City Council on February 22 and 23, 2010, adopted the following:

1.         City Council request the Treasurer to review the practices currently adopted by 407 International Inc. in connection with the collection of out-of-province receivables.  Such a review also include the practices of other jurisdictions.  Further, the Treasurer review the potential use of collection agencies.  If required, requests for amendments to provincial legislation be made in order to facilitate the collection of out-of-province receivables.

2.         City Council request the Treasurer to re-evaluate the criteria supporting the discretionary cancellation of parking tags.  Policies and procedures concerning the preparation and retention of documentation in support of cancellations be developed.  Supporting documentation be randomly reviewed by supervisory staff.  In addition, management reports be developed and reviewed on an ongoing basis to identify anomalies and trends.

3.         City Council request the Treasurer, in consultation with the Chief Information Officer, to review the potential of automating certain aspects of the documentation requirement process as it pertains to pre-court filing documents and request for trials.  Such a process should be conducted in consultation with the City Solicitor in order to ensure that the automation of certain processes is not contrary to legislation and, if required, amendment to the provincial legislation be requested.  Further, the Treasurer monitor the requests for cancellation of tickets in batches, with a view to developing policy around this practice including but not limited to possible regulation of court agents.

4.         City Council request the Treasurer to direct all staff that parking tag adjustments processed through the Parking Tag Management System are appropriately documented and that each adjustment be accompanied by an appropriate audit trail.  Such documentation be reviewed on a random basis by supervisory staff.

5.         City Council request the Treasurer to review the current plate denial process.  Such a review take place in consultation with the Ministry of Transportation and focus on the reasons why significant receivables continue to be outstanding beyond the two-year licence plate renewal period.  Improvements identified be implemented in order to maximize the effectiveness of the plate denial system.

6.         City Council request the Treasurer to review the parking tag collection process, prioritise those receivables which relate to individuals and entities who have significant receivables owing on multiple plates and consider conducting corporate searches to identify these entities.  Once identified the appropriate follow-up process be conducted including the use of collection agencies specifically directed to these accounts.

7.         City Council request the Treasurer to review the possibility of providing collection agencies with specific information including the names and addresses of individuals and companies with outstanding parking tags.  Amendments to provincial legislation be requested, if required.

8.         City Council request the Treasurer to review the extent of receivables submitted to collection agencies such that collection agencies are provided information on entities who have parking tags owing on more than one vehicle.  Finally, the Treasurer consider providing collection agencies with more up to date receivable information.

9.         City Council request the Treasurer, in consultation with the Chief Information Officer, to review the current cheque processing system so that payments relating to tags in plate denial status and payments which have previously been made are identified more easily by those staff receiving payment.  Such a process would reduce the administrative process of issuing refund cheques.

10.       City Council request the Treasurer to review the merits of amending the cheque collection process so that NSF fees are clearly identified and subsequently collected.  Amendments to provincial legislation be requested, if required.

11.       City Council request the Treasurer to develop a formal change control process.  Application development should be separate from system administration, and developers should not install their own programs to the production environment.

12.       City Council request the Treasurer to develop and implement a formal access control and review process.  A review of user access should occur periodically and unauthorized users deleted from the authorized user list.

13.       City Council request the Treasurer to report to the Government Management Committee for its meeting on May 20, 2010, on the protocols/guidelines for parking tag cancellations prior to making the guidelines public.

14.       City Council refer the following recommendation of the Audit Committee, back to the Audit Committee for consideration at its next meeting on May 14, 2010:

            -           City Council request the Treasurer to review the parking enforcement process as it relates to the issue and cancellation of parking tags for delivery and courier vehicles. Such a review include an evaluation of best practices in other Canadian and US jurisdictions.  If required, amendments to provincial legislation be requested.

15.       City Council refer the following motion to the Audit Committee for consideration at its next meeting on May 14, 2010:

            Moved by Councillor Moscoe:

            That the Treasurer be requested to:

            1.         report annually to the Government Management Committee on the number of tickets cancelled in each category with a view to using the data to evaluate our cancellation protocol; and

            2.         revise data collection procedures so as to generate data for the Toronto Police Service that would enable Police supervisory staff to evaluate the job performance of parking control officers on the basis of:

             a.        number of cancelled tickets.

             b.         number of convictions.

The Audit Committee recommends that:

1.         City Council request the Treasurer to review the practices currently adopted by 407 International Inc. in connection with the collection of out-of-province receivables.  Such a review also include the practices of other jurisdictions.  Further, the Treasurer review the potential use of collection agencies.  If required, requests for amendments to provincial legislation be made in order to facilitate the collection of out-of-province receivables.

2.         City Council request the Treasurer to re-evaluate the criteria supporting the discretionary cancellation of parking tags.  Policies and procedures concerning the preparation and retention of documentation in support of cancellations be developed.  Supporting documentation be randomly reviewed by supervisory staff.  In addition, management reports be developed and reviewed on an ongoing basis to identify anomalies and trends.

3.         City Council request the Treasurer, in consultation with the Chief Information Officer, to review the potential of automating certain aspects of the documentation requirement process as it pertains to pre-court filing documents and request for trials.  Such a process should be conducted in consultation with the City Solicitor in order to ensure that the automation of certain processes is not contrary to legislation and, if required, amendment to the provincial legislation be requested.

4.         City Council request the Treasurer to review the parking enforcement process as it relates to the issue and cancellation of parking tags for delivery and courier vehicles.  Such a review include an evaluation of best practices in other Canadian and US jurisdictions.  If required, amendments to provincial legislation be requested.

5.         City Council request the Treasurer to direct all staff that parking tag adjustments processed through the Parking Tag Management System are appropriately documented and that each adjustment be accompanied by an appropriate audit trail.  Such documentation be reviewed on a random basis by supervisory staff.

6.         City Council request the Treasurer to review the current plate denial process.  Such a review take place in consultation with the Ministry of Transportation and focus on the reasons why significant receivables continue to be outstanding beyond the two-year licence plate renewal period.  Improvements identified be implemented in order to maximize the effectiveness of the plate denial system.

7.         City Council request the Treasurer to review the parking tag collection process, prioritise those receivables which relate to individuals and entities who have significant receivables owing on multiple plates and consider conducting corporate searches to identify these entities.  Once identified the appropriate follow-up process be conducted including the use of collection agencies specifically directed to these accounts.

8.         City Council request the Treasurer to review the possibility of providing collection agencies with specific information including the names and addresses of individuals and companies with outstanding parking tags.  Amendments to provincial legislation be requested, if required.

9.         City Council request the Treasurer to review the extent of receivables submitted to collection agencies such that collection agencies are provided information on entities who have parking tags owing on more than one vehicle.  Finally, the Treasurer consider providing collection agencies with more up to date receivable information.

10.       City Council request the Treasurer, in consultation with the Chief Information Officer, to review the current cheque processing system so that payments relating to tags in plate denial status and payments which have previously been made are identified more easily by those staff receiving payment.  Such a process would reduce the administrative process of issuing refund cheques.

11.       City Council request the Treasurer to review the merits of amending the cheque collection process so that NSF fees are clearly identified and subsequently collected.  Amendments to provincial legislation be requested, if required.

12.       City Council request the Treasurer to develop a formal change control process.  Application development should be separate from system administration, and developers should not install their own programs to the production environment.

13.       City Council request the Treasurer to develop and implement a formal access control and review process.  A review of user access should occur periodically and unauthorized users deleted from the authorized user list.