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HomeMy WebLinkAboutDecember 1, 2025 Executive Committee Meeting Agenda Electronic Meeting December 01, 2025 - 02:00 PM Chair: Mayor Ashe Please be advised that in accordance with Section 10.04 of the Procedure By-law, the City of Pickering is holding Council and Committee Meetings in an electronic format until further notice. Members of the public may observe the meeting proceedings by viewing the livestream on the HTML Agenda or the archived video available on the City's website. How to Participate Individuals looking to make a verbal delegation may do so in accordance with the City’s Procedure By-law. In lieu of a verbal delegation, individuals may also submit written comments to clerks@pickering.ca. To register as a delegation, please submit a Delegation Request Form by visiting pickering.ca/meetings. For inquiries related to accessibility, please contact Legislative Services Phone: 905.420.4611 | Email: clerks@pickering.ca. Call to Order/Roll Call Disclosure of Interest Delegations Matters for Consideration Director, Community Services, Report CS 30-25 Page 6 2026 Community Festivals, Events and Initiatives Authority to Execute Park Permits, Licence Agreements, and Funding Agreements Recommendation: 1. 2. 3. 4. 4.1 That staff be authorized to issue a park permit for use of Bruce Hanscomb Memorial Park by Alkame Dragon Boat Services from Sunday, May 24, 2026, until Sunday, May 31, 2026 (inclusive), for the Pickering Dragon Boat Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Pickering Dragon Boat Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 1. That staff be authorized to issue a park permit for use of Esplanade Park by Durham Community Health Centre on Friday, June 12, 2026, for National Indigenous Peoples Day, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 2. That staff be authorized to issue a park permit for use of Esplanade Park by Rotary Club of Pickering from Tuesday, June 16, 2026, until Monday, June 22, 2026 (inclusive), for Pickering Rotary Ribfest, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Pickering Rotary Ribfest, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 3. That staff be authorized to issue a park permit for use of Esplanade Park by ISKCON Durham from Friday, July 17, 2026, until Saturday, July 18, 2026 (inclusive), for Chariot Fest – Ratha Yatra, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Chariot Fest – Ratha Yatra, for use of on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 4. That staff be authorized to issue a park permit for use of Esplanade Park by Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) on Saturday, July 25, 2026, for the A.F.I.Y.U. Enterprise, Movie on the Esplanade and Cultural Event, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 5. That staff be authorized to issue a park permit for use of Esplanade Park by Canadian Food Truck Festivals from Thursday, August 6, 2026, until Monday, August 10, 2026 (inclusive), for the Pickering Food Truck Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk to execute the Licence Agreement for Pickering Food Truck Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative 6. Executive Committee Meeting Agenda December 01, 2025 - 2 - Officer; That staff be authorized to issue a park permit for use of Esplanade Park by Apostolic Pentecostal Church on Tuesday, August 11, 2026, for the APC Sing-a-long, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 7. That staff be authorized to issue a park permit for use of Esplanade Park by the Indo-Canadian Cultural Association of Durham on Saturday, August 22, 2026, for the Celebration of India’s Heritage, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 8. That the Director, Community Services, be authorized to enter into and execute Licence Agreement(s) with The Shops at Pickering City Centre for use of the parking lot and/or interior spaces for community engagement, on terms and conditions satisfactory to the Director, Community Services and Director, Corporate Services & City Solicitor; 9. That the Mayor and City Clerk be authorized to enter into and execute a Licence Agreement with Ontario Power Generation (OPG) for use of Kinsmen Park, Alex Robertson Park, and other OPG lands, for use by the City for the annual Canada Day event on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 10. That the Director, Community Services be authorized to execute funding agreements for Young Canada Works, Canada Summer Jobs, Summer Experience Fund, Celebrate Canada, and Experience Ontario for events, programs, and initiatives within Community Services, on terms and conditions satisfactory to the Director, Community Services, Director, Finance & Treasurer, Director, Corporate Services & City Solicitor and Chief Administrative Officer; and, 11. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 12. Director, Community Services, Report CS 34-25 Page 56 Additional Funds for Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement Second-Stage Request for Quotation No. RFQQ2025-5 Recommendation: That Report CS 34-25 regarding Additional Funds for Quotation No. RFQQ2025-5 for the Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement be received; 1. 4.2 Executive Committee Meeting Agenda December 01, 2025 - 3 - That additional costs in the amount of $303,260.00 (net of HST rebate) over the original estimated project cost for RFQQ2025-5 (Report CS 08-25) for Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement resulting in a revised total net project cost of $2,074,189.00 (net of HST rebate) be approved; 2. That the Director, Finance & Treasurer be authorized to finance the net project cost of $2,074,189.00 to be funded from the Canada Community Building Fund (CCBF) (FGT) Oblg RF as approved in the 2025 Capital Budget; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. 4. Director, Community Services, Report CS 35-25 Page 61 Consulting Services for Greenwood Community Centre Remediation & Demolition RFP2025-19 Recommendation: That Request for Proposal No. RFP2025-19 for Consulting Services for Greenwood Community Centre Remediation & Demolition, as submitted by Barry Bryan Associates in the amount of $60,750.72 (net HST) or $67,461.00 (HST included) be accepted; 1. That the total gross project cost of $165,507.00 (HST included) for design and associated costs, and the total net project cost of $149,044.00 (net HST) be approved; 2. That the Director, Finance & Treasurer be authorized to finance the net project cost of $149,044.00 as approved in the 2025 Capital Budget and funded from the Facilities Reserve; 3. That the Director, Community Services be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No. RFP2025-19; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. 5. Director, Community Services, Report CS 36-25 Page 65 Museum Deaccession Winter 2025 Artifact Deaccession List Recommendation: 4.3 4.4 Executive Committee Meeting Agenda December 01, 2025 - 4 - That Report CS 36-25 regarding Museum Deaccession be received;1. That Council endorse the deaccession of museum artifacts, as set out in Attachment 1; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in the report. 3. Director, City Infrastructure, Report INF 13-25 Page 82 Supply & Delivery of Street Sweeper Request for Quotation No. Q2025-26A Recommendation: That the lowest compliant respondent, Epoke North America Inc. for Request for Quotation No. Q2025-26A for the Supply and Delivery of a Street Sweeper, in the amount of $582,220.00 (net HST) or $646,530.00 (HST included) be accepted; 1. That the total gross project cost of $646,530.00 (HST included), and that the total net project cost of $582,220.00 (net HST) be approved; 2. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $582,220.00 as approved in the 2025 Capital Budget, to be funded by a transfer from the Equipment Reserve Fund; and, 3. That the appropriate officials if the City of Pickering be authorized to take the necessary actions as indicated in this report. 4. Member Updates on Committees Other Business Adjournment 4.5 5. 6. 7. Executive Committee Meeting Agenda December 01, 2025 - 5 - Report to Executive Committee Report Number: CS 30-25 Date: December 1, 2025 From: Laura Gibbs Director, Community Services Subject: 2026 Community Festivals, Events and Initiatives Authority to Execute Park Permits, Licenc e Agreements, and Funding Agreements File: A-1440-001 Recommendation: 1. That staff be authorized to issue a park permit for use of Bruce Hanscomb Memorial Park by Alkame Dragon Boat Services from Sunday, May 24, 2026, until Sunday , May 31, 2026 (inclusive), for the Pickering Dragon Boat Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Pickering Dragon Boat Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 2. That staff be authorized to issue a park permit for use of Esplanade Park by Durham Community Health Centre on Friday, June 12, 2026, for National Indigenous Peoples Day, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 3. That staff be authorized to issue a park permit for use of Esplanade Park by Rotary Club of Pickering from Tuesday, June 16, 2026, until Monday, June 22, 2026 (inclusive), for Pickering Rotary Ribfest, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Pickering Rotary Ribfest, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 4. That staff be authorized to issue a park permit for use of Esplanade Park by ISKCON Durham from Friday , July 17, 2026, until Saturday , July 18, 2026 (inclusive), for Chariot Fest – Ratha Yatra, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk be authorized to execute the Licence Agreement for Chariot Fest – Ratha Yatra, for use of on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 5. That staff be authorized to issue a park permit for use of Esplanade Park by Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) on Saturday, July 25, 2026, for the A.F.I.Y.U. Enterprise, Movie on the Esplanade and Cultural Event, on terms and - 6 - CS 30-25 December 1, 2025 Page 2 conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 6.That staff be authorized to issue a park permit for use of Esplanade Park by Canadian Food Truck Festivals from Thursday , August 6, 2026, until Monday, August 10, 2026 (inclusive), for the Pickering Food Truck Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer and that the Mayor and City Clerk to execute the Licence Agreement for Pickering Food Truck Festival, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 7.That staff be authorized to issue a park permit for use of Esplanade Park by Apostolic Pentecostal Church on Tuesday, August 11, 2026, for the APC Sing-a-long, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 8. That staff be authorized to issue a park permit for use of Esplanade Park by the Indo- Canadian Cultural Association of Durham on Saturday, August 22, 2026, for the Celebration of India’s Heritage, on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 9. That the Director, Community Services, be authorized to enter into and execute Licence Agreement(s) with The Shops at Pickering City Centre for use of the parking lot and/or interior spaces for community engagement, on terms and conditions satisfactory to the Director, Community Services and Director, Corporate Services & City Solicitor ; 10. That the Mayor and City Clerk be authorized to enter into and execute a Licence Agreement with Ontario Power Generation (OPG) for use of Kinsmen Park, Alex Robertson Park, and other OPG lands, for use by the City for the annual Canada Day event on terms and conditions satisfactory to the Director, Community Services and Chief Administrative Officer; 11.That the Director, C ommunity Services be authorized to execute funding agreements for Young Canada Works, Canada Summer Jobs, Summer Experience Fund, Celebrate Canada, and Experience Ontario for events, programs, and initiatives within Community Services, on terms and conditions satisfactory to the Director, Community Services, Director, Finance & Treasurer, Director, Corporate Services & City Solicitor and Chief Administrative Officer; and, 12.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 approval to issue park permits for community events; enter into licence agreements to deliver events and cultural services; and, enter into funding agreements to secure grants to deliver community services with seasonal staff . - 7 - CS 30-25 December 1, 2025 Page 3 The Community Festivals and Events Policy CUL 070 (the “Policy”) outlines the criteria, guidelines and processes by which requests to host private and/or public events in City parks are received and considered for approval. Prospective applicants are supported by the community events staff team and the Community Festivals & Events Manual which provides key information, timelines and required documentation to apply for events in City parks. A s per Sections 04.09 and 04.12, the permitting of Esplanade Park is subject to the Council approval. As per Section 4.07, Licenc e Agreements are required for Partner Events and must be signed by the Mayor and City Clerk. Therefore, the purpose of this report is to seek Council’s endorsement to issue park permits proposed to take place at Esplanade Park in 2026, as per the list below and grant the Mayor and City Clerk permission to execute the Licence Agreements for the Pickering Dragon Boat Festival, Pickering Rotary Ribfest, Chariot Fest – Ratha Yatra, and Pickering Food Truck Festival. This report seeks Council approval to grant the Director, Community Services the authority to execute Licence Agreements with The Shops at Pickering City Centre and to enter into funding agreements to deliver community services with seasonal staff . This report also seeks Council approval for the Mayor and City Clerk to execute a Licence Agreement with Ontario Power Generation for use of OPG lands for the annual Canada Day event. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Strengthen Existing & Build New Partnerships; and Foster an Engaged & Informed Community. Financial Implications: •Applicable City of Pickering park permit fees will be applied to all event organizers. •There is no cost to the City for entering Licence Agreements with Ontario Power Generation or The Shops at Pickering City Centre for use of their property. •Staff apply to provincial and federal grant programs annually to partially fund seasonal staff positions including Young Canada Works, Summer Experience Fund and Canada Summer Jobs. Anticipated grant revenues are included in the City’s c urrent budget. •S taff apply annually to the Experience Ontario Program to fund eligible City -led community festivals and the Celebrate Canada Program to fund the Canada Day event. Anticipated grant revenues are included in the City’s current budget. Discussion: The purpose of this report is to seek Council approval to issue park permits for community events; enter into licence agreements to deliver events and cultural services; and, enter into funding agreements to secure grants to deliver community services with seasonal staff. - 8 - CS 30-25 December 1, 2025 Page 4 1.Park Permit Recommendations for Community Events As per the Community Festivals and Events Policy, Section 04.09 and Section 04.12, staff are required to seek Council approval for applicants requesting to operate in Esplanade Park in 2026. As per Section 4.07, Licence Agreements are required for Partner Events and must be signed by the Mayor and City Clerk. As such, staff have prepared this report that identifies the following community organizations which have requested to continue to operate their 2026 event in Esplanade Park. Furthermore, as per Section 4.07, Licence Agreements are required for Partner Events and must be signed by the Mayor and City Clerk, therefore, staff are seeking Council approval for the Mayor and City Clerk to execute the agreement. Event Applicant Proposed Date(s) (includes event set-up, operation, and takedown) Pickering Dragon Boat Festival Alkame Dragon Boat Services May 24, 2026 – May 31, 2026 National Indigenous Peoples Day Durham Community Health Centre June 12, 2026 Pickering Rotary Ribfest Rotary Club of Pickering June 16, 2026 – June 22, 2026 Chariot Fest – Ratha Yatra ISKCON Durham July 17, 2026 – July 18, 2026 A.F.I.Y.U. Enterprise Movie on the Esplanade and Cultural Event Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) July 25, 2026 Pickering Food Truck Festival Canadian Food Truck Festivals August 6, 2026 – August 10, 2026 APC Sing-a-long Apostolic Pentecostal Church August 11, 2026 Celebration of India’s Independence Indo-Canadian Cultural Association of Durham August 22, 2026 Rain Date: August 23, 2026 - 9 - CS 30-25 December 1, 2025 Page 5 Event Details/ Description: 1. Event Details •Pickering Dragon Boat Festival brings 2,500 participants from across Canada to Bruce Hanscomb Memorial Park to compete annually. In 2026, the Pickering Dragon Boat Festival will be celebrating their 30th anniversary of event operation. •N ational Indigenous Peoples Day has operated successfully in Pickering since 2016, with different event names such as Big Drum Social and Aboriginal Celebration. The event includes booths, drumming, and dancing, and is open to local schools to attend and experience Indigenous culture. •Pickering Rotary Ribfest returned to Esplanade Park in 2024 under the sole direction of the Rotary Club of Pickering. In 2025, the event attracted over 40,000 attendees with world-class ribbers, food and artisan vendors, quality brewers, and local talent on the Gazebo stage. •Chariot Fest – Ratha Yatra is free family -friendly cultural festival hosted by ISKCON Durham proposed to occur in Esplanade Park in 2026. The event opens with a chariot parade through the park, and features live music, dance, and drama performances, as well as arts and crafts, storytelling, and cultural workshops. Attendees will receive a complimentary vegetarian meal, prasadam. •A.F.I.Y.U Enterprise first hosted a movie night in Esplanade Park in 2022 with great success. The organization is a service group dedicated to providing resources and mentorship to Jamaican, Caribbean and African-Canadian boys in Durham, ages 6-16 to equip them with life skills to become successful, contributing members of society. This event includes a movie highlighting black excellence, with informational booths, vendors, and giveaways. •The Canadian Food Truck Festival brings together some of the most sought-after mobile food eateries from across the Greater Toronto Area. The Canadian Food Truck Festival was established in 2013 and has grown across south central Ontario in past years expanding from one, to two, to now four locations. The Canadian Food Truck Festival has raised more than $325,000.00 in donations collected during the festival in support of the SickKids Foundation. •Apostolic Pentecostal Church is seeking to host three sing-a-long events in 2026, including one in the Gazebo of Esplanade Park. These events invite community members to join together in worship through song. •The Indo-Canadian Cultural Association has presented the annual Celebration of India’s Heritage in Esplanade Park since 2006, when Pickering became the first municipality in Durham Region to display a foreign flag at their City Hall. The 20th anniversary event will showcase Indian food vendors and artisan vendors throughout Park, as well as cultural - 10 - CS 30-25 December 1, 2025 Page 6 performances on the Gazebo stage, and a procession from the Gazebo for an official flag raising in front of City Hall at 12:00 pm . 2.Licence agreements to deliver Community Events and Cultural Services A.Licence Agreement for Canada Day The City of Pickering’s annual Canada Day nighttime celebration will take place on July 1, 2026, from 7:00 pm to 10:00 pm at Kinsmen Park. The event will feature live entertainment, food vendors, and a pyro musical fireworks finale and is expected to draw approximately 5,000 to 6,000 attendees. The nighttime celebration follows the Canada Day daytime event, which will take place earlier in the day from 12:00 pm to 5:00 pm at Esplanade Park. OPG is the owner and operator of Kinsmen Park, located at 777 Brock Road, and 889 Brock Road. The City entered first into a Licence Agreement on June 27, 2013 for a non- exclusive licence to use Kinsmen Park for recreational and public park use. Since festivals are not identified as a permitted use in the Licence Agreement, a temporary Licence Agreement for the Canada Day celebration is required. Staff are seeking authority for the Mayor and City Clerk to enter and execute the Licence Agreement to use OPG lands for the Canada Day event. B.Licence Agreement, The Shops at Pickering City Centre In the past, the City was granted access to indoor space within the shopping centre through a Licence Agreement to facilitate public engagement for such initiatives as the Seaton Recreation Complex & Library and the Recreation & Parks Ten Year Plan. This central, high-traffic location enabled staff to connect with a diverse range of residents, gather meaningful feedback, and foster dialogue around the future of recreational infrastructure in Pickering. The accessible setting contributed to increased participation and helped ensure that community voices were well-represented in the planning process. In 2026, staff plan to facilitate public engagement for Community Services programs and services in the Shops at Pickering City Centre and a licence agreement is required. The Director, Community Services is seeking the authority to enter and execute the Licence Agreements to conduct these activities at the Shops at Pickering City Centre. 3. Funding Agreements The City of Pickering receives funding annually to support the delivery of events and programs through both the sponsorships and government grant programs, including Young Canada Works, Summer Experience Fund, Canada Summer Jobs, Celebrate Canada and Experience Ontario. Revenues from these programs are identified in the Current Budget. G rant programs, such as Young Canada Works, Summer Experience Fund, and Canada Summer Jobs, provide funding to offset the cost of seasonal staff that support events and programs annually. Annual funding programs like Experience Ontario and Celebrate Canada - 11 - CS 30-25 December 1, 2025 Page 7 provide funding to support culture and recreation programs and events that align with their grant objectives. Grant applications and grant reporting are reviewed and approved by Finance staff before being submitted to funders and contracts are reviewed and approved by a City Solicitor before execution. As per Section 10 of the Financial Control Policy (FIN 030), the Director, Community Services is seeking the authority to enter into funding agreements for Young Canada Works, Summer Experience Fund, Canada Summer Jobs, Experience Ontario, and Celebrate Canada to support Community Services initiatives in 2026, on terms and conditions satisfactory to the Director, Finance & Treasurer . Attachments: 1.Licence Agreement – Pickering Dragon Boat Festival 2026 2.Licence Agreement – Pickering Rotary Ribfest 2026 3.Licence Agreement – Chariot Fest 2026 4.Licence Agreement – Pickering Food Truck Festival 2026 Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Krystal Roberts Laura Gibbs, MBA, MSc. Manager, Cultural Services Director, Community Services LG :im Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 12 - Pickering Dragon Boat Festival 2026 - Licence Agreement 1 Attachment 1 to Report CS 30-25 This Licence Agreement is made this Choose an item. day Month of , Choose an item.. Between: Alkame Dragon Boat Services hereafter known as (“the Licensee”) -and – The Corporation of the City of Pickering (the "City") Whereas the City owns the lands (the “Lands”) shown outlined in red on Schedule “A” which includes Bruce Hanscomb Memorial Park and; Whereas the Licensee wishes to use the Lands for the purpose of running a community festival called Pickering Dragon Boat Festival hereafter known as (the “Event”); Whereas the Event consists of dragon boat races, liquor sales, and concession services, and; Whereas the City is prepared to permit such use on the terms and subject to the conditions set out in this Licence. Now Therefore the City and the Licensee agree as follows: Licence 1.The City grants to the Licensee a non-exclusive licence to occupy and use the Lands for the purpose of running the event on the terms and subject to the conditions set out in this licence. 2.No agreements will be approved until previous outstanding balances to the City have been paid. Term 3.The term of this Licence shall be eight (8) days commencing Sunday, May 24, 2026, at 7:00 AM and ending Sunday, May 31, 2026, at 11:00 PM, unless terminated earlier in accordance with Section 3. 4.If at any time the Licensee is in default in the performance of any of the obligations under this Licence, the City shall have the right to terminate this Licence forthwith upon giving verbal notice of termination to the Licensee or one of its representatives and thereupon all the rights of the Licensee shall immediately cease and the City shall not be liable for payment to the Licensee of any moneys, damages or losses whatsoever by reason of such termination. - 13 - Pickering Dragon Boat Festival 2026 - Licence Agreement 2 Fees 5. The Licensee shall not be required to pay to the City any fee for this Licence, but shall be responsible for payment of all applicable park permit, non-City permit, licence, staffing charges, and approval fees. Applicable Laws 6. The Licensee shall comply strictly with all applicable laws, by -laws, rules and regulations governing its use of the Lands for the Event purposes including the City’s Noise By-law, Traffic and Parking By -laws, the Ontario Building Code, and all applicable requirements of the Technical Standards & Safety Authority (“TSSA”). 7. The Licensee, where applicable, shall obtain all necessary permits, licenses and approvals that may be required in connection with its use of the Lands for the Event purposes including, but not limited to: (a)Liquor licence (City Clerk’s Office and Alcohol and Gaming Commission of Ontario); beverage service plan approval (Community Services Department); (b) Carnival licence (Municipal Law Enforcement Services); (c )Park permit, road occupancy permit, road and parking lot closure approvals, electrical safety approval and approvals/locates for any staking or subsurface work (Engineering Services); (d)Site plan approval (Corporate Events Team ); (e)Tents constructed must comply with permitting under the Building Code Act, Ontario Building Code (OBC) and the City’s Temporary Tent Standard Operating Procedure (City Development Department); (f ) Utility locates for staking & grounding will be provided by the event organizers or the operators and completed by a Certified Public Utility Locator with DPT accreditation (DTP – Damage Prevention Technician) such as Ontario One-Call. The proof of locates documentation must be provided and inspected by a designated City of Pickering representative prior to the event; (g)Parade permit through City of Pickering Municipal Law Enforcement Services, Durham Region Police Serv ice and when required Region of Durham . (h)Portable washroom facilities, hand wash sinks/stations, garbage disposal, and food safety (Durham Region Health Department); If the Licensee is going to confiscate attendees’ water/water bottles upon entry into the event then it shall provide and ensure that a free source of drinking water is continuously available and accessible to all attendees following their entry into the event; (i)Water hydrant permit (Durham Region Works Department); - 14 - Pickering Dragon Boat Festival 2026 - Licence Agreement 3 (j)Sign permits (Municipal Law Enforcement Services, City of Pickering and Durham Region Works Department depending on sign location); (k )TSSA inspection and approval of all amusement rides; 8.In accordance with Regional Smoke Free By -law Number 28-2019, no-smoking and no-vaping signs shall be posted in a conspicuous manner at each entrance to the Event to indicate that smoking and vaping are prohibited. 9.The City of Pickering reserves the right to approve any use of the City of Pickering logo, prior to production or distribution. 10.As the park permit holder, the Licensee is entitled to designate the event as a pet free event. Events with the primary purpose of selling/consuming food must be pet free. Should the Event be designated as pet-free, the Licensee shall be responsible for prohibiting pets from accessing Esplanade Park during the Event, and shall promote and publicize the “no pets” policy prior to commencement of the Event. Vendors 11. The Licensee shall not be required to obtain a hawker and peddler licence from the City . 12.All vendors are subject to pre-approval by the City prior to being allowed on the Lands. 13. The Licensee shall supply to the City a complete list of all vendors and the products that they are selling 2 weeks in advance of the event. 14.Festival organizers will not solicit or accept vendors or advertising from companies whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: •the sale of cigarettes, cigars or any tobacco product or material; •the sale of any cannabis product or material; •the sale of an e-substance, electronic cigarette or vapour product or material; •pornography •the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products 15.The City has the right to pre-approve all vendors coming onto City Lands and will not allow vendors or advertising, either directly or through third party arrangements, that: •Violate any City policy or agreement •Convey a negative religious message that might be deemed prejudicial to religious groups. •Promote alcohol and other addictive substances, at venues / events geared primarily to children. •Present demeaning or derogatory portrayals of individuals or groups or contain anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence. •Directly compete with City programs or services (this includes but is not limited to fitness, camps, ice rentals, banquet hall rentals, museums, municipalities.) - 15 - Pickering Dragon Boat Festival 2026 - Licence Agreement 4 16.The City has the right to approve the placement of vendors throughout the park. A final site plan, including all vendors, must be provided for approval to the City to ensure layout considers clear site lines, walking paths, patron safety . Maximum event capacity will be determined based on the contents of the final approved site plan. Fire Safety 17.Prior to operation of the Event, the Licensee must schedule a fire inspection to be carried out by City of Pickering Fire Services for commercial cooking equipment. Inspections are not required for listed small portable cooking equipment (i.e. outdoor ovens, smokers, charcoal, electric or propane barbeques, etc.) that is located outdoors in an unenclosed area. If required, a schedule for subsequent site inspections will be determined by Fire Services, prior to which such equipment cannot be operated without the approval of Pickering Fire Services staff. 18. The Licensee shall maintain a clear and unobstructed 5 meter access route into the Event area to allow for responding emergency vehicles during the Event. This route is subject to preapproval by Fire Services as part of site plan review. 19. The Licensee shall ensure that a minimum unobstructed distance of 3 meters is marked and maintained in all directions from all fire hydrants. 20.O nly TSSA approved gaseous fuel burning appliances are to be used. Documentation of TSSA approval must be onsite and available for review. 21.Cylinders containing compressed gas shall be protected against mechanical damage, and stored to hold them securely in place. 22.Portable fire extinguishers (a)Portable fire extinguishers shall be present at each booth/vendor operating cooking equipment and any location serving alcoholic beverages. Extinguishers must be properly rated for the hazard present. Portable extinguishers shall be kept operable and fully charged. (b)Portable extinguishers shall be located so that they are easily seen and shall be accessible at all times. (c)Portable extinguishers in proximity to a fire hazard shall be located so as to be accessible without exposing the operator to undue risk. (d)Event staff must be familiar with the safe operation of portable fire extinguishers in their work area. 23.Bins containing solid fuel (e.g. wood) must be located a minimum of 1.2 meters from any heat producing appliance, such as a barbeque. Utilities 24. The Licensee and its employees, agents and contractors, including its electrical support group, is prohibited from altering City electrical infrastructure, and is only permitted to use existing outlets. If additional power is required, generators must be brought in at the expense of the Licensee. Should there be an electrical concern during an event, City electrical staff will call in the City’s contractor and repairs will be the City’s cost unless it is proven that the Licensee- 16 - Pickering Dragon Boat Festival 2026 - Licence Agreement 5 altered, overloaded the City electrical system. Note: All outlets are a standard 15 amp GFI service. 25.The Licensee is required to engage the services of a licenced electrical contractor or may choose to engage the City’s contractor who shall obtain all the necessary Ontario Electrical Safety Association inspections and approvals. 26.Licensee shall be responsible for electrical work outside of City parks including, provision and installation of power supplies and for obtaining Ontario Electrical Safety Association inspections and approvals. Any required electrical work shall be at the expense of the Licensee. 27.The City assumes no responsibility to the Licensee for the temporary or unavoidable interruption of the supply of any public utility service due to any cause whatsoever . 28. The Licensee will ensure where staking of tents or equipment and/or grounding of electrical equipment requires underground utility locates to be obtained by the event organizers or service providers (i.e. Rides or Carnivals) that the proof of all utility locates (required paperwork) will be provided for inspection/verification, to the designated City representative 2 days in advance of the installation of the ride(s) or staking. 29. The Licensee is responsible for arranging access to a public water source through the Region of Durham. Hours of Operation 30.Subject to any other regulatory approval (e.g. liquor licence), the Licensee shall ensure public access to the Event is restricted to the following hours: Weekday/Month/Year Time Start Time End Saturday, May 30, 2026 6:00 am 6:00 pm Sunday, May 31, 2026 6:00 am 6:00 pm M aintenance 31.The Licensee shall maintain the Lands in the same clean, sanitary and attractive condition as they exist prior to at the start of the Event, and at the end of the Event shall repair or replace any damage to the Lands. The Licensee shall restore the Lands to their original condition prior to the end of the Event; with the exception of any flower beds. Any damage or clean-up left at the end of the event will be completed by the City’s designated contractor at the expense of the Festival/Events Partner. 32. The Licensee shall ensure all power cords have been covered to avoid tripping hazards. 33.In Esplanade Park , the event areas include the cenotaph. The Licensee will arrange to fence off the Cenotaph as applicable. Please note that fencing may be approved for removal during official ceremonies. In these cases, the fencing will be reconstructed in order to avoid damage and vandalism once the ceremony is complete. - 17 - Pickering Dragon Boat Festival 2026 - Licence Agreement 6 Waste Management 34. The Licensee shall comply with the Sustainable Event Guidelines – Waste Management Plan, and provide recyclable containers wherever and whenever possible. 35.The City agrees to provide the Licensee with keys for permanent waste removal fixtures within the park , for the duration of the Event. 36. The Licensee will ensure that additional waste disposal bins are placed throughout the park for participants, designated by waste type, and arrange for timely pick -ups throughout the Event. 37. The Licensee is responsible for ensuring all vendors and participants are properly disposing their waste in the correct containers and bins. The Licensee shall provide vendors with a designated bin for convenient disposal. 38. The Licensee will include in their waste management plan the collection of waste throughout the event to remove from vendor and participant areas, and remove all waste from the site. Road and Sidewalk Closures 39.The City will make provisions to close roads, sidewalks and walkways as noted below . 40. The City will post notification and promote through service disruption the right of the Licensee event to block sidewalks as noted below. 41. The Licensee agrees to staff and maintain access points for emergency services, vendors, and the public during all hours of operation. The Licensee will provide staffing for any fire route gate deemed required by the City and ensure there is no parking in that space. Road Closures Parameters Date/time start Date/time end Sidewalk /Walkway Closures Parameters Date/time start Date/time end 42. The Licensee and the City will make provisions for Durham Regional Auxiliary Police assistance for a rolling closure during parades. The form -up will take place as noted in schedule B parade route, if applicable. Vehicular Access | Parking 43. The Licensee can allow event vendor vehicles and food trucks into City parks. All vehicles must be walked in by Festival/Event volunteer/staff person wearing a safety vest, to ensure public safety. - 18 - Pickering Dragon Boat Festival 2026 - Licence Agreement 7 44.D amage caused by vehicles at the Event will be repaired by the City at the expense of the Licensee. 45.The City agrees to give exclusive access to portions of parking areas as shown in schedule A for the operation of the Event, as noted below . Permits will be issued following the receipt of all required insurances and payment of scheduled applicable fees. Parking Lot Portion Date start Time start Date end Time end Signage 46. The Licensee shall not exhibit or allow to be exhibited on the Lands any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 47.The City of Pickering reserves the right to approve any application or use of the City of Pickering Logo prior to production or distribution. 48.Promotional event signage must follow the City and Regional Sign bylaw and be submitted for approval to the City and Region of Durham as required. Approval must be received prior to installation. 49.When available the City will allocate City Sign resources to support partner events. Staffing 50. The Licensee shall provide and pay for all personnel and supplies required for its purposes, including City Bylaw Officers, paid police duty as deemed necessary by the Durham Regional Police Service. 51.When required, City Bylaw Officers will be paired by the Licensee with Pay Duty Police Officers, for the duration of their shift. 52. The Licensee shall ensure that all rules of the ACGO are strictly adhered to and that alcoholic beverage services are organized, led and served only by persons with Smart Serve Certification 53.N o roaming server(s) shall card or provide wristbands to patrons at any time during the Event. Roaming servers may only serve patrons until dusk. 54. The Licensee will assign Festival/Event staff or Licenced Security Guards with Smart Serve Certification to operate a designated ID carding and stamping/wristband area. 55. The Licensee organizing parades will assign a Parade Marshall in addition to the event lead. Parade Marshal to attend Parade planning meetings with the event lead, be on hand the day of the event to organize floats, and communicate with both City staff / Durham Regional Police - 19 - Pickering Dragon Boat Festival 2026 - Licence Agreement 8 Auxiliary. The Licensee with City Staff will coordinate parade route and safety measures with City Staff and Durham Regional Police Auxiliary. A ccessibility 56. The Licensee shall ensure that all staff and volunteers have accessibility training, as per section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 : 6.(1) every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services with disabilities: 1.Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee agent, volunteer or otherwise. 2.Every person who participates in developing the provider’s policies, practices and procedures governing the provision of goods or services to members of the public or third parties. Serve-Ability Training Program must be completed by all involv ed in the ev ent. The Licensee must complete and submit a signed Training Ack nowledgement Form to confirm the completion of training; which shall be f orwarded to the designated City staff person one week prior to the event. Emergency Preparedness 57. The Licensee shall ensure that appropriate first aid equipment and appropriately trained first responders are present throughout the event. 58. The Licensee shall prepare emergency plans for approval by the City’s Community Services Department. 59. The Licensee shall comply with the City of Pickering’s Emergency Weather Standard Operations Procedure (SOP) during event operations. 60.C ity of Pickering reserves the right to cancel, delay and/or postpone the event due to severe weather conditions. Insurance 61. The Licensee, at its own expense, shall provide, (a)Comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, - 20 - Pickering Dragon Boat Festival 2026 - Licence Agreement 9 non-owned automobile liability, death and property damage, on an occurrence basis with respect to the Licensee use and occupancy of the Lands, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City in respect of claims by the Licensee as if the City was separately insured and which shall contain a cross liability clause; and (b)A certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 62. The Licensee shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, The Licensee shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Lands, the Licensee shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the Licensee shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the Licensee. Liability and Indemnification 63.The City shall not be liable to the Licensee for any loss of or damage to any equipment or inventory used in connection with the Event, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence or willful misconduct of the City, its servants, agents or employees. 64.O nce any equipment is erected on the Lands, the Licensee shall provide overnight security and the Lands shall become the Licensee responsibility. 65. The Licensee shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the Licensee use and occupation of the Lands. 66.The City, its servants, employees and agents shall not be liable or responsible in any way whatsoever for any personal injury or death that may be suffered by the Licensee, its servants or agents or any other person who may be on the Lands in connection with the use or purposes of the Licensee or for any loss or damage to property of any person unless the such loss was caused by the negligence or willful misconduct of the City, its servants, agents, employees or those person for whom the City is in law responsible. The Licensee shall defend and indemnify the City, its servants, employees, agents, and elected officials from all such claims. G eneral 67.The City shall have the right to enter the Lands at any time for any reason. 68. The Licensee agrees to ensure activities are limited to the details submitted in the Festival and Events application (see attached). - 21 - Pickering Dragon Boat Festival 2026 - Licence Agreement 10 69. The Licensee shall not alter, add to or vary in any way any part of the Lands without the prior approval of the City. 70.This Licence shall not be assignable by the Licensee without the consent of the City, which consent may be arbitrarily refused. 71.This Licence shall to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 72.The recitals at the head of this Licence are true and accurate and form a part hereof. 73.N o amendment to this Licence shall be effective unless it is in writing and signed by both parties. 74.The Parties hereto acknowledge and agree that their relationship is restricted to that of Licensor and Licensee and nothing in this Agreement expands or changes the nature of that relationship. 75.This Agreement shall be governed by the law of the Province of Ontario. 76.This Agreement represents the entire agreement between the Parties. In Witness Whereof the City and the Licensee have signed this Licence. Alkame Dragon Boat Services First Name Last Name, Title I have the authority to bind the corporation The Corporation of the City of Pickering Kevin Ashe, Mayor Susan Cassel, City Clerk - 22 - Pickering Rotary Ribfest 2026 - Licence Agreement 1 Attachment 2 to Report CS 30-25 This Licence Agreement is made this Choose an item. day Month of , Choose an item.. Between: Rotary Club of Pickering hereafter known as (“the Licensee”) -and – The Corporation of the City of Pickering (the "City") Whereas the City owns the lands (the “Lands”) shown outlined in red on Schedule “A” which includes The Esplanade Park, portions of The Esplanade South road allowances, and the Civic Complex Parking Lot and; Whereas the Licensee wishes to use the Lands for the purpose of running a community festival called Pickering Rotary Ribfest hereafter known as (the “Event”); Whereas the Event consists of ribbers, carnival, liquor service, vendors and live entertainment; and Whereas the City is prepared to permit such use on the terms and subject to the conditions set out in this Licence. Now Therefore the City and the Licensee agree as follows: Licence 1.The City grants to the Licensee a non-exclusive licence to occupy and use the Lands for the purpose of running the event on the terms and subject to the conditions set out in this licence. 2.No agreements will be approved until previous outstanding balances to the City have been paid. Term 3.The term of this Licence shall be seven (7) days commencing Tuesday, June 16, 2026, at 7:00 AM and ending Monday June 22, 2026, at 12:00 PM , unless terminated earlier in accordance with Section 3. - 23 - Pickering Rotary Ribfest 2026 - Licence Agreement 2 4.If at any time the Licensee is in default in the performance of any of the obligations under this Licence, the City shall have the right to terminate this Licence forthwith upon giving verbal notice of termination to the Licensee or one of its representatives and thereupon all the rights of the Licensee shall immediately cease and the City shall not be liable for payment to the Licensee of any moneys, damages or losses whatsoever by reason of such termination. Fees 5. The Licensee shall not be required to pay to the City any fee for this Licence, but shall be responsible for payment of all applicable park permit, non-City permit, licence, staffing charges, and approval fees. Applicable Laws 6. The Licensee shall comply strictly with all applicable laws, by -laws, rules and regulations governing its use of the Lands for the Event purposes including the City’s Noise By-law, Traffic and Parking By -laws, the Ontario Building Code, and all applicable requirements of the Technical Standards & Safety Authority (“TSSA”). 7. The Licensee, where applicable, shall obtain all necessary permits, licenses and approvals that may be required in connection with its use of the Lands for the Event purposes including, but not limited to: (a)Liquor licence (City Clerk’s Office and Alcohol and Gaming Commission of Ontario); beverage service plan approval (Community Services Department); (b)Carnival licence (Municipal Law Enforcement Services); (c )Park permit, road occupancy permit, road and parking lot closure approvals, electrical safety approval and approvals/locates for any staking or subsurface work (Engineering Services); (d)Site plan approval (Corporate Events Team ); (e)Tents constructed must comply with permitting under the Building Code Act, Ontario Building Code (OBC) and the City’s Temporary Tent Standard Operating Procedure (City Development Department); (f ) Utility locates for staking & grounding will be provided by the event organizers or the operators and completed by a Certified Public Utility Locator with DPT accreditation (DTP – Damage Prevention Technician) such as Ontario One-Call. The proof of locates documentation must be provided and inspected by a designated City of Pickering representative prior to the event; (g)Parade permit through City of Pickering Municipal Law Enforcement Services, Durham Region Police Serv ice and when required Region of Durham . (h)Portable washroom facilities, hand wash sinks/stations, garbage disposal, and food safety (Durham Region Health Department); If the Licensee is going to confiscate - 24 - Pickering Rotary Ribfest 2026 - Licence Agreement 3 attendees’ water/water bottles upon entry into the event then it shall provide and ensure that a free source of drinking water is continuously available and accessible to all attendees following their entry into the event; (i)Water hydrant permit (Durham Region Works Department); (j)Sign permits (Municipal Law Enforcement Services, City of Pickering and Durham Region Works Department depending on sign location); (k )TSSA inspection and approval of all amusement rides; 8.In accordance with Regional Smoke Free By -law Number 28-2019, no-smoking and no-vaping signs shall be posted in a conspicuous manner at each entrance to the Event to indicate that smoking and vaping are prohibited. 9.The City of Pickering reserves the right to approve any use of the City of Pickering logo, prior to production or distribution. 10.As the park permit holder, the Licensee is entitled to designate the event as a pet free event. Events with the primary purpose of selling/consuming food must be pet free. Should the Event be designated as pet-free, the Licensee shall be responsible for prohibiting pets from accessing Esplanade Park during the Event, and shall promote and publicize the “no pets” policy prior to commencement of the Event. Vendors 11. The Licensee shall not be required to obtain a hawker and peddler licence from the City . 12.All vendors are subject to pre-approval by the City prior to being allowed on the Lands. 13. The Licensee shall supply to the City a complete list of all vendors and the products that they are selling 2 weeks in advance of the event. 14.Festival organizers will not solicit or accept vendors or advertising from companies whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: •the sale of cigarettes, cigars or any tobacco product or material; •the sale of any cannabis product or material; •the sale of an e-substance, electronic cigarette or vapour product or material; •pornography •the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products 15.The City has the right to pre-approve all vendors coming onto City Lands and will not allow vendors or advertising, either directly or through third party arrangements, that: •Violate any City policy or agreement •Convey a negative religious message that might be deemed prejudicial to religious groups. •Promote alcohol and other addictive substances, at venues / events geared primarily to children.- 25 - Pickering Rotary Ribfest 2026 - Licence Agreement 4 •Present demeaning or derogatory portrayals of individuals or groups or contain anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence. •Directly compete with City programs or services (this includes but is not limited to fitness, camps, ice rentals, banquet hall rentals, museums, municipalities.) 16.The City has the right to approve the placement of vendors throughout the park. A final site plan, including all vendors, must be provided for approval to the City to ensure layout considers clear site lines, walking paths, patron safety . Maximum event capacity will be determined based on the contents of the final approved site plan. Fire Safety 17.Prior to operation of the Event, the Licensee must schedule a fire inspection to be carried out by City of Pickering Fire Services for commercial cooking equipment. Inspections are not required for listed small portable cooking equipment (i.e. outdoor ovens, smokers, charcoal, electric or propane barbeques, etc.) that is located outdoors in an unenclosed area. If required, a schedule for subsequent site inspections will be determined by Fire Services, prior to which such equipment cannot be operated without the approval of Pickering Fire Services staff. 18. The Licensee shall maintain a clear and unobstructed 5 meter access route into the Event area to allow for responding emergency vehicles during the Event. This route is subject to preapproval by Fire Services as part of site plan review. 19. The Licensee shall ensure that a minimum unobstructed distance of 3 meters is marked and maintained in all directions from all fire hydrants. 20.O nly TSSA approved gaseous fuel burning appliances are to be used. Documentation of TSSA approval must be onsite and available for review. 21.C ylinders containing compressed gas shall be protected against mechanical damage, and stored to hold them securely in place. 22.Portable fire extinguishers (a)Portable fire extinguishers shall be present at each booth/vendor operating cooking equipment and any location serving alcoholic beverages. Extinguishers must be properly rated for the hazard present. Portable extinguishers shall be kept operable and fully charged. (b)Portable extinguishers shall be located so that they are easily seen and shall be accessible at all times. (c)Portable extinguishers in proximity to a fire hazard shall be located so as to be accessible without exposing the operator to undue risk. (d)Event staff must be familiar with the safe operation of portable fire extinguishers in their work area. 23.Bins containing solid fuel (e.g. wood) must be located a minimum of 1.2 meters from any heat producing appliance, such as a barbeque. - 26 - Pickering Rotary Ribfest 2026 - Licence Agreement 5 Utilities 24. The Licensee and its employees, agents and contractors, including its electrical support group, is prohibited from altering City electrical infrastructure, and is only permitted to use existing outlets. If additional power is required, generators must be brought in at the expense of the Licensee. Should there be an electrical concern during an event, City electrical staff will call in the City’s contractor and repairs will be the City’s cost unless it is proven that the Licensee altered, overloaded the City electrical system. Note: All outlets are a standard 15 amp GFI service. 25.The Licensee is required to engage the services of a licenced electrical contractor or may choose to engage the City’s contractor who shall obtain all the necessary Ontario Electrical Safety Association inspections and approvals. 26.The Licensee shall be responsible for electrical work outside of City parks including, provision and installation of power supplies and for obtaining Ontario Electrical Safety Association inspections and approvals. Any required electrical work shall be at the expense of the Licensee. 27.The City assumes no responsibility to the Licensee for the temporary or unavoidable interruption of the supply of any public utility service due to any cause whatsoever . 28. The Licensee will ensure where staking of tents or equipment and/or grounding of electrical equipment requires underground utility locates to be obtained by the event organizers or service providers (i.e. Rides or Carnivals) that the proof of all utility locates (required paperwork) will be provided for inspection/verification, to the designated City representative 2 days in advance of the installation of the ride(s) or staking. 29. The Licensee is responsible for arranging access to a public water source through the Region of Durham. Hours of Operation 30.Subject to any other regulatory approval (e.g. liquor licence), the Licensee shall ensure public access to the Event is restricted to the following hours: Weekday/Month/Year Time Start Time End Friday, June 19, 2026 11:00 am 10:00 pm (9:00 pm gate closure) Saturday, June 20, 2026 11:00 am 10:00 pm (9:00 pm gate closure) Sunday, June 21, 2026 11:00 am 8:00 pm (7:00 pm gate closure) M aintenance 31.The Licensee shall maintain the Lands in the same clean, sanitary and attractive condition as they exist prior to at the start of the Event, and at the end of the Event shall repair or replace any damage to the Lands. The Licensee shall restore the Lands to their original condition prior to the end of the Event; with the exception of any flower beds. Any damage or clean-up left at the end of the event will be completed by the City’s designated contractor at the expense of the Festival/Events Partner. - 27 - Pickering Rotary Ribfest 2026 - Licence Agreement 6 32. The Licensee shall ensure all power cords have been covered to avoid tripping hazards. 33.In Esplanade Park , the event areas include the cenotaph. The Licensee will arrange to fence off the Cenotaph as applicable. Please note that fencing may be approved for removal during official ceremonies. In these cases, the fencing will be reconstructed in order to avoid damage and vandalism once the ceremony is complete. Waste Management 34. The Licensee shall comply with the Sustainable Event Guidelines – Waste Management Plan, and provide recyclable containers wherever and whenever possible. 35.The City agrees to provide the Licensee with keys for permanent waste removal fixtures within the park , for the duration of the Event. 36. The Licensee will ensure that additional waste disposal bins are placed throughout the park for participants, designated by waste type, and arrange for timely pick -ups throughout the Event. 37. The Licensee is responsible for ensuring all vendors and participants are properly disposing their waste in the correct containers and bins. The Licensee shall provide vendors with a designated bin for convenient disposal. 38. The Licensee will include in their waste management plan the collection of waste throughout the event to remove from vendor and participant areas, and remove all waste from the site. Road and Sidewalk Closures 39.The City will make provisions to close roads, sidewalks and walkways as noted below . 40. The City will post notification and promote through service disruption the right of the Licensee event to block sidewalks as noted below. 41. The Licensee agrees to staff and maintain access points for emergency services, vendors, and the public during all hours of operation. The Licensee will provide staffing for any fire route gate deemed required by the City and ensure there is no parking in that space. Road Closures Parameters Date/time start Date/time end Esplanade South Civic Complex Parking Lot to Valley Farm Road Thursday, June 18. 2026 7:00 am Monday, June 22, 2026 12:00 pm Sidewalk /Walkway Closures Parameters Date/time start Date/time end Esplanade South Valley Farm Road to Glenanna Road Thursday, June 18, 2026 7:00 am Monday, June 22, 2026 12:00 pm Esplanade Park Throughways Thursday, June 18, 2026 7:00 am Monday, June 22, 2026 12:00 pm - 28 - Pickering Rotary Ribfest 2026 - Licence Agreement 7 42. The Licensee and the City will make provisions for Durham Regional Auxiliary Police assistance for a rolling closure during parades. The form -up will take place as noted in schedule B parade route, if applicable. Vehicular Access | Parking 43. The Licensee can allow event vendor vehicles and food trucks into City parks. All vehicles must be walked in by Festival/Event volunteer/staff person wearing a safety vest, to ensure public safety. 44.D amage caused by vehicles at the Event will be repaired by the City at the expense of the Licensee. 45.The City agrees to give exclusive access to portions of parking areas as shown in schedule A for the operation of the Event, as noted below . Permits will be issued following the receipt of all required insurances and payment of scheduled applicable fees. Parking Lot Portion Date start Time start Date end Time end Civic Complex Parking Lot Full Lot Tuesday, June 16, 2026 7:00 am to Monday, June 22, 2026 6:00 am Signage 46. The Licensee shall not exhibit or allow to be exhibited on the Lands any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 47.The City of Pickering reserves the right to approve any application or use of the City of Pickering Logo prior to production or distribution. 48.Promotional event signage must follow the City and Regional Sign bylaw and be submitted for approval to the City and Region of Durham as required. Approval must be received prior to installation. 49.When available the City will allocate City Sign resources to support partner events. Staffing 50. The Licensee shall provide and pay for all personnel and supplies required for its purposes, including City Bylaw Officers, paid police duty as deemed necessary by the Durham Regional Police Service. 51.When required, City Bylaw Officers will be paired by the Licensee with Pay Duty Police Officers, for the duration of their shift. 52. The Licensee shall ensure that all rules of the ACGO are strictly adhered to and that alcoholic beverage services are organized, led and served only by persons with Smart Serve Certification - 29 - Pickering Rotary Ribfest 2026 - Licence Agreement 8 53.N o roaming server(s) shall card or provide wristbands to patrons at any time during the Event. Roaming servers may only serve patrons until dusk. 54. The Licensee will assign Festival/Event staff or Licenced Security Guards with Smart Serve Certification to operate a designated ID carding and stamping/wristband area. 55. The Licensee organizing parades will assign a Parade Marshall in addition to the event lead. Parade Marshal to attend Parade planning meetings with the event lead, be on hand the day of the event to organize floats, and communicate with both City staff / Durham Regional Police Auxiliary. The Licensee with City Staff will coordinate parade route and safety measures with City Staff and Durham Regional Police Auxiliary. A ccessibility 56. The Licensee shall ensure that all staff and volunteers have accessibility training, as per section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 : 6.(1) every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services with disabilities: 1.Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee agent, volunteer or otherwise. 2.Every person who participates in developing the provider’s policies, practices and procedures governing the provision of goods or services to members of the public or third parties. Serve-Ability Training Program must be completed by all involv ed in the ev ent. The Licensee must complete and submit a signed Training Ack nowledgement Form to confirm the completion of training; which shall be f orwarded to the designated City staff person one week prior to the event. Emergency Preparedness 57. The Licensee shall ensure that appropriate first aid equipment and appropriately trained first responders are present throughout the event. 58. The Licensee shall prepare emergency plans for approval by the City’s Community Services Department. 59. The Licensee shall comply with the City of Pickering’s Emergency Weather Standard Operations Procedure (SOP) during event operations. - 30 - Pickering Rotary Ribfest 2026 - Licence Agreement 9 60.City of Pickering reserves the right to cancel, delay and/or postpone the event due to severe weather conditions. Insurance 61. The Licensee, at its own expense, shall provide, (a)Comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the Licensee use and occupancy of the Lands, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City in respect of claims by the Licensee as if the City was separately insured and which shall contain a cross liability clause; and (b)A certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 62. The Licensee shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, The Licensee shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Lands, the Licensee shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the Licensee shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the Licensee. Liability and Indemnification 63.The City shall not be liable to the Licensee for any loss of or damage to any equipment or inventory used in connection with the Event, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence or willful misconduct of the City, its servants, agents or employees. 64.O nce any equipment is erected on the Lands, the Licensee shall provide overnight security and the Lands shall become the Licensee responsibility. 65. The Licensee shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the Licensee use and occupation of the Lands. 66.The City, its servants, employees and agents shall not be liable or responsible in any way whatsoever for any personal injury or death that may be suffered by the Licensee, its servants or agents or any other person who may be on the Lands in connection with the use or purposes of the Licensee or for any loss or damage to property of any person unless the such loss was caused by the negligence or willful misconduct of the City, its servants, agents, employees or those person for whom the City is in law responsible. The Licensee shall defend - 31 - Pickering Rotary Ribfest 2026 - Licence Agreement 10 and indemnify the City, its servants, employees, agents, and elected officials from all such claims. G eneral 67.The City shall have the right to enter the Lands at any time for any reason. 68. The Licensee agrees to ensure activities are limited to the details submitted in the Festival and Events application (see attached). 69. The Licensee shall not alter, add to or vary in any way any part of the Lands without the prior approval of the City. 70.This Licence shall not be assignable by the Licensee without the consent of the City, which consent may be arbitrarily refused. 71.This Licence shall to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 72.The recitals at the head of this Licence are true and accurate and form a part hereof. 73.No amendment to this Licence shall be effective unless it is in writing and signed by both parties. 74.The Parties hereto acknowledge and agree that their relationship is restricted to that of Licensor and Licensee and nothing in this Agreement expands or changes the nature of that relationship. 75.This Agreement shall be governed by the law of the Province of Ontario. 76.This Agreement represents the entire agreement between the Parties. In Witness Whereof the City and the Licensee have signed this Licence. Rotary Club of Pickering First Name Last Name, Title I have the authority to bind the corporation - 32 - Pickering Rotary Ribfest 2026 - Licence Agreement 11 The Corporation of the City of Pickering Kevin Ashe, Mayor Susan Cassel, City Clerk - 33 - Chariot Fest 2026 - Licence Agreement 1 Attachment 3 to Report CS 30-25 This Licence Agreement is made this Choose an item. day Month of , Choose an item.. Between: International Society for Krishna Consciousness (ISKCON Durham) hereafter known as (“the Licensee”) -and – The Corporation of the City of Pickering (the "City") Whereas the City owns the lands (the “Lands”) shown outlined in red on Schedule “A” which includes The Esplanade Park and portions of The Esplanade South road allowances and; Whereas the Licensee wishes to use the Lands for the purpose of running a community festival called Chariot Fest hereafter known as (the “Event”); Whereas the Event consists of chariot procession, live entertainment, prasadam, and vendors; and Whereas the City is prepared to permit such use on the terms and subject to the conditions set out in this Licence. Now Therefore the City and the Licensee agree as follows: Licence 1.The City grants to the Licensee a non-exclusive licence to occupy and use the Lands for the purpose of running the event on the terms and subject to the conditions set out in this licence. 2.No agreements will be approved until previous outstanding balances to the City have been paid. Term 3.The term of this Licence shall be two (2) days commencing Friday, July 17, 2026, at 7:00 AM and ending Saturday July 18, 2026, at 11:00 PM , unless terminated earlier in accordance with Section 3. 4.If at any time the Licensee is in default in the performance of any of the obligations under this Licence, the City shall have the right to terminate this Licence forthwith upon giving verbal notice of termination to the Licensee or one of its representatives and thereupon all the rights of the Licensee shall immediately cease and the City shall not be liable for payment to the Licensee of any moneys, damages or losses whatsoever by reason of such termination. - 34 - Chariot Fest 2026 - Licence Agreement 2 Fees 5. The Licensee shall not be required to pay to the City any fee for this Licence, but shall be responsible for payment of all applicable park permit, non-City permit, licence, staffing charges, and approval fees. Applicable Laws 6. The Licensee shall comply strictly with all applicable laws, by -laws, rules and regulations governing its use of the Lands for the Event purposes including the City’s Noise By-law, Traffic and Parking By -laws, the Ontario Building Code, and all applicable requirements of the Technical Standards & Safety Authority (“TSSA”). 7. The Licensee, where applicable, shall obtain all necessary permits, licenses and approvals that may be required in connection with its use of the Lands for the Event purposes including, but not limited to: (a)Liquor licence (City Clerk’s Office and Alcohol and Gaming Commission of Ontario); beverage service plan approval (Community Services Department); (b)Carnival licence (Municipal Law Enforcement Services); (c )Park permit, road occupancy permit, road and parking lot closure approvals, electrical safety approval and approvals/locates for any staking or subsurface work (Engineering Services); (d)Site plan approval (Corporate Events Team ); (e)Tents constructed must comply with permitting under the Building Code Act, Ontario Building Code (OBC) and the City’s Temporary Tent Standard Operating Procedure (City Development Department); (f ) Utility locates for staking & grounding will be provided by the event organizers or the operators and completed by a Certified Public Utility Locator with DPT accreditation (DTP – Damage Prevention Technician) such as Ontario One-Call. The proof of locates documentation must be provided and inspected by a designated City of Pickering representative prior to the event; (g)Parade permit through City of Pickering Municipal Law Enforcement Services, Durham Region Police Serv ice and when required Region of Durham . (h)Portable washroom facilities, hand wash sinks/stations, garbage disposal, and food safety (Durham Region Health Department); If the Licensee is going to confiscate attendees’ water/water bottles upon entry into the event then it shall provide and ensure that a free source of drinking water is continuously available and accessible to all attendees following their entry into the event; (i)Water hydrant permit (Durham Region Works Department); - 35 - Chariot Fest 2026 - Licence Agreement 3 (j)Sign permits (Municipal Law Enforcement Services, City of Pickering and Durham Region Works Department depending on sign location); (k )TSSA inspection and approval of all amusement rides; 8.In accordance with Regional Smoke Free By -law Number 28-2019, no-smoking and no-vaping signs shall be posted in a conspicuous manner at each entrance to the Event to indicate that smoking and vaping are prohibited. 9.The City of Pickering reserves the right to approve any use of the City of Pickering logo, prior to production or distribution. 10.As the park permit holder, the Licensee is entitled to designate the event as a pet free event. Events with the primary purpose of selling/consuming food must be pet free. Should the Event be designated as pet-free, the Licensee shall be responsible for prohibiting pets from accessing Esplanade Park during the Event, and shall promote and publicize the “no pets” policy prior to commencement of the Event. Vendors 11. The Licensee shall not be required to obtain a hawker and peddler licence from the City . 12.All vendors are subject to pre-approval by the City prior to being allowed on the Lands. 13. The Licensee shall supply to the City a complete list of all vendors and the products that they are selling 2 weeks in advance of the event. 14.Festival organizers will not solicit or accept vendors or advertising from companies whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: •the sale of cigarettes, cigars or any tobacco product or material; •the sale of any cannabis product or material; •the sale of an e-substance, electronic cigarette or vapour product or material; •pornography •the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products 15.The City has the right to pre-approve all vendors coming onto City Lands and will not allow vendors or advertising, either directly or through third party arrangements, that: •Violate any City policy or agreement •Convey a negative religious message that might be deemed prejudicial to religious groups. •Promote alcohol and other addictive substances, at venues / events geared primarily to children. •Present demeaning or derogatory portrayals of individuals or groups or contain anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence. - 36 - Chariot Fest 2026 - Licence Agreement 4 •Directly compete with City programs or services (this includes but is not limited to fitness, camps, ice rentals, banquet hall rentals, museums, municipalities.) 16.The City has the right to approve the placement of vendors throughout the park. A final site plan, including all vendors, must be provided for approval to the City to ensure layout considers clear site lines, walking paths, patron safety . Maximum event capacity will be determined based on the contents of the final approved site plan. Fire Safety 17.Prior to operation of the Event, the Licensee must schedule a fire inspection to be carried out by City of Pickering Fire Services for commercial cooking equipment. Inspections are not required for listed small portable cooking equipment (i.e. outdoor ovens, smokers, charcoal, electric or propane barbeques, etc.) that is located outdoors in an unenclosed area. If required, a schedule for subsequent site inspections will be determined by Fire Services, prior to which such equipment cannot be operated without the approval of Pickering Fire Services staf f. 18. The Licensee shall maintain a clear and unobstructed 5 meter access route into the Event area to allow for responding emergency vehicles during the Event. This route is subject to preapproval by Fire Services as part of site plan review. 19. The Licensee shall ensure that a minimum unobstructed distance of 3 meters is marked and maintained in all directions from all fire hydrants. 20.O nly TSSA approved gaseous fuel burning appliances are to be used. Documentation of TSSA approval must be onsite and available for review. 21.Cylinders containing compressed gas shall be protected against mechanical damage, and stored to hold them securely in place. 22.Portable fire extinguishers (a)Portable fire extinguishers shall be present at each booth/vendor operating cooking equipment and any location serving alcoholic beverages. Extinguishers must be properly rated for the hazard present. Portable extinguishers shall be kept operable and fully charged. (b)Portable extinguishers shall be located so that they are easily seen and shall be accessible at all times. (c)Portable extinguishers in proximity to a fire hazard shall be located so as to be accessible without exposing the operator to undue risk. (d)Event staff must be familiar with the safe operation of portable fire extinguishers in their work area. 23.Bins containing solid fuel (e.g. wood) must be located a minimum of 1.2 meters from any heat producing appliance, such as a barbeque. - 37 - Chariot Fest 2026 - Licence Agreement 5 Utilities 24. The Licensee and its employees, agents and contractors, including its electrical support group, is prohibited from altering City electrical infrastructure, and is only permitted to use existing outlets. If additional power is required, generators must be brought in at the expense of the Licensee. Should there be an electrical concern during an event, City electrical staff will call in the City’s contractor and repairs will be the City’s cost unless it is proven that the Licensee altered, overloaded the City electrical system. Note: All outlets are a standard 15 amp GFI service. 25.The Licensee is required to engage the services of a licenced electrical contractor or may choose to engage the City’s contractor who shall obtain all the necessary Ontario Electrical Safety Association inspections and approvals. 26.The Licensee shall be responsible for electrical work outside of City parks including, provision and installation of power supplies and for obtaining Ontario Electrical Safety Association inspections and approvals. Any required electrical work shall be at the expense of the Licensee. 27.The City assumes no responsibility to the Licensee for the temporary or unavoidable interruption of the supply of any public utility service due to any cause whatsoever . 28. The Licensee will ensure where staking of tents or equipment and/or grounding of electrical equipment requires underground utility locates to be obtained by the event organizers or service providers (i.e. Rides or Carnivals) that the proof of all utility locates (required paperwork) will be provided for inspection/verification, to the designated City representative 2 days in advance of the installation of the ride(s) or staking. 29. The Licensee is responsible for arranging access to a public water source through the Region of Durham. Hours of Operation 30.Subject to any other regulatory approval (e.g. liquor licence), the Licensee shall ensure public access to the Event is restricted to the following hours: Weekday/Month/Year Time Start Time End Saturday, July 18, 2026 11:00 am 6:00 pm M aintenance 31.The Licensee shall maintain the Lands in the same clean, sanitary and attractive condition as they exist prior to at the start of the Event, and at the end of the Event shall repair or replace any damage to the Lands. The Licensee shall restore the Lands to their original condition prior to the end of the Event; with the exception of any flower beds. Any damage or clean-up left at the end of the event will be completed by the City’s designated contractor at the expense of the Festival/Events Partner. - 38 - Chariot Fest 2026 - Licence Agreement 6 32. The Licensee shall ensure all power cords have been covered to avoid tripping hazards. 33.In Esplanade Park , the event areas include the cenotaph. The Licensee will arrange to fence off the Cenotaph as applicable. Please note that fencing may be approved for removal during official ceremonies. In these cases, the fencing will be reconstructed in order to avoid damage and vandalism once the ceremony is complete. Waste Management 34. The Licensee shall comply with the Sustainable Event Guidelines – Waste Management Plan, and provide recyclable containers wherever and whenever possible. 35.The City agrees to provide the Licensee with keys for permanent waste removal fixtures within the park , for the duration of the Event. 36. The Licensee will ensure that additional waste disposal bins are placed throughout the park for participants, designated by waste type, and arrange for timely pick -ups throughout the Event. 37. The Licensee is responsible for ensuring all vendors and participants are properly disposing their waste in the correct containers and bins. The Licensee shall provide vendors with a designated bin for convenient disposal. 38. The Licensee will include in their waste management plan the collection of waste throughout the event to remove from vendor and participant areas, and remove all waste from the site. Road and Sidewalk Closures 39.The City will make provisions to close roads, sidewalks and walkways as noted below . 40. The City will post notification and promote through service disruption the right of the Licensee event to block sidewalks as noted below. 41. The Licensee agrees to staff and maintain access points for emergency services, vendors, and the public during all hours of operation. The Licensee will provide staffing for any fire route gate deemed required by the City and ensure there is no parking in that space. Road Closures Parameters Date/time start Date/time end Esplanade South Civic Complex Parking Lot to Valley Farm Road Saturday, July 18, 2026 9:00 am Saturday, July 18, 2026 12:00 pm Sidewalk /Walkway Closures Parameters Date/time start Date/time end 42. The Licensee and the City will make provisions for Durham Regional Auxiliary Police assistance for a rolling closure during parades. The form -up will take place as noted in schedule B parade route, if applicable. - 39 - Chariot Fest 2026 - Licence Agreement 7 Vehicular Access | Parking 43. The Licensee can allow event vendor vehicles and food trucks into City parks. All vehicles must be walked in by Festival/Event volunteer/staff person wearing a safety vest, to ensure public safety. 44.D amage caused by vehicles at the Event will be repaired by the City at the expense of the Licensee. 45.The City agrees to give exclusive access to portions of parking areas as shown in schedule A for the operation of the Event, as noted below . Permits will be issued following the receipt of all required insurances and payment of scheduled applicable fees. Parking Lot Portion Date start Time start Date end Time end Signage 46. The Licensee shall not exhibit or allow to be exhibited on the Lands any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 47.The City of Pickering reserves the right to approve any application or use of the City of Pickering Logo prior to production or distribution. 48.Promotional event signage must follow the City and Regional Sign bylaw and be submitted for approval to the City and Region of Durham as required. Approval must be received prior to installation. 49.When available the City will allocate City Sign resources to support partner events. Staffing 50. The Licensee shall provide and pay for all personnel and supplies required for its purposes, including City Bylaw Officers, paid police duty as deemed necessary by the Durham Regional Police Service. 51.When required, City Bylaw Officers will be paired by the Licensee with Pay Duty Police Officers, for the duration of their shift. 52. The Licensee shall ensure that all rules of the ACGO are strictly adhered to and that alcoholic beverage services are organized, led and served only by persons with Smart Serve Certification 53.N o roaming server(s) shall card or provide wristbands to patrons at any time during the Event. Roaming servers may only serve patrons until dusk. - 40 - Chariot Fest 2026 - Licence Agreement 8 54. The Licensee will assign Festival/Event staff or Licenced Security Guards with Smart Serve Certification to operate a designated ID carding and stamping/wristband area. 55. The Licensee organizing parades will assign a Parade Marshall in addition to the event lead. Parade Marshal to attend Parade planning meetings with the event lead, be on hand the day of the event to organize floats, and communicate with both City staff / Durham Regional Police Auxiliary. The Licensee with City Staff will coordinate parade route and safety measures with City Staff and Durham Regional Police Auxiliary. A ccessibility 56. The Licensee shall ensure that all staff and volunteers have accessibility training, as per section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 : 6.(1) every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services with disabilities: 1.Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee agent, volunteer or otherwise. 2.Every person who participates in developing the provider’s policies, practices and procedures governing the provision of goods or services to members of the public or third parties. Serve-Ability Training Program must be completed by all involv ed in the ev ent. The Licensee must complete and submit a signed Training Ack nowledgement Form to confirm the completion of training; which shall be f orwarded to the designated City staff person one week prior to the event. Emergency Preparedness 57. The Licensee shall ensure that appropriate first aid equipment and appropriately trained first responders are present throughout the event. 58. The Licensee shall prepare emergency plans for approval by the City’s Community Services Department. 59. The Licensee shall comply with the City of Pickering’s Emergency Weather Standard Operations Procedure (SOP) during event operations. 60.C ity of Pickering reserves the right to cancel, delay and/or postpone the event due to severe weather conditions. - 41 - Chariot Fest 2026 - Licence Agreement 9 Insurance 61. The Licensee, at its own expense, shall provide, (a)Comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the Licensee use and occupancy of the Lands, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City in respect of claims by the Licensee as if the City was separately insured and which shall contain a cross liability clause; and (b)A certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 62. The Licensee shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, The Licensee shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Lands, the Licensee shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the Licensee shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the Licensee. Liability and Indemnification 63.The City shall not be liable to the Licensee for any loss of or damage to any equipment or inventory used in connection with the Event, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence or willful misconduct of the City, its servants, agents or employees. 64.O nce any equipment is erected on the Lands, the Licensee shall provide overnight security and the Lands shall become the Licensee responsibility. 65. The Licensee shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the Licensee use and occupation of the Lands. 66.The City, its servants, employees and agents shall not be liable or responsible in any way whatsoever for any personal injury or death that may be suffered by the Licensee, its servants or agents or any other person who may be on the Lands in connection with the use or purposes of the Licensee or for any loss or damage to property of any person unless the such loss was caused by the negligence or willful misconduct of the City, its servants, agents, employees or those person for whom the City is in law responsible. The Licensee shall defend and indemnify the City, its servants, employees, agents, and elected officials from all such claims. - 42 - Chariot Fest 2026 - Licence Agreement 10 General 67.The City shall have the right to enter the Lands at any time for any reason. 68. The Licensee agrees to ensure activities are limited to the details submitted in the Festival and Events application (see attached). 69. The Licensee shall not alter, add to or vary in any way any part of the Lands without the prior approval of the City. 70.This Licence shall not be assignable by the Licensee without the consent of the City, which consent may be arbitrarily refused. 71.This Licence shall to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 72.The recitals at the head of this Licence are true and accurate and form a part hereof. 73.No amendment to this Licence shall be effective unless it is in writing and signed by both parties. 74.The Parties hereto acknowledge and agree that their relationship is restricted to that of Licensor and Licensee and nothing in this Agreement expands or changes the nature of that relationship. 75.This Agreement shall be governed by the law of the Province of Ontario. 76.This Agreement represents the entire agreement between the Parties. In Witness Whereof the City and the Licensee have signed this Licence. International Society for Krishna Consciousness (ISKCON Durham) First Name Last Name, Title I have the authority to bind the corporation - 43 - Chariot Fest 2026 - Licence Agreement 11 The Corporation of the City of Pickering Kevin Ashe, Mayor Susan Cassel, City Clerk - 44 - Pickering Food Truck Festival 2026 - Licence Agreement 1 Attachment 4 to Report CS 30-25 This Licence Agreement is made this Choose an item. day Month of , Choose an item.. Between: Canadian Food Truck Festival hereafter known as (“the Licensee”) -and – The Corporation of the City of Pickering (the "City") Whereas the City owns the lands (the “Lands”) shown outlined in red on Schedule “A” which includes The Esplanade Park and portions of The Esplanade North and South road allowances; Whereas the Licensee wishes to use the Lands for the purpose of running a community festival called Pickering Food Truck Festival hereafter known as (the “Event”); Whereas the Event consists of an annual culinary arts and culture festival featuring emerging Canadian musical artists, fenced beer area, and an assortment of food trucks and vendors; and; Whereas the City is prepared to permit such use on the terms and subject to the conditions set out in this Licence. Now Therefore the City and the Licensee agree as follows: Licence 1.The City grants to the Licensee a non-exclusive licence to occupy and use the Lands for the purpose of running the event on the terms and subject to the conditions set out in this licence. 2.No agreements will be approved until previous outstanding balances to the City have been paid. Term 3.The term of this Licence shall be four (4) days commencing Thursday, August 6, 2026, at 7:00 AM and ending Monday August 10, 2026, at 7:00 PM, unless terminated earlier in accordance with Section 3. 4.If at any time the Licensee is in default in the performance of any of the obligations under this Licence, the City shall have the right to terminate this Licence forthwith upon giving verbal notice of termination to the Licensee or one of its representatives and thereupon all the rights - 45 - Pickering Food Truck Festival 2026 - Licence Agreement 2 of Licensee shall immediately cease and the City shall not be liable for payment to Licensee of any moneys, damages or losses whatsoever by reason of such termination. Fees 5. The Licensee shall not be required to pay to the City any fee for this Licence, but shall be responsible for payment of all applicable park permit, non-City permit, licence, staffing charges, and approval fees. Applicable Laws 6. The Licensee shall comply strictly with all applicable laws, by -laws, rules and regulations governing its use of the Lands for the Event purposes including the City’s Noise By-law, Traffic and Parking By -laws, the Ontario Building Code, and all applicable requirements of the Technical Standards & Safety Authority (“TSSA”). 7. The Licensee, where applicable, shall obtain all necessary permits, licenses and approvals that may be required in connection with its use of the Lands for the Event purposes including, but not limited to: (a)Liquor licence (City Clerk’s Office and Alcohol and Gaming Commission of Ontario); beverage service plan approval (Community Services Department); (b)Carnival licence (Municipal Law Enforcement Services); (c )Park permit, road occupancy permit, road and parking lot closure approvals, electrical safety approval and approvals/locates for any staking or subsurface work (Engineering Services); (d)Site plan approval (Corporate Events Team ); (e)Tents constructed must comply with permitting under the Building Code Act, Ontario Building Code (OBC) and the City’s Temporary Tent Standard Operating Procedure (City Development Department); (f ) Utility locates for staking & grounding will be provided by the event organizers or the operators and completed by a Certified Public Utility Locator with DPT accreditation (DTP – Damage Prevention Technician) such as Ontario One-Call. The proof of locates documentation must be provided and inspected by a designated City of Pickering representative prior to the event; (g)Parade permit through City of Pickering Municipal Law Enforcement Services, Durham Region Police Serv ice and when required Region of Durham . (h)Portable washroom facilities, hand wash sinks/stations, garbage disposal, and food safety (Durham Region Health Department); If the Licensee is going to confiscate attendees’ water/water bottles upon entry into the event then it shall provide and ensure that a free source of drinking water is continuously available and accessible to all attendees following their entry into the event; - 46 - Pickering Food Truck Festival 2026 - Licence Agreement 3 (i)Water hydrant permit (Durham Region Works Department); (j)Sign permits (Municipal Law Enforcement Services, City of Pickering and Durham Region Works Department depending on sign location); (k )TSSA inspection and approval of all amusement rides; 8.In accordance with Regional Smoke Free By -law Number 28-2019, no-smoking and no-vaping signs shall be posted in a conspicuous manner at each entrance to the Event to indicate that smoking and vaping are prohibited. 9.The City of Pickering reserves the right to approve any use of the City of Pickering logo, prior to production or distribution. 10.As the park permit holder, the Licensee is entitled to designate the event as a pet free event. Events with the primary purpose of selling/consuming food must be pet free. Should the Event be designated as pet-free, the Licensee shall be responsible for prohibiting pets from accessing Esplanade Park during the Event, and shall promote and publicize the “no pets” policy prior to commencement of the Event. Vendors 11. The Licensee shall not be required to obtain a hawker and peddler licence from the City . 12.All vendors are subject to pre-approval by the City prior to being allowed on the Lands. 13. The Licensee shall supply to the City a complete list of all vendors and the products that they are selling 2 weeks in advance of the event. 14.Festival organizers will not solicit or accept vendors or advertising from companies whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: •the sale of cigarettes, cigars or any tobacco product or material; •the sale of any cannabis product or material; •the sale of an e-substance, electronic cigarette or vapour product or material; •pornography •the support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products 15.The City has the right to pre-approve all vendors coming onto City Lands and will not allow vendors or advertising, either directly or through third party arrangements, that: •Violate any City policy or agreement •Convey a negative religious message that might be deemed prejudicial to religious groups. •Promote alcohol and other addictive substances, at venues / events geared primarily to children. - 47 - Pickering Food Truck Festival 2026 - Licence Agreement 4 •Present demeaning or derogatory portrayals of individuals or groups or contain anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence. •Directly compete with City programs or services (this includes but is not limited to fitness, camps, ice rentals, banquet hall rentals, museums, municipalities.) 16.The City has the right to approve the placement of vendors throughout the park. A final site plan, including all vendors, must be provided for approval to the City to ensure layout considers clear site lines, walking paths, patron safety . Maximum event capacity will be determined based on the contents of the final approved site plan. Fire Safety 17.Prior to operation of the Event, the Licensee must schedule a fire inspection to be carried out by City of Pickering Fire Services for commercial cooking equipment. Inspections are not required for listed small portable cooking equipment (i.e. outdoor ovens, smokers, charcoal, electric or propane barbeques, etc.) that is located outdoors in an unenclosed area. If required, a schedule for subsequent site inspections will be determined by Fire Services, prior to which such equipment cannot be operated without the approval of Pickering Fire Services staf f. 18. The Licensee shall maintain a clear and unobstructed 5 meter access route into the Event area to allow for responding emergency vehicles during the Event. This route is subject to preapproval by Fire Services as part of site plan review. 19. The Licensee shall ensure that a minimum unobstructed distance of 3 meters is marked and maintained in all directions from all fire hydrants. 20.O nly TSSA approved gaseous fuel burning appliances are to be used. Documentation of TSSA approval must be onsite and available for review. 21.Cylinders containing compressed gas shall be protected against mechanical damage, and stored to hold them securely in place. 22.Portable fire extinguishers (a)Portable fire extinguishers shall be present at each booth/vendor operating cooking equipment and any location serving alcoholic beverages. Extinguishers must be properly rated for the hazard present. Portable extinguishers shall be kept operable and fully charged. (b)Portable extinguishers shall be located so that they are easily seen and shall be accessible at all times. (c)Portable extinguishers in proximity to a fire hazard shall be located so as to be accessible without exposing the operator to undue risk. (d)Event staff must be familiar with the safe operation of portable fire extinguishers in their work area. 23.Bins containing solid fuel (e.g. wood) must be located a minimum of 1.2 meters from any heat producing appliance, such as a barbeque. - 48 - Pickering Food Truck Festival 2026 - Licence Agreement 5 Utilities 24. The Licensee and its employees, agents and contractors, including its electrical support group, is prohibited from altering City electrical infrastructure, and is only permitted to use existing outlets. If additional power is required, generators must be brought in at the expense of the Licensee. Should there be an electrical concern during an event, City electrical staff will call in the City’s contractor and repairs will be the City’s cost unless it is proven that the Licensee altered, overloaded the City electrical system. Note: All outlets are a standard 15 amp GFI service. 25.The Licensee is required to engage the services of a licenced electrical contractor or may choose to engage the City’s contractor who shall obtain all the necessary Ontario Electrical Safety Association inspections and approvals. 26.The Licensee shall be responsible for electrical work outside of City parks including, provision and installation of power supplies and for obtaining Ontario Electrical Safety Association inspections and approvals. Any required electrical work shall be at the expense of the Licensee. 27.The City assumes no responsibility to the Licensee for the temporary or unavoidable interruption of the supply of any public utility service due to any cause whatsoever . 28. The Licensee will ensure where staking of tents or equipment and/or grounding of electrical equipment requires underground utility locates to be obtained by the event organizers or service providers (i.e. Rides or Carnivals) that the proof of all utility locates (required paperwork) will be provided for inspection/verification, to the designated City representative 2 days in advance of the installation of the ride(s) or staking. 29. The Licensee is responsible for arranging access to a public water source through the Region of Durham. Hours of Operation 30.Subject to any other regulatory approval (e.g. liquor licence), the Licensee shall ensure public access to the Event is restricted to the following hours: Weekday/Month/Year Time Start Time End Friday, August 7, 2026 5:00 pm 9:00 pm Saturday, August 8, 2026 12:00 pm 9:00 pm Sunday, August 9, 2026 12:00 pm 8:00 pm M aintenance 31.The Licensee shall maintain the Lands in the same clean, sanitary and attractive condition as they exist prior to at the start of the Event, and at the end of the Event shall repair or replace any damage to the Lands. The Licensee shall restore the Lands to their original condition prior to the end of the Event; with the exception of any flower beds. Any damage or clean-up left at the end of the event will be completed by the City’s designated contractor at the expense of the Festival/Events Partner. - 49 - Pickering Food Truck Festival 2026 - Licence Agreement 6 32. The Licensee shall ensure all power cords have been covered to avoid tripping hazards. 33.In Esplanade Park , the event areas include the cenotaph. The Licensee will arrange to fence off the Cenotaph as applicable. Please note that fencing may be approved for removal during official ceremonies. In these cases, the fencing will be reconstructed in order to avoid damage and vandalism once the ceremony is complete. Waste Management 34. The Licensee shall comply with the Sustainable Event Guidelines – Waste Management Plan, and provide recyclable containers wherever and whenever possible. 35.The City agrees to provide the Licensee with keys for permanent waste removal fixtures within the park , for the duration of the Event. 36. The Licensee will ensure that additional waste disposal bins are placed throughout the park for participants, designated by waste type, and arrange for timely pick -ups throughout the Event. 37. The Licensee is responsible for ensuring all vendors and participants are properly disposing their waste in the correct containers and bins. The Licensee shall provide vendors with a designated bin for convenient disposal. 38. The Licensee will include in their waste management plan the collection of waste throughout the event to remove from vendor and participant areas, and remove all waste from the site. Road and Sidewalk Closures 39.The City will make provisions to close roads, sidewalks and walkways as noted below . 40. The City will post notification and promote through service disruption the right of the Licensee event to block sidewalks as noted below. 41. The Licensee agrees to staff and maintain access points for emergency services, vendors, and the public during all hours of operation. The Licensee will provide staffing for any fire route gate deemed required by the City and ensure there is no parking in that space. Road Closures Parameters Date/time start Date/time end Esplanade South Civic Complex Parking Lot to Valley Farm Road Thursday, August 6, 2026 7:00 am Monday, August 10, 2026 7:00 am Sidewalk /Walkway Closures Parameters Date/time start Date/time end Esplanade South North and South sidewalks from Civic Complex Parking Lot to Valley Farm Road Thursday, August 6, 2026 7:00 am Monday, August 10, 2026 7:00 am - 50 - Pickering Food Truck Festival 2026 - Licence Agreement 7 Esplanade Park Throughways Thursday, August 6, 2026 7:00 am Monday, August 10, 2026 7:00 am 42. The Licensee and the City will make provisions for Durham Regional Auxiliary Police assistance for a rolling closure during parades. The form -up will take place as noted in schedule B parade route, if applicable. Vehicular Access | Parking 43. The Licensee can allow event vendor vehicles and food trucks into City parks. All vehicles must be walked in by Festival/Event volunteer/staff person wearing a safety vest, to ensure public safety. 44.D amage caused by vehicles at the Event will be repaired by the City at the expense of the Licensee. 45.The City agrees to give exclusive access to portions of parking areas as shown in schedule A for the operation of the Event, as noted below . Permits will be issued following the receipt of all required insurances and payment of scheduled applicable fees. Parking Lot Portion Date start Time start Date end Time end Civic Complex Full Lot Friday, August 7, 2026 5:00 pm to Sunday, August 9, 2026 11:00 pm Signage 46. The Licensee shall not exhibit or allow to be exhibited on the Lands any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 47.The City of Pickering reserves the right to approve any application or use of the City of Pickering Logo prior to production or distribution. 48.Promotional event signage must follow the City and Regional Sign bylaw and be submitted for approval to the City and Region of Durham as required. Approval must be received prior to installation. 49.When available the City will allocate City Sign resources to support partner events. Staffing 50. The Licensee shall provide and pay for all personnel and supplies required for its purposes, including City Bylaw Officers, paid police duty as deemed necessary by the Durham Regional Police Service. - 51 - Pickering Food Truck Festival 2026 - Licence Agreement 8 51.When required, City Bylaw Officers will be paired by the Licensee with Pay Duty Police Officers, for the duration of their shift. 52. The Licensee shall ensure that all rules of the ACGO are strictly adhered to and that alcoholic beverage services are organized, led and served only by persons with Smart Serve Certification 53.N o roaming server(s) shall card or provide wristbands to patrons at any time during the Event. Roaming servers may only serve patrons until dusk. 54. The Licensee will assign Festival/Event staff or Licenced Security Guards with Smart Serve Certification to operate a designated ID carding and stamping/wristband area. 55. The Licensee organizing parades will assign a Parade Marshall in addition to the event lead. Parade Marshal to attend Parade planning meetings with the event lead, be on hand the day of the event to organize floats, and communicate with both City staff / Durham Regional Police Auxiliary. The Licensee with City Staff will coordinate parade route and safety measures with City Staff and Durham Regional Police Auxiliary. A ccessibility 56. The Licensee shall ensure that all staff and volunteers have accessibility training, as per section 6 of Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act, 2005 : 6.(1) every provider of goods or services shall ensure that the following persons receive training about the provision of its goods or services with disabilities: 1.Every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee agent, volunteer or otherwise. 2.Every person who participates in developing the provider’s policies, practices and procedures governing the provision of goods or services to members of the public or third parties. Serve-Ability Training Program must be completed by all involv ed in the ev ent. The Licensee must complete and submit a signed Training Ack nowledgement Form to confirm the completion of training; which shall be f orwarded to the designated City staff person one week prior to the event. Emergency Preparedness 57. The Licensee shall ensure that appropriate first aid equipment and appropriately trained first responders are present throughout the event. - 52 - Pickering Food Truck Festival 2026 - Licence Agreement 9 58. The Licensee shall prepare emergency plans for approval by the City’s Community Services Department. 59. The Licensee shall comply with the City of Pickering’s Emergency Weather Standard Operations Procedure (SOP) during event operations. 60.C ity of Pickering reserves the right to cancel, delay and/or postpone the event due to severe weather conditions. Insurance 61. The Licensee, at its own expense, shall provide, (a)Comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the Licensee use and occupancy of the Lands, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City in respect of claims by the Licensee as if the City was separately insured and which shall contain a cross liability clause; and (b)A certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 62. The Licensee shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, The Licensee shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Lands, the Licensee shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the Licensee shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the Licensee. Liability and Indemnification 63.The City shall not be liable to the Licensee for any loss of or damage to any equipment or inventory used in connection with the Event, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence or willful misconduct of the City, its servants, agents or employees. 64.O nce any equipment is erected on the Lands, the Licensee shall provide overnight security and the Lands shall become the Licensee responsibility. 65. The Licensee shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the Licensee use and occupation of the Lands.- 53 - Pickering Food Truck Festival 2026 - Licence Agreement 10 66.The City, its servants, employees and agents shall not be liable or responsible in any way whatsoever for any personal injury or death that may be suffered by the Licensee, its servants or agents or any other person who may be on the Lands in connection with the use or purposes of the Licensee or for any loss or damage to property of any person unless the such loss was caused by the negligence or willful misconduct of the City, its servants, agents, employees or those person for whom the City is in law responsible. The Licensee shall defend and indemnify the City, its servants, employees, agents, and elected officials from all such claims. G eneral 67.The City shall have the right to enter the Lands at any time for any reason. 68. The Licensee agrees to ensure activities are limited to the details submitted in the Festival and Events application (see attached). 69. The Licensee shall not alter, add to or vary in any way any part of the Lands without the prior approval of the City. 70.This Licence shall not be assignable by the Licensee without the consent of the City, which consent may be arbitrarily refused. 71.This Licence shall to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 72.The recitals at the head of this Licence are true and accurate and form a part hereof. 73.N o amendment to this Licence shall be effective unless it is in writing and signed by both parties. 74.The Parties hereto acknowledge and agree that their relationship is restricted to that of Licensor and Licensee and nothing in this Agreement expands or changes the nature of that relationship. 75.This Agreement shall be governed by the law of the Province of Ontario. - 54 - Pickering Food Truck Festival 2026 - Licence Agreement 11 76.This Agreement represents the entire agreement between the Parties. In Witness Whereof the City and the Licensee have signed this Licence. C anadian Food Truck Festival First Name Last Name, Title I have the authority to bind the corporation The Corporation of the City of Pickering Kevin Ashe, Mayor Susan Cassel, City Clerk - 55 - Report to Executive Committee Report Number: CS 34-25 Date: December 1, 2025 From: Laura Gibbs Director, Community Services Subject: Additional Funds for Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement Second-Stage Request for Quotation No. RFQQ2025-5 File: A-1440-001 Recommendation: 1. That Report CS 34-25 regarding Additional Funds for Quotation No. RFQQ2025-5 for the Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement be received; 2.That additional costs in the amount of $303,260.00 (net of HST rebate) over the original estimated project cost f or RFQQ2025-5 (Report CS 08-25) for Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement resulting in a revised total net project cost of $2,074,189.00 (net of HST rebate) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $2,074,189.00 to be funded from the Canada Community Building Fund (CCBF) (FGT) Oblg RF as approved in the 2025 Capital Budget; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to request additional funding for the Chestnut Hill Developments Recreation Complex (CHDRC) Roof and Skylight Replacement, as originally awarded under Report CS 08-25, Resolution #743/25. The additional funding is required to address flaking ceiling materials that arose during the course of construction. During the replacement of roof area D, ceiling materials were observed to be flaking down below the construction areas. Out of an abundance of caution, all construction activities were immediately suspended to prevent potential exposure of ceiling materials to staff, contractors, and facility users. To allow the project to safely proceed, additional funding is required to implement appropriate measures. This includes the installation of plastic tarping to capture any materials dislodged from the ceiling, and testing air/dust during construction for hazardous materials. These measures are necessary to ensure full compliance with health and safety requirements and to protect all occupants and workers during the continuation of the project. - 56 - CS 34-25 December 1, 2025 Page 2 Approval of this report will authorize an increase to the project funds, thereby enabling staff to implement these health and safety measures and to resume the CHDRC Roof and Skylight Replacement project in a safe and compliant manner. 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, Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: 1. Council Report Number CS 08-25 Approved Amount RFQQ2025-5 Testing and inspection Consulting Contingency $1,470,300.00 30,000.00 65,000.00 175,000.00 Total Project Cost HST (13%) $1,740,300.00 226,239.00 Total Gross Project Costs Less : HST Rebate (11.24%) Total Net Project Cost $1,966,539.00 ($195,610.00) $1,770,929.00 2. Estimated Project Costing Summary Original Award (RFQQ2025-5), May 26, 2025 $1,470,300.00 Committed testing and inspection 10,370.00 Committed consulting 35,500.00 Committed contingency 99,535.00 Original Award (RFQQ2025-5) and commitments to-date $1,615,705.00 Remaining contingency , testing/inspection and consulting 124,595.00 Sub-total (CS 08-25) $1,740,300.00 Additional Costs Additional Testing and Inspection Costs 20,000.00 Additional Consulting Costs 20,000.00 Estimated Additional Tarping Costs 158,015.00 Additional Contingency 100,000.00 Total Project Cost $2,038,315.00 HST (13%) 264,981.00 Total Gross Project Costs $2,303,296.00 HST Rebate (11.24%) (229,107.00) - 57 - CS 34-25 December 1, 2025 Page 3 Total Net Project Cost $2,074,189.00 3. Approved Source of Funds – Community Services Capital Budget Approved Code Source of Funds Funds Available Funds Required C10225.2406 CCBF (FGT) Oblg RF $2,600,000.00 $2,074,189.00 C10225.2406 Facilities Reserve 40,000.00 0.00 Total Funds $2,640,000.00 $2,074,189.00 The unused funds of $565,811.00 will be “Returned to Source” and therefore, will be available to fund future Capital projects. These capital accounts will be closed after the construction period. While preliminary testing and investigation was conducted, the precise conditions within the roof assembly could not be confirmed prior to tender. Due to the potential high cost of repairing any existing roof conditions that might be encountered and maintaining appropriate health and safety measures, a higher than standard contingency has been requested for this project. Discussion: The purpose of this report is to request additional funds for construction and related costs for the CHDRC Roof and Skylight Replacement project, as originally awarded under Report CS 08-25, Resolution #743/25. The additional funding is required to address flaking of ceiling materials that arose during the course of construction. 1. Project Background The purpose of this project is to replace the roof and skylights over areas “D, D1, and I4” at the CHDRC as they are at end of life and require replacement. This includes the roofs and skylights over the main lobby, banquet hall, fitness area and adjoining spaces. Most were installed in 2002 and have already seen extensive localized repairs. Full replacement is now required. As per Report CS 08-25 (CHDRC Roof and Skylight Replacement), Resolution #743/25, a construction contract was awarded to Solar Roofing & Sheet Metal Ltd. for the replacement of roof and skylights at areas D, D1, and I4. The project involves providing all necessary labour, materials, and equipment to replace the aged roofing systems. Work was carried out primarily over the summer, with efforts made to minimize disruptions to facility operations, and some short-term localized closures expected for safety during skylight replacement. The project budget includes consulting and design costs, with additional site inspections planned to ensure quality control and adherence to contract specifications for this critical building infrastructure. Project Cost under (over) approved funds by $565,811.00 - 58 - CS 34-25 December 1, 2025 Page 4 2.Containment and Control Measures During replacement of roof area D, loose ceiling paint was seen to be flaking down below the construction areas. As lead is a designated substance under the Occupational Health and Safety Act, all construction activities were immediately suspended to prevent potential exposure to staff, contractors, and facility users. Staff engaged Chem Solv , a designated substances testing firm, who tested the materials that fell from the ceiling. Chem Solv confirmed the presence of lead in large strips of paint that became disengaged from the ceiling. Chem Solv and the project consultant have confirmed that tarping and HVAC isolation measures are appropriate and effective mitigation strategies to manage the flaking ceiling materials. To safely resume work, the project requires the implementation of containment and control measures. This includes the installation of plastic tarping to capture any potentially hazardous materials and safe disposal of the tarp/lead flakes in accordance with regulatory requirements. A quote for $158,015.00 for tarping was received from Solar Roofing & Sheet Metal Ltd. A third-party cost review has verified that the contractor’s proposed pricing for the tarping solution is fair and reasonable. HVAC isolation measures include disabling localized air vent inlets to prevent entrainment into the ducting and disabling localized diffuser outlets to prevent dispersing dust fall. Additional air and dust testing will also be conducted during the project to confirm that the air and dust is free of lead. Extending the construction schedule will also incur additional contract administration fees from the project consultants to ensure compliance with the design and tender documents. 3.Project Timing Approval of this report will authorize an increase to the project’s funds, allowing the project to be completed in a safe manner compliant with health and safety requirements. Work will continue in phases, with efforts made to minimize service disruptions and provide advance notice of any short-term , localized closures. Completion of the roof and skylight replacement project is scheduled for summer 2026. Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Dennis Yip, P.Eng., PMP®, CEM, LEED® AP Vince Plouffe, OAA, MRAIC Manager, Facilities Capital Projects Division Head, Facilities Management & Construction - 59 - CS 34-25 December 1, 2025 Page 5 Approved/Endorsed By: Original Signed By Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By Laura Gibbs, MBA, MSc. Director, Community Services Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer LG :dy Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 60 - Report to Executive Committee Report Number: CS 35-25 Date: December 1, 2025 From: Laura Gibbs Director, Community Services Subject: Consulting Services for Greenwood C ommunity Centre Remediation & Demolition RFP2025-19 File: A-1440-001 Recommendation: 1.That Request for Proposal No. RFP2025-19 for Consulting Services for Greenwood Community Centre Remediation & Demolition, as submitted by Barry Bryan Associates in the amount of $60,750.72 (net HST) or $67,461.00 (HST included) be accepted; 2.That the total gross project cost of $165,507.00 (HST included) for design and associated costs, and the total net project cost of $149,044.00 (net HST) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $149,044.00 as approved in the 2025 Capital Budget and funded from the Facilities Reserve; 4.That the Director, Community Services be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No. RFP2025-19; and 5.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to award professional consulting services and associated costs required for the remediation and demolition of Greenwood Community Centre (GWCC), located at 3551 Greenwood Road in Pickering. The new Dorsay Community & Heritage Centre (DCHC) will open to the public in 2026 and is located on the upper site of the Pickering Museum Village (PMV). DCHC will replace the aging GWCC and provide modern and accessible spaces for community groups, offering programs, services, events and exhibits to the community . The City is committed to maintaining safe and accessible infrastructure for all community members, and as such, replacing the aging GWCC, which dates back to 1970, has been identified as a priority for the City. A new park redevelopment plan for Greenwood Community Park is currently underway and will explore opportunities for this location over the course of the next year . - 61 - CS 35-25 December 1, 2025 Page 2 Request for Proposal No. RFP2025-19 was issued on the City’s bids&tenders portal on September 15, 2025 and closed on October 16, 2025. One proponent submitted a proposal. Fifteen companies were invited to submit a proposal. The Evaluation Committee, consisting of staff from Community Services, reviewed and evaluated the submitted proposal based on the proponent’s experience and qualifications, similar projects, project understanding, and pricing. The top ranked proposal submitted by Barry Bryan Associates, in the amount of $60,750.72 (net HST) or $67,461.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $165,507.00, and the total net project cost is estimated at $149,044.00. 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: 1. RFP Amount RFP2025-19 $59,700.00 HST (13%) 7,761.00 Total Gross Proposal Cost $67,461.00 2. Estimated Project Costing Summary RFP2025-19 $59,700.00 Permits & Approvals 35,000.00 Surveys, Testing & Inspections 40,000.00 Contingency 7,100.00 Costs to date 4,666.00 Total Project Cost $146,466.00 HST (13%) 19,041.00 Total Gross Project Costs $165,507.00 HST Rebate (11.24%) (16,463.00) Total Net Project Cost $149,044.00 3. Approved Source of Funds Approved Code Source of Funds Funds available Funds Required C10220.2506 Facilities Reserve 152,000.00 $149,044.00 Total Funds $152,000.00 $149,044.00 Project Cost under (over) approved funds by $2,956.00 - 62 - CS 35-25 December 1, 2025 Page 3 Discussion: The purpose of this report is to award professional consulting services and associated costs required for the remediation and demolition of GWCC, located at 3551 Greenwood Road in Pickering. 1. GWCC Located immediately to the east of the PMV’s lower site, at 3551 Greenwood Road, GWCC is a roughly 8,400 square foot, two-story structure built of concrete block and steel framing. The facility dates back to 1970, is in poor condition, does not meet accessibility requirements, and performs poorly in its energy use due to its age and construction. DCHC, which will open in 2026 will provide a wide range of community programs, services and events to the community. Community activities organized by the Greenwood Recreation Association at GWCC and the Shuttlebug Weavers Guild will be accommodated at DCHC. A new park redevelopment plan for Greenwood Community Park is currently underway and will explore opportunities for this location over the course of the next year. 2. Demolition Consulting Work Consulting services are required to undertake required preliminary investigative work and to prepare contract documents suitable for obtaining a demolition permit and tender the work for award in 2026. Investigative work is required to provide an inventory of any discovered designated substances that may be present within the building prior to construction activity , as is required by the Occupational Health and Safety Act. Concealed assemblies and construction will also be exposed to confirm their components and construction to confirm construction details and materials that may be relevant to the demolition process, including exploring opportunities to re-use or recycle as much as possible, and to help reduce costs. Permit and approval costs include demolition permit fees, coordination and review costs associated with service and utility disconnections, and review by third party authorities having jurisdiction, such as TRCA, Durham Health (septic), and related agencies required to obtain required approvals prior to commencing the work. 3. Procurement Process Request for Proposal No. RFP2025-19 was issued on the City’s bids&tenders portal on September 15, 2025 and closed on October 16, 2025. One proponent submitted a proposal. Fifteen companies were invited to submit a proposal. The Evaluation Committee, consisting of staff from Community Services, reviewed and evaluated the submitted proposal based on the proponent’s experience and qualifications, similar projects, project understanding, and pricing. All required pre-conditions of award have been received, reviewed and approved. The top ranked proposal submitted by Barry Bryan Associates, in the amount of $60,750.72 (net HST) or $67,461.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $165,507.00 and the total net project cost is estimated at $149,044.00 (net HST). Attachment: None - 63 - CS 35-25 December 1, 2025 Page 4 Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Vinc e Plouffe, O AA, M RAIC Laura Gibbs, MBA, M Sc. Division Head, Facilities Management Director, Community Services & Construction Original Signed ByOriginal Signed By Dennis Yip, P.Eng., PMP®, CEM, LEED®, AP Cathy Bazinet, CPPB, NIGP-CPP Manager, Facilities Capital Projects Manager, Procurement Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Financ e & Treasurer VP:dy Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrativ e O fficer - 64 - Report to Executive Committee Report Number: CS 36-25 Date: December 1, 2025 From: Laura Gibbs Director, Community Services Subject: Museum Deaccession Winter 2025 Artifact Deaccession List File: A-1440-001 Recommendation: 1. That Report CS 36-25 regarding Museum Deaccession be received; 2. That Council endorse the deaccession of museum artifacts, as set out in Attachment 1; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to seek Council endorsement of the museum deaccession list, as outlined in Attachment 1. The Pickering Museum Village (PMV) was created in 1959 by volunteers of the Historical Society . At that time, standards for collection records and care, and preventative conservation were not regulated through the Standards for Community Museums, administrated now by the Ministry of Tourism, Culture, and Gaming. Objects acquired in the early days were purchased at estate sales, auction, antique shops, and by donation with rarely any records or provenance and no mandate to acquire items only related to Pickering. The goal at that time was to furnish an exhibit depicting the Victorian period and settler life that is representative of those items which may have been used in Pickering. Due to this, many objects were stored outdoors, in barns, in uncovered conditions, and susceptible to pests and agents of deterioration. The City did not have a permanent staff member professionally trained in the museum field overseeing the collection until 2009. 87% of this deaccession list is a result of these early collection practices and the m useum’s continued work to review 50 years of collection activity within the museum’s large collection of over 13,782 artifacts including archival materials. The remaining 13% are items that are in poor condition, unable to be conserved, or a hazard to staff. The recommended deaccession list includes artifacts that are not good candidates for research, education or display , are not relevant to Pickering, or pose a health and safety hazard to staff or the public . - 65 - CS 36-25 December 1, 2025 Page 2 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: There are no financial implications resulting from the recommendations of this report. Discussion: The purpose of this report is to seek approval of the museum deaccession list, as outlined in Attachment 1. The final approval to deaccession must be granted by Council, as per Section 13.04 of Collections Development and Management Policy (CUL 010). While the museum has over 13,782 artifacts in the collection, including archival material, deaccessioning allows for the following outcomes: • It removes artifacts from the core collection that are not good candidates for research, education, or display . This includes artifacts that are badly damaged, artifacts that are not whole or are missing large parts, hazardous and unsafe items, and artifacts that do not demonstrate a strong connection to Pickering. • It provides space in collections storage facilities to house artifacts that are strong candidates for research, education and display, allowing staff to continue to collect artifacts relevant to Pickering’s history . 1. Preparation for artifact move The museum is preparing a move to the new collections space located in the Dorsay Community & Heritage Centre (DCHC), scheduled for 2026. This process will involve transferring collections from the current museum site to DCHC, as well as returning items from the Green River storage facility to the museum. In advance of the move, staff are reviewing all collections identified for relocation to ensure alignment with the Collections Development and Management Policy (CUL 010). In accordance with the Ontario Museum Association’s best practice guidelines on deac cessioning, “Deaccessioning is a necessary and appropriate tool in collections management for any museum or gallery. Curatorially -motivated disposal is an integral part of collection management and a way for a museum or gallery to refine its collection.”. As part of this review, staff are assessing whether any of the objects identified for relocation meet the criteria for deaccessioning. This timing provides an appropriate opportunity to evaluate these items against the museum’s deaccession parameters. To support this work, the museum has been awarded $30,000.00 by the Museum Assistance Program to fund a Collections Officer position who will assist the Curator, Museum in the review and preparation of collections for relocation. By deaccessioning artifacts that meet the established criteria, staff are optimizing available space, staff resources, and City assets - 66 - CS 36-25 December 1, 2025 Page 3 throughout the multi-stage move. This work being completed in advance of the relocation will result in no deaccession being anticipated for 2026. 2. Deaccession criteria from Collection Development and Management Policy (CUL 010) were applied to each artifact City staff considered the criteria from the Collections Development and Management Policy CUL 010, Section 13.05 when identifying artifacts for deaccession which includes the following: • The artifact is significantly incomplete (unidentifiable piece or fragment). • The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. • The artifact is duplicated in the collection and having a duplicate is not of value to the collection. • The artifact is not relevant to the PMV’s collecting mandate and/or plan. • There is incomplete documentation and provenance for the artifact. • The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. • Correcting old accessioning mistakes (i.e. item was never meant to be an artifact or accessioned). • The object is a threat to the collection, staff, volunteers, or structure of the PMV. The deaccession list that follows provides the proposed artifacts for deaccession while describing the particular reasons for each, considering the artifact’s status, condition, and circumstances. All items have no provenance to Pickering or are in poor condition, not able to be conserved. The list includes 21 chairs, many of which are duplicates of examples already in the collection. The collection currently holds a total of 167 chairs. Artifacts with pest damage are a result of being accepted into the collection in this condition or a result of the poor storage conditions from the mid to late 20th century. The Pickering Museum follows a strict Pest Management Policy CUL 160. This includes practices to quarantine new acquisitions, with restrictions of flora, fauna, and foods prohibited from the collections areas. The C urator, Museum perform s frequent collection monitoring, seasonal inspections, and maintains a regular site-wide pest control inspection by a contracted service provider. 3. The recommendation to deaccession artifacts followed the process outlined in the Deaccession of Artifacts Procedure (CUL 010) The process to deaccession artifacts is outlined in the Deaccession of Artifacts Procedure and Collections Management Policy . Staff have completed the following steps: a. The C urator, Museum compiled a list of artifacts recommended for deaccession, including the object accession number, name, reason for deaccession, location, donor information, photograph of the artifact and supporting documentation. Staff confirm that the City holds the legal title to the object. The recommended list was reviewed and approved by the Supervisor, Museum Services. - 67 - CS 36-25 December 1, 2025 Page 4 b. On November 18, 2025, staff presented the recommended deaccession list to the Cultural Advisory Committee (CAC) for review. The CAC endorsed the recommended deaccession following a discussion, with an opportunity to ask the C urator, Museum and Supervisor, Museum Services questions. c. As per Section 04.01 the Director, Community Services submits the recommended deaccession of artifacts to Council for consideration and endorsement. 4. The relocation of artifacts is prioritized once they have been deaccessioned Once deaccession is approved, staff take the following steps to dispose of artifacts: a. Staff make all reasonable efforts to inform the registered donor or family that the object is to be disposed of (only if a tax receipt has not been issued). b. Staff make all reasonable efforts to relocate deaccessioned artifacts within the museum community. c. Failing steps one and two, the object may be offered for sale to the public in accordance with Section 15 of the Purchasing Policy PUR 010, disposal of surplus assets. Any revenue from the sale of artifacts must go toward collections development or artifact maintenance/conservation. d. If the artifact is in a total state of disrepair, the artifact may be destroyed in view of two City staff. e. Information and images of all deaccessioned items will remain in the collections management database. 5. The museum continues to actively collect artifacts The museum is actively collecting artifacts that demonstrate Pickering’s material culture from earliest habitation to 1985. Recent additions to the collection include a donation of archival materials and photographs used in researching and publishing of “The Pickering Story” by Dr William A McKay, 1960, and regalia from the Independent Order of Odd Fellows related to Pickering lodge. Per section 12.06 of the Collections Management and Development Policy CUL 010, which states that, “Final approval to deaccession must be granted by the Mayor and Council”, staff are requesting approval to proceed with this deaccession. Following approval from Council, Museum staff will follow ethical deaccession, disposal, and documentation guidelines in accordance with the Collections Management and Development Policy CUL 010 and the Deaccession of Artifacts Procedure CUL 010-001. - 68 - CS 36-25 December 1, 2025 Page 5 Attachment: 1.Recommended Artifacts for Deaccession Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Victoria Karakian, MMSt Laura Gibbs, MBA, MSc. Supervisor, Museum Services Director, Community Services Original Signed By Krystal Roberts Manager, Cultural Services VK:kr Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 69 - Attachment 1 to Report CS 36-25 Deaccession List 2025 Object ID Name Donor Information (Y/N) Relevant Provenance (Y/N) Condition Picture Justification Notes X972.1.143AB Table No No Fair condition There is no donor documentation and no provenance for the artifact; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Parts of the table are unfinished. NO # Blue Table No No Fair condition There is no donor documentation and no provenance for the artifact; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. This table has been improperly restored (painted). X960.1.122 Table No No Fair condition There is no donor documentation and no provenance for the artifact; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Legs are painted, table top is unfinished X2023.1.251 Washtub No No Fair condition There is no donor documentation and no provenance for the artifact; The artifact is significantly incomplete (unidentifiable piece or fragment); and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. No stand for the washtub X974.152.1 Desk Yes No Fair condition The artifact is not relevant to the PMV’s collecting mandate and/or plan; The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Top and bottom are screwed together but is wobbly when moving ST2.452.1 Chair, Rocking No No Good condition There is no donor documentation and no provenance for the artifact; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Painted before arriving at the museum. X2019.8.1 Chair, Rocking No No Poor condition There is no donor documentation and no provenance for the artifact; The artifact is significantly incomplete (unidentifiable piece or fragment); and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. No back or seat on the chair - 70 - X2022.6.67 Dresser No No Poor condition. Unstable The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Door had been nailed/wedged shut, nails removed from frame. NO # Settee - String No No Poor condition. Materials unstable The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; and The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. X960.1.117 Table Yes No Poor condition. Mold. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; and The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. Legs and underside have mold X2023.1.154 Dish, Waste No No Poor condition. Rusty. Correcting old accessioning mistakes (i.e. item was never meant to be an artifact or accessioned). X2021.7.31 (Other #T466) Wheel No No Poor condition. Incomplete. The artifact is significantly incomplete (unidentifiable piece or fragment); and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Only half the wheel. X2021.7.293 (Other # T308) Wheel No No Poor condition. Incomplete. The artifact is significantly incomplete (unidentifiable piece or fragment); and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Only half the wheel. X967.1.647 Copper Cresset (Copper's Mould) No No Poor condition. Incomplete. The artifact is significantly incomplete (unidentifiable piece or fragment); and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Only half, plus spokes are broken/missing. X960.1.98 Pot, Baking Yes No Fair condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; and The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. Base is bent and uneven. Rusty. X974.985.1A Bust No No Fair condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; and There is no donor documentation and no provenance for the artifact. Crown is now missing X2025.6.10 Bin, Storage No No Poor condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; and There is no donor documentation and no provenance for the artifact. Bent, dented and rusty - 71 - X970.1.736 Chair No No Poor condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; and The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. Original cain was already partially replaced. Continues to disintegrate ST2.455.3 Chair No No Poor condition. Broken. The artifact has no effective use in current or future Seat and back are cracked. exhibitions, research, interpretation, active demonstration or public use; and The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. ST2.455.1 Chair No No Poor condition. Broken. The artifact has no effective use in current or future Seat and back are cracked. exhibitions, research, interpretation, active demonstration or public use; and The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. X969.2.139 Chair No No Poor condition. The artifact has no effective use in current or future Materials are unstable exhibitions, research, interpretation, active demonstration or public use; The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; and There is no donor documentation and no provenance for the artifact. ST2.444.1 Chair No No Fair condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; and There is no donor documentation and no provenance for the artifact. X960.3.208 Chair No No Fair condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; and There is no donor documentation and no provenance for the artifact. X974.990.1 Chair No No Fair condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; and There is no donor documentation and no provenance for the artifact. Modern screws have already been used to put the chair back together. - 72 - X970.1.280 Chair No No Fair condition. There is no donor documentation and no provenance for the artifact; the artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; and the artifact is not relevant to the PMV’s collecting mandate and/or plan. 2010.19.3 Chair No No Poor condition. Materials unstable The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; and There is no provenance for the artifact. Seat cushion was once upholstered but padding is now exposed and torn. Original pattern cannot be deciphered. X972.1.160 Mirror No No Fair condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use and there is no donor documentation and no provenance for the artifact. The mirror is desilvering. ST2.445.1 Chair No No Fair condition. There is no donor documentation and no provenance for the artifact; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Painted black. 2013.43.1ABCD Bed frame (headboard, footboard, siderails) Yes No Fair condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. From family in Haldimand Country, no relationship to Pickering. 2013.43.3 Chair, Rocking Yes No Fair condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. From family in Haldimand Country, no relationship to Pickering. 2013.43.4 Chair Yes No Fair condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. From family in Haldimand Country, no relationship to Pickering. 2013.43.5 Chair Yes No Fair condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. From family in Haldimand Country, no relationship to Pickering. - 73 - 2013.43.6 Chair Yes No Fair condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. From family in Haldimand Country, no relationship to Pickering. 2013.43.7 Chair Yes No Fair condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. From family in Haldimand Country, no relationship to Pickering. 2013.43.8 Chair Yes No Fair condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. From family in Haldimand Country, no relationship to Pickering. X9002.4.1A Freezer, Ice Cream No No Poor condition. Broken. The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; There is no donor documentation and no provenance for the artifact; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Is now in pieces. Metal rings have corroded X2023.1.84 Chest, Tea No No Poor condition. The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; There is no donor documentation and no provenance for the artifact; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Very rusty. Image is not recognizable X968.4.17 Cradle Yes No Poor condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. Very rusty. X2021.7.288 Tin No No Poor condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. Very rusty. Image is not recognizable X960.3.59A Crock No No Good condition. Correcting old accessioning mistakes (i.e. item was never meant to be an artifact or accessioned). Move to Education Collection. - 74 - X972.1.144 Washstand No No Fair condition. The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; There is no donor documentation and no provenance for the artifact; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Finish is crackling. X2021.7.369 (other #T408) Bench No No Poor condition. Broken. The artifact is in such poor condition that preservation, conservation or restoration is not a viable option; There is no documentation and no provenance for the artifact; and The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. Back is no longer attached. Spindles are loose, off or broken. X965.1.74 Pew Yes Yes Poor condition. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. No legs. Very fragile to move. Original pew of Brougham Christian Church. Condition when it was donated is unknown. Found again in an area where volunteers would "restore" artifacts. This is the condition the church pew was found in 2017. X2025.6.13 (old #T457) Wheel No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. NO # Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X967.1.626 Wheel , Vehicle No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X2021.20.1 (Other #T451) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. - 75 - X2021.20.2 (Other #T452) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X2021.20.4 (Other #T456) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X2021.20.5 (Other #T457) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X2021.20.6 (Other #T462) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X2021.20.7 (Other #T463) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X967.1.471AB Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X2021.7.292 (Other #T307) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. - 76 - X2021.20.3 (T455) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. 975.23.35 Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X967.3.101 Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X2021.19.24 (T564) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X971.1.136B Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. T301 Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. 975.31.69 Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. - 77 - X967.1.470ABCD (Other #T285) Component, Vehicle No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. T302 Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. x2021.7.30 (Other #T458) Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. T303 Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. T304 Wheel, Wagon No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X970.2.74 Mangle No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X9002.3.3 Mangle No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. - 78 - X970.1.815 Machine, Sewing No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X970.2.38 Machine, Sewing No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. X970.2.49 Machine, Sewing No No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. ST2.377.1 Window No No Poor condition. Broken. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; The artifact is not relevant to the PMV’s collecting mandate and/or plan; and The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. Panes are cracked, original card mentions this. 989.9.2 Icebox Yes No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no provenance for the artifact; The artifact is not relevant to the PMV’s collecting mandate and/or plan; and The artifact is in such poor condition that preservation, conservation or restoration is not a viable option. Paint is cracked, chipped and flaking. Metal trays are not attached. No # Barber Chair No No Fair condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use; There is no donor documentation and no provenance for the artifact; and The artifact is not relevant to the PMV’s collecting mandate and/or plan. - 79 - X970.1.199AB Dresser and mirror No No Fair condition There is no donor documentation and no provenance for the artifact; and the artifact has no effective use in Dresser has been stripped. current or future exhibitions, research, interpretation, active demonstration or public use. 2005.8.1AB Press, Printing Yes No Poor condition. Does NOT operate. The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. 2005.8.4 Cabinet, Case Type Yes No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. Drawers do not necessarily go with this case 2005.8.5 Cabinet, Case Type Yes No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. Drawers do not necessarily go with this case 2005.8.6 Cabinet, Case Type Yes No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. Drawers do not necessarily go with this case 2005.8.7 Cabinet, Case Type Yes No Poor condition The artifact has no effective use in current or future exhibitions, research, interpretation, active demonstration or public use. The artifact is not relevant to the PMV’s collecting mandate and/or plan. Drawers do not necessarily go with this case X974.473.1 Eyeglasses Yes No Poor condition - hazardous The artifact is in such poor condition that preservation, conservation or restoration is not a viable option and The object is a threat to the collection, staff, volunteers, or structure of the PMV. Showing signs of cellulose nitrate degradation and as such are a fire risk to the remaining collection. The off gases of these are also causing metal components of other nearby objects to rust. The are exhibiting severe signs of brittleness, cracking and crazing. Heat and high RH are the usual and in this case the probable cause. Currently stored in a freezer to halt chemical decomposition. It is recommended that these artifacts be destroyed as they pose a threat to the collection and staff. The acetic acid off gases can cause respiratory issues in people. - 80 - X970.1.87 Hairpin No No Poor condition - hazardous The artifact is in such poor condition that preservation, conservation or restoration is not a viable option and The object is a threat to the collection, staff, volunteers, or structure of the PMV. Showing signs of cellulose nitrate degradation and as such are a fire risk to the remaining collection. The off gases of these are also causing metal components of other nearby objects to rust. The are exhibiting severe signs of brittleness, cracking and crazing. Heat and high RH are the usual and in this case the probable cause. Currently stored in a freezer to halt chemical decomposition. It is recommended that these artifacts be destroyed as they pose a threat to the collection and staff. The acetic acid off gases can cause respiratory issues in people. - 81 - Report to Executive Committee Report Number: INF 13-25 Date: December 1, 2025 From: Kevin Heathcote Director, City Infrastructure Subject: Supply & Delivery of Street Sweeper Request for Quotation No. Q2025-26A File: A-1440 Recommendation: 1. That the lowest compliant respondent, Epoke North America Inc. for Request for Quotation No. Q2025-26A for the Supply and Delivery of a Street Sweeper, in the amount of $582,220.00 (net HST) or $646,530.00 (HST included) be accepted; 2.That the total gross project cost of $646,530.00 (HST included), and that the total net project cost of $582,220.00 (net HST) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $582,220.00 as approved in the 2025 Capital Budget, to be funded by a transfer from the Equipment Reserve Fund; and, 4.That the appropriate officials if 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 award Request for Quotation No. Q2025-26A for the Supply and Delivery of one Street Sweeper to Epoke North America Inc. The City Infrastructure Department currently utilizes Street Sweepers for maintaining City streets. Street Sweeper Unit #150 (2015) has met or exceeded its scheduled replacement date. Request for Quotation No. Q2025-26A, was advertised on the City’s bids&tenders portal on September 26, 2025, and closed October 27, 2025. Nine companies responded. The lowest compliant response was submitted by Epoke North America Inc. in the amount of $582,220.00 (net HST) or $646,530.00 (HST included). The response submitted from Epoke North America Inc. complied with all technical requirements and has received an acceptable score from the Evaluation Committee. 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. - 82 - INF 13-25 December 1, 2025 Page 2 Financial Implications: 1. Quotation Amount Request for Quotation No. Q2025-26A $572,150.00 HST (13%) 74,379.50 Total Gross Quotation Cost $646,529.50 2. Estimated Project Costing Request for Quotation No. Q2025-26A $572,150.00 HST (13%) $74,380.00 Total Gross Project Costs $646,530.00 HST Rebate (11.24%) ($64,310.00) Total Net Project Cost $582,220.00 3. Approved Source of Funds Description Account Code Source of Funds Available Budget Required Street Sweeper C10315.2503 Equipment $620,000.00 $582,220.00 Replacement Reserve Fund Total Funds $620,000.00 $582,220.00 Project Cost under (over) approved funds by $37,780.00 Discussion: The purpose of this report is to award Request for Quotation No. Q2025-26A for the Supply and Delivery of one Street Sweeper to Epoke North America Inc. The Public Works Division, within the City Infrastructure Department, currently utilizes Street Sweepers for maintaining City streets. Unit #150 (2015) has met or exceeded its scheduled replacement date. Request for Quotation No. Q2025-26A, was advertised on the City’s bids&tenders portal on September 26, 2025 and closed October 27, 2025. Nine companies responded. The lowest compliant response was submitted by Epoke North America Inc. in the amount of $582,220.00 (net HST) or $646,530.00 (HST included). The response submitted from Epoke North America Inc. complied with all technical requirements and has received an acceptable score from the Evaluation Committee. Upon careful review of the responses received, the City Infrastructure Department recommends the acceptance of the lowest compliant response submitted by Epoke North America Inc. for Request for Quotation No. Q2025-26A in the amount of $582,220.00 (net - 83 - INF 13-25 December 1, 2025 Page 3 HST) or $646,530.00 (HST included) and that the total net project cost of $582,220.00 (net HST) be approved. Attachment: None. Prepared By: Approved/Endorsed By: Matt Currer Kevin Heathcote, P.Eng. Manager, Fleet & Roads Operations Director, City Infrastructure Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer MC:mjh Recommended for the consideration of Pickering City Council Original signed by: Marisa Carpino, M.A. Chief Administrative Office Original signed by:Original signed by: Original signed by: Original signed by: - 84 -