Public Minutes November 26, 2014 Resident Services Committee Page 1 of 9 The Resident Services Committee (“RSC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on November 26, 2014 via teleconference and in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 12:10 p.m. Committee Directors Present: Catherine Wilkinson, Chair Councillor Maria Augimeri (via teleconference) Committee Directors Absent: Munira Abukar (on a leave of a absence) Zahir Bhaidani Also present: Marta Asturi, Legal Counsel and Assistant Corporate Secretary Simone Atungo, Director, Resident Engagement & Community Lenna Bradburn, Vice President, Resident and Community Services Graham Leah, Vice President, Asset Management Greg Spearn, Interim President and Chief Executive Officer / Chief Development Officer 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 Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC approved the agenda as presented, and approved / received the following public items that were not held for discussion: Items 8 to 16 inclusive. 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 and one request for a verbal deputation was received at the meeting with respect to the public Item 7 “Youth Initiatives Quarterly Report Q2-2014”.
Transcript
Public Minutes November 26, 2014
Resident Services Committee
Page 1 of 9
The Resident Services Committee (“RSC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on November 26, 2014 via teleconference and in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 12:10 p.m. Committee Directors Present: Catherine Wilkinson, Chair
Councillor Maria Augimeri (via teleconference) Committee Directors Absent: Munira Abukar (on a leave of a absence)
Zahir Bhaidani Also present: Marta Asturi, Legal Counsel and Assistant Corporate Secretary
Simone Atungo, Director, Resident Engagement & Community Lenna Bradburn, Vice President, Resident and Community Services Graham Leah, Vice President, Asset Management Greg Spearn, Interim President and Chief Executive Officer / Chief Development Officer
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 Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC approved the agenda as presented, and approved / received the following public items that were not held for discussion: Items 8 to 16 inclusive.
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 and one request for a verbal deputation was received at the meeting with respect to the public Item 7 “Youth Initiatives Quarterly Report Q2-2014”.
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ITEM 3 MINUTES
CONFIRMATION OF RESIDENT SERVICES COMMITTEE MINUTES – SEPTEMBER 16, 2014
The RSC had before it the RSC minutes for the September 16, 2014 public meeting.
The RSC received the September 16, 2014 minutes as presented.
ITEM 4 BUSINESS ARISING FROM THE MINUTES AND COMMITTEE
ACTION ITEMS UPDATE
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 5 CHAIR’S REPORT AND REMARKS – VERBAL
No report from the RSC Chair at this time.
ITEM 6 2015 WORK PLAN, REVIEW OF 2014 WORK
PLAN AND REVIEW OF RSC TERMS OF REFERENCE RSC:2014-31
The RSC had before it the above-captioned report (RSC:2014-31) from the President and Chief Executive Officer (Interim). RSC and Management discussed the work plan, and the following was highlighted:
Include a standing item on resident engagement. No standing item required in 2015 regarding the Ombudsman
recommendations, which should be addressed by Q1 2015. Include as a standing item regular reviews of arrears on a
quarterly basis. Include report in Q1 2015 on funding and availability of
scholarships.
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC resolved to:
1. Receive the proposed 2015 Work Plan (Attachment 1) and review of the RSC 2014 Wok Plan (Attachment 2) for information and discussion; and
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2. Approve the proposed amendments to the RSC Terms of Reference (Attachment 3) and authorize Management to forward to the Governance, Risk and Human Resources Committee for review and approval.
ITEM 7 YOUTH INITIATIVES QUARTERLY REPORT
(Q2-2014) RSC:2014-18
The RSC had before it the above-captioned report (RSC:2014-18) from the President and Chief Executive Officer (Interim). Ms. Laura Hammond made a verbal deputation on this matter, and written copy is appended to the public minutes. Management noted the information provided by the deputant with respect to the contract building vendor related issues raised.
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Catherine Wilkinson and carried, the RSC received the report for information.
ITEM 8 YOUTH INITIATIVES QUARTERLY REPORT
(Q3-2014) RSC:2014-32
The RSC had before it the above-captioned report (RSC:2014-32) from the President and Chief Executive Officer (Interim).
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 9 PARTICIPATORY BUDGETING QUARTERLY
PROGRESS REPORT (Q2-2014) RSC:2014-19
The RSC had before it the above-captioned report (RSC:2014-19) from the President and Chief Executive Officer (Interim).
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
The RSC had before it the above-captioned report (RSC:2014-33) from the President and Chief Executive Officer (Interim).
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 11 2014 MENTAL HEALTH AND SENIORS
STRATEGY (Q2-2014) RSC:2014-26
The RSC had before it the above-captioned report (RSC:2014-26) from the President and Chief Executive Officer (Interim).
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 12 2014 MENTAL HEALTH AND SENIORS
STRATEGY (Q3-2014) RSC:2014-34
The RSC had before it the above-captioned report (RSC:2014-34) from the President and Chief Executive Officer (Interim).
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 13 BUSINESS IN A BOX (Q3-2014) RSC:2014-35
The RSC had before it the above-captioned report (RSC:2014-35) from the President and Chief Executive Officer (Interim).
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 14 UPDATE ON RESIDENT SURVEY RSC:2014-36
The RSC had before it the above-captioned report (RSC:2014-36) from the President and Chief Executive Officer (Interim).
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Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 15 RESIDENT COMPLAINT AND EDUCATION RSC:2014-22
The RSC had before it the above-captioned report (RSC:2014-22) from the President and Chief Executive Officer (Interim).
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 16 UPDATE ON IMPLEMENTATION OF THE
OMBUDSMAN’S HOUSING AT RISK RECOMMENDATIONS (Q2-2014) RSC:2014-17
The RSC had before it the above-captioned report (RSC:2014-17) from the President and Chief Executive Officer (Interim).
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 17 UPDATE ON IMPLEMENTATION OF THE
OMBUDSMAN’S HOUSING AT RISK RECOMMENDATIONS (Q3-2014) RSC:2014-37
The RSC had before it the above-captioned report (RSC:2014-37) from the President and Chief Executive Officer (Interim). The RSC inquired with respect to the status of the Ombudsman’s outstanding recommendations nos. 5 and 19 (page 3 of the report):
Recommendation 5 – action plan for supporting vulnerable seniors, including a definition of the Community Service Coordinator role, which it was due in November 2014 for submission to the Ombudsman’s Office for review; and
Recommendation 19 – guideline for identifying indicators of distress and potential vulnerability in seniors (and other residents), which it was due in November 2014 for submission to the Ombudsman’s Office for review.
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Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 18 DEFINITION OF VULNERABILITY VERBAL
Management reported that discussions with the City of Toronto are ongoing with respect to the development of the definition of vulnerability, and a report will be presented to the Board of Directors for final approval at its December 16, 2014 meeting. The RSC inquired with respect to the status of the vulnerable resident files that had to be submitted to the Office of the Commissioner of Housing Equity (OCHE) for review commencing October 1, 2014. Management confirmed that the process has started. Criteria based on indicators obtained from the annual unit inspections are being used to assist in identifying potential cases of loss of subsidy for the vulnerable residents.
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 19 APPLIANCE SERVICE STRATEGY RSC:2014-23
The RSC had before it the above-captioned report (RSC:2014-23) from the President and Chief Executive Officer (Interim). A discussion ensued, including the following salient points:
Level of appliance service: emergency versus non-emergency. The RSC raised concerns with respect to appliance service after hours and during the weekends. Management confirmed that there are only two after-hours crews that out of necessity have to use their judgment with respect to prioritizing and servicing non-functioning appliances during the weekends and after hours.
Lost groceries due to non-functioning refrigerators and their replacement process. The RSC recommended that: The recourse process for residents be posted on the
external website in clear and easy-to-follow steps. The residents be educated with respect to the appliance
replacement strategy that is not applicable if the appliance functions partially.
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Staff provide a short-term plan with respect to vendors available on site for appliance service requests.
A stock of spare working refrigerators be established on site.
In Q1 2015, a report will be provided to the RSC on the vendor strategy to render appliance repair services during the weekends and after hours. The resident claim process will be consistent with the TCHC’s insurance policy.
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 20 TENANT CHARGEBACK RSC:2014-38
The RSC had before it the above-captioned report (RSC:2014-38) from the President and Chief Executive Officer (Interim). The RSC asked Management to educate the residents by providing them with information with respect to their roles and responsibilities in relation to the maintenance of their unit and guidelines regarding wear and tear rules. Management confirmed that a re-education initiative of the residents in this respect has started. The RSC noted that the current practice with respect to resident repayment policy for damaged property is inconsistently applied throughout portfolio and asked that resident repayment agreements be implemented.
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
ITEM 21 ELECTIONS FOR RESIDENT BOARD
MEMBERS – BACKGROUND ON CURRENT PROCESS RSC:2014-21R
The RSC had before it the above-captioned report (RSC:2014-21R) from the President and Chief Executive Officer (Interim). A discussion ensued, including the following highlights:
The RSC expressed its concerns with respect to the last elections process for the resident Board members.
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The RSC Chair noted that TCHC Management should not be involved in this process due to its conflict of interest position. The RSC Chair requested that staff be removed entirely from the process and a professional consultant be retained to analyze the information from the prior elections process and provide recommendations for process improvement.
The RSC noted that the term in office of the two resident representatives on the TCHC Board of Directors will end in June 2015 and there are time constraints to launch the elections process.
Motion carried
ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Augimeri and carried, the RSC received the report for information and recommended that the report be forwarded to the Board of Directors for discussion and approval of the election process for the Resident Board members at its December 16, 2014 meeting.
Motion carried The RSC Chair proposed the following motion: ON MOTION DULY MADE by Ms. Wilkinson, seconded by Councillor Augimeri and carried, the RSC agreed that the elections process of the resident Board members should be under the RSC’s jurisdiction, versus GRHRC’s and recommended that the elections process be outsourced / managed by a third party to avoid any biased opinions.
ITEM 22
RESIDENT ENGAGEMENT SYSTEM (Q3-2014) RSC:2014-39
The RSC had before it the above-captioned report (RSC:2014-39) from the President and Chief Executive Officer (Interim). A discussion ensued, including the following highlights:
The RSC inquired with respect to the model and costs associated to refreshing the Resident Engagement System:
o A Resident Engagement System Refresh Framework has been developed, outlining: the guiding principles, anticipated outcomes, methodology, and a work plan including timelines to achieve the deliverables.
o Sources of funding (subject to the budget approval process): Annual budget allocation; and
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Available funding sources, such as renting/leasing common space within TCHC buildings.
o An internal, cross-divisional working group has been established, consisting of six TCHC staff members. The working group will be expanded to include six resident participants. The criteria to determine the selection process
for the resident participants has been developed and is being finalized.
The residents will be invited to attend town hall meetings that will be held across the City. The purpose of those meetings is to provide a re-orientation to the residents with respect to the Resident Engagement System Refresh and to assist the residents with a self-identification process of the individuals who want to participate on the working groups.
The RSC requested that the new Resident Engagement System be equitable and accessible to all residents and that the new model should offer an opportunity to a resident to be engaged.
Motion carried ON MOTION DULY MADE by Councillor Augimeri, seconded by Ms. Wilkinson and carried, the RSC received the report for information.
TERMINATION The RSC resolved to terminate the public meeting at 1:19 p.m.
Secretary Chair, Resident Services Committee
Resident Services Committee
Deputation on Item 7: Laura Hammond Chair of the Birchmount Community Action Council
(Resident Council 1021 Birchmount Rd.)
November 26, 2014
Deputation on Item 7: Laura Hammond Chair of the Birchmount Community Action Council Background
The “Birchmount Community Action” resident council developed as a result of the 2013 Youth Action opportunity. Since then we have been selected as recipients for the 2014 Youth Action and Strengthening Community projects. These projects have enabled us to design and deliver programming that has been identified as the need for community. Our community has been positively impacted through these initiatives and our council’s membership has been increasing. With the guidance Residents Service staff, especially the mentorship of Esther Pyne (Youth Technical Specialist) who has been instrumental in providing strategic planning direction and linking many of us recipients with resources to build our capacity and governance. As a result of our mobilization we now sit on our service provider network which allows us access to 25 agencies. This summer through our project initiatives and community collaborations with ANC and TCHC Youth Worx team we have been highlighted in the Toronto Star, Park people blog, and the Evergreen brickworks website. We are thrilled to foster our partnership with TCHC as well as other community stakeholders to ensure we continue delivering meaningful and much needed programming, while building our capacity as community leaders. Challenges of participation in Youth Action and Strengthening Communities initiatives 2014: Our Council’s successes have not been without major challenges. Procurement is the backbone for Resident Services to successfully launch project initiatives. There has been a lack of support for program timelines and program objectives due to procurement delays and lack of communication:
1. Vendor forms were submitted on June 4, 2014 funds were not received until almost 4 months later (last week in September). Due to the detrimental delay in process many of our youth were unable to complete their volunteer hours as they had to return to school. Project timelines and evaluations were also hindered as projects needed to be extended July 31, 2014 until October 30, 2014.
2. To foster our commitment and relationship building with our local agency partners our youth team was forced to incur out of pocket expenses (to purchase materials and supplies for workshops and events) in order to avoid cancellation of marketed programming
3. Procurement did not respond to inquiries on the status of the vendor approval when requested by RCS staff without the issue being escalated by a manger and /or director first.
4. Clear clarification was not provided after the initial request for “Finesse Professional Services” to be set up.
Deputation on Item 7: Laura Hammond Chair of the Birchmount Community Action Council 5. All required documentation was not accurately listed on the vendor set up form. We
were not advised that proof of insurance was required to set up our vendor request 6. Overall the vendor process has resulted in project delays and has discouraged our
youth groups YAG experience, as they were unable to invest the time they wanted to give to the projects they designed for their communities
TCHC supporting mandates that were either not honoured or comprised: Toronto Community Housing’s Strategic Procurement team overlooked their duty to abide by the following principles:
1. Procurement has a duty to disclose all requirements so vendors UNDERSTAND whether they can compete or
2. Procurement must disclose to the vendors how we evaluate bids and the considerations we apply to our review
3. Procurement has a duty to treat all vendors equally and fairly
Setting up resident vendors can directly aid TCHC to adhere to the CED mandate: “Toronto Community Housing’s Economic Development and Resident Employment Program (formerly CED) is designed to support, create and facilitate access to economic opportunities and advancement for residents living in Toronto Community Housing communities. Employment Opportunities: Our Economic Development Strategy aims to break the cycle of poverty through programs focused on sustained and equitable economic development. Toronto Community Housing will work with partners to support job creation and employment services and give youth more opportunities to access entry-level positions across the organization and with partners. Small Business Development and Social Enterprise: Toronto Community Housing is committed to supporting entrepreneurs in our communities. We recognize that new businesses and business ideas need support to become sustainable. When small businesses are successful, they can have a positive impact on personal finances and have the potential to benefit communities with new employment opportunities.”
Deputation on Item 7: Laura Hammond Chair of the Birchmount Community Action Council Recommendations: 1 Access RCS staff could not directly provide our council with status updates as they did not have access to the vendor database. It is recommended that Access to the system be provided to each team. 2 Setting up Vendors/Suppliers Each year, Engagement staff builds new relationships with community groups. There still needs to be the capacity for staff to set up new vendors for each project. Staff experience varying delays with this process. Examples include, uncertainty with how long the process takes, who to coordinate with for vendor confirmation and/or instances where vendor set up is rejected. It would be useful if one person could be assigned to support staff and share information with them should there be any questions and concerns. 3 Building stronger working relationships and managing communication Recognizing that both divisions have very heavy workloads with competing deadlines, it would be useful if both divisions could share some key primary contacts with each other as well as some protocols regarding documentation needs so that the staff managing individual projects would have a person that they could quickly problem solve with should the need arise. RCS has some months during the year where there is a high volume of transactions and therefore it would be good to have a system developed between both divisions to accommodate these high volume months so that all business outcomes can be achieved. “A community is vibrant where people are engaged, have opportunities to thrive and play leadership roles to build their communities, and where the neighbourhood is connected to the broader city. Now more than ever is the time to make a real effort to promote and restore the vibrancy of our communities.” Toronto Community Housing Homeward 2016 Such values can be realized by having both RCS and Procurement division working in tandem to ensure that community development investments are not rendered counterproductive. Thank you for your time,
Laura Hammond
Co-chair Birchmount Community Action
Deputation on Item 7: Laura Hammond Chair of the Birchmount Community Action Council [email protected]
