Board of Directors Meeting - October 22, 2012

Agenda

Chair’s Remarks

Chair’s Poll re: Conflict of Interest

Confirmation of Toronto Community Housing Corporation Board of Directors Public Meeting Minutes – August 24, 2012

Business Arising from the Public Minutes and Board Action Item List

Approval of Agenda and Review of Agenda Order

Review of Agenda (all items not held will be voted together without discussion)

For Approval:

1 – Board and Director Evaluation, GRHRC

2 – Motions from the Tenant and Community Services Committee re: Community Safety, TCSC

For Information:

3 – President and CEO’s Update (Verbal Report)

4 – Release of the Special Working Group Report

5 – Q2 2012 Quarterly Performance and Progress Report

6 – Town Hall Meetings - Format  

7 – Correspondence to the Board from the City of Toronto – NONE RECEIVED

8 – Internal Transfer Policy Revisions, TCSC

9 – Committees’ Public Minutes and Updates from Committee Chairs

1. Building and Investment Committee Minutes, BIC
   • July 13, 2012
2. Corporate Affairs and Audit Committee Minutes, CAAC
   • July 27, 2012
   • August 10, 2012
3. Tenant and Community Services Committee Minutes, TCSC
   • July 25, 2012

Minutes

The Board of Directors of the Toronto Community Housing Corporation met on Monday, October 22, 2012 at 5:45 p.m. in the community room at 41 Mabelle Avenue, Toronto.

Directors in Attendance:

Norman (Bud) Purves, Chair

Zahir Bhaidani

Christian Buhagiar

Councillor Norm Kelly

Brian Kwan

Councillor Frances Nunziata

Councillor Cesar Palacio

Catherine Wilkinson

Audrey Wubbenhorst

Directors Absent:

Munira Abukar

Councillor John Parker

Jennifer Wood

Also present:

Eugene E. Jones Jr., President and Chief Executive Officer

Marta Asturi, Legal Counsel and Assistant Corporate Secretary

Paul Chisholm, General Manager, Access Housing Connections Inc.

Chuck Dowdall, Vice President, Operations (Interim)

Michelle Haney-Kileeg, General Manager, Office of the CEO

Jason Gorel, Chief Financial Officer

Hugh Lawson, Director, Strategic Planning & Stakeholder Relations

Anand Maharaj, Vice President, Human Resources

Bruce Malloch, Director, Strategic Communications

Greg Spearn, Chief Development Officer

Michael Vear, Chief Internal Auditor

Michelle Wong, General Counsel and Corporate Secretary

A quorum being present, Mr. Norman (Bud) Purves, Chair, called the meeting to order, and Mrs. Janice Lewkoski served as recording secretary.

The Chair presented his opening remarks:

• noting the upcoming town hall meeting dates and locations,
• providing an update on the report of the Special Housing Working Group noting that the report was approved by the City Executive Committee and would be before City Council next week,
• announcing the upcoming launch of the repair blitz program from the State of Good Repair Fund, and
• providing an update on the Regent Park revitalization.

The Chair announced that due to health reasons he would not be able to stay for the full meeting and nominated Audrey Wubbenhorst to the role of Chair of the meeting when he leaves.

ON MOTION DULY MADE by Mr. Norman Purves, seconded by Mr. Christian Buhagiar and carried, the Board of Directors approve Ms. Audrey Wubbenhorst as Chair of the meeting once Mr. Purves leaves.

Declaration of 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. None were declared.

Deputations

The Chair polled for any deputations to be heard at the meeting and explained the deputation process.

Minutes – Confirmation of Board Minutes of Toronto Community Housing Corporation for August 24, 2012

The Board had before it the draft Board minutes for the August 24, 2012 public meeting.

Motion carried

ON MOTION DULY MADE by Councillor Cesar Palacio, seconded by Ms. Catherine Wilkinson and carried, the Board of Directors confirmed the above-captioned minutes as circulated.

APPROVAL OF AGENDA AND REVIEW OF AGENDA ORDER

Motion carried

ON MOTION DULY MADE by Ms. Audrey Wubbenhorst, seconded by Mr. Brian Kwan, the Board of Directors approved the agenda as circulated.

The following public agenda items were held for discussion:

• Item 1 – Board and Director Evaluation
• Item 2 – Motions from the Tenant and Community Services Committee re: Community Safety
• Item 3 – President and CEO’s Update (Verbal Report)
• Item 4 – Release of the Special Working Group Report
• Item 5 – Q2 2012 Quarterly Performance and Progress Report
• Item 6 – Town Hall Meetings – Format
• Item 8 – Internal Transfer Policy Revisions
• Item 9(c) – Tenant and Community Services Committee Public Meeting Minutes for July 25, 2012

Motion carried

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Ms. Audrey Wubbenhorst and carried, the Board of Directors approved the agenda items not held for discussion.

Item 1 – Board and Director Evaluation, TCHC:2012-59

The Board of Directors had before it the above-captioned report (TCHC:2012-59) from the Governance, Risk and Human Resources Committee.

The Chair of the Governance, Risk and Human Resources Committee reported that evaluation surveys will be distributed to the Board members in the coming weeks.

Motion carried

ON MOTION DULY MADE by Mr. Christian Buhagiar, seconded by Councillor Cesar Palacio and carried, the Board of Directors approved the recommendations in the report to:

1. approve the proposed approach to Director Evaluation; and
2. direct staff to take all necessary actions to implement recommendation 1.

Item 2 – Motions from the Tenant and Community Services Committee Re: Community Safety, TCHC:2012-60

The Board of Directors had before it the above-captioned report (TCHC:2012-60) from the Tenant and Community Services Committee.

The following individuals gave verbal deputations on the matter:

• Miguel Avila
• Susan Gapka

The President and CEO, Mr. Gene Jones, responded to the items requested in the motions from the Tenant and Community Services Committee and reported to the Board on the cost analysis to provide 24/7 security to all of Toronto Community Housing’s buildings, noting that:

• the cost to provide 24/7 security using special constables would be $1Billion
• the cost to provide 24/7 security using external security services would be over $600Million

Mr. Jones distributed a handout to the Board detailing the costs and provided an update to the Board on the CCTV audit conducted in Toronto Community Housing’s buildings. Mr. Jones noted that, in addition to cameras, it is important for residents to do what they can to keep their communities safe and help the Toronto Police Services. He invited stakeholders to attend the special Board meeting scheduled for November 22, 2012.

The Board discussed the report and requested that management report to the Tenant and Community Services Committee on the issues raised at the upcoming town hall meetings and the special Board meeting.

A Board member requested that the November 1 town hall meeting be rescheduled.

The Board agreed that community safety is an important issue and further discussed motions from the Tenant and Community Services Committee.

Motion carried

ON MOTION DULY MADE by Councillor Palacio, seconded by Councillor Nunziata and carried, the Board of Directors resolved to refer the action items from the TCSC motions as well as Councillor Crisanti’s correspondence and the President and CEO’s report to the special Board meeting on November 22.

At 6:37 p.m., Mr. Norman Purves left the meeting and Ms. Audrey Wubbenhorst assumed the role of Chair for the remainder of the meeting.

Item 3 – President and CEO’s Update, Verbal

The President and CEO, Mr. Gene Jones, provided a verbal report to the Board on recent all-staff meetings and showed a presentation regarding the St. James Town/Danzig Youth Camping Trip to Georgian Bay Islands National Park in August 2012.

Mr. Jones reported that information about Toronto Community Housing’s State of Good Repair Fund is posted on the website as well as the registry for staff purchases of condominiums.

In response to a question from the Board, Mr. Gene Jones provided an update on 931 Yonge Street, noting that staff are developing an RFP to find a developer to provide options for alternative office space. A Board member asked that management advise the Board when the RFP for alternate office space is posted.

Motion carried

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Mr. Brian Kwan and carried, the Board of Directors received the report for information.

Item 4 – Release of the Special Working Group Report, TCHC:2012-61

The Board of Directors had before it the above-captioned report (TCHC:2012-61) from the President and CEO.

The following individuals provided verbal deputations in relation to this matter:

• Clive Williams
• Wallace Simpson
• Susan Gapka

Motion carried

ON MOTION DULY MADE by Councillor Frances Nunziata, seconded by Mr. Zahir Bhaidani and carried, the Board of Directors received the report for information.

Item 5 – Q2 2012 Quarterly Performance and Progress Reports, TCHC:2012-62

The Board of Directors had before it the above-captioned report (TCHC:2012-62) from the President and Chief Executive Officer.

The following individuals provided verbal deputations in relation to this matter:

• Miguel Avila

The Board and management discussed changes to the performance reporting to provide in depth information at the committee level and more concise information to the Board.

A Board member requested management prepare a report to the Board on Toronto Community Housing’s protocol for supporting vulnerable tenants when they are evicted.

A Board member requested staff report back on bed bugs in the Q3 2012 performance report.

A Board member requested that a breakdown be provided in future reports on the outstanding work orders.

Motion carried

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

Item 6 – Town Hall Meetings: Format, TCHC:2012-63

The Board of Directors had before it the above-captioned report (TCHC:2012-63) from the President and CEO.

The following individuals provided verbal deputations in relation to this matter:

• Clive Williams
• Beverley Smith

The Board discussed the format of the town hall meetings and whether a motion was necessary to have management report back to the Tenant and Community Services Committee on this matter.

The Board requested that the issues raised at the town hall meetings be recorded and reported back to the Tenant and Community Services Committee as action items.

Motion carried

ON MOTION DULY MADE by Mr. Brian Kwan, seconded by Ms. Catherine Wilkinson and carried, the Board of Directors received the report for information.

Councillor Frances Nunziata and Councillor Cesar Palacio opposed the motion.

Item 8 – Internal Transfer Policy Revisions, TCHC:2012-64

The Board of Directors had before it the above-captioned report (TCHC:2012-64) from the Tenant and Community Services Committee.

The following individuals provided verbal deputations in relation to this matter:

• Clive Williams

A Board member suggested that the report on changes to the policy include information from management on alternatives considered, what will be achieved as a result of the changes to the policy and include metrics.

A Board member requested that staff review the consultation process noted at the bottom of page 4 which indicates that councillors will be invited to comment on the revised policy after the policy is approved.

The Board requested that extensive tenant consultation take place and that all consultation (including consultation with Housing Connections) be noted in the next report.

Motion carried

ON MOTION DULY MADE by Mr. Brian Kwan, seconded by Mr. Zahir Bhaidani and carried, the Board of Directors received the report for information.

Item 9 – Receipt of Board Committees Public Minutes, TCHC:2012-65

The Board of Directors had before it the above-captioned minutes (TCHC:2012-65) from the following Committees:

• Building and Investment Committee
  • July 13, 2012
• Corporate Affairs and Audit Committee
  • July 27, 2012
  • August 10, 2012
• Tenant and Community Services Committee
  • July 25, 2012

In relation to the July 25, 2012 TCSC Public Minutes, a Board member noted that requested that the new staff-tenant workgroups proposed to TCSC in report no. TCSC:2012-23 were not approved and requested management review whether these workgroups have been established without approval.

Motion carried

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Ms. Audrey Wubbenhorst and carried, the Board of Directors unanimously received the Building and Investment Committee and Corporate Affairs and Audit Committee minutes for information.

Motion carried

ON MOTION DULY MADE by Mr. Christian Buhagiar, seconded by Mr. Brian Kwan and carried, the Board of Directors unanimously received the Tenant and Community Services Committee minutes for information.

Closed Meeting Proceedings

Motion carried

ON MOTION DULY MADE by Mr. Brian Kwan, seconded by Mr. Zahir Bhaidani and carried, the Board of Directors unanimously resolved at 7:48 p.m. adjourn the public meeting and to move to a closed meeting to consider items A, B, C, D, E, F, G, H, I, J and K.

Public Proceedings

Motions carried

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Mr. Brian Kwan and carried, the Board of Directors unanimously approved resumption of the public proceedings at 8:53 p.m. and the public meeting reconvened at that time.

ON MOTION DULY MADE by Ms. Catherine Wilkinson, seconded by Mr. Brian Kwan and carried, the Board of Directors unanimously ratified the actions authorized during the closed meeting.

Termination

The meeting was terminated at 8:53 p.m.