Board of Directors Meeting Agenda CCHC Boardroom December 17, 2014 1:00pm – 3:00pm

1. Approval of Agenda

2. Approval of November 19 2014 MinutesMotion to approve the minutes as presented/amended

3. Business arising from minutes

4. Reports:a. Managing Director’s ReportMotion to accept the report for information

5. New Businessa. Disposition of Personal RecordsMotion to authorize the disposition of personal records of program applicants, who withdrew or were disqualified, as of December 17, 2013. These records are to be securely disposed by physical destruction, with a certification of disposition created, and a record of the destruction maintained in a “Destroyed Records Index.”

b. 2015 Budget for Audit PurposesMotion to approve the 2015 budget adjusted for audit purposes

c. 2015 Cost of Living AllowanceMotion to approve the 2015 Cost of Living Allowance for eligible employees

6. In Camera Itemsa. Development Issueb. Development Issuec. Intergovernmental Issue

7. Meeting adjournment

A majority of the Directors in office shall constitute a quorum. In the case of an equality of votes, the Chair shall be entitled to a second or casting vote.

COMMUNITY LIVES HERE 1 of 23

2. Draft Minutes

Board of Directors Meeting Minutes

Wednesday, November 19 2014 CCHC Boardroom

1:00pm-3:00pm Board Members in Attendance: Camille Hemingson Sean Krausert (1:22pm) Garth Lyon Bob Kocian

Kimber Meister Joanna McCallum Cathy Robinson

Others in Attendance: Jennifer Bisley, Managing Director, CCHC Gary Buxton, Town Liaison to CCHC Alaric Fish, Manager of Planning, Town of Canmore Cathal Flynn, Housing Officer, CCHC (2:10pm) Regrets Cheryl Godefroy

Dan Sparks

There being a quorum, Garth Lyon called the meeting to order at 1:06 pm. 1) Agenda Approval

Moved by Joanna McCallum to approve the agenda as amended, with the addition of 6(b) Report on Bow Valley Regional Housing’s Seniors Housing Development Carried unanimously

2) Approval of Minutes Motion 2014.47 Moved by Camille Hemingson to approve the Minutes of the October 15 2014 Board meeting as presented Carried unanimously Motion 2014.48 Moved by Kimber Meister to approve the Minutes of the October 24 2014 Board meeting as presented Carried unanimously

3) Business Arising from Minutes: none

APPROVED Motion 2014.56 CANMORE COMMUNITY HOUSING CORPORATION

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4) CCHC Officer and Other Appointments

a) Executive Committee: Chair, Vice-Chair, Treasurer Motion 2014.49 Moved by Camille Hemingson to appoint the following directors as officers of the corporation: Cathy Robinson, Chair; Garth Lyon, Vice-Chair; Kimber Meister, Treasurer Carried unanimously Motion 2014.50 Moved by Garth Lyon that an ad hoc committee consisting of Cathy Robinson, Garth Lyon and Joanna McCallum undertake the annual Managing Director’s performance review. Carried unanimously

b) Lamphouse Neighbourhood Association Sean Krausert entered the meeting at 1:22pm Cathy Robinson declared a conflict of interest and abstained from discussion and voting Motion 2014.51 Moved by Camille Hemingson to nominate Jennifer Bisley, Bob Kocian and the Coyote Ridge nominee for election to the Lamphouse Neighbourhood Association Board of Directors. Carried unanimously Motion 2014.52 Moved by Sean Krausert to authorize Jennifer Bisley to represent CCHC’s voting interests at the Lamphouse Neighbourhood Association 2014 Annual General Meeting. Carried unanimously

c) Other Committees Motion 2014.53 Moved by Bob Kocian to dissolve the Project Committee (2014.07) and Corporation Strategic Review Committee (2013.23) Carried unanimously

5) Reports: a) Managing Directors Report Motion 2014.54 Moved by Cathy Robinson to accept the Managing Directors Report as presented. Carried unanimously

APPROVED Motion 2014.56 CANMORE COMMUNITY HOUSING CORPORATION

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6) New Business:a) 2014/15 Meeting ScheduleMotion 2014.55 Moved by Cathy Robinson to accept the 2014/15 Meeting schedule as presented Carried unanimously

b) Report on Bow Valley Regional Housing’s Seniors Housing DevelopmentJoanna McCallum, Chair of Bow Valley Regional Housing Authority, provided a verbal report on thenew seniors’ housing development at the request of Board members. For information only.Cathal Flynn entered the meeting at 2:10pm

7) In Camera ItemsMoved by Sean Krausert to go in camera at 2:11 pm.a) Draft Reportb) Intergovernmental Issue

Cathal Flynn left the meeting at 3:10pm Camille Hemingson left the meeting at 3:10pm

c) Development Issued) Human Resource IssueMoved by Bob Kocian to come out of camera at 3:19 pm.

8) Motion to AdjournMoved by Bob Kocian to adjourn the meeting at 3:20 pmCarried unanimously

_________________________________ Chair

_________________________________ Managing Director

APPROVED Motion 2014.56 CANMORE COMMUNITY HOUSING CORPORATION

Last printed 12/12/2014 4:39:00 PM

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DATE OF MEETING: December 17 2014 Agenda Item: 4a

SUBJECT: Managing Director’s Report

RECOMMENDATION: For information

EXECUTIVE SUMMARY The Managing Director’s Report summarizes activities relative to the Business Plan 2013-2015. This report refers to year-to-date activities in 2014.

KEY STRATEGIES UPDATE 1. Build new units and utilize existing market units to increase availability of affordable housing

• CCHC has secured funding and financing for phase one development of 32 rental units at 100 Dyrgas Lane and is proceeding to the construction phase.

• Completing report on potential of accessory suites in Canmore. • Monitoring and participating in the public engagement process for the Old Daycare Lands site.

2. Innovative finance and housing programs to improve housing access • Working with Canmore Business and Tourism to engage employers to address employee housing

challenges. • Initiated research on alternate PAH models.

3. Improve organizational capacity to deliver programs and develop properties No activity.

OPERATIONS UPDATE

APPLICATIONS AND WAIT LIST Ownership Hector Wait List: 18 15 Applications YTD: 14 49 Applications 2013: 13 64 Inquiries YTD: 95 312 Inquiries 2013: 102 420 Current Occupancy 100% 100% Turnover YTD: 9% (4 sales) 40% (24 units)

For Information

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PROGRAM ADMINISTRATION No activity PROPERTY MANAGEMENT No activity

GENERAL > A new rental administrator and executive assistant have started with CCHC. > A pre-audit meeting scheduled for December 18, 2014. > Met with Versant representatives to discuss the contribution of 2 PAH units. > Attended the 2014 Lamphouse Neighbourhood Association AGM. The following Board of Directors was

elected for 2014: Chair/Treasurer: Jennifer Bisley, CCHC Vice-Chair: Carla Skirten, Mountain Haven Co-operative Secretary: Nic Keast, Coyote Ridge Members at Large: Bob Kocian, CCHC & Monika Herwig, Mountain Haven Co-operative

DYRGAS LANE DEVELOPMENT Funding/Finance > CCHC received the $1.7 million grant for purposes of construction. > Second and third reading of the loan guarantee bylaw for 25% of the $4.1 million of debt financing is

scheduled for December 16th. If there are no appeals, then it can be approved on January 15, 2015. > The Managing Director continues to work on financing requirements with the BVCU. Construction > The Architect, Client Representative, Managing Director and Contractor have been meeting at a

minimum, biweekly. A trailer is on site and the site marked off for tree removal. Discussions on the foundation have delayed the start of construction, but now that this has been resolved, tree removal and other activity will begin.

> The CCDC2 construction contract has been reviewed by legal counsel, revisions made, and arrangements being made for signing.

> The Building Permit application was made in November. It is expected the permit will be issued before the end of December.

> CCHC and the contractor are communicating with Alberta Transportation and the Town of Canmore to determine if access for construction vehicles might be permitted by way of the emergency access lane at the bottom of Dyrgas Lane, in order to minimize the traffic impact on existing residents. CCHC is also communicating regularly with the Lamphouse Neighbourhood Association regarding access and traffic issues.

Property and Program Management > Eligibility criteria is scheduled to be approved as part of a broader eligibility criteria review in

February/March 2015, with plans to be ready to receive applications no earlier than May 1, 2015 and no later than three months prior to scheduled occupancy.

> An RFP for Property Management Services is scheduled to be posted in February 2015 Prepared by: Jennifer Bisley, Managing Director Prepared on: December 12, 2014

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DATE OF MEETING: December 17, 2014 Agenda Item: 5a

SUBJECT: Disposition of Personal Records

RECOMMENDATION: Authorize the disposition of personal records of PAH program applicants, who withdrew or were disqualified, as of December 17, 2013. The records are to be securely disposed by physical destruction, with a certificate of disposition created and a record of the destruction maintained in a “Destroyed Records Index”.

EXECUTIVE SUMMARY CCHC collects personal information on applicants for its housing programs under the authority of Alberta’s Freedom of Information and Protection of Privacy Act (FOIP). FOIP requires that CCHC as a public body, keep personal information about an individual for at least one year if that personal information has been used to make a decision about the individual. This applies to CCHC with respect to its program applications. FOIP allows for the secure disposition of records in accordance with the public body’s records retention resolution. In the absence of a resolution, the disposition of records must be authorized by the Board.

PREVIOUS BOARD DIRECTION OR POLICY 11-Jun-09 2009.20 To adopt the CCHC Policies and Procedures: Freedom of Information

and Protection of Privacy (FOIP) as presented

DISCUSSION Public bodies must pay strict attention to disposition policies and processes for records. Disposal and preservation should be governed by well-documented and well-understood procedures.

CCHC’s policies and procedures with respect to FOIP contains a section (2) on Records Management. With respect to the disposition of personal information, it states the following:

CCHC does not have a records retention resolution. Any destruction of records needs to be authorized by the Board until such time a records retention resolution is passed and a record of this destruction will be maintained in a “Destroyed Records Index”. A certificate of disposition will be created for these records at the time of their destruction.

Section 3 of CCHC’s FOIP Policy refers to the collection, management and protection of personal information for operating programs. It identifies CCHC’s three (3) Personal Information Banks (PIBs): PAH Applicants; PAH Owners; and PAH Tenants.

For Decision

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To date CCHC has not destroyed any personal information in any of the PIBs. For operating purposes, CCHC no longer requires records in the PAH Applicant PIB for applicants who withdrew or were disqualified from being on the Wait Lists. Under Section 35(b) of FOIP, CCHC is only required to keep personal information about an individual for at least one year if that personal information has been used to make a decision about the individual.

Although these files are securely retained on site, it is preferable to securely dispose of these paper records pursuant to FOIP requirements that the disposition be done under conditions that protect the privacy rights of individuals. Government of Alberta FOIP Guidelines and Practices (2009) recommend commercial shredding as the best way to dispose of paper, as in the case of personal information held by CCHC.

For this reason, the Board is being asked to authorize the secure disposition of the personal information of applicants in the PAH Applicant PIB bank who withdrew or were disqualified from the wait lists as of one year ago. The records are to be securely disposed by physical destruction through commercial shredding. A certificate of disposition will be created by CCHC upon the destruction taking place, and a record of the destruction will be maintained in a “Destroyed Records Index”.

A list of the files to be destroyed will be available at the meeting.

ALTERNATIVES ANALYSIS The Board could choose to archive the personal information but this is unnecessary and challenging due to limited secure storage space.

FINANCIAL IMPACTS None. The cost is accommodated in the office services budget.

ATTACHMENTS CCHC Policies and Procedures: FOIP

Prepared by: Jennifer Bisley, Managing Director Prepared on: December 11, 2014

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Approved June 11, 2009 Page 1 of 8

CCHC POLICIES AND PROCEDURES: FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY (FOIP)

Effective Date: June 11, 2009 Adopted by Resolution: 2009.20

INTRODUCTION:

The Freedom of Information and Protection of Privacy (FOIP) Act is seen as the cornerstone of open, accessible and accountable government for the people of Alberta.

The FOIP Act aims to strike a balance between the public's right to know and the individual's right to privacy, as these rights relate to information held by public bodies in Alberta.

There are five fundamental principles upon which the Act is based:

1. the public has a right of access to records in the custody or under the control of apublic body subject to specific and limited exceptions

2. public bodies must protect an individual's personal privacy3. individuals have a right to their own personal information4. individuals can request correction to their personal information, and5. an independent review of a public body's decision can be undertaken by the

Information and Privacy Commissioner

CCHC AND FOIP

The Canmore Community Housing Corporation (CCHC) is considered a public body under s.1(i) of the FOIP Act where "local government body" means, among other things, a municipality as defined in the Municipal Government Act (MGA), and s.1(i)(xii) “any board, committee, commission, panel, agency or corporation that is created or owned by a body referred to in subclauses (i) [i.e. a municipality] to (xi) and all the members or officers of which are appointed or chosen by that body [i.e. the municipality] ...".

As a public body, CCHC‟s Board meetings are open to the public. The FOIP Act (s.4) applies to the access to records and FOIP Regulation (s.18) applies to access to meetings, including exclusions permitted for meetings in the absence of the public.

CCHC must balance the dual objectives of freedom of information associated with open government and the protection of privacy in its application of FOIP. The policies and standard operating procedures contained within this document pertain to the following three general areas that FOIP is applicable to:

1. In Camera Meeting Procedures2. Records Management3. Collection, Management And Protection Of Personal Information for

Operating Programs

Agenda Item 5a Attachment

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Approved June 11, 2009 Page 2 of 8

1. IN CAMERA MEETING PROCEDURES “In Camera” means a meeting of the Members of the Board in the absence of the public, but may include Administration and other invited persons. The presence of the public and any representatives of the press or other media as outlined in Section 197 of the Municipal Government Act are not included. In Camera agenda items must include a general description of the topic to be discussed and the reason(s) why they must be In Camera. Boards may close all or part of their meetings to the public if a matter to be discussed is within one of the exceptions to disclosure in Division 2 of Part 1 of the Act. Exceptions are listed below with suggested general descriptions and examples of potential topics by exception.

1. Disclosure harmful to business interests

General Description: Contract, Negotiation or Agreement Issue

Contracts with consultants, engineers or other contractors if disclosure could reasonably harm the business‟ economic interests, result in financial loss, or interfere with negotiations.

Copies of contracts can be disclosed after they have been awarded, on the premise that the public has the right to know who has been engaged to do work for the public body and how much is being paid for the work. However, some information in the contract, or in supplementary documentation, must be withheld if it meets the three-part test in section 16 of the FOIP Act for harm to business interests of the contractor. Information withheld may include unit pricing, actual wages paid to employees of the contractor or proprietary information, such as trade secrets.

2. Disclosure harmful to personal privacy

General Description: Client or Personnel Issue

Information of an identifiable individual if the disclosure would be an unreasonable invasion of privacy to have the discussion with members of the public present. This would include client issues regarding their specific property, lease, application or status, in addition to personnel issues.

3. Disclosure harmful to individual or public safety

General Description: Safety Issue

This would include detailed building plans that identify access points and potential security breaches that would be harmful to the safety of owners/tenants.

4. Disclosure harmful to law enforcement

General Description: Law Enforcement Issue

Any information that would be harmful to a pending or ongoing investigation by law enforcement officials is to be presented and discussed In Camera.

5. Disclosure harmful to intergovernmental relations

General Description: Intergovernmental Issue

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Approved June 11, 2009 Page 3 of 8

Information that would be harmful to relations between CCHC as a public body and the municipality, province or federal government does not have to be disclosed. This may include discussions on government policies, correspondence from different levels of government, and directions given to Town Council.

6. Local Public Body confidences

General Description: Development, Legal, or other Issue as appropriate

Information that was provided in confidence by any local public body, includingany municipality, housing management body, post-secondary institution or publiclibrary is not to be disclosed.

7. Advice from Officials

General Description: Development, Legal, or other Issue as appropriate

Advice, proposals, recommendations, analyses, policy options, position papers,or plans developed by or for a public body and not yet implemented or publiclyreleased, may not be disclosed. This would include advice from the ManagingDirector or consultants engaged by the public body.

8. Disclosure harmful to economic interests of public body

General Description: Development or Legal Issue

Information on development and legal issues is not to be disclosed if it couldreasonably harm the public body‟s economic interests, result in financial loss orinterfere with negotiations.

9. Testing procedures, tests and audits

General Description: Development or Audit Issues

Information from external tests and audits including building, environmental and financial audits, and property inspections may not be disclosed. This does not mean that the information will not be made public in the future once the public body is aware of and has discussed the information.

10. Privileged information

General Description: Legal Issue

Any information that is subject to any type of legal privilege, including solicitor-client privilege or parliamentary privilege is not to be disclosed.

11. Information that is or will be available to the Public

General Description: Pending Reports

Draft reports that will be available to the Public within 60 days can be discussedIn Camera. This may include draft business plans, budgets and policydocuments.

All In Camera discussions are confidential discussions between Members of the Board, Administration and invited persons. No minutes of those discussions will be prepared.

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Approved June 11, 2009 Page 4 of 8

Any required accompanying documentation supplied to Members of the Board for the In Camera session will be destroyed immediately following the meeting.

The Board must make a motion to go In Camera when the substance of their deliberations relate to the matters covered by the exceptions to disclosure in the FOIP Act.

Board minutes should show that a motion was made to go In Camera and then another to return to the open meeting, including the time of each motion.

Any motion arising from In Camera discussions must be voted upon in public. Consistent with the principle of open government, as much information as possible about the general nature of the matter considered should be made public without disclosing any private information in question.

Distribution of confidential materials for In Camera discussions will be at the discretion of Administration. If the subject is complex and requires advance preparation by Members of the Board, materials will be sent out in advance by email. Electronic records must be deleted once printed or at the conclusion of the In Camera discussion, whichever is earlier. Otherwise, any necessary materials will be printed on coloured paper and distributed during the In Camera discussion. Any printed documents are to be returned to Administration at the conclusion of the In Camera discussion.

2. RECORDS MANAGEMENT

Records

Section 1(q) of the FOIP Act defines a record as "information in any form and includes notes, images, audio-visual recordings, x-rays, books, documents, maps, drawings, photographs, letters, vouchers and papers and any other information that is written, photographed, recorded or stored in any manner, but does not include software or any mechanism that produces records".

Records provide evidence of the conduct of public body business and can be in any medium or format. Virtually everything documented related to the position of Board member or employee, whether through the use of a computer, personal digital assistant, pen, camera, or audio or video recorder, is a record. The same records management principles for paper records should also apply to electronic documents.

Available and Confidential Information

Board and Committee members must sign a confidentiality agreement. This agreement defines Available and Confidential Information.

‘Available Information‟ means information which is or becomes generally available to the public, or was known to the Member on a non-confidential basis prior to its disclosure to the Member by the CCHC, or information that the CCHC Board or a CCHC Committee agrees is not Confidential Information.

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Approved June 11, 2009 Page 5 of 8

„Confidential Information‟ means all information, including files, emails, data, reports, interpretations, forecasts, records and models in the possession or control of the CCHC and relating to CCHC‟s business, operations, assets, liabilities, prospects or plans, regardless of its format, which is provided to the Member whether at a Board or Committee meeting or however it comes into the Members possession and includes all copies, reproductions and extracts thereof but excludes the Available Information.

The member agrees not to use or allow the use of or disclosure of any of the Confidential Information for any purpose whatsoever, except in connection with the member‟s role as a member of the Board or a Committee.

The member also recognizes and acknowledges that the disclosure of any of the Confidential Information the member receives would be a serious breach of trust and could cause irreparable harm to CCHC and its operations.

If in doubt of the nature of the information, members should contact Administration for advice.

Transitory and Permanent Records

Records must be reviewed to determine if they are transitory records that may be deleted or permanent records.

Transitory records have only short-term, immediate or no value that won‟t be needed again in the future. For example, written notes taken by Board members and Administration at Board meetings are transitory records but must be retained until the formal minutes produced by the Board have been approved as a permanent record.

More information about transitory records is in the guide Official and Transitory Records: A Guide for Government of Alberta Employees available at the CCHC office or online at http://www.im.gov.ab.ca.

Permanent records have some future administrative, financial, legal, research or historical value and should be filed. For example, e-mail messages and briefing notes that record approvals, recommendations, opinions, decisions or business transactions have future value, and are not transitory and should be filed.

Administration prints and files some electronic documents in a manual filing system; others are retained on a computer server, which has standard firewall protection and an automated online electronic record back-up system. All files, including emails, stored on the computer server and individual workstation computers are programmed for daily backup. Data is encrypted with two-way certificate verification. Files can be restored at any point of time within the previous thirty (30) days.

Access to Records and FOIP

All records that are in the custody or under the control of the local government body are subject to the FOIP Act unless a specific exclusion applies.

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A local government body has custody of a record when the record is in the possession of the municipality. This includes situations where the records of a third party are kept on the premises of the municipality.

A record is under the control of a local government body when it has the authority to manage the record, including restricting, regulating and administering its use, disclosure and disposition.

Records relating to the business of the public body are covered by the Act even if they are stored at a board member's or employee‟s home. However, personal records of appointed board members are not subject to the Act (section 4(1)(n)). Examples of personal records could be records relating to private business activities of board members, or private correspondence that was not sent or received by the board member in his or her official capacity but is stored at his or her office for convenience.

Protection of CCHC Records

Board members and employees must make every reasonable effort to ensure that all CCHC business records under their control and custody are secure and separate from personal records.

Board and committee members require a secure e-mail address to which only the member has access, not other family or business members. Electronic records are to be stored in a password protected secure location on a computer or other electronic storage device. Paper records are to be placed in a secure location.

Any electronic or other written correspondence between Administration and the Members of the Board are retained by Administration. Board members must determine whether other communication and records pertaining to CCHC business, and not held by Administration, are transitory or permanent records and manage them accordingly.

If a FOIP request is received for certain information, the FOIP head must make his or her best efforts to ensure that the public body has all records relating to the request. This may include asking board members for business records they keep at their homes.

All members of the Board and committees are required to return all business-related records to CCHC at the end of his or her term, including electronic records, to enable CCHC to comply with the FOIP Act. Any copies of Confidential Information retained by members must be disposed of securely. This can be done by the deletion of electronic records or the return of paper records to CCHC for shredding.

Retention of Permanent Records

The FOIP Act allows the destruction of records in accordance with the local public body‟s records retention resolution under Section 3(e)(ii). If a public body does not have such a resolution, the Act allows destruction as authorized by the board. The FOIP Commissioner can check to make sure that a public body is following any resolution it has regarding the destruction of records.

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Approved June 11, 2009 Page 7 of 8

CCHC does not have a records retention resolution. Any destruction of records needs to be authorized by the Board until such time a records retention resolution is passed and a record of this destruction will be maintained in a “Destroyed Records Index”. A certificate of disposition will be created for these records at the time of their destruction.

If personal information has been used to make a decision about an individual, public bodies are required by section 35 of the FOIP Act to keep personal information about an individual for at least one year so that the individual has a reasonable opportunity to obtain access to it, or for any shorter period of time as agreed to in writing by the individual and the public body.

3. COLLECTION, MANAGEMENT AND PROTECTION OF PERSONALINFORMATION FOR OPERATING PROGRAMS

Section 33(c) of the FOIP Act allows the collection of personal information only if it relates directly to and is necessary for an operating program or activity of the public body.

A Personal Information Bank (PIB) is the collection of information where information about an individual can be found using the individual's name or a unique identifier, such as social insurance number, client number or employee number. Public bodies are required to compile and maintain a list of their PIBs to have available at their offices, and provide to the public upon request. CCHC has three PIBs:

1. Perpetually Affordable Housing (PAH) Applicants

Location: Canmore Community Housing Corporation

Information maintained: Collection of information by applicant household todetermine eligibility for the PAH program.

Individuals: Applicant households are organized by Eligibility Criteria category.

Use: Personal information is collected directly from an individual through anapplication form. Application forms state the purpose for which the information isbeing collected, the authority we have to collect it, and who to contact with anyquestions.

Information is collected indirectly only with the individual‟s consent. The applicationform specifies that CCHC or their authorized agent will contact supplied referencesand will request a written credit report.

Annual reviews of eligibility criteria and the application process ensure that anyunnecessary or unauthorized information is no longer collected.

Approved applicants are given a client number and placed on a PAH Waiting List.Their personal information is retained and updated as they remain on the PAHWaiting List. Once they purchase or tenant a PAH unit and removed from the PAHWaiting List, their personal information is transferred to the PAH Owner PIB or PAHTenant PIB (see below).

Information of disapproved applicants is retained for a period of one-year or for anyshorter period of time as agreed to in writing by the individual and the public body asrequired by section 35 of the FOIP Act.

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Withdrawn or incomplete applications are shredded or returned to the individual in person or by mail at their request.

Legal Authority: Section 33(c) of FOIP Act

2. Perpetually Affordable Housing Owners

Location: Canmore Community Housing Corporation

Information maintained: Legal purchase documents, application information, andannual confirmation of residency.

Individuals: Applicant households are organized by PAH development.

Use: Personal information is transferred to the PAH Owner PIB once an applicanthousehold has purchased a PAH unit to verify that the household was eligible topurchase within the PAH program.

Legal purchase documents govern the terms and conditions of the relationshipbetween CCHC and the owner and are retained in order to manage the PAHprogram.

Confirmation of annual residency is collected and retained to confirm adherence toterms and conditions of the PAH program.

Legal Authority: Section 33(c) of FOIP Act and legal purchase documents

3. Perpetually Affordable Housing – Tenant

Location: PEKA Professional Property Management Services

Information maintained: Rental lease and applicant information.

Individuals: no categories

Use: Personal information is transferred to the PAH Tenant PIB once an applicanthousehold has leased a PAH unit to verify that the household was eligible within thePAH program.

Rental leases govern the terms and conditions of the relationship between CCHC, itsauthorized agent, and the tenant and are retained in order to manage the tenantrelationship.

Legal Authority: Section 33(c) of FOIP Act and Residential Tenancies Act.

Protecting the Privacy of Individuals

All CCHC employees must take the online module FOIP: Focus on Privacy, provided by the Government of Alberta at foip.alberta.ca, within three months of starting employment.

All PIBs are paper records, which are kept in locked filing cabinets accessible only by CCHC staff, in offices that are locked when unattended. Electronic communications are printed off and retained in the appropriate individual‟s file.

CCHC computers are password protected and standard firewall software is used.

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DATE OF MEETING: December 17, 2014 Agenda Item: 5b

SUBJECT: 2015 Budget for Audit Purposes

RECOMMENDATION: To approve the 2015 budget adjusted for audit purposes

EXECUTIVE SUMMARY New accounting standards introduced in 2012 require a budget column in audited statements. The auditor recommended that non-cash items be included in the presentation of the approved budget to allow for an accurate comparison of actual amounts to budgeted amounts on audited statements. This requires CCHC’s operating and capital budget to be adjusted for audit purposes, as presented.

PREVIOUS BOARD DIRECTION OR POLICY 24-Oct-14 2014.46 Moved by Kimber Meister to approve the revised 2014 and final 2015

budget as presented.

DISCUSSION CCHC approves a budget annually to accurately determine operating and capital requirements (attached). New accounting standards introduced in 2012 require a budget column in audited statements. The auditor recommended that non-cash items be included in the presentation of the approved budget to allow for an accurate comparison of actual amounts to budgeted amounts on audited statements. This requires CCHC’s budget to be adjusted for audit purposes. The 2015 approved budget (2014.46) has been adjusted to account for the following non-cash items:

1) Lease revenues, specifically recognition of annual deferred lease revenue from Mountain HavenCooperative Homes. Ltd as per the schedule in the 2013 audited statements.

2) Amortization, specifically an estimate of annual amortization on assets used in generaladministration (computers, leasehold improvements)

3) Building amortization for the Hector as per the schedule in the 2013 audited statements.Management has also adjusted the categorization of expenditures in the cash budget to correspond to revenues and expenses listed in the audited statements. An adjusted budget for audit purposes is attached with a reconciliation of the approved operating and capital budget.

For Decision

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ALTERNATIVES ANALYSIS: Not approve the 2015 Budget adjusted for audit purposes. This is only recommended should the Town of Canmore not approve CCHC’s operating request for 2015 at its December 16, 2014 meeting, as the Board may want to review CCHC’s budget.

FINANCIAL IMPACTS: None. All items are non-cash budget items.

ATTACHMENTS: 2015 Budget, approved Oct 24, 2014, Motion 2014.46 2015 Budget adjusted for audit purposes

Prepared by: Jennifer Bisley, Managing Director Prepared on: December 11, 2014

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2015 Adjusted Budget for Audit PurposesApproved Motion 2014.XX, December 17, 2014

Budget for Budget forCash Purposes Audit Purposes

2015 2015REVENUESGeneral Revenues

Town of Canmore transfer $ 325,000 $ 325,000Interest Income and Other 6,000 6,000Leases 8,044Resale Administration 25,000 25,000

Total General Revenues $ 356,000 $ 364,044

EXPENSESWages and Benefits $ 323,000 $ 323,000Resale administration 18,750 18,750Professional fees 18,500 18,500Contract service 25,000 25,000Office 14,490 14,490Communications 7,500 7,500Telephone and utilities 3,400 3,400Insurance 1,900 1,900Computer 1,275 1,275Memberships 1,000 1,000Meals and entertainment 1,000 1,000Travel and accommodation 2,000 2,000Interest and bank charges 300 300Amortization 3,500

$ 418,115 $ 421,615

Excess of revenue over expenses before other $ -62,115 $ -57,571

Other revenue (expenses)Hector rental revenue 638,550 638,550Hector rental expenses -210,530 -210,530Hector Building amortization -174,985Hector Building interest expense -248,235 -248,235Dyrgas Lane rental revenue 23,935 23,935Dyrgas Lane rental expenses -13,403 -13,403Dyrgas Lane amortizationDyrgas Lane building interest expense -26,359 -26,359Housing resale revenueHousing resale expense

$ 163,958 $ -11,027Excess of revenue over expense $ 101,843 $ -68,598

BALANCE TO CASH BUDGET

Acquisition of Tangible Capital AssetsComputer Software -500 -500Computer Equipment -1,500 -1,500Leasehold Improvements -500 -500

$ -2,500 $ -2,500Investment in future housing development -5,070,055 -5,070,055New Long-term Debt 4,100,000Long-term Debt Repayments

Hector Debenture Principal -157,356 -157,356Surplus/deficit before reserve transfers $ -1,028,068 $ -5,298,509

Cash Transfers from/(to) ReservesCCHC Capital Reserve Fund 970,056CCHC Operating Reserve Fund 58,564Hector reserve fund -552

Net Transfers 1,028,068 Cash Budget Balance 0

Chair Managing Director

Agenda Item 5b Attachment 1

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Agenda Item 5b Attachment 2

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DATE OF MEETING: December 17, 2014 Agenda Item: 5c

SUBJECT: 2015 Cost of Living Adjustment (COLA)

RECOMMENDATION: To approve the 2015 COLA increase of 2.6% for eligible employees

EXECUTIVE SUMMARY CCHC employees are eligible for annual Cost of Living Adjustment and Performance increases in accordance with its Human Resource policies.

PREVIOUS BOARD DIRECTION OR POLICY 15-Mar-12 2012.15 Moved by Dan Sparks to approve Human Resource Statements of

Policy and Procedure (SPP) 5.01-5.08 as presented 24-Oct-14 2014.46 Moved by Kimber Meister to approve the revised 2014 and final 2015

budget as presented

DISCUSSION CCHC’s Human Resource Statement of Policy and Procedure (SPP) 5.04 specifies guidelines to ensure that compensation levels are similar to those of the Town of Canmore financially feasible and sustainable, externally competitive, and internally equitable, and that compensation levels will enable CCHC to attract and retain employees. SPP 5.04 includes the following definitions and guidelines: 4.01 “Cost of Living Adjustment (COLA)” means the inflation increases as approve by the Town of

Canmore in annual “Budget Guidelines” and would apply to the salary grid. 5.09 The Board shall consider adjusting pay grade ranges to reflect inflation increases as approved by

the Town of Canmore in its annual “Budget Guidelines” known as the Cost of Living Adjustment (COLA).

6.04 The manager will seek Board approval where necessary. Employees are compensated within a range of pay for their position. Movement within the range is determined solely on the basis of merit or performance and not automatic increases. The COLA, however, adjusts this range of pay to account for inflation. The Town of Canmore Human Resource department advised that it has budgeted a 2.6% COLA for 2015. This was factored into the salary and wage expense in the CCHC 2015 approved budget. The Town of Canmore is scheduled to approve its budget on Tuesday December 16, 2014. Should there be a decision to

For Decision

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reduce the COLA increase, this should be reflected in any COLA increase that may be approved by the Board. ALTERNATIVES ANALYSIS: Not approve a COLA increase. This is not recommended as the intent is to keep CCHC wages at salary grids comparable to the Town of Canmore. Approve another % increase. This is only recommended to correspond to any Town of Canmore decisions specific to the COLA rate upon approval of its budget.

FINANCIAL IMPACTS: The 2.6% COLA is already factored into the 2015 budget, so there are no budget implications.

ATTACHMENTS: None

Prepared by: Jennifer Bisley, Managing Director Prepared on: December 11, 2014

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