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HomeMy WebLinkAboutMay 4, 2026 Executive Committee Meeting Minutes Electronic Meeting  May 04, 2026 - 02:00 PM  Chair: Mayor Ashe   Present:   Mayor K. Ashe Councillor M. Brenner  Councillor S. Butt Councillor L. Cook Councillor M. Nagy Councillor D. Pickles   Regrets:   Councillor L. Robinson    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 R. Holborn - Director, Engineering Services S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk C. Rose – Chief Planner J. Litoborski - Division Head, Municipal Law Enforcement Services N. Surti - Division Head, Development Review & Urban Design L. Arshad - Manager, Economic Development & Marketing A. Mostert - Manager, Landscape & Parks Development C. Whitaker - Manager, Sustainability & Strategic Environmental Initiatives A. Dunne - Principal Planner, Development Review L. Narraway - Supervisor, Animal Services J. SanAntonio - Supervisor, Equity, Diversity & Inclusion 1 A. Pereira - Coordinator, Community Energy Management J. Currie - Legislative Coordinator Call to Order/Roll Call The City Clerk certified that all Members of the Committee were present and participating  electronically, save and except Councillor Robinson. Disclosure of Interest No disclosures of interest were noted. Delegations There were no delegations. Matters for Consideration Chief Administrative Officer, Report CAO 04-26 Equity, Diversity, and Inclusion Strategy Progress Update 2025 Annual Report and 2026 Work Plan   Recommendation:   Moved By Councillor Brenner Seconded By Councillor Cook That Report CAO 04-26 regarding the City of Pickering’s 2025 Equity, Diversity and  Inclusion Annual Report and 2026 Work Plan be received for information.  Carried Chief Administrative Officer, Report CAO 05-26 Pickering Anti-Black Racism Taskforce   2025 Year End Report and Proposed 2026 Work Plan   Recommendation:   Moved By Councillor Pickles 1. 2. 3. 4. 4.1 4.2 Executive Committee Meeting Minutes May 04, 2026 2 Seconded By Councillor Nagy That Report CAO 05-26 regarding the Pickering Anti-Black Racism Taskforce  2025 Year End Report and Proposed 2026 Work Plan be received for  information; 1.  That Council approve the 2026 4th Annual Community event in celebration of  the International Day for People of African Descent, proposed for August 28,  2026, per ADM 040 Committees and Taskforces of Council Policy, and on  terms and conditions satisfactory to the Director, Community Services and the  Chief Administrative Officer; 2.  That Council authorize staff to issue a park permit to the Pickering Anti-Black  Racism Taskforce for the use of Esplanade Park, per CUL 070 Community  Festivals and Events Policy, for the Community Event in celebration of the  International Day for People of African Descent; and, 3.  That Council approve the 5th Annual Black Joy Holiday Market event on  November 13 and 14, 2026, per ADM 040 Committees and Taskforces of  Council Policy, and on terms and conditions satisfactory to the Director,  Community Services and the Chief Administrative Officer.   4.  Carried Director, Community Services, Report CS 11-26 Consulting Services for Design of a New Animal Shelter & Municipal Law Enforcement Services Offices Request for Proposal No. RFP2026-2   Recommendation:   Moved By Councillor Brenner Seconded By Councillor Butt That the proposal submitted by Unity Design Studio Inc. in response to  Request for Proposal No. RFP2026-2 for Consulting Services for Design of a  New Animal Shelter & MLES Offices, in the amount of $1,107,149.00 (net  HST) or $1,229,440.00 (HST included) be accepted; 1.  That the total gross project cost of $1,506,999.00 (HST included), including  the amount of the proposal, contingency, and other associated costs, and the  total net project cost of $1,357,099.00 (net HST) be approved; 2.  That the Director, Finance & Treasurer be authorized to finance the net project  cost of $1,357,099.00 (net HST) as follows: the sum of $284,061.00 to be funded from DC Protective Services a.  3.  4.3 Executive Committee Meeting Minutes May 04, 2026 3 Development Charges Reserve Fund; the sum of $784,754.00 be funded by a transfer from the Animal Shelter  Reserve Fund; and, b.  the sum of $288,284.00 be funded by a transfer from the Casino  Reserve; c.  That the Director, Community Services be authorized to execute the OAA 600  2021 A Contract with the above-mentioned consultant pursuant to Request for  Proposal No. RFP2026-2; and, 4.  That the appropriate officials of the City of Pickering be authorized to take the  actions necessary to implement the recommendations in this report. 5.  Carried Director, Engineering Services, Report ENG 05-26 Cognac and Valley Farm SWM Pond Cleanouts Request for Proposal No. RFP2026-4 Recommendation:   Moved By Councillor Brenner Seconded By Councillor Butt That the proposal submitted by Aquafor Beech Limited in response to  Request for Proposal No. RFP2026-4, Cognac and Valley Farm SWM Pond  Cleanouts, in the amount of $65,968.97 (net HST) or $73,255.64 (HST  included) be accepted; 1.  That the total gross project cost of $171,892.00 (HST included) including the  proposal fee amount, a contingency, and other associated costs, and the total  net project cost of $154,794.00 (net HST) be approved; 2.  That Council authorize the Director, Finance & Treasurer to finance the net  project cost of $154,794.00 (net HST) by a transfer from the Stormwater  Management Reserve Fund as approved in the 2026 Capital Budget; 3.  That the Director, Engineering Services be authorized to enter into and  execute the Form of Agreement with the above-mentioned consultant  pursuant to Request for Proposal No. RFP2026-4; and, 4.  That the appropriate officials of the City of Pickering be authorized to take the  actions necessary to implement the recommendations in this report. 5.  Carried Director, Engineering Services, Report ENG 06-26 4.4 4.5 Executive Committee Meeting Minutes May 04, 2026 4 Durham Meadoway Design Shared Services Memorandum of Understanding   A brief question and answer period ensued between Members of the Committee  and staff regarding: clarification regarding the Town of Ajax opting out of the Memorandum of  Understanding (MOU) and what impact that would have on the City of  Pickering's involvement in the MOU and its cost share; • Ajax Town Council passing a resolution to join back into the MOU and  participate in the Durham Meadoway Design Shared Services Memorandum  of Understanding after Report ENG 06-26 had been published in the May 4,  2026 Executive Committee Agenda; and, • whether recent vegetation management near the transmission corridor was an  annual undertaking by Hydro One or related to the Meadoway Design project. •   Due to the Town of Ajax deciding to rejoin the MOU, it was noted that the MOU  would be updated prior to its execution by the Mayor and City Clerk, to include the  Town of Ajax in accordance with Item 2 of the Report recommendation which allows  for revisions to the MOU acceptable to the Director, Engineering Services and the  Director, Corporate Services & City Solicitor.   Recommendation:   Moved By Councillor Brenner Seconded By Councillor Butt That Report ENG 06-26 regarding Durham Meadoway Design Shared  Services Memorandum of Understanding be received;  1.  That the Mayor and City Clerk be authorized to execute the Durham  Meadoway Design Shared Services Memorandum of Understanding in  substantially the same form as attached to this report, subject to revisions  acceptable to the Director, Engineering Services and the Director, Corporate  Services & City Solicitor; 2.  That the total gross project cost of $341,486.00 (HST included) and the total  net project cost of $307,519.00 (net HST) be approved; 3.  That the Director, Finance & Treasurer be authorized to fund the total net  project cost of $307,519.00 (net HST) as follows:  the sum of $153,759.00 be funded by a transfer from the Parks &  Recreation Development Charges Reserve Fund as approved in the  2026 Current Budget; a.  4.  Executive Committee Meeting Minutes May 04, 2026 5 the sum of $153,760.00 be funded by a transfer from the City Share  Development Charges Reserve as approved in the 2026 Current  Budget; and, b.  That the appropriate officials of the City of Pickering be authorized to take the  actions necessary to implement the recommendations in this report.  5.  Carried Director, Engineering Services, Report ENG 07-26 School Crossing Guard Program  Single Source - One Year Extension Quotation No. Q2023-37    A brief question and answer period ensued between Members of the Committee  and staff regarding the current number of school crossing guards that were under  contract through Carraway Inc.   Recommendation:   Moved By Councillor Nagy Seconded By Councillor Cook That Council approve the award of a one-year extension of the School  Crossing Guard contract to Carraway Inc. for the 2026/2027 school year in  accordance with the City’s Purchasing Policy Sections 09.03 (d); 1.  That Council authorize the Director, Finance & Treasurer to finance the 2026  portion of the School Crossing Guard Program in the amount of $264,730.00  (net HST) as approved in the 2026 Current Budget and that financing for 2027  portion, in the amount of $397,094.00 (net HST) be provided for in the 2027  Current Budget request, for a total amount of $661,824.00 (net HST); and, 2.  That the appropriate officials of the City of Pickering be authorized to take the  actions necessary to implement the recommendations in this report. 3.  Carried Director, Engineering Services, Report ENG 08-26 City Centre Park Preferred Concept Design        J. Ng, Partner, MJMA Architecture & Design, appeared before the Committee via  4.6 4.7 Executive Committee Meeting Minutes May 04, 2026 6 electronic connection to speak to the City Centre Park Preferred Concept Design.  Through the aid of a PowerPoint presentation, the delegate highlighted three initial  concept strategies, Urban Grove, Cultural Heart, and Island of Serenity and  presented a budget breakdown for each concept. J. Ng reviewed the features  associated with each concept and summarized community feedback received  through Artfest 2025 engagement as well as an online survey. The delegate noted  that community priorities included balancing civic and daily uses, natural  landscaping, and supporting civic and seasonal programming. J. Ng identified that a  combined approach was the preferred direction moving forward and that the most  popular features identified were a unique skating experience, a large open space to  host city gatherings, and an abundance of nature. J. Ng concluded by sharing costs  of comparative municipal projects and presented a preferred concept design, noting  a target construction cost of $18 million and outlined the anticipated project timeline.   A question and answer period ensued between Members of the Committee, J. Ng,  and staff regarding: whether the budget estimates had been presented during the community  engagement period; • whether the preferred features reflected the community feedback that had  been collected; • clarification that the Mobile Ice Mat System cost estimate represented an  annual cost and how it compared to the cost of alternate ice rink solutions; • clarification that the final proposal included refrigerated ice pads that were not  dependent on weather conditions; • clarification that the parkland was attained through parkland dedication under  the subdivision agreement with Centre Court; • whether project costs would be funded through development charges or  through the tax base; • the anticipated capacity for both summer events and festivals, as well as for  the winter ice rink; and, • what accessibility features were incorporated into the proposal.•   Recommendation:   Moved By Councillor Nagy Seconded By Councillor Butt That Council endorse the City Centre Park preferred concept design, as set  out in Attachment 1, consisting of an outdoor skating rink and trail, misting  water feature, amenity building with public washrooms, a staff area,  1.  Executive Committee Meeting Minutes May 04, 2026 7 mechanical/electrical room, and an ice re-surfacer storage room, walking  paths, site furniture, opportunities for public art, turf, planting beds, and trees; That staff and the consultant be authorized to proceed with the design  development and detailed design phase for the City Centre Park; and, 2.  That the appropriate officials of the City of Pickering be authorized to take the  actions necessary to implement the recommendations in this report. 3.  Carried Unanimously on a Recorded Vote Director, City Infrastructure, Report INF 06-26 Supply and Delivery of One 4 Ton Dump Truck with Plow and Wing   Request for Quotation No. RFQQ2026-14   Recommendation:   Moved By Councillor Butt Seconded By Councillor Pickles That the Quotation submitted by Premier Truck Group of London in response  to Request for Quotation No. RFQQ2026-14 for the Supply and Delivery of  One 4 Ton Dump Truck with Plow and Wing, in the amount of $467,078.00  (net HST) or $518,670.00 (HST included) be accepted; 1.  That the total gross project cost of $518,670.00 (HST included), and the total  net project cost of $467,078.00 (net HST) be approved; 2.  That Council authorize the Director, Finance & Treasurer, to finance the total  net project cost of $467,078.00 as approved in the 2026 Capital Budget, with  the funding source changed from 5-year debt financing to DC-Other Services  Related to Highway Reserve; 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. 4.  Carried Director, City Development & CBO, Report PLN 10-26 Development Application Approvals Process (DAAP) Fee Review Proposed Building, Planning and Engineering Service Fees S. Stephen, Managing Partner, Watson & Associates Economists Ltd. appeared  before the Committee via electronic connection to speak to the City of Pickering  Development Application Fees Review. Through the aid of a PowerPoint  4.8 4.9 Executive Committee Meeting Minutes May 04, 2026 8 presentation, the delegate advised that the objective of the study was to assess the  full cost of service and recommend improvements to the fee structure. S. Stephen  noted that the Planning Act, the Building Code Act, and the Municipal Act, governed  the fees and would inform both the full cost assessment and the recommendations.  S. Stephen provided an overview of the Activity-Based Costing (A.B.C.)  methodology used in the review and summarized the cost assessment and current  cost recovery levels. S. Stephen outlined the fee recommendations, reviewed the  approach taken in developing the recommendations, including a building permit  reserve fund forecast, and noted anticipated development fee impacts. S. Stephen  concluded by summarizing the stakeholder engagement and feedback received.   A question and answer period ensued between Members of the Committee, S.  Stephen, and staff regarding whether the fee recommendations would support  achieving full cost recovery and whether any grants or financial support from other  levels of government were available to offset the impacts of development charge  reductions.   Recommendation:   Moved By Councillor Brenner Seconded By Councillor Cook That the Development Applications Approvals Process (DAAP) Fee Review  prepared by Watson and Associates Economists Ltd. included as Attachment  1 be endorsed; 1.  That the recommended amendments to the City Development - Building and  Planning Fees and Development Services Fees included in Attachments 2, 3  and 4 to Report PLN 10-26 to establish fee adjustments, be approved; and  that the draft By-laws to adopt Fees be finalized and forwarded to Council for  enactment; 2.  That the recommended fees outlined in Attachments 2, 3 and 4 to Report PLN  10-26 take effect on July 1, 2026; 3.  That all Planning, Building, and Development Services Fees continue to be  indexed annually, based on the City‘s annual budgeted cost increases or  other appropriate index (i.e., the Municipal Price Index) to maintain the  proposed level of cost recovery; and, 4.  That the appropriate officials of the City of Pickering be authorized to take the  actions necessary to implement the recommendations in this report. 5.  Carried Executive Committee Meeting Minutes May 04, 2026 9 Director, City Development & CBO, Report SUS 02-26 Durham Greener Buildings Program and Challenge – City of Pickering Participation    Recommendation:   Moved By Councillor Brenner Seconded By Councillor Pickles That Report SUS 02-26 regarding the Durham Greener Buildings Program  and Challenge – City of Pickering Participation be received; 1.  That the Mayor and City Clerk be authorized to execute the Terms and  Conditions Enrollment form to participate in the Region of Durham’s Durham  Greener Buildings Challenge program, subject to minor revisions as may be  required by the Director, Corporate Services & City Solicitor and/or Chief  Administrative Officer; and, 2.  That the appropriate officials of the City of Pickering be authorized to take the  actions necessary to implement the recommendations in this report. 3.  Carried Director, City Development & CBO, Report SUS 03-26 2025 Sustainable Year-in-Review     Recommendation:   Moved By Councillor Butt Seconded By Councillor Pickles That Report SUS 03-26 regarding the 2025 Sustainable Pickering Year-in-Review  be received for information. Carried Member Updates on Committees There were no updates from Members on Committees. Other Business There was no other business. 4.10 4.11 5. 6. Executive Committee Meeting Minutes May 04, 2026 10 Adjournment Moved By Councillor Butt Seconded By Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 3:34 p.m. 7. Executive Committee Meeting Minutes May 04, 2026 11