Resident Services Committee (RSC) Meeting - November 21, 2016

Public Agenda

1. Chair's Remarks

Action: Information

Pre-read: Verbal Report (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 RSC Public Meeting Minutes of September 23, 2016

Action: Approval

Pre-read: Minutes

Presenter: Chair

d) Business Arising from the Minutes and Committee Action Items Update

Action: Information

Pre-read: Action Item List

Presenter: Chair

e) Q3 Safer and More Secure Communities Update

Action: Information

Pre-read: RSC:2016-58

Presenter: Chief Operating Officer

f) Youth Initiatives/Active Living

Action: Information

Pre-read: RSC:2016-62

Presenter: Vice President, Resident and Community Services

g) Q3 2016 Report on the Status of MLS Orders and Compliance

Action: Information

Pre-read: RSC:2016-59

Presenter: Vice President, Facilities Management

h) Q3 2016 Report on Installation and Maintenance of Security Cameras

Action: Information

Pre-read: RSC:2016-56

Presenter: Vice President, Facilities Management

i) Q3 2016 Report on the Participatory Budgeting (PB) Program

Action: Information

Pre-read: RSC:2016-60

Presenter: Vice President, Facilities Management

3. Participatory Budgeting (PB): Consultation Results

Action: Approval

Pre-read: RSC:2016-57 (with presentation) (20 minutes)

Presenter: VP, Facilities Management/ VP, Resident and Community Services

4. Reports from the Commissioner of Housing Equity

a) OCHE - 2017 Budget

Action: Approval

Pre-read: RSC:2016-63 (10 minutes)

Presenter: Commissioner of Housing Equity

b) OCHE - 2017 Work Plan

Action: Approval

Pre-read: RSC:2016-64 (15 minutes)

Presenter: Commissioner of Housing Equity

c) OCHE - Quarterly Performance Report (Q3 2016)

Action: information

Pre-read: RSC:2016-65 (10 minutes)

Presenter: Commissioner of Housing Equity

5. Report on Annual Unit Inspections (item deferred from September 23rd, 2016)

Action: Information

Pre-read: RSC:2016-54 (10 minutes)

Presenter: VP, Asset Management

6. Resident Survey Update (item deferred from September 23rd, 2016)

Action: Information

Pre-read: Verbal (5 minutes)

Presenter: Chief Operating Officer

TERMINATION

Public Meeting Minutes

The Resident Services Committee (“RSC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on November 21, 2016, in the Main Floor Conference Room, 931 Yonge Street, Toronto, and by teleconference commencing at 9:44 a.m.

Committee Directors Present:

Linda Jackson, Chair

Robert Carlo

Councillor Frank Di Giorgio, Vice Chair

Kevin Marshman (via teleconference) (left at 10:54 a.m.)

Catherine Wilkinson

Management present:

Andalee Adamali, Business Planner, Strategic

Planning & Stakeholder Relations

Mona Bottoni, Manager, Community Safety Programs

Angela Cooke, Vice President, Resident and Community Services

Boyd Dyer, Director of Smart Buildings & Energy Management

Mark Johnson, General Counsel & Corporate Secretary

Hugh Lawson, Director, Strategic Planning & Stakeholder Relations

Graham Leah, Vice President, Asset Management

Mark McDonald, Vice President, Information Technology (via teleconference)

Ted Millward, Legal Counsel, Corporate 

Patricia Narine, Director, Program Services (Operational Initiatives)

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

Sheila Penny, Vice President, Facilities Management

Deanna Veltri, Associate Business Planner

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:

• Tom Robson (Items 2I) 
• Anita Dressler (Item 3)
• Robert Fredrickson (Item 3)

Consent Agenda Items

Item 1 - Chairs Remarks

The Chair acknowledged the challenges TCHC faced over the weekend related to a shooting and a building flood, and thanked Management for their work to address these difficult events.

The Chair noted that the recent work on the Resident Charter speaks to respect and collaboration and that these principles must extend to the Committee and Management’s interactions at meetings. The Chair also noted this principal of mutual respect extends to tenants and members of the public attending meetings.

Item 2a - Approval of Public Meeting Agenda

The Committee agreed to hold items 2E, 2F, 2G, 2H and 2I for discussion.

Motion carried

ON MOTION DULY MADE by Councillor Di Giorgio, seconded by Ms. Wilkinson 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 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 – September 23, 2016

The Committee had before it the draft Committee Minutes for September 23, 2016.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor DiGiorgio and carried, the Committee confirmed the September 23rd, 2016 minutes with no amendments.

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

Motion carried

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

Item 2e - Q3 Safer and More Secure Communities Update, RSC:2016-58

The Committee had before it the above-captioned report (RSC:2016-58)

Wayne Tuck, Interim Chief Operating Officer, presented the report.
The Committee discussed Table 2, Q3 2015 and 2016 Calls for Service Comparison, in the report and requested that Management provide the numbers on a two-year, quarterly basis. Management noted this.

The Committee requested that in regards to partnership building noted in the report, that in future reports Management provide partners’ involvement and the budget impact for the organization. Management noted this.

The Committee asked about the benefits of promoting all Community Patrol Officers to Special Constables. Management noted that this designation for all officers creates a consistent delivery of service to tenants.

The Committee discussed the importance of having community outreach meetings occurring in seniors’ communities and enquired if meetings are occurring in seniors’ communities. Management noted they will provide a list of community outreach meetings including locations.

Action items

Include the following in future quarterly reports:

• two-year quarterly trending for the Calls for Service Comparison 
• a table that lists partnerships with TCHC that includes involvement and budget impacts.
• a list of community outreach meetings, which includes location.

Motion carried

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

Item 2f - Youth Initiatives/Active Living, RSC:2016-62

The RSC had before it the above-captioned report (RSC:2016-62). 

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

The Committee discussed the gymnasiums opening in the selected neighbourhoods and asked if Management had details on operating hours. Management noted that the operating hours are not finalized, however there will be a plan to serve tenants during the weekday hours of 3:30 p.m. and 7:30 p.m.

Regarding measuring the success of the programs, Management noted they are taking steps to ensure metrics are in place and are tied to employees’ Performance Management Plans in 2017. 

Management also noted that TCHC is focusing on metrics with Maple Leafs Sports and Entertainment (MLSE) with the 261 Jarvis partnership, with the potential to expand programs to smaller community hubs.  

The Committee thanked Management for their efforts and suggested that future reports would benefit from more metrics, participation numbers and the rational for programing in certain communities.

Motion carried

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

Item 2g - Q3 2016 Report on the Status of MLS Orders and Compliance, RSC:2016-59

The RSC had before it the above-captioned report (RSC:2016-59).

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

The Committee enquired if the backlog of MLS orders had been cleared using the $4M allocated for that purpose for 2016. Management advised that there is still a year remaining to clear the backlog and additional monies will be required for this purpose in 2017. Management advised that the estimated spend by the end of 2016 is $3.8M. It was noted that there has been significant progress in reducing the backlog over the last several years. 

Motion carried

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

Item 2h - Q3 2016 Report on Installation and Maintenance of Security Cameras, RSC:2016-56

The RSC had before it the above-captioned report (RSC:2016-56).

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

The Committee discussed Table 2, 2016 Operating Program, in the report and requested that staffing resources be separated from Preventive Maintenance budget. Management noted this.

Action item

In future quarterly reports, for the Operating Program reporting, separate staffing resources from preventive maintenance and include it as a separate line item. 

Motion carried

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

Item 2i - Q3 2016 Report on the Participatory Budgeting (PB) Program, RSC:2016-60

The RSC had before it the above-captioned report (RSC:2016-60).

Tom Robson deputed the item.

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

The Committee enquired if funds are not spent on a project, if the money is allocated for separate work. Management noted that the funds are allocated back to the PB monitoring committee for the area and spent on the next project on the priority list.  

The Committee requested that in the next quarterly report that Management provide a chart outlining cancelled projects and where the related funding was re-allocated. Management noted this.

Action items

In the Q4 PB report provide a chart outlining cancelled PB projects and where the related funding was re-allocated.

Motion carried

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

Item 3 - Participatory Budgeting (PB): Consultation Results, RSC:2016-57

The RSC had before it the above-captioned report (RSC:2016-57). 

The following person deputed this item:

• Robert Fredrickson
• Anita Dressler 

Angela Cooke, Vice President of Resident and Community Services, and Sheila Penny, Vice President of Facilities Management, presented the report.

The Committee discussed the importance of tenant collaboration for capital projects and social investment projects. Management noted they will return to the Committee in early 2017 to provide a further update on the consultations and a final proposal.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the Committee approved the following recommendation:

1. that the Resident Services Committee approve a suspension of the existing PB process for 2017 to allow tenants and staff to work together to improve decision-making in two particular areas: 

• Capital repairs: develop a new mechanism for tenant input into decision-making around Toronto Community Housing’s capital repair plan, and integrate the insights of tenants into the planning process for large-scale capital projects in their communities.
• Social Investment projects: refine the mechanisms for tenants to make democratic decisions about funding locally-focused projects that enhance tenant engagement in their communities.

Item 4a - OCHE - 2017 Budget, RSC:2016-63

The RSC had before it the above-captioned report (RSC:2016-63). 

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

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor  Di Giorgio and carried, the Committee approved the following recommendation:

1. That the Resident Services Committee approve the OCHE’s 2017 Budget, and it be included in the full TCHC Budget for Board Approval

Item 4b - OCHE - 2017 Work Plan, RSC:2016-64

The RSC had before it the above-captioned report (RSC:2016-64). 

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

The Committee noted that some of the objectives could benefit from an enhanced focus and in that regard they would communicate further offline with Ms. Summers.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor  Di Giorgio and carried, the Committee approved the following recommendation from Report RSC:2016-64:

1. That the Resident Services Committee approve the 2017 Work Plan.

Item 4c - OCHE - Quarterly Performance Report (Q3 2016), RSC:2016-65

The RSC had before it the above-captioned report (RSC:2016-65). 

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

The Committee thanked the Commissioner for her work and noted that trends are moving in a positive direction. 

Motion carried

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

Item 5 - Report on Annual Unit Inspections (item deferred from September 23rd, 2016), RSC:2016-54

The RSC had before it the above-captioned report (RSC:2016-54). 

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

Management noted that they follow up with tenants that have a clutter rating from 7-9, which in turn has contributed to a decline in clutter ratings over the past three years. Management also noted that in 2017 they will be able to report on recurring tenants that have a clutter rating from 7-9.

The Committee enquired if annual unit inspections assist in identifying capital repair requirements. Management confirmed that capital repair issues identified during annual unit inspections are funneled to Facilities Management for capital repair planning.

Motion carried

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

Item 6 - Resident Survey Update (item deferred from September 23rd, 2016)

Andrew McKenzie, Director of Service Integration and Delivery, delivered the verbal report.

Management noted that upon the completion of Closing the Loop, TCHC will be providing a resident survey annually, instead of bi-annually. Management also noted that they will be introducing “pulse” surveys throughout the year to see where TCHC can improve on a more frequent basis. 

Motion carried

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

Other Business - Update on the Flood at 710 Trethewey Drive

Angela Cooke, Vice President of Resident and Community Services, provided an update to the Committee on the flood that impacted residents of 710 Trethewey Drive over the last weekend.

Management noted that eight families were evacuated and they were currently being accommodated at a hotel close to their homes, and that work is ongoing to take steps to further support affected residents. Management also noted that before the end of the day they will be receiving an update on the status of the elevators that were not functioning. 

The Committee thanked Management and staff for their hard work related to the flood. 

TERMINATION