Board Meeting - December 19, 2013

K. Stintz (Chair), M. Adamson (Vice-Chair), M. Augimeri, J. Colle, G. De Baeremaeker, N. Di Donato, P. Milczyn and J. Parker (Board Members), A. Byford (Chief Executive Officer), S. Ghaly (Chief Capital Officer), B. Hughes (Acting Chief Customer Officer), V. Rodo (Chief Financial & Administration Officer), G. Shortt (Acting Chief Operating Officer), C. Upfold (Acting Chief Service Officer), B. Leck (Head of Legal & General Counsel), B. Ross (Executive Director of Corporate Communications), M. Stambler (Head of Strategy and Service Planning), M. Roche (Head of Finance & Treasurer), A. Pace (Head of Strategic Partnerships), D. Garisto (Head of Property Development), M. Piemontese (Director – Project Procurement), K. Lee (Head of Commission Services) and D. McDonald (Co-ordinator – Corporate Secretariat Services) were present.

K. Stintz was in the Chair.

NIL

Vice-Chair Adamson moved that the Board approve the minutes from Meetings No. 1964, 1965 and 1966 and that the Chair and Chief Financial & Administration Officer be authorized to sign the same.
The motion by Vice-Chair Adamson carried.

Commissioner Colle submitted a petition he received from the Fairbank Village Business Investment Area (BIA) in support of his motion adopted at the October 23, 2013 Board meeting which requests staff to report back on the feasibility of implementing a time-based transfer program along the stretches of Eglinton Avenue that are affected by the Eglinton-Crosstown station construction.

The Board received the foregoing petition for information and inclusion in the record.

NIL

NIL

a) Chief Executive Officer’s Report – December 2013 Update
Alan Yule
The Board received the deputation for information.
(See Item 3(a) for minute).
b) Commuter Parking Lot Strategy
Alan Yule
The Board received the deputation for information.
(See Item 8(a) for minute).

NIL

Nil

Nil

NIL

1. Reports with Confidential Attachments (Committee of the Whole)a) Toronto-York Spadina Subway Extension – Contract A31-1 – Risk Management

Nil

Prior to commencing with the Presentations portion of the agenda, Chair Stintz read a number of customer highlights. The first communication was from a customer who had not been on the system for several years who was very impressed with improvements in cleanliness, announcements and employee professionalism. The second letter commends the efficiency of the shuttle bus operation activated during a recent morning rush hour closure of Lawrence Station due to a watermain break. Similarly, the next communication recognizes the excellent work of employees positioned at Kennedy and Victoria Park Stations during the recent handling of a shuttle bus operation between these two locations. The fourth letter from a customer who is unaccustomed to travelling during rush hour describes how efficient the movement of customers was through the subway and how friendly and polite the TTC employees were during the trip. The final letter thanks the TTC for the “fantastic” open house recently held at Harvey Shops. This customer notes how professional and enthusiastic the volunteer staff were and urges the TTC to host more of these events in the future.

The Board extended its appreciation to all of these employees for their role in promoting a positive image of the TTC in the performance of their duties.

2. Presentations

a) Appointment of Members to Advisory Committee on Accessible Transit

Orest Kobylansky, Head of Bus Transportation, joined Chair Stintz in presenting plaques and framed certificates of appreciation to retiring ACAT members Brayan Bratanov, Lori March, Valdo Tammark, Howard Wax and Adam Cohoon.

Following the presentations, the Board approved the recommendation contained in the staff report, as follows:

“It is recommended that the Board:

1. approve the appointment of five candidates to the Advisory Committee on Accessible Transit, commencing their term on January 1, 2014 and ending December 31, 2016 (See Appendix A);

2. approve the appointment of three candidates to re-establish a pool to draw from in the event a member does not accept or complete their term and, if not used, to be short listed automatically for 2015 new vacancies; and

4. present the retiring five members with in-appreciation plaques and a transit pass in line with the number of years served in their term as recognition of their contribution (See Appendix A)”.

b) PRESTO Implementation at the TTC – Status Update

Allan Foster, Program Manager – Farecard, provided a PowerPoint presentation on this item.

The Board received the presentation for information.

3. Budget Matters

a) Chief Executive Officer’s Report – December 2013 Update

Chair Stintz moved:

1. That the TTC confirm the expectation with PRESTO that the system will be substantially completed in time for the Pan Am Games;

2. The schedule for implementation of PRESTO within the subway stations be reviewed and expedited;

3. That CEO Andy Byford meet with Metrolinx to identify opportunities to expedite the implementation; and

4. That a report be provided to the members of the TTC Board every two weeks on the schedule and status.

The motion by Chair Stintz carried.

Commissioner Milczyn moved that the CEO consider fare integration around York University when considering fare integration with GO Transit and other local transit agencies.

The motion by Commissioner Milczyn carried.

Chair Stintz moved adoption of the item, as amended.

The motion by Chair Stintz carried.

b) 2013 Capital Budget Technical Adjustments

It is recommended that the Board:

1. Approve the reallocation of funds within the approved 2013 TTC Capital Budget in the amount of $12.091 million with zero impact to expenditures and funding as detailed in Appendix A attached;

2. approve technical budget adjustments resulting in the deferral and acceleration of $45.369 million in the approved 2013 TTC Capital Budget and future year cash flow commitments (including related funding impacts) with zero impact to overall expenditures and funding as outlined in Appendix B attached;

3. approve the application of additional funding sources including increases in the following for 2013: $1.040 million in the Provincial Gas Tax Funding (PGT) Reserve Funds XR3018, $42.629 in 2013 Move Ontario 2020 Reserve Funds XR 3025, and reductions to the Canada Strategic Infrastructure Fund (CSIF) Reserve Funds XR3020 by $17.184 million, LRVs Provincial Funding by $9.355 million, Federal Gas Tax (FGT) by $5.334 million, TTC Depreciation by $11.796 million inclusively as outlined in Appendix B attached; and,

4. forward this report to the City of Toronto for Council approval.

Approved

c) PricewaterhouseCoopers LLP 2012 Management Letter Follow-UP Reports

It is recommended that the Board:

1. Receive the attached follow-up report on the PricewaterhouseCoopers LLP (PWC) management letter to TTC, for information;

2. Receive the attached follow-up report on the PWC management letter to Toronto Coach Terminal Inc. (TCTI), for information; and

3. Approve the forwarding of the attached reports to the Audit Committee of the City of Toronto.

Approved

4. Procurement Authorizations

a) Procurement Authorization – Supply of Integrated PC Hardware and Servers Proposal No. P25BF13119

It is recommended that the Board authorize the award of a contract to CompuCom Canada Co. (CompuCom) in the total upset limit amount of $11,100,000 (inclusive of contingency and all applicable taxes) for a 5 year period effective January 1, 2014, with the option to renew for an additional 2 years on the basis of only qualified proposal received.

Approved

b) Procurement Authorization – Toronto-York Spadina Subway Extension - Supply and Install Radio Electronics and Coverage Testing – Contract A80-16

It is recommended that the Board authorize the award of a contract to Futurecom Systems Group Inc. (Futurecom) in the amount of $7,872,944.61 for Contract A80-16, Toronto-York Spadina Subway Extension (TYSSE) – Supply and Install Radio Electronics and Coverage Testing.

Approved

5. Procurement Authorization Amendments

NIL

6. Notice of Awards

NIL

7. Service Matters

a) Changes to Bus Stop Locations at Planned New Pedestrian Crossing Signal on Burnhamthorpe Road
The Board deferred this item to the January 2014 meeting of the TTC Board noting that no action will be taken in the interim to relocate the subject bus stops.

8. Other Business

   a) Commuter Parking Lot Strategy

   It is recommended that the Board:

   1. Formally advise the City and Build Toronto of the deferral of the planned closures of the commuter parking lots as follows:

   Wilson West and Wilson South – remain open until the parking lots of the TYSSE are open and operational in 2016;

   Victoria Park and Warden North – remain open during Eglinton Crosstown LRT and Scarborough Subway Extension construction post 2021; and

   2. Formally advise Metrolinx to maximize the current parking capacity at Kennedy during and post construction of the Eglinton Crosstown LRT.

   Approved

   b) Trinity Substation – Community Gardens

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

   Received

   c) Planning and Consultation Process for Second Exits – Evaluation Framework

   Anna Pace, Head of Strategic Partnerships, provided the Board with an overview of the second exit process and Jay Young, Chair of the Expert Advisory Panel on Second Exits provided a summary of the evaluation framework.

   The Board received the presentations for information and both Chair Stintz and CEO A. Byford thanked the panel for their hard work and dedication to this project. The Board subsequently adopted the recommendation in the staff report, as follows:

   “It is recommended that the Board:

   1. endorse the evaluation framework submitted by the Expert Advisory Panel on Second Exits:

   2. direct staff to report back to the Board on the next phase of the second exit planning and consultation process as it relates to local working groups, incorporating the recommendations of the Expert Advisory Panel on Second Exits; and

   3. thank the panel for their efforts and commitment to this project”.

   Approved

   d) Customer Information – TTC App Contest

   It is recommended that the Board receive this report for information which details the strategy for moving forward with a TTC App Contest to improve customer knowledge of self-serve opportunities via third party TTC Apps.

   Received

   e) Bicycle Crossing on St. Clair Avenue West at Poplar Plains Road

   The Board referred this item to the City of Toronto Public Works and Infrastructure Committee for consideration as a Poplar Plains Road bicycle route issue.

   f) Proxy to Vote Toronto Transit Commission Shares in Toronto Transit Infrastructure Limited

   It is recommended that the Board approve the attached proxy to exercise the 1,000 Toronto Transit Commission shares in Toronto Transit Infrastructure Limited for any Toronto Transit Infrastructure Limited Shareholders Meeting that is held during the year 2014
   .
   Approved

   g) Proxy to Vote Toronto Transit Commission Shares in Toronto Coach Terminal Inc.
   It is recommended that the Board approve the attached proxy to exercise the 10,000 Toronto Transit Commission shares in Toronto Coach Terminal Inc. for any Toronto Coach Terminal Inc. Shareholders Meeting that is held during the year 2014.

   Approved

9. New Business

a) Request for a Report on the Implementation of a Time-Based Transfer System

Submitted by Chair Stintz:

The TTC’s transfer policy has remained unchanged for decades and although relatively simple in concept the details can sometimes confuse customers. Many cities around the world have a transfer policy that allows unlimited travel during a particular time period (90 or 120 minutes) which has benefits for customers.

As part of our customer centred focus and the introduction of the Presto fare card system at the TTC, we have the opportunity to review our transfer policy and the implementation of a time-based transfer system. Considering this, staff is requested to report back in January on the relative costs and benefits of moving to a time based transfer policy and the best way to make such a change should it be adopted.

Approved

b) TTC Procurement Process

Submitted by Commissioner Colle:

That staff be requested to report back on TTC’s current procurement practices and the efforts made to increase bids and market competitiveness.

Approved

10. Correspondence

C1 – Angela Marley, Chair of the Advisory Committee on Accessible Transit (ACAT) forwarding the approved minutes of the October 31, 2013 ACAT General Monthly meeting.

The Board received the communication for information.

C2 – Alan Yule requesting the opportunity to deliver a presentation at a future TTC Board meeting on improving safety when loading passengers on our new streetcar fleet.

The Board referred the communication to staff for appropriate action.

C3 – TTC Chair Karen Stintz informing the Board that she is resigning as Chair of the TTC effective February 22, 2014 and of her intent to remain a member of the Board for the duration of her appointment.

The Board received the communication for information.

C4 – Councillor Mike Layton in support of the Trinity Substation community gardens project.

The Board received the communication for information.
(See Item 8(b) for minute).

The meeting adjourned at 4:00 p.m.

NIL

Chair Karen Stintz formally advised the Board that she will be relinquishing her role as Chair as of Feb. 22, 2014, and indicated her intention to continue to serve as a Commissioner. City Council will select her replacement at its Feb. 19, 2014 meeting.

The Board approved the following request presented by TTC Chair Karen Stintz: “The TTC’s transfer policy has remained unchanged for decades and although relatively simple in concept, the details can sometimes confuse customers. Many cities around the world have a transfer policy that allows unlimited travel during a particular time period (90 or 120 minutes), which has benefits for customers.

“As part of our customer-centred focus, and the introduction of the Presto fare card system at the TTC, we have the opportunity to review our transfer policy and the implementation of a time-based transfer system. Considering this, staff is requested to report back in January on the relative costs and benefits of moving to a time-based transfer policy and the best way to make a change should it be adopted.”

 Board members received a presentation on the status of Presto implementation. The TTC subsequently approved the following four-point motion presented by TTC Chair Karen Stintz: “Confirm the expectation with Presto that the system will be substantially implemented in time for the Pan Am Games (2015); the schedule for implementation of Presto within the subway stations be reviewed and expedited; CEO Andy Byford meet with Metrolinx to identify opportunities to expedite the implementation; and a report be provided to the members of the Board every two weeks on the schedule and status.”

The TTC Board endorsed a new evaluation framework that will guide the TTC in planning and locating subway station second exits. The framework was submitted by a specially convened Expert Advisory Panel made up of private citizens. The Board also directed TTC staff to report back on the next phase of second-exit planning and consultation. The TTC will report back to the Board in early 2014 on a process for local working groups to assess locations of second exits at individual stations.The TTC has identified 14 priority stations: Broadview, Castle Frank, Dufferin, Pape, Wellesley, Woodbine; to be planned: Chester, College, Donlands, Dundas, Dundas West, Greenwood, Museum and Summerhill.

The Board approved a recommendation to formally advise the City and Build Toronto of the deferral of the planned closures of the following TTC commuter lots to ensure minimal impact on customers:

• Wilson West and Wilson South: to remain open until the Spadina Subway Extension lots are open and operational in 2016. 
• Victoria Park and Warden North: to remain open during Eglinton Crosstown LRT and Scarborough Subway Extension construction post 2021.

The TTC will formally advise Metrolinx to maximize the current parking capacity at Kennedy Station during and post-construction of the Eglinton Crosstown LRT. If these planned closures proceeded, about 60 per cent of the TTC’s parking supply would have been impacted. The TTC manages 28 commuters lots (over 13,600 spaces).

The Board named five new members to the Advisory Committee on Accessible Transit (ACAT): Mazin Aribi, Karma Burkhar, Marian McDonell, Bobbi Moore and Angela Ribeiro. They begin their three-year terms on Jan. 1, 2014. Commissioners thanked outgoing members: Brayan Bratanov, Lori March, Valdo Tammark, Howard Wax and Adam Cohoon. ACAT is comprised of Toronto citizens who advise members of the TTC on difficulties faced by people with disabilities and seniors, and recommends the elimination of barriers to accessible public transit.

The TTC is undertaking a transit app contest, co-promoted and co-judged with blogTO, to help improve customer knowledge of self-serve opportunities with third-party mobile apps using TTC open data. A winner is expected to be announced in early 2014.