Building Investment, Finance and Audit Committee (BIFAC) Meeting - June 5, 2019

Agenda

10:30 - Chair’s Remarks

Action: Information

Pre-read: Verbal Report

Presenter: Chair

10:35 - Consent agenda

a. Approval of Public Meeting Agenda

Action: BIFAC 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 Public Meeting Minutes of April 11, 2019

Action: BIFAC Approval

Pre-read: Minutes

Presenter: Chair

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

Action: Information

Pre-read: Action Item List

Presenter: Chair

e. PAC Awards and Revenue Contracts – Q1 2019

Action: Information

Pre-read: BIFAC:2019-32

Presenter: Interim General Counsel & Corporate Secretary

f. Review of PAC Charter

Action: BIFAC & Board Approval

Pre-read: BIFAC:2019-33

Presenter: Interim General Counsel & Corporate Secretary

10:40 - Status Update on Audit Recommendations from Internal Audit Report 

Action: Information

Pre-read: BIFAC:2019-30

Presenter: Chief Financial Officer & Treasurer

TERMINATION

 

Minutes

The Building Investment, Finance and Audit Committee (“BIFAC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on June 5, 2019, in the Main Floor Conference Room, 931 Yonge Street, Toronto, and via teleconference, commencing at 10:34 a.m.

BIFAC Directors Present:    

Nick Macrae, Chair 
Amanda Coombs (by teleconference)
Brian Smith (by teleconference)

BIFAC Director Absent: 

Councillor Ana Bailão 

Board of Directors Present:    

John Campbell
Adele Imrie 

Management Present:    

Amyn Bhayani, Internal Audit Analyst  
Graham Leah, Vice President, Asset Management
Rose-Ann Lee, Chief Financial Officer and Treasurer
Kevin Marshman, President and Chief Executive Officer
Darragh Meagher, Interim General Counsel and Corporate Secretary
Sheila Penny, Vice President, Facilities Management
Yi-Mei Ting, Legal Counsel and Assistant Corporate Secretary (Acting)
    
A quorum being present, the Chair called the meeting to order and Ms. Sonia Fung served as recording secretary.

ITEM 1 CHAIR’S REMARKS 

The Chair welcomed everyone to the BIFAC meeting. The Chair noted the Acknowledgement of the Land and provided a brief report. 
Report on the confidential session 
There were several items approved which include the following: 
•    Contract Award: Envelope Rehabilitation, Recladding and Window Replacement at Parkwoods/Rayoak (RFPQ 19011);
•    Contract Award: Envelope Rehabilitation and Window Replacement at 4 Locations (RFQ 19180);
•    Contract Award: Comprehensive Mechanical and Electrical System Upgrades at 5 Locations (RFQ 19177). ;
•    Contract Award: Replacement of Radiators at R.J. Smith Apartments and Albion Lodge;
•    Contract Award: Garage Restoration at Trethewey/Tedder (RFQ 19152);
•    Contract Award: Preventive Maintenance Services and Demand Repairs for Fire Alarm/ Suppression Systems; and
•    BIFAC also received reports on the status of work currently being undertaken by TCHC’s Information Technology staff, Development staff and Internal Audit staff.

ITEM 2A  APPROVAL OF PUBLIC MEETING AGENDA 

Motion carried ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Coombs and carried, BIFAC approved the public meeting agenda.
    
ITEM 2B DECLARATION OF CONFLICT OF INTEREST

The Chair requested members of BIFAC 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 APRIL 11, 2019  PUBLIC MEETING MINUTES 

Motion carried ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Coombs and carried, BIFAC approved the above-captioned minutes.

ITEM 2D BUSINESS ARISING FROM THE PUBLIC MEETING MINUTES AND ACTION ITEM LIST 

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

ITEM 2E Q1 2019 – PAC AWARDS AND REVENUE CONTRACTS BIFAC:2019-32

The Interim General Counsel and Corporate Secretary presented the report (BIFAC:2019-32). 

Highlights of discussion:

• The Procurement Award Committee (“PAC”) members are:
  • President and Chief Executive Officer;
  • General Counsel and Corporate Secretary;
  • Vice President, Human Resources;
  • Chief Financial Officer and Treasurer;
  • Chief Operating Officer;
  • Senior Director, Strategic Procurement; and
  • Chief Development Officer.
• The PAC reports to the Board on a quarterly basis. 
• It was suggested that the quarterly PAC awards list include the date of award and term of contract. 

Motion carried ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Coombs and carried, BIFAC received the report for information.
  
ITEM 2F REVIEW OF PAC CHARTER BIFAC:2019-33

The above captioned report (BIFAC:2019-33) was circulated to members of BIFAC prior to the meeting.
Motion carried  ON MOTION DULY MADE by Mr. Smith, seconded by Ms. Coombs, BIFAC approved the amendments to the Procurement

Award Committee Charter (Attachment 1) and recommend the Board of Directors to approve the amended PAC Charter.

ITEM 3 STATUS UPDATE ON AUDIT RECOMMENDATIONS FROM INTERNAL AUDIT REPORT BIFAC:2019-30

The Chief Financial Officer and Treasurer presented the report (BIFAC:2019-30). 

Highlights of discussion:

• The following recommendations from Internal Audit reports were outstanding: 
  • Procurement Compliance Review – 1 recommendation in progress
  • Tenant Parking Charges Monitoring – 1 recommendation in progress, 6 recommendations to be implemented.

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

TERMINATION
Public BIFAC meeting was adjourned at 10:50 a.m.