Minutes Confirmed on December 11, 2017

The Board of Governors of Exhibition Place received the report (July 11, 2017) from the Chief Executive Officer for information.

This report provides information on the status of the Exhibition Place health and safety system, specifically on activities, priorities and performance during the second quarter of 2017.

There were 0 lost time injuries and a 33 percent decrease in the number of medical aid injuries in the second quarter of 2017 relative to 2016.

Workplace Safety and Insurance Board (WSIB) invoiced costs for second quarter 2017 were $10,317.11 higher than in second quarter 2016.  It should be noted that prior to 2017 - Administrative Fee/Physician costs were not tracked thus showing a lower total amount in 2016 vs. 2017. With this taken into account the WSIB invoiced costs for second quarter 2017 were on par to the second quarter 2016.

The Board of Governors of Exhibition Place received the report (September 1, 2017) from the Executive Director, Human Resources for information.

This report provides a summary and analysis of grievance and arbitration activity for the six (6) month period of January 1, 2017 to June 30, 2017.  The 2017 grievance activity is also compared to the six (6) month period from January 1, 2016 to June 30, 2016. 

In the first six (6) months of 2017, the total number of grievances filed by all bargaining units on Exhibition Place grounds was thirty one (31).  Of the thirty-one (31) grievances filed, six (6) are at arbitration.  During the same time period in 2016, the total number of grievances filed by all bargaining units was forty-four (44).

The Board of Governors of Exhibition Place received the report (September 13, 2107) from the Chief Executive Officer 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.  Concurred with the action taken by the Chair of the Board and the Chief Executive Officer in approving the award of Contract No. 17-073-77306 to T. Hamilton & Son Roofing Inc. of Ontario for the roof replacement of the Exhibit Hall at Queen Elizabeth Building in the amount of $2,437,000.00, which includes the combined cash and contingency allowance of $120,000.00, but excludes HST.  This being the lowest acceptable tender received following the public tendering of the project through the City of Toronto's Purchasing and Material Management Division.

This report recommends approving a contract with T. Hamilton & Son Roofing Inc. for replacement of the existing roof at the Exhibit Hall, Queen Elizabeth Building.  The tender call for this contract was issued on July 11, 2017, through the City of Toronto Purchasing and Material Management Division and the recommendation is to award the contract to the lowest bidder meeting specifications within the available budget.

The Board of Governors of Exhibition Place received the report (September 13, 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:

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

2.  Directed that Confidential Attachment 1 to the report (September 13, 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 financial information and staff comments with respect to the outstanding accounts receivables for Enercare Centre, Beanfield Centre and Exhibition Place as at July 31, 2017.

The Board of Governors of Exhibition Place:  

1.  Approved two license agreements with the Medical Association client for the Beanfield Centre for a 2-year term in 2019 and 2020 on the terms and conditions set out in Confidential Attachment 1 to the report (September 13, 2017) from the Chief Executive Officer, Exhibition Place, the terms and conditions of the standard license agreement for Exhibition Place and such other terms and conditions satisfactory to the Chief Executive Officer and City Solicitor.

2.  The Board direct that Confidential Attachment 1 to the report (September 13, 2017) from the Chief Executive Officer, Exhibition Placeremain confidential as it pertains to the security of the property of the Board.

This report recommends a multi-year license agreement between a Medical Association client and Exhibition Place within the Beanfield Centre.

The Board of Governors of Exhibition Place:

1.  Approved the license agreements with the Gala Event Producer for the Beanfield Centre for a two year term in 2018 and 2019 on the terms and conditions set out in Confidential Attachment 1 to the report (September 13, 2017) from the Chief Executive Officer, Exhibition Place, the terms and conditions of the standard license agreements for Cerise Fine Catering and such other terms and conditions satisfactory to the Chief Executive Officer and City Solicitor.

2.  Directed that Confidential Attachment 1 to the report (September 13, 2017) from the Chief Executive Officer, Exhibition Place remain confidential as it relates to the security of the property of the Board.

This report recommends a multi-year license agreement between a Gala Event Producer and Exhibition Place within the Beanfield Centre.

The Board of Governors of Exhibition Place:

1.  Approved the execution of a three-year agreement with Toronto Event Centre to sponsor the Community Basketball Courts substantially on the terms and conditions in Appendix A to the report (September 13, 2017) from the Chief Executive Officer, Exhibition Place and such other terms and conditions satisfactory to the Board’s Chief Executive Officer and the City Solicitor.

This report recommends a three year sponsorship agreement with Toronto Event Centre with respect to the eight community basketball courts located just east of Centennial Square.

The Board of Directors of Exhibition Place:

1.  Requested the Chief Executive Officer to report to the Board in the first quarter 2018 with the amendment to By-law 2-13, identified in the management response to Recommendation 2 of the Internal Audit Report attached as Appendix A to the report (September 13, 2018) from the Chief Executive Officer, Exhibition Place.

The City of Toronto Internal Audit Division was engaged by Exhibition Place in 2017 for the review of the Revenue and Receivable Process Controls. This audit is the second year of a three (3) year cycle in respect to overall risk assessment of operations.

Attached as Appendix A is the Internal Audit Report prepared by the Director, Internal Audit that summarizes issues of the review, the auditor’s suggestions and recommendations. Management has provided responses to the audit findings which will help to improve the Board's overall accounting and internal control procedures.

The Board of Governors of Exhibition Place:

1.  Approved the amendments to the existing agreement with Astral Media Outdoor LP dated July 1, 2010 for the 2 Strachan outdoor billboard sign, as set out in Appendix A to the report (September 14, 2017) from the Chief Executive Officer, Exhibition Place, to reflect City Council's decision of July 4, 5, 6, and 7, 2017 [Item PG21.9]. 

This report recommends amendments to the existing agreement between the Board and Astral Media Outdoor LP ("Astral") dated July 1, 2010 (the “Billboard Agreement”) for the 2 Strachan outdoor billboard sign (the "Sign"), following the action of City Council as detailed below. 

At is meeting of September 4, 2015 the Board authorized Metromedia (now Astral) to apply to the City for permissions to modify both east and west sides of the Sign. At its meeting of July 4, 5, 6 and 7, 2017 City Council approved the application to amend Section 2K of Schedule 'B' of Municipal Code Chapter 694, Signs, General to implement a new area-specific amendment to display  a third party electronic sign.