Board of Governors of Exhibition Place
The full agenda, as filed
All 17 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.
EP9.1adopted
Recognition of Staff at Exhibition Place
A number of Exhibition Place employees should be recognized by the Board for recent outstanding accomplishments: 1. 2019 Corporate Social Responsibility Employee of the Year Mr. Terry Day is recognized as the 2019 Corporate Social Responsibility Employee of the Year. Mr. Day in achieving Platinum Level status has demonstrated his personal commitment to social responsibility and environmental sustainability at Exhibition Place. The Corporate Social Responsibility Program commenced in 2014 and provides to each staff member their own report card on their individual everyday use and practices, so that each employee can see and set their personal goals for improvements. The areas focused on are: mode of transportation to work; energy savings in the office; paper consumption; participation in our recognition program; and volunteer participation in various staff committees and community outreach. 2. 2019 Employee of Year Ms. Ina Toncescu is recognized as the Employee of the Year for 2019. Ms. Toncescu has worked at Exhibition Place for just over 18 months. In her role as Administrative Assistant to the Director of Sales, was recognized for her outstanding contributions to Exhibition Place and going "above and beyond" the call of duty to deliver excellent customer service. The Employee Recognition Program, launched in January 2011, had as its mandate the commitment of Exhibition Place and all our employees to continuous improvement to consistently offer customer service that exceeds expectations and to treat others as we would like to be treated. The "Excellence in Action" initiative has grown since its inception and in 2019 recognized 555 nominations from across the grounds. 3. 2019 United Way City of Toronto Campaign Ms. Debbie Sanderson, Executive Assistant to the Chief Executive Officer, is recognized for her dedication and hard work managing the 2019 United Way City of Toronto Campaign for Exhibition Place. Each year in an effort to build a better city, the City of Toronto Public Service Staff, along with all Agencies, Boards, and Commissions participate in the annual city wide fundraising program in support of United Way Toronto and York Regions. This year, Exhibition Place raised a grand total of $5,386.35 for United Way City of Toronto Campaign. Over the last 15 years Exhibition Place have contributed a total of $89,002.10 to the United Way Toronto and York Region.
The Board of Governors of Exhibition Place: 1. Applauded and extended congratulations to Mr. Terry Day as the 2019 Corporate Social Responsibility Employee of the Year. 2. Applauded and extended congratulations to Ms. Ina Toncescu on being recognized as the 2019 Employee of the Year. 3. Applauded and extended congratulations to Ms. Debbie Sanderson for her outstanding efforts on the 2019 United Way City of Toronto Campaign.
Staff recommendation as filed
Councillor Grimes recommends that the Board of Governors, Exhibition Place: 1. Applaud and extend congratulations to Mr. Terry Day as the 2019 Corporate Social Responsibility Employee of the Year. 2. Applaud and extend congratulations to Ms. Ina Toncescu on being recognized as the 2019 Employee of the Year. 3. Applaud and extend congratulations to Ms. Debbie Sanderson for her outstanding efforts on the 2019 United Way City of Toronto Campaign.
EP9.2adopted
Royal Agricultural Winter Fair Association Appointment for 2020
In January of each year, a Notice of Appointment of Representative is received from the Royal Agricultural Winter Fair (RAWF) requesting the appointment of one representative of the Board of Governors to the RAWF. As a member association of the Royal Agricultural Winter Fair, The Board is allowed to name one representative to the Royal's Board of Governors for the 2020 year. At its meeting of February 19, 2019, the Board appointed Howard Lichtman to the RAWF for the 2019 Term. http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2019.EP1.3 At its meeting of March 22, 2018, the Board appointed Connie Dejak to the RAWF for the 2018 Term. http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2018.EP10.14 Given that Howard Lichtman has been a member of the Board since 2017 and has indicated an interest in continuing in this role, I believe it is appropriate that Howard Lichtman continue to represent Exhibition Place for the 2020 term. As a representative, the member can raise issues pertinent to the interests of Exhibition Place as they relate to the business of the RAWF; the Board representative will be updated on financial matters of the Association, the strategic directions of the fair and will have an opportunity to participate in the election of Directors.
The Board of Governors of Exhibition Place: 1. Appointed Howard Lichtman as the Board representative to the Royal Agricultural Winter Fair Association (RAWF) for the 2020 term.
Staff recommendation as filed
Councillor Grimes recommends that: 1. The Board of Governors of Exhibition Place appoint Howard Lichtman as the Board representative to the Royal Agricultural Winter Fair Association ("RAWF") for the 2020 term.
EP9.3adopted
Summary of Complaints from the Public for Year-end 2019
This report provides information with respect to external complaints received by Exhibition Place for the period of January 1, 2019 to December 31, 2019.
The Board of Governors of Exhibition Place: 1. Received the report (January 28, 2020) 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.
EP9.4adopted
This report provides a summary and analysis of grievance and arbitration activity for the six (6) month period of July 1, 2019 to December 31, 2019. The 2019 grievance activity is also compared to the six (6) month period from July 1, 2018 to December 31, 2018. In the last six (6) months of 2019, the total number of grievances filed by all bargaining units on Exhibition Place grounds was twenty-four (24), compared to twenty three (23) for the same period in 2018. Of the grievances filed, three (3) have been referred to arbitration.
The Board of Governors of Exhibition Place: 1. Received the report (January 28, 2020) from the Director, Employee and Labour Relations for information.
Staff recommendation as filed
The Director, Employee and Labour Relations recommends that: 1. The Board receive this report for information.
EP9.5adopted
Occupational Health and Safety Report: End of Year 2019
This report provides information on the status of the Exhibition Place health and safety system, specifically on activities, priorities and performance during the fourth quarter of 2019, as well as, overall health and safety performance for the year 2019. There were 0 lost time injuries and a 28 percent decrease in the number of medical aid injuries in 2019 relative to 2018. Workplace Safety and Insurance Board ("WSIB") invoiced costs for 2019 were 10 percent lower when compared to 2018; the lower costs year over year are attributable to decreases in actual incident costs (number and severity) and decrease in Long Term Disability costs.
The Board of Governors of Exhibition Place: 1. Received the report (January 28, 2020) 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.
EP9.6amended
Exhibition Place Master Plan - Update
At its meeting of December 19, 2019 City Planning staff presented a progress update on the Exhibition Place Master Plan framework to the Board of Governors. The Board referred the item to the Chief Executive Officer to: a) bring forward to the next Tenant Liaison Consultation meeting to review and obtain input from the tenants; and b) report to the Board with the results at its February 11, 2020 meeting. The Tenant Liaison Consultation meeting was held on January 20, 2020 and a summary of the feedback from this meeting is contained in Attachment B. The overview presentation given by City Planning staff at the meeting is contained in Attachment C. Further, at its meeting of April 10, 2019, City Planning staff presented the final Cultural Heritage Landscape Assessment (CHLA) for Exhibition Place undertaken by City Planning through the engagement of Archeological Services Inc. Subsequently, a report on this matter entitled "Exhibition Place - Cultural Heritage Landscape Assessment and Next Steps for Master Plan" was presented to City Council and the following recommendations were approved related to the development of a Master Plan for Exhibition Place: - City Council adopt the proposed Master Plan study framework as described in the report (April 10, 2019) from the Director, Community Planning, Toronto and East York District to guide ongoing work on the Master Plan. - City Council direct City Planning staff to undertake public consultations on the development of the Master Plan, including consultations with various stakeholder groups, the community at large, and the Indigenous community. - City Council forward a copy of this Item to the Board of Governors of Exhibition Place for its information and City Council direct City Planning staff to work with the Exhibition Place Board of Governors to coordinate work of the Master Plan with development of the new Strategic Plan for Exhibition Place. At its meeting of December 19, 2019, City Planning staff gave a presentation to the Board on work completed to date to advance the development of the Exhibition Place Master Plan. The presentation included an overview of the preliminary urban design analysis, draft vision and guiding principles, and ongoing consultation efforts to continue through the end of 2019. The purpose of the Master Plan is to provide a long-term framework for physical change at Exhibition Place, while recognizing the unique attributes of the site and the role the lands have played in the development of Toronto. The recommended strategies will be informed by the CHLA, the existing planning framework, concurrent transportation and parks initiatives, and consultation input. The Master Plan is intended to be coordinated with the future plans for the revitalization of Ontario Place, and with other initiatives at Exhibition Place including the development of its Strategic Plan. City Planning staff will be attending the February 11, 2020 Board meeting and will be available to answer questions. Supplemental updates to the Board will be provided as the progressive phases of the Master Plan is launched.
The Board of Governors of Exhibition Place recommends that: 1. City Council direct the City Manager and the Deputy City Manager, Infrastructure and Development Services to report to the Board of Governors of Exhibition Place with an update, when appropriate, on the strategy being developed jointly with the Province of Ontario to plan the future of Ontario Place and Exhibition Place, as set out in part 1 of EX5.1 - Ontario Place/Exhibition Place Revitalization, as it relates to the development of the Exhibition Place Master Plan.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board of Governors of Exhibition Place receive this report for information.
EP9.7adopted
This report outlines the terms of a Memorandum of Agreement ("MOA") attached as Appendix "A" that has been executed by the Canadian Union of Public Employees, Local 2840 ("CUPE") and ratified by the Union on January 25, 2020 and pending Board of Governors of Exhibition Place approval, would be the basis of a renewed Collective Agreement with the Board to December 31, 2021.
The Board of Governors of Exhibition Place: 1. Approved the Memorandum of Agreement with Canadian Union of Public Employees Local 2840 for a three year period commencing on January 1, 2019 and expiring on December 31, 2021, on the terms and conditions set out in the Memorandum of Agreement attached as Appendix A to the report (January 28, 2020) from the Chief Executive Officer, Exhibition Place.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the Memorandum of Agreement with Canadian Union of Public Employees Local 2840 for a three year period commencing on January 1, 2019 and expiring on December 31, 2021, on the terms and conditions set out in the Memorandum of Agreement attached as Appendix A to this report.
EP9.8adopted
Extension of Agreement for Automated Teller Machine Services
At its meeting on March 24, 2016 the Board approved of an agreement with HM Cash Inc. for the provision of Automated Teller Machines on an Official / Preferred Supplier basis for a four (4) year term commencing on April 1, 2016 and expiring on March 31, 2020. At its meeting on November 15, 2018 the Board approved the Assignment of the ATM Agreement from HM Cash Inc. to Access Cash General Partnership. This agreement is set to expire on March 31, 2020. This report recommends that the Board approve of extending the agreement with Access Cash and the Board for an additional 6-month interim period from April 1, 2020 to September 30, 2020 on the same terms and conditions as the existing agreement.
The Board of Governors of Exhibition Place: 1. Approved an extension to the Automated Teller Machines Services ("ATM") Agreement with Access Cash General Partnership ("Access Cash") for services within Enercare Centre and Beanfield Centre for a six (6) month period from April 1, 2020 to September 30, 2020; on the same terms and conditions as in the existing agreement save and except for the financial terms as outlined in Confidential Attachment 1 to the report (January 28, 2020) from the Chief Executive Officer, Exhibition Place, and any 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 (January 28, 2020) from the Chief Executive Officer, Exhibition Place remain confidential and not be released publicly 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 an extension to the Automated Teller Machines Services ("ATM") Agreement with Access Cash General Partnership ("Access Cash") for services within Enercare Centre and Beanfield Centre for a six (6) month period from April 1, 2020 to September 30, 2020; on the same terms and conditions as in the existing agreement save and except for the financial terms as outlined in Confidential Attachment 1 to this report and any 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 to this report remain confidential and not be released publicly as it contains financial information that belongs to the Board of Governors of Exhibition Place and has monetary value or potential monetary value.
EP9.9adopted
Provision of Audio Visual and Computer Equipment Rental Services
This report recommends approving an agreement with FREEMAN Audio Visual Services Canada Inc. ("FREEMAN") for the non-exclusive provision of audio visual services and computer equipment rental services for a four-year term commencing on March 1, 2020 and expiring on February 28, 2025. This recommendation follows the competitive Request for Proposal process undertaken by Exhibition Place considering one (1) submission from FREEMAN who would be a strong corporate partner. Five companies experienced in the provision of these specialized services were invited to submit proposals. This is non-exclusive arrangement and therefore all clients on the grounds would be able to work with other companies if they wish.
The Board of Governors of Exhibition Place: 1. Approved an agreement with FREEMAN Audio Visual Services Canada Inc. for the non-exclusive provision of audio visual services and computer equipment rental services for a four-year period commencing on March 1, 2020 and ending on February 28, 2025 on the terms and conditions set out in the report (January 28, 2020) from the Chief Executive Officer, Exhibition Place, and such other terms and conditions required by the Chief Executive Officer and the City Solicitor. 2. Directed that the confidential information contained in Confidential Attachment 1 to the report (January 28, 2020) from the Chief Executive Officer, Exhibition Place remain confidential and not be released publicly 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 an agreement with FREEMAN Audio Visual Services Canada Inc. for the non-exclusive provision of audio visual services and computer equipment rental services for a four-year period commencing on March 1, 2020 and ending on February 28, 2025 on the terms and conditions set out in this report, and such other terms and conditions required by the Chief Executive Officer and the City Solicitor. 2. The Board direct that the confidential information contained in Confidential Attachment 1 to this report remain confidential and not be released publicly as it contains financial information that belongs to the Board of Governors of Exhibition Place and has monetary value or potential monetary value.
EP9.10adopted
Fountainblu Lease Renewal for the Fountain Dining Room
The Board and 16730801 Ontario Ltd. (the "Tenant") entered into a lease for the Fountain Dining Room ("FDR"), being part of the Queen Elizabeth complex, dated November 1, 2010, which expires on April 30, 2020. Fountainblu is formerly known as the Fountain Dining Room. At its meeting of September 19, 2019 the Board approved a new lease between the City of Toronto as Landlord and the Tenant for a term of ten (10) years commencing May 1, 2020 and ending April 30, 2030. The Tenant on January 9, 2020 wrote to the CEO of Exhibition Place requesting a term of twenty (20) years expiring April 30, 2040, instead of the ten (10) years approved by the Board in September 2019. The Board and the Tenant also have entered into a Lease agreement for the Queen Elizabeth Theatre ("QET"). At its meeting on June 13, 2019, the Board approved of the staff recommendation to enter into a new lease with the Tenant for the QET to April 30, 2030. This would make both the QET lease and Fountain Dining Room Lease coterminous on April 30, 2030. On January 9, 2020 the Tenant also wrote to the CEO of Exhibition Place requesting a term of twenty (20) years for the QET, which would make the leases co-terminous on April 30, 2040. This request is the subject of a separate report. Since the Tenant took possession of the Fountain Dining Room, the Tenant has undertaken renovations in the leased premises as follows: - Invested approximately $800,000 for upgraded washroom facilities, bar area, kitchen equipment, and upgrades to the entrance/foyer. - Is required to invest $450,000 within the first year of the new Lease to upgrade washroom fixtures, upgrading the front lobby/entrance, and refurbishing the kitchen/bar area.
The Board of Governors of Exhibition Place: 1. Subject to obtaining the necessary City of Toronto authorization, approved a new lease (the Lease) for the Fountain Dining Room between the City of Toronto, as landlord (the Landlord), 16730801 Ontario Ltd., as tenant (the Tenant), and the Board, for a term of ten (10) years commencing May 1, 2020 and ending April 30, 2030, with an option to extend the Lease in favour of the Tenant for a further term of ten (10) years from May 1, 2030 to April 30, 2040, substantially on the terms and conditions set out in Appendix A to the report (January 28, 2020) from the Chief Executive Officer, Exhibition Place and such other terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the DCM), the Chief Executive Officer, Exhibition Place (the CEO), and in a form satisfactory to the City Solicitor. 2. Authorized the Chief Executive Officer to request the necessary City of Toronto authorities to approve and enter into the Lease.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. Subject to obtaining the necessary City of Toronto authorization, the Board approve a new lease (the "Lease") for the Fountain Dining Room between the City of Toronto, as landlord (the "Landlord"), 16730801 Ontario Ltd., as tenant (the "Tenant"), and the Board, for a term of ten (10) years commencing May 1, 2020 and ending April 30, 2030, with an option to extend the Lease in favour of the Tenant for a further term of ten (10) years from May 1, 2030 to April 30, 2040, substantially on the terms and conditions set out in Appendix "A" and such other terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the "DCM"), the Chief Executive Officer, Exhibition Place (the "CEO"), and in a form satisfactory to the City Solicitor. 2. The Board authorize the CEO to request the necessary City of Toronto authorities to approve and enter into the Lease.
EP9.11adopted
The Board and 16730801 Ontario Ltd. (the "Tenant") entered into a lease for the Queen Elizabeth Theatre (the "QET") dated March 6, 2008, as amended by a Lease Amending Agreement dated May 1, 2010 and a Lease Amending Agreement dated May 9, 2018 (collectively, the "Existing Lease ") which expires on April 30, 2020. At its meeting of June 13, 2019 the Board approved, subject to City of Toronto ("City") authorization, a new lease between the City as Landlord and the Tenant for a term of ten (10) years commencing May 1, 2020 and ending April 30, 2030. At its meeting of September 19, 2019, the Board approved a new lease between the City as Landlord and the Tenant for the Fountain Dining Room located adjacent to the QET, which is also currently leased by the Tenant. The approved term of this new lease was also for ten (10) years commencing May 1, 2020 and ending April 30, 2030. The Tenant on January 9, 2020 wrote to the CEO of Exhibition Place requesting that it be granted a new Lease with a term of twenty (20) years expiring April 30, 2040, instead of the ten (10) years approved by the Board in June 2019. On January 9, 2020, the Tenant also wrote to the CEO of Exhibition Place requesting a term of twenty (20) years for the Fountain Dining Room lease, which would make both leases coterminous on April 30, 2040. This request is the subject of a separate report. Since the Tenant took possession of the QET, the Tenant has undertaken several investments / renovations in the leased premises as follows: - 2008 to 2010 - invested approximately $550,000 for upgraded washroom facilities, bar area, and technical production equipment. - 2010 to 2017 - invested $300,000 in further stage enhancements, dressing room renovations, and technical equipment. - January 2018 to present - invested $1,000,000 or 42 percent of the proposed renovation estimated at a total of $2.4 million, to increase capacity, which includes a lobby renovation, and the addition of two balconies (the "2018 Renovations"). The major 2018 Renovations proposed by the Tenant and previously approved by the Board will significantly improve this City asset and the commercial viability of the QET and this report is recommending that a new lease for a term of ten (10) years, with a Tenant's option to extend for a further term of ten (10) years, be entered into with the Tenant 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 authorization, approved a new lease (the Lease) for the Queen Elizabeth Theatre between the City of Toronto, as landlord (the Landlord), 16730801 Ontario Ltd., as tenant (the Tenant), and the Board, for a term of ten (10) years commencing May 1, 2020 and ending April 30, 2030, with an option to extend the Lease in favour of the Tenant for a further term of ten (10) years from May 1, 2030 to April 30, 2040, substantially on the terms and conditions set out in Appendix A to the report (January 28, 2020) from the Chief Executive Officer, Exhibition Place and such other terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the DCM), the Chief Executive Officer, Exhibition Place (the CEO), and in a form satisfactory to the City Solicitor . 2. Authorized the Chief Executive Officer to request the necessary City of Toronto authorities to approve and enter into the Lease.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. Subject to obtaining the necessary City of Toronto authorization, the Board approve a new lease (the "Lease") for the Queen Elizabeth Theatre between the City of Toronto, as landlord (the "Landlord"), 16730801 Ontario Ltd., as tenant (the "Tenant"), and the Board, for a term of ten (10) years commencing May 1, 2020 and ending April 30, 2030, with an option to extend the Lease in favour of the Tenant for a further term of ten (10) years from May 1, 2030 to April 30, 2040, substantially on the terms and conditions set out in Appendix "A" and such other terms and conditions deemed appropriate by the Deputy City Manager, Corporate Services (the "DCM"), the Chief Executive Officer, Exhibition Place (the "CEO"), and in a form satisfactory to the City Solicitor . 2. The Board authorize the CEO to request the necessary City of Toronto authorities to approve and enter into the Lease.
EP9.12adopted
Business Travel IAVM - Venue Management School - First Year Members
This report recommends the Board approve of travel expenses for Craig Shepherd, Facility Services Manager, and Justin Sweeney, IT/Telecommunications Manager, to attend the International Association of Venue Managers (IAVM), Venue Management School, First Year Member Program.
The Board of Governors of Exhibition Place: 1. Authorized travel expenses for Craig Shepherd, Facility Services Manager, and Justin Sweeney, IT/Telecommunications Manager, to attend the International Association of Venue Managers in Tampa Bay Florida from June 6 to June 12, 2020, at a cost not expected to exceed $4,500.00 for each person for flights, accommodation, and incidental expenses; total cost for both staff not to exceed $9,000.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board authorize travel expenses for Craig Shepherd, Facility Services Manager, and Justin Sweeney, IT/Telecommunications Manager, to attend the International Association of Venue Managers in Tampa Bay Florida from June 6 to June 12, 2020, at a cost not expected to exceed $4,500.00 for each person for flights, accommodation, and incidental expenses. Total cost for both staff not to exceed $9,000.
EP9.13adopted
Exhibition Place Financial Report - Third Quarter (Q3) September 30, 2019
This report includes several detailed appendices that provide a full financial summary of all program areas of Exhibition Place for the third quarter (Q3) ending September 30, 2019.
The Board of Governors of Exhibition Place: 1. Directed that Confidential Attachment 1 to the report (November 28, 2019) 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.
EP9.14adopted
Security Union Status De-Certification
Exhibition Place, together with City of Toronto Labour Relations, were preparing for upcoming negotiations with CUPE Local 5116 (Security), as the Collective Bargaining Agreement between the parties was set to expire on December 31, 2019. However, prior to either party giving notice to commence bargaining, an application for the termination of bargaining rights was filed in accordance with the process and requirements of the Ontario Labour Relations Board's ("OLRB") Rules of Procedure, by members of CUPE Local 5116. After a vote was conducted, the membership voted to de-certify from CUPE Local 5116. On October 22, 2019, Exhibition Place received the final Decision of the OLRB approving the termination of bargaining rights with CUPE Local 5116.
The Board of Governors of Exhibition Place: 1. Authorized the Chief Executive Officer to engage a consultant to conduct a Market Analysis of compensation levels for the employees in the Security group. 2. Directed the Chief Executive Officer to report back in early 2020 on the design and financial implications of the implementation of the Market Analysis design.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board authorize the Chief Executive Officer to engage a consultant to conduct a Market Analysis of compensation levels for the employees in the Security group. 2. The Board direct the Chief Executive Officer to report back in early 2020 on the design and financial implications of the implementation of the Market Analysis design.
EP9.15adopted
Delegation Schedule Pursuant to Financial By-law No. 2-18
This report is submitted to satisfy the annual reporting requirements of Article 4 of Financial By-law No. 2-18 which Delegation Schedule will be effective starting January 1, 2020.
The Board of Governors of Exhibition Place: 1. Approved the Delegation Schedule prepared pursuant to Article 4 of Financial By-law No. 2-18, to be effective January 1, 2020, as set out in Appendix A to the report (November 28, 2019) from the Chief Executive Officer, Exhibition Place.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the Delegation Schedule prepared pursuant to Article 4 of Financial By-law No. 2-18, to be effective January 1, 2020.
EP9.16adopted
Revised 2020 Capital Works Budget as Part of Ten-Year (2020-2029) Program
At its meeting of June 13, 2019 the Board approved without amendment the 2020 Capital Works Budget as part of the ten-year (2020-2029) Program. At that time the City was undergoing a budget modernisation process and the City Manager had not provided the 2020 Budget Process, Directions and Guidelines yet to City Divisions and Agencies for its 2020 submissions and the City Budget Submission was consistent with historical submissions within the ten-year cycle which includes the 2020 State of Good Repair ("SOGR") of $13.820 million. In November 2019 the City Manager Office communicated the 2020-2029 Capital Budget instructions and submission guidelines to all City Programs and Agencies. The City Manager request to Exhibition Place was for the Capital Works Budget and Plan Submission to reflect the organization's capacity to spend and complete its projects. Previously, as directed by the City the Exhibition Place Capital Works Budget was prepared based on a specific debt target level for each of the 10 year program which debt level is no longer assigned commencing in 2020. The revised 2020 - 2029 Exhibition Place Capital Works Budget has been developed with the City Financial Planning staff based on the November 2019 instructions and guidelines and meets and meets the City Manager directive which includes the revised 2020 SOGR of $11.465 million.
The Board of Governors of Exhibition Place: 1. Approved the proposed revised 2020 Capital Works State-of-Good Repair Budget of $11.465 million, as part of the ten-year (2020-2029) proposed program submission to the City of Toronto, as shown on Appendix A of the report (November 28, 2019) from the Chief Executive Officer, Exhibition Place. 2. Directed the Chief Executive Officer to submit the 2020 revised Capital Works Budget to the City Financial Planning Division as part of the 2020 Budget Process.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the proposed revised 2020 Capital Works State-of-Good Repair Budget of $11.465 million, as part of the ten-year (2020-2029) proposed program submission to the City of Toronto, as shown on Appendix A of this report. 2. The Board direct the Chief Executive Officer to submit the 2020 revised Capital Works Budget to the City Financial Planning Division as part of the 2020 Budget Process.
EP9.17amended
Purchasing and Expenditures Review
The City of Toronto Internal Audit was engaged by Exhibition Place in 2019 for the review of the Purchasing and Expenditures Process Controls. This operational review is the first of the additional 3 year cycle review approved in November 2018 in respect to overall risk assessment of operations. This review covers the 14 months period from March 1, 2018 to April 30, 2019. This report presents for the information of the Board the results of the review and whether there are: 1. Adequate controls and procedures that exist and are working effectively to ensure accuracy and completeness of employee pay and benefits; and 2. Potential opportunities for operational improvements and process efficiencies. The Internal Audit Report is attached as Appendix A to this report along with the highlights of the review and summarizes issues of the engagement, the auditor's suggestions and recommendations (Appendix A). Management has provided responses to the audit findings which will help to improve the overall accounting and internal control procedures.
The Board of Governors of Exhibition Place: 1. Directed the Chief Executive Officer, Exhibition Place to report to the Board of Governors of Exhibition Place by June 2020 on the status of implementation of the recommendations in the Exhibition Place Internal Audit Report - Purchasing and Expenditures Review in Appendix A to the report (November 28, 2019) from the Chief Executive Officer, Exhibition Place.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive this report for information.