Item - 2012.CC27.9

 City Council on October 30, 31 and November 1, 2012, adopted the following:

1.         City Council adopt the recommendations contained in the investigation report (October 23, 2012) from the Ombudsman.

            Ombudsman Recommendations

Taking into account all the evidence gathered in this investigation, I recommend the following:

1.         That the TTC develop a process/procedure by December 31, 2012, for notifying Councillors of new construction projects that are scheduled to take place in their wards.

2.         That a communication policy and process be created by February 1, 2013, for notifying property owners of construction projects, and include but not be limited to the following:

i.          Residents should be informed as early as possible about construction projects.

ii.         Flyers should be distributed in appropriately marked envelopes.

iii.        Information in the notice should clearly describe the nature of the project, its objectives and potential impact.

iv.        A link to the TTC's website for additional information should be included and kept up to date.

v.         Public consultation information, including a copy of or access to TTC's relevant policies and procedures.

3.         That a documented process be developed by February 1, 2013, specifically for property owners facing potential acquisition. Such a process must include, but not be limited to:

i.          Letters by registered mail to property owners directly affected by construction projects as early as possible.

ii.         Those letters should be sent before general public notification about the project.

iii.        The TTC should follow-up with each property owner within one week, to ensure that letters were received and understood.

iv.        The TTC should inform property owners as early as possible about the procedures and expectations for using temporary easements on selected properties during the construction phase.

v.         The opportunity to meet face-to-face with TTC staff before general public notification about the project.

vi.        Access to relevant TTC's policies and procedures (eg. property acquisition and public consultation.)

4.         That a public consultation policy and process be developed by December 31, 2012, to include, but not be limited to:

i.          Ongoing information posts on the TTC website.

ii.         Accessible information and regularly posted and updated on the website including: presentations, meetings notes, related reports or studies, status updates and any other information that may be relevant.

iii.        If there is a lead representative for the community, it is the TTC's onus to communicate information to this representative.

iv.        Opportunities for the public to provide feedback and participate in the decision making process.

5.         That training be conducted by December 31, 2012, with relevant TTC staff to ensure they have the appropriate consultation and communication skills.

6.         That communication/notice be sent from the CEO or a senior executive by November 30, 2013, regarding the current status of the Donlands and Greenwood Projects and next steps to be implemented along with timelines.

7.         That directives be established by February 1, 2013, documenting the responsibilities of the TTC and the City's Real Estate Division to minimize role confusion and improve communication to the public.

2.         City Council request the Chief Executive Officer and the Chair of the Toronto Transit Commission to forward the proposed TTC public consultation policy and process to the City Manager for circulation to Members of Council for their information.

3.         City Council forward a copy of the Ombudsman's Investigation Report into the Toronto Transit Commission Second Exit Project at Donlands and Greenwood Stations to the Toronto Transit Commission for consideration.