Exhibition Place
The full agenda, as filed
All 12 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
Royal Agricultural Winter Fair Association Appointment for 2023
In January of each year, a Notice of Appointment of a Representative is received from the Royal Agricultural Winter Fair (RAWF) requesting the appointment of one representative of the Board of Governors to the RAWF. As a member association of the Royal Agricultural Winter Fair, The Board is allowed to name one representative to the Royal's Board of Governors for the 2023 year. 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 February 19, 2019, the Board appointed Howard Lichtman to the RAWF for the 2019 Term. http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2019.EP1.3 At its meeting of February 11, 2020, the Board appointed Howard Lichtman to the RAWF for the 2020 Term. http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2020.EP9.2 At its meeting of February 19, 2021, the Board appointed Howard Lichtman to the RAWF for the 2021 Term. http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2021.EP16.3 At its meeting of February 9, 2022, the Board appointment Howard Lichtman to the RAWF for the 2022 Term. https://secure.toronto.ca/council/agenda-item.do?item=2022.EP22.1 Given that Howard Lichtman has been a member of the Board since 2017 and has indicated an interest in continuing in this role, I believe it is appropriate that Howard Lichtman continue to represent Exhibition Place for the 2023 term. More so due to the last two (2) years we were in a pandemic situation and the Royal Fair was cancelled in both 2020 and 2021. 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 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 2023 term.
Staff recommendation as filed
Councillor Gary Crawford recommends that: 1. The Board of Governors of Exhibition Place appoint Howard Lichtman as the Board representative to the Royal Agricultural Winter Fair Association ("RAWF") for the 2023 term.
EP2.2adopted
Recognition of Staff at Exhibition Place
Exhibition Place employee(s) recognized by the Board for recent outstanding accomplishment: 1. 2022 United Way City of Toronto Campaign 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. Ms. Catherine de Nobriga is recognized for her dedication and hard work managing the 2022 United Way City of Toronto Campaign for Exhibition Place. This year, Exhibition Place raised a grand total of $2,786.30 for the United Way of Toronto Campaign. In 2022 we focused our efforts on a few of the City Programs - Employee Pledge, BINGO, and the Cash Raffle, along with our events that have been successful in the past Ghost Walks, Old Technology Sales, and an online auction. Over the last 18 years Exhibition Place have contributed $94,870.65 to the United Way Toronto and York Region campaigns. 2. In light of the COVID-19 pandemic and the hybrid model still in effect, many non-union staff continue to work remotely, so we continued to pause both the Employee Recognition Program and the Corporate Social Responsibility Program in 2022. 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 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. We plan to change the focus of the Recognition Program to celebrate continuous improvement and customer service excellence for all employees. We will remove highlighting a single staff member in both programs at year end (Employee of the Year and CSR Employee of the Year) and look to review and implement changes to both programs in the 4th quarter of 2023.
The Board of Governors of Exhibition Place: 1. Applauded and extended congratulations to Ms. Catherine de Nobriga for her outstanding efforts on the 2022 United Way City of Toronto Campaign.
Staff recommendation as filed
Councillor Gary Crawford recommends that: 1. The Board of Governors of Exhibition Place applaud and extend congratulations to Ms. Catherine de Nobriga for her outstanding efforts on the 2022 United Way City of Toronto Campaign.
EP2.3adopted
Occupational Health and Safety Report: 4th Quarter and Year-end 2022
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 2022, as well as overall health and safety performance for the year 2022. There was 1 lost time injury and 1 medical aid injury in the fourth quarter of 2022 which is an increase from the same period in 2021. During 2022 there were successful denials of 3 WSIB claims. Workplace Safety and Insurance Board (WSIB) invoiced costs for 2022 were 30 percent lower to those in 2021.
The Board of Governors of Exhibition Place: 1. Received the report (January 19, 2023) 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
Hosts for Liaison Consultation Meetings
Two Council Members and one Citizen Member of the Board departed from the Board of Governors between December 2021 to April 2022, and these members were appointed co-hosts of Exhibition Place's Tenant and Community Liaison Consultation Meetings. City Council, at its first meeting on November 23 and 24, 2022, adopted, Striking Committee Item ST1.1 and appointed new Council Members to the Exhibition Place Board of Governors for a term of office until December 31, 2024 and until successors are appointed. The Chair of the Board approached one of the new Council Members and one Citizen Member on the Board to seek interest to serve as a co-host of the Community Liaison Consultation Meetings; and one of the new Council Members to serve as co-host of the Tenant Liaison Consultation Meeting. These appointments are to replace the outgoing Board Members who served as co-hosts for the Tenant and Community 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 Ausma Malik and Sharlene Ahmed, as co-hosts of the Community Liaison Consultation Meetings. 2. Appointed Councillor Gary Crawford 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 Ausma Malik and Sharleen Ahmed, as co-hosts of the Community Liaison Consultation Meetings. 2. The Board appoint Councillor Gary Crawford as a co-host of the Tenant Liaison Consultation Meeting.
EP2.5adopted
Purchasing and Procurement System
Staff were advised by the City of Toronto that its Request for Purchasing Goods and Services ("RPGS") used by Exhibition Place is coming to its end of useful life as the City moves to full integration within its current SAP environment. This change will occur in late spring 2023 and therefore the City will stop supporting users of RPGS. In March 2022, staff reviewed four software systems with the aim to worked towards replacing RPGS and improving our procurement, purchasing, and related processes. A Statement of Work was done with PairSoft, a third-party partner working with our current provider for our financial and reporting systems. PairSoft role was to work with Exhibition Place to implement a fully integrated purchasing solution with our ERP System, Microsoft Great Plains. In the winter of 2022 Exhibition Place implemented a new e-Procurement Portal with Bonfire Interactive (Bonfire), making the procurement process for vendors more efficient and easier for companies to submit Request for Quotations and Request for Proposals including the evaluations.
The Board of Governors of Exhibition Place: 1. Received the report (January 19, 2023) 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
Business Travel IAVM and Participation in Venue Management School
This report recommends approval of travel expenses for Michelle Lovrics, Event and Meeting Coordinator to attend the first year and the second year respectively of the International Association of Venue Managers (IAVM), Venue Management School (VMS).
The Board of Governors of Exhibition Place: 1. Authorized travel expenses for Michelle Lovrics, Event and Meeting Coordinator to attend the International Association of Venue Managers School in Tampa, Florida from June 4 to June 10, 2023, at a cost not expected to exceed $6,500 plus HST for flights, accommodation, and incidental expenses.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board authorize travel expenses for Michelle Lovrics, Event and Meeting Coordinator to attend the International Association of Venue Managers School in Tampa, Florida from June 4 to June 10, 2023, at a cost not expected to exceed $6,500 plus HST for flights, accommodation, and incidental expenses.
EP2.7adopted
This report recommends, subject to obtaining the necessary City of Toronto authorization, that the Board enter into an Amended and Restated Master Agreement dated April 1, 2023 between the Board, the City, and the Canadian National Exhibition Association, commencing April 1, 2023 and expiring March 31, 2028, plus a contemplated renewal term of five (5) years. In accordance with the current Master Agreement, negotiations of a Second Renewal Term (commencing April 1, 2023) were to be for "the purpose of having the CNEA pay a license fee reflective of the rental prices then approved by the Board to be consistent with Council direction. This arrangement has not yet been achieved due to the COVID-19 pandemic in 2020 and 2021 which resulted in cancellation of the Fair, however, the proposed renewal terms in the Amended and Restated Master Agreement recommended in this report, will provide a basis for a similar arrangement/requirement in the future negotiations assuming the continued success in hosting the fair. The substantial terms and conditions of the Amended and Restated Master Agreement are set out in Appendix A to this report are recommended for approval by the CNEA Board at its meeting on January 23, 2023.
The Board of Governors of Exhibition Place: 1. Subject to City Council approval, approved an Amended and Restated Master Agreement with the Canadian National Exhibition Association (CNEA) and the City for a term of five years starting on April 1, 2023 and expiring on March 31, 2028, and including a renewal term of a further five (5) years, all substantially on the terms and conditions set out in Appendix A to the report (January 19, 2023) from the Chief Executive Officer, Exhibition Place, and such other terms and conditions as may be satisfactory to the City Manager and the Chief Executive Officer of Exhibition Place, and in a form satisfactory to the City Solicitor. 2. Recommended that City Council approve an Amended and Restated Master Agreement with the Canadian National Exhibition Association (CNEA) and the City for a term of five (5) years starting on April 1, 2023 and expiring on March 31, 2028, and including a renewal term of a further five (5) years, substantially on the terms and conditions set out in Appendix A to the report (January 19, 2023) from the Chief Executive Officer, Exhibition Place, and such other terms and conditions as may be satisfactory to the City Manager and the Chief Executive Officer of Exhibition Place, and in a form satisfactory to the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. Subject to City Council approval, the Board of Governors of Exhibition Place approve an Amended and Restated Master Agreement with the CNEA and the City for a term of five years starting on April 1, 2023 and expiring on March 31, 2028, and including a renewal term of a further five (5) years, all substantially on the terms and conditions set out in Appendix A to this report and such other terms and conditions as may be satisfactory to the City Manager and the Chief Executive Officer of Exhibition Place, and in a form satisfactory to the City Solicitor. 2. The Board of Governors of Exhibition Place recommend that City Council approve an Amended and Restated Master Agreement with the CNEA and the City for a term of five (5) years starting on April 1, 2023 and expiring on March 31, 2028, and including a renewal term of a further five (5) years, substantially on the terms and conditions set out in Appendix A to this report and such other terms and conditions as may be satisfactory to the City Manager and the Chief Executive Officer of Exhibition Place, and in a form satisfactory to the City Solicitor.
EP2.8adopted
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 Confidential Attachment 1 to the report (January 19, 2023) from the Chief Executive Officer, Exhibition Place, for a 3-year term commencing in each of 2025, 2027, and 2029 on the terms and conditions of the Licence 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 (January 19, 2023) 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 significantly prejudice 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 Confidential Attachment 1, for a 3-year term commencing in each of 2025, 2027, and 2029 on the terms and conditions of the Licence 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 significantly prejudice the competitive position, or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization.
EP2.9adopted
Summary of Complaints from the Public for Year-end 2022
This report provides information with respect to external complaints received by Exhibition Place for the period of January 1, 2022 to December 31, 2022.
The Board of Governors of Exhibition Place: 1. Received the report (January 19, 2023) 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.
EP2.10adopted
A Request for Proposal (RFP) was issued in February 2015 through the City Purchasing and Materials Management Division. In September 2015, the Board and ShowTech Power and Lighting ("ShowTech") entered into an agreement for the exclusive provision of electrical and mechanical services to shows and events. The Term of the agreement was for five (5) years, commencing September 15, 2015 and ending September 14, 2020, with the option for the Board to extend for an additional two (2) year period to September 14, 2022. In May 2020, pursuant to the agreement Exhibition Place opted to exercise its option to renew the agreement for the two (2) year period extending the agreement to September 14, 2022. Due to COVID-19 pandemic, the Board ceased business for a two (2) year period from March 13, 2020, to April 12, 2022. As such, both the Board and ShowTech as partners have not been able to benefit from the extension. This report recommends that the Board, subject to City Council approval, approve an extension of the agreement for a two (2) year period commencing September 15, 2022 to September 14, 2024 to cover for the loss of the dark period.
The Board of Governors of Exhibition Place: 1. Subject to City Council approval, approved an extension of the ShowTech agreement for two (2) years from September 15, 2022 to September 14, 2024, for the exclusive provision of electrical and mechanical services on the same terms and conditions of the existing agreement. 2. Recommended that City Council approve an extension of the ShowTech agreement for two (2) years from September 15, 2022 to September 14, 2024, for the exclusive provision of electrical and mechanical services on the same terms and conditions of the existing agreement.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. Subject to City Council approval, the Board of Governors of Exhibition Place, approve an extension of the ShowTech agreement for two (2) years from September 15, 2022 to September 14, 2024, for the exclusive provision of electrical and mechanical services on the same terms and conditions of the existing agreement. 2. The Board of Governors of Exhibition Place recommend that City Council approve an extension of the ShowTech agreement for two (2) years from September 15, 2022 to September 14, 2024, for the exclusive provision of electrical and mechanical services on the same terms and conditions of the existing agreement
EP2.11adopted
The Collective Agreement between the Board of Governors of Exhibition Place and the International Alliance of Theatrical Stage Employees and Moving Picture Technicians, Artists and Allied Crafts of the United States, its Territories and Canada, Local 58, Toronto (IATSE, Local 58) expired on December 31, 2021. This report outlines the terms of a Memorandum of Settlement attached as Confidential Attachment - Appendix A, ratified by IATSE, Local 58 on January 19, 2023, and pending Board approval would be the basis of a Collective Agreement with the Board, with an expiry date of December 31, 2026. The bargaining process focused on the key principles of transparency and sustainability of Exhibition Place business, with a strive for quality customer service as the priority.
The Board of Governors of Exhibition Place: 1. Approved the terms and conditions of the Memorandum of Settlement, set out in Confidential Attachment 1 and Confidential Attachment - Appendix A to the report (January 19, 2023) from the Chief Executive Officer, Exhibition Place, between the Board of Governors of Exhibition Place and IATSE, Local 58. 2. Authorized staff to make the necessary amendments to rates of pay and other issues identified as agreed changes to the collective agreement in the Memorandum of Settlement (Confidential Attachment - Appendix A) and set out in the Confidential Attachment 1 to the report (January 19, 2023) from the Chief Executive Officer, Exhibition Place . 3. Directed that Confidential Attachment 1 and Confidential Attachment - Appendix A to the report (January 19, 2023) from the Chief Executive Officer, Exhibition Place be released publicly after the ratification of the Memorandum of Settlement by the Board. Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (January 19, 2023) from the Chief Executive Officer, Exhibition Place are now public and can be accessed under Background Information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the terms and conditions of the Memorandum of Settlement, set out in Confidential Attachment 1 and Confidential Attachment - Appendix A, between the Board of Governors of Exhibition Place and IATSE, Local 58. 2. The Board authorize staff to make the necessary amendments to rates of pay and other issues identified as agreed changes to the collective agreement in the Memorandum of Settlement (Confidential Attachment - Appendix A) and set out in the Confidential Attachment 1. 3. The Board direct that Confidential Attachment 1 and Confidential Attachment - Appendix A be released publicly after the ratification of the Memorandum of Settlement by the Board.
EP2.12adopted
This report recommends approval of travel expenses for Jason White, Occupational Health and Safety Consultant to attend the American Industrial Hygiene Conference and Exposition (AIHce) 2023.
The Board of Governors of Exhibition Place: 1. Authorized travel expenses for Jason White, Occupational Health and Safety Consultant to attend the American Industrial Hygiene Conference and Expo 2023 (AIHce) in Phoenix, Arizona from May 21, 2023 to May 25, 2023, at a cost not expected to exceed $4,000 plus HST for flights, accommodation, and incidental expenses.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board authorize travel expenses for Jason White, Occupational Health and Safety Consultant to attend the American Industrial Hygiene Conference and Expo 2023 (AIHce) in Phoenix, Arizona from May 21, 2023 to May 25, 2023, at a cost not expected to exceed $4,000 plus HST for flights, accommodation, and incidental expenses.