Board of Directors Meeting - May 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 April 25, 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 Corporate Affairs and Audit Committee

12. Auditor General Follow-up on Previous Audit Recommendations

Action: Information

Pre-read: Auditor General’s Report (20 minutes)

Presenter: Auditor General

Reports from the Resident Services Committee

16. Landlord Tenant Board Pilot Project

Action: Approval

Pre-read: TCHC:2014-10R (20 minutes)

Presenter: Commissioner of Housing Equity 

Reports from the Governance, Risk and Human Resources Committee

20. Amendment to the Resident Services Committee Terms of Reference

Action: Approval

Pre-read: TCHC:2014-13 (5 minutes)

Presenter: Chair, GRHRC

TERMINATION

Minutes

The Board of Directors of the Toronto Community Housing Corporation held a public meeting on May 14, 2014 at 2:34 p.m. in the Main Floor Conference Room at 931 Yonge Street, Toronto and via teleconference.

Directors in Attendance:

Bud Purves, Chair

Munira Abukar 

Councillor Ana Bailão

Brian Kwan (via teleconference)

Catherine Wilkinson

Jennifer Wood 

Audrey Wubbenhorst

Directors Absent:

Councillor Maria Augimeri

Zahir Bhaidani

Christian Buhagiar

Karen Newman

Councillor Frances Nunziata

Councillor Cesar Palacio

Also present:

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

Marta Asturi, Legal Counsel & Assistant Corporate Secretary

Graham Leah, Vice President, Asset Management

Hugh Lawson, Director Strategic Planning & Stakeholder Relations

Jason Gorel, Chief Financial Officer & Treasurer

Jeffrey Griffiths, Auditor General

Pamela Spencer, General Counsel & Corporate Secretary & Interim VP Human Resources

Jerry Shaubel, Director, Auditor General’s Office

Cynthia Summers, Commissioner of Housing Equity

Michael Vear, Chief Internal Auditor

A quorum being present, Mr. Purves, 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 attending today’s Board meeting. The Chair addressed the Ombudsman's Report, noting that the Board takes the Ombudsman's investigation very seriously and agreed to implement all recommendations in a timely manner. The Chair expressed how the Board looks forward to working with Mr. Greg Spearn as Interim President and CEO, and how they believe Mr. Spearn is the right person to provide stability and effective leadership during this transition period.

The Chair elaborated on celebrating another milestone this morning at Regent Park for the launch of Phase 3 of the revitalization. The Regent Park Athletic Grounds will be constructed with primary funding from the MLSE foundation and the City of Toronto, as well as support from The Daniels Corporation.

The Chair concluded by stating that the Board and management will continue to drive change to improve how Toronto Community Housing delivers service to residents. The Board remains committed to this mandate of change and improvement, and on transforming Toronto Community Housing into a landlord of excellence.

Deputations

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

Item 2 - Approval of Agenda and Review of Agenda Order

Motion carried

ON MOTION DULY MADE by Councillor Bailao, seconded by Ms. 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 did not hold the following items for discussion: Item 21- Amendment to the Resident Services Committee Terms of Reference.

Motion carried

ON MOTION DULY MADE by Councillor Bailao, seconded by Ms. Wood and carried, the Board of Directors approved the agenda item not held for discussion.

Item 5 - Interim President & CEO Remarks

Mr. Greg Spearn thanked the Board Chair and expressed that he is honored the Board appointed him as Interim CEO and President. Mr. Spearn reiterated how TCHC needs stability and his focus will be to work with the Board, the City Manager's office and his fellow executives to strengthen our organizational structure. In turn, this will put in place a solid foundation to support our staff in providing all residents with timely, efficient and effective services.

Item 6 - Confirmation of Board Minutes of Toronto Community Housing Corporation for April 25, 2014

Motion carried

ON MOTION DULY MADE by Ms. Wood, seconded by Ms. Wubbenhorst and carried, the Board of Directors approved the Public Minutes of April 25, 2014.

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

The Board had the following discussed on the action list: 

1. Status of Performance Measures Workshop: Management is reviewing the template for reporting on performance measures for Q1 2014, which will be brought forward to the Board for review.
2. Status of Briefing on Participatory Budgeting: It was confirmed that this was reported to the Resident Services Committee at its March 21, 2014 meeting with further follow up to the Resident Services Committee.
3. Status on Hydro Costs for Tenants: A report is being prepared for review at the May 29, 2014 BIC meeting, which will then be forwarded onto the Board for information.
4. Annual Information Return (Minutes of April 25, 2014 Item 10):  Management to clarify if the average vacancy time noted in the minutes relates only to revitalization projects.
5. Annual Report (Minutes of April 25, 2014 Item 11): The Board requested management to provide further time to review the annual report in future.

Motion carried

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

Item 12 - Auditor General Follow-up on Previous Audit Recommendations

The Auditor General ("AG"), Mr. Griffiths, presented the above mentioned report to the Board, discussing TCHC’s progress in implementing recommendations from the five audits his office conducted in 2011 and 2012. Mr. Griffiths also circulated a handout and presented a summary of savings from the implementation of the recommendations, noting that the cost saving estimates are provided by TCHC staff and not the AG’s staff. TCHC has procurement process in place as well as financial auditing process in place.  In summary, 18 recommendations are still outstanding, out of 80, to be implemented. The remaining 18 recommendations should be completed by the end of the year and the AG will return this time next year to give the Board an update. The AG is impressed with TCHC’s progress in implementing the recommendations.

Motion carried

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

Mr. Griffiths and Mr. Shaubel left the meeting at 3:12 p.m.

Item 16 - Landlord Tenant Board Pilot Project, TCHC:2014-10R

Ms. Cynthia Summers, the Commissioner of Housing Equity, presented the above mentioned report to the Board, discussing a proposed pilot project with the Landlord Tenant Board ("LTB") to provide mediation and customized hearing process for Toronto Community Housing’s residents facing eviction for arrears.  The Board established the Office of the Commissioner of Housing Equity ("OCHE") in the fall of 2013.  Ms. Summers also provided an overview of the OCHE to the Board. This independent office works to improve housing stability by ensuring fair processes and equitable treatment for seniors and vulnerable residents facing eviction for arrears.  

The LTB Pilot Project is a collaboration with TCHC staff and OCHE.  The Board discussed the pilot project, noting that mediation is not mandatory but encouraged. The current process has no case management.  The LTB Pilot Project will have a designated day only for TCHC matters.  
 
The Board requested Ms. Summer to report back to the Board, three months after this Pilot Project is launched, in December 2014 with a statistical report on volume of files, cost, scope and definition of success of the LTB Pilot Project for the period of September to December.

Motion carried

ON MOTION DULY MADE by Councillor Bailao, seconded by Ms. Wood and carried, the Board of Directors unanimously approved the recommendations in the report as amended:

1. That the OCHE in conjunction with TCHC staff conduct a Pilot Project commending in September 2104 for the period of one year to allow an assessment of mediation at the LTB as a method of avoiding evictions, and to assess the benefits of customized hearings for TCHC's most vulnerable residents, and further,
2. That the OCHE report back to the Board through the Resident and Services Committee, upon completion of the study.   

TERMINATION

The public meeting terminated at 3:52 p.m.