Board of Governors of Exhibition Place
The full agenda, as filed
All 13 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.
EP18.1adopted
Audit Results and Year End Report for the Financial Statements for the Year Ended December 31, 2020
This report presents for the information of the Board, the Draft Audited Financial Statements, Audit Results, and Management Representation Letter for the year ended December 31, 2020. The auditor of record for the Board, KPMG, audits these financial statements in accordance with Canadian public sector accounting standards and summarizes issues of audit significance, and provides the communications required by their professional standards. The Audit Findings in Appendix C is the section of the audit results where the auditors make their suggestions and recommendations based on audit findings to improve the accounting and internal control procedures. As noted in the attached Audit Findings, during the 2020 audit, the auditors are proposing to issue an unqualified report on the financial statements and have no significant internal control recommendations to report on. This report summarizes the auditor's comments which details can be found in full in the Attachment. A representative of KPMG will be at the Board meeting on June 16, 2021 to respond to any questions of the Auditor. As reported on the Statement of Operations and Accumulated Deficit, the City subsidized the Board $16,944,015 during 2020 due to the impact of Covid-19. The net results of the Boards operations after City funding is a Transfer surplus of $136,442 back to the City.
The Board of Governors of Exhibition Place: 1. Approved the Draft Audited Financial Statements attached as "Appendix A" to Attachment 1 to the report (June 2, 2021) from the Chief Executive Officer, Exhibition Place - KPMG 2020 Year-End Audit Report to the Board of Governors of Exhibition Place. 2. Directed the transfer of the 2020 operating surplus of $136,442 to the City of Toronto.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board approve the Draft Audited Financial Statements attached as "Appendix A" to Attachment 1, KPMG 2020 Year-End Audit Report to the Board of Governors of Exhibition Place. 2. The Board direct the transfer of the 2020 operating surplus of $136,442 to the City of Toronto.
EP18.2adopted
Occupational Health and Safety Report: 1st Quarter 2021
This report provides information on the status of the Exhibition Place health and safety process and system, specifically on activities, priorities, and performance during the first quarter of 2021. There were 0 lost time injuries and 0 medical aid injuries in Q1 2021 as compared to 0 lost time injuries and 3 medical aid injuries during the same period of 2020. Workplace Safety and Insurance Board (WSIB) invoiced costs for Q1 2021 were approximately 8 percent lower to those in the same period of 2020. This is attributable decreased Long Term Disability costs.
The Board of Governors of Exhibition Place: 1. Received the report (June 2, 2021) 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.
EP18.3adopted
Multi-Year Agreement with a Consumer Show Client
This report recommends a multi-year agreement between a Consumer Show Client and Exhibition Place within Enercare Centre.
The Board of Governors of Exhibition Place: 1. Approved multi-year license agreements with the Consumer Show Client for Enercare Centre, as set out in the Confidential Attachment 1 to the report (June 2, 2021) from the Chief Executive Officer, Exhibition Place, for a 3-year term commencing in each of 2022 and expiring in 2024 on the terms and conditions of the Event Agreement, and such other terms and conditions satisfactory to the Chief Executive Officer and the City Solicitor. 2. Directed that the confidential information contained in Confidential Attachment 1 to the report (June 2, 2021) from the Chief Executive Officer, Exhibition Place remain confidential as this report contains financial information, supplied in confidence to the Board, which, 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 Chief Executive Officer recommends that: 1. The Board approve multi-year license agreements with the Consumer Show Client for Enercare Centre, as set out in the Confidential Attachment 1, for a 3-year term commencing in each of 2022 and expiring in 2024 on the terms and conditions of the Event Agreement, and such other terms and conditions satisfactory to the Chief Executive Officer and City Solicitor. 2. The Board direct that the confidential information contained in Confidential Attachment 1 remain confidential as this report contains financial information, supplied in confidence to the Board, which, 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.
EP18.4adopted
The Bentway and Exhibition Place Partnership - Year of Public Art
On November 18, 2020, Mayor John Tory proclaimed 2021 as the Year of Public Art, a year-long celebration of art and community. In celebration of the Mayor's proclamation, Exhibition Place and the Bentway Conservancy ("Bentway") have entered into a partnership agreement to deliver a collaborative art exhibition, that will take place this Fall in the storage cubicles under the Gardner Expressway on the east side of Exhibition Place lands. At the upcoming meeting of June 16, 2021, staff from Exhibition Place and the Bentway will provide a power point presentation for the benefit of the Board Members. The presentation will provide details on how the exhibit will welcome the public into the cubicles, for the first time, for an unforgettable civic experience. This unique signature project will highlight the potential use of this space, the connective possibilities between the Bentway and Exhibition Place, and the power of public art to inspire. Utilizing the Bentway's marketing expertise, the project aims to enhance the branding identity of Exhibition Place as a destination site.
The Board of Governors of Exhibition Place: 1. Received the report (June 2, 2021) 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.
EP18.5adopted
Community Liaison Consultation Meeting - April 20, 2021
This report summarizes the program items at the Community Liaison Consultation meeting held on April 20, 2021, and the comments and questions raised by community members at that meeting. Hosting the meeting were Board Members: Paula Oliveira and Peter Leon. Exhibition Place staff in attendance included Don Boyle = CEO; Laura Purdy - General Manager; Tony Porter - Director, Transportation and Security; Gilles Bouchard - Director, Event Management Services; Kelvin Seow - Director, Stakeholder Management and Strategic Planning; Debbie Sanderson- Executive Assistant to the CEO; Nigel Fernandes, IT Systems, and Catherine de Nobriga, Tenant Relations Coordinator. Representatives from Hotel X and Metrolinx also made presentations. There were 41 members of the community attending the meeting. The meeting lasted approximately two hours with active participation by the community.
The Board of Governors of Exhibition Place: 1. Received the report (June 2, 2021) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibitions Place recommends that: 1. The Board receive this report for information.
EP18.6adopted
2021 Operating Budget Financial Impact Update Due to COVID-19
This report provides an update on the Board's 2021 operating budget forecast due to COVID-19. Since the start of the pandemic back in March 2020 and the cancellation of events from City of Toronto and Provincial Public Health Officials decision, Exhibition Place staff have worked closely with City of Toronto, Provincial Government, and industry partners to actively monitor COVID-19 and the continued impact on the trade, consumer show, and conference centre business. Exhibition Place as well as the City and our industry partners are having to adjust and adapt as the situation and risk factors evolve. In addition to the impact to our business from the loss of events, the Board also continues to be impacted from a loss of ancillary revenue, such as Parking and tenant's services revenue from their closure of business operations. Given the cancellation / postponement of almost all events except for film shoots up to September 30, 2021, Exhibition Place staff have 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. 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 2021, 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. The Board approved 2021 operating budget is a Budget Loss of ($8.000) million. The estimated impact from COVID-19 to the Boards operating budget as at May 31, 2021 is an additional pressure of ($5.895) million for an overall net loss of ($13.895) million before City funding. The Boards approved 2021 Budget prepared in August 2020 included the assumption that events as well as tenants operations would become normal starting to reopen in April 2021. The continued pressure from lost business on the Boards operations and resultant cash flow is a continued 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 of Governors of Exhibition Place: 1. Directed the Chief Executive Officer, Exhibition Place to submit another update to the 2021 operating budget impact due to COVID-19 at the September 28, 2021 Board meeting.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board direct the Chief Executive Officer, Exhibition Place to submit another update to the 2021 operating budget impact due to COVID-19 at the September 28, 2021 Board meeting.
EP18.7adopted
Capital Project Management Process Review
In 2020, the Board engaged the City of Toronto Internal Audit to perform a review of the Capital Project Management Process. This operational review was part of the Boards overall risk assessment of operations, and covered the 2020 capital work plan. The Internal Audit Report from 2020 is attached as Appendix B to this report along with the highlights of the review and summarizes issues of the engagement, 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 (Appendix A) from City Internal Audit in the preceding year 2020.
The Board of Governors of Exhibition Place: 1. Received the report (June 2, 2021) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Receive this report for information.
EP18.8adopted
Hall A - West Corridor and Loading Dock Ramp Retrofits at Enercare Centre
This report recommends approving a contract with United Building Restoration Ltd. ("UBRL") of Toronto, Ontario for Enercare Centre (ECC) Hall 'A' and West Corridor floor structural, as well as, the West Loading Dock Ramp structural and electrical retrofits. The Tender Call was issued on March 9, 2021 through Exhibition Place Purchasing and Materials Stores Online Procurement System, and the recommendation is to award the contract to the lowest bidder meeting specifications within the available budget. Due to significant deterioration of the structure, time constraint on Hall 'A', west corridor and ramp availability due to the potential loss of rental income from upcoming events, and in order to meet timelines for construction and operational needs, the Chair of the Board in consultation with the CEO of Exhibition Place, approved this contract award on April 14, 2021 pursuant to the authority under the Board Financial By-law 2-18, Article X and seek concurrence of the Board.
The Board of Governors of Exhibition Place: 1. Concurred with the action taken by the Chair of the Board and the Chief Executive Officer in approving the award of Contract No. 21-076-17696 (RFT No. EP101-2021) to United Building Restoration Ltd. of Toronto, Ontario ("UBRL") for Hall 'A', West Corridor and Loading Dock Ramp Retrofits at Enercare Centre in the amount of $763,850.00 which includes a cash allowance of $82,000.00 but excludes HST; this being the lowest acceptable tender submission received following the public tendering of the project.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board concur with the action taken by the Chair of the Board and the Chief Executive Officer in approving the award of Contract No. 21-076-17696 (RFT No. EP101-2021) to United Building Restoration Ltd. of Toronto, Ontario ("UBRL") for Hall 'A', West Corridor and Loading Dock Ramp Retrofits at Enercare Centre in the amount of $763,850.00 which includes a cash allowance of $82,000.00 but excludes HST; this being the lowest acceptable tender submission received following the public tendering of the project.
EP18.9adopted
Coca-Cola Canada Bottling Limited ("Coke") and Coca-Cola Limited ("CCL") owner of the artwork known as the "Coca-Cola (Yarwood 1965)" (the "Artwork") wishes to install the Artwork at a location on Exhibition Place grounds as part of its naming arrangement with Maple Leaf Sports and Entertainment ("MLSE"). The parties have agreed that the Artwork installation area is west of the main entrance into Coca-Cola Coliseum in an established planter. This report recommends an agreement with both Coke and CCL on the terms and conditions as set out in the report.
The Board of Governors of Exhibition Place: 1. Approved of an agreement with Coca-Cola Canada Bottling Limited ("Coke") and Coca-Cola Limited ("CCL") for the installation and maintenance of the Yarwood 1965 Artwork at Exhibition Place on the terms and conditions set out in Appendix A and in the location shown in Appendix B to the report (June 2, 2021) from the Chief Executive Officer, Exhibition Place and such other terms and conditions as approved by the Chief Executive Officer and the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board approve of an agreement with Coca-Cola Canada Bottling Limited ("Coke") and Coca-Cola Limited ("CCL") for the installation and maintenance of the Yarwood 1965 Artwork at Exhibition Place on the terms and conditions set out in Appendix A and in the location shown in Appendix B and such other terms and conditions as approved by the Chief Executive Officer and the City Solicitor.
EP18.10adopted
Business Travel IAVM - Venue Management School - First Year Members
This report recommends the Board approve of travel expenses for Craig Shepherd, Facility Services Manager, and Justin Sweeney, IT/Telecommunications Manager, to attend the International Association of Venue Managers (IAVM), Venue Management School (VMS), first year member program.
The Board of Governors of Exhibition Place: 1. Authorized travel expenses for Craig Shepherd, Facility Services Manager, and Justin Sweeney, IT/Telecommunications Manager, to attend the International Association of Venue Managers in Tampa Bay Florida, June 2022 at a cost not expected to exceed $4,500.00 for each person for registration, flights, accommodation, and incidental expenses.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board authorize travel expenses for Craig Shepherd, Facility Services Manager, and Justin Sweeney, IT/Telecommunications Manager, to attend the International Association of Venue Managers in Tampa Bay Florida, June 2022 at a cost not expected to exceed $4,500.00 for each person for registration, flights, accommodation, and incidental expenses.
EP18.11adopted
2022 Electrical and Mechanical Services Price List - ShowTech Power and Lighting (SPL)
This report recommends approval of the 2022 Electrical and Mechanical Services Price List for ShowTech Power and Lighting ("SPL") as outlined in Confidential Attachment 1. Board approval is required for the Price List pursuant to the Show Electrical Services Agreement between the Board and SPL. SPL conducts a comprehensive review and update of Electrical and Mechanical Pricing annually to factor in any increases due to labour and material costs and to ensure fair and reasonable rates, as well as, taking into consideration the impact of COVID-19 in being consistent with industry standards in Toronto and the GTA market. These rates have been reviewed by Exhibition Place staff and are recommended as fair and reasonable changes.
The Board of Governors of Exhibition Place: 1. Approved the 2022 Electrical and Mechanical Services Price List for third party Rentals and Services delivered by ShowTech Power and Lighting as set out in the Confidential Attachment 1 to the report (June 2, 2021) from the Chief Executive Officer, Exhibition Place, effective January 1, 2022. 2. Directed that the confidential information contained in the Confidential Attachment 1 to the report to the report (June 2, 2021) 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 recommends that: 1. The Board approve the 2022 Electrical and Mechanical Services Price List for third party Rentals and Services delivered by ShowTech Power and Lighting as set out in the Confidential Attachment 1, effective January 1, 2022. 2. The Board direct that the confidential information contained in the Confidential Attachment 1 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.
EP18.12adopted
Exhibition Place Financial Report - First Quarter, March 31, 2021
This report includes several detailed appendices that provide a full financial summary of all program areas of Exhibition Place for the first quarter (Q1) ending March 31, 2021.
The Board of Governors of Exhibition Place: 1. Directed that Confidential Attachment 1 to the report (June 2, 2021) 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.
EP18.13adopted
Exhibition Place Management Report - First Quarter, 2021
The first 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 (June 2, 2021) 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.