Governance, Communications, Human Resources and Compensation Committee (GCHRCC) Meeting - November 4, 2016

Public Agenda

1. Chair's Remarks

Action: Information

Pre-read: Verbal (5 minutes)

Presenter: Chair

2. Consent Agenda

A) Approval of Public Meeting Agenda

Action: Approval

Pre-read: Agenda

Presenter: Chair

B) Chair’s Poll re: Conflict of Interest

Action: Approval

Pre-read: Minutes

Presenter: Chair

C) Confirmation of GCHRCC Public Meeting Minutes of September 16, 2016

Action: Declaration

Pre-read: Agenda and Conflict of Interest Policy

Presenter: Chair

D) Business Arising from the Public Meeting Minutes and Action Items Update

Action: Information

Pre-read: Action Item List

Presenter: Chair

3. 2017 Board and Committee Meetings

Action: Discussion

Pre-read: 10 Minutes

Presenter: General Counsel & Corporate Secretary

4. Emergency Response Plan Update 

• Role of Residents 

Action: Information

Pre-read: GCHRCC:2016-45 (10 Minutes)

Presenter: Director, Risk Management & Insurance

TERMINATION

Public Meeting Minutes

The Governance, Communications, Human Resources and Compensation Committee (GCHRCC or Committee) of Toronto Community Housing Corporation (TCHC) held a public meeting on November 4, 2016, in the Main Floor Conference Room, 931 Yonge Street, Toronto, ON M4W 2H2, and via teleconference commencing at 10:45 a.m.

Committee Directors in Attendance:

Pamela Taylor, Chair

Joseph Kennedy

Catherine Wilkinson

Ex Officio Director in Attendance:

None 

Other Directors in Attendance:

Robert Carlo

Regrets:

Councillor Joe Cressy (left meeting at 10:44 am.)

Management Present:

Greg Spearn, President and Chief Executive Officer (Interim)/ Chief Development Officer

Mark Johnson, General Counsel and Corporate Secretary

Ted Millward, Legal Counsel, Corporate

Helen Trajanos, Director Insurance & Risk Management, Legal – Risk Management & Insurance

A quorum being present, the Chair called the meeting to order and Ms. Sonia Fung served as recording secretary.

Item 1 - Chair's Remarks

The Chair did not make any remarks at this time. 

Item 2A - Approval of Public Agenda and Review of Agenda Order

Motion carried

ON MOTION DULY 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 September 16, 2016

Motion carried

ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC confirmed the above-captioned minutes without amendments.

Item 2D - Business Arising from the Closed Meeting Minutes and Action Items Update

Discussion ensued about the last item on page 3 of 4: September 29, 2014 meeting – Item 10 – Tenant Directors – Process for Appointment. The Committee was advised that this item is being reported through RSC and that GCHRCC will receive progress updates through the action item update.

Motion carried

ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC received the report for information.

Item 3 - 2017 Board and Committee Meetings, Verbal

Mr. Johnson presented a verbal report. Brief discussion ensued. Mr. Johnson advised that by end of 2016, the total number of meetings convened this year will be 49 and that 346 reports will have been generated by staff. Mr. Johnson stated that staff is planning for the 2017 schedule aiming to reduce the number meetings to around 39.  

A draft 2017 meeting schedule for Board and Committee meetings was circulated that proposes a wave approach whereby the Committee meetings occur over several weeks to feed into an upcoming Board meeting. At the request of the Committee, the proposed calendar will be updated to include subcommittee meetings and any other scheduled Board commitments. 

Mr. Johnson proposed that a Board workshop in January/February be scheduled to discuss strategy for 2017 and the major items the Board wants to address over the year.  

Mr. Johnson asked the Committee to consider publishing meeting attendance numbers, at least at the Board level. 

The Committee discussed the current need for monthly Board meetings to help ensure proper oversight, but recognized the importance of being made aware of the impact that increased meetings and reporting volumes have on staff resources. 

The potential for evening meetings and not having more than one meeting in one week were also discussed by the Committee. 

Motion carried

ON MOTION DULY MADE by Mr. Kennedy, seconded by Ms. Wilkinson and carried, the GCHRCC received the report for information.

Item 4 - Emergency Response Plan Update, GCHRCC:2016-45

Ms. Trajanos delivered a presentation to the Committee on the feedback from the Tenant Councils on the Emergency Response Plan.  The presentation was circulated to members and will be posted online. 

Establishing communications provided to tenants when there are service disruptions and how Management will respond was also raised.  

The Committee discussed the need to ensure fire drills are being performed at TCHC properties and raised the issue of fire safety generally.   The Committee asked that Management establish quarterly reporting to the Board on fire safety issues. 

Management advised that a more extensive presentation on the Emergency Response Plan will be provided to the Board of Directors in the public session at the November 14th Board meeting.

Motion carried

ON MOTION DULY MADE by Ms. Wilkinson, seconded by Mr. Kennedy and carried, the GCHRCC received the report for information.

Action Item: Management to provide quarterly reports to the Board on fire safety issues.

TERMINATION

The GCHRCC public meeting terminated at 11:27 a.m.