Building Investment, Finance and Audit Committee (BIFAC) Public Session - January 24, 2020

Public Agenda (Revised)

9:00 - Chair’s Remarks

Action: Information

Pre-read: Verbal Report

Presenter: Chair

9:05 - Consent agenda

Approval of Public Meeting Agenda

Action: BIFAC Approval

Pre-read: Agenda

Presenter: Chair

Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read: Agenda and Conflict of Interest Policy

Presenter: Chair

Confirmation of the Public Meeting Minutes of 

• November 20, 2019
• December 20, 2019

Action: BIFAC Approval

Pre-read: Minutes

Presenter: Chair

Internal Audit Update Q4

Action: Information

Pre-read: BFAC:2020-06

Presenter: Manager, Internal Audit

Q4 2019 PAC Awards and Revenue Contracts

Action: Information

Pre-read: BIFAC:2020-07

Presenter: General Counsel & Corporate Secretary

9:10 - Business Arising from the Public Meeting Minutes and Action Items Update

Action: Information

Pre-read: Action Item List

Presenter: Chair

9:15 - False Fire Alarm - Update [deferred from November 20th, 2019 BIFAC meeting]

Action: Information

Pre-read: BIFAC:2020-08

Presenter: Senior Director, Fire Life Safety & Risk Management

Supplemental Report

Action: Information

Pre-read: BIFAC:2020-16

Presenter: Risk Management

ITS Reports

9:25 - Q4 2019 HoMES Project Update

Action: Information

Pre-read: BIFAC:2020-09

Presenter: Vice President, Information Technology Services

9:35 - 2019 Information Technology Services Report

Action: Information

Pre-read: BIFAC:2020-10

Presenter: Vice President, Information Technology Services

9:45 - Tenants First Update

Action: Information

Pre-read: BIFAC:2020-11

Presenter: Acting Director, Strategic Planning & Stakeholder Relations

9:55 - 2020 Internal Audit Work Plan

Action: BIFAC Approval

Pre-read: BIFAC:2020-12

Presenter: Manager, Internal Audit

10:05 - AC Exchange Program Update

Action: Information

Pre-read: BIFAC:2020-13

Presenter: Chief Operating Officer  

10:10 - 2020 BIFAC Work Plan

Action: Information

Pre-read: BIFAC:2020-14

Presenter: General Counsel & Corporate Secretary

TERMINATION

Public Meeting Minutes

The Building Investment, Finance and Audit Committee (“BIFAC”) of Toronto Community Housing Corporation (“TCHC”) held a Public meeting on January 24, 2020, in Conference Room 7A, 931 Yonge Street, Toronto, and via teleconference, commencing at 9:00 a.m. 

BIFAC Directors Present:

Adele Imrie, Chair 

Amanda Coombs

Nick Macrae

BIFAC Directors Absent:

Councillor Ana Bailão

Brian Smith

Management Present:

Kevin Marshman, President and Chief Executive Officer

Sheila Penny, Chief Operating Officer

Rose-Ann Lee, Chief Financial Officer

Luisa Andrews, Vice President, Information Technology Services

John Angkaw, Senior Director, Fire Life Safety & Risk Management

Karim Jessani, Manager, Internal Audit

Scott Kirkham, Acting Director, Strategic Planning and Stakeholder Relations

Darragh Meagher, General Counsel and Corporate Secretary

Ceilidh Wilson, Assistant Corporate Secretary (Acting)

Sonia Fung, Committee Secretary

 

The Chair called the meeting to order and Ms. Sonia Fung served as recording secretary.

Item 1 - Chair's Remarks

The Chair did not present any remarks.

Item 2 - Consent Agenda

The following items were not held for discussion:

• Item 2A – Approval of In Camera Meeting Agenda
• Item 2B – Chair’s Poll re: Conflict of Interest
• Item 2C – Confirmation of Minutes of  
  • November 20, 2019, Public Meeting
  • December 20, 2019, Public Meeting 
• Internal Audit Update Q4
• Q4 2019 PAC Awards and Revenue Contracts

Motion carried

ON MOTION DULY MADE by Mr. Macrae, seconded by Ms. Coombs and carried BIFAC approved the Public meeting consent agenda.

Item 3 - Business Arising From the in Camera and Confidential Meeting Minutes and Action Items Update

Item 4 on the Committee Agenda is responsive to Action Item 1

Item 4 - False Fire Alarm Update, BIFAC:2020-08, BIFAC:2020-16

The above-captioned report was circulated to BIFAC members prior to the meeting. The Senior Director, Fire Life Safety & Risk Management was available to answer questions. 

Highlights of the discussion:

• The report provides an explanation of the current state of TCHC’s efforts to address this complex issue and actions taken in that regard;
• TCHC engages the Toronto Fire Service (“TFS”) on ongoing discussions regarding the issue;
• The potential exists that TCHC may be able to secure reimbursement of some costs incurred by TCHC to address this issue 

Item 5A - Q4 2019 HoMES Project Update, BIFAC:2020-09

The above-captioned report was circulated to BIFAC members prior to the meeting. The Vice President of Information Technology Services was available to answer questions. 

Highlights of the discussion:

• Overall project is on track
• Track 1 is on track for a launch on July 1
• Track 2 is on track for launch
• Timing of Track 2 launch will be informed by operational requirements
• Number of milestones remain outstanding
• Future reports to the Committee and the Board will update on project performance against critical path milestones and the financial position of the project

Motion carried

ON MOTION DULY MADE by Mr. Macrae, seconded by Ms. Coombs and carried, BIFAC resolved to receive this report for information.

Item 5B, 2019 Information Technology Services Report, BIFAC:2020-10

The above-captioned report was circulated to BIFAC members prior to the meeting. The Vice President of Information Technology Services was available to answer questions.

Highlights of the discussion:

• ITS staff addressed a number of End of Life applications during 2019, while at the same time providing support for existing applications and implementing a number of ITS and Business led projects
• ITS has adopted adopted Information Technology Infrastructure Library (“ITIL”) as its framework for Information Technology Service Management (“ITSM”)

Item 6 - Tenants First Update, BIFAC:2020-11

The above-captioned report was circulated to BIFAC members prior to the meeting. The Acting Director, Strategic Planning and Stakeholder Relations was available to answer questions. 

Highlights of the discussion:

• Significant changes since last report are the adoption of the funding formula in the City of Toronto’s Operating Budget and the extension of the Scattered Homes RFP
• Otherwise, the implementation of the Tenants First Initiative is progressing
• A significant majority of the Tenants First Initiative components are on track

Motion carried

ON MOTION DULY MADE by Mr. Macrae, seconded by Ms. Coombs and carried, BIFAC resolved to receive this report for information.

Item 7 - 2010 Internal Audit Work Plan, BIFAC:2020-12

The above-captioned report was circulated to BIFAC members prior to the meeting. The Manager, Internal Audit was available to answer questions. 

Highlights of the discussion:

• The Internal Audit work plan provides direction regarding planned work actions
• It was requested that future reports identify the relationship between those matters selected for internal audit activities and corporate risks identified through the TCHC Enterprise Risk Management Initiative
• Doing so may permit the identification of any matters that, while identified through the ERM Initiative are not part of the subject of audit activity
• Management staff are generally responsive of internal audit activities
• Future updates will report on progress toward implementation of audit recommendations

Motion carried

ON MOTION DULY MADE by Mr. Macrae, seconded by Ms. Coombs and carried, BIFAC resolved to approve the 2020 Internal Audit Workplan.

Item 8 - AC Exchange Program Update, BIFAC:2020-13

The above-captioned report was circulated to BIFAC members prior to the meeting. The Chief Operating Officer was available to answer questions. 

Highlights of the discussion:

• The vast majority of window air conditioners, in place, have been removed through this program
• Additional resources have been engaged in order to achieve this level of performance
• Frontline staff provided a high level of support to the program
• Overall the implementation of the program is on track

Motion carried

ON MOTION DULY MADE by Mr. Macrae, seconded by Ms. Coombs and carried, BIFAC resolved to receive this report for information.

Item 9 - 2020 BIFAC Work Plan, BIFAC:2020-14

The above-captioned report was circulated to BIFAC members prior to the meeting. General Counsel was available to answer questions. 

Highlights of the discussion:

• The workplan is developed by Governance Unit staff based on their understanding of outstanding action items.  It is presented to the Committee so that the Committee might identify any perceived gaps.
• The workplan does not in any way forestall the ability of BIFAC to address other matters
• The approval of the CreateTO transition will be an additional matter that will impact the matters considered by BIFAC, the City and the CreateTO Board

Motion carried

ON MOTION DULY MADE by Mr. Macrae, seconded by Ms. Coombs and carried, BIFAC approved the 2020 BIFAC Workplan.

 

TERMINATION OF IN-CAMERA MEETING

BIFAC resolved to terminate the In Camera meeting at 10:10 a.m.