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HomeMy WebLinkAboutMarch 7, 2022Executive Committee Meeting Agenda March 7, 2022 Electronic Meeting – 2:00 pm Chair: Councillor Butt For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Due to COVID-19, the City of Pickering continues to hold electronic Council and Committee Meetings. Members of the public may observe the meeting proceedings by viewing the livestream. A recording of the meeting will also be available on the City’s website following the meeting. Page 1.Roll Call 2.Disclosure of Interest 3.Delegations Due to COVID-19, members of the public looking to provide a verbal delegation to Members of the Executive Committee, may do so via audio connection into the electronic meeting. To register as a delegate, visit www.pickering.ca/delegation, and complete the on-line delegation form or email clerks@pickering.ca. Persons who wish to speak to an item that is on the agenda must register by 12:00 noon on the last business day before the meeting. All delegations for items not listed on the agenda shall register ten (10) days prior to the meeting date. The list of delegates who have registered to speak will be called upon one by one by the Chair and invited to join the meeting via audio connection. A maximum of 10 minutes shall be allotted for each delegation. Please ensure you provide the phone number that you wish to be contacted on. Please be advised that your name and address will appear in the public record and will be posted on the City’s website as part of the meeting minutes. 4.Matters for Consideration 4.1 Director, Corporate Services & City Solicitor, Report BYL 01-22 1 Amendment to Traffic and Parking By-law 6604/05 to Include Provisions for Permit Parking Recommendation: 1.That Report BYL 01-22 regarding amending the Traffic and Parking By-law 6604/05 to Include Provisions for Permit Parking under Section 25 be received; Executive Committee Meeting Agenda March 7, 2022 Electronic Meeting – 2:00 pm Chair: Councillor Butt For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 2. That the attached draft by-law be enacted to replace Section 25 of Traffic and Parking By-law 6604/05 to include provisions for permit parking; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.2 Director, Community Services, Report CS 04-22 6 Community Association Lease Agreement - Pickering Lawn Bowling Club Recommendation: 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with the Pickering Lawn Bowling Club set out in Attachment 1 to this report, 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 City officials be authorized to take the necessary actions as indicated in this report. 4.3 Director, Engineering Services, Report ENG 06-22 30 Rotary Frenchman’s Bay West Park - Washroom Building Implementation, Tender No. T2021-37 Recommendation: 1. That Tender No. T2021-37 for the Rotary Frenchman’s Bay West Park Washroom Building Implementation as submitted by Melfer Construction Inc. in the total tendered amount of $1,205,882.89 (HST included) be accepted; 2. That the total gross project cost of $1,421,120.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of$1,279,763.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $1,279,763.00 as follows: Executive Committee Meeting Agenda March 7, 2022 Electronic Meeting – 2:00 pm Chair: Councillor Butt For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca a) the sum of $426,472.00 available budget in capital project C10320.1913 as approved in the 2021 Parks Capital Budget to be funded by a transfer from Development Charges – City’s Share Reserve be increased to $639,881.00; b) the sum of $426,472.00 available budget in capital project C10320.1913 as approved in the 2021 Parks Capital Budget to be funded by a transfer from the Development Charges Reserve Fund – Parks & Recreation Services be increased to $639,882.00; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.4 Director, Operations, Report OPS 06-22 40 Winter Control of Proposed Waterfront Trail Boardwalk Recommendation: That Council receive Report OPS 06-22 regarding winter control of the proposed waterfront trail boardwalk for information. 4.5 Director, City Development & CBO, Report PLN 11-22 45 Pickering Environmental Schools Grant - Results of the 2021 Funding Recommendation: 1. That Report PLN 11-22 of the Director, City Development & CBO, on the results of the Pickering Environmental Schools Grant, be received for information; and, 2. That a copy of Report PLN 11-22 be forwarded to the Durham Catholic District School Board (DCDSB), inclusive of the Trustee for City of Pickering, Director of Education, Superintendent of Business, Finance and Facilities Services, and to the Durham District School Board (DDSB), inclusive of the Trustee for City of Pickering, Director of Education, EcoSchools Facilitator, System Lead and e-learning Administrator, and Administrative Assistant. 4.6 Director, City Development & CBO, Report PLN 12-22 81 Executive Committee Meeting Agenda March 7, 2022 Electronic Meeting – 2:00 pm Chair: Councillor Butt For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Sustainable Pickering Year-in-Review Recommendation: That Report PLN 12-22 of the Director, City Development & CBO, on the release of the 2021 Sustainable Pickering Year-in-Review, be received for information. 4.7 Director, City Development & CBO, Report PLN 13-22 96 Community Gardens - Valley Plentiful Community Garden Update and next Steps for New Community Garden Sites Recommendation: 1. That Report PLN 13-22 of the Director, City Development & CBO regarding community food gardens and an update about Valley Plentiful Community Garden be received for information; 2. That, through the Office of the CAO, a multi-departmental staff working group be established to formalize a framework for new community gardens; 3. That staff be directed to return a Community Garden Policy, to establish and manage new community garden sites, in late 2022 for Council’s consideration; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. 5. Other Business 6. Adjournment Report to Executive Committee Report Number: BYL 01-22 Date: March 7, 2022 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Amendment to Traffic and Parking By-law 6604/05 to include provisions for permit parking - File: L-2220 Recommendation: 1. That Report BYL 01-22 regarding amending the Traffic and Parking By-law 6604/05 to include provisions for permit parking under Section 25 be received; 2. That the attached draft by-law be enacted to replace Section 25 of Traffic and Parking By-law 6604/05 to include provisions for permit parking; 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: As per Council Resolution 728/21, Council has approved the implementation of permit parking at the City’s waterfront parking lots and on one side of waterfront area streets from May 1st to October 1st annually. The attached amending by-law creates the applicable provisions in the Traffic and Parking By- law (Section 25) to create the associated regulations for enforcement. Financial Implications: The amendment to the Traffic and Parking By-law creates the offences to be utilized in enforcement of the permit parking provisions. Upon approval of this report, staff will submit an amended set fine application to the Ministry of the Attorney General to incorporate offences relating to parking without a permit. The recommended fines will be $60.00 for the early payment fine and $75.00 for the set fine. Revenue generated will depend on compliance with posted parking provisions. In 2021, over 1,310 tickets were issued on waterfront area streets between May 1st to September 30th, excluding 3 hour parking. Given the implementation of paid parking and increased enforcement, it is anticipated that the number of contraventions should decrease significantly. If parking violations are reduced by 75 percent, revenue relating to infractions on waterfront streets would equal approximately $20,000.00 through the paid parking season. Discussion: As per Council Resolution 728/21, staff are taking the necessary actions to implement the Waterfront Permit Parking strategy adopted by Council. One of the steps required is to amend the Traffic and Parking By-law 6604/05 to create permit parking provisions, including definitions, types of permits, and offences for non-compliance. The new - 1 - BYL 01-22 March 7, 2022 Subject: Amendment to Traffic and Parking By-law 6604/05 to include provisions for Permit Parking Page 2 provisions are contained in Section 25. Enacting the draft by-law (Attachment 1) will amend the current by-law by replacing Section 25. With Council’s approval of this report, staff will send the recommended set fines to the Ministry of the Attorney General for approval. This process will take approximately 4 to 6 weeks, and must be completed before the new fines can take effect. A follow up report to Council will be prepared for the April agenda, containing the required revisions to Schedule 2 and Schedule 4 of the Traffic and Parking By-law 6604/05, listing all of the waterfront parking lots and permit parking streets, as well as, any additional parking restrictions. Attachments: 1.Draft By-law Prepared By: Approved/Endorsed By: Kimberly Thompson Paul Bigioni Manager, Municipal Law Enforcement Director, Corporate Services & City Services Solicitor KT:kt Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By:Original Signed By: Original Signed By: - 2 - The Corporation of the City of Pickering By-law No. /22 Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. Whereas By-law 6604/05, as amended, provides for the regulating of traffic and parking on highways, private property and municipal property within the City of Pickering; and Whereas, Council Resolution #728/21 approved the implementation of paid permit parking at the City’s waterfront parking lots and on one side of waterfront area streets from May 1st to October 1st annually; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.Section 25 of By-law 6604/05, as amended, is hereby deleted and replaced with the following: Permit Parking 25. (1) In this section, the term "parking permit" means a permit issued by the City for the purpose of allowing on-street parking, or parking within a City parking lot, subject to the conditions of the permit; and “City parking lot” means any parking lot owned and/or operated by the City. (2)A parking permit may be issued, with applicable conditions and/or fees, as follows: (a)to a resident of the City who pre-registers for a parking permit to access parking on waterfront streets or in city parking lots (see Schedule 4 for locations), or (b)to one resident of a specific address as listed on Schedule 4, which has been authorized for on-street parking due to the absence of off-street parking, or (c)to any person, upon payment of the applicable fee, for use in the locations outlined in Schedule 4. Attachment #1 to Report BYL 01-22 - 3 - By-law No. /22 Page 2 (3) Parking permits may be electronic, with no requirement to display a physical permit in the vehicle, depending on the type of permit issued and the conditions of the permit. (4) Where authorized signs that clearly indicate the regulation have been installed, no person shall park on any highway or in a City parking lot identified in Schedule 4 as a permit parking area, without a valid parking permit. (5) No person shall use a parking permit in a manner or for a purpose not provided for in this section. (6) Where required as a condition of the permit, a parking permit shall be displayed on the sun visor or on the dashboard of the vehicle parked on the street named on the parking permit, so that the parking permit is readily visible from the outside of the vehicle. (7) A parking permit shall be valid for the time prescribed for the permit unless it has been cancelled pursuant to subsections (8) or (9). (8) A parking permit shall be cancelled by the City where, (a) it was issued based on false or mistaken information; or (b) the person to whom it is issued ceases to be resident of Pickering. (9) A parking permit issued under subsection 2(b) shall be cancelled by the City where, (a) the person to whom it is issued ceases to be an occupant of an address named in Schedule 4; (b) it was issued based on false or mistaken information; or (c) a valid parking permit has already been issued to an occupant of the same address. (10) Notwithstanding the provisions of any section of this by-law, the owner of a vehicle on which a valid parking permit issued under subsection 2(b) is displayed, is exempt from Sections 15(j) and (n) of this by-law where the vehicle is parked within the designated Permit Parking area on the street named on the permit. - 4 - By-law No. /22 Page 3 (11) A vehicle bearing an accessible parking permit, or a Veteran’s license plate are exempt from the provisions of subsection (4), however, such vehicle remains subject to a maximum six hour time limit. By-law passed this 28th day of March, 2022. ____________________________ David Ryan, Mayor ________________________________ Susan Cassel, City Clerk - 5 - Report to Executive Committee Report Number: CS 04-22 Date: March 7, 2022 From: Sarah Douglas-Murray Director, Community Services Subject: Community Association Lease Agreement -Pickering Lawn Bowling Club -File: A-1440 Recommendation: 1.That the Mayor and City Clerk be authorized to execute the Lease Agreement with the Pickering Lawn Bowling Club set out in Attachment 1 to this report, 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 City officials be authorized to take the necessary actions as indicated in this report. Executive Summary: As per Council Resolution 224/14, the City entered into a Lease Agreement with the Pickering Lawn Bowling Club (“PLBC”) for partial use of East Shore Community Centre and exclusive use of the Lawn Bowling Room equipped with a main hall, kitchen, office, pantry and washrooms; and, the outdoor grounds which include 16 lawn bowling greens with covered seating area and a fully enclosed storage facility. The Community Services Department recommends that the Lease Agreement included as Attachment 1 be initiated for a five year term beginning March 1, 2022 and ending February 28, 2027. Financial Implications: The City of Pickering is responsible to fund the general operating costs (such as utilities, snow/garbage removal, maintenance and cleaning) of the East Shore Community Centre which are reflected annually within the Community Services Department Current Budget. The Current Budget does not reflect capital expenditures that vary year-to-year depending on facility need. PLBC is responsible to fund the day-to-day costs to operate their activities, which includes program/office supplies, administrative and insurance costs. The PLBC is also responsible to supply, maintain, repair and/or replace furniture, appliances and equipment at its expense, in order to operate their activities. Discussion: Since 1995, the PLBC have operated their programs and social events using the portion of the East Shore Community Centre comprising of the Lawn Bowling Room - 6 -- 6 -- 6 - CS 04-22 March 7, 2022 Subject: Community Association Lease Agreement Page 2 equipped with a main hall, kitchen, office, pantry and washrooms; and, the outdoor grounds which include 16 lawn bowling greens with covered seating area and a fully enclosed storage facility. Lawn bowling is a game where all levels of ability to compete evenly as physical strength plays a small part in the game, skill and strategy are the real factors. The PLBC meets a variety of needs, whether a person is looking to make new friends, participate in light exercise, wishes to play recreationally or competitively, it is a good place to start. New members are welcome to this friendly and inclusive club. Membership rates are very reasonable and give members access to courts 7 days per week. Membership fees include the Ontario Lawn Bowling Association & Bowls Canada fees thus allowing players to participate in outside tournaments. Annual memberships fees are $125.00, Junior Member are $40.00 and Social Member privileges are $25.00. Official Opening Ceremonies of the Earle Wilson Greens and South Pickering Lawn Bowling Club was held on August 4 1995. The club has grown from 36 members in 1995 to 156 members in 2021 making it one of the larger clubs in Ontario. As per the terms and conditions of the attached written agreement, the PLBC shall use the premises for non-profit events or non-commercial receptions at their cost. PLBC will also maintain insurance in the amount of five million dollars. The City is responsible for all day-to-day operating expenses of the East Shore Community Centre including utilities, snow and garbage removal and regular maintenance. The Community Services Department recommends that the Lease Agreement included as Attachment 1 be initiated for a five year term, beginning February 1, 2022 and ending January 31, 2027. Attachments: 1.Draft Lease Agreement with the Pickering Lawn Bowling Club. CORP0227-07/01 revised - 7 - CS 04-22 March 7, 2022 Subject: Community Association Lease Agreement Page 3 Prepared/Approved/Endorsed By: Original Signed By Sarah Douglas-Murray Director, Community Services :sdm Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer CORP0227-07/01 revised - 8 - This Lease is made as of the 1st day of March 1, 2022. Between: The Corporation of the City of Pickering (the "City") - and - Pickering Lawn Bowling Club (the "Club") Article I Interpretation Definitions 1. In this Lease, (a) "Commencement Date" means March 1, 2022; (b) "Lease" means this lease as it may be amended from time to time; (c) "Premises" means that portion of the East Shore Community Centre comprising of the Lawn Bowling Room equipped with a main hall, kitchen, office, pantry and washrooms; and, the outdoor grounds which include 16 lawn bowling greens with covered seating area and a fully enclosed storage facility as shown on Schedule “A” attached hereto, located at 910 Liverpool Road, in the City of Pickering, Regional Municipality of Durham; (d) "Rent" means the rent payable pursuant to Section 21; and (e) "Term" means the term of this Lease as set out in Section 18. Headings Lease Agreement - 9 - Attachment #1 to CS 04-22 2 2. The division of this Lease into articles, sections, subsections and schedules and the insertion of headings are for convenience of reference only and shall not affect the construction or interpretation of this Lease. Schedule 3. Schedule “B” (City’s Alcohol Management Policy) and Schedule “C” (City’s Grant 8. In consideration of the performance by the Club of its obligations under this Lease, the City leases the Premises to the Club for its use during the Term. Conditions of Agreement) are incorporated into and form part of this Lease. Severability 4. All of the provisions of this Lease are to be construed as covenants even where not expressed as such. If any such provision is held to be or rendered invalid, unenforceable or illegal, then it shall be considered separate and severable from this Lease and the remaining provisions of this Lease shall remain in force. Number 5. Wherever a word importing the singular number only is used in this Lease, such word shall include the plural. Words importing either gender or firms or corporations shall include the other gender and individuals, firms or corporation where the context so requires. Governing Law 6. This Lease shall be governed by, and interpreted and enforced in accordance with, the laws in force in the Province of Ontario. Entire Agreement 7. This Lease constitutes the entire agreement between the parties concerning the Premises and may only be amended or supplemented by an agreement in writing signed by both parties. Article II Grant and Use - 10 - 3 Club Use of Premises The Premises shall be used only for non-profit functions, charity events or noncommercial receptions of the Club at its expense and for no other purpose without the prior written consent of the City. The Association’s use of the Premises shall be in accordance with the City’s Alcohol Management Policy (Schedule “B”) and Conditions of Agreement (Schedule “C”). Nuisance 11. The Club shall not carry on any activities or do or suffer any act or thing that constitutes a nuisance or which is offensive or an annoyance to the City. City Use of Premises 12. Subject to section 11, the City shall have first right of refusal to use the Premises. The Club shall not be entitled to any rental fees or other remuneration associated with the use of the Premises by the City. Assignment and Subletting 13. The Club shall not assign this Lease or sublet all or any portion of the Premises without the prior written consent of the City. Licences 14. The Club may not grant licences to use the Premises. 15. The Club shall submit an annual calendar (February 1 to January 31) of Club activities to the City by February 1st of each year. 16. The Club shall submit their annual financial statement to the City by February 1st of each year. 17. The Club shall submit a list of their Board of Directors to the City by February 15th of each year. Article III Term 18. The term of this Lease shall be five (5) years from the Commencement Date to February 28, 2027. - 11 - 4 19. The City may terminate this Lease at any time for any reason provided it has given the Club six (6) months prior notice. Overholding 20. If the Club remains in possession of the Premises after the expiry of the Term, there shall be no tacit renewal of this Lease or the Term, notwithstanding statutory provisions or legal presumption to the contrary, and the Club shall be deemed to be occupying the Premises from month to month upon the same terms, covenants and conditions as are set forth in this Lease insofar as they are applicable to a monthly tenancy. Article IV Rent Rent 21. The Club shall pay to the City as rent for the entire the Term in lawful money of Canada the sum of One (1) Dollar ($1.00). Gross Lease 22. The City acknowledges that this is a gross lease and agrees to pay all charges, impositions and outlays of every nature and kind relating to the Premises except as expressly set out in this Lease. Article V Maintenance, Repairs and Alterations Maintenance of Premises 23. The Club shall maintain and operate the Premises so that they shall always be of good appearance and suitable for the proper operation of the Premises. 24. The Club shall be responsible to supply, maintain, repair and/or replace furniture, appliances and equipment at its expense in order to operate their Club activities. 25. The City shall provide general maintenance services to the Lawn Bowling Room at its expense and shall provide all necessary cleaning and maintenance supplies such as cleaning products, related paper products and cleaning equipment. - 12 - 5 26. The City shall provide general maintenance services to the irrigation system and drinking fountains within the Lawn Bowling Greens, to the fence and court lights (poles & fixtures) surrounding the Lawn Bowling Greens and to the outdoor storage facility. 27. The Club shall provide general maintenance services to the area inside the fence largely comprised of the Lawn Bowling Greens (which excludes items identified in Section 26) at its expense. 28. The City shall be responsible for all day-to-day operating expenses of the Premises including garbage removal. The Club shall not be responsible for utilities. 29. The City shall provide snow removal services for the parking lot, sidewalks, walkways and all other areas of pedestrian passage on the Premises. 30. (1) Subject to subsection (2), the City shall be responsible for all inspections and preventative maintenance with respect to the heating equipment, transformer, parking lot, lights, irrigation system and exterior grass cutting and landscaping. (2) The Club shall be responsible for any damages or costs incurred due to the misuse or negligence of the Club, its employees, volunteers, invitees, servants, agents, or others under its control and the Club shall pay to the City on demand the expense of any repairs including the City’s reasonable administration charge necessitated by such negligence or misuse. 31. The Club shall immediately notify the City of any unsafe conditions on the Premises. Security 32. The City shall be responsible for the security of the Premises. The Club is not permitted to use the premises without City personnel on site to perform this function. The Club will ensure that no copies of the keys to the Premises are made without the prior written consent of the City. 33. The Club shall submit a request to the City with 14 days-notice that City personnel be scheduled to work on statutory holidays between May and October in order to provide security of the Premises for their Club activities (dates for which the facility would otherwise be closed). The Club must pay the City 100% of the total wages for City personnel to work the statutory holiday in question. Alterations/Improvements to Premises - 13 - 6 34. The Club shall only be permitted to make alterations and improvements to the Premises that have been approved by the City. Article VI Insurance and Indemnity 38. The Club shall not do, omit to do, or permit to be done or omitted to be done upon the Premises anything that may contravene or be prohibited by any of the City's insurance policies in force from time to time covering or relevant to any part of the Premises or which would prevent the City from procuring its policies with companies acceptable to the City. If the conduct of business in the Premises or any acts or omissions of the Club on the Premises causes or results in any Club's Insurance 35. The Club, at its sole cost and expense, shall take out and maintain, (a) insurance upon property owned by it which is located on the Premises; and (b) commercial general liability insurance pertaining to the Club's liability to others in respect of injury, death or damage to property occurring upon, in or about the Premises, and includes coverage for tenants legal liability. Such insurance to be of an amount which is reasonable and sufficient having regard to the scope of the risk and the current practice of prudent owners of similar premises for the carrying on of similar businesses, but in any event in an amount not less than five million dollars ($5,000,000.00) for claims arising out of one occurrence. Such policy shall also name the City as an additional named insured and may not be cancelled unless prior notice by registered letter has been given to the City by the insurer 30 days in advance of the expiry date. 36. Prior to the Commencement Date, the Club shall file with the City a Certificate of Insurance in a form satisfactory to the City Treasurer, verifying that the commercial general liability insurance policy is in effect and setting out the essential terms and conditions of the insurance. 37. The provision of the insurance policy required by this section shall not relieve the Club from liability for claims not covered by the policy or which exceed its limits, if any, for which the Club may be held responsible. Insurance Risks - 14 - 7 increase in premiums for any of the City's insurance policies, the Club shall pay such increase to the City. Indemnification 39. Each of the City and the Club shall indemnify and save harmless the other from and against any and all actions, losses, damages, claims, costs and expenses (including solicitors' fees on a solicitor and client basis) to which the party being indemnified shall or may become liable by reason of any breach, violation or non- performance by the party so indemnifying of any covenant, term or provision of this Lease or by reason of any damage, injury or death occasioned to or suffered by any person or persons including the City or the Club, as the case may be, or any property by reason of any wrongful act, neglect or default on the part of the party so indemnifying or any of those persons for whom it is in law responsible. For greater certainty, the limitation of liability set out above in this section does not extend to claims, losses or damages resulting in whole or in part from the gross negligence or willful misconduct of the party claiming indemnification, its employees or those for whom it is in law responsible. Article VII Remedies on Default City's Right to Re-Enter 40. If any amount payable to the City under this Lease shall remain unpaid for fifteen (15) days after the Club has received notice thereof, then it shall be lawful for the City at any time thereafter to re-enter the Premises. City's Right to Remedy Default 41. In addition to all other remedies the City may have under this Lease and in law, if the Club is in default of any of its obligations under this Lease, and such default has continued for a period of ten (10) days after receipt of notice by the Club (or such longer period as may be reasonably required in the circumstances to cure such default, except in an emergency where the City will not be required to give notice), the City, without prejudice to any other rights which it may have with respect to such default, may remedy such default and the Club shall be responsible for all such costs. Waiver 42. No condoning, excusing or overlooking by the City of any default, breach or non- observance by the Club at any time or times in respect of any covenant, - 15 - 8 obligation or agreement under this Lease shall operate as a waiver of the City’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 City 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 Club save only an express waiver in writing. Notice 47. Any notice required to be given by the City to the Club under this Lease shall be in writing and shall be delivered to the Premises or such other address of which the Club has notified the City in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. Article VIII Miscellaneous Quiet Enjoyment 43. The City shall permit the Club to peaceably possess and enjoy the Premises during the Term and during facility operating hours without any interference from the City, or any person lawfully claiming by, from or under the City provided the Club is not in default. Right of Entry 44. The Club agrees to permit the City and authorized representatives of the City to enter the Premises during normal business hours for the purpose of inspecting the Premises. The City shall use its best efforts to minimize the disruption to the Club's use of the Premises during any such entry. Signs 45. The Club may only erect signs on the Premises with the City’s prior approval. All such signs shall be removed from the Premises at the end of the Term. Compliance with Laws 46. The Club, at its sole cost and expense, shall comply with all legal requirements (including statutes, laws, by-laws, regulations, ordinances, orders, rules and regulations of every governmental authority having jurisdiction) that relate to the use of the Premises by the Club or the making of any improvements to the Premises by the Club. - 16 - ________________________________ ________________________________ ________________________________ 9 48. Any notice required to be given by the Club to the City under this Lease shall be in writing and shall be delivered to The Corporation of the City of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario (Attention: City Clerk) or such other address of which the City has notified the Club in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. Successors and Assigns 49. statutory arrangement) and permitted assigns. Schedules 50. In Witness Whereof the parties have executed this Lease. This Lease shall enure to the benefit of and be binding upon the parties and their respective successors (including any successor by reason of amalgamation or Schedules “A”, “B” and “C” attached hereto form part of this Agreement. The Corporation of the City of Pickering David Ryan, Mayor Susan Cassel, City Clerk Pickering Lawn Bowling Club Insert Name, Title - 17 - ________________________________ 10 Insert Name, Title - 18 - NOTE: LOCATIONS OF WALLS AND FIXTURES MAY VARY Schedule A STORAGE MECH MECH LIVERPOOL ROAD UPPER FLOOR PLAN ACTIVITY MULTI- ROOM PURPOSE MULTI- PURPOSE GYMNASIUM MULTI- PURPOSE LAWN BOWLING CLUB LAWN GAME BOWLING ROOM ROOMSENIOR'S ROOM EAST SHORE COMMUNITY CENTRE GROUND FLOOR PLAN NORTH 0 5 10 METERS STORAGE SHED MAIN PARKING LOT & LAWN BOWLING GREENS - 19 - Schedule B The Corporation of the City of Pickering Community Services Department MUNICIPAL ALCOHOL POLICY February 2020 Purpose The purpose of this policy is to endeavor to ensure the appropriate management of the use and consumption of alcoholic beverages in municipally owned facilities; to avoid related problems and to ensure the safety and well being of all participants and to protect the Corporation, its employees and volunteers. 1. Definitions In this Policy, the term, (a) “Licensed function” means a function for which a permit has been issued by, or is otherwise licensed by, the Liquor License Board of Ontario at which alcoholic beverages may be consumed; (b) “Closed private licensed function” means a licensed function determined by the Director of Community Services to be closed to the general public and of a private nature; (c) “Designated facility” means a City owned building, park, open space and associated parking lot designated by this policy as suitable for an indoor or outdoor licensed function; (d) “User” means a person, group or association to whom the City has granted written permission to use a designated facility for a licensed function and; (e) “Server” means any person serving alcohol 2. Designated Facilities (1) The following are designated facilities for indoor licensed functions: (a) Brougham Community Centre (b) Dr. Nelson F. Tomlinson Community Centre (c) Don Beer Sports Facility Community Centre (d) East Shore Community Centre (e) Green River Community Centre (f) Greenwood Community Centre (g) Mount Zion Community Centre (h) Pickering Civic Complex - 20 - (i) Chestnut Hill Developments Recreation Complex (j) Seniors Activity Centre (k) West Shore Community Centre (l) Whitevale Community Centre (m) George Ashe Community Centre (n) Pickering Museum Village (2) The following are designated facilities for outdoor licensed functions: (a) Dr. Nelson F. Tomlinson Community Park (b) Dunmoore Park (c) Kinsmen Park (d) Pickering Museum Village 3. Alcohol Restrictions Within Designated Facilities All designated facilities defined in this policy shall be deemed a “public place” and as such, in accordance with Section 31 of the Liquor Licence Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor in any designated facility unless a licence or permit is issued or unless specifically covered by an L.L.B.O. permit. 4. Safe Transportation (1) Only those users implementing a safe transportation strategy (e.g., a designated driver program, an alternate home transportation option) to prevent intoxicated participants from driving will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 5. No Alcohol and Low Alcohol Drinks (1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 6. “Statement of Intoxication” Sign (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs indicating that it is illegal to serve participants to a state of intoxication. Such signs shall read as follows: 2 - 21 - City of Pickering – Community Services Department. Statement of Intoxication It is contrary to the Liquor Licence Act of Ontario to serve persons to intoxication. For this reason, servers in this facility are required to obey the law and not serve anyone to intoxication. Should you wish a no alcohol or low alcohol “breather” round, request a soft drink, coffee or smaller than usual portion of alcohol. (2) Signs shall be provided by the City to users for display by them in the designated facility during the licensed function. 7. Participant Controls (1) Only users providing sufficient controls to prevent underage, intoxicated or rowdy persons from entering the designated facility, to refuse service to such persons, and to remove such persons from the designated facility will be permitted to use designated facilities for licensed functions. (2) Such controls shall include the following: (a) Having a supervisor in charge of the licensed function present in the designated facility at all times during the function. (b) Having at least two monitors at each entrance to the licensed function at all times during the function; (c) Accepting only an age of majority card, a photo driver’s license or a passport as identification for entry; (d) Having a monitor or monitors (other than entrance monitor) in the designated facility at all times during the function at least one monitor for every 200 participants; (e) Using monitors and servers who are 19 years of age or older; (f) Using monitors and servers who do not consume alcohol during the function; and (g) Providing a list of the names of supervisors, monitors and servers to the Director prior to the function. (3) The Director may require a potential user to demonstrate that such controls will be imposed by the user if written permission to use the designated facility for a licensed function is granted. 3 - 22 - 8. Supervisor, Monitor, and Server Training (1) Only users providing sufficient numbers of supervisors, monitors and servers that have attended an appropriate training course in server intervention will be permitted to use designated facilities for licensed functions. (2) Such training should utilize CAMH course material, and may be provided, at a reasonable cost, through the Community Services Department. (3) The Director may require a potential user to demonstrate that sufficient numbers of supervisors, monitors and servers that have attended such a course will be provided by the user if written permission to use the designated facility for a licensed function is granted. (4) Closed private licensed functions are exempt from this section of the policy; however, users of designated facilities for closed private licensed functions shall be encouraged to provide voluntarily properly trained supervisors, monitors and servers since such users are not exempt from responsibility for compliance with the law and for the sobriety and safety of participants. (5) All servers must be “Smart Serve Certified” 9. Insurance (1) Liability Insurance is a mandatory requirement for all individuals/community user groups utilizing city-owned or operated facilities within the City of Pickering. All programs, meetings, recreational events, cultural and social events require liability insurance. Users groups can provide personal proof of insurance, a minimum of $2 million insurance, naming the City of Pickering as an additional insured, or purchase insurance through the City of Pickering, Facility User Group Program. Rates for insurance coverage will vary depending on risk factors, length of the activity, the number of participants, among other factors at the event. Any changes in activities by the user group must be reported to Facility Booking Staff for possible adjustments to the permit. Insurance information must be received and paid in full before the permit start date. Liability Insurance covers from the time and date reflected on the rental permit only. The extra fee for the liability insurance will be added to the rental agreement with the applicable taxes. (2) When a patron requests a facility/ice rental, facility booking staff members will confirm the event/function required on the permit. Facility staff will review the Liability Insurance User Group Rating Schedule to determine the appropriate fee to be charged to the individual/community user group. 4 - 23 - (3) Only users having a minimum of $2,000,000 third party general liability insurance coverage, naming the Corporation of the City of Pickering as an additional insured, will be permitted to use designated facilities for licensed functions. 10. Accountability (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs informing participants of the following: (a) The name, address and telephone number of the user; (b) The name, address and telephone number of the representative of the user responsible for the function; (c) The address and telephone number of the nearest Police Station; (d) The address and telephone number of the Liquor License Board of Ontario; and (e) The address and telephone number of the Community Services Department (2) A user that contravenes any City policy or procedure or any applicable law may be refused permission to use designated facilities for licensed functions, at the Director’s discretion; Indefinitely, or (a) Until the user can demonstrate to the Director’s satisfaction that a further contravention shall not occur. 11. Promoting the Policy The Community Services Department shall design and implement, in consultation with CAMH, a strategy to orient all potential users to the requirements of this policy and to promote this policy to the community at large. 5 - 24 - Schedule C – Conditions o f Use 1) The City reserves the right to cancel any permit temporarily or permanently, should accommodation be required for special events, or in an emergency. 2) 50% of payment is due at time of booking. This is a non-refundable deposit. The remaining 50% is due in full, 90 days prior to the permit date of the event. 3) Applicants must be members of authority in the organization seeking accommodation. Permit holders must be on site for the duration of the rental. 4) The facility is to be used only on the date(s) and time(s) specified, and only for the purpose named. No teen dances/parties, stags or stagettes are permitted in our halls. This permit is not transferrable. 5) The City will not be responsible for personal injury or damage or for the loss or theft of clothing or equipment of the applicants, or anyone attending on the invitation of the applicant or any persons contracted by the applicant. 6) The applicant shall be responsible for the conduct and supervision of all persons admitted to the building(s) and grounds and shall see that all regulations contained herein are strictly observed. 7) Unnecessary noise which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility shall not be permitted. 8) The exits must be kept free from obstruction in case of fire. a) The applicant must pay all damages arising from the use of the property. b) A damage/security deposit will be charged for all rentals, to be refunded at a later date, if no damage, excessive maintenance costs are incurred as a result of the facility rental. c) The applicant must pay such fees for extra work by custodians, etc., as the City may determine. 9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly forbidden. 10) It shall be the responsibility of the applicant to see that all persons admitted to the function being held, have vacated the premises promptly by 2:00 am. 11) If liquor of any type is to be served, sold or available at the function, the applicant must obtain all necessary permits and licenses and must adhere to the City of Pickering ‘Alcohol Management Policy’. A copy of the liquor license must be posted on the wall during the function. 12) The City of Pickering requires every event have a minimum of $2,000,000 third party general liability insurance coverage. This insurance must be purchased as part of the rental process. 13) For all special occasion permits, only monitors and servers that possess a server intervention program certificate will be permitted to use the designated facility. Information is available at www.smartserve.org. 14) The licensor reserves the right to provide security personnel or Pay-Duty Police at the expense of the licensee, should the Manager, Facility Programs and Administration deem it necessary. - 25 - Schedule C – Conditions of Use 15) Hall cancellations are subject to a $40.00 administration fee. 16) All cancellations must be received in writing ninety days prior to the function, or the entire rental fee will be forfeited. 17) All rental rates are subject to increase. Post-dated cheques will not be accepted. 18) This contract is not valid unless it is signed and dated by the person renting the facility and returned as soon as possible to the Facility Booking Clerk. 19) Recreation Complex Staff will set-up the tables and chairs ‘provided’ a diagram of the layout is submitted one week preceding the function. You may obtain the diagrams at the Complex Information Desk. Any materials/articles dropped off prior to the function, or left after the function, must have prior approval from the Maintenance Department or designate. 20) If Complex Banquet Halls are rented, please use the outside entrance to Banquet Hall, do not use main Complex doors. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and will be used for the purpose of administering facility rentals. Questions about this collection should be directed to the City Clerk, One the Esplanade, Pickering, ON L1V 6K7, 905.420.4611. HST applies to this Rental – Registration No. 108078593 - 26 - Schedule C – Conditions o f Use Facility Rules and Regulations Failure to comply with the below will result in loss of damage deposits A. All Facilities • no confetti/rice is allowed in City facilities or parking lots • facilities must be vacated by 2:00 am, ensuring that all decorations and function supplies have been removed • smoking of any type of tobacco product is not permitted in any City facility. All City facilities are designated non-smoking (Durham Region By-law No. 66-2002) • the City of Pickering cannot supply ladders or lift equipment to any permit holder. If this service is required it must be arranged with and approved by the City of Pickering one week prior to the event • caterers, bartenders, disc jockeys, entertainers, liquor licenses, etc., are the renter’s responsibility • keys for West Shore Community Centre may be obtained at the Chestnut Hill Developments Recreation Complex during regular operating hours. Please call 905.831.1711 for hours • liquor license must be visible on the bar wall at all times during the function • unnecessary noise, which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility is not permitted • daytime rental keys must be returned immediately following the function to the Recreation Complex • evening rentals (those finishing after 9:00 pm) must be returned before 12:00 pm the following day to the Recreation Complex • decorating is the sole responsibility of the renter. Staples, tape, nails, glue, etc., are not permitted. Helium balloons are permitted, provided they are securely anchored • as per liquor regulations all bars must close at 1:00 am sharp • set-up times for your event is as per your permit B. West Shore Community Centre • garbage must be placed in the garbage bin at the back of the building • renters are responsible for their own set-up • tables and chairs must be put neatly away in the storage room • no live bands are permitted • renters must supply their own mix C. George Ashe Community Centre • the piano is the property of the Rouge Hill Senior Club. Please do not play - 27 - Schedule C – Conditions of Use • renters must supply their own mix and ice • City of Pickering staff will set-up the tables and chairs provided a diagram of the layout is submitted on the Monday preceding the function. You may obtain the diagram at the Recreation Complex Information Desk Staples, tape, nails, glue, etc., are not permitted. D. Don Beer Arena • renters are responsible for their own set-up • tables and chairs must be put neatly away in the storage room • renters must supply their own mix and ice E. Chestnut Hill Developments Recreation Complex East/West Salons and O’Brien Meeting Rooms • Recreation Complex Staff will set-up the tables and chairs provided a diagram of the layout is submitted on the Monday preceding the function • you may obtain the diagram at the Recreation Complex Information Desk F. East Shore Community Centre • renters are responsible for their own set-up • tables and chairs must be neatly away in the storage room • renters must supply their own mix and ice For complete regulations, please see Conditions of Agreement. - 28 - Pickering Lawn Bowling Club Info Pickering Lawn Bowling Club (PLBC) was established in 1994. They are a member of the Ontario Lawn Bowling Association & Bowls Canada. Currently they have 156 members. Two Greens each with eight rinks. New members are welcome. We are a very friendly and helpful club. We have a coaching staff that will provide you with the training required to play. You may come out and try before becoming a member. The club has a supply of lawn bowls for beginners to use and if you become a member you can use these bowls for your first year of play. After your first year you will have to purchase your own bowls. The only other equipment required is a flat pair of shoes (no grooves). Our membership rates are very reasonable and you can play 7 days a week. Playing membership includes The Ontario Lawn Bowling Association (OLBA) & Bowls Canada (BCB) fees. This allows you to participate in outside tournaments. New & renewing Member $125.00 , Junior Member $40.00 & Social Member $25.00. Official Opening Ceremonies of the Earle Wilson Greens and South Pickering Lawn Bowling Club was held on August 4, 1995 and finally it was reality. On September 29, 1995 the 1st Annual Fall Meeting was held in the Seniors Centre. Reading of the Constitution and By-Laws were conducted and approved. A slate of 8 officers was elected and Rene Lizotte became the club's first President. The club operated out of the equipment shed for two years and an additional two years in temporary space in the community centre until the present club house could be constructed and made available. The club was given the keys to the brand new club house near the end of July 1999. Since the club’s first year in 1995, the club has seen a dramatic growth in membership. It has grown from 36 members in 1995 to 183 members in 2007 making it one of the larger clubs in Ontario. Despite the increase in size its friendly atmosphere and focus on social programs continues to be one of the strengths of the club. In the summer of 2010 a new green was added to the club. The Official Opening Ceremonies for the North Green were on September 28th, 2010. - 29 - Report to Executive Committee Report Number: ENG 06-22 Date: March 7, 2022 From: Richard Holborn Director, Engineering Services Subject: Rotary Frenchman’s Bay West Park - Washroom Building Implementation, Tender No. T2021-37 - File: A-1440 Recommendation: 1.That Tender No. T2021-37 for the Rotary Frenchman’s Bay West Park Washroom Building Implementation as submitted by Melfer Construction Inc. in the total tendered amount of $1,205,882.89 (HST included) be accepted; 2.That the total gross project cost of $1,421,120.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $1,279,763.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $1,279,763.00 as follows: a)the sum of $426,472.00 available budget in capital project C10320.1913 as approved in the 2021 Parks Capital Budget to be funded by a transfer from Development Charges – City’s Share Reserve be increased to $639,881.00; b)the sum of $426,472.00 available budget in capital project C10320.1913 as approved in the 2021 Parks Capital Budget to be funded by a transfer from the Development Charges Reserve Fund – Parks & Recreation Services be increased to $639,882.00; 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 part of the 2021 Capital Budget, funds were approved for the design and construction of a washroom building in Rotary Frenchman’s Bay West Park (RFBWP). The project includes a facility comprised of three universal, non-gendered, self- contained washrooms, storage for the site Gator vehicle and other maintenance equipment and materials, and a staff room. Sanitary sewer, water and electrical service connections are also required. The revised Rotary Frenchman’s Bay West Park Master Plan endorsed by Council in November 2020, indicated the need for a park washroom facility and staff area. This facility was to be located north of the existing parking lot at the east end of Beachpoint Promenade. The City of Pickering retained The MBTW Group in 2020 to prepare a Washroom Feasibility - 30 - ENG 06-22 March 7, 2022 Subject: Rotary Frenchman’s Bay West Park, Washroom Building Implementation Tender No. T2021-37 Page 2 Study, and they were further retained in 2021 to prepare the detailed design drawings and provide construction administration services (Report ENG 12-21, Resolution #600/21). Tender No. T2021-37 for the Rotary Frenchman’s Bay West Park Washroom Building Implementation was issued on Tuesday, January 11, 2022 and closed on Tuesday, February 8, 2022 with 3 bidders responding. The low bid of $1,205,882.89 (HST included) submitted by Melfer Construction Inc. is recommended for approval. The total gross project cost which includes the tendered amount, a contingency and other associated costs, is estimated at $1,421,120.00 (HST included) and the total net project cost is estimated at $1,279,763.00 (net of HST rebate). An allowance has been included in the total project cost to winterize the proposed building and incoming water supply. This is in response to Council’s adoption of Resolution #800/22, #801/22 and #802/22 at the January 24, 2022 Council meeting which requests that staff take measures to provide full seasonal use in washroom facilities along the waterfront trail. Financial Implications: 1.Tender Amount Tender No. T2021-37 $1,067,153.00 HST (13%) 138,729.89 Total Gross Tender Amount $1,205,882.89 2.Estimated Project Cost Summary Tender No. T2021-37 Rotary Frenchman’s Bay West Park, Washroom Building Implementation, T2021-37 $1,067,153.00 Associated Costs TRCA permit fees 3,760.00 Materials Testing Allowance 5,000.00 Allowance for winterization (design & construction) 75,000.00 Contingency (10% of Tender No. T2021-37) 106,715.00 Sub Total – Costs $1,257,628.00 HST (13%) 163,492.00 Total Gross Project Cost $1,421,120.00 HST Rebate (11.24%) (141,357.00) Total Net Project Cost $1,279,763.00 - 31 - ENG 06-22 March 7, 2022 Subject: Rotary Frenchman’s Bay West Park, Washroom Building Implementation Tender No. T2021-37 Page 3 3.Approved Source of Funds – 2021 Parks Capital Budget Expense Code Source of Funds Budget Required Available C10320.1913.80 Reserve-DC’s City’s Share $426,472.00 $639,881.00 DC Reserve Fund – Parks & 426,472.00 639,882.00 Recreation Services Total $852,944.00 $1,279,763.00 Net Project Cost under (over) Approved Funds ($426,819.00) The net costs for the design and construction administration consulting fees for this project, amounting to $147,056.00, were approved by Council (ENG 12-21, Resolution #600/21) and awarded to The MBTW Group. The budget available amount reflects these already committed costs. Discussion: Rotary Frenchman’s Bay West Park (RFBWP), which is situated on lands owned by the Toronto and Region Conservation Authority (TRCA) and is under Management Agreement by the City of Pickering, underwent the first phase of improvements in 2018. In response to the high water events experienced in 2017 and 2019, TRCA proposed a new 100-year static lake level elevation. The Rotary Frenchman’s Bay West Park Master Plan was revised and endorsed by Council in November 2020 (Report ENG 05-20, Resolution #465/20). The original Master Plan included a park washroom in conjunction with a change room facility and storage building for the Pickering Rouge Canoe Club (PRCC), to be located adjacent to a small craft boat launch. With the high water levels, and due to current planning policies and the Provincial Policy Statement, TRCA could no longer support a facility at this location. The alternate location for the park washroom was located north of the existing parking lot at the east end of Beachpoint Promenade. The City of Pickering retained The MBTW Group in 2020 to prepare a Washroom Feasibility Study in consultation with the Engineering Services and Community Services Departments and TRCA planning staff. The MBTW Group was further retained in 2021 (Report ENG 12-21, Resolution #600/21) to prepare the detailed design drawings and provide construction administration services. The proposed building includes three universal, non-gendered, self-contained washrooms large enough to accommodate a user with a mobility aid accompanied by a caregiver, secured storage for site Gator vehicle and other equipment and materials, and a staff room. Sanitary sewer and electrical services are located in close proximity to the proposed washroom building location. Water service needs to be extended to the washroom building location from the west end of the park. The Region of Durham requires that the water meter and backflow protection equipment be located in an above grade room, located close to the service connection. A small precast concrete building is proposed to house this equipment. - 32 - ENG 06-22 March 7, 2022 Subject: Rotary Frenchman’s Bay West Park, Washroom Building Implementation Tender No. T2021-37 Page 4 As part of the 2021 Parks Capital Budget, $1,000,000 was approved for construction of a washroom facility in RFBWP. This budget amount included funds for design, contract administration consulting fees, permit fees, and the construction costs for the new building including site servicing. Tender No. T2021-37 for the Rotary Frenchman’s Bay West Park Washroom Building Implementation was issued on Tuesday, January 11, 2022 and closed on Tuesday, February 8, 2022, with three bidders responding. The three bids received were all competitive but over budget. The consulting team and staff believe that the increased cost is an indication of the current state of the construction industry that has seen a significant increase in material pricing due to standard and COVID-19 pandemic inflation. The low bid of $1,205,882.89 (HST included) submitted by Melfer Construction Inc. is recommended for approval. The total gross project cost which includes the tendered amount, a contingency and other associated costs, is estimated at $1,421,120.00 (HST included) and the total net project cost is estimated at $1,279,763.00 (net of HST rebate). At the January 24, 2022 Council meeting, Council adopted Resolution #800/22, #801/22 and #802/22. The second point of this resolution states: “That staff be directed through the Office of the CAO to incorporate into the planning and construction of all future infrastructure along the Waterfront Trail, measures that will achieve full seasonal accessible use, but not limited to the construction of the approved permanent washrooms on both the east and west sides of the Frenchman’s Bay and all proposed reconstructions of the Waterfront Trail system.” As this project was designed and tendered prior to the adoption of this resolution, some upgrades will be required to the facility in order for it to be able to operate over the winter months. The building was designed and tendered with some allowances for future winterization such as providing insulation in the walls and ceiling. In order for the building to be able to be open during the winter months, a heating system must be added to washroom building and an electrical service and supplemental heat be added to the water meter building to prevent the plumbing system from freezing. Staff have consulted with The MBTW Group and obtained an estimated cost for additional consulting services and construction costs for this facility to be winterized. This amount has been carried as an allowance in the total net project cost. A 10 percent contingency has also included in the associated costs to cover any unforeseen costs. Melfer Construction Inc. have successfully completed a number of other projects for the City of Pickering including the first phase of the RFBWP Master Plan implementation, the construction of the Don Beer Memorial Park and the reconstruction of the ball diamond in Amberlea Park. They have also recently constructed custom park buildings for the Town of Richmond Hill and the Town of Newmarket and are currently constructing park washroom facilities for the City of Kawartha Lakes and the Town of Aurora. The award of Tender No. T2021-37 to the low bidder, Melfer Construction Inc. will be conditional upon receiving the City’s Health & Safety form, Certificate of Insurance and Waste Management Plan and requisite approvals. - 33 - ENG 06-22 March 7, 2022 Subject: Rotary Frenchman’s Bay West Park, Washroom Building Implementation Tender No. T2021-37 Page 5 Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends the acceptance of the low bid submitted by Melfer Construction Inc. for Tender No. T2021-37 in the amount of $1,205,882.89 (HST included) and that the total net project cost of $1,279,763.00 (net of HST rebate) be approved. Attachments: 1.Supply & Services Memorandum dated February 10, 2022 2.Record of Tenders Opened and Checked 3.Location Map - 34 - ENG 06-22 March 7, 2022 Subject: Rotary Frenchman’s Bay West Park, Washroom Building Implementation Tender No. T2021-37 Page 6 Prepared By: Approved/Endorsed By: Arnold Mostert, OALA Richard Holborn, P. Eng. Manager, Landscape & Parks Development Director, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer AM:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer - 35 - Original Signed By: Original Signed By: Original Signed By: Original Signed By: Attachment #1 to Report # ENG 06-22 Memo To: Richard Holborn Director, Engineering Services February 7, 2022 From: Lisa Chang (Acting) Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Engineering Services Subject: Tender No. T2021-37 -Tender for Rotary Frenchman’s Bay West Park Washroom Building Implementation File: F-5400-001 Tender No. T2021-37 was advertised on the City’s website on January 11, 2022. Three companies have submitted a bid for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed by S&S and Melfer Construction Inc. is the compliant low bid at a value of $1,062,953.00. The unsuccessful Bidder’s tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Three (3) bids have been retained for review at this time and are attached. Pursuant to Information to Bidders Item 25 Pre-Condition of Award and Item 19 Tendering Specifications, the following documentation will be requested of Melfer Construction Inc. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a)A copy of the City’s Health and Safety Policy form currently dated and signed; (b)A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c)The City’s certificate of insurance or approved alternative form completed by the Bidder’s agent, broker or insurer; and (d)Waste Management Plan. A budget of $860,000 was provided to Supply & Services for this procurement. - 36 - LC 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. As such, in accordance with Purchasing Policy Item 06.11, 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. Please include the following items in your report: 1.if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2.if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3.if the list of subcontractors is acceptable to Engineering Services; 4.if Item (d) is acceptable to Engineering Services; 5.any past work experience with low bidder Melfer Construction Inc. including work location; 6.without past work experience, if reference information is acceptable to Engineering Services; 7.the appropriate account number(s) to which this work is to be charged; 8.the budget amount(s) assigned thereto; 9.Treasurer’s confirmation of funding; 10.related departmental approvals; and 11.related comments specific to the project. After receiving Council’s approval, an approved “on-line” requisition will be required to proceed. Enquiries can be directed to the City’s website for the unofficial bid results as read out at the public tender opening or to Supply & Services. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. February 7, 2022 Page 2 of 2 Tender No. T2021-37 - 37 - ___________________ _____________________ _____________________ ________________ Attachment #2 to Report #ENG 06-22 City of Pickering Record of Tenders Opened and Checked Tender Description: Rotary Frenchman’s Bay West Park Washroom Building Implementation Tender No.: T2021-37 Date: February 8, 2022 -2:00 pm Local Time Bidder Name Total Tendered Amount (HST Excluded) Comments Melfer Construction $1,067,153.00 Loc-Pave Construction Ltd. $1,154,159.40 Canada Construction Limited $1,079,690.00 City Staff Present Other The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. - 38 - WE S T S H O R E B O U L E V A R D SURF AVENUE TULLO STREET OKLAHOMA DRIVE BR E E Z Y DR I V E CH I P M U N K S T R E E T YE R E M I S T R E E T LE A S I D E S T R E E T SUNRISE AVENUE BEAC H P O I N T PROM E N A D E MINK STREET SCALE: Engineering Services Department Rotary Frenchman's Bay West Park Proposed Washroom Apr 16, 2021 DATE: 1:5,000 Frenchman's Bay Lake Ontario Proposed Washroom Attachment #3 to Report #ENG 06-22 - 39 - Report to Executive Committee Report Number: OPS 06-22 Date: March 7, 2022 From: Brian Duffield Director, Operations Subject: Winter Control of Proposed Waterfront Trail Boardwalk -File: A-1440 Recommendation: 1.That Council receive Report OPS 06-22 regarding winter control of the proposed waterfront trail boardwalk for information. Executive Summary: At Council Meeting of December 13, 2021, Council endorsed Report ENG 25-21 regarding the Beachfront Park Rehabilitation & Needs Assessment (Resolution 745-21). The report provided a project status update and recommendation to proceed with the preferred design of a 6.6m wide elevated waterfront trail boardwalk to replace the original boardwalk removed in 2019. Detailed design of the Final Preferred Design Option drawings will proceed in 2022, subject to Council approval of the 2022 Capital Budget. At the February 7, 2022 Planning & Development Committee meeting, staff were directed to report on the possibility of making the new waterfront trail boardwalk, that is part of the Beachfront Park Revitalization Project, accessible for all four seasons and to provide options and costs associated with a safe de-icing program. Staff have considered the winter control of the proposed waterfront trail boardwalk and have indicated two other sections of the waterfront trail that staff intend to add to the winter control program once other capital infrastructure projects are completed. Financial Implications: Final costs and impacts on future Capital and Current budgets is best left until the design is completed; however, staff have prepared preliminary costs for the winter control of the proposed 6.6m wide elevated waterfront trail in Beachfront Park. Staff have reviewed the method and timing of exercising winter control for Beachfront Park, which is a high activity recreation destination in all four seasons. With this in mind, staff are recommending dedicating additional staff and equipment to provide winter control for Beachfront Park to avoid the considerable delay of services, should we have to complete all regulatory winter control before attending to the Parks winter control needs. In addition, staff are sensitive to the environmental concerns of the lakefront and will be researching and seeking approval for environmentally acceptable de-icing products in consultation with OPG and TRCA. The City has to be proactive in its risk mitigation strategy if this section of the trail is to be maintained all year round. As stated in the body of the report, regular scheduled seven days - 40 - OPS 06-22 March 7, 2022 Subject: Winter Control of the Proposed Waterfront Trail Boardwalk Page 2 per week inspection and maintenance of the trail would be required to ensure that it is properly maintained and safe for Pickering residents to enjoy. This standard care will likely require an investment of funds through the annual budget process to ensure that the trail is properly maintained and safe. The challenge for staff may be to strike a balance between environmentally safe de-icing products and their ability to provide the required level of safety for Pickering residents. However, Council should be made aware, that in those rare instances where safe conditions on the trail may not be achieved through the use of environmentally safe de-icing products, those impacted sections of the trail may be restricted from pedestrian access until such a time that staff can address the situation satisfactorily. 2023 Capital Budget Implications: Public Works’ staff recommend adding the following vehicle and equipment expenditures totaling $142,000 into the 2023 Parks & Property Capital Budget. Item Approximate Cost Rationale One Ton Pickup Truck $114,000 This is the largest plow that the elevated trail can accommodate. 8.5ft Plow & Harness & 1.8 Yard Salter $28,000 Environmental de-icers are compatible with the bed mounted salter unit. Total $142,000 2023 Current Budget Implications: Public Works’ staff are proposing to submit the following labour and material requests totaling $108,000 annually in the 2023 Parks & Property Current Budget. Staff calculations are based on two staff attending to provide plowing and/or de-icing service 50 times in a winter season. Item Approximate Cost Rationale Maintenance Workers, Parks & Property (per winter season) $58,200 Allows staff to respond to winter events without waiting for all regulatory winter control activities to be completed. Environmentally Sensitive De-icer $50,000 De-icer delivered in 1 tonne tote bags that must be stored inside. Spread rate of 75 grams/m2. Total $108,000 Discussion: The waterfront trail is divided into the following three separate trail systems: 1.First Nations Trail – This trail starts at the Toronto/Pickering border at the end of Dyson Road and ends at Monarch Trail entrance on Beachpoint Promenade (3.0 km). 2.Monarch Trail – This trail starts at Beachpoint Promenade, goes around Frenchman’s Bay, and ends at Beachfront Park at the bottom of Liverpool Road (4.8 km). - 41 - OPS 06-22 March 7, 2022 Subject: Winter Control of the Proposed Waterfront Trail Boardwalk Page 3 3.Peak Trail – This trail starts at Beachfront Park and ends at the Pickering/Ajax border at the end of Frisco Road (4.2 km). Currently, the City provides winter control for a total of 6.1 kilometers of the 12.0 kilometer waterfront trail. First Nations Trail currently has 1.3 kilometres that the City provides winter control for (the on-street sections of the trail along Rodd Avenue and from Marksbury Road over to Beachpoint Promenade). Monarch Trail currently has 4.0 kilometers that the City provides winter control for (both on street and residential concrete sidewalk sections of the trail). Peak Trail currently has 0.8 kilometers that the City provides winter control for (the 3.2 metre wide asphalt waterfront trail section from Sandy Beach Road to Brock Road). There are three sections of the waterfront trail that have planned capital improvements that will allow these sections to be added to the winter control program (see attachment). 1.First Nations Trail – With the recent acquisition of properties on Marksbury Road and West Shore Boulevard, and in collaboration with TRCA, the road route of the waterfront trail via Surf Avenue will be eliminated and replaced by a new section of waterfront trail between West Shore Boulevard and Marksbury Road. The design and construction of this new section of waterfront trail will be included in a future Capital Budget, and will be subject to Council approval through the Capital Budget approval process. This link will then be added to the winter control program upon completion of construction. 2.Monarch Trail – The reconstruction of the existing walkway between Elvira Court and Bruce Handscomb Memorial Park was included in the approved 2021 Capital Budget. The current width and alignment of this section of trail does not allow for safe winter control operations, however, when the reconstruction is complete, it will be able to be added to the winter control program. 3.Peak Trail – The Beachfront Park Master Plan includes the installation of the 6.6m wide elevated waterfront trail boardwalk that replaces the original boardwalk removed in 2019. This link will be added to the winter control program upon completion of the new boardwalk. In addition, the link from the south end of Liverpool Road, through Millennium Square to the west end of the new waterfront boardwalk will have to be added to the winter control program. Final design details of this section have yet to be completed. The section of waterfront trail on Montgomery Park Road between Sandy Beach Road and Brock Road was reconstructed to a 3.2m wide asphalt trail in 2018. This section of the waterfront trail has always been on the winter control program, as it provides a safe walkway for OPG staff attending their training centre. Operations’ staff will be working with Engineering Services’ staff on the Beachfront Park waterfront trail boardwalk design and will ensure that it is designed and constructed in a manner compatible with future winter control by Operations Parks’ staff. Operations’ staff will also complete a full review of de-icer products available, prior to assuming winter control of the boardwalk, and, in collaboration with TRCA and OPG, will select the most appropriate product accounting for the environmental sensitivity of area in which it will be used. - 42 - OPS 06-22 March 7, 2022 Subject: Winter Control of the Proposed Waterfront Trail Boardwalk Page 4 Attachments: 1.Winter Sidewalk -Waterfront Trail-Display Map Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Brian Duffield Stan Karwowski, MBA, CPA, CMA Director, Operations Director, Finance & Treasure BD:nm Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer - 43 - Original Signed By: - 44 - C/L C C C F F RC TO W N O F A J A X L Operations Department WATERFRONT TRAIL SNOW REMOVAL WINTER 2022 ROUTE LEGEND CURRENTLY MAINTAINED NOT MAINTAINED PROPOSED FOR FUTURE MAINTENANCE TRAIL BOUNDARY SCALE 1:11 250 Attachment #1 to Report #OPS 06-22 Report to Executive Committee Report Number: PLN 11-22 Date: March 7, 2022 From: Kyle Bentley Director, City Development & CBO Subject: Pickering Environmental Schools Grant -Results of the 2021 Funding -File: D-7000-007 Recommendation: 1.That Report PLN 11-22 of the Director, City Development & CBO, on the results of the Pickering Environmental Schools Grant, be received for information; and 2.That a copy of Report PLN 11-22 be forwarded to the Durham Catholic District School Board (DCDSB), inclusive of the Trustee for City of Pickering, Director of Education, Superintendent of Business, Finance and Facilities Services, and to the Durham District School Board (DDSB), inclusive of the Trustee for City of Pickering, Director of Education, EcoSchools Facilitator, System Lead and e-learning Administrator, and Administrative Assistant. Executive Summary: On October 21, 2019, Council approved the creation of a Pickering Environmental Schools Grant (Resolution #154/19). The purpose of the grant was to provide thousands of Pickering students the opportunity to implement activities that contribute to a healthy environment. The Durham Catholic District School Board (DCDSB) and the Durham District School Board (DDSB) each had access to up to $6,000.00 for their respective schools. The Ontario French Public School Board could apply for up to $1,000.00, which was reflective of there being only one school in Pickering. Staff worked with the three school boards to communicate the grant opportunity to their respective schools. Six schools applied and $8,230.66 in funding was allocated in 2021. Unfortunately, uptake of the 2021 grant opportunity was impacted by the COVID-19 pandemic, resulting in a province-wide closure of schools until June, and gathering restrictions when in-person learning resumed in September. Many project ideas focus on engaging and gathering students together, and there was continued uncertainty as the pandemic evolved in 2021. Moving forward in 2022, pending budget approval and more stability with the pandemic, it’s expected more schools will be able to pursue their project ideas. - 45 - Report PLN 11-22 March 7, 2022 Subject: Pickering Environmental Schools Grant Page 2 Attachments #1 and #2 are DCDSB and DDSB summaries, outlining the projects that were undertaken, including: •creating a pollinator garden; •planting salt resistant shrubs and trees to stabilize a slope and reduce soil erosion into the drainage ditch; •installing amour stones for use as outdoor classroom seating; •hosting six educational and interactive Scientists in School workshops to educate students about energy, owl pellets, and plants; •planting native, shade-tolerant trees, shrubs and perennials to create an ecologically diverse garden habitat; •placing nesting boxes, and window and hanging bird feeders near vegetated and garden areas; and •purchasing an indoor aeroponic growing tower for students to grow herbs, vegetables, and plants in the school. Pickering’s Environmental Schools Grant initiative provided equitable access for thousands of students to be engaged in fun, educational, and meaningful activities they otherwise would not have been able to pursue. Financial Implications: Not applicable to this report. Discussion: The parameters outlined in the Environmental Schools Grant Application Guidelines ensured that the funded activities/programs provided an environmental benefit to the Pickering community and its residents, had clear measurable benefits and results, and directly supported the City’s goals to continuously improve environmental sustainability. Three schools from both DCDSB and DDSB participated, while the Ontario French Public School Board school in Pickering was not able to take part this time. Participating schools recognized the City’s contribution in various ways including: •interpretive signage; •school television announcements; •eNewsletter, social media, and email; •weekly announcements; •pre-recorded voice message to school families; •presentation at parent council meeting; and •“thank you” signs in the garden beside the growing tower. Many schools have inquired about applying for funds in 2022. Pending budget approval in 2022, Pickering’s Environmental Grant program will be offered again to the above-noted school boards. Despite the challenges presented this past year, many schools were able to deliver meaningful projects through this program. The attached reports provide a brief overview and photographs of the work that was undertaken. Once again, the City of Pickering’s grant provided opportunities for - 46 - Report PLN 11-22 March 7, 2022 Subject: Pickering Environmental Schools Grant Page 3 local students to expand their knowledge about environmental matters, and share their experience with family and friends. These efforts will help Pickering’s future decision-makers gain a sense of empowerment about the role they play in creating a more sustainable home, neighbourhood, and city. Attachments: 1.Durham Catholic District School Board Environmental Grant Final Report 2.Durham District School Board Environmental Grant Final Report Prepared By: Original Signed By Chantal Whitaker, BESc (Hons), CSR-P Manager, Sustainability & Strategic Environmental Initiatives CW :ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Approved/Endorsed By: Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO Original Signed By Stan Karwowski Director, Finance & Treasurer - 47 - Attachment #1 to Report #PLN 11-22 Durham Catholic District School Board Pickering Environmental Schools Grant 2021 Final School Project Reports - 48 - Environmental School’s Grant Report Pollinator Garden at St. Monica Catholic School Pickering School Name: St. Monica Key contact person: Inga Spinoti ECO team lead How the Funds were used: The City of Pickering’s Environmental School grant has made it possible for our school to plant a pollinator garden that will help the environment and be an educational tool for our students. We created a space with many types of indigenous and drought resistant flowering plants to attract pollinators such as bees and butterflies to this garden. We have also made our garden bird friendly by adding two bird feeders and a bird bath. Purchased items include: Boxwood, Nannyberry, Purpleleaf sand cherry, cornflower, lupine, Cinderella Swamp Milkweed, lavender, sage, Threadleaf Tickseed. Two squirrel resistant birdfeeders and a bird bath. Mulch that will be putdown after the first spring maintenance to help prevent weeds. - 49 - What it’s projected to look like when it starts blooming: Who was engaged? Two intermediate classes weeded and planted all the plants, and the ECO team was excited to create “Thank you city of Pickering” Posters that will go in the garden. The ECO team (40 students grade 4 and up) will maintain the garden (weeding and watering) in the spring. - 50 - Environmental Benefit The benefit would be a new habitat garden for native pollinators in Pickering. We can help sustain and support the native bee population in Pickering. There is a lot to be done to protect bees, but our small garden is one action our students and families can commit to. We have at least a classroom that has committed to counting and recording the number of pollinators they see in the garden on a weekly basis. The garden supports the Life Systems strand in the science curriculum for all grades. It is located conveniently by the outdoor classrooms and already has been used by teachers as a springboard of conversation to talk about the environment. The garden spans roughly 100 square feet. Long-term maintenance plan The ECO team will create a maintenance schedule for watering and weeding the garden. We will also communicate to our families that volunteers will be welcome to sign up for helping to care for our garden. How City of Pickering will be recognized The ECO team has created colourful thank you posters that have been laminated and put on posts. They will be put in the garden until it starts to snow. Then the posters will be stored until the Spring and put out again. The principal informed parent council funds from the city and they were very excited about the project. When the garden blooms the principal and vice principal will Tweet out pictures of the garden using hashtags #cityofpickering #pollinatorgarden. Thank you, city of Pickering, for supporting our local environment, our eco initiatives and our students at St. Monica’s Catholic School! - 51 - - 52 - PICKERING ENVIRONMENTAL GRANT REPORT FATHER FENELON CATHOLIC ELEMENTARY SCHOOL SLOPE PLANTING AND EROSION CONTROL NOV 24, 2021 Last year Father Fenelon Catholic Elementary School was excited to receive the first City of Pickering environmental grant. And with that funding the school EcoTeam was able to plant along the slope on the east side of the school. The school and board worked with the City of Pickering planning and sustainability teams to help with a planting project. This project was be mutually beneficial to the school for helping with some erosion control on the east side of the property as well as creating a natural habitat with some native species. This year Father Fenelon applied for the City of Pickering’s environmental grant, and was pleasantly surprise to receive the grant to continue with some of the erosion control and plantings on the west side of the school. The planting and stone work occurred at the beginning of November, so the growth of the plants and the filling out of the area will not be realized until the spring/summer of 2022. The funds provided by the City were allocated to the purchase of the plants, and part of the contractor work required to install the stones and the planting area. The City of Pickering will surely be acknowledged as our benefactors for this fantastic addition to our school. Below are pictures of the work completed. - 53 - - 54 - - 55 - PICKERING ENVIRONMENTAL GRANT REPORT NOV 30, 2021 INDOOR GARDEN TOWER St. Wilfrid’s Eco Team (students that represent each grade from 3 to 8) were excited about the opportunity to have an indoor Tower Garden brought to the school. They had heard that St. Monica was successful in receiving the environmental grant from the City of Pickering last year, and saw how it engaged their staff and students. There was a sense that it could help provide better air quality inside the school, promote healthy eating and provide many learning opportunities about the plants and the environment for the students. When the school found out that we were successful with the grant application we proceeded to purchase the tower garden and get it installed and working in the school. As soon as we got the tower in foyer the ECO team planted the seeds in the Rockwool medium. The team tested the water’s pH and chose a variety of seeds to plant and made a map of the seeds. The seeds were transferred to the Tower Garden. Our principal, Mrs. Vickery, shared at a Parent Council meeting introducing the garden to the parent community. This is where the City of Pickering was acknowledged for granting our school the money to purchase the garden. Currently, our grade 4 class is taking pictures each day and working on a project to compare the growth week by week. We are excited to plant in our garden tower. Mr. Polanco’s grade 4 will be adopting the Tower Garden this year have planted seeds. We will be taking many pictures that we will share with the community via St. Wilfrid’s Twitter account (using #cityofpickering) and our online schooling platform Edsby. The City of Pickering will be acknowledged as our benefactors for this fantastic addition to our school. Signage will also be added to the base of the tower saying thank you to the City of Pickering for supporting our school and our ECO initiatives. - 56 - Attachment #2 to Report #PLN 11-22 Durham District School Board Pickering Environmental Schools Grant 2021 Final School Project Reports - 57 - Environmental Schools Grant Final Report School: Glengrove Public School, Pickering Key Contact Person: Jennifer Monkhouse jennifer.monkhouse@ddsb.ca Descriptions of Project Idea: Our school always benefits from the engaging workshops delivered through Scientists in School. The virtual format proved to be successful last year, and loved being able to host more. The students in our school live in a densely populated area, with little access to the outdoors, and some with few means to explore the world beyond their neighbourhood. Bringing the natural world to them in this format is engaging and provides an authentic link to the curriculum. We are a small school with limited funds, and appreciate support to host the following Scientist in School workshops: Our World of Energy (Grade 1): Two classes Get the Dirt on Plants! (Grade 3): Two classes Hooo's in the Owl Pellet? (Grades 4-6): Two classes Environmental benefits: Students understood and appreciated the natural world around them. I have seen firsthand how the Owl Pellet workshop creates memories that last years! Energy and water conservation is a very important concept for all people to begin to understand and practice. Who is undertaking the project and who will be engaged: Our World of Energy (Grade 1): Two classes Get the Dirt on Plants! (Grade 3): Two classes Hoo's in the Owl Pellet? (Grades 4-6): Two classes Total Project Cost: 6 x $230 = $1380 - 58 - - 59 - - 60 - Dunbarton High School Final Report City of Pickering Environmental Initiative Grant Fall 2021 Dunbarton Environmental Initiative Final Report – 2021 - 61 - 1 Dunbarton High School Final Report City of Pickering Environmental Initiative Grant -Fall 2021 How were the grant funds used? Dunbarton was awarded $1, 460.00 from the City of Pickering, as requested in our original grant application. With these funds the school’s Environment Council was able to purchase 4 native trees from Uxbridge Tree Nursery at a cost of $994.40. Additional native plants and shrubs, $510.76. An informative biodiversity sign was provided by a local sign company for $710.77. The total cost for our fall initiatives was $2, 215.93. The cost of our fall project exceeded the grant amount provided by the City of Pickering. The remainder was covered by an additional grant provided by WWF Canada. Who was engaged/involved in fulfilling the grant? To fulfil the grant given to us by the City of Pickering, many groups of people were able to get involved to help realize our goals. With the initiatives that the Environment Council organized, many DHS students came together to create a more naturalized and diverse campus by following the steps outlined in Dunbarton’s Naturalization Plan. This mostly included members of Dunbarton’s large Environmental Council. However, many other students outside of the council were eager to help as well. Approximately 60 students were directly involved. There were also many staff members and members of our admin team who were more than willing to be a part of our fall activities. Overall, the entire school community benefited from our initiatives. We partnered with a number of community groups which helped to enrich our projects. These included Native Plants Nursery in Claremont, Uxbridge Tree Nursery, and the City of Pickering Parks and Recreation who handled mulch delivery. Toronto Region Conservation Authority helped us with the equipment loan, and Signarama assisted us with the informative courtyard sign. Dunbarton Environmental Initiative Final Report – 2021 - 62 - 2 Figure 1: Dunbarton’s informational courtyard sign What was the environmental benefit? We have introduced new native plant species onto our campus, which has ultimately increased the biodiversity present in our community. Additionally, the introduction of native species has benefited our school and our community’s environment as a whole. Native plant species provide food, shelter, and support for the native animals on our campus and in our immediate community. The addition of the native plants attracts pollinators as well. Moreover, planting and growing new plants on our school campus has benefited students as well. Students in and around Dunbarton have learned about the importance of biodiversity and how it is present in our own communities. Four native trees were able to be planted as well. These trees help clean the air, provide shade, act as a food source, etc. Through grades 9-11 science and geography lessons, feeder school workshops, social media posts, local initiatives, and workshops, our community has learned more about the native plants, trees, and pollinator species prevalent in Pickering and the importance of native trees. Overall, Dunbarton High School’s environment, student body, and community have benefited from our use of this grant through being able to increase the biodiversity in our community and inform people about the importance of doing so. Dunbarton Environmental Initiative Final Report – 2021 - 63 - 3 Qualitative/quantitative metrics: The science and geography classes at Dunbarton are involved in a legacy project called the DHS BioBlitz. It is an ongoing initiative that allows students to collect valuable field data on its 177 trees, 8 pollinator gardens, several species of birds and insects and monitors their changes and progress from year to year. Students use ArcGIS software, Survey 123 apps, and GPS units to collect field data. With the help of EcoSpark, an environmental education NGO, students are able to create data dashboards and story maps that highlight and present their findings and results of their data analysis. From this, students are able to identify significant environmental changes in their community. In addition, since the courtyard has been revitalized, it has seen a significant rise in overall use throughout the day, especially during the lunch hour. The courtyard has been promoted as a source of nature and peace (after a challenging school year) in an effort to improve overall mental health. How was the City of Pickering recognized? The Environment Council designed an informative courtyard sign to recognize what the City of Pickering has done for our school, in addition to informing individuals about the value of biodiversity and native vegetation (see figure 1). Additionally, the school hall TV announcements and the semi-annual DHS newsletter provided extra media outlets for the environmental initiatives and those involved. As well, the DHS Enviro Council provided Instagram posts on our school’s social media that also gave the City of Pickering recognition along with images of our campus naturalization progress. All invoices/receipts for purchases used with funds from the City of Pickering grant have been submitted with this report. Enviro Photographs (see below) Dunbarton Environmental Initiative Final Report – 2021 - 64 - 4 Figure 2: Dunbarton Environment Council tree planters Dunbarton Environmental Initiative Final Report – 2021 - 65 - 5 Figure 3: Dunbarton students Oriana Rueckert & Tara Esbati planting native plants. Dunbarton Environmental Initiative Final Report – 2021 - 66 - 6 Figure 4: Enhancing the esthetic and environmental value of the courtyard. Dunbarton Environmental Initiative Final Report – 2021 - 67 - 7 Figure 5: Dunbarton Environment Council members planting native trees. Dunbarton Environmental Initiative Final Report – 2021 - 68 - 8 Application for City of Pickering Environmental Schools Grant 2021 Completion Report School: Gandatsetiagon Public School 1868 Parkside Drive Pickering, Ontario L1V 3R2 Key Contact: Erin Bothwell botherin9007@ddsb.ca Description of Project: The project will involve putting up window bird feeders on the windows of the four kindergarten classrooms located at the front of the school above the garden. We will add two more hanging feeders near the pergola in an area surrounded by trees and shrubs. This area is visible from the library windows for all students to enjoy. Additionally, two nesting boxes to provide shelter for local birds will be set up in the area outside the library. Allocation of Funds Funds were used to purchase four window feeders for each of the four kindergarten classrooms located at the front of the school. We also purchased a large feeder, seed, and three birdhouses that have been located in the pergola area outside the library. TOTAL FUNDS SPENT: 377.82 + 163.62 = $541.44 - 69 - Engagement The four kindergarten classes were involved in mixing seed to place in the feeders and refilling the feeders as needed. Students were involved in looking for trees suitable to place the birdhouses. All four classes gathered together to hang the houses with the educators. The birdhouses and large feeder are visible from the library windows to allow for whole school engagement. Also, all classes are welcome to use the pergola area for outdoor lessons which further increased whole school interest. Environmental Benefit The educators and students have worked together to transform our pergola area into a bird friendly environment by providing shelter with the birdhouses. The birdhouses are suitable for smaller birds such as chickadees and nuthatches. The large feeder and seed has provided a food source for local birds as well. Curriculum Links: Overall Expectation 29 (Ontario Kindergarten Curriculum) - 70 - Students will demonstrate an understanding of the natural world and the need to care for and respect the environment. Learning Goals: The students have met their learning goals as follows: Students will be able to: ● Identify local birds and their habitats ● Participate in environmentally friendly experiences in the schoolyard ● Talk about their experiences and record their observations through drawing, photographs, and writing. Long-term Maintenance: This project will continue into spring to provide a consistent source of food for the birds over the winter months. The feeders will be checked daily by the teams and refilled as needed with the help of the students. The nesting boxes will be cleaned out after each season by the lead teacher. Recognition to the City of Pickering We used signs, email, newsletters and weekly voice messages to inform the wider school community about the grant received from the City of Pickering. Signs Signs were posted on the windows of the kindergarten classrooms and the library windows describing the project. SAMPLE: This bird feeder and seed has been paid for with funds from the Environmental Schools Grant. Our youngest learners are excited to feed our local birds! Thank you to the City of Pickering for funding this project at Gandatsetiagon. - 71 - Class Email Update Kindergarten classes sent home information to parents to explain our inquiry and project. Weekly Phone Update Each week, our Vice Principal sends a pre recorded voice message to update families about important information and upcoming dates. Mr. Samuels mentioned the project during the voicemail on December 10th and gave thanks to the City. School wide Newsletter A newsletter describing the project in detail, with accompanying photographs was shared with the greater school community via email, racing 1561 email addresses on Monday, 13 December. Our Project in Photos Looking for a good spot to hang the birdhouses. Mixing Seed - 72 - Hanging window feeder on Kindergarten window. Using binoculars to look for birds. All four FDK classes gathered to hang the birdhouses! - 73 - We spotted a hawk on one of our walks to search for birds. A bird nest knocked down in the wind. We hope it moves into our cozy new houses! - 74 - Hanging the large feeder by the pergola area. A cardinal! - 75 - Student Work Bulletin Board: Predicting who will live in our birdhouses. - 76 - - 77 - “My Bird Book” -Recording our observations. - 78 - - 79 - Thank you so much for the opportunity to complete this project. I am amazed at how many birds our students can now identify. We will continue to look after our feathered friends throughout the winter months and look forward to welcoming them back for years to come. Students Messages: I learned that birds have scales on their legs to help them keep warm. Eagles fly so high. We saw a red-shouldered hawk. My favourite was the bluejay. I learned chickadees hide their food in a tree. I learned what a goldfinch looked like. - 80 - Report to Executive Committee Report Number: PLN 12-22 Date: March 7, 2022 From: Kyle Bentley Director, City Development & CBO Subject: 2021 Sustainable Pickering Year-in-Review -File: D-7300 Recommendation: 1.That Report PLN 12-22 of the Director, City Development & CBO, on the release of the 2021 Sustainable Pickering Year-in-Review, be received for information. Executive Summary: The 4th Annual Sustainable Pickering Year-in-Review provides a high level, reader-friendly summary that highlights City achievements, events, programs and projects. The document promotes the efforts of the City of Pickering and our community partners and serves to inspire others to connect with us and get involved. The 2021 Year-in-Review will be posted online and be promoted through the City’s different communication channels. Financial Implications: Not applicable to this report. Discussion: The City of Pickering’s sustainability efforts address a variety of initiatives from community engagement, pollinators, waste diversion, local food, sustainable development, climate change, natural environment and more. Despite the COVID-19 pandemic, the City delivered both in-person and virtual events and programs to engage with the community, including tree plantings, litter cleanups, and educational webinars. As well, the City initiated projects critical to the social, economic, and environmental health of the community, such as the Advancing Adaptation Climate Change Project and the development of new Integrated Sustainable Design Standards. It is important for the public to be aware of the activities and achievements that are occurring in their community. To achieve this, staff developed comprehensive education and marketing campaigns using the website, social media, eNewsletters, events, presentations to external groups, curbside and digital signage, community page, etc. However, considering the large volume of messages that residents receive from a variety of sources, the Sustainable Pickering Year-in-Review is meant to provide a reader-friendly synopsis of activities and quantitative metrics, where applicable. The 2021 Year-in-Review will be posted on the City’s website, shared on social media and included in an eNewsletter. Attachment: 1.2021 Sustainable Pickering Year-in-Review - 81 - Report PLN 12-22 March 7, 2022 2021 Sustainable Pickering Year-in-Review Prepared By: Original Signed By Melanie Edmond, HBSc Coordinator, Sustainability Original Signed By Chantal Whitaker, BESc (Hons), CSR-P Manager, Sustainability & Strategic Environmental Initiatives ME:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Approved/Endorsed By: Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO - 82 - Attachment #1 to Report #PLN 12-22 - 83 - A Message from the CAO 1 Enhancing the Natural Environment 2 Helping Our Pollinators 4 Engaging with Our Community 5 Reducing Waste 8 Becoming More Energy Efficient 9 Looking Towards the Future 10 - 84 - Page | 1 I am proud to present the City's key sustainability highlights and accomplishments from 2021. It has been truly inspiring to witness staff and the community come together in their commitment to the long-term social, environmental, economic, and cultural health of our City. Despite the lasting effects of the pandemic, we were able to reimagine opportunities for collaboration and engagement to accomplish a number of our goals. The Farmers' Market, Litter & Plastics Challenge, virtual workshops and webinars, and the development of new Integrated Sustainable Design Standar ds are just some of the initiatives I invite you to learn more about. As a nationally recognized leader in sustainability, the City of Pickering continues to explore innovative ways to advance its sustainability journey. Visit pickering.ca/sustainable to learn how you can be a part of it. Marisa Carpino Chief Administrative Officer - 85 - Page | 2 Park Stewardship Program The Adopt-a-Park program has been re-branded to the Park Stewardship program, and will continue to encourage families, businesses, and community groups to become actively involved in keeping their local parks clean. As of 2021, 19 groups have become Park Stewards in Pickering by making a commitment to do litter cleanups, and promote a positive image in their neighbourhood park. Duncannon Ravine 31st Pickering Brownies litter cleanup The City continued its efforts to restore the Duncannon Ravine in 2021 by planting an additional 75 trees and 400 shrubs to help target canopy gaps from the impacts of Emerald Ash Borer and the European Gypsy Moth. Since the restoration efforts began in 2019, the area has shown an increased improvement in tree canopy growth. Enhancing Parks and Boulevards As part of the City's annual tree planting program, over 400 trees were planted across City boulevards and parks including: Forestbrook Park, Glendale Park, Lynn Heights Park, Claremont Memorial Park, Major Oaks Park, Bonita Park and Lydia Parkette. These efforts were completed to help restore areas lost to invasive species, and to help increase tree canopy and shade opportunities around play-units and walkways. Partnering with Toronto and Region Conservation Youth Corps The City partnered with volunteers from the Toronto and Region Conservation Authority (TRCA) Youth Corps to plant 80 native shrubs to help enhance the naturalized area within Pinegrove Park. TRCA Youth Corps volunteer - 86 - Page | 3 Restoring Pine Creek In 2020, an increase in beaver activity along Pine Creek resulted in damage to native, mature trees. To prevent further damage to the urban forest canopy, the City worked with the Toronto and Region Conservation Authority (TRCA) to wrap 300 trees along the creek and plant 67 trees for erosion control. In addition, to help restore the natural area, the City planted 100 native shrubs along the creek with funding support and volunteers from Canada Bread Ltd., a local Pickering-based company. To assist with the planting, Canada Bread was joined by Members of Council and Pay-it-Forward City staff volunteers. As well, the City partnered with Local Enhancement and Appreciation of Forests (LEAF), a non-profit organization, to plant 183 shrubs and 67 trees through funding support from the Ontario Power Generation Biodiversity Program and the Ontario Trillium Foundation. Shrub planting with Canada Bread Ltd., Members of Council and Pay-it-Forward City staff volunteers at Pine Creek LEAF volunteers planting trees at Pine Creek LEAF staff planting trees in resident's backyard Backyard Tree Planting Program In partnership with Local Enhancement and Appreciation of Forests (LEAF) and the Region of Durham, the City successfully completed year one of the Backyard Tree Planting Program. This program provides residents the opportunity to add native trees or shrubs to their property at a discounted rate. This includes on-site consultation, free delivery and tree planting, as well as follow-up tree assessments. In year one of the program, 50 trees and 38 shrubs were planted in Pickering residents’ properties. Some benefits from these plantings include enhancement of the urban forest, increased property value and aesthetics, energy savings and comfort from shade, carbon sequestration, reduced urban heat island effect, and habitat improvement. - 87 - Page | 4 Mayors' Monarch Pledge Pollinators, such as butterflies, birds, bats and bees, play a vital role in maintaining a healthy environment and sustainable food system. As part of the Mayors' Monarch Pledge -Leadership Circle, the City committed to completing 12 actions in 2021 to support pollinator populations. This included pollinator plantings, organized garden assessments from an expert horticulturalist, and educational campaigns to increase pollinator awareness throughout the community. Enhancing Community Gardens The City partnered with Canada Bread Ltd., a local Pickering-based company, to gift 6 groups who committed to maintaining community pollinator gardens with 500 native, nectar producing plants. The plants were provided to each group to help pollinators in the gardens. In addition, through a partnership with TRCA 47 Youth Corps participants each volunteered over 10 hours to plant and maintain gardens throughout the year. Pickering Butterflyway Project The City partnered with Pickering -Ajax Butterflyway Rangers on the David Suzuki Foundation Butterflyway Project. This initiative is a volunteer-led movement that is focused on creating habitat for pollinators, such as bees, butterflies, and birds, in neighbourhoods throughout Canada. To help the Rangers with this goal, the City donated 250 Butterflyway signs for residents to display on their lawns to encourage others to plant more pollinator-friendly gardens. Pollinator Week The City celebrated National Pollinator Week from June 21st -27th by hosting a Gardening for Pollinators webinar to help attendees of all ages understand the importance of adding specific plants such as Cup Plant, Wild Bergamot, Butterfly Milkweed and other native plants to their garden to help pollinators. Volunteer planting pollinator-friendly plants at Autumn Crescent garden Residents showcasing their sign for the Butterflyway Project - 88 - Page | 5 Ontario Parks Association (OPA) Award The City of Pickering was honoured by the OPA with the 2021 Protecting Tomorrow Today® Community Engagement Award for its efforts in sustainability. This award recognized the City's work to raise awareness of parks, open spaces and environment through the development and implementation of community engagement activities. City honoured with OPA award Earth Month In celebration of Earth Month, the City offered free, educational, virtual workshops with expert speakers from Durham Master Gardeners, TRCA, and the Toronto Zoo. Over 350 individuals participated in the webinars to learn about a variety of topics, including How to Plan a Successful Garden, Composting at Home, Decreasing Litter in the Community and Sustainable Gardening. Slow Down for Wildlife Campaign Animal Services, Sustainable Pickering and Parks Canada launched a promotional campaign to remind the public to slow down for wildlife near Amos Pond to address the high wildlife mortality rates in the area. This included innovative messaging and signage that speaks directly to drivers. The campaign also included a turtle webinar with the Pickering Public Library, and the Ontario Turtle Conservation Centre, for children to learn about turtles and turtle Slow Down for Wildlife campaign message conservation efforts in Ontario. Composting at Home webinar - 89 - Page | 6 Litter & Plastics Challenge: Every Piece Counts With $15,000 financial support from the Great Lakes Local Action Fund, the City partnered with PickWaste, a local community group, to deliver the Litter & Plastics Challenge: Every Piece Counts campaign. The challenge encouraged 77 groups consisting of residents, community groups and school based eco-clubs to complete litter cleanups throughout the community. Over 5,950 kilograms of litter were collected through the challenge. Volunteers joining in the Litter & Plastics Challenge Creating the Litter & Plastics Challenge educational video Civic Awards Program Civic Awards is a recognition program to acknowledge members of the Pickering community that have made a significant contribution to the city. In 2021, Alexander Petrogiani and Jaime Carney were awarded the Sustainability Award for distributing $50,000 worth of clothing donations to support both Pickering residents and an orphanage in Peru. The Environment Award was given to Ontario Power Generation - Pickering Nuclear for their efforts to reduce carbon emissions in operations and their ongoing commitment to the environment through their Regional Biodiversity Program, restoration efforts, and partnerships with schools, businesses and the community. Educational Tools As part of the Litter & Plastics Challenge, the City created two educational videos focused on the effects of litter to our environment and the impacts of plastics in our waterways. The videos were published through the City's social channels with over 19,000 viewers. The City also hosted a webinar about the environmental, societal, and economic impacts of litter. Civic Awards virtual ceremony - 90 - Page | 7 Take Pride in Pickering As part of Take Pride in Pickering Day, Environmental Stewardship Pickering (a partnership with the City, Ontario Power Generation, and Toronto and Region Conservation Authority) hosted a free native plant giveaway by handing out 300 Serviceberry shrubs for residents to plant in their backyard. The species provide a useful early nectar and pollen resource in the spring for early-emerging pollinators. Giving away free shrubs at Take Pride in Pickering Day Environmental Schools Grant The Environmental Schools Grant supports Pickering school-based activities and programs that benefit the community and contribute to a healthy environment. By accessing the grant, six schools in Pickering were able to undertake exciting projects, including creating pollinator gardens, planting trees and shrubs for erosion control, purchasing an indoor aeroponic growing tower, hosting virtual workshops with Scientists in the School, and installing bird feeders. Planting a pollinator garden at St. Monica Catholic School Pickering City Centre Farmers' Market The City successfully launched year 2 of the Virtual Farmers' Market to help residents connect online with local farmers, bakers, and artisans, as well as arrange for contact-free curbside delivery, until the in-person market reopened in the summer. The Virtual Market was very successful with 9,874 website visits. Th e in-person market ran for 16 weeks, with approximately 4,800 visitors, supporting upwards of 25 vendors. The Market won "Best Farm Market" in the Durham Region Readers' Choice Awards for the third consecutive year thanks to community support. Visitors enjoying the Pickering City Centre Farmers' Market - 91 - Page | 8 Waste Reduction Week and Education The City celebrated Waste Reduction Week by focusing on the principles of a circular economy, resource efficiency, and waste reduction. A virtual educational campaign was delivered from October 18th -24th to teach residents new ways to reduce textiles, electronics, plastics, food waste and promote a shared economy. In an effort to improve corporate waste diversion, educational waste diversion training was delivered to all staff and waste diversion banners installed in City facilities. In addition, through automating City services staff have decreased paper use by approximately 600,000 pages per year over the last two years. Dog Waste The Dog Waste Diversion Program is available in 17 parks across Pickering. In 2021, approximately 9 tonnes of dog waste was collected and delivered to a facility that converted it into electricity. Collecting food donations at Diversion Day Diversion Day In partnership with the Region of Durham, the City hosted a drive thru Diversion Day at Don Beer Arena. Over 500 residents came out to drop-off electronic waste, household hazardous waste and reusable items. The free event was also paired with a food drive, where residents were encouraged to bring a non-perishable food item, to be donated to St Paul's on-the-Hill Community Food Bank. Thanks to participant's support, the City filled its electric vehicle with goods for the food bank. Battery Recycling Program The Battery Recycling program allows residents to drop-off batteries to Chestnut Hill Developments Recreation Complex, Pickering Central Library, Pickering Museum Village, George Ashe and East Shore community centres. In 2021, 372 kilograms of batteries were recycled responsibly. Electronic waste dropped off at Diversion Day - 92 - Page | 9 Plug'n Drive E-Mission Road Show The Region of Durham, Elexicon Energy and Oshawa PUC, in collaboration with Plug'n Drive launched the E-Mission campaign. E-Mission was a region-wide zero emission vehicle education and awareness initiative. The City of Pickering was a host community for the popular three day event. Residents were given the opportunity to test drive different electric vehicles, and learn more about the benefits of electric vehicles on the environment and economy. Electric Equipment To date, the City has purchased a variety of environmentally friendly equipment, including electric snow blowers, wheelbarrows, chainsaws, pruners, and zero-turn mowers. The new electric equipment has many positive features: • does not use fuel or produce exhaust fumes • more ergonomically friendly for the user • less noisy for residents enjoying the park space Energy Retrofit Projects The City installed hydronic heating on its underground parking ramp. This mechanism consists of a loop in slab PEX piping with a circulating glycol-water mixture. This heating method has lower operational costs, and improved energy efficiency, when compared to traditional electric heating. In addition to improve efficiency, air quality and reduce energy consumption, the City installed VFDs (variable frequency drives) in all new air handling units, chilled water pumps, and condenser water pumps at various City facilities. Furthermore, the City incorporated new mechanical equipment into its energy managemen t system. Plug'n Drive E-Mission Road Show event Glycol loop in underground parking ramp - 93 - Page | 10 Sustainable Development Standards In 2021, sustainability staff provided comments on 58 development proposal/application circulations. However, the City is developing new Integrated Sustainable Design Standards for all new development in the city to replace the 2007 Sustainable Development Guidelines. Developing a new set of standards will allow the City to review development through a lens that includes modern green best practices and technology. These standards will also reflect the work being done by both the City and Region of Durham to address climate change, support urban forests, pollinators, waste reduction, water conservation, energy efficiency, and improve access to local food and greenspaces. Through successful grant applications this work is being funded by $86,000 from The Atmospheric Fund and $10,000 from the Region of Durham. This work is occurring in 2022, visit LetsTalkPickering.ca/standards to learn more and get involved. Accessible Pedestrian Connections The City enhanced park pathways by increasing accessible pedestrian connections between neighbourhoods. This includes connecting Lynn Heights Park to Alanbury Crescent, Sherman Crescent and Lynn Heights Drive. As well, an accessible pedestrian walkway was installed from Lydia Crescent to Finch Avenue. Advancing Adaptation to Climate Change The City of Pickering was 1 of 40 municipalities selected to participate in ICLEI Canada's Advancing Adaptation project. This program utilizes their BARC framework (Building Adaptive and Resilient Communities), which is a milestone-based approach to help prepare the community for the impacts resulting from climate change, such as more extreme heat days, greater instances of flooding, infrastructure damage, etc. The end result will be a climate change adaptation plan outlining actions to assist in the City's preparations for these and other local impacts. This work began in 2021 and will continue throughout 2022. Sustainable Development in Pickering Accessible Pedestrian Connections at Lynn Heights Park - 94 - In 2022, the City of Pickering will continue its longstanding commitment to create a more sustainable community. Join us on the journey to become one of the most sustainable cities in Canada. There are many fun and inspiring ways to make Pickering a better place socially, environmentally, and economically. To learn how you can get involved, visit: pickering.ca/sustainable. We welcome your comments, questions and suggestions. Please contact the City's Sustainability staff at sustainability@pickering.ca Alternate formats available upon request at 905.683.7575 o r customercare@pickering.ca - 95 - Report to Executive Committee Report Number: PLN 13-22 Date: March 7, 2022 From: Kyle Bentley Director, City Development & CBO Subject: Community Gardens -Valley Plentiful Community Garden Update and next Steps for New Community Garden Sites -File: D-7001 Recommendation: 1.That Report PLN 13-22 of the Director, City Development & CBO regarding community food gardens and an update about Valley Plentiful Community Garden be received for information; 2.That, through the Office of the CAO, a multi-departmental staff working group be established to formalize a framework for new community gardens; 3.That staff be directed to return a Community Garden Policy, to establish and manage new community garden sites, in late 2022 for Council’s consideration; and 4.That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Executive Summary: On April 26, 2021, Council passed Resolution #585/21 that directed staff to execute a Memorandum of Understanding (MOU) between the City of Pickering and Valley Plentiful Community Garden Committee. In addition, staff were asked to report back to Council with recommendations pertaining to a community garden policy (see Resolution #585/21, Attachment #1). The purpose of Report PLN 13-22 is to provide a status update about Valley Plentiful Community Garden as well as to propose direction to enable to the City to further develop a community garden program. The Valley Plentiful Community Garden (VPCG) has been a well-loved space for Pickering residents for many years. The garden supports local food security, creates a welcoming space for people to come together and learn, while helping others by supporting the local food bank. In 2021, over 1,000 pounds of fresh produce was donated to the local food bank. As outlined last year in Report PLN 25-21, City staff and the Community Garden Committee, with guidance from Durham Integrated Growers, worked together in 2021 to create a number of agreements and a MOU. The documents formalized expectations, rules, and roles for the City, Garden Committee and gardeners. In doing so, the structure of VPCG has changed to reflect a clear and transparent operation. - 96 - Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 2 The Garden Committee and City staff leveraged these agreements and the MOU to address issues that came up during the growing season. In fall 2021, the Garden Committee also created a constitution to formalize the role of their Committee itself. At the time that Report PLN 13-22 was being prepared, Valley Plentiful was seeking members to run for positions on the Garden Committee. Once members have been selected, City staff will work with the Garden Committee to review the agreements and make amendments, if required, before the growing season. It is important to note that a dedicated Garden Committee, and the support of many volunteers, are required to ensure the successful operation of the garden. Any garden, especially one of this size, would not function without their ongoing commitment. Likewise, the garden also requires ongoing support from City staff from a variety of departments. As indicated, staff committed to report back to Council with recommendations for a community garden policy. To that end, staff has researched the way in which other municipalities manage community garden programs. Our findings are that critical program elements have already been addressed within the agreements and MOU that were prepared in 2021 with Valley Plentiful. At the appropriate time, these components can be used to inform a policy and set of procedures. What remains outstanding at this is the manner in which new gardens are established in the City of Pickering. In order to successfully expand the number of community gardens in Pickering, the City needs to consider and develop a system that has addressed: site selection; financial, and staff resources; application process; and standardization of agreements. Each of these components, and its rationale, are explored in the discussion section of this report. To this end, staff recommends that a multi-departmental working group be developed to identify suitable locations and resource requirements, to establish an application process, and assess agreements. Once these program needs have been addressed, staff can finalize a framework for new gardens and create a policy and procedure for Council’s consideration, to address the management of existing and future sites. Financial Implications: Not applicable to this report. Discussion: Community food gardens play a valuable role in the city. These unique spaces provide the following benefits: •allows residents to grow fresh, healthy produce; •reduces family grocery bills; •creates pride and knowledge of where the produce came from, and that it is organic; •increases local food security; •grows food for the local food bank; •provides an opportunity for gardeners to interact with people from their community they may have otherwise not met; and •provides a location where residents of all ages and cultures can come together to enhance a space in their community. - 97 - Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 3 Interest in Valley Plentiful Community Garden (VPCG) has grown since its inception and has a wait list of approximately 50 families. In 2021, City staff worked with the new Garden Committee to support the continued operation of the garden program. In particular, staff worked with the Committee to develop and execute many new agreements. The agreements include an Annual Gardener Membership Application, Garden Membership Agreement & Code of Conduct, Hydro One Agreement Terms and Conditions, COVID-19 Protocols Agreement, Conflict Resolution Policy Procedure and a Memorandum of Understanding (MOU). These governing documents help create a clear and transparent framework by formalizing expectations, rules and roles for the City, Valley Plentiful Community Garden Committee, and gardeners. While this was a new approach that took time for some members to adjust, these documents provide the Garden Committee with a framework to use to manage issues in a fair manner. In the fall of 2021, staff worked with the Garden Committee to develop a Valley Plentiful Community Garden Constitution. The constitution provides a structure for the Garden Committee itself, and addresses for example, positions and selection of the Garden Committee members, rules and procedures for meetings, finances, etc. At the time of writing this report, Valley Plentiful was seeking members to run for positions on the 2022 Garden Committee. Once the 2022 Garden Committee is selected, City staff will work with them to review agreements, and make amendments if required, before the growing season. In Report PLN 25-21 (Resolution #585/21) staff committed to report back to Council with recommendations for a community garden policy. Research has identified that municipalities have varied approaches to the oversight of community gardens on lands they own or manage. In some cases, they have adopted policies and procedures to govern requests for community garden space, outline the roles of the municipality and garden group, and communicate garden rules, etc. In other instances, municipalities have addressed these important matters in other documents, such as memorandums of understanding, and gardener and site agreements. Based on this research, staff confirm that the agreements and MOU established with the Garden Committee for VPCG proactively address all applicable relevant matters that were included in other municipalities’ policies and procedures, and went well-beyond what was generally included. What remains outstanding is the manner in which new community garden programs will be established. A.Next Steps to Create a Community Garden Program When exploring how to create a successful community garden program, it became evident that expanding the initiative in Pickering requires initial actions to be taken before creating a policy. Specifically, components related to site selection, financial and staff resources, applications processes, and the standardization of agreements, need to be determined first in order to develop a successful program. It is recommended that a multi-departmental staff working group be established to undertake this work. - 98 - Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 4 B.Creating New Community Gardens i.Site Selection: In some examples that staff reviewed, a group of residents interested in starting a community garden would apply to the municipality and outline, among other things, their preferred location. Unfortunately, this approach can lead to a lot of back and forth and disappointment for the group. Community garden sites should be assessed for the following criteria: •suitability based on current use of the space and future plans, •neighbourhood impact, •accessibility and safety, •soil test results, •maximum number of garden plots available, and •feedback from residents whose homes surround the site (if applicable). Most of this information is not readily available to residents. Therefore, it is recommended that staff pre-identify city-owned areas best suited to host a community garden. Doing this work in advance will save time, money, and manage expectations of the groups who may be interested in starting a community garden. ii.Financial and Staff Resources: As with any program, community gardens require municipal staff and financial resources. This spring, staff will repair the ground around the accessible raised beds at VPCG. During the 2021 garden season, staff were needed on many occasions to help with, for example, fixing water connections, delivering woodchips, inspecting fruit trees, and installing signs. In addition, significant staff time across many departments was required to coordinate with the group, review agreements, and help address issues between fellow gardeners and/or residents. Roles of applicable departments and sections should also be outlined as part of a framework. In many municipalities, the initial cost to create a community garden is the sole responsibility of the community garden group. This may be a barrier to participation. Informed by site selection results, staff should explore the cost and staff resources required to construct a community garden. Staff could also determine if construction could in part, be undertaken by the City, and if there are potential grants that could be secured to help offset the cost. While exploring the size and number of potential community gardens, staff will need to give thoughtful consideration to the financial commitment and staff resources required to successfully support the garden’s needs and scale garden development approval accordingly. iii.Application Process: Once it is determined if, and where, new community gardens can be created, staff should develop an application form and an acceptance process for interested groups. Based on VPCG, staff have first-hand knowledge of how much time and effort it takes the volunteers to successfully oversee a site and address issues. This effort is not unique to VPCG, but could be impacted by the size of a site. - 99 - Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 5 An application form should collect information about the interested group, such as: •number of core community garden group members (at least 4-5); •identification of primary leader; •vision for the space, including number of plots, approach to accessibility, and features; •commitment to operate the site for 5 years; •relevant experience with community gardening, volunteering, leadership, and community development; •willingness to develop and sign all applicable agreements; •ability to secure and pay for insurance; and •how development and maintenance of the site will be funded. Based on this information, a pre-determined group of staff can assess the interested group’s capacity to start and maintain a community garden. This will avoid situations where an eager group starts a garden, but is unable to adequately continue operations, steps down and closes the site, causing disappointment by residents who were participating. The staff working group can also assess if membership in the Durham Integrated Growers (DIG) group should be considered an asset or mandatory. DIG provides guidance, training, and support to community gardens all over Durham, which may help a new group coordinate a successful garden. iv.Standardizing Agreements: The staff working group could use the agreements and MOU created with VPCG as a base from which to develop standard agreements. These agreements would need to be accepted and signed by each new garden group and gardener (where applicable). Forms could include: an annual gardener membership application; membership agreement & code of conduct; conflict resolution policy procedure; as well as a MOU between the group and the City. Once the working group has addressed these needs, staff can finalize a framework for new gardens and create a policy and procedure that outlines the management of community gardens and internal processes. There may be groups interested in coordinating a community garden in the future. By undertaking efforts now to create a transparent and planned process for residents, the City will be positioned to build-upon the success of VPCG in a strategic manner to help ensure long-term success. Attachment: 1.Council Resolution #585/21 - 100 - Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 6 Prepared By: Original Signed By Chantal Whitaker, BESc (Hons), CSR-P Manager, Sustainability & Strategic Environmental Initiatives CW :ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Approved/Endorsed By: Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO - 101 - Attachment #1 to Report #PLN 13-22 Legislative Services Division Clerk’s Office Directive Memorandum April 30, 2021 To: Kyle Bentley Director, City Development & CBO From: Susan Cassel City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on April 26, 2021 Director, City Development & CBO, Report PLN 25-21 Valley Plentiful Community Garden -Draft Memorandum of Understanding Council Decision Resolution #585/21 1. That Report PLN 25-21 of the Director, City Development & CBO, regarding the Draft Memorandum of Understanding with Valley Plentiful Community Garden, be endorsed; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding between the City of Pickering and Valley Plentiful Community Garden Committee, as set out in Attachment #1 of this report, subject to revisions as may be acceptable to the City Solicitor and the Director, City Development & CBO; 3. That the appropriate City staff be directed to take the necessary actions as per the Draft Memorandum of Understanding; and, 4. That staff be directed to report back to Council with recommendations pertaining to a community garden policy. Please take any action deemed necessary. Susan Cassel Copy: Chief Administrative Officer Director, Corporate Services & City Solicitor - 102 -