March 27, 1998

 To:East York Community Council

 From:Richard Z. Tomaszewicz

East York Civic Centre

 Subject:East York Parking Contract with A.P.C.O.A Parking Development and Management Ltd. Ward 1

 Purpose:

 To report to the April 1, 1998 East York Community Council to outline the steps to be undertaken by staff to ensure a smooth transition of the East York District=s parking operations after the contract between Airport Parking Company of America (A.P.C.O.A) Parking Development and Management Ltd. and East York expires on May 31, 1998.

 Financial Implications:

 Funds in the order of $61,000 have been budgeted for in the 1998 Operating Budget to continue with the A.P.C.O.A. contract until May 31, 1998. Additional funds have not been allocated to continue with the contract past this date.

 Recommendations:

 That this report be received for information.

 Background:

 A.P.C.O.A. Parking Management and Development Limited was retained by East York on June 1, 1994 to manage all revenue generating parking operations for a 3 year period. This included East York's parking meters, Civic Centre parking lot, residential boulevard parking, commercial boulevard parking, and Overnight Permit Parking. East York retained control of parking policy, including rate structures and allowable parking locations. East York Operations staff continued to collect parking meter monies on a weekly basis. Upon expiration of the original contract in June, 1997, the former Borough of East York Council extended A.P.C.O.A.=s contract for 1 year, until May 31, 1998.

 Appendix A contains a statistical summary of all revenue generating parking components for East York.

 Discussion:

 Prior to the former Borough of East York contracting out its parking operations to A.P.C.O.A., all revenue generating parking functions were managed internally by Borough staff. Parking policy was developed and managed by the Works and Environment Department, while parking permits were issued by the Finance Department at the Cashier=s counter.

 A.P.C.O.A. has surveyed all of East York and has developed an up-to-date inventory of legal and non-legal residential and commercial boulevard parking spaces. East York staff will continue with the enforcement of all illegal parking spaces identified by A.P.C.O.A as of May 31, 1998. East York staff will not continue to pro-actively look for illegal parking spaces at this time, since this work has been completed by A.P.C.O.A. East York staff will continue to investigate and report on residential and commercial boulevard parking on a complaint basis.

 The following paragraphs outline the steps to be taken by staff to manage parking operations once the contract with A.P.C.O.A. expires on May 31, 1998.

 Proposed Changes

 Location of Parking Operations

 The functions of the East York Parking Office and all of its office equipment, currently located at 900 Coxwell Avenue, will be moved to the East York Civic Centre. All permit applications will be available from the Development Services Department. Fees will be payable at the cashier=s counter, while permits will be issued at the Development Services counter.

 Overnight Permit Parking

 Overnight Permit Parking Applications will be available at the Development Services Department counter. Renewal notices will be mailed to existing customers 2 months prior to the 6-month permit parking period, and permits will be sold 1 month prior to the start of the permit period according the procedures previously adopted by East York Council.

 Permit fees will be payable by mail or at the cashier=s counter of the East York Civic Centre. We anticipate that the majority of customers will renew their permits by mail.

 Metered Parking

 Operations staff will continue to collect metered parking monies. Toronto Council has adopted a by-law which authorizes the Toronto Parking Authority to have administrative control over all on-street and off-street metered parking in the amalgamated City of Toronto.

  Staffing Requirements

 It is anticipated that, on an interim basis, the functions of the East York Parking Office can be accommodated within existing staffing levels at the East York Civic Centre. Overall management will be provided by the Transportation Engineer.

 Many of the administrative functions currently undertaken by A.P.C.O.A. will be assumed by the Development Services Department clerks and by the Commissioner of Development Service=s Administrative Assistant. They will be responsible for:

 providing customer service at the front counter and on the telephone;

maintaining division records related to revenue generating parking activities;

maintaining follow-up assistance for enforcement procedures with respect to the timely preparation of correspondence;

providing clerical and secretarial assistance to the section;

preparing and mailing out invoices, and applications for residential and commercial boulevard parking and on-street overnight permit parking; and,

other duties as assigned.

 Communication Strategy

 Staff are committed to ensuring that the changeover from A.P.C.O.A. to internal staff be done with as little disruption to the public as possible. In order to achieve this goal, the Transportation Section will implement a communications strategy to notify East York residents of the new location at which to receive parking services. This strategy could include the following:

 advertising the new location in local East York newspapers;

inserting a flyer in Overnight Permit Parking renewal notices;

inserting a flyer in East York Hydro or Water bills; or,

posting a notice at 900 Coxwell Avenue.

In addition to the above, East York staff will prepare an information sheet which will be available at the East York Civic Centre which outlines the procedures to renew permits and licences, apply for a new permit or license and to appeal parking issues. The Post Office will be notified to redirect mail destined for 900 Coxwell to the East York Civic Centre.

 Conclusions:

 The agreement between East York and A.P.C.O.A. Parking Development and Management Ltd. will be allowed to expire on May 31, 1998. It is anticipated that, on an interim basis until organizational changes are made corporately, the management of all revenue generating parking would be consolidated at the East York Civic Centre and administered by existing East York Staff. The money from on-street and off-street parking meters will be collected by existing East York staff, and in all likelihood will be brought to the Toronto Parking Authority for processing. Overnight parking permits, and residential and commercial boulevard parking licenses will mostly be renewed by mail, however, if a resident wishes, they can be paid at the East York Civic Centre.

 Contact Name:

Peter Bartos, P.Eng., Transportation Engineer

East York Civic Centre

   Rick Tomaszewicz

Commissioner of Development Services

East York Civic Centre

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  778-2225

APPENDIX A

 Parking Meters

 There are 454 parking meters in the East York Community and one off-street lot is located at the East York Office. In 1997, the revenue generated from the 454 parking meters was $339,710.75 while revenue generated from the East York Office parking lot was $4,658.90.

 Commercial Boulevard Parking

 There are approximately 865 Commercial Boulevard Parking Spaces located throughout the East York Community. The annual fee, per space, is $120.00. The revenue generated in 1997 was $104,428.30.

 Residential Boulevard Parking

 There are approximately 285 licenced Residential Boulevard Parking spaces in East York. The revenue generated in 1997 was $34,022.92. The annual fee, per space, is $120.00.

 Overnight Permit Parking

 Overnight Permit Parking permits are issues on a first come, first served basis, every six months. There are approximately 1615 permits available. From October 1, 1996 to March 31, 1997, approximately 1265 permits were sold. The revenue generated in 1997 was $137,778.35. The fee for one permit is $53.50 (for 6 months). The fee for a second permit is $107.00 while Seniors are charged $34.24.