BOARD OF DIRECTORS
M I N U T E S PHC-2015-7
November 5 , 2015
The Board of Directors of Peel Housing Corporation met on Thursday, November 5, 2015 at 8:31 a.m., in the Peel Conference Centre, 1st Floor, Regional Administrative Headquarters, 10 Peel Centre Drive, Suite A, Brampton.
Directors Present: D. Austin; F. Dale; S. Elias; C. Fonseca; V. Hall; R. Mendis*; G. Miles; E. Moore; B. Shaughnessy Directors Absent: P. Palleschi (personal matter) Also Present: D. Szwarc, Chief Administrative Officer, Region of Peel; G. Bursey, Acting Commissioner of Human Services, Region of Peel; M.S. Mwarigha, General Manager; D. Bingham, Treasurer; J. Arcella, Deputy Treasurer, B. Colavecchia, Manager, Housing Operations and Tenancy Management; C. Cancelliere, ActingCorporate Counsel; K. Lockyer, Regional Clerk; A. Macintyre, Corporate Secretary; L. Bryant, Specialist, Governance and Planning; C. Law, Deputy Corporate Secretary
Chaired by Vice-President Miles.
1. DECLARATIONS OF CONFLICTS OF INTEREST
2. APPROVAL OF MINUTES
2.1. Minutes of the Board of Directors Meeting (PHC-6/2015) meeting held on October 1, 2015
Moved by Director Austin,
Seconded by Director Hall;
That the October 1, 2015 Peel Housing Corporation (PHC-6/2015) Board of Directors Meeting minutes be approved, as amended.
3. APPROVAL OF AGENDA
Moved by Director Shaughnessy,
Seconded by Director Fonseca;
That the agenda for the November 5, 2015 Peel Housing Corporation Board of Directors meeting be approved.
Director Shaughnessy asked staff to report back to the Board at a future meeting regarding adopting a policy on tobacco use in Peel Living buildings.
4.1. Bryan Bowen, Planning and Development Lead, and Michelle Drylie, Senior Planner, planningAlliance, Regarding an Update on the Twin Pines Planning Collaborative
Director Mendis arrived at 8:40 a.m.
Bryan Bowen, Planning and Development Lead, and Michelle Drylie, Senior Planner, planningAlliance, provided the Board with an update on the planning collaborative process occurring at Twin Pines. They detailed the history of the site and the progress in moving towards an eventual redevelopment of the site with the residents. Michelle Drylie provided the details of a completed Housing Needs and Financial Impact Assessment survey completed by the residents which provides several options and directions for the Board to evaluate as the planning continues to develop in the future. Bryan Bowen stated at this point, planningAlliance would like to hold an in-depth workshop with the Board as the next step to further confirm the choices that will be offered to Twin Pine residents for their future residence.
Lincoln Bryant, Specialist, Governance and Planning, advised that the proposed workshop would be held Monday, November 30, from 6:30 p.m. to 10:00 p.m. at the Summerville Pines in Mississauga.
5.1. Peel Living 2016 Budget
Presentation by M.S. Mwarigha, General Manager, Peel Housing Corporation
Moved by Director Mendis,
Seconded by Director Elias;
That the 2016 Operating Budget with total revenue of $98.0 million and total expenditure of $90.5 million before Reserve transfers, as identified in Appendix I of the 2016 Budget Document, be approved;
And further, that the net transfers to reserves of $7.5 million as identified in Appendix I of the 2016 Budget Document, be approved;
And further, that the 2016 Capital Budget for Peel Living for a total of $14.5 million for items of high-need nature, as identified in Summary II of the 2016 Budget Document, be approved;
And further, that Peel Living enter into a loan agreement with the Region of Peel in its capacity as Service Manager, to fund its 2016 capital plan for building renewal up to an amount of $6.3 million;
And further, that the General Manager and Treasurer of Peel Living be authorized to negotiate, settle the terms of, and execute on behalf of Peel Living, loan agreements with the Region of Peel in its capacity as Service Manager, in an amount not exceeding $6.3 million, along with such ancillary agreements and documents in furtherance of such loans as they may deem appropriate;
And further, that in accordance with the Financial Control By-law, the Treasurer be authorized to draw from the Working Fund Reserves as necessary to finance capital expenditures to maintain the financial flexibility of the Corporation.
M.S. Mwarigha, General Manager, Peel Housing Corporation (PHC), provided the Board with a presentation on the PHC Budget for 2016. He noted budget drivers such as revenue maximization; inflationary pressures; asset renewal funding; and an increasing reserve shortfall. He stated through the financial viability work currently being completed, some of the pressures should be relieved and will likely have an effect on the Budget for 2017.
In response to a question from Director Mendis, David Bingham, Treasurer, PHC, responded that currently it is forecasted that by the 2017-2018 start of the end of operating agreements with the federal government, there will be a first year small surplus of $30,000, with potential further surpluses to follow. He cautioned however that this revenue is offset by the reserve shortfall required for capital repair at most buildings.
In response to a question from Director Elias, M.S. Mwarigha stated that building condition assessments are completed approximately every five years.
5.2. Overview of Peel Housing Corporation Insurance Costs
5.3. Shareholder Direction
Presentation by David Szwarc, Chief Administrative Officer, Region of Peel
David Szwarc, Chief Administrative Officer, Region of Peel, provided the Board with an overview of the proposed Shareholder Direction document in draft form for the Board’s feedback on its contents. He provided the history of Peel Housing Corporation and why a Shareholder Direction document is an important formalization of the relationship between the Board and its sole shareholder, the Region of Peel – especially with regards to a services agreement for staffing, standards and accountability.
In response to Directors’ questions regarding the length of time required before reviewing a service agreement, David Szwarc suggested that five years would be best in that it provides stability in which to judge what services are still useful to the Board.
Directors also provided feedback related to: the need for clarity of how long a Director sits on the Board before needing to be reappointed; a consecutive term limit to ensure there is change on the Board; the difficulty in obtaining quorum for the months immediately after an election while the Board waits for new Councillor representation; and a need to keep remuneration status equal for all Directors. David Szwarc stated that answers to these questions will be brought back to the next scheduled Board meeting; before the final Direction is presented to Regional Council as Shareholder along with a completed services agreement, to be finalized approximately over the next three months.
Vice-President Miles inquired if Directors agreed with the suggestions that the positions of Treasurer and Secretary be filled by Members of the Board. Several Directors indicated they would be interested when the positions become available.
6. COMMUNICATIONS - Nil
7. GENERAL MANAGER'S UPDATE - Nil
8. IN CAMERA MATTERS - Nil
9. OTHER BUSINESS - Nil
10. NEXT MEETING
Thursday, December 3, 2015, 8:30 a.m. - 9:30 a.m.
Peel Conference Centre, 1st Floor
Regional Administrative Headquarters
10 Peel Centre Drive, Suite A
The meeting adjourned at 10:36 a.m.