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Agenda

for the meeting of the Board of Directors of Friday, April 3, 2009


Boardroom (395 Huron St.), Campus Co-operative Residence Inc.
Note: According to the CCRI By-Laws, quorum for a Board Meeting is seven, including the chair.

Expected Approx.
Item outcome time Page
1.0 Approval of the agenda Decision 6:30 to 1
1.1 Declaration of Conflicts of Interest 6:35
Kaitlyn Kochany, Chair

2.0 Approval of the minutes Decision 6:35 to 2


2.1 Approval of the Board minutes of March 6:45
6, 2009
Lindsay Denise, Corporate Secretary

3.0 In Camera Decision 6:45 to


3.1 Membership Reviews 7:10
3.2 Arrears Report

4.0 Business Arising Decision 7:10 to


4.1 TBD 7:20
4.2 TBD

5.0 Special Consideration for Membership Decision 7:20 to


Renewal 7:40

6.0 Board Retreat Follow-up Discussion/ 7:40 to


6.1 Prioritizing and assigning tasks for Decision 8:10
summer 2009
6.2 Thank-you gift to Ferguson family

7.0 Division Reports Info 8:10 to


7.1 Annex 8:25
7.2 Lowther
7.3 North
7.4 South
7.5 Sussex
Division Reps

8.0 Recess 8:25 to


8:40

9.0 Staff Reports Info/ 8:40 to


9.1 Renting to families in Sussex Discussion/ 9:10
9.2 TBD Decision
Penny Bethke, General Manager
10.0 Budget Revisions Decision 9:10 to
9:25
11.0 Division Representative Reports Information 9:25 to
11.1 Communications + Education /Decision 9:43
11.2 Co-op Life + Outreach
11.3 Facilities
11.4 Finance
11.5 Membership
11.6 Executive
11.7 Strategic Planning
Respective Committee Liasons

Information 9:43 to
12.0 Other Business /Decision 9:47

13.0 In Camera Information 9:47 to


13.1 Sussex Divison Update 10:07

14.0 Supercamera Information 10:07 to


14.1 Yearly Staff Evaluation /Discussion 10:27

15.0 Adjournment Decision 10:28


Kaitlyn Kochany, Chair
Date Approved _______
Director _____________
Director _____________
Campus Cooperative Residence Inc.
Board of Directors Meeting minutes
395 Huron Street, Board Room
March 6th, 2009; 6:30pm

Present: Directors:
Emmett Ferguson President, Member-at-Large
Lindsay Denise Corporate Secretary, Member-at-Large
Guillaume Barlet Rep., North Division
Kaitlyn Kochany Chair, Rep., Annex Division
Jarlene Nelson Rep., Sussex Division
Daniel Craig Member-at-Large
Tom Fincher Treasurer, Rep., Lowther Division
Jiayi Zhou Member-at-Large

Staff:
Penny Bethke General Manager
Toby Bowers Recording Secretary

Guests:
Angela Hevey 169 Lowther
Patrick Jordan 169 Lowther
Jennifer D’Cruz 169 Lowther

Regrets: Nell Chitty Rep., South Division


Stefan Kupych Alumnus Director
Tristan Laing Member-at-Large

Absent: Valerie Kalantyrski Member-at-Large

The meeting is called to order at 6:40 pm by the Chair Kaitlyn Kochany

1.0 Approval of the Agenda

Motion 1: (Ferguson/Nelson) CARRIES


• To approve the agenda as amended

Amendments:
- The addition of a decision in item 5.5

1.1 Declaration of Conflicts of Interest


 None declared

2.0 Approval of Minutes

2.1 Approval of the February 6th 2008 minutes


Date Approved _______
Director _____________
Director _____________

Motion 2: (Ferguson/Nelson) CARRIES


• To approve the February 6th 2008 minutes as amended

Zhou arrives at 6:42 pm.

Amendments
- Under item 5.1, removal of ‘the’ as third word in the paragraph
- Under Motion 17, it should state that the contract will be posted internally as
well as externally
- Under item 8.8, change the ‘will’ to ‘may’ in the last sentence

2.2 Approval of the February 10th 2008 minutes

Motion 3: (Ferguson/Denise) CARRIES


• To approve the February 10th 2008 minutes as amended

Amendments:
- To list Chitty as having sent regrets.

3.0 In Camera

Motion 4: (Nelson/Ferguson) CARRIES


• To begin an in camera session.

A continuation of these minutes can be found in the In Camera session minutes from
March 6th 2009.

The following minutes are a continuation of the regular board minutes from the March 6th
2009 Board meeting until the second In Camera session begins.

4.0 Business Arising

4.1 Appointment of a Board liaison for the website renewal project


Ferguson is appointed as liaison.

4.2 Finalization of the General Meeting Agenda


The chair of the SPC will be speaking, and Ferguson will be presenting a
president’s address as well as speaking to the state of CCRI’s relations with U of
T. Denise will be speaking to the bylaw amendment, and managing the Director
elections. Craig will be speaking to the state of committees in the co-op.

4.3 Board Retreat: Finalized details


Date Approved _______
Director _____________
Director _____________
Motion 9: (Nelson/Barlet) CARRIES
• BIRT that the recording secretary be invited to the retreat.

Ferguson’s sister has volunteered to do a grocery run, but if some Directors could assist
with meal planning that would be appreciated. Transportation will be finalized once the
exact number of people coming is known, but steps are being taken to ensure everyone
will have a ride.

The Chair will follow up with directors who are absent from this meeting.

The SPC met with a planning facilitator, and she will review the planning model put
together by the committee.

5 Division Reports

The chair is passed to Craig.

5.1 North
The division council meetings are for 45 minutes every two weeks, but there have
been some difficulties in getting the chair to attend these meetings. This is
somewhat disruptive as the house reps are willing to work with this schedule, and
the schedule was motioned and passed at a council meeting. The division rep is
attempting to resolve this conflict in a conciliatory fashion.
Two of the North houses will be re-painted.

5.2 South
Rep is absent.

5.3 Annex
There was a council meeting without quorum last Sunday. House spending is
under control and going okay. 146 Howland needs to be updated as to the status
of their furniture budget. Social budget spending will go into a movie night at 614
Huron. There will be a number of longer-term house reps leaving over the
summer, and suitable replacements will need to be found.

5.4 Sussex
The members who were forced to move from the division have been settled with
varying degrees of smoothness. Eddy the maintenance worker came to help move
members over the weekend, and was a great morale booster as well as helper.
There is a discussion of converting the Sussex houses to become co-housing
rather than apartment style dwellings. This is work that would likely only be done
if there were greater assurances from the landlord, U of T, that the houses would
remain rented to CCRI.

5.5 Lowther
Date Approved _______
Director _____________
Director _____________
Motion 10: (Ferguson/Kochany) CARRIES
• To extend division reports by ten minutes to hear from the guests from Lowther.

The chair is passed back to Kochany.

There is a division meeting this Sunday. There will be some Directors in


attendance to help clarify issues and answer questions.

Three members from Lowther are present to speak to the proposed increased
room and meal plan rates and their concerns with these increases. The members
are encouraged to come to the budget meetings.

6 Recess

Recess called at 8:02pm.

Meeting called back to order at 8:17pm.

7 Staff Reports

7.1 Special Consideration for Sankara

Motion 11: (Denise/Ferguson) CARRIES


• To allow Amidou Sankara to renew his membership and residency in Campus Co-
op for May 2009 - April 2010.

7.2 House Rep recognition program


The Life Facilitator would like the Board to consider what categories might be set
up for recognition of house reps.

7.3 General Meeting questions on the budget


The General Manager has concerns regarding difficult questions that may arise
during the General Meeting. The forums regarding the budget will be excellent
test cases for what questions could be brought up by the membership.
Several strategies for dealing with questions coming from the membership were
discussed, including having a single person to field all questions, having a duo to
field questions, to have one person present the budget and increases and another
person answering questions and to split the possible categories of questions
amongst especially informed individuals.

Motion 12: (Ferguson/Denise) CARRIES


• To extend the deadline for making changes to the structure and operations of
Lowther dining hall until the 9th of March.

7.4 Confidential Item – 169 Lowther


This item will be discussed during the In Camera session.
Date Approved _______
Director _____________
Director _____________

8 Committee Reports

8.1 Finance
The liaison has not met with the committee of late, but will be attending the
forums.

8.2 Facilities
The GM had an intimate meeting with the two committee members recently, and
there is a maintenance feedback survey being sent out, with an offer of ½ hour
credited to members who complete the survey.

8.3 Membership
The committee has not been meeting regularly. The Chair has not been available
or responsive and will likely be replaced. There are a number of items on the
docket for this committee to look at that have become outstanding.

8.4 Communication & Education


The staff report from the Life Facilitator contains the results of the most recent
meeting. While involved members have been showing commitment, input from
the membership has been lacking.

8.5 Social
Liaison is absent.

8.6 Executive
Nothing to report.

8.7 Strategic Planning


North division inspections have been completed, Lowther division will be toured
this Sunday coming up. Some areas in North have been identified as needing
cosmetic improvements, and this will be forwarded to the General Manager.

8.8 U of T Student Groups


Nothing to report.

9.0 Other Business

9.1 Letter of Support


U of T’s Transitional Year Programme is looking for a supportive endorsement
from members in the community, including CCRI, to be forwarded to U of T’s
president and provost.

Motion 13: (Denise/Nelson) CARRIES


• To have the CCRI President sign and send the letter of support for the TYP.
Date Approved _______
Director _____________
Director _____________

10.0 In Camera

Motion 14: (Ferguson/Denise) CARRIES


• To begin an In Camera session.

A continuation of these minutes can be found in the In Camera session minutes from
March 6th 2009.
Business Arising: April 3rd Board Meeting
Follow Up Items from Last Meeting Action by Target Date Done
Emmett, Nell, Finished before
1 Public Website Zavosh, Simon end of fiscal year
Emmett, Tom,
2 Meeting with Adam Vaughan Sophia, Tristan

Follow Up Items from Previous


Meetings Action by Target Date Done
1 Office makeover Jarlene & Lindsay In Progress
2 Draft revisions to Fee and Fine Schedule Lindsay April In Progress

Communicate new sliding fee scale for noise


After Fine Policy and
offences to members once approved by the revised Fine and Fee
3 Board after reviewing fine schedule Penny schedule approval
4 Vice President role EC Structure & Workload Valerie EC Summer 2009

Member Feedback form for completed


5 maintenance projects Penny & Bernadette
6 Green Initiatives SPC Ongoing
7 Alumni Outreach Plans Kaitlyn
8 PayPal account set up Tricia
9 Staff - Board fun time Jarlene
10 Co-op Newsletter Nell & Comm/Ed March
11 Identify houses for summer partnerships March
Relocation incentive plan for members to
12 facilitate summer partnerships with other orgs

Completed Items from Previous


Meetings What now? Target Date Done
1 Board Priorities Strategic Plan Board Retreat
Implementation by
2 Draft Fine Policy Committee Review summer 2009

Recommendations on consistency in fining to be Incorporate into


3 reviewed by Town Hall Fining Policy Approve in April

List of questions to be answered in making Send info to SPC for


4 decisions on the Infill Project their reference
Include in Sept.
5 Membership Review Script Board packages September 2009
Implementation for
6 Recommendations for Summer Occupancy summer 2009 Summer 2009
President to report
7 Board self-evaluation summary results February 2009
Approval at March
8 By-law amendment for Deposit Refund expiry GM March 2009
Submit charter to
9 U of T Group Constitution University
CCRI Board Summer '09 Projects

• Put together our Logic Model strategies and Theory of Change in


one document for reference throughout the year, and for
committees, Board, members and staff to refer to.
• Discuss in more detail what we want for 75th anniversary events
- different events throughout the year
 ie. open houses,
 dinner/gala,
 naming ceremonies
 membership showcase (artwork, photos, etc.)
• Board to create eligibility criteria for partnership programs
- Residency partnerships
- Inter/work placement partnerships
• Develop draft framework of internship program for committees to
review in the fall
• Create job description + salary + criteria for 75th anniversary
event planner
• Advertise internally that summer committee hours are available
for compiling alumni names
• Consolidate existing marketing plans and complete any missing
information (in conjunction with SPC)
• Create job descriptions and accountability relationships for new
committee structure;
- clarify existing roles
- Ensure adequate training is prepared
• Create rationale and internal marketing for new committee
structure
- Ensure board and staff are on the same page about how to
communicate changes to members
• Create mandate and Terms of Reference for branding committee
• Draft member complaints management and resolution process

CCRI Board Fall ’09 Projects

• Post 75th anniversary event planner position; interview and hire


- to begin possibly as early as January
• Ensure 75th anniversary events are on committee agendas - so they
can work on projects to be ready for following year
• Interview branding committee volunteers, plus portfolio review
(essential)
• Compile alumni names (if not completed) - going through old board
minutes
• EC: research and compile process handbook for hiring general
managers and contractors
Committee Fall ’09 Projects

• research eligible partnership programs, and create list of


potential partners for residency and interns
• refer 75th anniversary events to all committees
• discuss and create roles for interns and co-op students
• membership:
o finalize CCRI's policy on emptying houses for the summer
o feedback for framework of intern/work placement program in
co-op
• comm.ed:
o create orientation packages for interns and co-op students
o create alumni recruitment advertising
o create issue 1 of alumni newsletter, to be created twice a
year
• marketing:
o create promo literature for intern recruitment
• social:
o consider projects and events that incorporate and promote
diversity of membership within co-op.
o research and match up local outreach programs with co-op
volunteers
o community events to raise co-op’s public profile and
awareness of our existence
REQUEST FOR SPECIAL CONSIDERATION
MEMBER NAME: Laura Burns
HOUSE AND ROOM: 620 Huron Street
1. Request to be relieved of Membership Agreement obligations by the Board

a) Early Move Out


i) Proposing to leave Co-op on or before December 31st without written notice prior to November 1st ____
ii) Proposing to leave Co-op before the end of contract on April 30th ____
iii) Proposing to leave Co-op before the end of contract on ______________ ______

b) Room Transfers
i) Requesting room transfer on January 1st without written notice prior to November 1st ____
ii) Requesting room transfer before the end of the Agreement and wanting not to be responsible for re-renting of
room and vacancy loss until it is rented _____

2. Room Allocations

a) Request for Room Allocation with Seniority Status after March 1st application deadline ____
b) Request for Room Allocation with Seniority Status with unpaid arrears after May 31 _____
c) Request to keep Room Allocation with unpaid arrears after July 31 ______

3. Deposit Refund for cancellation of room – loss of $500 after August 8th ____

4. Request for Repayment Agreement of more than 3 months _____

5. Request for a Second Grace Year – no current student status __X___

Reason for Member Request: Email attached: Yes No


I would appreciate your consideration with regard to an extension of my tenure at 620 Huron Street. Room 201. As
you know I have served on the Co-op board, and very much enjoy living at Huron Street. Over the years I have
participated in co-op as a Work Schedule Coordinator, have worked for maintenance, have planned co-op social
activities, helped fix up our balcony, wrote for the newsletter, and have participated in co-op charitable outreach
activities. I have also consistently paid my rent on time and done my chores and division and committee hours. I
also helped buy and plant a flower garden at 620.
I have also helped facilitate many house social activities for Easter, Halloween, Christmas, birthdays, etc.

I am currently taking some singing lessons, and may return to school part time next year.

Could you please let me know at your earliest convenience if I could continue to live at the co-op for another year
beyond August 2009.

Staff Recommendation and Rationale:


Co-op Member Since: 09/01/03
Committee Hours Completed to date: None completed as of March 26th
Co-op Fines (meetings missed, chores missed?): Occasionally fined for house chores
Account Status (arrears, chronic late payments, etc.?): 0.00 balance, member in good standing
Other Documentation provided by Member:

Date of Approval by the Board:


REQUEST FOR SPECIAL CONSIDERATION
MEMBER NAME: EMMETT FERGUSON
HOUSE AND ROOM: 614/103
1. Request to be relieved of Membership Agreement obligations by the Board

a) Early Move Out


i) Proposing to leave Co-op on or before December 31st without written notice prior to November 1st ____
ii) Proposing to leave Co-op before the end of contract on April 30th ____
iii) Proposing to leave Co-op before the end of contract on ______________ ______

b) Room Transfers
i) Requesting room transfer on January 1st without written notice prior to November 1st ____
ii) Requesting room transfer before the end of the Agreement and wanting not to be responsible for re-renting of
room and vacancy loss until it is rented _____

2. Room Allocations

a) Request for Room Allocation with Seniority Status after March 1st application deadline ____
b) Request for Room Allocation with Seniority Status with unpaid arrears after May 31 _____
c) Request to keep Room Allocation with unpaid arrears after July 31 ______

3. Deposit Refund for cancellation of room – loss of $500 after August 8th ____

4. Request for Repayment Agreement of more than 3 months _____

5. Request for a Second Grace Year – no current student status __X___

Reason for Member Request: Email attached: Yes

I wish to remain in co-op. I am currently the President of the Board. I have been a Board member for 2 years.

Staff Recommendation and Rationale:


Good standing member, very involved….we need more Obama types…well worth considering.

Co-op Member Since: 2007


Committee Hours Completed to date: Completed
Co-op Fines (meetings missed, chores missed?): none
Account Status (arrears, chronic late payments, etc.?): In good standing
Other Documentation provided by Member: n/a

Date of Approval by the Board:


Memo to: Campus Co-op Board of Directors
From: Penny Bethke
Re: April 2009 Board Report
Date: March 30, 2009

Facilities

Maintenance staff have been engaged in a variety of maintenance items and special issues this
past month that are noteworthy. The ones that come most readily to mind are Eddie returning
after work last Friday to fix a broken deadbolt lock that had two members trapped in a room
during the dinner hour. Dennis and Eddie also did a major cleanup of basements in Sussex
division, to address the deficiencies in the engineers’ fire retrofit report that we could address
without delay. It’s meant filling the garbage dumpsters in Sussex and North to capacity on at
least two occasions, to give you an idea of the volume of detritus removed. When the engineer
who did the inspection returned to the houses last week to measure a water main, he was
astonished at the transformation. Lastly, maintenance staff suggested to me that we change the
function of a former water closet at 169 Lowther, so that the room is closed off at the corridor
and the wall between it and a very small room is broken open, revealing a windowed new alcove
space for a desk and a chair, which cannot fit into the current room. The work should be wrapped
up in the next few days. The fall rent for the room will be adjusted accordingly to reflect the new
room size and usability, since it increases the floor space by at least 30%.

It’s springtime and a girl’s thoughts turn to … roof repair. About $6,000 in roof repairs will be
done shortly to 84 Lowther, 559 Huron and 614 Huron. The key problems areas in all three cases
are the roof valleys.

The fire inspector is returning this week to confirm that work was done as requested on the
Huron houses she inspected. Bernadette has had staff go back to the houses to make sure that
everything is still in the order staff left it in, e.g. fire extinguishers and smoke alarms. The
inspector advised Bernadette that she will call her to inspect our other houses. Bernadette asked
that she give her some time because the issue of the self closing door hinges exists everywhere
and she will not have time to address it in the next month with move outs/ins. The inspector was
understanding and cooperative, which is how we’d like to keep it.

There was a break in at 620 Huron, but it appears that someone propped open the exterior door to
the mattress room and the door that leads into the house to gain access. Since the mattress door
closes and locks automatically when staff exit, and the interior room is locked so that there is no
access from inside the house, it’s hard to figure out how this happened. A police report was made
for the two stolen lap tops. I asked Denis to change the interior door lock so that it is possible to
enter the mattress room now from the house and exit out the back exterior door in an emergency,
but that the door leading from the mattress room to the house will now be locked from inside the
mattress room. This means that two doors would have to be breached in order to gain access to
the house from the rear unobserved. Any repairs required to be made to the exterior door will
also be done to provide greater security.
Solar Water Heater Project

A member of South Division, who is also a salesman for a solar water heater company, has
brought forward a proposal to install two solar water heaters in two South Division houses as a
pilot project. Yushuai has done some financial forecasting on the potential savings. I have told
him that such forecasts would have to be done based on the actual bills of the houses chosen. I
have also told him that this kind of project would normally be tendered to several companies and
we would require references of successful installations as well. He will reiterate that the
technology has been around for at least a decade, but there is nothing specific about what his
firm has to offer, and what the options for heating not only hot water for the house but preheating
hot water radiator furnace water. Two documents are in the package that he has prepared. He
made a presentation to the SPC who received the idea favourably in principle. You need to
decide on what process you would like to use to get member engagement from South Division in
this project and how we would proceed with our normal processes of tendering and reference
checking, once we established just what kind of system we were interested in.

Finance

Andre has just about completed the February bank reconciliation and so I hope to have the most
current financial statements in the package later this week.

I’ve looked at some of the categories that had significant overages that were not due to timing of
bills that I’d like to make note of for you:

℘ Garbage – there have been additional dumpster pickups through the year, but we also pay
for dumpster pick up by its weight, in part, and this may have increased the normal bills
if we were disposing of non-garbage goods.
℘ Plumbing – there have been significant bills for repairing the basement leak at 620 Huron
($4,305) and for periodic snaking of drains for roots in Sussex Division and North
Division ($1,108 and $1,995), in addition to more routine repair work, purchase of
plumbing supplies and the refurbishment of the bathroom at 146 Howland
℘ Pest Control – we have had a persistent raccoon problem at 120 Madison that is taking a
long time to resolve. Our monthly fees for pest control appear to take up most of the
budget, leaving little room to deal with raccoons, squirrels and bed bugs.
℘ Computer – there were additional fees for setting up new computers this year by
Dynamix, and work done on the intranet particularly related to the online application that
led to additional fees over and above our monthly invoice for regular services.
℘ Wages and benefits in maintenance and kitchen staff are lower than budget because of the
layoffs and because we did not hire a kitchen helper in North Division as the budget
foresaw before they decided to institute dining hall chores at a division meeting after the
budget was approved. We reduced the meal plan fees and allocated additional money to
the food budget in North as a result.

Budget Revisions

There are revisions that need to be approved by the Board for the budget following the members
meeting. I’ve made the following adjustments to the 2009-10 Budget you approved in February:
℘ Adjustments to the food services budget for Lowther division to reflect their rejection of
a 24% increase in costs. The dining hall food budget has been flatlined without a 6%
increase in food costs, and the costs of house food have been reduced to make up the rest
of the 18% difference. There is no reduction in fixed overhead and staffing costs for the
dining hall. I don’t think people understood that the fixed overhead costs were non-
negotiable and that any reduction in the increase would come out of their food budgets.
This will reduce the weekly shopping budget from $27/person to $20/person. It may
mean that like North and South, Lowther members will have to pay extra for food in their
house since their house food budget will likely no longer cover as much as it has in the
past. They are the only division who has had any expectation of not having to pay extra
for food, but have had the lowest meal plan cost.
℘ I did not remind you to approve the charging of snow shoveling expenses by our
contractor to 84 Lowther, and 165 – 169 Lowther between September and April. Under
the circumstances, that may have been for the best, but we will not now spend about
$3,200 to have these walkways cleared next winter. Members were not charged for it this
year, but they should not receive this special service without paying, since we have done
it to compensate for the lack of routine member shoveling to address neighbourhood
complaints. I’ve asked Bernadette to look into getting a snow blower for the Lowther
block, to deal with the long swath of sidewalk.
℘ I had understood the motion at the members meeting to be a flat $50 per month increase
per member, after the plea for the single parent not to have an increase of $100 a month.
The revenues have been adjusted downward to reflect this understanding, and remain at
$100 for the other three Sussex apartments.

Personnel

Bernadette has interviewed and I have reviewed the resumes for the top candidates for the
summer crew positions. We have selected four candidates who are eligible to work in Canada
and meet our general requirements for the position. We were not able to attract any applications
for the positions of Area Manager coming open in May, but two of the successful candidates for
the summer positions asked to apply for the Area Manager’s position as well. As a result, and
after discussion with the Executive Committee, I have agreed to hire these two folks as summer
area managers for May – September, and to repost the position in September for the school year
to April 30th. This is a situation that has occurred in previous summers, apparently, and so these
people will be paid for two separate jobs that they are doing as summer crew and as Area
Managers. There are a lot more after hours calls of a difficult nature and after hours move ins in
the summertime, and so this is not simply an add on to their existing job. There are separate job
descriptions for the two positions with different duties. The summer crew will start work on
April 27th.

Tricia and I reviewed the job posting for the summer office assistant, and we have put a heavier
marketing emphasis in the position description to reflect what the person actually does and will
do. We have not heard from On Co-op about whether or not they have negotiated another one
year contract for the co-op internship program and can no longer wait to proceed. Most of our
costs were underwritten by the HRSDC wage subsidy last year.

I hope to finish a position description and job posting for a two day a week Accounting Assistant
position with Andre in the next week for posting. I hope to have someone in place for early May.
Member Requests

There have been two requests to me this week from members for purchasing alcohol for the
South Division banquet and for painting Rupert the Bear on the side of 169. Adam Silver will
likely attend the Board meeting to talk about his request to allow alcohol at the South Division
banquet, and Patrick Jordan plans to submit something in writing about the request to paint the
outside of the house.

Family Accommodation in Sussex Division

Because of the insecurity of our future in renting the Sussex houses, I am concerned about what
we do in the event that members move out of the Sussex apartments. We do not have families
with school age children in any of the apartments, but only one single parent family with a
teenager. We did have a request in the last few months, with correspondence that I forwarded to
you, from a potential applicant demanding that Campus Co-op go back to renting these
apartments to families as is our policy and past practice.

Until our future in the Sussex houses is more secure, I am reluctant to see us house families with
children, who would face a more difficult time in relocating in a short period of time and all of
the attendant risks for additional costs and bad publicity. I would therefore make the following
recommendation:

RECOMMENDATION:

That Campus Co-op refrain from renting ground floor apartments on Sussex to families with
children under 18 until the longer term future of renting from the University of Toronto is
resolved.

Board Retreat Expenses

My only regret is that not all of you were able to take advantage of the wonderful opportunity we
had to work hard and have a good time together in Kimberley. Important steps forward were
identified through the use of the Theory of Change and Logic Model approaches. I know that
Toby’s notes will capture the important ideas, but certainly not the vibe.

Our expenses to date are about $300 for car rental and $300 for accommodation at the chalet
down the road. There is a gas receipt from Stefan that needs to be submitted, and I don’t know
what the final tally for groceries and an honorarium for our purchasing agent will be. I don’t
have an invoice yet for Cathy Lang’s time, but it will take up most of the rest of the funds from a
Board retreat and Board training that we earmarked to do this.

The Fergusons’ home in Kimberley proved to be a fabulous location in many ways. We all
enjoyed the ambiance of a converted schoolhouse, and made good use of the blackboard in the
dining room. We were able to prepare our own meals, under Chef Emmett’s direction, and half
the group wound up staying there. I know that Emmett made these arrangements because he
knew how well they would work for us and without expectation of any compensation. We have
his mother to thank for the resource materials that gave structure and direction to the retreat. I
think a token of appreciation is well in order for Emmett’s parents for at least $100. While he has
a perceived conflict of interest in voting on such a matter, I’m sure he can advise the Board on
what might be appropriate as a gift for whatever the Board decides upon.

RECOMMENDATION:

That Campus Co-op give a gift of appreciation to Mr. and Mrs. Ferguson, in the value of $___.

Coach House Press Closing and Lease

The closing date is supposed to be April 15th, which is fast approaching. I’ve asked our lawyer
where we’re at with the lease for the southern building, and he’s still waiting for comments back
from Stan and his lawyer. I’m not sure what the hold up is, because I thought we had agreement
in the principles of the leasing arrangement in January with Stan. At your February meeting, you
delegated authority to the Executive Committee to execute any documents coming from these
two activities, so there is no further decision to be made at this time.

On Co-op consultation on Co-op Development in Ontario

I was selected to participate in an online consultation by On Co-op because of my background in


co-op housing development and management and credit unions on March 31st. It’s the second
time I’ve experienced an online web presentation with telephone discussion, and it’s a very
interesting tool. The provincial government is not going to be proceeding with the creation of a
Co-op Secretariat at this time, despite our having one minister who has declared himself a
champion of the idea. On Co-op was asked for a list of specific things that the government could
do short of setting up a secretariat like other provinces have, and there was general discussion on
what that could contain as well as the 5 year report card on a White Paper that On Co-op had
done on co-operative development in Ontario. The discussion was preceded by a presentation
from a Quebec civil servant on the Quebec secretariat.

Rooftops Canada – Youth Exchange with the National Co-operative Housing Union of
Kenya

CHFT and Rooftops are sponsoring a two week exchange in late June/early July for 4 co-op
members between 18 – 23 to meet with similar youth in Kenya, who will come to Toronto in
August. I posted the basic information on the intranet and have sent a member the information
and application as a result. I know that two weeks is a very short time, but I wondered if you’d
like to offer to CHFT and Rooftops to sponsor a small social gathering with a short discussion
with the folks from Kenya in August (and perhaps inviting some of our Neill-Wycik buddies),
whether or not one of our members is an intern. I hesitate to contact Rooftops about offering
them accommodation here, but I will if you think that is also a good idea. They may have other
arrangements in place.
Campus Co-operative Residence Inc.
Budget Detail: May 1, 2009 - April 30, 2010
Actual
(Revised: March 17, 2009) Budget 6-mths Projected Budget
12-mths (May-Oct) 12-mths 12-mths %
08-09 08-09 08-09 09-10
ROOM RENTAL REVENUE
Co-op Revenues (Flat $50/member increase) 2,238,204 781,283 2,238,204 2,407,276 8%
Co-op Double Room Revenues 6,800 2,441 4,500 4,800 -29%
505 Huron House Rental 28,899 13,200 26,400 28,899 0%
Vacancy (150,000) (257,611) (293,161) (224,000) 49%
Fees Discount for Term Payment (6,000) (680) (1,500) (4,800) -20%
Summer Residents Premium 0 0 0 21,700
Summer Member Discounts 0 0 0 (30,000)
Summer Relocation Discount 0 0 0 (1,998)
Summer Concierge Discount 0 0 0 (2,400)
NET ROOM RENTAL REVENUE 2,117,903 538,633 1,974,443 2,199,477 4%

INTERNAL REVENUE
Key Revenue 2,500 1,675 3,350 2,500 0%
Fines - Central 15,000 15,074 21,000 22,611 51%
Fines - Division/House 7,000 92 7,000 7,000 0%
Membership Fees 13,000 7,224 13,000 13,000 0%
Cancellation Fees 4,600 1,000 4,000 4,600 0%
Late Fees on Rent 8,000 5,650 11,000 11,300 41%
TOTAL INTERNAL REVENUE 50,100 30,715 59,350 61,011 22%

EXTERNAL REVENUE
Investment Income (GICs) 2,750 4,555 7,000 4,750 73%
DICA (interest on bank account) 500 114 200 500 0%
Coach House Rental 7,350 8,820 14,700 0
Parking 18,500 8,049 16,000 18,500 0%
External Grants 1,500 0 0 1,500 0%
Miscellaneous Revenue 0 4,693 4,693 0 0%
TOTAL EXTERNAL REVENUE 30,600 26,230 42,593 25,250 -17%

TOTAL REVENUE 2,198,603 595,579 2,076,386 2,285,738 4%


DIRECT EXPENSES

UTILITIES
Hydro 115,370 50,523 85,000 93,500 -19%
Water Bills 35,845 20,469 40,000 43,600 22%
Gas Bills 164,273 30,116 154,500 159,135 -3%
Furnace Oil 3,863 625 4,200 4,326 0%
TOTAL UTILITIES EXPENSE 319,351 101,733 283,700 300,561 -6%

DIVISION EXPENSES
House Furnishings 15,113 1,847 10,000 15,113 0%
Social 2,281 58 2,000 2,281 0%
Miscellaneous 4,804 0 2,000 4,804 0%
TOTAL DIVISION EXPENSES 22,198 1,905 14,000 22,198 0%

MEAL PROVISIONS
House Foods 79,842 6,853 79,842 65,179 -18%
Dining Hall Food 113,326 33,795 113,326 126,843 12%
Banquets 3,183 20 3,183 3,374 6%
TOTAL MEAL PROVISIONS 196,351 40,669 196,351 195,396

WAGES & BENEFITS - KITCHEN


TOTAL WAGES & BENEFITS 120,940 34,215 108,170 107,659

KITCHEN EXPENSES
Kitchen Expenses 2,060 1,333 2,000 10,550 412%
Kitchen Furnishings 2,925 676 2,000 3,000 3%
TOTAL KITCHEN EXPENSES 4,985 2,009 4,000 13,550 172%

DIVISION COMPENSATION
Work Schedule Managers 2,868 0 4,668 3,424 19%
TOTAL DIVISION COMPENSATION 2,868 0 4,668 3,424

TOTAL OVERHEAD EXPENSE 2,868 0 4,668 3,424 19%


MAINTENANCE EXPENSES
Allowances for Staff 3,000 953 1,500 2,000 -33%
Cleaning & House Supplies 34,000 16,960 34,000 34,000 0%
Annual House Cleaning 5,670 5,670 5,670 0 #####
Appliance Repair 7,500 2,516 5,000 7,500 0%
Eavestroughs Repair 2,000 8,653 8,653 2,000 0%
Electric 3,000 717 3,000 3,000 0%
Energy Audits 2,000 0 0 2,100 5%
Fire Safety 18,000 13,089 20,000 18,000 0%
Flooring 4,500 2,659 4,500 4,500 0%
Furnace & A/C Repairs 8,000 1,908 8,000 8,000 0%
Garbage 12,000 7,175 15,000 15,000 25%
Landscaping 2,000 5,463 5,463 2,000 0%
Locks 6,000 1,904 5,000 6,000 0%
Small Tools & Equipment 500 0 0 500 0%
Maintenance Supplies 25,000 20,167 30,000 30,000 20%
Miscellaneous 2,000 2,189 2,189 2,000 0%
Paint 9,000 3,688 9,000 9,000 0%
Pest Control 12,000 5,515 12,000 12,000 0%
Plumbing 6,000 7,721 12,000 6,000 0%
Telephone 7,000 3,301 6,000 6,000 -14%
Non-Coop Housing Expenses 500 0 0 500 0%
Vehicle Expenses 6,000 2,200 5,000 6,000 0%
Courses & Training Mat - Maint. 2,000 28 500 2,000 0%
Parking / Snow removal 8,000 828 9,880 8,400 5%
TOTAL MAINTENANCE EXPENSES 185,670 113,304 202,355 186,500 0%

MAINT. WAGES & BENEFITS


TOTAL MAINT WAGES & BENEFITS 329,888 194,938 276,998 232,868 -29%

PROPERTY TAXES
Property Taxes 174,953 91,327 172,683 191,768 10%
TOTAL PROPERTY TAX 174,953 91,327 172,683 191,768

RENT - U of T
Rent - U of T 35,373 17,433 35,107 38,240 8%
TOTAL RENT 35,373 17,433 35,107 38,240

MORTGAGE INTEREST
Farr Fiduciary Interest 4,811 2,354 4,661 4,529 -6%
Leila Femson Interest 10,812 5,344 10,630 10,466 -3%
Alterna Consolidated Interest 93,748 46,083 93,748 89,609 -4%
TOTAL MORTGAGE INTEREST 109,371 53,781 109,039 104,604

INSURANCE
Building & General Liability 18,878 8,891 18,878 18,904 0%
Vehicle Insurance 6,367 0 6,140 6,367 0%
TOTAL INSURANCE 25,245 8,891 25,018 25,271

TOTAL DIRECT EXPENSES 1,527,193 660,205 1,432,088 1,458,128

INDIRECT EXPENSES
ADMINISTRATIVE EXPENSES
Office Supplies 7,000 3,057 7,000 7,000 0%
Paper- photocopier & printers 700 249 700 700 0%
Photocopy & Shredder 5,000 1,464 3,200 3,168 -37%
Service Charges 14,000 2,618 0 14,000 0%
Bank Overdraft Interest 2,000 549 0 2,000 0%
Small Furniture & Equipment 300 150 100 300 0%
Staff Holiday Dinner 750 0 735 910 21%
Staff travel - mileage, etc. 600 11 400 600 0%
Allow. for misc. staff exp. 600 0 100 500 -17%
TOTAL ADMINISTRATIVE EXPENSE 30,950 8,098 12,235 29,178

COLLECTIONS & EVICTIONS


Bad Debts 25,000 526 25,000 25,000 0%
Equifax 514 21 100 200 -61%
Legal - Collections & Evictions 5,000 3,000 8,000 8,000 60%
Misc. Eviction Expenses 500 0 100 500 0%
Non-coop Collect./Evictions 0 0 0 0 0%
TOTAL COLLECTIONS & EVICTIONS 31,014 3,547 33,200 33,700

COMMITTEE & BOARD EXPENSES


Conflict Advisory - training 2,000 0 2,000 500 -75%
Conflict Advisory - mediation 2,400 375 0 1,200 -50%
General Meeting Expenses 0 373 757 800
GM exp - pack. printing 2,500 864 2,065 2,200 -12%
GM exp - misc. exp. 750 0 435 348 -54%
CommEd Committee 100 0 0 1,500
Orientation Exp. - May 2009 700 0 373 250 -64%
Orientation Exp. - Fall 2009 2,500 1,446 1,073 5,475 119%
Orientation Exp. - Winter 2010 400 0 400 250 -38%
Social Committee 0 0 0 1,875
Committee Materials & Supplies 125 0 125 125 0%
House Rep Training - May 2009 500 0 0 500 0%
House Rep Training - Fall 2009 1,700 391 1,446 1,200 -29%
House Rep Training - Winter 2010 500 0 500 500 0%
Town Hall dinners, snacks, etc. 840 0 600 900 7%
House Rep Recognition 1,500 0 1,500 1,200 -20%
Special Committee Projects 2,000 0 2,000 2,000 0%
Board Expenses 0 181 0 0
Board Dinners 360 99 460 450 25%
Recording Secretary 1,056 687 1,776 1,800 70%
TOTAL COMMITT. & BOARD EXP. 19,931 4,416 15,510 23,073

COMMUNICATIONS & MARKETING


Advertising 10,000 2,277 5,054 4,500 -55%
Computer Expenses 18,000 6,300 21,424 22,418 25%
Courier 250 0 100 250 0%
Donations 500 0 0 500 0%
Internet & Website Hosting (Bell) 3,000 1,030 3,000 3,000 0%
Postage 2,700 375 2,000 2,000 -26%
Promotional Materials & Tools 800 0 4,912 5,500 588%
Telephone & Fax 4,200 2,071 4,200 4,600 10%
TOTAL COMMUNIC. & MKTG. 39,450 12,053 40,689 42,768

DEPRECIATION EXPENSES
Building Depreciation 71,667 35,833 71,667 66,600 -7%
Central Equip. & Furn. Dpn. 21,149 10,574 21,149 8,000 -62%
Div. Equip. & Furniture Dpn. 54,106 27,053 54,106 70,000 29%
505 Equip. & Furn. Dpn. 817 408 817 400 -51%
Leasehold Depreciation 5,934 2,967 5,934 4,500 -24%
Deferred Charges Depreciation 10,841 5,420 10,841 10,500 -3%
Vehicle Depreciation 2,542 0 2,542 0
Misc. Depreciation (maintenance tools) 0 0 0 0 0%
TOTAL DEPRECIATION EXPENSES 167,056 82,255 167,056 160,000
ORGANIZATIONAL DUES
CHFC, CHFT, OSCA, OACUHO 11,000 5,500 8,549 8,730 -21%
TOTAL ORGANIZATIONAL DUES 11,000 5,500 8,549 8,730
PROFESSIONAL FEES
Audit Fees 12,900 9,975 13,926 14,500 12%
Legal Fees 8,500 6,030 18,930 12,000 41%
Other Professional Fees 1,000 777 14,427 800 -20%
TOTAL PROFESSIONAL FEES 22,400 16,782 47,283 27,300
TRAINING & EDUCATION
Board Retreats 1,500 - 1,500 1,500 0%
Board courses and training 1,800 58 1,100 1,800 0%
Staff Retreat 1,000 - 0 1,000 0%
Staff courses & training materials 2,800 - 1,000 3,500 25%
Board Manual 600 94 150 480 -20%
NASCO Institutes 4,000 - 0 4,000 0%
OSCA Conference 4,500 - 4,050 5,550 23%
TOTAL TRAINING & EDUCATION 16,200 152 7,800 17,830

WAGES & BENEFITS - ADMINISTRATION


TOTAL ADMIN. WAGES & BENEFITS 370,084 167,278 334,472 379,813

MISCELLANEOUS
Miscellaneous Expenses 2,000 1,164 2,000 2,000 0%
TOTAL MISCELLANEOUS 2,000 1,164 2,000 2,000

TOTAL INDIRECT EXPENSES 710,085 301,245 668,794 724,393

TOTAL EXPENSES 2,237,278 961,450 2,100,908 2,146,431

General Reserve Contribution (4% of Expenses - less than by-law requirement) 81,324
Contingency Reserve Contribution (1% of Expenses - by-law requirement) 21,464

Total Expenses and Reserves Contributions 2,249,220

NET INCOME ($38,675) ($365,871) ($128,107) $370


Meal Plan Revenue/Expenses
Lowther Lowther
Budget Proposal Division Decision
No. of rooms 67 67
6% Increase over 2008/09
Meal plan revenues $ 109,066 $ 90,816

Food expenses: 1.06


a/c 5301 - house foods $ 61,673 $ 42,220 $ 19 per member per week
a/c 5302 - dining hall food $ 18,173 $ 18,000 for 33 weeks
a/c 5350 - Banquets $ - $ -
$ 79,846 $ 60,220 Funds available for food expenses out of meal plan reven

Per month food cost per member $ 149 $ 112 2008/09 Budget for food: $141 per member per month

Fixed Kitchen Overhead $ 29,220 $ 29,220


(Wages & Maintenance)
Estimated monthly meal plan $ 203

a/c 5715 - Work Schedule Mgrs. $ 1,628 $ 1,376


Total Food expenses: $ 109,066 $ 90,816
24% 6%
Adjusted Meal Plan with WSM Cost $ 207 $ 172 calculated with number of Division members minus 1
in Lowther Division (no meal plan revenue for WSM)

Note: 5450 Kitchen Expenses now includes annual costs for hood, stove and floor cleaning, organic waste removal and kitchen repairs and maintenance,
allocated out of general maintenance budget based on G/L history over last 5 years

Other Division North: $112 5 lunches & 5 dinners


Monthly South: $138 5 lunches & 5 dinners plus house food
Food Costs:
nue
RD
Membership Coordinator Report APRIL 3 2009
Personnel- Planned office closure for front office completed. Sensitivity training with Neill-Wycik occurred and
completed. I have initiated biweekly meetings with Shae to assist in reviewing follow-up items and ensuring smooth
operating of administration. Maintenance meeting planned by e to enable better strategy planning for marketing, move-out
and member transfer issues as yet underway. Shannon assisted Shae and myself on how to post intranet
announcements. Hiring for summer office/marketing assistant to take place in April. Job description developed and will be
advertised to members and to specific sites/people related to marketing positions.
Budget-. Nothing new to report, marketing budget remains as approved. Expenses incurred this month include U of T
handbook and The Newspaper ad purchases plus table displays for George Brown, Casa Loma Campus.
Room Allocations – March 27th - 10 (with only 2 currently available) vacancies; 3% vacancy rate.(see report)
Member Renewals application deadline has passed. A four day grace period was provided members, those unable to
meet the renewal deadline have been told to apply online as anew member and will not have their seniority considered. A
new room allocation template, with new fiscal year rental fees & meal plans, has been created. It is currently being used
to review renewal application requests. Renewals notices & Member Move out Notices will begin to be sent out by email
st
on April 1 or completed within the first week of April. An estimated 160 members have requested a renewal. All returning
members will need to sign their contract by April 30th.
New member applications for summer, fall and spring term continue to roll in. Only an estimated 40 new summer member
requests have now come in. New summer member room allocation email notification offers to be sent out by mid April
and will continue through out the summer.
st
Room allocations for new Fall/Spring 09-10 will begin after May 1 and will be completed when all rooms are reserved.
Member Communications- Posters developed and distributed to each house include Safety Alert Poster identifying
the importance of protecting belongings during the transitional times and with short term residents & Room Tours Begin
th
notifying members that room tours will begin April 15 . Move-Out Notices will be delivered to every member whose
th
leaving coop by April 15 .
Call for Volunteers for Ambassador program announced at the AGM also through intranet postings and house rep
notices sent.
New Holdover fee information will be included in Move-Out Notices. A poster will be developed and distributed to each
house. Email notifications will be sent out to members who have not renewed and will inform them of holdover fees, as
th
approved by the Board, for any member choosing to stay beyond April 30 without providing a renewal request.
Deposit Refunds- Nothing to report. Working with staff to ensure fines, co-op contributions inputs are completed by
before the end of April to ensure proper distribution of refunds money for member departing Co-Op.
Committee Meetings –
th
Membership Committee – The meeting scheduled March 10 had only 2 members attend, despite dining hall announcements
made in hopes of securing last minute takers. Basic conversations regarding family units and managing the committee attendance
occurred, however nothing reportable. Doodle was used to assist in figuring out a workable date to reschedule, response has been
limited. House posters, intranet postings and house rep notices will also be sent to promote.
st
Fine Appeals Review–Next meeting scheduled March 31 . No meeting has occurred and thus nothing to report. House
posters, intranet postings and house rep notices sent to promote the fine appeals review.
Advertising- Room tours for new 09-10 allocations will be initiated the last two weeks of April for all houses.
U of T Handbook ad, The Newspaper ad, Summer specific Ad for Now Weekly, Craigslist & Kijiji summer advertising will
begin the second week of April.
Follow-up on ads pulled from U of T Housing Services confirms that our online advertising was pulled. I have purchased
the ad space for the residence list and on-line ads to be published in May. I have been informed that the payment is
pending processing once inspections planned for April are done by the Manager of Residences, Off Campus Housing. I
have placed a call with her to find out more about this and what criteria is used for review.
Members wishing to depart in the last month of our term have been requested to privately advertise on Craigslist.
Table displays booked for the first two weeks of April at Sydney Smith Hall, Robarts Library and George Brown Casa
Loma Campus with a possibility for OCAD and Glendon College.
Poster campaign continues have had an additional 7 members participate in postering various locations and Campuses.
Areas include Randolph Academy of Performing Arts, OCAD, street poles, U of T, Glendon College, TPL.
Viral marketing video initiative has begun. Script prepared and rough practice cuts done. Peng Chen (Mandarin),
Marina Pera Ros (Spanish), Amir Feizpour (Persian) all involved. Hope to continue to engage members in helping with
this task for co-op hour contributions.
Plan for floor plans to be on the website by the end of April is delayed as I still have no member assistance for this.
Summer planning follow-up letters will be continued to be sent to a variety of ESL programs and summer intern places. i.e
Tim Chan from the Osgoode Hall Law School/ York University
On Going Activities
• Arrears & NTA’s/Schedule E/F’s follow-ups
• Incoming regarding residency, member issues and/or requests for move-outs/room transfers
April 1st occupancy as of March 27/09
Vacancy Loss = $2801.00/Amt recouped w/contractual obligations =$545.00
MONTH NOTES
Mar Apr 1 May 1 *indicates previous resident charged until replacement
# found
Division/House
rooms

120A 13 0 0 TBD
612A 9 0 0 TBD
614A 13 0 0 TBD
620A 11 0 0 TBD
146A 7 0 0 TBD
429A 7 0 0 TBD
84L 15 0 0 TBD 001 Sus Trans $80 reduced rate + meal plan
165L 11 0 0 TBD
167L 11 0 0 TBD
Both members specified move out dates
obligated to provide rental payments until end
169L 15 0 303* TBD of April. 303 resident moving out due to house
conflict.
400L 5 0 0 TBD
559L 9 0 0 TBD
395N 9 0 0 TBD
397N 12 0 0 TBD
399N 9 0 0 TBD
401N 10 0 0 TBD
203 Sus Transfer- $91 reduced rate + meal
plan

403N 9 0 0 TBD 302 Sus Transfer $80 reduced + meal plan

303 Sus Trans $57 reduced rate + meal plan


405N 11 0 0 TBD
582S 11 0 0 TBD
596S 8 0 0 TBD
600S 13 0 0 TBD 001 Sus Trans $6 reduced rate + meal plan
602S 10 0 0 TBD 301 Sus Trans $125 reduced rate + meal plan
604S 11 0 0 TBD
606S 10 0 0 TBD
95S 9 0 0 TBD
28SU 6 2 2 TBD U of T fire safety issues 3rd floor vacant
30SU 6 2 2 TBD U of T fire safety issues 3rd floor vacant
32SU 6 2 2 TBD U of T fire safety issues 3rd floor vacant
34SU 6 2 2 TBD U of T fire safety issues 3rd floor vacant
368SU 4 0 0 TBD
50SU 4 0 0 TBD 201 Sus Trans $447 reduced
3% vacancy for April is predicted with 2 rooms
Total 291 8 9 available to rent.
CCRI Solar Water Heater Project

Introduction
On one hand as the energy price is rising nowadays, co-op will unavoidably face the challenge of the cost. On
the other hand, co-op is having financial difficulty for the past few years. We, the member from the co-op
South Division would like to propose an energy improvement project aiming at helping co-op reducing energy
cost and carbon mission. This project is divided into three phases.

Phase One. Pilot solar water heater equipments, provided pass by the member’s vote, will be installed on the
roof of 596 Spadina Ave, 602 Spadina Ave. Pilot test will run up to 6 to 12 months observation period in order
to test the long term reliability of the heater system.

Phase Two. If the Phase One proves the improvement to be successful, solar water heater will be installed on
another 13 house.

Phase Three. If all the solar water heater installed on the above-mentioned 15 houses (50%) proves to be well
adapted to co-op houses and have a high reliability over observation period, the heater will be installed on all
the remaining half 15 house (50%).

Detail plan
Phase One
1. The team prepares proposal for the co-op member’s vote. The proposal should include the detail plan of
the improvement timeline, budget and safety consideration.
2. Member’s voting.

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CCRI Solar Water Heater Project Monday, March 9, 2009 Prepared by Yushuai Cai 416-836-4087 yushuai@solarchoice.ca
3. If pass, the co-op standing council discuss and process the proposal.
4. CCRI prepares the pilot project.
5. Government certified auditor audits the pre-installation energy efficiency of the houses of 596 Spadina
Ave and 602 Spadina Ave.
6. Solar Choice, Inc. (Solar Choice hereafter)provides precise quote for the solar water heater system for
596 Spadina Ave and 602 Spadina Ave.
7. CCRI orders the two heater system equipments by paying 10% of the total price before tax to Solar
Choice.
8. Solar Choice delivers the equipments, and if requested by CCRI, installs the equipment on additional
cost.
9. CCRI pays the remaining outstanding 90% of the bill to Solar Choice.
10. Government certified auditor audits the after-installation energy efficiency of the houses of 596 Spadina
Ave and 602 Spadina Ave.
11. Test run for up to 6 to 12 months. Record the gas cost for comparison.

Phase Two
12. If test run proves the heater system to be reliable and significantly reduce the gas bill of the 2 Phase One
houses, repeat the step from 3 to 9 for the 15 Phase Two houses.

Phase Three
13. If the heater systems successfully proves to be reliable and significantly reduce the gas bill of the 2 Phase
One houses, repeat the step from 3 to 9 for the all remaining 15 Phase Three houses.

Budget
Refer to Page.3.

Note the rebates.


Rebate 1: Green Vision Program by Solar Choice, Inc., aiming at promoting the new product to Canadian
customers who share an environmental friendly living and development perspective.
www.solarchoice.ca
Rebate 2: Federal government subsidiary to the energy efficiency audit process.
www.ontario.ca/homeenergy
Rebate 3: Federal government rebate of Retail Sales Tax in supporting residential, industrial and commercial
installation of solar energy system.
www.rev.gov.on.ca/english/refund/sesr/
Rebate 4: Federal and provincial government subsidiary in supporting residential, industrial and commercial
installation of solar energy system.
www.ontario.ca/homeenergy

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CCRI Solar Water Heater Project Monday, March 9, 2009 Prepared by Yushuai Cai 416-836-4087 yushuai@solarchoice.ca
Cost Rebate & Subsidiary Rebate & S Cost
Purchase unit
price 1 5190
Rebate 1 Green Vission Prgm 500
4690
Audit 300
Rebate 2 Gov sub 150
CCRI pays 150

4840
Installation 1000
Subtotal 5840

GST 0.05 292


PST 0.08 467.2

Total 6599.2

Rebate 3 fed RST rebate


0.03 197.976
6401.224
Rebate 4 fed retrofit sub 500
prv retrofit sub 500

Total rebate 1847.976


Final cost 5401.224

Payback 1 house
Investment 5401.224
budget factor month house
5020 Gas Bill 159489 0.7 12 30 310.1175
5022 Furnace Oil 3750 0.7 7.291667
6034 Furnace & A 8000 0.7 15.55556
Subtotal 332.9647

Saving per 1 house


(mthly) 1 6
332.9647 1997.788
(yearly) 1 2 3 4 Pay back year
3995.577 7991.153 11986.73 15982.31 1.36

Payback 15 house
Investment 5401.224
budget factor month house
5020 Gas Bill 159489 0.7 12 30 310.1175
5022 Furnace Oil 3750 0.7 7.291667
6034 Furnace & A 8000 0.7 15.55556
Subtotal 332.9647

Saving per 15 houses


(mthly) 1 6
4994.471 29966.83
(yearly) 1 2 3 4 Pay back year
59933.65 119867.3 179801 239734.6 1.36

Payback 30 house
Investment 5401.224
budget factor month house
5020 Gas Bill 159489 0.7 12 30 310.1175
5022 Furnace Oil 3750 0.7 7.291667
6034 Furnace & A 8000 0.7 15.55556
Subtotal 332.9647

Saving all 30 houses


(mthly) 1 6
9988.942 59933.65
(yearly) 1 2 3 4 Pay back year
119867.3 239734.6 359601.9 479469.2 1.36

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CCRI Solar Water Heater Project Monday, March 9, 2009 Prepared by Yushuai Cai 416-836-4087 yushuai@solarchoice.ca
Comparative Information on some Residential Solar Hot Water Systems currently on offer in Ontario – 2008

System Type Thermodynamics Flat Enerworks Flat Panel Gomon Group Apricus Evacuated Tube SunRain Integrated
Panel Evacuated Tube Evacuated Tube
Manufactured in Canada – NS Canada – Ont China China China
Freeze protection Drainback with H2O or Closed loop food grade Drainback with H2O or Closed loop food grade Thermostatically
food grade glycol glycol food grade glycol glycol controlled heat tape
Installers Solar Ontario Solera Goldwater Solar Natural Power Products Globe Solar Energy
Solsmart Eco Alternative Energy Services Eco Alternative Energy Green$aver
Voltaire Power Glenbarra Energy
Features Solar powered Combined solar energy Chinese manufactured Chinese manufactured 24 tube evacuated
circulation pump, pack unit with evacuated 30 tube evacuated 30 tube tubes with integrated
patented solar boiler controller, AC pump and collectors with Chinese collectors, US insulated storage tank,
heat exchange unit with side mounted heat or Canadian made heat manufactured Purist uses mains water
controller, flexible, exchanager, requires exchanger tanks, pump station, heat pressure for
scalable, mature additional solar storage Solarnetix Flo Con dissapater unit, scalable circulation, external
Canadian made tank, scalable Canadian controller unit, scalable pipe run with heat
technology , requires technology tape, not easily
additional solar storage scalable for larger hot
tank water demand
Performance Performance depends on hot water usage, timing of usage, amount of storage, collector area, length of plumbing run between
collectors and storage, collector angle. Both Flat Panel & Evacuated tube systems perform well in Canada for domestic hot water.
Price Components System Hardware, racking, site assessment, length of plumbing run, installation complexity (downtown Toronto 3 storey Victorian
on 20 foot lot vs 1 storey bungalow on 50 ‘ lot), tank size, need for scaffolding or lift, heat transfer fluid, firm size, travel distance
2008 Bid Prices for $5600 - $8500 $6000 - $8500 $6400 for glycol $7000 $3500
installed systems in for 2 panel system for 2 panel system $6500 drainback
Community Solar
Projects before tax and
Gov’t incentives
Nov/08 Prices for Kit $4140 for 1 panel system $4390 for 1 panel N/A $4475 without piping N/A
systems purchased on $5124 for 2 panel system system $5850 for 2
Internet from Canadian Plus $320 for solar panel system plus $320
vendors before taxes & storage tank solar storage tank
shipping & without
install costs or heat
transfer fluid
Company websites Thermodynamics Ltd. www.thermo-dynamics.com Enerworks Ltd. www.enerworks.com Solera www.soleraenergies.com
Goldwater Solar services www.goldwatersolar.com Solar Ontario www.solarontario.com Apricus www.apricus.com
Globe Solar Energy www.globesolarenergy.com Green$avers www.greensaver.org Solsmart www.solsmart.com
Natural Power Products www.npp.com Eco Alternative Energy www.ecoaltenergy.com Voltaire Power www.voltairepower.com
24 Tube Evacuated tube collector, Drainback configuration mounted on Globe Solar Energy IP-195 Integrated Unit peak mounted as part of
Flat Roof mount in Toronto (2007) – Goldwater Solar Services the WISE Solar Project 2007

2 Panel Residential Installation with solar Energy unit heat exchange


unit in basement – Enerworks Ltd.

2 Panel system with Solar Boiler Heat exchanger unit and small
Solar Panel to power the pump - Thermodynamics Ltd.
Rooftops Canada: Youth Exchange Program
Co-operative Housing Federation of Toronto (CHFT) – National Cooperative
Housing Union (NACHU), Kenya

Objectives of the Exchange

Both NACHU and CHFT are concerned about developing youth leadership in co-ops.
They are implementing programs that build this leadership.

Youth in housing co-ops in Kenya and Toronto will work together in a skills training
exchange as the first step in a longer-term capacity building partnership. There are two
overall objectives of the youth exchange. One is to provide youth leaders with a
significant self-development and growth opportunity. The other is to help NACHU and
Rooftops Canada learn more about supporting and working with housing co-op youth.

About NACHU

The National Cooperative Housing Union (NACHU) is the umbrella organization for
all housing co-operatives in Kenya. It was established and registered as a housing
union in 1979 and began its operations in 1987.
NACHU is a member-based organization with about 230
affiliate primary housing co-operatives that have an
estimated membership of approximately 200,000 people
in Kenya. NACHU provides technical services to its
members. The majority of the target comprises women
and children. When HIV/AIDS was declared a disaster in
Kenya, it made NACHU activities more mainstream.
Youth peer-educators from Marura
NACHU has been working with youth on leadership Housing Society, in Kariobangi, Kenya
development, enhancing employment opportunities welcome Rooftops Canada visitors.
through vocational skills and access to credit, HIV/AIDS They work with other youth to mitigate
and generally increasing youth participation within the the impact of HIV and AIDS.
co-operative movement.

About CHFT

The Co-operative Housing Federation of Toronto (CHFT) is a member-supported


organization representing more than 45,000 people living in over 160 non-profit housing
co-operatives located in Toronto and York Region in Canada.

Since 1974, CHFT has offered a wide variety of services to its members including
management advice, education, conflict mediation, bulk purchasing and assistance for
co-ops in difficulty. CHFT has developed other services including the Co-op Housing
Bookstore and a rent bank known as the Here to Stay Fund.

CHFT has been actively facilitating leadership development among youth in housing
co-ops. The CHFT Diversity Scholarship Program has highlighted the hard working,
creative and dedicated young adults who live in member co-ops. CHFT has awarded 97
scholarships totalling over $370,000.

Proposed time of the youth exchange

Toronto youth to Kenya - late June / early July 2009


Kenyan youth to Toronto - August 2009

The youth will be in the host country for nine days. The trip will last 2 weeks, including
travel.

Participation

The opportunity is open to youth between the ages of 18 and 23 living in CHFT member
co-ops. Two male and two female youth will form the Canadian team participating in the
exchange with Kenya. CHFT will be responsible for the final selection of participants.
Adult chaperones will accompany the youth. In addition, two candidates (1 male and 1
female) will be selected for the wait list.

Participants will have to have a passport and vaccinations may be required, so applicants
will need to allow time for this.

Selected youth on both sides of the exchange will work together with CHFT, NACHU
and Rooftops Canada to develop the content. Possible program areas include

• school visits for the Canadians in Kenya


• sharing experiences on housing, HIV/AIDS, education, training, working, civic
engagement, youth issues
• working on a small project in either Nairobi and/or Toronto
• some specific training such as leadership skills.

Rooftops Canada will be responsible for the airfare, boarding, lodging and transportation
of all participants including 4 youth and adult chaperones/mentors from each country.