Board of Directors Meeting - October 24, 2019

Agenda

1. Chair's Remarks

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: Chair

2. Consent Agenda

Action: -

Pre-read: -

Presenter: -

2a. Approval of Public Meeting Agenda

Action: Approval

Pre-read: Agenda

Presenter: Chair

2b. Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read: Agenda and Conflict of Interest Policy

Presenter: Chair

2c. Confirmation of Board of Directors’ Public Meeting Minutes of September 12, 2019

Action: Approval

Pre-read: Minutes

Presenter: Chair

2d. Confirmation of Board of Directors’ Public Meeting Minutes of September 12, 2019

Action: Approval

Pre-read: Minutes

Presenter: Chair

3. President and Chief Executive Officer’s Remarks

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: President and Chief Executive Officer

3a. August 2019 Performance Report- CEO’s Business Plan Update

Action: Information

Pre-read: TCHC:2019-31 30 minutes

Presenter: President and Chief Executive Officer

3b. August 2019 Performance Report: CEO’s Operational Performance Measures

Action: Information

Pre-read: TCHC:2019-32 30 minutes

Presenter: President and Chief Executive Officer

3c. August 2019 Financial Report

Action: Information

Pre-read: TCHC:2019-38 15 minutes

Presenter: Chief Financial Officer & Treasurer

4. August 2019 Financial Report

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: GCHRC Chair

4a. 2020 Board and Committee Meeting Schedule

Action: Approval

Pre-read: TCHC:2019-33 10 minutes

Presenter: General Counsel and Corporate Secretary

5. TSC Chair’s Report

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: TSC Chair

5a. Q2 2019 – OCHE Quarterly Update

Action: Information

Pre-read: TCHC:2019-34 5 minutes

Presenter: Commissioner of Housing Equity

5b. Q2 2019 – OCHE Quarterly Update

Action: Information

Pre-read: TCHC:2019-37 5 minutes

Presenter: Commissioner of Housing Equity

5. BIFAC Chair’s Report

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: BIFAC Chair

TERMINATION

Minutes

The Board of Directors (“Board”) of the Toronto Community Housing Corporation (“TCHC”) held a public meeting on October 24, 2019 at 9:50 a.m. in the Main Floor Conference Room at 931 Yonge Street, Toronto and via teleconference.

Directors in Attendance:

Tim Murphy (Chair) (left at 11:11 a.m.)

Councillor Ana Bailão (left at 10:37 a.m.)

John Campbell

Ubah Farah (via teleconference)

Councillor Paula Fletcher

Councillor Michael Ford (via teleconference)

Adele Imrie (chaired the Board meeting from 11:11 a.m. – 11:39 a.m.)

Linda Jackson

Nick Macrae

Brian Smith (left at 11:11 a.m.)

Directors Absent:

Amanda Coombs

Debbie Douglas

Management present:

John Angkaw, Senior Director, Fire Life Safety & Risk Management

Cathy Barker, Vice President, Human Resources

William Anderson, Senior Director, CSU - Community Safety Unit

Rose-Ann Lee, Chief Financial Officer & Treasurer

Hugh Lawson, HoMES Business Lead, ITS

Bruce Malloch, Director, Strategic Communications

Kevin Marshman, President & Chief Executive Officer

Darragh Meagher, General Counsel & Corporate Secretary

William Mendes, Director, Program Delivery

Allen Murray, Vice President, Facilities Management (Acting)

Sheila Penny, Chief Operating Officer

Vincent Tong, Chief Development Officer

Lindsay Viets, Director, Transition

Ceilidh Wilson, Interim Legal Counsel & Assistant Corporate Secretary

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

Item 1 – Chair’s Remarks

The Chair welcomed everyone to the Board meeting and advised everyone that he will be chairing today’s meeting. The Chair noted the Acknowledgement of the Land and provided the Board with the following highlights since the last Board meeting.

Live-Streaming Meetings

TCHC began the practice of archiving the live stream of Board and Committee meetings last month and are pleased to report that four (4) meetings are archived on the Board Live Channel: the September 12th Board meeting, and the three (3) committee meetings which took place earlier this month.

Report Out Decisions

There are a number of decisions to report out from the confidential session of the September 12th Board meeting including the approval of the following:

• an updated business plan for Regent Park Phase 3 and the anchor business plan for Alexandra Park Phase 2;
• a financing transaction that will enable construction to proceed on the Verde Residences market condominium building in the Allenbury Gardens revitalization project;
• two (2) separate contract awards to Yardi Canada Ltd. through TCHC’s business transformation project;
• a contract award to Limen Group Construction through a competitive Request for Quotations process for building envelope and window replacement work at 51 Parkwoods Village Drive, a seven-storey residential building in North York; and
• three (3) separate contract awards, all of them through competitive Request for Proposals processes, to Ecosystem Energy to design, build, operate and maintain cogeneration and emergency generator systems in a total of 24 TCHC buildings.

Lastly, the Board authorized TCHC management to move ahead with its plan to transfer its stock of agency houses to non-profit housing agencies, as recommended in the City’s Tenants First plan.

TCHC Restructuring Plan

At TCHC’s last Board meeting on September 12th, the Board approved a plan to restructure the organization to provide better services to tenants which was publically announced on September 13, 2019. The plan includes changes to decentralize operations, the addition of frontline resources and the authorization of local decision-making in order to bring services closer to where tenants live.

Over the past weeks, TCHC has communicated with staff, tenants and the public about the plan, using a range of print and online communications approaches. Among those approaches are a dedicated page on TCHC’s website and, coming soon, a dedicated phone line and email where tenants can ask questions or leave a comment.

In addition, TCHC will hold a series of six (6) consultation meetings with tenants about the restructuring plan. The meetings will be held in November, led by Chief Operating Officer, Ms. Sheila Penny. At the meetings, tenants can learn about the restructuring plan, ask questions and provide input on what quality service looks like to them. Posters promoting the meetings have been sent to all TCHC buildings and the dates are posted on the Events page on TCHC’s website.

Deputations

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

• Item 3A – August 2019 Performance Report – CEO’s Business Plan Update (Deputed by Susan Gapka and Miguel Avila)
• Item 5A – Q2 2019 OCHE Quarterly Update (Deputed by Anita Dressler and Cathy Birch)

Consent Agenda Items

Item 2 – Approval of Consent Agenda Items

The following items were not held for discussion:

• Item 2B – Chair’s Poll re: Conflict of Interest; and
• Item 2D – Business Arising from Public Meeting Minutes and Action Items Update of September 12, 2019.

The following item was held for discussion:

• Item 2C – Confirmation of Board of Directors’ Public Meeting Minutes of September 12, 2019.

Motion carried

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

Second Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Imrie and carried, the Board approved varied the Agenda for this meeting in order to consider Item 4A, Item 5A and 5B before considering Items 3A, 3B and 3C.

Item 2A – Approval of Public Meeting Agenda

The agenda was approved with the following changes:

Move the below-noted agenda items to beginning of the public agenda:

• Item 4A: 2020 Board and Committee Meeting Schedule;
• Item 5A – Q2 2019: OCHE Quarterly Update; and
• Item 5B – Q3 2019: OCHE Quarterly Update.

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Imrie and carried, the Board approved the revised agenda.

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 – Confirmation of Board of Directors’ Public Meeting Minutes of September 12, 2019

The Board had before it the draft public minutes for September 12, 2019.

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Imrie and carried, the Board confirmed the above-captioned minutes with the following amendments:

Item 6A – Firgrove-Grassway’s Revilization: Business Plan (Page 9 of 11)

• Add Ms. Adele Imrie to the names listed under the ‘In Favour’ part of the motion.  

Item 2D – Business Arising from the Public Meeting Minutes and Action Items Update of September 12, 2019

Motion carried

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

Item 3A – August 2019 Performance Report - CEO’s Business Plan Update, TCHC:2019-31

Deputations by Susan Gapka and Miguel Avila were received with respect to this item.

The Board had before it the above-captioned report (TCHC:2019-31) from the President and Chief Executive Officer.

Mr. Marshman highlighted the implementation of actions against corporate goals and objectives of the 2019 Business plan, and other relevant matters that happened in August 2019. Projects identified as meeting or exceeding their milestones include:

• TCHC Business Transformation which has been changed to ‘on track’.

Projects identified as tracking behind/at risk included the following:

• Improvements to Contract-Managed Properties.

The Board requested Management to provide the scope of work of PWC offline.

Motion carried

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

The Chair left the meeting at 11:10 a.m.

Other Business – Appointment of Board Meeting Chair

The Board appointed Ms. Adele Imrie to serve as Chair for the remainder of this meeting.

Motion carried

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

Item 3B – August 2019 Performance Report - CEO’s Operational Performance Measures, TCHC:2019-32

The Board had before it the above-captioned report (TCHC:2019-32) from the President and Chief Executive Officer who provided highlights on the following key indicators:

• Pest Treatments;
• Vacancies;
• Arrears; and
• Safety.

Mr. Marshman answered questions and accepted feedback from the Board. Points of discussion included:

• Increase for non-rentable units is due to redevelopment activities;
• Continued growth in arrears;
• Expecting process improvements on arrears due to appropriate timelines in place to transfer files to OCHE;
• Market rent vacancies and how these vacancies are filled;
• Difference between non-rentable relocation and non-rentable revitalization units; and
• Tenant payment arrangements.

Suggestions were made to:

• Provide YTD 2019 (present year) vs. YTD 2018 (previous year) to comprehend accurate trends;
• Adding a line to the Vacancy Performance chart for ‘rented units’; and
• Adding arrears aging 30 days or less.

A concern the Board identified pertained to market rent vacancies and how these vacancies are filled. A request was made to have a more fulsome discussion at the next TSC meeting. Additionally, the Board requested Management to report back on process through which market units are rented by TCHC and the amount rented from Q1 2019 to Q3 2019.

Mr. Marshman informed the Board that his intention is to post market rent vacancy data on the external website on a monthly basis.

The Board requested Management to provide offline the number of evictions on an annual basis, the breakdown in the different categories for capital repair and general turnaround time in getting these units back online.

Motion carried

ON MOTION DULY MADE by Councillor Fletcher, seconded by Mr. Macrae and carried, the Board received the report for information.

Second Motion carried

ON MOTION DULY MADE Councillor Fletcher, seconded by Ms. Jackson and carried, the Board of Directors approved the following proposed recommendation:

Management to bring forward on a regular basis to TSC information on performance measures.

Action Item: Management to report back on process through which market units are rented by TCHC and the amount rented from Q1 2019 to Q3 2019.  

Item 3C – August 2019 Financial Report, TCHC:2019-38

The Board had before it the above-captioned report (TCHC:2019-38) from the Chief Financial Officer & Treasurer.

Ms. Lee provided high-level performance information on key areas of TCHC’s operations. Areas included the following:

• HoMES;
• YTD Cash Surplus;
• Building Repair Capital; and
• Development Capital.

Ms. Lee answered questions raised by the Board. Areas of discussion included:

• Difficulty in agency of the City getting permits;
• Line by line of financials will become part of Board materials going forward;
• Explanation of increase in operations, corporate services and other expenses;
• Reason for delay in Leslie Nymark was soil contamination which has been remedied; and
• Delay at Allenbury Gardens was due to rezoning application/permit to increase density.

Motion carried

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

Item 4 – Governance, Communications, Human Resources Committee (GCHRC), Chair’s Report

The Chair provided a verbal update to the Board on the activity at GCHRC, including discussions on the following:

• Communication from the Board Chair and the CEO on the Rubin Thomlinson (“RT”) report findings went out last week. TCHC is moving forward with the RT report recommendations;
• Deputation Policy – exploring ways to increase tenant involvement and communication relating to tenant issues; and
• 2020 Board/Committee Meeting Schedule.

Item 4A – 2020 Board and Committee Meeting Schedule, TCHC:2019-33

The Board had before it the above-captioned report (TCHC:2019-33) from the General Counsel & Corporate Secretary.

Mr. Meagher answered questions and accepted feedback raised by the Board.

A suggestion was made to add another Board meeting to the 2020 schedule.

The Board and Management briefly discussed the report and Mr. Marshman requested that over the next couple of weeks the Board provide Mr. Meagher with any conflict/suggestions they may have with the proposed 2020 Board/Committee meeting schedule.

Motion carried

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

Item 5 – Tenant Services Committee (“TSC”), Chair’s Report

The Chair of the TSC provided a verbal update to the Board on the activity at the TSC, including the following:

• Tenant engagement system and refresh;
• Feedback from seniors regarding reorganization and them wanting to be involved in decision making; and
• Concerns that seniors are getting less focus than other populations.

Lastly, Ms. Jackson informed the Board that she attended a mural unveiling at 3847 Lawrence in Scarborough which was a phenomenal experience. Ms. Jackson encouraged Management to pass along tenant events to the Board.

Item 5A – Q2 2019 – OCHE Quarterly Update, TCHC:2019-34

Deputations by Anita Dressler and Cathy Birch were received with respect to this item.

The Board had before it the above-captioned report (TCHC:2019-34) from the Commissioner of Housing Equity.

Ms. Summers answered questions and accepted feedback raised by the Board. Discussions included the following:

• Importance of the OCHE office for tenants as a safety net for seniors and vulnerable tenants in particular;
• Systemic changes needed in the organization based on OCHE’s findings that 95% of cases had errors in arrears collection process;
• The impact of OCHE on TCHC;
• Need to work on reporting so that the Board understands the impact of OCHE and/or resistance to OCHE;
• Loss of subsidy timing;
• Reasons for delays in files getting to OCHE;
• Dealing with arrears sooner reduces trauma to tenants;
• Voluntarily not paying vs. vulnerability issues;
• Importance of building relations with tenants; and
• Considering timelines, the impact and how tenants are moving through process will in turn assist in providing a full picture understanding.

The Board requested Management provide labour costs associated with an eviction process offline.

Motion carried

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

Item 5B – Q3 2019 – OCHE Quarterly Update, TCHC:2019-37

The Board had before it the above-captioned report (TCHC:2019-37) from the Commissioner of Housing Equity.

Motion carried

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

Item 6 – Building Investment, Finance and Audit Committee (“BIFAC”), Chair’s Report

No comments or remarks from the Chair of BIFAC were received at this time.

Termination

The public meeting terminated at 11:39 a.m.