The Treasurer recommends that:

1.         The individual tax appeal applications made pursuant to section 323 of the City of Toronto Act, 2006 resulting in tax reductions (excluding phase-in/capping amounts) totalling $534,797.50 including reductions in Business Improvement Area charges, as identified in Appendix A, be approved.

2.         The individual tax appeal applications made pursuant to section 325 of the City of Toronto Act, 2006 resulting in tax reductions (excluding phase-in/capping adjustments) totalling $273,730.42  including reductions in Business Improvement Area charges, as identified in Appendix B, be approved.

3.         The appropriate City officials be authorized and directed to take the necessary action to give effect thereto.

This report deals with tax appeal applications made to the Treasurer pursuant to sections 323 and 325 of the City of Toronto Act, 2006 (COTA).  Section 323 permits Council to cancel, reduce or refund taxes in cases when, during the year, a property undergoes changes such as when it is destroyed by fire or demolished, becomes exempt from taxation, or is reclassified due to a change in its use.  Under section 325 of the COTA, taxpayers can request a cancellation, reduction or refund of taxes when an error in the assessment roll is identified which results in an overcharge.

The legislation requires Council to hold a public meeting where applicants may make a submission in defence of their position.  Council has delegated authority to hold such public meetings to the Government Management Committee.

Staff have mailed Notices of Hearing to affected taxpayers advising of the upcoming hearing before Government Management Committee.

The financial impact of approving the individual tax appeal applications (excluding phase-in/capping adjustments), as identified in the attached Appendices A and B, is summarized in Table 1 below: 

The City’s share of $499,403.98 will be funded from the 2010 Tax Deficiency Account (Non-Program Budget).  The education share of $305,692.35 will be recovered from the province/school boards, and the Business Improvement Area (BIA) reductions of $3,431.59 will be funded from the respective BIA provision. 

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Treasurer recommends that:

1.         The apportionment of property taxes in the amounts identified in Appendix A and Appendix B, under the columns entitled “Apportioned Tax” and “Apportioned Phase In/Capping”, be approved.

2.         The appropriate City officials be authorized and directed to take the necessary action to give effect thereto.

This report deals with eighteen (18) tax apportionment applications made by the Treasurer or to the Treasurer by an owner of land pursuant to section 322 of the City of Toronto Act, 2006, for the properties listed in Appendices A and B (attached).

The legislation requires Council to hold a public meeting at which the applicants and / or property owners may make representations.  Council has delegated authority to hold such public meetings to the Government Management Committee. 

Staff have mailed Notices of Hearing to affected taxpayers advising of the upcoming hearing before the Government Management Committee.

Appendices A and B identify that approximately $23,736.12 (as at May 12, 2010) in penalty/interest charges has accumulated on the tax accounts pending the initiation of the process to reallocate the taxes.  This amount, and any other interest/penalty that will accumulate on the accounts pending the finalization of the process, will be written off.  Council has granted authority for such write offs to the Director of Revenue Services.  Funding for the write-off of the interest/penalty amount is provided for in the 2010 Tax Penalty Account (Non-Program Budget).

With the exception of the penalty/interest amounts that will be written off, the reallocation of the property taxes from one account to other accounts has no financial impact on the City of Toronto and merely serves to secure the City’s revenues.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

City Council on March 31 and April 1, 2010, referred this Item back to the Government Management for further consideration at the April 28, 2010 meeting.

Letter from the City Clerk, submitting Council's decision from its meeting of March 31 and April 2010, respecting "Response to Applicant’s Request for Funds, Proposed Remediation of the former Treatment Plant Lands adjacent to Mystic Pointe Developments: Manitoba Street, Grand Avenue and Legion Road (Ward: 6)".

Letter submitted by Councillor Suzan Hall requesting that Real Estate division staff look into the feasibility of the City purchasing 91 Baywood Road.

The Treasurer recommends that Council authorize:

1.         City staff to proceed with the assessment appeals identified in Appendix A of this report.

2.         City staff to participate in the assessment appeals initiated by the taxpayer, as identified in Appendix B to this report, and approve the actions taken to-date by Revenue and Legal Services staff in respect of these appeals.

3.         The Acting Director of Revenue Services and/or his Designee, in consultation with the City Solicitor, to take all steps appropriate to deal with the appeals identified in this report including authority to withdraw appeals filed by the City or end its participation or to execute Minutes of Settlement or other settlement agreements.

4.         The appropriate City officials to take the necessary action to give effect thereto.

This report identifies those properties where, as a result of staff review and analysis, the Acting Director of Revenue Services has initiated assessment appeals at the Assessment Review Board (ARB) and is now seeking authorization to proceed with those appeals.  The appeals are intended to correct assessments that have been incorrectly classified, under-valued, or wrongly returned on the 2010 assessment roll.  In addition, staff are requesting authorization to actively participate in taxpayer (owner) initiated appeals in order to protect the City’s interests.

If the recommendations put forward in this report are adopted, Revenue Services and the City Solicitor's office will proceed to prepare the City's position on a case-by-case basis.

The fees paid to the Minister of Finance for filing appeals with the ARB, as listed in Appendix A of this report, are estimated to be $5,700 ($150.00 each for 29 non-residential assessment appeals, and $75.00 each for 18 residential appeals).

There are no fees for the City's participation in appeals brought by the property owner.  However, costs could be incurred in disputing these assessments to retain specialized professional services (such as appraisers, planners, or economists) to provide expert opinion or evidence at the ARB as required.  Funds to cover the cost of retaining such professional services are included in the 2010 Approved Operating Budget, Non-Program account entitled “Assessment Function.”

Staff cannot estimate, at this time, the financial impact to the City of these appeals; however, we anticipate that the City’s taxation revenue should increase as a result of the appeals initiated by the City.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Treasurer recommends that:

1.         The communication plan presented in Appendix A of this report to communicate the City’s process for property tax refunds, and specifically for transfers of property tax credit balances to interim and final tax bills for credits less than five hundred dollars ($500), be approved.

The purpose of this report is to provide a communications plan for the City’s property tax refund processes, including transfers of property tax credit balances to interim and final tax bills for property tax credits of less than five hundred dollars.

There are no financial implications associated with the report. 

Development and production costs associated with updating property tax brochures, tax bill layout (including the new credit identifier line) and the City’s web-site for property tax refunds information have been included in the Office of the Treasurer - Revenue Services Division's 2010 Approved Operating Budget.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

This report informs the Government Management Committee of sole source purchasing activity in 2009 including sole source purchases awarded by Council, sole source purchases processed by the Purchasing and Material Management Division (PMMD), and sole source purchases processed by Divisions through divisional purchase orders (DPO’s).

There are no financial implications to the City of Toronto as a result of this report.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

This report provides information on an anticipated timeline for making automated tax calculation statements and prior year tax receipts available via on-line requests for these products.

There are no financial implications as a result of this report.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

This report provides information on Council’s request to review all charges related to the payment of parking fines with a view to phasing out fees for parking ticket payments over a three-year period.  User fees are currently charged for parking ticket payments that are made through the City’s website ($1.50 per transaction) or via telephone through the City’s Interactive Voice Response (IVR) system ($2.00 per transaction).

Phasing out user fees for parking ticket payments will require the identification of alternate revenue sources to make up the loss in fee revenue of approximately $1.6 million annually.

User fees for parking ticket payments currently generate approximately $1.6 million in user fee revenue annually.  Although this report carries no immediate financial implications for the approved operating budget for 2010, the phasing out of fees for parking ticket payments over a three-year period, as directed by Council, will result in a loss of fee revenue in 2011 and/or 2012 and beyond, depending on how and when these fees are phased out, unless alternate revenue sources or operational savings are identified to make up for these losses.

Currently, revenue from fees for parking ticket payments is used to offset a portion of Revenue Services’ total operating costs for parking ticket operations which is recovered from the Non-Program revenue budget (parking ticket revenues).  Any net decrease in user fee revenue, therefore, will result in an operating budget pressure for that year.  

Alternate revenue sources may be identified to offset the loss in fee revenue (e.g., higher parking ticket fines, or user fees for other services).  These would have to be phased in at the same time as fees for parking ticket payments are being phased out.  However, unless the combined total revenue from such alternate sources matches or exceeds the total revenue currently derived from user fees, there will be a net reduction in total Non-Program revenues from parking tickets.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

This report is to inform the Committee and Council on the consulting services expenditure of City Divisions and major Agencies, Boards and Commissions (ABCs) for the year ended December 31, 2009.  It contains a summary and details, by category and vendor, of the Operating and Capital consulting services expenditure for 2009, with 2008 comparative.

There are no financial implications arising from this report.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Chief Corporate Officer recommends that:

1.         City Council, as Approving Authority under the Expropriations Act, approve the expropriation of the property interests set out in Appendix A and illustrated in Appendix C from 47 St. Regis Crescent, 53 St. Regis Crescent, 77 St. Regis Crescent, 3725 Keele Street, 3675-3677 Keele Street, 3685 Keele Street, 3695 Keele Street, 3701 Keele Street, 3711-3715 Keele Street and 3875 Keele Street for the purposes identified in Appendix A in connection with the construction of the Toronto-York Spadina Subway Extension.

2.         City Council grant leave for introduction of the necessary Bill in Council to give effect thereto.

3.         City Council, authorize City staff to take all necessary steps to comply with the Expropriations Act, including but not limited to the preparation and registration of an Expropriation Plan and the service of Notices of Expropriation, Notices of Election as to a Date for Compensation and Notices of Possession.

4.         City Council authorize the Director of Real Estate Services or his designate to sign the Notices of Expropriation and Notices of Possession on behalf of the City.

5.         City Council authorize the public release of the confidential information contained in Attachment 1 once there has been a final determination of the compensation payable to the owners by arbitration, appeal or settlement to the satisfaction of the City Solicitor.

This report seeks approval to expropriate partial interests from ten properties as set out in Appendix A and illustrated in Appendix C for the purposes of the Toronto-York Spadina Subway Extension Project (the “Project”) within the geographical boundaries of the City of Toronto.

Total property acquisition costs for the Project were estimated preliminarily at $125 million (in as spent dollars).  Funding for property acquisition is shared by the Move Ontario Trust (includes $870 million set aside for the purposes of Project funding), and by the City and the Regional Municipality of York. Of the municipal portion of Project funding, 59.96% is attributable to the City and the remainder to York Region.  Confidential Attachment 1 to this report identifies the initial appraised values for the properties identified for expropriation. Funding is available in the Council Approved 2010 Capital Budget and 2011-2019 Capital Plan within the Toronto-York Spadina Subway Extension Capital Project. 

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Chief Corporate Officer recommends that:

1.         The City accept an Offer to Purchase from the TRCA to purchase the City-owned parcel of land, known as the former Brock North and Brock South Landfill Sites and shown on Appendix B, (the “Properties”), for two dollars ($2.00) substantially on the terms and conditions outlined in Appendix “A” to this report.

2.         City Council authorize each of the Chief Corporate Officer and the Director of Real Estate Services severally to accept the Offer to Purchase on behalf of the City.

3.         City Council authorize the City Solicitor to complete the transaction on behalf of the City, including paying any necessary expenses, amending the closing, due diligence and other dates, and amending and waiving terms and conditions, on such terms as she considers reasonable.

The purpose of this report is to obtain Council approval for the sale of the former Brock North and Brock South Landfill sites to the Toronto Region Conservation Authority (TRCA) for nominal consideration.

The terms of completing this transaction are attached as Appendix A.

Although the Properties will be conveyed for nominal consideration to the TRCA, the transfer agreement will provide that any monies that are generated by any future sale or long term management agreement for use of the Properties, or any portion or portions of the Properties, will be remitted by the TRCA to the City of Toronto or paid directly to the City of Toronto. 

Portions of the Properties are tenanted under five (5) separate leases, which yield a total rental revenue of approximately $4,800.00 per month.  Four of the leases are residential properties and one is a commercial lease for vacant land.   The Properties will be conveyed subject to those leases.  This income is currently collected by Real Estate Services and once the Properties are conveyed, TRCA will be responsible for the maintenance of the residential properties and will receive the rental income.  

Appropriate adjustments will be submitted as part of the 2011 Operating Budget submission in order to reflect any revenue changes.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Chief Corporate Officer recommends that:

1.         City Council grant authority for the City to enter into a Grade Separation Agreement with Metrolinx, CN and the TTC to provide for the construction of a grade separation on Sheppard Avenue East at the Agincourt GO Station at the cost of the TTC and Metrolinx, and, following the expiry of the two year warranty period following completion of such construction to the satisfaction of the Executive Director of Technical Services, to provide for the maintenance of the grade separation, including the retaining walls, road surfaces, stairwells, sidewalks, drainage and lighting, at the City's cost, on terms and conditions as may be satisfactory to the Chief Corporate Officer and the General Manager of Transportation Services, and in a form satisfactory to the City Solicitor.

2.         The appropriate City Officials be authorized to take the necessary actions to give effect thereto, including the execution of the agreements and future budget submissions.

The Transit City Sheppard East Light Rail Transit Line (LRT) consists of a dedicated track system in the centre of Sheppard Avenue East between the Don Mills Subways Station and Meadowvale Avenue.  A prerequisite of the LRT is to construct a grade separation for the rail corridor at the Agincourt GO Station which is located west of Midland Avenue.

In October 2008 City Council granted authority to acquire the property requirements needed to construct the grade separation and the LRT between West Highland Creek and Midland Avenue.  Metrolinx is the owner of the rail corridor property, known as the Uxbridge Subdivision, and the Canadian National Railway Company (“CN”) is the federally regulated railway company operating the rail corridor.  Negotiations with Metrolinx, CN and Toronto Transit Commission (“TTC”) has resulted in TTC agreeing to carry out the work in accordance with CN requirements respecting safe railway operations and TTC and Metrolinx agreeing to sharing portions of the cost.

The total cost to the grade separation, including the detour road, is $39,660,300.00, plus HST.  TTC’s portion of this total cost is $34,536,403.00, plus HST, and the Metrolinx’s portion is $5,123,897.00, plus HST.  TTC funding is available in its 2010-2014 Approved Capital Budget and Plan, Transit City - Sheppard East LRT (Account CTT135).

Following completion of construction, the costs to maintain the grade separation retaining walls, sidewalks, drainage, lighting and road surface shall be included in Transportation Services annual budget submissions.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Chief Corporate Officer and the General Manager, Parks Forestry and Recreation recommend that:

(1)        City Council grant authority to enter into an Agreement of Purchase and Sale with the Toronto District School Board to acquire the parking lot portion of the property municipally known as 80 Lothian Avenue, shown as Part 1 on Appendix “C” at a purchase price of $1,735,733.00 plus applicable taxes and registration fees, estimated at $55,160.00 substantially on the terms outlined in Appendix “A-1” to this report and on such other terms and conditions as may be acceptable to the Chief Corporate Officer and in a form satisfactory to the City Solicitor.

(2)        The 2010 Approved Capital Budget for Parks, Forestry and Recreation be increased in the amount of $1,790,893.00 to be funded from the Land Acquisition Reserve Fund (XR-1012) for the acquisition of the parking lot portion of the property, ‘Fairfield Seniors’ Centre Parking Lot’.

(3)        City Council elect:

            (a)        to acquire the open space portion of the property at 80 Lothian Avenue, or

(b)        not to acquire the open space portion of the property at 80 Lothian Avenue.

(4)        Should Council elect to acquire the open space portion of the property at 80 Lothian Avenue, as set out in Recommendation (3)(a) above:

(a)        City Council grant authority to enter into an Agreement of Purchase and Sale with the Toronto District School Board to acquire the open space portion of the  property municipally known as 80 Lothian Avenue, shown as Parts 2, 3, 4, 5 & 6 on Appendix “C” at a purchase price of $4,564,267.00 plus applicable taxes and registration fees, estimated at $147,370.00 substantially on the terms outlined in Appendix “A-2” to this report and on such other terms and conditions as may be acceptable to the Chief Corporate Officer and in a form satisfactory to the City Solicitor.

(b)        The 2010 Approved Capital Budget for Parks, Forestry and Recreation be increased in the amount of $4,711,637.00 to be funded from the Land Acquisition Reserve Fund (XR-1012) for the acquisition of the open space portion of the property ‘TDSB Lothian Avenue Site”.

(c)        That all Section 37 monies from development in Ward 5 and all cash-in-lieu of parkland money over and above the initial 5% portion be refunded back to the Land Acquisition Reserve Fund (XR-1012) for 3 years or until the acquisition price of the open space portion of the property is refunded.

(d)       The Real Estate Division report back to City Council no later than 3 years after the City takes title to the property to recommend a final disposition of these lands and at that time and if need be Council authorize an exemption to the existing Official Plan policies regarding Open Space for any portion of the property not purchased for parkland purposes in order to consider alternative options for use of the land.

(5)        Each of the Chief Corporate Officer and the Director of Real Estate Services be authorized severally to execute, on behalf of the City, the Agreement of Purchase and Sale(s) with the Toronto District School Board.

(6)        The City Solicitor be authorized to complete the transaction on behalf of the City including making payment of any necessary expenses and amending the closing date and other dates to such earlier or later date and on such terms and conditions as she may from time to time consider reasonable.

(7)        This report be forwarded to the Budget Committee for consideration.

(8)        The appropriate City Officials be authorized and directed to take the necessary action to give effect thereto.

The Toronto District School Board (TDSB), at its meeting held June 24 and 25, 2009 adopted a resolution pursuant to Section 194(3) of the Education Act to declare approximately 4.0 acres (1.6 ha) of land as not required for the purposes of the Board.  Pursuant to Ontario Regulation 444/98, Toronto Lands Corporation (TLC), the real estate arm of the TDSB, circulated these properties under a Proposal for Sale. 

The City owns two properties abutting the subject lands.  Located to the south is Fairfield Park and to the east is the Fairfield Seniors’ Centre (former Fairfield Avenue Public School) operated by Parks, Forestry and Recreation.  The surplus TDSB lands are comprised of  parking lots lands that make up approximately 1.0 acre (0.4 ha) of the subject property and are currently used by and required for the Fairfield Seniors’ Centre.  The remaining 3.0 acres (1.2 ha) constitute what was the former school yard.   

Negotiations with the TLC have been ongoing since October of 2009. The City and TLC have agreed to the Terms and Conditions as shown on Appendices “A-1” and “A-2” to this report and describe the salient terms of this proposed acquisition which are considered fair and reasonable.

Real Estate Services seeks authority for the City to acquire the parking lot lands on the property municipally known as 80 Lothian Avenue.

The total cost of acquiring the parking lot lands is approximately $1,790,893.00 including all taxes and charges. 

Funding for the acquisition in the amount of $1,790,893.00 is available in the Land Acquisition Reserve Fund (XR-1012).  It is recommended that the 2010 Approved Capital Budget for Parks, Forestry and Recreation be increased by $1,790,893.00 funded from the Land Acquisition Reserve Fund (XR-1012), for net $0 impact.

A break down of the contemplated costs for the parking lot can be found in Appendix “A-1”.

Acquisition of Parking Lot Lands

 Total HST on Parking Lot Lands $225,645.00 *(of which $30,549.00 is non-refundable)

If Council were to approve the acquisition of the open space portion of the property, the cost would be approximately $4,711,637.00 including all taxes and charges. 

Funding for the acquisition, in the amount of $4,711,637.00 is available in the Land Acquisition Reserve Fund (XR-1012).  It is recommended that the 2010 Approved Capital Budget for Parks, Forestry and Recreation be increased by $4,711,637.00, funded from the Land Acquisition Reserve Fund (XR-1012), for a net $0 impact on the City’s budget.

The open space portion of the purchase price, approximately $4,711,637.00 will be repaid to the Land Acquisition Reserve Fund from Section 37 monies from development in Ward 5 and all cash-in-lieu of parkland dedication money over and above the initial 5% portion, collected for 3 years or until the acquisition price is refunded.

A break down of the contemplated costs for the entire property can be found in Appendix “A-2”.

Acquisition of Open Space Lands

Total HST on Acquisition of Entire Property $593,355.00 *(of which $80,331.00 is non-refundable)

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Chief Corporate Officer recommends that:

1.         City Council authorize a Lease Agreement with The Manufacturers Life Insurance Company for the lease of approximately 10,567 square feet of rentable area on a portion of the second (2nd) floor of the building (the “Building”) known municipally as 375 University Avenue (the “Leased Premises”)  substantially on the terms and conditions as set out in Appendix “A” attached hereto and on such other terms and conditions as approved by the Chief Corporate Officer, or his or her designate, and in a form acceptable to the City Solicitor.

2.         City Council authorize the Chief Corporate Officer to administer and manage the Lease Agreement including the provision of any consents, approvals, notices and notices of termination provided that the Chief Corporate Officer may, at any time, refer consideration of such matters (including their content) to City Council for its determination and direction.

3.         City Council pass a by-law pursuant to section 252 of the City of Toronto Act, 2006 providing authority to:

            (a)        enter into a municipal capital facility agreement with The Manufacturers Life Insurance Company in respect of the Leased Premises; and

            (b)        exempt the Leased Premises from taxation for municipal and school purposes, which tax exemption is to be effective from the latest of (i) the date the municipal capital facility agreement is signed and (ii) the date the tax exemption by-law is enacted.

4.         City Council direct the City Clerk to give written notice of the by-law to the Minister of Education, the Municipal Property Assessment Corporation, the Toronto District School Board, the Toronto Catholic District School Board, the Conseil Scolaire de District du Centre-Sud-Ouest and the Conseil Scolaire de District du Catholique Centre-Sud.

5.         City Council authorize the introduction of the necessary bills to give effect thereto.

The purpose of this report is to obtain authority to enter into a new Lease Agreement with The Manufacturers Life Insurance Company, as Landlord, to lease approximately 10,567 square feet of rentable area located on a portion of the second (2^nd) floor of the building municipally known as 375 University Avenue, and to have the leased premises designated as a Municipal Capital Facility.

This semi-annual report provides information regarding total property sales and purchases by the City from January 1, 2010, to June 1, 2010. This report includes the number of properties proposed for sale and the current status of such properties. This report also includes details regarding acquisition and expropriation costs and settlements.

This report provides the results of a preliminary review to determine if the City can benefit from the use of car share vehicles to supplement the City’s fleet.  It also assesses the potential benefit of introducing additional technology to manage City vehicles.  This report was requested by Government Management Committee at its meeting March 11, 2010.

Two companies in Toronto offer short-term rental to their members of vehicles parked throughout the City.  A preliminary review indicates that the use of privately-owned car share vehicles could potentially benefit the City of Toronto by providing additional access to vehicles for occasional use.  Fleet Services will propose the use of car-share vehicles to its client Divisions.  If there is demand among the Divisions, Fleet Services will issue a competitive purchasing call and report on usage in the next Green Fleet Plan update.

The financial implications cannot be determined at this time.  Fleet Services is considering offering its client Divisions access to private car-share vehicles as a transportation alternative with the intent to reduce costs.  Taking into consideration their operational needs, mileage reimbursements and fleet size, Divisions can assess the financial implications.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Chief Information Officer and the Director, Purchasing and Materials Management recommend that the Government Management Committee grant authority to:

1.         Staff to increase the blanket contract number 47013565 and the legal agreement with Ian Martin Limited for the provision of temporary IT professional services in the amount of $5,500,000, by $1,000,000 to $6,500,000 net of all taxes.

2.         Staff to increase the blanket contract number 47012475 and the legal agreement with Procom Consultants Group Limited for the provision of temporary IT professional services in the amount of $5,000,000, by $500,000 to $5,500,000 net of all taxes.

3.         Staff to increase the blanket contract number 47012477 and the legal agreement with GSI International Consulting Group for the provision of temporary IT professional services in the amount of $5,000,000, by $500,000 to $5,500,000 net of all taxes.

4.         Staff to increase the blanket contract number 47012769 and the legal agreement with Bevertec CST Inc. for the provision of temporary IT professional services in the amount of $4,000,000, by $500,000 to $4,500,000 net of all taxes.

5.         Staff to increase the blanket contract number 47012474 and the legal agreement with Design Group Staffing Inc. (operating as INTEQNA) for the provision of temporary IT professional services in the amount of $4,000,000, by $500,000 to $4,500,000 net of all taxes.

6.         Staff to increase the blanket contract number 47012476 and the legal agreement with IT/Net Toronto for the provision of temporary IT professional services in the amount of $5,000,000, by $500,000 to $5,500,000 net of all taxes.

7.         Staff to increase the blanket contract number 47012473 and the legal agreement with TES Contract Solutions Inc. (operating as The Employment Solution) for the provision of temporary IT professional services in the amount of $4,000,000, by $500,000 to $4,500,000 net of all taxes.

8.         Direct the appropriate officials to take the necessary action to give effect thereto.

The overall total value of amendments identified in the above noted recommendations is $4,000,000.00 net of all taxes. 

This report requests that the Government Management Committee authorizes staff to amend seven (7) contracts including the amendment of such legal agreements, to cover for any potential extensions of existing temporary IT professional services to ensure completion of such projects in a timely fashion and to  minimize any impact that may arise if IT professionals are no longer available. 

According to the City of Toronto Municipal Code Chapter 71 – Financial Control, if costs for a commitment exceed the original funding by more than $500,000.00 excluding all taxes, approval must be obtained from the appropriate Standing Committee. All seven (7) contracts have been previously amended by more than $500,000.00 excluding all taxes. 

The Chief Information Officer and the Director of Purchasing and Materials Management recommend that:

1.         Council grant authority for the City to select Hewlett-Packard (HP) Inc. software products as a "Standard" to implement an Enterprise Systems Management Strategy.  Such software products to be acquired by a competitive RFQ process from the authorized resellers.

The purpose of this report is to obtain concurrence from Council on staff recommendation to select a specific computer software product set, manufactured by Hewlett-Packard (HP) Inc. for the implementation of software tools that will monitor and manage the City’s data centre computer hardware, network, applications, databases and other information technology assets, known as Enterprise Systems Management Strategy Project (ESM).

This product selection has been determined as optimal for the City as a result of an independent consulting review and recommendations completed by OnX Enterprise Solutions (OnX) Ltd. of the City’s needs and an assessment of products that provide these tools. The selection of HP to provide these tools considered functionality, ease of integration and maintenance, as well as cost.

Future software product requirements will be undertaken by a competitive Request For Quotation (RFQ) process from the authorized resellers.

Approval of this report will not result in any financial implications.  Funding for any Enterprise Systems Management Implementation Projects will be confirmed within the Information and Technology's current Approved 10-Year Capital Plan or requested in subsequent 10-Year Capital Plans for any RFQs when recommended for award.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Deputy City Manager and Chief Financial Officer, the Deputy City Manager of Citizen Focused Services A and the Deputy City Manager of Citizen Focused Services B recommend that:

1.         City Council grant approval, subject to Operating Budget approval in each year to renew the contracts listed in Appendix A for a period of five (5) years, at a cost not to exceed $12,158,994.68.60 net of HST recoveries for 2011, $12,122,441.62 net of HST recoveries for 2012, $15,920,844.08 net of HST recoveries for 2013, $16,421,773.50 net of  HST recoveries for 2014 and $17,120,857.21 net of HST recoveries for 2015 for a total amount not to exceed $73,744.911.07 net of HST recoveries over the five (5) year period.

2.         City Council grant authority for City Divisions to negotiate and enter into contracts to renew the contracts listed in Appendix A for a period of up to five (5) years, all in accordance with this Staff Report, City Policies and Procedures and in a form satisfactory to the City Solicitor.

The purpose of this report is to seek City Council authority to renew information technology systems maintenance sole source contracts listed in Appendix A, which have exceeded the $500,000 cumulative threshold as per Municipal Code Chapter 195-Purchasing, Section 9B and 9C, for a period of five (5) years starting January 1, 2011 to December 31, 2015.

The contracts listed in Appendix A are for software and hardware support and maintenance services for various software applications and hardware throughout the City of Toronto which can only be provided by the vendors listed in Appendix A due to proprietary reasons.  Historically a Staff Report was prepared on an annual basis to City Council.  In 2007 the Purchasing and Materials Management Division and the Information &Technology Division recommended a three (3) year approval with the expectation to negotiate savings with vendors.  The Information & Technology Division has estimated savings in the range of $10 million over the three (3) year period.  Purchasing and Materials Management Division and the Information &Technology Division are now recommending a five (5) year approval with the expectation that staff can negotiate further savings with vendors.

Funding totalling the following amounts net of HST recoveries will be included in the respective programs' Operating Budget submissions every year:

The potential increase for the 2011-2015 period over the 2010 reported amounts for these contracts is approximately $770,000, or approximately 1% per year. A breakdown of the amounts for each contract grouped by division is attached as Appendix A to this Staff Report.  A divisional summary, which includes the average increase over the five (5) year period with comments, is attached as Appendix B. As shown in Appendix A, a number of large contracts have been included starting in 2013 where separate approvals were received either through an individual sole source or through a separate report to a standing committee or have reached the cumulative value of $500,000 which now has to be reported.

A number of contracts have been negotiated over the last three (3) years which ties any increase to either the CPI index or a not to increase percentage over the previous year of any contracts.  Staff in the Information & Technology Division will continue to negotiate and find ways to limit any increases to support and maintenance contracts and leverage the ability to negotiate limited increases with a five (5) year renewal term. 

The requested amounts for 2011, 2012, 2013, 2014 and 2015 are estimated and represent  "not to exceed" amounts over the five (5) year period for the purposes of obtaining approval to negotiate the contracts in Appendix A and will be subject to Operating Budget approval in each year.  The amounts are based on the current support and maintenance requirements, potential future requirements and previously negotiated inflationary increases.

With approval for five (5) years, the City will have more leverage to negotiate lower costs than those shown in Appendix A.  At a minimum, the City will save administrative costs of preparing more frequent reports and by negotiating these contracts once, instead of annually it would free staff time to do other work.  While it is difficult to estimate, using an average of one month in staff time combined for each agreement, involving multiple divisions, the administrative cost savings could range between $5,000 to $15,000 per agreement.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

This report provides an overview of the activities of the Fair Wage Office for 2009.

There are no financial implications from this report.

The City Clerk recommends that City Council:

1.         Authorize the necessary amendments to Municipal Code Chapter 217, Records Corporate (City), to modify the Records Retention Schedule, detailed in Appendix 1.

2.         Approve the revisions noted in Appendix 2 and adding the new record classes detailed Appendix 3.

3.         Repeal record retention by-laws of former municipalities as set out in Appendix 4.

This report requests City Council’s approval for amendments to the City's record retention by-law, Municipal Code Chapter 217, Records, Corporate (City).  These amendments add new schedules and repeal superseded retention schedules.  The inclusion in the by-law of new record retention schedules that supersede those of the former municipalities enables consistent administration of the City’s information.  

The City of Toronto Act 2006 does not allow for the destruction of City records unless their authorized retention period has expired.  Records that have enduring legal, administrative, and historical value need to be preserved.  The secure and authorized destruction of City records helps protect the privacy of citizens whose personal information resides in these records.  Administrative costs for storing City records continue to be managed within the existing budgetary constraints while supporting effective access to relevant and current information by City administrators and citizens. 

There are no financial implications resulting from the adoption of the recommendations in this report.

The Board of Health recommends to the Government Management Committee that:

1.         City Council grant authority to the Medical Officer of Health to enter into a sole source contract with CSDC Systems Incorporated for the purchase of CSDC AMANDA software, professional services and software maintenance at a cost not to exceed a total of $951,708 net of HST recoveries over five years (2010-2014).

2.         City Council grant authority to the Medical Officer of Health to execute a five year agreement in accordance with the report (May 14, 2010) from the Medical Officer of Health and the Director, Purchasing and Materials Management, and in a form satisfactory to the City Solicitor.

The Board of Health on June 1, 2010, considered a report (May 14, 2010) from the Medical Officer of Health and the Director, Purchasing and Materials Management, entitled " Sole Source Contract for the Provision of Proprietary Software Purchases, Professional Services, and Software Maintenance from CSDC Systems Incorporated ".