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.
EP7.1adopted
The Exhibition Place General Manager, Laura Purdy, has been appointed as one of the three inaugural Chair of the newly established North American chapter of the Global Association of the Exhibition Industry (UFI). UFI is the global association of the world's leading tradeshow organizers and fairground owners, as well as the major national and international exhibition association, and selected partners of the exhibition industry. The announcement was made during the recent 90th UFI Global Congress in Las Vegas, the largest annual gathering in the exhibition industry. As a long standing UFI member, Exhibition Place and Laura Purdy have been involved in many UFI activities over the years, especially with a focus around sustainability. "We are thrilled to welcome her to our global volunteer leadership as Chair of the North America chapter and look forward to working together closely", says Kai Hattendorf, UFI Chief Executive Officer. As Chapter Chair, Laura will represent the region on both the UFI Board of Directors and the Executive Committee for a three-year term from 2023 to 2026.
The Board of Governors of Exhibition Place: 1. Applauded and extended congratulations to Ms. Laura Purdy for her outstanding achievement and appointment as Chair to the newly established North American Chapter of Global Association of the Exhibition Industry (UFI).
Staff recommendation as filed
Deputy Mayor Ausma Malik recommends that the Board of Governors of Exhibition Place: 1. Applaud and extend congratulations to Ms. Laura Purdy for her outstanding achievement and appointment as Chair to the newly established North American Chapter of Global Association of the Exhibition Industry (UFI).
EP7.2adopted
Multi-year Agreement with an Association Show Client
This report recommends a multi-year agreement between an existing Association Show Client and Exhibition Place within Beanfield Centre.
The Board of Governors of Exhibition Place: 1. Approved a multi-year license agreement with the Association Show Client for Beanfield Centre, as set out in Confidential Attachment 1 to the report (November 20, 2023) from the Chief Executive Officer, Exhibition Place, for a 2-year term commencing in 2025 and expiring in 2026 on the terms and conditions of the standard Licence Agreement, and such other terms and conditions satisfactory to the Chief Executive Officer and the City Solicitor. 2. Directed that the confidential information contained in Confidential Attachment 1, to the report (November 20, 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, Exhibition Place recommends that: 1. The Board approve a multi-year license agreement with the Association Show Client for Beanfield Centre, as set out in Confidential Attachment 1, for a 2-year term commencing in 2025 and expiring in 2026 on the terms and conditions of the standard Licence 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.
EP7.3adopted
Employee Policies and Procedures
This report recommends approving two new policies; Disability Management Policy and Procedure, and The Respect Policy and Conflict Resolution Process in Appendix A.
The Board of Governors of Exhibition Place: 1. Approved the Disability Management Policy and Procedure, and the Respect Policy and Conflict Resolution Process as set out in Appendix A to the report (November 20, 2023) from the Chief Executive Officer, Exhibition Place.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board approve the Disability Management Policy and Procedure, and the Respect Policy and Conflict Resolution Process as set out in Appendix A.
EP7.4adopted
Occupational Health and Safety Report - Third 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 third quarter of 2023. There were 0 lost time injuries and 1 medical aid injury in the third quarter of 2023, a decrease from 1 lost time injury and 2 medical aid injuries during the same period in 2022. Workplace Safety and Insurance Board (WSIB) invoiced costs for the third quarter of 2023 were 88 percent higher than in the third quarter of 2022. An increase in Long Term Disability costs and claim costs are attributable to the higher WSIB fees.
The Board of Governors of Exhibition Place: 1. Received the report (November 30, 2023) from the Chief Financial Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP7.5adopted
Exhibition Place Parking Review Audit Report 2023
The City of Toronto Internal Audit was engaged by Exhibition Place in 2023 for the review of the Parking Revenue Process as part of Exhibition Place continuous review of key processes and controls in support of its financial goal to ensure its operations are sustainable and competitively priced. This includes reviewing current systems, agreements, practices, and processes to assess opportunities for more efficient, effective, and sustainable delivery of operations and be open to change, including future enhancements that are required to support growth in our events, conventions, and tradeshow business. The objectives of this review were to assess whether: 1. Adequate processes and controls are in place to ensure that all sources of Parking Revenues are received/collected and recorded accurately and completely; and 2. Any opportunities for improvement to existing processes and controls. The review included a review of processes and controls with respect to the following parking revenue streams: 1. Pay and Display, and Mobile app processes, including the settlement of revenues as per the agreement between Exhibition Place and Toronto Parking Authority; 2. Parking Attendants; and 3. Exhibitor Parking. Exhibition Place Parking Review Report 2023, Appendix A, prepared by the Acting Director, City Internal Audit highlights their review and summarizes issues of the engagement, the auditor's suggestions, and recommendations. Management has provided responses to the audit findings which will help to improve the overall accounting and internal control process and procedures. City Internal Audit staff will be attending the Board meeting on December 4, 2023 in case there are questions of staff.
The Board of Governors of Exhibition Place: 1. Received the City of Toronto Internal Audit report attached as Appendix A to the report (November 20, 2023) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive for information the City of Toronto Internal Audit report attached as Appendix A.
EP7.6adopted
Replacement of Perimeter Fence at Exhibition Place
This report recommends approving a contract with Powell Fence Limited ("Powell") for the replacement of Perimeter Fence at Exhibition Place. A tender call was issued on August 24, 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 fence along Lakeshore Boulevard West is between 35 and 40 years old and require extensive ongoing service and repair, posing a possible risk to security and public safety.
The Board of Governors of Exhibition Place: 1. Approved the award of Contract Number 23-079-37912 (Request For Tender Number EP110-2023) to Powell Fence Limited for the Replacement of Perimeter Fence at Exhibition Place in the amount of $1,484,065.00 which includes a cash allowance of $107,500.00 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, Exhibition Place recommends that: 1. The Board approve the award of Contract No. 23-079-37912 (RFT No. EP110-2023) to Powell Fence Limited for the Replacement of Perimeter Fence at Exhibition Place in the amount of $1,484,065.00 which includes a cash allowance of $107,500.00 but excludes HST; this being the lowest acceptable tender submission received following the public tendering of the project.
EP7.7adopted
Exhibition Place Management Report - Third Quarter September 2023
The third 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 (November 20, 2023) from the Chief Financial Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP7.8adopted
Business Travel for UFI Executive Committee Meetings and Board of Directors Meetings in 2024
This report recommends approving business travel expenses for Laura Purdy, General Manager, to attend in person UFI Executive Committee Meetings and UFI Board of Directors Meetings in 2024. Union des Foires Internationales (UFI) is the global association of the Exhibition Industry. In November of 2023, Laura was appointed as the inaugural Chair of the newly established North American Chapter of UFI. As Chapter Chair, Laura will represent the region on both the UFI Board of Directors and the Executive Committee, effective immediately.
The Board of Governors of Exhibition Place: 1. Authorized business travel expenses for Laura Purdy, General Manager, to attend the Union des Foires Internationales (UFI) Executive Committee meetings and UFI Board of Directors meetings as listed below. The cost for each business travel event below is not expected to exceed $7,000 plus HST, for registration, flight, accommodation, and incidental expenses. a. Executive Committee meeting in conjunction with the UFI Global CEO Summit from January 31 to February 2, 2024, in Amsterdam, Netherlands. b. Executive Committee meeting and Board of Directors meeting in conjunction with the UFI European Conference from June 11 to 13, 2024, in Zurich, Switzerland. c. Executive Committee meeting on September 5, 2024, at UFI Headquarters in Paris, France. d. UFI North American Chapter Conference from September 10 to 12, 2024 in Monterrey, Mexico. e. Executive Committee meeting and Board of Directors meeting in conjunction with the 91st UFI Global Congress from November 20 to 23, 2024, in Cologne, Germany.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board authorize business travel expenses for Laura Purdy, General Manager, to attend the Union des Foires Internationales (UFI) Executive Committee meetings and UFI Board of Directors meetings as listed below. The cost for each business travel event below is not expected to exceed $7,000 plus HST, for registration, flight, accommodation, and incidental expenses. a. Executive Committee meeting in conjunction with the UFI Global CEO Summit from January 31st to February 2nd, 2024, in Amsterdam, Netherlands. b. Executive Committee meeting and Board of Directors Meeting in conjunction with the UFI European Conference from June 11th to 13th, 2024, in Zurich, Switzerland. c. Executive Committee meeting on September 5th, 2024, at UFI Headquarters in Paris, France. d. UFI North American Chapter Conference from September 10th to 12th in Monterrey, Mexico. e. Executive Committee meeting and Board of Directors meeting in conjunction with the 91st UFI Global Congress from November 20th to 23rd, 2024, in Cologne, Germany.
EP7.9adopted
Exhibition Place Financial Report - Third Quarter September 30, 2023
This report includes several detailed appendices that provide a full financial summary of all program areas of Exhibition Place for the third quarter, ending September 30, 2023.
The Board of Governors of Exhibition Place: 1. Received the report (November 20, 2023) from the Chief Financial Officer, Exhibition Place for information. 2. Directed that Confidential Attachment 1 to the report (November 20, 2023) from the Chief Financial 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, Exhibition Place recommends that: 1. The Board receive the report for information. 2. 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.
EP7.10adopted
Delegation Schedule Pursuant to By-law No. 2-18, Effective January 1, 2024
This submitted report on the Delegation Schedule is to satisfy the annual requirements of Article 4 of the Financial By-law No. 2-18 that is effective January 1, 2024.
The Board of Governors of Exhibition Place: 1. Approved the Delegation Schedule, attached as Appendix A to the report (November 20, 2023) from the Chief Executive Officer, Exhibition Place, prepared pursuant to Article 4 of Financial By-law Number 2-18, to be effective January 1, 2024.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Approve the Delegation Schedule, attached as Appendix A, prepared pursuant to Article 4 of Financial By-law No. 2-18, to be effective January 1, 2024.
EP7.11adopted
Gardiner Expressway Rehabilitation Update - Presentation by Parsons
The F.G. Gardiner Expressway Strategic Rehabilitation Plan was developed by the City of Toronto in 2014 and sets the framework for lifecycle renewal of the expressway from Highway 427 to the Don Valley Parkway (DVP). Section 1 of the Rehabilitation Project from Jarvis Street to Cherry Street was completed in 2021, and the City is now proceeding with Section 2 of the Rehabilitation Plan from Dufferin Street to Strachan Avenue. The project includes replacement of the superstructure (girders and deck) and rehabilitation of the substructure (bents). Construction is expected to commence in the fourth quarter of 2023 and be completed in 2027. Staff from Parsons and the City of Toronto will be attending the Board meeting of December 4, 2023 to do a PowerPoint presentation on the Gardiner Rehabilitation Project Section 2 from Dufferin Street to Strachan Avenue adjacent to Exhibition Place for the benefit of the Board Members. Exhibition Place staff will report back to the Board to provide updates on the status of the Gardiner Expressway Rehabilitation project as warranted.
The Board of Governors of Exhibition Place: 1. Received the report (November 20, 2023) from the Chief Financial Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board receive this report for information.
EP7.12adopted
Ontario Line Project Update - Presentation by Metrolinx
Announced by the Province of Ontario in 2019, the proposed Ontario Line is one of four priority transit projects Metrolinx is leading for the Greater Toronto Area (GTA). The line will be the largest single expansion in Toronto's subway history, helping to ease congestion on existing transit lines throughout the city, and bring transit to underserviced neighbourhoods. The Ontario Line will bring 15.6 kilometres of much-needed subway service to Toronto to make moving around the city better, faster, and easier than it is today. The line will stretch across the city, from Exhibition Place to the future Eglinton Crosstown Light rail transit (LRT) line at Don Mills Road and Eglington Ave. The Ontario Line will have 15 stations including 6 interchange stations, and over 40 new connections to GO train services, existing subway, streetcar, and bus services. The Ontario Line Exhibition Station early works has significantly progressed over the past year and is about 60 percent completed. Significant progress has been made on the station design, with expected design submissions in early 2024. Upcoming work in 2023/2024 will include opening of new temporary north platform, completion of temporary pedestrian bridge, and relocation and extension of the south platform and track realignments. Staff from Metrolinx will be attending the Board meeting of December 4, 2023 to present the design and progress of the Ontario Line project for the benefit of the Board Members.
The Board of Governors of Exhibition Place: 1. Received the report (November 20, 2023) from the Chief Financial Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive this report for information.
EP7.13adopted
Contract for Snow Clearing Services
This report recommends an award to enter into an agreement with R. Galati Contracting Ltd. ("Galati") for the provision of snow removal services and snow clearing equipment rental and services on a seasonal basis. A Request for Quotation was issued on October 19, 2023 by Exhibition Place Purchasing Department and posted on Bonfire procurement portal for the non-exclusive provision of these services with bids received from four (4) companies.
The Board of Governors of Exhibition Place: 1. Approved a non-exclusive agreement with R. Galati Contracting Ltd. (Galati) for a four-month period commencing January 1, 2024; with three (3) additional six-month options to renew at Exhibition Place, for the provision of snow removal and snow equipment services on a seasonal basis, on the terms and conditions outlined in the report (November 22, 2023) from the Chief Executive Officer, Exhibition Place, and other such terms and conditions satisfactory to the Chief Executive Officer, and the City Solicitor.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that: 1. The Board approve a non-exclusive agreement with R. Galati Contracting Ltd. (Galati) for a four-month period commencing January 1, 2024; with three (3) additional six-month options to renew at Exhibition Place, for the provision of snow removal and snow equipment services on a seasonal basis, on the terms and conditions outlined in this report, and other such terms and conditions satisfactory to the Chief Executive Officer, and the City Solicitor.
EP7.14received
2024 Schedule of Board of Governors of Exhibition Place Meetings
In accordance with Board of Governors of Exhibition Place Procedure By-law, The Board determines the place, day and hour of its regular Meetings and the schedule of those Meetings shall be publicly available by the first Meeting of the Board in each calendar year. City Council on October 11 and 12, 2023, approved the 2024 schedule of meetings for City Council and its Committees. The schedule of meetings for the Board of Governors of Exhibition Place has been developed to avoid dates, whenever possible, that conflict with the approved City Council schedule; and to avoid days of cultural or religious significance. The following meetings of the Board of Governors of Exhibition Place have been scheduled for 2024: Date: Friday February 2, 2024 Time: 9:30 a.m. Location: Beanfield Centre, 105 Princes' Boulevard Room 204/Video Conference Date: Thursday April 25, 2024 Time: 9:30 a.m. Location: Beanfield Centre, 105 Princes' Boulevard Room 204/Video Conference Date: Wednesday June 5, 2024 Time: 9:30 a.m. Location: Enercare Centre, 100 Princes' Boulevard Room 105/Video Conference Date: Friday September 13, 2024 Time: 9:30 a.m. Location: Beanfield Centre, 105 Princes' Boulevard Room 204/Video Conference Date: Friday October 18, 2024 Time: 9:30 a.m. Location: Beanfield Centre, 105 Princes' Boulevard Room 204/Video Conference Date: Thursday December 12, 2024 Time: 9:30 a.m. Location: Beanfield Centre, 105 Princes' Boulevard Room 204/Video Conference
The Board of Governors of Exhibition Place received the item for information.