Board of Governors of Exhibition Place
The full agenda, as filed
All 14 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.
EP17.1adopted
Business Recovery Planning Update Due to COVID-19
The global pandemic has created the need to enforce strict public health precautions affecting the meeting, exhibition, and convention industry. While events (mass gatherings) have been cancelled and/or postponed for the last 12 months, a tremendous amount of work by staff has been occurring during this time to prepare and ensure that when events resume, Exhibition Place is positioned for success. Staff has been participating on focus groups and industry panels globally to identify best practices on a return to business. Based on industry research, it has been identified clients will expect that the venues will be prepared to receive their events and attendees in a safe, clean environment. Virus mitigation and facility sanitization will be at the top of their list of concerns when selecting a venue. To address the needs of our clients, Exhibition Place has created the Safe Re-Opening Protocol , a venue best practice guide to be utilized by clients and their suppliers to assist them post pandemic when organizing their events. The guide also speaks to Exhibition Place's commitment to providing the highest standards possible in the areas of sanitization, virus mitigation, physical distancing, and signage customized for each event. Exhibition Place has embraced the reality of the global pandemic and the challenges it presents moving forward, and are fully prepared to return to business.
The Board of Governors of Exhibition Place: 1. Received the report (March 30, 2021) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive this report for information.
EP17.2adopted
Liberty Grand Entertainment Complex Inc. Lease
The Board and the 1309320 Ontario Inc. ("1309320") entered into a lease dated December 7, 2000, for premises known as the Ontario Government Building and certain adjacent lands, which lease was subsequently assigned, with the Board's consent, by 1309320 to Liberty Grand Entertainment Complex Inc. (such lease, as assigned, is hereinafter the "Existing Lease"). The term of the Existing Lease was twenty (20) years, commencing on January 1, 2001 and expiring on December 31, 2020 (the "Existing Term"). Throughout the Existing Term, the Tenant has undertaken significant renovations in the leased premises at a value of approximately $4.65 million excluding food and beverage equipment. Renovations to the roof, windows, HVAC systems, kitchen upgrades, washrooms, interior finishes, carpet, paint, and other miscellaneous items over the last 20 years have kept the facility in a state of good repair without having cost the Board and the City any financial resources. The Tenant requested an extension of the Existing Lease or a new lease for a further 20-year term, commencing January 1, 2021 to December 31, 2040. The new lease was approved by the Board by its adoption of Item EP8.13 at its meeting of December 19, 2019, and by Toronto City Council ("Council") by its adoption of Item GL12.12 at its meeting of June 29 and 30, 2020. Under the new lease, the Tenant will invest an additional $8.025 million in various improvements during the first 5 years of the new term, which will significantly improve this City asset and the commercial viability. The Tenant, on January 21, 2021 wrote to the CEO of Exhibition Place requesting certain amendments to the new lease. This report is recommending that, subject to obtaining Council approval, the Board approve the requested amendments on the terms and conditions provided in this report.
The Board of Governors of Exhibition Place: 1. Subject to obtaining Council approval, approved the amendments to the new lease (the "New Lease") between the City of Toronto, as landlord (the "Landlord"), Liberty Grand Entertainment Complex Inc. (the "Tenant"), and the Board, for a term of twenty (20) years commencing January 1, 2021 and ending December 31, 2040, substantially on the terms and conditions set out in Appendix A and Confidential Attachment 1 to the report (March 30, 2021) from the Chief Executive Officer, Exhibition Place, and such other terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the "DCM"), the Chief Executive Officer, Exhibition Place (the "CEO"), and in a form satisfactory to the City Solicitor. 2. Directed the Chief Executive Officer to work with the Deputy City Manager, Corporate Services, to seek Council's approval for the amendments to the New Lease set out in Recommendation 1. 3. Directed that Confidential Attachment 1 to the report (March 30, 2021) from the Chief Executive Officer, Exhibition Place remain confidential in its entirety and not be released publicly as it pertains a proposed or pending acquisition or disposition of land by the City and the Board.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. Subject to obtaining Council approval, the Board approve the amendments to the new lease (the "New Lease") between the City of Toronto, as landlord (the "Landlord"), Liberty Grand Entertainment Complex Inc. (the "Tenant"), and the Board, for a term of twenty (20) years commencing January 1, 2021 and ending December 31, 2040, substantially on the terms and conditions set out in Appendix A and Confidential Attachment 1, and such other terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the "DCM"), the Chief Executive Officer, Exhibition Place (the "CEO"), and in a form satisfactory to the City Solicitor. 2. The Board direct the Chief Executive Officer to work with the Deputy City Manager, Corporate Services, to seek Council's approval for the amendments to the New Lease set out in Recommendation 1. 3. The Board direct that Confidential Attachment 1 to this report remain confidential in its entirety and not be released publicly as it pertains a proposed or pending acquisition or disposition of land by the City and the Board.
EP17.3adopted
Agreement with Toronto Event Centre Inc.
The Board and Muzik Clubs Inc. ("Muzik") entered into a lease dated February 16, 2004, for premises consisting of the Horticultural Building and a surrounding patio area which lease was subsequently assigned by Muzik to Toronto Event Centre Inc. (the "Tenant") on April 27, 2017, and which expires on February 15, 2024 (the "TEC Lease"). At its meeting of June 13, 2019 the Board approved of entering into an agreement with the Tenant respecting Article 4 of the TEC Lease, subject to obtaining the necessary City authorization on the terms set out in Confidential Attachment 1 to the report dated May 30, 2019 from the Chief Executive Officer of the Board (the "CEO"). The Board also directed the CEO to report back on the Tenant's compliance with the agreement. At its meeting of September 19, 2019 the CEO reported back to the Board as directed and the Board referred the item to the CEO, Exhibition Place with a request to meet with the Tenant and report back to the October 24, 2019 meeting of the Board. At its meeting of October 24, 2019 the CEO reported back to the Board as directed and the Board, subject to obtaining the necessary City authorization, adopted certain confidential instructions to staff set out in Confidential Attachment 1 to the report dated October 22, 2019 from the CEO. At its meeting of December 19, 2019, the Board approved, subject to obtaining the necessary City of Toronto authorization, an agreement with the Tenant substantially on the terms and conditions set out in Confidential Attachment 1 to the report (November 29, 2019) from the Chief Executive Officer, Exhibition Place, as amended by the Board in closed session, and on the additional terms and conditions, set out in Confidential Attachment 1 to the supplementary report (December 16, 2019) from the Chief Executive Officer, Exhibition Place, and on such other terms and conditions as deemed appropriate by the Chief Executive Officer and the Deputy City Manager, Corporate Services (the "DCM") or her delegate, and in a form satisfactory to the City Solicitor. Since the foregoing meeting, Board and City of Toronto staff have undertaken further negotiations with the Tenant. This report recommends that the Board recommend that the necessary City authorities approve the entering into of an agreement with the Tenant, on the terms and conditions set out herein.
The Board of Governors of Exhibition Place: 1. Subject to obtaining the necessary City of Toronto authorization, approved an Agreement with the Toronto Event Centre Inc. substantially on the terms and conditions set out in Confidential Attachment 1 to the report (March 30, 2021) from the Chief Executive Officer, Exhibition Place, and such other terms and conditions as deemed appropriate by the Chief Executive Officer and the Deputy City Manager, Corporate Services (the "DCM") or her delegate, and in a form satisfactory to the City Solicitor (the "Agreement"). 2. Directed the Chief Executive Officer to work with the Deputy City Manager, Corporate Services, to seek Council's approval for the Agreement as set out in Recommendation 1. 3. Directed that Confidential Attachment 1 to the report (March 30, 2021) from the Chief Executive Officer, Exhibition Place remain confidential in its entirety and not be released publicly as this report is about a position, plan or instruction to be applied to negotiations carried on or to be carried on by or on behalf of the Board and the City.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. Subject to obtaining the necessary City of Toronto authorization, the Board approve an Agreement with the Toronto Event Centre Inc. substantially on the terms and conditions set out in Confidential Attachment 1, and such other terms and conditions as deemed appropriate by the Chief Executive Officer and the Deputy City Manager, Corporate Services (the "DCM") or her delegate, and in a form satisfactory to the City Solicitor (the "Agreement"). 2. The Board direct the Chief Executive Officer to work with the Deputy City Manager, Corporate Services, to seek Council's approval for the Agreement as set out in Recommendation 1. 3. The Board direct that Confidential Attachment 1 to this report remain confidential in its entirety and not be released publicly as this report is about a position, plan or instruction to be applied to negotiations carried on or to be carried on by or on behalf of the Board and the City.
EP17.4adopted
Agreement for Locksmith Supplies
This report is to advise the Board of the recent Request for Quotation (RFQ) evaluation process, and recommend an award to enter into an agreement with BG Distribution ("BG") commencing on May 1, 2021 for a one-year period with an option to renew for three (3) additional one-year periods for the provision of locksmith supplies. A Request for Quotation (RFQ) was issued by Exhibition Place and posted on Merx for the non-exclusive supply of these products.
The Board of Governors of Exhibition Place: 1. Approved an agreement with BG Distribution for a one-year period commencing May 1, 2021 with three (3) additional one-year options to renew for the provision of locksmith supplies on the terms and conditions outlined in the report (March 30, 2021) from the Chief Executive Officer, Exhibition Place, and other such terms and conditions satisfactory to the Chief Executive Officer and the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve an agreement with BG Distribution for a one-year period commencing May 1, 2021 with three (3) additional one-year options to renew for the provision of locksmith supplies on the terms and conditions outlined in this report, and other such terms and conditions satisfactory to the Chief Executive Officer and the City Solicitor.
EP17.5adopted
Agreement for Sprinklers and Fire Protection Systems Services
This report is to advise the Board of the recent Request for Quotation (RFQ), the evaluation process and recommend an award to enter into an agreement with Troy Life & Fire Safety Ltd. (Troy); commencing on May 1, 2021 for a one-year period with an option to renew for three (3) additional one-year periods for the provision of services for sprinklers and fire protection system equipment. A RFQ was issued by Exhibition Place and posted on Merx for the non-exclusive provision of these services with bids received from four (4) companies.
The Board of Governors of Exhibition Place: 1. Approved an agreement with Troy Life & Fire Safety Ltd. for a one-year period commencing May 1, 2021; with three (3) additional one-year options to renew for the provision of sprinkler and fire protection system equipment services on the terms and conditions outlined in the report (March 30, 2021) from the Chief Executive Officer, Exhibition Place, and other such terms and conditions satisfactory to the Chief Executive Officer and the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve an agreement with Troy Life & Fire Safety Ltd. for a one-year period commencing May 1, 2021; with three (3) additional one-year options to renew for the provision of sprinkler and fire protection system equipment services on the terms and conditions outlined in this report, and other such terms and conditions satisfactory to the Chief Executive Officer and the City Solicitor.
EP17.6adopted
Engineering Safety Review and Assessment Services
This report is to advise the Board of the recent Request for Quotation ("RFQ"), the evaluation process and recommend an award to enter into an agreement with 2122654 Ontario Inc. ("Ontario Inc."), commencing on June 1, 2021 for a one-year period with an option to renew for three (3) additional one-year periods, for the provision of engineering safety review and assessment services. A RFQ was issued by Exhibition Place and posted on MERX for the non-exclusive provision of these services.
The Board of Governors of Exhibition Place: 1. Approved an agreement with 2122654 Ontario Inc. for a one-year period commencing June 1, 2021 with three (3) additional one-year options to renew for the provision of engineering safety review and assessment services on the terms and conditions outlined in the report (March 30, 2021) from the Chief Executive Officer, Exhibition Place, and other such terms and conditions satisfactory to the Chief Executive Officer and the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve an agreement with 2122654 Ontario Inc. for a one-year period commencing June 1, 2021 with three (3) additional one-year options to renew for the provision of engineering safety review and assessment services on the terms and conditions outlined in this report, and other such terms and conditions satisfactory to the Chief Executive Officer and the City Solicitor.
EP17.7adopted
Transportation Innovation Zone at Exhibition Place
The Board of Governors at its meeting on June 24, 2020, considered a report from the Chief Executive Officer, Exhibition Place on the City Transportation initiative adopted by City Council, and directed staff to continue working with City Transportation staff on the development of a Transportation Flagship Innovation Zone partnership at Exhibition Place, and further directed the Chief Executive Officer, Exhibition Place to provide a progress update on this initiative in the first quarter of 2021. This progress report back to the Board recommends the Board enter into a Letter Agreement with the City Transportation Services for a Term of up to five (5) years, and recommends waiver of any participation and/or rental fees for all enterprises requesting (a) Challenge-Based Calls for Application, and for (b) Open Calls for Application as requested by the City. All opportunities for applicants must be uniform across the board. Rental fees are not appropriate to this project, as this project is designed as an innovation test-bed. For Challenge-Based Calls for Application at Exhibition Place, the City will charge a cost-recovery application fee to all applicants. It is recommended that the Board will waive any additional participation fees to small and medium-sized enterprises. For Open Calls for Application at Exhibition Place, the City will charge a cost-recovery application fee to all applicants. It is recommended that the Board will waive any participation fees where participants are small and medium-sized enterprises.
The Board of Governors of Exhibition Place: 1. Approved a Letter Agreement with City Transportation Services for a Term of up to five (5) years commencing from the date the Agreement is executed by the Parties to implement and operate a Transportation Flagship Innovation Zone at Exhibition Place in accordance with the principles of the City Digital Infrastructure Plan. 2. Waived any participation and/or rental fees for all enterprises requesting (a) Challenge-Based Calls for Application, and for (b) Open Calls for Application, as and when requested by City Transportation Services for up to five (5) years from the date the Agreement is executed by the Parties.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve a Letter Agreement with City Transportation Services for a Term of up to five (5) years commencing from the date the Agreement is executed by the Parties to implement and operate a Transportation Flagship Innovation Zone at Exhibition Place in accordance with the principles of the City Digital Infrastructure Plan. 2. The Board waive any participation and/or rental fees for all enterprises requesting (a) Challenge-Based Calls for Application, and for (b) Open Calls for Application, as and when requested by City Transportation Services for up to five (5) years from the date the Agreement is executed by the Parties.
EP17.8adopted
2020 Capital Works Program - Year End Report
This year-end report provides an update to the Board on the final progress of the 2020 Capital Works Program. The 2020 Capital Works Program budget consists of two parts totalling $7,933,933: 1. The "State-of-Good-Repair" ("SOGR") 2020 program with a revised budget of $5,126,250 (Items 1 to 27 - Table 1 - Appendix A); and 2. The 2019 total cash flow carry forward of $2,807,683 (Items 28 to 39 - Table 2 - Appendix A). A cash flow carry forward is defined in this report as the combination of unspent mostly committed costs from prior year through signed contracts and agreements, and any surplus from the above SOGR program projects.
The Board of Governors of Exhibition Place: 1. Received the report (March 30, 2021) from the Chief Executive Office, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive this report for information.
EP17.9adopted
Exhibition Place has a 96-seat presentation theatre within the Enercare Centre since the facility was constructed in 1997. Over the past 24 years, the theatre has undergone regular maintenance and upgrades under our state of good repair. Since March 2020, the global pandemic has forced mass gathering events to be cancelled until further notice. The traditional face-to-face interactions that are the cornerstone of the meeting, convention, and exhibition industry has been decimated due to the pandemic, and organizers have been forced to utilize technology to simulate interpersonal engagement. In order for meetings, conferences and conventions to survive, to make it to a post-pandemic period, the industry has utilized a variety of virtual platforms to maintain business continuity. Exhibition Place has recognized the client need for a broadcast studio, which provides multiple functions for our clients; the ability during the pandemic for clients to record, and broadcast content for their online virtual events, and post pandemic clients can use the broadcast studio to pre-record content for promotional use and customer engagement. When the exhibitions and convention industry resumes later in 2021, we anticipate that our clients will plan hybrid-events, a combination of live in person and streamed content on virtual platforms. Having the ability to offer our clients a combination of physical and virtual space will further support their businesses and increase engagement of their audience. Exhibition Place worked cooperatively with Encore, our official AV Supplier, and our IATSE production employees on this initiative. The studio will be re-branded, and launched with a promotional sales campaign.
The Board of Governors of Exhibition Place: 1. Received the report (March 30, 2021) from the Chief Executive Office, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board of Governors of Exhibition Place receive this report for information.
EP17.10adopted
Bargaining Update and Collective Agreements Status
This report provides a summary of the negotiations and the collective agreement settlements at Exhibition Place. A planned in-camera confidential presentation will seek Board direction on a bargaining mandate.
The Board of Governors of Exhibition Place: 1. Received the report (March 30, 2021) from the Chief Executive Office, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive this report for information.
EP17.11adopted
Exhibition Place Management Report - Fourth Quarter, 2020
The fourth quarter management report from the Chief Executive Officer is provided to the Board for information. A new format has been developed with various graphs and tables for ease of reference of the key information by the Board and the community. This Management Report along with a separate Financial Report is produced on a quarterly basis.
The Board of Governors of Exhibition Place: 1. Received the report (March 30, 2021) from the Chief Executive Office, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive this report for information.
EP17.12adopted
Exhibition Place Security Report - Year-End 2020
This report provides a summary of the security trends for 2020 occurring on Exhibition Place property, the severity of these incidents, when the incidents are occurring, and how they correlate to grounds visitation based on a quarter by quarter and a year over year comparison.
The Board of Governors of Exhibition Place: 1. Received the report (March 30, 2021) from the Chief Executive Office, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive this report for information.
EP17.13adopted
Strategic Plan 2020 - Key Results and Initiatives
This report sets out a summary of key 2020 initiatives and results accomplished by Exhibition Place staff and the implementation of the extended 2021 Strategic Plan from the remaining strategic goals and objectives from the 2017 - 2019 Strategic Plan.
The Board of Governors of Exhibition Place: 1. Received the report (March 30, 2021) from the Chief Executive Office, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive this report for information.
EP17.14adopted
Hosts for Tenant Liaison Consultation Meetings
Two Council Members of the Board finished their term of office on December 9, 2020, and City Council on December 16, 17 and 18, 2020, adopted report ST7.1 Council Member Mid-Term Appointments to Committees, Agencies, and External Bodies, approving Councillor Gary Crawford and Councillor Michael Ford for a term of office from January 1, 2021 to November 14, 2022 and until successors are appointed. The Chief Financial Officer and Corporate Secretary approached one of the new Council Members on the Board to seek his interest to serve as a co-host of the Tenant Liaison Consultation Meeting, to replace one of the outgoing Council members who served as a co-host of the Tenant Liaison Consultation meetings. This report is recommending a change in appointments based on the recent new board appointments and the results of that outreach.
The Board of Governors of Exhibition Place: 1. Appointed Councillor Michael Ford as a co-host of the Tenant Liaison Consultation Meeting.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board appoint Councillor Michael Ford, as a co-host of the Tenant Liaison Consultation Meeting.