Staff Report #3
April 24, 2024
To All Commissioners
Re: 2024 Work Program – Finance – First Quarter Update
Recommendation
The report be NOTED and FILED.
Background
The following report is provided as an update on major projects as set out in the 2024 Work Program that are ongoing in nature and were scheduled to commence and/or to be completed in the first quarter, with the lead on same being the primary responsibility of the Finance department.
4.4 – Implement Smart Card on Specialized Service
The project to implement handheld devices on specialized vehicles required to collect stored value fares from the smart card system is well underway. The hardware required has been received and the vendor is currently developing the software required to power the device and integrate with the current system. The devices are similar in nature to the on-board validators (OBV’s) currently installed on the conventional bus fleet, namely the ability to confirm or validate an appropriate fare. The only difference being they are portable and do not integrate with the AVL system. Work is also ongoing regarding the necessary networking requirements for each of the devices. Administration will be working with Voyago in the second quarter to develop processes and training required to implement these changes as well as full development of a communication plan. Deployment of the devices to specialized vehicles is on track to begin in mid-June.
12.6 – Asset Management Plan Update
The Finance, Fleet & Facilities and IT departments have been working with the Capital Asset Management (CAM) team at the City of London to develop an Asset Management Plan (AMP), required by O. Reg. 588/17 Asset Management Planning for Municipal Infrastructure. As an Agency, Board and Commission (ABC) of the City of London, London Transit falls within this scope of the regulation. The plan must be developed by July 2024 and will require and annual review, that is currently slated to align with the MYB cycle. The CAM team provides support to all ABC’s in the development, implementation and ongoing review of their plan.
The plan that is currently being developed will be the subject of a report at the May 29, 2024 meeting, requiring Commission approval of the plan and subsequent submission to Council at that time.
Other – Purchasing Policy Review
London Transit has a comprehensive procurement of goods and services policy that provides direction to employees and the Commission regarding same. The policy is to be reviewed by the Director of Finance with any changes being reviewed and approved by the Senior Management Team and/or the Commission as may be appropriate.
A recent review was completed that looked not only at current practices and processes with the policy, but also encompassed a review of the City of London’s Procurement of Goods and Services policy to ensure consistency between the two. Slight changes to the policy were recommended that were housekeeping in nature, namely the change in position titles, along with an update to slightly dated procedural documentation.
Recommended by:
Mike Gregor, Director of Finance
Concurred in by:
Kelly S. Paleczny, General Manager