Tenant Services Committee (TSC) Meeting - November 2, 2018

Public Agenda (Revised)

9:40 - Chair’s Remarks

Action: Information

Pre-read: Verbal Report

Presenter: Chair

9:45 - Consent agenda

Approval of Public Meeting Agenda

Action: TSC 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 September 6, 2018

Action: TSC Approval

Pre-read: Minutes

Presenter: Chair

Business Arising from the Public Meeting Minutes and Action Items Update

Action: Information

Pre-read: Action Item List

Presenter: Chair

2017 Tenant Survey Action Plan Update

Action: Information

Pre-read: TSC:2018-42

Presenter: Director, Strategic Planning and Stakeholder Relations

9:50 - OCHE Quarterly Update (Q3-2018)

Action: Information

Pre-read: TSC:2018-36

Presenter: Commissioner of Housing Equity

10:00 - Tenant Engagement System Refresh Update – Designing a Refreshed Tenant Engagement System 
[deferred from September 6, 2018 TSC meeting]

Action: Information

Pre-read: TSC:2018-37

Presenter: Director, Strategic Planning and Stakeholder Relations

10:30 - Closing the Loop: End of Year Results

Action: Information

Pre-read: TSC:2018-43

Presenter: Senior Director, Service Integration & Delivery

10:40 - Smoke-Free Policy

Action: Information

Pre-read: TSC:2018-38

Presenter: Chief Development Officer, Vice President, Asset Management

10:55 - E-Bikes Study (action item)

Action: Information

Pre-read: TSC:2018-39

Presenter: Vice President, Asset Management,

11:05 - Update on CSU Initiatives 

Action: Information

Pre-read: TSC:2018-40

Presenter: Senior Director, Community Safety Unit

11:25 - Seniors Housing Unit Update

Action: Information

Pre-read: TSC:2018-44

Presenter: General Manager (Interim), Seniors Housing Unit

11:35 - TSC 2019 Work Plan

Action: Information

Pre-read: TSC:2018-41

Presenter: General Counsel and Corporate Secretary

TERMINATION

Public Meeting Minutes

The Tenant Services Committee (“TSC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on November 2, 2018, in the Main Floor Conference Room, 931 Yonge Street, Toronto, and via teleconference, commencing at 9:40 a.m.

TSC Directors Present:

Linda Jackson, Chair

Amanda Coombs

Councillor Frank Di Giorgio (by teleconference)

Debbie Douglas (by teleconference)

Ubah Farah 

Brian Smith 

TSC Director Absent:

Councillor Michael Ford
    
Management Present:

Kathy Milsom, President and Chief Executive Officer

Ismail Ibrahim, General Counsel and Corporate Secretary

Hugh Lawson, Director, Strategic Planning and Stakeholder Relations

Lindsay Viets, Manager, Strategic Planning

Graham Leah, Vice President, Asset Management

Patricia Narine, Director, Program Services (Operational Initiatives)

Joan White, General Manager, Seniors Housing Unit

William Anderson, Senior Director, Community Safety Unit

Yi-Mei Ting, Legal Counsel and Assistant Corporate Secretary (Acting)

Also Present:

Cynthia Summers, Commissioner of Housing Equity
    
A quorum being present, the Chair called the meeting to order and Ms. Sonia Fung served as recording secretary.

Item 1 - Chairs Remarks

On behalf of the Committee and the Board, the Chair extended condolences to the family, friends and all those impacted by the tragic death of one tenant on October 29, 2018 due to a fire at 5430 Yonge Street, a seniors building. 

A note of thanks to the TCHC team who, as its regular practice, was on site promptly and provided support to members of the community.

The Chair advised that during the in-camera session, TSC held discussions on contracts for property management, proposed legislative changes and results of an engagement survey of the Office of the Commissioner of Housing Equity (“OCHE”).

The Chair acknowledged that this would be the last TSC meeting attended by Councillor Di Giorgio and, on behalf of the Committee, thanked Councillor Di Giorgio for his commitment and contribution to TCHC and the Committee.

Item 2A - Approval of Public Meeting Agenda

The public meeting agenda was circulated prior to the meeting. The action required for Item 6 (Smoke-Free Policy) was changed to “Information”, as shown below:

Time: 10:40

Description: Smoke-Free Policy

Action: Information

Pre-read: TSC:2018-38

Presenter: Chief Development Officer, Vice President, Asset Management

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Farah and carried, TSC approved the public meeting agenda as amended.

Item 2B - Declaration of Conflict of Interest

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

Item 2C - Confirmation of the September 6, 2018 Public Meeting Minutes of

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Farah and carried, TSC confirmed the above-captioned minutes without amendment.

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

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Farah and carried, TSC received the report for information.

Item 2E - 2017 Tenant Survey Action Plan Update, TSC:2018-42

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Farah and carried, TSC received the report for information.

Item 3 - OCHE Quarterly Update (Q3-2018), TSC:2018-36

The Commissioner of Housing Equity presented the above-captioned report.

TSC and Management discussed the report and the following points emerged:

• It was noted that tenants’ input was incorporated into the website design. Usage by tenants of the website increased by 40% in the past year (from Q3 2017) while session use duration increased by 50%, and page views increased by 129%.
• TCHC and OCHE teams are working well together. About 90% of referred tenants chose to work with OCHE. Referral rate and resolution rate remain the same over the last three quarters.

Motion carried

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

Item 4 - Tenant Engagement System Refresh Update – Designing a Refreshed Tenant Engagement System, TSC:2018-37

Marcel Pereira, Cathy Birch, William Lohman, Harriet Shephard, Susan Gapka and Tom Robson deputed on the item. Copies of the written deputation from Mr. Pereira, Ms. Birch and Mr. Lohman were distributed to members of TSC at the meeting.

The Director, Strategic Planning and Stakeholder Relations presented the above-captioned report.

TSC and Management discussed the report and the following points emerged:

• It was noted that the number of households engaged (not including the most recent consultations/surveys) reached 23% of all households in TCHC. It is expected that the consultation target of 40% will be reached.
• A total of twelve sessions of volunteer policy consultations will be completed (eleven sessions have been completed and one to be held on November 3, 2018). Management will communicate with deputants to address issues raised during these consultations; and the feedback will be incorporated into the local forums to be held at end of November.
• It was noted that work will also be done on seniors housing.

Motion carried

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

Item 5 - Closing the Loop: End of Year Results, TSC:2018-43

The Senior Director, Service Integration & Delivery presented the above-captioned report.

Motion carried

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

Item 6 - Smoke-Free Policy, TSC:2018-38

The Chief Development Officer presented the above-captioned report.

TSC and Management discussed the report and the following points emerged:

• It was noted that to minimize disruption to tenants, implementation of the smoke-free policy will start with new buildings in revitalization projects. The first such building is at Lawrence Heights which will be completed in 2020.
• Consultation sessions with tenants will be held.
• Implementation of the smoke-free policy will include:
  • Standard leases will be updated to include a non-smoking clause.
  • New tenants moving into existing or new buildings and/or transferring tenants will be required to sign a new lease.
  • Accommodation will be provided, if necessary.
• It was expected that policy development will be completed by mid-2019.

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Farah and carried, TSC received the report for information.

Item 7 - E-Bikes Study (action item), TSC:2018-39

Mr. Miguel Avila-Velarde deputed on this item.

The Vice President, Asset Management presented the above-captioned report:

It was noted that this item is included in “other capital work” of the Facilities Management Division. An update report will be provided to TSC once the 2019 work schedule is finalized.

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Coombs and carried, TSC received the report for information.

Item 8 - Update on CSU Initiatives, TSC:2018-40

The Senior Director, Community Safety Unit presented the above-captioned report.

TSC and Management discussed the report and the following points emerged:

• The Dan Harrison Project was implemented with 24/7 coverage. It was noted that the number of reports involving anti-social behaviours decreased. 
• Management advised that CSU works closely with Toronto Police Service on community policing.

Motion carried

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

Item 9 - Seniors Housing Unit Update, TSC:2018-44

The General Manager, Seniors Housing Unit presented the above-captioned report, along with a PowerPoint presentation on the 2019 business plan.

TSC and Management discussed the report and the following points emerged:

• TCHC has 83 seniors designated buildings in 73 developments.
• Management consulted with City of Toronto on seniors housing and incorporated their comments into the above-captioned report.
• The business plan presented to seniors communities for feedback received overall positive responses. 

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Douglas and carried, TSC received the report for information.

Item 10 - TSC 2019 Work Plan, TSC:2018-41

The General Counsel and Corporate Secretary presented the above-captioned report.

TSC and Management discussed the report and the following points emerged:

• The 2019 meeting schedule may be changed to accommodate City Council meeting dates and/or unforeseen conflicts.

Motion carried

ON MOTION DULY MADE by Ms. Coombs, seconded by Ms. Farah and carried, the TSC adopted the report and approved the 2019 Work Plan provided in draft as Attachment 1 to this report.

TERMINATION

TSC resolved to terminate the public meeting at 11:15 a.m.