HomeMy WebLinkAboutCS 31-24Report to
Executive Committee
Report Number: CS 31-24 Date: October 7, 2024
From: Laura Gibbs Director, Community Services
Subject: Shower Program Renewal -DARS Inc. Agreement Renewal-File: A-1440-001
Recommendation:
1.That Report CS 31-24 regarding the agreement renewal for the DARS Inc. ShowerProgram be received;
2.That the Mayor and City Clerk be authorized to execute the Memorandum of
Understanding with DARS Inc., set out in Attachment 1 to this report, for use of the
Chestnut Hill Developments Recreation Complex Arena Dressing Room shower facilities,
subject to minor revisions as may be required by the Director, Community Services andthe Director, Corporate Services & City Solicitor; and,
3.That the appropriate officials of the City of Pickering be authorized to take necessary
actions as indicated in this report.
Executive Summary: The purpose of this report is to seek Council’s approval to execute
a Memorandum of Understanding (MOU) with DARS Inc. to operate the shower program at the Chestnut Hill Developments Recreation Complex (CHDRC) Arena Dressing Rooms for the period of January 1, 2025 to December 31, 2025.
Consistent with the priorities of the Pickering Community Safety & Well-Being (CSWB) Plan, and principles of the Durham Region Community Safety and Well-Being (CSWB) Plan, City
staff are seeking Council’s approval to renew the MOU with DARS Inc. for a one year term to continue the delivery of shower and hygiene services to support the basic needs of Pickering’s
most vulnerable residents.
City staff have identified that shower facilities are available at CHDRC in the Arena Dressing Rooms of the O’Brien Rink on Wednesday afternoons between 1:00 pm – 3:00 pm. DARS Inc.
will provide onsite supervision, towel and hygiene packages and will oversee the use of the facilities.
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.
CS 31-24 October 7, 2024
Subject: Shower Program Renewal Page 2
Financial Implications: The use of CHDRC Arena dressing rooms for this program will be during weekday hours when the facility is not being utilized for rentals or programs. DARS Inc.
will supply all staff and supplies required for the administration of the shower program. There is no financial impact resulting from the adoption of the recommendations in this report.
Discussion: The purpose of this report is to seek Council’s approval to execute a Memorandum of Understanding (MOU) with DARS Inc. to operate the shower program at the
Chestnut Hill Developments Recreation Complex (CHDRC) Arena Dressing Rooms for the period of January 1, 2025 to December 31, 2025.
On December 5, 2022, Council endorsed the execution of a MOU with Christian Faith Outreach Centre (CFOC) for use of the CHDRC Arena Dressing Room shower facilities to
support basic needs of residents as per Resolution #22/22. From December 2022 to February 2023, uptake of the shower program was limited and CFOC was not able to support the continuation of the program.
On February 27, 2023, Council endorsed an MOU with DARS Inc. to operate the shower
program as per Resolution #84/23. From March 2023 to December 2023 DARS Inc. facilitated
the shower program providing basic needs to individuals by providing hygiene products and shower access. A total of 70 individuals were served by this program in 2023.
On October 23, 2023, Council endorsed an agreement with DARS Inc. as per Resolution
#302/23 to operate the shower program at the CHDRC Arena Dressing Rooms for the period of November 1, 2023 to December 31, 2024. In this first six months of 2024, DARS has facilitated the shower program with over 50 individuals accessing this service.
DARS Inc. is a local organization that specializes in support services and providing basic
needs for unsheltered individuals. DARS Inc. has indicated the desire to continue providing the shower program for Pickering’s vulnerable population. DARS Inc. will be in attendance to
assist with towel and hygiene packages and administrate the shower program.
Ongoing evaluation of the program will continue, with regular discussions between DARS Inc.
and City staff.
Attachment:
1. Memorandum of Understanding – DARS Inc. and the City of Pickering
CS 31-24 October 7, 2024
Subject: Shower Program Renewal Page 3
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Michael Cain Laura Gibbs, MBA, MSc.
Supervisor, Safety, Security & Well-Being Director, Community Services
Original Signed By
Elaine Knox Community Safety & Well-Being Advisor
EK:mc
Recommended for the consideration of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Memorandum of Understanding
Between:
DARS Inc.
-and –
The Corporation of the City of Pickering (the “City”)
WHEREAS DARS Inc. wishes to provide access to washroom and shower facilities to assist the homeless population within the City of Pickering;
AND WHEREAS the City has space available at the Chestnut Hill Developments
Recreation Complex (CHDRC), Arena, facility located at 1867 Valley Farm Road,
Pickering, ON L1V 6K7, (the “Facility”) that suits the purpose;
AND WHEREAS the City has agreed to allow DARS Inc. to use portions of the
Facility as set out in Schedule “A” attached hereto (the “Useable Space”) subject to
the terms and conditions of this Agreement, and on the basis that there be no
financial risk incurred by the City by proceeding in this manner and that all costs,
including, but not limited to, security and supplies, for the Useable Space is at the sole expense of DARS Inc.;
NOW THEREFORE the Parties agree as follows:
TERM:
1.The term of the Agreement shall be for twelve (12) months commencing January 1,
2025, and expiring December 31, 2025.
2. The City of Pickering and DARS Inc. will evaluate the use of the service monthly.
Ongoing use will be determined following monthly evaluation of numbers using the
shower service.
3.Notwithstanding the foregoing, either party may terminate the Agreement, for any
reason, on fifteen (15) days written notice.
Attachment 1 to Report CS 31-24
4.Following the expiry or earlier termination of this Agreement, DARS Inc. shall restore
the Facility and the Useable Space to the condition they were in at the
commencement of the term.
USE OF SPACE:
5.The Useable Space will be used as washroom and shower access for homeless
residents in the City of Pickering who may otherwise not have access to washroom
and shower facilities.
6.DARS Inc. will contract, at its sole expense, to perform supervisory services to ensure
the Facility and the Useable Space are maintained to the satisfaction of the City.
7.The City will provide maintenance and cleaning of the facility prior to (1:00 pm), and
immediately after, (3:00 pm), following the shower/washroom use.
8.The Useable Space will be accessible 1 day per week, Wednesdays, with hours
1:00 pm – 3:00 pm - 2 hours each week. Supervision from DARS Inc. will always be
on site during operating hours.
9.DARS Inc. shall use the Useable Space in accordance with all applicable municipal,
provincial, and federal laws.
10. Operation of the Usable Space will be done in accordance with the City of Pickering,
Community Shower Access – Operating Procedure
DAMAGES, REPAIRS, AND ALTERATIONS:
11. DARS Inc. shall be responsible for all damage to the Facility and the Useable Space
in support of, or because of, the use.
12.DARS Inc. shall make no temporary or permanent modifications to the Facility or the
Useable Space without the prior written consent of the City, such consent not to be
unreasonably withheld.
INSURANCE AND INDEMNITY:
13. DARS Inc. shall secure at its own expense and keep in effect during the term of this
Agreement:
(a)commercial general liability that includes Tenants Legal Liability with a minimum
limit of $5,000,000 per occurrence;
(b)bodily injury and property damage insurance with a minimum limit of $5,000,000
per occurrence; and
(c) The City shall be included as an additional insurer in the said insurance policy.
DARS Inc. shall furnish to the City certificates of insurance as evidence of the
insurance coverage required by this Agreement. The certificates of insurance
shall provide that the insurance company will give thirty (30) day notice to the
City if the insurance is canceled or materially changed.
14. DARS Inc. shall indemnify and save harmless the City from and against all losses,
claims, actions, damages, liability and expenses (including any legal expenses
incurred by the City) arising from or in connection with the use of, or presence in, the
Facility and the Useable Space by DARS Inc., any person invited or allowed into the
Facility and the Useable Space by DARS Inc., or any person for whom DARS Inc. is
responsible.
15. DARS Inc. waives any and all claims against, releases from liability and agrees not
to sue the City, its members of Council, officers, employees, agents and
representatives, for any personal injury, death, property damage or any other losssustained by DARS Inc. or for which DARS Inc. may be responsible arising out of, or
in connection with DARS Inc. use of, or presence in, the Facility and the Useable
Space.
16. Neither party accepts any responsibility for losses or damages to personal property
of any person invited or allowed access to the Facility and the Useable Space.
NO WARRANTY:
17. The City makes no warranty expressed or implied regarding the safety of the Facility
and the Useable Space or its fitness for DARS Inc. purposes.
18. DARS Inc. acknowledges and agrees that it accepts the Facility and the Useable
Space “as is
where is” at its own risk and expense.
GENERAL:
19. This Agreement is non-transferable.
20. The recitals to this Agreement are true in substance and fact and are incorporated
herein.
Signed this ______________ day of _______________, 2024.
DARS Inc.
per: ____________________________________________
Margaret Eskins, Executive Director
I have the authority to bind DARS Inc.
The Corporation of the City of Pickering
per: _____________________________________________
Kevin Ashe, Mayor
per: _____________________________________________
Susan Cassel, City Clerk
I/We have the authority to bind The Corporation of the City of Pickering.
Schedule “A”
List of Useable Space
City of Pickering – Chestnut Hill Developments Recreation Complex – Arena – O’Brien
Rink
Change Rooms – 4, 5, 6 and Referee Change Room (Accessible)
Schedule A - List of Usable Space