Minutes Confirmed on September 29, 2017

The Board of Governors of Exhibition Place:

1.  Directed the Chair, Board of Governors of Exhibition Place, to send a letter to Victoria Mancinelli conveying the Board's appreciation for her service on the Board.

The Chair and the Members of the Board of Governors of Exhibition Place acknowledge, thank and applaud Victoria Mancinelli, for her years of service and dedication as a Member to the Board of Governors of Exhibition Place.

A crystal clock will be engraved with Victoria’s name and years of service to the Board and delivered to her, along with a letter conveying the Board's appreciation.

The Members of the Board, Management and Staff applaud Victoria and wish her all the best in her future endeavors.

The Board of Governors of Exhibition Place:

1.  Directed the Chief Executive Officer to arrange a Community Liaison Consultation Meeting twice each year, as described in the report (April 26, 2017) from the Chief Executive Officer, Exhibition Place.

2.  Directed the Chief Executive Officer to arrange a Tenant Liaison Consultation Meeting annually, as described in the report (April 26, 2017) from the Chief Executive Officer, Exhibition Place.

3.  Suspended the Business Development Committee and the Finance and Audit Committee for the remainder of 2017, and direct the Chief Executive Officer to report to the Board by the end of the first quarter of 2018 on the future of these committees.

4.  Dissolved the Community Liaison Committee and the Stadium Advisory Committee.

This report provides a review of a committee structure for the Board, including committee requirements, mandates, composition and procedures in response to the Board's direction of January 20, 2017.  This review was done in consultation with the City Clerk's Office; the City Solicitor; and the Chair and Vice-Chair of the Board.

This is a supplementary report providing further details to the recommendations in the Committee Structure Review report dated April 26, 2017 deferred by the Board at its meeting of May 18, 2017.  This Supplementary Report sets out in further detail the parameters of the Community Liaison Consultation Meeting and the Tenant Liaison Consultation Meeting proposed in the original report.

The Board of Governors of Exhibition Place:

1.  Approved the 2018 Consolidated Operating Budget.

2.  Requested City Council to transfer any consolidated surplus for 2018 to the “Exhibition Place Conference Centre Reserve Fund”.

City Council at its meeting of May 25, 2017 adopted the 2018 Budget process to establish guidelines, targets and a process for the 2018 Operating Budget. The City has directed that the Exhibition Place Operating Budget submission with the City will have a two-phase approach:

1.  Base budget submission due June 12, 2017; and

2.  Base reductions and new request submissions due August 2, 2017, if any.

The 2018 Operating Budget Directions and Guidelines provide a directive to all City Programs, Agencies and Accountability offices to achieve a 0 percent net budget increase for 2018.  The Board has exceeded the City objective with a budgeted surplus of $200,000 versus $123,502 in 2017 for an improvement year over year by 62 percent.

The Board of Governors of Exhibition Place, as part of the ten-year (2018-2027) proposed program submission to the City of Toronto:

1.  Approved the Proposed 2018 Above-the-Line Capital Works State-of-Good Repair Budget of $4.965 million (City Debt Target);

2.  Approved the Proposed 2018 Below the Line Capital Works State-of-Good Repair Budget of $0.500 million (Excess of City Debt Target) subject to necessary additional approvals and shared funding as detailed in the report under the Special Projects.

3.  Requested City Council to adjust the Ten-Year (2018-2027) Debt Target for Exhibition Place to include the additional $18.0 million for the replacement of the underground electrical high voltage utilities in the Below the Line section of the Proposed Capital Works Program.

4.  Requested the Chief Executive Officer, Exhibition Place to consult with the Working Group on the Relocation of the Greek Gods, on further refining the estimates to relocate the Garden of the Greek Gods, including any in kind contribution that could change the cost.

This report details the proposed State-of-Good Repair (SOGR) 2018 Capital Works Program as part of a ten-year program submission to the City of Toronto.  The City practice is to set budget targets for a ten-year cycle, although detailed review is done on an annual basis.  This review procedure allows the Board to adjust its current program each subsequent year based on changing needs, building assessments, legislative changes, mandates and priorities.  Due to the budget date submission schedule mandated by the City, this proposed program has been submitted to the City Financial Planning Division on June 12, 2017 with the understanding that the Board reserves the right to make changes to its content and Exhibition Place will be notifying the City of any changes or directions made by the Board.

The SOGR Capital Budget debt target set by City Council for 2018 is $4.965 million.  The SOGR Capital Budget projects based on building assessments completed meets this target.  However, an additional sum of $0.500 million in excess of the 2018 debt target has also been proposed for the relocation of the Garden of the Greek Gods below the line to address strategic issues that have been raised by the Board over the last year.  An additional amount is also being recommended to fund replacement of the underground electrical high voltage utilities for $18.0 million over nine years (2019 to 2027).

Even with the additional funding being recommended, the Net Accumulated Backlog at the end of 2018 for the grounds stands at $25.365 million.

The Board of Governors of Exhibition Place:

1.  Requested City Council to direct the Chief Planner and Executive Director, City Planning, to expedite the work being done to facilitate the official plan amendment for Exhibition Place requested by City Council on February 3 and 4, 2016 [EX11.13].

This report provides information on the actions taken by the Subcommittee of the Toronto East York Community Council (TEYCC) since its meeting of November 30, 2016 related to the Exhibition Place's request for an Official Plan Amendment with respect to that part of Exhibition Place falling under the Open Space / Parks designation.  Attached is Appendix A which shows the area within this designation and the tenancies affected by this designation.  All areas across the site not highlighted on this drawing are designated as Regeneration areas under the City's Official Plan.

The Board of Governors of Exhibition Place:

1.  Directed the Chief Executive Officer, Exhibition Place to report annually on the results and any updates to the 2017-2019 Strategic Plan Staff Tactics.

This report provides a summary of the proposed Exhibition Place Staff Tactics to support the implementation of the 2017 - 2019 Strategic Plan.  While developed with a view to the full three year plan, the intent is to review annually and update as required.  The annual results and the review will be reported to the Board.

The Board of Governors of Exhibition Place received the report (June 19, 2017) from the Chief Executive Officer, Exhibition Place for information.

The management report from the Chief Executive Officer is provided to the Board for information.

The Board of Governors of Exhibition Place received the report (June 29, 2017) from the Chief Executive Officer, Exhibition Place for information.

This report provides a summary of the security trends occurring on the Exhibition Place property, the severity of these incidents, when the incidents are occurring and how they correlate to grounds attendance based on quarter by quarter or year over year analysis.

The Board of Governors of Exhibition Place:

1.  Adopted the confidential instructions to staff in Confidential Attachment 1 to the report (July 5, 2017) from the City Solicitor and the Chief Executive Officer, Exhibition Place.

2. Directed that information in the Confidential Attachment to the report (July 5, 2017) from the City Solicitor and the Chief Executive Officer, Exhibition Place remain confidential as it deals with security of the property belonging to the Board, personal matters about an identifiable person, is about labour relations or employee negotiations and contains advice or communications that are subject to solicitor-client privilege.

This report responds to the Board's request that staff provide a report on responsibilities of the Board, from a legal, worker safety, labour relations and management oversight / liability perspective, relating to its unionized workers specifically IATSE Local 58 workers engaged in the tenanted properties directly related to tenant events.

The Board of Governors of Exhibition Place:  

1.  Received the outstanding Accounts Receivables for Enercare Centre, Beanfield Centre and Exhibition Place as at May 31, 2017.

2.  Directed that Confidential Attachment 1 to the report (June 27, 2017) from the Chief Executive Officer, Exhibition Place remain confidential in its entirety and not be released publicly as it pertains to the security of the property of the Board and relates to litigation or potential litigation that affects the Board.

This report provides financial information and staff comments with respect to the outstanding accounts receivables for Enercare Centre, Beanfield Centre and Exhibition Place as at May 31, 2017.

The Board of Governors of Exhibition Place:

1.  Requested the City of Toronto's Deputy City Manager and Chief Financial Officer, Chief Corporate Officer and Treasurer to review the 2016 Property Tax matters for Exhibition Place and provide advice regarding appropriate next steps.

2.  Approved the engagement of a property tax consultant, if required, at the discretion of the Chief Executive Officer in consultation with the City's Deputy City Manager and Chief Financial Officer, Chief Corporate Officer and Treasurer and the Board Chair, to work with the Municipal Property Assessment Corporation (MPAC) regarding the 2016 Current Value Assessment for the Exhibition Place commercial space.

3.  Requested the Chief Executive Officer, Exhibition Place to report back to the Board with regular updates on progress and communications with the tenants, and on any actions to be taken.

4.  Directed that the confidential information contained in the Confidential Attachment 1 to the report (July 7, 2017) from the Chief Executive Officer, Exhibition Place remain confidential in its entirety and not be released publicly as it pertains to the security of the property of the Board.

This report provides information on Exhibition Place 2016 Current Value Assessment ("2016 CVA") from the Municipal Property Assessment Corporation ("MPAC") for the tenanted commercial properties and Exhibition Place exempt properties and recommends that Exhibition Place work with the City's Chief Financial Officer and Deputy City Manager (CFO/DCM), Chief Corporate Officer (CCO) and Treasurer and, if required, engage a property tax consultant, to advise Exhibition Place about this matter and the significant increase of the 2016 CVA for Exhibition Place tenanted space.

The Board of Governors of Exhibition Place received the report (June 26, 2017) from the Chief Executive Officer, Exhibition Place for information.

This report provides a summary of expenses for the period of January 1 to June 30, 2017 for Senior Staff, which publication enhances the accountability and transparency of Exhibition Place.

The Board of Governors of Exhibition Place received the report (June 26, 2017) from the Chief Executive Officer, Exhibition Place for information.

The report is to update the Board, for its information, on the progress of work within the 2017 Capital Works Program.

The Board of Governors of Exhibition Place:

1.  Directed the Chief Executive Officer, Exhibition Place to work with the City of Toronto to implement the Public Art and Monuments Donation Policy within the guidelines and report further with any recommended modifications to reflect the unique nature of the Exhibition Place grounds.

2.  Requested the Chief Executive Officer, in working with the City of Toronto on the implementation of the Public Art and Monument donation policy, to discuss the responsibilities of the City and Board to Artists and/or Donators of art.

This report provides information on the Public Art and Monuments Donation Policy which was adopted by City Council on January 31, 2017 and which applies to property owned or managed by the City or its Agencies, including Exhibition Place. The Public Art and Monuments Donation Policy will help to ensure all works donated to the City of Toronto and its Agencies demonstrate a clear relationship to the City and reflect the diversity of its local public spaces.

The Board of Governors of Exhibition Place received the report (June 19, 2017) from the Chief Executive Officer, Exhibition Place for information.

A Request for Proposal for a Stage 1 Archaeological Study of Bandshell Park (including the Rose Garden) was released on September 9, 2016 (RFP No. 9176-16-1771).  The study was required as part of due diligence prior to any construction or land alterations on the property. Three proponents submitted proposals with the successful proponent being AECOM Canada Ltd.  AECOM recently completed its final draft report on Bandshell Park (Attachment 1) although, as required by Provincial legislation, this report must still be reviewed by the Ministry of Tourism, Culture and Sports.  This Stage I report provides a comprehensive assessment of the property from an archaeological perspective. It finds that while some areas within Bandshell Park are deeply disturbed and would not require additional archaeological assessment, some areas retain archaeological potential.

The Board of Governors of Exhibition Place:  

1.  Authorized the installation of a traffic stop light at the three-way intersection of Princes' Boulevard and Newfoundland Drive, subject to City Council approval.

2.  Directed the Chief Executive Officer, Exhibition Place to work with the City's General Manager, Transportation Services to seek City Council's approval for the installation of the traffic control signal set out in Recommendation 1 contained in the report (June 19, 2017) from the Chief Executive Officer, Exhibition Place and to amend Toronto Municipal Code Chapter 950, Traffic and Parking accordingly.

The purpose of this report is to authorize the installation of a traffic stop light at the three-way intersection of Princes' Boulevard and Newfoundland Drive (see sketch attached as Appendix A) subject to consent from City Council including any required amendments to the Toronto Municipal Code Chapter 950 Traffic and Parking.

The Board of Governors of Exhibition Place:  

1.  Approved entering into a licence agreement with Screemers Inc. to rent the Queen Elizabeth Exhibit Hall and exterior west Parkette for 35 days in 2017 on the terms and conditions of the standard licence agreement, and such other terms satisfactory to the Chief Executive Officer and City Solicitor.

2.  Directed that the confidential report contained in Attachment 1 to the report (June 23, 2017) from the Chief Executive Officer, Exhibition Place not be released publicly as it relates to the security of property belonging to the Board.

This report recommends a one-year agreement with Screemers Inc. for 2017. Screemers Haunted House Event at Exhibition Place being held during the month of October.  Screemers Inc. operates a Halloween themed family event in the Queen Elizabeth Exhibit Hall and Exterior Parkland at Exhibition Place and has held this event on the grounds since 1993.

The Board of Governors of Exhibition Place:

1.  Approved an agreement with Hardware Agencies commencing from date of award to April 30, 2018 for Supply and Delivery of Locksmith Supplies with an option to renew for three (3) additional one year periods, on the terms and conditions outlined in the report (July 27, 2017) from the Chief Executive Officer, Exhibition Place and other such terms and conditions satisfactory to the Chief Executive Officer, Exhibition Place and the City Solicitor.

This report recommends that the Board enter into a non-exclusive agreement with Hardware Agencies commencing from date of award to April 30, 2018 for Supply and Delivery of Locksmith Supplies with options to renew for three (3) additional one year periods.

A Request for Quotation (RFQ) was issued through the City of Toronto Purchasing and Materials Management Division (PMMD) for the non-exclusive provision of these supplies.

The Board of Governors of Exhibition Place:

1.  Approved an agreement with Troy Life & Fire Safety Ltd. commencing from date of award to April 30, 2018 for Fire Protection Sprinkler System Inspections, Testing, Maintenance and Repairs with an option to renew for two (2) additional one year periods, on the terms and conditions outlined in the report (June 23, 2017) from the Chief Executive Officer, Exhibition Place and other such terms and conditions satisfactory to the Chief Executive Officer, Exhibition Place and the City Solicitor.

This report recommends that the Board enter into a non-exclusive agreement with Troy Life & Fire Safety Ltd. commencing from the date of award to April 30, 2018 for Fire Sprinkler System Inspections, Testing, Maintenance and Repairs with an option to renew for two (2) additional one year periods.

A Request for Quotation (RFQ) was issued through the City of Toronto Purchasing and Materials Management Division (PMMD) for the non-exclusive provision of these services.

The Board of Governors of Exhibition Place:

1.  Approved an agreement with Black and McDonald Ltd. commencing from date of award to July 31, 2018 for High Voltage Inspections, Testing, Repairs and Related Services with options to renew for one (1) additional one year period, on the terms and conditions outlined in the report (June 30, 2017) from the Chief Executive Officer, Exhibition Place and other such terms and conditions satisfactory to the Chief Executive Officer, Exhibition Place and the City Solicitor.

This report recommends that the Board enter into a non-exclusive agreement with Black and McDonald Ltd. commencing from date of award to July 31, 2018 for High Voltage Inspections, Testing, Repairs and Related Services with options to renew for one (1) additional one year period.

A Request for Quotation (RFQ) was issued through the City of Toronto Purchasing and Materials Management Division (PMMD) for the non-exclusive provision of these services.