Board of Governors of Exhibition Place
The full agenda, as filed
All 16 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.
EP24.1adopted
Audit Results and Year End Report for the Financial Statements for the Year Ended December 31, 2021
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, 2021. 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 2021 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. A representative of KPMG will be at the Board meeting on June 9, 2022 to respond to any questions of the Auditor. As reported on the Statement of Operations and Accumulated Deficit, the Deficit before City funding is ($14,111,894). Due to the cash impact of Covid-19 the City advanced the Board $18,017,508 to meet its operating needs resulting in a Transfer Surplus of $4,493,109 back to the City.
The Board of Governors of Exhibition Place: 1. Approved the Draft Audit Report and Financial Statements attached as Appendix A to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place. 2. Directed the transfer of the 2021 operating surplus of $4,493,109 to the City of Toronto.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the Draft Audited Financial Statements attached as Appendix A to Attachment 1, KPMG 2021 Year-End Audit Report to the Board of Governors of Exhibition Place. 2. The Board direct the transfer of the 2021 operating surplus of $4,493,109 to the City of Toronto.
EP24.2amended
At its meeting of December 2019, the Board approved the Executive Incentive Pay Grid Short Term Incentives for Exhibition Place for implementation in the 2020 Fiscal Year, for its four executive employees; and further directed the Chief Executive Officer to forward a confidential copy of the Executive Incentive Pay Grid and Short Term Incentives to the City Manager. In July 2021, City Council direct the City Manager to complete an independent external review of executive compensation policies and practices at the City of Toronto's Agencies and Corporations, including Exhibition Place, and to report back by the fourth quarter of 2021. In response to the above City Council direction, the City has retained the services of an external independent organizational consultant firm, Korn Ferry, to lead the executive compensation review at in-scope City Agencies and Corporations. Staff from Korn Ferry will be attending the Board meeting of June 9, 2022 to provide a confidential PowerPoint Presentation on their compensation review.
The Board of Governors of Exhibition Place: 1. Directed the Chief Executive Officer, Exhibition Place to review the Korn Ferry Executive Compensation Study, as presented in closed session, and consult with the City Manager's Office for input and any feedback with respect to the study. 2. Directed the Chief Executive Officer, Exhibition Place to report to the July 18, 2022 Board meeting with recommendations on the detailed design, application, and implications for implementation of the Executive Compensation Study. 3. Directed that the Confidential Presentation from Korn Ferry, provided in closed session, remain confidential as it contains personal information about identifiable individuals.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive the report for information.
EP24.3adopted
Recognition of Staff at Exhibition Place
An Exhibition Place employee is recognized by the Board for a recent outstanding accomplishment. The International Association of Venue Managers Foundation (IAVM) has announced the 30 Under 30 Class of 2022. Anthony Monteforte, Event & Meeting Coordinator has officially been named to the 2022 Class on May 13, 2022, and is only one of three Canadians to be named in this year's class. The International Association of Venue Managers is a global association of public assembly venues and has 7000+ active members around the world. This program in its seventh year is designed to engage the best and brightest young professionals in the venue management industry to accelerate and carry the industry into the future. The Class of 2022 will convene at VenueConnect 2022 in Phoenix, Arizona, July 18 - 21 to be recognized on stage at the association's annual conference. "The 2022 Class of 30 UNDER 30 winners emerged out of one of the most competitive fields we've seen," stated James Wynkoop, CVE, Chair of the IAVM Foundation Board of Trustees. "Over one hundred nominations were pared down to these thirty individuals. The program continues to generate a great deal of engagement with the future leaders of our industry."
The Board of Governors of Exhibition Place: 1. Applauded and extended congratulations to Mr. Anthony Monteforte for his outstanding achievement to the 30 Under 30 Class of 2022.
Staff recommendation as filed
That the Board of Governors, Exhibition Place: 1. Applaud and extend congratulations to Mr. Anthony Monteforte for his outstanding achievement to the 30 Under 30 Class of 2022.
EP24.4adopted
Community Liaison Consultation Meeting - March 24, 2022
This report summarizes the program items at the Community Liaison Consultation meeting held on March 24, 2022, and the comments and input provided by community members at that meeting. Hosting the meeting was Board Member Peter Leon. Exhibition Place staff in attendance included Judy Mahoney, Director, Sales and Marketing; Tony Porter, Director, Transportation and Security; Gilles Bouchard, Director, Event Management Services; Debbie Sanderson, Executive Assistant to the CEO; Nigel Fernandes, IT Systems; Catherine de Nobriga, Tenant and Community Relations Coordinator; and Kelvin Seow, Chief People and Strategy Officer. Representatives from Optimus SBR, the Board consultant conducted the second round of engagement sessions as part of the Strategic Plan development. Twenty-nine (29) community members attended the meeting. The meeting lasted approximately two hours, and community members were given a thorough opportunity to provide input.
The Board of Governors of Exhibition Place: 1. Received the report (May 26, 2022) 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.
EP24.5adopted
Proposed Collective Agreement with Canadian Union of Public Employees, Local 2840
The Collective Agreement between the Board of Governors of Exhibition Place and the Canadian Union of Public Employees, Local 2840 (CUPE 2840) expired on December 31, 2021. This report outlines the terms of a Memorandum of Agreement attached as Confidential Attachment 1 - Appendix A, that was ratified by CUPE 2840 members on March 20, 2022, and pending Board approval would be the basis of a Collective Agreement with the Board, with an expiry date of December 31, 2024. The bargaining process was positive with the key principles of transparency, focus on sustainability of Exhibition Place businesses, quality assurance and the highest level of customer service the priority.
The Board of Governors of Exhibition Place: 1. Approved the terms and conditions of the Memorandum of Agreement, as set out in Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place, between the Board of Governors of Exhibition Place and Canadian Union of Public Employees, Local 2840. 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 Agreement as set out in Confidential Attachment 1 to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place. 3. Directed that Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place be released publicly after the ratification of the Memorandum of Agreement by the Board. Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (May 26, 2022) 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 Agreement, set out in Confidential Attachment 1 and Confidential Attachment 1 - Appendix A, between the Board of Governors of Exhibition Place and Canadian Union of Public Employees, Local 2840. 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 Agreement (Confidential Attachment 1 Appendix A) and set out in the Confidential Attachment 1. 3. The Board direct that Confidential Attachment 1 and Confidential Attachment 1 - Appendix A be released publicly after the ratification of the Memorandum of Agreement by the Board.
EP24.6adopted
The Collective Agreement between the Board of Governors of Exhibition Place and The International Union of Painters and Allied Trades, District Council 46, expired on December 31, 2018. This report outlines the terms of a Memorandum of Agreement attached as Confidential Attachment 1 - Appendix A that was ratified by The International Union of Painters and Allied Trades, District Council 46 on April 4, 2022, and pending Board approval would be the basis of a Collective Agreement with the Board, with an expiry date of December 31, 2022. The bargaining process was positive with the key principles of transparency, focus on sustainability of Exhibition Place businesses, quality assurance, and the highest level of customer service being the priority. The union-management relationship was cordial and cooperative due to the transparent nature of the process.
The Board of Governors of Exhibition Place: 1. Approved the terms and conditions of the Memorandum of Agreement, as set out in Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place, between the Board of Governors of Exhibition Place and the International Union of Painters and Allied Trades, District Council 46. 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 Agreement and set out in the Confidential Attachment 1 to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place. 3. Directed that Confidential Attachment 1, Confidential Attachment 1 - Appendix A and Confidential Attachment 1 - Appendix B to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place be released publicly after the ratification of the Memorandum of Agreement by the Board. Confidential Attachment 1, Confidential Attachment 1 - Appendix A and Confidential Attachment 1 - Appendix B to the report (May 26, 2022) 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 Agreement, set out in Confidential Attachment 1 and Confidential Attachment 1 - Appendix A, between the Board of Governors of Exhibition Place and The International Union of Painters and Allied Trades, District Council 46. 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 Agreement - Confidential Attachment 1 - Appendix A and set out in the Confidential Attachment 1. 3. The Board direct that Confidential Attachment 1, Confidential Attachment 1 - Appendix A and the Letter of Understanding (Confidential Attachment 1 - Appendix B) be released publicly after the ratification of the Memorandum of Agreement by the Board.
EP24.7adopted
Occupational Health and Safety Report - 1st Quarter 2022
This report provides information on the status of the Exhibition Place health and safety system, specifically on activities, priorities and performance during the first quarter of 2022. There were 0 lost time injuries and 1 medical aid injuries in Q1 2022 as compared to 0 lost time injuries and 0 medical aid injuries during the same period of 2021. Workplace Safety and Insurance Board (WSIB) invoiced costs for Q1 2022 were approximately 31 percent lower to those in the same period of 2021. This is attributable decreased Long Term Disability costs and lower WSIB claim costs.
The Board of Governors of Exhibition Place: 1. Received the report (May 26, 2022) 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.
EP24.8adopted
Management Report - 1st Quarter 2022
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 (May 26, 2022) 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.
EP24.9adopted
Participation at the American Water Works Association Conference 2022
This report recommends participation of Exhibition Place's Event Meeting Coordination staff to join Destination Toronto at the American Water Works Association ("AWWA") Conference on June 12 - 15, 2022, in San Antonio, Texas. Exhibition Place has secured the AWWA Conference to be held in Toronto, June 11 - 14, 2023. The conference and trade show will be held in the Enercare Centre and Beanfield Centre. During AWWA 2022 in San Antonio, the Destination Toronto team will staff a Toronto booth to promote the 2023 event. Destination Toronto has requested Exhibition Place staff to attend the 2022 conference and support staffing the booth to provide information to the delegates and exhibitors wishing to attend the 2023 Conference in Canada. Exhibition Place has been asked to join Destination Toronto in their booth as a way to continue to build on the exposure of Exhibition Place to the US Association Market.
The Board of Governors of Exhibition Place: 1. Approved the travel and accommodation expenditure of approximately $3,750 for the Event Meeting Coordinator staff to join Destination Toronto at the American Water Works Association Conference on June 12 - 15, 2022 in San Antonio, Texas USA.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the travel and accommodation expenditure of approximately $3,750 for the Event Meeting Coordinator staff to join Destination Toronto at the American Water Works Association Conference on June 12 - 15, 2022 in San Antonio, Texas USA.
EP24.10adopted
Multi-Year Agreement with an Association Conference Client
This report recommends a three (3 year) multi-year agreement between an Association Conference Client and Exhibition Place within the Beanfield Centre.
The Board of Governors of Exhibition Place: 1. Approved one amendment and two license agreements with the Association Conference Client for Beanfield Centre, as set out in the Confidential Attachment 1 to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place, for a 3-year term commencing in 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, Exhibition Place and the City Solicitor. 2. Directed that Confidential Attachment 1 to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place remain confidential in its entirety as it 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 one amendment and two license agreements with the Association Conference Client for Beanfield Centre, as set out in the Confidential Attachment 1, for a 3-year term commencing in 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 it 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.
EP24.11adopted
Relocation of Electrical Duct Bank, Storm and Sanitary Infrastructure at Lot 852
This report recommends approving a contract with Clearway Construction Inc. of Maple, Ontario ("Clearway") for the Civil Work involving construction of new electrical duct banks along Princes' Boulevard and under the Parking Lot CP 852 and relocation of existing underground sanitary and storm pipes from Parking Lot CP 853 to Lot CP 852. The tender call was issued on March 24, 2022 through Exhibition Place Purchasing and Materials Stores via Merx Online Procurement System. Staff recommends awarding the contract to the lowest compliant bidder meeting tender requirements and specifications within the available budget. This project is both time and weather sensitive to meet construction timelines for the upcoming Hotel Phase 2 Development starting in early September 2022. On April 28, 2022, the Chair of the Board in consultation with the CEO of Exhibition Place approved this contract award 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. 22-096-29684-1 (RFT No. EP101-2022) to Clearway Construction Inc. of Maple, Ontario for the relocation and installation of the civil components of the electrical duct bank, storm and sanitary infrastructure at and around Lot CP851 in the amount of $5,832,879.58 excluding HST; this being the lowest acceptable tender submission received following the public tendering of the project.
Staff recommendation as filed
The Chief Executive Officer 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. 22-096-29684-1 (RFT No. EP101-2022) to Clearway Construction Inc. of Maple, Ontario for the relocation and installation of the civil components of the electrical duct bank, storm and sanitary infrastructure at and around Lot CP851 in the amount of $5,832,879.58 excluding HST; this being the lowest acceptable tender submission received following the public tendering of the project.
EP24.12adopted
Final Draft Strategic Plan 2022 - 2026 Report
This report provides the final draft of the proposed five year Strategic Plan 2022 - 2026 to the Board for consideration and approval. At its meeting on February 19, 2021, the Board approved an award to enter into a consulting agreement with Optimus SBR for the provision of facilitator services for the development of the Strategic Plan 2022 - 2026 for Exhibition Place. Attached as Appendix A to this report is the proposed Final Draft Strategic Plan 2022 - 2026.
The Board of Governors of Exhibition Place: 1. Approved the Final Draft Strategic Plan 2022 - 2026 as outlined in attached Appendix A to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place. 2. Requested the Chief Executive Officer to develop initiatives to achieve the strategic goals and to report to the Board annually on the status of the initiatives and the overall implementation of the Plan.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the Final Draft Strategic Plan 2022 - 2026 as outlined in attached Appendix A to this report. 2. The Board request the Chief Executive Officer to develop initiatives to achieve the strategic goals and to report to the Board annually on the status of the initiatives and the overall implementation of the Plan.
EP24.13adopted
Tenant Liaison Consultation Meeting - March 8, 2022
This report summarizes the discussions at the Tenant Liaison Consultation meeting held virtually March 8, 2022. Leading the meeting were Co-hosts Councillor Michael Ford and Mr. Howard Lichtman. Exhibition Place staff in attendance included Don Boyle, Chief Executive Officer; Hardat Persaud, Chief Financial Officer and Corporate Secretary; Laura Purdy General Manager, Mark Goss General Manager-Operations, Kelvin Seow, Chief People and Strategy Officer; Gilles Bouchard, Director of Event Management Services; Catherine de Nobriga, Tenant and Community Relations Coordinator and Debbie Sanderson, Executive Assistant to the Chief Executive Officer. Thirty people were in attendance representing Exhibition Place Staff, Tenants, and Show Clients. Jesse Burns and Giulia De Lorenzis from Optimus SBR conducted the second round of engagement sessions as part of the Strategic Plan development.
The Board of Governors of Exhibition Place: 1. Received the report (May 26, 2022) 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.
EP24.14adopted
2022 Operating Budget Financial Impact Update Due To COVID-19
This report provides a 2022 year-end forecast as at April 30, 2022 from the lingering impact of COVID-19 pandemic. At the time of our budget submission to the City in September 2021, certain assumptions were made with respects to the Board 2022 Operating Budget. Some of the key assumptions are: - The pandemic phase of COVID-19 was ending in 2022. Booking of events will be back to normal. - Attendance will be lower than pre-pandemic levels ta 75 percent. · - With attendance being lower there will be lower ancillary revenue such as parking and show services. - There will be additional costs and procedures associated with the delivery of food and beverage due to COVID-19, and as well due to the anticipated reduction of attendance, revenue, and the associated commission the Board receives will be lower. · - Tenants will experience the same trends as the Board and as such the Board anticipates lower services revenue from tenants. - There is still volatility associated with the economy and as such non-essential costs have been delayed/deferred, and discretionary expenditures such as travel, training, etc. has been reduced. COVID-19 costs include both ongoing day to day service costs, as well as restart, recover and rebuild costs. Since our submission, due to the omicron variant the pandemic continued and there were additional cancellations / postponement of events through the period January to April 2022, which was not anticipated at the time of the budget. This impacted the Tenants operations as well. Exhibition Place met with City Financial Planning Department and advised of the impact this would have on our 2022 Operating Budget, as well as the Boards cash shortfall requirements in late fall. 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 the start of the pandemic, given the rise in concern over COVID-19, staff have been monitoring its cash flow from operations daily and have put a hold on all non-essential costs and discretionary expenditures such as travel, training, etc. The Board/City approved 2022 operating budget is a Budget Loss of ($3.300) million. The estimated impact from COVID-19 to the Boards operating budget as at April 30, 2022 is an additional pressure of ($1.600) million for an overall forecasted net loss of ($4.900) million before any City funding. The Boards approved 2022 Budget prepared in August 2021 included the assumption that events as well as tenants' operations would become normal and starting to reopen in January 1, 2022, which did not occur. The additional pressure of ($1.600) million 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 to submit another update to the 2021 operating budget impact due to COVID-19 at the November 2, 2022 Board meeting.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board direct the Chief Executive Officer to submit another update to the 2021 operating budget impact due to COVID-19 at the November 2, 2022 Board meeting.
EP24.15adopted
Participation at the 89th UFI Global Congress 2022
This report recommends approval of travel expenses for Exhibition Place Chief Executive Officer, Don Boyle to attend the 89th UFI Global Congress. UFI is the international organization representing trade and exhibition centers. The Enercare Centre has been a member of this association since 2000 and has been one of the few North American venues accepted into this association. This year's Congress is the first UFI Global Congress in ten years to take place in the Middle-East. The Sultanate of Oman is a diverse nation, ideally situated on the Arabian Peninsula, and rich in both history and culture. As the sector continues its speedy recovery from the impact of the global pandemic, leaders from the regional and international exhibition sector will gather in Muscat. Offering unique content and international keynote speakers from inside and outside the sector, the Congress will look at the future of the industry. Alongside networking opportunities, attendees will have the chance to exchange lessons learned, and gain new insights and ideas.
The Board of Governors of Exhibition Place: 1. Authorized meeting, convention and travel expenses for Don Boyle to attend the 89th UFI Global Congress in Muscat, Sultanate of Oman from November 14 - 17, 2022 at a cost not to exceed $7,000 for registration fees, flights, accommodations and incidental expenses.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board authorize meeting, convention and travel expenses for Don Boyle to attend the 89th UFI Global Congress in Muscat, Sultanate of Oman from November 14 - 17, 2022 at a cost not to exceed $7,000 for registration fees, flights, accommodations and incidental expenses.
EP24.16adopted
Exhibition Place Financial Report - 1st Quarter March 31, 2022
This report includes detailed appendices that provide a full financial summary of all program areas of Exhibition Place for the first quarter (Q1) ending March 31, 2022.
The Board of Governors of Exhibition Place: 1. Directed that Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (May 26, 2022) from the Chief Executive Officer, Exhibition Place remain confidential in their entirety as they contain 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 as it contains financial information that belongs to the Board of Governors of Exhibition Place and has monetary value or potential monetary value.