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
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Ref
N°:ACS2009-OCH-0002 |
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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 2008-2009 Ottawa Community
Housing Corporation (OCHC) Annual Report be received.
2. That the Audited Financial Statements
of Ottawa Community Housing Corporation (OCHC) for the year 2008 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 2009.
5. That Mr. Jay Zakaib’s resignation
letter effective May 14, 2009 be received (Attachment 1 A).
6. 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 2008-2009 de la Société de logement
communautaire d’Ottawa (SLCO);
2. Que
soient reçus les états financiers vérifiés de 2008 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 2009;
5. Que
soit reçue la lettre de démission de M.
Jay Zakaib qui a pris effet le 14 mai 2009 (Pièce jointe 1 A);
6. 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
2008-2009 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, in a revised user-friendly
format.
Recommendation 2 (Re:
2008 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
2008 audited financial statements were approved by the OCHC Board of Directors
at its meeting of May 14th, 2009.
The firm of Ernst and Young are OCHC’s auditors. Ms. Deanna Monaghan of Ernst and Young
attended the April 23rd, 2009 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,
2008. 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 2008.
The 2008 OCHC
audited financial statements are appended to this report as Attachment 1.
Recommendation 3 (Re:
Strategic Plan Update)
A new 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 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 OCH with a comprehensive assessment of the entire housing
portfolio. Housing units, mechanical systems, building exteriors, and roofs
were inspected.
The combination of deferred maintenance and other required repairs total
$350 million in the next five years, with an average capital program of $30-35
million for subsequent years.
Upon review of the BCA, a five year Capital Plan was prepared. This
identified specific plans for each of the one hundred and sixty-two OCH
communities. This five year Capital Plan was approved by the Board in March
2009.
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 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 OCH staff. This will assist the organization in dealing with
emergency situations. It is anticipated that a comprehensive emergency response
plan will be completed in 2009, including 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.
Collaborative efforts continued between senior staff from OCH and the
City which resulted in the development of a new sustainable funding model 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 OCH Board of Directors and City Council.
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 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 OCH Healthy Communities Initiative.
Through the organizational renewal exercise, all tenant services
including Community Safety staff will be integrated within one Tenant Services
Department. This will ensure seamless service delivery to all tenants.
OCH is also participating in the City’s Community Development Framework
in order to leverage joint resources and to work collaboratively with City
staff and community partners.
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 OCH communities, including approximately sixty-one Tenant Associations.
In the fall of 2008, a 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.
Efforts are continuing to involve tenants, OCH staff, and community
partners in the Healthy Communities Initiative. In 2008, this approach was
piloted at two OCH communities. This approach has been very successful and is
being implemented in eight OCH communities in 2009.
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 OCH Board as well as the Mayor as an Ex-Officio
member.
Senior OCH staff worked collaboratively with City staff to develop an
Operating Agreement in 2008. This agreement was approved by both the OCH Board
and City Council in early 2009.
Community partnerships continue with Ottawa Police, Ottawa Fire
Services, and Ottawa By-Law Services to sustain safe and healthy communities. A
Safety Working Group has been created to address safety issues in a
collaborative and coordinated manner.
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 includes a two year funding and
implementation plan, a restructured organization, and additional resources in a
few key areas. Efforts will be made to reengineer several business processes.
This plan was approved by the Board in December 2008.
Under the direction of the CEO, five business areas have been created
with a view to focus on client services and asset management:
·Asset Management;
·Tenant Services;
·Community Development;
·Corporate Services; and
·Organizational Effectiveness.
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
Ottawa, OCHC recommends that the Shareholder approve Ernst & Young as the
auditors for OCHC, for the year 2009.
Recommendation 5 (Re:
Resignation of Director)
Mr. Jay Zakaib was appointed as a Director on July 12, 2005. Due to work
commitments, he has tendered his resignation effective May 14, 2009. (See Attachment 1A) The Board and CEO are
proceeding to fill this vacant position within the next few months.
Recommendation 6
(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.
2008 – 2009 Ottawa Community Housing
Corporation (OCHC) Annual Report, issued separately and held on file with the
City Clerk.
Attachment 1 Audited Financial Statements of Ottawa Community Housing Corporation (OCHC) for the year 2008.
Attachment 1A Resignation letter of Mr. Jay Zakaib.