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BOARD of DIRECTORS MEETING March 23, 2017 4:30 P.M

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BOARD of DIRECTORS MEETING March 23, 2017 4:30 P.M BOARD OF DIRECTORS MEETING March 23, 2017 4:30 p.m. - 6:30 p.m. 39 Auriga Drive, OCH Board Room AGENDA 4:30 p.m. 1. Welcome and Call to Order 4:33 p.m. 2. Conflict of Interest Declarations DELEGATIONS 4:35 p.m. 3. Ishbel Solvason, The Registry (Presentation:Ishbel Solvason) 4:45 p.m. 4. Case Study on Windows and Balcony Door Repairs at 721 Chapel Crescent (Presentation: Michael Ranger) 006 4:50 p.m. 5. Approval of Agenda 4:55 p.m. 6. Tenant Advisory Group Verbal Report (Carole Ladouceur) FOR APPROVAL 5:00 p.m. 7. Approval of the minutes - January 19, 2017 018 5:02 p.m. 8. OCHC-018/17 Terms of Reference - Corporate Performance and Client 030 Services Committees (Approval of Motion) 5:04 p.m. 9. OCHC-019/17 OCH Portfolio Renewal Land Acquisition and Development 037 Guiding Principles (Approval of Motion) 5:06 p.m. 10. OCHC-020/17 Use of Digital Networks and Devices Policy (Approval of Motion) 041 5:08 p.m. 11. OCHC-021/17 Integrity Policy (Approval of Motion) 050 FOR INFORMATION AND DISCUSSION 5:10 p.m. 12. OCHC-022/17 Financial Accountability and Performance Monitoring - December 31, 2016 (Presentation:Ven Giannantonio) 060 5:25 p.m. 13. Board Decision-Making Avoiding Group Think Session Verbal Update (Monika Ferenczy) 5:35 p.m. 14. OCH Connect Verbal Update (Patricia Tessier) 5:40 p.m. 15. OCHC-023/17 Corporate Communications Year-End Report (Melany Chretien) 06 8 5:50 p.m. 16. OCHC-024/17 Prioritization Tool (Patricia Tessier) 089 6:00 p.m. 17. OCHC-025/17 Governance and Policy Development (Kelly Hastings) 102 BULK CONSENT 18. OCHC-026/17 Tenant Services Performance Report 113 19. OCHC-027/17 Capital Investment Update - December 31, 2016 128 20. OCHC-028/17 Governance Effectiveness Action Plan 132 21. OCHC-029/17 Declaration on Statutory Remittances 146 22. OCHC-030/17 CEO Operational Report 150 BOARD OF DIRECTORS MEETING March 23, 2017 4:30 p.m. - 6:30 p.m. 39 Auriga Drive, OCH Board Room BOARD COMMUNICATION DOCUMENTS Letter from MPP Glenn Thibeault, Ontario Minister of Energy 155 CRTC Thank You Letter to National Capital Freenet 156 National Housing Collaborative - Open Letter to PM Trudeau 157 OCHC Ontario Budget Consultation Submission 158 Thank you letter from MPP Chris Ballard, Minister of Housing, on OCH National Housing Strategy submission 163 RESPONSE TO BOARD INQUIRIES Memorandum regarding Board Policy 164 6:10 p.m. 23. Chair's Verbal Update 6:15 p.m. 24. CEO's Report 6:20 p.m. 25. Inquiries from the Board 6:25 p.m. 26. Motion to Adjourn Next meeting – May 18, 2017 at 4:30 p.m. 39 Auriga Drive, OCH Head Office RESPONSES TO PREVIOUS BOARD INQUIRIES Date Item Status Requester Jan-19 Councillor Fleury requested that staff look into A memo on current Councillor OCH practices to see if Board meetings could Board Policy is attached Fleury be open to City Councillors who wish to under Response to discuss agenda items that are of interest to Board Inquiries (page them. Staff will report back to the Board on 164). this subject. RÉUNION DU CONSEIL D’ADMINISTRATION 23 mars 2017, de 16 h 30 à 18 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 33 2. Déclarations de conflits d’intérêts DÉLÉGATIONS 16 h 35 3. Ishbel Solvason, le Centre d’enregistrement (Présentation : Ishbel Solvason) 16 h 45 4. Étude de cas sur les réparations aux portes des balcons et aux fenêtres au 721, croissant Chapel (Présentation : Michael Ranger) 006 16 h 50 5. Approbation de l’ordre du jour 16 h 55 6. Rapport verbal du Groupe consultatif des locataires (Carole Ladouceur) POUR APPROBATION 17 h 7. Approbation du procès-verbal de la réunion du 19 janvier 2017 008 17 h 02 8. OCHC -018/17 Mandat - Comités sur le rendement de l’organisation et les services aux clients (Approbation de la motion) 030 17 h 04 9. OCHC-019/17 Principes directeurs sur l’acquisition et le développement des terrains pour le renouvellement du portefeuille de LCO 037 (Approbation de la motion) 17 h 06 10. OCHC-020/17 Politique sur l’utilisation d’appareils et de réseaux numériques 041 (Approbation de la motion) 17 h 08 11. OCHC-021/17 Politique d’intégrité 050 POUR INFORMATION ET DISCUSSION 17 h 10 12. OCHC-022/17 Responsabilité financière et suivi du rendement - 31 décembre 2016 (Présentation : Ven Giannantonio) 060 17 h 25 13. Mise à jour de vive voix sur la séance de réflexion de groupe sur la prise de décisions par le conseil (Monika Ferenczy) 17 h 35 14. Mise à jour de vive voix sur l’initiative Connexion de LCO (Patricia Tessier) 17 h 40 15. OCHC-023/17 Rapport de fin d’exercice sur les communications organisationnelles (Melany Chretien) 068 17 h 50 16. OCHC-024/17 Outil de priorisation (Patricia Tessier) 089 18 h 00 17. OCHC-025/17 Élaboration des politiques et de la gouvernance (Kelly Hastings) 102 RÉUNION DU CONSEIL D’ADMINISTRATION 23 mars 2017, de 16 h 30 à 18 h 30 39, promenade Auriga, salle de conférence de LCO APPROBATION EN BLOC 18. OCHC-026/17 Rapport sur le rendement des Services aux locataires 113 19. OCHC-027/17 Mise à jour sur les investissements – 31 décembre 2016 128 20. OCHC-028/17 Plan d’action sur l’efficacité de la gouvernance 132 21. OCHC-029/17 Déclaration des remises législatives 146 22. Rapport du PDG sur les activités 150 OCHC-030/17 DOCUMENTS DE COMMUNICATION DU CONSEIL D’ADMINISTRATION Lettre du député Glenn Thibeault, ministre ontarien de l’Énergie 155 Lettre de remerciement du CRTC à Libertel de la Capitale nationale 156 Collectif pancanadien pour le logement - Lettre ouverte au premier ministre Justin Trudeau 157 Présentation de la SLCO dans le cadre des consultations budgétaires de l’Ontario 158 Lettre de remerciement du député ontarien Chris Ballard, ministre du Logement, au sujet de la présentation de LCO sur la Stratégie nationale sur le logement 163 RÉPONSES AUX QUESTIONS DU CONSEIL Mémorandum concernant la politique du conseil 164 18 h 10 23. Le point du président 18 h 15 24. Rapport du PDG 18 h 20 25. Questions du conseil 18 h 25 26. Motion d’ajournement Prochaine réunion – le 18 mai 2017 à 16 h 30, 39, promenade Auriga, siège social de LCO RÉPONSES AUX QUESTIONS ANTÉRIEURES DU CONSEIL Date Sujet Status Auteur 19 janv. Le conseiller Mathieu Fleury a demandé Une note reflétant la Conseiller que le personnel examine les pratiques de politique actuelle a été Mathieu Fleury LCO pour vérifier si les réunions du envoyée aux membres du conseil d’administration pourraient être conseil. ouvertes aux conseillers municipaux qui RÉUNION DU CONSEIL D’ADMINISTRATION 23 mars 2017, de 16 h 30 à 18 h 30 39, promenade Auriga, salle de conférence de LCO désirent discuter de points à l’ordre du jour d’intérêt pour eux. Le personnel fera rapport au conseil à ce sujet. Delegation Item 4 CASE STUDY: 721 Chapel Crescent Windows and Balcony Door Repairs TO: BOARD OF DIRECTORS MEETING DATE: March 23, 2017 FROM: Michael Ranger Project Manager, Project Implementation – Asset Management PURPOSE: To showcase an alternative approach to addressing aging windows FOR INFORMATION and doors, by repairing instead of replacing STRATEGIC Innovate to meet housing and financial needs OBJECTIVE: Deliver quality services to every tenant, every home NEXT STEPS: Implement similar approach for other buildings 6 PROPERTY: 721 CHAPEL CRESCENT Building Age: 1993 # windows: 207 # balcony doors: 81 7 PROJECT HISTORY • WINDOW AND BALCONY DOOR PROBLEMS • Cold drafts (air leakage) • Rattling and whistling • Broken hardware/screens • Condensation (wet or frosted windows) 8 PROJECT TIMELINE • Spring 2016 - windows and doors inspected by OCH window specialists • Summer/fall 2016 - Engineering study commissioned, including trial repairs and testing, to determine course of action - ‘repair vs. replace’ • Fall 2016 - Final scope of work designed and tendered • Interior work is complete, exterior work to be completed in Spring 2017 9 - 3 - ENGINEERING STUDY: REPAIR VS REPLACE • Existing windows repaired and tested (before and after repairs) to Building Code and CSA Standards • Test results: existing windows/doors failed to meet current Building Code and CSA standards, while repaired windows/doors met and (in most cases) exceeded Building Code and CSA Standards • Engineer recommends repairs because: ‒ Less costly (more $ available for other projects) ‒ Less disruptive (no holes in wall + less noise and dust) ‒ Environmentally friendly (metal still good!) ‒ Equivalent performance to new windows! Air leakage reduced by 50 to 70% in all cases! 10 ENGINEERING STUDY: AIR AND WATER LEAKAGE TESTING 11 - 5 - SCOPE OF WORK • Window Repairs • Temporarily remove window sashes (panes) and replace all weatherstripping • Renew framing joint seals • Replace broken or missing hardware • Improve drainage • Door Repairs • Replace existing door sweep, weatherstripping and framing joint seals • Renew seals around window insert • Exterior Sealant (caulking) Replacement • Remove and replace sealant around windows • Testing – select apartments only – per Engineer • Air and water leakage testing to CSA Standards at mock-up and partway through repair program • Smoke testing to visually check12 quality of work SCOPE OF WORK: WINDOW REPAIRS 13 - 7 - SCOPE OF WORK: BALCONY DOOR REPAIRS 14 - 8 - QUALITY CONTROL TESTING - SMOKE . Use of door fan to create pressure difference . Use of smoke puffer to check for problems with repairs . Faster than full air and water leakage test to CSA Standards, but not quite as indicative or reliable – more visual .
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