OTTAWA COMMUNITY HOUSING CORPORATION BOARD OF DIRECTORS MEETING Office of the Corporation Thursday, June 10, 2010 39 Auriga Drive Meeting Start Time: 7:00 p.m. Ottawa, Ontario Directors: Councillor Diane Holmes, Chair; Mr. Denis Chartrand, Vice-Chair; Mr. Shaun Baron, Treasurer; Councillor Christine Leadman, Corporate Secretary; Councillor Alex Cullen, Director; Councillor Peggy Feltmate, Director; Ms. Linda Hoad, Director; Ms. Sarah Kambites, Director; Ms. Johanne Lacombe, Director; Ms. Sandra Pilote, Director; and Mayor Larry O Brien, Ex-Officio 1. Call to order and introduction 2. Conflict of Interest Declarations 3. Approval of Agenda 4. Approval of Minutes AGENDA EN FRANÇAIS AU VERSO Page 4.1 Approval of minutes of May 4, 2010 Board Meeting...005 4.2 Business arising from the minutes 5. Delegation Agenda Items 5.1 Tenant Advisory Group Verbal Report 5.2 Tenant Advisory Group minutes of April 6, 2010 meeting (For information)...013 6. Delegation Non-Agenda Items 7. For Approval 7.1 Report OCHC-051/10 Information Technology (IT) Strategy (Presentation by Deloitte Inc.,to be Distributed Separately)...017 8. For Information 8.1 Report OCHC-053/10 Long Range Financial Forecast (Staff Presentation to be Distributed Separately)031 8.2 Report OCHC-054/10 Briefing Note: The Availability and Allocation of Rent Geared to Income (RGI) Subsidies (Staff Presentation)...033 8.3 Report OCHC-055/10 2010 CEO Performance Objectives-Mid-Year Status Report (Staff Presentation) 049 8.4 Report OCHC-056/10 2010 Organizational Renewal Workplan Mid-Year Status Report (Staff Presentation)...071 8.5 Report OCHC-057/10 OCH - Hydro (Energy Ottawa) Partnership...091 8.6 Report OCHC-058/10 2010 Capital Works Program Status Report...093 8.7 Report OCHC-059/10 2010-2011 Capital Works Program Strategy...097 8.8 Report OCHC-060/10 Project Implementation - Process Review (Staff Presentation)...101 8.9 Report OCHC-061/10 Elevator Maintenance and Repair Program...111
8.10 Report OCHC-062/10 Financial Accountability and Performance Monitoring Report Period Ending March 31, 2010...115 8.11 Report OCHC-063/10 2010 Large Housing Provider Forum Conference Summary...133 8.12 Minutes of the Finance and Audit Committee meeting of April 1, 2010...141 8.13 Minutes of the Corporate Affairs Committee meeting of February 25, 2010...145 8.14 Minutes of the Asset Management Committee meeting of March 29, 2010...151 9. Chief Executive Officer s Update 10. Chair s Update 11. Inquiries from the Board 12. Adjournment
LOGEMENT COMMUNAUTAIRE D OTTAWA RÉUNION DU CONSEIL D ADMINISTRATION 39, promenade Auriga Jeudi 10 juin 2010 Ottawa (Ontario) Début de la réunion : 19 heures Membres : Conseillère Diane Holmes, présidente; M. Denis Chartrand, vice-président; son honneur le maire Larry O Brien, membre d office; M. Shaun Baron, Trésorier; Conseillère Christine Leadman, Secrétaire; Conseiller Alex Cullen, membre; Conseillère Peggy Feltmate, membre; Mme Linda Hoad, membre; Mme. Sarah Kambites, membre; Mme Sandra Pilote, membre; Mme Johanne Lacombe, membre 1. Ouverture de la réunion 2. Déclarations de conflits d intérêts 3. Adoption de l ordre du jour ORDRE DU JOUR Page 4. Adoption du procès-verbal de la dernière réunion 4.1 Procès-verbal de la réunion régulière du 4 mai 2010 du conseil d administration...005 4.2 Questions découlant du procès-verbal 5. Délégation Articles inscrits à l ordre du jour 5.1 Groupe consultatif des locataires Rapport verbal 5.2 Procès-verbal de la réunion du 6 avril 2010 du Groupe consultatif des locataires (Pour information)...013 6. Délégation Articles non inscrits à l ordre du jour 7. Pour approbation 7.1 Rapport OCHC-051/10 Technologie d information (TI) (Présentation de Deloitte Inc., distribuée séparément)...017 8. Pour information 8.1 Report OCHC-053/10 Prévisions financières à long terme (Présentation du personnel à distribuer séparément)...031 8.2 Report OCHC-054/10 Note d information : Disponibilité et allocation de subventions de loyer axé sur le revenu (LAR) (Présentation du personnel)...033 8.3 Report OCHC-055/10 Objectifs de rendement de la CD de LCO Rapport d étape semestriel (Présentation du personnel)...049 8.4 Report OCHC-056/10 Plan de travail sur le renouvellement organisationnel de 2010 Rapport d étape semestriel (Présentation du personnel)...071 8.5 Report OCHC-057/10 Partenariat LCO - Hydro (Énergie Ottawa)...091 8.6 Report OCHC-058/10 Programme des grands travaux d immobilisations de 2010 Rapport d étape...093 8.7 Report OCHC-059/10 Stratégie du Programme des grands projets d immobilisations de 2010-2011..097
8.8 Report OCHC-060/10 Mise en œuvre de projets - Examen du processus (Présentation du personnel).101 8.9 Report OCHC-061/10 Programme d entretien et de réparations des ascenseurs...111 8.10 Report OCHC-062/10 Rapport de suivi de la responsabilité financière et du rendement Période finissant le 31 mars 2010...115 8.11 Report OCHC-063/10 Forum de 2010 des grands fournisseurs de logements Sommaire...133 8.12 Procès-verbal de la réunion du 1 er avril 2010 du Comité des Finances et de la vérification...141 8.13 Procès-verbal de la réunion du Comité des affaires administratives du 25 février 2010...145 8.14 Procès-verbal de la réunion du Comité de gestion des actifs du 29 mars 2010...151 9. Rapport de la cheffe de la direction 10. Rapport de la présidente 11. Demandes de renseignements des membres du conseil d administration 12. Levée de la réunion
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Attachment 1 Ottawa Community Housing Corporation CEO Mid-Year Status Report 2010 BUILDING & MAINTAINING ADEQUATE, APPROPRIATE HOUSING STOCK June 10, 2010 Objectives Outcomes Status 1. Asset Management & Portfolio Renewal Development of a long-range portfolio management strategy Implementation of the 2010 Capital Works program Development of an energy management plan 2010 Financing plan in place Enhanced asset management practices through business process review, redesign and application of standards Implemented 2010 Capital Works Program Approved 5 year Capital Plan (2010-2014) Energy Management Plan in place Process defined for unit inspections and implemented pilot initiatives OCH standards of construction being implemented ENSURING SAFETY AND SECURITY Long Term Financial Plan well underway Project Management process review completed -training underway 2010 Capital Works program delivery well underway (maximizing SHRP funding) Capital financial tracking system developed and deployed Review of 5 year Capital requirements in progress Energy and Sustainability officer recruited Hydro (Energy Ottawa) partnership agreement being developed Unit Inspections Pilot program approved by the Board and launched OCH standards of construction being reviewed and implemented Objectives Outcomes Status 2. Emergency Preparedness Plan Development and implementation of an Emergency Preparedness Plan Comprehensive plan in place to ensure business continuity for essential service areas during a time of crisis Review of compliance with relevant legislation Protocols and communication plan for staff and tenants are implemented Plan is fully implemented across the organization through a comprehensive training initiative Comprehensive Emergency Management Plan in final stages completion in June Review of compliance with relevant legislation completed Protocols defined and training and communication plan developed OCH in process of joining the Emergency Response Team at the City of Ottawa Senior staff meeting with Medical Officer of Health about Pandemic Planning 51
3. Community Safety Services Refinement of the OCH vision of community safety Ottawa Community Housing Corporation CEO Mid-Year Status Report 2010 Integrated community safety services Effective community safety partnerships Re-definition of community safety service delivery to optimize approach and resources June 10, 2010 New Manager, Community Safety Services recruited Increased integration of community safety services underway with Tenant Services and Community Development improved coordination of service Community Safety Steering Committee workplan finalized and Terms of Reference being finalized FOSTERING TENANT ENGAGEMENT & COMMITMENT Objectives Outcomes Status 4. Healthy Communities Refinement of HCI community development model for OCH Communities Coordination with the City of Ottawa s Community Development Framework Enhanced capacity for staff, tenants & partners to address community issues Completion of evaluation framework Healthy Communities framework, (i.e. HCI model) expanded to additional OCH Communities Coordinated approach with the City of Ottawa s Community Development Framework Evaluation framework being developed HCI launched, operated, or renewed in Russell Gardens, Lepage Manor, McAuley Place, MacDonald Manor, and 1455 Heatherington; being considered in 3 additional communities CDFs launched in partnership at Caldwell, Rochester Heights, and 255 Donald NCLB continued in multiple communities in South District 52
Ottawa Community Housing Corporation CEO Mid-Year Status Report 2010 5. Tenant Engagement Completion of a Social Enterprise Strategic Plan Tenant Engagement Plan (Youth, Seniors, Immigrants) Tenant Engagement Campaign sustainable funding Developed Social Enterprise Strategic Plan and annual workplan implemented Segmented engagement strategies developed (youth, seniors, immigrants) Enhanced tools implemented that foster tenant capacity Tenant engagement plan implemented related to sustainable funding June 10, 2010 Social enterprise plan being developed for presentation in the Fall Piloting low literacy no literacy garbage disposal communication tools In preparation for the development of youth, New Canadians, and seniors strategies, staff has met with a number of programming and advocacy stakeholders Working with OCH staff on how to better communicate to tenants; standardized tenant presentations now being developed Linguistic profile of tenants captured through ongoing annual review process Targeted and comprehensive communication strategy re: Asbestos Management Program (web, letter, brochure) Improved tenant newsletter launched Tenant Advisory Group Retreat held in May 53
Ottawa Community Housing Corporation CEO Mid-Year Status Report 2010 June 10, 2010 NURTURING COMMUNITY PARTNERSHIPS Objectives Outcomes Status 6. Community Partnership Framework Completion of a Community Partnership Framework Development of a Volunteer Engagement Program Developed Community Partnership Framework and annual workplan implemented Completed consultation with key stakeholders Volunteer Engagement Program launched Consultation underway with key partners through the Supports for Social Housing (SSH) initiative Volunteer Engagement Program Advisory Committee formed plan being developed Process initiated to renew several longterm partnerships, as a first step to developing an overall partnership framework Reviewing participation in a range of programming and advocacy networks ENHANCING ORGANIZATIONAL CAPACITY AND EFFECTIVENESS Objectives Outcomes Status 7. OCH Strategic Plan (2008 2011) Continued review and implementation of all strategic initiatives Ongoing progress on all strategic initiatives Enhanced tenant consultation practices applied in all business areas Ongoing Senior Management and Board consultation Strategic initiatives progressing in all areas Increased tenant consultation practices and review of further opportunities underway Ongoing consultation taking place on specific initiatives and strategies through Board Committees 54
Ottawa Community Housing Corporation CEO Mid-Year Status Report 2010 8. Organizational Development Framework Implementation of Phase II with accompanying Human Resources Plan Implementation of year two workplan Increased leadership capacity and effectiveness Implemented Phase II of Organizational Renewal Implemented 2010 Human Resources Plan Implemented 2010 Communications workplan Leadership development program defined and a workplan developed An enhanced performance management framework in place 9. Information & Technology Strategy Completion of IT Strategic Plan Alignment of business practices and IT solutions Completed IT strategic plan and funding plan Implemented year one strategies 10. Financial Strategy Development of a long term financial plan to ensure the financial health of the organization in order to build a business case for sustainable funding Assessment of OCH financial assets Research and access available sources of funding Developed plans to leverage the value of OCH assets Developed multi-year financial priorities and plans June 10, 2010 Mid-Year status of Phase II of Organizational Renewal presented to the Board 2010 Human Resources Plan well underway 2010 Communications Workplan on target Leadership development program being developed, two sessions held so far Enhanced performance management framework being developed IT Strategy presented to Board in June IT Steering Committee being created Review of proposed implementation plan clarifying priorities and timelines Records Management project team established; purging of documents; scanning of materials; inventory of requirements Improvement to financial reports and financial metrics developed with Price Waterhouse Coopers Roll out and training on blackberries complete Assessment of OCH financial assets well underway Long Range Financial Planning Committee established in collaboration with the City of Ottawa s Housing Branch Consultant engaged and model developed 30 year forecast of financial requirements developed by May 31 st 55
Ottawa Community Housing Corporation CEO Mid-Year Status Report 2010 11. Customer Service Delivery Review and develop a holistic approach to service delivery to ensure consistency, maximize resources and improve tenant satisfaction Identification and redesign of key business processes aligned with operational priorities Increased integration of services resulting in improved tenant satisfaction Community management plan implementation of year 1 strategies June 10, 2010 Redesign of key business processes completed through project teams Customer Service Protocol project well underway Maintenance scheduling project nearing completion Community Management Plan being developed 56
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