Board of Directors Meeting - September 12, 2019

Agenda

1. Chair’s Remarks

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: Chair

2. Consent agenda

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 July 19, 2019 and June 27, 2019

Action: Approval

Pre-read: Minutes

Presenter: Chair

2d. Business Arising from the Public Meeting Minutes and Action Items Update of June 27, 2019

Action: Information

Pre-read: Action Item List

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. July 2019 Performance Report-CEO’s Business Plan Update

Action: Information

Pre-read: TCHC:2019-27 30 minutes

Presenter: President and Chief Executive Officer

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

Action: Information

Pre-read: TCHC:2019-28 30 minutes

Presenter: President and Chief Executive Officer

4. GCHRC Chair’s Report

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: GCHRC Chair

5. TSC Chair’s Report

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: TSC Chair

6. BIFAC Chair’s Report

Action: Information

Pre-read: Verbal Report 5 minutes

Presenter: BIFAC Chair

6a. Firgrove-Grassways Revitalization: Business Plan

Action: Approval

Pre-read: TCHC:2019-23 15 minutes

Presenter: Chief Development Officer

TERMINATION

Minutes

The Board of Directors (“Board”) of the Toronto Community Housing Corporation (“TCHC”) held a public meeting on September 12, 2019 at 10:46 a.m. in in the Main Floor Conference Room at 931 Yonge Street, Toronto.

Directors in Attendance:

Brian Smith (Chair)

John Campbell

Amanda Coombs (arrived at 11:32 a.m.)

Debbie Douglas (left at 12:18 p.m.)

Ubah Farah

Councillor Paula Fletcher

Councillor Michael Ford

Adele Imrie

Linda Jackson

Directors Absent:

Councillor Ana Bailão

Nick Macrae

Tim Murphy

Management present:

Luisa Andrews, Vice President, Information Technology Services

Cathy Barker, Vice President, Human Resources

Allan Britton, Senior Manager (Inspector), CSU - Community Safety Unit

Rose-Ann Lee, Chief Financial Officer & Treasurer

Hugh Lawson, iHMS Business Lead, ITS - iHMS

Graham Leah, Vice President, Asset Management

Bruce Malloch, Director, Strategic Communications

Kevin Marshman, President & Chief Executive Officer

Darragh Meagher, Interim General Counsel & Corporate Secretary

William Mendes, Acting Vice President, Tenant & Community Services

Vincent Tong, Chief Development Officer

Lindsay Viets, Director, Strategic Planning & Stakeholder Relations

Ceilidh Wilson, Interim Assistant Corporate Secretary

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

Item 1 – Chair’s Remarks

The Vice Chair welcomed everyone to the Board meeting and advised 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 Update

The Chair advised everyone that for the first time, the live-stream of the meeting will be recorded and subsequently posted on TCHC’s YouTube channel. This will enable tenants and others who are unable to attend the meeting or follow it live online to view the proceedings at a later date. Tenants have been asking for this for some time and we’re pleased that we are now following the example of City Council and other city agencies in providing greater public access to the discussions that take place at the Board table.

Furthermore, by archiving the files on YouTube, viewers will be able to select the free closed-captioning feature, which improves accessibility for persons with disabilities at no additional cost. Going forward, we will archive the recordings of TCHC Board meetings and Board committee meetings online. Links to the archived files will be available on TCHC’s website for ease of access.

Report Out Decisions

This morning the Board met in camera and the confidential session will take place after the public session concludes. Therefore there are no decisions to report out at this time. Decisions made during the upcoming confidential sessions will be reported out at the next Board meeting or on the TCHC website.

Deputations

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

• Item 2C – Confirmation of Board of Directors’ Public Meeting Minutes of June 27, 2019 (Deputed by Miguel Avila);
• Item 2D - Business Arising from Public Meeting Minutes and Action Items Update of June 27, 2019 (Deputed by Miguel Avila);
• Item 3A - July 2019 Performance Report – CEO’s Business Plan Update (Deputed by Miguel Avila, Cheryl Duggan and Cathy Birch);
• Item 3B - July 2019 Performance Report – CEO’s Operational Performance Measures (Deputed by Cheryl Duggan);
• Item 6A – Firgrove-Grassways Revitalization: Business Plan (Deputed by Shannon Holness); and
• Item 7 – CMHC National Housing Co-Investment Fund (Deputed by Miguel Avila, Cheryl Duggan and Cathy Birch).

CONSENT AGENDA ITEMS

Item 2 – Approval of Consent Agenda Items

The following items were not held for discussion:

• Item 2A – Approval of Public Meeting Agenda; and
• Item 2B – Chair’s Poll re: Conflict of Interest.

The following items were held for discussion:

• Item 2C – Confirmation of Board of Directors’ Public Meeting Minutes of June 27, 2019; and
• Item 2D – Business Arising from Public Meeting Minutes and Action Items Update of June 27, 2019.

Motion carried

ON MOTION DULY MADE by Ms. Douglas, seconded by Ms. Imrie and carried, the Board approved the following consent agenda items: Items 2A and 2B.

Item 2A – Approval of Public Meeting Agenda

The agenda was approved with the following changes:

Addition of:

• Item 7 CMHC National Housing Co-Investment Fund.

Motion carried

ON MOTION DULY MADE by Councillor Ford, seconded by Mr. Campbell 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 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 June 27, 2019

Deputation by Miguel Avila was received with respect to this item.

The Board had before it the draft public minutes for June 27, 2019.

Motion carried

ON MOTION DULY MADE by Ms. Jackson, seconded by Councillor Ford and carried, the Board confirmed the above-captioned minutes without amendments.

Item 2D – Business Arising from the Public Meeting Minutes and Action Items, Update of June 27, 2019

Deputation by Miguel Avila was received with respect to this item.

The Board and Management had a brief discussion on CCTV cameras in staircases.

Motion carried

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

Item 3 – President and Chief Executive Officer’s Remarks, Verbal

Mr. Marshman advised the Board that he’s been working with Mr. Meagher on ensuring that when drafting agenda’s there are as many items in the public session as possible. Additionally, we are analyzing TCHC’s deputation process and how it can be more effective/efficient.

Item 3A – July 2019 Performance Report – CEO’s Business Plan Update, TCHC:2019-27

Deputations by Miguel Avila, Cheryl Duggan and Cathy Birch were received with respect to this item.

The Board had before it the above-captioned report (TCHC:2019-27) 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 July 2019. Projects identified as tracking behind/at risk include the following:

• Contract Property Management (CPM) companies – Service Improvement;
• Revision of Use of Space Agreements with Partners; and
• TCHC Business Transformation.

Other topics of discussion included the Tenant Engagement System Refresh. The Tenant Engagement Refresh was brought back on track with the Board’s approval of the implementation plan. Moving forward the project’s status will be measured against new milestones which align with the implementation plan.

Motion carried

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

Item 3B – July 2019 Performance Report - CEO’s Operational Performance Measures, TCHC:2019-28

Deputation by Cheryl Duggan was received with respect to this item.

The Board had before it the above-captioned report (TCHC:2019-28) from the President and Chief Executive Officer.

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

• Demand Cockroach Treatments;
• Arrears/Arrears Due to Loss of Subsidy;
• Crimes Against Property;
• Crimes Against Person; and
• Fire Incidents.

Mr. Marshman answered questions raised/concerns and accepted feedback from the Board. Some suggestions included:

• recycling effectiveness (metrics on this);
• false alarms relating to fire incidents (metrics on this);
• action plan to reduce arrears and ensuring tenancies are maintained;
• engage earlier in process with tenants to work on a solution (i.e. repayment agreements etc.); and
• crimes again property/persons – request for solvency rates on these crimes.

The Board identified the importance in differentiate between types of arrears (i.e. chronic non-paying tenants vs. tenants who are simply a few days behind in rent vs. tenants who are struggling to pay)

The Board requested Management to provide a breakdown of how many units are in arrears beyond a month (percentage of arrears) offline. In addition, the Board suggested having an in depth arrears discussion at the next BIFAC/TSC meeting and subsequently at the proceeding Board meeting.

Lastly, it was brought to Management’s attention that currently OCHE’s website states their services are exclusive to seniors. Management will ensure this is changed because OCHE is available for all TCHC tenants.

Motion carried

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

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

No comments or remarks by the Chair of GCHRC were received at this time.

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

The Chair of the TSC, Ms. Jackson advised the Board that at the last Board meeting many tenants deputed to the Tenant Engagement Refresh. Ms. Jackson acknowledged that it’s not perfect however, TCHC will continue to monitor the success and challenges of this dynamic document.

Furthermore, the Seniors project was approved at City Council which is going to have significant impact on how TCHC provides support to seniors. Mr. Marshman took the opportunity to notify the Board that Mr. Chris Murray (City Manager) has started monthly review process meetings to ensure proper due diligence is taken during the transition. The first meeting was in early September. Mr. Marshman has suggested to invite Mr. Murray to a Board meeting so that he can provide the Board with update on actions taking place.

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

The Chair of the BIFAC advised the Board that the one item at the last BIFAC meeting, the Emergency Management Program, was received from the Senior Director, Fire Life Safety & Risk Management and the Firgrove-Grassways business plan was approved.

Item 6A – Firgrove-grassways Revitalization: Business Plan, TCHC:2019-23

Deputation by Shannon Holness was received with respect to this item.

The Board had before it the above-captioned report (TCHC:2019-23) from the Chief Development Officer.

Mr. Tong answered questions raised by the Board. Topics discussed included the following:

• TCHC’s been working with the community for over 8 months. TCHC held 5 official open houses and workshops, set up a revitalization working group and opened up a revitalization drop-in for tenants to drop in and ask questions at any point in time;
• Number of units that are condos vs. rental market;
• retail space along Jane Street;
• proposed park, community centre and pool; and
• expansion of childcare facility (currently 46 spaces and proposed to expand to 60+ spaces).

Concerns were raised that opening the community to more streets and auto accessibility would lead to the continuance of violence/drive-by shootings. The Board suggested exploring the possibility of the installation of security gates or automatic swing gates.

Mr. Tong informed the Board that Management met with CSU, TPS and did a Crime Prevention Through Environmental Design (“CPTED”) analysis. In the plan there are no standalone townhouses as studies indicate that standalone townhouses have greater risk of drive-by shootings.

Mr. Tong stated that the principles of development is opening things up (opening up the socioeconomic mix, etc.) which increases safety. Introducing gates is against TCHC’s desire to create inclusive communities. TCHC will continue discussions with the community, but as an urban planner, this goes against the principles TCHC’s trying to achieve in redevelopment

Ms. Coombs and Ms. Farah abstained the motion.

Motion carried

ON MOTION DULY MADE by Ms. Douglas, seconded by Councillor Fletcher, the Board voted as follows:

In Favour

• Linda Jackson
• Brian Smith
• Debbie Douglas
• Councillor Fletcher
• Councillor Ford
• John Campbell
• Adele Imrie

Abstained

• Amanda Coombs
• Ubah Farah

1. Approve and delegate the Chief Development Officer (“CDO”) (or designate) spending authority of $5.7 million in predevelopment expenses for the purposes of planning approvals, engagement and relocation;
2. Approve and delegate the Vice-President, Facilities Management (”VP-FM”) (or designate) spending authority of $7.2 million for demolition;
3. Authorize the CDO (or designate) to submit the Firgrove Business and Master Plan to the City’s Housing Secretariat and City-led Strategic Program Management Committee, and once satisfactory to the Strategic Program Management Committee, forward to the Planning and Housing Committee in order to begin the revitalization process and to request funding to implement the revitalization;
4. Authorize the CDO (or designate) to collect and hold vacant units in the TCHC portfolio and to cease rental of units in 4 and 17 Cane Grassway, and 5, 10 and 40 Turf Grassway in advance of relocation and construction;
5. Authorize the CDO (or designate) to relocate households in 4 and 17 Cane Grassway, and 5, 10 and 40 Turf Grassway, and to proceed with demolition of 234 rental units identified in Attachment 1, subject to all necessary consents required by the Housing Services Act, 2011 and the City of Toronto as sole shareholder; and
6. Authorize the CDO (or designate) to take the necessary action, incur capital commitments, and execute any and all documents as may be necessary to give effect to the above recommendations.

Item 7 – CMHC National Housing Co-investment Fund, TCHC:2019-30

Deputations by Miguel Avila, Cheryl Duggan and Cathy Birch were received with respect to this item.

The Board had before it the above-captioned report (TCHC:2019-30) from the Chief Financial Officer & Treasurer.

Mr. Marshman presented the report and a brief discussion followed.

Motion carried

ON MOTION DULY MADE by Mr. Campbell, seconded by Ms. Jackson and carried, the Board unanimously approved the recommendations in this report:

1. approve transactions totaling $1.34 billion with Canada Mortgage and Housing Corporation in connection with the CMHC National Housing Co-Investment Fund, beginning in 2019, substantially upon the terms particularized in report TCHC:2019-30; and
2. authorize the President and Chief Executive Officer and/or the Chief Financial Officer & Treasurer of Toronto Community Housing (“TCHC”) to take necessary actions, including negotiation and execution of such documentation as may be required by the terms of the financing set out in the Term Sheet and to give effect to the above recommendation.

Termination

The public meeting terminated at 12:28 p.m.