HomeMy WebLinkAboutNovember 3, 2025
Executive Committee
Meeting Minutes
Electronic Meeting
November 03, 2025 - 02:00 PM
Chair: Mayor Ashe
Present:
Mayor K. Ashe
Councillor M. Brenner
Councillor S. Butt
Councillor L. Cook
Councillor D. Pickles
Councillor L. Robinson
Regrets:
Councillor M. Nagy
Also Present:
M. Carpino - Chief Administrative Officer
K. Bentley - Director, City Development & CBO
S. Boyd - Fire Chief
J. Eddy - Director, Human Resources
L. Gibbs - Director, Community Services
K. Heathcote - Director, City Infrastructure
R. Holborn - Director, Engineering Services
S. Karwowski - Director, Finance & Treasurer
S. Cassel – City Clerk
J. Halsall - Division Head, Finance
V. Plouffe - Division Head, Facilities Management & Construction
C. Rose - Chief Planner
T. Higgins - Accessibility Coordinator
R. Perera - Deputy Clerk
Call to Order/Roll Call 1.
1
The City Clerk certified that all Members of the Committee were present and participating
electronically, save and except Councillor Nagy who was absent due to a Pregnancy
Leave in accordance with Policy ADM 250 Pregnancy and Parental Leaves for Members of
Council.
Disclosure of Interest
No disclosures of interest were noted.
Delegations
There were no delegations.
Matters for Consideration
Chief Administrative Officer, Report CAO 20-25
2025 Accessibility for Ontarians with Disability Act Compliance Report
A question and answer period ensued between Members of the Committee and
staff regarding:
whether the 2025 Accessibility for Ontarians with Disability Act (AODA)
Compliance Report identified any areas that required accessibility
improvements;
•
whether any independent audits had been conducted on the City’s AODA
Compliance Report;
•
whether staff could provide Council with information on the full details of the
AODA compliance review prior to the November 24, 2025 Council Meeting;
•
whether staff could publish the complete AODA Compliance Report for all City
facilities on the City's website prior to the November 24, 2025 Council
Meeting;
•
whether all older City facilities had been upgraded to meet mobility access
standards; and,
•
the process the City followed to review the Report, and whether this process
differed from that of other municipalities.
•
Due to technical difficulties, it was the consensus of the Committee to take a short
recess. The Committee recessed at 2:09 p.m. and reconvened at 2:13 p.m.
2.
3.
4.
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November 03, 2025
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Upon returning, a further question and answer period ensued between Members of
the Committee and staff regarding:
whether any municipalities utilized external audits for their AODA Compliance
Reports; and,
•
whether the review conducted by the City’s Accessibility Advisory Committee
offered an additional layer of accessibility compliance review.
•
Recommendation:
Moved By Councillor Brenner
Seconded By Councillor Cook
That Report CAO 20-25 regarding the 2025 Accessibility for Ontarians with
Disability Act Compliance Report be received;
1.
That Council approve the City of Pickering’s Report of full Accessibility for
Ontarians with Disability Act Compliance, as set out in Attachments 1 and 2,
subject to minor revisions as may be required by the Chief Administrative
Officer;
2.
That staff be directed to submit the Compliance Report and the required
electronic reporting documents to Ministry for Seniors and Accessibility before
Wednesday December 31, 2025; and,
3.
That the appropriate officials of the City of Pickering be authorized to take the
actions necessary to implement the recommendations in this report.
4.
Carried
Director, Community Services, Report CS 31-25
Advertising in Pickering Arenas
Request for Quotation No. Q2025-31
A question and answer period ensued between Members of the Committee and
staff regarding:
concerns regarding the decrease in the City’s revenues with the contract;•
the duration of the contract;•
whether alternative options had been explored;•
whether the contract could be limited to a one-year term followed by a new •
4.2
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RFQ process;
the importance of engaging with local businesses to encourage advertising
while supporting the local economy; and,
•
clarification that Futuresign Multimedia Displays Inc. would be responsible
for securing advertising contracts for the arenas, and the ability to extend
those opportunities to local businesses.
•
Recommendation:
Moved By Councillor Pickles
Seconded By Councillor Butt
That Request for Quotation No. Q2025-31 for Advertising at Chestnut Hill
Developments Recreation Complex Arena and Don Beer Arena submitted by
Futuresign Multimedia Displays Inc. in the amount of $78,131.00 (plus HST)
be accepted;
1.
That the Director, Community Services be authorized to execute the Form of
Agreement with Futuresign Multimedia Displays Inc. pursuant to Request for
Quotation No. Q2025-31, for a three-year term beginning December 1, 2025
and ending November 30, 2028, with an option to extend for an additional one
year term, until November 30, 2029, pending satisfactory performance in the
delivery of services; and,
2.
That the appropriate City officials be authorized to take the necessary actions
as indicated in this report.
3.
Voters Yes No Abstain Conflict Absent
Mayor Ashe X
Councillor Brenner X
Councillor Butt X
Councillor Cook X
Councillor Nagy X
Councillor Pickles X
Councillor Robinson X
Results 5 1 0 0 1
Carried on a Recorded Vote (5 to 1)
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Director, Community Services, Report CS 32-25
Consulting Services for George Ashe Library & Community Centre
Renovation
A question and answer period ensued between Members of the Committee
and staff regarding:
whether this work qualified as a major capital project rather than a refresh
renovation;
•
clarification that the funding was solely for the design phase, and how much
additional cost was expected beyond that phase and for the entire Project;
•
a request to provide the total Project cost to Council prior to the November 24,
2025 Council Meeting and confirmation as to whether that cost included all
facets of the Project including HVAC systems, lighting, furniture, etc.;
•
whether the design cost was reasonable given the scope of work;•
the facility being approximately 25 years old and the number of residents who
use it annually;
•
whether the repair work would include an assessment of the roof and the
easternly wall windows due to the existing issues;
•
whether the building’s unique design contributed to higher construction costs;•
whether the Project included the addition of storage space; and,•
whether the work would include accessible washroom upgrades inside the
facility.
•
Recommendation:
Moved By Councillor Brenner
Seconded By Councillor Cook
That Request for Proposal No. RFP2025-10 for Consulting Services for
George Ashe Library & Community Centre, as submitted by Barry Bryan
Associates in the amount of $263,558.40 (net HST) be accepted;
1.
That the total gross project cost of $412,450.00 (HST included) for design and
associated costs, and the total net project cost of $371,424.00 (net HST) be
approved;
2.
That the Director, Finance & Treasurer be authorized to finance the net project
cost of $371,424.00 as approved in the 2020 and 2023 Capital Budgets and
funded from the Casino Reserve, Library Building Reserve and Property Tax;
3.
That the Director, Community Services be authorized to execute the
OAA_600-2021-A_ V1.2_Contract with Barry Bryan Associates pursuant to
4.
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Request for Proposal No. RFP2025-10; and,
That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in the report.
5.
Voters Yes No Abstain Conflict Absent
Mayor Ashe X
Councillor Brenner X
Councillor Butt X
Councillor Cook X
Councillor Nagy X
Councillor Pickles X
Councillor Robinson X
Results 5 1 0 0 1
Carried on a Recorded Vote (5 to 1)
Director, Community Services, Report CS 33-25
Post Manor Feasibility Study Update
1970 Brock Road
Brief discussion ensued regarding referring the Report back to staff in light of the
applicant submitting a site plan for the subject property.
Mayor Ashe stated that while the referral motion did not set timelines for bringing
the Report forward, it should proceed in alignment with the site plan application to
facilitate further dialogue.
Recommendation:
Moved By Councillor Brenner
Seconded By Councillor Pickles
That Report CS 33-25 regarding Post Manor Feasibility Study Update be
received;
1.
That staff be directed to take no further action in regard to the feasibility of
repurposing the Post Manor as an art gallery/studio; and,
2.
That the appropriate officials of the City of Pickering be authorized to take the 3.
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necessary actions as indicated in this report.
Note: The disposition of this matter was determined through the referral
motion below:
Moved By Councillor Brenner
Seconded By Councillor Pickles
That Report CS 33-25 be referred back to staff to provide staff in the Community
Services Department an opportunity to work jointly and consult with staff in City
Development and to bring forward recommendations at the appropriate time based
on the applicant pursuing a site plan approval for the subject lands.
Carried
Director, Finance & Treasurer, Report FIN 17-25
2026 User Fees
S. Karwowski, Director of Finance & Treasurer, appeared before the Committee via
electronic connection and stated that the 2026 user fees reflected a general
increase of 2.75% to 3%. S. Karwowski noted that the fees did not account for the
recovery of capital costs, but rather covered only variable and operating costs and
that the increase was considered moderate.
A question and answer period ensued between Members of the Committee and
staff regarding:
whether there were separate rates for residents and non-residents, and if
those rates were competitive with other Durham municipalities;
•
the current rate of inflation and whether any proposed increases to the user
fees exceeded that rate;
•
providing Council with the percentage of increase for all of the 2026 user
fees;
•
clarification regarding an administrative fee under Legal Services to be
charged at the direction of the Director, Corporate Services & City Solicitor
and why Council had no record of the fee amount and the rationale for it being
set at the discretion of the Director;
•
how much revenue had been collected, how frequently the administrative fee
under Legal Services was charged, and whether the fee applied to
developers, residents, or both;
•
concerns regarding the lack of reporting or a fixed amount for the •
4.5
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administrative fee under Legal Services, and clarification on the types of
services the charge covered; and,
a request that the Director, Corporate Services & City Solicitor provide
information on the administrative fee noted under Legal Services.
•
Recommendation:
Moved By Councillor Butt
Seconded By Councillor Cook
That Council approve the General Municipal Fees and Charges 2026 By-law
(to amend By-laws 6191/03) and Schedule I, as set out in Attachment 1, and
incorporate these into the 2026 Current Budget; and,
1.
That the appropriate City of Pickering officials be given authority to take the
necessary actions to give effect thereto.
2.
Voters Yes No Abstain Conflict Absent
Mayor Ashe X
Councillor Brenner X
Councillor Butt X
Councillor Cook X
Councillor Nagy X
Councillor Pickles X
Councillor Robinson X
Results 6 0 0 0 1
Carried on a Recorded Vote (6 to 0)
Member Updates on Committees
There were no updates from Members on Committees.
Other Business
Councillor Brenner noted that a meeting regarding the proposed cell towers on the
west side of Altona Road would be taking place at St. Monica Catholic School on
•
5.
6.
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November 12, 2025, starting at 6:30 p.m.
Councillor Brenner noted that a Ward 1 Town Hall meeting, held in partnership with
the Pickering West Shore Community Association, was scheduled for November 21,
2025, at 7:00 p.m.
•
Councillor Brenner noted that Christmas in the Village would run from December 15
to 22, 2025, with vendors set up in the parking lot of RONA in Pickering. Councillor
Brenner added that the $10 vendor fee would support the Pickering Animal Shelter,
and 10% of all sales would go toward the Pickering Animal Shelter construction fund.
•
Councillor Butt gave Notice of a Motion regarding Petticoat Creek.•
Adjournment
Moved By Councillor Robinson
Seconded By Councillor Cook
That the meeting be adjourned.
Carried
The meeting adjourned at 3:01 p.m.
7.
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