Board of Directors Meeting - July 30, 2020

Agenda

8:55 - Chair’s Remarks 

Action: Information 

Pre-read: Verbal Report 

Presenter: Chair 

9:00 - 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: Conflict of Interest Policy 

Presenter: Chair 

c. Confirmation of Board of Directors’ Public Meeting Minutes of June 24, 2020 

Action: Approval 

Pre-read: Minutes 

Presenter: Chair 

9:05 - Implementation of Rubin Thomlinson Recommendations 

Deferred from June 24, 2020 Board Meeting 

Action: Information 

Pre-read: TCHC:2020-33 

Presenter: General Counsel and Corporate Secretary 

9:35 - Review of Charters of: 

• Building Investment, Finance and Audit Committee 
• Procurement Award Committee 

Deferred from June 24, 2020 Board Meeting 

Action: Approval 

Pre-read: TCHC:2020-38 

Presenter: General Counsel & Corporate Secretary 

9:40 - ITS Reports 

9:40 - a. Change Order: Purchase of End-User Hardware Devices (Laptops) 

Action: Approval 

Pre-read: TCHC:2020-50 

Presenter: Vice President, Information Technology Services 

9:45 - b. Change Order: Integrated Telecommunication Infrastructure and Related Services 

Action: Approval 

Pre-read: TCHC:2020-52 

Presenter: Vice President, Information Technology Services 

9:50 - Facilities Management Reports 

9:50 - a. Lease Renewal for 35 Carl Hall Road (Unit 1, 3 & 4) 

Action: Approval 

Pre-read: TCHC:2020-53 

Presenter: Vice President, Facilities Management 

9:55 - b. Execution of a Lease Agreement for Office Space at 90 Wildcat Road 

Action: Approval 

Pre-read: TCHC:2020-54 

Presenter: Vice President, Facilities Management 

10:00 - c. Revised Contract Award: Grounds Maintenance and Snow Clearing Services 

Action: Approval 

Pre-read: TCHC:2020-55 

Presenter: Vice President, Facilities Management 

10:05 - Tenant Engagement Update 

Action: Information 

Pre-read: TCHC:2020-51

Presenter: Chief Operating Officer 

10:35 - Strategic Priorities Discussion 

Action: Information 

Pre-read: Verbal Update 

Presenter: Chair 

TERMINATION 

Minutes

The Board of Directors (“Board”) of the Toronto Community Housing Corporation (“TCHC”) held a virtual public meeting on July 30, 2020 at 9:41 a.m. in the Conference Room in 7A at 931 Yonge Street, Toronto via WebEx. 

Directors in Attendance: 

Tim Murphy (Chair) 

Councillor Ana Bailão (left at 11:30 a.m.) 

Amanda Coombs  

John Campbell 

Debbie Douglas  

Ubah Farah (joined at 10:29 a.m.) 

Councillor Paula Fletcher 

Adele Imrie (left at 12:00 p.m.) 

Linda Jackson 

Nick Macrae 

Councillor Nunziata 

Brian Smith  

Directors Absent: 

N/A 

Management present: 

Luisa Andrews, Vice President, Information Technology Services 

Cathy Barker, Vice President, Human Resources 

Grant Coffey, Interim General Manager, Seniors Housing Unit 

Rose-Ann Lee, Chief Financial Officer & Treasurer (“CFO”) 

Bruce Malloch, Director, Strategic Communications 

Kevin Marshman, President & Chief Executive Officer (“CEO”) 

Darragh Meagher, General Counsel & Corporate Secretary 

Allen Murray, Vice President, Facilities Management 

Sheila Penny, Chief Operating Officer (“COO”) 

Cynthia Summers, Commissioner of Housing Equity 

Vincent Tong, Chief Development Officer (“CDO”) 

Lindsay Viets, Director, Strategic Planning & Stakeholder Relations 

Ceilidh Wilson, Assistant Corporate Secretary (Interim) 

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

Item 1 - Chair's Remarks

The Chair welcomed everyone to the Board meeting, noted the Acknowledgement of the Land and notified everyone that due to the need for social distancing to limit the spread of COVID-19, TCHC’s holding this Board meeting virtually like done for Board meetings held in April and June. 

Virtual Meeting  

This virtual meeting is being live-streamed on TCHC's Board Live YouTube channel.  The Board will hear deputations from members of the public in real time via teleconferencing and have accepted written and video deputations, which are posted on TCHC’s website. 

Following the meeting, a recording of the live-stream will be posted on the TCHC's Board Live YouTube channel. The Chair thanked staff for their efforts in making the virtual meeting possible and for supporting Board members to participate. 

Welcome 

The Chair welcomed Councillor Frances Nunziata who recently joined the Board. At its June meeting, City Council confirmed Councillor Nunziata’s appointment as the Mayor’s designate.  

Emancipation Day 

The upcoming Simcoe Day holiday weekend includes another important commemoration this year.  Saturday August 1 is Emancipation Day.

This day is celebrated in Ontario and many countries throughout the world to commemorate the Abolition of Slavery Act, which became law on August 1, 1834. This act freed more than 800,000 people of African descent throughout the British Empire. Emancipation Day is an important expression of identity for Black people and communities, and a time to reflect on the continuing struggles to confront anti-Black racism and the fundamental issues of equality and justice for all. 

While celebrations this year will be virtual because of the physical distancing requirements to limit the spread of COVID-19, the Chair encouraged everyone to spend some time reflecting on the meaning of freedom and what more must be done to eliminate anti-Black racism and discrimination of any kind in our society. 

Tenant Engagement Refresh 

TCHC is committed to providing a robust and effective tenant engagement process and to maintaining a democratic system of active participation and involvement as mandated under the City’s Shareholder Direction.  

A number of factors, including COVID-19, have delayed the implementation of the final stage of the refresh, which involves implementation on the final steps of the Tenant Engagement System refresh and is a critical strep of the TCHC restructuring plan. Having tenant leadership in place will enable management to improve the quality of services that TCHC provides to tenants. 

COVID-19 

It’s been more than four months since TCHC, in step with all levels of government and public health officials, began implementing a series of measures to prevent and limit the spread of COVID-19.  During this time, management and staff have been working diligently to deliver essential services in TCHC buildings, provide supports to tenants and keep business operations running.  

As reopening of some amenities/programs occurs, TCHC will be taking a phased and gradual approach that protects the safety of tenants and TCHC’s employees.   

There are no report out on decisions made by the Board during the confidential portion of the meeting this morning.

Deputations

The Chair polled for any deputations to be heard at the meeting. The following deputations were identified: 

• Item 7 – Tenant Engagement Update (Verbal deputations by Cathy Birch, Zamani Ra, Susan Gapka and Miguel Avila-Velarde; written deputations by Allison Hinds, Carmen Rayner, Christina Luta, Don Warden Faye Stanley, Gerald Schamerhorn, Ian Mole, Issaq Ahmed, Jody Swindells, Laurie Grant, Leah Yuyitung & Nita Goswami, Lise Gervais, Lorna Colquohoun, Niomi Johnson, Robert Rayner and Zamani Ra; video deputations by Treshana Williamsn & Lesley Odudro and Richard Parsons). 

Consent Agenda Items

Item 2 - Approval of Consent Agenda Items

The following items were not held for discussion: 

• Item 2A – Approval of Public Agenda; 
• Item 2B – Chair’s Poll re: Conflict of Interest; and 
• Item 2C - Confirmation of Board of Directors’ Public Meeting Minutes of June 24, 2020. 

Motion carried 

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Douglas and carried, the Board approved the following consent agenda items: Items 2B and 2C. 

Item 2B - Chair's Poll re: Conflict of Interest

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

Item 2C - Confirmation of Board of Directors' Public Meeting Minutes of June 24, 2020

The Board had before it the draft public meeting minutes for June 24, 2020. 

Motion carried

ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Douglas and carried, the Board confirmed the above-captioned minutes without amendments. 

Item 3 - Implementation of Rubin Thomlinson Recommendations, TCHC:2020-33

Deferred from the June 24, 2020 Board Meeting. 

The Board had before it the above-captioned report (TCHC:2020-33) from the General Counsel & Corporate Secretary.   

Mr. Meagher presented the Board with a PowerPoint presentation and advised the Board that the purpose of this report is to provide the Board with information regarding TCHC management’s response to the recommendations contained in the Rubin Thomlinson (“RT”) report. Highlights of the presentation included: 

• Policy changes; 
• Procedure for staff complaints; 
• Training for Human Resources staff; 
• External counsel review of policies and investigation processes; and 
• Introduction of a Professional Standards Unit in the Legal Services division. 

The Board engaged in a discussion and highlights included the following: 

• At the next meeting, Mr. Meagher to provide additional details of:  
  • the timeline of actions taken by TCHC in response to the recommendations in the RT report; and 
  • the plan for the Professional Standards Unit, including how equity, diversity and inclusion will be factored into the work of the Unit. 

The Chair observed that from the Board’s perspective, these policy recommendations coming out of Rubin Thomlinson are an important component of it but are not the only component of it. Principles of building trust, fairness and transparency as important. These are issues about which the Board is engaged in order to make sure that we can build an organization of trust, fairness and transparency that is an ongoing obligation of the Board and its senior management. The Board remains engaged in that discussion with management and the purpose of having this issue come back to the Board is, in part, to make sure that we are taking the steps we need to take in order to build that organization. The Board is actively engaged and is engaging with management and believes that that’s crucial to the long term success of the organization, to build that culture. Those principles of trust, fairness and transparency should be reflected throughout the organization as it builds a culture where people feel at home and supported and are able to provide the services to our tenants, in a manner that reflects equity, diversity and inclusion as important principles. 

Motion carried 

ON MOTION DULY MADE by Councillor Fletcher, seconded by Ms. Douglas and carried, the Board received the report for information and refer the further consideration of the matter to the next meeting of the Board. 

Item 4 - Review of Charters of: Building Investment, Finance and Audit Committee and Procurement Award Committee, TCHC:2020-38

The Board had before it the above-captioned report (TCHC:2020-38) from the General Counsel & Corporate Secretary.   

Mr. Meagher presented the report to the Board. Highlights included: 

• As part of its annual review of all Board and Committee charters, the Governance, Communications and Human Resources Committee (“GCHRC”) approved the Building Investment, Finance and Audit Committee (“BIFAC”) and Procurement Award Committee (“PAC”)  charters at its January 28, 2020 meeting.  
• PAC approved amendments to its charter at its March 12, 2020 meeting, and BIFAC approved amendments to its charter at its June 17, 2020 meeting. 
• The amendment to the BIFAC charter capitalizes the word ‘Management’ consistently throughout.  
• The amendments to the PAC charter provide clarity on PAC’s jurisdiction, but do not change the scope of its jurisdiction.   

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Ms. Jackson and carried, the Board unanimously approved the recommendations in this report.

Item 5A - Change Order: Purchase of End-User Hardware Devices (Laptops), TCHC:2020-50

The Board had before it the above-captioned report (TCHC:2020-50) from the Vice President, Information Technology Services.   

Mr. Marshman presented the report to the Board. Highlights included: 

• A change order is required to secure laptops rather than desktop computers. Resulting from COVID-19, there is greater need to expand TCHC’s flexible workplace options, so laptops are required to enable staff to work from a location other than the office.  
• TCHC provided 50 laptops to the City. 

Mr. Marshman and Ms. Andrews answered questions raised by the Board. Topics discussed included: 

• TCHC is included in the City’s ModernTO plan, through which 931 Yonge Street is contemplated being sold.  

Motion carried 

ON MOTION DULY MADE by Ms. Imrie, seconded by Mr. Macrae and carried, the Board unanimously approved the recommendations in this report. 

1. Approve a change order to TCHC’s agreement with Compugen Inc., approved pursuant to VAC 17462, for $224,437.50 (exclusive of taxes) for the purchase of end-user hardware devices (laptops); and 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendations. 

Item 5B - Change Order: Integrated Telecommunication Infrastructure and Related Services, TCHC:2020-52

This item was deferred to due to the Board’s request to refer this item to the next BIFAC meeting for its future consideration.  

Item 6A - Lease Renewal for 35 Carl Hall Road (Unit 1, 3 & 4), TCHC:2020-53

The Board had before it the above-captioned report (TCHC:2020-53) from the Vice President, Facilities Management.   

Ms. Penny presented the report to the Board. Highlights included: 

• This is a five-year lease renewal for 35 Carl Hall Road, which houses approximately 300 Facilities Management (“FM”), Procurement and Finance staff.  
• The City’s ModernTO plan will also impact some staff working out of 35 Carl Hall Road. The implementation of ModernTO is planned to roll-out in three to five years so this lease agreement coincides with the City’s longer term plan.  

Ms. Penny and Mr. Murray answered questions raised by the Board. Topics discussed included: 

• There are a number of TCHC facilities that would not be included in the ModernTO plan, such as shop facilities, however administrative staff working out of 35 Carl Hall Road would likely be included in the plan and have to relocate offices. 
• The lease will be approximately $7.75-$8.50 per square foot. 

Motion carried 

ON MOTION DULY MADE by Mr. Campbell, seconded by Mr. Macrae and carried, the Board unanimously approved the recommendations in this report. 

1. Authorize the renewal of the lease agreement for 35 Carl Hall Road, units 1, 3 and 4 with Downsview Park Inc. (“Landlord”) for a term of five years with rent in the total amount of $2,038,815.00  (exclusive of taxes); 
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation.  

Item 6B - Execution of a Lease Agreement for Office Space at 90 Wildcat Road, TCHC:2020-54

The Board had before it the above-captioned report (TCHC:2020-54) from the Vice President, Facilities Management.   

Ms. Penny presented the report to the Board. Highlights included: 

• The lease at 90 Wildcat Road is for the Community Safety Unit (“CSU”) to provide efficiencies and better work accommodations, and will address some health and safety issues experienced at CSU’s current locations on Shuter Street and Falstaff Avenue. CSU is not included in the ModernTO plan. 
• The lease will also include a warehouse space for Office Services that cannot be accommodated at Carl Hall.  
• The lease is for a five-year term with an option to renew for an additional five years. The landlord has agreed to pay 15% of the setup costs. 

Ms. Penny and Mr. Murray answered questions raised by the Board. Topics discussed included: 

• The space freed up by CSU leaving their current offices will be repurposed, possibly for tenant use. 
• 90 Wildcat Road will house a third of the CSU staff compliment. 
• Staff reached out to the City to see if there is any available real estate for rent. They did not have any options in this area at this rate. 
• This lease was not tendered; it was based on a cost estimate and staff negotiated the landlord’s 15% contribution to costs. 
• The rental costs of this lease are included in CSU’s operational budget. Capital repair costs will come from TCHC’s corporate capital budget. 
• CSU did not pay rent for using the space at Shuter Street and Falstaff Avenue. 

Motion carried

ON MOTION DULY MADE by Mr. Macrae, seconded by Mr. Smith and carried, the Board unanimously approved the recommendations in this report.  

1. Authorize a lease agreement at 90 Wildcat Road with Joe Pace and Sons Contracting Inc. (“Landlord”) for a term of five years with rent in the total amount of $1,330,037.50 (exclusive of taxes); 
2. Approve the execution of an agreement governing the renovation of 90 Wildcat Road for $2,128,500.00 (exclusive of taxes) between TCHC and Joe Pace and Sons Contracting Inc. for complete construction services; and 
3. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation.

Item 6C - Revised Contract Award: Grounds Maintenance and Snow Clearing Services, TCHC:2020-55

The Board had before it the above-captioned report (TCHC:2020-55) from the Vice President, Facilities Management.   

Ms. Penny presented the report to the Board. Highlights included: 

• This is a revision to a previously approved award, which was approved by the Board at its April 27, 2020 meeting. 
• Only the monthly bid pricing was recorded and included in the Board report rather than the annual bid pricing for Group 11. As a result, the awarded amount reflected five months rather than five years of the program. 

Ms. Penny answered questions raised by the Board. Topics discussed included: 

• The correct contract amount was budgeted in the capital plan. 

Motion carried 

ON MOTION DULY MADE by Councillor Nunziata, seconded by Ms. Coombs and carried, the Board unanimously approved the recommendations in this report. 

1. Approve the revised award amount for the grounds maintenance and snow clearing services program as follows:  
   1. An increase of $1,672,000.00, from $152,000.00 to $1,824,000.00  (exclusive of taxes), in the value of the contract awarded to 2218029 Ontario Ltd. operating as Pro-Tech Property Maintenance and Construction (“Pro-Tech Property Maintenance”) for the delivery of services to buildings in Group 11 during the contract’s five year term;  
   2. An increase of the overall total value of the grounds maintenance and snow clearing services program from $54,528,470.00 to $56,200,470.00 (exclusive of taxes) for the five-year term (3 years with the option of two one-year contract extensions at TCHC’s discretion); and  
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendations. 

Item 7 - Tenant Engagement Update, TCHC:2020-51

Verbal deputations with respect to this item were received by: 

1. Cathy Birch 
2. Zamani Ra 
3. Susan Gapka 
4. Miguel Avila-Velarde 

Written deputations with respect to this item were received by: 

1. Allison Hinds 
2. Carmen Rayner 
3. Christina Luta 
4. Don Warden 
5. Faye Stanley 
6. Gerald Schamerhorn 
7. Ian Mole 
8. Issaq Ahmed 
9. Jody Swindells 
10. Laurie Grant 
11. Leah Yuyitung & Nita Gervais 
12. Lise Gervais 
13. Lorna Colquohoun 
14. Niomi Johnson 
15. Robert Rayner 
16. Sagal Duale 
17. Zamani Ra 

Video deputations with respect to this item were received by: 

1. Treshanna Williams & Lesley Odudro  
2. Richard Parsons 

The Board had before it the above-captioned report (TCHC:2020-51) from the COO.

Ms. Penny provided the Board with a PowerPoint presentation. Highlights of the presentation included: 

• A timeline of TCHC’s tenant engagement system, including the decisions made by the Board of Directors. 
• The mandate of the City-Wide Tenants-Staff Engagement Advisory Group (“CWTSEAG”).  
• The methodology for tenant participation in the tenant engagement refresh design in 2018, including building and community meetings, lobby and community intercepts, Tenant Experience survey, and community forums. 
• In 2018, 16,631 tenants were involved in the design process.  
• In 2019, 6,552 tenants participated in community action planning meetings.  
• 1,952 tenants participated in open call/information session meetings. 36% of communities still need to be engaged in this type of meeting. 
• From 2019-2020, 18,484 tenants were engaged through various activities during the implementation process. 
• The average participation rate was 21%.  
• The approved tenant engagement system aligns with TCHC’s restructuring and includes representation at the building or townhouse level, hub level, community level, and city level. 
• Confirmation of information from the City requested by the Governance, Communications and Human Resources Committee (“GCHRC”). 
• The multi-phase approach to tenant elections and the number of communities in each phase of implementation. 
• Analysis of tenant representative positions and existing tenant associations. 

Ms. Penny answered questions raised by the Board. Topics discussed included:  

• This item is for information only to make sure the Board has insight into and understands the rationale for the implementation plan.  
• Communities that declined to partake in the tenant engagement system still have access to staff support via the hub structure. 
• Management who have oversight of the four pillars of service will sit at regional tables with tenants to work on priorities.  
• Based on advice received from GCHRC, the process will now move forward in three phases and will include robust outreach. 
• Community Service Coordinators (“CSC”) will continue to be actively involved in engagement and will continue to support the same communities they did prior to the corporate restructuring.  
• Management are confident proceeding with in-person elections in the 83 communities that have selected their desired engagement model. Candidates have met the election criteria in those 83 communities. 
• TCHC cannot guarantee that high numbers will come out to vote; the important part is giving tenants the opportunity to vote. Staff will do all they can to encourage tenants to vote. 
• Management will provide an update on the implementation of the tenant engagement system at all Tenant Services Committee (“TSC”) meetings.  
• Tenant representatives’ terms were not extended beyond 2019. The intention was to hold elections in the fall of 2019, but elections were delayed due to the federal election and the corporate restructuring. The process was further delayed in 2020 due to COVID-19.  
  • A discussion should take place at TSC regarding how to recognize the service of tenant representatives whose terms expired in 2019. 

Motion carried 

ON MOTION DULY MADE by Councillor Fletcher, seconded by Ms. Douglas and carried, the Board received the report for information and such additional information as provided by TCHC management at this meeting for its information and provide regular updates to the Tenant Services Committee on the implementation of this program. 

Item 8 - Strategic Plan Discussion (Discussion)

This item was not discussed. 

TERMINATION 

The public meeting terminated at 12:03 p.m.