Building Investment, Finance and Audit Committee (BIFAC) Meeting - February 10, 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: November 16, 2015

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

Capital Projects, Real Property and Building Revitalization

6. ReSet Capital Renewal and Community Transformation Strategy Update as of January 29, 2016

Action: Information

Pre-read: BIFAC:2016-13 (10 minutes)

Presenter: Vice President, Facilities Management

Building State of Repair and Environmental Sustainability

7. Stand-alone Properties – Sales and Relocation Update

Action: Information

Pre-read: BIFAC:2016-14 (5 minutes)

Presenter: Senior Manager, Commercial & Business Development

Internal Audit, Accounting Systems and Internal Controls

8. Review of Board, President and CEO, and Employee Expenses Q3 2015

Action: Information

Pre-read: BIFAC:2016-15 (5 minutes)

Presenter: Chief Internal Auditor

Report from Management

9. 2016 BIFAC Work Plan, Review of 2015 BIFAC Work Plan and Review of BIFAC Charter

Action: Committee Approval

Pre-read: BIFAC:2016-16 (5 minutes)

Presenter: Interim General Counsel and Corporate Secretary

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 February 10, 2016 in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 11:15 a.m.

Committee Directors Present:

Colin Lynch, Chair

Councillor Ana Bailão, Vice Chair

Vincent Gasparro

Kevin Marshman

Ex-Officio Director in Attendance:

Norman (Bud Purves) 

Other Director in Attendance:

Catherine Wilkinson

Also Present:

Marta Asturi, Legal Counsel and Assistant Corporate Secretary

Simone Atungo, Vice President (interim), Resident and Community Services

Valesa Faria, Senior Manager, Commercial Business Unit

Leslie Gash, Acting Vice President, Development

Jason Gorel, Chief Financial Officer and Treasurer

Ismail Ibrahim, Interim General Counsel and Corporate Secretary

Graham Leah, Vice President, Asset Management

Sheila Penny, Vice President, Facilities Management

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

Cynthia Summers, Commissioner of Housing Equity

Michael Vear, Chief Internal Auditor 

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

The BIFAC unanimously agreed to defer the  following public item to the next BIFAC meeting:

• Public Agenda Item 9: “2016 BIFAC Work Plan, Review of 2015 BIFAC Work Plan and Review of BIFAC Charter.”

Motion carried

ON MOTION DULY MADE by Councillor Bailão, seconded by                 Mr. Marshman and carried, the BIFAC unanimously approved the public meeting agenda as amended and the following items that were not held for discussion:

• Public Agenda Item 7: “Stand-alone Properties – Sales and Relocation Update;” 
• Public Agenda Item 8: “Review of Board, President and CEO, and Employee Expenses Q3 2015.”

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 November 16, 2015 public meeting.

The BIFAC recommended the third paragraph under Item 18 on page 3 of 10 of the minutes to be deleted, and to attached the deputant’s written deputation to the minutes.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Bailão and carried, the BIFAC unanimously confirmed the November 16, 2015 public minutes, as amended.

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 noted that the format of the action item list does not fully reflect the current status of the matters listed.  It was proposed that the following changes be made to the format:

1. Instead of “TBD,” more description should be added to the “Target Date” column, such as in progress, closed, or follow up. 
2. Segregate the open items and closed items. 
3. Completed projects should be removed from the list.

Motion carried

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

Item 5 - Chair’s Report and Remarks, Verbal

A moment of silence was observed for the victims of the fire occurred on Friday, February 5, 2016 at 1315 Neilson Road.

Deputations

The BIFAC Chair polled for any deputations to be heard at the meeting and explained the deputation process. The Chair noted that three verbal deputations were received prior to the meeting with respect to Public Item 6 “ReSet Capital Renewal and Community Transformation Strategy Update as of January 29, 2016.”

Item 6 - ReSet Capital Renewal and Community Transformation Strategy Update as of January 29, 2016, BIFAC:2016-13

The BIFAC had before it the above-captioned report (BIFAC:2016-13) from the Vice-President, Facilities Management. 

Ms. Veronica Marte and Ms. Muna Mohammed from the Firgrove community made a verbal deputation at the meeting. Ms. Marte also provided a written summary of her deputation at the meeting.

Ms. Lorna Colquhoun from the Lawrence/Orton community made a verbal deputation at the meeting.

Mr. Shamar Cupid and Mr. D’Angelo Gordon from the Swansea Mews community made a verbal deputation at the meeting. Mr. Cupid also provided a written summary of his deputation at the meeting.

The BIFAC and Management discussed the report with respect to the budgeted amount for the architects and the projected timeline to complete the capital repairs.

Motion carried

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

Item 7 - Stand-alone Properties – Sales and Relocation Update, BIFAC:2016-14

The BIFAC had before it the above-captioned report (BIFAC:2016-14) from the Interim President and Chief Executive Officer. 

Motion carried

ON MOTION DULY MADE by Councillor Bailão, 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 Q3 2015, BIFAC:2016-15

The BIFAC had before it the above-captioned report (BIFAC:2016-15) from the Chief Internal Auditor. 

Motion carried

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

Item 9 - 2016 BIFAC Work Plan, Review of 2015 BIFAC Work Plan and Review of BIFAC Charter, BIFAC:2016-16

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

TERMINATION

The BIFAC resolved to terminate the public meeting at 11:50 a.m.