Board of Directors Meeting - October 26, 2017

Agenda

1. Chair’s Remarks

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: Chair

2. Consent agenda

Action: -

Pre-read: -

Presenter: Chair

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 28, 2017

Action: Approval

Pre-read: Minutes

Presenter: Chair

2d. Business Arising from the Public Meeting Minutes and Action Items Update of September 28, 2017

Action: Information

Pre-read: Action item list

Presenter: Chair

2e. Tenant’s First Update

Action: Information

Pre-read: TCHC:2017-54

Presenter: Director, Strategic Planning & Stakeholder Relations

3.President and Chief Executive Officer

3a. Monthly President’s Report

Action: Information

Pre-read: TCHC:2017-56 15 minutes

Presenter: President and CEO

4. RSC Chair’s report

Action: -

Pre-read: Verbal report 5 minutes

Presenter: Chair, RSC

5. GCHRCC Chair’s report

Action: Information

Pre-read: Verbal report 5 minutes

Presenter: Chair, GCHRCC

6. BIFAC Chair’s report

Action: Information

Pre-read: Verbal report 5 minutes

Presenter: Chair, BIFAC

7. Fire Safety Program

Action: Information

Pre-read: TCHC:2017-57 10 minutes

Presenter: President and CEO

TERMINATION

Minutes

The Board of Directors of the Toronto Community Housing Corporation held a public meeting on October 26, 2017 at 10:26 a.m. in in the Main Floor Conference Room at 931 Yonge Street, Toronto and via teleconference.

Directors in Attendance:

Kevin Marshman (Chair)

Councillor Ana Bailão (via teleconference)

Councillor Joe Cressy

Vincent Gasparro

Linda Jackson

Joseph Kennedy

Colin Lynch (via teleconference)

Pamela Taylor

Catherine Wilkinson

Directors Absent:

Robert Carlo (On a Leave of Absence)

Councillor Frank Di Giorgio

Councillor Michael Ford

Management present:

Marta Asturi, Legal Counsel & Assistant Corporate Secretary

Rose-Ann Lee, Chief Financial Officer & Treasurer (Interim)

Ismail Ibrahim, General Counsel & Corporate Secretary (Interim)

Hugh Lawson, Director, Strategic Planning and Stakeholder Relations

Graham Leah, Vice President, Asset Management

Bruce Malloch, Director, Strategic Communications

Mark McDonald, Vice President, ITS

Sheila Penny, Vice President, Facilities Management

Vincent Tong, Vice President, Development (Interim)

Wayne Tuck, Chief Operating Officer and Acting President & Chief Executive Officer

Ted Wieclawek, Fire Safety Team Lead Consultant

A quorum being present, Mr. Marshman, 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 the Board meeting and provided the Board with the following highlights since the last Board meeting.

Closed Session Updates

The Chair identified the following items that were addressed in the confidential session.

• The Board approved a 2017 workplan from TCHC’s external auditor, PricewaterhouseCoopers (“PwC”), which will support TCHC’s financial reporting for the 2017 fiscal year.
• The Board approved a contract award which will design, build, operate and maintain a combined heat and power system at Moss Park.
• The Board approved a revised construction budget for phase 1 of the Allenbury Gardens revitalization project. In phase 1, TCHC’s building 30 rental replacement townhomes and 26 tenant parking spaces in an underground parking garage shared with the market condominium.

Deputations

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

• Item 4 – RSC Chair’s Report (Deputed by Rosemarie Frei)

Consent Agenda Items

Item 2 – Approval of Consent Agenda Items

The agenda was approved with the following changes:

• Item 2A – Approval of Public Meeting Agenda;
• Item 2B – Chair’s Poll re: Conflict of Interest; and
• Item 2C – Confirmation of Board of Directors’ Public Meeting Minutes of September 28, 2017.

Items Held:

• Item 2D – Business Arising from Public Meeting Minutes and Action Items Update of September 28, 2017; and
• Item 2E –Tenant’s First Update.

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Ms. Jackson and carried, the Board of Directors approved the consent agenda items as amended and those items not held for discussions (Items 2A, 2B and 2C).

Item 2A – Approval of Public Meeting Agenda

The agenda was approved as circulated.

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Councillor Cressy and carried, the Board of Directors approved the agenda.

Item 2B – 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 2C – Confirmation of Board of Directors’ Public Meeting Minutes of September 28, 2017

The Board of Directors had before it the draft Board minutes for September 28, 2017.

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Councillor Cressy and carried, the Board of Directors confirmed the above-captioned minutes without amendments.

Item 2D – Business Arising from the Public Meeting Minutes and Action Items Update of September 28, 2017.

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Councillor Cressy and carried, the Board of Directors received the report for information with the following amendments:

• Page 2 of 5 – Item 6 – TCHC:2017-14 Resolution Regarding 2016 Operating Cash Surplus
  Amend target date from ‘Completed’ to a specific date as it hasn’t been completed.
• Page 3 of 5 – Item 9 – TCHC:2012-64 Internal Transfer Policy Revisions
  Amend target date to a date earlier than Q4, 2018.

Item 2E – Tenant’s First Update, TCHC:2017-54

The Board of Directors had before it the above-captioned report (TCHC:2017-54) from the Director, Strategic Planning & Stakeholder Relations.

Mr. Lawson answered questions raised by the Board and a brief discussion ensued.

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Councillor Cressy and carried, the Board of Directors received the report for information.

Item 3A – Monthly President’s Report, TCHC:2017-56

The Board had before it the above-captioned report (TCHC:2017-56) from Chief Operating Officer on behalf of the President & Chief Executive Officer.

Mr. Tuck answered questions raised and accepted feedback from the Board. Some concerns included the following:

• Vacancy rate strategy;
• Seniors in arrears strategy;
• Parking arrears vs. rent arrears and importance of separation of the two categories;
• Importance of posting Information Technology Subcommittee (“ITS”) and the Bid Award Subcommittee (“BAS”) on TCHC’s external website.

Motion carried

ON MOTION DULY MADE by Ms. Taylor, seconded by Ms. Jackson and carried, the Board of Directors received the report for information.

Item 4 – Resident Services Committee (RSC), Chair’s Report

Deputation heard from Ms. Rosemarie Frei.

Ms. Jackson thanked the deputant for her submission and no further comments/remarks from the Chair of RSC were received at this time.

Item 5 – Governance, Communications, Human Resources and Compensation Committee (GCHRCC), Chair’s Report

The Chair of the GCHRCC announced that GCHRCC hasn’t met since the last Board meeting however, the following items will be discussed at its November 10th meeting:

• Status of subsidiaries;
• Privacy policy;
• Investigation policy;
• Annual work plan;
• Review of committee/subcommittee charters;
• Review of corporate by-laws; and
• Board/Committee 2018 schedule.

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

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

• Review of Chief Internal Auditor’s work plan;
• Approval of TCHC’s external auditors; and
• Continuing to keep a close eye on development program.

Item 7 – Fire Safety Program, TCHC:2017-57

The Board of Directors had before it the above-captioned report (TCHC:2017-57) from the Chief Operating Officer on behalf of the President & Chief Executive Officer.

Mr. Tuck confirmed that completion of staff training will occur by the end of the year. Additionally, Mr. Tuck advised the Board that a mass mail-out to tenants is in progress and tenant communication working groups are meeting on November 27th.

The Board suggested that these working groups include tenants who live in buildings where fires have taken place and R-PATH members.

The Board commented that the content of the report requires more detail. Lastly, a request was made that Management report on the fire safety program on a monthly basis (opposed to quarterly) until the end of Q1, 2018.

Motion carried

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

Termination

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