THE METROPOLITAN TORONTO HOUSING COMPANY LIMITED
December 3, 1997
To: Board of Directors
From: General Manager
RE: TENANT BENEFIT FUND
Recommendations:
It is recommended that:
(1) the Board of Directors approve the new structure for Tenant Benefit Fund outlined in this report and its Appendices;
(2) By-law No. No. A-3 be amended in accordance with the draft amending by-law attached to this report as Appendix C;
(3) the amending by-law enacted pursuant to Recommendation (2) be forwarded to the clerk of the new City of Toronto for confirmation by the Council thereof;
(4) the appropriate members of Housing Company staff be authorized to take the necessary action to give effect to Recommendations (1) to (3).
Background:
The Tenant Benefit Fund was established in the early 1980's through the Senior’s Advisory Committee to the Board, as a by-law of The Housing Company. The fund was to be used for the benefit of Housing Company tenants in the manner and to the extent determined from time to time by the Board of Directors (see Appendix A).
The fund’s revenue has been chiefly from polling stations located in Housing Company buildings. It has been used in the past for events such as the annual President’s luncheon and volunteer recognition festivities. More recently, expenditures have included printing and translation costs of biannual tenant newsletters developed by a committee of the Housing Company Tenant Council. The balance of the fund is approximately $48,000.00.
Several factors combine to make a tenant-driven process for the Tenant Benefit Fund timely. These are:
1) Over the past three years the Resident Involvement Plan has developed structures for elected and responsible tenant representation at all levels of the organization.
2) Resident Involvement is not funded by any level of government, so there is reliance on a fund such as this to offset the costs of Resident Involvement.
3) Polling station revenue, which was the chief source of income to the Tenant Benefit Fund, will be reduced or eliminated given new regulations for Municipal and Provincial elections. New sources of revenue need to be explored.
4) Use of Space policy and guidelines have been developed and piloted (see separate report to this Board). Revenue from fees for Use of Space could become a significant source of revenue for the Tenant Benefit Fund. The governance of such a fund should be in the hands of tenant representatives, particularly as much of the fund is generated at the building level.
Comments:
Appendix B describes a new structure for the Tenant Benefit Fund, devolving responsibility from the Board of Directors to the Tenant Councils. The structure was developed by members of the Housing Company Tenant Council, with staff support. These members are: Elaric Kissoon, John Alleyne, Charles Hodge and Stewart McKeown. The Housing Company Tenant Council approved the proposed structure at their November 17, 1997 meeting.
Although every by-law passed by the Board of Directors becomes effective in accordance with its terms as soon as it is passed, its effectiveness will cease unless the by-law is confirmed at the next shareholders meeting, which in the case of the Housing Company is a meeting of its shareholder's Council at which shareholder functions with respect to Housing Company are carried out. Recommendation (3) therefore calls for transmittal of the enacted by-law to the clerk of the new City for confirmation by the new Council in due course.
Director, Housing Management Group
General Manager
The Tenant Benefit Fund shall consist of:
(1) The General Tenant Benefit Fund;
(2) The District Tenant Benefit Funds.
(1) The General Tenant Benefit Fund (GTB)
THE GENERAL TENANT BENEFIT (GTB) FUND SHALL BE USED FOR THE BENEFIT OF TENANTS ACROSS THE HOUSING COMPANY AND TO SUPPORT AND STRENGTHEN THE RESIDENT INVOLVEMENT PLAN (RIP). THE FUND SHALL BE ADMINISTERED BY THE GTB FUND COMMITTEE, A STANDING COMMITTEE OF THE HOUSING COMPANY TENANT COUNCIL (HCTC).
A Functions of the GTB Fund Committee:
i to develop and promote ways of generating revenue for the Tenant Benefit Fund through fundraising, sponsorship, grants, etc.;
ii to review all expenditure requests for approval or denial and to refer any requests on which it cannot reach a decision to the HCTC;
iii to review the GTB fund statement of revenue and expenditures, which will be updated on a quarterly basis, including a breakdown by District;
iv to report to the HCTC on a regular basis to review revenue and approved expenditures;
v prepare an annual statement for Board presentation, in conjunction with the annual review of Use of Space.
B Membership of the GTB Fund :
i 4 HCTC members: one per District. At least one member must be Board member;
Each member will have an alternate.
ii 2 Housing Co. Staff: staff are ex officio members (no vote);
each staff will have an alternate.
The term of office for tenants shall be 3 years, to correspond with the term of the HCTC. An interim committee shall be selected to act until the new HCTC is in place following the 1998 elections.
C Revenue to the GTB Fund:
i proceeds from tenant benefit fundraisers;
ii 25% of the proceeds from rental of common space in Housing Company buildings, including polling booths;
iii honoraria, gifts or bequests to the Housing Company;
iv may include grants that support Resident Involvement;
v accumulated interest from both the General and District Tenant Benefit Funds.
D Expenditure Guidelines for the GTB Fund :
i support for tenant Board members;
ii Housing Company Tenant Council (HCTC) Training or other functions;
iii Company-wide communications with tenants, including newsletters,
tenant forums/ consultations;
iv Company-wide RIP elections or other functions;
v translation, interpretation, alternate formats, transportation or other access needs that support Resident Involvement;
vi may include administration of grants that support Resident Involvement.
(2) The District Tenant Benefit Funds
THE DISTRICT TENANT BENEFIT (DTB) FUNDS SHALL BE USED FOR THE BENEFIT OF TENANTS IN THE BUILDINGS AND ACROSS THE DISTRICT, AND TO SUPPORT AND STRENGTHEN THE RESIDENT INVOLVEMENT PLAN (RIP) AT THE BUILDING AND DISTRICT LEVEL. THE FUND SHALL BE ADMINISTERED BY THE DISTRICT TENANT BENEFIT FUND COMMITTEE, A STANDING COMMITTEE OF EACH DISTRICT COUNCIL.
A Functions of the DTB Fund Committee :
i to develop and promote ways of generating revenue for the District Tenant Benefit Fund through fundraising, sponsorship, grants, etc.;
ii to review expenditure requests for approval or denial and to refer any requests on which it cannot reach a decision to the District Council. Each District will need to determine under what conditions expenditures may be made at a building level without the approval of the DTB fund committee;
iii to review the DTB fund statement of revenue and expenditures, which will be updated on a quarterly basis, including a breakdown by building;
iv to report to the District Council on a regular basis to review revenue and expenditures;
v to prepare an annual statement to be brought to the District Council and forwarded to the HCTC in conjunction with the annual review of Use of Space.
B Membership of the DTB Fund Committee:
i 4 District Council members one will be the District representative on the GTB fund committee of the HCTC;
The remaining 3 will be selected in a way that represents the District portfolio.
ii Housing Company staff Supervisor, Casework and Community Services, and all Community Development Workers in the District (2 or 3 staff depending on the District);
Staff are ex officio members (no vote).
The term of office for tenants shall be 3 years, to correspond with the term of the District Council. An interim committee shall be selected to act until the new HCTC is in place following the 1998 elections.
C Revenue to the DTB Funds:
i proceeds from District tenant benefit fundraisers;
ii 75% of the proceeds from rental of common space in buildings within the District, including polling booths;
iii honoraria, gifts or bequests that are directed to a particular District;
iv may include grants to a specific District that support Resident Involvement.
D Expenditure Guidelines for the DTB Fund:
i equipment, furnishings, etc. for building common areas (purchase, upkeep, insurance, replacement);
ii beautification of building public areas including cultural materials;
iii upgrades to building public areas;
iv tenant involvement at the building level;
v loans for enterprises that will benefit tenants;
vi District Council Training, materials, volunteer recognition, or other functions;
vii translation, interpretation, alternate formats, transportation or other access needs that support Resident Involvement at the building or District level.
