Fonds RG 3 - Office of the Corporate Secretary fonds

The Industrial Exhibition Association of Toronto, officially renamed the Canadian National Exhibition Association in 1912, was incorporated on March 11, 1879 by an act of the Provincial Legislature for the purpose of promoting agriculture, manufacturing, industry, and the arts. A Board of Directors was formed with representation from the numerous organizations that had supported the formation of the exhibition. At its first meeting, March 29, 1879, the Board elected three officers, President John J. Withrow, First Vice President W.F. McMaster and Second Vice President Wm. Rennie. It was at its second meeting, later that year, that the first Secretary, H. J. Hill, was appointed by the directors.

Since 1983, the Office of the Corporate Secretary has been accountable to two governing bodies: the Canadian National Exhibition Association (CNEA) and the Board of Governors of Exhibition Place. The CNEA, under a contractual arrangement with the City of Toronto, administered Exhibition Place from 1879 to 1982. In 1983, the year-round administration of Exhibition Place was turned over to the Board of Governors of Exhibition Place, a local board of the Municipality of Metropolitan Toronto. The CNEA continues to exist, but its mandate has been narrowed to that of assisting the Board. The Office of the Corporate Secretary was retained after 1983, but the position was no longer filled by individuals hired by the CNEA, but by the Board of Governors of Exhibition Place. The functions and duties of the Corporate Secretary continued to be the same as they had been prior to 1983.

The duties of the Corporate Secretary, as well as those of other executive staff, are outlined in the Constitution and By-Laws of the Canadian National Exhibition Association. The Corporate Secretary must attend all meetings of the Canadian National Exhibition Association, Executive & Finance Committee, and the Board of Directors; record the proceedings of all such meetings in records which are open to the inspection of the members of the Association at all times; issue to all Directors written notice of the time and place of Board Meetings; prepare the ballots for, and oversee, each annual election; and perform any other duties as may be required by the Act of Incorporation or the By-Laws of the Association or as may be requested by order of the Board or the Association [CNEA Act, 1970]. These other duties include: direction of the financial/contract administration, tendering process and treasury functions of Exhibition Place; revenue collection; negotiation of collective agreements and audit policies and procedures; insuring the adequacy of liability insurance and adherence to all Acts of Incorporation and By-Laws; acting as a key liaison with senior Metro officials; maintaining official records and overseeing the preparation of minutes and arrangements for agendas; acting as custodian of corporate documents, contracts, leases and deeds; and affixing the corporate seal.

Over the years, the duties and title of the Corporate Secretary have been temporarily expanded with the amalgamation of the position with other executive staff roles. The title "Corporate Secretary" was only introduced in 1946. From 1884 to 1929, the position combined the roles of Manager and Secretary; from 1934 to 1943 the title and function was that of Treasurer and Secretary; from 1946 to 1977 the Corporate Secretary also served as Concessions Manager; and from 1986 to present the Corporate Secretary also performs the duties of General Manager Administration.