Board Meeting - August 23, 2010

• Meeting No. 1921 - July 14, 2010

- Thursday, September 30, 2010

Presentations will be heard at 2:00 p.m. Requests to speak must be registered in writing by 12:00 Noon of day preceding meeting day.

1.  Reports with Confidential Attachments (Committee of the Whole)
   • Procurement Authorization Amendment - Toronto-York Spadina Subway Extension Project – Contract A85-75E – York University Station – Contract Amendment No. 3 (FOR ACTION) 
   • Taxable Benefits (FOR ACTION)  
2. Presentations
• 2010 Communicator Website Award – Award of Distinction (FOR INFORMATION) 
• Operator Traceyanne Brown – Participation in Caribana (FOR INFORMATION) 
• Toronto-York Spadina Subway Extension Project - Sheppard West Station – Finishes and Artwork (PRESENTATION ONLY)
• Toronto-York Spadina Subway Extension Project - Highway 407 Station – Finishes and Artwork (PRESENTATION ONLY) 
• Implementation Process to Establish the Transit Visitor Centre – Status Update (FOR ACTION) 
• Toronto-York Spadina Subway Extension Project – Vaughan Corporate Centre Station – Approval of Finishes and Artwork (FOR ACTION) 
• Toronto-York Spadina Subway Extension Project – York University Station – Approval of Finishes and Artwork (FOR ACTION) 
• Documentary Art - Construction (FOR INFORMATION)  
3. Budget matters

NIL

4. Procurement Authorizations
• Procurement Authorization – Queensway Bus Garage Renovations – Contract F7-21 (FOR ACTION) 
• Summary of Authorized Expenditures between $1,000,000 to $5,000,000 for the Period June 1, 2010 to June 30, 2010 (FOR INFORMATION)  
5. Procurement Authorization Amendments
• Procurement Authorization Amendment – Wilson Carhouse Expansion – Toronto Rocket New Traction Power Supply Pendant System Carhouse South Expansion – Contract Change C1-34-85 (FOR ACTION) 
• Procurement Authorization Amendment – Option to Purchase 88 Low-Floor Paratransit Buses in 2011-2012 (FOR ACTION)  
6. Notice of Awards

NIL

7. Service Matters
• Status Update: 145 Downtown/Humber Bay Express Route (FOR ACTION)  
8. Other Business
• Platform Edge Doors Business Case (FOR INFORMATION)(Deferred from July 14/10) 
• Space Requirements for ITS and Finance Departments – Lease Of Office Space (FOR ACTION) 
• Provision of TTC Convention Passes for Conferences (FOR ACTION) 
• Russell Hill Subway Train Accident of August 11, 1995 Due Diligence Checklist Update (FOR ACTION) 
• Bicycle Sharing System (FOR INFORMATION) 
• Retention of Two GMC T6H-5307N (1983) Buses for Historical Purpose (FOR INFORMATION)  
9. New Business

NIL

10. Correspondence

NIL

A correspondence summary will be distributed at the meeting.

11. TTC Office Consolidation 4050 Yonge Street Binding Offer to Lease (FOR ACTION) (Report to Follow) (This report is about a proposed or pending land acquisition by the Commission)
12. Fire Ventilation Update Project – Second Exits – Donlands and Greenwood Stations – Status Update (FOR INFORMATION)
13. Interim Procurement Authorization for Transit City Projects (FOR ACTION)

A. Giambrone (Chair), J. Mihevc (Vice-Chair), M. Augimeri, S. Bussin, S. Hall, P. Milczyn, R. Moeser, A. Perruzza, B. Saundercook (Commissioners), G. Webster (Chief General Manager), V. Rodo (General Manager – Executive & General Secretary), R. Cornacchia (General Manager – Operations), A. Bertolo (Chief Project Manager – Spadina Subway Extension), B. Leck (General Counsel - Legal), B. Ross (Director – Corporate Communications), M. Roche (Chief Financial Officer), A. Smith (Chief Marketing Officer), T. Baik (Chief Project Manager – Construction), S. MacDonald (Manager –Materials & Procurement), S. Ghaly (Program Manager – Transit City), K. Lee (Assistant General Secretary) and F. Stanois (Co-ordinator – Corporate Secretariat Services) were present.

A. Giambrone was in the Chair.

S. O’Brien, Chair, Customer Service Advisory Panel was present for Item C-2.

B. Bond, Director Client Services – Devlin Web Corporation, was present for Item 2(a).

T. Brown, Operator – Mount Dennis Division and J. Magloire, Toronto Revellers and Miami Heat, NBA, were present for Item 2(b).

D. Lawson – Supervisor, Architectural & Communications, Toronto-York Spadina Subway Extension was present for Items 2(c), 2(d), 2(f) 2(g) and 2(h).

T. Silberberg and Dr. B. King Lord Cultural Resources, were present for Item 2(e).

Commissioner Moeser moved that the Commission approve the minutes from meeting no. 1921 and that the Chair and General Secretary be authorized to sign the same.

The motion my Commissioner Moeser carried.

The Commission received the update entitled “Business arising out of minutes -customer service information screens” and Approved the action taken during the in-camera session.

a) Committee of the Whole – Thursday, September 30, 2010

Vice-Chair Mihevc moved that the Commission approve a resolution to meet as the Committee of the Whole at 9:00 a.m. or later on Thursday, September 30, 2010 to deal with litigation or potential litigation matters, labour relations or employee negotiations and to receive advice which is subject to solicitor-client privilege.

The motion by Vice-Chair Mihevc carried.

Chair Giambrone moved that, in accordance with section 11(a) of the procedural By-law, an invitation be extended to Steve O’Brien, Chair – Customer Service Advisory Panel to address the Commission.

The motion by Chair Giambrone carried.

Steve O’Brien
Chair – Customer Service Advisory Panel

The Commission received the public presentation for information.
(See item c-2 for minute).

NIL

1. Reports with Confidential Attachments (Committee of the Whole)

a) Procurement Authorization Amendment – Toronto-York Spadina Subway Extension Project, Contract No. A85-75E – York University Station Contract Amendment No. 3

 It is recommended that the Commission:

1. Authorize Contract Amendment No. 3 to ARUP Canada Inc., in the amount of $3,320,000 for the completion of detailed design and support during construction for the York University Station, increasing the total upset limit amount to $18,020,000 from $14,700,000;

2. Receive the Confidential Attachment for information; and

3. That the information contained in the Confidential Attachment remains confidential in its entirety as it contains advice which is subject to solicitor-client privilege.

Approved

b) Taxable Benefits

It is recommended that the Commission:

1. Affirm the direction as set out in the Confidential Attachment; and

2. Authorize the release of the confidential information and recommendations as set out in the Confidential Attachment pertaining to the issue of taxable benefits once this matter is finalized to the satisfaction of the General Counsel.

Approved

2. Presentations

a) Presentation – 2010 Communicator Website Award – Award of Distinction

Betsy Bond, Director – Client Services, Devlin Web Corporation Inc., presented Chair Adam Giambrone with the 2010 Communicator Website Award – Award of Distinction.

Chair Giambrone received the award on behalf of the Commission and extended his appreciation to Devlin Web Corporation inc. and TTC staff for their work which has resulted in significant improvements to the TTC website and achieving award of distinction status.
 
b) Operator Traceyanne Brown – Participation in Caribana

Chair Giambrone presented operator TraceyAnne Brown with a framed letter of recognition for her outstanding volunteer response in coordinating the TTC’s participation which was a tremendous success for the TTC and Caribana.

J. Magloire, Toronto Revellers and Miami Heat of the NBA was also in attendance and took the opportunity during the presentation to thank the TTC for its role in promoting Caribana and cultural diversity. 

c) Toronto-York Spadina Subway Extension Project - Sheppard West Station – Finishes and Artwork

David Lawson, Supervisor, Architectural & Communications, Toronto-York Spadina Subway Extension, gave a PowerPoint presentation on this item.

The Commission received the presentation for information.

d) Toronto-York Spadina Subway Extension Project – Highway 407 Station – Finishes and Artwork

David Lawson, Supervisor, Architectural & Communications, Toronto-York Spadina Subway Extension, gave a PowerPoint presentation on this item.

The Commission received the presentation for information.

e) Implementation Process to Establish the Transit Visitor Centre – Status Update

Ted Silberberg, Senior Principal, Overview/Governance Issues and Dr. Brad King, Principal, Interpretive Strategy, Lord Cultural Resources gave a PowerPoint presentation on this item.

The Commission received the presentation for information.

Chair Giambrone moved that recommendation no. 2 in the staff report be struck out and replaced with the following:

“Approve the concept of entering into a memorandum of understanding with the Transit Visitor Centre and the TTC for a Transit Visitor centre at 4050 Yonge Street, with terms and conditions acceptable to the 4050 TTC Commission Working Group”.

The motion by Chair Giambrone carried.

Chair Giambrone further moved that the recommendations in the staff report be approved, as amended.

The motion by Chair Giambrone carried.

f) Toronto-York Spadina Subway Extension Project – Vaughan Corporate Centre Station – Approval of Finishes and Artwork

David Lawson, Supervisor, Architectural & Communications, Toronto-York Spadina Subway Extension, gave a PowerPoint presentation on this item.

The Commission received the presentation for information and approved the recommendation in the staff report, as follows:

“It is recommended that the commission approve the final design, finishes, and artwork for Vaughan Corporate Centre Station, which will be presented through the public consultation process”.

g) Toronto-York Spadina Subway Extension Project – York University Station – Approval of Finishes and Artwork

David Lawson, Supervisor, Architectural & Communications, Toronto-York Spadina Subway Extension, gave a PowerPoint presentation on this item.

The Commission received the presentation for information and approved the recommendation in the staff report, as follows:

“It is recommended that the commission approve the final design, finishes, and artwork for York University Station, which will be presented through the public consultation process”.

h) Documentary Art - Construction

David Lawson, Supervisor, Architectural & Communications, Toronto-York Spadina Subway Extension, gave a PowerPoint presentation on this item.

The Commission received the presentation for information.

Chair Giambrone moved that the report be considered an action report. 

The motion by Chair Giambrone carried.

Chair Giambrone further moved that the commission endorse in principle the direction towards hiring the proposed two artists a year at an annual budget of approximately $60,000.00.

The motion by Chair Giambrone carried.

3. Budget Matters
NIL
4. Procurement Authorizations

a) Procurement Authorization – Queensway Bus Garage Renovations – Contract F7-21
 
It is recommended that the Commission authorize the award of Contract F7-21, Queensway Bus Garage Renovations to BECC Construction Group Ltd. (BECC) in the amount of $15,997,463.00. 

 Approved

b) Summary of Authorized Expenditures between $1,000,000 to $5,000,000 for the Period June 1, 2010 to June 30, 2010

It is recommended that the Commission receive this report for information.  It lists Expenditures ($1,000,000 up to $5,000,000) for the period June 1, 2010 to June 30, 2010 which were Approved by Senior Management.

Received

5. Procurement Authorization Amendments

a) Procurement Authorization Amendment – Wilson Carhouse Expansion – Toronto Rocket New Traction Power Supply Pendant System – Carhouse South Expansion – Contract Change C1-34-85

It is recommended that the Commission authorize Contract Change C1-34-85 to Black & McDonald Limited in the amount of $4,500,000 for the supply and installation of a new traction power supply pendant system in the south half of the Wilson Carhouse.

Approved

b) Procurement Authorization Amendment – Option to Purchase 88 Low-Floor Paratransit Buses in 2011-2012

It is recommended that the Commission approve:

1. Authorizing staff to exercise the contract option with American Bus Products Inc. (ABP) for the purchase of an additional 88 Low-Floor Paratransit Buses, and all associated work, for delivery over 2011 (48 buses) / 2012 (40 buses) in the amount of $30,267,138.94 including applicable taxes;  
 
 2. A contingency allowance in the amount of $1,600,000.00, including applicable taxes, to accommodate Ford chassis price adjustments for the 2012 option order of 40 buses only, and for the estimated cost to foreign exchange adjustments, which will be paid out if required, as incurred; and

3. Forward this report to the Ontario Minister of Transportation for information, noting that an exemption exists under the Canadian Content Policy for specialized transit buses.

Approved

6. Notice of Awards
NIL
7. Service Matters

a) Status Update:  145 Downtown/Humber Bay Express Route

It is recommended that the Commission:

1. Note that the 145 Downtown/Humber Bay Express bus route will continue its trial operation until additional ridership data has been collected, analyzed, and reported to the Commission, which will likely result in the trial continuing until early 2011; and 

2. Forward this report to Councillor Mark Grimes.

Approved

8. Other Business

a) Platform Edge Doors Business Case
 
The purpose of this report is to advise that a staff action report “Platform Edge Doors Business Case” will be on the agenda for the Toronto Transit Commission meeting scheduled for Thursday, September 30, 2010.

Received

b) Space Requirements for ITS and Finance Departments – Lease of Office Space

It is recommended that the Commission approve the offer to lease office space at 1920 Yonge Street with 1920/1944 Davisville Centre Inc. under the terms detailed in this report to meet the needs of the ITS and Finance Departments.

Approved

c) Provision of TTC Convention Passes for Conferences

It is recommended that the Commission approve the provision of complimentary TTC Convention Transit Passes on an as required basis to the following transit-related organizations such as, but not limited to, the Canadian Urban Transit Association (CUTA), the Ontario Public Transit Association (OPTA), the American Public Transit Association (APTA), the International Association of Public Transport (UITP) and NOVA (an international consortium of metro systems that benchmarks public transit), when their annual conference is held in Toronto.

Approved

d) Russell Hill Subway Train Accident of August 11, 1995 Due Diligence Checklist Update

It is recommended that the Commission:

1. Receive for information the updated Due Diligence Checklist relating to the Russell Hill Subway Train Accident of August 11, 1995, which provides a status report on the progress toward closing the Coroner’s Jury Recommendations and the TTC’s Internal Team Recommendations.

2. Forward this report to the Chief Coroner of Ontario, the City of Toronto, and the Province of Ontario for information.

Approved

e) Bicycle Sharing System

Chair Giambrone moved that the report be considered an action report. 

The motion by Chair Giambrone carried.

Vice-Chair Mihevc moved that staff be requested to report to a commission meeting early in the new year on Bicycle/Public Transit inter-modality, including Bixi, Bicycle Lockers, shelTers, with a view to updating the TTC’s bike plan.

The motion by Vice-Chair Mihevc carried.

Commissioner Bussin moved that the issues identified in councillor Fletcher’s correspondence (item c-3 on this agenda) be included in the staff assessment requested by Vice-Chair Mihevc.

The motion by Commissioner Bussin carried.

f) Retention of Two GMC T6H-5307N (1983) Buses for Historical Purpose

Chair Giambrone moved that the report be considered an action report. 

The motion by Chair Giambrone carried.

 Chair Giambrone further moved that the Commission approve in principle the retention of two GMC buses for historical purposes, noting that in the 2012 budget money will need to be allocated for some retro-fitting and repairs of the buses.

The motion by Chair Giambrone carried.

9. New Business
NIL
10. Correspondence

C1 – Robert Deline, Executive Director, Innovation Initiatives Ontario North, regarding platform technology worthy of assessment.

The Commission received the communication for information.

C2 – Steve O’Brien, Chair, Customer Service Advisory Panel, requesting an opportunity to present the Panel report and recommendations to the Commission at its meeting on Monday, August 23, 2010. 

The Commission received the communication for information. 

The Commission endorsed the recommendations in principle;

Directed the Chief General Manager to begin the process of hiring for the position of Chief Customer Service Officer; and

Referred the recommendations of the Customer Service Advisory Panel to the Chief General Manager to report back at the next meeting of the Commission with a plan to move forward, including reference to any quick hits or easily accomplished initiatives.

C3 – Councillor Paula Fletcher, City of Toronto forwarding a letter from members of Bike Sauce and SoDa Bikes appealing to the TTC for better integration for multi-modal commuters.

The Commission received the communication for information and referred the matter to staff for consideration in the context of the assessment to be undertaken in response to item 8(e) on this agenda. 

(See item 8(e) for minute)

11. Reports with Confidential Attachments

(a)  TTC Office Consolidation 4050 Yonge Street Binding Offer to Lease

Chair Giambrone moved that:

The Commission:

1. Approve the recommendations, as set out in the confidential attachment, as amended; and

2. Note that the information in the confidential attachment remains confidential until December 31, 2010.

The motion by Chair Giambrone carried.

Commissioner Perruzza requested a recorded vote on this item.

In favour:  Chair Giambrone, Vice-Chair Mihevc, Commissioners Augimeri, Milczyn, Moeser and Saundercook.

Opposed:  Commissioner Perruzza


12. 12. Fire Ventilation Upgrade Project – Second Exits Donlands and Greenwood Stations - Status Update

It is recommended that the Commission receive this report for information.

Received   

13. 13. Interim Procurement Authorization for Transit City Projects

Chair Giambrone moved that recommendation no. 1 in the staff report be amended to include “with direct approval of the Chair and Vice-Chair of the TTC” after the word staff in the first line such that the recommendation now reads as follows:

“1. The Commission authorize staff, with direct approval of the Chair and Vice-Chair of the TTC, to continue to provide procurement related services to Metrolinx for the implementation and construction of the Sheppard East LRT, Eglinton Crosstown Lrt, Finch West Lrt and Scarborough RT (collectively the “Transit City program”), including preparing, administering and evaluating Transit City program procurements”.

The motion by Chair Giambrone carried.

Chair Giambrone further moved the inclusion of a fourth recommendation as follows:

“4. Staff subsequently report out to the commission on the contracts awarded”.

The motion by Chair Giambrone carried.

Chair Giambrone moved adoption of the report, as amended.

The motion by Chair Giambrone carried.  
           
The meeting recessed at 5:25 p.m.

The meeting reconvened at 6:05 p.m.

The meeting adjourned at 6:15 p.m.

Commissioners received a presentation from Steve O’Brien, Chair of the Customer Service Advisory Panel (CSAP), on the final recommendations in the volunteer group’s report entitled, Improving the TTC Experience: Laying the Tracks for a New Era of Customer Service.

The report includes 78 thorough observations and accompanying recommendations designed to help the TTC re-focus its efforts on customer service. Areas of study included communications, human resources, customer engagement and complaints and commendations.

Commissioners endorsed the recommendations in principle and directed the TTC Chief General Manager to begin the process of hiring a chief customer service officer, as well as report back on a move-forward implementation plan at the Sept. 30 Commission meeting.

Commissioners approved the award of a contract option worth $30.2 million to American Bus Product Inc. for the purchase of an additional 88 low-floor paratransit buses for delivery in 2011-2012. Wheel-Trans is scheduled to receive 48 Friendly buses in 2011 and the remaining 40 vehicles in 2012. Taking delivery on an accelerated schedule will result in a cost savings of $680,000. The Commission approved the initial order of 110 Friendly buses in 2008.

Commissioners approved the art and finishes for both the York University and Vaughan Corporate Centre stations on the Toronto-York Spadina Subway Extension:

York University Station

At York University, a public art selection process resulted in the selection of Jason Bruges as the public artist. Artwork is a series of glass panels on the east walls at the concourse and the smoke duct above the east train way. Mounted to the back of these panels are an array of Liquid Crystal Displays (LCDs), which can dynamically vary in tone between black and white. The result is a huge electronic screen that is capable of showing images.

Vaughan Corporate Centre Station

At Vaughan Corporate Centre, a public process awarded the job to Paul Raff. Artwork is integrated into the domed ceiling of the entrance building in a collaborative effort by the artist and architect. The surface of the domed ceiling will be primarily a diffusion with some panels having a more reflective surface to provide a visual depth, optical richness and subtle shifts of reflection with movement. Within the dome is a collection of apertures with sloping sides culminating in a skylight providing views to the sky.