Building Investment, Finance and Audit Committee (BIFAC) Meeting - April 15, 2016

Public Agenda

1. Approval of Public Meeting Agenda and Review of Agenda Order 

Action: Approval

Pre-read: Public Meeting Agenda

Presenter: Chair

2. Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read

• Public Meeting Agenda
• Conflict of Interest Policy

Presenter: Chair

3. Confirmation of the Public Meeting Minutes: February 10, 2016

Action: Approval

Pre-read: Minutes

Presenter: Chair

4. Business Arising from the Minutes and Committee Action Items Update

Action: Information

Pre-read: Action Item List

Presenter: Chair

Report from the BIFAC Chair

5. Chair’s Report and Remarks

Action: Information

Pre-read: Verbal Report (5 minutes)

Presenter: Chair

Report from Auditor General

6. AG Report on outstanding recommendations

Action: Information

Pre-read: BIFAC:2016-57 (10 minutes)

Presenter: Auditor General for the City of Toronto

Reports from Management

7. 2016 Capital Program Delivery Strategy

Action: Information

Pre-read: BIFAC:2016-58 (10 minutes)

Presenter: VP, Facilities Management

Internal Audit, Accounting Systems and Internal Controls

8. Review of Board, President and CEO, and Employee Expenses Q4 2015

Action: Information

Pre-read: BIFAC:2016-59 (10 minutes)

Presenter: Chief Internal Auditor

9. Q1 2016 Internal Audit Work Plan Status Update

Action: Information

Pre-read: Verbal Report (5 minutes)

Presenter: Chief Internal Auditor

10. Chief Internal Auditor 2015 Annual Report

Action: Information

Pre-read: BIFAC:2016-60 (5 minutes)

Presenter: Chief Internal Auditor

Commissioner of Housing Equity

11. OCHE - Quarterly Performance Report (Q4 2015)

Action: Information

Pre-read: BIFAC:2016-61 (10 minutes)

Presenter: Commissioner of Housing Equity

Building State of Repair and Environmental Sustainability

12. Stand-Alone Properties: Sales and Relocation Update

Action: Information

Pre-read: BIFAC:2016-62 (10 minutes)

Presenter: Senior Manager, Commercial Business Unit

Mayor`s Task Force

13. Update: City of Toronto Review of Mayor`s Task Force Report

Action: Information

Pre-read: Verbal

Presenter: Director - Strategic Planning & Stakeholder Relations

TERMINATION

Public Meeting Minutes

The Building Investment, Finance and Audit Committee (“BIFAC” or “Committee”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on April 15, 2016 in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 11:00 a.m.

Committee Directors Present:

Colin Lynch, Chair

Vincent Gasparro 

Kevin Marshman

Directors Absent:

Councillor Ana Bailão, Vice Chair

Norman (Bud) Purves (Ex-Officio)

Other Director in Attendance:

Catherine Wilkinson

Also Present:

Leslie Gash, Acting Vice President, Development

Heather Grey-Wolf, Development Director

Jason Gorel, Chief Financial Officer and Treasurer

Ismail Ibrahim, Interim General Counsel and Corporate Secretary

Sylvia Kobal, Senior Director, Procurement

Graham Leah, Vice President, Asset Management

Rose-Ann Lee, Senior Director, Finance

Ted Millward, Legal Counsel

Sheila Penny, Vice President, Facilities Management

Kate Salter, Legal Counsel

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

Trevor Shaw, Senior Advisor to the Commissioner of Housing Equity

Cynthia Summers, Commissioner of Housing Equity

Anna Tramontozzi, Corporate Controller

Michael Vear, Chief Internal Auditor 

Ms. Ina Chan, Assistant Auditor General, City of Toronto

A quorum being present, the Chair called the meeting to order and Ms. Sonia Fung served as recording secretary.

Item 1 - Approval of Public Meeting Agenda

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Marshman and carried, the BIFAC unanimously approved the agenda as presented.

Item 2 - Declaration of Conflict of Interest

The Chair requested members of the BIFAC to indicate any agenda item in which they had a conflict of interest, together with the nature of the conflict. None were declared.

Item 3 - Confirmation of the Public Meeting Minutes

The BIFAC had before it the draft minutes from the February 10, 2016 public meeting.

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Marshman and carried, the BIFAC unanimously confirmed the February 10, 2016 public meeting minutes.

Item 4 - Business Arising from the Minutes and Committee Action Items Update

The BIFAC had before it the above captioned report.  Discussion ensued.

The BIFAC asked management as to why the third item on the report (Report:BIFAC:2015-99 presented at the September 24, 2015 BIFAC meeting) belonged to the VP Asset Management. Management reported that the staff changes related to Asset Management staff.

Motion carried

ON MOTION DULY MADE by Mr. Marshman, seconded by Mr. Gasparro and carried, the BIFAC unanimously received the report for information, with the amendment.

Item 5 - Chair’s Report and Remarks, Verbal

No remarks were made by the Chair.

Item 6 - AG Report on outstanding recommendations, BIFAC:2016-57

The BIFAC had before it the above-captioned report (BIFAC:2016-57) from the Auditor General for the City of Toronto. 

Assistant Auditor General, Ms. Ina Chan, was in attendance.  Ms. Chan presented the report and answered questions from the BIFAC

Ms. Chan advised that the report provides the status of the implementation of the audit recommendations included in the 2012 audit report.  TCHC has addressed all 80 recommendations contained in the five audit reports issued by the Auditor General.  

A consolidated report on the status of all recommendations that relate to City’s Agencies and Corporations will be issued by the Auditor General and tabled at the June 28th meeting of the City’s Audit Committee.  The status of TCHC’s recommendations will be included in that report.

The Auditor General will be developing a new audit work plan in the fall of 2016. 

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Marshman and carried, the BIFAC unanimously received the report for information.

Item 7 - 2016 Capital Program Delivery Strategy, BIFAC:2016-58

The BIFAC had before it the above-captioned report (BIFAC:2016-58) The Vice President, Facilities Management presented the report and answered questions.   Discussion ensued regarding the need for a timely approval process for contract awards, the bulk purchasing of resident appliances, where the proceeds from the sale of stand-along properties are directed, and the frequency and cost of building condition assessments.  

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Marshman and carried, the BIFAC unanimously received the report for information.

Item 8 - Review of Board, President and CEO, and Employee Expenses Q4 2015, BIFAC:2016-59

The BIFAC had before it the above-captioned report (BIFAC:2016-59) from the Chief Internal Auditor. 

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Marshman and carried, the BIFAC unanimously received the report for information.

Item 9 - Q1 2016 Internal Audit Work Plan Status Update, Verbal

The Chief Internal Auditor advised the BIFAC that he has continued work on the existing Work Plan, including work on some carry forward items. 

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Marshman and carried, the BIFAC unanimously received the report for information.

Item 10 - Chief Internal Auditor 2015 Annual Report, BIFAC:2016-60

The BIFAC had before it the above-captioned report (BIFAC:2016-60) from the Chief Internal Auditor, Mr. Michael Vear. Discussion ensued.

The BIFAC asked about the reduction in percentage of cases closed (page 12 of report). Mr. Vear indicated that the drop in percentage is due to a change in the reporting process.  

The BIFAC asked how Internal Audit knows if a complaint has been resolved and can be closed. Mr. Vear explained that 30-40 days after a complaint call is received, Internal Audit follows up with staff to determine if the issue has been resolved before it is closed.  

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Marshman and carried, the BIFAC unanimously received the report for information.

Item 11 - OCHE - Quarterly Performance Report (Q4 2015), BIFAC:2016-61

The BIFAC had before it the above-captioned report (BIFAC:2016-61) from the Commissioner of Housing Equity, Ms. Cynthia Summers.

Ms. Summers presented the report and responded to questions. She expressed concern with regard to the low number of cases from vulnerable tenants: 5 in 2015 and 17 in 2016. Discussion ensued regarding loss of subsidy due to the failure to submit required documents.

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Marshman and carried, the BIFAC unanimously received the report for information and resolved to forward the report to the Board of Directors for information.

Item 12 - Stand-Alone Properties: Sales and Relocation Update, BIFAC:2016-62

The BIFAC had before it the above-captioned report (BIFAC:2016-62). The President and CEO (Interim), presented the report and answered questions. 

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Marshman and carried, the BIFAC unanimously received the report for information resolved to forward the report to the Board of Directors for information.

Item 13 - Update: City of Toronto Review of Mayor`s Task Force Report, Verbal

The BIFAC resolved to defer this item to the next BIFAC meeting.

TERMINATION

The BIFAC resolved to terminate the public meeting at 11:36 a.m.