Toronto Parking Authority
The full agenda, as filed
All 15 items in the clerk’s order. Each carries the city’s own words: the staff recommendation, what the body decided, and its status. Nothing below is written by us.
PA23.1adopted
Results of Agreed-Upon Procedures to Assess Controls over Pay and Display Credit Card Revenues
In late 2017, the City's Fraud and Waste Hotline (operated by the Auditor General's Office) received a complaint regarding Toronto Parking Authority's vendor (the Vendor) of Pay and Display machines and related services. The Auditor General undertook an initial assessment of the allegations to better understand the information provided and to consider what actions would be appropriate in order to prioritize available resources. The Auditor General also considered the scope of prior audits of Toronto Parking Authority completed by her Office and held preliminary discussions with Toronto Parking Authority management and their external financial statement auditor. After this initial assessment, further consideration was given to the following allegations: 1. Toronto Parking Authority credit card revenue was redirected by the Vendor (meaning Toronto Parking Authority was not receiving parking revenues processed by the Vendor through the Pay and Display machines). 2. Toronto Parking Authority did not exercise appropriate due diligence in procurements from the Vendor. For the first allegation, the Auditor General liaised with Toronto Parking Authority and its external auditor to decide the level of work required to assess risks to the City and how those risks were being managed by Toronto Parking Authority. The external auditor performed agreed upon procedures to test key controls including controls that provide reasonable assurance over the completeness and accuracy of recorded revenue and receivables. Although we did not conduct in-depth testing of the Vendor's systems and records ourselves, no evidence came to our attention through the work of the external auditor that would suggest that Toronto Parking Authority credit card parking revenue was being redirected by the Vendor. The Auditor General's Office has closed this Fraud and Waste Hotline allegation - no further work will be conducted at this time. For the second allegation, Toronto Parking Authority has purchased Pay and Display equipment and related services on a non-competitive/sole-source basis from the same vendor since 1998. In 2009, the Auditor General's Office completed an audit of Toronto Parking Authority Pay and Display Parking Operations - Review of Revenue, Expenditure and Procurement Practices. Given the length of time that has passed since the Auditor General's Office last conducted an audit in this area, and because of the longstanding relationship between Toronto Parking Authority and this Vendor, we may consider doing further work in the future to examine this relationship in the context of current procurement rules and contract management. This report presents the Auditor General's consideration of risks raised in the complaint allegations as noted above.
The Board of Directors of Toronto Parking Authority: 1. Requested the President, Toronto Parking Authority to address the findings of the external auditor including: a. requesting the vendor of its Pay Display machines and related services to implement formal reporting mechanisms to identify, assess, track and report internal control deficiencies and subsequent remediation efforts; b. requesting the vendor of its Pay and Display machines and related services to implement appropriate controls to be able to monitor activity of users that are able to access the system underlying Toronto Parking Authority's Pay and Display machines; and c. obtaining an annual CSAE 3416/SOC1 (Service Organization Control) Type 2 report from the vendor of its Pay and Display machines and related services. 2. Forwarded this item to City Council for information.
Staff recommendation as filed
The Auditor General recommends that: 1. The Board request the President of the Toronto Parking Authority to address the findings of the external auditor including: a. requesting the vendor of its Pay Display machines and related services to implement formal reporting mechanisms to identify, assess, track and report internal control deficiencies and subsequent remediation efforts; b. requesting the vendor of its Pay and Display machines and related services to implement appropriate controls to be able to monitor activity of users that are able to access the system underlying Toronto Parking Authority's Pay and Display machines; and c. obtaining an annual CSAE 3416/SOC1 (Service Organization Control) Type 2 report from the vendor of its Pay and Display machines and related services. 2. The Board forward this report to City Council for information through the City's Audit Committee.
PA23.2adopted
Toronto Parking Authority - 2020 Audited Financial Statements
This report presents the audited financial statements for the year ended December 31, 2020 to the Board of Directors of Toronto Parking Authority for approval and provides highlights of the 2020 financial results. KPMG LLP has substantially completed their audit of Toronto Parking Authority's financial statements for the year ended December 31, 2020. A draft of these financial statements along with a copy of KPMG's year end report to the Board of Directors is provided in Attachments 1 and 2. KPMG Audit Partner, Kevin Travers, will be attending the May 12, 2021 Board meeting to provide an update on the status of their work, as well as a summary on significant accounting and financial reporting matters dealt with during the audit process.
The Board of Directors of Toronto Parking Authority: 1. Approved the audited financial statements for the year ended December 31, 2020.
Staff recommendation as filed
The President, Toronto Parking Authority recommends that: 1. The Board of Directors of Toronto Parking Authority approve the audited financial statements for the year ended December 31, 2020.
PA23.3adopted
2020 Toronto Parking Authority Annual Report
Each year, Toronto Parking Authority prepares an Annual Report, which presents the overall accomplishments of the prior year, the consolidated financial statements of Toronto Parking Authority and a message from the Chair, Toronto Parking Authority Board of Directors. The draft 2020 Annual Report (refer to Attachment 1) presents all of these materials with the exception of the financial statements. The 2020 financial statements are being submitted to Toronto Parking Authority Board of Directors for approval at this meeting through a separate report (Item PA23.2). Once approved, Toronto Parking Authority will incorporate the financial statements into the 2020 Annual Report and finalize for publishing on Toronto Parking Authority's website.
The Board of Directors of Toronto Parking Authority: 1. Approved the 2020 Toronto Parking Authority Annual Report for distribution.
Staff recommendation as filed
The President, Toronto Parking Authority recommends that: 1. The Board of Directors of Toronto Parking Authority approve the 2020 Toronto Parking Authority Annual Report for distribution.
PA23.4received
City-Wide Real Estate - Next Phase of Implementation
A presentation will be given to the Board of Directors of the Toronto Parking Authority on the next phase of implementation of the City-wide Real Estate Model and content of the staff report on the same topic that will be going to Executive Committee and City Council in June 2021.
The Board of Directors of Toronto Parking Authority received the item for information.
PA23.5adopted
The purpose of this report is to provide Toronto Parking Authority Board of Directors with an update on the status of Toronto Parking Authority facilities that have been identified for city building opportunities and initiatives or which are otherwise being redeveloped through joint venture projects. Updates about city building activities involving Toronto Parking Authority facilities will continue to be provided to Toronto Parking Authority Board of Directors on a quarterly basis moving forward.
The Board of Directors of Toronto Parking Authority: 1. Directed that Confidential Attachment 1 to the report (April 28, 2021) from the President, Toronto Parking Authority remain confidential in its entirety, as it deals with a proposed or pending acquisition or disposition of land by the City of Toronto.
Staff recommendation as filed
The President, Toronto Parking Authority recommends that: 1. The Board of Directors, Toronto Parking Authority direct that Confidential Attachment 1 remain confidential in its entirety, as it deals with a proposed or pending acquisition or disposition of land by the City of Toronto.
PA23.6adopted
In 2019, Toronto Parking Authority embarked on a business transformation journey, with a business-wide initiative to integrate intelligent technology into all areas of the business to achieve better outcomes and optimized performance and business processes. To set the organization up to succeed and excel at delivering top quality, efficient services, enhancing foundational internal capabilities was essential. Toronto Parking Authority is seeking a Program Manager to develop and lead the Project Management Office to provide governance and support to the Toronto Parking Authority's portfolio of projects, ensuring controls are in place according to Enterprise standards ensuring anticipated financial and strategic benefits are realized. The successful vendor will be responsible to define, implement, socialize, and reinforce Project Management Office standards, guidelines, and best practices across Organizational Programs, Portfolios, and Projects. Activities include: - Establishing a well-defined Project Intake process designed to improve the strategic value of capturing, evaluating and prioritizing all proposed ideas for projects, products, and services as well as routine operational activities; - Defining, socializing, measuring and tracking Key Risk Indicators to manage and limit the frequency and severity of operational loss resulting from program/project management activities within respective departments; - Promoting a project management culture, institutionalizing organizational processes, managing enterprise-level projects, programs, portfolios, and improving the organization's overall performance; and - Defining the Organization Change Management framework in conjunction with the Project Management Office.
The Board of Directors of Toronto Parking Authority: 1. Authorized the President, Toronto Parking Authority, to award the contract for the provision of Program Manager services to Calian Limited, providing the highest ranking proponent score, for a term of eighteen months, plus two optional six-month extensions, at the sole option of the President, Toronto Parking Authority, in the estimated amount (thirty months) of $608,400 plus $91,260 as a contingency allowance of fifteen percent, being the total sum of $699,660, subject to annual inflation adjustments as applicable, based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges.
Staff recommendation as filed
The President, Toronto Parking Authority recommends that: 1. The Board of Directors of Toronto Parking Authority grant the President, Toronto Parking Authority, the authority to award the contract for the provision of Program Manager services to Calian Ltd, providing the highest ranking proponent score, for a term of eighteen months, plus two optional six-month extensions, at the sole option of the President, Toronto Parking Authority, in the estimated amount (thirty months) of $608,400 plus $91,260 as a contingency allowance of fifteen percent, being the total sum of $699,660, subject to annual inflation adjustments as applicable, based on the Consumer Price Index (CPI) in accordance with the contract provisions and net of all taxes and charges.
PA23.7amended
Further Update Regarding Confidential Personnel Matters in Item PA22.13
Further to discussions on confidential personnel matters in Item PA22.13 at the Toronto Parking Authority Board Meeting on April 6, 2021, the Vice-Chair intends to bring an information update to the Board regarding some confidential personnel matters.
The Board of Directors of Toronto Parking Authority confirmed its actions taken in closed session in issuing instructions.
PA23.8deferred
Toronto Parking Authority - First Quarter 2021 Financial Update
Early 2021 lockdown measures and vaccination supply challenges continue to create operating cash flow pressure, requiring Toronto Parking Authority to continue to perform only critical activities while investing in the delivery of key strategic initiatives designed to ensure both employee and customer safety and Toronto Parking Authority's long-run financial sustainability. Toronto Parking Authority's operating loss for the first quarter of 2021 is $(4.5) million as parking transaction volume paces -55 percent below 2020 levels. Toronto Parking Authority has approximately $84.6 million in cash and cash equivalents as of March 31, 2021, down $0.6 million from December 31, 2020.
The Board of Directors of Toronto Parking Authority: 1. Deferred consideration of the item to a special meeting to be called by the Chair.
Staff recommendation as filed
The President, Toronto Parking Authority recommends that: 1. The Board of Directors of Toronto Parking Authority receive this report for information.
PA23.9deferred
Toronto Parking Authority is carrying out modifications to operations at three (3) of its downtown car parks (Car Park 26 located at 33 Queen Street East, Car Park 36 located at 110 Queen Street West and Car Park 125 located at 323 Richmond Street East). Planned improvements include the replacement of in-lane attendant booths with customer service booths, traffic flow adjustments, installation of pay on foot machines and relocating payment equipment to promote social distancing. The construction contract for the modifications to Car Parks 26, 36 and 125 was awarded on August 25, 2020 to Canada Construction Limited in the amount of $1,286,110, excluding Harmonized Sales Tax. Work at these car parks commenced on January 4, 2021. As part of the scope of work at Car Park 36, a Designated Substance Survey was carried out within the work zone on March 5, 2021. The results of the Designated Substance Survey determined that asbestos is located in eight (8) separate locations within the work area where demolition activities are proposed. Lead-based paint was also found to be located in two (2) rooms where demolition activities are proposed. Prior to proceeding with the planned demolition activities, these hazardous materials will need to be removed. The purpose of this report is to seek authority from Toronto Parking Authority Board of Directors to increase the value of the original contract by $290,000 to address the change in scope and schedule caused by the discovery of hazardous materials within the work area. This change will bring the total sum of the contract to $1,576,100. Canada Construction Limited is preparing a proposal for the review of Toronto Parking Authority.
The Board of Directors of Toronto Parking Authority: 1. Deferred consideration of the item to a special meeting to be called by the Chair.
Staff recommendation as filed
The President, Toronto Parking Authority recommends that: 1. The Board of Directors of Toronto Parking Authority grant authority to the President, Toronto Parking Authority to increase the contract with Canada Construction Limited for planned improvements at Car Park 26 located at 33 Queen Street East, Car Park 36 located at 110 Queen Street West and Car Park 125 located at 323 Richmond Street East from $1,286,110 to $1,576,110, excluding Harmonized Sales Tax.
PA23.10deferred
This report seeks Toronto Parking Authority Board of Directors approval to extend the parking management services provided to Lawrence Park Community Church (Owner) by Toronto Parking Authority for a 72-space surface parking lot located at 2170 Bayview Avenue (the Property), known as Car Park 424 (refer to Appendix A - Site Location Map). Should the recommendations of this report be adopted by Toronto Parking Board of Directors, the Agreement will extend Toronto Parking Authority's management of Car Park 424 for a five (5) year term. The proposed Agreement with the Owner will be in accordance with the terms and conditions outlined in Confidential Attachment 1.
The Board of Directors of Toronto Parking Authority: 1. Deferred consideration of the item to a special meeting to be called by the Chair.
Staff recommendation as filed
The President, Toronto Parking Authority recommends that: 1. The Board of Directors of Toronto Parking Authority authorize the President, Toronto Parking Authority, to negotiate, enter into and execute on behalf of Toronto Parking Authority, a parking management agreement with Lawrence Park Community Church with respect to the 72-space surface parking lot located at 2170 Bayview Avenue, known as Car Park 424, in accordance with the terms and conditions as generally outlined in Confidential Attachment 1 and on such other terms and conditions or amended terms and conditions as may be acceptable to the President, Toronto Parking Authority, and in a form satisfactory to the City Solicitor. 2. The Board of Directors, Toronto Parking Authority direct that Confidential Attachment 1 remain confidential in its entirety, as it relates to a position to be applied to negotiations being carried out by Toronto Parking Authority.
PA23.11amended
This report is to provide the Board of Directors of Toronto Parking Authority with information and recommendations regarding the transaction-related expenses associated with the acquisition of a new parking garage at a property municipally known as 300 to 308 Queen Street West (the Property), which was conveyed to the City on July 17, 2020. Confidential Attachment 1 contains information pertaining to potential litigation and contains advice that is subject to solicitor-client privilege.
The Board of Directors of Toronto Parking Authority: 1. Adopted the recommendations in Confidential Attachment 1 to the report (April 27, 2021) from the City Solicitor and the President, Toronto Parking Authority, as amended by the Board in closed session. 2. Directed that Confidential Attachment 1 to the report (April 27, 2021) from the City Solicitor and the President, Toronto Parking Authority remain confidential in its entirety at the discretion of the City Solicitor, as it contains advice that is subject to solicitor-client privilege.
Staff recommendation as filed
The City Solicitor and the President, Toronto Parking Authority recommend that: 1. The Board of Directors of Toronto Parking Authority adopt the recommendations in the Confidential Attachment. 2. The Board of Directors of Toronto Parking Authority direct that the information contained in Confidential Attachment 1 remain confidential in its entirety at the discretion of the City Solicitor, as it contains advice that is subject to solicitor-client privilege.
PA23.12deferred
Toronto Parking Authority entered into an Agreement of Purchase and Sale with Lanterra Developments (Bay Wellesley) Limited (referred to as the Vendor) for the acquisition of a municipal parking facility containing 134 parking spaces at 9 Wellesley Street West (the Property, Car Park 304). The transaction involves the acquisition by the City of a stratified interest in a below-grade portion of the Property within which a municipal parking facility is to be located and form part of a mixed commercial/retail/residential development. Construction of the development, including the municipal parking facility, is completed and the parking facility was turned over to Toronto Parking Authority on May 6, 2021. Operation of the facility is planned to commence on May 10, 2021. Toronto Parking Authority has undertaken a comprehensive physical review of the parking garage and has confirmed that the garage has been constructed in accordance with the Agreement of Purchase and Sale and Toronto Parking Authority standards and specifications except where variances to requirements may have otherwise been agreed. The purpose of this report is to request approval from Toronto Parking Authority Board of Directors for additional funding of $135,011, excluding Harmonized Sales Tax, to act as a modest contingency allowance to cover build-out, closing costs, as well as any other unforeseen final closing related expenditures. The additional project costs will result in the total project costs increasing from $7,270,371 to an amount not exceeding $7,405,382 excluding Harmonized Sales Tax. Toronto Parking Authority has updated its financial analysis of the acquisition to include a conservative estimate of the additional costs and is satisfied that Toronto Parking Authority's Internal Rate of Return on the acquisition will continue to exceed its benchmark.
The Board of Directors of Toronto Parking Authority: 1. Deferred consideration of the item to a special meeting to be called by the Chair.
Staff recommendation as filed
The President, Toronto Parking Authority recommends that: 1. The Board of Directors of Toronto Parking Authority authorize the President, Toronto Parking Authority to make additional expenditures of not more than $135,011 excluding Harmonized Sales Tax to cover additional construction build out costs, closing costs, and any other unforeseen final closing related costs related to 9 Wellesley Street West for a total acquisition cost of up to $7,405,382 excluding Harmonized Sales Tax. 1. The Board of Directors, Toronto Parking Authority direct that Confidential Attachment 1 remain confidential in its entirety as it relates to a position to be applied to negotiations being carried out by Toronto Parking Authority.
PA23.13adopted
Transaction Update of City-owned 50 Cumberland Street/37 Yorkville Avenue (Municipal Car Park 15)
The purpose of this report is to provide the Board of Directors of Toronto Parking Authority with an update regarding the sale of the former City-owned above-grade lands at 50 Cumberland Street/37 Yorkville by PricewaterhouseCoopers LLP, as receiver and manager of the assets 33 Yorkville Residences Inc. and 33 Yorkville Residences Limited Partnership.
The Board of Directors of Toronto Parking Authority: 1. Directed that Confidential Attachment 1 to the report (April 28, 2021) from the President, Toronto Parking Authority and the City Solicitor remain confidential in its entirety at the discretion of the City Solicitor, as it contains information and advice that is subject to solicitor-client privilege, including communications necessary for that purpose.
Staff recommendation as filed
The President, Toronto Parking Authority, and the City Solicitor recommend that: 1. The Board of Directors of Toronto Parking Authority adopt this report and Confidential Attachment 1 for information. 2. The Board of Directors direct that the information contained in Confidential Attachment 1 remain confidential in its entirety at the discretion of the City Solicitor, as it contains information and advice that is subject to solicitor-client privilege, including communications necessary for that purpose.
PA23.14deferred
Improving Toronto’s Bike Share Program
This report responds to City Council's request to the Toronto Parking Authority Board of Directors to direct the Acting President, Toronto Parking Authority to report back to the City of Toronto Infrastructure and Environment Committee by the end of fourth quarter 2020, to report on: the feasibility of increasing the overcharge threshold; exploring low-cost options; and a strategic plan to align with ActiveTO bike lanes.
The Board of Directors of Toronto Parking Authority: 1. Deferred consideration of the item to a special meeting to be called by the Chair.
Staff recommendation as filed
The Acting President, Toronto Parking Authority recommends that: 1. The Board of Directors of Toronto Parking Authority forward this report to the Infrastructure and Environment Committee for information. 2. The Board of Directors, Toronto Parking Authority request the Manager, Bike Share Toronto to initiate a study in 2021 to investigate how to optimize connectivity at key transportation nodes by reducing obstacles to transition between these modes.
PA23.15deferred
Proposed Settlement with Bike Share Contractors
Through a detailed review of the Bike Share Toronto revenue collection procedures, Toronto Parking Authority has worked with its third-party partners to agree on the reconciliation of under reported receivables. The purpose of this report is to provide an update on a proposed settlement with Toronto Parking Authority's contractors involved in the Bike Share Toronto program. Confidential Attachment 1 contains information pertaining to potential litigation and contains advice that is subject to solicitor-client privilege.
The Board of Directors of Toronto Parking Authority: 1. Deferred consideration of the item to a special meeting to be called by the Chair.
Staff recommendation as filed
The City Solicitor and the President, Toronto Parking Authority recommend that: 1. Toronto Parking Authority Board of Directors confirm the settlement set out in Confidential Attachment 1. 2. Toronto Parking Authority Board of Directors adopt the confidential instructions to staff set out in Confidential Attachment 1. 3. Toronto Parking Authority Board of Directors direct that the confidential information contained in Confidential Attachment 1 remain confidential in its entirety, as it contains advice which is subject to solicitor-client privilege.