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HomeMy WebLinkAboutApril 29, 2025Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Please be advised that in accordance with Section 10.04 of the Procedure By-law, the City of Pickering is holding Council and Committee Meetings in an electronic format until further notice. Members of the public may observe the meeting proceedings by viewing the livestream. A recording of the meeting will also be available on the City’s website following the meeting. 5:45 pm In Camera Council Page 1.Call to Order/Roll Call 2.Playing of O Canada 3.Moment of Reflection Mayor Ashe will call for a silent moment of reflection. 4.Indigenous Land Acknowledgment Statement Mayor Ashe will read the Indigenous Land Acknowledgment Statement. 5.Disclosure of Interest 6.Adoption of Minutes Council Minutes, March 24, 2025 1 (Confidential In Camera Council Minutes, March 24, 2025, provided under separate cover) Executive Committee Minutes, April 7, 2025 20 Planning & Development Committee Minutes, April 7, 2025 30 Special Council Minutes, April 22, 2025 34 7.Presentations 8.Delegations Members of the public looking to provide a verbal delegation to Members of Council may do so through a virtual connection into the meeting. For more information, and to register as a delegate, visit pickering.ca/meetings, and complete the online delegation form oremail clerks@pickering.ca. The list of delegates who have registered to speak will be called upon one by one by the Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Chair in the order in which they have registered. Delegates are allotted a maximum of 5 minutes to make their delegation. Please be advised that your name will appear in the public record and will be posted on the City’s website as part of the meeting minutes. 8.1 Andrew Scott, Mattamy Homes (available for questions if needed) Re: Report PLN 09-25 Draft Plan of Subdivision Application SP-2023-02 Zoning By-law Amendment Application A 05/23 Seaton TFPM Inc. Part of Lots 21 and 22, Concession 5 Seaton Community 9. Correspondence 9.1 Corr. 03-25 40 Elaine Knox, Community Safety & Well-Being Advisor, City of Pickering Re: Community Safety and Well-Being Advisory Committee - 2024 Year End Report & 2025 Work Plan Recommendation: That Corr. 03-25 from Elaine Knox, Community Safety & Well-Being Advisor, City of Pickering, dated April 29, 2025, regarding the Community Safety and Well-Being Advisory Committee 2024 Year End Report & 2025 Work Plan, be received for information. 10. Report EC 04-25 of the Executive Committee held on April 7, 2025 Refer to Executive Committee Agenda pages: 10.1 Chief Administrative Officer, Report CAO 04-25 1 Community Safety and Well-Being Advisory Committee Revised Terms of Reference Recommendation: 1. That Report CAO 04-25 regarding the approval of revised Terms of Reference for the Community Safety and Well-Being Advisory Committee be received; Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 2. That the revised Terms of Reference for the Community Safety and Well-Being Advisory Committee, as set out in Attachment #1 to this Report, be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.2 Director, Community Services, Report CS 03-25 7 Deaccession of Museum Artifacts 2025 Artifact Deaccession List Recommendation: 1. That the deaccession of museum artifacts, as set out in Attachment 1, be endorsed; and, 2. That the staff be authorized to take the necessary actions as indicated in the report. 10.3 Director, Engineering Services, Report ENG 05-25 25 Proposed All-way Stop Sapphire Drive and Azalea Avenue/Kingpeak Crescent Recommendation: 1. That the attached draft by-law be enacted to amend Schedule “6” and Schedule “7” to By-law 6604/05 to provide for the regulation of stop signs on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of an all-way stop control at the intersection of Sapphire Drive and Azalea Avenue/Kingpeak Crescent; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.4 Director, Engineering Services, Report ENG 06-25 31 Chickadee Stormwater Management Pond Cleanout and Dixie Estates 2 Stormwater Management Pond Cleanout Projects Consulting and Professional Services for Detailed Design Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Recommendation: 1. That Council approve retaining T.Y.Lin International Canada Inc. for consulting and professional services for the preparation of the detailed designs of the Chickadee Stormwater Management Pond Cleanout Project and the Dixie Estates 2 Stormwater Management Pond Cleanout Project, in accordance with Purchasing Policy Item 10.03 (c), as the assignment is above $50,000.00; 2. That the proposals submitted by T.Y.Lin International Canada Inc. for consulting and professional services for the preparation of the detailed design of the Chickadee Stormwater Management Pond Cleanout and the Dixie Estates 2 Stormwater Management Pond Cleanout projects, in the combined amount of $113,141.85 (net HST) or $125,639.05 (HST included) be accepted; 3. That the total gross project cost of $144,837.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $130,430.00 (net HST) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $130,430.00 as follows: a) The sum of $60,000.00 to be funded from the Stormwater Management Reserve Fund as approved in the 2025 Capital Budget be increased to $65,375.00; b) The sum of $60,000.00 to be funded from the Stormwater Management Reserve Fund as approved in the 2025 Capital Budget be increased to $65,055.00; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.5 Director, Engineering Services, Report ENG 07-25 38 Urban Forest Study Update and Tree Canopy Cover Assessment Recommendation: 1. That Council approve retaining the services of the Toronto and Region Conservation Authority to update the Urban Forest Study Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca and complete a Tree Canopy Cover Assessment, in accordance with the City’s Purchasing Policy, Appendix 1, item 8; 2. That the proposal submitted by Toronto and Region Conservation Authority to update the Urban Forest Study and complete a Tree Canopy Cover Assessment, in the amount of $201,140.00 (HST included) be accepted; 3. That Council authorize staff to execute a letter of agreement with the Toronto and Region Conservation Authority to update the Urban Forest Study and complete a Canopy Cover Assessment, on such terms as are satisfactory to the Director, Engineering Services and the Director, Finance & Treasurer; 4. That the total gross project cost of $221,254.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $199,246.00 (net HST) be approved; 5. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $199,246.00 from the 2025 Current Budget, to be funded from Property Taxes; and, 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.6 Director, Engineering Services, Report ENG 08-25 43 Proposed Parking and Stopping Restrictions, Various Locations Amendment to the Traffic and Parking By-law 6604/05 Recommendation: 1. That the attached draft by-law be enacted to amend Schedule “1”, No Stopping, and Schedule “2”, No Parking, to By-law 6604/05 to provide for the regulation of stopping and parking restrictions on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of stopping and parking restrictions on portions of Alpine Lane, Beaton Way, Pebble Court and Tanzer Court; and, Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.7 Director, Finance & Treasurer, Report FIN 05-25 53 Asset Management Data Governance Policy & Procedure Recommendation: 1. That Report FIN 05-25, regarding the Asset Management Data Governance Policy & Procedure, be received; 2. That the Asset Management Data Governance Policy (FIN 120) & Procedure (FIN 120-001), set out in Attachments 1 and 2 respectively, be approved; 3. That the Chief Administrative Officer and the Director, Finance & Treasurer be authorized to make any interpretations of the Asset Management Data Governance Policy & Procedure, make rulings that will allow the conduct of business to proceed, and to take any actions necessary to this effect; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.8 Director, City Development & CBO, Report PLN 08-25 69 Authorization to Modify the Term of a Memorandum of Understanding Pre-Review of Design Drawings for Detached Additional Dwelling Units Recommendation: 1. That the Mayor and City Clerk be authorized to modify the Memorandum of Understanding (MOU) between the City of Pickering and the Town of Whitby, by retroactively extending the term of the MOU to June 30, 2025, as set out in Appendix I to this report, for the sharing of resources to enable the preparation of pre-reviewed design drawings for detached Additional Dwelling Units, subject to minor revisions as may be required by the Director, Corporate Services & City Solicitor, the Director, City Development & CBO, and the Chief Administrative Officer; Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 2. That the Mayor and City Clerk be authorized to further modify the term of the MOU between the City of Pickering and the Town of Whitby, as may be required in the future; and, 3. That appropriate officials of the City of Pickering be authorized to take such action as is necessary to give effect to the recommendations in this report. 11. Report PD 03-25 of the Planning & Development Committee held on April 7, 2025 Refer to Planning & Development Agenda pages: 11.1 Director, City Development & CBO, Report PLN 09-25 1 Draft Plan of Subdivision Application SP-2023-02 Zoning By-law Amendment Application A 05/23 Seaton TFPM Inc. Part of Lots 21 and 22, Concession 5 Seaton Community Recommendation: 1. That Draft Plan of Subdivision SP-2023-02, submitted by Seaton TFPM Inc., to permit a residential plan of subdivision on lands being Part of Lots 21 and 22, Concession 5, as shown on the Applicant’s Draft Plan of Subdivision, Attachment 4 to Report PLN 09-25, be endorsed; 2. That the conditions of draft plan of subdivision approval to implement Draft Plan of Subdivision SP-2023-02, as set out in Appendix I to Report PLN 09-25, be endorsed; and, 3. That Zoning By-law Amendment Application A 05/23, submitted by Seaton TFPM Inc., to implement the Draft Plan of Subdivision SP-2023-02 be approved, and that the draft Zoning By-law Amendment, as set out in Appendix II to Report PLN 09-25, be finalized and forwarded to Council for enactment. 11.2 Director, City Development & CBO, Report PLN 10-25 40 Draft Plan of Subdivision SP-2022-03 Zoning By-law Amendment A 08/22 Draft Plan of Condominium CP-2022-04 Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca The Brock Zents Partnership 2660, 2670 & 2680 Brock Road (Southwest corner of Brock Road and Zents Drive) Recommendation: 1. That Draft Plan of Subdivision Application SP-2022-03, submitted by The Brock Zents Partnership, to establish one block for a residential condominium development, one environmental block, and one public road, as shown in Attachment 3 to Report PLN 10-25, and the implementing conditions of approval, as set out in Appendix I, be endorsed; and, 2. That Zoning By-law Amendment Application A 08/22, submitted by The Brock Zents Partnership, to permit a residential condominium development consisting of a mix of townhouse dwellings, on lands located at the southwest corner of Brock Road and Zents Drive, be approved, and that the draft Zoning By-law Amendment, as set out in Appendix II to Report PLN 10-25, be finalized and forwarded to Council for enactment prior to the Director, City Development & CBO issuing final site plan approval. 12. New and Unfinished Business 12.1 Director, Community Services, Report CS 06-25 42 Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Recommendation: 1. That the quotation submitted by DS Consultants Ltd. in response to Request for Quotation No. Q2025-9 for Geotechnical and Hydrological Reports and Environmental Investigation for the Seaton Recreation Complex & Library, in the amount of $130,253.00 (net HST) or $144,640.00 (HST included) be accepted; 2. That the total gross project cost of $144,640.00 (HST included), including the amount of the proposal, contingency and other associated costs, and the total net project cost of $130,253.00 (net of HST rebate), be approved; Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $130,253.00 as approved in the 2020, 2021 and 2024 Capital Budget as follows: a. The sum of $76,884.00 to be funded by a transfer from the DC – Parks & Recreation Services Reserve Fund; b. The sum of $13,768.00 to be funded by a transfer from the DC – Library Reserve Fund; c. The sum of $39,601.00 to be funded by a transfer from the Seaton FIA Reserve Fund; 4. That the Director, Community Services be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Quotation No. Q2025-9; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 12.2 Director, Community Services, Report CS 09-25 87 New Vehicle Storage Shed at the Operations Centre Tender No. T2025-1 Recommendation: 1. That the bid submitted by Gerr Construction Limited in response to Request for Tender No. T2025-1 for the construction of the New Vehicle Storage Shed at the Pickering Operations Centre, in the amount of $3,124,032.00 (net HST) or $3,469,100.00 (HST included) be accepted; 2. That the total gross project cost of $4,011,500.00 (HST included), including the amount of the tender, construction contingency, and other associated costs, and the total net project cost of $3,612,480.00 (net HST) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $3,612,480.00 to be funded from the Operations Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Centre Reserve Fund as approved in the 2023 and 2024 Capital Budgets; 4. That the Director, Operations be authorized to execute the CCDC-2, 2020 Stipulated Price Contract with the above-mentioned contractor pursuant to Request for Tender No. T2025-1; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. 12.3 Director, Economic Development & Strategic Projects, Report ECD 03-25 91 Licence Agreement with Open Studio Art Café Seasonal Patio on City Owned Lands Recommendation: 1. That Council approve the Draft Licence Agreement for the temporary use of City Property, adjacent to 617 Liverpool Road, to operate a seasonal patio between the City of Pickering and Open Studio Art Café, from May 1, 2025 until November 30, 2025; 2. That the Mayor and City Clerk be authorized to execute the Licence Agreement between the City of Pickering and OSAC, in the form as attached to this report, subject to revisions as may be acceptable to the Chief Administrative Officer, the Director, Corporate Services & City Solicitor and the Director, Economic Development & Strategic Projects; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 12.4 Director, Finance & Treasurer, Report FIN 06-25 104 2025 Tax Rates and Final Tax Due Dates Recommendation: 1. That Report FIN 06-25 regarding the 2025 tax rates and final tax due dates be received; 2. That the 2025 tax rates for the City of Pickering be approved as contained in Schedule “A” of the By-law attached hereto; Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 3. That the tax levy due dates for the Final Billing for all taxable properties, excluding Payment in Lieu of Taxes (PIL) properties, be July 29, 2025 and October 29, 2025, thereby providing property owners one additional month to pay their taxes for the final two tax due dates without incurring late penalties or interest charges; 4. That the tax levy due dates for the Final Billing for all PIL properties be June 25, 2025 and September 25, 2025; 5. That staff be directed to write to Pickering’s MPP, requesting that the Education Act, as it relates to the timing of municipal levy payments to school boards, be amended to reflect those instances where municipalities decide to defer their property tax payment due date(s) as a result of the current economic uncertain environment, and that the deferral of property tax payments match the required municipal school board payments; 6. That the attached By-law be approved; 7. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 8. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 12.5 Director, City Infrastructure, Report INF 01-25 112 Wilson Bridge Replacement (Bridge 7002) Request for Tender No. T2025-2 Recommendation: 1. That the bid submitted by Esposito Bros. Construction Ltd. in response to Request for Tender No. T2025-2 for Wilson Bridge Replacement, in the amount of $1,990,291.00 (net HST) or $2,210,129.43 (HST included), be accepted; 2. That Council award the contract administration and construction inspection for Request for Tender No. T2025-2 Wilson Bridge Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Replacement to Greer Galloway Group Inc. in the amount of $102,538.35 (HST included); in accordance with the Purchasing Policy Section 10.03 (c) as the assignment is above $50,000.00; 3. That the total gross project cost of $2,661,318.00 (HST included), including the tendered amount, contract administration and inspection services, a contingency, and other associated costs, and the total net project cost of $2,396,600.00 (net HST) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $2,396,600.00 as follows: a. The sum of $2,000,000.00 as approved in the 2025 Capital Budget be increased to $2,396,600 and be funded from the Building Faster Fund Reserve Fund; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 12.6 Director, City Infrastructure, Report INF 02-25 117 Joseph Street Reconstruction and Drainage Improvements Request for Tender No. T2025-3 Recommendation: 1. That the bid submitted by Wyndale Paving Co. Ltd in response to Request for Tender No. T2025-3 for Joseph Street Reconstruction and Drainage Improvements, in the amount of $344,938.00 (net HST) or $383,039.49 (HST included) be accepted; 2. That the total gross project cost of $555,214.00 (HST included), including the tendered amount, a construction contingency and other associated costs, and the total net project cost of $499,987.00 (net HST) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $499,987.00 as approved in the 2023 Roads Capital Budget, to be funded from the OCIF Reserve Fund; and, Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 12.7 Director, City Development & CBO, Report PLN 11-25 122 5113 Brock Road (Claremont) Reissue of Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Recommendation: 1. That Council reaffirm its decision of November 25, 2024, to designate the property municipally known as 5113 Brock Road (Claremont), known as the G.M. Forsyth House, as a property of cultural heritage value or interest under Part IV, Section 29 of the Ontario Heritage Act; 2. That Council direct staff to reissue and serve a revised Notice of Intention to Designate the property in accordance with the notification requirements of the Ontario Heritage Act; 3. That should no Notice of Objection be received by the City Clerk within 30 days of the publication of the revised Notice, the designation by-law be brought forward to Council for enactment in accordance with Section 29(8) of the Ontario Heritage Act; and, 4. That the appropriate officials of the City of Pickering be authorized to take such actions as necessary to give effect to this report. 13. Motions and Notice of Motions 13.1 Pickering’s Response to U.S. Tariff Threats Moved by Councillor Butt Seconded by Councillor Brenner WHEREAS, the trade between Canada and the United States (the “U.S.”) has driven decades of sustained economic growth, creating jobs and prosperity for Canadians; And Whereas, the tariffs previously announced by President Trump against Canada and the new tariffs announced by the U.S. administration Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca on April 2, 2025, against 180 countries could have significant adverse effects on the global economy resulting in either decreased growth or a recession that in turn would have significant adverse effects on the local Pickering economy including possible job losses; And Whereas, the application of tariffs by the U.S. government and the reciprocal tariffs introduced by the Canadian Government will have negative results for the City of Pickering, particularly in terms of increased costs for goods sourced from the United States; And Whereas, local, provincial, and federal leaders are encouraging Canadians and Canadian municipalities to prioritize Canadian goods and services; And Whereas, the City of Pickering is committed to supporting local businesses and recognizing that the City of Pickering has significant purchasing power through its planned capital projects and planned projects and infrastructure investments which can be leveraged to support local and national businesses during the economic period of uncertainty; And Whereas, the City of Pickering remains committed to supporting local businesses and protecting jobs for Pickering residents; And Whereas, the City of Pickering recognizes the importance of adhering to current trade agreements signed by Canada, including the Canada European Trade Agreement (CETA) and other relevant international trade agreements; And Whereas, the Canada-United States-Mexico free trade agreement does not apply to municipal procurement, making it possible for municipalities to adopt strategies that prefer Canadian and other non-U.S. goods and services to those of the U.S.; Now therefore be it resolved that the Council of The Corporation of the City of Pickering requests: 1. That the City of Pickering align its procurement strategies with any legislation or direction to municipalities that may be issued formally by the federal or provincial government in response to tariffs imposed by the U.S., to support a unified, cross-Canada approach that effectively leverages the considerable buying power of Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca municipalities to support a broader trade and economic strategy in Canada; 2. That the City of Pickering calls on the Federal and Provincial governments to take action to remove inter-provincial trade barriers between provinces as a response to U.S. tariffs and support Canadian businesses; 3. That Council directs staff to adopt procurement strategies that prioritize Canadian and other non-U.S. goods and services over those of the U.S., where feasible; 4. That City Departments conduct a thorough review of purchased goods and services to ensure, where possible, Canadian or Non-American goods, services or product standards are adopted; 5. That the City of Pickering will engage, through the Economic Development & Strategic Projects Department, with local businesses and stakeholders to understand the potential impacts of proposed tariffs and to collaborate on strategies to strengthen the local economy; 6. That the Director Finance & Treasurer be directed to approve amendments to the City’s Purchasing Policy thresholds that would allow City staff more flexibility to support local businesses, particularly for low-dollar purchases of goods and services, and directly solicit bids from domestic suppliers, where applicable, while ensuring continued compliance with the Canadian Trade Agreements; 7. That the Director Finance & Treasurer be delegated authority to approve contract extensions in situations where negotiating an extension is favourable to obtaining bids, during this time of uncertainty, or where supply or pricing is likely to be impacted, and that this delegated authority be in effect for the duration of the 2025 budget year; 8. That the Director Finance & Treasurer be delegated authority to approve additional financing, specifically related to tariffs and retaliatory issues where current contracts or bids come in over budget or require an increase, that would otherwise require Council Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca approval unless the additional funding relies on reserves or reserve funds, and that this delegated authority be in effect for the duration of the 2025 budget year; and, 9. That a copy of this resolution be forwarded to The Right Honourable Mark Carney, Prime Minister of Canada, The Honourable Doug Ford, Premier of Ontario, all Durham MPPs, and Durham Region Council. 14. By-laws 14.1 By-law 8176/25 Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. [Refer to Item 4.3 Report ENG 05-25, page 29 of the Executive Committee Meeting Agenda] 14.2 By-law 8177/25 Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. [Refer to Item 4.6 Report ENG 08-25, page 51 of the Executive Committee Meeting Agenda] 14.3 By-law 8178/25 Being a By-law to amend City Consolidated Zoning By-law 8149/24, to implement the Official Plan of the City of Pickering, Region of Durham, for land at Part Lots 21 and 22, Concession 5, City of Pickering (A 05/23) (Seaton TFPM Inc.) [Refer to Item 4.1 Report PLN 09-25, page 33 of the Planning & Development Committee Meeting Agenda] 14.4 By-law 8179/25 108 Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2025 and to establish the Tax Rates necessary to raise such sums and to establish the final due dates for all realty tax classes. [Refer to Item 12.4 Report FIN 06-25] Council Meeting Agenda April 29, 2025 Electronic Meeting - 7:00 pm Chair: Mayor Ashe For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 14.5 By-law 8180/25 204 Being a by-law to amend the Municipal Accommodation Tax By-law 8161/25 15. Confidential Council – Public Report 16. Regional Councillor Updates 17. Other Business 18. Confirmatory By-law 19. Adjournment Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 1 Present: Mayor Kevin Ashe Councillors: M. BrennerS. ButtL. CookM. Nagy D. Pickles L. Robinson Also Present: S. Cassel -City Clerk R. Perera -Deputy Clerk J. Currie -Legislative Coordinator 1.Call to Order/Roll Call The City Clerk certified that all Members of Council were present and participatingelectronically. 2.Moment of Reflection Mayor Ashe called for a silent moment of reflection. 3.Indigenous Land Acknowledgment Statement Mayor Ashe read the Indigenous Land Acknowledgment Statement. 4.Disclosure of Interest No disclosures of interest were noted. 5.Adoption of Minutes Resolution #681/25 Moved by Councillor Pickles Seconded by Councillor Brenner Council Minutes, February 24, 2025 - 1 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 2 Executive Committee Minutes, March 3, 2025 Planning & Development Committee Minutes, March 3, 2025 Special Council Minutes, March 19, 2025 Carried 6. Presentations There were no presentations. 7. Delegations 7.1 Mike Garvey, President, Pickering Pickleball Club Re: Shadybrook Pickleball Courts Noise and Community Disruption M. Garvey, President, Pickering Pickleball Club, appeared before Council via electronic connection to speak to the Motion on Shadybrook Pickleball Courts Noise and Community Disruption. M. Garvey spoke about the Club’s excitement over the opening of the new and only outdoor pickleball court in Shadybrook Park in September 2024, and that they had approximately 350 members to date who had joined with the expectation that the Club would continue to have access to the same facilities going forward. M. Garvey noted that the Motion would have a significant reduction in the number of courts by 50%. M. Garvey said that the Club recognized that Shadybrook Park was not a good location for pickleball courts due to the noise to the neighbouring houses and added that out of respect for the neighbours, the Club had reduced their play hours to 9:00 a.m. to 9:00 p.m. M. Garvey added that the Club had invested money in the courts and that they were hoping to host the inter-club playoffs with other municipalities at the Shadybrook Pickleball Courts. M. Garvey stated that they were requesting a revision to the Motion to include acoustic panels to mitigate noise disruption and that the date to vacate the Shadybrook Park be set to when the Pickleball courts become available at the Diana, Princess of Wales Park. M. Garvey concluded that pickleball was a fast growing sport and that limiting the Shadybrook outdoor courts would negatively affect the senior community who wanted to remain active. 7.2 Stephanie Burns, Pickering Resident Re: Shadybrook Pickleball Courts Noise and Community Disruption S. Burns, Pickering Resident, appeared before Council via electronic connection to speak to the Motion on Shadybrook Pickleball Courts Noise and Community Disruption. S. Burns stated that they lived 28 metres from the pickleball courts and that they had been living in the neighbourhood for almost 18 years. S. Burns said that due to a medical diagnosis, they used to enjoy swimming in their backyard as a form of therapy, however, the noise from the pickleball courts had negatively - 2 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 3 affected their ability to enjoy their backyard and had impacted their mental health. S. Burns stated that they keep their windows closed and that they had to close their pool a month early last year due to the noise from the pickleball courts. S. Burns noted that the intent of the Motion was to address the proximity of the courts to the residential homes and that there was no other option other than to relocate the courts. 7.3 John Jensen, Pickering Resident Re: Shadybrook Pickleball Courts Noise and Community Disruption John Jensen, Pickering Resident, appeared before Council via electronic connection to speak to the Motion on Shadybrook Pickleball Courts Noise and Community Disruption. J. Jensen stated that 20 homes back onto the Shadybrook pickleball courts including their home and that 19 of these homes have signed a petition opposing the pickleball courts. J. Jensen expressed that the noise from the courts was intolerable and they have lost their right to peaceful enjoyment of their property adding that while pickleball enthusiasts can enjoy peace and quiet in their homes after a game, the residents of Shadybrook cannot until the courts close at 9:00 p.m. J. Jensen noted that the high pitch noise of pickleball rackets hitting a plastic ball is similar to the sound of gun shots and that medical journals have confirmed that prolonged exposure to such disruptive and impulsive noises release stress hormones that can lead to serious health issues. J. Jensen stated that the City failed to conduct an acoustic study prior to the installation of the courts, that the noise exceeded provincial guidelines, and that if an acoustic study had been conducted prior to the installation of the courts, they would not have been installed. J. Jensen said that building a third court to be shared between pickleball and tennis was not a win-win solution. 8. Correspondence 8.1 Corr. 02-25 Emily Elliot, Deputy Clerk, Township of Uxbridge Re: Implementation of “Buy Canadian” Policy Brief discussion ensued regarding imposing a “Buy Canadian” Policy and the potential serious unintended consequences it could have including retaliation from other countries, difficulty for Canadian companies to remain competitive in a global market, and the policy being a form of false patriotism. Resolution #682/25 Moved by Councillor Brenner Seconded by Councillor Cook - 3 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 4 That Corr. 02-25, from Emily Elliot, Deputy Clerk, Township of Uxbridge, dated February 14, 2025, regarding Implementation of “Buy Canadian” Policy, be received for information. Carried 9. Report EC 03-25 of the Executive Committee held on March 3, 2025 9.4 Director, Community Services, Report CS 02-25 Claremont and District Lions Club No Fee Permit Approval Council Decision: 1. That the Mayor and City Clerk be authorized to provide a no fee permit to the Claremont and District Lions Club for the use of the Lions Club Meeting Room at Dr. Nelson F. Tomlinson Community Centre for a three-month term, from April 1 to June 27, 2025; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. 9.5 Director, Engineering Services, Report ENG 04-25 Pine Creek Restoration Site #22 – Culvert Replacement at Lynn Heights Drive Consulting and Professional Services for the Detailed Design Council Decision: 1. That Council approve retaining Aquafor Beech Limited for consulting and professional services for the preparation of the detailed design of the Pine Creek Restoration Site #22 – Culvert Replacement at Lynn Heights Drive, in accordance with Purchasing Policy Item 10.03 (c), as the assignment is above $50,000.00; 2. That the proposal submitted by Aquafor Beech Limited for consulting and professional services for the preparation of the detailed design of the Pine Creek Restoration Site #22 – Culvert Replacement at Lynn Heights Drive, in the amount of $176,267.65 (net HST) or $195,737.47 (HST included) be accepted; - 4 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 5 3. That the total gross project cost of $232,713.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $209,565.00 (net HST) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $209,565.00 as follows: a) The sum of $183,239.00 to be funded by a transfer from the Development Charges – City’s Share Reserve as approved in the 2025 Capital Budget; b) The sum of $26,326.00 to be funded by a transfer from Development Charges – Stormwater Management Reserve Fund as approved in the 2025 Capital Budget; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.7 Director, City Development & CBO, Report SUS 01-25 Pickering Environmental Schools Grant Results of the 2024 Funding Council Decision: That Report SUS 01-25, regarding the Pickering Environmental Schools Grant, be received for information. Resolution #683/25 Moved by Councillor Pickles Seconded by Councillor Brenner That Report EC 03-25 of the Executive Committee Meeting held on March 3, 2025 be adopted, save and except Item 9.1, Report CAO 02-25, Item 9.2, Report CAO 03-25, Item 9.3, Report CS 01-25, and Item 9.6, Report OPS 04-25. Carried 9.1 Chief Administrative Officer, Report CAO 02-25 - Anti-Littering Campaign Brief discussion ensued between Members of Council regarding: - 5 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 6 • concerns that the campaign was not addressing the root cause of littering being the lack of sufficient public waste bins in critical areas; • the Report being in response to a community driven initiative to address illegal dumping in the City; • the City of Toronto having seen positive results in reduced littering through similar anti-littering campaigns; and, • the campaign being an effective tool to provided public education on anti-littering. Resolution #684/25 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Report CAO 02-25 regarding the Anti-Littering Campaign be received; 2. That staff be authorized to implement the digital Anti-Littering Campaign in 2025, as set out in this report; 3. That the Mayor be requested to consider including funds in the amount of $12,000.00 in the 2026 Public Affairs & Corporate Communication Current Budget to install temporary signage to promote the City’s Anti-Littering Campaign; and, 4. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 9.2 Chief Administrative Officer, Report CAO 03-25 Beachfront Park Master Plan (Phase 1 Implementation) and Alex Robertson Park Gravel Parking Lot – Project Update Request for Tender No. T2024-7 – Milestone Report #1 Brief discussion ensued between Members of Council regarding: - 6 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 7 • concerns that the $80,000 for the call to Indigenous artists was being funded through the casino funds and not the Public Art Reserve fund; • concerns that the $400,000 was being allocated towards a parking lot that was owned by the Ontario Power Generation (OPG); • a discrepancy between the reference at a previous meeting where the art was not referred to as “public art” but that it was called this in the current Report; and, • measures that would be used to ensure future reports accurately reflected the financial commitments for public art. Resolution #685/25 Moved by Councillor Pickles Seconded by Councillor Brenner That Report CAO 03-25 regarding Beachfront Park Master Plan (Phase 1 implementation) and Alex Robertson Park Gravel Parking Lot Project Update, Milestone Report #1, be received for information. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 9.3 Director, Community Services, Report CS 01-25 City Property Naming - John E. Anderson Brief discussion ensued regarding concerns surrounding naming public buildings after elected officials and that naming rights for buildings should be available for purchase as exemplified by the Chestnut Hill Developments Recreation Complex. Resolution #686/25 Moved by Councillor Pickles Seconded by Councillor Brenner - 7 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 8 1. That Report CS 01-25 regarding the City Property Naming in honour of John E. Anderson be received; 2. That Council approve the Exhibit Gallery at the Pickering Heritage & Community Centre to be named the John E. Anderson Gallery; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 9.6 Director, Operations, Report OPS 04-25 2024 - 2029 Corporate Energy Management Plan Brief discussion ensued regarding: • declaring a climate emergency without clear timelines and endorsing such measures that could jeopardize the ability to maintain essential services, hinder economic stability, and impose severe constraints on everyday life of Pickering residents; and, • the need to prioritize incremental changes that focus on community safety, convenience, and economic well-being. Resolution #687/25 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Report OPS 04-25 regarding the 2024 - 2029 Corporate Energy Management Plan (CEMP), prepared by IndEco Strategic Consulting Inc., be endorsed; 2. That recommendations from the 2024 - 2029 CEMP be considered, along with other municipal priorities, through future annual municipal plans and budget processes; 3. That staff annually report back to Council on the progress of the implementation of the CEMP and the energy management program; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried on a Recorded Vote as Follows: - 8 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 9 Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 10. Report PD 02-25 of the Planning & Development Committee held on March 3, 2025 10.2 Director, City Development & CBO, Report PLN 06-25 Zoning By-law Amendment A 14/21 197229 Ontario Inc. 5329 Brock Road (“Old Brock Road”) Council Decision: 1. That Zoning By-law Amendment Application A 14/21, submitted by 197229 Ontario Inc., to legalize an existing landscape and pool installation business at 5329 Brock Road (“Old Brock Road”), be approved, subject to the provisions contained in Appendix I to Report PLN 06-25; and, 2. That staff be authorized to finalize and forward an implementing Zoning By-law to Council for enactment, after the applicant has executed a Site Plan Agreement and submitted all required financial obligations and letters of credit, to the satisfaction of the Director, City Development & CBO. Resolution #688/25 Moved by Councillor Butt Seconded by Councillor Nagy That Report PD 02-25 of the Planning & Development Committee Meeting held on March 3, 2025 be adopted, save and except Item 10.1, Report PLN 05-25. Carried 10.1 Director, City Development & CBO, Report PLN 05-25 City of Pickering Retail Market Study Background to the Pickering Official Plan Review - 9 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 10 Brief discussion ensued between regarding who authorized and funded the Study, the accuracy of the findings in the Study, the need for adequate parking in the City, evidence to support the projected growth, and whether the Report reflect the needs of the community. Resolution #689/25 Moved by Councillor Butt Seconded by Councillor Nagy That Report PLN 05-25 of the Director, City Development & CBO, and the City of Pickering Retail Market Study, dated December 24, 2024, and prepared by Parcel Economics Inc. and SGL Planning & Design Inc., be received for information, in support of the ongoing Pickering Official Plan Review. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 11. Reports – New and Unfinished Business 11.1 Director, Corporate Services & City Solicitor, Report CLK 01-25 Amendments to Procedure By-law 8019/23 - Changes to Standing Committees and Housekeeping Matters Mayoral Decision #03-2025 Brief discussion ensued between Members of Council regarding: • the Chair already having adequate control over a meeting negating the need to restructure the chairing of the Standing Committees; • the appointment of Chairs and Vice Chairs being a tool to centralize control; • concerns regarding the removal of Elected Officials from Statutory Public Meetings; • concerns regarding the various housekeeping amendments noted in the report; and, - 10 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 11 • the proposed structure for the Statutory Public Meetings being previously conducted in the City and the structure being a way to enhance public engagement. Resolution #690/25 Moved by Councillor Cook Seconded by Councillor Nagy 1. That Report CLK 01-25 regarding amendments to Procedure By-law 8019/23 be received; 2. That the draft By-law included as Attachment 2 to Report CLK 01-25 be approved and enacted; 3. That the list of dates for Statutory Public Meetings under the Planning Act, included as Attachment 4 to Report CLK 01-25 be approved, and that the City Clerk be authorized to include such dates on the 2025 Committee & Council Meeting Schedule; and, 4. That the appropriate City of Pickering Officials be authorized to take such actions as are necessary to give effect to the recommendations in this report. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 11.2 Director, Finance & Treasurer, Report FIN 03-25 Statement of the Treasurer Respecting 2024 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Resolution #691/25 Moved by Councillor Brenner Seconded by Councillor Pickles - 11 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 12 That Report FIN 03-25, regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2024, be received for information. Carried 11.3 Director, Finance & Treasurer, Report FIN 04-25 Banking and Financial Authorities Brief discussion ensued regarding: • concerns regarding the appointment of a Deputy Treasurer and the need for a competitive process for the selection of a Deputy Treasurer; • financial agreements requiring public input and Council approval; • concerns regarding accountability and transparency and the need for safeguards to ensure that Council oversees all major financial decisions; and, • clarification that all public organizations require individuals with signing authority and the direction to enter into financial agreements flowing from Council. Resolution #692/25 Moved by Councillor Butt Seconded by Councillor Nagy 1. That the Director, Finance & Treasurer be authorized and directed to undertake any and all activities, including the execution and signing of agreements and contracts, necessary to undertake, safeguard and ensure the financial affairs and banking of the City, including, but not limited to, those items and activities indicated in Attachment 1, Section A; 2. That the Mayor, Director, Finance & Treasurer, Division Head, Finance, Deputy Treasurer and Manager, Accounting Services be named Signing Officers for the purposes of conducting the financial affairs and banking of the City of Pickering, and that any two of them be authorized to undertake such activities in Attachment 1, Section B and any one of them be authorized to undertake the activities outlined in Attachment 1, Section C; 3. That the draft By-law included as Attachment 2 be adopted to appoint James Halsall as a Deputy Treasurer; and, - 12 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 13 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 11.4 Director, Operations, Report OPS 03-25 Dunbarton Indoor Pool Roof Replacement and Foundation Leak Repair - Consulting and Professional Services for Detailed Design Resolution #693/25 Moved by Councillor Cook Seconded by Councillor Robinson 1. That Council approve retaining Barry Bryan Associates for consulting and professional services for the preparation of the detailed design of the Dunbarton Indoor Pool Roof Replacement and Foundation Leak Repairs, in accordance with Purchasing Policy PUR 010 section 10.03 (c), as the assignment is above $50,000.00; 2. That the proposal submitted by Barry Bryan Associates for consulting and professional services for the preparation of detailed design of the Dunbarton Indoor Pool Roof Replacement and Foundation Leak Repairs in the amount of $96,672.00 (net HST) or $107,350.00 (HST included) be accepted; 3. That the total gross project cost of $142,832.00 (HST included), including the fee amount and other associated costs, and the net project cost of $128,625.00 (net HST), be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $128,625.00 as provided for in the 2025 Capital Budget, to be funded from the Casino Reserve; - 13 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 14 5. That staff be authorized to sign the fee proposal submitted by Barry Bryan Associates; and, 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 12. Motions and Notice of Motions 12.1 Shadybrook Pickleball Courts Noise and Community Disruption Discussion ensued between Members of Council regarding: • Members visiting the affected homes and witnessing the disruptive noise of pickleball; • noise panels not addressing the noise issue and potentially creating a safety hazard for the players; • pickleball courts in Diana, Princess of Wales Park and Dave Ryan park filling the gap in the shortage of courts in the near future; • ensuring that a noise study was conducted prior to the installation of pickleball courts in the Diana, Princess of Wales Park; • clarification whether a noise study was conducted prior to the installation of the pickleball courts in the Shadybrook Park; and, • the timing between the closure of the pickleball courts in Shadybrook Park and the opening of the Pickleball Courts in Diana, Princess of Wales Park. Resolution #694/25 Moved by Councillor Robinson Seconded by Councillor Brenner WHEREAS, the Shadybrook Pickleball Courts are located in close proximity to abutting residential properties; And Whereas, due to the frequency and volume of noise arising from pickleball play, the quality of life of these residents has been negatively impacted; And Whereas, municipalities across Canada have begun restricting or banning pickleball courts in residential areas due to excessive noise and the negative impact on family’s quiet enjoyment of their homes; And Whereas, the Recreation & Parks Ten Year Plan (2024-2034) recommends that the potential for noise impacts on adjacent properties be considered when - 14 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 15 determining new court locations and recommends that guidelines, as those set out in the Pickleball BC court guidelines, recommending setback of 50 metres for a two court complex and up to 115 metres depending on the number of courts and noise attenuation measures be considered; And Whereas, it has become evident that the current location of the Shadybrook Pickleball Courts in relation to abutting residential properties are not suitable for continued use due to noise levels in excess of 50 dBAI; And Whereas, in an effort to reduce the noise impact caused by the Shadybrook Pickleball Courts, City Staff have committed to reducing the play area from four to two courts along with the installation of noise reduction panels; And Whereas, the City of Pickering has a licence agreement with the Pickering Pickleball Club (Resolution #435/24) requiring six months’ notice for the termination of the agreement for the pickleball courts at Shadybrook Park; And Whereas, the City of Pickering remains committed to providing an alternate suitable outdoor location for dedicated pickleball courts that will enable the relocation of the Pickering Pickleball Club activities; And Whereas, the City of Pickering has funds approved in the 2025 Budget for the construction of 6 outdoor Pickleball Courts in Diana, Princess of Wales Park; Now therefore, be it resolved that the Council of The Corporation of the City of Pickering directs through the Office of the CAO: 1. That, in accordance with the licence agreement with the Pickering Pickleball Club, staff be directed to provide the Pickering Pickleball Club with six months’ notice for the termination of the licence agreement for pickleball courts at Shadybrook Park no later than April 1, 2025; and, 2. That during the notice period, the following steps be taken to mitigate the ongoing noise and disruption at Shadybrook Park: a) The number of pickleball courts will be reduced from four to two by taking the two eastern pickleball courts out of play, to minimize noise levels. b) The two eastern pickleball courts will be painted over and repurposed for stretching and non-impact activities only. No pickleball play or practice will be permitted on these surfaces. - 15 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 16 c) Noise reduction panels will be installed on two to three sides of the enclosure to reduce noise impact on residents as soon as possible, and the panels, upon completion of the notice period may be removed and may be reused at another location. 3. That following the six months’ notice for the termination of the license agreement with the Pickering Pickleball Club, the remaining pickleball lines will be removed and the court will revert back to tennis only courts; and, 4. That all stakeholders, including residents adjacent to Shadybrook Park, and the Pickering Pickleball Club, are notified of these changes. Carried 13. By-laws 13.1 By-law 8168/25 Being a by-law to amend Procedure By-law 8019/23, being a by-law to govern the proceedings of Council, any of its Committees, the conduct of its Members, and the calling of Meetings. 13.3 By-law 8170/25 Being a by-law to exempt Blocks 59 to 68, Plan 40M-2767, Pickering from the part lot control provisions of the Planning Act. (White Sun Developments Limited) 13.4 By-law 8171/25 Being a by-law to exempt Blocks 116 to 122, Plan 40M-2773, Pickering from the part lot control provisions of the Planning Act. (Mattamy (Seaton) Limited) 13.5 By-law 8172/25 Being a by-law to exempt Blocks 5 to 51, Plan 40M-2781, Pickering from the part lot control provisions of the Planning Act. (Seaton TFPM Inc.) 13.6 By-law 8173/25 Being a by-law to exempt Blocks 140 to 170, Plan 40M-2782, Pickering from the part lot control provisions of the Planning Act. (Seaton TFPM Inc.) Resolution #695/25 - 16 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 17 Moved by Councillor Cook Seconded by Councillor Nagy That By-law Numbers 8168/25 through 8173/25 be approved, save and except 8169/25. Carried 13.2 By-law 8169/25 Being a by-law to appoint James Halsall as a Deputy Treasurer for The Corporation of the City of Pickering. Resolution #696/25 Moved by Councillor Cook Seconded by Councillor Nagy That By-law 8169/25 be approved. Carried 14. Confidential Council – Public Report Mayor Ashe stated that prior to the Regular Meeting of Council, an In-camera session was held at 5:45 pm in accordance with the provisions of the Municipal Act and Procedure By-law to receive advice subject to solicitor-client privilege and to consider a matter pertaining to a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization; and a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value. This matter was discussed in closed session as it pertains to a confidential presentation from Anthony Haines, Chair, Elexicon Corporation, regarding an update from Elexicon Corporation. No direction was provided to staff and no decisions were made by Council. 15. Regional Councillor Updates There were no Regional Councillor Updates. - 17 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 18 16. Other Business 16.1 Councillor Butt spoke about the hate crime related incident that took place in the Ajax Public Library and stated that he had reached out to the Pickering Public Library’s CEO to ensure that the City’s libraries had adequate security in place. 16.2 Councillor Butt gave Notice of a Motion regarding a buy Canadian policy. 16.3 Councillor Robinson gave Notice of a Motion regarding creating a department of government efficiency. 16.4 Councillor Robinson gave Notice of a Motion regarding protecting municipal autonomy from external influences. 16.5 Councillor Robinson gave Notice of a Motion regarding increasing the mandatory mail out boundaries for public open house meetings. 16.6 Councillor Robinson gave Notice of a Motion regarding all Council and Committee members and staff keeping their cameras on for the duration of virtual meetings. 16.7 Councillor Robinson gave Notice of a Motion regarding revoking the state of emergency regarding climate emergency that was implemented in 2019. 17. Confirmatory By-law By-law 8174/25 Councillor Brenner, seconded by Councillor Butt moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of March 24, 2025. Carried 18. Adjournment Moved by Councillor Cook Seconded by Councillor Robinson That the meeting be adjourned. Carried - 18 - Council Meeting Minutes March 24, 2025 Electronic Meeting 7:00 pm 19 The meeting adjourned at 8:34 p.m. Dated this 24th day of March, 2025. Kevin Ashe, Mayor Susan Cassel, City Clerk - 19 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy L. Robinson Absent: D. Pickles Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor S. Boyd - Fire Chief B. Duffield - Director, Operations J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk R. Perera - Deputy Clerk E. Knox - Community Safety & Well-Being Advisor J. Robertson - Senior Financial Analyst - Asset Management Coordinator A. MacGillivray - Council & Committee Coordinator 1. Call to Order/Roll Call The City Clerk certified that all Members of the Committee were present and participating electronically, save and except for Councillor Pickles. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations - 20 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 2 3.1 Cynthia Davis, President and CEO, Lakeridge Health Brian Pollard, Health System Executive, Clinical, Lakeridge Health Shara Santan, Senior Director Strategic Communications, Lakeridge Health Re: Lakeridge Health Annual Update C. Davis, President and CEO, B. Pollard, Health System Executive, Clinical, S. Santan, Senior Director Strategic Communications, Lakeridge Health, appeared before the Committee via electronic connection to provide an annual update on Lakeridge Health. Through the aid of a PowerPoint presentation, C. Davis thanked Mayor Ashe for his support for the Jerry Coughlan Health & Wellness Centre and vital equipment at the Ajax-Pickering Hospital. C. Davis provided information on improved access to screening at the Ajax-Pickering Hospital as part of an Inclusion, Diversity, Equity, Accessibility and Anti-Racism strategy which would be studying Sickle Cell disease. C. Davis stated that Lakeridge Health would also look into a future Post-Acute Care Centre in Pickering and provided information on the Queen's-Lakeridge Health MD Family Medicine Program noting that the Program was currently in its third year of intaking of students. C. Davis stated that Lakeridge Health had entered into a partnership with CAMH, the Centre for Addiction and Mental Health, and that an aspect of this partnership would include the addition of a rapid response clinic at Lakeridge Health. C. Davis further stated that Lakeridge Health, in partnership with Grandview Kids, would have a surgical procedure room within the Jerry Coughlan Building. C. Davis concluded their delegation by providing information regarding their strategic plan. A question and answer period ensued between Members of the Committee and C. Davis regarding: • when the first cohort from the Queen's-Lakeridge Health MD Family Medicine Program would be in practice; • whether the students who become family physicians through the Queen's-Lakeridge Health MD Family Medicine Program would remain in Durham; • the number of patients that the CAMH partnership rapid response clinic would support and whether it was aimed only at rapid response or whether it would also incorporate long-term supports; • whether patients from the rapid response program in partnership with CAMH would be connected to other services as part of the program; • whether wait times for patients at the Ajax-Pickering hospital had improved since the opening of the Jerry Coughlan Health & Wellness Centre; and, • the new paid parking program that was introduced at the Jerry Coughlan Health & Wellness Centre and whether the rates were higher than other healthcare centres. - 21 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 3 3.2 Gord Taylor, Member, Durham Agricultural Advisory Committee (DAAC) Nicole Swain, Member, Durham Agricultural Advisory Committee (DAAC) Re: Durham Agricultural Advisory Committee (DAAC) Update G. Taylor, Member, and N. Swain, Member, Durham Agricultural Advisory Committee (DAAC) appeared before the Committee via electronic connection to provide an update from the Durham Agricultural Advisory Committee (DAAC). Through the aid of a PowerPoint presentation, G. Taylor provided information regarding DAAC and statistics regarding the agricultural sector in Durham including that there were 1,200 farms in Durham with 264,518 acres of farmland. N. Swain listed several activities conducted by DAAC in 2024 and some of the major issues facing the agricultural sector in Durham such as backyard chickens and Avian Influenza disease, stormwater management fees on agricultural properties, price of agricultural land, the need for more meat processing capacity, and policies leading to increased costs for farmers. N. Swain concluded the delegation by providing information on how DAAC could be a resource. A question and answer period ensued between Members of the Committee, G. Tayor and N. Swain regarding: • there being 1,200 farms in Durham in 2024 and whether this number had increased from the number of farms in 2023; • whether the number of square footages of farmland was remaining the same even though there was a decline in the number of farms in Durham Region; • whether there had been any discussions pertaining to reliance on American farmed goods; • how many greenhouses in Durham were dedicated to growing food; • how much wheat was produced in Durham and whether there were any discussions regarding a partnership with a bread distributing business situated in the City’s Innovation Corridor; • whether there had been communication with the City’s Economic Development department; • more information regarding backyard chickens and the spread of Avian Influenza; and, • when the last outbreak of Avian Influenza had occurred in Durham. 4. Matters for Consideration 4.1 Chief Administrative Officer, Report CAO 04-25 Community Safety and Well-Being Advisory Committee Revised Terms of Reference - 22 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 4 A brief question and answer period ensued between Members of the Committee and staff regarding whether the stakeholder organization from the Region would be attending Committee meetings on a regular basis with E. Knox, Community Safety & Well-Being Advisor, stating that they were included as a standing member of the Committee. Recommendation: Moved by Councillor Butt Seconded by Councillor Brenner 1. That Report CAO 04-25 regarding the approval of revised Terms of Reference for the Community Safety and Well-Being Advisory Committee be received; 2. That the revised Terms of Reference for the Community Safety and Well-Being Advisory Committee, as set out in Attachment #1 to this Report, be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.2 Director, Community Services, Report CS 03-25 Deaccession of Museum Artifacts 2025 Artifact Deaccession List A question and answer period ensued between Members of the Committee and staff regarding: • the deaccession process that would follow Council approval; • whether artifacts that do not proceed with deaccession could be sold to the public; • whether staff had considered the selling of artifacts for refinishing and repurposing or offering art programs to refinish items as a revenue generating tool; • whether there was a City conservator and how long they had been with the City; • whether the conservator had attended a meeting of the City’s Cultural Advisory Committee to receive their approval for the deaccession and whether meeting minutes from that meeting were publicly available; and, • whether a list had been created of the items that could be revived and the associated costs to do this. - 23 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 5 Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That the deaccession of museum artifacts, as set out in Attachment 1, be endorsed; and, 2. That the staff be authorized to take the necessary actions as indicated in the report. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Mayor Ashe No: Councillor Robinson 4.3 Director, Engineering Services, Report ENG 05-25 Proposed All-way Stop Sapphire Drive and Azalea Avenue/Kingpeak Crescent A brief question and answer period ensued between Members of the Committee and staff regarding the timelines to install the all-way stop sign and whether there would be a bus stop in the area. Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That the attached draft by-law be enacted to amend Schedule “6” and Schedule “7” to By-law 6604/05 to provide for the regulation of stop signs on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of an all-way stop control at the intersection of Sapphire Drive and Azalea Avenue/Kingpeak Crescent; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. - 24 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 6 Carried 4.4 Director, Engineering Services, Report ENG 06-25 Chickadee Stormwater Management Pond Cleanout and Dixie Estates 2 Stormwater Management Pond Cleanout Projects Consulting and Professional Services for Detailed Design Recommendation: Moved by Councillor Butt Seconded by Councillor Nagy 1. That Council approve retaining T.Y.Lin International Canada Inc. for consulting and professional services for the preparation of the detailed designs of the Chickadee Stormwater Management Pond Cleanout Project and the Dixie Estates 2 Stormwater Management Pond Cleanout Project, in accordance with Purchasing Policy Item 10.03 (c), as the assignment is above $50,000.00; 2. That the proposals submitted by T.Y.Lin International Canada Inc. for consulting and professional services for the preparation of the detailed design of the Chickadee Stormwater Management Pond Cleanout and the Dixie Estates 2 Stormwater Management Pond Cleanout projects, in the combined amount of $113,141.85 (net HST) or $125,639.05 (HST included) be accepted; 3. That the total gross project cost of $144,837.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $130,430.00 (net HST) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $130,430.00 as follows: a) The sum of $60,000.00 to be funded from the Stormwater Management Reserve Fund as approved in the 2025 Capital Budget be increased to $65,375.00; b) The sum of $60,000.00 to be funded from the Stormwater Management Reserve Fund as approved in the 2025 Capital Budget be increased to $65,055.00, and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. - 25 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 7 Carried 4.5 Director, Engineering Services, Report ENG 07-25 Urban Forest Study Update and Tree Canopy Cover Assessment A brief question and answer period ensued between Members of the Committee and staff regarding: • whether the study would evaluate the success of the study conducted in 2012; • whether there was a study completed in 2017; • why North of Taunton Road was not included in the 2012 study; and, • whether the report would note the number of trees that had already been removed due to significant development in the area. Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That Council approve retaining the services of the Toronto and Region Conservation Authority to update the Urban Forest Study and complete a Tree Canopy Cover Assessment, in accordance with the City’s Purchasing Policy, Appendix 1, item 8; 2. That the proposal submitted by Toronto and Region Conservation Authority to update the Urban Forest Study and complete a Tree Canopy Cover Assessment, in the amount of $201,140.00 (HST included) be accepted; 3. That Council authorize staff to execute a letter of agreement with the Toronto and Region Conservation Authority to update the Urban Forest Study and complete a Canopy Cover Assessment, on such terms as are satisfactory to the Director, Engineering Services and the Director, Finance & Treasurer; 4. That the total gross project cost of $221,254.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $199,246.00 (net HST) be approved; 5. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $199,246.00 from the 2025 Current Budget, to be funded from Property Taxes; and, - 26 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 8 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.6 Director, Engineering Services, Report ENG 08-25 Proposed Parking and Stopping Restrictions, Various Locations Amendment to the Traffic and Parking By-law 6604/05 Recommendation: Moved by Councillor Cook Seconded by Councillor Nagy 1. That the attached draft by-law be enacted to amend Schedule “1”, No Stopping, and Schedule “2”, No Parking, to By-law 6604/05 to provide for the regulation of stopping and parking restrictions on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of stopping and parking restrictions on portions of Alpine Lane, Beaton Way, Pebble Court and Tanzer Court; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.7 Director, Finance & Treasurer, Report FIN 05-25 Asset Management Data Governance Policy & Procedure Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That Report FIN 05-25, regarding the Asset Management Data Governance Policy & Procedure, be received; 2. That the Asset Management Data Governance Policy (FIN 120) & Procedure (FIN 120-001), set out in Attachments 1 and 2 respectively, be approved; - 27 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 9 3. That the Chief Administrative Officer and the Director, Finance & Treasurer be authorized to make any interpretations of the Asset Management Data Governance Policy & Procedure, make rulings that will allow the conduct of business to proceed, and to take any actions necessary to this effect; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.8 Director, City Development & CBO, Report PLN 08-25 Authorization to Modify the Term of a Memorandum of Understanding Pre-Review of Design Drawings for Detached Additional Dwelling Units A brief question and answer period ensued between Members of the Committee and staff regarding what the difference was between this report and the recent zoning by-law amendment with K. Bentley, Director, City Development & CBO, advising that the zoning and the official plan amendment were in response to Bill 23 to permit up to two additional dwelling units on applicable properties and the current report was to extend the MOU, signed in 2024 with the Town of Whitby, to provide additional time to pre-review design models from a Building Code perspective. Recommendation: Moved by Councillor Butt Seconded by Councillor Brenner 1. That the Mayor and City Clerk be authorized to modify the Memorandum of Understanding (MOU) between the City of Pickering and the Town of Whitby, by retroactively extending the term of the MOU to June 30, 2025, as set out in Appendix I to this report, for the sharing of resources to enable the preparation of pre-reviewed design drawings for detached Additional Dwelling Units, subject to minor revisions as may be required by the Director, Corporate Services & City Solicitor, the Director, City Development & CBO, and the Chief Administrative Officer; 2. That the Mayor and City Clerk be authorized to further modify the term of the MOU between the City of Pickering and the Town of Whitby, as may be required in the future; and, 3. That appropriate officials of the City of Pickering be authorized to take such action as is necessary to give effect to the recommendations in this report. - 28 - Executive Committee Meeting Minutes April 7, 2025 Electronic Meeting – 2:00 pm Chair: Mayor Ashe 10 Carried 5. Member Updates on Committees There were no updates from Members on Committees. 6. Other Business There was no other business. 7. Adjournment Moved by Councillor Butt Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 3:36 p.m. - 29 - Planning & Development Committee Meeting Minutes April 7, 2025 Electronic Meeting – 7:00 pm Chair: Councillor Cook 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy L. Robinson Absent: D. Pickles Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor S. Boyd - Fire Chief S. Cassel - City Clerk C. Rose - Chief Planner N. Surti - Division Head, Development Review & Urban Design C. Celebre - Principal Planner, Strategic Initiatives I. Lima - Principal Planner, Development Review R. Perera - Deputy Clerk A. MacGillivray - Council & Committee Coordinator 1. Call to Order/Roll Call The City Clerk certified that all Members of the Committee were present and participating electronically, save and except for Councillor Pickles. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations 3.1 Adam Layton, Associate Principal, Goldberg Group Re: Report PLN 10-25 Draft Plan of Subdivision SP-2022-03 - 30 - Planning & Development Committee Meeting Minutes April 7, 2025 Electronic Meeting – 7:00 pm Chair: Councillor Cook 2 Zoning By-law Amendment A 08/22 Draft Plan of Condominium CP-2022-04 The Brock Zents Partnership 2660, 2670 & 2680 Brock Road (Southwest corner of Brock Road and Zents Drive) A. Layton, Associate Principal, Goldberg Group, appeared before the Committee via electronic connection to speak to Report PLN 10-25. Through the aid of a PDF presentation, A. Layton stated that the purpose of the application was to permit 275 townhouse units with parking and amenity space. A. Layton noted that the revised application included the purchase of additional lands from Infrastructure Ontario to extend Four Seasons Lane. A. Layton provided information regarding the site plan, conceptual elevation plan to facilitate the underground parking lot, stacked housing units containing an accessible first floor, and design components of the rear-lane townhouses included in the proposed development. A. Layton concluded the delegation by stating that they support the recommendation of staff as outlined in Report PLN 10-25. A question and answer period ensued between Members of the Committee and A. Layton regarding: • the number of accessible parking spots included in the proposed development; • whether the underground parking lot was exclusively for the residents of the back-to-back stacked town houses and whether residents from another housing unit type could purchase an underground parking space; • the type of amenities that were offered in the proposed development; • sustainable features included in the proposed development; • whether residents of the back-to-back stacked town houses would be eligible for two parking spaces; • whether the applicant would be willing to expand the number of eligible parking spaces to residents of the back-to-back stacked town houses; and, • whether there would be amenity space to host community events by the condominium corporation. Moved by Councillor Robinson Seconded by Councillor Brenner That the rules of procedure be suspended to allow an additional delegation who registered after the deadline. Carried on a Two-Thirds Vote 3.2 Andrew Scott, Mattamy Homes - 31 - Planning & Development Committee Meeting Minutes April 7, 2025 Electronic Meeting – 7:00 pm Chair: Councillor Cook 3 Re: Report PLN 09-25 Draft Plan of Subdivision Application SP-2023-02 Zoning By-law Amendment Application A 05/23 Seaton TFPM Inc. Part of Lots 21 and 22, Concession 5 Seaton Community A. Scott, Mattamy Homes, appeared before the Committee via electronic connection to be available for question from the Committee regarding Report PLN 09-25. There were no questions from Members of the Committee. 4. Planning & Development Reports 4.1 Director, City Development & CBO, Report PLN 09-25 Draft Plan of Subdivision Application SP-2023-02 Zoning By-law Amendment Application A 05/23 Seaton TFPM Inc. Part of Lots 21 and 22, Concession 5 Seaton Community Recommendation: Moved by Councillor Butt Seconded by Councillor Nagy 1. That Draft Plan of Subdivision SP-2023-02, submitted by Seaton TFPM Inc., to permit a residential plan of subdivision on lands being Part of Lots 21 and 22, Concession 5, as shown on the Applicant’s Draft Plan of Subdivision, Attachment 4 to Report PLN 09-25, be endorsed; 2. That the conditions of draft plan of subdivision approval to implement Draft Plan of Subdivision SP-2023-02, as set out in Appendix I to Report PLN 09-25, be endorsed; and, 3. That Zoning By-law Amendment Application A 05/23, submitted by Seaton TFPM Inc., to implement the Draft Plan of Subdivision SP-2023-02 be approved, and that the draft Zoning By-law Amendment, as set out in Appendix II to Report PLN 09-25, be finalized and forwarded to Council for enactment. Carried - 32 - Planning & Development Committee Meeting Minutes April 7, 2025 Electronic Meeting – 7:00 pm Chair: Councillor Cook 4 4.2 Director, City Development & CBO, Report PLN 10-25 Draft Plan of Subdivision SP-2022-03 Zoning By-law Amendment A 08/22 Draft Plan of Condominium CP-2022-04 The Brock Zents Partnership 2660, 2670 & 2680 Brock Road (Southwest corner of Brock Road and Zents Drive) Recommendation: Moved by Councillor Butt Seconded by Councillor Nagy 1. That Draft Plan of Subdivision Application SP-2022-03, submitted by The Brock Zents Partnership, to establish one block for a residential condominium development, one environmental block, and one public road, as shown in Attachment 3 to Report PLN 10-25, and the implementing conditions of approval, as set out in Appendix I, be endorsed; and, 2. That Zoning By-law Amendment Application A 08/22, submitted by The Brock Zents Partnership, to permit a residential condominium development consisting of a mix of townhouse dwellings, on lands located at the southwest corner of Brock Road and Zents Drive, be approved, and that the draft Zoning By-law Amendment, as set out in Appendix II to Report PLN 10-25, be finalized and forwarded to Council for enactment prior to the Director, City Development & CBO issuing final site plan approval. Carried 5. Member Updates on Committees There were no updates from Members on Committees. 6. Adjournment Moved by Councillor Butt Seconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 7:21 p.m. - 33 - Special Council Meeting Minutes April 22, 2025 Electronic Meeting - 11:00 am Chair: Mayor Ashe 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson - arrived at 11:12 a.m. Also Present: M. Carpino - Chief Administrative Officer L. Gibbs - Director, Community Services B. Duffield - Director, Operations J. Flowers - CEO & Director of Public Libraries, Pickering Public Library R. Holborn - Director, Engineering Services S. Karwowski - Director, Finance & Treasurer J. Halsall - Deputy Treasurer V. Plouffe - Division Head, Facilities & Construction Management R. Perera - Deputy Clerk A. MacGillivray - Council & Committee Coordinator 1. Call to Order/Roll Call The Deputy Clerk certified that all Members of Council were present and participating electronically, save and except for Councillor Robinson. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations There were no delegations. 4. Matters for Consideration 4.1 Chief Administrative Officer, Report CAO 05-25 Seaton Recreation Complex & Library Project Project Update, Financial Analysis & Recommended Next Steps - 34 - Special Council Meeting Minutes April 22, 2025 Electronic Meeting - 11:00 am Chair: Mayor Ashe 2 M. Carpino, Chief Administrative Officer, provided a brief background on the Seaton Recreation Complex & Library (SRCL) project and provided an overview of the project milestones to date. M. Carpino highlighted the recent economic uncertainty due to tariffs enacted by the United States of America (U.S.) and the potential cost and supply chain impacts to the project that may result. M. Carpino explained that City staff have examined the SRCL project in relationship to other capital projects and have provided a project update, financial analysis, and recommended next steps within the Report. Stan Karwowski, Director, Finance & Treasurer, through the aid of a PowerPoint presentation spoke to the SRCL project highlighting: • the importance of the project and its anticipated community benefits; • the City’s estimated debt commitments for approved projects up to December 31, 2026 and the estimated debt funding sources; • the project’s relationship with the City’s Asset Management Plan and the new Asset Management Plan anticipated to be presented to Council for consideration in June 2025; • the calculation of the Annual Repayment Limit (ARL) and comparison with limits set in other Ontario municipalities; • the impacts of the 2008 recession and COVID-19 events on the City’s finances and lessons learned; • the estimated costs and funding strategy of the SRCL project; • the anticipated operational costs, anticipated naming rights revenue, and estimated property tax impact of the project; • the anticipated impact of higher property value assessment growth to create additional revenues to alleviate financial pressure; • the forecast of the City’s estimated debt payments; • the anticipated impacts of potential negative events such as cuts to development charges and economic slowdown or recession; and, • the recommendation to pause the SRCL project, assess the project and financial and economic factors, and provide a report back to Council in Fall 2025. Discussion and a question and answer period ensued between Members of Council and staff regarding: • the anticipated timeline for the potential financial storm and the financial risks ahead; • the City’s past decision to not build a second floor in the Operations Centre and whether the City could regret delaying or changing the SRCL project in anticipation of a potential financial storm that may only be short term; - 35 - Special Council Meeting Minutes April 22, 2025 Electronic Meeting - 11:00 am Chair: Mayor Ashe 3 • whether there is a risk of further increased cost as a result of pausing the project; • whether the reference to 55% of City assets being deemed in fair or better condition was in relation to their status as of 2025; • clarification that most other municipalities in Ontario have their ARL set to 15.00% or lower; • the potential for DCs to be curtailed in the future due to provincial or federal government policies; • the benefits to the City’s finances of growing industrial and commercial development; • the City’s past experience of rising costs as a result of project delays with the Pickering Heritage and Community Centre (PHCC); • clarification that a SRCL project update was originally scheduled to come before Council for consideration in June 2025, however staff have requested to provide the update in Q4; • whether the project update could come before Council sooner than Q4 for consideration; • whether there was an alternative solution as opposed to the one that is being recommended; • clarification that existing capital projects, including the Northern Satellite Facility, the Animal Shelter, and the Fire Hall 5 Replacement, are moving forward and have been identified in the City’s Financial Plan up to the end of the current term of Council; • clarification regarding the difference between property taxes and development charges; • the development charges for Seaton being collected over an extended period of time requiring debt financing for the SRCL project; • clarification that staff are requesting additional time to assess recent political and economic events and the uncertainty they have caused in order to recommend next steps with moving forward with the project; • whether staff would be assessing the scope and scale of the project, service levels, and community growth as the project progresses; • whether the staff report would be presented no later than Q4 or in Q4; • the need to deliver a recreation complex that includes a new aquatics facility within 5 years, and the need to completely replace the aquatics facility at Chestnut Hill Developments Recreation Complex (CHDRC); • the anticipated renovations that will be required soon at Don Beer Arena; • the project completion deadlines typically expected as part of provincial and federal grant funding; • whether the City’s updated Asset Management Plan being presented to Council in June would highlight the condition of current assets and investments that will be required; - 36 - Special Council Meeting Minutes April 22, 2025 Electronic Meeting - 11:00 am Chair: Mayor Ashe 4 • how much space within the SRCL would be allocated for office space and what the risks would be with downsizing that space; • clarification regarding the grant opportunities that may be available for the SRCL project; • the importance of the project to the community and the need for the project to proceed in a timely manner; • the potential for a change in federal government to impact the Green and Inclusive Community Buildings Program and have other widespread impacts; • community feedback regarding the lack of facilities in the Seaton neighbourhood; • clarification that should the SRCL project be paused, the consultant and project team would need to be remobilized to proceed with the project and whether this would be a risk factor; • staff reporting back in September as opposed to Q4 in order for Council to make a decision on next steps prior to moving into the 2026 budget year; and, • that should there be any change to the timing of the project update, Council would be notified through the CAO’s Office. Resolution #697/25 Moved by Councillor Cook Seconded by Councillor Robinson 1. That Report CAO 05-25 regarding the Seaton Recreation Complex & Library Project be received; 2. That Council pause the Seaton Recreation Complex & Library Project as it relates to the approval and further development of any proposed design; 3. That Council receive the findings of the public engagement process for the design of the Seaton Recreation Complex & Library for information; 4. That staff provide a project update to Council, including the consolidated base program schematic design concept, updated financial information and project recommendations, in Q4, 2025 instead of the previously scheduled date of June 2025, per Recommendation 4 of Report OPS 12-24 (Resolution #523/24); and, 5. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. - 37 - Special Council Meeting Minutes April 22, 2025 Electronic Meeting - 11:00 am Chair: Mayor Ashe 5 Carried Later in the Meeting (See Following Motion) Resolution #698/25 Moved by Councillor Brenner Seconded by Councillor Butt That Item 4 the main motion be amended by deleting “Q4” and replacing it with “Q3”. Carried on a Recorded Vote as follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Mayor Ashe Councillor Cook Councillor Nagy Councillor Pickles The Main Motion, as amended, was then Carried Unanimously on a Recorded Vote 5. Confirmatory By-law By-law 8175/25 Councillor Brenner, seconded by Councillor Nagy moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of April 22, 2025. Carried 6. Adjournment Moved by Councillor Nagy Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 12:58 p.m. Dated this 22nd day of April, 2025. - 38 - Special Council Meeting Minutes April 22, 2025 Electronic Meeting - 11:00 am Chair: Mayor Ashe 6 Kevin Ashe, Mayor Rumali Perera, Deputy Clerk - 39 - To: Mayor Ashe April 29, 2025 Members of Council From: Elaine Knox Community Safety & Well-Being Advisor Copy: Chief Administrative Officer Division Head, Public Affairs & Corporate Communications Subject: Community Safety and Well-Being Advisory Committee -2024 Year End Report & 2025 Work Plan The Community Safety and Well-Being Advisory Committee (CSWBAC) is pleased to submit, for Council’s information, the 2024 Year End Committee Report and 2025 Work Plan. 2024 Year End Committee Report In 2024, the CSWBAC held a total of three committee meetings. The committee contributed to the following initiatives: •Implementation of the City’s Community Safety & Well-Being (CSWB) Plan, priorities, and action items. •Reviewed, provided advice, and participated in the development of the: Equity, Diversity & Inclusion (EDI) Strategy, Corporate Strategic Plan, Recreation and Parks 10 Year Plan, Community Safety & Well-Being Final Plan, and Community Climate Adaptation Draft Plan. •Participated in the creation of a Homelessness Subcommittee (HS), their mandate, projected goals, and objectives for the term. •Reviewed and provided endorsement of the following community safety and well-being initiatives: o Final City of Pickering CSWB Plan, Resolution #491/24 o Community Safety & Crime Prevention Sessions, in partnership with Durham Regional Police Service (DRPS) o Recommendation for Community Safety Zone along West Shore Boulevard, Resolution #574/24 o Lakeridge Health partnership to provide Chronic Obstructive Pulmonary Disease program, Resolution #588/24 o Dedicated Advocacy Resource Support Shower Program Renewal, Resolution #589/24 •Reviewed and provided feedback on the City’s 2023 CSWB Annual Report. •Participated in annual update to Council. Memo Corr. 03-25 - 40 - April 28, 2025 Page 2 of 2 Community Safety & Well-Being Advisory Committee 2025 Work Plan CSWBAC will be consulted on a number of City projects and initiatives planned for 2025 which include, but are not limited to: •Wellness Checks, Food & Housing Insecurity o Homelessness Subcommittee (HS) initiatives – Training, Programs, Local Events o Participation in Durham Region Encampment Strategy o Warming Shelter provisions o Wrap around supports and services o City Procedure: Housing Insecurity and Encampments •Community Safety Meetings & Programs o DRPS Community Safety sessions quarterly o CSWBAC & HS Programs and events – World Homeless Day, Intimate Partner/ Gender Based Violence educational opportunities •Training & Partnerships o Durham Region Community Healing Protocol implementation o STEP Inc. Professional De-Escalation Training for front-line City staff o Victim Services of Durham Region, Human Trafficking public education for Pickering residents and City staff o Cultural Awareness Training for City staff, led by the First People’s Group, focusing on Indigenous history, perspectives, and reconciliation efforts. •The City’s 2024 CSWB Annual Report •Stakeholder engagements and presentations to the committee •Supporting Durham Regional Police Services and Fire Services in community safety initiatives •Public education campaigns Work of the CSWBAC also includes: •Consult on community safety and well-being action items and proposed work plans. •Provide feedback to staff on the development of community engagement initiatives related to community safety and well-being. •Act as community safety champions and look for opportunities, through community partnerships and engagement initiatives, that focus on enhancing sense of belonging and celebrated social and cultural expression. •Connect community partners to the community services and EDI team, to deliver on goals listed in the CSWB Plan. •Report to Council annually through the committee’s work plan. EK - 41 - Report to Council Report Number: CS 06-25 Date: April 29, 2025 From: Laura Gibbs Director, Community Services Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library File: A-1440 Recommendation: 1.That the quotation submitted by DS Consultants Ltd. in response to Request for Quotation No. Q2025-9 for Geotechnical and Hydrological Reports and EnvironmentalInvestigation for the Seaton Recreation Complex & Library, in the amount of $130,253.00(net HST) or $144,640.00 (HST included) be accepted; 2.That the total gross project cost of $144,640.00 (HST included), including the amount ofthe proposal, contingency and other associated costs, and the total net project cost of $130,253.00 (net of HST rebate), be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of$130,253.00 as approved in the 2020, 2021 and 2024 Capital Budget as follows: a.The sum of $76,884.00 to be funded by a transfer from the DC – Parks & Recreation Services Reserve Fund; b.The sum of $13,768.00 to be funded by a transfer from the DC – Library ReserveFund; and, c.The sum of $39,601.00 to be funded by a transfer from the Seaton FIA ReserveFund. 4.That the Director, Community Services be authorized to execute the Form of Agreementwith the above-mentioned consultant pursuant to Request for Quotation No. Q2025-9;and, 5.That the appropriate City of Pickering officials be authorized to take the necessary actionto give effect hereto. Executive Summary: The purpose of this report is to award Request for Quotation No. Q2025-9 for Geotechnical and Hydrological Reports and Environmental Investigation for the Seaton Recreation Complex & Library (SRCL). This consulting work includes geotechnical, hydrological and environmental investigations, including related field work and laboratory testing to produce the related reports required to inform the design of the SRCL. - 42 - CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 2 Request for Quotations No. Q2025-9 was advertised on the City’s bids&tenders portal on January 24, 2025, and closed on February 26, 2025. Fifteen proponents submitted bids. The Evaluation Committee, consisting of staff from Operations and structural and civil consultants from Entuitive and D.M. Wills Ltd., sub-consultants to Perkins & Will (prime consultant for the design of SCRL), as awarded through Report OPS 12-24 (Resolution #523/24), reviewed and evaluated the responses received using criteria outlined in the bid document. All pre-conditions of award required in accordance with the bid document have been reviewed and approved. The top-ranked response submitted by DS Consultants Ltd. in the amount of $130,253.00 (net HST) or $144,640.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $144,640.00 (HST included) and the total net project cost is estimated $130,253.00 (net of HST rebate). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key of Good Governance; and Corporate Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected, and Well-Serviced Community; Lead & Advocate for Environmental Stewardship, Innovation & Resiliency. Financial Implications: 1. RFP Amount Q2025-9 $128,000.00 HST (13%) 16,640.00 Total Gross Cost $144,640.00 2.Estimated Project Costing Summary Q2025-9 $128,000.00 Total Project Cost $128,000.00 HST (13%) 16,640.00 Total Gross Project Costs $144,640.00 HST Rebate (11.24%) (14,387.00) Total Net Project Cost $130,253.00 - 43 - CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 3 3. Approved Source of Funds -SRCL Capital Budgets Approved Code Source of Funds Approved Budget Funds Required C10260.2101 DC -Parks & Recreation $17,760,659.00 $76,884.00 (CommCtr) Services Reserve Fund C10260.2101 Seaton FIA Reserve Fund 503,116.00 39,601.00 (CommCtr) C10905.2101 DC – Library Reserve Fund 4,861,225.00 13,768.00 (Library) Total Funds $23,125,000.00 $130,253.00 This award recommendation for geotechnical and hydrological studies, and related environmental investigations will be financed from the previously approved design budget component of the SCRL and were identified as ‘associated costs’ in Report OPS 12-24 (Resolution #523/24, net HST cost of $9,021,024.00). A budget estimate and allowance of $300,000.00 was approved for this and related purposes. No additional funding is requested in this report. The balance of previously approved funds, per Report OPS 12-24, will serve as contingency for this award. In accordance with Purchasing Policy Item 10.04 where written proposals are obtained by the Manager in accordance with procedures set out in Section 06 and funds are available in the approved budget: c)An award over $50,000 is subject to the additional approval of Council. Discussion: The purpose of this report is to award Request for Quotation No. Q2025-9 for Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for the SRCL project. The work includes geotechnical, hydrological, and environmental field investigations, soil and sample collection for testing, information gathering on groundwater and environmental conditions, and the delivery of related reports to be used in the design of this future facility. The 25-acre site for the SRCL project is currently owned by other parties, who are about to commence backfill operations on the property as condition for the eventual transferring of ownership to the City. Rough grading, bearing performance targets and soil quality requirements have been provided by the SRCL design team, and already issued to the contractor undertaking this work. DS Consultants Ltd.’s work, though this award, will provide verification and quality control to ensure that those requirements have been achieved, as well as performing other related work to confirm data essential to proceeding with more detailed design of the SRCL project. - 44 - CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 4 While Report CAO 05-25 recommended an overall pause to the SRCL until Q4 2025, it also stated that geotechnical, hydrological and related environmental investigations must proceed immediately to protect the City’s long-term interests in the site. Any delays in proceeding with these studies could introduce significant potential risk and costs to re-work, or remove, the materials being placed on the site. Geotechnical report findings inform architectural, engineering and landscape work, establishing the basis for key design considerations essential during both the planning and construction phases of any building project. They will include recommendations regarding soil bearing capacity for building foundation design, earthwork construction and backfilling, potential reuse of existing soils, groundwater control, potential sources of contamination or locations of poor soils, slab-on-grade design, site services, pavement and sports field design, and other critical technical criteria. Hydrological investigation is performed to evaluate the hydrological conditions at the site. High water tables and flow rates can affect building construction methodology, requiring expensive dewatering. These can persist throughout the operational life of the building. Finding and addressing related concerns early allows them to be better managed and mitigated and helps avoid higher costs if they should be discovered during construction. Key objectives include evaluating groundwater levels, flow directions, water quality, including assessing any potential need for groundwater control affecting below grade structures. The hydrological study will provide an overview of the hydrogeological conditions on the site using borehole and monitoring well data. Field activities will include groundwater monitoring, soil and water sample collection and analysis, and hydraulic testing on the proposed monitoring well network. This work is seasonally sensitive, with field work required to be completed during the spring and fall, when water levels are highest. It must proceed as soon as possible to avoid any potential delays during future design. Environmental investigations include testing soil and groundwater samples to satisfy the regulatory requirements for soil disposal and reuse. The due diligence Excess Soil Destination Report will provide recommendations as to what soil excavated from the project may need to be exported from the site and may restrict options for disposal based on the soil quality analyses. This work is completed concurrently with the geotechnical drilling, and to be coordinated with information provided by the developer. The intent of the investigation is also to assess excess soil quality, including assessing potential suitability for use of some fill material as topsoil. The consultant will be responsible for peer reviewing the earthworks program being completed by the developer to ensure the requirements are being met for SRCL. Request for Quotation No. Q2025-9 was placed on the City’s bids&tenders portal on January 24, 2025. Fifteen companies responded by the closing date of February 26, 2025. DS Consultants Ltd. was the top-ranked respondent with a price of $130,253.00 (net HST) or $144,640.00 (HST included). Responses were evaluated and ranked based on the consultant’s experience and qualifications, similar or related projects, the respondent’s demonstrated understanding of the - 45 - CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 5 project, and their pricing. All pre-conditions of award required in accordance with the bid document have been received, reviewed and approved. The top-ranked response submitted by DS Consultants Ltd., in the amount of $130,253.00 (net HST) or $144,640.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $144,640.00 (HST included) and the total net project cost is estimated at $130,253.00 (net HST). Attachment: 1.Report OPS 12-24 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC Division Head, Facilities & Construction Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By: Laura Gibbs, MBA, MSc. Director, Community Services Original Signed By: Stan Karwowski Director, Finance & Treasurer - 46 - CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 6 LG:vp Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 47 - Attachment 1 to Report CS 06-25 Report to Executive Committee Report Number: OPS 12-24 Date: June 10, 2024 From: Brian Duffield Director, Operations Subject: Consulting Services for the Seaton Community Centre & Library -RFP2024-7 -File: A-1440 Recommendation: 1. That Request for Proposal No. RFP2024-7 for Consulting Services for the Seaton Community Centre & Library as submitted by Perkins + Will Canada Inc. in the amount of $7,150,000.00 (HST excluded) be received; 2. That the total gross project cost of $10,017,450.00 (HST included), and the total net project cost of $9,021,024.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $9,021,024.00 as approved in the 2020, 2021 and 2024 Capital Budgets and funded as follows: a. The sum of $6,898,430.00 from the DC -Parks & Recreation Reserve Fund; b. The sum of $225,526.00 from the Seaton Land Group FIA; c. The sum of $1,897,068.00 from the DC -Library Reserve Fund; 4. The Council direct the Chief Administrative Officer to provide operational and financial project updates based on the following schedule: December 2024, June 2025 and every six months thereafter until Substantial Performance of the project; 5. That staff be directed to proceed with the recommendations of the Recreation and Parks 10-Year Plan and Arena Strategy as the basis of design and amenities to be included in the Seaton Community Centre & Library; and, 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to award professional consulting services for the design and associated costs required for the Seaton Community Centre & Library to be located on a ten hectare site at the southeast corner of the future intersection of Alexander Knox Road and Burkholder Drive. Anticipated to be roughly 185,000 square feet in size, the new facility will be designed to deliver the amenities recommended by the Recreation - 48 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 2 and Parks Ten Year Plan, Arena Strategy and Library Facilities Plan, subject to Council’s approval and endorsement. Staff will be referring to the project as the Seaton Recreation Complex & Library as a working name, as it better reflects the active nature the nature of this facility. This working name is used throughout the Discussion section of this report. Request for Proposal No. RFP2024-7 was advertised, to the Consultant’s pre-qualified under RFSQ2024-2, on the City’s Bids&Tenders portal on April 12, 2024, and closed on May 13, 2024. All three pre-qualified proponents submitted bids. The Evaluation Committee, consisting of staff from the Office of the CAO, Operations, Community Services, Engineering Services and Pickering Public Library reviewed and evaluated the proposals received using criteria outlined in the bid document. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by Perkins + Will Canada Inc., in the amount of $8,079,500.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $10,017,450.00 (HST included) and the total net project cost is estimated $9,021,024.00 (net of HST rebate). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key of Good Governance -Customer Service Excellence, and Corporate Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community; Lead & Advocate for Environmental Stewardship, Innovation & Resiliency; and Foster an Engaged & Informed Community. Financial Implications: 1. RFP Amount RFP2024-7 $7,150,000.00 HST (13%) 929,500.00 Total Gross Quotation Cost $8,079,500.00 2. Estimated Project Costing Summary RFP2024-7 $7,150,000.00 Associated Costs 300,000.00 Building Permit Fees 540,000.00 Other Permits & Approvals 175,000.00 Contingency 700,000.00 Total Project Cost $8,865,000.00 HST (13%) 1,152,450.00 Total Gross Project Costs $10,017,450.00 HST Rebate (11.24%) (996,426.00) Total Net Project Cost $9,021,024.00 - 49 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 3 3. Approved Source of Funds – Operations Capital Budget Approved Code C10260.2101 (CommCtr) Source of Funds DC -Parks & Recreation Services Reserve Fund Approved Budget $17,760,659.00 Funds Required $6,898,430.00 C10260.2101 (CommCtr) Seaton FIA Reserve Fund 389,341.00 176,883.00 C10905.2101 (Library) DC – Library Reserve Fund 4,861,225.00 1,897,068.00 C10905.2101 (Library) Seaton FIA Reserve Fund 113,775.00 48,643.00 Total Funds $23,125,000.00 $9,021,024.00 Project Cost under (over) approved funds by $14,103,976.00 The Seaton Community Centre & Library was included in the 2022 DC Background Study, and the design component for this project was included in the 2020, 2021 and 2024 Capital Budgets. At this time, it is recommended that all of the design costs be charged to project code C10260.2101 and funded accordingly as referenced in Table 3 above. Once the detailed design is complete, and the footprint split is confirmed between the library and other community and recreational uses, the construction costs will be allocated to the respective capital accounts, once construction begins. As shown above, the funding of the design component will not require any debt financing which is “good news”. This good news can be partially attributable to the fact that the design cost is substantially below the project budget. The lower bid price is partially due to the current competitive environment and the fact that the City being a government entity is a reliable business partner, combined with the inflated current costs of construction having broken the traditional relationship between design and construction costs. The schedule below presents a preliminary estimate of the year-end balance for the two DC funding components. Preliminary Estimate DC Balance for Library and Parks & Recreation ($) As shown below, after funding this cost component, there are still sufficient funds in these two DC components to undertake other growth related expenditures and avoid issuing debt. Included in Table 2, is an estimate for the cost of Building Permit (BP) fees. The final fee amount will be based on the final design of the building. City Development staff will invest their time and expertise to review the extensive drawings for this multi-faceted building and this cost is included in this project to recover City Development staff time. To put another way, City staff are treating this project in a similar fashion as a private sector development. - 50 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 4 DC - Library DC - Parks and Rec A 2024 Opening Balance (10,914,839) (59,297,265) B Est. 2024 Revenue Contribution (2,900,000) (15,900,000) C = A+B Funds Available (13,814,839) (75,197,265) D 2024 & Prior Commitments 2,620,777 55,953,508 E Add: Seaton Design 1,897,068 6,898,430 F = D+E Total Commitments 4,517,845 62,851,938 G = C-F Est. 2024 December 31 Ending Balance $ (9,296,994) $ (12,345,327) Understanding the (Full) Financial Commitment For This Project The awarding of this architect contract only represents one component of the full financial commitment of this project and the architect cost is arguably the lowest cost. The other two components are construction and on-going operating costs. The current preliminary estimated construction cost is approximately $210.0 million. The City will have to borrow funds and have Durham Region issue debt on the City’s behalf to fund these costs. The current work plan is to bring a Report to Council, in the first quarter of 2026, for Council consideration to award the construction contract. This report will also include a revised Annual Repayment Limit (ARL) calculation that would include the construction debt amount plus those projects where the debt hasn’t yet been issued and for those projects that have been approved but not yet started, including a debt financing component. In other words, that future report will provide an up-to-date debt picture for Council’s information and consideration. It should be noted that the determination of the ARL is based on some uncontrollable factors such as interest rates and capital cost inflation. If the current interest rates decrease, the corresponding annual debt payments would be lower, resulting in a lower use of debt capacity. The ARL is a Provincial Regulation whereby the City’s annual debt payments cannot exceed 25 percent of its Net Revenues. In non-technical terms, the ARL could be viewed as the City’s credit card limit. Today, the City’s debt payments (excluding the Pickering Heritage & Community Centre) is around five percent, consistent with where you would find a large majority of municipalities. When staff bring forth the report to award the Seaton Community Centre & Library construction contract, the ARL calculation may indicate that the City is around the 20 percent level. In other words, the City will be using almost 80 percent of its debt capacity under this scenario with the debt limit being so high, the opportunity for the next term of office to consider using debt to finance capital projects may be severely limited. Under this scenario, the new Council would have to adopt a “Pay as you Go” philosophy for capital projects. In other words, the City would have to have the cash in the bank before signing any construction contract. Using existing budget cost profiles, Finance staff estimated the financial impact of the facility’s operating cost on the budget levy. Based on 2024 dollars, if the facility opened on January 1, 2024, the budget levy would have to increase by 4.0 percent for the Seaton Community Centre - 51 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 5 & Library. Therefore, with the 2024 Budget levy increase being 3.99 percent, the total theoretical increase would have been slightly under 8 percent. The programs being offered will impact the revenue stream that in-turn, will have a financial impact on the budget levy increase. Therefore, when the doors open in 2029, Council should expect a “bump up” in the budget levy in addition to the regular annual increase. In addition to the City’s standard procurement processes and procedures, P1 Consulting were retained through a separate competitive process to function as independent fairness monitors. The fairness monitor’s role was to review all procurement documents and observe the procurement process to ensure openness, fairness, and transparency. A summary report of their findings is provided as Attachment 1, confirming that they were satisfied that the City followed procedures applicable to the RFP documents and purchasing policy, and that the participants followed the procedures and fairly applied the evaluation criteria. Discussion: The purpose of this report is to award professional consulting services for the design and associated costs required for the Seaton Community Centre & Library to be located at the southeast corner of the future intersection of Alexander Knox Road and Burkholder Drive. The project site is roughly 10 hectares (25 acres) sloping gradually from north to south, expected to feature a new facility located towards the north end to front onto Alexander Knox Road. Parking and site amenities will be located further south. Residential development exists immediately to the east, with natural ravine features to the south. A stormwater pond and other related features will also be required at the south end of the property, with their design already separately and significantly advanced. Based on review of other facilities with similar amenities to those recommended by the City’s Recreation and Parks Ten Year Plan and Arena Strategy, a building size of approximately 185,000 square feet is anticipated, along with required parking and outdoor features. Specific details will be developed during design, which will include the development three distinct concepts to be presented for public consultation. One preferred option, to be confirmed by Council following the public consultation period, will then be selected for detailed design development, with a tentative construction start date in early 2026. For clarity, it is worth noting that this project was listed as the Seaton Community Centre & Seaton Regional Library in past Development Charge Background Studies. The term has been in the title of this report and prior to this section for consistency. The Recreation & Parks Ten Year Plan instead references the combined facility as the Seaton Recreation Complex & Library. Since the ‘Seaton Recreation Complex & Library’ has also been used to promote this project publicly and is more reflective of the type of facility that is being designed, it is recommended that the facility be called the Seaton Recreation Complex & Library moving forward as a working name throughout the design process. City staff will be seeking sponsorship for naming rights for this facility, which may change the long term name of this facility. - 52 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 6 This will be the City’s first new major recreation complex built since 1983, and only the second such facility in Pickering. It will also be the City’s first new library since the George Ashe Library & Community Centre opened in 2000, and is also the first major City facility to directly service the Seaton community. Its function as a key site for public service delivery must reflect both diverse and emerging needs, explore and leverage new technologies, while also providing opportunities to better engage with and provide services to City of Pickering residents. As part of the City’s commitment to sustainability and responsible environmental stewardship, the building will be designed to meet the latest Net-Zero Carbon Design requirements, as set out by the Canadian Green Building Council, meeting or exceeding past Council direction to ensure that all Seaton facilities be designed to LEED silver or equivalent. Net-Zero design has also become a common requirement for major grant funding opportunities, and will help to reduce future operating costs. On April 24 and 25, Tante Consulting Inc., in collaboration with SAFFY, delivered six, two-hour workshops to City of Pickering staff, members of Council, community partners, and the Library Board of Directors. These workshops aimed to gather insights, perspectives and imaginations, informing a vision for the Seaton Recreation Complex & Library that will be considered and embraced within its design. The workshops resulted in some key themes that form an overall vision for the facility. The Seaton Recreation Complex & Library will be: • a community gathering space • welcoming and inclusive • a space that includes Indigenous representation • designed with the future in mind • designed to be open and intuitive, featuring natural elements • appealing to a multigenerational community • both an indoor and outdoor experience; with outdoor spaces treated as an equal priority • fully accessible The most common themes heard in the vision workshops indicate the Seaton Recreation Complex & Library should be welcoming, inclusive, open, and adaptable; a gathering space with ample outdoor space. The results of the vision workshop are included as Attachment 2. Recreation & Parks Ten Year Plan and Arena Strategy The former Recreation & Parks Plan (“The Plan”) was completed in 2017 and identified the Seaton Recreation Complex & Library as essential to delivering recreation programs and services to the growing Pickering community, especially to the new residents in Seaton. The 2017 Plan recommended the following amenities for the facility: • 25 metre, six lane indoor pool with a separate warm water leisure tank - 53 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 7 • fitness centre with a group fitness studio • full size double gymnasium • walking track • dedicated youth space • multi-purpose spaces, designed with the potential to be re-purposed as an older adult space if needed • consideration of a multi-pad arena The 2017 Plan recommended that Seaton’s new multi-use recreation facility should be designed in a manner that could be expanded to add a multi-pad arena (subject to a future arena assessment) as well as dedicated space for older adults, should longer-term demand necessitate. The facility should be positioned to accommodate both community uses and the local sport tourism market to attract indoor sports tournaments. As a result, consideration should be given to a range of sport friendly design elements where possible including, but not limited to, parking, accessibility features, circulation and gathering areas, spectator seating, electronic score clocks and timers, sufficiently-sized change rooms, storage areas, viewing areas, and other amenities determined through future planning processes. In 2023, the City engaged Monteith Brown Planning Consultants to renew the Recreation & Parks Plan. The new Ten Year Plan (2024-2034) included extensive community consultation that has provided more current data on the recreation needs of the community. The draft Recreation & Parks Ten Year Plan includes more refined recommendations on the amenities for the Seaton Recreation Complex & Library, including amenities in the park adjoining the facility. Planning for the Recreation & Parks Ten Year Plan included the development of a comprehensive Arena Strategy to address ice usage and facility needs. On April 2, 2024, Council received the draft Arena Strategy and on April 26, 2024, Council approved Resolution #461/24, receiving the Arena Strategy for information. Input on the draft Arena Strategy was sought in May 2024. The Strategy was posted on Let’s Talk Pickering from April 26 through May 23 with an option for residents to share thoughts or provide comments, and an Open House was held on May 7 at Don Beer Arena during a hockey try-out evening to engage with ice users. The Strategy and consultation opportunities were promoted widely on the City’s web page, shared with ice user sport groups and their members, signage was put up in the two Arena lobbies, and a social media campaign was executed through the City’s social media channels. An extensive Community Consultation process was launched on both The Plan and The Strategy in November & December, 2023. The engagement campaign included a City-wide survey, two public Open Houses, community pop-ups at various locations in the City, a Youth engagement initiative in collaboration with the School Boards, key stakeholder interviews, and Sport/Culture User Groups Feedback sessions. Over 2,200 surveys were completed providing invaluable feedback throughout the process. The entire campaign reached over 15,000 people and was highly successful in engaging the community in the development process. Community Consultation completed in 2023 informed the recommendations for the amenities required at the Seaton Recreation Complex & Library. - 54 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 8 Recommended amenities now include: Indoor Amenities • An Indoor Aquatics Centre: with a 25-metre lane rectangular pool with a minimum of six lanes plus a separate leisure/therapeutic pool. • A Triple Gymnasium: designed to an appropriate specification including adequate playout dimensions, ceiling heights, flooring and supporting amenities. • Fitness Centre: a training club with weight-training space and group fitness studios. • Multi-Purpose Rooms: for meetings, programs, and gatherings that enable a flexible range of community uses. • Arena: two NHL-size ice pads, as well as an indoor walking track (encircling the ice pad or gymnasium). • Full Service Library: (with Maker Space, collections, printing centre, small meeting rooms, teen area, children’s area, and work/study spaces). • General: provide sufficient spaces for casual social activity, change rooms, washrooms, storage, office space, lobby, etc. Outdoor Amenities • Destination Playground: A large, interactive playground providing space for physical activity and play. • Splash Pad: An attractive and interactive aquatic play area. • Sports Courts: Consideration of multi-sport courts including basketball, pickleball, and tennis. • Skate Spot: A variety of skateable features. Pickering Public Library Facilities Plan The Pickering Public Library Board approved the Library’s Facilities Plan in 2023. This Facilities Plan projects what new library space will be needed in the future based on Pickering’s population growth. In order to meet community demand for library services, the Board has recommended a 30,000 square foot library in Seaton. Pre-Design Work and Schedule Staff are already working to develop the functional program needs of the building, establishing various rooms and other component needs of the building early to help fast-track development of design concepts as soon as the consultants are retained. Schematic designs must develop three initial concepts by September 2024 to enable public and stakeholder consultation to proceed in October-November of this year. Based on feedback collected, one option will be recommended to Council. If accepted, detail design development and construction drawings will follow in 2025. Extensive cost review will be performed throughout the design process to ensure adherence to the project budget. Subject to receipt of all required regulatory approvals, the project will be tendered for construction in early 2026 with a target completion date in late 2028. Following a short fit-out period, the Seaton Recreation Complex & Library would open in early 2029. - 55 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 9 Regular progress updates will be provided to Council in the form of information reports, commencing in December 2024, and every six months thereafter until the project is substantially complete. Program Diversification As reflected in the findings of the Facilities Renewal Study, received for information by Council as part of Report OPS 02-24, many of the City’s existing facilities are aging and in need of retrofit, renovation, or even consideration for future decommissioning. The City currently has a limited number of locations currently available to offer services and programming to residents. By prioritizing the construction of the Seaton Recreation Complex & Library, in accordance with Council’s stated Capital Project Priorities as set by Report FIN 01-24 in January of this year, the City will diversify this offering and provide opportunities to review and address issues related to aging infrastructure by expanding its options across multiple facilities. Construction of the Seaton Recreation Complex & Library will likewise provide alternate venues for programming in cases where short term shutdowns are required for maintenance or renovation at other existing facilities. Currently, such work must either be deferred or limited in scope to avoid impacting programming, unfortunately contributing to ongoing deterioration of existing buildings. Public Engagement Community Consultation for the Seaton Recreation Complex & Library design is based on a Five Phase approach. 1. Phase One (March to August 2024): Residents and sport user groups were consulted on the Arena Strategy from March to May. This included consultation on the recommended two pad Arena at the Seaton Recreation Complex & Library. Residents and sport user groups will be consulted on the draft Recreation & Parks Ten Year Plan through the summer. This phase of consultation will include resident input on the recommended amenities for the Seaton Recreation Complex & Library. 2. Phase Two (April 2024): Six Visioning sessions were conducted involving key stakeholders, members of Council, the Pickering Public Library Board, and City staff. This phase of consultation created a vision for the facility. 3. Phase Three (May 2024): Facility Benchmarking was completed with four Recreation facilities in Milton, Markham, Oakville and Toronto. Facility benchmarking provided data on similar projects and considerations for design. 4. Phase Four (June to October 2024): A comprehensive community engagement will be undertaken in Phase four to determine the preferred design concept for the facility, selected from three design concepts. Phase four is anticipated to result in feedback that may result in adjustments to the overall design, layout or amenities of the facility. The results of Phase Four consultation will be presented in a Report to Council in December, 2024 for Council’s selection of one preferred option to proceed to detailed design development and construction drawings. - 56 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 10 5. Phase Five (December 2024): Phase Five comprises the summation phase, including a “What We Heard” summary, to provide participants of the community engagement with a summary of community feedback. A more detailed version of this community consultation plan can be found in Attachment 3. Associated Costs identified as part of the project costs include: geotechnical studies, third party systems commissioning, land surveys, legal fees, promotional and marketing materials, geothermal and hydrology reports, and any related or required assessments or investigations that may be needed to determine existing conditions, existing potential and suitability for alternative or sustainable technologies, etc., where such work cannot be undertaken by Perkins + Will Canada Inc. or where it is in the City’s interest to retain the third party to complete this work independently. Request for Proposal No. RFP2024-7 was advertised, to the Consultant’s pre-qualified under RFSQ2024-2, on the City’s Bids&Tenders portal on April 12, 2024, and closed on May 13, 2024. All three pre-qualified proponents submitted bids. The Evaluation Committee, consisting of staff from the Office of the CAO, Operations, Community Services, Engineering Services and Pickering Public Library reviewed and evaluated the proposals received using criteria outlined in the bid document. Proposals were evaluated and ranked based on the consultant’s project team composition, proposed project plan, and their pricing. Perkins + Will Canada Inc. was the top-ranked Proponent and is recommended for the award. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by Perkins + Will Canada Inc., in the amount of $8,079,500.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $10,017,450.00 (HST included) and the total net project cost is estimated $9,021,024.00 (net of HST rebate). Attachments: 1. Fairness Monitor’s Report by P1 Consulting, dated May 23, 2024 2. Visioning Workshop and Facility Benchmarking Summary 3. Community Consultation Plan Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP Division Head, Operations Services Manager, Procurement - 57 - OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 11 Original Signed By: Original Signed By: Brian Duffield Laura Gibbs Director, Operations Director, Community Services Original Signed By: Richard Holborn Director, Engineering Services Original Signed By: Jackie Flowers CEO/Director of Public Library Original Signed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer BD:vp Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 58 - Attachment #1 to Report #OPS 12-24 City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report May 23rd, 2024 FINAL - 59 - City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report Table of Contents 1. Project Highlights................................................................................................................... 3 1.1 Introduction and Project Background........................................................................... 3 1.2 Scope of the Fairness Monitor Engagement................................................................. 3 2. Request for Expression of Interest Process ......................................................................... 4 2.1 Development of the RFP ..................................................................................................... 4 2.2 Evaluation Preparation....................................................................................................... 4 2.3 Submission Receipt .............................................................................................................. 4 2.4 Evaluation of the Proposals............................................................................................... 4 2.5 Pricing Evaluation and Final Ranking............................................................................ 4 2.6 Debriefing ................................................................................................................................ 5 3. Conclusion .............................................................................................................................. 5 May 23rd, 2024 Page 2 of 5 - 60 - City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report 1. Project Highlights 1.1 Introduction and Project Background City of Pickering (the City) issued a Request for Proposals (RFP 2024-7) as an invitation to prequalified proponents to submit proposals for Consulting Services for the Design of the Seaton Community Centre and Library. The RFP was preceded by Request for Supplier Qualifications No. RFSQ2024-2, which was completed in early 2024. Three (3) proponents were prequalified as part of that process for the provision of architectural, landscape, engineering and other consulting services, including contract administration and all fees and services in accordance with the requirements of the RFP. The selected proponent will be requested to enter into direct contract negotiations to finalize an agreement with the City for the provision of the Deliverables as described within the RFP. 1.2 Scope of the Fairness Monitor Engagement P1 Consulting was retained in April 2024 by the City to perform fairness monitoring services and provide an independent attestation on the RFP process. Our mandate was to review and monitor the RFP documents and communications, provide advice on best practices, review and monitor the evaluation and decision-making processes to confirm their fairness, equity, objectivity, transparency and adequate documentation throughout the evaluation process. In particular, in our role as Fairness Monitor, we ascertained that the following steps were taken to support an open, fair and transparent process: • Review of the RFP: P1 Consulting reviewed the RFP, and all other supplied documents related to the procurement process to confirm that they were fair, open and transparent. • Evaluation Meetings: P1 Consulting attended and observed RFP evaluation meetings, where the evaluation results were discussed. Additionally, during the evaluation process, we provided verbal and written advice with respect to fairness, objectivity, consistency of process, conflict of interest and confidentiality to confirm strict accordance with the specifications and criteria set out in the RFP documents. All of the tasks above were completed in a manner that was fair, open and transparent. May 23rd, 2024 Page 3 of 5 - 61 - City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report 2. Request for Expression of Interest Process 2.1 Development of the RFP P1 Consulting reviewed the RFP and our comments related to fairness were satisfactorily addressed by the City during the open period process. 2.2 Evaluation Preparation The evaluation procedure documentation was reviewed in advance of the evaluation process. All participants in the evaluation process participated in a training session in preparation for their role in the process, which included the roles and responsibilities of participants and the approach to the evaluation. Each evaluator confirmed they were not in a position of conflict of interest and their continued commitment to the avoidance of conflicts and respect of confidentiality commitments throughout the procurement within the City’s online procurement system. There were no conflicts identified of which we were aware, which prevented a participant from participating in the RFP evaluation. 2.3 Submission Receipt The RFP Closing Date was May 13, 2024, at 2:00 PM EST. The City received submissions from the following three Proponents via their online procurement system: • Diamond and Schmitt Architects Incorporated • MacLennan Jaunkalns Miller Architects Ltd. • Perkins + Will Canada Inc. 2.4 Evaluation of the Proposals In accordance with the RFP, the proposals first were reviewed to confirm they met the mandatory submission and mandatory technical requirements of the RFP. All three proposals were found to pass the mandatory compliance stage and were eligible to continue to the Non- price rated requirements evaluation stage. The City’s evaluation team undertook individual evaluation and scoring of the proposals against the RFP criteria. Subsequent to completion of the individual evaluations, the Team attended an “enhanced consensus” scoring session to discuss and finalize the evaluation results. All proposals met the established minimum thresholds specified in the RFP for the non-price rated criteria and were eligible to proceed to the next stage of evaluation. 2.5 Pricing Evaluation and Final Ranking The pricing evaluation was automatically calculated within the City’s online procurement system, in accordance with the RFP. Based on the cumulated scoring of the evaluated criteria, Perkins + Will Canada Inc. was identified as the top-scoring Proponent to enter into negotiations with the City. May 23rd, 2024 Page 4 of 5 - 62 - City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report 2.6 Debriefing At the time of this report, no debriefings have been conducted related to this solicitation. 3. Conclusion Our fairness review was conducted without influence and as of the date of this report, we confirm that we are satisfied that, from a fairness perspective, the City of Pickering’s RFP for Consulting Services for the Design of the Seaton Community Centre and Library process was conducted in a fair, open and transparent manner. As Fairness Monitor for this Project, we are satisfied that the City has followed the procedures in accordance with the applicable RFP documents and procurement policy, and that the participants followed the procedures and fairly applied the evaluation criteria. Stephanie Braithwaite Director of Fairness Services, P1 Consulting Inc. Lead Fairness Monitor May 23rd, 2024 Page 5 of 5 - 63 - Attachment #2 to Report #OPS 12-24 Vision Workshop and Facility Benchmarking Summary June 10, 2024 Page 1 of 21 - 64 - Vision Workshop and Facility Benchmarking Summary June 10, 2024 Part One: Vision Workshops Presented by tante consulting inc., in collaboration with SAFFY Contact: Terrilyn Kunopaski, Principal, tante 647.888.6358 | terrilyn@tanteconsulting.com Presented to Seaton Recreation Complex & Library Steering Committee Contact: Laura Gibbs, City of Pickering Director, Community Services 905.420.4660 ext. 3709 | lgibbs@pickering.ca Introduction The following pages summarize findings from a series of workshops delivered, to inform a vision and design for the City of Pickering’s Seaton Recreation Complex & Library. Process Summary On April & 25, tante consulting inc., in collaboration with SAFFY, delivered six, two-hour workshops to City of Pickering team members, community partners, and the Library Board of Directors (‘participants’). These workshops aimed to gather insights, perspectives and imaginations, informing a vision for the Seaton Recreation Complex & Library (‘SRCL,’ ‘the Complex’) that will be considered and embraced within its design. Workshop Summary Each workshop kicked off with an introduction to the Seaton community and the plans for the Complex as presented in the Recreation & Parks—Ten-Year Plan. From there, participants formed small groups to participate in an “essence exercise,” tasked with imagining the ideal essence (i.e., intangible vibe) for the new Complex and how this essence is manifested in physical elements (i.e., colour, materials, etc.). They were then challenged to transform this essence into a visual representation, such as a doodle, icon, vision board, logo, etc. Through this activity, participants: • Discussed how they want people to feel when they enter the complex; • Considered how the various elements of the Complex work together to inform an overall experience; • Imagined how the community can use and interact with the various spaces within the Complex; • Contemplated the design, flow and construction of the Complex; and • Envisioned the value and role of the Complex to the Seaton community and Pickering residents more broadly. Page 2 of 21 - 65 - An example of Activity one results: After sharing their Activity 1 creations, Activity 2 tasked participants to fast-forward to 2043—15 years after the Complex opened—and write a letter to their 2024 self, reflecting on the state of the SRLC and their role in bringing it to life. A template was provided to guide imaginations of why they are visiting the facility in 2043: what they felt and noticed while they were there; what they were proud of (having been part of the visioning process); and what they might do differently if they could “go back” and participate in the visioning process again. Through this activity, participants: • Thought about how the visions and priorities identified now will (or will not be) enveloped in the Complex design and development; • Articulated possible wins and challenges that could manifest within the Complex, based on the planning and design process happening at this stage of the project; • Imagined who will be using the Complex and how users interact with the spaces; and • Considered less-than-ideal outcomes for the Complex, and proactive solutions to avoid gaps and/or failures. Page 3 of 21 - 66 - An Example of Activity 2: Vision & Guiding Principles Based on workshop outcomes, we have defined the following vision to guide the next steps in the SRCL’s development: The Seaton Recreation Complex and Library is a vibrant community gathering place, where people from across Pickering and beyond feel welcomed, represented and engaged. Recommended guiding principles include: 1. Connection and community 2. Adaptability and sustainability 3. Wellness and accessibility Note: These elements are not further developed due to the scope of this Report. Page 4 of 21 - 67 - What We Heard The following pages summarize the ideas, themes and concerns shared throughout the workshops. Note that these findings represent recurring/prominent themes identified and do not necessarily reflect the views of all people engaged. Analysis is not included within this section; it is simply a summary of “what we heard,” presented as visions for the Complex. The SRCL is a community gathering space. We heard hopes that the Complex is a destination with an air of excitement, creating spaces that foster connection between community members. Participants echoed a desire to see the SRCL as a place where folks go not just because they need to, but because they want to; where people of all ages can hang out, read a book, participate in/seek out programming, or drop by to see what’s going on and who’s there. We heard a desire to see some sort of “wow” factor within its design, establishing the SRCL as an iconic space and point of pride for locals, thereby further encouraging regular visits. Additionally, they shared a vision for a facility where caregivers can drop their children off, and instead of leaving the property until pick-up time, they stay to participate in a class, grab a bite to eat, or find a place to relax. While a sense of energy and vibrancy are key to creating this community gathering space, participants say that calm and quiet areas must also be incorporated for those seeking an escape. Ultimately, participants see the SRCL as a place that strengthens users' social, physical, and emotional wellness. The SRCL is welcoming and inclusive. Participants shared a vision for the SRCL to be a welcoming, inclusive and inviting space. They shared that, practically speaking, this means having multiple entry points and no front desk immediately inside the doors, creating easy flow into the building and open sight lines. There were a number of visions for how a “welcoming and inclusive” space is fostered otherwise, particularly in ways that allow the community diversity to be reflected. For instance: featuring public art, inside and out; offering spaces that can be used for community and cultural events; including non-gendered toilets; incorporating multilingual services and/or wayfinding; using bright and warm colours; and providing comfortable seating. Accessibility, mental wellness and trauma-informed design considerations are also noted, as well as accessible program pricing. One recommendation shared is to lean on the City’s Equity, Diversity and Inclusion Strategy in the Complex’s planning and development. Finally, participants brought up the need to consider local houseless folks, and how the SRCL might be able to offer a reprieve or safe space for them. The SRCL includes Indigenous representation. Participants acknowledged the potential for the SRCL to embrace a responsibility regarding decolonization and reconciliation. We heard that its proximity to Indigenous burial grounds makes this especially important. One suggestion is that the City consider renaming the Complex, for example by incorporating an Indigenous language. Page 5 of 21 - 68 - The SRCL is designed now with the future in mind. Participants discussed how City projects are often developed to fit within a budget rather than having budgets fit the project's needs. They shared that this leads to greater costs down the line, to make up for initial shortcomings. We heard that there is a deep aspiration that the SRCL project budget be expanded so the Complex can be built with the future in mind, proactively addressing challenges that can be identified now. For instance, participants shared that the structure itself must be flexible, adaptable and designed for different uses. On one hand, this refers to the ability to adapt courts, ice pads and other spaces to host various activities (i.e., the ice pads can be converted for roller skating). On the other, adaptability means having the physical infrastructure in place to allow for physical expansion and development as needs change. There is a desire to invest in stacked parking now, knowing this will be a need as the community grows, and to provide more outdoor space which addresses a current gap that will only deepen as the population continues to grow. Sustainability—considering durable, maintenance-friendly and resilient materials—is another consideration brought forward, within the theme of future-proofing the Complex. Finally, participants proposed incorporating technology to enhance the experience and provide connections to the Complex without being there physically. The SRCL design is open and intuitive, featuring natural elements. We heard visions for the Complex to “bring the outdoors in,” featuring natural materials (i.e., exposed wood, stone) and walls of windows overlooking the outdoor spaces, also letting the natural light in. Some suggested incorporating a courtyard, gardens and greenery inside the building, as a way to provide green space year-round. (This also lends to prospective programming.) Participants shared hopes that the design allows visitors to intuitively find where they need to go, supported by clear wayfinding. Additionally, they hope there are windows throughout the building so visitors can see into various spaces/the activities taking place, which inspires them to participate while adding energy to the building overall. Further, we heard visions for the open design concept to lend to library programming and services to be incorporated into the recreation spaces and common areas. The SRCL appeals to a multigenerational community. We heard that multigenerational perspectives must inform the SRCL’s design and programming. Participants shared a desire for a genuinely seniors-friendly facility, made possible through parking, signage and security considerations. They also suggested engaging local youth to understand how the Complex is developed to cater to their needs and interests. Including children’s programming and passive uses of the space were also recurring themes, as was an opportunity to provide City services onsite—for example, offering “one-stop shop” kiosks where visitors can also pay their taxes or apply for permits. Small considerations with major impacts, such as easy access to wifi, were discussed when considering how to appeal to various user groups. Finally, participants pointed to a need to consider how to create positive work environments for City staff who work at the SRCL. Page 6 of 21 - 69 - The SRCL’s outdoor spaces are an equal priority. There was a resounding theme of disappointment regarding the shrinking outdoor space within the Complex available for public use (beyond parking). Some participants suggested that the City build a smaller facility with more outdoor space. Still, we heard that the outdoor space presents an opportunity for public gatherings year-round and beyond the Complex’s operating hours. Participants hope to see the outdoor space connected directly to the facility (versus being separated from the building by the parking lot). We heard ideas to include social areas, shade structures, toilets accessible after hours, and green walls (instead of fences). Participants also discussed opportunities to connect the Complex to nearby trails (through wayfinding, public art, etc.) and potentially provide equipment for trail exploration (i.e., bike or snowshoe rentals, available via the Library). Additionally, participants identified an opportunity to activate the Complex’s rooftop as a usable outdoor space, for example, as a place for a community garden. The SRCL is fully accessible. Participants spoke to accessibility in all senses of the word. When it comes to physical accessibility, they flagged specific considerations such as parking, ramps and elevators. One specific note was to ensure main entrances are wheelchair accessible, as to not “other” folks with disabilities (i.e., by sending them to an entrance behind the building). Multisensory experiences were also discussed, particularly to appeal to folks who are neurodiverse. Creating easy access to the Complex was another point of conversation, as we heard a need for increased transit, bike lanes and/or shuttle services to the Complex. Key Words Terms and considerations repeated throughout the workshop sessions, as captured in the above “What We Heard” summary include: Design Essence Uses & Users Sustainable Welcoming* Diverse Adaptable* Inclusive* Multigenerational Modern Gathering space* Safe Community Open* Destination Fluid Energetic/Vibrant Natural Warm Bright Ample outdoor space* “Wow” factor * indicates most-repeated themes Page 7 of 21 - 70 - Ideas Throughout our discussions, participants had several specific ideas regarding visions for the SRCL. As follows: • Create spaces where local entrepreneurs can host pop-ups or small markets can take place. • Consider an art-lending program via the Library as a way to source public art for display throughout the Complex. • Provide cooling stations and EV charging stations as outdoor amenities. • Develop cross-connections between the SRCL and the Chestnut Hill Recreation Centre rather than approaching each as a singular entity (i.e., in programming). • Consider opportunities to develop the SRCL for sport tourism. • Approach Complex design in pursuit of certifications such as Leadership in Energy and Environmental Design (LEED) and WELL. • Provide a scooter and/or bike-sharing program for easy access to/from the Seaton neighbourhood, potentially led by the Library. Page 8 of 21 - 71 - Part Two: Facility Benchmarking Staff from the Seaton Recreation Complex & Library working group visited facilities that were constructed recently to identify beneficial design features and lessons learned on what not to do from municipal staff that led the projects. Facility visits took place on May 1 and 2 and included staff from Engineering Services, Operations Community Services and Pickering Public Library. Sixteen Mile Sports Complex (under construction) 3170 Neyagawa Boulevard, Oakville Construction cost: • The 2023 facility construction budget was $57,369,000 plus contingency. • The community centre & library construction tender closed in March 2023. The lowest bid submitted was $74,818,000 plus contingencies. • In 2023 an additional $16,500,000 was added to the construction budget for the Sixteen Mile Community Centre and Library budget and $2,225,000 was added for the construction of Sixteen Mile Park. • The total budget is: $76,094,000. Year opened: Community Centre opening 2025 Key amenities: Indoor Facilities: • Double Gymnasium & change • Pool change rooms rooms • Lobby and reception • Library (vimeeting rooms, reading • Indoor athletic track area, staff rooms, outdoor play • Weight and cardio room area, outdoor terrace, children’s • Fitness studio collection, creation zone) • Meeting and multi-use rooms • 6 lane pool with separate warm water leisure tank Page 9 of 21 - 72 - Sixteen Mile Community Centre and Public Library: Level 1 Floor Plan Sixteen Mile Community Centre and Public Library: Level 2 Floor Plan Outdoor facilities: • Field House • Natural turf field with lighting and spectator seating • Artificial turf field with lighting and spectator seating • Cricket pitch • Fitness space • Splash pad • Playground • Skate/scooter park • Pump track • Beach volleyball court • Tennis courts • Pickleball courts • Cricket batting cage • Basketball courts • Dog park Page 10 of 21 - 73 - Sixteen Mile Community Centre and Library Adjacent Park Plan Aaniin Community Centre 5665 14 th Avenue, Markham Size: facility is 122,000 square feet; on 13 acres. Construction cost: $52,000,000 Year opened: 2018 Key indoor amenities: • Double gymnasium • Teaching kitchen • Library (includes various program and meeting rooms, youth room) • Aquatics centre (25 metre pool with warm water leisure tank and climbing wall) • Performance space in foyer with amphitheater seating Outdoor amenities • Destination playground • Sculpture garden and large illuminated public art feature • Food concession • Fitness studios • Health centre with cardio and weight equipment • Indoor playground • Sensory room • Older adults room • Multi-purpose program rooms • Basketball courts • Large shaded areas Page 11 of 21 - 74 - Aaniin Library. The interior staircase is mirrored by a wide, heated and shaded outdoor concrete amphitheater seating that is used year round. Aaniin Community Centre & Library and Adjacent Park Layout Sherwood Community Centre and Library Page 12 of 21 - 75 - 6355 Main Street West, Milton Overview: 130,000 square feet Construction cost: $45,000,000 Year opened: 2019 Key indoor amenities: • Two Arenas • Pool (lap pool and warm water leisure pool with climbing wall) • Fitness studio • • • Meeting rooms and event spaces Library Concession stand Outdoor amenities: • Basketball court • An outdoor frisbee court and trails are located in the large park behind the community centre • Skate Park Page 13 of 21 - 76 - Sherwood Community Centre and Library main foyer Ethennonnhawahstihnen Community Recreation Centre and Library 100 Ethennonnhawahstihnen Lane, North York Toronto. Overview: 218,000 square feet Square footage of key spaces: - Recreation centre: 38,000 sf - Aquatic centre: 27,000 sf - Library: 13,000 sf - Child Care Centre: 6,400 sf - 196 space underground parking lot is included in total sf count. Construction cost: $81,000,000 Year opened: 2024 Key amenities: • Fitness/dance studios (2) • Lounge • Double gymnasium • Multipurpose rooms (5) • Indoor pool and separate warm • Weight/ cardio room water leisure tank • Walking track • Teaching kitchen Page 14 of 21 - 77 - Outdoor amenities: • Splash pad • Sports field • Playground • Outdoor skating rink Ethennonnhawahstihnen Walking Track and Gymnasium Facility Benchmarking: Design Features Facility design highlights are summarized below. Aquatics Centres Aquatics Centres include pools that are typically 25 metres in length with six to eight lanes. Several pools include play features like climbing walls, and spray features. Many warm water tanks included a deep end suitable for shallow aquafit or swim lessons. Other design considerations include: • Accessible pool entry (i.e. ramps) built into pool design. • Spectator areas incorporated into the pool design. Aaniin had a separate entry to the spectator area. This helps to keep the Aquatic Centre clean as spectator are not walking through the pool area with shoes on. • Staff offices and lifeguard spaces were integrated with large windows and clear sight lines. • Municipal staff recommended building more square footage into pool decks to allow for maintenance, cleaning and spectator areas. Page 15 of 21 - 78 - Aaniin Aquatics Centre Changerooms Sport complexes have chosen to construct universal changerooms with maximum sight lines directly from the pool. Most facilities included a large block of universal wet changerooms. Several facilities had both wet and dry changerooms to service the pool and gymnasium separately. Dry changerooms in Toronto and Markham are gender- specific and all wet changerooms are universal. All Toronto and Oakville recreation facilities are being designed with universal only changerooms for pool use. • Changeroom design included large windows for clear sight lines from the hallway through to the pool • Changerooms are large and typically spanned the full length of the pool; 30 self contained changerooms in Sherwood Community Centre; 46 self contained changerooms at Aaniin. • Large universal changerooms are designed to be divided into two spaces. This allows for a portion of the changerooms to be closed for cleaning or maintenance without disruption to patrons. • Individual washrooms are included in changeroom spaces. • Many changerooms are also outfitted with benches, hooks and child change tables. Universal changerooms had zero sightlines for self contained units; however, did have a two to four inch gap at the bottom of each stall. Page 16 of 21 - 79 - From top left: Ethennonnhawahstihnen clear views to the pool; view of Ethennonnhawahstihnen changeroom from adjoining hallway; Sherwood Community Centre & Library clear views to the pool. Library Spaces Library spaces ranged from 13,000 square feet to 22,000 square feet on a single floor or split over two floors. The libraries had some design features in common: • Clear sightlines • Optimal zoning and adjacencies to ensure a variety of spaces for different levels of noise and levels • Large, children’s area • Dedicated spaces for teens • Laptop bars along large windows for work and study • Large windows that offer natural light • Beneficial design features include: • Large, open entrance that offers appealing collections and a variety of moveable furniture • Multiple small study rooms and meeting spaces of various sizes. • Public art that reflects the community • Play spaces for young children • Maker spaces support independent project work and programming • Program rooms that adjoin both the library and the community centre, for shared use. The Aaniin library shared a large, dividable program room, youth room and café (volunteer run) with the Community Centre. Page 17 of 21 - 80 - Teen Space adjoining both the Library and Community Centre, and a block of independent workstations at Aaniin Library. Outdoor Amenities In many of the facilities, outdoor spaces were integrated into the community centre functionality, and were used as year-round passive spaces. This was achieved with various design features. Input we received from municipal staff was that these outdoor spaces were used year-round, so incorporating shade as well as heat sources was important. Outdoor terraces at Ethennonnhawahstihnen: The Outdoor Terrace (pictured left) adjoins a large, dividable program room and teaching kitchen. The rooftop terrace (pictured right) includes a sink and table top, with some seasonal seating. The rooftop terrace is adjacent to the Lounge, a passive use space. Page 18 of 21 - 81 - Outdoor Program Space at Sherwood Community Centre and Library There is a small outdoor program space accessible from the (pictured through the library window). The program space includes shade structures and high- quality outdoor furniture. The Library animates this space by running programs. It is also used for passive use and there was a variety of outdoor games (i.e. large Jenga), chalk and activities for kids available. This program space included gardens and library staff include garden/seed programs in this space. Outdoor Spaces at Aaniin Community Centre & Library Aaniin has several areas where amphitheater seating has been incorporated into the design, including in the main foyer and in the outdoor space adjoining the Library (pictured below, left). Aaniin library staff indicated that the outdoor amphitheater space is used frequently as a study space, gathering spot, lunch space, and as a hangout for teens and youth. The tiles are heated in the winter, and the space is shaded from the sun. Aaniin also has outdoor spaces that accommodate both passive use and also larger scale programs or events (pictured below, right). The overhang of the roof provides shade and also a connection between the outdoor space and the interior of the facility. Municipal staff indicated the outdoor spaces are widely used by residents. Page 19 of 21 - 82 - Program & Passive Use Spaces The quality of furniture, equipment and finishes varies greatly between facilities. Incorporating a range of furniture options and high-quality, finishes like flooring, wall tile and audio/visual equipment contribute to a welcoming environment. Ethennonnhawahstihnen has particularly high quality finishes. Program spaces were also designed with ample storage space, decreasing clutter in these spaces. The use of lower quality elements like cinder block walls and plastic furniture in other facilities presented a stark contrast to the warm and welcoming space that was created in the Ethennonnhawahstihnen facility. Pictured below is Ethennonnhawahstihnen Community Centre and Library Fitness Room / Dance Studio (one of two), Lounge, and a Program Room. Page 20 of 21 - 83 - Summary of findings from facility benchmarking: 1. The location of entrances into the building should ensure high visibility of different amenities and spotlight the activities happening in the building. 2. Foyers and lobbies should be designed for programming, social connection and passive activities, and include natural materials to create a more welcoming environment. 3. Design program spaces to be shared between the Library and Community Centre for optimal use. 4. Attention needs to be taken when designing staff spaces. Many staff areas were very small with very limited storage, leading to cluttered workspaces. 5. Integrate outdoor spaces into the functionality of the facility. Consider design for year-round use. 6. Zero carbon and sustainability design features were successfully implemented in facility design. Staff from the Sherwood Community Centre and Library reported that solar panels on the roof provided 80% of the facility power and resulted in operational cost savings on utilities. The Toronto community centres are also incorporating solar panels into new facility design as a standard. Page 21 of 21 - 84 - Attachment #3 to Report #OPS 12-24 Community Consultation Plan A comprehensive Community Engagement Plan has been developed to support the design of the new Seaton Recreation Complex & Library project. The consultation involves a five phased approach and a number of engagement tactics to ensure that the City garners as much input on the three proposed designs as possible. Phase Timeline Specifics Phase 1: Follow up with Stakeholders from the Recreation & Parks Ten Year Plan March- July Arena Stakeholder were consulted from March-May on the draft Arena Strategy; Stakeholders/residents will be consulted on the draft Recreation & Parks - Ten Year Plan in June/July Phase 2: Facility Visioning April 6 Visioning Sessions were conducted involving key stakeholders, including Council, Library Board, various staff, and community stakeholders. The Visioning Exercise Results have been attached as Attachment 3 Phase 3: Facility Benchmarking May Site visits were conducted at various Community Centres by staff to learn best practices and seek lessons learned from similar projects. Sites included: Sherwood Community Centre and Library – Town of Milton; Aaniin Community Centre and Library – Town of Markham, Ethennonnhawahstihnen Community Recreation Centre and Library – City of Toronto; Sixteen Mile Sports Complex (Design only) – Town of Oakville Phase 4: Design Concept Consultation June- October Detailed Community Engagement Campaign Details Summarized Below Phase 5: Summation Phase December 2025 Report will include “What We Heard” – summary of all engagement activities Council Report with recommended design option Phase 4 – Design Concept Consultation This campaign will include a soft launch of the project to generate awareness and interest, including the development of the Let’s Talk Pickering portal, that will include background information, project timeline, a video about the project, details about the Architectural firm, background reports, and Q&A section. Updates will be made to the project page as they become available. The active portion of the campaign will run for a - 85 - five week period, beginning October 1 through November 7, 2024. A campaign kick-off event will take place at Chestnut Hill Developments Recreation Complex on Tuesday, October 1, 2024 at 10:00 am and run throughout the day. The remaining weeks will involve community pop-ups at both Arenas, Community Centres such as George Ashe Community Centre & Library, East Shore Community Centre, Dr. Nelson F. Tomlinson Community Centre, Pickering Museum Village, as well as pop-ups at Pickering Town Centre, various City events such as Fall Fling, Durham Children Games, Active Living Fair, and at the Pickering Go Station. Staff will also be hosting a special day at Rick Johnson Memorial Park to engage with the Seaton community directly. Youth input will also be sought through direct reach out at the Teen Dance, various youth events and in the schools directly. A detailed communication plan has been developed to ensure that the campaign is widely promoted. Promotional tactics include a postcard direct mailout, flyer distribution through the tax bill mailout, Curbex sign boards (6 locations, including 3 signs in northern sites), Digital community signs, promotional banners & flyers in community facilities, and extensive social media outreach. All sport/cultural groups, key stakeholders, and resident associations will be included in the communication reach, as well as presentations will be made to City Advisory Committees in September and October. - 86 - Report to Council Report Number: CS 09-25 Date: April 29, 2025 From: Laura Gibbs Director, Community Services Subject: New Vehicle Storage Shed at the Operations Centre Tender No. T2025-1 File: A-1440 Recommendation: 1. That the bid submitted by Gerr Construction Limited in response to Request for Tender No. T2025-1 for the construction of the New Vehicle Storage Shed at the Pickering Operations Centre, in the amount of $3,124,032.00 (net HST) or $3,469,100.00 (HST included) be accepted; 2. That the total gross project cost of $4,011,500.00 (HST included), including the amount of the tender, construction contingency, and other associated costs, and the total net project cost of $3,612,480.00 (net HST) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $3,612,480.00 to be funded from the Operations Centre Reserve Fund as approved in the 2023 and 2024 Capital Budgets: 4. That the Director, Operations be authorized to execute the CCDC-2, 2020 Stipulated Price Contract with the above-mentioned contractor pursuant to Request for Tender No. T2025-1; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to award a construction contract and related work for the construction of the new Vehicle Storage Shed at the Pickering Operations Centre located at 1955 Clements Road. The purpose of this new shed is to provide all materials, labour and equipment required for the construction of an approximately 1,180 m2 single storey storage shed with six heated bays and seven unheated bays for a total of 13 vehicle and equipment storage bays as tendered through Request for Tender No. T2025-1. This shed is required to provide additional vehicle storage and maintenance capacity at the Operations Centre at Clements Road, addressing increasing demand as growth continues in the community, until a separate Public Works Depot can be constructed in the north. Request for Tender No. T2025-1 was advertised to the Contractors pre-qualified under RFSQ2024-7 on the City’s Bids & Tenders portal on January 24, 2025, and closed on March - 87 - CS 09-25 April 29, 2025 Subject: New Vehicle Storage Shed at the Operations Centre Page 2 27, 2025. Bid submissions were received from all pre-qualified contractors. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the lowest compliant bid submitted by Gerr Construction Limited in the amount of $3,124,032.00 (net HST) or $3,469,100.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $4,011,500.00 (HST included), and the total net project cost is estimated at $3,612,480.00 (net of HST rebate). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan of Advocate for an Inclusive, Welcoming, Safe & Healthy Community. Financial Implications: 1. Tender Amount Tender T2025-1 $3,070,000.00 HST (13%) 399,100.00 Total Gross Tender Cost $3,469,100.00 2. Estimated Project Costing Summary Tender T2025-1 $3,070,000.00 FF&E 100,000.00 Contingency (12%) 380,000.00 Total Project Cost 3,550,000.00 HST (13%) 461,500.00 Total Gross Project Costs $4,011,500.00 HST Rebate (11.24%) (399,020.00) Total Net Project Cost $3,612,480.00 3. Approved Source of Funds – Operations Capital Budget Approved Code Source of Funds Funds Available Funds Required C10300.2307 Ops Centre Reserve Fund $4,266,567.00 $3,612,480.00 Finance Department staff have had conversations with the vendor regarding the possible financial impacts of the tariff war. This project will have some U.S. made components such as steel, overhead doors, mechanical materials/equipment and electrical materials/equipment. At this current time, it is unknown the percentage of U.S. made goods/products relative to the bid Project Cost under (over) approved funds by $654,087 - 88 - CS 09-25 April 29, 2025 Subject: New Vehicle Storage Shed at the Operations Centre Page 3 price. The bid price supplied by the vender includes all known tariffs/duties as of March 27, 2025. The contractor is committed to making best efforts basis to initiate cost savings proposals, including substitutions for Canadian made products versus U.S. made goods; however, it is our understanding that any substitutions on this project would have to follow the CCDC2 Change Order process and involve the City and its consultants (architect and applicable engineering). Gerr Construction Limited acknowledges its responsibility to keep the City informed in a timely manner regarding possible supply chain interruptions and price increases due to tariff related events. Discussion: The purpose of this report is to award a construction contract and related work for the construction of the new Vehicle Storage Shed at the Pickering Operations Centre located at 1955 Clements Road with 13 fully enclosed vehicle and equipment storage bays. Since the opening of the Operations Centre, the City has grown significantly, adding two new snowplow routes and two new sidewalk routes as well as several new parks proportionally increasing the required level of service. The existing 16 bay vehicle storage shed at the Pickering Operations Centre is at capacity and unable to accommodate additional equipment needed to maintain required levels of service as the City continues to grow. The proposed 13 bay vehicle storage shed is required to provide additional capacity, including 6 separately enclosed heated bays to house all the new equipment associated with the City’s increased maintenance responsibilities. It will be constructed on an open portion of the Operations Centre property, located immediately to the south and behind the Pickering Soccer Centre, entirely within the secure fence line. The heated storage bays will be used to store equipment that requires water such as street sweepers, steamer trailers, water trailers, paint trailers, etc. The unheated storage will be used to store seasonal equipment for winter control as well as summer operations. If approved, the project is expected to be completed by the end of November 2025 in time for use during the 2025-2026 winter control season. Request for Tender No. T2025-1 was advertised to the contractors pre-qualified under RFSQ2024-7 on the City’s Bids & Tenders portal on January 24, 2025, and closed on March 27, 2025. Bid submissions were received from all pre-qualified contractors. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the lowest compliant bid submitted by Gerr Construction Limited in the amount of $3,124,032.00 (net HST) or $3,469,100.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $4,011,500.00 (HST included), and the total net project cost is estimated at $3,612,480.00 (net of HST rebate). Attachment: None. - 89 - CS 09-25 April 29, 2025 Subject: New Vehicle Storage Shed at the Operations Centre Page 4 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP Division Head, Facilities Manager, Procurement & Construction Original Signed By: Laura Gibbs, MBA, MSc. Director, Community Services Original Signed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer BD:vp Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 90 - Report to Council Report Number: ECD 03-25 Date: April 29, 2025 From: Fiaz Jadoon Director, Economic Development & Strategic Projects Subject: Licence Agreement with Open Studio Art Café Seasonal Patio on City Owned Lands File: A-1440-001 Recommendation: 1. That Council approve the Draft Licence Agreement for the temporary use of City Property, adjacent to 617 Liverpool Road, to operate a seasonal patio between the City of Pickering and Open Studio Art Café, from May 1, 2025 until November 30, 2025; 2. That the Mayor and City Clerk be authorized to execute the Licence Agreement between the City of Pickering and OSAC, in the form as attached to this report, subject to revisions as may be acceptable to the Chief Administrative Officer, the Director, Corporate Services & City Solicitor and the Director, Economic Development & Strategic Projects; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to seek approval from Council to execute a Draft Licence Agreement with Open Studio Art Café (OSAC), located at 617 Liverpool Road, to operate a seasonal patio on the City owned boulevard in front of the establishment. Seasonal patios were previously approved at this location annually from 2020 through to 2022, under the City’s Temporary Patio Program, a business continuity program implemented by the City during the period of pandemic restrictions for restaurants. The Temporary Patio Program has since closed, however, OSAC wishes to continue the practice of operating a seasonal patio on the City’s boulevard. Through a License Agreement in 2023 and 2024, the City agreed to allow OSAC to operate a seasonal patio in front of the establishment. The request for this year’s seasonal patio is in the same location as previous years and would continue to be subject to the requirements of the Ontario Fire Code, the Ontario Building Code, the Accessibility for Ontarians with Disabilities Act, and all Provincial and Regional Health Department regulations. Staff recommends that the City enter into a License Agreement with OSAC for temporary use of the City’s boulevard from May 1, 2025 until November 30, 2025. - 91 - ECD 03-25 April 29, 2025 Subject: Licence Agreement with Open Studio Art Café Page 2 The OSAC seasonal patio would be subject to terms that restrict the patio patron movements to within the identified boundary of the seasonal patio, that restricts amplified music after 9:00 pm, and that excludes outdoor cooking. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Champion Economic Leadership and Innovation; and Strengthen Existing and Build New Partnerships. Financial Implications: A one-time fee of $500.00 plus HST will be payable by OSAC, as a term of the Licence Agreement. No additional financial implications will be associated with this Licence Agreement. Discussion: The purpose of this report is to seek authorization from Council to execute a Draft Licence Agreement with OSAC, located at 617 Liverpool Road, to operate a seasonal patio on the City owned boulevard in front of the establishment. OSAC is located at 617 Liverpool Road in the Nautical Village. For the sixth consecutive year, OSAC is requesting permission to operate a temporary seasonal patio on the City owned boulevard in front of the establishment. City staff in Fire Services, Municipal Law Enforcement, and Building Services have considered this request, and have no objection to the location of the seasonal patio. The term of the Licence Agreement is from May 1, 2025 until November 30, 2025. The patio must be removed at the end of the term to accommodate the City’s Winter maintenance program. OSAC has provided the requisite Certificate of Insurance noting the City as an added insured, in an amount as required by the City. Compliance with the Ontario Building Code, Ontario Fire Code, the Accessibility for Ontarians with Disability Act, applicable Municipal By-laws and current Provincial and Region of Durham Health & Safety criteria must be maintained at all times, all of which are subject to inspection without notice. Staff recommends the City enter into a Licence Agreement (see attached Draft Licence Agreement) with OSAC for the temporary use of the City owned boulevard, as indicated in the site drawing (see Location Map, Attachment 1 – Schedule “A”). Any future requests for use of the City’s boulevard for seasonal patio use will be reviewed on an annual basis, and brought to Council for their consideration. Attachment: 1. Draft Licence Agreement - 92 - ECD 03-25 April 29, 2025 Subject: Licence Agreement with Open Studio Art Café Page 3 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Azeem Shah Fiaz Jadoon, Ec.D, CEcD,MPM,B.COMM Senior Advisor, Creative Industries & Tourism, Director, Economic Development & Economic Development & Strategic Projects Strategic Projects FJ:as Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 93 - Attachment 1 to Report ECD 03-25 Draft Licence Agreement 1 - 94 - This Licence Agreement is made this 4th day of April, 2025. Between: Open Studio Art Café Inc. (the "Restaurant”) -and – The Corporation of the City of Pickering (the "City") Whereas the City owns the lands legally described as Liverpool Road, south of Annland Street being the Road Allowance between Lots 22 and 23, Range 3, Concession Broken Front, Pickering; and Whereas the Restaurant wishes to use a portion of the City-owned lands as shown in red on the location map attached hereto as Schedule “A” (the “Lands”) for the purpose of operating a Seasonal Patio for the serving of food and beverages; and Whereas the City has agreed to grant to the Restaurant a non-exclusive licence permitting the Seasonal Patio on the Lands subject to the terms and conditions set out in this Licence. Now Therefore in consideration of the mutual covenants hereinafter set forth and other good and valuable consideration, the City and the Restaurant agree as follows: Licence 1. Subject to the terms of this Licence, the City grants permission to the Restaurant to use the Lands on a non-exclusive basis for the Seasonal Patio. 2. The Restaurant acknowledges that this Licence does not create an interest in the Lands nor does the Restaurant claim any past or present interest, howsoever arising, as a result of or connected in any way with the use and occupation of the Lands. 3. The licence granted herein is only for the duration of this Licence and only for the purposes and uses stated herein. No other purposes shall be permitted without prior approval from the City. 4. The licence granted herein is not exclusive and the City reserves the right to enter onto the Lands and to grant, renew or extend licences and other interests to other third parties. 2 - 95 - Term 5. Unless earlier terminated as provided herein, the term of this Licence shall commence on May 1, 2025, and will expire on November 30, 2025 at 9:00 pm (the “Term”), subject to the terms and conditions of this Licence Agreement. This agreement shall be effective on the day it is last signed by either party. 6. Except as otherwise provided for in this Licence, this Licence may be terminated by the City at any time and for any reason during the Term upon thirty (30) days prior written 7. Fee 8. 9. notice to the Restaurant. Notwithstanding the foregoing, if at any time the Restaurant is in default in the performance of any of its obligations under this Licence, the City shall have the right to terminate this Licence forthwith and thereupon all the rights of the Restaurant shall immediately cease. The City shall not be liable for payment to the Restaurant for any damage or loss arising from the termination of this Licence by the City pursuant to this Section Upon the expiry or earlier termination of this Licence, the Restaurant shall remove the Seasonal Patio, at its own expense, and restore the Lands to its original condition. The Restaurant shall pay a one-time fee of Five Hundred dollars +HST, payable to the City upon execution of this Licence Agreement, and shall be responsible for payment of all applicable non-City permits, licences, staffing charges, and approval fees where applicable. Applicable Laws The Restaurant shall comply strictly with all applicable law, by-laws, rules and regulations governing its use of the Lands for the Seasonal Patio, including, but not limited to, the City’s Noise By-law, Traffic and Parking By-laws, the Ontario Building Code (OBC), the Ontario Fire Code (OFC), the Accessibility for Disabled Ontarians Act, and all applicable requirements of the Technical Standards & Safety Authority. 10. The Restaurant, where applicable, shall obtain all necessary permits, licences and approvals that may be required in connection with its use of the Lands for the Seasonal Patio, including, but not limited to: a. Tents, should they be constructed, must comply with applicable building permit requirements under the Building Code Act, OBC and the City’s Temporary Tent Standard Operating Procedure (City Development Department); b. Compliance with the Health & Safety Guidelines as issued for outdoor patio operations by the Province of Ontario and the Durham Region Health Department, and all applicable Fire Code requirements; and c. No smoking signs to be placed, in accordance with the Durham Region smoking ban by-law. 3 - 96 - Fire Safety & Ontario Building Code 11. The Restaurant acknowledges that the Seasonal Patio is subject without notice, to: a) inspections to be carried out by City of Pickering Fire Services to determine compliance with the OFC; and b) inspections to be carried out by City of Pickering Building Services Section to determine compliance with the OBC. 12. The location of the Seasonal Patio must maintain a 1.2 metre clearance from all fire hydrants or fire connections (Siamese) and they must be visible and accessible at all times. 13. The outdoor preparation or cooking of food is not permitted. Utilities 14. The Restaurant shall assume all costs and expenses in connection with the Seasonal Patio, including, but not limited to, all utility costs. 15. The Restaurant and its employees, agents and contractors, including its electrical support group, is prohibited from altering City electrical infrastructure, and is only permitted to use existing outlets. 16. The Restaurant shall ensure all power cords have been covered to avoid tripping hazards. 17. The City assumes no responsibility to the Restaurant for the temporary or unavoidable interruption of the supply of any public utility service due to any cause whatsoever. Hours of Operation 18. Subject to any other regulatory approval (e.g. liquor licence ), the Seasonal Patio shall operate between the hours of 7 am to 9 pm only. Conditions of Use 19. The maximum, combined occupancy for both interior and exterior seating shall comply with the requirements of the OBC. 20. The Restaurant will ensure that patrons using the Seasonal Patio remain within the defined area of the Seasonal licence as detailed in Schedule A included herein at all times during open hours of operation of the Seasonal Patio. 21. The Restaurant will at all times comply with and ensure compliance with the terms of City of Pickering By-Law 6834/08, and specifically Schedule 2, Section 1 thereof, whereby no amplified noise or music is permitted between the hours of 9:00 pm and 7:00 am. 4 - 97 - Maintenance 22. The Restaurant shall ensure that the Lands and the Seasonal Patio are maintained in a state of good and safe repair, and in a clean and sanitary condition during the Term, to the satisfaction of the City. The Restaurant shall immediately notify the City of any damage to the Lands. 23. In the event that the Restaurant wishes, during the Term, to replace or materially alter the Seasonal Patio, the Restaurant shall not commence replacement or alteration unless: a) the City has approved the Restaurant’s plans, specifications and appearance of the proposed replacement or alteration; b) otherwise agreed to by the City, the replacement or alteration does not occupy an area that is larger than the Lands and shall be situate in the same location as the Seasonal Patio; c) the Restaurant has received all regulatory approvals and/or the replacement or alteration complies with all regulatory requirements; and d) the Restaurant has obtained any necessary permits for the work to be undertaken. 24. The Restaurant shall ensure that any personnel installing, maintaining, replacing, altering or repairing the Seasonal Patio shall be properly trained and fully qualified to perform the relevant work. The Restaurant shall ensure that it complies with the Construction Act and takes all necessary steps to prevent a lien from being claimed in respect of the Lands. Waste Management 25. The Restaurant shall remove any and all refuse generated by the use of the Seasonal Patio, as it occurs and at the expense of the Restaurant. Insurance 26. The Restaurant, at its own expense, shall provide, a) comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the Seasonal Patio and the use and occupancy of the Lands, with coverage for any one occurrence or claim of not less than $5,000,000.00, which insurance shall protect the City in respect of claims by the Restaurant as if the City was separately insured; b) a certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the Term; c) Thirty (30) days prior written Notice, by registered mail, given by the insurer(s) to the City of Pickering if this Policy is cancelled or if any material change occurs that would, for any reason, affect this Certificate or the City of Pickering as outlined in the coverage specified herein. Notice will be given to: The Corporation of the City of Pickering, Attention: City Development Department, One The Esplanade, Pickering, ON, L1V 6K7. 5 - 98 - 27. The Restaurant shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, the Restaurant shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Lands, the Restaurant shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the Restaurant shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the Restaurant. Liability and Indemnification 28. The City shall not be liable to the Restaurant for any loss, damage or personal injury (including death) relating to the Seasonal Patio or the use and occupancy of the Lands, whether caused by fire, theft, burglary, or otherwise, unless such loss or damage was caused by the negligence or willful misconduct of the City, its servants, agents or employees. 29. Once any equipment is erected on the Lands, the Restaurant shall determine its own terms for overnight security of its equipment, and the Lands and equipment shall be and remain at the risk of the Restaurant. 30. Save and except for the gross negligence as it relates any of its to obligations under this Agreement, or willful misconduct of the City, the Restaurant agrees to indemnify and save the City, and all its directors, officers, employees, elected officials, a gents, contractors and representatives harmless from any and all losses, actions, damages, claims, liability, costs, expenses and demands, of any kind, including, without limiting the generality of the foregoing, all claims for personal injury, illness or death, including any claims arising from the COVID-19 virus, or from any act or omission of the Restaurant or those for whom the Restaurant is at law responsible arising out of any action or inaction whatsoever by the Restaurant, its directors, employees, agents, contractors, invitees or anyone in connection with the Restaurant’s use and occupancy of the Lands or the presence of Seasonal Patio on the Lands. This provision shall survive the expiration or earlier termination of this Licence. 31. The Restaurant waives any and all claims against, releases from liability and agrees not to sue the City, its directors, officers, employees, elected officials, agents, contractors and representatives for any personal injury, illness, death or any other lo ss sustained by the Restaurant or for which the Restaurant may be responsible arising out of, or in connection with the Restaurant’s use and occupancy of the Lands or the presence of the Seasonal Patio on the Lands. Force Majeure 32. The City shall not be liable for any damages caused by any delay or failure to perform the whole or any part of this Licence, where such performance is made impossible or impractical due to any cause direct or indirect, beyond the control of the City, including, but not limited to, labour disruptions, strikes, lockouts, fire, flood, storms, acts of nature, natural disasters, acts of war, insurrection and terrorism, outbreak, pandemic, epidemic, disease or emergency. 6 - 99 - Relationship of Parties 33. Nothing contained herein shall be deemed or construed by the parties, nor by any third party, as creating the relationship of principal and agent, landlord and tenant, partnership or of joint venture between the parties, it being understood and agreed that none of the provisions contained herein, nor any of the acts of the parties shall create any relationship between the parties other than that of licensor and licencee as described in this Licence. Commercial Tenancies Act 34. The parties agree that the provisions of the Commercial Tenancies Act DO NOT apply to this Licence between the parties Notice 35. Any notice or other communication required or permitted to be given hereunder shall be in writing, and shall be sufficiently given if sent by pre-paid registered mail from a post office in Canada addressed in the case of the City to: Pickering Civic Complex, One The Esplanade, Pickering, ON L1V 6K7 Attention: Director, Economic Development & Strategic Projects Email: fjadoon@pickering.ca Phone Number: 905.420.4660 ext. 2292 and in the case of the Restaurant to: 617 Liverpool Road Pickering, ON L1W 1R1 Attention: Michele Bolton Email: draw@openstudioartcafe.com Phone Number: 905.420.2233 or cell: 905.626.7300 Such notice may be given by hand delivery or sent electronically by either party to the other. Any such notice mailed shall be deemed to have been given on the third (3rd) business day following such mailing or, if delivered by hand, shall be deemed to hav e been given on the day of delivery or, if sent electronically, shall be deemed to have been given on the business day following transmission. In the event of a postal strike or pending postal strike, any or all notices must be given by personal delivery o r by electronic means. Title 36. The Restaurant hereby agrees to keep title to the Lands, including every part thereof, free and clear of any lien, encumbrance or security interest or notice thereof. The Restaurant shall not enter into any agreements for the Lands which would run with the Lands and become an obligation of the City upon termination or expiration of this Licence. 7 - 100 - received in electronic form as original signatures of the parties. General 39. The City shall have the right to enter the Lands at any time for any reason. 40. The Restaurant agrees to ensure activities are limited to the typical operation of a commercial temporary outdoor patio and will not inhibit in any way the safety and enjoyment of the public or its use of the adjacent public owned lands. 41. The Restaurant shall not alter, add to or vary in any way any part of the Lands without the prior approval of the City. 42. This Licence shall not be assignable by the Restaurant without the consent of the City, which consent may be arbitrarily refused. 43. This Licence shall enure to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 44. Schedule “A” attached to this Licence forms part of this Licence. The recitals at the head of this Licence are true and accurate and form a part hereof. 45. No amendment to this Licence shall be effective unless it is in writing and signed by both parties. 46. The failure of any party to exercise any right, power or option or to enforce any remedy or to insist upon the strict compliance with the terms, conditions and covenants under this Licence shall not constitute a waiver of the terms, conditions and covenants herein with respect to that or any other or subsequent breach thereof nor a waiver by that party any time thereafter to require strict compliance with all terms, conditions and covenants hereof, including the terms, conditions and covenants with respect to which the party has failed to exercise such right, power or option. Nothing shall be construed or have the effect of a waiver except an instrument in writing signed by a duly authorized officer of the applicable party which expressly waives a right, power or option under this Licence. 47. The headings in this Licence have been inserted as a matter of convenience and for reference only and in no way define, limit or enlarge the scope of meaning of this Time 37. In all respects, time shall be of the essence of this Licence. Counterparts 38. This Licence may be executed in any number of counterparts, each of which shall be deemed an original and all of which taken together shall be deemed to constitute one and the same document. The execution of this Licence will not become effective until counterparts hereof have been executed by all the parties hereto. Counterparts may be executed either in original or electronic form and the parties adopt any signatures Licence nor any of the provisions hereof. 48. The Restaurant shall not have the right to register this Licence or notice thereof against title to the Lands or any part thereof. In Witness Whereof the City and the Restaurant have executed this Licence Agreement on the dates evidenced below. 8 - 101 - Open Studio Art Café Inc. Date: __________________ __________________________________________________ Name: Title: Date: __________________ __________________________________________________ Name: Title: I/We have authority to bind the Corporation. The Corporation of the City of Pickering Date: __________________ __________________________________________________ Kevin Ashe, Mayor Date: __________________ __________________________________________________ Susan Cassel, Clerk 9 - 102 - Schedule “A” Location Map of the Lands Location of Seasonal Patio on City of Pickering lands, known legally as: Liverpool Road, southofAnnland Street being the RoadAllowancebetween Lots 22 and 23, Range 3, Concession Broken Front, Pickering Seasonal Patio Location – Open Studio Art Café Municipal boulevard in front of 617 Liverpool Road, Pickering 10 - 103 - Report to Council Report Number: FIN 06-25 Date: April 29, 2025 From: Stan Karwowski Director, Finance & Treasurer Subject: 2025 Tax Rates and Final Tax Due Dates File: F-4200-001 Recommendation: 1.That Report FIN 06-25 regarding the 2025 tax rates and final tax due dates bereceived; 2.That the 2025 tax rates for the City of Pickering be approved as contained inSchedule “A” of the By-law attached hereto; 3.That the tax levy due dates for the Final Billing for all taxable properties, excludingPayment in Lieu of Taxes (PIL) properties, be July 29, 2025 and October 29,2025, thereby providing property owners one additional month to pay their taxes for the final two tax due dates without incurring late penalties or interest charges; 4.That the tax levy due dates for the Final Billing for all PIL properties be June 25,2025 and September 25, 2025; 5.That staff be directed to write to Pickering’s MPP, requesting that the EducationAct, as it relates to the timing of municipal levy payments to school boards, be amended to reflect those instances where municipalities decide to defer theirproperty tax payment due date(s) as a result of the current economic uncertainenvironment, and that the deferral of property tax payments match the requiredmunicipal school board payments; 6.That the attached By-law be approved; 7.That the Director, Finance & Treasurer be authorized to make any changes orundertake any actions necessary to comply with Provincial regulations includingaltering due dates or final tax rates to ensure that the property tax billing processis completed; and 8.That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: The purpose of this report is to approve the tax rates required to raise the levy approved in the 2025 Current Budget and to levy taxes for School Boards and for the Region of Durham. The report also sets the property tax final due dates for all property classes. - 104 - FIN 06-25 April 29, 2025 Subject: 2025 Tax Rates and Final Tax Due Dates Page 2 ______________________________________________________________________ Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan to Deliver on Good Governance - Customer Service Excellence. Financial Implications: Adoption of the Recommendations and enacting the By-law will allow the City to bill the Final 2025 levy for all properties. Passing of the By-law will assist the City of Pickering in meeting its financial obligations and reducing any borrowing costs. This levy also raises taxes for the Region of Durham and the School Boards. Discussion: The purpose of this report is to approve the tax rates required to raise the levy approved in the 2025 Current Budget and to levy taxes for School Boards and for the Region of Durham. The report also sets the property tax final due dates for all property classes. A. City’s Net Tax Levy and Tax Rate Increase The City’s approved 2025 Budget provided for a property tax levy increase of 3.75% over last year which translates into a 1.15% increase in the City’s share of the total residential property tax bill. This increase when combined with the Region and the School Boards increase results in an average increase of 5.35% on the total residential property tax bill. The total average commercial increase is 4.00% and the total average industrial increase is 4.49%. The reason that the commercial and industrial increases are less than the total average residential increase is due to fact that the education share (which did not have a tax increase) of property taxes is substantially higher for these two tax classes. The City’s approved 2025 budget levy of $94,227,956 plus assessment growth of $3,492,347 translates into a total property tax levy of $97,720,303. The property tax rates are calculated based on the budgets of both Pickering and Durham Region. The tax rate itself is defined under section 306 of the Municipal Act and it is to be calculated to eight decimal points. B. Property Tax Deferral Program Recommendation three proposes a property tax deferral program whereby the due dates for the payment of taxes for all taxable tax classes, excluding PIL properties, are set at July 29, 2025 and October 29, 2025. These due dates are one month later than in recent years, thereby providing property owners one additional month to pay their taxes for the final two tax due dates without incurring late penalties or interest charges. - 105 - FIN 06-25 April 29, 2025 Subject: 2025 Tax Rates and Final Tax Due Dates Page 3 ______________________________________________________________________ The table below provides a summary of the proposed changes to the due dates. There are approximately 28,000 taxable properties that would be eligible for the proposed property tax deferral program. The extended payment due dates will provide some relief to local taxpayers and businesses who are facing financial hardship due to economic challenges associated with the trade war. The total cost of the deferral program to the City is expected to be minimal, with anticipated foregone interest earnings of approximately $$36,000 to $45,000 in 2025, based on the City’s projected short-term investment rates. The City offers various Pre-authorized Tax Payment (PTP) plans for the payment of property taxes, either monthly or on the instalment due dates. The monthly PTP plan allows for 12 monthly withdrawals and there would be no change to these plans; the payments will be withdrawn on the 1st, 8th or 16th of each month (as previously chosen by the taxpayer). However, the payment withdrawal dates for the instalment PTP plans will now be July 29, 2025 and October 29, 2025, subject to Council approval. The due dates will be June 25, 2025 and September 25, 2025 for Payment In Lieu properties. PIL properties are Federal, Provincial and Crown owned properties that are exempt from taxation but pay grants to municipalities in lieu of property taxes. Due dates for PILs cannot have a later date as they are set by the Provincial regulation under the Municipal Act. C. Communication Strategy In addition to mailing the tax bills, the City will advertise the tax instalment due dates on the City’s webpage, various social media outlets as well as any other communication channels deemed appropriate by the Director, Finance & Treasurer, prior to each tax due date. Attachment: 1. By-law to Establish the 2025 Tax Rates and Final Instalment Due Dates for All Realty Classes - 106 - FIN 06-25 April 29, 2025 Subject: 2025 Tax Rates and Final Tax Due Dates Page 4 ______________________________________________________________________ Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Karen Uphoff James Halsall Supervisor, Taxation Division Head, Finance Original Signed By: Stan Karwowski Director, Finance & Taxation Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 107 - Attachment 1 to Report FIN 06-25 The Corporation of the City of Pickering By-law No. 8179/25 Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2025 and to establish the Tax Rates necessary to raise such sums and to establish the final due dates for all realty tax classes. Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.O. 2001, c25, as amended, to pass a By-law to levy a separate tax rate on the assessment in each property class; and, Whereas the property classes have been prescribed by the Minister of Finance under the Assessment Act, R.S.O. 1990, ch.A.31, as amended and its Regulations; and, Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, to levy on the whole ratable property according to the last revised assessment roll for The Corporation of the City of Pickering the sums set forth for various purposes in Schedule “A”, for the current year; and, Whereas the Regional Municipality of Durham has passed By-law 2025-002 to establish tax ratios, By-law 2025-005 to adopt estimates of all sums required by The Regional Municipality of Durham for the Durham Region Transit Commission, By-law 2025-006 to set and levy rates of taxation for Regional Solid Waste Management, By-law 2025-003 to set and levy rates of taxation for Regional General Purposes, and By-law 2025-004 to set and levy rates of taxation for Durham Regional Police Service Board and set tax rates on Area Municipalities; and, Whereas the Province of Ontario has provided the 2025 education tax rates for the realty classes; and, Whereas sub section 342(2) of the Municipal Act, 2001, S.O. 2001, c25, as amended, permits the issuance of separate tax bills for separate classes of real property for 2025; and, Whereas an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By-law 8155/25 before the adoption of the estimates for the current year); Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1.For the year 2025, The Corporation of the City of Pickering (the “City”) on April29th, 2025 approved Council Report FIN 06-25 and corresponding schedules andattachments as presented, resulting in a taxation levy of $97,720,303. - 108 - By-law No. 8179/25 Page 2 2.For the year 2025, the City shall levy upon the Property Classes set out inSchedule “A”, the rates of taxation as set out in Schedule “A”, for the City ofPickering, the Region of Durham and for Education purposes on the current valueassessment as also set out in Schedule “A”. Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 3.The levy provided for in Schedule “A” shall be reduced by the amount of theinterim levy for 2025. 4.The Tax Levy due dates for the Final Billing for all taxable properties be July 29,2025 and October 29, 2025 for all classes. 5.The Tax Levy due dates for the Final Billing for all Payment in Lieu properties be June 25, 2025 and September 25, 2025. 6.The Treasurer is hereby authorized to accept twelve monthly electronic paymentscommencing January 1st and ending December 1st inclusive. Failure by thetaxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 7.The Treasurer is hereby authorized to accept twelve monthly electronic paymentscommencing January 8th and ending December 8th inclusive. Failure by thetaxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 8.The Treasurer is hereby authorized to accept twelve monthly electronic paymentscommencing January 16th and ending December 16th inclusive. Failure by thetaxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 9.If any section or portion of this By-law or of Schedule “A” is found by a court ofcompetent jurisdiction to be invalid, it is the intent of Council for The Corporationof the City of Pickering that all remaining sections and portions of this By-law and of Schedule “A” continue in force and effect. 10.This By-law comes into force on the date it is passed. - 109 - By-law No. 8179/25 Page 3 By-law passed this 29th day of April, 2025. ______________________________ Kevin Ashe, Mayor ______________________________ Susan Cassel, City Clerk - 110 - RTC 2025 Budget Tax Levy Property Class 97,720,303 2025 Phase-In Tax Ratios Schedule A to By-law 8179/25 Weighted Assmt Disc Factor Weighted & Disc Assmt City Tax Rate 0.00390371 2025 Calculated Tax Rates Region Education Tax Rate Tax Rate Total Tax Rate Pickering Billing Region Billing Education Billing TOTAL BILLING RT Residential 19,695,057,557 1.0000 19,695,057,557 1.00 19,695,057,557 0.00390371 0.00744869 0.00153000 0.01288240 76,883,793 146,702,378 30,133,438 253,719,609 FT Farm 140,615,200 0.2000 28,123,040 1.00 28,123,040 0.00078074 0.00148974 0.00038250 0.00265298 109,784 209,480 53,785 373,049 TT Managed Forest 5,822,400 0.2500 1,455,600 1.00 1,455,600 0.00097593 0.00186218 0.00038250 0.00322061 5,682 10,842 2,227 18,752 PT Pipelines 33,983,000 1.2294 41,778,700 1.00 41,778,700 0.00479922 0.00915742 0.00880000 0.02275664 163,092 311,197 299,050 773,339 MT Multi-Residential 206,136,100 1.8665 384,753,031 1.00 384,753,031 0.00728627 0.01390298 0.00153000 0.02271925 1,501,963 2,865,906 315,388 4,683,258 NT New Multi Res 68,424,000 1.1000 75,266,400 1.00 75,266,400 0.00429408 0.00819355 0.00153000 0.01401763 293,818 560,635 104,689 959,142 CT Commercial 1,376,862,836 1.4500 1,996,451,112 1.00 1,996,451,112 0.00566038 0.01080059 0.00880000 0.02526097 7,793,567 14,870,931 12,116,393 34,780,891 CU Commercial - Excess Land 15,295,725 1.4500 22,178,801 1.00 22,178,801 0.00566038 0.01080059 0.00880000 0.02526097 86,580 165,203 134,602 386,385 CX Commercial Vacant Land 31,538,000 1.4500 45,730,100 1.00 45,730,100 0.00566038 0.01080059 0.00880000 0.02526097 178,517 340,629 277,534 796,680 ST Shopping Centres 689,009,987 1.4500 999,064,481 1.00 999,064,481 0.00566038 0.01080059 0.00880000 0.02526097 3,900,058 7,441,714 6,063,288 17,405,061 SU Shopping Centres Excess Land 1,701,400 1.4500 2,467,030 1.00 2,467,030 0.00566038 0.01080059 0.00880000 0.02526097 9,631 18,376 14,972 42,979 DT Office Building 77,806,152 1.4500 112,818,920 1.00 112,818,920 0.00566038 0.01080059 0.00880000 0.02526097 440,412 840,352 684,694 1,965,459 GT Parking Lot 1,649,300 1.4500 2,391,485 1.00 2,391,485 0.00566038 0.01080059 0.00880000 0.02526097 9,336 17,813 14,514 41,663 IT Industrial 225,440,260 2.0235 456,178,366 1.00 456,178,366 0.00789916 0.01507243 0.00880000 0.03177159 1,780,789 3,397,933 1,983,874 7,162,596 IU Industrial Excess Land 1,871,058 2.0235 3,786,086 1.00 3,786,086 0.00789916 0.01507243 0.00880000 0.03177159 14,780 28,201 16,465 59,446 IX Industrial Vacant Land 34,311,600 2.0235 69,429,523 1.00 69,429,523 0.00789916 0.01507243 0.00880000 0.03177159 271,033 517,159 301,942 1,090,134 LT Large Industrial 79,960,600 2.0235 161,800,274 1.00 161,800,274 0.00789916 0.01507243 0.00880000 0.03177159 631,622 1,205,201 703,653 2,540,475 LU Large Industrial - Excess Land 1,834,300 2.0235 3,711,706 1.00 3,711,706 0.00789916 0.01507243 0.00880000 0.03177159 14,489 27,647 16,142 58,279 Total Taxable 22,687,319,475 24,102,442,213 24,102,442,213 94,088,945 179,531,599 53,236,653 326,857,197 Payments in Lieu Properties RF Residential 178,223,000 1.0000 178,223,000 1.00 178,223,000 0.00390371 0.00744869 0.00153000 0.01288240 695,731 1,327,528 272,681 2,295,940 RP Residential - Tax Tenant 27,954,400 1.0000 27,954,400 1.00 27,954,400 0.00390371 0.00744869 0.00153000 0.01288240 109,126 208,224 42,770 360,120 RG Residential - General 65,442,800 1.0000 65,442,800 1.00 65,442,800 0.00390371 0.00744869 0.00000000 0.01135240 255,470 487,463 0 742,933 RH Residential - Full Shared PIL 169,200 1.0000 169,200 1.00 169,200 0.00390371 0.00744869 0.00153000 0.01288240 661 1,260 259 2,180 FF Farm 118,184,600 0.2000 23,636,920 1.00 23,636,920 0.00078074 0.00148974 0.00038250 0.00265298 92,271 176,064 45,206 313,541 FP Farm - Tax Tenant 20,304,400 0.2000 4,060,880 1.00 4,060,880 0.00078074 0.00148974 0.00038250 0.00265298 15,852 30,248 7,766 53,867 CF Commercial Full 131,888,800 1.4500 191,238,760 1.00 191,238,760 0.00566038 0.01080059 0.00980000 0.02626097 746,541 1,424,477 1,292,510 3,463,528 CH Commercial Full - Shared PIL 42,180,100 1.4500 61,161,145 1.00 61,161,145 0.00566038 0.01080059 0.00980000 0.02626097 238,755 455,570 413,365 1,107,690 CP Commercial Full - Tax. Tenant 14,365,800 1.4500 20,830,410 1.00 20,830,410 0.00566038 0.01080059 0.00880000 0.02526097 81,316 155,159 126,419 362,894 CG Commercial General 49,485,700 1.4500 71,754,265 1.00 71,754,265 0.00566038 0.01080059 0.00000000 0.01646097 280,108 534,475 0 814,583 CV Commercial Full - Excess Land 2,478,100 1.4500 3,593,245 1.00 3,593,245 0.00566038 0.01080059 0.00980000 0.02626097 14,027 26,765 24,285 65,077 CW Commercial General Excess Land 1,833,900 1.4500 2,659,155 1.00 2,659,155 0.00566038 0.01080059 0.00000000 0.01646097 10,381 19,807 0 30,188 CZ Commercial Gen - Vacant Land 3,888,000 1.4500 5,637,600 1.00 5,637,600 0.00566038 0.01080059 0.00000000 0.01646097 22,008 41,993 0 64,000 DH Office Building Full - Shared PIL 26,618,500 1.4500 38,596,825 1.00 38,596,825 0.00566038 0.01080059 0.00980000 0.02626097 150,671 287,496 260,861 699,028 IH Industrial Full- Shared PIL 24,305,400 2.0235 49,181,977 1.00 49,181,977 0.00789916 0.01507243 0.01250000 0.03547159 191,992 366,341 303,818 862,151 IK Ind. Excess Land - Shared PIL 2,576,600 2.0235 5,213,750 1.00 5,213,750 0.00789916 0.01507243 0.01250000 0.03547159 20,353 38,836 32,208 91,396 IJ Industrial Vacant Land Shared PIL 3,110,000 2.0235 6,293,085 1.00 6,293,085 0.00789916 0.01507243 0.01250000 0.03547159 24,566 46,875 38,875 110,317 LK Large Ind. Excess Land - Shared PIL 7,874,600 2.0235 15,934,253 1.00 15,934,253 0.00789916 0.01507243 0.01250000 0.03547159 62,203 118,689 98,433 279,325 LI Large Ind. Water Intake - Shared PIL 9,865,200 2.0235 19,962,232 1.00 19,962,232 0.00789916 0.01507243 0.01250000 0.03547159 77,927 148,693 123,315 349,934 LS Large Ind. Generating Station - Shared PIL 24,048,900 2.0235 48,662,949 1.00 48,662,949 0.00789916 0.01507243 0.01250000 0.03547159 189,966 362,475 300,611 853,053 LN Large Ind. Non-Gen Stn - Shared PIL 44,198,300 2.0235 89,435,260 1.00 89,435,260 0.00789916 0.01507243 0.01250000 0.03547159 349,129 666,176 552,479 1,567,784 VP Aggregate Extraction Total PILS Grand Totals balanced 366,000 799,362,300 23,486,681,775 1.646535 602,632 930,244,743 25,032,686,956 1.00 602,632 930,244,743 25,032,686,956 0.00642760 0.01226452 0.00511000 0.02380212 2,353 3,631,406 97,720,351 4,489 6,929,103 186,460,702 1,870 3,937,731 57,174,384 8,712 14,498,240 341,355,437 J:\RPTCOUNC\2025\FIN 06ku Attach 1Tax Calcs - 111 - Report to Council Report Number: INF 01-25 Date: April 29, 2025 From: Brian Duffield Director, City Infrastructure Subject: Wilson Bridge Replacement (Bridge 7002) Request for Tender No. T2025-2 File: A-1440 Recommendation: 1. That the bid submitted by Esposito Bros. Construction Ltd. in response to Request for Tender No. T2025-2 for Wilson Bridge Replacement, in the amount of $1,990,291.00 (net HST) or $2,210,129.43 (HST included), be accepted; 2. That Council award the contract administration and construction inspection for Request for Tender No. T2025-2 Wilson Bridge Replacement to Greer Galloway Group Inc. in the amount of $102,538.35 (HST included); in accordance with the Purchasing Policy Section 10.03 (c) as the assignment is above $50,000.00; 3. That the total gross project cost of $2,661,318.00 (HST included), including the tendered amount, contract administration and inspection services, a contingency, and other associated costs, and the total net project cost of $2,396,600.00 (net HST) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $2,396,600.00 as follows: a. The sum of $2,000,000.00 as approved in the 2025 Capital Budget be increased to $2,396,600 and be funded from the Building Faster Fund Reserve Fund; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to obtain Council approval to award Request for Tender (RFT) No. T2025-2 for Wilson Bridge Replacement to Esposito Bros. Construction Ltd. and to award contract administration and inspection services to Greer Galloway Group Inc.. As part of the 2025 Roads Capital Budget, Wilson Bridge Replacement (Bridge 7002) was approved as construction project. Request for Tender No. T2025-2 was advertised on the City’s bids&tenders portal on Friday, March 7, 2025 and closed on Monday, April 7, 2025 with seven bidders responding. The lowest compliant bid of $1,990,291.00 (net HST) or $2,210,129.43 (HST included) submitted by Esposito Bros. Construction Ltd. is recommended for approval. - 112 - INF 01-25 April 29, 2025 Subject: Wilson Bridge Replacement (Bridge 7002) Page 2 Greer Galloway Group Inc. have provided a fee proposal dated January 13, 2025 in the amount of $90,742.00 for all construction related services and are recommended for approval in accordance with the Purchasing Policy Section 10.03 (c). The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $2,661,318.00 (HST included) with an estimated total net project cost of $2,396,600.00 (net HST). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: 1. Tender Amount Request for Tender No. T2025-2 $1,955,866.75 HST (13%) Total Gross Tender Amount 254,262.68 $2,210,129.43 2. Estimated Project Cost Summary Request for Tender No. T2025-2 – Tender for Wilson Bridge Replacement $1,955,867.00 Associated Costs Contract Administration and Construction Inspection Services 90,742.00 Materials Testing Provincial Building Faster Fund (BFF) Sponsor Signage 12,660.00 2,500.00 Construction Contingency (15%) 293,380.00 Sub Total - Costs $2,355,149.00 HST (13%) 306,170.00 Total Gross Project Cost $2,661,319.00 HST Rebate (11.24%) (264,719.00) Total Net Project Cost $2,396,600.00 3. Approved Expense Accounts Expenditure Account Source of Funds Budget Required C10570.1505.01-504420 Total Funds BFF Reserve Fund $2,000,000.00 $2,000,000.00 $2,396,600.00 $2,396,600.00 Net project cost (over) under approved funds ($396,600.00) - 113 - INF 01-25 April 29, 2025 Subject: Wilson Bridge Replacement (Bridge 7002) Page 3 A higher construction contingency of 15 percent has been included as an associated cost as bridge replacement projects have a high degree of complexity due to in-water work and the potential for unforeseen site conditions. The Wilson Bridge project was approved by the Province to be funded by the Building Faster Fund. There are sufficient dollars available to cover the over expenditure from the funding received for reaching 2023 housing targets ($5.2 million). The construction of this project must be completed by March 31, 2026, in accordance with BFF funding requirements. Discussion: The purpose of this report is to obtain Council approval to award RFT No. T2025-2 for Wilson Bridge Replacement (Bridge 7002) to Esposito Bros. Construction Ltd. and to award contract administration and inspection services to Greer Galloway Group Inc. As part of the past several Biennial Municipal Bridge and Culvert Inspection Reports, Wilson Bridge (Asset ID 7002) located on Seventh Concession Road, 2.1 km east of York/Durham Road 30, has been identified as a priority for replacement. Originally constructed in 1930, the bridge has reached the end of its infrastructure lifecycle. The Wilson Bridge spans a tributary of Duffins Creek and, as such, falls under the jurisdiction of the Toronto and Region Conservation Authority (TRCA). The necessary TRCA permit for the project has been secured. In accordance with TRCA environmental protection guidelines, there are strict timing windows for in-water and near-water activities to protect local fish populations during critical periods such as spawning, nursery development, and migration. As a result, in- water and near-water construction activities are only permitted between June 15 and September 15. Work of this nature shall not take place outside of this window. Report ENG 05-16 was approved by Council (Resolution #153/16) to retain Greer Galloway Group Inc. to undertake the engineering design of the Wilson Bridge. It is good engineering practice to have the same consultant provide further support with contract administration and inspection services. This ensures good technical continuity for the project by using the same company and allows for certification upon completion. Greer Galloway Group Inc. have provided a fee proposal dated January 13, 2025 in the amount of $90,742.00 for all construction related services and are recommended for approval in accordance with the Purchasing Policy Section 10.03 (c). In accordance with Purchasing Policy Item 10.03, the Manager may obtain the services of a particular consultant selected by the initiating Director without going through a competitive process. Where the funds are available in the approved budget and the project or annual cost of a consulting or professional service assignment is expected to be; (c) above $50,000 is subject to the additional approval by Council. The initiating Director shall submit the Report to Council to obtain approval. Request for Tender No. T2025-2 was advertised on the City’s bids&tenders portal on Friday, March 7, 2025 and closed on Monday, April 7, 2025 with seven bidders responding. The lowest compliant bid of $1,990,291.00 (net HST) or $2,210,129.43 (HST included) submitted by Esposito Bros. Construction Ltd. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is - 114 - INF 01-25 April 29, 2025 Subject: Wilson Bridge Replacement (Bridge 7002) Page 4 estimated at $2,661,318.00 (HST included) with an estimated total net project cost of $2,396,600.00 (net HST). Through RFSQ2023-1 Roster Category of Geotechnical Investigation and Inspection Services Master Framework Agreement, the geotechnical investigation and material testing services under associated costs have been awarded to Engtec Consulting Inc.. Upon careful examination of all bids and relevant documents received, staff from the Engineering Services and City Infrastructure Departments recommend acceptance of the lowest compliant bid submitted by Esposito Bros. Construction Ltd. for Request for Tender No. T2025-2 in the amount of $1,990,291.00 (net HST) or $2,210,129.43 (HST included), and that the total net project cost of $2,396,600.00 (net HST) be approved. Attachment: 1.Location Map Prepared By: Approved/Endorsed By: David Lo, CPT, C.E.T. Richard Holborn, P.Eng. Senior Coordinator, Infrastructure Design Director, Engineering Services Kevin Heathcote, P.Eng. Brian Duffield Division Head, Capital Projects & Infrastructure Director, City Infrastructure Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer DL:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by:Original signed by: Original signed by:Original signed by: Original signed by:Original signed by: Original signed by: - 115 - Attachment 1 to Report INF 01-25 - 116 - Report to Council Report Number: INF 02-25 Date: April 29, 2025 From: Brian Duffield Director, City Infrastructure Subject: Joseph Street Reconstruction and Drainage Improvements Request for Tender No. T2025-3 File: A-1440 Recommendation: 1. That the bid submitted by Wyndale Paving Co. Ltd in response to Request for Tender No. T2025-3 for Joseph Street Reconstruction and Drainage Improvements, in the amount of $344,938.00 (net HST) or $383,039.49 (HST included) be accepted; 2. That the total gross project cost of $555,214.00 (HST included), including the tendered amount, a construction contingency and other associated costs, and the total net project cost of $499,987.00 (net HST) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $499,987.00 as approved in the 2023 Roads Capital Budget, to be funded from the OCIF Reserve Fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is obtain Council approval to award Request for Tender No. T2025-3 for Joseph Street Reconstruction and Drainage Improvements to Wyndale Paving Co. Ltd. As part of the 2023 Roads Capital Budget, Joseph Street Reconstruction and Drainage Improvements (from Franklin Street to Old Brock Road) was approved as a construction project. Request for Tender No. T2025-3 was advertised on the City’s bids&tenders portal on Tuesday, February 18, 2025, and closed on Thursday, March 20, 2025 with 18 bidders responding. The lowest compliant bid of $344,938.00 (net HST) or $383,039.49 (HST included) submitted by Wyndale Paving Co. Ltd. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $555,214.00 (HST included) with an estimated total net project cost of $499,987.00 (net HST). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. - 117 - INF 02-25 April 29, 2025 Subject: Joseph Street Reconstruction and Drainage Improvements Page 2 Financial Implications: 1. Tender Amount RFT No. T2025-3 $338,973.00 HST (13%) Total Gross Tender Amount 44,066.49 $383,039.49 2. Estimated Project Cost Summary RFT No. T2025-3 – Joseph Street Reconstruction & Drainage Improvements $338,973.00 Associated Costs Topographic Survey 7,500.00 Subsurface Utility Engineering Services 28,650.00 Geotechnical Investigation Report 8,370.00 Materials Testing Services 6,445.00 Utility Relocations Future Top Asphalt (2026) 5,000.00 55,725.00 Construction Contingency (12%) 40,677.00 Sub Total – Project Costs $491,340.00 HST (13%) 63,874,00 Total Gross Project Cost $555,214.00 HST Rebate (11.24%) (55,227.00) Total Net Project Cost $499,987.00 3. Approved Expense Accounts Expenditure Account Source of Funds Budget Required C10570.2318.01-504400 OCIF Reserve Fund $500,000.00 $499,987.00 Net project cost (over) under approved funds $13.00 Discussion: The purpose of this report is to obtain Council approval to award RFT No. T2025-3 for Joseph Street Reconstruction and Drainage Improvements to Wyndale Paving Co. Ltd.. As part of the 2016 Road Needs Study endorsed by Council through Report ENG 25-17 (Resolution #374/17), Joseph Street has been identified as a priority for road reconstruction and drainage improvements. The 2016 Road Needs Study is used by staff as a resource document for identifying and planning maintenance, rehabilitation and reconstruction strategies, programs and projects for all Pickering roads. This project aligns with the priorities of the 2016 Road Needs Study. Engineering records indicate that Joseph Street was most recently reconstructed in 1973. In 2016, the road surface was rated with a Pavement Condition Index of 40.5 out of 100 which is considered poor condition. After further geotechnical investigation, it was determined that the entire road structure would have to be reconstructed. The proposed design aims to reconstruct - 118 - INF 02-25 April 29, 2025 Subject: Joseph Street Reconstruction and Drainage Improvements Page 3 the road to an urban cross-section, including the installation of curbs and gutters to manage and improve stormwater drainage. A concrete walkway from Old Brock Road to Wixson Street will also be installed as part of this project. This will enhance safety, improve the overall aesthetic of the neighbourhood, improve storm water management in the area and reduce future maintenance needs. The total net project cost includes funding for future top asphalt works in 2026. Typically, the top asphalt and ancillary finishing works such as maintenance hole and catch basin adjustments, line paint and final curb works are completed in the year following reconstruction works. This allows for time for the new road to settle and for any deficiencies to be rectified prior to placement of top asphalt. Request for Tender No. T2025-3 was advertised on the City’s bids&tenders portal on Tuesday, February 18, 2025, and closed on Thursday, March 20, 2025 with 18 bidders responding. The lowest compliant bid of $344,938.00 (net HST) or $383,039.49 (HST included) submitted by Wyndale Paving Co. Ltd. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $555,214.00 (HST included) with an estimated total net project cost of $499,987.00 (net HST). Through RFSQ2023-1 Roster Category of Geotechnical Investigation and Inspection Services Master Framework Agreement, the geotechnical investigation and material testing services under associated costs have been awarded to Thurber Engineering Ltd. Upon careful examination of all bids and relevant documents received, the Engineering Services Department recommends acceptance of the lowest compliant bid submitted by Wyndale Paving Co. Ltd. for Request for Tender No. T2025-3 in the amount of $344,938.00 (net HST) or $383,039.49 (HST included), and that the total net project cost of $499,987.00 (net HST) be approved. Attachment: 1.Location Map - 119 - INF 02-25 April 29, 2025 Subject: Joseph Street Reconstruction and Drainage Improvements Page 4 Prepared By: Approved/Endorsed By: David Lo, CPT, C.E.T. Richard Holborn, P.Eng. Senior Coordinator, Infrastructure Design Director, Engineering Services Kevin Heathcote, P.Eng. Brian Duffield Division Head, Capital Projects & Infrastructure Director, City Infrastructure Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer DL:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by:Original signed by: Original signed by:Original signed by: Original signed by:Original signed by: Original signed by: - 120 - Attachment 1 to Report INF 02-25 Location Map - 121 - Report to Council Report Number: PLN 11-25 Date: April 29, 2025 From: Kyle Bentley Director, City Development & CBO Subject: 5113 Brock Road (Claremont) Reissue of Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act File: A-3300-089 Recommendation: 1.That Council reaffirm its decision of November 25, 2024, to designate the propertymunicipally known as 5113 Brock Road (Claremont), known as the G.M. Forsyth House,as a property of cultural heritage value or interest under Part IV, Section 29 of the Ontario Heritage Act; 2.That Council direct staff to reissue and serve a revised Notice of Intention to Designate the property in accordance with the notification requirements of the Ontario Heritage Act; 3.That should no Notice of Objection be received by the City Clerk within 30 days of thepublication of the revised Notice, the designation by-law be brought forward to Council forenactment in accordance with Section 29(8) of the Ontario Heritage Act; and 4.That the appropriate officials of the City of Pickering be authorized to take such actions as necessary to give effect to this report. Executive Summary: The purpose of this report is to reconfirm Council’s approval to designate 5113 Brock Road (Claremont) under Section 29 of the Ontario Heritage Act. Council’s reconfirmation is required as the Notice of Intent to Designate was accidentally served to the wrong owner and address. This report recommends that Council reaffirm its intent to designate the G.M. Forsyth House at 5113 Brock Road as a property of cultural heritage value under Part IV, Section 29 of the Ontario Heritage Act. A clerical error led to the original Notice of Intention to Designate being incorrectly served to the former owner, which invalidated the Notice under the Act. To rectify this and ensure procedural compliance, the City must reissue the Notice to the current owner, Claremont Development Corporation (Geranium Homes), and restart the designation process. The property has been assessed in accordance with Ontario Regulation 9/06 and found to hold cultural heritage value for its design/physical characteristics, historical associations, and contextual importance. The Heritage Pickering Advisory Committee supported the designation on February 28, 2024. If no objections are submitted following the reissued Notice, a by-law to designate the property will be presented to Council for enactment. - 122 - PLN 11-25 April 29, 2025 Subject: 5113 Brock Road (Claremont) – Reissue of Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Page 2 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Champion Economic Leadership and Innovation; Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Strengthen Existing & Build New Partnerships. Financial Implications: No direct financial implications for the City are associated with the recommended action to designate. Discussion: The purpose of this report is to seek Council’s reaffirmation of its intention to designate the property at 5113 Brock Road, known as the G.M. Forsyth House, under Part IV, Section 29 of the Ontario Heritage Act. The original Notice of Intention to Designate, issued following Council’s resolution on November 25, 2024, was not properly served. Due to a clerical error, it was mailed to the former owner and the Cairo Group’s business address instead of the current owner, Claremont Development Corporation (Geranium Homes). As a result, the Notice did not comply with Section 29(3) of the Ontario Heritage Act, which requires service to the current property owner and the Ontario Heritage Trust, along with publication in a local newspaper. To remedy this clerical error and ensure compliance with the statutory requirements, the City must reissue the Notice of Intention to Designate the correct owner and restart the process. The Notice will also be published in accordance with the Act. If no objections are received, staff will present the designation by-law to Council for enactment. Geranium Homes has advised the City that they have no objection to the designation of the G.M. Forsyth House, under Part IV of the Ontario Heritage Act. The rationale for the designation remains unchanged. The G.M. Forsyth House was evaluated and found to meet the criteria under Ontario Regulation 9/06 for its design/physical, historical/associative, and contextual value. The Heritage Pickering Advisory Committee recommended the designation at its meeting on February 28, 2024. For a detailed evaluation of the property’s cultural heritage value and heritage attributes, refer to the Original Designation Report PLN 29-24, Attachment 1. Conclusion To ensure compliance with the Ontario Heritage Act and maintain the integrity of the municipal designation process, staff recommend the reissuance of the Notice of Intention to Designate for 5113 Brock Road. This action will uphold Council’s intent to recognize and protect a property of significant cultural heritage value, while satisfying the procedural requirements under Part IV, Section 29 of the Ontario Heritage Act. Attachment: 1.Designation Report PLN 29-24 for 5113 Brock Road, November 4, 2024 - 123 - PLN 11-25 April 29, 2025 Subject: 5113 Brock Road (Claremont) – Reissue of Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Page 3 Prepared By: Original Signed By Nilesh Surti, MCIP, RPP Division Head, Development Review & Urban Design Approved/Endorsed By: Original Signed By Catherine Rose, MCIP, RPP Chief Planner Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO NS:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 124 - Attachment 1 to Report PLN 11-25 Report to Planning & Development Committee Report Number: PLN 29-24 Date: November 4, 2024 From: Kyle Bentley Director, City Development & CBO Subject: 5113 Brock Road (Claremont) Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act -File: A-3300-089 Recommendation: 1.That Council endorse the recommendations of the Heritage Pickering Advisory Committee,dated February 28, 2024, to designate 5113 Brock Road (Claremont) under Section 29,Part IV of the Ontario Heritage Act; 2. That Council direct staff to serve a Notice of Intention to Designate the property located at 5113 Brock Road (Claremont), known as the G.M. Forsyth House, as a property ofcultural heritage value or interest, pursuant to Section 29 of the Ontario Heritage Act,included as Attachments 4 and 5 to Report PLN 29-24; 3.That, should no Notice of Objection be received by the City Clerk within 30 days of the publication of the Notice of Intention to Designate, the Designation By-law for 5113 Brock Road (Claremont), included as Attachment 6 to Report PLN 29-24, be forwarded toCouncil for enactment, and that staff be directed to carry out the notice requirements asprescribed under Section 29(8) of the Ontario Heritage Act; and 4.That the appropriate officials of the City of Pickering be authorized to take such actions as necessary to give effect to this report. Executive Summary: The purpose of this report is to obtain Council’s approval to designate 5113 Brock Road (Claremont) under Section 29 of the Ontario Heritage Act (see Location Map, Attachment 1). At the meeting held on February 28, 2024, the Heritage Pickering Advisory Committee (HPAC) passed a motion recommending that City Council designate 5113 Brock Road (Claremont) under Part IV of the Ontario Heritage Act and to serve the property owner with a Notice of Intention to Designate. Through the application of Ontario Regulation 9/06, Criteria for Determining Cultural Heritage Value or Interest, the property was determined to have design value as a representative example of a historic Ontario farmstead, including a representative early-20th-century American Foursquare farmhouse. The property was found to have associative value for its connection with G.M. Forsyth, a prominent municipal leader and farmer. The property was also found to define and maintain the rural character of Brock Road in Claremont. - 125 - PLN 29-24 November 4, 2024 Subject: 5113 Brock Road (Claremont) – Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Page 2 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Champion Economic Leadership and Innovation; Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Strengthen Existing & Build New Partnerships. Financial Implications: No direct financial implications for the City are associated with the recommended action to designate. Discussion: The purpose of this report is to obtain Council’s approval to designate 5113 Brock Road (Claremont) under Section 29 of the Ontario Heritage Act. The original property was located on the east side of Brock Road, north of William Street/Lane Street, at the northeast edge of Claremont (see Location Map, Attachment 1). The property covered approximately 36.6 hectares, and historically included the G.M. Forsyth House, a barn, silos and surrounding agricultural fields. The G.M. Forsyth House is a two-storey American Foursquare Farmhouse, setback about 37 metres from Brock Road, with its façade facing the road. The property is accessed via a semi-circular driveway (see Photograph 1 on page 5 of this report). The property is not currently recognized for its heritage value, as it is neither listed nor designated on the City of Pickering’s Municipal Heritage Register. 1. Background In August 2022, the Ontario Land Tribunal (OLT) approved a Zoning By-Law Amendment and Draft Plan of Subdivision, submitted by Geranium Homes, for the development of 5113 Brock Road (Claremont) into a residential subdivision consisting of 71 lots for detached dwellings (see Location Map, Attachment 1). The Draft Plan of Subdivision is subject to the conditions of draft approval outlined in the OLT Decision. The OLT approved the Zoning By-law Amendment to rezone the property to Oak Ridges Moraine – Hamlet Residential Six (ORM-R6) to facilitate a residential subdivision. The proposed development includes retaining the existing farmhouse in situ on a newly created lot, identified as Lot 71 in the plan of subdivision (see Draft Plan of Subdivision, Attachment 2). The development will also include new public roads, a public park, open space buffers, and two stormwater management facilities. Franklin Street will be extended north to Lane Street through the property, and a new street (Samarillo Place) is planned north of the farmhouse to provide vehicular and pedestrian access to the subdivision from Brock Road. The centrally located public park will feature a sports court, playground, soccer field, and a network of paths, accessible from Franklin Street and Lane Street via Samarillo Place. - 126 - PLN 29-24 November 4, 2024 Subject: 5113 Brock Road (Claremont) – Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Page 3 To make way for the development, the existing barn and silos have been demolished, with select building materials salvaged for use on or off-site. The farmhouse on Lot 71 will be surrounded by generous front, rear and side yards, with a proposed lot size of 0.51 of a hectare. Minimal re-grading along the north lot line, and the installation of a replacement septic bed to the south are planned. The existing 37 metre setback from Brock Road, along with the semi-circular driveway, mature trees, and retaining wall, will remain unchanged. A new driveway entrance from Samarillo Place will connect to the existing driveway north of the farmhouse, replacing the current north entrance from Brock Road. However, the existing south entrance from Brock Road will be retained. A new detached garage is proposed for the northeast corner of the lot. As per the sale agreement, Lot 71 will remain under the ownership of the property’s previous landowner. Although the property has no formal heritage designation, the OLT Decision outlined four cultural heritage requirements. Condition 18 required that a Heritage Impact Assessment (HIA) must be provided as a condition of Draft Plan Approval. To satisfy this condition, an HIA was prepared by ERA Architects Inc. (ERA, 2022), detailing the heritage attributes and features of the property. 2. The City has determined the G.M. Forsyth House has Cultural Heritage Value or Interest As noted above, Geranium Homes has submitted an HIA, prepared by ERA, dated December 9, 2022 (see Heritage Impact Assessment, Attachment 2, and Heritage Impact Assessment Addendum, Attachment 3). The HIA determined that the G.M. Forsyth House meets the criteria for designation as set out in Ontario Regulation 9/06 and qualifies for designation under Part IV of the Ontario Heritage Act, as it met five of the nine criteria. The 9/06 evaluation is outlined in Table 1 below. The property at 5113 Brock Road (Claremont) is valued as an excellent representative example of an early-twentieth-century American Foursquare farmhouse. Its distinctive features include a square plan, a two-storey scale, a hipped roof, and design elements such as a wrap-around verandah and a two-storey frontispiece. The property also has historical and associative significance due to its direct association with G.M. Forsyth, a prominent municipal leader and farmer in Claremont. Forsyth held many important offices in Pickering Township and the Village of Claremont during his political career, culminating in his appointment as Warden of Ontario County in 1923. As Reeve of Pickering Township, he played a key role in bringing hydroelectric power to Claremont. This association is reflected in the grandeur of the farmhouse and its estate-style landscape. In addition, 5113 Brock Road (Claremont) has contextual value for defining, maintaining, and supporting the rural character of Brock Road in Claremont. Located at the northern edge of the village, its agricultural landscape provides a backdrop to the late-nineteenth-century village fabric. Lastly, the property is considered a local landmark within Claremont. - 127 - PLN 29-24 November 4, 2024 Subject: 5113 Brock Road (Claremont) – Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Page 4 Table 1: Evaluation of 5113 Brock Road (Claremont) as per Ontario Regulation 9/06 Criteria O. Reg. 9/06 Criteria Y/N Comments 1. The property has design value or physical value because it is a rare, unique, representative, or early example of a style, type, expression, material, or construction method. Y The property is a representative example of a historic Ontario farmstead, evidenced by its farmhouse, barn, and silos, which form part of an agricultural landscape of open fields and mature (front-yard) trees. As an individual component of the farmstead, the farmhouse is a fine representative example of an early-twentieth-century American Foursquare farmhouse. 2. The property has design value or physical value because it displays a high degree of craftsmanship or artistic merit. N The property does not display a high degree of craftsmanship or artistic merit. The farmhouse displays craftsmanship that is typical of the early twentieth-century period. 3. The property has design value or physical value because it demonstrates a high degree of technical or scientific achievement. N The property does not demonstrate a high degree of technical or scientific achievement. 4. The property has historical value or associative value because it has direct associations with a theme, event, belief, person, activity, organization, or institution that is significant to a community. Y The property has a direct association with G.M. Forsyth, a prominent municipal leader and farmer who is historically significant to the community. Forsyth held many major offices in both the Township of Pickering and the Village of Claremont throughout his political career. 5. The property has historical value or associative value because it yields, or has the potential to yield, information that contributes to an understanding of a community or culture. N The property does not offer new knowledge or a greater understanding of particular aspects of the community’s history or culture. 6. The property has historical value or associative value because it demonstrates or reflects the work or ideas of an architect, artist, builder, designer or theorist who is significant to a community. N The architect or builder of the farmhouse is not documented in the historical record. There is no evidence that the mason, C.H. Found, or landscape gardener, James Douce, are significant to the community. - 128 - PLN 29-24 November 4, 2024 Subject: 5113 Brock Road (Claremont) – Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Page 5 O. Reg. 9/06 Criteria Y/N Comments 7. The property has contextual value because it is important in defining, maintaining, or supporting the character of an area. Y The property is important in defining, maintaining and supporting the rural character of Brock Road in Claremont, a historic village in the former Township of Pickering. Brock Road, north of Lane Street, can be characterized by its agricultural landscape on the east side of the road (i.e. the Site), which forms the backdrop to the late- nineteenth-century village fabric. The area contains a concentration of late-nineteenth-century houses near the railway, built in a variety of vernacular styles, with mature front-yard trees creating a green edge along the road. 8. The property has contextual value because it is physically, functionally, visually, or historically linked to its surroundings. Y The property has a relationship to its broader context, and it is physically and historically linked to its rural surroundings. 9. The property has contextual value because it is a landmark. Y The property is considered a local landmark in Claremont. Photograph 1: View of G.M. Forsyth house (ERA, 2022) - 129 - PLN 29-24 November 4, 2024 Subject: 5113 Brock Road (Claremont) – Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Page 6 3. The HIA recommended property-specific mitigation measures The HIA recommended retaining the G.M. Forsyth house in situ with a green buffer zone and proposed rehabilitating the structure. The report concluded that the proposed setbacks would preserve the farmhouse’s historical relationship to Brock Road, mitigating the impact of the reduced lot size. Regarding the impact of the development on the barn and silos, the HIA recommended salvaging the barn’s wood materials for future reuse, either in an on-site installation or as a contribution to other local historic barn structures. The specific use will be determined as the design and development process continues. 4. The Heritage Pickering Advisory Committee and the property owner have been consulted On February 28, 2024, City Development staff consulted with the Heritage Pickering Advisory Committee. The committee passed a motion recommending that Council designate the property under Section 29 of the Ontario Heritage Act. 5. The designation of the property aligns with the City of Pickering Official Plan policies Chapter 8 of the Official Plan outlines the City’s cultural heritage goal, which is for City Council to respect and conserve important cultural heritage resources from all time periods and integrate them into the community. In consultation with its heritage committee, where warranted, City Council shall implement the provisions of the Ontario Heritage Act, including the designation of heritage sites. When considering the use and reuse of heritage resources, City Council shall maintain, if possible, the original use of heritage structures and sites, and if possible, retain their original location and orientation. City Council shall work to prevent the demolition, destruction, or inappropriate alteration of important cultural heritage resources to the extent possible. Additionally, where possible, Council shall restore, rehabilitate, maintain, and enhance heritage resources owned by the City, and encourage private owners to do the same. 6. Notice of Intention to Designate The Notice of Intention to Designate has been prepared in accordance with the requirements of the Ontario Heritage Act and, subject to Council’s approval, will be published on the City’s website (see Attachment 4). A copy of the notice will also be sent to the Ontario Heritage Trust and the property owner (see Attachment 5). If no objection is received by the City Clerk within the 30-day timeframe, staff recommends that Council enact the draft designation by-law as set out in Attachment 6 of this report, and serve a Notice of Passing in accordance with Section 29(8) of the Ontario Heritage Act. - 130 - PLN 29-24 November 4, 2024 Subject: 5113 Brock Road (Claremont) – Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Page 7 7. Conclusion The designation of a property under Part IV or Part V of the Ontario Heritage Act gives Council the authority to prevent the demolition of a building or structure on a heritage property. The owner of a designated property must obtain written consent from Council before demolishing any building on a heritage property. Additionally, owners of properties designated under Part IV of the Ontario Heritage Act must acquire a Heritage Permit for most alterations, the construction of new buildings, and hard landscaping. To ensure its conservation, and to enable the City to provide resources to the owner through the heritage permitting process, City staff recommend proceeding with serving a Notice of Intention to Designate the property. It is recommended that Council designate 5113 Brock Road (Claremont) under Section 29, Part IV of the Ontario Heritage Act, in accordance with the Draft Designation By-law. Attachments: 1. Location Map 2. Heritage Impact Assessment, prepared by ERA Inc., dated December 29, 2022 3. Heritage Impact Assessment Addendum, prepared by ERA Inc., dated June 14, 2023 4. Notice of Intention to Designate to be published on the City’s Website 5. Notice of Intention to Designate for the Ontario Heritage Trust and property owner 6. Draft Designation By-law for the G.M. Forsyth House at 5113 Brock Road (Claremont) - 131 - PLN 29-24 November 4, 2024 Subject: 5113 Brock Road (Claremont) – Notice of Intention to Designate a Property under Part IV, Section 29 of the Ontario Heritage Act Page 8 Prepared By: Approved/Endorsed By: Nilesh Surti, MCIP, RPP Catherine Rose, MCIP, RPP Division Head, Development Review Chief Planner & Urban Design Kyle Bentley, P. Eng. Director, City Development & CBO NS:ld Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By Original Signed By Original Signed By Original Signed By - 132 - Cla r e mon t Stre e t Bund y S t r e e t Fr a n k l i n S t r e e t Lane Street Bro c k R o a d Tom T h o m s o n C o u r t Wi l l i a m S t r e e t To m T h o m s o n C o u r t Wi x s o n S t r e e t Location Map Municipal Address: Date: Oct. 01, 2024© The Corporation of the City of Pickering Produced (in part) under license from: © Queens Printer, Ontario Ministry of Natural Resources. All rights reserved.; © Her Majesty the Queen inRight of Canada, Department of Natural Resources. All rights reserved.; © Teranet Enterprises Inc. and its suppliers. All rights reserved.; © Municipal Property Assessment Corporation and its suppliers. All rights reserved.SCALE: 1:4,000THIS IS NOT A PLAN OF SURVEY. L:\PLANNING\01-MapFiles\01-City Development\01-PLN Reports\2024\PLN xx-24 - 5113 Brock Road\5133 Brock Rd.aprx City Development Department 5113 Brock Road (Claremont) Subject Lands Attachment 1 to Report PLN 29-24 - 133 - Heritage impact assessment 5113 Old Brock Road Claremont, Pickering, ON December 9, 2022 Attachment 2 to Report PLN 29-24 - 134 - PREPARED FOR:PREPARED BY: ii HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 416-963-4497 Claremont Development Inc. #300-3190 Steeles Ave E Markham ON, L3R 1G9 905-477-1177 Project #21-332-01 Prepared by PE / SI / EA / JG - 135 - iiiISSuED: 9 DECEMBER 2022 CONTENTS EXECUTIVE SUMMARY IV 1 INTRODUCTION 5 1.1 Report Scope 5 1.2 Present Owner Contact Information 5 1.3 Site Description and Context 7 1.4 Heritage Status 10 2 BACKGROUND RESEARCH AND ANALYSIS 11 2.1 Historical Context 11 2.2 Site Evolution 17 3 CULTURAL HERITAGE VALUE 21 3.1 Ontario Regulation 9/06 Analysis 21 3.2 Draft Statement of Significance 24 4 ASSESSMENT OF EXISTING CONDITION 26 5 DESCRIPTION OF THE PROPOSED DEVELOPMENT 39 6 IMPACT ASSESSMENT 42 7 CONSIDERED ALTERNATIVES AND MITIGATION STRATEGIES 44 8 RECOMMENDED CONSERVATION STRATEGY 47 9 CONCLUSION AND RECOMMENDATIONS 48 APPENDIX A: PROJECT PERSONNEL 49 APPENDIX B: LIST OF SOURCES 50 APPENDIX C: HERITAGE POLICY REVIEW 51 APPENDIX D: CLAREMONT SECONDARY PLAN STUDY HERITAGE INVENTORY (1978) 54 - 136 - iv HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT ExEcutivE Summary Impact of Proposed Development The proposed development anticipates the following impacts to the Site’s cultural heritage value, based on ERA’s draft Statement of Significance: • Removal of the barn and silos to accommo- date new residential lots; • Isolation of the farmhouse from its agri- cultural context on the Site, including the reduction of the farmstead lot size to 0.51 hectares; • New construction in the immediate vicin- ity of the farmhouse, including new houses on estate size lots, a detached garage, a replacement septic bed, and a new road; and • Alteration of the Site’s existing rural land- scape and topography along Old Brock Road, through the introduction of four new residential lots flanking Old Brock Road and a 1.8 metre wood privacy fence and contin- uous hedgerow. Mitigation and Conservation Strategy The potential impacts of the proposed development are proposed to be partially mitigated through a recommended design and landscape strategy, which would interpret the Site’s rural character. This would include design guidelines for the new houses along Old Brock Road, and an interpretive rural landscape strategy. A buffer zone is proposed around the farmhouse, with generous setbacks from the north, east, and south properties lines (24 metres, 19 metres, and 36 metres, respectively). The existing setback from Old Brock Road will be maintained, along with the front-yard mature trees and semi-circular driveway. Although a minimal change in grade is proposed (up to 0.60m) with an upward slope to the north lot line, it will not impact any heritage landscape features. Background ERA Architects Inc. (“ERA”) was retained by Claremont Development Inc. to prepare a Heritage Impact Assessment (“HIA”) for the proposed redevelopment of 5113 Old Brock Road, Claremont (the “Site”). The Site comprises a large farmstead property, including a farmhouse (1916), barn, and four silos. Heritage Status The Site is not listed on the City of Pickering’s Heritage Register, or designated under Section 29, Part IV of the Ontario Heritage Act (“OHA”). It is not located within a designated Heritage Conservation District (“HCD”). The Site is not considered adjacent to any listed or designated properties. ERA has evaluated the Site in accordance with Ontario Regulation 9/06 (“O. Reg. 9/06”). We find that the Site meets the criteria for design/physical, historical/associative, and contextual value. As such, the property is a candidate for designation under Part IV, Section 29 of the OHA. • It has design value as a representative example of an historic Ontario farmstead, including a representative early-20th centu- ry American Foursquare farmhouse. • It has historical/associative value for its direct association with G.M. Forsyth, a prominent municipal leader and farmer. • It has contextual value for defining, main- taining, and supporting a rural character along Old Brock Road in Claremont. Proposed Development The proposed development involves the full in-situ retention of the existing farmhouse within a new residential subdivision, including 71 lots for detached dwellings, new public roads, a new public park, open space buffers, and two stormwater management facilities. - 137 - 5ISSuED: 9 DECEMBER 2022 1 introduction ERA Architects Inc. (“ERA”) was retained by Claremont Development Inc. to prepare a Heritage Impact Assessment (“HIA”) for the proposed redevelopment of 5113 Old Brock Road, Claremont (the “Site”). ERA was retained in accordance with the Minutes of Settlement for the Site (OLT Case Number OLT-22-002250), which stipulates that an HIA be provided as a condition of Draft Plan Approval. The purpose of an HIA, according to the City’s Terms of Reference (2022), is to “determine if any cultural heritage resources may be adversely impacted by a specific proposed development or site alteration, and to recommend an overall approach to conserve the resource(s)” (City of Pickering, 2022). This report was prepared with reference to the following documents: • Parks Canada Standards and Guidelines for the Conservation of Historic Places in Canada (2010); • Provincial Policy Statement (2020); • O. Reg. 9/06; • Ontario Heritage Toolkit; • Durham Regional Official Plan (consolidated 2020); and • City of Pickering Official Plan, Edition 9 (consolidated 2022); and • City of Pickering Terms of Reference for Heritage Impact Assessments (April, 2022). 1.1 Report Scope 1.2 Present Owner Contact Information Claremont Development Inc. #300-3190 Steeles Ave E Markham ON, L3R 1G9 905-477-1177 - 138 - 6 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT View of the farmhouse on the Site from the driveway entrance (ERA, 2022). West and south elevations of the farmhouse (ERA, 2022). - 139 - 7ISSuED: 9 DECEMBER 2022 1.3 Site Description and Context The Site comprises a large farmstead property, known municipally as 5113 Old Brock Road. Located at the northeastern edge of Claremont, in Pickering, the Site’s principal frontage extends along Old Brock Road north of Lane Street. The Site also has a large frontage on Brock Road extending between Central Street and the railway corridor. The Site contains the following buildings and structures, which are set against an agricultural landscape of open fields and mature trees: • A two-storey brick farmhouse, set back from Old Brock Road. It is estimated to have been built by G.M. Forsyth in 1916. The front yard features a semi-circular driveway lined with mature trees. • A frame barn with a concrete foundation, located immediate- ly north of the farmhouse. It is estimated to have been built during the early-to-mid-20th century. • Four silos, with one located beside the barn, and the remain- ing three clustered near centre of the Site at the end of a drive lane. Old Brock Road transects the village of Claremont, an historic rural settlement in the City of Pickering. The area north of Lane Street is defined by its rural context, which includes a collection of late- 19th century houses near the railway, and an agricultural landscape (i.e. the Site) on the east side of Old Brock Road. Developed as a northern extension of the village following the arrival of the railway, the area contains notable examples of late-19th century residential architecture, including the Tobias Castor House (5230 Old Brock Road), built circa 1890. To the west of the site is a natural area along Mitchell Creek, a tributary of the East Duffins Creek. There is also some infill development along its edge, on the west side of Old Brock Road, mostly in the form of mid-to-late 20th century bungalow-style houses. To the south of the Site is the main village of Claremont, which is centred on the “four corners” intersection at Old Brock Road and Central Street. The 19th-century village, which is laid out on a grid pattern, has been encircled by contemporary (post-1980) residential subdivisions. Farmhouse (ERA, 2022). Barn (ERA, 2022). Silo, beside barn (ERA, 2022). Silos, near centre of the Site (ERA, 2022). - 140 - 8 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Aerial photograph showing the Site, shaded blue (Google Maps, 2022; annotated by ERA). Ol d B r o c k R d Central St Br o c k R d Railwa y - 141 - 9ISSuED: 9 DECEMBER 2022 Preliminary servicing plan for the Site, showing the proposed layout of the subdivision (SCS Consulting Group; annotated by ERA). - 142 - 10 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT 1.4 Heritage Status On-Site Heritage Resources The Site is not listed on the City’s Heritage Register, or designated under Section 29, Part IV of the Ontario Heritage Act (“OHA”). It is not located within a designated Heritage Conservation District (“HCD”). The Site is not included on the City’s Inventory of Historic Properties (2002), however it was identified in the Claremont Secondary Plan Study Heritage Inventory (1978), attached in Appendix D. Adjacent Heritage Resources The Site is not considered adjacent to any properties that are listed on the City’s Heritage Register, or designated under Section 29, Part IV of the OHA. - 143 - 11ISSuED: 9 DECEMBER 2022 2 Background rESEarch and analySiS 2.1 Historical Context Indigenous History (Pre-1800s) The Site forms part of the territory of the Wendat, Haudenosaunee, and Mississaugas (part of the Anishinaabe Nation). For each of these nations, rivers and waterways were central to traditional ways of life before the arrival of European settlers. The Site is located just east of Mitchell Creek, a tributary of the East Duffins Creek. Within the Duffins Creek Watershed, there are approximately seventeen registered archaeological sites from the Late Woodland Period (AD 700-1651), a period associated with the emergence of horticulture and semi-permanent villages in Southern Ontario. The Draper Site (AlGt-2), an ancestral Wendat village, is the largest known village site in the Duffins Creek Watershed. Located near Highway 7 approximately eight kilometers southwest of Claremont, it was excavated in the mid-1970s in anticipation of the new Toronto Airport in Pickering. Following the northward dispersal of the Wendat, the Seneca established a village known as Ganatsekwyagon at the mouth of the Rouge River in the mid-to-late 1600s, at the foot of the Toronto Carrying Place Trail (east branch); an important portage route which connected Lake Ontario with the upper Great Lakes. Towards the end of the 17th-century, the Mississaugas arrived in southern Ontario, where they continued to follow a yearly cycle of movement and resource-harvesting along the rivers in the Greater Toronto Area, including the Credit, Humber, Don and Rouge. The mouth of Duffins Creek would have been used by the Mississaugas as a seasonal hunting and fishing grounds. After the British conquest of New France in 1763, the British Crown issued a royal proclamation, which established guidelines for the colonization of Indigenous territories in North America. The proclamation stated that Indigenous peoples held title to their territory until it was ceded by a treaty. Despite this, the Site was not subject to a treaty until 1923, after the area had been settled by Euro-Canadians. In 1923, the Williams Treaties were signed between seven Anishinaabe First Nations and the Crown. In 2018, the Williams Treaties First Nations negotiated an out-of-court settlement with the Provincial and Federal govern- ments, contending that the Crown did not provide proper compensation and unjustly denied harvesting rights. 1688 French map of Lake Ontario, show- ing the village of Ganatsekwyagon and the Carrying Place trail. The approximate location of the Site is indicated with a blue arrow (university of Toronto Map and Data Library). - 144 - 12 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Pickering Township The Constitutional Act of 1791 established the new colony of upper Canada (today’s Ontario), and set in place a British colonial administration. Shortly thereafter, the government began to survey the province’s first counties and townships, with the townships divided into a grid of 200-acre lots organized by concession lines and sideroads. The Site was located in Pickering Township, which was originally part of York County before being partitioned off to the newly-formed Ontario County in 1852. The grid pattern superimposed a colonial understanding of land over the seasonal and resource-dependent relationship held by the Mississaugas, who were displaced from their territory and left with small reserves. In 1806, Joseph Wixson patented Lot 18 in the Ninth Concession of Pickering Township, a 200-acre farm lot which included the Site. The Wixson brothers, Joseph and Joshua, were among the first European settlers in the northern part of Pickering Township, having arrived from New York towards the end of the 18th century. The Wixons settled on either side of Brock Road, north of the 9th Concession, where Joseph is said to have cleared approximately 400 acres. Writing in 1973, local historian Robert A. Miller noted that “Joseph took up land and built his house just where the road deviates between Claremont and the C.P.R. Station, close to the big elm tree on the west side of Brock Road. Joshua settled on the east side of Brock Road and built his house south east of the C.P.R” (Miller, 1973, pg.158). In the 1830s, a number of English families settled on the Seventh, Eighth and Ninth Concessions of Pickering Township, including the Tracys, Gosticks, Palmers, Bennetts and Winters. Brock Road and Kingston Road were the only main roads in the township at this time. By the mid-19th century, the northern part of Pickering Township was emerging as a productive agricultural landscape, as described by local historian Lillian Gauslin in 1974: “houses and barns were built. Pigs, cows and horses were found on almost every farm, and large clearings were to be seen almost everywhere. The log houses were giving way to brick and then to stone” (Gauslin, 1974, pg.20). It was during this period that crossroads hamlets, such as Claremont, were established as rural centres for religion, education and commerce. Historical sketch of Pickering Township, showing the crossroads settlements along Brock Road during the early-to- mid-19th century. The Site is indicated with a blue arrow (Pickering Library). - 145 - 13ISSuED: 9 DECEMBER 2022 1860 Tremaine’s Map of Ontario County. Lot 18 in the Ninth Concession is shaded blue. The location of the Site is indicated with a blue circle (university of Toronto; annotated by ERA). - 146 - 14 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Historic Ontario Farmstead Typology (ERA). Historic Ontario Farmsteads Farms of this era in the Site’s vicinity, and elsewhere in Ontario, were typically characterized by a combination of built and landscape features that today we recognize as the Ontario Farmstead. Farmhouses formed only one central component of the interrelated features of these productive agricultural landscapes. Other typological features of the Ontario Farmstead included barns, fields, tree-lined driveways, and orchards. - 147 - 15ISSuED: 9 DECEMBER 2022 The Village of Claremont The origins of Claremont can be traced back to the 1840s, when the first businesses were established at the “four corners” (Old Brock Road and the Ninth Concession). In 1844, John C. Michell opened a general store on the east side of Brock Road, approximately half a mile south of the present village. Not long after, in 1847, a stone store was erected by John Hamilton on the southwest corner of the intersection, which was leased to Thomas Noble. Originally known as Noble’s Corners, by the 1850s the village featured several stores and a tavern, along with a number of cottage industries, including: two blacksmiths, a saw mill, a wagon-maker, a cooper, a tanner and several grist mills. Change came in 1884 with the arrival of the Canadian Pacific Railway just north of the village,transforming Claremont from “an insignificant little settlement to a thriving village” (Gauslin, 1974, pg.27). The railway allowed for increased settlement in the northern part of the township, while facilitating the shipment of grain and livestock. Two grain elevators, along with coal and lime sheds, were constructed near the station. As detailed in the Claremont Secondary Plan Study Heritage Inventory, “a proportionately high number of the hamlet’s buildings date from around this [railway] period, especially in the northern sector near the tracks, when a noticeable increase in population took place” (Ian MacPherson Associates, 1978, pg.6). Old Brock Road in Claremont, no date (Pickering Library). 1877 Map of the Village of Claremont, from the Ontario County Atlas. The loca- tion of the Site is indicated with a blue arrow (Gauslin, 1974, pg.22; annotated by ERA). - 148 - 16 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Looking south on Old Brock Road in Claremont, early-20th century. Likely at the bend in the road just south of the Site (Pick- ering Library). Looking south on Old Brock Road from just south of the railway, early-20th century (Pickering Library). - 149 - 17ISSuED: 9 DECEMBER 2022 2.2 Site Evolution Based on the historical research outlined below, it is estimated that the existing farmhouse on the Site was built in 1916 by G.M. Forsyth, a prominent municipal leader and farmer. It is estimated that the barn and silo were built during the early-to-mid 20th century, followed by the three silos at the centre of the Site post-1954. The following section includes a detailed chronological summary of the Site’s history of ownership and development. The existing farmhouse and outbuildings are located on Lot 18 in the Ninth Concession of Pickering Township, which was patented by Joseph Wixson in 1806. A review of secondary sources suggests that Joshua Wixson, Joseph’s brother, settled on the east side of Old Brock Road (on or near the Site) towards the end of the 18th century. By the 1860s, as illustrated by Tremaine’s Map of Ontario County, the 200-acre farm lot had been subdivided into a number of smaller parcels, with the area southeast of Old Brock Road (including the Site) owned by Joseph Wixson. Although many of the land registry records are illegible, it is estimated that Joseph Wixson sold the property in 1871 to John Reid, who was recorded as the owner in the 1877 County Atlas. The Tweedsmuir History provides further insight, indicating that John Reid “lived on the old, Joseph Wixson property, just north of the bend on the Brock Road” (Claremont Women’s Institute, pg.113). According to the 1901 census, the Reid farmstead included a composite (i.e. wood/frame) farmhouse with ten rooms, along with four barns, stables or other outbuildings. Several years earlier, in 1896, the Pickering News reported that “John Reid has the stonework of his barn about completed and the frame work started. The old barn will be torn down” (Pickering News, 26 June 1896). In 1903, John Reid placed the farm on the market, with an advertisement in the Pickering News reading “[...] purchase of that valuable farm, known as the Old Wixon Homestead, containing about 60 acres more or less, and situated between Claremont Village and C.P.R. station” (Pickering News, 10 July 1903). In March of the following year, it was reported that Daniel Forsyth had purchased the John Reid farm, although tax assessment rolls indicate that he would have granted the lot to his son, George Malcolm (G.M.) Forsyth, shortly after. In 1905, tax assessors recorded 163 acres of land on the southern half of Lots 17 and 18 under G.M. Forsyth’s ownership. The value of buildings on this property was assessed at $1,300. 1860 Tremaine’s Map of Ontario County. The Site is shaded blue (university of Toronto; annotated by ERA). 1877 Ontario County Atlas. The Site is indicated with a blue circle (McGill uni- versity; annotated by ERA). Advertisement for the sale of John Reid’s farm (Pickering News, 10 Jul 1903). - 150 - 18 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT In May of 1916, the Pickering News announced that G.M. Forsyth was “making preparations for the erection of a fine new residence” on his farm (Pickering News, 19 May 1916). In October of the same year, it was reported that “the frame for G.M. Forsyth’s new residence is now up. When completed this will be one of the prettiest homes in Pickering Township” (Pickering News, 13 October 1916). The brickwork was laid by a local mason, C.H. Found, shortly after the frame was completed (Pickering News, 20 October 1916). C.H. Found was responsible for a number of other buildings in the Claremont area, including the village fire hall and library (Gauslin, 1974, pg.175). In June of 1917, G.M Forsyth moved into his new residence (Pickering News, 15 June 1917). Several months later, Forsyth commissioned a landscape gardener to lay out the grounds in front of his new house: “James Douce, landscape gardener, of Toronto, accompanied by James Stevens, of Toronto, was here one day last week, when he laid out G.M. Forsyth’s grounds in front of his beautiful residence” (Pickering News, 3 October 1917). According to the 1921 census, G.M. Forsyth lived in a seven-room brick house in Claremont along with Lillian Forsyth and their two daughters. While the exact location of G.M. Forsyth’s house is not documented in the available historical record, it is estimated to be the extant farmhouse on the Site. This is supported by secondary sources, which note that “in 1916, G.M. Forsyth built a new home and operated the [former John Reid] farm located in north Claremont” (Gauslin, 1974, pg.262). A review of available Tax Assessment Rolls between 1912 and 1921 provides inconclusive data. In 1912, 1917 and 1921, tax assessors recorded 109 acres of land under Forsyth’s ownership on Lot 17, however the value of buildings declined from $500 to $250 during this period. This suggests that the farmhouse was built on Lot 18, despite the property being omitted from Forsyth’s assessment. There is no evidence that the house was built for Thomas Gregg, as documented in the Claremont Secondary Plan Study Heritage Inventory. The available Tax Assessment Rolls between 1905 and 1924 indicate that Gregg owned land on Lot 23 in the Eight Concession and Lot 26 in the Ninth Concession, west of Claremont. Further, there are no (legible) land transactions between G.M. Forsyth and Thomas Gregg, apart from the sale of a small quarter-acre parcel on Lot 18 in September, 1922, after Gregg had constructed his own residence. In June of 1922, it was reported that “Thos. Gregg has the excavating for his new residence Photograph of the farmhouse on the Site (Claremont Secondary Plan Heritage Inventory, 1978). 1922 topographical map showing the Site, indicated with a blue circle. Note the black square indicating the pres- ence of a building (Ontario Council of university Libraries; annotated by ERA). Newspaper brief announcing the con- struction of G.M. Forsyth’s new resi- dence (Pickering News, 19 May 1916). - 151 - 19ISSuED: 9 DECEMBER 2022 completed and the cement foundation constructed” (Pickering News, 8 June 1922). Of note, the cement foundation of Gregg’s house is inconsistent with the stone foundation found on the Site. In 1946, G.M. Forsyth sold his farm to Edgar Ward for $18,000. Following the sale, it was reported that “Edgar Ward of Balsam is moving into the Forsyth home” (Pickering News, 4 April 1947). The 1954 aerial photograph shows a barn and silo to the north of the farmhouse, however the three silos at the centre of the Site had not yet been constructed. Between 1969 and 1978, a series of land transactions involving the Wards and Toko Investments were recorded in the abstract index for Lot 18. In 1990, Toko Investments submitted a development application for 27 single-detached lots on the Site, however the plans never came to fruition. 1954 aerial photograph showing the barn and silo to the north of the farmhouse, indicated with a pink circle. The location of the three unbuilt silos is indicated with a dashed orange circle (McMaster university; annotated by ERA). Newspaper brief announcing the sale of the G.M. Forsyth farm to Edgar Ward (Pickering News, 1 February 1946). 1967 Map of Pickering Township showing the Site, shaded blue, on Edgar Ward’s 109-acre farm (Pickering Library). - 152 - 20 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT George Malcolm (G.M.) Forsyth Below is the biography of G.M. Forsyth, as found in the Tweedsmuir History: Mr. Forsyth was one of Pickering Township’s most active and enthusiastic municipal leaders. During his colourful political career, which extended from 1901 until his death, Mr. Forsyth held almost every major office in both the Township of Pickering and the Police Village of Claremont. He was intensely proud of his municipal record. He was one of the Township’s most noted historians. His compact office-library carried records dating back to early pioneer life in the municipality. He was active in the South Ontario Liberal Association. Mr. Forsyth started at the bottom of the municipal ladder and climaxed his career by being chosen Warden of Ontario County in 1923. In 1901, he was elected to the Claremont Public School Board, an office he held off and on for thirty years. He was a board member when the Continuation School was established in Claremont. Other members at that time were Dr. Ralph Brodie and Albert Rawson. He was a charter member of the Claremont Cemetery Board from 1908 until his death. He was a member of the first board of Trustees when Claremont was declared a Police Village in 1908 and held that position until 1917. G.M. Forsyth was elected to Pickering Council in 1921. From 1923 to 1926, he was Deputy Reeve and in 1927 he became Reeve of Pickering Township holding the office for two years. He had been appointed the Claremont representative of the Hydro Commission and during his term as Reeve, he was instrumental in bringing hydro to Claremont. “Mac” was the son of Daniel Forsyth and Rachel Barry, who settled first around Glasgow, in Uxbridge Township and then in Claremont. He married Lillian Cooper of Claremont and they had four children: Viola, Mary (deceased in 1943), Georgina and Barry, who died in infancy. Viola and Georgina sold their home in 1973 and moved to Markham. Mr. Forsyth had many interests but farming was his livelihood. He specialized in breeding Shorthorn cattle and Clydesdale horses. He was a charter member of the Ontario Plowmen’s Association and was called on to judge cattle at many rural fairs. Mr. Edgar Ward purchased the Forsyth Farm in 1946 and Mr. Forsyth built a lovely red brick bungalow at the corner of Wixson Street and the Ninth Concession, where he spent his retirement years. He died in 1959. 1910 photograph of G.M. Forsyth, from a collage titled “the business men of Claremont” (Pickering Library). - 153 - 21ISSuED: 9 DECEMBER 2022 3 cultural hEritagE valuE 3.1 Ontario Regulation 9/06 Analysis The Site has been evaluated against the Ontario Regulation 9/06 (O.Reg 9/06) “Criteria for Determining Cultural Heritage Value or Interest” under the OHA. O. Reg. 9/06 was developed for the purpose of identifying and evaluating the cultural heritage value or interest of a property proposed for protection under Section 29 of the OHA. The purpose of the criteria is to provide a consistent approach for the evaluation of heritage properties. O. Reg. 9/06 states that “a property may be designated under section 29 of the Act if it meets one or more of the following criteria for determining whether it is of cultural heritage value or interest”. While meeting one or more of the criteria may be sufficient justification, in some cases, for protection of a property under the OHA, O. Reg 9/06 does not provide a clear threshold or automatic mandate for designation. Based on historical research, our evaluation finds that the Site meets the O. Reg. 9/06 criteria for design/physical, historical/associative and contextual value. As such, the property is a candidate for designation under Part IV, Section 29 of the OHA. • It has design value as a representative example of an historic Ontario farmstead, including a representative early-20th century American Foursquare farmhouse. • It has historical/associative value for its direct association with G.M. Forsyth, a prominent municipal leader and farmer who is historically significant to the community of Claremont. • It has contextual value for defining, maintaining, and support- ing a rural character along Old Brock Road in Claremont. - 154 - 22 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Value (quoted from Ontario Reg. 9/06)Y/N Assessment of 5113 Old Brock Road The property has design value or physical value because it, i. is a rare, unique, representative or early example of a style, type, expression, material or construction method,Y The property is a representative example of an historic Ontario farmstead, evidenced by its farmhouse, barn, and silos, which form part of an agricultural landscape of open fields and mature (front-yard) trees. As an individual component of the farmstead, the farmhouse is a fine representa- tive example of an early-20th century American Foursquare farmhouse. ii. displays a high degree of craftsmanship or artistic merit, or N The property does not display a high degree of craftsmanship or artistic merit. The farmhouse displays craftsmanship that is typical of the early- 20th century period. iii. demonstrates a high degree of technical or scientific achievement. N The property does not demonstrate a high degree of technical or scientific achievement. The property has historical value or associative value because it, i. has direct associations with a theme, event, belief, person, activity, organization or institution that is significant to a community, Y The property has a direct association with G.M. Forsyth, a prominent municipal leader and farmer who is historically significant to the commu- nity. Forsyth held many major offices in both the Township of Pickering and the Village of Claremont over the course of his political career. ii. yields, or has the potential to yield, information that contributes to an understanding of a commu- nity or culture, or N The property does not offer new knowledge or a greater understanding of particular aspects of the community’s history or culture. iii. demonstrates or reflects the work or ideas of an architect, artist, builder, designer or theorist who is significant to a community.N The architect or builder of the farmhouse is not documented in the historical record. There is no evidence that the mason, C.H. Found, or landscape gardener, James Douce, are significant to the com- munity. - 155 - 23ISSuED: 9 DECEMBER 2022 The property has contextual value because it, i. is important in defining, maintaining or supporting the character of an area, Y The property is important in defining, maintain- ing and supporting the rural character Old Brock Road in Claremont, an historic village in the former Township of Pickering. Old Brock Road, north of Lane Street, can be characterized by its agricultural landscape on the east side of the road (i.e. the Site), which forms the backdrop to the late-19th century village fabric. The area contains a concentration of late-19th century houses near the railway, built in a variety of vernacular styles, with mature front-yard trees creating a green edge along the road. ii. is physically, functionally, visually or historically linked to its surroundings, or N The property does not have a relationship to its broader context that is important to understand the meaning of the property and/or its context. iii. is a landmark. N The property is not a landmark. - 156 - 24 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT 3.2 Draft Statement of Significance Description of Property – 5113 Old Brock Road 5113 Old Brock Road is a farmstead property located on the east side of Old Brock Road in the village of Claremont, Pickering. The property contains a two-storey brick farmhouse, a frame barn with a concrete foundation, and four silos. Statement of Cultural Heritage Value 5113 Old Brock Road has design value as a representative example of an historic Ontario farmstead, evidenced by its farmhouse, barn, and silos, which are set against an agricultural landscape of open fields. Built in 1916, the farmhouse is valued as a fine representative example of an early-20th century American Foursquare farmhouse. This is expressed through its square plan, two-storey scale, hipped roof, and varied design details, including the wrap-around verandah with its two-storey frontispiece. 5113 Old Brock Road has historical/associative value for its direct association with G.M. Forsyth, an historically significant municipal leader and farmer in Claremont. Forsyth held many major offices in Pickering Township and the Village of Claremont over the course of his political career, culminating in his appointment as Warden of Ontario County in 1923. During his term as Reeve of Pickering Township, he was instrumental in bringing hydro-electric power to Claremont. This association is expressed through the grandeur of the farmhouse and its estate-style landscape treatment. 5113 Old Brock Road has contextual value for defining, maintaining, and supporting a rural character along Old Brock Road in Claremont. Sited on the northern edge of the village, the property’s agricultural landscape forms the backdrop to the late-19th century village fabric. Description of Heritage Attributes Key attributes that express the property’s value as a representative example of an historic Ontario farmstead: • Farmhouse, set back from and oriented towards Old Brock Road, with front-yard mature trees; • Paired barn and silo, located to the north of the farmhouse; • Grouping of silos near the centre of the site, accessed by a drive lane; and - 157 - 25ISSuED: 9 DECEMBER 2022 • Rear fields. Key attributes that express the value of the farmhouse as a fine representative example of an early-20th century American Foursquare farmhouse, with eclectic architectural and landscape features: • Scale, form and massing of the two-storey house, with its square plan and flat-topped hipped roof; • Wrap-around verandah, including the two-storey frontispiece, pedimented roof, and Tuscan columns; • Five-sided single-storey bay window, covered by the veran- dah; • Varied segmental-arch window openings; • Dormer windows and chimneys protruding from the attic; • Brick materials, laid in a stretcher bond pattern; • Raised cut-stone foundation; Key attributes that express the property’s value for its direct association with G.M. Forsyth: • Grandeur and scale of the farmhouse, distinguished by its wrap-around verandah and two-storey pedimented frontis- piece. • Siting of the farmhouse atop a landscaped pedestal, marked by a retaining wall and split staircase. • Semi-circular front driveway lined with mature trees. Key attributes that express the property’s value in defining, maintaining, and supporting the rural character of Old Brock Road in Claremont: • Its location on the east side of Old Brock Road, just north of the village of Claremont; • Views of the farmhouse, barn, and silos across fields from Old Brock Road; and • Mature front-yard trees, fields, and scrub along the Old Brock Road frontage. - 158 - 26 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT 4 aSSESSmEnt of ExiSting condition DEFINITION OF TERMS The building components were graded using the following assessment system: Excellent: Superior aging performance. Functioning as intended; no deterioration observed. Good: Normal Result. Functioning as in- tended; normal deterioration observed; no maintenance anticipated within the next five years. Fair: Functioning as intended. Normal deterioration and minor distress observed; maintenance will be required within the next three to five years to maintain func- tionality. Poor: Not functioning as intended; sig- nificant deterioration and distress ob- served; maintenance and some repair required within the next year to restore functionality. Defective: Not functioning as intended; significant deterioration and major dis- tress observed, possible damage to sup- port structure; may present a risk; must be dealt with immediately. ERA performed a visual inspection of the property in September 2022. All observations were carried out from grade. Inspections were limited to visible exterior envelope features such as the brick facade, brick piers, stone foundation, brick chimney, windows, doors, wood porch, wood dormers, wood soffits, asphalt shingles, flashings, rainwater management systems (gutters and downspouts), and the masonry retaining wall. The roof areas of the buildings were not accessible at the time of the inspection. The review does not include interior spaces, structural, mechanical, electrical or plumbing systems/elements. Farmhouse Overall, the exterior of the farmhouse appears to be in fair to poor condition. The exterior facade is clad in red brick (stretcher bond), which appears to be in fair condition, with some areas of poor condition showing step cracking, damaged bricks, mortar loss, efflorescence, and staining. The brick porch piers appear to be in fair condition with areas of poor condition showing efflorescence, mortar loss, step cracking, and brick delamination. The brick chimneys appear to be in fair condition with some efflorescence. The stone foundation appears to be in good condition. The ground and second floor wood porch appears to be in poor condition with areas of wood rot, damage, delaminated and missing floor boards and soffit boards, damaged fascia boards, paint flaking, and deformation of the second floor porch structure. The wood porch stairs appear to be poor condition with areas of defective condition showing wood rot, delaminated wood, deformation, and biological staining. The wood dormers appear to be in fair condition and have been overclad with vinyl siding. The windows and doors appear to be modern inserts which are in good condition. The black asphalt shingles appear to be in poor to fair condition, with areas of poor condition showing curling and missing shingles. The wood fascia and soffits appear to be in fair condition, with areas of poor condition showing paint flaking, wood cracks, and unsympathetic repairs. Farmhouse porch condition (ERA, 2022). - 159 - 27ISSuED: 9 DECEMBER 2022 The existing metal flashing, gutters, and downspouts appear to be in fair condition, with some areas of poor condition showing biological staining and vegetation growth in the gutters (requiring cleaning). The masonry retaining wall appears to be in poor condition, with areas of defective condition where the masonry has cracked, delaminated, and shifted. Barn Overall, the barn building exterior appears to be in poor condition. The concrete foundation appears to be in fair condition, with areas of poor condition showing step cracking and material delamination. The wood siding appears to be in poor to fair condition, with some areas of defective condition where there is missing and damaged siding. The existing window and door openings have been boarded up and were not reviewed. The existing metal roof appears to be in poor condition, with areas of rusting and deformed metal. The existing metal flashing, gutters, and downspouts appear to be in defective condition with areas of missing, damaged, and deformed gutters and downspouts. Retaining wall condition (ERA, 2022). Barn foundation condition (ERA, 2022). - 160 - 28 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Looking east towards the farmhouse from Old Brock Road. Note the semi-circular driveway, mature trees, and retaining wall (ERA, 2022). View of the farmhouse (ERA, 2022). - 161 - 29ISSuED: 9 DECEMBER 2022 Farmhouse, west elevation (ERA, 2022). Farmhouse, west elevation and retaining wall (ERA, 2022). - 162 - 30 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Farmhouse, north elevation (ERA, 2022). Farmhouse, south elevation (ERA, 2022). - 163 - 31ISSuED: 9 DECEMBER 2022 Farmhouse, east elevation (ERA, 2022). - 164 - 32 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Barn, south elevation (ERA, 2022). - 165 - 33ISSuED: 9 DECEMBER 2022 Barn, west elevation (ERA, 2022). Barn, east elevation (ERA, 2022). - 166 - 34 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Barn, north elevation (ERA, 2022). - 167 - 35ISSuED: 9 DECEMBER 2022 Silo, beside barn (ERA, 2022). - 168 - 36 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Silos, at centre of Site (ERA, 2022). - 169 - 37ISSuED: 9 DECEMBER 2022 View of the silos from Old Brock Road (ERA, 2022). Looking north on Old Brock Road from the Site (ERA, 2022). - 170 - 38 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Looking north on Old Brock Road from the Site (ERA, 2022). Looking south on Old Brock Road from the Site (ERA, 2022). - 171 - 39ISSuED: 9 DECEMBER 2022 5 dEScription of thE propoSEd dEvElopmEnt The proposed development involves the full retention of the existing farmhouse within a new residential subdivision, including 71 lots for detached dwellings, new public roads, a new public park, open space buffers, and two stormwater management facilities. Franklin Street, which currently terminates at the south property line, will be extended north to Lane Street through the Site. A new street (currently “Street A”) is proposed to the north of the farmhouse, providing vehicular and pedestrian access to the subdivision from Old Brock Road. To accommodate new residential lots (nos. 27, 29, and 30), the existing barn and silos are proposed to be removed. The farmhouse will be retained in-situ on a dedicated lot (no. 71), surrounded by green space, with minimal regrading along the north lot line and a replacement septic bed to the south of the farmhouse. It will be set back from its new north, east, and south property lines by 24 metres, 19 metres, and 36 metres, respectively. The existing 37-metre setback from Old Brock Road will be maintained, along with the semi-circular driveway, mature trees, and retaining wall in front of the farmhouse. The northernmost driveway access of the semi-circular driveway may be relocated to Street A, due to its close proximity to the new intersection, however the southernmost access will remain in its existing location. At the northeast corner of the lot, a new detached garage is proposed. Per the terms of the Site’s sale agreement, Lot 71 will remain in the ownership of the previous owner of the full development site. North of Lot 71, three new proposed residential lots will have frontage onto Old Brock Road (lots 30, 11 and 1). Per the terms of a mediated settlement with the City of Pickering, these lots are proposed to be separated and sheltered from Old Brock Road via a 1.8-metre wood privacy fence and continuous white spruce hedgerow. Further, these new houses will be subject to specific architectural control guidelines, which are currently being developed by the proponent’s architectural team. - 172 - 40 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Preliminary servicing plan for the Site, showing the location of the farmhouse, to be retained, and barn/silos, to be removed (SCS Consulting Group). Farmhouse (to be retained)Barn (to be removed)Silos (to be removed) - 173 - 41ISSuED: 9 DECEMBER 2022 Preliminary servicing plan for the Site, showing the proposed layout of the subdivision. The farmhouse lot, Lot 71, is highlighted in blue (SCS Consulting Group; annotated by ERA). - 174 - 42 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT 6 impact aSSESSmEnt Below is the framework provided by the Province for assessing negative impacts to a cultural heritage resource. Negative impact on a cultural heritage resource include, but are not limited to: Destruction of any, or part of any, sig- nificant heritage attributes or features; Alteration that is not sympathetic, or is incompatible, with the historic fabric and appearance; Shadows created that alter the appear- ance of a heritage attribute or change the viability of a natural feature or plantings, such as a garden; Isolation of a heritage attribute from its surrounding environment, context or a significant relationship; Direct or indirect obstruction of signifi- cant views or vistas within, from, or of built and natural features; A change in land use such as rezoning a battlefield from open space to residential use, allowing new development or site al- teration to fill in the formerly open spaces; Land disturbances such as a change in grade that alters soils, and drainage patterns that adversely affect an archaeo- logical resource. (Ontario Heritage Toolkit). The Site is not listed on the City’s Heritage Register, or designated under Section 29, Part IV of the OHA. Based on historical research, our evaluation finds that the Site meets the O. Reg. 9/06 Criteria for design/physical, historical/associative, and contextual value. ERA has thus prepared a draft Statement of Significance to accompany the Site’s recommended designation under Part IV of the OHA. The proposed development anticipates the following impacts to the Site’s cultural heritage value, as identified in ERA’s draft Statement of Significance: • Removal of the barn and silos to accommodate new resi- dential lots: the barn and silos, both of which contribute to the Site’s value as a representative historic Ontario farmstead and are identified as heritage attributes, are both proposed to be removed in service of the proposed new subdivision neighbourhood; • Isolation of the farmhouse from its agricultural context on the Site: the proposed development anticipates the erection of a suburban community on the historic farm, which repre- sents the disconnection of the farmhouse building from its historic rural context, and the reduction of its lot size to 0.51 hectares; • New construction in the immediate vicinity of the farm- house, including new houses on estate size lots, a detached garage, a replacement septic bed, and a new road: the influx of new development presents an impact on the extant resource’s legibility as an historic farmhouse and its promi- nence as an historic resource; and • Alteration of the Site’s existing rural landscape and topog- raphy along Old Brock Road: the Site’s cultural heritage value as a representative Ontario farmstead is communicated in part by the expansive rural landscape along the east side of Old Brock Road. Alterations to this landscape are proposed, including the addition of four new residential lots fronting Old Brock Road, the development of the expansive land- scape beyond them, and the installation of a suburban-style 1.8-metre wood privacy fence and continuous hedgerow along the Old Brock Road Site boundary. - 175 - 43ISSuED: 9 DECEMBER 2022 The potential impacts identified on the previous page are proposed to be partially mitigated through the strategy recommended in Section 7 of this report, which includes various landscape and design measures. As an individual heritage resource, the farmhouse will not be adversely impacted by the proposed development. All of its draft heritage attributes will be conserved, including the existing front-yard setback and views of the farmhouse from Old Brock Road. Although a minimal change in grade is proposed (up to 0.60m) – with an upward slope towards the north lot line and a gradual decline as it nears the west lot line – it is not anticipated that any landscape features will be impacted. The realignment of the semi-circular driveway’s northernmost entrance constitutes a neutral impact to the Site’s cultural heritage value. With respect to the proposed septic bed south of the farmhouse, the size and geometry will be confirmed at the building permit application stage, at which point efforts will be made to retain any trees within its vicinity, and in particular to retain trees that obscure views of the septic bed from the front lawn and from Old Brock Road. Any trees requiring removal will be replaced. - 176 - 44 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT 7 conSidErEd altErnativES and mitigation StratEgiES The potential impacts of the proposed development on the Site’s cultural heritage value are proposed to be partially mitigated through the implementation of a buffer zone around the retained farmhouse, and a recommended design and landscape strategy for new development, which would interpret the Site’s rural character. It is recommended that the mitigation strategies be incorporated and finalized through the Detailed Design stage. Impact: removal of the barn and silos The barn and silos are proposed to be removed to accommodate new residential lots. To mitigate this impact, it is recommended that the barn’s wood materials be salvaged for future reuse, either as part of an on-site installation or as an off-site contribution to other local historic barn structures, to be determined as the design/development process advances. Impact: isolation of the farmhouse from its agricultural context To mitigate the impact of the farmhouse’s isolation from its sprawling agricultural context, a green buffer zone has been maintained around the farmhouse. The farmhouse will be retained in-situ on a dedicated lot, with generous setbacks from the north, east, and south properties lines (24 metres, 19 metres, and 36 metres). The existing setback from Old Brock Road will be conserved, along with the semi-circular driveway and mature front-yard trees. The northernmost driveway access of the semi-circular driveway may be relocated to Street A, due to its close proximity to the new intersection, however the southernmost access will remain in its existing location. In addition to creating a buffer zone around the retained heritage building, the setbacks will conserve the farmhouse’s historical relationship to Old Brock Road, in order to mitigate the impact of reducing the farmstead lot size. This is consistent with the policy direction set out in the City of Pickering’s Official Plan, which states “retain the original location and orientation of such [heritage] structures” (8.9 (a)). Impact: new construction in the immediate vicinity of the farmhouse To mitigate the impact of new neighbourhood construction in the immediate vicinity of the farmhouse, a set of specific architectural control guidelines are currently being developed for the new estate - 177 - 45ISSuED: 9 DECEMBER 2022 lots along Old Brock Road, which are proposed to incorporate a mix of traditional and contemporary styles, and materials like siding, stone and brick. It is ERA’s recommendation that the architectural control guidelines be expressly crafted to interpret and communicate rural / agricultural built character - particularly for the four houses flanking Old Brock Road north of the farmhouse, and for any other houses that would be considered adjacent to the farmhouse. This contemporary interpretation of rural built character might include simple box forms and gabled roof pitches, and siding as the predominant material, with contemporary masonry employed as an accent. It is recommended that the houses flanking Old Brock Road and any others adjacent to the farmhouse be designed to be contemporary in style, so that they reflect their own architectural era and allow the farmhouse to remain prominent and distinct as an historic resource. The new garage on the farmhouse lot is currently proposed to embody this approach, with a contemporary design and siting northeast of the house that references and interprets the historic barns on the farmstead (including the extant one currently proposed to be removed). ERA recommends interpretive design elements that may include wood double-doors for any garage bays, vertical board siding and a simple gabled roof pitch, as well as a colour palette that complements the farmhouse. With respect to the new road north of the farmhouse, it is anticipated that the entrance will be designed as a semi-urbanized right-of-way cross-section for the portion of Street A adjacent to the existing lot, which includes a narrowed pavement width (7m from 8.5m) and a ditch only on the south side of the roadway, to conserve its rural character. Other recommended strategies include alternatives to asphalt (e.g. interlocking paving), non-manicured green landscaping at the edges (e.g. bioswales), and trees (3-4) on either side of the street as it enters the subdivision. The proposed stormwater management pond on the north side of the new road, which provides landscaped buffer space between the farmhouse and its developed surroundings, is recommended to be designed with an explicitly rural character. Existing condition along the east side of Old Brock Road (ERA, 2022). - 178 - 46 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT Impact: alteration of the Site’s existing rural landscape and topography along Old Brock Road The introduction of four new residential lots with flankage onto Old Brock Road (one south and three north of the farmhouse) will present an impact to the current expansive rural landscape context on the east side of Old Brock Road. There is a history of contemporary infill of the rural landscapes along Old Brock Road, for example in the mid-20th century when several new houses were built fronting onto the west side of the street, across from the Site. unlike the precedents along the west side, in this instance the redevelopment of the street’s east side is characterized by a suburban subdivision approach, which includes the orientation of houses flanking Old Brock Road to internal streets instead, and a 1.8-metre-high wood privacy fence and continuous white spruce hedgerow along the extent of Old Brock Road to screen the development from the street. In order to address the impact of the conversion of Old Brock Road’s east side from a rural streetscape to a suburban neighbourhood, it is ERA’s recommendation that a mitigation strategy could include: • The location of the continuous white spruce hedgerow along the west side of the fence, to screen views of the suburban wood privacy fence from Old Brock Road; • Retention of the existing landscape character along Old Brock Road, including existing landscape features like random/ irregular scrub, tall fallow-field grasses, and existing trees where possible; • Low, wood, rural-style fencing framing or marking the entrances into the subdivision streets; and • Contemporary interpretation of rural character for the build- ings flanking Old Brock Road, which might include simple box forms and gabled roof pitches, and siding as the predomi- nant material, with contemporary masonry employed as an accent. - 179 - 47ISSuED: 9 DECEMBER 2022 8 rEcommEndEd conSErvation StratEgy The proposed conservation approach is rehabilitation, including the introduction of 71 new residential lots to the Site, and the full retention of the 1916 farmhouse in-situ. A buffer zone is proposed around the farmhouse, with generous setbacks from the north, east, and south properties lines (24 metres, 19 metres, and 36 metres). The existing setback from Old Brock Road will be maintained, along with the front- yard mature trees, semi-circular driveway, and retaining wall. The farmhouse itself is proposed for preservation, maintaining its existing materials, form, and integrity while conserving its heritage value. The conservation approach is supported by a broader design and landscape strategy, which includes a recommended interpretive rural landscape strategy, and recommended design guidelines for the new houses along Old Brock Road. These strategies, which are informed by the historic Ontario Farmstead typology, are intended to respond to the Site’s rural character, while making new work “physically and visually compatible with, subordinate to and distinguishable from the historic place” (Standards and Guidelines, pg.23). Given that the farmhouse lot will be retained by the previous landowner, it is recommended that the property owner address the following baseline conservation scope, identified in the condition assessment in Section 4, as part of normal maintenance and repairs on an ongoing basis: • Repair of wrap-around verandah; • Repair and replacement of exterior stairs and retaining wall; • Repair and replacement of roof materials, where necessary; • Replacement of windows to match original profiles; and • Masonry and stone cleaning, repair, and replacement where necessary. Rehabilitation: the action or process of making possible a continuing or com- patible contemporary use of an historic place, or an individual component, while protecting its heritage value. Restoration: the action or process of ac- curately revealing, recovering or repre- senting the state of an historic place, or of an individual component, as it appeared at a particular period in its history, while protecting its heritage value. Preservation: the action or process of protecting, maintaining, and/or stabi- lizing the existing materials, form, and integrity of a historic place or of an indi- vidual component, while protecting its heritage value. (Standards and Guidelines for the Con- servation of Historic Places in Canada) - 180 - 48 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT 9 concluSion and rEcommEndationS The Site is comprised of a farmstead property, including a farmhouse, barn, and four silos. Based on historical research, it is estimated that the farmhouse was built in 1916 by G.M. Forsyth, a prominent municipal leader and farmer in Claremont. Our evaluation finds that the property meets the O. Reg. 9/06 Criteria for design/physical, historical/associative, and contextual value. As such, the property is a candidate for designation under Part IV, Section 29 of the OHA. The proposed development involves the full retention of the farmhouse in-situ within a new residential subdivision, including 71 lots for detached dwellings. A buffer zone is proposed around the retained farmhouse, with generous setbacks from the north, east, and south properties lines. The existing setback from Old Brock Road will be maintained, along with the front-yard mature trees and semi-circular driveway. All of the identified heritage attributes relating to the farmhouse, as an individual component of the farmstead, will be conserved. The potential negative impacts of the proposed development are proposed to be partially mitigated through the implementation of a buffer zone around the retained farmhouse, and a recommended design and landscape strategy for new development, which would interpret the Site’s rural character. This would include design guidelines for the new houses along Old Brock Road, and an interpretive rural landscape strategy. Overall, the proposed development balances the planning and heritage objectives for the Site, in accordance with relevant provincial and municipal heritage policies, and the recognized professional standards in the field of heritage conservation in Canada. - 181 - 49ISSuED: 9 DECEMBER 2022 appEndix a: projEct pErSonnEl Philip Evans OAA, MRAIC, ICOMOS, CAHP is a Principal at ERA and the founder of Culture of Outports and small. Over the course of 17 years working in the field of heritage conservation, he has led a wide range of conservation, adaptive reuse, design, and feasibility planning projects. Samantha Irvine JD, ICOMOS, CAHP is a Senior Associate with the heritage planning team at ERA, where she has overseen projects that impact culturally significant buildings, neighbourhoods and landscapes since 2015. She holds a BA in History and Sociology from McGill university (Great Distinction); MA degrees in Historical & Sustainable Architecture (NYu) and Sustainable urbanism (Wales); and a JD from Queen’s university. She is a member of the Ontario Bar Association and a former Fellow of Sustainable urbanism with the Prince’s Foundation in London, England. Emma Abramowicz CAHP is a Planner and Senior Project Manager at ERA Architects. She holds a BAH in History from Queen’s university, and a Master of Planning from Ryerson university. Her prior experience includes public-sector heritage work in Ontario and Alberta, including heritage planning and urban design in the Town of Banff, AB. Jamie Glasspool is a Heritage Planner at ERA Architects, specializing in historical research and analysis. He holds a Bachelor of Arts in urban Studies from McGill university, where he also completed a semester abroad at the university of Manchester. - 182 - 50 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT appEndix B: liSt of SourcES Archives of Ontario. (n.d.). Assessment rolls 1901-1924 for Pickering Township. Claremont past and present. (1938). https://corporate.pickering.ca/PLHCWebLink/ElectronicFile.aspx?docid=171071&dbid=0 Claremont Women’s Institute. (n.d.). Tweedsmuir history. https://corporate.pickering.ca/PLHCWebLink/ElectronicFile.aspx?docid=171298&dbid=0 Gauslin, L. M. (1974). From paths to planes: a story of the Claremont area. https://corporate.pickering.ca/PLHCWebLink/ElectronicFile.aspx?docid=171275&dbid=0 Ian Macpherson Associates. (1978). Claremont secondary plan study heritage inventory. https://corporate.pickering.ca/PLHCWebLink/ElectronicFile.aspx?docid=171187&dbid=0 Library and Archives Canada. (n.d.). Census 1901, 1911, 1921. https://www.bac-lac.gc.ca/eng/census/Pages/census.aspx McGill university. (2001). Canadian county atlas digital project. https://digital.library.mcgill.ca/countyatlas/ Miller, R. A. (1973). The Ontario village of Brougham. The Alger Press Limited. https://corporate.pickering.ca/PLHCWebLink/ElectronicFile.aspx?docid=169099&dbid=0 Ontario Land Registry. (n.d.). Abstract index for concession 9 lot 18, Pickering Township. https://www.onland.ca/ui/40/books/search. https://www.onland.ca/ui/40/books/search Pickering Library. (n.d.). Local history collection digital archive. https://corporate.pickering.ca/PLHCWebLink/Welcome.aspx university of Toronto. (n.d.). Ontario historical county map project. https://utoronto.maps.arcgis.com/apps/webappviewer/index.html? - 183 - 51ISSuED: 9 DECEMBER 2022 appEndix c: hEritagE policy rEviEw The following policy documents were reviewed in the preparation of this report: • Parks Canada Standards and Guidelines for the Conservation of Historic Places in Canada (Second Edition); • The Ontario Heritage Tool Kit; • Provincial Policy Statement (2020); • A Place to Grow: Growth Plan for the Greater Golden Horse- shoe (2019); • Ontario Heritage Act (R.S.O. 1990); • Durham Regional Official Plan (consolidated 2020); and • City of Pickering Official Plan, Edition 9 (consolidated 2022). Provincial Policy Statement (2020) The PPS guides the creation and implementation of planning policy across Ontario municipalities, and provides a framework for the conservation of heritage resources, including the following relevant policies: 2.6.1 Significant built heritage resources and significant cultural heritage landscapes shall be conserved. 2.6.3 Planning authorities shall not permit development and site alteration on adjacent lands to protected heritage property except where the proposed development and site alteration has been evaluated and it has been demonstrated that the heritage attributes of the protected heritage property will be conserved. A Place to Grow: Growth Plan for the Greater Golden Horseshoe (2020) The Growth Plan, 2019 is the Province of Ontario’s initiative to plan for growth and development in a way that supports economic prosperity, protects the environment, and helps communities achieve a high quality of life. Section 1.2.1 of Guiding Principles includes: Conserve and promote cultural heritage resources to support the social, economic, and cultural well-being of all communities, including First Nations and Métis communities. Conserved: means the identification, protection, management and use of built heritage resources, cultural heritage landscapes and archaeological resources in a manner that ensures their cultural heritage value or interest is retained. This may be achieved by the implementation of recommendations set out in a conserva- tion plan, archaeological assessment, and/or heritage impact assessment that has been approved, accepted or adopted by the relevant planning authority and/or decision-maker. Mitigative measures and/ or alternative development approaches can be included in these plans and as- sessments (PPS, 2020). - 184 - 52 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT With the objective of “protecting what is valuable”, Section 4.2.7 of the Growth Plan (2020) states: 1. Cultural heritage resources will be conserved in order to foster a sense of place and benefit communities, particularly in strategic growth areas. Durham Regional Official Plan (2020) Section 2 of the Durham Regional Official Plan relates to the environment and provides the goal “to preserve and foster the attributes of communities and the historic and cultural heritage of the Region”. Cultural heritage policies include: 2.2.11 The conservation, protection and/or enhancement of Durham’s built and cultural heritage resources is encouraged. 2.3.49 Regional Council shall encourage Councils of the area municipalities to utilize the Ontario Heritage Act to conserve, protect and enhance the built and cultural heritage resources of the municipality, to establish Municipal Heritage Committees to consult regarding matters relating to built and cultural heritage resources planning and, the designation of heritage conservation districts and properties as provided for in the Ontario Heritage Act. City of Pickering Official Plan (2022) Chapter 8 of the Pickering Official Plan addresses cultural heritage, stating that “City Council shall respect its cultural heritage, and conserve and integrate important cultural heritage resources from all time periods into the community” (Policy 8.1). The following heritage policies are relevant to the Site: 8.8 City Council, in consultation with its heritage committee, shall: (c) discourage or prevent the demolition or inappropriate alteration of a heritage resource, but where demolition or inappropriate alteration is unavoidable: (i) consider the acquisition and conservation of the resource; and (ii) if acquisition is not possible, conduct a thorough review and documentation of the resource for archival purposes; - 185 - 53ISSuED: 9 DECEMBER 2022 8.9 City Council shall consider the following guidelines on the use and reuse of heritage resources: (a) maintain, if possible, the original use of heritage structures and sites, and if possible, retain the original location and orientation of such structures; (b) where original uses cannot be maintained, support the adaptive reuse of heritage structures and sites to encourage resource conservation; Although not directly applicable to the Site, it should be noted that the Site borders the Hamlet of Claremont, a Rural Settlement identified in Chapter 13 of the Official Plan. Cultural heritage policies include: 13.12 City Council shall: (a) encourage opportunities for enhancing the historic village of Claremont through general or site specific zoning that allows the introduction of arts and craft studios, custom workshops and small-scale commercial enterprises on suitable sites, providing the historic character of the village and the interests of neighbouring residents are respected; - 186 - 54 HERITAGE IMPACT ASSESSMENT | 5113 OLD BROCK ROAD, CLAREMONT appEndix d: clarEmont SEcondary plan Study hEritagE invEntory (1978) - 187 - PAGE 1 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 Subject:HERITAGE IMPACT ASSESSMENT ADDENDUM Issued To:City of Pickering (Development Department) 1 The Esplanade, Pickering, ON L1V 6K7 tel: 905-420-4660 ext. 2035 Memo #:2 Project:5113 Old Brock Road, Claremont Project #: 21-332-02 Prepared By:Emma Abramowicz, Jamie Glasspool Date Issued: June 14, 2023 5113 OLD BROCK ROAD HIA ADDENDUM This Heritage Impact Assessment (“HIA”) Addendum has been prepared by ERA Architects Inc. (“ERA”), on behalf of Geranium Claremont Inc. (“Geranium”), to supplement the HIA for the proposed development at 5113 Old Brock Road (the “Site”). The proposed development includes 71 lots for detached dwellings (including one lot for the retained farmhouse), new public roads, a new public park, open space buffers, and two stormwater management facilities. A Zoning By-Law Amendment application and Draft Plan of Subdivision application were made by Geranium and approved at the Ontario Land Tribunal (“OLT”) in August, 2022, subject to the conditions of the Draft Plan of Subdivision approval outlined in the Minutes of Settlement, which required an HIA as a condition of approval. An HIA was prepared by ERA and submitted to the City of Pickering (the “City”) on December 9, 2022. The City’s peer reviewer, Heritage Studio, provided comments on the HIA to Geranium Claremont Inc. on March 3, 2023. In accordance with the recommendations of the peer review, this addendum supplements the HIA to include: • The identification of negative impacts to views/vistas in accordance with the Ontario Heritage Tool Kit; and • A discussion of considered alternatives as explained in Section 2.5 of this letter and/or an acknowledgment of why considered alternatives were not included or dismissed. Additionally, this addendum provides recommendations for the interpretive rural landscape strategy and architectural control guidelines, as requested by the City of Pickering. Background Research and Analysis The peer review includes the following comments on the background research and analysis section: • The property description in Section 1.3 dates the barn’s construction from early to mid-20th century. Based on the property research provided, it seems more plausible that the existing barn dates to approximately 1896. The HIA notes that the foundation is cement but given that no interior inspection of the barn was completed, it is possible that the foundation is stonework that has been parged with a cement-based mortar. ERA has since conducted an interior site visit at the barn on March 14, 2023. Based on the findings of our site visit, it is unlikely that the barn dates to approximately 1896. While some lumber may have been salvaged from an earlier barn Attachment 3 to Report PLN 29-24 - 188 - PAGE 2 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 structure, the foundation in the interior of the barn was found to be cement. This is supported by our discovery of an earlier stone foundation immediately east of the existing structure, which is more likely associated with the c. 1896 (or another earlier) barn structure. Cultural Heritage Value The peer review includes the following comments on the cultural heritage value section: • I agree with the identified cultural heritage values but would consider the inclusion of two additional contextual values. The property has contextual value because it: ii. is physically, functionally, visually or historically linked to its surroundings. iii. is a landmark. Upon further review, ERA concurs that the property meets the criteria identified in the peer review. Below is a summary of the Site’s cultural heritage value, updating the Ontario Regulation 9/06 Analysis on page 21 of the HIA to include two additional elements of value: • It has design value as a representative example of an historic Ontario farmstead, including a representative early- 20th century American Foursquare farmhouse. • It has historical/associative value for its direct association with G.M. Forsyth, a prominent municipal leader and farmer who is historically significant to the community of Claremont. • It has contextual value for defining, maintaining, and supporting a rural character along Old Brock Road in Claremont; for its physical, functional, visual, and historical links to its rural surroundings; and as a local landmark in Claremont. The additional contextual values are already expressed through the following draft heritage attributes included in the original HIA: • Its location on the east side of Old Brock Road, just north of the village of Claremont; • Views of the farmhouse, barn, and silos across fields from Old Brock Road. Cement foundation in barn interior (ERA, 14 March 2023). Earlier stone foundation to the east of the existing barn (ERA, 14 March 2023). - 189 - PAGE 3 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 Proposed Development Although the proposed development remains substantially in accordance with the HIA submitted on December 9, 2022, the approach to the driveway alteration has been confirmed. This includes the creation of a new driveway entrance from Street A, connecting to the existing driveway north of the farmhouse, with the removal of the existing north entrance from Old Brock Road. The existing south entrance from Old Brock Road will be retained. Landscape plan showing the proposed driveway alteration (Schollen & Company, 2022; annotated by ERA). New driveway.Retained driveway.Removed driveway. - 190 - PAGE 4 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 Impact Assessment The peer review includes the following comments on the impact assessment section: • The impact assessment identifies potential negative impacts to the property’s cultural heritage value as identified in the draft Statement of Significance. For the sake of clarity, this section should include “negative” as a descriptor for “impact”. • I agree with the identified negative impacts, which are succinctly described and, in some instances, would benefit from additional explanation/analysis. For example, the fourth impact notes that the Site’s cultural heritage value as a representative Ontario farmstead is communicated in part by the expansive rural landscape along the east side of Old Brock Road. I would argue that one of the most important elements of the Ontario farmstead is the expansive views and rural landscape character and that the change in land use (Ontario Heritage Tool Kit impact #7) is less of an “alteration” and more of an absolute negative impact. • Lastly, they have not identified the following potential negative impact from the Ontario Heritage Tool Kit: Direct or indirect obstruction of significant views or vistas within, from, or of built and natural features [...] An analysis of potential adverse impacts to identified views/vistas in the draft Statement of Significance should be included in the HIA report. Accordingly, it is anticipated that the proposed development will have the following negative impacts on the Site’s cultural heritage value and attributes: • Removal of the barn and silos to accommodate new residential lots: the barn and silos, both of which contribute to the Site’s value as a representative historic Ontario farmstead and are identified as heritage attributes, are both proposed to be removed in service of the proposed new subdivision neighbourhood; • Isolation of the farmhouse from its agricultural context on the Site: the proposed development anticipates the erection of a suburban community on the historic farm, which represents the disconnection of the farmhouse building from its historic rural context, and the reduction of its lot size to 0.51 hectares; • New construction in the immediate vicinity of the farmhouse, including new houses on estate size lots, a detached garage, a replacement septic bed, and a new road: the influx of new development presents a negative impact on the extant resource’s legibility as an historic farmhouse and its prominence as an historic resource; and • Change in land use allowing the redevelopment of the Site’s rural landscape along Old Brock Road: the Site’s cultural heritage value as a representative Ontario farmstead is communicated in part by the expansive rural landscape along the east side of Old Brock Road. This landscape will be transformed through the addition of four new residential lots fronting Old Brock Road, the development of the expansive landscape beyond them, and the installation of a suburban-style 1.8-metre wood privacy fence and continuous hedgerow along the Old Brock Road Site boundary. • Direct obstruction of significant views of the farmhouse, barn, and silos across fields from Old Brock Road: while the farmhouse will remain visible from Old Brock Road, the introduction of new houses and a 1.8 metre wood privacy fence directly obstructs the view of the farmhouse looking southeast across fields from Old Brock Road (see photo on following page). The removal of the barn and silos will also alter these significant views and constitutes a negative impact to these views. - 191 - PAGE 5 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 View of the farmhouse and barn, looking southeast across fields from Old Brock Road; a future residential lot with a subdivision fence (ERA, 14 March 2023). View of the barn and silos, looking west across fields from Old Brock Road; a future residential lot with a subdivision fence (ERA, 14 March 2023). - 192 - PAGE 6 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 Mitigation Strategies The peer review includes the following comments on the mitigation strategies: • The HIA report recommends either reuse of the wood material as part of an on-site installation or off-site as a contribution to other local historic barn structures. On-site installation is recommended as this would provide an opportunity to reinterpret the property’s agricultural history either at one of the entrances to the subdivision or within the public park space. Furthermore, how and where the salvaged wood will be stored for the future reinstallation as part of landscape strategy should be identified. • The property (farmhouse, barn, silos and setting) should be photographically documented prior to development, including earth works, and the photographs and ERA’s HIA report should be deposited at the Pickering Public Library archives. ERA visited to the Site on March 14, 2023 to document the barn, silos, and earthworks (i.e. earlier stone foundation) prior to the issuance of a demolition permit for these structures. A documentation and salvage strategy was issued to the City of Pickering on March 22, 2023, which provides documentation photographs and the recommended strategy for salvaging materials for future reuse on-Site, including how and where the salvaged wood will be stored. The documentation photographs (dated March 14, 2023) are complemented by the photographs taken as part of the HIA. The peer review includes the following additional recommendations: View of the silos, looking west across fields from Old Brock Road (ERA, 21 September 2022). - 193 - PAGE 7 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 I recommend that as part of the ongoing development approvals process, the heritage consultant prepare and submit a scoped Conservation Plan to City Heritage Staff that further develops and details: • The interpretive rural landscape strategy (including on-site installation and interpretation of the salvaged barn, trees and plantings, fencing, street naming, etc.). • ERA’s recommended architectural guidelines for houses constructed on lots adjacent to the historic farmhouse. As these recommendations constitute impact mitigation measures, rather than technical conservation scope, they have been included instead in this HIA Addendum. A scoped Conservation Plan is recommended to follow to address the technical conservation scope for the farmhouse property. ERA has prepared a set of recommendations to (i) facilitate the conservation of the remaining farmhouse and landscape on Lot 71; and (ii) conserve (as far as possible), reference and interpret the historic rural landscape character along Old Brock Road, at Claremont’s north end. The recommendations are organized into three directive areas: a. Building Design b. Landscape Design c. Additional Heritage Interpretation Building Design While the following Building Design recommendations could be appropriate to the full subdivision, they are only recommended for the lots (a) along Old Brock Road and (b) adjacent to Lot 71. This includes Lots 1, 11, 29, 30, 31, 32. These recommendations should also be applied to any new construction on Lot 71, e.g. a garage. The recommendations are based on the direction in the Standards and Guidelines for the Conservation of Historic Places in Canada, notably Standard 11, which speaks to new construction on or adjacent to a heritage property. 1. Retain the farmhouse’s prominence and legibility as a distinct historic resource. • Avoid red brick as a building material. • Avoid hipped roofs, or mansard roofs. The farmhouse’s hipped roof should be allowed to remain prominent, with the use of gabled roofs elsewhere. • Consider lower-scaled buildings on lots adjacent to Lot 71. • Use simple architectural expression, with classic gabled roof forms and limited ornamentation, particularly on lots adjacent to Lot 71. 2. Convey the historic character of Old Brock Road through buildings that reference the site’s history as a farm and the area’s history as a rural village. • Convey estate-style character and luxury through substantial living space and high-quality design materials, rather than through expressions of “traditional style” or excessive ornamentation. • Use gabled roofs throughout the neighbourhood, a typical farmstead roof form with an established tradition of contemporary architectural interpretation on rural properties. Avoid hipped roofs and mansard roofs. - 194 - PAGE 8 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 • Design buildings with simple forms, including simple rectilinear windows with limited mullions and restrained sills and lintels. • Use natural materials to reference the site’s history as a farmstead, including siding, wood cladding, and clay brick. High-quality stone masonry is recommended to be used primarily as an accent material. Use of stucco should be limited. 3. Distinguish new buildings from the historic farmhouse by designing them to be contemporary, in the architecture of their own time. • Avoid “traditional styles” that reflect earlier eras of architectural design. • Avoid expressive architectural ornamentation or detailing. • Contribute to the streetscape of buildings of various eras along Old Brock Road, rather than trying to reference or replicate an earlier era or style. Landscape Design The following Landscape Design recommendations are intended to support the conservation and legibility of the house on Lot 71 as an historic farmhouse, and to conserve the historic valued rural character along Old Brock Road as far as will be possible, given the forthcoming subdivision development. 1. Retain all extant landscape character on Lot 71, and replace in kind if required. Elements include: • Semi-circular driveway lined with regular coniferous trees; driveway entrance may be altered for access off Street A as long as the semi-circular shape is retained; • Retaining wall; • Green buffers at the south and east edges of the lot, on the boundaries with what will become Lots 31 and 32; • Green lawns; • Gravel paving where driveways or car parking are required. 2. Establish a rural character at the entrance to Street A off Old Brock Road, with naturalized landscape elements including swales, trees, and informally arranged plants. 3. The proponent and the City of Pickering are encouraged to collaborate to ensure an irregular, rural-style landscape design character along the full edge of Old Brock Road, through some combination of the following strategies: • Retain as much of the existing scrub, trees and plants along Old Brock Road as possible. • Select a series of native plants to use in the new landscape along Old Brock Road. • Avoid a polished character when designing the initial subdivision landscape along Old Brock Road. Use irregular plantings of varying scales, rather than green lawns. • Use grasses, plants and trees to screen and frame views of new houses along Old Brock Road, on Lots 1, 11, 30 and 31. • Distinguish the treatment in Old Brock Road flankage of Lots 1, 11, 30 and 31 from the front-yard treatment of the - 195 - PAGE 9 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 extant farmhouse on Lot 71. The new residential lots should be less street-facing, more screened, and read as less prominent along Old Brock Road. • Diversify the fencing where it is required on properties along Old Brock Road. Fencing should employ different styles, different stains or paints, and slightly different scales to convey the appearance of a neighbourhood developed over time. The City of Pickering is recommended to permit flexibility in the design of fencing to facilitate this approach. 4. Support the conservation on Lot 71 through an interpretive rural landscape treatment on Lots 29, 30, 32 and 73 (SWM Pond) on their Street A frontage. • Employ native plants of varying scales along the Street A edge; • Use informal permeable paving (e.g. gravel if possible) for driveways and car parking; • Consider using hedgerows or landscaping to screen the chain-linked fence at the edge of the SWM Pond on Lot 73. Additional Heritage Interpretation The Building Design and Landscape Design strategies above are recommended to be supported by the following heritage interpretation interventions which will help to communicate the history of the farmstead at 5113 Old Brock Road. 1. Employ the salvaged stone and wood from the former barns on site in the design of outdoor furniture structures in the neighbourhood park. Furniture structures may include seating, open-air shelters, or others. Designs should be subject to heritage consultant review. The City of Pickering is recommended to permit flexibility in its street furniture standards to facilitate this reuse of salvaged farmstead materials. 2. Consider opportunities for the design of an interpretive public-art installation using the salvaged stone and wood from the former barns on site. 3. Integrate the salvaged agricultural artifacts from the former barn / silos on site into an interpretive installation, likely in the neighbourhood park. Designs should be subject to heritage consultant review. 4. A heritage plaque is recommended to be installed in the neighbourhood park, or elsewhere within the neighbourhood’s public realm. The plaque should speak to the site’s history as a farmstead in the rural village north of Claremont’s core, it should identify the remnant farmhouse on Lot 71, and should identify the salvaged and reused materials. - 196 - PAGE 10 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 Considered Alternatives The peer review includes the following comments on considered alternatives: • The HIA does not provide a description of considered alternatives. Given the report’s emphasis on the cultural heritage value of the historic Ontario farmstead landscape, one would expect to see recommendations regarding alternative site layouts that would better conserve the identified cultural heritage values and attributes. The following alternative site layouts were considered to better conserve the Site’s cultural heritage value, but determined to be unfeasible in the context of the proposed development and other planning objectives for the Site. Option A (SWM pond along Old Brock Road): As part of an earlier subdivision layout, the location of the stormwater management (“SWM”) pond was considered along Old Brock Road adjacent to the retained farmhouse. In addition to providing the farmhouse with the greatest possible natural buffer, this would have helped to conserve the rural character of the Site’s Old Brock Road frontage, including the sense of openness and permeability. Ultimately, this option was assessed but determined to present drainage challenges that would impact properties on the west side of Old Brock Road, given the area’s topography. Option B (Park along Old Brock Road): Under a similar subdivision layout, the location of the park along Old Brock Road was explored. Like Option A, this would have provided additional natural buffer for the farmhouse, while helping to conserve the rural character of Old Brock Road. The current proposed location at the centre of the subdivision was selected for its proximity within the new neighbourhood, connections to the existing street network in Claremont (i.e. Franklin Street and Lane Street), and adjacency to small residential streets (as opposed to a major road). Option C (Lower Subdivision Fence): A lower subdivision fence could have been considered along Old Brock Road to reduce the negative impacts on the Site’s cultural heritage value, in particular the impact on the rural character of Old Brock Road. A subdivision fence adjacent to the west property line of Lots 1, 11, and 30 (i.e. on Old Brock Road), is required as a condition of draft plan approval. While the conditions do not specify a required fence height, the proposed 1.8 metres is consistent with the required height for fencing on other lots in the subdivision. The 1.8 metre height is also intended to provide privacy for the homeowners. To offset this impact, the proponent is exploring options to break up the fence and provide additional permeability, as opposed to an uninterrupted barrier. Option A: SWM pond along Old Brock Road, hightlighted in blue (Malone Given Parsons, 2018; annotated by ERA). - 197 - PAGE 11 OF 11 ERA Architects Inc. #600-625 Church St Toronto ON, M4Y 2G1 Recommended Conservation Strategy The peer review includes the following comments on the recommended conservation strategy section: • Given the number of negative impacts to the cultural heritage values and attributes (described in the draft Statement of Significance), the use of rehabilitation as a conservation approach is a misnomer. • This baseline conservation scope should not be considered “normal maintenance and repairs” as it includes relatively large-scale repair and restoration works. It is recommended that the existing owner (i.e., Claremont Development Inc.) undertake this scope of work as part of the development process. At this time, the primary conservation treatment is preservation of the 1916 farmhouse in-situ on a dedicated lot, with generous setbacks from the north, east, and south properties lines. This involves protecting and maintaining the existing materials, form, and integrity of the farmhouse, while conserving its heritage value. The conservation scope of work will be detailed in a future scoped Conservation Plan, with the work undertaken by Claremont Development Inc. as part of the development process. Please do not hesitate to contact the undersigned should you have any further questions regarding the contents of this HIA Addendum. Sincerely, Emma Abramowicz, Senior Project Manager ERA Architects Inc. - 198 - -City’s Website Version- Attachment 4 to Report PLN 29-24 Notice of Intent to Designate Property Of Cultural Heritage Value or Interest Take Notice that the Council of the City of Pickering intends to designate the following property as a property of cultural heritage value or interest under Part IV of the Ontario Heritage Act, R.S.O. 1990, c. 0.18 5113 Brock Road (Claremont) 40M2774 Pickering, Ontario Description of Property: 5113 Brock Road (Claremont) is located on the east side of Brock Road. The property is located at the northeastern edge of the former Village of Claremont, Pickering. Reason for Designation: Built in 1916, 5113 Brock Road (Claremont) is valued as a fine representative example of an early-twentieth century American Foursquare farmhouse. This is expressed through its square plan, two-storey scale, hipped roof, and varied design details, including the wrap-around verandah with its two-storey frontispiece. 5113 Brock Road (Claremont) has historical and associative value for its direct association with G.M. Forsyth, a historically significant municipal leader and farmer in Claremont. Forsyth held many major offices in Pickering Township and the Village of Claremont throughout his political career, culminating in his appointment as Warden of Ontario County in 1923. During his term as Reeve of Pickering Township, he was instrumental in bringing hydroelectric power to Claremont. This association is expressed through the grandeur of the farmhouse and its estate-style landscape treatment. 5113 Brock Road (Claremont) has contextual value for defining, maintaining, and supporting a rural character along Brock Road in Claremont. Sited on the northern edge of the village, the property’s agricultural landscape forms the backdrop to the late-nineteenth-century village fabric. Additionally, the property is considered a local landmark in Claremont. Any person may, within 30 days of the publication of this Notice, send by mail or deliver to the City Clerk, a notice of their objection to the proposed designation, together with a statement of reasons for the objection and all relevant facts. A copy of the Historical/Architectural Designation Report PLN 29-24 is available in the Clerks Division, Pickering Civic Complex, One The Esplanade, Monday to Friday, 8:30 am to 4:30 pm or by calling 905.420.4611 or by email at clerks@pickering.ca. DATED at the City of Pickering this XX day of XXXX, 2024 Susan Cassel, City Clerk City of Pickering One The Esplanade Pickering, ON L1V 6K7 - 199 - -Ontario Heritage Trust / Property Owner Version Attachment 5 to Report PLN 29-24 Notice of Intent to Designate Property Of Cultural Heritage Value or Interest Take Notice that the Council of the City of Pickering intends to designate the following property as a property of cultural heritage value or interest under Part IV of the Ontario Heritage Act, R.S.O. 1990, c. 0.18 5113 Brock Road (Claremont) 40M2774 Pickering, Ontario Description of Property: 5113 Brock Road (Claremont) is located on the east side of Brock Road. The property is located at the northeastern edge of the former Village of Claremont, Pickering. Reason for Designation: Built in 1916, 5113 Brock Road (Claremont) is valued as a fine representative example of an early-twentieth century American Foursquare farmhouse. This is expressed through its square plan, two-storey scale, hipped roof, and varied design details, including the wrap-around verandah with its two-storey frontispiece. 5113 Brock Road (Claremont) has historical and associative value for its direct association with G.M. Forsyth, a historically significant municipal leader and farmer in Claremont. Forsyth held many major offices in Pickering Township and the Village of Claremont throughout his political career, culminating in his appointment as Warden of Ontario County in 1923. During his term as Reeve of Pickering Township, he was instrumental in bringing hydroelectric power to Claremont. This association is expressed through the grandeur of the farmhouse and its estate-style landscape treatment. 5113 Brock Road (Claremont) has contextual value for defining, maintaining, and supporting a rural character along Brock Road in Claremont. Sited on the northern edge of the village, the property’s agricultural landscape forms the backdrop to the late-nineteenth-century village fabric. Additionally, the property is considered a local landmark in Claremont. Summary of Attributes for Designation: Key attributes that express the value of the farmhouse as a fine representative example of an early-twentieth century American Foursquare farmhouse, with eclectic architectural and landscape features are: •Scale, form and massing of the two-storey house, with its square plan and flat-topped hipped roof; •Wrap-around verandah, including the two-storey frontispiece, pedimented roof, andTuscan columns; •Five-sided single-storey bay window, covered by the verandah; •Varied segmental-arch window openings; •Dormer windows and chimneys protruding from the attic; - 200 - -Ontario Heritage Trust / Property Owner Version • Brick materials, laid in a stretcher bond pattern; • Semi-circular front driveway lined with mature trees; • Raised cut-stone foundation; • Its location on the east side of Brock Road, just north of the village of Claremont; • Farmhouse, set back from and oriented towards Brock Road, with front-yard mature trees; • Siting of the farmhouse atop a landscaped pedestal, marked by a retaining wall and split staircase; and • Scrub along the Brock Road frontage. Any person may, within 30 days of the publication of this Notice, send by mail or deliver to the City Clerk, a notice of their objection to the proposed designation, together with a statement of reasons for the objection and all relevant facts. A copy of the Historical/Architectural Designation Report PLN 29-24 is available in the Clerks Division, Pickering Civic Complex, One The Esplanade, Monday to Friday, 8:30 am to 4:30 pm or by calling 905.420.4611 or by email at clerks@pickering.ca. DATED at the City of Pickering this XX day of XXXX, 2024 Susan Cassel, City Clerk City of Pickering One The Esplanade Pickering, ON L1V 6K7 - 201 - Attachment 6 to Report PLN 29-24 The Corporation of the City of Pickering By-law No. XXXX/24 Being a by-law that designates the lands legally described as Lot 17, Plan 40M-2774 (the “Forsyth House”) and municipally known as 5113 Brock Road (Claremont), Pickering, as being cultural heritage value or interest. Whereas the Ontario Heritage Act authorizes the Council of a municipality to enact a by-law to designate real property, including all buildings and structures thereon, to be of cultural heritage value or interest; and Whereas on XXXX XX, 2024, Council endorsed the recommendations of its Heritage Advisory Committee to designate 5113 Brock Road (Claremont) as being of cultural heritage value or interest; and Whereas the Reasons for Designation are set out in Schedule “A” to this by-law; and Whereas the Council of The Corporation of the City of Pickering has caused to be served on the owners of 5113 Brock Road (Claremont) and upon the Ontario Heritage Trust, Notice of Intention to designate the property and has caused the Notice of Intention to be published in a newspaper having general circulation in the municipality as requested by the Ontario Heritage Act; and Now therefore the Council of The Corporation of the City of Pickering enacts as follows: 1. The Forsyth House, known municipally as 5113 Brock Road (Claremont) is designated asbeing of cultural heritage value or interest for reasons set out in Schedule “A” attachedhereto. 2.The City Solicitor is hereby authorized to cause a copy of this by-law to be registered on title to 5113 Brock Road (Claremont) (the Forsyth House). 3.The City Clerk is authorized to cause a copy of this by-law to be served upon the ownersof 5113 Brock Road (Claremont) (the Forsyth House) and the Ontario Heritage Trust andto publish notice of this by-law on the City’s website, in accordance with City ofPickering’s Public Notice Policy ADM100. By-law passed on this XX of XXXX, 2024. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 202 - Schedule “A” By-law No. XXXX/24 Reasons for Designation Description of Property 5113 Brock Road (Claremont) is located on the east side of Brock Road. The property is located at the northeastern edge of the former Village of Claremont, Pickering. Reason for Designation Built in 1916, 5113 Brock Road (Claremont) is valued as a fine representative example of an early-twentieth century American Foursquare farmhouse. This is expressed through its square plan, two-storey scale, hipped roof, and varied design details, including the wrap-around verandah with its two-storey frontispiece. 5113 Brock Road (Claremont) has historical and associative value for its direct association with G.M. Forsyth, a historically significant municipal leader and farmer in Claremont. Forsyth held many major offices in Pickering Township and the Village of Claremont throughout his political career, culminating in his appointment as Warden of Ontario County in 1923. During his term as Reeve of Pickering Township, he was instrumental in bringing hydroelectric power to Claremont. This association is expressed through the grandeur of the farmhouse and its estate-style landscape treatment. 5113 Brock Road (Claremont) has contextual value for defining, maintaining, and supporting a rural character along Brock Road in Claremont. Sited on the northern edge of the village, the property’s agricultural landscape forms the backdrop to the late-nineteenth-century village fabric. Additionally, the property is considered a local landmark in Claremont. Description of Heritage Attributes Key attributes that highlight the value of the farmhouse as a fine representative example of an early-twentieth century American Foursquare farmhouse, featuring eclectic architectural and landscape elements, including: • Scale, form and massing of the two-storey house, with its square plan and flat-topped hipped roof; • Wrap-around verandah, including the two-storey frontispiece, pedimented roof, and Tuscan columns; • Five-sided single-storey bay window, covered by the verandah; • Varied segmental-arch window openings; • Dormer windows and chimneys protruding from the attic; • Brick materials, laid in a stretcher bond pattern; • Semi-circular front driveway lined with mature trees; • Raised cut-stone foundation; • Its location on the east side of Brock Road, just north of the village of Claremont; • Farmhouse, set back from and oriented towards Brock Road, with front-yard mature trees; • Siting of the farmhouse atop a landscaped pedestal, marked by a retaining wall and split staircase; and • Scrub along the Brock Road frontage. - 203 - Memo To: Susan Cassel April 24, 2025 City Clerk From: Fiaz Jadoon Director, Economic Development & Strategic Projects Copy: Chief Administrative Officer Director, Finance & Treasurer Director, Corporate Services & City Solicitor Subject: Amendment to By-law No. 8161/25 -Municipal Accommodation Tax Implementation DateFile: A-1440-001 Further to Council Resolution #666/25 passed on February 24, 2025, to adopt By-law Number 8161/25 to implement a Municipal Accommodation Tax (MAT) By-law, please be advised that the implementation date stated on the By-law No. 8161/25 will require an amendment. Originally scheduled to take effect on May 1, 2025, as the per Municipal By-law No. 8161/25, the MAT will need to be implemented on June 1, 2025. This change is necessary due to a delay in receiving the required Letter of Limited Authorization to Form and Operate a Tourism Municipal Services Corporation from the Region of Durham. The revised implementation date will give sufficient time for accommodation providers to update their financial systems to reflect the new requirements. It will also allow the Ontario Restaurant Hotel Motel Association (ORHMA) additional time to disseminate training materials related to the MAT remittance structure and address any questions or concerns raised by accommodation providers. Staff will ensure all necessary communications will reflect the updated implementation date. An amending By-law is hereby attached to this Memorandum to give effect to the new date of June 1, 2025. FJ:as Attachment Draft By-law - 204 - The Corporation of the City of Pickering By-law No. 8180/25 Being a by-law to amend the Municipal Accommodation TaxBy-law 8161/25 Whereas subsection 400.1(1) of the Municipal Act, 2001, S.O. 2001, c. 25 (“Municipal Act”) provides that a local municipality may, by by-law, impose a direct tax in respect of the purchase of transient accommodation within the municipality; And Whereas the Municipal Accommodation Tax By- law 8161/25 was enacted by Council on February 24, 2025; And Whereas there was a delay in receiving the required Letter of Limited Authorization from the Region of Durham; and, And Whereas the Effective Date of May 1, 2025 as the per Municipal By-law No. 8161/25, will need to be revised to June 1, 2025. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.That Section 12.1. of By-law 8161/25, be repealed and replaced with the following: This By-law shall come into force and take effect on June 1, 2025. By-law passed this 29th day of April, 2025. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 205 -