Report to/Rapport au :
The Shareholder of the Ottawa Community Housing
Corporation/
Councillor
Diane Holmes, Chair, Ottawa Community Housing Corporation Conseillère
Diane Holmes, Présidente du conseil d’administration de la Société de logement
communautaire d’Ottawa
and / et
Contact Person / Personne-ressource : Jo-Anne Poirier, Chief
Executive Officer, Ottawa Community Housing Corporation/présidente-directrice
générale de la Société de logement communautaire d’Ottawa
613-520-2271
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Ref
N°:ACS2008-OCH-0003 |
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SUBJECT: |
OTTAWA COMMUNITY
HOUSING CORPORATION ANNUAL REPORT AND ANNUAL GENERAL
MEETING OF THE SHAREHOLDER |
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OBJET: |
RAPPORT ANNUEL ET
ASSEMBLÉE GÉNÉRALE ANNUELLE DE LA SOCIÉTÉ DE LOGEMENT COMMUNAUTAIRE D’OTTAWA |
REPORT RECOMMENDATIONS
That Council approve:
1. That the 2007/2008 Ottawa Community
Housing Corporation (OCHC) Annual Report be received.
2. That the Draft Audited Financial
Statements of Ottawa Community Housing Corporation (OCHC) for the year 2007 be
received.
3. That the Update re: the Ottawa
Community Housing Corporation (OCHC) Strategic Plan be received.
4. That Ms. Johanne Lacombe, Ms. Linda
Hoad and Mr. Shaun Baron be appointed as Directors of the Ottawa Community
Housing Corporation (OCHC) for a 3-year term expiring at the time of the Annual
General Meeting of OCHC in 2011.
5. That Ms. Sandra Pilote be appointed as
a Director of the Ottawa Community Housing Corporation for a 2-year term
expiring at the time of the Annual General Meeting of OCHC in 2010.
6. That Ernst and Young be appointed as
the Auditors of Ottawa Community Housing Corporation (OCHC) for the Year 2008.
7. That the Mayor and the City Clerk be
authorized to sign a written resolution on behalf of the City of Ottawa as
Shareholder of OCHC setting out the resolutions approved by City Council.
1. Que
soit reçu le rapport annuel de 2007-2008 de la Société de logement communautaire
d’Ottawa (SLCO);
2. Que
soient reçus les états financiers vérifiés de 2007 de la SLCO;
3. Que
soit reçue la mise à jour du plan stratégique de la SLCO;
4. Que Mme Johanne Lacombe, Mme
Linda Hoab et M. Shaun Baron soient nommés directeurs de la Société de logement
communautaire d’Ottawa (SLCO) pour un mandat d’une durée de trois ans qui
prendra fin à l’assemblée générale annuelle de la SLCO en 2011;
5. Que Mme Sandra Pilote soit nommée directrice de la Société de logement
communautaire d’Ottawa (SLCO) pour un mandat d’une durée de deux ans qui
prendra fin à l’assemblée générale annuelle de la SLCO en 2010;
6. Que la
société Ernst and Young soit désignée vérificatrice de la SLCO pour l’année
2008;
7. Que le maire et le greffier municipal
soient autorisés à signer, au nom de la Ville d’Ottawa à titre d’actionnaire de
la SLCO, une résolution écrite énonçant les résolutions approuvées par le
Conseil municipal.
BACKGROUND
2007/08 has been a period of considerable achievements for Ottawa
Community Housing Corporation (OCHC).
OCHC has continued to significantly invest time and resources to build
upon the five pillars for developing “Healthy Communities”. The five pillars include:
·
Building & maintaining adequate,
appropriate housing stock
·
Ensuring safety and security
·
Fostering tenant engagement &
commitment
·
Nurturing community partnerships
·
Enhancing organizational capacity
and effectiveness
This year’s Annual Report highlights achievements related to providing
the best possible service to all OCHC tenants.
Recommendation 2 (Re:
2007 Financial Statements)
In accordance with section 11.01 of Ottawa Community Housing Corporation
By-Law No. 6, OCHC is required to present its audited financial statements for information to its
Shareholder. The
2007 audited financial statements will be submitted to the OCHC Board of
Directors for approval at its meeting of June 12th, 2008. The firm of Ernst and Young are OCHC’s
auditors. Ms. Deanna Monaghan of Ernst
and Young attended the May 22nd, 2008 Finance and Audit Committee
meeting to respond to questions and comments.
Ms.
Monaghan confirmed to the Finance and Audit Committee that Ernst and Young is
independent of OCHC and that the report represented an “unqualified” opinion on
the Corporation’s financial statements for the year ending December 31st, 2007.
She further stated that Ernst & Young had received a high level of
cooperation from staff in carrying out the audit and that significant
improvements had been made by OCH in its financial practices during 2007.
The 2007 OCHC
audited financial statements are appended to this report as Document 2.
Recommendation 3 (Re:
Strategic Plan Update)
The Ottawa Community Housing (OCH) Strategic Plan 2004 – 2007 was approved
by the OCH Board of Directors in December 2003 and presented to the Shareholder
as part of the 2004 Annual Report. The
plan addressed a four-year timeframe and identified six strategic priorities
with related initiatives, implementation plans, and performance targets. A brief review of these priorities and
related developments during the past year is presented below for information.
Since the development of the Strategic Plan, the Shareholder Direction
provided by City Council has brought into very clear focus the urgent
priorities facing the Corporation.
Accordingly, the key initiatives that OCH has pursued in the past year
have been aligned with the Direction provided by the Shareholder, responding to
critical concerns related to maintenance standards, community safety and
security and the provision of healthy communities. Progress on all fronts has focused on the issues that were
identified in the OCH Strategic Plan.
Since that time, a draft Strategic Plan 2008 – 2011 has been drafted and
is currently being tabled with the OCH Board of Directors and other key
stakeholders. It is OCH’s intention to
circulate a copy of the Strategic Plan within the next few weeks.
a. Improve Maintenance and Utilization
of Existing Housing
The Building Condition Assessment Study (BCA) that was launched in 2006
will provide OCH with a comprehensive assessment of the entire housing
portfolio. The inspection of housing
units, mechanical systems, building exteriors and roofs will be completed by
late summer 2008. This study will also
provide data for a comprehensive asset management system. This information will support long term
capital planning and enable a critical evaluation of the existing housing
stock.
In 2006, the OCH Call-Centre was implemented on a 24/7 basis in order to
respond more effectively to tenant requests for both routine and emergency
maintenance services. The Call-Centre
also dispatches Community Safety Services and alarm system monitoring.
A review of the Call-Centre was undertaken in early 2008 and many
changes are being made to improve and enhance services to our tenants.
An enhanced maintenance scheduling system is being implemented to
provide more efficient and effective maintenance services to OCH tenants.
There was a significant increase in maintenance funding in the Public
Program for 2007. The City approved a
base increase in capital funding of $1.5 Million. In addition, a further $6 Million was approved by the City to
fund urgent capital repairs. Operating funding for the program also increased
by $3.5 Million from 2006. The City has
agreed in principle to the retention of surpluses to mitigate budget shortfalls
in the future.
Collaborative efforts have continued between senior staff from the City
and OCH to develop a sustainable funding model for the Corporation and
specifically for the Public Housing Program.
It is anticipated that these discussions will be successfully concluded
in the fall of 2008.
b. Develop New Housing Stock
Although there continues to be a well-documented demand for additional
affordable housing in the City of Ottawa, all financial resources of the
Corporation have been required to address the requirements of the existing
portfolio. As a result, the Community
Reinvestment Fund (CRF), established by OCH to address new housing has been
completely depleted. The operating
surplus generated by the Equity Program that has been the source of funding for
the CRF continues to be required to fund capital works in the housing stock
contained in the Equity Program.
OCH has not abandoned an interest in the development of new affordable
housing. As the Building Condition
Assessment study is implemented, site renewal and redevelopment opportunities
will be explored.
c. Development of Safe and Caring
Communities
The Strategic Plan presented to the Shareholder in 2004 recognized that
improvements to safety and security in OCH communities would be addressed most
effectively by engaging tenants and strengthening partnerships with community
agencies. The Safer Communities
Program, implemented in 2006, has continued to provide a visible staff presence
in OCH communities, working closely with the Ottawa Police Services and other
community partners.
OCH has received very positive feedback from tenants about the
assistance provided by the Community Safety Officers, which has encouraged
further tenant engagement through initiatives such as Neighbourhood Watch and
the emerging Healthy Communities Initiative.
d. Increase Tenant Involvement/Empowerment
In 2007, the Shareholder approved an enhanced governance structure to
align Tenant Associations, District-Based Committees and the Board of
Directors. This resulted in an elected
Tenant representative sitting directly on the Board of Directors as a full
voting member of the Board. This tenant
representative is the Chair of the Tenant Advisory Group, comprised of eight
members who are also part of a District-Based Committee structure. The District-Based Committees bring together
representatives from approximately 61 Tenant Associations.
In the fall of 2008, a Tenant Forum will be held to promote dialogue
between tenants and staff and for tenants to participate in workshops to
promote leadership capacity and continuous learning. This Tenant Forum will also include tenant volunteer recognition.
e. Enhance relationship with the
Shareholder and the Community-at-Large
Members of City Council continue to express their support and commitment
to all tenants housed in Ottawa Community Housing, as well as to the four City
Councillors and the Mayor as an Ex-Officio member, who dedicate their time as
members of the Board of Directors. In
2008, increased financial support was provided to improve maintenance in the
Public Housing Program. The Safer
Communities Program continues to receive the necessary funding. Significant collaboration continues between
Senior City staff and OCH to develop a model of sustainable funding for the
Corporation.
Community partnerships, including the Ottawa Police Services and the
Ottawa Fire Services continue to provide support to all OCH tenants. The Healthy Communities Initiative, launched
in late 2007, will generate positive action plans in OCH communities involving
tenants, staff and community partners.
f. Organizational Development
As approved by the Shareholder in 2007, the new OCH governance structure
resulted in the naming of additional community members to the OCH Board. This is providing for rich and productive
dialogue between the OCH Board and staff.
An organizational review, undertaken in the spring 2008, is reviewing
all areas of the organization to identify opportunities for restructuring,
alternate resourcing levels and enhanced effectiveness. The results of the organizational review
will be presented to the OCH Board of Directors in the fall 2008. The organizational renewal process is
providing a great opportunity to engage staff, tenants and Board members in
addressing how best to move forward to continue effectively serving all OCH
tenants.
Recommendation 4 (Appointment of Directors)
Ms. Johanne Lacombe, Ms. Linda Hoad and Mr. Shaun Barron were appointed
to the Board of Directors of OCHC in January 2008. The addition of these individuals filled an
existing vacancy and added two new positions, bringing the number of Community
representatives on the Board to five.
Recommendation 5 (Re:
Appointment of Tenant Representative as Director)
Ms. Sandra Pilote, Chair of the OCH Tenant Advisory Group, was
appointed to the Board of Director of OCHC in January 2008. For the first time, the OCHC Board now
includes a tenant representative.
Recommendation 6 (Re:
Appointment of Auditors)
Part XII
subsection 149 (1) of the Business Corporation’s Act, states as follows:
“ The Shareholders of a Corporation at their first
annual or special meeting shall appoint one or more auditors to hold office
until the close of the first or next annual meeting, as the case may be, and,
if the shareholders fail to do so, the directors shall forthwith make such
appointment or appointments”.
Given that Ernst &
Young are providing satisfactory service, and are familiar with the operation
of the Corporation and given that they are auditors for the City of Ottawa,
OCHC recommends that the Shareholder approve Ernst & Young as the auditors
for OCHC, for the year 2008.
Document
1 2007/2008 Ottawa Community
Housing Corporation (OCHC) Annual Report, issued separately and held on file
with the City Clerk.
Document 2 Draft Audited Financial
Statements of Ottawa Community Housing Corporation (OCHC) for the year 2007.