Board of Directors Meeting - August 14, 2014

Agenda

1. Chair's Remarks

Action: Information

Pre-read: -

Presenter: Chair, Board of Directors

2. Approval of Public Meeting Agenda and Review of Agenda Order

Action: Approval

Pre-read: Agenda

Presenter: Chair, Board of Directors

3. Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read

• Agenda
• Conflict of Interest Policy

Presenter: Chair, Board of Directors

4. Review of Agenda (all items not held will be voted together without discussion)

Action: Approval

Pre-read: Agenda

Presenter: Chair, Board of Directors

5. Interim President and CEO's Remarks

Action: Information

Pre-read: -

Presenter: Interim President & CEO

6. Confirmation of Board of Directors’ Public Meeting Minutes of June 19, 2014

Action: Approval

Pre-read: Minutes

Presenter: Chair, Board of Directors

7. Business Arising from the Minutes and Committee Action Items Update

Action: Discussion

Pre-read: Action Item List

Presenter: Chair, Board of Directors

Reports from the Building and Investment Committee (BIC)

9. Building and Investment Committee Chair’s Report

Action: Information

Pre-read: Verbal (5 minutes)

Presenter: Chair, BIC

10. Affordable Homeownership Programs in Revitalization Communities

Action: Approval

Pre-read: TCHC:2014-37 (5 minutes)

Presenter: Chair, BIC

Reports from Governance, Risk and Human Resources Committee (GRHRC)

11. Governance, Risk and Human Resources Committee Chair’s Report

Action: Information

Pre-read: Verbal (10 minutes)

Presenter: Chair, GRHRC

12. Revision to By-Law No. 2

Action: Approval

Pre-read: TCHC:2014-38 (5 minutes)

Presenter: Chair, GRHRC

13. AGM Protocol and Proxy Appointment for Toronto Community Housing’s Wholly-Owned Subsidiaries

Action: Approval

Pre-read: TCHC:2014-39 (5 minutes)

Presenter: Chair, GRHRC

14. TCHC Emergency Response Planning Presentation

Action: Information

Pre-read: 30 minutes

Presenter: Risk Manager, Risk Management & Insurance

Reports from Corporate Affairs and Audit Committee (CAAC)

15. Corporate Affairs and Audit Committee Chair’s Report

Action: Information

Pre-read: Verbal (5 minutes)

Presenter: Chair, CAAC

Direct Management Reports

16. Quarterly Performance Report (Q2 2014)

Action: Information

Pre-read: TCHC:2014-40 (25 minutes)

Presenter: Director, Strategic Planning and Stakeholder Relations

17. Correspondence to the Board from the City of Toronto

Action: Information

Pre-read: -

Presenter: Board Chair or Interim President and Chief Executive Officer

TERMINATION

Minutes

The Board of Directors of the Toronto Community Housing Corporation (TCHC) held a public meeting on August 14, 2014 at 10:45 a.m. in the Main Floor Conference Room at 931 Yonge Street, Toronto and via teleconference.

Directors in Attendance:

Bud Purves (Chair)

Councillor Ana Bailão

Christian Buhagiar

Brian Kwan

Karen Newman (via teleconference)

Councillor Cesar Palacio

Catherine Wilkinson

Audrey Wubbenhorst

Directors Absent:

Munira Abukar (on a leave of absence)

Zahir Bhaidani

Councillor Maria Augimeri

Councillor Frances Nunziata

Jennifer Wood

Also present:

Marta Asturi, Legal Counsel & Assistant Corporate Secretary

Jason Gorel, Chief Financial Officer & Treasurer

Hugh Lawson, Director, Strategic Planning & Stakeholder Relations

Graham Leah, Vice President, Asset Management

Laurie Payne, Development Director

Liz Reid, Vice President, Information Technology Services

Greg Spearn, Interim President & Chief Executive Officer/ Chief Development Officer

Pamela Spencer, General Counsel & Corporate Secretary/ Interim Vice President, Human Resources

Helen Trajanos, Risk Manager, Risk Management & Insurance
Michael Vear, Chief Internal Auditor

A quorum being present, the Chair called the meeting to order and Ms. Charmaine Zina served as recording secretary.

Item 1 - Chair's Remarks

The Chair welcomed everyone to today’s Board Meeting. Mr. Purves announced that Ms. Munira Abukar has requested and been granted a Leave of Absence since she is a candidate in the October 27, 2014 municipal elections.

In addition, Mr. Purves informed the Board that Management is on track to deliver TCHC᾽s 2014 capital budget. Together with the City of Toronto, we are doing everything we can to raise funds needed to sustain our properties so that they will continue to provide present and future residents with security, stability and quality of life.

Mr. Purves advised the Board that generating funds to pay for capital repairs is one of the Corporation’s biggest challenges, together with modernizing how we do business. TCHC is fixing more than just our buildings. We are modernizing the workforce, replacing antiquated systems, adopting rigorous standards, and tracking performance against measurable goals. We are moving away from reactive approaches to a proactive business model that delivers better service and better governance.  

The Chair stressed the importance of the Board’s commitment to bringing transparency and accountability to the Corporation, and driving changes that improve TCHC’s performance. Speaking as Chair of the Board, the Board’s collective goal should be to ensure that TCHC is a better company when it is time to make way for the next Board when the current members’ terms are complete.

Deputations

The Chair polled for any deputations to be heard at the meeting. No deputations were received by the Secretary and none were declared.

Item 2 - Approval of Agenda and Review of Agenda Order

The agenda was approved with the following changes: Item 18 – RSC Chair Report (new item added to the agenda).

Motion carried

ON MOTION DULY MADE by Mr. Kwan, seconded by Ms. Wubbenhorst and carried, the Board of Directors approved the agenda as amended.

Item 3 - Chair's Poll re: Conflict of Interest

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

Item 4 - Agenda Items Not Held For Discussion

The following items were not held for discussion: Items 7, 9, 11, 13 and 17.

Motion carried

ON MOTION DULY MADE by Mr. Kwan, seconded by Ms. Wubbenhorst and carried, the Board of Directors approved the agenda items not held for discussion (Items 7, 9, 11, 13 and 17).

Item 5 - Interim President & CEO Remarks

Mr. Spearn thanked the Board Chair and the Board, and stated how privileged he felt in his role as Interim President and Chief Executive Officer of TCHC.  

Mr. Spearn stated that his goals are to build a better TCHC by getting on with the business of the Corporation in ways that are more transparent, more responsive, more professional and more connected to service delivery to TCHC’s residents.  

Mr. Spearn advised that City Council has agreed to our proposal to refinance more TCHC mortgages through Infrastructure Ontario, as well to secure a number of existing property loans from the City. This refinancing is expected to generate an additional $60 million for much needed capital repairs to TCHC’s aging buildings. 

Mr. Spearn advised that TCHC’s Executive Leadership Team (ELT) continues to meet regularly with a Committee of Senior City officials, and that he has had several meetings with the City Manager, Deputy City Manager, Senior City officials and periodically with the Deputy Mayor to help identify and reinforce where we can partner with the City to work more effectively.

Mr. Spearn advised that work continues on the development of the 2015 budget.  TCHC᾽s Finance Division and ELT are analyzing funding submissions requested by business units.  Management will provide an overview of our direction at the October 9, 2014 Board meeting, followed by formally presenting the 2015 budget to the Board at its December 16, 2014 meeting. 

Mr. Spearn further advised that TCHC’s Ombudsman Report Task Force meets regularly with the City of Toronto Ombudsman to update her on our progress in implementing an action plan for better serving vulnerable seniors, including a clear definition of vulnerability.  Mr. Spearn has had two productive meetings with the Ombudsman to discuss TCHC’s progress in implementing the recommendations from her 2013 and 2014 reports.  

Mr. Spearn concluded by referencing the completion of TCHC’s Organization Chart, which the Board has been requesting for some time. Mr. Spearn stated that while the Organizational Chart is a work in progress, it has become an important tool for Management.

Other Business

Motion carried

ON MOTION DULY MADE by Councillor Bailão, seconded by Councillor Palacio and carried, the Board of Directors unanimously approved the following:

Authorize the Interim President and Chief Executive Officer and senior staff to work with Scadding Court Community Centre and the City of Toronto through the Economic and Development and Culture and Social Development, Finance and Administration Division to recommend economic development opportunities for tenants living in TCHC through the “Business out of the Box” model as they relate to TCHC’s Community Economic Development in the Homeward 2016 Strategic Plan, and report back to the Board.

Item 6 - Confirmation of Board Public Meeting Minutes of June 19, 2014

The Board had before it the draft Board minutes of the June 19, 2014 public meeting.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Bailão and carried, the Board of Directors confirmed the above-captioned public minutes with the following amendments to Item 9 (page 5 of 6) to read as follows: 

Item 9:  Eviction Prevention for Arrears

In addition, the Board would like 2013 statistics included for a more detailed comparison/analysis of such information and the total number of active applications at the Landlord and Tenant Board.

Item 7 - Business Arising from the Minutes and Committee Action Items Update

Motion carried

ON MOTION DULY MADE by Mr. Kwan, seconded by Ms. Wubbenhorst and carried, the Board of Directors received the report for information.

Item 9 - Building and Investment Committee Chair’s Report

No report or comments from the Chair of the Building and Investment Committee (BIC) were received at this time.

Item 10 - Affordable Homeownership Programs in Revitalization Communities, TCHC:2014-37

The Board had before it the above-captioned report (TCHC: 2014-37) from the Chair of BIC. Mr. Kwan advised the Board on the purpose and importance of this Program.  

This Program offers down-payment assistance through a second mortgage of up to 35% of the purchase price that allows residents to qualify for a mortgage.  Administration of the funds are through the Toronto Affordable Housing Fund (TAHF), which is managed by a Board of Directors that consists of TCHC’s Interim President and Chief Executive Officer, Chief Financial Officer and a Board member.

Motion carried

ON MOTION DULY MADE by Mr. Brian Kwan, seconded by Councillor Bailão and carried, the Board of Directors approved the recommendations in the report, with one vote against the motion.

Ms. Catherine Wilkinson voted against the motion as she felt the program was discriminatory due to the fact that the Program is not available to all tenants.

Item 11 - Governance, Risk and Human Resources Committee Chair’s Report, TCHC:2014-34

No report or comments from the Chair of the Governance, Risk and Human Resources Committee (GRHRC) were received at this time.

Item 12 - Revision to By-Law No. 2, TCHC:2014-38

The Board had before it the above-captioned report (TCHC: 2014-38) from the GRHRC.

Motion carried

ON MOTION DULY MADE by Mr. Christian Buhagiar, seconded by Ms. Catherine Wilkinson and carried, the Board of Directors unanimously approved the recommendations in the report.

Item 13 - AGM Protocol and Proxy Appointment for Toronto Community Housing’s Wholly-Owned Subsidiaries, TCHC:2014-39

The Board had before it the above-captioned report (TCHC: 2014-39) from the GRHRC.

Motion carried

ON MOTION DULY MADE by Mr. Kwan, seconded by Ms. Wubbenhorst and carried, the Board of Directors unanimously approved the recommendations in the report.

Presentation

Item 14 - TCHC Emergency Response Planning Presentation

Ms. Helen Trajanos, Risk Manager with the Risk Management & Insurance Division, provided a verbal update to the Board on the development of TCHC’s Emergency Response Plan (ERP). An ERP supports an integrated corporate response to ensure safety and security of residents and staff and the protection of TCHC᾽s property, brand and reputation. Management initiated the development of an ERP in July 2013. 

This ERP will be used by the City of Toronto and across the Province of Ontario, and will clarify and document the emergency response process as well as identify and manage gaps. Management has conducted 3 different training sessions with a total of 79 attendees. Over the next 6 months, Management will conduct additional training and performing a test run of the ERP.

Ms. Trajanos noted the following benefits of the ERP:

• provides TCHC staff with clear structure, ensuring flexibility and continuity of operations;
• clearly defines checklist and action items for each role within the ERP;
• provides protection for residents and staff, keeping them safe and secure during an emergency; and
• builds a stronger relationship with the City’s Office of Emergency Management (OEM).

She further noted that the learnings from the 2013 Ice Storms were incorporated into the ERP.

Motion carried

ON MOTION DULY MADE by Mr. Kwan, seconded by Ms. Wubbenhorst and carried, the Board of Directors  unanimously received the report for information.

Item 15 - Corporate Affairs and Audit Committee Chair’s Report

Ms. Karen Newman spoke on behalf of the Chair of the Corporate Affairs and Audit Committee (CAAC), as he was absent from today’s Board meeting. Ms. Newman commented on the Q1 quarterly financial statements  She further noted that TCHC’s Chief Internal Auditor has reported an improvement since his last audit in relation to 3 compliance items: (i) senior management expenses; (ii) payroll; and (iii) general expense claims.

Item 16 - Quarterly Performance Report (Q2 2014), TCHC:2014-40

The Board had before it the above-captioned report (TCHC: 2014-40) from Mr. Lawson, Director of Strategic Planning & Stakeholder Relations.

Mr. Lawson, presented the following performance highlights:

• Completion of $28.8 million in construction towards the 2014 goal of $128 million.
• Construction at Regent Park hit a number of milestones, and sales launched in the first phase of Allenbury Gardens revitalization.
• Client Care Centre’s expanded performance measures show 10 measures across 8 variables.
• 83% of arrears that are over $1,000 are being actively managed, meaning there are plans in place with these households to address larger arrears balances.

The Board suggested clarification on the following:

• what issues are CSU officers facing;
• statistics on the number of fires and floods; and
• the total aggregate cost of evictions.

In addition, the Board would like to see total number of active applications at the Landlord and Tenant Board included in the ᾽Eviction Rate᾽ chart on page 26 of 28.

Motion carried

ON MOTION DULY MADE by Mr. Kwan, seconded by Ms.  Wubbenhorst and carried, the Board of Directors  unanimously received the report for information.

Item 17 - Correspondence to the Board from the City of Toronto

No correspondence presented.

Item 18 - Resident Services Committee Chair's Report

Ms. Catherine Wilkinson presented the Board with a verbal update on the activity at the Resident Services Committee (RSC).

Tenant Survey

Productive work is well underway and RFP preparation is in progress to seek an external provider to undertake this project.  Results from the Survey are expected in Spring 2015.

Update on the Ombudsman’s “Housing at Risk” Recommendations

Work is progressing well and it is anticipated that all recommendations will be implemented by the end of 2014.

Resident Guide

Management is in the process of finalizing revisions to the Resident Guide which will be provided to all new leaseholders at lease signing and to existing residents upon request.  This is an all-inclusive guide educating residents about TCHC, its policies and procedures and who to contact with any matters relating to their tenancy.

Vulnerable Tenant Protocol

This is now a standing item on the RSC agenda.  Management has been working with the City of Toronto Ombudsman on a proposed definition; which is planned to be in place to comply with the OCHE mandate to provide services to Vulnerable Residents effective October 1, 2014, who may be facing eviction or loss of subsidy.

Commissioner of Housing Equity

The Commissioner of Housing Equity will be providing the Board with her very first quarterly report at the RSC next meeting.

The External Advisory Committee (EAC) will be conducting a 6 month review on the effectiveness of the Office of the Commissioner of Housing Equity (OCHE) on September 3rd, with a report to follow to the Board along with an update on the Landlord and Tenant Board (LTB) Pilot Project for Vulnerable Tenants.

TERMINATION

The public meeting terminated at 12:45 p.m.