Board of Governors of Exhibition Place
The full agenda, as filed
All 18 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.
EP2.1adopted
Exhibition Place Management Report - First Quarter 2019
The management report from the Chief Executive Officer is provided to the Board for information.
The Board of Governors of Exhibition Place: 1. Received the report (March 27, 2019) 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.
EP2.2adopted
Exhibition Place Financial Report - First Quarter (Q1) March 31, 2019
This report includes several detailed appendices that provide a full financial summary of all program areas of Exhibition Place for the first quarter (Q1) of 2019.
The Board of Governors of Exhibition Place: 1. Directed that Confidential Attachment 1 to the report (March 27, 2019) from the Chief Executive Officer, Exhibition Place remain confidential in its entirety and not be released publicly 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 direct that Confidential Attachment 1 to this report remain confidential in its entirety and not be released publicly as it contains financial information that belongs to the Board of Governors of Exhibition Place and has monetary value or potential monetary value.
EP2.3adopted
2018 Capital Works Program - Year End Report
This year-end report provides an update to the Board on the final progress of the 2018 Capital Works Program. The 2018 Capital Works Program budget consists of two parts totalling $5,872,406: 1. The "state-of-good-repair" (SOGR) 2018 program for Exhibition Place with a budget of $4,465,000 (items 1 to 17 - Appendix 'A'); and 2. The 2017 total cash flow carry forward of $1,407,406 (items 18 to 24 - Appendix 'A'). A cash flow carry forward is defined in this report as the combination of unspent committed costs through signed contracts and agreements, and any surplus from the above program projects.
The Board of Governors of Exhibition Place: 1. Received the report (March 15, 2019) 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.
EP2.4adopted
Occupational Health and Safety Report: 4th Quarter and Year End 2018
This report provides information on the status of the Exhibition Place health and safety system, specifically on activities, priorities and performance during the fourth quarter of 2018 as well as overall health and safety performance for the year 2018. There were 0 lost time injuries and a 13 percent decrease in the number of medical aid injuries in 2018 relative to 2017. Workplace Safety and Insurance Board (WSIB) invoiced costs for 2018 were 5 percent lower to those in 2017.
The Board of Governors of Exhibition Place: 1. Received the report (March 27, 2019) 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.
EP2.5adopted
Exhibition Place Security Report - Year-End 2018
This report provides a summary of the security trends occurring on the 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 27, 2019) 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.
EP2.6adopted
This report provides a summary and analysis of grievance and arbitration activity for the six (6) month period of July 1, 2018 to December 31, 2018. The 2018 grievance activity is also compared to the six (6) month period from July 1, 2017 to December 31, 2017. In the last six (6) months of 2018, the total number of grievances filed by all bargaining units on Exhibition Place grounds was twenty-three (23). Of the twenty-three (23) grievances filed, two (2) have been referred to arbitration. During the same time period in 2017, the total number of grievances filed by all bargaining units was sixteen (16).
The Board of Governors of Exhibition Place: 1. Received the report (March 25, 2019) from the Director, Employee and Labour Relations, for information.
Staff recommendation as filed
The Director, Employee and Labour Relations recommends that: 1. The Board receive this report for information.
EP2.7adopted
2017 - 2019 Strategic Plan Achievements - Year Two
This report sets out a summary of all of the tactics undertaken by Exhibition Place staff to implement the goals, outcomes and strategies of the 2017- 2019 Strategic Plan and the level of achievement of each of these tactics for the year 2018.
The Board of Governors of Exhibition Place: 1. Received the report (March 27, 2019) 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.
EP2.8adopted
Official Plan Amendment - Update
This report provides information on the actions that have been taken related to the Exhibition Place's request to the City on September 4, 2015, for an Official Plan Amendment with respect to that part of Exhibition Place falling under the Open Space / Parks designation. Under the heading "Decision History" there is a list of all meetings and directions that have dealt with this matter since 2015. Specifically, as noted in this report, the Toronto East York Community Council, through its Subcommittee, requested the Chief Planner and Executive Director of City Planning to engage a consultant to undertake a Cultural Heritage Landscape Assessment of the entire Exhibition Place site. City Planning engaged Archeological Services Inc. to undertake the Cultural Heritage Landscape Assessment that has now been completed and there will be a presentation by Ms. Lynda Macdonald, Director, City Planning along with the City consultant at the Board meeting.
The Board of Governors of Exhibition Place: 1. Received the report (March 27, 2019) from the Chief Executive Officer, 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.
EP2.9amended
The Exhibition Place LRT loop and the Exhibition GO Station have been an area of congestion for users for quite some time. As the Exhibition Place grounds, Liberty Village, Ontario Place, The Bentway, Fort York neighborhood and other areas continue to grow, the current LRT loop and GO Station configuration will not support the future increased volumes using the TTC and requirements for west bound LRT. The LRT streetcar track extension west to Dufferin received Environmental Approval in 2008 and the project has received City Council approval as recently as January 2018 as part of the Waterfront Transit Network Plan. The TTC will attend the Board meeting and will provide a presentation on the proposed improvements/changes.
The Board of Governors of Exhibition Place: 1. Requested the Chief Executive Officer, Exhibition Place to: a. Work with the Toronto Transit Commission (TTC) on any meetings or information related to the proposed improvements to the TTC and Light Rail Transit (LRT) at Exhibition Place; and b. Report to the Board on the impact of the TTC expansion projects (the Dufferin Bridge construction, the potential extension of the Harbourfront LRT to Dufferin Street, and its future expansion west to connect to the Lakeshore LRT) on the construction of a new parking facility at Exhibition Place, as directed by City Council at its meeting of August 25, 2014 in its decision on Item EX44.3 titled Proposed Basketball Training Centre at Exhibition Place. 2. Recommended that City Council consider prioritizing the Toronto Transit Commission (TTC) projects including TTC Waterfront Light Rail Transit (LRT) expansion project, which will further the success of the Exhibition Place, in the next phase of design and funding for transit expansion.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board request the Chief Executive Officer to work with the Toronto Transit Commission on any meetings or information related to the proposed improvements to the TTC and LRT at Exhibition Place.
EP2.10adopted
Pedestrian Connection Beanfield Conference Centre and Hotel X
This report provides information on the actions taken with respect to the proposed elevated pedestrian connection from between Beanfield Conference Centre and Hotel X to provide an enclosed pathway for attendees meeting in the Conference Centre and staying in the on-site hotel. It also proposes a further agreement with NORR Architects & Engineers Limited ("NORR Limited") to provide consultancy services to Exhibition Place for the construction of the pedestrian connection. Since the last report to the Board on this matter on November 15, 2018, NORR Limited have been working to resolve all issues raised by City of Toronto Planning and submitted the Site Plan Application ("SPA") to the City on March 1, 2019 in accordance with the concept design presented to the Board and attached as Appendix A to this report. Because of the advance discussions between Exhibition Place staff, NORR Limited and City Planning and the level of detail provided in the SPA, we are optimistic that this matter in the form of a recommendation of a Notice of Approval Conditions (NOAC) will be before City Council in July 2019. With this timing estimate in mind, this report is proposing directions to ensure that this project proceeds to construction in a timely manner following Council approval.
The Board of Governors of Exhibition Place: 1. Engaged NORR Architects & Engineers Limited as its consultant for the construction stage of the pedestrian connection under the terms of the contract detailed on page 3 of the report (March 27, 2019) from the Chief Executive Officer, Exhibition Place at a cost of $285,450.00. 2. Directed the Chief Executive Officer to include additional funding in the 2020 Capital Program for the landscaping work and road work required by the City to be undertaken as part of the pedestrian connection project. 3. Directed the Chief Executive Officer to meet with the Chief Planner and Executive Director, City Planning about the requirement to meet the timelines set out on page 4 of the report (March 27, 2019) from the Chief Executive Officer, Exhibition Place in order to fulfill the Board's obligation to the City of Toronto regarding expending its 2018 / 19 Capital program funding obligations.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board engage NORR Architects & Engineers Limited as its consultant for the construction stage of the pedestrian connection under the terms of the contract detailed on page 3 of this report at a cost of $285,450.00. 2. The Board direct the Chief Executive Officer to include additional funding in the 2020 Capital Program for the landscaping work and road work required by the City to be undertaken as part of the pedestrian connection project. 3. The Board direct the Chief Executive Officer to meet with the Chief Planner and Executive Director, City Planning about the requirement to meet the timelines set out on page 4 of this report in order to fulfill the Board's obligation to the City of Toronto regarding expending its 2018 / 19 Capital program funding obligations.
EP2.11amended
Ontario Place / Exhibition Place Revitalization
During my time as Chair, several directions have been taken by the Board with respect to Ontario Place and Exhibition Place related to joint strategic planning activities, increasing the physical integration of the sites and greater cooperation at the management level. At its meeting of December 16, 2011, I made the following motion that was adopted by the Board: "A committee of the Board be established made up of the Chair, Vice-Chair and Chief Executive Officer to meet with a similar Committee of the Board of Directors of Ontario Place to explore increased physical integration of the sites and cooperation between Ontario Place and Exhibition Place." Later, at the Board meeting of February 14, 2014, I brought a further report on a motion to City Council for "City Council to request the Province of Ontario to enter into a formal co-operative venture with the City, to jointly plan and revitalize the Ontario Place and Exhibition Place lands." While some actions have been taken by the City and Province since 2014, in 2019, Ontario Place and Exhibition Place are at a key point in time. As part of the 2017 - 2019 Strategic Plan, the Board has committed to undertaking a Master Planning exercise for Exhibition Place and in the fall of 2019 the Board will be undertaking the development of a new strategic plan for the years 2020 - 2025. With respect to Ontario Place, Premier Ford has appointed Mr. James Ginou as chair the Ontario Place Board and the Honourable Michael Tibollo, Minister of Tourism, Culture and Sport, announced a new vision for Ontario Place and that an Expression of Interest process will open this spring. I believe that action is necessary now and I am looking for the support of the Board of Governors for my recommendation to ask City Council to urgently reach out to the Province of Ontario to request that both governments work together to develop a strategy to jointly plan the future of Ontario Place and Exhibition Place.
The Board of Governors of Exhibition Place recommends that: 1. City Council direct the City Manager to contact the Province of Ontario to urgently request that both governments work together to develop a strategy for jointly planning the future of Ontario Place and Exhibition Place in a collaborative, co-operative, and consultative manner with all stakeholders, including Exhibition Place. 2. City Council direct the City Manager to include the following matters for consideration in developing the joint strategy: a. The 2017-2019 Exhibition Place Strategic Plan; b. The 2011 Festival Plaza Master Plan including a recommendation of a land bridge link between both sites with consideration of pedestrian flows and bicycle infrastructure; c. Public transit initiatives, including the 2018 Waterfront Transit Network Plan; d. Traffic congestion concerns and the impact of major event management on congestion for the sites and residential communities; e. Utility infrastructure capacities for both Ontario Place and Exhibition Place taking into consideration future development potential; f. Cooperative approaches to operating efficiencies for both sites, including operating and maintenance services; and g. The Central Waterfront Secondary Plan. 3. City Council request the City Manager to report to the Executive Committee on the progress of Recommendations 1 and 2. 4. City Council request the City Manager to update the Board of Governors of Exhibition Place on the progress of Recommendations 1 and 2, on a regular basis.
Staff recommendation as filed
Councillor Mark Grimes recommends that the Board of Governors of Exhibition Place recommend that: 1. City Council direct the City Manager to contact the Province of Ontario to urgently request that both governments work together to develop a strategy for jointly planning the future of Ontario Place and Exhibition Place in a collaborative, co-operative, and consultative manner with all stakeholders, including Exhibition Place; and 2. City Council direct the City Manager to include the following matters for consideration in developing the joint strategy: a. The 2017-2019 Exhibition Place Strategic Plan; b. The 2011 Festival Plaza Master Plan including a recommendation of a land bridge link between both sites with consideration of pedestrian flows and bicycle infrastructure; c. Public transit initiatives, including the 2018 Waterfront Transit Network Plan; d. Traffic congestion concerns and the impact of major event management on congestion for the sites and residential communities; e. Utility infrastructure capacities for both Ontario Place and Exhibition Place taking into consideration future development potential; and f. Cooperative approaches to operating efficiencies for both sites, including operating and maintenance services. 3. City Council request the City Manager to report to the Executive Committee on the progress of Recommendations 1 and 2. 4. City Council request the City Manager to update the Board of Governors of Exhibition Place on the progress of Recommendations 1 and 2, on a regular basis.
EP2.12adopted
Tenant Liaison Consultation - March 15, 2019
This report summarizes the discussions at the Tenant Liaison Consultation meeting held on March 15, 2019. Leading the meeting were Co-hosts Councillor Karygiannis and Ms. Connie Dejak. Exhibition Place staff in attendance included Dianne Young, CEO; Hardat Persaud, CFO and Corporate Secretary; Gilles Bouchard, Director of Event Management Services; Catherine de Nobriga, Tenant Coordinator; Tony Porter, Director, Parking and Security Services; Jeff Mann, Senior Production Coordinator; Jayne Allan, Manager, City Labour Relations; and Jennifer Foster, Administrative Assistant to the General Manager of Sales and Event Management. Eleven tenants were present, representing the following organizations: Canadian National Exhibition, City of Toronto Parks, Forestry and Recreation, Hotel X Toronto, Liberty Entertainment Group, Maple Leaf Sports + Entertainment, QE Theatre / Fountainblu Dining Room, Royal Agricultural Winter Fair and Toronto Event Centre. One specific purpose of this consultation meeting was to follow up with tenants on any questions or outstanding matters relating to the newly ratified collective agreement for IATSE Local 58. Because of this topic, Mr. Justin Antheunis, President, IATSE Local 58 was present at the meeting. Attached as Appendix A to this report are the tenant questions / comments on matters discussed and some directions / actions to be taken.
The Board of Governors of Exhibition Place: 1. Received the report (March 27, 2019) 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.
EP2.13adopted
Building Automation System Contractor Services Agreement
This report recommends approving an agreement with Johnson Controls Canada LP ("JCC") for the non-exclusive provision of building automation system (BAS) maintenance, testing and repair services for a (1) one-year term with three (3) additional one-year options to renew. This recommendation follows the competitive Request for Quotation process undertaken by the City of Toronto Purchasing and Materials Management Division (PMMD) considering two (2) companies that have experience providing these services.
The Board of Governors of Exhibition Place: 1. Approved an agreement with Johnson Controls Canada LP for the non-exclusive provision of building automation system (BAS) maintenance, testing 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 (March 27, 2019) from the Chief Executive Officer, Exhibition Place and such other terms and conditions required by the Chief Executive Officer and City Solicitor.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board of Governors approve an agreement with Johnson Controls Canada LP for the non-exclusive provision of building automation system (BAS) maintenance, testing 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.
EP2.14adopted
Flusher Truck and Sweeper Truck Rental Services Agreement
This report recommends approving an agreement with A & G The Road Cleaners Ltd. ("A & G") for the non-exclusive provision of flusher truck and sweeper truck rental services with operator for a (1) one-year term with two (2) additional one-year options to renew. This recommendation follows the competitive Request for Quotation process undertaken by Exhibition Place considering one (1) submission that has experience providing these services.
The Board of Governors of Exhibition Place: 1. Approved an agreement with A & G The Road Cleaners Ltd. for the non-exclusive provision of flusher truck and sweeper truck rental services with operator for a (1) one-year term with two (2) additional one-year options to renew on the terms and conditions set out in the report (March 27, 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 A & G The Road Cleaners Ltd. for the non-exclusive provision of flusher truck and sweeper truck rental services with operator for a (1) one-year term with two (2) 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.
EP2.15amended
Housekeeping Services Agreement
This report recommends the Board enter into separate agreements with GDI Services (Canada) LP ("GDI") and Kleenway Services Inc. ("Kleenway") for the non-exclusive provision of housekeeping services for a (1) 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 four (4) companies that have experience providing these services.
The Board of Governors of Exhibition Place: 1. Approved an agreement with GDI Services (Canada) LP as the primary housekeeping services provider for the non-exclusive provision of housekeeping services for a (1) one-year term with three (3) additional one-year options to renew on the terms and conditions set out in the report (March 27, 2019) from the Chief Executive Officer, Exhibition Place and such other terms and conditions required by the Chief Executive Officer and the City Solicitor. 2. Approved an agreement with Kleenway Services Inc. as the supporting housekeeping services provider for the non-exclusive provision of housekeeping services for a (1) one-year term with three (3) additional one-year options to renew on the terms and conditions set out in the report (March 27, 2019) from the Chief Executive Officer, Exhibition Place and such other terms and conditions required by the Chief Executive Officer and the City Solicitor. 3. Approved an agreement with Impact Cleaning Services Inc. as the supporting housekeeping services provider for the non-exclusive provision of housekeeping services for a (1) one-year term with three (3) additional one-year options to renew on the terms and conditions set out in the report (April 8, 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 approve an agreement with GDI Services (Canada) LP as the primary housekeeping services provider for the non-exclusive provision of housekeeping services for a (1) 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. 2. The Board approve an agreement with Kleenway Services Inc. as the supporting housekeeping services provider for the non-exclusive provision of housekeeping services for a (1) 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.
EP2.16adopted
HVAC Contractor Services Agreement
This report recommends approving an agreement with Superior Air Systems Ltd. ("Superior") for the non-exclusive provision of HVAC maintenance and repair services for a (1) 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 five (5) companies that have experience providing these services.
The Board of Governors of Exhibition Place: 1. Approved an agreement with Superior Air Systems Ltd. for the non-exclusive provision of HVAC maintenance and repair services for a (1) one-year term with three (3) additional one-year options to renew on the terms and conditions set out in the report (March 27, 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 Superior Air Systems Ltd. for the non-exclusive provision of HVAC maintenance and repair services for a (1) 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.
EP2.17adopted
Beanfield Centre AV System Upgrade
This report recommends approving a contract with Westbury National Show System Ltd. for Beanfield Centre AV system upgrade. The tender call for this contract was issued on February 20, 2019 through the City of Toronto Purchasing and Material Management Division and the recommendation is to award the contract to the sole bidder meeting specifications within the available budget.
The Board of Governors of Exhibition Place: 1. Approved the award of Contract No. 19-085-98518 to Westbury National Show System Ltd. for Beanfield Centre AV system upgrade in the amount of $969,415.00, which includes a contingency allowance of $30,000.00, but excludes HST; this being the sole acceptable tender received following the public tendering of the project through the City of Toronto's Purchasing and Material Management Division.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the award of Contract No. 19-085-98518 to Westbury National Show System Ltd. for Beanfield Centre AV system upgrade in the amount of $969,415.00, which includes a contingency allowance of $30,000.00, but excludes HST; this being the sole acceptable tender received following the public tendering of the project through the City of Toronto's Purchasing and Material Management Division.
EP2.18adopted
The Collective Agreement between the Board and Carpenters and Allied Workers, Local 27 Brotherhood of Carpenters and Joiners of America ("Carpenters Local 27") expired on December 31, 2018. Informal communications between City Labour Relations and Carpenters Local 27 began on November 19, 2018 with Notice to Bargain from Carpenters Local 27 received on January 17, 2019 and meetings held on March 14, 2019 with Carpenters Local 27, City Labour Relations staff and Exhibition Place staff. This report outlines the terms of a Memorandum of Agreement (MOA) negotiated with Carpenters Local 27. The Memorandum of Agreement and the terms have been ratified by the Carpenters Local 27 membership on March 28, 2019.
The Board of Governors of Exhibition Place: 1. Ratified and approved the terms and conditions of the Memorandum of Agreement, set out on pages 2 and 3 of the report (March 27, 2019) from the Chief Executive Officer, between the Board of Governors of Exhibition Place and the Carpenters and Allied Workers, Local 27 Brotherhood of Carpenters and Joiners of America. 2. Authorized staff to make the necessary amendments to rates of pay, benefits and other issues identified as agreed changes to the collective agreement in the Memorandum of Agreement.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board ratify and approve the terms and conditions of the Memorandum of Agreement, set out on pages 2 and 3 of this report between the Board of Governors of Exhibition Place and the Carpenters and Allied Workers, Local 27 Brotherhood of Carpenters and Joiners of America. 2. The Board authorize staff to make the necessary amendments to rates of pay, benefits and other issues identified as agreed changes to the collective agreement in the Memorandum of Agreement.