Ontario Association of Architects. Meeting #210 Open MINUTES March 8, 2012

Transcription

1 Ontario Association of Architects Meeting #210 Open MINUTES The two hundred and tenth 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 Jerry Chlebowski Vice President Practice Paul Hastings Vice President Statutory Activities Susan Lewin Vice President Regulatory Activities Vladimir Popovic Vice President Strategic Gerrie Doyle Toon Dreessen Brad Green Evangelo Kalmantis Namita Kanishkan Lieutenant Governor in Council Appointee Brian Luey Wayne Medford Lieutenant Governor in Council Appointee Elaine Mintz Lieutenant Governor in Council Appointee (part attendance) David C. Rich Andre Sherman Nedra Brown Marcia Cooper Kristi Doyle Tina Carfa Tamara King Registrar Communications Specialist Executive Director Executive Assistant, Executive Services Administrator, Website & Communications (part attendance) Regrets: Robert Abrahams James Farrow Michael Visser Lieutenant Governor in Council Appointee Guest: Kim Graham, Principal Kim Graham & Associates (part attendance) Edyta McKay Alison Lawee The President called the meeting to order at 11:00 a.m. AGENDA APPROVAL The President reported that the following item would be added to the agenda: 8.1 Concern re. process for Site Plan Approval 8.2 New OAA Committee re. Practice Advocacy Coordination Team It was moved by G. Doyle and seconded by Birdsell that the agenda be approved as amended. APPROVAL OF MINUTES

2 Page 2 of Reference Material Reviewed: Draft minutes of the January 19, 2012 Open Council meeting. The draft minutes of the January 19, 2012 Open Council meeting were reviewed. It was moved by Mintz and seconded by Chlebowski that the minutes of the January 19, 2012 Open Council meeting be approved as circulated. BUSINESS ARISING FROM THE MINUTES There was no business arising from the minutes. ITEMS FOR REVIEW AND APPROVAL Reference Material Reviewed: Memorandum from Vice President Communications and Chair, Public Awareness Task Group, Susan Lewin dated re. Public Awareness Task Group Public Awareness Plan (Media and Social Media) and supporting background information. (APPENDIX A ) The Council meeting went from in camera to open at 10:50a.m. to allow for a presentation from Kim Graham and Associates regarding the Public Awareness Plan for the OAA. Attending from the firm were Kim Graham, Edyta McKay, and Alison Lawee. Graham presented to Council the proposal for the Public Awareness Plan. The main purpose of the plan is to provide options to enhance the OAA s current communication tools and recommend new ones. It was noted by Graham that the firm would be connecting with events and discussions to build a positive profile with the members and would determine ways to position architects as flexible leaders. Graham indicated that her firm would work towards heightening the awareness of the value of architecture and services and their impact province wide. The objectives as noted by Graham are to raise public opinion and cultivate member trust. A variety of potential media and social media tools were presented to Council for consideration such as Facebook, Tumbler, RSS Feed, and architectural apps. The firm would insert the OAA into a variety of speaking engagements as well as creating media story angles based on diversity of architectural services. It was noted by Graham that the firm would work with the OAA to develop materials based on a variety of venues and help to facilitate provincial competitions. A member of Council suggested that there is too much white noise in social media for a message to be effective. A retrospective on awards as a lead up to the actual ceremony could be effective. The media campaign needs prioritizing in terms of effectiveness and funding prior to a decision being made. It was suggested by a member of Council that the opportunity to speak with architects from a professional perspective through a public forum is effective although liability issues may be of concern. Exposure may benefit in the form of placing award winning buildings and buildings of interest with information on maps. The Vice President Communications indicated that the tactics presented are fodder for public relations and currently a decision has not been made with respect to what will work best. There are some new events and a budget needs to be associated with each to determine which to employ, adding that current events can be honed as well.

3 Page 3 of 10 A Council member suggested that the metrics, that is, the measurement of the effectiveness of these events needs to be presented. The President indicated that the presentation appeared to focus on design as a luxury item. The message that needs to get out is for the public to see architects managing a large amount of construction in Ontario. Architects need to be seen a trusted advisors for the citizens of Ontario and the breadth of their skills and knowledge needs to be expressed. Vice President Lewin suggested that the main message is that the OAA wants to reach a broad audience. It was suggested that the tactics presented failed to focus on what needs to be conveyed. A Council member suggested that the goal of the program is to have the public want to seek out architects when planning a project. Graham noted that the message to send out is to emphasize the diversity of what architects are capable of offering. It was suggested by member of Council that in the long term, the engagement of social media is important. A Council member indicated that there is general consensus that architects feel they are not being treated seriously as a profession in its offering of services, adding that there is a lack of understanding. A member of Council suggested that for the profile to be raised generically there is a need to separate the campaign from the tactics. The primary focus should be the increase in public perception and then shape the message as to how to best serve the community. A Council member noted that the campaign proposed is so broad that it will gain attention in a variety of sectors. A message should be conveyed that the building is the culmination of a multitude of steps. It was suggested by a member of Council that there are two aspects to consider in the media campaign: take on a top down political approach in order to change the procurement process and; change the perception that architects are considered optional in the projects being built. The President thanked Kim Graham and Associates for their presentation. The staff from Kim Graham and Associates and King left the meeting at 12:30p.m. Council broke for lunch from 12:30p.m. to 1:10p.m. It was suggested by the Vice President Communications that Council may wish to engage the services of Kim Graham and Associates for one year at a cost of $94,000. Costs beyond the retainer would include costs associated with individual events. A Council member enquired as to whether the OAA would have the manpower to take over the initiatives after the one year period. The Vice President Communications responded that staff would be able to continue on the path after the consultant s term has ended. Staff clarified however that this was only a small portion of what the consultant would be doing however, since the media relations strategy was a long term effort.

4 Page 4 of 10 A member of Council expressed some concern with respect to whether it is likely that time spent by the consultant could be exceeded and at what cost, adding that some clarification with respect to measuring the success of the campaign would be of benefit as well as what that mechanism would be. A member of Council responded that the consultant has ways to measure most events although not all. The Vice President Communications noted that there will be regular reporting by the consultant back to Council on a quarterly basis. A member of Council expressed concern that there does not appear to be enough detail from the consultant in terms of time and what they have to offer. It was suggested by a member of Council that the OAA would likely be able to hire a media savvy employee to provide a similar service on a full time basis. The Vice President Communications suggested that a termination clause be incorporated into the contract should Council feel that the consultant has not performed as expected. It was moved by Lewin and seconded by Medford that Council approve the media relations program as proposed by Kim Graham & Associates in the amount of $194,000 annually, which includes professional fees however specific tactics to be determined. The Council provisionally approves this amount subject to receipt of a detailed budget within the next week, outlining the deliverables. (3 opposed (Birdsell), 2 abstentions (Green, Mintz)) Council moved to in camera at 1:30p.m. and returned to the open meeting at 2:20 p.m. to consider issues specific to the Vice President Communications Reference Material Reviewed: Memorandum from Vice President Communications, Susan Lewin dated March 1, 2012 re. Communications Committee Update. (APPENDIX B ) The Vice President Communications reported that the Committee has worked with staff on the development of an RFP for a Website developer. That RFP has been issued. It was noted by the Vice President Communications that the Public Awareness Task Group will now be amalgamated with the Communications Committee since both are dealing with a similar mandate Reference Material Reviewed: Memorandum from Vice President Communications, Susan Lewin, dated February 24, 2012 re. Update of Committee Activities. (APPENDIX C ) The Vice President Communications reported the current focus of the Sustainable Built Environment Committee (SBEC) is on the American Institute of Architects (AIA) 2030 Challenge courses. It was noted by the Vice President Communications that a letter to the Minister of Municipal Affairs and Housing (MMAH) has been circulated for Council s consideration which provides feedback from the OAA and SBEC on energy targets and compliance requirements for new construction in the Ontario Building Code. It was moved by Popovic and seconded by G. Doyle that the letter to the Minister of Municipal Affairs and Housing (MMAH) re. recent updates to the Ontario Building Code concerning energy targets and compliance for new construction be approved as circulated.

5 Page 5 of 10 The Vice President Communications indicated that four of the 14 architectural societies have submitted their annual report to Council. Action: Council Society Liaisons were directed to follow up with their respective societies on the submission of their annual report to Council. Lewin left the meeting at 2:30 p.m. The meeting moved to in camera at 2:30 p.m. and returned to open at 3:10 p.m Reference Material Reviewed: Memorandum from Senior Vice President and Treasurer, Bill Birdsell, dated February 24, 2012 re. Audited 2011 OAA Financial Statements and attached supporting documentation. (APPENDIX D ) The Senior Vice President and Treasurer reported that the Audit had gone well and that the OAA had received a clean audit. The Treasurer reviewed the individuals items highlighted in his cover memo to Council. A member of Council requested some clarification with respect the statements showing a loss of $369,716 (loss from investment in ProDem). The Senior Vice President and Treasurer responded that the number has no impact on the year s actual OAA operating surplus (revenue over expenses) of $811,742. The OAA and ProDem are separate operating entities so while their loss affects the value of member equity. It does not affect the OAA s cash position. The ProDem loss is as a result of pay outs relating to the Plan Credit. A Council member enquired on the amount that ProDem has been required to pay out in The Senior Vice President and Treasurer responded that a payout amount of just over $ 8 million has been recorded. It was noted by the Senior Vice President and Treasurer that ProDem has a liability investment fund of over $ 60 million as well as there are risk re-insurers and there are other investments (listed as Shareholder equity) set up. The current financial position of the company is $ 86.5 million (total assets) at the end of 2011, down from $ 88 million in 2010 so that they have the capability to pay out every claim. It was moved by Birdsell and seconded by Mintz that Council approve the 2011 OAA audited financial statements as circulated Reference Material Reviewed: Memorandum from President, Sheena Sharp dated February 27, 2012 re. Report to Membership re Council Planning and Priority Setting Session and attached background information.(appendix E ) The President reported that an announcement will be circulated to the members which will outline a summary of Council s meeting and its priorities going forward in The final content of the report had been approved earlier in the day Reference Material Reviewed: Memorandum from Vice President Communications and Chair of the Sustainable Built Environment Committee (SBEC), Susan Lewin, dated February 29, 2012 re. Re- Appointment of OAA Representative to the Building Code Conservation Advisory Council (BCCAC) and attached supporting documentation. (APPENDIX F )

6 Page 6 of 10 The President reported. It was moved by Birdsell and seconded by Popovic that Richard Williams, current OAA Representative to the Building Code Conservation Advisory Council (BCCAC) be reappointed for an additional term. (1 abstention) Reference Material Reviewed: Memorandum from Executive Director, Kristi Doyle, dated February 29, 2012 re. Proposed Amendment to OAA Leave Policy and attached supporting documentation. (APPENDIX G ) K. Doyle reported that there are two proposed amendments to the current Leave of Absence policy. One includes transferring the authority to make a decision on all requests from Executive Committee to the Executive Director. Historically the Executive Director would consider only maternity leaves. K.Doyle stressed that this changed was requested at the direction of Executive Committee of Council. It was noted by K. Doyle that the second amendment involves a change to the number of times an individual can make an application for leave in a period of time. This would be changed to three times in a ten year period which is consistent with the parameters around the Financial Hardship Policy. Discretion could be used however where there are extenuating circumstances such as a pro-longed illness. It was moved by Birdsell and seconded by Dreessen that Council approve the amendments to the OAA Leave Policy to include responsibility for consideration of all leave applications to rest with the Executive Director and that the number of leaves permitted be a total of 3 applications within a 10 year period Reference Material Reviewed: Memorandum from Registrar, Nedra Brown, dated February 29, 2012 re. Permission to use the word Architect Architects Without Borders Request to Council and attached supporting documentation. (APPENDIX H ) The President reported that an organization is requesting the use of the word Architect within its name. A member of Council suggested that there be a registered architect on the board at all times. It was noted that in the additional information provided by the organization that they had been clear that they would not be practicing architecture or soliciting work. They would be consulting with others on projects to assist in disaster situations. It has also been confirmed that an architect would always be involved in any project they were consulting on. It was moved by Birdsell and seconded by Hastings that Council not object to the use of the word Architect in the organization title Architects Without Borders however require that there be a minimum of one architect on its Board of Directors. Action: Staff was directed to obtain a copy of the organization s by-laws for reference Reference Material Reviewed: Memorandum from President, Sheena Sharp, dated February 29, 2012 re. Proposal re. additional staff position at the OAA and attached supporting documentation. (APPENDIX I ) The President reported that the assistance of temporary employee, Derek Chaves was of great benefit last year in the overall development of the Website as well as his work on SBEC and the Construction Contract Administration Committee (CCAC).

7 Page 7 of 10 A member of Council enquired as to whether the scanning of files in the office of the Registrar by the temporary employee are now complete. K. Doyle responded that work is close to completion, adding that the new employee would not be performing this task. A Council member enquired as to how successful was the use of the previous employee to the OAA. K. Doyle responded that the work carried out went well, adding that it is a good idea that the proposed position will be reviewed on an annual basis and that this may also allow for assessment of where the greatest staff resources are needed given that additional projects are being contemplated by Council It was noted by a member of Council that there is a possibility to be eligible for funding if the employee is a graduate. It was moved by Birdsell and seconded by Mintz that Council approve the creation of a new staff position to assist with various projects on a full time basis to be filled annually by a recent graduate from an accredited school of architecture. EXECUTIVE COMMITTEE REPORTS Reference Material Reviewed: Activities for the months of January-March. (APPENDIX J ) Reference Material Reviewed: Memorandum from President, Sheena Sharp dated February 22, 2012 re. Building Committee Update. (APPENDIX K ) Reference Material Reviewed: Memorandum from Executive Director, Kristi Doyle dated February 29, 2012 re. Report from Executive Director. (APPENDIX L ) Reference Material Reviewed: Memorandum from President, Sheena Sharp dated February 29, 2012 re. Advocacy Work with RAIC/Architecture Canada and supporting background information. (APPENDIX M ) The President reported. It was moved by Dreessen and seconded by Hastings that Council approve the letter to the Royal Architectural Institute of Canada (RAIC) President, David Craddock dated March 9, (1 opposed) Reference Material Reviewed: Memorandum from the Vice President Strategic, Vladimir Popovic dated February 24, 2012 re. Report from Vice President Strategic on activities under Portfolio and supporting background information. (APPENDIX N )

8 Page 8 of Reference Material Reviewed: Memorandum from the Vice President Strategic, Vladimir Popovic dated February 24, 2012 re. Young Architects and Interns Forum (YAIF) and supporting background information. (APPENDIX O ) The President reported that the budget prepared and presented to Council in January is being put forth for Council s consideration following discussion at the Council retreat. It was moved by Birdsell and seconded by Hastings that Council approve an increase in Young Architects and Interns Forum s (YAIF s) annual budget to an amount of $45,000 to fund the proposed ExAC Study Groups, and proposed special events as outlined in the budget. (1 opposed, 1 abstention) Item 5.4.a. Report from the Communications Committee was reported under minute number Item 5.4.b. Report from the Sustainable Built Environment Committee was reported under minute number Reference Material Reviewed: Memorandum from the Registrar, Nedra Brown dated February 23, 2012 re. Update of Activities in the Office of the Registrar. (APPENDIX P ) Report from Vice President Practice (oral) The Vice President Practice reported that further to the February 29th Practice Committee meeting, Committee members deemed that there was a need for further review of Document 600 by legal counsel. K. Doyle noted that there were two client groups that were considering using Document 600 but came back to the OAA with multiple revisions and as a result the Committee is seeking an impartial review. It was moved by Chlebowski and seconded by Kalmantis that legal counsel be retained to review Document 600 in an amount up to $5,000. (1 abstention) The Vice President Practice noted that there had been a suggestion that the current CCAC be renamed as a sub-committee of the Practice Committee to create a continuous link and that a member of CCAC would sit on the Practice Committee. It was noted by a member of Council that CCAC currently runs as a parallel committee to Practice Committee under the portfolio of the Vice President Practice. It was suggested by the President that both committees work together to reach a consensus of where the distinction and roles are separated between the two as opposed to adopting the sub-committee approach. In the meantime the issue may be tabled to the May meeting of Council and some discussion may be held with the CCAC Chair. It was moved by Chlebowski and seconded by Birdsell that a permanent position be established on Practice Committee that would be filled by the Chair of Construction Contracts Administration Committee (CCAC) Reference Material Reviewed: Memorandum from the Vice President Practice, Jerry Chlebowski dated February 21, 2012 re. Construction Contract Administration Committee (CCAC) Update. (APPENDIX Q )

9 Page 9 of 10 ITEMS FOR DISCUSSION Practice Consultation Service (PCS) Program Review Task Group Update (oral) The President noted that the report has been deferred to the next meeting of Council when further information may be provided. ITEMS FOR INFORMATION Reference Material Reviewed: Memorandum from Executive Director, Kristi Doyle dated March 5, 2012 re. Broadly Experienced Foreign Architect (BEFA) Task Group and RAIC Roundtable Session, Winnipeg February 25, 2012 and attached background information. (APPENDIX R ) Reference Material Reviewed: Memorandum from Continuing Education Committee dated February 28, 2012 re. Continuing Education Program Update re. Cycle Compliance and attached supporting documentation. (APPENDIX S ) Reference Material Reviewed: Memorandum from Vice President Communications, Susan Lewin dated February 27, 2012 re OAA Annual Reports and attached supporting documentation. (APPENDIX T ) Reference Material Reviewed: Memorandum from Conference Committee dated March 1, 2012 re. OAA Conference (APPENDIX U ) Reference Material Reviewed: Correspondence from Clive Thurston, President, Ontario General Contractors Association to Hon. John Gerretsen, Attorney General dated February 15, (APPENDIX V ) The letter was noted for information Reference Material Reviewed: Correspondence from President, Sheena Sharp to Brenda Lewis, Director, Building and Development Branch, Ministry of Municipal Affairs and Housing dated February 2, (APPENDIX W ) The letter was noted for information National International Relations Committee Update (oral) The item was deferred to the next meeting of Council Reference Material Reviewed: Articles from Publications (APPENDIX X ) The articles were noted for information.

10 Page 10 of 10 OTHER BUSINESS Reference Material Reviewed: Memorandum from Vice President Practice, Jerry Chlebowski dated March 2, 2012 re. Professional Design Requirement for Site Plan Approvals. (APPENDIX Y ) The Vice President Practice reported the Practice Committee has been reviewing the process for site plan approvals noting that site plans are often prepared and submitted by non-architects and would like to request that a legal opinion be obtained on the issue suggesting that this is in fact the practice of architecture.. Brown suggested that there be coordination in terms of the outcome of this with the Office of the Registrar given that this may be an enforcement issue. It was moved by Chlebowski and seconded by Popovic that legal counsel Bernie McGarva be retained to provide research and a legal opinion with respect to professional design requirements for site plan approval in an amount up to $10, Reference Material Reviewed: Memorandum from Vice President Strategic, Vladimir Popovic dated re. Coordination of Practice Advocacy Initiatives and attached supporting documentation. (APPENDIX Z ) The Vice President Strategic reported that to facilitate the coordination of existing and new practice advocacy initiatives that a committee be established. It was moved by Popovic and seconded by Birdsell that Council approve the establishment of the Practice Advocacy Coordination Team (PACT), mandated to coordinate existing and new practice advocacy initiatives, composed of President, Vice President Practice, David C. Rich, member-at-large Chris Fillingham, and Chaired by the Vice President Strategic. DATE OF NEXT MEETING The next regular meeting of Council is Wednesday May 9, 2012 at 8:00 a.m. in the Quebec Room at the Westin Ottawa, Ottawa, Ontario. ADJOURNMENT It was moved by Popovic and seconded by Luey that the meeting be adjourned at 4:05 p.m. UANIMOUSLY President Date