Terms of Reference (3306 Kingston Road)
3306 Kingston Road
Community Liaison Committee
Approved June 4, 2018
At its meeting of December 9 and 10, 2015, Toronto City Council adopted the following item: (See Appendix A: Ex10.12 Acquisition of 3306 Kingston Road).
“10. City Council request the General Manager, Shelter, Support and Housing Administration to establish a Community Liaison Committee associated with this project and establish a review with the Community a minimum of 6 months following the implementation of the re-location”.
The purpose of the Community Liaison Committee is to work collaboratively with relevant city agencies, the City-operated Birchmount Residence and local stakeholders to support and improve the new shelter as it is integrated into the community.
The committee members will meet three months prior to the opening of the shelter and determine the schedule for future meetings.
The Community Liaison Committee is established by the City. Membership will include representatives of Birchmount Residence, the Ward Councillor, SSHA staff, Toronto Police Services, local residents, local businesses, community associations, community support agencies, subject matter experts, shelter residents and People with Lived Experience of Homelessness.
Some members may choose to be designated as Corresponding Members, people who can provide useful information as needed and participate in selected activities. Corresponding Members will receive all agendas and minutes and may attend from time to time.
The Community Liaison Committee may choose to organize sub-committees within its structure.
The Community Liaison Committee may choose to invite guests to meet with the committee from time to time.
The committee will consider activities related to community relations including, but not limited to:
- Develop working relationships among stakeholders
- Develop communication to the community about the shelter and the work of the Community Liaison Committee
- Receive information about the shelter operating model
- Visit the Birchmount Shelter to meet staff and residents
- Review plans for the exterior of the shelter building related to safety for residents and the community, such as location of entrances and exits, smoking areas, lighting and security cameras
- Discuss opportunities for improvements for the surrounding neighbourhood, such as a community safety audit, street and park lighting and park improvements
- Identify local resources or partnership opportunities that would be helpful to shelter residents
- Receive information about emerging plans for the East Side Motel site
- Participate in the planning of the Open House for the shelter
- Provide input to evaluation of Community Engagement Process
Roles and Responsibilities of Members:
- Understand, accept and agree to abide by these Terms of Reference.
- Attend meetings and participate with information and suggestions that assist City staff in integrating the shelter into the community.
- Where required, members will be expected to respect the confidentiality of materials presented and discussed.
- Foster a respectful environment for communication
- Promote a collaborative approach to problem solving
- Be inclusive of a range of perspectives
- Satisfy responsibility and accountability requirements
- Seek consensus on actions and recommendations
- Meetings will be convened as needed in order to fulfil the group’s mandate
- Minutes of the meeting will be kept and distributed to members of the committee and other interested parties.
- Invitations/reminders of each committee meeting will be sent one week in advance.
Facilitation of the Community Liaison Committee will be provided by a third party consultant, Paul Dowling.
City staff from the Birchmount Residence will provide ongoing information about the shelter, the service model and the process for opening at the new location.
Administrative support will provided by the City’s Shelter Support and Housing Administration Division.
The Community Liaison Committee will advise and support City staff in fulfilling Council’s directions. Implementation decisions rest with the City.
Decision making of the Community Liaison Committee will be through a consensus-based approach. Voting will not be used. It is understood that consensus is not the same as compromise, and may involve waiting or returning to an issue.
Any amendments to these Terms of Reference will be done in consultation with the Community Liaison Committee members.
Reporting to Council
The General Manager of Shelter, Support and Housing will be required to report to Council at regular intervals. The work of the Community Liaison Committee will be included in these reports.
Freedom of Information and Protection of Privacy
The personal information provided through the Community Liaison Committee process will form part of the public record, as per the Freedom of Information and Protection of Privacy Act, and will not be protected from disclosure.