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Home My WebLink AboutApril 24, 2023Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Members of the public may attend the meeting in person, or 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. 6:30 pm In Camera Council Page 1.Roll Call 2.Invocation Mayor Ashe will call the meeting to order and lead Council in the saying of the Invocation. 3.Indigenous Land Acknowledgment Statement Mayor Ashe will read the Indigenous Land Acknowledgment Statement. 4.Disclosure of Interest 5.Adoption of Minutes Special Council Minutes, March 20, 2023 1 Special Council Minutes, March 21, 2023 5 (Confidential In Camera Special Council Minutes, March 21, 2023, provided under separate cover) Special Council Minutes, March 27, 2023 8 (Confidential In Camera Special Council Minutes, March 27, 2023, provided under separate cover) Council Minutes, March 27, 2023 19 (Confidential In Camera Council Minutes, March 27, 2023 provided under separate cover) Executive Committee Minutes, April 3, 2023 56 Planning & Development Committee Minutes, April 3, 2023 60 Executive Committee Budget Minutes, April 13, 2023 76 6.Presentations 7.Delegations Members of the public looking to provide a verbal delegation to Members of Council may do so either in person, or through a virtual audio telephone connection into the meeting. Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca For more information, and to register as a delegate, visit www.pickering.ca/delegation, and complete the on-line delegation form or email clerks@pickering.ca. The list of delegates who have registered to speak will be called upon one by one by the Chair in the order in which they have registered. A maximum of 10 minutes shall be allotted for each delegation. Please be advised that your name will appear in the public record and will be posted on the City’s website as part of the meeting minutes. 7.1 Mary Delaney, Chair, Land Over Landings (In Person) Re: Opposition to a Pickering Airport and Utilization of Resources 7.2 June Enright, Pickering Resident (In Person) Re: Opposition to a Pickering Airport and Utilization of Resources 7.3 Cynthia Davis, President & CEO, Lakeridge Health (In Person) Chris Squire, Health System Executive, Corporate Services and Chief Financial Officer, Lakeridge Health (In Person – for questions if needed) Cordelia Clarke Julien, Board Chair, Lakeridge Health (In Person – for questions if needed) Nancy Shaw, Sr. Director of Public Affairs & Strategic Partnerships, Lakeridge Health (In Person – for questions if needed) Mark Murphy, Sr. Director, Capital Planning & Development, Lakeridge Health (In Person – for questions if needed) Re: Lakeridge Health Community Update 7.4 Sharon Powell, Ajax Resident (In Person) Re: Opposition to a Pickering Airport and Utilization of Resources 7.5 Anthony Yacub, Pickering Resident (In Person) Re: Use of Casino Revenues 7.6 Janice Frampton, Pickering Resident (In Person) Re: Opposition to a Pickering Airport and Utilization of Resources 7.7 Janice Frampton, Pickering Resident (In Person) Re: Report FIN 09-23 2023 Current & Capital Budget 8.Correspondence Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 8.1 Corr. 15-23 92 Susan Cassel, City Clerk, City of Pickering Re: Council Appointments to Boards & Committees Recommendation: 1. That the following Member of Council be appointed to the Cultural Advisory Committee for a term ending November 14, 2024: and, ______________________________________ 2. That the following Members of Council be appointed to the following Boards and Committees for a term ending November 14, 2026: Accessibility Advisory Committee ______________________________________ ______________________________________ Community Safety and Well-Being Advisory Committee ______________________________________ Pickering Public Library Board ______________________________________ Property Review Committee ______________________________________ Waterfront Visionary Advisory Committee _______________________________________ _______________________________________ 8.2 Corr. 16-23 93 Shaun Collier, Mayor & CEO, Town of Ajax Re: North East Pickering Carruthers Creek Watershed Agreement Recommendation: That Corr. 16-23, from Shaun Collier, Mayor & CEO, Town of Ajax, dated March 30, 2023, regarding North East Pickering Carruthers Creek Watershed Agreement, be received for information. Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 9.Report EC 04-23 of the Executive Committee held on April 3, 2023 Refer to Executive Committee Agenda pages: 9.1 Director, Community Services, Report CS 10-23 1 Don Beer Arena Parking Lot -Licence Renewal Agreement Recommendation: 1.That Report CS 10-23 regarding Don Beer Arena Parking Lot License Renewal Agreement be received; 2.That the Mayor and City Clerk be authorized to execute a licence renewal agreement with the Minister of Infrastructure – Ontario Infrastructure and Lands Corporation set out in Attachment 1 for a further five year term, retroactive from March 1, 2022 to February 27, 2027, subject to revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.2 Director, Operations, Report OPS 11-23 9 The Liverpool Road Limited Partnership Lease Agreement Renewal Recommendation: 1.That Report OPS 11-23 regarding the Liverpool Road Limited Partnership Lease Agreement Renewal be received; 2.That the Mayor and the City Clerk be authorized to execute the Lease Agreement for the for use of privately owned lands at 640 Liverpool Road and 609 Annland Street as a public parking lot, as set out in Attachment 1 to this Report, subject to the minor revisions agreeable to the Director, Operations and the Director, Corporate Services & City Solicitor; and, 3.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 9.3 Director, City Development & CBO, Report SUS 04-23 28 2022 Sustainable Pickering Year-in-Review Recommendation: That Report SUS 04-23, regarding the release of the 2022 Sustainable Pickering Year-in-Review, be received for information. 10.Report PD 04-23 of the Planning & Development Committee held on April 3, 2023 Refer to Planning & Development Agenda pages: 10.1 Director, City Development & CBO, Report PLN 08-23 17 The Municipal Comprehensive Review of the Durham Regional Official Plan -City of Pickering Comments on the new draft Regional Official Plan Recommendation: 1.That Council endorse the City of Pickering Comments on Envision Durham contained in Appendix I of Report PLN 08-23 on the new draft Regional Official Plan as draft comments and that final comments be provided following the April 24, 2023 Council Meeting; and, 2.That a copy of Report PLN 08-23 and Council’s resolution be forwarded to the Region of Durham as Pickering’s comments on the new draft Regional Official Plan. 10.2 Director, City Development & CBO, Report PLN 09-23 50 City Initiated Official Plan Amendment 46 Changes to development review procedures and fees in response to Bill 109, the More Homes For Everyone Act, 2022 Recommendation: This item was referred back to staff at the Planning & Development Committee Meeting held on April 3, 2023. 10.3 Director, City Development & CBO, Report PLN 10-23 101 Official Plan Amendment Application OPA 20-001/P Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Recommendation: That the applications for Official Plan Amendment OPA 20-001/P, Zoning By-law Amendment A 05/20, and Draft Plan of Subdivision SP-2020-03, submitted by Brock Road Duffins Forest Inc. for the subject lands municipally known as 2055 Brock Road, be denied. 11.Reports – New and Unfinished Business 11.1 Director, Finance & Treasurer, Report FIN 08-23 95 2023 Current Budget and Financial Statements Excluded Expenses Reporting as Required by Ontario Regulation 284/09 Recommendation: That Report FIN 08-23 of the Director, Finance & Treasurer regarding the exclusion of certain expenses from the 2023 Budget be adopted in accordance with the provisions of Ontario Regulation 284/09 of the Municipal Act, 2001. 11.2 Director, Finance & Treasurer, Report FIN 09-23 99 2023 Current & Capital Budget Recommendation: 1.That Report FIN 09-23 regarding the 2023 Current & Capital Budget be received; 2.That the following budget recommendations be approved; a)That the 2023 Current Budget expenditure for personnel costs, consisting of salaries and wages (Account 501000), overtime (Account 501010) and employee benefits (Account 501020), excluding Cost Centres 10205 and 10430, in the total amount of $72,086,268 be approved; Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca i)That the 2023 Current Budget for Cost Centre 10205 (Programs) expenditure for personnel costs, consisting of salaries and wages (Account 501000), overtime (Account 501010) and employee benefits (Account 501020) in the total amount of $2,234,833 be approved; and, ii)That the 2023 Current Budget for Cost Centre 10430 (Animal Services) expenditure for personnel costs, consisting of salaries and wages (Account 501000), overtime (Account 501010) and employee benefits (Account 501020) in the total amount of $594,099 be approved; b)That the 2023 General Government Budget for grant expenditures, excluding the Community Grants to PARA Marine Search & Rescue and Royal Canadian Legion Branch #606, in the total amount of $348,082 be approved; c)That the 2023 Community Grant to PARA Marine Search & Rescue in the total amount of $7,877 be approved; d)That the 2023 Community Grants to Royal Canadian Legion Branch #606 in the total amount of $14,000 be approved; e)That the 2023 Gross Current Budget expenditures for City purposes in the amount of $62,794,821(excluding personnel costs and grant expenditures) less estimated current revenues of $70,392,404 (City revenues of $51,981,404 plus $16,000,000 for estimated casino gaming revenue, $1,911,000 for assessment growth plus supplementary taxes of $500,000) and net transfer from the Rate Stabilization Reserve of $1,500,000 for City operations be approved; f)That the $16,000,000 in estimated casino gaming revenues be transferred to the established Casino Reserve (8037); g)That the Capital from Current expenditure in the amount of $668,000 funded from property taxes be approved; h)That the Casino Reserve (8037) fund the expected Elexicon dividend decrease of $1,452,744; Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca i) That the estimated Bill 23 DC funding shortfall of $3,500,000 be funded from the Casino Reserve (8037), if required; j) That the total final City levy under paragraphs 2. a), b), c), d), f), g), h) and i) above, plus an additional $760,000 for Asset Management Investment, for a total final levy of $82,162,832 being an increase of approximately 7.99 percent over the 2022 Budget, be approved; 3. That the 2023 Capital Budget for the City of Pickering with a Gross Expenditure of $58,899,668 be adopted as presented: a) That the following capital financing sources be approved as presented in the 2023 Capital Budget: Transfer from Current Fund to Capital Fund $ 668,000 Transfers from Reserves: Replacement Capital Reserve (8001) 419,000 Rate Stabilization Reserve (8007) 5,317,000 City Share DC Projects Reserve (8008) 2,751,800 Don Beer Arena Reserve (8012) 120,000 PRC Core Reserve (8013) 60,000 Vehicle Replacement Reserve (8016) 1,727,700 Sustainable Initiatives Reserve (8024) 119,000 Facilities Reserve (8026) 160,000 Fence Reserve (8028) 200,000 Minor Buildings Reserve (8029) 290,000 Tennis Reserve (8031) 588,500 Major Equipment Reserve (8032) 2,360,000 Library Building Reserve (8036) 110,000 Casino Reserve (8037) 4,533,700 Cherrywood Reserve (TBD) 45,000 Transfers from Reserve Funds: 3rd Party Obligatory Reserve Fund (8200) $ 200,000 Parkland Reserve Fund (8501) 718,000 CCBB (previously FGT) Reserve Fund (8502) 6,664,000 CBC Obligatory Reserve Fund (8505) 489,026 Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Development Charge Reserve Funds (8600) 8,211,364 Community Facilities Reserve Fund (8700) 366,000 Capital Works Reserve Fund (8701) 187,000 Operations Centre Reserve Fund (8705) 3,231,800 Stormwater Mgmt. Reserve Fund (8707) 1,400,000 Seaton FIA Reserve Fund (8710) (194,046) Other: Internal Loan – 5 year $ 850,000 Debt – 10 year 526,700 Debt – 15 year 2,000,000 Debt – 20 year (3,024,376) DC Debt – 5 year 1,235,000 Donations 27,500 Federal Grants 12,542,000 Provincial Grants 500,000 Proceeds from Sale of Land 3,500,000 Total $58,899,668 b)That total external debt financed by property taxes and development charges of $3,761,700 for the projects identified in the 2023 Capital Budget, and as indicated in this report, in the amount of $1,235,000 for a period not to exceed 5 years, $526,700 for a period not to exceed 10 years, $2,000,000 for a period not to exceed 15 years be approved; c)That the internal loans in the amount of $850,000 be undertaken at the discretion of the Director, Finance & Treasurer; d)That projects identified in the 2023 Capital Budget as being financed through the issuance of debt be subject to additional, specific approval of the expenditure and the financing by Council; e)That any debt repayment, interest or financing provisions contained in the annual Current Operating Budget not used in the current year’s payments requirements may, at the Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca discretion of the Director, Finance & Treasurer, be used to apply towards additional principal repayment, outstanding loans, debt charges or to reduce debt or internal loans not issued or transfer funds to the balloon payment reserve; f) That all Capital expenditures or portions thereof approved in the 2023 Capital Budget to be financed through the issuance of debt may, at the discretion of the Director, Finance & Treasurer, be financed through internal loans, current or capital funds or a combination thereof; g) That the Director, Finance & Treasurer be authorized to make draws from Reserve and Reserve Funds for projects included in the approved Capital Budget up to the amount approved; and, h) That the Director, Finance & Treasurer be authorized at his discretion to apply any excess funds obtained through the issuance of debentures as provided for under Section 413 of the Municipal Act, 2001 as amended; 4. That the Director, Finance & Treasurer be authorized to transfer: a) Any surplus current operating funds at year-end in excess of approximately $125,000 be allocated in the following manner: the first $70,000 be allocated to the Elected Officials Life Insurance Reserve (8034) and the remaining surplus be allocated in the following ratio: 25 percent to the Rate Stabilization Reserve (8007); 20 percent to the Facilities Reserve (8026); 5 percent to the Public Art Reserve (8038) and 50 percent to the City Share DC Projects Reserve (8008); b) Any surplus funds from the Emergency Operational Capital Needs Account (11100.503510) to the Facilities Reserve (8026); and, c) The revenue from the sale of used vehicles recorded in account (11100.406600) to the Vehicle Replacement Reserve (8016); Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 5.That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, to ensure that the plan accommodates any reallocation of 2023 current operating expenditures and revenues as required while maintaining the approved levy or to accommodate any labour relations settlements which also includes adjusting the Personnel related accounts and that the HCA amount under the proposed ADM 190 be applied to the Chief Administrative Officer and Directors and that any revenue shortfall as a result of a provincial tax policy change be adjusted through the 2023 final tax rates; 6.That the Director, Finance & Treasurer be authorized to use any under expenditures from projects funded from Reserves or Reserve Funds to fund over expenditures for approved projects funded from the same source(s) and any unfinanced capital be funded from a transfer from reserves or reserve funds; 7.That the Director, Finance & Treasurer be authorized at his discretion to fund Property Tax Write-offs account (11100.503000) that exceed the budget provision due to assessment appeals that translates into a deficit position for the corporation and this shortfall be funded from a transfer from the Assessment Appeal Reserve (8002) and if this reserve is depleted then the shortfall be funded from the Rate Stabilization Reserve (8007) and that any shortfall from Payment-in-Lieu Education Share revenue estimates be funded from a transfer from the Rate Stabilization Reserve (8007); 8.That the Director, Finance & Treasurer be authorized at his discretion to close any current and completed prior year’s capital expenditure accounts and to first apply any excess funding from property taxes to any over expenditure in other accounts and to secondly transfer any remaining excess funding back to the original sources of funds; 9.That the Director, Finance & Treasurer be authorized to adjust the per kilometer travel expense reimbursement rate (last increased in 2022) with an effective date of May 1, 2023, from 0.61 cents per kilometre to 0.65 cents per kilometre for the first 5,000 kilometres and from 0.55 cents per kilometre to 0.59 cents per kilometre for travel beyond 5,000 kilometres; Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 10.That the Director, Finance & Treasurer be authorized to apply for all grant applications based on the 2023 Capital & Current Budget and prior year’s capital projects that have not started and that Council endorse all future applications that meet senior government grant criteria and that staff report back to Council at the next possible meeting regarding which grants staff have applied to; 11.That the Director, Finance & Treasurer be authorized at his discretion to close any capital or consulting account expenditure and corresponding revenue source that is over three years from the original purchase order date of issuance; 12.That the Director, Finance & Treasurer be authorized at his discretion to refinance any capital expenditures that failed to meet the Canada Community Benefit Fund (previously called the Federal Gas Tax) reporting criteria from other sources including transfers of funds from reserves and reserve funds; 13.That the Director, Finance & Treasurer be authorized to: a)Undertake transactions in the spot or forward (12 months or less) currency markets in order to effect United States dollar denominated expenditures in the Current or Capital Budgets; b)Sign leases or rental agreements (including summer rentals) on the City’s behalf for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periods of increased need (e.g. inclement weather); c)Restate the 2023 Current Operating and Capital Budgets to reflect: (i) any Council changes made at the April 24 Council meeting; (ii) any reorganization or personnel account changes (salary, benefits and overtime), (iii) reclassifications that result from salary increases or negotiated labour settlements; and, d)To process budget transfers during the fiscal year which do not change the overall approved property tax levy; Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 14. That Council waive the Purchasing Policy where the estimated vehicle repair cost is below $30,000 (HST excluded) for all fleet vehicles and off road vehicle equipment in 2023, however, a purchase order is still required; 15. That the Director, Finance & Treasurer be authorized at his discretion to draw from the Winter Control Reserve to fund any Current Budget deficit as a result of higher than budget winter control costs; 16. That Council approve the continuing engagement of the firm Watson & Associates Economists Ltd. to be used for fiscal impact studies and related works regarding City Centre project, Seaton, Cherrywood, Bill 23 and 109, and any other DC or CBC related matters; 17. That Council approve the continuing engagement of the following firms: Nixon Poole Lackie LLP, Municipal Tax Advisor Group and Municipal Tax Equity Consultants for any studies related to the reassessment or other property tax issues and to protect the property tax base by defending assessment appeals through proactive assessment base management; 18. That the Director, Finance & Treasurer be authorized to review the City’s Reserve and Reserve Funds from the perspective of maximizing financial efficiency and flexibility related to the next term as it pertains to the funding of capital projects and that the Director, Finance & Treasurer be authorized to transfer funds, close reserves and reserve funds and or rename reserves and reserve funds; 19. That the Director, Finance & Treasurer be authorized to transfer an amount up to $189,975 from the Casino Reserve to fund the net cost of the newly formed New Capital Facilities Team Cost Centre; 20. That Council authorize the establishment of the Cherrywood Reserve and that all planning and development fees related to this development be transferred to this reserve to allow for the use of Cherrywood Development application fees received to offset the costs incurred for this development; Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 21.That the Director, Finance & Treasurer be authorized to transfer an amount up to $315,760 from the Casino Reserve to establish the new Cherrywood Development Reserve, and that such funds will be returned to the Casino Reserve in any future year in which the revenues from the Cherrywood development activity exceed the cost of processing the development approvals; 22.That Council authorize the establishment of the Municipal Accommodation Tax (MAT) Reserve and that revenues collected from MAT (subject to Council’s approval of the tax) be transferred to this reserve and that the City’s share of the reserve be used to fund tourism capital infrastructure; 23.That Council authorize the establishment of the Parks Infrastructure Replacement Reserve and the funds from this reserve be used to replace parks infrastructure such as playground equipment, baseball diamonds and outfield fencing, and park upgrades; 24.That the Director, Finance & Treasurer be authorized to allocate the $760,000 in additional funding from the 2023 levy for asset management investment as follows: 1/3 to the newly established Parks Infrastructure Replacement Reserve; 1/3 to the Roads and Bridges Reserve Fund (8706); and 1/3 to the Facilities Reserve (8026); 25.That Council approve the annual transfer of funds from the WSIB Reserve when its year-end balance is greater than $4.0 million, and that these excess funds be transferred to the WSIB Excess Indemnity Reserve Fund (8702); 26.That the Director, Finance & Treasurer be authorized to initiate any additional assessment appeals necessary to protect the assessment base of the City; 27.That the Director, Finance & Treasurer be authorized at his discretion to transfer any green energy rebates and revenue associated with the Claremont solar roof rental project account (10325.404500.9480) and other incentives and rebates account (10325.406551) to the Reserve for Sustainable Initiatives; Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 28.That Council amend the Community Grant policy as follows: a)That the grant application deadline date for the 2024 Community Grant Program be October 27, 2023 to give community groups sufficient time to complete their applications; and, b)That any organization’s application shall be deemed as ineligible if the grant request is to fund any activities or expenses that is for the direct or indirect support of or opposition to, any political party or candidate for public office; 29.That Council add the following asphalt resurfacing projects to the 2023 Capital Budget in the total amount of $745,000 to be funded from the Canada Community Benefit Reserve Fund (previously called the Federal Gas Tax); Street Project Budget Gwendolyn Street Asphalt Resurfacing - Rouge Valley Drive to Fawndale Road $270,000 Petunia Place Asphalt Resurfacing - Gwendolyn Street to North Terminus 105,000 Flaconcrest Drive Asphalt Resurfacing - Dunbarton Road Rambleberry Avenue 255,000 Fuschia Lane Asphalt Resurfacing – Grenoble Boulevard to Modlin Road 115,000 Total $745,000 30.That Council approve the 2023 Low Income Seniors & Persons with Disabilities grant amount to be increased from $525 to $535 per household; 31.That Council direct the Treasurer to submit future years’ budgets for the remainder of the term with the priority focus on the health and safety of Pickering residents and staff through asset management investments; Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 32.That Council approve Attachment 3, Council Compensation Policy with an effective date of January 1, 2023; 33.That Council approve the international travel by the Division Head, Information Technology and Supervisor, Network Support to attend the 2023 Dell World conference in Las Vegas and that the travel costs not exceed $1,100 per person; 34.That the attached draft By-law to amend By-law No. 6191/03 to reduce the Basic Tennis (Resident) Family annual membership fee from $1,385 (plus HST) to $1,149 (plus HST) in Schedule I of the Summary of Fees and Charges 2023 be enacted; 35.That Council approve an increase in the Information Technology Division budget (10405) in the amount of $37,000 to reflect the building related costs associated with their occupancy of the former Fire Hall Administration building and these costs be funded by a corresponding reduction in the General government contingency account (503500) in the same amount and that the Treasurer be authorized to allocate the building related costs to the appropriate expense accounts; 36.That Council approve that $50,000 be added to the General Government Consulting account (502230) to undertake a business case analysis regarding either the acquisition or the establishment of a management agreement with TRCA for the Petticoat Creek Conservation Park and that this cost be funded from the Rate Stabilization Reserve (8007); 37.That Council approve the hiring of Watson & Associates Economists Ltd., for the amount of $50,000, to undertake the consulting work required to inform the City’s approach to future infrastructure needs (Cherrywood), with the goal that “Growth Should Be Pay for Growth”; 38.That Council approve a grant to the Pickering Canadian Caribbean Cultural Association for a “Seniors Tea Party” and that $1,500 be provided for event costs such as food, entertainment and promotion and $1,710 be provided to cover rent and associated Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca rental fees and these costs be funded from the General Government Grants to Organizations – Contingency Account; 39.That the Director, Finance & Treasurer be authorized to fund from the contingency account (503500), additional personnel costs of staff from the Engineering Services and Corporate Services Department associated with recruitment, if required; 40.That Council authorize project C10325.2201 for EV charging stations at Chestnut Hill Development Recreation Complex, as included in the 2022 Capital Budget, be increased from $80,000 to $155,000 and that a $70,000 grant (from ZEVIP) be applied, resulting in a City Net cost of $85,000 that is $5,000 higher than the 2022 budgeted amount and that the additional $5,000 be funded from a transfer from the Rate Stabilization Reserve; 41.That the Chief Administrative Officer be authorized to change the dedicated Cherrywood Development Team staffing model, as proposed in the 2023 current budget to a hybrid approach involving external consulting services and in-house City staffing to meet project timelines and that the consulting costs be funded from the unspent personnel expenditures. 42.That Council approve the cancellation of the following previously approved Capital projects: a) C10250.2204 - Enclosed Trailer – New – $32,000; b) C10320.2132 - $230,000 - Village Green Seaton P-105; c)C10320.2133 - $120,000 - Village Green Seaton P-106; d) C10320.2138 - $440,000 - Neighbourhood Park Seaton P-107; e) C10320.2219 - $637,900 - Neighbourhood Park Seaton P-109; f)C10320.2227 - $289,900 - Village Green Seaton P-108; g)C10320.2228 - $266,700 - Village Green Seaton P-110; h) C10320.2229 - $197,200 - Village Green Seaton P-111; and, 43.That the appropriate City of Pickering officials be authorized take the necessary actions as indicated in this report. 11.3 Director, Finance & Treasurer, Report FIN 11-23 189 2023 Tax Rates and Final Tax Due Dates for All Tax Classes Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Recommendation: 1.That Report FIN 11-23 of the Director, Finance & Treasurer regarding the 2023 tax rates be received; 2.That the 2023 tax rates for the City of Pickering be approved as contained in Schedule “A” of the By-law attached hereto; 3.That the tax levy due dates for the Final Billing be June 27, 2023 and September 27, 2023; 4.That the attached By-law be approved; 5.That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 6.That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 11.4 Director, Community Services, Report CS 11-23 197 Chestnut Hill Developments Recreation Complex Arena Desiccant Dehumidification Unit Recommendation: 1.That Report CS 11-23, regarding Chestnut Hill Developments Recreation Complex Arena Desiccant Dehumidification Unit, be received; 2.That staff be directed to retain the services of A.C.E. Services to complete the necessary repairs in accordance with Purchasing Policy PUR-010, Section 12, Emergency Purchase; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $217,000.00, as approved for in the 2023 Capital Budget from the Rate Stabilization Reserve; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions indicated in this report. Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 11.5 Director, Engineering Services, Report ENG 04-23 203 Asphalt Resurfacing on Various City Streets -Tender No. T2023-1 Recommendation: 1.That Tender No. T2023-1 for Asphalt Resurfacing on Various City Streets as submitted by Viola Management Inc. in the total tendered amount of $3,296,229.21 (HST included) be accepted; 2.That Council authorize the consulting and professional services of GHD Ltd. for both Geotechnical Investigation Reports and Materials Testing Services as required, based on unit rates submitted, at an estimated cost of $155,414.55 (HST included) in accordance with Purchasing Policy Item 10.03 (c); 3.That the total gross project cost of $3,850,016.00 (HST included), including the tendered amount, material testing, a contingency and other associated costs, and the total net project cost of $3,467,059.00 (net of HST rebate) be approved; 4.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $3,467,059.00 as approved in the 2023 Roads Capital Budgets to be funded by a transfer from the Federal Gas Tax Reserve Fund; and, 5.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 11.6 Director, Engineering Services, Report ENG 05-23 216 Road Servicing Agreement with Tribute (Liverpool) Limited -Walnut Lane Extension – Construction Component Recommendation: 1.That the City of Pickering enter into a Road Servicing Agreement with Tribute (Liverpool) Limited to facilitate for the construction of the Walnut Lane extension between Kingston Road and Liverpool Road; Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 2.That the Mayor and City Clerk are hereby authorized to execute the Road Servicing Agreement between the City of Pickering and Tribute (Liverpool) Limited in substantially the same form as attached to this report, subject to revisions acceptable to the Director, Engineering Services and the Director, Corporate Services & City Solicitor; 3.That Council authorize the Director, Finance & Treasurer to finance the gross project cost of $8,778,120.00 (HST included) and net project cost of $7,904,969.00 (net of HST rebate) as outlined in the Road Servicing Agreement and approved in the 2022 and 2023 Capital Budgets as follows: a)the sum of $1,976,242.00 to be funded from the City’s DC Share Reserve; b)the sum of $5,928,727.00 to be funded from the Development Charges Transportation Reserve Fund; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 11.7 Director, Operations, Report OPS 13-23 235 Running Track Replacement at Beverley Morgan Park and St. Mary Park -Second Stage Quotation No. RFQQ2023-4 Recommendation: 1.That Second Stage Quotation No. RFQQ2023-4 for Running Track Replacement at Beverley Morgan Park and St. Mary Park submitted by FieldTurf Inc. in the amount of $925,131.00 (HST included) be accepted; 2.That the total gross project cost of $1,049,431.00 (HST included), including the amount of the quotation, contingency, consulting and other associated costs, and the total net project cost of $945,045.00 (net of HST rebate), be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $945,045.00 as approved in the 2022 and 2023 Capital Budgets as follows: Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca a)The sum of $400,000.00 from the Parkland Reserve Fund as approved in the 2022 Capital Budget be increased to $447,133.00; b)The sum of $497,912.00 from the Casino Reserve as approved in the 2023 Capital Budget; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 11.8 Director, Operations, Report OPS 14-23 239 Dunmoore Park Tennis LED Lights & Additional Drainage and Earth Works -Tender T2023-3 Recommendation: 1.That Tender T2023-3 for Dunmoore Park Tennis LED Lights & Additional Drainage and Earth Works, as submitted by Mianco Group Inc. in the amount of $707,323.50 (HST included), be accepted; 2.That the total gross project cost of $861,004.00 (HST included), including the amount of the tender, contingency, consulting and other associated costs, and the total net project cost of $775,361.00 (net of HST rebate), be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $775,361.00 as approved in the 2020, 2021 and 2023 Capital Budgets as follows: 1.The sum of $515.361.00 from the Tennis Reserve Fund as approved in the 2020, 2021 and 2023 Capital Budgets; 2.The sum of $50,000.00 from the Rate Stabilization Reserve Fund as approved in the 2020 Capital Budget; 3.The sum of $200,000.00 from the Federal Gas Tax Reserve Fund as approved in the 2021 Capital Budget; 4.The sum of $10,000.00 from donations received and included in the 2021 Capital Budget; and, Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 12. Motions and Notice of Motions 12.1 Opposition to a Pickering Airport and Utilization of Resources Item 12.1, Opposition to a Pickering Airport and Utilization of Resources was deferred at the February 27, 2023 Council Meeting. Moved by Councillor Nagy Seconded by Councillor Cook WHEREAS, in May 2016, Transport Canada awarded a contract to KPMG to undertake a Pickering Lands Aviation Sector Analysis to update the supply and demand forecasts of the 2010 Needs Assessment Study: Pickering Lands and to develop and assess type and role options for a future airport and provide an economic impact report; And Whereas, on October 10, 2017, Pickering Council passed Resolution #355/17 declaring that “the Federal Government be advised that the City of Pickering supports the development of an airport in Pickering, subject to the results identified in the Aviation Sector Analysis – Pickering Airport Study and the appropriate Environmental Assessments”; And Whereas, Toronto Pearson International’s current Master Plan, published in December 2017, stated that Pearson’s runway capacity would be “sufficient to 2037” without adding the already approved sixth runway; And Whereas, the KPMG analysis was completed in 2019 and the Supply and Demand analysis found that, for the study’s 2016-2036 planning horizon, “there will be sufficient capacity in the southern Ontario airports system … without the requirement to build a new airport”, and KPMG reached this conclusion without considering the effects of climate change and its future impacts on aviation; And Whereas, KPMG cautioned that there was “a significant level of uncertainty” around scenarios that examined types of airports offering services other than commercial passenger services, that the scenarios Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca were “exploratory in nature”, and that “conclusions cannot be drawn” from those exercises; And Whereas, on December 16, 2019, the Council of the City of Pickering endorsed a Climate Change Declaration resolution that undertook to “strive for a reduction in greenhouse gas emissions to reduce the local and global impacts of climate change”; And Whereas, then Transport Minister Marc Garneau wrote to Durham Regional Chair John Henry on March 25, 2020, to confirm KPMG’s finding of “no immediate need for additional airport capacity in the Greater Toronto Area” and that “any decision on the future of the Pickering Lands must be based on a sound business case…”; Now therefore it be it resolved: 1. That based on KPMG’s conclusion that a sound supply-and- demand business case could not be made for a Pickering airport up to 2036, and based on the City’s declared intention to reduce its greenhouse gas emissions, the Council for The Corporation of the City of Pickering does not support an airport on the Pickering Lands; and that no further resources and/or funds be utilized to promote an airport on the Pickering Lands; and that the City of Pickering continue to endorse support for a High Frequency Rail option with a station located in Green River as the preferred transportation network; and, 2. That this resolution be forwarded to the Minister of Transport Canada, Omar Alghabra, and to Pickering-Uxbridge MP O’Connell, as well as to MPs Anandasangaree, Carrie, Holland, Jaczek, Turnbull, and O’Toole; to Durham and York regional councils, and to Scarborough East councillors; and to the municipal councils of Ajax, Markham, Oshawa, Scugog, Stouffville, Uxbridge, Vaughan, and Whitby. 12.2 Petticoat Creek Conservation Park – TRCA Moved by Councillor Brenner Seconded by Councillor Robinson Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Now therefore be it resolved, that the Council of The Corporation of the City of Pickering: 1.Directs Staff, through the Office of the CAO, to enter into discussions with Toronto and Region Conservation Authority (TRCA) regarding the potential acquisition of Petticoat Creek Conservation Park by the City or Management Agreement of said property between the City and TRCA; 2.That $50,000 be added to the 2023 Current Budget in General Government, Consulting account (502230) to be funded by Rate Stabilization Reserve, for the purpose of securing consulting services for a Business Case Analysis regarding the acquisition, appraisal valuation financing strategy, financial operating impacts including asset replacement strategy and/or Management Agreement of Petticoat Creek Conservation Park; 3.That Staff report back to Council, regarding the status of discussions with TRCA, by Q3 2023. 12.3 Federation of Canadian Municipalities – Election to the Board of Directors Moved by Councillor Cook Seconded by Councillor Nagy WHEREAS, the Federation of Canadian Municipalities (FCM) represents the interests of member municipalities on policy and program matters that fall within federal jurisdiction; And Whereas, FCM’s Board of Directors is comprised of elected municipal officials from all regions and sizes of communities to form a broad base of support and provide FCM with the united voice required to carry the municipal message to the federal government; and, And Whereas, FCM’s Annual General Meeting (AGM) is held in conjunction with the Annual Conference and Trade Show, followed by the election of FCM’s Board of Directors; Now therefore be it resolved that the Council of The Corporation of the City of Pickering: Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 1.Endorses Mara Nagy to stand for election on FCM’s Board of Directors for the period starting in June 2023 and ending June 2024; and, 2.That the City assumes all costs associated with Mara Nagy attending FCM’s Board of Directors meetings. 12.4 Support for the Bill 74, Missing Persons Amendment Act, 2023 Moved by Councillor Cook Seconded by Councillor Brenner WHEREAS, there is a gap in our current emergency alert system that needs to be addressed; And Whereas, the Missing Persons amendment Act will allow the Ontario Provincial Police (OPP), in accordance with a request from an officer, to send a targeted, regional emergency alert for any vulnerable person who goes missing from home, which could include a person with autism, Alzheimer's disease, or dementia. This fills an important gap in the existing emergency alert system, which can currently only be issued for an abducted child under the age of 17; And Whereas, a vulnerable person’s alert would help ensure the safety of our loved ones in a situation where time is critical; And Whereas, several municipal councils, including, Brighton, Midland, Bonfield Township, Cobourg and Mississauga and several others, have passed resolutions calling for a new emergency alert to protect our loved ones; And Whereas, April is Autism Awareness month; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering: 1.Supports Bill 74, Missing Persons Amendment Act, 2023; and, 2.That a copy of this Motion be forwarded to Pickering-Uxbridge MP O’Connell, MPP Bethanfalvy, Hamilton MPP Monique Taylor, Durham and York Regional Councils, and to the Municipal Councils Council Meeting Agenda April 24, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca of Ajax, Markham, Oshawa, Scugog, Stouffville, Uxbridge, and Whitby. 13. By-laws 13.1 By-law 8008/23 123 Being a by-law to amend By-law No. 6191/03 to confirm General Municipal Fees. [Refer to Item 11.2 Report FIN 09-23] 13.2 By-law 8009/23 192 Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2023 and to establish the Tax Rates necessary to raise such sums and to establish the final due dates for all realty tax classes. [Refer to Item 11.3 Report FIN 11-23] 14. Confidential Council – Public Report 15. Other Business 16. Confirmation By-law 17. Adjournment Special Council Meeting Minutes March 20, 2023 Hybrid Electronic Meeting The Lake House, 600 Liverpool Rd. 11:00 am Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor S. Boyd -Fire Chief S. Douglas-Murray - Director, Community Services B. Duffield -Director, Operations J. Eddy -Director, Human Resources J. Flowers -CEO & Director of Public Libraries, Pickering Public Library R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk M. Guinto -Division Head, Public Affairs & Corporate Communication C. Rose -Chief Planner R. Perera -Deputy Clerk 1.Roll Call The City Clerk certified that all Members of Council were present and participating in- person. 2.Disclosure of Interest No disclosures of interest were noted. 3.Reports – New and Unfinished Business 3.1 Karen Wianecki, Director, Practice Planning Solutions Inc. Re: City of Pickering Strategic Plan - Council Workshop - 1 - Special Council Meeting Minutes March 20, 2023 Hybrid Electronic Meeting The Lake House, 600 Liverpool Rd. 11:00 am Mayor Ashe welcomed Members of Council and City Staff to the Meeting to discuss the City of Pickering Strategic Plan. Mayor Ashe noted that the workshop intended to establish goals and priorities for the city and to provide a clear future to address the evolving needs of the community. He added that community engagement was vital and inclusive opportunities to comment on the Plan would be provided to all stakeholders. Marisa Carpino, Chief Administrative Officer, provided remarks on the importance of a Corporate Strategic Plan, stating that the Plan would be both aspirational and tackle the challenges the City was facing in a rapidly changing environment. She further provided an overview of the challenges and the opportunities that the City would be facing from a staff perspective. Karen Wianecki, Director, Practice Planning Solutions Inc., appeared before Council to conduct the City of Pickering Strategic Plan Council workshop. Through the aid of a PDF presentation, Ms. W ianecki walked Council and staff through the strategic planning process, global, provincial, and local environmental trends, as well as the vision, mission, and values for the City. It was the consensus of Council to recess for lunch. Council recessed at 1:00 p.m. and reconvened at 1:40 p.m. Ms. Wianecki continued with her presentation and invited Members of Council and City staff to provide feedback on several key areas. Highlights of the discussion included: •trends in technology and how Artificial Intelligence (AI) could be used to enhance decision making; •impacts of the aging and racialized population in Pickering; •discovering ways to intersect technology with environment to address climate change; •the COVID-19 pandemic having introduced convenient service delivery models and the need to continue this trend to create livable and convenient cities; •the importance of affordability and affordable housing; •the importance of equity and inclusivity; •creating a complete, livable, friendly, and walkable city; •the benefits of attracting a post-secondary institution in Pickering; •being a sustainable city that was inviting to individuals; •the need to identify the right type of industries that should be invited to Pickering to create more employment opportunities; •identifying other municipalities with similar population numbers to create benchmarks for City priorities that were measurable; - 2 - Special Council Meeting Minutes March 20, 2023 Hybrid Electronic Meeting The Lake House, 600 Liverpool Rd. 11:00 am •the importance of understanding the uniqueness of Pickering and its unique assets; •creating connectivity in terms of public transit, trails, and broadband, which would simultaneously assist in addressing climate change; •staff’s commitment to responding to resident needs and keeping communication channels accessible; •Members of Council being stewards and working for the good of the public; •the need to enhance and renew municipal infrastructure; •increasing the non-residential tax base in Pickering; •addressing health care needs and the need for more medical facilities in Pickering; •promoting community safety and community well-bring; •the need to ensure that decision making is based on facts and critical thinking; •the need for Council direction on the City Centre project to assist with decision making on other City projects; •the importance of being open and flexible when addressing capital needs to ensure that the City remains below its debt limit; •the need for a decision from the Federal Government regarding the use of the Federal lands and the need to investigate ways to maximize the use of the Federal lands in the interim; and, •top priorities for the City including the development of a new downtown and civic facilities within the City Centre, public ownership of the waterfront, commitment from the Province for a hospital in Pickering, infrastructure renewal and enhancement, creating jobs, and completing pending City infrastructure projects. During the above discussion, it was the consensus of Council to take a short recess. Council recessed at 2:34 p.m. and reconvened at 2:47 p.m. Upon conclusion of the discussion, Ms. Wianecki provided a brief overview of the comments she had heard and the important overarching themes discussed. Ms. Wianecki thanked Members of Council and staff for their input on the Corporate Strategic Plan. Mayor Ashe provided closing remarks and thanked Karen Wianecki for leading the City’s Corporate Strategic Plan workshop. 4.Confirmation By-law By-law Number 7995/23 Councillor Brenner, seconded by Councillor Nagy moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of March 20, 2023. - 3 - Special Council Meeting Minutes March 20, 2023 Hybrid Electronic Meeting The Lake House, 600 Liverpool Rd. 11:00 am Carried 5.Adjournment Moved by Councillor Cook Seconded by Councillor Butt That the meeting be adjourned. Carried The meeting adjourned at 4:24 p.m. Dated this 20th of March, 2023. Kevin Ashe, Mayor Susan Cassel, City Clerk - 4 - Special Council Meeting Minutes In Camera March 21, 2023 Hybrid Electronic Meeting – 5:30 pm Main Committee Room 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino -Chief Administrative Officer P. Bigioni -Director, Corporate Services & City Solicitor S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk R. Perera -Deputy Clerk 1.Roll Call The City Clerk certified that all Members of Council were present and participating in- person. 2.Disclosure of Interest No disclosures of interest were noted. Resolution #102/23 Moved by Councillor Nagy Seconded by Councillor Robinson That Council move into closed session in accordance with the provisions of Section 239(2) of the Municipal Act and the Procedure By-law 7926/22, to receive a presentation regarding the Elexicon Corporation Strategic Update. This matter is being discussed in- camera as it relates to: i)a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive - 5 - Special Council Meeting Minutes In Camera March 21, 2023 Hybrid Electronic Meeting – 5:30 pm Main Committee Room 2 position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization; j)a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value; and, k)a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Carried Council took a brief pause to allow the livestream of the Meeting to be severed. 3.In Camera Matters 3.1 Presentation from Jim Macpherson, Board Chair, Elexicon Corporation and Ron Chatterton, Vice Chair and Special Committee Chair, Elexicon Corporation Re: Elexicon Corporation Strategic Update This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Resolution #103/23 Moved by Councillor Nagy Seconded by Councillor Robinson That Council rise to the open session of the Special Meeting of Council. Carried Council took a brief pause to allow the livestream of the Meeting to be resumed. Mayor Ashe stated that during the closed portion of the meeting, Council received a presentation regarding the Elexicon Corporation Strategic Update that contained commercial and financially sensitive information and noted that this was a verbal presentation and no Council direction was provided and no decisions were made. 4.Confirmation By-law - 6 - Special Council Meeting Minutes In Camera March 21, 2023 Hybrid Electronic Meeting – 5:30 pm Main Committee Room 3 By-law Number 7996/23 Councillor Cook, seconded by Councillor Nagy moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of March 21, 2023. Carried 5.Adjournment Moved by Councillor Butt Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 6:35 p.m. Dated this 21st of March, 2023. Kevin Ashe, Mayor Susan Cassel, City Clerk - 7 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor S. Boyd -Fire Chief S. Douglas-Murray - Director, Community Services B. Duffield -Director, Operations J. Eddy -Director, Human Resources J. Flowers -CEO & Director of Public Libraries, Pickering Public Library R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk J. Halsall -Division Head, Finance P.Helgesen - (Acting) Division Head, Water Resources & Development Services V.Plouffe -Division Head, Operations Services C. Rose -Chief Planner R. Perera -Deputy Clerk 1.Roll Call The City Clerk certified that all Members of Council were present and participating in- person. 2.Disclosure of Interest No disclosures of interest were noted. - 8 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Resolution #104/23 Moved by Councillor Brenner Seconded by Councillor Robinson That Council move into closed session in accordance with the provisions of Section 239(2) of the Municipal Act and Procedure By-law 7926/22, to receive two presentations regarding the City Centre Project. These matters are being discussed in-camera as they relate to: c)a proposed or pending acquisition or disposition of land by the municipality or local board; f)advice that is subject to solicitor-client privilege, including communications necessary for that purpose; k)a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Carried Members of Council and applicable staff moved from the Council Chambers to the Main Committee Room for the in-camera portion of the Meeting. 3.In Camera Matters 3.1 Confidential Verbal Presentation from Shawn Oakley, Director, Real Estate Advisory, Global Infrastructure Advisory of KPMG LLP Siamak Hariri, Founding Partner of Hariri Pontarini Architects Lindsay Hochman, Associate, Hariri Pontarini Architects Leslie Griffiths, Manager, KPMG Re: City Centre Project – Land Valuations This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] 3.2 Confidential Verbal Presentation from the Director, Finance & Treasurer Re: Financial Implications related to the City’s Capital Plans This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] - 9 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Resolution #105/23 Moved by Councillor Cook Seconded by Councillor Pickles That Council rise to the open session of the Special Meeting of Council. Carried It was the consensus of Council to recess at 1:16 p.m. Council reconvened in the Council Chambers at 1:43 pm for the public portion of the Meeting. Upon reconvening, Council took a brief pause to allow the livestream of the Meeting to be resumed. Mayor Ashe stated that during the closed portion of the meeting, Council received two presentations pertaining to the City Centre Project and that these matters were discussed in closed session as they relate to a proposed or pending acquisition or disposition of land, receipt of advice subject to solicitor-client privilege, and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality. He stated that no decisions were made and no direction was provided to staff. 4.Delegations 4.1 Margaret Bowie, Pickering Resident Re: Report CAO 05-23 City Centre Project -Options Analysis Study, Cost Estimates and Financial Implications Margaret Bowie, Pickering Resident, appeared before Council to speak to Report CAO 05-23. Ms. Bowie discussed the importance of a city centre and stated that the proposed plan did not incorporate elements that would draw residents to the area. She noted that public consultation with Pickering residents should come first, and that the consultation should be in conjunction with stakeholders. Ms. Bowie stated that Bill 23 did not require the City to construct large buildings and that the City needed to engage with the residents to work on an evidence-based approach to collectively build Pickering with established goals and committed timelines. She asked that the design for the City Centre benefit everyone as it can then attract a large number of visitors. She referenced six rules for building cities in the public realm and added that this should be a framework for urbanization, not intensification, and that the design needed to be sustainable, liveable and - 10 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am considerate of human needs. In concluding, she stated that the design should nurture a civil society where public spaces bring out the best in everyone. 4.2 Laura Vaillancourt, Executive Director, Ontario Philharmonic Ivano Labricciosa, Board Secretary and Strategic Planning Committee Chair, Ontario Philharmonic Re: Report CAO 05-23 City Centre Project -Options Analysis Study, Cost Estimates and Financial Implications Ivano Labricciosa, Board Secretary and Strategic Planning Committee Chair, Ontario Philharmonic, appeared before Council to speak to Report CAO 05-23. Mr. Labricciosa stated that he was pleased to be considered one of the City’s lead tenants for the Performing Arts Centre and stated that he was excited to see the development plans for the City Centre. He advised that they were representing the second largest symphony in Ontario noting it was the Ontario Philharmonic’s 67th anniversary, and that they would be proud to call Pickering their home. He spoke to the lack of a performing arts centre in the Durham region and stated that the centre would be a unique venue. Mr. Labricciosa noted that the centre would be a good cultural asset and would draw live performing arts to the venue. In concluding he noted that the timelines of 2030 would be in line with their 75th anniversary. A question and answer period ensued between Members of Council and Mr. Labricciosa regarding: •where the Symphony would be performing for the next eight years until the Performing Arts Centre was built in 2030; •the number of performances conducted by Ontario Philharmonic in a month; and, •the approximate number of people that attended Ontario Philharmonic’s events. 4.3 Gary Strange, Durham West Arts Centre Foundation Re: Report CAO 05-23 City Centre Project -Options Analysis Study, Cost Estimates and Financial Implications Gary Strange, Durham West Arts Centre Foundation, appeared before Council to speak to Report CAO 05-23. Mr. Strange provided a brief history of the Organization stating that their journey started in 1989 when a group of local citizens saw the need for a performing and visual arts centre to be constructed in Durham West. He stated that in the early 2000's the Durham West Arts Centre Foundation was incorporated as a registered non-profit entity with the mission of: - 11 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am bringing the arts of the world to Durham and bringing the arts of Durham to the world through a world class facility with world class acoustics, seating and sight lines. He expressed his support for the City Centre Project and stated that while they supported option D in principal, they did not agree with the phasing of the project nor the location for the Performing Arts Centre. Mr. Strange advised that delaying construction until 2030 could result in the Performing Arts Centre not being constructed due to other municipal priorities and cost escalation. He further added that the proposed location of the Performing Arts Centre in option D would not be a fully accessible facility for those with mobility issues and that with staggered parking, any available parking would compete with users of the other facilities that share the footprint. Mr. Strange advised that that the Option should be expanded and the consultant should be asked to prepare a detailed analysis of moving construction of the Performing Arts Centre to the southwest corner of the current South Esplanade. He provided further justification for the request, including the performing arts centre being an anchor for the community, studies concluding the need for such a facility, the need for the arena and the performing arts centre to be complementary to one another, the Performing Arts Centre being designed specifically as a multi-use performance space, the existing gap in these types of facilities, and increased community benefit and accessibility. He advised that their ideal vision for such a facility was modeled on the First Ontario Arts Centre in Milton and encouraged Council to examine this facility in more detail. He asked Council to ask the consultant to comment on the plans presented prior to the City Centre project that were developed by the City of Pickering which called for the Senior and Youth Centre, Library, and the Performing Arts Centre to be constructed on the South Esplanade to create a civic precinct. In concluding, he stated that their request entailed approving Option D with modifications where all of the facilities were constructed at the same time, assessing the viability of the civic precinct being on the South Esplanade, allowing their organization’s expertise to be shared with the consultant, and using their skills and attributes to their fullest to access funding that the City could not. A question and answer period ensued between Members of Council and Mr. Strange regarding: •the length of time needed for the Durham West Arts Centre Foundation to acquire the needed funds for the Project; •whether any private donations had been secured to date; •whether the proposed Performing Arts Centre could be incorporated into the South Esplanade façade; •whether Milton’s and Burlington’s Performing Arts Centres would fit in the South Esplanade façade; •whether Milton’s Performing Arts Centre was funded through development charges; and, - 12 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am •whether Durham West Arts Centre Foundation would still consider funding the Project should Option D be approved without the requested modifications. 5.Matters for Consideration 5.1 Chief Administrative Officer, Report CAO 05-23 Re: City Centre Project -Options Analysis Study, Cost Estimates and Financial Implications Shawn Oakley, Director, Real Estate Advisory, Global Infrastructure Advisory of KPMG LLP, Siamak Hariri, Founding Partner of Hariri Pontarini Architects (HPA), Lindsay Hochman, Associate, Hariri Pontarini Architects, and Leslie Griffiths, Manager, KPMG appeared before Council to present the Options Analysis Study for the City Centre Project. Highlights of the PDF presentation included: •an overview of the background of the Pickering City Centre Project; •components to be included in the City Centre Project being a new central library, Seniors and Youth Centre, Performing Arts Centre, a residential development, expansion of administrative space, a new public square, and public amenities; •the stages included in the pre-development process of the Project; •the approach taken by KPMG and HPA to deliver the options analysis study mandate; •the twelve guiding principles that were established to assess the options included in the study; •details of the alternative Options considered by Council including Option A, B, and C; •details of Option D and parking layout plans; •phasing details of each option; •overview of potential partnership structures for the Project; •next steps of the project including analysis of the preferred option and finding a developer partner; and, •the costs associated with the next steps of the Project. A question and answer period ensued between Members of Council, Mr. Oakley, and Mr. Hariri, regarding: •whether the Performing Arts Centre could be moved to the green space identified in Option D and how this would relate to the seven components that were identified as being critical to the Project; •the size of the footprint for the Performing Arts Centre; - 13 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am •the consequences of moving the Performing Arts Centre to the south side of the South Esplanade; •whether Option C also recommended the Performing Arts Centre being located by the Chestnut Hill Developments Recreation Complex; •whether Option D enabled the Performing Arts Centre to have more flexibility and functional ability; •whether moving the Performing Arts Centre to the south side of the South Esplanade would be investigated and the challenges that would be associated with moving the facility from the proposed location in Option D; •whether it would be possible to move the Performing Arts Centre to the south side of the South Esplanade without removing the existing Central Pickering Public Library Branch facility; •moving the Performing Arts Centre to the south side of the South Esplanade being outside of the scope of work for the consultants and investigating the move of the facility requiring widening the scope which may amount to additional costs; •whether the estimated costs associated with the Project included inflation; •whether there would be structures in the greenspace to accommodate for inclement weather; •whether the next phase of the Project would include the design of the library; and, •whether the next phase of the analysis would include investigating parking concerns expressed by the delegate in relation to the Performing Arts Centre being located at the south side of the South Esplanade. A discussion and question and answer period ensued between Members of Council and staff regarding: •the Performing Arts Centre being located by the library and Youth and Seniors Centre creating greater synergies and efficiencies between the facilities; •Option D recommending the Performing Arts Centre being built in phase 4 and not being completed until 2030; •exploring the option of moving the Performing Arts Centre to the south side of the South Esplanade as part of phase 2; •none of the options identified by the consultants recommending the Performing Arts Centre being located on the south side of the South Esplanade; •the previously rejected option B being the only option having recommended the Performing Arts Centre at the south side of the South Esplanade; •the phasing of the Project being dependent on the City’s financial position; - 14 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am •whether the recommendation of the consultants was supported by staff and whether an amendment to move the Performing Arts Centre to the south side of the South Esplanade would have financial ramifications; •whether the next steps would include consultation with the arts community; •Option D and the placement of the Performing Arts Centre being creative and addressing the diverse needs of the community; •locating the Performing Arts Centre to the south corner of South Esplanade being restrictive and limiting future expansion of the facility and Option D expanding the use of the recreation complex; •clarification that the amendment was looking to be open minded to include further analysis of relocating the Performing Arts Centre to the south corner of south esplanade and consulting with partners; and, •the impact to the 2023 budget should Report CAO 05-23 be deferred to the April 24th Council Meeting. Resolution #106/23 Moved by Councillor Pickles Seconded by Councillor Butt 1.That Report CAO 05-23, regarding the City Centre Project Option Analysis Study, Cost Estimates and Financial Implications, be received; 2.That Council endorse Option D in the City Centre Project Option Analysis Study set out in Attachment 1, recommended by KPMG and Hariri Pontarini Architects (HPA), as the preferred option for the next phase of analysis regarding the City Centre Project; 3.That staff be directed, in accordance with Purchasing Policy 10.03 (c) of Purchasing Policy PUR 010, to retain KPMG for a fee of $450,000 and an administration fee of up to 7 percent plus applicable HST to be charged to General Government Consulting to conduct a detailed analysis of the preferred option to be presented to Council in Q1 2024, as per their fee proposal set out in Attachment 2; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried Later in the Meeting (See Following Motions) Resolution #107/23 Moved by Councillor Pickles - 15 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Seconded by Councillor Butt That Item 2 of the main motion be amended to read as follows: That Council endorse Option D in the City Centre Project Option Analysis Study set out in Attachment 1, recommended by KPMG and Hariri Pontarini Architects (HPA), and an Option D that includes a performing and visual arts centre on the south side of the S. Esplanade as part of Phase 2, as the preferred options for the next phase of analysis regarding the City Centre Project. Lost on a Recorded Vote as Follows: Yes Councillor Butt Councillor Pickles No Councillor Brenner Councillor Cook Councillor Nagy Councillor Robinson Mayor Ashe Resolution #108/23 Moved by Councillor Pickles Seconded by Councillor Butt That Report CAO 05-23 be deferred to the April 24, 2023 Council Meeting. Lost on a Recorded Vote as Follows: Yes Councillor Butt Councillor Pickles No Councillor Brenner Councillor Cook Councillor Nagy Councillor Robinson Mayor Ashe Resolution #109/23 Moved by Councillor Brenner Seconded by Councillor Robinson That the question be called on the original staff recommendation pertaining to Report CAO 05-23. - 16 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Cook Councillor Nagy Councillor Pickles Councillor Robinson No Councillor Butt Mayor Ashe The Main Motion was then Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Cook Councillor Nagy Councillor Pickles Councillor Robinson Mayor Ashe No Councillor Butt 6.Confirmation By-law By-law Number 7997/23 Councillor Brenner, seconded by Councillor Robinson moved for leave to introduce a By- law of the City of Pickering to confirm the proceedings of the Special Council Meeting of March 27, 2023. Carried 11.Adjournment Moved by Councillor Nagy Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 4:29 p.m. Dated this 27th of March, 2023. - 17 - Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Kevin Ashe, Mayor Susan Cassel, City Clerk - 18 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor S. Boyd -Fire Chief S. Douglas-Murray - Director, Community Services B. Duffield -Director, Operations R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk V. Plouffe -Division Head, Operations Services C, Rose -Chief Planner C.Addo-Bekoe -Manager, People and Culture J.Litoborski -(Acting) Manager, Municipal Law Enforcement Services D. Wylie -Manager, Zoning & Administration R. MacKay -Supervisor, Parking Enforcement R. Perera -Deputy Clerk S. Marsh -Senior Accounting Analyst, Internal Audit J. San Antonio -Senior Advisor, Diversity, Equity & Inclusion 1.Roll Call The City Clerk certified that all Members of Council were present and participating in- person. 2.Invocation Mayor Ashe called the meeting to order and led Council in the saying of the Invocation. - 19 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 2 3.Indigenous Land Acknowledgment Statement Mayor Ashe read the Indigenous Land Acknowledgment Statement. 6.Presentations 6.1 Joyce Marshall Re: Donation of Artifacts to Pickering Museum Village Mayor Ashe introduced Joyce Marshall and stated that she would be donating artifacts to the Pickering Museum Village with one artifact being displayed in the Mayor’s office. Joyce Marshall thanked Members of Council for providing her with the opportunity to present the artifacts. She spoke about her late husband, Noel C. Marshall’s contributions to the City as the first ever Deputy Clerk and the Town Manager and provided a brief overview of each artifact being donated to the City. 4.Disclosure of Interest No disclosures of interest were noted. 5.Adoption of Minutes Resolution #112/23 Moved by Councillor Pickles Seconded by Councillor Brenner Council Minutes, February 27, 2023 Executive Committee Minutes, March 6, 2023 Planning & Development Committee Minutes, March 6, 2023 Carried Resolution #113/23 Moved by Councillor Pickles Seconded by Councillor Brenner That the order of the agenda be changed to hear Items 11.1, Report FIN 07-23, and 11.2, Report CLK 04-23, immediately after Correspondence. - 20 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 3 Carried 7.Delegations 7.1 Derek Eckensviller, Pickering Resident Re: The City’s Use of Casino Revenues Derek Eckensviller withdrew their delegation and did not appear before Council 7.2 Derek Eckensviller, Pickering Resident Re: Concerns regarding Proposed Condominium Developments Derek Eckensviller withdrew their delegation and did not appear before Council 7.3 Brad Nazar, Pickering Resident Re: Report CLK 04-23 Establishment and Implementation of a Lobbyist Registry Brad Nazar, Pickering Resident, appeared before Council to speak to Report CLK 04-23. Mr. Nazar stated that the draft By-law was a well-rounded proposal and provided a number of suggested changes to the By-law including implementation of monetary penalties and a requirement to publicly report on granted exemptions and rationales for contraventions of the By-law. He stated that he had previously submitted a Freedom of Information request to the City to access the calendars of the Members of Council to view who Members were meeting with and spoke to the high cost for the records. Mr. Nazar noted that a lobbyist registry would remove this burden from the taxpayer as the information would now be publicly available. In conclusion, he asked Council to vote in favour of the staff recommendation with his suggested amendments. 8.Correspondence 8.1 Corr. 10-23 Mary Medeiros, Director, Legislative Services/City Clerk, City of Oshawa Re: Consulate General of Ukraine in Toronto Requesting Support for Ukraine’s Energy Infrastructure A brief question and answer period ensued between Members of Council and staff regarding: •where the funds for the donations would be sourced from; •whether there were any grants that could be used to fund the donation; and, - 21 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 4 •whether there were previous examples where the City had donated to a similar cause. Resolution #114/23 Moved by Councillor Butt Seconded by Councillor Brenner 1.That Corr. 10-23, from Mary Medeiros, Director, Legislative Services/City Clerk, City of Oshawa, dated March 7, 2023, regarding Consulate General of Ukraine in Toronto Requesting Support for Ukraine’s Energy Infrastructure, be received and endorsed; 2.That pre-budget approval be granted for this one-time funding of $10,000.00; and, 3.That Staff be directed to provide similar financial support on behalf of the City of Pickering. Carried 8.2 Corr. 11-23 Stephen Blais, Member of Provincial Parliament, Orléans Re: Bill 5, Stopping Harassment and Abuse by Local Leaders Act A brief discussion period ensued between Members of Council regarding: •the correspondence lacking a definition of harassment; •the bill permitting a Member of Council to lose their elected position on the grounds of harassment; and, •other complaint mechanisms available to the public and staff pertaining to a Members’ conduct. Resolution #115/23 Moved by Councillor Butt Seconded by Councillor Brenner That Corr. 11-23, from Stephen Blais, Member of Provincial Parliament, Orléans, dated March 20, 2023, regarding Bill 5, Stopping Harassment and Abuse by Local Leaders Act, be received and endorsed. Carried on a Recorded Vote as Follows: - 22 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 5 Yes Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No Councillor Robinson 8.3 Corr. 12-23 The Association of Municipalities of Ontario (AMO) Re: Housing and Homelessness Update Resolution #116/23 Moved by Councillor Butt Seconded by Councillor Brenner 1.That Corr. 12-23, from The Association of Municipalities of Ontario (AMO), dated March 20, 2023, regarding Housing and Homelessness Update be received, and, 2.That The Honourable Doug Ford, Premier of Ontario, be advised that the City of Pickering, at its meeting held on March 27, 2023 adopted the following: Whereas the homeless crisis is taking a devastating toll on families and communities, undermining a healthy and prosperous Ontario; And Whereas the homelessness crisis is the result of the underinvestment and poor policy choices of successive provincial governments; And W hereas homelessness requires a range of housing, social service and health solutions from government; And Whereas homelessness is felt most at the level of local government and the residents that they serve; And Whereas municipalities and District Social Administration Boards are doing their part, but do not have the resources, capacity or tools to address this complex challenge; and, - 23 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 6 And Whereas leadership and urgent action is needed from the provincial government on an emergency basis to develop, resource, and implement a comprehensive plan to prevent, reduce and ultimately end homelessness in Ontario. Now therefore be it resolved that The Corporation of the City of Pickering calls on the Provincial Government to urgently: a.Acknowledge that homelessness in Ontario is a social, economic, and health crisis; b.Commit to ending homelessness in Ontario; and, c.Work with AMO and a broad range of community, health, Indigenous and economic partners to develop, resource, and implement an action plan to achieve this goal; and, 3.That a copy of this motion be sent to the Honourable Steve Clark, Minister of Municipal Affairs and Housing, the Honourable Merrilee Fullerton, Minister of Children, Community and Social Services, the Honourable Sylvia Jones, Minister of Health, and the Association of Municipalities of Ontario. Carried 8.4 Corr. 13-23 Shelley Brown, Acting Clerk, Legal and Legislative Services, Town of Essex Re: Tax Classification of Short-Term Rental Units A brief discussion and question and answer period ensued between Members of Council and staff regarding: •the correspondence looking to place more financial responsibility on absentee homeowners renting their property for revenue; and, •how homeowners looking to temporarily place their homes as short-term rental units would be impacted. Resolution #117/23 Moved by Councillor Butt Seconded by Councillor Brenner - 24 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 7 1.That Corr. 13-23, from Shelley Brown, Acting Clerk, Legal and Legislative Services, Town of Essex, dated March 17, 2023, regarding Tax Classification of Short-Term Rental Units, be received and endorsed; and, 2.That a copy of this resolution be sent to the Honourable Doug Ford, Premier of Ontario, the Honourable Steve Clark, Minister of Municipal Affairs and Housing, and the Honourable Peter Bethlenfalvy, Minister of Finance. Carried 8.5 Corr. 14-23 Jaclyn San Antonio, Senior Advisor, Equity, Diversity & Inclusion, City of Pickering Re: Pickering Anti-Black Racism Taskforce -End of Term Recommendations -Covering Memorandum from City Staff Resolution #118/23 Moved by Councillor Butt Seconded by Councillor Brenner That Corr. 14-23, from Jaclyn San Antonio, Senior Advisor, Equity, Diversity & Inclusion, City of Pickering, dated March 22, 2023, regarding Pickering Anti-Black Racism Taskforce - End of Term Recommendations - Covering Memorandum from City Staff, be received for information. Carried 11.Reports – New and Unfinished Business 11.1 Director, Finance & Treasurer, Report FIN 07-23 2021 Year End Audit and Financial Statements (Final) Lilian Cheung, Partner, Deloitte, appeared before the Council to present the 2021 Year End Audit and Financial Statements. Ms. Cheung stated that the audit was conducted in accordance with the audit plan and that the plan was substantially completed. She spoke to the implementation of the SAP system and stated that there were no findings to report and that they were in a position to approve a clean audit. A brief question and answer period ensued between Members of Council and Ms. Cheung regarding confirmation that the software implementation had no issues. - 25 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 8 Resolution #119/23 Moved by Councillor Brenner Seconded by Councillor Cook 1.That the Report on the results of the 2021 Audit as submitted by Deloitte LLP be received for information; 2.That the 2021 draft Audited Consolidated Financial Statements for the City of Pickering be approved; and, 3.That Deloitte LLP be reappointed to provide external auditing services to the City of Pickering for a three year term. Carried 11.2 Director, Corporate Services & City Solicitor, Report CLK 04-23 Establishment and Implementation of a Lobbyist Registry Councillor Butt left the Council Chambers at 7:40 p.m. A question and answer period ensued between Members of Council, staff, Jeff Abrams, Co-Principal, Principles Integrity, regarding: •suggested amendments to the draft Lobbyist Registry By-law provided through written correspondence and delegate comments; •working with the Registry for a year, in the format presented by staff, to learn from experience, prior to considering any substantial changes; •clarification that the stakeholders who would provide feedback on the By- law would include Members of Council, the public, lobbyists, staff, and the Integrity Commissioner; •cost implications of implementing a lobbyist registry; and, •similarities between the frameworks of other Ontario municipalities who currently have lobbyist registries. Resolution #120/23 Moved by Councillor Brenner Seconded by Councillor Cook 1.That Report CLK 04-23 regarding the establishment and implementation of a Lobbyist Registry by received; - 26 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 9 2.That the draft By-law, included as Attachment #1 to CLK 04-23, be approved and enacted to implement a Lobbyist Registry; 3.That approval be granted to enter into a Single Source agreement with J- SAS Inc., operating as Lobby Registry, for services and software, to implement an on-line registry system in the amount of $5,000.00 (plus HST), and that such funds be included in the 2023 Budget for this purpose; 4.That the City Clerk be authorized to create forms and establish such procedures as are necessary pertaining to the maintenance and enforcement of the Lobbyist Registry, including a mechanism and framework for complaint protocols; and, 5.That the appropriate officials of the City of Pickering be authorized to take such actions as are necessary to give effect to the recommendations in this Report. Carried Unanimously on a Recorded Vote 9.Report EC 03-23 of the Executive Committee held on March 6, 2023 9.1 Director, Corporate Services & City Solicitor, Report BYL 02-23 Waterfront Permit Parking Review Council Decision: 1.That Report BYL 02-23 regarding the Waterfront Permit Parking Review be received; 2.That the streets outlined on the attached map (Attachment 1) be approved as the waterfront permit parking area effective May 1, 2023, and that Traffic and Parking By-law 6604/05 be amended accordingly; 3.That the waterfront permit parking hourly rate be changed from $5.00 to $2.50 per hour, Monday to Friday, 9:00 am to 5:00 pm, and that General Municipal Fee By-law 6191/03 be amended accordingly; 4.That, in addition to the two hour free parking already allowed in the Liverpool Road lay-by spaces, two hour free parking be allowed Monday to Friday from 9:00 am to 5:00 pm within the waterfront permit parking area except for Beachpoint Promenade, Front Street and the municipally operated waterfront parking lots; - 27 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 10 5.That Council direct staff to implement a free digital guest parking pass system for residents parking in the waterfront permit parking area; 6.That free resident waterfront parking permits issued after the date of this Report be valid for a period of two years; 7.That non-resident seniors, age 65 years and older, be permitted to park at no cost at the waterfront; 8.That Council direct staff to implement a physical free parking pass to be provided to resident seniors (age 65 years and older) who do not own or operate a vehicle, to allow them to be driven to the waterfront without incurring parking costs; 9.That pre-budget approval be provided in the amount of $15,000.00 plus applicable HST for the purchase and installation of a WiFi hub in each of the three municipally operated waterfront parking lots, to enable cellphone users without data plans to use the HotSpot Parking App to make parking payments, and this cost be included in the 2023 Budget for account 10425.502260.0000; 10. That pre-budget approval be provided in the amount of $17,000.00 plus applicable HST for the purchase and installation of additional signage, public engagement and communication campaign, programming costs, and for changes to the HotSpot App to implement the recommendations set out in this Report, and this cost be included in the 2023 Budget for account 10425.502260.0000; 11. That, as part of the public engagement and communication campaign, staff be directed to work with Nautical Village businesses to enable the businesses to assist their customers with registration for parking sessions; 12. That Council direct staff to conduct consultation with residents of Essa Crescent to determine if that street should be added to the waterfront permit parking area in the 2024 season and that staff report back to Council in Q1 2024; 13. That the draft amending By-laws (Attachments 2 and 3 to this Report) be enacted to give effect to Recommendations 3, 4, and 7 above; and, - 28 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 11 14. That the appropriate officials of the City of Pickering be authorized to take such actions as are necessary to give effect to the recommendations in this report. 9.2 Director, Corporate Services & City Solicitor, Report BYL 04-23 Noise Control By-law Review and Update Council Decision: 1.That Report BYL 04-23 regarding the Noise Control By-law review and update be received; 2.That staff be directed to proceed with public consultation to obtain feedback from residents regarding the City’s Noise Control By-law 6834/08 and the changes to it that are proposed in this Report; 3.That staff be directed to report back to Council in October, 2023 with the results of the public consultation and a draft new Noise Control By-law for Council’s consideration; 4.That notwithstanding Recommendation Item 3, that staff also report back to the May 1, 2023 Executive Committee Meeting with recommendations regarding short term enhancements to the Nuisance and Noise Control By- laws to address nuisance issues encountered in the City; and, 5.That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this Report. 9.3 Director, Engineering Services, Report ENG 02-23 Municipal Bridge Maximum Gross Vehicle Weight Restrictions -By-law to establish load limits for certain bridges under the jurisdiction of the City of Pickering Council Decision: 1.That the attached draft By-law limiting the gross vehicle weight of any vehicle or any class thereof, passing over certain bridges, under the jurisdiction of The Corporation of the City of Pickering be enacted; and, 2.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.4 Director, Finance & Treasurer, Report FIN 04-23 - 29 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 12 Statement of the Treasurer Respecting 2022 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Council Decision: It is recommended that Report FIN 04-23 regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2022 be received for information. 9.5 Fire Chief, Report FIR 01-23 Supply and Delivery of a Fire Pumper Rescue Replacement Proposal No. RFP2022-7 Council Decision: 1.That RFP No. RFP2022-7 submitted by Dependable Truck & Tank Limited for the supply and delivery of a Fire Pumper Rescue Apparatus in the amount of $1,262,486.00 plus HST be accepted; 2.That the total gross project cost of $1,550,909.00 (HST included) and the total net project cost of $1,396,642.00 (net of HST rebate) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $1,396,642.00 as follows: a)the sum of $1,200,000.00 from the previously approved 2022 Capital Budget be increased to $1,390,000.00, be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 15 years; b)the sum of $6,642.00 be funded from property taxes; c)the annual debenture repayment charges in the amount of approximately $156,493.00 be included in the annual Current Budget for the City of Pickering commencing 2023, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid; d)the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 4.That the draft By-law attached to this report be enacted; and, - 30 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 13 5.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.6 Director, Operations, Report OPS 04-23 Residential Sidewalk and Driveway Windrow Snow Clearing Review Council Decision: That Report OPS 04-23 regarding Residential Sidewalk and Driveway Windrow Snow Clearing Review be received for information. 9.7 Director, Operations, Report OPS 05-23 Quotation No. Q2022-35 -Supply and Delivery of Three ¾ Dump Trucks with Up-fitting Council Decision: 1.That Quotation No. Q2022-35 submitted by East Court Ford Lincoln, in the amount of $286,765.00 (HST excluded) be accepted; 2.That the total gross project cost of $324,044.54 (HST included), and the total net project cost of $291,812.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $291,812.00, the sum of $245,000.00 to be funded from the Vehicle Replacements Reserve as approved in the 2021 and 2022 Capital Budgets be increased to $291,812.00; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.8 Director, Operations, Report OPS 06-23 Supply & Delivery of Five 1 Ton Trucks -Quotation No. Q2022-34 Council Decision: 1.That Quotation No. Q2022-34 submitted by Blue Mountain Chrysler Ltd. In the amount of $555,397.00 (HST excluded) be accepted; 2.That the total gross project cost of $627,598.61 (HST included) and the total net project cost of $565,172.00 (net of HST rebate) be approved; - 31 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 14 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $565,172.00 as follows: a)The sum of $240,000.00 to be funded from DC – Other Services related to a Highway as approved in the 2021 Capital Budget be increased to $273,142.00; b)The sum of $230,000.00 to be funded from Vehicle Replacement Reserve Fund as approved in the 2021 Capital Budget be increased to $292,030.00; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 9.9 Director, Operations, Report OPS 07-23 Request to Single Source One 1 Ton Truck with Service Body Replacement Council Decision: 1.That, in accordance with Section 09.03 (g) of the Purchasing Policy wherein The Manager is authorized to make single or sole source purchases without competitive bids and enter into a contract if due to market conditions or unexpected circumstances, required goods or services are in short supply, the purchase of One 1 Ton Truck with Service Body Replacement for unit #795 (2014 Ford) submitted by Paramount Truck Sales in the amount of $177,300.00 (HST excluded), be accepted; 2.That the total gross quotation cost of $200,349.00 (HST included), and the total net project cost of $180,420.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $180,420.00, as provided for in the 2021 and 2022 Capital Budgets as follows: a)The sum of $175,000.00 to be funded from the Vehicle Replacement Reserve as approved in the 2021 and 2022 Capital Budgets be increased to $180,420.00; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 9.11 Director, City Development & CBO, Report SUS 02-23 City of Pickering Environmental Schools Grant - 32 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 15 -Results of the 2022 Funding Council Decision: That Report SUS 02-23 regarding the City of Pickering Environmental Schools Grant be received for information. 9.12 Director, City Development & CBO, Report SUS 03-23 Re-examination of Diabetes Canada Textile Drop Box Initiative -Council Resolution #223/20 Council Decision: 1.That Report SUS 03-23 regarding the Diabetes Canada Textile Drop Box Initiative be received; 2.That the City of Pickering does enter into a partnership agreement with Diabetes Canada for a Textile Drop Box Initiative and that staff be directed to draft a partnership agreement for Council’s consideration that includes: i.a one-year pilot project whereby Diabetes Canada Textile Drop Boxes will be installed on the following three City of Pickering properties: i) the southeast corner of the South Esplanade municipal parking lot; ii) the southwest side of the gravel arena parking lot at Chestnut Hill Developments Recreation Complex; and iii) Dunmoore Park; and, ii.that staff be directed to report back to Council in Q2 2024 with results of the pilot project and provide recommendations for next steps; 3.That staff be directed to develop and implement a community education and outreach program pertaining to textile diversion within the City of Pickering; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Resolution #121/23 Moved by Councillor Pickles Seconded by Councillor Cook That Report EC 03-23, save and except Item 9.10, Report PLN 07-23, of the Executive Committee Meeting held on March 6, 2023 be adopted. - 33 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 16 Carried 9.10 Director, City Development & CBO, Report PLN 07-23 Corporate GIS Strategic Plan A brief discussion period ensued between Members of Council regarding the GIS system’s ability to store resident data in a centralized location and concerns of the information being provided to higher levels of governments upon request. Resolution #122/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That the Corporate Geographic Information System (GIS) Strategic Plan prepared by Geographic Technologies Group (GTG) dated December 7, 2022, and provided as Appendix I to Report PLN 07-23, be endorsed in principle; and, 2.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No Councillor Robinson Note: Councillor Butt was absent at the time the vote was taken. 10.Report PD 03-23 of the Planning & Development Committee held on March 6, 2023 10.1 Director, City Development & CBO, Report PLN 05-23 Zoning By-law Amendment Application A 10/22 City Initiated 2570 Tillings Road Council Decision: - 34 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 17 That Zoning By-law Amendment Application A 10/22, initiated by the City of Pickering, to rezone the lands at 2570 Tillings Road to permit a public elementary school and a public park, be approved, and that the draft Zoning By-law Amendment, as set out in Appendix I to Report PLN 05-23, be finalized and forwarded to Council for enactment. 10.2 Director, City Development & CBO, Report PLN 06-23 Official Plan Amendment OPA 20-008/P Zoning By-law Amendment Application A 13/20 Brock and Kingston Holdings Inc. 1970 Brock Road Council Decision: 1.That Official Plan Amendment Application OPA 20-008/P, submitted by Brock and Kingston Holdings Inc., to add a site-specific policy for the lands located at the northwest corner of Brock Road and Kingston Road, to permit a minimum net residential density of over 80 units per hectare and no maximum density, and increase the maximum permitted Floor Space Index (FSI) to 4.4 to facilitate a high-density, mixed-use development, be approved, and that the draft by-law to adopt Amendment 47 to the Pickering Official Plan, as set out in Appendix I to Report PLN 06-23, be finalized and forwarded to Council for enactment; and, 2.That Zoning By-law Amendment Application A 13/20, submitted by Brock and Kingston Holdings Inc., to permit a high-density, mixed-use development consisting of a 30 and 12-storey building connected by a 6- storey podium containing a total of 623 residential units; 52, 4-storey stacked townhouse units, and approximately 1,800 square metres of commercial space at grade, located at the northwest corner of Brock Road and Kingston Road, be approved, and that the draft Zoning By-law Amendment, as set out in Appendix II to Report PLN 06-23, be finalized and forwarded to Council for enactment. Resolution #123/23 Moved by Councillor Pickles Seconded by Councillor Cook That Report PD 03-23 of the Planning & Development Committee Meeting held on March 6, 2023 be adopted. Carried - 35 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 18 11.Reports – New and Unfinished Business 11.3 Chief Administrative Officer, Report CAO 06-23 Municipal Accommodation Tax Program Resolution #124/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That Council approves, in principle, the inclusion of the Municipal Accommodation Tax Program for the 2023 Budget for financial planning purposes; 2.That the appropriate City of Pickering staff report back to Council with a proposed Municipal Accommodation Tax implementation plan and associated By-law; and, 3.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 11.4 Director, Corporate Services & City Solicitor, Report CLK 03-23 Committees and Taskforces of Council -ADM 040 Policy Update -Terms of Reference Updates Resolution #125/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That Report CLK 03-23 pertaining to Committees and Taskforces of Council be received; 2.That amendments to Policy ADM 040, included as Attachment #1 to CLK 03-23, be approved; 3.That the Site Plan Advisory Committee be remodeled and named the “Site Plan Review Panel” and the current Members of the Site Plan Advisory Committee be appointed to the Site Plan Review Panel; - 36 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 19 4.That the attached draft By-law to establish an honorarium for Members of the Committee of Adjustment be enacted; 5.That a stipend of $50.00 per meeting be implemented for the Vehicle for Hire Committee to bring the Committee in line with all other City of Pickering quasi-judicial bodies that receive stipends; 6.That the list of Committees and Taskforce, and their respective Terms of Reference, included as Attachment #3 and #4 to CLK 03-23, be approved; and, 7.That the appropriate City of Pickering officials be authorized to take such actions as are necessary to give effect to the recommendations in this Report. Carried 11.5 Director, Community Services, Report CS 06-23 Millennium Square Events Resolution #126/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That Report CS 06-23, regarding Millennium Square Events, be received for information; 2.That staff be directed to implement the Fall Fling event as outlined in this report and that the Director, Finance & Treasurer be authorized to include the gross cost of Fall Fling in the amount of $17,600 in the 2023 Current Budget; 3.That staff be directed to implement the Winter Wonderland event as outlined in this report and that the Director, Finance & Treasurer be authorized to include the gross cost of Winter Wonderland in the amount $45,200 in the 2023 Current Budget; and, 4.That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried - 37 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 20 11.6 Director, Community Services, Report CS 07-23 Community Safety and Well-Being Advisory Committee -Terms of Reference Resolution #127/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That the Community Safety and Well-Being Advisory Committee be established and the Terms of Reference as set out in Attachment #1 to CS 07-23 be approved; and, 2.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried Later in the Meeting (See Following Motion) Resolution #128/23 Moved by Councillor Brenner Seconded by Councillor Cook That Item 1 of the main motion be amended to read as follows: That the Community Safety and Well-Being Advisory Committee be established and the Terms of Reference as set out in Attachment #1 to CS 07-23 be approved, save and except that that the Youth Member age be changed from 13- 19 years old to 18-25 years old, under the Composition section of the Terms of Reference. Carried The Main Motion, as Amended, was then Carried 11.7 Director, Community Services, Report CS 08-23 Pickering Community Parades Resolution #129/23 Moved by Councillor Pickles Seconded by Councillor Cook - 38 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 21 1.That report CS 08-23 be received for information; 2.That staff be directed to coordinate and implement the 2023 Santa Claus Parade as outlined in this report; 3.That the Director, Finance & Treasurer be authorized to include the gross cost of the Santa Claus Parade in the amount of $74,100.00 in the 2023 Current Budget; 4.That staff be directed to coordinate and implement the 2024 Easter Parade as outlined in this report; 5.That staff begin preparations for a 2024 Easter Parade in the fall of 2023 and that the gross cost of the 2024 Easter Parade in the amount of $47,100.00 be included in the 2024 Current Budget for Council consideration; and, 6.That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 11.8 Director, Economic Development & Strategic Projects, Report ECD 03-23 Local & Small Business Advisory Committee Resolution #130/23 Moved by Councillor Pickles Seconded by Councillor Cook That Report Number ECD 03-23, regarding the proposed Local & Small Business Advisory Committee, be received for information. Carried 11.9 Director, Engineering Services, Report ENG 03-23 Waterfront Visionary Advisory Committee Resolution #131/23 Moved by Councillor Pickles Seconded by Councillor Cook - 39 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 22 1.That the Waterfront Visionary Advisory Committee be established and the Terms of Reference as set out in Attachment #2 to ENG 03-23 be approved; and, 2.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 11.10 Fire Chief, Report FIR 02-23 Supply & Delivery of Harris Portable Radios & Associated Equipment -Quotation No. RFQQ2023-2 Resolution #132/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That Quotation No. RFQQ2023-2, Supply & Delivery of Harris Portable Radios & Associated Equipment, submitted by Williams Communications Services in the amount of $394,770.00 (plus HST) be accepted; 2.That the total gross project cost of $446,090.00 (HST included) and the total net project cost of $401,718.00 (net of HST rebate) for the Supply & Delivery of Harris Portable Radios & Associated Equipment be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the net project costs of $401,718.00 as follows: a)the sum of $400,000.00 to be funded by a 5-year internal loan as pre- approved for the 2023 Capital Budget; b)the residual sum of $1,718.00 to be funded from property taxes; c)the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried - 40 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 23 11.11 Fire Chief, Report FIR 03-23 2023 Pre-Budget Approval: Installation of Hopes Cradle in Fire Station # 2 -Gems for Gems, March 6, 2023 Executive Committee Meeting, Item 5.1, Delegate 3.2 Councillor Butt returned to the meeting at 7:51 p.m. A discussion and question and answer period ensued between Members of Council and staff regarding: •concerns pertaining to a lack of need for the program in Durham Region and statistics pertaining to the program being based on data from the US and India; •concerns that the program would negate parental and guardian rights; •the need for public consultation on the program; •the program benefiting those mothers who may be in psychological distress; and, •ensuring that staff seek input from the appropriate parties such as the Region’s Social and Health services departments during implementation of the program. Resolution #133/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That Report FIR 03-23 regarding the installation of a Hopes Cradle safe infant surrender shelter be received; 2.That 2023 Capital pre-budget be established for the estimated installation costs of the Hopes Cradle in the amount of $25,000.00 (net of HST rebate) to be funded from the Casino Reserve; 3.That the ongoing remote monitoring costs of $30.00 (HST excluded) per month be included in the annual Current Budget; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Butt No Councillor Robinson - 41 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 24 Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe 11.12 Director, Corporate Services & City Solicitor, Report LEG 04-23 Regulation of Short Term Rentals Resolution #134/23 Moved by Councillor Pickles Seconded by Councillor Cook That Report LEG 04-23 regarding the regulation of short term rentals be received for information. Carried 11.13 Director, Corporate Services & City Solicitor, Report LEG 05-23 2023 Pre-Budget Approval: Information Technology Capability Study Resolution #135/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That Proposal No. RFP2022-5, for Consulting Services for an Information Technology Capability Study submitted by KPMG LLP, in the amount of $65,800.00 (excluding HST) be accepted; 2.That the total net project cost of $66,958.00 (net of HST rebate) be approved; 3.That Council provide pre-budget approval and authorize the Director, Finance & Treasurer to finance the net project cost of $66,958.00 from the Rate Stabilization Reserve; and, 4.That the appropriate officials of the City of Pickering be authorized to take such actions as are necessary to give effect to this Report. Carried 11.14 Director, Operations, Report OPS 02-23 - 42 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 25 Emergency Structural Repairs at Dunbarton Indoor Pool Resolution #136/23 Moved by Councillor Pickles Seconded by Councillor Cook That Report OPS 02-23 regarding Emergency Structural Repairs at Dunbarton Indoor Pool be received for information only, in accordance with Section 12 of the Purchasing Policy (PUR010). Carried 11.15 Director, Operations, Report OPS 08-23 Don Beer Arena Capital Project Pre-Budget Approvals Resolution #137/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That Report OPS 08-23 regarding Don Beer Arena Capital Project Pre- Budget Approvals be received; 2.That pre 2023 Capital Budget be established for Structural Repairs in Rink 3 at Don Beer Arena, in the amount of $120,000.00 (net HST rebate), be approved; 3.That pre 2023 Capital Budget be established for Rink 1 and 2 Refrigeration Plant lifecycle equipment replacement at Don Beer Arena, in the amount of $143,000.00 (net HST rebate), be approved; 4.That the Director, Finance & Treasurer be authorized to finance the project budget of $120,000.00 (net HST rebate) by a transfer from the Don Beer Arena Reserve; 5.That the Director, Finance & Treasurer be authorized to finance the project budget of $143,000.00 (net HST rebate) from Federal Gas Tax; and, 6.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried - 43 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 26 11.16 Director, Operations, Report OPS 09-23 T2023-2 Various Parks Pathway Reconstruction -Mitchell Park, South Pine Creek Ravine Park, Bay Ridges Kinsmen Park Resolution #138/23 Moved by Councillor Pickles Seconded by Councillor Cook 1.That Report OPS 09-23 regarding Various Parks Pathway Reconstruction at Mitchell Park, South Pine Creek Ravine Park, and Bay Ridges Kinsmen Park be received; 2.That the total gross project cost of $359,487.00 (HST included), including the amount of the tender, contingency, consulting and other associated costs, and the total net project cost of $323,729.00 (net of HST rebate), be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $323,729.00 as approved in the 2020-2022 Capital Budgets as follows: a)The sum of $139,436.00 from Property Taxes as approved in the 2020 Capital Budget; b)The sum of $100,000.00 from the Rate Stabilization Reserve as approved in the 2021 Capital Budget; c)The sum of $84,293.00 from the Federal Gas Tax Reserve Fund as approved in the 2022 Capital Budget; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried 11.17 Director, Operations, Report OPS 10-23 Additional Costs for Tillings Yard Remediation Resolution #139/23 Moved by Councillor Pickles - 44 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 27 Seconded by Councillor Cook 1.That Report OPS 10-23 regarding additional costs for the Tillings Yard Remediation project be received; 2.That the total net project cost increase from $3,200,000.00 (net of HST) to $3,448,186.00 net of HST be approved; 3.That Director, Finance & Treasurer be authorized to finance the additional costs referenced in Recommendation 2 in the amount of $248,186.00 (net of HST) by a transfer from the Operations Centre Reserve Fund; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried 12.Motions and Notice of Motions 12.1 Enhancements to Seniors and Persons with Disabilities Snow Clearing Program A question and answer period ensued between Members of Council and staff regarding: •the motion looking to address the needs of seniors and persons with disabilities; •where the subsidy component would be sourced from and the subsidy component being 40% of the cost; •the communication strategy that would be used for the program; •whether the income levels were based on provincial or federal eligibility levels and whether the rates would increase as the old age security levels increase; and, •reporting back to Council on how the program is working after the first year. Resolution #140/23 Moved by Councillor Brenner Seconded by Councillor Robinson WHEREAS, the City of Pickering provides a Seniors & Persons with Disabilities Snow Clearing Program that operates from November 1st to April 30th of each year; - 45 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 28 And Whereas, this program currently accommodates 500 qualified (applicants) households, including those residing in hamlets of Brougham, Claremont, Greenwood and Whitevale; And W hereas, for the 2022-2023 season approximately 400 applicants have registered; And W hereas, the current Seniors & Persons with Disabilities Snow Clearing Program set an income cap of $139,674.00 (applicant), in excess of the approximate average Pickering income of $99,700.00, in an effort to allow for more participation; And W hereas, the current Seniors & Persons with Disabilities a Snow Clearing Program is $0.00 for qualified applicants in receipt of Guaranteed Annual Income Supplement (GAINS); And W hereas, continued trends recognize that Pickering will continue to see an increase of population growth of Seniors who desire to remain independent in their homes; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering directs through the Office of the CAO, an amendment to the City’s Seniors & Persons with Disabilities Snow Clearing Program to include: 1.An increase to the registration capacity from 500 to 750 annually; 2.An increase in registration fees as per the following: i.Net Income – less than $83,723.00 from $69.91 plus HST to $106.20 plus HST; ii.Net Income – between $83,723.00 and $139,674.00 from $106.19 plus HST to $154.87 plus HST; iii.Net Income – between $139,674.00 - $199,900.00 registration fee $200 plus HST; 3.Enhanced promotions, targeted to seniors and persons with disabilities and their families, regarding the City’s Seniors & Persons with Disabilities Snow Clearing Program; 4.That these amendments be in effect for the 2023-2024 winter control season; and, - 46 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 29 5.That sufficient funds to support the amended Seniors & Persons with Disabilities Snow Clearing Program be reflected in the draft 2023 Current Budget for Council approval in April 2023. Carried Unanimously on a Recorded Vote 12.2 Motion to Support the Earthquake Victims of Turkey and Syria A brief discussion ensued between Members of Council regarding the number of people and the amount of infrastructure impacted by the earthquake. Resolution #141/23 Moved by Councillor Butt Seconded by Councillor Pickles WHEREAS, on February 6, 2023, at 04:17 TRT, a M 7.8 earthquake struck southern and central Turkey and northern and western Syria, followed by a M 7.7 earthquake at 13:24 TRT the same day, with an epicenter 37 km (23 mi) west– northwest of Gaziantep, causing widespread damage in an area of about 140,000Sq Miles (approximately the size of Germany); And Whereas, as of March 20, 2023, more than 57,300 deaths were confirmed, with more than 50,000 in Turkey and more than 7,200 in Syria, leaving more than 1.5 million people homeless; And W hereas, the Red Cross/Red Crescent is working to deliver emergency relief and to get help to those impacted by the earthquakes as quickly as possible, and is delivering aid on an ongoing basis; Now therefore be it resolved that: 1.The Council of The Corporation of the City of Pickering donate ten thousand dollars ($10,000) to the Canadian Red Cross for their efforts to deliver ongoing recovery efforts, and resiliency and preparedness activities in areas impacted by the earthquake; 2.That the Mayor, Members of Council and the Economic Development staff reach out to local businesses in the City of Pickering and other partners to make them aware of the great need for help in impacted areas, and to make them aware of the agencies in need of support to provide that help; and, - 47 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 30 3.That a copy of this resolution be sent to the Councils of the Region of Durham, Ajax, Brock, Clarington, Oshawa, Scugog, Uxbridge and Whitby for their consideration of similar support. Carried 12.3 Interim Youth/Community Program Locations Seaton A brief discussion ensued between Members of Council regarding the intention of the motion being to provide opportunities to operate City programming in commercial/retail spaces until such time the construction of City facilities in those areas was complete. Resolution #142/23 Moved by Councillor Pickles Seconded by Councillor Butt WHEREAS, the new recreation complex and library in Seaton will not be constructed/open for City programming for a number of years; And Whereas, Seaton has a growing and young population that would not have a local/convenient location to access important City programming, particularly youth and senior programs, until the completion of City facilities, such as a recreation complex or library; And Whereas, local neighbourhood commercial/retail plazas are likely to be completed earlier than the City facilities and potentially provide opportunities for interim locations for the delivery of City programming; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering directs City staff through the Office of the CAO to explore opportunities with the commercial/retail plazas and developers/owners, for the interim use of commercial/retail spaces for delivery of City recreation and leisure programming, and that City staff report back to Council with opportunities and recommendations by the end of second quarter 2023. Carried 12.4 Enhanced Blue Box and Green Bin Availability A brief discussion between Members of Council ensued regarding City staff collaborating with Regional staff on implementing a solution for a blue box and - 48 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 31 green bin exchange program that would provide convenient and reasonable options for Pickering residents. Resolution #143/23 Moved by Councillor Pickles Seconded by Councillor Butt WHEREAS, the current closest blue and green bin exchange/purchase location is the Durham Region Depot in Whitby; And Whereas, the blue and green bin exchange in Pickering has been limited to the compost pick up day at the Chestnut Hill Development Recreation Complex; And Whereas, Pickering residents have expressed that more convenient arrangements for blue and green bin exchange/purchase would be desirable; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering directs City staff through the Office of the CAO to: 1.Further work with the Region of Durham Waste Management staff to explore opportunities for more local and convenient locations for Pickering residents to have access to the blue and green bin replacements; 2.That staff consider options that include but are not limited to the following: i.introducing local pick up location(s) such as a Region or City facility, ii.coordinate with City/community events, such as compost giveaway, Artfest, etc., iii.use of 311 to arrange drop off, and, iv.arrangements with commercial/retail partners; 3.That staff report back to Council by end of second quarter 2023; 4.That this motion be forwarded to the Commissioner of Works, Region of Durham. Carried 12.5 Tree Protection Private Property - 49 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 32 Marisa Carpino, Chief Administrative Officer, noted that a Memorandum was distributed to Members of Council last Friday and stated that three of the four operative clauses of the motion were currently being addressed by staff with staff reporting back to Council in the fall of 2023. A brief discussion ensued between Members of Council regarding concerns that the motion was reiterating the prior direction of City Council to staff, and the ability to work with staff on the initiative that was already underway in their work plan. Resolution #144/23 Moved by Councillor Robinson Seconded by Councillor Brenner WHEREAS, the August 2020 SGL report “Infill and Replacement Housing In Established Neighbourhoods Study” identified the need for additional tools to manage change related to infill and replacement housing in established neighbbourhoods; And W hereas, the study identified as a major concern, loss of mature trees and landscaped open space; And W hereas, the current tree protection by-law protects and regulates trees only to the extent that it applies to trees within certain identified “environmentally sensitive” areas of the City; And W hereas, a tree by-law on private property would assist in addressing and protecting our tree canopy by implementing regulations to protect trees where possible and require the replacement of trees where appropriate to ensure a healthy and perpetual tree canopy within established neighbourhoods and can be applied to all communities; And W hereas, this updated tool would provide the City with a more effective way to regulate tree removal and tree protection on private property during construction of either infill and replacement housing, additions to existing houses, construction of secondary structures, or new development or plans of subdivisions; And W hereas, an updated tree protection by-law would affect all trees of a certain diameter on all private property; - 50 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 33 And Whereas, a driveway width by-law would apply to the portion of the driveway on private property; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering directs through the Office of the CAO to: 1.Prepare a draft by-law that would regulate tree removal of a defined diameter on private property including infill development, replacement housing, additions to existing houses, construction of secondary structures, and draft plans of subdivision similar to the City of Toronto; 2.Prepare a draft by-law to protect trees from injury on private property during construction; 3.Develop a work plan to consult/engage community stakeholders, and includes the creation of an Urban Forest Master Plan modeled after the City of Brampton; 4.Prepare a draft by-law for the maximum driveway entrance/width and hard surfacing allowable on residential properties similar to the City of North York; and, 5.Report back to The Executive Committee of Council with the draft by-law on the work plan no later than the June 2023 Executive Meeting. Note: The disposition of this matter was determined through the following referral motion: Resolution #145/23 Moved by Councillor Pickles Seconded by Councillor Cook That Item 12.5, a motion pertaining to Tree Protection Private Property, be referred to Staff to consider and incorporate into the existing work plan. Carried 13.By-laws 13.1 By-law 7998/23 - 51 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 34 Being a by-law to amend By-law 6604/05, as amended, 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. 13.2 By-law 7999/23 Being a by-law to limit the gross vehicle weight of any vehicle or any class thereof passing over a bridge under the jurisdiction of the Corporation of the City of Pickering pursuant to the Highway Traffic Act, R.S.O. 1990, c.H.8, as amended. 13.3 By-law 8000/23 Being a by-law to authorize the Supply and Delivery of a Fire Pumper Rescue Replacement project in the City of Pickering and the issuance of debentures in the amount of $1,390,000.00. 13.4 By-law 8001/23 Being a by-law to amend Restricted Area (Zoning) By-law 3037, as amended by By-law 6577/05, to implement the Official Plan of the City of Pickering, Region of Durham, being Part Lot 20, Concession 3 S, Now Part 2, 40R-2208, and Parts 1 and 2, 40R-9418, City of Pickering (A 10/22) (2570 Tillings Rd.) 13.5 By-law 8002/23 Being a By-law to adopt Amendment 47 to the Official Plan for the City of Pickering (OPA 20-008/P) (1970 Brock Rd.) 13.6 By-law 8003/23 Being a by-law to establish and maintain a Lobbyist Registry for The Corporation of the City of Pickering. 13.7 By-law 8004/23 Being a By-law to establish an honorarium for Members of the Committee of Adjustment. 13.8 By-law 8005/23 Being a by-law to amend By-law No. 6191/03 and 7362/14 to confirm General Municipal Fees. - 52 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 35 13.9 By-law 8006/23 Being a By-law to amend Restricted Area (Zoning) By-law 3036, as amended, to implement the Official Plan of the City of Pickering, Region of Durham, Part of Lot 18, Concession 1 North, Now Part 1, 40R-8663, City of Pickering (A 13/20). (1970 Brock Rd) Resolution #146/23 Moved by Councillor Butt Seconded by Councillor Pickles That By-law Numbers 7998/23 through 8006/23 be approved. Carried 14.Confidential Council – Public Report Mayor Ashe stated that prior to the Regular Council Meeting, an In-camera session was held at 6:30 p.m. in accordance with the provisions of the Municipal Act and Procedure By-law 7926/22 to consider personal matters pertaining to identifiable individuals as it pertains to citizen appointments to the Pickering Anti-Black Racism Taskforce. 14.1 Citizen Appointments to the Pickering Anti-Black Racism Taskforce Resolution #147/23 Moved by Councillor Butt Seconded by Councillor Nagy That the following citizens be appointed to the Pickering Anti-Black Racism Taskforce (PABRT) for a term ending February 28, 2027, or until a successor is appointed: CC Canzius Denise David Donovan Dill Zakkiyya Donaldson Andrew Fraser Odessa Grignon Kenisha Hanson Bethina Loiseau - 53 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 36 Paul Martin Sharleen Mascoll Keisha Petrolo Chantelle Russell Veronica Shaw Karleen Smith Carried 15.Other Business 15.1 Councillor Nagy stated that she would be withdrawing the Notice of Motion previously provided regarding a vacant lot tax in order to draft a comprehensive motion to effectively represent resident needs. 15.2 Councillor Cook stated that she would be withdrawing the Notice of Motion previously provided regarding an outdoor year-round racquet sports facility in order to work with staff on work that was already underway. 16.Confirmation By-law By-law Number 8007/23 Councillor Nagy, seconded by Councillor Butt moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of March 27, 2023. Carried 17.Adjournment Moved by Councillor Butt Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 8:29 pm. Dated this 28th of March, 2023. - 54 - Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00pm 37 Kevin Ashe, Mayor Susan Cassel, City Clerk - 55 - Executive Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 1 Present: Councillors: M.Brenner S.Butt L. Cook M.Nagy D. Pickles L. Robinson Absent: Mayor Kevin Ashe Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor S. Boyd -Fire Chief S.Douglas-Murray - Director, Community Services B. Duffield -Director, Operations J. Eddy -Director, Human Resources R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk C. Rose -Chief Planner C. Whitaker -Manager, Sustainability & Strategic Environmental Initiatives R. Perera -Deputy Clerk M. Edmond -Coordinator, Sustainability 1.Roll Call The City Clerk certified that all Members of Council were present and participating in- person, save and except Mayor Ashe. 2.Disclosure of Interest No disclosures of interest were noted. 3.Delegations - 56 - Executive Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 2 4.Matters for Consideration 4.1 Director, Community Services, Report CS 10-23 Don Beer Arena Parking Lot -Licence Renewal Agreement Recommendation: Moved by Councillor Robinson Seconded by Councillor Cook 1.That Report CS 10-23 regarding Don Beer Arena Parking Lot License Renewal Agreement be received; 2.That the Mayor and City Clerk be authorized to execute a licence renewal agreement with the Minister of Infrastructure – Ontario Infrastructure and Lands Corporation set out in Attachment 1 for a further five year term, retroactive from March 1, 2022 to February 27, 2027, subject to revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.2 Director, Operations, Report OPS 11-23 The Liverpool Road Limited Partnership Lease Agreement Renewal Recommendation: Moved by Councillor Robinson Seconded by Councillor Cook 1.That Report OPS 11-23 regarding the Liverpool Road Limited Partnership Lease Agreement Renewal be received; 2.That the Mayor and the City Clerk be authorized to execute the Lease Agreement for the for use of privately owned lands at 640 Liverpool Road and 609 Annland Street as a public parking lot, as set out in Attachment 1 to this Report, subject to the minor revisions agreeable to the Director, Operations and the Director, Corporate Services & City Solicitor; and, - 57 - Executive Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 3 3.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried 4.3 Director, City Development & CBO, Report SUS 04-23 2022 Sustainable Pickering Year-in-Review A discussion and question and answer period ensued between Members of Council and staff regarding: •whether staff were reviewing additional opportunities to expand the community garden program; •whether the City was pursuing new sponsors for the butterfly program to incorporate the butterfly program into existing parks in Pickering and new parks in the Seaton area; •exploring opportunities to include community gardens as a mandatory component of new subdivisions and including urban farming as a component of community gardening; •urban farming being a component of a residential community which does not always result in selling of produce; and, •the community garden located inside the Flemingdon Park in Toronto being an example of urban farming within a community garden. Recommendation: Moved by Councillor Robinson Seconded by Councillor Cook That Report SUS 04-23, regarding the release of the 2022 Sustainable Pickering Year-in-Review, be received for information. Carried 5.Other Business 5.1 Councillor Nagy gave Notice of Motion that she would be bringing forward to endorse herself as a candidate for the Federation of Canadian Municipalities (FCM) Board of Directors. 6.Adjournment Moved by Councillor Robinson - 58 - Executive Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 4 Seconded by Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 2:17 p.m. - 59 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO S. Boyd -Fire Chief P. Bigioni -Director, Corporate Services & City Solicitor S. Cassel -City Clerk C. Rose -Chief Planner D. Jacobs -Manager, Policy & Geomatics N. Surti -Manager, Development Review & Urban Design R. Perera -Deputy Clerk C. Morrison -Principal Planner, Development Review P.Wirch -Principal Planner, Policy L.Crawford -Planner II 1.Roll Call The City Clerk certified that all Members of Council were present and participating in- person. 2.Disclosure of Interest No disclosures of interest were noted. Moved by Councillor Pickles Seconded by Councillor Butt That the order of the agenda be changed to bring forward Item 5.3, Report PLN 10-23, as the first item of business under section 5, Planning & Development Reports, of the agenda. - 60 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 2 Carried 3.Statutory Public Meetings Councillor Cook, Chair, gave an outline of the requirements for a Statutory Public Meeting under the Planning Act. She outlined the notification process procedures and also noted that if a person or public body does not make oral or written submissions to the City before the By-law is passed, that person or public body are not entitled to appeal the decision of City Council to the Ontario Land Tribunal (OLT), and may not be entitled to be added as a party to the hearing unless, in the opinion of OLT, there are reasonable grounds to do so. Catherine Rose, Chief Planner, appeared before the Committee to act as facilitator for the Statutory Public Meeting portion of the meeting, explaining the process for discussion purposes as well as the order of speakers. 3.1 Information Report No. 03-23 Zoning By-law Amendment Application A 08/22 Draft Plan of Subdivision SP-2022-03 Draft Plan of Condominium CP-2022-04 The Brock Zents Partnership Southwest corner of Brock Road and Zents Drive (2660, 2670 & 2680 Brock Road) A statutory public meeting was held under the Planning Act, for the purpose of informing the public with respect to the above-noted application. Cody Morrison, Principal Planner, Development Review, appeared before the Committee to speak to Zoning By-law Amendment Application A 08/22. Through the aid of a PowerPoint presentation, Mr. Morrison outlined the subject lands and stated that the application intended to facilitate a residential condominium development. He further discussed details of the development proposal, planning policy framework, public and city staff comments, and next steps in the application process. Adam Layton, Principal, Evans Planning, appeared before the Committee to speak to Zoning By-law Amendment Application A 08/22. Through the aid of a PDF presentation, Mr. Layton stated that discussions were ongoing with Infrastructure Ontario to acquire lands near the subject lands to complete the extension of Four Seasons Lane. He further discussed the details of the proposed site plan, parking allocations, and amenity spacing that would be included in the proposal. - 61 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 3 A question and answer period ensued between Members of the Committee, staff, and Mr. Layton, regarding: •how the proposal would incorporate affordable housing and ensuring that the application was measured for affordability; •creating distinction between the units included in the proposed development; •whether the applicant would be willing to enter into a construction management plan to mitigate adverse impacts of construction to the community; •whether the applicant was making progress to ensure that the lands would be acquired from Infrastructure Ontario; •the number of units and parking spaces included in the proposal; •whether the parking garages for the units would accommodate larger vehicles such as caravans and space for bicycle racks; •whether the units would be constructed in phases; •details regarding the amenity spaces included in the proposal; and, •whether the residents would have access to the woodland area. 4.Delegations 4.1 Dana Anderson, Partner, MHBC Planning Kathryn Bell, Architect, Kohn Partnership Architects Inc. Sean Lawrence, Partner, Kohn Partnership Architects Inc. Alison Lin, Landowner Michael Linton, Associate Crozier Consulting Engineers Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Dana Anderson, Partner, MHBC Planning, appeared before the Committee to speak to Report PLN 10-23. Through the aid of a PowerPoint presentation, Ms. Anderson discussed the subject lands, history of the development application and stated that both technical and community comments had been addressed. She further stated that the traffic impacts from the proposed development were minor in relation to the existing traffic conditions in the subject area. In concluding, she noted that she concurred with the staff recommendation and that the application was in conformity with all policy frameworks. - 62 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 4 A question and answer period ensued between Members of the Committee and Ms. Anderson regarding: •summary of the prior proposal for the subject lands and whether the initial proposal was consistent with the existing neighborhood character; •clarification that there was no direct access to the proposed development from Brock Road; and, •clarification that the applicant’s traffic study concluded that full signalization at Usman Road and Brock Road was not needed. It was the consensus of Committee to take a short recess. Committee recessed at 7:51 p.m. and reconvened at 8:09 p.m. Upon reconvening, the question and answer period continues between Members of the Committee and Ms. Anderson regarding: •the number of stories included in the tower; •whether the delegate was familiar with the Kingston Road intensification plan; •whether the applicant was receptive to reducing the height of the proposed tower; •the number of units included in the previous development proposal that was submitted in 2010 for the subject lands; •whether there was consultation with the community on the proposed development; and, •when the traffic studies for the proposed development were completed. 4.2 Shafiq Patel, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Shafiq Patel, Pickering Resident, appeared before the Committee to speak to Report PLN 10-23. Through the aid of a PDF presentation, Mr. Patel spoke to the traffic concerns in the subject area stating that drivers were forced to take illegal U-turns at Usman Road in order to bypass the traffic delays. He stated that cars were also constantly parked on Usman Road daily due to the events being held at the Community Centre. He stated that the traffic impact study undertaken by the applicant fails to recognize that most commuters use Usman Road South to exist the neighbourhood and to access the retail stores located on the south side of the - 63 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 5 proposed development. He advised that the study should be based on facts rather than hypothetical scenarios and spoke of comments from Durham Region indicating illegal U-turns on Brock Road and the risks of collision. He spoke of the importance of building right the first time and displayed photos of sidewalks on Usman Road illustrating vehicles butting into the sidewalk due to the lack of space in the designated parking spots. He spoke of the high property taxes currently being paid by area residents and discussed safety concerns for the residents. A question and answer period ensued between Members of the Committee and Mr. Patel regarding: •whether transport trucks usually traveled through the neighbourhood; •the time of day the photos included in his presentation were taken; •how often community events occurred in the community centre and the number of times prayers occurred in the Pickering Islamic Centre; and, •whether the delegate felt that his family could safely evacuate the area if an emergency situation arose. 4.3 Muhammad Naeem, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Muhammad Naeem, Pickering Resident, appeared before the Committee to speak to Report PLN 10-23. Through the aid of a PowerPoint presentation, Mr. Naeem described the entrance and exit points to the neighbourhood, adding that the entrance for the Pickering Islamic Centre was also located on Usman Road and that Usman Road was used by both visitors to the Pickering Islamic Centre, the existing residents, and the future residents of the proposed development. He stated the only intersection where residents can cross the road was at Brock Road and Usman Road, and that the illegal U-turns were frequent at the intersection and displayed a video of an illegal U-turn being made at the intersection. In concluding his delegation, he noted that traffic was high in the area leading to delays in accessing Brock Road and stated that the proposed development could invite approximately 500 cars to the neighbourhood which would only heighten the current traffic concerns. 4.4 Samiha Arshad, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 - 64 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 6 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Samiha Arshad, Pickering Resident, appeared before the Committee to speak to Report PLN 10-23. Ms. Arshad spoke to traffic concerns in the neighbourhood adding that it was stressful to leave her home or load her children into her car with constant moving traffic on her road. She further added that due to the traffic congestion, she avoided leaving her home on Fridays. She noted that the applicant had not contacted the community since the initial public consultation and that she was not aware that the application was coming forward until she had received notice of this meeting. She asked that the Committee think long-term and also noted that residents were forced to park on the street leading to paying parking fines due to the lack of visitor parking spaces in the neighbourhood. A brief question and answer period ensued between Members of the Committee and Ms. Arshad regarding: •clarification that there was no public consultation following the first consultation meeting with the applicant; and, •whether the delegate would consider living in the area if the proposed development was an approved application. 4.5 Imran Syed, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Imran Syed, Pickering Resident, appeared before the Committee to speak to Report PLN 10-23. Mr. Syed stated that builders were only prioritizing money and that the proposed development was not the right one for the neighbourhood. He stated that he resided on Usman Road and witnessed the daily traffic that occured during the peak hours and said that the existence of only one exit for the neighbourhood was a planning flaw. He spoke to the number of traffic violations that occurred daily and noted that his family scheduled their appointment outside of the peak hours due to the traffic congestion. Through the aid of a PowerPoint presentation, Mr. Syed displayed multiple photos showing traffic congestion on Usman Road. He also stated that in October 2021 he had to call emergency services for his neighbor and said that the ambulance had a difficult time accessing the house due to the traffic congestion. In concluding his delegation, - 65 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 7 Mr. Syed advised that the proposed development was not the right one for the community. 4.6 Maureen Schorn, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Maureen Schorn, Pickering Resident, appeared before Committee to speak to Report PLN 10-23. Ms. Schorn discussed the prior proposal submitted for the subject lands and spoke to the revised applications and the concerns that she had highlighted to the applicant at a prior public consultation meeting. She spoke to her concerns for the height of the proposed tower and the impact to the Duffins Creek and noted that since the January 2021 meeting she had not received any notification on the matter until the notice for this meeting. She spoke to concerns regarding impact to the Duffins Creek with large towers overshadowing the greenspace and noted that the Pickering Islamic Centre was a focal point in the neighbourhood and should not be overshadowed by a large tower. She stated that she was alarmed that the applicant did not address the concerns of the neighbourhood and in concluding asked the Committee to encourage the applicant to reconsider their application to conform it to the original planning application submitted to the City in 2018. 4.7 Ishtiaq Ahmed, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Ishtiaq Ahmed, Pickering Resident, appeared before the Committee to speak to Report PLN 10-23. Mr. Ahmed stated that while he was in favour of development in Pickering, the proposed development was not appropriate for the neighbourhood. He added that the applicant did not consult the neighbourhood on the concerns that were previously raised. He further discussed the importance of timely access to emergency services as it relates to various medical conditions and house fires. Mr. Ahmed discussed the existing traffic concerns in the subject area and safety and privacy concerns associated with the proposed development. - 66 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 8 In concluding, he noted that the proposed development would increase the existing density by eight times. 4.8 Afzal Patel, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Afzal Patel, Pickering Resident, appeared before the Committee to speak to Report PLN 10-23. Mr. Patel stated that there was a diversity of backgrounds in his community and that the proposed development would have adverse impact to the character of the neighbourhood. He added that residents wanted a safe and livable community and that the wellbeing of residents did not seem to be considered in this proposal. He noted that the proposed development would only worsen existing issues and the City would be responsible for addressing these problems. In concluding, Mr. Patel stated the builders were only looking to maximize their profit and it was the responsibility of elected officials to protect the rights of the constituents. 4.9 Kazim Qureshi, Trustee, Pickering Islamic Centre Javed Salam, Trustee, Pickering Islamic Centre Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Kazim Qureshi, Trustee, Pickering Islamic Centre, appeared before the Committee to speak to Report PLN 10-23. Mr. Qureshi stated that he was not in support of the proposed development for many reasons, however, that they were in support of the original proposal for the stacked townhomes. He noted that the Pickering Islamic Centre was now at full capacity and that they would be looking to expand the Centre in the City to accommodate the growing community. He spoke to the current traffic concerns in the area and the steps that the Centre had taken to mitigate traffic concerns which included requesting community members to walk or carpool to the Centre, having multiple congregation sessions, hiring paid security staff to control traffic flow, and leveraging opportunities with the community to accommodate traffic flow. Mr. Qureshi stated that he appreciated the support from the City to accommodate the overflow of parking on Fridays and - 67 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 9 added that without access from Brock Road, Usman Road will be the only exit point for the new development which would be in close proximity to the Community Centre. He noted that one solution to address the traffic concerns would be to add an access point from Brock Road and reiterated that they were not in support of the proposed development and maintained their support for the initial proposal with an added access point from Brock Road. A brief question and answer period ensued between Members of the Committee and Mr. Qureshi regarding: •whether he was in support of a fully signalized traffic signal at the intersection of Usman Road and Brock Road; and, •what the source of traffic for the area was. 4.10 Khadiza Manjra, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Khadiza Manjra, Pickering Resident, appeared before the Committee to speak to Report PLN 10-23. Ms. Manjra spoke to the importance of outdoor greenspace for the healthy growth of children and discussed the current lack of access to playground amenities in the neighbourhood. She noted that the proposed development would remove sunlight from the neighbourhood and added that sunlight was vital for children’s health. She spoke to current traffic concerns in the area and discussed the lack of willingness of children in the community to play outside due to the existing safety concerns. She discussed how similar development proposals impacted global warming and increased health issues in children. In concluding, she stated that she was not opposed to the original proposal however that she was not in support of the proposed development. 4.11 Amjad Muhammad, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Amjad Muhammad, Pickering Resident, appeared before the Committee to speak to Report PLN 10-23. Mr. Muhammad showed Members photos of wildlife spotted - 68 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 10 in the neighbourhood and stated that the Duffins Creek was an asset and it was the City’s responsibility to maintain the Creek. He stated that the construction of the tower at the edge of the Duffins Creek would destroy the Creek and contaminate the water resulting in negative impact to the fisheries. In concluding, he stated that he was in support of the original development proposal of townhomes but not the proposed development. 4.12 Mohsin Naeem, Pickering Resident Re: Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) Mohsin Naeem, Pickering Resident, appeared before the Committee to speak to Report PLN 10-23. He stated that he would be moving to the subject area in the near future as his family lived in the area and his kids attended the nearby school. He stated that in order to access the community park they would need to cross Usman Road and spoke to safety issues. He also stated that the visitor parking allocation for the proposed development was not sufficient which would result in additional street parking. He discussed a petition generated in 2020 with over 300 signatures regarding the proposed development. 5.Planning & Development Reports 5.3 Director, City Development & CBO, Report PLN 10-23 Official Plan Amendment Application OPA 20-001/P Zoning By-law Amendment Application A 05/20 Draft Plan of Subdivision Application SP-2020-01 Brock Road Duffins Forest Inc. (2055 Brock Road) A discussion period ensued between Members of Committee regarding: •existing traffic concerns within the neighbourood as well as the potential future traffic issues that the proposed development may bring; •previous Council motion to fully signalize Usman Road South and the motion not being supported by the Region or the applicant; •the applicant’s lack of willingness to work with the community; •the previous applications which were submitted for the subject area; •the Region’s need to create a solution to address the traffic and safety concerns in the area; and, •the proposed development not being sustainable or safe. - 69 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 11 Recommendation: Moved by Councillor Pickles Seconded by Councillor Robinson That the applications for Official Plan Amendment OPA 20-001/P, Zoning By-law Amendment A 05/20, and Draft Plan of Subdivision SP-2020-03, submitted by Brock Road Duffins Forest Inc. for the subject lands municipally known as 2055 Brock Road, be denied. Carried Unanimously on a Recorded Vote It was the consensus of Committee to take a short recess. Committee recessed at 10:07 p.m. and reconvened at 10:14 p.m. 5.1 Director, City Development & CBO, Report PLN 08-23 The Municipal Comprehensive Review of the Durham Regional Official Plan -City of Pickering Comments on the new draft Regional Official Plan A discussion and question period ensued between Members of the Committee and staff regarding: •concerns regarding previous comments being included regarding support for an airport in Pickering as the comments were regarding a matter that was outside of Council’s jurisdiction and on a pending Council motion that had not yet been decided by City Council; •importance of the need for a fiscal impact study at an application processing stage; •comments regarding population growth not factoring in that the City would be in excess of the municipal housing pledge; •the City’s need to have its own policies and criteria regarding consultation with indigenous communities; •the use of wording light rail transit being confusing and not occurring in the near future; •the need for clarification on certain wording included in the comments; •the need for staff comments to address the use of agricultural lands when reasonable alternate locations were unavailable; •the uncertainty regarding the timelines for building out Seaton; •the need for fiscal impact studies for certain applications as opposed to all planning applications; •Cherrywood development being outside of the scope of the review; - 70 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 12 •the need to be cautious with requiring Indigenous consultation as this requirement was from the Constitution and applied to the Crown; •whether the other Durham municipalities were also providing comments regarding the Regional Official Plan; •the need for clarification regarding the specific areas along highway 407 where staff are requesting a commitment from the Region to pre-service the area; •the importance of precision and wording of the staff comments; and, •the timelines and implications for not meeting the Region’s deadline to submit comments. It was the consensus of Committee to take a short recess. Committee recessed at 10:48 p.m. and reconvened at 11:12 p.m. Upon reconvening, Staff responded to questions from the Committee advising that the left column of the comments section included previous comments from the City to provide context, the Region’s Official Plan being a broad document and the need to include specifying language in City policies, the requirement for Fiscal Impact Studies for each application be onerous, indigenous consultation through the Region providing consistency on how consultation is done by all Durham municipalities, the comments regarding a light rail transit being for the future, and including specific numbering in the Regional Official Plan requiring the City to include the same in City documents. Recommendation: Moved by Mayor Ashe Seconded by Councillor Pickles 1.That Council endorse the City of Pickering Comments on Envision Durham contained in Appendix I of Report PLN 08-23 on the new draft Regional Official Plan; and, 2.That a copy of Report PLN 08-23 and Council’s resolution be forwarded to the Region of Durham as Pickering’s comments on the new draft Regional Official Plan. Carried Later in the Meeting (See Following Motion) Moved by Councillor Pickles Seconded by Councillor Butt - 71 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 13 That Item 1 of the main motion be amended to read as follows: That Council endorse the City of Pickering Comments on Envision Durham contained in Appendix I of Report PLN 08-23 on the new draft Regional Official Plan as draft comments and that final comments be provided following the April 24, 2023 Council Meeting. Carried on a Recorded Vote as Follows: Yes Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No Councillor Brenner Councillor Robinson Moved by Mayor Ashe Seconded by Councillor Pickles That the question be called on the main motion as amended. Carried The Main Motion, as Amended, was then Carried 5.2 Director, City Development & CBO, Report PLN 09-23 City Initiated Official Plan Amendment 46 Changes to development review procedures and fees in response to Bill 109, the More Homes For Everyone Act, 2022 A question and answer period ensued between Members of the Committee and staff regarding: •correspondence received from the development industry and property owners and whether staff would be addressing these concerns; •whether the requirement for a record of site condition would be addressed in staff’s review; •whether there could be instances where it would be beneficial for applications to be submitted concurrently; •the requirement for consultation with indigenous communities flowing from the Constitution and applying to the Crown; •whether the City would need to make amendments should the Province pass legislation addressing the concerns of the building industry; •the risks associated with referring the Report back to staff; - 72 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 14 •concerns regarding the reduction in information and staff presentations at statutory public meetings; •the need to broaden the mailing of the radius mailing for planning applications; and, •the criteria to assess the need for a voluntary open house. Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1.That Official Plan Amendment Application OPA 22-003/P, initiated by the City of Pickering, to amend existing policies and introduce new policies related to the review of Planning Act applications, as set out in Exhibit ‘A’ to Appendix I to Report PLN 09-23 be approved; 2.That the Draft By-law to adopt Amendment 46 to the Pickering Official Plan, to amend existing policies and introduce new policies to the Pickering Official Plan with regard to the review of Planning Act applications under Bill 109, the More Homes For Everyone Act, 2022, as set out in Appendix I to Report PLN 09-23, be enacted; 3.That the revised Draft Pre-consultation By-law, as set out in Appendix II to Report PLN 09-23, be enacted; 4.That, in response to legislated changes arising from the enactment of Bill 109, the More Homes For Everyone Act, 2022, the City Development Department – Planning Fees be approved, effective June 1, 2023; 5.That an amendment to Schedule “I” to By-law 6191/03, the General Municipal Fees and Charges By-law, as amended, by deleting the pages for City Development Department – Planning, and substituting the updated pages for City Development Department – Planning, as set out in Schedule “I” to the Draft By-law provided as Appendix III to Report PLN 09-23, be approved; and, 6.That the revised Draft By-law to amend Schedule “I” to the General Municipal Fees and Charges By-law 6191/03, as set out in Appendix III to Report PLN 09-23, be enacted. Note: The disposition of this matter was determined through the following referral motion: - 73 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 15 Moved by Councillor Brenner Seconded by Mayor Ashe That Report PLN 09-23, regarding City Initiated Official Plan Amendment 46 Changes to development review procedures and fees in response to Bill 109, the More Homes For Everyone Act, 2022, be referred back to Staff to establish criteria for circulation of statutory notices, voluntary open houses, and to address feedback from the development community, and that Staff report back to the Planning & Development Committee Meeting on May 1, 2023. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Robinson Mayor Ashe No: Councillor Pickles 6.Other Business 6.1 Councillor Robinson asked that staff address the broken swing in Usman Park as noted by one of the delegations with Marisa Carpino, Chief Administrative Officer, advising that she would be following up with staff on the matter. 6.2 Councillor Robinson gave Notice of Motion that she would be bringing forward regarding transportation of hazardous material through the City of Pickering. 6.3 Councillor Robinson gave Notice of Motion that she would be bringing forward regarding receiving disclosure of chemtrails in the skies of Pickering. 6.4 Councillor Robinson inquired about the previously provided Notice of Motion regarding requiring personal information on public surveys with Marisa Carpino, Chief Administrative Officer, advising that due to other work priorities, staff had not yet had opportunity to discuss this matter. 6.5 Councillor Nagy stated that she would be withdrawing her Notice of Motion to endorse herself as a candidate for the Federation of Canadian Municipalities (FCM) Board of Directors. - 74 - Planning & Development Committee Meeting Minutes April 3, 2023 Hybrid Electronic Meeting – 7:00 pm Chair: Councillor C ook 16 6.6 Councillor Cook gave Notice of a Motion that she would be bringing forward to endorse Councillor Nagy as a candidate for the Federation of Canadian Municipalities (FCM) Board of Directors. 6.7 Councillor Cook gave Notice of a Motion that she would be bringing forward regarding Bill 74, Missing Persons Amendment Act, and endorsing an amendment to address the need to broaden the scope of the legislation to include vulnerable persons. 7.Adjournment Moved by Councillor Butt Seconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 11:53 p.m. - 75 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 1 Present: Mayor Kevin Ashe Councillors: M.Brenner S.Butt L. Cook M.Nagy D. Pickles L. Robinson Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor S. Boyd -Fire Chief S.Douglas-Murray - Director, Community Services B. Duffield -Director, Operations J. Eddy -Director, Human Resources J. Flowers -CEO & Director of Public Libraries, Pickering Public Library R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk M. Guinto -Division Head, Public Affairs & Corporate Communication J. Halsall -Division Head, Finance V. Plouffe -Division Head, Operations Services R. Perera -Deputy Clerk D. Munns -Senior Budget & Financial Analyst 1.Roll Call The City Clerk certified that all Members of Council were present and participating in- person. 2.Disclosure of Interest 2.1 Councillor Brenner declared a conflict of interest under the Municipal Conflict of Interest Act with respect to salaries and wages and employee benefits in the 2023 Current Budget for Community Services Department, Programs and the Corporate - 76 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 2 Services Department, Animal Services, as he has family members employed in these areas. Councillor Brenner declared a conflict of interest under the Municipal Conflict of Interest Act with respect to Grants to Organizations for PARA Marine Search & Rescue, as he is the Chair of the PARA Marine Search & Rescue. Councillor Brenner did not take part in the discussion or vote on these matters. 2.2 Councillor Cook declared a conflict of interest under the Municipal Conflict of Interest Act with respect to Grants to Organizations for Royal Canadian Legion Branch 606, as she is a volunteer for the Legion. Councillor Cook did not take part in the discussion or vote on this matter. Mayor Ashe provided opening remarks and commended staff for their work on the 2023 budget. 3.Delegations 3.1 David Sim, Pickering Resident Re: The City’s Use of Casino Revenues David Sim, Pickering Resident, appeared before the Committee to speak to the City’s use of casino revenues. Mr. Sim stated that property tax was his largest single expense and spoke to the need to use alternate funding sources, such as casino revenues, to keep property taxes as low as possible. He noted that there was a small increase to property taxes in 2022, that the City had used reserves to offset any increases, and asked whether there were plans to replenish the reserve funds. Mr. Sim added that he preferred the use of casino revenues as opposed to the use of reserve funds to offset property taxes. He suggested that public surveys for the annual budget needed to include an option for residents to indicate that they did not want a certain service in addition to the ability to rank services. He expressed his content with sharing costs with partners whenever possible, and the additional Committees of Council that had been established as it encouraged residents to get involved and contribute to the City. Mr. Sim noted the restrictions in the composition of certain committee membership requirements and stated that committee membership should allow for all residents to join. He further discussed creating consistency regarding the issuing of stipends and stated that all or none should receive a stipend. Mr. Sim noted that Council had chosen option D for the City Centre design and expressed his concern with cost increases associated with the option and the associated impacts to property taxes. Mr. Sim also discussed the impact of legislative changes related to development fees and noted that when - 77 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 3 he had contacted his local MPP, he had indicated that the impact to local municipalities would be minimal but that he was not entirely convinced of that. A brief question and answer period ensued between Members of the Committee and Mr. Sim regarding the use of casino funds for development projects and the use of naming rights partnerships to share costs with partners. Mr. Sim stated that he would share the response with the MPP with Mayor Ashe so that it could be shared with all Members of the Committee. 3.2 Adrian Patrascu, Pickering Resident Re: Priorities for the 2023 City Budget Adrian Patrascu, Pickering Resident, joined the meeting via audio connection, to speak to the priorities for the 2023 Budget. Mr. Patrascu stated that the funds allocated for infrastructure should be increased and asked that the property taxes be kept to a minimum. 3.3 Shafiq Patel, Pickering Resident Re: Allocation of Budget for Increased Recreation Services and Windrow Snow Removal Shafiq Patel, Pickering Resident, joined the meeting via audio connection to speak to the allocation of budget for increased recreational services and concerns pertaining to snow removal. Mr. Patel spoke to the difficulty in registering his children into swimming programs as the program capacity was reached within minutes of registration opening. He discussed the need to account for the population growth as it relates to recreation services, as parents with multiple children were finding it very difficult to register more than one child in programs with similar time slots. He further discussed the need to increase communication when recreational services were being offered so that all residents were aware of the new services. Mr. Patel concluded his delegation by stating that the City needed to think outside the box when it came to snow removal to look at ways to clear snow differently, especially on narrow streets, to alleviate traffic issues in the winter months and added that he was asking the City to consider allocating funds for better snow removal without negatively impacting property taxes. A brief question and answer period ensued between Members of the Committee and Mr. Patel regarding the number of proposed new parks and recreational facilities in the Capital Budget and greater by-law enforcement for cars parked on the roads during snow events. 4.Presentations - 78 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 4 4.1 Presentation by the Chief Administrative Officer and the Director, Finance & Treasurer with respect to the 2023 Current and Capital Budgets Marisa Carpino, Chief Administrative Officer, stated that the 2023 budget proposed a 2.44% levy increase and spoke to the City’s responsibility to build infrastructure to accommodate the future growth in Pickering. She discussed the importance of maintaining the City’s inventory of aging infrastructure and allocating annual funds to maintain the facilities. Ms. Carpino stated that the proposed new staffing positions were included in the Budget to accommodate the levels of service and growth and noted the need for additional office space to accommodate the new staff. Ms. Carpino also highlighted the City’s first Corporate Strategic Plan which was currently underway and thanked staff for their work to prepare the recommended 2023 Budget. Stan Karwowski, Director, Finance & Treasurer, appeared before the Committee, and through the use of a PowerPoint presentation, outlined the various facets of the 2023 Budget. He discussed the City’s infrastructure investments and funding challenges for both new and existing City facilities, the proposed new Capital Facilities Team, the number of new staffing requests, and the need for additional office space. He discussed the significant sources of revenue changes and noted the 2023 proposed budget included a revenue increase of 3.34% and a 2.44% increase to the property tax rate. He further discussed the increase to building maintenance and fuel costs, provided a breakdown of the use of the casino reserves, the daily costs of municipal services, the details regarding the City’s debt, the strategy for the 2024 budget, and the financial strategy to measure the City’s social conscience. A question and answer period ensued between Members of the Committee and staff regarding: •the funds allocated to address the cost impacts of Bill 23; •the maintenance and depreciation of City buildings; •the recruitment strategy that would be undertaken for the proposed new staff positions; •partnering with the Region of Durham to obtain volume price discounts for fuel; •whether assistance from the Province with regards to effects of Bill 23 would alleviate the need to use casino revenues; •clarification that the City had absorbed the inflation rates in past budgets; •the strategy that the City currently had in place to retain the existing workforce; •the number of proposed front-line staff positions included in the 2023 budget; - 79 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 5 •ensuring that the Office of Affordability was funded through the Planning Fees revenues; •whether new fees could be introduced later in the year without the need to reopen the Budget; •whether the fuel costs factored in electric vehicles and receiving an update on the acquisition of electrical vehicles; •ensuring that road infrastructure was a high priority and the need to move forward on road projects; •correspondence received from a resident regarding playgrounds and ensuring that the construction of playgrounds was a priority and considered through an accessibility and inclusivity lens; •the current split between the City’s residential and non-residential tax base; •the impact of the innovation corridor on the residential and the non- residential tax base; •clarification regarding the City’s debt level and how the City is positioned in regards to the Annual Repayment Limit (ARL); •the need for the Region of Durham to consider a social conscience grant program when it comes to the Seniors and Persons with Disabilities property tax grant program offered by the City of Pickering; •whether there would be basketball courts at the Pickering Soccer Dome Centre, along with the proposed pickleball and futsal courts; •whether the implementation of a property tax portal would reduce the number of staff needed; •whether desk sharing could be used in conjunction with the City’s hybrid work program to account for limited office spacing and whether common areas could be transformed into workspace areas; •looking at the options for the materials used to repair City roads to increase the lifespan of the repair and the road; •the remaining percentage of buildable vacant land in the innovation corridor; and, •details regarding the outstanding capital projects and providing this information to the public. Councillor Brenner left the meeting at 11:30 a.m. It was the consensus of the Committee to take a recess. Committee recessed at 11:42 a.m. and reconvened at 12:24 p.m. 5.Matters for Consideration 5.1 Review and Recommendations of the 2023 Capital Budget - 80 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 6 A question and answer period ensued between Members of the Committee and staff regarding: •options to minimize costs associated with the proposed drinking water replacement for Greenwood Community Centre and the Greenwood library; •costs associated with the maintenance of the Chestnut Hill Developments Recreation Complex; •timelines to complete the renovations in the Council Chambers and the ability to conduct electronic Council and Committee meetings during the renovation period; •plans for the electrification of City’s fleet services; •whether the City would be considering the use of electric fire trucks in the future; •the number of asphalt hotboxes that the City currently owns and whether the proposed two new asphalt hotboxes were to replace existing ones; •status of land transactions with Infrastructure Ontario as it relates to parks and whether pre-budget approval would be needed for equipment for the Claremont Memorial Park; •differences between the two new positions in Corporate Services and City Development departments as it relates to the Digital Readiness Strategy; •whether there would be community engagement on the Digital Readiness Strategy; •possibility of including funds in the 2023 Capital Budget for the installation of covered stadium seating in the Rick Johnson Memorial Park; •whether the City could collaborate with the Region of Durham on the traffic signal installation at Rosebank Road and Woodsmere Crescent and the timelines for when the project would be completed; •timelines for traffic light installations on Lane Street, Salem Road and Fifth Concession Road, and Major Oaks Road and Wildwood Crescent; •the new roads that would be included in the Budget Report that would be presented to Council on April 24, 2023 which include Petunia Place, Gwendolyn Street, Falconcrest Drive, and Fuschia Lane •whether there were drainage improvements planned for Joseph Street; •whether traffic calming initiatives were included in the 2023 Capital Budget for Roads Projects; and, •whether certain projects included in the 2023 Capital Budget for Development Projects (DC Funded) would be completed in coordination with the Region of Durham and the associated timelines and costs. Councillor Brenner returned to the meeting at 1:24 p.m. Moved by Councillor Butt - 81 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 7 That the 2023 Capital Budget be approved and presented to Council on April 24, 2023. Carried 5.2 Review and Recommendations of the 2023 Current Budget Summary Office of the CAO Department Moved by Councillor Pickles That the 2023 Current Budget for the Office of the CAO Department be approved and presented to Council on April 24, 2023. Carried Cherrywood Development Team A brief question and answer period ensued between Members of the Committee and staff regarding the timelines for the hiring of the proposed Project Managers for City Development and Engineering Services. Moved by Councillor Pickles That the 2023 Current Budget for the Cherrywood Development Team be approved and presented to Council on April 24, 2023. Carried New Capital Facilities Team A brief question and answer period ensued between Members of the Committee and staff regarding the funding details for the Capital Facilities Team. Moved by Councillor Pickles That the 2023 Current Budget for the New Capital Facilities Team be approved and presented to Council on April 24, 2023. Carried Economic Development & Strategic Projects Department - 82 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 8 A question and answer period ensued between Members of the Committee and staff regarding: •the amount of City funds that would be used for projects that qualify for grant funding; •how the success of the new staff positions would be measured; and, •whether the current staffing model allowed for the engagement of businesses on Kingston Road. Moved by Councillor Pickles That the 2023 Current Budget for the Economic Development & Strategic Projects Department be approved and presented to Council on April 24, 2023. Carried City Development Department A question and answer period ensued between Members of the Committee and staff regarding: •timelines to implement the new staffing model to ensure that the City was prepared for the effects of Bill 23; and, •ensuring that the Office of Affordability was a distinct section in the City Development Department. Moved by Councillor Pickles That the 2023 Current Budget for the City Development Department be approved and presented to Council on April 24, 2023. Carried Community Services Department Moved by Councillor Pickles That the 2023 Current Budget for the Community Services Department be approved and presented to Council on April 24, 2023 save and except items related to salaries and wages and employee benefits for Programs. Carried - 83 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 9 Having previously declared a conflict of interest, Councillor Brenner did not vote on the following item. Moved by Councillor Pickles That the 2023 Current Budget items related to salaries and wages and employee benefits for Programs be approved and presented to Council on April 24, 2023. Carried Operations Department A question and answer period ensued between Members of the Committee and staff regarding: •the number of new staff positions and the number of vacancies in existing positions; •whether there was sufficient staffing and equipment to complete maintenance work on the West side of the Beachfront Park prior to the Victoria Day long weekend and the additional work to replicate the East side of the Beachfront Park; and, •details regarding the funds allocated for outside agency services. Moved by Councillor Pickles That the 2023 Current Budget for the Operations Department be approved and presented to Council on April 24, 2023. Carried Corporate Services Department A brief question and answer period ensued between Members of the Committee and staff regarding: •whether the proposed budget for Legal Services included sufficient resources to handle Ontario Land Tribunal Appeals; and, •whether there was funding flexibility in the salary being offered to attract the best candidate for the position of Associate Solicitor and to ensure that the City remains competitive with other organizations. Moved by Councillor Pickles - 84 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 10 That the 2023 Current Budget for the Corporate Services Department be approved and presented to Council on April 24, 2023 save and except items related to salaries and wages and employee benefits for Animal Services. Carried Having previously declared a conflict of interest, Councillor Brenner did not vote on the following item. Moved by Councillor Pickles That the 2023 Current Budget items related to salaries and wages and employee benefits for Animal Services be approved and presented to Council on April 24, 2023. Carried Engineering Services Department A question and answer period ensued between Members of the Committee and staff regarding: •whether the staffing model allowed to proceed with any projects that were previously placed on hold; •ensuring that there was flexibility in the Budget to offer competitive salaries to attract suitable candidates or to outsource the work; and, •timelines for when work related to the sidewalk rehabilitation program would be completed. Moved by Councillor Pickles That the 2023 Current Budget for the Engineering Services Department be approved and presented to Council on April 24, 2023. Carried Finance Department A brief question and answer period ensued between Members of the Committee and staff regarding whether there was an increase to this budget due to higher interest rates. Moved by Councillor Pickles - 85 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 11 That the 2023 Current Budget for the Finance Department be approved and presented to Council on April 24, 2023. Carried Fire Services Department A brief question and answer period ensued between Members of the Committee and staff regarding: •details regarding the budget for outside agency services; •timelines for when Fire Hall 1 would be operational; •whether the members of the public would be able to use the community rooms located inside Fire Hall 1; and, •the resources that would be needed to accommodate future growth in the Pickering. Moved by Councillor Pickles That the 2023 Current Budget for the Fire Services Department be approved and presented to Council on April 24, 2023. Carried Human Resources Department Moved by Councillor Pickles That the 2023 Current Budget for the Human Resources Department be approved and presented to Council on April 24, 2023. Carried Library A question and answer period ensued between Members of the Committee and staff regarding: •update on the Seaton community programs; •whether the libraries would have front facing staff; and, •whether there were funds in the budget to provide for upgrades to the George Ashe Community Centre Youth Room. Moved by Councillor Pickles - 86 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 12 That the 2023 Current Budget for the Library be approved and presented to Council on April 24, 2023. Carried General Government – Revenue A brief question and answer ensued regarding the reasoning for the loss of POA revenues. Moved by Councillor Cook That the 2023 Current Budget for General Government – Revenue be approved and presented to Council on April 24, 2023. Carried General Government – Expenditure Excluding Budgets for Mayor, Councillors and Grants to Organizations Moved by Councillor Cook That the 2023 Current Budget for General Government – Expenditure Excluding budgets for Mayor, Councillors and Grants to Organizations be approved and presented to Council on April 24, 2023. Carried Mayor Ashe Moved by Councillor Cook That the 2023 Current Budget for Mayor Ashe be approved and presented to Council on April 24, 2023. Carried Councillor Brenner Moved by Councillor Cook That the 2023 Current Budget for Councillor Brenner be approved and presented to Council on April 24, 2023. - 87 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 13 Carried Councillor Cook Moved by Councillor Cook That the 2023 Current Budget for Councillor Cook be approved and presented to Council on April 24, 2023. Carried Councillor Pickles Moved by Councillor Cook That the 2023 Current Budget for Councillor Pickles be approved and presented to Council on April 24, 2023. Carried Councillor Robinson Moved by Councillor Cook That the 2023 Current Budget for Councillor Robinson be approved and presented to Council on April 24, 2023. Carried Councillor Nagy Moved by Councillor Cook That the 2023 Current Budget for Councillor Nagy be approved and presented to Council on April 24, 2023. Carried Councillor Butt Moved by Councillor Cook - 88 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 14 That the 2023 Current Budget for Councillor Butt be approved and presented to Council on April 24, 2023. Carried Council Support Moved by Councillor Cook That the 2023 Current Budget for Council Support be approved and presented to Council on April 24, 2023. Carried Grants to Organizations A brief question and answer period ensued between Members of the Committee and staff regarding the ability to provide accommodations to the Canadian Caribbean Cultural Association who had missed the deadline to submit their grant application. Moved by Councillor Pickles That the 2023 Current Budget for Grants to Organizations, be approved and presented to Council on April 24, 2023 save and except items related to the PARA Marine Search & Rescue grant and the Royal Canadian Legion Branch 606. Carried Having previously declared a conflict of interest, Councillor Brenner did not vote on the following item. Moved by Councillor Pickles That the 2023 Current Budget items related to the PARA Marine Search & Rescue grant be approved and presented to Council on April 24, 2023. Carried Having previously declared a conflict of interest, Councillor Cook did not vote on the following item. Moved by Councillor Pickles - 89 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 15 That the 2023 Current Budget items related to the Royal Canadian Legion Branch 606 grants be approved and presented to Council on April 24, 2023. Carried Moved by Councillor Pickles That Council approve a grant in the amount of $336.00 to the Claremont Lions Club to be added to the 2023 Current Budget in General Government account 503040 and funded from contingency for the purpose of covering the cost of the event permit for the June 10th Community Fair Carried Moved by Councillor Pickles That Council approve a grant in the amount of $1,000.00 to Orchard Villa families to be added to the 2023 Current Budget in General Government account 503040 and funded from contingency for the purpose of covering the cost of a plaque to commemorate family members to be installed on a community bench or other appropriate location as part of the Reflections Garden in Esplanade Park. Carried 6.Other Business 6.1 Councillor Robinson stated that there was a need for work to be undertaken to reduce City expenditures and that she would be pursuing operational reviews to find greater savings and to reduce government overhead and economic risks to residents. 6.2 Councillor Butt raised the concerns expressed by a delegate regarding the lack of spacing for the City’s swimming programs. Sarah Douglas-Murray, Director, Community Services, advised that the shortage of programs was due to a shortage in qualified swim instructors due to the COVID-19 pandemic and that steps were being undertaken to address the shortage. 6.3 Councillor Brenner gave Notice of a Motion that he would be bringing forward regarding discussions with the Toronto and Region Conservation Authority (TRCA) pertaining to the ability for the City to assume management of the Petticoat Creek Conservation Park in some capacity. - 90 - Executive Committee Budget Meeting Minutes April 13, 2023 Hybrid Electronic Meeting – 9:00 am Chair: Mayor Ashe 16 7.Adjournment Moved by Councillor Nagy Seconded by Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 2:49 p.m. - 91 - Memo To: Mayor Ashe and Members of Council April 24, 2023 From: Susan Cassel City Clerk Copy: Chief Administrative Officer Subject: Council Appointments to Boards and Committees File: A-1410 In accordance with Policy ADM 045, Council Appointments to Committees, and Procedure By-law 7926/22, please find below a list of Boards and Committees that require Council representation and the Councillor’s interested in those bodies: Accessibility Advisory Committee (1 Regional Councillor; and, 1 City Councillor) Councillor Brenner Councillor Nagy Cultural Advisory Committee (1 Member of Council) Councillor Nagy Community Safety & Wellbeing Advisory Committee (1 Member of Council) Councillor Robinson Pickering Public Library Board (1 Member of Council - Ward 3) Councillor Butt Property Review Committee (1 Member of Council) No Members indicated an interest to serve on the Property Review Committee – Council Direction Required Waterfront Visionary Advisory Committee (1 Member of Council - Ward 1; and, 1 Member of Council - Ward 2) Councillor Brenner Councillor Nagy In order to give the appointments effect, Council must appoint Members to each Board and Committee. SC Corr. 15-23 - 92 - March 30, 2023 Kevin Ashe Mayor, Pickering Sent via email: kashe@pickering.ca Dear Mayor Ashe, Re: North East Pickering Carruthers Creek Watershed Agreement On behalf of Ajax Council, I would like to thank the City of Pickering for recognizing that Ajax has an important role to play in conversations around the proposed development of the Carruthers Creek headwaters in North East Pickering. In response to Pickering Council’s February 27, 2023, motion, I can confidently say that Ajax has not been consulted on the Secondary Plan for North East Pickering. Nor has the Town entered into an agreement with any North East Pickering landowner. While Ajax Council maintains that the enhanced natural heritage system is not appropriate for development and continues to advocate for the headwaters to be designated Greenbelt, I believe it is important that the Town embrace the opportunity to identify and address ways that risks to residents in downstream Ajax may be mitigated. At your earliest convenience, I invite you and relevant City staff for a meeting in Ajax to begin this important conversation. Sincerely, Shaun Collier Mayor & CEO - Town of Ajax Office of the Mayor Tel. 905-683-4550 Fax. 905-683-8207 TOWN OF AJAX 65 Harwood Avenue South Ajax,ON L1S 2H9 www.ajax.ca Corr. 16-23 - 93 - Cc/ Hon. Steve Clark, Minister of Municipal Affairs and Housing Patrice Barnes, MPP Ajax Ajax Council Pickering Council Marisa Carpino, CAO, City of Pickering Kyle Bentley, Director, City Development & CBO, City of Pickering Shane Baker, CAO, Town of Ajax Geoff Romanowski, Director, Town of Ajax - 94 - Report to Council Report Number: FIN 08-23 Date: April 24, 2023 From: Stan Karwowski Director, Finance & Treasurer Subject: 2023 Current Budget and Financial Statements Excluded Expenses Reporting as Required by Ontario Regulation 284/09 -File: A-2000-001 Recommendation: That Report FIN 08-23 of the Director, Finance & Treasurer regarding the exclusion of certain expenses from the 2023 Budget be adopted in accordance with the provisions of Ontario Regulation 284/09 of the Municipal Act, 2001. Executive Summary: Under Ontario Regulation 284/09, municipalities are required to report on whether amortization expenses, post-employment benefits and other expenses are included in their annual Current Budget. This Regulation allows a municipality to exclude estimated expenses for these items from the 2023 annual budget, however, the municipality is required to report on the financial effects. The required reporting provides a reconciliation between the budget preparation method (cash flow) and the Public Sector Accounting Board (PSAB) standards for financial statement reporting purposes. Adoption of this report by Council fulfills the reporting requirements of the Regulation. Financial Implications: There is no financial impact from the exclusion of these expenses as the annual Budget is prepared on a cash flow basis. This document provides an accounting reconciliation between the two reporting methods employed in the annual Current and Capital Budgets and the 2023 Audited Financial Statements. Discussion: Ontario Regulation 284/09 under the Municipal Act, 2001, S.O. 2001, C. 25 as amended, allows a municipality to exclude expenses from the 2023 Budget for the following: •amortization expenses •post-employment benefit expenses Since 2009, changes by the Public Sector Accounting Board (PSAB) require municipalities to report Tangible Capital Assets (TCA) and record TCA in the statement of financial position, and amortize the asset over its useful life in the statement of operations. The new accounting standards, however, do not require budgets to be prepared on the same basis. The City of Pickering, like most municipalities, continues to prepare budgets on the traditional cash basis, which provides a clear and concise understanding of critical budget information. - 95 - FIN 08-23 April 24, 2023 Subject: 2023 Current Budget and Financial Statements Page 2 Excluded Expenses Reporting as Required by Ontario Regulation 284/09 The annual budget process is an important municipal exercise that considers plans for the current and future activities of the City. One of the main outcomes of this process is to set the tax rate which Council is asked to approve. The tax rate is determined by the cash basis of accounting and does not include PSAB reporting requirements or accrual accounting and accounting for non-financial assets and liabilities such as amortization (depreciation) and post- employment benefits. Ontario Regulation 284/09 requires municipalities to prepare a report regarding the excluded expenses and adopt the report by resolution prior to the approval of the annual budget. The report must contain the impact of the excluded expenses on the City's accumulated surplus. The equity of a municipality is defined as “accumulated surplus”, which mainly consists of: • any operating fund surpluses • equity in Tangible Capital Assets • reserves and reserve funds • equity in Elexicon Corporation • capital funds The City's accumulated surplus, which is largely comprised of equity in tangible capital assets, as at December 31, 2021 was $467.27 million (based on draft 2021 financial statements). Accumulated surplus is somewhat similar as retained earnings as reported in “for Profit Corporations”. A. Amortization Expenses Amortization expense (frequently referred to as depreciation) is defined as the annual expense or use of an asset over its estimated useful life. The expense is calculated by allocating the cost of the asset over its estimated useful life. For 2023, the estimated amortization expense is $11.87 million, based upon net assets of $298.64 million, which will reduce the City's accumulated surplus. However, offsetting amortization is $19.29 million in estimated additions to tangible capital assets for 2023. The net impact of tangible capital asset adjustments will result in an increase of approximately $7.42 million to the City's accumulated surplus. B. Post-Employment Benefit Expense Post-employment benefit expense represents the change in the accrued benefit liability for both post-retirement extended healthcare benefits and accrued sick leave entitlement. Since the City is self-insured for the purpose of workplace injury claims, it also represents the accrued liability for Workplace Safety and Insurance Act Benefits. PSAB standards do not require liabilities associated with these benefits to be fully funded, however, actuarial reviews are conducted to estimate these unfunded liabilities. The projected increase in the post- employment benefits liability is estimated to reduce the City's accumulated surplus by approximately $0.78 million for 2023. - 96 - FIN 08-23 April 24, 2023 Subject: 2023 Current Budget and Financial Statements Page 3 Excluded Expenses Reporting as Required by Ontario Regulation 284/09 C. Transfers To/From Reserves and Reserve Funds The Current Budget, prepared using the cash method, includes transfers to/from reserves and reserve funds and is not considered an expense under the accrual method accounting. In 2023, the net transfers to/from reserves and reserve funds is $4.36 million, which will increase the City’s accumulated surplus by the same amount. D. Debt Principal Repayment The Current Budget also includes a provision for the annual repayment of debt including both interest and principal. Under the accrual method, debt principal repayments are a repayment of a long-term liability and not an expense. The debt principal repayments are for internal loans and external debentured debt held at the Region of Durham. The estimated debt principal repayment in 2023 is $4.14 million, which will increase the City's accumulated surplus by the same amount. E. Financial Summary The estimated change in the accumulated surplus of the City for 2023 resulting from the net exclusion of these expenses from the budget is summarized below. PSAB Additions to 2023 Budget (Reduces Surplus) Amortization ($11,870,000) Post-Employment Benefits (780,000) Total PSAB Additions ($12,650,000) PSAB Reduction to 2023 Budget (Increases Surplus) Tangible Capital Asset Acquisition $19,290,000 Net Transfers To/From Reserves and Reserve Funds 4,360,000 Debt Principal Payments 4,140,000 Total PSAB Reductions $27,790,000 Net Increase in Acc umulated Surplus $15,140,000 The changes to accounting and reporting requirements under PSAB are a financial accounting treatment only and do not affect operating surpluses. This difference is one of financial statement presentation only. - 97 - FIN 08-23 April 24, 2023 Subject: 2023 Current Budget and Financial Statements Page 4 Excluded Expenses Reporting as Required by Ontario Regulation 284/09 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Danna Munns James Halsall Senior Budget & Financial Analyst Division Head, Finance Original Signed By: Stan Karwowski Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 98 - Report to Council Report Number: FIN 09-23 Date: April 24, 2023 From: Stan Karwowski Director, Finance & Treasurer Subject: 2023 Current & Capital Budget -File: A-2000-001 Recommendation: 1.That Report FIN 09-23 regarding the 2023 Current & Capital Budget be received; 2.That the following budget recommendations be approved; (a)That the 2023 Current Budget expenditure for personnel costs, consisting of salaries and wages (Account 501000), overtime (Account 501010) and employee benefits (Account 501020), excluding Cost Centres 10205 and 10430, in the total amount of $72,086,268 be approved; i)That the 2023 Current Budget for Cost Centre 10205 (Programs) expenditure for personnel costs, consisting of salaries and wages (Account 501000), overtime (Account 501010) and employee benefits (Account 501020) in the total amount of $2,234,833 be approved; and (ii)That the 2023 Current Budget for Cost Centre 10430 (Animal Services) expenditure for personnel costs, consisting of salaries and wages (Account 501000), overtime (Account 501010) and employee benefits (Account 501020) in the total amount of $594,099 be approved; b)That the 2023 General Government Budget for grant expenditures, excluding the Community Grants to PARA Marine Search & Rescue and Royal Canadian Legion Branch #606, in the total amount of $348,082 be approved; c)That the 2023 Community Grant to PARA Marine Search & Rescue in the total amount of $7,877 be approved; d)That the 2023 Community Grants to Royal Canadian Legion Branch #606 in the total amount of $14,000 be approved; e)That the 2023 Gross Current Budget expenditures for City purposes in the amount of $62,794,821(excluding personnel costs and grant expenditures) less estimated current revenues of $70,392,404 (City revenues of $51,981,404 plus $16,000,000 for estimated casino gaming revenue, $1,911,000 for assessment growth plus supplementary taxes of $500,000) and net transfer from the Rate Stabilization Reserve of $1,500,000 for City operations be approved; - 99 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 2 ___________________________________________________________________________ f) That the $16,000,000 in estimated casino gaming revenues be transferred to the established Casino Reserve (8037); g) That the Capital from Current expenditure in the amount of $668,000 funded from property taxes be approved; h) That the Casino Reserve (8037) fund the expected Elexicon dividend decrease of $1,452,744; i) That the estimated Bill 23 DC funding shortfall of $3,500,000 be funded from the Casino Reserve (8037), if required; j) That the total final City levy under paragraphs 2. a), b), c), d), f), g), h) and i) above, plus an additional $760,000 for Asset Management Investment, for a total final levy of $82,162,832 being an increase of approximately 7.99 percent over the 2022 Budget, be approved; 3. That the 2023 Capital Budget for the City of Pickering with a Gross Expenditure of $58,899,668 be adopted as presented: a) That the following capital financing sources be approved as presented in the 2023 Capital Budget: Transfer from Current Fund to Capital Fund $ 668,000 Transfers from Reserves: Replacement Capital Reserve (8001) 419,000 Rate Stabilization Reserve (8007) 5,317,000 City Share DC Projects Reserve (8008) 2,751,800 Don Beer Arena Reserve (8012) 120,000 PRC Core Reserve (8013) 60,000 Vehicle Replacement Reserve (8016) 1,727,700 Sustainable Initiatives Reserve (8024) 119,000 Facilities Reserve (8026) 160,000 Fence Reserve (8028) 200,000 Minor Buildings Reserve (8029) 290,000 Tennis Reserve (8031) 588,500 Major Equipment Reserve (8032) 2,360,000 Library Building Reserve (8036) 110,000 Casino Reserve (8037) 4,533,700 Cherrywood Reserve (TBD) 45,000 Transfers from Reserve Funds: 3rd Party Obligatory Reserve Fund (8200) $ 200,000 Parkland Reserve Fund (8501) 718,000 CCBB (previously FGT) Reserve Fund (8502) 6,664,000 CBC Obligatory Reserve Fund (8505) 489,026 - 100 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 3 ___________________________________________________________________________ Development Charge Reserve Funds (8600) 8,211,364 Community Facilities Reserve Fund (8700) 366,000 Capital Works Reserve Fund (8701) 187,000 Operations Centre Reserve Fund (8705) 3,231,800 Stormwater Mgmt. Reserve Fund (8707) 1,400,000 Seaton FIA Reserve Fund (8710) (194,046) Other: Internal Loan – 5 year $ 850,000 Debt – 10 year 526,700 Debt – 15 year 2,000,000 Debt – 20 year (3,024,376) DC Debt – 5 year 1,235,000 Donations 27,500 Federal Grants 12,542,000 Provincial Grants 500,000 Proceeds from Sale of Land 3,500,000 Total $58,899,668 b) That total external debt financed by property taxes and development charges of $3,761,700 for the projects identified in the 2023 Capital Budget, and as indicated in this report, in the amount of $1,235,000 for a period not to exceed 5 years, $526,700 for a period not to exceed 10 years, $2,000,000 for a period not to exceed 15 years be approved; c) That the internal loans in the amount of $850,000 be undertaken at the discretion of the Director, Finance & Treasurer; d) That projects identified in the 2023 Capital Budget as being financed through the issuance of debt be subject to additional, specific approval of the expenditure and the financing by Council; e) That any debt repayment, interest or financing provisions contained in the annual Current Operating Budget not used in the current year’s payments requirements may, at the discretion of the Director, Finance & Treasurer, be used to apply towards additional principal repayment, outstanding loan s, debt charges or to reduce debt or internal loans not issued or transfer funds to the balloon payment reserve; f) That all Capital expenditures or portions thereof approved in the 2023 Capital Budget to be financed through the issuance of debt may, at the discretion of the Director, Finance & Treasurer, be financed through internal loans, current or capital funds or a combination thereof; g) That the Director, Finance & Treasurer be authorized to make draws from Reserve and Reserve Funds for projects included in the approved Capital Budget up to the amount approved; and - 101 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 4 ___________________________________________________________________________ h) That the Director, Finance & Treasurer be authorized at his discretion to apply any excess funds obtained through the issuance of debentures as provided for under Section 413 of the Municipal Act, 2001 as amended; 4. That the Director, Finance & Treasurer be authorized to transfer: a) Any surplus current operating funds at year-end in excess of approximately $125,000 be allocated in the following manner: the first $70,000 be allocated to the Elected Officials Life Insurance Reserve (8034) and the remaining surplus be allocated in the following ratio: 25 percent to the Rate Stabilization Reserve (8007); 20 percent to the Facilities Reserve (8026); 5 percent to the Public Art Reserve (8038) and 50 percent to the City Share DC Projects Reserve (8008); b) Any surplus funds from the Emergency Operational Capital Needs Account (11100.503510) to the Facilities Reserve (8026); and c) The revenue from the sale of used vehicles recorded in account (11100.406600) to the Vehicle Replacement Reserve (8016); 5. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, to ensure that the plan accommodates any reallocation of 2023 current operating expenditures and revenues as required while maintaining the approved levy or to accommodate any labour relations settlements which also includes adjusting the Personnel related accounts and that the HCA amount under the proposed ADM 190 be applied to the Chief Administrative Officer and Directors and that any revenue shortfall as a result of a provincial tax policy change be adjusted through the 2023 final tax rates; 6. That the Director, Finance & Treasurer be authorized to use any under expenditures from projects funded from Reserves or Reserve Funds to fund over expenditures for approved projects funded from the same source(s) and any unfinanced capital be funded from a transfer from reserves or reserve funds; 7. That the Director, Finance & Treasurer be authorized at his discretion to fund Property Tax Write-offs account (11100.503000) that exceed the budget provision due to assessment appeals that translates into a deficit position for the corporation and this shortfall be funded from a transfer from the Assessment Appeal Reserve (8002) and if this reserve is depleted then the shortfall be funded from the Rate Stabilization Reserve (8007) and that any shortfall from Payment-in-Lieu Education Share revenue estimates be funded from a transfer from the Rate Stabilization Reserve (8007); 8. That the Director, Finance & Treasurer be authorized at his discretion to close any current and completed prior year’s capital expenditu re accounts and to first apply any excess funding from property taxes to any over expenditure in other accounts and to secondly transfer any remaining excess funding back to the original sources of funds; - 102 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 5 ___________________________________________________________________________ 9. That the Director, Finance & Treasurer be authorized to adjust the per kilometer travel expense reimbursement rate (last increased in 2022) with an effective date of May 1, 2023, from 0.61 cents per kilometre to 0.65 cents per kilometre for the first 5,000 kilometres and from 0.55 cents per kilometre to 0.59 cents per kilometre for travel beyond 5,000 kilometres; 10. That the Director, Finance & Treasurer be authorized to apply for all grant applications based on the 2023 Capital & Current Budget and prior year’s capital projects that have not started and that Council endorse all future applications that meet senior government grant criteria and that staff report back to Council at the next possible meeting regarding which grants staff have applied to; 11. That the Director, Finance & Treasurer be authorized at his discretion to close any capital or consulting account expenditure and corresponding revenue source that is over three years from the original purchase order date of issuance; 12. That the Director, Finance & Treasurer be authorized at his discretion to refinance any capital expenditures that failed to meet the Canada Community Benefit Fund (previously called the Federal Gas Tax) reporting criteria from other sources including transfers of funds from reserves and reserve funds; 13. That the Director, Finance & Treasurer be authorized to: a) Undertake transactions in the spot or forward (12 months or less) currency markets in order to effect United States dollar denominated expenditures in the Current or Capital Budgets; b) Sign leases or rental agreements (including summer rentals) on the City’s behalf for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periods of increased need (e.g. inclement weather); c) Restate the 2023 Current Operating and Capital Budgets to reflect: (i) any Council changes made at the April 24 Council meeting; (ii) any reorganization or personnel account changes (salary, benefits and overtime), (iii) reclassifications that result from salary increases or negotiated labour settlements; and d) To process budget transfers during the fiscal year which do not change the overall approved property tax levy; 14. That Council waive the Purchasing Policy where the estimated vehicle repair cost is below $30,000 (HST excluded) for all fleet vehicles and off road vehicle equipment in 2023, however, a purchase order is still required; 15. That the Director, Finance & Treasurer be authorized at his discretion to draw from the Winter Control Reserve to fund any Current Budget deficit as a result of higher than budget winter control costs; - 103 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 6 ___________________________________________________________________________ 16. That Council approve the continuing engagement of the firm Watson & Associates Economists Ltd. to be used for fiscal impact studies and related works regarding City Centre project, Seaton, Cherrywood, Bill 23 and 109, and any other DC or CBC related matters; 17. That Council approve the continuing engagement of the following firms: Nixon Poole Lackie LLP, Municipal Tax Advisor Group and Municipal Tax Equity Consultants for any studies related to the reassessment or other property tax issues and to protect the property tax base by defending assessment appeals through proactive assessment base management; 18. That the Director, Finance & Treasurer be authorized to review the City’s Reserve and Reserve Funds from the perspective of maximizing financial efficiency and flexibility related to the next term as it pertains to the funding of capital projects and that the Director, Finance & Treasurer be authorized to transfer funds, close reserves and reserve funds and or rename reserves and reserve funds; 19. That the Director, Finance & Treasurer be authorized to transfer an amount up to $189,975 from the Casino Reserve to fund the net cost of the newly formed New Capital Facilities Team Cost Centre; 20. That Council authorize the establishment of the Cherrywood Reserve and that all planning and development fees related to this development be transferred to this reserve to allow for the use of Cherrywood Development application fees received to offset the costs incurred for this development; 21. That the Director, Finance & Treasurer be authorized to transfer an amount up to $315,760 from the Casino Reserve to establish the new Cherrywood Development Reserve, and that such funds will be returned to the Casino Reserve in any future year in which the revenues from the Cherrywood development activity exceed the cost of processing the development approvals; 22. That Council authorize the establishment of the Municipal Accommodation Tax (MAT) Reserve and that revenues collected from MAT (subject to Council’s approval of the tax) be transferred to this reserve and that the City’s share of the reserve be used to fund tourism capital infrastructure; 23. That Council authorize the establishment of the Parks Infrastructure Replacement Reserve and the funds from this reserve be used to replace parks infrastructure such as playground equipment, baseball diamonds and outfield fencing, and park upgrades; 24. That the Director, Finance & Treasurer be authorized to allocate the $760,000 in additional funding from the 2023 levy for asset management investment as follows: 1/3 to the newly established Parks Infrastructure Replacement Reserve; 1/3 to the Roads and Bridges Reserve Fund (8706); and 1/3 to the Facilities Reserve (8026); - 104 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 7 ___________________________________________________________________________ 25. That Council approve the annual transfer of funds from the WSIB Reserve when its year-end balance is greater than $4.0 million, and that these excess funds be transferred to the WSIB Excess Indemnity Reserve Fund (8702); 26. That the Director, Finance & Treasurer be authorized to initiate any additional assessment appeals necessary to protect the assessment base of the City; 27. That the Director, Finance & Treasurer be authorized at his discretion to transfer an y green energy rebates and revenue associated with the Claremont solar roof rental project account (10325.404500.9480) and other incentives and rebates account (10325.406551) to the Reserve for Sustainable Initiatives; 28. That Council amend the Community Grant policy as follows: a) That the grant application deadline date for the 2024 Community Grant Program be October 27, 2023 to give community groups sufficient time to complete their applications; and b) That any organization’s application shall be dee med as ineligible if the grant request is to fund any activities or expenses that is for the direct or indirect support of or opposition to, any political party or candidate for public office; 29. That Council add the following asphalt resurfacing projects to the 2023 Capital Budget in the total amount of $745,000 to be funded from the Canada Community Benefit Reserve Fund (previously called the Federal Gas Tax); Street Project Budget Gwendolyn Street Asphalt Resurfacing - Rouge Valley Drive to Fawndale Road $270,000 Petunia Place Asphalt Resurfacing - Gwendolyn Street to North Terminus 105,000 Flaconcrest Drive Asphalt Resurfacing - Dunbarton Road Rambleberry Avenue 255,000 Fuschia Lane Asphalt Resurfacing – Grenoble Boulevard to Modlin Road 115,000 Total $745,000 30. That Council approve the 2023 Low Income Seniors & Persons with Disabilities grant amount to be increased from $525 to $535 per household; 31. That Council direct the Treasurer to submit future years’ budgets for the remainder of the term with the priority focus on the health and safety of Pickering residents and staff through asset management investments; 32. That Council approve Attachment 3, Council Compensation Policy with an effective date of January 1, 2023; - 105 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 8 ___________________________________________________________________________ 33. That Council approve the international travel by the Division Head , Information Technology and Supervisor, Network Support to attend the 2023 Dell World conference in Las Vegas and that the travel costs not exceed $1,100 per person; 34. That the attached draft By-law to amend By-law No. 6191/03 to reduce the Basic Tennis (Resident) Family annual membership fee from $1,385 (plus HST) to $1,149 (plus HST) in Schedule I of the Summary of Fees and Charges 2023 be enacted; 35. That Council approve an increase in the Information Technology Division budget (10405) in the amount of $37,000 to reflect the building related costs associated with their occupancy of the former Fire Hall Administration building and these costs be funded by a corresponding reduction in the General government contingency account (503500) in the same amount and that the Treasurer be authorized to allocate the building related costs to the appropriate expense accounts; 36. That Council approve that $50,000 be added to the General Government Consulting account (502230) to undertake a business case analysis regarding either the acquisition or the establishment of a management agreement with TRCA for the Petticoat Creek Conservation Park and that this cost be funded from the Rate Stabilization Reserve (8007); 37. That Council approve the hiring of Watson & Associates Economists Ltd., for the amount of $50,000, to undertake the consulting work required to inform the City’s approach to future infrastructure needs (Cherrywood), with the goal that “Growth Should Be Pay for Growth”; 38. That Council approve a grant to the Pickering Canadian Caribbean Cultural Association for a “Seniors Tea Party” and that $1,500 be provided for event c osts such as food, entertainment and promotion and $1,710 be provided to cover rent and associated rental fees and these costs be funded from the General Government Grants to Organizations – Contingency Account; 39. That the Director, Finance & Treasurer be authorized to fund from the contingency account (503500), additional personnel costs of staff from the Engineering Services and Corporate Services Department associated with recruitment, if required; 40. That Council authorize project C10325.2201 for EV charging stations at Chestnut Hill Development Recreation Complex, as included in the 2022 Capital Budget, be increased from $80,000 to $155,000 and that a $70,000 grant (from ZEVIP) be applied, resulting in a City Net cost of $85,000 that is $5,000 higher than the 2022 budgeted amount and that the additional $5,000 be funded from a transfer from the Rate Stabilization Reserve; - 106 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 9 ___________________________________________________________________________ 41. That the Chief Administrative Officer be authorized to change the dedicated Cherrywood Development Team staffing model, as proposed in the 2023 current budget to a hybrid approach involving external consulting services and in -house City staffing to meet project timelines and that the consulting costs be funded from the unspent personnel expenditures. 42. That Council approve the cancellation of the following previously approved Capital projects: a) C10250.2204 - Enclosed Trailer – New – $32,000; b) C10320.2132 - $230,000 - Village Green Seaton P-105; c) C10320.2133 - $120,000 - Village Green Seaton P-106; d) C10320.2138 - $440,000 - Neighbourhood Park Seaton P-107; e) C10320.2219 - $637,900 - Neighbourhood Park Seaton P-109; f) C10320.2227 - $289,900 - Village Green Seaton P-108; g) C10320.2228 - $266,700 - Village Green Seaton P-110; h) C10320.2229 - $197,200 - Village Green Seaton P-111; and 43. That the appropriate City of Pickering officials be authorized take the necessary actions as indicated in this report. Executive Summary: This report contains a summary of the 2023 Current and Capital Budgets and a discussion of the recommendations. Staff h ave worked hard to ensure that the 2023 Budget is respectful of each dollar contributed by taxpayers, reinvesting those revenues back into our infrastructure and the many services the City provides to our residents. The big differences between municipal government and federal and provincial governments are the number of revenue streams that fund their budgets and the impact on residents. Municipal governments have limited revenue, consisting primarily of property taxes and service fees, such as for recreation, by-law and planning. The 2023 Budget strikes a balance between providing the level and types of services that residents expect and ensuring affordability for all residents. The 2023 Budget reflects the dual priorities facing the City: preparing the City for a period of rapid growth and the need for ongoing infrastructure renewal. This budget positions the City to meet these challenges by investing in additional staffing and strengthening ongoing capital investments. The budget also introduces a number of service level enhancements to better meet the needs of residents including:  Expansion of the senior’s snow removal program from 500 to 750 registrants  Increase in seniors property tax grant from $525 to $535  Expanded Automated Speed Enforcement program  New events at Millennium Square  Staff to support a new Office of Affordability  Funding for the implementation of the digital strategy to include website redevelopment and customized client portals - 107 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 10 ___________________________________________________________________________  Major 2023 Capital Projects: construction of the Pickering Heritage & Community Centre ($40 million total budget), new pickleball and futsal courts at the Pickering Soccer Centre ($902,000), Walnut Lane extension ($2.0 million) and various asphalt resurfacing, reconstruction and culvert replacement projects ($4.6 million)  Funding for the development of a new Corporate Strategic Plan as well as updates to the Parks & Recreation, Fire and Library Master Plans  An increase of five positions for front line firefighting staff (Seaton) Financial Implications: The 2023 Current and Capital Budgets, if adopted as amended, will result in a property tax levy increase of 7.99 percent (City Share Only) over last year which translates into a 2.44 percent increase in the City’s share of the total property tax bill. This increase, when combined with the Region and the School Boards increase, results in an average increase of 5.31 percent on the total property tax bill. Discussion: The Recommendations put forth are those necessary to adopt and provide authority and direction for the 2023 Current and Capital Budgets for the City of Pickering. Explanation of Key Recommendations Bill 23 – More Homes Built Faster Act – Recommendation 2 i) In late 2022, the Province passed Bill 23, the More Homes built Faster Act. The intent of this legislation is to make housing more affordable and building 1.5 million new homes by 2031. The legislation introduces phasing of Development Charge rates (fees) and new exemptions for affordable and attainable housing. The Provincial legislative changes reduce the DC fees charged to the developer with the cost being transferred to existing homeowners and businesses. It should be noted that the legislation is silent on the requirement for the developer to share the lower DC fees with the new home buyer. The result of the DC fee reduction translates into less dollars being available to fund the DC growth related capital projects. The firm of Watson & Associates strongly advised the City to start funding its Bill 23 costs this year. The cost to the City is mainly due to the reduction in DC fees. Therefore, the City has to make- up the shortfall in fees due to Bill 23 so that the funding is available when the DC capital project is started. The City only has a few options as it relates to the funding of the DC fee reduction. One option that is not recommended, is that the City consider increasing property taxes to fund the DC fee reduction. If Council adopted this option, the budget levy would have increased from 7.99 percent to 12.59 percent which is not acceptable or palatable. The second option is to reduce City service levels to generate the property tax savings to fund the DC fee shortfall. An example of a service level reduction is to change the snow clearing standard from 2 cm to 5 cm. While recognizing that this option would save money (labour, fuel, materials such as sand and salt), the disadvantage of this option is the increased risk of automobile accidents and possible injuries (slip and falls) by residents. This option is also not recommended by City staff. The only remaining option available to the City is to fund the Bill 23 costs from the casino - 108 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 11 ___________________________________________________________________________ reserve. The estimated DC fee reduction over four years is $14.0 million and this equates to an average annual cost of $3.5 million. However, this fee cost does not include the DC fee payment holiday associated with affordable and attainable homes. These costs would have to be added to the $14.0 million estimated loss . Staff intend to update Council in September 2023, regarding the DC fee costs as of June 30th and the 2023 full year costs through the 2024 budget process. The Province has made statements that they would make the municipality “whole” for any financial impact related to Bill 23 and therefore, the funding of this cost from the casino reserve will only proceed if the Province fails to meet its commitment. Asset Management Investment of $760,000 – Recommendation 2 j) Every year, the City has been increasing its funding of reserves and reserve funds to ensure that it has the dollars available or required to purchase the replacement of the critical and core assets. For 2023, the Draft Budget as submitted to Council includes additional funding of $200,000 for the roads and bridges reserve fund and a new recommended 1 percent Asset Management levy of $760,000. Council Authority to Apply for All Possible Grants (Current & Capital) – Recommendation 10 There are basically two types of grants: regular and unpredictable grant opportunities. Every year, City staff apply for numerous operating grants such as “Cultural Tourism Strategy” and “Community Museum Operating Grant”. These grants help fund, to some degree, the operating costs related to their respective current budgets. The unpredictability of the grant process usually applies to capital grants. Historically, both senior levels of government (Federal & Provincial) announce capital grant funding opportunities usually through their budget day announcements, and the information included in the “Budget Background Papers” is usually sparse regarding project criteria and application timelines. After a budget day announcement, you could be waiting several weeks and or months before the formal application process is initiated by the senior government level. Recommendation 10 is seeking Council authority and approval to submit a grant application, where a senior level of government has announced a grant opportunity with a short term application deadline or due to a summer recess, thereby making the scheduling of a Council meeting to seek Council’s endorsement of the project a significant challenge. Included in the recommendation is the direction that staff report back to Council at the next available Council meeting regarding the capital and/or current grant(s) that was applied for. Municipal Accommodation Tax Reserve - Recommendation 22 At the March 27th Council meeting, Council approved Report CAO 06-23 (Resolution #124/23) that approved in principle the inclusion of the Municipal Accommodation Tax revenues to the 2023 Budget. At this time, $300,000 in revenues is an estimate. There is still additional administrative work required before the program can be implemented such as Durham Region Council has to approve the establishment of a Municipal Service Corporation. - 109 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 12 ___________________________________________________________________________ Priority Focus of Future Term Budgets are Health Safety of Residents & City Staff through Asset Management Investments – Recommendation 31 Every year there are cost pressures as it pertains to the development of the annual City budget. These cost pressures have to be measured against the ability to raise property taxes and affordability. This recommendation, will focus staff’s efforts on developing future years’ budgets on critical City infrastructure investments so that these assets are in a “good state of repair and or operations” to maintain the safety of our residents and staff. One of the byproducts of this recommendation will be asking Council to at least consider and approve a minimum one percent special levy for asset management for the next three years. Permission to Attend International Conference for Two Staff – Recommendation 33 The Finance Control Policy requires Council approval for all out of country conferences and this policy applies to all City and Library staff. Dell Canada has invited two Pickering staff from the Information Technology (IT ) section to attend the 2023 Dell World conference in Las Vegas. Dell Canada will cover the expenses at the conference and have asked these two IT staff to speak on an expert panel on cybersecurity and hyper converged infrastructure. In addition, these two IT staff will also be available to attend the various leading edge technology training sessions. Consulting engagement for the possible acquisition or development of a management agreement regarding the Petticoat Creek Conservation Park – Recommendation 36 Consulting resources are required to undertake a “Business Case” analysis for Petticoat Creek Conservation Park that would address the following issues: acquisition, appraisal/valuation, financing strategy that includes consideration of the City’s ARL, financial operating impacts including asset replacement strategy and/or Management Agreement of Petticoat Creek Conservation Park. The goal of this project is to report back to Council by Q3 2023. 2023 Current Budget At the April 13, 2023 Executive (Budget) Committee meeting, Council was presented with a proposed budget levy increase of 7.99 percent, which was accepted by the Executive Committee. Based on an average assessment of $612,000, the 7.99 percent increase will result in an average increase of approximately $164.25 per year or $3.16 per week for the average single detached dwelling in Pickering. Unlike goods purchased by consumers where there is a tangible product that is received each time there is a transaction, many City services provided to residents (such as park or road maintenance) are not paid for as the services are used or received. For this reason, residents may not be aware of the costs associated with the vast array of services offered by the City. - 110 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 13 ___________________________________________________________________________ 2023 Budget – Major Assumptions The major budget assumptions are as presented below:  There are no financial implications associated with COVID for 2023;  The City will continue to operate in the current higher interest rate environment; and,  The City will have to either rent or purchase/renovat e commercial industrial office space to accommodate additional staffing. Tax Increase Summary The 7.99 percent City share tax increase translates into an increase of 2.44 percent on the total residential tax bill. The 7.99 percent levy increase reflects the unusually high level of inflation experienced over the past 12 months and the resources required to continue to deliver the high level of service our residents and businesses expect . Adding the Region’s 2.87 percent tax increase and Pickering’s 2.44 percent and the School Board’s estimated 0 percent increase, the total increase for the average residential ratepayer will be approximately 5.31 percent on the total property tax bill. The 2023 draft budget proposes an increase of 7.99 percent on the City Sha re component of the property tax bill. However, this increase should not be viewed in isolation, instead, it should be considered in the context of the inflation environment over the last three years. Table One provides a comparison of the City’s budget levy increases from 2021 to 2023. Table One Comparison of Inflation to Budget Levy Increases from (2021 to 2023) 2021 (%) 2022 (%) 2023 (%) 3 Year Period (%) Inflation 3.50 6.80 3.60 14.52 Less: City Budget Levy Increases 1.45 1.79 7.99 11.52 Inflation Increase Over Budget Levy 3.00 (The inflation rate presented above is from the Province’s 2023 Budget, page 105). As the above table indicates, over the last three years, and on an aggregate basis, during a period of above average inflation increases, the City has been able to provide budgetary levy changes below the rate of inflation. For the first two years, the City absorbed the impact of higher inflation. However, there is only a fixed capacity to absorb higher inflationary costs while maintaining the current level of service. In its simplest terms, over the last three years, the rate inflation exceeded the City levies on an aggregate basis. Every May, taxation staff either mail or email approximately 32,000 property tax bills. (To reduce postage costs, staff always promote e billing). Our experience tells us that, for a large majority of Pickering residents, they still view the property tax bill as one component and not three separate entities. As shown below, the overall increase is 5.31 percent o n the total tax bill, which is around the current inflation rate. - 111 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 14 ___________________________________________________________________________ Table Two Impact of Budget Levy Increases on Residential Property Taxes City (% ) Region (%) Education (%) Total (%) Estimated 2023 Levy Increases 7.99 5.20 0.00 Percentage Allocation 30.57 55.27 14.37 Increases on Total Tax Bill 2.44 2.87 0.00 5.31 The table below provides a summary of the financial impacts of the proposed 2023 budget levy increase based on various residential property assessment values. Table Three Financial Impact of Budget Increase Over 2022 City Share Property Taxes Only Residential Assessment $100,000 $530,000 $612,000 Increase (Over 2022) $26.84 $142.25 $164.25 Increase on a Monthly Basis $2.24 $11.85 $13.69 Members of Council may recall that the current assessment system is based on a theoretical market valuation date of January 1, 2016 and therefore, the above assessment values are representative of that time period. Use of Casino Reserve A breakdown of the planned use of the Casino funding for the 2023 budget is presented below. The expenditure strategy is based on the principle that you collect the funds in year one and you spend the funds in year two. - 112 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 15 ___________________________________________________________________________ Table Four Use of Casino Reserve Application of Casino Funds Current Budget: Seniors Snow Program $388,700 Cherrywood Development Team 315,760 Capital Facilities Team 189,975 $894,435 General Government Communities Grants $263,227 City Centre Phase 2 490,000 753,227 Budget Front Page Elexicon Dividend Shortfall $1,452,744 Bill 23 DC Fee Reduction 3,500,000 4,952,744 Capital Budget 4,533,700 Total 2023 Commitments $11,134,106 The funding of capital projects through the casino reserve results in a reduction of debt financing that translates into future lower property taxes. Good News! – There Appears to be No reassessment Planned for 2023 In 1998, the Province of Ontario introduced the new Ontario Fair Assessment System (OFAS). The purpose of this new assessment system was to eliminate the historical inconsistent measure of property values across the Province and to enhance the level of fairness and equity into the assessment and property tax system. The new assessment system uses a Province-wide valuation date to establish the theoretical value of each property (structure/land) based on the principle that the value of the property is determined between a willing buyer and seller from an arm’s length transaction perspective. Last year (2022) was the fifth year of the Province’s four-year reassessment cycle. The current value assessment is based on a valuation date of January 1, 2016. Assessment -related increases are phased-in over four years, and assessment-related decreases are implemented immediately. The City does not receive any additional revenue as a result of reassessment. The corresponding property tax rates are adjusted for the increase in reassessment values to create an overall property tax neutral position on a total property class basis. Inevitably, when there is an overall change in assessment values, there is shifting of the property tax burden among property classes, and as well among individual property owners within each property class. On the front page, on the bottom left corner, of the Final Residential Property Tax Bill is a schedule entitled “Explanation of Tax changes from 2022 to 2023”. This schedule includes a line called Tax change due to Reassessment and this line should be zero for this year. - 113 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 16 ___________________________________________________________________________ Historically, the annual Provincial Budget has been the trigger for the announcement of the next reassessment cycle. The most recent Provincial Budget was silent on the next reassessment and therefore, it appears that there will not be a reassessment for 2024. Risk Analysis At its core, a municipal budget is a projection of inflow and outflows for the year. Due to the timing of the budget preparation and approval, projections need to be made with less than complete information. Additionally, these projections need to take into account future events and circumstances, which are often out of the control of the municipality. A. Property tax appeals are difficult to budget accurately as it is impossible to predict which taxpayers will appeal assessments and the eventual outcome of these appeals. Large dollar swings are not unusual in these matters and with the extended delay in provincial property tax reassessments, there is a higher degree of risk to multi-year tax appeals. The City currently has approximately $1.6 billion in outstanding appeals. Last year, in the 2022 budget, the City adopted a precautionary strategy and budgeted $255,000 to the assessment reserve to offset any potential losses associated with assessment appeals. This same amount is budgeted in 2023. B. Fuel related costs have been extremely volatile o ver the last few years and especially during COVID. While average fuel increases decreased slightly during COVID years, they have increased again for the 2023 budget. There remains a risk that the prices could continue to increase as the economy continues to recover from the pandemic. For the 2022 budget, the fuel budget was increased by $250,000 and the 2023 budget includes an additional increase of $138,500. Over the last two years, fuel costs have increased by a total of $388,500. C. General inflationary pressures continue to increase as the economy continues to improve. Consumer prices in Canada have risen at their fastest rate in 40 years with an inflation rate reaching 6.8 percent on an annual basis for 2022, its highest level since 1982. 2023 Challenges and Opportunities Entering a Perfect Storm The development of this year’s budget was challenging. The complicating factor was Provincial government legislation and more specifically: Bill 23, More Homes Built Faster Act, 2022 and Bill 109, More Homes Faster Act, 2022. The City had to plan, accommodate and try to calculate the financial impacts of Bill 23. For Bill 23, there is a budget provision of $3.5 million in the 2023 Budget to fund an estimated DC fee reduction from the casino reserve. As referenced in the Treasurer’s presentation, the actual Bill 23 cost will be known on the last working day of the year and Council will be provided an update of the actual cost. Staff intend to update Council on the first six months cost of Bill 23 in late summer or early fall. Included in the 2023 budget, are substantial investments in new positions (13) to accommodate the challenging legislative timetable that is imposed by Bill 109. - 114 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 17 ___________________________________________________________________________ Not by design, but it appears, that the City is potentially entering the perfe ct financial storm. The City has to invest in the renewal of its existing capital infrastructure. The Chestnut Hill Developments Recreation Complex is over 36 years old and is in need of significant investments. The George Ashe Library & Community Centre i s over 20 years old and requires a major substantial investment relatively soon. Therefore, these major costs and others (such as the City’s roads infrastructure) have to be funded either by property taxes, upper government grants or, to a lesser degree, possible user fees. While trying to address infrastructure renewal financing challenges, the City is now facing the significant and/or major costs associated with growth due to Seaton operating under the new DC legislation regime that does not subscribe to the theory that “Growth Shall Pay for Growth ”. Included in this year’s budget are two corporate priorities that, perhaps, require additional explanations. One is the creation of a dedicated Cherrywood Development Team. The budget to fund this team is currently based on preliminary information from the developer concerning its proposed application. It represents staff’s best professional guesstimate on the staffing and resources required to meet the current known timetable and of course will probably change a few more times. Recommendation 41 will provide the CAO with the flexibility to apply the appropriate mix of resources to address or meet project timelines. However, staff have a responsibility to properly plan for this major cost and to identify the current estimated financial risks and corresponding deficit to Council. It is clear, the current City fees will not cover its estimated cost. To fill the financial hole, the casino reserve will lend funds to the Cherrywood reserve. Any shortfall in revenues collected from the Cherrywood Landowners Group (CLG) will be funded by the Cherrywood reserve. The purpose of this separate cost centre is to track and capture all costs associated with this activity for the specific purpose of trying to recover from the Cherrywood Landowner Group (CLG) a 100 percent of the costs. The cost recovery equation is very simple as it relates to who pays – it is either the CLG or the Pickering taxpayer. Staff’s efforts will be to negotiate an agreement where CLG covers 100 percent of these costs. Second is the creation of a New Capital Facilities Team. The City’s overall Capital Budget work program is substantial when considering the draft 2023 Capital Budget, the 2024-2027 capital forecast and the backlog of previously approved capital projects. To deliver these critical projects, there is a need to hire additional staff dedicated primarily to the delivery of new capital facilities. The City’s existing staff compliment will be focused primarily on the municipal infrastructural renewal projects. For this reason, the 2023 Current Budget, under the corporate priorities section, includes a new cost centre entitled “New Capital Facilities Team” to provide the “staffing muscle” to get things done. Delayed or deferred capital projects cost the City more and frustrate our residents who expect the City to deliver on the level of service laid out in council approved capital programs and master plans. The “Ask” of Council is to fund three new positions and related personnel costs. With the additional staff resources, critical capital facilities projects would move from the budget stage to the implementation/construction stage so that Pickering residents can benefit and enjoy these important projects. This cost centre is funded 100 percent from the casino reserve. - 115 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 18 ___________________________________________________________________________ The Need for Additional Office Space During the last few months, key staff from Human Resources and Operations staff have conducted a review of the available office space measured against the current and future needs of the Corporation. The conclusion reached is that, when you consider the following municipal locations such as City Hall, Operations Centre, Chestnut Hill Developments Recreation Complex and leased office space at 1101 Kingston Road, these office spaces exceed their capacity with staff growth related to the 2023 and future years’ budgets. To address this issue, the City has successfully implemented a hybrid “work from home” program in recent years. The current City Hall office space statistics are presented below: Number of workstations 185 Current staffing level 210 Number of staff after budget approval 250 The above analysis supports the conclusion that there is an interim need for additional office space to accommodate the growth for the next 5-8 years, until new municipal facilities are built in Pickering. As such, the 2023 budget includes additional funding for office space accommodations. In the front page of the General Government expenditure section, there is approximately $280,000 budgeted for additional lease costs (estimated 6 months). The draft 2023 Capital Budget includes the following: $1.1 million for leasehold improvements (page 31) and $720,000 (page 29) for furniture and equipment. The $1.1 million and $720,000 represents budget provisions, and depending upon the location and lease terms, the entire amount may not be required. Members of Council should be aware that the lease period being considered is for a period that maybe up to ten years. In any long term lease proposal, there may be an opportunity, to consider another path whereby the City would purchase and renovate space and at the end of the lease period, the City would then have an asset to sell. However, in any purchase or lease decision, other factors have to be considered such as public tran sportation, proximity to City Hall and availability of parking for staff and visitors. The costs reflected in the 2023 Budget are budget provisions that enable City staff to investigate options for expanded office space in 2023 and present a recommended ap proach to Council for consideration and approval, at the appropriate time. Accordingly, these budget provisions will not be incurred without prior Council approval. Asset Management Maintaining public infrastructure in a state of good repair is a significant responsibility and cost for municipalities. Critical investments in our assets at the right time help extend the life of the assets and lower the overall cost of ownership while ensuring that the assets remain current and safe for public use. These assets are used to provide residents, businesses, employees - 116 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 19 ___________________________________________________________________________ and visitors access to services including transportation, recreation, culture and economic development and have a direct link on the quality of life for Pickering residents. Every year, the City has been increasing its funding of reserves and reserve funds to ensure that it has the dollars available or required to purchase the replacement of the critical and core assets and avoid using debt. For 2023, the Draft Budget (as submitted to Council) includes a minimum increase in funding for infrastructure replacement as the increase is allocated to the roads and bridges reserve fund in the amount of $200,000. However, senior staff are strongly recommending that Council approve a 1 percent special levy for asset management as reflected in the proposed 2023 Draft Budget. If Council approves this increase, one -third of the funding would be allocated to the following reserve or reserve funds: roads and bridges ; facilities; and, parks infrastructure replacement reserve. If Council approves the one percent levy increase, these dollars would be applied to the 2024 Capital Budget. The most cost effective funding source as it relates to infrastructure funding is to use reserves/property taxes and to avoid or reduce debt financing. This approach avoids the added cost of interest payments that are currently above average. Elexicon Revenues 2023 Elexicon revenues consists of two components: interest income from promissory notes and dividends. The City holds $25.069 million of Elexicon promissory notes that earn 4.13 percent. The 2023 budgeted interest income for these promissory notes is $1,035,350. The City owns 27.88 percent of Elexicon. In 2021, the City received $3,172,744 in dividends from Elexicon. In 2022, this amount was reduced by $546,587 and staff received notification from Elexicon that for 2023, this amount should be reduced by an additional $906,157. The budgeted dividend revenue for 2023 is $1.72 million. The Elexicon dividend projection information was provided by Elexicon staff. 2023 Tax Rates In the April 24th agenda, Report FIN 11-23 is asking Council to approve the 2023 City property tax rates. If Council approves the 2023 budget with no changes to the property tax levy, then this report can be considered for Council approval. Any changes to the property tax funded component of the 2023 budget, would require the report to be revised and re -submitted at the earliest possible date. 2023 Capital Budget This year the draft Capital Budget is $58.8 million. Major capital projects in 2023 include the construction of the new Pickering Heritage & Community Centre ($40 million total budget), new pickleball and futsal courts at the Pickering Soccer Centre ($902,000), Walnut Lane extension ($2 million) and various asphalt resurfacing, reconstruction and culvert replacement projects ($4.6 million). - 117 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 20 ___________________________________________________________________________ Debt Capacity and Annual Repayment Limit (ARL) Managing the debt capacity or dollar borrowing amount is important to the City due to the financial limitations imposed by the Province through the Annual Repayment Limit or (ARL). The Municipal Act regulation permits a maximum of 25 percent of net operating revenues to be used to fund principal and interest charges for debt . A municipality can only exceed the 25 percent limit through prior approval from the Ontario Land Tribunal. For Pickering, the net operating revenues consists of the following major items:  property tax revenue  user fees & charges  fines, penalties & interest on taxes  license fees, permit fees & rents  gaming & casino revenues As stated above, every year the budget levy increases, the City’s annual repayment limit increases that in-turn results in a higher debt borrowing capacity or dollar amount . The City’s annual repayment limit for 2023, based on the prescribed calculation and using the City’s 2021 Financial Information Return (FIR) was $20.9 million. The proposed 2023 budgeted annual debt payments (interest and principal) is $5.5 million and therefore, the City had $15.4 million in unused debt payment capacity before hitting the 25 percent wall. Since last October, there have been several factors that may have a negative impact on the City’s debt capacity which are: inflation, interest rates, and supply chain challenges. It’s no secret that the day-to-day living expenses have increased over the last year. Ontario inflation is running at 5.9 percent and these higher costs will probably be reflected in higher future capital project costs for the City. The City’s ARL is not directly linked to inflation. If future year’s debt financed capital projects have higher costs, the City has basically three options: it can accept a higher ARL percentage or it has to defer or reduce the size of debt financed capital projects. Please find below a historical comparison of the City’s annual debt cost (that includes principal and interest) in relation to the ARL. The source of the data was the annual FIR, Schedule 81 for each respective year. The 2022 financial information is currently not available due to the fact the City is still processing its 2022 closing adjustments. As the chart below indicates, the City has been operating slightly below or around the 5 percent level of its debt limit and or debt capacity. - 118 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 21 ___________________________________________________________________________ Chart One City’s Debt Capacity Measured Against the ARL Limit Debt Payments and Debt Financing of Capital Projects The 2023 Current Budget includes $4.15 million of taxpayer funded debt charges (interest and principal). The taxpayer funded debt charges represent 5.0 percent of the 2023 property taxes levied. In other words, for every dollar collected 5 cents is applied to debt charges. A high level summary of the City’s debt is presented below: Debt Summary Millions ($) 2022 Debt External Debt Commitments $40.10 External DC Debt 22.40 Total 2022 Commitments $62.50 Add: 2023 Debt Commitments External Debt $3.76 New Internal Loans 0.85 Total Debt Commitments $67.11 - 119 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 22 ___________________________________________________________________________ The 2023 debt financed Capital Projects, are listed below. External Debt and Internal Financing of Capital Projects City of Pickering 5, 10 and 15 Year Debt Financing 2023 Capital Budget Capital Project Code Debt - 5 Years ($) Description 10700.2303 $500,000 Fire Services Portable Radio Replacement 10700.2306 350,000 Fire Services Dispatch CAD Replacement Total Five-Year Debt $850,000 Capital Project Code DC Debt - 5 Years ($) Description 10305.2305 $175,000 Sidewalk Plow - New 10315.2303 420,000 4-Ton dump Truck with Plow - New 10315.2306 110,000 1-Ton dump Truck 10315.2311 420,000 4-Ton dump Truck with Plow - New 10315.2312 110,000 1-Ton dump Truck Total Five-Year DC Debt $1,235,000 Capital Project Code Debt - 10 Years ($) Description 10700.2305 $526,700 Seaton Fire Station B Land Purchase Total Ten-Year Debt $526,700 Capital Project Code Debt - 15 Years ($) Description 10700.2307 $2,000,000 Fire Pumper Rescue Replacement Total Fifteen-Year Debt $2,000,000 Total Debt Financed Projects $4,611,700 Borrowing or debt financing should not be viewed as a negative. The proper use of debt is an essential component of prudent fiscal strategy. The use of debt promotes intergenerational equity. By borrowing, Pickering can distribute the cost of the asset over the lifetime of the asset. - 120 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 23 ___________________________________________________________________________ Preliminary Draft 2024 Budget Position The preliminary draft 2024 budget position is presented below. 2024 Preliminary Estimated Draft 2024 Budget Expenditures: % % Personnel Costs 1.90 Annualization of New Positions 2.10 Debt Payments 1.20 Other 0.30 Leasing Costs 0.20 5.70 Revenues: User Fees -0.20 Assessment Growth -2.10 Other -0.50 -2.80 Sub Total 2.90 Add: Asset Management 1.00 Preliminary Total Estimate 3.90 The total estimate represents the “floor” as a possible increase . It does not reflect any service level changes that my result in a higher or lower percentage increase. In addition, there is no funding provision included above for any legislated changes that would result in higher operating costs. The above assumptions such as assessment growth are preliminary forecasts and are dependent upon outside factors such as MPAC adding new growth to the property tax base. It should be noted, that this preliminary draft position does not include above average inflationary cost pressures. Attachments: 1. By-law to Amend By-law 6191/03 to Confirm General Municipal Fees 2. Budget Presentation, April 13, 2023 3. Council Compensation Policy ADM 190 - 121 - Report FIN 09-23 April 24, 2023 Subject: 2023 Current & Capital Budget Page 24 ___________________________________________________________________________ Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: James Halsall Stan Karwowski Division Head, Finance Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 122 - Attachment #1 to FIN 09-23 The Corporation of the City of Pickering By-law No. 8008/23 Being a by-law to amend By-law No. 6191/03 to confirm General Municipal Fees Whereas the Council of the Corporation of the City of Pickering enacted By-law 6191/03, as amended, on October 14, 2003 to confirm general municipal fees. Whereas Schedule “I” to By-law 6191/03 was updated and replaced under By-law, 6338/04, By-law 6519/05, By-law 6652/06, By-law 6677/06, By-law 6748/07 By-law 6857/08, By-law 6951/09, By-law 7032/10, By-law 7119/11, By-law 7194/12, By-law 7268/13, By-law 7339/14, By-law 7411/15, By-law 7478/16, By-law 7542/17, By-law 7605/18; By-law 7679/19; By-law 7740-20 and 7823/21; 7918/22 and 7983/23; Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1.Schedule “I” to By-law Number 6191/03, as amended, is hereby amended to reduce the Basic Tennis (Resident) Family Annual Membership fee from $1,385 (plus HST) to $1,149 (plus HST). By-law passed this 24th day of April 24, 2023. __________________________________ Kevin Ashe, Mayor __________________________________ Susan Cassel, City Clerk - 123 - pickering.ca Executive (Budget) Committee April 13, 2023 City of Pickering 2023 Draft Current & Capital Budgets Attachment #1 to FIN 09-23Attachment #2 to FIN 09-23 - 124 - pickering.ca Introduction Page 2 Budget Presentation Herd of Elephants (In the Room) Financial Snapshot Casino Reserve Budget Impact on Taxpayers Debt (Annual Repayment Limit) 2024 Budget Timetable & Forecast Capital Budget Budget Report and Housekeeping Items Measuring Pickering’s Social Conscience - 125 - pickering.ca Herd of Elephants in the Room Page 3 Bill 23 Staffing Requests 56 Infrastructure Old & New Funding - 126 - pickering.ca How Do You Fund Bill 23 Costs? Page 4 Raise Taxes Reduce Service Levels Borrow Use Reserves The 2023 Budget includes $3.5 million to help fund Bill 23 costs.- 127 - pickering.ca Infrastructure Investments & Funding Challenges Page 5 Old Facilities: Don Beer Arena (53 years) Rec Complex (40 years) George Ashe Library Community Centre (22 years) New Facilities ($ Millions) Animal Shelter ($9.8) PHCC ($40.0) City Centre: ($142.0) (Park, Library, Seniors & Youth) Seaton Rec Complex ($180.0) - 128 - pickering.ca Capital Facilities Team Page 6 2023 Staffing “Ask” (2) Project Managers (1) Project Coordinator $189,875 cost for 2023 funded from the casino reserve Why? •Roughly 140 capital projects outstanding as of January 1, 2023. Large Projects (Current & Proposed) •Animal Shelter •PHCC •City Centre (Phase 1 & 2) •Seaton Recreation Complex & Library •New northern satellite operations centre - 129 - pickering.ca New Staffing Requests Page 7 Office of the CAO 2.0 Economic Development 1.0 City Development 14.0 Community Services 3.0 Operations 6.0 Corporate Services 5.5 Engineering Services 4.0 Finance (Net)3.0 Fire Services 5.0 Human Resources 1.0 Sub Total 44.5 Add: New Initiatives Cherrywood Development 9.0 New Capital Facilities Team 3.0 Total 56.5 - 130 - pickering.ca Office Space Pressures Page 8 Funding Source Rent - 6 Months (Gen. Gov.)280,000$ Property Taxes Leasehold Improvements (Capital)1,100,000 Casino Reserve Furniture & Fixtures (Capital)720,000 Rate Stabilization Reserve Total 2,100,000$ Funding Strategy Options: •Multi year lease •Purchase/renovation & future sale Other Factors: •Public transportation •Proximity to City Hall •Parking for staff City Hall Statistics •Number of workstations 185 •Number of current staff 210 •Number of staff (after budget) 250 - 131 - pickering.ca 2023 Budget Snapshot Page 9 2023 2022 Increase Draft Budget (Decrease)Budget 1 City Revenues ($49,439,818) ($2,541,586) ($51,981,404)-3.34% 2 Casino Gaming Revenues (8,000,000) (8,000,000) (16,000,000)-10.51% 3 Supplementary Tax Revenues (500,000)0 (500,000)0.00% 4 2023 Assessment Growth 0 (1,911,000)(1,911,000)-2.51% 5 Sub Total Lines (1 to 4)($57,939,818)($12,452,586)($70,392,404)-16.37% 6 City Expenditures $129,029,857 $9,050,123 138,079,980 11.89% 7 Transfer to Casino Reserve 8,000,000 8,000,000 16,000,000 10.51% 8 Capital From Current 639,000 29,000 668,000 0.04% 9 Sub Total (Lines 6 to 8)$137,668,857 $17,079,123 $154,747,980 22.45% 10 Net City (Lines 5 Minus 9)$79,729,039 4,626,537 $84,355,576 6.08% 11 Covid-19 Recovery Fund ($1,598,618)$1,598,618 2.10% 12 Rate Stabilization Reserve (1,500,000)(1,500,000)0.00% Funding of Major Cost Pressure From Casino Reserve 13 Elexicon Dividend Decrease (546,587)(906,157)(1,452,744)-1.19% 14 Sub Total (Lines 11 to 14)(3,645,205)692,461 (2,952,744)0.91% 15 Base Budget (L10 Plus 14)$76,083,834 $5,318,998.28 $81,402,832 6.99% Add: Financial Impact of Provincial Legislation 16 Bill 23 - DC Funding Shortfall 3,500,000 3,500,000 4.60% 17 Sub Total $8,818,998 $84,902,832 11.59% 18 Asset Management Investment 760,000 760,000 1.00% 19 Sub Total $9,578,998 $85,662,832 12.59% 20 Funding of Bill 23 Cost by Casino Reserve (3,500,000)(3,500,000)-4.60% 21 Recommended Budget $6,078,998 $82,162,832 7.99% 2023 Property Tax Increase 2.44%- 132 - pickering.ca Explanation of Major Revenue Changes Page 10 Department User Fees 2.34% Planning Fees 1.64% Licenses & Permits 1.35% Investment Income 0.65% Fines & Charges 0.42% Municipal Accommodation Tax Revenues 0.39% Federal & Provincial Grants (3.01%) Other Changes (0.44%) 2023 Proposed Budgetary Revenue Increase 3.34% - 133 - pickering.ca Return of Program Revenues Page 11 $- $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 $1,600,000 $1,800,000 Pre-COVID 2018-19 COVID 2020-21 2022 YTD Actuals Draft 2023 Budget Ice Rentals Don Beer Arena Rec Complex Arenas - 134 - pickering.ca Page 12 Breakdown of 11.89% Budgetary Expenditures Increase Personnel Expenditures: Salaries 2.32% Employee Benefits 0.33% New Positions 4.32% Contract Staff 0.72% Resumption of Pre-COVID programming levels 0.51% 8.20% Building Maintenance 0.67% Equipment 0.62% Consulting & Professional Fees 0.49% Other Changes 1.91% 2023 Proposed Budgetary Expenditure Increase 11.89% Breakdown of 11.89% Budgetary Expenditures Increase - 135 - pickering.ca Building Maintenance Costs Page 13 $200,000 $700,000 $1,200,000 $1,700,000 $2,200,000 $2,700,000 $3,200,000 2015 2016 2017 2018 2019 2020 2021 2022 2023 - 136 - pickering.ca Fuel Costs Page 14 Budget has increased by $389,000 since 2021. - 137 - pickering.ca Asset Management Investment Page 15 1% Ask = $760,000 1/3 Roads & Bridges 1/3 Buildings & Facilities 1/3 Playground Estimated Useful Current Life Contribution Roads & Bridges 28.4%$2,000,000 Buildings & Facilities 17.1%$515,000 Parks 16.1%$230,000 - 138 - pickering.ca Breakdown of Casino Reserve Use Page 16 Current Budget: Seniors Snow Program 388,700$ Cherrywood Development Team 315,760 Capital Facilities Team 189,975 894,435$ General Government Communities Grants 263,227$ City Centre Phase 2 490,000 753,227 Budget Front Page Elexicon Dividend Shortfall 1,452,744$ Bill 23 DC Fee Reduction 3,500,000 4,952,744 Capital Budget 4,533,700 Total 2023 Commitments 11,134,106$ $6.1 million –Uncommitted Balance - 139 - pickering.ca Page 17 Major Capital Projects Funded By Casino Reserve 2023 Draft Budget Leasehold Improvements 1,100,000 Bay Ridges Kinsmen Park Soccer Artificial Turf Replacement 770,000 Beverley Morgan Park Track Replacement 770,000 Accessible Pedestrian Signals - 4 locations 400,000 George Ashe Community Centre Renovation Consulting 330,000 Council Chamber Renovation Consulting 250,000 Security Camera Program (Various Locations)161,500 Fire Station#6 Kitchen Retrofit 100,000 Rec Complex - Condenser Pad and Tank Replacement 88,000 - 140 - pickering.ca 2023 Key Current Budget Highlights Page 18 Increase in seniors’ property tax grant from $525 to $535. 50% Program Expansion for Senior Snow Removal Program (500 to 750 spots). Enhanced Santa Claus Parade & Millennium Square Events Increase in Seaton Fire Hall staffing -5 additional firefighters. City has now reached a full staffing complement for the new fire hall. Establish an Office of Housing Affordability. Continuation of City Centre Vision –Phase Two. . 21 - 141 - pickering.ca Page 19 Another Viewpoint –Pickering’s Draft Budgetary Increase Three Year 2021 2022 2023 Period Inflation*3.50%6.80% 3.60% 14.52% City Budget Levy Increases 1.45% 1.79% 7.99% 11.52% Inflation Increase Over Budget Levy 3.00% * The above inflation rate figures are from the 2023-24 Provincial Budget (Page 105). - 142 - pickering.ca How is the Residential Tax Bill Allocated? Pickering 30.57% Durham Region 55.27% School Boards 14.37% Residential Tax Bill Pickering Share Page 20 - 143 - pickering.ca Budget Levy Impact on Total Residential Property Taxes Page 21 City Share Proposed 2023 Levy Inc.7.99% Percentage of Allocation 30.57% Increase on Total Residential Tax Bill 2.44% - 144 - pickering.ca City & Region Levy Impact on Total Residential Property Taxes Page 22 School Board City Region Total Tax Pie Percentage 14.17% 30.57% 55.27%100.0% 2023 Levy Inc.7.99% 5.20% Increase on the Tax bill `2.44% 2.87% 5.31% 2023 Total Residential Property Tax Impact - 145 - pickering.ca Budget Levy Impact on Pickering Share Residential Property Taxes Page 23 The residential assessment value is based on a market valuation date of January 1, 2016. Residential Assessment 100,000$ 530,000$ 612,000$ Increase over Last Year 26.38$ 139.81$ 161.44$ Increase on a Monthly Basis 2.20$ 11.65$ 13.45$ Financial Impact of Budget Levy Increase - 146 - pickering.ca Current Market Value vs. Property Taxes Assessment Value Page 24 Current Market Value What is my home worth today? >MPAC Assessment Value January 1, 2016 MPAC Assessment value is based on the value of the price that your property might reasonably have sold for in its current state and condition on January 1, 2016 between a willing buyer and seller. - 147 - pickering.ca Impact of Delayed Reassessment on Residential Property Taxes Page 25 For 2023, the reassessment is being delayed to post 2024? Therefore, there should be no financial impact due to reassessment. The highlighted line should be ZERO for 2023. - 148 - pickering.ca Property Tax Allocation by Major Property Tax Class Page 26 0.0% 10.0% 20.0% 30.0% 40.0% 50.0% 60.0% 70.0% 80.0% 90.0% 100.0% Residential Commercial Industrial City School Board Region - 149 - pickering.ca What is the Budget Levy Increase for the Commercial Taxpayer? Page 27 School Board (P rov.)City Region Total Tax Pie Percentage 39.03% 21.60% 39.37%100.0% 2023 Levy Inc.7.99% 5.20% Increase on the Tax bill `1.73% 2.050% 3.78% 2023 Total Commercial Property Tax Impact - 150 - pickering.ca What is the Budget Levy Increase for the Industrial Taxpayer? Page 28 School Board (Prov.)City Region Total Tax Pie Percentage 31.44% 24.29% 44.27%100.0% 2023 Levy Inc.7.99% 5.20% Increase on the Tax bill `1.94% 2.30% 4.24% 2023 Total Industrial Property Tax Impact - 151 - pickering.ca Summary of Budget Levy Increase by Major Tax Class Page 29 School Board (Prov.)City Region Total Residential 0.00%2.44% 2.87%5.31% Commercial 0.00% 1.73% 2.05%3.78% Industrial 0.00%1.94% 2.30%4.24% - 152 - pickering.ca Page 30 Average Daily Cost of Municipal Services:6.08$ 24.1% Fire Services 1.47$ 20.1% Road & Water Network 1.22$ 7.6% Library 0.46$ 7.8% Parks & Property 0.47$ 4.9% Debt Servicing Costs 0.30$ 5.7% Community & Recreation Centres 0.35$ 6.2% Corporate Services 0.38$ 5% Culture & Recreation - Other 0.30$ 1.2% City Development 0.07$ 1.6% Mayor, Council & Council Support 0.10$ 1.2% Streetlights 0.07$ 0.9% Recreation Programs 0.05$ 0.7% Animal Services 0.04$ 0.6% Customer Care 0.04$ 1.1% Museum 0.07$ 0.5% Crossing Guards 0.03$ 0.9% Arenas 0.05$ 0.4% Community Grants 0.02$ 0.3% By-law Services 0.02$ 9.2% All Other Areas 0.57$ * Calculated based on the average assesed value of $612,000 for a residential property. - 153 - pickering.ca Pickering’s Debt Picture Page 31 Original Borrowed Amount ($) Outstanding Principal Balance A Total "Issued" Debt Commitments-Dec 31, 2022 $ 58,135,694 $44,288,955 Add: B Debt Funded Projects from Prior Year's Budgets 18,205,000 C 2023 Debt Funded Projects 4,611,700 D Estimated City Debt Commitments - Dec 31, 2023 $67,105,655 - 154 - pickering.ca Major Debt Financed Capital Projects Page 32 Project Year Borrowed Term Borrowed Amount Outstanding Principal Dec 31, 2022 New Operations Centre 2017 20 9,907,000 7,912,000 Construction of a New Fire Station and Headquarters on Zent Drive 2021 20 8,978,000 8,619,000 Chestnut Hill Developments Recreation Complex - Lobby & Core Area Renovations – Construction 2021 20 5,600,000 5,387,000 Purchase of Land for the Construction of 401 Overpass 2022 20 4,373,000 4,373,000 Indoor Soccer Facility 2014 15 3,734,000 1,954,000 32,592,000 28,245,000 - 155 - pickering.ca ARL Annual Repayment Limit (ARL), O. Reg 403/02: •This limit represents the maximum amount that a municipality can commit to payments relating to debt or financial obligation •ARL = 25 % x Net Own Source Revenues The ARL limit is capped at 25% of own source revenues Own Source Revenues includes property taxes, user fees, investment income and casino revenues. The ARL should be viewed as your Provincial Credit Card Debt Limit The debt limit includes: DC Debt, Third Party Debt (Pickering Soccer Club for the Dome) and taxpayer debt. Page 33 - 156 - pickering.ca Annual Repayment Limit 0.00% 2.50% 5.00% 7.50% 10.00% 12.50% 15.00% 17.50% 20.00% 22.50% 25.00% 27.50% 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 ARL City %Projection City Target Page 34 - 157 - pickering.ca Comparing our Current Level of Debt with our Durham Lakeshore Neighbours $- $100 $200 $300 $400 $500 $600 Ajax Clarington Whitby Pickering Oshawa Oakville 2020 Total Debt Outstanding per Capita Page 35 - 158 - pickering.ca Page 36 Preliminary Draft Budget 2024 Timetable January -KPMG consulting work for City Centre Phase 2 completed by the end of January or sooner February -Report to Council regarding City Centre Phase 2 and possible future consideration for other phases March –Council approves 2024 Budget - 159 - pickering.ca Page 37 Preliminary Projection Draft Budget 2024 Expenditures: Personnel Costs 1.90% Annualization of New Positions 2.10% Debt Payments 1.20% Other 0.30% Leasing Costs 0.20%5.70% Revenues: User Fees -0.20% Assessment Growth -2.10% Other -0.50%-2.80% Sub Total 2.90% Add: Asset Management 1.00% Preliminary Total Estimate 3.90% - 160 - pickering.ca Page 38 Strategies to Reduce 2024 Levy Increase •Increase non-residential (property tax) growth. •Continue to apply for all senior level government grants. •Where applicable, ensure that all user fees are based on a full cost recovery basis (current & capital). •Where applicable, invest in technology to increase efficiency. •Avoid, if possible, the adding of new debt during the current high interest rate period. - 161 - pickering.ca Assessment Growth $- $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Page 39 $1,911,000 - 162 - pickering.ca Non-Residential Assessment as a % of the Total Property Assessment Base Residential $1.00 = Commercial $1.45 Residential $1.00 = Industrial $2.26 Page 40 - 163 - pickering.ca Property Taxes –Innovation Corridor Economic Development from a Property Tax Lens Property taxes prior to development Farm Tax Class Total Property Taxes per Acre = $34.65 Property taxes after development Commercial Tax Class Total Property Taxes per Acre = $23,947 Recent development in this area resulted in total property taxes increasing from $1,724 to $1,181,330. Pickering share of property taxes increased from $506 to $255,172. Page 41 - 164 - pickering.ca 2023 Key Capital Budget Highlights •Construction of the Pickering Heritage & Community Centre ($40 million). •New Pickleball & Futsal (6) Courts in Pickering Soccer Centre ($902,000). •Beverly Morgan Park Track Replacement ($720,000). •Walnut Lane Extension ($2 million). •Asphalt Resurfacing, Road Reconstruction and Culvert Replacements ($4.6 million). •Dunmoore Park Tennis Courts Reconstruction ($550,000). Page 42 - 165 - pickering.ca 2023 Capital Budget by Financing Source Page 43 - 166 - pickering.ca Debt Reduction Strategy for 2023 Page 44 $0 $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 2021 2022 2023 DC RF FGT Res & RF Rate Stabilizatin Res. Property Taxes Casino Reserve Debt Government Grants - 167 - pickering.ca 2023 Budget Report (Housekeeping) Recommendations will include the following: 1.Council to confirm that the budget was developed using the cash basis of accounting as per Ontario Regulation 284/09. 2.Any committee decisions to be re-allocated to their proper cost centre for accounting and expenditure control purposes including the March 27th Council decisions. 3.Grant housekeeping recommendations –change application deadline to (Friday) October 27th. 4.Increase seniors grant amount from $525 to $535. Page 45 - 168 - pickering.ca . Measuring Pickering’s Social Conscience Page 46 - 169 - pickering.ca Low Income Seniors/Persons With Disabilities Property Tax Grant Recommending that the 2023 grant amount is increased to $535.00. Program participation increased by 51.7% over the last five years. 2017 2018 2019 2020 2021 2022 Grant Amount 200.00$ 300.00$ 330.00$ 375.00$ 450.00$ 525.00$ Number of Participants Seniors 143 185 202 249 232 240 Individuals with Diabilities 2 6 10 9 13 14 145 191 212 258 245 254 Page 47 - 170 - pickering.ca . Social Conscience –A Financial Measure Pickering’s financial “giving” is equivalent to 1.21% levy (Revised) Page 48 - 171 - pickering.ca Page 49 - 172 - Attachment #3 to FIN 09-23 Policy Policy Title: Council Compensation Policy Policy Number ADM 190 Reference Resolution #73/05 Resolution #12/07 Resolution #214/07 Resolution #54/11 Resolution #152/11 Resolution #48/15 Resolution #299/17 Resolution #48/19 Resolution #240/20 Resolution #546/21 Date Originated (m/d/y) May 2, 2005 Date Revised (m/d/y) January 15, 2007 November 19, 2007 March 21, 2011 September 19, 2011 May 19, 2015 May 15, 2017 March 25, 2019 February 24, 2020 March 22, 2021 Pages 14 Approval: Chief Administrative Officer Point of Contact Director, Corporate Services & City Solicitor Director, Finance & Treasurer Policy Objective The objective of this Policy is to: 1. Provide consistent rules and guidelines for the Mayor and Members of Council with respect to salary, expenses and communications of elected officials; and, 2. Provide guidelines to staff to ensure all expenses are submitted and approved in accordance with the established parameters of the Policy. Index 01 Definitions 02 Principles 03 Responsibilities 04 General 05 Accounting Procedures 06 Salary - 173 - Policy Title: Council Compensation Policy Page 2 of 15 Policy Number: ADM 190 07 Benefits 08 Vehicle Allowance 09 Professional and Business Development 10 Councillors Stationary and Office Supply Budget 11 Meals, Receptions, Promotions & Special/Community Events 12 Communications 13 Constituent Communications 14 Websites 15 In an Election Year 01 Definitions 01.01 Allowable or Eligible Expense - shall mean an expense that is provided for in this Policy. 01.02 Cooperative Letter - shall mean a letter or other printed document that contains information of interest to residents in more than one ward and which shall be mailed or distributed beyond a ward boundary. 01.03 Councillor - shall mean all Members of Council, excluding the Mayor. 01.04 Ineligible Expense - shall mean an expense that is not provided for in this Policy. 01.05 Members of Council - shall include the Mayor and all Members of Council. 01.06 Neighbourhood Letter - shall mean a document that is prepared on letterhead and/or signed by a Member of Council and sent to a defined neighbourhood or community of interest within the constituency of a Member of Council. 01.07 Newsletter - shall mean a document that is printed on both sides and shall contain information of interest to the constituents of a Member of Council. 01.08 Social Media – shall mean any social media platform used by a Member of Council to communicate or share information with constituents. 01.09 Telecommunications Equipment - shall include all equipment capable of transmitting over landlines and/or wireless modes. 01.10 Website - shall mean a site on the World Wide Web that contains information of interest to the constituents of a Member of Council. - 174 - Policy Title: Council Compensation Policy Page 3 of 15 Policy Number: ADM 190 02 Principles When interpreting this Policy, the following principles should be kept in mind: 02.01 Autonomy of Council - City Council, as the decision-making body of the City, is separate and distinct from City administration. 02.02 Integrity of Council - The integrity of City Council as a whole and the Office of the Members of Council must be protected. The interest of City Council as a whole takes precedence over the personal interests of individual Members of Council. 02.03 Accountability - Since Members of Council use public funds when they perform their duties, the public expects public funds to be used prudently. Members of Council are the stewards of City resources and are ultimately accountable to the public and their constituents for the type and level of expenses they incur. Members of Council expenses must be reasonable and reflect what the public expects of an elected official. 02.04 Transparency - The public has a right to know how public funds allocated to Members of Council are spent. The public’s right to Council expense information must be balanced against the need to protect privacy and personal information, and allow time for proper accounting and reconciliation of expenses. 03 Responsibilities 03.01 Members of Council to: a) adhere to and support the Council Compensation Policy; b) consider amendments as presented by the Chief Administrative Officer; c) meet all financial, legal, and income tax obligations; and, d) stay within budget guidelines and expenditure categories. 03.02 Chief Administrative Officer to: a) support the Council Compensation Policy. 03.03 City Clerk to: a) approve any expenditures in accordance with the Policy; b) advise Members of Council of the status of their budgets; c) advise Members of Council if any item appears to breach the Council Compensation Policy; and, - 175 - Policy Title: Council Compensation Policy Page 4 of 15 Policy Number: ADM 190 d) make sure that supporting documentation is in place, and that expenditures conform with the Policy. 04 General 04.01 This Policy shall be reviewed every four years prior to the budget meetings that follow the general municipal election, or as directed by Council. 04.02 When a vacancy occurs and is subsequently filled, or upon the commencement of a new Term of Council and after the Inaugural Meeting of Council has occurred, compensation, benefits and allowances outlined in this Policy shall be pro-rated to the Term of Office for each Member of Council. 04.03 Items purchased for and expense reimbursements by the City and provided to a Member of Council will be charged to the Member’s budget. 04.04 Reimbursement or payment by the City will not be made if it is not specifically provided for in this Policy. 04.05 No remaining current budget allocations or allowances can be carried forward into future years unless otherwise provided for in this Policy. 04.06 Individual Members of Council shall not use City funds to make individual grants or donations to organizations or persons for any form of sponsorship or fundraising. 04.07 Members of Council will not be reimbursed for expenditures purchased through the use of rewards or point programs or gift cards. 04.08 Detailed listings of Council expenses are prepared on a monthly basis for each Member of Council and publicly disclosed on the City’s website as soon as practicably possible. 05 Accounting Procedures 05.01 Member of Council claims for expenses must follow basic accounting and audit principles: a) expenses must relate to the business of the City of Pickering; b) complete backup of all documentation pertinent to the expenditure must be attached to the expense reimbursement; c) Members of Council must incur the expenses. Expenses incurred by third parties cannot be claimed; - 176 - Policy Title: Council Compensation Policy Page 5 of 15 Policy Number: ADM 190 d) Members of Council must provide proper documentation, including detailed receipts, invoices or e-bills, for all expense claims. Credit card receipts or statements alone are not sufficient and will not be accepted. In the case of any online purchases, a copy of the confirmation is not enough for reimbursement, and the credit card statement must also accompany the backup documentation; e) invoices must include a description of the goods purchased or services rendered, the cost, applicable taxes and HST Registration Number; f) original or digital signatures are required on all invoices; g) expenses must be submitted for reimbursement within 60 days of the expenditure; and, h) Members of Council who charge for goods against the current year must have received the goods and or services from the vendor before December 31st of the year. 05.02 Reimbursement of expenses must be completed through the City’s automated Travel and Expense process within the City’s portal. Supporting documentation needs to provided for each expense. 05.03 External Service Providers - payment shall be made directly by the City to the service provider upon submission of an original detailed invoice. An invoice for external services must contain, the business name, address, date and additional details of services provided such as itemizing hours by day, HST business registration number and description of work provided. All invoices require sign off by the Councillor to indicate that services were received prior to authorization, and before payment can be processed. 06 Salary 06.01 The remuneration payable to the Mayor shall be: a) $120,703.00 per annum effective January 1, 2023; and, b) Thereafter, the annual salary of the Mayor shall be increased at the higher rate of either the same rate/percentage provided to those employees covered by the Collective Agreement for CUPE Local 129 on April 1st of the immediate preceding year or the salary increase percentage given to the Chief Administrative Officer in the prior year. 06.02 The remuneration payable to a Councillor shall be: a) $50,293.00 per annum effective January 1, 2023; b) Thereafter, the annual salary of a Councillor shall be increased at the higher rate of either same rate/percentage provided to those - 177 - Policy Title: Council Compensation Policy Page 6 of 15 Policy Number: ADM 190 employees covered by the Collective Agreement for CUPE Local 129 on April 1st of the immediate preceding year or the salary increase percentage given to the Chief Administrative Officer in the prior year ; c) a Councillor shall be paid a per diem rate of 1.0 percent of their annual salary for a total of 10 days for attending a full day meeting, workshop, seminar or convention; and, d) per diem payments payable to Councillors shall be paid monthly. Per diem payments shall cease on the last day that the Councillors remain in office and shall be pro-rated accordingly. 06.03 Remuneration payable to Members of Council shall be based on an annual rate and paid bi-weekly. Remuneration to Members of Council shall cease on the last day that the Member remains on the Council of the City of Pickering. 07 Benefits: 07.01 Health Plan a) An Extended Health Plan shall be available to all Members of Council and their families; b) Members shall have access to a health care spending account for $7,500 per year with no carry over provision or unused amount paid out; c) For a Member of Council who has completed more than 8 years of continuous service and ceases to be a Member for the reasons set out in Section 07.04.a), the Corporation shall pay 100 percent of the premium cost of the Extended Health, Dental and Vision Care Benefit Plans, including health care spending account referenced in 7.01b), for the number of years of service or until the Member attains the age of 85; d) Following a Council Member’s death while in service, the Corporation shall continue to pay 100 percent of the premium costs of the Extended Health, Dental and Vision Care Benefit Plans in respect of a Member’s surviving spouse and dependents for up to 24 calendar months. 07.02 Current sitting Members of Council, shall be provided a Term Life Insurance Policy paid to the designated beneficiary as follows: a) Mayor $200,000.00; b) Councillor $100,000.00; c) accidental death and dismemberment insurance coverage (ceases at age 70); and, d) Members of Council will be eligible for an additional - 178 - Policy Title: Council Compensation Policy Page 7 of 15 Policy Number: ADM 190 $100,000.00 (after tax) payment to their designated beneficiary at the time of their death. 07.03 A Member of Council may maintain a Registered Retirement Savings Plan (RRSP), either own or spousal as permitted, under current Federal legislation to which the Corporation shall contribute a maximum of 13 percent of the Member’s earned salary each year; a) To have the City make the contribution or reimburse for the contribution, the Member of Council must provide: i) written confirmation that a member has sufficient contribution room, as provided by the Canada Revenue Agency on their notice of assessment, to accommodate the City’s contribution, shall be provided to the Treasurer no later than December 31st in any given year and the City’s contribution shall be made directly to the RRSP no later than January 31st of the next calendar year; OR ii) evidence of a contribution by a Member towards an RRSP shall be provided to the Treasurer no later than December 31st in any given year. The member will then be reimbursed for the contribution, to a maximum of 13 percent of the Member’s earned salary, no later than January 31st of the next calendar year. b) For the purpose of calculating the 13 percent RRSP contribution amount, the word “salary” shall mean the annual salary plus the per diem rate, pro-rated for a Member not holding office for an entire calendar year, of the Mayor and Councillors and it excludes all taxable benefits and allowances. c) The contribution to an RRSP is a taxable benefit regardless of whether it is paid to the Member of Council or the financial institution. d) The City shall make its contribution only in the month of January of the next calendar year regardless of when the Member of Council made a contribution, except when a Member of Council ceases to hold office during the year, in which case a whole or partial contribution will be made in that year. e) An elected official has the option to have the City contribute directly to a Tax Free Savings Account (TFSA), rather than an RRSP. The contribution amount would be net of taxes but all other requirements, noted above would apply. 07.04 a) A Member of Council, who has completed a term, may, upon written application to the Treasurer by the Member, receive severance remuneration upon ceasing to be a Member by reason of: i) election defeat; ii) resignation; iii) election to another government body; - 179 - Policy Title: Council Compensation Policy Page 8 of 15 Policy Number: ADM 190 b) No Member of Council shall be entitled to receive severance remuneration if he or she ceases to be a Member by reason of resignation which is a result of or given in anticipation of: i) removal from office by judicial process; or, ii) notwithstanding the above, disqualification under or by operation of any Act of the Parliament of Canada or the Legislature of the Province of Ontario. c) Severance remuneration shall be equal to: one month of salary for the Mayor or one month of salary that includes the per diem for Councillors, times the number of years of consecutive, uninterrupted full service of the Member, to a maximum amount payable of 36 months remuneration. Severance remuneration shall be calculated from the day the Member took office to the last day that the Member ceases to hold office. d) A written application for severance remuneration must be received by the Treasurer within 6 calendar months of a Member of Council ceasing to be a Member; otherwise any entitlement to severance remuneration shall be forfeited. Upon approval of the application by the Treasurer, a payment arrangement shall be agreed to that does not extend beyond four years. Interest is not earned on the severance remuneration if a payment arrangement is agreed on. 08 Vehicle Allowance 08.01 A vehicle allowance is provided for in the annual Current Budget on a monthly basis to each Member of Council. a) The vehicle allowance shall be deemed to provide for all travel and travel-related expenses less than 50 km one way from the Civic Complex and shall include but not be limited to fuel, parking, highway tolls, taxi fares, public transportation fares and valet services. b) Travel of more than 50 km one way from the Civic Complex shall be paid for the outgoing and return trip in excess of 100 kilometres at the per kilometre rate of reimbursement approved by Council or economy class return air fare between Toronto and the destination, whichever is the lesser. 09 Professional and Business Development 09.01 A budget of $16,000 per term for each Member of Council shall be provided. This will be an allocation of approximately $4,000 per Member of Council in each annual budget for professional and business development related to City business, however, a Member of Council may use funds from future years as long as the budget does not exceed $16,000 for the Term of Council. Any spending above the $16,000 - 180 - Policy Title: Council Compensation Policy Page 9 of 15 Policy Number: ADM 190 allocated for the term must be paid back by the Member of Council within one month. 09.02 Members of Council may attend the following programs that are relevant to a Member of Council’s role/duties and relates to City business: a) conferences and seminars; b) professional education and development programs; c) skills development programs; d) research/study trips; and, e) other City business or other travel requested by City Council. 09.03 Expenses shall include actual accommodation costs, registration costs, travel if applicable, hotel internet/telephone charges and meals if not provided by conference event and where such expenses are not otherwise claimed or paid for by another person or body. 09.04 Accommodation expenses shall be at the event headquarters and if not available, then at the nearest suitable hotel, motel, etc. and at a single occupancy room rate. All expenses over a single occupancy room rate will be the responsibility of the Member of Council. 09.05 Travel necessary for professional and business development in excess of 50 kilometres one way, 100 kilometres return from the Civic Complex, shall be paid at the per kilometre rate of reimbursement approved in the Current Budget or economy class return air fare between Toronto and destination whichever is the lesser. Economy plus standard is permitted for air travel over five hours. Other travel related expenses such as parking, vehicle rentals, taxi fares, public transportation fares and highway tolls incurred for travel beyond 50 kilometres one way, 100 kilometres return shall also be reimbursed upon presentation of receipts. 09.06 Lost receipts will not be reimbursed. 09.07 Councillors must have Council approval in order for expenses to be reimbursed for any event outside of North America unless the Mayor has delegated his authority under section 226.1 of the Municipal Act to represent the City in his place to the Deputy Mayor or a Councillor, if the Deputy Mayor cannot attend. 10 Economic Development 10.01 Councillors will be provided an annual budget of $7,000 per year (with no carryover provision) to undertake key economic initiatives for business attraction that includes business development and trade shows and the costs related to this activity including items such as travel, - 181 - Policy Title: Council Compensation Policy Page 10 of 15 Policy Number: ADM 190 accommodation, food and registration fees shall be charged to this account. 10.02 Council approval is not required for international air travel, accommodations, registration fees and meals for economic development initiatives. 11 Councillors Stationery and Office Supply Budget 11.01 An annual budget of $750.00 is provided for each Councillor for office supplies used for City business such as; personalized letterhead, business cards, toner cartridges, Commissioner Stamps, publications/books relating to City business. 11.02 All letterhead and business cards must comply with the City’s template guidelines. 12 Meals, Receptions, Promotions & Special/Community Events 12.01 An annual budget of $5,000.00 is provided for each Councillor for meals, individual ads, receptions, promotions and special events where the Member of Council is required to attend in an official capacity and the event relates to City/constituent business. 12.02 Where an invitation is extended to a Member of Council to attend a function in his or her capacity as an elected official, the Member may request reimbursement for one additional ticket for a spouse or guest, where appropriate and reasonable. 12.03 Individual ads (i.e. newspaper ads, business card ads) must be placed in news or advertising media circulated within the City of Pickering. Copies of print ads must be provided with the invoice. 12.04 Members of Council may hold Ward Town Hall Meetings with their constituents and may use City Facilities for this purpose at no charge. Facility availability is based on current City programming needs that may already be scheduled and an alternative space may be offered to the Member of Council if required. Town Hall Meetings shall be limited to one per month and where possible should be combined with the other Member of Council elected to that Ward. A Council Member’s request for staff participation at a Town Hall Meeting shall be directed to the CAO a minimum of 2 weeks in advance of the Town Hall and is subject to CAO pre-approval. 13 Meal Reimbursement 13.01 Reimbursement shall be provided to Members of Council for the cost of meals attended for the purpose of discussing matters of City business as follows: - 182 - Policy Title: Council Compensation Policy Page 11 of 15 Policy Number: ADM 190 a) reimbursement shall only be provided for reasonable food and alcohol expenses upon submission of the original restaurant bill providing details of the purchase and the HST number. The attendees and the purpose of the meeting is to be noted on the reverse side of the bill; b) reimbursement for alcohol alone is not allowed; and, c) Members of Council will not be reimbursed for any food, drink or alcohol for any social meal/event when taking City/Regional staff or Advisory Committee/Board members out (i.e. lunches, retirement functions, holiday lunches). 14 Communications 14.01 A Capital Budget of $15,000 per term, per Member of Council, shall be provided for the acquisition of computer hardware/software and telecommunications equipment. a) Expenditures of this allocation shall only be made in the first 40 months of office following a general election. b) No replacement computer hardware/software, telecommunications equipment or smart phones shall be purchased or leased for Members of Council unless it is lost or stolen, or no longer operates and cannot be repaired to its initial operating specifications. The old equipment must be returned, and/or affidavit that the equipment has been lost or stolen must be submitted. Any replacement equipment purchased under this Section will be charged to the Councillor’s budget. c) Following a general municipal election, by-election or appointment, the new Member(s) of Council shall be contacted by staff to determine their needs. Members of Council may choose to be supplied with equipment recommended by City staff or they may choose to be supplied with equipment of their choice. The Division Head, Information Technology must be consulted to verify compatibility and to clarify IT support opportunities before purchase. At the point of delivery of the equipment, Members of Council shall be required to sign a Home Equipment Agreement which shall set out the equipment that has been supplied to the Member and the conditions under which it has been supplied. 14.02 Returning of equipment by Members of Council: a) the equipment issued to Members of Council remains the property of the City and shall be returned on completion of the Term of Office; b) every Member of Council who does not continue to hold municipal office shall return all computer hardware/software, - 183 - Policy Title: Council Compensation Policy Page 12 of 15 Policy Number: ADM 190 telecommunications equipment and any other equipment purchased or leased on their behalf to the City by November 30th following a general municipal election or within 21 days of ceasing to hold office; c) notwithstanding section 12.02 b), an outgoing Member may request the purchase of such equipment. The Treasurer shall consider each request when submitted, taking into consideration the age of the equipment, its market value as determined by the City’s Information Technology Division and any licensed software on the equipment; d) a Member of Council will be provided with the opportunity to purchase City owned equipment if he or she: i) has held office for at least one full term; ii) is not standing for re-election; or iii) has been unsuccessful in seeking re-election; e) the opportunity to purchase will not be available to a Member of Council who is disqualified or dismissed from holding office; and, f) in the event the above-noted items are not returned or purchased by the said date, the matter shall be referred to the Director, Corporate Services & City Solicitor to pursue recovery. 14.03 The City will reimburse each Member of Council for phone/internet usage as follows: a) smart phone plans, iPad plans, b) A budget of $1,800 per year will be provided for internet usage costs on a reimbursement basis only; and c) Members of Council who are planning to travel out-of-province or out-of-country must contact the City’s IT staff or the provider to determine the appropriate voice and data roaming plan. Roaming charges will not be reimbursed by the City for usage costs for electronic devices that are accidentally turned on or left on. 15 Constituent Communications It is recognized that there are many communications media available to Members of Council to communicate with their constituents, including newsletters, neighbourhood letters, cooperative letters, websites, town hall meetings and social media accounts. 15.01 An annual budget of $16,000 for the first, second and third calendar years and an annual budget of $4,000 for the fourth year for website expenditures will be provided to each Councillor for constituent communications. The City shall cover the cost of preparing, printing and - 184 - Policy Title: Council Compensation Policy Page 13 of 15 Policy Number: ADM 190 mailing newsletters, neighbourhood letters and cooperative letters, as well as the cost of creating and maintaining a website and/or social media account as follows: a) a newsletter shall not be mailed or otherwise distributed beyond the boundaries of the constituency of a Member of Council except where postal walks cross beyond the boundaries of his/her ward; b) in instances where Members of Council are assigned or appointed to additional duties, or where it is determined that the same information is being sent out by another Member, and combining information is fiscally responsible, cross-ward boundary communication exceptions may be permitted at the discretion of the City Clerk; c) a newsletter, neighbourhood letter, cooperative letter, City-funded website or other communications media shall not contain information that would promote any candidate in an election; d) a newsletter, neighbourhood letter, cooperative letter, City-funded website or other communications media shall not contain advertising that would promote a product or service of a company, organization or individual; e) a Member of Council shall only be reimbursed for communication expenses relating to City business incurred through media that have general circulation in the City of Pickering, such as a newspaper, radio or television station; and, f) in the fourth year of a term of office, all communications must be delivered to the mailing address by April 30th in order to be reimbursed by the City. 16 Websites The City will reimburse Members of Council for the cost associated with development, licensing and maintaining a website as follows: 16.01 a link to the Councillor’s City-funded constituent website will only be provided from the City of Pickering website under the Councillor’s profile link; 16.02 Members of Council cannot convert an existing Councillor’s City-funded constituent website to an election campaign website; 16.03 the City will reimburse for the purchase of one domain name registration, web hosting fees and website maintenance fees; 16.04 Members of Council’s City-funded constituent websites will be hosted outside of the City’s internet URL address and are entirely the responsibility of Members of Council; - 185 - Policy Title: Council Compensation Policy Page 14 of 15 Policy Number: ADM 190 16.05 City staff cannot provide any advice related to these external sites, including wording for disclaimers; 16.06 the City recommends that Members of Council choose a web-hosting company operating in Canada to reduce the risk of breaching the privacy of constituents under conditions of the United States Patriot Act; 16.07 use of the City logo and symbols must comply with all applicable City policies; 16.08 Members of Council’s City-funded constituent websites cannot advocate for a political party, other levels of government, for-profit organizations or individuals not related to the business of the City, or for candidates in any municipal, provincial, federal election or by-election, or promote consent or rejection of a question on a ballot that has been submitted to electors; and, 16.09 Members of Council’s City-funded constituent websites cannot contain advertising that would promote a product or service of any company, organization or individual. 17 In an Election Year 17.01 The Municipal Elections Act, 1996 states that the City cannot make a contribution to any candidate or their campaign in a municipal election. Therefore, special conditions for expense reimbursement for Members of Council apply during an election year. 17.02 In an election year the following conditions shall apply effective May 1st: a) no Member of Council shall use the facilities, equipment, supplies, services, staff or other resources of the municipality for any election campaign or campaign-related activities; b) no Member of Council shall undertake any campaign-related activities on any municipal property; c) no mailing or distribution of constituent communications where the costs are borne by the City; d) no mailing or distribution of generic neighbourhood letters or cooperative letters shall occur where the costs are borne by the City; e) no individual advertising shall occur where the costs are borne by the City (i.e. newspaper ads, business card ads); and, f) no community events can be organized by a Member of Council where the costs are borne by the City (i.e. Ward Town Hall Meetings, safety meetings, government info meetings, etc.). - 186 - Policy Title: Council Compensation Policy Page 15 of 15 Policy Number: ADM 190 Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. - 187 - - 188 - Report to Council Report Number: FIN 11-23 Date: April 24, 2023 From: Stan Karwowski Director, Finance & Treasurer Subject: 2023 Tax Rates and Final Tax Due Dates for All Tax Classes -File: F-4200-001 Recommendation: 1.That Report FIN 11-23 of the Director, Finance & Treasurer regarding the 2023 tax rates be received; 2.That the 2023 tax rates for the City of Pickering be approved as contained in Schedule “A” of the By-law attached hereto; 3.That the tax levy due dates for the Final Billing be June 27, 2023 and September 27, 2023; 4.That the attached By-law be approved; 5.That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and 6.That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: Adoption of the above Recommendations and the attached By-law provides for the approval of tax rates required to raise the levy approved in the 2023 Current Budget, if adopted as amended, of the City of Pickering and to levy taxes for School Boards and for the Region of Durham. They also set the property tax final due dates for all property classes. With the expiry of any capping or claw back provisions, effective 2023, all tax classes will be billed at this time. Financial Implications: Adoption of the Recommendations and enacting the By-law will allow the City to bill the Final 2023 levy for all properties. Passing of the By-law will assist the City of Pickering in meeting its financial obligations and reducing any borrowing costs. This levy also raises taxes for the Region of Durham and the School Boards. - 189 - FIN 11-23 April 24, 2023 Subject: 2023 Tax Rates and Final Tax Due Dates Page 2 ______________________________________________________________________ Discussion: City’s Net Tax Levy and Tax Rate Increase The 2023 Current and Capital Budgets, if adopted as amended, will result in a property tax levy increase of 7.99 percent over last year which translates into a 2.44 percent increase in the City’s share of the total residential property tax bill. This increase, when combined with the Region and the School Boards increase, results in an average increase of 5.31 percent on the total residential property tax bill. The City’s 2023 budget levy will be $82,162,832 plus assessment growth of $1,911,000 which translates into a total property tax levy of $84,073,832. The property tax rates are calculated based on the budgets of both Pickering and Durham Region. The tax rate itself is defined under section 306 of the Municipal Act and it is to be calculated to eight decimal points. New for 2023 is the ability to bill the non-residential tax classes (commercial, industrial and multi-residential) at the same time as the residential classes. Previously, the Province of Ontario set a limit or “cap” on non-residential property taxes. As a result, the City could not bill these properties until much later in the year and provided only one final due date. This protection has now been completely phased out and the City does not have to defer the final billing. This alignment with the residential billing will benefit non- residential taxpayers by providing more instalments and assist with their budgeting. It will also assist the City with cash flow and investment income. Tax Due Date Instalments Recommendation three sets the due dates for the payment of property taxes at June 27, 2023 and September 27, 2023. Communication Strategy In addition to mailing the tax bills, the City will advertise the tax instalment due dates on the City’s webpage, the Pickering News Advertiser and any other communication channels deemed appropriate by the Director, Finance & Treasurer, prior to each tax due date. Other Recommendations two and three provide for the levying of all tax rates on all classes of property - 190 - FIN 11-23 April 24, 2023 Subject: 2023 Tax Rates and Final Tax Due Dates Page 3 ______________________________________________________________________ Attachment: 1. By-law to Establish the 2023 Tax Rates and Final Instalment Due Dates for All Realty Classes Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Karen Uphoff James Halsall Supervisor, Taxation Division Head, Finance Original Signed By: Stan Karwowski Director, Finance & Taxation Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 191 - Attachment #1 to Report FIN 11-23 The Corporation of the City of Pickering By-law No. 8009/23 Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2023 and to establish the Tax Rates necessary to raise such sums and to establish the final due dates for all realty tax classes. Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.O. 2001, c25, as amended, to pass a By-law to levy a separate tax rate on the assessment in each property class; and, Whereas the property classes have been prescribed by the Minister of Finance under the Assessment Act, R.S.O. 1990, ch.A.31, as amended and its Regulations; and, Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, to levy on the whole ratable property according to the last revised assessment roll for The Corporation of the City of Pickering the sums set forth for various purposes in Schedule “A”, for the current year; and, Whereas the Regional Municipality of Durham has passed By-law 16-2023 to establish tax ratios, By-law 18-2023 to adopt estimates of all sums required by The Regional Municipality of Durham for the Durham Region Transit Commission, By-law 19-2023 to set and levy rates of taxation for Regional Solid Waste Management, and By-law 17- 2023 to set and levy rates of taxation for Regional General Purposes and set tax rates on Area Municipalities; and, Whereas the Province of Ontario has provided the 2023 education tax rates for the realty classes; and, Whereas sub section 342(2) of the Municipal Act, 2001, S.O. 2001, c25, as amended, permits the issuance of separate tax bills for separate classes of real property for 2023; and, Whereas an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By-law 01-23 before the adoption of the estimates for the current year); Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1.For the year 2023, The Corporation of the City of Pickering (the “City”) on April 24, 2023 approved Council Report FIN 09-23 and corresponding schedules and attachments as presented, resulting in a taxation levy of $84,073,832. - 192 - By-law No. 8009/23 Page 2 2.For the year 2023, the City shall levy upon the Property Classes set out in Schedule “A”, the rates of taxation as set out in Schedule “A”, for the City of Pickering, the Region of Durham and for Education purposes on the current value assessment as also set out in Schedule “A”. Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 3.The levy provided for in Schedule “A” shall be reduced by the amount of the interim levy for 2023. 4.The Tax Levy due dates for the Final Billing be June 27, 2023 and September 27, 2023 for all classes. 5.The Treasurer is hereby authorized to accept twelve monthly electronic payments commencing January 1st and ending December 1st inclusive. Failure by the taxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 6.The Treasurer is hereby authorized to accept twelve monthly electronic payments commencing January 8th and ending December 8th inclusive. Failure by the taxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 7.The Treasurer is hereby authorized to accept twelve monthly electronic payments commencing January 16th and ending December 16th inclusive. Failure by the taxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 8.For the year 2023, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the university or college, as determined by the Minister of Training, Colleges, and Universities, payable on or after July 1st in accordance with section 343 of the Municipal Act. 9.If any section or portion of this By-law or of Schedule “A” is found by a court of competent jurisdiction to be invalid, it is the intent of Council for The Corporation of the City of Pickering that all remaining sections and portions of this By-law and of Schedule “A” continue in force and effect. 10.This By-law comes into force on the date it is passed. - 193 - By-law No. 8009/23 Page 3 By-law passed this 24th day of April, 2023. ______________________________ Kevin Ashe, Mayor ______________________________ Susan Cassel, City Clerk - 194 - Tax Calcs 2023 Budget Tax Levy 84,073,832 2023 Calculated Tax Rates 2023 Tax Weighted City Region Education Total C Phase-In Ratios Assmt Tax Rate Tax Rate Tax Rate Tax Rate Property Class Residential 18,068,802,216 1.0000 18,068,802,216 0.00362086 0.00645519 0.00153000 0.011606 Farm 155,482,100 0.2000 31,096,420 0.00072417 0.00129104 0.00038250 0.002397 Managed Forest 5,683,200 0.2500 1,420,800 0.00090522 0.00161381 0.00038250 0.002901 Pipelines 32,563,000 1.2294 40,032,952 0.00445149 0.00793601 0.00880000 0.021187 T Multi-Residential 193,250,300 1.8665 360,701,685 0.00675834 0.01204862 0.00153000 0.020336 New Multi Res - 1.1000 - 0.00398295 0.00710071 0.00153000 0.012613 Commercial 1,345,743,583 1.4500 1,951,328,195 0.00525025 0.00936003 0.00880000 0.023410 Commercial - Excess Land 24,535,965 1.4500 35,577,149 0.00525025 0.00936003 0.00880000 0.023410 Commercial Vacant Land 32,099,300 1.4500 46,543,985 0.00525025 0.00936003 0.00880000 0.023410 Commercial (New Construction) Full - 1.4500 - 0.00525025 0.00936003 0.00880000 0.023410 Commercial (New Construction) Exc Land - 1.4500 - 0.00525025 0.00936003 0.00880000 0.023410 Shopping Centres 712,483,598 1.4500 1,033,101,217 0.00525025 0.00936003 0.00880000 0.023410 Shopping Centres Excess Land 1,732,233 1.4500 2,511,738 0.00525025 0.00936003 0.00880000 0.023410 Shopping Centre (New Construction)- 1.4500 - 0.00525025 0.00936003 0.00880000 0.023410 Shopping Ctr Exc Land (New Construction)- 1.4500 - 0.00525025 0.00936003 0.00880000 0.023410 Office Building 77,838,442 1.4500 112,865,741 0.00525025 0.00936003 0.00880000 0.023410 T Parking Lot 928,900 1.4500 1,346,905 0.00525025 0.00936003 0.00880000 0.023410 Industrial 218,126,839 2.0235 441,379,659 0.00732681 0.01306208 0.00880000 0.029188 Industrial (New Construction)- 2.0235 - 0.00732681 0.01306208 0.00880000 0.029188 Industrial Excess Land 3,284,758 2.0235 6,646,708 0.00732681 0.01306208 0.00880000 0.029188 Industrial Vacant Land 11,709,600 2.0235 23,694,376 0.00732681 0.01306208 0.00880000 0.029188 Industrial Excess Land (New Construction)- 2.0235 - 0.00732681 0.01306208 0.00880000 0.029188 Large Industrial 65,713,500 2.0235 132,971,267 0.00732681 0.01306208 0.00880000 0.029188 Large Industrial - Excess Land 1,615,400 2.0235 3,268,762 0.00732681 0.01306208 0.00880000 0.029188 Large Industrial (New Construction)- 2.0235 - 0.00732681 0.01306208 0.00880000 0.029188 Total Taxable 20,951,592,934 22,293,289,775 Pic B 05 71 53 50 96 66 28 28 28 28 28 28 28 28 28 28 28 89 89 89 89 89 89 89 89 8 RT RT FT TT PT M NT CT CU CX XT XU ST SU ZT ZU DT G IT JT IU IX JU LT LU KT Schedule A kering Region Education Total illing Billing Billing Billing 65,424,603 116,637,551 27,645,267 209,707,422 112,595 200,734 59,472 372,801 5,145 9,172 2,174 16,490 144,954 258,420 286,554 689,929 1,306,051 2,328,399 295,673 3,930,124 0 0 0 0 7,065,490 12,596,200 11,842,544 31,504,234 128,820 229,657 215,916 574,394 168,529 300,450 282,474 751,454 0 0 0 0 0 0 0 0 3,740,717 6,668,868 6,269,856 16,679,441 9,095 16,214 15,244 40,552 0 0 0 0 0 0 0 0 408,671 728,570 684,978 1,822,220 4,877 8,695 8,174 21,746 1,598,174 2,849,190 1,919,516 6,366,880 0 0 0 0 24,067 42,906 28,906 95,878 85,794 152,952 103,044 341,790 0 0 0 0 481,470 858,355 578,279 1,918,104 11,836 21,100 14,216 47,152 0 0 0 0 0,720,889 143,907,434 50,252,287 274,880,610 - 195 - Tax Calcs 2023 Tax Weighted City Region Education Total Pickering Region Education Total RTC Phase-In Ratios Assmt Tax Rate Tax Rate Tax Rate Tax Rate Billing Billing Billing Billing Property Class Payments in Lieu Properties RF Residential 169,622,800 1.0000 169,622,800 0.00362086 0.00645519 0.00153000 0.01160605 614,180 1,094,947 259,523 1,968,651 RP Residential - Tax Tenant 35,979,000 1.0000 35,979,000 0.00362086 0.00645519 0.00153000 0.01160605 130,275 232,251 55,048 417,574 RG Residential - General 62,579,900 1.0000 62,579,900 0.00362086 0.00645519 0.00000000 0.01007605 226,593 403,965 0 630,558 RH Residential - Full Shared PIL 169,200 1.0000 169,200 0.00362086 0.00645519 0.00153000 0.01160605 613 1,092 259 1,964 FF Farm 117,838,900 0.2000 23,567,780 0.00072417 0.00129104 0.00038250 0.00239771 85,335 152,135 45,073 282,544 FP Farm - Tax Tenant 22,392,200 0.2000 4,478,440 0.00072417 0.00129104 0.00038250 0.00239771 16,216 28,909 8,565 53,690 CF Commercial Full 131,888,800 1.4500 191,238,760 0.00525025 0.00936003 0.00980000 0.02441028 692,449 1,234,483 1,292,510 3,219,443 CH Commercial Full - Shared PIL 42,180,100 1.4500 61,161,145 0.00525025 0.00936003 0.00980000 0.02441028 221,456 394,807 413,365 1,029,628 CP Commercial Full - Tax. Tenant 14,660,800 1.4500 21,258,160 0.00525025 0.00936003 0.00980000 0.02441028 76,973 137,226 143,676 357,874 CG Commercial General 49,487,900 1.4500 71,757,455 0.00525025 0.00936003 0.00000000 0.01461028 259,824 463,208 0 723,032 CV Commercial Full - Excess Land 2,478,100 1.4500 3,593,245 0.00525025 0.00936003 0.00980000 0.02441028 13,011 23,195 24,285 60,491 CW Commercial General Excess Land 1,833,900 1.4500 2,659,155 0.00525025 0.00936003 0.00000000 0.01461028 9,628 17,165 0 26,794 CZ Commercial Gen - Vacant Land 3,888,000 1.4500 5,637,600 0.00525025 0.00936003 0.00000000 0.01461028 20,413 36,392 0 56,805 CJ Commercial - Vacant Land Shared PIL - 1.4500 - 0.00525025 0.00936003 0.00980000 0.02441028 0 0 0 0 DH Office Building Full - Shared PIL 26,618,500 1.4500 38,596,825 0.00525025 0.00936003 0.00980000 0.02441028 139,754 249,150 260,861 649,765 IG Industrial General PIL - 2.0235 - 0.00732681 0.01306208 0.00000000 0.02038889 0 0 0 0 IH Industrial Full- Shared PIL 23,480,800 2.0235 47,513,399 0.00732681 0.01306208 0.01250000 0.03288889 172,039 306,708 293,510 772,257 IP Industrial Full- Tax Tenant 280,900 2.0235 568,401 0.00732681 0.01306208 0.01250000 0.03288889 2,058 3,669 3,511 9,238 IK Ind. Excess Land - Shared PIL 2,576,600 2.0235 5,213,750 0.00732681 0.01306208 0.01250000 0.03288889 18,878 33,656 32,208 84,742 IQ Ind. Excess Land Tax Tenant PIL - 2.0235 - 0.00732681 0.01306208 0.01250000 0.03288889 0 0 0 0 IJ Industrial Vacant Land Shared PIL 3,179,000 2.0235 6,432,707 0.00732681 0.01306208 0.01250000 0.03288889 23,292 41,524 39,738 104,554 IZ Industrial Vacant Land General PIL - 2.0235 - 0.00732681 0.01306208 0.00000000 0.02038889 0 0 0 0 LK Large Ind. Excess Land - Shared PIL 7,874,600 2.0235 15,934,253 0.00732681 0.01306208 0.01250000 0.03288889 57,696 102,859 98,433 258,987 LI Large Ind. Water Intake - Shared PIL 9,865,200 2.0235 19,962,232 0.00732681 0.01306208 0.01250000 0.03288889 72,280 128,860 123,315 324,455 LS Large Ind. Generating Station - Shared PIL 24,048,900 2.0235 48,662,949 0.00732681 0.01306208 0.01250000 0.03288889 176,202 314,129 300,611 790,942 LN Large Ind. Non-Gen Stn - Shared PIL 44,198,300 2.0235 89,435,260 0.00732681 0.01306208 0.01250000 0.03288889 323,833 577,322 552,479 1,453,633 Total PILS 797,122,400 926,022,416 3,352,998 5,977,652 3,946,970 13,277,620 Grand Totals 21,748,715,334 23,219,312,191 84,073,887 149,885,086 54,199,257 288,158,230 - 196 - Report to Council Report Number: CS 11-23 Date: April 24, 2023 From: Sarah Douglas-Murray Director, Community Services Subject: Chestnut Hill Developments Recreation Complex Arena Desiccant Dehumidification Unit -File: A-1440-001 Recommendation: 1.That Report CS 11-23, regarding Chestnut Hill Developments Recreation Complex Arena Desiccant Dehumidification Unit, be received; 2. That staff be directed to retain the services of A.C.E. Services to complete the necessary repairs in accordance with Purchasing Policy PUR-010, Section 12, Emergency Purchase; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $217,000.00, as approved for in the 2023 Capital Budget from the Rate Stabilization Reserve; and 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions indicated in this report. Executive Summary: In November 2022, the desiccant dehumidification unit failed at the Chestnut Hill Developments Recreation Complex (CHDRC) Arenas and was deemed unsafe for operation. An emergency purchase order was issued to Cimco Refrigeration allowing Cimco to complete an emergency replacement of the CHDRC Arena desiccant dehumidification unit. Cimco Refrigeration had provided costing and timelines to make repairs and to replace the current inoperable piece of equipment. Based on information provided by CIMCO and in consultation with the Finance Department regarding the options, it was determined that replacement of the unit would be the most timely and cost effective way to provide the required dehumidification for the two arenas. In early January 2023, Cimco Refrigeration notified the City that there was a potential mistake made within the quote documents that had been provided in November 2022 for the replacement dehumidification unit. In early February 2023, Cimco determined that the quoted replacement dehumidification unit was not of the proper specifications and the pricing within the quote was for an entirely different dehumidification system that was not compatible with other existing arena systems. New pricing was requested and received from two suppliers; Cimco Refrigeration and A.C.E. Services. Quotations were requested to provide the necessary repairs to ensure the current - 197 - CS 11-23 April 24, 2023 Subject: Chestnut Hill Developments Complex Arena Page 2 Desiccant Dehumidification Unit desiccant dehumidification unit would be fully operational, and to provide interim solutions to ensure arena operations while repairs could be conducted. A.C.E. Services provided pricing that was substantially lower than Cimco Refrigeration to make the necessary repairs. Financial Implications: At this time, staff have received updated costing for repairs and replacement of the non-functioning unit from A.C.E. Services as follows: 1. Estimated Project Costing Summary Quotation $213,345.00 Total Project Cost $213,345.00 HST (13%) 27,735.00 Total Gross Project Costs $241,080.00 HST Rebate (11.24%) (23,980.00) Total Net Project Costs $217,100.00 2. Approved Source of Funds Approved Code Source of Funds Budget Funds Required C10235.2301 Rate Stabilization Reserve $250,000.00 $217,100.00 Project Cost under (over) approved funds by $32,900.00 Staff have determined that the repair costs and timelines for repairs provided by A.C.E. Services to be the most cost effective and can be completed in the shortest time. The current repair costs are quoted at $65,820 plus HST. A.C.E. Services has also provided a quote for $33,000 to cover unknown repairs that may be required based on potential damage within the desiccant dehumidification unit that are not able to be seen until the unit is fully taken apart and to cover the cost of commissioning of the unit once the repairs have been completed. Work will take place as soon as parts and equipment are available, however, due to supply chain issues, A.C.E. Services may not be able to secure replacement parts in advance of the Fall ice season. A temporary dehumidification solution may also be required in order to maintain safe ice conditions once ice is installed in late summer of 2023. A.C.E. Services has also provided pricing of $22,905 per month to provide and install a temporary dehumidification solution which has been deemed a reasonable cost by staff. Any temporary dehumidification solution would only be employed if the required repairs to the current dehumidification system - 198 - CS 11-23 April 24, 2023 Subject: Chestnut Hill Developments Complex Arena Desiccant Dehumidification Unit Page 3 could not be completed by August 1, 2023. Rental fees would only be charged for the months the solution is in place. As this issue was discovered during the development of the 2023 Capital Budget, Arena Desiccant Dehumidification Replacement (C10235.2301) was included in the 2023 Capital Budget – Recreation Complex – Arenas in the amount of $250,000. Discussion: Low humidity in arena air is integral to providing appropriate and safe ice for ice users. As the floor temperatures within an ice rink are very low in order to make ice, the cooling effect from the ice sheet requires control of the air temperature and humidity levels to prevent fog and condensation from forming within arenas. The condensation that is associated with, and produced by high humidity levels is of concern as condensation drops can emulate rain inside an arena and cause damage to the ice surface. High humidity can also cause mould growth creating an unsafe environment and cause potentially causing damage to structural components of the building. During the winter months of December, January and February dehumidification is not as necessary due to the generally very cold and dry winter air conditions. Proper dehumidification is a necessity during all other months when exterior temperatures are much warmer than the ice surface and humidity levels can change drastically due to exterior factors such as rain. Summer ice for 2023 has been moved to Don Beer Arena to mitigate costs for a temporary dehumidification solution and to accommodate repairs. The current dehumidification unit has a large desiccant wheel that is made of metal and a material that absorbs moisture. This wheel is heated by a natural gas fueled heat source which is used to dry the moisture and provide dry air into the arena. This desiccant wheel has deteriorated and has now become a fire hazard as pieces of debris are falling off of the wheel and contacting the natural gas flame. In accordance with Section 12 Emergency Purchase of the Purchasing Policy: In an emergency situation the Manager shall, on the approval of the appropriate Director, obtain such goods and services as are necessary to respond to the emergency. If the purchase amount exceeds $5,000, the Director must notify the Treasurer at the earliest possible time. If the purchase exceeds $50,000, the Treasurer and the CAO shall be notified and the Director shall submit a report of the incident to the appropriate Committee and Council at the earliest possible time. Subject to Council’s approval of Report CS 11-23, Community Services Department will retain the services A.C.E. Services to complete the necessary repairs as an Emergency Purchase. It is anticipated that the repairs could take from six to ten months to be completed based on the time required to produce the required custom made parts that are required for the desiccant dehumidification unit model that is used at the CHDRC Arena. - 199 - CS 11-23 April 24, 2023 Subject: Chestnut Hill Developments Complex Arena Page 4 Desiccant Dehumidification Unit Attachment: 1. ACE Services Quote Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Kevin Hayes Sarah Douglas-Murray Manager, Facilities Maintenance Director, Community Services SDM:kh Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 200 - Attachment #1 to Report CS 11-23 - 201 - - 202 - Report to Council Report Number: ENG 04-23 Date: April 24, 2023 From: Richard Holborn Director, Engineering Services Subject: Asphalt Resurfacing on Various City Streets -Tender No. T2023-1 -File: A-1440 Recommendation: 1.That Tender No. T2023-1 for Asphalt Resurfacing on Various City Streets as submitted by Viola Management Inc. in the total tendered amount of $3,296,229.21 (HST included) be accepted; 2.That Council authorize the consulting and professional services of GHD Ltd. for both Geotechnical Investigation Reports and Materials Testing Services as required, based on unit rates submitted, at an estimated cost of $155,414.55 (HST included) in accordance with Purchasing Policy Item 10.03 (c); 3.That the total gross project cost of $3,850,016.00 (HST included), including the tendered amount, material testing, a contingency and other associated costs, and the total net project cost of $3,467,059.00 (net of HST rebate) be approved; 4.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $3,467,059.00 as approved in the 2023 Roads Capital Budgets to be funded by a transfer from the Federal Gas Tax Reserve Fund; and 5.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2023 Roads Projects Capital Budget, asphalt resurfacing for the following 13 locations were approved as construction projects: •Alder Court •Eyer Drive •Chapleau Drive •Heathside Crescent •Vistula Drive •Victoria Street •Chiron Crescent •Listowell Crescent •Dellbrook Avenue •Jomar Avenue •St. Martins Drive •Linwood Street •Stonehurst Road - 203 - ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 Page 2 As part of the 2016 Road Needs Study endorsed by Council through Report ENG 25-17 (Council Resolution #374/17), these streets have been identified and recommended for resurfacing improvements. The 2016 Road Needs Study is used by staff as a resource document for identifying and planning maintenance, rehabilitation and reconstruction strategies, programs and projects for all Pickering roads. The roads selected for asphalt resurfacing in 2023 align with the priorities of the 2016 Road Needs Study. Tender No. T2023-1 was issued on Wednesday, February 8, 2023 with a tender closing date of Thursday, March 16, 2023. Six companies have submitted a bid for this project. The low bid of $3,296,229.21 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost is estimated at $3,850,016.00 (HST included) with an estimated total net project cost of $3,467,059.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T2023-1 $2,917,017.00 HST (13%) 379,212.21 Total $3,296,229.21 2. Estimated Project Costing Summary Tender No. T2023-1 – Tender for Asphalt Resurfacing on Various City Streets $2,917,017.00 Associated Costs Geotechnical Investigation Reports Materials Testing Services 46,650.00 90,885.00 Federal Gas Tax Sponsor Signage 2,500.00 Construction Contingency (12%) 350,042.00 Sub Total – Costs $3,407,094.00 HST (13%) 442,922.00 Total Gross Project Cost $3,850,016.00 HST Rebate (11.24%) (382,957.00) Total Net Project Cost $3,467,059.00 - 204 - ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 Page 3 3.Approved Source of Funds Location Expense Code Source of Funds Budget Required Alder Court C10570.2301.01- 504400 Federal Gas Tax $115,000.00 $113,837.00 Chapleau Drive C10570.2302.01- 504400 Federal Gas Tax 330,000.00 282,354.00 Vistula Drive C10570.2304.01- 504400 Federal Gas Tax 440,000.00 423,166.00 Chiron Crescent C10570.2308.01- 504400 Federal Gas Tax 390,000.00 374,733.00 Dellbrook Avenue C10570.2309.01- 504400 Federal Gas Tax 590,000.00 543,900.00 St. Martins Drive C10570.2310.01- 504400 Federal Gas Tax 230,000.00 228,910.00 Linwood Street C10570.2311.01- 504400 Federal Gas Tax 265,000.00 253,936.00 Eyer Drive C10570.2312.01- 504400 Federal Gas Tax 305,000.00 284,901.00 Heathside Crescent C10570.2313.01- 504400 Federal Gas Tax 330,000.00 311,571.00 Victoria Street C10570.2314.01- 504400 Federal Gas Tax 80,000.00 88,684.00 Listowell Crescent C10570.2315.01- 504400 Federal Gas Tax 390,000.00 361,583.00 Jomar Avenue C10570.2316.01- 504400 Federal Gas Tax 105,000.00 111,470.00 Stonehurst Road C10570.2317.01- 504400 Federal Gas Tax 85,000.00 88,014.00 $3,655,000.00 $3,467,059.00 Net project cost (over) under approved funds $187,941.00 - 205 - ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 Page 4 Discussion: As part of the 2023 Roads Projects Capital Budget, asphalt resurfacing for the following locations were approved as construction projects: • Alder Court – from Strouds Lane to South Terminus; • Chapleau Drive – from Haller Avenue to Douglas Avenue; • Vistula Drive – from West Shore Boulevard to 500m east of West Shore Boulevard; • Chiron Crescent – from Amberlea Road to Amberlea Road; • Dellbrook Avenue – from Meriadoc Drive to Brock Road (RR #1); • St. Martins Drive – from Radom Street to Bayly Street (RR #22); • Linwood Street – from Liverpool Road to Bridle Path Crescent (west end); • Eyer Drive – from 70m south of Edge Lane to Hillcrest Road; • Heathside Crescent – from Longbow Drive (east end) to 320m south of Longbow Drive; • Victoria Street – from Central Street (RR #5) to Wellington Street; • Listowell Crescent – from Storrington Street to Glenanna Road; • Jomar Avenue – from west terminus to east terminus; and, • Stonehurst Road – from Jomar Avenue to Third Concession Road. These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt resurfacing. Tender No. T2023-1 was issued on Wednesday, February 8, 2023 with a tender closing date of Thursday, March 16, 2023. Six (6) companies submitted a bid for this project. The low bid of $3,296,229.21 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost is estimated at $3,850,016.00 (HST included) with an estimated total net project cost of $3,467,059.00 (net of HST rebate). Engineering Services invites material testing companies to provide unit rates for both Geotechnical Investigation Reports and Materials Testing Services, which the City uses on various capital projects throughout the year. Based on the unit rates submitted by GHD Ltd., their fees estimated for this project are $155,414.55 (HST included). Further, in accordance with Purchasing Policy Item 10.03 (c), where written proposals are obtained by the Director without going through a competitive process, and funds are available in the approved Budget: (c) an award above $50,000 is subject to the additional approval of Council. The initiating Director shall submit the Report to Council to obtain approval. The Waste Management Plan submitted by Viola Management Inc. has been reviewed and is deemed acceptable by the Manager, Capital Projects & Infrastructure. The City’s Health & Safety Policy form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board have been submitted by Viola Management. The Certificate of Insurance has been reviewed by the Division Head, Finance, and is deemed acceptable. Viola Management Inc. has successfully completed both Tender No. T2021-1, Asphalt Resurfacing and Tender No. T2022-4, Asphalt Resurfacing contracts previously for the City. Staff have deemed the company’s experience and professionalism to be acceptable. - 206 - ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 Page 5 Upon careful examination of all tenders received, the Engineering Services Department recommends acceptance of the low bid submitted by Viola Management Inc. for Tender No. T2023-1 in the amount of $3,296,229.21 (HST included), and that the total net project cost of $3,467,059.00 (net of HST rebate) be approved. Due to the ongoing concerns and new business practices related to the COVID-19, Engineering Services and Corporate Services staff will work with Viola Management Inc., to ensure that proper procedures and protocols are in place to provide a safe work environment for Pickering residents, the contractor, sub-contractors, and City staff. These protective measures have now become standard practice. Attachment: 1.Location Maps Prepared By: Approved/Endorsed By: David Lo, CPT, CET Richard Holborn, P. Eng. Senior Coordinator, Infrastructure Design Director, Engineering Services Viraj Patel, EIT Stan Karwowski, MBA, CPA, CMA Inspector, Capital Projects Director, Finance & Treasurer Scott Booker Manager, Capital Projects & Infrastructure Cathy Bazinet Manager, Procurement SB:mjh Original signed by:Original signed by: Original signed by:Original signed by: Original signed by: Original signed by: - 207 - ENG 04-23 April 24, 2023 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2023-1 Page 6 Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by: - 208 - Location Maps Project Area No. 1 – Alder Court Alder Court – from Strouds Lane to South Terminus. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 2 – Chapleau Drive Chapleau Drive – from Haller Avenue to Douglas Avenue. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters that are deficient shall be removed and replaced as required. Attachment #1 to Report ENG 04-23 - 209 - Project Area No. 3 – Vistula Drive Vistula Drive – from West Shore Boulevard to 500m east of West Shore Boulevard. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 4 – Chiron Crescent Chiron Crescent – from Amberlea Road to Amberlea Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 210 - Project Area No. 5 – Dellbrook Avenue Dellbrook Avenue – from Meriadoc Drive to Brock Road (RR#1). The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 6 – St. Martins Drive St. Martins Drive – from Radom Street to Bayly Street (RR#22). The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 211 - Project Area No. 7 – Linwood Street Linwood Street – from Liverpool Road to Bridle Path Crescent (west end). The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 8 – Eyer Drive Eyer Drive – from 70m south of Edge Lane to Hillcrest Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 212 - Project Area No. 9 – Heathside Crescent Heathside Crescent – from Longbow Drive (east end) to 320m south of Longbow Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 10 – Victoria Street Victoria Street – from Central Street to Wellington Street. The proposed work includes asphalt resurfacing. - 213 - Project Area No. 11 – Listowell Crescent Listowell Crescent – from Storrington Street to Glenanna Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 12 – Jomar Avenue Jomar Avenue – from west terminus to east terminus. The proposed work includes asphalt resurfacing. - 214 - Project Area No. 13 – Stonehurst Road Stonehurst Road – from Jomar Avenue to Third Concession Road. The proposed work includes asphalt resurfacing. - 215 - Report to Council Report Number: ENG 05-23 Date: April 24, 2023 From: Richard Holborn Director, Engineering Services Subject: Road Servicing Agreement with Tribute (Liverpool) Limited -Walnut Lane Extension – Construction Component -File: A-1440 Recommendation: 1.That the City of Pickering enter into a Road Servicing Agreement with Tribute (Liverpool) Limited to facilitate for the construction of the Walnut Lane extension between Kingston Road and Liverpool Road; 2.That the Mayor and City Clerk are hereby authorized to execute the Road Servicing Agreement between the City of Pickering and Tribute (Liverpool) Limited in substantially the same form as attached to this report, subject to revisions acceptable to the Director, Engineering Services and the Director, Corporate Services & City Solicitor; 3.That Council authorize the Director, Finance & Treasurer to finance the gross project cost of $8,778,120.00 (HST included) and net project cost of $7,904,969.00 (net of HST rebate) as outlined in the Road Servicing Agreement and approved in the 2022 and 2023 Capital Budgets as follows: a)the sum of $1,976,242.00 to be funded from the City’s DC Share Reserve; b)the sum of $5,928,727.00 to be funded from the Development Charges Transportation Reserve Fund; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: Through Resolution #988/22 (Attachment #1), Council approved entering into a Road Servicing Agreement with Tribute (Liverpool) Limited related to the design and approvals component of the Walnut Lane extension between Kingston Road and Liverpool Road. This component has a net project cost of $655,029.00 (net of HST rebate) funded 25 per cent from the City’s DC Share Reserve and 75 per cent from the Development Charges Transportation Reserve Fund. City staff are now recommending that a Road Servicing Agreement with Tribute (Liverpool) Limited be executed to cover all requirements by the City for construction. The Road Servicing Agreement will include an upset limit of $7,768,248.00 plus HST for construction, as approved in the 2022 and 2023 Capital Budgets. - 216 - ENG 05-23 April 24, 2023 Subject: Road Servicing Agreement with Tribute (Liverpool) Limited Walnut Lane Extension – Construction Component Page 2 Financial Implications: The cost to prepare the Municipal Class Environmental Assessment was approved in the 2017 and 2018 Capital Budgets in the total amount of $461,226.00 (net of HST rebate). AECOM Canada Ltd. was retained by the City of Pickering through Request for Proposal RFP-13-2016 and Report ENG 03-17 (Resolution #294/17) to complete this work. In the 2022 Capital Budget – Development Projects (DC Funded) account, an amount of $6,550,300.00 (net of HST rebate) was approved for the completion of design, approvals, permits and construction of the Walnut Lane extension. The amount included $655,029.00 (net of HST rebate) for consulting soft costs, and $5,895,271.00 (net of HST rebate) for construction costs based on the cost estimate at the time. The estimated cost for the design, construction and inspection/contract administration for the Walnut Lane extension was updated and increased to $8,560,000.00 (net of HST rebate) due to current market conditions and the requirement for a larger span structure over Pine Creek. The 2022 Development Charges Study as approved by Council at the June 27, 2022 Council meeting reflects the revised cost estimate. In the 2023 Capital Budget – Development Projects (DC Funded) account, additional funds in the amount of $2,009,700.00 (net of HST rebate) is being approved to bring the estimated total net project cost up to the $8,560,000.00 required. 1.Road Servicing Agreement Amount Road Servicing Agreement – Construction $7,768,248.00 Total Project Cost (excl taxes) 7,768,248.00 HST (13%) 1,009,872.00 Gross Project Cost 8,778,120.00 HST Rebate (11.24%) (873,151.00) Net Project Cost to City (incl 1.76%) $7,904,969.00 2.Estimated Project Cost Summary Road Servicing Agreement – Design (ENG 21-22) $643,700.00 Road Servicing Agreement – Construction 7,768,248.00 Total Project Cost 8,411,948.00 HST (13%) 1,093,554.00 Total Gross Project Cost 9,505,502.00 HST Rebate (11.24%) (945,502.00) Total Net Project Cost to City (incl 1.76%) $8,560,000.00 - 217 - ENG 05-23 April 24, 2023 Subject: Road Servicing Agreement with Tribute (Liverpool) Limited Walnut Lane Extension – Construction Component Page 3 3. Approved Source of Funds Available Expense Code Source of Funds Budget Required C10575.1801 City's Share DC Reserve $1,976,242.00 $1,976,242.00 C10575.1801 DC Transportation Reserve Fund 5,928,727.00 5,928,727.00 Total $7,904,969.00 $7,904,969.00 Under/(Over) Approved Funds $0.00 Discussion: Tribute (Liverpool) Limited are pursuing approvals for a residential high-rise development consisting of three towers on the west side of Liverpool Road, north of Highway 401 through Zoning By-law Application A08/21 and Site Plan Application S01/22. On June 27, 2022, Council approved a site-specific zoning by-law amendment to facilitate the development of high-density, mixed-use development, consisting of 3 residential towers having heights of 46, 49 and 53 storeys, containing a total of 1,779 units and 1,155 square metres of commercial space at grade. A complete site plan application was received on December 17, 2021, and is currently under review. The lands are subject to an “H3” Holding Symbol, within the City Centre Zoning By-law 7553/17, as amended, which requires, along with other conditions, that the owner demonstrate to Council’s satisfaction that appropriate public road infrastructure is in place or will be provided in conjunction with the development. The public road infrastructure includes the Walnut Lane extension. Report ENG 21-22 was considered by Council at the September 20, 2022 Council Meeting. Through Resolution #988/22, Council authorized the Mayor and City Clerk to execute the Road Servicing Agreement to facilitate the design and approvals for the construction of the Walnut Lane extension between Kingston Road and Liverpool Road. The net project cost of $655,029.00 (net of HST rebate) which was approved in the 2022 Capital Budget, was included in the agreement as an upset limit. The Road Servicing Agreement for design has been fully executed and design is currently underway. For the Road Servicing Agreement to facilitate construction, the balance of funds approved in 2022 ($5,895,271.00 net of HST rebate) plus the funds approved in the 2023 Capital Budget ($2,009,700.00 net of HST rebate), will be required and included in the agreement as an upset limit. The total cost to be committed for construction is $7,904,971.00 (net of HST rebate). The execution of the Road Servicing Agreement with Tribute will satisfy one of the requirements of the “H3” Holding Symbol, ensuring the required lands for the Walnut Lane extension will be conveyed to the City and the road will be substantially constructed by Tribute to facilitate the appropriate vehicular and pedestrian access and extension of municipal services. - 218 - ENG 05-23 April 24, 2023 Subject: Road Servicing Agreement with Tribute (Liverpool) Limited Walnut Lane Extension – Construction Component Page 4 Attachments: 1.Council Resolution #988/22 2.Draft Road Servicing Agreement 3.Location Map Prepared/Approved/Endorsed By: Richard Holborn Director, Engineering Services Paul Bigioni Director, Corporate Service & City Solicitor Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer RH:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by: Original signed by: Original signed by: Original signed by: - 219 - Legislative Services Division Clerk’s Office Directive Memorandum September 28, 2022 To: Richard Holborn Director, Engineering Services From: Susan Cassel City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on September 20, 2022 Director, Engineering Services, Report ENG 21-22 Road Servicing Agreement with Tribute (Liverpool) Limited Walnut Lane Extension – Design Component Council Decision Resolution #988/22 Please take any action deemed necessary. Susan Cassel Copy: Director, Finance & Treasurer Director, Corporate Services & City Solicitor Chief Administrative Officer 1.That the City of Pickering enter into a Road Servicing Agreement with Tribute (Liverpool) Limited to facilitate the design and approvals for the construction of the Walnut Lane extension between Kingston Road and Liverpool Road; 2.That the Mayor and City Clerk are hereby authorized to execute the Road Servicing Agreement between the City of Pickering and Tribute (Liverpool) Limited in substantially the same form as attached to this report, subject to minor revisions acceptable to the Director, Engineering Services and the Director, Corporate Services & City Solicitor; 3.That Council authorize the Director, Finance & Treasurer to finance the gross project cost of $727,381.00 (HST included) and net project cost of $655,029.00 (net of HST rebate) as outlined in the Road Servicing Agreement as follows: a)the sum of $163,757.00 to be funded from the City’s DC Share Reserve; b)the sum of $491,272.00 to be funded from the Development Charges Transportation Reserve Fund; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Attachment #1 to Report ENG 05-23 - 220 - DRAFT 3900777-01009195.DOCX:6 This Agreement made the ____ day of February, 2023 B E T W E E N: Tribute (Liverpool) Limited (the “Owner”) and The Corporation of the City of Pickering (the “City”) Whereas the Owner is the owner of certain lands within the City of Pickering, Regional Municipality of Durham which are being developed pursuant to development application S01- 22; and Whereas as a condition of site plan approval S01-22, the Owner is required to construct part of the proposed municipal roadway known as Walnut Lane (as described in paragraph 1 hereof) which road is as of the date hereof partially owned by the City and the Owner, to urban standards, and install certain applicable services at its expense in accordance herein; and, Whereas the Owner further agrees that the construction of road works and the installation of services will be completed to base course asphalt by January 1, 2025 and the surface works will be completed prior to January 1, 2027. The Parties agree as follows: 1.Lands Affected The lands and premises affected by this Agreement are: (1)part of Lot 23, Concession 1 (Geographic township of Pickering), more particularly designated as Parts 3, 4, 6, 11, 15, 17, 18, 19, 20, 21, 23, 25, 26, 28, 30, 31, 33, 34, 35, 36, 37, 38 and 39 on Plan 40R⚫, (hereinafter referred to as the “Owner Owned Walnut Lane Lands”); and (2)(a) Part of Lots 23 and 24, Concession 1 Pickering being Part 39, Plan 40R-25448 and Part 5, Plan 40R-26227; (b) Part of Lots 23 and 24, Concession 1 Pickering, being Parts 4 and 6, Plan 40R-26227; (d) Part of Lot 24, Concession 1 Pickering, being Parts 2 and 3 on 40R26227; and (d) Part of Lot 24, Concession 1 Pickering, being Part 7, 40R-25266 and Parts 41, 42 and 43, Plan 40R-25448 (hereinafter collectively referred to as the “City Owned Walnut Lane Lands”). The Owner Owned Walnut Lane Lands and the City Owned Walnut Lane Lands are hereinafter referred to collectively as the “Lands”. 2.Status of this Agreement (1)This Agreement is entered into and executed by the Owner for the purpose of having the City act in reliance on the covenants by the Owner contained herein. (2)Time shall be of the essence of this Agreement. Attachment #2 to Report ENG 05-23 - 221 - 2 DRAFT 3900777-01009195.DOCX:6 3.Interpretation (1)Whenever in this Agreement the pronoun "it" is used, it shall be read and construed as "he", "she", "they", "him", "her" or "them", and the number of the verb agreeing therewith shall be construed accordingly. (2)Wherever in this Agreement the word “Director” is used, it shall mean the City’s Director, Engineering Services. 4.Notice (1)Any notice required in writing in this Agreement shall be delivered to the following address: to the Owner at: 1815 Ironstone Manor Unit 1 Pickering, ON L1W 3W9 Attention: Steve Deveaux, Email: steve.d@mytribute.ca and to the City at: Pickering Civic Complex One The Esplanade Pickering, ON L1V 6K7 Attention: City Clerk, Email: clerks@pickering.ca (2)Notice shall be sufficiently given if delivered in person, sent by registered mail or electronic means using the electronic method set forth above. (3)Each notice shall be sent during normal business hours, on a business day and shall be deemed to have been received as follows: (a)delivered in person – on the day it was delivered; (b)sent by registered mail – on the third business day after it was mailed (excluding each business day during which there existed any general interruption of postal services due to strike, lockout or other cause); or (c)delivered by electronic means – at the time of such delivery. (4)The Owner may change its address for notice by giving notice to the Director in the manner provided above. 5.Binding Parties This Agreement shall be enforceable jointly and severally by and against the parties hereto, their successors and assigns. 6.Right to Enter (if Lands still in private ownership) The City may, by it officers, employees or agents, enter on the Owner Owned Walnut Lane Lands or any part of the Owner Owned Walnut Lane Lands, as well as any building(s) erected on the Owner Owned Walnut Lane Lands to ensure that any works, services or facilities required to be provided, constructed or installed by the Owner, comply with this Agreement. - 222 - 3 DRAFT 3900777-01009195.DOCX:6 7.Owner’s General Undertaking The Owner shall complete the construction of the Lands and the installations of services in a good workmanlike manner for the City, all the municipal services as hereinafter set forth to the satisfaction of the City, and shall complete, perform or make payment for such other matters as may be provided for herein. 8.Owner’s Expense Every provision of this Agreement by which the Owner is obligated in any way shall be deemed to include the words "at the expense of the Owner and at no expense to the City", unless the context requires otherwise and except as set out in paragraph 19(2) hereof. 9.Authorizations - Lands Outside the Plan The Owner, as agent of the City agrees to obtain written authorization from the abutting landowners, satisfactory to the Director, to enter upon the abutting landowners lands to complete the construction of the Lands in accordance with this Agreement. 10.Construction, Upgrading and Installation of City Works and Services (hereinafter referred to as the “Works”) (1)The Owner shall, at its expense: (a)construct a road on the Lands upon: (i)the City acquiring the lands needed to complete such construction; or (ii)the parties agree to an interim timing arrangement in order to facilitate the construction of the road (b)make intersection improvements at Walnut Lane and Liverpool Road; and (c)install all applicable services within the Lands in accordance with the Drawings as per section 10(2) herein. (2)The Owner agrees that such installation of services and construction of the Lands shall be done in accordance with, or as shown on Drawings NT1, A01-A03, R01- R07, PP01-PP08, D01-D08, TYP1-TYP2, PM01-PM07 and S1 dated December 9, 2022, prepared by WSP Canada Inc. as Project “Walnut Lane Extension to Liverpool Road” as revised from time to time and approved by the Director (the “Project”). (3)If at any time prior to the acceptance of the Works, the Director, acting reasonably, is of the opinion that additional works are necessary to provide adequately any of the public services required by the Project as referenced in the Drawings set out in paragraph 10(2) hereof, the Owner shall construct, install or perform such additional works at the request of the Director. (4)All Works shall be constructed and installed in accordance with the City's specifications and in a good and workmanlike manner under the supervision of the Owner's Consulting Engineer and under the observation of the City's inspectors. (5)The Owner shall conduct video inspections of all underground services required to be constructed or installed hereby and shall provide a DVD-format videotape record of those inspections to the City. - 223 - 4 DRAFT 3900777-01009195.DOCX:6 11.Authorization to Commence Work The Owner shall not commence the construction or installation of any of the Works, without the written Authorization to Commence Work of the Director, which Authorization shall not be issued until any required approvals for the Works have been obtained and, two copies of this Agreement executed by the Owner have been provided to the City to the satisfaction of the Director; (1)all monies, securities and insurance requirements, as noted in this Agreement, have been delivered to the City to the satisfaction of the Director, Corporate Services & Treasurer and the Director; and (2)any required approvals and permits have been obtained by the Owner from the appropriate agencies, and from every adjacent owner whose lands must be entered upon in order to carry out such Works. 12.Consulting Engineers (1)The Owner shall retain a Professional Engineer as the Consulting Engineer of the Owner to carry out all the necessary engineering and to supervise the Works required to be done pursuant to this Agreement. (2)Such Consulting Engineer, or any successor thereto, shall continue to be retained until the Works required to be done are completed and formally accepted by the City. (3)The Owner may change from one Consulting Engineer to another at any time or times during the undertaking of such Works, so long as the Owner has a Consulting Engineer retained at all times. 13.Performance and Maintenance Security (1)Before this Agreement will be executed by the City and prior to commencing any Works, the Owner shall file performance and maintenance security (the “Security”) with the City. The Security shall be in the form of an irrevocable letter of credit issued by a charted bank in Canada, a surety bond issued by a licenced insurer or a certified cheque. The Security shall be in the amount of $7,566,824.00, plus HST (the “Original Value”), and shall be held for the purpose of, (a)guaranteeing the satisfactory construction, installation or performance of the Works and performance of any other obligations of the Owner under this Agreement; (b)guaranteeing the payment of any amounts payable to the City under this Agreement; (c)guaranteeing the payment of any amount that the City may be required to pay under the provisions of the Construction Act, as amended from time to time; (d)guaranteeing all Works, workmanship and materials during the maintenance period and any rectification period or periods and until a Final Acceptance Certificate has been issued by the Director, and - 224 - 5 DRAFT 3900777-01009195.DOCX:6 (e)guaranteeing the keeping in force of adequate insurance throughout the performance of the Works, including during the Maintenance Period and any rectification period(s). (2)The Owner may, at any time after the first 40 percent of the Original Value of the Works have been constructed, installed or performed, and paid for, apply in writing (ensuring reference to the registered plan number is made) for a reduction in the Security corresponding to the extent to which the Works have been constructed, and such application shall be made to the Director. (3)Upon written verification from the Director that the construction, installation or performance of the Works for which reduction is being sought have been satisfactorily completed and paid for, the City’s Treasurer may reduce the amount of the security to an amount not less than, (a)60 percent of the Original Value where, ●no certificate or declaration of substantial performance has been made; (b)35 percent of the Original Value where, •a certificate or declaration of substantial performance has been published; •60 days following such publication have expired; and •all liens that may be claimed against any holdback required to be retained by the City have expired or have been satisfied, discharged or provided for by payment into court; and (c)20 percent of the Original Value where, •a certificate of final completion has been made by the Owner's Consulting Engineer; •60 days following the making of such certificate have expired; all liens that may be claimed against any holdback required to be retained by the City have expired or have been satisfied, discharged or provided for by payment into court; all payments required by this Agreement have been made in full; and a Completion Acceptance Certificate has been issued by the Director, which 20 percent portion shall secure the guarantee of Works, workmanship and materials, until a Final Acceptance Certificate has been issued by the Director, when the balance of the security shall be returned to the Owner subject to any deductions for rectification of deficiencies. (4)Upon the approval, if any, of a reduction in the amount of the security required to be provided in subsection (1), the City’s Treasurer shall provide to the Owner any necessary assurance to effect the reduction. - 225 - 6 DRAFT 3900777-01009195.DOCX:6 (5)Notwithstanding any other provision contained in this Agreement, there shall be no reduction in the security referred to herein where such a reduction would result in the principal amount being less than: (a)the aggregate total of 100% of the value of uncompleted Works and 20% of the value of the completed Works; and (b)the amount that would be required to keep adequate insurance in effect, plus administration fees, until the issuance of a Final Acceptance Certificate by the City. 14.Expiry of Securities (1)Should the Security (if in the form of a letter of credit or surety bond) expire before the City releases the Owner from the terms and conditions hereof, the Owner shall provide the City with a minimum of 30 days written advance notice of the expiry date and provide the City with a replacement Security to take effect on the same date the Security is to expire. (2)Such replacement Security shall be in a form and amount satisfactory to the City. (3)Should no such further Security be provided as required, then the City shall have the right to convert the expiring Security (if letter of credit or surety bond) into cash and hold the cash in lieu of for the same purposes as the expiring Security. 15.Guarantee of Works, Workmanship and Materials (1)The Owner shall guarantee all Works, workmanship and materials employed or used in the construction, installation or completion of the Works, services and other requirements under this Agreement for a minimum period of two years (the "maintenance period") following the issuance of the Completion Acceptance Certificate by the City. (2)Despite any other provisions of this Agreement, the responsibilities of the Owner during the maintenance period shall include the maintenance of the Works, including the rectification of any unsatisfactorily installed Works. (3)Prior to the end of the maintenance period, the Owner's Consulting Engineer shall submit to the City, "as built" construction drawings for the Works completed as per City standards, together with that Consulting Engineer's certificate that those drawings accurately depict the Works as constructed. (4)Prior to the end of the maintenance period, the City will re-inspect the Works and if, (a)the Works are acceptable; and (b)the Owner has performed all of its obligations under the terms of this Agreement to the satisfaction of the City, the City will issue to the Owner a Final Acceptance Certificate at which time the City will assume Ownership of the Works and the operation and maintenance thereof, and the maintenance period will then end. - 226 - 7 DRAFT 3900777-01009195.DOCX:6 16.Failure to Complete / Improper Performance (1)If, in the opinion of the Director, the Owner is not constructing or installing the Works, or causing them to be constructed or installed, within the specified time or so that they may be completed within the specified time, or is improperly performing the Works, or has neglected or abandoned them before completion, or has unreasonably delayed them so that the terms and conditions of this Agreement are being violated or executed carelessly or in bad faith, or has neglected or refused to renew or again perform Works rejected by the Director as defective or unsuitable, or has in any other manner, in the opinion of the Director, defaulted in the performance of the terms and conditions of this Agreement, then the Director may notify the Owner and his surety in writing of the default or neglect and if the notification be without effect for seven days, then the Director shall have full authority to make any payment or do anything, including but not limited to obtaining materials, tools and machinery and employing persons required for the proper completion of the Works or rectification of the default, at the cost and expense of the Owner or his surety, or both. (2)In cases of emergency, in the opinion of the Director, such Director may act without prior notice but the Owner and its surety shall be notified forthwith. (3)The cost of rectifying the default shall be calculated by the Director, whose decision shall be final, and may be charged to the Owner, together with a 25 per cent engineering and administration fee, by drawing upon the letter of credit filed with the City pursuant to this Agreement. 17.Occupational Health and Safety (1)The Owner certifies that it is aware of its duties and obligations under the Occupational Health and Safety Act, or any successor thereto, and all Regulations thereunder (herein called the “Act”), and shall ensure that its employees, contractors, subcontractors and their employees, (a)are aware of their respective duties and obligations under the Act; and (b)have sufficient knowledge and training to perform all Works and services required pursuant to this Agreement safely and in compliance with the Act. (2)In the performance of all Works and services required pursuant to this Agreement, the Owners shall, (a)act safely and comply in all respects with the Act; and (b)ensure that its employees, contractors, subcontractors and their employees act safely and comply in all respects with the Act. (3)The Owner shall rectify any unsafe act or practice and any non-compliance with the Act immediately upon being notified by any person of the existence of such act, practice or non-compliance. (4)The Owner shall permit representatives of the City on the site where any W orks or services required pursuant to this Agreement are being performed at any time or times for the purpose of inspection to determine compliance with this section. - 227 - 8 DRAFT 3900777-01009195.DOCX:6 (5)No act or omission by the City or any representative of the City (including the entering into of this Agreement) shall be deemed to be an assumption of any of the duties or obligations of the Owner, its employees, contractors, subcontractors and their employees under the Act. (6)The Owner shall indemnify and save harmless the City, (a)from any loss, inconvenience, damage or cost to the City which may result from the City or any of its employees, contractors, subcontractors and their employees failing to act safely or to comply in all respects with the Act in the performance of any Works or service required pursuant to this Agreement; and (b)against any action or claim, or costs related thereto, brought against the City by any person arising out of any unsafe act or practice or any non- compliance with the Act by the Owner or any of its employees, contractors, subcontractors and their employees in the performance of any Works or service required pursuant to this Agreement, save where any such loss, inconvenience, damage or cost to the City or where any action or claim or costs related thereto are brought against the City as a result of the gross negligence or willful misconduct of the City or any of its employees, workmen, servants or agents. 18.Road Maintenance and Repair (1)Throughout the term of this Agreement, the Owner shall, (a)maintain all City roads outside the Project, including boulevards, in a mud and dust free condition and free of obstructions, where the source or cause of the mud, dust or obstruction is an operation or operations related in any way to the development of the Project; (b)repair all City roads outside the Project, including boulevards, where damage has occurred as a result of an operation or operations related in any way to the development of the Project; and (c)maintain all City roads within the Project in a mud and dust free condition and free of obstructions, regardless of the source or cause of any mud, dust or obstruction. (2)The Owner shall within 24 hours of verbal notification by the City to it or its representatives, shall undertake such Works as are necessary to clean, clear or repair any City road requiring such Works in the opinion of the Director and the Director, Community Services or their designate. 19.Construction Cost Sharing (1)Without limiting the generality of this Agreement, the Owner shall include among the Works and services to be constructed and installed by it under this Agreement; - 228 - 9 DRAFT 3900777-01009195.DOCX:6 (a)A road on the Lands as per City Standard (complete with all signs and other appurtenances), including curbs and gutters, catch basins, sidewalks/multi- use trail, boulevard excavation, grading and sodding, driveway entrances, street lighting, storm sewer, and storm sewer connections within the Lands. (2)Despite the provisions of this Agreement, the City shall pay to the Owner all of the Owner’s costs and expenses of every nature and kind incurred for the purpose of performing all of the construction and installation of the Works and all other ancillary work related thereto as follows: (a)to a maximum of $7,768,248.00 (the “Works Cost”) plus HST for the design, contract administration, construction and installation of Walnut Lane on, under, within and above the entirety of the Lands within 30 days of receiving the Owner’s invoices therefor supported by appropriate progress certifications and declarations. Payments shall be made by the City to the Owner at three (3) points in time, namely: 1. Upon completion of the Works to base asphalt and the delivery to the Director of a statutory declaration of an officer of the Vendor declaring that the Works have been completed to base asphalt and setting out the costs and expenses incurred by the Owner to such time (with supporting invoices) (the “First Payment Date”); 2. Upon completion of top asphalt and a certificate or declaration of substantial performance under the Construction Act (Ontario) has been published (the “Second Payment Date”) and the delivery by the Owner of a statement of all costs and expenses incurred (with supporting invoices) by the Owner from the First Payment Date to the Second Payment Date; and 3. The balance upon issuance of a Final Acceptance Certificate by the City. 20.Insurance Requirements (1)Before commencing any of the Works provided for herein, the Owner shall supply the City with a certificate of insurance verifying that a liability insurance policy is in place in a form satisfactory to the City, naming the City as an additional insured and indemnifying the City from any loss arising from claims for damages, injury or otherwise in connection with the Works done by or on behalf of the Owner on the Lands. (2)The policy shall, (a)name the City of Pickering as an additional insured; (b)set the minimum limit at $5,000,000.00 all inclusive for property damage and personal liability; (c)indicate “per occurrence”; (d)refer to “products and completed operations” only; if the policy contains an “aggregate amount”; (e)contain a clause including blasting, if blasting is to occur; and (f)remain in full force and effect until the Final Acceptance Certificate has been issued by the City. - 229 - 10 DRAFT 3900777-01009195.DOCX:6 (3)The policy premium shall be paid initially for a period of one year and the policy shall be renewed for further one-year periods until the Final Acceptance Certificate has been issued by the City. (4)The Owner acknowledges that, the City may, at its discretion, draw upon the Owner’s Letter of Credit to pay for: (a)any failure by the Owner’s to keep adequate insurance in place until such time as the City has issued the Final Acceptance Certificate; and’ (b)the City’s administration fee of $250.00, plus HST, per renewal, if at any time, prior to the Final Acceptance Certificate being issued by the City, the insurance policy referred to above is cancelled. (5)If the policy is subject to a deductible amount, the Security provided for by the Owner to the City pursuant to this Agreement shall also be available to be called upon by the City to pay for any amount required to be paid for by the Owner as the Owner’s deductible under the aforesaid insurance policy and not otherwise paid for by the Owner. (6)The provision of the insurance policy required by this section shall not relieve the Owner from liability for claims not covered by the policy or which exceed its limits, if any, for which the Owner may be held responsible. 21.Owner’s General Indemnity Until the Director, Engineering Services has issued the Final Acceptance Certificate for the Works, the Owner shall indemnify the City from all losses, damages, costs, expenses, claims, demands and actions of every nature and kind whatsoever, including death or injury (collectively referred to as ‘losses’), arising directly or indirectly from the failure to construct the Works pursuant to this Agreement or the Owner’s failure to comply in all respects with all other requirements under this Agreement, whether or not such losses are incurred by reason of negligence or on the part of the Owner and whether such losses are sustained by the City, the Owner, or their employees, workmen, servants, agents or any other person or corporation, save and except where any such losses are caused by the gross negligence or willful misconduct of the City or its employees, workmen, servants or agents. 22.Establishing the Lands as a Public Highway Upon the satisfactory completion of the upgraded and/or newly constructed portions of the Lands, the City will prepare a by-law legally establishing the Lands as public highway. 23.Conveyance to be made to the City (1)The Owner agrees that: (a)immediately following the execution of this Agreement it will convey to the City Parts 3, 4, 6, 11, 20, 23, 28, 30, 31, 35, 36, 37, 38 and 39 on Plan 40R⚫ for road purposes/easement purposes; and (b)immediately following the release and abandonment of instrument no. D218203 which is a right-of-way in favour of Dexleigh Corporation for persons and vehicles over Parts 17, 18, 19, 25, 26, 33 and 34 on Plan 40R⚫, it will convey to: - 230 - 11 DRAFT 3900777-01009195.DOCX:6 (i)the City Parts 15 and 19 on Plan 40R⚫; and (ii)the Regional Municipality of Durham (the “Region”) Parts 17, 18, 21, 25, 26, 33 and 34 (the “Region Parts”) on Plan 40R⚫. (c)the Owner shall concurrently with the transfer to the City of Parts 15 and 19 on Plan 40R⚫ register on title to the Region Parts a section 118 restriction (the “Restriction”) under the Land Titles Act (Ontario), stating that there shall be no transfer or charge of the Region Parts without the consent of the Region. Any existing charges on title to the Region Parts shall be postponed to the Restriction and the Restriction shall not be discharged until such time as the Region Parts are transferred to the Region. (2)Prior to the registration of the transfer of lands to the City as referenced in paragraph 23(1)(a), the Owner’s Solicitor shall provide to the City: (a)an undertaking that such a conveyance will be effected, free and clear of all encumbrances, save for permitted encumbrances set out in Schedule “A” hereto; and (b)a certificate of clear title, save for permitted encumbrances set out in Schedule “A” hereto, to the Lands being conveyed to the City, in favour of the City, which certificate shall be prepared in a form acceptable to the City’s Solicitor. (3)The Owner hereby warrants that, upon such conveyance, neither the title to the Lands conveyed nor their physical state and condition shall prevent the City from lawfully or physically using the Lands for the purposes for which they are being conveyed, save for permitted encumbrances set out in Schedule “A” hereto. (4)Any Transfer/Deed given pursuant to this Agreement shall be in a form acceptable to the City’s Solicitor. (5)The City may complete or alter any description of land in this Agreement or in any Transfer/Deed given pursuant to this Agreement so as to make the description correspond with the description of the land according to the plan which is to be registered pursuant to this Agreement. (6)The Owner shall indemnify and save harmless the City from any loss, inconvenience or damage which may result to the City from the Owner's failure to comply with this Agreement and against any action or claim made against the City by any person other than the Owner arising out of the execution by the City of this Agreement, save and except where any such loss, inconvenience or damage are caused by the gross negligence or willful misconduct of the City or its employees, workmen, servants or agents. (7)The Owner shall execute such further assurances of the rights hereby granted as may be deemed necessary by the City. (8)The City hereby grants to the Owner and its consultants, contractors, employees and agents an irrevocable license and right in the nature of an easement to enter upon that portion of the Lands then owned by the City in order to perform all of the work required of the Owner pursuant to this Agreement. - 231 - 12 DRAFT 3900777-01009195.DOCX:6 24.Utility / Services The Owner agrees that the cost of any relocation, extension, alteration or extraordinary maintenance of existing services necessitated by this development shall be the responsibility of the Owner. 25.No Registration This Agreement shall not be registered on title to the Lands or any other lands of the Owner. 26.Counterparts This Agreement may be executed in any number of counterparts, each of which shall be deemed an original and all of which taken together shall be deemed to constitute one and the same document. The execution of this Agreement will not become effective until counterparts hereof have been executed by all the parties hereto. Counterparts may be executed either in original or electronic form and the parties adopt any signatures received in electronic form as original signatures of the parties. In Witness Whereof the Owner and the City have duly executed this Agreement as of the date first written above. Tribute (Liverpool) Limited _____________________________ Name: Title: _____________________________ Name: Title: I/We have the authority to bind the Corporation. The Corporation of the City of Pickering _____________________________ Name: Title: _____________________________ Name: Title: I/We have the authority to bind the Corporation. - 232 - 13 DRAFT 3900777-01009195.DOCX:6 Schedule “A” PERMITTED ENCUMBRANCES - 233 - Engineering Services Department DATE: N.T.S. April 25 /2017 Location Map ENG 05-23 -ot,o/·P1CKER1NG Attachment #3 to Report ENG 05-23 - 234 - Report to Council Report Number: OPS 13-23 Date: April 24, 2023 From: Brian Duffield Director, Operations Subject: Running Track Replacement at Beverley Morgan Park and St. Mary Park -Second Stage Quotation No. RFQQ2023-4 -File: A-1440 Recommendation: 1.That Second Stage Quotation No. RFQQ2023-4 for Running Track Replacement at Beverley Morgan Park and St. Mary Park submitted by FieldTurf Inc. in the amount of $925,131.00 (HST included) be accepted; 2.That the total gross project cost of $1,049,431.00 (HST included), including the amount of the quotation, contingency, consulting and other associated costs, and the total net project cost of $945,045.00 (net of HST rebate), be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $945,045.00 as approved in the 2022 and 2023 Capital Budgets as follows: a)The sum of $400,000.00 from the Parkland Reserve Fund as approved in the 2022 Capital Budget be increased to $447,133.00; b)The sum of $497,912.00 from the Casino Reserve as approved in the 2023 Capital Budget; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: The existing running tracks at St. Mary Park and Beverly Morgan Park are both showing signs of wear and delamination as they approach end of life. The existing inner curb will also need to be replaced at the Beverly Morgan Park track to help prevent premature deterioration of the new track. A Second Stage Quotation No. RFQQ2023-4, through Canoe Procurement Group contract #031022, was sent to six potential bidders on March 9, 2023 with a Submission Deadline of February 23, 2023. FieldTurf Inc. is the only bid submission received. FieldTurf Inc. is a Vendor of Record with Canoe Procurement Group, a collaborative agency which the City is a member of, and therefore, meets the criteria of a Cooperative Purchase as per Section 13.01 of the Purchasing Policy. All required pre-conditions of award have been received and approved; therefore, the compliant bid submitted by FieldTurf Inc. in the amount of $925,131.00 (HST included) is - 235 - OPS 13-23 April 24, 2023 Subject: Running Track Replacement at Beverley Morgan Park & St. Mary Park recommended for approval. The total gross project cost is estimated to be $1,049,431.00 and the total net project cost is estimated at $945,045.00 (net of HST rebate). Financial Implications: 1. Quotation Amount Quotation No. RFQQ2023-4 $818,700.00 HST (13%) 106,431.00 Total Gross Tender Cost $925,131.00 2. Estimated Project Costing Summary Quotation No. RFQQ2023-4 (Bev Morgan Park) $363,900.00 Quotation No. RFQQ2023-4 (St. Mary Park) 362,900.00 Cash Allowances 43,000.00 Optional Price: Inner Track Replacement at Bev Morgan 48,900.00 Consulting 20,000.00 Contingency (<12%) 90,000.00 Total Project Cost $928,700.00 HST (13%) 120,731.00 Total Gross Project Costs $1,049,431.00 HST Rebate (11.24%) (104,386.00) Total Net Project Cost $945,045.00 3. Approved Source of Funds – Parks’ Capital Budget Approved Code Source of Funds Funds Available Funds Required C10320.2211 RF Parkland $400,000.00 $447,133.00 C10320.2333 Casino Reserve $770,000.00 $497,912.00 $1,170,000.00 $945,045.00 Project Cost under (over) approved funds by $224,955.00 Costs shown above include previously committed and separately awarded consulting and related project fees. They are funded from the same accounts and have been included for clarity regarding the total cost of the project. Discussion: The existing running track at Beverly Morgan Park was originally installed in 2007 and consists of approximately 45,000 square feet of rubberized membrane on an asphalt - 236 - OPS 13-23 April 24, 2023 Subject: Running Track Replacement at Beverley Morgan Park & St. Mary Park base. The base is believed to be in relatively good condition and can remain, allowing for minor localized repairs. A concrete curb lines the interior perimeter of the track, separating it from the grass football field within its bounds. This curb is in poor condition and also serves to retain the inner edge of the track to prevent cracking and spalling from freeze-thaw and general use. An optional price was carried in the bid documents to replace the inner curb and is recommended to be included as part of the awarded scope of work. The existing track at St. Mary Park was original in 2004 and consists of approximately 35,000 square feet of rubberized membrane on an asphalt base. This base is also believed to be in good condition, and can be retained, allowing for minor localized repairs to be completed as part of the awarded scope of work. Cash allowances have been carried for localized repairs to the asphalt sub-base to both tracks, which could not be assessed prior to issuing for quotation. These also include minor allowances for testing and inspection of the asphalt and any other sub-base material that may require review as part of the work. Replacement of the track at Beverly Morgan Park is scheduled for July 2023, and the track at St. Mary Park is scheduled for replacement in August 2023. Work at both sites is subject to suitable weather conditions. A Second Stage Quotation No. RFQQ2023-4, through Canoe Procurement Group contract #031022, was sent to six potential bidders on March 9, 2023 with a Submission Deadline of February 23, 2023. FieldTurf Inc. is the only bid submission received. All required pre- conditions of award have been received and approved; therefore, the compliant bid submitted by FieldTurf Inc. in the amount of $925,131.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $1,049,431.00 and the total net project cost is estimated at $945,045.00 (net of HST rebate). Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Rob Gagen Stan Karwowski, MBA, CPA, CMA Manager, Parks & Property Director, Finance & Treasurer - 237 - OPS 13-23 April 24, 2023 Subject: Running Track Replacement at Beverley Morgan Park & St. Mary Park Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC Brian Duffield Division Head, Operations Services Director, Operations VP:nm Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 238 - Report to Council Report Number: OPS 14-23 Date: April 24, 2023 From: Brian Duffield Director, Operations Subject: Dunmoore Park Tennis LED Lights & Additional Drainage and Earth Works -Tender T2023-3 -File: A-1440 Recommendation: 1.That Tender T2023-3 for Dunmoore Park Tennis LED Lights & Additional Drainage and Earth Works, as submitted by Mianco Group Inc. in the amount of $707,323.50 (HST included), be accepted; 2.That the total gross project cost of $861,004.00 (HST included), including the amount of the tender, contingency, consulting and other associated costs, and the total net project cost of $775,361.00 (net of HST rebate), be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $775,361.00 as approved in the 2020, 2021 and 2023 Capital Budgets as follows: a)The sum of $515.361.00 from the Tennis Reserve Fund as approved in the 2020, 2021 and 2023 Capital Budgets; b)The sum of $50,000.00 from the Rate Stabilization Reserve Fund as approved in the 2020 Capital Budget; c)The sum of $200,000.00 from the Federal Gas Tax Reserve Fund as approved in the 2021 Capital Budget; d)The sum of $10,000.00 from donations received and included in the 2021 Capital Budget; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: The four existing tennis courts at Dunmoore Park, located at 698 Callahan Street, were installed in 2004 and are in need of replacement. The scope of work will require removal and reconstruction, including replacement of the full courts, fencing and lighting, as well as earth works and repairs to an adjacent retaining wall and related landscaping. Tender No. T2023-3 was issued on February 22, 2023 and closed on March 16, 2023. Seven bids were received. All required pre-conditions of award have been received and approved; therefore, the lowest compliant bid submitted by Mianco Group Inc. in the amount of - 239 - OPS 14-23 April 24, 2023 Subject: Dunmoore Park Tennis LED Lights & Additional Drainage and Earth Works $707,323.50.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $861,004.00 and the total net project cost is estimated at $775,361.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender T2023-3 $625,950.00 HST (13%) 81,373.50 Total Gross Tender Cost $707,323.50 2.Estimated Project Costing Summary Tender T2023-3 $625,950.00 Consulting 52,000.00 Contingency 84,000.00 Total Project Cost $761,950.00 HST (13%) 99,054.00 Total Gross Project Costs $861,004.00 HST Rebate (11.24%) (85,643.00) Total Net Project Cost $775,361.00 3. Approved Source of Funds – Parks’ Capital Budget Approved Code Source of Funds Funds Available Funds Required C10320.2019 Tennis Reserve $800,000.00 $425,361.00 C10320.2019 Rate Stabilization 50,000.00 50,000.00 C10320.2101 Tennis Reserve 90,000.00 90,000.00 C10320.2101 Federal Gas Tax 200,000.00 200,000.00 C10320.2101 Donations 10,000.00 10,000.00 $1,150,000.00 $775,361.00 Project Cost under (over) approved funds by $374,639.00 Costs shown above include previously committed and separately awarded consulting and related project fees. They are funded from the same accounts and have been included for clarity regarding the total cost of the project. - 240 - OPS 14-23 April 24, 2023 Subject: Dunmoore Park Tennis LED Lights & Additional Drainage and Earth Works Discussion: Dunmoore Park includes four existing tennis courts at the southwest end of the site, located at 698 Callahan Street. The courts are located immediately to the west of the existing public washrooms, and have deteriorated with age. Originally constructed in 2004, the court surfaces and sub-base have also been affected by shifting soils and erosion where the grades drop off to the ravine on the west and south sides. Drainage and earth works are required to re-stabilize the western edges of the playing surface and manage water flows to help offset risks for future erosion. New pole-mounted LED lighting fixtures will also be installed around the perimeter of the courts. Concrete walkways around the existing washroom facility and adjoining the courts will be replaced and extended for easier access and maintenance. Full replacement of the perimeter fence surrounding the courts is included in the project scope. The work is scheduled to commence in September 2023 and be completed before the end of this calendar year. Tender No. T2023-3 was issued on February 22, 2023 and closed on March 16, 2023. Seven bids were received. All required pre-conditions of award have been received and approved; therefore, the lowest compliant bid submitted by Mianco Group Inc. in the amount of $707,323.50.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $861,004.00 and the total net project cost is estimated at $775,361.00 (net of HST rebate). Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Rob Gagen Stan Karwowski, MBA, CPA, CMA Manager, Parks & Property Director, Finance & Treasurer Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC Brian Duffield Division Head, Operations Services Director, Operations VP:nm Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 241 -