Governance, Communications and Human Resources Committee (GCHRC) Meeting - July 12, 2017

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: 

1. 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:    

1. 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:

1. 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.