Board of Governors of Exhibition Place
The full agenda, as filed
All 14 items in the clerk’s order. Each carries the city’s own words: the staff recommendation, what the body decided, and its status. Nothing below is written by us.
EP25.1amended
Election of Vice Chair - Board of Governors of Exhibition Place
At its meeting of February 19, 2021 the Board of Governors of Exhibition Place elected Councillor Michael Ford as Vice Chair of the Board for a term of office ending on November 14, 2022, and until a successor is appointed. Michael Ford resigned from the office of Councillor, Ward 1, Etobicoke North following his election to the Legislative Assembly of Ontario. As a result he is no longer a member of Board and there is now a vacancy in the position of Vice Chair. The Board may elect a member as Vice Chair for a term of office ending on November 14, 2022, and until a successor is appointed. All members are eligible for election.
The Board of Governors of Exhibition Place: 1. Elected Councillor Joe Mihevc as Vice Chair of the Board of Governors of Exhibition Place for a term of office ending November 14, 2022, and until a successor is appointed.
EP25.2adopted
Participation at the American Society of Association Executives Annual Meeting and Exposition 2022
This report recommends participation of Exhibition Place's Association Senior Account Executive staff to join Destination Toronto Exhibit at the ASAE Annual Meeting and Exposition on August 20 - 23, 2022, in Nashville, Tennessee, USA. Exhibition Place has been asked to join Destination Toronto in their booth free of registration costs in this high-profile Association Exposition as a way to continue to build on the exposure of Exhibition Place to the US Association Market. Due to the cancellation of the July 18th Board meeting, in order to meet timelines for travel arrangements, the Chair of the Board on July 20, 2022 in consultation with the Chief Executive Officer of Exhibition Place, approved attendance at this event pursuant to the authority under the Financial By-law 2-18, Article X and seek concurrence of the Board.
Board of Governors of Exhibition Place: 1. Approved the travel and accommodation expenditure of $3,000 for the Senior Account Executive staff who joined Destination Toronto at the American Society of Association Executives Annual Meeting and Exposition event on August 20 - 23, 2022 in Nashville, Tennessee, USA, as previously authorized by the Chair and the Chief Executive Officer.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the travel and accommodation expenditure of $3,000 for the Senior Account Executive staff who joined Destination Toronto at the American Society of Association Executives Annual Meeting and Exposition event on August 20 - 23, 2022 in Nashville, Tennessee, USA, as previously authorized by the Chair and the Chief Executive Officer.
EP25.3adopted
Multi-Year Agreement With an Association Client
This report recommends a three (3 year) multi-year agreement between an Association Client and Exhibition Place within the Beanfield Centre and Enercare Centre. Due to the cancellation of the July 18th Board meeting, in order to meet timelines for contract documentation and operational needs, the Chair of the Board on July 20, 2022 in consultation with the Chief Executive Officer of Exhibition Place, approved this License Agreement pursuant to the authority under the 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 three license agreements with the Association Client for Beanfield Centre and Enercare Centre, as set out in Confidential Attachment 1 to the report (August 30, 2022) from the Chief Executive Officer, Exhibition Place, for a 3-year term commencing in each of 2023, 2024, and 2025 on the terms and conditions of the License 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 (August 30, 2022) from the Chief Executive Officer, Exhibition Place 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.
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 three license agreements with the Association Client for Beanfield Centre and Enercare Centre, as set out in the Confidential Attachment 1, for a 3-year term commencing in each of 2023, 2024, and 2025 on the terms and conditions of the License Agreement and such other terms and conditions satisfactory to the Chief Executive Officer and the 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.
EP25.4adopted
Tender for the Garden of Greek Gods Relocation to Rose Garden
This report recommends approving a contract with 1214592 Ontario Limited o/a Colonial Building Restoration ("Colonial"); for the relocation of the Garden of Greek Gods sculptures from its current storage under the Gardiner Expressway to the Rose Garden. The tender call was issued on May 24, 2022, through Exhibition Place Purchasing and Materials Stores via Merx Online Procurement System, and the recommendation is to award the contract to the lowest compliant bidder meeting tender requirements and specifications within the available Capital budget. This project is both time and weather sensitive to meet stakeholders and operational requirements. The Garden of Greek Gods sculptures were removed from the fenced south courtyard of Toronto Event Centre leased premises earlier this year and are currently placed in storage. The Chair of the Board in consultation with the Chief Executive Officer of Exhibition Place approved this contract award pursuant to the authority under the Board Financial By-law 2-18, Article X, on June 20th due to the cancellation of the July 18th Board meeting 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. 22-094-29482 (RFT No. EP102-2022) to 1214592 Ontario Limited o/a Colonial Building Restoration of Scarborough, Ontario for the relocation of the Garden of Greek Gods to the Rose Garden in the amount of $581,500.00 excluding HST; this being the lowest compliant 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. 22-094-29482 (RFT No. EP102-2022) to 1214592 Ontario Limited o/a Colonial Building Restoration of Scarborough, Ontario for the relocation of the Garden of Greek Gods to the Rose Garden in the amount of $581,500.00 excluding HST; this being the lowest compliant tender submission received following the public tendering of the project.
EP25.5amended
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 in July 2021, 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 September 14, 2022 to provide a confidential PowerPoint Presentation on their compensation review.
The Board of Governors of Exhibition Place: 1. Authorized the Chair to establish a revised salary range for implementation in the 2022 fiscal year for the Chief Executive Officer, Exhibition Place in line with the Metro Toronto Convention Centre as presented by Korn Ferry. 2. Directed the Chief Executive Officer, Exhibition Place to engage with Korn Ferry to complete the compensation study for the other executive and non-executive Exhibition Place staff in consultation with the City Manager's Office and report back to the Board. 3. Directed that the confidential presentation remain confidential as it pertains to personal matters about identifiable individuals, including municipal or local board employees.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive the report for information.
EP25.6adopted
The Collective Agreement between the Board of Governors of Exhibition Place and the United Association of Journeymen and Apprentices of the Plumbing and Pipe Fitting Industry of the United States and Canada, Local Union No. 46, expired on December 31, 2019. This report outlines the terms of a Memorandum of Agreement attached as Appendix "A" that was ratified by the Union on August 16, 2022, and pending Board approval, would be the basis of a Collective Agreement with the Board for a five-year term, with an expiry date of December 31, 2024. The bargaining process was positive with the principles of transparency, focus on sustainability of Exhibition Place business, with a strive for quality 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, set out in Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (August 30, 2022) from the Chief Executive Officer, Exhibition Place, between the Board of Governors of Exhibition Place and the United Association of Journeymen and Apprentices of the Plumbing and Pipe Fitting Industry of the United States and Canada. 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 (Confidential Attachment - Appendix A) and set out in Confidential Attachment 1 to the report (August 30, 2022) from the Chief Executive Officer, Exhibition Place. 3. Directed that Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (August 30, 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 (August 30, 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 United Association of Journeymen and Apprentices of the Plumbing and Pipe Fitting Industry of the United States and Canada, 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 - Appendix A) and set out in 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.
EP25.7adopted
2023 - 2025 Rentals and Services Price List for Show Management
This report recommends approval of the Rentals and Services Price List for the years 2023 - 2025 as outlined in Confidential Attachment 1. A comprehensive review and update of the price list is done annually to factor in the increase in labour and material costs to assure a competitive return to the Board on various show services offered. The increases that are being recommended either reflect directly the increase in general labour rates associated with the supply of the service that were included in the various collective agreements approved by the Board, or increases that are in keeping with the marketplace surveys that were undertaken by staff.
The Board of Governors of Exhibition Place: 1. Approved the 2023 - 2025 Show Management Price List for third party Rentals and Services, outlined in Confidential Attachment 1 to the report (August 30, 2022) from the Chief Executive Officer, Exhibition Place, effective January 1, 2023. 2. Directed that the confidential information contained in Confidential Attachment 1 to the report (August 30, 2022) 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 2023 - 2025 Show Management Price List for third party Rentals and Services, outlined in Confidential Attachment 1, effective January 1, 2023. 2. The Board direct that the confidential information contained in 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.
EP25.8adopted
2023 Electrical and Mechanical Services Price List - ShowTech Power and Lighting (SPL)
This report recommends approval of the 2023 Electrical and Mechanical Services Price List for ShowTech Power and Lighting ("SPL") the Board Exclusive Provider, 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, competitive, and reasonable rates. Staff work towards being consistent with industry standards in Toronto and the GTA market. The rates were reviewed by Exhibition Place staff and are recommended as fair and reasonable changes. The preparation of the 2023 price list brought along with-it inherent challenges. Since the previous 2022 price list was unchanged form 2021 due to the pandemic staff worked together to ensure the price list was fair, reasonable, and competitively priced in the GTA as well as taking into consideration increase in labour rates from new collective agreement and rise of material costs due to inflation over the 2 (two) period.
The Board of Governors of Exhibition Place: 1. Approved the 2023 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 (August 30, 2022) from the Chief Executive Officer, Exhibition Place, effective January 1, 2023. 2. Directed that the confidential information contained in the Confidential Attachment 1 to the report (August 30, 2022) 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 2023 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, 2023. 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.
EP25.9amended
On July 26, 2022, the Executive Director of City Financial Planning Division (FPD) provided supplemental instructions to assist City Divisions and Agencies in the preparation of the 2023 Operating Budget Submissions with a firm submission deadline of September 16, 2022 and additional budget guidance and directions for all City Divisions and Agencies. Throughout the budget process, Exhibition Place staff have worked closely with industry insiders, followed industry and trade magazines as well watched closely the re-opening of the trade, consumer show, and conference centre businesses in North America and around the globe. Despite all the challenges from bouncing back after the pandemic, staff are cautiously optimistic projecting the recovery of our operation is progressing well, following same trends as other businesses in the same industry. City Financial Planning Division (FPD) directed ABC's to prepare a realistic 2023 Operating Budget using a budget lens, taking into consideration, where possible, no additional financial pressures to the year over year net expenditures other than Covid-19 impacts. The Covid-19 impact will be treated as a separate item and the impacts will be reviewed in the context of expected Federal and Provincial funding support received by the City. Exhibition Place worked with the City FPD staff and have developed an operating budget that meets the City directive. As shown in Schedule A, the operating budget for 2023 is a net deficit of ($2.300) million which is a 30 percent or $1.0 million reduction/improvement in the Boards deficit year over year. The main assumptions used in preparing the 2023 Operating Budget are: - Booking of events will be back to normal in 2023 although less attendance than pre-pandemic levels. - It is estimated that attendance will increase over 2022; estimated to be at 85 percent of pre-pandemic levels. As such this will lead to lower ancillary revenue such as parking, food and beverage, and show services. - Parking revenues are also being impacted negatively from the impact during recovery period, as well as, loss of parking spaces in Lot 851 due to the construction of Phase 2 Hotel and Venue Development. - There will be additional COVID-19 costs related to health and safety associated with delivery of service. - There will be additional costs and procedures associated with the delivery of food and beverage due to COVID-19 protocols, and due to the anticipated reduction of attendance, revenue and the associated commission the Board receives will be lower. - COLA increase for unionized staff will be per collective agreements at approximately 1.25 percent; and as well for non-unionized staff includes a pay increase (1.25 percent COLA and 2.65 percent blended financial reward/merit). However, staff will work closely with City and will follow City directives regarding the actual pay increases for non-union staff. - Tenants will experience the same trends as the Board and as therefore 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/rebuild costs. As reported in Schedule A below, the 2022 year-end forecasted impact of COVID-19 on the Boards 2022 budget is a deficit of ($3.300) million is an unfavourable variance of ($0.600) million for a net forecasted deficit of ($3.900) million. The unfavourable variance is due to the loss of events from January to April 2022.
The Board of Governors of Exhibition Place: 1. Approved the 2023 Operating Budget attached as Appendix A to the report (August 30, 2022) from the Chief Executive Officer, Exhibition Place. 2. Directed the Chief Executive Officer to submit the 2023 Budget to the City Financial Planning Division as part of the 2023 Budget Process. 3. Referred the communication from Ric Amis (September 13, 2022) to the Chief Executive Officer, Exhibition Place for review.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the 2023 Operating Budget attached as Appendix A. 2. The Board direct the Chief Executive Officer to submit the 2023 Budget to the City Financial Planning Division as part of the 2023 Budget Process.
EP25.10adopted
Exhibition Place Financial Report - Second Quarter Ending June 30, 2022
This report includes several detailed appendices that provide a full financial summary of all program areas of Exhibition Place for the second quarter (Q2) ending June 30, 2022.
The Board of Governors of Exhibition Place: 1. Directed that Confidential Attachment 1 to the report (August 30, 2022) 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 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.
EP25.11adopted
Occupational Health and Safety Report: Second 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 second quarter of 2022. There was 1 lost time injury and 4 medical aid injuries in Q2 2022 relative to 0 medical aid injuries in Q2 2021. Workplace Safety and Insurance Board (WSIB) invoiced costs for Q2 2022 were approximately 9 percent higher to those in Q2 2021. This is mainly attributable to an increase in Long Term Disability costs and a minor increase in overall WSIB claims.
The Board of Governors of Exhibition Place: 1. Received the report (August 30, 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.
EP25.12adopted
Exhibition Place Management Report - Second Quarter, June 2022
The second quarter management report from the Chief Executive Officer is provided to the Board for information. Various graphs and tables provide ease of reference for 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 (August 30, 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.
EP25.13adopted
2023 Proposed Capital Works Budget as Part of Ten-Year (2023 - 2032) Program
On July 26, 2022, the Executive Director of City Financial Planning Division (FPD) provided supplemental instructions to assist City Divisions and Agencies in the preparation of the 2023 Capital Works Budget as Part of Ten-Year Submission with a firm submission deadline of September 16, 2022, and additional budget guidance and directions for all City Divisions and Agencies. Supporting the City objective of minimizing debt funding, Exhibition Place staff have successfully come in with a zero-budget increase as compared to our 2022 10-year Capital Works Budget of $156.358 million. The City practice for 2023 allocation of funds is still based on the Board capacity to spend but is linked more closely to the City's ability to fund the projects with debt. Annually, staff review the 10-year capital plan; this annual review procedure allows Exhibition Place to adjust its current State of Goods Repair (SOGR) program each subsequent year based on changing and operational needs, building/audit assessments, legislative changes, mandates, and priorities. Throughout the budget process Exhibition Place staff worked closely with City FPD in developing the budget. As part of the budget process, staff completed their due diligence by performing three (3) building assessments in 2022 on the Beanfield Centre, General Services Building, and Enercare Centre. The building assessments are a systematic inspection, review, and report on the state of our buildings, and is done annually on a rotating basis with all our buildings. More importantly with the debt funding constraints from the City, this is of great importance to help prioritize our plan as building assessments will indicate whether we need to do repairs in the short term, as well as what will be required in the longer term such as years 5-10 or even years 11-15. Exhibition Place staff will submit the 2023 Capital Works Budget to City FPD to meet the City Manager September 16, 2022, mandate; however, due to the budget submission schedule, City FPD understands that the budget is subject to Board approval and that the Board reserves the right to make changes to the Capital Works Budget content. Exhibition Place staff will notify the City of any changes or directions made by the Board. In accordance with City guidelines for capacity to spend, the City's ability to fund, building assessments and SOGR priority, a total of $22.131 million gross is recommended for 2023 Capital budget. This includes: a. $1.000 million for revitalization of Centennial Square and the surrounding areas with 100 percent cost recoveries from the Exhibition Place Green Space reserve fund held by the City. b. $0.216 million previously approved project for Food Building boilers, hot water tanks, water distribution and sanitary systems; 50 percent of which is funded by CNEA as per Board's Master Agreement provisions with CNEA. c. $0.200 million in 2023 and $0.500 million in 2024 (a total of $0.700 million over two years) for New Brunswick Way Improvement/Road Widening to support Phase-2 Hotel and Venue development. d. $2.000 million previously approved project cash flow for high voltage utilities upgrade. e. $18.715 million for various upgrades within existing buildings, parking lots and roads grounds wide, all funded by debt. This includes resubmission of $2.190 million initially approved by City Council for 2022 projects budget but later got postponed due to City funding constraints. In summary, the total budget cash flow for Above the Line Capital Program 2023 (Sections A and B in Appendix A), including previously approved and new projects is $22.131 million. This includes funding (recoveries) from CNEA and Exhibition Place Green Space reserve fund of $1.108 million and City net debt funding of $21.023 million. Even with the additional funding being recommended, the Net Accumulated Backlog at the end of 2023 for Exhibition Place stands at $54.885 million.
The Board of Governors of Exhibition Place: 1. Approved the Proposed 2023 Above the Line Capital Works State-of-Good Repair Budget (Sections A and B of Appendix A) of $22.131 million with $21.023 million funded by debt and $1.108 million funded by recoveries from third parties and Exhibition Place Green Space reserve fund, as part of the ten-year (2023 - 2032) proposed program submission to the City of Toronto. 2. Directed the Chief Executive Officer to submit the 2023 Budget and any changes or directions by the Board to the City Financial Planning Division as part of the 2023 Budget Process.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the Proposed 2023 Above the Line Capital Works State-of-Good Repair Budget (Sections A and B of Appendix A) of $22.131 million with $21.023 million funded by debt and $1.108 million funded by recoveries from third parties and Exhibition Place Green Space reserve fund, as part of the ten-year (2023 - 2032) proposed program submission to the City of Toronto. 2. The Board direct the Chief Executive Officer to submit the 2023 Budget and any changes or directions by the Board to the City Financial Planning Division as part of the 2023 Budget Process.
EP25.14adopted
This report recommends approving a contract with Black & McDonald Limited ("Black & McDonald") for $2,619,221. The tender call was issued on July 28, 2022 through Exhibition Place Purchasing and Materials Stores via Merx Online Procurement System. Both staff and our consultant METSCO Energy Solutions Inc. recommend 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 and Performance Venue Development starting in January 2023.
The Board of Governors of Exhibition Place: 1. Approved the award of Contract No. 22-096-29684-2 (RFT No. EP103-2022) to Black & McDonald Limited of Toronto, Ontario for Relocation of Electrical Infrastructure and Renovations of the World sub-station in the amount of $2,619,221 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 approve the award of Contract No. 22-096-29684-2 (RFT No. EP103-2022) to Black & McDonald Limited of Toronto, Ontario for Relocation of Electrical Infrastructure and Renovations of the World sub-station in the amount of $2,619,221 excluding HST; this being the lowest acceptable tender submission received following the public tendering of the project.