City of Toronto Logo Decision Document



Board of Management of the Toronto Zoo


Meeting No. 6   Contact Rosalind Dyers, Committee Administrator
Meeting Date Thursday, June 3, 2010
  Phone 416-392-8018
Start Time 2:00 PM
  E-mail rdyers@toronto.ca
Location Committee Room 2, City Hall
  Chair   Councillor Raymond Cho  


The Decision Document is for preliminary reference purposes only.  Please refer to the Minutes for the official record.
 
How to Read the Decision Document:


•           Recommendations of the Board appear after the item heading.
•           Declarations of Interest, if any, appear at the end of an item.

 

Minutes Confirmed - Meetings of May 6, 2010 and May 20, 2010

ZB6.1 

Presentation

Adopted 

 

 

Presentation to Dr. Dudley Williams
Committee Decision

The Board expressed its sincere appreciation to Dr. Williams for his years of service on the Board of Management, and extended its best wishes for a happy and healthy retirement.

Decision Advice and Other Information

The Chair and the Chief Executive Officer presented Dr. Williams with a framed picture in appreciation for his service and dedication as a Member of the Board of Management

from September 2004 until June, 2010, and for his service to the Animal Care, Research and Acquisition Committee, as a member since 1997 and Chair since 2002.

Summary

Presentation to Dr. Dudley Williams for Services to the Board of Management.


ZB6.2 

Presentation

Received 

 

 

Accessibility for Ontarians with Disabilities Act
Committee Decision

The Board received for information the presentation on the Accessibility for Ontarians with Disabilities Act.

Decision Advice and Other Information

The Director of Planning and Analysis gave a presentation on the Accessibility for Ontarians with Disabilities Act, including the following:

 

-           Briefing Outline;

-           What is the Accessibility for Ontarians with Disabilities Act (AODA);

-           Definition of Disability;

-           Barriers to Accessible Customer Service;

-           Customer Service Standard: Requirements; and

-           The Zoo and AODA.

Summary

Presentation on the Accessibility for Ontarians with Disabilities Act by the Director of Planning and Analysis.


ZB6.3 

ACTION

Amended 

 

 

A Citizens Advisory Committee for The Toronto Zoo
Committee Decision

The Board:

 

1.         Received for information the letter dated May 25, 2010 from Mr. Avila respecting the establishment of a Citizens Advisory Committee for the Toronto Zoo.

 

2.         Requested the Chief Executive Officer to forward to Mr. Avila information on how to become a volunteer member on any of the City's committees, agencies, boards and commissions.

Origin
(May 25, 2010) Letter from Miguel Avila
Summary

Requesting the opportunity to speak again on the topic of forming a Citizens Advisory Committee for the Toronto Zoo.

Background Information
ZB6.3 - Letter from Miguel Avila - Citizens Advisory Committee
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30547.pdf)

Speakers

(June 3, 2010) Miguel Avila


ZB6.4 

ACTION

Withdrawn 

 

 

2009 Draft Financial Statements
Committee Decision

The report dated May 25, 2010, from the Chief Operating Officer respecting the 2009 Draft Financial Statements of the Board of Management of the Toronto Zoo for the year ended December 31, 2009, was withdrawn at the request of staff.

Origin
(May 25, 2010) Report from the Chief Operating Officer
Summary

This report submits the draft financial statements to the Board for the year ended December 31, 2009.  The Management Committee at its meeting of May 13, 2010, reviewed the Draft 2009 Financial Statements and recommended approval by the Board of Management.

Background Information
ZB6.4 - Staff Report - 2009 Draft Financial Statement
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30546.pdf)

ZB6.4 - Attachment - 2009 Draft Financial Statements
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30564.pdf)


ZB6.5 

ACTION

Adopted 

 

 

Tundra Construction Review - Auditor General
Committee Decision

The Board:

 

A.        Adopted the following recommendations in the Auditor General’s report, entitled “Toronto Zoo Construction Contracts Review - Tundra Project” and Management’s Response to the Auditor General’s review:

 

"1.        The Chief Executive Officer, Toronto Zoo, in consultation with the City Solicitor, modify the standard templates for call documents and agreements to include:

 

a.         A schedule of values allocating the entire contract amount to major segments of the project acceptable to the consultant and the Zoo, on which payments should be based.  The schedule should be provided by the contractor prior to the first progress payment.

 

b.         A right to audit clause.

 

2.         The Chief Executive Officer, Toronto Zoo, in consultation with the City Solicitor, take appropriate steps to ensure that:

 

a.         The Zoo's standard templates for call documents and agreements are compared periodically with City call documents.

 

b.         Relevant City clauses are adopted where appropriate.

 

c.         Any alterations to the Zoo’s standard terms and conditions are approved, in writing, by the City Solicitor.

 

3.         The Chief Executive Officer, Toronto Zoo, establish policies and procedures for inspection and testing to include:

 

a.         Selection and hiring of inspection and testing agency independent of the contractor.

 

b.         Inspection type, frequency, timing and quality.

 

c.         Review and monitoring of inspection and testing.

 

d.         Required level of documentation and retention of inspection and testing reports.

 

e.         Checklist to facilitate tracking of required inspection and testing processes.

 

4.         The Chief Executive Officer, Toronto Zoo, develop appropriate controls and processes to ensure inspection reports prepared by inspection and testing agencies, and site review reports prepared by consultants are adequately reviewed and monitored.

 

5.         The Chief Executive Officer, Toronto Zoo, establish procedures requiring that all change orders provide sufficient business case details for the extra work to identify:

 

a.         Whether the extra work is due to errors or omissions by the consultant, contractor or staff.

 

b.         Whether certain costs could be recovered from the consultant or contractor in accordance with contract terms and conditions.

 

6.         The Chief Executive Officer, Toronto Zoo, in consultation with the City Solicitor, explore the possibility of pursuing the recovery of additional costs arising from design deficiencies.

 

7.         The Chief Executive Officer, Toronto Zoo, in consultation with the City Solicitor, review the standard contract terms with respect to the accuracy of “as-built” drawings and consider modifying to provide an allowable margin of error.

 

8.         The Deputy City Manager and Chief Financial Officer review capital billing procedures and take appropriate steps to:

 

a.         Establish policies and procedures with respect to capital billings from agencies, boards and commissions, including the timing and frequency of billings, payment of holdback and receipt of external funding.

 

b.         Communicate such policies and procedures to the agencies, boards and commissions.

 

9.         The Deputy City Manager and Chief Financial Officer take appropriate steps to provide agencies, boards and commissions with appropriate capital reports on a periodic basis to facilitate the reconciliation of all capital accounts.

 

10.       The Chief Executive Officer, Toronto Zoo, in consultation with the City Solicitor:

 

a.         review the City checklist for assessing bid irregularities and develop a similar checklist appropriate for the Zoo;

 

b.         develop procedures to conduct a periodic review of any changes to City of Toronto procurement practices and adopt changes, as appropriate; and

 

c.         review and update draft purchasing policies and submit them for Board approval.

 

11.       The Chief Executive Officer, Toronto Zoo, establish a guideline for adequate documentation to support procurement decisions and retention requirements, and develop procedures to monitor staff conformance with the guideline.

 

12.       The Chief Executive Officer, Toronto Zoo, review all current contracts to ensure Fair Wage approval has been obtained and documentation of such approval is retained.

 

13.       The Toronto Zoo Board of Management review and confirm spending authority limits for amounts exceeding approved commitments and consider establishing a fixed dollar limit on each instance.”

 

B.        Directed that the Auditor General's  report and Management Response be forwarded to the City’s Audit Committee for information.

Origin
(May 25, 2010) Report from the Chief Executive Officer
Summary

This report submits the Auditor General’s review of the Toronto Zoo Construction Contracts for the Tundra Project.  The Management Committee at its meeting of May 13, 2010, reviewed the Auditor General’s report and concurred with all of the recommendations.

Background Information
ZB6.5 - Staff Report - Tundra Construction Review - Auditor General
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30548.pdf)


5a Toronto Zoo Construction Contracts Review - Tundra Project
Origin
(March 29, 2010) Report from Auditor General
Summary

Attached is the Auditor General's report entitled "Toronto Zoo Construction Contracts Review – Tundra Project”.  This review was conducted as part of the Auditor General's 2009 Annual Work Plan.

 

The objective of this review was to assess the adequacy of controls in tendering, award and management of construction contracts.  The review focused on the construction and consulting contracts related to the Tundra Project.

 

Our review identified a number of issues related to construction management, contract administration and procurement policies and procedures.

Background Information
ZB6.5a - Staff Report - Tundra Project Construction Contracts
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30565.pdf)

ZB6.5a - Staff Report - Tundra Project Construction Contracts - Appendix 1
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30566.pdf)

ZB6.5a - Staff Report - Tundra Project Construction Contracts - Appendix 2
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30567.pdf)


ZB6.6 

ACTION

Adopted 

 

 

Operations Complex Roof Replacement Tender
Committee Decision

The Board approved the awarding of the tender for the Replacement of Sloped and Flat Roofs at the Operations Complex to E.D. Roofing in the amount of $445,407, including a contingency allowance and all applicable taxes.

Origin
(May 25, 2010) Report from the Chief Operating Officer
Summary

This report recommends that the Board award the tender for the replacement of the roof at the Facilities and Services/Animal Nutrition Wing of the Operations Complex.

Background Information
ZB6.6 - Staff Report - Operations Complex Roof Replacement Tender
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30549.pdf)


ZB6.7 

ACTION

Adopted 

 

 

PCB Transformers Disposal Tender
Committee Decision

The Board approved the awarding of the tender for the Replacement and Disposal of PCB Containing Transformers project to Electrobauer Systems Limited (o/a B & B Electric Company) in the amount of $177,120, including a contingency allowance and all applicable taxes.

Origin
(May 25, 2010) Report from the Chief Operating Officer
Summary

This report recommends the award of the tender for the replacement and disposal of PCB containing transformers at the Americas and Australasia Pavilions.

Background Information
ZB6.7 - Staff Report - PCB Transformer Disposal Tender
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30550.pdf)


ZB6.8 

ACTION

Adopted 

 

 

North Zoo Site Redevelopment - Consulting Contract
Committee Decision

The Board approved the creation of four separate consulting agreements, one for each phase of the North Zoo Site Redevelopment Project, to replace the previously approved three contracts.

Origin
(May 25, 2010) Report from the Chief Operating Officer
Summary

This report recommends splitting up the consulting contract for the North Zoo Site Redevelopment Project into four separate agreements to facilitate the management of the consulting services.

Background Information
ZB6.8 - Staff Report - North Zoo Site Redevelopment - Consulting Contract
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30551.pdf)


ZB6.9 

Information

Withdrawn 

 

 

2009 Audit Results Report
Committee Decision

The report dated May 25, 2010, from the Chief Operating Officer respecting the 2009 Audit Results Report was withdrawn at the request of staff.

Origin
(May 25, 2010) Report from the Chief Operating Officer
Summary

This report provides the Audit Results, as prepared by Ernst & Young, to assist the Board in its review of the financial statements for the year ended December 31, 2009. 

Background Information
ZB6.9 - Staff Report - 2009 Audit Results Report
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30552.pdf)

ZB6.9 - Attachment - 2009 Audit Results
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30568.pdf)


ZB6.10 

Information

Received 

 

 

Board Resolutions - June Status Report
Committee Decision

The Board received for information the report dated May 21, 2010, from the Chief Executive Officer respecting the June Status Report on Board Resolutions.

Origin
(May 21, 2010) Report from the Chief Executive Officer
Summary

This report lists the status of Board resolutions from January 2009 to date.  Future status reports will list outstanding resolutions of the Board.

Background Information
ZB6.10 - Staff Report - Board Resolutions - June Status Report
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30553.pdf)

ZB6.10 - Staff Report - Board Resolution Status - Attachment 1
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30554.pdf)


ZB6.11 

Information

Received 

 

 

Giant Panda Acquisition Update
Committee Decision

The Board received for information a verbal update and the report dated May 25, 2010, from the Chief Executive Officer respecting the Giant Panda Acquisition Project.

Origin
(May 25, 2010) Report from the Chief Executive Officer
Summary

This report provides a summary of recent developments regarding the Giant Panda Acquisition project and proposes next steps to further this initiative.

Background Information
ZB6.11 - Staff Report - Giant Panda Acquisition Update
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30555.pdf)


ZB6.12 

Information

Received 

 

 

2009 Disposal of Surplus Property
Committee Decision

The Board received for information the report dated May 20, 2010, from the Chief Operating Officer on the 2009 Disposal of Surplus Property.

Origin
(May 20, 2010) Report from the Chief Operating Officer
Summary

This report is intended to update the Board of Management on the disposal of surplus property.

Background Information
ZB6.12 - Staff Report - 2009 Disposal of Surplus Property
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30556.pdf)


ZB6.13 

Information

Received 

 

 

Visitor Statistics
Committee Decision

The Board received for information the report dated May 25, 2010, from the Executive Director, Marketing and Communications respecting Visitor Statistics for the period ending April 30, 2010.

Origin
(May 25, 2010) Report from the Executive Director, Marketing and Communications
Summary

This report will update the Board of Management on visitor statistics for the period ending April 30, 2010.

Background Information
ZB6.13 - Staff Report - Visitor Statistics
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30557.pdf)

ZB6.13 - Staff Report - Visitor Statistics - Attachment 1
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30558.pdf)

ZB6.13 - Staff Report - Visitor Statistics - Attachment 2
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30559.pdf)


ZB6.14 

Information

Received 

 

 

Committee Minutes
Committee Decision

The Board received for information the report dated May 25, 2010, from the Chief Executive Officer respecting Committee Minutes.

Origin
(May 25, 2010) Report from the Chief Executive Officer
Summary

This report will provide an update to the Board on Committee activities.

Background Information
ZB6.14 - Staff Report - Committee Minutes
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30560.pdf)

ZB6.14 - Staff Report - Minutes - October 19, 2009
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30561.pdf)

ZB6.14 - Staff Report - Minutes - March 29, 2010
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30562.pdf)


ZB6.15 

ACTION

Adopted 

 

 

Fee Changes Due to Harmonized Sales Tax
Public Notice Given
Statutory - City of Toronto Act, 2006
Committee Decision

The Board approved the user fee changes, attached as Schedule 1 to the report dated May 26, 2010, from the Executive Director, Marketing and Communications, for implementation effective July 1, 2010.

Origin
(May 26, 2010) Report from Executive Director, Marketing and Communications
Summary

This report recommends the proposed price changes to user fees effective July 1, 2010, due to the new Harmonized Sales Tax.

Background Information
ZB6.15 - Staff Report - User Fee Changes Due to Harmonized Sales Tax
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30591.pdf)


ZB6.16 

ACTION

Adopted 

 

 

2010 Exempt Staff Compensation
Confidential Attachment - Labour relations or employee negotiations and personal information about an identifiable individual
Committee Decision

The Board:

 

A.        Approved the exempt compensation policy amended as follows:

 

1.         The market adjustments for 2010 be set at 1 per cent for both the exempt salary grades and the exempt staff salaries.

 

2.         The re-earnable performance-based lump sum payments be cancelled in 2010 for exempt staff who have reached the maximum salary in their respective wage bands.

 

3.         The 2010 performance-based pay policy for exempt staff progressing through their respective salary ranges (minimum salary to maximum salary - job rate), which is based on exempt staff 2009 goals and performance, be continued.

 

B.        Approved the recommendations contained in the Confidential Attachment 1, attached to the report dated May 22, 2010, from the Chief Executive Officer, and directed that such attachment remain confidential in its entirety in that it contains information about labour relations/employee negotiations and personal information about an identifiable individual.

Origin
(May 22, 2010) Report from the Chief Executive Officer
Summary

The purpose of this report is to recommend adjustments to the Exempt Compensation Plan for 2009.

Background Information
ZB6.16 - Staff Report - Exempt Staff Compensation
(http://www.toronto.ca/legdocs/mmis/2010/zb/bgrd/backgroundfile-30585.pdf)


ZB6.17 

Information

Received 

 

 

Publications
Committee Decision

The Board received for information the publications distributed by the Chief Executive Officer.

Summary

The following publications were distributed to the Board:

 

-           CONNECT – Magazine of the Association of Zoos and Aquariums, May 2010;

-           Toronto Zoo 2010 Visitor's Guide

-           Brochure, entitled "Our Arctic. Our Life. It's Changing" – International Year of Biodiversity.

 

 


Meeting Sessions
Session Date Session Type Start Time End Time Public or Closed Session
2010-06-03 Afternoon 2:05 PM 2:46 PM Public
Attendance
Members were present for some or all of the time period indicated.
Date and Time Quorum Members
2010-06-03
2:05 PM - 2:46 PM
(Public Session)
Present Present: Cheung, Cho (Chair), Grimes, Kelly, Mammoliti, Tessier, Torzsok, Williams, Yelle
Not Present: Ainslie, De Baeremaeker