Board of Directors Meeting - April 30, 2015

Agenda

Consent Public Agenda

The Consent Agenda items listed on the Consent Public Agenda will require a resolution of the Board but are not scheduled for a full discussion at the Board meeting. The Board Chair will ask for approval of the following Consent Agenda items. Board members must indicate if they wish to request to discuss the Item, question the Item or register a vote against the Item. If an Item is removed from the Consent Agenda, it will be discussed at the end of the meeting.

1. Approval of Agenda and Review of Agenda Order (all items not held will be voted together without discussion)

Action: Resolution to approve the agenda

Pre-read: Agenda

2. Confirmation of Board of Directors’ Public Meeting Minutes of December 16, 2014 and February 19, 2015

Action: Resolution to confirm the Public Minutes

Pre-read: Minutes

3. Business Arising from the Public Meeting Minutes and Action Items Update

Action: Resolution to receive for information

Pre-read: Action Item List

Public Meeting Agenda Items

4. Chair’s Remarks

Action: Information

Pre-read: Verbal Report

Presenter: Chair, Board of Directors

5. Chair’s Poll re Conflict of Interest

Action: Declaration

Pre-read: Agenda and Conflict of Interest Policy

Presenter: Chair, Board of Directors

6. Interim President and Chief Executive Officer’s Remarks

Action: Information

Pre-read: Verbal Report

Presenter: Interim President and Chief Executive Officer

Reports from Building Investment, Finance and Audit Committee (BIFAC):

7. BIFAC Chair’s Report

Action: Information

Pre-read: Verbal Report

Presenter: Chair, BIFAC

8. *Withdrawn*

9. Allenbury Gardens: Transfer of Development Block to Partnership

Action: Approval

Pre-read: TCHC:2015-02R

Presenter: Chair, BIFAC

10. *Withdrawn*

11. *Withdrawn* 

Report from Management:

12. Q4 2014 Quarterly/ Annual Performance Report

Action: Information

Pre-read: TCHC:2015-07

Presenter: Director, Strategic Planning & Stakeholder Relations

Reports from Governance, Communications, Human Resources and Compensation Committee (GCHRCC):

13. GCHRCC Chair’s Report

Action: Information

Pre-read: Verbal Report

Presenter: Chair, GCHRCC

14. Board Charter – Amendment

Action: Approval

Pre-read: TCHC:2015-04

Presenter: Chair, GCHRCC

Reports from Resident Services Committee (RSC):

15. RSC Chair’s Report

Action: Information

Pre-read: Verbal Report

Presenter: Chair, RSC

TERMINATION

Minutes

The Board of Directors of the Toronto Community Housing Corporation held a public meeting on April 30, 2015 at 12:55 p.m. in the Main Floor Conference Room at 931 Yonge Street, Toronto and via teleconference. 

Directors in Attendance: 

Bud Purves (Chair) 

Munira Abukar (via teleconference) 

Councillor Ana Bailão 

Christian Buhagiar  

Councillor Raymond Cho 

Councillor Joe Cressy 

Councillor Frank Di Giorgio (left at 1:30 p.m.) 

Brian Kwan (via teleconference) 

Catherine Wilkinson 

Directors Absent: 

Zahir Bhaidani 

Karen Newman 

Audrey Wubbenhorst 

Management present: 

Marta Asturi, Legal Counsel & Assistant Corporate Secretary 

Leslie Gash, Development Director 

Jason Gorel, Chief Financial Officer & Treasurer 

Ismail Ibrahim, Director of Compliance & Legal Counsel 

Hugh Lawson, Director, Strategic Planning & Stakeholder  Relations 

Graham Leah, Vice President, Asset Management 

Laurie Payne, Development Director 

Sheila Penny, Vice President, Facilities Management 

Liz Reid, Vice President, Information & Technology Services 

Ken Scott, Senior Director, Strategic Procurement 

Greg Spearn, Interim President & Chief Executive Officer/ Chief Development Officer 

Pamela Spencer, General Counsel & Corporate Secretary 

A quorum being present, the Chair called the meeting to order and Ms. Charmaine Zina served as recording secretary.  

Item 1 - Approval of Revised Agenda and Review of Agenda Order

The agenda was approved with the following changes: 

• Items 8, 10 and 11 – Withdrawn  
  • However, the Chair announced that if anyone wanted to depute to these items they will be heard. 
• Item 15 – Deferred to next Board meeting given the absence of the Chair of the Resident Services Committee. 

The following agenda items were not held for discussion: 

• Items 1 and 3. 

Motion carried 

ON MOTION DULY MADE by Mr. Buhagiar, seconded by Councillor Cressy and carried, the Board of Directors approved the revised agenda and the agenda items not held for discussion (Items 1 and 3). 

Item 2 - Confirmation of Board of Directors' Public Meeting Minutes of December 16, 2014 and February 19, 2015

The Board had before it the draft Board minutes for December 16, 2014 and February 19, 2015. 

Motion carried 

ON MOTION DULY MADE by Mr. Buhagiar, seconded by Ms. Wilkinson and carried, the Board of Directors confirmed the above-captioned minutes with the following amendment to the February 19, 2015 public meeting minutes: 

• Item 11 – Q3 2014 Quarterly Performance Report (on page 7 of 8) - Move the second paragraph above the first paragraph.  

Item 3 - Business Arising from the Public Meeting Minutes and Action Items Update

Motion carried

ON MOTION DULY MADE by Mr. Buhagiar, seconded by Councillor Cressy and carried, the Board of Directors received the report for information. 

Item 4 - Chair's Remarks

The Chair welcomed everyone to today’s Board meeting. 

He acknowledged the resignation of Ms. Jennifer Wood, one of TCHC’s citizen Board members who has served as Chair of the Investment Advisory Committee, Vice-Chair of the Building Investment, Finance and Audit Committee and as a member of the Corporate Affairs and Audit Committee and the Governance, Risk and Human Resources Committee.  The Chair thanked Ms. Wood for her many contributions to the Board over the past four years and wished her well in her future endeavours. 

The Chair advised that the tenant Board member selection process is well underway and that the eight candidates for the tenant Board member positions will take part in an All-Candidates meeting on Monday May 4th at the North York Civic Centre from 6:30-8:30 p.m.  Elected tenant representatives will vote to select two nominees and two alternates, whose names will then be provided to the City.  Voting will take place from May 12 to 15, 2015. 

The Chair further advised that, along with Councillor Bailao, he co-hosted the ‘Close the Housing Gap’ rally at City Hall on April 28th to urge both the federal and provincial governments to support TCHC’s 10-year capital financing plan to fix our buildings.  He noted that TCHC has worked closely with the City to develop its 10-year capital financing plan and to secure one-third of the money required.  And now, through the recently released TCHC Economic Impact Study, TCHC has put forward a strong business case for Federal and Provincial Government support. 

Item 5 - Chair's Poll Re: Conflict of Interest

The Chair requested members of the Board of Directors to indicate any agenda item in which they have a conflict of interest, together with the nature of the interest.  No conflicts were declared. 

Item 6 - Interim President and Chief Executive Officer's Remarks

Mr. Spearn advised that TCHC has submitted its Final Report to the Ombudsman indicating completion of all of the outstanding recommendations in the 2014 Ombudsman’s Report on TCHC’s Human Resources practices. TCHC is awaiting confirmation from the Ombudsman that she accepts this Final Report. Mr. Spearn further noted that TCHC is working with the Auditor General’s office to complete the three outstanding recommendations.

Mr. Spearn further noted that TCHC launched the Office of the Commissioner of Housing Equity in 2014. Over the past year, a strong working relationship has been developed between the Office of the Commissioner of Housing Equity and TCHC.

Mr. Spearn further advised that TCHC has been working on a Vendor Management Program, which was rolled out in late 2014. Currently, TCHC has a roster of 20 core contractors responsible for TCHC’s 2015 $175 Million capital repair program, plus a large number of smaller suppliers, engineers and contractors supporting this work. This Program sets out clear service and performance standards for firms that work for TCHC. As part of this Program, the Facilities Management (FM) Division works closely with the Asset Management Division so that site staff are engaged in FM’s work and are accountable for signing off on a contractor’s work to confirm the job has been completed right. He further advised that TCHC is working on a process to close the loop with residents to confirm they are satisfied with the work performed in their units. When a contractor falls short of expectations, the contractor is placed on a “watch list.” Contractors remain on the “watch list” until site staff have confirmed that the contractor has addressed its shortcomings. TCHC is serious about ensuring that all contractors meet the established service and performance standards.

Mr. Spearn noted that TCHC is continuing its efforts to deliver on the strategic priorities approved by the Board in the 2015 Budget, including delivering record capital investments, improving services to residents, operating the business more effectively and working with its many partners to improve residents’ homes and quality of life, and deliver value to the City. 

Mr. Spearn then answered questions from the Board members. 

Action Items:   

1. Management was requested to report back to the Building Investment, Finance & Audit Committee (BIFAC) on the vendor roster process and how we communicate the process to become a vendor on TCHC’s rosters. 
   1. Note:  This Item has been added to the BIFAC workplan.
2. Management was requested to post a copy of the slide deck which accompanied Mr. Spearn’s remarks on the TCHC public website. 
   1. Note:  This slide deck was posted on the TCHC public website on April 30, 2015. 

Other Business

Notwithstanding approval of the Agenda, Ms. Wilkinson requested that the Board discuss the issue of the different rates paid by tenants for hydro.  Following discussion, the Board passed the following motion. 

Motion carried 

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Cressy and carried, the Board of Directors unanimously approved the following: 

Motion 1: 

TCHC to send information to its communities where residents have a direct relationship with Toronto Hydro as to how to seek out relief for their hydro bills. 

Motion 2: 

Management to report back to the BIFAC on the 2-tier hydro bills system and the feasibility of bringing the billing back to TCHC for all buildings. 

Action Item:

1. See Motion 2 above. 

Note: This Item has been added to the BIFAC workplan. 

Item 7 - Building Investment, Finance and Audit Committee (BIFAC) Chair's Report

The BIFAC Chair was not present therefore this item was deferred to the next Board meeting.  

Item 8 - 2014 Toronto Community Housing Corporation Consolidated Financial Statements, TCHC:2015-06

This item was withdrawn.

Item 9 - Allenbury Gardens: Transfer of Development Blocks to Partnership, TCHC:2015-02R

The Board had before it the above-captioned report (TCHC:2015-02R) from the BIFAC Chair.   

The Board and Management briefly discussed this report.  Mr. Spearn noted that both buildings in this development are 80% sold and that construction of 30 Rent-Geared-to-Income units is scheduled to commence in 2015. 

Motion carried 

ON MOTION DULY MADE by Mr. Buhagiar, seconded by Ms. Wilkinson and carried, the Board of Directors unanimously approved the recommendations in this report.  

Item 10 - Annual Information Return, TCHC:2015-08

This item was withdrawn.

Item 11 - 2014 Annual Report and Shareholder Letter, TCHC:2015-09

This item was withdrawn. 

Item 12 - Q4 2014 Quarterly / Annual Performance Report, TCHC:2015-07

The Board had before it the above-captioned report (TCHC:2015-07) from the Director, Strategic Planning & Stakeholder Relations.

Mr. Lawson stated that Management’s goal is that 2015 Performance reports will be more concise and more closely aligned with the 2015 corporate goals.  He further noted that annual performance measures will be reported at the end of the year instead of through the quarterly reports. 

Mr. Lawson referenced some highlights from Q4 2014 Quarterly/Annual Performance report.  In particular, he noted that, by the end of 2014, TCHC had met or exceeded 88% of the 2016 strategic plan targets, 72% of its quarterly/annual performance targets and had completed $120 million in work in relation to TCHC’s capital program. In addition, TCHC delivered nearly 1,000 new units, 251 new rental units and 733 market condominium units in its revitalization projects. TCHC provided 440 employment-related opportunities for residents and our staff connected more than 1,000 at-risk residents with the supports they needed. 

Mr. Lawson further advised that arrears have increased by $1 million.  On this point, Mr. Leah noted that the arrears include the amounts owing under Repayment Agreements, which are carried as debt. Ms. Wilkinson requested that Management report separately on arrears from seniors. Mr. Leah advised that he will circulate a chart that shows the amount of arrears from seniors.  Ms. Wilkinson further expressed concern that Management was holding on to arrears files longer than 60 days when, in fact as per practice, these files should be forwarded to the Office of the Commissioner of Housing Equity after the 60 day period. Mr. Leah advised that arrears files were kept longer than the 60 day period in order to allow staff to continue to work with tenants to negotiate repayment agreements. He further noted that TCHC has had a difficult time in completing this work on a timely basis due to lack of resources and a spike in the number of tenants who are in arrears. The Board requested Management to report back to the Resident Services Committee on how it is working to meet the 60 day timeframe.  

In addition, it was suggested to move the Quarterly/Annual performance report item up on the agenda to ensure this item has sufficient time on the Agenda. 

Motion carried 

ON MOTION DULY MADE by Councillor Cressy, seconded by Ms. Wilkinson and carried, the Board of Directors received the report for information. 

Action Item:

Management to report back to the Resident Services Committee on how it is working to meet the 60 day timeframe. 

Note: This Item has been added to the Resident Services Committee workplan.

Item 13 - Governance, Communications, Human Resources and Compensation Committee (GCHRCC) Chair's Report

The Chair of the GCHRCC provided a verbal update on the activity at GCHRCC.  

Mr. Buhagiar advised the Board that the Committee has been working on several Human Resources related items utilizing the following 3 principles: 

1. Meeting the expectations of TCHC’s Shareholder; 
2. Fairness to TCHC employees; and 
3. Transparency of TCHC Human Resources policies.

Item 14 - Board Charter – Amendment, TCHC:2015-04

The Board had before it the above-captioned report (TCHC: 2015-04) from the GCHRCC Chair.

Mr. Buhagiar advised the Board that the Board Charter amendments consisted of some housekeeping issues and the inclusion of language to highlight the Board’s focus on housing stability and resident leadership. Ms. Wilkinson recommended the development of a Residents’ Charter. 

Motion carried 

ON MOTION DULY MADE by Mr. Buhagiar, seconded by Ms. Wilkinson and carried, the Board of Directors unanimously approved the recommendations in this report. 

Item 15 - Resident Services Committee (RSC) Chair's Report 

The RSC Chair was not present therefore this item was deferred to the next Board meeting.

The Board resolved to adjourn all closed meeting agenda items to another date (yet to be determined) due to the loss of quorum at the public meeting. 

Post-meeting update: The Board will meet again on May 25, 2015 from 5-7 p.m. 

TERMINATION 

The Board resolved to terminate the public meeting at 2:09 p.m.