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BOARD of DIRECTORS MEETING May 18, 2017 4:30 P.M BOARD OF DIRECTORS MEETING May 18, 2017 4:30 p.m. 39 Auriga Drive, OCH Board Room AGENDA 4:30 p.m. 1. Welcome and Call to Order 4:35 p.m. 2. Conflict of Interest Declarations 4:40 p.m. 3. Approval of Agenda 4:40 p.m. 4. Approval of the Minutes – March 23, 2017 005 4:45 p.m. 5. Tenant Advisory Group Verbal Report (Carole Ladouceur) DELEGATIONS 4:50 p.m. 6. Presentation to Russell Fire Heroes (Presentation: Councillor Fleury and Stéphane Giguère) FOR APPROVAL 5:00 p.m. 7. OCHC-038/17 2016 Audited Financial Statements 013 FOR INFORMATION AND DISCUSSION 5:20 p.m. 8. OCHC-039/17 Financial Accountability and Performance Monitoring - March 31, 2017 064 5:40 p.m. 9. OCHC-040/17 OCH Connect Intranet Update and Demonstration 071 BULK CONSENT 10. OCHC-041/17 3225 Uplands Project 074 11. OCHC-042/17 Property Sales Process 087 OCHC-043/17 Carlington Community Health Hub Project Update 12. 092 13. OCHC-044/17 Capital Spend Update 106 14. OCHC-045/17 Capital Works Program - Update 110 15. OCHC-046/17 Declaration on Statutory Remittances 115 OCHC-047/17 CEO Operational Report 118 16. 17. Tenant Advisory Group (TAG) - November 15, 2016 minutes 123 BOARD COMMUNICATION DOCUMENTS 18. Thank You Letter from MP Catherine McKenna on OCH Response to Let's Talk Housing Consultation 127 BOARD OF DIRECTORS MEETING May 18, 2017 4:30 p.m. 39 Auriga Drive, OCH Board Room 6:00 p.m. 19. Chair's Verbal Update 6:05 p.m. 20. CEO's Report 6:10 p.m. 21. Inquiries from the Board 6:15 p.m. Motion to Adjourn Next meeting – June 22, 2017 at 4:30 p.m. 39 Auriga Drive, OCH Head Office RESPONSES TO PREVIOUS BOARD INQUIRIES Date Item Requester Status RÉUNION DU CONSEIL D’ADMINISTRATION Le 18 mai 2017, à 16 h 30 39, promenade Auriga, salle de conférence de LCO ORDRE DU JOUR 16 h 30 1. Mot de bienvenue et ouverture de la séance 16 h 35 2. Déclarations de conflits d’intérêts 16 h 40 3. Approbation de l’ordre du jour 16 h 40 4. Approbation du procès-verbal de la réunion du 23 mars 2017 005 16 h 45 5. Rapport verbal du Groupe consultatif des locataires (Carole Ladouceur) DÉLÉGATIONS 16 h 50 6. Présentation aux héros des Services d’incendie de Russell (par Conseiller Fleury et Stéphane Giguère) POUR APPROBATION 17 h 7. OCHC-038/17 États financiers audités de 2016 013 POUR INFORMATION ET DISCUSSION 17 h 20 8. OCHC -039/17 Responsabilité financière et suivi du rendement – 31 mars 2017 064 17 h 40 9. OCHC -040/17 Mise à jour sur l’intranet OCH Connect et démonstration 071 APPROBATION EN BLOC 10. OCHC -041/17 Projet au 3225, promenade Uplands 074 11. OCHC -042/17 Processus pour la vente de propriétés 087 12. OCHC -043/17 Mise à jour sur le projet du Centre de la santé communautaire Carlington 092 13. OCHC -044/17 Mise à jour sur les dépenses en capital 106 OCHC -045/17 Mise à jour sur le programme d’immobilisations 110 14. 15. OCHC -046/17 Déclaration relative aux remises législatives 115 15. OCHC -047/17 Rapport du PDG sur les activités 118 16. Procès-verbal de la réunion du 15 novembre 2016 du Groupe 123 consultatif des locataires DOCUMENTS DE COMMUNICATION DU CONSEIL D’ADMINISTRATION Lettre de remerciement de la députée Catherine McKenna concernant 17. l’intervention de LCO à la suite de la consultation « Parlons logement 127 RÉUNION DU CONSEIL D’ADMINISTRATION Le 18 mai 2017, à 16 h 30 39, promenade Auriga, salle de conférence de LCO 18 h 18. Le point du président 18 h 05 19. Rapport du PDG 18 h 10 20. Questions du conseil 18 h 15 21. Motion d’ajournement Prochaine réunion : Le 22 juin 2017, à 16 h 30, au 39, promenade Auriga, siège social de LCO RÉPONSES AUX QUESTIONS ANTÉRIEURES DU CONSEIL Date Question Auteur Suivi OTTAWA COMMUNITY HOUSING CORPORATION BOARD OF DIRECTORS MEETING PUBLIC MINUTES 39 Auriga Drive, Date: Thursday, March 23, 2017 OCH Board Room Meeting Start Time: 4:30 p.m. Directors: Councillor Mathieu Fleury, Chair; Ms. Cathy Jordan, Corporate Secretary; Ms. Monika Ferenczy, Director; Councillor Catherine McKenney, Director; Ms. Carole Ladouceur, Director (Tenant); Ms. Ferenaz Raheem, Director; Ms. Nicole St- Louis, Director; Mr. Dan Doré, Director; Mr. Claude Lloyd, Director Regrets: Councillor Jody Mitic, Director; Mr. Ben Sorensen, Director; Councillor Mark Taylor, Director; Mayor Jim Watson OCH Staff: Mr. Stéphane Giguère, Chief Executive Officer; Mr. Guy Arseneau, VP, Tenant Services; Ms. Shaun Simms, Director of Operations, Bank Office; Ms. Christiane Hallé, Director of Operations, Murray Office; Ms. Denise Dupuy, Director of Operations, Chapel Office; Ms. Melissa Salvatore, Director, Human Resources; Mr. Alain Cadieux, Director, Support Services; Mr. Cliff Youdale, VP, Asset Management; Mr. Barron Meyerhoffer, Director, Planning and Engineering; Ms. Diana Carr, Director, Project Implementation; Mr. Jean Dostaler, Director, Asset Management Operations; Mr. Rob MacNeil, Senior Manager, Realty Initiatives; Mr. Rob Clark, Building Systems Coordinator; Mr. Michael Ranger, Project Manager; Mr. Brian Gilligan, VP, Community Development; Mr. Nathan Hoedeman, Director, Community Safety Services; Ms. Patricia Tessier, VP, Organizational Effectiveness; Mr. Bob Huard, Director, Information Management and Information Technology (IM/IT); Mr. Jonathan Ede, Manager, IM/IT; Mr. Brent Schwieg, Director, Performance & Quality; Ms. Kelly Hastings, Policy & Program Officer; Ms. Melany Chretien, Manager, Corporate Communications; Ms. Niki Kerimova, Media Relations and Events Coordinator; Mr. Derek Chaume, Business Analyst; Ms. Nathalie Fauvel, VP, Finance, and Chief Financial Officer; Mr. Ven Giannantonio, Director, Finance; Ms. Wendy McColgan, Manager, Executive Operations; Mr. Marc Petit, Executive Assistant; Ms. Annette Jensen, Executive Assistant Guests: Tenants: 0 1. Welcome and Call to Order Councillor Fleury welcomed Ms. Ferenaz Raheem, new Board member and member of the Client Services Committee. He called the meeting to order. 2. Conflict of Interest Declarations 5 Councillor Fleury discussed guidelines for conflicts of interest and there were no conflict of interest declarations based on the agenda items being presented. DELEGATIONS 3. Ishbel Solvason, The Social Housing Registry of Ottawa (The Registry) Ms. Solvason provided an overview of the services that the Registry provides to all applicants for subsidized housing within the City of Ottawa. She discussed the priority categories that are assigned to each application, and the continuing need for affordable housing in Ottawa. Councillor Fleury thanked Ms. Solvason for her presentation. Councillor McKenney joined the meeting at 4:45 p.m. 4. Case Study on Window and Balcony Door Repairs at 721 Chapel Crescent Mr. Ranger discussed a capital works project for windows and balcony doors that was completed at 721 Chapel Street. Existing windows and doors were repaired rather than replaced, and air leakage was reduced by 50 to 70% in all cases. The project also optimized innovative 3D printing, reduced and eliminated waste being sent to landfill, and proved financially beneficial. Councillor Fleury stated that he was pleased to hear about this innovative approach. 5. Approval of Agenda Moved by: Ms. St-Louis Seconded by: Ms. Ladouceur That the agenda be approved with the following amendment: That Item 21, Declaration on Statutory Remittances, be removed from the bulk consent agenda and presented for discussion. Carried 6. Tenant Advisory Group (TAG) Verbal Report (Carole Ladouceur) Carole Ladouceur presented the following report: The Tenant Advisory Group met on March 21. While reviewing the Board package, members inquired about methods that are used by the Asset Management department to assess and prioritize capital repair projects. An Asset Management representative will be asked to attend the next TAG meeting in May. Brian Gilligan, the Vice President of Community Development, gave an update on the 6 work of the Community Development Department and Community Safety Services. The new one telephone number was discussed. Several TAG members complimented the initiative, though there will be a transition period for all tenants to become comfortable with the change. Gail Henri from Corporate Communications gave an update on the OC Transpo new low- income bus pass called EquiPass. There was a suggestion that OC Transpo staff make themselves available at tenant events to promote this initiative. The next quarterly newsletter will feature a story on this. Ms. Henri also spoke on a follow-up article about how OCH responded to the 2015 Tenant Satisfaction Survey results and implemented several key changes. A TAG member discussed the impact of the closure of the Ramsey Office on tenants in the West End of Ottawa. The 2017 Tenant Retreat will be held on Saturday, April 22 at Clementine Towers (1455 Clementine) in the lounge. The meeting ended with a discussion on how to get more tenants involved in TAG and District Based Committees. There were a range of opinions on this. Reducing the level of formality was a suggestion from many participants. The next Tenant Advisory Group meeting will be held on Tuesday May 16, 2017. FOR APPROVAL 7. Approval of the Minutes of the January 19, 2017 Board Meeting Moved by: Mr. Lloyd Seconded by: Councillor Fleury That the minutes of the January 19, 2017 Board of Directors meeting be approved. Carried Business Arising from the Minutes There was no business arising from the minutes. 8. OCHC-018/17 – Terms of Reference – Corporate Performance and Client Services Committees Moved by: Ms. Jordan Seconded by: Ms. Ferenczy That the Board of Directors approve the Terms of Reference for the Client Services Committee and the Corporate Performance Committee, as identified in this report. Carried 7 9. OCHC-019/17 – OCH Portfolio Renewal Land Acquisition and Development Guiding Principles Board Directive to Staff: The Board agreed with Ms.
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