Board of Directors Meeting - September 25, 2020

Agenda

9:45 - Chair’s Remarks 

Action: Information

Pre-read: Verbal Report

Presenter: Chair

9:50 - Consent agenda 

a. Approval of Public Meeting Agenda 

Action: Approval

Pre-read: Agenda

Presenter: Chair

b. Chair’s Poll re: Conflict of Interest 

Action: Declaration

Pre-read: Conflict of Interest Policy

Presenter: Chair

c. Confirmation of Board of Directors’ Public Meeting Minutes of July 30, 2020 

Action: Approval

Pre-read: Minutes

Presenter: Chair

d. Execution of an Amendment to the Contribution Agreement with the City of Toronto and the Construction Funding Agreement with Dixon Hall Inc. for Capital Repair Work at 502, 504, 506 and 508 Parliament Street 

Action: Approval

Pre-read: TCHC:2020-58

Presenter: Vice President, Facilities Management

e. Execution of a Lease Agreement with the City of Toronto for the Operation of a Children’s Playground at 6 Henry Lane Terrance 

Action: Approval

Pre-read: TCHC:2020-59

Presenter: Vice President, Facilities Management

f. Change Order: Additional Spend Allowance for General Repairs Under the Demand General Repair Program  

Action: Approval

Pre-read: TCHC:2020-60

Presenter: Vice President, Facilities Management

g. Change Order: Additional Spend Allowance for General Repairs Under the Move Out/Unit Turn Program 

Action: Approval

Pre-read: TCHC:2020-61

Presenter: Vice President, Facilities Management

h. Contract Award: Program Roster for the Water Efficiency Program at Various TCHC Locations (RFP 20098) 

Action: Approval

Pre-read: TCHC:2020-62

Presenter: Vice President, Facilities Management 

i. Contract Award: Envelope Repairs, Cladding and Roofing at 2 Brahms Avenue (RFP 20079-PP) 

Action: Approval

Pre-read: TCHC:2020-63

Presenter: Vice President, Facilities Management

j. Updates to TCHC’s Electrical Preventative Maintenance Program 

Action: Approval

Pre-read: TCHC:2020-64

Presenter: Vice President, Facilities Management

k. Change Order: Commercial Laundry (Sparkle Solutions Corp.) 

Action: Approval

Pre-read: TCHC:2020-65

Presenter: Senior Director, Business Operations

l. Allenbury Gardens: Rental Construction Budget Update 

Action: Approval

Pre-read: TCHC:2020-66

Presenter: Chief Development Officer

m. Don Summerville Revitalization Update 

Action: Approval

Pre-read: TCHC:2020-67

Presenter: Chief Development Officer

n. Change Order: Unforeseen Costs for Garage Restoration at Kennedy Road 

Action: Approval

Pre-read: TCHC:2020-76

Presenter: Vice President, Facilities Management

9:55 - Business Arising from the Public Meeting Minutes and Action Items Update as of July 30, 2020 

Action: Information

Pre-read: Action Item List

Presenter: Chair

10:00 - Strategic Priorities: 2020-2021 

Action: Information

Pre-read: TCHC:2020-75

Presenter: Chief Executive Officer

10:45 - TSC Chair’s Report 

Action: Information

Pre-read: Verbal Report

Presenter: TSC Chair

10:50 - a. OCHE Quarterly Update (Q2 2020) 

Action: Information

Pre-read: TCHC:2020-68

Presenter: Commissioner of Housing Equity

11:00 - b. Referral Agreements Policy 

Action: Approval

Pre-read: TCHC:2020-69

Presenter: Director, Strategic Planning & Stakeholder Relations

11:05 - BIFAC Chair’s Report 

Action: Information

Pre-read: Verbal Report

Presenter: BIFAC Chair

11:10 - a. Change Order: Integrated Telecommunication Infrastructure and Related Services 

Action: Approval 

Pre-read: TCHC:2020-70 

Presenter: Vice President, Information Technology Services 

11:15 - b. Updated Delegation of Certain Real Property Transactions 

Action: Approval 

Pre-read: TCHC:2020-71 

Presenter: Chief Executive Officer & Chief Development Officer 

11:20 - c. 2020-21 Corporate Insurance Program Renewal 

Action: Approval 

Pre-read: TCHC:2020-77 

Presenter: General Counsel & Corporate Secretary 

11:35 - GCHRC Chair’s Report 

Action: Information 

Pre-read: Verbal Report 

Presenter: GCHRC Chair 

11:40 - a. Diversity and Inclusion Update 

Action: Information 

Pre-read: TCHC:2020-72 

Presenter: Chief Executive Officer and Vice President, Human Resources 

11:50 - COO Reports 

11:50 - a. Update: COVID-19 Response & Recovery 

Action: Information 

Pre-read: TCHC:2020-73 

Presenter: Chief Operating Officer 

11:55 - b. Corporate Restructuring Update 

Action: Information 

Pre-read: TCHC:2020-74 

Presenter: Chief Operating Officer 

12:10 - NEW - Rubin Thomlinson Recommendation Implementation 

Action: Approval 

Pre-read: Verbal Report 

Presenter: Chair 

TERMINATION

Minutes

The Board of Directors (“Board”) of the Toronto Community Housing Corporation (“TCHC”) held a virtual public meeting on September 25, 2020 at 9:53 a.m. in the Conference Room in 7A at 931 Yonge Street, Toronto via WebEx. 

Directors in Attendance: 

Tim Murphy (Chair) 

Councillor Ana Bailão  

Amanda Coombs  

John Campbell 

Debbie Douglas  

Ubah Farah 

Councillor Paula Fletcher 

Adele Imrie  

Linda Jackson 

Nick Macrae 

Councillor Nunziata 

Brian Smith  

Directors Absent: 

N/A 

Management present: 

Kevin Marshman, President & Chief Executive Officer (“CEO”) 

Sheila Penny, Chief Operating Officer (“COO”) 

Darragh Meagher, General Counsel & Corporate Secretary 

Rose-Ann Lee, Chief Financial Officer & Treasurer (“CFO”) 

Vincent Tong, Chief Development Officer (“CDO”) 

Allen Murray, Vice President, Facilities Management 

Luisa Andrews, Vice President, Information Technology Services 

Paula Knight, Vice President, Strategic Planning & Communications 

Cynthia Summers, Commissioner of Housing Equity 

Tony Bernabei, Director, Networks and Infrastructure  

Lindsay Viets, Director, Strategic Planning & Stakeholder Relations 

Noah Slater, Director, Capital Planning & Design Engineering 

Ceilidh Wilson, Assistant Corporate Secretary 

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

Item 1 - Chair's Remarks

The Chair welcomed everyone to the Committee meeting, noted the Acknowledgement of the Land and notified everyone that due to the need for social distancing to limit the spread of COVID-19, TCHC’s holding this meeting virtually. 

The Chair noted, further, the special procedures applicable to the meeting, given its virtual nature, related to deputations requests to speak and voting on agenda items.  

The Chair reiterated the Board’s support for TCHC’s frontline staff working under challenging conditions to provide essential services and needed supports to tenants, as well as employees who continue to work from home. 

Deputations

Written deputations were received in relation to the following items: 

• Item 2K – Change Order: Commercial Laundry (Sparkle Solutions Corp.) (From Cheryl Duggan) 
• Item 6A – Change Order: Integrated Telecommunication Infrastructure and Related Services (From Cheryl Duggan) 
• Item 6C – 2020-21 Corporate Insurance Program Renewal (From Cheryl Duggan) 
• Item 8A – Update: COVID 19 Response & Recovery (From Cheryl Duggan) 
• Item 8B – Corporate Restructuring Update (From Cheryl Duggan) 

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 2C - Confirmation of Board of Directors’ Public Meeting Minutes of July 30, 2020. 
• Item 2D - Execution of an Amendment to the Contribution Agreement with the City of Toronto and the Construction Funding Agreement with Dixon Hall Inc. for Capital Repair Work at 502, 504, 506 and 508 Parliament Street. 
• Item 2E - Execution of a Lease Agreement with the City of Toronto for the Operation of a Children’s Playground at 6 Henry Lane Terrance. 
• Item 2F - Change Order: Additional Spend Allowance for General Repairs Under the Demand General Repair Program. 
• Item 2G - Change Order: Additional Spend Allowance for General Repairs Under the Move Out/Unit Turn Program. 
• Item 2H - Contract Award: Program Roster for the Water Efficiency Program at Various TCHC Locations (RFP 20098). 
• Item 2I - Contract Award: Envelope Repairs, Cladding and Roofing at 2 Brahms Avenue (RFP 20079-PP). 
• Item 2J - Updates to TCHC’s Electrical Preventative Maintenance Program. 
• Item 2K - Change Order: Commercial Laundry (Sparkle Solutions Corp.). 
• Item 2L - Allenbury Gardens: Rental Construction Budget Update. 
• Item 2M - Don Summerville Revitalization Update. 
• Item 2N - Change Order: Unforeseen Costs for Garage Restoration at Kennedy Road. 

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved all recommendations in the reports on the Consent Agenda for the Board’s Public meeting of September 25, 2020. 

Item 2A - Approval of Public Meeting Agenda

The agenda was approved with the following change: 

The Board re-ordered the meeting Agenda in order to consider Item 9 – “Rubin Thomlinson Recommendation Implementation” immediately following the Board’s review and consideration of  the items on the Consent Agenda  

Motion carried 

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Douglas 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 July 30, 2020

Motion carried 

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

Item 2D - Execution of an Amendment to the Contribution Agreement with the City of Toronto and the Construction Funding Agreement with Dixon Hall Inc. for Capital Repair Work at 502, 504, 506 and 508 Parliament Street, TCHC:2020-58

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-58 that: 

1. TCHC enter into: 
   1. An amendment to the City Funding Agreement to include the additional Section 37 funding of $6,000,000; 
   2. An Amended and Restated Construction Funding and Administration Agreement with Dixon Hall to include the Section 37 funding, to permit Dixon Hall to continue the capital repair work at 502-508 Parliament on behalf of TCHC; and  
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation. 

Item 2E - Execution of a Lease Agreement with the City of Toronto for the Operation of a Children's Playground at 6 Henry Lane Terrance, TCHC:2020-59

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-59 to: 

1. Authorize TCHC to execute a lease agreement with the City of Toronto (“City”) for a term of fifty years less a day at nil rent for approximately 7,800 square feet of City land which forms part of the children’s playground area adjacent to 6 Henry Lane and utilized by TCHC tenants; and 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation. 

Item 2F - Change Order: Additional Spend Allowance for General Repairs under the Demand General Repair Program, TCHC:2020-60

Motion carried

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-60 to: 

1. Approve a change order of up to $26,350,000.00 (exclusive of taxes) for additional spending for the demand general repair program to the following pre-qualified vendors:  
   • BiView Building Services; 
   • C2C Construction; 
   • Richview Renovations; 
   • Finecraft Group Inc.; 
   • G&G Contracting; 
   • Universal Cleaning & Painting; 
   • Greenline Renovations; 
   • Joe Pace & Sons Contracting; and  
   • Malomar Construction; and 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation.  

Item 2G - Change Order: Additional Spend Allowance for General Repairs under the Move Out/Unit Turn Program, TCHC:2020-61

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-61 to: 

1. Approve a change order of up to $10,950,000.00 (exclusive of taxes) for general repairs under the move-out/unit turn program to the following pre-qualified vendors: 
   • Bi-Views Building Services Limited; 
   • Greenline Renovations Plus Ltd.; 
   • Joe Pace & Sons Contracting Inc.; 
   • Malomar Construction and Renovations; 
   • Richview Renovations and Restoration; and 
   • Universal Cleaning and Painting Ltd.; and 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation.  

Item 2H - Contract Award: Program Roster for the Water Efficiency Program at Various TCHC Locations (RFP 20098), TCHC:2020-62

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-62 to: 

Approve the award of work for up to $20,000,000.00 ($4,000,000.00 annually) (exclusive of taxes) for the delivery of the water efficiency program at various TCHC locations based on the outcome of RFP 20098 to the following vendors for a term of five years (three-year term with the possibility of two 1-year extensions at TCHC management’s discretion): 

• Summit Building Solutions; 
• Joe Pace and Sons; 
• Solid General Contractors Inc.; and  
• Watershed Technologies; and   

1. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation. 

Item 2I - Contract Award: Envelope Repairs, Cladding and Roofing at 2 Brahms Avenue (RFP 20079-PP), TCHC:2020-63

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-63 to: 

1. Approve the award of the work to Trinity Services for $7,649,270.00 (exclusive of taxes) for envelope repairs, cladding and roofing at 2 Brahms Avenue based on the outcome of RFP 20079-PP; and 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation. 

Item 2J - Updates to TCHC's Electrical Preventative Maintenance Program, TCHC:2020-64

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-64 to: 

1. Direct TCHC to report to the Planning and Housing Committee on updates to the electrical preventive maintenance program and compliance with Canadian Standards Association Z463-18 Maintenance of Electrical Systems (“CSA Z463”), as requested by City Council at its meeting on October 3, 2020; and 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation. 

Item 2K - Change Order: Commercial Laundry (Sparkle Solutions Corp.), TCHC:2020-65

Written deputation from Cheryl Duggan was received with respect to this item and was circulated to the Board prior to the meeting. 

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-65 to: 

1. Approve a change order for $1,098,590.85 (exclusive of taxes) to extend the current service contract with Sparkle Solutions Corp. for a term of six (6) calendar months until April 24, 2021; and 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation. 

Item 2L - Allenbury Gardens: Rental Construction Budget Update, TCHC:2020-66

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-66 to: 

1. Approve the revised construction budget for Allenbury Gardens rental buildings T5, T6 and Building C in Phase 2.1 at $33 million, and complete construction provided that actual costs remain within the budget and the overall proceeds to Toronto Community Housing (“TCHC”) meet the previously approved threshold; and 
2. Authorize the appropriate staff to take the necessary actions, incur capital commitments and execute any and all documents as may be necessary, including negotiation and execution of such documents as may be required to give effect to the above recommendation. 

Item 2M - Don Summerville Revitalization Update, TCHC:2020-67

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-67 to: 

1. Authorize the transfer of Parts 1, 2, 3, 4 and 5 shown in red on the draft Plan of Subdivision dated November 6, 2013 (Attachment 1), as may be amended, prepared by Peter J. Homer Ontario Land Surveyor (the “Subdivision Plan”), from Toronto Community Housing Corporation (“TCHC”) to Context Development Inc. (“Context”), subject to satisfaction by the Chief Development Officer that all tenants have been relocated, the lands are vacant, and Context has achieved a marketing and sales threshold for construction financing; 
2. Authorize the transfer of the lands at 2 Phin Avenue as shown on Attachment 2 to the City of Toronto to enlarge Phin Park and satisfy the parkland dedication requirements associated with the planning approvals for the Don Summerville revitalization; 
3. Authorize additional spending authority of $740,000 for the Don Summerville revitalization for a total pre-development spend of $840,000 (Confidential Attachment 1); and  
4. Authorize the Chief Development Officer (or designate) to execute any and all documents as may be necessary to give effect to the above recommendations. 

Item 2N - Change Order: Unforeseen Costs for Garage Restoration at Kennedy Road, TCHC:2020-76

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board approved the following recommendations outlined in report TCHC:2020-76 to: 

1. Approve the change order of the work up to $750,300.00 (exclusive of taxes) to United Building Restoration Ltd. for unforeseen costs for the garage restoration project at 675 Kennedy Road; and 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation.  

Item 9 - Rubin Thomlinson Recommendation Implementation (Verbal)

On behalf of the Board, the Chair expressed the Board’s acceptance of the Rubin Thomlinson report finds and issued an apology to employees and former employees. The Chair read the following statement: 

In December 2017 the Ombudsman brought to our attention and that of TCHC Management complaints received from TCHC employees. At that time, Rubin Thomlinson was retained by TCHC to investigate these complaints and to provide recommendations on TCHC’s human resources practices and policies.  

In October 2019, TCHC released the complete summary report prepared by Rubin Thomlinson. The summary report identified that there were instances where the treatment of employees and former employees was found to be unfair. These findings are not to the standard that TCHC employees should expect of their employer.  

On behalf of the corporation, the Board apologizes to all those employees and former employees whose treatment by TCHC was found to be unfair. The Board accepts the findings of Rubin Thomlinson that there was lack of trust in the Human Resources Division. And the Board accepts there were serious breaches of fairness in the treatment of employees by Human Resources and we apologize to those employees.  

TCHC employees deserve to work in a trusted and safe environment where they are treated fairly. The Board is absolutely committed to rebuilding trust between TCHC management and employees through the ongoing review of human resources practices and policies, and we are committed to building a strong and healthy culture.  

In response to the recommendations from the Rubin Thomlinson report, TCHC has made a number of changes to its human resources policies and practices, including a Workplace Harassment Program and a new procedure for employee complaints which were implemented in 2018.  

More recently, TCHC has taken the following steps to further respond to these recommendations:  

• Clear human resources policies and programs that support a positive culture and provide a clear process for those employees who have concerns.  
• A reorganization that gives power and decision-making authority to those closest to tenants.  
• Development and implementation of TCHC’s Culture Model, focused on building a healthy and performance-based culture.  
• A streamlined management structure.  

The Board continues to provide close oversight to this issue and has directed the CEO to bring back to the Board, by December 31, 2020, a report that outlines a Human Resources Plan with actions to meet the highest standards of performance and that builds a culture of trust, fairness and safety. The Board has referred the matter of the potential establishment of a Professional Standards Unit to the Governance, Communications and Human Resources Committee.  

The Board has also directed management to revise the appropriate workplace investigation policies in order to provide direction in relation to those exceptional circumstances in which an employee, subject to an investigation, would not be provided with advance notice of the allegations against them and to provide that such decisions would be made in consultation with either or both the General Counsel and the President and Chief Executive Officer.  

Through this process we have learned much as an organization and while there is more to be done, the Board believes these changes and this apology are positive and crucial steps forward in building a culture of trust, fairness and safety for TCHC employees. 

Motion carried 

ON MOTION DULY MADE by Mr. Murphy, seconded by Councillor Nunziata and carried, the Board voted as follows: 

In Favour 

Tim Murphy 

Councillor Ana Bailão 

Amanda Coombs 

John Campbell 

Debbie Douglas 

Ubah Farah 

Councillor Paula Fletcher 

Adele Imrie 

Linda Jackson 

Nick Macrae 

Councillor Nunziata 

Brian Smith 

The Board unanimously adopted the following matters: 

1. The Board extends an apology on behalf of the corporation to all of those employees and former employees whose treatment by TCHC was found to be unfair; the board accepts the findings of Rubin Thomlinson that there was lack of trust in the HR Division and that were serious breaches of fairness in treatment of employees by HR and apologizes on behalf of the corporation to those employees who were deemed to have been treated unfairly; 
2. The Board requests that CEO bring back to the Board, by December 31, 2020,  a report that outlines an HR plan with actions to meet the highest standards of performance and that builds a culture of trust, fairness and safety;  
3. The Board refers the matter of the potential establishment of a Professional Standards unit to the GCHRC; and 
4. The Board direct management to revise the appropriate workplace investigation policies in order to provide direction in relation to those exceptional circumstances in which an employee, subject to an investigation, would not be provided with advance notice of the allegations against them and to provide that such decisions would be made in consultation with TCHC’s General Counsel and/or the President and Chief Executive Officer. 

Item 3 - Business Arising from the Public Meeting Minutes and Action Items Update of July 30, 2020

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Smith and carried, the Board received the matters reported as Business Arising from the Public Meeting Minutes and Action Items Update as of July 30, 2020 for its information. 

Item 4 - Strategic Priorities: 2020-2021, TCHC:2020-75

The above-captioned report was circulated to the Board of Directors prior to the meeting. The Chief Executive Officer and Chief Operating Officer provided the Board with a presentation regarding this matter, highlights of which, included: 

• Background on the development of TCHC’s 2020-2021 priorities; 
• Roadmap for the 2020-2021 strategic priorities; 
• Strategic priorities framework; 
• Overview of the following six strategic goals; 
  • Goal 1: Support the rights of every tenant to have reasonable enjoyment of their unit; 
  • Goal 2: Build high performing teams that bring to life a culture of tenant service; 
  • Goal 3: Empower and support frontline leadership and employees in resolving issues and challenges locally in support of tenant needs; 
  • Goal 4: Develop a business intelligence foundation that enables timely decision making and identifies tenant service success measures; 
  • Goal 5: Transform the way we work through the implementation of effective and efficient tenant service processes, systems and tools; 
  • Goal 6: Deliver on Tenants First directives and commitments; and 
• Next steps. 

The Chief Executive Officer and Chief Operating Officer were available to answer questions of the Board. Highlights of the discussion included: 

• The manner in which management and exempt staff are measured on their ability to show that they are fulfilling the six competencies of the culture model as part of their annual performance plan; 
• The relationship between Goals #2 and #3 which speak to building teams (Goal #2) and supporting those teams to resolve issues locally (Goal #3). 
• The manner in which management are developing a playbook for frontline staff to provide a decision making framework. 
• Changing the culture will be a multi-year process. 
• The manner in which management will identify baseline and key outcome-based indicators that will be reported to the Board for the strategic priorities. 
• The responsibility of staff in all positions who report into the CEO to work towards a culture of diversity and inclusion and the manner in which their performance plans will reflect their responsibility in this regard. 
• Management will bring the updated plan back to the October 30, 2020 Board meeting for approval. 

The Board requested changes to the Strategic Goals: 

• to make delivery of the capital plan more prevalent under Goal #1, with yearly spend and FCI as key indicators; 
• to include the issue of COVID-19 and its impact on budget matters in the plan; 
• to reflect the implementation of the Rubin Thomlinson recommendations; 
• to update the language in Goal #6 to express that TCHC will work as expeditiously as possible to achieve outcomes in the plan in working with the City. 

Motion carried 

ON MOTION DULY MADE by Mr. Campbell, seconded by Ms. Jackson and carried, the Board resolved to approve the Strategic Priorities: 2020-2021 report, being report TCHC:2020-75, amended to reflect the amendments requested by the Board and request that the President and CEO present the amended document at the October 30th Board meeting. 

Item 5 - Tenant Services Committee ("TSC") Chair's Report

The Chair of the TSC noted that the Committee met recently and had a fruitful conversation on both the OCHE update and the Referral Agreement Policy, which are on today’s Board agenda. 

Item 5A - OCHE Quarterly Update (Q2 2020), TCHC:2020-68

The above-captioned report was circulated to the Board of Directors prior to the meeting. The Commissioner of Housing Equity was available to answer questions of the Board. 

Highlights of the discussion include: 

• Significant progress has been made in the relationship between TCHC and the OCHE. 
• There are still a number of cases that have errors from TCHC staff, which will hopefully be improved with the pilot project and the continued coordination between TCHC and the OCHE. 

Motion carried 

ON MOTION DULY MADE by Ms. Douglas, seconded by Ms. Imrie and carried, the Board received the information in report TCHC:2020-68 for its information. 

Item 5B - Referral Agreements Policy, TCHC:2020-69

The above-captioned report was circulated to the Board of Directors prior to the meeting. The Director, Strategic Planning & Stakeholder Relations was available to answer questions of the Board. 

Motion carried 

ON MOTION DULY MADE by Councillor Nunziata, seconded by Councillor Bailão and carried, the Board unanimously approved the Referral Agreement Policy, as reflected in Attachment 1 to report TCHC:2020-69. 

Item 6 - Building Investment, Finance and Audit Committee ("BIFAC") Chair's Report

The Chair of BIFAC noted that the Committee met on September 14, 2020 and discussed a number of the matters put forward for approval on today’s agenda.  

The Chair of BIFAC advised that while the intention was to have premium details available for today’s meeting, Marsh was not able to provide them in time. Thus it will be recommended that item 6C be deferred to the October 30, 2020 Board meeting. 

Item 6A - Change Order: Integrated Telecommunication Infrastructure and Related Services, TCHC:2020-70

Written deputation from Cheryl Duggan was received with respect to this item and was circulated to the Board prior to the meeting. 

The above-captioned report was circulated to the Board of Directors prior to the meeting. The Vice President, Information Technology Services and the Director, Networks and Infrastructure were available to answer questions of the Board. 

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Macrae and carried, the Board approved the following recommendations outlined in report TCHC:2020-70 to: 

1. Approve a change order of up to $6,100,000 (exclusive of taxes) for the extension of the current agreement with Bell Canada, approved by the Board on October 21, 2011 (Report #: TCHC:C2011-89), governing Integrated Telecommunications Infrastructure and related services for a five (5) year term commencing October 1, 2020;  and 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation. 

Item 6B - Updated Delegation of Certain Real Estate Property Transactions, TCHC:2020-71

The above-captioned report was circulated to the Board of Directors prior to the meeting. The General Counsel & Corporate Secretary was available to answer questions of the Board. 

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Macrae and carried, the Board approved the following recommendations outlined in report TCHC:2020-71 to: 

1. Approve an amendment to the 2011 Board approved delegation of certain real property transactions resolution to include “limiting distance agreements, tie-back, crane swing, Permissions to Enter and party wall agreements” in clause (1) (b) as set out in Attachment 2 to this report on a go forward basis;  
2. Authorize any of the CEO, the CDO or the Vice President Facilities Management to execute any of the documents referred to in clause (1) as set out in Attachment 2 to this report on a go forward basis; 
3. Authorize any of the CEO, the CDO or the General Counsel and Corporate Secretary to execute any of the documents referred to in clause (2) as set out in Attachment 2 to this report on a go forward basis; 
4. Direct the General Counsel to report all instances of the exercise of this delegated authority to the Business, Investment, Finance, and Audit Committee (“BIFAC”) on a quarterly basis; and  
5. Approve the limiting distance agreement between Toronto Community Housing and Devron (YS) Ltd. as set out in Attachment 3 to this report. 

Item 6C - 2020-2021 Corporate Insurance Program Renewal, TCHC:2020-77

Written deputation from Cheryl Duggan was received with respect to this item and was circulated to the Board prior to the meeting. 

The above-captioned report was circulated to the Board of Directors prior to the meeting.  

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Macrae and carried, the Board deferred its consideration of this matter to the Board’s meeting of October 30, 2020. 

Item 7 - Governance, Communications, Human Resources and Compensation Committee ("GCHRC") Chair's Report

The Chair of GCHRC noted that the stakeholder consultation process is ongoing for the recruitment of the new CEO, and details of the consultations will be presented at the CEO Succession Planning Subcommittee on October 7, 2020. 

Item 7A - Diversity and Inclusion Update, TCHC:2020-72

The above-captioned report was circulated to the Board of Directors prior to the meeting. The Chief Executive Officer was available to answer questions of the Board. 

Highlights of the discussion include: 

• The category of ‘White’ or ‘Of European Descent’ needs to be added to future surveys rather than ‘Caucasian’. 

Motion carried 

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Douglas and carried, the Board received the Diversity and Inclusion Update, being report TCHC:2020-72, for its information. 

Item 8A - Update: COVID-19 Response and Recovery, TCHC:2020-73

Written deputation from Cheryl Duggan was received with respect to this item and was circulated to the Board prior to the meeting. 

The above-captioned report was circulated to the Board of Directors prior to the meeting. The Chief Operating Officer was available to answer questions of the Board. 

Highlights of the discussion include: 

• As a result of the COVID-19 pandemic, there is approximately $6M in additional expenses that been incurred to-date.  
• Additional expenses related to COVID-19 are expected to increase to a $13.5M total deficit for 2020. This is primarily COVID-19 related resulting from expenses and rent deferrals, which have increased total arrears.  
• Action item: Management to present a report at the October 30, 2020 Board meeting with recommendations for how to address the budget impacts of the COVID-19 pandemic including Action Items to deal with those deficit items. 

Motion carried 

ON MOTION DULY MADE by Mr. Smith, seconded Ms. Imrie and carried, the Board received the COVID-19 Response & Recovery Update, being report TCHC:2020-73, for its information. 

Item 8B - Corporate Restructuring Update, TCHC:2020-74

Written deputation from Cheryl Duggan was received with respect to this item and was circulated to the Board prior to the meeting. 

The above-captioned report was circulated to the Board of Directors prior to the meeting. The Chief Operating Officer was available to answer questions of the Board. 

Highlights of the discussion include: 

• Action item: Management to provide a report to the GCHRC comparing the severance policies of TCHC and the City of Toronto in relation to payouts, paybacks, etc. and provide any proposals to address differences between the two policies. 

Motion carried 

ON MOTION DULY MADE by Mr. Campbell, seconded by Ms. Imrie and carried, the Board received Corporate Restructuring Update, being report TCHC:2020-74, for its information. 

TERMINATION 

The public meeting terminated at 11:52 a.m.