October 20/04 Board Item 4

Date: October 8, 2004 To: Board of Directors October 20/04 Board Item 4 From: Chief Executive Officer Resolution / Attachment Subject: BOARD OF TRADE PROPOSAL - ELECTED TENANT REPRESENTATIVE ELECTRONIC NETWORK INITIATIVE (TCHC:2004-119) PURPOSE: To provide the Board of Directors with information related to a proposal to the Board of Trade for the development of an Elected Tenant Representative Electronic Network Initiative (ETRENI). RECOMMENDATION It is recommended that the Board of Directors receive the report and forward to the Board of Directors for information. BACKGROUND: At its meeting on October 7, 2004 the Governance Committee received the abovecaptioned report and recommended it be forwarded to the Board of Directors for information. The Community Management Plan describes TCHC s commitment to tenant engagement and a participation system that forms part of a governance model where decision making is moved to the local level. There are many initiatives that take place throughout TCHC to ensure that the participation system evolves as the organization, communities and Tenant Councils evolve. The initiative proposed in the Board of Trade proposal described below carries the potential to expand the ability of elected tenant representatives to communicate more effectively with each other and TCHC. Ease of communication between tenant reps is something often requested in discussions around the participation system and communication. For some time, many of our elected tenant representatives (ETRs) have voiced a need, most recently in tenant forums and community councils, for a more effective means of communicating. An electronic network of some kind was suggested as a solution. However, the funding needed for both the development and sustainability of something of this nature was not available given TCHC s financial pressures and the many other TCHC:2004-119 Report Elected Tenant Representative Electronic Network Initiative Page 1 of 5

priority areas for TCHC in support of tenant councils and the tenant participation system. Earlier this year, TCHC approached the Toronto Board of Trade (BOT) via an application through their participation in the Enough is Not Enough campaign, to see if they would assist us in a worthwhile community project. Upon review of the proposal, the Board of Trade expressed interest in the project as part of their newly launched Community Action Program (CAP). TCHC staff have suggested that the Board work with staff and elected tenant reps in a 3-way partnership to deliver an electronic network. To-date, a preliminary scope document has been prepared (ETRENI Project Scope Attachment 1) and 2 meetings with elected reps have been held to discuss the proposal. ELECTED TENANT REPRESENTATIVE ELECTRONIC NETWORK INITIATIVE Conceptual Overview The ETRENI concept is to enable a more informed elected tenant representative group (ETR), employing technology that could work as follows: An elected tenant-based Internet network will be created, of and for 350 elected tenant representatives. Each elected tenant will access the network in a convenient location/manner, which will likely be via a workstation in their living unit. While the exact components need to be determined in the initial stages of this project, this will likely be a combination of a WEB Site, List Server, Discussion Board and E-mail. It would also enable access to some key documents and links to other resources. TCHC would not have any link to this network or the content of any e-mail or document unless specifically allowed by the elected tenants group. Project Goals Create a TCHC Elected Tenant Representative Electronic Network that: 1. Is accessible by each elected tenant representative from the building in which they live; 2. Enables elected tenant representatives to better work together for the benefit of their local communities and the city and its citizens; 3. Improves communications and issues awareness among elected tenant representatives and with TCHC; 4. Is funded for ongoing operations outside of TCHC; 5. Meets the needs of TCHC to promote and achieve healthy communities; TCHC:2004-119 Report Elected Tenant Representative Electronic Network Initiative Page 2 of 5

6. Meets the needs of the Toronto Board of Trade (BOT) to assist in making the city a better place to live and gives its members a learning opportunity to broaden their awareness of community and housing issues. 7. Explores the real possibility of using TCHC youth (tenants) to participate in the rollout and support of the environment as a community economic development (CED) project. Project Timing The planning process is expected to be completed by mid-october. The outcome of the planning process is to develop refined concept of the end-result and an estimate of the resources that would be required to achieve it. The Board of Trade (BOT) will then take the end result and the scope for approval to its CAP Committee. If the BOT approves, the project will be structured (with BOT resources/funding) to develop the product and deliver it around June, 2005. Key Results To-Date A preliminary scope document has been prepared and provisionally approved by TCHC and the BOT. This was done as a working document, prior to the engagement of the ETRs. The scope will not be final until the Planning Phase is complete at which time all parties are expected to approve it. Two meetings were held with ETRs in August. All ETRs were contacted by letter containing an outline of the project with the draft scope. Attendance for both meetings was approximately 35 tenants each time, with 7 new tenants at the second meeting. The meetings resulted in: 1) election of 3 Steering Committee members by the ETRs present; 2) a preliminary list of needs, issues, and challenges; and 3) an ETR group that is anxious and committed to make it happen. Next Steps The project plan is the next key deliverable that will define the resourcing required to deliver this project. Upon approval by the Board of Trade, a small project team comprising the Steering Committee and some technical experts from the BOT will commence this work the second week of September. TCHC:2004-119 Report Elected Tenant Representative Electronic Network Initiative Page 3 of 5

A key component of the proposal is the need to ensure that the network is installed and maintained through external solutions that enable sustainability that is not reliant on TCHC funding. While TCHC strongly supports the initiative and the outcomes intended through the possibilities extended by the network, TCHC is not currently in a position to commit to the ongoing funding that would be required in order to ensure the network remains sustainable. TCHC has been retaining staff computers as they are upgraded and would be capable of providing the initial dedication of computer hardware which would serve as part of TCHC s in-kind commitment toward the project. TCHC will also be contributing staff resources to assist in various components as the project proceeds. CONCLUSION: This initiative represents an opportunity for TCHC to assist its Elected Tenant Representative group to become better organized to achieve healthier communities. The process of building the network will also build partnerships that will also assist in capacity building as BOT representatives provide advice and experience in fund raising, networking, etc. It is both an exciting and challenging initiative. FINANCIAL IMPLICATIONS: It has been made clear to the elected tenant representatives that in order for the initiative to be successful funding outside of TCHC to both develop and to sustain the elected tenant representative network is required. For development, the project primarily relies on the BOT to provide resources and/or funding through its members. For sustainability, the largest cost will be the Internet connections. TCHC will work jointly with the BOT on this issue. LEGAL IMPLICATIONS: There may be some legal requirements around the flow of funds. This will be dependant on the approach taken by the BOT and funders. COMMUNICATION IMPLICATIONS: Elected tenant representatives were informed by letter of the first 2 meetings. A more formal plan will be developed with the ETR Steering Committee members who will hold primary responsibility for communicating with the other ETRs. TCHC:2004-119 Report Elected Tenant Representative Electronic Network Initiative Page 4 of 5

GOVERNANCE COMMITTEE COMMENTS: The Governance Committee received the report and recommended it be forwarded to the Board of Directors for information. Derek Ballantyne Chief Executive Officer Staff Contact: Larry Isaacson Director, Information & Technology Services, Shared Services 416-981-5050 larry.isaacson@torontohousing.ca Rainer Soegtrop VP, Shared Services 416-981-4400 rainer.soegtrop@torontohousing.ca Attachment: Attachment 1: TCHC Elected Tenant Representative Electronic Network Initiative - Draft Project Scope TCHC:2004-119 Report Elected Tenant Representative Electronic Network Initiative Page 5 of 5

TCHC Report (Appendix 1) 1 Introduction This proposal is for a partnership between Toronto Community Housing Corporation (TCHC), a Group of Elected Tenant Representatives (ETRs) within TCHC, and the Toronto Board of Trade to deliver an electronic Elected Tenant Representative network, that is used and managed by ETRs, to improve communications among ETRs and with TCHC. It is hoped that this will make tenant communities and the City better places to live. This document outlines the scope; the who, what and why we are doing this. 2 Information & Background of Participants 2.1 The Toronto Community Housing Corporation (TCHC TCHC is one of the largest social housing providers in North America, with approximately 67,500 units under management housing approximately 160,000 people across the City. Its footprint is between 5-6% of the population and space of the City of Toronto. Its population is at least as diverse as the City and therefore a majority of the tenants are visible minorities speaking many different languages. There are seniors, single adult and family tenancies. TCHC s sole shareholder is the City of Toronto and this arms -length relationship is governed by a Shareholder s Direction. While TCHC does receive rental revenues from its tenants, most rents are subsidized and funding for those subsidies comes from both the municipal and federal governments. TCHC is connected to a number of City initiatives such as the Mayor s Panel on Community Safety (McMurtry) and the United Way Strong Neighbourhoods Task Force. TCHC is also quite interested in Community Economic Development (CED) projects, particularly among our youth where employment is a major concern. TCHC, through its business plan, has adopted a strategy of community-based decisionmaking and has anchored tenant participation as a key governance structure in its operations. 27 local managers of Community Housing Units (CHU Managers) are accountable to local elected tenant councils comprising 5 to 10, or more, elected tenant representatives, elected by their peers in their community. It is strategically useful for TCHC to have a strong, informed and capable elected tenant representative group capable of forming its own views on issues and to advocate on behalf of them. It is socially useful for the City of Toronto to have a group of informed tenants engaged in and shaping discussions on community health and housing across the City. 2.2 Elected Tenant Representatives (ETRs) There are approximately 350 elected tenant representatives within TCHC in total. As volunteers, they have a role to represent their community issues and advise on business unit issues, such as the allocation of capital dollars to local projects. Councils meet at least once per month typically. Since 2002, there have been several tenant consultations and 2 City-wide Tenant Forums, meetings of all tenants, elected tenant representatives and staff to identify and process tenant issues such as security, maintenance, youth and anti-racism. Elected Tenant Representative Electronic Network Initiative Page 1 of 6

TCHC Report (Appendix 1) A group of interested ETRs will be formed shortly to take their part in this project and grow into the role envisioned. 2.3 Toronto Board of Trade (BOT) The Toronto Board of Trade is the official voice of business in the city and as such, is seen as a leader in engaging the business sector in matters that are important to achieving healthy communities. Through the Community Action Program (CAP), the Toronto Board of Trade has made the commitment to assist not-for-profit groups and organizations in improving the quality of our city. CAP is an opportunity for all members of the BOT to become civically engaged through volunteer initiatives for the betterment of the city. As part of their commitment to the ongoing development of young professionals, the BOT has mandated that all leaders of CAP projects be between the ages of 18 and 35, but allowing all members of the Board at large to participate. This arrangement allows for mentoring relationships to be established between young and more senior level professionals while at the same time, promotes the successful completion of projects through team efforts. 3 Project Concept To enable a more informed elected tenant representative group, employing technology is obvious and this is the concept: An elected tenant-based Internet network will be created, of and for 350 elected tenant representatives. Each elected tenant will access the network in a convenient location/manner, which will likely be via a workstation in each of their living units. While the exact components need to be determined in the initial stages of this project, this will likely be a combination of a WEB Site, List Server, Discussion Board and E-mail. It would also enable access to some key documents and links to other resources. TCHC would not have any link to this network or the content of any e-mail or document unless specifically allowed by the elected tenants group. Development and operational funding (for Internet linkages, hardware & software support, etc.) need to be explored before proceeding with actual implementation. 4 Project Goals Create a TCHC Elected Tenant Representative Electronic Network that: 1. Is accessible by all elected tenant representatives from the buildings in which they live; 2. Meets the needs of the elected tenant representatives to enable them to better work together for the benefit of their local communities and the city and its citizens. 3. Improves communications and issues awareness among elected tenant representatives and with TCHC; 4. Is funded for ongoing operations outside of TCHC; 5. Meets the needs of TCHC to promote and achieve healthy communities; 6. Meets the needs of the Toronto Board of Trade (BOT) to assist in making the city Elected Tenant Representative Electronic Network Initiative Page 2 of 6

TCHC Report (Appendix 1) a better place to live and gives its members a learning opportunity to broaden their awareness of community and housing issues. 7. Explores the real possibility of using TCHC youth (tenants) to participate in the rollout and support of the environment as a CED project. 5 Partnership Approach The BOT is being asked for their assistance by TCHC to achieve the goals noted above. We are also seeking Sponsors who will be partners in delivering the products. In addition, while it is clear that the project is being driven by TCHC, Elected Tenant Representatives will own the solution after it is implemented. Therefore we, in effect, have more than 3 Partners. The roles and responsibilities of the Partners, as we currently understand it, are outlined below: Role / Activity Partner Responsibility TCHC BOT Elected Tenant Representatives Scope Draft & Approve Approve Approve Read Oversight Project Management Needs Assessment Solution Decision Development Funding Operational Funding Solution Development / Set-Up Technology Deployment Steering Committee Team Leader Steering Committee Team Leader Steering Committee Lead Assist Provide input Draft & Approve Assist Approve Sponsor(s) Co-lead Co-lead Participate Supply Co-lead Co-lead Responsible Supply Assist TBD Test TBD Assist TBD Assist TBD Training TBD TBD Participate TBD 6 Project Approach Interested elected tenant representatives will be consulted and advised to form a committee to fulfill their responsibilities. A needs assessment will be carried out to determine the requirements. Elected Tenant Representative Electronic Network Initiative Page 3 of 6

TCHC Report (Appendix 1) A sponsor or sponsors will be sought to provide services and/or funding for the development and implementation. Solutions, based on the needs, will be proposed and accepted. Ongoing funding, to sustain the operations after implementation, will be secured. Development work required to implement the solution will be carried out. A few pilot sites will be identified and used to refine the solution. Full technical deployment will take place, with appropriate training & support. 7 Key Project Deliverables & Tentative Timeframe # Key Deliverable Timeframe 1 Form ETR Reference Committee & elect 3 steering members Aug 26th 2 Requirements document, based on Needs Sept 17th 3 Create project plan & resource estimates Oct 15 th 4 Scope, approved by TCHC Exec, BOT, and Elected Tenant Representatives Oct 15 th 5 Find resources / sponsor(s) Nov 30 th 6 Solution agreed Nov 30 th 7 Build the solution Feb 1, 2005 8 Test & revise March 1, 2005 9 Pilot April 15, 2005 10 Rollout & training started May 1, 2005 11 Rollout complete June 1, 2005 8 In Scope A technology solution for elected tenant representatives that works within the funding that can be made available 9 Out of Scope A technology solution for all tenants if that would increase the scope of work and timeframe to deliver. 10 Assumptions TCHC has reserved 350 used desktop computers and 17 monitors that can be used for this project if suitable. (These Compaq P3/733 PCs with 128MB were purchased in 2000.) The BOT will attempt, in every task, to bring appropriate resources to the table at no Elected Tenant Representative Electronic Network Initiative Page 4 of 6

TCHC Report (Appendix 1) charge to the project. Estimates of the degree of penetration of internet usage in our communities ranges between 10 and 30% although some are higher. Since TCHC translates key communications in more than 10 languages and interpretation is made available at all public meetings, this needs to be considered in the solution accepted. 11 Constraints and Dependencies Creation of the elected tenant representative committee may take more time than expected, thus delaying the project BOT and TCHC participants will proceed with approvals of a preliminary scope subject to finalization by all partners, based on elected tenant representative input. Funding outside of TCHC, for development & sustainability of the solution, is essential. Actual development of the network is dependent on the requirements and a sponsor to fund the development may take more time than estimated, at this point, to deliver. 12 Critical Success Factors Partners that can and do work well together. Availability of funding and resources to undertake a large part of this work. Ability of partners to find a suitable funding arrangement for sustainability. 13 Communication The Steering Committee will develop a plan that ensures all stakeholders are kept apprised of the work of the project. 14 Project Steering Committee Decisions will be made by consensus. The Elected tenant representatives will have a reference group, from which 3 will be selected, by them, to participate on this committee. Any Sponsor participation may result in members from the sponsoring organizations. TCHC BOT Elected Tenant Representatives Rainer Soegtrop Larry Isaacson Rajesh Kanhai Chris Worth Loren Padelford Wayne Casselman Linda Coltman Jaquie Waldron Elected Tenant Representative Electronic Network Initiative Page 5 of 6

TCHC Report (Appendix 1) 15 Project Teams TDB Elected Tenant Representative Electronic Network Initiative Page 6 of 6