Resident Services Committee (RSC) Meeting - June 16, 2014

Public Agenda

1. Approval of Public Meeting Agenda and Review of Agenda Order

Action: Approval

Pre-read: Agenda

Presenter: Chair

2. Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read

• Agenda
• Conflict of Interest Policy

Presenter: Chair

3. Confirmation of the Public Meeting Minutes of March 21, 2014

Action: 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: -

Presenter: Chair

Reports from Management

6. 2014 Resident Engagement System

Action: Information

Pre-read: RSC:2014-09

Presenter: Vice-President, Resident and Community Services

7. Youth Initiatives

Action: Information

Pre-read: RSC:2014-10

Presenter: Vice-President, Resident and Community Services

8. Participatory Budgeting Quarterly Progress Report (Q1 – 2014)

Action: Information

Pre-read: RSC:2014-11

Presenter: Vice-President, Resident and Community Services

9. Update on the Implementation of the Ombudsman’s Housing at Risk Recommendations

Action: Information

Pre-read: RSC:2014-12

Presenter: Director of Strategic Planning and Stakeholder Relations

10. Review of RGI Decisions

Action: Information

Pre-read: RSC:2014-13

Presenter: VP, Asset Management

11. Residents’ Guide

Action: Information

Pre-read: RSC:2014-14

Presenter: Director, Strategic Communications

12. Stand-Alone Properties – Sales & Relocation Update

Action: Information

Pre-read: RSC:2014-15

Presenter: Senior Manager, Commercial & Business Development

13. 2014 RSC Work Plan – Revised

Action: Information

Pre-read: Work Plan

Presenter: Vice-President, Resident and Community Services

14. 2014 Seniors Initiatives Report

Action: Information

Pre-read: Verbal

Presenter: Vice-President, Resident and Community Services

TERMINATION

Closed Meeting Agenda

A. Approval of Agenda and Review of Agenda Order

Action: Approval

Pre-read: Agenda

Presenter: Chair

B. Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read

• Agenda
• Conflict of Interest Policy

Presenter: Chair

C. Confirmation of the Closed Meeting Minutes of March 21, 2014

Action: 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

Reports from the Resident Services Committee Chair

E. Chair’s Report and Remarks

Action: Information

Pre-read: -

Presenter: Chair

Reports from Management

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

Action: Information

Pre-read: RSC:C2014-16

Presenter: Director of Strategic Planning and Stakeholder Relations

G. Confidential item 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 personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes.

Action: Information

Pre-read: RSC:2014-10

Presenter: Vice-President, Resident and Community Services

8. Participatory Budgeting Quarterly Progress Report (Q1 – 2014)

Action: Information

Pre-read: Verbal

Presenter: Commissioner of Housing Equity

TERMINATION

Public Meeting Minutes

The Resident Services Committee (“RSC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on June 16, 2014 in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 6:04 p.m.

Committee Directors present:

Catherine Wilkinson, Chair 

Zahir Bhaidani

Also present:

Marta Asturi, Legal Counsel and Assistant Corporate Secretary

Lenna Bradburn, Vice President, Resident and Community Services

Hugh Lawson, Director, Strategic Planning & Stakeholder Relations   

Graham Leah, Vice President, Asset Management

Bruce Malloch, Director, Strategic Communications

Patricia Narine, Director, Resident Engagement and Community Development

Sheila Penny, Vice President, Facilities Management

Cynthia Summers, Commissioner of Housing Equity

A quorum being present, Ms. Catherine Wilkinson, the RSC Chair, called the public meeting to order and Ms. Mirela Bolentiru served as recording secretary.

Item 1 - Approval of Agenda

ON MOTION DULY MADE by Mr. Zahir Bhaidani, seconded by Ms. Catherine Wilkinson and carried, the RSC approved the agenda as presented subject to adding the following two new, public, verbal reports and addressing the confidential reports before the public reports:

• Update on the Scholarship Award Dinner – for discussion jointly with Item 7; and
• Definition of a Vulnerable Resident – for discussion jointly with Item 9.

Public Proceedings - Adjournment 

ON MOTION DULY MADE by Mr. Zahir Bhaidani, seconded by Ms. Catherine Wilkinson and carried, the RSC resolved to meet in closed session at 6:05 p.m.

ON MOTION DULY MADE by Mr. Zahir Bhaidani, seconded by Ms. Catherine Wilkinson and carried, the RSC closed session terminated at 6:36 p.m. and the RSC met in camera session.

The RSC in camera session terminated at 6:54 p.m., and the public session resumed.

Item 2 - Declaration of Conflict of Interest

The 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 RSC Chair polled for any deputations to be heard at the meeting and explained the deputation process. The Chair noted that no deputations were received prior to the meeting.

Item 3 - Confirmation of Resident Services Committee Minutes - March 21, 2014 and Revised September 11, 2013

The RSC had before it the RSC minutes for the March 21, 2014 and the revised minutes for the September 11, 2013 public meeting.  

March 21, 2014 minutes:

• Page 4, Item 7, second paragraph, fourth bullet from top:
  • Deletion of the words “regular” and “on a monthly basis” so that the sentence reads as follows:  “Meetings with the Ombudsman’s Office will be scheduled.” 

September 11, 2013 minutes:

• Page 10, Item 8, the RSC Chair noted that a housekeeping change was required to insert the following paragraph, which will be consistent with the public action item list:
  • The Committee discussed the issue around TCHC residents not being able to afford an interpreter in order to participate in the RGI review. The Chair pointed out the best practices of Ottawa Housing who commit to accommodate residents by providing an interpreter for a resident whose first language is not English or French.

Motion carried

ON MOTION DULY MADE by Mr. Zahir Bhaidani, seconded by Ms. Catherine Wilkinson and carried, the RSC confirmed the March 21, 2014 minutes as amended and the revised September 11, 2013 minutes.

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

The RSC received the report for information.

Item 5 - Report and Remarks from the Committee Chair, Verbal

There were no report or remarks from the RSC Chair.

Item 6 - 2014 Resident Engagement System, RSC:2014-09

The RSC had before it the above-captioned report (RSC:2014-09) from the Interim President and Chief Executive Officer.  

The RSC made inquiries and a discussion ensued, highlighting the following matters:

• Cost of the Resident Engagement System and Return on Investment (ROI).
• Whether the issue based groups will continue to be supported by TCHC management and staff.
  • In 2011 and 2013, two rounds of extensive consultations were held with residents, resident representatives, local leadership groups, issue based groups, and neighbourhood associations. The intent is to continue with the issue based groups.
  • Staff conducted 25 consultations with more than 400 residents in attendance.
  • Subsequent to the consultation process, key themes and concepts have been communicated back to residents.
• The process of creating the three staff and resident administration committees: Conduct Review, Evaluation and Monitoring and Funding Review.
  • Management provided a detailed description of the way the committees are struck.  While the committees will provide feedback to TCHC, they will function independently as they are part of the new resident engagement system.
• Timelines for the implementation of the newly proposed Resident Engagement System as the residents need to be duly informed with respect to all steps in the process.
  • Management is aiming to have elections in spring 2015.
  • The new system will include a set of democratic principles and clear outcomes.
• Whether an external consultant will be hired to assist with rolling out the new process.
  • Management intends to carry out this task with internal resources.

Motion carried

ON MOTION DULY MADE by Mr. Zahir Bhaidani, seconded by Ms. Catherine Wilkinson and carried, the RSC received this report for information.

Item 7 - Youth Initiatives, RSC:2014-10

Scholarship Awards Dinner Event:

Management presented a verbal report to the RSC, including the following highlights:

• In 2013, TCHC partnered with the Scadding Court Community Centre to deliver the “Investing in Our Diversity Scholarship” program, as it has been doing for the last 12 years. The Scholarship Awards and Fundraising Dinner took place on May 29, 2014.
• 19 scholarships out of 21 in total were awarded to TCHC residents for contributions to their communities.
• The Scadding Court Community Centre manages the administration of the scholarship activities.

Youth Initiatives:

The RSC had before it the above-captioned report (RSC:2014-10) from the Interim President and Chief Executive Officer.

A discussion ensued, including the following highlights:

• All youth initiatives reached all the TCHC communities, city-wide, providing numerous opportunities to youth to build capacity and to enhance their skills.
• The RSC raised questions with respect to whether evaluations have been conducted to determine whether the youth programs have achieved their intended objectives and targets, and to review any lessons learned from the program. In future reports, the RSC requested management to include such evaluations.
• The RSC further requested management to address the scholarship events in future reporting on youth initiatives.

Motion carried

ON MOTION DULY MADE by Mr. Zahir Bhaidani, seconded by Ms. Catherine Wilkinson and carried, the RSC received both reports for information.

Item 8 - Participatory Budgeting Quarterly Progress Report (Q1 – 2014), RSC:2014-11

The RSC had before it the above-captioned report (RSC:2014-11) from the Interim President and Chief Executive Officer.  

A discussion ensued, including the following highlights:

• The RSC noted that the participatory budgeting (PB) is a positive process that has to be timely communicated to all the residents.
• The RSC noted it has not yet been provided with the list of 2014 PB projects, while some of the 2013 PB projects have not yet been delivered within their respective communities. 
• The current process for completion has been designed for a duration of 18 months, in tandem with the multi-year capital budgets.
• The RSC noted that the table for the 2013 Q1 Progress Report Data (page 2 of the report) included a total of 181 approved projects and asked for a detailed list of them, which Management will make available.
  • In September 2013, management compiled a list with all the PB projects that did not have clear scopes. The list was sent back to residents for scope clarification. 
  • The majority of the 2013 PB projects will be completed by end of Q2, 2014, with the end of Q3 2014 as the projected timeline for completion of all 2013 PB projects.  The 2013 budget has been carried forward into 2014.
• Management is currently engaged to meet with each Monitoring Committee to develop the 2014 PB program.

Motion carried

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

Item 9 - Update on the Implementation of the Ombudsman’s Housing at Risk Recommendations, RSC:2014-12

The RSC had before it the above-captioned report (RSC:2014-12) from the Interim President and Chief Executive Officer.  

A discussion ensued, including the following highlights:

• Management staff from the Resident Services and Asset Management Divisions have been working jointly towards full implementation of the Ombudsman’s Housing at Risk Recommendations.
• The Ombudsman’s Office reported to the City Council at its June 2014 meeting, considering 10 recommendations out of 30 in total as being completed and the balance of the other 20 recommendations to be implemented by the end of 2014.  A project plan and team are in place to meet the target date of end of 2014.
• In Q1 2014, staff finalized business processes to address 16 out of 20 outstanding recommendations.
• Since late May 2014, direct and contract management staff have been receiving training on the business processes over a seven-week period.
• Completing the implementation process of the Ombudsman’s recommendations, the Resident Service Coordinators (RSCs) will be requested to make more personal contact with the vulnerable residents, accompanied by better documented steps taken to address arrears. Training will also be offered to the RSCs as well as to TCHC staff on the Ontario Public Guardian and Trustee (OPGT), to better understand their role related to supporting the vulnerable residents.

Definition of a Vulnerable Resident:

The RSC Chair noted, that to date, there has been no definition in place for “vulnerable residents.”  The RSC Chair circulated a handout to other Committee members and management, which noted that the City of Toronto expands the definition of a vulnerable resident, as mentioned in the LeSage Report, to include the following wording, and that TCHC should be in alignment with the expanded definition:

• Residents who may be subject to increased vulnerability related to issues such as aging, chronic health difficulties, diminished capacity, citizenship status, language or literacy, mental health, sexual orientation, gender identification, gender expression and others.

Motion carried

ON MOTION DULY MADE by Mr. Zahir Bhaidani, seconded by Ms. Catherine Wilkinson and carried, the RSC received both reports for information and recommended that the definition of “a vulnerable resident” be a standing agenda item until a definition has been presented to RSC to forward to the Board for approval.

Item 10 - Review of RGI Decisions, RSC:2014-13

The RSC had before it the above-captioned report (RSC:2014-13) from the Interim President and Chief Executive Officer.  

A discussion ensued, including the following highlights:

• The RSC raised questions with respect to the implementation of the proposed framework and its budget allocation.
• The RSC supported the proposed framework, and noted the potential amendment to the Operating Agreement between TCHC and the City of Toronto, which the RSC Chair will advise the Board at the subsequent Board meeting.

Motion carried

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

Item 11 - Residents' Guide, RSC:2014-14

The RSC had before it the above-captioned report (RSC:2014-14) from the Interim President and Chief Executive Officer.  

A discussion ensued, including the following highlights:

• Target date – management confirmed that the Resident’s Guide (“Guide”) will be finalized in the summer of 2014.
• Distribution – The RSC recommended that staff assign summer students to distribute the Guide directly door-to-door in the TCHC neighbourhoods.
• Language – the Guide will be translated in 18 languages, according to the ethnic origin of the TCHC residents.
• The RSC requested management to provide the RSC members with a soft copy of the Guide, which has been completed.

Motion carried

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

Item 12 - Stand-Alone Properties – Sales & Relocation Update, RSC:2014-15

The RSC had before it the above-captioned report (RSC:2014-15) from the President and Chief Executive Officer.  

The RSC made inquiries and a discussion ensued, highlighting the following matters:

• Selling strategy of the stand-alone properties.
  • All properties sold up to date have generated multiple bids. The majority of properties have been sold well above their respective appraised value. No properties have been sold below the appraised value.
• The rationale for the 74 stand-alone properties that are currently vacant and are being repaired, and whether there will be a Return on Investment (ROI) for TCHC.  Management noted that the funding for these repairs are provided by the State of Good Repair Fund.  The 74 stand-alone properties were selected based on the Facilities Condition Index of each property and will be used primarily for the relocation of residents from the occupied stand-alone properties approved for sale as well as revitalization projects.
• A report on the stand-alone properties was presented and discussed at the May 29, 2014 BIC meeting. Staff will, and have, circulated the report to the RSC members.

Motion carried

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

Item 13 - 2014 RSC Work Plan – Revised, Work Plan

The RSC had before it the above-captioned revised Work Plan.

Motion carried

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

Item 14 - 2014 Seniors Initiatives Report, Verbal

The Vice President, Resident and Community Services presented the RSC with a verbal summary on the seniors’ initiatives and a discussion ensued, including the following highlights:

• “The Independence at Home Initiative”:
  • At the initiative of the Ministry of Health and Long-term Care, on March 11, 2014 the Resident and Community Services (RCS) Division of TCHC submitted an application for one-time funding of $300,000 per proposal under the expanded Community Paramedicine Program, in response to a call for applications launched by the Ministry.
  • The scope was to create an integrated response system with the support of Community Paramedics to deliver primary care to the most vulnerable, homebound senior residents, in 69 TCHC buildings.
  • Management has been allocating staff time and effort to identify the best community networks that can improve the TCHC’s capacity to connect the vulnerable residents to the social assistance services they need to avoid unnecessary hospitalizations. This will provide TCHC with opportunities for problem solving and implementation of best practices in the sector.
  • TCHC has community partners such as: SPRINT Senior Care, Toronto Central LHIN, Mount Sinai Hospital, Mid Toronto Health Link, North East Toronto Health Link and Toronto Police Service.
• Vulnerable Seniors Action Plan:
  • In response to the implementation of the Ombudsman’s Housing at Risk Recommendations, management has initiated a vulnerable seniors action plan.
  • The plan will:
    • Improve service and increase support for vulnerable senior TCHC residents.
    • Develop guidelines for staff that will reflect best practices in the social housing sector with respect to approaching vulnerable seniors.
    • Identify a network to improve TCHC’s overall capacity to support vulnerable seniors.
• New Consultation Table (placeholder name: Learning Leadership Table):
  • Management is establishing a Learning Leadership Table that will facilitate consulting relationships with CAMH or comparable organizations to share best practices with experts in the fields of mental health and addictions and seniors (Ombudsman Recommendation #22).
  • The table will have representation from the seniors and mental health/addiction housing service providers, such as: LHINs, CCACs, Woodgreen Community Services, hospitals (St. Michael’s, Mount Sinai, Sunnybrook), CAMH, Toronto Police Service, Toronto Public Health, Reconnect Mental Health Services, Mental Health Ontario, LOFT Community Services, PACE Independent Living, Baycrest, Fred Victor, Mainstay Housing, etc.
• Implementing TCHC recommendations from 2013 City of Toronto Seniors Strategy:
  • To address a dramatic increase in the number of seniors living in Toronto, estimated over the next decade, the City of Toronto developed the Toronto Seniors Strategy.
  • The Strategy provides a strategic plan for City Agencies, Boards, Commissions and Divisions to support older Torontonians to remain active, healthy, engaged, independent and living in their own homes in communities and neighbourhoods of their own choice (i.e. aging in place).
  • The City of Toronto assigned lead responsibility to TCHC to implement three (3) recommended actions:
    • TCHC will co-locate with other City and community service providers in TCHC buildings to improve access for senior TCHC residents (short-term).
    • TCHC applied to the LHINs to bring exercise and falls prevention classes to up to 50 buildings with high concentration of seniors.
    • TCHC will enhance partnerships to create more supportive housing services on-site in TCHC buildings (medium-term).
      • RCS staff are currently working with community partners and the LHINs to refine the partnership model applied to the 132 bachelor units at 291 George Street, to extend the partnership model to bring supportive housing services to 3 additional buildings: 155 and 200 Sherbourne and 101 Humber Boulevard.
• TCHC will complete safety/security audits in all seniors buildings.
  • RCS staff is working with Community Safety Units, Facilities Management and Asset Management to estimate a budget and build a business case to upgrade security cameras and secure entrances and exits in all seniors’ buildings.
• The month of June has been declared as the seniors’ month.
• Management reported that a process has been initiated through the Asset Management Division that focuses on assisting the senior residents who turn the age of 65 years, specifically the most vulnerable ones, by training them with respect to the steps they have to follow in order to adjust their income in a timely manner to avoid rent arrears.

Motion carried

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

TERMINATION

The RSC terminated its public meeting at 8:06 p.m.