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

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.

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

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

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.

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.

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.

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.

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.

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.

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

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.

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.

The report dated May 25, 2010, from the Chief Operating Officer respecting the 2009 Audit Results Report was withdrawn at the request of staff.

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. 

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

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

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.

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

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

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

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

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

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.

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

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.