Toronto Historical Association

May 2008 NEWSLETTER # 9

PATRONS

The Right Honourable Adrienne Clarkson, C.C., C.C.C., C.D., and Mr. John Ralston Saul, C.C.

This newsletter is being prepared the day before Doors Open. We certainly hope you all are involve, either in running one of the sites or visiting more than a few sites. There are two special bulletins.

As promised at the Annual General Meeting, our Treasurer Paul Federico has prepared an Insurance Report for Toronto Historical Association for you to share with your Board and or members

Special Bulletin # 1

Toronto Historical Association

Toronto Historical Association Insurance Programme

NOTE:

This notification is a follow-up to information presented at the Annual General Meeting of May 7, 2008. Delegates for each member group, and others who may receive this bulletin, are asked to make sure it is referred to each group’s Board of Directors or Executive in as timely a manner as possible.

BACKGROUND:

In an effort to support Member Groups and to help bring issues of heritage and Toronto’s history to the public, the Toronto Historical Association has produced or assisted its members to mount public displays, exhibits and programmes. Out of necessity, these have been presented, in many cases, at locations owned and/or operated by private corporations or the City of Toronto.

Increasingly, these ‘host sites’ have been demanding, as a condition of use, that the T.H.A. have liability coverage/ proof of insurance. We, and individual groups, are compelled to acquire such coverage or face limitations or restrictions on how we promote our natural, built and cultural heritage to the community at large. This impediment directly affects all who seek to entice new members, raise funds, highlight awareness or lobby for support, diminishing all our abilities to preserve aspects of our history important to us as groups and individuals.

As a consequence, lengthy and detailed discussions were undertaken with a number of underwriters to establish a workable and comprehensive insurance programme at reasonable cost which would encompass our needs and enable individual member groups to benefit. The Toronto Historical Association believes it has achieved a workable and worthwhile solution that satisfies, in the main, those needs and offers benefits and peace of mind/security for our member groups.

COVERAGES AND LIMITS:

The following protections have been proposed.

Commercial General Liability in the amount of $ 2 million dollars.

Non-owned auto liability in the amount of $ 2 million dollars.

Tenant’s legal liability in the amount of $ 250 thousand dollars

Personal Injury liability in the amount of $ 2 million dollars

Medical payments to a maximum of $ 25 thousand dollars

Advertising Liability to a maximum of $ 50 thousand dollars.

Policy Deductible for property damage $ 500

Annual Premium is quoted as $ 750 plus applicable taxes.

RESTRICTIONS, CONDITIONS AND LIMITATIONS:

While this insurance coverage is substantial and comprehensive it is not a ‘ blanket’ plan, but operates on a case-by-case situation.

The plan does not negate, replace or supersede or otherwise affect existing plans or coverages individual member groups may already have in place with other insurers or alter any provisions of privately negotiated plans or insurance programmes. It is an augmentation to such coverages already in place and extends THA protection to those member groups which have no individual insurance plans.

Given that this coverage is no longer an option or luxury but a requirement in making presentations to the public in promotion of our interests and the city’s history, this remains an economical and cost effective programme for insurance. Given the current membership of the Toronto Historical Association this cost is projected as an annual additional fee of $ 15 per group. By recruiting and encouraging other groups to join the THA this ‘ load ‘ will diminish as the weight is spread among the membership. We will not find a better price in the marketplace at this time.

PROCEDURES:

The specific process of extending coverage to member events offered to the public are still being developed, but will necessitate some additional paperwork, advance notification and an approval process. We expect to establish easy guidelines and a simple form which will make matters efficient and routine. There will be a two system process to accommodate, what we believe, will be the main requests for support.

Individual THA member groups may request insurance coverage for planned event at which they will be the sole presenter or host. The coverage will support any programme, display or exhibit to which the public is invited, whether or not an ‘entrance fee’ is charged, where ‘proof of liability’ is required by the host/site.

SINGLE GROUP EVENTS:

Information regarding time, place, duration, public access and control and other pertinent details will be required in advance of any event seeking coverage [ by use of standardised forms ] . sufficient lead time will be established to expedite this process.. If groups have yearly/standard/established events these may be applied for at one time as long as each event is submitted on separate documents/forms.

There will be no limit on the number of requests each group makes, but the expectation is no more than one per month as an average .

Coverage will not be extended to regular monthly meetings of the group, at their usual place of meeting, even if the programme is open to the public, should the public participation not exceed 10% of the total membership present, otherwise it will be processed as if it was a public event – assuming the premises requires insurance coverage for that occasion.

Single groups granted coverage will then be considered to be the THA for the purposes of the event/programme. The group will be expected to appoint a delegate/member to act for the THA in overseeing compliance, etc.. The group presenting the event will be required to post signage or, if printed material is prepared, state on any handout that the presentation is ‘ authorized’ by the THA [ actual wording of the tagline has yet to be established but will be part of the application process]. In this way, the THA will have ‘sanctioned’ the event and recognize it as an official function.

Details and other requirements will be specified on the application forms and explained when a request is made for extending the insurance..

MULTI/LARGE GROUP EVENTS:

For large/multi group events, such as Heritage Showcase, where it is expected that these will be under the direction of the THA and planned, overseen and implemented by a committee of groups, there will be a different process for insurance coverage.

The THA will be required to present the specifics of the event and a list of participating groups [ who must all be paid up members of THA] to the insurer in advance of the event. Those groups with existing insurance programmes/coverages and such will be required to submit ‘ certificates of insurance’ from their own policy carriers [ these are available, free of charge, from their insurer] . The THA coverage will then se supplemental to existing protection. Those groups who wish to participate and who have no insurance of their own will have the THA coverage extended to fully protect their interests as if they were the THA.

Since these type of events are likely to be THA initiated, there will not be the need to pre-approve matters in the same manner as individual programme/events.

EXCEPTIONS:

This insurance programme will not cover such public presentations as ‘walking tours’ due to the lack of a ‘ fixed location’ and issues of crowd control, etc. To date the City has not requested [ to our knowledge] that walking tour presenters have such liability coverage in place, but this may be a factor in the future.

Our insurer has suggested some guidelines for tour programmes which may mitigate problems. This one page list of suggestions is available on request from the THA.

Other programmes such as ‘on water ‘events, park “clean ups”, plaque unveilings, protest marches, or other public advocacy initiatives, are not protected.

Please note that all matters, as this is a new process, are open for discussion, negotiation or other amending, but costs and liability matters will be a factor and a limitation on what may be protected/accomplished.

SUMMATION:

Given the requirements of private hosting sites and the City, the nature of our increasingly litigious society and other factors, we have no choice but to put in place this insurance programme. The alternative would be to curtail, restrict or eliminate our public initiatives.

While the process of requesting extension of coverage for sponsored events may seem bureaucratic and restrictive, it will benefit each member group, the THA in general, the public, and, ultimately enhance the ‘ professional image’ of those involved in preservation of heritage and history.

PROCESS:

We are working as quickly as possible to develop the necessary forms to comply with our insurance requirements and to assist groups in planning their programmes, events, exhibits and displays for the coming seasons. We welcome your questions, suggestions and input into the process, we encourage your advice and seek your consultation. It may be that we will need to establish a ‘sub-committee’ to oversee the programme, and we would encourage members groups to consider nominating one of their number to be a part of that process.

COMMUNICATION:

This is an ongoing process, please bear with us. For details or further clarification/ information on this matter, contact me directly at:

E-mail: This e-mail address is being protected from spam bots, you need JavaScript enabled to view it

Phone: 905 -457- 9450 or 905 -866- 2835

Paul Federico

Treasurer

Toronto Historical Association

CELEBRATION OF SIMCOE DAY on Monday, August 4, 2008 - 10 a.m. to 5 p.m.

at Davenport Square (Tollkeeper’s) Park, NW corner Davenport Road and Bathurst St., and sponsored by the Toronto Historical Association as the first in a series. (Year 2 at Applewood, Year 3 at the Guild Inn, Year 4 beside the Miller Tavern)

Ward 21 Councillor Joe Mihevc will arrange to borrow and transport 20 tables and 40 chairs (maximum) and has promised to waive or pay for necessary fees. The Councillor is invited to officially open the event.

THA will organize the 2008 event in co-operation with the Community History Project; will promote the event; will supply necessary street signage (also for use in future years); and will have a table at the event. THA is collecting 6 ft. wooden poles (thickness of a broom handle) to prepare for use as flag poles. The poles will be hammered into the ground, with a flag slipped over the top end and used for outdoor events each year. THA is looking for a volunteer to sew up simple little flags (donated material). Please deliver poles to THA Board members as soon as convenient, as the total number of poles will determine the number of flags.

Community History Project will offer coffee, water and washrooms for staff of displays, safekeeping for valuables and costumes - and will receive and hold displays from the day before until the day after the event (as necessary) for the convenience of participants. Groups may sell packaged foods prepared offsite (no permit is required) but general refreshments will be sold from the Tollkeeper’s Cottage to eliminate the need for another fee and permit. CHP will also offer power for exhibitors’ use via extension cords, and a public address system if desired. No portable stage is available. CHP will erect up to 3 dining shelters in the east (Bathurst) end of the area marked on the map as Flat Upper Level and groups may set up under one of these. CHP will offer guided tours of the Tollkeeper’s Cottage and of special planting, etc. in the general park area.

Participants must be members of THA, must reserve on of the 20 spaces available by contacting the THA Secretary. The tables, chairs and spaces under a dining shelter will be allocated on a first come, first served basis. Any group requiring a power supply must notify the Secretary at the time of booking participation. Wearing of historic dress is encouraged and changing can be done in the Tollkeeper’s Cottage. Groups may also bring displays that stand on the ground and do not need tables (e.g., A-frames, hinged panels). Groups should supply their own appropriate table coverings and signage.

To participate, please call the Secretary, Peggy Kurtin, at 416-967-6432 or by e-mail:

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UPCOMING EVENTS

Thursday, May 29th, 7pm – The Cabbagetown Preservation Association will be holding a meeting at the Meeting House, Riverdale Farm. The Chief development Officer for Toronto Housing, Mark Guslits will outline the progress of the new development and will describe the design vision for Regent Park. The doors open for Chomp and Chat at 6:30.

Wed. June 4 at 7:30 – The Weston Historical Society is presenting “Faces on Places” with Terry Murray as the Guest speaker. Mr. Murray will introduce you to an array of Toronto Gargoyles, Griffins, Angles, Dragons, Portraits and Caricatures all carved in stone. Refreshment will be served. Westminister United Church hall at 69 William St.. Weston – 416-249-6663

Sat. June 7 from 9am to 2pm – The Riverdale Historical Society Will hold their Annual Yard Sale at 59 Withrow. Come and find treasures that RHS members have donated. For info please call Wendy Telfer at 413-463-4745

Sunday June 8th from 11.00 to 4:00 – The Cabbagetown Preservation Association is holding “Hidden gardens and Private Spaces Garden Tour in Cabbagetown. Visit private backyards and unusual Cabbagetown lanes. Last year’s tour sold out so plan to get your $10 tickets early. Tickets may be purchased at MI CASA 416- 929-1913

Tuesday, July 1 at 2pm, The Tollkeeper’s Cottage will be opened to the public. You and friends are invited to attend and observe the designation plaque and a new sign for the park which are to be unveiled. Congratulations to the Community History Project! More info in the next newsletter as Bathurst Street is now under construction.

If you have something you would like in THA’s newsletter or a special event, please get it to the editor before the 12th of the previous month of the event. FAX 416-967-9728, or This e-mail address is being protected from spam bots, you need JavaScript enabled to view it or give me a call at 416-967-6432