The Government Management Committee recommends that:

1.         City Council authorize the Director of Real Estate to negotiate to acquire the property requirements listed in Appendix A of the report (December 16, 2009) from the Chief Corporate Officer, which are revised property requirements for certain of the properties previously approved by Council at its meeting held on August 5 and 6, 2009, as required to accommodate a change to the designs of the Dufferin Station Modernization Project and to initiate expropriation proceedings, where necessary.

2.         City Council authorize the Director of Real Estate to serve and publish Notices of Application for Approval to Expropriate the required property interests identified in Appendix A of the report (December 16, 2009) from the Chief Corporate Officer, to forward any requests for hearing that are received to the Chief Inquiry Officer, to attend the hearings in order to present the City’s position, and to report the Chief Inquiry Officer’s recommendations back to City Council for its consideration.

This report seeks authority to acquire the listed property interests required to accommodate a change to the designs of the Dufferin Station Modernization Project (the “Project”) and to initiate expropriation proceedings, as they become necessary.

The required property includes amendments to property boundaries previously approved by Council as identified in Appendix “A”.

Confidential Attachments 1 and 2 to the report (December 16, 2009) from the Chief Corporate Officer remain confidential in their entirety at this time, in accordance with the provisions of the City of Toronto Act, 2006, as they relate to a proposed or pending acquisition or sale of land for municipal or local board purposes.  The confidential information will be made public once the transactions have closed.

City Council recessed its public session and met as Committee of the Whole in closed session on January 26, 2010, and considered confidential information on this Item as it relates to a proposed or pending acquisition or sale of land for municipal or local board purposes.

The Government Management Committee recommends that:

1.         City Council authorize the City to accept the Offer to Sell from the owners of 30 Churchill Avenue, Phyllis Dagys and Arlene Dagys (the “Owners”), on the terms outlined in Appendix “A” and confidential Attachment 1 to the report (December 16, 2009) from the Chief Corporate Officer.

2.         City Council authorize the City to accept the Offer to Sell from the owners of 31 Churchill Avenue, Timothy Winthrop Pellew and Margaret Richmond Pellew (the “Owners”), on the terms outlined in Appendix “C” and confidential Attachment 2 to the report (December 16, 2009) from the Chief Corporate Officer.

3.         City Council authorize severally each of the Chief Corporate Officer and the Director of Real Estate Services to execute the Offers to Sell on behalf of the City.

4.         City Council authorize the public release of the confidential information in Attachments 1 and 2 of the report (December 16, 2009) from the Chief Corporate Officer once these transactions have closed.

5.         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.

6.         City Council authorize and direct the appropriate City officials to take the necessary action to give effect thereto.

The purpose of this report is to seek authority for the City to acquire the properties municipally known as 30 Churchill Avenue from Phyllis Dagys and Arlene Dagys, and 31 Churchill Avenue from Timothy Winthrop Pellew and Margaret Richmond Pellew. These properties are required to expand and complete the North York Service Road (“NYSR”).

Negotiations with the Owners of these properties have been ongoing since January 2009. The owners have signed irrevocable Offers to Sell their properties to the City. Proposed terms of the offer are set out in Appendices “A” and “C”, and confidential Attachments “1” and “2”. The terms are considered to be fair and reasonable.

Confidential Attachment 1 to the report (December 16, 2009) from the Chief Corporate Officer remains confidential in its entirety at this time, in accordance with the provisions of the City of Toronto Act, 2006, as it relates to a proposed or pending acquisition or sale of land for municipal or local board purposes.  The confidential information will be made public once there has been a final determination of the compensation payable for the properties by arbitration, appeal or settlement to the satisfaction of the City Solicitor.

The Government Management Committee recommends that:

1.         City Council, as approving authority under the Expropriations Act, approve the expropriation of the property interests set out in Appendix “A1” of the report (December 16, 2009) from the Chief Corporate Officer, (the Properties”) for the Sheppard Avenue East Grade Separation.

2.         City Council, as expropriating authority under the Expropriations Act, authorize 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.

3.         City Council authorize the Director of Real Estate or the Executive Director of Facilities and Real Estate to sign the Notices of Expropriation and Notices of Possession on behalf of the City.

4.         Leave be granted for introduction of the necessary Bill in Council to give effect thereto.

5.         City Council authorize the public release of the confidential information contained in Attachment 1 of the report (December 16, 2009) from the Chief Corporate Officer once there has been a final determination of the compensation payable  for the Properties by arbitration, appeal or settlement to the satisfaction of the City Solicitor.

6.         City Council authorize the amendments to the property requirements, as set out in Appendix “B1” of report (December 16, 2009) from the Chief Corporate Officer, for which the authority to initiate expropriation proceedings was previously approved by Council at its meeting held on October 29 and 30, 2008.

This report seeks authority to expropriate the property requirements as identified in Appendix “A1” and illustrated in Appendix “A2” for the purposes of constructing a grade separation at the Agincourt GO Station (the “Project”).  The grade separation is a prerequisite for the proposed Toronto Transit Commission (“TTC”) Sheppard East LRT.

This report also seeks approval to amend previously approved property boundaries as identified in Appendix “B1” and illustrated in Appendix “B2”.

The purpose of this report is to obtain authority to enter into a Lease Amending and Extension Agreement with The Trustees of the Congregation of Revivaltime Tabernacle (the “Landlord”) for 60 parking spaces located on the south side of the building municipally known as 4340 Dufferin Street. The proposed agreement will commence November 1, 2009 and expire on October 31, 2014.

The Government Management Committee recommends that:

1.         City Council authorize entering into a Lease Renewal Agreement with Ministerial Associates Inc., for a two (2) year term based on the terms and conditions set out in Appendix “A” of the report (December 16, 2009) from the Chief Corporate Officer, and other terms and conditions acceptable to the Chief Corporate Officer, and in a form acceptable to the City Solicitor.

2.         City Council authorize the Chief Corporate Officer to administer and manage the lease agreements including the provision for 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.

The Government Management Committee recommends that:

1.         City Council authorize the Licence agreement to be entered into with Rowbry Holdings Ltd., substantially on the terms and conditions as set out in Appendix A  of the report (December 16, 2009) from the Chief Corporate Officer, together with such other terms and conditions as may be deemed appropriate by the Chief Corporate Officer and in a form approved by the City Solicitor.

2.         City Council authorize the Chief Corporate Officer to administer and manage the Licence 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 matter (including their content) to City Council for its determination and direction.

The purpose of this report is to obtain authority to enter into a Licence agreement with Rowbry Holdings Ltd. to occupy and maintain the driveway located on the road allowance  at the north east corner of Eglinton Avenue East and Leslie Street south of 1100 Eglinton Avenue East.

The Government Management Committee recommends that:

1.         City Council authority be granted to staff to amend contract number 47012986 with Zoll Medical Canada Inc. for proprietary cardiac monitor/defibrillator consumable supplies and operating accessories currently in the amount of $2,132,000.00 net of GST by $1,500,000.00 net of GST to $3,632,000.00 net of GST and extend the contract validity period from December 31, 2009 through to December 31, 2011.

2.         City Council authority be granted to staff to amend contract number 47012798 with Zoll Medical Canada Inc. for proprietary cardiac monitor/defibrillator maintenance service and repairs currently in the amount of $214,000.00 net of GST by $225,000.00 net of GST to $439,000.00 net of GST and extend the contract validity period from December 31, 2009 through to December 31, 2011.

3.         City Council forward this report to the Budget Committee for consideration.

The purpose of this report is to obtain Council approval to amend two (2) sole source contracts with Zoll Medical Canada Inc.  Contract number 47012986 for proprietary cardiac monitor/defibrillator consumable supplies and operating accessories and contract number 47012798 for proprietary cardiac monitor/defibrillator maintenance, service and repairs for a total combined amendment of $1,725,000, net of GST ($1,747,770 net of GST and HST Recoveries) and extend the contract validity period from December 31, 2009 through to December 31, 2011.

The Government Management Committee recommends that:

1.         City Council grant authority  to increase  Contract No. 47012285 with 4-Office Automation Ltd. by $1,500,000.00 net of GST from $4,824,117.37 net of GST to a  revised total not to exceed $6,324,117.37 net of GST and to extend the contract end date from December 31, 2009  to December 31, 2013 with the option to renew for an additional one (1) or two (2) year periods all in accordance with the current legal agreement  which will allow the Divisions to maintain their current photocopier rental agreements of 36 or 48 month periods for units rented during the period of October 1, 2007 through to December 31, 2009 and to allow the Divisions to continue to purchase consumables for the facsimile equipment received on this contract only until such time as a new RFQ for consumables has been awarded in 2010. 

2.         City Council grant authority to increase Contract No. 47013004 with Ricoh Canada Inc. by $500,000.00 net of GST  from $1,231,578.95 net of GST to a revised total not to exceed $1,731,578.95 net of GST  and to extend the contract end date from December 31, 2009 to December 31, 2013 with the option to renew for an additional one (1) or two (2) year periods all in accordance with the current legal agreement which will allow the Divisions to maintain their current photocopier rental agreements of 36 or 48 month periods for units rented during of October 1, 2007 through to December 31, 2009.

This is to advise that the Sole Source Contract Amendment to Various Digital Photocopier and Facsimile Equipment and Services Contracts report will be on the Agenda of the Government Management Committee for its meeting of January 13, 2010.

The Government Management Committee recommends that:

1.         City Council approve the extension and amendment of the existing sole source contract with Bentley Systems Incorporated under Bentley’s Enterprise License Subscription for a period of three years (commencing January 1, 2010 and expiring December 31, 2012) at a cost not to exceed $631,750 in 2010, $673,312.50 in 2011 and $716,478 in 2012 for a total of $2,021,540.50 (net of GST) over three years.

2.         City Council authorize the Executive Director of Technical Services and the Executive Director of Information and Technology to negotiate and execute the amending agreement satisfactory with the City Solicitor respecting the Enterprise License Subscription Program with Bentley Systems, Incorporated for a term of three years.

3.         City Council authorize the Executive Director of Technical Services to invoice Toronto Hydro Electric System Limited and the Toronto Transit Commission for their proportionate share of the Bentley’s Enterprise License Subscription for a period of three years.

4.         City Council authorized and directed the appropriate City Officials to take the necessary action to implement the foregoing.

The purpose of this report is to obtain Council approval for a three year extension, and amendment to the sole source contract (47012463) and agreement established in 2007 for the Municipal Licensing Subscription (MLS) with Bentley Systems Incorporated. Bentley Systems Inc. holds exclusive rights as the sole provider of support and licensing of its computer aided design and drafting and geographic information systems software widely used by City divisions, Toronto Transit Commission (TTC) and Toronto Hydro-Electrical System Limited (THESL).

The current agreement expires December 31, 2009 and the replacement Enterprise Licensing Subscription agreement provides the City with the opportunity to avoid costs with respect to software management, acquisition, support, upgrades and training.

The purpose of this report is to obtain Council approval for an amendment to the sole source Purchase Order 6028188 for Facilities and Real Estate with Impact Cleaning Services Ltd.

The current Purchase Order was established to cover contract cleaning services at Toronto’s Union Station from to May 2009 to September 2009.

The Government Management Committee recommends that:

1.         City Council authorize the necessary amendments to Municipal Code Chapter 217, Records Corporate (City), to allow the designation of existing business units as the holders of the authoritative or master copies for classes of records, where applicable, such designation to be indicated as an ”office of primary interest” as defined in Appendix 1 of the report (December 4, 2009) from the City Clerk.

2.         City Council approve the revisions to the records series schedule as noted in Appendix 2 and adding the new record series detailed Appendix 3 of the report (December 4, 2009) from the City Clerk.

3.         City Council repeal record retention by-laws of former municipalities as set out in Appendix 4 of the report (December 4, 2009) from the City Clerk.

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 revise existing record retention schedules, 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.  Designating the holder of the authoritative or master copy of each class of records, wherever applicable, is also recommended.

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.

This report responds to the Government Management Committee’s request for a report outlining the procedures by which the City’s Records Retention By-law is implemented and how archival records are kept and made accessible.  It sets out how current and historical information about the administration of the City are maintained and accessed, including the checks and balances in place throughout the process.

The City of Toronto Act, sections 199 to 201 requires the City to maintain its records securely and accessibly.  Only records that have retention and disposition rules authorized by Council can be destroyed.  These rules are publicly available as part of the City by-laws (Municipal Code, chapter 217, Schedule A) and by the Directory of Records on the City Clerk’s Office, Corporate Access and Privacy internet site.  Prior to the authorized destruction of records the City Archivist takes custody of records of historical value for permanent retention and makes them available on the internet and at the Research Hall at 255 Spadina Road.

The Government Management Committee recommends that City Council support the efforts made by the Society of Portuguese Disabled Persons Building Fund (“The Society”) to obtain private legislation that would provide an exemption from property taxes for the property it owns at 2295 St. Clair Avenue West.

The Government Management Committee requested the Treasurer to review the policy pertaining to property tax exemptions, and submit a report to the Government Management Committee.

The Society of Portuguese Disabled Persons Building Fund (“The Society”) is seeking Toronto City Council’s support for its efforts to obtain private legislation that would provide an exemption from property taxes for the property it owns at 2295 St. Clair Avenue West.  Staff are not recommending that Council support the Society’s efforts to obtain a tax exemption through private legislation.