BUILDING INVESTMENT, FINANCE AND AUDIT COMMITTEE … · 2016-12-08 · Building Investment, Finance...

TORONTO COMMUNITY HOUSING CORPORATION

BUILDING INVESTMENT, FINANCE AND AUDIT COMMITTEE

AGENDA

PUBLIC SESSION

9:00a.m. – 10:30 a.m.

Date: December 12, 2016 Time: 8:00 a.m. – 10:30 a.m. Location: Ground Floor Boardroom 931 Yonge Street

Toronto, Ontario M4W 2H2

Item Description Action Pre-read Presenter

1. Chair’s Remarks Information Verbal Report 5 minutes

Chair

2. Consent agenda Chair

a) Approval of Public Meeting Agenda

Approval Agenda

b) Chair’s Poll re: Conflict of Interest

Declaration Agenda and Conflict of

Interest Policy

c) Confirmation of the public meeting minutes of November 17, 2016

Approval Minutes

d) Business Arising from the Public Meeting Minutes and Action Items Update

Information Action Item List

e) Stand-Alone Properties Update (Supplemental Report)

Information BIFAC:2016-

165

Senior Manager, Business

Development

PUBLIC AGENDA | BIFAC | December 12, 2016 of 2

Item Description Action Pre-read Presenter

f) Update on In-progress Audit Recommendations

Information BIFAC:2016-166

Senior Director,

Procurement / CFO (Interim)

3. Notice of Closure of Units Policy

Approval BIFAC:2016-

150 15 minutes

General Counsel and

Corporate Secretary

4. Reports from Development

Vice President,

Development

a) Leslie Nymark: Transfer of Lands to TRCA Approval

BIFAC:2016-156

15 minutes

b) Lawrence Heights: Transfer of Development Block for Market Condominiums for Phase 1b

Approval BIFAC:C2016-

157 10 minutes

5. Internal Audit Reports 15 minutes

Chief Internal Auditor

a) Review of Board, President and CEO, and Employee Expenses Q3 2016

Information BIFAC:2016-

144

b) Internal Audit Work Plan Update Information BIFAC:2016-

159

c) Internal Audit 2017 Work Plan Approval BIFAC:2016-

158

6. 2017 BIFAC Work Plan

Approval BIFAC:2016-

167

15 minutes

General Counsel & Corporate Secretary

TERMINATION

Public Meeting Minutes November 17, 2016

Building Investment, Finance and Audit Committee

Page 1 of 4

The Building Investment, Finance and Audit Committee (“BIFAC” or “Committee”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on November 17th, 2016 in the Main Floor Conference Room, 931 Yonge Street, Toronto, commencing at 8:36 a.m.

Committee Directors Present: Colin Lynch, Chair Councillor Ana Bailão, Vice Chair Vincent Gasparro Kevin Marshman (via teleconference) (arrived at 8:40)

Ex-officio Director in Attendance Norman “Bud” Purves

Other Director in Attendance: Catherine Wilkinson

Management Present:

Leslie Gash, Acting Vice President, Development Ismail Ibrahim, Director of Compliance and Legal Counsel Mark Johnson, General Counsel and Corporate Secretary Sylvia Kobal, Senior Director, Procurement Graham Leah, Vice President, Asset Management Rose-Ann Lee, Acting Chief Financial Officer and Treasurer Ted Millward, Legal Counsel, Corporate Sheila Penny, Vice President, Facilities Management Greg Spearn, Interim President and Chief Executive Officer/ Chief Development Officer Wayne Tuck, Chief Operating Officer (Interim) Michael Vear, Chief Internal Auditor

A quorum being present, the Chair called the meeting to order and Mr. Steven Iserhoff served as recording secretary.

Building Investment, Finance and Audit Committee Public Meeting Minutes November 17, 2016

Page 2 of 4

ITEM 1 CHAIR’S REMARKS No remarks were made by Chair at this time.

ITEM 2 CONSENT AGENDA

Motion carried ON MOTION DULY MADE by Mr. Marshman, seconded by Mr. Gasparro and carried, the BIFAC unanimously approved Consent Agenda Items 2A, 2C and 2D as presented.

ITEM 2B DECLARATION OF CONFLICT OF INTEREST The Chair requested members of the BIFAC to indicate any agenda item in which they had a conflict of interest, together with the nature of the conflict. None were declared .

ITEM 2E STAND ALON E PROPERTIES UPDATE BIFAC:2016-

152

The BIFAC had before it the above-captioned report (BIFAC:2016-152) Regarding the chart on page 3 of the report the Committee asked why TCHC is incurring overhead costs on the vacant units. The Committee commented that vacant units would not alter overhead costs. Management indicated they will provide a breakdown and description of the figure for “Estimated Vacancy Loss”. The Committee discussed the report in light of the opportunity cost of these units having been closed and requested that Management report back with a determination of the total costs of these closed units, including the opportunity costs. The Committee discussed when Management should notify the Board of unit closures. The Committee noted that the Board does not require notification of all unit closures but agreed a policy is required for those circumstances when the Board does need to be notified. It was requested that Management bring a draft policy to the next Committee meeting.


Page 3 of 4

ITEM 3A INTERNAL AUDIT REPOR T: 2017 INTERNAL

AUDIT BUDGET BIFAC:2016-151

The BIFAC had before it the above-captioned report (BIFAC:2016-151) Clive Williams deputed the item. The Committee discussed the employee salary increases reflected in the budget and Management noted the increase of 2.6% was typical of past increases for the Internal Audit department.

ACTION ITEMS

1. For the three properties in the report that were vacant provide a brief public report for the next meeting that includes the following information:

• a calculation of the opportunity cost of the units having been

left vacant;

• details on the 40% of gross rents as operating expenses and overhead costs factored into the estimated vacancy loss calculation;

• Consideration of whether the annual budgeted amount for the

repair of single family homes is sufficient.

2. Bring a draft policy for consideration that addresses when to notify the board that units will be closed. The draft policy should address when to provide notification for closing individual units and multiple units.

3. Bring a report in 2017 on units in the portfolio that are closed

that includes a fixed cost and opportunity cost calculation.

Motion carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Mr. Purves and carried, the BIFAC unanimously received the report for information.


Page 4 of 4

ACTION ITEMS The BIFAC requested that Management report to the GCHRCC at its next meeting on the number of employees retiring before the end of November to avoid upcoming changes to the pension benefit plan.

Motion Carried

ON MOTION DULY MADE by Mr. Gasparro seconded by Councillor Bailão and carried, the BIFAC unanimously received the report for information.

ITEM 3B STATUS UPDATE ON AUD IT

RECOMMENDATIONS FROM INTERNAL AUDIT REPORTS

BIFAC:2016-153

The BIFAC had before it the above-captioned report (BIFAC:2016-153) The Committee noted there are a number of recommendations listed as in progress, and asked if Management could provide a status report at the next meeting on when the recommendations will be implemented. Management noted this. ACTION ITEMS Provide general status update on target dates for the 10 in-progress recommendations at next BIFAC meeting.

Motion Carried

ON MOTION DULY MADE by Mr. Gasparro, seconded by Councillor Bailão and carried, the BIFAC unanimously received the report for information.

TERMINATION The BIFAC resolved to terminate the public meeting at 9:25 a.m.

__________________ Secretary Chair, Building Investment, Finance and Audit Committee

1

BIFAC- Report on Business Arising from the Public M eeting Minutes and Action Item List

# Report No. Description Status Target Date Assigned to 1. BIFAC:2016 -112

JULY 21ST, 2016

Stand -Alone Properties – Sales and Relocation Update Management to report back to the committee with the following information:

• The length of time the properties have been vacant.

• The lost revenue from the vacant units.

Report provided at the November 17th BIFAC meeting.

Completed. Manager, Business Development

2. BIFAC:2016 -130 SEPTEMBER 28, 2016 OCTOBER 19, 2016

Follow up Report on Access to TCHC Parking Facilities by Third-Party Service Providers Management provide the Committee with a report with information on the following:

• The strategy for parking rates for RGI tenants.

• The parking sticker program and potential improvements.

Management to review the parking policy and parking rates, and report back to the Committee. Report to include information on vacant parking spots.

Report provided at the October 19th meeting.

Completed.

TBD 2017

Manager, Business Development Manager, Business Development

3. BIFAC:2016 -152 NOVEMBER 17, 2016

Stand -Alone Properties – Sales and Relocation Update.

1. For the three properties in the report that were vacant provide a brief public report for the next meeting that includes the

Draft Policy on the agenda for the Dec 12 meeting.

Dec 12, 2017

General Counsel & Corporate Secretary

2

# Report No. Description Status Target Date Assigned to following information:

• a calculation of the opportunity cost of the

units having been left vacant;

• details on the 40% of gross rents as operating expenses and overhead costs factored into the estimated vacancy loss calculation; and

• Consideration of whether the annual

budgeted amount for the repair of single family homes is sufficient.

2. Bring a draft policy for consideration that

addresses when to notify the board that units will be closed. The draft policy should address when to provide notification for closing individual units and multiple units

3. Bring a report in 2017 on units in the

portfolio that are closed that includes a fixed cost and opportunity cost calculation.

Report on the agenda for the Dec 12 meeting.

Dec 12, 2017

Q1, 2017

Manager, Business Development VP, Facilities Management/ VP, Asset Management

4.

BIFAC:2016-152 NOVEMBER 17, 2016

Status Update on Audit Recommendations from Internal Audit Review Management to provide a general update on target dates for the 10 in-progress recommendations at the next BIFAC meeting.

Report included on the Dec 12 BIFAC Agenda.

Dec 12, 2016

Chief Internal Auditor

3

# Report No. Description Status Target Date Assigned to

5. OTHER BUSINESS NOVEMBER 17, 2016

The BIFAC requested that Management report to the GCHRCC at its next meeting on the number of employees retiring before the end of the November to avoid upcoming changes to the pension benefit plan.

Information included in the Human Resources Update report on the GCHRCC Agenda for December 6th.

Completed

VP, Human Resources

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Stand-alone Properties – Sales and Relocation Updat e (Supplemental Report) Item 2E December 12, 2016 Building Investment, Finance and Audit Committee Report: BIFAC:2016-165

To: Building Investment, Finance and Audit Committee (BIFAC)

From: President and Chief Executive Officer (Interim)

Date: November 29, 2016

PURPOSE: To provide the BIFAC with additional requested details following the November 17, 2016 meeting.

RECOMMENDATIONS:

It is recommended that the Committee receive this report for information purposes.

REASONS FOR RECOMMENDATIONS:

BIFAC Request

At the November 17, 2016 meeting, Management presented the BIFAC with a report related to the sales and relocation of tenants in the stand-alone houses approved for sale (BIFAC: 2016-152). The BIFAC received the report and requested the following additional details:

1) For the three properties that were previously vacant, a brief explanation of: • details on the 40% of gross rents as operating expenses and overhead

costs factored into the estimated vacancy loss calculation; and • calculation of the opportunity cost of the units having been left vacant.

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2) Consideration of whether the annual budgeted amount for the repairs of stand-

alone homes is sufficient.

Addressing the BIFAC Requests

1) Financial Details on Previously Vacant Properti es:

Breakdown of Hypothetic Operating Expenses (for vacant stand-alone houses)

In the November 17, 2016 report (BIFAC: 2016-152), 40% of potential gross rent was used for estimating operating expenses and in determining vacancy loss. The BIFAC requested a more in-depth review of this estimate plus details on the line by line expenses that were factored into the overall estimate. Based on the average cost for maintaining the stand-alone houses in the TCHC portfolio, a more specific estimate of 36% was derived for the vacant units and includes an allocation of wages for working on the houses portfolio, direct repairs and maintenance expense, utilities and an allocation for insurance, as outlined below:

Estimated Annualized Expenses (occupied

house)

Estimated Monthly

Expenses (occupied houses)

Estimated % of Expenses Applicable

During Vacancy Period

Estimated Potential Monthly

Expenses (vacant house)

Typical Expenses for Stand-alone Houses

Wages $1,300 $108 20% $22 Repairs & Maintenance $2,200 $183 50% $92 Utilities $2,100 $175 50% $88 Property taxes $2,400 $200 100% $200 Insurance $93 $8 100% $8 OU Office Allocation $315 $26 0% $0

Total $700 $410

Estimated Potential Expense/Month (vacant house) $410

Total # of Months Vacant (cumulative for 3 houses) 317

Total Estimated Potential Expense (vacant house) ($) $129,970

Total Potential Gross Revenue ($) $358,566

Total Estimated Potential Expense (vacant house) (%) 36%

Opportunity Cost

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When an estimated 40% of gross rent was used for operating expenses, the reported vacancy loss (lost net rent) was about $215,000. If an estimated 36% is applied, the vacancy loss becomes roughly $229,000.

In addition to vacancy loss, the BIFAC requested an estimate of the opportunity cost due to the units being left vacant. The opportunity cost is based on the difference between the two scenarios outlined below:

Scenario 1:

If the units were occupied, we would have earned revenue of about $358,566 less expenses of $221,900 (317 months x $700/month) for a net contribution of $136,666.

Scenario 2:

If the units were left vacant, we would have earned no revenues and incurred reduced expenses resulting in a net outflow of $129,970.

Opportunity Cost is therefore $266,636 (as shown be low):

Property Address

No. of Months Vacant

Previous Rent/Month

Total Potential

Gross Revenue

Estimated Expense

Vacant Unit ($410/unit)

Estimated Expense Occupied

Unit ($700/unit)

Estimated Opportunity

Cost

4 Sylvan Ave. (Upper Unit)

100 $955 $95,500 $41,000 $70,000 $66,500

6 Sylvan Ave. (Main Floor)

83 $906 $75,198 $34,030 $58,100 $51,128

112 Havelock St. 134 $1,402 $187,868 $54,940 $93,800 $149,008

Total 317 $3,263 $358,566 $129,970 $221,900 $266,63 6

2) Annual Budget for Stand-alone Properties The 2016 annual capital repair budget for approximately 800 stand-alone houses is set at $2 million and the current portfolio Facilities Condition Index (‘FCI’) is about 13%. However, due to the age of the houses and insufficient current levels of capital and maintenance spending, the FCI will increase substantially each year moving forward. If we continue with the current levels of capital spending ($2 million per year), the FCI will increase to almost 27% by the end of 2022. However, with proper levels of funding

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as reflected in the 10 Year Capital Repair Plan, which is about $6.5 million per year, the FCI will drop to about 10% by end of 2022, bringing the portfolio to an industry standard level of acceptable condition.

IMPLICATIONS AND RISKS: Without more robust attention and repair dollars assigned to the stand-alone homes, they will continue to suffer upkeep and management issues. About 18 months ago, Management put together a plan to retain a contract person dedicated solely to the stand alone homes for a 12 month period, supported by existing staff as needed. The objective of the work was to focus only on the homes in order to sort through their current use, state of repair, state of occupancy and, where applicable, partnership status with third-party managers. They would then be asked to make recommendations going forward, either by category or by individual building. The plan was not deemed supportable at the time, with the expectation that Management could do most of this work internally. With the myriad of individual issues by home, Management has been spread too thin and simply has not done well overall, as evidenced by the three examples contained within this report.

It is Management’s intent, through the Tenants First Report and working with city staff on implementation of recommendations therein, to address this shortfall head-on. The expected result will likely contain a number of choices/solutions, such as:

• More robust supervision and accountability for current partnerships;

• More partnerships with more agencies to take on full management responsibilities for homes;

• Robust options for better rental management, whether at full market or RGI;

• Additional staff and financial resources dedicated to the homes; • Recommendations specific to the Heritage homes; and, • Other choices beyond the status quo.

TCHC and our shareholder, the City of Toronto, recognize the importance of maintaining our houses in a safe and decent condition for the benefit of tenants and the community alike. We also recognize that well-maintained affordable housing supports larger social, economic, health and public policy objectives across the city. As such, the organization will continue to focus on strategically investing its limited resources to achieve optimum returns on investments in repairs across the portfolio and reducing the capital repair backlog, while continuing to work with all levels of government to secure funding for the remaining two-thirds of the $2.6 billon 10-Year Capital Repair Plan.

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SIGNATURE:

“Greg Spearn”

Greg Spearn President and Chief Executive Officer (Interim)

STAFF CONTACT: Valesa Faria, Senior Manager, Commercial & Business Development 416-981-4317 [email protected] Jeff Sharp, Director, Property Accounting 416-981-4442 [email protected]

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Update on In-progress Audit Recommendations Item 2F December 12th, 2016 Building Investment, Finance and Audit Committee Report: BIFAC:2016-166


From: Chief Financial Officer & Treasurer (Acting)

Date: December 12th, 2016

PURPOSE: The purposes of this report is to provide the BIFAC with the anticipated timelines for completion of the 10 Audit Recommendations from Internal Audit that were identified as being “in-progress” in Report BIFAC:2016-153 – Status Update on Audit Recommendations from Internal Audit Reports.

RECOMMENDATIONS: That the BIFAC receive this report for information. REASONS FOR RECOMMENDATIONS: At its meeting on November 25th, 2016, the BIFAC considered Report BIFAC:2016-153 from the Chief Internal Auditor. The Committee requested that Management report back at the next meeting with information on the anticipated timelines for the 10 recommendations that were listed as being “in-progress”. Attachment 1 to this report provides a status update and anticipated timeline for completion for each recommendation as well as identifies the staff that are tasked with implementation. SIGNATURE:

“Rose-Ann Lee”

Rose-Ann Lee Chief Financial Officer & Treasurer (Acting)

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ATTACHMENT:

1. Toronto Community Housing Corporation Internal Audit Department Internal Audit Recommendations – In Progress as at October 31, 2016

STAFF CONTACT: Rose-Ann Lee, Chief Financial Officer & Treasurer (Acting) 416-981-4316 [email protected]

Attachment 1 Toronto Community Housing Corporation Internal Audit Department

Internal Audit Recommendations – In Progress as at October 31, 2016 Report: Petty Cash Compliance Audit Report Date: January 27, 2015 Recommendations:

Status Update: New timeline to completion:

Staff

1. Management review and update, if required, the current TCHC Petty Cash Policy to ensure it is up to date with respect to current TCHC petty cash procedures and other TCHC policies

Policy has been reviewed by TCHC and is currently being drafted. Petty Cash Policy and petty cash reconciliation procedure first draft to be completed by end of December 2016. Revised policy and procedures are expected to get approved in Q1 2017.

Q1-2017 William Nghiem Raymond Yip

2. Petty Cash custodians and their managers should be reminded of the proper use, completion, and approval of Petty Cash Vouchers.

Email remainder to be sent out to SMT and petty cash custodians on proper use and procedures related to petty cash vouchers and petty cash reconciliation in the next 2 weeks.


3. Petty Cash custodians and their managers should be reminded of the proper use and completion the Petty Cash Reconciliation and Reimbursement Form.

Email remainder to be sent out to SMT and petty cash custodians on proper


Item 2F - Update on In-progress Audit Recommendations December 12, 2016 BIFAC Public Meeting Report: BIFAC:2016-166

Attachment 1

Status Update on Audit Recommendations from Internal Audit Reports Attachment 1

Page 2

use and procedures related to petty cash vouchers and petty cash reconciliation in the next 2 weeks.

4. (a) Management review the Petty Cash Policy to determine an appropriate minimum frequency for petty cash reconciliations to be completed. This frequency should take into consideration the date of the most recent replenishment of a petty cash fund.

(b) Management develop a cost effective program to ensure that there is compliance with the frequency of petty cash reconciliations determined from 4(a) above.

Petty cash reconciliations are completed on a quarterly basis and reviewed by managers. The quarterly reconciliations are sent to finance for review.

The quarterly frequency was approved previously by ELT and will be reviewed as part of the drafting of the petty cash policy and petty cash reconciliation procedures.


5. Petty cash reconciliations should be completed and submitted for those petty cash accounts that have not submitted a Petty Cash Reconciliation subsequent to May 1, 2014.

In addition, management should review those specific petty cash funds and determine whether they are still required. If they are no longer required, they should be closed and the funds returned to the Finance Department.

Petty cash reconciliations are completed on a quarterly basis and reviewed by managers. The quarterly reconciliations are sent to finance for review.

All petty cash accounts have been reconciled at least once subsequent to May 2014.



Attachment 1


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6. The Resident and Community Services token log should be:

a) reconciled and submitted for review once a year; and

b) subject to an unannounced token count and reconciliation at least once per year.

Q1-2017 Gail Johnson

7. A standard token usage log should be developed and used by all petty cash custodians to track token usage

The petty cash reconciliation process should include the reconciliation of tokens on hand with the Petty Cash Custodian.

Email remainder to be sent out to SMT and token custodians regarding reconciling and maintaining a usage log. A standard token log is being developed and expected to be rolled out in Q2 2017.



Attachment 1


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Report: Procurement Compliance Review Report Date: March 18, 2015

Recommendation:

Recommendations:

New timeline to completion:

Staff

1. A TCHC protocol on change orders be developed. Such protocol should address, but not be limited to, such items as:

a) The change order process(s);

b) Roles and responsibilities in the change order process;

c) Relevant forms that should be used and how they should be used;

d) Lump-sum vs. per unit pricing;

e) Thresholds for what change order process/document should be used; and

f) Authorization requirements for change orders.

Subsequent to its development, appropriate training documents be developed and presented to the appropriate staff.

Q2-2017

Working team established to update forms, process, approvals and to be aligned with DSA.

Sylvia Kobal

2. Consideration be given to developing a program of change order analysis, with a view to (i) decreasing the number of change orders in future and (ii) identifying unusual patterns of change orders.

Q3-2017

Procurement to develop quarterly report providing Change Order statistics including accumulated CO over original vendor commitment

Sylvia Kobal


Attachment 1


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3. A protocol and/or policy with respect to the use of electronic signatures in the procurement process be developed, approved, and distributed to TCHC staff.

Consideration be given to reviewing the applicability and usefulness of electronic signatures in other TCHC operations.

Q4-2016

Drafted and with legal for final review/approval.

Sylvia Kobal


Attachment 1

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Notice of Closure of Units Policy December 12, 2016 Item 3 Building Investment, Finance and Audit Committee Report: BIFAC:2016-150


From: General Counsel & Corporate Secretary

Date: December 12, 2016

PURPOSE: The purpose of this report is to provide the BIFAC and the Board of Directors with a draft policy for review and approval that establishes when the Board of Directors must be provided with notice of the closure of residential units. RECOMMENDATIONS: It is recommended that the BIFAC review and approve, and forward to the Board of Directors for approval, the draft Notice of Closure of Units Policy included as Attachment 1 to this report. REASONS FOR RECOMMENDATIONS: At its meeting on November 17th, 2016 the BIFAC requested that Management provide a draft policy for the Committee’s review at its next meeting that addresses when the Board must be provided with notice of the closure of residential units. SIGNATURE:

“Mark Johnson”

Mark Johnson General Counsel & Corporate Secretary

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ATTACHMENT:

1. Draft Notice of Closure of Units Policy

STAFF CONTACT: Mark Johnson, General Counsel & Corporate Secretary 416-981-4106 [email protected]

Notice of Closure of Units Policy/December 12, 2016

Page 1

DRAFT: Notice of Closure of Units Policy

Policy Owner: Asset Management Division

Approval: Board of Directors

First Approved: TBD

Effective Date: TBD

Policy Statement This policy defines when the Board of Directors should be notified of unit closures.

Purpose • This policy is intended to establish measures for when the provision of notice to

the Board of Directors is required prior to the closure of residential units.

Scope This policy applies to the permanent or long-term closure of all residential units in the Toronto Community Housing portfolio including market rent, rent-geared-to-income and affordable rental units.

This policy does not apply to regular unit turnover or conversion for non-residential use during the normal course of business, including emergencies.

Definitions “Material” means closure of an entire multi-unit complex or revenue loss exceeding $500,000 per year.

Item 3 - Notice of Closure of Units Policy December 12, 2016 BIFAC Confidential Meeting Report: BIFAC:2016-150

Attachment 1

Notice of Closure of Units Policy/December 12, 2016

Page 2

“Permanent” means that there are no future plans to repair or replace the residential unit that has been closed.

Policy Details

Notice to Board of Directors of Closure of Units: • The provision of notice to the Board of Directors prior to permanent closure of

residential units is required in any of the following circumstances: � An entire multi-unit development must be closed. � The unit closures would have a Material impact on the finances of the

corporation. � The unit closures would have a significant impact on the development

and/or the community. � The number or nature of closures would require consultation or

involvement of community stakeholders.

The Board acknowledges Management’s authority and discretion to close units on an individual basis, an emergency basis, or in immaterial numbers without prior approval or notification.

Commencement and Review Revision Date Description of changes Approval First approval:

TBD New Building, Investment, Finance and Audit Committee

[Revision #]

Last review:

Next Scheduled Review Date: TBD

Item 3 - Notice of Closure of Units Policy December 12, 2016 BIFAC Confidential Meeting Report: BIFAC:2016-150

Attachment 1

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Leslie Nymark: Transfer of Lands to TRCA Item 4A December 12, 2016 Building Investment, Finance and Audit Committee Report: BIFAC:2016-156


From: President and Chief Executive Officer (Interim)

Date: December 6, 2016

PURPOSE: To request that the Building Investment, Finance and Audit Committee approve and forward to the Board of Directors for approval the transfer of Block 4 on the Draft Plan of Subdivision (the “Draft Plan”) [see Attachment 1] within Leslie Nymark, from Toronto Community Housing to the Toronto Region Conservation Authority, for nominal value, as directed by City Council for the City of Toronto. This report is intended to provide the Ministry of Municipal Affairs and Housing (“MMAH”) with a Board of Directors resolution authorizing the transfer of this block which references the legally defined block as set out on the Draft Plan. RECOMMENDATIONS: It is recommended that the Building Investment, Finance and Audit Committee approve and recommend approval to the Board of Directors, the following:

1. Authorize the transfer of: Block 4 on the Draft Plan prepared by J.D. Barnes Ltd, dated July 5, 2016 from Toronto Community Housing Corporation (“TCHC”) to Toronto Region and Conservation Authority (“TRCA”) and,

2. Authorize the Interim President and Chief Executive Officer (or designate) to negotiate an agreement of purchase and sale with TRCA, for nominal value, upon such terms and conditions as may be acceptable to the Interim President and Chief Executive Officer (or designate) and execute any and all documents as may be necessary to give effect to the recommendations.

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REASONS FOR RECOMMENDATIONS: TCHC has been pursuing revitalization of Leslie Nymark in partnership with Tridel since May 2010. The Official Plan amendment and re-zoning process was approved in March 2016. To the south of Leslie Nymark is the Don Valley Ravine which is identified as a “Natural Heritage Area” in the City of Toronto Official Plan. As such, proposed development adjacent to these areas are not only regulated by the Ravine & Natural Feature Protection By-law, but also falls under the regulation of TRCA under the Conservation Authorities Act. At the start of the development approvals process the long term stable top of slope was staked out in consultation with TRCA and Staff from the City of Toronto’s Urban Forestry division. Consistent with TRCA regulations, a 10 metre setback is required from the long term stable top of slope. To provide for this setback in perpetuity, TRCA and the City of Toronto require conveyance of Block 4 to TRCA for parks purposes. TCHC is in negotiations with City Staff on the timing of the conveyance but is currently anticipated to occur prior to the registration of the plan of subdivision. Block 4 is currently vacant with no existing tenants or structures located within it. Acceptance of the conveyance of Block 4 was approved by the TRCA Board of Directors on October 28, 2016 (Attachment 2). In September of 2014, the City of Toronto informed TCHC that MMAH requires transfers of land be authorized by a Board of Directors resolution making specific reference to the legal definitions of the blocks. This request is similar to previous requests for development blocks as part of revitalization. History • Sept 2009- May 2010: TCHC issued a public request for proposals to select a private-

sector developer partner for 11 potential revitalization sites, including Leslie Nymark. (TCHC:C2009-108). Tridel was selected as the successful proponent for the Leslie Nymark revitalization (TCHC:C2010-52) through a due and proper procurement process that was completed in accordance with company policy, including but not limited to public posting, scoring and evaluation.

• June 2011: TCHC Board directed staff to pursue the development and business plan for the Leslie Nymark revitalization in partnership with Tridel, including negotiating the definitive Project Agreements, and preparing and submitting an Official Plan amendment and rezoning application to the City (TCHC:C2011-47).

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• December 2013: The TCHC Board of Directors approved the Anchor Business Plan (TCHC:2013-75).

• September - November 2015: Starting in early fall, Tridel launched marketing for the market condominium building with sales officially started in November, 2015. To date, the building is over 80% sold.

• March 2016: In March 2016, City Council approved the planning application for an Official Plan amendment and rezoning. City Council also provided shareholder consent for the revitalization.

• April 2016: Relocation of 115 households began in April 2016 following a random draw. A few households remain and TCHC staff are working with them to find relocation units.

IMPLICATIONS AND RISKS: There are no risks associated with adopting the recommendations included in this report as the purpose of the recommendations is to provide a Board of Directors resolution that will fulfill MMAH’s requirement for land transfer. SIGNATURE:

“Greg Spearn”

Greg Spearn President and Chief Executive Officer (Interim) ATTACHMENT:

1. Draft Plan of Subdivision – July 5, 2016 2. TRCA Board of Directors Resolution – Authority Meeting #8/16

STAFF CONTACT: Leslie Gash, VP, Development (Interim) 416-981-4374 [email protected] Vincent Tong, Development Director (Interim) 416-981-4372 [email protected]

Attachment 1: Draft Plan of Subdivision

Item 4A - Leslie Nymark: Transfer of Lands to TRCA December 12, 2016 BIFAC Confidential Meeting

Report: BIFAC:2016-156

Item 4A - Leslie Nymark: Transfer of Lands to TRCA December 12, 2016 BIFAC Confidential Meeting Report: BIFAC:2016-156

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Attachment 2: TRCA Board of Directors Resolution – Authority Meeting #8/16

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Item 4A - Leslie Nymark: Transfer of Lands to TRCA December 12, 2016 BIFAC Confidential Meeting Report: BIFAC:2016-156

Lawrence Heights: Transfer of Development Block for Market Condominiums for Phase 1b

Item 4B December 12, 2016

Building Investment, Finance and Audit Committee


Report: BIFAC:C2016-157

From: Interim President and Chief Executive Officer

Date: November 21, 2016 Page 1 of 3 PURPOSE: To request that the Board of Directors approve the transfer of one development block within the Lawrence Heights Secondary Plan area from Toronto Community Housing (“TCH”) to Heights Development Inc. (“the Purchaser”) for the purposes of market condominium development and rental replacement housing construction. This report is intended to provide the Ministry of Municipal Affairs and Housing (“MMAH”) with a Board of Directors resolution authorizing the transfer of this development block which references the legally defined block number as set out in the draft plan of subdivision for Lawrence Heights Phase 1b (see Attachment 1) as requested by MMAH. RECOMMENDATIONS: It is recommended that the Building Investment, Finance and Audit Committee adopt the report and forward the report to the Board of Directors to:

1. Authorize the transfer of the lands located on Block 1 outlined in red on the draft Plan of Subdivision dated September 27, 2016 (Attachment 1), as may be amended and prepared by Stantec Geomatics Ltd. (the “Subdivision Plan”), from Toronto Community Housing (“TCH”) to Heights Development Inc. or Yorkdale Residences II Inc.; and

2. Authorize the President and Chief Executive Officer (or designate) to execute any and all documents as may be necessary to give effect to the above recommendation.

REASONS FOR RECOMMENDATIONS: In February of 2010, the Board of Directors approved proceeding with planning permissions for Phase 1 of the Lawrence Heights Revitalization Plan along with proceeding with a Request for Proposal process seeking a Development Partner (TCHC:C2010-20).

Lawrence Heights: Transfer of Development Block for Market Condominiums for Phase 1b Report: BIFAC:C2016-158 Page 2 of 3

Heights Development Inc. (“HDI”) was selected as the successful proponent for Phase 1 and the Board approved the business deal and partnership on April 29, 2013 (TCHC:C2013-22). In October 2013, TCH and HDI entered into an Agreement of Purchase and Sale for Phase 1 which includes the subject development block. On February 13, 2014, the Board of Directors approved the Phase 1 Anchor Business Plan and authorized the Chief Executive Officer to seek all necessary consents required to implement revitalization (TCHC:2014-02) On October 9, 2014, the Board of Directors approved the Lawrence Heights Phase One Implementation and Construction Budget for Rental Blocks 1a and 1b (TCHC:C2014-42) After launching sales of pre-construction condominium units in September 2014 for Phases 1a and 1b, HDI has successfully achieved the pre-sales threshold for construction financing for both buildings. TCH is participating in the profit sharing of the market condominium, but is not involved in financing the market building. In October of 2014, the City of Toronto informed TCH that MMAH requires a Board of Directors’ resolution to authorize transfers of TCH lands, making specific reference to the legal description of the block. On December 16, 2014, the Board of Directors approved the transfer of the development block for Phase 1a which has since been sold to HDI on November 15, 2016. The first development block in Phase 1a is now under construction. HDI is now in a position to have the second development block in Phase 1b transferred to them to prepare for construction. TCH will transfer the north portion of Block 1 outlined in red (Attachment 2) where the market building will be located. The south portion of Block 1 where the rental building is located will remain under TCH’s ownership. TCH is ready to proceed with obtaining the necessary consent from the Ministry of Municipal Affairs and Housing (MMAH) and the City as Service Manager in advance of the Phase 1b land transfer. The lands highlighted in yellow are currently owned by TCH and will require consent from MMAH. The lands highlighted in blue are the existing Varna Park and Leila Lane owned by the City of Toronto (see Attachment 1). City Council authority to convey Varna Park and Leila Lane to TCH is being obtained contemporaneously. The Phase 1b development block will consist of one market condominium just south of Ranee Avenue and one TCH rental replacement building of 78 units just north of Street B (see Attachment 2). In May 2016, the relocation process commenced for the 28 households at 1 Leila Lane, the existing building located in Phase 1b of Lawrence Heights (see Attachment 3). The building is now vacant in preparation for Phase 1b demolition and construction. IMPLICATIONS AND RISKS:

Lawrence Heights: Transfer of Development Block for Market Condominiums for Phase 1b Report: BIFAC:C2016-158 Page 3 of 3

There is no risk associated with adopting the recommendations included in this report as the Board of Directors has approved market condominium development and rental replacement housing construction. There are no financial risks associated with this report as the purpose of the recommendations is to provide a Board of Directors’ resolution that will fulfill MMAH’s requirement for the land transfer. SIGNATURE: ”Greg Spearn” Greg Spearn President and Chief Executive Officer (Interim) Attachment: 1: Lawrence Heights Draft M-Plan outlining Phase 1b Market

Development Block 2: Lawrence Heights Phase 1b Site Plan showing the proposed market condominium and rental replacement building 3: Lawrence Heights Existing Plan outlining the existing building at 1 Leila Lane within the Phase 1b boundary

Staff Contact: Jason Chen .................................................................... 416-981-4122

Development Director [email protected] Shawni Lo ...................................................................... 416-981-4048 Senior Development Manager [email protected]

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Item 4B: Lawrence Heights: Transfer of Development Block for Market Condominiums for Phase 1b December 12, 2016 BIFAC Confidential Meeting Report: BIFAC:C2016-157

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Item 4B - Lawrence Heights: Transfer of Development Block for Market Condominiums for Phase 1b December 12, 2016 BIFAC Confidential Meeting Report: BIFAC:C2016-157

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ATTACHMENT 2 Lawrence Heights Phase 1B Site Plan

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Item 4B - Lawrence Heights: Transfer of Development Block for Market Condominiums for Phase 1b December 12, 2016 BIFAC Confidential Meeting

Report: BIFAC:C2016-157

Attachment 3

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ATTACHMENT 3 Lawrence Heights Existing Map Phase 1 Revitalization

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Flemington Public School

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Lawrence Heights Community Centre

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Phase 1b 1 Leila Lane

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Review of Board, President and CEO, and Employee Expenses Q3 2016 Item 5A December 12, 2016 Building Investment, Finance and Audit Committee Report: BIFAC:2016-144


From: Chief Internal Auditor


PURPOSE:

To report on the expenses of the Board of Directors, the interim President and Chief Executive Officer, and certain TCHC employees for the third quarter of 2016.

RECOMMENDATIONS:

It is recommended that the Building Investment, Finance and Audit Committee (“the Committee”) receive this report for information.

REASONS FOR RECOMMENDATIONS:

At its March 9, 2011 meeting Toronto City Council passed the following motion1:

City Council request the Toronto Community Housing Corporation (TCHC) to immediately post on the TCHC website, all expense records of all TCHC board members and all TCHC staff members whose salaries exceed $100,000.

Pursuant to this motion, reference to ‘TCHC Employees’ and/or ‘Employees’ in this report and in the public disclosure of employee expenses is defined as those employees whose annual salary exceeds $100,000 per annum.

All expenses submitted by the interim President and Chief Executive Officer (“President and CEO”) are approved by the Chair of the Board of TCHC. The Chair’s expenses are signed off by the President and CEO as a check and balance at the point of reimbursement.

1 This was actually Part 6 of an eight part decision approved by Council. The other parts of the decision are not germane to this report.

of 3 Expenses of the Directors are approved by the Chair to ensure the expenses claimed are incurred in the performance of duties related to TCHC.

Employee expenses are reimbursed pursuant to TCHC’s Expense Reimbursement Policy and Expense Reimbursement Procedures.

All Board of Directors, the President and CEO, and Employee expenses are posted, by month, on the TCHC website.

Expenses Incurred Q3 2016

As set out in the attachments to this report, the total expenses for Q3 2016 are summarized as follows:

Q3 2016

Board of Directors (Attachment 1) $15.00

President and CEO (Attachment 2) $0.00

Employees (Attachment 3) $15,641.77

Total $15,656.77

Comparative Summary of Expenses

The following table shows the 2016 and 2015 comparative amounts of these expenses for the third quarter and year to date ending September 30, 2016:

Quarter Comparison

($) Year to Date

Comparison ($)

Q3 2016 Q3 2015 2016 2015

Board of Directors (Attachment 4) 15.00 1,099.05 28.00 1,174.18

President and CEO (Attachment 5) 0.00 0.00 0.00 0.00

Employees (Attachment 6) 15,641.77 14,802.71 51,970.92 46,962.92

Total 15,656.77 15,901.76

51,998.92 48,137.10

IMPLICATIONS AND RISKS:

The reimbursement of expenses for the Board of Directors, President and CEO, and Employees in Q3 2016 were included in the 2016 operating budget.

of 3 SIGNATURE: “Michael Vear” Michael Vear, CPA, CA, CPA (Illinois) Chief Internal Auditor Attachment: 1: Board of Director Expenses Q3 2016 2: President and CEO (interim) Expenses Q3 2016 3: Employee Expenses Q3 2016 4: Board of Director Expenses 2016 Comparative Analysis Q3

2016 5: President and CEO Expenses 2016 Comparative Analysis Q3

2016 6: Employee Expenses 2016 Comparative Analysis Q3 2016

Staff Contact: Michael Vear ................................................................... 416-981-4065

Chief Internal Auditor [email protected]

L. Diptee .......................................................................... 416-981-4052 Employee Expense Control Clerk [email protected]

Review of Board, President and CEO, and Employee Expenses Q3 2016 Attachment 1

Total Q316

Expenses

Cumulative

2016 Expenses

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Norman (Bud) Purves 0.00 0.00

Councillor Ana Bailão 0.00 0.00

Robert Carlo1 13.00 15.00 15.00 28.00

Councillor Raymond Cho2 0.00 0.00

Councillor Joe Cressy 0.00 0.00

Councillor Frank Di Giorgio 0.00 0.00

Vincent Gasparro 0.00 0.00

Linda Jackson 0.00 0.00

Joseph Kennedy 0.00 0.00

Colin Lynch 0.00 0.00

Kevin Marshman 0.00 0.00

Pamela Taylor 0.00 0.00

Catherine Wilkinson 0.00 0.00

Total 13.00 0.00 15.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 15.00 28.00

1 Board member was on leave from the Board from May 3, 2016 to June 16, 2016.

2 Board member resigned from the Board on September 12, 2016.

Current Board Members

BOARD OF DIRECTORS EXPENSES Q3 2016

Board Member

Business Travel

(mileage, taxi, parking, other non-

conference travel)

Other Expenses

(any expense not included in the

other categories)

Hospitality and Protocol

(policy-approved business meals

when not attending a conference)

Conferences and Training

(all costs to attend conferences including travel,

registration, meals, etc)

July 1, 2016 - September 30, 2016

Item 5A - Review of Board, President and CEO, and Employee Expenses Q3 2016 December 12, 2016 BIFAC Confidential Meeting Report: BIFAC:2016-144


Total Q316

Expenses

Cumulative

2016

Expenses


Greg Spearn 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

PRESIDENT AND CEO (Interim) EXPENSES Q3 2016

Board Member

Business Travel


conference travel)

Other Expenses


other categories)






registration, meals, etc)

July 1, 2016 - September 30, 2016



Total Q316

Expenses

Total 2016

YTD

Expenses


Abbas, Aymen Senior Construction Manager 11.02 4.42 745.00 745.00 760.44

Abells, Alana Legal Counsel 101.70 0.00 101.70

Adey, Virginia Director, Services Integration & Delivery (interim) 0.00 0.00

Anckle, Daniel Director, Resident Access and Support Services 39.00 150.00 0.00 189.00

Araujo, Tony Director, Payroll and Benefits 59.00 0.00 59.00

Arellano-Chua, Joy Director, Treasury 140.00 0.00 140.00

Arpadzic, Arej Senior Director, Information Technology & Services (interim) 291.10 426.39 415.97 415.97 1,133.46

Asturi, Marta Legal Counsel and Assistant Corporate Secretary 77.70 0.00 77.70

Atungo, Simone Vice President, Resident and Community Services (interim) 46.25 55.00 2,858.97 55.00 2,960.22

Audi, Saji Design Manager, Structural ` 0.00 0.00

Barei, George Operating Unit Manager 346.80 686.07 288.70 288.70 1,321.57

Barker, Catherine Vice President, Human Resources 0.00 0.00

Bond, Jennifer Director, Labour Relations and Legal Counsel 28.25 183.62 183.62 211.87

Cassim, Saira Legal Counsel, Legal Services Division 918.41 0.00 918.41

Chen, Jason Director, Development 72.23 17.89 67.06 67.06 157.18

Coito, Ilidio Senior Construction Manager 0.00 0.00

Cooke, Angela Vice President, Resident Services 102.54 102.54 102.54

Dayot, Elizabeth Manager, Payroll Benefits & Compensation 0.00 0.00

Del Gobbo, Daniel Legal Counsel 0.00 0.00

D'Souza, Cheryl Senior Legal Counsel 819.25 418.10 999.26 999.26 2,236.61

DeVito, John Manager, IT Business Systems Services 0.00 0.00

Dyer, Boyd Director of Smart Buildings & Energy Management 39.15 218.63 337.02 1,447.30 337.02 2,042.10

Faria, Valesa Senior Manager, Commercial & Business Development 0.00 0.00

Feitelberg, Paul Operating Unit Manager 245.02 245.02 245.02

Fox, Nancy Director, Community Housing 52.10 296.46 111.84 111.84 460.40

Garrett, Kimberley Operating Unit Manager 34.74 258.58 258.58 293.32

Gash, Leslie Vice President Development (interim) 259.54 100.58 19.15 1,740.03 1,184.24 19.15 3,303.54

Goldvine, Sara Manager, Media Relations & Issues Management 0.00 0.00

Goodyear, Andrew Senior Development Manager 423.75 423.75 423.75

Gorel, Jason Chief Financial Officer and Treasurer 20.00 73.45 0.00 93.45

Grey-Wolf, Heather Development Director 0.00 0.00

Harb, Fadi Manager, Elevator Services 381.52 292.19 335.42 548.05 883.47 1,557.18

Henderin, Christina Legal Counsel, Legal Services Division 66.75 22.00 709.64 101.70 183.62 205.62 1,083.71

Howard, Leslie Director, Program Management and Systems Integration 201.11 179.15 125.30 125.30 505.56

Ibrahim, Ismail General Counsel and Corporate Secretary (interim) 638.45 0.00 638.45

Jacques, Stephen Director, Revitalization & Renewal Communities 147.46 204.21 370.92 0.00 722.59

Jeffers, Marva Operating Unit Manager 0.00 0.00

Johnson, Gail Director, Resident Engagement & Community Services (interim) 37.44 2,161.28 2,161.28 2,198.72

Johnson, Mark General Counsel and Corporate Secretary 0.00 0.00

Keddy, Jason Director, Community Safety Unit 0.00 0.00

Kobal, Sylvia Senior Director, Procurement 268.37 304.15 69.99 4,853.35 69.99 5,495.86

Koke, Albert Project Change Manager, Procurement 0.00 0.00

Kraljevic, John Operating Unit Manager 72.00 54.00 77.00 77.00 203.00

Kurzemnieks, Kalvis Design Manager, Architectural & Building 582.02 697.30 697.30 1,279.32

Lam, Linda Manager, Structural and Parking Garages 15.00 158.00 0.00 173.00

Lawson, William Director, Strategic Planning & Stakeholder Relations 446.35 446.35 446.35

Leah, Graham Vice President, Asset Management 0.00 0.00

Lee, Rose-Ann Chief Financial Officer (interim) 762.75 949.20 0.00 1,711.95

Letov, Alexei Senior Software Developer 0.00 0.00

Liu, Wei Manager, Property Accounting 0.00 0.00

Malloch, Bruce Director, Strategic Communications 0.00 0.00

McKenzie, Andrew Director, Client Care, Dispatch & Vendor Management 0.00 0.00

Millward, Ted Legal Counsel 0.00 0.00

EMPLOYEE1 EXPENSES Q3 2016

July 1, 2016 to September 30, 2016

Employee Name Current Position

Business Travel


conference travel)


(all costs to attend conferences including

travel, registration, meals, etc.)

Other Expenses

(any expense not included in

the other categories)



when not attending a

conference)

Page 1Item 5A - Review of Board, President and CEO, and Employee Expenses Q3 2016 December 12, 2016 BIFAC Confidential Meeting Report: BIFAC:2016-144


Total Q316

Expenses

Total 2016

YTD

Expenses


EMPLOYEE1 EXPENSES Q3 2016

July 1, 2016 to September 30, 2016


Business Travel


conference travel)




Other Expenses

(any expense not included in

the other categories)



when not attending a

conference)

Moledina, Rahim Director, Learning & Organization Development 0.00 0.00

Mosieh-Zahraei, Hamid Design Manager, Structural 32.24 685.88 582.65 582.65 1,300.77

Murray, James Allen Director, Operations Delivery 123.08 113.50 60.00 60.00 296.58

Narine, Patricia Director, Program Services - Operational Initiatives 0.00 0.00

Nicolaou, Mara Senior Construction Manager 91.53 152.55 0.00 244.08

Pannunzio, Flora Facilities Manager 172.48 286.16 0.00 458.64

Parkinson, Ron Manager, Contract & Compliance - IT Procurement 0.00 0.00

Penny, Sheila Vice President, Facilities Management 408.26 26.00 1,672.12 26.00 2,106.38

Ramsamujh, Vishnu Manager, Labour Relations & Human Resources 246.00 246.00 246.00

Rankin, Alexander Manager, Mechanical & Electrical Services 0.00 0.00

Raubfogel, Orna Senior Legal Counsel, Litigation (interim) 183.62 183.62 183.62

Reis, Sheldon Manager, End User Computer Support (interim) 0.00 0.00

Rhynold, Maria Manager, Technology and Business Support 276.41 197.75 80.00 80.00 554.16

Robson, Heather Legal Counsel, Employment and Privacy 403.97 403.97 403.97

Roknic, Mary Director, Program Services 245.19 84.30 90.41 90.41 419.90

Salter, Kate Legal Counsel, Legal Services 53.80 401.15 692.41 183.62 183.62 1,330.98

Segu, Genevieve Manager, Internal Audit 32.87 225.00 257.87 257.87

Sharp, Jeffery Director, Property Accounting 0.00 0.00

Shaw, Trevor Senior Advisor to Commissioner's Office 17.28 17.28 17.28

Sheps, David Facilities Manager, Architectural 117.04 140.11 80.43 80.43 337.58

Shewchuk, Andy Manager, Grounds and Waste Management 215.74 0.00 215.74

Skeith, Kelly Director, Development 0.00 0.00

Slater, Noah Director Capital Planning 136.99 136.99 136.99

Spearn, Greg Interim President and CEO 0.00 0.00

Strohmeier, Debbie Senior Business Systems Manager 63.96 9.54 6.24 6.24 79.74

Summers, Cynthia Commissioner of Housing Equity 294.14 529.41 203.88 203.88 1,027.43

Thomas, Barry Operating Unit Manager 0.00 0.00

Tong, Vincent Director, Development (interim) 70.24 90.15 272.06 272.06 432.45

Trajanos, Helen Director, Insurance & Risk Management 0.00 0.00

Tramontozzi, Anna Corporate Controller 949.20 0.00 949.20

Tuck, Wayne Chief Operating Officer 256.18 250.03 643.10 893.13 1,149.31

Turner, Roy Director, Design & Engineering 78.69 0.00 78.69

Uzelac, Danny Manager, Talent Acquisition 0.00 0.00

Vear, Michael Chief Internal Auditor 166.08 155.95 61.85 50.00 225.00 286.85 658.88

Viets, Lindsay Manager, Strategic Planning & Support (interim) 587.60 587.60 587.60

Warsame, Abdul Director, Community Housing 295.21 178.62 82.68 82.68 556.51

Williamson, Kenneth Manager, End User Computer Support 172.74 1,230.73 1,230.73 1,403.47

Wolbaum, Tracy Director, HR Talent Acquisition 0.00 0.00

Wong, Daisy Facilities Manager 343.41 286.88 160.41 160.41 790.70

Wong, Jessica Corporate Controller (interim) 80.00 0.00 80.00

Wong, Siu-On Manager, Investigations 103.92 103.92 103.92

Xiao, Wei Senior Construction Manager 129.21 172.48 270.86 745.00 62.15 270.86 1,379.70

Yip, Raymond Director, Expenditures & Financial Controller 0.00 0.00

Yung, Cindy Director, Financial Planning and Analysis 57.47 57.47 57.47

Zhang, Fred Manager, Business Analysis 241.54 418.52 218.28 218.28 878.34

Quarterly Totals 5,015.65 8,087.51 6,268.20 0.00 8,911.41 14,314.58 9,373.57 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 15,641.77 51,970.92

1 Pursuant to a Toronto City Council motion approved on March 9, 2011, 'Employees' are defined to be those TCHC employees whose annual salary exceeds $100,000.

Shaded area identifies employees who left TCHC's employ between January 1, 2016 and September 30, 2016.



Q315 Q3162015

YTD

2016

YTDQ315 Q316

2015

YTD

2016

YTDQ315 Q316

2015

YTD

2016

YTDQ315 Q316

2015

YTD

2016

YTDQ315 Q316

2015

YTD

2016

YTD

Norman (Bud) Purves 0.00 0.00 0.00 0.00

Councillor Ana Bailão 0.00 0.00 0.00 0.00

Robert Carlo1 13.00 15.00 13.00 28.00 644.10 644.10 657.10 15.00 657.10 28.00

Councillor Raymond Cho2 0.00 0.00 0.00 0.00

Councillor Joe Cressy 0.00 0.00 0.00 0.00

Councillor Frank Di Giorgio 0.00 0.00 0.00 0.00

Vincent Gasparro3 0.00 0.00 0.00 0.00

Linda Jackson3 0.00 0.00 0.00 0.00

Joseph Kennedy3 0.00 0.00 0.00 0.00

Colin Lynch3 0.00 0.00 0.00 0.00

Kevin Marshman3 0.00 0.00 0.00 0.00

Pamela Taylor3 0.00 0.00 0.00 0.00

Catherine Wilkinson 412.45 412.45 412.45 0.00 412.45 0.00

Munira Abukar4 0.00 0.00 0.00 0.00

Zahir Bhaidani5 37.13 0.00 0.00 37.13 0.00

Christian Buhagiar 6 0.00 0.00 0.00 0.00

Brian Kwan7 0.00 0.00 0.00 0.00

Karen Newman7 0.00 0.00 0.00 0.00

Jennifer Wood8 0.00 0.00 0.00 0.00

Audrey Wubbenhorst6 29.50 67.50 29.50 0.00 67.50 0.00

Total 42.50 15.00 117.63 28.00 1,056.55 0.00 1,056.55 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,099.05 15.00 1,174.18 28.00

Total All Categories

BOARD OF DIRECTORS EXPENSES 2016

COMPARATIVE ANALYSIS

Q316 and 2016 Year to Date

1 Board member's term began June 15, 2015, Board member was on leave from the Board from May 3, 2016 to June 16, 2016

2Board member resigned September 12, 2016

3Board member's term began December 10, 2015

4Board

member's term ended June 14, 2015 5Board member resigned June 2015

6Board member resigned November 2015

7Board member's term ended December 10, 2015

8 Board member resigned March 2015

Board Member

Business Travel


conference travel)

Other Expenses


other categories)







Current Board Members

Former Board Members



Q315 Q3162015

YTD

2016

YTDQ315 Q316

2015

YTD

2016

YTDQ315 Q316

2015

YTD

2016

YTDQ315 Q316

2015

YTD

2016

YTDQ315 Q316

2015

YTD

2016

YTD

Current President and CEO (interim)

Greg Spearn 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00


PRESIDENT AND CEO EXPENSES 2016



President and CEO

Business Travel


conference travel)

Other Expenses

(any expense not included in the other

categories)


(policy-approved business meals when

not attending a conference)






Q315 Q3162015

YTD

2016

YTDQ315 Q316

2015

YTD2016 YTD Q315 Q316 2015 YTD 2016 YTD Q315 Q316 2015 YTD

2016

YTDQ315 Q316 2015 YTD 2016 YTD

2016 Employees

Abbas, Aymen* Senior Construction Manager 15.44 745.00 745.00 0.00 745.00 0.00 760.44

Abells, Alana* Legal Counsel 101.70 0.00 0.00 0.00 101.70

Adey, Virginia Director, Service Integration & Delivery (interim) 0.00 0.00 0.00 0.00

Anckle, Daniel Director, Resident Access & Support Services 39.00 355.95 355.95 150.00 355.95 0.00 355.95 189.00

Araujo, Tony Director, Payroll & Benefits 59.00 0.00 0.00 0.00 59.00

Arellano-Chua, Joy Director, Treasury 140.00 0.00 0.00 0.00 140.00

Arpadzic, Arej Senior Director Information Technology & Services (interim) 415.97 1,133.46 0.00 415.97 0.00 1,133.46

Asturi, Marta Legal Counsel and Assistant Corporate Secretary 96.05 77.70 0.00 0.00 96.05 77.70

Atungo, Simone Vice President, Resident and Community Services (interim ) 55.00 101.25 555.00 2,858.97 0.00 55.00 555.00 2,960.22

Audi, Saji* Design Manager, Structural 0.00 0.00 0.00 0.00

Barei, George Operating Unit Manager 477.52 288.70 1,359.99 1,321.57 477.52 288.70 1,359.99 1,321.57

Barker, Catherine Vice President, Human Resources 0.00 0.00 0.00 0.00

Bond, Jennifer Director, Labour Relations and Legal Counsel 183.62 237.30 211.87 0.00 183.62 237.30 211.87

Cassim, Saira Legal Counsel, Legal Services Division 113.00 918.41 0.00 0.00 113.00 918.41

Chen, Jason* Director, Development 67.06 157.18 0.00 67.06 0.00 157.18

Coito, Ilidio Senior Construction Manager 0.00 0.00 0.00 0.00

Cooke, Angela* Vice President, Resident Services 102.54 102.54 102.54 102.54

Dayot, Elizabeth* Manager, Payroll Benefits & Compensation 0.00 0.00 0.00 0.00

Del Gobbo, Daniel* Legal Counsel 0.00 0.00 0.00 0.00

D'Souza, Cheryl Senior Legal Counsel 600.03 999.26 1,074.63 2,236.61 600.03 999.26 1,074.63 2,236.61

DeVito, John Manager, IT Business Systems Services 2,135.70 2,135.70 2,135.70 0.00 2,135.70 0.00

Dyer, Boyd Director of Smart Buildings & Energy Management 337.02 594.80 339.00 1,447.30 0.00 337.02 339.00 2,042.10

Faria, Valesa* Senior Manager, Commercial & Business Development 0.00 0.00 0.00 0.00

Feitelberg, Paul* Operating Unit Manager 245.02 245.02 0.00 245.02 0.00 245.02

Fox, Nancy Director, Community Housing 388.77 111.84 1,133.07 460.40 388.77 111.84 1,133.07 460.40

Garrett, Kimberley Operating Unit Manager 165.44 258.58 377.47 293.32 165.44 258.58 377.47 293.32

Gash, Leslie Vice President Development (interim) 298.47 19.15 1,541.08 379.27 1,929.87 2,924.27 298.47 19.15 3,470.95 3,303.54

Goldvine, Sara Manager, Media Relations & Issues Management 0.00 0.00 0.00 0.00

Goodyear, Andrew* Senior Development Manager 423.75 423.75 0.00 423.75 0.00 423.75

Gorel, Jason Chief Financial Officer and Treasurer 20.00 1,572.50 3,727.98 73.45 1,572.50 0.00 3,727.98 93.45

Grey-Wolf, Heather Development Director 1,608.95 1,608.95 1,608.95 0.00 1,608.95 0.00

Harb, Fadi Manager, Elevator Services 533.28 335.42 1,152.30 1,009.13 548.05 548.05 548.05 548.05 1,081.33 883.47 1,700.35 1,557.18

Henderin, Christina Legal Counsel, Legal Services Division 22.00 88.75 183.62 994.96 0.00 205.62 0.00 1,083.71

Howard, Leslie Director, Program Management and Systems Integration 113.00 125.30 396.00 505.56 113.00 125.30 396.00 505.56

Ibrahim, Ismail General Counsel and Corporate Secretary (interim) 141.25 141.25 638.45 141.25 0.00 141.25 638.45

Jacques, Stephen Director, Revitalization & Renewal Communities 276.09 351.67 1,955.89 370.92 0.00 0.00 2,231.98 722.59

Jeffers, Marva Operating Unit Manager 69.42 69.42 69.42 0.00 69.42 0.00

Johnson, Gail Director, Resident Engagement & Community Services (interim) 37.44 2,161.28 2,161.28 0.00 2,161.28 0.00 2,198.72

Johnson, Mark* General Counsel and Corporate Secretary 0.00 0.00 0.00 0.00

Keddy, Jason Director, Community Safety Unit 0.00 0.00 0.00 0.00

Kobal, Sylvia* Senior Director, Procurement 69.99 642.51 4,853.35 0.00 69.99 0.00 5,495.86

Koke, Albert Project Change Manager, Procurement 49.00 68.08 339.00 49.00 0.00 407.08 0.00

Kraljevic, John Operating Unit Manager 76.00 77.00 190.50 203.00 76.00 77.00 190.50 203.00

Kurzemnieks, Kalvis* Design Manager, Architectural & Building 697.30 1,279.32 0.00 697.30 0.00 1,279.32

Lam, Linda Manager, Structural & Parking Garages 15.00 158.00 0.00 0.00 0.00 173.00

Lawson, William Director, Strategic Planning & Stakeholder Relations 412.45 446.35 1,493.85 446.35 412.45 446.35 1,493.85 446.35

Leah, Graham Vice President, Asset Management 0.00 0.00 0.00 0.00

Lee, Rose-Ann Chief Financial Officer (interim) 212.99 1,711.95 0.00 0.00 212.99 1,711.95

Letov, Alexei* Senior Software Developer 0.00 0.00

Liu, Wei Manager, Property Accounting 0.00 0.00 0.00 0.00

Malloch, Bruce Director, Strategic Communications 0.00 0.00 0.00 0.00

McKenzie, Andrew Director, Client Care, Dispatch & Vendor Management 0.00 0.00 0.00 0.00

Millward, Ted Legal Counsel 197.75 197.75 197.75 0.00 197.75 0.00

Moledina, Rahim Director, Learning & Organization Development 0.00 0.00 0.00 0.00

Mosieh-Zahreai, Hamid* Design Manager, Structural 582.65 1,300.77 0.00 582.65 0.00 1,300.77

Murray, James Allen Director, Operations Delivery 142.50 60.00 577.40 296.58 142.50 60.00 577.40 296.58

Narine, Patricia Director, Program Services - Operational Initiatives 0.00 0.00 0.00 0.00

Nicolaou, Mara* Senior Construction Manager 91.53 152.55 0.00 0.00 0.00 244.08

Pannunzio, Flora Facilities Manager 243.86 458.64 339.00 0.00 0.00 582.86 458.64

Parkinson, Ron* Manager, Contract & Compliance - IT Procurement 0.00 0.00 0.00 0.00

Penny, Sheila Vice President, Facilities Management 26.00 434.26 1,672.12 0.00 26.00 0.00 2,106.38

Ramsamujh, Vishnu* Manager, Labour Relations & Human Resources 246.00 246.00 0.00 246.00 0.00 246.00

Rankin, Alexander* Manager, Mechanical & Electrical Services 0.00 0.00 0.00 0.00

Raubfogel, Orna Senior Legal Counsel, Litigation (interim) 191.16 419.09 183.62 183.62 191.16 183.62 419.09 183.62

EMPLOYEE EXPENSES 2016 1




Business Travel

(mileage, taxi, parking, other non-conference

travel)

Other Expenses


categories)






registration, meals, etc.)




Q315 Q3162015

YTD

2016

YTDQ315 Q316

2015

YTD2016 YTD Q315 Q316 2015 YTD 2016 YTD Q315 Q316 2015 YTD

2016

YTDQ315 Q316 2015 YTD 2016 YTD

EMPLOYEE EXPENSES 2016 1




Business Travel

(mileage, taxi, parking, other non-conference

travel)

Other Expenses


categories)






registration, meals, etc.)


Reis, Sheldon* Manager, End User Computer Support (interim) 0.00 0.00 0.00 0.00

Rhynold, Maria Manager, Technology and Business Support 174.23 80.00 413.32 554.16 174.23 80.00 413.32 554.16

Robson, Heather Legal Counsel, Employment and Privacy 39.12 39.12 495.00 403.97 495.00 403.97 534.12 403.97 534.12 403.97

Roknic, Mary Director, Program Services 32.37 90.41 104.49 419.90 32.37 90.41 104.49 419.90

Salter, Kate Legal Counsel, Legal Services 48.29 53.80 395.50 183.62 395.50 1,277.18 395.50 183.62 443.79 1,330.98

Segu, Genevieve* Manager, Internal Audit 32.87 32.87 225.00 225.00 0.00 257.87 0.00 257.87

Sharp, Jeffery Director, Property Accounting 0.00 0.00 0.00 0.00

Shaw, Trevor* Senior Advisor to Commissioners 17.28 17.28 0.00 17.28 0.00 17.28

Sheps, David Facilities Manager, Architectural 86.86 80.43 309.51 337.58 86.86 80.43 309.51 337.58

Shewchuk, Andy Manager, Landscape and Waste Management 215.74 339.00 0.00 0.00 339.00 215.74

Skeith, Kelly* Director, Development 0.00 0.00

Slater, Noah* Director Capital Planning 136.99 136.99 0.00 136.99 0.00 136.99

Spearn, Greg Interim President and CEO (interim) 0.00 0.00 0.00 0.00

Strohmeier, Debbie Senior Business Systems Manager 47.22 6.24 47.22 79.74 47.22 6.24 47.22 79.74

Summers, Cynthia Commissioner of Housing Equity 255.78 203.88 998.59 1,027.43 2,369.16 37.59 37.59 293.37 203.88 3,405.34 1,027.43

Thomas, Barry* Operating Unit Manager 0.00 0.00 0.00 0.00

Tong. Vincent* Director, Development (interim) 272.06 432.45 0.00 272.06 0.00 432.45

Trajanos, Helen Director, Insurance & Risk Management 51.22 333.35 0.00 0.00 384.57 0.00

Tramontozzi, Anna Corporate Controller 610.20 610.20 949.20 610.20 0.00 610.20 949.20

Tuck, Wayne* Chief Operating Officer 250.03 506.21 643.10 643.10 0.00 893.13 0.00 1,149.31

Turner, Roy Director, Design & Engineering 1,018.49 2,615.55 78.69 1,018.49 0.00 2,615.55 78.69

Uzelac, Danny* Manager, Talent Acquisition 0.00 0.00 0.00 0.00

Vear, Michael Chief Internal Auditor 31.74 61.85 324.83 383.88 200.00 225.00 3,415.10 275.00 231.74 286.85 3,739.93 658.88

Viets, Lindsay* Manager, Strategic Planning & Support (interim) 587.60 587.60 0.00 587.60 0.00 587.60

Warsame, Abdul Director, Community Housing 143.39 82.68 255.32 556.51 339.00 143.39 82.68 594.32 556.51

Williamson, Kenneth Manager, End User Computer Support 172.74 536.55 1,230.73 1,271.05 1,230.73 536.55 1,230.73 1,271.05 1,403.47

Wolbaum, Tracy Director, HR Talent Acquisition 0.00 0.00 0.00 0.00

Wong, Daisy Facilities Manager 370.96 160.41 802.46 790.70 2,117.73 370.96 160.41 2,920.19 790.70

Wong, Jessica Corporate Controller (interim) 80.00 0.00 0.00 0.00 80.00

Wong, Siu-On* Manager, Investigations 103.92 103.92 0.00 103.92 0.00 103.92

Xiao, Wei Senior Construction Manager 17.58 270.86 17.58 572.55 807.15 17.58 270.86 17.58 1,379.70

Yip, Raymond Director, Expenditures & Financial Controller 0.00 0.00 0.00 0.00

Yung, Cindy Director, Financial Planning and Analysis 57.47 57.47 0.00 57.47 0.00 57.47

Zhang, Fred Manager, Business Analysis 48.62 218.28 48.62 878.34 48.62 218.28 48.62 878.34

2015 Employees Not On 2016 List

Babcock, Glenys Sr. Manager, Planning and Business Support 0.00 0.00 0.00 0.00

Bradburn, Lenna Vice President, Resident and Community Services 60.51 0.00 0.00 60.51 0.00

Chisholm, Paul General Manager, Housing Connections 28.32 57.57 28.32 0.00 57.57 0.00

Hoppe, Daniel Director Capital Planning 0.00 0.00 0.00 0.00

Maharaj, Anand Vice President, Human Resources 0.00 0.00 0.00 0.00

Musgrave, Michelle Director, Community Housing 0.00 0.00 0.00 0.00

Nacua, Danilo Director, Treasury (interim) 0.00 0.00 0.00 0.00

Payne, Laurie Development Director 156.30 2,482.69 0.00 0.00 2,638.99 0.00

Petralito, Sam Senior Director, Procurement (interim) 156.00 156.00 156.00 0.00 156.00 0.00

Reid, Elizabeth Vice President, Information Technology & Services 26.00 0.00 0.00 26.00 0.00

Scott, Ken Senior Director, Strategic Procurement 95.27 0.00 0.00 95.27 0.00

Spencer, Pamela General Counsel and Corporate Secretary 56.10 868.12 0.00 0.00 924.22 0.00

Steidl, Lori Manager, Payroll, Benefits & Compensation 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

Quarterly Totals 4,955.24 6,268.20 14,488.22 19,371.36 9,809.88 9,373.57 32,437.11 32,599.56 37.59 37.59 0.00 0.00 0.00 0.00 14,802.71 15,641.77 46,962.92 51,970.92

1 Pursuant to a Toronto City Council motion approved on March 9, 2011, 'Employees' are defined to be those TCHC employees whose annual salary exceeds $100,000.

Shaded area identifies employees who left TCHC's employ between January 1, 2016 and September 30,2016. * Employee was not on the list in Q315.


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Internal Audit: 2016 Work Plan Update Item 5B December 12, 2016 Building Investment, Finance and Audit Committee Report: BIFAC:2016-159




PURPOSE: To provide the Building Investment, Finance and Audit Committee (“the Committee”) with a status update of the 2016 Internal Audit Work Plan. RECOMMENDATIONS: It is recommended that the Committee receive this report for information. REASONS FOR RECOMMENDATIONS:

The Internal Audit Department consists of two distinct functions – (i) Internal Audit and (ii) Investigations.

This report will set out the status of the 2016 Work Plan for both functions.

2016 Internal Audit Work Plan Status Update

The status update for the 2016 Internal Audit Work Plan is set out in Attachment 1.

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The status update sets out those items in the Internal Audit 2016 Work Plan that:

a) Have been completed; b) Are currently in progress; c) Have been deferred to 2017; and d) Have been cancelled.

Work Plan Items in Progress

The Work Plan items that are in progress are following the normal course of an audit engagement. These engagements, except as noted below, are expected to be completed and reported to the Committee no later than the end of Q2-17.

After consulting with ITS leadership, it was agreed that the 2016IA01 Information & Technology Services Risk Assessment engagement would be escalated to address more areas. This engagement will be continued in Q2-17 or Q3-17.

Work Plan Item Deferred to 2017

One 2016 Work Plan item, 2015IA07 Unit Vacancy Program, will be deferred to 2017. The main reasons for the deferral are as follows:

• Staff resources – (i) the hiring of two new Internal Audit Analysts was delayed to late March 2016 and (ii) there was an unexpected short term medical leave for a department member. As a result, we were unexpectedly short staffed during the year; and

• Extra time to complete engagements – several engagements have taken longer to complete than was planned.

In light of the Asset Management Department’s renewed focus on the Unit Vacancy Program, in early 2017 we will consult with the department as to the nature, scope, and timing of our engagement.

Work Plan Item Cancelled

Attachment 1 also notes that one Internal Audit Work Plan Item, 2013B8b Internet Usage, was cancelled.

The purpose of the engagement, which was started in 2014, was to analyse staff’s use of the internet during business hours. The engagement was late starting and became bogged down in sorting through technology issues and limitations. In the end it was determined that meaningful data with respect to this engagement would not be forthcoming.

The engagement has been cancelled and will be considered in future Internal Audit Work Plans. It is anticipated, as well, that at the time the engagement is commenced again, the technology will have been improved such that ‘meaningful data’ will be obtainable.

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2016 Investigations Work Plan Status Update

The status update for the 2016 Investigations Work Plan is set out in Attachment 2.

This schedule is set up similar to that for the Internal Audit function:

• Two items have been completed and one item remains in progress; and • Two items have been deferred to 2017 for reasons set out in Attachment 2:

IMPLICATIONS AND RISKS: Work Plans are generally developed to be completed in their entirety. There is always the risk that not everything will be completed. Such risk is mitigated by prioritizing and completing those items to be completed. In order to provide the Committee with a better understanding of the progress of the 2017 Internal Audit Work Plans, I will be providing quarterly updates to the Committee during 2017. SIGNATURE:

“Michael Vear”

Michael Vear, CPA, CA, CPA (Illinois) Chief Internal Auditor ATTACHMENT:

1. Internal Audit – 2016 Work Plan – Status as at November 30, 2016 2. Investigations – 2016 Work Plan – Status as at November 30, 2016

STAFF CONTACT: Michael Vear, Chief Internal Auditor 416-981-4065 [email protected]

Item No 2016 Work Plan Item Status

Completed

2014IA15 Annual Review Process for TCHC Employees who are TCHC tenants.

Report submitted to October 19, 2016 BIFAC meeting.

2015IA04 Private managed buildings. Report submitted to October 19, 2016 BIFAC meeting.

2016IA02 Follow up on the implementation of recommendations from previous Internal Audit reports (issued prior to July 1, 2015).

Report submitted to November 2017, 2016 BIFAC meeting.

2016IA03 Rent Geared to Income calculation reviews - 2015 year end.

Report submitted to October 19, 2016 BIFAC meeting.

2016IA04 Enterprise Risk Assessment This item was added to the 2016 Work Plan mid-year. An assessment of departmental risks that aided the development of the 2017, and future, Internal Audit Work Plan items.

In Progress

2014IA08 Social Investment Fund grants. Further fieldwork was required, report in draft stage.

2015IA02 Continuous controls monitoring. Development of the continuous controls process is ongoing.

2015IA03 Accounts Payable process and system.

Fieldwork ongoing.

2015IA05 Entry access to TCHC buildings. Fieldwork ongoing.

2016IA01 Information & Technology Services risk assessment.

Ongoing.


Fieldwork ongoing.

ATTACHMENT 1INTERNAL AUDIT - 2016 WORK PLAN - STATUS UPDATE AS AT NOVEMBER 30, 2016

Page 1

Item 5B - Internal Audit: 2016 Work Plan Update December 12, 2016 BIFAC Confidential Meeting Report: BIFAC:2016-159


ATTACHMENT 1INTERNAL AUDIT - 2016 WORK PLAN - STATUS UPDATE AS AT NOVEMBER 30, 2016

Deferred Items

2015IA07 Unit vacancy program An evaluation of how units are turned around, from notice to vacate to the new tenant moving in - deferred to 2017 or 2018, subject to engagement scoping discussion with Asset Management leadership.

Cancelled Items

2013B8b Internet usage. Fieldwork determined that this engagement would not be able to be completed due to technology limitations.

Page 2



Completed

2016Inv1 Develop networking event for municipal investigation units in the GTA.

Networking event held October 27, 2016.

2016Inv2 Training of Community Safety Unit staff with respect to identifying various types of tenant fraud in the field.

Sessions held in 2016 with new recruits and with experienced officers.

In Progress

2014Inv2 CCTV video requests. Fieldwork was placed in abeyance as a result of upgrades made in CCTV system during 2015 and 2016. A revised data and system review will commence in late Fall of 2016, with Committee reporting expected in Q117.

Deferred Item

2013Inv5 Training of field staff with respect to completion of tenant forms and receipt of documents during the tenant Annual Review process.

Though the course has been developed, the Organizational Development Department was unable to find a place for it on the 2016 employee training schedule. Efforts are being made to add it to the 2017 training schedule.

2014Inv3 Develop a protocol with Legal and Operations with respect to the recovery of revenue and/or assets from tenants, where applicable.

This item was deferred pending the arrival, and settling in, of the new TCHC General Counsel. Item will be addressed in 2017.

ATTACHMENT 2INVESTIGATIONS UNIT - 2016 WORK PLAN - STATUS UPDATE AS AT NOVEMBER 30, 2016

2016 Investigations Work Plan sent to BIFAC 161130 update.xlsxPage 1


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Internal Audit: 2017 Work Plan Item 5C December 12, 2016 Building Investment, Finance and Audit Committee Report: BIFAC:2016-158




PURPOSE:

To provide the Building Investment, Finance and Audit Committee (“the Committee”) with the 2017 Internal Audit Work Plan (“the 2017 Work Plan”). RECOMMENDATIONS:

It is recommended that the Committee approve the 2017 Work Plan.

REASONS FOR RECOMMENDATION:

The Internal Audit Department consists of two distinct functions – (i) Internal Audit and (ii) Investigations.

This report will set out the 2017 Work Plan for both functions.

INTERNAL AUDIT 2017 WORK PLAN

Factors in Developing the Work Plan

A significant change was made in the development of the 2017 Work Plan for the Internal Audit function.

In alignment with leading risk assessment practices, TCHC’s Enterprise Risk Management function, and the City’s Auditor General’s 2015 risk assessment, we developed a formal risk-based process to develop our 2017 Work Plan.

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During the fall of 2016, we applied that process and conducted a formal departmental operational risk assessment of TCHC’s divisions and departments (excluding the Office of the Commissioner of Housing Equity).

This approach is considered to be semi-quantitative, as the process started with interviewing the senior leadership team (VPs and most Directors). We then used a scale of low, medium and high to assess the impact and the likelihood of each risk, and then translated that into a numerical ranking, leading to a total inherent risk.

Taking into account mitigation strategies that have been put in place by management, we then assessed the residual risk.

All residual risks were finally ranked from high to low.

Internal audit engagements were determined from this residual risk ranking, taking into consideration steps management will be undertaking in the upcoming year to mitigate some of the identified risks.

In addition, during the operational risk assessment process some departmental management identified specific engagements they would be interested in having Internal Audit perform.

Internal Audit Work Plan

The Internal Audit 2017 Work Plan is set out in Attachment 1 to this report.

The Internal Audit 2017 Work Plan has three sections:

1) 2016 Work Plan Items Carried Forward to 2017: Items that are not expected to be completed by December 31, 2016;

2) New Internal Audit Projects: New items that will be completed in 2017; and 3) Standing Items: Items that Internal Audit completes every year:

i. Internal Audit’s follow up on the implementation of recommendations contained in previous Internal Audit reports;

ii. A review of rent geared to income rent calculations in consultation with TCHC’s external auditors; and

iii. An annual update of the operational risk assessment program.

What is not specifically set out on the 2017 Work Plan are the varied consulting engagements that occur during the year. These consulting engagements are generally one-off requests by management for advice and consultation from Internal Audit. Such engagements that the department have been involved with during 2016 include:

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• Development of the Delegated Signing Authority; • Policy review feedback and analysis; • Updates to the Expense Reimbursement Procedures; • Participation in the job evaluation process for senior staff positions; and • Documentation of the RGI Annual Review Process.

In addition, we allocate some of our resources over the year to develop and enhance the inner workings of the Internal Audit function. This may include such items as:

• Standardization of working papers; • Implementation of a data analytics tool to support audit engagements and the

continuous controls monitoring program; and • Development of a revised format for reporting to the Committee.

We believe the 2017 Work Plan reflects (a) a realistic estimate of the resources available to complete the items identified and (b) identification of the need to allocate some resources to develop and maintain the infrastructure of the department.

As in prior years, the Internal Audit 2017 Work Plan is a fluid document as priorities and resource availability evolves throughout the year. As such:

• Some engagements may take longer to complete than budgeted. This will impact our ability to complete other items noted on the Internal Audit 2017 Work Plan; and

• Additional items with a higher priority may be identified and added to the work plan during the year, subject to resource availability.

INVESTIGATIONS

Investigations Unit 2017 Work Plan

The Investigations 2017 Work Plan is set out in Attachment 2 to this report.

It will be noted that the proposed Investigations 2017 Work Plan includes several projects that were not completed in 2016.

January 1, 2017 will be the fifth anniversary of the opening of the TCHC Do-What’s-Right Fraud hotline. It will also be the fifth anniversary of the formal start of the Investigations Unit.

As such, it is an appropriate time to review some aspects of the Investigations function. With the ability to be able to draw on five years of experience in developing the Investigations Unit, we will be conducting a review of the reporting process for investigations completed. This review will include a review of the:

• Structure, format, and content of Investigations reports that are distributed to TCHC departments after an investigation has been completed; and

• Processes used to prepare investigation reports, the distribution of said reports, and the follow up of recommendations contained within investigation reports.

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As with the Internal Audit function, the Investigations Unit is often tasked with consulting assignments or special investigations that may take resources away from identified work plan items.

IMPLICATIONS AND RISKS:

The 2016 Work Plan takes into consideration risks and other factors that have been brought to the Department’s attention.

The Committee will be provided with quarterly updates of the status of the 2017 Work Plan so as to be kept apprised of the progress of the 2017 Work Plan.

SIGNATURE:

“Michael Vear”

Michael Vear, CPA, CA, CPA (Illinois) Chief Internal Auditor ATTACHMENT:

1. Internal Audit – 2017 Work Plan 2. Investigations – 2017 Work Plan

STAFF CONTACT: Michael Vear, Chief Internal Auditor 416-981-4065 [email protected]

Item No 2017 Work Plan Item Status / Project Description

2016 Work Plan Items Carried Forward to 2017

2014IA08 Social Investment Fund grants. Further fieldwork was required. It is now complete and the report is in draft stage. Will be presented to BIFAC Q117.

2015IA03 Accounts Payable process and system.

Planning and fieldwork ongoing.

2015IA05 Entry access to TCHC buildings. Fieldwork ongoing. Will be presented to BIFAC Q217.

2015IA07 Unit vacancy program An evaluation of how units are turned around, from notice to vacate to the new tenant moving in - deferred to 2017 or 2018, subject to engagement scoping discussion with Asset Management leadership.

2016IA01 Information & Technology Services risk assessment.

Ongoing. At request of ITS management, scope of engagement to be expanded.


Fieldwork ongoing in consultation with external auditors PwC. Last tranche of calculation reviews to be completed in Q117.

New Internal Audit Projects

2017IA01 Internal Audit Department Charter. Development of a charter for the Internal Audit function.

2017IA02 TCHC policy development, completeness, and compliance.

Review of the TCHC policy process, including policy prioritization and development, scope and completeness of policies in place, and corporate compliance with policies.

ATTACHMENT 1INTERNAL AUDIT - 2017 WORK PLAN

Page 1

Item No 2017 Work Plan Item Status / Project Description

ATTACHMENT 1INTERNAL AUDIT - 2017 WORK PLAN

2017IA03 Human Resources information system development and implementation.

Assist the Human Resources Department develop the control environment within the new Human Resources information system to be developed in 2017. Subsequent to the new system's implementation, conduct a review of the effectiveness and controls within the new system.

2017IA04 Information Technology Services (ITS) asset inventory program.

A review of the programs in place to track the significant number and type of ITS assets that are deployed to TCH staff.

2017IA05 Parking charges. A review of the parking charges monitoring and collection process.

Standing Items

2017IA05 Follow up on the implementation of recommendations from previous Internal Audit reports.

This is the annual review of the status of recommendations made in previous Internal Audit reports.


As requested by the Board, an annual review of RGI rent calculations, in consultation with TCHC's external auditors.

2017IA07 Internal Audit Department Annual Operational Risk Assessment.

The annual assessment of departmental operational risks that will be used to develop the 2018, and future, Internal Audit Work Plan.

Page 2

Item No 2017 Work Plan Item Item Information/Notes

2016 Work Plan Items Carried Forward to 2017

2013Inv5 Training of field staff with respect to completion of tenant forms and receipt of documents during the tenant Annual Review process.

Will be conducted via courses on the TCHC learning calendar.

2014Inv2 CCTV video requests. A review of the CCTV video requests procedures and record keeping protocols.

2014Inv3 Protocol re: recovery of revenue and assets.

Develop a protocol with Legal and Operations with respect to the recovery of revenue and/or assets from tenants, where applicable.

2016 New Projects

2017Inv1 Review of the reporting process arising from investigations completed.

This review will include:- looking at the structure, format, and content of reports prepared; and- the processes used to prepare reports, distribute reports, and follow up on recommendations made in reports.

ATTACHMENT 2INVESTIGATIONS - 2017 WORK PLAN

Page 1

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2017 BIFAC Work Plan Item 6 December 12th, 2016 Building Investment, Finance and Audit Committee Report: BIFAC:2016-167


From: General Counsel & Corporate Secretary

Date: December 12th, 2016

PURPOSE: To establish a 2017 Work Plan for the BIFAC. RECOMMENDATIONS: It is recommended that the BIFAC review and approve the draft 2017 Work Plan provided as Attachment 1 to this report. The draft 2017 BIFAC Work Plan proposes the following BIFAC meeting dates for 2017:

1. February 10th, 2017 (8-10:30 a.m.) 2. March 27th, 2017 (8-10:30 a.m.) 3. April 12th, 2017 (8-10:30 a.m.) 4. May 18th, 2017 (8-10:30 a.m.) 5. July 13th, 2017 (8-10:30 a.m.) 6. September 6th, 2017 (8-10:30 a.m.) 7. October 30th, 2017 (8-10:30 a.m.) 8. November 15th, 2017 (8-10:30 a.m.)

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SIGNATURE:

“Mark Johnson”

Mark Johnson General Counsel & Corporate Secretary ATTACHMENT:

1. Building Investment, Finance and Audit Committee (BIFAC) DRAFT 2017 Work Plan

STAFF CONTACT: Ted Millward, Legal Counsel, Corporate 416-981-4280 [email protected]

1

Building Investment, Finance and Audit Committee (BIFAC) DRAFT 2017 Work Plan

8 Meetings (2.5 Hours- 8:00 am to 10:30 am) February 10, 2017

• Development Reports: o Regent Park Phase 3 Business Plan Update o Regent Park Block 22 Close Out Report

• Reports from Chief Internal Auditor:

o Fraud Complaints Statistics Q3 2016 • Q4 2016 Procurement Reports (3): Metrics; Contracts & Rosters; Direct

Awards March 27, 2017

• Development Reports: o Leslie Nymark transfer of market block D to Partnership o Allenbury Gardens transfer of market lands to Partnership o Q4 2016 Quarterly Consolidated Report on Development

Projects

• Reports from Chief Internal Auditor: o Chief Internal Auditor 2016 Annual Report o Chief Internal Auditor 2016 Performance Review o Chief Internal Auditor 2017 Performance Objectives o Review of Board, President and CEO and Employee Expenses

Q4 2016

• National Housing Strategy Report

• Stand-alone Properties Update

Item 6 - 2017 BIFAC Work Plan December 12, 2016 BIFAC Public Meeting Report: BIFAC:2016-167

Attachment 1

2

April 12, 2017

• 2016 Financial Statements & PWC Year End Report • 2016 Annual Report and Letter to the Shareholder • Annual Information Form

May 18, 2017

• Development Reports: o Regent Park Phase 3 Block 16N Anchor Business Plan o Q1 2017 Quarterly Consolidated Report on Development

Projects o 2016 Year-end Consolidated Financial Report on Development

Projects

• Reports from Chief Internal Auditor: o Review of Board, President and CEO and Employee Expenses

Q1 2017 o Fraud Complaints Statistics Q1 2017 o Internal Audit Work Plan Q1 2017 Update

• Long Term Affordable Housing Strategy Report

• Q1 2017 Procurement Reports (3): Metrics; Contracts & Rosters;

Direct Awards


Attachment 1

3

July 13 2017

• Development Reports: o Allenbury Gardens Construction Notice to Proceed Building C o Allenbury Gardens Construction Financing Building D

• Report for information on the City of Toronto Implementation Report

re: disposition of the portfolio, financing, recommendations regarding capital repairs and redevelopment and revenue and expense.


September 6, 2017

• Q2 2017 Quarterly Consolidated Report on Development Projects


Q2 2017 o Fraud Complaints Statistics Q2 2017 o Internal Audit Work Plan Q2 2017 Update


Direct Awards October 30, 2017

• 2017 External Audit Work Plan

• Development Reports o Leslie Nymark Construction Financing Market Building Block D o Regent Park Phases 4 and 5 o 250 Davenport Retrofit Close Out Report


Direct Awards


Attachment 1

4

November 15, 2017

• 2018 Operating and Capital Budget

• Q3 2017 Quarterly Consolidated Report on Development Projects


Q3 2017 o Fraud Complaints Statistics Q3 2017 o Internal Audit Work Plan Q3 2017 Update o 2017 Follow Up on Previous Internal Audit Recommendations o 2018 Internal Audit Work Plan o 2018 Internal Audit Budget



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BUILDING INVESTMENT, FINANCE AND AUDIT COMMITTEE … · 2016-12-08 · Building Investment, Finance...

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Transcript of BUILDING INVESTMENT, FINANCE AND AUDIT COMMITTEE … · 2016-12-08 · Building Investment, Finance...