Exhibition Place
The full agenda, as filed
All 22 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.
EP4.1adopted
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 2023. Christina DeCoppi, Digital Marketing Specialist, has officially been named to the 2023 Class on May 12, 2023, and is only one of two 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 6800+ active members around the world. This program in its eighth 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 2023 will convene at VenueConnect 2023 in Pittsburgh, Pennsylvania, July 31 - August 3, 2023. "This year's 30 Under 30 class was incredibly competitive with 143 nominations," stated James Wynkoop, CVE, Chair of the IAVM Foundation Board of Trustees. "The members of the Class of 23 are not only talented at what they do, but also able to communicate effectively in multiple formats. They have demonstrated both creative and critical thinking abilities. The IAVM Foundation is proud to announce this class of 30 Under 30 as one of the best in the history of the program."
The Board of Governors of Exhibition Place: 1. Applauded and extended congratulations to Ms. Christina DeCoppi for her outstanding achievement to the IAVM 30 Under 30 Class of 2023.
Staff recommendation as filed
Councillor Gary Crawford recommends that the Board of Governors of Exhibition Place: 1. Applaud and extend congratulations to Ms. Christina DeCoppi for her outstanding achievement to the IAVM 30 Under 30 Class of 2023.
EP4.2adopted
Occupational Health and Safety Report - First Quarter 2023
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 (Q1) of 2023. There were 0 lost time injuries and 2 medical aid injuries in the Q1 2023 as compared to 0 lost time injuries and 1 medical aid injury during the same period of 2022. During the Q1 2023 there were successful denials of 2 WSIB claims. Workplace Safety and Insurance Board (WSIB) invoiced costs for the Q1 2023 were approximately 116 percent higher than those in the same period of 2022. This is attributable to increased Long Term Disability costs and higher WSIB claim costs.
The Board of Governors of Exhibition Place: 1. Received the report (May 25, 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.
EP4.3amended
Community Engagement Focus Group - Site Animation
This report summarizes Exhibition Place's direction concerning community engagement through Community Focus Groups that support the delivery of site activation. Further, the report requests approval of the Terms of Reference (Attachment A) for the Community Focus Group. As Exhibition Place continues to support its goal to promote Site Animation 365 days a year, Community Focus Group discussions will inform and identify needs, opportunities, and areas within Exhibition Place for increased site animation.
The Board of Governors of Exhibition Place: 1. Amended the first sentence under the title Purpose, on Page 1 in the Terms of Reference attached as Appendix A, to read as follows: "The Community Focus Group will provide input to Exhibition Place regarding expanding and delivering site animation initiatives throughout the grounds, 365 days per year." 2. Approved the Community Focus Group Terms of Reference for Community Engagement Focus Groups, attached as Appendix A to the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place, as amended by Part 1 above.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the Community Focus Group Terms of Reference for Community Engagement Focus Groups included as Appendix A.
EP4.4adopted
This report recommends approving travel expenses for Justin Sweeney, IT / Telecommunications Manager to attend the second and final year of the International Association of Venue Managers (IAVM), Venue Management School. The staff member was on a wait list and got contacted on May 3, 2023 that an opening is available for the upcoming IAVM program, scheduled June 4 - 10 2023. The Chair of the Board in consultation with the Chief Executive Officer of Exhibition Place on May 4, 2023 approved the travel expenses 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 travel expenses for Justin Sweeney, IT / Telecommunications Manager 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 concur with the action taken by the Chair of the Board and the Chief Executive Officer in approving the travel expenses for Justin Sweeney, IT / Telecommunications Manager 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.
EP4.5adopted
Multi-year Agreement with an Association Conference Client
This report recommends two (2) multi-year license agreements between an Association Conference Client and Exhibition Place within Beanfield Centre.
The Board of Governors of Exhibition Place: 1. Approved two (2) multi-year license agreements with an Association Conference Client for Beanfield Centre, as set out in the Confidential Attachment 1 to the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place, for a 2-year term commencing in 2024 and expiring in 2025 on the terms and conditions of the Event 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 (May 25, 2023) 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 approve two (2) multi-year license agreements with an Association Conference Client for Beanfield Centre, as set out in the Confidential Attachment 1, for a 2-year term commencing in 2024 and expiring in 2025 on the terms and conditions of the Event 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
EP4.6adopted
Cable Procurement for the Relocation of Dufferin Sub-Station Project
This report recommends approving procurement of required cables for the Relocation of Dufferin Sub-Station project from TOC Logistics Inc (TOC). Request for Quotations were requested and received by four (4) suppliers, the recommendation is to approve procurement of cable meeting the industry requirements and specifications indicated. This project is both time and weather sensitive to meet stakeholders and operational requirements. On May 9, 2023, 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 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 procurement of cables from TOC Logistics Inc. for the Relocation of Dufferin Sub-Station Project in the amount of $458,587.60 but excludes HST; this being the lowest acceptable quote received.
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 procurement of cables from TOC Logistics Inc. for the Relocation of Dufferin Sub-Station Project in the amount of $458,587.60 but excludes HST; this being the lowest acceptable quote received.
EP4.7adopted
Food Building Roof Replacement
This report recommends approving a contract with Semple-Gooder Roofing Corporation (Semple-Gooder) for the replacement of the Food Building Roof. The tender call was issued on March 9, 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 budget. This project is both time and weather sensitive to meet stakeholders and operational requirements, the subject roof is over 20 years old and is due for replacement. On April 27, 2023, 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 and seek concurrence of the Board.
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. 23-081-38173 (RFT No. EP103-2023) to Semple-Gooder Roofing Corporation for the replacement of the Food Building roof in the amount of $6,015,132.00 which includes a cash allowance of $20,000.00 but excludes 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. 23-081-38173 (RFT No. EP103-2023) to Semple-Gooder Roofing Corporation for the replacement of the Food Building roof in the amount of $6,015,132.00 which includes a cash allowance of $20,000.00 but excludes HST; this being the lowest acceptable tender submission received following the public tendering of the project.
EP4.8adopted
Industry Building Roof Replacement and Mid-Arch Snow Shed Structure Upgrades
This report recommends approving a contract with Triumph Roofing & Sheet Metal Inc. (Triumph) for the replacement of the Industry Building Roof and upgrades to the Mid-Arch Snow Shed Structure. The tender call was issued on March 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 budget. This project is both time and weather sensitive to meet stakeholders and operational requirements, the roof is approximately 40 years old and is well overdue for replacement. The Chair of the Board on April 27, 2023, 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 and seek concurrence of the Board.
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. 23-077-37743 (RFT No. EP102-2023) to Triumph Roofing and Sheet Metal Inc. for the replacement of the Industry Building Roof and upgrades to the Mid-Arch Snow Shed Structure in the amount of $5,438,930.00 which includes a cash allowance of $20,000.00 and Additional Prices as described under "Tender Process" on page 3 of this report (May 25, 2023) from the Chief Executive Officer, Exhibition Place but excludes 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. 23-077-37743 (RFT No. EP102-2023) to Triumph Roofing & Sheet Metal Inc. for the replacement of the Industry Building Roof and upgrades to the Mid-Arch Snow Shed Structure in the amount of $5,438,930.00 which includes a cash allowance of $20,000.00 and Additional Prices as described under "Tender Process" on page 3 of this report but excludes HST; this being the lowest acceptable tender submission received following the public tendering of the project.
EP4.9adopted
2024 Electrical and Mechanical Services Price List - ShowTech Power and Lighting (SPL)
This report recommends approval of the 2024 Electrical and Mechanical Services Price List for ShowTech Power and Lighting ("SPL") 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 2024 price list brought along with-it inherent challenges. Since the previous 2022 price list was unchanged from 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) year period.
The Board of Governors of Exhibition Place: 1. Approved the 2024 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 (May 25, 2023) from the Chief Executive Officer, Exhibition Place, effective January 1, 2024. 2. Directed that the confidential information contained in the Confidential Attachment 1 to the report (May 25, 2023) 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 2024 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, 2024. 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.
EP4.10adopted
Relocation of Dufferin Sub-Station
This report recommends approving a contract with Black & McDonald Limited for the Relocation of Dufferin Sub-Station. The tender call was issued on April 20, 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 budget.
The Board of Governors of Exhibition Place: 1. Approved the award of Contract No. 23-096-39675 (RFT No. EP105-2023) to Black and McDonald Limited for the Relocation of Dufferin Sub-Station in the amount of $1,639,519.02 which includes a cash allowance of $30,000.00 but excludes HST; this being the only 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. 23-096-39675 (RFT No. EP105-2023) to Black & McDonald Limited for the Relocation of Dufferin Sub-Station in the amount of $1,639,519.02 which includes a cash allowance of $30,000.00 but excludes HST; this being the only acceptable tender submission received following the public tendering of the project.
EP4.11adopted
Audit Results and Financial Statements for the Year Ended December 31, 2022
This report presents for the information of the Board, the KPMG Draft Audit Report and Financial Statements (Appendix A), Management Representation Letter (Appendix B) and KPMG Audit Findings Report (Appendix C) for the year ended December 31, 2022. 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 (Appendix C), during the 2022 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 8, 2023, to respond to any questions of the Auditor. As reported on the Statement of Operations and Accumulated Deficit, the Deficit before City funding is ($1,218,427). Due to the cash impact of Covid-19 the City advanced the Board $4,900,000 to meet its operating needs resulting in a Transfer Surplus of $4,113,291 back to the City.
The Board of Governors of Exhibition Place: 1. Approved the KPMG Draft Audit Report and Financial Statements attached as Appendix A to the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place. 2. Directed the transfer of the 2022 operating surplus of $4,113,391 to the City of Toronto.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the KPMG Draft Audit Report and Financial Statements attached as "Appendix A", KPMG 2022 Year-End Audit Report to the Board of Governors of Exhibition Place. 2. The Board direct the transfer of the 2022 operating surplus of $4,113,391 to the City of Toronto.
EP4.12adopted
Agreement with the Festival Management Corporation for the Toronto Caribbean Carnival 2023
This report recommends a one-year agreement with the Festival Management Corporation (FMC) for the Toronto Caribbean Carnival 2023 at Exhibition Place based on the same terms and conditions as approved by the Board in 2022.
The Board of Governors of Exhibition Place: 1. Approved the execution of a one-year agreement with Festival Management Corporation for the Toronto Caribbean Carnival 2023, on the terms and conditions of the standard license agreement for Exhibition Place outlined in the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place, and such other terms satisfactory to the Chief Executive Officer of Exhibition Place and the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the execution of a one-year agreement with Festival Management Corporation for the Toronto Caribbean Carnival 2023, on the terms and conditions of the standard license agreement for Exhibition Place outlined in this report, and such other terms satisfactory to the Chief Executive Officer of Exhibition Place and the City Solicitor.
EP4.13adopted
Marketing Agreement with ASM Global Canada ULC
ASM Global Canada ULC (ASM), formerly SMG, is the largest facility manager in North America and in recent years has grown its business to add to its portfolio international convention centres, trade show venues, theatres, stadium and arenas throughout North America, the United Kingdom, Europe, and South America. From April 1997 when the building was first opened to 2007, the partnership of O&Y/SMG managed as Agent of the Board the Enercare Centre and in 2007 this relationship changed to an official affiliation. In 2014 and in 2018, Exhibition Place renewed its agreement with SMG for a four-year term beginning on January 1, 2015 and 2019, and Enercare Centre and Beanfield Centre have continued to benefit from the relationship. In 2019, Exhibition Place received marketing benefits from ASM that were in the range of $85,000 to $95,000 US as ASM had either promoted Enercare Centre and Beanfield Centre through printed publications and/or at tradeshow forums hosted by ASM. While most trade and consumer shows are "locally grown", conventions, conferences and corporate meeting tend to travel year-to-year and an affiliation with ASM provides contacts to these meeting planners. Accordingly, the report is recommending that the Board continue with the marketing alliance with ASM on the terms and conditions outlined in this report and the confidential report attached.
The Board of Governors of Exhibition Place: 1. Approved a new agreement with ASM Global Canada ULC ("ASM") for a term of four (4) years commencing January 1, 2023 and expiring on December 31, 2026 on the terms and conditions outlined in Appendix A and the Confidential Attachment 1 to the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place as attached, and such other terms and conditions as may be satisfactory to the Chief Executive Officer and City Solicitor; and 2. Directed the confidential information in Confidential Attachment 1 to the report (May 25, 2023) 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 approve a new agreement with ASM Global Canada ULC ("ASM") for a term of four (4) years commencing January 1, 2023 and expiring on December 31, 2026 on the terms and conditions outlined in Appendix A and the Confidential Attachment 1 as attached, and such other terms and conditions as may be satisfactory to the Chief Executive Officer and City Solicitor; and 2. The Board direct the confidential information 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.
EP4.14adopted
Security Services for Vehicle Marshalling and Events
This report seeks the Board's approval to enter into an agreement with The West Egg Group Security Services ("West Egg Group") from date of award to December 31, 2024, with an option to extend for three additional separate one-year periods, for the non-exclusive "official supplier" provision of marshalling, road closure, event, and special assignment security guard services to Exhibition Place having received the highest overall score. A Request for Proposals (RFP) competitive process was issued through Exhibition Place Bonfire platform for the non-exclusive official security supplier for security services with eight (8) submissions received.
The Board of Governors of Exhibition Place: 1. Approved an agreement with The West Egg Group Security Services from the date of award to December 31, 2024, with the option to extend for three (3) separate one (1) year periods, on the terms and conditions outlined in the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place, and other such terms and conditions satisfactory to the Chief Executive Officer of Exhibition Place and City Solicitor.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve an agreement with The West Egg Group Security Services from the date of award to December 31, 2024, with the option to extend for three (3) separate one (1) year periods, on the terms and conditions outlined in this report, and other such terms and conditions satisfactory to the Chief Executive Officer of Exhibition Place and City Solicitor.
EP4.15adopted
The Collective Agreement between the Board of Governors of Exhibition Place and the International Union of Painters and Allied Trades, District Council 46 (Painters, DC 46) expired on December 31, 2022. This report outlines the terms of a Memorandum of Agreement attached as Confidential Attachment - Appendix A that was ratified by the International Union of Painters and Allied Trades, District Council 46, and pending Board of Governors approval, would be the basis of a Collective Agreement with the Board, for a four (4) year term starting January 1, 2023 with an expiry date of December 31, 2026.
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 - Appendix A to the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place, between the Board of Governors of Exhibition Place and 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 (Confidential Attachment - Appendix A) and as set out in the Confidential Attachment 1 to the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place. 3. Directed that Confidential Attachment 1 and Confidential Attachment - Appendix 'A' to the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place be released publicly after the Board ratifies the Memorandum of Agreement. Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (May 25, 2023), 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 Agreement, set out in Confidential Attachment 1 and Confidential Attachment - Appendix A, between the Board of Governors of Exhibition Place and 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 - Appendix A) and as 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 Board ratifies the Memorandum of Agreement.
EP4.16adopted
Proposed Collective Agreement with the International Brotherhood of Electrical Workers Local 353
The Collective Agreement between the Board of Governors of Exhibition Place and the International Brotherhood of Electrical Workers Local 353 (IBEW 353) expired on December 31, 2021. This report outlines the terms of a Memorandum of Agreement attached as Confidential Attachment - Appendix A that was ratified by IBEW 353 on April 24, 2023, and pending Board of Governors approval, would be the basis of a four (4) Collective Agreement with the Board, starting on January 1, 2022 with an expiry date of December 31, 2025.
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 - Appendix A to the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place, between the Board of Governors of Exhibition Place and International Brotherhood of Electrical Workers Local 353. 2. Authorized staff to make the necessary amendments to rates of pay and other matters identified as agreed changes to the collective agreement in the Memorandum of Agreement (Confidential Attachment - Appendix A) and in Confidential Attachment 1 (May 25, 2023) from the Chief Executive Officer, Exhibition Place. 3. Directed that Confidential Attachment 1 and Confidential Attachment - Appendix A to the report (May 25, 2023) from the Chief Executive Officer, Exhibition Place be released publicly after the Board ratifies the Memorandum of Agreement. Confidential Attachment 1 and Confidential Attachment 1 - Appendix A to the report (May 25, 2023), 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 Agreement, set out in Confidential Attachment 1 and Confidential Attachment - Appendix A, between the Board of Governors of Exhibition Place and International Brotherhood of Electrical Workers Local 353. 2. The Board authorize staff to make the necessary amendments to rates of pay and other matters identified as agreed changes to the collective agreement in the Memorandum of Agreement (Confidential Attachment - Appendix A) and in Confidential Attachment 1. 3. The Board direct that Confidential Attachment 1 and Confidential Attachment - Appendix A be released publicly after the Board ratifies the Memorandum of Agreement.
EP4.17adopted
Exhibition Place Financial Report - First Quarter March 31, 2023
This report includes several detailed appendices that provide a full financial summary of all program areas of Exhibition Place for the first quarter (Q1) ending March 31, 2023.
The Board of Governors of Exhibition Place: 1. Directed that Confidential Attachment 1 to the report (May 25, 2023) 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.
EP4.18adopted
Exhibition Place Management Report - First Quarter March 2023
The first 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 (May 25, 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.
EP4.19adopted
Making Electronic Participation for Board of Governors of Exhibition Place Meetings Permanent
The purpose of this report is to recommend amendments to the Board of Governors of Exhibition Place Procedures By-Law to make electronic participation a permanent option for meetings. At its meeting of March 29, 30 and 31, 2023, City Council adopted Item EX3.7, and in so doing has authorized local boards governed by the City of Toronto Act, 2006, to amend their own rules of procedure to permit electronic participation by board members and the public, and to change the time required to achieve quorum from 15 minutes to 30 minutes, and authorize such boards to continue to meet electronically in accordance with the previously adopted electronic participation rules past the May 9, 2023 deadline until they can meet to consider procedural amendments.
The Board of Governors of Exhibition Place: 1. Amended By-law 1-2017 and adopted the draft bill in Attachment 1 to the report (May 25, 2023) from the City Clerk to: A. Make electronic participation in meetings permanent by deleting Subsection 28.1 replacing it with the following: 28.1 Electronic Participation in Meetings A. Despite any other provisions of this By-law, the Board and its Committees may hold a meeting where some or all of the members participate electronically; and B. Where a meeting is being held in accordance with this section: 1. any member participating in the meeting electronically shall be deemed present for the purposes of determining whether a quorum is present under section 29, and for the purposes of voting on any matter put to a vote under section 29, and for all other purposes. 2. any member participating in the meeting electronically shall be entitled to participate in any portion of the meeting closed to the public in accordance with section 28; 3. this By-law shall apply with any other minor modifications as may be required. B. Change the time required to achieve quorum from 15 minutes to 30 minutes.
Staff recommendation as filed
The City Clerk recommends that the Board of Governors of Exhibition Place: 1. Amend By-law 1-2017 and adopt the draft bill in Attachment 1 to the report (May 25, 2023) from the City Clerk to: A. Make electronic participation in meetings permanent by deleting Subsection 28.1 replacing it with the following: 28.1 Electronic Participation in Meetings A. Despite any other provisions of this By-law, the Board and its Committees may hold a meeting where some or all of the members participate electronically; and B. Where a meeting is being held in accordance with this section: 1. any member participating in the meeting electronically shall be deemed present for the purposes of determining whether a quorum is present under section 29, and for the purposes of voting on any matter put to a vote under section 29, and for all other purposes. 2. any member participating in the meeting electronically shall be entitled to participate in any portion of the meeting closed to the public in accordance with section 28; 3. this By-law shall apply with any other minor modifications as may be required. B. Change the time required to achieve quorum from 15 minutes to 30 minutes.
EP4.20adopted
Multi-year License Agreement with a Trade Show Client
This report recommends a multi-year license agreement between a Trade Show Client and Exhibition Place within Enercare Centre.
The Board of Governors of Exhibition Place: 1. Approved the multi-year license agreements with the Trade Show Client for Enercare Centre, as set out in the Confidential Attachment 1 to the report (May 31, 2023) from the Chief Executive Officer, Exhibition Place, for a 3-year term commencing in each of 2024, 2025, and 2026 on the terms and conditions of the License Agreement and such other terms and conditions satisfactory to the Chief Executive Officer and City Solicitor. 2. Directed that the confidential information contained in Confidential Attachment 1 to the report (May 31, 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 the multi-year license agreements with the Trade Show Client for Enercare Centre, as set out in the Confidential Attachment 1, for a 3-year term commencing in each of 2024, 2025, and 2026 on the terms and conditions of the License 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.
EP4.21adopted
Recognition of Service to the Board - Alison Fowles
In recognition of Alison Fowles, City Solicitor, for the Board of Governors of Exhibition Place, as she retires, the Board would move the following resolution. The Chair and the Members of the Board of Governors of Exhibition Place acknowledge, thank and applaud Alison Fowles for her years of service and dedication as the City Solicitor to the Board of Governors of Exhibition Place. Alison was called to the Bar in 1994 after graduating from Dalhousie Law School in Halifax, Nova Scotia. She joined the former Municipality of Metropolitan Toronto as an articling student in 1992 and then continued as a lawyer commencing in 1994, first with Metro and then with the amalgamated City of Toronto. Alison became the lawyer for Exhibition Place in 2011 and has since been involved in many major projects on behalf of Exhibition Place, such as BMO Field renovations and Raptors Training Facility and related agreements with MLSE, the Toronto Indy, various tenant negotiations, the CNEA and the Royal Agricultural Winter Fair Master Agreements, and the Phase 1 Hotel Development. Alison has been an invaluable member of the team providing general legal support to the board and staff on a day-to-day basis on a whole range of topics as required. Alison's professionalism, ethics, and dedication has been apparent from the onset of joining the Exhibition Place Board and will definitely be missed. The Board extends best wishes to Alison Fowles upon her retirement at the end of June, as she moves into the next chapter of her life.
The Board of Governors of Exhibition Place: 1. Requested the Board Chair to send a letter to Alison Fowles, conveying the Board's appreciation for her service to the Board.
Staff recommendation as filed
The Board of Governors of Exhibition Place: 1. Request the Board Chair to send a letter to Alison Fowles, conveying the Board's appreciation for her service to the Board.
EP4.22adopted
Recognition of Service to the Board - Carol Kaustinen
In recognition of Carol Kaustinen, City Clerk's Administrator, for the Board of Governors of Exhibition Place, as she retires, the Board move the following resolution. Carol started in the City Clerk's Office (CCO) on the Council team as Administrator in 2010, placement as Acting Manager and as meeting management administrator for a variety of decision bodies. Over the years, Carol's clients have included Exhibition Place, TO Live, Toronto Atmospheric Fund, CreateTO, Film Television and Digital Media Board, and the Toronto Accessibility Advisory Committee. Carol's expertise and calmness was apparent from the start. It is nearly impossible to catalogue all of Carol's contributions over the past 13 years with the City of Toronto. Carol joined the Board of Governors of Exhibition Place as the Board Administrator in 2017. Carol quickly aligned the Exhibition Place Board meetings with the City format and structure. From the onset Carol has also been an invaluable member of the team providing general support to the board and staff on a whole range of topics for Board Meetings as required. Carol was integral in the transition of the Board Meetings to a hybrid model and implementation of the Board's new Procedural By-law for governance and its financial by laws, which has proven to be very successful. Carol's tireless work ethic, professionalism, efficiency, and warmth has been evident from the onset of joining the Exhibition Place Board and will definitely be missed. The Board extends best wishes to Carol Kaustinen upon her retirement on June 22, as she moves into the next chapter of her life.
The Board of Governors of Exhibition Place: 1. Requested the Board Chair to send a letter to Carol Kaustinen, conveying the Board's appreciation for her service to the Board.
Staff recommendation as filed
The Board of Governors of Exhibition Place: 1. Request the Board Chair to send a letter to Carol Kaustinen, conveying the Board's appreciation for her service to the Board.