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
Jo-Anne Poirier, Chief Executive Officer, Ottawa Community Housing
Corporation/présidente-directrice générale de la Société de logement
communautaire d’Ottawa
613-520-2271
|
Ref N°:ACS2010-OCH-0002 |
SUBJECT: |
OTTAWA
COMMUNITY HOUSING CORPORATION ANNUAL
REPORT AND ANNUAL GENERAL MEETING OF THE SHAREHOLDER |
OBJET: |
RAPPORT ANNUEL ET
ASSEMBLÉE GÉNÉRALE ANNUELLE DE LA SOCIÉTÉ DE LOGEMENT COMMUNAUTAIRE D’OTTAWA |
REPORT RECOMMENDATIONS
That Council approve:
1. That the 2009-2010 Ottawa Community
Housing Corporation (OCHC) Annual Report be received.
2. That the Audited Financial Statements
of Ottawa Community Housing Corporation (OCHC) for the year 2009 be received. (Attachment 1)
3. That the Update re: the 2008-2011 Ottawa
Community Housing Corporation (OCHC) Strategic Plan be
received.
4.
That Ernst and Young be appointed as the
Auditors of Ottawa Community Housing Corporation (OCHC) for the year 2010.
5.
That Council direct City staff to bring
forward a report to Community and Protective Services Committee and City
Council in June, 2010 regarding the provision of a Municipal Guarantee to
support OCHC’s loan application to Infrastructure Ontario. (Attachment 2)
6.
That report OCHC-013/10 be received
appointing Ms. Sarah Kambites to the Board of Directors as a Community member,
replacing Mr. Jay Zakaib. (Attachment 3)
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.
RECOMMANDATIONS DU RAPPORT
Que le Conseil
approuve :
1. Que soit reçu le rapport annuel de 2009-2010 de la
Société de logement communautaire d’Ottawa (SLCO);
2. Que soient reçus les
états financiers vérifiés de 2009 de la Société de logement communautaire
d’Ottawa (SLCO) (Pièce jointe 1);
3. Que soit reçue la mise à
jour de 2008-2011 du plan stratégique de la Société de logement communautaire
d’Ottawa (SLCO);
4. Que la société Ernst and
Young soit désignée vérificatrice de la Société de logement communautaire
d’Ottawa (SLCO) pour l’année 2010;
5. Que le Conseil enjoigne
le personnel municipal de déposer un rapport au Comité des services de
protection et communautaires et au Conseil municipal en juin 2010 concernant
l’offre d’une garantie municipale afin d’appuyer la demande de prêt de la
Société de logement communautaire d’Ottawa auprès d’Infrastructure Ontario.
(Pièce jointe 2)
6. Qu’il
soit pris connaissance du rapport OCHC-013/10 nommant Mme Sarah Kambites au
conseil d’administration à titre de membre de la communauté afin de remplacer M.
Jay Zakaib. (Pièce jointe 3)
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
2009-2010 has been a period of considerable
achievements for Ottawa Community Housing Corporation (OCHC).
OCHC has continued to invest significantly in time and
resources to build upon the five pillars for developing “Healthy
Communities”. The five pillars include:
·
Building and maintaining
adequate, appropriate housing stock
·
Ensuring safety
and security
·
Fostering tenant
engagement and 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, as well as
celebrating new initiatives and partnerships.
Recommendation 2
(Re: 2009 Audited 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 2009
audited financial statements were approved by the OCHC Board of Directors in
May, 2010. The firm of Ernst and Young
are OCHC’s auditors. Ms. Deanna Monaghan
of Ernst and Young attended the May 20, 2010 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, 2009. 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 OCHC in its financial practices
during 2009.
The 2009
OCHC audited financial statements are appended to this report as Attachment 1.
Recommendation 3
(Re: Strategic Plan Update)
A Strategic Plan (2008-2011) was completed and
approved by the Board in 2008. This Strategic Plan was circulated to City
Council for their information. The key
initiatives continue to be aligned with the direction provided by the
Shareholder, responding to concerns related to maintenance standards, community
safety and security, and the provision of healthy communities.
The Strategic Plan for 2011-2014 will be developed with
the reconstituted OCHC Board of Directors during the spring of 2011.
The following sections describe the progress made in
the key areas identified within the Strategic Plan.
a.
Improve Maintenance and Utilization of Existing
Housing
The Building Condition Assessment Study (BCA) was completed
in the fall 2008. It provided OCHC with a comprehensive assessment of the entire
housing portfolio. Housing units, mechanical systems, building exteriors, and
roofs were inspected. The BCA Study
estimated that the cost of deferred maintenance plus capital projects required
in 2009 through 2013 would total $332 million (2008 dollars).
In 2009 and 2010, OCHC launched the largest Capital
Works Program ever undertaken by the corporation, with capital projects valued
at $110 million (2010 dollars). This
program was made possible by a series of capital grants totalling $55.6 million
under various programs administered by the City of
In developing capital plans for the immediate future,
OCHC considers the specific requirements for one hundred and sixty-two
communities. This process continues to be well informed by the BCA as well as
consultation with OCHC tenants and site-specific investigations. A rolling five year Capital Plan is prepared
each year.
Based on deferred maintenance requirements and repairs
that are required in the five year period beginning 2011 through 2015, OCH will
need an estimated $305 million in capital funding (2010 dollars) over the next
five years. The Corporation is currently reviewing longer term capital
requirements, funding requirements that consider grants and annual
contributions, and financing options.
A Long-Range Financial Plan is being developed to
determine the funding requirements to sustain an appropriate capital program.
The results will be shared with the Shareholder upon completion. In order to
support the 2010 Capital Works Program, OCHC is utilizing all grants received
through the Social Housing Renovation and Retrofit Program, all reserve
funding, as well as applying for a loan under the Infrastructure Ontario
Program (Attachment 2). In order to
move forward with further capital repairs, it will require substantial and sustainable
funding. The Long-Range Financial Plan will determine future required funding
levels. This information will be shared
with City staff upon completion.
In 2006, the OCHC 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 have been made to improve and enhance services to our tenants,
including the recruitment of a new Manager, Call Centre, specialized in Call
Centre management. During 2008, an interim emergency response plan was
developed including comprehensive training for all OCHC staff. This will assist
the organization in dealing with emergency situations. It is anticipated that a
comprehensive emergency management plan will be completed in the Spring of 2010, ensuring compliance with all relevant
legislation.
An enhanced maintenance scheduling system has been
implemented to provide more efficient and effective maintenance services. A
review of this process will be undertaken to enhance its effectiveness and to
continue improving services to tenants. Customer service protocols have also
been developed in order to respond to tenant feedback and establish response
standards.
Collaborative efforts continued between senior staff
from OCHC and the City which resulted in the development of a new Operating
Agreement for the Corporation, specifically for the Public Housing Program and
the Municipal Non-Profit program. By early 2009, an Operating Agreement was
approved by both the OCHC Board of Directors and City Council. This has
assisted with funding levels and the completion of the Long Range Financial
Plan will determine further required funding. City staff are
participating in this financial planning exercise.
b. Develop New Housing Stock
Although there continues to be a well-documented
demand for additional affordable housing in the City of
OCHC 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. To this end, applications have
been submitted under the Affordable Housing Program (AHP) for specific
redevelopment initiatives. A response in 2011 is anticipated in order to move
forward.
c. Development of Safe and Caring
Communities
The Safer Communities Program, implemented in 2006,
has continued to provide a visible staff presence in OCHC communities, working
closely with the Ottawa Police Service and other community partners.
OCHC 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 OCHC Healthy Communities Initiative. OCHC also actively participates in the
Community Development Framework (CDF) at the City of
Through the organizational renewal exercise that began
in 2009, all tenant services including Community Safety staff have been
integrated within the Tenant Services Department. This has ensured seamless and
integrated service delivery to all tenants.
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 tenant leaders from across OCHC communities, including approximately
sixty Tenant Associations.
In the fall of 2009, the annual Tenant Forum was 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 also included tenant
volunteer recognition. This forum was highly successful and received very
positive feedback from tenants.
Efforts are continuing to involve tenants, OCHC staff,
and community partners in the Healthy Communities Initiative. In 2008, this
approach was piloted at two OCHC communities. This approach has been very
successful and is being implemented in several OCHC communities.
OCHC staff are also working
on an OCHC Partnership Framework to ensure effective partnerships for the
benefit of all tenants and communities.
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. There
are four City Councillors who sit on the OCHC Board as well as the Mayor as an
Ex-Officio member.
Regular meetings also take place with City Councillors
whose wards include OCHC communities.
Senior staff worked collaboratively with City staff to
develop an Operating Agreement in 2008. This agreement was approved by both the
OCHC Board and City Council in early 2009. The relationship continues to be
very positive and collaborative.
f. Organizational Development
An overall organizational renewal exercise was
undertaken in mid 2008. This included a review of Technical Services, undertaken
by the Auditor General.
The organizational renewal exercise included a two
year funding and implementation plan, a restructured organization, and
additional resources in a few key areas. This plan was approved by the OCHC Board
in December 2008. Several business areas continue to be reviewed and
reengineered to enhance results.
Under the direction of the CEO, five business areas
have been created with a view to focus on client services and asset management:
1. |
TENANT
SERVICES |
Includes district front-line tenant services, 24/7
Call Centre, Community Safety Services |
2. |
ASSET
MANAGEMENT |
Focus on physical assets, capital planning and
implementation |
3. |
COMMUNITY
DEVELOPMENT |
Focus on working with tenants and community partners
for safe and healthy communities |
4. |
CORPORATE
SERVICES |
Finance, Human Resources, Information Technology,
and Purchasing |
5. |
ORGANIZATIONAL
EFFECTIVENESS |
Board Secretariat, Performance Management,
Organizational Renewal, and Corporate Communications |
Recommendation 4 (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 they are
familiar with the operation of the Corporation, and given that they are
auditors for the City of
Recommendation 5
(Loan Application to Infrastructure
That Council
direct City staff to bring forward a report to Community and Protective
Services Committee and City Council in June, 2010 regarding the provision of a
Municipal Guarantee to support OCHC’s loan application to Infrastructure
Recommendation 6
(Re: Election of Director)
The Board has elected Ms. Sarah Kambites as Director
to the Board, filling the position vacated by Mr. Jay Zakaib. (See Board report
OCHC-013/10, Attachment 3)
Recommendation 7
(Signing Authority of Mayor and City Clerk)
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.
ATTACHMENTS
Attachment
1:
Draft
Audited 2009 Financial Statements of Ottawa Community Housing Corporation
(OCHC) (signed audited statements to be
distributed at the meeting)
Attachment
2: OCHC-041/10
Board report on the Infrastructure Ontario Loan Application – General Security
and Municipal Guarantee
Attachment
3:
OCHC-013/10 Board report on the
Appointment of a New Board Member to the Board of Directors