Item - 2012.AU6.4

Tracking Status

  • City Council adopted this item on April 10, 2012 with amendments.
  • This item was considered by the Audit Committee on February 29, 2012 and adopted without amendment. It will be considered by City Council on April 10, 2012.

AU6.4 - Review of Coordinated Street Furniture Contract - Public Realm Section, Transportation Services Division

Decision Type:
ACTION
Status:
Amended
Wards:
All

City Council Decision

City Council on April 10 and 11, 2012, adopted the following:

 

 1.        City Council request the Acting General Manager, Transportation Services, to report to Council through the June 14, 2012 meeting of the Public Works and Infrastructure Committee on the implementation of the Street Furniture Program including revenue, completion rate, installation locations, public complaints and maintenance issues.

 

 2.        City Council request the Acting General Manager, Transportation Services, to consolidate and implement a Program Policy and Procedures Manual to ensure consistent and on-going management of the Street Furniture Program.  At a minimum, the manual should include:

 

a.         Street furniture approval, construction and inspection requirements;

b.         Criteria for prioritizing shelter installation; and

c.         Complaint protocol.

 

3.         City Council request the Acting General Manager, Transportation Services, to develop and implement performance measurement system and standards for the Coordinated Street Furniture Program that provides information related to cost, productivity and performance trends.

 

4.         City Council request the Acting General Manager, Transportation Services, to request Astral Media to submit quarterly maintenance reports satisfactory to the City.  At a minimum, reports should include the following information:

 

a.         Location of street furniture;

b.         Weekly maintenance activity;

c.         Date and time completed; and

d.         Summary of work completed.

 

5.         City Council request the Acting General Manager, Transportation Services, to ensure monthly complaint reports are prepared and submitted to the City by Astral Media.  At a minimum, reports should include:

 

a.         Location of the site;

b.         Complaint description;

c.         Date received and completed; and

d.         Summary of work completed.

 

6.         City Council request the Acting General Manager, Transportation Services, to ensure Astral Media develop and maintain an adequate management information system that effectively reports on the status of all street furniture including but not limited to:

 

a.         Tracking of permit and approval process;

b.         Tracking of roll-out and installation process; and

c.         Tracking of day-to-day maintenance program.

 

7.         City Council request the Acting General Manager, Transportation Services, to take appropriate steps to ensure Astral Media provide an annual report on the implementation status of environmental benefits on a timely basis.  Further, the General Manager, Transportation Services should review the results of the independent assessment and ensure requirements of the agreement are fulfilled.

 

8.         City Council request the Acting General Manager, Transportation Services, to complete the transfer of data to update the system with the current information for planning and installation of street furniture.

 

9.         City Council request the Acting General Manager, Transportation Services, to take steps to ensure the accuracy of the street furniture information system.  Reconciliation of City records to Astral Media inventory records should take place periodically.

 

10.       City Council request the Acting General Manager, Transportation Services, to complete efforts to identify and develop standard management reports supporting day to day and long term information requirements.

 

11.       City Council direct the Acting City Manager to report to the June 14, 2012 meeting of Public Works and Infrastructure Committee on a plan to ensure free advertising available through the Astral Media Contract is utilized to the fullest extent.

 

12.       City Council request the Acting General Manager, Transportation Services, to provide an update report to Council through the Executive Committee by February 2013, on the implementation of the Street Furniture Program including revenue, completion rate, installation locations, public complaints and maintenance issues and the City contract administration costs.

Background Information (Committee)

(February 3, 2012) Report from the Auditor General on the Review of Coordinated Street Furniture Contract - Public Realm Section, Transportation Services Division
https://www.toronto.ca/legdocs/mmis/2012/au/bgrd/backgroundfile-45242.pdf
(December 12, 2011) Appendix 1 - Review of Coordinated Street Furniture Contract - Public Realm Section, Transportation Services Division
https://www.toronto.ca/legdocs/mmis/2012/au/bgrd/backgroundfile-45243.pdf
(February 3, 2012) Appendix 2 - Managementís Response to the Auditor Generalís Review of Coordinated Street Furniture Contract - Public Realm Section, Transportation Services Division
https://www.toronto.ca/legdocs/mmis/2012/au/bgrd/backgroundfile-45244.pdf

Motions (City Council)

1 - Motion to Amend Item moved by Councillor David Shiner (Carried)

That:

 

1.         City Council amend Audit Committee Recommendation 1 to now read as follows:

 

1.         City Council request the General Manager, Transportation Services to report to Council through the June 14, 2012 meeting of Public Works and Infrastructure Committee on the implementation of the Street Furniture Program including revenue, completion rate, installation locations, public complaints and maintenance issues.

 

2.         City Council amend Audit Committee Recommendation 11 to now read as follows:

 

11.         City Council direct the City Manager to report to the June 14, 2012 meeting of Public Works and Infrastructure Committee on a plan to ensure free advertising available through the Astral Media Contract is utilized to the fullest extent.

Vote (Amend Item) Apr-10-2012 4:19 PM

Result: Carried Majority Required - AU6.4 - Shiner - Motion 1
Total members that voted Yes: 31 Members that voted Yes are Paul Ainslie, Maria Augimeri, Ana Bail„o, Shelley Carroll, Raymond Cho, Josh Colle, Janet Davis, Glenn De Baeremaeker, Frank Di Giorgio, Sarah Doucette, Paula Fletcher, Doug Ford, Mark Grimes, Doug Holyday, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Pam McConnell, Mary-Margaret McMahon, Frances Nunziata, Cesar Palacio, John Parker (Chair), James Pasternak, Gord Perks, Anthony Perruzza, David Shiner, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 0 Members that voted No are
Total members that were Absent: 14 Members that were absent are Michelle Berardinetti, Gary Crawford, Vincent Crisanti, Mike Del Grande, John Filion, Rob Ford, Mary Fragedakis, Josh Matlow, Joe Mihevc, Peter Milczyn, Denzil Minnan-Wong, Ron Moeser, Jaye Robinson, Karen Stintz

2 - Motion to Amend Item moved by Councillor Janet Davis (Carried)

That City Council request the General Manager, Transportation Services, to provide an update report to Council by February 2013, through the Executive Committee on the implementation of the Street Furniture Program including revenue, completion rate, installation locations, public complaints and maintenance issues and the City contract administration costs.

Vote (Amend Item) Apr-10-2012 4:34 PM

Result: Carried Majority Required - AU6.4 - Davis - Motion 2 (revised)
Total members that voted Yes: 37 Members that voted Yes are Maria Augimeri, Ana Bail„o, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Janet Davis, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Sarah Doucette, John Filion, Paula Fletcher, Doug Ford, Mary Fragedakis, Mark Grimes, Doug Holyday, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Pam McConnell, Mary-Margaret McMahon, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata, Cesar Palacio, John Parker (Chair), James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, David Shiner, Karen Stintz, Michael Thompson, Adam Vaughan
Total members that voted No: 0 Members that voted No are
Total members that were Absent: 8 Members that were absent are Paul Ainslie, Michelle Berardinetti, Vincent Crisanti, Rob Ford, Josh Matlow, Joe Mihevc, Ron Moeser, Kristyn Wong-Tam

Motion to Reconsider Item (Carried)

That City Council reconsider Item AU6.4 titled "Review of Coordinated Street Furniture Contract – Public Realm Section, Transportation Services Division (Ward All)" to permit Councillor Davis to revise her motion 2.

 

Vote (Reconsider Item) Apr-10-2012 4:26 PM

Result: Carried Two-Thirds Required - AU6.4 - Reconsider the item to permit Councillor Davis to revise motion 2
Total members that voted Yes: 31 Members that voted Yes are Maria Augimeri, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Janet Davis, Glenn De Baeremaeker, Frank Di Giorgio, Sarah Doucette, John Filion, Paula Fletcher, Doug Ford, Mark Grimes, Doug Holyday, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Pam McConnell, Mary-Margaret McMahon, Denzil Minnan-Wong, Frances Nunziata, Cesar Palacio, John Parker (Chair), James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, David Shiner, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 3 Members that voted No are Mike Del Grande, Giorgio Mammoliti, Michael Thompson
Total members that were Absent: 11 Members that were absent are Paul Ainslie, Ana Bail„o, Michelle Berardinetti, Vincent Crisanti, Rob Ford, Mary Fragedakis, Josh Matlow, Joe Mihevc, Peter Milczyn, Ron Moeser, Karen Stintz

Motion to Adopt Item as Amended (Carried)

Vote (Adopt Item as Amended) Apr-10-2012 4:35 PM

Result: Carried Majority Required - AU6.4 - Adopt the item as amended
Total members that voted Yes: 37 Members that voted Yes are Maria Augimeri, Ana Bail„o, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Janet Davis, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Sarah Doucette, John Filion, Paula Fletcher, Doug Ford, Mary Fragedakis, Mark Grimes, Doug Holyday, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Pam McConnell, Mary-Margaret McMahon, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata, Cesar Palacio, John Parker (Chair), James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, David Shiner, Karen Stintz, Michael Thompson, Adam Vaughan
Total members that voted No: 0 Members that voted No are
Total members that were Absent: 8 Members that were absent are Paul Ainslie, Michelle Berardinetti, Vincent Crisanti, Rob Ford, Josh Matlow, Joe Mihevc, Ron Moeser, Kristyn Wong-Tam

AU6.4 - Review of Coordinated Street Furniture Contract - Public Realm Section, Transportation Services Division

Decision Type:
ACTION
Status:
Adopted
Wards:
All

Committee Recommendations

The Audit Committee recommends that:

 

1.         City Council request the General Manager, Transportation Services, to report to Council through the Executive Committee on the implementation of the Street Furniture Program including revenue, completion rate, installation locations, public complaints and maintenance issues.

 

2.         City Council request the General Manager, Transportation Services to consolidate and implement a Program Policy and Procedures Manual to ensure consistent and on-going management of the Street Furniture Program.  At a minimum, the manual should include:

 

a.         Street furniture approval, construction and inspection requirements

b.         Criteria for prioritizing shelter installation

c.         Complaint protocol.

 

3.         City Council request the General Manager, Transportation Services to develop and implement performance measurement system and standards for the Coordinated Street Furniture Program that provides information related to cost, productivity and performance trends.

 

4.         City Council request the General Manager, Transportation Services to request Astral Media to submit quarterly maintenance reports satisfactory to the City.  At a minimum, reports should include the following information:

 

a.         Location of street furniture

b.         Weekly maintenance activity

c.         Date and time completed

d.         Summary of work completed.

 

5.         City Council request the General Manager, Transportation Services to ensure monthly complaint reports are prepared and submitted to the City by Astral Media.  At a minimum, reports should include:

 

a.         Location of the site

b.         Complaint description

c.         Date received and completed

d.         Summary of work completed.

 

6.         City Council request the General Manager, Transportation Services to ensure Astral Media develop and maintain an adequate management information system that effectively reports on the status of all street furniture including but not limited to:

 

a.         Tracking of permit and approval process

b.         Tracking of roll-out and installation process

c.         Tracking of day-to-day maintenance program.

 

7.         City Council request the General Manager, Transportation Services to take appropriate steps to ensure Astral Media provide an annual report on the implementation status of environmental benefits on a timely basis.  Further, the General Manager, Transportation Services should review the results of the independent assessment and ensure requirements of the agreement are fulfilled.

 

8.         City Council request the General Manager, Transportation Services to complete the transfer of data to update the system with the current information for planning and installation of street furniture.

 

9.         City Council request the General Manager, Transportation Services to take steps to ensure the accuracy of the street furniture information system.  Reconciliation of City records to Astral Media inventory records should take place periodically.

 

10.       City Council request the General Manager, Transportation Services to complete efforts to identify and develop standard management reports supporting day to day and long term information requirements.

 

11.       City Council request the Director, Strategic Communications to ensure free advertising available through the Astral Media contract is utilized to the fullest extent.

Origin

(February 3, 2012) Report from the Auditor General

Summary

In 2007, the City of Toronto entered into a 20 year Agreement with Astral Media Outdoor LP for the supply, manufacture, installation, and maintenance of over 25,000 street furniture elements.  The coordinated street furniture comprises a range of transit shelters, litter/recycling receptacles, tourist/area information pillars, public notice structures, benches, bicycle parking stands, multi-publication boxes, and automated public washrooms.

 

In 2008, Toronto City Council mandated that the Public Realm Section be created within the Transportation Division.  One of the responsibilities of the Public Realm Section is to oversee the installation new furniture and to ensure that the terms of the contract with Astral Media are complied with.

 

The Auditor General’s 2011 Work Plan included a review of the management of the Coordinated Street Furniture contract.  The objective of the review was to assess the adequacy and effectiveness of controls and processes in place to ensure compliance with the contract.

 

This report includes 11 recommendations.  The implementation of these recommendations will improve the overall effectiveness of the Coordinated Street Furniture contract management.  Attached to this report is a management response to each of the recommendations.

Background Information

(February 3, 2012) Report from the Auditor General on the Review of Coordinated Street Furniture Contract - Public Realm Section, Transportation Services Division
https://www.toronto.ca/legdocs/mmis/2012/au/bgrd/backgroundfile-45242.pdf
(December 12, 2011) Appendix 1 - Review of Coordinated Street Furniture Contract - Public Realm Section, Transportation Services Division
https://www.toronto.ca/legdocs/mmis/2012/au/bgrd/backgroundfile-45243.pdf
(February 3, 2012) Appendix 2 - Managementís Response to the Auditor Generalís Review of Coordinated Street Furniture Contract - Public Realm Section, Transportation Services Division
https://www.toronto.ca/legdocs/mmis/2012/au/bgrd/backgroundfile-45244.pdf

Speakers

Councillor Janet Davis
Councillor Paula Fletcher

Motions

1 - Motion to Adopt Item (Carried)
Source: Toronto City Clerk at www.toronto.ca/council