Resident Service Committee (RSC) Meeting - September 11, 2015

Agenda

Closed Meeting Agenda Items (9:30 a.m. – 10:00 a.m.)

A. Approval of Agenda and Review of Agenda Order

Action: Committee 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 Closed Meeting Minutes of:

• June 3, 2015
• March 5, 2015
• November 26, 2014 (revised)

Action: Committee Approval

Pre-read: Minutes

Presenter: Chair

D. Business Arising from the Minutes and Committee Action Items Update

Action: Discussion

Pre-read: Action Item List

Presenter: Chair

Report from the Resident Services Committee Chair:

E. Chair’s Report and Remarks

Action: Information

Pre-read: Oral Report

Presenter: Chair

Reports from Management:

F. Confidential reports respecting matters that are or may be the subject of litigation or potential litigation, including matters before administrative tribunals, affecting the corporation

(deferred from the June 3, 2015 RSC meeting)

Action: Information

Pre-read: RSC:C2015-28, RSC:C2015-38

Presenter: Director of Strategic Planning and Stakeholder Relations

G. Confidential report respecting matters that are or may be the subject of litigation or potential litigation, including matters before administrative tribunals, affecting the corporation, and matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to recommendations of proposed policy or processes (deferred from the June 3, 2015 RSC meeting)

Action: Information

Pre-read: RSC:C2015-29

Presenter: VP, Facilities Management

H. Confidential report respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to recommendations of proposed policy or processes

Action: Information

Pre-read: Oral Report

Presenter: VP, Asset Management

TERMINATION

Public Meeting Agenda Items (10:00 a.m. – 11:30 a.m.)

1. Approval of Agenda and Review of Agenda Order

Action: Committee Approval

Pre-read: Agenda

Presenter: Chair

2. Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read: Agenda and Conflict of Interest Policy

Presenter: Chair

3. Confirmation of Public Meeting Minutes of June 3, 2015

Action: Committee Approval

Pre-read: Minutes

Presenter: Chair

4. Business Arising from the Minutes and Committee Action Items Update

Action: Discussion

Pre-read: Action Item List

Presenter: Chair

Reports from the Resident Services Committee Chair:

5. Chair’s Report and Remarks

Action: Information

Pre-read: Oral Report

Presenter: Chair

Consent Public Agenda

The Consent Agenda items listed on the Consent Public Agenda will require a resolution of the Committee but are not scheduled for a full discussion at the Committee meeting. The Committee Chair will ask for approval of the following Consent Agenda items. Committee 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.

6. Q1-2015 Report on Participatory Budgeting (PB) Program

(deferred from the June 3, 2015 RSC meeting)

Action: Resolution to receive for information

Pre-read: RSC:2015-13

7. Q2-2015 Report on Participatory Budgeting (PB) Program

Action: Resolution to receive for information

Pre-read: RSC:2015-34

8. Q1-2015 Youth Initiatives 

(deferred from the June 3, 2015 RSC meeting)

Action: Resolution to receive for information

Pre-read: RSC:2015-14

9. Resident Engagement Strategy

(deferred from the June 3, 2015 RSC meeting)

Action: Resolution to receive for information

Pre-read: RSC:2015-15

10. Mental Health and Seniors Strategy

(deferred from the June 3, 2015 RSC meeting)

Action: Resolution to receive for information

Pre-read: RSC:2015-17

11. Q1-2015 Report on Pest Management Strategy

(deferred from the June 3, 2015 RSC meeting)

Action: Resolution to receive for information

Pre-read: RSC:2015-18

12. Q2-2015 Report on Pest Management Strategy

Action: Resolution to receive for information

Pre-read: RSC:2015-35

13. Q1-2015 Report on Clean Buildings and Maintenance Strategy Update as of March 31, 2015

(deferred from the June 3, 2015 RSC meeting)

Action: Resolution to receive for information

Pre-read: RSC:2015-19

14. Q2-2015 Report on Clean Buildings and Maintenance Strategy

Action: Resolution to receive for information

Pre-read: RSC:2015-37

15. Q1-2015 Report on Community Safety Strategy

(deferred from the June 3, 2015 RSC meeting)

Action: Resolution to receive for information

Pre-read: RSC:2015-20

16. Q2-2015 Report on Community Safety Strategy

Action: Resolution to receive for information

Pre-read: RSC:2015-36

17. Q1-2015 Report on Installation and Maintenance of Security Cameras (CCTV)

(deferred from the June 3, 2015 RSC meeting)

Action: Information

Pre-read: RSC:2015-21

18. Scholarship Report

(deferred from the June 3, 2015 RSC meeting)

Action: Resolution to receive for information

Pre-read: RSC:2015-22

19. 2015 RSC Work Plan

(deferred from the June 3, 2015 RSC meeting)

Action: Resolution to receive for information

Pre-read: RSC:2015-23

Presentation from Management:

20. “Close the Loop” Program

Action: Presentation

Pre-read: To be circulated at the meeting

Presenter: VP, Facilities Management

Reports from Management:

21. Scholarship Policy

(deferred from the June 3, 2015 RSC meeting)

Action: Committee and Board  Approval

Pre-read: RSC:2015-26

Presenter: VP, Resident and Community Services

22. Sponsorship Policy

(deferred from the June 3, 2015 RSC meeting)

Action: Committee and Board Approval

Pre-read: RSC:2015-27

Presenter: VP, Resident and Community Services

23. Emergency Response Plan

(deferred from the June 3, 2015 RSC meeting)

Action: Information

Pre-read: RSC:2015-25

Presenter: Director, Insurance and Risk Management

TERMINATION

Public Minutes

The Resident Services Committee (“RSC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on September 11, 2015 in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 10:14 a.m.

Committee Directors Present:

Councillor Frank Di Giorgio, Vice Chair

Councillor Raymond Cho

Catherine Wilkinson

Robert Carlo

Regrets:

Audrey Wubbenhorst, Chair

Also present:

Marta Asturi, Legal Counsel and Assistant Corporate Secretary

Simone Atungo, Vice President, Resident and Community Services (Interim)

Richard Grotch, Manager, Integrated Pest Management

Ismail Ibrahim, Interim General Counsel & Corporate Secretary

Graham Leah, Vice President, Asset Management

Sheila Penny, Vice President, Facilities Management

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

A quorum being present, Councillor Di Giorgio, the Vice Chair, called the public meeting to order and Ms. Mirela Bolentiru served as recording secretary.

Item 1 - Approval of Public Agenda and Consent Public Agenda

The Consent Public Agenda was comprised of Items 6 to 19. Except for Items 8 “Q1-2015 Youth Initiatives”, 13 “Q1-2015 Report on Clean Buildings and Maintenance Strategy Update as of March 31, 2015” and 15 “Q1-2015 Report on Community Safety Strategy”, the Consent Public Agenda Items 6, 7, 9 to 12, 14 and 16 to 19 were held for discussion. 

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received Items 8, 13 and 15 for information on the Consent Public Agenda and approved the Public Agenda as presented.

Item 2 - Declaration of Conflict of Interest

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

Deputations

The Vice Chair polled for any deputations to be heard at the meeting and explained the deputation process. The Vice Chair noted that there were no written deputations received prior to the meeting. Verbal deputations were received at the meeting with respect to the following items:

• Item 6 (Susan Gapka);
• Item 7 (Susan Gapka and Alan Dundin);
• Item 9 (Alan Dundin); 
• Item 10 (Alan Dundin);
• Item 11 (Allan Dundin).

Item 3 - Confirmation of Resident Services Committee Minutes – June 3, 2015

The RSC had before it the RSC minutes for the June 3, 2015 public meeting.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC confirmed the June 3, 2015 minutes as presented.

Item 4 - Business Arising from the Minutes and Committee Action Items Update

Action Item:

The RSC requested that all the action items that resulted from the March 5, 2015 meeting be added on the action item list.

Motion carried

ON MOTION DULY MADE by Councillor Cho, seconded by Ms. Wilkinson and carried, the RSC received the report for information, subject to the additions requested by the RSC.

Item 5 - Chair's Report and Remarks (Verbal)

The Vice Chair presented apologies from the Chair for not attending the meeting.

Motion carried

ON MOTION DULY MADE by Councillor Cho, seconded by Ms. Wilkinson and carried, the RSC received the report for information.

Item 6 - Q1-2015 Reports on Participatory Budgeting (PB) Program, RSC:2015-13, and Item 7 - Q2-2015 Reports on Participatory Budgeting (PB) Program, RSC:2015-34

The RSC had before it the above-captioned reports (RSC:2015-13, deferred from the June 3, 2015 meeting and RSC:2015-34) from the Interim President and Chief Executive Officer. 

Ms. Susan Gapka made a verbal deputation at the meeting on both Items 6 and 7.

Mr. Alan Dundin made a verbal deputation at the meeting on Item 7.

The RSC discussed jointly the two reports for both first and second quarter of 2015, including the following main points:

• The RSC discussed with Management the process for engaging residents in PB process.  Management explained that staff conducted an engagement and consultation process with 77 residents and four brainstorming sessions were held. The residents have been surveyed by the Monitoring Committee, the decision making authority with respect to the process, which is resident-lead and facilitated by staff.
• The RSC discussed with Management the types of requests and repairs being funded by the PB program. 
• The RSC agreed that the Board of Directors should revisit the projects that can be funded through the PB and provide direction with respect to any restrictions associated to the PB.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Cho and carried, the RSC requested Management to survey and hold broad consultation sessions with the residents through the Resident Councils with respect to the 2015-2016 PB process and the PB Monitoring Committee process.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Cho and carried, the RSC received the reports for information.

Item 8 - Youth Initiatives, RSC:2015-14

The RSC had before it the above-captioned report (RSC:2015-14, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer. 

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.

Item 9 - Resident Engagement Strategy, RSC:2015-15

The RSC had before it the above-captioned report (RSC:2015-15, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer. 

Mr. Alan Dundin made a verbal deputation at the meeting on this matter.

The RSC and Management discussed the resident engagement process and strategy and concerns were raised with respect to the following matters:

• Frequent changes of the community staff have had a significant impact on the residents.
• Appropriateness and efficiency of hiring a consultant for facilitating the resident consultation sessions. 
• Inconsistency in delivering services by community coordinators.
• 312 Tenant Representatives were elected and acclaimed in the first quarter of 2015. 

Action item:

Management will report back with the number of the new Tenant Representatives elected versus re-elected.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Cho and carried, the RSC recommended that Management revisit the funding impact on the resident engagement model and report back to the RSC.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Cho and carried, the RSC received the report for information.

Item 10 - Mental Health and Seniors Strategy, RSC:2015-17

The RSC had before it the above-captioned report (RSC:2015-17, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer. 

Mr. Alan Dundin made a verbal deputation on this matter at the meeting.

The RSC discussed with Management the trends in the TCHC population demographics in the next five years, emphasizing a significant increase in the number of senior residents and their needs. 

A framework for mental health and seniors will be brought to the RSC and Board of Directors for discussion. 

As a result of a recommendation made in the 2013 Ombudsman’s Housing at Risk report, TCHC staff developed a Vulnerable Senior Action Plan, comprising a total of 19 actions that was adopted by the Executive Leadership Team (ELT) on April 14, 2015.

Motion

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Cho and carried, the RSC requested that Management:

• Provide the RSC with the Vulnerable Senior Action Plan;
• Report back to the RSC on the results of the safety audits in the seniors buildings, including consultations with residents; and
• Provide an update on the implementation status of all the recommended actions as outlined in the City’s 2013 Seniors Strategy.

Motion

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Cho and carried, the RSC received the report for information.

Item 11 - Q1-2015 Report on Pest Management Strategy, RSC:2015-18

The RSC had before it the above-captioned report (RSC:2015-18, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer. 

Mr. Alan Dundin made a verbal deputation on this matter at the meeting.

A general discussion ensued with respect to lack of funding to cover the expenses for moving the furniture back into a senior resident’s unit who is unable to perform this task.

Management explained that TCHC is engaged in numerous partnerships with the City of Toronto and community agencies for pest control funding purposes. Up to date, TCHC has received funds in amount of $160K that have been allocated to preparation for pest treatments. A total amount of $200K is expected to be received by TCHC for this purpose. $100K has been allocated annually to support the senior residents who need assistance for pest control treatments. 

The percentage of pest infestation of a resident’s unit fluctuates. While the total bug infestations increased by 30% on a global scale, TCHC is in a better position at pest management and control compared to other housing providers.

The RSC thanked Management for educating the residents with respect to pest control measures, including the new initiative of distributing posters in the common areas.

Action items:

• Management will present the poster on pest control measures to the RSC prior to its distribution portfolio wide.
• Management will identify better ways for pest management and control initiatives in the seniors buildings and will report back to the RSC on the results of the consultations with residents.

Deferred

The RSC deferred the report to the next meeting.

Item 12 - Q2-2015 Report on Pest Management Strategy, RSC:2015-35

The RSC had before it the above-captioned report (RSC:2015-35) from the Interim President and Chief Executive Officer.

Deferred

The RSC deferred the report to the next meeting.

Item 13 - Q1-2015 Report on Clean Buildings and Maintenance Strategy Update as of March 31, 2015, RSC:2015-19

The RSC had before it the above-captioned report (RSC:2015-19, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer. 

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.

Item 14 - Q2-2015 Report on Clean Buildings and Maintenance Strategy Updates as of June 30, 2016, RSC:2015-37

The RSC had before it the above-captioned report (RSC:2015-37) from the Interim President and Chief Executive Officer.

Deferred

The RSC deferred the report to the next meeting.

Item 15 - Q1-2015 Report on Community Safety Strategy, RSC:2015-20

The RSC had before it the above-captioned report (RSC:2015-20, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC received the report for information.

Item 16 - Q2-2015 Report on Community Safety Strategy, RSC:2015-36

The RSC had before it the above-captioned report (RSC:2015-36) from the Interim President and Chief Executive Officer.

Deferred

The RSC deferred the report to the next meeting.

Item 17 - Q1-2015 Report on Installation and Maintenance of Security Cameras (CCTV), RSC:2015-21

The RSC had before it the above-captioned report (RSC:2015-21, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer. 

Deferred

The RSC deferred the report to the next meeting.

Item 18 - Scholarship Report, RSC:2015-22

The RSC had before it the above-captioned report (RSC:2015-22, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer.

Deferred

The RSC deferred the report to the next meeting.

Item 19 - 2015 RSC Work Plan, RSC:2015-23

The RSC had before it the above-captioned report (RSC:2015-23, deferred from the June 3, 2015 RSC meeting). 

Deferred

The RSC deferred the report to the next meeting.

Item 20 - Close the Loop Program (Presentation)

The RSC had before it the above-captioned presentation.

Deferred

The RSC deferred the presentation to the next meeting.

Item 21 - Scholarship Policy, RSC:2015-26

The RSC had before it the above-captioned report (RSC:2015-26, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer. 

The RSC discussed with Management the report and the draft Scholarship Policy, and raised questions with respect to the costs associated with the implementation of the Scholarship Policy and criteria of selecting the recipients. Currently, existing TCHC staff manage the process.  It was also noted that the Scholarship Awards Panel comprises residents and external parties.

The RSC recommended the policy be amended to clarity the wording regarding exceptions to receiving scholarships, related to the Code of Conduct and potential scholarship revocations.

Action item:

The RSC requested Management to bring back a report to the RSC with a chart of the following with respect to scholarships awarded:

• Costs associated (dollar amounts)
• Sources of funding
• Selection criteria
• Annual allocation
• Decision-making authority 
• Frequency of distribution

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC adopted the report subject to the amendments discussed and recommended that the revised report be forward to the Board of Directors for approval.

Item 22 - Sponsorship Policy, RSC:2015-27

The RSC had before it the above-captioned report (RSC:2015-27, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer. 

Action item:

The RSC requested Management:

• To clarify in the report to the Board of Directors the impact of the Sponsorship Policy as a corporate policy on the residents who have obtained their own sponsors; 
• Add more detail with respect to resident consultation process for the development of this Policy; and 
• Better communication and distribution of the Sponsorship Policy to staff.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC adopted the report subject to the amendments discussed and recommended that the revised report be forward to the Board of Directors for approval.

Item 23 - Emergency Response Plan, RSC:2015-25

The RSC had before it the above-captioned report (RSC:2015-25, deferred from the June 3, 2015 RSC meeting) from the Interim President and Chief Executive Officer. 

Deferred

The RSC deferred the report to the next meeting.

Other

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC deferred the balance of the public reports held for discussion and requested Management to follow up with an additional meeting in two weeks to discuss all the items deferred.

TERMINATION

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Carlo and carried, the RSC resolved to terminate the public meeting at 11:37 a.m.