Item - 2014.CC51.2

City Council on May 6, 7 and 8, 2014, adopted the following:

1.         City Council adopt the Ombudsman's report (April 2014) and in so doing, request that Toronto Community Housing Corporation implement all of the recommendations.

Ombudsman Recommendations:

Taking into account all of the evidence gathered through this investigation I am making the following recommendations. These recommendations are due by March 31, 2015, unless otherwise specified:

1.         That Toronto Community Housing Corporation comply with its own policies, procedures, processes and protocols and that any changes made by the corporation to these matters be properly communicated to staff with the appropriate notice.

2.         That Toronto Community Housing Corporation consult with the Human Resources Division of the City of Toronto with respect to human resources policies and practices with a view to considering the best practices already developed by the City, and to identify opportunities to improve Toronto Community Housing Corporation's policies in a cost-effective and efficient manner.

3.         That Toronto Community Housing Corporation ensure its policies on record creation and record keeping with respect to human resources activities including those related to hiring, promotions and terminations accord with best practices, legal and policy provisions for public sector employers and that these policies are communicated to employees and followed.

4.         That the Conflict of Interest Policy be expanded to capture past business relationships and other personal associations, and to require the declaration of such relationships, and to implement guidance on managing such conflicts.

5.         That by March 31, 2015, Toronto Community Housing Corporation develop briefing materials and training programs for its senior executives respecting the Human Resources policies of the organization on recruitment, terminations and the expanded Conflict of Interest policy, and ensure that all new senior executives receive such training promptly.

6.         That Toronto Community Housing Corporation train all decision makers involved in hiring and promotions regarding the policies of the organization.

7.         That following the external job evaluation review, the Job Evaluation Committee be resurrected and returned to its role of reviewing job evaluations and providing guidance on job evaluation decisions in a timely fashion to protect the integrity and equity of the Toronto Community Housing Corporation compensation system.

8.         That Toronto Community Housing Corporation immediately suspend its use of its Employment Standards Act clause until it has been fully considered by both the executive leadership team and the Board of Directors and, if Toronto Community Housing Corporation decides to implement an Employment Standards Act clause that impacts employees, such changes be properly approved and appropriate notice be provided to all employees including transparency about the implications of the clause for both the employees and Toronto Community Housing Corporation.

9.         That the Board of Directors clarify, document and train every member of the Board about their obligations with respect to human resources matters.

10.       That the Chief Executive Officer ensure standardized information regarding recruitment is provided to the Governance and Human Resources Committee and the Board, so that both the Committee and the Board can be able to verify the suitability of the candidate and the integrity of the process.

11.       That by December 31, 2014, a confidential procedure be implemented to permit people who wish to complain about recruitment practices may do so in a timely manner without fear of reprisal and that central tracking of the issues raised and their outcomes be documented. Such information should be reported to the executive leadership team and the Board so that any systemic issues can be addressed. Further, the draft complaints procedure is to be provided no later than November 14, 2014 to my office for review.

12.       That by October 31, 2014, a status update be provided to my office on the implementation of these recommendations.

2.         City Council, in response to the April 25th request to City Council of the Toronto Community Housing Board and in recognition of the City's dual role of Shareholder and Service Manager for Toronto Community Housing Corporation, and to ensure the continuity of services to residents, request the City Manager to establish a City staff team to provide assistance to the Toronto Community Housing Board of Directors and its executive leadership team and the City Manager and the Acting Chief Executive Officer of Toronto Community Housing Corporation consider using third party human resource consultants to ensure the distinct roles of service manager and shareholder are maintained through this process.