Board Meeting - October 27, 2016

Joanne De Laurentiis

Requests to speak must be registered by noon of the business day preceding meeting day. A final deputation list will be distributed at the meeting.

Item 1. Chief Executive Officer's Report - October 2016 Update (For Information)

• Staff report for item 1
• Decision for item 1

Item 2. Approved Minutes of the Advisory Committee on Accessible Transit (ACAT) General Monthly Meetings for August 25, 2016 (For Information)

• Staff report for item 2
• Decision for item 2

Item 3. Correspondence - Improving Safety and Accessibility When Moving between Subway Train and Platform

Submitted by TTC Chair J. Colle on behalf of ACAT Chair M. Aribi.

• Staff report for item 3
• Decision for item 3

Item 4. Toronto-York Spadina Subway Extension Claims Settlement Update (For Action)

This report contains advice or communications that are subject to solicitor-Client Privilege.

• Staff report for item 4
• Decision for item 4

Item 5. Auditor General's Report - Continuous Controls Monitoring Program - Toronto Transit Commission, Employee Overtime and Absenteeism, 2015 (For Action)

• External report for item 5
• Decision for item 5

Item 6. Procurement Authorization - Scarborough Subway Extension - Project Controls Services - Contract FE85-7 (For Action)

Deferred from the July 27, 2016 meeting.

Correspondence submitted by S. Yetman.

• Staff report for item 6
• Decision for item 6

Item 7. Feasibility of Acceleration - Easier Access Phase III (For Action)

• Staff report for item 7
• Decision for item 7

Item 8. License Agreement - Exhibition Place Transit Loop (For Action)

• Staff report for item 8
• Decision for item 8

Item 9. New Business: Youth Advisory Committee to the TTC

Submitted by TTC Chair J. Colle.

Added to the agenda on a majority vote.

• Staff report for item 9
• Decision for item 9

J. Colle (Chair), A. Heisey, Q.C. (Vice-Chair), R. Byers, J. Campbell, S. Carroll, V. Crisanti, G. De Baeremaeker, J. De Laurentiis, R. Lalonde, J. Mihevc and D. Minnan-Wong (Members), A. Byford, (Chief Executive Officer), V. Rodo (Chief Financial & Administration Officer), A. Borkwood (Acting Deputy CEO & Chief Customer Officer), R. Leary (Chief Service Officer), S. Reed Tanaka (Chief Capital Officer), G. Piemontese (Chief People Officer), J. O’Grady (Chief Safety Officer), M. Palmer (Acting – Chief Operating Officer), B. Ross (Executive Director of Corporate Communications), J. Taylor (Chief of Staff), T. Bal (Head of Internal Audit), Mike Piemontese (Acting Head of Materials & Procurement), R. Thompson (Chief Project Manager – Scarborough Subway Extension),  S. Stewart (Project Manager – Construction Department), C. Leach (Audit Manager), K. Lee (Head of Commission Services) and D. McDonald (Co-ordinator – Secretariat Services) were present.

Chair Colle introduced Commissioner Joanne De Laurentiis who was appointed to the Toronto Transit Commission Board on October 5, 2016 by Toronto City Council.

Upon completion of the introduction, B. Leck Head of Legal & General Counsel administered the Declaration of Office to Commissioner De Laurentiis.

Minutes of the Previous Meeting
Commissioner Carroll moved that the Board approve the minutes of the meeting held on Wednesday, September 28, 2016.
The motion by Commissioner Carroll carried.
Business Arising Out of the Minutes

Nil

1. Chief Executive Officer’s Report – October 2016 Update

The Board received the Chief Executive Officer’s Report – October 2016 Update for information.

2. Approved Minutes of the Advisory Committee on Accessible Transit (ACAT) General Monthly Meetings for August 25, 2016

Chair Mazin Aribi, Advisory Committee on Accessible Transit (ACAT) introduced this item.
Following the ACAT Chair’s comments the Board received for information the approved minutes from the Advisory Committee on Accessible Transit (ACAT) General Monthly Meeting of August 25, 2016.

3. Correspondence – Improving Safety and Accessibility When Moving between Subway Train and Platform (submitted by TTC Chair J. Colle on behalf of ACAT Chair M. Aribi)

Chair Colle moved that this item be referred to staff to report back on findings and progress to-date.
The motion by Chair Colle carried.

4. Toronto-York Spadina Subway Extension Claims Settlement Update

The Board:
1) Received a confidential update related to the status of TYSSE claims settlement.

2) Authorized that the information provided in the confidential update is to remain confidential in its entirety as it contains information or communication that is subject to solicitor – client privilege.

5. Auditor General’s Report – Continuous Controls Monitoring Program – Toronto Transit Commission, Employee Overtime and Absenteeism, 2015

The Board approved the recommendation in the Auditor General’s report, as follows:

1) The Board request the Chief Executive Officer to undertake a review of existing reports and ensure that effective reports for reviewing and monitoring overtime and absenteeism expenses by individual departments and the organization as a whole be developed as part of the implementation of the new financial system.

2) This report be forwarded to the City’s Audit Committee for information.

6. Procurement Authorization - Scarborough Subway Extension – Project Controls Services – Contract FE85-7 (Deferred from the July 11, 2016 meeting)

The Board approved the recommendation in the staff report as follow, as follows:
“It is recommended that the Board:

1) Authorize award of contract FE85-7 for Project Control Services for the SSE to the following firms, in the noted upset limit amounts, in Canadian funds, including taxes, each with a duration of ten years from the Notification of Award, on the basis of the three highest total weighted scores.

Firm Upset Limit
Comtech Group Inc. $10 Million
Stantec Consulting Ltd. $10 Million
Turner & Townsend cm2r Inc., operating as $10 Million
Turner & Townsend
Total Upset Limit $30 Million”

7. Feasibility of Acceleration – Easier Access Phase III

The Board approved the recommendation in the staff report, as follows: “It is recommended that the Board receive the current schedule noting the acceleration efforts presently underway, and that staff will continue to seek opportunities for schedule improvement.”

8. Licence Agreement – Exhibition Place Transit Loop

The Board approved the recommendation in the staff report, as follows:

“It is recommended that the Board:

1) Authorize the execution of the licence agreement between The Board of Governors of Exhibition Place and City of Toronto, and the Toronto Transit Commission for the licence for TTC use of the premises located at the north east corner of Manitoba Drive and Nova Scotia Avenue, Toronto, for a term of twenty years, in accordance with the terms and conditions summarized in this report, Toronto Transit Commission’s policies, and any other documents or agreements arising as a result of entry into the agreement, in a form acceptable to the TTC’s Head – Legal and General Counsel”.

9. New Business: Youth Advisory Committee to the TTC (submitted by TTC Chair J. Colle)

(Item was added to the agenda on a majority vote of the members present in accordance with Section 41(b) of the By-Law to Govern Commission Proceedings).

The Board subsequently approved the recommendation in the New Business item, as follows:

“It is recommended that the Board:

1) Direct staff to report back to the Board on establishing an Official TTC Youth Advisory Committee”.

The meeting adjourned at 3:25 p.m.