Agenda

Special Assistance for Members of the Public: City staff can arrange for special assistance with some advance notice. If you need special assistance, please call 416-338-5089, TTY 416-338-0889 or e-mail epb@toronto.ca.

Closed Meeting Requirements: If the Board of Governors of Exhibition Place wants to meet in closed session (privately), a member of the Board must make a motion to do so and give the reason why the Board has to meet privately. (City of Toronto Act, 2006)

Notice to people writing or making presentations to the Board of Governors of Exhibition Place: The City of Toronto Act, 2006 and the City of Toronto Municipal Code authorize the City of Toronto to collect any personal information in your communication or presentation to City Council or its committees.

The City collects this information to enable it to make informed decisions on the relevant issue(s). If you are submitting letters, faxes, e-mails, presentations or other communications to the City, you should be aware that your name and the fact that you communicated with the City will become part of the public record and will appear on the City’s website. The City will also make your communication and any personal information in it - such as your postal address, telephone number or e-mail address - available to the public, unless you expressly request the City to remove it.

If you want to learn more about why and how the City collects your information, write to the City Clerk's Office, City of Toronto, Attention: Carol Kaustinen, Committee Administrator, Toronto City Hall, 100 Queen Street West, Toronto Ontario, M5H 2N2 or by calling 416-338-5089.

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toronto.ca/council

This agenda and any supplementary materials submitted to the City Clerk can be found online at www.toronto.ca/council. Visit the website for access to all agendas, reports, decisions and minutes of City Council and its committees.  Items with original signatures are kept on file with the City Clerk's Office and are available for viewing.

Declarations of Interest under the Municipal Conflict of Interest Act.

Confirmation of Minutes - November 15, 2018 and November 16, 2018

Communications/Reports

Election of the Vice Chair of the Board of Governors of Exhibition Place under Part H, Section 22, of the Board of Governors of Exhibition Place By-law No. 1-2017 - To Govern the Proceedings of the Board of Governors of Exhibition Place, for a term of office ending December 31, 2020, and until a successor is appointed.

Councillor Grimes recommends that the Board of Governors of Exhibition Place:

1.  Applaud and extend congratulations to Leo Zeng as the 2018 Corporate Social Responsibility Employee of the Year.

2.  Applaud and extend congratulations to Anthony Monteforte on being recognized as the 2018 Employee of the Year.

3.  Applaud and extend congratulations to Ms. Debbie Sanderson for her outstanding efforts on the United Way City of Toronto Campaign.

A number of Exhibition Place employees should be recognized by the Board for recent outstanding accomplishments:

1.  Corporate Responsibility Employee of the Year - 2018:

Mr. Leo Zeng (who has recently departed Exhibition Place to pursue a new career opportunity) is recognized as the 2018 Corporate Social Responsibility Employee of the Year.  Mr. Zeng 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.  2018 Employee of Year

Mr. Anthony Monteforte is recognized as the Employee of the Year for 2018.  Mr. Monteforte has worked at Exhibition Place for 9 months.  In his role as Facility Coordinator  within the Facility  Services area, Anthony was recognized for his 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 2018 recognized 469 nominations from across the grounds.
 
3.  2018 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 2018 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 $7,303.65 for United Way City of Toronto Campaign.  Over the last 14 years Exhibition Place has contributed a total of $83,615.75 to the United Way Toronto and York Region.

Councillor Grimes recommends:

1.  The Board appoint Howard Lichtman as the Board representative to the Royal Agricultural Winter Fair Association ("RAWF") for the 2019 term.

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 to the RAWF.

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

At its meeting of March 23, 2017, the Board appointed Connie Dejak to the RAWF for the 2016 and 2017 term. http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2017.EP2.16

Given that Howard Lichtman has been a member of the Board since 2017 and has indicated an interest in being appointed, I believe it is appropriate that Howard Lichtman represent Exhibition Place for the 2019 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 the Board of Directors.

The Chief Executive Officer, Exhibition Place recommends that:  

1.  The Board receive this report for information.

As part of the 2017 - 2019 Strategic Plan, Exhibition Place has produced a corporate video designed for use by Exhibition Place to promote our brand and assist with our marketing strategies.  The opportunity to complete this tactic occurred with the opening of Hotel X Toronto which is a key component of our conference facilities.  The video will be presented at the Board meeting and the marketing plan to utilize this video is detailed below.

There are no financial implications associated with this report.

Justin Antheunis, President of International Alliance Theatrical Stage Employees (IATSE) Local 58 will be in attendance to provide a presentation generally about the relationship between IATSE Local 58 and the Board, and possible proactive approaches to be taken.

The Chief Executive Officer, Exhibition Place recommends that:  

1.  The Board receive this report for information.

The management report from the Chief Executive Officer is provided to the Board for information on a quarterly basis.

There are no negative financial implications of this report.  The cost of the Sales Missions proposed are budgeted in the 2019 Operating Budget.

The Chief Executive Officer, Exhibition Place recommends that:  

1.  The Board authorize expenses for Craig Shepherd, Senior Facility Coordinator to attend the International Association of Venue Managers in Tampa Bay, Florida in 2019 and 2020, at a cost not to exceed $6,000 plus HST per year.

This report recommends approval of registration and travel expenses for Mr. Craig Shepherd, Senior Facility Coordinator to attend the first year and the second year respectively (2019 and 2020) of the International Association of Venue Managers (IAVM), Venue Management School.

Funding for participation in these programs are included in the 2019 Operating Budget for professional development.

The Chief Executive Officer, Exhibition Place recommends that:

1.  The Board receive this report for information.

This report provides a summary of expenses for the period of July 1 to December 31, 2018 for Senior Staff, which publication enhances the accountability and transparency of Exhibition Place.

There are no financial implications to this report.

The Chief Executive Officer, Exhibition Place recommends that:

1.  The Board approve the 2019 Meeting Schedule attached as Appendix A to this report.

This report recommends a meeting schedule for the Board of Governors of Exhibition Place for 2019.

There are no financial implications associated with the adoption of this report.

The Chief Executive Officer, Exhibition Place recommends that:

1.  The Board receive this report for information.

This report provides information with respect to external complaints received by Exhibition Place for the period of January 1, 2018 to December 31, 2018.

There are no negative financial implications of receiving the report.

The Chief Executive Officer, Exhibition Place recommends that the Board:

1.  Adopt the by-law to enact the Board of Governors of Exhibition Place Financial By-law, attached to this report as Appendix "A".

2.  Adopt the by-law to enact the Board of Governors of Exhibition Place Borrowing and Investing of Money By-law, attached to this report as Appendix "B".

3.  Adopt the by-law attached to this report as Appendix "C" to repeal the Board of Governors of Exhibition Place Financial By-law No 2-16 and the Board of Governors of Exhibition Place Borrowing and Investing of Money By-law No 3-85.

4. Recommend that City Council approve the Financial By-law and the Borrowing and Investing of Money By-law.

This report recommends the enactment of the Financial By-Law 2-18 and Borrowing and Investing of Money By-law 3-18 and that the by-laws be submitted to City Council for approval.

There are no financial implications from the adoption to this report.

The Chief Executive Officer recommends that:

1.  The Board amend the format of the Community Liaison Consultation meeting to be co-hosted by one Councillor Member and two Citizen Members of the Board.

2.  The Board appoint, Ms. Paula Oliveria, Mr. Mark Teeple and Councillor Cressy as the co-hosts of the Community Liaison Consultation Meeting.

3.  The Board appoint Ms. Connie Dejak and Councillor Karygiannis, as co-hosts of the Tenant Liaison Consultation Meeting.

Further to the direction of the Board at its November 15, 2018 meeting to seek interest from the newly appointed Board from both public citizen appointee and City Councillors Board members in co-hosting the Community Liaison Consultation Meeting and the Tenant Liaison Consultation Meeting, the Chief Financial Officer and Corporate Secretary sent letters on January 15, 2019 to seek interest this report is recommending appointments based on the results of that outreach.

There are no financial impacts to this report.

The Chief Executive Officer recommends that:

1.  The Board appoint Mr. Mark Teeple and Councillor Layton as the co-hosts of the Community Liaison Consultation Meeting.

2.  The Board reopen its previous decision regarding the Committee Structure Review Status Update (Item No. EP13.6) as it pertains to the Tenant Liaison Consultation Meeting.

3.  The Board amend the format of the Tenant Liaison Consultation meeting to be co-hosted by one Councillor Member and two Citizen Members of the Board.

4.  The Board appoint Councillor Karygiannis, Ms. Connie Dejak and Mr. Howard Lichtman as co-hosts of the Tenant Liaison Consultation Meeting.

Further to the direction of the Board to seek interest from citizen Board members in co-hosting the Community Liaison Consultation Meeting and the Tenant Liaison Consultation Meetings, this report is recommending appointments based on the results of that outreach.

There are no financial impacts to this report.

The Chief Executive Officer recommends that:

1.  The Board of Governors approve an agreement with Corflex Partitions Inc. for the non-exclusive provision of Hufcor wall maintenance and repair services for a one-year term with three (3) additional one-year options to renew on the terms and conditions set out in this report and such other terms and conditions required by the Chief Executive Officer and City Solicitor.

This report recommends approving an agreement with Corflex Partitions Inc. ("Corflex") for the non-exclusive provision of Hufcor movable partition walls maintenance and repair services for a one-year term with three (3) additional one-year options to renew.  This recommendation follows the competitive Request for Quotation process undertaken by Exhibition Place considering two (2) companies that have experience providing these services.

The funding for the Hufcor wall maintenance and repair services is provided for in the 2019 Operating Budget, and will be provided for in the 2020, 2021 and 2022 Operating Budgets as required.

Annually the cost of these services ordered as required are in the amount of $66,000.00 for labour, equipment and materials, exclusive of HST.

The Chief Executive Officer, Exhibition Place recommends that:

1.  The Board of Governors approve an agreement with Bearcom Canada Corp. for the non-exclusive provision of bi-directional communication system maintenance service and equipment rentals for a one-year term with three (3) additional one-year options to renew on the terms and conditions set out in this report and such other terms and conditions required by the Chief Executive Officer and City Solicitor.

This report recommends approving an agreement with Bearcom Canada Corp. carrying on business as Mobile Business Communications ("Bearcom") for the non-exclusive provision of bi-directional communication system maintenance service and equipment rentals for a one-year term with three (3) additional one-year options to renew.  This recommendation follows the competitive Request for Quotation process undertaken by Exhibition Place considering one (1) company submission that has experience providing these services.

The funding for bi-directional communication system maintenance service and equipment rentals is provided for in the in the 2019 Operating Budget, and will be provided for in the 2020, 2021 and 2022 Operating Budgets as required.

Annually the cost of these services ordered as required are in the amount of $15,000.00 for rentals, maintenance and repair services, exclusive of HST.

The Chief Executive Officer, Exhibition Place recommends that:  

1. The Board approve the execution of a one-year license agreement with Festival Management Corporation for the Toronto Caribbean Carnival 2019, on the terms and conditions of the standard license agreement for Exhibition Place outlined in this report, and such other terms satisfactory to the CEO and City Solicitor.

This report recommends a one-year agreement with the Festival Management Corporation (FMC) for the Toronto Caribbean Carnival 2019 at Exhibition Place based on the same terms and conditions as approved by the Board in 2018.

A one-year agreement with the Festival Management Corporation secures the 2019 Toronto Caribbean Carnival at Exhibition Place and will provide a financial return to the Board of $26,522.50, plus services and parking for the event.