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HomeMy WebLinkAboutDecember 4, 2017c;./yo/ DICKERING Executive Committee Agenda Monday, December 4, 2017 Council Chambers 2:00 pm Chair: Councillor Cumming Anything highlighted denotes an attachment or link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. To manoeuver back to the agenda page use the Ctrl + Home keys simultaneously, or use the "bookmark" icon to the left of your screen to navigate from one report to the next. For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Iroberts©pickering.ca PJCKER1NG Ce Executive Committee Meeting Agenda Monday, December 4, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming (I) Disclosure of Interest Pages (II) Delegations 1. Joseph Runza Re: Fundraising Initiatives for Lakeridge & East General Hospital Cancer Research (III) Matters for Consideration 1. Director, Community Services, Report CS 13-17 Pickering Sports Medicine & Wellness Centre -Lease Agreement Recommendation 1-22 1. That the Mayor and the City Clerk be authorized to execute a Lease Agreement set out in Attachment 1 to this report, pursuant to which Pickering Sports Medicine and Wellness Centre will be permitted to operate the "Wellness Centre" at the Pickering Recreation Complex from January 1, 2018 to December 31, 2022, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 2. Director, Community Services, Report CS 25-17 The Wellness Health Centre Ltd. -Lease Agreement Recommendation 23-43 For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Irobertspickering.ca DICKERING Executive Committee Meeting Agenda Monday, December 4, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming That the Mayor and the City Clerk be authorized to execute the Lease Agreement set out in Attachment 1 to this report, pursuant to which The Wellness Health Centre Ltd. will be permitted to operate the 'Wellness Spa" at the Pickering Recreation Complex from January 1, 2018 to December 31, 2022, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 2. That the appropriate officials of the City of Pickering be authorized to take 3. Director, Community Services, Report CS 31-17 44-113 Pickering Museum Village Policies Recommendation 1. That Council endorse Pickering Museum Village Policies as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; and That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 4. Director, Engineering Services, Report ENG 25-17 114-121 City of Pickering 2016 Road Needs Study Recommendation 1. That the City of Pickering 2016 Road Needs Study prepared by R.J. Burnside & Associates Limited, February 2017, be received for information; 2. That the 2016 Road Needs Study be used by staff as a resource document for identifying and planning maintenance, rehabilitation and reconstruction strategies, programs and projects for roads under the jurisdiction of the City of Pickering; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. DICKERING Executive Committee Meeting Agenda Monday, December 4, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming 5. Director, Finance & Treasurer, Report FIN 23-17 122-124 Section 357/358 of the Municipal Act — Adjustment to Taxes Recommendation 1. That the write-off of taxes as provided for in Attachment 1, in accordance with sections 357/358 of the Municipal Act, 2001 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. 6. Director, Finance & Treasurer, Report FIN 24-17 125-128 2018 Interim Spending Authority Recommendation 1. That the 2018 Interim Operating Expenditures be approved at 50% of the prior year's budget, including adjustments, as contained in Attachment 1, pending approval of the formal 2018 Current Budget by Council; and 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 7. Director, Finance & Treasurer, Report FIN 25-17 2018 Temporary Borrowing By-law Recommendation 129-133 1. That the temporary borrowing limit of $45 million be established to meet 2018 current expenditures pending receipt of taxes and other revenues for the period of January 1, 2018 to September 30, 2018 inclusive, and $22 million thereafter until December 31, 2018; 2. That the temporary borrowing limit for capital purposes for 2018 be established at $34 million; 3. That the attached draft by-law providing for the temporary borrowing of monies be enacted; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. DICKERING 06' Executive Committee Meeting Agenda Monday, December 4, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming 8. Director, Finance, & Treasurer, Report FIN 26-17 , Establishment of the Public Benefits Reserve Fund Recommendation 134-137 1. That Report FIN 26-17 of the Director, Finance & Treasurer regarding the establishment of the Public Benefits Reserve Fund, in accordance with Section 37 of the Planning Act be received; 2. That Council approve the establishment of the Public Benefits Reserve Fund; 3. That the attached By-law be enacted; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 9. Director, Finance & Treasurer, Report FIN 27-17 Insurance Renewal — January 1, 2018 to December 31, 2018 Recommendation 138-160 1. That the City of Pickering renew its property, liability and other insurance policies through Jardine Lloyd Thompson Canada Inc. (JLT) for the period January 1, 2018 to December 31, 2018 in the amount of $558,615 (plus applicable taxes) and inclusive of terms and conditions acceptable to the Director, Finance & Treasurer; 2. That the insurance coverage through JLT be for a period of one (1) year with an option in favour of the City to extend the coverage on the same terms and conditions for two further one year renewal terms, subject to Council approval; 3. That L.V. Walker & Associates be confirmed as the City's Adjuster of Record for property, liability and other insurance and related matters; 4. That the Director, Finance & Treasurer be authorized to settle any claims including employing resources to investigate and defend claims, adjusting and legal fees, where it is in the City's interest to do so; DICKERING Executive Committee Meeting Agenda Monday, December 4, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming 5. That the Director, Finance & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as,becomes desirable or necessary to limit potential liability exposure and to protect the assets of the City and its elected officials and staff; and 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 10. Fire Chief Report FIR 02-17 161-167 Supply and Delivery of One New Latest Model Year Pumper Rescue Apparatus -Quotation No: Q-56-2017 Recommendation 1. That Quotation No. Q-56-2017 submitted by Dependable Truck & Tank, Ltd. for the supply and delivery of one new latest model year pumper rescue apparatus in the amount of $797,672.65 (HST included) be accepted; 2. That the total gross project cost of $1,046,273.00 (HST included), including the proposal amount and other associated costs, and the total net project cost of $942,201.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the project as follows: a) the sum of $892,201.00 to be funded from Development Charges Reserve Fund — Fire Services; b) the sum of $50,000.00 to be funded from Third Party Contribution Reserve Fund — OPG Contribution; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 11. Director, Corporate Services & City Solicitor, Report LEG 10-17 168-178 Proposed Election Sign By-law Recommendation 1. That the City of Pickering enact the Election Sign By-law attached to this Report; C4 ah P1CKERI NG Executive Committee Meeting Agenda Monday, December 4, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this Report. (IV) Other Business (V) Adjournment DICKERING Cdy Report to Executive Committee Report Number: CS 13-17 Date: December 4, 2017 From: Marisa Carpino Director, Community Services Subject: Pickering Sports Medicine & Wellness Centre - Lease Agreement - File: A-1440 Recommendation: 1. That the Mayor and the City Clerk be authorized to execute a Lease Agreement set out in Attachment 1 to this report, pursuant to which Pickering Sports Medicine and Wellness Centre will be permitted to operate the "Wellness Centre" at the Pickering Recreation Complex from January 1, 2018 to December 31, 2022, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Angela Dye Physiotherapy Professional Corporation has an existing Lease Agreement with the City of Pickering to operate Pickering Sports Medicine & Wellness Centre for the period of January 1, 2013 to December 31, 2017. Pickering Sports Medicine Centre includes approximately 1,400 square feet of space on the 2nd floor of the Pickering Recreation Complex. The Community Services Department recommends that a renewal agreement be initiated with Pickering Sports Medicine & Wellness Centre. Financial Implications: The revenue generated through rental payments made by Pickering Sports Medicine & Wellness Centre from January 1, 2018 to December. 31, 2018 will be $28,700.00 (plus HST). This is an increase of 5.5% from the rate in 2017 of $27,193.68 (plus HST). Please note that for each successive year of this renewal lease, the annual rent shall increase by an amount equal to any increase in the Consumer Price Index for Ontario as established by Statistics Canada for the period between October and November of the previous year of the renewal lease. Discussion: Pickering Sports Medicine & Wellness Centre operates as a sports medicine out-patient clinic with the services of physiotherapy, massage therapy and visiting 1 Report CS 13-17 December 4, 2017 Subject: Pickering Sports Medicine & Wellness Centre Page 2 Orthopedic Surgeon. The business is owned by Angela Dye, Registered Physiotherapist and services are implemented by Health Care Professionals. On May 5, 2003, Council enacted By-law #6130/03 to authorize the execution of an Amending Lease Agreement with Pickering Sports Medicine & Wellness Centre to lease space at the Pickering Recreation Complex for the operation of the Wellness Centre and Wellness Spa. The Lease Agreement was renewed for the period of January 1, 2009 to December 31, 2013. In 2013, Pickering Sports Medicine & Wellness Centre and the Wellness Spa separated into 2 distinct businesses owned and operated by different proprietors. As a result, individual Lease Agreements were prepared for both Angela Dye Physiotherapy Professional Corporation and The Wellness Health Centre Limited, owned by Sonia Fernandes and Grace Brito. The 2 businesses have been operating autonomously with separate Lease Agreements for the period of January 1, 2013 to December 31, 2017. Pickering Sports Medicine & Wellness Centre offers services that are compatible with the City's mandate to encourage the development of balanced and healthy lifestyles contributing to the well- being of both mind and body. Pickering Sports Medicine & Wellness Centre has operated in a professional manner that has satisfied the City. The Community Services Department recommends that the Lease Agreement included as Attachment 1 be initiated for a 5 year term beginning January 1, 2018 and ending December 31, 2022. Attachments: 1. Lease Agreement 2 Report CS 13-17 December 4, 2017 Subject: Pickering Sports Medicine & Wellness Centre Page 3 Prepared By: Jody Morris Manager, Facility Programs & Administration MC:jm Approved/Endorsed By: Marisa Carpino Director, Community Services Recommended for the consideration of Pickering City Council Tony Prevedel, P. Eng. Chief Administrative Officer cif1 2017 3 This Lease made in duplicate this day of , 2017. Between: Angela Dye Physiotherapy Professional Corporation carrying on business as Pickering Sports Medicine & Wellness Centre (the "Tenant") -and- The Corporation of the City of Pickering (the "Landlord") Now therefore this agreement witnesseth that, in consideration of the rents, covenants and agreements hereinafter reserved and contained on the part of the Tenant to be paid, observed and performed, the Landlord hereby Leases to the Tenant during the term of this agreement (hereinafter referred to as the "Lease") one room containing approximately 1,400 square feet located in the Pickering Recreation Complex located at 1867 Valley Farm Road, Pickering, Ontario to operate a sports medicine & wellness centre (hereinafter referred to as the "Premises"). Definitions In this Lease, (a) "Commencement Date" means January 1, 2018; (b) "Lease" means this lease as it maybe amended from time to time; (c) "Premises" means one room as set out in Schedule A containing approximately 1,400 square feet located at the Pickering Recreation Complex to operate a sports medicine & wellness centre at 1867 Valley Farm Road, in the City of Pickering, Regional Municipality of Durham; (d) "Term" means the term of this Lease as set out in Section 1.0; and (e) "Rent" means the rent payable pursuant to Section 2.0. 1.0 Term The term of this Lease (hereinafter referred to as the "Term") shall commence on the 1St day of January, 2018 and shall end on the 31st day of December, 2022, provided that the Tenant shall have the option thereafter of one additional five (5) year Term on the provision that at least two (2) months prior written notice of the renewal period is given by the Tenant to the Landlord of the Tenant's intent to renew the Lease and provided further that the Tenant shall have been a Tenant in good standing throughout the entire 4 Term of the Lease determined solely by the Landlord and provided further there has been no breach of any provisions of the Lease at any time by the Tenant. Each successive renewal shall be based on the same Terms and conditions as set out herein, save and except for the amount of rent payable. Rent payable for the renewal Term shall be as mutually agreed upon by both the Landlord and the Tenant at least one month prior to the commencement of the renewal Term. Failing such mutual agreement, this Lease shall be at an end and the Tenant shall vacate the Premises upon expiration of the original Term. 1.1 Upon the expiration of the Term, or if the Landlord shall become entitled to Terminate and shall declare this Lease to be Terminated pursuant to any provisions hereof, the Tenant shall surrender to the Landlord possession of the Premises and all of the fixtures and improvements erected thereon (all of which the Tenant acknowledges to be the property of the Landlord without any claim by or compensation to the Tenant), all the lights of the Tenant under this Lease shall Terminate (but the Tenant shall notwithstanding such Termination, be liable to the Landlord for any loss or damage suffered by the Landlord by reason of any default of the Tenant). 1.2 No early Termination of possession of the Premises shall release the Tenant from its obligations under the Terms herein unless such Termination is consented to by the Landlord in writing. 2.0 Base Rent 2.1 The Tenant shall pay base rent to the Landlord in the amount of $28,700.00 per annum ($2,391.67 per month) plus applicable H.S.T. throughout the Term of the Lease. 2.2 For each successive year of the Term, the annual rent shall increase by an amount equal to any increase in the Consumer Price Index for Ontario as established by Statistics Canada for the period between October and November of the previous year of the Term. 2.3 Rent shall be payable monthly. Prior to the commencement of each year of the Term, the Tenant shall provide to the Landlord, twelve (12) post-dated cheques, dated the first day of each and every month of the ensuing year, made payable to The Corporation of the City of Pickering. 3.0 Taxes 3.1 The Tenant covenants that it shall pay all taxes, if applicable, license fees and all other taxes or grants paid in lieu thereof or in addition thereto against or attributable to all Leasehold improvements, equipment and facilities and the Premises and the operation of the Tenant's business thereon. 2 5 3.2 In the event of the failure of the Tenant to make any such payments called for in this paragraph directly to the relevant authority, the Landlord may make any such payment and any amounts so paid by the Landlord shall be payable by the Tenant to the Landlord forthwith upon demand and shall be considered by the Landlord and the Tenant to be rent for the purposes of this Lease. 4.0 Payment of Rent 4.1 The Tenant covenants that at the times and in the manner provided in this Lease, it will pay in lawful money of Canada to the Landlord, at the address of the Landlord set out herein or at such other place as the Landlord may designate from time to time, the rent hereby reserved and all other amounts payable by the Tenant pursuant to the Terms of this Lease (all of which other amounts it is hereby agreed between the parties are payable as additional rent and recoverable by the Landlord from the Tenant as rent including H.S.T. and all applicable taxes and the facility usage fee), without any deduction or set-off whatsoever, or any abatement except as expressly provided under this Lease. 4.2 If the Tenant fails to pay, when same is due and payable, any rent and all other amounts payable by the Tenant pursuant to the herein Lease, such unpaid amounts shall bear interest from the due date thereof to the date of payment at a rate per annum which is two (2) percentage points in excess of the minimum lending rate to prime commercial borrowers current at the due date charged by any Canadian chartered bank designated by the Landlord from time to time, subject to annual compounding. 5.0 Use 5.1 The Tenant shall use the Premises only for the purpose of a wellness clinic, which scope of services will include an orthopaedic surgeon, physiotherapy, myofacial reLease, comprehensive cardiac rehab program, a kinesiologist, occupational therapy, social work, chiropractic treatment, holistic nutritional counseling, massage therapy, homeopathy, acupuncture, an orthotist and bracing specialist and the sale of wellness -oriented products. 5.2 The Tenant covenants that it will not provide any other services, other than those identified in 5.1 above, without first obtaining the prior written consent of the Landlord, which consent may not be unreasonably withheld. 5.3 The Tenant covenants that it will provide, at its sole expense, visible signage in its reception area throughout the Term of this Lease that identifies to its patients the services it provides and stating that the services are independent of the Landlord. The signage shall be approved by the Landlord prior to being displayed. 6 5.4 The Tenant shall provide to the Landlord a copy of a standardized written waiver which shall state that the scope of services being provided by the Tenant are independent of The Corporation of the City of Pickering. Such waiver shall be provided to the Landlord for approval prior to the commencement of the Tenant's business being conducted on the Premises. The Tenant shall further provide such waiver to the Tenant's clients and patients prior to providing or delivering any services. 5.5 Services provided by the Tenant shall be supervised by a duly licensed health professional and registered to provide wellness services in the Province of Ontario. Each employee and contracted service provider of the Tenant shall be duly licensed to carry out any service to be provided by such employee and contracted service provider as may be provided by any statute or regulation of any legislative authority. 6.0 Sale of Products 6.1 The Tenant covenants that it shall only sell product lines that are wellness - oriented. Such products include the following: • Braces • cervical pillows • lumbar back support • tubing -therapeutic • orthotics • cervical collars. • seating products • cervical hot packs • tens machines — portable • bottled water 16.5 oz. 6.2. The Tenant covenants that it will not provide for resale any product other than those identified in 6.1 above, without first obtaining the prior written consent of the Landlord, which consent may not be unreasonably withheld. 6.3 The Landlord reserves the right to restrict the sale of any items which the Landlord, in its sole discretion, considers distasteful and/or not in the best interest of the general public. 7.0 Hours of Operation 7.1 The Tenant covenants to operate its business only on those days when the Pickering Recreation Complex is open to the public. The Tenant shall operate within the same operating hours as the Pickering Recreation Complex's operating schedules, which operating schedules shall be determined solely by the Landlord from time to time. 4 7 7.2 The Tenant acknowledges that the Landlord reserves the right to alter the operating schedules and further acknowledges that the Landlord will not be responsible for any losses or damages including any lost revenues and/or additional expenses incurred by the Tenant due to operating schedule changes and/or Pickering Recreation Complex closures, for any reason whatsoever. 7.3 In addition to scheduled closings, the Pickering Recreation Complex shall be closed or have reduced hours on the following holidays: • New Year's Eve closed at 12:00 noon; • New Year's Day; • Family Day Closed at 5:00 pm; • Good Friday; • Easter Sunday; • Victoria Day; • Canada Day; • Civic Holiday; • Labour Day; • Thanksgiving; • Christmas Eve Closed at 12:00 noon; • Christmas Day; • Boxing Day; and, • any other holiday declared by the Landlord. 8.0. Utilities/Telephone Service 8.1 The Landlord shall supply heat, hydro, water and air-conditioning to the Premises at its sole expense. 8.2 The Landlord reserves the right to prohibit the Tenant from installing or using any equipment that requires increased voltage, which may result in additional costs to the Landlord. 8.3 The installation, removal and daily supply of telephone service shall be at the Tenant's sole expense. 9.0 .Leasehold Improvements The Tenant is responsible for construction, painting, decorating, maintenance, replacement, repair and insurance of the Tenant's Leasehold improvements, equipment, fixtures and facilities on the Premises and shall abide by the Terms as provided for in paragraph no. 11 herein. 5 10.0 Entry to the Premises 10.1 The Landlord shall provide the Tenant with keys to the Premises. The Tenant shall not, without prior written consent of the Landlord, change the lock on the Premises or place additional locks upon the door of the Premises and shall not permit any duplicate key to be made. 10.2 The Tenant acknowledges that the Landlord will keep in its possession keys that would provide access to the Premises by the Landlord in the event it becomes necessary to enter the Premises during a time when the Tenant's business is not operating. 10.3 The Tenant covenants and agrees that upon the Landlord becoming entitled to re-enter the Premises under any of the provisions of this Lease, the Landlord in addition to all other rights shall have the right to enter the Premises as the agent of the Tenant either by force or otherwise, without being liable for any prosecution therefore and to relet the Premises as the agent of the Tenant, and to receive the rent therefore and, as the agent of the Tenant, to take possession of any furniture or other property on the Premises and to sell same at public or private sale without notice and to apply the proceeds of such saleand any rent derived from reletting the Premises upon account for the rent and additional rent and facility usage fees under this Lease and the Tenant shall be liable to the Landlord for the deficiency, if any. 11.0 Alterations & Improvements 11.1 The Tenant covenants not to make or erect in or to the Premises any installations, alterations, additions or partitions without submitting drawings and specifications to the Landlord and without obtaining the Landlord's prior written consent in each instance, which consent shall not be unreasonably withheld. The Tenant must further obtain the Landlord's prior written consent to any change or changes in such drawings and specifications submitted as aforesaid. such work may be performed by contractors engaged directly by the Tenant provided a written contract is approved in writing by the Landlord and subject to all reasonable conditions which the Landlord may impose; without limiting the generality of the foregoing, any work performed by or for the Tenant shall be performed by competent workers whose labour union affiliations are not incompatible with those of any workers who may be employed by the Landlord, its contractors or subcontractors' the Tenant shall pay, when due, the costs of all such work and of all materials, labour and services involved therein provided that any such payments may be withheld pursuant to the provisions of Construction Lien Act (Ontario). The workmen performing works on the Premises shall provide satisfactory evidence of insurance to the Landlord prior to commencing any works on the Premises. 6 9 11.2 The contractor shall obey all federal, provincial and municipal laws, acts, ordinances, regulations, orders -in -council and by-laws which could in any way pertain to the work outlined in the contract or to the employees of the Tenant. Without limiting the generality of the foregoing, the contractor shall satisfy all applicable statutory requirements imposed by the Occupational Health and Safety Act and regulations made thereunder. 11.3 The Tenant covenants that it will not suffer or permit any mechanics or other liens for work, labour, service or materials ordered by it or the cost of which it may be in any way obligated to pay to attach to the Premises and that, whenever and so often as any such liens shall attach or claims therefore shall be filed, the Tenant shall, within twenty (20) days after the Tenant has notice of the claim for lien, procure the discharge thereof by payment or by giving security or in such other manner as may be required or permitted by law. 11.4 The Tenant acknowledges that all renovations and constructions to the Premises become part of the Premises and shall be deemed to be the property of the Landlord. Renovations and constructions are not to be dismantled or destroyed at either the end or Termination of the Lease. 11.5 All alterations, renovations and new construction must be approved by the Landlord and must be completed under the authority of a building permit issued by the Landlord. All related permit fees and costs including the provision of any diagrams, architectural plans and architectural fees are at the expense of the Tenant. 12.0 Maintenance 12.1 The Tenant covenants and agrees to keep and maintain during the Term and to deliver up at the end of the Term (or such earlier or later Termination of this Lease as is provided for herein), the Premises in a state of good maintenance, cleanliness and repair. The Tenant covenants to permit representatives of the Landlord on site at any time for the purpose of inspection and to determine compliance with this provision. 12.2 The Tenant will covenant that it will be responsible for maintenance of its own property and equipment. 12.3 The Landlord reserves the right to close sections of the Premises, or the whole area of the Premises, as required for maintenance from time to time. The Tenant shall have no right to claim for any losses or damages to the, Tenant arising from such closures by the Landlord. 12.4 The Landlord reserves the right to enter and view the state of maintenance and repair of the Premises. The Tenant agrees to repair according to notice in writing any deficiencies, and in the event the Tenant neglects to make said repairs and 10 carry out the necessary maintenance with five (5) days of such notice by the Landlord, the Landlord may enter the Premises and make such repairs and carry out such maintenance at its option and at the expense of the Tenant, which sum must be paid by the Tenant within ten (10) days after receiving notice in writing from the Landlord of the costs incurred by the Landlord. In the event the Tenant neglects to pay such costs as set out in writing, such expense may be set off against the security deposit held by the Landlord. 12.5 The Landlord shall give the Tenant 24 hours notice with respect to the inspection and maintenance of the Premises (except in an emergency, in which case, the Landlord shall give such notice, if any, as is practicable). 13.0 Garbage Removal 13.1 The Tenant shall be responsible, at its own expense, for the daily removal of its garbage from the Premises to a location designated by the Landlord, with the exception of any medical wastes, in which case the Tenant shall be responsible for both the safe removal and disposal of such medical wastes from the Premises. 14.0 Signs 14.1 The Tenant shall not display any sign, picture, advertisement, notice or lettering on the inside or outside of the Pickering Recreation Complex facility without the prior written consent of the Landlord, which consent may not be unreasonably withheld. 14.2 The parties agree that the Landlord will provide an area in the main lobby of the Pickering Recreation Complex for the Tenant to display a sign at the Tenant's sole expense in accordance with Section 14.1 above, advising the patrons of the Pickering Recreation Complex of the Tenant's operations and its location within the Pickering Recreation Complex, noting thereon that the Tenant's operation is a service supplied independent of the Landlord. 14.3 The Landlord reserves the right to have the Tenant immediately remove, upon written notice, any sign, picture, advertisement, notice or lettering on the inside of the Premises, which the Landlord at its sole discretion considers inappropriate or offensive, or in contravention of this Lease or any other agreement to which the Landlord may be bound. 14.4 The Tenant covenants that any additional advertising within the Pickering Recreation Complex shall be subject to the parties hereto entering into an advertising agreement, which agreement will be subject to additional costs to the Tenant for such a service. 8 11 15.0 Rules and Regulations 15.1 During the Term of this Lease, the Tenant agrees to comply with the various rules and regulations, policies and procedures, as amended from time to time, put in place by the Landlord, including but not limited to the Landlord's the Harassment Policy. 15.2 The parties agree that the Landlord shall be entitled from time to time, to establish reasonable rules and regulations with respect to the use of the Premises, hours of operation and common areas used by the Tenant, its employees and all persons visiting or doing business with it including rules relating to the parking of vehicles in connection with the Tenant's business. The Tenant, its employees and all persons visiting or doing business with it agree to comply with all such rules and regulations and to fully co-operate in avoiding obstruction and/or conflict with the operation and services of the Pickering Recreation Complex and third parties. The Tenant, its employees and all persons visiting or doing business with it agree to alter or modify their use of the Pickering Recreation Complex and common areas when so requested by the LandFord from time to time. 16.0 Indemnity of Tenant 16.1 The Tenant covenants to indemnify the Landlord against any and all claims, actions, damages and liability (including, without limiting the generality of the foregoing, all claims for personal injury, death and/or property damage) and also damages arising from any breach of this Lease by the Tenant or from any act or omission of the Tenant or those for whom the Tenant is at law responsible in or around the Premises and against all costs incurred in connection with any such claim, except as provided in section 17 below. 17.0 Indemnity of Landlord 17.1 The Landlord shall not be liable for any loss or damage to any property belonging to the Tenant or to any other persons or for any injury to any person while such person or property is on the Premises unless such loss, damage or injury is caused directly by the negligence of the Landlord, or those for whom the Landlord is at law responsible. 18.0 Insurance 18.1 Prior to occupying the Premises, the Tenant shall, at its own expense, shall provide: (a) Commercial General Liability insurance, identifying The Corporation of the City of Pickering as an additional insured, including coverage for bodily injury including death, personal injury, property damage, contractual 12 liability, Tenant's legal liability, non -owned automobile liability, on an occurrence basis with respect to the business carried on at the Premises and the Tenant's use and occupancy of the Premises, with coverage for any one occurrence of not less than $5,000,000, and shall contain a cross liability, severability of insured clause which shall protect the Landlord in respect of claims by the Tenant as if the Landlord was separately insured; (b) All risk property insurance covering the Leasehold improvements, trade fixtures, furniture and equipment in the Premises for not less than the full replacement cost thereof. The policy shall contain a waiver of subrogation in favour of the Landlord; (c) Professional malpractice insurance in the amount of not less than $2,000,000 per claim. Such insurance shall provide coverage for all services in the rendering of, or failure to render, professional services in connection with the lease. Upon termination of the Lease the policy shall remain in force for twelve (12) months. (d) A certificate of insurance coverage in a form satisfactory to the Landlord, prior to the Tenant taking possession of the Premises, which insurance coverage shall be kept in full force and effect throughout the Term of the Lease and any renewal(s) thereof. 18.2 The Tenant covenants with the Landlord that the Tenant, in its use and occupation of the Premises, will not do or omit or permit to be done or omitted anything which shall cause any insurance premium of the Landlord to be increased, and if any insurance premium shall be so increased, the Tenant shall pay to the Landlord forthwith upon demand the amount of such increase. if notice of cancellation or lapse shall be given respecting any insurance policy of the Landlord or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Premises or any part thereof, the Tenant shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the Landlord and if the Tenant shall fail to do so the Landlord may, at its option, Terminate this Lease forthwith by notice in writing and the Tenant shall immediately surrender possession of the Premises to the Landlord and thereupon rent and all other amounts for which the Tenant is liable under this Lease shall be apportioned and paid in full to the date of surrender; provided that the Tenant shall have the right to replace such cancelled insurance at any time prior to the Landlord's notice of Termination. If the Premises are at any time destroyed or damaged as a result of fire, the elements, accident or other casualty, not caused by the Tenant, rendering the Premises untenantable and, if in the opinion of the Landlord the Premises cannot be rebuilt or repaired within sixty (60) days of the damage, the Landlord and the Tenant may mutually agree to Terminate this agreement and thereupon the Tenant will pay all applicable rent due and additional fees owing to the Landlord, which rent and fees will be apportioned and paid to the date of the damage. 10 13 18.3 If the Premises are at any time destroyed or damaged as a result of fire, the elements, accident or other casualty, not caused by the Tenant, rendering the Premises untenantable and, if the opinion of the Landlord, the Premises can be rebuilt or repaired within sixty (60) days of the damage, the Landlord shall commence to repair or rebuild the Premises to the extent only as the Premises existed prior to the date of this Lease (not including the Tenant's improvements) and only to the extent of the insurance proceeds actually received by the Landlord. 19.0 Deliveries 19.1 The Landlord has the right to restrict the hours of deliveries to the Tenant at its sole discretion. 20.0 Disclaimer 20.1 The Tenant agrees to provide each patient witha written notice that the Tenant's services are being provided independent of The Corporation of the City of Pickering and to obtain a written acknowledgment from the patient/client releasing The Corporation of the City of Pickering from any claims arising from the Tenant's services. 21.0 Complex Fitness Room/Cardio Annex and Pool 21.1 The Landlord covenants to allow the Tenant's patients to use the fitness room, cardio annex, members' change room whirlpool, pool and pool area, in the Pickering Recreation Complex only (collectively, the "Fitness Facilities"), pursuant to sections 21.2, 21.3, 21.4 and 21.5 below. 21.2 The Tenant covenants that its patients will use the Fitness Facilities only during their wellness clinic appointments and only under the direct supervision of a uniformed wellness clinic therapist/healthcare provider. The Tenant acknowledges and agrees that a group of patients shall be limited to three (3) and all patients must be in visual contact with the wellness clinic therapist/healthcare provider. 21.3 Usage by the Tenant's patients for treatment purposes shall not adversely affect the Landlord's members' use of any of the Fitness Facilities and as such the Landlord reserves the right to limit the number of wellness clinic patients using the Fitness Facilities at any one time. 21.4 Usage by the Tenant's patients of the Fitness Facilities shall be determined and monitored by the Landlord. Usage by the Tenant under this section 21 shall be by means of an access card issued by the Landlord. 11 14 22.0 Notice 22.1 The Landlord has the right, notwithstanding section 1 herein, to cancel this Lease for any reason by giving the Tenant six (6) months written notice of its intention to cancel. The Landlord shall not be liable for costs or damages of any kind caused to the Tenant by such cancellation. 22.2 Wherever notice is permitted or required to be given hereunder by either party hereto, it must be given in writing and is sufficiently given if served personally on an officer of the party to whom notice is being given, delivered by facsimile to the telephone, number below with confirmation of receipt or if mailed by registered mail postage prepaid addressed to the Tenant at: Pickering Sports Medicine & Wellness Centre 1867 Valley Farm Road Pickering, ON LIV 3Y7 Attention: Angela Dye Fax: 905.839.8806 and to the Landlord at: The Corporation of the City of Pickering Civic Complex One The Esplanade Pickering, ON L1V 6K7 Attention: City Clerk Fax: 905.420.9685 or to such other address as either party may designate by notice given from time to time in accordance with this paragraph. 22.3 Any notice given personally shall be conclusively deemed to have been given and received on the date of service. 22.4 Any notice mailed as aforesaid shall be conclusively deemed to have been given and received on the third day following the date on which it is mailed as aforesaid provided that if there is a disruption or threatened disruption in the postal service in the postal area through which such notice must be sent, notice must be given personally or by means of printed electronic or printed telephonic communications. 12 15 23.0 Default 23.1 It is hereby expressly agreed that if and whenever the rent or any additional rent or fees hereby reserved or any part thereof shall not be paid on the day appointed for payment thereof, whether lawfully demanded or not, or in case of breach or non -observance or non-performance of any of the covenants, agreements, provisos, conditions or rules and regulations on the part of the Tenant to be kept, observed or performed after two (2) business days after written notice of default has been given by the Landlord to the Tenant, or in case the Premises shall be vacated or remain unoccupied for five (5) days or in case the Term shall be taken in execution or attachment for any cause whatever, then and in every such case, it shall be lawful for the Landlord thereafter to enter into and upon the Premises or any part thereof in the name of the whole and the same to have again, repossess and enjoy as of its former estate, anything in this Lease contained to the contrary notwithstanding. 24.0 Bankruptcy 24.1 In the event that the Premises shall be used by any person other than the Tenant or for any other purpose than that for which the same were let without the prior written consent of the Landlord or in the case the Term or any of the goods and chattels of the Tenant shall be at any time seized in execution or attachment by any creditor of the Tenant or the Tenant shall make any assignment for the benefit of creditors or any bulk sale or become bankrupt or insolvent or take the benefit of any act now or hereafter in force for bankrupt or insolvent debtors, or, if the Tenant is a corporation and any order shall be made for the winding -up of the Tenant, or other Termination of the corporate existence of the Tenant, then in any such case this Lease shall, at the option of the Landlord, cease and desist and the Term shall immediately become forfeited and void and the Landlord may re-enter and take possession of the Premises as though the Tenant or other occupant or occupants of the Premises was or were holding over after the expiration of the Term without any right whatever. 25.0 Distress 25.1 The Tenant waives and renounces the benefit of any present or future statute taking away or limiting the Landlord's right of distress, and covenants and agrees that notwithstanding any such statute none of the goods and chattels of the Tenant on the Premises at any time during the Term or any renewal thereof shall be exempt from levy by distress for rent in arrears. 26.0 No Waiver 26.1 No condoning, excusing or overlooking by the Landlord or the Tenant of any default, breach or non -observance by the other at any time or times in respect of any covenant, proviso or condition herein contained shall operate as a waive of 13 16 the Landlord's ,or the Tenant's rights hereunder in respect of any continuing or subsequent default, breach or non -observance, or so as to defeat or affect in any way the rights of the Landlord or the Tenant herein in respect of any such continuing or subsequent default or breach and no waiver shall be inferred from or implied by anything done or omitted by the Landlord or the Tenant save only express waiver in writing. All rights and remedies of the Landlord and the Tenant in this Lease contained shall be cumulative and not alternative. 27. Compliance with Laws 27.1 The Tenant covenants to comply, at its own expense, with all present and future provisions of law concerning the Premises including, without limiting the generality of the foregoing all laws, ordinances, requirements, order, directives, permits, rules and regulations of all governmental authorities. 27.2 The Tenant acknowledges that it has taken all reasonable steps to satisfy itself that the proposed use of the Premises complies with applicable laws and regulations. The Tenant shall not hold the Landlord responsible for any losses or damages incurred by the Tenant should it be determined that the proposed use is not permitted under the applicable laws and regulations. 28.0 Assignment 28.1 This Lease and possession of the Premises shall not be assigned, sublet or otherwise transferred in whole or in part by the Tenant to any other party without first obtaining written consent of the Landlord which consent may be unreasonably withheld. 29.0. Governing Law 29.1 This Lease shall be governed and construed in accordance with the laws of the Province of Ontario. 30.0 No Registration of Notice 30.1 The Tenant covenants that it will not register this Lease or any notice thereof against the title to the Premises. 31.0 Guarantee 31.1 The parties agree that this Lease agreement shall be conditional upon the Landlord receiving an executed personal guarantee by Angela Dye prepared in the form attached hereto as Schedule B. 14 17 32.0 Entire Agreement 32.1 The parties acknowledge that this Lease sets forth the entire agreement between them with respect to the Premises and that there are no promises, representations or undertakings other than as set out herein..Any offer to Lease or agreement to Lease entered into by the Landlord and Tenant prior to the execution of this Lease shall be deemed to have been merged and extinguished in this Lease. This Lease shall not be amended or cancelled except by agreement in writing executed by all parties hereto. 33.0 Inspection 33.1 The Landlord or any employee or agent of the Landlord shall have the right during business hours of the Tenant or at any time during an emergency as determined by the Landlord, to enter the Premises for any of the following purposes: (a) to examine the state of maintenance, repair and decoration of the Premises and the equipment and fixtures therein; and, (b) to show the Premises to prospective Tenants during the last three (3) months of the Term. 34.0 Year End Statements 34.1 The Tenant shall within sixty (60) days after the end of each year Term of the herein Lease agreement, provide the City with a financial statement for that previous Term of the total operating expenses and gross revenue of its business operation. 35.0 Severability 35.1 Should any provision or provisions of this Lease be illegal or not enforceable, it or they shall be considered separate and severable from the Lease and its remaining provisions shall remain in force and be binding upon the parties hereto as though the said provision or provisions had never been included. 36.0 Enurement 36.1 This Lease shall enure to the benefit of, and be binding upon, the parties hereto and their respective representatives, successors or assigns except as herein otherwise expressly provided. 15 18 37.0 Guarantee 37.1 The Landlord has entered into this Lease in reliance upon the Guarantee attached hereto as Schedule "B". In witness whereof the parties have hereunto affixed their respective corporate seals under the hands of their proper officers duly authorized in that behalf. Angela Dye Physiotherapy Professional Corporation carrying on business as Pickering Sports Medicine & Wellness Centre per: Name: Title: I .have the authority to bind the Corporation. The Corporation of the City of Pickering per: Name: David Ryan Title: Mayor per: Name: Debbie Shields Title: City Clerk We have the authority to bind the Corporation. 16 19 OPEN TO BELOW LEASE AREA Schedule "A" IIIIIIIIIIIIIIIIIIa 173 1.1M1 IIIIIIIIIII IIIIIIIIU SCHEDULE A PICKERING RECREATION COMPLEX 1867 VALLEY FARM ROAD PARTIAL SECOND FLOOR PLAN 20 NOT TO SCALE NORTH Schedule "B" Guarantee Landlord: The Corporation of the City of Pickering Tenant: Pickering Sports Medicine & Wellness Centre Leased Premises: Pickering Recreation Complex Lease Dated: as of January 1, 2018 Guarantor: Angela Dye Address of Guarantor: 61 Beaufort Road Toronto, ON M4E 1M8 1 In consideration of the sum of one dollar ($1.00) now paid by the Landlord to the guarantor and other valuable consideration (the receipt of which is hereby acknowledged), the guarantor covenants with the Landlord that the Tenant shall duly perform and observe each and every covenant, proviso, condition and agreement in the Lease on the part of the Tenant to be performed and observed, including the payment of rent and all other amounts agreed to be paid or payable under the Lease on the days and at the times and in the manner therein specified and that if any default be made by the Tenant, whether in payment of rent or other amounts from time to time falling due thereunder as and when they become due and payable or in the performance or observance of any of the covenants, provisos, conditions or agreements which under the terms of the Lease are to be. performed or observed by the Tenant, the guarantor shall forthwith pay to the Landlord on demand such rent and other amounts in respect of which such default shall have occurred and all damages resulting from the non -observance or non- performance of any such covenants, provisos, conditions or agreements. 2. The guarantor covenants with the Landlord that the guarantor is bound with the Tenant for the fulfillment of all obligations of the Tenant under the Lease. In the enforcement of its rights thereunder, the Landlord may proceed against the guarantor as if the guarantor was named as a Tenant in the Lease. The guarantor hereby waives any right to require the Landlord to proceed against the Tenant or to proceed against or to exhaust any security held from the Tenant or to pursue any other remedy whatsoever which may be available to the Landlord, before proceeding against the guarantor. None of the following, or any combination thereof, shall release, discharge or in any way change or reduce the obligations of the guarantor under this Guarantee: 21 (a) neglect or forbearance of the Landlord in endeavoring to obtain payment of the rent or the amounts required to be paid under the Lease, as and when due; (b) delay by Landlord in enforcing performance or observance of the covenants, provisos, conditions or agreements to be performed or observed by the Tenant under the Lease; (c) any extension of time given by the Landlord to the Tenant, or any other act or failure to act of or by the Landlord; (d) the Landlord permitting or consenting to any assignment or encumbering of the Lease by the Tenant or any subletting by the Tenant; the bankruptcy or insolvency of the Tenant; the dissolution of the Tenant; the disclaimer of the Lease pursuant to the provisions of any statute. (e) (f) (g) Capitalized terms used but not defined herein shall have the meaning ascribed thereto in the Lease. Signed, Sealed and Delivered In the presence of: 22 ) ) ) ) Angela Dye ) DICKERING Report to Executive Committee Report Number: CS 25-17 Date: December 4, 2017 From: Marisa Carpino Director, Community Services Subject: The Wellness. Health Centre Ltd. - Lease Agreement - File: A-1440 Recommendation: 1. That the Mayor and the City Clerk be authorized to execute the Lease Agreement set out in Attachment 1 to this report, pursuant to which The Wellness Health Centre Ltd. will be permitted to operate the "Wellness Spa" at the Pickering Recreation Complex from January 1, 2018 to December 31, 2022, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Wellness Health Centre Ltd. has an existing Lease Agreement with the City of Pickering to operate the Wellness Spa for the period of January 1, 2013 to December 31, 2017. The Wellness Spa includes approximately 700 square feet of space on the 2nd floor of the Pickering Recreation Complex. The Community Services Department recommends that a renewal agreement be initiated with The Wellness Health Centre Ltd. Financial Implications: The revenue generated through 2018 rental payments made by The Wellness Health Centre Ltd., from January 1, 2018 to December 31, 2018 will be $15,375.00 (plus HST). This is an increase of 5.5% from the rate in 2017 of $14,568.12 (plus HST). Please note that for each successive year of this renewal lease, the annual rent shall increase by an amount equal to any increase in the Consumer Price Index for Ontario as established by Statistics Canada for the period between October and November of the previous year of the renewal lease. Discussion: The Wellness Health Centre Ltd. provides spa services that include massage therapy, skin care, facials, body wraps, waxing, laser hair removal, pedicures, manicures and the sale of wellness -oriented products/reflexology. Spa services, provided by The Wellness Health Centre Ltd. are supervised by a duly licensed health professional and registered.to provide wellness services in the Province of Ontario. 23 Report CS 25-17 December 4, 2017 Subject: The Wellness Health Centre Limited Page 2 On May 5, 2003, Council enacted By-law #6130/03 to authorize the execution of an amending Lease Agreement with the Pickering Sports Medicine & Wellness Centre to lease space at the Pickering Recreation Complex for the operation of the Wellness Centre and Wellness Spa. The Lease Agreement was renewed for the period of January 1, 2009 to December 31, 2013. In 2013, the Pickering Sports Medicine Centre and the Wellness Spa separated into 2 distinct businesses owned and operated by different proprietors. As a result, individual Lease Agreements were prepared for both Angela Dye Physiotherapy Professional Corporation and The Wellness Health Centre Ltd., owned by Sonia Fernandes and Grace Brito. The 2 businesses have been operating autonomously with separate Lease Agreements for the period of January 1, 2013 to December 31, 2017. The Wellness Health Centre Ltd., offers services that are compatible with the City's mandate to encourage the development of balanced and healthy lifestyles contributing tothe well-being of both mind and body. The Wellness Heath Centre Ltd. has operated in a professional manner that has satisfied the City. As such, the Community Services Department recommends that the Lease Agreement included as Attachment 1 be initiated for a 5 year term beginning January 1, 2018 and ending December 31, 2022. Attachments: 1. Lease Agreement Prepared. By: Jody Morris i Manager, Facility Programs & Administration MC:jm Approved/Endorsed By: Marisa Carpino Director, Community Services Recommended for the consideration of Pickering City Council Tony Prevedel, P. Eng. Chief Administrative Officer 2O(7 24 This Lease made in duplicate this Between: day of , 2017. The Wellness Health Centre Ltd. (the "Tenant") -and- The Corporation of the City of Pickering (the "Landlord") eS x5-13 Now therefore this agreement witnesseth that, in consideration of the rents, covenants and agreements hereinafter reserved and contained on the part of the Tenant to be paid, observed and performed, the Landlord hereby Leases to the Tenant during the term of this agreement (hereinafter referred to as the "Lease") one room containing approximately 750 square feet located in the central core area on the second floor of the Pickering Recreation Complex located at 1867 Valley Farm Road, Pickering, Ontario to operate a wellness health centre (hereinafter referred to as the "Premises"). Definitions In this Lease, (a) "Commencement Date" means January 1, 2018; (b) "Lease" means this lease as it may be amended from time to time; (c) "Premises" means the space as set out in Schedule "A" containing approximately 750 square feet located in the central core area on the second floor of the Pickering Recreation Complex to operate a wellness spa located at 1867 Valley Farm Road, in the City of Pickering, Regional Municipality of Durham; (d) "Term" means the term of this Lease as set out in Section 1.0; and (e) "Rent" means the rent payable pursuant to Section 2.0. 1.0 Term 1.0 The Term of this Lease (hereinafter referred to as the "Term") shall commence on the 1st day of January, 2018 and shall end on the 31st day of December, 2022, provided that the Tenant shall have the option thereafter of one (1) additional five 25 (5) year Term on the provision that at least two (2) months prior written notice of the renewal period is given by the Tenant to the Landlord of the Tenant's intent to renew the Lease and provided further that the Tenant shall have been a Tenant in good standing throughout the entire Term of the Lease determined solely by the Landlord and provided further there has been no breach of any provisions of the Lease at any time by the Tenant. Each successive renewal shall be based on the same Terms and conditions as set out herein, save and except for the amount of rent payable. Rent payable for the renewal term shall be as mutually agreed upon by both the Landlord and the Tenant at least one(1) month prior to the commencement of the renewal Term. Failing such mutual agreement, this Lease shall be at an end and the Tenant shall vacate the Premises upon expiration of the original Term. 1,.1 Upon the expiration of the Term, or if the Landlord shall become entitled to Terminate and shall declare this Lease to be terminated pursuant to any provisions hereof, the Tenant shall surrender to the Landlord possession of the premises and all of the fixtures and improvements erected thereon (all of which the Tenant acknowledges to be the property of the Landlord without any claim by or compensation to the Tenant), all the lights of the Tenant under this Lease shall terminate (but the Tenant shall notwithstanding such termination, be liable to the Landlord for any loss or damage suffered by the Landlord by reason of any default of the Tenant). 1.2 No early termination of possession of the premises shall. release the Tenant from its obligations under the Terms herein unless such termination is consented to by the Landlord in writing. 2.0 Base Rent 2.1 The Tenant shall pay base rent to the Landlord in the amount of $15,375.00 per annum ($1,281.25 per month) plus applicable HST for the first year of the Term of the Lease. 2.2 For each successive year of the Term, the annual rent shall increase by an amount equal to any increase in the Consumer Price Index for Ontario as established by Statistics Canada for the period between October and November of the previous year of the Term. 2.3 Rent shall be payable monthly. Prior to the commencement of each year of the Term, the Tenant shall provide to the Landlord, twelve (12) post-dated cheques, dated the first day of each and every month of the ensuing year, made payable to The Corporation of the City of Pickering. 26 3.0 Taxes 3.1 The Tenant covenants that it shall pay all taxes, if applicable, license fees and all other taxes or grants paid in lieu thereof or in addition thereto against or attributable to all leasehold improvements, equipment and facilities and the Premises and the operation of the Tenant's business thereon. 3.2 In the event of the failure of the Tenant to make any such payments called for in this paragraph directly to the relevant authority, the Landlord may make any such payment and any amounts so paid by the Landlord shall be payable by the Tenant to the Landlord forthwith upon demand and shall be considered by the Landlord and the Tenant to be rent for the purposes of this Lease. 4.0 Payment of Rent 4.1 The Tenant covenants that at the times and in the manner provided in this Lease, it will pay in lawful money of Canada to the Landlord, at the address of the Landlord set out herein or at such other place as the Landlord may designate from time to time, the rent hereby reserved and all other amounts payable by the Tenant pursuant to the Terms of this Lease (all of which other amounts it is hereby agreed between the parties are payable as additional rent and recoverable by the Landlord from the Tenant as rent including HST and all applicable taxes and the facility usage fee), without any deduction or set-off whatsoever, or any abatement except as expressly provided under this Lease. 4.2 If the Tenant fails to pay, when same is due and payable, any rent and all other amounts payable by the Tenant pursuant to the herein Lease, such unpaid amounts shall bear interest from the due date thereof to the date of payment at a rate per annum which is two (2) percentage points in excess of the minimum lending rate to prime commercial borrowers current at the due date charged by any Canadian chartered bank designated by the Landlord from time to time, subject to annual compounding. 5.0 Use 5.1 The Tenant shall use the premises only for the purpose of a wellness spa, which scope of services will include massage therapy, skin care, facials, body wrap, manicures, pedicures, waxing, laser hair removal, eye -lash extensions and the sale of wellness -oriented products/reflexology. 5.2 The Tenant covenants that it will not provide any other services, other than those identified in 5.1 above, without first obtaining the prior written consent of the Landlord, which consent may not be unreasonably withheld. 3 27 5.3 The Tenant covenants that it will provide, at its sole expense, visible signage in its reception area throughout the Term of this Lease that identifies to its clients the services it provides and stating that the services are independent of the Landlord. The signage shall be approved by the Landlord prior to being displayed. 5.4 The Tenant shall provide to the Landlord a copy of a standardized written waiver which shall state that the scope of services being provided by the Tenant are independent of The Corporation of the City of Pickering. Such waiver shall be provided to the Landlord for approval prior to the commencement of the Tenant's business being conducted on the premises. The Tenant shall further provide such waiver to the Tenant's clients and patients prior to providing or delivering any services. 5.5 Services provided by the Tenant shall be supervised by a duly licensed health professional and registered to provide wellness services in the Province of Ontario. Each employee and contracted service provider of the Tenant shall be duly licensed to carry out any service to be provided by such employee and contracted service provider as may be provided by any statute or regulation of any legislative authority. 6.0 Sale of Products 6.1 The Tenant covenants that it shall only sell product lines that are wellness - oriented. Such products include the following: a) bottled water 16.5 oz.; and, b) skin care products. 6.2. The. Tenant covenants that it will not provide for resale any product other than those identified in 6.1 above, without first obtaining the prior written consent of the Landlord, which consent may not be unreasonably withheld. 6.3 The Landlord reserves the right to restrict the sale of any items which the Landlord, in its sole discretion, considers distasteful and/or not in the best interest of the general public. 7.0 Hours of Operation 7.1 The Tenant covenants to operate its business only on those days when the Pickering Recreation Complex is open to the public. The Tenant shall operate within the same operating hours as the Pickering Recreation Complex's operating schedules, which operating schedules shall be determined solely by the Landlord from time to time. 28 4 7.2 The Tenant acknowledges that the Landlord reserves the right to alter the operating schedules and further acknowledges that the Landlord will not be responsible for any losses or damages including any lost revenues and/or additional expenses incurred by the Tenant due to operating schedule changes and/or Pickering Recreation Complex closures, for any reason whatsoever. 7.3 In addition to scheduled closings, the Pickering Recreation Complex shall be closed or have reduced operating hours on the following holidays: • New Year's Eve closed at 12:00 noon; • New Year's Day; • Family Day closed at 5:00 pm; • Good Friday; • Easter Sunday; • Victoria Day; • Canada Day; • Civic Holiday; • Labour Day; • Thanksgiving; • Christmas Eve closed at 12:00 noon; • Christmas Day; • Boxing Day; and • any other holiday declared by the Landlord. 8.0 Utilities/Telephone Service 8.1 The Landlord shall supply heat, hydro, water and air-conditioning to the premises at its sole expense. 8.2 The Landlord reserves the right to prohibit the Tenant from installing or using any equipment that requires increased voltage, which may result in additional costs to the Landlord. 8.3 The installation, removal and daily supply of telephone service shall be at the Tenant's sole expense. 9.0 Leasehold Improvements The Tenant is responsible for construction, painting, decorating, maintenance, replacement, repair and insurance of the Tenant's leasehold improvements, equipment, fixtures and facilities on the premises and shall abide by the Terms as provided for in paragraph no. 11 herein. 5 29 10.0 Entry to the Premises 10.1 The Landlord shall provide the Tenant with keys to the premises. The Tenant shall not, without prior written consent of the Landlord, change the lock on the premises or place additional locks upon the door of the premises and shall not permit any duplicate key to be made. 10.2 The Tenant acknowledges that the Landlord will keep in its possession keys that would provide access to the premises by the Landlord in the event it becomes necessary to enter the premises during a time when the Tenant's business is not operating. 10.3 The Tenant covenants and agrees that upon the Landlord becoming entitled to re- enter the premises under any of the provisions of this Lease, the Landlord in addition to all other rights shall have the right to enter the premises as the agent of the Tenant either by force or otherwise, without being liable for any prosecution therefore and to relet the premises as the agent of the Tenant, and to receive the rent therefore and, as the agent of the Tenant, to take possession of any furniture or other property on the premises and to sell same at public or private sale without notice and to apply the proceeds of such sale and any rent derived from reletting the premises upon account for the rent and additional rent and facility usage fees under this Lease and the Tenant shall be liable to the Landlord for the deficiency, if any. 11.0 Alterations & Improvements 11.1 The Tenant covenants not to make or erect in or to the premises any installations, alterations, additions or partitions without submitting drawings and specifications to the Landlord and without obtaining the Landlord's prior written consent in each instance, which consent shall not be unreasonably withheld. The Tenant must further obtain the Landlord's prior written consent to any change or changes in such drawings and specifications submitted as aforesaid. such work may be performed by contractors engaged directly by the Tenant provided a written contract is approved in writing by the Landlord and subject to all .reasonable conditions which the Landlord may impose; without limiting the generality of the foregoing, any work performed by or for the Tenant shall be performed by competent workers whose labour union affiliations are not incompatible with those of any workers who may be employed by the Landlord, its contractors or subcontractors' the Tenant shall pay, when due, the costs of all such work and of all materials, labour and services involved therein provided that any such payments may be withheld pursuant to the provisions of Construction Lien Act (Ontario). The workmen performing works on the premises shall provide satisfactory evidence of insurance to the Landlord prior to commencing any works on the premises. 30 11.2 The contractor shall obey all federal, provincial and municipal laws, acts, ordinances, regulations, orders -in -council and by-laws which could in any way pertain to the work outlined in the contract or to the employees of the Tenant. Without limiting the generality of the foregoing, the contractor shall satisfy all applicable statutory requirements imposed by the Occupational Health and Safety Act and Regulations made thereunder. 11.3 The Tenant covenants that it will not suffer or permit any mechanics or other liens for work, labour, service or materials ordered by it or the cost of which it may be in any way obligated to pay to attach to the premises and that, whenever and so often as any such liens shall attach or claims therefore shall be filed, the Tenant shall, within twenty (20) days after the Tenant has notice of the claim for lien, procure the discharge thereof by payment or by giving security or in such other manner as may be required or permitted by law. 11.4 The Tenant acknowledges that all renovations and constructions to the premises become part of the premises and shall be deemed to be the property of the Landlord. Renovations and constructions are not to be dismantled or destroyed at either the end or termination of the Lease. 11.5 All alterations, renovations and new construction must be approved by the Landlord and must be completed under the authority of a building permit issued by the Landlord. All related permit fees and costs including the provision of any diagrams, architectural plans and architectural fees are at the expense of the Tenant. 12.0 Maintenance 12.1 The Tenant covenants and agrees to keep and maintain during the Term and to deliver up at the end of the Term (or such earlier or later Termination of this Lease as is provided for herein), the premises in a state of good maintenance, cleanliness and repair. The Tenant covenants to permit representatives of the Landlord on site at any time for the purpose of inspection and to determine compliance with this provision. 12.2 The Tenant will covenant that it will be responsible for maintenance of its own property and equipment. 12.3 The Landlord reserves the right to close sections of the premises, or the whole area of the premises, as required for maintenance from time to time. The Tenant shall have no right to claim for any losses or damages to the Tenant arising from such closures by the Landlord. 12.4 The Landlord reserves the right to enter and view the state of maintenance and repair of the premises. the Tenant agrees to repair according to notice in writing any deficiencies, and in the event the Tenant neglects to make said repairs and 7 31 carry out the necessary maintenance with five (5) days of such notice by the Landlord, the Landlord may enter the premises and make such repairs and carry out such maintenance at its option and at the expense of the Tenant, which sum must be paid by the Tenant within ten (10) days after receiving notice in writing from the Landlord of the costs incurred by the Landlord. In the event the Tenant neglects to pay such costs as set out in writing, such expense may be set off against the security deposit held by the Landlord. 12.5 The Landlord shall give the Tenant 24 hours notice with respect to the inspection and maintenance of the premises (except in an emergency, in which case, the Landlord shall give such notice, if any, as is practicable). 13.0 Garbage Removal The Tenant shall be responsible, at its own expense, for the daily removal of its garbage from the premises to a location designated by the Landlord, with the exception of any medical wastes, in which case the Tenant shall be responsible for both the safe removal and disposal of such medical wastes from the premises. 14.0 Signs 14.1 The Tenant shall not display any sign, picture, advertisement, notice or lettering on the inside or outside of the Pickering Recreation Complex facility without the prior written consent of the Landlord, which consent may not be unreasonably withheld. 14.2 The parties agree that the Landlord will provide an area in the main lobby of the Pickering Recreation Complex for the Tenant to display a sign at the Tenant's sole expense in accordance with Section 14.1 above, advising the patrons of the Pickering Recreation Complex of the Tenant's operations and its location within the Pickering Recreation Complex, noting thereon that the Tenant's operation is a service supplied independent of the Landlord. 14.3 The Landlord reserves the right to have the Tenant immediately remove, upon written notice, any sign, picture, advertisement, notice or lettering on the inside of the premises, which the Landlord at its sole discretion considers inappropriate or offensive, or in contravention of this Lease or any other Agreement to which the Landlord may be bound. 14.4 The Tenant covenants that any additional advertising within the Pickering Recreation Complex shall be subject to the parties hereto entering into an advertising agreement, which agreement will be subject to additional costs to the Tenant for such a service. 32 15.0 Rules and Regulations 15.1 During the Term of this Lease, the Tenant agrees to comply with the various rules and regulations, policies and procedures, as amended from time to time, put in place by the Landlord, including but not limited to the Landlord's Harassment Policy. 15.2 The parties agree that the Landlord shall be entitled from time to time, to establish reasonable rules and regulations with respect to the use of the premises, hours of operation and common areas used by the Tenant, its employees and all persons visiting or doing business with it including rules relating to the parking of vehicles in connection with the Tenant's business. The Tenant, its employees and all persons visiting or doing business with it agree to comply with all such rules and regulations and to fully co-operate in avoiding obstruction and/or conflict with the operation and services of the Pickering Recreation Complex and third parties. The Tenant, its employees and all persons visiting or doing business with it agree to alter or modify their use of the Pickering Recreation Complex and common areas when so requested by the Landlord from time to time. 16.0 Indemnity of Tenant 16.1 The Tenant covenants to indemnify the Landlord against any and all claims, actions, damages and liability (including, without limiting the generality of the foregoing, all claims for personal injury, death and/or property damage) and also damages arising from any breach of this Lease by the Tenant or from any act or omission of the Tenant or those for whom the Tenant is at law responsible in or around the premises and against all costs incurred in connection with any such claim, except as provided in Section 17 below. 17.0 Indemnity of Landlord 17.1 The Landlord shall not be liable for any Toss or damage to any property belonging to the Tenant or to any other persons or for any injury to any person while such person or property is on the premises unless such loss, damage or injury is caused directly by the negligence of the Landlord, or those for whom the Landlord is at law responsible. 18.0 Insurance 18.1 Prior to occupying the premises, the Tenant shall, at its own expense, shall provide: (a) Commercial General Liability Insurance, identifying The Corporation of the City of Pickering as an additional insured, including coverage for bodily injury including death, personal injury, property damage, contractual liability, Tenant's legal liability, non -owned automobile liability, on an occurrence 9 33 basis with respect to the business carried on at the premises and the Tenant's use and occupancy of the premises, with coverage for any one occurrence of not Tess than $5,000,000, and shall contain a cross liability, severability of insured clause to protect the Landlord in respect of claims by the Tenant as if the Landlord was separately. insured; (b) All risk property insurance covering the leasehold improvements, trade fixtures, furniture and equipment in the premises for not less than the full replacement cost thereof. The policy shall contain a waiver of subrogation clause in favour of the Landlord; (c) Professional malpractice insurance in the amount of not less than $2,000,000 per claim. Such insurance shall provide coverage for all services in the rendering of, or failure to render, professional services in connection with the Lease. Upon termination of the Lease the policy the policy shall remain in force for twelve (12) months; (d) A certificate of insurance coverage in a form satisfactory to the Landlord, prior to the Tenant taking possession of the premises, which insurance coverage shall be kept in full force and effect throughout the Term of the Lease and any renewal(s) thereof. 18.2 The Tenant covenants with the Landlord that the Tenant, in its use and occupation of the premises, will not do or omit or permit to be done or omitted anything which shall cause any insurance premium of the Landlord to be increased, and if any insurance premium shall be so increased, the Tenant shall pay to the Landlord forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the Landlord or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the premises or any part thereof, the Tenant shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the Landlord and if the Tenant shall fail to do so the Landlord may, at its option, terminate this Lease forthwith by notice in writing and the Tenant shall immediately surrender possession of the premises to the Landlord and thereupon rent and all other amounts for which the Tenant is liable under this Lease shall be apportioned and paid in full to the date of surrender; provided that the Tenant shall have the right to replace such cancelled insurance at any time prior to the Landlord's notice of Termination. If the premises are at any time destroyed or damaged as a result of fire, the elements, accident or other casualty, not caused by the Tenant, rendering the premises untenantable and, if in the opinion of the Landlord the premises cannot be rebuilt or repaired within sixty (60) days of the damage, the Landlord and the Tenant may mutually agree to terminate this Agreement and thereupon the Tenant will pay all applicable rent due and additional fees owing to the Landlord, which rent and fees will be apportioned and paid to the date of the damage. 10 34 18.3 If the premises are at any time destroyed or damaged as a result of fire, the elements, accident or other casualty, not caused by the Tenant, rendering the premises untenantable and, if the opinion of the Landlord, the premises can be rebuilt or repaired within sixty (60) days of the damage, the Landlord shall commence to repair or rebuild the premises to the extent only as the premises existed prior to the date of this Lease (not including the Tenant's improvements) and only to the extent of the insurance proceeds actually received by the Landlord. 19.0 Deliveries 19.1 The Landlord has the right to restrict the hours of deliveries to the Tenant at its sole discretion. 20.0 Disclaimer 20.1 The Tenant agrees to provide each client with a written notice that the Tenant's services are being provided independent of The Corporation of the City of Pickering and to obtain a written acknowledgment from the patient/client releasing The Corporation of the City of Pickering from any claims arising from the Tenant's services. 21.0 Complex Fitness Room/Cardio Annex and Pool [intentionally deleted] 22.0 Notice 22.1 The Landlord has the right, notwithstanding Section 1 herein, to cancel this Lease without cause or for any reason by giving the Tenant six (6) months written notice of its intention to cancel. The Landlord shall not be liable for costs or damages of any kind caused to the Tenant by such cancellation. 22.2 Wherever notice is permitted or required to be given hereunder by either party hereto, it must be given in writing and is sufficiently given if served personally on an officer of the party to whom notice is being given, delivered by facsimile to the telephone number below with confirmation of receipt or if mailed by registered mail postage prepaid addressed to the Tenant at: and 11 35 and to the Landlord at: The Corporation of the City of Pickering Civic Complex One The Esplanade Pickering, ON L1V 6K7 Attention: City Clerk Fax: 905.420.9685 or to such other address as either party may designate by notice given from time to time in accordance with this paragraph. 22.3 Any notice given personally shall be conclusively deemed to have been given and received on the date of service. 22.4 Any notice mailed as aforesaid shall be conclusively deemed to have been given and received on the third day following the date on which it is mailed as aforesaid provided that if there is a disruption or threatened disruption in the postal service in the postal area through which such notice must be sent, notice must be given personally or by means of printed electronic or printed telephonic communications. 23.0 Default 23.1 It is hereby expressly agreed that if and whenever the rent or any additional rent or fees hereby reserved or any part thereof shall not be paid on the day appointed for payment thereof, whether lawfully demanded or not, or in case of breach or non -observance or non-performance of any of the covenants, agreements, provisos, conditions or rules and regulations on the part of the Tenant to be kept, observed or performed after two (2) business days after written notice of default has been given by the Landlord to the Tenant, or in case the premises shall be vacated or remain unoccupied for five (5) days or in case the Term shall be taken in execution or attachment for any cause whatever, then and in every such case, it shall be lawful for the Landlord thereafter to enter into and upon the premises or any part thereof in the name of the whole and the same to have again, repossess and enjoy as of its former estate, anything in this Lease contained to the contrary notwithstanding. 24.0 Bankruptcy 24.1 In the event that the premises shall be used by any person other than the Tenant or for any other purpose than that for which the same were let without the prior written consent of the Landlord or in the case the Term or any of the goods and chattels of the Tenant shall be at any time seized in execution or attachment by any creditor of the Tenant or the Tenant shall make any assignment for the benefit of creditors or any bulk sale or become bankrupt or insolvent or take the benefit of 12 36 any act now or hereafter in force for bankrupt or insolvent debtors, or, if the Tenant is a corporation and any order shall be made for the winding -up of the Tenant, or other Termination of the corporate existence of the Tenant, then in any such case this Lease shall, at the option of the Landlord, cease and desist and the Term shall immediately become forfeited and void and the Landlord may reenter and take possession of the premises as though the Tenant or other occupant or occupants of the premises was or were holding over after the expiration of the Term without any right whatever. 25.0 Distress 25.1 The Tenant waives and renounces the benefit of any present or future statute taking away or limiting the Landlord's right of distress, and covenants and agrees that notwithstanding any such statute none of the goods and chattels of the Tenant on the premises at any time during the Term or any renewal thereof shall be exempt from levy by distress for rent in arrears. 26.0 No Waiver 26.1 No condoning, excusing or overlooking by the Landlord or the Tenant of any. default, breach or non -observance by the other at any time or times in respect of any covenant, proviso or condition herein contained shall operate as a waive of the Landlord's or the Tenant's rights hereunder in respect of any continuing or subsequent default, breach or non -observance, or so as to defeat or affect in any way the rights of the Landlord or the Tenant herein in respect of any such continuing or subsequent default or breach and no waiver shall be inferred from or implied by anything done or omitted by the Landlord or the Tenant save only express waiver in writing. All rights and remedies of the Landlord and the Tenant in this Lease contained shall be cumulative and not alternative. 27.0 Compliance with Laws 27.1 The Tenant covenants to comply, at its own expense, with all present and future provisions of law concerning the premises including, without limiting the generality of the foregoing all laws, ordinances, requirements, order, directives, permits, rules and regulations of all governmental authorities. 27.2 The Tenant acknowledges that it has taken all reasonable steps to satisfy itself that the proposed use of the premises complies with applicable laws and regulations. The Tenant shall not hold the Landlord responsible for any losses or damages incurred by the Tenant should it be determined that the proposed use is not permitted under the applicable laws and regulations. 13 37 28.0 Assignment 28.1 This Lease and possession of the premises shall not be assigned, sublet or otherwise transferred in whole or in part by the Tenant to any other party without first obtaining written consent of the Landlord which consent may be unreasonably withheld. 29.0 Governing Law 29.1 This Lease shall be governed and construed in accordance with the laws of the Province of Ontario. 30.0 No Registration of Notice 30.1 The Tenant covenants that it will not register this Lease or any notice thereof against the title to the premises. 31.0 Guarantee 31.1 The parties agree that this Lease Agreement shall be conditional upon the Landlord receiving an executive personal guarantee by Sonia Fernandez and Grace Brio -Rochford prepared in the form attached hereto as Schedule "B". 32.0 Entire Agreement 32.1 The parties acknowledge that this Lease sets forth the entire Agreement between them with respect to the premises and that there are no promises, representations or undertakings other than as set out herein. Any offer to Lease or Agreement to Lease entered into by the Landlord and Tenant prior to the execution of this Lease shall be deemed to have been merged and extinguished in this Lease. This Lease shall not be amended or cancelled except by agreement in writing executed by all parties hereto. 33.0 Inspection 33.1 The Landlord or any employee or agent of the Landlord shall have the right during business hours of the Tenant or at any time during an emergency as determined by the Landlord, to enter the premises for any of the following purposes: (a) to examine the state of maintenance, repair and decoration of the premises and the equipment and fixtures therein; and (b) to show the premises to prospective Tenants during the last three (3) months of the Term. 38 14 34.0 Year End Statements 34.1 The Tenants shall within sixty (60) days after the end of each year Term of the herein Lease Agreement, provide the City with a financial statement for that previous Term of the total Operating Expenses and Gross Revenue of their business operation. 35.0 Severability 35.1 Should any provision. or provisions of this Lease be illegal or not enforceable, it or they shall be considered separate and severable from the Lease and its remaining provisions shall remain in force and be binding upon the parties hereto as though the said provision or provisions had never been included. 36.0 Enurement 36.1 This Lease shall enure to the benefit of, and be binding upon, the parties hereto and their respective representatives, successors or assigns except as herein otherwise expressly provided. 37.0 Guarantees 37.1 The Landlord has entered into this lease in reliance upon the Guarantees attached hereto as Schedule "B". In witness whereof the parties have hereunto affixed their respective seals under the hands of their proper officers duly authorized in that behalf. Witness: The Wellness Health Centre Ltd. Per: Sonia Fernandes Authorized Signing Officer Per: Grace Brito-Rochford Authorized. Signing Officer 15 39 The Corporation of the City of Pickering Per: David Ryan Mayor, City of Pickering Authorized Signing Officer Per: Debbie Shields City Clerk, City of Pickering Authorized Signing Officer 40 OPEN TO BELOW LEASE AREA Schedule "A" CORM R 11111111111111111 11111111111 lllllllfll STORAGE SCHEDULE A PICKERING RECREATION COMPLEX 1867 VALLEY FARM ROAD PARTIAL SECOND FLOOR PLAN OFFICE NOT TO SCALE NORTH 41 Schedule "B" Guarantee Landlord: The Corporation of the City of Pickering Tenant: The Wellness Health Centre Ltd. Leased Premises: Pickering Recreation Complex Lease Dated': as of January 1, 2018 Guarantors: Sonia Fernandes and Grace Brito-Rochford Address of Guarantors: Grace Brito-Rochford 1007 Coldstream Drive Oshawa, ON L1 K 0J8 Sonia Fernandes 1583 Rockaway Street Oshawa, ON L1 K 0C9 1 In consideration of the sum of one dollar ($1.00) now paid by the Landlord to the guarantors and other valuable consideration (the receipt of which is hereby acknowledged), the guarantors covenant with the Landlord that the Tenant shall duly perform and observe each and every covenant, proviso, condition and agreement in the Lease on the part of the Tenant to be performed and observed, including the payment of rent and all other amounts agreed to be paid or payable under the Lease on the days and at the times and in the manner therein specified and that if any default be made by the Tenant, whether in payment of rent or other amounts from time to time falling due thereunder as and when they become due and payable or in the performance or observance of any of the covenants, provisos, conditions or agreements which under the terms of the Lease are to be performed or observed by the Tenant, the guarantors shall forthwith pay to the Landlord on demand such rent and other amounts in respect of which such default shall have occurred and all damages resulting from the non -observance or non- performance of any such covenants, provisos, conditions or agreements. The guarantors each covenant with the Landlord that the guarantors are jointly and severally bound with the Tenant for the fulfillment of all obligations of the Tenant under the Lease. In the enforcement of its rights thereunder, the Landlord may proceed against the guarantors or either of them, as if they were each named as a Tenant in the Lease. 42 3. The guarantors hereby waive any right to require the Landlord to proceed against the Tenant or to proceed against or to exhaust any security held from the Tenant or to pursue any other remedy whatsoever which may be available to the Landlord, before proceeding against the guarantors or either of them. 4. None of the following, or any combination thereof, shall release, discharge or in any way change or reduce the obligations of either guarantor under this Guarantee: (a) neglect or forbearance of the Landlord in endeavoring to obtain payment of the rent or the amounts required to be paid under the Lease, as and when due; (b) delay by Landlord in enforcing performance or observance of the covenants, provisos, conditions or agreements to be performed or observed by the Tenant under the Lease; (c) any extension of time given by the Landlord to the Tenant, or any other act or failure to act of or by the Landlord; (d) (e) (f) (g) the Landlord permitting or consenting to any assignment or encumbering of the Lease by the Tenant or any subletting by the Tenant; the bankruptcy or insolvency of the Tenant; the dissolution of the Tenant; and the disclaimer of the Lease pursuant to the provisions of any statute. 5. Capitalized terms used but not defined herein shall have the meaning ascribed thereto in the Lease. Each guarantor is jointly and severally liable for the performance of all obligations imposed upon the guarantors hereunder. Signed, Sealed and Delivered In the presence of: ) ) ) ) ) Sonia Fernandes ) ) ) Grace Brito-Rochford 43 (4 06' PICKER1NG Report to Executive Committee Report Number: CS 31-17 Date: December 4, 2017 From: Marisa Carpino Director, Community Services Subject: Pickering Museum Village Policies - File: A-1440 Recommendation: 1. That Council endorse Pickering Museum Village Policies as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: Pickering Museum Village (PMV) has developed six policies in response to requirements of the Ministry of Tourism, Culture and Sport. The purpose of this report is to seek Council's endorsement of these Museum Policies. Financial Implications: The Ministry of Tourism, Culture and Sport provides an annual grant of approximately $39,000 to Pickering Museum Village through the Community Museums Operating Grant. The adoption of these Museum Policies will achieve compliance with new guidelines set by the Ministry of Tourism, Culture and Sport and will maintain the Museum's grant eligibility. Discussion: Pickering Museum Village has developed six policies in response to requirements set by the Ministry of Tourism, Culture and Sport. These are the first in a series of policies which will be developed in order to meet the requirements of Ontario Museums as established by the Ministry of Tourism, Culture and Sport. These requirements set best practice standards for the operation of community museums in Ontario, enable museums to flourish in programming, and protect the material culture of our communities. The PMV Policies attached for Council's approval include: • CUL 010 Collections Development and Management Policy • CUL 020 Conservation Policy • CUL 030 Research Policy • CUL 040 Interpretation and Programming Policy • CUL 050 Exhibit Policy • CUL,060 Pickering Museum Village Policy 44 CS -31-17 December 4, 2017 Subject: Pickering Museum Village Policies Page 2 The creation of these Policies benefit the Museum in several ways. The Policies create a clear set of guidelines, best practices, and processes to protect and preserve the material culture of Pickering. The Policies also enable the City to qualify and be considered for various Provincial Grants programs including the Community Museum Operating Grant. Lastly, these Policies bolster Pickering Museum Village's status as an entrusted site for future artifact acquisitions and donations. These Policies demonstrate that the Pickering Museum Village, as custodians of these treasured artifacts, meet the operational and ethical standards set by recognized industry leaders such as the Ministry of Tourism, Culture and Sport, the Canadian Museum Association, and UNESCO. Please note that Pickering Museum Village has operated according to written "Procedures" governing these subject matters but these have been rewritten and updated to be "Policies" as is required by the Ministry. Attachments: 1. CUL 010 2. CUL 020 3. CUL 030 4. CUL 040 5. CUL 050 6. CUL 060 Collections Development and Management Policy Conservation Policy Research Policy Interpretation and Programming Policy Exhibit Policy Pickering Museum Policy Prepared By: Tanya Ryce Supervisor, Cultural Services TR:mc Approved/Endorsed By: C Marisa earpino Director, Community Services Recommended for the consideration of Pickering City Council iJ Tony Prevedel, P.Eng. Chief Administrative Officer r&, Zo/7 45 Gfy ,A DICKERING ki"IACHMENT# r I�+i�EPORT#C5 31-11- Policy Procedure Title: Collections Development and Management Policy Policy Number CUL010 Reference ICOP Code of Ethics for Museums CAC Code of Ethics and Guidance for Practice CMA Ethics Guidelines Date Originated (m/d/y) June 20, 2014 Date Revised (mld/y) December 4, 2017 Pages 12 Approval: Chief Administrative Officer Point of Contact Coordinator, Museum Operations Policy Objective The collection of artifacts, also referred to as cultural property, is a tangible representation of the community's heritage, and is integral to the role and purpose of the Pickering Museum Village (hereinafter referred to as "PMV"). As a responsible steward of those artifacts in its possession, the PMV will maintain current management and development standards.for its collections. This policy defines the management goals, responsibilities and standards for�ll ,collection related activities at the PMV. Overriding guidelines as outlined in the Canadian Museums Association Ethics Guidelines, the International Council of Museums Co0 Ethics for Museums and the Canadian Association for Conservation of `Cultural Property .Code of Ethics and Guidance for Practice will be followed. Index 01 Definitions 02 Ownership 03 Resources and Res 04 Ethics 05 Collection Development 06 Acquisitions 07 Tax Receipts and Appraisals Page 2-3 3 3-4 4-5 5-6 6-7 7 08 Documentation 8 46 09 Preservation 8 10 Use and Operation of Artifacts 8-9 11 Loans 10 12 Deaccessioning 10-11 13 Disposal 12 14 Policy Review 12 01 Definitions 01.01 Acquisitions — Objects that the museum has legal ownership and control over and are generally made by acceptance of donation, purchase, or field collecting. 01.02 Artifact — An object created or produced by humans, that has cultural significance to Pickering. It may be used for exhibition, explanation, or research, and is held in trust for the public for future generations to appreciate and learn from. An artifact may be a building, an object including furniture, tools, vehicles, household or personal items, textiles, books or paper records. 01.03 Core Collection — The PMV's collection of artifacts that have a specific association with (or in some cases were typically used by) a person, place or event within Pickering Township pertaining to the history of Pickering up to 40 years prior to the present date. Artifacts in this collection are reserved for research and display under controlled conditions. 01.04 Deaccession — The act of permanently removing an artifact from the Core Collection. 01.05 Deed of Gift — A legal contract that permanently transfers the ownership of the item(s) from a donor to the PMV/City of Pickering. 01.06 Education Collection — The PMV's collection of objects available for the purpose of interactive displays and active demonstrations which could result in deterioration and damage through use. These items have no specific association with a person, place or event within Pickering. 01.07 Material Culture - The physical objects created by a culture; the buildings, tools, and other artifacts created by the members of a society. 01.08 Preservation - All actions taken to retard deterioration of, or to prevent damage to, cultural property through activities that minimize chemical and physical deterioration and damage and that prevent Toss of informational content. Preservation involves management of the environment and of the conditions of use, and may include treatment in order to maintain cultural property, as nearly Policy Title: Collections Development and Management Policy Policy Number: CUL 010 Page 2 of 12 47 as possible, in a stable physical condition. The primary goal of preservation is to prolong the existence of cultural property. 01.09 Repatriation — An artifact of specific significance to recognizable cultural, ethnic or religious groups may be returned to such groups upon their request under PMV procedural guidelines. Such groups must be able to assure the PMV that the object is integral to the beliefs or culture of the group and that they are able to provide proper care of the object according to accepted conservation methods. 01.10 Temporary Receipt — A legal document that transfers the custody of the item(s) to the PMV/City of Pickering temporarily; it includes name, address and phone numbers of the potential donor, a description of the items, and the terms of the donation. 02 Ownership 02.01 As stated in By -Law 620/77, the PMV is owned, operated, and maintained by The Corporation of the City of Pickering. 02.02 The PMV's collection of artifacts is a tangible representation of the community's heritage and is held in trust for the public by the City of Pickering. 03 Resources and Responsibilities 03.01 In a commitment to excellence, and in accordance with recognized museum standards, the City of Pickering will provide the human, financial, and physical resources to manage and maintain the PMV's collection. 03.02 The City of Pickering may provide an annual budget for acquisitions. Museum staff and the Advisory Committee may also apply for additional funding from the Pickering Museum Village Foundation for artifact acquisition and care. 03.03 The Coordinator, Museum Operations will: Be responsible for the management of the collection and with the Conservator, will ensure that all policies, plans, procedures, and standard operating procedures pertaining to the collection are developed, implemented and reviewed; ii. Be responsible for ensuring that all staff and volunteers working with the collection are aware of, and adhere to, collections policies, plans, procedures and standard operating procedures; Ensure that all staff and volunteers working at the PMV understand and maintain confidentiality in all matters pertaining to the museum's operation, including collection records, and security routines and 'systems; Policy Title: Collections Development and Management Policy 48 Policy Number: CUL 010 Page 3 of 12 iv. Review the management of the collection annually, with the assistance of the Conservator and the Collections Sub -Committee; and, v. Encourage and support staff to develop relationships that foster a positive image of the museum in the community in order to support collection development. 03.04 The PMV Advisory Committee will: i. Appoint a Collections Sub -Committee which will review and make recommendations to the Advisory Committee regarding the development, management, and care of the collections; and ii. Approve acquisitions and deaccessions, and forward deaccession recommendations to Council for approval. 03.05 The Conservator will: Maintain the day-to-day management and care of the collection, including all documentation pertaining to the collection, according to current museological standards and guidelines; ii. Ensure that all storage and exhibit materials, labelling techniques and any other supplies in contact with the collection are inert and proven not to accelerate deterioration within the collection; Ensure that all artifacts having the potential to be hazardous to the public, staff, volunteers, or to other artifacts in the collection, are properly handled and stored; iv. Advise the Collections Sub -Committee with regard to condition of potential acquisitions, their storage and preservation requirements prior to acceptance; Review the collection and advise on gaps for the purpose of strengthening the collection; and vi. Build and maintain community relationships in order to support collection development. 04 Ethics 04.01 In acquiring artifacts for the collection, the PMV and its representatives will act responsibly and in a manner sympathetic to members of the community. 04.02 No human remains will be accepted into the collection. Policy Title: Collections Development and Management Policy Policy Number: CUL 010 Page 4 of 12 49 04.03 Objects, which are of specific significance to recognizable cultural, ethnic, or religious groups, will be added to the collection and displayed only in consultation with representatives of the group to ensure that any display or depiction of such objects is sensitive to their beliefs and concerns. 04.04 Consideration will be given to the probable outcome of the PMV's refusal to accept the donation in regard to its sale, loss of provenance/history or destruction. 04.05 The PMV will collect objects with regard to all municipal, provincial and federal statutes and agreements concerning the control or banning of specific materials or objects. 04.06 PMV staff, Advisory Committee members, and Collections Sub -Committee members may not personally collect items that fall within the PMV's collection mandate. Such personal collections will be considered, and must be declared, a conflict of interest. Volunteers who are personal collectors will also be expected to declare a conflict of interest, and therefore will not be eligible to work with, assist, or advise on the collecting process. 04.07 The PMV will avoid accepting items with stipulations or legal restrictions, including provincial and federal acts, or in contravention of the United Nations Educational, Scientific and Cultural Organization (UNESCO) Conventions. 04.08 The PMV will respect the provisions contained in the Copyright Act, Ontario Heritage Act, and the Municipal Freedom of Information and Protection of Privacy Act insofar as they apply to the ethical acquisition of artifacts. 04.09 The PMV will not accept items with questionable, undetermined , or unethical history of ownership. 04.10 The PMV will not collect live ammunition. 04.11 The PMV will not collect restricted or prohibited weapons as defined by the Canadian Firearms Act. 04.12 The PMV may collect unrestricted and/or antique weapons as defined by the Canadian Firearms Act, provided that all regulations relating to acquisition and storage are met. 05 Collection Development 05.01 As a responsible steward of those artifacts in its possession, the PMV will make every reasonable effort to collect, document, and preserve those artifacts reflective of the museum village's vision, mission, mandate and statement of purpose. 05.02 Current storage conditions and space must be adequate to house new and existing artifacts. Policy Title: Collections Development and Management Policy 50 Policy Number: CUL 010 Page 5 of 12 05.03 The resources required for the long term preservation of potential artifacts must be carefully considered prior to acquisition. 05.04 Long and short term goals, including strategic plans, will be a factor of consideration in collection development. 05.05 Collection development will take into account gap analyses and identified weaknesses. 05.06 In order to facilitate public and educational programming, and to avoid deterioration of the Core Collection through use, the PMV will develop, manage, and maintain two collections: a Core Collection and an Education Collection. The Coordinator, Museum Operations and the Conservator will be responsible for the development of the Core Collection, with the support of the Collections Sub -Committee; and ii. Recommendations for the development of the Education Collection will be shared among staff and volunteers working in programs and will take into consideration programming and living history active displays. 05.07 PMV staff, volunteers, Advisory Committee members, and Collections Sub - Committee members may not accept items for donation, but will refer potential donors directly to the Coordinator, Museum Operations or the Conservator. 05.08 PMV Staff, volunteers, Advisory Committee members, and Collections Sub - Committee members will not attempt to act as a broker or representative of the PMV, with regards to the potential donation/acquisition of artifacts into either the Core or Education Collection: 06 Acquisitions 06.01 The PMV collects material culture, by donation or purchase, pertaining to the history of Pickering up to 40 years prior to the present year, in order to understand and interpret the community's past, present and future. 06.02 Objects under consideration for acquisition must have Temporary Custody forms accompanying them. 06.03 Decisions to acquire material culture into the Core Collection will be made based on the following conditions and criteria: Provenance to the community (those things made and/or used in Pickering, associated with a person, place or event in Pickering); ii. Typical or representative of objects made or used in Pickering; that are historical, cultural, or aesthetic in nature; and that support the interpretative representation of the heritage buildings; Policy Title: Collections Development and Management Policy Policy Number: CUL 010 Page 6 of 12 51 Be in good or excellent condition, or be a unique and rare addition to the collection; iv. Are not duplicates of current collection items; and v. Are well documented with clear legal title, free of provisions and restrictions. 06.04 Objects which are accepted into the Education Collection will be those that are typical of, or representative of, objects made or used in Pickering during the PMV's interpretive time line, but which have no specific association with a person, place or event within Pickering or Pickering's history. These objects may be duplicates of those within the Core Collection. 06.05 All artifact donations to the PMV will be deemed as a gift without ties, as detailed in the PMV Deed of Gift. 06.06 The donors of items not approved for acquisition will be contacted immediately to retrieve their possessions. Items will be considered abandoned if no response or arrangements for pickup have been made following all reasonable attempts by staff. 06.07 The PMV reserves the right to dispose of abandoned items. 07 Tax Receipts and Appraisals 07.01 Tax receipts may be made available upon request by the donor. 07.02 For objects less than $1,000.00, an independent appraisal is not required. An original bill of sale or receipt is acceptable if the item was purchased within the last 12 months. 07.03 The Coordinator, Museum Operations and/or the Conservator may provide current fair market value for objects under an estimated value of $1,000.00. 07.04 Items estimated to be worth more than $1,000.00 must be independently appraised at the donor's cost. PMV staff may arrange for an independent appraisal paid for by the City of Pickering, only if the donor signs a Deed of Gift transferring ownership to the museum prior to the appraisal. 07.05 The appraisal must reflect the current fair market value of the object(s). 07.06 The appraisal must be conducted by a member of the Certified Personal Property Appraisers Guild of Canada or equivalent. 07.07 The donor may not be the appraiser. 07.08 Upon transfer of ownership by signed Deed of Gift, and issuance of a tax receipt, gifts will not be returned to the donor. Policy Title: Collections Development and Management Policy 52 Policy Number: CUL 010 Page 7 of 12 08 Documentation 08.01 In order to maintain the significance and value of the objects in the PMV collection, all pertinent information regarding the identity, history, provenance and transfer of legal title of the artifacts will be collected, recorded, and preserved. 08.02 The PMV will collect and preserve the above mentioned information in the following formats: written, electronic, graphic, audio visual. 08.03 Where applicable, the PMV will follow all guidelines and maintain records required by municipal, provincial or federal statutes, such as for firearms or hazardous materials that may be held in the collection. 08.04 Hard copies of all documentation pertaining to the collection will be maintained. 08.05 The electronic records will be backed up on the City of Pickering computer server. 08.06 PMV will maintain current collections management procedures for, and proper documentation of, the incoming and outgoing loan of those artifacts within its possession. 09 Preservation 09.01 The PMV will strive to preserve all collection material (including historic buildings on site) for future generations. The responsibility of the preservation of the collection is that of the Coordinator, Museum Operations and the Conservator. 09.02 All staff and volunteers will be trained in Artifact Care and Handling Procedures and will be responsible for following them and the Conservation Policy as it pertains to their daily work routines. 09.03 Staff and volunteers will be trained in duties specific to their position as outlined in the Heritage Housekeeping and Maintenance Manual, and in expected responsibilities relating to the Disaster Preparedness Plan and Salvage Procedures. 09.04 All staff and volunteers are responsible for reporting any threat or concern about artifacts and buildings to the Conservator immediately. 10 Use and Operation of Artifacts 10.01 It is understood that use and operation of certain mechanical artifacts may increase the preservation and longevity of the artifact. However, it is a certainty that continued use will cause wear and tear, necessitating maintenance, repair, Policy Title: Collections Development and Management Policy Policy Number: CUL 010 Page 8 of 12 53 and replacement of parts, resulting in loss of the evidential and heritage value of the artifact. 10.02 As a living history site, PMV may choose to enhance guest experience and knowledge by using and/or operating objects and machines in active demonstrations. Those objects and machines will be Education Collection pieces, not Core Artifacts. 10.03 Core artifacts may be selected for use and/or operation on a case-by-case basis, at the discretion of the Coordinator, Museum Operations and the Conservator and at the approval of the Advisory Committee. 10.04 When recommending if an artifact may be used or operated, the Coordinator, Museum Operations and the Conservator will be responsible for finding a balance between living history interpretation benefits and the long-term preservation of the artifact: The following factors will be considered: The ability of museum staff to protect the safety of the public, staff and the collection; ii. The ability of the City of Pickering to provide the resources to operate an artifact; The existence of a duplicate artifact that will be preserved in its original state; iv. The interpretive value to the public, the range of demonstrative techniques available, and the effect the operation will have on the artifact; v. The relative, significant heritage of the artifact, with consideration of rarity, provenance, uniqueness and value; vi. Alternative, less invasive operation to sustain working order rather than original power source; and vii. The research benefits of using the artifact against the preservation of the artifact's history of use. 10.05 Core artifacts identified and approved for use will be documented in the collection records. 10.06 Core artifacts may not be rented. 10.07 Film rental contracts that include interiors and existing staging will be considered on a case-by-case basis. Policy Title: Collections Development and Management Policy 54 Policy Number: CUL 010 Page 9 of 12 11 Loans 11.01 Loans of artifacts to other recognized institutions may be approved by the Coordinator, Museum Operations or the Conservator for a set period of time for the purpose of research or exhibition, provided that the PMV's loan conditions are met. 11.02 The PMV will not loan artifacts from the Core Collection to individuals. 11.03 Incoming loans may be approved by the Coordinator, Museum Operations or the Conservator for a set period of time for the purpose of research or to enhance Temporary Exhibitions. 11.04 The PMV will not agree to long term loans with no determined end date for either outgoing or incoming loans. Exceptions may be considered at the discretion of the Coordinator, Museum Operations. 11.05 For both outgoing and incoming loans, documentation (including photographs) regarding condition and value must be completed, and loan forms must be signed, prior to the loan taking place. This documentation will become part of the artifact's permanent file. 11.06 The PMV will provide the same standards of care for incoming loans as for its Core Collection. If the PMV feels that the lending institution's conditions cannot be met, the loan will not proceed. 12 Deaccessioning 12.01 As part of responsible collections management, the PMV acknowledges that in order to maintain a relevant collection within the parameters of the PMV Vision, Mission, Mandate, and Statement of Purpose, artifacts may require removal from the Core Collection. 12.02 In the interest of ethical collections management, and unless an artifact is deemed hazardous, PMV has no legal title, or it is in an unstable or rapidly degenerating condition, it will not be considered for deaccession until it has been in the collection a minimum of two years. 12.03 The PMV will perform a deaccession with strict adherence to ethical and museological guidelines and practices. 12.04 Prior to a deaccession, the Coordinator, Museum Operations and the Conservator will ensure that: The PMV/City of Pickering holds the legal title to the object, and that there are no holds or restrictions placed on the donation; and Policy Title: Collections Development and Management Policy Policy Number: CUL 010 Page 10 of 12 55 ii. In the case of artifacts with no clear title or that are poorly documented or undocumented, a serious and documented attempt was made by staff to research and investigate ownership. 12.05 The PMV Advisory Committee must approve deaccession, in a formal meeting of the Committee, at the recommendation of the Collections Sub -Committee. 12.06 Final approval to deaccession must be granted by the Mayor and Council. 12.07 Artifacts may be recommended by the Collections Sub -Committee for deaccession if: The artifact is the subject of repatriation; ii. The artifact is significantly incomplete (unidentifiable piece or fragment) or is not representative of the type of object; The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; iv. The artifact is duplicated in the collection and having a duplicate is not of value to the collection; v. The artifact is not relevant to the PMV's collecting mandate and/or plan; vi. There is incomplete documentation and provenance for the artifact; vii. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; viii. There are ethical issues related to ethnographic collections and human remains; ix. There are restrictions on legal title; x. It has been found subsequently that there is questionable legal title; xi. Correcting old accessioning mistakes (i.e. item was never meant to be an artifact or accessioned); and xii. The object is a threat to the collection, staff, volunteers, or structure of the PMV. 12.08 Records (or a copy) will be maintained for all artifacts deaccessioned, and will include the original catalogue information, documentation of the reason(s) for deaccession and approval, and documentation of the disposal of the artifact. Note will be made with the original entry in the Accession Register of the date of deaccession. Policy Title: Collections Development and Management Policy 56 Policy Number: CUL 010 Page 11 of 12 13 Disposal 13.01 Artifacts may be disposed of or destroyed only after deaccession has been approved. 13.02 PMV will make all reasonable efforts to inform the registered donor or family (if donor is deceased) that the object is to be disposed of as requested on the Deed of Gift and only if a tax receipt was not issued. 13.03 Every attempt will be made to relocate deaccessioned artifacts within the museum community. The receiving museum will assume packing and transport costs. 13.04 Failing the above steps, the object may be offered for sale to the public, in accordance with the City of Pickering's Purchasing Policy, PUR-010, section 15 (Disposal of Surplus Assets) at public auction to the highest bidder and based on current market value. 13.05 No member or family member of the Collections Sub -Committee, the PMV Advisory Committee or City of Pickering staff or volunteers will be allowed to purchase the object. 13.06 If an artifact is in a total state of disrepair, the artifact may be destroyed in view of two persons consisting of the Coordinator, Museum Operations, and/or the Conservator, and/or at least one member of the PMV Advisory Committee. 13.07 Profits from the sale of donated artifacts must go towards collections development or artifact maintenance/conservation. 14 Policy Review 14.01 This policy will be reviewed a minimum of every three years, by the Coordinator, Museum Operations, the Conservator, and the Collections Sub -Committee. 14.02 Changes to this policy will be approved by the PMV Advisory Committee prior to going forward for City and Council approval. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Collections Development and Management Policy Policy Number: CUL 010 Page 12 of 12 57 cu, P1CKE RiNG /\TTACHisiENT# a TOREPORf`#CS 31— I-4- Policy - - Policy Policy Title: Conservation Policy Policy Number CUL 020 , Reference Date Originated (m/d/y) Date Revised (mIdly) Pages ICOM Code of Ethics for December 4, 2017 7 Museums CAC Code of Ethics and Guidance for Practice CMA Ethics Guidelines The Getty Institute's Conservation Museum Planning Approval: Chief Administrative Officer Point of Contact Supervisor, Cultural Services 58 Policy Objective As a responsible steward of the material culture and heritage of Pickering, the Pickering Museum Village (hereinafter referred to as the "PMV") and the City of Pickering recognize the need to retain staff qualified to preserve these materials for the benefit OfAiture generations. The conservation (both preventive and treatment based) of the museum's artifact collection and heritage buildings are a high priority. The City of Pickering will provide t e best possible physical environment for artifacts, whether in storage, on exhibit, or on loan, and will ensure that any treatment or restorative work is carried out by trained All staff: working with the collection will maintain strict adherenceAo the Canadian Museum Associations' Ethics Guidelines" and the "Code of Ethics and Guidance for Practiceas outlined by the Canadian Association for Conservation of Cultural Property, and,will follow current legislation affecting conservation and collections care Index 01 Definitions 02 Responsibilities `' Ft. 4-5 03 Priorities', 5 04 Preventive Conservation 6 05 Treatment Conservation 6 06 Standards 6-7 07 Policy Review 7 Page 2-4 01 Definitions 01.01 Conservation — All actions aimed at the safeguarding of cultural property for the future. The purpose of conservation is to study, record, retain, and restore the culturally significant qualities of the cultural property as embodied in its physical and chemical nature with the least possible intervention. Conservation includes the following: examination, documentation, preventive conservation, preservation, treatment, restoration and reconstruction. 01.02 Core Collection — The PMV's collection of artifacts that have a specific association with (or in some cases were typically used by) a person, place or event within Pickering Township pertaining to the history of Pickering up to 40 years prior to the present date. Artifacts in this collection are reserved for research and display under controlled conditions. 01.03 Cultural Property — Objects that are judged by society, or by some of its members, to be of historical, artistic, social or scientific importance. Cultural property, also referred to as artifacts, can be classified into two major categories: 1) Movable objects such as works of art, artifacts, books, archival material, and other objects of natural, historical, or archaeological origin; and, 2) Immovable objects such as monuments, architecture, archaeological sites and structures of historical or artistic interest. 01.04 Documentation — All of the records, written and pictorial, accumulated during the examination and treatment of a cultural property. Documentation can include the examination records and condition report, treatment proposal, treatments records and report, recommendations for future care, samples taken from the cultural property, and relevant correspondence. The purpose of this documentation is to: Record the condition of cultural property; ii. Record information revealed during examination or other conservation activities that assists in the understanding of the cultural property; iii. Record the changes to the property due to conservation activities, and the justification for these changes; and iv. Provide information helpful to the future care and treatment of cultural property. 01.05 Education Collection — The PMV's collection of objects available for the purpose of interactive displays and active demonstrations which could result in deterioration and damage through use. These items have no specific association with a person, place or event within Pickering. Policy Title: Conservation Policy Policy Number: CUL 020 Page 2 of 7 59 01.06 Intervention and Repair — Any action that results in a physical or chemical change to a cultural property, including steps taken to replace or correct broken, damaged or faulty components or elements of an artifact, either inside or outside, or to make minor alterations or renovations to it in order to maintain its operating efficiency. 01.07 Invasive Treatment - All actions directly applied to an item or a group of items aimed at arresting current damaging processes or reinforcing their structure. These actions are only carried out when the items are in such a fragile condition, or deteriorating at such a rate, that they could be lost in a relatively short time. These actions sometimes modify the appearance of the items. 01.08 Material Culture — the physical objects created by a culture; the buildings, tools, and other artifacts created by the members of a society. 01.09 Preservation — All actions taken to retard deterioration of, or to prevent damage to, cultural property through activities that minimize chemical and physical deterioration and damage and that prevent loss of informational content. Preservation involves management of the environment and of the conditions of use, and may include treatment in order to maintain cultural property, as nearly as possible, in a stable physical condition. The primary goal of preservation is to prolong the existence of cultural property. 01.10 Preventive Conservation — All actions taken to mitigate damage and deterioration to cultural property. This is achieved through the formulation and implementation of policies and procedures in areas such as lighting, environmental conditions, air quality, integrated pest management; handling, packing and transport, exhibition, storage, maintenance, use, security, fire protection, and emergency preparedness and response. 01.11 Preventive Maintenance — All actions taken to preserve or keep a cultural property in a given existing condition, including routine, cyclical, non-destructive actions taken to slow the deterioration of cultural property. In technical terms, maintenance consists of regular inspections of cultural property and may involve small-scale treatments (e.g. surface cleaning, renewal of protective coatings, etc.). Preventative maintenance is a powerful tool to prevent decay and avoid large-scale conservation -restoration treatments. A suitable maintenance program implemented after the conservation treatment aims at preserving the improved conditions of the cultural property. 01.12 Reconstruction — All actions taken to recreate, in whole or in part, a cultural property, based on literary, graphic, pictorial, archaeological, and scientific evidence. Reconstruction is aimed at promoting a better understanding of a cultural property, and is based on little or no original material, but clear evidence of a former state. Policy Title: Conservation Policy 60 Policy Number: CUL 020 Page 3 of 7 01.13 Restoration — All actions taken to modify the existing materials and structure of cultural property to represent a known earlier state. The aim of restoration is to reveal the culturally significant qualities of a cultural property. Restoration is based on respect for the remaining original material and clear evidence of an earlier state. 01.14 Stabilization — Treatment procedures intended to maintain the integrity of cultural property and to minimize deterioration. 01.15 Treatment Conservation — All actions taken to stabilize, modify, repair or restore cultural property to a known earlier state with the aim to preserve aesthetic and historical values. 02 Responsibilities: 02.01 The City of Pickering may allocate funds in each budget year (be they current or capital) for artifact and building preservation, maintenance, and repairs.. Museum staff and the Advisory Committee may also apply for additional funding from the Pickering Museum Village Foundation, or other funding organizations, for artifact preservation and care. 02.02 The PMV will maintain a regular evaluation and inspection schedule for all cultural property in its possession and care. This includes building surveys, condition reports and assessments, inventories and risk assessments based on accumulated data. 02.03 The PMV will maintain, review and update a Disaster Preparedness Plan and provide response training to staff and volunteers. 02.04 The preservation and conservation of the PMV's buildings and collections is the responsibility of all museum staff. 02.05 The Coordinator, Museum Operations and the Conservator are responsible for: 1. Jointly determining conservation and preservation priorities based on building surveys, inventories and exhibition/programming needs; H. Establishing and maintaining environmental standards where possible; and iii. Ensuring that all staff and volunteers working with the collections are trained in artifact care and handling, heritage housekeeping, and in recognizing risks and threats to the collection. 02.06 All museum staff and volunteers are responsible for the following: Maintaining the security of the collection, including protection from damage, deterioration or loss; Policy Title: Conservation Policy Policy Number: CUL 020 Page 4 of 7 61 ii. Reporting preservation concerns promptly to the Conservator; iii. Adhering to care and handling techniques, as trained, when working with or around museum artifacts; and iv. Adhering to plans and directives outlined by the Conservator when included in treatment projects. 03 Priorities 03.01 Preventive conservation is the best use of resources in the care of the Core Collection. Improvements in this area affect positive changes on a large amount of artifacts. Preventive conservation measures will take precedence over any conservation treatments. Conservation treatments will take precedence over restoration treatments. 03.02 The Education Collection at the PMV, used in active displays and demonstrations is considered expendable. Care, maintenance and treatment of the Core Collection will always take precedence over the Education Collection. 03.03 Any intervention applied to a cultural property will be thoroughly researched in terms of historic and aesthetic accuracy as well as stability of materials and processes. The history and evidence of past use will be respected. This will apply to both maintenance and treatment conducted by staff, and to work contracted to outside professionals. 03.04 Heritage buildings on the PMV site will undergo regular inspections in order to develop repair and maintenance priorities. All work will be sympathetic to the original structure, well researched in terms of accuracy, and undertaken by qualified professionals. Capital projects such as roof replacement, painting and drainage will be forecasted and planned. 03.05 Conservation decision making and planning will reflect the museum's Mission, Vision, Mandate, and Statement of Purpose. Priority for attention/treatment will be as follows: Artifacts requiring emergency treatment/stabilization; ii. Artifacts determined by the Coordinator, Museum Operations to be of particular historic significance; iii. Artifacts required for exhibit/display; iv. Artifacts required by programming; and v. All other artifacts owned by the PMV. Policy Title: Conservation Policy Page 5 of 7 62 Policy Number: CUL 020 04 Preventive Conservation 04.01 The PMV has a wide range of museum environments, from contextual exhibits in heritage buildings to case displays. With this in mind, the PMV will strive to meet and maintain current museum environmental standards wherever possible. 04.02 New building acquisitions may be provided with a heating/cooling system to minimize temperature and relative humidity fluctuations. 04.03 An Integrated Pest Management Strategy will be followed and reviewed annually, or as issues arise. 04.04 The Collections Storage Area in the Administration Building will meet or exceed environmental standards as determined by the Ministry of Tourism, Culture and Sport. 04.05 The Collections Storage Area in the Administration Building will be secure and used only for artifact storage. Admittance will be at the discretion of designated museum staff. 04.06 Newly acquired heritage buildings will be evaluated and monies may be budgeted for repairs, renovations, and other measures as required to ensure their long-term preservation. 05 Treatment Conservation 05.01 Conservation treatments will be based on artifact condition assessments and reports provided by the Conservator. The Coordinator, Museum Operations and the Conservator will determine the extent and nature of the treatment. 05.02 All treatments will be diligently documented, with full condition and treatment proposals and reports. Photographs will be taken before, during and after treatment. All research, samples and investigative data pertaining to the artifact and its treatment will be kept. 05.03 Where the scope of work falls outside of the expertise of the staff Conservator, a qualified Conservator specializing in that area will be consulted. 06 Standards 06.01 All treatments (conservation or restoration) will be of minimal intervention to the object. 06.02 Reversible techniques and materials will be used whenever possible in treatments, cataloguing and display. Policy Title: Conservation Policy Policy Number: CUL 020 Page 6 of 7 63 06.03 Restorations will be historically accurate and based on solid, documented observations and research, based on a known earlier date. 06.04 Restorations/reconstructions will be easily detectible and will not be aesthetically deceptive to appear original. 07 Policy Review 07.01 This policy will be reviewed a minimum of every three years, by the Coordinator, Museum Operations, the Conservator, and the Collections Sub -Committee. 07.02 Changes to this policy will be approved by the PMV Advisory Committee prior to going forward for City approval. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Conservation Policy Page 7 of 7 64 Policy Number: CUL 020 DICKERING ATTACHMENT .t &JO REPORT# 31- 11" • Policy Procedure Title: PMV Research Policy Policy Number CUL 030 Reference Date Originated (m/d/y) December 4, 2017 Date Revised (m/d/y) Pages 5 Approval: Chief Administrative Officer Point of Contact Supervisor, Cultural Services Policy Objective The City of Pickering recognizes the importance of research in The development and maintenance of sound museum collections, conservation, communication, exhibit, and education and interpretive practices and activities. Accurate documentation of information will be ensured, in compliance with the Pickering Museum Village (hereinafter referred to as the "PMV") Vision, Mission, Mandate, Statement of Purpose, and Value This policy outlines the kinds of ongoing research undertaken internallY*Ssupport of PMV activities, responsibilities to be adhered to when conducting research, and how research will be '''.c., e,'---,,'` .',..,:•,-..-', facilitated for, and shared with, members of the public.72-. Index 01 Definitions 02 Commitment to Research 03 Types of Research Activities 04 Access,t&the'-eqllption 05 Ethical*n4 Legal Responsibilities 01 Definitions 01.01 Acquisitions — Objects that the PMV has legal ownership and control over and are geneia*,..rnadzby acceptance of donation, purchase, or field collecting. Page 1-2 2 3 3 3-5 65 01.02 Artifact — An object created or produced by humans, that has cultural significance to Pickering. It may be used for exhibition, explanation, or research, and is held in trust for the public for future generations to appreciate and learn from. An artifact may be a building, an object including furniture, tools, vehicles, household or personal items, textiles, books or paper records. 01.03 Core Collection — The PMV's collection of artifacts that have a specific association with (or in some cases were typically used by) a person, place or event within Pickering Township pertaining to the history of Pickering up to 40 years prior to the present date. Artifacts in this collection are reserved for research and display under controlled conditions. 01.04 Education Collection - The PMV's collection of objects available for the purpose of interactive displays and active demonstrations which could result in deterioration and damage through use. These items have no specific association with .a person, place or event within Pickering. 01.05 Material Culture — The physical objects created by a culture; the buildings, tools, and other artifacts created by the members of a society. 01.06 Research — An investigation of a specific subject that involves formulating problems, gathering and critically analyzing evidence, recording observations, and developing conclusions. 02 Commitment to Research 02.01 PMV has a responsibility to encourage, and contribute to the research, development of, sharing of, and housing of knowledge and resources about the community's past and its material culture, as identified in the PMV's governing statements. 02.02 Space and a library of resource' material will be maintained, and will be continually developed to support research. 02.03 Budgetary support may be provided by the City of Pickering to support research by the annual allocation of funds for materials, equipment, space, and staff resources. 02.04 Staff and volunteers will undertake research as necessary to support PMV activities. 02.05 Priorities for research will be determined based on PMV goals and objectives as set out in current approved strategic, business, or master plans, and that research will align with and support the PMV's current Comprehensive Interpretive Plan. Policy Title: Research Policy Page 2 of 5 66 Policy Number: CUL 030 03 Types of Research Activities 03.01 Research will be conducted in the following ways and areas: i. The research of artifacts accepted into the PMV's collections (both Core and Education Collections) is necessary to understand artifact significance and value to the community, uniqueness and rarity of the objects, and to enhance understanding of the collections overall; ii. Research in support of PMV event, program and exhibition planning and development is necessary to ensure accuracy of information shared with the public, and to build a greater knowledge base for the PMV's resource library; and iii. Research is necessary to support PMV function and will include, but is not limited to, artifact care, conservation treatment, interpretation trends and development strategies, education sector changes (e.g. common curriculum), marketing and promotional strategies, strategic, master and business plan strategies, survey and evaluation development and analysis, training and other professional development techniques and methods, use and application of technology, and public engagement strategies. 03.02 Research related to the community and its history will be conducted and/or facilitated to support public and City interdepartmental requests. 04 Access to the Collection 04.01 Request for access to the artifact collection (Core or Education Collections) and the PMV library resource material will be granted to the public by appointment. 04.02 When access is granted to the collections, a trained staff member will provide orientation and remain present. 04.03 Public and internal inquiries and appointments will be recorded and tracked as a user and public service statistic. 04.04 Requests from the public for staff to conduct research will be reviewed on a case-by-case basis; the PMV may apply research fees to cover the cost of staff wages, and asapproved annually in the City's user fees and charges. 05 Ethical and Legal Responsibilities 05.01 Only staff and volunteers with proven historical research skills and/or background will be selected to conduct research. 05.02 Staff and volunteers conducting research on collections will be trained in Artifact Care and Handling before beginning a research project. Policy Title: Research Policy Policy Number: CUL 030 Page3of5 67 05.03 Research will be as accurate, detailed, and objective as access to reference material and resources will allow. Off-site research at archives and libraries will be encouraged where possible and necessary, and as resources allow. 05.04 AH research conducted by staff and volunteers to support PMV activities will: i. Be fully and properly documented, with sources accurately cited; ii. Be kept on file along with primary sources collected; and, Ensure future researchers will be able to review data collected, along with the researcher's theories and conclusions. 05.05 All PMV staff and volunteers will understand and follow standards of ethical behaviour in research (e.g. confidentiality of records, publication guidelines, credit, etc.), and will uphold municipal, provincial, and federal legislative requirements (e.g. copyright legislation, Municipal Freedom of Information and Protection of Privacy Act) when preparing research for publication or sharing. 05.06 When collecting information from a person (visitor surveys, oral history, interviews), participants will be informed of their right to withdraw, their privacy will be protected, and written consent must be attained if the PMV intends to use the information. The PMV will not share information that the participant has identified as confidential. 05.07 All research conducted by staff or volunteers to support public programs, events, and exhibits will be shared with the public (except for information identified as private or confidential) through interpretative methods and techniques (e.g. exhibition text panels, interactive verbal interpretation and storytelling, blogs and publications). 05.08 Excluding information declared as private or confidential, the results of research conducted in support of PMV operational functions will be shared with the public and/or City staff solely for the purpose it was intended (e.g. data analysis, reports). 05.09 When research is conducted by the public through access to the PMV's resources and/or collections, the user will be requested to provide a copy of the final work to be included in the PMV's resource library, and the PMV credited and/or cited in their final work. All restrictions on public access regarding confidentiality and privacy will be honoured. 05.10 Relevant Senior Museum staff (Coordinator, Museum Operations, Event & Volunteer Programmer, Conservator) will review and evaluate research conducted by volunteers and program staff, to ensure research objectives and recognized ethical and legal standards are met. 05.11 All research conducted for the PMV by staff and volunteers will be the property of the City of Pickering. Policy Title: Research Policy Page 4 of 5 68 Policy Number: CUL 030 05.12 All forms that collect personal information will contain a notation that includes the reasons the information is being collected and what it is being used for, in accordance with the Municipal Freedom of Information and Protection of Privacy Act. 06 Policy Review 06.01 This policy will be reviewed a minimum of every three years, by the Coordinator, Museum Operations. 06.02 Changes to this policy will be approved by the PMV Advisory Committee prior to going forward for City approval. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Research Policy Policy Number: CUL 030 Page5of5 69 ATTACHMENT # + TO REPORT t.. DICKERING C5 31-1+ Policy Policy Title: PMV Interpretation and Programming Policy Policy Number CUL 040 Reference PMV Policy Date Originated (m/dly) December 4, 2017 Date Revised (m/d/y) Pages 11 Approval: Chief Administrative Officer Point of Contact Supervisor, Cultural Services Policy Objective The City of Pickering recognizes that the Pickering Museum Village (hereinafter referred to as "PMV") is a public facility dedicated to preserving, studying, and interpreting the community's heritage. Programming creates a Zink between the PMV, its artifact collections and the visitor, and is the most visible core interpretive function of the PMV: PMVisdedicated to providing high �`k quality, innovative, and interactive programs that are responsive to the community and that build and sustain public trust. The purpose of this policy is to define the PMV's roles and responsibilities 1n developing, presenting, and evaluating effective museum programs that align with, and support, the PMV's governing principles (Vision, Mission, Mandate, Statement ofIPurpose, and Values). Index 01 Definitions 02 Comprehensive Interpretive Plan 03 Audience Research 04 Guest Services 05 Program laRning Panningand Develo men 06 Program Evaluation 07 Commitment to Life ong Learning 08 Educational Programming,° 09 Community Programming 70 Page 2-4 4 4-5 5 5-7 7 8 8-9 9 10 Staff Training and Development 11 Facility Use 12 Policy Review 01 Definitions 10 11 11 01.01 Acquisitions — Objects that the museum has legal ownership and control over and are generally obtained through donation, purchase, or field collecting. 01.02 Artifact — An object created or produced by humans, that has cultural significance to Pickering. It may be used for exhibition, explanation, or research, and is held in trust for the public for future generations to appreciate and learn from. An artifact may be a building, an object including furniture, tools, vehicles, household or personal items, textiles, books or paper records. 01.03 Audience — A group of people bonded by their collective participation as listeners, spectators, or participants in a museum program (e.g. workshop, tour, exhibit, or event). 01.04 Community — Refers broadly to forms of association that connect people together in ways such as, but not exclusive to, geographic location, common interest, language, objective, religion, tradition, history, economy, and ways of living. 01.05 Core Collection —PMV's collection of artifacts that have a specific association with (or in some cases were typically used by) a person, place or event within Pickering Township pertaining to the history of Pickering up to 40 years prior to the present date. Artifacts in this collection are reserved for research and display under controlled conditions. 01.06 Customer Service — Refers to the approach the PMV will take to anticipate and satisfy or exceed visitor needs. These services may include, but are not limited to value for money, uniqueness and high quality of experience, and level, ease, and comfort of the overall PMV experience. 01.07 Educational Programming — Programming specifically designed to blend the Ontario Ministry of Education's Curriculum standards with the PMV's interpretive themes and mandate. 01.08 Education Collection — PMV's collection of objects available for the purpose of interactive displays and active demonstrations which could result in deterioration and damage through use. These items have no specific association with a person, place or event within Pickering. 01.09 Environics — A licensed software system that analyzes collected postal codes to break down actual and potential PMV visitors into characteristics and Policy Title: Interpretation and Programming Policy Policy Number: CUL 040 Page 2 of 11 71 behaviour categories that help support marketing and promotional strategies to increase attendance and engagement at PMV programs and events. 01.10 Inputs — The materials and resources that the program will require, and may include elements such as equipment and artifacts, facilities, staff and volunteers, Ministry standards, etc.). 01.11 Interpretation — The communication process that creates meaning through clear and simple explanation, in order to help PMV visitors understand Pickering's heritage and help preserve it. 01.12 Lifelong Learning — Refers to the concept that learning is not restricted to students, and that there are learning opportunities for all ages in the museum environment, as well as creative scope for program objectives. Audience is not restricted to members of the public, and the concept of lifelong learning also applies to PMV staff and volunteers. 01.13 Material Culture — The physical objects created by a culture; the buildings, tools, and other artifacts created by the members of a society. 01.14 Outcomes — Anticipated changes or benefits expected to occur to program participants or the community as a result of a program. They are qualitative measurements of a program's success (e.g. changes in knowledge and understanding, skills, attitudes and values, and/or impacts on enjoyment, inspiration and creativity). 01.15 Outputs — The immediate, direct results of the program, and should be quantitatively measured (e.g. expected and actual number of staff and/or volunteer hours, revenue, materials developed, number of participants, supplies consumed, website hits). 01.16 Programming — Refers to all public activities performed by the PMV to connect identified audiences and communities with the PMV's collections, though the study, interpretation and preservation of Pickering's cultural heritage, and includes lifelong learning, programs and workshops, guided tours, educational programs, outreach programs, events, exhibitions, and blogs and publications. 01.17 Program Evaluation — A process of gathering and analyzing information from the public that assists the PMV to establish the effectiveness, quality, and sustainability of a program. There are three forms: Front -End Evaluation — The collection of information from the public that helps staff establish needs and wants of the public prior to initiating program development. ii. Formative Evaluation — Feedback collected from a test group before a program is finalized (e.g. survey from a teacher partner following a pilot program). This data will help staff make changes to the program before launching it to the public. Policy Title: Interpretation and Programming Policy 7 2 Policy Number: CUL 040 Page 3 of 11 Summative Evaluation — The collection of information from the program participants at the program's conclusion. 01.18 Program Staff — Refers to front line staff who deliver PMV programs, and may include members of the senior museum staff, Education Instructors, Tour Guides, and volunteers. 01.19 Research — An investigation of a specific subject that involves formulating problems, gathering and critically analyzing evidence, recording observations, and developing conclusions. 02 Comprehensive Interpretive Plan 02.01 PMV is committed to finding ways to make its collection more publicly accessible. To meet this objective, PMV staff will develop a Comprehensive Interpretive Plan. 02.02 The Comprehensive Interpretive Plan will establish key interpretive themes, identify and re-evaluate key audiences, determine. programming gaps, and set programming goals for a 3-4 year period. 02.03 The Comprehensive Interpretive Plan will be developed by the Coordinator, Museum Operations and will align with current PMV governing statements, and with current approved strategic, business, and master plans; it will be approved by the Supervisor, Cultural Services, Director, Community Services and the PMV Advisory Committee. 02.04 The Comprehensive Interpretive Plan will be reviewed and updated annually by the Coordinator, Museum Operations, and approved as required. 02.05 A new Comprehensive Interpretive Plan will be redeveloped and approved during the year prior to the current plan's completion. 03 Audience Research 03.01 Understanding. audience demographic and behavioural patterns is key to successful programming. PMV will collect visitor information and feedback in the following ways: i. Postal Code Collection at point of entry. This information will be used for Environics Analytics (software) to provide characteristic data of users that is linked to current census information. ii. Visitor Survey. A full visitor survey will be conducted every three years, as part of regular strategic and interpretive plans. Data collection methods may include, but are not limited to, focus groups, interviews, telephone interviews or surveys, on-line surveys and in-person surveys. Policy Title: Interpretation and Programming Policy Policy Number: CUL 040 Page 4 of 11 73 iii. Social Media Analytics. Data on primary social media platforms will be reviewed regularlyto maintain an understanding and profile of primary online audiences and determine target audiences. 03.02 All audience data will be analyzed and reviewed to identify current audiences and potential audiences so that programs will align with known needs and interests, and can be designed to reach audience gaps. 03.03 Targeted audience groups will be identified as part of all program planning. 03.04 Refer to the PMV Research Policy for more information. 04 Guest Services 04.01 All programs and customer services provided to the public will ensure that the principles of excellent customer service are a priority in order to anticipate, meet and exceed the needs of our guests. 04.02 Programs and customer services will provide excellent value, and memorable experiences. Hands-on and multi -sensory opportunities will be offered. 04.03 Visitor comfort, level of service, convenience, and accessibility for guests with disabilities will be considered when programs are developed and planned. This will include pre -visit communication, signage, arrival and reception, site orientation, print material, and on-site amenities. 04.04 Visitor feedback and program evaluation data will be reviewed by senior PMV staff, and improvements will be continually sought to ensure optimum service levels. Refer to section 6. 05 Program Planning and Development 05.01 PMV staff will consult the appropriate sectors of the public when developing new programs, or reviewing and revising existing programs, to ensure public needs are understood and met. Consultation may include surveys and feedback forms, focus groups, steering committees, pilot programs with test groups or a combination thereof. 05.02 Program planning and development will be systematic and a program proposal will include the following: A clearly defined concept and outline that includes how the program aligns with the PMV's governing principles; ii. Identification of stakeholders. This is particularly important when programs are developed as part of a grant or other outside funding; Policy Title: Interpretation and Programming Policy 74 Policy Number: CUL 040 Page 5 of 11 Identification of target audience(s). This will include a summary of audience characteristics; iv. Identification of measurable outputs; v. Identification of measurable outcomes (including High Five requirements for child -specific programming); vi. Identification of measurable inputs and will include estimated direct and associated and in-kind costs (e.g. volunteer time, research); vii. Identification of core and education collection pieces that are recommended as part of the program, and how they will be used to augment learning; viii. A critical path that includes key staff responsible for tasks, and targeted deadlines for the full development process from beginning to wrap up responsibilities following the program's completion; and ix. A final report showing the qualitative and quantitative success of the program, and recommendations for the future. 05.03 The Coordinator, Museum Operations will oversee program development and evaluation, and will delegate research and tasks to those staff and volunteers with proven skills and abilities. 05.04 Research will be conducted in support of program development as outlined in the PMV Research Policy, for the purpose of providing historical background and context, information on objects and artifacts, supporting audio and visual aids, and any related activities. 05.05 Supervisor, Cultural Services will review and approve Program Proposals as submitted by the Coordinator, Museum Operations. 05.06 All programs will be priced to ensure that all costs to present the program will be recovered) by participation or registration fee. 05:07 In the case of free programs (e.g. outreach programs at events outside the PMV), the in-kind return on investment will be carefully considered before a commitment to attend will be made (e.g. anticipated audience factors). 05.08 PMV will collect and maintain an Education Collection of artifacts separate from its Core Artifact Collection, specifically for the purpose of hands-on learning, and authentic living history demonstration, as per the Collections Development and Management Policy. 05.09 Use of Core Artifacts as resources for learning must be approved by the Coordinator, Museum Operations, in consultation with the Conservator, and Policy Title: Interpretation and Programming Policy Policy Number: CUL 040 Page 6 of 11 75 will be used and/or exhibited as outlined in the Collections Development and Management Policy and the Conservation Policy. 06 Program Evaluation 06.01 Front-end evaluation is an important step in program development and will be conducted prior to program development to ensure that PMV programs are responsive to, and meet the needs of the public. 06.02 Formative evaluation will be used where possible, to ensure that programs under development meet with current standards and needs. This evaluation is key to the success of Educational Programming (e.g. School Tours and Classroom Visits). 06.03 Summative evaluation will always be conducted, and is necessary to determine the sustainability of programs, and will be collected in a variety of ways. Staff input. Staff delivering programs will be encouraged to self - evaluate their interpretive skill and technique; to provide constructive criticism on program elements; and to provide insight on audience appeal and satisfaction at all stages of program development and delivery. High Five Quest II Evaluations. The City of Pickering is a participating member in this accredited program assuring healthy child development. Qualified staff will conduct and submit summative program evaluations of programs delivered to children, to ensure that PMV meets and maintains the quality standards set out by High Five. Program Evaluation Forms. These summative forms will be distributed and collected in hard -copy from program participants at the conclusion of a program (e.g. public workshop, education tour or outreach program). This information will help focus future program development, and to measure targeted program success in terms of objectives and outcomes. iv. Surveys. Electronic or paper surveys will be used to gather feedback from targeted participants at any or all stages of the program development and delivery process. v. Verbal exit surveys. Guests will be asked about their experiences, allowing issues of concerns and patterns to be identified for senior museum staff for follow up. Opportunity exists to employ this method for front end and summative evaluation. Policy Title: Interpretation and Programming Policy Page 7 of.11 7 6 Policy Number: CUL 040 vi. Comment Cards and/or Guest Book. A feedback station will be made available in a visible location for guests to leave their written comments and constructive criticism for staff review and action. For some programs, a guest book may be a more suitable format (e.g. A Spirit Walk); and for others creative feedback opportunities may be built into the program (e.g. temporary exhibits). Opportunity exists to employ this method for front end and summative evaluation. vii. Social and Digital Media. Comments posted on social media platforms and Trip Advisor regarding programs will be monitored, collected, reviewed and included as part of the overall program evaluation at whichever stage of development or delivery is relevant. 07 Commitment to Lifelong Learning 07.01 PMV is committed to developing programs that support lifelong learning. 07.02 On-going research is necessary in order to promote learning among staff and volunteers, as well as to support public program development. 07.03 A wide range of learning opportunities will be explored by staff, and offered to a variety of audiences through PMV's public programs. 07.04 PMV will design and deliver its programming and training to ensure compliance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Programming at the PMV will strive to be creative and unique, to engage visitors through multiple senses, interaction, and hands-on experiences. 07.05 PMV will offer on-going, high quality learning and training opportunities for its staff and volunteers, ensuring a skilled and knowledgeable interpretive team. 07.06 PMV will maintain membership with organizations that provide and support learning and assessment opportunities that align with required accreditations and standards and ensure quality improvement. 08 Educational Programming 08.01 Educational Programming is the PMV's primary public programming function. 08.02 PMV is an important partner in student learning; in recognition of its value to local school boards, PMV staff will build and maintain strong relationships with educators and Board facilitators for Social Studies and History. Policy Title: Interpretation and Programming Policy Policy Number: CUL 040 Page 8 of 11 77 08.03 Educational programming at PMV will be curriculum -based. PMV will maintain a current and accurate understanding of curriculum expectations, and will adapt programming to reflect education sector changes and needs. 08.04 Education program notes will include specific teaching objectives that link to the current curricula. 08.05 PMV's primary education programming will focus on pioneers; however, programming will be made available for education levels ranging from preschool to post -secondary. 08.06 Programs may be developed to meet audience demand. 08.07 PMV's primary educational programming objective is high-quality direct teaching through guided education tours and classroom outreach programs that incorporate PMV's lifelong learning philosophy. 08.08 PMV may make available learning resources (e.g. resource notes and supplementary information for teachers and self-directed Education Kits that may be rented by teachers) as a secondary educational programming objective. 09 Community Programming 09.01 Community Programming is PMV's secondary public programming function. 09.02 PMV will actively seek and welcome partnership opportunities with Universities providing Bachelor of Education programs, and will host teacher candidate practicum placements. 09.03 As a public facility owned and operated by the City of Pickering, and in support of the PMV's governing statements, the PMV provides a welcoming venue for social gathering where learning and sharing information can take place. 09.04 PMV recognizes that its communities are not only an audience, but also a valuable resource for skills and knowledge. PMV is committed to creating and maintaining communication opportunities with the public. Staff will actively seek community involvement in program development. 09.05 PMV will actively support the recruitment of representative members of the community as volunteers, staff, and as members of the PMV Advisory Committee, ensuring that as broad a representation as possible is available to assist and support the work of the PMV. Policy Title: Interpretation and Programming Policy Page 9 of 11 78 Policy Number: CUL 040 10 Staff Training and Development 10.01 The success of all PMV programs, whether self -guided or staff directed, relies upon the ability and skills of staff to design and communicate creative, engaging, and easily understood programs, kits and/or literature. The City of Pickering will employ qualified staff consistent with the approved City of Pickering job descriptions. 10.02 Senior Museum staff responsible for leading program development will have proven experience in the museum field, and will be familiar with the Ministry of Tourism, Culture and Sport's Standards for Community Museums in Ontario. 10.03 All training of program staff will include: An Orientation to the PMV; ii. Site and program specific Standard Operating Procedures; and A Staff Training Manual that includes detailed program notes for all programs, and additional and relevant reference material. 10.04 In addition the following training will be provided for program staff: Orientation to the Museum including the PMV's governing principles; ii. An overview of the PMV's audiences, programs, and general programming objectives; iv. v. vi. vii. Customer Service; High Five: The Principles of Healthy Child Development; Artifact Care & Handling; An overview of new programs as they are developed and initiated; Evaluation Methods; viii. Annual CPR -C/ AED, Health & Safety, Emergency Response, and Fire Extinguisher Training; and ix. First Aid Training every other year. 10.05 Staff will be evaluated as outlined in the City of Pickering Human Resources Policy. Staff will be encouraged to perform self -evaluations periodically. Policy Title: Interpretation and Programming Policy Policy Number: CUL 040 Page 10of11 79 10.06 Evaluation and feedback from the public will, from time to time identify both positive and negative staff issues. PMV management will share feedback with staff members promptly to address concerns, or share praise. 11 Facility Use 11.01 As a living history site, programming at PMV is directly linked to the buildings and open spaces of the facility, and an integral part of interpretation. 11.02 Most of the buildings at the PMV are also artifacts, and their care and use will be subject to the considerations outlined in the Collection Development and Management Policy, and the Conservation Policy. 11.03 Use of the buildings and open spaces will be scheduled and permitted, as outlined in the PMV Procedure, Section 05. 12 Policy Review 12.01 This policy will be reviewed a minimum of every three years by the Coordinator, Museum Operations. 12.02 Changes to this policy will be approved by the PMV Advisory Committee prior to going forward for City approval. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Interpretation and Programming Policy 80 Policy Number: CUL 040 Page 11 of 11 cdy c,/ DICKERING TO REPORT # CS 31- 11 - Policy Procedure Title: PMV Exhibit Policy Policy Number CUL 050 Reference Date Originated (m/d/y) December 4, 2017 Date Revised (m/d/y) Pages 6 Approval: Chief Administrative Officer Point of Contact Supervisor, Cultural Services Policy Objective Exhibits are a public, highly visible, and integral medium for tefling about a community's heritage. The quantity, and to a larger extent the quality, ofeXh6its is directly related to the public perception of a museum's success, and the percelysedalue of its artifact collection. The Pickering Museum Village (hereinafter referred to as "=111V) uses three exhibit styles (contextual, active, and temporary) to reveal PMV's artifact collections and create,meaning for visitors. The purpose of this policy is to identify and define the PMV's role and responsibilities in developing, presenting, and evaluating effective and hi9h-quajityexhibit programs that engage the public, and that align with, and support, the PMV's governing principles (Vision, Mission, Mandate, Statement of Purpose, and Values).,,,, Index 01 Definitions 02 Exhibit Plan 03 Exhibit Planning an DeVelo hie ,,-,.,--,,--:,.,,,,,-- ..,-,,,,,,,,,-.'z,- ,‘),•,- -.-----',., 04 Use OtAftifacts in Exhibits ...-, 05 Use of Artifacts in Active Displays '.-,... '',;.-., '•'‘2,'.., 06 Policy Review 01 Definitions Page 2-3 3 3-4 4-5 5-6 6 01.01 Active Exhibit - Those displays that involve interpretation and interactive participation with the public by employing the physical use of an Education Collection artifact. 81 01.02 Artifact — An object created or produced by humans, that has cultural significance to Pickering. It may be used for exhibition, explanation, or research, and is held in trust for the public for future generations to appreciate and learn from. An artifact may be a building, an object including furniture, tools, vehicles, household or personal items, textiles, books or paper records. 01.03 Conservation — All actions aimed at the safeguarding of cultural property for the future. The purpose of conservation is to study, record, retain, and restore the culturally significant qualities of the cultural property as embodied in its physical and chemical nature with the least possible intervention. Conservation includes the following: examination, documentation, preventive conservation, preservation, treatment, restoration and reconstruction. 01.04 Contextual Exhibits — Those artifacts on display that have been selected to illustrate, in context, the daily life in homes, businesses, institutions, and on farms within the former boundaries of Pickering Township. The buildings of PMV and their surroundings will be used to develop a time continuum to cover the period from early settlement onward. Each building will establish a specific point in that continuum. 01.05 Core Collection — The PMV's collection of artifacts that have a specific association with (or in some cases were typically used by) a person, place or event within Pickering Township pertaining to the history of Pickering up to 40 years prior to the present date. Artifacts in this collection are reserved for research and display under controlled conditions. 01.06 Education Collection — The PMV's collection of objects available for the purpose of interactive displays and active demonstrations which could result in deterioration and damage through use. These items have no specific association with a person, place or event within Pickering. 01.07 Material Culture — The physical objects created by a culture; the buildings, tools, and other artifacts created by the members of a society. 01.08 Preservation — All actions taken to retard deterioration of, or to prevent damage to, cultural property through activities that minimize chemical and physical deterioration and damage and that prevent loss of informational content. Preservation involves management of the environment and of the conditions of use, and may include treatment in order to maintain cultural property, as nearly as possible, in a stable physical condition. The primary goal of preservation is to prolong the existence of cultural property. 01.09 Programming — Refers to all public activities performed by the PMV to connect identified audiences and communities with the PMV's collections, though the study, interpretation and preservation of Pickering's cultural heritage, and includes lifelong learning, programs and workshops, guided tours, educational programs, outreach programs, events, exhibitions, and blogs and publications. Policy Title: PMV Exhibit Policy Page 2 of 6 82 Policy Number: CUL 050 01.10 Restoration — All actions taken to modify the existing materials and structure of cultural property to represent a known earlier state. The aim of restoration is to reveal the culturally significant qualities of a cultural property. Restoration is based on respect for the remaining original material and clear evidence of an earlier state. 01.11 Temporary Exhibits — Displays developed to more deeply interpret a Pickering theme or focus, or highlight artifacts not normally on display, and can reach a broader audience by travelling to an off-site location, or be installed in the Temporary Gallery space for a set length of time. 02 Exhibit Plan 02.01 The Exhibit Plan will be developed by the Coordinator, Museum Operations and will align with current PMV governing statements, and with current approved strategic, business, and master plans; it will be approved by the Supervisor, Cultural Services, Director, Community Services, and the PMV Advisory Committee. 02.02 The Exhibit Plan will establish the frequency of exhibits, and forecast changes to the heritage building conceptual exhibits, identify and re-evaluate key audiences, and identify the upcoming temporary gallery exhibit themes for a 5 - year period. 02.03 To promote the broadest opportunity for guests to be engaged, involved, educated and entertained, PMV will develop and present three categories of exhibits: Contextual, Temporary, and Active. The Exhibit Plan will include all categories. 02.04 The Exhibit Plan will be reviewed and updated annually by the Coordinator, Museum Operations, and approved as required. 02.05 A new Exhibit Plan will be developed and approved during the year prior to the current plan's completion. 03 Exhibit Planning and Development 03.01 Exhibits are considered a form of museum programming. 03.02 Exhibit planning and development, as it relates to public consultation, development and approval processes, will adhere to the guidelines set out in Section 05 Program Planning and Development of the PMV Interpretation and Programming Policy (CUL 040). 03.03 As much as resources will allow, temporary and active exhibit concepts will integrate with living history programming in the heritage village (e.g. interpretative integration of temporary exhibit with contextual exhibits, public tours and programs) to create a fluid and uniform message to the visitor. Policy Title: PMV Exhibit Policy Policy Number: CUL 050 Page 3 of 6 83 03.04 In keeping with the aesthetics of an authentic living history site, there will be no signage or text panels provided within the village setting/conceptual exhibit areas, except for indications of the location of public washrooms and AED machines. 03.05 All interpretation presented to visitors in the living history village will be provided by costumed interpreters, or by supplementary printed material provided to each visitor upon entry to the PMV. 03.06 All information presented in text or by staff and volunteers will be based upon documented research, and will be accurate, objective, relevant, truthful, sensitive, respective, and interesting. 03.07 All exhibits will be accessible to the public, insofar as can be made possible in a living history environment and in compliance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Where physical access is not possible (e.g. upstairs in heritage buildings), visual aid options will be provided. 03.08 Text panels for temporary gallery exhibits and all publication materials will comply with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, and with current copyright legislation. 03.09 The PMV's responsibility to public trust will be foremost, and sponsorship and commercial support of exhibits must not compromise the PMV's standards and objectives. 04 Use of Artifacts in Exhibits 04.01 Artifacts selected for exhibit must be stable, and will be monitored to ensure safe exposure in chosen settings (contextual exhibits in heritage buildings, temporary gallery, off-site exhibition location, etc.). 04.02 Selection of artifacts for exhibit will be determined in strict adherence to Conservation and Collections Development and Management policies and procedures. 04.03 Artifacts in contextual exhibits will be conserved to a "usable" condition, as if they are in regular use during the time represented in order to accurately represent the interpretive through -lines of the village. Artifacts will not be restored to "brand-new" condition. 04.04 Sensitive artifacts in contextual exhibits in the heritage buildings will be removed to storage for the coldest months of the year. 04.05 Wherever possible, rooms in buildings will be cordoned off so that the public may view the exhibits from a safe distance. 04.06 No artifact on display as .part of a Temporary Exhibit will be used or handled. Policy Title: PMV Exhibit Policy Page 4 of 6 84 Policy Number: CUL 050 04.07 All artifacts chosen to be displayed as part of a Temporary Exhibit will have a detailed Condition Report completed, as well as photographic documentation. Cleaning, stabilization and treatment reports on artifacts prior to exhibition will be performed by the Conservator. 04.08 Off-site Temporary Exhibitions will be mounted in public venues that are monitored and/or approved by the Conservator, environmentally controlled, and secured from handling and theft. 04.09 Artifacts which are subject to damage or deterioration from exposure to light and heat will be displayed only in areas where light, heat, and humidity levels can be monitored and controlled. 04.10 Where multiple artifacts of one type of item are available, a schedule of rotation from display to storage will be implemented to mitigate deterioration due to light, heat, and humidity exposure. 04.11 Design and materials used for mounting contextual and/or temporary exhibits will be selected to ensure the protection of the artifact from damage due to either environmental factors or handling by the public. 04.12 All materials used in the mounting of artifacts will be chemically inert, stable and acid free. Mounts will be designed to ensure adequate support of artifacts while being unobtrusive to theoverall aesthetic of the exhibit. 04.13 Those artifacts deemed to be hazardous to the public, or particularly sensitive, will be exhibited in display cases. 05 Use of Artifacts in Active Displays 05.01 PMV will collect and maintain an Education Collection of artifacts identified for the purpose of demonstrating use of items. These items will have no provenance, are not threatened by irreparable damage, and will be determined to have significant value as tools of interpretation. 05.02 If multiple examples of a particular piece of equipment are present within the Core Collection, artifacts of no provenance or historical connection may be deaccessioned from the Core Collection to the Education Collection. 05.03 Active exhibits will seek to engage and involve the visitor in a way that ensures learning by interactive, multiple sensory, and hands-on engagement. 05.04 Artifact machinery will only be operated by staff and/or volunteers with the training to do so (e.g. rope maker). This equipment must be maintained, and regularly inspected to ensure they are in safe and good operating condition. 05.05 Artifact heating and cooking equipment (e.g. forge, woodstove, and hearth) will only be operated by staff and/or volunteers with the training to do so. This Policy Title: PMV Exhibit Policy Policy Number: CUL 050 Page 5 of 6 85 equipment must be regularly cleaned, maintained, and inspected to ensure they are WETT certified and meet current operational and safety codes. 06 Policy Review 06.01 This policy will be reviewed a minimum of every three years by the Coordinator, Museum Operations. 06.02 Changes to this policy will be approved by the PMV Advisory Committee prior to going forward for City approval. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: PMV Exhibit Policy Page 6 of 6 86 Policy Number: CUL 050 cdy DICKERING ITACHMENT# 1-Q TO REPORT# C S 31 -11 - Policy Policy Title: Pickering Museum Village Policy Policy Number CUL 060 Reference Date Originated (m/d/y) Date Revised (m/d/y) Pages ADM — 040 Boards and May 30, 2011 December 4, 2017 27 Committees Policy FIN — 030 Financial Control Policy City Policy and Procedure Manual, Vol. 2 (Human Resources Policies and Procedures) "Standards for Community Museums in Ontario," Government of Ontario, Ministry of Tourism and Culture, 2006 "Ethics Guidelines," Canadian Museum Association, 1999. "Code of Ethics and Guidance for Practice," The Canadian Association for Conservation of Cultural Property and The Canadian Association of Professional Conservators, 2009 Occupational Health & Safety Act, 2011 Approval: Chief Administrative Officer<Point of Contact Supervisor, Cultural Services Policy Objective This Policy document outlines processes that �complywith'the Ministry of Tourism, Culture and Sport's standards for community museums in Ontario,?and addresses areas that do not have an associated Pickering Museum Village (hereinafter referred to as the "PMV") policy or procedure as PMV staff work through a':transition from procedure to policy. When the transition is 87 completed, this document will be replaced with policies and procedures that reflect all required standard areas, and all current PMV functions (Governance, Finance, Community, Exhibition, Interpretation and Education, Human Resources, Collections Development and Management, Conservation, Research), as well as Volunteers. Amendments will be recommended to existing City of Pickering policies and procedures that ensure museum -specific operational issues and needs are covered that also comply with Ministry requirements. Index Page 01 Definitions 2-5 02 PMV Mandate, Vision, Mission, and Values 5-6 03 Governance Procedures 6 04 Finance 6-7 05 Community 7-11 06 Exhibition 11 07 Interpretation and Education 11-13 08 Human Resources 14-17 09 Collection Management Procedure 17-20 10 Conservation Procedure 20-25 11 Volunteer Procedure 25-27 12 Research Procedure 27 01 Definitions 01.01 Access — The ability of all users, whether members of the public, staff, or volunteers, to participate in the use of the PMV and its collections for enjoyment and edification. 01.02 Accessibility — The municipality's responsibility to make its services and activities inclusive for all persons with disabilities. 01.03 Accessioning — The process of taking physical possession and title of the object and documenting the acquisition. 01.04 Acquisitions — Objects that the museum has legal ownership .and control over and are generally made by acceptance of donation, purchases or field collecting. Policy Title: Pickering Museum Village Policy Page 2 of 27 88 Policy Number: CUL 060 01.05 Active Display — Any living history exhibit or demonstration during which equipment may be operational (e.g., spinning, cooking, steam threshing, etc.), or movement or action is required by the presenter or visitor. 01.06 Active Volunteer — One who participates in mandatory training seminars as required and attends a minimum of 1 event/activity in a 1 -year period. 01.07 Artifact — An object created or produced by humans, that has cultural significance to Pickering. It may be used in exhibition, explanation, or research, and is held in trust for the public for future generations to appreciate and learn from. An artifact may be a building, an object including furniture, tools, vehicles, household or personal items, textiles, books or paper records. 01.08 Cataloguing — A process that identifies and records essential information and identifiable characteristics, pertaining to an object, allowing it to be categorized according to Chenhall's System of Classification in order that the data may be effectively retrieved and the object accurately interpreted. 01.09 Chenhall's Nomenclature — A universallyaccepted classification system with identifying terms that enable curators, registrars, and cataloguers to precisely and accurately describe material culture, and to ensure that there is standardized understanding of terminology among museum staff and volunteers working with the artifact collections, and also between museums nationally and internationally to enable the sharing of information and cultural objects. In-house use of this system also creates standardization of cataloguing for staff and volunteers at PMV, ensuring that record keeping is accurate, and complete. 01.10 Collections Sub -Committee — A sub -committee of the Pickering Museum Village Advisory Committee. 01.11 Condition Report - A document that provides a detailed description of an object's physical and chemical status, and its overall stability, and exhibition and storage requirements. 01.12 Conservation Treatment — Slowing or reversing deterioration or damages acquired by an artifact or building. 01.13 Contextual Exhibits — Those artifacts on display in the heritage buildings that have been selected to illustrate, in context, the daily life in homes, businesses, and institutions and on farms within the former boundaries of Pickering Township. 01.14 Core Collection — Contains artifacts that have a specific association with (or in some cases are typically used by) a person, place or event within Pickering Township that would have been used between 1810 and 1920. Artifacts in this collection are reserved for research and display under controlled conditions. Policy Title: Pickering Museum Village Policy Page 3 of 27 Policy Number: CUL 060 89 01.15 Deaccessioning — The process of permanently removing an artifact from the core collection. 01.16 Disposal — The physical removal or reassignment of an object in the collection. 01.17 Education Collection — Contains objects available for the purpose of interactive displays and demonstrations which could result in deterioration or damage through use. 01.18 Education Program — Refers to programs designed specifically for school children, and include on-site tour programs and "heritage to go" outreach programs. 01.19 Exhibits — Refer to on-site living history displays in heritage buildings, temporary gallery exhibits, off-site displays, travelling exhibits on loan, and living history presentations and demonstrations. 01.20 Inactive Volunteer — A volunteer who has had no contact or participation with PMV. After 1 year they will be removed from the active volunteer list. 01.21 Incoming Loans — Objects that are temporarily accepted into a museum from another institution and do not involve any change or promise of change in ownership. These objects receive the same level of care as the museum's own collection. 01.22 On Leave — Refers to a planned absence of a volunteer agreed to by the Event & Volunteer Programmer and the volunteer, and is no longer than 1 year in length. This leave may be taken at the volunteer's discretion for any reason including bereavement, study, illness, stress, and family needs. 01.23 Outgoing Loans — Objects that are temporarily released from a museum's collection (or other owner) to another institution and do not involve any change or promise of change in ownership. 01.24 Preventative Conservation — A strategy that details all actions taken to impede deterioration of artifacts and buildings, or to protect them from potential damage. Preventative measures include environmental monitoring and control where objects are stored or displayed; avoiding, monitoring, recording, and treating pest infestations; and practising comprehensive housekeeping routines. 01.25 Public Program — Registered programs, guest presentations, workshops and foodways programming developed for the public of all ages, requiring registration or reservation booking, taking place on-site or as off-site outreach. 01.26 Repatriation — The process of returning an artifact to a museum or donor with which it has stronger provenance or rightful ownership. Policy Title: Pickering Museum Village Policy Page 4 of 27 90 Policy Number: CUL 060 01.27 Skills — Refers to skills development training designed to acquaint volunteers and staff with heritage activities, chores, jobs, and handicrafts to enable them to build a knowledge base for interpretation. 01.28 Special Event- An annual function, or a one-time function such as a dramatic production, exhibit opening, grand opening, seasonal celebration, or other thematic occurrence that meets the PMV Statement of Purpose. 01.29 Temporary Exhibits — Displays developed to more deeply interpret a PMV theme or focus, and can reach a broader audience by travelling to an off-site location, or be installed in the Temporary Gallery space for a set length of time. 01.30 Treatment Report — A detailed description of conservation treatments performed on an artifact to stabilize, and/or counteract deterioration sustained by the artifact. 02 PMV Mandate, Vision, Mission, and Values 02.01 As approved by Mayor and Council in September 2011, PMV governing statements are as follows: Vision Engaging communities through innovative, fun and vibrant living history Mission Pickering Museum Village welcomes our guests to explore and experience our cultural heritage; we dedicate our buildings, artifacts, and programs to inspire a broader appreciation and understanding of life in our communities from 1810 to 1920. Mandate • Collecting, preserving, documenting, housing, exhibiting, and interpreting pertinent artifacts • Researching and documenting historical information supporting the township's material and social culture • Developing programs responsive to the needs of the community • Recruiting and retaining quality staff and volunteers • Maximizing the utilization of community organizations and associations Values • Accuracy of interpretation • Access to all • Welcoming guest experience • Respectful Policy Title: Pickering Museum Village Policy Page 5 of 27 Policy Number: CUL 060 91 03 Governance Procedures PMV is owned and operated by The Corporation of the City of Pickering as per By-law # 620/77. To assist with transparency and community relevance, City staff work cooperatively with the PMV Advisory Committee. 03.01 The Coordinator, Museum Operations will: a) Develop Plans, Policies, Procedures, and Standard Operating Procedures that meet the requirements of the City of Pickering, and the standards as directed by the Ministry of Tourism, Culture and Sport. b) Work with the Advisory Committee and its sub -committees to propose and manage programs and special events that meet the criteria of the PMV Statement of Purpose; to plan and manage short, medium, and long-range capital plans; and to manage all aspects of the collection as outlined in approved plans, policies, and procedures. c) Ensure the training of, and the ethical behaviour of, all staff at PMV as per the "Ethics Guidelines" of the Canadian Museum Association, and the City of Pickering's Policies, Procedures, and training requirements. 03.02 Refer to PMV Standard Operating Procedures for detailed information on: a) Policy, Procedure, and Standard Operating Procedure development processes for the City of Pickering. b) Working relationships with the Advisory Committee. c) Working relationships with the Pickering Museum Village Foundation. d) Seeking grants. 04 Finance 04.01 The Coordinator, Coordinator, Museum Operations will: a) Provide input on, and manage an'annual revenue and expense operating budget that is available to City staff for review at all times. b) Provide input on, and manage capital budget allocations. c) Work with the PMV Advisory Committee to put forward funding proposals to the Pickering Museum Village Foundation. Seek grants to assist with specific projects and to offset operating and capital costs. Policy Title: Pickering Museum Village Policy Page 6 of 27 92 Policy Number: CUL 060 04.02 Refer to City of Pickering Financial Control Policy (FIN 030) for details regarding standard processes and associated procedures. 04.03 Refer to City and PMV Standard Operating Procedures Cash Reports, Bank Deposits, Use of the Cash Register, Requisitioning Invoices, Gift Shop Consignment, Facility Bookings, etc. 05 Community PMV will uphold its mandate by ensuring equal community access to its exhibits, artifacts, and programs by seeking out community partnerships that fit that mandate, and by enabling community input. 05.01 The Coordinator, Museum Operations will: a) Ensure that the artifacts and the museum village site will be maintained and cared for to levels that meet accessibility, health & safety, and conservation standards as set out by law and the "Standards for Community Museums in Ontario". b) Strive to provide public access to artifacts, exhibits, and educational resources insofar as that access is not detrimental to the artifacts and buildings in the museum village's care as directed by the PMV Conservation Procedure. Endeavour to make partnerships with groups and organizations within the City of Pickering and beyond, funding agencies, and other museums whenever those partnerships will benefit the museum village and the goals set out by the PMV. d) Provide opportunity for input from stakeholders to ensure that all services, programs, exhibits, events, and plans undertaken by the PMV will remain relevant to the PMV mandate and the needs and interests of the community. 05.02 Public Access: a) Contextual and Temporary Exhibits will be the primary public access point to the PMV's collection. b) Hours of operation will be clearly posted and publicized. c) Access outside of posted hours of operation will be accommodated whenever possible to school groups, special-interest groups, community groups, academics, and other interested individuals by special appointment. d) Access to the Education Collection and library resources must be made by appointment. Policy Title: Pickering Museum Village Policy Page 7 of 27 Policy Number: CUL 060 93 Access to the artifacts held in the PMV Collection Storage Room and Conservation Lab will be determined on a case-by-case basis. f) PMV reserves the right to deny requests for access. g) Refer to PMV Standard Operating Procedures for detailed information on how and where operating hours will be posted, and how appointments will be set up for the public with appropriate staff outside of regular operating hours and/or staff shifts. 05.03 Accessibility a) PMV will meet all legislated requirements for persons with disabilities to the best of its ability, within available resources, while maintaining the integrity and aesthetics of as accurate a living history facility as possible. b) All print material will conform to legislated accessibility standards and will be provided in alternate formats as requested. c) As required by the City of Pickering, all new PMV staff and volunteers must attend an in-house Accessibility Training Session. d) Refer to PMV Standard Operating Procedures for specific ways in which the museum village will enable access to persons with disabilities, and ways in which PMV will provide alternative solutions if accessibility needs cannot reasonably be met. 05.04 Marketing and Communications a) The City will provide budgetary funding annually for the promotion and marketing of the PMV. b) The Cultural Services team of the Community Services Department will support the PMV in disseminating promotional materials, and producing interpretive guides, text panels, and signage. PMV staff will operate to the timelines and expectations set out in the annual PMV Marketing Plan. This plan will include submission deadlines for: i. All press releases, radio, magazine and newspaper advertisements; ii. Graphics requests; iii. Brochures; iv. Program publications supporting events and programs; v. Signage; and Policy Title: Pickering Museum Village Policy Page 8 of 27 94 Policy Number: CUL 060 vi. Promotional print material such as posters and flyers, web postings, and social media posts and blogs. d) All materials submitted to the Marketing, Research & Communications staff will adhere strictly to all legislated accessibility laws and guidelines, and to the City of Pickering Writing Style Guide. e) PMV staff will collect and maintain a broad range of photographs of events, programs, and activities to support promotions. g) PMV staff with the guidance and input of the Marketing, Research & Communications team, will collect market data on visitors (on-site, web, and social media). PMV will increase access by the public to the. Collections by posting images and information (be it te)d, audio and/or visual), of artifacts not ordinarily on display, through virtual exhibits and galleries, and the use of a variety of technological and social media platforms. PMV staff will make it a priority to encourage interaction with the public through all planned interpretive activities, exhibits, communications, and social media platforms in order to better engage the community. 05.05 Rental Access a) The grounds and buildings of PMV will be made available for use by individuals and groups insofar as new risks to the collection and heritage buildings are minimized, as conforms to the PMV Conservation Procedure, and Standard Operating Procedures. b) Rental use during public or booked operating hours must uphold the PMV's positive public image and ensure fair access for all users. c) If the rental use requires the removal of artifacts from a location, the Conservator will be responsible for packing, and moving/supervising transport of the artifacts, and their return. d) User fees for rental use must generate net revenue. e) Refer to PMV Standard Operating Procedures for detailed information Booking School Tours and Outreach Programs, Facility Rentals, Filming Contracts, Preparing User Fees, Setting Up Registered Programs in Class, Supervising Rental Use, etc. 05.06 Filming Rental Access a) If alterations are required to the exterior or interior of the heritage buildings, acceptance, denial, or acceptable compromises will be Policy Title: Pickering Museum Village Policy Page 9 of 27 Policy Number: CUL 060 95 determined by the Coordinator, Museum Operations on a case-by-case basis, and will include input from the Conservator. b) Film companies must provide all details for proposed alterations so that the Coordinator, Museum Operations will have the opportunity to review and seek clarification where necessary in order to deny, accept, or identify compromises that will be acceptable. c) Proposed alterations may be allowed if: i. The alteration will not damage any original feature or component of the building. ii The alteration improves the accuracy of the representative time period of the building and may be considered a permanent improvement. iii. The alteration is removable/reversible. If alterations (e.g., painting) have been accepted, those details must be included in the contract, along with any notes, expectations and caveats. (e.g., must paint back to original wall colour with recommended paint, etc.). e) If interior filming will be included in the use, the Coordinator, Museum Operations and the Conservator must be provided all details and have the opportunity to deny or identify changes and use that will be acceptable, including proposed rental or removal of artifacts. The Conservator, or the Coordinator, Museum Operations in the case of absence, will be the staff person responsible for supervising filming activity when: Accepted alterations have been approved to the interior or exterior of heritage buildings. ii. Artifacts will be removed. iii. Filming will take place in a heritage building. The Conservator, or the Coordinator, Museum Operations in the case of absence, must approve all strike and/or reparation work involving heritage buildings and artifacts before the film company may leave. h) If artifacts have been approved to be removed, the Conservator will train the film crew, and will supervise all removal. Policy Title: Pickering Museum Village Policy Page 10 of 27 96 Policy Number: CUL 060 i) The film company will be responsible for arranging and paying for appropriate storage of artifacts. PMV reserves the right to approve removal and storage companies. j) The Conservator will supervise the return of removed artifacts to their original location. k) In the case of interior filming, the Conservator will determine the ability of the artifacts in that location to withstand light exposure and remove vulnerable artifacts prior to the commencement of filming. I) All alterations, modifications, compromises, artifact removal etc., will be recorded in the Film Supervision Log. m) Film rental user fees must reflect potential overtime of staff required for supervision. n) PMV and the City of Pickering will be acknowledged in film credits. 06 Exhibition 06.01 Changes to the Temporary Exhibit schedule for exhibits on or off the site will be made only if adequate resources exist, or can be made available to support the research, development, installation, and de -installation of the proposed exhibit. 06.02 The Conservator will be responsible for installation and de -installation of all exhibits. 06.03 Only staff and/or volunteers trained in exhibit design and handling of artifacts may develop, install, and de -install an exhibit under the supervision of the Conservator. 06.04 Temporary exhibits will be developed with clear objectives and measureable outcomes as identified in the Interpretation and Education Procedure section of this document. 07 Interpretation and Education PMV is a living history site. Through the way in which artifacts are displayed in the buildings, to the costumed volunteers and staff interpreters, to the demonstrations performed by those interpreters, the settlement and development of the former Township of Pickering is brought to life for the visitor. It is not the intent of PMV to provide a static display with detailed labels and descriptions within the village site. PMV will uphold its Statement of Purpose by providing programs, exhibits, special events, and dramatic productions in which visitors will have, as much as possible, the opportunity to experience the activities, sounds, textures, smells, and tastes of the past. Policy Title: Pickering Museum Village Policy Page 11 of 27 Policy Number: CUL 060 97 07.01 All PMV programs and activities will meet the following interpretive themes: a) Home — types architecture, clothing, food, household work, families, neighbourhood, society. b) Education — early schools, type, curriculum. c) Work — trades, economy, industry, male and female work outside the home. d) Transportation — methods and modes, styles, road building, navigation. e) Services — energy sources, medicine, mercantilism, religious institutions, social and service clubs. f) Politics — conditions and changes throughout the 19th and early 20th centuries. 07.02 All programming will meet the following aims for students/visitors/participants: a). Learn more about the history of Pickering Township. b) Understand the type of environment that early settlers encountered. c) Examine the backgrounds and values of the township's early settlers. d) Understand how settlers (in our community) related to the environment and how success was gained through innovation and adaptation. e) Illustrate change in the community from the early part of the 19th century to the present. f) Develop skills through hands-on learning experience. 07.03 The Coordinator, Museum Operations will: a) Be responsible for planning and developing education programs that meet the curriculum requirements of Ontario schools and the PMV Statement of Purpose. b) Be responsible for planning and developing public workshops and programs that are relevant to the community and meet the PMV Statement of Purpose. Ensure that education and public programs are widely promoted and communicated to partner groups and clients. d) Ensure the booking of all services through the museum office. Policy Title: 98 Policy Number: Pickering Museum Village Policy Page 12 of 27 CUL 060 e) Be responsible for setting a temporary exhibition schedule for the following year, and assign research topics to seasonal staff. f) Be responsible for the arrangement of partnership exhibitions off the PMV. 07.04 The Event & Volunteer Programmer will be responsible for: a) Developing and planning Special Events and public programs as required by the Coordinator, Museum Operations. b) Preparing and presenting the next year's line-up of proposed Special Events to the PMV Advisory Committee each August, based on current year outcomes, and for approval by that committee. c) Ensuring that Special Events and public programs are promoted and communicated. 07.05 The Museum Booking Coordinator will be responsible for: a) Initial customer service. b) Booking all on-site and outreach programming. c) Collecting of all revenues associated with programming. 07.06 On-site education tours will be made available from mid-April to Christmas. 07.07 All public programming will be made by appointment or registration. A full booklet of available tour themes and outreach programs and guest speaker presentations will be specially designed for, and distributed to, special interest groups. Program categories may include: a) Tours, outreach programs, and guest speaker presentations for special interest groups and will be booked in advance. Workshops will be developed and set up for pre -registration and will be promoted in the City Leisure Guide. 07.08 A full schedule of special events will be planned and submitted to the Advisory Committee six months prior to the start of the next year (July). 07.09 For more details on the use of artifacts in programming, refer to the Collection Management Procedure and the Conservation Procedure sections of this document. Policy Title: Pickering Museum Village Policy Page 13 of 27 Policy Number: CUL 060 99 08 Human Resources PMV is an award-winning living history site that excels in customer service, and innovative and interactive programming. In order to fulfil its purpose, and maintain its standards, commitment to staff and volunteer investment is necessary. As a facility owned and operated by the City of Pickering, PMV, its staff, and volunteers are subject to all policies and procedures regarding the operation of a municipal facility, and the conduct of staff. In addition to those policies and procedures, strict adherence to the Collective Agreement between The Corporation of the City of Pickering and the Canadian Union of Public Employees, Local 129 must be observed. • 08.01 Human Resources Management a) Under the guidance of the Human Resources Division, the City of Pickering will ensure that the staff person responsible for the administration of the PMV and its collection has appropriate training, credentials, and work experience. That staff person will provide input to City staff to assist in the recruitment, training, and retaining of high quality staff, and will guide the City to ensure that the PMV operates in accordance with Ministry Standards for Community Museums in Ontario, and the Canadian Museum Association's Ethics Guidelines. b) All staff members and volunteer positions will have a written job description. Recruitment, performance assessment, recognition, and termination of PMV staff will be conducted ethically and with strict adherence to all current legislation, City of Pickering Policies and Procedures, and the Collective Agreement. Volunteer recruitment, assessment, recognition and appreciation, and termination will be conducted ethically, as per the guidelines in the Volunteer Procedure section of this document. City of Pickering Policies and Procedures, and PMV Standard Operating Procedures will be followed by all staff and volunteers as is applicable to their duties and responsibilities. All staff will receive training in, or provide current certification for, the following: i. First Aid (current every two years) ii. CPR -C and AED (current annually) iii. Health & Safety Training at Orientation (on-line annually) iv. Fire Extinguisher Training (annually) Policy Title: Pickering Museum Village Policy Page 14 of 27 1 p(policy Number: CUL 060 v. Accessibility, Respect in the Workplace, Sustainable Pickering, Customer Service, and other training as deemed appropriate. vi. Emergency Response Plan (annually), Orientation to PMV (including relevant policies, procedures, and standard operating procedures). g) Staff working with children must receive training in HIGH FIVE (Principles of Healthy Child Development) as a requirement of employment. h) Staff working with food must be trained in the guidelines for Safe Food Handling. A Safe Food Handling certified staff member must be on duty to supervise the preparation of food for the public. i) Staff working with chemicals must have Health & Safety/WHMIS training as applicable. j) Staff working on computers must agree to attend Computer Orientation training at the City of Pickering and observe all Policies and Procedures related to computer use. k) Clearance to drive the PMV truck will be required for all staff as it will be a necessary way to transport displays, exhibits, and presentation materials and equipment. I) General training in the care and handling of artifacts will be provided to all staff and volunteers to ensure adequate care for the artifacts in the PMV's possession, and to aid in activities in all areas of the PMV. Every effort will be made to ensure equal access to the workplace for staff of all abilities. n) Every staff person's and volunteer's accomplishments as both an individual and a team member are recognized through achievement and recognition programs. o) All PMV staff and volunteers will be provided a copy of, and be expected to observe, guidelines for museums as set out in the Canadian Museum Association's "Ethics Guidelines". p) All PMV staff and volunteers will be provided a copy of, and be expected to observe, guidelines for museums as set out in the Canadian Museum Association's "Ethics Guidelines". q) All workers also have several general duties under the OH&SA. A worker must take responsibility for personal health and safety insofar as he or she is able. Under the Act, a worker must: work in compliance with the Act and regulations [section 28(1)(a)]; use or wear any Policy Title: Pickering Museum Village Policy Page 15 of 27 Policy Number: CUL 060 101 equipment, protective devices or clothing required by the employer [section 28(1)(b)]; report to the employer or supervisor any known missing or defective equipment or protective device that may be dangerous [section 28(1)(c)]; report any known workplace hazard to the employer or supervisor [section 28(1)(d)]; report any known contravention of the Act or regulations to the employer or supervisor [section 28(1)(d)]; not remove or make ineffective any protective device required by the employer or by the regulations [section 28(2)(a)]; not use or operate any equipment or work in a way that may endanger any worker [section 28(2)(b)]; and not engage in any prank, contest, feat of strength [section 28(2)(c)]. 08.02 Professional Development a) All staff and volunteers, including Advisory Committee members, will be provided with opportunities to participate in various training workshops, seminars and conferences, so that they may enhance skills, increase knowledge, and gain resources to effectively interpret the PMV and the lifestyles of the 19th and early 20th centuries in Pickering Township. b) A variety of mandatory training seminars and skills development workshops will be offered throughout the year to PMV volunteers. All staff and volunteers are encouraged and will be provided opportunities to further their knowledge of history, museological theory and practice, and heritage skills, and to share that knowledge in the development and presentation of programs and services at PMV. Workshop and seminar presenters will be a collection of qualified PMV staff and knowledgeable guests. In-house volunteer training workshops and seminars will be open, free of charge to all staff and volunteers. c) Only a qualified and certified Conservator will care for the core collection and conduct conservation treatment on artifacts. That staff member will be responsible for planning and presenting general training to staff in the care and handling of artifacts. d) The primary focus of staff training will be in the areas outlined in section 08.01 of this Policy. All other areas of development will be assessed as resources are made available. e) Membership and participation by PMV staff in local museum groups (e.g., York -Durham Association of Museums and Archives, Museum and Art Gallery Educators Collective of Durham, etc.) will be encouraged and promoted for the purpose of sharing ideas, networking, and problem - solving. Membership and participation in professional associations such as the Canadian Museum Association (CMA), Ontario Museum Association (OMA), Canadian Conservation Institute (CCI), Canadian Association of Policy Title: Pickering Museum Village Policy 10'olicy Number: CUL 060 Page 16 of 27 Conservation of Cultural Property (CAC) and attendance at related conferences by the Coordinator, Museum Operations, the Conservator and/or the Event & Volunteer Programmer will be encouraged to promote continual learning and knowledge of changing trends within the field. Staff requesting additional professional development opportunities must provide adequate background information, and resources applied for before they may register for conferences, seminars and workshops held by outside institutions. h) Each newly appointed PMV Advisory Committee member will be provided with a comprehensive Orientation Binder, complete with a copy of the CMA (Canadian Museums Association) Ethics Guidelines, Ministry of Tourism and Culture Standards for Museums in Ontario, PMV Policy, relevant City of Pickering Policies and Procedures, PMV Volunteer Handbook. In addition, time will be given at the first meeting, for a presentation providing an overview of the museum and its operation. This orientation and introduction will be in addition to the City of Pickering's orientation for new Committee members. 08.03 Professional Development Investment a) Resources will be dedicated in the PMV budget to enable the annual attendance of at least one staff member at relevant conferences of key professional associations (e.g. CMA, OMA, CCI, CAC, etc.). b) Resources will be assured in the PMV budget to provide in-house workshops and other training sessions for staff and volunteers, and to allow for the hiring of guest presenters as required. c) Subscriptions to museological periodicals and memberships, and the purchase of library resources to support PMV research, program development, and professional development will be included in the PMV budget. 08.04 Refer to City of Pickering Human Resources Policies and Procedures, and Administration Policies and Procedures (particularly those pertaining to Health & Safety), and the Collective Agreement for details regarding recruiting, hiring, supervision, evaluating, and conduct of employees. 08.05 Refer to City of Pickering Policy and Procedure Manual for PMV Standard Operating Procedures and the Collective Agreement for details regarding, registering staff for City of Pickering training seminars, orientation of new hires, employment requisitions, term employee roll-over requisitions, etc. Policy Title: Pickering Museum Village Policy Policy Number: CUL 060 Page 17 of 27 103 09 Collection Management Procedure 09.01 Refer to the Collections Development and Management Policy. 09.02 Accessioning Guidelines are as follows: a) Items accepted into the collection must conform to the criteria as outlined in the Collection Development and Acquisitions Policy. b) Once an object has been accepted into the collection all documentation as outlined in related procedures must be completed. c) All core collection acquisitions will be identified using the Chenhall nomenclaturefor classification. d) Two cataloguing systems will be maintained, one for the core collection and a separate inventory for the education collection. In order to differentiate the systems, all "core" artifacts will have a number in the format of YYYY.D.Ia, where `YYYY' is the year accepted into the collection, `D' is the donation number that year, `I' is the item number within that donation and `a' is a letter designating item parts where required. Prior to 2009 all numbers also began with an "X". e) Where practical, the objects in the education collection will be numbered in the same way as the core collection except that they will start with the letter "E". Prior to 2009, items that were not considered core collection were prefaced with an "R" suggesting "reproduction". While some items were, in fact, reproductions, others with this label were antiques. Those items of age, useful in the Education Collection, will continue to bear the "R" code; however, files will be updated to reflect their origin and age. 9) A photographic record will be kept of all new acquisitions as part of the cataloguing process. Collections data is stored on the City's SAN (Storage Area Network), which is backed up to disk on a daily basis as well as being replicated to a second SAN at the Recreation Complex for backup and recovery purposes. The data is also backed up to tape on a monthly basis as part of a tape backup rotation, with the tapes stored off-site for disaster recovery purposes. h) Catalogue numbers will be affixed to artifacts in a manner that will prevent damage to or deterioration of the object. The PMV Labelling Artifacts Standard Operating Procedure will be followed by all staff when applying an artifact number. i) As part of the recording system, location information will be kept for each artifact. When artifacts are moved the new location must be updated on the artifact record and in the Past Perfect 5.0 database. Policy Title: Pickering Museum Village Policy Page 18 of 27 1 04Policy Number: CUL 060 j) Artifacts which are of specific significance to recognizable cultural, ethnic, or religious groups may be returned to such groups upon their request under specific guidelines. Such groups must be able to assure the PMV that the object is integral to the beliefs or culture of the group and that they are able to provide proper care of the object according to accepted conservation methods. Return of such objects will be approved by the PMV Advisory Committee and approved by Council. 09.03 Inventory of Artifact Collection Guidelines are as follows: a) PMV will perform regular, comprehensive inventories of artifacts in all heritage buildings and storage areas. b) An inventory worksheet shall be used during the inventory and will track the following: i. Artifact Accession Number ii. Artifact Name iii. Location iv. General Condition (Poor, Fair, Good, Excellent) v. Name of Recorder vi. Date of Inventory c) Staff and volunteers performing inventory must be trained on the Care and Handling of Artifacts, and the Inventory Standard Operating Procedure. 09.04 Loans Guidelines are as follows: a) Objects for loan must be in stable enough condition to withstand the travel, exhibit, and handling conditions that they will undergo to complete the loan. Insurance coverage as appropriate for the individual object and loan must be provided or specifically exempted. The borrowing institution will be responsible for the cost of packaging, shipping and adequate insurance coverage. c) Loans of artifacts to outside institutions and individuals must be accompanied by a copy of the condition report, detailed photographs, and the signed loan agreement. Both parties will retain a copy of the insurance agreement. Policy Title: Pickering Museum Village Policy Page 19 of 27 Policy Number: CUL 060 105 For artifacts returning to the PMV after having been on loan, a second condition report will be done to determine any changes or deterioration in the artifact. e) For both outgoing and incoming loans appropriate loan forms must be signed prior to the loan taking place. 09.05 Refer to the PMV Deaccession Procedure for details regarding the deaccession of artifacts process. 09.06 When disposing of artifacts following approval to deaccession, the Government of Ontario, Ministry of Tourism, Culture and Sport's Museum Section will be given the option of including the object on the Provincial Donor's List. -10 Conservation Procedure 10.01 Refer to the Conservation Policy for details. 10.02 The Conservator will ensure that artifacts moved from one location to another, whether on-site or off-site, are packed, transported, and unpacked safely and securely, and buildings moved are adequately stabilized and supported for transport. 10.03 Collections Storage Guidelines are as follows: a) An area will be designated for core collection storage only. This storage area will be restricted access to trained staff and volunteers only, and will be kept dark when staff are not present. b) Every effort will be made to minimize overcrowding in current storage conditions, with the aim to improve the facility in the future, and increase storage capabilities for future acquisitions. c) The collection storage room will be maintained in organization to ensure that similar materials are kept together, with the most sensitive objects stored in the centre of the area. Housekeeping procedures will be routinely followed in heritage buildings and storage areas, and will be conducted by staff and volunteers with appropriate training. Schedules and checklists will be provided and monitored by senior museum staff. e) Storage shelving will conform to safety standards, will be strong enough to bear weight required, and will be lined with acid -free blotter paper. Boxes and supports will be manufactured from conservation quality materials. Policy Title: Pickering Museum Village Policy Page 20 of 27 10 e'olicy Number: CUL 060 f) Storage shelving will begin at a minimum height of 4 inches from the floor to the bottom shelf to mitigate flood damage. Every effort will be made to avoid direct floor storage. For details regarding care of artifacts on exhibit, refer to the Exhibition Policy. 10.04 Risk Management and Security Guidelines are as follows: a) PMV will hire a surveillance company to inspect all access gates nightly to monitor and deter vandalism and potential theft. b) Any suspected vandalism will be reported immediately by staff by way of an Incident Report that will be filed with the City of Pickering, resulting in. an investigation, and remedial action as necessary. c) The Administration Building where the core collection is stored will have a security alarm system, and the storage room door will be equipped with a lock. d) The Redman House Program Centre where the PMV's reproduction costume collection is stored, and where contextual exhibit artifacts are stored during the winter will have a security and fire alarm. e) Concerns about building and artifact conservation noted in regular Building Maintenance Survey Inspections will be accompanied with priority deadlines and action assigned to appropriate staff to correct noted deficiencies. f) All heritage buildings will be kept locked when not in use. A security checklist will be maintained by staff, and tracked to note buildings that are opened and closed during use and operation. Condition Assessments on heritage buildings by PMV staff will be dependent upon staff and volunteer resources, and may take 2 to 3 years to complete. g) h) PMV Disaster Preparedness Plan will include a specified emergency work area and will ensure that all staff are thoroughly trained and familiar with the plan. 10.05 Storage and Exhibition Environmental Monitoring and Controls Guidelines are as follows: a) PMV will strive to restrict light levels to acceptable levels as determined by the sensitivity of the artifact material. Light levels will be minimized by the following measures: Policy Title: Pickering Museum Village Policy Page 21 of 27 Policy Number: CUL 060 107 i. Fluorescent light bulbs in the storage area and conservation lab will be covered in UV filter sleeves. ii. Light bulbs over shelves where the most sensitive artifacts (e.g. textiles) are stored will be reduced from two bulbs to one to decrease visible light damage. iii. Nouvir Fibre Optic lighting system will illuminate the Temporary Gallery space. iv. UV film will be placed on all windows in exhibition locations, including Temporary Gallery space and heritage buildings. v. PMV will use a digital light meter and a UV light meter to monitor light levels routinely to mitigate artifact deterioration. vi. All heritage buildings will be provided with double -lined reproduction curtains that will be opened only when the PMV is open to the public. b) Relative humidity and temperature levels will be minimized and maintained within the appropriate range (40% — 60% relative humidity with 50% being the goal and 18°C - 22°C for the temperature), as much as is feasibly possible by the following measures: i. A thermo-hygrograph will be operating in the core collection storage area at all times. Record charts will be changed, analyzed and filed monthly. The calibration must be checked every three months using a sling psychrometer, and it will be reconditioned every six months. ii. Digital hygrometer thermometers will be installed in every heritage building to monitor temperature and relative humidity. Records will be maintained, and artifacts at risk removed when ranges are unacceptable. iii. Dehumidifiers will be operated in areas where required, and will be maintained, monitored, emptied, and recorded as necessary. iv. Anomalies in environmental conditions will be investigated by the Conservator, and corrected promptly. c) Dust and pollution will be minimized through the following measures: i. Use of door mats, regular sweeping, dusting, and vacuuming routines. Policy Title: Pickering Museum Village Policy Page 22 of 27 108Policy Number: CUL 060 ii. Smoking will be prohibited in the PMV, and will be restricted to the public parking lot on the upper site, or off the PMV property on the lower site. iii. Fans will be used to improve air circulation around the artifacts in the core collection storage area. d) PMV will strive to deter pests and infestations by practicing good housekeeping procedures, restricting food and drink to designated areas, completing regular inspections, and responding to suspected pest -related issues promptly. Integrated pest management will be conducted as follows: The Conservator will work collaboratively with maintenance staff and pest contractors to monitor, record, and report pest activities and infestations and ensure appropriate action is taken to treat infestations. ii. Trained pest control specialists will be contracted to advise and treat chronic pest infestations that threaten the collection and/or heritage buildings or the safety of staff, volunteers, and guests. iii. Regular treatments will be performed by professionals on areas where there are known reoccurrences in an effort to prevent and deter infestation. iv. Sticky traps will be used in buildings where there is suspected insect activity. v. Mouse bait will be placed in strategic locations throughout the buildings and monitored monthly. vi. Food and beverages will be restricted in heritage buildings as much as possible. Heritage cooking demonstrations will be the exception, and will be properly cleaned up afterwards. vii. All areas where food is prepared or served will be cleaned and sanitized immediately. viii. Garbage and recycling must be removed daily, or more frequently as volume requires. ix. Food and beverages will be strictly prohibited in the conservation lab and collections storage areas. x. Fresh plants and flowers are strictly prohibited inside any building on site including the Administration Building and the Redman House Program Center. The exception will be weddings; floral arrangements will be removed at the conclusion of the rental. Policy Title: Pickering Museum Village Policy Page 23 of 27 Policy Number: CUL 060 109 xi. Plants, flowers and grass will not be permitted to grow within 2 feet of the buildings. xii. All storage areas and heritage buildings will be inspected monthly for signs of pests and infestations. xiii. Staff and volunteers will be trained to recognize signs of pest presence and will report sightings and evidence to the Conservator. e) Recording of environmental conditions will be conducted by the following measures: Staff and volunteers will report any concern regarding temperature, humidity, housekeeping, maintenance, and suspected pest to collection and/or maintenance staff immediately. ii All data from environmental recording systems and devices will be kept on file in the Conservation Lab. Every effort will be made to correct deficiencies as they arise. For further details refer to the PMV Housekeeping and Maintenance Manual, the Environmental Monitoring Standard Operating Procedure, and the Pest Management Standard Operating Procedure. 10.06 Conservation Treatment Space Guidelines are as follows: a) A conservation lab space will be allocated in the Administration Building, specifically for the care and treatment of collections. b) The lab space will be adjacent to triage and storage areas. c) Chemicals will be appropriately stored in a locked chemical storage unit, and MSDS sheets will be maintained by staff for all products stored in the unit. 10.07 Conservation Treatment Guidelines are as follows: a) PMV will perform conservation treatments involving intervention only as a last resort after preventive conservation measures have proven unsuccessful in stabilizing the artifact. Prior to deciding upon a course of conservation treatment, PMV staff will endeavour to maintain a balance between revelation, investigation, and preservation. The following considerations will be contemplated: Intended use of object Policy Title: Pickering Museum Village Policy Page 24 of 27 11 cfolicy Number: CUL 060 ii. Context Conservation ethics iv. Condition of the object v. Composition of the object vi. Historic evidence and information vii. Aesthetic entity viii. Informative activity ix. Conservation resources x. Conservator's competence xi. Object of belief (e.g. First Nations) xii. Sustainable long-term preservation of the artifact 11 Volunteer Procedure In order to effectively meet its Statement of Purpose, PMV will provide an extensive and comprehensive volunteer program that will employ volunteers in a variety of specialized clubs or societies, as well as costumed interpretation and behind the scenes, administrative support. PMV will ensure a full volunteer program that will include mandatory and optional training opportunities, service hours tracking, and recognition of achievement. Volunteers will receive a Volunteer Handbook in which their roles, training, and expectations are clearly outlined. At all times, volunteers will be held to the ethics as outlined in the City of Pickering Human Resources Policies, and the Canadian Museum Associations "Ethics Guidelines". 11.01 The Event and Volunteer Programmer will: a) Draft and maintain current job descriptions for lead positions of volunteer clubs and societies at PMV. Job descriptions will be approved by the Coordinator, Museum Operations, the Supervisor, Cultural Services, and Human Resources Division as appropriate. b) Recruit, interview, and follow up on references, criminal reference checks, and/or vulnerable sector screenings to determine appropriate volunteer candidates. c) Ensure that all new volunteers attend mandatory training seminars, which will include, but not be limited to orientation to the City of Pickering and the PMV, emergency response plan, health & safety Policy Title: Pickering Museum Village Policy Page 25 of 27 Policy Number: CUL 060 111 guidelines, accessibility standards, fire extinguisher use, customer service, etc. d) Ensure that all volunteers attend refresher training seminars and a minimum ofone skills development workshop annually or as required in the Volunteer Handbook. Provide training that meets the needs of PMV, its Statement of Purpose, and the volunteer team. Track all volunteer hours and skills contributions. Maintain a current list of active and inactive volunteers. Schedule volunteer work. Nominate volunteers for appropriate federal, provincial and other outside awards programs and opportunities. Plan and present an annual Volunteer Appreciation Reception at which the service achievements of the PMV volunteers will beacknowledged, shared, appreciated, and rewarded. 11.02 Volunteers have the right to: a) Be treated as a co-worker, not just free help. b) A suitable and mutually agreed-upon assignment. c) Be prepared for the job by orientation and training sessions that are thoughtfully planned and effectively presented. d) Advice and support from a designated supervisor, continued training on the job, information on new developments, and training for greater responsibility. e) Know whether or not their work is effective and how it can be improved. f) Be kept informed about programs, activities, and happenings at the PMV. g) Be heard, to feel free to make suggestions, and to have respect shown for an honest opinion. h) Be appreciated and recognized for contributions to the success of PMV. 11.03 Volunteer will be responsible to: a) Be aware of the goals and objectives of the PMV as contained in its Statement of Purpose. Policy Title: Pickering Museum Village Policy Page 26 of 27 1 1 2Policy Number: CUL 060 b) Be sincere in their offer of service. c) Maintain a good working relationship with staff and other volunteers. d) Represent the staff, volunteers, and PMV in a positive manner. e) Be cheerful and pleasant when working with the public. f) Welcome supervision and guidance graciously and consult with staff when unclear on policy or action. g) Undertake training as required and be willing to learn from all sources including reading material, staff, other volunteers, and the public. Follow organizational guidelines and maintain the integrity and confidentiality of PMV. i) Work as a team member to carry out duties reliably, to be on time, and to call with as much notice as possible if not available for the agreed- upon assignment. 11.04 Any serious breach in the above listed Rights and Responsibilities, to City of Pickering Policies and Procedures, or to the Ethics Guidelines as outlined by the Canadian Museum Association may result in the termination of a volunteer 12 Research Procedure 12.01 Refer to the PMV Research Policy. 12.02 Time will be made available for staff required to conduct research, and to supervise research work performed by volunteers as required and as program development moves forward in areas targeted by the Coordinator, Museum Operations. 12.03 Refer to the .Conservation Policy, and to sections 05 (Community Procedure) and 10 (Conservation Procedure) of this document for details on public access to the collection, and on care and handling of artifacts. Policy Title: Pickering Museum Village Policy Page 27 of 27 Policy Number: CUL 060 113 01:0 DICKERING Report to Executive Committee Report Number: ENG 25-17 Date: December 4, 2017 From: Richard Holborn Director, Engineering Services Subject: City of Pickering - 2016 Road Needs Study - File: A-1440 Recommendation: 1. That the City of Pickering 2016 Road Needs Study prepared by R.J. Burnside & Associates Limited, February 2017, be received for information; 2. That the 2016 Road Needs Study be used by staff as a resource document for identifying and planning maintenance, rehabilitation and reconstruction strategies, programs and projects for roads under the jurisdiction of the City of Pickering; 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: A Road Needs Study provides a snapshot of the overall condition of the road network and looks at strategic improvement types and timing in order to manage the assets in the most cost effective manner. The consulting firm of R. J. Burnside & Associates Limited was retained to undertake an inventory of the roads under the jurisdiction of the City of Pickering, develop a road condition assessment methodology, identify improvement needs in the road system, and prepare a Five Year Road Improvement Plan. This 2016 Road Needs Study provides Council and staff with an inventory of all City roads (broken down into sections by age or condition), condition assessments for each section, and suggested road improvement strategies necessary to maintain a satisfactory level of service. The City's road network is comprised of approximately 660 streets with a total length of 440 centerline kilometres, represented by 1,100 road sections. The estimated road network replacement value is approximately $460,110,000.00. The 2016 Road Needs Study identified that approximately 200 centerline kilometres of the network requires improvements with an estimated cost of $102,525,103.00 in either the "Now" or "1-5 Year" time frame, and an additional $12,942,121.00 in the "6-10 Year" time frame for a total network needs cost of $115,467,224.00. A Five Year Improvement Plan estimated at $54,212,895.00 was developed by R.J. Burnside & Associates Limited in consultation with City of Pickering staff. A table summarizing the value of the road network rehabilitation and improvement needs is 1 1 included in the Executive Summary of the 2016 Road Needs Study (see Attachment #1). ENG 25-17 December 4, 2017 Subject: City of Pickering 2016 Road Needs Study Page 2 Staff will utilize the 2016 Road Needs Study as a resource document to address enquiries about the condition and improvement needs for specific road sections. It will also be used as input when planning roads capital projects for resurfacing and reconstruction. Preventative routine maintenance programs such as crack sealing has been recently introduced into the City's Roads Current Budget, and the 2016 Road Needs Study recommends this maintenance strategy for approximately 40 centerline kilometres of roads, which represents almost 10% of the entire road network. As the 2016 Road Needs Study represents a condition assessment at a point in time, it is important that the road network be reviewed on a regular basis. Although staff will update the database as projects are completed, it would be prudent to commission a re -assessment of the total road network every five years. Financial Implications: The 2016 Road Needs Study identified a Five Year Improvement Plan for the City of Pickering with a total cost of $54,212,895.00. Although it is not economically feasible to achieve all of the required improvements in a five year time frame, it emphasizes the need to invest in the City's road network with expanded maintenance programs and timely rehabilitation and reconstruction improvements to best preserve the assets. Discussion: R. J. Burnside & Associates Limited were retained by the City of Pickering in November 2010 to commence the preparation of a Road Needs Study. The purpose was to provide an up to date inventory of the City's road network and to establish parameters for each road, such as surface type, traffic, drainage, geometry (number of lanes, width, length), age (previous improvement year) and overall condition. A methodology for establishing the needs for the road network was developed using a road condition assessment model that takes into account these parameters. Each road section is evaluated and assigned a Pavement Condition Index (PCI). The PCI assigned to each road section was based on a field review of the extent and severity of various surface distresses within the pavement. The PCI value is a rating between 1 and 100, with 100 being the best. The City's 1100 road sections were assigned PCI values as shown in Table 1. The average PCI for the City's road network is 79. Table 1. Description PCI Range Number of Sections Percentage Excellent 90-100 399 36.3 Good 70-89 453 41.2 Fair 50-69 159 14.4 Poor 30-49 55 5.0 Very Poor 1-29 34 3.1 CORP0227-07/01 revised 115 ENG 25-17 December 4, 2017 Subject: City of Pickering 2016 Road Needs Study Page 3 After the road sections were evaluated, needs in the road network were identified, certain rehabilitation methods and improvement types were assessed to determine their effectiveness to address those needs within an associated timeframe. Generally speaking, since the assets steadily degrade over time, one must select the right improvement at the right time in order to maximize the life cycle of the asset, and maintain levels of service. Improvement types identified in the 2016 Road Needs Study include: • new surface (single lift or double lift) • pulverize and resurface (single lift or double lift) • partial base repair and resurface • reconstruction • reconstruction with urbanization (includes storm sewer and curbs) Using current benchmark costs from City of Pickering rehabilitation and reconstruction projects, cost estimates were prepared for each improvement type. The estimates can be updated on a go forward basis and be used to plan budgets on a network level basis. However, actual costs may vary on a section -by section basis through the detailed design process. The 2016 Road Needs Study identified approximately 200 centerline kilometres of road requiring improvements estimated at $115,467,224.00. To put this into context, the estimated replacement value of the City's road network is approximately $460,110,000.00. A Five Year Road Improvement Plan was then developed by applying the most effective improvement type to each road section requiring improvement, applying the benchmark costing, and prioritizing the needs. A Priority Guide Number (PGN) is assigned to projects identified for improvement. The PGN is calculated by taking into account factors such as the Pavement Condition Index (PCI), the Average Annual Daily Traffic (AADT), a life cycle factor for the improvement type (LCF) and the cost per kilometre of the improvement type. The PGN provides a relative comparison of the priority of the roads recommended for improvement. The larger the PGN, the higher the priority. The Five Year Improvement Plan includes a variety of improvement types for various road sections in the road network with a total estimated cost of $54,212,895.00. Staff recognize that implementing a plan of this magnitude is neither practical nor economically achievable. The plan did not go so far as to indicate which road sections should be improved in Year 1 vs Year 5, but each road section recommended for improvement was prioritized by improvement type. City staff will use the 2016 Road Needs Study as a resource document to respond to enquiries about future plans for a specific road, and as input into future maintenance and rehabilitation/reconstruction programs and projects. It provides the foundation for a management system for the planning and funding for improvements to the road network in order to protect and maintain the life cycle of the roads. Low cost preventative maintenance improvements such as crack sealing and pot hole repairs are existing programs in the City's current budget and should be maintained or increased. over time. Relatively low cost improvements such as pulverize and resurface or partial base repair and resurface are the foundation of the City's annual resurfacing program. These projects are typically CORP0227-07/01 revised 116 ENG 25-17 December 4, 2017 Subject: City of Pickering 2016 Road Needs Study Page 4 funded by Federal Gas Tax funds. Within the Four Year Capital Forecast, an annual allocation of approximately $2,000,000.00 for resurfacing projects is provided. Resurfacing at the right time (PCI between 50 and 70) preserves the integrity of the road at a reasonable cost. If these candidate roads are not improved in a timely manner they can quickly degrade to a point where the only option is reconstruction at a much higher cost. Higher cost improvements such as reconstruction, and reconstruction with urbanization are typically debt financed, and are more difficult to get approved in annual capital budgets due to other competing priorities within the City. That doesn't affect the recognition of the need for the improvement, however, focusing all available funding to the "worst first" philosophy eventually results in a lower overall condition rating of the road network, and an accelerated life cycle of the assets. Finding a balance of allocating available funding across the various maintenance, rehabilitation and reconstruction improvement types, and maintaining an adequate road network is challenging. Having a comprehensive and up to date Road Needs Study to draw information from and to inform the decision making process is a valuable asset. It is recommended that the Road Needs Study get updated on a regular basis. Staff will update the database annually based on projects that have been complete and new roads that have been built, and will keep the benchmark costs up to date. However, it is advisable that a detailed assessment of each road section be carried out to identify road system deficiencies about every 5 years. A printed copy of the 2016 Road Needs Study is available for review in the Engineering Services Department. Attachments: 1. 2016 Road Needs Study Executive Summary CORP0227-07/01 revised 117 ENG 25-17 December 4, 2017 Subject: City of Pickering 2016 Road Needs Study Page 5 Approved/Endorsed By: Richard Holborn, P.Eng. Director, Engineering Services RH:mjh Recommended for the consideration of Pickering City Council / I " Tony Prevedel, P.Eng. Chief Administrative Officer /•0017-. zot Z0i7 CORP0227-07/01 revised 118 City of Pickering February 2017 2016 Road Needs Study Executive Summary f k_, tery This Road Needs Study provides the results of investigations that were completed on approximately 439.645 centreline kilometres of roads in the City of Pickering. This study undertakes a detailed review of the condition of the roads, the municipality's capital improvement plans and other road deficiencies, to provide a Five Year Improvement Plan for the road network. Data related to the inventory and condition of the road sections was obtained through a field review, undertaken in 2011, as well as updated information provided by the City since that time. The following inventory data was updated and/or reviewed as part of this study: • Surface type • Roadside environment • Annual Average Daily Traffic (AADT) • Road design classification • Road maintenance classification • Boundary road identification • Road geometrics (curves and stopping sight distance) • Road surface type requirements • Cross section requirements • Travel surface width and shoulder width • Traffic capacity (mid -block and intersection) • Drainage requirements Coordination with other projects (e.g., Development Charge projects or other Capital Improvement projects). The condition assessment of the roads was based on the establishment of a Pavement Condition Index for each road section, based on a field review of the severity and extent of various surface distresses within the pavements. These condition assessments, along with proposed improved types and bench mark costs, were assessed through a systematic methodology that establishes road improvement requirements that have been formulated to take into account the road surface/base degradation over its life cycle. The improvement types consider roadside environment, surface type, maintenance class, Pavement Condition Index (PCI) range and AADT range or functional classification. In accordance with the lifecycle degradation curves for the roads, more extensive rehabilitation is forecasted to be required as the pavement surface and base deteriorates due to traffic loading and weathering. R.J. Burnside & Associates Limited 119 City of Pickering February 2017 2016 Road Needs Study This study provides a Five Year Improvement Plan.for the City, taking into consideration the City's planned capital improvements and the resurfacing requirements established through the condition assessment completed in this study. Based on the criteria established in this study, the forecasted costs to address the identified road network rehabilitation and improvement needs (Five Year) are summarized in the following table: Table (i) — Summary of Road Network Rehabilitation and Improvement Needs S1 New Surface — Single Lift $9,957,244 6 to 10 years S2 New Surface — Double Lift $2,984,877 6 to 10 years PR1 Pulverize and Resurface — Single Lift $915,096 1 to 5 years PR2 Pulverize and Resurface — Double Lift $26,918,840 NOW BS2 Partial Base and Surface — Double Lift $2,592,578 NOW REC2 Reconstruction — Double Lift $41,634,880 NOW REC2-SS Reconstruction Including Storm Sewer — Double Lift $30,463,709 NOW Total $115,467,224 Projects Included In Five Year Capital Improvement Plans 28,051,030 Projects Included in Development Charges (2013) Program (10 year) $26,161,865 Condition Needs Over Those Identified in Capital Improvement Plan and Development Charges (2013) Program $61,254,329 *Improvement Costs are based on unit costs at time of field review (2011) and/or on estimates in 2013 Development Charges Study. The rehabilitation needs include both those required to address road condition deficiencies, those proposed in the capital improvement plans for the next 5 years and those identified as part of the Development Charges (2013) program. As shown in the above table a total of $61,254,329.00 of condition related needs were identified in the overall road network, beyond those proposed for improvement in the five year capital plan or part of the Development. Charges (2013) program. It is forecasted that 40.633 km of roads may benefit from preventive routine maintenance (i.e., crack sealing), at an estimated cost of $243,798.00, which is additional to the improvement costs noted in the above table. It is recommended that a more detailed assessment of the type, amount and severity of cracks or of other distresses be undertaken for these sections to confirm preventive maintenance requirements. R.J. Burnside & Associates Limited 120 City of Pickering February 2017 2016 Road Needs Study J A number of other types of needs were identified in the road network, which should be addressed at the detailed design stage of any rehabilitation or reconstruction projects that are implemented to address condition requirements. These other deficiencies include the following: iv • Geometrics — A number of horizontal curves or vertical curves are considered to be substandard. Typically these deficiencies will be addressed through the placement of adequate signage as part of the City's normal inspection processes. All curves are considered to be adequate for resurfacing projects (assuming appropriate signage is in place). However, for projects requiring reconstruction in areas with substandard curves, it is recommended that curves be reviewed as part of any detailed design work, prior to implementation of such projects. • Surface Type — There are a number of roads that may benefit from having their surface treatment surface (Low Class Bituminous, LCB) upgraded to an asphalt surface (High Class Bituminous, HCB), due to their traffic volumes, and a number of semi -urban roads that may be considered to have their gravel surface upgraded to a hard top surface. • Cross Section — There are a number of semi -urban roads that may be considered for upgrading to urban cross sections. • Travel Width and Shoulder Width — A number of roads have travel widths and/or shoulder widths that do not meet recommended design standards. Approximately 13.998 km of roads have been identified with existing widths that do not currently meet desirable tolerable width guidelines. Consideration of other requirements (e.g., parking, bike lanes etc.) should also be made in the detailed designs for any proposed improvements. Where reconstruction improvements are proposed to the road sections identified with width deficiencies, it is recommended that such roads be considered for widening to the recommended road design standards. • Traffic Capacity (mid -block or intersection) — Based on the information available, no roads have been identified to currently have traffic capacity issues. • Drainage - A number of roads have been identified where further review of drainage requirements is recommended as part of any detailed designs for improvement in those areas. • Coordination of Road Work With Other Projects — It is recommended that road works be coordinated with other projects affecting the road network (e.g., Development Charge projects, utility work etc.). R.J. Burnside & Associates Limited 121 DICKERING Report to Executive Committee Report Number: FIN 23-17 Date: December 4, 2017 From: Stan Karwowski Director, Finance & Treasurer Subject: Section 357/358 of the Municipal Act - Adjustment to Taxes Recommendation: 1. That the write-off of taxes as provided for in Attachment 1, in accordance with sections 357/358 of the Municipal Act, 2001 be approved; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Not Applicable Financial Implications: If approved, the write-off of taxes as referred to in Attachment 1 of this report represents a gross cost of $23,378.35 with a net cost to the City of approximately $5,823.72, the balance being charged back to the Region of Durham and the school boards. Pickering's share of the costs will be -charged to the 2017 Current Budget allocation under General Government — Provision for Uncollectable Taxes. Discussion: The Municipal Act provides the Treasurer with various tax tools regarding the administration and collection of property taxes. Under the provisions of section 357 of the Municipal Act, a reduction of taxes due to fire, demolition, exemption, assessment change or error is allowed. A change in realty tax class can translate into lower property taxes if a property is moved from industrial to commercial tax class or commercial to residential tax class. Demolitions and other physical changes to a property, such as filling in a swimming pool, or damage caused by fire or flooding, result in a reduction in assessment and a corresponding reduction in property taxes. Section 358 of the Municipal Act allows taxpayers to have their assessments revised if they have been overcharged due to a gross or manifest clerical error. On this basis, taxpayers are allowed to seek reduction of their assessments for the current year as well as the two prior years. This section of the Act allows for the reduction of taxes due to such errors, once confirmed by MPAC. 122 Report FIN 23-17 December 4, 2017 Subject: Section 357/358 of the Municipal Act — Adjustment to Taxes Page 2 Applications # 27/17 and 28/17 make up roughly 60% of the adjustment value on this report. These two applications are for a City owned property that is becoming exempt from taxation. Seven of the adjustments on Attachment 1 reflect the comment "Razed by demolition". Houses were demolished, and the adjustments are to remove the value of the structures from the corresponding assessments. Three of the applications on Attachment 1 reflect the comment "Ceases to be liable for tax at rate it was taxed". These three properties contained some commercial operations in the past, but those uses have ceased. A lower tax rate is being applied for part of the year to reflect this change in use. The purpose of sections 357 and 358 is to allow the municipality to rectify assessment and classification changes that are otherwise unable to be changed. Attachments: Section 357/358 Adjustment to Taxes - Taxable Prepared By: Mike Jones Supervisor, Taxation Approved/Endorsed By: Stan Karwowski Director, Finance & Treasurer Recommended for the consideration of Pickering 'ty Council if // Tony Prevedel, P.Eng. Chief Administrative Officer . dr1 20 7 t 123 App # Reason for Adjustment 30 /17 Razed by demolition 01 /16 Ceases to be liable for tax at rate it was taxed 27 /17 Ceases to be liable for tax at rate it was taxed 28 /17 Ceases to be liable for tax at rate it was taxed 16 /17 Razed by demolition 11 /17 Razed by demolition 21 /17 Razed by demolition 22 /17 Razed by demolition 24 /17 Razed by demolition 23 /17 Razed by demolition City of Pickering Section 357/358 Adjustment to Taxes December 11, 2017 Details Structure Demolished Owned by City; should be exempt Owned by City; should be exempt Owned by City; should be exempt Structure Demolished Structure Demolished Structure Demolished Structure Demolished Structure Demolished Structure Demolished Year City Region Education Total Type of Application 2017 145.60 266.29 71.58 483.47 357 2008 181.86 369.27 491.29 1,042.43 357 2016 1,301.16 2,400.12 1,991.26 5,692.54 357 2017 2,092.40 3,826.88 3,258.53 9,177.81 357 2017 672.81 1,230.53 330.76 2,234.11 357 2017 377.72 690.82 185.69 1,254.23 357 2017 267.17 488.63 131.34 887.14 357 2017 336.84 616.05 165.59 1,118.48 357 2017 314.80 575.75 154.76 1,045.31 357 2017 133.36 243.91 65.56 442.83 357 5,823.72 10,708.25 6,846.36 23,378.35 DICKERING Report to Executive Committee Report Number: FIN 24-17 Date: December 4, 2017 From: Stan Karwowski Director, Finance & Treasurer Subject: 2018 Interim Spending Authority Recommendation: 1. That the 2018 Interim Operating Expenditures be approved at 50% of the prior year's budget, including adjustments, as contained in Attachment 1, pending approval of the formal 2018 Current Budget by Council; and That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: Adoption of the interim current operating spending authority will provide funding authorization for the payment of salaries, overhead and such other accounts as may be necessary for. the normal day-to-day operations of the City pending approval of the 2018 Current Budget. Financial Implications: Adoption of the interim current operating appropriations does not constitute approval of a formal budget but rather is required to provide funding authorization at the transitional stage. At the conclusion of the Budget process, all interim current operating appropriations are nullified and replaced with the appropriations as approved by Council Discussion: Each year, pending approval by City Council of the annual Current Budget, it is necessary to provide expenditure authority respecting the payment of accounts for the interim period from January 1 until the Budget is adopted by Council. Such authority is in the form of interim current operating appropriations to meet estimated expense requirements of the individual departments, agencies and boards. Staff are seeking approval to provide for interim spending authority for up to the first six 125 Report FIN 24-17 December 4, 2017 Subject: 2018 Interim Spending Authority Page 2 months of 2018 or when Council approves the 2018 Budget, whichever occurs first. The Roads cost centre has been adjusted to reflect greater than six months of the annual budget due to the seasonal nature of this cost centre and past spending patterns. This has been reflected in Attachment 1. With the requirements of the Public Sector Accounting Board (PSAB) regarding tangible capital assets being effective since January 1, 2009, small capital items previously included under the Capital Budget have been gradually transferred to the Current Budget in the last few years. The 50% interim provision is sufficient to cover this change. Under the same PSAB requirements regarding tangible capital assets, library materials have been deemed capital and included in the Capital Budget starting from 2010. In the library business, the publishing cycle demands that materials be purchased while they are "in print". As a result, certain materials must be purchased in a timely manner, and it is essential for the Library to continue purchasing materials throughout the year. On this basis, greater than 50% of last's year library capital materials has been included in the interim appropriations and reflected in Attachment 1. A minor provision has been included for small capital expenditures from current funds. Specific capital projects proposed prior to the approval of the 2018 Capital Budget will require specific approval by Council. In October 2017, the Whitevale Master Drainage Plan Implementation Project has been identified as a pre -2018 Capital Budget project. Request for specific approval for a net project cost of $311,346, to be funded by a transfer from the Roads and Bridges Reserve Fund has been forwarded to Council. Report ENG 24-17 submitted to the Executive Meeting dated November 6, 2017 provides further background information on this pre -2018 Capital Budget project. Attachments: 1. 2018 Interim Appropriations for Current Budget Operating Expenditures Prepared By: Caryn Kong, CPA, CGA Senior Financial Analyst — Capital & Debt Management 126 Approved/Endorsed By: Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Report FIN 24-17 December 4, 2017 Subject: 2018 Interim Spending Authority Page 3 Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 127 City of Pickering 2018 Interim Current Operation Appropriations Cost Centres 2121 Office of the CAO - Admin. 2129 Customer Care Centre 2621 Economic Development & Marketing 2139 Human Resources 2141 Health & Safety 2610 City Development - Admin. 2611 Planning & Design 2612 Building Services 2620 Strategic Initiatives & Sustainability 2630 Committee of Adjustment 2743 Heritage Pickering 2711 Cult. & Rec. Admin. 2124 Civic Centre 2572 Senior Citizens Centre 2712 Programs 2713 Dunbarton Pool 2715 Don Beer Arena 2719 Community Centres 2731 Recreation Complex - Central Core 2733 Recreation Complex - Pool 2735 Recreation Complex -Arenas 2744 Museum 2500 Operations - Admin. 2132 Property Maintenance 2315 Fleet Services 2320 Roads 2718 Parks 2196 Information Technology 2125 Legal Services 2122 Clerks Office 2191 Records Management & Elections 2199 Print Shop/Mail Room 2220 By-law 2293 Animal Services 2290 Engineering Services - Admin. 2230 Crossing Guards 2613 Water Resources & Development Servic 2323 Sidewalks 2325 Street Lights 2127 Finance 2133 Supply & Services 2240 Fire Protection 2241 Emergency Operations 2745 Libraries Gen Government -Various Capital -Library Materials Capital -Equipment & Furniture Total 128 2017 Approved Budget 585,246 563,875 741,938 752,460 159,337 667,037 2,831,201 1,581,503 864,964 9,671 13,225 2,397,350 832,273 505,713 2,266,920 363,678 1,372,327 981,864 3,239,032 976,582 956,847 871,909 913,945 877,606 1,294,811 6,797,491 4,112, 924 1,702,297 737,222 547,474 193,995 510,812 1,038,199 486,804 2,129,179 511,110 1,777,030 535,404 1,590,646 3,526,912 403,409 16,284,865 143,926 5,678,476 16,068,369 396,000 0 91,793,858 2018 (Jan. 1- June 30) Interim Appropriations 292,623 281,938 370,969 376,230 79,669 333,519 1,415,601 790,752 432,482 4,836 6,613 1,198,675 416,137 252,857 1,133,460 181,839 686,164 490,932 1,619,516 488,291 478,424 435,955 456,973 438,803 647,406 4,078,495 2,056,462 851,149 368,611 273,737 96,998 255,406 519,100 243,402 1,064,590 255,555 888,515 267,702 795,323 1,763,456 201,705 8,142,433 71,963 2,839,238 7,114,825 237,600 200,000 45,896,929 DICKERING Report to Executive Committee Report Number: FIN 25-17 Date: December 4, 2017 From: Stan Karwowski Director, Finance & Treasurer Subject: 2018 Temporary Borrowing By-law Recommendation: 1. That the temporary borrowing limit of $45 million be established to meet 2018 current expenditures pending receipt of taxes and other revenues for the period of January 1, 2018 to September 30, 2018 inclusive, and $22 million thereafter until December 31, 2018; 2. That the temporary borrowing limit for capital purposes for 2018 be established at $34 million; 3. That the attached draft by-law providing for the temporary borrowing of monies be enacted; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: Staff recommend that Council approve temporary 2018 borrowing limits as set out in the above recommendations. Council approval is required to undertaketemporary borrowings, if necessary, for current operations and capital projects in order to meet the expenses of the City for 2018, until the taxes are collected and other revenues are received. Approval is always sought at the end of the City's fiscal (calendar) year in order to be prepared, in the event that loans are necessary, as we proceed into the new year. The approval of this report and the attached By-law will provide the City with financial flexibility to deal with unanticipated negative events. Put another way, this report provides the City with a financial safety net. 129 Report FIN 25-17 December 4, 2017 Subject: 2018 Temporary Borrowing By-law Page 2 Financial Implications: At this time, it is difficult to estimate the interest costs as it is uncertain how much temporary financing may be required and for how long. With internal borrowings being limited, the City must undertake external borrowing from the Regional Municipality of Durham (the "Region") in 2018 for approved capital expenditures. For current purposes, the $43 million limit for January 1 to September 30, 2017 has been increased to $45 million for January 1 to September 30, 2018 and the $21.5 million limit for October 1 to December 31, 2017 has been increased to $22 million for October 1 to December 31, 2018. The limit for capital purposes for 2018 has been established at $34 million based on the draft 2018 Capital Budget dated November 8, 2017. The actual amount to borrow may have to be adjusted once the 2018 Capital Budget has been approved by Council. Discussion: The borrowing of funds for current and capital purposes may become necessary in the normal course of operations during 2018. Under Section 407 of the Municipal Act, 2001, as amended (the "Act"), Council may pass a by-law to provide for the temporary borrowing of funds to meet current operating expenditures pending receipt of taxes and other revenues of the City. Under the Act, the Corporation may also undertake temporary borrowings under individual project approvals, and for capital projects, pending permanent financing. Current Budget Financing The amount of such temporary borrowing outstanding at any one time is limited by the Act, unless otherwise approved by the Ontario Municipal Board, to 50% of the estimated annual revenues from January 1 to September 30 and to 25% thereafter. Until the current year's estimates are adopted, the limitation may be calculated upon the revenues set forth in the estimates adopted for the preceding year. Based upon the 2017 estimates of the Corporation, the allowable level of temporary borrowing outstanding under the Act is estimated at $45 million from January 1 to September 30 and $22 million thereafter. The requested $45 million should be sufficient to meet the current expenditures of the City until the levies for 2018 are received. It is expected that this amount will provide a sufficient level of temporary borrowings, taking into account the potential effects of taxation legislation and its impact on cash flows. 130 Report FIN 25-17 December 4, 2017 Subject: 2018 Temporary Borrowing By-law Page 3 Capital Budget Financing Borrowing for capital purposes under the Act can only be undertaken on projects approved by Council and will only be undertaken in the event that sufficient funds are not available at the time they are required. Recommendation 3 provides the authority for staff to obtain additional temporary interim financing (internal or external) for capital projects approved by Council. The $34 million capital borrowing limit should provide sufficient funds to cover the estimated 2018 capital expenditures. Attachments: 1. By-law to Authorize the Temporary Borrowing of Monies to Meet the Current and Capital Expenditures of the City of Pickering for the Year 2018 Prepared By: Caryn Kong, CPA, CGA Senior Financial Analyst — Capital & Debt Management Approved/Endorsed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer ;4; 2417 131 /ATTACHMENT #_ t_._TO REPORT#. j - f The Corporation of the City of Pickering By-law No. Being a by-law to authorize the temporary borrowing of monies to meet the current and capital expenditures of the City of Pickering for the year 2018. Whereas Section 407(1) of the Municipal Act, 2001, provides that the Council of the City of Pickering may by by-law authorize the Mayor and Treasurer of the City to borrow from time to time by way of promissory note such sums as the Council may deem necessary to meet, until the taxes for the current year are collected and other revenues are received, the current expenditures of the City for the year, including the amounts required for principal and interest falling due within the year upon any debt of the City, and the sums required by law to be provided by the Council for any local board of the City; Whereas Section 407(2) limits the total of such borrowings to not exceed 50% of the estimated annual revenues from January 1 to September 30, 2018 and 25% thereafter; Whereas it is deemed necessary by the said Council to borrow the sum of forty-five million dollars ($45,000,000) to meet, until the taxes for the current year are received, the current expenditures of the City for the year 2018, including the amounts and sums aforesaid; Whereas the said sum of forty-five million dollars ($45,000,000) plus any similar borrowings that have not been repaid, is less than 50% of the total amount of the estimated revenues of the City from January 1 to September 30 as set forth in the estimates adopted by the Council for the year 2017 exclusive of revenues derivable from the sale of assets, borrowings or issues of debentures or from a surplus including arrears of levies, and twenty-two million dollars ($22,000,000) is less than 25% of the estimated revenues thereafter; Whereas the Municipal Act, 2001, provides that if a municipality has by by-law approved an undertaking to be financed in whole or in part by incurring Tong -term debt, the Council may by by-law authorize temporary borrowing to meet expenditures made in connection with the undertaking; and, Whereas it is deemed necessary by the Council to borrow the sum of thirty-four million dollars ($34,000,000) to meet the capital expenditures approved by Council. 132 By-law No. Page 2 Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1. The Mayor and Director, Finance & Treasurer of the City of Pickering are hereby authorized to borrow from time to time by way of promissory notes a sum or sums not exceeding forty-five million dollars ($45,000,000) to meet, until the levies for the year 2018 are received, the current expenditures of the City for such year, including the amounts required for principal and interest falling due within the year upon any debt of the City for the period January 1 to September 30, 2018 inclusive and twenty-two million dollars ($22,000,000) thereafter until December 31, 2018. 2. The Mayor and Director, Finance & Treasurer of the City of Pickering are hereby authorized to borrow from time to time by way of promissory notes a. sum or sums not exceeding thirty-four million dollars ($34,000,000) to meet the capital expenditures as approved by Council of the City including the amounts required for principal and interest. 3. Any promissory notes made under the authority of this by-law shall be sealed and signed in accordance with the provisions of the Municipal Act, 2001, and may be countersigned in writing by the Manager, Accounting Services of the Corporation in accordance with the provisions of the said Act. 4. This By-law shall come into effect on the first day of January, 2018. By-law passed this 11th day of December, 2017. David Ryan, Mayor Debbie Shields, City Clerk 133 CGa �( DICKERING Report to Executive Committee Report Number: FIN 26-17 Date: December 4, 2017 From: Stan Karwowski Director, Finance & Treasurer Subject: Establishment of the Public Benefits Reserve Fund Recommendation: 1. That Report FIN 26=17 of the Director, Finance & Treasurer regarding the establishment of the Public Benefits Reserve Fund, in accordance with Section 37 of the Planning Act be received; 2. That Council approve the establishment of the Public Benefits Reserve Fund; 3. That the attached By-law be enacted; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The passage of the Smart Growth for our Communities Act (Bill 73) enacted changes to the Planning Act. Included in these changes is the requirement that municipalities maintain a special account (reserve fund) for funds collected under Section 37 of the Planning Act. On an annual basis, the Treasurer is required to provide a financial statement on this reserve fund. _ Financial Implications: None Discussion: Section 37 of the Planning Act provides that a municipality can increase the height and density of approved development in return for the provision of certain facilities or services. This is commonly referred to as "density bonusing". Bill 73 (the Smart Growth for our Community Act) amended Section 37 of the Planning Act by adding the following new subsections: 134 FIN 26-17 December 4, 2017 Subject: Establishment of the Public Benefits Reserve Fund Page 2 (5) Special Account - All money received by the municipality under this Section shall be paid into a special account and spent only for facilities, services and other matters specified in the By-law; (6) Investments - The money in the special account may be invested in securities in which .the municipality is permitted to invest under the Municipal Act, 2001; or the City of Toronto Act, 2006, as the case may be, and the earnings derived from the investment of the money shall be paid into the special account, and the auditor in the auditor's annual report shall report on the activities and status of the account. The By-law establishes a Public Benefits Reserve Fund for the collection of contributions under Section 37 of the Planning Act. Upon approval of the By-law, a financial statement relating to the reserve fund will be reported to Council. Attachments: 1. By-law to Establish the Public Benefits Reserve Fund Pursuant to Section 37 of the Planning Act Prepared By: aryn Kong, CPA, C Senior Financial Analyst — Capital & Debt Management Approved / Endorsed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 1,01, 2017 135 ATTACHMENT # I T O REPORT# Fit?(c I7 The Corporation of the City of Pickering By-law No. Being a by-law to establish the Public Benefits Reserve Fund pursuant to Section 37 of the Planning Act, R.S.O. 1990, c.P.13, as amended Whereas the Municipal Act, S.O. 2001, c.25, as amended, authorizes municipal councils to establish reserve funds for any purpose for which it has authority to spend money and; Whereas the Council for the Corporation of the City of Pickering has provided for the establishment of reserve fund; and Whereas Section 37 of the Planning Act, R.S.O. 1990, c.P.13, as amended, permits a municipality to enact a zoning by-law authorizing increases in height and density of development otherwise permitted by the by-law in return for the provision of such facilities, services or other matters as are set out in the by-law, provided that the municipality's Official Plan authorizes such increases in height and density; and Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1. That the Public Benefits Reserve Fund be established; 2. That all deposits to the Public Benefits Reserve Fund are subject to the signed agreement between the City and developer pursuant to Section 37 of the Planning Act; 3. That the Public Benefits Reserve Fund be utilized only for funds needed and expended pursuant to Section 37 of the Planning Act; 4. If excess funds remain after completion of any particular community benefit project funded pursuant to Section 37 of the Planning Act, such excess funds shall remain in the Public Benefits Reserve fund and shall be spent only in accordance with Section 37 of the Planning Act;. 5. Interest earned on the investment of fund balances shall form part of this reserve fund; Funds collected or received pursuant to Section 37 of the Planning Act prior to the establishment of this reserve fund shall be transferred to this reserve fund. 136 By-law No. Page 2 7. This By-law comes into force on the date it is passed. By-law passed this 11th day of December, 2017. David Ryan, Mayor Debbie Shields, City Clerk 137 PiCKR 1 NG 6 , Report to Executive Committee Report Number: FIN 27-17 Date: December 4, 2017 From: Stan Karwowski Director, Finance & Treasurer Subject: Insurance Renewal — January 1, 2018 to December 31, 2018 Recommendation: 1. That the City of Pickering renew its property, liability and other insurance policies through Jardine Lloyd Thompson Canada Inc. (JLT) for the period January 1, 2018 to December 31, 2018 in the amount of $558,615 (plus applicable taxes) and inclusive of terms and conditions acceptable to the Director, Finance & Treasurer; 2. That the insurance coverage through JLT be for a period of one (1) year with an option in favour of the City to extend the coverage on the same terms and conditions for two further one year renewal terms, subject to Council approval; 3. That L.V. Walker & Associates be confirmed as the City's Adjuster of Record for property, liability and other insurance and related matters; 4. That the Director, Finance & Treasurer be authorized to settle any claimsincluding employing resources to investigate and defend claims, adjusting and legal fees, where it is in the City's interest to do so; 5. That the Director, Finance & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as becomes desirable or necessary to limit potential liability exposure and to protect the assets of the City and its elected officials and staff; and 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The City's insurance program continues to operate successfully and the above recommendations provide for a renewal of the policies essentially on the same or improved terms and conditions as in past years, with coverage that includes the Library, its Board and its .employees. 138 FIN 27-17 December 4, 2017 Subject: Insurance Renewal — January 1, 2018 to December 31, 2018 Page 2 In general, insurance premiums have historically reflected an upward direction in costs. In 2013, the City's insurance premium peaked at $771,448 (plus applicable taxes). Since this time, the City's insurance premiums have steadily fallen due to successful City risk management practices and favorable claims experience. These significantly lower premiums have resulted in a total savings of $770,000 to the City over the 2013 premium peak. Financial implications: The insurance renewal premium will be provided for in the City's 2018 current budget to be approved by Council. The insurance premium for 2018 is $558,615 (plus applicable taxes) which is 7.3% less than last year's premium of $602,367. Discussion: The City provides a wide variety of public services and programs to its residents including but not limited to fire, roads and sidewalks maintenance, parks, recreation and cultural services, storm water management, planning services, building services and animal services. The City's capital assets have an insured value of $207 million. The City is exposed to many potential risks and claims through the provision of services to the public and by allowing public access to its facilities and infrastructure. As these claims may be significant, the City maintains financial stability with a combination of risk management practices and insurance coverage. The City's current insurance provider was secured through a competitive Request for Proposal process in 2013. A total of four proposals were received and the successful proponent was Jardine Lloyd Thompson (JLT), which was the highest ranked and lowest priced proponent. Council approved the award of the City's insurance program to JLT for a period of one year (January 1, 2014 to December 31, 2014) with an option in favor of the City to extend. coverage on the same terms and conditions for four consecutive one year renewal terms, each subject to Council approval. Current Coverage The City's current insurance coverage is very broad and includes: - General Municipal Liability - Property and Equipment Breakdown - Automobile Fleet - Errors and Omissions - Non -Owned Automobile - Environmental Liability - Comprehensive Crime - Councillors' and Board Members' Accident - Conflict of Interest - Garage Automobile 139 FIN 27-17 December 4, 2017 Subject: Insurance Renewal — January 1, 2018 to December 31, 2018 Page 3 The City's current insurance coverage has a general liability Limit of $50 million and a deductible of $100,000. The City's auto coverage has a liability limit of $5 million and a $10,000 deductible. With respect to auto accidents in which the City is not at fault, there is no deductible. The City's property coverage has a $25,000 deductible. 2018 insurance Premiums Changes to the total cost of insurance can be split into three categories: 1) Premium changes are typically based on the City's claims experience and municipal insurance market changes. 2) Asset changes are due to adding or removing assets to/from the policy, such as buildings, automobiles and equipment, and changes in asset value due to inflation. 3) Coverage changes occur when the City adds or removes coverages, changes coverage limits and/or changes deductible limits. 3800 5750,000 c700_000 Se50 3600.000 355 °� ' ur€ca ��s�s �Before Applicab, 2011-2018 8771.448 $6%1.669 2011 2012 201 S64.- 4 `2 . 530,415. 2015 2016 2017 2018 As the above chart illustrates, the City's proposed 2018 insurance premium is less than the City's insurance costs in 2011. in other words, City staff have turned the clock back to 2011 (seven years) as it relates to the insurance premium cost. The significantly lower premiums translates into a total savings of $770,000 over the 2013 premium peak. To facilitate an "apples to apples" cost comparison between 2011 and 2018, the $558,615 premium adjusted to 2011 dollars would be $486,000. 140 FIN 27-17 December 4, 2017 Subject: Insurance Renewal — January 1, 2018 to December 31, 2018 Page 4 In addition, the value of the City's insured capital assets have increased from $182 million in 2011 to $207 million in 2017. Although the value of these assets increased by 13.7% during this period, the City's annual insurance costs have decreased by 20% since the 2013 premium peak. This is mainly attributable to the City's favorable claims experience and its risk management practices to reduce the likelihood of claims. City staff believe that the proposed premium for 2018, which is 7.3% less than last year's premium, is reasonable and therefore recommend that the City renew its property, liability and other insurance policies through JLT for the period January 1, 2018 to December 31, 2018 in the amount of $558,615 (plus applicable taxes). Attachments: 1. Summary of Coverage, Limits and Deductibles Prepared By: ,1 James Halsall, CPA, CA Manager, Budgets & Internal Audit Approved/Endorsed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer ov-.14 2017 141 Jardine Lloyd Thompson Canada Inc. ATTACHMENT #. / TO REPORT#EuI.27-q 4JLT Public Sector Division Box 3, Suite 1200, 55 University Avenue, Toronto, ON M5J 2H7 P hone: 416 941 9551 Toll Free: 800 268 9189 Fax: 416 941 9022 MUNICIPAL INSURANCE PROGRAM PROPOSAL Corporation of the City of Pickering Date of Issue: September 28, 2017 Prepared by: Andrea Bartels Direct phone line: 416-644-4826 E-mail address: @jltcanada.com 142 Page 1 of 19 Jardine Lloyd Thompson Canada Inc. JLT IMPORTANT — PLEASE NOTE THE FOLLOWING This proposal should be read in conjunction with the JLT Canada "Business Protocols" booklet. DUTY OF DISCLOSURE In addition to providing all basic information necessary to enable us to place the risk, you must ensure that you are complying with your legal duty of disclosure of all material matters relating to the risk. In particular, you must satisfy yourself as to the accuracy and completeness of the information you provide to insurers. In this respect, you must provide all information relating to the risk, whether favorable or not, which would influence the judgement of a prudent insurer in determining whether he will take the risk, and, if so, for what premium and on what terms. If all such information is not disclosed by you, insurers have the right to void the policy from its inception which may lead to claims not being paid. PAYMENT TERMS Premiums are due and payable. on receipt of a JLT invoice. Payment should be made immediately to avoid any possible cancellation for non-payment of premium. PERIOD OF VALIDITY OF QUOTE This offer remains open for acceptance by the Insured until the expiry of the current Municipal Insurance program policy (ies). BREACH OF WARRANTY OR SUBJECTIVITY If any of the terms and conditions contained in this proposal are identified as a "warranty" or as a subjectivity to binding or continuing cover, you should be aware that if the terms of the warranty as stated are breached or the subjectivity is not met, insurers may have the right to void the applicable coverage and deny any resulting or subsequent losses as a result. UNDERINSURANCE It is important that all policy limits and amounts insured be reviewed carefully and at least annually to be certain they are adequate to provide full recovery in event of a loss. UNDERWRITING / BINDING AUTHORITY Certain portions of this quotation of cover have been provided by JLT acting in an underwriting capacity on behalf of the Insurer who, under a binding authority agreement, has given us authority to quote and confirm insuring terms, conditions and premiums. JLT Canada is not acting as an insurance broker in this instance and is not providing alternative terms or markets for the cover other than as quoted. For covers where JLT does not act in an underwriting capacity nor has a binding authority agreement with the Insurer, coverage cannot be bound with those Insurers unless a request is made to the Insurer and confirmation of coverage is subsequently received by JLT Canada from the Insurer. MATERIAL CHANGES FROM EXPIRING POLICY You should carefully note any items identified in the "Changes from Expiry" section under each coverage as they represent material changes in cover from your previous policy. Page 2 of 19 143 Jardine Lloyd Thompson Canada Inc. ,-OJLT RISK AND CLAIMS INFORMATION This proposal has been based on the risk and claims information provided and/or verified by you to JLT. If any of this information is not correct or has changed in the interim, you must advise us immediately as the terms quoted may therefore be invalid and cover cannot be bound as quoted. TAXES PAYABLE BY INSUREDS: 144 The following taxes as prescribed by federal and/or local laws and regulations will apply to all or certain portions of the premiums quoted and will be charged by JLT in addition to the premiums quoted: Provincial Sales Tax Page 3 of 19 Jardine Lloyd Thompson Canada Inc. JLT SUMMARY OF COVERAGE, LIMITS AND DEDUCTIBLES Name of Insured: Corporation of the City of Pickering Policy Period: January 1, 2018 to January 1, 2019 12:01 a.m. local time at the mailing address of the Named Insured CANADIAN COUNCILS LIABILITY LIMIT OF LIABILITY General Liability (including Sudden And Accidental Pollution): $ 5,000,000 any one Occurrence and in the Annual Aggregate for Products and Completed Operations during the Policy Period EXTENSIONS OF COVERAGE Extension Limit Employers' Liability $ 5,000,000 any one Claim Tenant Legal Liability $ 5,000,000 any one Occurrence Employee Benefit Liability $ 5,000,000 any one Claim Incidental Medical Malpractice Retro Date: November 15, 1993 $ 5,000,000 any one Claim Voluntary Medical Payments $ 50,000 any one. Claim and in the Annual Aggregate during the Policy Period Forest Fire Fighting Expense $ 2,000,000 any one Occurrence and in the Annual Aggregate during the Policy Period Voluntary Payment for Property Damage $ 50,000 any one Occurrence and in the Annual Aggregate during the Policy Period Incidental Garage Operations $ 250,000 any one Occurrence and in the Annual Aggregate during the Policy Period Municipal Marina Legal Liability $ 100,000 any one Pleasure Craft $ 1,000,000 in the Annual Aggregate for Legal Liability for Property Damage during the Policy Period Wrongful Dismissal (Legal Expense) $ 500,000 any one Claim and in the Annual Aggregate during the Policy Period Conflict of Interest Reimbursement Expenses $ 100,000 any one Claim Legal Expense Reimbursement Expenses $ 100,000 any one Claim $ 500,000 in the Annual Aggregate Page 4 of 19 145 Jardine Lloyd Thompson Canada Inc. CANADIAN COUNCILS LIABILITY Non -Owned Automobile (including Contractual Liability for Hired Autos) $ 5,000,000 any one Occurrence Legal Liability for Damage to Hired Autos $ 250,000 any one Occurrence Wrap-up Liability — Difference in Conditions and Difference in Limits $ 5,000,000 any one Occurrence ENDORSEMENTS Endorsement Limit Municipal Errors and Omissions Liability Retroactive Date: Unlimited $ 5,000,000 any one Claim and in the Annual Aggregate during the Policy Period Environmental Impairment Liability Retroactive Date: Unlimited $ 2,500,000 any one Claim and $ 5,000,000 in the Annual Aggregate during the Policy Period Abuse / Molestation Liability Retroactive Date: January 1, 2014 $ 250,000 any one Claim and $ 500,000 in the Annual Aggregate during the Policy Period Voluntary Compensation As per Endorsement No. 4 — Schedule of Benefits , Police Officer Assault $ 5,000,000 any one Occurrence DEDUCTIBLE(S) _ Applicable Coverage Deductible Public Entity General Liability $ 100,000 per Occurrence except per Claimant in respect of Sewer Backup Extensions of Coverage $ 100,000 per Occurrence / per Claimant for all Extensions of Coverage except: $NIL with respect to Non - Owned Automobile Liability, Conflict of Interest and Legal Expense Reimbursement, and Voluntary Compensation; $ 1,000 with respect to Legal Liability for Damage to Hired Autos $ 5,000 with respect to Wrongful Dismissal (Legal Expense) Municipal Errors and Omissions Liability $ 100,000 per Claim Environmental Impairment Liability $ 100,000 per Claim Abuse / Molestation Liability $ 100,000 per Claim Police Officer Assault $ 100,000 per Occurrence Checkroom Liability $ 5,000 per Claim Page 5 of 19 146 Jardine Lloyd Thompson Canada Inc. JLT CANADIAN COUNCILS LIABILITY ENDORSEMENTS . 3 Year Long Term Agreement Primary CAD 5,000,000 / CAD 100,000 Deductible The policy will be renewed annually for a period of three years expiring on 01 January 2020 on the existing terms and conditions with the premiums paid annually in advance, as follows: - 01 January 2017 to 01 January 2018 CAD 292,000 (Gross) 01 January 2018 to 01 January 2019 CAD 263,250 (Gross) 01 January 2019 to 01 January 2020 CAD 263,250 (Gross) However terms and conditions may be reviewed 60 days prior to annual renewal if any of the following apply: • Pertinent changes in reinsurance cover • there is an increase of 15% or more in population numbers • there are legislative changes that may impact upon the value or frequency of claims against the policy • there is a change in the exposure of the insured (as per the business description) or; • the value of Incurred Claims exceeds 40% of net premium (excluding Taxes) for any one Period of Insurance to which this agreement relates. • there has been significant adverse development on historical Toss record in any of the prior 7 policy years whereby Incurred Claims exceed 50% of the Net Premium. The term "Incurred Claims" means the total cost of claims including actual claim payments (including medical, legal and other costs and expenses) and reserves set by the Insurers on outstanding claims (also including such costs and expenses). "Net Premium" means the premium received by the Insurers net of tax and any commissions or other deductions. All other terms and conditions remain unaltered. POLICY FORM EK1601219000 (2016) UMR B0901EK1701869000 INSURER(S) AND PROPORTION OF PARTICIPATION(S) Certain Lloyd's Underwriters (Syndicate 1886) — 100% SUBJECT TO Terms will remain as indicated subject to no claims deterioration as of January 1, 2018 Page 6 of 19 147 Jardine Lloyd Thompson Canada Inc. 4JLT CANADIAN COUNCILS UMBRELLA LIABILITY LIMITS OF LIABILITY $ 45,000,000 any one Occurrence $ 45,000,000 in the Annual Aggregate in respect of Products & Completed Operations $ 45,000,000 in the Annual Aggregate in respect of Municipal Errors and Omissions Liability $ 45,000,000 in the Annual Aggregate in respect of Employee Benefits Liability EXCESS OF UNDERLYING COVERAGE(S) AND LIMIT(S) Underlying Coverage Underlying Limit General Liability $ 5,000,000 any one Occurrence Incidental Medical Malpractice $ 5,000,000 any one Claim Non -Owned Automobile Liability $ 5,000,000 any one Occurrence Municipal Errors & Omissions Liability $ 5,000,000 any one Claim Owned Automobile Liability $ 5,000,000 any one Occurrence Garage Automobile Liability $ 5,000,000 any one Occurrence Employee Benefits Liability $ 5,000,000 any one Claim RETAINED LIMIT $ Nil ENDORSEMENTS Endorsement #1 - Standard Excess Automobile Liability Policy SPF No. 7 Follow Form Named Insured POLICY FORM EK1601216000 (2016) UMR B0901 EK1701885000 INSURER(S) AND PROPORTION OF PARTICIPATION(S) Certain Lloyd's Underwriters (Syndicate 1886) — 100% SUBJECT TO Terms will remain as indicated subject to no claims deterioration as of January 1, 2018 Page 7 of 19 148 Jardine Lloyd Thompson Canada Inc. 4 JLT COMBINED PHYSICAL DAMAGE & MACHINERY BREAKDOWN COVERAGE Property Of Every Description — All Risks of Direct Physical Loss or Damage (Subject to Policy Exclusions) LIMITS $207,153,882 Limit of Loss on Blanket Property of Every Description including Machinery Breakdown $ 1,659,900 Computer/ Electronic Data Processing (Included in Blanket Limit) $ 2,584,500 Business Interruption — Profits (Included in Blanket Limit) $ 2,633,327 Bridges (Not Included in Blanket Limit) EXTENSIONS OF COVERAGE The Limits shown below are included in the Blanket Limit shown above: Extension Limit Valuable Papers $ 500,000 Extra Expense $ 1,000,000 Accounts Receivable $ 500,000 Gross Rentals $ 500,000 Computer Media $ 500,000 Fine Arts (Agreed Value) $ 25,000 The Limits shown below are in addition to the Blanket Limit shown above: Extension Limit Newly Acquired Property $ 1,000,000 Buildings in the Course of Construction $ 1,000,000 Property in Transit $ 500,000 Unnamed Locations $ 1,000,000 Expediting Expense $ 500,000 Business Interruption — Profits $ 300,000 subject to Maximum of $25,000 per Month Contingent Business Interruption $ 1,000,000 Fire Extinguishing Materials and Fire Fighting Expense $ 100,000 Professional Fees $ 500,000 Hacking Event or Computer Virus attack — any one Random Attack or Any One Specific Attack, any one event or total loss in a policy year for the combined total loss or damage $ 100,000 EXTENSIONS OF COVERAGE The Limits shown below are in addition to the Blanket Limit shown above: Extension Limit Master Key $ 10,000 Page 8 of 19 149 Jardine Lloyd. Thompson Canada Inc. 4JLT COMBINED PHYSICAL DAMAGE & MACHINERY BREAKDOWN CONTINUED Land and Water Pollution Clean Up Expense $ 100,000 Stock Spoilage $ 100,000 Consequential Damage $ 100,000 Off Premises Service Interruption $ 1,000,000 Exhibition Floater $ 100,000 Ammonia Contamination $ 500,000 Water Escape $ 500,000 Hazardous Substance $ 500,000 Property of Councillors', Board Members' and Employees' $ 5,000 any one loss ($25,000 maximum annual policy limit) • ENDORSEMENTS Automobile Replacement Cost Deficiency Endorsement DEDUCTIBLE(S) $ 25,000 each Occurrence for All Losses except: $ 25,000 each Flood Loss 5% of total loss or $100,000 minimum, whichever is greater, each Earthquake occurrence. $ 1,000 each Fine Arts Loss POLICY FORM Municipal Insurance Program - Master Policy (February 1, 2017) INSURER(S) AND PROPORTION OF PARTICIPATION(S) Physical Damage: Aviva Insurance Company of Canada — 70% The Sovereign General Insurance Company — 30%• Machinery Breakdown: Aviva Insurance Company of Canada - 100% Page 9 of 19 150 Jardine Lloyd Thompson Canada Inc. 4 JLT Page 10 of 19 151 1. All cooking facilities are ULC wet chemical compliant with semi-annual maintenance contract and Class K portable extinguisher. 2. Unless specifically agreed, all heritage properties are covered for SUBJECT TO Replacement Cost only. For Heritage Replacement Cost, a professional appraisal must be provided for approval by the insurer. 3. All locations may be subject to Engineering Inspection. 4. Terms will remain as indicated subject to no claims deterioration as of January 1, 2018 1. Certain Lloyd's Underwriters — 17.8% is removed as an insurer. CHANGES FROM 2.Insurer participation of the Sovereign General Insurance Company is EXPIRING POLICYincreased from 12.2% to 30.0%. Page 10 of 19 151 Jardine Lloyd Thompson Canada Inc. .�� JLT COMPREHENSIVE CRIME LIMITS $ 1,000,000 Employee Dishonesty— Form A $ 200,000 Broad Form Loss of Money (Inside Premises) $ 200,000 Broad Form Loss of Money (Outside Premises) $ 200,000 Money Orders & Counterfeit Paper Currency $ 1,000,000 Depositors Forgery. $ 200,000 Professional Fees / Audit Expenses $ 200,000 Computer Fraud or Funds Transfer Fraud DEDUCTIBLE $Nil per Loss POLICY FORM Master Crime Wording (Apr. 2012) INSURER(S) AND PROPORTION OF PARTICIPATION(S) Aviva Insurance Company of Canada — 100% SUBJECT TO Important: 1. Bank Accounts NOT being reconciled by the same person(s) authorized to deposit and withdraw funds. 2. All cheque requisitions and issued cheques containing dual signatures. If the above is not part of your internal Financial controls, please provide explanation(s). 3. Terms will remain as indicated subject to no claims deterioration as of January 1, 2018 Page 11 of 19 152 Jardine Lloyd Thompson Canada Inc. JLT AUTOMOBILE INSURANCE (ONTARIO) COVERAGE APPLICABLE Liability — Bodily Injury / Property Damage Limit: $5,000,000 Deductible: $Nil Accident Benefits — Basic Benefits Limit as stated in Policy Uninsured Automobile Limit as stated in Policy Direct Compensation — Property Damage Limit as stated in Policy Deductible: $ Nil Loss or Damage — All Perils Deductible: $ 10,000 ENDORSEMENTS Notice of Cancellation Ninety (90) Days OPCF 43R Removing Depreciation Deduction- 24 Months OPCF 20 Loss Of Use — Applicable to Light Units OPCF 21 B Blanket Fleet Endorsement — No Annual OPCF 31 Non -Owned Equipment OPCF 24 Freezing of Fire -Fighting Apparatus OPCF 44 Family Protection Endorsement: (Applicable only to Private Passenger Vehicles, Light Skidoos and All Terrain Vehicles, and Police Vehicles) Additional Endorsements: New. Adjustment Commercial Vehicles, Drivers OPCF 3 Drive Government Automobiles OPCF 4A Permission to Carry Explosives OPCF 4B Permission to Carry Radioactive Material OPCF 5 Permission to Rent or Lease OPCF 32 Use of Recreational Vehicles by Unlicensed Tarmac Exclusion POLICY FORM Provincial Statutory Owner's Policy INSURER(S) AND PROPORTION OF PARTICIPATION(S) Aviva Insurance Company of Canada — 100% SUBJECT TO Terms will remain as indicated subject to no claims deterioration as of January 1, 2018 Page 12 of 19 153 Jardine Lloyd Thompson Canada Inc. JLT GARAGE AUTOMOBILE (ONTARIO) LIMITS OF COVERAGE Section 1 $5,000,000 Third Party Liability Inclusive Limit Section 2 Accident Benefits — Included Section 3 Uninsured Automobile — Included Section 4 Direct Compensation Property Damage — Included Section 5 Liability Damage to Customer's Automobile Collision — Limit any One Automobile $200,000 Deductible: $500 Specified Perils — Limit of Liability - Any One Occurrence $300,000 Deductible: $500 ENDORSEMENTS OEF 71 Excluding Owned Automobiles Endorsement OEF 77 Comprehensive Damage to Customer's Automobiles including Open Lot Theft OEF 81 Garage Family Protection Endorsement POLICY FORM Provincial Statutory Garage Automobile Policy OAP 4 INSURER(S) AND PROPORTION OF PARTICIPATION(S) Aviva Insurance Company of Canada — 100% SUBJECT TO Terms will remain as indicated subject to no claims deterioration as of effective date January 1, 2018 Page 13 of 19 154 Jardine Lloyd Thompson Canada Inc. JLT COUNCILLORS' ACCIDENT COVERAGE LIMITS OF COVERAGE $ 250,000 Principal Sum INCLUDED COVERAGE Number of Councillors: Seventeen (17) 24 Hour Coverage POLICY FORM Insurer's Standard Form INSURER(S) AND PROPORTION OF PARTICIPATION(S) AIG Insurance Company of Canada — 100% SUBJECT TO 1. $2,500,000 Aggregate Limit of Indemnity Per Accident 2. Terms will remain as indicated subject to no claims deterioration as of January 1, 2018 Page 14 of 19 155 Jardine Lloyd Thompson Canada Inc. 4JLT MUNICIPAL VOLUNTEERS ACCIDENT COVERAGE LIMITS OF COVERAGE $ 50,000 Principal Sum — Volunteers of the Policyholder While on Duty Only under the age of 80 POLICY FORM Insurers Standard Form INSURER(S) AND PROPORTION OF PARTICIPATION(S) AIG Insurance Company of Canada — 100% SUBJECT TO 1. $1,000,000 Aggregate Limit of Indemnity Per Accident 2. Terms will remain as indicated subject to no claims deterioration as of January 1, 2018 Page 15 of 19 156 Jardine Lloyd Thompson Canada Inc. 4JLT RISK MANAGEMENT ELECTED OFFICIAL, DIRECTORS AND SEMINARS IncludedDEPARTMENTAL AUTOMOBILE FLEET SERVICES � Risk and Driver Assessment included PREMIUM SUMMARY TOTAL ANNUAL PREMIUM (OPTIONS NOT INCLUDED) �55B G1� plus anyapp|ioab|e provincial sales tax - ' Page 16 of 19 157 Jardine Lloyd Thompson Canada Inc. 4JLT MUNICIPAL OPTIONS To Add Limit $2,500 / Daily Maximum $1,500 Loss of Use to Forty -One (41) heavy commercial vehicles over 4,500 kgs, excluding Public Emergency Vehicles ie: Fire, Ambulance and Police, and Transit Vehicles — Annual Additional $12,300 Additional Limits available in $500 increments up to a maximum of $10,500 — Quotation available upon request. Accident Benefits: OPTION A. Medical & Rehabilitation (Non -Catastrophic) increase Limit $130,000 - Annual Additional $830 OPTION B. Catastrophic Injury - Med Rehab and Attendant Care increase Limit from $1,000,000 to $2,000,000 - Annual Additional $578 OPTION C. Medical Rehab and Attendant Care increase Limit from $1,000,000 to $2,000,000 - Annual Additional $1,660 Automobile Caregiver Benefit Limit up to $250 per week plus $50 each additional Insurance dependant - Housekeeping and Home Maintenance — Limit up to $100 per week up to 2 Years - Non -Catastrophic Impairment -Annual Additional $1,858 Income Replacement Limit (choose amount) $600/$800/$1,000 Annual Additional $8,9601$17,9201$26,880 Death and Funeral Benefits $50,000 Lump sum to an eligible spouse; $20,000 lump sum to each dependant; maximum $8,000 for funeral benefits - Annual Additional $1,920 Dependant Care up to $75 per week for the first dependant and $25 per week for each additional dependant to a maximum $150 per week Annual Additional $3,200 Indexation Benefit — Annual Adjustment according to the Consumer Price Index for Canada - Annual Additional $7,680 Added Coverage to Offset Tort Deductible — OPCF 48 Total Annual Additional Premium — $1,536 Based on Seventeen (17) Members — under the age of 80 Out of Province — Annual Additional $1,020 Emergency Medical To increase the Trip Duration from 15 days to 30 days —Annual Additional $1,190 Page 17 of 19 158 Jardine Lloyd Thompson Canada Inc. 4JLT MUNICIPAL OPTIONS Public Entity Recovery Assistance Plan (Critical Illness) Based on Seventeen (17) of Members — age 69orless $5.00Olimit — Annual Additional $1'8SG $10.DD0limit — Annual Additional $2.SO3 Page 18 of 19 159 Jardine Lloyd Thompson Canada Inc. To: 4 JLT ACCEPTANCE OF MUNICIPAL INSURANCE PROGRAM PROPOSAL Jardine Lloyd Thompson Canada Public Sector Division Suite 1200, 55 University Avenue Toronto, Ontario M5J 2H7 Telephone: 416-941-9551 or Toll Free 1-800-268-9189 Fax: 416-941-9022 Policy Term (mm/dd/yy): January 1, 2018 to January 1, 2019 We agree with the underwriting and claims information submitted and to the terms quoted in the Municipal Insurance Program proposal. This is your authority to proceed with binding cover(s) as outlined in the Municipal Insurance Proposal effective the date(s) noted above. We have also noted below our choice of any optional items in the Insurance Proposal as well as any specific instructions. Indicated below are our instructions regarding any optional coverages shown in the insurance proposal. Optional Coverages / Specific Instructions: Signed on Behalf of Corporation of the Corporation of the City of Pickering Authorized Signature Date Please print the name of the person signing above Page 19 of 19 160 DICKERING Report to Executive Committee Report Number: FIR 02-17 Date: December 4, 2017 From: John Hagg Fire Chief Subject: Supply and Delivery of One New Latest Model Year Pumper Rescue Apparatus - Quotation No. Q-56-2017 - File: D-1000-001 Recommendation: 1. That Quotation No. Q-56-2017 submitted by Dependable Truck & Tank, Ltd. for the supply and delivery of one new latest model year pumper rescue apparatus in the amount of $797,672.65 (HST included) be accepted; That the total gross project cost of $1,046,273.00 (HST included), including the proposal amount and other associated costs, and the total net project cost of $942,201:00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the project as follows: a) the sum of $892,201.00 to be funded from Development Charges Reserve Fund — Fire Services; ' b) the sum of $50,000.00 to be funded from Third Party Contribution Reserve Fund — OPG Contribution; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As approved in the 2017 Capital Budget, Fire Services will require a new Pumper Rescue Apparatus for the new Fire Station being built on Zents Drive for the Seaton Community. For the purpose of supplying this Pumper Rescue Apparatus, Quotation No. Q-56- 2017 was prepared and advertised on the City's website. The Evaluation Committee scored the quotations and established Dependable Truck & Tank, Ltd. as the highest ranking proponent. The total gross project cost is estimated to be $1,046,273.00 (HST included) and the total net project cost is estimated at $942,201.00 (net of HST rebate). 161 FIR 02-17 Subject: Quotation for Supply & Delivery of One New Latest Model Year Pumper Rescue Apparatus December 4, 2017 Page 2 Financial Implications: 1. Quotation Amount Quotation No. Q-56-2017 HST (13%) Total Gross Quotation Cost $705,905.00 91,767.65 $797,672.65 2. Estimated Project Costing Summary Quotation No. Q-56-2017 Miscellaneous Costs Tools and Equipment Contingency Sub Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $705,905.00 5,000.00 200,000.00 15,000.00 925,905.00 120,368.00 $1,046,273.00 (104,072.00) $942,201.00 3. Approved Source of Funds Approved Code 5340.1707.6458 Source of Funds RF—DC—Fire Service RF—Third Party Contribution from OPG Budget Required $850,000.00 $892,201.00 50,000.00 50,000.00 Total Funds $900,000.00 $942,201.00 Project Cost under/(over) approved funds by ($42,201.00 ) This apparatus will require necessary tools and equipment that will require custom mounting and fitting in order to ready it for service. A portion of the funds will be required for the purchase and installation of this equipment. Additional funding in the amount of $42,201.00 is requested to ensure the necessary tools and equipment required for this apparatus can be purchased brand new from various suppliers. Fire Services' current supply of spare tools and equipment will not be sufficient to outfit this apparatus. CORP0227-07/01 revised 162 FIR 02-17 December 4, 2017 Subject: Quotation for Supply & Delivery of One New Latest Model Year Pumper Rescue Apparatus Page 3 Major items required for purchase include self-contained breathing apparatus (SCBA), Harris portable radios, Hurst eDraulic Rescue Tools, fire hose, nozzles and a thermal imaging camera. This project was included in the 2013 DC Study, and approved to be funded at the funding ratio of 5%/95%, Benefit -to -Existing (City's share) and Development Charges -Fire Services Reserve Fund (DCRF) respectively. The net project cost of $942,201.00 which included the additional funds required will be funded at the same funding ratio, rounded to the maximum budget approved of $50,000.00 from Third Party Contribution from OPG Reserve Fund (7501.0006) for City's share, and balance rounded to. $892,201.00 from the DCRF's share_ . These amounts are still within the approved 5%/95% funding ratio. Discussion: The City of Pickering Fire Services Department will require a new pumper rescue apparatus for the new Fire Station being built on Zents Drive. This apparatus was approved in the 2017 Capital Budget and will be used as the primary apparatus to serve the citizens in the Seaton Community. It will also serve the rest of the City for alarms that require additional resources, equipment, and staff. The estimated time to have this apparatus built and in-service is 18 months after the successful proponent is awarded. This time allows Pickering Fire Services' and Operations' staff to carefully oversee the construction of the apparatus and ensure it is fully operational before it is deemed ready for service. This includes installing any additional tools and equipment not included in the manufacturing contract, and training Operations 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. Until such time as when the new Fire Station is opened, it will be utilized as a spare apparatus and will be put into service when it is needed. The plan to have this apparatus in service prior to the new station opening will allow all staff several opportunities to train and work with the apparatus. In addition, Fire Services' staff have worked with Operations' staff and are planning to have two of the oldest spare apparatus undergo some much needed body work and general repair in order to keep them safe, reliable, and presentable for operation. This work will ensure that these spare apparatus are able to remain inservice for the extent of their 15 year scheduled service life. Having the new apparatus in service will ensure there are two spare apparatus available in order for Operations to perform routine maintenance and general repairs on the entire fleet. Additional funding is requested to ensure the necessary tools and equipment required for this apparatus can be purchased brand new from various suppliers. Fire Services' current supply of spare tools and equipment will not be sufficient to outfit this apparatus. Major items required for purchase include self-contained breathing apparatus (SCBA), Harris portable radios, Hurst eDraulic Rescue Tools, fire hose, nozzles and a thermal imaging camera. Specifications for this apparatus were developed based on consultation with Supply & Services staff, City Operations staff, the Fire Services Joint Health and Safety Committee, and Training Division staff. CORP0227-07/01 revised 163 FIR 02-17 December 4, 2017 Subject: Quotation for Supply & Delivery of One New Latest Model Year Pumper Rescue Apparatus Page 4 Three submissions have been received to the quotation call, which closed on Thursday, September 14, 2017 for the Supply and Delivery of One New Latest Model Year Pumper Rescue Apparatus. The highestranking proponent is Dependable Truck & Tank, Ltd. Staff have reviewed the previous work experience of Dependable Truck & Tank, Ltd. and the references provided on this project and the quotation is deemed acceptable. Upon careful examination of all quotations and relevant documents received, the Fire Services Department recommends the acceptance of Quotation No. Q-56-2017 in the amount of $797,672.65 (HST included) submitted by Dependable Emergency Vehicles for the supply and delivery of one new latest model year pumper rescue apparatus and that the total net project cost of $942,201.00 be approved. Attachments: 1. Supply & Services Memorandum September 15, 2017 2. Supply & Services Memorandum November 13, 2017 Prepared By: Jason oshida Deputy Fire thief c4 Vera A. Felgemacher CSCMP, CPPO, CPPB, C.P.M.,CMM HI Manager, Supply & Services JY:jm Approved/Endorsed By: Stan Karwowski Director, Finance & Treasurer John Hagg Fire Chief Recommended for the consideration of Pickering Cit Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07!01 revised 164 Attachment # 1 to Report FIR 02/17 Gtr e{ DICKERING Memo To: John Hagg September 15, 2017 Fire Chief, Fire Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Fire Services Supervisor, Supply & Services Subject: Quotation No. Q-56-2017 Quotation.for Supply and Delivery of One (1) New Latest Model Year Pumper Rescue Apparatus Closing: Thursday, September 14, 2017 at 12:00 noon File: F-5300-001 Quotation No. Q-56-2017 was advertised on the City's website on August 15, 2017 of which 3 companies have responded. There are potentially 4 stages in the evaluation process which are outlined in Part 2 — Evaluation of Quotations of the quotation document. Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. Three quotations proceeded to Stage ll, which consists of scoring each qualified quotation on the basis of the rated criteria outlined in Part 2 of the quotation document. Refer to Part 2 — Evaluation of Quotations, Item 2.3 — Rated Criteria, Page 7 for instructions on how each of the quotations is to be evaluated.by the Evaluation Committee. Each member will review the submissions individually and carefully according to the criteria in the bid document. Upon completion of the individual scoring, return all Evaluation Committee score sheets with signatures to Ray Rodrigues, Supervisor. Pricing will be evaluated by Supply & Services, and a score out of 50 points will be applied to the evaluation form. The completed evaluation results will be provided to the Evaluation Committee for review and approval: The following list of attachments has been provided to assist the Evaluation Committee to complete their individual evaluations: 1. Stage I1— Evaluation of Rated Criteria; 2. Evaluation Form:- 3. orm;3. Copy of the quotations received; 4. Copy of Request for Quotation Document; and 5. Price Comparison Evaluation 165 Httacnment # 1 to Report FIR 02/17 Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the contract has been awarded. If u require further information, please contact myself or a member of Supply & Services. VAF/rr Attachments Quotation No. Q-56-2017 Supply and Delivery of One (1) New Latest Model Year Pumper Rescue Apparatus 166 Page 2 of 2 Attachment # 2 to Report FIR 02/17 P1CKER1NG Memo To: John Hagg November 13, 2017 Fire Chief From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Fire & Emergency Management Subject: Quotation No. Q-56-2017 Supply & Delivery of One New Latest Model Year Pumper Rescue Apparatus Closing Date: Thursday, September 14, 2017 at 12:00 Noon. File: F-5300-001 Further to the memo dated September 15, 2017, two quotations proceeded to Stage II evaluation. A summary of the Stage II and III evaluation results for each quotation is attached. Dependable Truck & Tank is the top ranked respondent with a submitted price of $705,905.00 (HST Excluded). Delivery times provided by each respondent are also indicated on the attached spreadsheet. A budget of $900,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item. 11 for additional instructions. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. Please-clirect all enquiries to Supply & Services. Respondents will be advised in due course. If you require further information or assistance, do not hesitate to contact me or a member of Supply ,, Services. VAF/rr Attachments :(2) 167 CJy oF DICKERING Report to Executive Committee Report Number: LEG 10-17 Date: December 4, 2017 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Proposed Election Sign By-law - File: L-2000 Recommendation: 1. That the City of Pickering enact the Election Sign By-law attached to this Report. 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this Report. Executive Summary: After recent amendments to the Municipal Elections Act (Bill 181, Municipal Elections Modernization Act, 2016), staff reviewed the election sign provisions of the City's existing Sign By-law (6999/09). Staff propose that the election sign provisions within the existing Sign By-law be deleted and replaced with a stand-alone Election Sign By-law. The proposed new Election Sign By-law is Attachment No. 1 to this Report. The draft Election Sign By-law clarifies the rules related to election signs for municipal, provincial and federal elections. The draft by-law balances the interests of political candidates with the interests of the public. On one hand, political candidates need to promote themselves, and their policy platforms, for election. On the other hand, the public has an interest in ensuring that election signs are erected, displayed and removed in an orderly and reasonable manner, with particular regard for safety on and about public highways. City staff advise that the attached draft by-law establishes a reasonable and prudent balance between the interests of political candidates and of the public. Staff recommend that the attached Election Sign By-law be enacted by Council. That being said, the content of the Election Sign By- law is primarily a matter of political policy, rather than technical expertise. For this reason, it is especially appropriate that City staff defer to the judgment of Council. Staff therefore invite any and all comments and questions that Council may have. Financial Implications: Not applicable. Discussion: A review of the election sign provisions in the City's existing Sign By-law 6999/09 was undertaken by the City Solicitor, the City Clerk and the Manager, By-law Enforcement Services after recent amendments to the Municipal Elections Act made in Bill 181 (the Municipal Elections Modernization Act, 2016). 168 LEG 10-17 December 4, 2017 Subject: Proposed Election Sign By-law Page 2 During staff's review of the legislative amendments, it was determined that a stand-alone Election Sign By-law was the best way to maintain the rights of political candidates in federal, provincial and municipal elections, to provide appropriate enforcement measures, to ensure safety and maintain neighbourhood aesthetics throughout the City. The proposed by-law clarifies the following: where an election sign can be placed; the definition of an election sign; the process for sign erection and removal; the information required on an election sign; and enforcement provisions. Vehicle Signs Issues arose during the last municipal election regarding the propriety of signs mounted on motor vehicles. The draft by-law provides that signs mounted in or on vehicles or trailers are election signs, and that the requirements of the by-law apply to them. Vehicle signs are not prohibited by the draft by-law. Vehicle signs can be displayed in or on a candidate's vehicle on public highways, however, their size is limited, andthey are subject to all other applicable provisions of the by-law. The existing Sign By-law does not explicitly deal with vehicle signs. This created uncertainty during the last municipal election. By expressly allowing vehicle signs, the new by-law resolves that uncertainty. By imposing some limits on vehicle signs, the draft by-law ensures that vehicle signs do not become a burdensome expense for political candidates. As vehicle signs become more common for both commercial and political purposes, there is a risk that candidates will feel compelled to use more costly vehicle signs and wraps in order to remain competitive. The additional expenses could be a deterrent to new candidates and to candidates with limited financial means. Limiting the size of vehicle signs will keep costs down and will also ensure that new candidates will not be at a disadvantage as compared to sitting councillors, who are entitled to use City -issued portable magnet signs. Campaign Office Signs The draft By-law allows a Candidate to display Election Signs on campaign offices as soon as they have filed nomination papers. Campaign Office Signs are exempt from certain provisions of the By-law, such as the size limit and the prohibition on illuminated signs. This will allow Candidates to have Campaign Office Signs that comply with different requirements that are sometimes imposed by landlords of commercial premises. Campaign Signs must comply with application provisions within the old Sign By-law to ensure that they are affixed to buildings in a safe. manner. Legislative Amendments The Municipal Elections Modernization Act, 2016 introduced legislative requirements relating to election signage, which will be in effect for the 2018 municipal election. These requirements are as follows: CORP0227-07/01 revised 169 LEG 10-17 December 4, 2017 Subject: Proposed Election Sign By-law Page 3 - Display of signs at residential premises — No landlord or person acting on a landlord's behalf may prohibit a tenant from displaying signs in relation to an election on the premises to which the lease relates. - Display of signs - condominium corporations — No condominium corporation or any of its agents may prohibit the owner or tenant of a condominium unit from displaying signs in relation to an election on the premises of his or her unit. - Exception — Despite the above noted amendments, a landlord, person, condominium corporation or agent may set reasonable conditions relating to the size or type of signs in relation to an election that may be displayed on the premises and may prohibit the display of signs in relation to an election in common areas of the building in which the premises are found. - Despite the above noted amendment, no landlord, person, condominium corporation or agent may prohibit the display of signs in relation to an election in common areas of the building if space in the building is being used as a voting place. -- - Candidates' election campaign advertisements - being an advertisement in any broadcast, print, electronic or other medium that has the purpose of promoting or supporting the election of a candidate and purchased by or under the direction of a candidate, shall identify the candidate to make it clear who is responsible for the messaging. Third party advertising (which would include signs) — no individual, corporation or trade union shall incur expenses for a third party advertisement that appears during the restricted period for third party advertisements unless they are a registered third party with the municipality. All third party advertisements will be required to identify the name of the registered third party, the municipality where the third party is registered, and a telephone number, mailing address or email address at which the registered third party may be contacted. - Municipalities are provided with strengthened provisions to effect the removal or discontinuance of advertising where the provisions of the Municipal Elections Act, 1996 has been contravened. Attachments: 1. Draft Election Sign By-law Prepared By: Ap ' rov = d/Endorsed By: Debbie Shields Paul City Clerk Direc CORP0227-07/01 revised 170 rate Services & City Solicitor LEG 10-17 December 4, 2017 Subject: Proposed Election Sign By-Iaw Page 4 Prepared By: Kim Thompson Manager, By-Iaw Enforcement Services DS:PB:ks Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer War. z11 2017 CORP0227-07/01 revised 171 ATTACHMENT# 1 TO REPORT#) C / O j �.- The Corporation of the City of Pickering / ,of. By-law No. "[Click and type] /17 Being a by-law to Regulate Election Signs. Whereas paragraph 7 of subsection 11(3) of the Municipal Act, 2001, S.O. 2001, c.25 states that a municipality may pass by-laws respecting signs; And Whereas Council deems it desirable to repeal section 63 of Sign By-law No. 6999/09 regarding Election Signs and to replace it with an Election Sign By-law to effectively regulate signs which create a nuisance, affect public safety and detract from the character of the community during an election period. Now Therefore be it Resolved That the Council of The Corporation of the City of Pickering enacts as follows: 01 Definitions 01.01 Campaign Office Sign - means an Election Sign displayed on a building or portion of a building which is used by a candidate or an agent of a candidate as an election campaign headquarters. 01.02 Candidate - has the meaning ascribed to it in the Canada Elections Act, the Election Act, or the Municipal Elections Act, as applicable, and shall be deemed to include a person registered pursuant to any of the above -noted statutes or an agent for a registered person seeking to influence anyone to vote for or against a question or by-law submitted to the electors. 01.03 City - means The Corporation of the City of Pickering or the geographical area of Pickering, as the context requires. 01.04 City Clerk - means the City Clerk of the City of Pickering or a person delegated by the City Clerk forthe purpose of this By-law. 01.05 display — means, but is not limited to, display, erect, affix, attach, place or maintain or cause or permit to be erected, affixed, attached, placed or maintained. 01.06 Election - means any federal, provincial or municipal election and any question or by-law submitted to the electors and includes an election to a local board or commission. 01.07 Election Sign - means any image, words, sign, picture, device, notice or visual medium, or any combination thereof, including, without limitation, any poster, placard, bulletin, banner or vehicle wrap, which: (a) identifies, depicts, promotes, advertises or provides information about (i) an 172 By-law No. 'fClick and types /17 Page 2 individual who is a candidate; or (ii) a question or by-law submitted to electors; or (b) promotes recognition of or influences persons to vote for or against any candidate or any question or by-law submitted to electors. An Election Sign does not include any election campaign literature. For the purpose of clarification, "Election Sign" includes "Vehicle Sign" and "Campaign Office Sign". 01.08 Election Sign Owner — any person who places or permits the placing of an Election Sign, or any person described on the sign, or whose name, address or telephone number is on the sign or who benefits from the message on the sign. For the purposes of this By-law there may be more than one owner of an Election Sign. A person is not an Election Sign Owner by reason of being an owner of private property on which an Election Sign is displayed. 01.09 Highway - has the same meaning as in subsection 1(1) of the Highway Traffic Act and includes unopened and unassumed road allowances. 01.10 Vehicle Sign - means any form of Election Sign displayed in or on a vehicle or trailer. 01.11 person — includes, but is not limited to, a corporation and the heirs, executors, administrators, or other legal representatives of an individual person. 01.12 private property - does not include the side of a fence located on a property boundary which faces public property. 01.13 Voting Day - means any day on which voting takes place or on which voting by internet or telephone is permitted within the City. 01.14 Voting Place - means any public building or property, including parking lot, where voting takes place, and includes 100 metres on either side of such building or property. 02 References 02.01 In this By-law, any reference to any Act or By-law is a reference to that Act or By-law as it is amended or re-enacted from time to time. 02.02 Unless otherwise specified, references in this By-law to sections or schedules are references to sections or schedules in this By-law. 03 Word Usage 03.01 This By-law shall be read with all changes in gender or number as the context requires. 173 By-law No. "[Click and type]" /17 Page 3 03.02 In this By-law, a grammatical variation of a word or expression defined has a corresponding meaning. 04 Severability 04.01 Each section of this By-law is an independent section, and the holding of any section or part of any section of this By-law to be void or ineffective for any reason shall not be deemed to affect the validity of any other sections of this By-law. 05 Application 05.01 This By-law applies to all Election Signs displayed within the City. 06 General 06.01 No person shall display an Election Sign within the City except in accordance with the provisions of this By-law and all applicable legislation. 06.02 This By-law shall not apply to signs displayed by the City to provide information concerning an Election or any part of an Election process. 06.03 No person shall display an Election Sign without the name and contact information of the Election Sign Owner on it. 06.04 No person shall display an Election Sign at any location other than entirely on private property or on a Regional road in accordance with the Region of Durham's Sign By-law, provided, however, that a Vehicle Sign can be displayed by a Candidate on or in a vehicle owned by the Candidate while such vehicle is in use on any Highway in accordance with all applicable laws and by-laws. 06.05 No person shall display an Election Sign that is more than 1.5 m2 in area. 06.06 No person shall display an Election Sign on private property without permission or consent of the owner or occupant of the property. 06.07 No person shall display an Election Sign that: a) Is painted on, attached to or supported by a tree, stone or other natural object; b) Incorporates flashing lights or rotating parts; c) Is Illuminated; d) Simulates any traffic control device; 174 By-law No. "[Click and type]" /17 Page 4 e) Is affixed to public utility poles; f) Is displayed so as to obstruct, impede or interfere with any fire escape, fire exit door, window, skylight, flue, air intake or exhaust, or any means of access by firefighter to any part of a building or fire hyd rant; g) Is displayed so as to impede, hinder or prevent parking by vehicles on private or public lands or on a highway; or h) Includes the City of Pickering's logo, crest or seal in whole or in part, provided, however, that official City of Pickering portable magnet signs issued to the sitting Mayor and Councillors are exempt from this paragraph 6.07(h). Is in contravention of the Election Act, Canada Elections Act, or the Municipal Elections Act, as applicable. 06.08 No person shall remove, deface or willfully cause damage to a lawfully displayed Election Sign. 06.09 No person shall, at any time on any Voting Day, display an Election Sign on any property used as a Voting Place or where the administration of Election processes are conducted. 06.10 No person shall display a municipal Election Sign except within the boundaries of the Ward(s) to which the Election Sign relates. 06.11 No person shall display a provincial and/or federal Election Sign except within the Candidate's riding boundary. 06.12 Notwithstanding any other provision of this By-law, where a road serves as a boundary between Wards, no person shall display an Election Sign ° except on private property on the side of the road within the boundaries of the Ward/Riding to which the Election Sign relates. 06.13 Notwithstanding any other provision of this By-law, where a Regional road is a municipal boundary road, no person shall display an Election Sign except on the side of the road within the City of Pickering. 06.14 In the event of any conflict between this by-law and the Region of Durham Sign By-law, the Region of Durham By-law shall prevail. 07 Vehicle Signs 07.01 No person shall display a Vehicle Sign except in accordance with all provisions of this By-law. 175 ............._....... .. _...., ....._ ... By-law No. "[Click and type]" /17 Page 5 07.02 The total area of the Vehicle Sign(s) displayed on any one vehicle shall not exceed 1.5 m2. 08 Campaign Office Signs 08.01 Paragraphs 6.04, 6.05 and 6.07(c) of this By-law do not apply to Campaign Office Signs. 08.02 A Campaign Office Sign may be displayed on a Campaign Office as soon as the Candidate has filed his or her nomination papers. 08.03 Campaign Office Signs must comply with all applicable provisions of Sign By-law 6999/09. 09 Timing 09.01 No person shall display an Election Sign for a federal or provincial Election prior to the day the writ of Election is issued. 09.02 No person shall display an Election Sign, including a vehicle sign, until 25 days in advance of the last voting day for the Election to which the sign relates. 09.03 No person shall display an Election Sign more than 3 days after the last Voting Day for the Election. 10 Removal of Unlawful Election Signs 10.01 Where an Election Sign has been displayed contrary to this By-law, the City may remove such sign immediately, without notice or compensation. 10.02 Election Signs that have been removed under section 10.01 shall be stored by the City for a period of 30 days, during which time the Candidate or Candidate's agent may retrieve the sign upon payment of a fee of $25.00 per sign. 10.03 Any Election Sign that has been removed by the City and stored for more than 30 days may be destroyed or otherwise disposed of by the City without notice and without compensation. 10.04 Despite section 10.02, the City shall not be obliged to store Election Signs made entirely of paper material, and may dispose of such Election Signs immediately upon removal. 176 By-law No. "[Glick and type]°./17 Page 6 11 Offence 11.01 Any person who contravenes any provision of this By-law is guilty of an offence and upon conviction pursuant to the provisions of the Provincial Offences Act is liable to a fine of not more than $10,000.00. 11.02 No person shall make a false or intentionally misleading recital of fact, statement or representation in any application or other document required by this By-law. 11.03 No person shall prevent, hinder or interfere or attempt to prevent, hinder or interfere with an officer enforcing the provisions of this By-law. 11.04 Where an officer has reasonable grounds to believe that an offence has been committed by a person under this By-law, the officer may require the name, address and proof of identity of that person, and the person shall supply the requested information. 12 Liability for Damages 12.01 The provisions of this By-law shall not be construed as relieving or limiting the responsibility or liability of any person displaying or owning any Election Sign for personal injury or property damage resulting from the placing of such signs or resulting from the negligence or willful acts of such person, or his or her agents or employees, in the construction, erection, display, maintenance, repair or removal of such signs. 13 Conflict 13.01 If a provision of this By-law conflicts with a provision of any applicable Act, regulation or other by-law, the provision that establishes the higher or more restrictive standard shall prevail. 14 Repeal 14.01 Section 63.(1) to 63.(6) and Schedule "A" — Redemption Fee — Election Signs of Sign By-law No. 6999/09 is repealed. 15 Short Title 15.01 The short title of this By-law is the "Election Sign By-law". 177 By-law No. "[Click and type]" /17 Page 7 16 Effective Date 16.01 This By-law shall take effect on the date that it is passed. By-law passed this XXth day of December, 2017. David Ryan, Mayor Debbie Shields, City Clerk 178