Board of Directors Meeting - June 19, 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 May 14, 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

Presentation

8. Presentation from FRAM

Action: Information

Pre-read: Verbal (20 minutes)

Presenter: Frank Giannone and CDO

Direct Management Reports

9. Presentation: Quarterly Performance Report (Q1 2014)

Action: Information

Pre-read: TCHC:2014-33 (30 minutes)

Presenter: Director, Strategic Planning and Stakeholder Relations

10. Confirm TCHC’s Officers and Fill Vacancies on the Boards of TCHC’s Subsidiaries and Affiliated Entities

Action: Approval

Pre-read: TCHC:2014-34 (5 minutes)

Presenter: General Counsel and Corporate Secretary

Reports from Building and Investment Committee

11. Building and Investment Committee Chair’s Report

Action: Approval

Pre-read: Verbal (5 minutes)

Presenter: Chair, BIC

12. Regent Park: Transfer of Development Blocks for Market Condominiums

Action: Approval

Pre-read: TCHC:2014-35 (5 minutes)

Presenter: Chair, BIC

H. Direct Award: Continuous Safety Service Contract with the Electrical Safety Authority

Action: Approval

Pre-read: TCHC:C2014-28 (5 minutes)

Presenter: Chair, BIC

I. Limited Competition Award: Project/Construction Management and Design Services for Various Capital Programs

Action: Approval

Pre-read: TCHC:C2014-29 (5 minutes)

Presenter: Chair, BIC

J. Contractor Award: Parking Garage Restoration at Various Locations

Action: Approval

Pre-read: TCHC:C2014-30 (5 minutes)

Presenter: Chair, BIC

K. Direct Award: After-Hours Containment Services

Action: Approval

Pre-read: TCHC:C2014-31 (5 minutes)

Presenter: Chair, BIC

TERMINATION

Minutes

The Board of Directors of the Toronto Community Housing Corporation held a public meeting on June 19, 2014 at 5:58 p.m. in the Main Floor Conference Room at 931 Yonge Street, Toronto.

Directors in Attendance:

Bud Purves Chair

Councillor Ana Bailão

Zahir Bhaidani

Christian Buhagiar

Brian Kwan

Karen Newman

Councillor Frances Nunziata 

Catherine Wilkinson

Jennifer Wood

Directors Absent:

Munira Abukar

Councillor Maria Augimeri

Councillor Cesar Palacio

Audrey Wubbenhorst

Also present:

Frank Giannone, President, FRAM Building Group

Greg Spearn, Interim President & Chief Executive Officer

Jason Gorel, Chief Financial Officer & Treasurer

Marta Asturi, Legal Counsel & Assistant Corporate Secretary

Pamela Spencer, General Counsel & Corporate Secretary

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 and thanked everyone for coming to this evening’s Board Meeting. Mr. Bud Purves announced a number of items that were brought forward to the Building and Investment Committee and were approved by the Board during the closed session, which included a large number of additional expenditures for TCHC’s 2014 State of Good Repair program.    

Mr. Purves welcomed Mr. Frank Giannone, president of FRAM Building Group, TCHC’s developer partner in the Allendbury Gardens Revitalization.  Frank and his team will deliver a presentation about progress they are making with the revitalization of Allenbury Gardens.

Furthermore, the Chair expressed his pleasure in seeing the business of the corporation continue to run smoothly under the leadership of Interim President and CEO, Mr. Greg Spearn. As a result, the bi-weekly Board Transition Committee meetings have now been scheduled to monthly meetings. In addition, last week, Mr. Greg Spearn and I met with Toronto’s Chief of Police, Bill Blair. Chief Blair confirmed the Toronto Police Service’s commitment to safety in our neighbourhoods.

The Chair announced that a request for proposal will be issued to engage a firm to develop a process and job specifications for an executive search to find a permanent President and CEO and a Vice President of Human Resources. It’s expected to take several months to select a recruiter and complete the executive searches.

Item 2 - Approval of Agenda and Review of Agenda Order

Motion carried

ON MOTION DULY MADE by Ms. Karen Wood, seconded by Ms. Jennifer Wood and carried, the Board of Directors approved the agenda.

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 Board determined the following items would not be held for discussion: Items 6, 10, 11 and 12.

Motion carried

ON MOTION DULY MADE by Ms. Karen Wood, seconded by Mr. Brian Kwan and carried, the Board of Directors approved the agenda items not held for discussion (Items 6, 10, 11, and 12).

Item 5 - Interim President & CEO Remarks

Mr. Spearn thanked the Board Chair and expressed his appreciation with the Board’s constant guidance, oversight and assistance during this time. Mr. Spearn advised the Board that Ms. Anthi Bittner, Senior Manager, Human Resources who has comprehensive experience with the City’s human resources policies and practices, joined TCHC on secondment this past Monday. Ms. Bittner will be assisting with day-to-day direction to the recruitment team supporting Mercer Canada, who is conducting the Job Compensation Review.

Mr. Spearn advised that the TCHC Executive Leadership Team invited Lenna Bradburn, VP of Resident Services, Graham Leah, VP of Asset Management and Sheila Penny, VP of Facilities Management to participate actively in these weekly meetings to bring a frontline perspective to the table.

He further advised that, 2015 budget planning is underway. Management has set a deadline for business units to submit first drafts of their 2015 operating and capital budgets to the Finance Division. Management’s goal is to have Board approval for the 2015 budget this fall.

He further advised that, together with leaders from Facilities Management, Asset Management, Strategic Planning and Stakeholder Relations and Council Liaison, he has met with several City Councillors to discuss 2014 capital repair work planned for TCHC’s buildings in each of their wards. These meetings will continue through the summer. The Board will be kept updated on the outcomes of these meetings.

Mr. Spearn advised the Board of his meetings with Toronto’s Chief of Police, the Ombusdman, the Commissioner of Housing Equity, and concluded by thanking the Board, again, for their support and confidence during this transition time. Mr. Spearn reiterated that TCHC’s accomplishment over the past two months has truly been a team effort.

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

The Board discussed the action list and in response had some questions regarding the following: 

1. Hydro Costs for Tenants Report:  A review is underway to address any inconsistencies and building inefficiencies (e.g. age of buildings).  A report has been prepared and discussed at the Building and Investment Committee (BIC) meeting.  A follow up report is to come forward to BIC and then to the Board.

Motion carried

ON MOTION DULY MADE by Councillor Baliᾶo, seconded by Ms. Catherine Wilkinson and carried, the Board of Directors received the business arising from the public meeting minutes and action list for information

Item 8 - Presentation from FRAM Building Group

Mr. Frank Giannone updated the Board on the Allenbury Gardens Revitalization. Mr. Spearn noted to the Board the Anchor Business Plan the Board approved regarding this project (70% (TCHC) and 30% (FRAM)). Early interest in purchasing units is high and opening weekend is this weekend with construction scheduled to start in early February 2015.  

Mr. Giannone gave the Board a bit of background on FRAM and the family enterprise. Mr. Giannone presented a Powerpoint presentation to the Board and provided some insight on the structure and layout of their plan. It will be a combination of townhomes, most being replacement units and 2 bedroom condos with a future park laying in the middle of both. 

Mr. Giannone indicated the importance of the community plan and creating jobs for tenants that are long term.

Mr. Giannone answered questions from the Board.

Item 9 - Presentation re: Quarterly Performance Report (Q1 2014), TCHC:2014-33

Management presented the above-captioned report to the Board and noted that quarterly reports will no longer be presented to Committees but only directly to the Board. A discussion ensured, and the Board highlighted the following comments.

The Board suggested the need to have better clarity on the difference between quarterly and annual targets

Capital Program

The Board requested management to report back on the discrepancy in staffing that has moved from the operating budget to the capital budget.

Eviction Prevention for Arrears

The Board suggested that the Report separate the Repayment Agreement (TCHC) or Mediate Settlement (LTD) Numbers heading in order to clearly see the difference in improvement in TCHC's progress. 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.

Client Care Centre - Tenant Information Line 

Management is planning to recruit an additional five part-time FTEs to deploy in peak volume periods effective July 7, 2014. In addition, Management is continuing to performance manage agents around schedule compliance, attendance and average handle time in effort to optimize productivity. The Board discussed the option of outsourcing the call centre.

Motion carried

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

Item 10 - Confirm TCHC’s Officers and Fill Vacancies on the Boards of TCHC’s Subsidiaries and Affiliated Entities, TCHC:2014-34

The Board of Directors had before it the above-captioned report (TCHC:2014-34) from the General Counsel and Corporate Secretary.

Motion carried

ON MOTION DULY MADE by Ms. Karen Newman, seconded by Ms. Jennifer Wood and carried, the Board of Directors approved the recommendations in the report.

1. Approve the Annual Information Return of Toronto Community Housing Corporation for the year ended December 31, 2013, and;
2. Authorize two directors, the Chair of the Board and the Chair of the Corporate Affairs and Audit Committee, to sign the report as required per the Operating Agreement, on behalf of the Board.

Item 11 - Building and Investment Committee Chair’s Report

No report or comments from the Building and Investment Committee Chair at this time.

Item 12 - Regent Park: Transfer of Development Blocks for Market Condominiums

The Board of Directors had before it the above-captioned report (TCHC:2014-35) from the Building and Investment Committee.

Motion carried

ON MOTION DULY MADE by Ms. Karen Newman, seconded by Ms. Jennifer Wood and carried, the Board of Directors approved the recommendations in the report.

Items H-K - Contract Awards, TCHC:C2014-28 to TCHC:C2014-31

The Board of Directors had before it the above-captioned reports (TCHC:2014-28 to TCHC:2014-31) from the Building and Investment Committee.

Motion carried

ON MOTION DULY MADE by Ms. Karen Newman, seconded by Mr. Brian Kwan and carried, the Board of Directors unanimously ratified the recommendations in the reports as discussed in the closed meeting.

TERMINATION

The public meeting terminated at 7:40 p.m.