  
     • $284,350.00 to Cordeiro Roofing Ltd. (“Cordeiro”) ($56,870.00 annually); and 
   • $22,500,000.00 ($4,500,000.00 annually) for demand and emergency roof repairs, as needed. 
2. authorize the appropriate staff to take the necessary actions to give effect to the above recommendations. 

Item 8C - Contract Award: Grounds Maintenance and Snow Clearing Services, TCHC:2020-36

The Board had before it the above-captioned report (TCHC:2020-20) from the Vice-President, Facilities Management (Interim).   

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Campbell and carried, the Board unanimously approved the recommendations in this report to: 

1. approve the award of the work for annual grounds maintenance snow clearing services for the direct managed portfolio for a total of $54,528,470.00 (exclusive of taxes) for a term of 5 years (3 years with the option of two 1 year-contract extensions at TCHC’s discretion) based on the outcome of RFP 19387, as follows: 
   1. $6,787,900.00  to Federated Building Maintenance as follows: 
      1. Group 1 for $3,137,500.00 ($627,500.00 annually); 
      2. Group 3 for $3,650,400.00 ($730,080.00 annually); 
   2. $7,338,470.00  to Humberview Maintenance Group as follows: 
      1. Group 2 for $7,338,470.00 ($1,467,694.00 annually); 
   3. $6,431,350.00  to 2218029 Ontario Ltd Pro-Tech Property Maintenance and Construction (“Pro-Tech Property Maintenance”) as follows: 
      1. Group 6 for $6,279,350.00.00 ($1,255,870.00 annually); 
      2. Group 11 for $152,000.00 (30,400.00 annually); 
   4. $5,990,000.00 to S. McPherson Lawn and Snow (“McPherson Lawn and Snow”) as follows: 
      1. Group 7 for $5,990,000.00 ($1,198,000.00 annually); 
   5. $15,910,000.00 to Lomco Limited as follows: 
      1. Group 4 for $6,910,000.00 ($1,382,000.00 annually); 
      2. Group 5 for $4,500,000.00 ($900,000.00 annually); 
      3. Group 10 for $4,500,000.00 ($900,000.00 annually); 
   6. $12,070,750.00 to Executive Landscaping Ltd. (“Executive Landscaping”) as follows: 
      1. Group 8 for $5,655,750.00 ($1,131,150.00 annually); 
      2. Group 9 for $6,415,000.00 ($1,283,000.00 annually); 
2. authorize the appropriate staff to take the necessary actions to give effect to the above recommendations. 

Item 9 - Lawrence Heights: Phases 2 & 3, TCHC:2020-27

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-27) from the CDO.

Mr. Tong provided the Board with a PowerPoint presentation. Topics discussed included the following: 

1. Next Phases in Context – New Approval Framework 
   • Phases 2 and 3 will include: 
     • 636 replacement RGI Units,  
     • 2488 new market units 
     • 130 new affordable units 
     • A new community hub with public park, community centre, daycare and public school 
     • New network of public streets and infrastructure 
2. Proposed Phasing 
3. Phase Statistics in IDP 
4. Timeline 

Mr. Tong answered questions raised by the Board. Topics discussed included the following: 

• In Phase 1, 750+ tenants and residents were linked to training and job opportunities, with a value commitment of ~$4M ($500K in scholarships and $3.5M in employment). 
• TCHC has been in conversation with other orders of government, but at this time they have not committed to additional funding. The community centre and daycare will be paid for out of Parks, Forestry and Recreation’s budget. 
• As per City Council direction, Lawrence Heights was specifically exempted from the City’s large site requirement and all funds were prioritized instead for RGI rental replacement. If TCHC opts to apply for rezoning or an Official Plan amendment, the City may add requirements at that time for affordable housing. 
• No new affordable rental units were built in Phase 1, only four affordable home ownership units.  
• As part of Phases 2 & 3, there are currently 130 affordable rental units being proposed. The Board directed Management to explore opportunities to maximize affordable rental units created at Lawrence Heights. 

ACTION ITEMS: 

• The CDO to bring the proposed community benefits for Lawrence Heights, Phases 2 & 3, to the Tenant Services Committee well in advance of issuing the RFP for review and input by the Board.  
• Management to bring the report, Investments, Employment and Training as Part of the Regent Park Social Development Plan) (2020.EC11.4) to the next TSC meeting for discussion.  

Motion carried 

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Imrie and carried, the Board unanimously approved the recommendations in this report with the following amendments: 

1. to authorize the CDO to submit the Lawrence Heights Phase 2 and 3 Initial Development Proposal (“IDP”) to the City of Toronto to begin the revitalization approvals process as approved by City Council on July 16 & 17, 2019 while continuing to explore opportunities to maximize affordable housing units on this site; 
2. subject to City Council approval, to authorize the CDO (or designate) to issue a Request for Proposal (“RFP”) for a Phase 2 and 3 developer partner; 
3. to authorize spending authority of an additional $200,000 for pre-development expenses in support of drafting and evaluating the RFP and completing the Land Titles Absolute process; and 
4. to authorize the CDO (or designate) to take the necessary action, incur capital commitments, and execute any and all documents as may be necessary to give effect to the above recommendations. 

Item 10 - Implementation of Rubin Thomlinson Recommendations, TCHC:2020-33

ITEM DEFERRED. 

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-33) from the General Counsel & Corporate Secretary.   

Mr. Meagher presented the Board with a PowerPoint presentation and advised the Board that the purpose of this report is to provide the Board with information regarding TCHC management’s response to the recommendations contained in the Rubin Thomlinson (“RT”) report.  Highlights of the presentation incorporated: 

• RT’s recommendations; 
• Policy Review; 
• Procedure for Staff Complaints; 
• Human Rights Policy (Staff): Procedure for Staff Complaints; 
• Workplace Harassment Program; 
• Incident/Injury Reporting and Investigation Procedure; and 
• Workplace Violence Policy. 

Motion carried 

ON MOTION DULY MADE by Councillor Fletcher, seconded by Mr. Campbell and carried, the Board unanimously agreed to defer this item.  

Item 11 - June 2020 Mortgage Renewal with Scotiabank and Canada Mortgage and Housing Corporation, TCHC:2020-34

Deputation by Cheryl Duggan was received with respect to this item via written deputation which was circulated to the Board prior to the meeting. 

The Board had before it the above-captioned report (TCHC:2020-34) from the CFO.

Ms. Lee answered questions raised by the Board. Topics discussed included the following: 

• These are standard renewals that require Board resolution to proceed. All mortgages are up for renewal on June 1, 2020, for a total of $12.5M. 
• These mortgages cannot be consolidated as they are administered by the Ministry of Housing. 

Motion carried 

ON MOTION DULY MADE by Mr. Macrae, seconded by Mr. Smith and carried, the Board unanimously approved the recommendations in this report to: 

1. approve transactions totaling a maximum of $12.5 million, being $12.06 million with Bank of Nova Scotia and $0.4 million with Canada Mortgage and Housing Corporation, in connection with three mortgages due for renewal on June 1, 2020; and 
2. authorize the CEO (Kevin Marshman) or the CFO (Rose-Ann Lee) to take necessary actions, including negotiation and execution of such documentation as may be required, in order to give effect to the above recommendation. 

TERMINATION 

The public meeting terminated at 2:06 p.m.