Ontario Association of Architects. Meeting #207 Open MINUTES November 3, 2011

Transcription

1 Ontario Association of Architects Meeting #207 Open MINUTES The two hundred and seventh meeting of the Council of the Ontario Association of Architects, held under the Architects Act, took place on Thursday at the OAA Headquarters, Toronto, Ontario. Present: Sheena Sharp President J. William Birdsell Senior Vice President and Treasurer Robert Abrahams Vice President Practice Pawel Fiett Vice President Communications Gerrie Doyle Immediate Past President Jerry Chlebowski James Farrow (part attendance) Brad Green Paul Hastings Evangelo Kalmantis Namita Kanishkan Lieutenant Governor in Council Appointee Susan Lewin Brian Luey Wayne Medford Lieutenant Governor in Council Appointee (part attendance) Elaine Mintz Lieutenant Governor in Council Appointee Andre Sherman (part attendance) Michael Visser Lieutenant Governor in Council Appointee (part attendance) Nedra Brown Registrar - incumbent Kristi Doyle Executive Director Hillel Roebuck Registrar Tina Carfa Executive Assistant, Executive Services Regrets: Jane Burgess Vice President Regulatory Activities Vladimir Popovic Vice President Strategic Guest: Brian Aitken OAA Practice Advisor (part attendance) The President called the meeting to order at 1:05 p.m. AGENDA APPROVAL The President reported that the following item would be added to the agenda: 5.2.a Change to Council Policy re. Executive Committee Honorariums (oral) 5.4.c Honours and Awards Task Group (oral) 6.1 City of Toronto Planning Department Roundtable (oral) 6.2 West Side Practitioners (oral) It was moved by Mintz and seconded by Hastings that the agenda be approved as amended. APPROVAL OF MINUTES Reference Material Reviewed: Draft minutes of the September 22, 2011 Open Council meeting.

2 Page 2 of 11 The draft minutes of the September 22, 2011 Open Council meeting were reviewed. A member of Council suggested that on page five, paragraph nine that the end of the sentence be completed with state of the profession in Canada. It was moved by Mintz and seconded by Lewin that the minutes of the September 22, 2011 Open Council meeting be approved as amended. BUSINESS ARISING FROM THE MINUTES There was no business arising from the minutes. ITEMS FOR REVIEW AND APPROVAL Reference Material Reviewed: Draft 2012 Budget. (APPENDIX A ) The Senior Vice President and Treasurer reported. It was moved by Birdsell and seconded by Fiett that the 2012 Budget be approved as circulated. - CARRIED Reference Material Reviewed: Memorandum from Senior Vice President and Treasurer, Bill Birdsell dated October 13, 2011 re. Audit Committee Recommendation for Re-appointment and attached supporting documentation. (APPENDIX B ) The Vice President Practice Reported. It was moved by Birdsell and seconded by Green that George Christoff be re-appointed to the Audit Committee for a one year term effective November 1, (2 abstention) Reference Material Reviewed: Memorandum from the Continuing Education Committee dated October 26, 2011 re. Report from the Continuing Education (ConEd) Committee and attached supporting documentation. (APPENDIX C ) The memorandum from the ConEd Committee was reviewed. K. Doyle noted that with the national harmonization of the ConEd Program, the concept of CORE and Self-Directed hours has been eliminated and replaced with structured and unstructured learning, for most of the jurisdictions in Canada. It was moved by G. Doyle and seconded by Kalmantis that Council approve the following changes to the Continuing Education Program: That the 2 year Continuing Education Cycle be conducted between July 1 of the first year and June 30 of the second year. Elimination of CORE and Self-Directed categories of learning and move to a unified system of a single requirement of 70 hours of learning as per the regulation. The proposed minimum requirement for structured learning as set out in the report to Council dated October 26, Surplus hours eligible to be carried over to the next Continuing Education Program Cycle be approved as proposed in the report to Council dated October 26, The proposed policy for proration of Continuing Education requirements for new members, reapplication, reinstated members, and members under suspension.

3 Page 3 of 11 (1 abstention) The President requested that agenda item 4.4 OAA Practice Consultation Service (PCS) Program be deferred to 3:00p.m Reference Material Reviewed: Memorandum from the Council Conference Committee dated October 25, 2011 re. Proposed Tour Roster for OAA Conference (APPENDIX D ) The Immediate Past President reported. It was moved by Mintz and seconded by Hastings that Council approve the 2012 OAA Conference Tour Roster as circulated. EXECUTIVE COMMITTEE REPORTS Reference Material Reviewed: Activities for the months of September-November. (APPENDIX E ) The President reported that the Society Tours for 2011 are almost complete with only the Hamilton and Burlington Society to be visited this month. It was noted by the President that meetings of the Strategic Opportunities Committee are ongoing adding that she has also been attending sub-committee meetings as well Reference Material Reviewed: Memorandum from President, Sheena Sharp dated October 24, 2011 re. Building Committee Update and attached background information. (APPENDIX F ) The President reported that the consulting architect has requested some direction from Council with respect to the 2030 roadmap. It was noted by the President that the cost of the boilers has been quoted at $80,000 as opposed to the original budgeted amount of $30,000 which had been drawn from the Genivar report. An air tightness test has been requested as part of the 2030 Challenge at a cost of $6000 for the initial benchmark test with another test to be conducted at a later date once other measures to achieve the 2030 targets are implemented. It was noted by K. Doyle as well that under item five of the Architects Report, information related to additional work that is needed on the Terrace Roof to rectify some leaking and in addition, planters have been recommended to improve the aesthetics of the space. The additional cost of the work is approximately $52,000. The President reported that the air tightness testing would allow for calibration of the energy model. Smoke guns and thermal imagery would identify areas where there are air leaks. It was noted by a member of Council that Ontario Hydro is revisiting their solar panel program. The President noted that the consultant recommends hiring a consultant at a cost of $1,500 to determine the feasibility of renting as opposed to owning solar panels. Practice Advisor and Project Manager for the building renovations, Brian Aitken joined the meeting at 1:25p.m.

4 Page 4 of 11 A member of Council enquired about the breakdown on the proposed cost of the terrace roof renovation, suggesting that the costs appeared to be exorbitant. The President read aloud information from the Architect regarding the work to be done on the terrace which was more than simply waterproofing which provided Council with a better explanation as to why the cost was more that would have been expected. It was suggested by a Council member that the planters be removed from the quote since they can create leaking and that benches may be an alternative to the planters. A Council member suggested that a decision on the incorporation of planters on the terrace roof be tabled until after the renovation on the roof has been completed. It was suggested by a Council member that the Building Committee be directed to revisit the issue and alternatives with respect to embellishment of the space. Aitken left the meeting at 1:40p.m. It was moved by Birdsell and seconded by Green that Council approve the changes in the scope of the current construction budget, to remove the proposed boiler replacement and add the air infiltration and thermal imaging test to the scope at an approximate cost of $6,000 per test. (1 abstention) It was moved by Birdsell and seconded by Lewin that Council approve the additional repairs to the terrace roofing including the additional insulation subject to reasonable breakdown of the total cost and final approval by the Project Manager. It was moved by Birdsell and seconded by G. Doyle that Council approve the inclusion of planters on the terrace roof. -- DEFEATED (3 in favour, 11 opposed) It was moved by Mintz and seconded by Birdsell that Council refer any future improvements of the Terrace to the Building Committee for recommendation back to Council. (2 abstentions) Change to Council Policy re. Honorariums (oral) The Immediate Past President declared a conflict of interest and left the room. The Senior Vice President and Treasurer reported that it has been suggested that there be a review of the issue of honorariums for the Immediate Past President as well as other members of the Executive Committee.. It was suggested by the President that the issue be referred to the Human Resources Committee for consideration and recommendations. It was noted by the President that this year s Immediate Past President has been involved in a considerable number of files and in particular, serving as Chair of the International Relations Committee. This amount of work was seen to be equal to that which a Vice President with a stated portfolio would undertake during the year. It was clarified for Council that there is a Council policy which states that the Immediate Past President does not receive an honorarium. A Council member suggested that the issue should be assessed and reviewed before making a decision.

5 Page 5 of 11 A member of Council enquired as to what principles determine which responsibilities were volunteer and which were staff in terms of the Committee work and portfolios of Executive Committee members. K. Doyle responded that the By-law outlines what the responsibilities are in general, adding that Council may set remuneration as set by the By-laws. It was suggested by a member of Council that if there is to be a revision to the structure of honorariums that it be presented to the membership at the AGM to allow for the members to be involved and understand the amount of involvement on the part of the Executive Committee. A member of Council enquired as to whether this would involve a change in the By-law. K. Doyle responded that there would be the addition of the Immediate Past President under the section that states who Council may set remuneration for. A member of Council suggested that Council also may want to consider whether the existing honorarium is appropriate. A balance needs to be found to create a positive motive for members at large to run for Council as well as to join the Executive Committee. It was noted by a Council member that the amounts were reasonable, adding that the Senior Vice President and Treasurer should be revisited and the honorarium increased for that particular position. Roebuck reported that the term honorarium would be in conflict with the By-law as the word used is remuneration. It was suggested by a member of Council that the honorarium alternatively may be presented to the Immediate Past President in the form of an award. It was noted by K. Doyle that there are two issues to be considered; remuneration for the Immediate Past President for this year and the Immediate Past President going forward. Some concern was expressed by a Council member with the idea of randomly awarding based on performance. There should be a structured review of compensation. It was suggested by a member of Council that the optics of the proposal are negative and that Council should take the opportunity to review the issue going forward. It was moved by Luey and seconded by Fiett that Council direct the Human Resources Committee to review the issue of honorariums for members of Council with the intent of bringing forward a recommendation to the next Annual General Meeting for a vote of the membership. It was moved by Birdsell and seconded by Green that in recognition of her exceptional contribution to Executive Committee in 2011, that Council approve an award for Immediate Past President Gerrie Doyle equivalent to the existing remuneration for Vice Presidents. (9 in favour, 3 opposed (Abrahams, Visser), 2 abstentions (Luey, Hastings)) The Senior Vice President and Treasurer reminded Council members to submit their expenses as soon as possible to allow for the books to be finalized for the 2011 fiscal year. G. Doyle returned to the meeting Reference Material Reviewed: Memorandum from Vice President Strategic, Vladimir Popovic dated October 25, 2011 re. Update of Forum s activities and attached background information. (APPENDIX G )

6 Page 6 of Reference Material Reviewed: Memorandum from Vice President Strategic, Vladimir Popovic dated September 14, 2011 re. Strategic Opportunities Committee (SOC)/Infrastructure Ontario (IO) and attached background information. (APPENDIX H ) Reference Material Reviewed: Memorandum from Vice President Strategic, Vladimir Popovic dated October 26, 2011 re. Construction and Design Alliance Ontario. (APPENDIX I ) Reference Material Reviewed: Memorandum from Vice President Strategic, Vladimir Popovic dated October 26, 2011 re. Construction Research Initiatives Council and attached background information. (APPENDIX J ) The President reported that there is a request for Council to ratify the decision to sign the Memorandum of Understanding with the Construction Research Initiatives Council (CRIC). It was moved by Lewin and seconded by Luey that Council ratify the signing of the Memorandum of Understanding with the Construction Research Initiatives Council (CRIC). (1 abstention) Reference Material Reviewed: Memorandum from Vice President Communications, Pawel Fiett dated October 24, 2011 re. Communications Committee Update and attached background information. (APPENDIX K ) The Vice President Communications reported. It was suggested by a member of Council that some consideration be made in future to add webinar capability to the Website. A Council member suggested that the Committee consider the broadcast of open meetings of Council on the Website in future. K. Doyle noted that the OAA s AGM will be videotaped and posted to the Website after the Conference in The Vice President Communications noted that member Carl Knipfel would be stepping down as Chair of the Honours and Awards Task Group and that member Liza Medek has offered to take on the position of Chair. It was moved by G. Doyle and seconded by Birdsell that the meeting move to in camera at 2:40pm. The meeting returned to open at 3:00 p.m Public Awareness Task Group Update (oral) The Chair of the Task Group and reported that the Task Group met yesterday. The Task Group will be re-interviewing the consultant candidates using the Quality Based Selection (QBS) process and report to Council in December with its recommendation.

7 Page 7 of 11 It was suggested by the that funding for the Public Awareness Task Group s may need to be allocated from the 2012 Budget under Council s priority items Honours and Awards Task Group Update (oral) It was noted that the issue was dealt with under minute number Reference Material Reviewed: Memorandum from Vice President Regulatory Activities, Jane Burgess dated October 21, 2011 re. Update of Activities in the Office of the Registrar. (APPENDIX L ) Sherman joined the meeting at 3:15p.m. It was suggested by a member of Council that there be a motion to officially appoint Nedra Brown as OAA Registrar. It was moved by Mintz and seconded by Kalmantis that Council approve the appointment of Nedra Brown to the position of Registrar of the Ontario Association of Architects effective November 7, (2 abstentions) It was moved by Mintz and seconded by Hastings that Council thank Hillel Roebuck for his years of service as Registrar at the Ontario Association of Architects. It was moved by Mintz and seconded by Kalmantis that Council accept the resignation of Hillel Roebuck and that he be released from his position as Registrar of the OAA effective November 7, 2011 and bestowed the title of Registrar Emeritus of the OAA effective November 7, 2011 through to December 31, 2011 inclusive Reference Material Reviewed: Memorandum from Vice President Practice, Robert Abrahams dated October 18, 2011 re. Practice Committee Update. (APPENDIX M ) The Vice President Practice reported on a meeting of Engineers, Architects and Building Officials (EABO) on the coordination of professionals on jobs, noting that some non-professionals have been retained as coordinators. It was noted by the Vice President Practice that the Building Advisory Council (BAC) is recommending the use of registered code agencies. Others suggested that this was not new and was always contemplated under Bill Reference Material Reviewed: Memorandum from Vice President Practice, Robert Abrahams dated October 18, 2011 re. Construction Contract Administration Committee Update. (APPENDIX N ) Reference Material Reviewed: Memorandum from Chair of Sustainable Built Environment Committee (SBEC), Susan Lewin dated October 25, 2011 re. Update of Committee Activities and attached background information. (APPENDIX O ) The suggested that SBEC has $8,800 budgeted for 2012 which could be used toward retaining Derek Chaves for work on the SBEC pages of the OAA Website. It was noted by the that the Committee is looking into sustainability outreach programs. In the area of Honours and Awards, there has been some discussion with respect to adding requirements for

8 Page 8 of 11 sustainability in the program. Members of the Committee are additionally investigating a variety of energy modeling programs. Farrow and Medford left the meeting at 3:30p.m. K. Doyle noted that she would be meeting with Chaves next week and suggested that the Committee provide an outline of its requirements for the Website in order to determine if Chaves is required or whether the work may be completed in house. The President suggested that agenda item 4.4 OAA Practice Consultation Service (PCS) Program be the next item for discussion Reference Material Reviewed: Memorandum from Executive Director, Kristi Doyle dated October 26, 2011 re. Re-launch of OAA Practice Consultation Service and attached background information. (APPENDIX P ) A member of Council expressed some concern with the proposed re-launch of the program. The President enquired as to whether the concern was with respect to content or with respect to the program in principle. The Council member responded that s/he was not in agreement with the discipline aspect if a recommendation of the Practice Consultant is not followed. It was suggested by a member of Council that the re-launched Program is less acceptable than the previous one. As professionals it is unnecessary for the OAA to instruct the practices on how to run their businesses but should be restricted to regulatory issues. A Council member indicated that the questionnaire was invasive and inappropriate questions are put forth to the respondent. A member of Council noted the previous Program was deemed invasive by members of the Association. The currently proposed version of the Program is inexpensive and agrees with it if it meets the minimum requirements of the Regulation. Roebuck suggested that there is an option to review the Regulation to determine where changes need to take place. K. Doyle recalled that Council discussed whether to continue the Program at its June meeting where it was agreed that there would be a re-launch based on the PCS as revised by Council in 2006 and presented once again to Council at that June meeting. It was suggested by a member of Council that the Program include three random inspections each year of practices. A Council member indicated that s/he would support the Program if the scope were extremely limited and the practitioner was notified in advance and that the inspection was only associated with compliance with the Regulation. It was noted by a member of Council that a Program needs to be in place but there is a need to revise the survey. The Program should serve as a mechanism to identifying concerns and issues.

9 Page 9 of 11 Roebuck noted that other professions have a similar program. Chartered accountants as an example are on a five year cycle and the practices are required to pay for the inspection which are on highly regulated forms that require several days to complete depending on the number of principals and the size of the practice. A Council member suggested that the Program helps to identify issues before they become serious practice problems and is proactive. It was noted by K. Doyle that the program does not call for immediate disciplinary measures if a practice Is not meeting one of the requirements. It is meant to be assistive in rectifying issues. A member of Council suggested that the Program is a helpful tool for the practices. K. Doyle clarified that the survey is the mandatory component for the Program onsite visits are not mandated for every practice. If a serious regulatory infraction is discovered then at that point there may be an onsite visit. New practices in the Program would be required to complete a mandatory ConEd session within a 12 month period. K. Doyle enquired as to what the anticipated timeline would be to revisit the program should Council decide to do so. It was suggested by the President that a set of guidelines be in place for the January Council meeting. It was moved by Sherman and seconded by G. Doyle that the decision to relaunch the Practice Consultation Service be reopened. It was moved by G. Doyle and seconded by Sherman that Council remove the requirement for a practice review program from the Regulation. -- DEFEATED It was moved by Fiett and seconded by Birdsell that a task group be created to revisit the Practice Consultation Service including format, guidelines, policies and procedures which will include Senior Vice President and Treasurer Birdsell, Immediate Past President G. Doyle, and Vice President Practice Abrahams and that the Task Group be directed to report back to Council at the January meeting. ITEMS FOR DISCUSSION City of Toronto Planning Roundtable (oral) The Vice President Practice reported that there is a roundtable meeting scheduled for tomorrow with City of Toronto staff to discuss the rewriting of the zoning by-law for the City. The Vice President Practice noted that he would be attending along with Policy/Practice Specialist, Gary Pask, and practitioners at large. There will be discussions around conflicts between zoning and the official plan West Side Practitioners (oral)

10 Page 10 of 11 Hastings report that the Hamilton and Burlington Society of Architects members had expressed some concern with respect to the Province s plans of bundling and that there will be several meetings held locally on on the issue. ITEMS FOR INFORMATION Reference Material Reviewed: Memorandum from President, Sheena Sharp dated October 24, 2011 re. Report on meeting of the Canadian Architectural Licensing Authorities and attached background information. (APPENDIX Q ) Reference Material Reviewed: Memorandum from President, Sheena Sharp re. RAIC/Architecture Canada Roundtable Session October 21, Calgary and attached background information. (APPENDIX R ) Reference Material Reviewed: Memorandum from President, Sheena Sharp re. Canadian Public Procurement Council (CPPC) Update National Conference November 6-9, 2011 Quebec City and attached background information. (APPENDIX S ) Reference Material Reviewed: Communication Bulletin #6 from the Committee for the Examination for Architects with Canada (CExAC). (APPENDIX T ) Reference Material Reviewed: Report from The Grand Valley Society of Architects (GVSA) re. Oral History Project Report. (APPENDIX U ) The Senior Vice President and Treasurer reported that at the May Council meeting the request for special project funding for GVSA was voted down due to the nature of the project. The SVP noted that the GVSA has revisted the issue with respect to the promotion of public awareness. There was a request for an update to be included on funding received from Council for Society funding last year. The Senior Vice President and Treasurer suggested that the funding now be released to GVSA as the report has now been provided. Action: The Senior Vice President and Treasurer was directed by Council to release the Society Special Project Funding to GVSA in the amount of $5,000 which has been previously approved subject to identification of an alternate project. OTHER BUSINESS There was no other business. DATE OF NEXT MEETING The next regular meeting of Council is Friday December 9, 2011 at 9:30 a.m. at the OAA Headquarters, Toronto, Ontario. ADJOURNMENT

11 Page 11 of It was moved by Mintz and seconded by Luey that the meeting be adjourned at 4:35 p.m. UANIMOUSLY President Date