Board of Governors of Exhibition Place
The full agenda, as filed
All 9 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.
EP15.1adopted
Delegation Schedule Pursuant to Financial By-law Number 2-18
This report is submitted to comply with the annual requirements of Article 4 of Financial By-law Number 2-18 which Delegation Schedule will be effective starting January 1, 2021.
The Board of Governors of Exhibition Place: 1. Approved the Delegation Schedule in Appendix A to the report (November 24, 2020) from the Chief Executive Officer, Exhibition Place, prepared pursuant to Article 4 of Financial By-law Number 2-18, to be effective January 1, 2021.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place, recommends that: 1. The Board approve the Delegation Schedule (Appendix A) prepared pursuant to Article 4 of Financial By-law Number 2-18, to be effective January 1, 2021.
EP15.2adopted
Occupational Health and Safety Report: Third Quarter 2020
This report provides information on the status of the Exhibition Place health and safety system, specifically on activities, priorities, and performance during the third quarter of 2020. There were 0 lost time injuries and a 100 percent decrease in the number of medical aid injuries in the third quarter of 2020 relative to 2019. Workplace Safety and Insurance Board (WSIB) invoiced costs for third quarter 2020 were 19 percent higher than in third quarter 2019. An increase in Long Term Disability costs can be attributable to higher WSIB fees.
The Board of Governors of Exhibition Place: 1. Received the report (November 24, 2020) from the Chief Executive Office, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP15.3adopted
2019 Purchasing and Expenditure Operational Review - Status Update
In 2019 the Board engaged the City of Toronto Internal Audit to perform a review of the Purchasing and Expenditures Process Controls. This operational review was part of the Boards annual overall risk assessment of operations. This review covered the 14 months period from March 1, 2018 to April 30, 2019. At its meeting of February 11, 2020, the Board consider and adopted the audit report EP9.17, and directed the Chief Executive Officer, Exhibition Place to report to the Board of Governors of Exhibition Place by June 2020 on the status of implementation of the recommendations in the Exhibition Place Internal Audit Report - Purchasing and Expenditures Review in Appendix A to the report (November 28, 2019) from the Chief Executive Officer, Exhibition Place. The Internal Audit Report from 2019 is attached as Appendix B to this report along with the highlights of the review, and summarizes issues of the engagement, and the auditor's suggestions and recommendations. Management has provided responses to the audit findings which will help to improve the overall accounting and internal control procedures. As part of the Boards continuing annual process to ensure that management actions have been effectively implemented, staff will report back to the Board on the status of the recommendations in Appendix A from City Internal Audit in the preceding year 2019.
The Board of Governors of Exhibition Place: 1. Received the report (November 24, 2020) from the Chief Executive Office, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP15.4adopted
Employee and Corporate Policies 2020 Review and Update
This report recommends the approval of those Employee and Corporate Policies for Exhibition Place detailed in Appendices A and B, attached as policies that are new or revised.
The Board of Governors of Exhibition Place: 1. Approved the policies attached as Appendices A and B to the report (November 24, 2020) from the Chief Executive Officer, Exhibition Place.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board approve of the policies attached as Appendix A and B.
EP15.5adopted
Exhibition Place Management Report - Third Quarter, 2020
The management report from the Chief Executive Officer is provided to the Board for information. A new format has been developed with graphs and tables for ease of reference of the information by the Board and the community. This Management Report and a separate Financial Report is produced on a quarterly basis.
The Board of Governors of Exhibition Place: 1. Received the report (November 24, 2020) 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.
EP15.6adopted
2020 Operating Budget Financial Impact Update Due to COVID-19
Since March, the City of Toronto Public Health officials has made decisions to cancel programs and events due to the COVID-19 pandemic risk to public health and safety. As a result, nearly every Exhibition Place Show Organizer and Meeting Planner client has invoked their Force Majeure clause in their License Agreement to cancel or postpone their 2020 events. The same meeting and event cancellation is occurring in every convention centre across Canada and the USA. In addition to the cancellation of shows/meetings, Tenants such as Liberty Grand, QE Theatre, Aqua Dolce Resto Venue and Medieval Times have been completely closed while other tenants have opened in very limited capacity and therefore the loss of related ancillary revenue, such as Parking and Show Services result from their closure. The Boards operations are highly dependent on the cash flow and net income from our trade and consumer shows, conferences, conventions, socials, galas, meetings and tenants operations. Since early in March, given the rise in concern over COVID-19, staff has been monitoring its cash flow from operations on a daily basis and have put a hold on all non-essential costs and discretionary expenditures such as travel, training, etc. Given the cancellation / postponement of the majority of events up to December 31, 2020 Exhibition Place staff has been in constant communications with the City Managers Office and the City Financial Planning Department regarding financing opportunities to cover the Boards cash shortfall requirements. Show Organizers and Meeting Planners of these cancelled events and conventions are requesting a full refund of their space rental fees due to Force Majeure. The Board approved 2020 Operating Budget is a surplus of $500,000. As at October 31, 2020 the forecasted impact from COVID-19 to the Boards 2020 Operating Budget before funding from the City is a pressure of $16.479 million (Schedule A). The loss of net income and resultant cash flow is a concern not only to Exhibition Place, but also to the City of Toronto as the Board operates, manages, and maintains Exhibition Place on behalf of the City, and the City is entitled to any surplus resulting from the Board's activities, and is responsible for any deficit the Board incurs. The Board has previously received a report on the 2020 operating results updates from the impact of COVID-19 at its meeting of June 24, September 18, and now at the December 8, 2020 Board meeting. This report will be the last update for 2020 until the Board received the final 2020 audited financial statements in 2021 which will reflect actual performance.
The Board of Governors of Exhibition Place: 1. Received the report (November 24, 2020) from the Chief Executive Office, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP15.7adopted
Review of Capital Project Management Processes
The City of Toronto Internal Audit was engaged by Exhibition Place in 2020 for the review of the capital project management processes. This operational review is the second of the additional 3 year cycle review approved by the Board in November 2018 in respect to overall risk assessment of operations. This review covered five (5) major projects undertaken in 2020 as part of a $7.80 million capital budget. This report presents for the information of the Board the results of the review and whether there are: 1. Adequate processes and controls are in place to ensure that capital projects are properly managed; and 2. Opportunities for enhancement to existing processes and controls exist. The Internal Audit Report is attached as Appendix A to this report along with the highlights of the review and summarizes issues of the engagement, and the auditor's suggestions and recommendations. Management has provided responses to the audit findings which will help to improve the overall control environment surrounding this process.
The Board of Governors of Exhibition Place: 1. Directed the Chief Executive Officer, Exhibition Place to report to the Board of Governors of Exhibition Place in June 2021 or earlier on the status of implementation of the recommendations in the Exhibition Place Internal Audit Report - Capital Project Management Process in Appendix A to the report (November 24, 2020) from the Chief Executive Officer, Exhibition Place.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board direct the Chief Executive Officer, Exhibition Place to report to the Board of Governors of Exhibition Place in June 2021 or earlier on the status of implementation of the recommendations in the Exhibition Place Internal Audit Report - Capital Project Management Process in Appendix A to the report.
EP15.8adopted
Exhibition Place Financial Report - Third Quarter (Q3) September 30, 2020
This report includes several detailed appendices that provide a full financial summary of all program areas of Exhibition Place for the third quarter (Q3) ending September 30, 2020.
The Board of Governors of Exhibition Place: 1. Directed that Confidential Attachment 1 to the report (November 24, 2020) from the Chief Executive Officer, Exhibition Place remain confidential as it contains financial information that belongs to the Board of Governors of Exhibition Place and has monetary value or potential monetary value.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board direct that Confidential Attachment 1 to this report remain confidential as it contains financial information that belongs to the Board of Governors of Exhibition Place and has monetary value or potential monetary value.
EP15.9adopted
2021 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 2021.
The Board of Governors of Exhibition Place: 1. Approved the following meeting dates for 2021: - Friday, February 19, 2021 - 9:30 a.m. - Thursday, April 15, 2021 - 9:30 a.m. - Wednesday, June 16, 2021 - 9:30 a.m. - Tuesday, September 28, 2021 - 9:30 a.m. - Friday, October 29, 2021 - 9:30 a.m. - Friday, December 3, 2021 - 9:30 a.m.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the 2021 Meeting Schedule attached as Appendix A to this report.