Board Meeting - September 28, 2016

That the Board recess as the Committee of the Whole to deal with litigation or potential litigation matters, labour relations, employee negotiations, security of the property, and to receive advice which is subject to solicitor client privilege.

Meeting No. 2000 held on Monday, July 11, 2016

Public Presentations - September 28, 2016

Item 1. Chief Executive Officer's Report - September 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 May 26, June 30, & July 28, 2016 (For Information)

• Staff report for item 2
• Decision for item 2

Item 3. TTC Capital Program Review (Presentation) (For Action)

• Staff report for item 3
• Staff presentation for item 3
• External presentation for item 3
• Decision for item 3

Item 4. Wheel-Trans 10-Year Strategy - September 2016 Update (Presentation Available) (For Action)

• Staff report for item 4
• Decision for item 4

Item 5. Presentation: Q1-Q2 2016 Customer Satisfaction Survey Results (For Information)

• Staff report for item 5
• Decision for item 5

Item 6. Stations Transformation (Presentation Available) (For Action)

• Staff report for item 6
• Decision for item 6

Item 7. Streetcar Way Modernization Plan (For Action)

Deferred from July 11, 2016 meeting.

Report revised on September 27 (pages 1and 5).
Date changed from September to October, for future new Way building report.

• Staff report for item 7
• Decision for item 7

Item 8. 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 8
• Decision for item 8

Item 9. TTC Surplus Land Review (For Action)

This report contains information about a proposed or pending acquisition or disposition of land for municipal or local board purposes.

Correspondence submitted by Councillor Carmichael Greb.

• Staff report for item 9
• Decision for item 9

Item 10. Status and Future of Danforth Garage (For Action)

This report contains information about a proposed or pending acquisition or disposition of land.

• Staff report for item 10
• Decision for item 10

Item 11. Implications of Microtransit for TTC (For Action)

• Staff report for item 11
• Decision for item 11

Item 12. 52F Lawrence West Routing Change to Braecrest Avenue (For Action)

• Staff report for item 12
• Decision for item 12

Item 13. 66B Prince Edward Routing Change on Marine Parade Drive (For Action)

Correspondence submitted by D. Pike; Councillor Grimes.

• Staff report for item 13
• Decision for item 13

Item 14. Notice of Award - Supply and Install LED Customer Facing Information Screens (For Information)

• Staff report for item 14
• Decision for item 14

Item 15. 2017 Board and Committee Meeting Schedule (For Action)

• Staff report for item 15
• Decision for item 15

Item 16. Feasibility of Declaring the Roe Avenue Bus Loop Surplus

Correspondence submitted by Chair Colle on behalf of Councillor Carmichael Greb.

Correspondence considered with Report #9 - TTC Surplus Land Review.

• External report for item 16

J. Colle (Chair), A. Heisey, Q.C. (Vice-Chair), R. Byers, J. Campbell, S. Carroll, V. Crisanti, G. De Baeremaeker, R. Lalonde, J. Mihevc and D. Minnan-Wong (Commissioners). A. Byford, (Chief Executive Officer), V. Rodo (Chief Financial & Administration Officer), C. Upfold (Deputy CEO & Chief Customer Officer), R. Leary (Chief Service Officer), S. Reed Tanaka (Chief Capital Officer), B. Ross (Executive Director of Corporate Communications), J. Taylor (Chief of Staff), G. Buchberger (Acting Chief Operating Officer), P. Kraft (Head of Property, Planning & Development), J. Fraser (Head of Capital Programming), E. Wiggins (Head of Wheel-Trans), C. Greenwood (Head of Stations), J. Murray (Chief Project Manager - Construction), S. Lam (Head of Streetcars), A. Borkwood (Head of Customer Development), J. Darwood (Acting Head of Strategy & Service Planning), K. Lee (Head of Commission Services) D. McDonald (Co-ordinator – Secretariat Services) and M. Balanco (Administrator – Secretariat Services) were present.

Nil

Commissioner Crisanti moved that the Board approve the minutes of the meeting held on Wednesday, July 11, 2016. 
The motion by Commissioner Crisanti carried.

Nil

Item No. 4. Wheel-Trans 10-Year Strategy – September 2016 Update

• Alan Yule

• Luke Mellor

• Emily Jane Daigle (submitted brief)

The Board received the deputations for information. (See Item No. 4 for minute)

Item No. 6. Stations Transformation

Chair Colle moved that the Board waive Section 13(a) of the Procedures Bylaw relating to notice provisions for public presentations to permit a deputation on this item.

The motion by Chair Colle carried on a two thirds vote of the members present.
• Bob Kinnear, President – Amalgamated Transit Union, Local 113

The Board received the deputation for information. (See Item No. 6 for minute).

Item No. 11. Implications of Microtransit for TTC

Chair Colle moved that the Board waive Section 13(a) of the Procedures Bylaw relating to notice provisions for public presentations to permit deputations on this item from Kristine Hubbard and Sam Moini.

The motion by Chair Colle carried on a two thirds vote of the members present.

• Luke Mellor

• Kristine Hubbard - Beck Taxi

• Sam Moini - Toronto Taxi Alliance

The Board received the deputations for information. (See Item No. 11 for minute)

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

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

2. Approved Minutes of the Advisory Committee on Accessible Transit (ACAT) General Monthly Meetings for May 26, June 30 and July 28, 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 Meetings of May 26, June 30 and July 28, 2016.

3. TTC Capital Program Review

Peter Notaro, Executive Director – Strategic and Corporate Policy, City Manager’s Office, introduced Gary Webster of KPMG who delivered a presentation on this item. Following Mr. Webster’s presentation, Andy Byford, TTC Chief Executive Officer, delivered a PowerPoint presentation on the item.

The Board received the presentations for information.

Chair Colle moved the following motion:

i) Request that the City Manager initiate a review of the City of Toronto capital program delivery, including a review of project management of major capital projects for all City departments and other Agencies, Boards, and Corporations; staff reporting mechanisms to City Council and/or boards; and future options for project management and delivery of major capital projects;

ii) Request that the City Manager report back to Executive Committee and the TTC Board on the feasibility of a Major Capital Project Task Force. The Task Force would provide project management and coordination for all major capital projects for City departments, and Agencies, Boards, and Corporations. Resources for this group should be found within existing budgets and would be comprised of senior staff from Engineering and Construction Services, Transportation, the TTC and other departments with project delivery expertise.

iii) Request that the City Manager report on which of the 41 recommendations found in the TTC Capital Program Delivery review have been or will be adopted by the City.

The motion by Chair Colle carried.

Commissioner Minnan-Wong moved the following motion:

i) Request staff to transmit this report and the Board's decision to the Executive Committee of City Council and to advise the Executive Committee that an implementation report will be coming forward to the Board in December and will be forwarded to the Executive Committee at that time.

The motion by Commissioner Minnan-Wong carried.

Chair Colle moved adoption of the recommendations in the joint report from the City Manager and TTC Chief Executive Officer, as follows:
“The City Manager and Chief Executive Officer, TTC recommends that:

1) The TTC Board request the Chief Executive Officer, TTC to report to the December 2016 meeting of the TTC Board on an implementation plan, identifying timing and any new capital resources or investment required.

2) The TTC Board request the Chief Executive Officer, TTC to work in partnership with the City Manager to review and develop the implementation plan for recommendations that form part of Group 3, as outlined in Appendix 2 of this report.The TTC Board request the Chief Executive Officer, TTC to provide a semi-annual report to the TTC Board on the status of implementing the recommendations contained in Appendix 1 of this report”.

The motion by Chair Colle carried.
The item was adopted, as amended.

4. Wheel-Trans 10-Year Strategy – September 2016 Update

Eve Wiggins, Head of Wheel-Trans, delivered a PowerPoint presentation on this item.
The Board received the presentation for information and approved the recommendations in the staff report, as follows:

“It is recommended that the Board:

1) Note the eligibility categories as set out in the section entitled “Changes to Eligibility”, in this report.

2) Request staff to expand the ACAT membership to include persons with mental health and cognitive disabilities.

3) Request staff to commence a Family of Services pilot in 2017, including implementing the first of several improvements to customer policies, and report back outcomes in Q4 2017.

4) Approve the migration plan for existing customers as outlined in this report”.

5. Presentation: Q1-Q2 2016 Customer Satisfaction Survey Results

The Board opted to forego receipt of the staff presentation and received the item for information.

6. Stations Transformation

Collie Greenwood, Head of Stations, delivered a PowerPoint presentation on this item.
The Board received the presentation for information and approved the recommendations in the staff report, as follows:
“It is recommended that the Board:

1) Adopt the Stations Transformation Program as outlined herein noting that this initiative is part of the new Federal Public Transit Infrastructure Funding Program (PTIF); and

2) Endorse for inclusion the Stations Transformation budget as part of the 2017 TTC operating and 2017 – 2026 capital budget submission”.

7. Streetcar Way Modernization Plan

The Board approved the recommendation in the staff report, as follows:
“It is recommended that the Board:
1) Approve the Streetcar Way modernization plan”.

8. 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.

9. TTC Surplus Land Review

Vice-Chair Heisey moved the following motion:

i) that staff report back with additional information on properties not on the list that were excluded for non-operational reasons, one such example being area restrictions and/or properties declared surplus to be turned over to Build TO in 2009 or earlier.

The motion by Vice-Chair Heisey carried.

Commissioner Mihevc moved the following motion:

ii) that staff report back on the resource requirements to deal with TTC's surplus land in a realty manner including conceptual designs to assess TTC operational requirements as well as other costs and practical timing of possible developments.

The motion by Commissioner Mihevc carried. Commissioner Carroll moved the following motion:
iii) that staff report back in consultation with the CMO & Build TO, on mandate and business model refinements necessary to facilitate partnership development models to meet a broader range of the TTC's facility, accommodation needs and revenue needs.

The motion by Commissioner Carroll carried.

Chair Colle moved the following motion:

iv) that staff report back to the Board by the second quarter 2017, on the current usage of the Roe Avenue bus loop (1870 Avenue Road) and the feasibility of declaring the property surplus and transferring the property to the Toronto Parking Authority.

The motion by Chair Colle carried.

Chair Colle also moved adoption of the recommendations in the staff report, as follows:

“It is recommended that the Board:

1) Direct staff to report back to the Board in Q2 of 2017 with recommendations regarding the properties as listed in Tables 1, 2, and 3 of Attachment 1 Confidential Information that can be declared surplus to the operational needs of the TTC.

2) Direct staff to review the operational requirements of the properties listed in Table 4 of Attachment 1 – Confidential Information and, in consultation with City Real Estate Services and Build Toronto, report back to the Board with a plan for the redevelopment of these new properties, if feasible.

3) Not authorize the public release of the information contained in Attachment 1 Confidential Information until the properties have been formally declared surplus by the TTC”.

The motion by Chair Colle carried.
The item was adopted, as amended.

Communication:

• Councillor Christin Carmichael Greb, Ward 16

10. Status and Future of Danforth Garage

Commissioner Mihevc moved that Recommendation No. 2 in the staff report be amended to include the following:

“That the confidential information not be released until final direction is received from the Board” so such recommendation now reads as follows:

2) Authorize the public release of the confidential information and recommendation in Attachment 1, if a disposition of 1627 Danforth Avenue is finalized to the satisfaction of the TTC’s Chief Financial & Administration Officer and General Counsel, and when final direction is received from the Board”.

The motion by Commissioner Mihevc carried.

The item was adopted as amended.

11. Implications of Microtransit for TTC

Commissioner Minnan-Wong moved the following motion:

i) If and once a suitable area is determined that the TTC issue a Request for Expression of Interest that allows interested parties, including taxi companies, to participate in the REOI with a report back on the status of the program in ten months’ time; orat the discretion of staff TTC issue an REOI and request participants to identify areas of the city where microtransit may be appropriate.

The motion by Commissioner Minnan-Wong carried.

Chair Colle moved adoption of the recommendations in the staff report, as follows:

“It is recommended that the Board:

1) Approve forwarding this report to the City of Toronto Municipal Licensing and Standards, Planning, and Transportation Services Departments, to Metrolinx, and to the Ontario Ministry of Transportation, noting the TTC’s position that all transportation providers in Toronto should be required to use accessible vehicles designed to serve people who have mobility challenges or who use mobility devices and aids; and

2) Direct TTC staff to conduct a study to determine if there are any suitable areas within the city of Toronto for the implementation of a pilot on-demand ride-sharing service concept”.

The motion by Chair Colle carried.
The item was adopted, as amended.

12. 52F Lawrence West Routing Change to Braecrest Avenue

The Board approved the recommendation in the staff report, as follows:
“It is recommended that the Board:
Approve the recommended changes, as detailed in this report, effective February 13, 2017”.

13. 66B Prince Edward Routing Change on Marine Parade Drive

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

1) Approve the routing changes, as described in this report under Recommended Alternative 2, effective February 12, 2017, conditional on the City of Toronto making the necessary changes to automobile parking regulations.

This report will be forwarded to City Transportation Services for implementing the necessary automobile parking regulation changes. This report will also be forwarded to the Chief Planner – City of Toronto in support of the Waterfront Transit Reset Project proposal for Waterfront Drive”.
Communications:

• D. Pike

• Councillor Mark Grimes, Ward 6

14. Notice of Award – Supply and Install LED Customer Facing Information Screens

The Board received this item for information.

15. 2017 Board and Committee Meeting Schedule

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

1) the 2017 meeting schedule dates for the TTC Board and the Audit & Risk Management, Budget, and Human Resources & Labour Relations Committees, as set out below (see Attachment 1 for calendar view); and

2) that the published schedule serve as notice for these meetings”.

TTC Board
Wednesday, January 18, 2017
Tuesday, February 21, 2017
Wednesday, March 22, 2017
Thursday, April 6, 2017 (Strategy)
Thursday, April 20, 2017
Thursday, May 18, 2017
Thursday, June 15, 2017
Wednesday, July 12, 2017
Tuesday, September 5, 2017
Monday, October 16, 2017
Monday, November 13, 2017
Monday, December 11, 2017

Audit & Risk Management
Thursday, February, 9, 2017
Monday, May 29, 2017
Wednesday, September 27, 2017
Tuesday, November 28, 2017
Budget Committee
Tuesday, February 28, 2017
Tuesday, June 6, 2017
Tuesday, September 19, 2017
Human Resources & Labour Relations
Wednesday, March 8, 2017
Thursday, June 1, 2017
Thursday, November 2, 2017
The meeting adjourned at 6:45 p.m.

Board members received an update indicating overall customer satisfaction remained at a high of 80 per cent in Q2 2016, which shows that customers are noticing the improved reliability and consistency of the service the TTC is delivering. The Q2 (April to June) results also showed customer perceptions of value for money also remained high with 92 per cent of telephone respondents saying they received average, good or excellent value for money on their last TTC trip. The next survey update scheduled for the TTC Board is February 2017.

Board members received a presentation from TTC staff on the Wheel-Trans 10-Year Strategy and Family of Services pilot and approved the following recommendations:

• Note the eligibility criteria as set out in the Changes to Eligibility section of the report.
• Request TTC staff to expand the Advisory Committee on Accessible Transit membership to include persons with mental health and cognitive disabilities.
• Request TTC staff to commence a Family of Services pilot in 2017, including implementing the first of several improvements to customer policies, and report back outcomes in Q4 2017.
• Approve the migration plan for existing customers.

The Family of Services pilot, scheduled for mid-2017, allows the TTC to work with customer volunteers to test, validate and refine concepts to build a final service delivery model and supporting operating procedures that meet customer travel needs.

Changes to eligibility criteria under the Accessibility for Ontarians with Disabilities Act requires all specialized transportation service providers to implement new categories of eligibility no later than Jan. 1, 2017.

New eligibility criteria includes Ontario Human Rights Code-recognized disabilities that prevent a person from using conventional transit, such as physical, cognitive, sensory and/or mental health issues.

The TTC Board approved the Wheel-Trans 10-Year Strategy in February 2016.

In response to a City Manager-led review initiated by City Council in March 2015, and conducted by KPMG Capital Advisory Group, the TTC Board approved a report on the TTC Capital Program Delivery Review and endorsed the following recommendations:

• The TTC Board request the Chief Executive Officer, TTC to report to the December 2016 meeting of the TTC Board on an implementation plan, identifying timing and any new capital resources or investment required.
• The TTC Board request the Chief Executive Officer, TTC to work in partnership with the City Manager to review and develop the implementation plan for recommendations that form part of Group 3, as outlined in Appendix 2 of the report.
• The TTC Board request the Chief Executive Officer, TTC to provide a semi-annual report to the TTC Board on the status of implementing the recommendations contained in Appendix 1 of the report.

The Board also approved motions by TTC Chair Josh Colle requesting the City Manager initiate a capital program delivery review of City of Toronto and its other agencies, boards and corporations; requesting the City Manager report back to the Executive Committee and the TTC Board on the feasibility of a Major Capital Project Task Force; and request the City Manager report back on which of KPMG’s 41 recommendations have been or will be adopted by the City.

The TTC agrees with KPMG’s 41 recommendations for improvement to six areas of its business:

• Governance and Policy (10 recommendations).
• Relationships and Competency (5 recommendations).
• Processes and Procedures (15 recommendations).
• Data and Analysis (4 recommendations).
• Tools and Technology (5 recommendations).
• Implementation and Monitoring (2 recommendations).

The City Manager’s Office, KPMG and the TTC Board recognized the TTC’s recent efforts to improve capital project management. In 2014, the TTC established the Portfolio Management Office (PfMO) within the CEO’s Office to support the development and implementation of standardized tools and processes for capital project delivery across the organization, and to provide in-house consultant services to areas of the organization that do not have the required program and portfolio management practices.

Since its introduction, the PfMO has focused predominantly on the introduction of processes for business case development; project change control; project prioritization; standardized reporting to the CEO and Executive Team; and improving transparency of project status reporting through the monthly CEO’s Report to the TTC Board.

Board members approved the TTC’s Stations Transformation Program worth approximately $51 million in capital improvements. As part of the Five-Year Corporate Plan to modernize the TTC, the transformation plan will see the overhaul of station design and role as the TTC nears full implementation of PRESTO.

The TTC is preparing to introduce a multi-functional, customer-focused and mobile Customer Service Agent role in place of the Station Collector role, starting mid-2017. In-station transition will also see Collector booth conversions, public information hubs, full-service fare-vending machines, upgraded farelines and an increase of closed-circuit television cameras. The program is partly funded through the new federal Public Transit Infrastructure Fund.

With the TTC gradually converting to one-person train operation, uniformed Customer Service Agents will be available and capable to respond to customer care and first-aid issues, delay incidents and light maintenance matters.

The TTC Board approved the Streetcar Way Modernization Plan. The Plan authorizes Streetcar Way to lease a temporary facility with trailers so that the existing bending yard at Hillcrest can be freed up for the construction of a permanent Streetcar Way facility worth $38.8 million at Hillcrest Complex. The new building will encompass 3,400 square metres for offices and weather-protected rail-bending operations, with 4,000 square metres of outdoor space for pre-assembly of special track work and material storage.

The facility will allow pre-fabrication of rails for intersections (panelization), and will also consolidate Way crews from Roncesvalles and Russell carhouses to a centralized location. The new facility and associated equipment upgrades will thus improve on efficiency, employee safety, and reduce disruption to the community at the work sites. Construction will take about three years to complete.

The TTC Board approved a report outlining potential benefits and risks of microtransit in Toronto, and directed TTC staff to conduct a study to determine if there are any suitable areas in the city to conduct an on-demand, ride-sharing service pilot. Board members also approved the following motion by Commissioner Denzil Minnan-Wong: If and once a suitable area is determined that the TTC issue a request for expression of interest (REOI) that allows parties, including taxi companies, to participate in the REOI with a report back on the status of the program in 10 months’ time; or at the discretion of staff, TTC issue a REOI and request participants to identify areas of the city where microtransit may be appropriate.

Microtransit (or ride-sharing) services are defined as private vehicles that offer rides to multiple passengers along fixed or variable routes and charge a fare for each passenger carried, such as Uber. These services are accessed and ordered in advance using a smartphone application.

Last January, the Board supported a motion moved by Commissioner Minnan-Wong to request a staff report on the benefits and risks of microtransit.

The Board approved the 2017 schedule of meetings at Toronto City Hall as follows (held at 1 p.m. unless otherwise indicated):

• Wednesday, January 18
• Tuesday, February 21
• Wednesday, March 22
• Thursday, April 6 (Special Board Strategy)
• Thursday, April 20
• Thursday, May 18
• Thursday, June 15
• Wednesday, July 12
• Tuesday, September 5
• Monday, October 16
• Monday, November 13
• Monday, December 11

The next scheduled regular TTC Board meeting will be on Thursday, October 27 at Toronto City Hall. The meeting will be live-streamed on the Official TTC YouTube Channel