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.
EP3.1adopted
Exhibition Place Security Report - Year End 2022
This report provides a summary of the security trends for 2022 occurring on 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 21, 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.
EP3.2adopted
Enercare Centre - Cooling Tower Replacement
This report recommends approving a contract with Vanguard Mechanical Inc. for the replacement of the Enercare Centre Cooling Tower. The tender call was issued on February 2, 2023 through Exhibition Place Purchasing and Materials Stores via Bonfire 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.
The Board of Governors of Exhibition Place: 1. Approved the award of Contract No. 23-076-37633 (RFT No. EP101-2023) to Vanguard Mechanical Inc. for the replacement of Enercare Centre Cooling Tower in the amount of $1,060,000.00 which includes a cash allowance of $15,000.00, but excludes 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 approve the award of Contract No. 23-076-37633 (RFT No. EP101-2023) to Vanguard Mechanical Inc. for the replacement of Enercare Centre Cooling Tower in the amount of $1,060,000.00 which includes a cash allowance of $15,000.00, but excludes HST; this being the lowest compliant tender submission received following the public tendering of the project.
EP3.3adopted
Exhibition Place Management Report - 4th Quarter December 31, 2022
The fourth 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 (March 21, 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.
EP3.4adopted
Grievance Update and 2022 Year End Grievance Summary
This report provides a summary and analysis of grievance and arbitration activity for 2022 and a comparison to 2021 year over year. In 2022, the total number of grievances filed by all bargaining units on Exhibition Place grounds was thirteen (13), compared with eleven (11) in 2021. There was one multi-day arbitration hearing in 2022. LiUNA 506 filed three (3) grievances because of the unauthorized completion of work by an event organizer or tenant, and an employee not receiving a pay cheque sent via Canada Post. These grievances were resolved with the union immediately. IATSE 58 filed ten (10) grievances which remain unresolved. In 2022, Exhibition Place management filed one (1) management grievance with IATSE 58 which remain unresolved.
The Board of Governors of Exhibition Place: 1. Received the report (March 21, 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.
EP3.5adopted
Exhibition Place and City Real Estate staff met with Metrolinx facilities management staff in early October 2022 at their request to tour three potential sites for leasing of office space to align with their transit station completion date for the Ontario Line. Staff from Exhibition Place and City Corporate Real Estate Management ("CREM") has since worked with Metrolinx to negotiate terms and conditions for a new lease for a term of five (5) years to commence on May 6, 2023 and ending on May 5, 2028 with one option to extend for a period of six (6) months and otherwise on the terms and conditions set out in this report (Appendix A). This report is recommending that, subject to obtaining the necessary City of Toronto authorization, the Board approve entering into a new lease with Metrolinx, on the terms and conditions provided in this report.
The Board of Governors of Exhibition Place: 1. Subject to obtaining the necessary City of Toronto approval, approved a lease (the "Lease") between the City of Toronto, (the "City"), as landlord, Metrolinx, as tenant, and the Board, for a term of five (5) years commencing May 6, 2023, and ending May 5, 2028, with an option to extend for a period of six (6) months, substantially on the terms and conditions set out in Appendix "A" and Confidential Attachment 1, to the report (March 21, 2023) from the Chief Executive Officer, Exhibition Place and such other and amended terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the "DCM"), the Chief Executive Officer of Exhibition Place (the "CEO"), and in a form satisfactory to the City Solicitor. 2. Authorized the Chief Executive Officer to request the necessary City authorities to approve and enter into the Lease. 3. Directed that Confidential Attachment 1 to the report (March 21, 2023) from the Chief Executive Officer, Exhibition Place remain confidential in its entirety and not be released publicly as it pertains to a proposed or pending acquisition or disposition of land by the City and the Board.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. Subject to obtaining the necessary City of Toronto approval, the Board approve a lease (the "Lease") between the City of Toronto, (the "City"), as landlord, Metrolinx, as tenant, and the Board, for a term of five (5) years commencing May 6, 2023, and ending May 5, 2028, with an option to extend for a period of six (6) months, substantially on the terms and conditions set out in Appendix "A" and Confidential Attachment 1, and such other and amended terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the "DCM"), the Chief Executive Officer of Exhibition Place (the "CEO"), and in a form satisfactory to the City Solicitor. 2. The Board authorize the Chief Executive Officer to request the necessary City authorities to approve and enter into the Lease. 3. The Board direct that Confidential Attachment 1 to this report remain confidential in its entirety and not be released publicly as it pertains to a proposed or pending acquisition or disposition of land by the City and the Board.
EP3.6adopted
Business Travel IAVM and Participation in Venue Management School
This report recommends approval of travel expenses for Emily Kempe, Facility Services Coordinator to attend the first year and the second year respectively of the International Association of Venue Managers (IAVM), Venue Management School.
The Board of Governors of Exhibition Place: 1. Authorized travel expenses for Emily Kempe, Facility Services 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 flight, accommodation, and incidental expenses.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board authorize travel expenses for Emily Kempe, Facility Services 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 flight, accommodation, and incidental expenses.
EP3.7adopted
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 including Exhibition Place. At its meeting of June 9, 2022, the Board received a confidential PowerPoint presentation from Korn Ferry and the Board direct 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. And further, directed the Chief Executive Officer to report back to the Board at its September 14, 2022 meeting with recommendations on the detailed design, application, and implications for implementation of the Executive Compensation Study. At its meeting of September 14, 2022, the Board received the Korn Ferry study as presented in-camera and 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. And further directed the Chief Executive Officer, Exhibition Place to engage with Korn Ferry to complete the compensation study for the other four executive and non-executive Exhibition Place staff in consultation with the City Manager's Office and report back to the Board. The recommendation follows the guiding principle approved by City Council achieving the 50th (P50) percentile factor. The Korn Ferry Compensation Study for the non-executive staff is the subject of a separate Board report. Staff from Korn Ferry will be attending the Board meeting of April 4, 2023 to respond to questions on their compensation review.
The Board of Governors of Exhibition Place: 1. Approved the Executive (non-CEO) Proposed 2023 Salary Range commencing July 1, 2023, as set out on page 13, and based on the concept outlined, in Confidential Attachment 1 - Korn Ferry 2023 Executive Pay Review Study to the report (March 21, 2023) from the Chief Executive Officer, Exhibition Place. 2. Directed that Confidential Attachment 1 to the report (March 21, 2023) from the Chief Executive Officer, Exhibition Place remain confidential as it contains personal information about identifiable individuals.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the Executive (non-CEO) Proposed 2023 Salary Range commencing July 1, 2023, as set out on page 13, and based on the concept outlined, in Confidential Attachment 1 - Korn Ferry 2023 Executive Pay Review Study. 2. The Board direct that Confidential Attachment 1 remain confidential as it contains personal information about identifiable individuals.
EP3.8adopted
Non-Executive Job Evaluation and Compensation Study
At its meeting of September 14, 2022, the Board received the Korn Ferry Executive Compensation study as presented in-camera and the Board directed the Chief Executive Officer, Exhibition Place to engage with Korn Ferry to complete the compensation study for the other four executive and non-executive Exhibition Place staff in consultation with the City Manager's Office and report back to the Board. The Korn Ferry Compensation Study for the executive staff (non-CEO) is the subject of a separate Board report. Staff from Korn Ferry will be attending the Board meeting of April 4, 2023 to respond to questions on their compensation review. The last compensation study for Exhibition Place was done in 2016. This report recommends revisions and updates to the 2016 Board-approved Compensation Plan for non-union / non-executive positions effective July 1, 2023. The recommendation follows the guiding principle approved by City Council achieving the 50th percentile factor. The Korn Ferry review was done for 148 staff and bundled into fourteen (14) categories and included both salary and hourly staff positions.
The Board of Governors of Exhibition Place: 1. Approved the non-executive / non-union Proposed 2023 Compensation Plan and Salary Range effective July 1, 2023, as set out in Confidential Attachment 2 and based on the concept outlined in Confidential Attachments 1 and 3 to the report (March 21, 2023) from the Chief Executive Officer, Exhibition Place. 2. Authorized the public release of Confidential Attachment 2 to the report (March 21, 2023) from the Chief Executive Officer, Exhibition Place, Korn Ferry Market Mid-Point and Salary Ranges after approval by the Board. 3. Directed that Confidential Attachment 1 and Confidential Attachment 3 to the report (March 21, 2023) from the Chief Executive Officer, Exhibition Place remain confidential as they deal with personal matters about identifiable individuals, including municipal or Board employees. Confidential Attachment 2 to the report (March 21, 2023) from the Chief Executive Officer, Exhibition Place is now public and can be accessed under Background Information.
Staff recommendation as filed
The Chief Executive Officer recommends that the Board: 1. Approve the non-executive / non-union Proposed 2023 Compensation Plan and Salary Range effective July 1, 2023, as set out in Confidential Attachment 2 and based on the concept outlined in Confidential Attachments 1 and 3. 2. Authorize the public release of Confidential Attachment 2, Korn Ferry Market Mid-Point and Salary Ranges after approval by the Board. 3. Direct that Confidential Attachment 1 and Confidential Attachment 3 remain confidential as they deal with personal matters about identifiable individuals, including municipal or Board employees.
EP3.9adopted
Community Liaison Consultation Meeting - November 29, 2022
This report summarizes the program items at the Community Liaison Consultation meeting held on November 29, 2022. Hosting the meeting was Board Member Peter Leon. Exhibition Place staff in attendance included Don Boyle, CEO; Laura Purdy, General Manager; Tony Porter, Director, Transportation and Security; Gilles Bouchard, Director, Event Management Services; Debbie Sanderson, Executive Assistant to the CEO; Nigel Fernandes, IT Systems; Catherine de Nobriga, Tenant and Community Relations Coordinator; Prashant Bhalja, Manager of Capital Projects; and Kelvin Seow, Chief People and Strategy Officer. Twenty-five (25) community members attended the meeting. The meeting lasted approximately two hours, and community members were invited to participate in a future community activation opportunity to provide their input.
The Board of Governors of Exhibition Place: 1. Received the report (March 21, 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.
EP3.10adopted
Strategic Plan - 2022 Key Results and Initiatives
In June 2022, the Board developed and launched the 2022-2026 Strategic Plan. This report highlights some of the key results Exhibition Place staff have accomplished in the Plan's first year. In addition to their core services, the key results presented in this report represent initiatives successfully implemented by staff that will enhance the organization and align with our six strategic goals: Exceed Client and Visitor Expectations, Promote Site Animation 365-Days a Year, Solidify Position as a Leading Convention and Event Space, Enhance Brand Identity and Promotion, Invest in our People and Culture, and Ensure Competitively Priced Services and Sustainable Operations.
The Board of Governors of Exhibition Place: 1. Received the report (March 21, 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.
EP3.11amended
Long Term Licence Agreement with an Exhibition Client
This report recommends the Board authorize the Chief Executive Officer, Exhibition Place to work with the City Corporate Real Estate Management ("CREM") staff to negotiate a licence agreement between an Exhibition client identified in Confidential Attachment 1 (the "Exhibition Client"), as licensee, the City as licensor and The Board of Governors of Exhibition Place for space within the Better Living Centre.
The Board of Governors of Exhibition Place: 1. Granted authority for the Chief Executive Officer, Exhibition Place to work with Corporate Real Estate Management (CREM) staff to negotiate a licence agreement with the Exhibition Client, as set out in Confidential Attachment 1 to the supplementary report (March 30, 2023) from the Chief Executive Officer, Exhibition Place. 2. In the event that, following negotiations, the Exhibition Client agrees in principle to terms and conditions materially as set out in Confidential Attachment 1 to the supplementary report (March 30, 2023) from the Chief Executive Officer, Exhibition Place, then, subject to obtaining the necessary City of Toronto approval, approved a licence agreement (the "Licence Agreement") between the City of Toronto, (the "City"), as licensor, Exhibition Client, as licensee, and the Board, substantially on the terms and conditions set out in Confidential Attachment 1 to the supplementary report (March 30, 2023) from the Chief Executive Officer, Exhibition Place, and such other and amended terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the "DCM"), the Chief Executive Officer of Exhibition Place (the "CEO"), and in a form satisfactory to the City Solicitor. 3. Authorized the Chief Executive Officer, Exhibition Place to request the necessary City authorities to approve and enter into the Licence Agreement. 4. Directed that the confidential information contained in Confidential Attachment 1 to the supplementary report (March 30, 2023) from the Chief Executive Officer, Exhibition Place and in Confidential Attachment 1 to the report (March 21, 2023) from the Chief Executive Officer, Exhibition Place remain confidential as they are about a plan to be applied to negotiations carried on or to be carried on by or on behalf of the Board and 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 grant authority for the Chief Executive Officer, Exhibition Place to work with City Corporate Real Estate Management (CREM) staff to negotiate a licence agreement with the Exhibition Client, as set out in Confidential Attachment 1. 2. In the event that, following negotiations, the Exhibition Client agrees in principle to terms and conditions materially as set out in Confidential Attachment 1 then, subject to obtaining the necessary City of Toronto approval, the Board approve a licence agreement (the "Licence Agreement") between the City of Toronto, (the "City"), as licensor, Exhibition Client, as licensee, and the Board, substantially on the terms and conditions set out in Confidential Attachment 1, and such other and amended terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the "DCM"), the Chief Executive Officer of Exhibition Place (the "CEO"), and in a form satisfactory to the City Solicitor. 3. The Board authorize the Chief Executive Officer, Exhibition Place to request the necessary City authorities to approve and enter into the Licence Agreement. 4. The Board direct that the confidential information contained in Confidential Attachment 1 remain confidential as it is about a plan to be applied to negotiations carried on or to be carried on by or on behalf of the Board and 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.
EP3.12adopted
Renaming the Press Building to the Administration Building
The Canadian National Exhibition Association ("CNEA") has requested to rename the Press Building to the Administration Building. Exhibition Place staff engaged with the City Manager's Office and City Heritage to determine the procedural framework for the renaming request. Exhibition Place Staff were informed that under Toronto Municipal Code Chapter 63, Exhibition Place, Governance, the Board has the authority to approve the change. The renaming of this City Property confirms with the City of Toronto Naming Policy criteria and process to rename a property.
The Board of Governors of Exhibition Place: 1. Renamed the building located at 210 Princes' Boulevard from "Press Building" to its original name the "Administration Building", to reflect its historic and current function. 2. Directed the Chief Executive Officer, to make necessary changes to the Exhibition Place City Heritage Register, website, promotional materials, stationery, wayfinding signs, etc., that notifies the public of the name change.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board rename the building located at 210 Princes' Boulevard from "Press Building" to its original name the "Administration Building", to reflect its historic and current function. 2. The Board direct the Chief Executive Officer, to make necessary changes to the Exhibition Place City Heritage Register, website, promotional materials, stationery, wayfinding signs, etc., that notifies the public of the name change.
EP3.13adopted
2022 Capital Works Program - Year End Report
This year-end report provides an update to the Board on the final progress of the 2022 Capital Works Program. The 2022 Capital Works Program budget consists of two parts totalling $19,205,143. 1) The "State-of-Good-Repair" ("SOGR") 2022 program with a revised budget of $17,315,000 (Items 1 to 34 - Table 1 - Appendix A); and 2) The 2021 total cash flow carry forward from prior year of $1,890,143 (Items 35 to 61 - Table 2 - Appendix A). A cash flow carry forward is defined in this report as the combination of unspent mostly committed costs from prior year through signed contracts and agreements, and any surplus from the above SOGR program projects.
The Board of Governors of Exhibition Place: 1. Received the report (March 21, 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.
EP3.14received
In accordance with Section 43(2) of By-law 1-2017 the Procedures By-law of the Board of Governors of Exhibition Place, this letter serves as notice that the Board will consider amendments to the Procedures By-law at the next meeting of the Board of Governors of Exhibition Place. The amendments are related to electronic participation at meetings and the time required to achieve quorum. City Council at its meeting on March 29, 30 and 31, 2023 considered Item EX3.7 Making Electronic Participation for Council and its Local Boards Permanent and, among other things, has authorized local boards to also amend their rules of procedure with respect to these matters without having to seek further Council approval.
The Board of Governors of Exhibition Place: 1. Received the item for information.