Board of Directors of TO Live

The full agenda, as filed

All 11 items in the clerk’s order. Each carries the city’s own words: the staff recommendation, what the body decided, and its status. Nothing below is written by us.

• CT20.1amended

  Election of Vice Chair - Board of Directors TO Live

  Election of the Vice Chair of the Board of Directors of TO Live under Part H, Section 22, of the Board of Directors of Civic Theatres Toronto Procedures By-law for a term of office ending November 14, 2022, and until a successor is appointed.

  The Board of Directors of TO Live: 1. Elected Councillor Gary Crawford as Vice Chair of the Board of Directors of TO Live under Part H, Section 22, of the Board of Directors of Civic Theatres Toronto Procedures By-law for a term of office ending November 14, 2022, and until a successor is appointed.

• CT20.2adopted

  President and Chief Executive Officer's General Status Update

  The purpose of this report is to provide the Board with a general status update of TO Live's three theatres (Meridian Hall, Meridian Arts Centre and St. Lawrence Centre).

  The Board of Directors of TO Live: 1. Received the report (January 8, 2021) from the President and Chief Executive Officer, TO Live for information.

  Staff recommendation as filed

  The President and Chief Executive Officer, TO Live recommends that: 1. The Board of Directors of TO Live receive this report for information.

• CT20.3adopted

  Temporary Adjustments to TO Live Policies

  This report summarizes temporary adjustments being made to TO Live policies in light of the COVID-19 environment.

  The Board of Directors of TO Live: 1. Approved the temporary adjustments to TO Live's policies as noted in revised Attachment 1 to the report (January 7, 2021) from the President and Chief Executive Officer, TO Live.

  Staff recommendation as filed

  The President and Chief Executive Officer, TO Live recommends that the Board of Directors of TO Live: 1. Approve the temporary adjustments to TO Live's policies as noted in Attachment 1.

• CT20.4adopted

  Diversity, Equity, and Inclusion Staff Committee - Update

  The purpose of this report is to provide the Board with an update on the progress of TO Live's Diversity, Equity, and Inclusion Internal Staff Committee to date.

  The Board of Directors of TO Live: 1. Received the report (January 7, 2021) from the President and Chief Executive Officer, TO Live for information.

  Staff recommendation as filed

  The President and Chief Executive Officer, TO Live recommends that the Board of Directors of TO Live: 1. Receive this report for information.

• CT20.5amended

  Diversity, Equity and Inclusion (DEI) Recruitment and Outreach Plan

  The purpose of this report is to provide the Board with the proposed TO Live Diversity, Equity and Inclusion (DEI) Recruitment and Outreach plan.

  The Board of Directors of TO Live: 1. Requested the Chair, TO Live, in consultation with the President and Chief Executive Officer, to consult with the City's Confronting Anti-Black Racism unit in order to arrange a three-hour training session for the Board within the first half of 2021 to build the Board's capacity to provide equitable space for racialized and marginalized representation. 2. Requested the Chair to call a Special Meeting of the Board for the training session referenced in Part 1.

  Staff recommendation as filed

  The President and Chief Executive Officer, TO Live recommends that the Board of Directors of TO Live receive this report for information.

• CT20.6amended

  TO Live Digital Transformation - Project Update

  Attachments to this report contain positions, plans, procedures, criteria, or instructions to be applied to any negotiations carried on or to be carried on by or on behalf of the City or local board.

  The Board of Directors of TO Live: 1. Authorized the President and Chief Executive Officer, TO Live to negotiate and execute an agreement with the selected vendor substantially on the terms and conditions and within the budget outlined in Confidential Attachments 1 and 2 to the report (January 10, 2021) from the President and Chief Executive Officer, TO Live, and on such other terms as satisfactory to the President and Chief Executive Officer and suspend entering into any Customer Relationship Management (CRM) agreement other than Tradable bits; any additional CRM purchase must be brought to the Digital Transformation Committee with a justification on needs, Return on Investment (ROI), integration work and costs. 2. Authorized the public release of the vendor's name and the total cost of the project, after the agreement is executed and at the discretion of the President and Chief Executive Officer, and direct that the remainder of information in Confidential Attachments 1 and 2 to the report (January 10, 2021) from the President and Chief Executive Officer, TO Live remain confidential in their entirety, as they contain positions, plans, procedures, criteria, or instructions to be applied to any negotiations carried on or to be carried on by or on behalf of the City or a local board.

  Staff recommendation as filed

  The President and Chief Executive Officer, TO Live recommends that the Board of Directors of TO Live: 1. Approve the budget for the Digital Transformation project as set out in Confidential Attachment 2. 2. Direct that Confidential Attachments 1 and 2 remain confidential in their entirety, as they contain positions, plans, procedures, criteria, or instructions to be applied to any negotiations carried on or to be carried on by or on behalf of the City or local board.

• CT20.7adopted

  2021 State of Good Repair - Interim Spending Authority

  The purpose of this report is to seek Board approval for interim State of Good Repair ("SOGR") spending authority on previously approved SOGR projects, based on City Council's 2021 Tax Supported Interim Capital Estimates and recognised spending authority approved by Council in 2020 and previous years. This approval will permit continued work on previously approved SOGR projects.

  The Board of Directors of TO Live: 1. Approved all related purchase orders and/or tender awards over $100,000 not to exceed an interim 2021 spending threshold of $4.003 million, on previously approved State of Good Repair (SOGR) projects, as outlined in Confidential Attachment 1 to the report (January 12, 2021) from the President and Chief Executive Officer, TO Live. 2. Directed that Confidential Attachment 1 to the report (January 12, 2021) from the President and Chief Executive Officer, TO Live remain confidential in its entirety because if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization.

  Staff recommendation as filed

  The President and Chief Executive Officer, TO Live recommends that the Board of Directors of TO Live: 1. Approve all related purchase orders and/or tender awards over $100,000 not to exceed an interim 2021 spending threshold of $4.003 million, on previously approved State of Good Repair (SOGR) projects, as outlined in Confidential Attachment 1. 2. Direct that Confidential Attachment 1 remain confidential in its entirety because if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization.

• CT20.8received

  2021 Schedule of Board of Directors of TO Live Meetings

  In accordance with Board of Directors of Civic Theatres Toronto Procedure By-law, the Board determines the place in Toronto, day and hour of its regular meetings and the schedule of those meetings shall be publicly available by the first meeting of the Board in each calendar year. City Council on November 25 and 26, 2020 approved the 2021 schedule of meetings for City Council and its Committees. The schedule of meetings for TO Live has been developed to avoid dates, whenever possible, that conflict with the approved City Council schedule; and to avoid meetings on days of cultural or religious significance. The following meetings of the Board of Directors of TO Live have been scheduled for the remainder of 2021: Tuesday, February 9 at 12:30 p.m. Friday, March 12 at 12:30 p.m. Monday, May 3 at 12:30 p.m. Friday, June 18 at 12:30 p.m. Friday, September 24 at 12:30 p.m. Tuesday, November 16 at 12:30 p.m.

  The Board of Directors of TO Live received the item for information.

• CT20.9adopted

  Enacting an updated TO Live Procedures By-law

  At its meeting of November 13, 2020, the Board gave notice that at its next regular meeting, it would consider amendments and stylistic changes to the TO Live Procedures By-law to so that the By-law can be re-enacted to incorporate recent By-law amendments, and changes to legislation and organization structures. This report recommends that the Board, subject to approval by City Council, repeal By-law 1-2016 as amended, and enact a new Procedures By-law. The new Procedures By-law will come into effect on the date it is approved by City Council.

  The Board of Directors of TO Live: 1. Repealed By-law 1-2016 as amended, and enacted the by-law To govern the proceedings of the Board of Directors, TO Live in Attachment 1 to the report (January 17, 2021) from the City Clerk, such by-law to come into force on the date it is approved by City Council. 2. Forwarded its decision and the Procedures By-law to City Council for approval.

  Staff recommendation as filed

  The City Clerk recommends that the Board of Directors of TO Live: 1. Repeal By-law 1-2016 as amended, and enact the by-law To govern the proceedings of the Board of Directors, TO Live in Attachment 1 to this report, such by-law to come into force on the date it is approved by City Council. 2. Forward its decision and the Procedures By-law to City Council for approval.

• CT20.10amended

  Board Committees

  There are currently a number of vacancies on the Board's committees. As four new members were recently appointed to the Board, I would like to appoint members to the committees and review the size of committees. In addition, I would like to review the status of the Digital Transformation Committee, as it is near completion of its mandate.

  The Board of Directors of TO Live: 1. Accepted the resignation of Robert Foster from the Audit Committee, and appointed Mustafa Humayun to the Audit Committee. 2. Appointed Dawn Maracle and Mustafa Humayun to the Human Resources, Compensation and Labour Relations Committee; and reduced the composition of the Human Resources, Compensation and Labour Relations Committee from 6 members to 5 members. 3. Appointed Myriam Gafarou and Councillor Kristyn Wong-Tam to the Planning and Priorities Committee. 4. Accepted the resignations of Robert Foster, Steve Levitan and Councillor John Filion from the St. Lawrence Centre Redevelopment Committee and appointed Dawn Maracle, Myriam Gafarou, Mustafa Humayun and Councillor Kristyn Wong-Tam to the St. Lawrence Centre Redevelopment Committee. 5. Established a new Digital Committee with the following mandate: a. Digital Transformation - Assist the Board in fulfilling the oversight of the Digital Transformation initiative to drive systems, processes, and technologies to position the organization for the future. b. Digital Programming and Innovation - To help the Board access outside leaders with expertise in this space to provide TO Live staff with access to world-class talent and to recommend advice to the management team on innovative ways to push the boundaries on what digital programming and its delivery could look like. c. Digital Community Engagement- Assist the Board with community outreach by recommending and reviewing digital innovations to drive community engagement, reviewing and assessing staff targets for growth in both quantitative and qualitative measurements around digital community engagement, and providing strategic direction on opportunities for future digital engagement practices. 6. Appointed Gabe Michaan as Chair, with the request to report back to a future TO Live Board meeting with a recommendation on composition and appointment of members. 7. Dissolved the "Digital Transformation Committee" effective on the date the Board appoints members to the new Digital Committee.

• CT20.11received

  Chair's Update on COVID-19 and TO Live

  The Chair will discuss the COVID-19 crisis.

  The Board of Directors of TO Live: 1. Received the item for information.