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HomeMy WebLinkAboutApril 2, 2024 Executive Committee Meeting Agenda April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Brenner Members of the public may observe the meeting proceedings by viewing the livestream. A recording of the meeting will also be available on the City’s website following the meeting. Page 1. Call to Order/Roll Call 2. Disclosure of Interest 3. Delegations Members of the public looking to provide a verbal delegation to Members of the Executive Committee may do so either in person or through a virtual connection into the meeting. 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. Delegates are allotted a maximum of 5 minutes to make their 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. 4. Matters for Consideration 4.1 Director, Community Services, Report CS 07-24 1 Draft Recreation & Parks - Ten Year Plan & Draft Arena Strategy - Progress Update Consultant Delegation Steve Langlois, Principal Planner and Lead Consultant, Monteith Brown Planning Consultants (Virtual) Recommendation: 1. That Council receive an update on the progress of the Draft Recreation & Parks Ten Year Plan for information; 2. That Council receive the Draft Arena Strategy for information; and, 3. That the appropriate City officials be authorized to take the necessary actions as outlined in this report. Executive Committee Meeting Agenda April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Brenner 4.2 Director, Corporate Services & City Solicitor, Report BYL 01-24 81 Traffic and Parking By-law Amendment - Boulevard Parking Regulation Recommendation: 1. That Council approve the attached By-law amending Traffic and Parking By-law 6604/05; 2. That Council direct staff to implement a public outreach campaign regarding the amendments to boulevard parking regulations contained in the attached By-law; and, 3. That appropriate officials of the City of Pickering be authorized to take such action as necessary to give effect to the Recommendations in this report. 4.3 Director, Corporate Services & City Solicitor, Report CLK 02-24 85 Ratepayer Association Policy Recommendation: 1. That Report CLK 02-24 pertaining to a Ratepayer Association Policy be received; 2. That Policy ADM 270, Ratepayer Association Policy, included as Attachment 1 to Report CLK 02-24, be approved; and, 3. 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. 4.4 Director, Community Services, Report CS 04-24 108 Council Chambers Public Art Update - Commission of Public Art Recommendation: 1. That Report CS 04-24 regarding Council Chambers Public Art Update be received; 2. That staff report back to Council regarding the selection of public art in Council Chambers in Q2, 2025; and, Executive Committee Meeting Agenda April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Brenner 3. That the appropriate City officials be authorized to take the necessary actions as outlined in this report. 4.5 Director, Community Services, Report CS 05-24 111 Whites & Kingston Road, Pickering – Artist Selection - Commission of Public Art Recommendation: 1. That Council endorse that the commission of public art at Kingston Road and Whites Road in Pickering be awarded to Javid Jah; 2. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $72,042.00 to be funded by a transfer from the Public Art Reserve as approved in the 2024 Current Budget; a) the sum of $20,000.00 to be funded from Development Charges and transferred to the Public Art Reserve; b) the sum of $60,000.00 to be funded by the Public Art Reserve; 3. That the Mayor and the City Clerk be authorized to execute the Letter of Understanding, between Javid Jah Art & Design Inc. and the City of Pickering, set out in Attachment 1, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.6 Director, Community Services, Report CS 06-24 182 Greenwood Recreation Association Lease Agreement - Lease Agreement Renewal Recommendation: 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Greenwood Recreation Association set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, Executive Committee Meeting Agenda April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Brenner 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. 4.7 Director, Engineering Services, Report ENG 05-24 206 Asphalt Resurfacing on Various City Streets - Tender No. T2024-2 Recommendation: 1. That Tender No. T2024-2 for Asphalt Resurfacing on Various City Streets as submitted by Viola Management Inc. in the total tendered amount of $3,081,682.61 (HST included) be accepted; 2. That the total gross project cost of $3,587,205.00 (HST included), including the tendered amount, geotechnical investigation reports and material testing services, a contingency and other associated costs, and the total net project cost of $3,230,389.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $3,230,389.00 as approved in the 2024 Roads Capital Budgets as follows: a) That the sum of $1,533,811.00 to be funded from the Roads & Bridges Reserve Fund as approved in the 2024 Capital Budget for Edmund Drive, Foxwood Trail, Bushmill Street and Pickering Parkway be revised to the OCIF Reserve Fund; b) That the sum of $1,696,578.00 to be funded from the CCBF Reserve Fund for the remaining streets as approved in the 2024 Capital Budget; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.8 Fire Chief, Report FIR 03-24 217 Oshawa-Pickering Fire Dispatch Service Agreement Recommendation: Executive Committee Meeting Agenda April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Brenner 1.That Council approve the attached Fire Communications ServicesAgreement to outsource fire call taking and dispatch services to the City of Oshawa; 2.That the Fire Chief be authorized to execute the FireCommunications Services Agreement substantially in the formattached hereto, subject to revisions satisfactory to the Fire Chiefand the Director, Corporate Services & City Solicitor; 3.That the Chief Administrative Officer and the Fire Chief beauthorized to take such actions as are necessary to terminate theexisting Dispatch Agreement with the Town of Ajax by mutualagreement of the parties, such termination to be effective as of thebeginning of the term of the new Fire Communications Services Agreement; and, 4.That appropriate officials of the City of Pickering be authorized totake such action as is necessary to give effect to therecommendations in this report. 5.Member Updates on Committees 6.Other Business 7.Adjournment Report to Executive Committee Report Number: CS 07-24 Date: April 2, 2024 From: Laura Gibbs Director, Community Services Subject: Draft Recreation & Parks - Ten Year Plan & Draft Arena Strategy -Progress Update -File: A-1440-001 Recommendation: 1.That Council receive an update on the progress of the Draft Recreation & Parks Ten YearPlan for information; 2.That Council receive the Draft Arena Strategy for information; and 3.That the appropriate City officials be authorized to take the necessary actions as outlined in this report. Executive Summary: The purpose of this report is to provide an update on the progress of the Draft Recreation & Parks Ten Year Plan and to provide Council with the Draft Arena Strategy for information before it is released to the public for a final phase of community engagement. Staff initiated the development of a new Recreation & Parks Ten Year Plan (Plan) as well as the development of an Arena Strategy (Strategy) in May 2023 to support the planning and provision of the City’s recreation programs, parks, facilities, and evolution of services over the next ten year timeline (2024-2034). The consulting firm of Monteith Brown Planning Consultants was retained on May 5, 2023, through Resolution #218/23, to lead the Plan process. They are the same firm that led the development of the former Recreation & Parks Master Plan in 2017. The Arena Strategy was expedited in order to help determine if an arena should be considered as part of the design of the Seaton Recreation Complex & Library. A summary of the findings to date of the Plan is set out in Attachment 1. It shares key messages from the community regarding priorities for recreation and parks over the next decade that includes new indoor spaces and programs (i.e., pools and gyms in Seaton), additional outdoor demands for trails, racquet sports and skateboarding, and more recreational opportunities for youth. It also identifies the key recreational components to be considered in the design of the new Seaton Recreation Complex & Library. The draft Strategy is set out in Attachment 2 and is being shared with Council for your information. It shares key messages from the community including: arena investment is a lower priority for many residents, user groups are satisfied with current service levels, aging infrastructure at Don Beer Arena is a growing concern, and the pandemic had a negative - 1 - CS 07-24 April 2, 2024 Subject: Draft Recreation & Parks Ten Year Plan & Draft Arena Strategy Page 2 impact on participation. The draft Strategy identifies recommendations for the efficient and effective delivery of arena facilities to support existing ice user needs as well as the anticipated growth and needs over the next ten years. It also includes a comprehensive assessment of the City’s existing ice infrastructure due, in part, to the age and condition of the City’s oldest arena – Don Beer Arena. The development of both the Plan and the Strategy involved a comprehensive community engagement process with residents, user groups and key stakeholders throughout November and December 2023 that included a City-wide survey, community pop-ups, two public meetings, an activation display at Chestnut Hill Developments Recreation Complex (CHDRC), and a youth engagement initiative. Over 3,000 residents provided input and shared their thoughts throughout the engagement activities. Additional community consultation will occur on the draft Strategy in April 2024, and on the draft Plan in May 2024 in order to ensure that residents, user groups and stakeholders have an opportunity for input on the final respective draft plans. Council can anticipate both the Plan as well as the Strategy to come forward in June for their final consideration and approval. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community; Strengthen Existing & Build New Partnerships; and Foster an Engaged & Informed Community. Financial Implications: There are no cost implications associated with this report. Discussion: The purpose of this report is to provide an update on the progress of the Draft Recreation & Parks Ten Year Plan and to provide Council with the Draft Arena Strategy for information before it is released to the public for a final phase of community engagement. The Plan provides the City up-to-date insights on current and future recreation and parks needs and prioritizes facility and program investment, including the optimal use of existing facilities. The Plan also includes recommendations for enhanced recreation programs and service delivery and the development of parks services. In January 2018, the City of Pickering approved the last Recreation & Parks Master Plan (Council Resolution #389/18) which guided decision making from 2018-2023. However, with recent population and demographic changes in the community and considering the anticipated population growth over the next ten-year period, particularly with the addition of the Seaton community, Council endorsed the development of a new Plan for the next time horizon of 2024-2034. On June 5, 2023, through Resolution #218/23, Council endorsed the firm of Monteith Brown Planning Consultants to develop the new Plan and comprehensive Arena Strategy. The purpose of an Arena Strategy is to thoroughly examine the condition of the City’s arena infrastructure and understand changing recreational patterns with ice user groups in order to address current and future arena provision needs. - 2 - CS 07-24 April 2, 2024 Subject: Draft Recreation & Parks Ten Year Plan & Draft Arena Strategy Page 3 A. The Plan and Arena Strategy development timelines The development of the Plan was launched in July and includes a five phased approach as follows: 1. Project Initiation & Internal (Council/Staff) Consultation July – September 2023 2. Situation Analysis (Background, Demographics, Trends) July – October 2023 3. Community & Stakeholder Consultation November 2023 – February 2024 4. Plan Development – Needs Analysis March – April 2024 5. Draft Plan & Plan Finalization April – June 2024 The development of the Strategy was developed in an expedited timeframe in order to help determine if an arena should be included in the design of the new Seaton Recreation Complex & Library. The four phases are as follows: 1. Data & Background Review August – September 2023 2. Needs Assessment & Operational Review & Viability October 2023 – January 2024 Analysis Strategy Development 3. Draft Arena Strategy February – March 2024 4. Strategy Finalization May – June 2024 To date, the consultants are in Phase four of the Plan and Phase three of the Arena Strategy. B. Community Engagement A variety of communication and engagement tactics were used to encourage participation in the development of the Plan as well as the Strategy. More than 3,000 people participated in various consultation activities. Two unique approaches were used to gain valuable feedback which included a dedicated School Engagement Strategy in partnership with the Durham District School Board and Durham Catholic District School Board, allowing staff to interact with students in a variety of classrooms as well as in their cafeterias during the lunch hour period. The second engagement activity that received a favourable response was the activation boards installed in the lobby of CHDRC using sticker boards to prioritize recreation and parks amenities as well as boards to allow residents to share additional feedback on what they liked best about the City’s recreation & parks programs and services and on areas of improvements. The following chart outlines the engagement received using the following tactics: Engagement Tactic Responses Two Public Open Houses 210 Community Pop-ups (Go Station, Mall, Community Centres) 570 Community Survey 1,374 Youth Engagement/Survey Responses 827 Stakeholder Input 26 Organizations (representing approx. 6,300 members) - 3 - CS 07-24 April 2, 2024 Subject: Draft Recreation & Parks Ten Year Plan & Draft Arena Strategy Page 4 C.Update on the Recreation & Parks Ten Year Plan The Needs Analysis phase of the Plan includes a comprehensive examination of the City’s current programs/events, services and facilities, and determines the future needs of such programs, services and infrastructure to respond to the growth and changing demographics of the community. This review includes identifying the type of recreation, sport, and park amenities that should be considered over the next ten years. While the Needs Analysis remains a work in progress, a preliminary analysis included the identification of key components to be incorporated in the new Seaton Recreation Complex & Library. i.Recommendations from the Plan Full recommendations within the draft Plan will be presented to Council in June, 2024 for consideration and adoption. An update on the Plan and findings-to-date are included in Attachment 1. Key messages resulting from community consultation are as follows: 1.Recreation and parks are critical to residents’ wellbeing. 90% of residents agree that City of Pickering recreation facilities are important to their quality of life.2.New indoor spaces and programs are needed to keep pace with a growing population, especially pools and gymnasiums in the Seaton area.3.Outdoor recreation demands are on the rise, such as trail use, racquet sports (tennis, etc.), skateboarding, basketball, outdoor skating, and more. 4.Youth are seeking more after-school recreation and arts-based activities in accessible and convenient locations. As part of the 2017 plan, components of the Seaton Recreation Complex & Library were recommended. In the development of the 2024 Plan, the components for the Seaton Recreation Complex & Library have been updated based on analysis and community consultation completed in the first four phases of the Plan. The following parks and recreation components are recommended for the Seaton Recreation Complex & Library: 1.Aquatics Centre (with 25-metre, six to eight lane pool and separate warm water tank)2.Gymnasium (divisible)3.Fitness Centre and Studios 4.Multi-purpose program rooms5.Two-pad arena6.Walking track7.Support Spaces (e.g., lobby, change rooms, office space, storage) 8.Outdoor spaces (e.g., destination playground, skate spot, splash pad, sports courts) 9.Library (note: library facilities and services are outside the scope of the Plan) D.Update on the Arena Strategy The purpose of developing an Arena Strategy is to guide planning and inform decisions for Pickering’s arena system for the next ten years (out to 2034). More specifically, the strategy evaluates options for maintaining and/or reinvesting in the two municipal ice facilities and examines growth-related needs in order to support Pickering’s growing community. The assessments are based on a comprehensive analysis that included background research, - 4 - CS 07-24 April 2, 2024 Subject: Draft Recreation & Parks Ten Year Plan & Draft Arena Strategy Page 5 trends and best practices review, demographics, and understanding local and regional supply and usage levels. The two ice facilities include Don Beer Arena which contains three ice pads, the first pad constructed in 1967, the second pad built in 1972, and the third pad added in 2003. The second Arena is located at CHDRC and contains two pads, one pad built in 1983 with a seating capacity of 850, and a second pad built in 1992 with a seating capacity of 200. i. Recommendations from the Arena Strategy Arena participation and ice sport trends across Canada have experienced a decline over the past number of years, and in Ontario, youth hockey in particular has seen a decline of 18% from 2012 to 2023. At a local level, the City experienced an overall decline of 4% from 2014 to 2023, and trends suggest that registration will continue to decline in the coming years. In 2022, Pickering Minor Hockey and Pickering Ringette Associations amalgamated with the Ajax Minor Hockey and Ajax Ringette Associations respectively to support stronger programs due to declining enrollment. Ice usage needs are being met and allocated by both the City of Pickering and the Town of Ajax. However, there remains a strong demand for competitive development opportunities, with greater focus on athlete development. The City is also experiencing a high level of interest and demand on Learn to Skate programs for all ages. A number of recommendations have been included in the draft Arena Strategy for Council’s future consideration which includes the following: 1. Lowering the ice service provision from one ice pad per 500 registered youth participants to 400 to support current and future ice surface needs. This provision requires four ice pads to meet anticipated demand until 2034. 2. Begin planning for the decommissioning of Don Beer Arena. 3. Construct a new two pad arena at the Seaton Recreation Complex & Library. 4. Maintain Don Beer Arena with minimal investment until the new arena opens. 5. Continue to operate and invest in the two ice pads at CHDRC. Aside from the age of the Don Beer Arena facility, with the original ice pad approaching 60 years old, the Arena has a number of additional challenges as follows: • Facility does not offer the level of amenities that most arena users are looking for in today’s recreational facilities. This would include a walking track, larger dressing rooms, heated viewing areas. • Playing surfaces are not to today’s standards and are below standard NHL size. • Facility is located in an industrial area, and not on a transit route. This creates accessibility issues for many youth in the community (the majority of ice users). • The parking lot is not owned by the City and is leased by Ontario Power Generation at a cost of $99,400 annually. This fee continues to rise each year making the investment in this facility more costly. - 5 - CS 07-24 April 2, 2024 Subject: Draft Recreation & Parks Ten Year Plan & Draft Arena Strategy Page 6 E.Next Steps for the Plan and Arena Strategy The consultants will continue their work in preparing the draft Plan which is anticipated in mid- April. Once complete, further community consultation will occur in early May to ensure that the Plan meets the needs of residents, user groups and stakeholders. In the meantime, Staff have begun consultation with ice user groups on the Draft Arena Strategy to ensure that feedback is received and considered prior to Council’s receiving both documents in June of 2024 for approval. Staff will continue to work with the consultant and the community to ensure that the project remains on schedule and that community input on the draft Plan and Arena Strategy is received and that the two Plans meet current and future community needs. Attachments: 1.Recreation & Parks Ten Year Plan Needs Analysis: Seaton Recreation Complex2.Draft Arena Strategy Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Marilou Murray Laura Gibbs, MBA, MSc. (Acting) Division Head, Director, Community Services Culture & Community Programming LG:mm Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 6 - Recreation & Parks –Ten Year Plan Needs Analysis: Seaton Recreation Complex Presentation to City of Pickering Executive Committee April 2, 2024 Attachment 1 to Report CS 07-24 - 7 - Recreation & Parks –Ten Year Plan: Seaton Recreation Complex City of Pickering Project Overview The Recreation & Parks – Ten Year Plan is an update to the Recreation & Parks Master Plan approved by Council in January 2018. The Ten Year Plan: •identifies facility, park, and service needs for thenext ten years – by 2034, Pickering isforecasted to have 46,000 additional residents(45% growth) •considers community input, demographics,trends, usage levels, geographic accessibility,emerging needs •is currently being drafted, with an analysis ofindoor recreation facility needs fast-tracked tomeet deadlines for the Seaton RecreationComplex & Library project •includes a comprehensive Arena Strategy •will be presented in full to Council in June 2024 - 8 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Community Engagement The following engagement tactics have informed the Recreation & Parks – Ten Year Plan, with input directly received from over 3,000 persons to date. - 9 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Community Engagement 1 Key messages we have heard so far: Recreation and parks are critical to resident wellbeing. 92% of residents agree that City of Pickering recreation facilities are important to their quality of life. New indoor spaces and programs are needed to keep pace with a growing population, especially pools and gymnasiums in the Seaton area. Outdoor recreation demands are on the rise, such as trail use, racquet sports (tennis, etc.), skateboarding, basketball, outdoor skating, and more. Youth are seeking more after-school recreation and arts-based activities in accessible and convenient locations. 2 3 4 - 10 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Community Engagement The community survey asked households from across Pickering about the types of facilities they want additional public funds spent on. Support for indoor facilities is shown below. 33% 37% 53% 53% 55% 56% 58% 65% 72% 72% 73% 77%Swimming Pools (Indoor) Dedicated Youth Space Dedicated Seniors’ Space Gymnasiums (Basketball, Volleyball, etc.) Fitness Centres (equipment-based) Indoor Sport Fields (Soccer, etc.) Dance/Fitness Studios Community Halls or Banquet Rooms Arenas (Ice Sports) Arts Studios Squash Courts Racquetball Courts - 11 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Seaton Recreation Complex Analysis The Seaton community is under development with a build-out population of 70,000 persons. This new community will be attractive to a broad range of residents, including young families and newcomers, A 10-hectare site is designated for the Seaton Recreation Complex & Library in the vicinity of Whitevale Road & Sideline 24. The last long-range facilities plan supported a multi-use facility in Seaton as the city approached a population of 120,000 persons (currently forecasted for 2027/28). In 2018, the direction was for a facility with an aquatics centre, fitness centre, gymnasiums, walking track, youth space, and program rooms. Further analysis regarding arena needs and older adult space was recommended at the time. - 12 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Seaton Recreation Complex Analysis Preliminary analysis of recreation requirements confirms the need for the proposed recreation complex. The analysis has been updated to consider citywide and localized needs for the following facilities for the next ten years. Indoor Pools ArenasRecreation Space (gymnasiums, fitness, youth, seniors, etc.) - 13 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Indoor Pool Analysis Existing pools are aging (built 1972 and 1983). Facility Renewal Study indicates long-term capital planning is required for both the CHDRC and Dunbarton pools. Existing pools are at capacity (with waitlists) and unable to fully meet growing needs. There is no ability to expand service given the size and configuration of the pools. A third pool (Seaton) is needed to expand capacity and offer relief to existing pools, allowing for planned renovations to be undertaken to extend their lifespans. Recommendation for Seaton Recreation Complex: 25 metre, 6-8 lane, 2 tank facility (lap and teaching/warm water pools), and inclusion of play features – allows for multi-level learn to swim and family swim programming - 14 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Recreation Space Analysis Gymnasiums (triple/FIBA, divisible), plus extend agreement to use gyms in future schools Fitness Centre and Studios (aerobics, fitness, dance) Indoor Walking Track (encircling rink or gym) Multi-use Program Rooms (various) Park Amenities* (destination playground, skate spot, splash pad, sport courts) *note: the full extent of outdoor amenities will depend on land availability The following spaces components are also recommended for the Seaton Recreation Complex based on community input, local research demand factors, and population-based metrics. - 15 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Arena Analysis – Demand Currently 1 in 20 (5%) Pickering youth play organized ice sports. Despite a growing population, there are fewer youth playing organized ice sports today compared to ten years ago. Participation is also declining across Canada due in part to high costs, population diversity, and competing interests. Arenas in both Pickering and Ajax are mostly being used by the same groups. Several minor ice sport associations have amalgamated with groups in Ajax in part to address this registration challenge. Ajax has recently closed one ice pad due to low demand and has no current plans to increase their supply. - 16 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Arena Analysis – Needs Pickering has a surplus of ice time and could consider reducing its supply to 4 pads (from 5 at present). Due to growth, demand for a 5th ice pad may be felt by 2034 or beyond if current participation rates hold. Regular monitoring of demand is recommended. The average age of arenas in Pickering is 42 years, beyond typical industry lifespans. Don Beer Arena has several shortcomings that limit its long-term viability, such as limited barrier-free accessibility, undersized pads and team rooms, parking lot lease (~$100,000 per year), and impending stormwater management collection requirements (estimated at $3 million). Costly repairs are needed to Don Beer Arena – over $20 million to keep the arena in good condition over the next ten years. - 17 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Arena Analysis – Recommendations Planning should begin to replace Don Beer Arena (3 pads) with two (2) new ice pads within the Seaton community no later than 2029 (next five years). The Seaton Recreation Complex & Library is the preferred site for the new arena as it is within an emerging community and will be a convenient location for many users. Once a new twin pad opens, the Don Beer Arena site may be disposed of, with any proceeds to offset the cost of replacement infrastructure. - 18 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Recommended Component Summary Based on the draft Ten Year Plan, the following spaces are recommended for the Seaton Recreation Complex & Library: 1.Aquatics Centre (with 25-metre, 6-8 lane pool and separate warm water tank) 2.Gymnasium (divisible) – Triple/FIBA regulation 3.Fitness Centre and Studios 4.Multi-purpose Program Rooms (various) 5.Arena (2 pads) – replacement for Don Beer Arena 6.Walking Track 7.Library; note: libraries are not considered with this Ten Year Plan 8.Support Spaces (e.g., lobby, change rooms, office space, storage) 9.Outdoor Spaces (e.g., destination playground, skate spot, splash pad, sport courts) - 19 - Recreation & Parks – Ten Year Plan: Seaton Recreation Complex City of Pickering Next Steps Recreation & Parks – Ten Year Plan 1.Public feedback will be sought on the fullplan in spring 2024. 2.The plan will be presented to Councilbefore summer for consideration. Seaton Recreation Complex & Library 1.A project architect will be retained todevelop a functional program and designconcepts. 2.Public, stakeholder, and Council input willbe sought throughout the design process. - 20 - Thank you! Steve Langlois, Principal PlannerMonteith Brown Planning Consultants Questions? - 21 - Attachment 2 to Report CS 07-24 - 22 - Arena Strategy Recreation & Parks – Ten Year Plan February 27, 2024 – Draft - 23 - City of Pickering Arena Strategy | February 2024 – Draft Page i Table of Contents Section Page 1.0 Introduction ...................................................................................... 1 1.1 Project Overview ........................................................................................ 1 1.2 Study Process ............................................................................................ 2 2.0 Existing Conditions .......................................................................... 3 2.1 Arena Inventory ......................................................................................... 3 2.2 Local Arena Utilization ............................................................................... 8 2.3 Local Participation ................................................................................... 11 2.4 Regional Arena Inventory ........................................................................ 13 2.5 Population Factors ................................................................................... 14 2.6 Arena Participation & Ice Sport Trends .................................................... 16 2.7 Arena Provision & Design Trends ............................................................ 21 3.0 Stakeholder Engagement ............................................................... 26 3.1 Input from Arena Organizations ............................................................... 26 3.2 Input from the Community ........................................................................ 29 3.3 Summary of Key Themes ........................................................................ 30 4.0 Operational Assessment................................................................ 32 4.1 Review of Existing Arena Condition & Operations ................................... 32 4.2 Recreational Skating Review ................................................................... 39 5.0 Arena Needs Assessment .............................................................. 41 5.1 Arena Needs ............................................................................................ 41 5.2 Considerations for a Multi-Purpose Event Arena ..................................... 46 5.3 Arena Provision Options .......................................................................... 48 6.0 Recommendations ......................................................................... 54 Appendix A: Typical Arena Facility Program ...................................... A-1 Limitations: This report was prepared by Monteith Brown Planning Consultants Ltd., Largo Facility Management, and MJMA Architecture & Design for the account of the City of Pickering. The material in this report reflects the consultant’s best judgment considering the information available to it at the time of preparation. Any use which a third party makes of this report, or any reliance on or decisions to be made based on it, are the responsibility of such third parties. The consultants accept no responsibility for damages, if any, suffered by a third-party because of decisions made or actions based on this report. - 24 - City of Pickering Arena Strategy | February 2024 – Draft Page 1 1.0 Introduction 1.1 Project Overview The purpose of this Arena Strategy is to guide planning and inform decisions for Pickering’s arena system for the next 10 years (to the year 2034). Specifically, the Strategy evaluates options for maintaining and/or reinvesting in Pickering’s two municipal arena facilities and examines growth-related needs to provide additional facilities into the future. These assessments are based on a comprehensive analysis of background research, trends and best practices, demographics, and understanding of local and regional arena supply and usage levels. The Don Beer Arena is of specific focus to determine the future for this facility due to its life expectancy and the feasibility of this location. The following objectives have been established for the Arena Strategy: •Review background research including facility condition assessments, localdemographics, and other documents pertinent to the Arena Strategy. •Consider arena trends such as ice sport participation, facility design, and accessibility. •Project future arena demand with consideration given to local and regionalsupply, distribution, utilization, operating performance, planned capitalinvestments, and the ability to serve current and future residents. •Consult with local arena and indoor facility users, the public, City staff, andCouncil to gather input and feedback on current and future ice needs. •Project future ice surface demand based on the items above and make recommendations for major capital requirements over the next ten years. The Strategy shares the same planning horizon as the City’s updated 2024 Recreation & Parks – Ten Year Plan. As part of the plan’s scheduled five-year update, the 2017 Master Plan recommended for an Arena Provision Strategy or comprehensive arena assessment to be prepared to determine whether a net expansion to the City’s supply of ice pad and/or relocation of an existing ice pad(s) is warranted based on prevailing market forces and arena operating conditions. - 25 - City of Pickering Arena Strategy | February 2024 – Draft Page 2 1.2 Study Process To achieve the Strategy’s objectives, a work plan was devised that involved public and stakeholder consultation, thorough background research, evidence-based needs assessment, and evaluation of options. All inputs from this process are represented within this Strategy. Figure 1: Arena Strategy Phasing The demand analysis relies largely on data provided by the City of Pickering (usage data, registration figures, population projections, etc.) and stakeholder consultation, as well as trends in the sector. Furthermore, because several local organizations have amalgamated with other centres and have membership boundaries that extend beyond Pickering, arena participation and demand in Ajax is also examined at a high level to gain a more accurate understanding of local arena demand. Outdoor skating facilities are not able to satisfy requirements for organized play and are beyond the scope of this analysis. They are examined further within the Recreation and Parks Plan. - 26 - City of Pickering Arena Strategy | February 2024 – Draft Page 3 2.0 Existing Conditions The City of Pickering’s arena inventory is described in this section, along with other arenas in the region that may be used by local organizations. Local arena utilization and participation rate trends are also examined, as well as broader trends impacting ice sports. 2.1 Arena Inventory The City owns and operates two (2) arena facilities containing a total of five (5) pads for ice and dry floor uses. The Chestnut Hill Developments Recreation Complex (2 pads) and Don Beer Arena (3 pads) are shown on the map below along with other municipal recreation facilities within Pickering’s built-up area. Figure 2: Arenas and Municipal Recreation Facilities, Built-up area of Pickering Until 2019, the Art Thompson Iceplex (a privately-owned twin pad arena) was also available for rentals, largely being used for adult leagues. This facility has since been closed and demolished. There are no longer any private arenas in Pickering. - 27 - City of Pickering Arena Strategy | February 2024 – Draft Page 4 Chestnut Hill Developments Recreation Complex The Chestnut Hill Developments Recreation Complex (CHDRC) is located at 1867 Valley Farm Road, just north of Highway 401 and in the Pickering City Centre, surrounded by residential and commercial properties. The CHDRC is home to the Delaney and O’Brien pads, which are co-located with other recreational amenities (e.g., indoor pool, fitness centre, racquet courts, multi-purpose rooms, etc.). Current rink dimensions are less than NHL standard 200 x 85 feet: Delaney Rink – 190 x 85 feet; O’Brien Rink – 185 x 85 feet. The Delaney Rink was constructed in 1983 (renovated in 2015) and the O’Brien Rink in 1992; both share common amenities including change rooms, storage areas, referee and coach rooms, concessions, lobby entrance, and customer service reception area. It is worth noting that the rinks do not share refrigeration systems and each ice rink has its own dedicated refrigeration plant room. The Delaney Rink has seating for approximately 850 spectators. The seating capacity appears to currently serve the needs of the associations and teams currently playing at this rink – this pad is predominately used by the Pickering Panthers ice hockey team and the Pickering Skating Club. The O’Brien Rink has a seating capacity of approximately 200. Again, this smaller capacity seems to work well for the associations and teams that use this ice pad – this rink is used mainly by Durham West Girls Hockey and the Ajax Pickering Ringette Association. Summer ice is only offered at O’Brien. - 28 - City of Pickering Arena Strategy | February 2024 – Draft Page 5 Figure 3: Delaney and O’Brien Rinks – Chestnut Hill Developments Recreation Complex - 29 - City of Pickering Arena Strategy | February 2024 – Draft Page 6 Don Beer Arena Don Beer Arena provides three (3) pads and is located south of Highway 401 in the City’s Brock industrial and light commercial neighbourhood (940 Dillingham Road). The facility is also used for ball hockey and lacrosse in the summer months. The original pad was built in 1967, a second rink added in 1972, and expanded to include a third ice pad in 2003. Accessibility and green improvements were undertaken in 2011, marking the last major renovation. Each ice pad is supported by amenities including change rooms, referee/coach rooms, storage, spectator seating, and concessions. It is worth noting that Rinks 1 and 2 share a refrigeration system, while Rink 3 has its own. The facility does not offer the level of amenity or comforts that people are looking for in today’s recreational facilities such as walking tracks, larger dressing rooms, and extended heated viewing areas. Playing surfaces are not to today’s standards and all rinks are below a standard NHL size (200 x 85 feet). Current rink sizes are: Rink 1 – 185 x 85 feet; Rink 2 – 185 x 85 feet; and Rink 3 – 190 x 85 feet. Long term direction is needed for the arena as there have been few recent investments into the facility and it is showing its age. The facility’s location in an industrial area not on a public transit route also creates accessibility challenges for some users. Further, the arena is not part of a multi-use facility like CHDRC, further limiting its appeal and efficiencies. Furthermore, the Don Beer Arena parking lot is almost entirely situated on lands leased from Hydro One, which adds to the annual operating cost (the lease is approximately $100,000 annually and is subject to inflation indexing). Hydro One has also requested that the City of Pickering invest in a storm water collection program for the parking area, which will prove to be an expensive endeavour. In speaking with City of Pickering staff, there is currently no solution to rectify this issue due to design/capital costs and on-site logistical challenges. There are no funds identified currently in the capital budget to address this issue (estimated at $3+ million). - 30 - City of Pickering Arena Strategy | February 2024 – Draft Page 7 Figure 4: Don Beer Arena - 31 - City of Pickering Arena Strategy | February 2024 – Draft Page 8 2.2 Local Arena Utilization The City’s Ice Allocation policy (prepared in 2013 and revised in 2018) contains several directives, including: (a) meeting the needs of existing users whenever possible; (b) maximizing the use of existing facilities; (c) maintaining a high level of fiscal responsibility to the residents of Pickering; and (d) providing for the development of new users and user groups. The policy applies to the weekly allocation of ice time, beginning on the 3rd Saturday of September and extending for 28 weeks. The policy aims to allocate ice times in an equitable, transparent, and consistent manner that prioritizes City program rentals, followed by affiliated organized minor and adult users, Junior A teams, schools, and other users. The designation of prime-time ice is determined by the City of Pickering and posted prior to the start of the ice allocation process for each coming season. Special event and tournament ice requests are limited to three consecutive days. Weighting factors for ice times are employed in the allocation process and are based on age, skill level, number of players per team, and the number of teams on the ice. The policy states that residency requirements may apply to the determination of ice allocation and that groups are required to submitted registration figures annually. The City’s parameters for prime and non-prime time ice are defined below: Table 1: City of Pickering Definition of Prime Time, Shoulder, and Non-Prime Time Hours Days of the Week Prime Time Hours Non-Prime Time Hours Total Monday to Friday 5:00 pm – 11:00 pm 6:00 am – 5:00 pm n/a Saturday and Sunday 8:00 am – 9:00 pm 6:00 am – 8:00 am 9:00 pm – 11:00 pm n/a Total Weekly Hours per Rink 56 hours 63 hours 119 Hours Total Weekly Hours across 5 City Rinks 280 hours 315 hours 595 Hours 28 Weeks across 5 City Rinks 7,840 hours 8,820 hours 16,660 Hours Ice pad usage is the strongest during prime-time hours and this will be the focus of the ice pad needs assessment. While municipal programming, public skating, and community access are important aspects of arena use, some of these opportunities take place during non-prime time hours and when ice times are generally not booked for rentals. An estimated 11% of non-prime hours are used on a weekly basis – this is the time that youth are in school and many adults are working or otherwise unavailable, thus demand is quite low. - 32 - City of Pickering Arena Strategy | February 2024 – Draft Page 9 Peak week usage data provided by the City indicates that in 2022/23, 92% of available prime-time arena hours were utilized. This remains slightly below the 95% level experienced pre-pandemic (2018/19). At 96%, prime-time usage is strongest at the Delaney and O’Brien Rinks (CHDRC). However, prime time rentals have been declining at the Don Beer Arena, down from 94% in 2018/19 to 87% in 2022/23. This suggests waning demand for ice rentals, particularly at the older Don Beer Arena. Figure 5: Summary of Prime-Time Arena Utilization, 2018/19 to 2022/23 (City of Pickering) 91%91%89%95%91%92% 90% 91% 89%94% 93% 87% 91% 90% 89% 96% 88% 96% 75% 80% 85% 90% 95% 100% 2014/2015 2015/2016 2016/2017 2018/2019 2019/2020 2022/2023 All Arenas Don Beer Arena CHDRC Note: 2020/21 and 2021/22 data (from during the COVID-19 pandemic) is not included. Utilization includes prime time only during November and February (peak times). Source: City of Pickering, 2023. Comparatively, an analysis completed by the Town of Ajax in 2019 for their Recreation and Parks Master Plan indicated that this community was using 79% of peak hours at the time. More recently, with the amalgamation of minor hockey organizations, the Town of Ajax saw significant turnback of ice from this group and in response has since closed one pad to ice activities (Village Arena). Discussions with the Town of Ajax suggest that there remains capacity for additional rentals – by their definition, approximately 16% of weekly prime time hours are unallocated in 2023/24. The City of Pickering has established the following priority list of non-profit groups that have demonstrated stability and ongoing viability for the allocation of ice time. The City’s allocation policy allows Pickering to recognize a new ice organization or emerging ice sport to provide for unmet community needs from time to time. Ice times may be allocated to enable organizations or groups who have demonstrated that there is a need for programs and services. - 33 - City of Pickering Arena Strategy | February 2024 – Draft Page 10 Table 2: Ice Allocation User Groups – Priority Listing (City of Pickering) User Groups – Priority Order for Access to Ice Time 1.City of Pickering Programs (includes leisure skate and instructional programs) 2.Affiliated Minor Associations, Organizations and Groups 3.Junior A – Pickering Panthers (outside of contract allocation on Delaney) 4.Boards of Education, elementary, secondary, LOSSA, seasonal 5. Occasional, non-affiliated, non-resident and commercial users The table below illustrates the typical distribution of ice time for each user group from the current season (2023/24) in the City of Pickering. Approximately 88% of these hours are prime time (an estimated 257.5 hours), with 12% being non-prime (an estimated 34.25 hours). Minor changes in allocation can be expected from week to week. Table 3: Weekly Ice Utilization (Prime and Non-Prime Hours), 2023/24 (City of Pickering) Organization Mon Tue Wed Thu Fri Sat Sun Total Ajax Pickering Minor Hockey Association 13 16 10 13 10 30 31 123 Durham West Girls Hockey Association 7 1 1.5 5 2 5 10.5 32 Ajax Pickering Ringette Association -- 8 -- 7 -15 Pickering Skating Club 2 3 3 2 3 13 Pickering Panthers Jr A Hockey Club 1 2 2 2 2 -3 13 Pickering Oldtimers --6.25 ---8.5 14.75 City of Pickering 6.5 5 5 2 6 2 3 29.5 Others 8 7.5 5.5 10 11.5 6.5 2.5 51.5 Total 37.5 34.5 38.25 35.0 31.5 52.5 61.5 291.75 Source: City of Pickering, 2023. Based on current schedules and allocations, approximately two-thirds (67%) of ice time is used by youth-serving ice sport organizations (largely boys and girls minor hockey), 23% is allocated toward adult or other user groups, and 10% is used for City of Pickering programming (public skating, etc.). Arena schedules in the Town of Ajax were also reviewed to better understand usage in arenas that share the same base of users. Similar allocations between youth and other/adult uses were evident, as were trends in usage, which generally saw a decline in rentals in recent years (highlighted by the closure of one ice pad in 2021). It is also notable that the three cross-municipal organizations use different proportions of ice time - 34 - City of Pickering Arena Strategy | February 2024 – Draft Page 11 in each community, with boys’ minor hockey generally receiving more ice time in Pickering and girls’ minor hockey receiving more time in Ajax. However, each municipality accommodates an equal share of total usage from these three groups combined in proportion to their arena supply (Pickering at 55% with 5 rinks and Ajax at 45% with 4 rinks). Table 4: Share of Weekly Ice Rentals for Regional Youth Ice Sport Organizations, 2023/24 Organization Usage of City of Pickering Arenas (5) Usage of Town of Ajax Arenas (4) Total Ajax Pickering Minor Hockey Association 60% 40% 100% Durham West Girls Hockey Association 41% 59% 100% Ajax Pickering Ringette Association 58% 42% 100% Total 55% 45% 100% Lastly, there is little conclusive evidence that the closure of the Art Thomson Iceplex has led to increased demand for municipal arenas from adult-serving groups. While the Town of Ajax is accommodating more private rentals during prime time, this may also be a function of additional availability due to the decline in rentals from boy’s minor hockey. As per the City of Pickering’s ice allocation policy, rentals to adult-serving and commercial groups are attributed the lowest priority, yet some prime-time and ample non-prime time hours remain available for these and other groups. 2.3 Local Participation Recent and known historical registration numbers for local ice sport organizations are noted below. A focus is placed on youth-serving organizations as these groups are the predominant users of prime time ice. In 2023/24, there were approximately 2,225 youth registered within local minor ice sport organizations using Pickering arenas; several of these groups are also served by arenas in Ajax. Of this, it estimated that approximately 42% of youth registrants are residents of Pickering, amounting to 925 local registrants. This accounts for approximately 5% of all youth (ages 5 to 19) living in Pickering. The balance of users live in Ajax and beyond. In terms of trends, overall registration levels declined by 4% (93 participants) between the 2014/15 and 2023/24 seasons, but have fluctuated from year to year including impacts during the pandemic years. Data for the most recent seasons is also inflated due to mergers between minor sport organizations. Past data from the early 2000s indicates that participation rates were much higher. - 35 - City of Pickering Arena Strategy | February 2024 – Draft Page 12 More recently, participation declined by 9% from the previous season (208 participants) and has not increased with recent population growth, suggesting that the participation rate in ice sports continues to slowly decline. Table 5: Ice Sport Organizations, Total Registration Figures (Pickering, Ajax, etc.) Primary Youth User Groups Pickering Residents (2023/24) Total Members2014/15 Total Members2015/16 Total Members 2016/17 Total Members2022/23 Total Members2023/24 Ajax Pickering Minor Hockey Association 44% 1,026 910 924 1,257 1,198 Durham West Girls Hockey Association** 20% 525* 480* 425* 383 390 Ajax Pickering Ringette Association 33% 300* 300* 303 317 308 Pickering Skating Club 71% 445 445 337 454 307 Pickering Panthers Jr A Hockey Club n/a 22 22 22 22 22 Total 42% 2,318 2,157 2,011 2,433 2,225 *estimated; ** excludes seniors program (age 18+)Source: City of Pickering, minor sport organizations As noted, each of the first three ice sport organizations identified above are also served by arenas in Ajax. Not shown in the table is the Ajax Skating Club, which is also identified as a core user by the Town of Ajax. The Town’s Recreation and Parks Master Plan notes a registration level of 457 skaters in 2019, which has been used for assessing youth registration across both Pickering and Ajax (for a total of 2,682 youth participants). Figure 6: Youth Ice Sport Registration Figures, City of Pickering & Town of Ajax (2023/24) - 36 - City of Pickering Arena Strategy | February 2024 – Draft Page 13 2.4 Regional Arena Inventory The following map illustrates the locations of other arenas in adjacent municipalities. Figure 7: Regional Inventory of Arenas - 37 - City of Pickering Arena Strategy | February 2024 – Draft Page 14 In general, Pickering is providing ice pads at a similar rate as the comparator group – one ice pad per 20,600 residents in Pickering, compared to an average of one ice pad per 20,015 persons elsewhere. Pickering’s provision rate is a little more favourable when one examines the youth population only (1 per 3,400 youth in Pickering compared to 1 per 3,750 youth elsewhere). With 2,225 youth registrants in 2023/24, Pickering is providing one ice pad for every 445 youth registrants. However, it is estimated that only about two-fifths (925) of these participants are Pickering residents, reducing this ratio to one ice pad per 185 local youth registrants. The regional nature of Pickering/Ajax minor sports makes it difficult to compare to other jurisdictions with registration boundaries that more closely align with their municipal boundaries. Table 6: Regional Arena Inventory and Provision Rates Municipality Estimated Population No. of Ice Pads Provision Rate (all ages) Provision Rate (ages 5 to 19) Youth Registrants Registrants per Ice Pad Pickering 103,000 5 1:20,600 1:3,400 2,225* (2023/24) 445* Ajax 126,666 4 1:31,700 1:6,200 2,353* (2023/24) 588* Clarington 116,346 7 1:16,600 1:2,800 1,981 (2022-23) 283 Oshawa 191,600 10 1:19,160 1:3,400 2,240 (2022/23) 320 Whitby 138,501 11 1:12,600 1:2,600 4,840 (2019/20) 440 Comparator Average 143,278 8 1:20,015 1:3,750 2,854 408 Note: The Town of Ajax recently closed a single pad arena due to low demand (Village Arena) *Includes several organizations that operate in a regional catchment area also serving non-residents. 2.5 Population Factors The City of Pickering has an estimated population of 103,000 residents (2024). Between 2016 and 2021, the City demonstrated a growth rate identical to Durham Region (8%). Over the last ten years, Pickering’s population had grown the most amongst seniors aged 75 and over by 43%, older adults aged 55 to 74 by 38%, young adults aged 20 to 34 by 23%, and children aged 0 to 9 by only 19%. - 38 - City of Pickering Arena Strategy | February 2024 – Draft Page 15 Looking ahead, Pickering is set to undergo substantial growth. Over the ten-year projection period of this study (2024-34), the City is projected to grow to approximately 149,000 persons – growth of 45%. By 2042, the City’s population is forecasted to grow to 185,044 – growth of 80%1. Planned population growth is allocated to new communities and strategic growth areas, including the Seaton community, which will account for 70,000 new residents at build out. There are currently no municipal indoor recreation facilities or arenas in this area, though a new recreation complex is planned in the short-term. The City has recently initiated a secondary plan for Northeast Pickering, which is being planned for approximately 45,000 residents but is beyond the 10-year horizon of this Arena Strategy. While population growth will lead to more children and youth in Pickering (the age group that is the predominant user of arenas), this cohort is forecasted to grow at a slightly slower rate than the rest of the population beyond 2034. Figure 8: Durham Region, Total Population Forecast Shares by Major Age Group, 2021 to 2051 5% 10% 15% 20% 25% 2021 2026 2031 2036 2041 2046 2051 0-19 20-34 35-44 45-54 55-64 65-74 75+ Source: Region of Durham, Region-Wide Growth Analysis Technical Report (June 2021) Pickering’s population is also diverse, with 52% represented by visible minorities and 12% speaking non-official languages (2021 Census). Recent immigrants, referring to individuals who first obtained landed immigrant or permanent resident status between 2016 and 2021, represented 2.8% of Pickering’s residents in 2021. Pickering residents who are newcomers to Canada are more likely to reside in growing areas such as Seaton and intensifying areas closer to Highway 401. 1 City of Pickering. Detailed 20 Year Population Forecast. March 2023. - 39 - City of Pickering Arena Strategy | February 2024 – Draft Page 16 These indicators of Pickering’s diversity may have an influence on demand if newcomers are more likely to choose other recreation activities over participating in arena programs and sports. 2.6 Arena Participation & Ice Sport Trends Communities across Canada have experienced a decline in ice sport participation over the past several years. Understanding trends at the national, provincial, regional, and local level can help anticipate needs for arenas. This section explores current and emerging trends in ice sport participation that could affect the demand for arenas in Pickering. •Declining Participation in Ice Sports •Growing Emphasis on Skill Development and Competition •Narrowing Perception of Prime Time •Uncertain Impact of Hockey Canada Scandals •Female Sport Participation May be Declining After Years of Growth •Other Activities are Emerging and Creating Greater Diversification AmongstSports •Partnerships can Offer Opportunities to Share Risks and Attract New Markets Declining Participation in Ice Sports Youth hockey registration in Ontario has generally declined, with nearly 178,190 registrants in 2023, representing 7.5% of all Ontario youth (aged 5 to 19 years). This is an 18% decline in registration since peaking in the 2012-13 season. This can be linked to several factors, such as the high cost of hockey, concerns over safety, competing interests, aging populations, the uncertain impact of Hockey Canada scandal and competition from leagues/organizations that are not sanctioned by Hockey Canada. Figure 9: Youth Hockey Registration in Ontario, 2012/13 to 2022/23 120,000 140,000 160,000 180,000 200,000 220,000 Source: Hockey Canada Annual Reports. Includes players registered in youth hockey (U7 to U21). Note: Player registration was negatively affected in 2020/21 due to COVID-19 and is still recovering. - 40 - City of Pickering Arena Strategy | February 2024 – Draft Page 17 Since the 2020/21 season when the COVID-19 pandemic first began and registration was at its lowest, youth hockey registration in Ontario has increased by 30%, but is still 14% below 2019/20 registration levels. There is also a risk that young children that would have been eligible to begin learn-to-play hockey or skating initiation programs during the pandemic have missed their opportunity due to program/facility shutdowns, and may never pick up the sport. This could lead to further challenge sin regaining past participation levels and create a “void cohort”. This nation-wide decline in participation is most prevalent amongst boys (but increasingly being seen in girls’ participation as well) and can be attributed to several factors, such as: •changing demographics factors such as an aging of the population, immigrationfrom countries that do not play ice sports, growing polarization between household incomes, etc.; •significant and escalating costs borne by households (for equipment, travel, icerentals); •lack of time for households to commit to sport, especially at the competitive/rep level; •difficulties in finding and/or compensating qualified coaches and volunteers; •volunteer burnout leading to shortages at the executive level and among parent-coaches; and •growing competition from other sports (e.g., indoor soccer, basketball, etc.) aswell as unstructured, self-scheduled activities. On the aforementioned point about affordability, research from 2018 found that the cost of children’s activities put a strain on the finances of a majority (55%) of Canadian parents. As many as one in three (32%) Canadians used debt to fund the extracurricular activities of their children. Hockey topped the list as the most expensive extracurricular activity (an average cost of nearly $750 annually) and the research found that parents were increasingly less likely to enroll their children in hockey as a result.2 These results are compelling considering today’s challenging economic climate. Growing Emphasis on Skill Development and Competition Demand remains strong for competitive development experiences and opportunities. The higher the level of play and the greater the focus on athlete development, the more time that is required for practices, games, and camps. While this “professionalization” of minor hockey helps to support skill development for many athletes, it also comes at a cost (in terms of both time and money) that can raise barriers for many families. Several sport governing bodies in Canada are implementing the Long-Term Player Development (LTPD) model that emphasizes player growth, maturation, and development. This model identifies the needs of players at various stages of their development and addresses the appropriate stages for the introduction and refinement 2 Ipsos. One in Three (32%) Families Going into Debt to Fund their Children’s Extra-Curricular Activities, Up 5 Points from Last Year. 2018. https://www.ipsos.com/en-ca/news-polls/back-to-school-2018 - 41 - City of Pickering Arena Strategy | February 2024 – Draft Page 18 of technical, physical, mental, and tactical skills. Pickering’s Learn to Skate programs are currently experiencing high demands with waitlists. The adoption of the LTPD model has transformed the way many ice organizations deliver programming, such as a greater emphasis on skill development. Additionally, in 2018, Hockey Canada mandated that novice participants play half ice (or cross ice) to boost fun and skill development. The standards of play mandate minimum thresholds for game and practice time, which can be particularly challenging for the higher levels of play that require greater access. Narrowing Perception of Prime Time Historically, municipal arenas experienced strong or steady ice usage during the early mornings or late-night hours. However, usage profiles of arenas – in Pickering and across Ontario – have changed in recent decades. Families are less willing to use early morning weekday ice and interest in late night times for adult hockey has declined. Some communities are also challenged with filling weekend hours. There are more tournaments and a focus on skill development, which has also placed a premium on access to prime-time ice, particularly during the week. In short, the prime-time window is shrinking, which is making it more difficult to make use of shoulder and non-prime hours. Uncertain Impact of Hockey Canada Scandals Hockey Canada – our nation’s governing body for hockey – has been under intense scrutiny recently due to several sexual assault claims and settlements, to the point that the Canadian government froze its federal funding in June 2022. This followed calls in recent years for improved player safety (programmatic changes have since been made to reduce the risk of concussion) and a culture of inclusion and acceptance (a Policy Paper on Anti-Racism was released in 2020). Canadians are concerned about these issues and they may be impacting their choices to participate in the sport. A public opinion survey from 2021 (prior to the recent sexual assault allegations) found that nearly two-thirds (63%) of players and coaches believe that hockey has a culture problem with players bullying kids outside of the rink. This survey also found an issue with affordability, with 88% of Canadians indicating that organized hockey is too expensive for lower-income people to play.3 A more recent survey found that more than half (56%) of Canadians with a connection to youth hockey see sexual misconduct in hockey culture as a major issue. While most Canadians are supportive of actions announced so far (Hockey Canada prepared an open letter in July 2022 promising change and outlining new complaint mechanisms and 3 Angus Reid Institute. Game Misconduct: Canadians may love their hockey, but they also see serious problems with its culture. May 2021. https://angusreid.org/hockey-culture/ - 42 - City of Pickering Arena Strategy | February 2024 – Draft Page 19 a review plan), only one-quarter (27%) are confident that the environment will improve for women around the game.4 Female Sport Participation May be Declining After Years of Growth Although hockey registration is largely male, participation in girls’ hockey had been rising due to growth in minor and international sport opportunities (such as women’s hockey), changing lifestyle and personal commitments, and gender equity efforts that remove participation barriers for females. In Ontario, girls’ hockey represented one-fifth (21%) of all participants affiliated with Hockey Canada for the 2021/22 season, which is a 5.3% increase from the 2012/13 season ten years prior.5 However, there are signs that this growth may be levelling off or declining. Starting in late adolescence, one-in-three women leave sport (including, but not limited to, ice sports) as compared to one-in-ten boys.6 This trend has worsened since the onset of the pandemic, when it was reported that over 93% of female sport participants were negatively impacted (specifically young women ages 6 to 18 years old). The research suggests that young women are participating substantially less than they did pre-pandemic and that 25% were non-committal in returning to sport after the pandemic.7 Among the barriers cited, girls stated low levels of confidence, low body image, lack of skills and feeling unwelcomed in a sport environment. To bolster participation among women, the Federal government established a goal of achieving equity in sport participation by the year 2035. Other Activities are Emerging and Creating Greater Diversification Amongst Sports The popularity of recreation and sport activities changes with time and can be affected by several factors, most notably socio-economic characteristics, lifestyle trends, and the exposure and accessibility of the activity. National registration figures indicate that, where once ice hockey and baseball were dominant, soccer has taken rise since the 1990s. More recently, a national study found that interest in children’s activities was beginning to shift away from these sports towards other less formal extracurricular activities, such as music lessons, dance lessons, language classes, and drama classes.8 4 Angus Reid Institute. Vast majority say Hockey Canada needs new leadership going forward. August 2022. https://angusreid.org/hockey-canada-sexual-misconduct/ 5 Hockey Canada. Annual General Meeting Reports. 6 Canadian Women & Sport. The Rally Report. 2020. https://womenandsport.ca/wp- content/uploads/2020/06/Canadian-Women-Sport_The-Rally-Report.pdf 7 Canadian Women & Sport and E-Alliance. COVID Alert Pandemic Impact on Girls in Sport. 2021. Retrieved from: https://womenandsport.ca/wp-content/uploads/2021/07/COVID-Alert-final-English-July-2021.pdf. 8 Ipsos. One in Three (32%) Families Going into Debt to Fund their Children’s Extra-Curricular Activities, Up 5 Points from Last Year. 2018. https://www.ipsos.com/en-ca/news-polls/back-to-school-2018 - 43 - City of Pickering Arena Strategy | February 2024 – Draft Page 20 In terms of ice sports, they have become more specialized over recent years with a growing focus on skill development and athletic achievement. This has led toward more camps, specialized programs, and service providers, including sport academics and private training providers. Private training facilities have sprung up in many communities, offering paid instructors that teach the area hockey skills, often on synthetic ice. This had led to growing requests for ice time at municipal arenas from commercial renters representing broad geographic memberships. Partnerships can Offer Opportunities to Share Risks and Attract New Markets Throughout Ontario municipal recreation departments are increasingly challenged to provide and maintain top quality facilities, services, and programs within defined budget envelopes. And as financial pressures mount and the need for cost containment rises, many departments are examining new and creative service provision methodologies including developing relationships with outside entities. There are three types of relationships that are generally available to municipalities interested in pursuing alternative approaches to deliver, operate, or program recreation and sport infrastructure: • A Public/Private Partnership (P3) – a relationship between the municipality and a private sector entity; • A Public/Public Partnership (P2) – a relationship between the municipality and public sector agency such as another municipality or a school board; • A N-F-P Partnership – a relationship between the municipality and a not-for-profit organization such as a local sports organization. Some municipalities are gradually shifting from a traditional direct delivery model to one of these structured relationships. Within certain jurisdictions creative approaches has resulted in: • the development “core facilities” that would not have been possible had the municipality addressed the project on its own (e.g., Toronto’s arrangement with the Ford Performance Centre quad pad arena); • the provision of “non-core” facilities that represent new levels of service available to local residents (e.g., Pickering’s arrangement with the Football Club to operate the Pickering Soccer Centre); • operating results that are beyond the usual performance thresholds of a municipally delivered service (e.g., Hamilton’s arrangement with a private arena operator for the Mohawk 4 Ice Centre); and • contracting out operations to a third-party service provider (e.g., London’s arrangement with the YMCA for the Stoney Creek YMCA and Community Centre). - 44 - City of Pickering Arena Strategy | February 2024 – Draft Page 21 2.7 Arena Provision & Design Trends This section explores the following existing and emerging arena provision trends: • Approaches to Arena Provision in Other Communities • Aging Arenas are a Growing Challenge • Repurposing of Surplus Arenas • The Rise of Multi-use Recreation Facilities as Community Hubs • Inclusivity of Persons with Disabilities and Barrier Free Facilities • Climate Change and Green Designs Approaches to Arena Provision in Other Communities Changing demands and participation levels, evolving facility requirements, and a growing stock of facilities have created surplus ice time in several communities. Certain municipalities have explored adaptive re-use of redundant arena facilities, or closed arenas outright. In the City of Toronto, the range of other recreational activities, availability of private rinks, changing demographics, and rising costs of ice sport participation have led the City to plan for the gradual reduction of the number of municipal ice pads, despite Toronto’s population being expected to grow by 500,000 by 2041.9 Similar plans are also in place in communities such as Mississauga, while those municipalities that are planning new facilities over the long-term (e.g., Hamilton) are doing so at a rate much lower than population growth. This is elaborated upon in the following chart that shows the current rate of ice pad provision across a selection of large urban municipalities, as well as future plans for arena provision. Pickering is currently providing ice pads at a higher rate compared to other more urbanized municipalities. Looking to the future, most municipalities have plans to expand their arena supply to address significant population growth, but will do so at a much lower rate (approximately 1 ice pad per 112,000 residents). 9 Matt Gurney. End of an ice age, Part 1: Is youth hockey dying? 2020. https://www.tvo.org/article/end-of-an-ice-age-part-1-is-youth-hockey-dying - 45 - City of Pickering Arena Strategy | February 2024 – Draft Page 22 Table 7:Ice Pad Provision Rates and Future Planning, Selected Large GTAH Municipalities Municipality Current Ice Pad Supply Ice Pads per Capita Future Provision Target Future Ice Pad Needs Anticipated Population Growth New Arenas Per Capita Column: A B C D E F Source: Master Plan Pop.’n ÷ Column A Master Plan Master Plan Master Plan Column E ÷ Column D Pickering 5 1:20,000 tbd tbd (2022-2042) 85,044 tbd Ajax 4 1:31,700 1:800 participants 0-2 (2021-2031) 20,000 n/a Brampton 20 1:32,800 1:800 participants 0 (2017-2031) 237,000 n/a Hamilton 25 1:23,800 1:4,500 youth residents 3 (2021-2051) 236,000 1:78,700 Markham 10 1:33,900 1:400 youth participants 1 (2022-2031) 81,900 1: 81,900 Mississauga 25 1:28,700 1:37,500 residents 0 (2019-2028) 50,000 n/a Oakville 13 1:16,400 1:650 youth participants 1 (2017-2031) 52,600 1:52,600 Oshawa 10 1:17,500 1:500 youth participants 0 (2023-2031) 38,000 n/a Richmond Hill 8 1:25,300 1:27,000 residents 1 (2022-2031) 39,000 1:39,000 Toronto 65 1:43,000 1:50,000 residents 1 (2019-2038) 450,000 1:450,000 Vaughan 8 1:40,400 1:500 youth participants 2 (2018-2031) 100,000 1:50,000 Whitby 11 1:12,600 1:750 youth participants 1 (2023-2031) 32,500 1:32,500 Average 18 27,827 n/a 1 1:121,500 1:112,000 Source: Community-specific Recreation Master Plans Aging Arenas are a Growing Challenge Communities across Canada are experiencing similar provision and design trends as many facilities are reach the end of their lifecycles. The 2019 Canadian Infrastructure Report Card reported that 39% of Canada’s municipal arenas and pools are in fair to very poor condition. Many of these facilities were built between 1956 and 1980 whose - 46 - City of Pickering Arena Strategy | February 2024 – Draft Page 23 age and/or deferred infrastructure renewal/maintenance activities have accelerated the number of facilities in need of replacement. Municipal approaches to addressing these aging / end of life cycle arenas include renewal projects, converting facilities into dry pads for other recreational uses, or supporting the facilities demand by replacing with a more efficient twin or quad pad. Arena users and spectators are drawn to new facilities that offer modern conveniences. New facility designs typically involve: barrier-free spaces; larger dressing rooms; warm viewing areas; multi-pad arenas that generate efficiencies; amenities such as walking tracks and shooting pads; and more. Multi-pad arenas offer economies of scale in operation, are more convenient for user groups, and enhance tournament and event potential. The Don Beer Arena, originally built over 50 years ago, is a local example of a facility with several building components that have reached or are approaching the end of their useful life. Certain grant and shared funding programs have been introduced by senior levels of government over the past 15 years to renew aging recreation facilities including the 2011 RInC program, the Building Canada Fund, and most recently the Investing in Canada Infrastructure Program. While these programs have gone a long way toward reducing the infrastructure deficit, significant shortfalls remain in municipalities across the country. Repurposing of Surplus Arenas Changing demands and participation levels, evolving facility requirements, and new multi-pad arena projects have created surplus ice time in several communities. Certain municipalities have explored adaptive re-use of redundant arena facilities for purposes such as: •community centre space (e.g., Kingsdale Community Centre in Kitchener) •indoor soccer (e.g., Syl Apps Community Centre in Paris, Ontario) •gymnasiums (e.g., Ken Giles Recreation Centre in Brampton) •indoor playgrounds (Vancouver) •indoor skateboarding (e.g., Zurich, Ontario) •dry floor activities / theatre venue (New Hamburg Arena in Wilmot Township,Alliston Arena in New Tecumseth) •temporary storage (e.g., AMA Arena in Amherstburg, Ontario – since demolished) •commercial or institutional uses (e.g., former Maple Leaf Gardens in Toronto) Other examples of adaptive re-uses include curling rinks, indoor tennis, box lacrosse, and roller derby. Repurposing can extend the life of an existing facility but can be just as costly as building new given the need to refurbish and reconfigure building components. As a result, the most common response in Ontario has been to decommission and demolish surplus arenas. - 47 - City of Pickering Arena Strategy | February 2024 – Draft Page 24 The Rise of Multi-Use Recreation Facilities as Community Hubs A community hub is a central access point for a range of needed health and social services, along with cultural, recreational, and green spaces to nourish community life. A community hub can be a school, neighbourhood centre, an early learning centre, a library, an elderly persons’ centre, a community health centre, an old government building, a place of worship, or another public space. This concept is gaining traction across Ontario as it offers tremendous social benefits, strengthens community cohesion, and fosters enhanced quality of life by providing a central location to deliver a range of services. In an era of user convenience and growing emphasis on cost recovery, many municipalities are centralizing recreation services into multi-use facilities. There are a range of benefits of multi-use facilities including the creation of a destination where all household members can gather and engage in recreation activities, thereby contributing to sport development, tourism, and operational efficiency. This is part of what makes the Chestnut Hill Developments Recreation Complex such a destination for Pickering’s residents. Most recent arena projects across Ontario have been in the form of multi-pad and multi-use venues. While the specific nature and degree of above noted benefits will depend on local circumstances, facility design and operation, and other factors, there is no denying that multi-use recreation facilities have the potential to generate substantial economic, social, and environmental gains for local municipalities. Inclusivity of Persons with Disabilities and Barrier Free Facilities The Accessibility for Ontarians with Disabilities Act (AODA) directs municipalities to consider the needs of persons with disabilities through facility design and service delivery. By 2025, municipalities are required to remove all barriers within new and redeveloped municipal facilities, including those related to physical space as well as customer service through training. The City of Pickering 2021 to 2025 Five Year Accessibility Plan contains several actions to improve accessibility and remove barriers within the corporation, although none are specifically identified for the arenas. The uncertainty surrounding the future of the Don Beer Arena has limited the City’s investment until a path forward is determined for that facility. Potential Impacts of Climate Change Environmental concerns are often a top-of-mind issue among Canadians as there is an increasing need to maximize the efficient use of resources. Relative to ice sport participation and arena design and operations, climate change is contributing to: •Increased outdoor air temperatures and/or rain leading to the following challenges for indoor ice arenas: - 48 - City of Pickering Arena Strategy | February 2024 – Draft Page 25 o added loads on refrigeration equipment to withstand the warmertemperatures; o having to increase capacity with cooling towers/condensers on warmer degree days in the winter; o added loads on dehumidification equipment inside of ice pad envelopes;and o trouble controlling indoor facility temperatures due to the swing of outdoorair temperatures; fluctuation is hard to control and creates challenges with regulating comfort levels. •Longer than typical usage of outdoor recreation amenities. For example, racquetsport courts are being used into the winter and earlier in the spring, which addsto the workloads of recreation and parks staff that typically would be operating arena facilities during these seasons. •Reduced opportunities for natural ice outdoor ice rinks due to warmertemperatures and shorter seasons, impacting casual skating activities andopportunities for new participants to try ice skating in a non-controlled environment. This is coupled with increased operating costs and greater volatilityfor refrigerated outdoor ice rinks. Many municipalities have demonstrated environmentally conscious awareness in the design of new facilities that utilize state-of-the-art technologies to enhance environmental efficiency. Pickering has taken steps to reduce its environmental impact through its Corporate Energy Management Plan. - 49 - City of Pickering Arena Strategy | February 2024 – Draft Page 26 3.0 Stakeholder Engagement A public and stakeholder consultation program was launched to gather input and critical insights relating to this Strategy and the Recreation & Parks – Ten Year Plan. Several community consultation tools were utilized to solicit input from members of the public, arena stakeholder groups, City Staff, and Council. Tactics consisted of surveys, workshops, open houses, and youth engagement. 3.1 Input from Arena Organizations To gain insight into local ice demand factors and to inform strategies for the long-term provision of ice surfaces, City of Pickering’s primary arena user groups were consulted through a workshop. This virtual session was held on September 26th, 2023 and was facilitated by the consulting team. Topics of discussion included: a)participation trends and barriers; b)organizational challenges;c)facility usage;d)existing facilities;e)future needs; andf)priorities and implementation. The following organizations were contacted to provide input through the workshop: •Ajax Pickering Minor Hockey Association (APMHA) •Durham West Girls’ Hockey Association (DWGHA) •Pickering Skating Club •Ajax Pickering Ringette Association •West Durham Minor Lacrosse Association •Pickering Old-Timers Hockey League (POHL) – did not attend Note: The following represents the opinions of local ice organizations at the time of the consultation. Confirmation of ice utilization and future needs is addressed through subsequent sections of this report; input from ice organizations is one of several inputs used in the future demand model. Minor Hockey – Boys The Ajax Pickering Minor Hockey Association provides all levels of programming, including hockey school, house league, and competitive levels up to AAA hockey (Raiders) to residents of both Pickering and Ajax. The hockey school program is for players aged 4-8 years old. House league currently provides two divisions; U7-U15 and U18/U21. Competitive levels represent U9-U18. The total number of registrants for the minor hockey association in the current year is 1,198 (of which 526 live in Pickering). This is a decline of 59 players from 2022/23 (5%). The group runs three tournaments - 50 - City of Pickering Arena Strategy | February 2024 – Draft Page 27 out of the Don Beer Arena annually and indicated that there is demand to host more events in Pickering. Due to the pandemic, the group noted that participants aged 15 and over are slower to return to house league, with some not returning at all. Meanwhile, the younger age groups playing in house league or hockey school have returned much quicker than their older counterparts. Another trend relates to shifting demographics, as the organization is seeing more players with diverse cultural backgrounds and new Canadians that want to get involved, learn, and play hockey. Additionally, the group works hard to keep house league fees low, which has been helpful in attracting more members outside of the local area. One challenge identified by the group is the location and travel time to access the Don Beer Arena. Many of those living in the central and north areas of urban Pickering find it difficult to drive down Brock Road to reach the arena location. As a result, members have been lost to organizations such as West Hill and Stouffville. Another challenge is a lack of volunteers and difficulty finding people willing to help coach. Concerning facility usage, minor hockey is generally satisfied with their current ice time provisions. The group does not use ice times during weekday mornings. One suggestion was to better consolidate ice time blocks to allow for more effective scheduling; smaller slots of time can restrict the group’s programming. Minor Hockey – Girls The Durham West Girls’ Hockey Association provides house league and rep hockey programming for females U7 to Senior. At present, the club has approximately 520 participants and has nearly regained its pre-pandemic registration levels. The distribution of participants is approximately 20% from Pickering, 30% from Ajax, and 50% from peripheral communities such as Scarborough, Markham, Whitby, etc. (unlike boys minor hockey, their governing body does not place boundaries on where girls can play). The Association mainly uses Pickering’s O’Brien Rink and has tried to consolidate their junior house league program to Pickering, but the group also rents ice time in Ajax. The association is struggling to maintain its house league programming, which feeds the rep teams. As of 2023/24, only 18% of teams are junior house league. Many older players that had left the organization during the pandemic have not returned and the group is having challenges growing the program locally within Pickering. The club suggested that introducing youth first to floor hockey or CANskate could help to spark greater interest in hockey. Some parents are also hesitant to pay the upfront cost for a sport their child may not like, therefore introducing them into cheaper but essential components of skating may help spark interest. Concerning facility usage, the group also agrees that larger blocks of ice time together would be more efficient in providing programming over the current schedule. There is enough ice available at the moment, but the time is not always preferable. - 51 - City of Pickering Arena Strategy | February 2024 – Draft Page 28 Figure Skating The Pickering Skating Club provides programming such as CAN Skate and STARSkate to those aged 3 years old up to and including adults. There are approximately 307 participants (of which 218 live in Pickering). Two seasons of skating are provided within the fall and winter. Most registrants are ages 6 to 15 years, with only a small group representative of adults. Most members are from the Pickering area, with others joining from Ajax mainly. All classes provided were at full capacity last year, and the organization expects to fill all classes again this upcoming season. The organization has sufficient volunteers and coaches as its current operations require coaches to be paid and STARSkate participants are required to volunteer as part of their programming requirements. One barrier with facility usage is the number of hours allotted for their organization. As demand becomes greater and classes are already hitting capacity, there are no opportunities to expand programming without more allotted time. Ringette The Ajax Pickering Ringette Association provides ringette programs for those aged 5 to 18 and up. They use both arenas in Pickering as well as the arena in Ajax for their programming. Members total up to 308 in 2023/24 (of which 103 live in Pickering). The organization provides opportunities at events for residents to try ringette to increase interest. Prior to the pandemic there were two ringette organizations, but they have since amalgamated. Registration in younger age groups has been increasing and more members from Ajax have been joining the organization as well. The ringette association provides early bird discounts and a reduction in fees to incentivize people to join and register. They also experience challenges with gaining volunteers and have had to switch back to using paid coaches. Lacrosse The West Durham Minor Lacrosse Association provides programming in both the spring and summer. Ajax sport fields are used in the spring months and the Don Beer Arena floor is used in the summer months. The organization contains 6 rep teams with about 100 participants on these teams. Comments on Existing Arenas User groups emphasized quality of arenas to a greater extent than expanding the supply, providing several suggestions for improving existing facilities. Upgrades to change rooms, as well as providing equipment more suitable for smaller/younger players who do not fit into the standard equipment comfortably. Adding a pro shop at CHDRC was suggested to make it easier for arena users to have access to skate sharpening services. Meeting rooms and retrofitting for media to stream events are a priority to provide opportunities for - 52 - City of Pickering Arena Strategy | February 2024 – Draft Page 29 competitions or events in Pickering. Don Beer Arena was noted as needing many upgrades to allow for a revenue stream from events. Upgrades include improving washroom and change room sizes, a working sound system, better Wi-Fi and seating, brighter lighting, and a warmup area off the ice for both teams. Future Facility Needs and Suggestions Concerning future needs, there were comments about providing sport friendly infrastructure for competitions. This includes a large spectator rink (number of seats were not defined) with all the required amenities, as well as providing enough hotels to host visitors from outside Pickering. Running tournaments provides many user groups with revenue required to run their programs, therefore this is a priority to provide an adequate space for these special events. 3.2 Input from the Community Several community consultations were held to collect public input into the City’s Recreation & Parks – Ten Year Plan. In general, interest in arenas and arena programming was not identified as a key priority through these consultations. Additional detail is provided below. Community Survey From the Recreation & Parks – Ten Year Plan community survey, respondents identified the following input related to arenas and related activities: •Nearly one-quarter (23%) of respondents or their household membersparticipated in indoor recreational skating, ranking 11th out of 42 listed activities.This is a decline from 28% that participated in 2017 •Further, 16% of respondents or their household members participated in hockey or skating, ranking 16th out of 42 listed activities. This is a decline from 25% thatparticipated in 2017. •More than half (53%) support spending additional public funds to provide more arenas (ice sports) in Pickering, ranking 24th out of 36 responses categories, making it a lower priority overall. This is also a decline from the. •Demand for casual outdoor skating opportunities consistently ranked higher thanindoor ice sports in terms of priority amongst community survey respondents. Public Open Houses The following input was gathered on arenas and arena activities through the Recreation & Parks – Ten Year Plan open houses: •4% of public open house poll results identified ice sports as an activity they wantmore of in Pickering (ranking 13th out of 14 options). - 53 - City of Pickering Arena Strategy | February 2024 – Draft Page 30 •From the sticker-dot matrix engagement boards, arenas (ice sports) wereidentified as a medium-priority, prioritized by 106 participants (ranked 7th out of 10 options). Youth Engagement Pickering youth were engaged through presentations at local schools, online surveys, and focus group sessions. The following input was received relating to arenas and related programming: •From the youth community survey, 13% of respondents identified that theyparticipated in hockey or figure skating during the past 12 months, ranking as the22nd most popular recreational activity. Despite this, 29% of youth surveyrespondents identified they would like to see more arenas for ice sports, ranking as the 4th highest facility priority. •From the dot-mocracy exercise, arenas (ice sports) were identified as the 4th highest facility by elementary school students and the 9th highest priority by highschool students, suggesting that ice sports are more popular amongst children. •Youth focus group participants identified public skating as a fun way to meetingnew people. 3.3 Summary of Key Themes Several key themes have emerged from the community input provided by participants, categorized below: Table 8: Summary of Key Themes from Research and Consultation Finding Description 1.Arena investment is a lower priority for many Pickeringresidents. Pickering residents generally indicated that investment in arenas and the development of new arenas was a much lower priority compared to other facility priorities such as park amenities, swimming pools, gymnasiums, and multi-use spaces. 2.User groups are satisfied with current service levels. Most user groups are largely satisfied with the City’s provision of arenas, indicating that the existing five ice pads are meeting their needs at the present time. No requests for additional ice time were received – groups appear to be getting enough time to meet their needs at this time. Some groups recommended changes to scheduling (or different times) but are satisfied with the overall allocation of time. - 54 - City of Pickering Arena Strategy | February 2024 – Draft Page 31 Finding Description 3.Aging infrastructure at Don Beer Arena is a growing concern. Stakeholders indicated that several upgrades are needed at this facility, including improved changerooms and washrooms, lighting, sound system, Wi-Fi, and a warmup area. The location of this facility also poses challenges for many Pickering residents, particularly those living in growth areas to the north. 4.The pandemic had anegative impact onparticipation. Following the pandemic, house league hockey experienced a slower return, particularly amongst older age groups. 5.Participation isbecoming morediverse. Organizations have noted that their participant profiles are becoming more diverse and they are instituting programs to introduce their sports to newcomers. 6.Convenientopportunities willhelp the City keep upwith growth-related needs. As Pickering grows, local organizations felt that demand will also rise for ice sports. The provision of more arena opportunities in proximity to residents may help organizations searching for more ice time (e.g., figure skating). Some groups also expressed a need for more volunteers to help sustain their operations. 7.Organized ice sportsare becoming moreregional. Aside from figure skating, all of Pickering’s youth ice sports organizations have amalgamated to some degree with neighbouring Ajax to enhance the level of competition and find efficiencies in the face of declining registration. Some groups prefer to play in certain jurisdictions, creating a “home base” for their operations. An examination of ice schedules indicate that each municipality accommodates an equal share of total usage from these groups in proportion to their current arena supply. - 55 - City of Pickering Arena Strategy | February 2024 – Draft Page 32 4.0 Operational Assessment This section examines the condition of existing City of Pickering arena facilities and makes recommendations for their continued operation and programming. 4.1 Review of Existing Arena Condition & Operations Below is an assessment of the current condition and operations of City of Pickering arena assessments as completed by Largo Facility Management. Observations and recommendations are based on site visits in September 2023, reviews of relevant reports made available by the City, input from stakeholders, discussions with municipal staff, and operational best practices from similar jurisdictions. Arena facilities and associated amenities are described in Section 2. Chestnut Hill Developments Recreation Complex The CHDRC contains two indoor ice pads – Delaney and O’Brien. The O’Brien ice pad has been identified by the City as a candidate for renovation and has included funds within the City’s 10-year capital plan. The scope of renovations (anticipated for 2027) would include replacement of the slab and boards, change room improvements, etc. In total the City has allocated approximately $10.5 million over the next 10 years within its capital plan for the CHDRC arenas. The City’s Facilities Renewal Study (2024) notes that, as the CHDRC approaches 50 years within the next decade, it would be prudent for the City to begin long-term planning for facility reinvestment or replacement at that time. The entire building has a facility condition index of 0.26 (fair condition), with an overall condition score of 3.09, ranking it as the 15th out of 23 municipal capital assets studied (with the lowest ranking facilities being candidates for disposal). Our general observations of the CHDRC arenas are as follows: • Both ice rinks are in very good condition from an operational perspective. Rink staff should be complimented on the facility’s upkeep and overall maintenance. • Both ice surfaces look to be in very good condition during the walk through with ice sport line markings clear and not cut out. It is evident that operations staff take pride in providing a quality ice surface. • Rink boards and rink glass shielding appear to be in fair condition with spectator safety netting in place as precautionary protection from pucks making their way over the rink glass. Consideration be given to future year capital replacements as it is noted to be budgeted for replacement in 2027 (O’Brien). • While the main entrance to the rinks is separate from the main entrance of the CHDRC, this has both pros and cons. An advantage is that ice sports can be louder than other types of sports at the CHDRC, so this keeps the added noise of - 56 - City of Pickering Arena Strategy | February 2024 – Draft Page 33 ice sports away from the quieter recreational activities such as swimming and fitness. Conversely, separate entrances can be confusing for participants and spectators showing up for ice sports and trying to find the rink entrance, as well as limiting for cross-programming. •Parking would appear to be in high demand at this site, particularly during peak times. As part of its investments in the City Centre, the City is considering several major capital projects that will have implications on parking in the vicinity. The construction of above- and below-grade parking structures will be considered by City Council as part of the City Centre projects. •Both ice rinks are slightly smaller than NHL regulation; however, this was not raised as a significant concern by user groups during the stakeholder engagement sessions. •In review of the 2023 operating budget, utility costs appear to be in line with this type of facility. The City may consider completing a more detailed energy analysis with a focus in achieving Zero Carbon Building Design Standards, which has been a prerequisite for recent grant applications. The analysis should provide solutions to the challenges noted in this facility. Table 9: Refrigeration Room Assessment, CHDRC Arenas Observations Recommendations Delaney Rink: •Consists of three 50 horsepowercompressors. •Refrigeration plant had a refresh in 2004and again in 2015. •A Desiccant unit services both ice pads. •Service is up to date and well maintained. •System is controlled by a T775 controllerutilizing supply and return temps and aslab temp sensor. O’Brien Rink: •Consists of multiple compressors thattotal 200 horsepower. •Refrigeration plant received a refresh lessthan 5 years ago. •Efficient plant with an abundance of heatrecovery available for use. •System is controlled by a T775 controllerutilizing supply and return temps. •Implement infrared red cameras (IRC’s)on both ice surfaces to control therefrigeration systems call for refrigeration.These IRC’s read the actual temperatureof the ice surface and allow for greaterefficiency. •Implement a refrigeration control systemso that different schedules can be used tocontrol differing ice temperatures such asa night set back temperature so that theice surface is warmed up slightlyovernight. •Monitor cooling tower water treatment toprevent scaling on the tube bundle whichleads to reduced efficiencies. •The City may consider completing a moredetailed energy analysis with a focus inachieving Zero Carbon Building DesignStandards, which has been a prerequisite for recent grant applications. The analysisshould provide solutions to the challengesnoted in this facility. - 57 - City of Pickering Arena Strategy | February 2024 – Draft Page 34 Observations Recommendations • System is in very good condition and in consulting with staff, the system works efficiently. • New and emerging heat recovery technologies to heat the pool, tennis enclosure, etc. should continue to be explored when replacing equipment through capital upgrades. Examples of heat recovery systems include ‘Thermastore’ tanks or ‘Doucette’ desuperheaters. This heat recovery can be used to heat domestic water, pool water, and ice resurfacer snow pits, etc. As part of the Energy Management study being conducted in 2024, consideration should be given to exploring full utilization of heat recovery. Advancements in the past few years has the waste heat from rinks being used to heat multi-home developments. See figure below. Figure 10: Example of Heat Recovery Technology - 58 - City of Pickering Arena Strategy | February 2024 – Draft Page 35 Table 10: Ice Resurfacer Room Assessment, CHDRC Arenas Observations Recommendations • Both ice rinks share the ice resurfacer room. • There is a snow pit in the room but unsure of the effectiveness of snow melt ability. • Olympia ice resurfacer is used as the primary ice resurfacer while a Zamboni is used as the backup/secondary ice resurfacer. • Both ice resurfacers are currently powered by fossil fuels. • Resurfacer room is large and serves for maintenance bay for operational tasks such as blade changes etc. • During next ice resurfacer replacement, consideration be given to switching to an electric ice resurfacer as part of green energy enhancements. • Installing a level ice system on the current ice resurfacers to assist the operator in achieving a level ice surface while maintaining a desired ice thickness to improve efficiencies both on the refrigeration plant run times and also the reduced hours for staff on ice maintenance. Both Olympia and Zamboni have level ice systems that can be retrofitted onto the current primary ice resurfacer.10 The following points provide a summary of key findings and opportunities: 1. As part of the planned Energy Management Study being conducted in 2024, consideration should be given to heat recovery and the possibility to reclaim waste heat from refrigeration plant to heat the pool and tennis court area. 2. Consider the use of electric ice resurfacers during the next replacement cycle. 3. Consider using a level ice system for the current primary ice resurfacer. 4. Consider building automation system for refrigeration plants. 5. Consider ‘sub-zero’ ice management tool. This tool would elevate the facilities ice management process to a higher level while also aiding the operations team in completing their regular ice depth checks. 6. This capital plan within the City’s long-term capital forecast is appropriate for this facility while recognizing the age and operational changes that the facility must meet such as barrier-free accessibility requirements. Don Beer Arena The Don Beer Arena contains three ice pads. Short-term upgrades identified in the City’s capital forecast include external door replacements, lighting, plant work (rink 3) and building envelope. The forecast also includes for the partial retrofit of rinks 1 and 3 in 2027 and 2028 (e.g., boards, roof, dehumidifier, etc.). The City’s Facilities Renewal Study (2024) finds that all three rinks are coming due for replacement of their refrigerated slabs and aprons, representing major capital costs. 10 https://canadianrinkservices.com/level-ice - 59 - City of Pickering Arena Strategy | February 2024 – Draft Page 36 Current projections estimate that over $20 million will need to be invested at Don Beer Arena just to keep the facility in good condition over the next 10 years. The entire building has a facility condition index of 0.42 (poor condition), with an overall condition score of 3.11, ranking it as the 13th out of 23 municipal capital assets studied (with the lowest ranking facilities being candidates for disposal). Consideration may be given to whether it is practical to reinvest in this asset or better to replace its amenities at another location. Our general observations of the Don Beer Arena are as follows: • The arena dasher boards and glass systems are in good condition and appear to have been updated regularly. • Upon our review, ice conditions appear to be in excellent shape with ice depths within an ideal range with no cut out of lines, etc. • Facility operators do an excellent job with resurfacing and ice maintenance. • In review of the 2023 operating budget, utility costs appear to be in line with this type of facility. • The arena ceilings are very low with younger aged summer lacrosse using the facility; however, the height does not appear to be an issue. Table 11: Facility Assessment, Don Beer Arena, Part 1 Refrigeration Room Ice Resurfacer Rooms • Rinks 1 & 2 share a refrigeration plant with 200 horsepower and a plate and frame heat exchanger. • The refrigeration plant is automated with a 1000 E with both slab and camera sensors. • There is no underfloor heating system due to the age of the facility. • Rink 3 has a dedicated refrigeration plant with 150 horsepower and a plate and frame heat exchanger. • The cooling tower water treatment is not performing as it should be with evidence of scaling, leading to inefficiency of the plant. • The underfloor heating system is currently not working so the City is unable to maintain summer ice operations. • Rinks 1, 2, & 3 all have desiccant dehumidification that perform well, although in the shoulder season times with higher outdoor air temperatures/precipitation, the current equipment does not have the capacity to maintain humidity levels. • Rink 1 and 2 share a small room between the 2 rinks that has difficulty housing the ice resurfacer and is restricted to a side dump ice resurfacer. • There is no access to outside from this room. Staff dump ice shavings inside. The current process is to empty then melt with hot water. • Unable to perform ice resurfacer maintenance in this room due to being too small. • Rink 3 has a larger, more traditional size ice resurfacer room. • Has access to outdoors for dumping of ice shavings. • Serves as the maintenance bay for all ice resurfacers. - 60 - City of Pickering Arena Strategy | February 2024 – Draft Page 37 Table 12: Facility Assessment, Don Beer Arena, Part 2 Dressing Rooms Accessibility • Rinks 1 & 2 are very small and outdated and do not meet accessibility standards. • Older aged teams need to use 3 rooms to accommodate the number of players. • Rink 3 has 6 change rooms and are larger, however they too do not meet accessibility standards. • Facility is deemed accessible by standards at the time but would not meet current accessibility requirements. • A significant investment would need to be made to meet current Ontario Building Code requirements. The following points provide a summary of key findings and opportunities: 1. If Hydro One mandates the stormwater management implementation for the parking lot (to be completed by the City of Pickering at the City’s expense), this project will add significant costs (estimated at $3 million or more) to the facility’s long term capital plan. This is in addition to the approximately $100,000+ annual cost to lease the parking lot lands from Hydro One. 2. The 2023 operating budget for Building Repairs & Maintenance was identified at $213,606. This amount represents a significant operational cost annually that speaks to the challenges of maintaining an aging facility. 3. Operationally, the City may consider the following if the facility is to be maintained as an arena for several more years: a. Rinks 1, 2 & 3 refrigeration plant control systems (1000E) are outdated and are no longer supported or serviceable by contractors. It is recommended that these refrigeration controls systems be replaced (estimated cost $75,000 per ice plant of which there are two, including new sensors, hardware, and software with tie-in to the dehumidification unit). There may be utility conservation grants through "Save on Energy" through prescribed engineering improvements. b. With no underfloor heating system in Rinks 1 & 2, there is no ability to effectively run summer ice. The Rink 3 cooling tower water treatment is not performing as it should; an accumulation of scale is visible which leads to decreased heat transfer leading to additional run hours on equipment, which should be addressed. Further, the Rink 3 underfloor heating system is no longer working and is unable to maintain summer ice operations. c. Heat reclamation: Although the facility is aging, there is still opportunity for reclaiming waste heat from the refrigeration systems and providing building heat, offsetting the domestic hot water heating demand, or using waste heat to assist with melting snow from the ice resurfacing process. The refrigeration systems both have a generous supply of waste heat opportunity not being utilized. - 61 - City of Pickering Arena Strategy | February 2024 – Draft Page 38 d. ‘Sub-Zero’ ice management tool: This tool would elevate the facilities ice management process to a higher level while also aiding the operations team in completing their regular ice depth checks. e. ‘Level Ice System’: This system would be mounted on the current ice resurfacers and assist the operators in achieving a level ice surface while ensuring a consistent ice thickness is maintained leading to improved operational efficiency. f. Cooling tower scaling: It was noticed during the walk through that there was evidence of scaling within the cooling tower of the refrigeration system. We would recommend a further review of the water treatment system and ensure that the water chemistry is being maintained so that scale is being removed to eliminate build up on the hot gas coils so that improved heat transfer can be achieved leading to decreased run times on the equipment. 4. Due to lower demand levels, the City may consider having the Don Beer Arena “go dark” throughout daytime hours (Monday to Friday) to improve efficiencies, where possible. This will allow for utility savings, reduce wear and tear on an aging facility, and allow for staff to be redeployed to other areas of the operation. The age of the original Don Beer Arena deems it has outlived an acceptable lifespan, which the Ontario Recreation Facility Association identifies at 30 to 40 years. The original Don Beer Arena is now 55 years old, although other parts of the facility are newer. To improve the facility at the current site with the extra costs associated with the parking lot lease and need for a stormwater management plan, as well as the need for accessibility improvements represents a serious financial risk for the City. On this basis, strong consideration should be given to decommissioning the Don Beer Arena within approximately the next five years to avoid major capital expenditures. Following this, the property may be disposed of upon opening of a replacement ice facility that aligns with local needs. This approach could be completed over a multi-year timeframe, subject to planning for capital replacement through new arena infrastructure at another location. The following steps may be considered in implementing this direction. - 62 - City of Pickering Arena Strategy | February 2024 – Draft Page 39 Table 13: Approach for Decommissioning Don Beer Arena Phase Recommendations Phase 1: Limit capital spending & establish replacement strategy • Facility remains active and an integral part of the City of Pickering ice sports programming and facility rental inventory • Begin to limit spending but maintain all operating budgets • Confirm site for a new facility build including a funding plan • Begin scaling back capital repairs and improvements other than bare minimum life safety improvements and necessary accessibility requirements • Work with Hydro One and ask for an extension on stormwater management collection Phase 2: Facility nearing end of life • No capital improvements unless necessary for structural or legislated safety requirements • No operating projects and only operate using a day-to-day operating expense • Construction has begun on new facility Phase 3: Closure and transition • Grand opening of new facility • Declare Don Beer Arena as surplus for decommissioning/retirement; consider sale as adaptive re-use to alternative uses would not rectify site issues and would require considerable reinvestment Note: Timing / phasing will depend on arena replacement plans. 4.2 Recreational Skating Review In addition to rentals, the City offers registered skating (e.g., learn to skate) and drop-in skating programs (e.g., public skating, shinny, etc.) at both ice facilities. Registered programs are offered during prime and non-prime times, while drop-in activities are mostly scheduled during non-prime times. For the 2023/24 season, City programs accounted for 29.5 weekly hours of use across the system (nearly 6 hours per rink). In examining the available options, there is a very good cross section of opportunities available for all ages. In particular, the pre-registered Learn to Skate program is well attended and offers a wide selection of opportunities to all ages and skating abilities. It is understood that there is currently a waitlist for these registered programs. This is a trend seen in many other communities as some families are still trying to get “caught up” from the pandemic and learning to skate is an activity that is important for many newcomers (including both youth and adults). Overall participation in drop-in skating programs has been in decline, decreasing by 28% since 2014. If this trend continues, it may be attributed to Pickering’s increasingly diverse population and a growing number of residents that have little interest or skills in - 63 - City of Pickering Arena Strategy | February 2024 – Draft Page 40 ice sports. Contrary to this finding, however, many residents expressed greater interest in outdoor skating opportunities through the latest Recreation & Parks – Ten Year Plan community engagements, suggesting that this is the preferred environment for this activity and/or that residents are seeking more affordable participation options as outdoor rinks are typically free to use. Outdoor rinks are not capable of accommodating organized play requirements and are not part of the assessment within this report. Table 14: Participation in Drop-in Skating Programs (2014-23) Drop-in Program 2014 2023 Change (#) Change (%) Public Skate 6,655 5,084 -1,571 -24% Shinny 302 223 -79 -26% Parent & Tot 723 117 -606 -84% Senior Skate 2,243 1,733 -510 -23% Total 9,923 7,157 -2,766 -28% Source: City of Pickering. To improve participation levels, accessible options for residents, and off-peak revenue enhancement, the City may wish to consider: • increasing the number of Learn to Skate time slots to address the current backlog of demand (City programs have priority over other uses within the City’s Ice Allocation Policy); • providing additional Parent & Tot Skating and Parent & Tot Stick/Puck as these are only offered once per week; • offering “Ticket Ice - Figure Skating” to support Skate Canada Members; and/or • moving the shinny hockey program to the CHDRC; doing so would consolidate all recreational skating opportunities (drop in & pre-registered) at one facility. - 64 - City of Pickering Arena Strategy | February 2024 – Draft Page 41 5.0 Arena Needs Assessment This section evaluates the overall supply of indoor ice pads in the City of Pickering based on a qualitative and quantitative analysis. The projection period is to the year 2034, however a longer-term horizon is considered where possible. 5.1 Arena Needs In identifying current and future ice facility needs, several inputs have been considered. Ice demand is heavily influenced by local participation and programming. Registration data, arena usage, and input from stakeholders are the key building blocks to our analysis. Community growth projections are then layered in to forecast future needs. These inputs are documented in previous sections. Figure 11: Factors considered in the Ice Needs Assessment Population Factors (Section 2.5) •Population Characteristics, such as age and immigration •Growth Forecasts Arena Utilization (Sections 2.1, 2.2, and 2.4) •Ice Utilization •Limitations of City Facilities•Availability of Other Arenas in the Vicinity Participation & Trends (Sections 2.5 and 5.1) •General Trends in Recreation•Ice Sport Registration Levels in Pickering Public & Stakeholder Input (Section 3) •Challenges and Opportunities•Requests for Additional Ice Time Current Demand All indicators suggest that there is capacity within the current arena supply to accommodate more users. For example: • Prime-time usage sits around 92% (87% at Don Beer Arena), leaving approximately 25 hours of prime time ice available for use on a weekly basis – this is equivalent to nearly 0.5 ice pads of excess supply. Demand is particularly soft on Saturday evenings. • User groups are not requesting additional time and are not pressured to use shoulder or non-prime hours (e.g., weekday mornings). They appear to be getting as much ice time as they need to run their programs either locally or in Ajax. • In Pickering, youth participation in ice sports declined by 8% (203 participants) between the 2014/15 and 2023/24 seasons, after several years of additional declines – across Ontario, youth participation in ice sports peaked in 2012/13. Participation has not increased with recent population growth, suggesting that the participation rate in ice sports continues to slowly decline. - 65 - City of Pickering Arena Strategy | February 2024 – Draft Page 42 • Of the 2,225 estimated youth ice sport participants making regular use of the City’s arenas, it estimated that approximately 42% (925) are residents of Pickering. This accounts for 5% of all youth (ages 5 to 19) living in Pickering, meaning that 1 out of 20 youth play organized ice sports locally. This is notably lower than participation rates that we have seen in other communities where we have conducted similar analysis, and likely in the range of half of the provincial average. While trends in ice sports do not suggest rising participation rates, the 5% rate is a reasonable figure to use for projecting participation over the next ten years. Participation levels should be collected by the City to ensure that this assumption remains valid. • The Town of Ajax has also been seeing reduced demand for ice time for several years, leading them to reduce their supply from 5 ice pads to 4 ice pads through the closure of Village Arena. The Town indicates that there remains capacity for additional use during prime time hours (roughly calculated at 0.6 ice pads of excess supply). Ice permits are guided by an ice allocation policy that is similar in nature to the one employed by the City of Pickering. • Pickering is currently providing ice pads at a similar rate to other area municipalities but a higher rate than more urbanized municipalities, which the City is transitioning into. As Pickering grows beyond 2034, the rate at which it provides ice pads could potentially decline in response to efficiencies, regional supplies, and participation trends. While many larger municipalities are planning to expand their arena supply to address growth pressures, they are doing so at a significantly lower rate. On the basis of these findings, it would appear that the City has some degree of surplus ice at this time and is under no immediate pressure to expand its supply in the short-term. An examination of current usage levels suggests that – with increased coordination of ice rentals with the Town of Ajax to ensure sufficient allocation of time to core minor groups – the City could consider reducing its supply to 4 ice pads. Estimating Future Participation As noted, any projection of local ice demand must consider jointly the needs of the City of Pickering and the Town of Ajax as the primary arena user groups offer service to residents of both municipalities (aside from figure skating). Presently, there are 9 ice pads (5 in Pickering and 4 in Ajax) serving approximately 2,682 youth registrants (see Figure 5 in Section 2.3) – including residents of Pickering, Ajax, and beyond – for a current average of 298 players per rink. The projected number of ice participants can be calculated by applying overall participation rates to the forecasted population of the identified age groups. By applying the age cohort assumptions established for Durham Region to the City of Pickering’s population forecast, it is estimated that the City’s population aged 5 to 19 years will grow at a rate of approximately 50% over the next ten years, slightly higher than the City’s projected growth rate of 45%. If the youth ice sport participation remains steady at 5% for the ten-year projection period, this suggests that arena registration amongst - 66 - City of Pickering Arena Strategy | February 2024 – Draft Page 43 Pickering residents will also grow by 50%, an increase of 460 players by 2034. Both the projected youth population and participation rate are lower than estimates from previous plans, which will have a dampening effect on future arena requirements. Arena demand generated from those living outside of Pickering (but served by local or regional groups) must also be considered. It is noted that Pickering’s population is expected to grow more than twice as fast as Ajax’s, thus Pickering’s share of youth participants is likely to increase at a greater rate over time that than of Ajax. A youth growth a rate of 20% over the next ten years has been applied to estimate the number of future youth ice users from municipalities beyond Pickering. The following table illustrates an updated forecast of youth registration levels in Pickering (and more broadly for West Durham minor sports groups) to the year 2034. Table 15: Projection of Registered Youth Ice Sport Participants, City of Pickering and Town of Ajax (present to 2034) Category Current (2023/24) Forecast (2034) Change (2024 to 2034) Change (2024 to 2034) City of Pickering Population, ages 5 to 19 years (estimated 50% growth rate) 18,400 27,650 9,250 50% Youth Registrants – City of Pickering residents only (5% local participation rate) 925 1,385 460 50% Youth Registrants – Outside Pickering (Ajax, etc.) (estimated 20% growth rate) 1,757 2,108 351 20% Youth Registrants – Total 2,682 3,493 811 30% Population sources include Region of Durham, Region-Wide Growth Analysis Technical Report (June 2021), Envision Durham Official Plan (2023), and City of Pickering. Detailed 20 Year Population Forecast (March 2023). Where necessary, population forecasts have been interpolated to match the projection period. With consideration of demographic forecasts and participation rates, it is projected that the number of youth ice sport participants registered within affiliated local organizations will increase by 30% over the next ten years. This represents growth of 811 participants, from 2,682 in the 2023/34 season to approximately 3,493 registrants in 2034. Changes in the population forecasts along with unforeseen factors influencing ice sport participation rates are two notable factors that could impact estimated future ice demand. The absence of age-cohort population forecasts for Pickering has led to the use of several assumptions in the projection model. Any substantial increase or decrease in the child and youth population or the rate at which they participate in organized ice sports could impact the analysis of arena needs. The City is encouraged to closely monitor this data and potential impacts on the needs assessment over the coming years. - 67 - City of Pickering Arena Strategy | February 2024 – Draft Page 44 Establishing a Target for Future Provision Use of a participant-based service target for forecasting arena demands is preferred over a population-based target as it is better able to reflect local participation levels and trends and is more strongly aligned with standards of play. Using registration data from local user groups, market-driven targets can also assist municipalities in tracking demand over time. Through updated research and consultation with stakeholders, a youth-based provision target is recommended moving forward as prime time ice needs for youth organizations – the primary user of municipal arenas – have become more apparent. This approach better reflects how the City allocates ice time and ensures that youth have reasonable access to ice time outside of school hours. Adult ice usage also tends to be more volatile as they require less ice time per participant and are generally more flexible in when and where they rent ice time. A service target of one ice pad per 400 to 500 minor participants is typically used to project future needs in comparable mid-sized municipalities. For planning purposes, an appropriate provision target for the City of Pickering is one ice pad per 400 youth participants. This target must also be applied to arenas in the Town of Ajax as both Pickering and Ajax arenas generally serve the same registrants. For the 2023/24 season, there is an average of 298 youth participants using the nine ice pads operated by the City of Pickering and Town of Ajax. The provision target of 1 ice pad per 400 registered youth assumes that youth will continue to use the large majority of prime time hours and that, over the long-term, the intent is to accommodate the needs of all local groups and their residents within Pickering and/or Ajax. The target is intended to represent a reasonable supply-demand equilibrium that recognizes the high cost of building and operating areas and balances this against the expectation that most user groups will have to accept some hours at the edges of prime-time and/or adjust their programs to maximize the use of available ice time. It is also set at a level that will allow for modest growth in City programming during prime times, as well as occasional tournaments, and adult usage during shoulder hours. - 68 - City of Pickering Arena Strategy | February 2024 – Draft Page 45 Projecting Current and Future Needs The following table illustrates application of the preferred provision target, assuming the estimated participation rate (5% of Pickering youth) and that the youth market segment changes at the forecasted rate. Based on a current supply of 9 ice pads, this analysis identifies a surplus of 2.3 ice pads at present between both Pickering and Ajax, declining to a modest surplus of 0.3 ice pads by 2034. Table 16: Projection of Ice Pad Needs, City of Pickering and Town of Ajax to 2034 Category Current (2023/24) Forecast (2034) Youth Registrants – Total (Pickering, Ajax, etc.) 2,682 3,493 Number of Ice Pads Required (based on 9 pads at present and a provision target of 1 ice pad per 400 youth registrants) 6.7 pads 8.7 pads Additional Ice Pads Required (Pickering & Ajax) surplus of 2.3 pads surplus of 0.3 pads Although beyond the projection period of this strategy – based on the stated assumptions and forecasts – the long-term (2042) projection is estimated to be in the range of 10 to 11 ice pads, which would be 1 to 2 ice pads more than are currently available between Pickering and Ajax. The current calculated surplus of 2.3 ice pads is greater than that stated on municipal ice schedules, which show that there is the equivalent of about 1.1 ice pad of unused prime time at present between the City of Pickering and Town of Ajax, some groups are likely receiving additional time over and above typical standards of play. In a scenario where supply and demand are in equilibrium, these groups would be expected to modify their programming to align with standards of play, which should enable them to continue to meet their targeted level of service. It should be noted that, although this exercise includes a forecast of arena needs for the Town of Ajax, endorsement of this calculation has not been sought from this municipality. This regional projection of arena demand is not binding on the Town of Ajax and assumptions are required as to the degree to which these arena needs will be met by the Town in the future, if any. Reference should be made to the Town of Ajax’s approved Recreation and Parks Master Plan which identifies arena needs to the year 2031. - 69 - City of Pickering Arena Strategy | February 2024 – Draft Page 46 Allocating Needs Between Municipalities Currently, the City of Pickering supplies 5 indoor arena pads and Town of Ajax operates 4 pads. For the purposes of this Arena Strategy, it is assumed that arena needs will be shared equally (50/50) by both Pickering and Ajax as these two municipalities are projected to have similar total populations by the year 2034. Based on this assumption, the City’s localized demand is currently for 3.4 ice pads (1.6 pads surplus), growing to a need for 4.4 ice pads by 2034. Table 17: Allocation of Ice Pad Needs, City of Pickering and Town of Ajax to 2034 Category Current (2023/24) Forecast (2034) Total Number of Ice Pads Required 6.7 pads 8.7 pads City of Pickering – 50% of requirement 3.4 pads 4.4 pads City of Pickering – less existing supply (5 pads) surplus of 1.6 pads surplus of 0.6 pads Town of Ajax – 50% of requirement 3.4 pads 4.4 pads Town of Ajax – less existing supply (4 pads) surplus of 0.6 pads deficit of 0.4 pads If these assumptions and growth rates remain accurate, a longer-term projection to the year 2042 results in a local need for roughly 5 to 6 ice pads in Pickering. 5.2 Considerations for a Multi-Purpose Event Arena As Pickering grows, there may be greater interest in larger capacity facilities that can support the City’s economic and tourism goals, in addition to community-based recreation needs and/or goals for supporting high-performance athletics. The service delivery model articulated in the 2017 Recreation and Parks Master Plan supports a broad range of opportunities for residents of all ages and abilities, with a focus on community-based programming. This model does not explicitly include or exclude projects with expanded economic or tourism benefits, but does emphasize the importance of special events in the community. A multi-purpose/spectator event arena is not necessary to satisfy community recreation needs. City of Pickering programming and events, as well as the programs offered by local ice sport organizations, are capably accommodated within current facilities, notwithstanding the potential for one-off events or provincial/national level events. Currently, the highest level of play in Pickering – and thus the likeliest to draw the most spectators on a regular basis – is the Junior A Panthers Hockey Club, which typically draws less than 200 spectators per game. Tournaments and events can draw more attendees, but are generally able to be accommodated by the 850 seats in the Delaney Rink. - 70 - City of Pickering Arena Strategy | February 2024 – Draft Page 47 Based on our knowledge of multi-use event venues in Ontario (such as facilities that host Ontario Hockey League teams, typically with 4,000+ seats), most of these facilities are rarely used for community recreation (e.g., municipal programming, minor sports, etc.) due to their lack of consistent availability during prime time and are not typically included in the calculation of local facility requirements. Municipal arenas commonly provide 200 to 1,200 seats to meet community-level needs, a range that is largely provided for in Pickering at the CHDRC. The size of the market and ability to attract hundreds of events year over year are key considerations to creating a viable business plan for a multi-use event venue that can, at minimum, break even operationally. The nearest large indoor spectator venues to Pickering include the Pickering Casino in Pickering (“The Arena”, a 2,500-capacity entertainment venue with retractable seats) and Tribute Communities Centre in Oshawa (home of the Oshawa Generals and a capacity of up to 7,300 persons). There are also several large-capacity venues closer to downtown Toronto with ready-access to the GO Train. The initial capital outlay for these facilities is sometimes justified based on the argument of indirect benefits to the community, such as economic spin-offs, increased tax assessments from nearby landowners, job creation, enhanced civic marketability, tourism, etc. Increasingly, many of these facilities are supported by public-private partnerships that leverage private funding. The return on investment is defined differently in these scenarios, compared to community-based recreation facilities that are supported on the basis of greater social cohesion, individual health, and community wellbeing. A detailed viability assessment is beyond the scope of this study, but with many spectator and event facilities already available in the Greater Toronto Area, it is possible that the inventory is saturated. A more detailed evaluation is recommended should there be interest in further evaluating the viability of a multi-use spectator event centre to support both ice activities and other high-profile events in Pickering (e.g., stadium-style arena with seating for 3,000+ spectators). The City may also wish to consider the ability to modify one of the rinks at the CHDRC to meet expanded needs. The following items may be considered to identify options and viability of a multi-use event venue in Pickering: 1. Situational Assessment: • Alignment with corporate objectives, financial capabilities, etc. • Gap analysis and identification of potential uses, tenants, events, etc. • Market demand analysis (consideration of other facilities within market-shed) • Case study analysis (best practices from comparable facilities and models) - 71 - City of Pickering Arena Strategy | February 2024 – Draft Page 48 2. Opportunities: • Location assessment (site, servicing, parking, transit, adjacencies, etc.) • Impact on existing municipal facilities • Partnership analysis (including private sector contributions) • Economic impact analysis / risk assessment 3. Costing and Implementation: • Conceptual design (building features, seat count, etc.) • Cost estimation (capital and operating) • Governance and management structure • Funding strategy 5.3 Arena Provision Options The analysis above supports the provision of up to 4 indoor ice pads in Pickering to meet current community needs (1 less than are currently provided), with demand for a fifth ice pad anticipated closer to 2034. There is sufficient capacity to accommodate all affiliated minor sports organizations within prime time through a coordinated effort involving both Pickering and Ajax. This assessment is based on the Town of Ajax providing equal access to cross-jurisdictional minor sport organizations and no private arenas being established in the region.11 Note: Although the City may pursue the development of refrigerated outdoor skating rinks in the future, outdoor pads are intended for leisure skating uses and are not able to satisfy the requirements for organized play. On this basis, outdoor rinks are not considered within this report. Options Based on the analysis in this report, two options for meeting community-based arena needs over the next ten years have emerged (numbered for ease of reference): Option 1: Reinvest in Don Beer Arena, but Close one Ice Surface Under this option, the CHDRC and two pads at the Don Beer Arena would be maintained for at least the next ten years, with the goal of keeping them operational much longer. This option will require continued investment in both facilities, most notably Don Beer Arena which has immediate and significant capital requirements despite being underutilized. To right-size supply with 11 The Town of Ajax, which recently closed the Village Arena due to low demand (single pad) has a recommendation in its 2022 Recreation & Parks Master Plan to consider the addition of a twin pad arena to the Audley Recreation Centre (Phase 3 expansion) subject to demonstrated community need. This project is not currently within the Town’s 2024 to 2033 long-range capital forecast and it is currently not known if and when it will proceed. The Town of Whitby’s decision to add another ice pad to its inventory may also provide some additional capacity for the Central Durham area. - 72 - City of Pickering Arena Strategy | February 2024 – Draft Page 49 demand, closure of one ice pad could be considered. Consideration may be given to removing the ice from Rink 1 as this is the oldest ice pad, has the smallest change rooms, and needs capital repair. This would limit both capital and operating expenses and offer the potential to use the floor for non-ice activities. Note: City of Pickering staff do not recommend proceeding with closure of any ice pads. Option 2: Replace Don Beer Arena with a new Twin Pad Two (2) arena pads may be built within approximately the next five years (by 2029), coupled with the closure and decommissioning of Don Beer Arena. With Seaton being the continued focus of new residential development in Pickering, consideration may be given to building a new twin pad facility in this area (e.g., Seaton Recreation Complex & Library site). Ideally, the new facility should be built with the ability to expand to four ice surfaces if the need arises. Alternately, an additional site may be required to accommodate a multi-pad arena to meet longer-term needs (this would the subject of further study). Timing of this option will need to be optimized so that significant renewal costs are avoided at Don Beer Arena and that the opening of the new facility coincides with the closure of Don Beer Arena to ice activities. Each option has a different scale of cost and service implications, which need to be considered in relation to how capital reinvestment addresses community needs in the short, medium, and longer-terms. This analysis, combined with the information and findings from previous sections of this Arena Strategy, is intended to inform Council’s decision regarding future arena investment in Pickering. The following table contains a summary of the key attributes of each option. Table 18: Key Attributes of the Proposed Arena Provision Options to satisfy needs to 2034 Category OPTION 1: Reinvest in Don Beer Arena, but Close one Ice Surface OPTION 2: Replace Don Beer Arena with a Twin Pad Service Level • 5 ice pads at 2 locations, plus 1 dry pad (no ice) •Average age of construction =1982 (currently 42 years old) •Don Beer Arena would remain ininventory •4 ice pads at 2 locations •Average age of construction = ~2004 (approx. 20 years old) •Don Beer Arena would beconsidered surplus andpotentially sold (revenue offset) Demand & Usage •Location of Don Beer Arenawould remain an impediment tooptimal use •Removal of ice from 5th ice padallows for cost efficiencies andpotential use for non-ice activities •Greater potential for year-rounduse •New ice pads would be locatedcloser to growth areas andyounger families, increasingusage potential - 73 - City of Pickering Arena Strategy | February 2024 – Draft Page 50 Category OPTION 1: Reinvest in Don Beer Arena, but Close one Ice Surface OPTION 2: Replace Don Beer Arena with a Twin Pad Operational Considerations • Long-term lease of parking lot from Hydro One is essential to operation at Don Beer Arena (increasing annual cost) • Resolution needed to stormwater management mitigation at Don Beer Arena (estimated cost of $3+ million) • Unable to fully resolve several operational challenges (e.g., ice plant/resurfacer room, energy use, etc.) • Purpose-built design that meets client requirements • Opportunity to include modern technologies within new ice pads (energy efficient) • New arenas could be co-located with other recreational amenities, creating economies of scale • Lower initial maintenance costs Capital Costs • Don Beer Arena: estimate of $20 million (next 10 years); consider reducing investment in Rink 1 • Don Beer Arena has exceeded its functional lifespan and will require significantly more investment beyond this 10-year time period • CHDRC: approximately $10.5 million (next 10 years) • $60 to $87 million (new twin pad), with lower capital renewal costs in short-term • Replacement facilities may need to draw on reserves/financing as not be eligible for growth-related funding • CHDRC: approximately $10.5 million (next 10 years) Accessibility & Design • Barrier-free accessibility issues at Don Beer Arena are unlikely to be fully resolved • No ice pads within the current inventory are NHL standard size • Change rooms at Don Beer are under-sized and do not meet public expectations • 2 new ice pads would have fully-accessible support spaces • If possible, the site and building should be designed to add 2 additional rinks (to form a quad pad) through a future phase of construction • Ice pads would be designed to NHL-standards • Change rooms and support spaces would be designed to contemporary standards Location Considerations In seeking a location for a new arena facility, it would not be prudent or cost-effective to expand any of the City’s current arena facilities to address future needs – both sites are fully subscribed and additional arenas would not be the highest priority for either site. Furthermore, the construction of a single pad arena is strongly discouraged due to financial, operational, and functional inefficiencies relative to multi-pad designs. Any future needs should be accommodated through twin or quad pad facilities. - 74 - City of Pickering Arena Strategy | February 2024 – Draft Page 51 Consideration should also be given to the communities served by these facilities. •CHDRC is conveniently located in the City Centre, offering good access to most residents living within established areas of Pickering, as well as future residents within the growing City Centre and Kingston Road areas. This location also offers excellent access to Highway 401 for regional users and tournaments. With two ice pads at present, it is not a candidate for expansion but is ideally suited to meet needs in South Pickering. •The Don Beer Arena is located south of Highway 401 and east of Frenchman’s Bay, in a light industrial and commercial area without ready access to public transit. The immediate area has no nearby residential communities and is only 1.5 kilometres away from the CHDRC as the crow flies (about 3.5-kilomtres if driving). As noted throughout this report, the location of this facility compromises its ability to serve as a community designation and its eventual closure should be carefully considered. •The Seaton area is Pickering’s emerging residential community and currently lacks any indoor recreation facilities. The planned Seaton Recreation Complex & Library (in the area of Whitevale Road and Sideline 24) will be entering its design phase in 2024 and construction commening in 2026. There is also a second recreationally designated site that could potentially house an arena, although it is not likely to be ready for development during the desired timeframe. By 2042, Seaton is projected to have 41,200 persons, growing to a build-out population of 70,000. Additionally, there are nearby areas such as Duffin Heights that could also benefit from such an arena in the vicinity. Arenas would be a good fit for this community as it continues to grow, including many young families. •Longer-term, the new community in Northeast Pickering may also be a candidate for arena provision. While a secondary plan for this area is just getting underway, residential development is many years away, which does not align with the timeframes being recommended for the Don Beer Arena replacement. Capital Costs In terms of capital cost, through its examination of other major capital projects, the City has noted the dramatic rise of construction costs in recent years. At a high level, a twin pad arena expansion can be estimated to be up to 90,000 square feet in size (depending on the degree to which other common spaces are included in the base community centre build). Based on recent tendered prices of $675 to $775 per square foot, this equates to a minimum construction cost of $60 million. An additional 25% may be added for design and contingency fees. There are several factors that could lead to cost increases beyond this figure, including phased construction, challenging sites (e.g., soil stabilization or remediation), co-located amenities, environmental objectives (e.g., geothermal heating, net zero energy, zero carbon, etc.), the need for additional spectator seating or parking, specialized finishings, and more. - 75 - City of Pickering Arena Strategy | February 2024 – Draft Page 52 To inform future analysis, general design considerations for new arenas are identified below and Appendix A contains a typical arena facility program. These are to be confirmed through detailed design and in consultation with stakeholders. General • Follow the City of Pickering's Accessibility Plan to design facilities above and beyond the minimum standards of the Ontario Building Code and continue to demonstrate leadership with facilities and services that are inclusive to all. • Arenas are one of the highest energy costs for a municipality. The Pickering Integrated Sustainable Design Standards, Version August 2022, does not specifically address energy and emission limits for recreation or arena facilities. As a supplement to this standard, the Canada Green Building Council’s Zero Carbon Building Standard for Design and Performance can provide guidance and specific building performance metrics that will help the City respond to the Climate Emergency by reducing green house gas emissions and developing resilient public infrastructure for its communities. Site • Develop the site to strengthen or develop multimodal access to the facility to promote active lifestyles, reduce car and minimize parking requirements. • Arena parking lots are often designed to accommodate the facility’s largest events, leaving large expanses of pavement empty the majority of the time. Consider parking lot configurations that allow partitioning the lot into different zones which can support outdoor activities. For example, court sports have potential to activate these areas, increasing the useability of the site. • Maximize opportunities to develop outdoor amenities that include both active and passive enjoyment. Outdoor spaces that are integrated with adjacent indoor areas expands program possibilities and enhances the quality of the facility with direct access to nature and views. Arena Facility • Arenas can bring the community together for more reasons than sport or practice. Including room for socializing in spaces that are part of the lobby and in the middle of the action, rather than removed, often on the second floor above the change rooms, helps build community spirit. • Consider each space of the facility in terms of daily and year-round use early, to ensure maximum flexibility and spatial efficiency is integrated into the design from the beginning when changes do not cost much. For example, space requirements for smaller program like skate rentals, or storing rink dividers and ice rink covers to big program like spectator seating, can significantly affect the overall organization of the building. - 76 - City of Pickering Arena Strategy | February 2024 – Draft Page 53 • Team rooms in older facilities often limit who can use the ice rink comfortably. Private showers and washrooms with enough space for those with assistive devices to maneuver can make a big difference. • Refrigeration systems that use natural refrigerants should be specified to future proof the system from HFC phase down under the Kigali Agreement, an amendment to the Montreal Protocol. Safety standards and CSA requirements for operation should also be part of this discussion. • There are many systems that can help reduce the environmental impact of an arena while improving the overall comfort of the facility, including high performance building envelope, heat recovery for spectators, electric ice re- surfacers for improved indoor air quality and high efficiency air and humidity control, to name a few. All possible measures should be reviewed by operational staff to determine best long-term solutions. - 77 - City of Pickering Arena Strategy | February 2024 – Draft Page 54 6.0 Recommendations Based on the preceding analysis, this study makes the following recommendations: 1.Update the participant-based target to 1 ice pad per 400 registered youth participants (residents ages 5 to 19) to support current and future ice surface needs. This target applies to the arena supply and user base of arenas in both Pickering and Ajax, which must be considered together due to the cross- municipal boundaries of core user groups. 2.Align arena demand to supply based on a need for 4 indoor ice pads currently and 5 total ice pads by 2034. There is a surplus of ice at present; however, demand for ice sports will grow along with the population, gradually eroding this surplus. Should programs be formed that attract new users to ice sports (or if total registration changes in any substantial way), this forecast should be revisited. Pickering and Ajax should share equally in addressing these demands. 3.Begin planning to replace Don Beer Arena (3 pads) with two (2) new ice pads within the Seaton community no later than 2029 (next five years). The preferred site is the Seaton Recreation Complex & Library. If the selected site cannot be expanded to a quad pad arena through a future phase of construction, a second site may be required for a multi-pad arena beyond 2034, possibly in Northeast Pickering. 4.Continue to promote recreational skating and drop-in programs at the CHDRC and consider providing additional opportunities (e.g., Parent & Tot Skating, Parent & Tot Stick/Puck, Ticket Ice, etc.) to improve participation levels, accessible options for residents, and off-peak revenue enhancement. Expand programming to the new arena when built. 5.Consider adjustments to the City’s Ice Allocation Policy and practices to ensure that they reflect local demand, provide adequate ice time to priority - 78 - City of Pickering Arena Strategy | February 2024 – Draft Page 55 categories, and generate efficiencies. The submission of annual registration figures (including residency) by user groups should be strictly enforced as a condition of approval. Further, the City is strongly encouraged to work with the Town of Ajax to ensure that allocation practices and amounts are consistently applied across both jurisdictions to create a fair and transparent approach to allocation. Should demand for ice rentals grow over time, ice sport organizations should be encouraged to make efficient use of non-prime time hours and to adapt their programs to accommodate all participants, such as adjustments to practices, rosters, and scheduling. 8. Through future Recreation & Parks Plan updates, consider longer-term arenas needs (post-2034), with a focus on growth areas such as Northeast Pickering as well as a capital replacement strategy for the Chestnut Hill Developments Recreation Complex arenas. It will be important for the City to secure sufficient blocks of land to support major recreation infrastructure within the Northeast Pickering community. - 79 - City of Pickering Arena Strategy | February 2024 A-1 Appendix A: Typical Arena Facility Program Note: The following program is considered a starting point for new arena design and construction on an undefined site. All figures are preliminary and should be confirmed through detailed design and in consultation with stakeholders. Table 19: Typical Arena Facility Program Program – Floor Area Breakdown Square Feet (sf) Lobby / Entrance -- Public Area (includes area for warm viewing) 5,382 Reception 54 Admin 431 Washrooms - Universal 1,076 Elevator 97 Snack Bar 269 Vending 161 Skate Shop and Rentals 431 Arena -- Rink - NHL Size - 200 ft x 85 ft (includes apron, team, scorekeeper and penalty boxes) 23,142 Spectator Area 200 Seats 2,691 Spectator Area 500 Seats 5,920 Walking Track 7,535 Dressing Room (6 per sheet minimum / 8 preferred) 592 Showers and Washrooms (Private cubicles ) 431 Referee Room 334 First Aid 161 Warm-up Area 484 Media Box 538 Sound Lighting Controls 129 Meeting Room 538 Storage 2,153 Janitor Rooms 269 Equipment Room (all mechanical and electrical services, resurfacer garage, storage, snow melt pit, workshop) 8,611 Gross-up Area Add 25% - 80 - Pl(KERJNG Report to Executive Committee Report Number: BYL 01-24 Date: April 2, 2024 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Traffic and Parking By-law Amendment -Boulevard Parking Regulation-File:L-2100 Recommendation: 1.That Council approve the attached By-law amending Traffic and Parking By-law 6604/05; 2.That Council direct staff to implement a public outreach campaign regarding the amendments to boulevard parking regulations contained in the attached By-law; and 3.That appropriate officials of the City of Pickering be authorized to take such action asnecessary to give effect to the Recommendations in this report. Executive Summary: The purpose of this report is to amend the boulevard parking provisions in Traffic and Parking By-law 6604/05 to allow residents to park on the apron (boulevard portion) of their driveway, provided certain criteria are met. If Council approves the amendments, City staff will carry out a public outreach campaign to advise residents of how to legally park on their driveway aprons. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: None. Discussion: The purpose of this report is to amend the boulevard parking provisions in Traffic and Parking By-law 6604/05 to allow residents to park on the apron (boulevard portion) of their driveway, provided certain criteria are met. Due to the increased prevalence of smaller housing units and greater density of residential development, residents are experiencing increasing difficulty finding sufficient vehicle parking. The driveway apron (that portion of a driveway located on the boulevard) is an additional area that could be made available for parking vehicles. However, under the existing Traffic and Parking By-law 6604/05, parking a vehicle on a boulevard is illegal. Therefore, the Traffic and Parking By-law should be amended to allow vehicle parking on driveway aprons, subject to appropriate limits. - 81 - BYL 01-24 April 2, 2024 Subject: Traffic and Parking By-law Amendment Page 2 Attachment 1 to this report is the proposed amendment to the Traffic and Parking By-law that will, if passed, enable parking on driveway aprons. The amendment would replace Section 15(i) of the existing Traffic and Parking By-law, which currently prohibits parking a vehicle “on any boulevard unless authorized signs are installed which indicate that parking is permitted on that side and between those limits set out in Columns 1, 2 and 3 of Schedule 13 during the times or days set out in Column 4 of Schedule 13”. Section 15(i) in the amended Traffic and Parking By-law would prohibit parking a vehicle “on any boulevard except on a Driveway Apron provided that the vehicle is Operative, not encroaching into the travelled portion of the roadway, or into a sidewalk, or on the grassed portion of the boulevard, and this section shall allow Driveway Apron parking either perpendicular or parallel to the roadway. In addition, a vehicle may park on a boulevard at the locations specified and in accordance with the specific time limits set forth in Schedule 13 of this by-law.” “Driveway Apron” will be defined in the amended By-law to mean “the hard surfaced portion of the boulevard in front of and leading from the travelled portion of the roadway to a private residential driveway”. A definition for “Operative” will also be added to ensure that only functioning vehicles can be parked on a boulevard. Storage of vehicles in a state of disrepair will not be permitted on boulevards. Parking on the boulevard is allowed in Ajax, Clarington, Scugog and Uxbridge. Currently, both Whitby and Pickering prohibit parking on the boulevard but only enforce their prohibitions in cases where boulevard parking causes a problem or a safety issue. Oshawa prohibits boulevard parking and actively enforces its prohibition. While Pickering staff use their discretion in the enforcement of the existing prohibition on boulevard parking, many residents have expressed confusion and frustration upon being ticketed. If Council approves the Recommendations in this report, staff will carry out public communication to explain the proper way to locate a vehicle on a boulevard. This will include social media, website update and use of digital signs. The proposed amendment has been reviewed by Engineering & Operations staff and they support the change to the Traffic and Parking By-law. The amendment will assist residents by clearly identifying the legal way to locate a vehicle on a boulevard. The amendment will provide residents with additional space for parking and will help keep vehicles off roadways, especially during winter snow clearing operations. Attachment: 1.Amendment to Traffic and Parking By-law 6604/05 - 82 - BYL 01-24 April 2, 2024 Subject: Traffic and Parking By-law Amendment Page 3 Prepared By: Approved/Endorsed By: Jason Litoborski, CPSO Paul Bigioni Manager, Municipal Law Enforcement Director, Corporate Services & City Solicitor Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By:Original Signed By: Original Signed By: - 83 - ________________________________ ________________________________ Attachment 1 to Report BYL 01-24 The Corporation of the City of Pickering By-law No. XXXX/24 Being a by-law to amend By-law 6604/05, a by-law to regulate traffic and parking in the City of Pickering. Whereas By-law 6604/05, provides for the regulating of traffic and parking within the City of Pickering; And Whereas, it is deemed necessary to amend By-law 6604/05 to provide for additional regulation and clarification of vehicle parking on boulevards; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.That Section 1 of By-law 6604/05 be amended by adding the following new definitionsof “Driveway Apron” and “Operative Vehicle”, and that the remaining items in Section 1be renumbered accordingly: “Driveway Apron” means the hard surfaced portion of the boulevard in front of and leading from the travelled portion of the roadway to a private residential driveway. “Operative” means a vehicle that is ready for immediate use. This includes but is notlimited to: valid plates, insurance, in running condition, and is not outwardly in a state ofdisrepair, or incapable of being operated on the road immediately. 2.That Section 15 (i) of By-law 6604/05 be repealed and replaced with the following: “on any boulevard except on a Driveway Apron provided that the vehicle is Operative, not encroaching into the travelled portion of the roadway, into the sidewalk, or on thegrassed portion of the boulevard, and this section shall allow Driveway Apron parkingeither perpendicular or parallel to the roadway. In addition, a vehicle may park on aboulevard at the locations specified and in accordance with the specific time limits set forth in Schedule 13 of this by-law”. By-law passed this day of April, 2024. Kevin Ashe, Mayor Susan Cassel, City Clerk - 84 - Pl(KERJNG Report to Executive Committee Report Number: CLK 02-24 Date: April 2, 2024 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Ratepayer Association Policy -File: A-1440 Recommendation: 1. That Report CLK 02-24 pertaining to a Ratepayer Association Policy be received; 2. That Policy ADM 270, Ratepayer Association Policy, included as Attachment 1 to Report CLK 02-24, be approved; and, 3. 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. Executive Summary: The purpose of this report is to recommend the approval of a Ratepayer Association Policy (Attachment 1). Ratepayer Associations play an important role in the process of civic engagement through community initiatives and raising awareness about matters affecting a defined geographic neighborhood or community. The City currently maintains an informal Ratepayer Association list of five (5) Associations, however, there is no formal Policy in place for the registration of new Ratepayer Associations. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority to Advocate for an Inclusive, Welcoming, Safe and Healthy Community, to strengthen existing and build new partnerships, and to foster an engaged and informed community. Financial Implications: Costs associated with implementing the Ratepayer Association Policy include complimentary printing of a maximum of 2,500 pages annually, per group, and providing a meeting space in a City facility, to hold an All Candidates Meeting in an election year, at no cost. The annual cost of providing printing is estimated at $22.50 per Ratepayer Association and the costs associated with the complimentary meeting room space will be minimal as they will be approved based on availability and operational needs so that there is no impact to the City’s regular programs and services. - 85 - CLK 02-24 April 2, 2024 Subject: Ratepayer Association Policy Page 2 Discussion: The purpose of this report is to recommend the approval of a Ratepayer Association Policy (Attachment 1). Ratepayer Associations play an important role in the process of civic engagement through community initiatives and raising awareness about issues affecting a defined geographic neighborhood or community. The City currently maintains an informal Ratepayer Association list of five Associations, however, there is no formal Policy in place for the registering of new Ratepayer Associations. Currently, the five Ratepayer Associations that are listed informally with the City receive various notifications including notices of statutory public meetings under the Planning Act. Each year, the Clerk’s Office reaches out to each of the five Ratepayer Associations to ensure that their contact information is accurate. Despite these efforts, not all Ratepayer Associations respond to the City’s request which has resulted in the list being outdated and inaccurate. With the proposed Ratepayer Association Policy, the framework will provide for formal registration of those groups who will be added to the City’s Registry for Ratepayer Associations. The Registry will be contained on a dedicated webpage on the City’s website, and will raise public awareness of Ratepayer Associations in general, providing residents with a resource for important matters within their communities. The proposed Policy will also provide benefits to a Ratepayer Association that may alleviate some administrative costs and increase their opportunities for public engagement. The recommendation to approve a Ratepayer Associations Policy is a result of resident requests for information pertaining to current Ratepayer Associations and requests pertaining to how a neighbourhood group can be formally recognized as a Ratepayer Association. Should the proposed Policy be approved, the dedicated webpage will provide an overview of the process, inform residents of possible Ratepayer Associations in their neighbourhood, and provide information to new groups that may be looking to establish themselves as a Ratepayer Association. A formal Ratepayer Association Policy will provide transparency and clarify the purpose of Ratepayer Associations and their relationship with the City. 1. Summary of Research Staff undertook research to explore municipal best practices as it pertains to policies and procedures surrounding Ratepayer Associations. The following provides an overview of eight Ontario municipalities that have Ratepayer/Community Association Policies and/or related processes in place. At the time of writing this Report, there were no municipalities in the Region of Durham that have a Ratepayer Association Policy or framework. • Town of Aurora o The Town of Aurora has a formal Ratepayer Association Policy and defines a Ratepayer Association as a group of residents and/or landowners within a geographically bounded area that come together to address issues affecting their neighbourhhood. • City of London o The City of London has an external site called NeighbourGood London. There is no official policy, however the site contains pages for identifying the - 86 - CLK 02-24 April 2, 2024 Subject: Ratepayer Association Policy Page 3 neighbourhoods in the municipality, as well as resources for up-and-coming Neighbourhood Associations to begin or maintain their organizations. •City of MarkhamoThe City of Markham does not have a formal Ratepayer Association Policy,however they do have a registration process and a formal listing of registered Ratepayer Associations is provided on the City’s website. •City of MississaugaoThe City of Mississauga has a Community Group Registry Program Policy. TheirPolicy focuses on supporting Not-for-Profit community groups that deliver programs, services, performances, events and/or social activities to MississaugaResidents. •Town of Oakville o The Town of Oakville has a Public Listing of Residents and CommunityAssociations Procedure which applies to the Residents’ and CommunityAssociations. All Residents’ and Community Associations may register with theTown to be included in Town notification mailing lists and on the Town’s website. •Town of Whitchurch-StouffvilleoThe Town of Whitchurch-Stouffville has recently implemented a RegisteredRatepayer Association Policy which includes similar provisions to the City’s proposed Policy. Whitchurch-Stouffville provides a dedicated webpage on the Town website that includes the details of the Registered Ratepayer Associations. •City of VaughanoThe City of Vaughan has a Community Service Organization (CSO) Policy and dedicates a section within the Policy to Ratepayer Associations. CSOs arelargely community groups that provide a service and are open to all residents ofVaughan. To support the development of Ratepayer Associations, the Cityprovides Community Service Organization (CSO) status to these groups withsome restrictions. •City of WaterloooThe City of Waterloo has a Community, Culture, and Recreation ServicesAffiliation Policy which does not define Ratepayer Associations, but rather it defines Neighbourhood/Homes Associations. Affiliation is recognized in anofficial agreement with the City. The Neighbourhood Associations are defined byboundaries and provide programs, services, supports, and connections aimed tosupport volunteer leadership and provide recreation and leisure to residents. 2.Eligibility Criteria and Benefits for Ratepayer Associations Each of the above listed municipalities have varying policies, procedures, or frameworks that include a list of eligibility criteria to be registered as a group or association. These criteria include, but are not limited to: - 87 - CLK 02-24 April 2, 2024 Subject: Ratepayer Association Policy Page 4 1. providing a list of a minimum number of individuals or households 2. providing a list of the executive members of the association 3. providing a statement of the association’s purpose and in some instances, the group’s constitution/by-laws 4. the taking of formal meeting minutes 5. the group’s annual budget 6. the boundaries of the association. The eight municipalities also grant benefits to associations such as the provision of links to meeting agendas and minutes, inclusion on the municipality’s website for public awareness, and in most instances, the opportunity to hold one annual meeting in a municipal facility free of charge. During the 2022 Municipal Election, the City was approached by two of our current Ratepayer Associations about the reduction of rental fees within a City facility to provide an All Candidates Meeting. Under the Corporate Resources for Election Purposes Procedure (ADM 170-001), organizations looking to conduct an All Candidates Meeting are required to abide by the usual rental charges and permit procedures. In response to the request in 2022, staff committed to reviewing the policies around permit fees for the hosting of an All Candidates Meeting. To that end, and through collaboration with Community Services, one of the benefits being extended to registered Ratepayer Associations under the provisions of the proposed Ratepayer Association Policy, is the waiving of permit fees to enable them to have access to a meeting space, in a City facility, in the year of an election, to host one all candidates meeting (subject to room rental availability). All Candidate Meetings are an important facet of elections as it provides an opportunity for the electorate to hear from the candidates and the initiatives that they are looking to achieve as an elected official. Staff discussed the ability to provide free meeting space annually and noted that facility room rental fees are set in the City’s User Fee By-law approved annually by Council. It was also noted that through the City’s Community Grants Policy, FIN 040, an organization can apply to have the cost of a room rental offset with funding from a Community Grant. 3. Proposed Policy Framework Based on staff’s research, the proposed Policy contains suggested eligibility criteria that is in line with municipal best practices and that will not preclude neighbourhood groups from being recognized as a registered Ratepayer Association. The proposed framework is not designed to be overly cumbersome on the Ratepayer Association so that they are able to use their resources in promoting civic engagement in the community as opposed to complying with strict regulations in order to be recognized as a Ratepayer Association. Under the provisions of the proposed Policy, in order to qualify for the Ratepayer Association Registration, groups will be asked to meet the following criteria: 1. Completion and submission of a prescribed Registration Form (see Appendices 1 and 2 of Attachment 1) that will include the following: - 88 - CLK 02-24 April 2, 2024 Subject: Ratepayer Association Policy Page 5 a.Membership listing with a minimum of ten (10) households represented, includingthe names, addresses, and signatures of one representative from each household. b.A list of the Executive Officers of the Ratepayer Association including their names, elected positions, addresses, and signatures.c.One general email address with a lead contact who will receive City communicationsfor distribution to their members.d.A formal statement of purpose. e.A description and map outlining the detailed geographic boundaries of the area the Ratepayer Association represents. The noted difference from the current informal requirements for Ratepayer Associations is a membership listing, rather than just the number of homes represented within the Association’s boundaries, and the formal statement of purpose. These requirements should be easily fulfilled and will provide a greater understanding of the Ratepayer Associations initiatives to interested residents. The Policy criteria will provide that one member from each household within the defined boundary is included on the Membership list. This will ensure that there are enough individuals included as members to warrant the official title of Ratepayer Association and the associated benefits they are eligible to receive. The formalization of the registration process will also ensure that the contact information is up to date and that communications are being sent to the appropriate individual(s). Under the proposed policy, the benefits for registered City of Pickering Ratepayer Associations will include: 1.Inclusion on the City’s Ratepayer Association webpage with contact information and a link to the Association’s website (if applicable), as well as a visual map outlining the Association’s geographic boundaries.2.Complimentary printing of up to 2,500 black and white copies per year.3.Automatic subscription for notifications of upcoming meetings and agendas ofCouncil, Executive Committee, Planning and Development Committee, and Advisory Committees. 4.Notification of Statutory Public Meetings and/or other City communications that mayimpact the Association’s geographic area.5.Access to free meeting space, in a City Facility, to hold an All Candidates Meeting inan election year, subject to certain restrictions. 6.Recognition as a Registered Ratepayer Association when delegating at a Committee or Council Meeting. These benefits are commonly included in other municipalities’ Ratepayer Association policies/frameworks, and will serve to encourage formal registration of an Association and may serve to reduce some of the Association’s administrative costs. 4.Consultation with current Ratepayer Associations To ensure that the proposed Policy did not pose any barriers to the current Ratepayer Associations included on the City’s informal list, each Ratepayer Association was sent a survey (Attachment 2) to gather their feedback on the proposed framework. - 89 - CLK 02-24 April 2, 2024 Subject: Ratepayer Association Policy Page 6 As noted earlier in this Report, there are five Associations on the City’s informal Ratepayer Associations list. Three of the listed Associations responded to the Ratepayer Associations Review survey and two of the three updated their official contact information. The following table provides a summary of the survey responses: SurveyQuestion Association 1 (Fairport) Association 2 (PickeringWest Shore) Association 3 (Whitevale) Association 4 (Altona) Association 5 (Claremont) Eligibility Is your group able to provide the following items should this be included in the proposed eligibility criteria? Addresses of 10 Members No Yes No N/A N/A List of Executive Officers Yes Yes Yes N/A N/A One General Email Yes Yes Yes N/A N/A Formal Statement of Purpose Yes Yes Yes N/A N/A Description of Boundaries Yes Yes No N/A N/A Annual Renewal Should the proposed Ratepayer Association Policy require renewal by March 31st Annually, the City will provide notification to the provided contact prior to the annual renewal deadline, requesting that your group complete the Ratepayer Associations Renewal Form. Does the Renewal Process Pose any Barriers No No No N/A N/A Benefits How likely is your group to utilize and benefit from the following? Complementary Printing Likely Likely Neutral N/A N/A Digital Notifications Very Likely Likely Very Likely N/A N/A Official City Webpage Very Likely Very Likely Likely N/A N/A Annual City Facility Meeting Space Very Likely Very Likely Neutral N/A N/A - 90 - CLK 02-24 April 2, 2024 Subject: Ratepayer Association Policy Page 7 *Note *only association tomeet proposedeligibility requirements According to the survey results, out of the five existing Ratepayer Associations, only one meets all of the criteria requirements in the proposed Ratepayer Association Policy. As these Associations are established in the communities they represent, and have been active in the City for some time, those three Associations that responded to the survey are proposed to be grandfathered in and granted an exception to the requirements of the proposed framework resulting in them being automatically registered on the 2024 Ratepayer Associations Registry. Each of the grandfathered Ratepayer Associations will be required to submit an annual renewal application and should they fail to do so, they will be removed from the Registry. Should they wish to formally register in the future, they would be required to comply with the eligibility requirements of the proposed Policy in order to be included on the Ratepayer Association Registry. The Associations that did not respond to the survey, or the City’s request for updated contact information, will not be included on the Registry. Numerous attempts were made to contact these two Associations albeit with no success. Should these groups wish to be included on the Registry in future, they will need to submit a new Ratepayer Association Application. 5.Implementation A dedicated webpage will be created and will offer a listing of the eligible Ratepayer Associations which will include the contact information, purpose of the Association, a map of the Association’s boundaries, and a link to their respective websites (if applicable). The webpage will also provide an overview of the registration process and links to the Ratepayer Association Application Forms. The webpage will provide valuable information to new and existing residents who may be looking to get involved in their community. Each Ratepayer Association will be responsible for informing the Clerk’s Office of any changes to their information. A link to the Ratepayer Associations webpage will be offered under the proposed Policy, however, the City of Pickering will not guarantee the accuracy of the information on any linked sites. The City’s relationship with the Ratepayer Associations is one of support only. The City will not be held liable for the decisions and/or actions of any Ratepayer Association, its Members and/or its participants, or for ensuring that the Association is in compliance with applicable laws. The City’s relationship with Ratepayer Associations is not a partnership and is not an endorsement of the group’s beliefs or views. The City will not act as a review body for any such group, and will not review Ratepayer Associations specific by-laws, operating guidelines and policies for the purpose of providing advice or consultation. The City’s role is to ensure that Ratepayer Associations meet the eligibility requirements, continue to meet their responsibilities in accordance with the Policy, and to administer the applicable benefits outlined in the Policy. In conclusion, staff are recommending a Policy framework for the registration of Ratepayer Associations and are seeking Council’s approval of the attached draft Policy (Attachment 1). Upon approval of the Policy staff will move forward with the setup of the dedicated webpage, - 91 - CLK 02-24 April 2, 2024 Subject: Ratepayer Association Policy Page 8 online Registration Form, and will carry out the necessary steps to inform the public, and listed Ratepayer Associations, of the new Policy. Attachments: 1.Draft Registered Ratepayer Association Policy ADM 270 2.Ratepayer Association Survey Prepared By: Prepared By: Janean Currie Legislative Coordinator Susan Cassel City Clerk Approved/Endorsed By: Paul Bigioni Director, Corporate Services & City Solicitor SC:jc 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: - 92 - -Cif:j()f­ p](KERJNG Attachment 1 to Report CLK 02-24 Policy Policy Title: Ratepayer Association Policy Policy NumberADM 270 Reference Use of Corporate Resources for Election Purposes – ADM 170- 001 Date Originated (m/d/y)April 2, 2024 Date Revised (m/d/y) Pages12 Approval: Chief Administrative Officer Point of Contact City Clerk Policy Objective This policy defines the framework for the approval and registration of Ratepayer Associations in the City of Pickering. The Policy also provides the manner of administration to maintain a record of active Ratepayer Associations in the City of Pickering. Index 01 Definitions 02 Eligibility Criteria 03 Renewal Criteria 04 Procedures 05 Ineligible Groups 06 Responsibilities of Ratepayer Associations 07 Removal from the Registry 08 Benefits for Ratepayer Associations 09 Regulatory/References/Codes/Standards Appendix 1 Ratepayer Associations Application Form Appendix 2 Ratepayer Associations Renewal Form - 93 - 01 Definitions 01.01 All Candidates Meeting – a public meeting held to provide an opportunity for all Candidates to explain their election platform and to answer questions from attendees. 01.02 Candidate – a person who has filed a nomination paper to run for office in a City of Pickering municipal election or who is running for office in a provincial or federal election, or a by-election of any of them. 01.03 City Clerk – means the City Clerk of the City of Pickering, or their designate. 01.04 Executive Officer – means the President, Vice President, Secretary, Treasurer, and/or other members as determined by the Ratepayer Association. 01.05 Member – means a person who is a resident and/or landowner, residing in the geographic area of a Ratepayer Association, who has submitted their name as part of the group’s membership. 01.06 Ratepayer Association – means an organization formed by a group of residents in a defined area, that have come together to address issues affecting its neighbourhood. 01.07 Registration Form – means the City of Pickering prescribed form that Ratepayer Associations must complete to be recognized as a Ratepayer Association in accordance with this Policy. 01.08 Registry – means the online list of Ratepayer Associations who meet the eligibility requirements and are included on the City’s website in accordance with this Policy. 02 Eligibility Criteria 02.01 To be eligible to register as a Ratepayer Association, groups must complete and submit a Ratepayer Association Application Form (Appendix 1) along with the following items to the City Clerk: 02.01.1 Membership list with a minimum of ten households that includes the name, address, and signature of one resident Member from each household; 02.01.2 A list of the Executive Officers including their names, positions, addresses, and signatures; 02.01.3 One general email address, with a lead contact person listed, to receive City communications for distribution to Members; 02.01.4 A formal statement of purpose or any supplemental documentation the group deems applicable; and, Policy Title: Registered Ratepayer Association Policy Page 2 of 13 Policy Number: ADM 270 - 94 - 02.01.5 A description and map of the boundaries of the area the Ratepayer Association represents. 03 Renewal Criteria 03.01 Ratepayer Associations are required to renew their status as a Ratepayer Association by March 31st, annually, including an updated membership list and a completed Ratepayers Association Renewal Form (Appendix 2) to be listed on the Registry for that year. 03.02 Notification of the renewal deadline will be sent via email to each Ratepayer Association at least 30 days in advance of the March 31st deadline. 04 Procedures 04.01 The City Clerk’s Office will be the key point of contact for Ratepayer Association registration. 04.02 As applications are received, an acknowledgement email will be sent to confirm receipt of the application and inform the group that it will be reviewed for consideration, after which time the group will be notified of the status of their request. 04.03 Once the registration has been reviewed, and the Ratepayer Association is deemed to have met all eligibility requirements, the Legislative Coordinator will notify the Ratepayer Association and update the City’s Ratepayer Association webpage with the Association’s name, President’s name, Association’s email address, geographic area that the Ratepayer Association represents, and a link to their website (if applicable). 05 Ineligible Groups 05.01 The City Clerk has discretion over the registration of Ratepayer Associations. Approval for inclusion in the Registry will not be provided for groups whose purpose, goals and/or objectives include any of the following: 05.01.1 To promote a for-profit professional association or business opportunity; 05.01.2 Conflict with applicable laws, including The Corporation of the City of Pickering’s (City) By-laws, Policies, and Procedures; 05.01.3 Organizations or programs that fall under the sole responsibility of other levels of government (i.e., health care, day care, education institutions, social support); and, 05.01.4 To further the aims of a political party, promote a political doctrine or persuade the public to adopt a particular view on a social question or issue. Policy Title: Registered Ratepayer Association Policy Page 3 of 13 Policy Number: ADM 270 - 95 - 06 Responsibilities of Ratepayer Associations 06.01 Registered Ratepayer Associations are responsible for the following; 06.01.1 Complying with the outlined Eligibility Criteria; 06.01.2 Obtaining the consent of their Members before providing their personal information to the City and providing notice of collection and use of personal information by the Ratepayer Association and the City; 06.01.3 Renewing their Ratepayer Association status annually; 06.01.4 Providing notice to the City Clerk of any changes in the Association’s Executive Officer membership, including changes to their contact information within 30 days; 06.01.5 Providing notice to the City Clerk of any changes to the formal statement of purpose of the Ratepayer Association, or any other information, within 30 days of the change; and, 06.01.6 The Ratepayer Association must adhere to all applicable laws, City By-laws, Policies, and Procedures. 07 Removal from the Registry 07.01 Groups may be removed from the Registry by the City Clerk, and future requests for inclusion may be denied if the Group: 07.01.1 Provides fraudulent or misleading information to the City; 07.01.2 Acts in contravention of this Policy or any other City By-law, Policy or Procedure, or violates any provincial or federal legislation; 07.01.3 Does not renew their status on an annual basis; and, 07.01.4 No longer meets the eligibility criteria or the responsibilities outlined in this Policy. 07.02 If a Ratepayer Association is to be removed from the Registry, the City Clerk’s Office will provide 30 days notice, through email, to the Ratepayer Association, including the reasons for removal and the effective date for termination of the Ratepayer Association’s status and benefits. 07.03 Ratepayer Associations may request removal from the Registry at any time. Requests must be made in writing and signed by all Executive Officers of the Ratepayer Association and submitted to clerks@pickering.ca. Policy Title: Registered Ratepayer Association Policy Page 4 of 13 Policy Number: ADM 270 - 96 - 08 Benefits for Ratepayer Associations 08.01 Complementary printing up to 2,500 black and white copies per year. Printing requests for colour copies, binding, booklets, etc., will not be accepted. All print requests must allow two full business days for completion and are subject to the completion of print requests pertaining to City business. Any print requests that include material, messaging, illustrations, photos, etc., that are in violation of the City’s values and/or Policies and Procedures, will be denied and such determination shall be at the discretion of the City Clerk. 08.02 Registered Ratepayer Associations will have the option to receive email notifications of upcoming Council and Committee Meetings. Clerks staff will subscribe the Association to each Council and Committee notification list as selected by the Ratepayer Association, and indicated on the Ratepayer Association Application Form, submitted at the time of registration. 08.03 Registered Ratepayer Associations will receive notification of certain matters pertaining to public engagement or statutory notices, initiated by the City, that may impact their geographic boundaries. 08.04 The Ratepayer Association’s information (Ratepayer Association Name, Name of the President, general email address, and link to the Ratepayer Association’s website) will be posted to the City’s Ratepayer Association webpage, along with the Association’s defined boundaries, so that residents are aware of and may become involved in a Ratepayer Association that is located in their community or neighbourhood. 08.05 Access to one free City facility meeting space to hold an All Candidates Meeting in an election year, subject to availability and the City’s scheduled programs and services. Certain restrictions may apply and will be determined by the City Clerk and Director, Community Services. 08.06 Recognition as a Registered Ratepayer Association for the purpose of delegating at a Committee or Council Meeting. 09 Regulatory/References/Codes/Standards 09.01 The City’s relationship with Ratepayer Associations under this Policy is one of support only. The City will not be held liable for the decisions and/or actions of any Ratepayer Association, its Members and/or its participants, or for ensuring that the forgoing is in compliance with applicable laws. The City’s relationship with Ratepayer Associations is not a partnership and is not an endorsement of the group’s beliefs or views. The City will not act as a review body for any such group, and will not review Ratepayer Associations specific by-laws, operating guidelines, and policies for the purpose of providing advice or consultation. The City’s role is to ensure that Ratepayer Associations meet the eligibility requirements, continue to meet their responsibilities in accordance with this policy, and to administer the applicable benefits as outlined in this Policy. Policy Title: Registered Ratepayer Association Policy Page 5 of 13 Policy Number: ADM 270 - 97 - 09.02 The City does not provide any advice on Ontario Land Tribunal (OLT) appeals or anything related to incorporation. Non-Profit Ratepayer Associations may or may not qualify for any appeal fee reductions and such determination shall be made by the OLT. 09.03 During an election year, should any Ratepayer Association promote or advertise any Candidate on their linked website, they are required to notify the Clerk’s Office and the link to the website will be removed for the duration of the election period. 09.04 A Registered Ratepayer Association may not use their annual printing allotment privileges for the purpose of promoting or advertising any Candidate in an election with the exception of hosting an All Candidates Meeting. 10 General 10.01 Despite Sections 06.01.1 and 07.01.4 of this Policy, any existing Ratepayer Associations that have confirmed their registration with the City prior to the implementation of this Policy, shall be included on the City’s Ratepayer’s Association Registry even if they do not meet all of the eligibility requirements of this Policy. All other parts of Sections 06 and 07 shall apply to all Associations. 10.02 Existing Ratepayer Associations will be required to renew their registration annually and should the Association cease to exist, or they do not renew their registration, they shall be removed from the Registry and will be required to apply as a new Ratepayer Association and shall be required to meet the provisions of this Policy. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Registered Ratepayer Association Policy Page 6 of 13 Policy Number: ADM 270 - 98 - Appendices Appendix 1 New Ratepayer Association Application Form Appendix 2 Ratepayer Association Renewal Form Policy Title: Registered Ratepayer Association Policy Page 7 of 13 Policy Number: ADM 270 - 99 - _____________________________________________________________________ Appendix 1 New Ratepayer Association Application Form Name of Ratepayer Association (Will be listed on the City’s website): Statement of Purpose (Will be listed on the City’s website): Ratepayer Association General Contact Number (Will be listed on the City’s website): Name of President (Will be listed on the City’s website): General Email Address (Will be listed on the City’s website): General Mailing Address: Association Webpage (Will be listed on the City’s website): Policy Title: Registered Ratepayer Association Policy Page 8 of 13 Policy Number: ADM 270 - 100 - 0 0 _____________________________________________________________________ List of Executive Officers: Name Position Address Signature Geographical Boundaries (Include written boundaries and a map) (Will be listed on the City’s website): We would like to receive email notifications of upcoming meetings of the following Council and/or Committees, (please check all that apply): o o o o Council Executive Committee Planning & Development Committee Advisory Committees Ratepayer Association Membership List Form Household Member Name Signature Address Policy Title: Registered Ratepayer Association Policy Page 9 of 13 Policy Number: ADM 270 - 101 - Household Address Member Name Signature *Personal information contained on this Form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA),and will be used for the purpose ofconfirming the eligibility of a Ratepayer Association, providing the City of Pickering with a membership list of the Ratepayer Association, as well as providing the City of Pickering withinformation to be posted on the City’s Ratepayer Association webpage. By completing thisForm, you consent to the information, as indicated on this Form, being posted to the City’swebsite. Questions about this collection should be directed to the City Clerk, One TheEsplanade, Pickering, ON, L1V 6K7, 905.420.4611. Policy Title: Registered Ratepayer Association Policy Page 10 of 13 Policy Number: ADM 270 - 102 - _____________________________________________________________________ Appendix 2 Ratepayer Association Renewal Form Name of Ratepayer Association (Will be listed on the City’s website): Ratepayer Association General Contact Number (Will be listed on the City’s website): Name of President (Will be listed on the City’s website): General Email Address (Will be listed on the City’s website): General Mailing Address: Association Webpage (Will be listed on the City’s website): List of Executive Officers: Name Position Address Signature Policy Title: Registered Ratepayer Association Policy Page 11 of 13 Policy Number: ADM 270 - 103 - __________________________________________________________________________ Ratepayer Association Membership List Form Household Address Member Name Signature * Personal information contained on this Form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA),and will be used for the purpose of confirming the eligibility of a Ratepayer Association, providing the City of Pickering with a membership list of the Ratepayer Association, as well as providing the City of Pickering with information to be posted on the City’s Ratepayer Association webpage. By completing this Form, you consent to the information, as indicated on this Form, being posted to the City’s website. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON, L1V 6K7, 905.420.4611. By submitting this information, you confirm the following: the association’s Statement of Purpose remains unchanged; the association's geographical boundaries remain unchanged; the association meets all requirements as set out in the City of Pickering’s Ratepayers Association Policy; and, Policy Title: Registered Ratepayer Association Policy Page 12 of 13 Policy Number: ADM 270 - 104 - the association’s president consents to their name and email address being posted onthe City’s website. If any of these have changed, please submit a New Ratepayers Application Form with updated information. Policy Title: Registered Ratepayer Association Policy Page 13 of 13 Policy Number: ADM 270 - 105 - Attachment 2 to Report CLK 02-24 Ratepayer Associations Survey Part I: Eligibility 1.Is your group able to provide the following items should this be included in the proposed eligibility criteria? Eligibility Criteria Yes No 1.Addresses of 10 households with the name and signature of one resident Member from each household. 2.List of the Executive Officers with their names, positions, addresses, and signatures. 3.One general email address, with a lead contact person listed, to receive all City communications for their distribution to Members. 4.A formal statement of purpose or any supplemental documentation the group deems applicable. 5.A description or map of the boundaries of the area the Ratepayer Association represents. Part II: Renewal 1.Should the proposed Ratepayer Association Policy require renewal by March 31st annually, the City will provide notification to the provided contact prior to the annual renewal deadline, requesting that your group complete the Ratepayer Associations Renewal Form. Does the annual renewal process pose any barriers to your group to maintain its place on the proposed formal Ratepayer Association Registry? a.Yes i.If yes, please provide details: b.No - 106 - Part III: Proposed Benefits How likely is your group to use and benefit from complementary printing (up to 2,500 sheets per year? (Note: Printing will only be done in black and white, no requests for binding, booklets, etc.,) 1. 2. 3. 4. a. b. c. d. e. How likely is your group to benefit from digital notification of upcoming Council and Committee Meetings (provided through the City’s website)? a.Very likely b.Likely c.Neutral d.Unlikely e.Very Unlikely How likely is your group to benefit from your information being posted on the City’s website? (Note: Information would include Ratepayer Association Name, Name of the President, general email address, and link to the Ratepayer Association’s website, and a description or map of the boundaries of the area the Ratepayer Association represents) a.Very likely b.Likely c.Neutral d.Unlikely e.Very Unlikely How likely is your group to use and benefit from one free City facility meeting space to hold one meeting each year? (Note: Meeting spaces are subject to availability. Certain restrictions may apply as deemed appropriate by the City Clerk and Director, Community Services.) a. b. c. d. e. Very likely Likely Neutral Unlikely Very Unlikely Very likely Likely Neutral Unlikely Very Unlikely - 107 - Report to Executive Committee Report Number: CS 04-24 Date: April 2, 2024 From: Laura Gibbs Director, Community Services Subject: Council Chambers Public Art Update -Commission of Public Art -File: A-1440-001 Recommendation: 1.That Report CS 04-24 regarding Council Chambers Public Art Update be received; 2.That staff report back to Council regarding the selection of public art in Council Chambersin Q2, 2025; and 3.That the appropriate City officials be authorized to take the necessary actions as outlined in this report. Executive Summary: The purpose of this report is to provide Council with an update on the selection of public art in Council Chambers. As per Resolution #279/23, staff were directed to consult with Pickering resident and internationally renowned sculptor Dorsey James, who carves images from world mythology to purchase one of his pieces to be included as part of the Council Chambers renovation; and, that the costs for such work not exceed $30,000.00 and be funded from the Public Art Reserve (8038), and that City staff report back to Council with an update by the end of Q2 2024. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community. Financial Implications: Resolution #279/23 identified that costs to purchase this public artwork not exceed $30,000.00, and that costs be funded from the Public Art Reserve (8038). Discussion: The purpose of this report is to provide Council with an update on the selection of public art in Council Chambers. Council Chambers, located within the City of Pickering Civic Complex, is a place of municipal decision-making where public Council meetings take place. Council Chambers have been identified for renovations in 2025 to improve accessibility, audio-visual systems, and security. - 108 - CS 04-24 April 2, 2024 Subject: Council Chambers Public Art Update Page 2 Given the upcoming renovations, Council directed staff through Resolution #279/23 to commission a piece of artwork by the internationally renowned sculptor Dorsey James to be installed in the newly renovated Council Chambers. In January 2024, City staff communicated with Dorsey James about the opportunity. Dorsey confirmed his interest and availability in creating this unique work of art. Preliminary discussions with the artist identified some risks that will need to be mitigated in the design of the artwork. A freestanding wood sculpture poses a risk of being damaged and reduces flexible use of the space. Staff will work with Dorsey James to explore options for an artwork that can be mounted to the wall in Council Chambers. Staff will continue to work with Dorsey James to develop three preliminary artwork designs that will be presented to the community for input through a consultation process. The consultation process will include an online voting survey, with signage in the lobby of City Hall and Chestnut Hill Developments Recreation Complex. Consultation for the public art will be coordinated with the public consultation for the Council Chambers renovation anticipated to take place in late 2024 or early 2025. Reconstruction of Council Chambers is expected to commence in July 2025. The precise location of artwork will depend on final design proposals and public input. Staff will return an update to Council by Q2, 2025 regarding the selection of public art for Council Chambers. Attachments: 1. None Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Marilou Murray Laura Gibbs, MBA, MSc. (Acting) Division Head, Director, Community Services Culture & Community Programming LG:sb - 109 - CS 04-24 April 2, 2024 Subject: Council Chambers Public Art Update Page 3 Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 110 - Report to Executive Committee Report Number: CS 05-24 Date: April 2, 2024 From: Laura Gibbs Director, Community Services Subject: Whites & Kingston Road, Pickering – Artist Selection -Commission of Public Art -File: A-1440-001 Recommendation: 1.That Council endorse that the commission of public art at Kingston Road and WhitesRoad in Pickering be awarded to Javid Jah; 2. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $72,042.00 to be funded by a transfer from the Public Art Reserve as approved in the 2024 Current Budget; a) the sum of $20,000.00 to be funded from Development Charges and transferred tothe Public Art Reserve; b) the sum of $60,000.00 to be funded by the Public Art Reserve; 3. That the Mayor and the City Clerk be authorized to execute the Letter of Understanding, between Javid Jah Art & Design Inc. and the City of Pickering, set out in Attachment 1, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to seek Council’s endorsement for the commission of public art, at Kingston Road and Whites Road in Pickering, to be awarded to Javid Jah. As per section 09.10 of the Purchasing Policy (PUR 010), Public Art Project purchases or Public Art projects with costs that exceed $25,000.00 are subject to Council approval. Kingston Road, also known as Highway 2, holds significant historical importance as one of the oldest travel and trade routes connecting Pickering to other cities along Lake Ontario. To commemorate this, Shell Canada Limited has partially funded the commission of this public art piece located at the North-West corner of Kingston Road and Whites Road. This public art project and its location were included in the Public Art Plan 2023 – 2026 approved by Council on November 27, 2023 through Resolution #328/23. - 111 - CS 05-24 April 2, 2024 Subject: Whites & Kingston Road, Pickering – Art Selection Page 2 As per the Public Art Policy (CUL 130), this purchase of artwork is being recommended following a publicly promoted Call to Artists with pre-qualification of artists. The proposal “ayukwenodih” (They have found their voices), by artist Javid Jah received the highest juried score, and was recommended and endorsed by the Public Art Jury and Cultural Advisory Committee. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community. Financial Implications: The Public Art Project for Kingston Road and Whites Road is reflected in the approved 2024 Current Budget (Cultural Services 10207) in the amount of $80,000.00. The net project cost is to be funded from the public art reserve in the amount of $72,043.00. 1. Estimated Project Costing Summary Fees set out in the Letter of Understanding $70,796.00 Total Project Cost $70,796.00 HST (13%) 9,204.00 Total Gross Project Costs $80,000.00 HST Rebate (11.24%) (7,958.00) Total Net Project Costs $72,043.00 2. Approved Source of Funds Approved Code Source of Funds Budget Funds Required 10207.502520.9710 Development $20,0000.00 Charges (Shell Gas Contribution) 10207.502520.9710 Public Art Reserve $60,000.00 Total $80,000.00 $72,042.00 Project Cost under (over) approved funds by $7,958.00 The remaining funds of $7,957.00 will be used for signage, lighting, communications and an unveiling event. - 112 - CS 05-24 April 2, 2024 Subject: Whites & Kingston Road, Pickering – Art Selection Page 3 Discussion: The purpose of this report is to seek Council’s endorsement for the commission of public art, at Kingston Road and Whites Road in Pickering, to be awarded to Javid Jah. As per section 09.10 of the Purchasing Policy (PUR 010), Public Art Project purchases or Public Art projects with costs that exceed $25,000.00 are subject to Council approval. Shell Canada Limited has contributed $20,000.00 as Development Charges for the commission and installation execution of a piece of permanent public art at the North-West corner of Kingston Road and Whites Road. As per Section 10.01 of the Public Art Policy (CUL 130), an Open Call was selected as the Method of Acquisition. A two-stage process was selected in which Stage 1 would pre-qualify a short list of three artists. The three selected artists would then be invited to participate in Phase 2 in which they submitted a detailed project proposal. A Call to Artists was issued on September 28, 2023 (Attachment 2). The Call to Artists was advertised through the City of Pickering website as well as Akimbo, PineRidge Arts Council (PRAC) newsletter, Community Services Distribution List, Creative Cities Network of Canada, DurhamRegion.com, and through social media. As per Section 09.01 of the Policy, a Public Art Jury will be formed on an as-needed basis. The Public Art Jury evaluates the artist proposals in accordance with the Selection Considerations in Section 11 of the Policy. In this case, a Public Art Jury was convened to judge the submissions based on criteria established in the Public Art Policy. Thirty-nine artists responded to the Call to Artists with a conceptual design proposal. The Public Art Jury met on November 1, 2023, to confirm the results of the scoring and selected the top three artists to move to Phase 2 as per the information set forth in the Call to Artists. The Cultural Advisory Committee endorsed the top three artists as selected by the Public Art Jury at their meeting on November 21, 2023. The Phase 2 proposals were received on February 5, 2024. Each artist presented their concept to the Public Art Jury on February 8, 2024. The Public Art Jury reviewed the judging criteria, scored each proposal and ranked the top three finalists following the artist’s presentations. Following scoring and discussion, the Jury recommended that Javid Jah be awarded the commission of public art at the North-West corner of Kingston Road and Whites Road. The recommendation was endorsed by the Cultural Advisory Committee on February 20, 2024. The conceptual design proposal is set out in Schedule A of the Letter of Understanding. The Artist made the following statement: “Inspired by the vehicular and historical crossroads of Highway 2 and Whites Road in Pickering, this public art proposal is inspired by the notion of finding our voice at a point of intersection.” The Letter of Understanding (set out in Attachment 1) defines the relationship and responsibilities between the City and the Artist. Staff are requesting Council to authorize the Mayor and City Clerk to execute the Letter of Understanding with Javid Jah Art & Design Inc. - 113 - CS 05-24 April 2, 2024 Subject: Whites & Kingston Road, Pickering – Art Selection Page 4 Subject to Council’s endorsement, the artists will begin fabrication with an estimated installation date of October 2024. Attachments: 1.Letter of Understanding (Agreement) 2.Call to Artists – Kingston Road (EOI) Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Marilou Murray Laura Gibbs, MBA, MSc. (Acting) Division Head, Director, Community Services Culture & Community Programming LG:sb Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 114 - Attachment 1 to Report CS 05-24 Letter of Understanding Public Artwork Agreement This agreement made the Day/Month/Year BETWEEN: Javid Jah Art & Design Inc. (hereinafter called “the Artist”) AND THE CORPORATION OF THE CITY OF PICKERING (hereinafter called “the City) 1.Introduction This Letter of Understanding pertains to the artwork creation and installation of the artwork for the Kingston Road and Whites Road for the City of Pickering. This document defines the relationship and responsibilities between the City and the Artist. The final artwork is to be unveiled October 2024. This Letter of Understanding conforms to the City of Pickering Public Art Policy (CUL 130) and the City Of Pickering Standard Quotation Terms & Conditions. 2.Background The Public Art Commission for Kingston and Whites Road public art project is operated and administered by the City. The City issued a call to artists for Expressions of Interest dated September 28, 2023,with respect to the Public Art Commission for Kingston and Whites Road project. Applications were due October 30, 2023. Community Services received 39 submissions from artists around the world (Canada, USA, and Australia). The collected submissions were reviewed and scored by the Public Art Jury based on the judging criteria outlined in the Call to Artists (Attachment 1). The jury shortlisted three finalists who were asked to create a public art concept. The Public Art Jury reviewed the 3 concepts on February 8, 2024. Following scoring and discussion, the Jury recommended that Javid Jah be awarded the commission of public art at the North-West corner of Kingston Road and Whites Road. The recommendation was endorsed by the Cultural Advisory Committee on February 20, 2024. The Artist submitted a proposal dated 02, 05, 2024, (“the Proposal”), a copy of which is attached as Schedule “A” to this Agreement. The Artist has been selected by the City to create, manufacture, install and deliver to the site, as required for the different components, the Artwork titled ayukwenodih (They have found their voice) in accordance with the Conceptual Design, the Terms of Reference and the terms and conditions of this Agreement. 3.Definitions Artwork -The “Artwork” means the final piece of artwork developed from the design, model, and specifications provided by the Artist and approved by the City, which Artwork is more particularly specified in Schedule “A” attached hereto. The Work -The “Work” means designing, producing and fabricating the Artwork as well as delivering and installing it at the Place of Installation. - 115 - Letter of Understanding Public Artwork Agreement Place of Installation -The “Place of Installation” is North- West corner of Kingston Road and Whites Road, Pickering, more specifically located as shown on the attached drawing Schedule “B” attached hereto. 4. Artist Fee: Compensation and Payment Schedule a) The all-inclusive price to be paid by the City for the Artwork, completed and installed shall be $80,000.00 CAD, inclusive of all applicable federal and provincial taxes including HST. b) Each stage of the payment shall be accompanied by a detailed summary of work completed by the Artist to date that includes updated drawings and images that states that the Work has progressed and is proceeding according to schedule C and will be installed by the Delivery Date (as defined below). c) H.S.T. shall be enumerated as a separate item on each staged and scheduled payment pursuant to this Article. Payment shall be structured in a payment schedule to the Artist as follows: I. Phase 2: $26,666.66 including HST – after completion of Phase 2 which includes executing the Letter of Understanding, site visit, fabrication schedule and submission of an invoice from the Artist; II. Phase 4: $26,666.66 including HST – after completion of Phase 4 which includes the delivery of final drawings of all art work components and submission of an invoice from the Artist; and III. Phase 6: $26,666.66 including HST – after completion of Phase 6 which includes installation of the artwork at the Place of Installation and upon submission of an invoice from the Artist. The City agrees: a) to pay the Artist all funds due and as provided for herein. 5. Payments of Sub-Contractors The Artist agrees: a) to ensure that payments will be made to all suppliers and subcontractors that may be engaged by the Artist in regard to the design, fabrication, storage, delivery and installation of the Artwork. At the City’s request, the Artist shall provide evidence of such payment. 6. Performance The Artist agrees: a) to provide all work and materials necessary to create the Artwork and to fulfill all its obligations as set out in this Agreement; b) that the materials, methods and processes used to produce the Artwork shall be of first-class quality and expressive of the approved design as detailed in Schedule “A” attached hereto; c) to use firstclass skills, diligence and workmanship as are normally found in the artistic profession, and ensure that all materials incorporated into the Artwork are of the utmost quality and design in accordance with Schedule “A”; - 116 - Letter of Understanding Public Artwork Agreement 7.Timelines and Completion of Deliverables The Artist agrees: a)to complete the installation of the Artwork to the satisfaction of the City no later than October 31,2024 “the Delivery Date”) or such later date as may be agreed upon by the Artist and the City inwriting. The installation will include a maintenance/conservation plan submitted by the Artist; b)during the design and production of the Artwork, to keep the City advised of the status of theproduction of the Artwork. If required by the City, the Artist shall allow representatives of the City to view the Artwork during its various stages of production or provide progress photographs;c)to submit a progress report and invoice, with supporting receipts and invoices from sub-contractors, in the form specified by the City,prior to each payment date set out in Schedule “C”.d)to provide a conservation and maintenance plan ; e)to provide to the City photographs of the Artwork during and after installation in accordance withSchedule “C”. The City agrees: a)to ensure that should the Artist require direction in any regard to the design, fabrication orinstallation of the Artwork, the City shall provide such direction in a prompt and timely fashion. 8.Detailed Design The Artist agrees: a)to evaluate all material and data relevant to the Artwork as provided by the City and shall facilitateproduction of the final design, working with the Cultural Services Unit and other City departmentsand design team members, as needed and, in order to finalize the detailed design and the exact location of the Artwork within the Installation Site, to the satisfaction of the City. 9.Specifications The Artist agrees: a)to provide detailed drawings and specifications to the satisfaction of the City and shall advisethe City, in writing, through the Coordinator, Public Art, of all factors relating to the Artwork’stheme, budget, critical path, location, size, materials, structural, mechanical and technologicalrequirements, installation methods, and future maintenance requirements, to be determined bythe Artist in consultation with the Coordinator, Public Art; b)Substantive changes to the Artwork may be undertaken by the Artist only upon receipt of priorwritten authorization by the Manager, Cultural Services provided however, that the City’sobjection to any feature of the Artwork which is reasonably attributable to the exercise of the Artist’s aesthetic judgement during the progress of the development of the Artwork shall not beconsidered a substantive change and shall not be a basis for withholding acceptance or paymentfor the Artwork. - 117 - Letter of Understanding Public Artwork Agreement 10.Permits and Engineers Stamp The Artist agrees: a)to obtain at the Artist's sole cost and expense, all permits necessary for the delivery andinstallation of the Artwork and prepare all materials, documents, reports, plans and drawings,required in order to obtain any Structural Engineers' stamps required in connection with themanufacture and installation of the Artwork at the Installation Site. 11.Delivery, Installation and Protective Measures The Artist agrees: a)to be solely responsible for all costs and supervision of the actual fabrication, production andinstallation of the Artwork including the cost of any site preparations or safety precautions thatare required for the installation of the Artwork in its final location unless otherwise specified bythe City. If protection during installation is required, then the Artist is to provide it. b)to deliver the Artwork to the specific site as set out in Place of Installation, free from all defects and in compliance with the specifications as outlined in Schedule “A” attached hereto; c)The Artist shall coordinate the installation of the Artwork with the Coordinator, Public Art and permit such inspections of the installation as the City may require. If any costs result from the Artist failing to coordinate the Artist's work with that of [City divisions and contractors], all such costs shallbe borne by the Artist.d)upon installation of the Artwork, to clean the Artwork to ensure that all dirt, imperfections andextraneous materials are removed from the Artwork; e)that installation shall have been deemed to be complete when acceptance by the City or by itsdesignated agent. The City agrees: a)to provide, at its expense, a permanent marker in keeping with the quality and type of the Artwork which will identify the name of the Artist, the name of the Artwork and the year of the Artwork. 12.Damage to Artwork and Artist’s Property The Artist agrees: a)that in the event of physical loss or damage to the Artwork prior to completion of installation andacceptance of the Artwork by the City, the Artist shall immediately take all necessary steps torectify the loss or damage by repair, restoration, replacement or other appropriate means as soon as is reasonably possible at no additional expense to the City. Where necessary, the Artist may collect insurance proceeds before rectifying the loss or damage and shall rectify the loss or damage as soon as is reasonably possible after receipt of said funds.b)to be responsible for any loss or damage whatsoever to any of the Artist's materials, goods,equipment or supplies and will maintain all-risk coverage as required by this Agreement and as any prudent owner of such materials, goods, supplies and equipment would maintain. The Artistshall have no claim against the City or the City’s insurers for any damage or loss to the Artist'sproperty and shall require his insurers to waive any right of subrogation against the City.- 118 - Letter of Understanding Public Artwork Agreement The City agrees: a)that following acceptance of the Artwork, the City will use its best efforts to maintain and repairany damage done to the Artwork by vandalism or other means substantially in accordance withthe conservation and maintenance plan to be provided by the Artist. The City will makereasonable efforts to inform the Artist of such damage and to offer the Artist the opportunity to consult with the City on the proposed repairs. 13. Warranty, Repair and Maintenance The Artist agrees: a)that upon receipt of the Artwork, should the City find any deficiencies in the Artwork, it willadvise the Artist in writing and the Artist must rectify such deficiency within ten (10) days ofreceipt of such notice. Should it not be possible to complete rectifying the deficiencies within ten (10) days, the Artist shall provide a Schedule to the City that is acceptable to the Cityindicating when completion will occur.b)in the event that the Artwork shall require repairs subsequent to the date of completion arising from normal weathering and “wear and tear”; then in such event the City shall advise the Artist in writing as to the nature of such repair and offer the Artist first right of refusal to carry out such repair within times and consideration as mutually agreed upon by the City and the Artist. Should theArtist fail to advise the City within thirty (30) days of receipt by the Artist of the written offer, or shouldthe Artist and the City fail to agree on times and consideration,then in any such event the City, or a thirdparty hired by the City, shall be at liberty to carry out any and all repairs. In determining the time andconsideration for such repairs, both parties agree to act reasonably.c)notwithstanding the foregoing and with the exclusion of the maintenance criteria set out in theconservation and maintenance plan submitted by the Artist, during the first three (3) years afterinstallation and acceptance by the City, the Artist agrees to repair any defects or deficiencies (normal weathering and “wear and tear” excepted) in the Artwork without any charge to the City. The City agrees: a)to keep the Artwork in a clean condition, free of debris or banners or signage which defaces theArtwork, all to the level which the City considers to be appropriate and in accordance with the conservation and maintenance plan to be approved by the City and that will be provided by theArtist. 14.Removal and Relocation of Artwork The City agrees: a)to endeavor to exhibit the Artwork in the original location and in its original and complete formatsubject to the City’s right to decommission or remove the Artwork or a particular piece thereof for reasons which may include, but are not limited to, the structural integrity of the Artwork, expiryof the expected lifespan of the Artwork, extensive or irreparable damage or vandalism or by reason of the necessity to accommodate the effective operation of the site. - 119 - Letter of Understanding Public Artwork Agreement b)to consult, where possible, on the restoration or removal of public art, but shall retain the right to restore, relocate, or archive a work of public art without the artist's and/or donor's consent. 15. Insurance The Artist agrees: a)that upon request by the City, the Artist shall take out and keep in force a policy of liability insurance in the amount of $2,000,000 inclusive each occurrence (or such larger amount as may be required), and not less than two million ($2,000,000.00) automotive liability insurancecoverage. Certificate(s) of insurance shall be provided upon request by the City.i.The policy shall include The Corporation of the City of Pickering, as additional named insured without subrogation in respect of all operations performed by or on behalf of theCompany, a certificate of insurance shall be completed by the Company’s agent, brokeror insurer.ii.The policy shall not be altered, cancelled or allowed to expire or lapse, without thirty (30)days prior written notice to the City.iii.If the City is not provided with a renewal of the policy at least thirty (30) days prior to its expiration date, then the City may arrange a public liability policy insuring the City in theamount of $2,000,000.00 and an automotive liability policy insuring the City in the amount of two million ($2,000,000) at the expense of the Company, which may berecovered from amounts owed to the Company or from any form of security still in theCity's possession. 16.Indemnification The Artist agrees: a)to indemnify and hold harmless the City, its Mayor and Councillors, employees and agents forany and all losses, claims, demands, suits, actions, judgments, or costs which may arise fromany physical deficiencies or deformities or structural failures of the Work which render the Artwork inconsistent with the approved design. The Artist agrees that this indemnity shall survivethe period of time required to fulfill this contract and extend to the useful life of the Artwork and shall be binding upon the Artists’ personal representatives, administrators, executors andassigns.b)to indemnify the City, its Mayor and Councillors, employees and agents from and against allliens, all builders liens, claims, actions, costs and damages which may arise during installation of the Work on the Place of Installation. No finding of negligence, whether joint or several, asagainst the City in favour of any third party shall operate to relieve or shall be deemed to relievethe Artist in any manner from any liability to the City, whether such liability arises under this Agreement or otherwise. c)to warrant that the Artwork is original to the Artist and does not violate any copyright of any other person. The Artist shall indemnify and hold harmless the City, its Mayor and Councillors,employees and agents for any and all losses, claims, demands, suits, actions, judgements orcosts that may arise from the allegation that the Artwork is not original to the Artist. - 120 - Letter of Understanding Public Artwork Agreement 17. Occupational Health and Safety Act The Artist agrees: a)to conform to and enforce strict compliance with the requirements of the Occupational Healthand Safety Act,R.S.O.,1990 c.0.1 and all regulations thereunder, as amended from time to time(collectively the "OHSA").b)that nothing in this Agreement shall be construed as making the City the "employer" (as definedin the OHSA) of any workers employed or engaged by the Artist either instead of or jointly with the Artist.c)that it will ensure that all subcontractors engaged by it are qualified to perform the services andthat the employees of the Artist and of all subcontractors are trained in the health and safetyhazards expected to be encountered in the Services. 18. Workplace Safety & Insurance The Artist agrees: a)that all of the Company’s personnel must be covered by the Workplace Safety & Insurance Boardat the Company’s expense. The Company shall provide the City with a Clearance Certificate from the Workplace Safety & Insurance Board prior to the commencement of work, certifying that allassessments and liabilities payable to the Board have been paid, and that the bidder is in goodstanding with the Board.b)to provide the City with a Clearance Certificate prior to final payment certifying all payments by the Company to the Board in conjunction with the subject Contract have been made and that theCity will not be liable to the Board for future payments in connection with the Company’s completion of the project.c)That a Company deemed to be an Independent Operator by the Workplace Safety & InsuranceBoard will provide a copy of such letter to the City containing the Independent Operatoridentification number issued by the Board. An Independent Operator must be covered by WSIB optional insurance and provide proof of this coverage upon request. 19.Delays The Artist and the City agree that: a)neither party shall be responsible for any failure to comply with or for any delay in performance of the terms of this Agreement including but not limited to delays in delivery, where such failureor delay is directly or indirectly caused by or results from events of force majeure beyond thecontrol of the party sought to be charged. These events shall include, but not be limited to fire,earthquake, accident, civil disturbances, war, rationing, allocation of embargoes, strikes or labour problems or delays in transportation, inability to secure necessary materials, parts orcomponents, delay or failure of performance of any supplier or subcontractor, acts of Nature oracts of Government. - 121 - Letter of Understanding Public Artwork Agreement 20. Early Termination The Artist and the City agree that: a)notwithstanding any other provision of this Agreement, the City may, at any time and withoutcause, prior to completion of the Artwork, terminate this Agreement by providing sixty (60) days' notice in writing to the Artist. In the event of such termination, the City shall not incur any liabilityto the Artist other than work completed to the date of termination in accordance with the payment schedule and reimburse the Artist for the demonstrable, reasonable actual costs to the Artistincurred in connection with the Artwork, to the date of termination, as well as any demonstrable, reasonable outstanding liability owed by the Artist to the Artist's contractors, subcontractors, oremployees incurred in connection with such termination;b)failure of the Artist to perform its obligations under the Agreement shall entitle the City toterminate the Agreement upon ten (10) calendar days’ written notice to the Artist if a breach which is remediable is not rectified by the Artist to the City's satisfaction and within the timeframeset out in the City's notice of breach. In the event of such termination, the City shall not incurany liability to the Artist other than work completed to the date of termination in accordance with the payment schedule and reimburse the Artist for the demonstrable, reasonable actual costs to the Artist incurred in connection with the Artwork, to the date of termination, as well as any demonstrable, reasonable outstanding liability owed by the Artist to the Artist's contractors,subcontractors, or employees incurred in connection with such termination;c)all rights and remedies of the City for any breach of the Artist's obligations under the Agreement shall be cumulative and not exclusive or mutually exclusive alternatives and may be exercised singularly, jointly or in combination and shall not be deemed to be in exclusion of any other rights or remedies available to the City under the Agreement or otherwise at law;d)no delay or omission by the City in exercising any right or remedy shall operate as a waiver ofthem or of any other right or remedy, and no single or partial exercise of a right or remedy shall preclude any other or further exercise of them or the exercise of any other right or remedy; ande)upon termination, all work and material of the Artist pertaining to the Artwork shall be deliveredto or retained by the City at no further cost or liability to the City. 21.Ownership The Artist and the City agree: a)ownership of the Artwork, the model/maquette and all documentation supplied to the City inconnection with the Artwork, will vest in the City upon final payment for same. 22.Copyright The Artist and the City agree that: a)copyright in the Artwork shall remain with the Artist. The Artist agrees: a)to hereby grant the sole, perpetual and royalty free license to exhibit the Artwork in public and to use photographs, drawings, film, video, and other mechanical reproductions of the Artworkthroughout the world to the City for publicity purposes only. - 122 - Letter of Understanding Public Artwork Agreement b)to authorize the City to use the Artist’s name in connection with the Artwork and in the promotionand advertising of the City.c)not to replicate the Artwork for any other client or purchaser.d)to use best efforts to give credit to the City as the owner of the Artwork. The City agrees: a)to use its best efforts to have the Artist’s name associated with the Artwork in photographs, drawings or other reproductions of the Artwork except where the Artwork is not the primarysubject of the said reproduction. 23. Death or Incapacity of Artist The Artist and the City agree that: a)in the event of a death or incapacity of the Artist before the complete installation of the Artwork,the City shall be vested with title to the unfinished Artwork upon paying the Artist, their personal representatives, administrators, executors or executrix a sum in the direct proportion of thepercent of the Artwork completed to that date as determined by the City and shall be permitted to complete the Artwork in a manner generally consistent with the original design of the Artist. 24. Mediation The Artist and the City agree: a)that all disputes pertaining to the interpretation or implementation of this Agreement shall beresolved first by good faith negotiation between the parties. In the event that a dispute cannotbe resolved by negotiation between the parties, the parties agree to use the services of amediator to attempt to resolve their differences and failing agreement on the procedure to be followed, it shall be conducted in accordance with the “Rules of Procedure for the Conduct ofMediation” of the ADR Institute of Ontario. In the event that the mediation does not result in asettlement of the dispute, any unresolved issues may be taken to any other appropriate disputeresolution process agreed to by the parties, including arbitration or an appropriate court process. Should arbitration be chosen, it will be conducted in accordance with the “Rules of Proceduresfor the Conduct of Arbitration” of the ADR Institute of Ontario pursuant to the Arbitrations Act. Any claim or action brought pursuant to this Agreement shall only be brought in the courts of the Province of Ontario. This Agreement forms the entire agreement between parties and no other representations either oral or written shall form part of this Agreement. The rights and remedies of the City under this Agreement are cumulative and in addition to any rights and remedies provided by law or equity. - 123 - Letter of Understanding Public Artwork Agreement To the City at: The City of Pickering One the Esplanade Pickering , Ontario The City’s Representative for the purpose of this Agreement will be Laura Gibbs lgibbs@pickering.ca To the Artist at: Javid Alibhai Javid Jah Art & Design Inc. peace@javidjah.xyz javidjah.com Or to such other address or person as the parties may designate to each other in writing. - 124 - Letter of Understanding Public Artwork Agreement It is deemed that notice is received five (5) days after the mailing of any notice or upon delivery, if personally delivered. IN WITNESS WHEREOF the parties hereto have had this Letter of Understanding executed. Javid Jah, Artist Date Kevin Ashe, Mayor Date City of Pickering Susan Cassel, City Clerk Date City of Pickering - 125 - Letter of Understanding Public Artwork Agreement GENERAL Schedule A: The Artwork (Artist’s Concept proposal document attached) Schedule B: Place of Installation Schedule C: Detailed Fabrication Schedule Schedule D: Terms of Reference - 126 - SCHEDULE A ayukwenodih 'They have found their voice' JAH QUBE X TAMMARO 2024 A PUBLIC ART RFP PROPOSAL | CITY OF PICKERING - 127 - ayukwenodih 'They have found their voice' Inspired by the vehicular and historical crossroads of Highway 2 and Whites Road in Pickering, this public art proposal is inspired by the notion of finding our voice at a point of intersection. Wyandot term courtesy of Dr. Craig Kopris, Iroquoian Languages specialist - 128 - contents STATEMENT CONCEPT DRAWINGS RENDERINGS BUDGET MAINTENANCE TEAM - 129 - statement - 130 - ayukwenodih is a site-specific story of the continuous evolution of trade. This trade is beyond economic terms - it encompasses the exchange of ideas and an openness to education. In our public art practice, we use geometry as a lens to feature the main characters of the stories we tell. For us, this notion of a trade route is best expressed through the movement of a spiral. The “goods” or fruits of the trade are like a crystal, expressing openness through a void in its 3D geometry. The intersection of these geometric forces creates a balance between the curved and the linear, between presence and absence, between history and a projection of the future. To achieve this end, I have invited Wyandot Elder Catherine Tammaro to be a collaborative artist on the project, sharing her expe- rience and perspective on how this sculpture is a representation of finding our voice. - 131 - THE WINDING ROAD The sculpture proposes a spiral as an Ancestral symbol equated with finding voices imbued in the land. The Spiral is akin to the inner apparatus of the ear as in hearing of voices latent within the land. In Wyandot culture, special indi- viduals were understood to be able to hear the voices of the natural world. The layers of significance embedded in this form make it a dynamic symbol for the historic presence of the indigenous pathway that was colonized and trans- formed into Hwy 2. We want to create space to reflect on this important history through this piece. The spiral also moves energy on site that helps to achieve a sense of balance. Its implied movement counteracts the lopsided placement of the artwork on the gravel bed. In addition, by massaging the spiral, we create a form that responds to the morphology of the intersection, as expressed in the diagram to the right. These thoughtful yet subtle changes invite pedestrians to sit and reflect on the presence of the artwork that is aligned to the built forms and the history of the site. Upon reflection, some may recognize the prevalence of copper in spiral forms used in the healing arts, such as crystal grids. They may understand that the reason for this is that copper is an excellent conductor of electricity, supporting the efficient movement of energy. Some may recognize that the spiral also expresses the notion of resistance - that it won’t conform easily -aptly representing the legacy and longevity of traditions that have stewarded this land for generations which musn’t be forgotten despite our secular, economically-oriented priorities. Finally, a foundation of my art practice as well as Catherine’s is the connection public art engenders with larger cosmic phenomena. Reflected in the way beans grow up the cornstalk, nature moves in spirallic forms as expressed in many geo-spiritual sites all over the world. It echoes movement in celestial spaces as well as visualized as orbital. Often honoring the feminine in contrast to the linear symbolizing masculine, the spiral is an opportunity to connect the site with marginalized yet universal voices of the underlying, often hidden nature of reality. - 132 - CUBIC PROPORTIONS In contrast, the spiral hosts a linear crystalline form known as the cube. In the world of sacred geometry which is foundational of our symbolic art practices, the cube is often association with the element of earth - its is a building block of human and natural development. Its three axes imply the dimensionality of terrestrial life - height, length and width - and its 90 degree angles speak to the modern ethos of building, science and technology. In this way it offers a reminder of the modernizing approach that transformed the site into a node along Highway 2, the enterprising work of John Graves Simcoe. We invite the cube to transform from a heavy, rigid crystal into an open, light and airy presence. In effect, the spiral is creating this transformation - the exis- tence of trade gives new interpretations to processes and products. Its separa- tion into eight tetrahedrons seems to defy gravity in its new order, its dynamic position representing the notion of progress and movement forward. This is further reflected in the choice of stainless steel, brushed or polished, giving a sleek architectural edge to the crystalline form. FINDING THE VOID The voided cube is a space of openness and silence. This new space allows traditional lifeways to inspire modernity instead of erasing them. The organic materiality is an expression of grassroots creativity and traditional craft in con- trast to the metallic exterior faces of the cube. Cast in concrete in-laid with bronze, the surfaces along the void allow us to see our open journey clearly - we see the spiral through the geometry of the cube. It speaks of transparency, the unseen, the Great Mystery holding within it equality and order - a bal- ancing of priorities (not duality) through harmonic proportion and flow. - 133 - LAYERS WITHIN The surfaces of the void are a site of symbolic language expressed through bronze in-lays embedded in the concrete. These symbolic reflections speak to physical alignments and understandings of the interplay between the cosmic elements. Symbols used universally and understood in diverse cultural spaces speak to the community within Pickering and those outside - it is a point of connection that is both boundary-less and timeless. Originating in alchemical diagram, these symbols activate and change dross into gold, bringing forth deeper understandings of the nature of the multiverse. This aspect of the project is of special purview of Elder Catherine, who summons the traditional knowledge of her indigenous ancestry in her art practice. THE NATURE OF NATURE ayukwenodih is about the nature of intersections - one may even say, the nature of nature. It is a reflection on how diverse communities that have settled in Canada can celebrate shared principles from global traditions through the lens of Indigenous communities, stabilizing a paradigm of unity. The search for our voice is not just about what to say, but about listening to others - this is what is emphasized through the concept of the void - and the void itself. The jewel-like presence on a site dominated by vehicular traffic is designed to create an echo through its visual presence - as if emanating a healing frequency throughout the intersection. The shapes in space become talismanic perhaps; an energetic signature created by the interaction of positive and negative spaces. Its play between machined reflection and hand crafted mosaic stone suggest the balance between industrial and natural presences - the importance of our individual creativity as well as innovation in engineering/design. This is a connection that is emblematic for Pickering - a city invested in nuclear technology and creative spaces for diverse populations. It is about the search through various layers to find oneself - one’s voice/one voice/many voices and the presence of absence/silence/observation and beauty. - 134 - drawings - 135 - 3'-11" 0'- 1 1 " 3' - 1 0 " 9'-0" 8'- 1 0 " Ø2'-6" Ø12'-2" 1 4 2 5 5 6 3 BENCH BY OTHERS FOUNDATION EXSITING POURED CONCRETE 1 2 FENCE EXISTING FENCE 3 TRAJECTORY ALIGN WITH SOUTH EAST CORNER 4 RINGS SPIRALLING FORM AROUND CUBE SITE PLAN 5 ARTWORK ZONE APPROXIMATE EXTENT OF ARTWORK 6 0 5’ - 136 - 4'-9 " 2'-11" 6'- 1 1 " Ø2'-6" 7' - 1 0 " 2 3 ° Ø12'-2" 1 4 2 5 6 2 2 2 2 3 3 BASE PLATE 1/2” ALUM WELDED TO RINGS MIN 4 X 3/4” DIA ANCHORS RINGS 3.5”X1.5” FORMED ALUM ANODIZED 1 2 GUSSETS UNDER SIDE OF BASEPLATE; BOLT TO EXISTING FOUNDATION 3 POST 3.5” DIA WELDED TO BASE PLATE TO SECURE CUBE 4 CONC FOUNDATION EXISTING POURED PIER FOUNDATION PLAN 5 BENCH EXISTING SITE CONDITION 6 0 5’ - 137 - 7'-10 " 3' - 1 " 2 3 ° 0 ' - 4 " 7' - 1 0 " 2'-10" 8'-2" 2 8 2 8 9 1 877 7 9 8 8 6' - 2 " 12 ' - 8 " 2 6 1 BASE PLATE 1/2” ALUM WELDED TO RINGS MIN 4 X 3/4” DIA ANCHORS 2 RINGS 3.5”X1.5” FORMED ALUM ANODIZED 3 GUSSETS UNDER SIDE OF BASEPLATE; BOLT TO EXISTING FOUNDATION 4 POST 3.5” DIA WELDED TO BASE PLATE TO SECURE CUBE 5 CONC FOUNDATION EXISTING POURED PIER 6 BENCH EXISTING SITE CONDITION 7 INTERNAL STRUCTURE DOWEL CONNECTIONS FOR CUBETO RINGS/SPIRAL 8 EXTERNAL FACES 3/16” THICK POLISHED STAINLESS STEEL (OUTSIDE OF CUBE) 9 INTERNAL FACES CAST CONCRETE WITH BRONZE IN-LAY TOP OF SCULPTURE PLAN 0 5’ - 138 - 5' - 4 " 8' - 6 " 7 8 7 2 29 9 88 7 1 3 3 5 2'-3" 2'-6" 2'-3" 2'-10"2'-11" 6'-11" 2'-10"2'-11" 12'-8" 1 BASE PLATE 1/2” ALUM WELDED TO RINGS MIN 4 X 3/4” DIA ANCHORS 2 RINGS 3.5”X1.5” FORMED ALUM ANODIZED 3 GUSSETS UNDER SIDE OF BASEPLATE; BOLT TO EXISTING FOUNDATION 4 POST 3.5” DIA WELDED TO BASE PLATE TO SECURE CUBE 5 CONC FOUNDATION EXISTING POURED PIER 6 BENCH EXISTING SITE CONDITION 7 INTERNAL STRUCTURE DOWEL CONNECTIONS FOR CUBE TO RINGS/SPIRAL 8 EXTERNAL FACES 3/16” THICK POLISHED STAINLESS STEEL (OUTSIDE OF CUBE) 9 INTERNAL FACES CAST CONCRETE WITH BRONZE IN-LAY FRONT ELEVATION 0 2’-6” - 139 - 5' - 4 " 8' - 6 " 7 8 7 2 2 9 889 7 1 3 3 5 2'-3" 2'-6" 2'-3" 2'-10"2'-11" 6'-11" 2'-10"2'-11" 12'-8" 1 BASE PLATE 1/2” ALUM WELDED TO RINGS MIN 4 X 3/4” DIA ANCHORS 2 RINGS 3.5”X1.5” FORMED ALUM ANODIZED 3 GUSSETS UNDER SIDE OF BASEPLATE; BOLT TO EXISTING FOUNDATION 4 POST 3.5” DIA WELDED TO BASE PLATE TO SECURE CUBE 5 CONC FOUNDATION EXISTING POURED PIER 6 BENCH EXISTING SITE CONDITION 7 INTERNAL STRUCTURE DOWEL CONNECTIONS FOR CUBE TO RINGS/SPIRAL 8 EXTERNAL FACES 3/16” THICK POLISHED STAINLESS STEEL (OUTSIDE OF CUBE) 9 INTERNAL FACES CAST CONCRETE WITH BRONZE IN-LAY REAR ELEVATION 0 2’-6” - 140 - 5' - 4 " 8' - 6 " 7 8 7 2 2 8 8 8 7 6 4 1 3 5 8'-2" 1 BASE PLATE 1/2” ALUM WELDED TO RINGS MIN 4 X 3/4” DIA ANCHORS 2 RINGS 3.5”X1.5” FORMED ALUM ANODIZED 3 GUSSETS UNDER SIDE OF BASEPLATE; BOLT TO EXISTING FOUNDATION 4 POST 3.5” DIA WELDED TO BASE PLATE TO SECURE CUBE 5 CONC FOUNDATION EXISTING POURED PIER 6 BENCH EXISTING SITE CONDITION 7 INTERNAL STRUCTURE DOWEL CONNECTIONS FOR CUBE TO RINGS/SPIRAL 8 EXTERNAL FACES 3/16” THICK POLISHED STAINLESS STEEL (OUTSIDE OF CUBE) 9 INTERNAL FACES CAST CONCRETE WITH BRONZE IN-LAY SIDE ELEVATION 0 2’-6” - 141 - 8 7 8 8 7 9 9 9 8 7 8 7 2 8 4 STRUCTURE The structure of the sculpture can be divided into two main areas: the spiralling rings and the cube. The aluminum rings, which may ultimately be a rolled tube or a rectangular section, are welded to a triangular base 1 plate which is secured with gussets and anchors to the CONC FOUNDATION 1 BASE PLATE 5 existing concrete foundation. It provides three points of EXISTING POURED PIER 1/2” ALUM WELDED TO RINGS connection to the cube. The base plate also hosts a snub MIN 4 X 3/4” DIA ANCHORS 6 BENCH post which penetrates the bottom tetrahedron of the cube. 3 2 RINGS EXISTING SITE CONDITION 3.5”X1.5” FORMED ALUM ANODIZED 7 INTERNAL STRUCTURE The cube is a composition of external and internal faces. 3 GUSSETS DOWEL CONNECTIONS FOR CUBE The external faces are 3/16” or similar thickness of folded TO RINGS/SPIRAL UNDER SIDE OF BASEPLATE; BOLT TO EXISTING FOUNDATION stainless steel (polished or brushed TBD). They host cast EXTERNAL F5 8 ACES concrete embossed to allow for a bronze in-lay of the 3/16” THICK POLISHED STAINLESS 4 POST STEEL (OUTSIDE OF CUBE) selected symbols. Four of the eight tetrahedrons forming 3.5” DIA WELDED TO BASE PLATE TO SECURE CUBE the cube are secured with an internal plate and dowel 9 INTERNAL FACES which have bolted connections to the spiralling rings. CAST CONCRETE WITH BRONZE IN-LAY - 142 - renderings - 143 - SOUND WAVES The implied movement of the spirals act like a visual representation of a voice amplifying from the center of the crystal like cube. - 144 - INTERSECTIONS The intersection of the linear cube with the curved spiral draws interest and appeal at the intersection of Kingtson and Whites roads. - 145 - LAYERS WITHIN The internal faces of the cube radiate through the void, inviting reflection on the symbolic, universal language within the sculpture. - 146 - 360 EXPERIENCE The sculpture is designed to be engaging from all angles, its dynamic spiral and voided cube creating layers of interest at various scales. - 147 - ILLUMINATED A single exterior wash light hidden behind the bench gives the sculpture a new voice in the evening, illuminating the intersection at Whites and Kings- ton Road. - 148 - As we are interested in a contrast between the exterior and interior of the cube created by the void, we wanted to show iterations of various material combi- nations. Our goal is that the exterior reads as machined - either brushed or polished stainless steel - that feels sharp, crisp and in a sense, futuristic. The internal surfaces however should read as softer, warmer, organic in texture and hand-crafted for an intimate feeling. The following four options offer potential combinations that express our desired intention: LIGHT & BRIGHT RAW RIVERSTONE CLASSICAL ALCHEMICAL ROSE HORIZON A note about the Copper Spiral: We chose copper for the spiral for each iteration because of the connection between copper as a metal of conductivity. Often used as a binding metal for crystal grids, there is an association with healing born out of copper which we feel gives color and life to the site which is dominated by greys. In addition, we propose to anodize the aluminum spiral with copper so it will not be subject to patina/oxidation over time; it will remain with a copper sheen as opposed to pure copper which would turn teal. An example of copper spirals used as a material to generate movement of energy centered on a crystal material options - 149 - LIGHT & BRIGHT POLISHED STAINLESS STEEL EXTERIOR X PAINTED WHITE PORCELAIN MOSAIC WITH A DARK GROUT A clean and airy combination with sufficient contrast. White mosaic could be discarded porcelain and ceramic outdoor tiles, or could be arrange to form patterns. - 150 - RAW RIVERSTONE POLISHED STAINLESS STEEL EXTERIOR X ASSORTED RIVER STONES A refreshing natural palette of local river stones echoing gravel bed below which offers charm of nature’s graceful aging. - 151 - CLASSICAL ALCHEMICAL POLISHED STAINLESS STEEL X BRONZE IN-LAY ON WHITE CONCRETE An opportunity to have a symbol expressed on each interior face by cutting out bronze pieces and in-laying them into embossed concrete forms. - 152 - ROSE HORIZON ROSE QUARTZ INTERIOR, POLISHED STAINLESS EXTERIOR The Rose Quartz is a local stone that is durable and cozy, creating warm reflections and inviting contemplation. - 153 - budget & maintenance - 154 - # CATEGORY ITEM DESCRIPTION UNIT # OF UNITS $/UNIT ESTIMATE WHO 1 ARTIST FEES LEAD ARTIST 10% JAVID JAH PERCENTAGE $8,000.00 JAH CONSULTING ARTIST 5% ELDER CATHERINE TAMMARO PERCENTAGE $4,000.00 D.D.D. 2 DESIGN DETAILED DRAFTING INCLUDING SHOPS DWGS, INSTALLATION DOCUMENTS, TECH REVIEWS, DESIGN DEVELOPMENT MEETINGS; RENDERING AS REQUIRED HRS 30 $100.00 $3,000.00 JAH ASSISTANT DESIGNER HRS 20 $60.00 $1,200.00 CAROL ANN STAMPED SET FOR PERMIT, SHOP DWG REVIEW, STRUC ENGINEERING SITE VISITS AS REQUIRED ESTIMATE $2,000.00 BLACKWELL 3 PERMITTING FEES TBD LUMP SUM $500.00 CITY 4 MATERIALS ALUM BASE PLATE, GUSSETS, INTERNAL PLATES AS STRUCTURE REQUIRED ESTIMATE $1,500.00 WESSMARK BRUSHED OR POLISHED STAINLESS STEEL CLADDING EXTERNAL SURFACES OF CUBE ESTIMATE $7,000.00 CNC PROFILES FORM AND CAST LIGHT CONCRETE WITH EMBOSS FOR INLAYS ESTIMATE $5,000.00 QUBE INC BRONZE INLAYS FOR SYMBOLS IN CONCRETE ESTIMATE $6,000.00 CNC PROFILES ALUM AND STEEL PARTS, FORMED FOR BRACKETS, MISC COMPONENTRY ANGLES, AS REQUIRED; ESTIMATE $1,500.00 QUBE INC FASTENERS AS REQUIRED FINAL SPEC TBD ESTIMATE $500.00 FASTENAL Exterior Wash 110, 10°, US, ALU, QUAD RGBW LEDs LIGHTING (90513545) [SPECIALIZED LENS FOR PROJECTION] PER UNIT 1 $1,200.00 $1,200.00 HARMAN PRO 5 FABRICATION TOWARDS PORTION OF EXISTING STUDIO RENTAL STUDIO RENTAL 66% APPROX REQUIRED SPACE PER MONTH 4 $1,200.00 $4,800.00 MAWG ALEX AKBARI, QUBE INC OVERSEE ALL ASPECTS OF FABRICATION INCL WELDING, CONNECTION DETAILS; LIGHTING, PREP FOR SHIPPING, AND SITE LEAD FABRICATOR DIRECTION AS REQUIRED; 10% OF BUDGET PERCENTAGE $8,000.00 QUBE INC ARGON & FILLER RODS AS REQUIRED FRAMES, COMPONENTRY, BRACKETING, ANCHORING WELDING SUPPLY CONNECTIONS, ETC ESTIMATE $300.00 JOSEFGAS BRUSHING/POLISHING & COATING OF ALUM/STEEL FINISHING FINAL SPEC TBD ESTIMATE $3,000.00 QUBE INC 6 SHIPPING DELIVERY TO SITE TRUCKING SPEC TBD ESTIMATE $1,500.00 RELOCATION ENGINEERS CRATING PACKAGING AS REQUIRED FOR SAFE TRANSPORT ESTIMATE $1,200.00 RELOCATION ENGINEERS 7 INSTALLATION FOUNDATION CONCRETE PIER SUPPLIED PER UNIT $0.00 TBD EQUIPMENT (SCISSORLIFT, TELEHANDLER AND OR ERECTION CRANE TBD) + SCAFFOLDING ESTIMATE $2,000.00 UNITED CLADDING COMPONENTS, DETAILING, MISC SITE ASSEMBLY TROUBLESHOOTING, SITE LABOUR ESTIMATE $1,500.00 QUBE INC ELECTRICAL PANEL AT SUPPLY, CIRCUITS FOR FIXTURES, ESA ESTIMATE $1,000.00 QUBE INC 8 INSURANCE CGL $2M POLICY IN EFFECT ESTIMATE $340.62 CJB SUBTOTAL $65,040.62 HST $8,455.28 CONTINGENCY 10% $6,504.06 TOTAL $80,000.00 - 155 - This public art work is designed to have the most minimal require- ments for maintenance. A seasonal powerwash may be the only requirement to remove dust and debris that may accumulate after winter, especially given proximity of the major road ways. The follow- ing is an overview of the material selections which enable this sculp- ture to be maintenance free: COPPER ANODIZED ALUMINUM As opposed to using real copper, the anodized option prevents oxida- tion and patina over time. It is a resilient finish that can also receive an anti-graffiti coating if deemed necessary. STAINLESS STEEL The external faces of the cube are stainless steel which is a robust and resilient, unchanging material. This may be brushed or polished depending on the final decision of all consulting parties (there may be issues with polished reflective surfaces at a vehicular intersection). Again an anti-graffiti coating can be applied if deemed necessary. CONCRETE WITH BRONZE IN-LAYS The concrete will certainly be resilient over-time as well as the bronze. This is a classic proven combination of materials designed to last through years of difficult Canadian winters. An anti-graffiti proofing could be used if required. LIGHTING While we understand the risk of having exposed lights that could be smashed, we recommend having one exterior grade wash light hidden behind the bench close to grade that illuminates the piece at night. This will give the work presence and make it a locus of interest year-round when the days get shorter. - 156 - team - 157 - ARTIST TEAM JAVID ALIBHAI • JAH CATHERINE TAMMARO ALEX AKBARI LEAD ARTIST & DESIGNER COLLABORATING MULTIDISCIPLINARY ARTIST FABRICATION & INSTALLATION CAROL ANN APILADO MICHAEL HOPKINS TOM LOACH GRAPHIC DESIGN & DRAFTING STRUCTURAL ENGINEERING CNC PROFILES INC. (SUPPLY & CUTTING) - 158 - thank you. - 159 - Letter of Understanding Public Artwork Agreement SCHEDULE B Place of Installation - 160 - Letter of Understanding Public Artwork Agreement SCHEDULE C Detailed Fabrication Schedule WORK PLAN The completion dates for each phase of the project as set out below shall be finalized upon final determination of the construction commencement date and prior to commencement of the Phase 2 services. Phase 1 – July 8, 2024 •Agreement signed by all parties •Proof of insurance and WSIB provided to the satisfaction of the City Phase 2 -To be completed by July 29, 2024 to the satisfaction the City (PAYMENT) •Preliminary Drawings of all components and connections •Preliminary fabrication schedule and Pricing Phase 3 -To be completed by August 12, 2024 to the satisfaction of the City •Final design and pricing This phase will include the following approvals by the client: •Preliminary engineer review •Design drawings, including all components and connections. Phase 4 -To be completed by August 26, 2024 to the satisfaction of the City (PAYMENT) •Completion of detail design. This phase will include the following approvals by the client: •Final sign-off of shop drawings for production •Shipping & installation plan completed, in cooperation with stakeholders and other relevant contractors, and to the satisfaction of the City. - 161 - Letter of Understanding Public Artwork Agreement Phase 5 -To be completed by October 21, 2024 to the satisfaction of the City •Complete off-site fabrication of Artwork and all its components, to the satisfaction of the City. Allpermits and approvals acquired. Phase 6 – To be completed by October 31, 2024 to the satisfaction of the City (PAYMENT) •Complete on-site installation of the Artwork and all its components, to the satisfaction of the City. •Delivery of maintenance manual, including Photographic documentation, Artist statement, Biography •Attendance at the unveiling event in October, 2024. •Final acceptance of Artwork to the satisfaction of the City. - 162 - SCHEDULE D Terms of Reference Kingston Road and Whites Road, Pickering December 11, 2023 Land Acknowledgment The City of Pickering resides on land within the Treaty and traditional territory of the Mississaugas of Scugog Island First Nation and Williams Treaties signatories of the Mississauga and Chippewa Nations. Pickering is also home to many Indigenous persons and communities who represent other diverse, distinct, and autonomous Indigenous nations. This acknowledgement reminds us of our responsibilities to our relationships with the First Peoples of Canada, and to the ancestral lands on which we learn, share, work, and live. Public Art in the City of Pickering The City of Pickering is committed to and supportive of the benefits of public art and recognizes that art in public spaces is a valuable asset that enhances the social/cultural, built heritage and natural environments. Through public art, we beautify our environment; engage the community in Creative Place-Making; and, celebrate our values, stories, culture, heritage, and diversity while defining our unique identity. Public Art enhances quality of life for citizens and visitors; and, strengthens community pride, tourism and economic growth. Project Description: Public Art Commission for Kingston Road and Whites Road, Pickering The City of Pickering’s Cultural Strategic Plan (2014) outlines the City’s commitment to collaborate with the community to celebrate our cultural diversity, heritage and the arts; to sustain our natural environment; to foster a creative economy; and to strengthen our vibrant neighbourhoods. The artwork will be located at the North-West corner of Kingston Road and Whites Road, Pickering. The City has already designated the location and has installed the surface onto which the work can be secured. Photos below: Photo of the location including the base for the artwork 1 - 163 - Terms of Reference Kingston Road and Whites Road, Pickering Ariel image of Kingston Road and Whites Road with artwork location View from Whites Road facing the base of the sculpture 2 - 164 - Terms of Reference Kingston Road and Whites Road, Pickering Base for sculpture located on the planter area This permanent public art piece is to be created by a professional artist/team. The work is to be highly durable. The material used to be resistant to damage caused by rocks, paint, and other vandalism. There are rocks at the base of the foundation so they are readily available and could encourage vandals. For example, steering clear of an installation that utilizes exposed lights or glass will be important. When creating your proposal consider your dimensions carefully as the work should not act as a barrier for visibility and ensure there are no potential obstructions to the site and/or traffic. Please refrain from incorporating images and text that are vulgar, aligned with controversial themes, religious themes etc. Site History and Neighbourhood Context: Kingston Road, also known as Highway 2, holds significant historical importance as one of the oldest travel and trade routes connecting Toronto to eastern Ontario. Before Kingston Road became a colonial route under John Graves Simcoe, it existed as a trail 3 - 165 - Terms of Reference RFBWP used by Indigenous peoples, likely for thousands of years. The trail played a vital role in connecting Indigenous communities and was used as a significant travel route by First Nations peoples long before European settlement. The trail served as a crucial link between Lake Ontario and Lake Simcoe, enabling Indigenous peoples to access important resources, such as fish, game, and plants, in different seasons. It also facilitated trade networks, allowing for the exchange of goods, knowledge, and cultural practices between Indigenous communities. In the late 18th century, John Graves Simcoe incorporated the existing trail when establishing a colonial route between Toronto and Kingston in order to foster trade, settlement, and military connections within Upper Canada. Today, Kingston Road continues to connect people and facilitate trade across Ontario. Artist Selection Process: Commission Per the City of Pickering Public Art Policy (CUL 130) section 09.01, a Public Art Jury must be established to evaluate artist proposals and artwork donations in accordance with the Artist Evaluation Criteria in Section 9.04 and Acquisition Criteria in Section 10.0 of this Policy. Additionally, as per the Purchasing Policy (PUR 010) Public Art Project purchases or Public Art projects with costs that exceed $25,000 are subject to Council approval. While the ultimate objective of the Public Art Jury is to reach an unanimous decision, members may be divided in their evaluations and as such, a Public Art Jury will consist of uneven numbers to enable a majority vote. Appointees to a Public Art Jury may consist of: •A minimum of two resident members from the Cultural Advisory Committee.•A minimum of one professional artist or curator. •Stakeholders of the project. This may include program participants that are related to the project, architects, designers or consultants associated with a project, community group representation, or other relevant representatives. •A minimum of 5 and maximum of 9 people on the Jury. These members can be stakeholders in the projects, and are not required to be residents. City Staff will not be voting members of the Jury. The Public Art Jury will: •Evaluate and select artwork, in accordance with the Artist Evaluation Criteria in Section 9.04and Acquisition Criteria in Section 10.0 of this Policy. •Advise on the development and implementation of selection, acquisition, maintenance, and deaccession of artistic works to which this Policy applies. 4 - 166 - Terms of Reference RFBWP •Advise and or review to the City, on proposed gifts, donations and bequests to the City in accordance with established guidelines. •Review and put forward a recommendation to acquire for endorsement of the Cultural Advisory Committee to acquire the proposal with the best marks, or put forward for community consultation. The Jury will be subject to City policies to ensure fair and equitable treatment of all participants in the process and to ensure their recommendations are without bias. All decisions made by the Public Art Jury shall be endorsed by the Cultural Advisory Committee. Artist Evaluation Criteria When evaluating specific artwork proposals, the Public Art Jury will consider the vision, mandate and objectives of the Public Art Policy and the specific aims in the project brief. The Public Art Jury (as per section 09.01) will also consider the artist’s: •artistic excellence of previous work; •ability to achieve the highest quality of contemporary artistic excellence and innovation; •professional qualifications and relevant working experience as related to the public art project brief; •ability to manage a project and experience working with a design team, project team and/or community group, as appropriate; •potential to comprehend, access and interpret relevant technical requirements; and, •interest in and understanding of the public art opportunity and the context. Selection Considerations Artwork being considered for acquisition regardless of the acquisition method should take into account the following: Community Relevance and Impact •Suitability for display in a public space •Reflects the City’s heritage, and/or history, culture and diversity, and/or natural elements and landscapes•Builds appreciation for public art Overall Quality and Authenticity •Originality of design•Intrigues viewers and stimulates imagination•Artist reputation, demonstrated and related experience •Condition of the artwork 5 - 167 - Terms of Reference RFBWP Location •Site suitability•Response to or complements the location’s uses and users Economic Value •Short and long term costs•Tourism potential Installation Maintenance & Conservation •City’s ability to accommodate installation requirements •City’s ability to safely display, maintain and conserve the work •Long-term maintenance cost•Longevity of the artwork•Environmental impact Submission •Compliance with guidelines outline in the Public Art Policy and accompanying “Call to Artist” •Quality of the approach/work plan and methodology•Ability to meet budgetary estimates and timelines Additionally, the City will not purchase or display art that: •Violates any City policy; •Conveys a negative message that might be deemed prejudicial; •Promotes alcohol and other addictive substances; Ppresents demeaning or derogatory portrayals of individuals or groups or contains anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence; and, •Is in direct competition with City of Pickering services, programs or initiatives. The finalist artist (artist team) will work closely with City Staff to refine their concept proposal to the requirements of the site and other conditions for project realization. 6 - 168 - Terms of Reference RFBWP Overall Project Timeline Date* Project Phase September 25, 2023 Issue Call to Artists: EOI October 30, 2023 Call to Artists: EOI Submissions due Week of November 6, 2023 Shortlisted Artists notified December 11, 2023 Issue of Terms of References (RFP) December 30, 2023 Submit Initial Concept February 5, 2024 Final Conceptual Presentation Proposals due Week of February 5, 2024 Artists presentations Week of March 1, 2024 Deadline to notify selected Artist Project Contract signed and executed for project Week of April 1, 2024 deliverables*. *Subject to Council approval of the project Technical Review with project staff. This meeting will provide the selected Artist with further Second week of April 2024 technical specifications and feedback on the submitted conceptual artwork from lead project staff from the City September 2024 Anticipated installation date *Schedule is subject to change 7 - 169 - Terms of Reference RFBWP Budget Budget: $80,000 CAD (maximum) including HST. This is the total amount available for all related expenses of this public art project including, but not limited to: artist fees, all applicable taxes, detailed renderings, materials, technical consultations and approvals or other expertise as required, fabrication, installation, insurance, equipment, travel to meetings and to the site, and an artist statement for completed work. The selected artist will enter into a written agreement with the City of Pickering following the approval of the acquisition of the public art. This agreement will address the artist's obligations, which include, but are not limited to: •Materials•Time lines •Installation•Maintenance and/or conservation plans•Warranty •Copyright, Intellectual Property and Moral Rights •Payments to sub-contractors Conceptual Design Considerations Please consider the following in developing your concept proposal: Site Specific Parameters: The space allocated for the artwork is as shared above. •The work is to be highly durable. The material used to be resistant to damage caused by rocks, paint, and other vandalism. •There are rocks at the base of the foundation so they are readily available and could encourage vandals. For example, steering clear of an installation that utilizes exposed lights or glass will be important. When creating your proposal consider your dimensions carefully as the work should not act as a barrier for visibility and ensure there are no potential obstructions to the site and/or traffic.•Please refrain from incorporating images and text that are vulgar, aligned with controversial themes, religious themes etc. If the artwork has an overhead element, it should have a minimum clear height of 3m to permit people to pass underneath. •The work will be installed on the concrete base which is located in a bed of rocks hence the work should not promote direct interaction.•Must be mounted onto the concrete base.•Currently, DRPS is performing examination of the location as the roads are scheduled for construction and upgrades from 2024 to 2026 which will affect the unveiling of artwork. The work’s official unveiling might be postponed as well the work may be covered until the road work is completed for safety and preservation purposes. 8 - 170 - Terms of Reference RFBWP Artwork Materials, Maintenance and Public Safety •Digital, multi-media and 2 dimensional artworks are not being considered for this project.•Artwork materials should be suitable for a lasting public, outdoor sculptural artwork.•Artwork that incorporates live plants, water source or fountain will not be considered.•Artwork that relies on digital projections or light fixtures will not be considered. •Materials selected can make a significant difference regarding the life span of apermanent artwork in an outdoor environment. However, material selection alone is not the only determining factor, quality of workmanship, fabrication, and design details all play a significant role in an artwork’s durability.•Materials recommended must be available locally and adhere to safety standards. •Artwork construction of any freestanding sculptural artwork must conform to the Ontario Building Code. Municipal codes and by-laws are available on the City of Pickering’s webpage: https://www.pickering.ca/en/city-hall/zoning-by-laws.aspx •All artwork components must be able to shed water (avoiding problems of water build up and infiltration), be durable and constructed of materials resistant to oxidation and corrosion. •Wintertime salt spray should be taken into account.•The artwork should be designed to minimize the potential for defacement, graffiti, vandalism, skateboarding, etc. Most materials will require an anti-graffiti coating. •The artwork must not have components that are sharp, easily climbable or encourageclimbing. •The artwork must not interfere with site maintenance, including snow removal during winter months.•The artwork should not create a situation where a lack of visibility creates a securityrisk orperceived security risk. Access and Views •The artwork must be designed to be barrier-free and accessible to maintenance staff, in all seasons•The artwork shall be designed to be viewed from all sides and not be one sided•The artwork should not interfere with pedestrian flow and traffic. •Artists (artist teams) should take into account that the site is a public space frequented by people of all ages.•Viewers of the artwork will be primarily users who travel the route, as well as passing pedestrians and residents of the area. All public art submissions must include a detailed manual from the artist outlining the maintenance and/or conservation plan. The selected artist will be required to submit drawings certified by a structural engineer licensed to operate in Ontario, at their own expense. 9 - 171 - Terms of Reference RFBWP Artist Proposal Requirements The short-listed artists are invited to submit and present in-person their conceptual design proposal in a PowerPoint presentation. Short-listed artists will be paid a fee of $1,500.00 (including HST) for their submission of a complete conceptual design proposal. Short-listed artists must attend an interview and present their proposals (online presentations may be accommodated) to the public art jury the week of February 5, 2024. Design proposals must include: •Written Project Description and Artist Statement. •Proposal concept sketches, renderings, design details, and a plan to show location. •Details on proposed materials and any other relevant information to explain theproposed project. •A preliminary budget outlining critical costs such as production/fabrication, professional fees, such as engineering drawings, etc., transportation and installation including proposed payment timeline.•Preliminary list of sub-contractors, fabricators, collaborators for the project •Preliminary Conservation or Maintenance Plan and projected maintenance costs for 25 years Deadline for submissions is February 5, 2024 at 4 pm, EDT. Email submissions to: sbarakov@pickering.ca Post Competition Procedure Final Recommendation and Awarding of the Commission •The Public Art Jury will select one finalist artist (artist team) and make its recommendation to the City.•No appeals from artists (artist teams) are permitted. •The Public Art Jury may offer suggestions as to ways the design concept could be refined.•The Public Art Jury may elect not to choose a finalist artist (artist team). •No official winner of the competition may be made public until the agreement between the City of Pickering and the finalist artist (artist team) has been determined. Ownership, Use of the Artwork by the Finalist Artist (Artist Team) and Copyright Artwork acquired for the Public Art Collection shall become the property of the City of Pickering except those artworks subject to the parameters for Temporary Public Art as outlined in CUL 130 Public Art Policy. The City will respect the artist's right of authorship and the integrity of the public art. Except in very rare circumstances, the Artist(s) shall own all Intellectual Property in the work developed. Following best practice in North American Public Art Programs, they will not be asked to waive their Artist Moral Rights or assign their copyrights. 10 - 172 - Terms of Reference RFBWP Artist(s) will be asked to provide a royalty-free non-commercial license to the City of Pickering for images of their work in perpetuity. Artist(s) must attend the unveiling event and give a short speech regarding their work. Basic Conditions – Future Agreement(s) between the Finalist Artist (Artist Team) and City of Pickering The finalist artist (artist team) and the City of Pickering will enter into an Agreement, which will include the identification of the scope of work to be performed by the artist, payments and performance schedules to be followed. Questions & Contact Artists may submit questions about any aspect of this competition by email to the following address: sbarakov@pickering.ca Stoyan Barakov Coordinator, Public Art Community Services M: 289.200.7829 T: 905.420.4660 ext.1097 sbarakov@pickering.ca Attachment 1: Site drawings of the base for the sculpture 11 - 173 - - 174 - 7 S102-0 3-15MCONT TOP 300 10ML-BAR@ 300 o/c NOTCHTBD 25 CHAMFERCORNER TYP XA 10MTIES @ 300 o/c M 05 4-15MT&B OF FTG 4 T/O GRADE 2 NS102-0 IM 003 NOTES: 1. REFER TO CIVIL FORLOCATION 600 & ELEVATIONOF CONCRETE. TR NOTES: UE NORTH 1. PROVIDECONSTRUCTIONJOINT AT A MAXIMUMOF 18mc/c UNO. SUBMIT LOCATIONSTO CONSULTANT FOR REVIEW. P R O 2. PROVIDE38x89VERTICALKEYWAYATCONSTRUCTION JOINT LOCATIONS.N O J E R C T BENCH 3. REFER TO ARCHITECTURAL DRAWINGSFORLOCATION ANDEXTENT OF BENCHWALL.T H 1 2 BENCHSECTION S102-0 S102-0SCALE: 1 : 50 SCALE: 1 : 20 ALTERNATE ORIENTATION OF BLOCKS EACHCOURSE 2300 10MSTIRRUPS @ 200CONFIRM w/ ARCH 6 S102-0 J JCC 4-15MVERTS FULL HEIGHT OF PILASTER (1-EACHCORE) 4 C L S102-0 5 BIKE SHELTER MASONRYPILASTER REFERTO LANDSCAPE DWGS S102-0 SCALE: 1 : 20 PRECAST MASONRY CAP ANCHORBIKE SHELTER TO REFER TO ARCH FOUNDATIONINACCORDANCE CJ CJ w/ MANUFACTURER'S RECOMMENDATIONS 15M250 EPOXY COATEDDOWEL EXTEND150 INTOPILASTER& 15MU-BAREQUALLY EPOXIEDINTO CAP 10MTIES @250 o/c SPACEDE/W TOP TOP 3 @ 50 o/c SIM 5 190 CMUPILASTER RE REFER TO 5/ S102-0 R S101-0 T/O GRADE UT FOR LAYOUT CAFUN 4-15M1300 DOWELS H A 40 C M 0 EMBED600 (MIN)INTO R 0AR7/CONCFOUNDATION E3w8T 16-20MDOWELS EXTEND 3 5 CJ CJ 0 M L6E53 TO TOP OF PILASTER 50 CHAMFER RI HFS TYP N E 150 THK CONCRETE SLAB-ON-GRADE O KCI r/w15M@ 300 o/c E/WMID-DEPTHON 0B /w MIN150 THK GRANULARMEETING REQUIREMENTS OF OPSS 020 T/O GRADE M COMPACTEDTO A MIN100% SPMDD 03RIFOVERPREPAREDSUBGRADE AS PER 400 NO GEOTECHNICAL REPORT 1375x1375x700 DP 5CSIZE & LOC'NTO BE CONFIRMED w/ ARCH CONCPILASTER 7 TYP 6-15M@ 300 o/c E/WBOT NOTE: SLAB REINFORCEMENT NOT SHOWNFORCLARITY. 20Ø THREADEDRODS EPOXY ANCHORED 10MTIES @300 o/c INTO PILASTERINACCORDANCE w/ BIKERACKSECTION NI TOP-3 @100 o/c 4 CJ CJ MMANUFACTURER'S RECOMMENDATION 0S102-0 0COORDINATE LAYOUT OF ANCHORRODS w/ SCALE: 1 : 20 51BIKE SHELTER MANUFACTURER TYP 12-15MVERT BARS 75 (4-EACH SIDE) COVER NOTES: 1. REFER TO ARCHITECTURAL & LANDSCAPE C L DRAWINGS FORLOCATIONS. 1700x1700x300 DP CONCFOOTING 740 x740 PIER TYP 6-19Ø x 600 LG STAINLESS 760 STEEL HOOKEDANCHORS 6 MASONRYPILLARSECTION AT 500Ø CIRCLE PATTERN S102-0 SCALE: 1 : 20 J J R 0CCFINISHED G ADE 01 PROJECT NORTH E UR H POUREDCONCBASE FOR PUBLIC T TRON ART INSTALLATIONr/w8-15MVERT 3 BIKESHELTERFOUNDATIONPLAN CAGE & 10MTIES @300 o/c S102-0 SCALE: 1 : 20 00 81 NOTES: 1. FOUNDATION HAS BEEN DESIGNED FORA MAX 2500mmHIGHx 1000mmWIDE ART INSTALLATION WITHA MAX WEIGHT OF 1500 kg. 2. Mf AT TOP OF PIER= 3.5 kNm 3. Vf AT TOP OF PIER= 2.5 kN 7 ART INSTALLATIONFOUNDATION S102-0 SCALE: 1 : 20 Shell Canada Products HEAD OFFICE 400, 4th Avenue SW, Calgary, Alberta 3292 Production Way, Burnaby, BC V5A 4R4 604.444.6400 T 640.294.8597 F 300, 134 11 Avenue SE, Calgary, AB T2G 0X5 403 245 5501 T 403 229 0504 F ISSUED FOR 0 2022.04.25 CONSTRUCTION DOCUMENTS 1 2022.07.06 CRS002 METRIC THIS DRAWING IS COPYRIGHTED AND MUST NOT BE USED, REPRODUCED, OR REVISED WITHOUT WRITTEN PERMISSION. ALL DIMENSIONS ARE IN MILLIMETERS UNLESS OTHERWISE NOTED. VERIFY DIMENSIONS. DO NOT SCALE THIS DRAWING. REPORT INCONSISTENCIES AND OMISSIONS TO THE CONSULTANT FOR CLARIFICATION BEFORE COMMENCING WITH THE WORK. DEVIATIONS FROM THE CONTRACT DOCUMENTS WITHOUT WRITTEN APPROVAL FROM THE CONSULTANT ARE SUBJECT TO CORRECTION AT THE CONTRACTOR'S EXPENSE. SEAL KINGSTON & WHITES KDR 690 KINGSTON ROAD PICKERING, ONTARIO LOT 29, PLAN 40R-5414, PART 1 SITE DETAILS DRAWN: MDB CHECKED: DL PLOT DATE: 7/6/2022 8:24:15 AM 102-0 AECOM FILE NAME S102-0-DET-KRW-IFBP ON100021 - 2002350 C:\Revit\Local Files\DLG_2002350_ST_Site_BHermann@dialogdesign.ca.rvt S - 175 - Attachment 2 to Report CS 05-24 Call to Artists – Expression of Interest (EOI) Public Art Commission for Kingston Road and Whites Road, Pickering Deadline: October 30, 2023 at 4 pm EDT. Photo from the North-West corner of Kingston Road and Whites Road where the artwork is to be located. Artist Opportunity The City of Pickering invites artists or artist teams to respond to this Call for Artists to create a permanent outdoor public artwork to be installed at the North-West corner of Kingston Road and Whites Road, Pickering. As per the City of Pickering’s Public Art Policy (CUL 130) an artist is defined as the designer/creator of an artistic work and can include, but is not limited to, a professional artist, graphic designer, collaborative team, architect, or landscape designer. The total budget for the project, including artist fees, materials, and installation is $80,000 (including HST). The successful artist/ artist team will be selected through a two-stage process. One (1) artist/ artist team will be awarded the opportunity*. *This project and budget is subject to Council approval in 2024. 1 - 176 - Site Background The City of Pickering resides on land within the Treaty and traditional territory of the Mississaugas of Scugog Island First Nation and Williams Treaties signatories of the Mississauga and Chippewa Nations. Kingston Road, also known as Highway 2, holds significant historical importance as one of the oldest travel and trade routes connecting Toronto to eastern Ontario. Before Kingston Road became a colonial route under John Graves Simcoe, it existed as a trail used by Indigenous peoples, likely for thousands of years. The trail played a vital role in connecting Indigenous communities and was used as a significant travel route by First Nations peoples long before European settlement. The trail served as a crucial link between Lake Ontario and Lake Simcoe, enabling Indigenous peoples to access important resources, such as fish, game, and plants, in different seasons. It also facilitated trade networks, allowing for the exchange of goods, knowledge, and cultural practices between Indigenous communities. In the late 18th century, John Graves Simcoe incorporated the existing trail when establishing a colonial route between Toronto and Kingston in order to foster trade, settlement, and military connections within Upper Canada. Today, Kingston Road continues to connect people and facilitate trade across Ontario. Project Brief The City of Pickering’s Cultural Strategic Plan (2014) outlines the City’s commitment to collaborate with the community to celebrate our cultural diversity, heritage and the arts; to sustain our natural environment; to foster a creative economy; and to strengthen our vibrant neighborhoods. The artwork will be located at the North-West corner of Kingston Road and Whites Road, Pickering. The City has already designated the location and has installed the surface onto which the work can be secured. Detailed Terms of Reference will be provided to the shortlisted artist/ artists teams to help them prepare their concept. Budget $80,000 CAD including HST (maximum)*. This is the total amount available for all related expenses of this public art project including, but not limited to: artist 2 - 177 - fees, all applicable taxes, detailed renderings, materials, technical consultations and approvals or other expertise as required, fabrication, installation, insurance, equipment, travel to meetings and to the site, and an artist statement for completed work. *Subject to Council approval. The selected artist will enter into a written agreement with the City of Pickering following the approval of the acquisition of the public art outlined in the City’s Public Art Policy. This agreement will address the artist's obligations, which include, but are not limited to: •Materials •Timelines•Installation•Maintenance and/or conservation plans•Warranty•Copyright, Intellectual Property and Moral Rights •Payments to sub-contractors Selection Process Stage 1: Call to Artists – Expression of Interest (EOI) A public art jury comprised of city staff, practicing arts professionals, and community members will be established for the evaluation of the Stage 1 submissions. EXPRESSION OF INTEREST (EOI) SUBMISSIONSArtists/ Artist teams are invited to respond to this EOI by submitting a single pdf document including: •CV: Professional resume (3-pages max). If submitting as a team, anindividual resume should be submitted for each team member. •Artist statement: describe your interest in this project and share your experience in the field. You can submit a written document (1-page max) orrecord an audio or video message (MP3 or MP4 file, max 20 MB). •Portfolio of past work: Examples of relevant work. You may include multiple images per project on 1 page of a maximum to 10 projects (10- pages). Add tittle, year, scope, budget and a short description. 3 - 178 - •References: A list of at least two professional references familiar with yourwork and working methods. The list must include name, title, complete e-mail addresses and telephone numbers. Submissions must be sent by email to: sbarakov@pickering.ca Subject: LastName_EOI:KingstonRDDeadline: October 30, 2023 at 4 pm EDT. If the submissions exceed 20 MB, artists should contact Stoyan Barakov, Coordinator, Public Art who will provide a link to an external file share program. Incomplete submissions or submissions received after the deadline will notbe juried. Stage 2: Request for Proposal (RFP) The Public Art Jury will review all submissions and identify a short-list based on artistic excellence and demonstrated or perceived ability to create and execute an innovative, engaging public artwork that is complementary to the overall design scheme and community context. The Jury will select a short-list of three (3) artists/artist teams for Stage 2 – Request for Proposal (RFP). Each of the three (3) artists/artist teams will be compensated $1,500 CAD plus HST for their time and the creation of concept for Stage 2. The short-listed artists will be notified by Week of November 6, 2023 and invited to submit a conceptual design proposal to the Public Art Jury and City of Pickering staff. As part of the process, short-listed artists must attend an in-person interview and present their proposals (online presentations may be accommodated) to the public art jury during the week of December 18, 2023. A detailed Terms of Reference project document will be provided to help short-listed artists prepare their proposals. When evaluating specific artwork proposals, the Public Art Jury will consider the vision, mandate and objectives of the Public Art Program and the objectives listed in the Public Art Opportunity outlined on Page 1 of this Call to Artists. The Public Art Jury (as per section 07.02 of the City of Pickering Public Art Policy (CUL 130) will also consider the artist's: •Artistic excellence of previous work; •Ability to achieve the highest quality of contemporary artistic excellence and innovation; 4 - 179 - •Professional qualifications and relevant working experience as related tothe public art project brief; •Ability to manage a project and experience working with a design team, project team and/or community group, as appropriate; •Potential to comprehend, access and interpret relevant technicalrequirements; and, •Interest in and understanding of the public art opportunity and the context. The proposals may be used by the city of Pickering in meetings with stakeholders and staff. Anticipated Schedule It is expected that the commissioned artist(s) will comply with the project’s general timeline dates, as stated below: Date* Project Phase September 25, 2023 Issue Call to Artists: EOI October 30, 2023 Call to Artists: EOI Submissions due Week of November 6, 2023 Shortlisted Artists notified Week of December 4, 2023 Conceptual Proposals due Week of December 18, 2023 Artists presentations February, 2024 Deadline to notify selected Artist Technical Review with project staff. This meeting will provide the selected Artist with further March, 2024 technical specifications and feedback on the submitted conceptual artwork from lead project staff from the City Project Contract signed and executed for project March, 2024 deliverables*. *Subject to Council approval of the project September 2024 Anticipated installation date *Schedule is subject to change 5 - 180 - Accessibility The City will provide accommodations throughout the selection process to applicants with disabilities. Please notify Stoyan Barakov, Coordinator, Public Art at 289.200.7829 or sbarakov@pickering.ca of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation. Reserved Rights of the City of Pickering The City of Pickering, at its sole discretion, may request clarification or request additional information, as deemed necessary to evaluate the submissions. The City retains the sole discretion to determine whether a submission is responsive and if the prospective Artist or Artist Team is capable of performing the Work. The City reserves the right, at it sole discretion, to determine the number of pre- qualified Artists or Artist Teams. The City reserve the right to not proceed with awarding a contract. Publication of Information The City of Pickering shall have the exclusive rights to issue all public announcements regarding the competition. Additional Information For any additional information or questions please contact: Stoyan Barakov, Coordinator, Public Art at 289.200.7829 or sbarakov@pickering.ca. 6 - 181 - Report to Executive Committee Report Number: CS 06-24 Date: April 2, 2024 From: Laura Gibbs Director, Community Services Subject: Greenwood Recreation Association Lease Agreement -Lease Agreement Renewal -File: A-1440-001 Recommendation: 1.That the Mayor and City Clerk be authorized to execute t he Lease Agreement withGreenwood Recreation Association set out in Attachment 1 to this report, subject tominor revisions as may be required by the Director, Community Services and theDirector, Corporate Services & City Solicitor; and 2.That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to renew the lease agreement with Greenwood Recreation Association for a two-year term beginning July 1, 2024 and ending June 30, 2026. The City of Pickering has an existing Lease Agreement with Greenwood Recreation Association (The Association) to operate the Greenwood Community Centre for a four-year term beginning July 1, 2020 and ending June 30, 2024. The Association is responsible for operating the municipally-owned facility which includes permitting and cleaning the premises. Construction of the Pickering Heritage & Community Centre (PHCC) has begun, and the new community centre is anticipated to open to the public in 2026. At that time, Greenwood Community Centre will be decommissioned and the range of recreation and leisure programs at Greenwood Community Centre will endeavoured to be offered at PHCC by the City. The Greenwood Recreation Association is in favour of this renewal term and the conditions set out in the lease agreement. The Community Services Department recommends that the renewal lease agreement set out in Attachment 1 of this report, be initiated with Greenwood Recreation Association for a two-year term beginning July 1, 2024 and ending June 30, 2026. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Strengthen Existing and Building New Partnerships. - 182 - CS 06-24 April 2, 2024 Subject: Greenwood Recreation Lease Agreement Page 2 Financial Implications: The City of Pickering is responsible to fund the general maintenance costs of the Greenwood Community Centre such as utilities, water treatment systems, septic systems and snow removal for the parking lot. This annual cost is approximately $23,100 and is reflected in the Community Services current budget. Not included in these costs are capital projects that vary year-to-year depending on the need. As a condition of this lease, Greenwood Recreation Association will continue to fund the day-to-day costs to operate the community centre, which is offset by rental revenue generated through facility permits. Discussion: The purpose of this report is to renew the lease agreement with Greenwood Recreation Association for a two-year term beginning July 1, 2024 and ending June 30, 2026. On June 29, 2020, Council approved Resolution #350/20 authorizing the execution of a lease with Greenwood Recreation Association to operate the Greenwood Community Centre. The current lease agreement is set to expire June 30, 2024 and therefore staff are seeking approval from Council to enter into a lease agreement renewal for a two-year term beginning July 1, 2024 and ending June 30, 2026. The renewal is for a two-year term because the Greenwood Community Centre will be decommissioned with the opening of the new Pickering Heritage & Community Centre in Spring 2026. Staff have consulted with Greenwood Recreation Association in the preparation of the draft lease agreement and they are agreeable to its terms. This Association has operated the Greenwood Community Centre to the satisfaction of the City. As per the attached lease agreement, Greenwood Recreation Association will continue to book the premises for non-profit functions, charity events, receptions and any other City-approved purpose, receiving 100 percent of the rental fees. More specifically, the association permits the facility for a fee to a Karate school and for various private rentals that includes the Act One School of Drama, Valley View School and filming, all of which are subject to all municipal noise bylaws and the facility hours of operation. Greenwood Recreation Association also uses the Greenwood Community Centre to host a variety of community events such as Summer Kick Off BBQ, Novemberfest, Greenwood Fling Dance and Christmas Potluck. The association is responsible to clean the facility at their expense and coordinates all facility rentals, keeping 100 percent of rental revenue. The association received $3,000 through the Karate program in 2023. The annual revenue in 2023 from permitted rentals (other than Karate) netted $0 after expenses paid, including cleaning supplies, cleaning services, community events and insurance. As a result, the Community Services Department recommends that a lease agreement be initiated for Greenwood Recreation Association to continue to operate the Greenwood Community Centre as laid out in Attachment 1 for a two-year term beginning July 1, 2024 and ending June 30, 2026. - 183 - CS 06-24 April 2, 2024 Subject: Greenwood Recreation Lease Agreement Page 3 Attachment: 1.Greenwood Recreation Association Lease Agreement Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Suzanne Moore Laura Gibbs, MBA, MSc. Supervisor, Community Services Administration Director, Community Services LG:sm Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 184 - Attachment 1 to Report CS 06-24 Lease Agreement This Lease is made as of the 1st day of July, 2024. Between: Definitions 1. In this Lease, (a)"Commencement Date" means July 1, 2024; (b)"Lease" means this lease as it may be amended from time to time; (c)"Premises" shall mean that portion of Greenwood Community Centre located at 3551 Greenwood Road, Pickering, ON L0H 1H0, being comprised of the first floor hallways, concession area, and storage rooms, and the second floor multi-purpose hall with kitchen, adjacent hallways, and washroom facilities as shown on the sketch attached hereto as Schedule “A”; The Corporation of the City of Pickering (the "City") - and - Greenwood Recreation Association (the "Association") Article I Interpretation (d)"Rent" means the rent payable pursuant to Section 25; and (e)"Term" means the term of this Lease as set out in Section 20. Headings 2.The division of this Lease into articles, sections, subsections and schedules and the insertion of headings are for convenience of reference only and shall not affect the construction or interpretation of this Lease. - 185 - 2 Schedule 3. Schedule “B” (City’s Alcohol Management Policy) and Schedule “C” (City’s Conditions of Agreement) are incorporated into and form part of this Lease. Severability 4. All of the provisions of this Lease are to be construed as covenants even where not expressed as such. If any such provision is held to be or rendered invalid, unenforceable or illegal, then it shall be considered separate and severable from this Lease and the remaining provisions of this Lease shall remain in force. Number 5.Wherever a word importing the singular number only is used in this Lease, such word shall include the plural. Words importing either gender or firms or corporations shall include the other gender and individuals, firms or corporation where the context so requires. Governing Law 6.This Lease shall be governed by, and interpreted and enforced in accordance with, the laws in force in the Province of Ontario and the laws of Canada applicable therein. Entire Agreement 7.This Lease constitutes the entire agreement between the parties concerning the Premises and may only be amended or supplemented by an agreement in writing signed by both parties. Article II Grant and Use Grant 8. In consideration of the performance by the Association of its obligations under this Lease, the City leases the Premises to the Association for its use during the Term. Association’s Use of Premises 9. The Premises shall be used only for functions by not-for-profit organizations, other organizations pre-approved in writing by the City, charity events, non- commercial receptions and for no other purpose without the prior written consent of the City which consent may be arbitrarily withheld. - 186 - 3 10.The Association’s use of the Premises shall be in accordance with the City’s Alcohol Management Policy (Schedule “B”) and Conditions of Agreement (Schedule “C”). 11.The Association shall have the exclusive use of the Premises every Tuesday and Thursday from 6:30 pm until 12:00 am and every Saturday morning from 7:00 am until 12:00 pm. 12. Subject to Section 11, the Association is only permitted to use the Premises when the Premises is open to the public. The Association is required to use the Premises within the same operating hours as the Premises’ operating schedules, which schedules shall be determined solely by the City from time to time. The City reserves the right, in its sole discretion, to alter the operating schedules and the City will not be responsible for any losses or damages including any lost revenues and/or expenses incurred by the Association due to operating schedule changes and/or Premises closures, for any reason whatsoever. Nuisance 13. The Association shall not carry on or permit to be carried on any activities or do or suffer any act or thing that constitutes a nuisance or which is offensive or an annoyance to the City. City Use of Premises 14. The City shall have first right of refusal to use the Premises. The Association shall not be entitled to any rental fees or other remuneration associated with the use of the Premises by the City. Assignment and Subletting 15. Subject to Section 16, the Association shall not assign this Lease or sublet all or any portion of the Premises without the prior written consent of the City, which consent may be arbitrarily withheld. Licences 16.The Association may grant licences to licensees approved in writing by the City to use the Premises provided, (a)the term of the licence does not exceed one (1) year; (b)the licensee agrees to comply with Sections 9 and 10 of this Lease; and - 187 - 4 (c) the Association agrees that it shall only charge such fees for the rental of the Premises at the rate that is approved by the City from time to time. The City and the Association shall establish the approved rental fee rate yearly throughout the Term. (d) provided that, if required by the City, the proposed licensee enters into a separate agreement with the City 17. The Association shall retain 100% of all licence fees recovered for use of the Premises. 18. The Association shall submit a written report to the City every six months documenting the source and amount of all licence fees received by the Association for the Premises. 19. The Association shall submit their annual financial statement to the City by February 15th of each year of the Term. Article III Term Term 20. The term of this Lease shall be for (2) years commencing on the Commencement Date and expiring on June 30, 2026. 21. Notwithstanding anything else contained herein, this Lease may be terminated by either party for any reason upon six month’s notice to the other in writing. 22. Upon the expiry or earlier termination of this Lease, the Association shall surrender to the City possession of the Premises and all the rights of the Association under this Lease shall terminate (but the Association shall, notwithstanding such termination, be liable to the City for any loss or damage suffered by the City by reason of any default of the Association). 23. If the City shall declare this Lease to be terminated pursuant to Section 21, the City will not be liable to the Association for any damage or loss occasioned thereby. Overholding 24. If the Association remains in possession of the Premises after the expiry of the Term, there shall be no tacit renewal of this Lease or the Term, notwithstanding statutory provisions or legal presumption to the contrary, and the Association shall be deemed to be occupying the Premises from month to month upon the - 188 - 5 same terms, covenants and conditions as are set forth in this Lease insofar as they are applicable to a monthly tenancy. Article IV Rent Rent 25. The Association shall pay to the City as rent for the entire Term in lawful money of Canada the sum of One (1) Dollar ($1.00). Gross Lease 26. The City acknowledges that this is a gross lease and agrees to pay all charges, impositions and outlays of every nature and kind relating to the Premises except as expressly set out in this Lease. Article V Maintenance, Repairs and Alterations Maintenance of Premises 27. The Association shall maintain and operate the Premises so the Premises shall always be of good appearance and suitable for proper operation. 28. The Association shall provide general maintenance services to the Premises at its expense and shall provide all necessary cleaning and maintenance supplies such as cleaning products and cleaning equipment. 29. In accordance with the Occupational Health and Safety Act and the WHMIS Regulation R.R.O. 1990, Reg 860, as amended by O. Reg 36/93, or its successors, the Association shall be responsible to maintain a binder containing safety data sheets for all hazardous products stored or used on the Premises. The said binder must be kept current at all times and be available for reference by users of said products. 30. The Association shall be responsible to provide the City with: (a) WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Association members working alone or overseeing any maintenance tasks performed on the Premises; and (b) Completed Ministry of Labour Health & Safety Awareness Training for Supervisors for those same individuals. - 189 - Premises. Security 35. The Association shall be responsible for the security of the Premises. The Association will ensure that no copies of the keys to the Premises are made or 6 31. The Association shall be responsible for all day-to-day operating expenses, including, but not limited to, garbage removal from the facility to the exterior storage bin. The Association shall not be responsible for utilities. 32. The City shall provide snow removal services for the parking lot, sidewalks, walkways and all other areas of pedestrian passage on the Premises. 33. (1) Subject to subsection (2), the City shall be responsible for all inspections, preventative maintenance, and replacement at its sole discretion, with respect to: (a) HVAC equipment; (h) parking lots; and (i) lawn care, landscaping and pest control. (2) The Association shall be responsible for any damages or costs incurred due to the misuse or negligence of the Association, its employees, invitees, servants, agents, or others under its control and the Association shall pay to the City on demand the expense of any repairs including the City’s reasonable administration charge necessitated by such negligence or misuse. The Association shall immediately notify the City of any unsafe conditions on the (b) electrical systems (including lighting); (c) water supply, treatment and septic systems; (d) plumbing system and fixtures; (e) roofs; (f) exterior cladding; (g) doors and hardware; 34. given to third parties (even temporarily) without the prior written consent of the City. Only Association representatives that have signed for keys with the City, or parties granted written consent by the City, will be authorized to be in possession of keys to the Premises. 36. Notwithstanding the foregoing, the City authorizes the Association to temporarily provide existing keys to permit holders of the Premises to permit access to the facility for setup, events and clean up. The Association remains responsible for issuance and prompt collection of these keys from such permitted parties. Lost or missing keys shall be reported promptly to the City, which may, at its discretion, recover the cost of replacement keys or cylinders from the - 190 - Certificate of Insurance in a form satisfactory to the City Treasurer, verifying that the commercial general liability insurance policy is in effect and setting out the essential terms and conditions of the insurance. 7 Association. 37.Any keys provided to the Association, or its licensees, must be returned to the City immediately upon request. Alterations/Improvements to Premises 38.The Association shall only be permitted to make alterations and improvements to the Premises that have been approved by the City. Article VI Insurance and Indemnity Association's Insurance 39. 40. 41.The provision of the insurance policy required by this Section shall not relieve the Association from liability for claims not covered by the policy or which exceed its limits, if any, for which the Association may be held responsible. 42.The Association is responsible for insuring all their equipment, contents, and leasehold improvements. The Association, at its sole cost and expense, shall take out and keep in full force and effect throughout the Term, (a) insurance upon property owned by it which is located on the Premises; and (b) commercial general liability insurance pertaining to the Association’s liability to others in respect of injury, death or damage to property occurring upon, in or about the Premises, such insurance to be of an amount not less than five million dollars ($5,000,000.00) for claims arising out of one occurrence. Such policy shall also name the City as an additional named insured and may not be cancelled unless prior notice by registered letter has been given to the City by the insurer 30 days in advance of the expiry date. Prior to the Commencement Date, the Association shall file with the City a - 191 - 8 Insurance Risks 43.The Association shall not do, omit to do, or permit to be done or omitted to be done upon the Premises anything that may contravene or be prohibited by any of the City's insurance policies in force from time to time covering or relevant to any part of the Premises or which would prevent the City from procuring its policies with companies acceptable to the City. If the conduct of business in the Premises or any acts or omissions of the Association on the Premises causes or results in any increase in premiums for any of the City's insurance policies, the Association shall pay such increase to the City. Limitation of City's Liability 44. The City shall not be liable for any bodily injury or death of any person, or loss or damage to any property belonging to the Association or its employees, invitees or licensees or its guests, or to any other person in, on or about the Premises, unless caused by the gross negligence of the City. Indemnification 45. The Association shall indemnify and save harmless the City, its directors, officers, employees, elected officials, agents, contractors and representatives from and against any and all actions, losses, damages, claims, costs and expenses (including, without limiting the generality of the foregoing, all claims for personal injury, death and/or property damage) and also damages arising from any breach of this Lease by the Association or from any act or omission of the Association or those for whom the Association is at law responsible in or around the Premises arising from the Association’s use and occupation of the Premises. The City shall not be liable for any loss or damage to any property belonging to the Association or to any other persons or for any injury to any person while such person or property is on the Premises, unless such loss, damage or injury is caused directly by the negligence of the City, or those for whom the City is at law responsible. This provision shall survive the expiration or earlier termination of this Lease. Article VII Remedies on Default City's Right to Re-Enter 46.If any amount payable to the City under this Lease shall remain unpaid for fifteen (15)days after the Association has received notice thereof, then it shall be lawful for the City at any time thereafter to re-enter the Premises. - 192 - default. Right of Entry 9 City's Right to Remedy Default 47. In addition to all other remedies the City may have under this Lease and in law, if the Association is in default of any of its obligations under this Lease, and such default has continued for a period of ten (10) days after receipt of notice by the Association (or such longer period as may be reasonably required in the circumstances to cure such default, except in an emergency where the City will not be required to give notice), the City, without prejudice to any other rights which it may have with respect to such default, may remedy such default and the Association shall be responsible for all such costs. Furthermore, the City may terminate the lease immediately. Waiver 48. No condoning, excusing or overlooking by the City of any default, breach or non-observance by the Association at any time or times in respect of any covenant, obligation or agreement under this Lease shall operate as a waiver of the City’s rights hereunder in respect of any continuing or subsequent default, breach or non-observance, or so as to defeat or affect in any way the rights of the City in respect of any such continuing or subsequent default or breach, and no waiver shall be inferred from or implied by anything done or omitted by the Association save only an express waiver in writing. Article VIII Miscellaneous The City shall permit the Association to peaceably possess and enjoy the Premises during the Term without any interference from the City, or any person lawfully claiming by, from or under the City provided the Association is not in Quiet Enjoyment 49. 50.The Association agrees to permit the City and authorized representatives of the City to enter the Premises at any time for the purpose of inspecting the Premises. The City shall use its best efforts to minimize the disruption to the Association's use of the Premises during any such entry. Signs 51.The Association may only erect signs on the Premises with the City’s prior written approval. All such signs shall be removed from the Premises at the end of the Term. - 193 - 10 Compliance with Laws 52.The Association, at its sole cost and expense, shall comply with all legal requirements (including statutes, laws, by-laws, regulations, ordinances, orders, rules and regulations of every governmental authority having jurisdiction) that relate to the use of the Premises by the Association or the making of any improvements to the Premises by the Association. Notice 53. Any notice required to be given by the City to the Association under this Lease shall be in writing and shall be delivered to the Premises or such other address of which the Association has notified the City in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. 54. Any notice required to be given by the Association to the City under this Lease shall be in writing and shall be delivered to The Corporation of the City of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario, L1V 6K7 (Attention: City Clerk) or such other address of which the City has notified the Association in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. Successors and Assigns 55. This Lease shall enure to the benefit of and be binding upon the parties and their respective successors (including any successor by reason of amalgamation or statutory arrangement) and permitted assigns. Title 56. The Association hereby agrees to keep title to the Premises, including every part thereof, free and clear of any lien, encumbrance or security interest or notice thereof. The Association shall not enter into any agreements for the Premises which would run with the Premises and become an obligation of the City upon termination or expiration of this Lease. Force Majeure 57.The City shall not be liable for any damages caused by any delay or failure to perform the whole or any part of this Lease, where such performance is made impossible or impractical due to any cause direct or indirect, beyond the control of the City, including, but not limited to, labour disruptions, strikes, lockouts, fire, flood, storms, acts of nature, natural disasters, acts of war, insurrection and terrorism, outbreak, pandemic, epidemic, disease or emergency. - 194 - 11 Registration 58.The Association shall not have the right to register this Lease or notice thereof against title to the Premises or any part thereof. Schedules 59. Schedules “A”, “B” and “C” attached hereto form part of this Lease. In Witness Whereof the Landlord has executed this Lease Dated at ____________________ this ______ day of ____________________, 2024 The Corporation of the City of Pickering ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk In Witness Whereof the Tenant hereby accepts the above Offer Dated at ____________________ this ______ day of ____________________, 2024 Greenwood Recreation Association ________________________________ Lynette Heavener, President I have authority to bind the Corporation. - 195 - GROUND FLOOR GREENWOOD COMMUNITY CENTRE >;;:;;}'{;; PREMISES 0 ,__, 1...1 5 1...1 1...1 METRES 'w-1 10 I NORTH SCHEDULE 'A' SECOND FLOOR - 196 - Schedule 'B' The Corporation of the City of Pickering Community Services Department MUNICIPAL ALCOHOL POLICY February 2024 Purpose The purpose of this policy is to endeavor to ensure the appropriate management of the use and consumption of alcoholic beverages in municipally owned facilities; to avoid related problems and to ensure the safety and well being of all participants and to protect the Corporation, its employees and volunteers. 1.Definitions In this Policy, the term, (a)“Licensed function” means a function for which a permit has been issued by, or is otherwise licensed by, the Liquor License Board of Ontario at which alcoholic beverages may be consumed; (b)“Closed private licensed function” means a licensed function determined by the Director of Community Services to be closed to the general public and of a private nature; (c)“Designated facility” means a City owned building, park, open space and associated parking lot designated by this policy as suitable for an indoor or outdoor licensed function; (d)“User” means a person, group or association to whom the City has granted written permission to use a designated facility for a licensed function and; (e)“Server” means any person serving alcohol 2.Designated Facilities (1)The following are designated facilities for indoor licensed functions: (a)Brougham Community Centre (b)Claremont Community Centre (c)Don Beer Sports Facility Community Centre (d)East Shore Community Centre (e)Green River Community Centre (f)Greenwood Community Centre (g)Mount Zion Community Centre (h)Pickering Civic Complex - 197 - (i)Chestnut Hill Devolpments Recreation Complex (j)Seniors Activity Centre(k)West Shore Community Centre(l)Whitevale Community Centre(m)Petticoat Creek Community Centre (n)Pickering Museum Village (2)The following are designated facilities for outdoor licensed functions: (a)Claremont Community Park (b)Dunmoore Park (c)Kinsmen Park (d)Pickering Museum Village 3.Alcohol Restrictions Within Designated Facilities All designated facilities defined in this policy shall be deemed a “public place” and as such, in accordance with Section 31 of the Liquor Licence Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor in any designated facility unless a licence or permit is issued or unless specifically covered by an L.L.B.O. permit. 4.Safe Transportation (1)Only those users implementing a safe transportation strategy (e.g., a designated driver program, an alternate home transportation option) to prevent intoxicated participants from driving will be permitted to use designated facilities for licensed functions. (2)The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 5.No Alcohol and Low Alcohol Drinks (1)Only users offering a sufficient quantity of no alcohol and low alcohol drinks will be permitted to use designated facilities for licensed functions. (2)The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 6.“Statement of Intoxication” Sign (1)Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs indicating that it is illegal to serve participants to a state of intoxication. Such signs shall read as follows: 2 - 198 - City of Pickering – Community Services Department. Statement of Intoxication It is contrary to the Liquor Licence Act of Ontario to serve persons to intoxication. For this reason, servers in this facility are required to obey the law and not serve anyone to intoxication. Should you wish a no alcohol or low alcohol “breather” round, request a soft drink, coffee or smaller than usual portion of alcohol. (2)Signs shall be provided by the City to users for display by them in the designated facility during the licensed function. 7.Participant Controls (1)Only users providing sufficient controls to prevent underage, intoxicated or rowdy persons from entering the designated facility, to refuse service to such persons, and to remove such persons from the designated facility will be permitted to use designated facilities for licensed functions. (2)Such controls shall include the following: (a)Having a supervisor in charge of the licensed function present in the designated facility at all times during the function. (b)Having at least two monitors at each entrance to the licensed function at all times during the function; (c)Accepting only an age of majority card, a photo driver’s license or a passport as identification for entry; (d)Having a monitor or monitors (other than entrance monitor) in the designated facility at all times during the function at least one monitor for every 200 participants; (e)Using monitors and servers who are 19 years of age or older; (f)Using monitors and servers who do not consume alcohol during the function; and (g)Providing a list of the names of supervisors, monitors and servers to the Director prior to the function. (3)The Director may require a potential user to demonstrate that such controls will be imposed by the user if written permission to use the designated facility for a licensed function is granted. 3 - 199 - 8.Supervisor, Monitor, and Server Training (1)Only users providing sufficient numbers of supervisors, monitors and servers that have attended an appropriate training course in server intervention will be permitted to use designated facilities for licensed functions. (2)Such training should utilize CAMH course material, and may be provided, at a reasonable cost, through the Community Services Department. (3)The Director may require a potential user to demonstrate that sufficient numbers of supervisors, monitors and servers that have attended such a course will be provided by the user if written permission to use the designated facility for a licensed function is granted. (4)Closed private licensed functions are exempt from this section of the policy; however, users of designated facilities for closed private licensed functions shall be encouraged to provide voluntarily properly trained supervisors, monitors and servers since such users are not exempt from responsibility for compliance with the law and for the sobriety and safety of participants. (5)All servers must be “Smart Serve Certified” 9.Insurance (1)Liability Insurance is a mandatory requirement for all individuals/community user groups utilizing city-owned or operated facilities within the City of Pickering. All programs, meetings, recreational events, cultural and social events require liability insurance. Users groups can provide personal proof of insurance, a minimum of $2 million insurance, naming the City of Pickering as an additional insured, or purchase insurance through the City of Pickering, Facility User Group Program. Rates for insurance coverage will vary depending on risk factors, length of the activity, the number of participants, among other factors at the event. Any changes in activities by the user group must be reported to Facility Booking Staff for possible adjustments to the permit. Insurance information must be received and paid in full before the permit start date. Liability Insurance covers from the time and date reflected on the rental permit only. The extra fee for the liability insurance will be added to the rental agreement with the applicable taxes. (2)When a patron requests a facility/ice rental, facility booking staff members will confirm the event/function required on the permit. Facility staff will review the Liability Insurance User Group Rating Schedule to determine the appropriate fee to be charged to the individual/community user group. 4 - 200 - (3)Only users having a minimum of $2,000,000 third party general liability insurance coverage, naming the Corporation of the City of Pickering as an additional insured, will be permitted to use designated facilities for licensed functions. 10.Accountability (1)Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs informing participants of the following: (a)The name, address and telephone number of the user; (b)The name, address and telephone number of the representative of the user responsible for the function; (c)The address and telephone number of the nearest Police Station; (d)The address and telephone number of the Liquor License Board of Ontario; and (e)The address and telephone number of the Community Services Department (2)A user that contravenes any City policy or procedure or any applicable law may be refused permission to use designated facilities for licensed functions, at the Director’s discretion; Indefinitely, or (a)Until the user can demonstrate to the Director’s satisfaction that a further contravention shall not occur. 11.Promoting the Policy The Community Services Department shall design and implement, in consultation with CAMH, a strategy to orient all potential users to the requirements of this policy and to promote this policy to the community at large. 5 - 201 - Schedule 'C' Facility Rental Application Conditions of Agreement 1)The City reserves the right to cancel any permit temporarily or permanently, should accommodation be required for special events, or in an emergency. 2)50% of payment is due at time of booking. This is a non-refundable deposit. The remaining 50% is due in full, 90 days prior to the permit date of the event. 3)Applicants must be members of authority in the organization seeking accommodation. 4)The facility is to be used only on the date(s) and time(s) specified, and only for the purpose named. No teen dances/parties, stags or stagettes are permitted in our halls. This permit is not transferrable. 5)The City will not be responsible for personal injury or damage or for the loss or theft of clothing or equipment of the applicants, or anyone attending on the invitation of the applicant or any persons contracted by the applicant. 6)The applicant shall be responsible for the conduct and supervision of all persons admitted to the building(s) and grounds and shall see that all regulations contained herein are strictly observed. 7)Unnecessary noise which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility shall not be permitted. 8)The exits must be kept free from obstruction in case of fire. a)The applicant must pay all damages arising from the use of the property. b)A damage/security deposit will be charged for all rentals, to be refunded at a later date, if no damage, excessive maintenance costs are incurred as a result of the facility rental. c)The applicant must pay such fees for extra work by custodians, etc., as the City may determine. 9)Games of chance, lottery, or gambling in any forms, contrary to law is strictly forbidden. 10)It shall be the responsibility of the applicant to see that all persons admitted to the function being held, have vacated the premises promptly by 2:00 am. 11)If liquor of any type is to be served, sold or available at the function, the applicant must obtain all necessary permits and licenses and must adhere to the City of Pickering ‘Alcohol Management Policy’. A copy of the liquor license must be posted on the wall during the function. 12)The City of Pickering requires every event have a minimum of $2,000,000 third party general liability insurance coverage. This insurance must be purchased as part of the rental process. 13)For all special occasion permits, only monitors and servers that possess a server intervention program certificate will be permitted to use the designated facility. Information is available at www.smartserve.org. Page 3 of 6 CR1101-04/28 - 202 - Facility Rental Application 14)The licensor reserves the right to provide security personnel or Pay-Duty Police at the expense of the licensee, should the Supervisor, Facility Programs deem it necessary. 15)Hall cancellations are subject to a $43.00 administration fee. 16)All cancellations must be received in writing ninety days prior to the function, or the entire rental fee will be forfeited. 17)All rental rates are subject to increase. Post-dated cheques will not be accepted. 18)This contract is not valid unless it is signed and dated by the person renting the facility and returned as soon as possible to the Facility Booking Staff. 19)Recreation Complex Staff will set-up the tables and chairs ‘provided’ a diagram of the layout is submitted one week preceding the function. You may obtain the diagrams at the Complex Information Desk. Any materials/articles dropped off prior to the function, or left after the function, must have prior approval from the Maintenance Department or designate. 20)If Complex Banquet Halls are rented, please use the outside entrance to Banquet Hall, do not use main Complex doors. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and will be used for the purpose of administering facility rentals. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. HST applies to this Rental – Registration No. 108078593 Page 4 of 6 CR1101-04/28 - 203 - Facility Rental Application Facility Rules and Regulations Failure to comply with the below will result in loss of damage deposits A. All Facilities no confetti/rice is allowed in City facilities or parking lots facilities must be vacated by 2:00 am, ensuring that all decorations and function supplies have been removed smoking of any type of tobacco product is not permitted in any City facility. All City facilities are designated non-smoking (Durham Region By-law No. 66-2002) the City of Pickering cannot supply ladders or lift equipment to any permit holder. If this service is required it must be arranged with and approved by the City of Pickering one week prior to the event caterers, bartenders, disc jockeys, entertainers, liquor licenses, etc., are the renter’s responsibility keys for West Shore Community Centre may be obtained at the Chestnut Hill Developments Recreation Complex during regular operating hours. Please call 905.831.1711 for hours liquor license must be visible on the bar wall at all times during the function unnecessary noise, which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility is not permitted daytime rental keys must be returned immediately following the function to the Recreation Complex evening rentals (those finishing after 9:00 pm) must be returned before 12:00 pm the following day to the Recreation Complex decorating is the sole responsibility of the renter. Staples, tape, nails, glue, etc., are not permitted. Helium balloons are permitted, provided they are securely anchored. Inflatables, live cooking stations and bubble machines are strictly prohibited for any City of Pickering facility rental (indoor and outdoor function) as per liquor regulations all bars must close at 1:00 am sharp set-up times for your event is as per your permit B. West Shore Community Centre garbage must be tied and placed in the kitchen for pick up renters are responsible for their own set-up tables and chairs must be put neatly away in the storage room no live bands are permitted renters must supply their own mix Page 5 of 6 CR1101-04/28 - 204 - Facility Rental Application Please be advised for West Shore CC rentals the key must be picked up from the Chestnut Hill Developments Recreation Center (1867 Valley Farm Rd, Pickering). The key will be released to you 30 minutes prior to your rental start time. The key card will only allow access to the facility during your assigned times. The key needs to be returned before 9am the next day. C. George Ashe Community Centre renters must supply their own mix. Ice machine is included in their rental. City of Pickering staff will set-up the tables and chairs provided a diagram of the layout is submitted on the Monday preceding the function. You may obtain the diagram at the Chestnut Hill Developments Recreation Complex Information Desk Staples, tape, nails, glue, etc., are not permitted. D. Don Beer Arena renters must submit their floor plan with all requirements 3 weeks in advance of their function. tables and chairs must be put neatly away in the storage room renters must supply their own mix and ice E. Pickering Recreation Complex East/West Salons and O’Brien Meeting Rooms renters must submit their floor plan with all requirements 3 weeks in advance of their function. you may obtain the diagram at the Chestnut Hill Developments Recreation Complex Information Desk. F. East Shore Community Centre renters are responsible for their own set-up tables and chairs must be put neatly away in the storage room renters must supply their own mix and ice For complete regulations, please see Conditions of Agreement. Page 6 of 6 CR1101-04/28 - 205 - Report to Executive Committee Report Number: ENG 05-24 Date: April 2, 2024 From: Richard Holborn Director, Engineering Services Subject: Asphalt Resurfacing on Various City Streets -Tender No. T2024-2-File: A-1440 Recommendation: 1.That Tender No. T2024-2 for Asphalt Resurfacing on Various City Streets as submittedby Viola Management Inc. in the total tendered amount of $3,081,682.61 (HST included)be accepted; 2. That the total gross project cost of $3,587,205.00 (HST included), including the tendered amount, geotechnical investigation reports and material testing services, a contingency and other associated costs, and the total net project cost of $3,230,389.00 (net of HSTrebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net projectcost of $3,230,389.00 as approved in the 2024 Roads Capital Budgets as follows: a.That the sum of $1,533,811.00 to be funded from the Roads & Bridges Reserve Fund as approved in the 2024 Capital Budget for Edmund Drive, Foxwood Trail,Bushmill Street and Pickering Parkway be revised to the OCIF Reserve Fund; b.That the sum of $1,696,578.00 to be funded from the CCBF Reserve Fund for theremaining streets as approved in the 2024 Capital Budget; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to obtain authority to award Tender No. T2024-2 for Asphalt Resurfacing on Various City Street to Viola Management Inc. As part of the 2024 Roads Projects Capital Budget, asphalt resurfacing for the following 11 locations were approved as construction projects: •Hillcrest Road •Edmund Drive •Storrington Street •Old Orchard Avenue •Heathside Crescent •Bainbridge Drive •Foxwood Trail •Yeremi Street •Bushmill Street •Pickering Parkway •Denvale Drive - 206 - ENG 05-24 April 2, 2024 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2024-2 Page 2 As part of the 2016 Road Needs Study endorsed by Council through 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 2024 align with the priorities of the 2016 Road Needs Study. Tender No. T2024-2 was advertised on Bids & Tenders on Thursday, February 1, 2024 closed on Monday, March 4, 2024 with eight bidders responding. The lowest compliant bid of $3,081,682.61 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $3,587,205.00 (HST included) with an estimated total net project cost of $3,230,389.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T2024-2 $2,727,152.75 HST (13%) 354,529.86 Total $3,081,682.61 2. Estimated Project Costing Summary Tender No. T2024-2 – Tender for Asphalt Resurfacing on Various City Streets $2,727,153.00 Associated Costs Geotechnical Investigation Reports Materials Testing Services 34,660.00 80,447.00 Canada Community-Building Fund and Ontario Community Infrastructure Fund Sponsor Signage 5,000.00 Construction Contingency (12%) 327,258.00 Sub Total – Costs $3,174,518.00 HST (13%) 412,687.00 Total Gross Project Cost $3,587,205.00 HST Rebate (11.24%) (356,816.00) Total Net Project Cost $3,230,389.00 - 207 - ENG 05-24 April 2, 2024 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2024-2 Page 3 3.Approved Source of Funds Location Expense Code Source of Funds Budget Required Hillcrest Road C10570.2401.01-504400 CCBF Reserve Fund $170,000.00 $146,088.00 Edmund Drive Edmund Drive C10570.2405.01-504400 C10570.2405.01-504400 Roads & Bridges Reserve Fund OCIF Reserve Fund 470,000.00 0.00 0.00 374,816.00 Storrington Street C10570.2406.01-504400 CCBF Reserve Fund 340,000.00 289,701.00 Old Orchard Avenue C10570.2407.01- 504400 CCBF Reserve Fund 150,000.00 126,848.00 Heathside Crescent C10570.2408.01-504400 CCBF Reserve Fund 400,000.00 320,773.00 Bainbridge Drive C10570.2409.01- 504400 CCBF Reserve Fund 325,000.00 264,509.00 Foxwood Trail Foxwood Trail C10570.2410.01-504400 C10570.2410.01-504400 Roads & Bridges Reserve Fund OCIF Reserve Fund 490,000.00 0.00 0.00 371,070.00 Yeremi Street C10570.2412.01-504400 CCBF Reserve Fund 330,000.00 251,822.00 Bushmill Street Bushmill Street C10570.2415.01- 504400 C10570.2415.01-504400 Roads & Bridges Reserve Fund OCIF Reserve Fund 430,000.00 0.00 0.00 371,122.00 Pickering Parkway Pickering Parkway C10570.2416.01-504400 C10570.2416.01-504400 Roads & Bridges Reserve Fund OCIF Reserve Fund 515,000.00 0.00 0.00 416,803.00 Denvale Drive C10570.2417.01-504400 CCBF Reserve Fund 380,000.00 296,837.00 $4,000,000.00 $3,230,389.00 Net project cost (over) under approved funds $769,611.00 - 208 - ENG 05-24 April 2, 2024 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2024-2 Page 4 The 2024 Capital Budget approved the funding source for the asphalt resurfacing for Edmund Drive, Foxwood Trail, Bushmill Street and Pickering Parkway to be the Roads and Bridges Reserve Fund. The funding source is being changed to the OCIF Reserve Fund for these four streets, as there is surplus grant funding in this reserve fund that can be utilized. This change will uncommit approximately $1,533,811.00 for the Roads & Bridges Reserve Fund, which can be used for future City capital projects. The competitive process and with the roads tender being released earlier in the year, resulted in cost savings for this project. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Discussion: The purpose of this report is to obtain authority to award Tender No. T2024-2 for Asphalt Resurfacing on Various City Street to Viola Management Inc. As part of the 2024 Roads Projects Capital Budget, asphalt resurfacing for the following locations were approved as construction projects: •Hillcrest Road – from Oklahoma Drive to Vicki Drive •Edmund Drive – from Steeple Hill to Sheppard Avenue •Storrington Street – from Listowell Crescent to Glenanna Road •Old Orchard Avenue – from 160m east of Douglas Avenue to Liverpool Road •Heathside Crescent – from Glenanna Road to 240m south to Longbow Drive •Bainbridge Drive – from Burnside Drive to Marshcourt Drive •Foxwood Trail – from Bayfield Street to Strouds Lane •Yeremi Street – from Oklahoma Drive to Breezy Drive •Bushmill Street – from Maple Ridge Drive to Liverpool Road •Pickering Parkway – from 480m east of Valley Farm Road to Dreyber Court •Denvale Drive – from Strathmore Crescent to Greenmount Street These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt resurfacing. Tender No. T2024-2 was advertised on Bids & Tenders on Thursday, February 1, 2024 and closed on Monday, March 4, 2024 with eight companies responding. The lowest compliant bid of $3,081,682.61 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $3,587,205.00 (HST included) with an estimated total net project cost of $3,230,389.00 (net of HST rebate). Through RFSQ2023-1 Roster Category of Geotechnical Investigation and Inspection Services Master Framework Agreement (MFA), the geotechnical investigation and inspection services under associated costs have been awarded to GHD. All required pre-conditions of award have been received and approved. - 209 - ENG 05-24 April 2, 2024 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2024-2 Page 5 Viola Management Inc. has recently completed Tender No. T2021-1 Asphalt Resurfacing, Tender No. T2022-4 Asphalt Resurfacing and Tender No. T2023-1 Asphalt Resurfacing contracts for the City. Staff have deemed the company’s workmanship, experience and professionalism to be satisfactory. Upon careful examination of all tenders received, the Engineering Services Department recommends acceptance of the lowest compliant bid submitted by Viola Management Inc. for Tender No. T2024-2 in the amount of $3,081,682.61 (HST included), and that the total net project cost of $3,230,389.00 (net of HST rebate) be approved. Attachments: 1.Location Maps Prepared By: Approved/Endorsed By: David Lo, CPT, C.E.T. Richard Holborn, P. Eng. Senior Coordinator, Infrastructure Design Director, Engineering Services Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer DL: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: Original signed by: - 210 - Project Area No. 1 – Hillcrest Road Hillcrest Road – from Oklahoma Drive to Vicki 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. 2 – Edmund Drive Edmund Drive – from Steeple Hill to Sheppard Avenue. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Attachment 1 to Report ENG 05-24 - 211 - Project Area No. 3 – Storrington Street Storrington Street – from Listowell Crescent 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. 4 – Old Orchard Avenue Old Orchard Avenue – from 160m East of Douglas Avenue to Liverpool Road. The proposed work includes asphalt resurfacing, new concrete semi-mountable curb and gutters with continuous perforated PVC sub-drains. - 212 - Project Area No. 5 – Heathside Crescent Heathside Crescent – from Glenanna Road to 240m South to 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. 6 – Bainbridge Drive Bainbridge Drive – from Burnside Drive to Marshcourt Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 213 - Project Area No. 7 – Foxwood Trail Foxwood Trail – from Bayfield Street to Strouds Lane. 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 – Yeremi Street Yeremi Street – from Oklahoma Drive to Breezy Drive. The proposed work includes asphalt resurfacing. All existing concrete barrier curbs shall be removed and replaced with new concrete curbs and gutters. - 214 - Project Area No. 9 – Bushmill Street Bushmill Street – from Maple Ridge Drive to Liverpool 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. 10 – Pickering Parkway Pickering Parkway – from 480m east of Valley Farm Road to Dreyber Court. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 215 - Project Area No. 11 – Denvale Drive Denvale Drive – from Strathmore Crescent to Greenmount Street. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 216 - Report to Executive Committee Report Number: FIR 03-24 Date: April 2, 2024 From: Stephen Boyd Fire Chief Subject: Oshawa-Pickering Fire Dispatch Service Agreement -File:A-1440-001-24 Recommendation: 1.That Council approve the attached Fire Communications Services Agreement to outsource fire call taking and dispatch services to the City of Oshawa; 2.That the Fire Chief be authorized to execute the Fire Communications Services Agreement substantially in the form attached hereto, subject to revisions satisfactory to the Fire Chief and the Director, Corporate Services & City Solicitor; 3.That the Chief Administrative Officer and the Fire Chief be authorized to take such actions as are necessary to terminate the existing Dispatch Agreement with the Town of Ajax by mutual agreement of the parties, such termination to be effective as of the beginning of the term of the new Fire Communications Services Agreement; and, 4.That appropriate officials of the City of Pickering be authorized to take such action as is necessary to give effect to the recommendations in this report. Executive Summary: The purpose of this report is to seek Council endorsement for the provision of fire dispatch services from the City of Oshawa, and allow for the termination of the current Ajax-Pickering shared fire dispatch costing agreement. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Strengthen Existing and Building New Partnerships. Financial Implications: Current Budget actuals in 2023 for dispatch were $1,059,383.00. As a result of this new agreement estimated 2024 dispatch costs will be $827,080.00. This is a reduction of $280,160.00 from the 2023 budget. The 2024 Current budget year will consist of a blended costing with 4 months allocated to the Ajax/Pickering model, and 8 months allocated to the new Oshawa model. The 2025 dispatch cost are estimated to be $824,000.00. Discussion: The purpose of this report is to seek Council approval of an agreement for fire dispatching services with the City of Oshawa , and allow for the termination of the current Ajax- Pickering shared fire dispatch costing agreement. - 217 - FIR 03-24 April 2, 2024 Subject: Oshawa-Pickering Fire Dispatch Service Agreement Page 2 Fire dispatch services have been provided to the City of Pickering by the Town of Ajax since January 2011, under a cost sharing arrangement (Ajax 50%, Pickering 50%). Several regulatory and legislative changes affecting 911 dispatching have been introduced in the past few years that have placed financial and operational pressures on dispatch centres. These include but are not limited to, the transition from the legacy 911 system to NextGen or NG-911, and the new mandatory National Fire Protection Association Certification requirements for dispatchers. 1.The introduction of NG-9-1-1 NG 9-1-1 is an internet protocol (IP) based 9-1-1 service. Bell, as the lead for the NG 9-1-1 transition requires that Public Safety Answering Points have dedicated staff for network security and cyber security. In addition to this, emergency communications centers will require 24 hours per day, 7 days per week information technology monitoring and support. At the present time, IT staff for the Town of Ajax are only available on-call until 10 pm. To properly support an in Ajax NG 9-1-1 centre with Town of Ajax IT staff, it would require significant increases in operational expenditures, for example: an increase in hardware and software maintenance costs, staff training, availability and further investments in network and security technology. The capital and ongoing support expenditures for the hardware of an NG 9-1-1 Ajax only solution to call take and dispatch for Ajax and Pickering is projected over a five-year term to be at minimum $900,000.00. If capital costs were covered through NG 9-1-1 grants from the Province of Ontario there would still be operational costs of approximately $80,000.00 per year in shared costs related to monitoring, maintenance and support of the hardware and software. As a result of the transition to NG 9-1-1, the Computer Aided Dispatch System (CAD) is required to be updated or replaced as well. The following was stated in the May 2021 Ajax Fire 0DVWHU3ODQ UHJDUGLQJ WKH 7RZQ¶V FXUUHQW &$' V\VWHP DQG 1* -1-1: x Upgrade or replacement of the CAD records management systems should be pursued. x There is a concern with CriSys and its ability to operate in the NG9-1-1 environment. o Ajax Fire Emergency Services (AFES) and Pickering Fire Services (PFS) staff have been dissatisfied with this product. Fire Services in the Region of Durham are currently looking at a different dispatch system that meets their current and future needs. x The reports that the system can run are severely lacking. Updates take many months, if not years be released. CriSys also does not provide analytics review to an accepted standard for AFES or PFS. In addition to the above, Oshawa Fire Services shares concerns regarding the ability of the existing CAD vendor to operate in an NG 9-1-1 environment. As such, Oshawa has formally notified the existing CAD vendor that they will be moving to a different CAD vendor that is a leader in the industry and will be NG 9-1-1 compliant. - 218 - FIR 03-24 April 2, 2024 Subject: Oshawa-Pickering Fire Dispatch Service Agreement Page 3 2.Mandatory National Fire Protection Association (NFPA) Certification This regulation requires that Fire Services are certified to a series of NFPA standards by July 1, 2026. In relation to emergency call taking and dispatching, this means that all personnel who work in a Fire Services emergency services dispatch center are certified to NFPA 1061 ± Standard for Public Safety Telecommunications Personnel Professional Qualifications by July 1, 2026. This is a serious operational concern for the AFES given its current staffing model. Presently, AFES relies on junior firefighters to backfill the communications centre when Alarm Room Operators are unavailable for their shift(s) and are not available to work overtime. The process to certify personnel is expected to be quite extensive and may prove to be problematic for Fire Suppression Firefighters. By transferring responsibility to Oshawa Fire Services to provide call taking and dispatching services for AFES, this operational issue would be avoided. Current Budget Impacts The annual operating budget for providing fire call taking and dispatch services for Ajax and Pickering 2023, budget is $2,040,500.00. As these costs are shared with Ajax Fire Services presently, the actual annual Operating Expenditures for 3LFNHULQJ¶V VKDUH in 2023 were $1,059,383.00. It is also important to note the above financial information does not include projected cost avoidances to the Town of Ajax in relation to information and technology staff that would be required to support the Emergency Communications Centre in an NG-911 environment on a  KRXUV SHUGD\  GD\V SHUZHHN EDVLV DQG KDYH D GLUHFW ILQDQFLDO LPSDFW RQ 3LFNHULQJ¶V financial contribution. Capital Budget Impacts 3UHVHQWO\ DV SDUW RI $MD[¶V &DSLWDO %XGJHW SURFHVV, $1,200,000.00 has been projected in 2024 for the CAD replacement. Whereas previous projected costs provided to Oshawa to host a CAD solution for all of Durham Region, including Ajax and Pickering, would be in the order of $2.1 million to $2.6 million. Based upon this information, it is expected that cost efficiencies can be found by sharing these costs across the region. As part of the consideration of cost avoidances with the outsourcing of dispatch to Oshawa, the CAD Capital project C10700.2306 CAD Replacement ($350,000.00) is recommended to be cancelled in the Report FIN 06-24 on the March Council meeting agenda. An additional capital cost avoidance would also be realized in 2025 as the Town of Ajax would no longer be required to replace one of the four ergonomic desks in the dispatch centre for $45,000.00. Other Operational Benefits Oshawa Fire Services (OFS) operates with a staffing model which includes one on-shift supervisor in the emergency communications center on each platoon. This is something that AFES does not presently have and was recommended to be implemented in the short-term in the Ajax 2023 Fire Master Plan. - 219 - FIR 03-24 April 2, 2024 Subject: Oshawa-Pickering Fire Dispatch Service Agreement Page 4 By outsourcing this service to Oshawa, not only will cost efficiencies be found, but also OFS can conduct ongoing call data review to further optimize quality control and training of staff. Building upon efficiencies already mentioned, a consolidated dispatch center will also have improved efficiency and effectiveness when dealing with emergency incidents bordering multiple municipalities, or for Highway 401 responses. Rather than having two separate dispatch centers working to coordinate an emergency response, one central communications center will streamline dispatching and emergency communications. 7KH 7RZQ RI $MD[¶V 7HFKQRORJ\ DQG ,QQRYDWLRQ 'LYLVLRQ ,7 FXUUHQWO\ VXSSRUWV WKH GLVSDWFK center for AFES and PFS, which is a critical system. By outsourcing these services to the City of Oshawa, the operational burden and liabilities associated with supporting this system will be UHGLUHFWHG WR WKH &LW\ RI 2VKDZD¶V GHGLFDWHG ,7 VWDII DQG YHQGRUV From time to time, mutual and automatic aid calls, boarder calls and overlapping emergency response area calls, such as on Highway 401, can create confusion and possibly lead to a delay in ensuring the appropriate Fire Service and level of response is dispatched in a timely and efficient manner. This outsourcing will result in improved efficiency and effectiveness when dealing with these types of emergency incidents. The outsourcing of emergency call taking and dispatching to Oshawa not only provides for a cost effective and efficient service level increase, but it also provides and supports added value customer services for the City of Pickering. Attachments: 1.Draft of Oshawa-Pickering Fire Dispatch Service Agreement Prepared/Approved/Endorsed By: Original Signed By Stephen Boyd Fire Chief SB:jm Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 220 - $WWDFKPHQW  WR 5HSRUW ),5  )LUH&RPPXQLFDWLRQ6HUYLFHV$JUHHPHQW 7+,6$*5((0(17 PDGH WKLV WK GD\ RI )HEUXDU\  %(7:((1 7+(&25325$7,21 2) 7+(&,7<2) 26+$:$ ³2VKDZD´ DQG  7+(&25325$7,21 2) 7+(&,7<2) 3,&.(5,1* ³3LFNHULQJ´ :+(5($6 VHFWLRQ   RI WKH )LUH 3URWHFWLRQ DQG 3UHYHQWLRQ $FW  62  F 6FK $ V DV DPHQGHG WKH ³$FW´ SURYLGHV WKDW D )LUH 'HSDUWPHQW PD\ SURYLGH ILUH VXSSUHVVLRQ VHUYLFHV DQG PD\ SURYLGH RWKHU ILUH SURWHFWLRQ VHUYLFHV WR D JURXS RI PXQLFLSDOLWLHV $1' :+(5($6 WKH $FW GHILQHV ³ILUH SURWHFWLRQ VHUYLFHV´DV LQFOXGLQJ FRPPXQLFDWLRQ DQG WKH GHOLYHU\ RI FRPPXQLFDWLRQV $1' :+(5($6 VHFWLRQ   RI WKH 0XQLFLSDO $FW  62  F  DV DPHQGHG ³0XQLFLSDO $FW ´  SURYLGHV WKDW D PXQLFLSDOLW\ PD\ HVWDEOLVK PDLQWDLQ DQG RSHUDWH D FHQWUDOL]HG FRPPXQLFDWLRQ V\VWHP IRUHPHUJHQF\ UHVSRQVH SXUSRVHV $1' :+(5($6 VHFWLRQ  RI WKH 0XQLFLSDO $FW  SURYLGHV WKDW D PXQLFLSDOLW\ PD\ HQWHULQWR DJUHHPHQWV ZLWK RQH RUPRUH PXQLFLSDOLWLHV $1' :+(5($6 2VKDZD PDLQWDLQV D FHQWUDOL]HG FRPPXQLFDWLRQ V\VWHP IRUHPHUJHQF\ UHVSRQVH SXUSRVHV $1' :+(5($6 3LFNHULQJ KDV IRUPDOO\ UHTXHVWHG WKDW 2VKDZD SURYLGH ILUH GLVSDWFK VHUYLFHV KHUHLQDIWHU GHILQHG LQ VHFWLRQ  DV ³&RPPXQLFDWLRQ 6HUYLFHV´ WR 3LFNHULQJ )LUH 6HUYLFHV $1' :+(5($6 2VKDZD PD\ HQWHULQWR DJUHHPHQWV IRUWKH SURYLVLRQ RI ILUH SURWHFWLRQ VHUYLFHV WR ODQGV ORFDWHG RXWVLGH RI 2VKDZD DQG VXFK DJUHHPHQWV PD\ EH H[HFXWHG E\ WKH &KLHI $GPLQLVWUDWLYH 2IILFHURUWKH )LUH &KLHI SXUVXDQW WR SDUDJUDSK  RI 2VKDZD¶V 'HOHJDWHG $XWKRULW\ %\/DZ  DV DPHQGHG $1' :+(5($6 2VKDZD &LW\ &RXQFLO DSSURYHG &ORVHG 5HSRUW 6) GDWHG 2FWREHU   ZKLFK FRQWHPSODWHG 2VKDZD HQWHULQJ LQWR D VKDUHG VHUYLFHV DJUHHPHQW ZLWK 3LFNHULQJ WKHUHE\ GHOLYHULQJ &RPPXQLFDWLRQ 6HUYLFHV WR DOO RI 'XUKDP 5HJLRQ - 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