Board of Governors of Exhibition Place
The full agenda, as filed
All 15 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.
EP1.1amended
Election of Vice Chair - Board of Governors of Exhibition Place
Election of the Vice Chair of the Board of Governors of Exhibition Place under Part H, Section 22, of the Board of Governors of Exhibition Place By-law No. 1-2017 - To Govern the Proceedings of the Board of Governors of Exhibition Place, for a term of office ending December 31, 2020, and until a successor is appointed.
The Board of Governors of Exhibition Place: 1. Elected Councillor Stephen Holyday as Vice Chair of the Board of Governors of Exhibition Place for a term of office starting February 19, 2019 and ending December 31, 2020, and until a successor is appointed.
EP1.2adopted
Recognition of Staff at Exhibition Place
A number of Exhibition Place employees should be recognized by the Board for recent outstanding accomplishments: 1. Corporate Responsibility Employee of the Year - 2018: Mr. Leo Zeng (who has recently departed Exhibition Place to pursue a new career opportunity) is recognized as the 2018 Corporate Social Responsibility Employee of the Year. Mr. Zeng in achieving Platinum Level status has demonstrated his personal commitment to social responsibility and environmental sustainability at Exhibition Place. The Corporate Social Responsibility Program commenced in 2014 and provides to each staff member their own report card on their individual everyday use and practices, so that each employee can see and set their personal goals for improvements. The areas focused on are: mode of transportation to work; energy savings in the office; paper consumption; participation in our recognition program; and volunteer participation in various staff committees and community outreach. 2. 2018 Employee of Year Mr. Anthony Monteforte is recognized as the Employee of the Year for 2018. Mr. Monteforte has worked at Exhibition Place for 9 months. In his role as Facility Coordinator within the Facility Services area, Anthony was recognized for his outstanding contributions to Exhibition Place and going "above and beyond" the call of duty to deliver excellent customer service. The Employee Recognition Program, launched in January 2011, had as its mandate the commitment of Exhibition Place and all our employees to continuous improvement to consistently offer customer service that exceeds expectations and to treat others as we would like to be treated. The "Excellence in Action" initiative has grown since its inception and in 2018 recognized 469 nominations from across the grounds. 3. 2018 United Way City of Toronto Campaign Ms. Debbie Sanderson, Executive Assistant to the Chief Executive Officer, is recognized for her dedication and hard work managing the 2018 United Way City of Toronto Campaign for Exhibition Place. Each year in an effort to build a better city, the City of Toronto Public Service Staff, along with all Agencies, Boards, and Commissions participate in the annual city wide fundraising program in support of United Way Toronto and York Regions. This year, Exhibition Place raised a grand total of $7,303.65 for United Way City of Toronto Campaign. Over the last 14 years Exhibition Place has contributed a total of $83,615.75 to the United Way Toronto and York Region.
The Board of Governors of Exhibition Place: 1. Applauded and extended congratulations to Leo Zeng as the 2018 Corporate Social Responsibility Employee of the Year. 2. Applauded and extended congratulations to Anthony Monteforte on being recognized as the 2018 Employee of the Year. 3. Applauded and extended congratulations to Ms. Debbie Sanderson for her outstanding efforts on the United Way City of Toronto Campaign.
Staff recommendation as filed
Councillor Grimes recommends that the Board of Governors of Exhibition Place: 1. Applaud and extend congratulations to Leo Zeng as the 2018 Corporate Social Responsibility Employee of the Year. 2. Applaud and extend congratulations to Anthony Monteforte on being recognized as the 2018 Employee of the Year. 3. Applaud and extend congratulations to Ms. Debbie Sanderson for her outstanding efforts on the United Way City of Toronto Campaign.
EP1.3adopted
Royal Agricultural Winter Fair Association Appointment for 2019
In January of each year, a Notice of Appointment of Representative is received from the Royal Agricultural Winter Fair (RAWF) requesting the appointment of one representative of the Board to the RAWF. At its meeting of March 22, 2018, the Board appointed Connie Dejak to the RAWF for the 2018 Term http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2018.EP10.14 At its meeting of March 23, 2017, the Board appointed Connie Dejak to the RAWF for the 2016 and 2017 term. http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2017.EP2.16 Given that Howard Lichtman has been a member of the Board since 2017 and has indicated an interest in being appointed, I believe it is appropriate that Howard Lichtman represent Exhibition Place for the 2019 term. As a representative, the member can raise issues pertinent to the interests of Exhibition Place as they relate to the business of the RAWF; the Board representative will be updated on financial matters of the Association, the strategic directions of the fair and will have an opportunity to participate in the election of the Board of Directors.
The Board of Governors of Exhibition Place: 1. Appointed Howard Lichtman as the Board representative to the Royal Agricultural Winter Fair Association ("RAWF") for the 2019 term.
Staff recommendation as filed
Councillor Grimes recommends: 1. The Board appoint Howard Lichtman as the Board representative to the Royal Agricultural Winter Fair Association ("RAWF") for the 2019 term.
EP1.4adopted
Exhibition Place Corporate Video
As part of the 2017 - 2019 Strategic Plan, Exhibition Place has produced a corporate video designed for use by Exhibition Place to promote our brand and assist with our marketing strategies. The opportunity to complete this tactic occurred with the opening of Hotel X Toronto which is a key component of our conference facilities. The video will be presented at the Board meeting and the marketing plan to utilize this video is detailed below.
The Board of Governors of Exhibition Place: 1. Received the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP1.5amended
Presentation from International Alliance Theatrical Stage Employees (IATSE) Local 58
Justin Antheunis, President of International Alliance Theatrical Stage Employees (IATSE) Local 58 will be in attendance to provide a presentation generally about the relationship between IATSE Local 58 and the Board, and possible proactive approaches to be taken.
The Board of Governors of Exhibition Place: 1. Requested the Chief Executive Officer, Exhibition Place to: a. Include this item at the next Tenant Liaison Consultation meeting for further discussions with the tenants to work out suggestions for moving forward to foster better relations with IATSE Local 58 and stakeholders. b. Include consultation with IATSE Local 58 and all the other union locals at Exhibition Place as part of the development of the Exhibition Place Strategic Plan.
EP1.6adopted
Exhibition Place Management Report - Fourth Quarter, 2018
The management report from the Chief Executive Officer is provided to the Board for information on a quarterly basis.
The Board of Governors of Exhibition Place: 1. Received the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP1.7adopted
Professional Development for Exhibition Place Senior Coordinator
This report recommends approval of registration and travel expenses for Mr. Craig Shepherd, Senior Facility Coordinator to attend the first year and the second year respectively (2019 and 2020) of the International Association of Venue Managers (IAVM), Venue Management School.
The Board of Governors of Exhibition Place: 1. Authorized expenses for Craig Shepherd, Senior Facility Coordinator to attend the International Association of Venue Managers in Tampa Bay, Florida in 2019 and 2020, at a cost not to exceed $6,000 plus HST per year.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board authorize expenses for Craig Shepherd, Senior Facility Coordinator to attend the International Association of Venue Managers in Tampa Bay, Florida in 2019 and 2020, at a cost not to exceed $6,000 plus HST per year.
EP1.8adopted
Senior Staff Expenses - Six (6) Month Period July 1, 2018 to December 31, 2018
This report provides a summary of expenses for the period of July 1 to December 31, 2018 for Senior Staff, which publication enhances the accountability and transparency of Exhibition Place.
The Board of Governors of Exhibition Place: 1. Received the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP1.9adopted
2019 Meeting Schedule for the Board of Governors of Exhibition Place
This report recommends a meeting schedule for the Board of Governors of Exhibition Place for 2019.
The Board of Governors of Exhibition Place: 1. Approved the 2019 Meeting Schedule attached as Appendix A to the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board approve the 2019 Meeting Schedule attached as Appendix A to this report.
EP1.10adopted
Summary of Complaints from the Public - Year End 2018
This report provides information with respect to external complaints received by Exhibition Place for the period of January 1, 2018 to December 31, 2018.
The Board of Governors of Exhibition Place: 1. Received the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP1.11adopted
Financial By-Law 2-18 and Borrowing and Investing of Money By-Law 3-18
This report recommends the enactment of the Financial By-Law 2-18 and Borrowing and Investing of Money By-law 3-18 and that the by-laws be submitted to City Council for approval.
The Board of Governors of Exhibition Place: 1. Adopted the by-law to enact the Board of Governors of Exhibition Place Financial By-law, attached to the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place as Appendix "A". 2. Adopted the by-law to enact the Board of Governors of Exhibition Place Borrowing and Investing of Money By-law, attached to the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place as Appendix "B". 3. Adopted the by-law attached to the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place as Appendix "C", to repeal the Board of Governors of Exhibition Place Financial By-law No 2-16 and the Board of Governors of Exhibition Place Borrowing and Investing of Money By-law No 3-85. 4. Recommended that City Council approve the Financial By-law and the Borrowing and Investing of Money By-law.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Adopt the by-law to enact the Board of Governors of Exhibition Place Financial By-law, attached to this report as Appendix "A". 2. Adopt the by-law to enact the Board of Governors of Exhibition Place Borrowing and Investing of Money By-law, attached to this report as Appendix "B". 3. Adopt the by-law attached to this report as Appendix "C" to repeal the Board of Governors of Exhibition Place Financial By-law No 2-16 and the Board of Governors of Exhibition Place Borrowing and Investing of Money By-law No 3-85. 4. Recommend that City Council approve the Financial By-law and the Borrowing and Investing of Money By-law.
EP1.12adopted
Hosts for Liaison Consultation Meetings
Further to the direction of the Board at its November 15, 2018 meeting to seek interest from the newly appointed Board from both public citizen appointee and City Councillors Board members in co-hosting the Community Liaison Consultation Meeting and the Tenant Liaison Consultation Meeting, the Chief Financial Officer and Corporate Secretary sent letters on January 15, 2019 to seek interest this report is recommending appointments based on the results of that outreach.
The Board of Governors of Exhibition Place: 1. Amended the format of the Community Liaison Consultation meeting to be co-hosted by one Councillor Member and two Citizen Members of the Board. 2. Appointed Ms. Paula Oliveria, Mr. Mark Teeple and Councillor Joe Cressy as the co-hosts of the Community Liaison Consultation Meeting. 3. Appointed Ms. Connie Dejak and Councillor Jim Karygiannis, as co-hosts of the Tenant Liaison Consultation Meeting.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board amend the format of the Community Liaison Consultation meeting to be co-hosted by one Councillor Member and two Citizen Members of the Board. 2. The Board appoint, Ms. Paula Oliveria, Mr. Mark Teeple and Councillor Cressy as the co-hosts of the Community Liaison Consultation Meeting. 3. The Board appoint Ms. Connie Dejak and Councillor Karygiannis, as co-hosts of the Tenant Liaison Consultation Meeting.
EP1.13adopted
Movable Partition Wall Systems Maintenance and Repairs Services Agreement
This report recommends approving an agreement with Corflex Partitions Inc. ("Corflex") for the non-exclusive provision of Hufcor movable partition walls maintenance and repair services for a one-year term with three (3) additional one-year options to renew. This recommendation follows the competitive Request for Quotation process undertaken by Exhibition Place considering two (2) companies that have experience providing these services.
The Board of Governors of Exhibition Place: 1. Approved an agreement with Corflex Partitions Inc. for the non-exclusive provision of Hufcor wall maintenance and repair services for a one-year term with three (3) additional one-year options to renew on the terms and conditions set out in the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place and such other terms and conditions required by the Chief Executive Officer and the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board of Governors approve an agreement with Corflex Partitions Inc. for the non-exclusive provision of Hufcor wall maintenance and repair services for a one-year term with three (3) additional one-year options to renew on the terms and conditions set out in this report and such other terms and conditions required by the Chief Executive Officer and City Solicitor.
EP1.14adopted
Bi-Directional Communication System Rentals, Maintenance and Repair Services Agreement
This report recommends approving an agreement with Bearcom Canada Corp. carrying on business as Mobile Business Communications ("Bearcom") for the non-exclusive provision of bi-directional communication system maintenance service and equipment rentals for a one-year term with three (3) additional one-year options to renew. This recommendation follows the competitive Request for Quotation process undertaken by Exhibition Place considering one (1) company submission that has experience providing these services.
The Board of Governors of Exhibition Place: 1. Approved an agreement with Bearcom Canada Corp. for the non-exclusive provision of bi-directional communication system maintenance service and equipment rentals for a one-year term with three (3) additional one-year options to renew on the terms and conditions set out in the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place and such other terms and conditions required by the Chief Executive Officer and the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board of Governors approve an agreement with Bearcom Canada Corp. for the non-exclusive provision of bi-directional communication system maintenance service and equipment rentals for a one-year term with three (3) additional one-year options to renew on the terms and conditions set out in this report and such other terms and conditions required by the Chief Executive Officer and City Solicitor.
EP1.15adopted
License Agreement with the Festival Management Corporation (FMC) 2019
This report recommends a one-year agreement with the Festival Management Corporation (FMC) for the Toronto Caribbean Carnival 2019 at Exhibition Place based on the same terms and conditions as approved by the Board in 2018.
The Board of Governors of Exhibition Place: 1. Approved the execution of a one-year license agreement with Festival Management Corporation for the Toronto Caribbean Carnival 2019, on the terms and conditions of the standard license agreement for Exhibition Place outlined in the report (February 4, 2019) from the Chief Executive Officer, Exhibition Place, and such other terms satisfactory to the Chief Executive Officer and the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board approve the execution of a one-year license agreement with Festival Management Corporation for the Toronto Caribbean Carnival 2019, on the terms and conditions of the standard license agreement for Exhibition Place outlined in this report, and such other terms satisfactory to the CEO and City Solicitor.