April 3 Board Package #1

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.

Item 1.0

Approval of the agenda 1.1 Declaration of Conflicts of Interest

Expected outcome

Approx. time

Page

Decision

6:30 to 6:35

1

Decision

6:35 to 6:45

2

Kaitlyn Kochany, Chair

2.0

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

3.0

In Camera 3.1 Membership Reviews 3.2 Arrears Report

Decision

6:45 to 7:10

4.0

Business Arising 4.1 TBD 4.2 TBD

Decision

7:10 to 7:20

5.0

Special Consideration for Membership Renewal

Decision

7:20 to 7:40

6.0

Board Retreat Follow-up 6.1 Prioritizing and assigning tasks for summer 2009 6.2 Thank-you gift to Ferguson family

Discussion/ Decision

7:40 to 8:10

7.0

Division Reports 7.1 Annex 7.2 Lowther 7.3 North 7.4 South 7.5 Sussex

Info

8:10 to 8:25

Division Reps

8.0

Recess

9.0

Staff Reports 9.1 Renting to families in Sussex 9.2 TBD

8:25 to 8:40 Info/ Discussion/ Decision

8:40 to 9:10

Decision

9:10 to

Penny Bethke, General Manager

10.0 Budget Revisions

Information /Decision

9:25 9:25 to 9:43

12.0 Other Business

Information /Decision

9:43 to 9:47

13.0 In Camera

Information

9:47 to 10:07

Information /Discussion

10:07 to 10:27

11.0 Division Representative Reports

11.1 11.2 11.3 11.4 11.5 11.6 11.7

Communications + Education Co-op Life + Outreach Facilities Finance Membership Executive Strategic Planning

Respective Committee Liasons

13.1 Sussex Divison Update 14.0 Supercamera

14.1 Yearly Staff Evaluation 15.0 Adjournment Kaitlyn Kochany, Chair

Decision

10:28

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 Lindsay Denise Guillaume Barlet Kaitlyn Kochany Jarlene Nelson Daniel Craig Tom Fincher Jiayi Zhou

President, Member-at-Large Corporate Secretary, Member-at-Large Rep., North Division Chair, Rep., Annex Division Rep., Sussex Division Member-at-Large Treasurer, Rep., Lowther Division Member-at-Large

Staff: Penny Bethke Toby Bowers

General Manager Recording Secretary

Guests: Angela Hevey Patrick Jordan Jennifer D’Cruz

169 Lowther 169 Lowther 169 Lowther

Regrets:

Nell Chitty Stefan Kupych Tristan Laing

Rep., South Division Alumnus Director 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) • 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

CARRIES

Date Approved _______ Director _____________ Director _____________

Motion 2: (Ferguson/Nelson) • To approve the February 6th 2008 minutes as amended

CARRIES

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) • To approve the February 10th 2008 minutes as amended

CARRIES

Amendments: - To list Chitty as having sent regrets. 3.0

In Camera

Motion 4: (Nelson/Ferguson) • To begin an in camera session.

CARRIES

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) • BIRT that the recording secretary be invited to the retreat.

CARRIES

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 Coop 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) • To begin an In Camera session.

CARRIES

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 1

Public Website

2

Meeting with Adam Vaughan

Action by Emmett, Nell, Zavosh, Simon Emmett, Tom, Sophia, Tristan

Follow Up Items from Previous Meetings

Action by

1

Office makeover

Jarlene & Lindsay

2

Draft revisions to Fee and Fine Schedule

Lindsay

3

Communicate new sliding fee scale for noise offences to members once approved by the Board after reviewing fine schedule

Penny

4

Vice President role EC Structure & Workload

Valerie EC

5

Member Feedback form for completed maintenance projects

Penny & Bernadette

6

Green Initiatives

SPC

7

Alumni Outreach Plans

Kaitlyn

8

PayPal account set up

Tricia

9

Staff - Board fun time

Jarlene

10

Co-op Newsletter

Nell & Comm/Ed

11

Identify houses for summer partnerships Relocation incentive plan for members to facilitate summer partnerships with other orgs

12

Completed Items from Previous Meetings

Target Date

Done

Finished before end of fiscal year

Target Date

Done In Progress

April

In Progress

After Fine Policy and revised Fine and Fee schedule approval

Summer 2009

Ongoing

March March

What now?

1

Board Priorities

Strategic Plan

2

Draft Fine Policy

Committee Review

3

Recommendations on consistency in fining to be reviewed by Town Hall

Incorporate into Fining Policy

4

List of questions to be answered in making decisions on the Infill Project

5

Membership Review Script

6

Recommendations for Summer Occupancy

7

Board self-evaluation

8

By-law amendment for Deposit Refund expiry

9

U of T Group Constitution

Send info to SPC for their reference Include in Sept. Board packages Implementation for summer 2009 President to report summary results Approval at March GM Submit charter to University

Target Date Board Retreat Implementation by summer 2009 Approve in April

September 2009 Summer 2009 February 2009 March 2009

Done

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.

2.

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 _____

Room Allocations a) b) c)

Request for Room Allocation with Seniority Status after March 1st application deadline ____ Request for Room Allocation with Seniority Status with unpaid arrears after May 31 _____ 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: Committee Hours Completed to date: Co-op Fines (meetings missed, chores missed?): Account Status (arrears, chronic late payments, etc.?): Other Documentation provided by Member: Date of Approval by the Board:

09/01/03 None completed as of March 26th Occasionally fined for house chores 0.00 balance, member in good standing

REQUEST FOR SPECIAL CONSIDERATION MEMBER NAME: EMMETT FERGUSON HOUSE AND ROOM: 614/103 1.

2.

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 _____

Room Allocations a) b) c)

Request for Room Allocation with Seniority Status after March 1st application deadline ____ Request for Room Allocation with Seniority Status with unpaid arrears after May 31 _____ 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: Committee Hours Completed to date: Co-op Fines (meetings missed, chores missed?): Account Status (arrears, chronic late payments, etc.?): Other Documentation provided by Member: Date of Approval by the Board:

2007 Completed none In good standing n/a

Memo to: From: Re: Date:

Campus Co-op Board of Directors Penny Bethke

April 2009 Board Report 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 nonnegotiable 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 (Revised: March 17, 2009)

Budget 12-mths 08-09

Actual 6-mths Projected (May-Oct) 12-mths 08-09 08-09

Budget 12-mths 09-10

%

ROOM RENTAL REVENUE Co-op Revenues (Flat $50/member increase)

Co-op Double Room Revenues 505 Huron House Rental Vacancy Fees Discount for Term Payment Summer Residents Premium Summer Member Discounts Summer Relocation Discount Summer Concierge Discount NET ROOM RENTAL REVENUE

2,238,204 6,800 28,899 (150,000) (6,000) 0 0 0 0 2,117,903

781,283 2,238,204 2,441 4,500 13,200 26,400 (257,611) (293,161) (680) (1,500) 0 0 0 0 0 0 0 0 538,633 1,974,443

2,407,276 8% 4,800 -29% 28,899 0% (224,000) 49% (4,800) -20% 21,700 (30,000) (1,998) (2,400) 2,199,477 4%

INTERNAL REVENUE Key Revenue Fines - Central Fines - Division/House Membership Fees Cancellation Fees Late Fees on Rent TOTAL INTERNAL REVENUE

2,500 15,000 7,000 13,000 4,600 8,000 50,100

1,675 15,074 92 7,224 1,000 5,650 30,715

3,350 21,000 7,000 13,000 4,000 11,000 59,350

2,500 22,611 7,000 13,000 4,600 11,300 61,011

0% 51% 0% 0% 0% 41% 22%

EXTERNAL REVENUE Investment Income (GICs) DICA (interest on bank account) Coach House Rental Parking External Grants Miscellaneous Revenue TOTAL EXTERNAL REVENUE

2,750 500 7,350 18,500 1,500 0 30,600

4,555 114 8,820 8,049 0 4,693 26,230

7,000 200 14,700 16,000 0 4,693 42,593

4,750 500 0 18,500 1,500 0 25,250

73% 0% 0% 0% 0% -17%

2,198,603

595,579

2,076,386

2,285,738

4%

TOTAL REVENUE

DIRECT EXPENSES UTILITIES Hydro Water Bills Gas Bills Furnace Oil TOTAL UTILITIES EXPENSE

115,370 35,845 164,273 3,863 319,351

50,523 20,469 30,116 625 101,733

85,000 40,000 154,500 4,200 283,700

93,500 43,600 159,135 4,326 300,561

-19% 22% -3% 0% -6%

DIVISION EXPENSES House Furnishings Social Miscellaneous TOTAL DIVISION EXPENSES

15,113 2,281 4,804 22,198

1,847 58 0 1,905

10,000 2,000 2,000 14,000

15,113 2,281 4,804 22,198

0% 0% 0% 0%

MEAL PROVISIONS House Foods Dining Hall Food Banquets TOTAL MEAL PROVISIONS

79,842 113,326 3,183 196,351

6,853 33,795 20 40,669

79,842 113,326 3,183 196,351

65,179 126,843 3,374 195,396

-18% 12% 6%

WAGES & BENEFITS - KITCHEN TOTAL WAGES & BENEFITS

120,940

34,215

108,170

107,659

KITCHEN EXPENSES Kitchen Expenses Kitchen Furnishings TOTAL KITCHEN EXPENSES

2,060 2,925 4,985

1,333 676 2,009

2,000 2,000 4,000

DIVISION COMPENSATION Work Schedule Managers TOTAL DIVISION COMPENSATION

2,868 2,868

0 0

4,668 4,668

3,424 3,424

19%

TOTAL OVERHEAD EXPENSE

2,868

0

4,668

3,424

19%

10,550 412% 3,000 3% 13,550 172%

MAINTENANCE EXPENSES Allowances for Staff Cleaning & House Supplies Annual House Cleaning Appliance Repair Eavestroughs Repair Electric Energy Audits Fire Safety Flooring Furnace & A/C Repairs Garbage Landscaping Locks Small Tools & Equipment Maintenance Supplies Miscellaneous Paint Pest Control Plumbing Telephone Non-Coop Housing Expenses Vehicle Expenses Courses & Training Mat - Maint. Parking / Snow removal TOTAL MAINTENANCE EXPENSES

3,000 34,000 5,670 7,500 2,000 3,000 2,000 18,000 4,500 8,000 12,000 2,000 6,000 500 25,000 2,000 9,000 12,000 6,000 7,000 500 6,000 2,000 8,000 185,670

953 16,960 5,670 2,516 8,653 717 0 13,089 2,659 1,908 7,175 5,463 1,904 0 20,167 2,189 3,688 5,515 7,721 3,301 0 2,200 28 828 113,304

1,500 34,000 5,670 5,000 8,653 3,000 0 20,000 4,500 8,000 15,000 5,463 5,000 0 30,000 2,189 9,000 12,000 12,000 6,000 0 5,000 500 9,880 202,355

2,000 -33% 34,000 0% 0 ##### 7,500 0% 2,000 0% 3,000 0% 2,100 5% 18,000 0% 4,500 0% 8,000 0% 15,000 25% 2,000 0% 6,000 0% 500 0% 30,000 20% 2,000 0% 9,000 0% 12,000 0% 6,000 0% 6,000 -14% 500 0% 6,000 0% 2,000 0% 8,400 5% 186,500 0%

MAINT. WAGES & BENEFITS TOTAL MAINT WAGES & BENEFITS

329,888

194,938

276,998

232,868

-29%

PROPERTY TAXES Property Taxes TOTAL PROPERTY TAX

174,953 174,953

91,327 91,327

172,683 172,683

191,768 191,768

10%

35,373 35,373

17,433 17,433

35,107 35,107

38,240 38,240

8%

4,811 10,812 93,748 109,371

2,354 5,344 46,083 53,781

4,661 10,630 93,748 109,039

4,529 10,466 89,609 104,604

-6% -3% -4%

18,878

8,891

18,878

18,904

0%

RENT - U of T Rent - U of T TOTAL RENT MORTGAGE INTEREST Farr Fiduciary Interest Leila Femson Interest Alterna Consolidated Interest TOTAL MORTGAGE INTEREST INSURANCE Building & General Liability

Vehicle Insurance TOTAL INSURANCE

6,367 25,245

0 8,891

6,140 25,018

6,367 25,271

1,527,193

660,205

1,432,088

1,458,128

INDIRECT EXPENSES ADMINISTRATIVE EXPENSES Office Supplies Paper- photocopier & printers Photocopy & Shredder Service Charges Bank Overdraft Interest Small Furniture & Equipment Staff Holiday Dinner Staff travel - mileage, etc. Allow. for misc. staff exp. TOTAL ADMINISTRATIVE EXPENSE

7,000 700 5,000 14,000 2,000 300 750 600 600 30,950

3,057 249 1,464 2,618 549 150 0 11 0 8,098

7,000 700 3,200 0 0 100 735 400 100 12,235

7,000 700 3,168 14,000 2,000 300 910 600 500 29,178

0% 0% -37% 0% 0% 0% 21% 0% -17%

COLLECTIONS & EVICTIONS Bad Debts Equifax Legal - Collections & Evictions Misc. Eviction Expenses Non-coop Collect./Evictions TOTAL COLLECTIONS & EVICTIONS

25,000 514 5,000 500 0 31,014

526 21 3,000 0 0 3,547

25,000 100 8,000 100 0 33,200

25,000 200 8,000 500 0 33,700

0% -61% 60% 0% 0%

2,000 2,400 0 2,500 750 100 700 2,500 400 0 125 500 1,700 500 840 1,500 2,000 0 360

0 375 373 864 0 0 0 1,446 0 0 0 0 391 0 0 0 0 181 99

2,000 0 757 2,065 435 0 373 1,073 400 0 125 0 1,446 500 600 1,500 2,000 0 460

TOTAL DIRECT EXPENSES

COMMITTEE & BOARD EXPENSES Conflict Advisory - training Conflict Advisory - mediation General Meeting Expenses GM exp - pack. printing GM exp - misc. exp. CommEd Committee Orientation Exp. - May 2009 Orientation Exp. - Fall 2009 Orientation Exp. - Winter 2010 Social Committee Committee Materials & Supplies House Rep Training - May 2009 House Rep Training - Fall 2009 House Rep Training - Winter 2010 Town Hall dinners, snacks, etc. House Rep Recognition Special Committee Projects Board Expenses Board Dinners

0%

500 -75% 1,200 -50% 800 2,200 -12% 348 -54% 1,500 250 -64% 5,475 119% 250 -38% 1,875 125 0% 500 0% 1,200 -29% 500 0% 900 7% 1,200 -20% 2,000 0% 0 450 25%

Recording Secretary TOTAL COMMITT. & BOARD EXP.

1,056 19,931

687 4,416

1,776 15,510

1,800 23,073

70%

COMMUNICATIONS & MARKETING Advertising Computer Expenses Courier Donations Internet & Website Hosting (Bell) Postage Promotional Materials & Tools Telephone & Fax TOTAL COMMUNIC. & MKTG.

10,000 18,000 250 500 3,000 2,700 800 4,200 39,450

2,277 6,300 0 0 1,030 375 0 2,071 12,053

5,054 21,424 100 0 3,000 2,000 4,912 4,200 40,689

4,500 -55% 22,418 25% 250 0% 500 0% 3,000 0% 2,000 -26% 5,500 588% 4,600 10% 42,768

DEPRECIATION EXPENSES Building Depreciation Central Equip. & Furn. Dpn. Div. Equip. & Furniture Dpn. 505 Equip. & Furn. Dpn. Leasehold Depreciation Deferred Charges Depreciation Vehicle Depreciation Misc. Depreciation (maintenance tools) TOTAL DEPRECIATION EXPENSES

71,667 21,149 54,106 817 5,934 10,841 2,542 0 167,056

35,833 10,574 27,053 408 2,967 5,420 0 0 82,255

71,667 21,149 54,106 817 5,934 10,841 2,542 0 167,056

66,600 8,000 70,000 400 4,500 10,500 0 0 160,000

-7% -62% 29% -51% -24% -3%

ORGANIZATIONAL DUES CHFC, CHFT, OSCA, OACUHO TOTAL ORGANIZATIONAL DUES

11,000 11,000

5,500 5,500

8,549 8,549

8,730 8,730

-21%

PROFESSIONAL FEES Audit Fees Legal Fees Other Professional Fees TOTAL PROFESSIONAL FEES

12,900 8,500 1,000 22,400

9,975 6,030 777 16,782

13,926 18,930 14,427 47,283

14,500 12,000 800 27,300

12% 41% -20%

0%

TRAINING & EDUCATION Board Retreats Board courses and training Staff Retreat Staff courses & training materials Board Manual NASCO Institutes OSCA Conference TOTAL TRAINING & EDUCATION

1,500 1,800 1,000 2,800 600 4,000 4,500 16,200

58 94 152

1,500 1,100 0 1,000 150 0 4,050 7,800

1,500 1,800 1,000 3,500 480 4,000 5,550 17,830

WAGES & BENEFITS - ADMINISTRATION TOTAL ADMIN. WAGES & BENEFITS 370,084

167,278

334,472

379,813

2,000 2,000

1,164 1,164

2,000 2,000

2,000 2,000

710,085

301,245

668,794

724,393

2,237,278

961,450

2,100,908

2,146,431

General Reserve Contribution (4% of Expenses - less than by-law requirement) Contingency Reserve Contribution (1% of Expenses - by-law requirement)

81,324 21,464

MISCELLANEOUS Miscellaneous Expenses TOTAL MISCELLANEOUS TOTAL INDIRECT EXPENSES TOTAL EXPENSES

Total Expenses and Reserves Contributions

NET INCOME

2,249,220

($38,675)

($365,871) ($128,107)

$370

0% 0% 0% 25% -20% 0% 23%

0%

Meal Plan Revenue/Expenses Lowther Lowther Budget Proposal Division Decision 67 67 6% Increase over 2008/09 $ 109,066 $ 90,816

No. of rooms Meal plan revenues Food expenses: a/c 5301 - house foods a/c 5302 - dining hall food a/c 5350 - Banquets

Per month food cost per member

$ $ $ $

1.06 61,673 18,173 79,846

$ $ $ $

42,220 $ 19 per member per week 18,000 for 33 weeks 60,220 Funds available for food expenses out of meal plan reven

$

149

$

Fixed Kitchen Overhead $ (Wages & Maintenance) Estimated monthly meal plan $

29,220

$

29,220

$ $

1,376 90,816 6% 172 calculated with number of Division members minus 1 in Lowther Division (no meal plan revenue for WSM)

a/c 5715 - Work Schedule Mgrs. Total Food expenses:

$ $

Adjusted Meal Plan with WSM Cost

$

Note:

5450

Kitchen Expenses

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

203 1,628 109,066 24% 207

$

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 Monthly Food Costs:

North: South:

$112 $138

5 lunches & 5 dinners 5 lunches & 5 dinners plus house food

nue

Membership Coordinator Report APRIL 3

RD

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 Mar Apr 1

May 1

NOTES *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 146A

11 7

0 0

0 0

TBD 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

169L

15

0

303*

TBD

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

Both members specified move out dates obligated to provide rental payments until end of April. 303 resident moving out due to house conflict.

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 604S

10 11

0 0

0 0

TBD 301 Sus Trans $125 reduced rate + meal plan TBD

606S

10

0

0

TBD

95S

9

0

0

TBD

28SU 30SU

6 6

2 2

2 2

TBD U of T fire safety issues 3rd floor vacant 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

Total

291

8

9

3% vacancy for April is predicted with 2 rooms 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.

CCRI Solar Water Heater Project

1/3 Monday, March 9, 2009 Prepared by Yushuai Cai 416-836-4087 [email protected]

3. 4. 5.

If pass, the co-op standing council discuss and process the proposal. CCRI prepares the pilot project. 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 CCRI Solar Water Heater Project

2/3 Monday, March 9, 2009 Prepared by Yushuai Cai 416-836-4087 [email protected]

Cost Purchase price

Rebate & Subsidiary unit Rebate 1

Rebate & S Cost

1 Green Vission Prgm

5190 500 4690

Audit

300 Rebate 2

Gov sub

150

CCRI pays

150 4840 1000 5840

Installation Subtotal GST PST

0.05 0.08

292 467.2

Total

6599.2 Rebate 3

fed RST rebate 0.03

197.976

fed retrofit sub prv retrofit sub

500 500

6401.224 Rebate 4

Total rebate

1847.976

Final cost

5401.224

Payback Investment

1 house 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 (mthly) (yearly)

Payback Investment

per 1 house 1 6 332.9647 1997.788 1 2 3 4 3995.577 7991.153 11986.73 15982.31

Pay back year 1.36

15 house 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 (mthly) (yearly)

Payback Investment

per 15 houses 1 6 4994.471 29966.83 1 2 59933.65 119867.3

3 4 179801 239734.6

Pay back year 1.36

30 house 5401.224

budget factor month house 5020 Gas Bill 159489 0.7 12 30 310.1175 5022 Furnace Oil 3750 0.7 7.291667 8000 0.7 15.55556 6034 Furnace & A Subtotal 332.9647 Saving (mthly) (yearly)

CCRI Solar Water Heater Project

all 30 houses 1 6 9988.942 59933.65 1 2 3 4 119867.3 239734.6 359601.9 479469.2

Pay back year 1.36

3/3 Monday, March 9, 2009 Prepared by Yushuai Cai 416-836-4087 [email protected]

Comparative Information on some Residential Solar Hot Water Systems currently on offer in Ontario – 2008 System Type Manufactured in Freeze protection Installers

Features

Performance Price Components 2008 Bid Prices for installed systems in Community Solar Projects before tax and Gov’t incentives Nov/08 Prices for Kit systems purchased on Internet from Canadian vendors before taxes & shipping & without install costs or heat transfer fluid Company websites

Thermodynamics Flat Enerworks Flat Panel Gomon Group Apricus Evacuated Tube SunRain Integrated Panel Evacuated Tube Evacuated Tube Canada – NS Canada – Ont China China China 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 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 24 tube evacuated Chinese manufactured Chinese manufactured Combined solar energy Solar powered tubes with integrated evacuated 30 tube evacuated 30 tube pack unit with circulation pump, insulated storage tank, collectors, US controller, AC pump and collectors with Chinese patented solar boiler uses mains water or Canadian made heat manufactured Purist side mounted heat heat exchange unit with pressure for pump station, heat exchanger tanks, exchanager, requires controller, flexible, dissapater unit, scalable circulation, external additional solar storage Solarnetix Flo Con scalable, mature pipe run with heat tank, scalable Canadian controller unit, scalable Canadian made tape, not easily technology technology , requires scalable for larger hot additional solar storage water demand tank 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. 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 $5600 - $8500 $6000 - $8500 $6400 for glycol $7000 $3500 for 2 panel system for 2 panel system $6500 drainback

$4140 for 1 panel system $5124 for 2 panel system Plus $320 for solar storage tank

$4390 for 1 panel system $5850 for 2 panel system plus $320 solar storage tank

N/A

$4475 without piping

N/A

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 Flat Roof mount in Toronto (2007) – Goldwater Solar Services

Globe Solar Energy IP-195 Integrated Unit peak mounted as part of 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. NACHU has been working with youth on leadership development, enhancing employment opportunities through vocational skills and access to credit, HIV/AIDS and generally increasing youth participation within the co-operative movement.

Youth peer-educators from Marura Housing Society, in Kariobangi, Kenya welcome Rooftops Canada visitors. They work with other youth to mitigate the impact of HIV and AIDS.

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.