Building Investment, Finance and Audit Committee (BIFAC) Meeting - September 28, 2016

Public Agenda

1. Chair's Remarks

Action: Information

Pre-read: Verbal (5 minutes)

Presenter: Chair

2. 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: Agenda and Conflict of Interest Policy

Presenter: Chair

C) Confirmation of the Public Meeting Minutes of July 21, 2016

Action: Information

Pre-read: Minutes

Presenter: Chair

D) Business Arising from the Public Meeting Minutes and Action Items Update

Action: Information

Pre-read: Action Item List

Presenter: Chair

E) Review of Board, President and CEO and Senior Management Expenses – Q2 2016

Action: Information

Pre-read: BIFAC:2016-118

Presenter: Chief Internal Auditor

3. Follow Up Report on Access to TCHC Parking Facilities by Third-Party Service Providers

Action: Information

Pre-read: BIFAC:2016-130 (10 Minutes)

Presenter: Senior Manager, Commercial & Business Development

4. Internal Audit Reports

A) Complaints Received January 1, 2016 to June 30, 2016

Action: Information

Pre-read: BIFAC:2016-123

Presenter: Chief Internal Auditor

B) TCHC Employees Who are Also TCHC Tenants 

Action: Information

Pre-read: BIFAC:2016-124

Presenter: Chief Internal Auditor

C) Internal Audit Report: Rent Geared to Income Calculation Review 2015 Supplementary Report

Action: Information

Pre-read: BIFAC:2016-125

Presenter: Chief Internal Auditor

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 September 28, 2016 in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 11:29 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 Directors in Attendance:

Robert Carlo

Catherine Wilkinson

Management Present:

Leslie Gash, Acting Vice President, Development

Ismail Ibrahim, Director of Compliance and Legal Counsel

Mark Johnson, General Counsel and Corporate Secretary

Sylvia Kobal, Senior Director, Procurement

Graham Leah, Vice President, Asset Management

Rose-Ann Lee, Chief Financial Officer and Treasurer (Interim)

Ted Millward, Legal Counsel, Corporate

Sheila Penny, Vice President, Facilities Management

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

Wayne Tuck, Chief Operating Officer

A quorum being present, the Chair called the meeting to order and Mr. Steven Iserhoff served as recording secretary.

Deputations

Verbal deputations were received at the meeting with respect to the following items

• Alan Duddin (Item 4A)
• Robert Fredrickson (Item 4A)

Item 2A - Consent Agenda

Motion carried

ON MOTION DULY MADE by Mr. Marshman, seconded by Mr. Gasparro and carried, the BIFAC unanimously approved Consent Agenda Items 2A, 2C, 2D and 2E as presented. 

Item 2B -  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 - Follow Up Report on Access to TCHC Parking Facilities by Third-Party Service Providers, BIFAC:2016-130

The BIFAC had before it the above-captioned report (BIFAC:2016-130)

Valesa Faria, Senior Manager, Commercial & Business Development, presented the report and answered questions.

The Committee expressed concern regarding raising parking rates for tenants, and in particular RGI tenants, and requested that further information from Management be provided. 

The Committee noted there is a strict parking policy for tenants where they are not allowed to park large vehicles in underground parking lots. The Committee went on to state that construction vehicles are now parking on TCHC property and enquired about any related safety issues. Management noted that these vehicles park on surface lots and that the Community Safety Unit (CSU) patrol lots for compliance. 

The Committee identified issues with the parking sticker program, including the durability of the stickers and whether the bar codes are being electronically scanned. The Committee requested that Management provide additional information on the parking sticker program and potential improvements.

Motion Carried

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

Second motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Lynch and carried, the BIFAC unanimously approved the following recommendation:

That Management provide the Committee with a report with information on the following:

• The strategy for parking rates for RGI tenants. 
• The parking sticker program and potential improvements.

Item 4A - Internal Audit Reports: TCHC Employees Who are Also TCHC Tenants, BIFAC:2016-123

The BIFAC had before it the above-captioned report (BIFAC:2016-123)

The following persons deputed this item:

• Alan Duddin (written deputation also provided)
• Robert Fredrickson

The Committee identified that this report poses a number of questions and that there is insufficient time left at the meeting to discuss them. It was determined that this item and the other remaining reports from the Chief Internal Auditor should be deferred to the next BIFAC Meeting.

Items 4A, 4B and 4C were deferred to the next BIFAC meeting.

TERMINATION

The BIFAC resolved to terminate the public meeting at 11:42 a.m.