Resident Service Committee (RSC) Meeting - May 15, 2017

Public Agenda

1. Chair’s Remarks    

Action: Information

Pre-read: Verbal Report  

Presenter: Chair

2. Consent agenda        

Approval of Public Meeting Agenda  

Action: 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 TSC Public Meeting Minutes of November 21, 2016

Action: Minutes

Pre-read: Agenda and Conflict of Interest Policy

Presenter: Chair

Business Arising from the Public Meeting Minutes and Action Items Update

Action: Information 

Pre-read: Action Item List  

Presenter: Chair

Safer and More Secure Communities, Q1 2017 Update    

Action: Information

Pre-read: RSC:2017-26

Presenter: VP, Resident and Community Services

Q1-2017 Report on Installation and Maintenance of Security Cameras (CCTV)

Action: Information  

Pre-read: RSC:2017-28  

Presenter: VP, Facilities Management

Q1-2017 Report on the Status of MLS Orders and Compliance    

Action: Information    

Pre-read: RSC:2017-29

Presenter: VP, Facilities Management

Q1-2017 Report on Pest Management Clean Buildings and Maintenance Strategy

Action: Information 

Pre-read: RSC:2017-31

Presenter: VP, Asset Management

Q1-2017 Resident Engagement System Refresh Report

Action: Information 

Pre-read: RSC:2017-27 

Presenter: VP, Resident and Community Services

3. Vacancies and Arrears Management Update     

Action: Information  

Pre-read: Verbal Report

Presenter: VP, Asset Management

4. The TCHC Approach Toward  Supporting Vulnerable Residents  (Deferred from March 17 Meeting- revised)

Action: Information  

Pre-read: Presentation

Presenter: VP, Resident and Community Services

5. MLSE Launch Pad  and Strategic Partnerships Presentation (Deferred from March 17 Meeting) 

Action: Information    

Pre-read: Presentation

Presenter: VP, Resident and Community Services

6. OCHE – Quarterly Performance Report (Q1-2017)    

Action: Information 

Pre-read: RSC:2017-25

Presenter: Commissioner of Housing Equity

7. Report on the Participatory Budget (PB) Program: Final Project Report    

Action: Information    

Pre-read: RSC:2017-30

Presenter: VP, Facilities Management

TERMINATION

Minutes

The Resident Services Committee (“RSC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on March 17, 2017, in the Main Floor Conference Room, 931 Yonge Street, Toronto, and by teleconference commencing at 9:33 a.m.

Committee Directors Present:

Linda Jackson, Chair

Councillor Frank Di Giorgio, Vice Chair

Councillor Michael Ford

Catherine Wilkinson (via teleconference)

Regrets: 

Robert Carlo

Management Present: 

William Anderson, Senior Director, Community Safety Unit

Angela Cooke, Vice President, Resident and Community Services

Mark Johnson, General Counsel & Corporate Secretary

Hugh Lawson, Director of Strategic Planning and Stakeholder Relations

Graham Leah, Vice President, Asset Management

Kevin Marshman, President and Chief Executive Officer (Interim)

Ted Millward, Legal Counsel, Corporate

Shelia Penny, Vice President, Asset Management

Wayne Tuck, Chief Operating Officer

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

DEPUTATIONS

Verbal deputations were received at the meeting from the following persons:

• Cathy Birch (Item 2I)
• Susan Gapka (Item 2I)
• Harriet Shepherd (Item 2I)

Item 1 - Chair's Remarks

The Chair welcomed all to the meeting and reminded staff and the public of TCHC’s code of conduct.

Item 2A - Approval of Public Meeting Agenda

The Committee agreed to hold items 2C, 2D, 2E, 2G and 2H for discussion.

Motion carried 

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Councillor Ford and carried, the Committee approved the Public Meeting Agenda as presented.

Item 2B - Declaration of Conflict of Interest

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

Item 2C - Confirmation of Resident Services Committee Minutes – March 17, 2017

The Committee had before it the draft Committee Minutes for March 17, 2017.

The Committee discussed Item 4 on Page 7 and enquired if the timeline requirement to complete emergency repairs within four hours also includes external contractors. Management noted that in those situations where an internal contractor has to be called in, they still aspire to have the emergency repairs complete within the timeline. 

Motion carried 

ON MOTION DULY MADE by Councillor Ford, seconded by Ms. Wilkinson and carried, the Committee confirmed the March 17, 2017 minutes with no amendments.

Item 2D - Business Arising from the Public Meeting Minutes and Action Items Update

Regarding Item 1, access to lobby cameras, the Committee enquired if there are other alternative suggestions that are less cost prohibitive than the one outlined. Management advised that TCHC is currently discussing contract renewal negotiations with Rogers and access to lobby cameras will be a topic of discussion.  Management advised that the action item will be updated when TCHC hears back from Rogers. 

The Committee discussed Item 4, Internal Transfer Policy Revisions, and it was noted that tenants should be consulted in the process.

Motion carried 

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Councillor Ford and carried, the Committee received the report for information.

2E - Safer and More Secure Communities, Q1-2017 Update, RSC:2017-26

The RSC had before it the above-captioned report (RSC:2017-26)

William Anderson, Senior Director, Community Safety Unit, presented the report.

Management noted that in regards to partnership building, it is Community Safety Advisors and not Community Safety Unit Officers that take part in this component of the CSU.

The Committee enquired if the new deployment model will include Community Safety Unit Officers on-foot in TCHC communities. Management confirmed this and added CSU will also deploy patrols on-foot with Toronto Police Officers.

Management noted that in the new deployment model, more joint patrols will be deployed to “higher risk” areas as there is a greater need for more officers.

Motion carried 

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Councillor Ford and carried, the Committee received the report for information.

Item 2F - Q1-2017 Report on Installation and Maintenance of Security Cameras (CCTV), RSC:2017-28

Motion carried 

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Councillor Ford and carried, the Committee received the report for information.

Item 2G - Q1-2017 Report on the Status of MLS Orders and Compliance, RSC:2017-29

The RSC had before it the above-captioned report (RSC:2017-29)

Sheila Penny, Vice President, Facilities Management, presented the report.

The Committee enquired if tenants are advised if MLS will be evaluating their building. Management noted they will provide this information to the Committee.

The Committee noted that historically many TCHC railings are non-compliant and the Committee enquired how TCHC addresses non-compliant railings in stairwells. Management noted that the process is a reactive one, where by MLS orders are addressed as soon as MLS notifies TCHC.

Action Items

Confirm if MLS notifies tenants of their inspections beforehand.

Motion carried 

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Councillor Ford and carried, the Committee received the report for information.

Item 2H - Q1-2017 Clean Buildings and Maintenance Report, RSC:2017-31

The RSC had before it the above-captioned report (RSC:2017-31).

Graham Leah, Vice President of Asset Management, presented the report. 

The Committee enquired how staff determines standards for clean buildings. Management noted there were a set of standards issued in 2016 and that all maintenance staff have been trained to maintain buildings to these standards. Management also added that there are staff assigned to ensure buildings meet a certain quality by randomly assessing areas in a building.

The Committee enquired about when a unit goes into a critical state and has to be closed.  Management noted that closure usually relates to a maintenance event, such as where there has been a flood or a fire and the unit becomes uninhabitable. 

Motion carried 

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Councillor Ford and carried, the Committee received the report for information.

Item 2I - Resident Engagement System Refresh Q4 Update, RSC:2017-2

The Committee had before it the above-captioned report (RSC:2017-27)

The following persons deputed the item:

• Cathy Birch
• Susan Gapka
• Harriet Shepherd

Angela Cooke, Vice President, Resident and Community Services, presented the report.

The Committee commented that the engagement model is to be approved by the Committee and the Board. Management noted this. 

Action Items

Ensure the current vulnerable tenant definition is on TCHC’s Website.

Motion carried 

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Councillor Ford and carried, the Committee received the report for information.

Item 3 - Vacancies and Arrears Management Update (Verbal Report)

Graham Leah, Vice President, Asset Management presented the verbal report.

Vacancies

Management noted that at the request of the Mayor, a report was sent to the City of Toronto regarding vacancy challenges and solutions. The report addressed physical and demographic drivers that cause vacancies and short term and long term solutions. 

Management noted that TCHC’s vacancy rate has decreased to 2.4%, indicating some traction with strategies in place. 

Management also noted that the Integrated Housing Management System RFP has been issued, which will assist with vacancy management. 

The Committee was advised that an RFP for a “choice letting system” IT solution will be issued by the City at the end of May 2017, however it will not be rolled out into TCHC’s systems until the end of 2018.

Arrears

Management discussed arrears, noting the more frequent use of repayment agreements as a factor in the increase in arrears.  Management noted that they are working collaboratively with OCHE in a pilot project that deals specifically with vulnerable tenants and it is hoped the results of the pilot will available by Q2-2017.

Motion carried 

ON MOTION DULY MADE by Ms. Di Giorgio, seconded by Councillor Ford and carried, the RSC received the report for information.

Item 4 - TCHC Approach toward Supporting Vulnerable Tenants (Presentation) (Deferred from March 17 Meeting)

Angela Cooke, Vice President, Resident and Community Services, delivered the presentation.

The Committee thanked Management for the presentation.

The Committee and Management discussed TCHC’s progress on drafting a definition of a vulnerable person and the following points emerged:

• Staff are actively working on the definition of a vulnerable person and the results of the work will be presented to the Committee and the public. 
• The challenge with a definition of a vulnerable person is the need for consistency with the City and other service providers.

Regarding Priority Three: Identify & Respond, the Committee noted that TCHC’s tenants should be treated as partners in the process of identifying and responding to vulnerable tenants. Management noted that staff are currently working with tenants on determining vulnerable tenants and the results of this process will be presented in a report in the coming months.

Motion carried 

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Ford and carried, the Committee received the report for information.

Item 5 - MLSE Launch Pad and Strategic Partnerships (Presentation) (Deferred from March 17 Meeting)

Angela Cooke, Vice President, Resident and Community Services, delivered the presentation.

Management provided a brief update regarding the MLSE Launch Pad. 939 members have registered, 1200 children will have the opportunity to visit, and the Launch Pad is currently employing 4 TCHC tenants.

The Committee enquired where the funding for staffing comes from. Management noted the funding comes from MLSE. 

Item 6 - OCHE – Quarterly Performance Report (Q1-2017), RSC:2017-25

The Committee had before it the above-captioned report (RSC:2017-25)

Cynthia Summers, Commissioner of Housing Equity, presented the report.

The Committee discussed the pilot referral project identified in the report, and the delay in referring files to OCHE was discussed. The Committee noted that the pilot project will result in a larger backlog of files coming to OCHE. The Commissioner noted this and advised that the results of the pilot project will be presented to the Committee at an upcoming meeting.

Motion carried 

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Ms. Wilkinson and carried, the Committee received the report for information.

Item 7 - Report on the Participatory Budget (PB) Program: Final Project Report, RSC:2017-30

The Committee had before it the above-captioned report (RSC:2017-30)

Sheila Penny, Vice President, Facilities Management, presented the report.

Management noted that the proposal for a new program to replace the former program will be presented to the RSC prior to its presentation at the Board. 

Management noted that the scope of the new program is to have it integrated as a component of the capital program, whereby tenants are engaged to provide input on repairs and social investment in their communities.  

Motion carried 

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Councillor Ford and carried, the Committee received the report for information.

TERMINATION

ON MOTION DULY MADE by Councillor Ford, seconded by Councillor Di Giorgio and carried, the RSC resolved to terminate the public meeting at 11:02 a.m.