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Home My WebLink About04-15_Minutes_PPG_EMC_2015-10-07GTAA PARTNERS IN PROJECT GREEN A PEARSON ECO BUSINESS ZONE MINUTES OF PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE MEETING #4/15 October 7, 2015. The Partners in Project Green Executive Management Committee met at the Mississauga Living Arts Centre, 4141 Living Arts Dr, Mississauga. Hillary Marshall called the meetina to order at 3:35 D.m Sean Brady Advisory Member Gordon Brown Voting Member Michelle Brown Voting Member Brad Chittick Advisory Member John Coyne Co -Chair Brian Denney Voting Member Chris Fonseca Voting Member Hillary Marshall Co -Chair Learie Miller Advisory Member Mike Puddister Voting Member STAFF Alex Dumesle TRCA Chandra Sharma TRCA GUESTS REGRETS Mike Brandt Bonnie Crombie Jonathan Davies Mike Layton Doug Whillans Voting Member Voting Member Voting Member Voting Member Voting Member Page 11 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES ACTION SUMMARY RESOLUTION SUMMARY lme�tt,,JRES. ACTION NUMBER TOPICMeeting DESCRIPTION MOVED SECONDED STATUS 4/15 #PPG ]/15 MINUTES OF MEETING Recruit or facilitate the recruitment of prospective PPG Michelle Brown Brad Chittick — WNW 9/13 #PPG A14 /13 Membership 2015 beapproved. All 01 -Mar -14 ONGOING 4/15 #PPG 8/15 20362038 COMMITTEE FORMING PROCESS members, ambassadors, and eco -solution providers. John Coyne Chris Fonseca CARRIED Congratulatory statement/letter to senior Pratt & Whitney by Consensus 3/14 #PPG ASO /14 Membership Executive Management Committee Alex Dumesle 09 -Jul -15 ON HOLD executives. Execute Regular Recruitment Strategy • Leverage Executive Management Committee contacts • Committee Members to include PPG involvement in their personal Linkedin profiles 3/14 #PPG A14 /14 Membership 4. Work with Ca-Malrs to NII Executive committee Alex Dumesle 09 -Apr -15 ONGOING • Committee Members to bring PPG summary slides to appropriate speaking opportunities Make use of 1. Approve dissolution of Performance Committees gamification amongst PPG members and Committee Members 1/15 #PPG A3 /15 Membership Facilitate introductions to Financial District Business & Mike Layton 09 -Apr -15 ONGOING Industry Association. Task force to identify strategic recruitment targets and B. Denney, John C., 1/15 #PPG A4/15 Membership 3. Send out formal invitations and appointment 09 -Apr -15 ONGOING potentialCommittee Member Support. H. Marshall Conduct survey to characterize the Leaside-Throncliffe 3/15 #PPG AS /25 Strategy THATthe Executive Management Commireetwo- Alex Dumesle 30 -Sep -15 ONGOING COMMITTEE TERM EXTENSION employment area. by Consensus Create opportunity for Executive Committee Members to 9/15 #PPG A9 /35 Governance Section 3.4. Alex Dumesle 30 -Apr -16 ONGOING present program achievements to the TRCA Board. 4/15 #PPG A30 /15 Strategy Revisit Partners in Project Green's advocacy mandate. All 30 -Apr -16 ONGOING 4/15 #PPG A31 /IS Waste Present Materials Exchange program and platform at the Michelle Brown 09 -Dec -15 ONGOING Management next Executive Management Committee meeting. 4/15 #PPG Al2 /15 Governance Append Performance Committee reports to clearly Alex Dumesle 09 -Dec -75 ONGOING hi hli ht major committee achievements. RESOLUTION SUMMARY lme�tt,,JRES. NUMBER MOTION MOVED SECONDED STATUS 4/15 #PPG ]/15 MINUTES OF MEETING THAT the Minutes of Meeting #3/15, held an Jul. 9, Michelle Brown Brad Chittick — WNW 2015 beapproved. by Consensus 4/15 #PPG 8/15 20362038 COMMITTEE FORMING PROCESS THAT the following 2036-2018 committee forming John Coyne Chris Fonseca CARRIED process be approved: by Consensus Executive Management Committee 1. Revise terms of reference (Oct. 2015) 2. Approve Executive Management Committee term extension in principle (Oct. 2015) 3. Obtain TRCA board approval for terms of reference (Nov. 2015) 4. Work with Ca-Malrs to NII Executive committee vacancies (Nov. 2015 – Jan. 2016) Performance Committees & Service Centres 1. Approve dissolution of Performance Committees (Dec. 2015) 2. Work with Committee Chairs to reconstitute Performance Committees based on future program priorities (Dec. 20151 3. Send out formal invitations and appointment reciuests(Dea. 2015 -Jan. 2016) 4. Convene new committees (Feb. 2016) 5/15 #PPG 9/15 2016-2018 EXECUTME MANAGEMENT THATthe Executive Management Commireetwo- Brad Chittick Hillary Marshall CARRIED COMMITTEE TERM EXTENSION year term extension be approved in principle as by Consensus permitted In the 2013-2015 Terms of Reference, Section 3.4. *See Supporting Materials below for more information. Page 12 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES SUPPORTING MATERIALS Introduction NEW COMMITTEE MEMBER The group welcomed Gordon Brown, AVP Distribution Centre Optimization as the new Canadian Tire representative on the Executive Management Committee. RES. #PPG7/15 MINUTES OF MEETING To approve the previous meeting minutes. THAT the Minutes of Meeting #3/15, held on Jul. 9, 2015 be approved. CARRIED RES. #PPG8/15 2016-2018 COMMITTEE FORMING PROCESS To approve the 2016-2018 governance committee forming process. THAT the following 2016-2018 committee forming process be approved: Executive Management Committee 1. Revise terms of reference (Oct. 2015) 2. Approve Executive Management Committee term extension in principle (Oct. 2015) 3. Obtain TRCA board approval for terms of reference (Nov. 2015) 4. Work with Co -Chairs to fill Executive Committee vacancies (Nov. 2015 — Jan. 2016) Performance Committees & Service Centres 1. Approve dissolution of Performance Committees (Dec. 2015) 2. Work with Committee Chairs to reconstitute Performance Committees based on future program priorities (Dec. 2015) 3. Send out formal invitations and appointment requests (Dec. 2015 - Jan. 2016) 4. Convene new committees (Feb. 2016) CARRIED After two years of successful implementation of the new Partners in Project Green strategy, the 2013-2015 Terms of Reference require the TRCA board and Partners in Project Green Executive Management Committee to revisit the composition of Partners in Project Green committees in order to ensure that adequate governance is in place to effectively: • Help realize Partners in Project Green's vision; Advise staff and contribute to the successful development and implementation of Partners in Project Green programs; Provide leadership in the Pearson Eco -Business Zone; • Set program targets; and, • Drive tangible results. Page 13 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Committee Members acknowledged the effectiveness of the current governance structure and outstanding achievements of all committees over the past two years. It was also recognized that since new priorities and collective projects would be considered in the next two years, it was important to revisit the composition of all Performance and Service Centre Committees to cater for future needs. Performance Committee Chairs that were present signified that most members were willing to renew and were aware of the need for a change in committee composition. All Executive Committee Members indicated that they were comfortable with the steps and time frame proposed. Nevertheless, committee Chairs also stressed the importance of informing committee members regarding the approved process to maintain overall engagement in Partners in Project Green. RES. #PPG9115 2016-2018 EXECUTIVE MANAGEMENT COMMITTEE TERM EXTENSION To approve a new 2016-2018 term for Partners in Project Green's Executive Management Committee. THAT the Executive Management Committee two-year term extension be approved in principle as permitted in the 2013-2015 Terms of Reference, Section 3.4. CARRIED To ensure continuity, and respecting the intent of section 3.4 in the 2013-2015 Terms of Reference: Partners in Project Green Executive Management Committee, Performance Committees, and Service Centres, Committee Members agreed to renew the term of all Executive Management Committee Members in principle for another two years, pending individual Committee Member consent and approval from the TRCA Board. For Input 2016-2018 TERMS OF REFERENCE Receive 2016-2018 governance committee terms of reference for input. In order to further improve the effectiveness of current and future committees, minor changes were proposed to the existing 2013-2015 Terms of Reference: Partners in Project Green Executive Management Committee, Performance Committees, and Service Centres. Notably to ensure: • Greater in-person meeting attendance; • Greater senior -level representation on committees; • Clearer guidelines on how to manage delegation requests; • Clearer expectations regarding collective project support; and, • Clearer expectations regarding Partners in Project Green membership. The suggested changes were well received, and minor edits were suggested for the submission of the Terms of Reference to the TRCA board. See attached Item3_ PPG_ToR(2016- 18)_Draft_V01.pdf for more information. As part of the discussions, it was requested that: Page 14 PARTNERS IN PROJECT GREEN EXECUTIVE MANAGEMENT COMMITTEE I MEETING MINUTES Staff create the opportunity for Executive Committee Members to present program achievements to the TRCA Board in the future. [PPG A9/15] The Executive Management Committee revisit Partners in Project Green's advocacy mandate and the role that certain Committee Members might be able to play in this capacity. I For Information Performance Committee Updates Review Performance Committee progress and discuss challenges. Progress presented by Performance Committee Chairs was well received. See attached Item4_Performance_Committee_Report.pdf for more information. Highlights • Surpassed critical membership milestone with 102 members. • Secured $35,000 in sponsorship for Sustianability Duke Out (incl. $20,000 presenting sponsorship from BMW) • Received $24,150 from the Ministry of Transportation in support of electric vehicle network. • Completed installation of 24 electric vehicle charging stations with Orlando Corporation at Heartland Town Centre in Mississauga. • Carried out two successful ash tree recovery projects in partnership with the City of Markham (100 trees) and Richmond Hill (500 trees), with lumber donated to schools. • Molson Coors received go ahead for 7,700 ft2 green roof project in 2016. • Dextran Products to proceed with waste water recovery project expected to offset 18 million litres of water annually. Challenges Catherine Leighton has joined the waste team to support the Materials Exchange program after a four month staffing gap. Michelle Brown and staff to Present Materials Exchange program and platform at the next Executive Management Committee meeting. [PPG A11/15] TERMINATION ON MOTION, the meeting terminated at 5:00 p.m., on October 7th, 2015. Hillary Marshall John Coyne Co -Chair Co -Chair NEXT MEETINC December 9th, 2015 GTAA (3111 Convair Dr., Mississauga) Page 15