Board of Directors Meeting - February 6, 2013

Agenda

Revision #1 (revised on February 4, 2013)

Chair’s Remarks

President and CEO’s Remarks

Approval of Agenda and Review of Agenda Order

Chair’s Poll re: Conflict of Interest

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

1 - Confirmation of Toronto Community Housing Corporation Board of Directors Public Minutes

• December 7, 2012

Business Arising from the Public Minutes and Board Action Item List

For Approval:

2 - Special Working Group: Affordable Home Ownership – Exploring Options, BIC

3 - Regent Park: 180 Sackville St. (Block 22) IAHP Contribution Agreement, BIC

4 - Item moved to closed meeting agenda 

5 - Appointments to Fill Director Vacancies on Subsidiary Boards, GRHRC 

6 - 2013 Board and Committees Meeting Schedule, GRHRC

7 - Director Education and Board Development (2012 Annual Report and 2013 Budget), and Attendance Record, GRHRC

8 - Relocation Policy, TCSC

9 - Framework for Review of RGI Decisions, TCSC

10 - Motion from TCSC re: Task Force, TCSC

For Information:

11 - Correspondence to the Board from the City of Toronto: NONE RECEIVED

12 - Other Business

Minutes

The Board of Directors of the Toronto Community Housing Corporation met on Wednesday, February 6, 2013 at 10:13 a.m. in the ground floor boardroom at 931 Yonge Street, Toronto.

Directors in Attendance:

Norman (Bud) Purves, Chair 

Councillor Maria Augimeri

Councillor Ana Bailão

Christian Buhagiar

Brian Kwan

Karen Newman

Councillor Frances Nunziata

Councillor Cesar Palacio

Catherine Wilkinson

Jennifer Wood

Audrey Wubbenhorst

Directors Absent:

Munira Abukar

Zahir Bhaidani

Also present:

Eugene E. Jones Jr., President and Chief Executive Officer

Marta Asturi, Legal Counsel and Assistant Corporate Secretary

Paul Chisholm, General Manager, Access Housing Connections Inc.

Michelle Haney-Kileeg, Vice President, Resident Services

Jason Gorel, Chief Financial Officer

Hugh Lawson, Director, Strategic Planning & Stakeholder Relations

Anand Maharaj, Vice President, Human Resources

Bruce Malloch, Director, Strategic Communications

Liz Reid, Senior Director, ITS

Greg Spearn, Chief Development Officer

Michael Vear, Chief Internal Auditor

Michelle Wong, General Counsel and Corporate Secretary

A quorum being present, Mr. Bud Purves, Chair, called the meeting to order, and Mrs. Janice Lewkoski served as recording secretary. 

The Chair introduced and welcomed new board members, Councillors Maria Augimeri and Ana Bailão.  He provided his opening remarks, noting upcoming community meetings with the President and CEO. 

The President and CEO circulated a statement to the Board and announced an independent review is being conducted to review Toronto Community Housing’s processes and practices for hiring vendors who do repairs for Toronto Community Housing.  The review will further determine if the corporation is delivering best value for our residents.

The President and CEO updated the Board on recent community meetings.

The Chair polled the audience for deputations and explained the deputation process.

Approval of Agenda

A new item was added to the agenda under Other Business to discuss issues with services by cable providers.

Motion carried

ON MOTION DULY MADE by Mr. Brian Kwan, seconded by Councillor Maria Augimeri and carried, the Board of Directors approved the agenda as amended.

Declaration of 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. Mr. Christian Buhagiar declared a conflict of interest in item 7 re: Director Education and Board Development (2012 Annual Report and 2013 Budget), and Attendance Record due to his employment with the Institute of Corporate Directors, of which memberships and subscriptions may be obtained.

Review of Agenda Order

The following public agenda items were held for discussion:

• Item 1: Business Arising from the Public Minutes and Board Action Item List
• Item 5: Appointments to Fill Director Vacancies on Subsidiary Boards
• Item 6: 2013 Board and Committees Meeting Schedule
• Item 7: Director Education and Board Development (2012 Annual Report and 2013 Budget), and Attendance Record
• Item 8: Relocation Policy
• Item 9: Framework for Review of RGI Decisions
• Item 10: Motion from the Tenant and Community Services Committee re: Task Force
• Item 12: Other Business

Motion carried

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Mr. Brian Kwan and carried, the Board of Directors approved the agenda items not held for discussion.

Item 1 - Confirmation of Board Minutes of Toronto Community Housing Corporation for December 7, 2012

The Board had before it the draft minutes for the December 7, 2012 public Board meeting.

The Board discussed the Action Item List and requested that management report back on Toronto Community Housing’s stand-alone properties as a standing item at all board meetings.

The Board requested management report back on potential unit swaps as part of the review process of the revisions to the Internal Transfer Policy.

Motion carried

ON MOTION DULY MADE by Ms. Audrey Wubbenhorst, seconded by Mr. Zahir Bhaidani, the Building and Investment Committee resolved to approve amendments in recommendation 1 of the report to replace $3,000,000 funding with $4,800,000, and 25 new Affordable Rental Housing units with 40.

Motion carried

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Mr. Brian Kwan and carried, the Board of Directors confirmed the December 7, 2012 public minutes.

Item 2 - Special Working Group: Affordable Home Ownership – Exploring Options, TCHC:2013-01

The Board of Directors had before it the above-captioned report (TCHC:2013-01) from the Building and Investment Committee.  

Motion carried

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Mr. Brian Kwan and carried, the Board of Directors authorized staff to explore the conversion of up to 100 stand-alone properties to affordable home ownership.

Item 3 - Regent Park: 180 Sackville St. (Block 22) IAHP Contribution Agreement, TCHC:2013-02

The Board of Directors had before it the above-captioned report (TCHC:2013-02) from the Building and Investment Committee.

Motion carried

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Mr. Brian Kwan and carried, the Board of Directors resolved to:

1. Authorize the President and CEO or his designate to enter into a Contribution Agreement with City of Toronto for $4,800,000 funding towards the provision of 40 new Affordable Rental Housing units at 180 Sackville St. (Block 22, Phase 2 Regent Park) under IAHP.
2. Authorize he President and CEO or his designate to take the necessary action and incur capital commitments executing documents required as may be necessary and otherwise to give effect to the above recommendations.

Item 5 - Appointments to Fill Director Vacancies on Subsidiary Boards, TCHC:2013-03

The Board of Directors had before it the above-captioned report (TCHC:2013-03) from the Governance, Risk and Human Resources Committee.  

The Board requested that recommendation #3 in the report be amended to specify the appointment as an “ex-officio director”.  

The Board discussed the status of the Don Mount Court Development Corporation.

The Board requested an operating statement for all developments, including status, commitments, units and timelines.

Motion carried

ON MOTION DULY MADE by Mr. Christian Buhagiar, seconded by Mr. Brian Kwan and carried, the Board of Directors approved the recommendations in the report, as amended, to:

1. accept the resignations of Norm Kelly as a director of Railway Lands Development Corporation and Don Mount Court Development Corporation;
2. in accordance with the 2010 Subsidiary Review Task Force Report, elect the Building and Investment Committee (BIC) Chair (or designate) as an ex-officio director of Railway Lands Development Corporation;
3. elect Christian Buhagiar as an ex-officio director of Don Mount Court Development Corporation; and
4. approve the Board Chair, CEO or designate to take all necessary actions and execute all documents and resolutions, on behalf of TCHC, as required to implement the above recommendations.

Item 6 - 2013 Board and Committees Meeting Schedule, TCHC:2013-04

The Board of Directors had before it the above-captioned report (TCHC:2013-04) from the Governance, Risk and Human Resources Committee.  

The Board discussed the proposed calendar and the Board Chair requested board members advise the Board Secretary of any conflicts they have with the meeting dates.

Motion carried

ON MOTION DULY MADE by Councillor Maria Augimeri, seconded by Councillor Cesar Palacio and carried, the Board of Directors approved the attached 2013 calendar setting out the meeting dates for the Board and its Committees.

Item 7 - Director Education and Board Development (2012 Annual Report and 2013 Budget), and Attendance Record, TCHC:2013-05

The Board of Directors had before it the above-captioned report (TCHC:2013-05) from the Governance, Risk and Human Resources Committee.  

The following individual provided a verbal deputation in relation to this item:
•    Clive Williams

The Board discussed the community meetings and all-staff meetings as additional opportunities for director education, and requested the schedule of upcoming meetings to be circulated to the Board.

Motion carried

ON MOTION DULY MADE by Councillor Cesar Palacio, seconded by Ms. Audrey Wubbenhorst and carried, the Board of Directors approved the recommendations in the report to:

1. receive the report for information; and 
2. approve the proposed 2013 Director Education and Board Development program and supporting budget of $20,560. 

Due to a conflict of interest, Mr. Christian Buhagiar abstained from voting.

Item 8 - Relocation Policy, TCHC:2013-06

The Board of Directors had before it the above-captioned report (TCHC:2013-06) from the Tenant and Community Services Committee.  

The following individuals provided verbal deputations in relation to this item:

• Susan Gapka
• Clive Williams

The Board discussed the proposed policy and noted that the issue of child care subsidy and limiting moves during the school year should be addressed.

The Board requested that the policy be amended to:

• include a clear statement in the Scope section to distinguish the Relocation Policy from the Transfer Policy; and
• amend the 12th bullet on page 2 to read “A plan for security will be put in place to address potential risks to buildings and personal security due to relocation;”.

The Board requested that management report back on relocations, including costs, on a quarterly basis.

Motion carried

ON MOTION DULY MADE by Councillor Cesar Palacio, seconded by Councillor Maria Augimeri and carried, the Board of Directors approved the Relocation Policy attached as Appendix 1, subject to the following amendments:

• include a clear statement in the Scope section to distinguish the Relocation Policy from the Transfer Policy; and
• amend the 12th bullet on page 2 to read “A plan for security will be put in place to address potential risks to buildings and personal security due to relocation;”.

Item 9 - Framework for Review of RGI Decisions, TCHC:2013-07

The Board of Directors had before it the above-captioned report (TCHC:2013-07) from the Tenant and Community Services Committee.  

The Board and management discussed the report and noted:

• training for panel members should be provided by a third party; and
• legal clinics will be included in the outreach for panel members.

The Board requested that the General Counsel review the framework and make amendments as necessary to the language regarding panel members, residency and removal of members.

Motion carried

ON MOTION DULY MADE by Mr. Norman Purves, seconded by Councillor Cesar Palacio and carried, the Board of Directors approved the attached Framework for Review of RGI Decisions, subject to the General Counsel’s review of the document and making the requested amendments.

Mr. Christian Buhagiar left the meeting at 11:33 a.m.

Item 10 - Motion from TCSC re: Task Force, TCHC:2013-08

The Board of Directors had before it the above-captioned report (TCHC:2013-08) from the Tenant and Community Services Committee.  

The following individuals provided verbal deputations in relation to this item:

• Clive Williams 
• Susan Gapka
• Miguel Avila

Councillor Frances Nunziata introduced the agenda item and provided background on the reason for the motion.

The Board noted that the Task Force is being established by the Toronto Police Services, which will determine membership and set out the terms of reference for the Task Force.

The President and CEO reported that an update regarding community safety will be provided to the Tenant and Community Services Committee, including crime statistics for 2012.

A Board member requested a copy of an agreement between Toronto Community Housing and Toronto Police Services regarding search and seizure processes.

Motion carried

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Mr. Brian Kwan and carried, the Board of Directors resolved to:

1. support the Task Force established by Toronto Police Services to look at options to improve overall security and community safety on and adjacent to TCHC properties; such review to include consideration of practices and partnerships to enhance security; and
2. that Councillor Nunziata provide a report to the Board with the terms of reference of the Task Force.

Item 12 - Other Business

The Board discussed a potential disparity in cable providers within Toronto Community Housing buildings and in providing residents with access to view live video feed from the lobby cameras on their televisions.

The Board requested that management report back on this matter and suggested that this be added as a requirement in the RFP when these contracts are renewed.

CLOSED MEETING PROCEEDINGS

The public meeting was adjourned at 12:04 p.m. to allow the Board of Directors to hold a closed meeting to consider items C, D, E, F, G, H, I, J, K, M and N.

TERMINATION

The meeting terminated at 1:42 p.m.