Building Investment, Finance and Audit Committee (BIFAC) Meeting - April 27, 2015
Monday, April 27, 2015
7:30 p.m. to 8:00 p.m.
Ground Floor Boardroom
931 Yonge Street , Toronto, Ontario
Event description
Archived meeting. See Agenda and Minutes below.
Public Agenda
Consent Public Agenda
The Consent Agenda items listed on the Consent Public Agenda will require a resolution of the Committee but are not scheduled for a full discussion at the Committee meeting. The Committee Chair will ask for approval of the following Consent Agenda items. Committee members must indicate if they wish to request to discuss the Item, question the Item or register a vote against the Item. If an Item is removed from the Consent Agenda, it will be discussed at the end of the meeting.
1. Approval of Agenda
Action: Resolution to approve the agenda
Pre-read: Agenda
2. Confirmation of Public Meeting Minutes:
- February 5, 2015
Action: Resolution to confirm the public minutes
Pre-read: Minutes
3. Business Arising from the Minutes and Committee Action Items Update (Former BIC and CAAC)
Action: Resolution to receive for information
Pre-read: Action Item List
Building State of Repair and Environmental Sustainability:
4. Stand-Alone Properties Sales and Relocation Update
Action: Resolution to receive for information
Pre-read: BIFAC:2015-19
5. Update on Putting People First Recommendations
Action: Resolution to receive for information
Pre-read: BIFAC:2015-20
Internal Audit, Accounting Systems and Internal Controls:
6. Review of Board, President and CEO and Senior Management Expenses - Q4 2014
Action: Resolution to receive for information
Pre-read: BIFAC:2015-21
7. Internal Audit: Employee Expense Control Clerk 2014 Activities
Action: Resolution to receive for information
Pre-read: BIFAC:2015-22
Public Meeting Agenda Items
7:30 pm – 8:00 pm
8. Chair’s Poll re: Conflict of Interest
Action: Declaration
Pre-read: Agenda and Conflict of Interest Policy
Presenter: Chair
Report from the BIFAC Chair:
9. Chair’s Report and Remarks
Action: Information
Pre-read: Verbal Report
Presenter: Chair
Internal Audit, Accounting Systems and Internal Controls:
10. Chief Internal Auditor 2014 Annual Report
Action: Information
Pre-read: BIFAC:2015-23
Presenter: Chief Internal Auditor
11. Internal Audit Report: Procurement Compliance Review
Action: Information
Pre-read: BIFAC:2015-24
Presenter: Chief Internal Auditor
12. Report on TCHC Programs
Action: Information
Pre-read: BIFAC:2015-25
Presenter: Chief Internal Auditor and VP Resident Community Services
Commissioner of Housing Equity Report:
13. OCHE – 2015 Work Plan
Action: Committee Approval
Pre-read: BIFAC:2015-26 (Deferred from February 5, 2015 meeting)
Presenter: Commissioner of Housing Equity
14. OCHE – Performance Report (September – December, 2014)
Action: Information
Pre-read: BIFAC:2015-27
Presenter: Commissioner of Housing Equity
Consent Closed Agenda
The Consent Agenda items listed on the Consent Closed Agenda will require a resolution of the Committee but are not scheduled for a full discussion at the Committee meeting. The Committee Chair will ask for approval of the following Consent Agenda items. Committee members must indicate if they wish to request to discuss the Item, question the Item or register a vote against the Item. If an Item is removed from the Consent Agenda, it will be discussed at the end of the meeting.
A. Approval of Agenda
Recommendation: Resolution to approve the agenda
Pre-read: Agenda
B. Confirmation of Closed BIFAC Meeting Minutes:
- February 5, 2015
Recommendation: Resolution to confirm the closed minutes
Pre-read: Minutes
C. Receipt of Closed Investment Advisory Committee Minutes:
- October 30, 2014
Recommendation: Resolution to receive for information
Pre-read: Minutes
D. Business Arising from the Minutes and Committee Action Items Update (Former BIC and CAAC)
Recommendation: Resolution to receive for information
Pre-read: Action Item List
Budget, Financial Reporting and Financial Statements:
E. Confidential report respecting matters that are or may be the subject of litigation or potential litigation, and recommendations of proposed policy or process
Recommendation: Resolution to receive for information
Pre-read: Report to follow
F. Confidential report respecting the financial status of the development projects, including projects with development partners, for the year ended December 31, 2014
Recommendation: Resolution to receive for information
Pre-read: BIFAC:C2015-29
Financial Compliance:
G. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Recommendation: Resolution to receive for information
Pre-read: BIFAC:C2015-36
H. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Recommendation: Resolution to receive for information
Pre-read: BIFAC:C2015-35
I. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Recommendation: Resolution to receive for information
Pre-read: BIFAC:C2015-37
Capital Projects, Real Property and Building Revitalization:
J. Confidential reports respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Recommendation: Resolution to receive for information
Pre-read: BIFAC:C2015-14, BIFAC:C2015-15
K. Confidential report respecting matters involving the security of the property of the Corporation
Recommendation: Resolution to receive for information
Pre-read: BIFAC:C2015-30
Closed Meeting Agenda Items
L. Chair’s Poll re: Conflict of Interest
Action: Declaration
Pre-read: Agenda and Conflict of Interest Policy
Presenter: Chair
Report from the BIFAC Chair:
M. Chair’s Report and Remarks
Action: Information
Pre-read: Verbal Report
Presenter: Chair
Budget, Financial Reporting and Financial Statements:
N. Confidential report respecting matters that are or may be the subject of litigation or potential litigation, and recommendations of proposed policy or process
Action: Committee and Board Approval
Pre-read: Report to follow
Presenter: Chief Financial Officer & Treasurer; PWC (Auditor)
O. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Action: Committee and Board Approval
Pre-read: BIFAC:C2015-31
Presenter: Chief Financial Officer & Treasurer
P. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Action: Information
Pre-read: BIFAC:C2015-32
Presenter: Chief Financial Officer & Treasurer
Q. Confidential report respecting matters that are or may be the subject of litigation or potential litigation, and recommendation of proposed policy or process
Action: Committee and Board Approval
Pre-read: BIFAC:C2015-33
Presenter: Chief Financial Officer & Treasurer
R. Confidential report respecting a pending transaction with a third party
Action: Committee and Board Approval
Pre-read: BIFAC:C2015-34
Presenter: Interim President and Chief Executive Officer
Capital Projects, Real Property and Building Revitalization:
S. Confidential item from the Chief Development Officer
Action: Information
Pre-read: Verbal Report
Presenter: Chief Development Officer
T. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Action: Committee Approval
Pre-read: BIFAC:C2015-38, BIFAC:C2015-39, BIFAC:C2015-40, BIFAC:C2015-41
Presenter: Vice President, Facilities Management
U. Confidential report respecting matters involving the security of the property of the corporation
Action: Committee and Board Approval
Pre-read: BIFAC:C2015-42
Presenter: Vice President, Facilities Management
V. Confidential report respecting matters that are or may be the subject of litigation or potential litigation, including matters before administrative tribunals, affecting the corporation.
Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to recommendations of proposed policy or processes.
Action: Information
Pre-read: BIFAC:C2015-43
Presenter: Vice President, Facilities Management
W. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Action: Committee and Board Approval
Pre-read: BIFAC:C2015-44
Presenter: Interim President and CEO
Capital Funds and Investments:
X. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Action: Committee and Board Approval
Pre-read: BIFAC:C2015-45
Presenter: Chair, Investment Advisory; Chief Financial Officer & Treasurer
Y. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Action: Committee and Board Approval
Pre-read: BIFAC:C2015-46
Presenter: Chair, Investment Advisory; Chief Financial Officer & Treasurer
Information Technology:
Z. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Action: Committee and Board Approval
Pre-read: BIFAC:C2015-47
Presenter: Vice President, Information Technology
In Camera Agenda Items
Oversight of the Commissioner of Housing Equity (CHE):
AA. Confidential report respecting personal matters about an identifiable individual, including an employee and labour relations or employee negotiations
Action: Committee Approval
Pre-read: BIFAC:C2015-48, Deferred from the February 5, 2015 meeting
Presenter/Notes: Commissioner of Housing Equity
Oversight of the Chief Internal Auditor (CIA):
BB. Confidential report respecting personal matters about an identifiable individual, including an employee
Action: Committee and Board Approval
Pre-read: BIFAC:C2015-17, Report distributed directly to BIFAC by CIA
Presenter/Notes: Chief Internal Auditor
CC. Confidential report respecting personal matters about an identifiable individual, including an employee
Action: Committee Approval
Pre-read: BIFAC:C2015-18, Report distributed directly to BIFAC by CIA
Presenter/Notes: Chief Internal Auditor
Information Technology:
DD. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes
Action: Information
Pre-read: Verbal Report
Presenter/Notes: Interim President and Chief Executive Officer and General Counsel and Corporate Secretary
TERMINATION
Public Minutes
The Building Investment, Finance and Audit Committee (“BIFAC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on April 27, 2015, in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 8:27 p.m.
Committee Directors Present:
Zahir Bhaidani, Chair
Karen Newman
Committee Directors Absent:
Councillor Ana Bailao
Other Directors in Attendance:
Catherine Wilkinson
Also Present:
Marta Asturi, Legal Counsel and Assistant Corporate Secretary
Greg Spearn, Interim President and Chief Executive Officer/ Chief Development Officer
Pamela Spencer, General Counsel and Corporate Secretary
Cynthia Summers, Commissioner of Housing Equity
A quorum being present, the Chair called the meeting to order and Ms. Mirela Bolentiru served as recording secretary.
Item 1 - Approval of the Consent Public Agenda
Motion carried
ON MOTION DULY MADE by Ms. Newman, seconded by Mr. Bhaidani and carried, the BIFAC unanimously approved the public meeting agenda and the consent public agenda items 1-3 and 5 - 7.
Declaration of Conflict of Interest
The Chair requested members of BIFAC to indicate any agenda item in which they had a conflict of interest, together with the nature of the interest. None were declared.
Item 2 - Confirmation of Public Meeting Minutes
The BIFAC had before it the draft minutes from the February 5, 2015 public meeting.
Motion carried
ON MOTION DULY MADE by Ms. Newman, seconded by Mr. Bhaidani and carried, the BIFAC unanimously confirmed the February 5, 2015 minutes.
Item 3 - Business Arising from the Minutes and Committee Action Items Update
The BIFAC had before it the above captioned report.
Motion carried
ON MOTION DULY MADE by Ms. Newman, seconded by Mr. Bhaidani and carried, the BIFAC unanimously received the report for information.
Item 4 - Stand-alone Properties Sales and Relocation Update, BIFAC:2015-19
The BIFAC had before it the above-captioned report (BIFAC:2015-19) from the Interim President and Chief Executive Officer.
A discussion ensued with respect to the section in the report (page 4) entitled “Post-2015 Sales (Properties with Regulatory Restrictions)”.
Management explained that 15 properties (multi-unit dwellings) were approved for sale, but they are not targeted for sale in 2015, due to regulatory restrictions that will likely be resolved over an extended period of time. Of these 15 properties, 7 are vacant and 8 are occupied. The 7 vacant properties will be repaired and rented at market rates as an interim measure to prevent further deterioration of the houses, raise new revenues and improve community safety in their respective neighbourhoods. The Shareholder and local councillors are aware of this approach.
Motion carried
ON MOTION DULY MADE by Mr. Bhaidani, seconded by Ms. Newman and carried, the BIFAC unanimously received the report for information.
Item 5 - Update on Putting People First Recommendations, BIFAC:2015-20
The BIFAC had before it the above-captioned report (BIFAC:2015-20) from the Interim President and Chief Executive Officer.
Motion carried
ON MOTION DULY MADE by Ms. Newman, seconded by Mr. Bhaidani and carried, the BIFAC unanimously received the report for information.
Item 6 - Review of Board, President and CEO and Employee Expenses Q4 2014, BIFAC:2015-21
The BIFAC had before it the above-captioned report (BIFAC:2015-21) from the Chief Internal Auditor.
Motion carried
ON MOTION DULY MADE by Ms. Newman, seconded by Mr. Bhaidani and carried, the BIFAC unanimously received the report for information.
Item 7 - Internal Audit: Employee Expense Control Clerk 2014 Activities, BIFAC:2015-22
The BIFAC had before it the above-captioned report (BIFAC:2015-22) from the Chief Internal Auditor.
Motion carried
ON MOTION DULY MADE by Ms. Newman, seconded by Mr. Bhaidani and carried, the BIFAC unanimously received the report for information
Item 9 - Chair's Report and Remarks (Verbal)
The Chair noted an increase in materials for review by BIFAC, which has replaced the former 2 committees (Building and Investment Committee and the Corporate Affairs and Audit Committee). The Chair requested a review of the BIFAC work plan with a view to moving to monthly meetings if required with scheduled meetings for an average of 2 hours.
Item 10 - Chief Internal Auditor 2014 Annual Report, BIFAC:2015-23
The BIFAC had before it the above-captioned report (BIFAC:2015-23) from the Chief Internal Auditor.
Motion carried
ON MOTION DULY MADE by Mr. Bhaidani, seconded by Ms. Newman and carried, the BIFAC unanimously received the report for information.
Item 11 - Internal Audit Report: Procurement Compliance Review, BIFAC:2015-24
The BIFAC had before it the above-captioned report (BIFAC:2015-24) from the Chief Internal Auditor.
Motion carried
ON MOTION DULY MADE by Mr. Bhaidani, seconded by Ms. Newman and carried, the BIFAC unanimously received the report for information.
Item 12 - Report on TCHC Program, BIFAC:2015-25
The BIFAC had before it the above-captioned report (BIFAC:2015-25) from the Chief Internal Auditor.
The BIFAC Chair noted that he will discuss this item further with the Chief Internal Auditor to provide further guidance with respect to which TCHC programs should be audited.
Action item:
This report will return to BIFAC for further discussion.
Motion carried
ON MOTION DULY MADE by Mr. Bhaidani, seconded by Ms. Newman and carried, the BIFAC unanimously received the report for information.
Item 13 - OCHE – 2015 Work Plan, BIFAC:2015-26
The BIFAC had before it the above-captioned report (BIFAC:2015-26) from the Commissioner of Housing Equity.
A discussion ensued, including the following points:
- The OCHE reviewed 20 files in total submitted to the LTB in 2014.
- The Commissioner advised that the main goals of the OCHE are eviction avoidance and establishment of rent arrears repayment plans.
- The Commissioner noted that the absence of additional staffing resources may prevent the OCHE from achieving the results identified in the 2015 targeted timelines.
- The Commissioner suggested a random audit to determine whether there is a pattern with respect to submission of the resident files to the LTB. The Chair stated that, in his view, a further audit would not necessarily provide any added value to the process.
- The Commissioner stated that the OCHE has been using the definition of “vulnerable residents” as approved at the December 2014 Board meeting.
Motion carried
ON MOTION DULY MADE by Mr. Bhaidani, seconded by Ms. Newman and carried, the BIFAC unanimously adopted the report.
Item 14 - OCHE – Performance Report (September – December 2014), BIFAC:2015-27
The BIFAC had before it the above-captioned report (BIFAC:2015-27) from the Commissioner of Housing Equity.
Motion carried
ON MOTION DULY MADE by Mr. Bhaidani, seconded by Ms. Newman and carried, the BIFAC unanimously received the report for information.
TERMINATION
ON MOTION DULY MADE by Mr. Bhaidani, seconded by Ms. Newman and carried, the BIFAC resolved to terminate the public meeting at 8:50 p.m.
Sonia Fung
Committee Secretary
Phone:
416-981-4286
Email:
Sonia.Fung@torontohousing.ca