Resident Services Committee (RSC) Meeting - March 3, 2016
Thursday, March 3, 2016
9:00 a.m. to 11:00 a.m.
Ground Floor Boardroom
931 Yonge Street, Toronto
Event description
Archived meeting. See Agenda and Minutes below.
Public Agenda
Item 1 - Approval of Public Meeting Agenda
Action: Committee Approval
Pre-read: Public Meeting Agenda
Presenter: Chair
Item 2 - Chair’s Poll re: Conflict of Interest
Action: Declaration
Pre-read
- Public Meeting Agenda
- Conflict of Interest Policy
Presenter: Chair
Item 3 - Confirmation of Public Meeting Minutes of November 12, 2015
Action: Committee Approval
Pre-read: Minutes
Presenter: Chair
Item 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
Item 5 - Chair’s Report and Remarks
Action: Information
Pre-read: Verbal Report
Presenter: Chair
Reports from Management
Item 6 - 2016 RSC Work Plan, Review of 2015 RSC Work Plan and Review of RSC Charter
Action: Committee Approval
Pre-read: RSC:2016-03
Presenter: VP, Resident & Community Services, and VP Asset Management
Item 7 - Annual Unit Inspection Results - 2015
Action: Information
Pre-read: RSC:2016-04
Presenter: VP, Asset Management
Item 8 - Resident Engagement Refresh Strategy
Action: Information
Pre-read: RSC:2016-05
Presenter: VP, Resident & Community Services
Item 9 - Q4-2015 Report on Pest Management
Action: Information
Pre-read: RSC:2016-06
Presenter: VP, Asset Management
Item 10 - Q4-2015 Clean Buildings and Maintenance Report
Action: Information
Pre-read: RSC:2016-07
Presenter: VP, Asset Management
Item 11 - Q4-2015 Report on Installation and Maintenance of Security Cameras (CCTV)
Action: Information
Pre-read: RSC:2016-08
Presenter: VP, Facilities Management
Item 12 - Safer and More Secure Communities, Q4 2015 Update
Action: Information
Pre-read: RSC:2016-09
Presenter: VP, Resident & Community Services
Item 13 - Youth Initiatives Q4-2015 (Active Living)
Action: Information
Pre-read: RSC:2016-10
Presenter: VP, Resident & Community Services
Item 14 - State of Good Repair Customer Satisfaction Survey
Action: Information
Pre-read: RSC:2016-11
Presenter: VP, Facilities Management
Item 15 - Q4-2015 Participatory Budget (PB) Program
Action: Information
Pre-read: RSC:2016-12
Presenter: VP, Facilities Management
Item 16 - Client Care Improvement Plan
Action: Information
Pre-read: RSC:2016-13
Presenter: VP, Facilities Management
Item 17 - City of Toronto Specialized Program for Interdivisional Enhanced Responsiveness (SPIDER)
Action: Information
Pre-read: RSC:2016-14
Presenter: Director, Strategic Planning & Stakeholder Relations
TERMINATION
Public Meeting Minutes
The Resident Services Committee (“RSC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on March 3, 2016, in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 9:30 a.m.
Committee Directors Present:
Linda Jackson, Chair
Councillor Frank Di Giorgio, Vice Chair
Robert Carlo
Catherine Wilkinson
Committee Director Absent:
Councillor Raymond Cho
Also present:
Marta Asturi, Legal Counsel and Assistant Corporate Secretary
Simone Atungo, Vice President, Resident and Community Services (Interim)
Hugh Lawson, Director, Strategic Planning & Stakeholder Relations
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, Ms. Jackson, the RSC Chair, called the public meeting to order and Ms. Sonia Fung served as recording secretary.
Item 1 - Approval of Public Meeting Agenda
The Consent Agenda was comprised of Items 7, 13, 14, 16 and 17. The consent Agenda items 6, 8 to 12, and 15 were held for discussion.
ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Ms. Wilkinson and carried, the RSC approved the Public Meeting Agenda as presented.
ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Ms. Wilkinson and carried, the RSC the RSC received Items 7, 13, 14, 16 and 17 for information
Item 2 - Declaration of Conflict of Interest
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.
Deputations
The RSC Chair polled for any deputations to be heard at the meeting and explained the deputation process. The Chair noted that there were no written deputations received prior to the meeting. Verbal deputations were received at the meeting with respect to the following item:
- Item 11 (Ronda Ross and Anita Dressler)
Item 3 Minutes - Confirmation of Public Meeting Minutes –
November 12, 2015
Motion carried
ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC confirmed the November 12, 2015 minutes as presented.
Item 4 - Business Arising from the Minutes and Committee Action Items Update
Motion carried
ON MOTION DULY MADE by Mr. Carlo, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
The Committee requested that the following items be updated and addressed in the action item list:
- Report No. RSC:2015-06 dated March 5, 2015 – Follow up reports on progress and status of identified hoarded units to be provided to RSC on regular basis.
- Report No. RSC:2015-07 dated March 5, 2015 – Deployment plan to be submitted to RSC.
- Report No. RSC:2015-10 dated March 5, 2015 – Management to ensure receipts re paperwork are issued to tenants.
- Report:RSC:2013-15 dated September 11, 2013 –RSC asked for an alternate plan of action to be submitted given Management update that application for charitable donee status was declined by the CRA.
- Report:RSC:2014-37 dated November 26, 2014 – Staff, on a regular basis, to have vulnerable seniors and tenants identified and collaborate with other services to ensure appropriate services are dispatched
Item 5 - Chair’s Report and Remarks – Verbal
A moment of silence was observed for the victims who died as a consequence of the fire at 1315 Neilson Road.
At the sad news that one more victim had passed away, the Chair sent her condolences to the families of the victims who died as a consequence of the fire at 1315 Neilson Road. The Chair commended the staff who assisted during and after the fire. The Chair attended one of the resident engagement sessions and acknowledged staff and tenant representatives for their efforts.
Item 6 - 2016 RSC Work Plan, Review of 2015 RSC Work Plan and Review of RSC Charter, RSC:2016-03
The RSC had before it the above-captioned report (RSC:2016-03) from the Interim General Counsel and Corporate Secretary.
Discussion ensued with regard to the following:
- Management advised that the Board had recently requested more information on tenant vulnerability. Management suggested the current reporting format be evaluated and other approaches, such as consolidation of reports, be considered for the purpose of keeping RSC informed in a timely manner, and to facilitate meaningful dialogue with regard to strategic planning.
- It was suggested that RSC be provided with reports on unit condition issues, especially on vulnerability, hoarding, and security. The following items were identified to be included in the work plan:
- Reporting on arrears and hoarding issues.
- Report addressing tenant charge backs.
- Report addressing service disruptions.
Action Items:
- The following topics be added to the 2016 RSC Work Plan: reporting on tenant vulnerability; reporting on hoarding; report on tenant charge backs; report on service disruptions.
- Management to present to the committee a revised 2016 RSC Work Plan for information.
Motion carried
ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Robert and carried, the RSC approved the above-captioned report (RSC:C2016-03), with the following topics added to the 2016 RSC Work Plan: reporting on tenant vulnerability reporting on hoarding; report addressing tenant charge backs; report addressing service disruptions.
Item 8 - Resident Engagement Refresh Strategy, RSC:2016-05
The RSC had before it the above-captioned report (RSC: 2016-05) from the Vice President, Resident and Community Services (Interim).
Discussion ensued:
- RSC enquired when tenants would be informed of the approval of the budget. Management advised that the tenants would be informed by end of March.
- Management reported that the Tenant Engagement System Refresh Consultation Planning Group is doing a survey which is being circulated to tenants. The survey was mailed to 900 tenant representatives and tenant leaders. Staff also used door-to-door approach to distribute the survey. To date, 900 completed surveys were collected.
Action Item:
Management to provide RSC with a report on the Resident Engagement Strategy upon completion of the tenant consultation survey.
Motion carried
ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.
Item 9 - Q4-2015 Report on Pest Management, RSC:2016-06
RSC had before it the above-captioned report (RSC:2016-06) from the Vice President, Asset Management.
RSC and Management discussed the report. Management advised that the Pest Management Unit successfully implemented a tenant education system with regard to pest management.
RSC enquired if the High Needs Building Approach pilot was successful. Management advised that it can report back to the next RSC meeting with more information on the pilot.
Action Item:
Management to report back to RSC on the High Needs Building Approach pilot, including details on a communications plan.
Motion Carried
ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.
Item 10 - Q4-2015 Clean Buildings and Maintenance Report, RSC:2016-07
The RSC had before it the above-captioned report (RSC:2016-07) from the Vice President, Asset Management.
RSC enquired about the Closing The Loop pilot project and advised that the budget for this program had not yet been approved by the Board.
RCS requested that management submit a report with a budget for Board approval.
Action Item:
Management to report back on approved funding from the City related to Closing the Loop.
Motion carried
ON MOTION DULY MADE by Mr. Carlo, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
Item 11 - Q4-2015 Report on Installation and Maintenance of Security Cameras (CCTV), RSC:2016-08
The RSC had before it the above-captioned report (RSC:2016-08) from the Vice President, Facilities Management.
Discussion ensued. RSC enquired as to the response time for CCTV repair issues. Management indicated that the response time is normally 5 days.
Motion carried
ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.
Item 12 - Safer and More Secure Communities, Q4 2015 Update, RSC:2016-09
RSC had before it the above-captioned report (RSC:2016-09) from the Vice President, Resident and Community Services (Interim).
RSC and management discussed the report and questions were posed regarding the new deployment model created in Q4 2015. Management indicated it will report back to the committee on the deployment model.
RSC requested that a pilot program to install CCTV in high needs community be implemented to address vandalism and tampering with fire/life safety equipment.
Action items:
- Management to report back to the RSC on solutions with regard to the new deployment model.
- Management to assess implementation of a pilot program to install covert surveillance cameras in high need communities for the purpose of protecting tenant safety and to detect and charge individuals who tamper with fire and/or life safety equipment on TCHC premises.
Motion carried
ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.
Second Motion carried
ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo, RSC approved the implementation of a pilot program to install covert surveillance cameras in high need communities. The purpose of such pilot program is to protect tenant safety and to detect and charge individuals who tamper with fire and/or life safety equipment on TCHC premises.
Item 15 - Q4-2015 Participatory Budget (PB) Program, RSC:2016-12
The RSC had before it the above-captioned report (RSC:2016-12) from the Vice President, Facilities Management.
Management and RSC discussed the report. RSC queried if the amount of the Board approved funding is $5 million or $8 million. Management advised that this item is now before GCHRCC for approval. It was agreed that this item be deferred to the next RSC meeting.
Motion carried
ON MOTION DULY MADE by Councillor Di Giogio, seconded by Ms. Wilkinson and carried, the RSC deferred this item to the next RSC meeting.
TERMINATION
ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Di Giorgio and carried, the RSC resolved to terminate the public meeting at 11:22 a.m.
Sonia Fung
Committee Secretary
Phone:
416-981-4286
Email:
Sonia.Fung@torontohousing.ca
