Resident Service Committee (RSC) Meeting - November 12, 2015

Agenda

Closed Meeting Agenda Items (9:30 a.m. - 10:00 a.m.)

A. Approval of Agenda and Review of Agenda Order 

Action: Committee 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 Closed Meeting Minutes of: 

• September 11, 2015

Action: Committee Approval

Pre-read: Minutes

Presenter: Chair

D. Business Arising from the Minutes and Committee Action Items Update 

Action: Discussion

Pre-read: Action Item List

Presenter: Chair

Report from the Resident Services Committee Chair: 

E. Chair’s Report and Remarks 

Action: Information

Pre-read: Verbal Report

Presenter: Chair 

Reports from Management: 

F. Confidential report respecting matters that are or may be the subject of litigation or potential litigation, including matters before administrative tribunals, affecting the corporation, and 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: RSC:C2015-46

Presenter: Director of Strategic Planning and Stakeholder Relations

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 recommendations of proposed policy or processes. 

Action: Information

Pre-read: RSC:C2015-47

Presenter: VP, Facilities Management 

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 recommendations of proposed policy or processes. 

Action: Information

Pre-read: Verbal Report

Presenter: VP, Asset Management 

Public Meeting Agenda Items (10:00 a.m. – 11:30 a.m.)

1. Approval of Agenda and Review of Agenda Order 

Action: Committee Approval

Pre-read: Agenda

Presenter: Chair

2. Chair’s Poll re: Conflict of Interest 

Action: Declaration

Pre-read: Agenda and Conflict of Interest Policy

Presenter: Chair  

3. Confirmation of Public Meeting Minutes of:  

• September 11, 2015 
• October 20, 2015

Action: Committee Approval

Pre-read: Minutes

Presenter: Chair

4. Business Arising from the Minutes and Committee Action Items Update 

Action: Discussion

Pre-read: Action Item List

Presenter: Chair

Report from the Resident Services Committee Chair: 

5. Chair’s Report and Remarks 

Action: Information

Pre-read: Verbal Report

Presenter: Chair

Presentation: 

6. Mental Health and Seniors Strategy 

Action: Presentation

Pre-read: To be circulated at the meeting

Presenter: VP Resident and Community Services

Reports from Management: 

7. Q3-2015 Youth Initiatives 

Action: Information

Pre-read: RSC:2015-39

Presenter: VP, Resident & Community Services

8. Scholarship Report 

Action: Information

Pre-read: RSC:2015-40

Presenter: VP, Resident & Community Services

9. Q3-2015 Report on Pest Management Strategy 

Action: Information

Pre-read: RSC:2015-41

Presenter: VP, Asset Management 

10. Q3-2015 Report on Clean Buildings and Maintenance Strategy 

Action: Information

Pre-read: RSC:2015-42

Presenter: VP, Asset Management 

11. Q3-2015 Report on Community Safety Strategy 

Action: Information

Pre-read: RSC:2015-43

Presenter: VP, Resident & Community Services 

12. Q2 and Q3-2015 Report on Installation and Maintenance of Security Cameras (CCTV) 

Action: Information

Pre-read: RSC:2015-44

Presenter: VP, Facilities Management

13. Resident Engagement Strategy 

Action: Information

Pre-read: RSC:2015-45

Presenter: VP, Resident & Community Services

14. Interim plan for Staff Directory on the external website 

Action: Information

Pre-read: Verbal Report

Presenter: VP, Asset Management  

TERMINATION

Public Minutes

The Resident Services Committee (“RSC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on November 12, 2015, in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 10:35 a.m.

Committee Directors Present:

Councillor Frank Di Giorgio, Vice Chair

Robert Carlo

Councillor Raymond Cho

Catherine Wilkinson

Committee Director Absent:

Audrey Wubbenhorst, Chair

Ex-Officio Director in Attendance:

Norman (Bud) Purves, Chair of the Board of Directors

Also present:

Danny Anckle, Director, Resident Access & Support Services

Marta Asturi, Legal Counsel and Assistant Corporate Secretary

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

Richard Grotsch, Manager, Integrated Pest Management

Ismail Ibrahim, Interim General Counsel and Corporate Secretary

Jason Keddy, Director of Community Safety Unit

Graham Leah, Vice President, Asset Management

Sheila Penny, Vice President, Facilities Management

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

A quorum being present, Councillor Di Giorgio, the RSC Vice Chair, called the public meeting to order and Ms. Mirela Bolentiru served as recording secretary.

Item 1 - Approval of Public Agenda

ON MOTION DULY MADE by Mr. Purves, seconded by Ms. Wilkinson and carried, the RSC approved the Public Meeting Agenda as presented. 

Item 2 - Declaration of Conflict of Interest

The Vice 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.

Deputations

The RSC Vice Chair polled for any deputations to be heard at the meeting and explained the deputation process. The Vice Chair noted that there were no written deputations received prior to the meeting and no verbal deputations were received at the meeting. 

Item 3 - Confirmation of Resident Services Committee Minutes – September 11, 2015 and October 20, 2015

The RSC had before it the RSC minutes for the September 11, 2015 and October 20, 2015 public meetings.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Cho and carried, the RSC confirmed the September 11, 2015 minutes as amended:

• Page 2 – spelling of the deputant’s name “Dundin” be corrected to “Duddin”; and
• Page 9 – “revised report” be replaced with “revised policy” in both motions for Items 21 and 22 respectively. 

Motion carried

ON MOTION DULY MADE by Mr. Purves, seconded by Ms. Wilkinson and carried, the RSC confirmed the October 20, 2015 minutes as presented.

Item 4 - Business Arising from the Minutes and Committee Action Items Update

Motion carried

ON MOTION DULY MADE by Mr. Purves, seconded by Ms. Wilkinson and carried, the RSC received the report for information.

Item 5 - Chair's Report and Remarks (Verbal)

No report from the RSC Vice Chair at this time.

Item 6 - Mental Health and Seniors Strategy (Presentation)

The Director, Resident Access & Support Services provided the RSC with a presentation on initiatives, programs and services offered to seniors and those living with mental health issues. Hard copies of the presentation were distributed at the meeting. 

A discussion ensued with respect to the following main points:

• Safety and security audits – Out of 192 issues identified, 146 issues will be addressed by November 2015.

Action item:

Management to report back on the status of implementation of the 146 outstanding issues identified during the safety and security audits. 

• Management clarified to the RSC the estimate of 24K of residents living with mental issues is a statistic based on age prevalence estimates from the Mental Health Commission of Canada along with TCHC’s demographic profile. The reported numbers were generated based on estimated data from the national average statistical information, gathered from the national survey, available in the industry.
• Vulnerable Seniors Action Plan. As recommended by Toronto Ombudsman in the 2013 “Housing at Risk” report, TCHC has developed a Vulnerable Seniors Action Plan, which has been posted on the TCHC external website for public access.
• Training program developed for front-line staff to identify health, safety and social concerns, and connect vulnerable residents to appropriate services.
• Management clarified that the recipient of the entire funding of $3.7 million from Employment and Social Development Canada was to the Toronto network of partners and not TCHC alone. The funds allocation will cover a three-year period to support six interconnected projects within Toronto area. 
• Sustainability and success measurement of TCHC’s partnership programs.
• Senior’s Financial Forum. Economic Development & Resident Employment Unit joined Metro Hall Employment Services in organizing the November 13, 2015 Senior’s Financial Forum.  

Action item:

Management to report back on the outcome of  the forum.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Cho and carried, the RSC received the presentation for information.

Norman (Bud) Purves left the meeting at 11:08 a.m.

Item 7 - Q3-2015 Youth Initiatives, RSC:2015-39

The RSC had before it the above-captioned report (RSC:2015-39) from the Vice President, Resident and Community Services (Interim). 

In response to a question raised with respect to the cost associated with hiring 110 residents in 2015 (page 5 of the report), Management informed the RSC that the total cost was $520K.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.

Item 8 - Scholarship Report, RSC:2015-40

The RSC had before it the above-captioned report (RSC:2015-40) from the Vice President, Resident and Community Services (Interim). 

RSC and Management discussed the report, and Management clarified the total amount of scholarship funds received in comparison to the annual allocations disbursed to scholarship recipients.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.

Item 9 - Q3-2015 Report on Pest Management Strategy, RSC:2015-41

The RSC had before it the above-captioned report (RSC:2015-41) from the Vice President, Asset Management. 

The RSC noted that the chart in the report (page 2) did not include quarter-over-quarter comparative data to better understand pest management trends.

Action Item:

Management to include quarterly comparative data in future reports.

Motion carried

ON MOTION DULY MADE by Mr. Carlo, seconded by Ms. Wilkinson and carried, the RSC received the report for information.

Item 10 - Q3-2015 Report on Clean Buildings and Maintenance Strategy, RSC:2015-42

The RSC had before it the above-captioned report (RSC:2015-42) from the Vice President, Asset Management.

A discussion ensued, including the following main points:

• Management confirmed that there will be 60 additional cleaner positions for “high needs” buildings. The costs associated with these positions are not an additional expense as they were included in the 2015 Board approved budget.
• Formal Cleaning Routines have been finalized as standard guidelines for staff.  Staff training sessions will be held in the fourth quarter of 2015 to educate staff on the formal Cleaning Routines, appropriate cleaning techniques and quality assurance program to measure effectiveness and work performance.
• Service standards will be communicated to residents by the end of year. Community posters will be displayed in visible key community areas. The formal Cleaning Routines will be posted in common areas of each building.
• The RSC recommended that the posters be translated in languages other than English as requested by residents and be worded in plain language and larger font.

Motion carried

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

Item 11 - Q3-2015 Report on Community Safety Strategy, RSC:2015-43

The RSC had before it the above-captioned report (RSC:2015-43) from the Vice President, Resident and Community Services (Interim).

A discussion ensued, including the following main points:

• The hiring process for the Community Safety Unit (CSU) vacant positions available in 2015 will be completed by the first quarter in 2016. The vacant positions have been included in the 2015 Board approved budget. There will be no additional costs involved. The current average length of service for CSU staff is one to four years. Exit interviews are in place to understand why staff have left the organization.
• The RSC asked for clarity on the use of ceremonial uniforms. Management explained that ceremonial uniforms are used by CSU staff to attend funerals, parades, events with the Toronto Police Services (TPS), and graduation events.
• The RSC noted the high variance of 50% for crimes against property for Q3 2015 versus Q3 2014, and asked for the rationale. Management explained that due to increased outreach to residents, recently a higher number of residents have come forward to report crimes and incidents. 
• The three communities selected for safety audits were based on 2014 rankings determined by CSU statistics and foot patrol.

Action item:

Management to add in future reports the total number of calls received and the number of calls answered and dispatched.

Motion carried

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

Item 12 - Q2 and Q3-2015 Reports on Installation and Maintenance of Security Cameras (CCTV), RSC:2015-44

The RSC had before it the above-captioned report (RSC:2015-44) from the Vice President, Facilities Management.

Management and RSC discussed the report, and in particular Management clarified and confirmed to the RSC that the budget allocated in 2015 for planned CCTV upgrades will be spent by 2015 year end.

Action item:

Management to provide the RSC with the length of time to dispatch and respond to repairs for CCTV equipment.

Motion carried

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

Item 13 - Resident Engagement Strategy, RSC:2015-45

The RSC had before it the above-captioned report (RSC:2015-45) from the Vice President, Resident and Community Services (Interim).
The RSC enquired with respect to the total funding allocated to the new Resident Engagement System.

Action item:

Management to report back to the RSC on the funding allocation for the new Resident Engagement System.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.

Item 14 - Interim Plan for Staff Directory on the External Website (Verbal)

The Vice President, Asset Management provided the RSC with a verbal report on the reinstatement of the staff directory on the external website. The following discussion ensued:

• Management reviewed the directory list with the lens of developing an appropriate list of staff who would be able to funnel requests from residents to the appropriate individual who will be able to effectively and efficiently respond to the requests.
• Anticipate to have directory list reinstated by Q1 2016, as well as staff training completed.  

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.

TERMINATION

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC resolved to terminate the public meeting at 11:59 a.m.