Item - 2024.PA10.3

The Board of Directors of the Toronto Parking Authority:

1. Approved the proposed amendments to Toronto Parking Authority Policy Resolution 5-10: Delegation of Authority as outlined in Appendix B to the report (June 11, 2024) from the President, Toronto Parking Authority and direct the President, Toronto Parking Authority, to enact Policy Resolution 5-10: Delegation of Authority, as amended.

2. Directed the President, Toronto Parking Authority, to report back in 2025 on additional amendments to Policy Resolution 5-10: Delegation of Authority.

At its meeting on Thursday, April 25, 2024, the Toronto Parking Authority - Audit and Risk Management Committee considered Item PR5.6 and made recommendations to the Board of Directors of the Toronto Parking Authority.

Summary from the report (April 6, 2024) from the President, Toronto Parking Authority:

Toronto Parking Authority aspires to be the world's best provider of sustainable parking, Bike Share and last mile mobility experiences. As part of this journey, Management is continually seeking opportunities to streamline its policies, systems, and decision-making processes to provide greater agility for Team Toronto Parking Authority to deliver real-time outcomes and compete in the marketplace.

The purpose of this report is to provide the Toronto Parking Authority - Audit and Risk Management Committee and the Board of Directors of the Toronto Parking Authority with a preview of amendments that Management will be proposing to Toronto Parking Authority Policy Resolution 5-10: Delegation of Authority and a proposed delegation of operationally focused policies to the President, Toronto Parking Authority. Formal approval will be requested at the July 19, 2024, meeting of the Board.

Management is proposing to clarify an inconsistency in Toronto Parking Authority Policy Resolution 5-10: Delegation of Authority with Toronto Parking Authority Policy Resolution 5-7: Procurement and provide a modest increase in the President's authority to amend contracts originally awarded in an amount greater than $500,000 by the lesser of twenty percent (instead of fifteen percent) or a further $500,000 in commitments. Administrative amendments are also proposed to simplify and clarify language to ensure consistency in the application of the policy.

At the same time, Management is proposing that the Board of Directors of the Toronto Parking Authority delegate its authority over seventy-eight (75) operationally focused Toronto Parking Authority Policy Resolutions that address internal practices and procedures governing the day-to-day activities and operations of the organization. These policies, which are summarized in Appendix C will be the subject of a comprehensive review to ensure that there is alignment with Toronto Parking Authority 's current mandate and commercial focus to drive revenue. It is expected that this review will drive a reduction in the number of policies that are now redundant or no longer applicable.

The twenty-eight (28) remaining policies are proposed to remain under the oversight of the Board of Directors of the Toronto Parking Authority. These policies address governance, risk and/or compliance-based issues where the Board of Directors of the Toronto Parking Authority has express responsibility for ensuring that Toronto Parking Authority complies with the requirements of law, policies identified in the City of Toronto - Toronto Parking Authority Relationship Framework and decisions by Council where Council has required that Toronto Parking Authority comply with the requirements of the decision. Appendix D includes a summary of the Policy Resolutions that Toronto Parking Authority is proposing remain under the oversight of the Board.

At its meeting on June 25, 2024, the Toronto Parking Authority - Audit and Risk Management Committee considered Item PR6.4 and made recommendations to the Board of Directors of the Toronto Parking Authority.

Summary from the report (June 11, 2024) from the President, Toronto Parking Authority:

The purpose of this report is to reconcile an inconsistency between Toronto Parking Authority Policy Resolutions with respect to the authority of the President and certain Management to award a contract through a non-competitive procurement process or limited solicitation. Under Toronto Parking Authority Policy Resolution 5-7: Procurement, the President and certain Management are provided the authority to award a contract through a non-competitive procurement process or limited solicitation. These same authorities are not reflected in Toronto Parking Authority Policy Resolution 5-10: Delegation of Authority.

To reconcile this inconsistency, Management is recommending that Toronto Parking Authority Policy Resolution 5-10: Delegation of Authority be amended to recognize the authorities under Toronto Parking Authority Policy Resolution 5-7 for the President and Vice Presidents to award a contract through a non-competitive procurement process in an amount not exceeding $250,000 and $20,000, respectively.

This same proposed amendment was contemplated as part of the broader amendments to Toronto Parking Authority Policy Resolution 5-10: Delegation of Authority and the delegation of operational policies that the Board received through Item PA9.6 for information at its meeting of May 28, 2024. Although PA9.6 was deferred by the Board to the July 18, 2024, meeting, Management is now seeking the Board's approval of the specific amendment contained herein and recommending that the balance of what was presented in Item PA9.6 be deferred to the first quarter of 2025.

At its meeting of June 25, 2024, Audit and Risk Management Committee received Item PR6.4 - Proposed Amendments to Toronto Parking Authority Policy Resolution 5-10: Delegation of Authority. At the meeting, the Audit and Risk Management Committee requested that the following information be submitted along with PR6.4 for the Board's consideration:

• Toronto Parking Authority Policy Resolution 5-7: Procurement Policy

• Chapter 195 (7), Toronto Municipal Code - Purchasing: summarizes the City of Toronto's policies that apply to Non-Competitive Procurements or Limited Solicitations.

These items are included in the appendices to this supplemental report.