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January 26, 2026
Addendum Council Meeting Agenda Electronic Meeting January 26, 2026 - 07:00 PM Chair: Mayor Ashe 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 on the HTML Agenda or the archived video available on the City's website. How to Participate Individuals looking to make a verbal delegation may do so in accordance with the City’s Procedure By-law. In lieu of a verbal delegation, individuals may also submit written comments to clerks@pickering.ca. To register as a Delegation, please submit a Delegation Request Form by visiting pickering.ca/meetings. Please note that matters marked with an asterisk (*) have been amended or added. For inquiries related to accessibility, please contact Legislative Services Phone: 905.420.4611 | Email: clerks@pickering.ca Call to Order/Roll Call Playing of O Canada Moment of Reflection Indigenous Land Acknowledgment Statement Adoption of Minutes Council Minutes, December 15, 2025 Page 12 1. 2. 3. 4. 5. 5.1 (includes Confidential In Camera Minutes under separate cover) Executive Committee Minutes, January 12, 2026 Page 41 Disclosure of Interest Presentations Delegations Shawna Stanleigh, Fairport Beach Neighbourhood Association (FBNA) Re: Traffic Calming (Refer to Item 11.1) Garry Winsor, Pickering Resident Re: Traffic Calming (Refer to Item 11.1) Gabriela Waldron, Pickering Resident Re: Traffic Calming (Refer to Item 11.1) Report EC 01-26 of the Executive Committee held on January 12, 2026 Chief Administrative Officer, Report CAO 01-26 Corporate Strategic Plan 2025 Annual Progress Report [Link to Report for reference] Recommendation: That Report CAO 01-26, regarding Corporate Strategic Plan 2025 Annual Progress Report, be received for information. Director, Corporate Services & City Solicitor, Report CLK 01-26 5.2 6. 7. 8. 8.1 8.2 *8.3 9. 9.1 9.2 Addendum Council Meeting Agenda January 26, 2026 - 2 - Amendments to the Records Retention By-law and Updates to Records and Privacy Policies [Link to Report for reference] Recommendation: That Report CLK 01-26 regarding Amendments to the Records Retention By- law and Updates to Records and Privacy Policies be received; 1. That the draft Records Retention By-law and Schedule included as Attachment 1 to this report be approved and enacted; 2. That the draft ADM 060 Records Management Policy included as Attachment 2 to this report be approved; 3. That the draft ADM 050 Municipal Freedom of Information and Protection of Privacy Policy included as Attachment 3 to this report be approved; 4. That the draft by-law to designate the City Clerk as the Head under the Municipal Freedom of Information and Protection of Privacy Act, included as Attachment 4 to this report, be approved and enacted; 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. 6. Director, Community Services, Report CS 01-26 Recreation & Parks Ten Year Plan Year One Progress Report [Link to Report for reference] Recommendation: That Report CS 01-26 regarding the City of Pickering’s Recreation & Parks Ten Year Plan Annual Report be received for information. Director, Corporate Services & City Solicitor, Report LEG 01-26 Final Assumption of Plan of Subdivision Frontdoor Developments (Pickering) Inc. – Plan of Subdivision 40M-2660 Lots 1 to 40, Plan 40M-2660 [Link to Report for reference] 9.3 9.4 Addendum Council Meeting Agenda January 26, 2026 - 3 - Recommendation: That Castle Hill Court within Plan 40M-2660 be assumed for public use;1. That works and services required by the Subdivision Agreement, dated June 19, 2018, within Plan 40M-2660, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 2. That Frontdoor Developments (Pickering) Inc. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2660; and, 3. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 4. Director, Corporate Services & City Solicitor, Report LEG 02-26 Final Assumption of Plan of Subdivision Marshall Homes (Copperfield) Ltd. – Plan of Subdivision 40M-2654 Lots 1 to 7, Plan 40M-2654 [Link to Report for reference] Recommendation: That Frontier Court within Plan 40M-2654 be assumed for public use;1. That works and services required by the Subdivision Agreement, dated February 5, 2019, within Plan 40M-2654, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 2. That Marshall Homes (Copperfield) Ltd. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M- 2654; and, 3. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 4. New and Unfinished Business Chief Administrative Officer, Report CAO 02-26 Page 49 Pickering Anti-Black Racism Taskforce Award for Consulting Services 9.5 10. 10.1 Addendum Council Meeting Agenda January 26, 2026 - 4 - Recommendation: That the proposal submitted by Azmi and Warner Consulting in response to Request for Proposal No. RFP2025-1 for the City of Pickering Anti-Black Racism Action Plan in the amount of $60,000.00 (excluding HST) or $67,800.00 (HST included) be accepted; 1. That the total gross project cost $67,800.00 (HST included), including the proposal, contingency and other associated costs, and the total net project cost of $61,056.00 (net of HST rebate) be approved; 2. That the Director, Finance & Treasurer be authorized to finance the net project cost of $61,056.00 to be funded from Property Taxes (Account 502530.4603), as approved in the 2026 Current Budget; 3. That the Supervisor, Equity, Diversity, & Inclusion be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No RFP2025-1; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 5. Director, Community Services, Report CS 03-26 Page 54 Emergency Plumbing Repair at the Pickering Civic Complex Recommendation: That Report CS 03-26 regarding Emergency Plumbing Repairs at the Pickering Civic Complex be received for information. Director, Economic Development & Strategic Projects, Report ECD 01-26 Page 58 Land Use Review & Economic Analysis of the Pickering Federal Lands Request for Proposal No. RFP2025-24 Recommendation: That the proposal submitted by SGL Planning & Design Inc. in response to Request for Proposal RFP2025 24 to undertake the Land Use Review & Economic Analysis of the Pickering Federal Lands, in the amount of $79,114.00 (net HST) or $87,852.00 (HST included) be accepted; 1. That the total gross project cost of $87,852.00 (HST included) and total net project cost of $79,114.00 (net HST) be approved, in accordance with Section 10.04 (c), as the assignment is over $50,000.00; 2. 10.2 10.3 Addendum Council Meeting Agenda January 26, 2026 - 5 - That the Director, Economic Development & Strategic Projects be authorized to execute the Form of Agreement with the above mentioned consultant pursuant for Proposal RFP2025-24; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $79,114.00 (net HST) consisting of $70,000.00 funded from property tax supported operating budget (account number 10050.502230), as approved in the 2026 Budget, and additional $9,114.00 funded from the same source to address the project overage; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated within this report. 5. Director, Engineering Services, Report ENG 01-26 Page 64 Neighbourhood Traffic Calming Measures Guidelines Request for Proposal No. RFP2025-22 Recommendation: That the proposal submitted by CIMA+ in response to Request for Proposal No. RFP2025-22 for the Neighbourhood Traffic Calming Measures Guidelines in the amount of $136,410.00 (net HST) or $151,476.50 (HST included) be accepted; 1. That the total gross project cost of $166,624.00 (HST included) including the fee amount and other associated costs and the total net project cost of $150,050.00 (net HST) be approved; 2. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $150,050.00 (net HST) as follows; An amount of $135,045.00 of the approved project cost, as identified in the 2025 Development Charges Background Study and included in the 2026 Current Budget, be funded by a transfer from the Development Charges – Other Services Related to a Highway Reserve Fund; a. An amount of $15,005.00 of the approved project cost, as identified in the 2025 Development Charges Background Study and included in the 2026 Current Budget be funded from Property Taxes; b. 3. That the Director, Engineering Services be authorized to enter into and execute the Form of Agreement with CIMA+ pursuant to Request for Proposal No. RFP2025-22; and, 4. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations indicated in this report. 5. 10.4 Addendum Council Meeting Agenda January 26, 2026 - 6 - Fire Chief, Report FIR 01-26 Page 69 Supply and Delivery of Demo Unit Aerial Apparatus RFQQ2025-26 Recommendation: That the quotation submitted by Safetek Emergency Vehicles Ltd. in response to Request for Quotation RFQQ2025-26 for the Supply and Delivery of One Demo Unit Aerial Apparatus, in the amount of $2,251,306.00 (excluding HST) or $2,543,975.00.00 (HST included) be accepted; 1. That the total gross project cost of $2,773,941.00 (HST included) and the total net project cost of $2,498,020.00 (net of HST rebate) be approved; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 3. Director, City Infrastructure, Report INF 01-26 Page 73 Environmental Registry of Ontario Postings: 019-7891 Proposed Environmental Assessment Regulation for Municipal Infrastructure City of Pickering Comments on ERO Posting Recommendation: That Council endorse the comments contained in Report INF 01-26, as the City of Pickering’s detailed comments on the Environmental Registry of Ontario Posting ERO 019-7891; and; 1. That Council authorize the Chief Administrative Officer to submit the Council endorsed comments on the identified ERO to the Ministry of the Environment, Conservation and Parks website by the February 3, 2026 deadline. 2. Director, Corporate Services & City Solicitor, Report LEG 03-26 Page 94 Retainer of KPMG LLP for Frenchman’s Bay Environmental and Other Due Diligence Recommendation: That Council approve the hiring of KPMG for consulting and professional services regarding the City’s purchase of Frenchman’s Bay, understanding that senior government funding required to complete the purchase is not yet in place, such services to include environmental sampling, testing and analysis, business and financial analysis and advice, in an amount of $401,715.00 (HST 1. 10.5 10.6 10.7 Addendum Council Meeting Agenda January 26, 2026 - 7 - included) or $361,756.80 (net HST rebate) be accepted in accordance with Purchasing Policy 10.03 (c); That the Director, Finance & Treasurer be authorized to finance the net HST project cost of $361,756.80 from a transfer from the Rate Stabilization Reserve (account 408007.11100); and, 2. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 3. Motions and Notice of Motions Traffic Calming Moved By Councillor Brenner Seconded By Councillor Butt WHEREAS, community road safety is a priority for the City of Pickering and its residents; And Whereas, the province of Ontario and municipalities across Ontario recognizes the need for traffic calming, in an effort to address potential risks associated with speeding vehicles in our communities; Now therefore be it resolved that the Council of The Corporation of the City of Pickering directs through the Office of the Chief Administrative Officer: That staff commence a community consultation to implement traffic calming rubber speed humps no later than May 2026, subject to community support on the following roads: 1. The north-south portion of Pine Grove Avenue, from Pine Grove Park south to Valley Ridge Crescent/ Hogarth Street; • Liverpool Road, south of Bayly Street;• West Shore Boulevard, south of Sunrise Avenue; and,• Fawndale Road.• Amend Seniors and Persons with Disabilities Snow Clearing Program Moved By Councillor Brenner Seconded By Councillor Butt WHEREAS, the City of Pickering offers senior citizens and people with a permanent physical or cognitive disability a snow clearing service in order to assist them with their sidewalk snow clearing responsibilities, and access to their homes; And Whereas, the current dispatch threshold of 5 cm does not always align with the day-to-day safety needs of seniors and/or persons with disabilities particularly 11. 11.1 11.2 Addendum Council Meeting Agenda January 26, 2026 - 8 - during periods of light, repeated snowfall, drifting, and freeze–thaw conditions that create icy, slippery surfaces even when total accumulation is below 5 cm; And Whereas, seniors and persons with disabilities are at-risk during “small” events that quickly pack down and turn to ice; And Whereas, more frequent servicing of the property reduces slip-and-fall risk, and improves accessibility, better mobility and independence; And Whereas, enhanced clearing further supports residents getting to medical appointments, pharmacies, transit, and essential errands; And Whereas, the current and historical service volumes of 450 homes are below the targeted 750 homes that the program can accommodate; Now therefore be it resolved that the Council of The Corporation of the City of Pickering directs through the Office of the Chief Administrative Officer: That the Seniors and Persons with Disabilities Snow Clearing program lower the current program trigger threshold from 5 cm to 3 cm as a pilot project for the remainder of the 2025-2026 winter season (ending April 1, 2026); 1. That the pilot project be subject to the Contractor’s ability to provide this enhanced level of service and change in contractual obligations at the same cost per service call; 2. That the pilot project be subject to the same user fees reflected in the Summary of Fees & Charges 2025 & 2026; 3. That, based on the number of registered participants for the 2025-2026 winter season, this change is financially accommodated with available funds in the adopted 2026 current budget; and, 4. That staff report back to Council in Q4 2026 with a post pilot project report and staff recommendations to the Seniors and Persons with Disabilities Snow Clearing program for the 2026-2027 winter season and 2027 current budget. 5. By-laws By-law 8223/26 Page 99 Being a by-law to establish retention periods for records of The Corporation of the City of Pickering. (Refer to Item 10.2 Report CLK 01-26) By-law 8224/26 Page 169 Being a by-law to designate a Head of The Corporation of the City of Pickering for the purposes of the Municipal Freedom of Information and Protection of Privacy Act. (Refer to Item 10.2 Report CLK 01-26) 12. 12.1 12.2 Addendum Council Meeting Agenda January 26, 2026 - 9 - By-law 8225/26 Page 170 Being a by-law to appoint Gavin Irvine as Municipal Law Enforcement Officer for the purpose of enforcing the by-laws of The Corporation of the City of Pickering. By-law 8226/26 Page 172 Being a by-law to establish Part Lot 29, Concession 4 and Part of the Road Allowance between Lots 28 and 29, Concession 4, closed by PI22182, designated as Parts 1 and 2, Plan 40R-33115, as public highway. By-law 8227/26 Page 175 Being a by-law to name Part of Lots 18 and 19, Concession 8 and Part of the Road Allowance between Lots 18 and 19, Concession 8, being Parts 1, 2 and 3, 40R- 32199; Part of the Road Allowance between Lots 18 and 19, Concession 9, being Part 1, Plan 40R-32692; Part of Lot 18, Concession 9 and Part of the Road Allowance between Lots 18 and 19, Concession 9, being Part 1, Plan 40R-32693; Part of Lot 28, Registered Plan 98 and Part of Lots 17 and 18, Concession 9, being Part 1, Plan 40R-32956. (Old Brock Road) By-law 8228/26 Page 178 Being a by-law to exempt Blocks 249, 250, 253, Plan 40M-2756; Part Block 255, Plan 40M-2756 being Parts 1 and 2, Plan 40R-32590 and Part Block 256, Plan 40M-2756 being Parts 17, 18, 19, 20 and 21, Plan 40R-32590, Pickering from the part lot control provisions of the Planning Act. By-law 8229/26 Page 181 Being a by-law to exempt Lots 174, 175, 178 to 182, 185, 187, 224 to 227 and Blocks 288 to 321, Plan 40M-2758, from the part lot control provisions of the Planning Act. Confidential Council - Public Report Regional Councillor Updates Other Business Confirmatory By-law 12.3 12.4 12.5 12.6 12.7 13. 14. 15. 16. Addendum Council Meeting Agenda January 26, 2026 - 10 - Adjournment 17. Addendum Council Meeting Agenda January 26, 2026 - 11 - 1 Council Meeting Minutes Electronic Meeting December 15, 2025 - 07:00 PM Chair: Mayor Ashe Present: Mayor K. Ashe Councillor M. Brenner Councillor S. Butt Councillor L. Cook Councillor M. Nagy Councillor D. Pickles Councillor L. Robinson Regrets: None Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO S. Boyd - Fire Chief J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services K. Heathcote Director, City Infrastructure R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel – City Clerk V. Plouffe - Division Head, Facilities Management & Construction C. Rose - Chief Planner N. Surti - Division Head, Development Review & Urban Design R. Perera – Deputy Clerk 1. Call to Order/Roll Call - 12 - Council Meeting Minutes December 15, 2025 2 The City Clerk certified that all Members of Council were present and participating electronically. 2. Playing of O Canada Mayor Ashe asked all Members of Council to rise for the playing of O Canada. 3. Moment of Reflection Mayor Ashe called for a silent moment of reflection. 4. Indigenous Land Acknowledgment Statement Mayor Ashe read the Indigenous Land Acknowledgment Statement. 5. Disclosure of Interest No disclosures of interest were noted. 6. Adoption of Minutes 6.1 Council Minutes, November 24, 2025 (includes Confidential In Camera Minutes under separate cover) 6.2 Executive Committee Minutes, December 1, 2025 6.3 Planning and Development Committee Minutes, December 1, 2025 Resolution # 894/25 Moved By Councillor Brenner Seconded By Councillor Pickles That the minutes, Items 6.1 through 6.3, be approved. Carried 7. Presentations There were no presentations. 8. Delegations Resolution # 895/25 Moved By Councillor Robinson - 13 - Council Meeting Minutes December 15, 2025 3 Seconded By Councillor Cook That the rules of procedure be suspended to allow an additional delegation who registered after the deadline. Carried on a Two-Thirds Vote 8.1 Tayler Michaelson, Pickering Resident Re: GO Lakeshore East Express T. Michaelson, Pickering Resident, appeared before Council via electronic connection to speak to Agenda item 13.2, GO Lakeshore East Express. T. Michaelson stated that the removal of express trains in 2021 had added approximately 20 minutes to each commute, resulting in significant time lost for residents. T. Michaelson emphasized that this was not simply an inconvenience but a failure of accountability by Metrolinx, noting that the agency had committed to restoring express service by August 2024, a deadline that had passed without any updated timeline or explanation. T. Michaelson expressed concern that this lack of clarity from Metrolinx and the Province was unacceptable given the agency’s resources and funding. T. Michaelson also referenced the Bowmanville extension project and the planned closure of Simcoe Street in Oshawa from 2026 to 2029, which would increase pressure on Highway 401 and regional roads, adding that reinstating express service would help mitigate these impacts. T. Michaelson urged Council to support the motion and stated that Council’s action would signal that commitments must be honored. A question and answer period ensued between Members of Council and T. Michaelson regarding: • suggestions for alternative options that could be explored and communicated to Metrolinx while waiting for the reinstating of the express service; • the potential merit of utilizing existing infrastructure, such as the third rail track near Danforth, as an option; and, • Pickering previously endorsing Ajax’s motion on the same issue, and whether any substantive response or changes from the Province or Metrolinx had been observed since those motions were passed. 9. Correspondence 9.1 Corr. 46-25 - 14 - Council Meeting Minutes December 15, 2025 4 Angela Todd Anderson, Administrator, New Beginnings Community Church Re: New Beginnings Community Hurricane Relief Fund A question and answer period ensued between Members of Council and staff regarding: • whether there were any external grants available to assist the organization instead of using casino revenue; • what financial controls, auditing requirements, or reporting mechanisms applied to the recipient organization to ensure taxpayer funds were used as intended; • whether staff had conducted due diligence on the recipient organization’s governance and financial accountability; • whether the federal or provincial government provided funding to this initiative; and, • whether this could become a recurring practice for Council. Resolution # 896/25 Moved By Councillor Brenner Seconded By Councillor Pickles 1. That Corr. 46-25, from Angela Todd Anderson, Administrator, New Beginnings Church, dated November 15, 2025, regarding the New Beginnings Community Hurricane Relief Fund, be received; and, 2. That emergency relief funds in the amount of $2,000.00, payable to New Beginnings Community Church, be provided from the City of Pickering in care of the New Beginnings Community Hurricane Relief Fund for the Jamaica Recovery Aid initiative and that such funds be paid from Account 503040.11100. Carried 10. Report EC 10-25 of the Executive Committee held on December 1, 2025 Resolution # 897/25 Moved By Councillor Pickles Seconded By Councillor Brenner That Report EC 10-25 of the Executive Committee Meeting held on December 1, 2025 be adopted, save and except Item 10.3, Report CS 35-25 and Item 10.4, Report CS 36-25. Carried - 15 - Council Meeting Minutes December 15, 2025 5 10.1 Director, Community Services, Report CS 30-25 2026 Community Festivals, Events and Initiatives Authority to Execute Park Permits, Licence Agreements, and Funding Agreements Council Decision: 1. That staff be authorized to issue a park permit for use of Bruce Hanscomb Memorial Park by Alkame Dragon Boat Services from Sunday, May 24, 2026, until Sunday, May 31, 2026 (inclusive), for the Pickering Dragon Boat Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Pickering Dragon Boat Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 2. That staff be authorized to issue a park permit for use of Esplanade Park by Durham Community Health Centre on Friday, June 12, 2026, for National Indigenous Peoples Day, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 3. That staff be authorized to issue a park permit for use of Esplanade Park by Rotary Club of Pickering from Tuesday, June 16, 2026, until Monday, June 22, 2026 (inclusive), for Pickering Rotary Ribfest, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Pickering Rotary Ribfest, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 4. That staff be authorized to issue a park permit for use of Esplanade Park by ISKCON Durham from Friday, July 17, 2026, until Saturday, July 18, 2026 (inclusive), for Chariot Fest – Ratha Yatra, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Chariot Fest – Ratha Yatra, for use of on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 5. That staff be authorized to issue a park permit for use of Esplanade Park by Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) on Saturday, July 25, 2026, for the A.F.I.Y.U. Enterprise, Movie on the Esplanade and Cultural Event, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; - 16 - Council Meeting Minutes December 15, 2025 6 6. That staff be authorized to issue a park permit for use of Esplanade Park by Canadian Food Truck Festivals from Thursday, August 6, 2026, until Monday, August 10, 2026 (inclusive), for the Pickering Food Truck Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk to execute the Licence Agreement for Pickering Food Truck Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 7. That staff be authorized to issue a park permit for use of Esplanade Park by Apostolic Pentecostal Church on Tuesday, August 11, 2026, for the APC Sing- a-long, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 8. That staff be authorized to issue a park permit for use of Esplanade Park by the Indo-Canadian Cultural Association of Durham on Saturday, August 22, 2026, for the Celebration of India’s Heritage, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 9. That the Director, Community Services, be authorized to enter into and execute Licence Agreement(s) with The Shops at Pickering City Centre for use of the parking lot and/or interior spaces for community engagement, on terms and conditions satisfactory to the Director, Community Services and Director, Corporate Services & City Solicitor; 10. That the Mayor and City Clerk be authorized to enter into and execute a Licence Agreement with Ontario Power Generation (OPG) for use of Kinsmen Park, Alex Robertson Park, and other OPG lands, for use by the City for the annual Canada Day event on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 11. That the Director, Community Services be authorized to execute funding agreements for Young Canada Works, Canada Summer Jobs, Summer Experience Fund, Celebrate Canada, and Experience Ontario for events, programs, and initiatives within Community Services, on terms and conditions satisfactory to the Director, Community Services, Director, Finance & Treasurer, Director, Corporate Services & City Solicitor and Chief Administrative Officer; and, 12. 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 34-25 Additional Funds for Chestnut Hill Developments Recreation Complex Roof - 17 - Council Meeting Minutes December 15, 2025 7 and Skylight Replacement Second-Stage Request for Quotation No. RFQQ2025-5 Council Decision: 1. That Report CS 34-25 regarding Additional Funds for Quotation No. RFQQ2025-5 for the Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement be received; 2. That additional costs in the amount of $303,260.00 (net of HST rebate) over the original estimated project cost for RFQQ2025-5 (Report CS 08-25) for Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement resulting in a revised total net project cost of $2,074,189.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $2,074,189.00 to be funded from the Canada Community Building Fund (CCBF) (FGT) Oblg RF as approved in the 2025 Capital Budget; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. 10.5 Director, City Infrastructure, Report INF 13-25 Supply & Delivery of Street Sweeper Request for Quotation No. Q2025-26A Council Decision: 1. That the lowest compliant respondent, Epoke North America Inc. for Request for Quotation No. Q2025-26A for the Supply and Delivery of a Street Sweeper, in the amount of $582,220.00 (net HST) or $646,530.00 (HST included) be accepted; 2. That the total gross project cost of $646,530.00 (HST included), and that the total net project cost of $582,220.00 (net HST) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $582,220.00 as approved in the 2025 Capital Budget, to be funded by a transfer from the Equipment Reserve Fund; and, 4. That the appropriate officials if the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.3 Director, Community Services, Report CS 35-25 - 18 - Council Meeting Minutes December 15, 2025 8 Consulting Services for Greenwood Community Centre Remediation & Demolition RFP2025-19 A brief question and answer period ensued between Members of Council and staff regarding the timing of the Greenwood Community Centre demolition, with staff confirming that demolition would occur only after all user groups had transitioned to the new Dorsey Community and Heritage Centre. Resolution # 898/25 Moved By Councillor Pickles Seconded By Councillor Brenner 1. That Request for Proposal No. RFP2025-19 for Consulting Services for Greenwood Community Centre Remediation & Demolition, as submitted by Barry Bryan Associates in the amount of $60,750.72 (net HST) or $67,461.00 (HST included) be accepted; 2. That the total gross project cost of $165,507.00 (HST included) for design and associated costs, and the total net project cost of $149,044.00 (net HST) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $149,044.00 as approved in the 2025 Capital Budget and funded from the Facilities Reserve; 4. That the Director, Community Services be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No. RFP2025-19; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Carried 10.4 Director, Community Services, Report CS 36-25 Museum Deaccession Winter 2025 Artifact Deaccession List A question and answer period ensued with staff regarding: • why deaccession had become a recurring process rather than an exceptional process; - 19 - Council Meeting Minutes December 15, 2025 9 • whether the staff person hired through the grant was an independent heritage expert; • how staff determined whether an artifact lacked historical or cultural significance; • how many artifacts had been deaccessioned during this term of Council and the previous term; • whether this was a normal practice for the City or whether it had become more extensive in recent years due to relocations to other facilities; and, • whether all artifacts had now been reviewed or whether further deaccessioning would occur in the near future. Resolution # 899/25 Moved By Councillor Pickles Seconded By Councillor Brenner 1. That Report CS 36-25 regarding Museum Deaccession be received; 2. That Council endorse the deaccession of museum artifacts, as set out in Attachment 1; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in the report. Carried 11. Report PD 06-25 of the Planning & Development Committee held on December 1, 2025 Resolution # 900/25 Moved By Councillor Pickles Seconded By Councillor Cook That Report PD 06-25 of the Planning & Development Committee Meeting held on December 1, 2025 be adopted. Carried 11.1 Director, City Development & CBO, Report PLN 23-25 Pickering Official Plan Amendment 52 Informational Revision 29 Planning Act Conformity Amendments City Initiated - 20 - Council Meeting Minutes December 15, 2025 10 File: OPA 25-002P A brief question and answer period ensued between Members of Council and staff regarding whether provincial policy required the removal of mandatory pre- consultation and density bonusing, or if these changes were discretionary. Staff advised that the changes were mandated by provincial legislation, which prohibited municipalities from requiring pre-consultation and eliminated density bonusing. Council Decision: 1. That Official Plan Amendment Application OPA 25-002P, initiated by the City of Pickering, as set out in Exhibit “A” to Attachment 1 to Report PLN 23-25 be approved to: a. amend existing policies to recognize the delegated authority of consent applications from the Region of Durham to the City of Pickering; b. no longer require pre-consultations but instead encourage pre- consultations between the Applicant and the City prior to submitting a development application; c. add revised Parkland Dedication policies; d. remove Density Bonusing policies entirely from the Pickering Official Plan; 2. That the Draft By-law to adopt Amendment 52 to the Pickering Official Plan, as set out in Attachment 1 to Report PLN 23-25, be finalized and forwarded to Council for approval; and, 3. That Informational Revision 29 to the Pickering Official Plan as set out in Attachment 2 to Report PLN 23-25 be approved. 11.2 City Development Department & CBO, Report PLN 24-25 Zoning By-law Amendment Application A 03/25 Amendment to Consolidated Zoning By-law 8149/24, as amended City Initiated File: A 03/25 Council Decision: 1. That Part 1 of City Initiated Zoning By-law Amendment Application A 03/25, to permit amendments to Zoning By-law 8149/24, as amended, to correct errors and omissions, and to add text clarifying zoning provisions and aid zoning interpretation, be approved; and, - 21 - Council Meeting Minutes December 15, 2025 11 2. That the Draft By-laws implementing Part 1 of Zoning By-law Amendment Application A 03/25, as set out in Attachments 1 and 2 to Report PLN 24-25, be finalized and forwarded to Council for adoption. 12. New and Unfinished Business 12.1 Chief Administrative Officer, Report CAO 21-25 Beachfront Park Master Plan (Phase 1 Implementation) and Alex Robertson Park Gravel Parking Lot – Project Update Request for Tender No. T2024-7 – Milestone Report #2 Resolution # 901/25 Moved By Councillor Pickles Seconded By Councillor Cook That Report CAO 21-25 regarding Beachfront Park Master Plan (Phase 1 Implementation) and Alex Robertson Park Gravel Parking Lot - Project Update, Milestone Report #2, be received for information. Carried 12.2 Chief Administrative Officer, Report CAO 22-25 Construction of Dorsay Community & Heritage Centre Project Update Tender No. T2023-12 – Milestone Report #4 Resolution # 902/25 Moved By Councillor Pickles Seconded By Councillor Nagy That Report CAO 22-25 regarding the Dorsay Community & Heritage Centre Project Update be received for information. Carried 12.3 Director, Corporate Services & City Solicitor, Report CLK 06-25 Xerox Canada Ltd. Print Shop Equipment Lease Renewal Red X. Technologies Inc. Resolution # 903/25 - 22 - Council Meeting Minutes December 15, 2025 12 Moved By Councillor Butt Seconded By Councillor Cook 1. That Report CLK 06-25 regarding Xerox Canada Ltd. Print Shop Equipment Lease Renewal be received; 2. That Council approve the new lease agreements with Xerox through Red X TechnologiesInc. for a period of five and a half years; from May 1, 2026 to October 31, 2031 with the option to extend to October 31, 2033, based on the terms and conditions of collaborative agreement number OECM-2022-411 - Multi-Function Devices and A4 Printer; 3. That the Director, Corporate Services & City Solicitor be authorized to execute the lease agreement for the Xerox Canada Ltd. printers and any related agreements; 4. That the total contract value over the lease term, not to exceed $291,760.29 (net HST),be funded through the approved Current Budgets from 2026 to 2031; 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. Carried 12.4 Director, Community Services, Report CS 37-25 Consulting Services for Harvey House Restoration RFP2025-21 Resolution # 904/25 Moved By Councillor Butt Seconded By Councillor Nagy 1. That Request for Proposal No. RFP2025-21 for Consulting Services for the Harvey House Restoration, as submitted by +VG Architects in the amount of $82,374.72 (net HST) or $91,473.50 (HST included), be accepted; 2. That the total gross project cost of $119,385.00 (HST included) for design and associated costs, and the total net project cost of $107,510.00 (net HST) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $107,510.00 as approved in the 2020 and 2025 Capital Budgets and funded from a transfer from Property Taxes and the Facilities Reserve; 4. That the Director, Community Services be authorized to execute the OAA 600 2021 A Contract with the above-mentioned consultant pursuant to Request for - 23 - Council Meeting Minutes December 15, 2025 13 Proposal No. RFP2025-21; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Carried 12.5 Director, Engineering Services, Report ENG 21-25 Recommendation for Letter of Support to Seek Funding for Replacement Vessel For PARA Marine Search and Rescue Waterfront Visionary Advisory Committee Brief discussion ensued between Members of Council regarding the Commodore of PARA contacting the City to advise of restructuring within the federal government related to search and rescue operations and a request that the recommendation contained in Report ENG 21-25 not come forward at this time. Moved By Councillor Brenner Seconded By Councillor Robinson 1. That Report ENG 21-25 regarding the Waterfront Visionary Advisory Committee recommendation to request Council to prepare a letter of support to seek federal funding for a replacement vessel for PARA Marine Search and Rescue be received; 2. That the Mayor be authorized to send a letter of support from the City of Pickering to Juanita Nathan, MP Pickering-Brooklin seeking federal funding for a replacement vessel for PARA Marine Search and Rescue; and, 3. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. Note: The disposition of this matter was determined through the referral motion below: Resolution # 905/25 Moved By Councillor Brenner Seconded By Councillor Robinson That Report ENG 21-25 be referred back to staff to receive further information from the Federal Government. Carried - 24 - Council Meeting Minutes December 15, 2025 14 12.6 Director, Finance & Treasurer, Report FIN 19-25 2026 Interim Levy and Interim Tax Instalment Due Dates Resolution # 906/25 Moved By Councillor Cook Seconded By Councillor Butt 1. That an interim property tax levy be adopted for all realty property classes for 2026; 2. That the interim property tax levy instalment due dates be February 24, 2026 and April 24, 2026; 3. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 12.7 Fire Chief, FIR 07-25 Ontario Power Generation Memorandum of Understanding for Fire Protection and Emergency Management Resolution # 907/25 Moved By Councillor Brenner Seconded By Councillor Robinson 1. That Report FIR 07-25, regarding the Memorandum of Understanding for Fire Protection and Community Emergency Management between The Corporation of the City of Pickering and Ontario Power Generation Inc., be received; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding with Ontario Power Generation Inc., as set out in Attachment 1 of this report, subject to such revisions as may be required by the Fire Chief and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to implement the recommendations in this report. Carried - 25 - Council Meeting Minutes December 15, 2025 15 13. Motions and Notice of Motions 13.1 Automated External Defibrillator Awareness A brief discussion ensued between Members of Council regarding: • importance in promoting AED registration and public awareness to save lives; • support for the initiative, emphasizing that sudden cardiac arrest could occur anywhere and the importance of quick access to AEDs; and, • heart attacks being on the rise in recent years and the significance of moving forward with this initiative. Resolution # 908/25 Moved By Councillor Brenner Seconded By Councillor Butt WHEREAS, sudden cardiac arrest is a primary cause of mortality in Canada and ensuring rapid access to Automated External Defibrillator (AEDs) is critical to improving survival outcomes; And Whereas, the City of Pickering has installed AEDs in various municipal facilities to enhance emergency readiness and community well-being; And Whereas, the AED Foundation Ontario provides the province’s main database and official registry of AEDs for first responders and community members; And Whereas, registered AEDs provide emergency services with the quickest navigation and response times to deescalate emergency scenarios; And Whereas, strong communication with our residents and community members remains a priority for important message sharing, connectivity, and engagement; Now therefore be it resolved that the Council of The Corporation of the City of Pickering directs through the Office of the Chief Administrative Officer: 1. That staff register the City’s publicly available AED with the AED Foundation Ontario; and, 2. That staff promote AED awareness to Pickering residents. Carried Unanimously on a Recorded Vote 13.2 GO Lakeshore East Express Service A discussion ensued between Members of Council regarding: • advancing the Motion and requesting Metrolinx to provide a timeline for reinstating express service, demonstrating leadership and responsiveness - 26 - Council Meeting Minutes December 15, 2025 16 to residents; • the Motion building on a previous Council resolution endorsing a motion from the Town of Ajax and reflecting a continued commitment to addressing concerns about Metrolinx service; • concerns regarding the disparity in service levels between Durham Region and the western GTHA; and, • travel times remaining unchanged without express service, and Metrolinx needing to restore credibility by reinstating express service and improving communication. Resolution # 909/25 Moved By Councillor Cook Seconded By Councillor Brenner WHEREAS, Lakeshore East Express train service previously provided a vital transit option for residents of Durham Region commuting to Union Station in downtown Toronto; And Whereas, the original timeline indicated that this disruption would last for three years and be completed by 2024, yet there is currently no updated timeline or clear communication on when the service will resume, raising concerns about project continuity and delivery; And Whereas, on Monday, May 26, 2025, Ajax MPP Rob Cerjanec, raised a question in the Ontario Legislature to the Minister of Transportation regarding the timeline for the return of the GO Lakeshore East Express service, but did not receive a clear response; And Whereas, the return of this express service would significantly improve public transportation options for residents of Durham Region and reduce the vehicular traffic and gridlock in and out of Toronto; And Whereas, on June 15, 2023 Metrolinx announced the next steps to extend GO service to Bowmanville, followed by a public announcement to commence work on January 12, 2026, that will force the closure of the southern part of Simcoe Street in Oshawa, the only continuous roadway connecting Lake Ontario to Port Perry, a road that houses Lakeridge Health Oshawa, plus additional extended medical services, putting increased commuter pressure on arterial roadways and Highway 401 until work concludes in 2029; And Whereas, Durham Region is one of the fastest-growing areas in Ontario, and ensuring reliable, efficient public transit options is essential to support this growth and reduce congestion on regional roadways. Now therefore be it resolved that the Council of The Corporation for the City of - 27 - Council Meeting Minutes December 15, 2025 17 Pickering directs through the Office of the Chief Administrative Officer: 1. That the provincial government be requested to prioritize the reinstatement of the GO Lakeshore East Express Train service and provide residents of Durham Region with an update on the timeline for resumed service; 2. That Metrolinx be invited to present a project update on a return to Express Service timeline and an update on the progress of the Bowmanville extension and its impact on Highway 401 across Durham Region, at a future meeting of Council; and, 3. That a copy of this resolution be forwarded to The Honourable Doug Ford, Premier of Ontario, The Honourable Prabmeet Sarkaria, Minister of Transportation, Rob Cerjanec, MPP Ajax, John Henry, Regional Chair, all lower tier Durham Region municipalities, and Michael Lindsay, President and CEO of Metrolinx. Carried Unanimously on a Recorded Vote 13.3 Protecting Whitevale School House A discussion ensued between Members of Council regarding: • the building being identified as a significant heritage structure of interest to the local community and currently owned by Infrastructure Ontario; • the building having been vacant for some time, subject to vandalism, and requiring immediate securing and repairs to prevent further deterioration; • suggestions to explore adaptive reuse options for the building, such as a child care facility, office space, or residence, while maintaining its location and heritage value; • request that staff review zoning in consultation with the community to support repurposing and ensure the building remains a vital part of the area; • the importance of collaboration with Infrastructure Ontario, provincial agencies, and local stakeholders to secure reinvestment and restoration of the building; and, • the building being constructed in 1865 as the local community schoolhouse, with support expressed for the motion highlighting the building’s role in representing early education history and its significance to generations of families in the community. Resolution # 910/25 Moved By Councillor Pickles Seconded By Councillor Butt - 28 - Council Meeting Minutes December 15, 2025 18 WHEREAS, the Whitevale School House located at 3215 Sideline 28 was built in 1865 by Truman P. White and served as the community school house until 1966, after which it was converted into a private residence; And Whereas, the building was constructed in the Greek Revival style and has significant potential heritage value, including architectural value as a rare example of a large, well-designed country schoolhouse; associative value for its long- standing role in the education and growth of the Whitevale community; and contextual value for its contribution to the character of Whitevale Road and the Whitevale Heritage Conservation District; And Whereas, residents in the community would like to see this unique building and its history protected, with consideration for adaptive reuse; And Whereas, the building is currently vacant and has been subject to deterioration and vandalism; And Whereas, the City is aware that Infrastructure Ontario is currently reviewing the Whitevale School House to determine whether the property merits designation as a provincially significant heritage property; And Whereas, City of Pickering heritage staff have reviewed the historical significance of the property and recommend that it be designated under Part IV of the Ontario Heritage Act, recognizing that such designation is not legally enforceable on provincially owned lands; Now therefore be it resolved that the Council of The Corporation of the City of Pickering directs, through the Office of the Chief Administrative Officer: 1. That the City’s heritage staff request that Infrastructure Ontario expedite the ongoing heritage review of the subject property, which is considering its potential value as a provincially significant heritage property under Part III of the Ontario Heritage Act, as defined by Ontario Regulation 10/06; 2. That the City’s heritage staff request Infrastructure Ontario to immediately take all necessary steps to secure this historic, valued building and protect it from further vandalism or deterioration; 3. That the Province, in consultation with the City heritage staff, and the local community, including representatives from the Whitevale and District Residents’ Association and the Whitevale Arts & Culture Centre, explore opportunities for the adaptive reuse and restoration of the Whitevale School House; 4. That following the conclusion of consultations with the Province and the local community including representatives from the Whitevale and District Residents’ Association and the Whitevale Arts & Culture Centre, City staff be directed to initiate any site-specific zoning by-law amendments that may be required to expand the list of permitted uses on the property, and to amend - 29 - Council Meeting Minutes December 15, 2025 19 any associated zoning provisions needed to support these future reuse opportunities; and, 5. That a copy of this resolution be forwarded to the Honourable Peter Bethlenfalvy, MPP Pickering-Uxbridge, The Honourable Kinga Surma, Minister of Infrastructure, Ms. Angela Clayton, President and Chief Executive Officer, Infrastructure Ontario, The Honourable Stan Cho, Minister of Tourism, Culture and Gaming, The Honourable Graham McGregor, Minister of Citizenship and Multiculturalism; The Honourable Andrea Khanjin, Minister of Red Tape Reduction and the Ms. Helen Chimirri-Russell, Chief Executive Officer, Ontario Heritage Trust. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 0 0 0 1 Carried on a Recorded Vote (6 to 0) 13.4 Closure of Pedestrian Bridge over Rouge River A discussion ensued between Members of Council regarding: • the lack of communication from Parks Canada with elected officials and staff prior to the closure of the pedestrian bridge; • the closure creating significant hardship for residents, particularly those in the South Rosebank community who rely on the bridge for commuting to the Rouge Hill GO Station; • Parks Canada agreeing to review options with the contractor to allow pedestrian access during peak commuting hours; • the Motion being identified as an opportunity to encourage Parks Canada to implement solutions and improve engagement with the community; • concerns about inadequate detour signage, which would require pedestrians to walk long distances along Rosebank Road, Rouge Mount Drive, Kingston - 30 - Council Meeting Minutes December 15, 2025 20 • agencies and all levels of government having a responsibility to communicate with municipalities and residents, and abrupt closures without notice undermining effective governance; • appreciation for Parks Canada’s prompt response to inquiries, while noting that further work was needed to develop alternatives such as partial closures or time-specific access; and, • the issue being connected to broader transportation concerns, including GO Train service, and the need to consider impacts on commuters. Resolution # 911/25 Moved By Councillor Brenner Seconded By Councillor Cook WHEREAS, Parks Canada closed access to Rouge Beach and the Great Lakes Waterfront Trail including the pedestrian bridge over Rouge River abruptly, November 26, 2025 with a scheduled re-opening in 2027; And Whereas, upon becoming aware of the proposed closure in early fall, City of Pickering staff arranged a meeting with Parks Canada; And Whereas, a meeting was held on December 8, 2025; And Whereas, Pickering staff in advance of the meeting, communicated concerns with Parks Canada, that while the Waterfront Trail was being considered for closure in Toronto including the pedestrian bridge over Rouge River, that the section of Waterfront Trail from the bottom end of Dyson Road to Bella Vista Drive should remain open for Pickering residents; And Whereas, many of those using the pedestrian bridge, use it to access the Rouge Hill GO Station to get to and from work, including employees of Abbeylawn Retirement Home; And Whereas, the posted detour route for the Waterfront Trail closure requires Pickering users to walk up Dyson Road and Rougemount Drive to Kingston Road which is not practical. Now therefore be it resolved that the Council of The Corporation of the City of Pickering directs through the Office of the Chief Administrative Officer: 1. That Parks Canada be requested to immediately take the necessary steps to explore options to re-open access across the pedestrian bridge at the foot of Dyson Road to enable residents to access the Rouge Hill GO Station during the Rouge Beach Improvements project; and, 2. That a copy of this resolution be sent to Juanita Nathan, MP Pickering- Brooklin, Mikaïlou Sy, Field Unit Superintendent, Rouge, Parks Canada, Waterfront Regeneration Trust, Rougemount Community and Recreation - 31 - Council Meeting Minutes December 15, 2025 21 Association, Pickering West Shore Community Association, and the General Manager of Parks and Recreation, City of Toronto. Carried Unanimously on a Recorded Vote 13.5 Review of Safety Code 6 Communication Towers A discussion ensued between Members of Council and regarding: • the Motion being self-explanatory and affecting all wards within the City and Council being often asked to comment on matters governed by outdated Safety Code 6 criteria; • significant changes in technology since the last update in 2015, moving from analog to advanced digital devices, and the need for Safety Code 6 to be reevaluated and revisited; • the importance of greater consultation and the establishment of an advisory committee, like the nuclear advisory committee, to address potential health impacts of telecommunication facilities; • recent applications for monopole towers, including one in Ward 2, and concerns that outdated legislation did not adequately address safety requirements for both residential and industrial areas; • the need for a robust and current telecommunications safety plan to support connectivity while ensuring public health and safety; • concerns that original studies were based on adult males, not children, despite towers being proposed near schools, playgrounds, and places of worship; and, • emphasis that supporting the Motion did not oppose progress but ensured residents were protected and informed. Resolution # 912/25 Moved By Councillor Brenner Seconded By Councillor Cook WHEREAS, Safety Code 6 sets out recommended safety limits for human exposure to radiofrequency electromagnetic fields (EMF) in the frequency range of 3 kHz to 300 GHz; And Whereas, this frequency range includes those used by communications devices and equipment that emit radiofrequency EMF, including Wi-Fi, cell phones, smart metres and technologies using 5G; And Whereas, Innovation, Science and Economic Development Canada (formerly known as Industry Canada) is the primary approval authority for the location and - 32 - Council Meeting Minutes December 15, 2025 22 operation of telecommunication facilities under the Radiocommunications Act; And Whereas, Safety Code 6 was last updated in 2015; And Whereas, Telecommunications technology has advanced significantly over the past decade with the introduction and expansion of 5G technology, and continues to evolve; Now therefore be it resolved that the Council of The Corporation of the City of Pickering directs through the Office of the Chief Administrative Officer: 1. That Health Canada and Innovation, Science and Economic Development Canada be requested to conduct a review of Safety Code 6, which would include the following: • consideration of acceptable separation distances between telecommunication facilities and sensitive land uses, including residences, schools, places of worship, and daycare facilities; • consider establishing an advisory committee as part of the review process, including representation from local municipalities and school boards; and, 2. That a copy of this resolution be sent to the Minister of Health, The Honourable Marjorie Michel; the Minister of Industry, The Honourable Mélanie Joly, and the Minister of Artificial Intelligence and Digital Innovation, The Honourable Evan Solomon, and all Durham Region Members of Parliament. Carried Unanimously on a Recorded Vote 13.6 Seaton Trail A discussion ensued between Members of Council and regarding: • the Seaton Trail closure occurring without notice to Council or the community, noting that the trail was heavily used and expected to see increased usage as the area grows; • the need for Infrastructure Ontario to complete repairs and reopen the trail as quickly as possible, and to engage in discussions regarding long-term maintenance and stewardship; • suggestions to explore partnerships with other stakeholders such as Rouge National Urban Park, trail organizations, and community groups to support revitalization and ongoing maintenance; • reopening the trail promoting active living and enhancing quality of life for residents; • the Motion requesting the Province to remove Bundle 10 from land offerings and consider its use as a trailhead, given its unsuitability for residential - 33 - Council Meeting Minutes December 15, 2025 23 development and potential value as an access point for the trail; and, • strong community interest in preserving and improving the trail and the importance of collaboration among all parties to ensure its long-term viability. Resolution # 913/25 Moved By Councillor Pickles Seconded By Councillor Butt Whereas, the Seaton Trail is an important recreational and natural asset for the Hamlet of Whitevale, and residents of Pickering, Durham as well as used by people from across the Greater Toronto Area; And Whereas, the Region of Durham recognizes the Seaton Trail as part of its Activity Trail Network with the future connection to the Rouge Park and the City of Pickering recognizes the Seaton Trail in its City of Pickering Recreation & Parks Ten Year Plan (2024) noting the growing popularity and use of trails and highly desirable amenity as a valued community asset and destination; And Whereas, there has been a recent closure of the Seaton Trail between the Green River Trail Head (Highway 7) and the Whitevale Bridge (Whitevale Road); And Whereas, recently, Province of Ontario signage has been erected that indicates "Trail Closed" for this northern portion of the trail but there has been no information on this for area residents; And Whereas, the Ministry of Infrastructure has indicated that the north section of the Seaton Trail is in need of significant repairs, including work on 11 small foot bridges and associated stairs. The timeline for repairs has yet to be determined. The situation will be reassessed in the spring to explore potential funding availability for repairs, design, project management fees and contingencies, etc. In the meantime, signage remains in place to discourage public use of the trail due to its current condition; And Whereas, immediately north of Whitevale, there are lands recognized by Pickering Council and members of the community as a regenerating pit/marsh area, through which informal trails have provided access to much needed nature and green space; And Whereas, these lands are suitably located to provide a Seaton Trail Head with ample parking, and connections to the Rouge National Urban Park; And Whereas, despite these attributes, Infrastructure Ontario has designated these lands Low Density Residential as part of Bundle Ten of a real estate offering; And Whereas, on three separate occasions, being July 19, 2021, May 16, 2022 (as per Pickering Council Resolution #886/22) and September 16, 2024, the Mayor of Pickering of the day wrote the (then) appropriate Provincial Minister of Infrastructure - 34 - Council Meeting Minutes December 15, 2025 24 requesting the lands be redesignated to either Hamlet Heritage Open Space or Seaton Natural Heritage System; And Whereas, there is a synergy in maintaining a functional Seaton Trail north of the Hamlet of Whitevale and the creation of a Trail Head and parking facility at the regenerating marsh/pit area north of Whitevale: Now therefore be it resolved that the Council of The Corporation of the City of Pickering directs through the Office of the Chief Administrative Officer: 1. That staff request the Minister of Infrastructure, as owners of the land, to undertake and provide the necessary funding, as soon as possible in the spring of 2026, to make the necessary repairs to re-open the Seaton Trail between the Hamlet of Whitevale Bridge and the Green River Trail Head to the public; 2. That staff request a meeting with Infrastructure Ontario to explore long-term, sustainable funding and stewardship in collaboration with organizational partners, the Rouge National Park, and representatives from Infrastructure Ontario, the Region of Durham, and the City of Pickering; 3. That staff request the Minister of Infrastructure eliminate Bundle 10 from the Provincial sales offerings and in consultation with the City of Pickering and Hamlet of Whitevale community, create a Trail Head and parking facility at the regenerating marsh/pit area north of Whitevale; 4. That staff request the Minister of Infrastructure, in consultation with the City, the Region of Durham, the Federal Government, the Rouge National Urban Park, Toronto and Region Conservation Authority, the Whitevale District Residents Association, volunteer and civic organizations supporting the trail network and nearby residents, to explore options for more permanent improvements to the Seaton Trail as well as continue to provide maintenance and stewardship of the Seaton Trail; and, 5. That a copy of this resolution be forwarded to Jaunita Nathan, MP Pickering- Brooklin, The Honourable Peter Bethlenfalvy, MPP Pickering-Uxbridge, The Honourable Kinga Surma, Minister of Infrastructure, the Region of Durham, The Honourable Julie Dabrusin, Minister of Environment, Climate Change and Nature, the Rouge National Urban Park (Parks Canada), and the Toronto and Region Conservation Authority. Carried Unanimously on a Recorded Vote 14. By-laws Resolution # 914/25 Moved By Councillor Butt - 35 - Council Meeting Minutes December 15, 2025 25 Seconded By Councillor Brenner That By-law Numbers 8216/25 through 8221/25 be approved, save and except 8216/25 and 8219/25. Carried 14.2 By-law 8217/25 Being a By-law to amend Restricted Area (Zoning) By-law 8149/24, to implement the Official Plan of the City of Pickering, Region of Durham, being Blocks E and F, Plan 239, Now Parts 1 to 8, 40R-29069, City of Pickering. (A 03/25) 14.3 By-law 8218/25 Being a By-law to amend Restricted Area (Zoning) By-law 8149/24, as amended, to implement the Official Plan of the City of Pickering, Region of Durham, for land City wide. (A 03/25) 14.5 By-law 8220/25 Being a by-law that designates the lands legally described as Part of Block 4, Plan 40M-2770, being Part 1, Plan 40R-32906 (the “Percy House”) and municipally known as 895 Wonder Drive, Pickering, as being cultural heritage value or interest. 14.6 By-law 8221/25 Being a by-law to amend Zoning By-law 8149/24, as amended, to partially lift an existing “(H)” Holding Provision and apply an updated “(H)” Holding Provision applicable to the Seaton Urban Area. (A 07/25) 14.1 By-law 8216/25 Being a by-law to adopt Amendment 52 to the Official Plan for the City of Pickering. (OPA 25-002P) Resolution # 915/25 Moved By Councillor Butt Seconded By Councillor Brenner That By-law Number 8216/25 be approved. Voters Yes No Abstain Conflict Absent Mayor Ashe X - 36 - Council Meeting Minutes December 15, 2025 26 Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0 Carried on a Recorded Vote (6 to 1) 14.4 By-law 8219/25 Being a by-law for the collection of taxes and to establish the instalment due dates for the Interim Levy 2026. Resolution # 916/25 Moved By Councillor Butt Seconded By Councillor Brenner That By-law Number 8219/25 be approved. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0 Carried on a Recorded Vote (6 to 1) 15. Confidential Council - Public Report Mayor Ashe stated that prior to the Regular Meeting of Council, an In-camera session was held at 5:30 pm in accordance with the provisions of the Municipal Act and the Procedure - 37 - Council Meeting Minutes December 15, 2025 27 By-law to consider matters pertaining to the City’s interest in Elexicon Corporation, and an appeal of a Committee of Adjustment decision submitted by St. Mary and St. John the Beloved Coptic Orthodox Church. The matters were discussed in closed session to receive advice subject to solicitor-client privilege, and because they pertained to litigation or potential litigation, including matters before administrative tribunals, affecting the municipality; 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; a trade secret or scientific, technical, commercial or financial information that belongs to the municipality and has monetary value or potential monetary value; and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality. 15.1 Chief Administrative Officer, Confidential Report CAO 23-25 The City’s Interest in Elexicon Corporation Resolution # 917/25 Moved By Councillor Cook Seconded By Councillor Robinson 1. That Report CAO 23-25 regarding the Elexicon Issuance Notice be received; 2. That Council selects Option 1 of the Pre-Emptive Acceptance Notice which is to decline to participate in the offering and agree to waive all of its rights under Article 5 of the USA in respect to the offering; 3. That the Mayor and Clerk be authorized to execute the Pre-Emptive Acceptance Notice and any other documents as are necessary to select Option 1 of the Pre-Emptive Acceptance Notice, as set out in Attachment 1, and submit them to Elexicon Corporation prior to the deadline of 5:00 pm on December 24, 2025; and, 4. That the appropriate officials of the City of Pickering officials be authorized to take actions necessary to implement the recommendations in this report. 15.2 Confidential Memorandum from the Director, City Development & CBO and the Director, Corporate Services & City Solicitor Re: Council Direction Regarding Appeal of Committee of Adjustment Decision City File: MV 51/25 Applicant: St. Mary and St. John the Beloved Coptic Orthodox Church Property Address: 980 & 984 Kingston Road OLT File: OLT-25-000941 - 38 - Council Meeting Minutes December 15, 2025 28 Resolution # 918/25 Moved By Councillor Cook Seconded By Councillor Robinson That, regarding Minor Variance Application MV 51/25 by St. Mary and St. John the Beloved Coptic Orthodox Church, the City takes no further action with respect to the appeal of the decision of the Committee of Adjustment to the Ontario Land Tribunal submitted by the applicant. 16. Regional Councillor Updates There were no updates from Regional Councillors. 17. Other Business • Councillor Nagy stated that a Hanukkah celebration will be held on Sunday, December 21, 2025, at 2:00 p.m. at the Chestnut Hill Developments Recreation Complex and invited members of the community to attend. • Mayor Ash noted that the Mayor’s Levy will be held on Saturday, January 10, 2026, at the Chestnut Hill Developments Recreation Complex. 18. Confirmatory By-law Moved By Councillor Robinson Seconded By Councillor Cook That By-law 8222/25, to confirm the proceedings of the December 15, 2025 Council Meeting be approved. Carried 19. Adjournment Moved By Councillor Butt Seconded By Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 8:38 p.m. Dated this 15th day of December, 2025. - 39 - Council Meeting Minutes December 15, 2025 29 Kevin Ashe, Mayor Susan Cassel, City Clerk - 40 - 1 Executive Committee Meeting Minutes Electronic Meeting January 12, 2026 - 02:00 PM Chair: Councillor Brenner Present: Mayor K. Ashe - joined the meeting at 2:43 p..m. Councillor M. Brenner Councillor S. Butt Councillor L. Cook Councillor M. Nagy Councillor D. Pickles Councillor L. Robinson Regrets: None Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor S. Boyd - Fire Chief J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services K. Heathcote - Director, City Infrastructure S. Karwowski - Director, Finance & Treasurer R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Cassel - City Clerk M. Guinto - Division Head, Public Affairs & Corporate Communications V. Plouffe - Division Head, Facilities Management & Construction C. Rose - Chief Planner M. Murray - Manager, Community Services Administration & Strategic Initiatives F. Patel - Strategic Initiatives & Corporate Priorities Advisor R. Perera - Deputy Clerk - 41 - Executive Committee Meeting Minutes January 12, 2026 2 1. Call to Order/Roll Call Councillor Brenner, Vice Chair, assumed the Chair for the meeting on behalf of Mayor Ashe, who was delayed due to the need to attend another meeting. The City Clerk certified that all Members of the Committee were present and participating electronically, save and except for Mayor Ashe. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations 3.1 Sam Snyders, Pickering Resident and Terra Snape, Pickering Resident Re: Report CS 01-26 Recreation & Parks Ten Year Plan Year One Progress Report S. Snyders and T. Snape, Pickering Residents, appeared before Members of the Committee via electronic connection to speak to Report CS 01-26. S. Snyders expressed concerns regarding the absence of public skating programs during the spring and summer months at the Chestnut Hill Developments Recreation Complex. S. Snyders noted that despite the arena being operational and ice available, no public skating programs were scheduled, and all available ice was allocated to paid leagues and rentals, emphasizing that this was a programming decision rather than a capacity or budgetary constraint. S. Snyders stated that the facility was taxpayer- funded and should prioritize equitable access and align with Council’s health, recreation, and community well-being objectives. S. Snyders highlighted that current parent and tot programs were scheduled on weekday afternoons, which excluded many families due to school and work commitments. S. Snyders stressed the health benefits of skating, its role in promoting active lifestyles, and its alignment with Canada’s 24-hour movement guidelines. Additionally, S. Snyders noted that indoor arenas provided safe, climate-controlled spaces during extreme heat events, supporting equity and climate resilience. S. Snyders requested that Council guarantee a minimum level of public skating programming whenever municipal ice was operational, including spring and summer months, re-evaluate the parent-and- tot program schedule to include evenings or weekends, direct staff to prioritize baseline public use allocations before assigning all available ice to paid or private programs, and ensure future ice programming decisions reflected the taxpayer- funded nature of the facility and Council’s health, equity, and accessibility goals. S. - 42 - Executive Committee Meeting Minutes January 12, 2026 3 Snyders concluded by affirming that residents valued the facility and sought consistent, affordable, family-friendly skating opportunities as a fair return on taxpayer investment. A brief question and answer period ensued between Members of the Committee and S. Snyders regarding whether the concerns noted in the delegation had been raised with City staff. 4. Matters for Consideration 4.1 Chief Administrative Officer, Report CAO 01-26 Corporate Strategic Plan 2025 Annual Progress Report A question and answer period ensued between Members of the Committee and staff regarding: • clarification regarding the financial implications section as to whether initiatives would still be completed if funding was not available and how that would be reflected in the Plan; • how to address concerns from residents about property taxes and affordability during budget engagement; • which City areas or departments would be prioritized for modernization as the City moved forward with Artificial Intelligence and online software; • whether there was a contradiction between the provincial direction for public sector employees to return to the office and the City’s investment in technology to support remote work; • the use of video surveillance at City facilities and parks and who residents should contact if they encountered problems in City parks; • why the economic development strategy was shown at 75% completion and whether this was due to entering the fourth year of the Plan; • how the City could better communicate infrastructure investments and planning to residents in response to comments and concerns that the City is growing rapidly and there not being enough infrastructure to support that growth; • how to effectively communicate partnerships and advocacy with other bodies, such as the Region and federal government, regarding infrastructure projects; • whether remote work schedules were resulting in the sharing of staff workstations; - 43 - Executive Committee Meeting Minutes January 12, 2026 4 • where funding would come from should casino funds and provincial grants cease; • the City's current debt capacity and how the Seaton Recreation Complex impacted the debt capacity; • how funding strategies would be affected should anticipated growth not occur; • whether the future Term of Council could change the course of the Plan; • the number of survey responses received during public engagement of the Plan; • details on the broadband and connectivity component of the Report, particularly in the north; and, • how partnerships for connectivity have supported economic development initiatives and small businesses. Moved By Councillor Cook Seconded By Councillor Butt That Report CAO 01-26, regarding Corporate Strategic Plan 2025 Annual Progress Report, be received for information. Carried 4.2 Director, Corporate Services & City Solicitor, Report CLK 01-26 Amendments to the Records Retention By-law and Updates to Records and Privacy Policies A question and answer period ensued between Members of the Committee and staff regarding: • whether there were any changes arising from the Report that the public should be aware of, particularly with respect to accessing City records; • whether all records were now online and how electronic records were backed up; • how retention periods for records were determined by staff; • clarification on the number of categories where retention periods were increased or decreased, and the addition of new file codes; and, • whether the new retention schedule strengthened the City’s ability to respond to FOI requests. Moved By Councillor Cook - 44 - Executive Committee Meeting Minutes January 12, 2026 5 Seconded By Councillor Butt 1. That Report CLK 01-26 regarding Amendments to the Records Retention By- law and Updates to Records and Privacy Policies be received; 2. That the draft Records Retention By-law and Schedule included as Attachment 1 to this report be approved and enacted; 3. That the draft ADM 060 Records Management Policy included as Attachment 2 to this report be approved; 4. That the draft ADM 050 Municipal Freedom of Information and Protection of Privacy Policy included as Attachment 3 to this report be approved; 5. That the draft by-law to designate the City Clerk as the Head under the Municipal Freedom of Information and Protection of Privacy Act, included as Attachment 4 to this report, be approved and enacted; and, 6. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. Carried 4.3 Director, Community Services, Report CS 01-26 Recreation & Parks Ten Year Plan Year One Progress Report A question and answer period ensued between Members of the Committee and staff regarding: • clarification on whether the report addressed the need for more swimming time and when residents could expect additional pool availability; • whether the delegate’s concerns about skating time had been considered and what actions were planned for summer ice programming; • what facilities might be included in the North East Secondary Plan and when recommendations would be brought forward to Council; • what types of programs or collaborations were envisioned when partnering with other municipalities, particularly in relation to recreation facilities; • whether coordination with the Town of Ajax regarding ice allocation was part of the arena strategy; • whether cricket facilities identified in the 10 year plan could be prioritized sooner and what timelines were anticipated for construction; • when the Dorsay Community and Heritage Centre would open to the public and what initial programming would be offered; - 45 - Executive Committee Meeting Minutes January 12, 2026 6 • progress on the Seaton Recreation Complex detailed design phase and when the project was expected to return to Council for approval; and, • the status of Dave Ryan Park in Seaton, including timelines for construction and when amenities may become available for public use. Moved By Councillor Pickles Seconded By Councillor Cook That Report CS 01-26 regarding the City of Pickering’s Recreation & Parks Ten Year Plan Annual Report be received for information. Carried 4.4 Director, Corporate Services & City Solicitor, Report LEG 01-26 Final Assumption of Plan of Subdivision Frontdoor Developments (Pickering) Inc. – Plan of Subdivision 40M-2660 Lots 1 to 40, Plan 40M-2660 Moved By Councillor Butt Seconded By Councillor Cook 1. That Castle Hill Court within Plan 40M-2660 be assumed for public use; 2. That works and services required by the Subdivision Agreement, dated June 19, 2018, within Plan 40M-2660, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 3. That Frontdoor Developments (Pickering) Inc. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2660; and, 4. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 4.5 Director, Corporate Services & City Solicitor, Report LEG 02-26 Final Assumption of Plan of Subdivision Marshall Homes (Copperfield) Ltd. – Plan of Subdivision 40M-2654 Lots 1 to 7, Plan 40M-2654 - 46 - Executive Committee Meeting Minutes January 12, 2026 7 Moved By Councillor Pickles Seconded By Councillor Nagy 1. That Frontier Court within Plan 40M-2654 be assumed for public use; 2. That works and services required by the Subdivision Agreement, dated February 5, 2019, within Plan 40M-2654, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 3. That Marshall Homes (Copperfield) Ltd. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M- 2654; and, 4. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 5. Member Updates on Committees There were no updates from Members on Committees. 6. Other Business • Councillor Brenner gave Notice of a Motion regarding the Seniors and Persons with Disabilities Snow Clearing Program. • Councillor Brenner gave Notice of a Motion regarding traffic calming measures. • Councillor Brenner gave Notice of a Motion regarding transit to the Dorsay Community and Heritage Centre. • Councillor Brenner requested that staff provide an update on the status of the new animal shelter now that land had been secured. • Councillor Nagy advised that, in collaboration with Ontario Power Generation (OPG), a community information night would be hosted at the OPG Pickering Information Centre, located at 1675 Montgomery Park Road, on Thursday, January 22, 2026 at 7:00 p.m. 7. Adjournment Moved By Councillor Robinson Seconded By Councillor Pickles - 47 - Executive Committee Meeting Minutes January 12, 2026 8 That the meeting be adjourned. Carried The meeting adjourned at 3:31 p.m. - 48 - Report to Council Report Number: CAO 02-26 Date: January 26, 2026 From: Marisa Carpino Chief Administrative Officer Subject: Pickering Anti-Black Racism Taskforce Award for Consulting Services File: A-1440 Recommendation: 1. That the proposal submitted by Azmi and Warner Consulting in response to Request for Proposal No. RFP2025-1 for the City of Pickering Anti-Black Racism Action Plan in the amount of $60,000.00 (excluding HST) or $67,800.00 (HST included) be accepted; 2. That the total gross project cost $67,800.00 (HST included), including the proposal, contingency and other associated costs, and the total net project cost of $61,056.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $61,056.00 to be funded from Property Taxes (Account 502530.4603), as approved in the 2026 Current Budget; 4. That the Supervisor, Equity, Diversity, & Inclusion be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No RFP2025-1; and 5. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: The purpose of this report is obtain Council’s authorization to award Request for Proposal RFP2025-1 to Azmi and Warner Consulting for Proposal for the development of the City of Pickering Anti-Black Racism Action Plan. On March 25 2024, Council approved the consultation budget for development of the City of Pickering Anti-Black Racism Action Plan. This project will be coordinated by the Pickering Anti- Black Racism Taskforce (PABRT), as part of their Council approved 2024 workplan (Resolution #445/24), with the support of City staff. Request for Proposal No. RFP2025-1 was advertised on the City’s bids&tenders portal on September 4, 2025. Nine companies submitted proposals. The Evaluation Committee, consisting of staff from the Equity, Diversity & Inclusion team and members of PABRT reviewed and evaluated these proposals based on criteria outlined in the RFP document including proponent’s experience and knowledge, understanding the community, technical and analytical skills, and professional experience and credibility. - 49 - CAO 02-26 January 26, 2026 Page 2 All reference checks and required pre-conditions of the award have been received and approved. It is the recommendation of the Evaluation Committee to award the contract to Azmi and Warner Consulting as the top ranked Proponent. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Foster an Engaged & Informed Community. Financial Implications: The recommended proposal from Azmi and Warner Consulting was within the approved $60,000.00 in the 2026 Committee Expenses Budget for Equity, Diversity & Inclusion. 1. RFP Amount RFP2025-1 $60,000.00 HST (13%) Total Gross Proposal Amount 7,800.00 $67,800.00 2. Estimated Project Costing Summary RFP2025-1 HST (13%) Total Gross Project Amount HST Rebate (11.24%) Total Net Project Costs $60,000.00 $7,800.00 $67,800.00 (6,744.00) $61,056.00 3. Approved Source of Funds - Operating Budget Approved Code Source of Funds Approved Budget Required 502530.4603 Property Tax 60,000.00 $61,056.00 TOTAL $60,000.00 $61,056.00 Net project costs under (over) approved funds $(1,056.00)* *The overage will be funded from anticipated operational savings achieved throughout the year. In 2024, the Equity, Diversity & Inclusion Budget included “Committee Expenses” to support the Anti Black Racism Action Plan. This approach recognized that many elements of the project still needed to be defined and explored through community based research as the work progressed. Beginning with the 2026 Equity, Diversity & Inclusion Committee Expenses Budget, and acknowledging the evolving nature of the initiative, individual components of the project will be budgeted separately in alignment with the City’s established business practices. - 50 - CAO 02-26 January 26, 2026 Page 3 Discussion: The purpose of this report is to obtain Council’s authorization to award Request for Proposal RFP2025-1 to Azmi and Warner Consulting for the development of the City of Pickering Anti-Black Racism Action Plan. Established in 2021, Azmi and Warner Consulting formalize decades of anti-racism work executed by Shaheen Azmi and Remi Warner in academic, municipal and private sectors. In May 2024, City of Pickering Council endorsed the municipality’s first multi-year Equity, Diversity & Inclusion (EDI) Strategy. The EDI Strategy establishes a framework for advancing and embedding equity, diversity and inclusion within the policies, practices, programs, services and facilities of the municipality as a standard of public service and local governance. As such, the EDI Strategy identifies five areas of focus: 1. Education and Awareness 2. Structure and Resources 3. Community Engagement and Consultation 4. Policies, Practices and Program 5. Measurement and Accountability Each area represents priorities within which to ground the City’s efforts to advance EDI. This request for proposal builds on the third area of focus, Community Engagement and Consultation, by identifying best practices for effectively engaging and supporting Council‑appointed advisory groups and taskforces. PABRT’s work, with the awarded consultant and the support of City staff, is intended to strengthen the City of Pickering’s efforts to address systemic Anti‑Black racism within the responsibilities and resources assigned to the Pickering Anti-Black Racism Taskforce. The City of Pickering Anti-Black Racism Action Plan will be a Council-approved document designed to combat systemic racism and promote equity, diversity and inclusion within the City of Pickering. To develop this strategy, the consultant will prepare two reports. In the first report, entitled Current State Report: Research and Evaluate the Current Landscape, the consultant will conduct a thorough review and evaluation of existing data, reports and studies to understand the current state of anti-Black racism in Pickering and Durham Region broadly, and identify and incorporate relevant evidence-based research that can guide the development of the Action Plan. In the second report, entitled Action Plan & Recommendation Report, the consultant will prepare an action plan based on community feedback, research findings and input from the PABRT, City staff and community partners. The report will include a detailed 5 year action plan with specific, actionable steps for the Pickering Anti-Black Racism Taskforce, with the support of City staff, to address anti-Black racism within the context of municipal governance. The report will outline a clear implementation strategy with timelines to the year 2030, milestones, responsible parties, metrics for success, and estimated/associated financial implications. This strategy will guide current and future decisions to ensure a culture of inclusion for both the municipal workforce and the broader community. It will support the implementation of the City’s anti-racism efforts and bolster the application of the City’s EDI Strategy. By focusing - 51 - CAO 02-26 January 26, 2026 Page 4 specifically on anti-Black racism, the strategy aims to create an environment where all residents, particularly those from Black and other marginalized communities, can thrive and feel valued. Attachment: None. - 52 - CAO 02-26 January 26, 2026 Page 5 Prepared By: Approved/Endorsed By: Justine Wallace Mark Guinto (Acting) Supervisor, Equity, Diversity & Inclusion Division Head, Public Affairs & Corporate Communications JW:mg Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer 2ULJLQDO6LJQHG%\ 2ULJLQDO6LJQHG%\ 2ULJLQDO6LJQHG%\ - 53 - Report to Council Report Number: CS 03-26 Date: January 26, 2026 From: Laura Gibbs Director, Community Services Subject: Emergency Plumbing Repair at the Pickering Civic Complex File: A-1440-001 Recommendation: 1. That Report CS 03-26 regarding Emergency Plumbing Repairs at the Pickering Civic Complex be received for information. Executive Summary: The purpose of this report is to notify Council of the emergency plumbing repairs completed at the Pickering Civic Complex. A blockage in the main sanitary line from City Hall in early December 2025 resulted in raw sewage spilling into various locations in the basement and underground garage, requiring the building to be closed. This closure lasted for three days while the location and nature of the blockage could be found and corrected, ultimately resulting in the Durham Region staff responding on site to clear the blockage. Staff completed cleaning to make it safe to re-open the facility. Bird Infrastructure has submitted a quote totaling $79,699.24 (HST included) for the emergency repairs. This quote has been accepted in accordance with Section 12.01 of the City’s Purchasing Policy (PUR 010) and Section 15 of the Purchasing Procedure (PUR 010 001). The total gross cost for the emergency repair is estimated at $79,699.24 (HST included), with a net project cost of $71,771.00 (net HST). Staff costs, including overtime, are not included in this report. 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.Quotation Amount Emergency Plumbing Repairs $70,530.30 HST (13%) 9,168.94 Total Gross Quotation Cost $79,699.24 - 54 - CS 03-26 January 26, 2026 Page 2 2. Estimated Project Costing Summary Emergency Plumbing Repairs $70,530.00 Total Project Cost $70,530.00 HST (13%) 9,169.00 Gross Project Costs $79,699.00 HST Rebate (11.24%) (7,928.00) Total Net Project Costs $71,771.00 3.Approved Source of Funds Description Source of Funds Account Code Funds Required Contingency (Current) Property Taxes 11100.503500 $71,771.00 Total Funds $71,771.00 In accordance with Purchasing Policy PUR 010, Section 12.01, in an emergency situation, staff are permitted to obtain such goods and services as are necessary to respond to the emergency. If the purchase amount exceeds $50,000.00, the Director must notify the Treasurer and CAO and the Director shall submit a report of the incident to the appropriate Committee and Council at the earliest possible time. Discussion: Staff received initial indications of problems in the Civic Complex sanitary plumbing systems in the evening on Tuesday, December 2, 2025. Staff began investigating immediately and soon discovered that sewage was backing up in the piping systems. This required early closure of the Pickering Public Library Central Branch, as all washrooms were immediately forced out of service. Minor flooding also occurred in the underground parking garage but was contained to a single area near the loading dock. The Civic Complex remained closed for a further three days as progressively more invasive investigations were undertaken to confirm the precise nature and location of the problem. Bird Infrastructure, as one of the City’s standing plumbing service contractors, was involved from the onset, and gradually ramped up resources progressively to meet demand as the scale of the problem became increasingly apparent. By Thursday, December 4, 2025, it was determined that a break or blockage had occurred near the point where the main sanitary drain line connected to the sanitary sewer running under The Esplanade South. Locates were obtained to ensure that all work proceeded safely. Excavations began immediately thereafter. The precise location of the blockage was found and cleared with the assistance of Durham Region Works crews. Durham Region’s involvement became mandatory once it was confirmed that the blockage had occurred at or just beyond the municipal property line. City staff are having discussions with Durham Region staff to - 55 - CS 03-26 January 26, 2026 Page 3 determine responsibility for the blockage. Fortunately, the blockage was cleared and there was no evidence of damage to the pipes, which was later verified by camera inspection as a precaution. The Civic Complex and Central Library Branch remained closed on Friday, December 5, 2025, to ensure thorough cleaning and decontamination of the building. The Central Library Branch resumed operations on the following day, and City Hall re-opened on the following Monday. Other affected systems, such as sump pits, pumps and elevators were subsequently reviewed and serviced as required to ensure that operations were promptly and fully restored. In addition to resolving the specific blockage that resulted in this situation, as part of the repair, staff were able to locate and expose two sets of manholes that had been concealed over time. This proved crucial for providing the access required to affect the repairs. Subsequent review of aerial photographs confirmed that both sets of manholes had been concealed since at least 2005, and possibly beyond. Existing landscaping around both manholes will be regraded to ensure that they remain accessible in the future, helping to avoid such incidents and their related impacts. Costs incurred and included in this report include labour, material and equipment rental fees incurred by Bird Infrastructure for all exploratory and repair activities required to identify the underlying problem and assist with the completion of corrective actions. Costs include premiums for after-hours and emergency work, including maintaining required resources on site and on standby for immediate response at each stage of the repair. As per Purchasing Policy, Section 12.01, staff are notifying Council of the emergency repair work completed by Bird Infrastructure in the amount of $79,699.00 (HST included). The total net project cost inclusive of contingency is estimated at $71,771.00 (net HST). Attachment: None. Prepared By: Approved/Endorsed By: Origiginal Signed By Original Signed By Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP Division Head, Facilities Management Manager, Procurement & Construction Original Signed By Laura Gibbs, MBA, MSc. Director, Community Services - 56 - CS 03-26 January 26, 2026 Page 4 Approved/Endorsed By: Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer LG:vp Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 57 - Report to Council Report Number: ECD 01-26 Date: January 26, 2026 From: Fiaz Jadoon Director, Economic Development & Strategic Projects Subject: Land Use Review & Economic Analysis of the Pickering Federal Lands Request for Proposal No. RFP2025-24 File: A-1440-001 Recommendation: 1. That the proposal submitted by SGL Planning & Design Inc. in response to Request for Proposal RFP2025‑24 to undertake the Land Use Review & Economic Analysis of the Pickering Federal Lands, in the amount of $79,114.00 (net HST) or $87,852.00 (HST included) be accepted; 2.That the total gross project cost of $87,852.00 (HST included) and total net project cost of $79,114.00 (net HST) be approved, in accordance with Section 10.04 (c), as the assignment is over $50,000.00; 3.That the Director, Economic Development & Strategic Projects be authorized to execute the Form of Agreement with the above mentioned consultant pursuant for Proposal RFP2025-24; 4.That the Director, Finance & Treasurer be authorized to finance the net project cost of $79,114.00 (net HST) consisting of $70,000.00 funded from property tax supported operating budget (account number 10050.502230), as approved in the 2026 Budget, and additional $9,114.00 funded from the same source to address the project overage; and, 5.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated within this report. Executive Summary: The purpose of this report is to award RFP2025‑24 for consulting services to complete a comprehensive Land Use Review & Economic Analysis of the Pickering Federal Lands. The City issued the RFP on November 24, 2025, seeking a multidisciplinary consultant team to evaluate development scenarios, assess economic opportunities, analyze infrastructure and environmental considerations, and prepare a strategic land use position to support the ongoing Formal Consultation Process on the Future Uses of the Pickering Lands. The Pickering Federal Lands comprise approximately 8,700 acres of federally owned property in north Pickering. In January 2025, the federal government announced its intention to initiate a formal consultation process to determine future uses of the lands, engaging Indigenous communities, local governments, stakeholders, and the public. To support the City’s participation in this process, an evidence‑based analysis is required to inform Pickering’s long‑term vision and economic development position. - 58 - ECD 01-26 January 26, 2026 Page 2 Request for Proposal No. RFP2025-24 was posted to the City’s bids&tenders portal on November 24, 2025 and closed on December 15, 2025. Seven proposals were submitted. The Evaluation Committee reviewed and evaluated the proposals using criteria outlined in the bid document. SGL Planning & Design Inc. achieved the highest overall score. Their proposal demonstrates: •a strong and nuanced understanding of the Federal Lands’ historical, strategic, and policy context, including experience on prior Pickering planning initiatives •a detailed and structured methodology aligned with the RFP’s required phases, including background review, economic impact modelling, scenario development, stakeholder engagement, and final strategy preparation •a robust multidisciplinary team with expertise in planning, economics, transportation, infrastructure, agriculture, natural heritage, GIS, and engagement The top-ranked proposal submitted by SGL Planning & Design Inc. in the amount of $79,114.00 (net HST) or $87,852.00 (HST included) is recommended for approval. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Champion Economic Leadership & Innovation. Financial Implications: 1. Proposal Amount Proposal $77.745.00 HST (13%) $10,107.00 Total Gross Proposal Cost $87,852.00 2. Estimated Project Costing Summary Proposal $77.745.00 HST (13%) $10,107.00 Total Gross Proposal Cost $87,852.00 HST Rebate (11.24%) ($8,738.00) Total Net Project Cost $79,114.00 - 59 - ECD 01-26 January 26, 2026 Page 3 3. Approved Source of Funds - Operating Budget Approved Code Source of Funds Approved Budget Required 10050.502230 Property Tax $70,000.00 $79,114.00 TOTAL $70,000.00 $79,114.00 Net project costs Under / (Over) approved funds ($9,114.00) The higher cost will be funded from anticipated operational savings achieved throughout the year. Discussion: The purpose of this report is to award RFP2025-24 for consulting services to complete a comprehensive Land Use Review & Economic Analysis of the Pickering Federal Lands. The study will provide Council with an evidence-based position on future land uses, economic opportunities, infrastructure needs, environmental stewardship, and advocacy strategies, in light of the federal government’s 2025 decision to evaluate future uses of the Lands. The Pickering Federal Lands represent one of the most consequential long‑term planning areas in southern Ontario. Originally expropriated by the Government of Canada in 1972, totaling 18,600 acres across Pickering, Markham, and Uxbridge, the site was selected for a second international airport for the Toronto region. Preliminary airport work was halted in 1975, and the properties have since been leased to residential, farm, and commercial tenants under Transport Canada. Over time, major tracts were transferred to Parks Canada to establish and expand Rouge National Urban Park (RNUP): 4,700 acres in 2015 and an additional 5,200 acres in 2017; with 8,700 acres retained for future uses. In January 2025, the federal government announced its intention to advance a formal consultation process to determine future uses of the Pickering Federal Lands, including the development of a comprehensive land management strategy and potential alignment with national transportation priorities such as the Alto High Speed Rail concept. This decision necessitates a comprehensive, evidence‑based municipal position on the full range of potential land uses, economic opportunities, infrastructure requirements, and stewardship obligations. Geographically, the lands lie immediately north of Highway 407 and near Highway 7, adjacent to RNUP and within a landscape of high value natural heritage systems (Duffins Creek and Rouge watersheds). The area overlaps portions of Ontario’s Greenbelt/Natural Heritage System, with ecological corridors and protected countryside that require careful integration of any future land use strategy. The City is at a critical moment as federal decision‑making, environmental responsibilities, and regional priorities all intersect, making it essential to act now to ensure Pickering helps shape, rather than reacts to, the future of the Pickering Federal Lands. With federal consultations underway, the City has only a limited window to influence decisions that will determine land - 60 - ECD 01-26 January 26, 2026 Page 4 management, conservation boundaries, and compatible long‑term uses while ensuring sustainable economic activity. Request for Proposal No. RFP2025-24 was posted to the City’s bids&tenders portal on November 24, 2025 and closed on December 15, 2025, seeking a qualified consulting firm to deliver the Land Use Review & Economic Analysis and guide Council’s strategic direction. The RFP requires a multi‑phase approach: rigorous background review, structured stakeholder engagement, scenario development balancing economic development, conservation and community needs, and a final land use strategy with an implementation framework and formal presentation to Council. The work program emphasizes economic impact modelling across scenarios, servicing and transportation considerations, environmental and agricultural constraints mapping, and clear advocacy strategies with senior governments. The timeline calls for project kickoff in late January 2026, final report by end of March 2026, and presentation at the April 2026 Meeting of Council. Proposals were assessed through the RFP’s multi‑stage evaluation process, including mandatory submission checks, scoring of non‑price criteria (Understanding of Objectives; Team Experience and Qualifications; Methodology & Work Plan and Price), Proponents were required to demonstrate capacity to deliver all requested phases and outputs within the defined schedule, as well as experience conducting complex, multidisciplinary land use and economic analyses for large, strategic planning areas. SGL Planning & Design Inc. is recommended for award. Their submission demonstrates a nuanced grasp of the historical evolution and current status of the Federal Lands, acknowledging the implications of the 2025 federal decision and the interplay between economic development, environmental stewardship, agriculture, transportation, and community needs. Their proposal positions the Pickering Federal Lands as a “once‑in‑a‑generation” opportunity and articulates how scenario‑based planning can credibly inform Council’s advocacy with senior governments. This understanding is grounded in SGL’s long‑standing work in Pickering, including the Northeast Secondary Plan Study, the Seaton Community Plan, and other assignments that have shaped growth, land use frameworks, and engagement practices, providing them with a strong local foundation to deliver a strong strategic position for Council. SGL proposes a five‑phase methodology that directly mirrors and best meets the RFP requirements: •Phase 1 (Background Review): Policy and land use analysis; market and economic assessment; servicing and transportation scan; environmental and agricultural constraints mapping; and an executive summary of preliminary findings. •Phase 2 (Engagement): A tailored communications and engagement plan, Council interviews, targeted focus groups, and content for Let’s Talk Pickering to gather broad community input efficiently and transparently. - 61 - ECD 01-26 January 26, 2026 Page 5 •Phase 3 (Land Use Strategy Development): Preparation of three conceptual land use scenarios, identification of infrastructure/community facility needs, high‑level cost and timeline estimates, and a pros/cons evaluation framework. •Phase 4 (Draft and Finalization): Draft recommendation report, staff review and revisions, culminating in a final strategy and economic analysis. •Phase 5 (Council Presentation): A Council‑ready briefing and presentation of findings, preferred scenario, and implementation steps. This structure ensures traceability from background evidence through scenario evaluation to final recommendations, delivering the clarity and rigor needed to inform Council decisions under tight timelines. The project will be led by Paul Lowes, Project Director/Manager, who brings 35 years leading official plans, secondary plans, zoning reviews, and large interdisciplinary teams; frequent expert testimony before the Ontario Land Tribunal; significant experience delivering defensible policy frameworks. Additionally, David Riley will be the Land Use Strategy Lead. David is a specialist in official plan reviews, community planning permit by‑laws, zoning and policy studies, with broad experience in land use mapping and analysis across southern Ontario. Collectively, the project team has delivered numerous municipal studies and land use strategies and has a track record of converting complex technical analysis into concise, actionable recommendations suitable for Council decision‑making. Their familiarity with Pickering’s geography, policy frameworks, and growth trajectory is a distinct advantage. Selecting SGL Planning & Design Inc. ensures that the City’s analysis of the Pickering Federal Lands will be comprehensive, timely, and strategic. Their deep understanding of the site’s history and current federal direction, coupled with a rigorous methodology, strong project management, and a well‑qualified team with direct Pickering experience, positions the City to engage confidently with senior governments and stakeholders. The resulting land use strategy and economic analysis will provide Council with clear, evidence‑based choices and a practical implementation path, advancing Pickering’s strategic goals while safeguarding environmental and agricultural values and enabling long‑term economic opportunity. Staff recommend awarding consulting services to prepare the City’s Land Use Review & Economic Analysis of the Pickering Federal Lands to SGL Planning & Design Inc., in the amount of $79,114.00 (net HST) or $87,852.00 (HST included), to equip the City with a forward‑looking, evidence‑based framework that clarifies land use options, protects environmental and agricultural assets, and identifies economic opportunities, ensuring Pickering is positioned to advocate effectively, plan proactively, and lead with confidence as federal decisions evolve. - 62 - ECD 01-26 January 26, 2026 Page 6 Attachment: None. Prepared By: Approved/Endorsed By: Laraib Arshad Manager, Economic Development & Marketing Original Signed By: Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By: Hanif Thakor Senior Officer, Economic Development & Strategic Projects HT:la Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Fiaz Jadoon, Ec.D., CEcD. MPM, B.COMM Director, Economic Development & Strategic Projects Original Signed By: Stan Karwowski, MBA, CPACMA Director, Finance & Treasurer Original Signed By:Original Signed By: Original Signed By: - 63 - Report to Council Report Number: ENG 01-26 Date: January 26, 2026 From: Richard Holborn Director, Engineering Services Subject: Neighbourhood Traffic Calming Measures Guidelines Request for Proposal No. RFP2025-22 File: A-1440-001 Recommendation: 1.That the proposal submitted by CIMA+ in response to Request for Proposal No. RFP2025- 22 for the Neighbourhood Traffic Calming Measures Guidelines in the amount of $136,410.00 (net HST) or $151,476.50 (HST included) be accepted; 2.That the total gross project cost of $166,624.00 (HST included) including the fee amount and other associated costs and the total net project cost of $150,050.00 (net HST) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $150,050.00 (net HST) as follows; a)An amount of $135,045.00 of the approved project cost, as identified in the 2025 Development Charges Background Study and included in the 2026 Current Budget, be funded by a transfer from the Development Charges – Other Services Related to a Highway Reserve Fund; b)An amount of $15,005.00 of the approved project cost, as identified in the 2025 Development Charges Background Study and included in the 2026 Current Budget be funded from Property Taxes; 4.That the Director, Engineering Services be authorized to enter into and execute the Form of Agreement with CIMA+ pursuant to Request for Proposal No. RFP2025-22; and 5.That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations indicated in this report. - 64 - January 26, 2026 Page 2 ENG 01-26 Executive Summary: The purpose of this report is to obtain Council’s authorization to award Request for Proposal No. RFP2025-22 to CIMA+ for the development of the City’s Neighbourhood Traffic Calming Measures Guidelines. As part of the 2026 Current Budget, Neighbourhood Traffic Calming Measures Guidelines was approved as a project with a budget of $174,000.00, as informed by the 2025 Development Charges Background Study. Engineering Services staff receive many traffic safety related concerns from residents every year. However, the City currently does not have a set of established traffic calming measures guidelines, procedures and tools to refer to when addressing resident concerns related to traffic safety. Staff address traffic safety concerns using best practices utilized by neighbouring municipalities. Set guidelines and procedures that provide clear direction are needed to improve road safety across the City in a consistent and efficient manner. Request for Proposal No. RFP2025-22 was posted on the City’s bids&tenders portal on November 13, 2025, and closed on December 4, 2025. Seven proposals were submitted. The Evaluation Committee, consisting of staff from the Engineering Services Department, reviewed and evaluated the proposals using the criteria outlined in the bid document. The top-ranked proposal submitted by CIMA+ in the amount of $136,410.00 (net HST) or $151,476.50 (HST included) is recommended for approval. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe and Healthy Community; and Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: 1.Proposal Amount CIMA+ Fee Proposal $134,050.00 HST (13%) 17,426.50 Total Gross Proposal Amount $151,476.50 - 65 - January 26, 2026 Page 3 ENG 01-26 2.Estimated Project Cost Summary: CIMA+ Fee Proposal $134,050.00 Associated Costs Contingency (10%) 13,405.00 Sub Total – Costs $147,455.00 HST (13%) 19,169.00 Total Gross Project Cost $166,624.00 HST Rebate (11.24%) (16,574.00) Total Net Project Costs $150,050.00 3.Approved Source of Funds – 2026 Current Budget Expense Code Source of Funds Budget Required 10500.502230.0000 Development Charges – Other Services Related to a Highway Reserve Fund $156,600.00 $135,045.00 10500.502230.0000 Property Taxes $17,400.00 $15,005.00 Total Funds $174,000.00 $150,050.00 Net project costs Under / (Over) approved funds $23,950.00 Discussion: The purpose of this report is to obtain Council’s authorization to award Request for Proposal No. RFP2025-22 to CIMA+ the project for the development of the City’s Neighbourhood Traffic Calming Measures Guidelines. An amount of $174,000.00 had been identified for the development of the City’s Neighbourhood Traffic Calming Measures Guidelines and was included in the 2026 Current Budget, as informed by the 2025 Development Charges Background Study. Engineering Services staff receive many traffic safety related concerns and requests from residents every year. However, the City currently does not have a set of established traffic calming measures guidelines, consistent procedures, or the tools to refer to when addressing - 66 - January 26, 2026 Page 4 ENG 01-26 resident concerns and requests related to traffic calming that are appropriate for the City’s local context. Staff currently use various measures based on best practices from neighbouring municipalities to address traffic safety concerns from residents. Set guidelines and procedures that provide clear direction are needed to improve road safety across the City in a consistent and effective manner. With the City’s population anticipated to grow significantly by 2036, Staff will require a streamlined and comprehensive guideline to manage neighbourhood traffic proactively, beyond simply reacting to issues as they arise, to advance road safety and optimize traffic operations throughout Pickering. The purpose of the guidelines will be to provide a framework for initiating, developing, assessing, implementing, and monitoring traffic calming measures for local, collector and type C arterial roads that are within the City’s jurisdiction. The consultant will undertake the development of the City’s Neighbourhood Traffic Calming Measures Guidelines for rural and urban Pickering, as well as develop a checklist for proactive traffic calming measures for new developments. The project will include on-going stakeholder consultations, an online survey for the public, an in-person public open house for public consultation along with multiple internal and external technical stakeholder consultations. Request for Proposal No. RFP2025-22 for Consulting Services for the development of the City’s Neighbourhood Traffic Calming Measures Guidelines was posted on the City’s bids&tenders portal on November 13, 2025 and closed on December 4, 2025. The proposals were evaluated by the Evaluation Committee consisting of three staff members from the Transportation & Traffic Section of the Engineering Services Department. The proposals were evaluated based on the consultant’s qualifications and experience working on similar projects, their understanding of the objectives and requirements of the project, proposed workplan to deliver the project in a timely manner, quality of their proposal and proposed price. The highest scoring proposal submitted by CIMA+ in the amount of $136,410.00 (net HST) or $151,476.50 (HST included) is recommended for approval. The total gross project cost, which includes the fee amount and a contingency is estimated at $166,624.00 (HST included), and the total net project cost is estimated at $150,050.00 (net HST). Staff recommend acceptance of the proposal submitted by CIMA+ in the amount of $136,410.00 (net HST) or $151,476.50 (HST included) and that the net project cost of $150,050.00 (net HST) be approved. - 67 - January 26, 2026 Page 5 ENG 01-26 Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Ridhita Ghose, P.Eng. Richard Holborn, P.Eng. Transportation Engineer Director, Engineering Services Original Signed By: Original Signed By: Nadeem Zahoor, P.Eng., M.Eng. Stan Karwowski, MBA, CPA, CMA Manager, Transportation & Traffic Director, Finance & Treasurer Original Signed By: Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement RG:nz Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 68 - Report to Council Report Number: FIR 01-26 Date: January 26, 2026 From: Steve Boyd Fire Chief Subject: Supply and Delivery of Demo Unit Aerial Apparatus RFQQ2025-26 File: A-1440-001 Recommendation: 1. That the quotation submitted by Safetek Emergency Vehicles Ltd. in response to Request for Quotation RFQQ2025-26 for the Supply and Delivery of One Demo Unit Aerial Apparatus, in the amount of $2,251,306.00 (excluding HST) or $2,543,975.00.00 (HST included) be accepted; 2. That the total gross project cost of $2,773,941.00 (HST included) and the total net project cost of $2,498,020.00 (net of HST rebate) 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. Executive Summary: The purpose of this report is to award Quotation No. RFQQ2025-26 for the Supply and Delivery of One Demo Unit Aerial Apparatus – aerial ladder replacement. As approved in the 2025 Capital Budget, the Fire Services Department will require one aerial ladder apparatus to replace City Vehicle 545, the 2013 Smeal aerial ladder apparatus, currently in service. On November 19, 2025, a Second Stage Quotation, RFQQ2025-26 through Canoe Procurement Group Collaborative Agreement was advertised on the City’s bids&tenders portal. Two quotations were received. In accordance with the Purchasing Policy, Item 13.01, the Manager may enter into arrangements with municipalities, local boards and other public bodies on a cooperative or joint venture basis where there are economic advantages and where the best interests of the City would be served. The policy of the government agency or public authority hosting the cooperative call for bids is to be the accepted policy of the City for the cooperative call and no other approval by the City is required beyond that of the Manager, appropriate Director and Treasurer, unless debt funding is required, then Council approval must first be obtained. The Evaluation Committee scored the quotations and established Safetek Emergency Vehicles Ltd. as the top-ranked respondent. Fire Services staff recommend the acceptance of Quotation No. RFQQ2025-26 submitted by Safetek Emergency Vehicles Ltd., in the amount of $2,251,306.00 (excluding HST) or $2,543,975.00 (HST included) be accepted. - 69 - FIR 01-26 January 26, 2026 Page 2 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; and Advocate for an Inclusive, Welcoming, Safe & Healthy Community. Financial Implications: 1). Quotation Amount Quotation No. RFQQ2025-26 $ 2,251,306.00 HST (13%) 292,669.00 Total Gross Quotation Cost $2,543,975.00 2). Estimated Project Costing Quotation No. RFQQ2025-26 $2,251,306.00 Machinery & Equipment (504200) Adjusted Machinery & Equipment Extended Warranty Sub Total Cost 375,000.00 (195,000.00) 23,509.00 $2,454,815.00 HST (13%) 319,126.00 Total Gross Project Cost $2,773,941.00 HST Rebate (11.24%) (275,921.00) Total Net Project Cost $2,498,020.00 3). Approved Source of Funds Account Code C10700.2508.504300 C10700.2508.504200 Source of Funds Rate Stabilization Reserve Rate Stabilization Reserve Property Taxes Total Funds Available Budget $2,125,000.00 375,000.00 $2,500,000.00 0.00 $2,500,000.00 Required $2,314,852.00 183,168.00 $2,498,020.00 0.00 $2,498,020.00 Project Cost under/(over) approved funds by $1,980.00 - 70 - FIR 01-26 January 26, 2026 Page 3 Discussion: The purpose of this report is to award Quotation No. RFQQ2025-26 for the Supply and Delivery of One Demo Unit Aerial Apparatus – aerial ladder replacement. This aerial ladder apparatus, as approved in the 2025 Capital Budget and bid under RFQ Q No. RFQQ2025- 26, will be primarily utilized to respond to emergency incidents that include structure fires, industrial alarms, and specialized rescues. It is designed to be maneuverable throughout the City and is constructed with a 32.6-meter aerial ladder, a 1,500-liter water tank and a water pump with a capacity rating of 8,000 liters per minute. This project has a total budget of $2,500,000.00, of which $2,125,000.00 has been assigned to the capital vehicle and $375,000.00 has been assigned to capital machinery and equipment. The proposed cost of the capital vehicle is over budget by $189,852.00. To ensure this project is completed under budget, the capital machinery and equipment costs will be reduced by $195,000.00. The remaining funds available for capital machinery and equipment will be sufficient to upfit this apparatus with the required new equipment. Fire Services will repurpose some equipment currently in service to reduce the amount of new equipment that will need to be purchased. Staff made a collective decision to explore the potential of purchasing a demonstration apparatus with the purpose of saving money and labour and reducing the delivery time. It is common knowledge in the industry that custom aerial ladder apparatuses are more expensive than demonstration apparatuses, the project is labour intensive and delivery times exceed two years. The aerial ladder proposal that has been submitted by Safetek Emergency Vehicles Ltd. is for an apparatus that is currently under construction with an estimated completion date of March 2026. We have estimated that the apparatus will be placed in service six months after the successful respondent is awarded. This time allows Pickering Fire Services’ and City Infrastructure staff to oversee the final stages of construction of the apparatus and ensure it is fully operational before it is deemed ready for service. This includes purchasing and installing required equipment that has not been included in the purchasing contract, and training City Infrastructure and Fire Services staff on the apparatus’ maintenance and use. When the apparatus is ready for service it will be added to the Pickering Fire Services vehicle fleet. It will replace City Vehicle 545, a 2013 Smeal aerial ladder apparatus. The 2013 Smeal apparatus will be utilized as a spare apparatus until it reaches its estimated 15-year service life. Specifications for this apparatus were developed based on consultation with City Infrastructure staff, and Fire Services staff. On November 19, 2025, a Second Stage Quotation, RFQQ2025 -8 through Canoe Procurement Group Collaborative Agreement was advertised on the City’s bids&tenders portal. Two companies responded by the closing date of December 4, 2025. The quotation from Safetek Emergency Vehicles Ltd. complied with all of the technical requirements and received an acceptable score from the Evaluation Committee. Canoe Procurement Group is a collaborative agency which the City is a member of, and therefore, meets the criteria of a Cooperative Purchase as per section 13.01 of the Purchasing Policy. Fire Services staff have reviewed the specifications of the unit provided in the submission, previous work experience of Safetek Emergency Vehicles Ltd., and references provided, - 71 - FIR 01-26 January 26, 2026 Page 4 deeming the quotation acceptable. Safetek Emergency Vehicles Ltd. has successfully completed previous projects with Pickering Fire Services that include the 2023 Aerial Ladder (FIR 01-24), the 2020 Fire Pumper Rescue Truck (FIR 02-21), the 2020 Aerial Ladder Truck (FIR 01-20) and the 2015 Fire Pumper Rescue Truck (FIR 03-15). Upon careful examination of all quotations and relevant documents received, the Fire Services Department recommends the acceptance of Quotation No. RFQQ2025-26 submitted by Safetek Emergency Vehicles Ltd. in the amount of $2,251,306.00 (excluding HST) or $2,543,975.00 (HST included) and that the total net project cost of $2,498,020.00 (net of HST rebate) be approved. Attachment: None Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Jason Yoshida Steve Boyd Deputy Fire Chief Fire Chief Original Signed By Original Signed By Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA Manager Procurement Director, Finance & Treasurer SB:jm Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 72 - Report to Council Report Number: INF 01-26 Date: January 26, 2026 From: Kevin Heathcote Director, City Infrastructure Subject: Environmental Registry of Ontario Postings: 019-7891 Proposed Environmental Assessment Regulation for Municipal Infrastructure City of Pickering Comments on ERO Posting File: A-1440-001 Recommendation: 1. That Council endorse the comments contained in Report INF 01-26, as the City of Pickering’s detailed comments on the Environmental Registry of Ontario Posting ERO 019-7891; and; 2. That Council authorize the Chief Administrative Officer to submit the Council endorsed comments on the identified ERO to the Ministry of the Environment, Conservation and Parks website by the February 3, 2026 deadline. Executive Summary: The purpose of this report is to inform Council of proposed changes to the Environmental Assessment Act, seek Council’s endorsement of staff’s comments on these changes, and authorize the Chief Administrative Officer to submit formal comments to the Province on the proposed legislative changes. These changes include the replacement of the current Municipal Class EA process with a new streamlined environmental assessment process called the Municipal Project Assessment Process (MPAP) and a new Archeological Assessment process for certain infrastructure projects 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: The recommendations of this report do not present direct or immediate costs to the City of Pickering. Discussion: The purpose of this report is to inform Council of proposed changes to the Environmental Assessment Act, seek Council’s endorsement of staff’s comments on these changes, and authorize the Chief Administrative Officer to submit formal comments to the Province on the proposed legislative changes. These changes include the replacement of the current Municipal Class EA process with a new streamlined environmental assessment process called the Municipal Project Assessment Process (MPAP) and a new Archeological Assessment process for certain infrastructure projects. - 73 - INF 01-26 January 26, 2026 Page 2 A. Overview On December 5, 2025, the Ministry of Environment, Conservation and Parks (MECP) released proposed changes to the Municipal Class Environmental Assessment (MCEA) process via ERO Posting ERO 019-7891. The intent is to maintain robust environmental protections while streamlining processes to reduce delays and unnecessary burdens, particularly for lower- impact projects. These changes respond to feedback from consultations held in spring 2023 and February 2024, and are designed to support Ontario’s growing population and evolving infrastructure needs. B. Key Proposed Changes • Introduction of an Archaeological Assessment Process: Certain municipal infrastructure projects, especially some road and road-related work, will require an archaeological assessment if they would otherwise not have Environmental Assessment Act requirements. Indigenous communities must be notified and consulted, with opportunities for concerns to be raised regarding Aboriginal or treaty rights. The Minister may intervene to address such impacts. • Revised Project Lists: New lists will designate which projects are subject to the archaeological assessment process and which are subject to the streamlined EA process. Some thresholds for project inclusion are being adjusted, and certain private sector developer projects are now included. • Streamlined EA Process: Updates to the previously proposed MPAP including refinements to the requirements for assessment, consultation, documentation, and notification to improve transparency and flexibility. Specific steps and timelines are outlined, with options for proponents to extend the process when needed. • Addendum, Project Review, and Transition Provisions: New details clarify procedures for project changes, reviews for projects not substantially commenced within 10 years, and transition rules for projects underway as the new regulation takes effect. C. Details of the Archaeological Assessment Process • Proponents must obtain a list of Indigenous communities potentially interested in the project from the Ministry. • Proponents must assess whether the project area has archaeological potential using Ministry guidance or by directly engaging a licensed archaeologist. • If no archaeological potential is found, a draft summary report is prepared and circulated for a 30-day comment period, after which a final report is posted and a 15-day waiting period applies before proceeding. - 74 - INF 01-26 January 26, 2026 Page 3 • If potential exists, a licensed archaeologist conducts Stage 1 and, if needed, Stage 2 assessments. Reports are shared for review, with a 30-day comment period and a 35- day waiting period after notice of the final report. • Discovery of previously undocumented archaeological resources during construction requires immediate cessation of work and further assessment under the Ontario Heritage Act. • Projects subject to an archaeological assessment generally align with those currently subject to archaeological screening under the MCEA, including Schedule B and C projects not covered by the streamlined Environmental Assessment (EA) process. If sufficient assessment since 2011 exists, further requirements may not apply. Projects that are subject to the proposed Archeological Assessment Process are outlined in Attachment 2 of the report. D. Proposed Streamlined EA Process • Some refinements to the project lists have been made to clarify project thresholds and designations including the removal of some projects that may be addressed by other regulations. Certain private sector developer projects (new water/sewage systems/plants) will remain subject to streamlined EA requirements. • Steps for the Streamlined EA Process include the following: • Contact the Director for a list of Indigenous communities with potential interest • Assess environmental impacts and mitigation measures • Prepare and distribute a draft project report, posting notice on the project website and allowing a minimum 30-day comment period (beginning a regulated 120-day timeline) • Consult with Indigenous communities and other stakeholders • Prepare a final report, considering comments received, and provide written responses to concerns at least 30 days before publishing the final report • Distribute notice of the final report and post it online for information purposes • Proponents are encouraged to undertake pre-consultation before the regulated process. A flexible “time out” provision allows the 120-day process period to be extended as needed Projects that are subject to the proposed Streamlined Environmental Assessment Process are outlined in Attachment 3 of the report. - 75 - INF 01-26 January 26, 2026 Page 4 E. Minister’s Orders, Addendum Procedures and Transition Provisions • Requests for a Minister’s Order may be submitted to address adverse impacts on Aboriginal or treaty rights. The Minister may also act within 35 days of the final report notice. • Changes to the project require an addendum, with notification and comment periods (15 days for non-significant changes, 30 days for significant changes, and a 35-day waiting period before proceeding). • Projects not substantially commenced within 10 years require a review report comparing current environmental conditions and may trigger the addendum process. • Projects with completed MCEA Schedule B or C processes but not yet implemented must follow previous reports and addenda, or the new addendum and review provisions if changes are needed or if not commenced within 10 years. • Projects underway may complete the MCEA process or transition to the new streamlined EA or archaeological assessment process, depending on project type. F. Staff questions on the proposed changes to the Environmental Assessment Act Questions related to Table 1: Projects proposed to be subject to the Archaeological Assessment Process (Attachment 2) 1. Staff request that the province provide clarification as to why the archeological assessment process is not applicable to private developers for the following road and road-related projects outlined in Attachment 2: No. Project Description 5 Construction of underpasses or overpasses for pedestrian, cycling, recreational or agricultural use outside of a previously disturbed portion of an existing right-of-way and/or in a utility or rail corridor 8 Reconstruction of a water crossing where the reconstructed facility will not be for the same purpose, use, capacity or at the same location 9 Reconstruction of, or alteration to a structure (bridge) or the grading adjacent to it when the structure is over 40 years old where there is an increase in footprint 10 Construction of new water crossings 11 Construction of new grade separations and interchanges - 76 - INF 01-26 January 26, 2026 Page 5 2. Staff request that the province provide clarification as to why the archeological assessment process is not applicable to private developers for the following municipal wastewater projects outlined in Attachment 2: No. Project Description 39 Establish new or modify, retrofit or improve LID features outside of a previously disturbed portion of an existing road allowance or utility corridor or where property acquisition is required. LID – Low Impact Development means a stormwater management strategy that seeks to mitigate the impacts of increased runoff and stormwater pollution by managing runoff as close to its source as possible. LID comprises a set of site design strategies that minimize runoff and distributed, small scale practices that mimic natural or predevelopment hydrology through the process of infiltration, evapotranspiration, harvesting, filtration and detention of stormwater. 40 Establish new or expand existing stormwater detention/retention ponds or tanks and appurtenances including outfall to receiving water body where all such facilities are not located in a previously disturbed portion of an existing utility corridor, or an existing road allowance or where property acquisition is required. 41 Construct a stormwater control demonstration or pilot facility for the purpose of assessing new technology or procedures. Establish stormwater infiltration system for end-of-pipe control and/or for groundwater recharge. 42 Establish stormwater infiltration system for end-of-pipe control and/or for groundwater recharge. 3. Staff request that the province provide clarification as to why the archeological assessment process is not applicable to private developers for any shoreline or in water works projects identified in Table 1 (Attachment 2). 4. Staff request that the province provide clarification as to why the requirement to consult the public was removed for road and road-related projects that do not require a streamlined EA process or how public consultation will be outlined for these types of projects. Questions related to Table 2: Projects proposed to be subject to the streamlined environmental assessment (EA) process (Attachment 3) 1. Staff request that the province provide clarification as to why the streamlined EA process Is not applicable for road and road-related projects specifically, road and road-related projects that consist of new infrastructure being constructed outside of an already disturbed right-of- way where there is a high likelihood of impact to the environment. - 77 - INF 01-26 January 26, 2026 Page 6 2. Staff request that the province provide clarification as to why the streamlined EA process is not applicable to private developers for stormwater and shoreline / in water works projects outlined in Table 2 (Attachment 3). General Comments 1. Any infrastructure that a municipality will assume, own, and maintain should undergo the same EA process, regardless of whether it is initiated by a public or private organization. G. Conclusion Staff have reviewed the proposed legislated changes in the ERO posting. In the interest of time and brevity, only those changes that represent a concern or require clarity to the City have been listed in this report. As stated by the province, the proposed changes are intended to help deliver critical public works faster to support housing for Ontario’s rapidly growing population by making a streamlined environmental assessment regulation for more complex municipal infrastructure projects and adding archaeological assessment requirements for other projects. While the proposed changes can help the City by reducing timelines and legislated requirements for many infrastructure projects, the changes also offer an imbalance in terms of requirements for municipalities versus the private development community. This can result in potential risk for the public entities that are ultimately taking ownership of these infrastructure assets once constructed. Staff have prepared these comments and recommendations for Council’s endorsement, to be submitted as the City’s formal comments to the ERO by February 3, 2026. Attachments: 1. Overview of proposed streamlined environmental assessment and archaeological assessment processes 2. Projects proposed to be subject to the Archaeological Assessment Process 3. Projects proposed to be subject to the streamlined environmental assessment process - 78 - INF 01-26 January 26, 2026 Page 7 Approved/Endorsed By: Original signed by: Kevin Heathcote P. Eng. Director, City Infrastructure Original signed by: Richard Holborn, P. Eng. Director, Engineering Services KH:mjh Recommended for the consideration of Pickering City Council Original signed by: Marisa Carpino, M.A. Chief Administrative Officer - 79 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. Diagram 1: Overview of proposed streamlined environmental assessment and archaeological assessment processes For more details on the steps outlined below, please refer to the Environmental Registry Posting New regulation to focus municipal environmental assessment requirements | Environmental Registry of Ontario Step 3: Assess potential impacts on environment, prepare and give notice of draft report. Min. 30 day review. Step 3: Proponent determines archaeological potential Step 4: Undertake Archaeological Assessment Step 5: Prepare draft report. Give notice to Indigenous Communities, copy MCM and MECP. Min. 30 day review. Step 1: Determine which process applies Project is on streamlined EA project list No potential for archaeological resources Potential for archaeological resources Waiting Period Licensed Archaeologist completes Stage 1, and where necessary, Stage 2 assessment in accordance with OHA. Project is on archaeological assessment list and an archaeological assessment has not been done since 2011 MCM enters in Register Step 2: Proponent obtains list of Indigenous Communities from MECP Project proceeds in accordance with commitments made in report Step 6: Prepare final report. Give notice to Indigenous Communities, copy MCM and MECP. Step 4: Consult with Indigenous Communities, public, etc. Step 5: Provide response to comments min. 30 days before notice of final report Step 6: Prepare final report. Give notice to Indigenous Communities, copy MECP Waiting Period Project proceeds in accordance with the final report Step 2: Proponent obtains list of Indigenous Communities from MECP Project not on either project list No EA requirements Project is on archaeological assessment list and an archaeological assessment has been done since 2011 Attachment 1 to Report INF 01-26 - 80 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. # Proposed Project Description 1,2 Applicable to Private Sector 3 Road and Road-Related Projects 1 Initial stockpiling of de-icing material within an engineered permanent storage structure No 2 Construction of new parking lots not associated with a building greater 60,000 square feet (approximately 200 spaces) No 3 Construction of a new collector road, or reconstruction or widening of an existing collector road that will not be for the same purpose, use, capacity or at the same location, greater than 1 lane kilometer (i.e., 1km single-lane road) Yes 4 Construction of sidewalks, multi-purpose paths or cycling facilities outside of the previously disturbed portion of an existing right-of-way and/or in a utility or rail corridor, greater than 1km Yes 5 Construction of underpasses or overpasses for pedestrian, cycling, recreational or agricultural use outside of a previously disturbed portion of an existing right-of-way and/or in a utility or rail corridor No 6 Reconstruction or widening of roads or other linear paved road facilities where the reconstructed road or other linear road paved facilities (e.g. HOV lanes) will not be for the same purpose, use, capacity or at the same location (e.g. additional motor vehicle lanes, continuous centre turn lane that requires property, i.e. not at the same location), greater than 1 lane kilometer (i.e., 1km single-lane road) Yes 7 Construction of new roads or other linear paved road facilities (e.g. HOV lanes), greater than 1 lane kilometer (i.e., 1km single-lane road) Yes 8 Reconstruction of a water crossing where the reconstructed facility will not be for the same purpose, use, capacity or at the same location No 1 This proposed project list would apply only to projects which are not Part II.3 projects under the EA Act and projects which are not on the streamlined EA project list. If there is an overlap between a project description on this list and the streamlined EA project list, the project would be subject to the streamlined EA process. If an activity designated as subject to the archaeological assessment process is ancillary to a project that is designated as subject to the streamlined EA process, the activity would be considered part of the streamlined EA project and would be considered as part of the streamlined EA. 2 A project designated as subject to the archaeological assessment process would include any enterprise or activity that is ancillary to the project. 3 All projects on this list are proposed to be subject to the archaeological assessment process when undertaken by a municipality. Projects undertaken by private sector developers are proposed to be designated as indicated in this column. Attachment 2 to Report INF 01-26 Table 1: Projects proposed to be subject to the Archaeological Assessment Process - 81 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. 9 Reconstruction of, or alteration to a structure (bridge) or the grading adjacent to it when the structure is over 40 years old where there is an increase in footprint No 10 Construction of new water crossings No 11 Construction of new grade separations and interchanges No Municipal Drinking Water Projects 12 Establish, extend or enlarge a drinking water distribution system and all works necessary to connect the system to an existing system or water source, where such facilities are not in a previously disturbed portion of either an existing road allowance or utility corridor No 13 Increasing drinking water pumping station capacity where new equipment is located in a new building or structure No 14 Construct a new drinking water pumping station No 15 Replace/expand existing drinking water storage facilities, where additional land must be acquired No 16 Establish new drinking water storage facilities No 17 Install a new well on an existing municipal well site No 18 Establish a well at a new municipal well site No 19 Construct a new drinking water system This designation does not apply if the project is designated as a project to which the streamlined EA process applies. Yes 20 Establish a new drinking water surface water source This designation does not apply if the project is designated as a project to which the streamlined EA process applies. Yes 21 Expand existing drinking water treatment plant including intake up to existing rated capacity where land acquisition is required No 22 Construct new drinking water treatment plant This designation does not apply if the project is designated as a project to which the streamlined EA process applies. Yes 23 Expand existing drinking water treatment plant. This designation does not apply if the project is designated as a project to which the streamlined EA process applies. Yes 24 New, expansion or replacement of drinking water intake pipe for a surface water source No 25 Install sewer connections for disposal of process wastewater from a drinking water treatment plant No 26 Establish facilities for disposal of proposal wastewater (e.g. construct holding pond, dewatering and hauling operations to disposal sites) No - 82 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. Municipal Wastewater Projects 27 Establish, extend or enlarge a sewage collection system and all works necessary to connect the system to an existing sewage outlet where such facilities are not located in a previously disturbed portion of an existing road allowance utility corridor No 28 Increase wastewater pumping station capacity where new equipment is located in a new building or structure No 29 Construct new wastewater pumping station No 30 Construct or expand communal sewage systems with subsurface effluent disposal that requires an approval under Section 53 of the Ontario Water Resources Act No 31 A new municipal holding tank that is designed for the total retention of all sanitary sewage disposed into it and requires periodic emptying No 32 Expand sewage treatment plant, including relocation or replacement of outfall to receiving water body, up to existing rated capacity where new land acquisition is required No 33 Construct new sewage treatment plant This designation does not apply if the project is designated as a project to which the streamlined EA process applies. Yes 34 Expand existing sewage treatment plant beyond existing rated capacity This designation does not apply if the project is designated as a project to which the streamlined EA process applies. Yes 35 Establish sewage flow equalization tankage for influent and/or effluent control within existing sewer system or at existing sewage treatment plants, or at existing pumping stations No 36 Construct new sewage lagoons This designation does not apply if the project is designated as a project to which the streamlined EA process applies. Yes 37 Expand an existing sewage lagoon This designation does not apply if the project is designated as a project to which the streamlined EA process applies. Yes 38 Establishing a sewage detention or retention facility that provides treatment of the sewage This designation does not apply if the project is designated as a project to which the streamlined EA process applies. Yes 39 Establish new or modify, retrofit or improve LID features outside of a previously disturbed portion of an existing road allowance or utility corridor or where property acquisition is required. LID – Low Impact Development Means a stormwater management strategy that seeks to mitigate the impacts of increased runoff and stormwater pollution by managing runoff as close to its source as possible. LID comprises a set of site design strategies that minimize runoff and distributed, small scale No - 83 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. practices that mimic natural or predevelopment hydrology through the process or infiltration, evapotranspiration, harvesting, filtration and detention of stormwater. 40 Establish new or expand existing stormwater detention/retention ponds or tanks and appurtenances including outfall to receiving water body where all such facilities are not located in a previously disturbed portion of an existing utility corridor, or an existing road allowance or where property acquisition is required No 41 Construct a stormwater control demonstration or pilot facility for the purpose of assessing new technology or procedures. No 42 Establish stormwater infiltration system for end-of-pipe control and/or for groundwater recharge No Shoreline / In water works 43 Construct berms along a watercourse for purposes of flood control in areas subject to damage by flooding No 44 Modify existing water crossings for the purposes of flood control No 45 Works undertaken in a watercourse for the purposes of flood control or erosion control. This designation does not apply if the project is designated as a project to which the streamlined EA process applies. No 46 Construction of spillway facilities at existing outfalls for erosion or sedimentation control No 47 Construct a fishway or fish ladder in a natural watercourse, expressly for the purpose of providing a fishway No 48 Reconstruct existing weir or dam at the same location where the purpose, use and/or capacity are changed and there is an increase in footprint No 49 Enclose a watercourse in a storm sewer No - 84 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. Table 2: Projects proposed to be subject to the streamlined environmental assessment process 4 A project designated as subject to the streamlined EA process would include any enterprise or activity that is ancillary to the project. 5 All projects on this list are proposed to be designated as Part II.4 projects under the EA Act when undertaken by a municipality. Projects undertaken by private sector developers are proposed to be designated as indicated in this column. # Initial Proposal Updated Proposal Description of Change Proposed Project Description 4 Applicable to Private Sector 5 Drinking Water Projects 1 Construct a new drinking water system that includes a new well. Establishing a drinking water system if, i.the system has a rated capacity of greater than 100,000 litres per day, ii.a permit under the Safe Drinking Water Act, 2002 is required to establish the system, and iii.a licence under the Safe Drinking Water Act, 2002 is required to use or operate the system. Yes Project description combines three project types from initial proposal and more clearly identifies the types of systems that are subject to the process. Changes also incorporate a proposed threshold of 100,000 litres per day. 2 Construct a new drinking water system that includes a new water distribution system. 3 Establish a new surface water source. 3 Establish a new surface water source. Making a change to an existing drinking water system described above if making the changes would result in the system using a surface water source that is not currently being used by the system. No Clarified project description. 4 Artificially recharge an existing aquifer from a surface water source for purposes of water supply. Establishing infrastructure for the purpose of artificially recharging an aquifer from a surface water source No Clarified project description. Attachment 3 to Report INF 01-26 - 85 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. for the purposes of using the aquifer as a source of drinking water. 5 Construct a new drinking water treatment plant or expand existing drinking water treatment plant beyond existing rated capacity. Establishing a drinking water treatment plant that has a rated capacity of greater than 100,000 litres per day and is part of a drinking water system described above. Yes Project description from initial proposal is now split into separate project descriptions for new plants and changes to existing plants and incorporates a proposed threshold of 100,000 litres per day. Only the designation for establishing a new drinking water treatment plant is proposed to apply to private sector developers. Making a change to an existing drinking water treatment plant that has a rated capacity of greater than 100,000 litres per day and is part of a drinking water system described above, if making the change would result in, i. the rated capacity increasing by at least 50 per cent of the comparator rated capacity, or ii. the rated capacity being at least 2,275,000 litres per day more than the comparator rated capacity. No Updated proposed project description incorporates a proposed threshold to designate expansions greater than 50%, or 2,275,000 litres per day, increase in rated capacity. - 86 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. Making a change to an existing drinking water treatment plant that is part of a drinking water system for which a permit is required and a licence is required to use or operate the system, if i. the plant has a rated capacity of less than or equal to 100,000 litres per day, and ii. making the change would result in the plant having a rated capacity of greater than 100,000 litres per day. Updated to designate expansions that would create a drinking water treatment plant with a rated capacity of greater than 100,000 litres per day. “comparator rated capacity” means, in respect of a drinking water treatment plant, the greater of, a) the lowest rated capacity of the plant during the previous 10-year period; and b) the rated capacity of the plant used for the purposes of an environmental assessment most recently completed in respect of the plant. Wastewater Projects 6 Construct new sewage system with a rated capacity of greater than 50,000 litres per day, including outfall to receiving water body and/or a constructed wetland for treatment. Establishing a sewage system other than a subsurface sewage disposal system, with a rated capacity of greater than 100,000 litres per day. Yes Updated the proposed project threshold. 7 Construct a new sewage treatment plant with a rated capacity of greater than 50,000 litres per day. Establishing a sewage treatment plant with a rated capacity of greater than 100,000 litres per day. Yes Updated the proposed project threshold. - 87 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. 8 Expand an existing sewage treatment plant by 25% or more of existing rated capacity. Making a change to an existing sewage treatment plant with a rated capacity of less than or equal to 100,000 litres per day if making the change would result in the plant having a rated capacity of greater than 100,000 litres per day. No Updated to designate expansions that would create a sewage treatment plant greater than 100,000 litres per day or that expand a sewage treatment plant by more than 50% or 2,275,000 liters per day. Making a change to a sewage treatment plant with a rated capacity of greater than 100,000 litres per day, if making the change would result in i.the rated capacity of the plant increasing by 50% or more of the comparator rated capacity; or ii.the rated capacity of the plant being at least 2,275,000 litres per day more than the comparator rated capacity. “comparator rated capacity” means, in respect of a sewage treatment plant, the greater of, a)the lowest rated capacity of the plant set out in an environmental compliance approval that applied in respect of the plant during the previous 10-year period; and b)the lowest rated capacity of the plant used for the purposes of an environmental assessment most recently completed in respect of the plant. No 9 Establish new sewage lagoons with a rated capacity of greater than 50,000 Establishing a sewage lagoon facility with a rated capacity of greater than Yes Project description from initial proposal is now split - 88 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. litres per day or expand existing lagoons by 25% or more of existing rated capacity or install new or additional sewage storage tanks which will increase by 25% or more of existing rated capacity. 100,000 litres per day. into separate project descriptions for new lagoon facilities and changes to existing lagoon facilities. Only the designation for establishing a sewage lagoon facility is proposed to apply to private sector developers. Updated proposed project description incorporates a proposed threshold of 100,000 litres per day. Making a change to a sewage lagoon facility with a rated capacity of greater than 100,000 litres per day, if making the change would increase the rated capacity of the facility by greater than or equal to 25% of the comparator rated capacity. No Note that the 25% expansion threshold is not proposed to change for sewage lagoons. - 89 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. Making a change to an existing sewage lagoon facility with a rated capacity of less than or equal to 100,000 litres per day if making the change would result in the facility having a rated capacity of greater than 100,000 litres per day. “comparator rated capacity” means, in respect of a sewage lagoon facility, the greater of, a)the lowest rated capacity of the plant or facility set out in an environmental compliance approval that applied in respect of the facility during the previous 10-year period; and b)the lowest rated capacity of the facility used for the purposes of an environmental assessment most recently completed in respect of the facility. Updated to designate expansions that would create a sewage treatment plant with a rated capacity of greater than 100,000 litres per day. 10 Establish a new biosolids landfill site or new biosolids incineration site for purposes of biosolids disposal. N/A N/A The designation of waste disposal sites is addressed in Part IV of O.Reg. 50/24. 11 Establish a new transfer station or new sewage holding tank/storage lagoon not located at a sewage treatment plant, incinerator, landfill site, or organic soil conditioning site, for purposes of biosolids management. Establishing a sewage lagoon facility that temporarily stores sewage biosolids and that, (a)treats sewage biosolids; (b)discharges to a water body or water course; and (c)is not located at a thermal treatment site, landfilling site, organic soil conditioning site, Yes This project description is now focused on new storage lagoons only used as transfer stations. Holding tanks with no discharge are considered waste disposal sites, and the designation of waste disposal sites are - 90 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. sewage treatment plant or an existing sewage lagoon facility. addressed in Part IV of O.Reg. 50/24. 12 Construct new sanitary or combined sewage retention / detention facility at a new location. Establishing a sewage detention or retention facility that provides treatment of the sewage with a rated capacity of greater than 100,000 litres per day. Yes Updated project description clarifies that this applies to facilities with treatment and incorporates a proposed threshold to align with other projects. 13 Provide sewage effluent for land application through spray irrigation system or overland flow. N/A N/A This designation is not necessary. If a sewage system, sewage treatment plant, sewage lagoon facility or sewage detention or retention facility is proposed to be established or changed and the system, plant or facility would dispose of sewage effluent through land application, the land application of sewage would be considered an ancillary activity to the establishing or changing of the system, plant or facility and would be assessed under those projects that are designated. Stormwater Management Projects - 91 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. 14 Construct new or modify, retrofit or improve existing retention/detention facility or infiltration system for the purpose of stormwater quality control where active chemical or biological treatment or disinfection is included, including outfall to receiving water body. Establishing a storm water management facility that, (a)manages storm water that is contaminated with pollutants other than total suspended solids, oil, grease, and chlorides from roads; and (b)uses a chemical or biological treatment or disinfection to treat the storm water, and (c)requires the operator of the facility to be actively involved in treating the storm water. No Clarified project description. Making a change to a storm water management facility not described above if making the change would result in the facility being a facility described above. No Shoreline/In-water works 15 Construction of a diversion channel or sewer for the purpose of diverting flows from one watercourse to another. Establishing a conveyance system that conveys water from one watercourse to another. No Clarified project description. 16 Construct new shoreline works, such as off-shore breakwaters, shore- connected breakwaters, groynes and sea walls. Establishing erosion works. “erosion works” means a works that rehabilitates, protects or manages a shoreline by preventing erosion or controlling sediment exchange between land and water such as a breakwall that protects a shoreline from eroding. No Clarified project description. 17 Construct a new dam or weir in a watercourse. Establishing a dam. No Clarified project description. - 92 - ERO # 019-7891 – December 5th, 2025. Updated Proposal Materials. “dam” means a structure constructed in a watercourse for the purpose of holding back water and includes a weir. - 93 - Report to Council Report Number: LEG 03-26 Date: January 26, 2026 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Retainer of KPMG LLP for Frenchman’s Bay Environmental and Other Due Diligence File: L-4610-003-23 Recommendation: 1.That Council approve the hiring of KPMG for consulting and professional services regarding the City’s purchase of Frenchman’s Bay, understanding that senior government funding required to complete the purchase is not yet in place, such services to include environmental sampling, testing and analysis, business and financial analysis and advice, in an amount of $401,715.00 (HST included) or $361,756.80 (net HST rebate) be accepted in accordance with Purchasing Policy 10.03 (c); 2.That the Director, Finance & Treasurer be authorized to finance the net HST project cost of $361,756.80 from a transfer from the Rate Stabilization Reserve (account 408007.11100); and 3.That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Executive Summary: The purpose of this report is to seek Council’s approval to retain KPMG to undertake environmental due diligence work and to provide business and financial advice necessary for the City’s purchase of Frenchman’s Bay. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Lead & Advocate for Environmental Stewardship, Innovation & Resiliency. Financial Implications: 1.Proposal Frenchman’s Bay – Due Diligence $355,500.00 HST (13%) Total Gross Project Amount 46,215.00 $401,715.00 - 94 - LEG 03-26 January 26, 2026 Page 2 2.Estimated Project Costing Summary Frenchman’s Bay – Due Diligence HST (13%) Total Gross Project Amount HST Rebate (11.24%) Total Net Project Costs $355,500.00 46,215.00 $401,715.00 (39,958.20) $361,756.80 3.Approved Source of Funds - Operating Budget Approved Code Source of Funds Approved Budget Required 408007.11100 Rate Stabilization Reserve 600,000.00 $361,756.80 Total Funds $600,000.00 $361,756.80 Project Cost under (over) approved funds by $238,243.20 The remaining dollars may be used to fund other costs associated with the due diligence phase related to this project. Discussion: The purpose of this report is to seek Council’s approval to retain KPMG to undertake environmental due diligence work and to provide business and financial advice necessary for the City’s purchase of Frenchman’s Bay. On October 23, 2025, the City executed an Agreement of Purchase and Sale (“APS”) to acquire Frenchman’s Bay from Pickering Harbour Company Limited (“PHC”). Frenchman’s Bay consists of the lands and water municipally known as 591 and 600 Liverpool Road, as shown on Attachment 1. Section 3.1(a) of the APS makes the APS conditional until June 1, 2026 on the City being satisfied with all aspects of the Frenchman’s Bay properties, including conducting a review of title, off-title compliance matters, physical inspections and tests, environmental matters and property documents and other due diligence documents and any other investigations or inquiries with respect to other matters that the City may deem necessary or desirable. Staff recommend that KPMG be retained to carry out the necessary environmental investigations, testing, sampling, analysis and advice, and to provide business and financial advice to the City within the due diligence conditional period and to retain subcon tractors satisfactory to City staff as may be necessary to perform such environmental investigations. The KPMG retainer will, if approved by Council, require KPMG to provide the following services to the City: - 95 - LEG 03-26 January 26, 2026 Page 3 1.Review and summarize all leases and agreements of PHC. Will also include a review on any statements, claims, liens and budgets. 2.Financial due diligence of revenues, operating costs and capital requirements of the assets of PHC, including the Lake House and Marina. Will include 5-year cashflow projection as well as a review of potential obligations such as dredging of the PHC share of the Bay. 3.Review of potential operating models for the Lake House and Marina. 4.Environmental and facility condition assessments of the site and buildings thereon. (KPMG will subcontract to qualified engineering firm). The scope of the environmental assessment will include environmental site assessments, Phase 1 and Phase 2 and include all associated drilling and laboratory work. The water lots will also be tested. Details of this scope are provided under separate attachment. As part of this review, the scope will include a preliminary archaeological assessment of the dry-lands. 5.Analyze costs and mitigation strategies related to environmental impacts. 6.Inventory, assessment and estimate of value of the Lakehouse and Marina equipment as well owned vehicles 7.General real estate transaction advice. KPMG’s advice will enable Council to determine if it is satisfied to waive condition 3.01(a) in the APS and, if all other conditions have also been satisfied, proceed to close the City’s purchase of Frenchman’s Bay. KPMG’s advice will also enable the City to assess the value of the Marina and The Lake House as ongoing business operations. This will position the City for success after it becomes the owner of the Bay. The amount of $355,500.00 plus HST is expected to be sufficient to cover the cost of the services described above. It is important to note that the APS (section 3.1(c)) is also conditional upon ob taining appropriate funding commitments from the Federal and/or Provincial Governments for at least two thirds of the purchase price. Discussions with the Provincial and Federal Governments were initiated by City staff upon execution of the APS and, while progress has been made (especially with the Provincial Government), the necessary commitments have not yet been given to the City. Ideally, the City would not begin the due diligence work until after the Federal and Provincial funding commitments are in hand. Unfortunately, however, we must prepare now to begin the due diligence work so that it is completed well in advance of the June 1, 2026 condition expiry date. There remains a risk that the City will expend funds on the due diligence work and find out later that the purchase of the Bay must be terminated due to the lack of necessary Federal/Provincial funding. To mitigate this risk, staff will make every effort to defer the most costly elements of the environmental testing until March. (This may be necessary in any event due to freezing weather conditions that hinder the drilling of underwater test bore holes.) KPMG is well-positioned to provide these services because it has already reviewed Frenchman’s Bay and advised Council on various matters relevant to the proposed purchase - 96 - LEG 03-26 January 26, 2026 Page 4 of the Bay. Staff therefore recommend that Council approve the retainer of KPMG in accordance with this report. Attachment: 1.Map of Frenchman’s Bay Prepared/Endorsed By: Approved/Endorsed By: Paul Bigioni Stan Karwowski, MBA, CPA, CMA Director, Corporate Services & City Solicitor Director, Finance & Treasurer Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement PB:ks 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: - 97 - Attachment 1 to Report LEG 03-26 - 98 - The Corporation of the City of Pickering By-law No. 8223/26 Being a by-law to establish retention periods for records of The Corporation of the City of Pickering. Whereas Section 254(1) of the Municipal Act, 2001, S.O. 2001, c.25, (the “Act”) provides that a municipality shall retain and preserve the records of the municipality and its local boards in a secure and accessible manner; And Whereas Section 255(1) of the Act provides that except as otherwise provided, a record of a municipality or local board may only be destroyed in accordance with Section 255 of the Act; And Whereas Section 255(2) of the Act provides that a record of a municipality or local board may be destroyed if a retention period for the record has been established and the retention period has expired or the record is a copy of the original record; And Whereas Section 255(3) of the Act provides that a municipality may establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved in accordance with Section 254; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.Definitions a)“Active Retention” means the internal departmental storage of Records that are in regular day-to-day use by a Department; b)“City” means The Corporation of the City of Pickering; c)“City Clerk” means the Clerk of The Corporation of the City of Pickering (or their designate); d)“Classification” means the Records category where records are organized based on their content, purpose, and business activities to facilitate efficient management, retrieval, and Disposition; e)“Constituency Records” means Records pertaining solely to the political activities and constituency business of an elected official but does not include Records pertaining to City business. The Mayor, as Head of Council, is considered an “officer” of the City. The Mayor’s Records that relate to mayoral duties, as opposed to constituency or personal papers, may be considered to be in the City’s custody or control and therefore subject to the Act; f)“Disposition” means the documented process that changes the status of a Record including: retention, destruction, loss or transfer of custody or ownership; g)“Inactive Retention” means the Records stored in the City’s Archives that are referred to infrequently by a Department; h)“Record” means any information, however recorded, whether in printed form, on film, by electronic means or otherwise as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and documents City’s - 99 - By-law No. 8223/26 Page 2 business functions, activities, transactions, rights, obligations or responsibilities or records information that was created, received, distributed or maintained by the City, and is in compliance with legal obligations; i)“Records Retention Schedule” means a document that describes the City’s Records by series and indicates the length of time that Records classified within each series shall be retained before their final Disposition; j)“Responsible Department” means the office or Department with primary responsibility for retaining a Record; k)“Retention Period” means the period, expressed in years, in which a Record shall be retained and stored by the City; and, l)“Transitory Record” means a Record having only temporary value which is not required to meet statutory obligations, policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operational or other decisions pertaining to the City. 2.General 2.1. The Classification and Retention Periods of all Records under the custody and control of the City, are hereby established and adopted in accordance with Schedule “A”, attached hereto, and forming part of this By -law. 3.Disposition of Records 3.1. The following principles shall govern the disposition of Records: a)Records are disposed of at the end of a total retention period, subject to their final disposition; b)all Records shall be destroyed in a manner that preserves the confidentiality of any information contained in such Records; c)any Record pertaining to pending or actual litigation, or investigation or a request under any privacy legislation, shall not be destroyed until such Record is no longer required for such purpose; d)Records Disposition may be postponed at the discretion of the City Clerk pending receipt of a written request from the Department Director outlining the rationale for the postponement and a revised timeline for Disposition; and, e)copies of Records may be destroyed at any time if the original Records are being retained in accordance with Schedule “A” of this By-law. 4.Duties and Responsibilities 4.1. City Clerk or their designate shall: a)determine the appropriate classification of Records, considering the legal, financial, administrative, operational, and historical values of each Record; b)ensure that all reasonable measures are implemented to promote the preservation, security, and destruction of Records in accordance with this By-law and any legislative requirements; and, c)ensure that reasonable measures are implemented to protect the City’s Records from inadvertent destruction or damage, considering the nature of the Record to - 100 - By-law No. 8223/26 Page 3 be protected, including the creation of new classification codes and retention periods as may be required. 4.2. All City staff shall: a)comply with the Classification and Retention Periods as specified in Schedule “A” of this By-law; b)ensure that Records in their custody and control are protected from inadvertent destruction or damage; and, c)ensure that Transitory Records in their custody and control are destroyed when they are no longer needed for short-term reference. 5.Delegated Authority 5.1. Authority for establishing or amending the City’s Retention Periods contained in Schedule “A” is hereby delegated to the City Clerk who may make changes to Schedule “A” as required and without the need for Council approval. 6.Exemption 6.1.This By-law shall not apply to Constituency Records. 7.Short Title 7.1.This By-law shall be referred to as the Records Retention By-law. 8.Repeal of By-law 8.1. By-law No. 7347/14 is hereby repealed. 9.Approval of By-law 9.1. This By-law shall come into force and take effect upon passing. By-law passed this 26th day of January, 2026 ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 101 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 4 Schedule A - Corporate Records Retention Schedule Retention Value Codes C = Current Year Refers to January 1st to December 31st. This means that the record series is kept for the current year plus the additional years outlined in the retention period. For example, C + 2 means the record is retained in the current year, plus two additional years. D = Destroy Requires that upon expiration of the total retention period the record is destroyed – shredded, recycled, and deleted in the proper manner. P = Permanent Retention Permanent records are considered to be so valuable or unique in documenting the history of an organization that they are pres erved indefinitely. Permanent records tend to derive their value primarily from legal or legislative -based value. S = Superseded Superseded records are kept for an indefinite period until they are replaced by an updated record and then discarded. Most re cords of this nature tend to be used for reference purposes. T = Termination of Event Records that, as a part of the retention process, have a retention period calculated from the conclusion, or termination, of an action or event. - 102 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 5 Security Classification (All subject to MFIPPA) Low All information within these records may be shareable with the public. This information may be fit for distribution via publi c channels such as email and websites. Disclosure of public information in not expected to adversely impact the City of Pickering, its employees, its stakeholders, its business partners, or its customers. Medium These records contain general information intended or appropriate for approved internal audiences or a restricted external au dience such as identified stakeholders. Access is based on a business need -to-know basis. High These records contain the most sensitive business information that is intended for a limited audience. Its authorized disclos ure could seriously and adversely impact the City of Pickering, its employees, its stakeholders, its business partners, or its cust omers. Records that are designated as high are accessible only by a defined sub -group of the City. Access permissions may be given to staff based on their membership to a specific group or individually as City management deems appropriate. - 103 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 6 File Code Record Class Description Security Level Active Inactive Total Disposition Administration A-1000- 001 Administration - General Records relating to general correspondence, administration and routine administrative functions which cannot be classified elsewhere. Low C+1 5 C+6 D A-1100- 001 Policies and Procedures – General Correspondence Records relating to general correspondence during the development of policies and procedures. Low 2 N/A 2 D A-1110- 001 Policies and Procedures Approved City Policies, Interdepartmental Procedures, Standard Operating Procedures and Fire Services Standard Operating Guide. Low S+2 N/A S+2 D A-1200- 001 Strategic Plans - Corporate Records relating to the planning of corporate strategies, initiatives, goals and objectives for departments, divisions, programs and services. Low S+1 5 S+6 D A-1300- 001 Staff Committees and Meetings Records relating to staff committees and meetings other than Council appointed Advisory Boards and Committees. (Examples of sub categories that may be created for this classification.) - 002 Pay It Forward Committee Low C+1 5 C+6 D A-1400- 001 Municipal Council and Standing Committees – General Records relating to general correspondence regarding the City of Pickering Council and standing committees. Also includes meeting videos of City of Pickering Council Low C+1 7 C+8 D - 104 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 7 and standing committees. (Examples of sub categories that may be created for this classification.) - 002 Meeting Videos A-1410- 001 Advisory Committees, Boards, and Taskforces of Council - General Records relating to Advisory Committees, Boards, and Taskforces of Council which could include applications for appointments, appointment lists, and correspondence to committees. (Examples of sub categories that may be created for this classification.) - 002 Appointment Management - 003 Meeting Schedule High C+1 5 C+6 D A-1411- 001 Advisory Committees, Boards, and Taskforces of Council Agendas and minutes of Advisory Committees, Boards, and Taskforces of Council. (Examples of sub categories that may be created for this classification.) - 002 Accessibility Advisory Committee - 003 Heritage Pickering Advisory Committee Low C+1 P P P A-1420- 001 Agendas Records relating to agendas for Council and Standing Committees. (Examples of sub categories that may be created for this classification.) - 002 Executive - 003 Planning & Development - 004 Council - 005 Statutory Public Meeting Low C+1 P P P - 105 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 8 A-1430- 001 Minutes Records relating to original meeting minutes of Council and Standing Committees. Also includes inaugural Council meeting videos. (Examples of sub categories that may be created for this classification.) - 002 Planning & Development - 003 Executive - 004 Council - 005 Inaugural Meeting Videos Low C+1 P P P A-1440- 001 Department Reports Records relating to original department reports prepared for Council and Standing Committees. (Examples of sub categories that may be created for this classification. Also includes City Development Information Reports.) - 002 Corporate Services - 003 City Development Low C+1 P P P A-2000- 001 Elections - Administration Records include working papers relating to the administration of elections as well as information supplied to candidates, forms, polling station locations, ward boundaries, school permits, ballot information, ordering of all supplies and equipment, voter notification records, etc. (Examples of sub categories that may be created for this classification.) - 002 Nomination Papers - 003 Voter Notification Cards - 004 List of Polling Locations Medium C+1 7 C+8 D - 106 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 9 A-2010- 001 Election - Results Records relating to the results of municipal elections. T = End of Election Low T+120 Days N/A T+120 days D A-2020- 001 Ward Boundaries Records relating to the ward boundary reviews. Low C+1 P P P A-2100- 001 Regional Municipality of Durham Records relating to the government of the Regional Municipality of Durham. (Examples of sub categories that may be created for this classification.) - 002 Regional Finance Committee - 003 Durham Region Police Services Low C+1 5 C+6 D A-2200- 001 Provincial Government (Ontario) Records relating to the government of the Province of Ontario. (Examples of sub categories that may be created for this classification.) - 002 Premier and MPP’s - 003 Ministry of Municipal Affairs and Housing Low C+1 5 C+6 D A-2201- 001 Lobbyist Registry Records relating to the municipal lobbyist registry. Low C+1 P P P A-2202- 001 Accountability & Transparency Records relating to Council Code of Conduct complaints and related investigations, conflict of interest, Integrity Commissioner appointments and reports, closed meeting investigations and initiatives, conflict of interest forms, etc. High C+4 2 C+6 D A-2203- 001 Strong Mayoral Powers and Duties Records related to mayoral decisions and directions made pursuant to the Municipal Act, 2001. Low C+1 P P P - 107 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 10 A-2210- 001 Vital Stats Records relating to birth, death and marriage registration. (Examples of sub categories that may be created for this classification.) -002 Births -003 Deaths -004 Marriages High C+1 P P P A-2211- 001 Vital Stats- General General records relating to birth, death and marriage registration, which cannot be classified elsewhere. Low C+1 5 C+6 D A-2212- 001 Vital Stats- Marriage Licence Applications Marriage Licence Applications (Duplicate record) High 2 N/A 2 D A-2300- 001 Federal Government (Canada) Records relating to the Federal government of Canada. (Examples of sub categories that may be created for this classification.) - 002 Prime Minister and MPP’s - 003 Federal Agencies Low C+1 5 C+6 D A-2400- 001 Other Municipalities Records relating to other municipalities. (Examples of sub categories that may be created for this classification.) - 002 Municipal Resolutions/By- laws - 003 Town of Ajax - 004 GTA Low C+1 5 C+6 D - 108 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 11 A-2500- 001 Associations Records relating to the activities of an association, society or organization in which an employee of the City has a membership, interest or official capacity. (Examples of sub categories that may be created for this classification.) - 002 AMO - 003 AMCTO Low C+1 5 C+6 D A-2600- 001 External Authorities/Boards/Co mmissions Records relating to external authorities, boards and commissions. (Examples of sub categories that may be created for this classification.) - 002 School Boards - 003 TRCA/CLOCA - 004 Local Planning Appeals Tribunal (LPAT) - 005 OPG Low C+1 5 C+6 D A-2700- 001 Public Relations/Ceremonies /Receptions Records relating to hosting, attending and the performance of official business at special ceremonies and events. Low 2 N/A 2 D A-2710- 001 Advertising Records relating to advertising to the public using any variety of available media. (Examples of sub categories that may be created for this classification.) - 002 News Releases - 003 Newsletters Low C+1 5 C+6 D - 109 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 12 A-2720- 001 Publications Records relating to organization publications which could include pamphlets, guides, brochures, tourism information, trade show events, directories and publications of interest to the organization. Low C+1 5 C+6 D A-3100- 001 Customer Care - General Records relating to customer care which cannot be classified elsewhere. High C+1 5 C+6 D A-3110- 001 Complaints, Concerns, Issues – (Street/Property Files) Records relating to customer/resident complaints, concerns, issues. High C+1 5 C+6 D A-3120- 001 Promotional Products Records relating to sales and issuance of City of Pickering promotional products. Includes inventory spreadsheets, correspondence and reports. Low C+1 5 C+6 D A-3130- 001 Forms Management Records relating to the design, production and review of forms used by the municipality. Low S N/A S D A-3200- 001 Website Records relating to the corporate website. Low C+1 5 C+6 D A-3300- 001 Historical/Heritage Conservation Records of general historic nature, which do not pertain to a specific record class and records relating to the identification, regulation and preservation of historically designated buildings, archaeological areas and artefacts. (Examples of sub categories that may be created for this classification.) - 002 Heritage Permit Application 01/07 Low C+1 P P P - 110 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 13 A-3400- 001 Cemeteries Records relating to the administration, management, identification, regulation and preservation of local cemeteries. Medium C+1 P P P A-3500- 001 Records Management Records relating to the records management program. This includes general records management, operational standards and procedures, development, adoption and implementation of file classification systems, procedures and techniques for management of records systems. (Examples of sub categories that may be created for this classification.) - 002 File Classification schedule Low S N/A S D A-3501- 001 Records Disposition Records relating to the disposition of municipal records. Includes destruction certificates, departmental sign offs, and any other related documentation. Low C+1 P P P A-3510- 001 Records Disaster Plan Recovery Records relating to recovery plans for potential loss of vital records during unforeseeable incidents such as fires, natural disasters, terrorism and theft. Low S N/A S D A-3520- 001 Freedom of Information Records relating to the general issues of access to information. Includes all requests made under the Municipal Freedom of Information and Protection of Privacy Act, working papers, copy of the reply and correspondence with the Commissioner’s Office. T = Closure of File High T+1 5 T+6 D - 111 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 14 A-3530- 001 Protection of Privacy Records related to the protection of personal privacy in the day-to-day operations of the City. Records include requests to correct personal information, privacy complaint investigations, privacy statements, and privacy impact assessments. High C+1 5 C+6 D A-3540- 001 Routine Disclosure Records related to the routine disclosure of information as part of the routine disclosure program. High C+1 5 C+6 D A-3600- 001 Courier/Mail/Postage Records relating to postal rates and services, courier rates and services and the interoffice mail system. Low 2 N/A 2 D A-3610- 001 Printing and Reproduction Records relating to internal and external printing and reproduction. Low 2 N/A 2 D A-3620- 001 Trademarks, Patents, Copyrights and Visual Identity Records relating to the copyright, patent and trademark protection of municipal logos, and products used for visual identity. This record series may include the logo, coat-of-arms, letterhead design, emblem, vehicle identification and seals of office. Low C+1 P P P A-3700- 001 Information Technology - General Records relating to service request forms for repairs, user hardware and software requests, up-grades, modifications and maintenance, user authorization and approval, troubleshooting information, conversions, connections, support records, user logs and security issues. General information relating to research, development, design and implementation of information system projects which may include feasibility studies and needs High C+1 5 C+6 D - 112 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 15 analysis research, system development methodologies and system architecture which cannot be classified elsewhere. A-3710- 001 Computers - Hardware Records relating to the purchase of computer hardware, including equipment evaluations, user specifications, issues, maintenance and repairs. Including research, history, problems and maintenance files. (Examples of sub categories that may be created for this classification.) - 002 Hardware research files - 003 Hardware history files - 004 Hardware problems & maintenance T=Hardware no longer in use High T+1 N/A T+1 D - 113 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 16 A-3720- 001 Computers – Software Records relating to the purchase of computer software, including software evaluations, user requirements, issues, maintenance and repairs. Including research, history, problems and maintenance files. (Examples of sub categories that may be created for this classification.) - 002 Software research files - 003 Software history files - 004 Software problems & maintenance T=Software no longer in use High T+1 N/A T+1 D A-3800- 001 Telecommunications Records relating to the purchasing, installation, maintenance, operation and issuance of telecommunication systems. (Examples of sub categories that may be created for this classification.) - 002 Telephones - 003 Voice Mail - 004 Cell Phones T=Telecommunication device/system no longer in use High T+1 N/A T+1 D A-4000- 001 Human Resources - General Records relating to the general administration of Human Resource management activities which cannot be classified elsewhere. Low C+1 5 C+6 D A-4010- 001 Consultants Records relating to report of services provided by arbitrators, arbitration nominees, legal firms, benefits consultants and employment consultants. High C+1 P P P - 114 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 17 A-4020- 001 Human Rights Records relating to human rights, may include investigations and other information on the Charter of Rights. T=Closure of human rights investigation file High T+1 N/A T+1 D A-4040- 001 Succession Planning Records relating to succession planning including records relating to the inventory and analysis of management and leadership within the corporation. Medium C+1 5 C+6 D A-4050- 001 Training and Development/Career Counseling Records relating to external seminars, workshops, and conferences for career and professional development offered to employees. Low 2 N/A 2 D A-4100- 001 Employment/Job Postings/Recruitment Records relating to job postings, advertisements, competition records, applications and resumes. This record series may include grading forms, applicant interviews and correspondence to unsuccessful candidates and notice of employment. (Examples of sub categories that may be created for this classification.) - 002 Seasonal Hiring - 003 Applications/Resumes High 2 2 4 D - 115 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 18 A-4200- 001 Employee Records Records relating to City employees, including applications/resumes, history, skills, education levels, classification, union status/seniority, benefits information, pension plan information and beneficiary name, special testing reports, probationary evaluations, and salary increases. (Examples of sub categories that may be created for this classification.) - 002 Criminal Reference Checks - 003 Employee Driver Abstract - 004 Exit Interviews Note: Upon cessation of employment, the employee file is reclassified as either a terminated employee file or a retired employee file. High P N/A P P A-4230- 001 Temporary/Contract Employment Records relating to contract jobs for the hiring of temporary, casual and part time employees. T=Termination of Employment High T+1 5 T+6 D A-4240- 001 Elected Officials Human resource records related to elected officials. High C+1 P P P A-4250- 001 Retired Employees Retired employee files are reclassified employee files upon cessation of employment. T = Death of Beneficiary High T+1 P P P A-4260- 001 Terminated Employees Terminated employee files are reclassified employee files upon termination of employment. T = Termination of Employment High T+1 P P P - 116 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 19 A-4300- 001 Employee Benefits – General Records relating to the administration of employee benefits, including Canada Pension Plan, group life insurance, extended health, dental, medical and pension etc. High C+1 5 C+6 D A-4310- 001 Attendance Records relating to attendance, absences from work, may also include sick credits, shift scheduling, vacation, hours of work statistics and absences due to other reasons. (Examples of sub categories that may be created for this classification.) - 002 Statutory Holidays - 003 Vacation Requests/Approvals - 004 Sick Leave - 005 Leave of Absence High C+1 5 C+6 D A-4400- 001 Employee Insurance Records relating to insurance, including correspondence and information about alternative health care plans. (Examples of sub categories that may be created for this classification.) -002 Health Insurance -003 OMERS -004 AD&D -005 Long Term Disability High S N/A S D A-4420- 001 Pensions - General Records relating to pension plans including remittance, statutory forms, and government annuities. High 2 N/A 2 D A-4430- 001 Employee & Family Assistance Program (EFAP) Records relating to internal and/or external Employee & Family Assistance programs. High S N/A S D - 117 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 20 A-4500- 001 Compensation/Classifi cation/Employment Equity Records relating to the administration and planning of salary schedules by job evaluations, classifications, surveys and plans. This record series may include information relating to pay equity, acting appointments, minimum wage history, management and non-union salary reviews and market adjustments. - 002 Job Classification - 003 Employment Equity - 004 Compensation (excludes salary negotiations) High C+1 9 C+10 D A-4510- 001 Job Descriptions Records relating to the description of job duties, specifications, experience and education requirements. Low S N/A S D A-4550- 001 Surveys – Human Resources Records relating to employment and salary surveys. High C+1 5 C+6 D A-4560- 001 Performance Management – General Records relating to performance management programs and related activities. (Examples of sub categories that may be created for this classification.) - 002 Vision Awards -003 PREP High C+1 5 C+6 D A-4600- 001 Labour Relations - General Records relating to labour relations of a general nature that cannot be classified elsewhere. High C+1 5 C+6 D - 118 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 21 A-4610- 001 CUPE 129 Records relating to agreements and contracts between municipal and union officials. Records may include collective bargaining issues, employment contracts, union contracts, correspondence, negotiated agreements, amendment records and certification. (Examples of sub categories that may be created for this classification.) - 002 Collective Agreements - 003 Negotiations - 004 Grievances - 005 Seniority Lists High C+1 P P P A-4620- 001 Pickering Professional Firefighters Association (PPFA)- Local 1632 Records relating to agreements and contracts between municipal and union officials. Records may include collective bargaining issues, employment contracts, union contracts, correspondence, negotiated agreements, amendment records and certification. Examples of sub categories that may be created for this classification.) - 002 Collective Agreements - 003 Negotiations - 004 Grievances - 005 Seniority Lists High C+1 P P P A-4630- 001 Non-Union Records relating to agreements and contracts between municipal and non-union officials. High C+1 P P P - 119 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 22 A-4700- 001 Health & Safety – General Records relating to hazardous materials, safety footwear, WHMIS, first aid, fire and emergency. (Examples of sub categories that may be created for this classification.) - 002 Safety Footwear - 003 WHMIS - 004 First Aid Training - 005 Hazardous Materials Low C+1 5 C+6 D A-4710- 001 Occupational Health & Safety Records relating to policies established under Occupational Health and Safety Act. Low S N/A S D A-4720- 001 Incident/Accident Reports Records relating to all incident/accident reports reported to Human Resource Department. T = Return to work or settlement of case. Medium T+1 5 T+6 D A-4760- 001 Designated Substances Records include list of City facilities and a list of designated substance found, background information on designated substance program management and implementation and may contain correspondence to the unions, notices to staff, contractor and notes on staff health surveillance records. High C+1 P P P A-4770- 001 Workplace Inspections Records relating to inspections carried out in the workplace and includes findings, recommendations and any corrective action taken. Includes inspections conducted by the Ministry. Medium C+1 5 C+6 D A-4780- 001 Safety Audits Records relating to the safety audits of staff. Medium C+1 5 C+6 D - 120 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 23 A-4810- 001 WSIB Claims Records include Form 7, attending physician reports, benefits history, current injury/accident details, accident investigation reports, WSIB reports, correspondence and return to work certifications, may also include Health and Safety statistics reports. (Examples of sub categories that may be created for this classification.) - 002 Joint Health and Safety Committee - 003 WSIB Summary Management High C+1 9 C+10 D A-4820- 001 Long-Term Disability Claims Records include copy of the original OMERS application form, medical updates, prognosis reports, prior claims, case history summary sheet, notes and correspondence. High C+1 9 C+10 D A-4900- 001 Training & Education - General Records relating to internal training and education programs in general. (Examples of sub categories that may be created for this classification.) - 002 Courses & Programs - 003 Professional Development Program Low C+1 9 C+10 D - 121 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 24 Development D-1000- 001 City Development – General Records relating to City Development and planning that cannot be classified elsewhere. Low C+1 5 C+6 D D-1100- 001 Planning Studies/Research/Po licy Documents Records relating to studies, research and policy documents in support of planning and development functions, activities and issues. Low C+1 P P P D-1200- 001 Community Development/Improv ement Records relating to community improvement planning, including studies, reports, and projects. T=Completion of community improvement project Low T+1 P P P D-1210- 001 Downtown Initiatives Records relating to improvements to the downtown (e.g. streetscape, lighting, and beautification). Low C+1 9 C+10 D D-1220- 001 Urban Design Records relating to urban design, including issues and general concepts of planning the urban environment (i.e. urban intensification, streetscapes, urban art and architecture). Low C+1 9 C+10 D D-1230- 001 Rural Area Records relating to rural areas, including issues and general concepts of planning in rural areas. Low C+1 19 C+20 D D-1240- 001 Smart Growth Records relating to smart growth development planning. T=Completion of smart growth development plan Low T+1 19 T+20 D D-1300- 001 Housing Records relating to the availability of housing and housing issues, including general assessments of the need for affordable housing, occupancy rates, housing cost statistics, related studies and CMHC reports. Low C+1 19 C+20 D - 122 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 25 D-1310- 001 Housing Programs Records relating to Federal and Provincial housing agencies, programs, and policies. T=Termination of housing program Low T+1 5 T+6 D D-1320- 001 Group Homes Records relating to group homes. Low C+1 5 C+6 D D-1400- 001 Statistics and Data Records relating to statistical, demographic and other information that are used for planning purposes (i.e. population/census information, land use, commercial and industrial floor space, land inventories, employment/unemployment trends, composition of the workforce and social statistics etc. ). Low 2 38 40 D D-1500- 001 Economic Development Records relating to promotion and marketing of the City including strategic alliance that cannot be classified elsewhere. Low C+1 5 C+6 D D-1510- 001 Small Businesses Records relating to the development of small businesses within the City of Pickering. Low C+1 5 C+6 D D-1520- 001 Business Records Records relating to all Pickering based businesses. Low C+1 5 C+6 D D-1521- 001 Investment Enquiries Records relating to parties interested in locating to Pickering. Low C+1 5 C+6 D D-1530- 001 Tourism Records relating to the encouragement and attraction of tourism related activities to the area and the tourism industry. Low S N/A S D - 123 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 26 D-2000- 001 Official Plan Records relating to the statement of long term goals and objectives for the development of the community, including the consolidated copy of the City of Pickering Official Plan prepared by the City Development Department and the original signed Official Plan adopted by Council and approved by the Region of Durham. Low C+1 P P P D-2010- 001 Official Plan - General Records related to official plan working files and other records relating to the official plan that cannot be classified elsewhere. Low C+1 5 C+6 D D-2100- 001 Pickering District Plan Records relating to the statement of long term goals and objectives for the development of the community, including the consolidated copy of the City of Pickering District Plan prepared by the City Development Department and the original signed District Plan adopted by Council and approved by the Region of Durham. Low C+1 P P P D-2200- 001 Compendium Records relating to the preparation of the Official Plan Compendium that provide a more detailed land use plan than the Official Plan Low C+1 P P P D-3000- 001 Development Applications & Amendments – General Records relating to developments which cannot be classified elsewhere. Low C+1 5 C+6 D D-3100- 001 Official Plan Amendments Records relating to applications to amend the Official Plan, including development applications necessary to execute the amendment. T=Amendment application file closed Medium T+1 49 T+50 D - 124 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 27 D-3200- 001 Draft Plan of Subdivisions Records relating to applications for draft plan of subdivision including application, background reports, staff reports, draft plan conditions, resolutions and approvals. Records include any related applications including zoning amendments, local and/or Regional Official Plan Amendment. T=Application for draft plan of subdivision closed Medium T+1 49 T+50 D D-3300- 001 Zoning By-law Amendments Records relating to applications to amend a Zoning By-law to execute rezoning. T=Zoning By-law amendment application file closed Medium T+1 29 T+30 D D-3400- 001 Condominiums Records relating to applications for condominiums, including applications, background reports, staff reports draft plan conditions, resolutions and approvals. Records include related applications including zoning amendments, local and/or Regional Official Plan Amendment. May contain copies of Condominium agreement. T=Application for condominiums file closed Medium T+1 49 T+50 D D-3500- 001 Consent/Severances (Land Division) Records relating to the severance and other consents of individual parcels of land, including applications, surveys, decisions, clearance letters, deed page and copies of OLT order. T=OLT decision issued Medium T+1 49 T+50 D - 125 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 28 D-3600- 001 Crown Rights Records relating to the Memorandum of Understanding between the Province of Ontario, the Region of Durham and the City of Pickering regarding the severance of individual parcels of land, including applications, surveys, decisions, and clearance letters. T=Memorandum of Understanding issued Low T+1 49 T+50 D D-3700- 001 Variances (Committee of Adjustment) Records relating to applications to the Committee of Adjustment for a variance to the Zoning By-law, including application, correspondence, reports, minutes and decisions. T=Committee of Adjustment decision issued Medium T+1 19 T+20 D D-3710- 001 Decisions of Committee of Adjustment Committee of Adjustment decisions. Low C+1 P P P D-3800- 001 Ministers Zoning Order Records relating to applications and reports to Council regarding applications from the Ministry of Municipal Affairs and Housing for amendments to a Provincial Zoning Order. T=Application to amend a Provincial Zoning Order file closed Low T+1 19 T+20 D D-3810- 001 Ministers Zoning Order Regulations Regulation from applications submitted by the Ministry of Municipal Affairs and Housing for amendments to a Provincial Zoning Order. Low C+1 P P P - 126 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 29 D-3900- 001 Site Plans Records relating to approvals regarding the layout of buildings and locations and provisions of services to individual properties. May contain copies of site plan agreements. T = Security released or application denied P = Copies of agreements and signed plans are retained permanently under L-4100 Legal Documents Medium T+1 14 T+15 D D-4000- 001 Development Services – General Records relating to Development Control that cannot be classified elsewhere. Low C+1 5 C+6 D D-4010- 001 Pool Enclosures Permits Records relating to Pool Enclosure Permits that cannot be classified elsewhere. Medium C+1 5 C+6 D D-4100- 001 Subdivision Agreements Records associated with the control of registered and unregistered subdivision agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Subdivision agreement approved/denied Medium T+1 49 T+50 D D-4200- 001 Development Agreements Records associated with the control of registered and unregistered development agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Development agreement approved/denied Medium T+1 49 T+50 D - 127 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 30 D-4300- 001 Site Plan Agreements Records associated with the control of registered and unregistered site plan agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Site plan agreement approved/denied Medium T+1 49 T+50 D D-4400- 001 Land Division Records associated with the control of registered and unregistered land division agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Land division agreement approved/denied Medium T+1 49 T+50 D D-4500- 001 Refundable Deposits Records relating to deposits submitted as part of the development application process. Records include security back up; correspondence, photographs, and final refund records. T=Development application approved/denied Medium T+1 P P P D-4600- 001 Plans Records relating to scrolled paper plans and Mylar plans as part of the development application process. Paper plans are discarded and Mylar plans are retained permanently. Medium C+1 P P P D-4700- 001 Sewer Videos Records relating to videos of sewers once development has been completed. Low C+1 19 C+20 D - 128 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 31 D-5000- 001 Building, General Records relating to building, plumbing and permits that cannot be classified elsewhere. Low C+1 5 C+6 D D-5100- 001 Building & Plumbing Permits Records relating to building and plumbing permits. This record series may include applications, drawings, forms, inspection reports, orders and enforcement. Medium C+1 P P P D-5110- 001 Fire Prevention Permits Records relating to schematic diagrams/drawings of fire emergency systems for major commercial buildings, schools, churches, community centres and city owned facilities. This record series may include Building Permit Application or Property Information, site servicing, hydrants, water supply lines, fire department connections, etc. Medium C+1 P P P D-5200- 001 Building Permit Statistics Reports Records relating to but not limited to monthly status reports, correspondence and reports regarding building activities. Low C+1 9 C+10 D D-5300- 001 Building Documentation/Form s Records relating to Building Services standard forms. Low S N/A S D D-5400- 001 Geotechnical Reports Records relating to soil information for various locations in Pickering. Low C+1 P P P D-5500- 001 Certified Model Information Records related to pre-certification associated with, and in advance. Low S N/A S D D-5600- 001 Builders (Subdivision) Records relating to subdivision documentation, excluding agreements. Medium C+1 9 C+10 D - 129 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 32 D-6000- 001 Subdivision Control Records Records relating to the tracking of a development process. Files are opened for every registered plan, concession and range. (Examples of subcategories that may be created for this classification.) - 002 Control (records pertaining to zoning, site plan and architectural drawings, and tree preservation plans.) - 003 Lawyers letter (includes a copy of survey and responses which are out of the ordinary.) - 004 Part Lot Control Medium C+1 P P P D-7000- 001 Sustainable Pickering – General Records relating to the Sustainable Pickering program that cannot be classified elsewhere. Medium C+1 5 C+6 D D-7001- 001 Programs & Special Project Records relating to studies, research, and general education and awareness, in support of sustainability planning and activities. Medium C+1 5 C+6 D D-7002- 001 Events Records relating to events, and associated promotion and marketing, for corporate and community sustainability engagement. Medium C+1 5 C+6 D D-7003- 001 Advertising & Promotion Records relating to Sustainable Pickering corporate and community advertising and promotional channels, including paid media, eNewsletters, and more. Low C+1 5 C+6 D D-8000- 001 Environmental Planning Records relating to environmental planning which cannot be classified elsewhere. Records include studies and reports related to the monitoring of environmental policies and regulations and long-range planning. Low C+1 34 C+35 D - 130 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 33 D-8100- 001 Creeks & Watersheds Records relating to creeks and watersheds which cannot be classified elsewhere. Records may include watershed studies, remediation plans, studies/reports by outside agencies and correspondence for watershed and sub-watershed plans, environmental master drainage plans and storm water specific to the Creek. (Examples of sub categories that may be created for this classification.) - 002 Duffins Creek - 003 Petticoat Creek Low C+1 34 C+35 D D-8200- 001 Floodplain & Stormwater Management Records relating to flood plains and stormwater management. Low C+1 34 C+35 D D-8300- 001 Natural Heritage Features Records relating to natural heritage features which cannot be classified elsewhere. Low C+1 34 C+35 D D-8310- 001 Oak Ridge Moraine Records relating to the Oak Ridges Moraine. Low C+1 34 C+35 D D-8320- 001 Environmentally Significant Areas Records relating to areas within the City of Pickering which are environmentally significant. Low C+1 34 C+35 D D-8330- 001 Areas of Natural & Scientific Interest Records relating to areas within the City of Pickering which are of natural and/or scientific interest. Low C+1 34 C+35 D D-8340- 001 Wetlands Records relating to wetlands within the City of Pickering. Low C+1 34 C+35 D D-8350- 001 Lake Iroquois Shoreline Records relating to the Lake Iroquois Shoreline. Low C+1 34 C+35 D D-8360- 001 Woodlands Records relating to the woodlands. Low C+1 34 C+35 D D-8370- 001 Rouge Duffins Wildlife Corridor Records relating to the Rouge Duffins Wildlife Corridor. Low C+1 34 C+35 D - 131 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 34 D-8400- 001 Lake Ontario Shoreline Records relating to the Lake Ontario Shoreline. Excludes: Waterfront operations, activities and events. Low C+1 34 C+35 D D-8500- 001 Brownfields Records relating to Brownfields. Low C+1 39 C+40 D D-8600- 001 Contaminated Soils/Soil Investigations Records relating to the identification, investigation and clean-up requirements of potentially contaminated soils. Record series could include correspondence, consultant reports and clean-up requirements. Low C+1 P P P D-8700- 001 Noise and Vibration Records relating to noise and vibration matters in the development approval process. Low C+1 9 C+10 D D-9000- 001 Mapping Services – General Records relating to mapping services that cannot be classified elsewhere. Low C+1 9 C+10 D D-9100- 001 Photography Records of aerial photographs of the City and prints of various sizes as well as 35 mm slides. Low C+1 P P P D-9200- 001 Surveys Registered plans of surveys for roadways, expropriation plans, D Plans. Surveys have been done by Province, Federal Government, and MPAC. Low C+1 P P P D-9300- 001 40R Plans Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information. Originals retained by Land Registry Office (LRO). Medium C+1 P P P D-9400- 001 40M Plan Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information. Originals retained by Land Registry Office (LRO). Medium C+1 P P P - 132 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 35 D-9500- 001 Mapping Computer generated maps via CAD or geographical information systems software of different thematic design. Medium S N/A S D D-9600- 001 Municipal Addressing Records relating to municipal addresses. Low C+1 P P P D-9610- 001 Street Names - General Records relating to correspondence with regards to street naming. Low C+1 19 C+20 D D-9620- 001 Street Name Listings Records relating to a listing of proposed street names. Low S N/A S D - 133 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 36 Finance F-1000- 001 Finance – General Includes records relating to finance management in general that cannot be classified elsewhere. Use only when no other heading is applicable. Low C+1 5 C+6 D F-1100- 001 Letters of Credit Records relating to letters of credit extended to developers for subdivision and site plan applications. T= Cancellation of letter of credit. Medium T+1 5 T+6 D F-1200- 001 Fixed Assets Records relating to fixed assets including supporting documentation to initial expenditure, depreciation, amortization and disposal. T = Disposal of asset Low T+1 5 T+6 D F-1300- 001 Capital Projects Records related to large capital budgeted and funded projects. T=Completion of capital project Low T+1 5 T+6 D F-2000- 001 Budgets - General Records relating to budgets in general that cannot be classified elsewhere. Low C+1 5 C+6 D F-2010- 001 Current Budget – General Records relating to the Operating Budget which cannot be classified elsewhere. Includes cost control reports and correspondence regarding requests for financial assistance. Low C+1 5 C+6 D F-2020- 001 Current Budget – Approved Final Budget document as approved by Council. Low C+1 P P P F-2030- 001 Current Budget – Supporting Documentation Records relating to approved Corporate Current budget including correspondence, working papers, department submissions (operating, program capital, and salary schedules). Medium C+1 10 C+11 D - 134 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 37 F-2040- 001 General Government Budget – Supporting Documentation Records relating to approved General Government budget including correspondence, working papers, and department submissions. Low C+1 10 C+11 D F-2050- 001 Capital Budget - General Records relating to the Capital budget which cannot be classified elsewhere. Low C+1 5 C+6 D F-2060- 001 Capital Budget – Approved Final Capital budget document as approved by Council Low C+1 P P P F-2070- 001 Capital Budget – Supporting Documentation Records relating to approved Corporate Capital budget including correspondence, working papers, and department submissions. Low C+1 10 C+11 D F-2200- 001 Debentures Records related to debentures including debenture financing and sinking fund or instalment debentures. T = Debenture end date. Medium T+1 5 T+6 D F-2210- 001 Debentures Registry Records relating to the recording of purchases of debentures, maturity dates and other pertinent information. This record series may include all records relating to the debenture registry, including memoranda of transfers, certificates of ownership, authorities of corporations, and supporting documentation. T = maturity date Medium T+1 19 T+20 D F-2300- 001 Strategic Financial Plan Records relating to the development and final approved Strategic Financial plan. Record series includes correspondence, working papers, departmental submissions, etc. Low S N/A S D - 135 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 38 F-2400- 001 Risk and Loss Management Records relating to managing risk and loss through risk financing (insurance and reserve funds) and loss control (prevention and mitigation programs). Includes risk assessments, audits, recommendations, correspondence, program and training issues. Low S N/A S D F-3000- 001 Insurance – General Records relating to general insurance correspondence, which cannot be classified elsewhere. Medium C+1 5 C+6 D F-3010- 001 Insurance Records Records relating to original insurance liability policies. This record series may include original policy, agents, adjusters and premiums. Medium S N/A S D F-3020- 001 Insurance Certificates Copies of Insurance Certificates provided to the City by any service provider conducting work for the City. Includes supporting documentation, certificates from parties renting City property, copies of Certificates of Corporate Liability Policies which are supplied to outside parties. T = Expiry Date of Certificate Medium T+1 5 T+6 D F-3030- 001 Insurance Claims Records relating to documentation of claims and actions taken upon receipt of claims to allow for the issuance of funds or statements of non-liability, or an incident that may result in a claim. Includes supporting documentation and correspondence. T = Resolution of claim Medium T+1 5 T+6 D F-3040- 001 Deductible Payments – Documentation/Invoi ces Includes all records relating to any third party Deductible payments. Includes correspondence, record of payment and any other supporting Medium C+1 5 C+6 D - 136 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 39 documentation relative to the payment. F-3200- 001 General Ledger Comprehensive annual general ledger of all transactions posted to the general ledger. Also includes final trial balance. Medium C+1 P P P F-3210- 001 General Ledger Account Reconciliations Includes individual files for certain asset, liability, revenue and expense accounts which include reconciliations or additional information to explain transactions. Medium C+1 5 C+6 D F-3211- 001 Accounting – General Records related to accounting that cannot be classified elsewhere. Medium C+1 5 C+6 D F-3300- 001 Financial Statements Records include financial statements and year-end working papers supporting audited financial statements. Includes balance sheet, income statements, financial statements and auditors report. Low C+1 P P P F-3310- 001 Financial Information Return Includes the annual Financial Information Return and supporting working papers. Low C+1 5 C+6 D F-3320- 001 Year End Records relating to the year-end closing of the books and records for the City, which includes various working papers, schedules and reports. May include schedules pertaining to other annual reporting requirements. Low C+1 5 C+6 D F-3400- 001 Performance Measures Includes annual reporting and supporting working papers. Low C+1 5 C+6 D F-3500- 001 Journal Entries Records include completed journal entry forms and all background documentation used to substantiate journal entries. Low C+1 P P P - 137 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 40 F-3600- 001 Bank Reconciliations/State ments Records include bank reconciliation working papers and bank statements for general and investment accounts. Also includes returned cheques from the bank. Medium C+1 5 C+6 D F-3700- 001 Investments Records relating to the investments of the municipality includes correspondence, confirmation certificates, bank transfers, and supporting documentation. Also includes reference materials and the investment policy. T = Maturity Date High T+1 5 T+6 D F-3800- 001 Sales Tax Records relating to individual quarterly filings as well as a copy of the original return as filed and any supporting documents. May include correspondence on interpretations and rulings. High C+1 5 C+6 D F-3900- 001 Cash Reports (Non Tax or A/R) Records relating to daily cash transactions. Includes batch listings retained in binders by batch # and cashier reports including actual receipts indicating payee and GL Account Number, which are filed by month and by date, and daily cash reports from facilities. Excludes: Cash receipts for Tax payments and A/R transactions. Medium C+1 5 C+6 D F-4000- 001 Accounts Payable Records relating to Accounts Payable in general. Includes records relating to the accounts payable function in general that cannot be classified elsewhere. Low C+1 5 C+6 D - 138 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 41 F-4010- 001 Vendor Files Records relating to accounts payable and include invoices and cheque copies, purchase orders, cheque requisitions, receiving reports, and other background information. Medium C+1 5 C+6 D F-4020- 001 Input Batches Records include the batch report which is used to balance against the invoices, filed in batch number order. Medium C+1 5 C+6 D F-4030- 001 Cheque Run Reports Records include reports generated relative to each cheque run. Reports include but are not limited to the Cheque Retrieval listings and the Cheque Listing. Filed in batch number order. Medium C+1 5 C+6 D F-4040- 001 A/P Adjustments Cancelled Cheques Records include Accounts Payable Reports and supporting documentation. Reports include, but not limited to, the Cancelled Cheque Listing and the Adjustment Reports. Filed in batch number order. Medium C+1 5 C+6 D F-4100- 001 Payroll – General Records relating to the administration of payroll services for the municipality. High C+1 5 C+6 D F-4110- 001 Payroll Register Records relating to each employee’s payroll history. Hours deductions, basic and net payare recorded and filed in a binder by pay period and year and sorted by department/branch. Also includes a master control register which provides year to date (YTD) data. High C+1 5 C+6 D F-4120- 001 Payroll Employee Files Payroll history supporting documentation. Including original Action Notices, TD1 form, banking details and change of address. A separate file is retained for each High T+1 39 T+40 D - 139 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 42 employee and arranged alphabetically by surname. T=Termination or retirement of employee F-4130- 001 T4’S Annual printout of employee T’4s. Includes year-end reconciliations and manually amended T4’s. High C+1 5 C+6 D F-4140- 001 Payroll Time Sheets Records associated with the individual time entry by employees into the payroll system. High C+1 4 C+5 D F-4150- 001 Pension Financial Reporting Records relating to pension remittances, leave/part-time calculations and annual reporting requirements. High C+1 5 C+6 D F- 4160- 001 Benefit Remittances Records relating to monthly remittances. High C+1 5 C+6 D F-4170- 001 Employee Payroll Calculations – General Records relating to various payroll calculations and general correspondence. High C+1 5 C+6 D F-4200- 001 Tax Revenue - General Records relating to tax revenue in general, including calculations, which cannot be classified elsewhere. Includes merge reports, returned mail, ad samples, MPAC street index, and equipment correspondence. High C+1 5 C+6 D F-4210- 001 Tax Registrations A permanent record of accounts registered with the Registry Office/Land Titles Division for Tax Sale includes tax sale extension agreements. High C+1 P P P F-4220- 001 Tax Certificates Records relating to letters from lawyers requesting tax certificates. High C+1 5 C+6 D - 140 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 43 F-4230- 001 Tax Account Changes Records relating to change of ownership information, mailing address changes, mortgage company changes and MPAC sales listings. High C+1 5 C+6 D F-4250- 001 Tax Apportionment Reports generated once per year, regarding Land Division / Severance where alterations to the Assessment Rolls are required. High C+1 5 C+6 D F-4260- 001 Payment In Lieu of Taxes Records relating to those who make payments to the City in lieu of taxes. High C+1 14 C+15 D F-4300- 001 Assessment/Tax Rolls/Tax Registration Original assessment rolls and tax collector’s rolls for the City of Pickering. High C+1 P P P F-4320- 001 Assessment Changes – Commercial/Industria l/Multi Residential Records regarding complex changes in assessment due to capping and clawbacks. High C+1 5 C+6 D F-4400- 001 Assessment Review Board – General Records relating to the Assessment Review Board. (Examples of sub categories that may be created for this classification.) - 002 Notice of Hearings - 003 Notice of Decisions - Withdrawn Medium C+1 5 C+6 D F-4410- 001 Cancellation, Reductions and Refund Write Offs Records relating to cancellation, reduction and refund of taxes and the process of assessment review and the journal entry binder. Including applications, write-offs, notice of decision, hearings, and reconsideration. (Examples of sub categories that may be created for this classification.) - 002 Write Off Applications - 003 WTX Journals High C+1 5 C+6 D - 141 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 44 F-4500- 001 Local Improvement Records relating to Local Improvements indexing rates, correspondence and petitions for work. Records include project details, notice to taxpayers and listing of all assessment roll numbers affected. Low C+1 P P P F-4600- 001 Tax Payments Records relating to tax payments. (Examples of subcategories that may be created for this classification.) - 002 Payment stubs maintained in daily batch order - 003 Pay Journals - 004 Balance Adjustment Journals - 005 Post Dated Cheque listings - 006 Post Dated Entry Listing - 007 Mortgage Payments High C+1 5 C+6 D F-4610- 00 Pre-Authorized Tax Payments Records relating to pre-authorized tax payments including application forms T=Termination of pre-authorized payment plan High T+1 5 T+6 D F-4620- 001 Tax Month-End Reports Month-end reports generated regarding Tax Payments including penalties, status of accounts in arrears and the A/R & GL reports. High C+1 5 C+6 D F-4630- 001 Year End Outstanding Lists Reports generated through the Tax system. High C+1 5 C+6 D F-4650- 001 Levies Records relating to levies including calculations and development charges. (Examples of sub categories that may be created for this classification.) - 002 Vacancy Rebate Applications - 003 Accomodation Tax High C+1 5 C+6 D F-4660- 001 Tax Collections Records relating to tax arrears which include collection letters. High C+1 5 C+6 D - 142 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 45 F-4670- 001 Tax Liens Records relating to liens placed on tax accounts due to non payment of utilities and enforcement matters. (Examples of sub categories that may be created for this classification.) - 002 Snow Removal - 003 Clean & Clear Enforcement - 004 Hydro Arrears - 005 Water Arrears High C+1 5 C+6 D F-4700- 001 Account Receivables Records relating to Accounts Receivable in general that are not classified elsewhere. Low C+1 5 C+6 D F-4710- 001 Outstanding Account Receivables Listing Records relating to monthly reports generated through the Accounts Receivables system, which identifies the status off all outstanding accounts. Medium C+1 5 C+6 D F-4720- 001 Invoice Batches Records relating to invoice batches, requisition supporting documentation, and batch listing per each invoice batch. Filed in binders in sequential order. Medium C+1 5 C+6 D F-4730- 001 A/R Cash Receipts Records relating to daily revenue transactions for Accounts Receivable transactions only. Includes batch listings which are retained in binders by batch # and the actual receipts which are filed by month and by date. Excludes: Cash receipts for other transactions. Medium C+1 5 C+6 D F-4740- 001 A/R Write Offs/Adjustments Records containing batch listings and supporting documentation for adjustments and accounts no longer collectable. Includes interest write- offs. Filed in date order. Medium C+1 5 C+6 D - 143 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 46 F-4800- 001 Grants and Subsidies Records relating to the receipt or provision of monies by means of acquiring or issuing grants and subsidies. This file series may include all grant applications, correspondence, grant revenue information, and other related documents and records for the municipality. Medium C+1 5 C+6 D F-4900- 001 Long-Term Capital Projects Records relating to Capital Projects which are defined as “long-term” projects. Records include correspondence, schedules and minutes regarding contract approval, tendering and analysis relating to each capital project and projects for consideration in the Government Funding programs including claims submitted for reimbursement. T = Completion of project Low T+1 5 T+6 D F-4910- 001 Reserves, Reserve Funds and Trusts Records relating to reserves and reserve funds and trust accounts including copies of any motions related to the account, monthly interest distribution working papers, regular analysis of funds, schedules showing balance and commitments. T=Closing of reserve fund / account. Medium T+1 5 T+6 D F-4920- 001 Development Charges Records relating to Development Charges including detailed back-up of monthly summaries regarding collections and distributions. Medium C+1 5 C+6 D F-5000- 001 Purchasing - General Records relating to purchasing in general that are not classified elsewhere. Medium C+1 5 C+6 D - 144 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 47 F-5010- 001 Supplier Applications Records relating to suppliers of goods and services. May include information about the goods and services, price lists and promotional material. Medium S N/A S D F-5030- 001 Specialty Print and Promotions Records include background information for special type of orders that are not purchased on a regular basis. Records valued for reference and to reduce research time for similar future purchases. Low 2 N/A 2 D F-5100- 001 Purchase Orders Records relating to purchase orders for the purchase of goods and services showing confirmation of an order. Medium C+1 5 C+6 D F-5110- 001 Blanket Purchase Orders Records relating to blanket purchase orders including back-up material. Files arranged by Purchase Order # and may include a copy of the pricing page of the original quote. T = Expiry of term Medium T+1 1 T+2 D F-5300- 001 Formal Quotations Records include documentation regarding the quotation call, original quotation submissions and any correspondence relating to the quotation call. Medium C+1 5 C+6 D F-5400- 001 Tenders Records include documentation regarding the tendering call, original tendering documents, bid submissions and any correspondence relating to the tendering call. Series includes any tenders issued through a co- operative bidding process. Medium C+1 5 C+6 D F-6000- 001 Audit - General Records related to auditing that cannot be classified elsewhere. Use only if no other heading is applicable. Medium C+1 5 C+6 D - 145 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 48 F-6010- 001 Audit - Internal Records relating to monitoring the integrity of accounting and management controls of municipal programs. This record series may include audits, such as audit systems tests, and other financial and procedural audits. Medium C+1 5 C+6 D F-6020- 001 Audit - External Records relating to external auditor’s financial audit reports. Medium C+1 5 C+6 D - 146 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 49 Legal L-1000- 001 Law - General Records relating to legal matters not classified elsewhere. Low C+1 5 C+6 D L-1100- 001 Legislation & Regulations Records relating to acts, bills and regulations involving all levels of government. Low C+1 19 C+20 D L-1300- 001 Legal Opinions Records relating to legal opinions provided by the Solicitor for the City. High C+1 P P P L-2000- 001 By-laws – General Records relating to general correspondence regarding by-laws that cannot be classified elsewhere. Low C+1 5 C+6 D L-2100- 001 By-laws - Originals Original by-laws approved and signed by the Mayor and the Clerk (or designate). Low C+1 P P P L-2110- 001 Road Dedication By- laws Records relating to road dedication by-laws. Low C+1 5 C+6 D L-2120- 001 Part Lot Control By- laws Records relating to part lot control by- laws. Low C+1 5 C+6 D L-2200- 001 By-law Enforcement – General Records relating to by-law enforcement which cannot be classified elsewhere. High C+1 5 C+6 D L-2201- 001 Fence Variances Records relating to fence variance applications including the exemption document, letters of support, committee decisions, diagrams, photographs, surveys. High C+1 P P P L-2210- 001 Property Standards - General Records relating to general correspondence regarding property standards complaints/issues which cannot be classified elsewhere. (Example of subcategories that may be created for this classification.) - 002 Graffiti - 003 Eyes on the Street High C+1 5 C+6 D - 147 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 50 L-2220- 001 Parking – General Records relating to general correspondence regarding parking complaints/issues. (Examples of subcategories that may be created for this classification.) - 002 CRPD Listings - 003 CRC Listing - 004 MTO/ARIS Order Product - 005 Vehicle Impounds High C+1 9 C+10 D L-2230- 001 Paid Parking Tickets Paid parking tickets. T = Payment of fine. High T+1 1 T+2 D L-2240- 001 Cancelled/Withdrawn /Dismissed Parking Tickets Parking tickets which have been cancelled, withdrawn, dismissed, acquitted or where the conviction has been struck. High 1 N/A 1 D L-2250- 001 Officer Notebooks Inspection and activity notebooks. T=Complaint file closed High T+1 5 T+6 D L-2300- 001 Business Licences – General Records relating to business licensing. (Examples of subcategories that may be created for this classification.) - 002 Body Rub Parlours/Attendants - 003 Home Based Businesses - 004 Carnival/Parades/Fairs Medium C+1 5 C+6 D L-2310- 001 Animal Licences Records relating to the licensing of dogs and cats. (Examples of subcategories that may be created for this classification.) - 002 Dogs - 003 Cats High 2 N/A 2 D L-2320- 001 Lottery – General Records relating to lotteries not classified elsewhere. Low C+1 5 C+6 D L-2321- 001 Charity History File Records relating to the eligibility requirements for organizations/charities applying for lottery licenses. Medium T+1 5 T+6 D - 148 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 51 T=Organization no longer conducts lottery events L-2322- 001 Bingo Licences Records related to Bingo licences issued to approved organizations/charities, including application, bingo licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2323- 001 Raffle Licences Records related to Raffle licences issued to approved organizations/charities, including application, raffle licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2324- 001 Break Open ticket Licences Records related to Break Open Ticket licences issued to approved organizations/charities, including application, break open ticket licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2325- 001 Bazaar Licences Records related to Bazaar licences issued to approved organizations/charities, including application, bazaar licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2330- 001 Taxicabs – General Records relating to the taxicab industry which cannot be classified elsewhere. Medium C+1 5 C+6 D L-2331- 001 Taxicab Drivers Records relating to the licensing of taxicab drivers, including application forms, criminal information reports, photograph of applicant and letters pertaining to eligibility. High C+1 5 C+6 D - 149 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 52 L-2332- 001 Taxicab Plate Owners Records include applications, certificates of insurance, ownership, safety standards certificate and copies of complaints. High S N/A S D L-2333- 001 Taxicab Brokers Records relating to the licensing of taxicab brokers, including applications, business name/registration pertaining to eligibility. T=Application approved/denied High T+1 5 T+6 D L-2334- 001 Taxicab Plate Eligibility List Records include names of persons who have applied for taxicab plate owners’ licenses. High C+1 P P P L-2340- 001 Sign Licences Records include sign permit applications, copy of permit and any supporting documentation and correspondence. High C+1 5 C+6 D L-2341- 001 Sign Permits – Portable Records include portable sign permit applications, copy of permit and any supporting documentation and correspondence. High C+1 N/A C+1 D L-2360- 001 Tree Preservation Records relating to the Region of Durham’s Tree Preservation By-law and the City of Pickering’s Tree Protection By-law, including applications to fell trees, copies of permits and any supporting documentation/correspondence. Medium C+1 5 C+6 D L-2400- 001 Animal Enforcement – General Records relating to the enforcement of Animal By-laws (Examples of subcategories that may be created for this classification.) - 002 Tickets/Charges - 003 Orders High C+1 P P P L-3000- 001 Courts – General Records relating to courts that cannot be classified elsewhere. High C+1 5 C+6 D - 150 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 53 L-3010- 001 Prosecutions Records relating to prosecution resulting from violation of by-laws. T=Final court decision High T+1 6 T+7 D L-3020- 001 Litigation Records relating to litigation claims made against the municipality or the municipality against another party. This record series may include settlements, hearing transcripts and court decisions. T=Final court decision High T+1 5 T+6 D L-3030- 001 Small Claims Records relating to small claims court actions. T=Final court decision High T+1 5 T+6 D L-3200- 001 Appeals and Hearings – Ontario Land Tribunal Records relating to appeals, hearings and decisions from legal proceedings, documentation and transcripts. This record series may include appeals regarding zoning, official plans, Committee of Adjustment and regulatory bodies and boards orders. High C+1 P P P L-4100- 001 Legal Documents Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates) or by a Department Head. (Examples of sub categories that may be created for this classification.) - 002 Agreements - 003 Contracts - 004 Easements - 005 Lease Agreements Low C+1 P P P L-4110- 001 Noise Agreement Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P - 151 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 54 L-4120- 001 Release of Agreements Records relating to release of legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P L-4600- 001 City Property – General Records relating to city property that cannot be classified elsewhere. Low C+1 5 C+6 D L-4610- 001 Land Acquisitions and Sales Records relating to the transactions of land through buying, selling and leasing. The record series may include agreements of purchase and sale, appraisals, leases, deeds, certificates of registration and notices of applications for approval to expropriate land. (Examples of sub categories that may be created for this classification.) - 002 Purchase - 003 Sales/ Transfer - 004 Expropriation - 005 Land Exchanges - 006 Leases T=Land transaction completed High T+1 20 T+21 D L-4620- 001 Easements Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P L-4630- 001 Leases/Licenses Records relating to legal documents (leases entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or designates). Low C+1 P P P - 152 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 55 L-4640- 001 Right of Re-Entry Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P - 153 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 56 Operations O-1000- 001 Engineering Services – General Records relating to Engineering Services which cannot be classified elsewhere. Low C+1 5 C+6 D O-1100- 001 Equipment Management Records relating to works equipment. This records series may include purchase, maintenance, registration, warranties and disposal/replacement records. Low C+1 5 C+6 D O-1130- 001 Fleet Management Records relating to vehicles that the municipality leases, owns and operates. Record series may include maintenance records, registrations, vehicle histories, warranties, and disposal of vehicle records. T=Vehicle no longer in use Low T+1 1 T+2 D O-1200- 001 Works Yard/Depots – General Records relating to general correspondence regarding the works yard and depots. Low C+1 5 C+6 D O-1300- 001 Works Projects Records relating to pre-contract records and background information on capital projects leading up to a contract. T=Termination/completion of contract Medium T+1 1 T+2 D O-2000- 001 Roads – General Records relating to roads and highways within the City that cannot be classified elsewhere. Low C+1 5 C+6 D - 154 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 57 O-2010- 001 Roads Maintenance Records relating to the inspection, maintenance, repairs and cleaning of roads. (Example of subcategories that may be created for this classification.) - 002 Roadside Maintenance (mowing and removal of debris) - 003 Surface Maintenance (sweeping, flushing, repairs, resurfacing, sealing and replacement) Low C+1 5 C+6 D O-2020- 001 Roads Construction Records relating to road construction. Use only if no other heading is applicable. Low C+1 9 C+10 D O-2030- 001 Bridges and Culverts Records relating to installation, condition, maintenance and repair of bridges and culverts. * Inventories retained until structure is replaced. Medium C+1 19 C+20 D O-2040- 001 Winter Control Records relating to ploughing, salting and sanding of roads and sidewalks according to Council approved standards and the Snow Clearing Program as well as records of snow removal and disposal. (Example of subcategories that may be created for this classification.) - 002 Snow Clearing Program Low C+1 5 C+6 D O-2200- 001 Safety Devices Records relating to traffic safety devices which cannot be classified elsewhere. Low C+1 5 C+6 D O-2210- 001 Warning Signs Records relating to warning signs. Low C+1 9 C+10 D O-2220- 001 Railway Crossing Records relating to railway crossings. Low C+1 P P P O-2230- 001 Guide Rails Records relating to guide rails. Low C+1 9 C+10 D - 155 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 58 O-2240- 001 Crosswalk/Crossover Records relating to crosswalks and crossovers. Low C+1 9 C+10 D O-2300- 001 Roads – Capital Works Records relating to cost comparisons of road works. Medium C+1 14 C+15 D O-2320- 001 Roads – Surveys Records relating to all types of road surveys such as legal road surveys, property surveys, control surveys, field notes and survey field books. T=Completion of survey Medium T+1 24 T+25 D O-2330- 001 Roads – Reports Records relating to statistical reports relative to roads that cannot be classified elsewhere. Low C+1 5 C+6 D O-2340- 001 Roads – Accident Statistics Records associated with statistics reporting of accidents concerning emergency services and traffic. Low C+1 P P P O-2400- 001 Traffic Records relating to the flow of traffic on roads. (Examples of subcategories that may be created for this classification.) - 002 Traffic Signals - 003 Road Watch - 004 Intersection drawings - 005 Traffic reports - 006 Speed limits and bumps - 007 Accident statistics - 008 Load restrictions Low C+1 5 C+6 D O-2410- 001 Curb Cut Permits Records relating to curb cut permits including applications and correspondence. Medium 2 N/A 2 D O-2420- 001 Road Occupancy Permits Records relating to issuing road occupancy permits and also includes moving permits. Medium 2 N/A 2 D O-2430- 001 Newspaper Vending Box Permits Records relating to newspaper vending box permits. Medium 2 N/A 2 D - 156 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 59 O-2500- 001 Engineering – General Records relating to engineering that are not classified elsewhere. Low C+1 5 C+6 D O-2510- 001 Design Standards Records include models on which designs are based. (Examples of subcategories that may be created for this classification.) - 002 Design Criteria Low S N/A S D O-2530- 001 Road Inventories/Studies Records relating to road inventories and studies that are not classified elsewhere. T=Completion of road study Low T+1 5 T+6 D O-2540- 001 Road Needs Study Records relating to road needs study categorizing road reconstruction priorities. (e.g. "now", "10 years", etc.) Low S+1 6 S+7 D O-2550- 001 Road Cost Study Records relating to the analysis of road reconstruction versus overlay. Low C+1 5 C+6 D O-2560- 001 Status of Roads Records relating to the status of roads assumed or unassumed by the City. Low C+1 5 C+6 D O-3000- 001 Works – General Records relating to works that cannot be classified elsewhere. Low C+1 5 C+6 D O-3100- 001 Sidewalks Records relating to sidewalk repair, restoration, and sidewalk ramps. Low C+1 5 C+6 D O-4000- 001 Subdivision Servicing – General Records relating to services and provision of services in subdivisions. Low C+1 9 C+10 D O-5100- 001 Signs Records relating to the manufacture and installation of all signs including stop signs, parks signs, arrow signs, road markings, street name signs and service club signs. Low C+1 5 C+6 D - 157 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 60 O-5200- 001 Utilities – General Records relating to general correspondence for utilities that cannot be classified elsewhere. (Examples of subcategories that may be created for this classification.) - 002 Hydro Low C+1 5 C+6 D O-5260- 001 Ontario Power Generation Records relating to Ontario Power Generation. Low C+1 5 C+6 D O-5300- 001 School Crossing Assistance Program Records relating to the school crossing program whether it involves Adult Crossing Guards employed by the City or school patrol done by the students. Low C+1 5 C+6 D O-6000- 001 Water Control Records relating to installations, plans, inspections, breakage and repair reports, control usage reports, meter installation and reports, special tests and complaints. This record series may include construction and water main failure work reports. T=Completion of report Medium T+1 14 T+15 D O-6600- 001 Drainage Records relating to the policy and procedures, design, construction, maintenance and management of drains and drainage systems. This record series may include assessments, claims, specifications engineering drawings and reports, permit applications, by-laws, grants, and erosion reports. Medium C+1 5 C+6 D O-6700- 001 Lot Grading Records relating to lot grading. Low C+1 19 C+20 D O-6800- 001 Storm Sewers Records relating to the design, construction and management of storm sewers. Low C+1 P P P - 158 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 61 O-7000- 001 Waste Management Records relating to waste management planning, waste disposal, waste processing, environmental audits, and guidelines for recycling and composting sites and protocol for the development of sites. Low C+1 P P P O-7010- 001 Waste Disposal Sites Records relating to current and inactive/perpetual care sites, including inventory and mapping of former waste and industrial sites, reports, correspondence, drawings, plan, and lab results. Low C+1 P P P O-8000- 001 Building and Property Management – General Records relating to City owned property which cannot be classified elsewhere. Low C+1 5 C+6 D O-8100- 001 Parks & Open Space – General Records relating to Parks and Open Spaces which cannot be classified elsewhere. (Example of subcategories that may be created for this classification.) - 002 Commemorative Tree and Bench Program Low C+1 5 C+6 D O-8110- 001 Walkways & Trails Records relating to the management, maintenance and repairs, including correspondence and inventories of walkways and trails. Low C+1 5 C+6 D O-8120- 001 Playground Equipment Records relating to equipment repairs, replacement, upgrades and vandalism. Low C+1 5 C+6 D O-8130- 001 Arboriculture Records relating to tree removal, stump locations, planting, trimming, pruning, preservation, work orders and calls and records relating to horticulture, floral beautification and the downtown floral program. Low C+1 5 C+6 D - 159 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 62 O-8140- 001 Grounds Maintenance Records relating to grass cutting, turf maintenance, ball diamond screening, and litter pick-up. Low C+1 5 C+6 D O-8200- 001 Building & Facilities Operation Records relating to operations of the City’s buildings and facilities including correspondence relative to fees and agreements. Low C+1 5 C+6 D O-8230- 001 Work Orders Records relating to requisitions for maintenance work activities. Medium 2 N/A 2 D O-8240- 001 Systems Maintenance Records relating to correspondence dealing with maintenance systems at City facilities including ice temperatures and pool tests. Low 2 N/A 2 D O-8250- 001 Security Records relating to the security of offices, facilities, and properties such as facility floor plans. Also includes records relating to security passes and control of keys. Does not include Video Surveillance Footage. High S N/A S D O-8255- 001 Security Incident Reports Records relating to security incident reports at facilities, including security requests and logs resulting from a security incident. High C+1 5 C+6 D O-8260- 001 Security Video Surveillance Security Video Surveillance footage which has been accessed in accordance with the City's Video Surveillance Procedure. T = Completion of the investigation High T N/A T D O-8320- 001 Architectures/ Structures Records relating to envelope, roofing, waterproofing, sealing, designated / hazardous materials including correspondence and reports. A separate file is maintained for each facility. Low S N/A S D - 160 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 63 O-8330- 001 Mechanical/Electrical Records relating to plumbing, electrical, HVAC, elevators, life safety systems, and energy conservation including correspondence and reports. A separate file is maintained for each facility. Low S N/A S D O-8340- 001 Projects Records relating to projects relative to a specific location within the facility including correspondence, quotes and reports. T=Termination/completion of project Low T+1 5 T+6 D O-8350- 001 City Infrastructure Capital Projects Records relating to City Infrastructure capital projects, including project administration, project management, planning studies, design, drawings, tender procurement, construction, community engagement, and asset handover. A separate file is maintained for each project. T=Completion of Capital Project Medium T+1 74 T+75 D O-9000- 001 Environment & Pollution – General Includes records relating to the environment and pollution that cannot be classified elsewhere. Records may include copies of reports and correspondence. Low C+1 9 C+10 D O-9100- 001 Energy Management Includes records relating to energy management that cannot be classified elsewhere. Records may include copies of reports and correspondence. Low C+1 9 C+10 D - 161 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 64 Services S-1000- 001 Community Services – General Includes records relating to recreation and cultural services, programs and facilities available to the public which are not covered elsewhere in this section. Low C+1 5 C+6 D S-2000- 001 Services and Programs Records include information relating to the administration, scheduling and offering of programs, memberships and program registration. High 2 N/A 2 D S-2100- 001 Facility Permits Rental booking permits for all City owned buildings and facilities including boardrooms, halls, fields, ball diamonds and arenas. Medium 2 N/A 2 D S-3010- 001 Animal Services Records relating to animal control in the City of Pickering including inquiries and complaints. (Examples of subcategories that may be created for this classification.) - 002 Livestock Valuer - 003 Alternative Placement for Cats - 004 Animal Service Volunteers - 005 Microchip Records Medium C+1 5 C+6 D S-3011- 001 Pound Book Records from the Animal Services Shelter. Medium 2 N/A 2 D S-3012- 001 Animal Adoptions Records relating to the adoption of animals from the Animal Services Shelter. (Examples of subcategories that may be created for this classification.) - 002 Adoption Returns Medium C+1 5 C+6 D S-3020- 001 Senior Citizen Services Records relating to programs and activities organized through the Senior Citizens facilities owned by the City of Pickering. Medium C+1 5 C+6 D - 162 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 65 S-3040- 001 Waterfront Records relating to the waterfront of the City of Pickering. Low C+1 5 C+6 D S-3050- 001 Libraries Records relating to the administration, and the use and operation of public libraries maintained by the City of Pickering. Low C+1 5 C+6 D S-3060- 001 Museums and Art Galleries Records relating to the administration, use and operation of museums maintained by the City of Pickering. Low C+1 5 C+6 D S-4000- 001 Events & Organizations – General Includes records of organizations and events which cannot be classified elsewhere. Low C+1 5 C+6 D S-4100- 001 Organizations Includes Community and Ratepayers Associations, Kinsmen Clubs, Rotary Club, Scouts and Cubs, Y.W.C.A Medium C+1 5 C+6 D S-4210- 001 Proclamations Records relating to requests for proclamations. Low 2 N/A 2 D S-4220- 001 Awards Records relating to awards and includes correspondence and Council directives. Low 2 N/A 2 D S-4230- 001 Flag Raising Records relating to requests for flag raisings. Low 2 N/A 2 D S-4240- 001 Filming Records relating to filming on City owned property and private property within the City of Pickering Low C+1 5 C+6 D S-5000- 001 Fire, Safety, Protection, and Emergency Planning – General Includes records regarding fire, safety and protection which cannot be classified elsewhere. Medium C+1 5 C+6 D S-5010- 001 Fire Services Dispatch Reports Records relating to all calls made. High C+1 5 C+6 D S-5020- 001 Fire Services - Daily Station Reports Records relating to the daily log for each station’s activities. High C+1 5 C+6 D - 163 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 66 S-5040- 001 Fire Fighting Component Records relating to equipment. Including records relating to the purchasing procedures, justification, specifications, issue, testing, maintenance and repairs. (Examples of subcategories that may be created for this classification.) - 002 Vehicle tools - 003 Equipment inventory - 004 Personal protective clothing - 005 Breathing apparatus/breathing tanks - 006 Rescue equipment and vehicles Low C+1 5 C+6 D S-5100- 001 Fire Code Regulations Records relating to Fire Code Regulations. Low S N/A S D S-5110- 001 Fire Plans Schematic diagrams of fire emergency services for major commercial buildings, schools, churches, community centres and City owned facilities. Low S N/A S D S-5200- 001 Fire Code Inspections Includes inspections of businesses, building, institutions and homes to ensure fire safety practices are being met. T=Inspection file closed Medium T+1 5 T+6 D S-5210- 001 Institution Inspections Includes inspections of institutions to ensure fire safety practices are being met. T=Inspection file closed Medium T+1 5 T+6 D - 164 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 67 S-5300- 001 Fire Investigations Includes records relating to the investigation of individual fire incidents. File may include photographs of fire scene, witness statements, Ontario Fire Marshall Report from investigator, copy of fire departments response report, investigation records, notes and drawings. T=Investigation report completed High T+1 5 T+6 D S-5400- 001 Fire Safety & Prevention Programs (Public Awareness) Includes records relating to the development and delivery of fire safety and prevention programs. Also includes records relating to community education and fire safety awareness programs administered or sponsored by the fire department. Low C+1 5 C+6 D S-5500- 001 Hazardous Materials Reports associated with hazardous material incidents such as chemicals and substances that pose a health and safety hazard. T=Incident report completed Medium T+1 5 T+6 D S-5600- 001 Emergency Planning & Services Records relating to emergency measures planning and services provided by the municipality. This record series may include evacuee centres in the event of a disaster, provisions of service and emergency resources and contingency plans, including Pickering Nuclear Emergency plan used in the event of a nuclear disaster. Medium S N/A S D S-5610- 001 Emergency Management – Other Agencies/Teams Records relating to external agencies that have an impact on the City’s Community Emergency Program. Medium S N/A S D - 165 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 68 Includes Regional, Provincial, and Federal. S-5620- 001 Community Emergency Events Records relating to any Community Emergency Event that requires the implementation of any part of our community Emergency Management Program. Medium C+1 P P P S-5630- 001 Fire Hose & Hydrant Maintenance Records relating to the maintenance and routine inspection of fire hose, flushing of fire hydrants and sprinkler reports. This record series may include permits, reports and use statistics. T=Hose/Hydrant no longer in use Medium T+1 1 T+2 D - 166 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 69 Transportation T-1000- 001 Transportation – General Records relating to transportation operations, which cannot be classified elsewhere. Low C+1 5 C+6 D T-1100- 001 Transportation Studies Records relating to transportation studies. T=Transportation study completed Medium T+1 6 T+7 D T-2000- 001 Transportation Design & Planning In-house and external studies relating to the Planning of the City’s transportation network. Includes working papers, technical reports and plans. T=Completion of study Medium T+1 9 T+10 D T-2100- 001 Local Roads Records relating to the planning and design of local roads in the City. Low C+1 14 C+15 D T-2200- 001 Regional Roads Records relating to the planning and design of Regional roads in the City. Low C+1 14 C+15 D T-2300- 001 Provincial Roads In-house and external studies relating to the planning (e.g. expansion, widening) of Provincial roads including Highway 401 within the City. Includes working papers, technical reports and plans. Medium C+1 14 C+15 D T-2400- 001 Highway 407 In-house and external studies relating to the planning (i.e. expansion, extension of Highway 407 within the City). Includes working papers, technical reports and plans. Medium C+1 9 C+10 D - 167 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 70 T-2500- 001 Transit General In-house and external studies relating to transit within the City. This record series includes working papers, technical reports and plans. (Examples of subcategories that may be created for this classification.) - 002 GO Transit - 003 Durham Regional Transit - 004 Greater Toronto Transit Commission Medium C+1 9 C+10 D T-2700- 001 Airports Records relating to the planning and development of an airport and air transportation within the City. Low C+1 9 C+10 D T-2800- 001 Railways - General Includes all records relating to the railway system in general. (Examples of subcategories that may be created for this classification.) - 002 Canadian National Railway - 003 St. Lawrence and Hudson Low C+1 5 C+6 D - 168 - The Corporation of the City of Pickering By-law No. 8224/26 Being a by-law to designate a Head of The Corporation of the City of Pickering for the purposes of the Municipal Freedom of Information and Protection of Privacy Act Whereas Section 3 of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, (the “Act”), enables the Council of a municipality to designate an individual or committee of the Council to act as the head of the municipality for the purposes of the Act; And Whereas Section 49 of the Act enables the Head to delegate in writing a power or duty granted or vested in the Head to an officer of the Institution subject to such limitations, restrictions, conditions, and requirements as the Head may set out in the delegation; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.That the City Clerk shall be designated as the Head of the City for the purposes of the Municipal Freedom of Information and Protection of Privacy Act; 2.That Council delegates all its powers and duties granted or vested in the Head under the Act to the City Clerk; 3.That By-law No. 5932/01 is hereby repealed; and, 4.This By-law shall come into force and take effect upon passing. By-law passed this 26th day of January, 2026. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 169 - Memo To: Mayor Ashe and January 26, 2026 Members of Council From: Jason Litoborski Division Head, Municipal Law Enforcement Services Copy: Director, Corporate Services & City Solicitor Manager, Municipal Law Enforcement Services Subject: Appointment By-law-Gavin Irvine File: L-2000-001-26 Please find attached a draft by-law to appoint Gavin Irvine as Municipal Law Enforcement Officer for the City of Pickering. Gavin Irvine has been confirmed in the position of Parking Control Officer effective January 6, 2026. This draft by-law is attached for the consideration of City Council at its meeting scheduled for January 26, 2026. JL:ks Attachment Draft Appointment By-law - 170 - The Corporation of the City of Pickering By-law No. 8225/26 Being a by-law to appoint Gavin Irvine as Municipal Law Enforcement Officer for the purpose of enforcing the by-laws of The Corporation of the City of Pickering. Whereas pursuant to section 15(1) of the Police Services Act R.S.O. 1990 Cp 15, as amended, a municipal council may appoint persons to enforce the by-laws of the municipality; and Whereas pursuant to section 15 (2) of the said Act, municipal by-law enforcement officers are peace officers for the purpose of enforcing municipal by-laws; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.Gavin Irvine is hereby appointed as a Municipal Law Enforcement Officer in and for the City of Pickering in order to ascertain whether the provisions of all by-laws of The Corporation the City of Pickering are obeyed and to enforce or carry into effect the said by-laws. 2.This appointment shall expire upon the employee noted in section 1 ceasing to be employed by the City of Pickering or until the repeal of this by-law. 3.The provisions of this by-law shall come into force and take effect on the day of the final passing thereof. By-law passed this 26th day of January, 2026. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 171 - Memo To: Susan Cassel City Clerk January 20, 2026 From: Paul Bigioni Director, Corporate Services & City Solicitor Copy: Director, City Development & CBO Division Head, Water Resources & Development Services Subject: Request for Road Establishing By-law - Part Lot 29, Concession 4 and Part of the Road Allowance between Lots 28 and 29, Concession 4, closed by PI22182, designated as Parts 1 and 2, Plan 40R - 33115 File: Roadded.618 At the time of registration of the first phase of subdivision SP-2009-07 (located directly south of the subject lands) it was understood that the registration of the second phase would be completed shortly thereafter. Due to market shifts, the registration of the second phase has been d elayed. To provide the residents of the first phase (40M-2767) with a secondary access to and from the subdivision it was necessary for the developer to construct and transfer to the City a roadway (Parts 1 and 2, Plan 40R-33115), connecting to Whitevale Road. As the developer has conveyed the roadway to the City and it has now been constructed to standards sufficient to permit public access, it is appropriate to dedicate it as public highway (Newhaven Drive). Attached is a location map and a draft by-law for the consideration of City Council at its meeting scheduled for January 26, 2026. PB:ca Attachments Location Map Draft By-law - 172 - co N Q) C Q) "O i-----------------'',-----,._ _____ _J U) '------'.__ ______ .....L_.....L __ ~------L---------~ W hiteva le Road I Newhaven Drive af:j of File: Roadded.618 PlCKERlNG Legal Description: Parts 1 and 2, 40R-33115 City Development Date: Dec. 17, 2025 Department © The CorpOfatioo oflhe City of Pickerir,g Produced (in part) under license from: © Kir,g's Printer, Ontario Ministry of Natural Resoorces . Al l rights rese;ved .: © His Majesty the King in SCALE: 1:4,000 I Right of Canada, Oepartmoot of Natural Resources . All rights reserved.:© Teraoot En16fprises Inc. and i1s suppl iers. Al l righ1s reser...ed : @M unic ipal Property Assessment Corporal ion and itssuppliers.All rightsreserved THIS ISNOTAPLANa= SURVEY. L:\PLANNI NG\O 1-MapFiles\02 -Applications\Legal\Roadded\Roadded. 618\Roadded.6 18.aprx - 173 - The Corporation of the City of Pickering By-law No. 8226/26 Being a by-law to establish Part Lot 29, Concession 4 and Part of the Road Allowance between Lots 28 and 29, Concession 4, closed by PI22182, designated as Parts 1 and 2, Plan 40R-33115, as public highway. Whereas The Corporation of the City of Pickering is the owner of Part Lot 29, Concession 4 and Part of the Road Allowance between Lots 28 and 29, Concession 4 , closed by PI22182, designated as Parts 1 and 2, Plan 40R-33115 and wishes to establish it as public highway. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.Part Lot 29, Concession 4 and Part of the Road Allowance between Lots 28 and 29, Concession 4, closed by PI22182, designated as Parts 1 and 2, Plan 40R- 33115 is hereby established as public highway (Newhaven Drive). By-law passed this 26th day of January, 2026. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 174 - PB:ca Attachments Location Map Draft By-law Memo To: Susan Cassel City Clerk January 20, 2026 From: Paul Bigioni Director, Corporate Services & City Solicitor Copy: Director, City Development & CBO Director, City Infrastructure Director, Engineering Services Subject: Request for Road Establishing By-law - Part of Lots 18 and 19, Concession 8 and Part of the Road Allowance between Lots 18 and 19, Concession 8, being Parts 1, 2 and 3, 40R-32199; Part of the Road Allowance between Lots 18 and 19, Concession 9, being Part 1, Plan 40R - 32692; Part of Lot 18, Concession 9 and Part of the Road Allowance between Lots 18 and 19, Concession 9, being Part 1, Plan 40R-32693; Part of Lot 28, Registered Plan 98 and Part of Lots 17 and 18, Concession 9, being Part 1, Plan 40R-32956 File: Roadded.619 The section of road outlined in yellow on the attached map has been known locally as “Old Brock Road” since Brock Road (Regional Road #1) was built to by-pass the Hamlet of Claremont. The City has maintained this section of road as a public highway for at least 35 years, even though the Region of Durham was the registered owner. On October 22, 2025, the road lands were transferred into the ownership of the City by registration of Transfer DR2445758. The registered Transfer simply formalizes the City’s long-standing jurisdiction over this roadway. It is therefore appropriate to enact a by-law formally naming the road “Old Brock Road”. Attached is a location map and a draft by-law for the consideration of City Council at its meeting scheduled for January 26, 2026. - 175 - uftJ of Old Brock Road -Road Estab File: Roadded.619 P1CKER1NG Legal Description: Parts 1, 2 & 3, 40R32199; Part 1, 40R32692; Part 1, 40R32693; Part 1, 40R32956 City Development Date: Jan. 15, 2026 Department © The Corporation oflhe City of Pickerir,g Produced {11 part) under license from: © Kir,g's Printer, Ontario Ministry of Natural Resoorces . Al l rights reseived .: © His Majesty the King in SCALE: 1:15,0001 1 Right of Canada, Department of Natural Resources. Al rights reserwd.: © Teraoot En161'pris6s Inc. and i1s s~pjiel'S. Al l righ1s reserved.; @Municipal Property Assessment Corporal ion and ilssuppjiers.Al l rights reserved THIS IS NOT A PLAN OF SURVEY. L:\PLANNI NG\O 1-MapFiles\02 -Applications\Legal\Roadded\Roadded. 619\Roadded.6 19.aprx - 176 - The Corporation of the City of Pickering By-law No. 8227/26 Being a by-law to name Part of Lots 18 and 19, Concession 8 and Part of the Road Allowance between Lots 18 and 19, Concession 8, being Parts 1, 2 and 3, 40R-32199; Part of the Road Allowance between Lots 18 and 19, Concession 9, being Part 1, Plan 40R-32692; Part of Lot 18, Concession 9 and Part of the Road Allowance between Lots 18 and 19, Concession 9, being Part 1, Plan 40R-32693; Part of Lot 28, Registered Plan 98 and Part of Lots 17 and 18, Concession 9, being Part 1, Plan 40R-32956. (Old Brock Road) WHEREAS pursuant to the Municipal Act, S.O. 2001, c. 25, the Council of a local municipality may pass by-laws for giving names to or changing the names of highways on public property; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.The road comprising of Part of Lots 18 and 19, Concession 8 and Part of the Road Allowance between Lots 18 and 19, Concession 8, being Parts 1, 2 and 3, 40R-32199; Part of the Road Allowance between Lots 18 and 19, Concession 9, being Part 1, Plan 40R-32692; Part of Lot 18, Concession 9 and Part of the Road Allowance between Lots 18 and 19, Concession 9, being Part 1, Plan 40R - 32693; Part of Lot 28, Registered Plan 98 and Part of Lots 17 and 18, Concession 9, being Part 1, Plan 40R-32956 is hereby named Old Brock Road. By-law passed this 26th day of January, 2026. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 177 - Memo To: Susan Cassel January 20, 2026 City Clerk From: Paul Bigioni Director, Corporate Services & City Solicitor Copy: Director, City Development & CBO Subject: Request for Part Lot Control By-law - Owner: Seaton TFPM Inc. - Blocks 249, 250, 253, Plan 40M-2756; Part Block 255, Plan 40M-2756 being Parts 1 and 2, Plan 40R-32590 and Part Block 256, Plan 40M-2756 being Parts 17, 18, 19, 20 and 21, Plan 40R-32590 - File: PLC.40M-2756.1 Blocks 249, 250, 253, Plan 40M-2756; Part Block 255, Plan 40M-2756 being Parts 1 and 2, Plan 40R-32590 and Part Block 256, Plan 40M-2756 being Parts 17, 18, 19, 20 and 21, Plan 40R- 32590 are being developed in accordance with the appropriate Subdivision Agreement in such a manner to allow for the construction of 10 townhouse dwelling units. On March 25, 2024, Council passed By-law 8093/24, enactment of which exempted the subject lands from the part lot control provision of the Planning Act, R.S.O. 1990. We have been advised that, due to a delay in the Owner’s construction schedule, some of the townhouse dwelling units will not be completed and ready for private conveyance by the expiry date set out in By-law 8093/24 (March 25, 2026). Accordingly, a further by-law should be enacted, extending the expiry date to July 26, 2027. Attached is a location map and a draft by-law, enactment of which will exempt these lands from the part lot control provisions of the Planning Act. This draft by-law is attached for the consideration of City Council at its meeting scheduled for January 26, 2026. PB:ca Attachment Location Map Draft By-law - 178 - ~LK250, 40M 2756 \ Ra spberry M ews Gl ox ini a Street \\-----~------l / '- \\.------1-----J \\-----i-----J Q) ::, C Q) > <{ (\J in Cl C ·;;:; ~ CD \t------7-_ __J Q) C ai 'O ui Floribunda Garden s / _ Part2 Iri s h Moss Square ( I I -af:jof- PJ(KERJNG City Development Department I Location Map Part 18 Part20 _ I ~ File: PLC40M2756 Renewal Applicant: Arista Homes Part 21 I I I Legal Description: Block 250, 40M2756 and Parts 1, 2, 17, 18, 19, 20 and 21, 40R-32590 Date: Jan. 15, 2026 ©TheCorpOfatioooflheCityof Pickerir,gPioduced(inpart)underlicensefrom: ©Kir,g'sPrinter,OntanoM inistryofNatural Resoorces .Al l rights rese;ved.:©HisMajestylheKing in SCALE• 1 • 1 6QQ I Rig ht of Canada, Oepartmoot of Natural Resources . All rig hts reserved.:© Teraoot En16fpnses Inc. and I1s suppl iers. Al l ngh1s reser...ed : @Mumc 1pal Property Assessment Corpora1 1on and • • 1 its su ppl iers. Al l rights reserved THIS IS NOT A PLAN a= SURVEY. L:\PLANNING\01 -MapFiles\02 -Applications\Legal\Part Lot Control\Partl otControl_ 40M2756 -Copy\Partl otControl_ 40M2756_Renewal.aprx - 179 - The Corporation of the City of Pickering By-law No. 8228/26 Being a by-law to exempt Blocks 249, 250, 253, Plan 40M- 2756; Part Block 255, Plan 40M-2756 being Parts 1 and 2, Plan 40R-32590 and Part Block 256, Plan 40M-2756 being Parts 17, 18, 19, 20 and 21, Plan 40R-32590, Pickering from the part lot control provisions of the Planning Act. Whereas pursuant to the provisions of section 50(7) of the Planning Act, R.S.O. 1990, chapter P.13, as amended, the Council of a municipality may by by-law provide that section 50(5) of the Act does not apply to certain lands within a plan of subdivision designated in the by -law; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.Section 50(5) of the Planning Act, R.S.O. 1990, chapter P.13, as amended shall cease to apply to Blocks 249, 250, 253, Plan 40M-2756; Part Block 255, Plan 40M-2756 being Parts 1 and 2, Plan 40R-32590 and Part Block 256, Plan 40M-2756 being Parts 17, 18, 19, 20 and 21, Plan 40R-32590 . 2.This by-law shall remain in force and effect for a period of eighteen months from the date of the passing of this by-law and shall expire on July 26, 2027. By-law passed this 26th day of January, 2026. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 180 - Memo To: Susan Cassel January 20, 2026 City Clerk From: Paul Bigioni Director, Corporate Services & City Solicitor Copy: Director, City Development & CBO Subject: Request for Part Lot Control By-law - Owner: 1133373 Ontario Inc. - Lots 174, 175, 178 to 182, 185, 187, 224 to 227 and Blocks 288 to 321, Plan 40M-2758 - File: PLC.40M-2758.2 Lots 174, 175, 178 to 182, 185, 187, 224 to 227 and Blocks 288 to 321, Plan 40M-2758 are being developed in accordance with the appropriate Subdivision Agreement in such a manner to allow for the construction of 22 semi-detached and 206 townhouse dwelling units. On March 25, 2024, Council passed By-law 8094/24, enactment of which exempted the subject lands from the part lot control provision of the Planning Act, R.S.O. 1990. We have been advised that, due to a delay in the Owner’s construction schedule, some of the townhouse dwelling units will not be completed and ready for private conveyance by the expiry date set out in By-law 8094/24 (March 25, 2026). Accordingly, a further by-law should be enacted, extending the expiry date to July 26, 2027. Attached is a location map and a draft by-law, enactment of which will exempt these lands from the part lot control provisions of the Planning Act. This draft by-law is attached for the consideration of City Council at its meeting scheduled for January 26, 2026. PB:ca Attachment Location Map Draft By-law - 181 - f.---------------------------BLK 24s -------r ffiRlB Sea Mist Street Pisces Trail af:j of Location Map File: Part Lot Control 40M2758 PlCKERlNG Legal Description: Lots 47 to 53, 57 to 62, 74, 85 to 87, 98 to 102, 107 to 114, 121 to 127, 130 to 140, 174, 175, 178 to 182, 185, 187, City Development 224 to 227 and Blocks 288 to 321 Date: Feb. 16, 2024 Department © The Corpora\ioo oflhe City of Pickering Produced (in part) urlder IK:ense from : © King's Printer, Onlmio Ministry of Natural Resoorces. Al l rights rese;ved .; © His Majesty \he King in SCALE: 1:3,300 I Right of Canada, Departmoot of Natural Resources. All rights rese,ved_; © Teranet Enlefprises Inc . and its suppl iers. Al l rights reserved.;© Munic ipal Property As.sessmoot Corporntioo and itssuppl iers.All rightsreserved THIS ISNOTAPLANa= SURVEY. L:\PLANNI NG\O 1-MapFiles\Legal\Part Lot Control\Partl otControl _ 40M2758\PartlotControl _ 40M2758.aprx - 182 - The Corporation of the City of Pickering By-law No. 8229/26 Being a by-law to exempt Lots 174, 175, 178 to 182, 185, 187, 224 to 227 and Blocks 288 to 321, Plan 40M-2758, from the part lot control provisions of the Planning Act Whereas pursuant to the provisions of section 50(7) of the Planning Act, R.S.O. 1990, chapter P.13, as amended, the Council of a municipality may by by-law provide that section 50(5) of the Act does not apply to certain lands within a plan of subdivision designated in the by -law Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.Section 50(5) of the Planning Act, R.S.O. 1990, chapter P.13, as amended shall cease to apply to Lots 174, 175, 178 to 182, 185, 187, 224 to 227 and Blocks 288 to 321, Plan 40M-2758. 2.This by-law shall remain in force and effect for a period of eighteen months from the date of the passing of this by-law and shall expire on July 26, 2027. By-law passed this 26th day of January, 2026. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 183 -