Governance, Communications and Human Resources Committee (GCHRC) Meeting - July 12, 2017
Wednesday, July 12, 2017
9:45 a.m. to 11:00 a.m.
Ground Floor Boardroom
931 Yonge Street , Toronto, Ontario
Event description
Archived meeting. See Agenda and Minutes below.
Revised Public Agenda
1. Chair’s Remarks
Action: Information
Pre-read: Verbal
Presenter: Chair
2. Consent agenda
Approval of Public Meeting Agenda
Action: Approval
Pre-read: Agenda
Presenter: Chair
Chair’s Poll re: Conflict of Interest
Action: Approval
Pre-read: Minutes
Presenter: Chair
Confirmation of GCHRCC Public Meeting Minutes of May 12, 2017
Action: Declaration
Pre-read: Agenda and Conflict of Interest Policy
Presenter: Chair
Business Arising from the Public Meeting Minutes and Action Items Update
Action: Information
Pre-read: Action Item List
Presenter: Chair
Compliance Reporting Q1 2017
Action: Information
Pre-read: GCHRCC: 2017-23
Presenter: General Counsel and Corporate Secretary
3. Donations to United Way
Action: Approval
Pre-read: GCHRCC: 2017-24
Presenter: Director, Strategic Planning and Stakeholder Relations
4. City Process for TCHC AGM
Action: Information
Pre-read: GCHRCC: 2017-25
Presenter: General Counsel and Corporate Secretary
5. Whistleblower Policy - Procedures
Action: Discussion
Pre-read: Current Policy
Presenter: Chair
6. Review of Scholarship Policy and Procedure
Action: Discussion
Pre-read: Current Policy and Procedure
Presenter: VP, Resident and Community Services
7. Board Strategy Sessions
Action: Discussion
Pre-read: Verbal
Presenter: Chair
TERMINATION
Minutes
The Governance, Communications, Human Resources and Compensation Committee (GCHRCC or Committee) of Toronto Community Housing Corporation (TCHC) held a public meeting on July 12, 2017, in the Main Floor Conference Room, 931 Yonge Street, Toronto, ON M4W 2H2, and via teleconference commencing at 9:55 a.m.
Committee Director in Attendance:
Pamela Taylor, Chair
Joseph Kennedy
Catherine Wilkinson (by teleconference)
Ex Officio Directors in Attendance:
None
Other Directors in Attendance:
None
Regrets:
Councillor Joe Cressy
Management Present:
Kevin Marshman, President and Chief Executive Officer (Interim)
Ismail Ibrahim, General Counsel and Corporate Secretary (Interim)
Ted Millward, Legal Counsel - Corporate
Lindsay Viets, Manager, Strategic Planning
Michael Vear, Chief Internal Auditor
Angela Cooke, Vice President, Resident and Community Services
A quorum being present, the Chair called the meeting to order and Ms. Fung served as recording secretary.
Item 1 - Chair's Remarks
The Chair did not make any remarks.
Item 2A - Approval of Public Agenda and Review of Agenda Order
Motion carried
ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC approved the agenda as circulated.
Item 2B - Declaration of Conflict of Interest
No conflicts were declared.
Item 2C - Confirmation of Public Meeting Minutes of May 12, 2017
The Committee asked that the following amendments be made to the minutes of the public meeting held on May 12, 2017:
Page 2 of 6 second paragraph under Item 2(C), regarding minutes of the April 6, 2017 Public meeting, should read:
Mr. Spearn indicated that TCHC has had a historical practice of supporting the United Way’s fundraising efforts by matching annual employee United Way payroll contributions because the agencies they fund provide much needed services to TCHC tenants. The Corporation contributed $56,629 in 2016 to match payroll pledges. The Committee noted that consideration should be given to assessing this practice for 2017.
Motion carried
ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC confirmed the above-captioned minutes with the above-mentioned amendments.
Item 2D - Business Arising from the Minutes and Committee Action Items Update
It was noted that the first item on page 3 of 4 regarding the Communications Plan should be updated with a specific target date.
Motion carried
ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC received the report for information.
Action Item:
- Staff to update the action items list as described above.
Item 2E - Compliance Reporting Q1-2017, GCHRCC:2017-23
Motion carried
ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC received the report for information.
Item 3 Donations to United Way, GCHRCC:2017-24
Ms. Lindsey Viets presented the report and answered questions from GCHRCC.
Discussion ensued with respect to whether TCHC, as a not-for-profit organization, should direct its funding towards donations to charitable agencies; and whether United Way should be the charitable agency of choice for corporate donations from TCHC.
It was noted that employee donations to the United Way had been a strong staff engaging activity that provided cohesiveness to the Corporation. Discussion was held on whether corporate matching is a critical factor for such activities to succeed.
GCHRCC asked staff to provide further insights and bring the report back for the Committee’s review and recommendation to the Board for approval.
Motion carried
ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC received the report for information.
Item 4 - City Process the TCHC AGM, GCHRCC:2017-25
Mr. Millward presented the above captioned report and answered questions from the GCHRCC. The Committee indicated that they supported the fact that the process was under review by the City.
Motion carried
ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC unanimously received the report for information.
Action:
- Staff to include in the GCHRCC annual work plan a report on the timing and occurrence of the AGM, and reporting of such to the City.
Item 5 - Whistleblower Policy - Procedures, Discussion
Mr. Vear answered questions from GCHRCC. Discussion ensued.
It was suggested that complaint procedures be consolidated and codified with reporting protocol defined.
Action Item:
- Staff is asked to work on a draft complaint procedure and report back to GCHRCC in the September meeting.
Item 6 - Review of Scholarship Policy and Procedure, Dissions
Ms. Cooke provided an overview of the current Scholarship Policy (a copy of which was included in the meeting materials) and answered questions from members of GCHRCC. Discussion ensued.
It was noted that the current Scholarship Policy is to be reviewed in October.
Currently TCH facilitates three sets of scholarship:
- Allenbury Gardens Revitalization Scholarship Program (funded by the developer partner);
- Limitless Heights Scholarship Program (funded by the developer partner); and
- Investing in Our Diversity Scholarship (funded by corporate and non-corporate sponsors including Scadding Court Community Centre).
The only expense borne by TCH was $40,000 provided to Scadding Court Community Centre for administrative costs. The selection process is administered by TCH Resident Services Division. Different selection panels consisting of TCH staff were set up and panelists were asked to declare conflicts of interests.
Currently the three scholarship programs are available only to residents of the revitalization project. Staff are working on expanding the scholarship programs to include all TCH residents.
Motion carried
ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC unanimously received the verbal report for information.
Item 7 - Board Strategy, Discussion
It was suggested that Board retreats be planned for 2018 and 2019 and strategy sessions be included as one of the retreat events.
TERMINATION
The GCHRCC public meeting terminated at 11:01 a.m.
Sonia Fung
Committee Secretary
Phone:
416-981-4286
Email:
Sonia.Fung@torontohousing.ca