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January 12, 2026
Addendum Executive Committee Meeting Agenda Electronic Meeting January 12, 2026 - 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. Please note that matters marked with an asterisk (*) have been amended or added. 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 Sam Snyders, Pickering Resident and Terra Snape, Pickering Resident Re: Report CS 01-26 Recreation & Parks Ten Year Plan Year One Progress Report 1. 2. 3. *3.1 Matters for Consideration Chief Administrative Officer, Report CAO 01-26 Page 5 Corporate Strategic Plan 2025 Annual Progress Report Recommendation: That Report CAO 01-26, regarding Corporate Strategic Plan 2025 Annual Progress Report, be received for information. Director, Corporate Services & City Solicitor, Report CLK 01-26 Page 69 Amendments to the Records Retention By-law and Updates to Records and Privacy Policies Recommendation: That Report CLK 01-26 regarding Amendments to the Records Retention By- law and Updates to Records and Privacy Policies be received; 1. That the draft Records Retention By-law and Schedule included as Attachment 1 to this report be approved and enacted; 2. That the draft ADM 060 Records Management Policy included as Attachment 2 to this report be approved; 3. That the draft ADM 050 Municipal Freedom of Information and Protection of Privacy Policy included as Attachment 3 to this report be approved; 4. That the draft by-law to designate the City Clerk as the Head under the Municipal Freedom of Information and Protection of Privacy Act, included as Attachment 4 to this report, be approved and enacted; and, 5. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. 6. Director, Community Services, Report CS 01-26 Page 275 Recreation & Parks Ten Year Plan Year One Progress Report Recommendation: 4. 4.1 4.2 4.3 Addendum Executive Committee Meeting Agenda January 12, 2026 - 2 - That Report CS 01-26 regarding the City of Pickering’s Recreation & Parks Ten Year Plan Annual Report be received for information. Director, Corporate Services & City Solicitor, Report LEG 01-26 Page 310 Final Assumption of Plan of Subdivision Frontdoor Developments (Pickering) Inc. – Plan of Subdivision 40M-2660 Lots 1 to 40, Plan 40M-2660 Recommendation: That Castle Hill Court within Plan 40M-2660 be assumed for public use;1. That works and services required by the Subdivision Agreement, dated June 19, 2018, within Plan 40M-2660, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 2. That Frontdoor Developments (Pickering) Inc. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2660; and, 3. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 4. Director, Corporate Services & City Solicitor, Report LEG 02-26 Page 313 Final Assumption of Plan of Subdivision Marshall Homes (Copperfield) Ltd. – Plan of Subdivision 40M-2654 Lots 1 to 7, Plan 40M-2654 Recommendation: That Frontier Court within Plan 40M-2654 be assumed for public use;1. That works and services required by the Subdivision Agreement, dated February 5, 2019, within Plan 40M-2654, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 2. That Marshall Homes (Copperfield) Ltd. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M- 2654; and, 3. That the appropriate City of Pickering officials be authorized to take the 4. 4.4 4.5 Addendum Executive Committee Meeting Agenda January 12, 2026 - 3 - actions necessary to implement the recommendations in this report. Member Updates on Committees Other Business Adjournment 5. 6. 7. Addendum Executive Committee Meeting Agenda January 12, 2026 - 4 - Report to Executive Commitee Report Number: CAO 01-26 Date: January 12, 2026 From: Marisa Carpino Chief Administrative Officer Subject: Corporate Strategic Plan 2025 Annual Progress Report File: A-1440 Recommendation: 1. That Report CAO 01-26, regarding Corporate Strategic Plan 2025 Annual Progress Report, be received for information. Executive Summary: The purpose of this report is to provide an annual update on the 2024-2028 Corporate Strategic Plan (the Plan). This is the second annual report on the progress made on the 88 Specific Actions (Actions) identified under the six Strategic Priorities and Corporate Key, marking the halfway point of the four-year plan. By the end of 2025: x 100% of Actions are now underway or complete o 5 Actions are now fully complete (4 of these in 2025) o 7 Actions are 75% complete o 76 Actions are 50% complete Detailed progress on all Actions is provided in Attachment 1. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to all of the Pickering Strategic Plan Priorities of: Corporate Key: Good Governance/Customer Service Excellence; Champion Economic Leadership & Innovation; Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community; Lead & Advocate for Environmental Stewardship, Innovation & Resiliency; Strengthen Existing & Build New Partnerships; and Foster an Engaged & Informed Community. Financial Implications: The Plan outlines 88 Specific Actions that are derived from, and aligned with, the City’s Vision and Corporate Values. Some of these initiatives are ongoing and already included in the City's Budget. Other initiatives do not require additional resources and - 5 - CAO 01-26 January 12, 2026 Page 2 can proceed without the allocation of funding. However, certain initiatives will only be implemented when additional funding is allocated in future Budgets. Staff will continue to advance the priorities of the Corporate Strategic Plan for Council’s consideration through staff reports and the City’s annual Budget process. If funding is not secured and/or resources are not allocated, the implementation of certain components of the Plan may not proceed within the estimated timeline. Those instances will be communicated through the annual reporting on the Plan. Discussion: The purpose of this report is to provide Council with an annual update on the 2024–2028 Corporate Strategic Plan. The Plan was initiated through a Council Strategic Work Planning Workshop held at a Special Meeting of Council in March 2023. Throughout the planning process, City Council, residents, staff, advisory committees, and community stakeholders actively contributed valuable input that shaped the development of the Plan. On December 11, 2023, Council endorsed the Corporate Strategic Plan through Report LEG 06-23 (Resolution #357/23). The Plan establishes Council and staff’s strategic priorities for 2024–2028. It includes a Vision, Mission Statement, and Corporate Values, Principles, and Beliefs. It also identifies six Strategic Priorities supported by a Corporate Key, which collectively encompass: x 7 Strategic Objectives x 23 Areas of Strategic Focus x 88 Specific Actions Following Council’s endorsement, staff committed to providing annual progress reports to Council and the community. This report represents the second annual update, focusing on progress at the Specific Actions (Actions) level. An internal working group was formed to oversee implementation, with staff across the corporation assigned as leads for each of the Actions. These leads are engaged at multiple points in the year to provide updates, at times aligned with the budget cycle and this year-end status report. These leads are responsible for reporting on progress toward the 88 Actions. After two years of implementation: x 83 Actions are in progress at the 50% to 75% mark; and x Based on the deliverables, a total of five (5) Actions are now complete, with four (4) of these being completed in 2025. The completed Actions are: i. Adopt a strategic approach to internal corporate capacity building to ensure the City is able to meet the needs of a growing, diverse population; ii. Work with youth and partners to develop a central City-wide repository of employment opportunities for youth; iii. Enhance community safety through direct service and program delivery; - 6 - CAO 01-26 January 12, 2026 Page 3 iv. Work with youth to enhance services and programs, including gathering spaces and places in the City that are accessible, inclusive, safe and welcoming; and v. Complete the Comprehensive Zoning By-law Review. Staff have been diligently working to fulfill the Plan’s priorities and are on track to complete the identified deliverables at or before the end of the four years. This dedication plays a crucial role in realizing the Vision of, Pickering: A complete, world class city…inclusive, connected, caring, and prosperous. The Plan is designed as a four-year roadmap, and staff have adopted a project-based approach to implementation. Each Action is supported by multiple projects or initiatives, listed under the “Deliverables” column. An Action is therefore not a single task but an umbrella commitment that advances incrementally over the full lifespan of the Plan. An Action is considered fully complete (100%) only when all associated projects or initiatives have been completed or have reached a stage of significant, demonstrable progress. Until then, the Action remains “in progress”, even if substantial work has been achieved. To reflect advancement, staff apply an incremental completion scale, typically increasing by 25% annually as milestones are met. Given that we are in Year Two of a four-year Plan, most Actions are appropriately assessed at 50% complete, indicating: x meaningful progress, including project initiation, scoping, and early implementation; and x a clear midpoint toward achieving intended outcomes. As implementation continues, Actions will advance beyond 50% as projects are completed and outcomes realized. Most Actions are expected to reach full completion closer to the end of the four-year term, consistent with the Plan’s long-term, outcome-focused nature. It is important to note that many Actions represent ongoing operational responsibilities that extend beyond the Plan’s timeframe. For example: x “Continue to place priority on responsible budget management” will not be considered complete until 2028, as this commitment spans multiple Budget cycles. x “Work more closely with members of the business community and with APBOT in particular” reflects an ongoing relationship that staff will maintain beyond the Plan’s term. Similarly, even when an Action reaches 100% completion, staff will continue implementing associated strategies or plans that extend beyond 2028. For instance, several strategies referenced in the Plan have timelines that exceed the four-year term, ensuring continued advancement beyond the Corporate Strategic Plan. Attachment 1 provides a detailed summary of all Actions, including deliverables, current status, and progress achieved in 2025. Below is a bar graph showing how the 2025 Council reports align with the City’s Strategic Priorities. - 7 - CAO 01-26 January 12, 2026 Page 4 Attachment: 1. Corporate Strategic Plan – 2025 Annual Progress Report Prepared By: Farnaz Patel Strategic Initiatives & Corporate Priorities Advisor FP Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer 2ULJLQDO6LJQHG%\ 2ULJLQDO6LJQHG%\ - 8 - 1 Corporate Key: Good Governance/Customer Service Excellence Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Be Financially Stable Continue to place priority on responsible budget management x Adopt the Capital & Current Budget, while meeting the target levy set by Mayor. x Ensure City passes the annual financial audit. For 2025, the residential levy impact was 3.75%, and the Current and Capital Budgets were adopted on December 28, 2024. In line with previous years, the City also prepared a nine-year Capital Budget forecast to support responsible long-term planning and guide future infrastructure investments. The 2024 financial audit, conducted by Deloitte, was completed successfully. The final auditor’s report was presented to and approved by Council in October 2025, confirming a “Clean Audit.” This designation means the external auditor concluded that the City’s financial statements are free from material errors or omissions, a strong indicator of sound financial management. Looking ahead, the 2026 Mayor’s Proposed Capital Budget and 2027-2035 Capital Forecast, and the 2026 Mayor’s Proposed Current Budget was posted publicly on November 28, 2025. Subject to amendments, the 2026 Capital and Current Budget is deemed adopted on December 29, 2025. Deliver municipal services, programs and infrastructure to meet the needs of current and future residents while balancing the impact to taxpayers x Continue to engage Pickering residents for budget input via surveys, townhalls. x Maximize the usage of Casino revenue to support Community- related projects. x Balance impact on taxpayers by reviewing and updating user fees to recover costs of service delivery/new services. For the 2025 Budget, the City provided multiple opportunities for residents to learn about and participate in the budget process, including: x A virtual presentation and Q&A session on the Senior Staff Recommended Draft 2025 Capital Budget highlights; x Public review and feedback on Draft 2025 User Fees; x Posting of the Senior Staff Recommended Draft 2025 Capital Budget and 2026–2029 Forecast on the City’s website, with an opportunity for public input; and x Introduction of Pickering’s new participatory budgeting initiative, enabling residents to decide how to allocate a portion of the City’s budget. Similarly, for the 2026 Budget, the community was engaged to provide feedback on Draft 2026 User Fees, budget priorities, and the Senior Staff Recommended Draft 2026 Capital Budget and 2027–2030 Forecast. Since the opening of the Casino in July 2021, the Ontario Lottery and Gaming Corporation (OLG) has distributed $6, , in non-tax gaming revenue payments to the City of Pickering under $WWDFKPHQWWR5HSRUW&$2 - 9 - 2 Specific Actions Deliverables Status of Progress 2025 Details of Progress the Municipal Contribution Agreement. A portion of these revenues is allocated to the Region of Durham. In 2025, a significant share of casino revenues was directed toward capital projects, debt reduction, and community grants. The City received a provincial grant of approximately $45,000 to support cancer prevention initiatives within Fire Services. The funds were utilized to purchase air purifiers for trucks, face masks for breathing apparatus, decontamination equipment for post-fire operations, and a PPE drying station. Development projects continue to play a key role in delivering municipal services and infrastructure while mitigating the impact on taxpayers. New parks, and other community amenities are funded by developers either directly through Development Agreements or indirectly through Development Charges, such as the provision of new park equipment. Sustainability staff continue to align programming with community interests, focusing on reducing household costs and promoting environmental stewardship through initiatives such as educating homeowners on growing their own food, conserving energy to lower utility bills, and accessing available grants and incentives. Litter and illegal dumping remain significant challenges; with Council’s support through a Notice of Motion, a multi-departmental working group was formed to implement a comprehensive approach that includes enforcement, communications, and cleanup efforts. Community engagement has been strong, with 53 groups representing over 3,200 residents participating in cleanup activities. Identify opportunities to diversify revenue sources to reduce reliance on property taxes x Secure naming rights for new and existing City facilities. x Implement a Municipal Accommodation Tax (MAT). x Continue to expand the city’s Sponsorship of Programs & Events program to reach new businesses and continue to promote In 2025, the City advanced several initiatives to identify and leverage diverse revenue sources, key actions included: x Securing a 15-year naming rights agreement valued at $1 million for the Dorsay Community & Heritage Centre; x Progressing with the Municipal Accommodation Tax (MAT) initiative, which generated anticipated revenues of $127,000 in 2025; x Partnering with local businesses to sponsor programs and events resulting in 27 opportunities secured, including six new businesses, and generating $62,450 in revenue; x Implementing measures to reduce and eliminate false alarms, ensuring personnel are available for actual emergencies. Fire Services will begin charging for false and nuisance alarms beyond customary thresholds; - 10 - 3 Specific Actions Deliverables Status of Progress 2025 Details of Progress sponsorship opportunities. x On an annual basis, review existing fees, fees structure, and identify new fees where appropriate, to ensure they reflect cost of living increases, and effort expended on service/application. x Receiving $19.4 million in non-tax gaming revenue from the Ontario Lottery and Gaming Corporation (OLG) between April 2024 and March 2025; x Securing $5.2 million through the second round of the Building Faster Fund, which provides funding to municipalities that achieve at least 80 per cent of their provincially designated housing targets; x Applying for more than 30 grants and securing up to $1.6 million in funding, including $25,000 from the Government of Canada’s Celebrate Canada program, $178,260 from Ontario’s Seniors Active Living Centre initiative, and $18,000 through the OPG Regional Empowerment Grant; x Approving, through Council Report CS 31-25, Request for Quotation No. Q2025-31 for advertising at the Chestnut Hill Developments Recreation Complex Arena and Don Beer Arena (Resolution #881/25). The quotation was submitted by Futuresign Multimedia Displays Inc. for a total of $78,131 (plus HST) over a 3 year term; and x Initiating a comprehensive review of planning, building, and engineering application fees for consideration in 2026. Strategic Focus: Promote Organizational Efficiency & Effectiveness Promote service modernization by using technology to advantage (improve efficiency, automate processes, and reduce administrative overhead) 9 Complete the Streamlining the Development Application Review Process (DARP), with a view to streamlining, including additional use of technology where appropriate. 9 Create a new, streamlined, modernized and direct on-line payment process, through Moneris (including the convenience fee as required by the Finance Department) In 2025, the City advanced several initiatives to modernize services and enhance operational efficiency: x Following Council’s endorsement of the Streamlining of the DARP report in February, implementation of the study has begun, including: o Completion of updated public notices for development applications; and o Launch of a user-friendly electronic funds transfer payment process. x SharePoint Platform successfully onboarded seven departments and developed eight communication and team sites. Work is also underway to launch a SharePoint Intranet, aligning with the City’s broader goal of modernizing service delivery, increasing operational efficiency, and equipping staff with the right digital tools. x Farmers’ Market vendors can now conveniently pay fees online through the new payment system. x Fire Services transitioned from traditional laptop computers to an iOS-based iPad tablet system for dispatch information in fire apparatus. Older laptops are being phased out as part of this upgrade. - 11 - 4 Specific Actions Deliverables Status of Progress 2025 Details of Progress to eliminate the need for building permit applicants to pay through the e-store. 9 Reconfigure and update the AMANDA folders on the Pickering Resident Interface for Service Modernization (PRISM) Online Permit Application Portal to residents. x Transition the Corporation to SharePoint, as the primary location for storing all departmental and project-related files. x Human Resources launched SuccessFactors – Employee Central on July 16, 2025, as part of ongoing efforts to streamline HR processes. This secure platform centralizes employment information and currently allows employees to: o View work history and compensation details o Review personal contact information o Access a live organizational chart showing positions and incumbents x SuccessFactors will continue to expand with additional modules, including Recruitment & Onboarding, Learning Management, and Health & Safety/WSIB claims management. x The Finance Department completed the payroll modernization initiative with the migration to a newer version of ADP's application, integrating with SAP to streamline employee changes and financial data. The next initiative is to ensure that term and part-time staff have access to their payroll statements. x The SAP RISE project is in the planning phase for transitioning to the latest version of SAP S/4 HANA. x Customer Care Centre continued its efforts to improve service delivery by further exploring the implementation of Microsoft Dynamics. This platform is designed to streamline processes, enhance access to information, and create a more seamless customer experience. The system will benefit both staff and residents by enabling greater digital integration, transparency, and efficiency across municipal services. Currently in progress are the review of application fees; preparation of a delegation by-law; development of a website application tracker; and establishment of key performance indicators for development application processing. Undertake a workplace modernization review and needs assessment to identify opportunities resulting from remote work x Implementation of a modern, cloud-based communication system that replaces legacy phone lines and supports hybrid work. x Complete a workspace assessment to improve space use efficiency and physical working space models. As part of the City’s ongoing workplace modernization review and needs assessment, staff continue to enhance communication tools that support a flexible and connected workforce. The rollout of Microsoft Teams Voice, a cloud-based solution that integrates seamlessly with the Microsoft 365 environment, is well underway. Several departments have already transitioned to the new call flow, improving accessibility and collaboration for both in-office and remote staff. This initiative supports the City’s broader goal of modernizing workplace technology to adapt to evolving work models. As Mitel approaches end of life in 2025, staff are evaluating future communication options to ensure continuity, scalability, and alignment with the City’s digital strategy. - 12 - 5 Specific Actions Deliverables Status of Progress 2025 Details of Progress Additionally, a Workspace Assessment Committee has been established to evaluate current workspaces against present and future needs, leveraging remote work arrangements to optimize space utilization. The committee held its first meeting in November. Undertake an evaluation of municipal services, facilities and assets for cyber and other security and safety risks and implement mitigation measures to ensure service continuity 9 Carry out a lighting study. 9 Complete a city-wide modernization of our security camera network. x Strengthen cybersecurity resilience through the validation of the City’s Incident Response Plan, expanded Multi- Factor Authentication (MFA), improved patch management for faster vulnerability response, and implementation of a modern backup solution to enhance data recovery and system continuity. A lighting study was completed for eight municipal facilities and properties, including Esplanade Park, Civic Complex, Library and Parking Lot, Chestnut Hill Developments Recreation Complex, George Ashe Library & Community Centre, East Shore Community Centre, West Shore Community Centre, Don Beer Arena, and Dr. Nelson F. Tomlinson Community Centre. Funding has been allocated in the 2026 budget to address critical upgrades, with additional work planned for 2027 to implement remaining recommendations. This year, staff also completed a city-wide modernization of our security camera network, upgrading all facility systems to meet current standards. Deployment continues at the Pickering waterfront and city parks, enhancing safety across public spaces. Security reviews are now a mandatory component of all capital projects, ensuring the right equipment is integrated into building design and construction. Key 2025 projects include: x Council Chamber renovation x Dorsay Community & Heritage Centre x Harvey House Museum renovation x New City Centre park at Pickering City Centre x Seaton Recreation Complex & Library x New Fire Hall 5 Additionally, all city events now have an emergency response plan in place. This winter, members of our Municipal Emergency Control Group, including Mayor Ashe, Deputy Mayor Pickles, senior leaders, and select participants from across the organization, participated in a full-scale emergency management exercise focused on responding to a cyberattack scenario. These annual training sessions are a core requirement of our Community Emergency Management Program, ensuring we remain skilled, coordinated, and confident in our roles should a real-world event occur. Working through a live mock incident gave staff the opportunity to apply the principles of the Incident Management System, refine decision-making in a fast-moving environment, and strengthen communication between our Emergency Operations Centre and on- scene response teams. Exercises like this demonstrate our commitment to prevention, mitigation, - 13 - 6 Specific Actions Deliverables Status of Progress 2025 Details of Progress preparedness, response, and recovery, the critical phases of our emergency management framework. Additionally, staff expanded Multi-Factor Authentication (MFA) coverage, accelerated patching cycles to address vulnerabilities more quickly, and implemented a new backup solution to improve data recoverability and overall system resilience. Explore opportunities to implement clean energy and sustainable design standards at municipal facilities and City infrastructure projects 9 Renew Corporate Energy Management Plan (CEMP) with a view to incorporate obligations in all RFP’s for major capital projects. x Design new buildings to Net-Zero Carbon standard. x Review the current Pickering Official Plan Policy 11.40 states that “City Council shall ‘commit’ to targeting at least LEED © Silver certification, or equivalent standard, for all new municipal buildings and projects.” Also policy 14.3 references LEED © Silver. The City’s CEMP was approved by Council in March 2025 (Report OPS 04-25), which provides a roadmap for planning and decision-making for the next phase of the City of Pickering’s energy management program. This Plan sets ambitious targets for reducing energy use across the City’s facilities, infrastructure, such as streetlights, and fleet vehicles. Presently under construction, the Dorsay Community & Heritage Centre (DCHC) will be the City's first Net-Zero Carbon Design building. Additionally, the Seaton Recreation Complex & Library, a project for which the design has been awarded, is expected to meet the Net-Zero Carbon Design standard and CSA B651.23 for accessibility, exceeding current code requirement - 14 - 7 Strategic Focus: Provide Exceptional Customer Service Identify opportunities to ensure the City’s workforce is diverse and reflective of the community it serves 9 Standardize the redaction of names and other identifiers on resumes to lower potential biases in hiring. 9 Carry out inclusive hiring training for all Supervisor/Managers. x Post job vacancies on diverse platforms to attract diverse candidates. (EDIN, BIPOC jobs, etc.) x Review job descriptions to ensure bona fide job requirements are documented and thus barriers to employment are removed. Human Resources Department and Equity, Diversity & Inclusion Section collaborated to deliver Inclusive Hiring Training during the October 2025 Leadership Forum, featuring Allison Hector- Alexander from Durham Region. The City also participated in the Pathways to Employment Program in partnership with the Abilities Centre. In addition, Egale Canada delivered a Workplace Inclusion training focused on gender and sexual diversity. To further support inclusive practices, additional training is being offered to supervisors on inclusive hiring and the impact of unconscious bias in recruitment decisions. Job postings now include a statement indicating that alternate formats are available upon request. Before postings go live on the City website, accessibility checks are completed to ensure compliance. Continue to monitor customer service standards with a view to advancing continuous improvement x Conduct annual training for frontline customer service staff to identify opportunities for improvement. x Monitor issues raised by the public, analyze trends, and share targeted messaging to enhance knowledge and improve service delivery. Customer Care organized external training for frontline staff and maintains regular collaboration with internal departments to ensure alignment and effective issue resolution. Community Services established baseline metrics for measuring customer interactions, including telephone calls, facility bookings, and program registrations. Fire Services will continue to monitor performance standards related to assembly time and response time. A new software will leverage Microsoft Power BI to analyze dispatch data. Response time is measured across three stages: call processing, assembly, and drive time. Continuous monitoring will ensure performance remains aligned with established standards. Building Services continued to update and refresh its website pages and resources listed for the public. Building Services staff provide their expertise to the public in person, on-line in MS Teams meetings, and over the telephone to provide wrap-around service to the public, residents, - 15 - 8 x Continue to seek feedback from program participants and integrate into program and service improvements. builders, consultants, industry representatives, and developers. The groundwork is being laid to provide scheduled, in-person counter consultations to assist applicants with uploading their permit applications into the application portal. It is anticipated that digital devices will be available at the counter in 2026 for applicants to view the status of their building permit. It is the practice of Zoning & Administration staff to help the public by asking lots of questions when responding to zoning inquiries. The “help us help you” approach of asking many questions allows staff to uncover parts of the by-law that the public may not be aware of that would apply to their project. This approach results in more fulsome responses to inquiries received at the counter, over the phone, and by email. Having a better understanding about the nature of the individual’s project also helps staff put the inquirer in touch with other appropriate contacts in the City that may assist them with their project. The Planning & Design section of the City Development Department has also updated its website pages enabling easier retrieval of information about development applications, refreshed the format of notices to the public about new development applications, and created an easier electronic fund transfer process. The Sustainability section updated its website pages to make information easier to access including creating a section that notes available energy related grants and incentives - recognizing that residents are busy and may not have the time to research opportunities they have available to them. Moving forward with our new Customer Relationship Management (CRM) rollout and other digital transformation initiatives, the City remains committed to enhancing service delivery for the greater Pickering community. These improvements will strengthen accountability, transparency, and efficiency, and as we evolve, our customer service standards will also adapt to reflect our ongoing commitment to excellence and continuous improvement. The Customer Service policy is currently being reviewed to ensure that it reflects our priorities. Ensure City services, programs and infrastructure is equitable, accessible and inclusive for all community members 9 Launch eScribe. 9 Implement closed captioning for Council, Committee and Taskforce meetings. 9 Train 80% of front-line staff to achieve Sunflower “Friendly designation”. The City’s commitment to equity, accessibility, and inclusivity was reflected in various ongoing and completed initiatives across the city. As part of the eScribe meeting management solution launch, Legislative Services implemented closed captioning for all Council, Committee, and Taskforce meetings, marking a significant step toward enhancing accessibility and inclusivity in civic engagement. This initiative ensures that residents who are Deaf or hard of hearing can fully participate in local decision-making processes. Additionally, closed captioning improves clarity in noisy environments and assists all viewers in following complex discussions more effectively. By eliminating barriers to - 16 - 9 x Present key projects to the City's Accessibility Advisory Committee for feedback, where accessibility is pertinent to scope. x Consider whether there is a need to provide land use planning information in languages other than English; and if so, what language(s), and it is written and oral. x Explore a new Property Tax portal. understanding, this measure reinforces the City’s commitment to transparency, accountability, and building public trust. At the Executive Committee Meeting on May 5, 2025, Report CLK 02-25, proposing voting methods for the 2026 Municipal Election, was approved and later adopted by Council through By- law #8182/25 to give approval for the use of both internet and paper ballot voting in the 2026 Municipal Election. Legislative Services, in coordination with Finance staff, issued a Request for Proposal (RFP) for a voting services provider. An Evaluation Committee, including staff from Legislative Services and Information Technology Services, reviewed submissions and selected Neuvote Systems Inc. Council approved the contract award on October 27, 2025. Through Council Report BYL 02-25, the City expanded access to accessible taxicab services in Pickering (Resolution #884/25). Council approved amendments to the Vehicle for Hire By-law to improve service availability for residents. Previously, taxicabs not licensed in Pickering were prohibited from picking up fares within the City. The approved amendments remove this restriction specifically for accessible taxicab services. This change will increase the availability of accessible transportation options, reduce wait times, and support greater mobility for residents who rely on specialized services. The City officially became a corporate member of the Hidden Disabilities Sunflower (HDS) Program in June 2025. In so doing, the City has committed to providing HDS Program training to all City staff, including seasonal hires. For new City staff, this training has now been included in the Human Resources onboarding orientation and training for all future onboarding sessions. Both synchronous and asynchronous training were provided to City staff last October. A live webinar delivered the synchronous sessions, while asynchronous modules were made available through the City’s Learning Management System, where they remain accessible to City staff. As of December 2, 2025, the City of Pickering has achieved the goal of having 80% of its front-line staff trained and has been officially designated a “Sunflower Friendly” organization. Additionally, Dementia Friendly Communities training was introduced in response to a need identified by Customer Care, ensuring staff are better equipped to support individuals living with dementia. Job postings now include a statement indicating that alternate formats are available upon request. Before postings go live on the City website, accessibility checks are completed to ensure compliance. Selected candidates are informed that accommodations are available if needed, and - 17 - 10 HR works with applicants to confirm appropriate accommodations. Employees are also offered accommodations during return-to-work meetings. To foster inclusivity, staff held one of the public meetings at a place of worship (Devi Mandir) to engage residents who may speak another language but understand English well enough to participate in discussions. Looking ahead, the Finance Department, in collaboration with the IT Division, is exploring a new property tax portal, which has been included in the 2026 Capital Budget. Strategic Focus: Be an Employer of Choice Develop and implement the City’s Equity, Diversity and Inclusion Strategy 9 Coordinate the development of an Equity, Diversity & Inclusion Ten-Year Strategy utilizing an external consultant. 9 Develop Year 1 Implementation Work Plan. 9 Revive Equity, Diversity & Inclusion interdepartmental steering committee/working group to support operationalization of Equity, Diversity & Inclusion Strategy. x Advance the priority areas outlined in the strategy. In May 2024, Council endorsed the 2024-2034 EDI Strategy. Continued progress has been made in the first two priority areas outlined in the EDI Strategy: (1) Education and Awareness and (2) Structure and Resources. Regarding Education and Awareness, a series of EDI-focused training sessions were delivered to senior leadership, staff, and Council, including: x Introduction to Intersectionality for Municipal Governments x Inclusive Hiring with Allison Hector-Alexander x Red Dress Day with Janet Dugan x Resistance through Toronto Caribbean Carnival with Toronto Caribbean Carnival x American Sign Language – Part 2 x Hidden Disabilities Sunflower Training x Indigenous Truth and Reconciliation through First People’s Group via CSWB x Human Trafficking Awareness with Victim’s Services via CSWB x Red Dress Day Beading Workshop x Treaty Awareness Week with Grandmother Kim Wheatly With respect to Structure and Resources, this area of focus was strengthened by the addition of Equity, Diversity, and Inclusion Specialist to support implementation and advancement of EDI initiatives. - 18 - 11 Identify opportunities to enhance internal communications and engagement across the Corporation x Plan and host annual Chief Administrative Officer (CAO) Town Halls. x Create and distribute CAO newsletters on a regular cadence. x Develop and launch departmental SharePoint Communication Sites. Between April and June, the CAO hosted 10 Town Halls, connecting with hundreds of staff representing all departments within our organization. These sessions enabled open dialogue, updates, and team building. To support the City’s commitment to open, transparent, and accessible municipal government, internal communications have been enhanced through online recaps of Council Meeting decisions. This initiative helps residents and staff better understand municipal affairs and Council’s direction. Following each meeting, the CAO sends an email encouraging staff to review the Council Highlights, ensuring everyone remains informed and engaged. To further improve internal communications, the CAO issues newsletters to all departments. This newsletter shares updates on key projects and developments, promoting a connected and informed workforce. As part of ongoing efforts to enhance collaboration, departmental SharePoint Communication Sites will launch shortly. Each site will serve as a central hub for updates, resources, and frequently accessed content, helping staff stay aligned and connected. Features will include: x Quick links to forms, tools, and policies x News and announcements x Frequently used documents and templates x Key contacts or organizational charts x Department calendars (events, deadlines, meetings) x Helpful resources and FAQs Collectively, these actions demonstrate our commitment to strengthening internal communication and engagement across the organization, ensuring all staff are well-informed, involved, and motivated. Advance a comprehensive Human Resource Strategy focusing on employee recruitment and retention, knowledge transfer and succession planning, skills building and x Review policies and procedures on an ongoing basis to better align them with updated and current practices and Corporate Strategic Plan (New Employee Orientation, Learning & Development, As part of the Leadership Development Plan, Human Resources (HR) launched the Leaders’ Forum initiative in 2025. This forum brings together approximately 60 managers and supervisors for peer-to-peer learning and development. Its purpose is to leverage shared experiences, address common challenges, ensure consistency in practices, break down silos, and enhance collaboration. The Leaders’ Forum also provides opportunities to explore and discuss EDI topics, supporting leaders as they serve Pickering’s diverse community. Two Leaders’ Forums were held in 2025, one in the summer and another in the fall. HR also introduced the Leadership Certificate Program in partnership with OntarioTech University. Open to all City leaders, this program is a core pillar of the Leadership Development - 19 - 12 continuous improvement Employee Recognition). x Facilitate succession planning and leadership development initiatives. Plan. Participants earn a leadership certificate by completing five courses delivered through full- day, on-site workshops facilitated by OntarioTech University’s Continuous Learning department. Rolled out in fall 2025, the program will run over two years (2025–2026) and will be refreshed based on evolving leadership development needs to continue building leadership capacity for supporting employees and the community. These two initiatives represent a visible increase in leadership development opportunities, with intentional EDI content to foster inclusive leadership for both staff and the community. Succession planning has also begun, with identified opportunities to be formalized in 2026. Additionally, several procedures have been finalized, including Learning & Development and Orientation Procedures, which are currently awaiting approval. The Recognition Program is scheduled for review and update to reflect current practices. Adopt a strategic approach to internal corporate capacity building to ensure the City is able to meet the needs of a growing, diverse population 9 Complete the Development Charges Study. 9 Complete the Asset Management Study (AMP). 9 Develop staffing strategies, including to support the expansion of programs and services at DCHC. The City of Pickering has adopted a strategic approach to building internal corporate capacity to meet the needs of a growing and diverse population. This approach includes several key initiatives: x The Finance Department completed its Development Charges (DC) Study as part of a multi-year growth-related capital budget. The DC Study, approved at the June Council Meeting along with Community Benefit Charges, will provide additional funding to offset the increased costs of growth-related capital projects. DC deferral fees, which promote development, will take effect in July 2025. x Finance staff also led a multi-departmental team to ensure compliance with Provincial Regulation O. Reg. 588/17 by July 1, 2025. This regulation requires municipalities to have an approved asset management plan for all municipal infrastructure assets, including proposed service levels, activities to achieve those levels, and a funding strategy. Future annual capital budgets for infrastructure renewal will be based on this plan. The Asset Management Data Governance Policy and Procedure were approved by Council in April 2025 (Resolution #706/25), followed by the 2025 Asset Management Plan in May 2025 (Resolution #737/25). The next step is to develop the annual review of asset management progress, with the first report due July 1, 2026. x Facility and program staffing plan was developed for DCHC, including job descriptions. x HR continues to work closely with departmental leadership on restructuring, retirement planning, and resource reviews, applying HR strategic planning to ensure organizational readiness. - 20 - 13 Priority 1: Champion Economic Leadership & Innovation Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Champion job creation and economic advantage Continue to implement the City’s Economic Development Strategy x The City’s Economic Development Strategy (2022 – 2026) has been endorsed. As part of the Strategy, continue to support small businesses. x Implement investment attraction program. x Promote City of Pickering as a place to do business (through marketing material). In a sign of growing business interest, 33 new businesses celebrated grand openings this year with an additional 10 in the pipeline. The City’s Site Visit Program supported 13 local businesses by helping them address operational needs, explore expansion opportunities, and strengthen relationships. Through Invest Pickering’s marketing platforms, the City engages with approximately 3,800 online users, sharing updates on key projects, business opportunities, and milestones, reinforcing Pickering’s reputation as a thriving business hub. In October 2025, Council awarded Request for Proposal No. RFP2025-17 to KPMG LLP (KPMG) for the development of a new Corporate Economic Development Strategic Plan (2026-2030) for the City of Pickering. Leverage grant funding to support City-wide connectivity (internet and mobile service) x Work with the provincial government, Durham OneNet and Bell to bring broadband to Pickering to reach Province’s goal for high-speed internet. Since launching Ontario’s broadband programs in 2021, the provincial government has made significant progress. The $4 billion broadband investment has helped increase province- wide connectivity, with over 94 percent of the province now able to access high-speed internet. The City continues to collaborate with Durham OneNet and Bell to advocate for city-wide connectivity. Bell and Rogers have completed most of the fibre installation in urban residential areas and are now working to expand coverage in rural communities. Infrastructure Ontario hosted a broadband workshop encouraging municipalities to partner with Internet Service Providers (ISPs) to accelerate connectivity efforts. City staff remain actively engaged with ISPs to ensure broadband access reaches the majority of urban areas. Staff have successfully rolled out redundant internet connectivity to municipal facilities and other critical sites across the city, with work underway to bring the remaining emergency services sites online. - 21 - 14 Specific Actions Deliverables Status of Progress 2025 Details of Progress Continue to advance economic opportunities for Pickering in terms of business attraction, City positioning and business growth x Continue to promote vacant land and buildings. x Develop a marketing plan. x Produce marketing content to attract new businesses. x Advance Short-term Rentals. The City of Pickering hosted its annual Economic Outlook Event, featuring Ontario’s Minister of Finance, who provided insights into the province’s economic landscape. The event brought together key businesses, developers, and stakeholders, while City staff highlighted major tourism and employment initiatives underway across Pickering. Staff continue to advance investment opportunities, currently finalizing deals representing over 250 acres within the Innovation Corridor. Additionally, work is underway to launch a new website dedicated to economic development and tourism, enhancing access to resources and information for investors and visitors. In September 2025, Council received Report BYL 01-25 for information regarding the licensing and regulation of short-term rentals. Through Resolution #846/25, staff were directed to continuously monitor complaints related to nuisance, noise, parking, zoning, and other issues associated with short-term rental properties. Staff will report back to Council by Q3 2026 with an update on the status of short-term rentals and any recommendations for implementing a licensing by-la w. Strategic Focus: Help business to succeed and add innovation and value Support agriculture, clean energy, and sectors that are key drivers of economic growth and opportunity x Continue to attract and work with existing nuclear and agri-food companies. In 2025, staff from the City of Pickering and Ontario Power Generation (OPG) have been holding regular coordination meetings to discuss the impacts of the Pickering Nuclear Generating Station (PNGS) refurbishment, including traffic-related considerations. City staff are also supporting grant applications through the Canadian Nuclear Hosting Communities initiative to assess the broader impacts of the refurbishment. During the summer, a four-part video series was produced to showcase significant progress across key sectors: healthcare, the nuclear industry, the city centre, and tourism. Each video highlighted unique achievements and growth within these areas over the past year. - 22 - 15 Specific Actions Deliverables Status of Progress 2025 Details of Progress Continue to develop and promote the film production industry as a key business sector x Promote Pickering as a film production destination. The film production industry has continued with great momentum into 2025 as we are on track to issue over 30 permits this year to commercials, TV series, and feature films. The City continues to stand strong as a prime film destination with a wide range of assets for global productions. On June 11, 2025, Pickering staff met with studio executives visiting from Los Angeles on a familiarization tour hosted by Ontario Creates at the Pickering Sunbelt Rentals Film and TV Backlot. Staff presented the numerous assets across the City and discussed the simple permitting process that allows productions to bring their visions to life. The City continues to meet with both Ontario Creates on a bi-weekly basis along with Durham Region's Film Liaisons monthly. Additionally, the City worked collaboratively with Parkwood Estate and Durham Region on a Film Tour for the TV Series 'The Way Home' where visitors toured various film locations across Pickering and Durham Region. Further develop the clean energy sector, in recognition of the history of nuclear power in Pickering and the opportunity x Partner with nuclear companies in Pickering to promote the sector. x Seek opportunities to develop as a Nuclear Host Community. In 2025, City staff have been working collaboratively with Ontario Power Generation (OPG) to support the refurbishment of the Pickering Nuclear Generating Station and to discuss strategies for impact mitigation. The City also celebrated three grand openings within the nuclear sector, reflecting growth and investment in this key industry. Staff participated in four industry conferences to engage with stakeholders and promote nuclear-related opportunities. Additionally, the City took part in Maclean’s national nuclear campaign, helping to spotlight the scale and significance of the refurbishment project. Support businesses (in particular, those owned by equity deserving groups) and those of all sizes, including home-based businesses x Work with various business associations across Durham to ensure proper promotion and resources are available. x Engage local businesses in supporting community In 2025, City staff continued to champion the small business community through the Small Business Hub, hosting more than 45 meetings to provide guidance and support. The City also held its first small business event during “Do It In Durham Week”, marking a new milestone in local engagement. During Small Business Week and Month, staff launched the Small Business, Big Impact campaign, spotlighting four long-standing and unique Pickering businesses. This initiative complemented the ongoing social media spotlight series that promotes local entrepreneurs year-round. To further support the business community, staff hosted two roundtable discussions with various businesses and the Mayor to address the impacts of tariffs and explore needed supports. Resources and guidance on navigating tariffs continue to be made available to local businesses. - 23 - 16 Specific Actions Deliverables Status of Progress 2025 Details of Progress events through activations like storefront displays, event-themed scavenger hunts, etc. x Continue to showcase local small businesses from equity-deserving communities at existing City events (e.g., vendor markets –Indigenous-owned & Black-owned businesses). A new community event, Spring Fling, was introduced in April 2025 at Nautical Village to support local businesses during the shoulder season, featuring over 15 vendors. Fall Fling engaged more than 30 vendors over two weekends, while Winter Wonderland welcomed 20 vendors in December 2025. Both Fall Fling and Winter Wonderland were hosted at Millennium Square. Additionally, the City supported local businesses from equity-deserving groups through participation in the following events: x Regional Emancipation Event x National Day for Truth and Reconciliation x Movie Night for the International Day for People of African Descent x The Black Joy Holiday Market showcasing Black-owned businesses (November 14 & 15, 2025) x Toronto Caribbean Carnival Lunch & Learn (November 13, 2025). Encourage and support tourism as an economic driver 9 Complete Community Visitor Plan. 9 Work with local and region-wide businesses and attractions to create Tourism Routes and complementary tourism experiences and amenities. x Seek opportunities to attract a hotel/ convention centre to Pickering. In 2024, Council approved a three-year Community Visitor Plan (Resolution #491/24) to position Pickering as a welcoming, year-round destination. The plan includes 45 action items, with significant progress achieved to date. Key Achievements include: x Destination Pickering launched as a Municipal Services Corporation. Destination Pickering branding has been developed, social media channels were rebranded on November 1, 2025 and a dedicated website launch is planned for 2026. x Municipal Accommodation Tax (MAT) implemented and successfully collected since June 2025 x Tourism Board established and endorsed by Council Major Initiatives include: x Visitor Events: Fall Fling and Winter Wonderland attracted over 6,000 attendees at Millennium Square, promoting local businesses and waterfront assets during off-peak seasons x Seasonal Waterfront Transit Service: Free Route 100 operated weekends and holidays (June–September 2025), serving approximately 2,000 riders x Shared e-Scooter Pilot Program approved by Council to enhance visitor mobility - 24 - 17 Specific Actions Deliverables Status of Progress 2025 Details of Progress Approximately 100,000 visitors attended community festivals and events in 2025. To further promote tourism, staff introduced a Nautical Village postcard to showcase local businesses and enhance waterfront visibility. This initiative earned a marketing award at the Economic Developers Association of Canada’s conference. Encourage the arts as an economic driver, an essential part of the fabric of a complete, world class City x Renew and implement the Cultural Strategic Plan. x Complete a total of two public art installations per year in key destinations (annually –2024-2027). x Complete a Feasibility Study on Post Manor for consideration of an Art Gallery (2024). In June 2025, Patricia Huntsman Culture + Communication was engaged to develop a new Cultural Strategic Plan, scheduled for completion in June 2026. Public Art Installations in 2025 included: 1.Gordon’s Guitar – A tribute to Gordon Lightfoot, commissioned by artist Geordie Lishman and installed in Ernie L. Stroud Park (Steeple Hill Community) in October 2025. 2.On the Path Forward – Commemorating the 25th anniversary of Pickering’s transition from a town to a city, created by artist Taylor De Nobrega and installed in January 2025 on the façade of Chestnut Hill Developments Recreation Complex and the City Hall Clock Tower. 3.Abundance – Celebrating Sigrid Squire, installed in Bicentennial Gardens in May 2025 by artist J.A. Fligel. 4.Anticipation – Honouring Paul White, installed in Fairport Community Park in August 2025 by artist John Vickers. 5.Beachfront Park Panels: Five Indigenous artists each contributed four unique designs, laser-cut onto panels installed along the boardwalk. Each panel includes a description written by the artist, sharing the story and cultural significance behind their work. These pieces invite visitors to reflect on the deep connections between Indigenous communities, the land, and the water, creating a space to walk, ride, and connect with nature, community, and the stories that shape this shoreline. 6.Lest We Forget Remembrance Crosswalks: Two crosswalks were unveiled to honour those who served our country and fought for peace and freedom. Designed by artists Jia Lin and Alex Vongsavath of Paintint Inc., these crosswalks are located at Valley Farm Road and Esplanade South (part of the annual Remembrance Day parade route led by Royal Canadian Legion Branch #606) and adjacent to Royal Canadian Legion Branch #483 in Claremont. The Post Manor Feasibility Study was completed in 2024. Staff provided an update report to Council (Report CS 33-25) in November 2025 which was referred back to staff. - 25 - 18 Specific Actions Deliverables Status of Progress 2025 Details of Progress Ensure City policies support a healthy economy and are consistent with environmental priorities and responsible growth 9 Develop a Community Climate Adaptation Plan. x Develop a new Pickering Official Plan. Council adopted the City's first Community Climate Adaptation Plan in May 2025. Sustainability staff have transitioned into the action implementation phase. On June 23, 2025, Council received the City of Pickering Growth Management Strategy Final Report, and directed staff to implement the growth projections therein, through the Pickering Official Plan Review. Strategic Focus: Leverage existing City assets and attributes Capitalize on existing City assets to support economic growth (e.g. waterfront, cultural heritage, rural and urban areas) 9 Complete Beachfront Revitalization Project, East of Millennium Square. x Advance Beachfront Park Revitalization West of Millennium Square. x Continue to invest in and expand Waterfront events i.e.: Fall Fling, Winter Wonderland etc. x Develop exhibits at the Pickering Museum Village to showcase the City’s rich heritage. Phase 1 of the City’s Beachfront Park Revitalization project has been successfully completed. The boardwalk reopened on June 27, followed by a grand opening event on July 16, 2025. This milestone follows extensive restoration efforts necessitated by severe flooding and storm damage in 2017 and 2019, which resulted in the complete loss of the Waterfront Trail boardwalk. The revitalization work has focused on restoring and enhancing this important community asset. Key improvements delivered in Phase 1 include: x Construction of an elevated walking and cycling path x Installation of scenic viewing platforms overlooking Hydro Marsh x Implementation of shoreline protection measures x Addition of barrier-free beach access ramps x Development of a seasonal gravel parking lot in Alex Robertson Park (accessible via Sandy Beach Road), providing direct access to the Waterfront Trail. The detailed design of the area West of Millennium Square will proceed in 2026 with construction forecasted for 2027. In 2025, other initiatives included hosting the Spring Fling in April to support local businesses and introducing a new parking lot on Sandy Beach Road to increase visitor capacity. To support waterfront access during the summer, the City of Pickering partnered with Durham Region Transit again to offer a complimentary weekend shuttle service. Running on weekends and statutory holidays, the shuttle made it easier for residents and visitors to enjoy the waterfront’s many attractions. - 26 - 19 Specific Actions Deliverables Status of Progress 2025 Details of Progress The Pickering Museum Village (PMV) launched a travelling exhibit, Fashion Follies, showcasing fashion trends over the years at locations such as the Shops at Pickering City Centre, Pickering Public Library, and Chestnut Hill Developments Recreation Complex. PMV continues to receive the Community Museum Operating Grant annually to support operations and, in 2025, secured $20,000 from the Museum Assistance Program grant to assist with relocating its artifact collection from the conservation building to the new Dorsay Community & Heritage Centre (DCHC). Advance the City Centre Precinct, ensuring the space is inclusive, accessible and welcoming for all x Design the City Centre Park, in consultation with community members. x Support the development of City Centre. The City has been planning the revitalization of the City Centre since 2017, shifting from an initial joint development model to a strategy focused on City-owned lands and previously completed work. Phase One, the City Centre Park, was confirmed as a capital priority in January 2024, with $1.5 million allocated for design and $13.5 million forecasted for construction through 2033. In November 2024, land was officially transferred to the City. The City is collaborating with MacLennan Jaunkalns Miller Architects Ltd. on the design of an urban park. Public engagement on park amenities commenced in 2025. With Council's approval on September 29, 2025, of both the Development Charges Deferral and Phased Site Plan Approval, CentreCourt has commenced with underground service relocations as well as development of its first two residential buildings. Leverage the City’s geographic location with respect to the economy and quality of life x Promote Pickering’s location through marketing material and networking events. In 2025, the City hosted the Pickering Economic Outlook Event, bringing together over 180 stakeholders, including developers, businesses, and realtors. Additionally, the launch of Destination Pickering featured a new tourism video highlighting key areas and businesses across the City. - 27 - 20 Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Provide meaningful, high quality employment and opportunities for all Encourage the growth of the City’s diverse employment base x Attract diverse industries to Pickering. x Work with new and existing businesses to understand their employment needs. In 2025, City representatives attended 41 industry conferences and community events to promote Pickering as a vibrant, welcoming, and opportunity-rich community. To further strengthen relationships with local employers, staff conducted 52 site visits across Pickering, gaining valuable insights into business challenges and identifying opportunities for growth and collaboration. Identify opportunities to attract and retain high quality employment opportunities in Pickering, including employment opportunities for youth x Attract high- employment yield businesses to Pickering. x Promote the City to international and national industry leaders. In 2025, the City handled over 90 business leads, prioritizing those with strong employment potential while continuing to support all interested businesses. City staff worked closely with local companies to address key priorities, including access to skilled trades, public transit challenges, and available grant opportunities. Provide access to meaningful leadership employment opportunities to reflect Pickering’s diverse community x Facilitate succession planning and leadership development initiatives. x Implement HRIS- Success Factors (SF) Recruitment / Onboarding module. As part of the Leadership Development Plan, HR established a Leaders' Forum initiative in 2025. The Leaders' Forum brings together approximately 60 Managers and Supervisors for peer-to- peer learning and development. It aims to leverage experiences of common issues, ensure consistency in practices, breakdown silos and enhance collaboration. Additionally, the Leaders' Forum provides several opportunities to learn from and discuss Equity, Diversity and Inclusion (EDI) issues to support managers as they serve Pickering's diverse community. Two Leaders' Forums were held, one in the summer and another in the fall of 2025. Leadership Certificate Program in partnership with OntarioTech University: Open to all leaders at the City, this initiative is one of the core pillars of the City's Leadership Development Plan. Participants earn a leadership certificate by completing a total of 5 courses offered through all- day on-site workshops facilitated through OntarioTech University Continuous Learning department. Rolled out in the fall of 2025, the program will be scheduled over a two-year period (2025/2026), after which time it will be refreshed according to leadership development needs at - 28 - 21 Specific Actions Deliverables Status of Progress 2025 Details of Progress the City to continue building leadership capacity to support employees and the Pickering community. These two leadership development initiatives represent visible increases in the number of leadership development opportunities with intentional content on EDI to support leader inclusivity as they support diverse staff and the diverse community. Succession planning exercise has commenced, and identified opportunities will be formalized in 2026. Implementation of the SuccessFactors Recruitment Module is underway (2025–2026). Senior leaders, including Directors and Division Heads, completed certification through the Mental Health Commission of Canada. The Mental Wellness Committee hosted numerous initiatives to support staff in an effort to collectively reduce the stigma associated with mental health issues and illnesses. Events aligned with Mental Health Week, Mental Illness Awareness Week, International Suicide Prevention Day, International Self-Care Day and the informal Blue Monday. Activities included Workshops focused on Resilience, Understanding and Managing Trauma, Healthy Relationships in the Workplace, Understanding Anxiety, Sustainable Self-Care, and Coping with Children and Stress. The Committee also facilitated employee Conversation Circles with the goal of creating an honest, open, judgment-free, confidential environment to explore strategies to manage stress, build resilience, and prioritize mental well-being. Other activities included trivia games, stationary-bike smoothies, visits from Therapeutic Paws, participation in the Terry Fox Run, and a beach volley- ball tournament. - 29 - 22 Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Promote and support youth employment Work with youth and partners to develop a central City-wide repository of employment opportunities for youth x Develop a curated inventory of youth employment resources across the city of Pickering. x Promote youth employment resources to the youth. The City enhanced its Employment Opportunities webpage in 2024 to better highlight youth employment and volunteer opportunities. This centralized platform, developed in collaboration with Community Services, also features resources shared during new employee orientations. Additionally, the recruitment page now includes more local agencies that specialize in helping youth access employment opportunities across Durham Region. The City also participated in the Abilities Centre Pathways 2 Employment initiative, providing work placements for youth with disabilities. Two individuals were hosted in City Development and Customer Care. The City plans to participate again in 2026 and is currently canvassing departments for placement opportunities. Collaborate on programs to ensure labour-force readiness x Promote provincial and post-secondary training programs to local businesses. The City is partnering with the Region of Durham on two workforce development projects and continues to work with post-secondary institutions to connect businesses with talent and create placement opportunities. - 30 - 23 Priority 2: Advocate for an Inclusive, Welcoming, Safe & Healthy Community Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Promote community safety Enhance community safety through direct service and program delivery 9 Complete and begin implementing the City’s first community risk assessment and Fire Master Plan. 9 Implement Next Gen 911 system. In January 2025, Council approved the City of Pickering’s first-ever Community Risk Assessment and Fire Master Plan, establishing a strategic framework to enhance fire protection services over the next 7 to 10 years. The Fire Master Plan includes 30 recommendations focused on staffing, station locations, and community risk mitigation, all aligned with provincial regulations and best practices. Council also endorsed a phased implementation approach for prioritized recommendations to address both current and future emergency response needs. Implementation is already underway, with staff initiating actions such as adopting an Emergency & Regulatory (E&R) By-law. Although the deliverable defined as “complete and begin implementing the City’s first community risk assessment and Fire Master Plan” is complete, the work of implementing the plan is still ongoing and staff will continue to advance community safety through direct service and program delivery. In recent years, several regulatory and legislative changes have impacted 911 dispatching, introducing financial and operational challenges for dispatch centres. A key development is the transition from the legacy 911 system to Next Generation 911 (NG-911), which Pickering has transitioned to, and offers significant enhancements including GPS pinpointing, real-time location tracking, and a soft-phone system. Advance the City’s first Community Safety & Well-Being Plan x Conduct research to understand where social isolation is highest in Pickering and create solutions to support underserved residents. x Continuously provide training on Intimate Partner Violence and Information Sessions In 2024, the City’s first Community Safety & Well-Being Plan was approved by Council (Resolution #491/24). This plan involves enhancing community safety through direct service and program delivery while continuing to assist the Region of Durham in implementing its Community Safety & Well-Being Plan. To support this Plan, City staff have undertaken several key initiatives: x Youth CSWB Mental Health community workshop through Jack Talks (Summer 2025). x Community Safety and Well-Being Intimate Partner Violence Meeting for Community and City Staff (Fall 2025). - 31 - 24 Specific Actions Deliverables Status of Progress 2025 Details of Progress for the Community and City Staff. x Establish a youth- specific strategy to help educate youth about Community Safety & Well-Being (CSWB) and create opportunities for youth to contribute to solutions. Continue to support the Region of Durham in its efforts to lead the implementation of the Region’s Community Safety & Well-Being Plan x Pickering participation on the Area Municipal Working Group to ensure collaborative implementation of the Community Safety and Well-Being Plan. x Work with Community Partners/DARS to provide access to various support services for underserved residents i.e.: Overnight Shelter, Lunch Programs, Clothing Supports programs etc. x Partner with Regional providers to provide CSWB training to the community focused on the Regions 7 key priorities. City staff continue to support the Region of Durham’s implementation of the Community Safety & Well-Being (CSWB) Plan. One key example is their active participation in the Regional Encampment Initiative, a collaborative effort led by Durham Region and supported by local municipalities. This initiative addresses the complex challenges faced by individuals experiencing homelessness and aims to improve the effectiveness of related services and support systems. To increase system capacity for Winter 2024–2025, the City supported DARS in coordinating Winter Warming Centres for unsheltered residents, expanding capacity by adding 50 additional cots. In addition, Pickering’s CSWB Advisor plays a vital role in regional collaboration. They are a member of both the Durham Elder Abuse Network (DEAN) and the Violence Prevention Coordinating Council of Durham Region (VPCC). Through these partnerships, the Advisor helped deliver a range of impactful trainings, including: x Human Trafficking Awareness x Youth Mental Health Training (Jack Talks) x Dementia-Friendly Communities Training x Professional De-Escalation Training x Egale 2SLGBTQIA+ Inclusion Training The CSWB Advisor also contributed significantly to the recent revamp of the Region’s CSWB Plan, ensuring it reflects current needs and priorities. - 32 - 25 Specific Actions Deliverables Status of Progress 2025 Details of Progress Prioritize safety in the design of municipal infrastructure 9 Carry out a lighting study. x Integrate safety, security and well-being into the design and enhancement of municipal infrastructure. A lighting study was completed for eight municipal facilities, including Esplanade Park, Civic Complex, Library and Parking Lot, Chestnut Hill Developments Recreation Complex, George Ashe Library & Community Centre, East Shore Community Centre, West Shore Community Centre, Don Beer Arena, and Dr. Nelson F. Tomlinson Community Centre. Funding has been allocated in the 2026 budget to address critical upgrades, with additional work planned for 2027 to implement remaining recommendations. City staff continued to implement measures to enhance community safety. In 2025, key initiatives included: 1. Designating Community Safety Zones near schools; 2. Implementing All-Way Stop control at intersections to improve pedestrian and traffic safety; 3. Adding a school crossing guard station in the Seaton area for student safety; 4. Rotating speed display boards in response to public concerns; 5. Installing No Parking and speed limit signs on various roads; 6. Adding speed humps on Old Brock Rd.; 7. Adding flexible bollards to several roads, including Old Brock Rd.and Twyn Rivers Drive; 8. Three Pedestrian crossovers (PXOs) are currently under design with the Region of Durham; and 9. Durham Region is designing and installing accessible pedestrian signals at select intersections. An RFP process was also initiated to hire a consultant for a comprehensive neighbourhood traffic calming strategy. Road designs continue to meet Minimum Maintenance Standards (MMS) to ensure the safety of pedestrians and motorists, while future Bus Rapid Transit (BRT) plans will incorporate pedestrian and cycling tracks to support active transportation. Collaborate with Durham Regional Police Service to promote safer communities x Further develop operational and educational relationships through multi agency exercises and dialog. x Attend monthly Road Watch meetings to advance Traffic safety in the community. Fire Services continues to play an active role in community engagement, representing Fire Pickering at local events and strengthening relationships with residents. Fire Prevention staff regularly participate in events hosted by the Durham Regional Police Service (DRPS) to build community connections and share fire safety knowledge. A notable example was Community Safety Day held in September 2025 at the Chestnut Hill Developments Recreation Complex, organized in partnership with DRPS to promote public safety and awareness. Additionally, staff from Engineering Services’ Traffic Section attend DRPS’ monthly Road Watch program meetings to support and advance traffic safety initiatives across the community. - 33 - 26 Specific Actions Deliverables Status of Progress 2025 Details of Progress Promote and support the City’s emergency preparedness efforts, including the core services of Pickering Fire Services x For Emergency preparedness: Deliver EP messaging through social media in concert with the Region of Durham. x Fore Core Services: Continue to deliver public education in fire safety, enforcement, and emergency response to reduce overall community risk. Pickering Fire Services remains committed to serving the community through active engagement and public education. In 2025, Fire Services participated in several key events, including the Farmer’s Market, Canada Day celebrations, and Ribfest, helping to raise awareness and build stronger community connections. The Fire Chief also demonstrated leadership in emergency preparedness by leading a Regional Emergency Management exercise. As part of its annual fire education efforts, Fire Services launched the FireSafe Pickering campaign to promote fire safety and awareness across the community. Additionally, local fire departments revived the “Spring into Summer Safety” campaign, offering seasonal fire safety tips to help protect residents during the warmer months. Following fire incidents, and with the property owner's permission, Fire Services places a lawn sign stating, “Smoke Alarm Saved Lives Here.” This serves as a positive and visible reminder of the importance of working smoke alarms. The Fire Chief also reviewed recent changes to Bill 25 and highlighted its potential impact on the community. Strategic Focus: Improve Quality of Life Advocate for and work with partners to increase access to health care facilities and medical practitioners x Work with and support partners (Lakeridge Health, Province, Post- Secondary Institutions) in bringing more healthcare facilities for Pickering. In October 2025, the Region of Durham and Durham Paramedic Services (RDPS) officially opened the new Seaton Paramedic Response Station and Training Facility in Pickering to enhance emergency service access for north Ajax and Pickering. The facility houses RDPS’ Quality and Development team, responsible for training, quality assurance, innovation, and staff mentorship. This station is one of three recommended in RDPS’ 10-year Master Plan (2021– 2031) developed by Operational Research in Health Limited (ORH) to address growing demand and improve response times. Identified through advanced location optimization modeling, the site will improve coverage in a rapidly developing area, helping maintain or exceed 2016 service levels despite a projected 63% increase in high-priority calls by 2031. RDPS, one of Ontario’s largest paramedic services, operates 12 stations with over 500 paramedics and responds to more than 134,000 calls annually across Durham Region. Additionally, the City is now a founding member of the Durham Physician Recruitment Program and is working with Lakeridge Health to identify a site for a new Rehabilitation Centre, as well as pursuing two key leads to establish additional family physician offices in Pickering. Through Resolution #588/24, Lakeridge Health secured a license agreement to use space in the Chestnut Hill Developments Recreation Complex for a free Chronic Obstructive Pulmonary Disease - 34 - 27 Specific Actions Deliverables Status of Progress 2025 Details of Progress (COPD) Community Exercise Clinic, offering weekly sessions to support community health. Council has approved the renewal of this agreement for 2026. Support community members with diverse needs, including those who are experiencing poverty and homelessness 9 Establish a Homelessness Subcommittee, including Committee Mandate. x Develop a procedure to support our vulnerable community to include wellness services for homeless and the process for safe removal of encampments. x Investigate homelessness, substance use, mental health, criminal involvement, social isolation, and victimization (including racialized communities), services provided by existing organizations for our vulnerable population. To better support community members with diverse needs, including those experiencing poverty and homelessness, the Homelessness Subcommittee was established following Council’s approval of its mandate in April 2024. The subcommittee is focused on enhancing support for individuals facing homelessness and related challenges. Throughout 2025, the Homelessness Subcommittee led several key initiatives, including World Homeless Day, Coldest Night of the Year, and a screening of the film Us & Them to raise awareness and foster dialogue. In October, Council endorsed the DARS Shower Program for implementation in 2026, further expanding services for unsheltered residents. To increase system capacity for Winter 2024–2025, the City coordinated Winter Warming Centres for unsheltered residents, adding 50 additional cots to expand available space and better meet community needs. The Encampments Standard Operating Procedure (SOP) is in the process of being finalized. - 35 - 28 Specific Actions Deliverables Status of Progress 2025 Details of Progress Support the Region of Durham in its efforts to address homelessness through the Region’s implementation of the Affordable & Seniors Housing Strategy x Advocate to the Region of Durham for solutions to address homelessness in Pickering through the Community Safety & Well-Being Homelessness Subcommittee. The Community Safety & Well-Being (CSWB) Advisor represents the City on the Municipal Homelessness and Local Area Municipality Committee, serving as a key informant for regional research initiatives that support efforts by lower-tier municipalities. City staff also actively participate in the Regional Encampment Initiative, a collaborative effort led by Durham Region and supported by local municipalities. This initiative addresses the complex challenges faced by individuals experiencing homelessness and works to improve the effectiveness of related services and support systems. Responsibly advocate for funding from upper levels of government and other partners to support the needs of community members x Secure funding and advocate for community needs at provincial and federal levels. Efforts to advocate for funding to support community needs in Pickering have been proactive and multifaceted. Through Resolution #747/25 staff sent a letter to the Premier of Ontario, Minister of Finance, Minister of Children, Community and Social Services, and the Minister for Seniors and Accessibility, to strongly urge that the Ontario Provincial Government significantly raise the payments of Ontario Works and Ontario Disability Support Program and the increases be reflected in the upcoming Provincial Budget and that the increased amount aligns with inflationary costs and thereby decrease the pressure on food banks and the reliance on municipalities and taxpayers to supplement the gap in financial need. The Mayor has also regularly met with key elected officials, including the local MP, MPP, and Ministers at both Provincial and Federal levels, through scheduled meetings and at conferences such as AMO, to advocate on behalf of the City’s needs. Additionally, in 2025, the Mayor sent four letters to upper levels of government seeking funding for a variety of services and projects across Pickering. Beyond this, the Mayor has written over five letters of support for local organizations, businesses, and community groups, helping to strengthen their applications for funding from provincial and federal governments. Furthermore, City staff have submitted applications for over 30 grants, receiving up to $1.6 million in funding. - 36 - 29 Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Provide equitable access to municipal services and programs Implement the City’s Accessibility Plan that focuses on upgrades, renovations, retrofits and programs/services that break down physical and social barriers to participation 9 Identify and complete accessible playground projects. 9 Develop accessibility standards that will guide the inclusion of accessible design in City infrastructure projects and recommend inclusion of accessible design with developers. x Implement the City’s Accessibility Plan and renew the plan. x Through the site plan approval process, for both new building and renovations to existing building, ensure accessibility of the access/egress to a site as well as the location of the accessible parking space(s), signage, lighting. The City has updated nine of its parks with universally designed playground features in an effort to support inclusive spaces for community members to gather. In addition to these retrofits, four playgrounds have been reconstructed with accessibility features, including rubber safety surfacing, accessible walkways, site furniture, safety railings and/or fencing, and play equipment that is compliant with the Accessibility for Ontarians with Disabilities Act (AODA). Developer site plans are regularly reviewed by the Accessibility Advisory Committee (AAC) to provide guidance on accessible design. To support this process, the AAC has developed an Accessible Design Checklist to help inform and improve developer project plans. In 2025, the City launched a community-wide survey and outreach initiative to gather input for the next iteration of the Multi-Year Accessibility Plan, which is scheduled for finalization and distribution in 2026. Renovations to Council Chambers began in summer 2025 and are expected to conclude by spring 2026. These upgrades include improved accessibility features, modernized audio-visual technology, enhanced lighting, and privacy and security improvements. Council has approved the submission of the City of Pickering’s 2025 Accessibility for Ontarians with Disabilities Act (AODA) Compliance Report to the Ministry for Seniors and Accessibility, confirming full compliance with AODA and the Integrated Accessibility Standards Regulation. City staff continue to work closely with the AAC to encourage developers/home builders to incorporate standard accessible features in new developments and provide accessible options for prospective purchasers. - 37 - 30 Specific Actions Deliverables Status of Progress 2025 Details of Progress Provide resources to implement City’s Equity, Diversity and Inclusion Strategy x Identify optimal structure and resources for Equity, Diversity & Inclusion portfolio including additional human resources and budget streams. x Develop learning resources/trainings for Council, leadership, and staff. x Create Equity, Diversity & Inclusion Handbook for all staff. x Conduct equity audit of policies and practices to identify systemic and institutional barriers. Human Resources and the Senior Advisor, Equity, Diversity & Inclusion oversaw the creation of the City’s first Equity Diversity, and Inclusion (EDI) Strategy which was subsequently approved by Council in May 2024. To advance the implementation of the City’s EDI Strategy, several key investments and initiatives were undertaken in 2025: x Hidden Disabilities Sunflower Program: Funds allocated in the 2025 Budget to support the Hidden Disabilities Sunflower Program, promoting greater accessibility and inclusion for individuals with non-visible disabilities. x PABRT Strategy Development: Funds allocated in the 2025 Budget funding consulting services to support the development of a strategy for the Pickering Anti-Black Racism Taskforce (PABRT), with completion targeted for Q4 2025. x EDI Steering Committee (EDISC): The EDI Steering Committee was re-established to provide internal leadership and oversight for the City's EDI efforts. x Staffing Enhancements: The Community Engagement Coordinator position was converted to a full-time permanent role to strengthen outreach and engagement with equity- deserving communities. A new full-time EDI Specialist position was added to the EDI team, increasing capacity to deliver on strategic priorities. x Reconciliation Audit: A City-wide audit of policies and practices through a reconciliation lens is scheduled to begin in Q4 2025, ensuring alignment with Truth and Reconciliation principles and Indigenous inclusion. These actions reflect a strong organizational commitment to embedding equity, diversity, inclusion, and reconciliation into municipal operations, programs, and services. Build and enhance relationships with community members to ensure their perspectives are captured, and diverse needs are reflected and addressed x Develop a public Equity, Diversity & Inclusion website to support and enhance engagement with community. x Engage diverse and underrepresented groups in the development of exhibits, that include a EDI continues to work with Corporate Communications to share equity, diversity, and inclusion initiatives with the public. A monthly list of inclusive observances will be distributed city-wide, both internally and externally, to encourage community engagement and guide programming. Additionally, Community Services has engaged Cambium Indigenous Professional Services (CIPS) Inc. to provide guidance on Indigenous perspectives and support the design of interpretive art for the pathway into the village. Design meetings have begun and will continue into 2026. - 38 - 31 Specific Actions Deliverables Status of Progress 2025 Details of Progress broad range of diverse community histories at the Pickering Museum Village. Work with upper levels of government, the private sector and not-for-profit organizations to increase the availability and supply of safe, stable and attainable housing (including transitional housing, supportive housing, housing to allow seniors to age in place, etc.) x Through the Office of Affordability, the Senior Planner, Housing will undertake advocacy work and identify strategies to address housing needs to the extent possible in the municipal context. The Manager, Policy & Geomatics and (Acting) Senior Planner, Housing attended a housing summit in May 2025 consisting of government and private sector stakeholders. The City of Pickering and the Town of Whitby partnered to develop pre-reviewed building plans for Additional Dwelling Units (ADU) available for purchase from designers to assist owners seeking to construct an ADU. The City’s Annual Housing Monitoring Report highlights progress in implementing the Action Items of the Pickering Housing Strategy & Action Plan. Continue to support the delivery of municipal services, programs and infrastructure to meet the needs of the current and future population (e.g. Seniors & Persons with Disabilities Snow Clearing Program, Customer Care, evolving and accessible 9 Undertake a website refresh. x Deliver the Seniors & Persons with Disabilities Snow Clearing Program annually. x Continue to provide volunteer opportunities for residents to support a variety of City programs, services and initiatives. In January 2025, the City of Pickering unveiled a refreshed website designed to enhance user experience and simplify access to online services for residents, businesses, and visitors. The update features a modern design, improved content, and advanced web technologies to deliver optimal performance, usability, and searchability across all devices. Customer Care successfully registered 401 applicants for the City’s 2024/2025 Seniors & Persons with Disabilities Snow Clearing Program. For the 2025/2026 season, more than 350 applicants have already enrolled, and registration will remain open until capacity is reached. This program plays a vital role in ensuring safe winter access for residents who are unable to clear snow themselves. Volunteer engagement also saw significant growth. Six training sessions were held, onboarding 157 new volunteers. The total volunteer base increased by 46% over last year to 385, with youth being the most active participants. Volunteer job descriptions were updated, and three new opportunities were introduced. Five volunteers were nominated for the 2025 Ontario Service - 39 - 32 Specific Actions Deliverables Status of Progress 2025 Details of Progress recreational programs and park facilities) Awards, including one recognized for 26 years of service. To celebrate National Volunteer Week, the City hosted two events and launched a social media campaign. Identify opportunities to enhance services and programs for those 55+ x Advance the Age Friendly Strategy. The Dr. Nelson F. Tomlinson Community Centre has been designated as the City’s third Seniors Active Living Centre and received provincial funding to expand recreation opportunities for older adults in the Claremont community. Community Services continues to incorporate recommendations from the Durham Region Age-Friendly Strategy when developing social and recreational programs and services. Work with youth to enhance services and programs, including gathering spaces and places in the City that are accessible, inclusive, safe and welcoming 9 Refresh of the Youth Work Plan. The Youth Work Plan (formerly Strategy) has been updated in partnership with Pickering high school students and will be completed in early 2026 with new goals and partnerships for the 2026–2030 term. The plan introduces broad changes to youth programming and spaces, along with new events and initiatives designed to foster inclusivity and create networking opportunities for youth in the City of Pickering. Strategic Focus: Celebrate community diversity Promote Pickering’s unique culture and built heritage 9 Restore the Log Barn & Log House at the Pickering Museum Village. 9 Restore the Redman House at the Pickering Museum Village in 2025. x Complete construction of the Dorsay Community & Heritage Centre. The City of Pickering is making a major investment in arts, heritage, and culture through the Dorsay Community & Heritage Centre (DCHC). Scheduled to open in Spring 2026, DCHC will be a multipurpose community hub serving in part as the new Visitor’s Centre for Pickering Museum Village, preserving local history and providing secure storage for artifacts. Replacing the aging Greenwood Community Centre, which will be decommissioned in 2026, DCHC will also feature Pickering’s first public exhibit and art gallery, showcasing travelling exhibitions and local artwork. It will also offer a wide range of cooking, fitness, recreation, and cultural programs, and include a new branch of the Pickering Public Library. In 2025, the City engaged an Indigenous consultant to advise on museum programming and create interpretive art along the PMV pathway to the Village. The University of Toronto has partnered with the City to support exhibit development for Miller Cole as part of its capstone - 40 - 33 Specific Actions Deliverables Status of Progress 2025 Details of Progress x Enhance the museum’s existing collection of 11,000 artifacts by collecting items that support telling stories of under- represented groups, including Black, Indigenous and People of Colour. x Display arts, culture, and heritage with changing exhibits at the Dorsay Community & Heritage Centre gallery. x Restore the Miller Cole House. project. The proposed exhibit schedule for DCHC has been endorsed by the Cultural Arts Advisory Committee, and heritage programming will be introduced in the DCHC once it opens. In 2025 the City restored the Redman House Program Centre at the Pickering Museum Village. Upgrades included roof replacement, porch reconstruction, ramp replacement, structural repairs and fresh painting to improve energy efficiency and preserve the heritage building. This project was funded in part by the Government of Canada with a contribution of $516,560 from the Green and Inclusive Community Building Fund. In 2025 the City completed the design for restoration of the Miller Cole House and the Brougham Temperance Hotel at the Pickering Museum Village. Implement the City’s Public Art Plan x Lead the implementation of the Public Art Plan. x Lead community consultation in the development of a 10- year public art plan, as part of the Cultural Strategic Plan refresh planned. x Commission new permanent public art at the Dorsay Community & Heritage Centre, Pickering’s Waterfront, Esplanade Park, Ernie Consultants were hired in the summer to develop a Public Art Plan, followed by extensive community engagement in November that included a city-wide survey, focus group discussions, and stakeholder meetings. Public art installations completed in 2025 include: 1. Gordon’s Guitar – A tribute to Gordon Lightfoot, commissioned by artist Geordie Lishman and installed in Ernie L. Stroud Park (Steeple Hill Community) in October 2025. 2. On the Path Forward – Commemorating the 25th anniversary of Pickering’s transition from a town to a city, created by artist Taylor De Nobrega and installed in January 2025 on the façade of Chestnut Hill Developments Recreation Complex and the City Hall Clock Tower. 3. Abundance – Celebrating Sigrid Squire, installed in Bicentennial Gardens in May 2025 by artist J.A. Fligel. 4. Anticipation – Honouring Paul White, installed in Fairport Community Park in August 2025 by artist John Vickers. 5. Beachfront Park Panels: Five Indigenous artists each contributed four unique designs, laser-cut onto panels installed along the boardwalk. Each panel includes a description written by the artist, sharing the story and cultural significance behind their work. These pieces invite visitors to reflect on the deep connections between Indigenous communities, - 41 - 34 Specific Actions Deliverables Status of Progress 2025 Details of Progress L. Stroud Park, Highway 2 & Whites Road. x Continue to engage local and diverse artists in showcasing temporary art in various locations in Pickering. the land, and the water, creating a space to walk, ride, and connect with nature, community, and the stories that shape this shoreline. 6. Lest We Forget Remembrance Crosswalks: Two crosswalks were unveiled to honour those who served our country and fought for peace and freedom. Designed by artists Jia Lin and Alex Vongsavath of Paintint Inc., these crosswalks are located at Valley Farm Road and Esplanade South (part of the annual Remembrance Day parade route led by Royal Canadian Legion Branch #606) and adjacent to Royal Canadian Legion Branch #483 in Claremont. Celebrate Pickering’s multi-cultural fabric by supporting and hosting community events and festivals that celebrate diversity x Lead community events and festivals in collaboration with community groups, event organizations and local partners. x Continue to partner in public recognition of occasions of significance with municipalities (e.g., Black History Month, International Women’s Day, Pride Month, Orange Shirt Day, etc.). x Expand community festivals and events to Seaton Communities, including at Rick Johnson Memorial Park. The City of Pickering has demonstrated its commitment to embracing its diverse community by supporting, organizing, and participating in events and festivals that celebrate cultural diversity. These initiatives include: x Canada Day – Community Outreach and Accessibility promotion through the tranquility tent x World Homeless Day Event with Durham Region x Human Trafficking Awareness Day session x Intimate Partner Violence Awareness Month Community Meeting x Orange Shirt Day Youth Activation and Community Gathering in collaboration with the Town of Ajax x Emancipation Day with Durham Region x Youth Pride with Durham Region x Durham Region Pride Parade Pickering’s Cultural Fusion Festival celebrates the city’s diversity through local performances, food vendors, and artisans, attracting more than 3,500 attendees each September. Planning begins in early summer with community input on talent selection, food vendors, and participating artists. The Cultural Fusion Festival was named one of Ontario’s Top 100 Festivals & Events for 2025, celebrating its role in uniting over 40 local organizations and showcasing the City’s cultural diversity. For the second year, Summer Concerts were held at Rick Johnson Memorial Park, featuring a variety of performing artists. This series draws an average of 150 to 200 visitors weekly throughout the summer months. Pickering was awarded the 2025 Municipality of the Year by Festivals & Events Ontario, recognizing its strong support for cultural events and community engagement. The City won in the 50,000 - 150,000 category. - 42 - 35 Priority 3: Advance Innovation & Responsible Planning to Support a Connected Well-Serviced Community Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Promote and support responsible planning and sustainable growth Complete the Comprehensive Zoning By-law Review 9 Council adoption of new consolidated Zoning By-law. The final draft of the Comprehensive Zoning By-law Review was reviewed by Council on December 16th, 2024 and the By-law was adopted on that date. Frequently Asked Questions (FAQs) were developed by reviewing questions received from the public since Council’s adoption of Zoning By-law 8149/24 and placed on the City’s Zoning webpage. Questions and comments are monitored, and the FAQs updated as new issues are raised. On December 15th, 2025, Council approved Part 1 of a City initiated Zoning By-law Amendment application, which is intended to correct errors and omissions and add text clarifying zone provisions to aid in the interpretation of Zoning By-law 8149/24. Part 2 is anticipated to be brought to Council for consideration in the spring of 2026. Looking ahead to 2026, staff will be investigating software that will enable the text of the by-law and the schedules to be linked. Continue to advance the Integrated Sustainable Design Standards (ISDS) that are currently in place to ensure new development considers and incorporates sustainability in its design x Provide pre- consultation and application comments on incorporating ISDS in development proposals. x As appropriate apply conditions of approval/ clauses in development agreements requiring implementation of the ISDS. x Implement Low Impact Development features such as The City recently earned national recognition from the Sustainable Housing Foundation for its forward-thinking approach to ISDS and its strong commitment to collaborating with the building community. Although Bill 17 and the newly announced Bill 60 present challenges to Pickering’s ability to enforce certain performance measures within ISDS, staff continue to work closely with developers to promote sustainable design and construction practices. For example, various developments are achieving Net Zero Design Ready, bird-friendly design, dark sky compliance, green roofs to mitigate urban heat island impact, solar and EV ready, AODA play areas and building entrances, community safety by using CPTED principles, increased topsoil depth to support large canopy trees, and the integration of private gardens to grow food. ISDS was used as a base for creating sustainability related principles for the Northeast Pickering Secondary Plan. - 43 - 36 Specific Actions Deliverables Status of Progress 2025 Details of Progress bioswales/infiltration galleries/soakaway pits/tree pits for quality control of stormwater. To support groundwater recharge, efforts are underway to ensure developers meet infiltration requirements. Four new subdivisions will incorporate specific low impact development measures as part of this initiative. Plan and design an increasingly sustainable City by ensuring there is green infrastructure to support population and economic growth for future generations x Develop new park designs/trails (both neighbourhood connecting and recreational). x Plant trees, annually. x Incorporate Net-Zero Carbon standard into new buildings. Park and trailhead design is ongoing for all new Seaton developments that are in their planning and approval process, while funding for the planning, design, and approval of two neighbourhood trail connections has been allocated in the 2026 Capital Budget, with construction funding reflected in the Capital Forecast. Stormwater management continues to be a priority: the newly assumed Geranium subdivision on Bralorne Trail incorporates three enhanced grass swales to treat roadway runoff, and the Kindwin subdivision near the Pickering Islamic Centre features an infiltration trench to promote groundwater recharge. All new infill developments are required to manage roof runoff on-site using soakaway pits or infiltration trenches. Tree planting remains integral to urban greening, with annual programs adding trees to green spaces and boulevards, and new developments mandated to plant at least one street tree per lot, with additional requirements for larger subdivisions. Significant progress has been made on community projects, including the completion of Heartwood Green, Scarlett Green, and Hawkridge Green in 2025, and ongoing construction of the Dorsay Community & Heritage Centre, the City’s first net-zero carbon designed building, scheduled to open in 2026. Identify opportunities to enhance recreational infrastructure and programs to meet the needs of Pickering’s increasingly diverse and growing population x Expand recreation and culture programming to parks. x Continue to increase participation in aquatics, sport, fitness, arts, ice sports, museum, recreation and culture programs. x Introduce recreation and culture The City advanced several key recreation and park initiatives in 2025. Detailed design for the Seaton Recreation Complex & Library commenced and a preliminary operating plan and budget has been completed. Registration for Culture and Recreation programs at the DCHC opened on October 1, 2025 through an early bird registration campaign which offered complimentary one-week trial programs beginning in late April 2026, and standard four-to-six-week programs commencing in May. Staff attended two wedding shows in 2025 to promote the facility and facility bookings were taken in 2025 for 2026. - 44 - 37 Specific Actions Deliverables Status of Progress 2025 Details of Progress programming at the Dorsay Community & Heritage Centre, opening in 2026. x Prepare program and operating plans to expand Recreation, sport and cultural programming to the Seaton Recreation Complex & Library, opening in 2030 x Incorporate upgrades and enhancements as part of Parks lifecycle capital replacement projects and asset management. Work on the Greenwood Park Redevelopment Plan continues with public consultation and concept design development, while playground upgrades are underway at seven existing parks, including the next phase of the Claremont Memorial Park Master Plan. A Design-Build contract has been awarded for a new community-sized skateboard park in the city center, with public consultation ongoing and construction scheduled for 2026. Recently completed facilities include six new pickleball courts at Diana, Princess of Wales Park and a multi-use basketball/ball hockey court at Beechlawn Park. In Seaton, park and trailhead design work is progressing for all new developments, and funding for two neighbourhood connecting trails has been included in the 2026 Capital Budget for planning, design, and approval, with construction funding allocated in the Capital Forecast. Strategic Focus: Promote community connectivity and accessibility Recognize the importance of affordable and reliable internet connectivity for social, educational, and political participation and for health care delivery. Identify opportunities to help bridge the digital divide. x Undertake City Wi-Fi enhancements. x Work with and support Pickering Public Library in its efforts to help bridge the digital divide. The IT Division purchased new and upgraded existing systems throughout the City and optimized wireless connectivity around City facilities for better public use and coverage. Through Pickering Public Library, residents have access to technology and learning opportunities that ensure everyone has the tools to succeed in a digital world: x The renovated Maker Space now offers a visible, creative zone for the community to explore and innovate; x Loanable technology is being expanded based on community feedback, giving residents access to tools for learning, creating, and connecting; and x New workshops and programs are helping people of all ages build essential digital skills. - 45 - 38 Specific Actions Deliverables Status of Progress 2025 Details of Progress Make infrastructure decisions and investments to ensure there is adequate infrastructure to support the growth that is coming to Pickering 9 Complete the Highway 7 Access Management Plan study. x Work with partners (Durham Region, Elexicon, Enbridge, etc.) to bring servicing for employment and residential lands. x Implement the Recreation & Parks Ten Year Plan. x Continue to manage the maintenance, upkeep and minor repairs of community facilities to maximize use. x Complete the City Centre Transportation Master Plan Study to understand infrastructure requirements. In 2025, the City of Pickering advanced several key projects to align infrastructure decisions and investments with the community’s growth needs. Significant progress was made in coordinating infrastructure planning for the emerging communities of Seaton and Northeast Pickering, with staff actively engaging developers, utility providers, the Region of Durham, and the Province of Ontario to ensure alignment and collaboration. Major initiatives included completion of the Highway 7 Access Management Plan, transportation improvements such as commencement of Environmental Assessment and preliminary design for the widening of Highway 7, and infrastructure servicing projects, including the expansion of utilities throughout Seaton and the Innovation Corridor. The Northeast Pickering Secondary Plan continued to progress, with Phase 2 of the Scoped Subwatershed Study scheduled for completion in January 2026 and the Final Draft Secondary Plan policies and schedules presented for public comment at the November 2025 Statutory Meeting. In addition, the Recreation and Parks Ten-Year Plan achieved strong results in its first year, with 64 of 84 short-term recommendations initiated, representing 63 percent of short-term actions and 75 percent of the overall plan, and three recommendations fully completed. Construction of the Dorsay Community & Heritage Centre is underway, supported by operational plans to enhance community use, while the Seaton Recreation Complex & Library concept design was approved by Council in September 2025. Public consultation also continues for City Centre Park, which will feature a refrigerated ice rink/trail. Advance the City‘s Integrated Transportation Master Plan to promote a safe, integrated and supportive transportation system 9 Launch Shared E- Scooter Pilot Program. x Design and construct new roads, or reconstruct existing roads to reflect a safe, integrated and supportive transportation system. The City's Integrated Transportation Master Plan, completed in 2021, made 28 recommendations. In support of this plan, the City launched its Shared E-Scooter Pilot Program, selecting BIRD as the official vendor. The program offers residents a sustainable, convenient, and low-carbon way to navigate our growing community. This initiative aligns with the City’s long-term transportation vision by promoting flexible mobility options. Pickering’s transportation strategy emphasizes a multimodal, inclusive, and connected system, and this program is a key step toward making that vision a reality. Additionally, the Transportation & Traffic team has designed and added pavement markings for urban shoulders (for cycling purposes) on the following 3 streets in 2025: - 46 - 39 Specific Actions Deliverables Status of Progress 2025 Details of Progress x Strouds Lane – Rosebank Road to Fairport Road; x Liverpool Road – Finch Avenue to north limit; and x Amberlea Road – Rosebank Road to Strouds Lane. Work with partners to improve public transit options across the City x Advance the High Frequency Rail proposal/ project. x Assist Durham Region Transit with the advancement of Bus Rapid Transit. x Integrate temporary public transit options into event planning and tourism experiences. This includes implementing a bus/trolley service from Esplanade Park to Millennium Square during peak event times. City staff continue to advocate for a Pickering stop on the proposed Alto High Speed Rail in partnership with regional and municipal stakeholders. Staff also participated in Durham Region Transit’s Route Ahead five-year transit planning process to share community concerns and address future development needs. In collaboration with the Region of Durham and the Ministry of Transportation, staff are working to identify high-order transit requirements along Highway 7. The Region is advancing plans for Bus Rapid Transit (BRT), which will enhance public transit options across the area. Additional transit improvements include new routes serving Seaton as the community grows, shuttle bus service from Pickering City Centre to the waterfront, and a formal request submitted to Durham Region Transit for a new bus stop at the Dorsay Community & Heritage Centre. Promote walkability and increase opportunities for active transportation 9 Complete Beachfront Park Revitalization Project, East of Millennium Square. x Advance Beachfront Park Revitalization Project West of Millennium Square. x Approve site plans that incorporate sidewalks, multi-purpose paths, The elevated boardwalk at Beachfront Park, connecting Millennium Square and Alex Robertson Park, opened to the public in June 2025. Featuring separate pathways for pedestrians and cyclists, scenic viewing platforms, accessible beach ramps, shoreline protection enhancements, benches, and waste receptacles, the boardwalk promotes walkability and creates new opportunities for active transportation. The detailed design of the area West of Millennium Square will proceed in 2026 with construction forecasted for 2027. City staff work broadly to approve site plans that incorporate key features such as sidewalks, multi-purpose paths, bus shelters, pedestrian connections, accessible parking, bicycle parking, pedestrian-scale lighting, and wayfinding signage. Subdivision designs and site plan details often include amenities like bike racks at restaurants to encourage active transportation. To further promote sustainable mobility, Region of Durham Transportation staff participated in Pickering’s - 47 - 40 Specific Actions Deliverables Status of Progress 2025 Details of Progress and other features that encourage walkability. Sustainable Home Expo to highlight cycling, while Bird Canada joined the event to share information about e-scooters. Looking ahead, the City plans to add new trails in Seaton to expand connectivity and enhance recreational opportunities. Continue to identify opportunities to enhance community internet and mobile connectivity in collaboration with partners x Explore opportunities to enhance and expand Wi-Fi access. Access Pickering provides 70 permanent wireless access points across the City, connecting more than 7,500 residents each month. In 2025, the IT Division purchased 15 new and upgraded 70 existing systems throughout the City and optimized wireless connectivity around City facilities for better public use and coverage. Several City spaces also offer free Wi-Fi to support programs and services. For example, during the annual Waterfront Parking Program (May 1 to October 1), free Wi-Fi was available at Liverpool Road, Progress Park, and Beachpoint Promenade parking lots to facilitate permit and payment access. In addition, all Pickering Public Library locations offer free Wi-Fi. - 48 - 41 Priority 4: Lead & Advocate for Environmental Stewardship, Innovation & Resiliency Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Demonstrate environmental leadership and innovation Promote, report and advance Environmental, Social and Governance (ESG) framework x Review existing ESG frameworks. Based on findings, share information with Senior Management on the framework option that aligns to municipal government. The City is assessing the suitability of an ESG framework for Pickering. Staff reviewed several established options, including the Global Reporting Initiative; Sustainability Accounting Standards Board; Task Force on Climate-related Financial Disclosures; and International Organization for Standardization (ISO 37125:2024 - (Sustainable Cities and Communities - ESG indicators for cities). This latter framework is specifically designed for cities, with a globally harmonized set of 107 indicators across Environment (E), Social (S), and Governance (G) pillars, providing cities with a third-party verified approach to assess, report on, and improve performance. To support informed decision-making, representatives from the World Council on City Data and the Global City Strategy will present to the City’s Senior Management Team in Q1 2026. Should staff recommend proceeding with the ESG framework, Council approval would be required. Preserve, protect, and enhance Pickering’s natural heritage features including trails, parks and open space, urban forests, watercourses, and Pickering’s waterfront x Ensure new Official Plan, like current Official Plan, continues to identify value of preserving, protecting and enhancing Pickering's natural heritage features including urban forests, watercourses and the waterfront, and makes provision for trails where appropriate, and active and passive parks and open space uses. x Identify locations in need of restoration, and through Engineering Services, Sustainability, and conservation authorities, undertake plantings. Drafting of the new Official Plan began in 2025 and is progressing on a chapter-by-chapter basis. The Natural Heritage chapter is currently awaiting input from GEI Consultants, who have been engaged to provide guidance on natural heritage system definitions, minimum setbacks, and areas of influence related to key features. To advance this specific action, staff have implemented ongoing initiatives such as shrub planting through annual Take Pride in Pickering tree planting and litter cleanup events, the LEAF Backyard Tree Planting Program, and invasive species removal and planting efforts to strengthen the urban tree canopy. Additionally, two more stormwater management pond cleanouts are scheduled to be completed before year-end. The RFP to update the Frenchman’s Bay Watersheds SWMMP was awarded to Aquafor Beech Limited and the work will commence shortly. Pine Creek restoration is planned for this year (design phase), with construction scheduled for 2026. City staff are collaborating with TRCA to install a trailhead signage kiosk at the DCHC entrance to Greenwood Conservation Area, scheduled for Spring 2026. - 49 - 42 Specific Actions Deliverables Status of Progress 2025 Details of Progress x Complete pond cleanouts. x Enhance trails with interpretative signage, public art and placemaking. x Enhance Pickering’s waterfront by developing a Waterfront Tourism Business Plan. Explore good practices in other jurisdictions pertaining to innovative city and community building x Use of lessons learned on planning and development applications x Deliver Sustainable Community-Building workshops x Incorporate leading edge policies in the new Official Plan and the Northeast Pickering Secondary Plan respecting environmental stewardship, innovation, and resiliency aimed at creating innovative city and community building x Integrate best practices from other municipalities into the planning for the Seaton Recreation Complex & Library. To broaden awareness, the previous Sustainable-Community Building seminar approach was redesigned to focus on a variety of audiences and types of property owners. Deliverables included the Sustainable Home Expo, two energy conservation workshops, and a heat pump training opportunity for HVAC contractors, building officials, inspectors, and energy advisors. Staff have also been connecting with places of worship to expand relationships, learn about sustainability interests, and together explore the concept of developing a future multi-faith information sharing workshop. As part of OP Review and the preparation of the Northeast Pickering Secondary Plan policies, staff are examining best practices as it pertains to sustainable development and have integrated changes into the documents The SRCL Project Management Team toured four municipal recreation/library facilities designed by Perkins & Will Architects as part of a best practices review for the Seaton Recreation Complex & Library. The facilities included Cornell Community Centre in Markham, Clippers Arena in Stouffville, Carrville Community Centre in Vaughan, and the Multi-Use Recreation Complex in Georgina. - 50 - 43 Specific Actions Deliverables Status of Progress 2025 Details of Progress Explore opportunities to position Pickering as a clean energy centre 9 Renew Corporate Energy Management Plan (CEMP). x Implement Corporate Energy Plan. x A recommended approach positioning Pickering as a clean energy centre. The City of Pickering continues to actively explore opportunities to position itself as a clean energy centre. In 2024, a consultant was retained to assist staff in developing the 2025 renewal of the Corporate Energy Management Plan (2024-2029). This renewal was reviewed and endorsed on March 25, 2025, and aims to establish Net-Zero Carbon Design as the recommended standard for new buildings. City of Pickering is working with the Region of Durham on a Regionally funded study to explore the feasibility of District Energy in the City Centre Area and Employment Lands in Pickering. The Region’s consultant has produced two draft reports that were reviewed by staff: the District Energy Feasibility Study and a site-specific District Energy Feasibility Study for Durham Live. Strategic Focus: Build environmental and infrastructure resilience through proactive climate change mitigation and adaptation measures Take action and work with partners on climate change mitigation and adaptation measures 9 A Community Climate Adaptation Plan. x Continued application of the ISDS. Council endorsed the City of Pickering Community Adaptation Plan on May 26, 2025. The Plan is a comprehensive, community-informed strategy that outlines how the City can proactively manage and adapt to the growing impacts of a changing climate (Report SUS 02/25; Res. 729/25). It identifies 64 adaptation actions across eight focus areas: Agriculture & Local Food, Nature & Biodiversity, Health, Social Well-Being & Emergency Preparedness, Local Economy, Planning & Policy, Transportation, Building & Energy, and Stormwater Infrastructure. The plan outlines a comprehensive strategy to address the growing impacts of a changing climate, including from severe weather events. Actions aim to enhance community safety and well-being, protect vulnerable populations, and support resilient infrastructure and ecosystems. Application of ISDS: The City earned national recognition from the Sustainable Housing Foundation for its forward-thinking approach with ISDS and commitment to working with the building community. While Bill 17 and the recently announced Bill 60 impacts the City’s ability to enforce specific performance measures within the ISDS, staff continue to work well with the development community to encourage sustainability in their design and construction. - 51 - 44 Specific Actions Deliverables Status of Progress 2025 Details of Progress Identify opportunities to incorporate innovation, sustainability and resilience in the community design as well as municipal infrastructure (e.g. roads) 9 Complete the Pine Creek Erosion Assessment Study. 9 An updated Measuring Sustainability Report. x Continue to report on sustainability efforts annually through Sustainability Year-in- Review. x Design new buildings to Net-Zero Carbon standard. x Advance stormwater and asphalt design for resilience. The successful completion of the Pine Creek Erosion Municipal Class Environmental Assessment Study in 2024 highlights the City's commitment to addressing and mitigating erosion-related risks. By identifying high-priority sites for rehabilitation, the City not only enhances the resilience of its municipal infrastructure but also demonstrates innovation in environmental management practices. The 2026 budget contains funds for the design of the first of the Pine Creek Restoration projects identified in the Environmental Assessment. Construction would be in 2028. Council received for information the 2024 Measuring Sustainability Report for information on September 29, 2025 (Report SUS 5/25, Res. 840/25). The Measuring Sustainability Report tracks Pickering's progress toward becoming a more sustainable, resilient, and livable community. Now in its fourth edition, the report includes 33 indicators organized under five focus areas: Healthy Environment, Healthy Society, Healthy Economy, Responsible Development, and Responsible Consumption. The 2024 report continues to evolve by refining existing indicators and adding new ones, building on the progress and insights of earlier editions. These updates highlight a growing focus on connected, accessible, and engaged communities, economic diversity, sustainable mobility, natural assets, land cover, climate resilience, and sustainable lifestyles. Together, the indicators provide a high-level snapshot of local trends, feature collective efforts by the City and community partners, and identify areas for continued improvement. The RFPs for the Seaton Recreation Complex & Library and Fire Station 5 included Net- Zero design requirements. In addition, the City secured a federal grant to design the Dorsay Community & Heritage Centre as a Net-Zero facility. With Council’s adoption of the Asset Management Plan in 2025, the framework now incorporates specific climate resiliency considerations. These include climate risk assessment and data integration, lifecycle costing and climate-resilient design, as well as service level adjustments and performance monitoring to support informed decision-making. - 52 - 45 Specific Actions Deliverables Status of Progress 2025 Details of Progress Recognize the important role of agriculture and tree canopy in carbon sequestration (carbon budgeting) 9 A modernized Tree Protection By-law. x Promote and explain new Tree Protection By-law to community members. x Advocate for Urban Forest Management Plan in 2027 Budget. In January 2024, the City Council approved a new, modernized Tree Protection By-la w. The updated By-law revises fees and fines and modernizes definitions. It regulates trees in environmentally sensitive areas, including significant woodlands, which are crucial for carbon sequestration. To address tree protection issues more effectively, the City hired a second Coordinator for Forestry Management. The new modernized Tree Protection By-law was promoted at the City’s Booth at the Farmers’ Market. Larger poster boards were on display with staff from Municipal Law Enforcement and City Development. During 2025, the Engineering Services Department commenced a Tree Canopy Cover Assessment and Urban Forest Study. An Urban Forest Management Plan will be requested in the 2027 budget. The 2027 budget forecast includes an Urban Forest Management Plan. Recognize the importance of internet connectivity and digital infrastructure in contributing to climate change mitigation x Complete the workplace modernization initiative to improve service delivery and efficiency. The City, particularly the IT Division, continues to recognize how important internet connectivity and digital infrastructure are to meeting our climate change commitments. The digital practices introduced through the Workplace Modernization initiative are now a regular part of how we work, allowing staff to be flexible while keeping sustainability front and center. Through the expanded use of SharePoint, OneDrive, and our Intranet, we have reduced our reliance on physical office resources and strengthened hybrid work models that help cut emissions from commuting. Our continued investment in secure, cloud-based collaboration tools is making the City more efficient, reducing our environmental footprint, and ensuring that our digital transformation directly supports our climate action strategy. - 53 - 46 Priority 5: Strengthen Existing & Build New Partnerships Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Address community needs through collaboration and partnerships Advocate for funding to address community needs from upper levels of government and partners x Present community needs to government partners annually. x Actively seek funding opportunities available through the public and private sector. x Report on grant funding efforts on an annualized basis. The Mayor has also regularly met with key elected officials, including the local MP, MPP, and Ministers at both Provincial and Federal levels, through scheduled meetings and at conferences such as AMO, to advocate on behalf of the City’s needs. For example, advocacy to provincial and federal governments for funding support related to the acquisition of Frenchman’s Bay is ongoing. Additionally, in 2025, the Mayor sent four letters to upper levels of government seeking funding for a variety of services and projects across Pickering. Beyond this, the Mayor has written over five letters of support for local organizations, businesses, and community groups, helping to strengthen their applications for funding from provincial and federal governments. City staff also successfully submitted over 30 grant applications, securing over $1.6 million in funding to support major projects. Work more closely with members of the business community, and with the Ajax Pickering Board of Trade (APBOT), in particular x Conduct site visits for businesses to develop a relationship with City staff/ Mayor’s office. x Work actively with APBOT (committees, council, events, partnerships) In 2025, collaboration with the business community continued to grow, with efforts focused on fostering strong relationships through the City's Site Visit Program. This initiative, which has facilitated over 13 site visits, has allowed businesses to engage directly with City staff and the Mayor’s Office, strengthening ties and supporting local business development. Demonstrating a strong commitment to the community, the City has maintained a close relationship with the Ajax-Pickering Board of Trade (APBOT). This includes having dedicated meetings and supporting the business association as a Premier Partner Sponsor. The City has further strengthened its connection with the APBOT business community by actively participating over 10 of the Board's events throughout the year (including but not limited to: Mayors' Breakfast Address, New Year’s Levee, Golf Tournament, and the Business Excellence Awards). - 54 - 47 Specific Actions Deliverables Status of Progress 2025 Details of Progress Work more closely with Advisory Committees, including the Anti-Black Racism Taskforce, the Heritage Advisory Committee and the PAC4Teens Activity Council to advance City priorities collaboratively x Lead the Community Safety & Well-Being Committee and Homelessness subcommittee in the implementation of the Community Safety & Well-Being Plan. x Lead the Accessibility Advisory Committee in the implementation of the Accessibility Plan. x Lead the Cultural Advisory Committee in consultation on public art initiatives, community events, the Pickering Museum Village, and the renewal of the Cultural Strategic Plan. x Lead PAC4Teens in developing programs, services and spaces for Pickering’s teens. City Departments continue to work closely with Advisory Committees, Boards, Committees, Taskforces, and groups on corporate projects and priorities: x The Community Safety and Well-Being Advisory Committee (CSWBAC) received presentations from staff on more than 10 City projects and priorities. x The Accessibility Advisory Committee (AAC) received presentations from staff on eight City projects and priorities. x The Cultural Advisory Committee (CAC) met nine times in 2025 staff engaged with the CAC at every meeting to advance cultural and other initiatives. PAC4Teen members are given opportunities to plan their own events and activities, helping them build workplace experience. Members receive training in HIGH FIVE, First Aid, Customer Service, and Accessibility, and can participate or volunteer in programs for ages 13–19. PAC4Teen’s annual food drive collected over 700 lbs. of food donations. - 55 - 48 Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Act as a community connector and community builder through partnerships and collaboration Take the lead to connect sector representatives, community groups, and organizations (i.e., support urban agriculture, connect farming community and development industry, to address issues pertaining to topsoil for example) 9 Undertake an on-line urban farming/agriculture survey to examine the need for more education, programs, funding opportunities, and community garden project site selections. x Connect with businesses through site visit program and stakeholder engagement sessions. To advance the City’s commitment to fostering urban agriculture and strengthening connections among sector representatives, community groups, and organizations, several key actions were undertaken. The City operates two community gardens: the Valley Plentiful Community Garden (VPCG) in Diana Princess of Wales Park and the George Ashe Library & Community Centre’s “55+ Plot to Plate” program. Both gardens feature donation plots that support local food banks, promoting community engagement and shared responsibility. The Pickering Public Library’s Seed Library continues to provide free access to seeds for growing ornamental and edible plants, while the City’s award-winning Farmers’ Market connects residents with local farmers, bakers, artisans, and small businesses. Enhancements to VPCG included three new raised beds, accessible parking, bike racks, and landscaping improvements. To educate residents about food growing, three well-attended workshops were hosted during Pickering’s Earth Month, in partnership with We Grow Food and Durham Master Gardeners, who also participated in the Sustainable Home Expo. Urban agriculture opportunities remain a priority in the development review process, with one site under construction in Seaton (Taccgate Developments Inc.) and another nearing final approval in Duffin Heights (Lebovic). Considerations for urban agriculture have also been incorporated into the draft Northeast Pickering Secondary Plan policies. In addition, City representatives engaged with a wide range of advocacy groups and organizations, including OCNI, CANHC, AFCI, TIAO, CFIB, APBOT, DRABE, DEEF, Employment Ontario Partners, post-secondary institutions, and Ontario Creates, to explore business development opportunities and strengthen community partnerships. Partner with youth to identify additional opportunities for partnership with the City and community leaders x Lead PAC4Teens in developing programs, services and spaces for Pickering’s teens. x Expand the number and type of volunteer activities available to youth. The City has successfully partnered with youth to identify and create new opportunities for collaboration with both the City and community leaders. Through PAC4Teens, members are empowered to plan their own events and activities, helping them build valuable workplace experience. Members will receive training in HIGH FIVE, First Aid, Customer Service, and Accessibility, and are encouraged to volunteer or take part in City programs for ages 13 to 19. Demonstrating their commitment to community service, PAC4Teens organized an annual food drive that collected over 700 pounds of food donations. - 56 - 49 Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Accelerate Pickering’s economy through partnerships and collaboration Collaborate with others to attract and retain the talent that Pickering’s economy and business require now and into the future x Work with key stakeholders such as Durham Region, post- secondary institutions and Employment Ontario agencies in Pickering. x Review the City’s recruitment and retention processes and create enhanced strategies and practices to attract skilled talent. x Foster relationships with educational institutions for co- operative education opportunities and internships. x Engage with students, recent graduates, and newcomers to Canada about employment opportunities in municipal government through employment fairs. In 2025, the City of Pickering worked closely with Durham Region, key stakeholders, and the community to attract and retain the talent essential for future growth. The City collaborated with the Region on two workforce development planning studies and continued efforts to secure a post-secondary campus in Pickering. Staff actively engaged with the innovation ecosystem through the Durham Entrepreneur Ecosystem Forum (DEEF). Internally, HR policies are under review, and a recruitment video is being explored to enhance hiring efforts. Job fairs remain ongoing, and the City formalized a co-op intake process with local high schools to promote municipal careers to students. Acting assignments are encouraged to cross-train staff and broaden skillsets across the organization. These initiatives reflect a comprehensive approach to workforce development and talent attraction. - 57 - 50 Specific Actions Deliverables Status of Progress 2025 Details of Progress Leverage the City’s role in Durham Region by supporting the work of the Durham Economic Development partnership x Continue to participate in Durham Economic Development Partnership (DEDP). The City has been actively leveraging its role in Durham Region by supporting the work of the Durham Economic Development Partnership (DEDP). The City collaborated with DEDP to showcase in Hannover Messe Conference (a leading global trade fair) to highlight Durham's value proposition in the advanced manufacturing sector and identify trade diversification opportunities. Durham municipalities continue to meet bimonthly, focusing on collaborative projects and addressing key challenges and opportunities within the community. DEDP is also hosting an annual networking event to allow staff across Durham to engage and collaborate. Leverage partnerships with academic, health care and environmental institutions and organizations, the business community and the Ajax Pickering Board of Trade x Regularly participate in APBOT events. x Meet with post- secondary institutions to promote and advocate for resources for local businesses. By leveraging partnerships with academic, health care, and environmental institutions, as well as organizations within the business community and the Ajax-Pickering Board of Trade, the City of Pickering is dedicated to fostering a collaborative environment. City is a premier sponsor of the Ajax-Pickering Board of Trade and meets monthly to discuss updates and concerns from the business community. Staff continue to work with Lakeridge Health to identify a suitable location for a Post-Acute Rehabilitation Centre with an announcement planned for 2026. Through Resolution #588/24, Lakeridge Health has secured a license agreement to utilize space in the Chestnut Hill Developments Recreation Complex. This initiative provides a free Chronic Obstructive Pulmonary Disease Community Exercise Clinic, offering weekly sessions to support the health and well-being of our community members. Additionally, the City continues to partner with the Toronto and Region Conservation Authority on a variety of environmental initiatives. Strategic Focus: Build Relationships Identify opportunities to build relationships with community members, stakeholders, Advisory Committee Members, and upper levels of government, including Indigenous Government x Develop an Indigenous Engagement Guide. x Build and expand relationships with sporting organizations to increase use of City amenities during non- peak times. x Build and expand relationships with arts, heritage & cultural In 2025, the City advanced several initiatives to strengthen relationships with stakeholders and community partners. With respect to Indigenous engagement and reconciliation, City staff carried out the following: x Partnered with other Durham Region municipalities to prepare an Indigenous Engagement Guide for Durham Area Municipalities (Report PLN 17-25; Resolution #844/25). x Delivered leadership training on Indigenous relationship building through the CSWB Plan (October). x Initiated a Reconciliation Audit of City policies, programs, and practices. x Held an engagement meeting between the Mayor and Chief Kelly LaRocca of the Mississaugas of Scugog Island First Nation (MSIFN) in October. - 58 - 51 Specific Actions Deliverables Status of Progress 2025 Details of Progress organizations to program the exhibit gallery at the DCHC. x Build and expand relationships with community organizations in planning the Seaton Recreation Complex & Library, and supporting events. x Develop policies, programs and/or services that will encourage active participation and collaboration with municipal government. x Lead Planning staff engaged MSIFN approximately every two months during the Official Plan Review to exchange information and gather input. x Received comments from Alderville First Nation and MSIFN on circulated development applications. x The Seaton Landowners Group engaged experts to liaise with MSIFN regarding Seaton projects. x For Northeast Pickering, the project coordinator reached out to the seven Williams Treaty First Nations, inviting them to meet with staff and consultants. Comments were received from MSIFN and Curve Lake. x Entered into a funding agreement with MSIFN (representing other Williams Treaty First Nations) to provide comments on the Official Plan Review. On the advocacy and government relations front, staff: x Participated in the annual AMO conference to advocate for priority areas, including transportation and energy. x The Mayor and staff continued regular meetings with MP Nathan and MPP Bethlenfalvy to discuss priority projects such as: o Frenchman’s Bay acquisition; and o Seaton Recreation Centre & Library. Additionally, in the City’s efforts to build relationships with community members, the Ratepayer Association Policy was developed and approved by Council on April 22, 2024. The dedicated Webpage, launched June 17, 2024, lists Registered Ratepayer Associations and their contact information as well as pertinent information concerning Associations. To date, a total of six Ratepayer Associations have registered. The City will continue to ensure that Ratepayer Associations meet the eligibility requirements, continue to meet their responsibility in accordance with the Policy and to administer the applicable benefits outlined in the Policy. - 59 - 52 Priority 6: Foster an Engaged & Informed Community Specific Actions Deliverables Status of Progress 2025 Details of Progress Strategic Focus: Make information and services readily accessible and available to all community members Identify opportunities to enhance digital platforms including social media platforms to share information, provide updates and gather feedback 9 Launch eScribe. 9 Continue to improve access and ease of use of ActiveNet registration software for recreation and culture programs. x Enhance digital media and video content production to support corporate priorities and initiatives. x Create short, plain language Mayor’s Recap videos of Council Meetings. x Create plain language written recap summaries of Council Highlights. x Focus on design and video production for rich and regular content creation across all social platforms. x Find opportunities to live stream Mayor’s Town Halls/Speaker Series and other key information sharing This year, Legislative Services successfully implemented new Meeting Management Software to enhance efficiency and transparency in the City of Pickering’s meeting processes. The adoption of eScribe, an end-to-end meeting management system, enables the City to digitally create and manage public meetings, automate workflow and approval processes, effectively distribute paperless agendas to meeting attendees, and improve citizen transparency through web- streaming with closed captioning and digitally accessible agendas. The City of Pickering also identified ways to improve digital platforms for sharing information, providing updates, and collecting feedback. In 2025, this included: • Completed 6 Interactive polls on social media.. • Scheduled 52 designs across the City's digital sign network, promoting key events, services and initiatives. • Produced 65 videos in total, including 30 short form and 35 long form. • Published monthly Council Meeting recap articles for staff and members of the public. • Hosted 3 social media contests. • Hosted 33 photo shoots, including a variety of groundbreakings, events and significant announcements. • Achieved a 10.3 percent growth rate for the City's social media following (includes X, Instagram, Facebook and YouTube). • Developed new online applications for facility bookings and wedding reservations at the Dorsay Community & Heritage Centre. • Revamped website content for programs and facility bookings to make navigation easier. • Streamlined and refreshed the ACTIVENET customer interface, adding features such as: o Language selection options o Enhanced wish list for program registration o More inclusive gender options o Apple Pay and Google Pay as payment methods • Launched online self-service program registration for the new Dr. Nelson F. Tomlinson Community Centre. • Created, printed, and distributed a new accessible Facility Booking Guide. - 60 - 53 Specific Actions Deliverables Status of Progress 2025 Details of Progress events live to Facebook and YouTube. x Review existing systems to determine innovative ways to engage the public and potential areas for improvement. x Launch new digital content, including exhibit-based webpages that support school group participation in museum programs. x Expand reach and engagement of social media with new content development and staff resources to support. Promote and support a range of engagement methodologies to address the needs of all community members x Host information pop- up opportunities as it relates to projects/plans/studies as well as enhancing access to Customer Care and resident service requests. x Prepare multi-pronged engagement strategy for individual planning projects. LetsTalkPickering.ca continued to serve as a centralized tool to coordinate and promote all the City’s engagement opportunities: x Registered users: 3,469 x Total Visits – # times a user visited or stayed on the site > 30 minutes: 37,800 x Aware Visitors: visitor that has made one single visit to site or project: 27,378 x Informed Visitors: visitor who sought more information by clicking on something: 11,478 x Engaged Visitors: visitor that has contributed or provided feedback to an active tool on consultation page: 5,247 A number of facilitated in-person outreach efforts and digital engagement were conducted related to the following projects in 2025: x eScooter Rental Program - 61 - 54 Specific Actions Deliverables Status of Progress 2025 Details of Progress x Assess new and existing methods of engaging the business community in City matters. x Anti-Litter/Illegal Dumping Campaign. As part of this campaign, staff developed a printed litter and illegal dumping educational pamphlet featuring multilingual explanations in Pickering’s top eight languages. The full guide is also available online with translation options in over 100 languages. Distributed to key community groups, City facilities, new developments, and areas impacted by chronic littering to promote civic responsibility in an accessible way for those who may not speak English or rely on the internet. x Pickering City Centre CentreCourt Construction x City Centre Park x Planning and Development - reimagining Pickering City Centre Speaker Series x Ward Boundary Review x 2026 Budget Process x Cultural Strategic Plan x Northeast Pickering x Official Plan Review (Pickering Forward) x Frenchman's Bay Resident Support Campaign Customer Care staff have also expanded community outreach by attending events throughout the year, providing residents with information on City initiatives and opportunities for face to face engagement. In the City Development Department, Notices of Public Open House and Public Meetings for Development Applications and Projects have been redesigned to be more reader friendly. They include a QR code which takes the reader to the City's web page with the details of the application or project for which they received the notice. For the Official Plan Review, inserts were placed into the June Tax bills, distributed to every household; newspaper; advertisements in Toronto Star, on Web Page; used WebEx Signs; handed out post cards at meetings and events such as the Farmers' Market; offered both in-person public meeting and virtual public meetings; explained Planning Hierarchy in Discussion Papers. Additionally, Community Services used a variety of engagement methods, including surveys, focus groups, community pop-ups, and school presentations, to gather input from residents and stakeholders on the development of the Culture Plan, Public Art Plan, and Museum Strategy. Regular meetings were held with key stakeholders as needed. Additional outreach included consultations with residents and stakeholders regarding Northern Community Centres, as well as - 62 - 55 Specific Actions Deliverables Status of Progress 2025 Details of Progress targeted engagement with Greenwood and Seaton residents to shape programs and services offered at the Dorsay Community & Heritage Centre. Looking ahead, the development of a comprehensive Engagement Framework is planned for 2026. Continue to monitor trends and emerging technologies to ensure the City is engaging with community members in ways that are meaningful and relevant x Leverage innovative tools and platforms to strengthen resident interaction and engagement. x Continue to invest in Pickering’s online engagement platform, Let’s Talk Pickering. The City continues to leverage innovative tools and platforms, such as social media polls, digital signage, and video content, to strengthen communication and engagement with residents. Key Highlights from 2025 included: x Published a 47-page glossy magazine showcasing major City projects, programs, and services, mailed to every household in Pickering. x Developed and distributed a multilingual litter and illegal dumping pamphlet in the City’s top eight languages, with an online version offering translation into 100+ languages. This initiative promotes civic responsibility and ensures accessibility for residents who may not speak English or rely on the internet. x Hosted an in-person Speaker Series in partnership with CentreCourt and other stakeholders to educate the public on the Pickering City Centre project, one of the City’s most transformational developments, while fostering collaboration and community engagement. x Delivered accessible document training for staff to ensure compliance with provincial accessibility standards and support an inclusive City. x Introduced Augmented Reality exhibits at the museum to enhance visitor experience. Looking Ahead, staff are: x Exploring Virtual Reality for GIS mapping and future building visualization. x Piloting technology to detect potholes and road anomalies for timely repairs. Explore opportunities to make the planning process more readily understandable by interested community members 9 Update the City’s website to address the transfer of authority to approve land division applications from the Region to the City. x Film updated versions of Planning 101 and Building 101, and post on City’s website; The City’s website has been updated to reflect the transfer of authority for land division applications from the Region to the City. The update includes detailed information on the process, application forms, fees, and other resources to ensure easy access for applicants. Through Mayoral Decision #03-2025 and amendments to the City’s Procedure By-law, a new dedicated meeting format for Statutory Public Meetings under the Planning Act was established. This change created a focused space for sharing information about proposed developments and gathering public feedback, making it easier for residents to engage meaningfully in shaping their neighbourhoods. The changes included the development of a new agenda template to improve - 63 - 56 Specific Actions Deliverables Status of Progress 2025 Details of Progress document, including speaking notes, should be downloadable. x Create a simplified “we are here in the planning application process timeline” graphic, for inclusion on notices, reports to committees and council, and on the dev\app website page. clarity and consistency for these meetings and provided one-on-one training for all Committee chairs to ensure they were well-prepared to lead the meeting effectively. In addition, preliminary discussions are underway to develop a “Planning 101” video for the website, with a targeted completion date of 2026. This initiative aims to provide residents with a clear and accessible overview of planning processes. Develop and implement a digital strategy to improve the delivery of City services to the community 9 A digital strategy endorsed by Council. 9 Undertake a website refresh to ensure website remains responsive to evolving digital requirements and resident needs. x Advance the digital strategy through Microsoft Dynamics 365. In February 2024, Council endorsed the Digital Readiness Assessment and Strategy, establishing an investment and implementation framework to leverage digital technology for improved operational efficiency and service delivery. Phase 1 of the Digital Strategy advanced in 2025, with the following key initiatives: x Website Refresh (2025): The new pickering.ca features simplified navigation, a clean layout, enhanced site search, stronger security, and single sign-on for staff. x Technology Governance (2025): A new coordinated approval process for technology projects ensures stronger cybersecurity, data privacy, and system integration, with involvement from IT, Finance, and Clerks. x SharePoint Migration (2025): Departmental files transitioned from J-drives to Microsoft SharePoint, enabling remote access, real-time collaboration, and eliminating version control issues. x Phone System Transition (2026): The City is migrating all phone lines from Mitel to Microsoft Teams Voice, with completion targeted by the end of 2025. x Microsoft Dynamics 365 (2026): This modern platform will transform resident interactions and cross-departmental workflows, offering a single online portal with self-service capabilities. Key modules include: o Customer Relationship Management (CRM): Residents can connect via phone, email, chat, or social media, streamlined into one system with a 24/7 chatbot for common inquiries. - 64 - 57 Specific Actions Deliverables Status of Progress 2025 Details of Progress o Work Order Management: Automates service requests, improves reporting, and reduces reliance on paper-based systems. o Resident Portal: Allows resident to submit service requests, track request status and receive proactive notifications, improving transparency and overall service experience. Strategic Focus: Promote Transparent Decision Making and Report on Results Continue to measure and report on engagement progress x Promote transparent decision making and report on results. x Report on engagement with business community (events, in- person, social media). The City’s YouTube channel recorded 74,294 views in 2025, reflecting the total number of times public videos, livestreams, and shorts were watched. This includes all live-streamed Executive, Committee, and Council meetings, enabling residents to follow discussions and decisions in real time. City staff also published monthly Council Meeting recap articles for staff and members of the public Invest Pickering strengthened its digital presence, engaging over 800 followers on X and 1,700 on LinkedIn, showcasing business opportunities and growth in the City. Invest Pickering also connects with the community through monthly newsletters featuring updates on projects, grants, events, and local business milestones. With over 1,300 subscribers and an average open rate exceeding 50%, the newsletter has become a vital engagement tool for both residents and the business community. Through the Lobbyist Registry program, the Registry ensures that the public can view lobbying activity between Lobbyists and Public Office Holders – which emphasizes a culture of open, transparent and accountable government. To date, a total of 49 lobbying activities have been registered. Identify opportunities for elected officials to meet more regularly, and more informally with community members x Invite elected officials to attend a wide range of community events and functions. x Host in-person pop up Mayor’s Town Halls. City staff take a proactive approach by sending a calendar of events to elected officials, ensuring a continuous stream of engagement opportunities. From public art unveilings to provincial/federal announcements to cultural celebrations and everything in between, these events provide elected officials with dozens of opportunities each year numerous occasions to connect with the community in an informal setting. Additionally, the Economic Development Department extends invitations for conferences, tradeshows, groundbreakings, ribbon-cuttings and grand opening ceremonies that support local businesses while offering elected officials further platforms for engagement with residents in an informal context. The Mayor has actively engaged with residents, community groups, and local organizations through phone calls, virtual meetings, and in-person discussions on important local issues. In - 65 - 58 Specific Actions Deliverables Status of Progress 2025 Details of Progress addition, the Mayor has participated in hundreds of community events in Pickering and across Durham, fostering direct engagement with residents. In 2025, Mayor Ashe hosted an informal Speakers Series in collaboration with CentreCourt and other panelists, where he discussed the redevelopment of Pickering’s City Centre and answered questions from residents. The Mayor also organized a Community Corn Roast, creating an informal setting for residents to interact with him. Pickering's three Regional Councillors and three City Councillors held over 10 individual or joint Town Hall meetings and/or community gatherings throughout the year. Strategic Focus: Promote civic education and pride Identify opportunities to increase community understanding of municipal government 9 Facilitate the completion of the Pickering Magazine, to be published and mailed to all households. 9 Introduce budget highlights document annually, containing high-level financial information and summary of the City’s accomplishments from the previous year and an outline of priorities for the upcoming year in a succinct manner. 9 Support Take Your Kids to Work Day initiative annually. x Build community’s understanding of municipal government In 2025, Pickering celebrated 25 years of becoming a City. To honour this momentous occasion, residents and visitors were invited to celebrate, reflect on, and explore the vibrant history and dynamic evolution of Pickering, a place so many are proud to call home. Celebrations included website and social media content and storytelling, the Mayor’s New Year Levee, 25th Anniversary art banners displayed at both City Hall exterior and Chestnut Hill Developments Recreation Complex exterior, and a spring planting of 25 silver maple trees. To further enhance community understanding of municipal government, the City implemented several initiatives, including: x Produced a 47-page glossy magazine highlighting major City projects, programs, and services, mailed to every residential household in Pickering. x Developed a printed litter and illegal dumping educational pamphlet featuring multilingual explanations in Pickering’s top eight languages. The full guide is also available online with translation options in over 100 languages. Distributed to key community groups, City facilities, new developments, and areas impacted by chronic littering to promote civic responsibility in an accessible way for those who may not speak English or rely on the internet. x Hosted a Speakers Series aimed at breaking down Planning in Pickering, including topics such as downtown development, mall redevelopment, and an overview of the City’s planning process. x Conducted two media relations training sessions for staff. x Published monthly Council Meeting recap articles for staff and the public on the City’s website. - 66 - 59 Specific Actions Deliverables Status of Progress 2025 Details of Progress through education campaigns (i.e. Municipal Election Process). x Released Council recap videos through Mayor Ashe’s “Keeping Up with Council.” x The Mayor and CAO spoke with students participating in “Take Our Kids to Work” Day. x Released a Proposed Budget Highlights publication summarizing key achievements from 2025 and outlining strategic priority projects for 2026. This document complements the Mayor’s proposed 2026 Budget and provides residents with clear, concise information on how initiatives align with the Council-approved Corporate Strategic Plan, along with key financial highlights for the upcoming fiscal year. In accordance with Council’s direction on January 27, 2025, the City undertook a renewed review of its ward boundaries to reconsider the findings of the Ward Boundary Review conducted in June 2021. This reassessment was based on updated population data and aimed to ensure continued fair and equitable representation for all residents. The review focused on evaluating the boundaries established under By-law 7875/21 and determining whether adjustments were warranted. To support this process, Watson & Associates Economists Ltd. and Dr. Robert Williams, the consultants who led the original 2021 review, were retained. Under their guidance, a robust public engagement campaign was launched to gather meaningful community input. This included two public consultation sessions, a city-wide survey, a dedicated webpage, social media outreach, digital signage across the municipality, and the distribution of posters and media releases through local libraries and community groups. Following the review and consultation process, a minor adjustment to the ward boundaries was recommended. By-law 8196/25 was adopted by Council on July 15, 2025 to give effect to the revised ward boundaries. These new ward boundaries will come into effect for the 2026 Municipal Election. Public education on the new ward boundaries will take place in 2026 ahead of the Municipal Election. Through Mayoral Decision #03-2025 and amendments to the City’s Procedure By-law, a new dedicated meeting format for Statutory Public Meetings under the Planning Act was established. This change created a focused space for sharing information about proposed developments and gathering public feedback, making it easier for residents to engage meaningfully in shaping their neighbourhoods. The changes included the development of a new agenda template to improve clarity and consistency for these meetings and provided one-on-one training for all Committee chairs to ensure they were well-prepared to lead the meeting effectively. - 67 - 60 Specific Actions Deliverables Status of Progress 2025 Details of Progress Provide enhanced opportunities for community members to become more actively involved in City government (e.g. youth) x Promote opportunities for board, advisory committee and taskforce vacancies. x Promote opportunities for information sharing and participation in major plans, projects and studies. x Utilize Mayor and Council networks for sharing information. The City of Pickering has demonstrated its commitment to providing enhanced opportunities for community members, particularly youth, to become more actively involved in City government through various initiatives: x Participation in the "Take Our Kids to Work" program for Grade 9 students, exposing students the opportunity to experience a wide range of potential career paths. x The Pickering Activity Council for Teens (PAC4Teens) advises on municipal programs and services, offering a platform for youth to voice their opinions and contribute to the community. x Project leads regularly schedule presentations to inform and gather feedback from the Youth. For example, more than 450 students contributed valuable input on the development of the City’s Cultural Plan, Public Art Plan, and Museum Strategy. Additionally, 20 students enrolled in a not-for-profit business course participated in a creative ideas workshop, providing feedback on strategies to attract visitors to the Pickering Museum Village. - 68 - Report to Executive Committee Report Number: CLK 01-26 Date: January 12, 2026 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Amendments to the Records Retention By-law and Updates to Records and Privacy Policies File: A-1440 Recommendation: 1. That Report CLK 01-26 regarding Amendments to the Records Retention By-law and Updates to Records and Privacy Policies be received; 2. That the draft Records Retention By-law and Schedule included as Attachment 1 to this report be approved and enacted; 3. That the draft ADM 060 Records Management Policy included as Attachment 2 to this report be approved; 4. That the draft ADM 050 Municipal Freedom of Information and Protection of Privacy Policy included as Attachment 3 to this report be approved; 5. That the draft by-law to designate the City Clerk as the Head under the Municipal Freedom of Information and Protection of Privacy Act, included as Attachment 4 to this report, be approved and enacted; and, 6. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. Executive Summary: The purpose of this report is to recommend amendments to the Records Retention By-law, the ADM 050 Municipal Freedom of Information and Protection of Privacy Policy, and the ADM 060 Records Management Policy, as well as to adopt a by -law designating the City Clerk as the Head under the Municipal Freedom of Information and Protection of Privacy Act, 1990 (the “Act”). In accordance with Section 254(1) of the Municipal Act, 2001, municipalities are required to retain and preserve their records and those of local boards in a secure and accessible manner. Following the adoption of these by-laws and policies, Legislative Services staff will work collaboratively with internal stakeholders to deliver training and education, ensuring consistent records management practices and secure handling of personal information across all City departments. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Foster an Engaged & Informed Community. - 69 - CLK 01-26 January 12, 2026 Page 2 Financial Implications: There are no financial implications associated with this report. Discussion: The purpose of this report is to recommend amendments to the Records Retention By-law, the ADM 050 Municipal Freedom of Information and Protection of Privacy Policy, and the ADM 060 Records Management Policy, as well as to adopt a by -law designating the City Clerk as the Head under the Act. Under Section 254(1) of the Municipal Act, 2001, every municipality has the responsibility to retain and preserve the records of the municipality and its local boards in a secure and accessible manner. In accordance with Section 255, a record of a municipality or local board may only be destroyed once the established retention period for that record has expired or if the record is a duplicate copy. Municipalities are required to manage records in accordance with legislation to maintain accountability and transparency. In addition to the Municipal Act, 2001, Section 4 of the Act establishes that every person has a right of access to records in the custody or under the control of a municipality, subject to limited exemptions. To meet these obligations, Legislative Services staff conducted a comprehensive review of the City’s Records Retention By-law, Freedom of Information and Protection of Privacy Policy, and the Records Management Policy. The review aimed to update, modernize, and align practices with current standards and industry best practices. As part of this process, staff performed a municipal scan, gathering retention schedules and policies from approximately 25 municipalities across Ontario and within the Durham Region. The review included a diverse range of urban, rural, and mixed-density municipalities to inform best practices and operational needs and also took into consideration alignment with our neighbouring municipalities across the Durham Region. The updates being proposed will enhance the City’s records management framework by improving clarity, consistency, and efficiency. They will strengthen oversight, support timely disposition of records, and improve public access to information. Furthermore, these changes provide assurance that decision-making is supported by accessible and well-managed records, reinforcing transparency and accountability across all City operations. The following sections in this report will provide a high-level overview of the changes made to each document. A. Records Retention By-law and Schedule The Records Retention By-law and Schedule set out the City’s approach to the management of corporate records. The by-law provides a description of the City’s organizational processes when managing records throughout their entire lifecycle . Since the adoption of By-law 7347/14 in 2014, the records management landscape has evolved significantly, driven by changes in legislation, technology, and operational practices. These developments have introduced new compliance requirements, increased reliance on electronic records, and heightened expectations for transparency and accountability. As a result, a comprehensive overhaul of the Records Retention By-law and Schedule was necessary to ensure they accurately reflect current business functions, align with legal obligations, and incorporate best practices for managing records throughout their lifecycle. The review process started with outreach to each City department, which resulted in nine initial interviews. These interviews were conducted with the Administrative Assistant of each - 70 - CLK 01-26 January 12, 2026 Page 3 department, who acts as the Records Management Representative (RMR) under the Records Management Policy. The role of the RMR is to act as the liaison between departments and Legislative Services, and more specifically, the Coordinator, Records, Privacy and Elections. Additional follow-up consultations were conducted with several departments and divisions to gain a better understanding of their records management practices. In total, 16 consultations were conducted to build a comprehensive understanding of current practices and each department’s business needs. The consultations focused on what records were managed within each department, what formats of records were being used, and where the records were being stored. Consultations included a discussion of physical storage (in department or corporate archives) and digital storage (network drives, EDRMS, SharePoint, etc.). In addition to the consultation undertaken with City departments, the review also incorporated approaches from by-laws and retention schedules obtained through a review of other Durham Region municipalities and municipalities across Ontario. The review focused on classification methods, classification coding structures, and retention periods. The findings from the scan were combined with legislative requirements and feedback from internal consultations to guide updates to the Records Retention By-law and Schedule, ensuring they meet the City’s operational, compliance, and governance needs. Additional components of the review included clarifying the distinction between constituency and City records and delegating authority to the City Clerk to make changes to the Records Retention Schedule without requiring Council approval. This flexibility allows the City Clerk to approve updates to descriptions or scope within the retention schedule when no major structural changes are involved. Retention schedules often require minor adjustments to reflect evolving business processes, new technologies, or legislative updates. Requiring Council approval for each minor change can create unnecessary delays, increase administrative burden, and delay compliance with legal obligations. By delegating authority over this task to the City Clerk, the City ensures that updates can be implemented promptly, reducing operational risk and supporting continuous improvement in records management practices. Council oversight for major changes to the By-law and the Records Management Policy is unaffected by the delegated authority provided to the City Clerk and any major changes would be presented to Council for their consideration . Other key changes to the Records Retention Schedule include the removal of outdated classification codes, the addition of new codes, and updates to retention periods and classification code descriptions. The revised retention periods extend timelines for records, which are essential to ongoing operations while reducing the retention of personal information to prevent unnecessary storage of sensitive documents. The updated schedule also introduces a clear distinction between active and inactive retention periods and specifies security levels for classification codes. These enhancements provide staff with greater clarity regarding record management and disposition, ensuring that records are kept for appropriate lengths of time and are easily retrieved when needed. B. ADM 060 Records Management Policy The Corporation of the City of Pickering is committed to maintaining a robust Records Management framework that ensures transparency, accountability, and efficient administration - 71 - CLK 01-26 January 12, 2026 Page 4 across all departments. The Records Management Policy (ADM 060) establishes standards for the creation, classification, retention, and disposition of City records in compliance with legislative requirements and best practices. The policy was originally adopted in November 2008 and last revised in June 2009. A comprehensive review was undertaken to modernize the policy, align it with current legislation, and integrate electronic records into the principles of the Policy. The updated policy introduces key improvements to modernize records management and address the increasing reliance on electronic records formats. Unlike the previous version, which treated physical and electronic records separately, the revised policy unifies them under a single definition to ensure consistent handling across all formats. It also eliminates references to outdated technologies that are no longer considered standard or used within the City. Further, it expands definitions and clarifies roles and responsibilities for Council, Chief Administrative Officer, Directors, City Clerk, Deputy Clerk, Records Coordinator, RMRs, IT Division, and all staff. It reinforces lifecycle management requirements for the creation, classification, retention, and disposition of records to ensure the City is meeting its statutory obligations in this regard. C. ADM 050 Municipal Freedom of Information and Protection of Privacy Policy This policy covers the City’s processes for receiving, managing and fulfilling requests for information regardless of whether they are informal, routine, or formal requests. The policy was originally adopted in November 2007 and last revised in October 2016. The policy updates provide greater clarity regarding the application of the Act to records that are in the custody or control of the City. This clarity enhances the accountability and transparency of the City’s access to information processes. The policy includes separate sections regarding active dissemination, routine disclosure, and freedom of information requests. Active dissemination includes the proactive release of information through different mediums such as the City’s website . These requests cover any records that are publicly available and do not require the requester to go through formal access for information requests or pay any additional fee for the records. Records that fall under active dissemination are records deemed to be low security within the Records Retention Schedule. When possible, City staff will work to provide records through active dissemination to ensure the greatest level of access and transparency to the public. Routine disclosure requests include all formally written requests for information that do not require the requester to submit a Freedom of Information (FOI) request. The updated policy includes a new section on routine disclosure requests to provide great clarity and transparency regarding what information can be provided through routine disclosure. These requests can be made for records that are classified as low and medium security in the Records Retention Schedule. Routine disclosure increases the public’s right to access information without requiring a FOI request to be submitted while respecting the balance between providing greater access to information and protecting personal and confidential information. Routine disclosure practices increase openness and promote transparency, accountability, and engagement. Processes for routine disclosure are carried out by individual departments in - 72 - CLK 01-26 January 12, 2026 Page 5 conjunction with the City Clerk to ensure that personal privacy and confidentiality are maintained. A FOI request, referred to as a ‘Formal Request’ under the old version of the policy, is required when records contain personal or confidential information or are not otherwise available through active dissemination or routine disclosure. FOI requests are governed by legislated timelines and fees under the Act and its regulations. F OI requests must be submitted to Legislative Services, who are responsible for collecting, processing, and reviewing records to ensure that all personal and confidential information is properly protected. The FOI process serves as the final mechanism for the public to access information from the City. Where applicable, requests should be fulfilled through other means, such as routine disclosure, to promote efficiency, reduce administrative burden, and enhance timely access to information. D. By-law to Designate the City Clerk as the Head under the Act Section 3 of the Act authorizes a municipal council to designate an individual or committee to act as the Head of the municipality for the purposes of the Act. Under Section 49, the Head may delegate, in writing, any powers or duties granted under the Act to an officer of the institution, subject to specified conditions and limitations. Currently, By-law 5932/01 delegates these powers to both the City Clerk and the City Solicitor and references a section of the Act that is no longer applicable. A review of municipal best practices indicates that this responsibility should be solely assigned to the City Clerk. Accordingly, the draft by-law included as Attachment 4 repeals By-law 5932/01 and formally designates the City Clerk as the Head under Section 3 of the Act. E. Next Steps Following the updates to the Records Retention By-law and Schedule, the MFIPPA Policy, and the Records Management Policy, Legislative Services staff will be developing and conducting training for City staff who work with personal information. This training will include both familiarization with the new Records Retention By-law and Schedule, training on handling FOI requests, and strengthened practices for protection of individual privacy. Staff will also develop privacy training modules that must be completed on an annual basis for City staff. Staff from Legislative Services will work collaboratively with internal stakeholders to develop training that is tailored to each department within the City. This training will ensure consistency in records management practices throughout all City departments and will enhance efficiency when searching for records and responding to FOI requests. It has been several years since the City’s record management policy programs have been reviewed and updated. Since undertaking a comprehensive review of these programs, it is recommended that the updated policies and by-laws proposed in this report be adopted and approved by Council to enable more effective and efficient administration of corporate records. Attachments: 1. Draft Records Retention By-law and Schedule 2. Draft ADM 060 Records Management Policy - 73 - CLK 01-26 January 12, 2026 Page 6 3.Draft ADM 050 Municipal Freedom of Information and Protection of Privacy Policy 4.Draft By-law to designate the City Clerk as the Head of the City for the purposes of the Act 5.By-law 7347/14 - Records Retention By-law and Schedule 6.ADM 060 Records Management Policy 7.ADM 050 Freedom of Information and Protection of Privacy Policy Prepared By: Approved/Endorsed By: Susan Cassel City Clerk Paul Bigioni Director, Corporate Services & City Solicitor SC:rp Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Rumali Perera Deputy Clerk Original Signed By:Original Signed By: Original Signed By: Original Signed By: - 74 - The Corporation of the City of Pickering By-law No. XXXX/26 Being a by-law to establish retention periods for records of The Corporation of the City of Pickering. Whereas Section 254(1) of the Municipal Act, 2001, S.O. 2001, c.25, (the “Act”) provides that a municipality shall retain and preserve the records of the municipality and its local boards in a secure and accessible manner; And Whereas Section 255(1) of the Act provides that except as otherwise provided, a record of a municipality or local board may only be destroyed in accordance with Section 255 of the Act; And Whereas Section 255(2) of the Act provides that a record of a municipality or local board may be destroyed if a retention period for the record has been established and the retention period has expired or the record is a copy of the original record; And Whereas Section 255(3) of the Act provides that a municipality may establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved in accordance with Section 254; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.Definitions a)“Active Retention” means the internal departmental storage of Records that are in regular day-to-day use by a Department; b)“City” means The Corporation of the City of Pickering; c)“City Clerk” means the Clerk of The Corporation of the City of Pickering (or their designate); d)“Classification” means the Records category where records are organized based on their content, purpose, and business activities to facilitate efficient management, retrieval, and Disposition; e)“Constituency Records” means Records pertaining solely to the political activities and constituency business of an elected official but does not include Records pertaining to City business. The Mayor, as Head of Council, is considered an “officer” of the City. The Mayor’s Records that relate to mayoral duties, as opposed to constituency or personal papers, may be considered to be in the City’s custody or control and therefore subject to the Act; f)“Disposition” means the documented process that changes the status of a Record including: retention, destruction, loss or transfer of custody or ownership; g)“Inactive Retention” means the Records stored in the City’s Archives that are referred to infrequently by a Department; h)“Record” means any information, however recorded, whether in printed form, on film, by electronic means or otherwise as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and documents City’s Attachment 1 to Report CLK 01-26 - 75 - By-law No. XXXX/26 Page 2 business functions, activities, transactions, rights, obligations or responsibilities or records information that was created, received, distributed or maintained by the City, and is in compliance with legal obligations; i) “Records Retention Schedule” means a document that describes the City’s Records by series and indicates the length of time that Records classified within each series shall be retained before their final Disposition; j) “Responsible Department” means the office or Department with primary responsibility for retaining a Record; k) “Retention Period” means the period, expressed in years, in which a Record shall be retained and stored by the City; and, l) “Transitory Record” means a Record having only temporary value which is not required to meet statutory obligations, policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operational or other decisions pertaining to the City. 2. General 2.1. The Classification and Retention Periods of all Records under the custody and control of the City, are hereby established and adopted in accordance with Schedule “A”, attached hereto, and forming part of this By -law. 3. Disposition of Records 3.1. The following principles shall govern the disposition of Records: a) Records are disposed of at the end of a total retention period, subject to their final disposition; b) all Records shall be destroyed in a manner that preserves the confidentiality of any information contained in such Records; c) any Record pertaining to pending or actual litigation, or investigation or a request under any privacy legislation, shall not be destroyed until such Record is no longer required for such purpose; d) Records Disposition may be postponed at the discretion of the City Clerk pending receipt of a written request from the Department Director outlining the rationale for the postponement and a revised timeline for Disposition; and, e) copies of Records may be destroyed at any time if the original Records are being retained in accordance with Schedule “A” of this By-law. 4. Duties and Responsibilities 4.1. City Clerk or their designate shall: a) determine the appropriate classification of Records, considering the legal, financial, administrative, operational, and historical values of each Record; b) ensure that all reasonable measures are implemented to promote the preservation, security, and destruction of Records in accordance with this By-law and any legislative requirements; and, c) ensure that reasonable measures are implemented to protect the City’s Records from inadvertent destruction or damage, considering the nature of the Record to - 76 - By-law No. XXXX/26 Page 3 be protected, including the creation of new classification codes and retention periods as may be required. 4.2. All City staff shall: a) comply with the Classification and Retention Periods as specified in Schedule “A” of this By-law; b) ensure that Records in their custody and control are protected from inadvertent destruction or damage; and, c) ensure that Transitory Records in their custody and control are destroyed when they are no longer needed for short-term reference. 5. Delegated Authority 5.1. Authority for establishing or amending the City’s Retention Periods contained in Schedule “A” is hereby delegated to the City Clerk who may make changes to Schedule “A” as required and without the need for Council approval. 6. Exemption 6.1. This By-law shall not apply to Constituency Records. 7. Short Title 7.1. This By-law shall be referred to as the Records Retention By-law. 8. Repeal of By-law 8.1. By-law No. 7347/14 is hereby repealed. 9. Approval of By-law 9.1. This By-law shall come into force and take effect upon passing. By-law passed this 26th day of January, 2026 ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 77 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 4 Schedule A - Corporate Records Retention Schedule Retention Value Codes C = Current Year Refers to January 1st to December 31st. This means that the record series is kept for the current year plus the additional years outlined in the retention period. For example, C + 2 means the record is retained in the current year, plus two additional years. D = Destroy Requires that upon expiration of the total retention period the record is destroyed – shredded, recycled, and deleted in the proper manner. P = Permanent Retention Permanent records are considered to be so valuable or unique in documenting the history of an organization that they are pres erved indefinitely. Permanent records tend to derive their value primarily from legal or legislative -based value. S = Superseded Superseded records are kept for an indefinite period until they are replaced by an updated record and then discarded. Most re cords of this nature tend to be used for reference purposes. T = Termination of Event Records that, as a part of the retention process, have a retention period calculated from the conclusion, or termination, of an action or event. - 78 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 5 Security Classification (All subject to MFIPPA) Low All information within these records may be shareable with the public. This information may be fit for distribution via publi c channels such as email and websites. Disclosure of public information in not expected to adversely impact the City of Pickering, its employees, its stakeholders, its business partners, or its customers. Medium These records contain general information intended or appropriate for approved internal audiences or a restricted external au dience such as identified stakeholders. Access is based on a business need -to-know basis. High These records contain the most sensitive business information that is intended for a limited audience. Its authorized disclos ure could seriously and adversely impact the City of Pickering, its employees, its stakeholders, its business partners, or its cust omers. Records that are designated as high are accessible only by a defined sub -group of the City. Access permissions may be given to staff based on their membership to a specific group or individually as City management deems appropriate. - 79 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 6 File Code Record Class Description Security Level Active Inactive Total Disposition Administration A-1000- 001 Administration - General Records relating to general correspondence, administration and routine administrative functions which cannot be classified elsewhere. Low C+1 5 C+6 D A-1100- 001 Policies and Procedures – General Correspondence Records relating to general correspondence during the development of policies and procedures. Low 2 N/A 2 D A-1110- 001 Policies and Procedures Approved City Policies, Interdepartmental Procedures, Standard Operating Procedures and Fire Services Standard Operating Guide. Low S+2 N/A S+2 D A-1200- 001 Strategic Plans - Corporate Records relating to the planning of corporate strategies, initiatives, goals and objectives for departments, divisions, programs and services. Low S+1 5 S+6 D A-1300- 001 Staff Committees and Meetings Records relating to staff committees and meetings other than Council appointed Advisory Boards and Committees. (Examples of sub categories that may be created for this classification.) - 002 Pay It Forward Committee Low C+1 5 C+6 D A-1400- 001 Municipal Council and Standing Committees – General Records relating to general correspondence regarding the City of Pickering Council and standing committees. Also includes meeting videos of City of Pickering Council Low C+1 7 C+8 D - 80 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 7 and standing committees. (Examples of sub categories that may be created for this classification.) - 002 Meeting Videos A-1410- 001 Advisory Committees, Boards, and Taskforces of Council - General Records relating to Advisory Committees, Boards, and Taskforces of Council which could include applications for appointments, appointment lists, and correspondence to committees. (Examples of sub categories that may be created for this classification.) - 002 Appointment Management - 003 Meeting Schedule High C+1 5 C+6 D A-1411- 001 Advisory Committees, Boards, and Taskforces of Council Agendas and minutes of Advisory Committees, Boards, and Taskforces of Council. (Examples of sub categories that may be created for this classification.) - 002 Accessibility Advisory Committee - 003 Heritage Pickering Advisory Committee Low C+1 P P P A-1420- 001 Agendas Records relating to agendas for Council and Standing Committees. (Examples of sub categories that may be created for this classification.) - 002 Executive - 003 Planning & Development - 004 Council - 005 Statutory Public Meeting Low C+1 P P P - 81 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 8 A-1430- 001 Minutes Records relating to original meeting minutes of Council and Standing Committees. Also includes inaugural Council meeting videos. (Examples of sub categories that may be created for this classification.) - 002 Planning & Development - 003 Executive - 004 Council - 005 Inaugural Meeting Videos Low C+1 P P P A-1440- 001 Department Reports Records relating to original department reports prepared for Council and Standing Committees. (Examples of sub categories that may be created for this classification. Also includes City Development Information Reports.) - 002 Corporate Services - 003 City Development Low C+1 P P P A-2000- 001 Elections - Administration Records include working papers relating to the administration of elections as well as information supplied to candidates, forms, polling station locations, ward boundaries, school permits, ballot information, ordering of all supplies and equipment, voter notification records, etc. (Examples of sub categories that may be created for this classification.) - 002 Nomination Papers - 003 Voter Notification Cards - 004 List of Polling Locations Medium C+1 7 C+8 D - 82 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 9 A-2010- 001 Election - Results Records relating to the results of municipal elections. T = End of Election Low T+120 Days N/A T+120 days D A-2020- 001 Ward Boundaries Records relating to the ward boundary reviews. Low C+1 P P P A-2100- 001 Regional Municipality of Durham Records relating to the government of the Regional Municipality of Durham. (Examples of sub categories that may be created for this classification.) - 002 Regional Finance Committee - 003 Durham Region Police Services Low C+1 5 C+6 D A-2200- 001 Provincial Government (Ontario) Records relating to the government of the Province of Ontario. (Examples of sub categories that may be created for this classification.) - 002 Premier and MPP’s - 003 Ministry of Municipal Affairs and Housing Low C+1 5 C+6 D A-2201- 001 Lobbyist Registry Records relating to the municipal lobbyist registry. Low C+1 P P P A-2202- 001 Accountability & Transparency Records relating to Council Code of Conduct complaints and related investigations, conflict of interest, Integrity Commissioner appointments and reports, closed meeting investigations and initiatives, conflict of interest forms, etc. High C+4 2 C+6 D A-2203- 001 Strong Mayoral Powers and Duties Records related to mayoral decisions and directions made pursuant to the Municipal Act, 2001. Low C+1 P P P - 83 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 10 A-2210- 001 Vital Stats Records relating to birth, death and marriage registration. (Examples of sub categories that may be created for this classification.) -002 Births -003 Deaths -004 Marriages High C+1 P P P A-2211- 001 Vital Stats- General General records relating to birth, death and marriage registration, which cannot be classified elsewhere. Low C+1 5 C+6 D A-2212- 001 Vital Stats- Marriage Licence Applications Marriage Licence Applications (Duplicate record) High 2 N/A 2 D A-2300- 001 Federal Government (Canada) Records relating to the Federal government of Canada. (Examples of sub categories that may be created for this classification.) - 002 Prime Minister and MPP’s - 003 Federal Agencies Low C+1 5 C+6 D A-2400- 001 Other Municipalities Records relating to other municipalities. (Examples of sub categories that may be created for this classification.) - 002 Municipal Resolutions/By- laws - 003 Town of Ajax - 004 GTA Low C+1 5 C+6 D - 84 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 11 A-2500- 001 Associations Records relating to the activities of an association, society or organization in which an employee of the City has a membership, interest or official capacity. (Examples of sub categories that may be created for this classification.) - 002 AMO - 003 AMCTO Low C+1 5 C+6 D A-2600- 001 External Authorities/Boards/Co mmissions Records relating to external authorities, boards and commissions. (Examples of sub categories that may be created for this classification.) - 002 School Boards - 003 TRCA/CLOCA - 004 Local Planning Appeals Tribunal (LPAT) - 005 OPG Low C+1 5 C+6 D A-2700- 001 Public Relations/Ceremonies /Receptions Records relating to hosting, attending and the performance of official business at special ceremonies and events. Low 2 N/A 2 D A-2710- 001 Advertising Records relating to advertising to the public using any variety of available media. (Examples of sub categories that may be created for this classification.) - 002 News Releases - 003 Newsletters Low C+1 5 C+6 D - 85 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 12 A-2720- 001 Publications Records relating to organization publications which could include pamphlets, guides, brochures, tourism information, trade show events, directories and publications of interest to the organization. Low C+1 5 C+6 D A-3100- 001 Customer Care - General Records relating to customer care which cannot be classified elsewhere. High C+1 5 C+6 D A-3110- 001 Complaints, Concerns, Issues – (Street/Property Files) Records relating to customer/resident complaints, concerns, issues. High C+1 5 C+6 D A-3120- 001 Promotional Products Records relating to sales and issuance of City of Pickering promotional products. Includes inventory spreadsheets, correspondence and reports. Low C+1 5 C+6 D A-3130- 001 Forms Management Records relating to the design, production and review of forms used by the municipality. Low S N/A S D A-3200- 001 Website Records relating to the corporate website. Low C+1 5 C+6 D A-3300- 001 Historical/Heritage Conservation Records of general historic nature, which do not pertain to a specific record class and records relating to the identification, regulation and preservation of historically designated buildings, archaeological areas and artefacts. (Examples of sub categories that may be created for this classification.) - 002 Heritage Permit Application 01/07 Low C+1 P P P - 86 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 13 A-3400- 001 Cemeteries Records relating to the administration, management, identification, regulation and preservation of local cemeteries. Medium C+1 P P P A-3500- 001 Records Management Records relating to the records management program. This includes general records management, operational standards and procedures, development, adoption and implementation of file classification systems, procedures and techniques for management of records systems. (Examples of sub categories that may be created for this classification.) - 002 File Classification schedule Low S N/A S D A-3501- 001 Records Disposition Records relating to the disposition of municipal records. Includes destruction certificates, departmental sign offs, and any other related documentation. Low C+1 P P P A-3510- 001 Records Disaster Plan Recovery Records relating to recovery plans for potential loss of vital records during unforeseeable incidents such as fires, natural disasters, terrorism and theft. Low S N/A S D A-3520- 001 Freedom of Information Records relating to the general issues of access to information. Includes all requests made under the Municipal Freedom of Information and Protection of Privacy Act, working papers, copy of the reply and correspondence with the Commissioner’s Office. T = Closure of File High T+1 5 T+6 D - 87 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 14 A-3530- 001 Protection of Privacy Records related to the protection of personal privacy in the day-to-day operations of the City. Records include requests to correct personal information, privacy complaint investigations, privacy statements, and privacy impact assessments. High C+1 5 C+6 D A-3540- 001 Routine Disclosure Records related to the routine disclosure of information as part of the routine disclosure program. High C+1 5 C+6 D A-3600- 001 Courier/Mail/Postage Records relating to postal rates and services, courier rates and services and the interoffice mail system. Low 2 N/A 2 D A-3610- 001 Printing and Reproduction Records relating to internal and external printing and reproduction. Low 2 N/A 2 D A-3620- 001 Trademarks, Patents, Copyrights and Visual Identity Records relating to the copyright, patent and trademark protection of municipal logos, and products used for visual identity. This record series may include the logo, coat-of-arms, letterhead design, emblem, vehicle identification and seals of office. Low C+1 P P P A-3700- 001 Information Technology - General Records relating to service request forms for repairs, user hardware and software requests, up-grades, modifications and maintenance, user authorization and approval, troubleshooting information, conversions, connections, support records, user logs and security issues. General information relating to research, development, design and implementation of information system projects which may include feasibility studies and needs High C+1 5 C+6 D - 88 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 15 analysis research, system development methodologies and system architecture which cannot be classified elsewhere. A-3710- 001 Computers - Hardware Records relating to the purchase of computer hardware, including equipment evaluations, user specifications, issues, maintenance and repairs. Including research, history, problems and maintenance files. (Examples of sub categories that may be created for this classification.) - 002 Hardware research files - 003 Hardware history files - 004 Hardware problems & maintenance T=Hardware no longer in use High T+1 N/A T+1 D - 89 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 16 A-3720- 001 Computers – Software Records relating to the purchase of computer software, including software evaluations, user requirements, issues, maintenance and repairs. Including research, history, problems and maintenance files. (Examples of sub categories that may be created for this classification.) - 002 Software research files - 003 Software history files - 004 Software problems & maintenance T=Software no longer in use High T+1 N/A T+1 D A-3800- 001 Telecommunications Records relating to the purchasing, installation, maintenance, operation and issuance of telecommunication systems. (Examples of sub categories that may be created for this classification.) - 002 Telephones - 003 Voice Mail - 004 Cell Phones T=Telecommunication device/system no longer in use High T+1 N/A T+1 D A-4000- 001 Human Resources - General Records relating to the general administration of Human Resource management activities which cannot be classified elsewhere. Low C+1 5 C+6 D A-4010- 001 Consultants Records relating to report of services provided by arbitrators, arbitration nominees, legal firms, benefits consultants and employment consultants. High C+1 P P P - 90 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 17 A-4020- 001 Human Rights Records relating to human rights, may include investigations and other information on the Charter of Rights. T=Closure of human rights investigation file High T+1 N/A T+1 D A-4040- 001 Succession Planning Records relating to succession planning including records relating to the inventory and analysis of management and leadership within the corporation. Medium C+1 5 C+6 D A-4050- 001 Training and Development/Career Counseling Records relating to external seminars, workshops, and conferences for career and professional development offered to employees. Low 2 N/A 2 D A-4100- 001 Employment/Job Postings/Recruitment Records relating to job postings, advertisements, competition records, applications and resumes. This record series may include grading forms, applicant interviews and correspondence to unsuccessful candidates and notice of employment. (Examples of sub categories that may be created for this classification.) - 002 Seasonal Hiring - 003 Applications/Resumes High 2 2 4 D - 91 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 18 A-4200- 001 Employee Records Records relating to City employees, including applications/resumes, history, skills, education levels, classification, union status/seniority, benefits information, pension plan information and beneficiary name, special testing reports, probationary evaluations, and salary increases. (Examples of sub categories that may be created for this classification.) - 002 Criminal Reference Checks - 003 Employee Driver Abstract - 004 Exit Interviews Note: Upon cessation of employment, the employee file is reclassified as either a terminated employee file or a retired employee file. High P N/A P P A-4230- 001 Temporary/Contract Employment Records relating to contract jobs for the hiring of temporary, casual and part time employees. T=Termination of Employment High T+1 5 T+6 D A-4240- 001 Elected Officials Human resource records related to elected officials. High C+1 P P P A-4250- 001 Retired Employees Retired employee files are reclassified employee files upon cessation of employment. T = Death of Beneficiary High T+1 P P P A-4260- 001 Terminated Employees Terminated employee files are reclassified employee files upon termination of employment. T = Termination of Employment High T+1 P P P - 92 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 19 A-4300- 001 Employee Benefits – General Records relating to the administration of employee benefits, including Canada Pension Plan, group life insurance, extended health, dental, medical and pension etc. High C+1 5 C+6 D A-4310- 001 Attendance Records relating to attendance, absences from work, may also include sick credits, shift scheduling, vacation, hours of work statistics and absences due to other reasons. (Examples of sub categories that may be created for this classification.) - 002 Statutory Holidays - 003 Vacation Requests/Approvals - 004 Sick Leave - 005 Leave of Absence High C+1 5 C+6 D A-4400- 001 Employee Insurance Records relating to insurance, including correspondence and information about alternative health care plans. (Examples of sub categories that may be created for this classification.) -002 Health Insurance -003 OMERS -004 AD&D -005 Long Term Disability High S N/A S D A-4420- 001 Pensions - General Records relating to pension plans including remittance, statutory forms, and government annuities. High 2 N/A 2 D A-4430- 001 Employee & Family Assistance Program (EFAP) Records relating to internal and/or external Employee & Family Assistance programs. High S N/A S D - 93 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 20 A-4500- 001 Compensation/Classifi cation/Employment Equity Records relating to the administration and planning of salary schedules by job evaluations, classifications, surveys and plans. This record series may include information relating to pay equity, acting appointments, minimum wage history, management and non-union salary reviews and market adjustments. - 002 Job Classification - 003 Employment Equity - 004 Compensation (excludes salary negotiations) High C+1 9 C+10 D A-4510- 001 Job Descriptions Records relating to the description of job duties, specifications, experience and education requirements. Low S N/A S D A-4550- 001 Surveys – Human Resources Records relating to employment and salary surveys. High C+1 5 C+6 D A-4560- 001 Performance Management – General Records relating to performance management programs and related activities. (Examples of sub categories that may be created for this classification.) - 002 Vision Awards -003 PREP High C+1 5 C+6 D A-4600- 001 Labour Relations - General Records relating to labour relations of a general nature that cannot be classified elsewhere. High C+1 5 C+6 D - 94 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 21 A-4610- 001 CUPE 129 Records relating to agreements and contracts between municipal and union officials. Records may include collective bargaining issues, employment contracts, union contracts, correspondence, negotiated agreements, amendment records and certification. (Examples of sub categories that may be created for this classification.) - 002 Collective Agreements - 003 Negotiations - 004 Grievances - 005 Seniority Lists High C+1 P P P A-4620- 001 Pickering Professional Firefighters Association (PPFA)- Local 1632 Records relating to agreements and contracts between municipal and union officials. Records may include collective bargaining issues, employment contracts, union contracts, correspondence, negotiated agreements, amendment records and certification. Examples of sub categories that may be created for this classification.) - 002 Collective Agreements - 003 Negotiations - 004 Grievances - 005 Seniority Lists High C+1 P P P A-4630- 001 Non-Union Records relating to agreements and contracts between municipal and non-union officials. High C+1 P P P - 95 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 22 A-4700- 001 Health & Safety – General Records relating to hazardous materials, safety footwear, WHMIS, first aid, fire and emergency. (Examples of sub categories that may be created for this classification.) - 002 Safety Footwear - 003 WHMIS - 004 First Aid Training - 005 Hazardous Materials Low C+1 5 C+6 D A-4710- 001 Occupational Health & Safety Records relating to policies established under Occupational Health and Safety Act. Low S N/A S D A-4720- 001 Incident/Accident Reports Records relating to all incident/accident reports reported to Human Resource Department. T = Return to work or settlement of case. Medium T+1 5 T+6 D A-4760- 001 Designated Substances Records include list of City facilities and a list of designated substance found, background information on designated substance program management and implementation and may contain correspondence to the unions, notices to staff, contractor and notes on staff health surveillance records. High C+1 P P P A-4770- 001 Workplace Inspections Records relating to inspections carried out in the workplace and includes findings, recommendations and any corrective action taken. Includes inspections conducted by the Ministry. Medium C+1 5 C+6 D A-4780- 001 Safety Audits Records relating to the safety audits of staff. Medium C+1 5 C+6 D - 96 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 23 A-4810- 001 WSIB Claims Records include Form 7, attending physician reports, benefits history, current injury/accident details, accident investigation reports, WSIB reports, correspondence and return to work certifications, may also include Health and Safety statistics reports. (Examples of sub categories that may be created for this classification.) - 002 Joint Health and Safety Committee - 003 WSIB Summary Management High C+1 9 C+10 D A-4820- 001 Long-Term Disability Claims Records include copy of the original OMERS application form, medical updates, prognosis reports, prior claims, case history summary sheet, notes and correspondence. High C+1 9 C+10 D A-4900- 001 Training & Education - General Records relating to internal training and education programs in general. (Examples of sub categories that may be created for this classification.) - 002 Courses & Programs - 003 Professional Development Program Low C+1 9 C+10 D - 97 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 24 Development D-1000- 001 City Development – General Records relating to City Development and planning that cannot be classified elsewhere. Low C+1 5 C+6 D D-1100- 001 Planning Studies/Research/Po licy Documents Records relating to studies, research and policy documents in support of planning and development functions, activities and issues. Low C+1 P P P D-1200- 001 Community Development/Improv ement Records relating to community improvement planning, including studies, reports, and projects. T=Completion of community improvement project Low T+1 P P P D-1210- 001 Downtown Initiatives Records relating to improvements to the downtown (e.g. streetscape, lighting, and beautification). Low C+1 9 C+10 D D-1220- 001 Urban Design Records relating to urban design, including issues and general concepts of planning the urban environment (i.e. urban intensification, streetscapes, urban art and architecture). Low C+1 9 C+10 D D-1230- 001 Rural Area Records relating to rural areas, including issues and general concepts of planning in rural areas. Low C+1 19 C+20 D D-1240- 001 Smart Growth Records relating to smart growth development planning. T=Completion of smart growth development plan Low T+1 19 T+20 D D-1300- 001 Housing Records relating to the availability of housing and housing issues, including general assessments of the need for affordable housing, occupancy rates, housing cost statistics, related studies and CMHC reports. Low C+1 19 C+20 D - 98 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 25 D-1310- 001 Housing Programs Records relating to Federal and Provincial housing agencies, programs, and policies. T=Termination of housing program Low T+1 5 T+6 D D-1320- 001 Group Homes Records relating to group homes. Low C+1 5 C+6 D D-1400- 001 Statistics and Data Records relating to statistical, demographic and other information that are used for planning purposes (i.e. population/census information, land use, commercial and industrial floor space, land inventories, employment/unemployment trends, composition of the workforce and social statistics etc. ). Low 2 38 40 D D-1500- 001 Economic Development Records relating to promotion and marketing of the City including strategic alliance that cannot be classified elsewhere. Low C+1 5 C+6 D D-1510- 001 Small Businesses Records relating to the development of small businesses within the City of Pickering. Low C+1 5 C+6 D D-1520- 001 Business Records Records relating to all Pickering based businesses. Low C+1 5 C+6 D D-1521- 001 Investment Enquiries Records relating to parties interested in locating to Pickering. Low C+1 5 C+6 D D-1530- 001 Tourism Records relating to the encouragement and attraction of tourism related activities to the area and the tourism industry. Low S N/A S D - 99 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 26 D-2000- 001 Official Plan Records relating to the statement of long term goals and objectives for the development of the community, including the consolidated copy of the City of Pickering Official Plan prepared by the City Development Department and the original signed Official Plan adopted by Council and approved by the Region of Durham. Low C+1 P P P D-2010- 001 Official Plan - General Records related to official plan working files and other records relating to the official plan that cannot be classified elsewhere. Low C+1 5 C+6 D D-2100- 001 Pickering District Plan Records relating to the statement of long term goals and objectives for the development of the community, including the consolidated copy of the City of Pickering District Plan prepared by the City Development Department and the original signed District Plan adopted by Council and approved by the Region of Durham. Low C+1 P P P D-2200- 001 Compendium Records relating to the preparation of the Official Plan Compendium that provide a more detailed land use plan than the Official Plan Low C+1 P P P D-3000- 001 Development Applications & Amendments – General Records relating to developments which cannot be classified elsewhere. Low C+1 5 C+6 D D-3100- 001 Official Plan Amendments Records relating to applications to amend the Official Plan, including development applications necessary to execute the amendment. T=Amendment application file closed Medium T+1 49 T+50 D - 100 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 27 D-3200- 001 Draft Plan of Subdivisions Records relating to applications for draft plan of subdivision including application, background reports, staff reports, draft plan conditions, resolutions and approvals. Records include any related applications including zoning amendments, local and/or Regional Official Plan Amendment. T=Application for draft plan of subdivision closed Medium T+1 49 T+50 D D-3300- 001 Zoning By-law Amendments Records relating to applications to amend a Zoning By-law to execute rezoning. T=Zoning By-law amendment application file closed Medium T+1 29 T+30 D D-3400- 001 Condominiums Records relating to applications for condominiums, including applications, background reports, staff reports draft plan conditions, resolutions and approvals. Records include related applications including zoning amendments, local and/or Regional Official Plan Amendment. May contain copies of Condominium agreement. T=Application for condominiums file closed Medium T+1 49 T+50 D D-3500- 001 Consent/Severances (Land Division) Records relating to the severance and other consents of individual parcels of land, including applications, surveys, decisions, clearance letters, deed page and copies of OLT order. T=OLT decision issued Medium T+1 49 T+50 D - 101 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 28 D-3600- 001 Crown Rights Records relating to the Memorandum of Understanding between the Province of Ontario, the Region of Durham and the City of Pickering regarding the severance of individual parcels of land, including applications, surveys, decisions, and clearance letters. T=Memorandum of Understanding issued Low T+1 49 T+50 D D-3700- 001 Variances (Committee of Adjustment) Records relating to applications to the Committee of Adjustment for a variance to the Zoning By-law, including application, correspondence, reports, minutes and decisions. T=Committee of Adjustment decision issued Medium T+1 19 T+20 D D-3710- 001 Decisions of Committee of Adjustment Committee of Adjustment decisions. Low C+1 P P P D-3800- 001 Ministers Zoning Order Records relating to applications and reports to Council regarding applications from the Ministry of Municipal Affairs and Housing for amendments to a Provincial Zoning Order. T=Application to amend a Provincial Zoning Order file closed Low T+1 19 T+20 D D-3810- 001 Ministers Zoning Order Regulations Regulation from applications submitted by the Ministry of Municipal Affairs and Housing for amendments to a Provincial Zoning Order. Low C+1 P P P - 102 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 29 D-3900- 001 Site Plans Records relating to approvals regarding the layout of buildings and locations and provisions of services to individual properties. May contain copies of site plan agreements. T = Security released or application denied P = Copies of agreements and signed plans are retained permanently under L-4100 Legal Documents Medium T+1 14 T+15 D D-4000- 001 Development Services – General Records relating to Development Control that cannot be classified elsewhere. Low C+1 5 C+6 D D-4010- 001 Pool Enclosures Permits Records relating to Pool Enclosure Permits that cannot be classified elsewhere. Medium C+1 5 C+6 D D-4100- 001 Subdivision Agreements Records associated with the control of registered and unregistered subdivision agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Subdivision agreement approved/denied Medium T+1 49 T+50 D D-4200- 001 Development Agreements Records associated with the control of registered and unregistered development agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Development agreement approved/denied Medium T+1 49 T+50 D - 103 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 30 D-4300- 001 Site Plan Agreements Records associated with the control of registered and unregistered site plan agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Site plan agreement approved/denied Medium T+1 49 T+50 D D-4400- 001 Land Division Records associated with the control of registered and unregistered land division agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Land division agreement approved/denied Medium T+1 49 T+50 D D-4500- 001 Refundable Deposits Records relating to deposits submitted as part of the development application process. Records include security back up; correspondence, photographs, and final refund records. T=Development application approved/denied Medium T+1 P P P D-4600- 001 Plans Records relating to scrolled paper plans and Mylar plans as part of the development application process. Paper plans are discarded and Mylar plans are retained permanently. Medium C+1 P P P D-4700- 001 Sewer Videos Records relating to videos of sewers once development has been completed. Low C+1 19 C+20 D - 104 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 31 D-5000- 001 Building, General Records relating to building, plumbing and permits that cannot be classified elsewhere. Low C+1 5 C+6 D D-5100- 001 Building & Plumbing Permits Records relating to building and plumbing permits. This record series may include applications, drawings, forms, inspection reports, orders and enforcement. Medium C+1 P P P D-5110- 001 Fire Prevention Permits Records relating to schematic diagrams/drawings of fire emergency systems for major commercial buildings, schools, churches, community centres and city owned facilities. This record series may include Building Permit Application or Property Information, site servicing, hydrants, water supply lines, fire department connections, etc. Medium C+1 P P P D-5200- 001 Building Permit Statistics Reports Records relating to but not limited to monthly status reports, correspondence and reports regarding building activities. Low C+1 9 C+10 D D-5300- 001 Building Documentation/Form s Records relating to Building Services standard forms. Low S N/A S D D-5400- 001 Geotechnical Reports Records relating to soil information for various locations in Pickering. Low C+1 P P P D-5500- 001 Certified Model Information Records related to pre-certification associated with, and in advance. Low S N/A S D D-5600- 001 Builders (Subdivision) Records relating to subdivision documentation, excluding agreements. Medium C+1 9 C+10 D - 105 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 32 D-6000- 001 Subdivision Control Records Records relating to the tracking of a development process. Files are opened for every registered plan, concession and range. (Examples of subcategories that may be created for this classification.) - 002 Control (records pertaining to zoning, site plan and architectural drawings, and tree preservation plans.) - 003 Lawyers letter (includes a copy of survey and responses which are out of the ordinary.) - 004 Part Lot Control Medium C+1 P P P D-7000- 001 Sustainable Pickering – General Records relating to the Sustainable Pickering program that cannot be classified elsewhere. Medium C+1 5 C+6 D D-7001- 001 Programs & Special Project Records relating to studies, research, and general education and awareness, in support of sustainability planning and activities. Medium C+1 5 C+6 D D-7002- 001 Events Records relating to events, and associated promotion and marketing, for corporate and community sustainability engagement. Medium C+1 5 C+6 D D-7003- 001 Advertising & Promotion Records relating to Sustainable Pickering corporate and community advertising and promotional channels, including paid media, eNewsletters, and more. Low C+1 5 C+6 D D-8000- 001 Environmental Planning Records relating to environmental planning which cannot be classified elsewhere. Records include studies and reports related to the monitoring of environmental policies and regulations and long-range planning. Low C+1 34 C+35 D - 106 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 33 D-8100- 001 Creeks & Watersheds Records relating to creeks and watersheds which cannot be classified elsewhere. Records may include watershed studies, remediation plans, studies/reports by outside agencies and correspondence for watershed and sub-watershed plans, environmental master drainage plans and storm water specific to the Creek. (Examples of sub categories that may be created for this classification.) - 002 Duffins Creek - 003 Petticoat Creek Low C+1 34 C+35 D D-8200- 001 Floodplain & Stormwater Management Records relating to flood plains and stormwater management. Low C+1 34 C+35 D D-8300- 001 Natural Heritage Features Records relating to natural heritage features which cannot be classified elsewhere. Low C+1 34 C+35 D D-8310- 001 Oak Ridge Moraine Records relating to the Oak Ridges Moraine. Low C+1 34 C+35 D D-8320- 001 Environmentally Significant Areas Records relating to areas within the City of Pickering which are environmentally significant. Low C+1 34 C+35 D D-8330- 001 Areas of Natural & Scientific Interest Records relating to areas within the City of Pickering which are of natural and/or scientific interest. Low C+1 34 C+35 D D-8340- 001 Wetlands Records relating to wetlands within the City of Pickering. Low C+1 34 C+35 D D-8350- 001 Lake Iroquois Shoreline Records relating to the Lake Iroquois Shoreline. Low C+1 34 C+35 D D-8360- 001 Woodlands Records relating to the woodlands. Low C+1 34 C+35 D D-8370- 001 Rouge Duffins Wildlife Corridor Records relating to the Rouge Duffins Wildlife Corridor. Low C+1 34 C+35 D - 107 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 34 D-8400- 001 Lake Ontario Shoreline Records relating to the Lake Ontario Shoreline. Excludes: Waterfront operations, activities and events. Low C+1 34 C+35 D D-8500- 001 Brownfields Records relating to Brownfields. Low C+1 39 C+40 D D-8600- 001 Contaminated Soils/Soil Investigations Records relating to the identification, investigation and clean-up requirements of potentially contaminated soils. Record series could include correspondence, consultant reports and clean-up requirements. Low C+1 P P P D-8700- 001 Noise and Vibration Records relating to noise and vibration matters in the development approval process. Low C+1 9 C+10 D D-9000- 001 Mapping Services – General Records relating to mapping services that cannot be classified elsewhere. Low C+1 9 C+10 D D-9100- 001 Photography Records of aerial photographs of the City and prints of various sizes as well as 35 mm slides. Low C+1 P P P D-9200- 001 Surveys Registered plans of surveys for roadways, expropriation plans, D Plans. Surveys have been done by Province, Federal Government, and MPAC. Low C+1 P P P D-9300- 001 40R Plans Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information. Originals retained by Land Registry Office (LRO). Medium C+1 P P P D-9400- 001 40M Plan Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information. Originals retained by Land Registry Office (LRO). Medium C+1 P P P - 108 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 35 D-9500- 001 Mapping Computer generated maps via CAD or geographical information systems software of different thematic design. Medium S N/A S D D-9600- 001 Municipal Addressing Records relating to municipal addresses. Low C+1 P P P D-9610- 001 Street Names - General Records relating to correspondence with regards to street naming. Low C+1 19 C+20 D D-9620- 001 Street Name Listings Records relating to a listing of proposed street names. Low S N/A S D - 109 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 36 Finance F-1000- 001 Finance – General Includes records relating to finance management in general that cannot be classified elsewhere. Use only when no other heading is applicable. Low C+1 5 C+6 D F-1100- 001 Letters of Credit Records relating to letters of credit extended to developers for subdivision and site plan applications. T= Cancellation of letter of credit. Medium T+1 5 T+6 D F-1200- 001 Fixed Assets Records relating to fixed assets including supporting documentation to initial expenditure, depreciation, amortization and disposal. T = Disposal of asset Low T+1 5 T+6 D F-1300- 001 Capital Projects Records related to large capital budgeted and funded projects. T=Completion of capital project Low T+1 5 T+6 D F-2000- 001 Budgets - General Records relating to budgets in general that cannot be classified elsewhere. Low C+1 5 C+6 D F-2010- 001 Current Budget – General Records relating to the Operating Budget which cannot be classified elsewhere. Includes cost control reports and correspondence regarding requests for financial assistance. Low C+1 5 C+6 D F-2020- 001 Current Budget – Approved Final Budget document as approved by Council. Low C+1 P P P F-2030- 001 Current Budget – Supporting Documentation Records relating to approved Corporate Current budget including correspondence, working papers, department submissions (operating, program capital, and salary schedules). Medium C+1 10 C+11 D - 110 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 37 F-2040- 001 General Government Budget – Supporting Documentation Records relating to approved General Government budget including correspondence, working papers, and department submissions. Low C+1 10 C+11 D F-2050- 001 Capital Budget - General Records relating to the Capital budget which cannot be classified elsewhere. Low C+1 5 C+6 D F-2060- 001 Capital Budget – Approved Final Capital budget document as approved by Council Low C+1 P P P F-2070- 001 Capital Budget – Supporting Documentation Records relating to approved Corporate Capital budget including correspondence, working papers, and department submissions. Low C+1 10 C+11 D F-2200- 001 Debentures Records related to debentures including debenture financing and sinking fund or instalment debentures. T = Debenture end date. Medium T+1 5 T+6 D F-2210- 001 Debentures Registry Records relating to the recording of purchases of debentures, maturity dates and other pertinent information. This record series may include all records relating to the debenture registry, including memoranda of transfers, certificates of ownership, authorities of corporations, and supporting documentation. T = maturity date Medium T+1 19 T+20 D F-2300- 001 Strategic Financial Plan Records relating to the development and final approved Strategic Financial plan. Record series includes correspondence, working papers, departmental submissions, etc. Low S N/A S D - 111 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 38 F-2400- 001 Risk and Loss Management Records relating to managing risk and loss through risk financing (insurance and reserve funds) and loss control (prevention and mitigation programs). Includes risk assessments, audits, recommendations, correspondence, program and training issues. Low S N/A S D F-3000- 001 Insurance – General Records relating to general insurance correspondence, which cannot be classified elsewhere. Medium C+1 5 C+6 D F-3010- 001 Insurance Records Records relating to original insurance liability policies. This record series may include original policy, agents, adjusters and premiums. Medium S N/A S D F-3020- 001 Insurance Certificates Copies of Insurance Certificates provided to the City by any service provider conducting work for the City. Includes supporting documentation, certificates from parties renting City property, copies of Certificates of Corporate Liability Policies which are supplied to outside parties. T = Expiry Date of Certificate Medium T+1 5 T+6 D F-3030- 001 Insurance Claims Records relating to documentation of claims and actions taken upon receipt of claims to allow for the issuance of funds or statements of non-liability, or an incident that may result in a claim. Includes supporting documentation and correspondence. T = Resolution of claim Medium T+1 5 T+6 D F-3040- 001 Deductible Payments – Documentation/Invoi ces Includes all records relating to any third party Deductible payments. Includes correspondence, record of payment and any other supporting Medium C+1 5 C+6 D - 112 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 39 documentation relative to the payment. F-3200- 001 General Ledger Comprehensive annual general ledger of all transactions posted to the general ledger. Also includes final trial balance. Medium C+1 P P P F-3210- 001 General Ledger Account Reconciliations Includes individual files for certain asset, liability, revenue and expense accounts which include reconciliations or additional information to explain transactions. Medium C+1 5 C+6 D F-3211- 001 Accounting – General Records related to accounting that cannot be classified elsewhere. Medium C+1 5 C+6 D F-3300- 001 Financial Statements Records include financial statements and year-end working papers supporting audited financial statements. Includes balance sheet, income statements, financial statements and auditors report. Low C+1 P P P F-3310- 001 Financial Information Return Includes the annual Financial Information Return and supporting working papers. Low C+1 5 C+6 D F-3320- 001 Year End Records relating to the year-end closing of the books and records for the City, which includes various working papers, schedules and reports. May include schedules pertaining to other annual reporting requirements. Low C+1 5 C+6 D F-3400- 001 Performance Measures Includes annual reporting and supporting working papers. Low C+1 5 C+6 D F-3500- 001 Journal Entries Records include completed journal entry forms and all background documentation used to substantiate journal entries. Low C+1 P P P - 113 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 40 F-3600- 001 Bank Reconciliations/State ments Records include bank reconciliation working papers and bank statements for general and investment accounts. Also includes returned cheques from the bank. Medium C+1 5 C+6 D F-3700- 001 Investments Records relating to the investments of the municipality includes correspondence, confirmation certificates, bank transfers, and supporting documentation. Also includes reference materials and the investment policy. T = Maturity Date High T+1 5 T+6 D F-3800- 001 Sales Tax Records relating to individual quarterly filings as well as a copy of the original return as filed and any supporting documents. May include correspondence on interpretations and rulings. High C+1 5 C+6 D F-3900- 001 Cash Reports (Non Tax or A/R) Records relating to daily cash transactions. Includes batch listings retained in binders by batch # and cashier reports including actual receipts indicating payee and GL Account Number, which are filed by month and by date, and daily cash reports from facilities. Excludes: Cash receipts for Tax payments and A/R transactions. Medium C+1 5 C+6 D F-4000- 001 Accounts Payable Records relating to Accounts Payable in general. Includes records relating to the accounts payable function in general that cannot be classified elsewhere. Low C+1 5 C+6 D - 114 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 41 F-4010- 001 Vendor Files Records relating to accounts payable and include invoices and cheque copies, purchase orders, cheque requisitions, receiving reports, and other background information. Medium C+1 5 C+6 D F-4020- 001 Input Batches Records include the batch report which is used to balance against the invoices, filed in batch number order. Medium C+1 5 C+6 D F-4030- 001 Cheque Run Reports Records include reports generated relative to each cheque run. Reports include but are not limited to the Cheque Retrieval listings and the Cheque Listing. Filed in batch number order. Medium C+1 5 C+6 D F-4040- 001 A/P Adjustments Cancelled Cheques Records include Accounts Payable Reports and supporting documentation. Reports include, but not limited to, the Cancelled Cheque Listing and the Adjustment Reports. Filed in batch number order. Medium C+1 5 C+6 D F-4100- 001 Payroll – General Records relating to the administration of payroll services for the municipality. High C+1 5 C+6 D F-4110- 001 Payroll Register Records relating to each employee’s payroll history. Hours deductions, basic and net payare recorded and filed in a binder by pay period and year and sorted by department/branch. Also includes a master control register which provides year to date (YTD) data. High C+1 5 C+6 D F-4120- 001 Payroll Employee Files Payroll history supporting documentation. Including original Action Notices, TD1 form, banking details and change of address. A separate file is retained for each High T+1 39 T+40 D - 115 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 42 employee and arranged alphabetically by surname. T=Termination or retirement of employee F-4130- 001 T4’S Annual printout of employee T’4s. Includes year-end reconciliations and manually amended T4’s. High C+1 5 C+6 D F-4140- 001 Payroll Time Sheets Records associated with the individual time entry by employees into the payroll system. High C+1 4 C+5 D F-4150- 001 Pension Financial Reporting Records relating to pension remittances, leave/part-time calculations and annual reporting requirements. High C+1 5 C+6 D F- 4160- 001 Benefit Remittances Records relating to monthly remittances. High C+1 5 C+6 D F-4170- 001 Employee Payroll Calculations – General Records relating to various payroll calculations and general correspondence. High C+1 5 C+6 D F-4200- 001 Tax Revenue - General Records relating to tax revenue in general, including calculations, which cannot be classified elsewhere. Includes merge reports, returned mail, ad samples, MPAC street index, and equipment correspondence. High C+1 5 C+6 D F-4210- 001 Tax Registrations A permanent record of accounts registered with the Registry Office/Land Titles Division for Tax Sale includes tax sale extension agreements. High C+1 P P P F-4220- 001 Tax Certificates Records relating to letters from lawyers requesting tax certificates. High C+1 5 C+6 D - 116 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 43 F-4230- 001 Tax Account Changes Records relating to change of ownership information, mailing address changes, mortgage company changes and MPAC sales listings. High C+1 5 C+6 D F-4250- 001 Tax Apportionment Reports generated once per year, regarding Land Division / Severance where alterations to the Assessment Rolls are required. High C+1 5 C+6 D F-4260- 001 Payment In Lieu of Taxes Records relating to those who make payments to the City in lieu of taxes. High C+1 14 C+15 D F-4300- 001 Assessment/Tax Rolls/Tax Registration Original assessment rolls and tax collector’s rolls for the City of Pickering. High C+1 P P P F-4320- 001 Assessment Changes – Commercial/Industria l/Multi Residential Records regarding complex changes in assessment due to capping and clawbacks. High C+1 5 C+6 D F-4400- 001 Assessment Review Board – General Records relating to the Assessment Review Board. (Examples of sub categories that may be created for this classification.) - 002 Notice of Hearings - 003 Notice of Decisions - Withdrawn Medium C+1 5 C+6 D F-4410- 001 Cancellation, Reductions and Refund Write Offs Records relating to cancellation, reduction and refund of taxes and the process of assessment review and the journal entry binder. Including applications, write-offs, notice of decision, hearings, and reconsideration. (Examples of sub categories that may be created for this classification.) - 002 Write Off Applications - 003 WTX Journals High C+1 5 C+6 D - 117 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 44 F-4500- 001 Local Improvement Records relating to Local Improvements indexing rates, correspondence and petitions for work. Records include project details, notice to taxpayers and listing of all assessment roll numbers affected. Low C+1 P P P F-4600- 001 Tax Payments Records relating to tax payments. (Examples of subcategories that may be created for this classification.) - 002 Payment stubs maintained in daily batch order - 003 Pay Journals - 004 Balance Adjustment Journals - 005 Post Dated Cheque listings - 006 Post Dated Entry Listing - 007 Mortgage Payments High C+1 5 C+6 D F-4610- 00 Pre-Authorized Tax Payments Records relating to pre-authorized tax payments including application forms T=Termination of pre-authorized payment plan High T+1 5 T+6 D F-4620- 001 Tax Month-End Reports Month-end reports generated regarding Tax Payments including penalties, status of accounts in arrears and the A/R & GL reports. High C+1 5 C+6 D F-4630- 001 Year End Outstanding Lists Reports generated through the Tax system. High C+1 5 C+6 D F-4650- 001 Levies Records relating to levies including calculations and development charges. (Examples of sub categories that may be created for this classification.) - 002 Vacancy Rebate Applications - 003 Accomodation Tax High C+1 5 C+6 D F-4660- 001 Tax Collections Records relating to tax arrears which include collection letters. High C+1 5 C+6 D - 118 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 45 F-4670- 001 Tax Liens Records relating to liens placed on tax accounts due to non payment of utilities and enforcement matters. (Examples of sub categories that may be created for this classification.) - 002 Snow Removal - 003 Clean & Clear Enforcement - 004 Hydro Arrears - 005 Water Arrears High C+1 5 C+6 D F-4700- 001 Account Receivables Records relating to Accounts Receivable in general that are not classified elsewhere. Low C+1 5 C+6 D F-4710- 001 Outstanding Account Receivables Listing Records relating to monthly reports generated through the Accounts Receivables system, which identifies the status off all outstanding accounts. Medium C+1 5 C+6 D F-4720- 001 Invoice Batches Records relating to invoice batches, requisition supporting documentation, and batch listing per each invoice batch. Filed in binders in sequential order. Medium C+1 5 C+6 D F-4730- 001 A/R Cash Receipts Records relating to daily revenue transactions for Accounts Receivable transactions only. Includes batch listings which are retained in binders by batch # and the actual receipts which are filed by month and by date. Excludes: Cash receipts for other transactions. Medium C+1 5 C+6 D F-4740- 001 A/R Write Offs/Adjustments Records containing batch listings and supporting documentation for adjustments and accounts no longer collectable. Includes interest write- offs. Filed in date order. Medium C+1 5 C+6 D - 119 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 46 F-4800- 001 Grants and Subsidies Records relating to the receipt or provision of monies by means of acquiring or issuing grants and subsidies. This file series may include all grant applications, correspondence, grant revenue information, and other related documents and records for the municipality. Medium C+1 5 C+6 D F-4900- 001 Long-Term Capital Projects Records relating to Capital Projects which are defined as “long-term” projects. Records include correspondence, schedules and minutes regarding contract approval, tendering and analysis relating to each capital project and projects for consideration in the Government Funding programs including claims submitted for reimbursement. T = Completion of project Low T+1 5 T+6 D F-4910- 001 Reserves, Reserve Funds and Trusts Records relating to reserves and reserve funds and trust accounts including copies of any motions related to the account, monthly interest distribution working papers, regular analysis of funds, schedules showing balance and commitments. T=Closing of reserve fund / account. Medium T+1 5 T+6 D F-4920- 001 Development Charges Records relating to Development Charges including detailed back-up of monthly summaries regarding collections and distributions. Medium C+1 5 C+6 D F-5000- 001 Purchasing - General Records relating to purchasing in general that are not classified elsewhere. Medium C+1 5 C+6 D - 120 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 47 F-5010- 001 Supplier Applications Records relating to suppliers of goods and services. May include information about the goods and services, price lists and promotional material. Medium S N/A S D F-5030- 001 Specialty Print and Promotions Records include background information for special type of orders that are not purchased on a regular basis. Records valued for reference and to reduce research time for similar future purchases. Low 2 N/A 2 D F-5100- 001 Purchase Orders Records relating to purchase orders for the purchase of goods and services showing confirmation of an order. Medium C+1 5 C+6 D F-5110- 001 Blanket Purchase Orders Records relating to blanket purchase orders including back-up material. Files arranged by Purchase Order # and may include a copy of the pricing page of the original quote. T = Expiry of term Medium T+1 1 T+2 D F-5300- 001 Formal Quotations Records include documentation regarding the quotation call, original quotation submissions and any correspondence relating to the quotation call. Medium C+1 5 C+6 D F-5400- 001 Tenders Records include documentation regarding the tendering call, original tendering documents, bid submissions and any correspondence relating to the tendering call. Series includes any tenders issued through a co- operative bidding process. Medium C+1 5 C+6 D F-6000- 001 Audit - General Records related to auditing that cannot be classified elsewhere. Use only if no other heading is applicable. Medium C+1 5 C+6 D - 121 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 48 F-6010- 001 Audit - Internal Records relating to monitoring the integrity of accounting and management controls of municipal programs. This record series may include audits, such as audit systems tests, and other financial and procedural audits. Medium C+1 5 C+6 D F-6020- 001 Audit - External Records relating to external auditor’s financial audit reports. Medium C+1 5 C+6 D - 122 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 49 Legal L-1000- 001 Law - General Records relating to legal matters not classified elsewhere. Low C+1 5 C+6 D L-1100- 001 Legislation & Regulations Records relating to acts, bills and regulations involving all levels of government. Low C+1 19 C+20 D L-1300- 001 Legal Opinions Records relating to legal opinions provided by the Solicitor for the City. High C+1 P P P L-2000- 001 By-laws – General Records relating to general correspondence regarding by-laws that cannot be classified elsewhere. Low C+1 5 C+6 D L-2100- 001 By-laws - Originals Original by-laws approved and signed by the Mayor and the Clerk (or designate). Low C+1 P P P L-2110- 001 Road Dedication By- laws Records relating to road dedication by-laws. Low C+1 5 C+6 D L-2120- 001 Part Lot Control By- laws Records relating to part lot control by- laws. Low C+1 5 C+6 D L-2200- 001 By-law Enforcement – General Records relating to by-law enforcement which cannot be classified elsewhere. High C+1 5 C+6 D L-2201- 001 Fence Variances Records relating to fence variance applications including the exemption document, letters of support, committee decisions, diagrams, photographs, surveys. High C+1 P P P L-2210- 001 Property Standards - General Records relating to general correspondence regarding property standards complaints/issues which cannot be classified elsewhere. (Example of subcategories that may be created for this classification.) - 002 Graffiti - 003 Eyes on the Street High C+1 5 C+6 D - 123 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 50 L-2220- 001 Parking – General Records relating to general correspondence regarding parking complaints/issues. (Examples of subcategories that may be created for this classification.) - 002 CRPD Listings - 003 CRC Listing - 004 MTO/ARIS Order Product - 005 Vehicle Impounds High C+1 9 C+10 D L-2230- 001 Paid Parking Tickets Paid parking tickets. T = Payment of fine. High T+1 1 T+2 D L-2240- 001 Cancelled/Withdrawn /Dismissed Parking Tickets Parking tickets which have been cancelled, withdrawn, dismissed, acquitted or where the conviction has been struck. High 1 N/A 1 D L-2250- 001 Officer Notebooks Inspection and activity notebooks. T=Complaint file closed High T+1 5 T+6 D L-2300- 001 Business Licences – General Records relating to business licensing. (Examples of subcategories that may be created for this classification.) - 002 Body Rub Parlours/Attendants - 003 Home Based Businesses - 004 Carnival/Parades/Fairs Medium C+1 5 C+6 D L-2310- 001 Animal Licences Records relating to the licensing of dogs and cats. (Examples of subcategories that may be created for this classification.) - 002 Dogs - 003 Cats High 2 N/A 2 D L-2320- 001 Lottery – General Records relating to lotteries not classified elsewhere. Low C+1 5 C+6 D L-2321- 001 Charity History File Records relating to the eligibility requirements for organizations/charities applying for lottery licenses. Medium T+1 5 T+6 D - 124 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 51 T=Organization no longer conducts lottery events L-2322- 001 Bingo Licences Records related to Bingo licences issued to approved organizations/charities, including application, bingo licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2323- 001 Raffle Licences Records related to Raffle licences issued to approved organizations/charities, including application, raffle licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2324- 001 Break Open ticket Licences Records related to Break Open Ticket licences issued to approved organizations/charities, including application, break open ticket licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2325- 001 Bazaar Licences Records related to Bazaar licences issued to approved organizations/charities, including application, bazaar licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2330- 001 Taxicabs – General Records relating to the taxicab industry which cannot be classified elsewhere. Medium C+1 5 C+6 D L-2331- 001 Taxicab Drivers Records relating to the licensing of taxicab drivers, including application forms, criminal information reports, photograph of applicant and letters pertaining to eligibility. High C+1 5 C+6 D - 125 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 52 L-2332- 001 Taxicab Plate Owners Records include applications, certificates of insurance, ownership, safety standards certificate and copies of complaints. High S N/A S D L-2333- 001 Taxicab Brokers Records relating to the licensing of taxicab brokers, including applications, business name/registration pertaining to eligibility. T=Application approved/denied High T+1 5 T+6 D L-2334- 001 Taxicab Plate Eligibility List Records include names of persons who have applied for taxicab plate owners’ licenses. High C+1 P P P L-2340- 001 Sign Licences Records include sign permit applications, copy of permit and any supporting documentation and correspondence. High C+1 5 C+6 D L-2341- 001 Sign Permits – Portable Records include portable sign permit applications, copy of permit and any supporting documentation and correspondence. High C+1 N/A C+1 D L-2360- 001 Tree Preservation Records relating to the Region of Durham’s Tree Preservation By-law and the City of Pickering’s Tree Protection By-law, including applications to fell trees, copies of permits and any supporting documentation/correspondence. Medium C+1 5 C+6 D L-2400- 001 Animal Enforcement – General Records relating to the enforcement of Animal By-laws (Examples of subcategories that may be created for this classification.) - 002 Tickets/Charges - 003 Orders High C+1 P P P L-3000- 001 Courts – General Records relating to courts that cannot be classified elsewhere. High C+1 5 C+6 D - 126 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 53 L-3010- 001 Prosecutions Records relating to prosecution resulting from violation of by-laws. T=Final court decision High T+1 6 T+7 D L-3020- 001 Litigation Records relating to litigation claims made against the municipality or the municipality against another party. This record series may include settlements, hearing transcripts and court decisions. T=Final court decision High T+1 5 T+6 D L-3030- 001 Small Claims Records relating to small claims court actions. T=Final court decision High T+1 5 T+6 D L-3200- 001 Appeals and Hearings – Ontario Land Tribunal Records relating to appeals, hearings and decisions from legal proceedings, documentation and transcripts. This record series may include appeals regarding zoning, official plans, Committee of Adjustment and regulatory bodies and boards orders. High C+1 P P P L-4100- 001 Legal Documents Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates) or by a Department Head. (Examples of sub categories that may be created for this classification.) - 002 Agreements - 003 Contracts - 004 Easements - 005 Lease Agreements Low C+1 P P P L-4110- 001 Noise Agreement Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P - 127 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 54 L-4120- 001 Release of Agreements Records relating to release of legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P L-4600- 001 City Property – General Records relating to city property that cannot be classified elsewhere. Low C+1 5 C+6 D L-4610- 001 Land Acquisitions and Sales Records relating to the transactions of land through buying, selling and leasing. The record series may include agreements of purchase and sale, appraisals, leases, deeds, certificates of registration and notices of applications for approval to expropriate land. (Examples of sub categories that may be created for this classification.) - 002 Purchase - 003 Sales/ Transfer - 004 Expropriation - 005 Land Exchanges - 006 Leases T=Land transaction completed High T+1 20 T+21 D L-4620- 001 Easements Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P L-4630- 001 Leases/Licenses Records relating to legal documents (leases entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or designates). Low C+1 P P P - 128 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 55 L-4640- 001 Right of Re-Entry Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P - 129 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 56 Operations O-1000- 001 Engineering Services – General Records relating to Engineering Services which cannot be classified elsewhere. Low C+1 5 C+6 D O-1100- 001 Equipment Management Records relating to works equipment. This records series may include purchase, maintenance, registration, warranties and disposal/replacement records. Low C+1 5 C+6 D O-1130- 001 Fleet Management Records relating to vehicles that the municipality leases, owns and operates. Record series may include maintenance records, registrations, vehicle histories, warranties, and disposal of vehicle records. T=Vehicle no longer in use Low T+1 1 T+2 D O-1200- 001 Works Yard/Depots – General Records relating to general correspondence regarding the works yard and depots. Low C+1 5 C+6 D O-1300- 001 Works Projects Records relating to pre-contract records and background information on capital projects leading up to a contract. T=Termination/completion of contract Medium T+1 1 T+2 D O-2000- 001 Roads – General Records relating to roads and highways within the City that cannot be classified elsewhere. Low C+1 5 C+6 D - 130 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 57 O-2010- 001 Roads Maintenance Records relating to the inspection, maintenance, repairs and cleaning of roads. (Example of subcategories that may be created for this classification.) - 002 Roadside Maintenance (mowing and removal of debris) - 003 Surface Maintenance (sweeping, flushing, repairs, resurfacing, sealing and replacement) Low C+1 5 C+6 D O-2020- 001 Roads Construction Records relating to road construction. Use only if no other heading is applicable. Low C+1 9 C+10 D O-2030- 001 Bridges and Culverts Records relating to installation, condition, maintenance and repair of bridges and culverts. * Inventories retained until structure is replaced. Medium C+1 19 C+20 D O-2040- 001 Winter Control Records relating to ploughing, salting and sanding of roads and sidewalks according to Council approved standards and the Snow Clearing Program as well as records of snow removal and disposal. (Example of subcategories that may be created for this classification.) - 002 Snow Clearing Program Low C+1 5 C+6 D O-2200- 001 Safety Devices Records relating to traffic safety devices which cannot be classified elsewhere. Low C+1 5 C+6 D O-2210- 001 Warning Signs Records relating to warning signs. Low C+1 9 C+10 D O-2220- 001 Railway Crossing Records relating to railway crossings. Low C+1 P P P O-2230- 001 Guide Rails Records relating to guide rails. Low C+1 9 C+10 D - 131 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 58 O-2240- 001 Crosswalk/Crossover Records relating to crosswalks and crossovers. Low C+1 9 C+10 D O-2300- 001 Roads – Capital Works Records relating to cost comparisons of road works. Medium C+1 14 C+15 D O-2320- 001 Roads – Surveys Records relating to all types of road surveys such as legal road surveys, property surveys, control surveys, field notes and survey field books. T=Completion of survey Medium T+1 24 T+25 D O-2330- 001 Roads – Reports Records relating to statistical reports relative to roads that cannot be classified elsewhere. Low C+1 5 C+6 D O-2340- 001 Roads – Accident Statistics Records associated with statistics reporting of accidents concerning emergency services and traffic. Low C+1 P P P O-2400- 001 Traffic Records relating to the flow of traffic on roads. (Examples of subcategories that may be created for this classification.) - 002 Traffic Signals - 003 Road Watch - 004 Intersection drawings - 005 Traffic reports - 006 Speed limits and bumps - 007 Accident statistics - 008 Load restrictions Low C+1 5 C+6 D O-2410- 001 Curb Cut Permits Records relating to curb cut permits including applications and correspondence. Medium 2 N/A 2 D O-2420- 001 Road Occupancy Permits Records relating to issuing road occupancy permits and also includes moving permits. Medium 2 N/A 2 D O-2430- 001 Newspaper Vending Box Permits Records relating to newspaper vending box permits. Medium 2 N/A 2 D - 132 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 59 O-2500- 001 Engineering – General Records relating to engineering that are not classified elsewhere. Low C+1 5 C+6 D O-2510- 001 Design Standards Records include models on which designs are based. (Examples of subcategories that may be created for this classification.) - 002 Design Criteria Low S N/A S D O-2530- 001 Road Inventories/Studies Records relating to road inventories and studies that are not classified elsewhere. T=Completion of road study Low T+1 5 T+6 D O-2540- 001 Road Needs Study Records relating to road needs study categorizing road reconstruction priorities. (e.g. "now", "10 years", etc.) Low S+1 6 S+7 D O-2550- 001 Road Cost Study Records relating to the analysis of road reconstruction versus overlay. Low C+1 5 C+6 D O-2560- 001 Status of Roads Records relating to the status of roads assumed or unassumed by the City. Low C+1 5 C+6 D O-3000- 001 Works – General Records relating to works that cannot be classified elsewhere. Low C+1 5 C+6 D O-3100- 001 Sidewalks Records relating to sidewalk repair, restoration, and sidewalk ramps. Low C+1 5 C+6 D O-4000- 001 Subdivision Servicing – General Records relating to services and provision of services in subdivisions. Low C+1 9 C+10 D O-5100- 001 Signs Records relating to the manufacture and installation of all signs including stop signs, parks signs, arrow signs, road markings, street name signs and service club signs. Low C+1 5 C+6 D - 133 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 60 O-5200- 001 Utilities – General Records relating to general correspondence for utilities that cannot be classified elsewhere. (Examples of subcategories that may be created for this classification.) - 002 Hydro Low C+1 5 C+6 D O-5260- 001 Ontario Power Generation Records relating to Ontario Power Generation. Low C+1 5 C+6 D O-5300- 001 School Crossing Assistance Program Records relating to the school crossing program whether it involves Adult Crossing Guards employed by the City or school patrol done by the students. Low C+1 5 C+6 D O-6000- 001 Water Control Records relating to installations, plans, inspections, breakage and repair reports, control usage reports, meter installation and reports, special tests and complaints. This record series may include construction and water main failure work reports. T=Completion of report Medium T+1 14 T+15 D O-6600- 001 Drainage Records relating to the policy and procedures, design, construction, maintenance and management of drains and drainage systems. This record series may include assessments, claims, specifications engineering drawings and reports, permit applications, by-laws, grants, and erosion reports. Medium C+1 5 C+6 D O-6700- 001 Lot Grading Records relating to lot grading. Low C+1 19 C+20 D O-6800- 001 Storm Sewers Records relating to the design, construction and management of storm sewers. Low C+1 P P P - 134 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 61 O-7000- 001 Waste Management Records relating to waste management planning, waste disposal, waste processing, environmental audits, and guidelines for recycling and composting sites and protocol for the development of sites. Low C+1 P P P O-7010- 001 Waste Disposal Sites Records relating to current and inactive/perpetual care sites, including inventory and mapping of former waste and industrial sites, reports, correspondence, drawings, plan, and lab results. Low C+1 P P P O-8000- 001 Building and Property Management – General Records relating to City owned property which cannot be classified elsewhere. Low C+1 5 C+6 D O-8100- 001 Parks & Open Space – General Records relating to Parks and Open Spaces which cannot be classified elsewhere. (Example of subcategories that may be created for this classification.) - 002 Commemorative Tree and Bench Program Low C+1 5 C+6 D O-8110- 001 Walkways & Trails Records relating to the management, maintenance and repairs, including correspondence and inventories of walkways and trails. Low C+1 5 C+6 D O-8120- 001 Playground Equipment Records relating to equipment repairs, replacement, upgrades and vandalism. Low C+1 5 C+6 D O-8130- 001 Arboriculture Records relating to tree removal, stump locations, planting, trimming, pruning, preservation, work orders and calls and records relating to horticulture, floral beautification and the downtown floral program. Low C+1 5 C+6 D - 135 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 62 O-8140- 001 Grounds Maintenance Records relating to grass cutting, turf maintenance, ball diamond screening, and litter pick-up. Low C+1 5 C+6 D O-8200- 001 Building & Facilities Operation Records relating to operations of the City’s buildings and facilities including correspondence relative to fees and agreements. Low C+1 5 C+6 D O-8230- 001 Work Orders Records relating to requisitions for maintenance work activities. Medium 2 N/A 2 D O-8240- 001 Systems Maintenance Records relating to correspondence dealing with maintenance systems at City facilities including ice temperatures and pool tests. Low 2 N/A 2 D O-8250- 001 Security Records relating to the security of offices, facilities, and properties such as facility floor plans. Also includes records relating to security passes and control of keys. Does not include Video Surveillance Footage. High S N/A S D O-8255- 001 Security Incident Reports Records relating to security incident reports at facilities, including security requests and logs resulting from a security incident. High C+1 5 C+6 D O-8260- 001 Security Video Surveillance Security Video Surveillance footage which has been accessed in accordance with the City's Video Surveillance Procedure. T = Completion of the investigation High T N/A T D O-8320- 001 Architectures/ Structures Records relating to envelope, roofing, waterproofing, sealing, designated / hazardous materials including correspondence and reports. A separate file is maintained for each facility. Low S N/A S D - 136 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 63 O-8330- 001 Mechanical/Electrical Records relating to plumbing, electrical, HVAC, elevators, life safety systems, and energy conservation including correspondence and reports. A separate file is maintained for each facility. Low S N/A S D O-8340- 001 Projects Records relating to projects relative to a specific location within the facility including correspondence, quotes and reports. T=Termination/completion of project Low T+1 5 T+6 D O-8350- 001 City Infrastructure Capital Projects Records relating to City Infrastructure capital projects, including project administration, project management, planning studies, design, drawings, tender procurement, construction, community engagement, and asset handover. A separate file is maintained for each project. T=Completion of Capital Project Medium T+1 74 T+75 D O-9000- 001 Environment & Pollution – General Includes records relating to the environment and pollution that cannot be classified elsewhere. Records may include copies of reports and correspondence. Low C+1 9 C+10 D O-9100- 001 Energy Management Includes records relating to energy management that cannot be classified elsewhere. Records may include copies of reports and correspondence. Low C+1 9 C+10 D - 137 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 64 Services S-1000- 001 Community Services – General Includes records relating to recreation and cultural services, programs and facilities available to the public which are not covered elsewhere in this section. Low C+1 5 C+6 D S-2000- 001 Services and Programs Records include information relating to the administration, scheduling and offering of programs, memberships and program registration. High 2 N/A 2 D S-2100- 001 Facility Permits Rental booking permits for all City owned buildings and facilities including boardrooms, halls, fields, ball diamonds and arenas. Medium 2 N/A 2 D S-3010- 001 Animal Services Records relating to animal control in the City of Pickering including inquiries and complaints. (Examples of subcategories that may be created for this classification.) - 002 Livestock Valuer - 003 Alternative Placement for Cats - 004 Animal Service Volunteers - 005 Microchip Records Medium C+1 5 C+6 D S-3011- 001 Pound Book Records from the Animal Services Shelter. Medium 2 N/A 2 D S-3012- 001 Animal Adoptions Records relating to the adoption of animals from the Animal Services Shelter. (Examples of subcategories that may be created for this classification.) - 002 Adoption Returns Medium C+1 5 C+6 D S-3020- 001 Senior Citizen Services Records relating to programs and activities organized through the Senior Citizens facilities owned by the City of Pickering. Medium C+1 5 C+6 D - 138 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 65 S-3040- 001 Waterfront Records relating to the waterfront of the City of Pickering. Low C+1 5 C+6 D S-3050- 001 Libraries Records relating to the administration, and the use and operation of public libraries maintained by the City of Pickering. Low C+1 5 C+6 D S-3060- 001 Museums and Art Galleries Records relating to the administration, use and operation of museums maintained by the City of Pickering. Low C+1 5 C+6 D S-4000- 001 Events & Organizations – General Includes records of organizations and events which cannot be classified elsewhere. Low C+1 5 C+6 D S-4100- 001 Organizations Includes Community and Ratepayers Associations, Kinsmen Clubs, Rotary Club, Scouts and Cubs, Y.W.C.A Medium C+1 5 C+6 D S-4210- 001 Proclamations Records relating to requests for proclamations. Low 2 N/A 2 D S-4220- 001 Awards Records relating to awards and includes correspondence and Council directives. Low 2 N/A 2 D S-4230- 001 Flag Raising Records relating to requests for flag raisings. Low 2 N/A 2 D S-4240- 001 Filming Records relating to filming on City owned property and private property within the City of Pickering Low C+1 5 C+6 D S-5000- 001 Fire, Safety, Protection, and Emergency Planning – General Includes records regarding fire, safety and protection which cannot be classified elsewhere. Medium C+1 5 C+6 D S-5010- 001 Fire Services Dispatch Reports Records relating to all calls made. High C+1 5 C+6 D S-5020- 001 Fire Services - Daily Station Reports Records relating to the daily log for each station’s activities. High C+1 5 C+6 D - 139 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 66 S-5040- 001 Fire Fighting Component Records relating to equipment. Including records relating to the purchasing procedures, justification, specifications, issue, testing, maintenance and repairs. (Examples of subcategories that may be created for this classification.) - 002 Vehicle tools - 003 Equipment inventory - 004 Personal protective clothing - 005 Breathing apparatus/breathing tanks - 006 Rescue equipment and vehicles Low C+1 5 C+6 D S-5100- 001 Fire Code Regulations Records relating to Fire Code Regulations. Low S N/A S D S-5110- 001 Fire Plans Schematic diagrams of fire emergency services for major commercial buildings, schools, churches, community centres and City owned facilities. Low S N/A S D S-5200- 001 Fire Code Inspections Includes inspections of businesses, building, institutions and homes to ensure fire safety practices are being met. T=Inspection file closed Medium T+1 5 T+6 D S-5210- 001 Institution Inspections Includes inspections of institutions to ensure fire safety practices are being met. T=Inspection file closed Medium T+1 5 T+6 D - 140 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 67 S-5300- 001 Fire Investigations Includes records relating to the investigation of individual fire incidents. File may include photographs of fire scene, witness statements, Ontario Fire Marshall Report from investigator, copy of fire departments response report, investigation records, notes and drawings. T=Investigation report completed High T+1 5 T+6 D S-5400- 001 Fire Safety & Prevention Programs (Public Awareness) Includes records relating to the development and delivery of fire safety and prevention programs. Also includes records relating to community education and fire safety awareness programs administered or sponsored by the fire department. Low C+1 5 C+6 D S-5500- 001 Hazardous Materials Reports associated with hazardous material incidents such as chemicals and substances that pose a health and safety hazard. T=Incident report completed Medium T+1 5 T+6 D S-5600- 001 Emergency Planning & Services Records relating to emergency measures planning and services provided by the municipality. This record series may include evacuee centres in the event of a disaster, provisions of service and emergency resources and contingency plans, including Pickering Nuclear Emergency plan used in the event of a nuclear disaster. Medium S N/A S D S-5610- 001 Emergency Management – Other Agencies/Teams Records relating to external agencies that have an impact on the City’s Community Emergency Program. Medium S N/A S D - 141 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 68 Includes Regional, Provincial, and Federal. S-5620- 001 Community Emergency Events Records relating to any Community Emergency Event that requires the implementation of any part of our community Emergency Management Program. Medium C+1 P P P S-5630- 001 Fire Hose & Hydrant Maintenance Records relating to the maintenance and routine inspection of fire hose, flushing of fire hydrants and sprinkler reports. This record series may include permits, reports and use statistics. T=Hose/Hydrant no longer in use Medium T+1 1 T+2 D - 142 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 69 Transportation T-1000- 001 Transportation – General Records relating to transportation operations, which cannot be classified elsewhere. Low C+1 5 C+6 D T-1100- 001 Transportation Studies Records relating to transportation studies. T=Transportation study completed Medium T+1 6 T+7 D T-2000- 001 Transportation Design & Planning In-house and external studies relating to the Planning of the City’s transportation network. Includes working papers, technical reports and plans. T=Completion of study Medium T+1 9 T+10 D T-2100- 001 Local Roads Records relating to the planning and design of local roads in the City. Low C+1 14 C+15 D T-2200- 001 Regional Roads Records relating to the planning and design of Regional roads in the City. Low C+1 14 C+15 D T-2300- 001 Provincial Roads In-house and external studies relating to the planning (e.g. expansion, widening) of Provincial roads including Highway 401 within the City. Includes working papers, technical reports and plans. Medium C+1 14 C+15 D T-2400- 001 Highway 407 In-house and external studies relating to the planning (i.e. expansion, extension of Highway 407 within the City). Includes working papers, technical reports and plans. Medium C+1 9 C+10 D - 143 - C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 70 T-2500- 001 Transit General In-house and external studies relating to transit within the City. This record series includes working papers, technical reports and plans. (Examples of subcategories that may be created for this classification.) - 002 GO Transit - 003 Durham Regional Transit - 004 Greater Toronto Transit Commission Medium C+1 9 C+10 D T-2700- 001 Airports Records relating to the planning and development of an airport and air transportation within the City. Low C+1 9 C+10 D T-2800- 001 Railways - General Includes all records relating to the railway system in general. (Examples of subcategories that may be created for this classification.) - 002 Canadian National Railway - 003 St. Lawrence and Hudson Low C+1 5 C+6 D - 144 - Policy Policy Title: Records Management Policy Number ADM 060 Reference Records Retention By-law Resolution #48/09 Date Originated (m/d/y) November 2008 Date Revised (m/d/y) June 8, 2009 January 26, 2026 Pages 11 Approval: Chief Administrative Officer Point of Contact City Clerk Policy Objective The Corporation of the City of Pickering (“the City”) is committed to establishing and maintaining a comprehensive Records management framework that ensures the right information is available to the right person at the right time. This framework supports transparency, accountability, and efficient administration across all City departments. The City will achieve this through compliance with the Records Management Policy and the Records Retention By-law, which together promote secure, accessible, and organized management of Records. These measures aim to reduce duplication, improve service delivery, and ensure consistent access to Records for Council, staff, and community stakeholders. All Records shall be retained and disposed of in accordance with the City’s Records Retention Schedule, applicable legislation, and best practices. Adherence to this Policy is mandatory for all departments and employees. Index 01 Definitions 02 Responsibilities 03 Creation/Collection 04 Classification 05 Retention 06 Disposition 07 Constituency Records Attachment 2 to Report CLK 01-26 - 145 - Policy Title: Records Management Page 2 of 11 Policy Number: ADM 060 01 Definitions 01.01 Archives - means the designated repository for inactive or permanent Records that have met their retention requirements and are preserved for historical, legal, or administrative purposes. 01.02 City - means The Corporation of the City of Pickering. 01.03 City Clerk - means the Clerk of The Corporation of the City of Pickering (or their designate). 01.04 Classification - means the Records category where Records are organized based on their content, purpose, and business activities to facilitate efficient management, retrieval, and Disposition. 01.05 Electronic Document Records Management System (EDRMS) - means a content management system that refers to the combined technologies of document management and Records management as an integrated system. 01.06 Destruction Certificate - means a list of Records by department with expired Retention Periods which are to be prepared for destruction. Destruction Certificates must be signed off and approved by the responsible Department Director prior to the Record’s Disposition. 01.07 Disposition - means the documented process that changes the status of a Record including: retention, destruction, loss or transfer of custody or ownership. 01.08 Legal Hold - means a directive to preserve and suspend the normal Disposition of certain Records due to pending or reasonably anticipated litigation, audit, investigation, a Municipal Freedom of Information (FOI) request or an appeal to the Information and Privacy Commissioner (IPC). A Legal Hold ensures that any Records related to the matter are not destroyed or altered until the hold is lifted. 01.09 Life Cycle - means the life span or time period from the creation or receipt of a Record through its useful life to its final Disposition. The Life Cycle stages of a Record include: 1) creation or collection; 2) maintenance and use; 3) storage and retrieval; and, 4) retention and Disposition. 01.10 Record - means any information, however recorded, whether in printed form, on film, by electronic means or otherwise as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and documents the City’s business functions, activities, transactions, rights, obligations or responsibilities or records information that was created, received, distributed or maintained by the City, and is in compliance with legal obligations. - 146 - Policy Title: Records Management Page 3 of 11 Policy Number: ADM 060 01.11 Records Retention Schedule - means a document that describes the City’s Records by series and indicates the length of time that Records classified within each series shall be retained before their final Disposition. 01.12 Transitory Record - means a Record having only temporary value which is not required to meet statutory obligations, policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operational or other decisions pertaining to the City. 01.13 Save and Except Listing - means a list of Records with postponed Disposition. The reason for postponing the destruction of a Record must be provided in writing to the City Clerk by the Department Director responsible for the Record. Postponement of Record Disposition is at the discretion of the City Clerk. 01.14 Vital Records - means Records that are essential to resume or continue critical City operations, to recreate the City’s legal and financial position, and/or to preserve the rights of the City, its employees, and stakeholders. Examples may include Council minutes, by-laws, and legal agreements that are essential for continuity of operations during a disaster or emergency. 02 Responsibilities 02.01 Members of Council: a) approve and support this Policy; and, b) approve amendments to this Policy as needed and as recommended by staff. 02.02 Chief Administrative Officer: a) support this Policy; and, b) approve amendments to this Policy for Council’s consideration. 02.03 Directors: a) actively support and enforce this Policy within their department, to ensure corporate-wide adherence to this Policy; b) appoint a departmental RMR and ensure the RMR performs the roles and functions identified in this Policy; c) advise the City Clerk of any pending or known issues and/or litigation that may result in the need to place a Legal Hold on a Record; d) approve the destruction of Records within their department in accordance with the City’s Records Retention Schedule; and, - 147 - Policy Title: Records Management Page 4 of 11 Policy Number: ADM 060 e) promote a culture of good recordkeeping and ensure that Records management requirements are integrated into departmental processes. 02.04 City Clerk: a) provide leadership for the implementation of the Records Management Policy, and training as an integral part of the City’s usual and ordinary course of business; b) approve the creation and updates of all related procedures to this Policy; c) approve changes to the Records Retention Schedule; and, d) maintain a thorough knowledge of this Policy and all relevant legislation governing Records. 02.05 Deputy Clerk: a) maintain a thorough knowledge of this Policy and all relevant legislation governing Records; b) provide advice to the City Clerk on policies, procedures, guidelines, standards, and best practices for Records management; c) support training and guidance to staff within their area of responsibility to ensure compliance with this Policy; d) maintain the integrity of the City’s Records management program; e) establish standards and procedures for ensuring appropriate public access to Records through active dissemination and routine disclosure; f) oversee the storage, preservation, and Disposition of Records and maintain an inventory of Records in Archives; g) in cooperation with the Information Technology (IT) Division, establish standards for the application of the City’s EDRMS; h) administer the City’s EDRMS, including managing the file structure development and metadata templates. In coordination with IT, manage user accounts, user access permissions, and security for Records stored in the EDRMS; i) maintain Records management documentation and resources on the City’s intranet to ensure staff have access to current information; and, j) in coordination with IT, ensure that all Vital Records are protected in an appropriate manner to ensure access and use in the event of disaster . - 148 - Policy Title: Records Management Page 5 of 11 Policy Number: ADM 060 02.06 Records, Privacy & Elections Coordinator: a) create, maintain, and recommend updates to this Policy and the Records Retention Schedule and By-law; b) serve as the City’s subject matter expert on Records management matters; c) ensure that Record transfers to Archives and Record Dispositions are carried out in accordance with the City’s Records Retention Schedule and By-law; d) provide ongoing training, guidance, and support to all City staff to ensure compliance with this Policy; e) establish regular communication with all departments regarding Records management matters and serve as a resource for resolving issues related to the management of Records; f) assist and coordinate with designated RMRs in implementing the Records management program within each department; and, g) maintain Records stored in the City’s Archives and facilitate the Disposition of Records. 02.07 Records Management Representative (RMR): a) serve as the primary link between their department and Legislative Services Division in relation to Records management matters; b) attend training and meetings, as required, to represent their department’s interests in corporate Records initiatives; c) liaise with the Records, Privacy & Elections Coordinator regarding any changes in their department’s functions or organization as it relates to Record keeping needs; d) promote and communicate the requirements of this Policy and the Records Retention Schedule and By-law within their Department; e) coordinate the annual or periodic transfer of inactive Records from the department to the Archives. This involves preparing and verifying Records transfer lists, obtaining the required approvals, and ensuring Records are boxed and labeled according to related standard operating procedures; and, f) in cooperation with the Records, Privacy & Elections Coordinator, facilitate the review and destruction of Records that have met their retention requirements. This includes verifying the accuracy of Destruction - 149 - Policy Title: Records Management Page 6 of 11 Policy Number: ADM 060 certificates, obtaining approvals from their Directors to ensure that secure destruction is carried out for authorized Records. 02.08 Information Technology (IT) Division: a) maintain familiarity with this Policy as it pertains to electronic information systems to ensure they have capabilities to create, extract, and protect Records; b) ensure that the management of electronic Records (including email, digital databases, etc.) is conducted in a consistent and secure manner in line with the principles of this Policy and the Records Retention Schedule and By-law; c) coordinate with the Deputy Clerk to ensure electronic Records, stored in the City’s EDRMS, are retained and disposed of in accordance with the Records Retention Schedule and By-law. This includes the secure deletion of electronic Records, held in the City’s EDRMS, when authorized. d) ensure that the City’s EDRMS is functional, up-to-date, and meets the requirements of this Policy and the Records Retention Schedule and By- law; e) manage the security of electronic Records systems by administering user access controls, permissions, and other security features in coordination with the City Clerk’s office; f) protect the City against unauthorized access, breaches, or data loss pertaining to electronic Records; and, g) consult with the City Clerk/Deputy Clerk prior to the acquisition of new electronic systems or decommissioning of electronic systems to ensure that Records are preserved based on this Policy and the Records Retention Schedule and By-law. 02.09 All City Staff: a) recognize that Records are a corporate asset; b) adhere to the requirements of this Policy; c) create and maintain Records in good order and in accordance with this Policy, to ensure the integrity, reliability, and completeness of those Records; d) file or store Records in physical filing systems or designated electronic systems; - 150 - Policy Title: Records Management Page 7 of 11 Policy Number: ADM 060 e) liaise with their department’s RMR or the City Clerk’s Office regularly, especially when uncertain about Classification, retention, or proper handling of a Record; f) suggest new Classifications or potential changes to retention requirements if existing schedules do not include a specific Record series; g) routinely dispose of Records that are considered Transitory or duplicate in nature once they are no longer required; h) protect Records in their custody from damage or loss, and ensure that sensitive or confidential information is secure from unauthorized access; and, i) report to their supervisor and RMR any incident of lost, misfiled, or accidentally destroyed Records, or any barriers to following this Policy, so that corrective action can be taken as soon as possible. 03 Creation/Collection 03.01 City staff shall create and store Records that accurately document decisions, actions, and transactions related to City business. All Records created or received in the course of City operations are corporate assets. 03.02 Official City business must be conducted using City-provided email addresses and systems to ensure Records are stored in approved repositories. Personal accounts, devices, or applications shall not be used for the creation or storage of City Records. 03.03 Records must include sufficient detail and context to support accountability and future reference. Electronic Records shall be created in approved formats that ensure long-term accessibility. 03.04 Each Record shall be classified and labeled in accordance with the City’s Records Retention By-law. 03.05 The creation of duplicate and Transitory Records shall be minimized and shall be disposed of promptly once their purpose has been served. 03.06 Routine digitization of paper Records to electronic Records is an accepted business practice whereby the electronic Record becomes the Record and removes the need to retain the physical copy. The digitization of the Record shall ensure the authenticity, integrity, reliability, and ultimate legal defensibility of the electronic Record. - 151 - Policy Title: Records Management Page 8 of 11 Policy Number: ADM 060 04 Classification 04.01 Classification categories and the Records Retention Schedule are established through by-law. The Records Retention Schedule is based on an approved corporate file classification scheme and defines the management of all Records , regardless of their format, from the beginning to the end of the Record Life Cycle. 04.02 Classification categories will be added or amended based on legal, operational, and historical needs. The City Clerk is delegated authority by Council to update the Records Retention Schedule on an as-needed basis to ensure accuracy and relevancy. 04.03 All Records shall be classified and indexed using the City’s Records Retention Schedule to ensure consistency and ease of retrieval. All electronic Record directories and/or EDRMS folders shall mirror the Classification categories set out in the City’s Records Retention Schedule. 05 Retention 05.01 All Records shall be retained in accordance with the City’s Records Retention Schedule, which specifies retention periods based on legal, operational, and historical requirements. 05.02 Records must not be destroyed until their retention period has expired and proper authorization for Disposition is obtained. 05.03 Active Records are those required for current business. Inactive Records are those that are no longer needed on a daily basis but must be retained until the end of their retention period. Departments shall transfer inactive Records to the City’s Archives in accordance with related standard operating procedures and in coordination with the Coordinator, Records, Privacy & Elections. 05.04 Records must be stored securely to preserve integrity and accessibility throughout their Life Cycle. Sensitive or confidential Records require restricted access and compliance with MFIPPA. 05.05 Transitory Records are exempt from formal retention requirements and should be disposed of promptly once their immediate purpose has been served. 05.06 Legal Holds override the City’s Records Retention Schedule and By-law. Records subject to litigation, audit, investigation, FOI requests, or appeals to the IPC must not be destroyed until the Legal Hold is lifted. - 152 - Policy Title: Records Management Page 9 of 11 Policy Number: ADM 060 06 Disposition 06.01 Disposition is the final stage of the Record’s Life Cycle, when Records are either securely destroyed or permanently preserved depending on retention requirements. 06.02 Records shall only be destroyed in accordance with the City’s Records Retention Schedule and with proper authorization. A Destruction Certificate must be completed, reviewed, and signed by the Department Director or designate before destruction. 06.03 Destruction of Records must be secure and irreversible to ensure compliance with the City’s Records Retention Schedule and By-law. 06.04 Records designated as permanent or archival shall be transferred to the City Archives in accordance with related standard operating procedures. 06.05 Where a Record is retained for a further period after the destruction date, the department responsible shall notify the City Clerk in writing before the destruction date. This process shall be conducted by a Save and Except List and include the proposed new destruction date for the Records and the rationale for further retention. The Save and Except List shall be signed off by the Director of the department responsible. Any decision to retain a Record for a further period is at the discretion of the City Clerk. 07 Constituency Records 07.01 Information that relates to the personal or political activities of an elected official, and that are not related to the discharge of official Council duties, are considered personal and are not subject to this Policy, the Records Retention Schedule, or MFIPPA. 07.02 Records that do pertain to a Councillor’s role in the course of conducting City business, and/or are in the City’s custody or control, are considered City Records and are subject to the provisions of this Policy and MFIPPA. 07.03 In order to determine whether information is classified as a constituency record, consultation shall occur with the Coordinator, Records, Privacy & Elections and/or the Deputy/City Clerk who may refer to decisions and publications of the IPC to make such determination on these types of records. Appendices Appendix 1 Destruction Certificate Template Appendix 2 Save & Except List Template - 153 - Policy Title: Records Management Page 10 of 11 Policy Number: ADM 060 Appendix 1 - 154 - Policy Title: Records Management Page 11 of 11 Policy Number: ADM 060 Appendix 2 - 155 - Policy Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Policy Number ADM 050 Reference Municipal Freedom of Information and Protection of Privacy Act, 1990 Resolution #211/16 Date Originated (m/d/y) November 26, 2007 Date Revised (m/d/y) June 2009 October 2016 January 2026 Pages 16 Approval: Chief Administrative Officer Point of Contact City Clerk Policy Objective The Corporation of the City of Pickering is committed to the security and privacy of Records under its Custody and Control and providing a right of access to information that is under the Control of the City in accordance with the principles of the Municipal Freedom of Information and Protection of Privacy Act, 1990 (Act). The Act establishes rules for municipalities to follow when providing access to information and protecting individual privacy. The Objectives of this policy are to: 1.Ensure fair and equitable access to corporate Records and that necessary exemptions from the right of access are limited and specific. 2.Identify staff roles and assign responsibility regarding the security and disclosure of Records. 3.Commit to protecting the privacy of individuals with respect to Personal Information held by the City and to provide individuals with the right of access to their own information. 4.Ensure open, accessible, and transparent government while protecting the privacy of individuals. 5.Establish guidelines for processing requests for information within the legislated timelines imposed by the Act. 6.Communicate offenses and liabilities as stated in the Act. Index 01 Definitions 02 Responsibilities 03 General Attachment 3 to Report CLK 01-26 - 156 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 2 of 16 Policy Number: ADM 050 04 Active Dissemination 05 Routine Disclosure 06 Freedom of Information Requests 07 Privacy Impact Assessment 08 Forms 09 Offences and Liabilities 10 Limitations 01 Definitions 01.01 Active Dissemination – means the proactive, periodic release or publication of Records and information to the public in the absence of an FOI Request. Unlike a response to an FOI Request, Active Dissemination involves the Institution releasing certain Records, such as meeting agendas, staff reports, or other Records, on a regular basis to promote transparency and accountability, often by posting them on the City’s website. 01.02 City – means The Corporation of the City of Pickering. 01.03 Control – means the power or authority to decide the use or disclosure of a Record. 01.04 Custody – means the storage, care, preservation, or securing of a Record for a legitimate business purpose. 01.05 FOI Coordinator – means, for the purposes of this Policy and related procedures, the Records, Privacy & Elections Coordinator (or designate). 01.06 FOI Representative – means the designated employee within each department who manages FOI Requests for Records within their department. 01.07 Freedom of Information Request (FOI Request) – means a request for access or a copy of a Record which is submitted in writing detailing the requested Record(s) and is dated and signed by the requester and accompanied by the legislated application fee. 01.08 Head – means for the purposes of the Act, the City Clerk, who has been delegated the powers by Council through By-law. 01.09 Information and Privacy Commissioner (“IPC”) – means the Information and Privacy Commissioner of Ontario who is appointed by the Lieutenant Governor in Council. The Commissioner is an officer of the Legislature and is independent - 157 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 3 of 16 Policy Number: ADM 050 of the government. The Commissioner hears appeals of decisions made by Heads of Institutions, issues binding orders, conducts privacy investigations, and has certain powers relating to the protection of personal privacy. 01.10 Institution – means for the purposes of this Policy and related procedures, The Corporation of the City of Pickering. 01.11 Law Enforcement Agency – means an agency which has the function of enforcing and regulating compliance with a law. 01.12 Personal Information – means recorded information about an identifiable individual (not a corporation, partnership or sole proprietorship) as defined in Section 2(1) of the Act, including information relating to: a) Race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status of the individual; b) Education, medical, psychiatric, psychological, criminal or employment history, or financial transactions the individual has been involved with; c) Any identifying number, symbol, address, telephone number, fingerprints or blood type of an individual; d) Personal opinions or views of the individual except if they relate to another individual, and views or opinions of another individual about the individual; e) Correspondence sent to the City which is implicitly or explicitly of a private or confidential nature and includes replies to the correspondence that would reveal the contents of the original correspondence; and , f) The individual’s name if it appears with any other Personal Information relating to the individual or where disclosure of the name would reveal other Personal Information about the individual. 01.13 Record – means any information, however recorded, whether in printed form, on film, by electronic means or otherwise as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and documents the City’s business functions, activities, transactions, rights, obligations or responsibilities or records information that was created, received, distributed or maintained by the City, and is in compliance with legal obligations. 01.14 Routine Disclosure – means the routine, proactive, or automatic release of certain types of administrative and operational Records in response to an inquiry or request for access outside of the FOI Request process. Records containing sensitive Personal Information or information protected by exemptions under the Act are generally not available through Routine Disclosure and may require a FOI Request. - 158 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 4 of 16 Policy Number: ADM 050 01.15 Third Party – means any person, group of persons, or an organization whose interest might be affected by the disclosure of a Record, other than the person, group of persons, or organization making a request for access. Where the Third Party is an individual, another person may act on their behalf if authorization is provided by the individual. 02 Responsibilities 02.01 Members of Council: a) approve and support this Policy; and, b) approve amendments to this Policy as needed and as recommended by staff. 02.02 Chief Administrative Officer: a) support this Policy; and, b) approve amendments to this Policy for Council’s consideration. 02.03 Head: a) maintain a thorough knowledge of this Policy and the principles of the Act; b) ensure the FOI Coordinator and all FOI Representatives are appropriately abiding by the principles of the Act; c) ensure that reasonable measures respecting the Records in the Custody or under the Control of the Institution are developed, documented, and put in place to preserve the Records in accordance with any recordkeeping or Records retention requirements, rules or policies that apply to the City; d) administer the privacy protection provisions of the Act; and, e) represent the City during IPC appeals and defend decisions made in compliance with the Act. 02.04 City Solicitor: a) maintain a thorough knowledge of this Policy and related procedures; b) represent the City during IPC appeals and defend decisions made in compliance with the Act, if/when required; and, c) provide legal advice to the FOI Coordinator and the Head respecting disclosure decisions, as required. - 159 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 5 of 16 Policy Number: ADM 050 02.05 Director/Division Head: a) understand this Policy and the principles of the Act; b) appoint a minimum of one FOI Representative to perform roles and responsibilities as defined in Section 02.07 of this Policy ; c) ensure proper notice is given to the public prior to the collection of any Personal Information; and, d) ensure that all Personal Information is managed in accordance with this Policy and principles of the Act. 02.06 FOI Coordinator: a) maintain a thorough knowledge of this Policy and related procedures; b) receive FOI Requests and coordinate those requests with FOI Representatives to comply with legislated time requirements; c) communicate with requesters to clarify requests, issue notices, and respond to inquiries; d) communicate with the Information and Privacy Commissioner’s Office to respond to inquiries and seek clarification and direction regarding appeals ; e) seek legal advice from the City Solicitor respecting disclosure decisions and appeals, as required; f) make recommendations regarding the disclosure of Records to the Head ; g) determine or waive fees in accordance with the Act; h) conduct training on privacy and access to Records; and, i) develop and maintain procedures related to this Policy as required. 02.07 FOI Representative: a) maintain thorough knowledge of this Policy and Records request processes; b) compile all Records within their area of responsibility relative to the scope of the request, submit preliminary disclosure recommendations, if necessary, and provide a fee estimate to the FOI Coordinator; c) coordinate requests with staff, Members of Council, and the FOI Coordinator to comply with legislated time requirements; d) participate in training on privacy and access to Records processes; - 160 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 6 of 16 Policy Number: ADM 050 e) meet as required with the FOI Coordinator and other FOI Representatives to discuss matters related to this Policy; f) provide guidance to staff within their area of responsibility to ensure use and disclosure of Records complies with guidelines and procedures outlined in this Policy and related procedures; and, g) review all FOI Requests pertaining to their department with the Director prior to responding to the FOI Coordinator. 02.08 All City Staff: a) be familiar with this Policy; b) have a sound knowledge of Records within their scope of responsibility, which qualify for Routine Disclosure; c) make recommendations to their FOI Representative regarding Routine Disclosure; d) immediately forward all FOI Requests for Records to the FOI Coordinator; e) protect Personal Information to which they have access to or Custody of; and, f) minimize the collection of Personal Information to only that which is necessary. 03 General 03.01 Every person, organization, and corporation has the right to request Records under the Custody and Control of the City in accordance with the Act. The City is not obligated to create a Record in response to a request, and the City has no right to question the purpose for the request. 03.02 The Act provides that information available to the public before the Act came into force must continue to be available, except Personal Information. Routine Disclosure and informal requests should continue to be processed outside the parameters of this Policy, as needed. 03.03 The Act outlines categories of Records to which the Act does not apply. Categories of Records that are excluded from disclosure under the Act include: a) proceedings or anticipated proceedings before a court, tribunal, or other entity relating to labour relations or to the employment of a person by the Institution; - 161 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 7 of 16 Policy Number: ADM 050 b) negotiations or anticipated negotiations relating to labour relations or to the employment of a person by the Institution between the Institution and a person, bargaining agent, or party to a proceeding or an anticipated proceeding; and, c) meetings, consultations, discussions, or communications about labour relations or employment-related matters in which the Institution has an interest. 03.04 Requesters’ identities are protected and are only disclosed when there is a clear need to facilitate an access to Records request or as required by legislation. 03.05 Access decisions in response to requesters exercising their right to access City Records will be made in a consistent manner in accordance with the Act regardless of the requesters’ identity. 03.06 Staff have a duty to ensure every reasonable effort is made to assist requesters, by providing complete, accurate, and timely responses to their requests using the appropriate access to Records process. 03.07 In accordance with the Act, it is an offence to willfully alter, conceal, destroy/delete, or cause any person to do so, with the intention of denying access to a Record or information contained in a Record. 04 Active Dissemination 04.01 Active Dissemination is the release of certain Records by the City to the public in the absence of a FOI Request. Examples of this might include meeting agendas, staff reports and minutes, public notices, and audit reports, which could be published online. 04.02 When determining the types of Records that qualify for Active Dissemination, staff shall consider the following: a) look for trends in the type of Records requested on a regular basis to determine what general Records are frequently requested and could be made available for Active Dissemination; b) review any class of Record that is released regularly, without exemption; c) determine Records that must be made available because of a statutory requirement; d) determine whether a Record is subject to Active Dissemination based on the nature of the Record and not on the identity of the requester or proposed use of the Record; and, - 162 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 8 of 16 Policy Number: ADM 050 e) when unsure if a Record can be considered for Active Dissemination, staff shall contact the FOI Coordinator to determine if Active Dissemination would be appropriate. 05 Routine Disclosure 05.01 Where possible, requests should be handled through an informal access process. Regardless of where or how a request is submitted, staff should direct the requester to the area of responsibility respecting the requested information unless it is determined that the requested Records may contain Personal Information or other exemptions under the Act. The employee is to open dialogue with the requester to discuss the nature of the request and the type of Records at issue with a view to determine whether the matter should be handled informally through Routine Disclosure or by means of a FOI Request. 05.02 Routine Disclosure refers to the routine release of certain categories of administrative and operational Records to the public upon request. 05.03 Routine Disclosure processes are established and maintained by the department who has Custody and/or Control of the Records. When considering the disclosure of a new category of Records through Routine Disclosure, the FOI Representative for the department should consult the FOI Coordinator to ensure that the Records do not require a FOI Request. 05.04 Employees are encouraged to use caution when responding to Routine Disclosure requests to ensure that no personal or confidential information is shared. Any questions about disclosure should be directed to the FOI Coordinator. 05.05 Records may be disclosed to the public directly by the department responsible upon receipt of a Routine Disclosure request in accordance with this Policy and any applicable legislation. 05.06 The following provisions may apply to requests for Routine Disclosure: a) Routine Disclosure requests should be directed to the responsible Department; b) Personal Information may only be disclosed to the party to whom the information pertains unless authorized by policy, by-law, or legislation; c) If an individual requests Records pertaining to themselves or their property, staff shall confirm their identity through government-issued photo identification. Staff may also release information to an authorized agent provided they have written authorization from the individual to which the information pertains, along with a copy of the individual’s identification and their own identification; - 163 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 9 of 16 Policy Number: ADM 050 d) A fee may be charged for the reproduction, search, and processing of Records released under Routine Disclosure. Any such fees would be contained in the department’s fee schedule under the City’s General Municipal Fees and Charges By-law; and, e) Departments should strive to review and update their Routine Disclosure practices at least once a year to ensure compliance with current legislation, evolving privacy standards, and best practices for transparency and accountability. 05.07 Examples of Records and information that may not be released through Routine Disclosure include, but are not limited to: a) Requests for Personal Information for the purpose of any type of research or analysis. Such requests shall be forwarded to Legislative Services for processing and response in accordance with the Act; b) Records containing Personal Information that are being requested by a Law Enforcement Agency in Canada to aid in an investigation or where a law enforcement proceeding is likely to result. All such requests must be made in writing to the City Clerk or designate; and, c) Records containing Third Party information. All such requests should be forwarded to Legislative Services for processing and response in accordance with the Act. 06 Freedom of Information Requests 06.01 Once an FOI Request has been submitted to the City, the FOI Coordinator contacts the necessary Directors, FOI Representatives, and other applicable staff to arrange for collection of Records pursuant to the scope of the request. Along with the requested Records, the FOI Representative will provide the FOI Coordinator with an estimate of the time required to search for the Records and any privacy or security concerns they may have relating to the disclosure of the Records. 06.02 If an individual requests Records pertaining to themselves or their property through an FOI Request, the FOI Coordinator shall confirm their identity through government-issued photo identification. The FOI Coordinator may also release Records to an authorized agent provided they have written authorization from the individual requesting their own information, a copy of the individual’s identification, and a copy of their own identification. 06.03 The FOI Coordinator is responsible for determining disclosure in consultation with the Head. Under the Act, there are two types of exemptions that must be considered when assessing whether a Record is to be disclosed: - 164 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 10 of 16 Policy Number: ADM 050 a) Mandatory Exemptions under the Act that require the Institution to refuse disclosure of the Record; and, b) Discretionary exemptions under the Act that require an Institution to apply discretion and good judgment when determining whether to disclose the Record. 06.04 Although the above-two types of exemptions provide direction as to what must or may be considered when assessing whether to disclose Records, there are times when the above exemptions do not apply: a) there is a compelling public interest that outweighs the purpose of the exemption; or b) there is a grave environmental, health or safety hazard, regardless of whether a FOI Request for information has been made. 06.05 Where the original request does not sufficiently describe the Record(s) being sought, the FOI Coordinator shall inform the requester and offer assistance in reformulating the request. 06.06 The FOI Coordinator shall issue a Notice of Decision and any other required Notices under the Act to the requester within the timelines prescribed by the Act. 06.07 In accordance with the Regulations under the Act, the FOI Coordinator in coordination with the FOI Representative shall estimate the processing, searching and copying fees, based on the scope and nature of the request. 06.08 The Act dictates that the Notice of Decision must be issued to the requester within 30 days of receipt of a completed FOI Request. If an FOI Request is deemed incomplete or too vague and must be clarified, the 30 days starts after clarification is received and the legislated application fee has been paid. 06.09 The Act provides that the Head may extend the thirty-day time limit in the following circumstances: a) the request is for a large number of Records or staff will have to search through a large number of Records and to do so would unreasonably interfere with the operations of the City; or, b) consultations with people outside of the Institution are necessary before responding and cannot reasonably be completed within the 30-day time limit. 06.10 Extensions are not permitted in the following circumstances: a) the number of requests being processed at any given time; b) staff vacation; or, - 165 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 11 of 16 Policy Number: ADM 050 c) the expense of producing a Record where the expense is caused by the size, number or physical location of the Records. 06.11 A Third Party is a party whose interests may be affected by disclosure of the Records at issue. The purpose of this mandatory exemption under the Act is to protect certain confidential information that Third Parties, such as businesses or other organizations, provide to government Institutions, where specific harms can reasonably be expected to result from its disclosure. In these circumstances, the Third Party identified in the Record must be notified of the City's intention to release the Records. This notification will allow the Third Party the opportunity to make representations on the proposed disclosure. If the Third Party disapproves of the City's final decision, they have the right to appeal to the IPC. During the appeal process, the City's response period to the Requestor is put on hold. 06.12 Within the time limits specified in the Act, the requester must be notified in writing of the City's decision. The City's response, based on the mandatory and discretionary exemptions stated in the Act, will be: a) access granted in whole; b) access denied in whole or in part (with the applicable exemption section of the Act stated); c) no Records exist; or d) that the Head refuses to confirm or deny the existence of a Record (Note: this can only be used for specific types of Records under the Act). 06.13 In most cases, the requester will obtain access to a copy of the Records through an electronic file transfer. Originals may be accessed and reviewed by the requester in situations where there is a large volume of Records, or at the request of the requester. When access to original Records is granted, the requester must be supervised by a municipal employee while they review the Records. 06.14 Any requester who is dissatisfied with the City's decision to withhold Records or to release Records only in part, or any Third Party who is dissatisfied with the City's decision to release Records that they felt should not be released, may appeal to the IPC. The notice to appeal must be filed with the IPC’s Office within thirty days of the date of the City's decision. 06.15 The FOI Coordinator is responsible for receiving all appeal notices from the IPC’s Office and preparing written representations for submission to the IPC, in consultation with the Head and the City Solicitor, as required. The Head will represent the City by defending its decisions through written submissions to the - 166 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 12 of 16 Policy Number: ADM 050 IPC and will participate in any mediation processes, working in coordination with the FOI Coordinator and the City Solicitor, as required. 06.16 An Order issued by the IPC is binding on all parties to the appeal. An order is not subject to appeal; however, it may be subject to request for reconsideration or a judicial review. The order itself will specify new time periods within which any further action must be taken by either or both parties involved. The FOI Coordinator will take the necessary actions as specified in the order. 07 Privacy Impact Assessment 07.01 A PIA is used to assess compliance with the Act and aims to identify and address the privacy impacts of proposed projects or activities of the Institution. 07.02 Before staff implement a project or undertake an activity that involves the collection of Personal Information, they shall consult with the Head, who will determine whether a PIA is required. Staff may be required to conduct a preliminary assessment to assist the Head in making such determination. A PIA may be required where the Head determines: a) the collection is at a large scale; b) the Personal Information is deemed sensitive; or, c) the collection, use, or disclosure of the Personal Information impacts decision making. 07.03 Where the Head determines a PIA is required, the FOI Coordinator shall conduct a PIA, in consultation with the Head and appropriate staff, prior to the implementation of the project or activity. 07.04 Once the PIA has been completed, it shall be reviewed and/or approved by the Head. If recommendations are made by the Head to implement controls related to the protection of Personal Information or for compliance with legislation, those recommendations shall be adopted by staff prior to continuing with the activity or project. 08 Forms 08.01 All forms created by or for the City to collect Personal Information and used for City activities are subject to the Act. 08.02 At the point of creation, forms shall be created in accordance with City policies and procedures, and shall be reviewed by the FOI Coordinator to ensure compliance with the Act. - 167 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 13 of 16 Policy Number: ADM 050 08.03 Forms that include the collection of Personal Information shall include the following clause: "Personal Information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of [insert specific purpose]. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611." 09 Offenses and Liabilities 09.01 Section 48 of the Act outlines offences that can lead to prosecution. The section states that no person shall: a) wilfully disclose Personal Information in contravention of this Act; b) wilfully maintain a Personal Information bank that contravenes this Act; c) make a request under this Act for access to or correction of Personal Information under false pretences; c.1) alter, conceal or destroy a Record, or cause any other person to do so, with the intention of denying a right under this Act to access the Record or the information contained in the Record; d) wilfully obstruct the Commissioner in the performance of his or her functions under this Act; e) wilfully make a false statement to mislead or attempt to mislead the Commissioner in the performance of his or her functions under this Act; or f) wilfully fail to comply with an order of the Commissioner. 09.02 Fines of up to $5,000.00 may be imposed if a contravention of Section 48 has been found. 09.03 Section 49(2) of the Act provides that no action or other proceeding lies against the Head or another person acting under the direction of the Head for damages resulting from the disclosure or non-disclosure in good faith of a Record or any part of a Record under the Act, or from failure to give notice required under the Act if reasonable care is taken to give the required notice. 10 Limitations 10.01 Records destroyed in accordance with the City’s Records Retention By-law. The City is not required to re-create or restore Records that have been appropriately destroyed under the authority of the City’s Records Retention By-law. - 168 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 14 of 16 Policy Number: ADM 050 10.02 The City is not required to provide information verbally discussed but not recorded, or create information that does not otherwise exist in a Record. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Appendices Appendix 1 Application for Access/Correction to Records Form Appendix 2 Fee Schedule - 169 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 15 of 16 Policy Number: ADM 050 Appendix 1 - 170 - Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 16 of 16 Policy Number: ADM 050 Appendix 2 - 171 - The Corporation of the City of Pickering By-law No. XXXX/26 Being a by-law to designate a Head of The Corporation of the City of Pickering for the purposes of the Municipal Freedom of Information and Protection of Privacy Act Whereas Section 3 of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, (the “Act”), enables the Council of a municipality to designate an individual or committee of the Council to act as the head of the municipality for the purposes of the Act; And Whereas Section 49 of the Act enables the Head to delegate in writing a power or duty granted or vested in the Head to an officer of the Institution subject to such limitations, restrictions, conditions, and requirements as the Head may set out in the delegation; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.That the City Clerk shall be designated as the Head of the City for the purposes of the Municipal Freedom of Information and Protection of Privacy Act; 2.That Council delegates all its powers and duties granted or vested in the Head under the Act to the City Clerk; 3.That By-law No. 5932/01 is hereby repealed; and, 4.This By-law shall come into force and take effect upon passing. By-law passed this 26th day of January, 2026. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk Attachment 4 to Report CLK 01-26 - 172 - The Corporation of the City of Pickering By-law No. 7347/14 Being a by-law to establish retention periods for records of the Corporation of the City of Pickering. Whereas subsection 254(1) of the Municipal Act, 2001 (the "Act") provides that a municipality shall retain and preserve its records in a secure and accessible manner; And Whereas subsection 255(3) of the Act provides that a municipality may, subject to the approval of the municipal auditor, establish retention periods during which its records must be.retained and preserved; And Whereas subsection 255(2) of the Act provides that a municipality's records may be destroyed if a retention period for the record has been established and the retention period has expired. Now therefore the Council of the Corporation. of the City of Pickering hereby enacts as follows: 1. In this by-law, a) "active storage" means the internal departmental storage of records that are in regular day-to-day use by a department; b) 'City" means the Corporation of the City of Pickering; c) "City Clerk" means the Clerk of the Corporation of the City,of Pickering (or, designate); d) "inactive storage" means the external departmental storage of records that are referred, to infrequently by a department; e) _ "record" means informationhoweverrecorded or stored, whether in printed form, on film, by electronic means or otherwise, and includes documents; financial statements, minutes, accounts, correspondence, memoranda, plans, maps, drawings, photographs and films made or received by the City; f) " responsible department" means the office or -department with primary responsibility for retaining a record; Attachment 5 to Report CLK 01-26 - 173 - By-law No. 7347/14 Page 2 g) "retention period" means the period, expressed in years, in which a record shall be kept by the Municipality; h) "retention schedule" means the schedule prescribing retention periods for records as set out in Schedule "A" to this by-law; i) "signing authority" means the division head or director of the responsible department, or his or her designate; and, j) "transitory record" means a record, including an e-mail, voice mail or text message, having only temporary value and which is not required to meet statutory obligations, set policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operational or other decisions for the City, including a record that is: i) retained solely for convenience of reference, ii) of insignificant value in documenting the business transactions of the City; iii) required solely for the completion of a routine activity, or the preparation of another record; iv) not related to the business of the City; v) not an integral part of the City record; vi) a miscellaneous notice or memorandum of a minor administrative nature; vii) a duplicate copy of a document such as a report or memorandum, retained only for distribution or convenience; ix) a publication, telephone directory, catalogue, pamphlet or periodical that does not form part of any other record; x) one of a number of multiple copies of a record such as minutes or reports or agendas; xi) unsolicited advertising information; xii) a preliminary draft of a letter, memorandum or report, or informal notes that do not represent significant steps in the preparation of a final document; or xiii) a tape or notes from a meeting for which the minutes or reports have been adopted or finalized. - 174 - By-law No. 7347/14 Page 3 2. This by-law shall not apply to transitory records and such records may be destroyed at any time. 3. Any record in a category set out in Schedule "A" shall be retained for the period set out opposite such category and may thereafter be destroyed. 4. The City Clerk (or designate) shall determine the appropriate classification of records, taking into 'account the legal, financial, administrative, operational and historical values of each record. 5. The following principles shall govern the destruction of records: a) a record of a municipality or a local board maybe destroyed if the record has been classified and the retention period established according to Schedule "A" of this by-law; b) the retention period has expired; or c) the record is a copy of the original record; d) all records shall be destroyed in a manner that preserves the confidentiality of any information contained in such records; and e) any record pertaining to pending or.actual litigation or investigation or a request under any privacy legislation shall not be destroyed until such record Is no longer required for such purpose. 6. Where any record may be destroyed under this by-law, the following procedure shall apply: a) where the record has been retained in the custody of the responsible department, the signing authority shall notify the City Clerk in writing of the scheduled destruction of the record, including the scheduled destruction date, and identify the record to be destroyed; b) where the record has been retained in the custody -of the City Clerk, the City Clerk or designate shall notify the signing authority in writing of the scheduled destruction of -the record, including the scheduled destruction date, and identify the record to be destroyed. 7. Where a record is'retained for a further period after the destruction date,. the following procedure, shall apply: a) the signing authority shall notify the City Clerk in writing, before the scheduled destruction date, if in his or her opinion any record - 175 - By-law No. 7347/14 Page 4 included in the notice should be retained for a further period, and the rationale for further retention; b) if, in the opinion of the City Clerk, circumstances warrant retention of the record for a further period, the destruction of the record shall be postponed for up to one year and for such further periods as . may be determined by the City Clerk, in consultation with the signing authority; c) if no notice is received before the scheduled destruction date, the record shall be deemed to be authorized for destruction. 8. The City Clerk or designate shall: a) ensure that all reasonable measures are implemented to promote, the preservation, security and destruction of records in accordance with this by-law and any legislative requirements; . b) ensure that reasonable measures are implemented to protect the City's records from inadvertent destruction or damage, taking into account the nature of the record to be protected, including the creation of new classification codes and retention periods pending Council approval. 9. This by-law shall be referred to as the Records Retention By-law. 10- By-law No. 6835/08 and No. 7127/11 is repealed. 11. This by-law shall come into force and take effect upon the passing thereof and at such time as approved by the Municipal auditors. - By-law passed this 22" d day of April, 2014. David Ry a r Debbie Shields City Clerk - 176 - Revised — April 18/11 by By-law 7127/11 and By-law 7347/14 - April 22/14 Corporate Records Retention Schedule Retention Value Codes A = Archival Review or selective record retained A record which has been appraised for permanent retention and archival accession because of its long life, historical, fiscal, legal including evidential) operational or administrative value. An Archival record has no lifespan value attached to it and the record in whole or in part can be destroyed when the expertise of a professional archivist deems it appropriate. C = Current Year Current year represents the calendar year that a record has been created. The retention period of a record created in the current year does not begin until January of the next year (i.e. a 2008 file does not commence its retention period until January 2009). P = Permanent retention Permanent records are considered to be so valuable or unique in documenting the history of an organization that they are preserved indefinitely. Permanent records tend to derive their value primarily from legal or legislative -based value. S = Superseded Superseded records are kept for an indefinite period until they are replaced by an updated record and then discarded. Most records of this nature tend to be used for reference purposes. T = Termination of Event Records that, as a part of the retention process, have a retention period calculated from the conclusion, or termination, of an action or event. The Records Retention Schedule will be reviewed every 5 years. Suggested changes will then be reviewed by the City Clerk. The City Clerk shall determine the appropriate classification of records, taking into account legal, financial, administrative, operational and historical values of each record. - 177 - Corporate Records Retention Schedule File Code Record Class Retention Period Administration A-1000-001 Administration -General C + 6 Records relating to general correspondence, administration and routine administrative functions which cannot be classified elsewhere. A-1100-001 Policies and Procedures —General Correspondence 2 Records relating general correspondence during the development of policies and procedures which are not directly related to part of the development of the policy. A-1110-001 Policies and Procedures I Approved City Policies, Interdepartmental Procedures, Standard Operating Procedures and Fire Services Standard Operating Guide. A-1200-001 Strategic Plans - Corporate S+6 Records relating to the planning of corporate strategies, initiatives, goals and objectives for departments, divisions, programs and services. A-1300-001 Staff Committees and Meetings C + 6 Records relating to staff committees and meetings other than Council appointed Advisory Boards and Committees. Examples of sub categories that may be created for this classification.) 002 Administrative Support Committee 003 United Way Committee A-1400-001 Municipal Council and Standing Committees — General C + 6 Records relating to general correspondence regarding the City of Pickering Council and standing committees. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 2 - 178 - Corporate Records Retention Schedule File Code Record Class A-1410-001 Advisory Committees and Boards of Council Retention Period T + 6 Records relating to Advisory Committees and Boards of Council which could include applications for appointments, appointment lists, agendas, minutes and correspondence to committees. Examples of sub categories that may be created for this classification.) 002 Applications for appointment 003 Library Board A-1420-001 Agendas Permanent in Electronic Format Records relating to agendas for Council and Standing Committees. Examples of sub categories that may be created for this classification.) 002 Planning & Development 003 Executive 004 Council A-1430-001 Minutes Permanent and Electronic Format Records relating to original meeting minutes of Council and Standing Committees. Examples of sub categories that may be created for this classification.) 002 Planning & Development 003 Executive 004 Council A-1440-001 Department Reports Permanent and Electronic Format Records relating to original department reports prepared for Council and Standing Committees. Examples of subcategories that may be created for this classification.) 002 Corporate Services, 003 City Development A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 3- 179 - Corporate Records Retention Schedule File Code Record Class Retention Period A-2000-001 Elections C + 8 Records include working papers relating to the administration of elections as well as memos to candidates, forms, polling station locations, ward boundaries, school permits, ballot information, ordering of all supplies and equipment, voter notification records etc. Examples of sub categories that may be created for this classification.) 002 Nomination Papers 003 Voter Notification Cards 004 List of Polling Locations A-2100-001 Regional Municipality of Durham C + 6 Records relating to the government of the Region of Durham. Examples of sub categories that may be created for this classification.) 002 Regional Finance 003 Durham Region Police Services A-2200-001 Provincial Government (Ontario) C + 6 Records relating to the government of the Province of Ontario. Examples of sub categories that may be created for this classification.) 002 Premier and MPP's 003 Ministry of Municipal Affairs and Housing A-2210-001 Vital Stats P Records relating to birth, death and marriage registration. Examples of sub categories that may be created for this classification.) 002 Births 003 Deaths 004 Marriages 005 Marriage Licence Applications (Duplicate record) 2 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 4 - 180 - Corporate Records Retention Schedule File Code Record Class A-2211-001 Vital Stats -General Retention Period General records relating to birth, death and marriage registration, which cannot C + 6 be classified elsewhere. A-2300-001 Federal Government (Canada) C + 6 Records relating to the Federal government of Canada. Examples of sub categories that may be created for this classification.) 002 Prime Minister and MP's 003 Federal Agencies A-2400-001 Other Municipalities C + 6 Records relating to other municipalities. Examples of sub categories that may be created for this classification.) 002 Municipal Resolutions/By-laws 003 Town of Ajax 004 GTA A-2500-001 Associations C + 6 Records relating to the activities of an association, society or organization in which an employee of the City has a membership, interest or official capacity. Examples of sub categories that may be created for this classification.) 002 AMO 003 Good Roads A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event - 181 - Corporate Records Retention Schedule File Code Record Class A-2600-001 External Authorities/Boards/Commissions Records relating to external authorities, boards and commissions. Examples of sub categories that may be created for this classification.) 002 School Boards 003 TRCA/CLOCA 004 OMB 005 OPG A-2700-001 Public Relations/Ceremonies/Receptions Retention Period C + 6 2 Records relating to hosting, attending and the performance of official business at special ceremonies and events. A-2710-001 Advertising C + 6 Records relating to advertising to the public in magazines, newspapers, radio, television, transit and newsletters. Examples of sub categories that may be created for this classification.) 002 News Releases 003 Newsletters 2 A-2720-001 Publications C + 6 Records relating to organization publications which could include pamphlets, guides, brochures, tourism information, trade show events, directories and publications of interest to the organization. A-3100-001 Customer Care C + 6 Records relating to customer care which cannot be classified elsewhere. A-3110-001 Complaints, Concerns, Issues —(Street/Property Files) C + 6 Records relating to customer/resident complaints, concerns, issues. A = Archival Review/Selective Record Retained C --'Current Year P = Permanent S = Superseded T = Termination of Event R - 182 - Corporate Records Retention Schedule File Code Record Class A-3120-001 Promotional Products Retention Period C + 6 Records relating to sales and issuance of City of Pickering souvenirs. Includes inventory spreadsheets, correspondence and reports. A-3130-001 Forms Management S Records relating to the design, production and form review of forms used by the municipality. A-3200-001 Website C + 6 Records relating to the corporate website. A-3300-001 Historical/Heritage Conservation P Records of general historic nature, which do not pertain to a specific record class and records relating to the identification, regulation and preservation of historically designated buildings, archaeological areas and artefacts. Examples of sub categories that may be created for this classification.) 002 Heritage Permit Application 01/07 A-3400-001 Cemeteries 1: Records relating to the administration, management, identification, regulation and preservation of local cemeteries. A-3500-001 Records Management S Records relating to the records management program. This includes general records management operational standards and procedures, development, adoption and implementation of file classification systems, procedures and techniques for management of records systems. Examples of sub categories that may be created for this classification.) 002 File Classification schedule 003 Destruction Certificates P A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 7- 183 - Corporate Records Retention Schedule File Code Record Class Retention Period A-3510-001 Records Disaster Plan Recovery S Records relating to recovery plans for potential loss of vital records during unforeseeable incidents such as fires, natural disasters, terrorism and theft. A-3520-001 Freedom of Information/Protection of Personal Privacy C + 6 Records relating to the general issues of access to information and protection of personal privacy. Includes all requests made under the Act, working papers, copy of the reply and correspondence with Commissioner's Office. A-3600-001 Courier/Mail/Postage 7 Records relating to postal rates and services, courier rates and services and the interoffice mail system. A-3610-001 Printing and Reproduction 2 Records relating to internal and external printing and reproduction A-3620-001 Trademarks, Patents, Copyrights and Visual Identity P Records relating to the copyright, patent and trademark protection of municipal logos, and products used for visual identity. This record series may include the logo, coat -of -arms, letterhead design, emblem, vehicle identification and seals of office. A-3700-001 Information Technology - General C + 6 Records relating to service request forms for repairs, user hardware and software requests, up -grades, modifications and maintenance, user authorization and approval, troubleshooting information, the IMS hotline, conversions, connections, support records, user logs and security issues. General information relating to research, development, design and implementation of information system projects which may include feasibility studies and needs analysis research, system development methodologies and system architecture which cannot be classified elsewhere. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 8 - 184 - Corporate Records Retention Schedule File Code Record Class A-3710-001 Computers -Hardware Retention Period T + 1 Records relating to the purchase of computer hardware, including equipment evaluations, user specifications, issues, maintenance and repairs. Including research, history, problems and maintenance files. Examples of sub categories that may be created for this classification.) 002 Hardware research files 003 Hardware history files 004 Hardware problems & maintenance A-3720-001 Computers — Software T + 1 Records relating to the purchase of computer software, including software evaluations, user requirements, issues, maintenance and repairs. Including research, history, problems and maintenance files. Examples of sub categories that may be created for this classification.) 002 Software research files. 003 Software history files 004 Software problems & maintenance A-3800-001 Telecommunications T + 1 Records relating to the purchasing, installation, maintenance, operation and issuance of telecommunication systems. Examples of sub categories that may be created for this classification.) 002 Telephones 003 Voice Mail 004 Pagers/Cell Phones A-4000-001 Human Resources - General C + 6 Records relating to the general administration of Human Resource management activities which cannot be classified elsewhere. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event - 185 - Corporate Records Retention Schedule File Code Record Class Retention Period A-4010-001 Consultants 0 Records relating to report of services provided by arbitrators, arbitration nominees, legal firms, benefits consultants and employment consultants. A-4020-001 Human Rights T + 1 Records relating to human rights, may include investigations and other information on the Charter of Rights. A-4030-001 Employment Standards Records relating to employment standards A-4040-001 Succession Planning C + 6 C + 6 Records relating to succession planning including records relating to the inventory and analysis of management and leadership within the corporation. A-4050-001 Training and DevelopmentlCareer Counseling 2 Records relating to external seminars, workshops, and conferences for career and professional development offered to employees. A-4100-001 Employment/Job Postings/Recruitment 4 Records relating to job postings, advertisements, competition records, applications and resumes. This record series may include grading forms, applicant interviews and correspondence to unsuccessful candidates and notice of employment. Examples of sub categories that may be created for this classification.) 002 Seasonal Hiring 003 Applications/Resumes 6 months A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 10 - 186 - Corporate Records Retention Schedule File Code Record Class Retention Period A-4200-001 Employee Records I Records relating to City employees, including application/resume, history, skills education levels, classification, union status/seniority, benefits information, pension plan information and beneficiary name, special testing reports, probationary evaluations, salary increases. Examples of sub categories that may be created for this classification.) 002 Criminal Reference Checks 003 Employee Driver Abstract 004 Exit Interviews Note: Upon Cessation of employment, the employee file is reclassified as either a terminated employee file or a retired employee file. A-4230-001 Temporary/Contact Employment Records relating to contract jobs for the hiring of temporary, casual and part time employees. A-4240-001 Elected Officials Records related to elected officials. A-4250-001 Retired Employees Retired employee files are reclassified employee files upon cessation of employment. T = Death of Beneficiary A-4260-001 Terminated Employees Terminated employee files are reclassified employee files upon termination of employment. T = Termination of Employment T + 6 T + 6 T + 6 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 11- 187 - Corporate Records Retention Schedule File Code Record Class A-4300-001 Employee Benefits — General Retention Period C + 6 Records relating to the administration of employee benefits, including Canada Pension Plan, group life insurance, extended health, dental, medical and pension etc. A-4310-001 Attendance C + 6 Records relating to attendance, absences from work, may also include sick credits, shift scheduling, vacation, hours of work statistics and absences due to other reasons. Examples of sub categories that may be created for this classification.) 002 Statutory Holidays 003 Vacation Requests/Approvals 004 Sick Leave 005 Leave of Absence A-4320-001 Sick Banked C + 6 Records relating to sick banked credits regarding Pickering Professional Fire Services. A-4400-001 Employee Insurance S Records relating to insurance, including correspondence and information about alternative health care plans. Examples of sub categories that may be created for this classification.) 002 Health Insurance 003 OMERS 004 AD&D 005 Long Term Disability A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 12 - 188 - Corporate Records Retention Schedule File Code Record Class A-4410-001 Benefit Communication Statements Records relating to background material for possible future benefit statements A-4420-001 Pensions - General Retention Period S 2 Records relating to pension plans including remittance, statutory forms, and government annuities. A-4430-001 Employee & Family Assistance Program (EFAP) S Records relating to internal and/or external Employee & Family Assistance programs. A-4600-001 Compensation/Classification/Employment Equity C + 10 Records relating to the administration and planning of salary schedules by job evaluations, classifications, surveys and plans. This record series may include information relating to pay equity, acting appointments, minimum wage history, management and non -union salary reviews and market adjustments. 002 Job Classification 003 Employment Equity 004 Compensation (excludes salary negotiations) A-4510-001 Job Descriptions S Records relating to the description of job duties, specifications, experience and education requirements. A-4550-001 Surveys — Human Resources Records relating to employment and salary surveys. C + 6 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 13- 189 - Corporate Records Retention Schedule File Code Record Class Retention Period A-4560-001 Performance Management — General C + 6 Records relating to performance management programs and related activities. Examples of sub categories that may be created for this classification.) 002 Vision Awards 003 PREP A-4600-001 Labour Relations - General C + 6 Records relating to labour relations of a general nature that cannot be classified elsewhere. A-4610-001 CUPE 129 Records relating to agreements and contracts between municipal and union officials. collective bargaining issues, employment contracts, union contracts, correspondence, amendment records and certification. Examples of sub categories that may be created for this classification.) 002 Collective Agreements 003 Negotiations 004 Grievances 005 Seniority Lists A-4620-001 Pickering Professional Firefighters Association — Local 1632 Ajax Professional Firefighters Association — Local 1092 Records relating to agreements and contracts between municipal and union officials. collective bargaining issues, employment contracts, union contracts, correspondence, amendment records and certification. Examples of sub categories that may be created for this classification.) 002 Collective Agreements 003 Negotiations 004 Grievances 005 Seniority Lists Records may include negotiated agreements, Records may include negotiated agreements, A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 14 - 190 - Corporate Records Retention Schedule File Code Record Class A-4630-001 Non -Union Retention Period Records relating to agreements and contracts between municipal and non -union officials. W A-4700-001 Health & Safety — General C + 6 Records relating to hazardous materials, safety footwear, WHMIS, first aid, fire and emergency. Examples of sub categories that may be created for this classification.) 002 Safety Footwear 003 WHMIS 004 First Aid Training 005 Hazardous Materials A-4710-001 Occupational Health & Safety S Records relating to policies established under Occupational Health and Safety Act. A-4720-001 Incident/Accident Reports T + 6 Records relating to all incident/accident reports. T = Return to work or settlement of case. A-4740-001 Industrial Hygiene Testing C + 6 Records relating to testing which may include noise, air quality, radiation and ambient temperature. A-4750-001 Exposure Control Program 11 Records relating to exposure control programs. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 15- 191 - Corporate Records Retention Schedule File Code Record Class Retention Period A-4760-001 Designated Substances 0 Records include list of City facilities and a list of designated substance found, background information on designated substance program management and implementation and may contain correspondence to the unions, notices to staff, contractor and notes on staff health surveillance records. A-4770-001 Workplace Inspections C + 6 Records relating to inspections carried out in the workplace and includes findings, recommendations and any corrective action taken. Includes inspections conducted by the Ministry. A-4780-001 Safety Audits Records relating to the safety audits of staff. A-4800-001 Workplace Safety & Insurance Board C + 6 C + 6 Records relating to the Workplace Safety and Insurance Board and may include notes, memos and correspondence with WSIB. A-4810-001 WSIB Claims C+10 Records include Form 7, attending physician reports, benefits history, current injury/accident details, accident investigation reports, WSIB reports, correspondence and return to work certifications, may also include Health and Safety statistics reports. Examples of sub categories that may be created for this classification.) 002 Joint Health and Safety Committee 003 WSIB Summary Management A-4820-001 Long -Term Disability Claims C+10 Records include copy of the original OMERS application form, medical updates, prognosis reports, prior claims, case history summary sheet, notes and correspondence. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 16 - 192 - Corporate Records Retention Schedule File Code Record Class Retention Period A-4900-001 Training & Education - General Records relating to internal training and education programs in general. Examples of sub categories that may be created for this classification.) 002 Courses & Programs 003 Professional Development Program C+10 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 17 - 193 - Corporate Records Retention Schedule File Code Record Class Retention Period Development D-1000-001 City Development— General C + 6 Records relating to development and planning that cannot be classified elsewhere. D-1100-001 Planning Studies/Research/Policy Documents P Records relating to studies, research and policy documents in support of planning and development functions, activities and issues. D-1200-001 Community Development /Improvement T + 6 Records relating to community improvement planning, including studies, reports, and projects. D-1210-001 Downtown Initiatives C + 10 Records relating to improvements to the downtown (i.e. streetscape, lighting, and beautification). D-1220-001 Urban Design C+10 Records relating to urban design, including issues and general concepts of planning the urban environment i.e. urban intensification, streetscapes, urban art and architecture). D-1230-001 Rural Area C+20 Records relating to rural areas, including issues and general concepts of planning in rural areas. D-1240-001 Smarth Growth Records relating to smart growth development planning. T+20 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 18 - 194 - Corporate Records Retention Schedule File Code Record Class Retention Period D-1300-001 Housing C + 10 Records relating to the availability of housing and housing issues, including general assessments of the need for affordable housing, occupancy rates, housing cost statistics, related studies and CMHC reports. D-1310-001 Housing Programs T + 6 Records relating to Federal and Provincial housing agencies, programs, and policies. D-1320-001 Group Homes C + 6 Records relating to group homes. D-1400-001 Statistics and Data 12 Records relating to statistical, demographic and other information that are used for planning purposes (i.e. population/census information, land use, commercial and industrial floor space, land inventories, employment/unemployment trends, composition of the workforce and social statistics etc.). D-1500-001 Economic Development C + 6 Records relating to promotion and marketing of the City including strategic alliance that cannot be classified elsewhere. D-1510-001 Small Businesses C + 6 Records relating to the development of small businesses within the City of Pickering. D-1520-001 Business Records S Records relating to all Pickering based businesses. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 19- 195 - Corporate Records Retention Schedule File Code Record,Class. Retention Period D-1521-001 Investment Enquiries S Records relating to parties interested in locating to Pickering. D-1530-001 Tourism . S Records relating to the encouragement and attraction of tourism related activities to the area and the tourism industry. D-2000-001 Official Plan F6 Records relating to the statement of long term goals and objectives for the development of the community, including the consolidated copy of the City of Pickering Official Plan prepared by the City Development Department and the original signed Official Plan adopted by Council and approved by the Region of Durham. Examples of sub categories that may be created for this classification.) 002 Official Plan Working Files (working files are kept for C + 6 yrs) C + 6 D-2100-001 Pickering District Plan 0 Records relating to the statement of long term goals and objectives for the development of the community, including the consolidated copy of the City of Pickering District Plan prepared by the City Development Department and the original signed District Plan adopted by Council and approved by the Region of Durham. Examples of sub categories that may be created for this classification.) 002 Pickering District Plan Working Files (working files are kept for C + 6 yrs) C + 6 D-2200-001 Compendium Records relating to the preparation of the Official Plan Compendium that provide a more detailed land use plan than the Official Plan. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 20 - 196 - Corporate Records Retention Schedule File Code Record Class Retention Period D-3000-001 Development Applications & Amendments — General C + 6 Records relating to developments which cannot be classified elsewhere. D-3100-001 Official Plan Amendments T + 50 Records relating to applications to amend the Official Plan, including development applications necessary to execute the amendment. D-3200-001 Draft Plan of Subdivisions T+50 Records relating to applications for draft plan of subdivision including application, background reports, staff reports, draft plan conditions, resolutions and approvals. Records include any related applications including: zoning amendments, local and/or Regional Official Plan Amendment. D-3300-001 Zoning By-law Amendments T + 20 Records relating to applications to amend a Zoning By-law to execute rezoning. D-3400-001 Condominiums T + 50 Records relating to applications for condominiums, including applications, background reports, staff reports draft plan conditions, resolutions and approvals. Records include related applications including: zoning amendments, local and/or Regional Official Plan Amendment. May contain copies of Condominium agreement. D-3500-001. Consent/Severances (Land Division) T+50 Records relating to the severance of individual parcels of land, including applications, surveys, decisions, clearance letters, deed page and copies of OMB order. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 21 - 197 - Corporate Records Retention Schedule File Code Record Class Retention Period D-3600-001 Crown Rights T+50 Records relating to the Memorandum of Understanding between the Province of Ontario, the Region of Durham and the City of Pickering regarding the severance of individual parcels of land, including applications, surveys, decisions, and clearance letters. D-3700-001 Variances (Committee of Adjustment) T+20 Records relating to applications to the Committee of Adjustment for a variance to the Zoning By-law, including application, correspondence, reports, minutes and decisions. D-3710-001 Decisions of Committee of Adjustment Committee of Adjustment decisions. D-3800-001 Ministers Zoning Order 0 T+20 Records relating to applications and reports to Council regarding applications from the Ministry of Municipal Affairs and Housing for amendments to a Provincial Zoning Order. D-3810-001 Ministers Zoning Order Regulations I Regulation from applications submitted by the Ministry of Municipal Affairs and Housing for amendments to a Provincial Zoning Order. D-3900-001 Site Plans T+15 Records relating to approvals regarding the layout of buildings and locations and provisions of services to individual properties. May contain copies of site plan agreements. T = Security released or application denied P = Copies of agreements and signed plans are retained permanently under L-4100 Legal Documents A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 22 - 198 - Corporate Records Retention Schedule File Code Record Class Retention Period D-4000-001 Development Control — General C + 6 Records relating to Development Control that cannot be classified elsewhere. D-4010-001 Pool Enclosures Permits C + 6 Records relating to Pool Enclosure Permits that cannot be classified elsewhere. D-4100-001 Subdivision Agreements T + 50 Records associated with the control of registered and unregistered subdivision agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. D-4200-001 Development Agreements T+50 Records associated with the control of registered and unregistered development agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. D-4300-001 Site Plan Agreements T+50 Records associated with the control of registered and unregistered site plan agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. D-4400-001 Land Division T+50 Records associated with the control of registered and unregistered land division agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 23- 199 - Corporate Records Retention Schedule File Code Record Class D-4500-001 Refundable Deposits Retention Period T + 6 Records relating to deposits submitted as part of the development application process. Records include security back up; correspondence, photographs, and final refund records. D-4600-001 Plans I Records relating to scrolled paper plans and Mylar plans as part of the development application process. Paper plans are discarded and Mylar plans are retained permanently. D-4700-001 Sewer Videos C + 20 Records relating to videos of sewers once development has been completed. D-5000-001 Building, -General C + 6 Records relating to building, plumbing and permits that cannot be classified elsewhere. D-5100-001 Building & Plumbing Permits P Records relating to building and plumbing permits. This record series may include applications, drawings, forms, inspection reports, orders and enforcement. D-5110-001 Fire Prevention Permits 0 Records relating to, schematic diagrams/drawings of fire emergency systems for major commercial buildings, schools, churches, community centres and city owned facilities for. This record series may include Building Permit Application or Property Information, site servicing, hydrants, water supply lines, fire department connections., etc. D-5200-001 Building Permit Statistics Reports C+10 Records relating to but not limited to monthly status reports, correspondence and reports regarding building activities. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 24 - 200 - Corporate Records Retention Schedule File Code Record Class D-5300-001 Building Documentation/Forms Records relating to Building Services standard forms. D-5400-001 Geotechnical Reports Records relating to soil information for various locations in Pickering. D-5500-001 Certified Model Information Records related to pre -certification associated with, and in advance. D-5600-001 Builders (Subdivision) Records relating to subdivision documentation, excluding agreements. D-6000-001 Subdivision Control Records Retention Period S 0 S C+10 0 Records relating to the tracking of a development process. Files are opened for every registered plan, concession and range. Examples of sub categories that may be created for this classification.) 002 Control (records pertaining to zoning, site plan and architectural drawings, and tree preservation plans.) 003 Lawyers letter (includes a copy of survey and responses which are out of the ordinary.) 004 Part Lot Control D-7000-001 Sustainable Pickering — General C + 6 Records relating to the Sustainable Pickering program that cannot be classified elsewhere. D-7001-001 Programs & Special Project C + 6 Records relating to studies, research, and general education and awareness, in support of sustainability planning and activities. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 25- 201 - Corporate Records Retention Schedule File Code Record Class Retention Period D-7002-001 Events C + 6 Records relating to events, and associated promotion and marketing, for corporate and community sustainability engagement. D-7003-001 Advertising & Promotion C + 6 Records relating to Sustainable Pickering corporate and community advertising and promotional channels, include paid media, eNewsletters, and more. D-8000-001 Environmental Planning C+10 Records relating to environmental planning which cannot be classified elsewhere. Records include studies and reports related to the monitoring of environmental policies and regulations and long-range planning. D-8100-001 Creeks & Watersheds C+35 Records relating to creeks and watersheds which cannot be classified elsewhere. Records may include watershed studies, remediation plans, studies/reports by outside agencies and correspondence for watershed and sub - watershed plans, environmental master drainage plans and storm water specific to the Creek. Examples of sub categories that may be created for this classification.) 002 Duffins Creek 003 Petticoat Creek D-8200-001 Floodplain & Stormwater Management C + 35 Records relating to flood plains and stormwater management. D-8300-001 Natural Heritage Features C + 35 Records relating to natural heritage features which cannot be classified elsewhere. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 26 - 202 - Corporate Records Retention Schedule File Code Record Class D-8310-001 Oak Ridge Moraine Records relating to the Oak Ridges Moraine. D-8320-001 Environmentally Significant Areas Retention Period C+35 C+35 Records relating to areas within the City of Pickering which are environmentally significant. D-8330-001 Areas of Natural & Scientific Interest C+35 Records relating to areas within the City of Pickering which are of natural and/or scientific interest. D-8340-001 Wetlands C + 35 Records relating to wetlands within the City of Pickering. D-8350-001 Lake Iroquois Shoreline Records relating the Lake Iroquois Shoreline. D-8360-001 Woodlands Records relating to the woodlands. D-8370-001 Rouge Duffins Wildlife Corridor Records relating to the Rouge Duffins Wildlife Corridor. D-8400-001 Lake Ontario Shoreline Records relating to the Lake Ontario Shoreline. Excludes: Waterfront operations, activities and events. C+35 C+35 C+35 C+35 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 27 - 203 - Corporate Records Retention Schedule File Code Record Class Retention Period D-8500-001 Brownfields Records relating to Brownfields. D-8600-001 Contaminated Soils/Soil Investigations C+10 Records relating to the identification, investigation and clean-up requirements of potentially contaminated soils. Record series could include correspondence, consultant reports and clean-up requirements. D-8700-001 Noise and Vibration Records relating to noise and vibration matters in the development approval process. D-9000-001 Mapping Services, General Records relating to mapping services that cannot be classified elsewhere. D-9100-001 Photography Records of aerial photographs of the City, and prints of various sizes as well as 35 mm slides. D-9200-001 Surveys C+10 C + 6 0 Registered plans of surveys for roadways, expropriation plans, D Plans. Surveys have been done by Province, Federal Government, and MPAC. D-9300-001 4011 Plans 0 Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 28 - 204 - Corporate Records Retention Schedule File Code Record Class Retention Period D-9400-001 40M Plan P Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information. Originals retained by MPAC. D-9500-001 Mapping S Computer generated maps via CAD or geographical information systems software of different thematic design. D-9600-001 Municipal Addressing P Records relating to municipal addresses. D-9610-001 Street Names General Records relating to correspondence with regards to street naming. D-9620-001 Street Name Listings Records relating to a listing of pror A = Archival Review/Selective Record Retained C C + 6 S - 205 - Corporate Records Retention Schedule File. Code. Record Classy , `3 Finance F-1000-001 Finance —General Retention Period C + 6 Includes records relating to finance management in general that cannot be classified elsewhere. Use only when no other heading is applicable. F-1100-001 Letters of Credit T + 6 Records relating to letters of credit extended to developers for subdivision and site plan applications. T= Cancellation of letter of credit. F-1200-001 Fixed Assets T + 6 Records relating to fixed assets including supporting documentation to initial expenditure, depreciation, amortization and disposal. T = disposal of asset F-1300-001 Capital Projects T + 6 Records related to large capital budgeted and funded projects. F-2000-001 Budgets - General C + 6 Records relating to budgets in general that cannot be classified elsewhere. F-2010-001 Current Budget— General C + 6 Records relating to the Operating Budget which cannot be classified elsewhere. Includes cost control reports and correspondence regarding requests for financial assistance. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 30 - 206 - Corporate Records Retention Schedule File Code Record Class Retention Period F-2020-001 Current Budget — Approved Final Budget document as approved by Council. F-2030-001 Current Budget — Supporting Documentation 0 C+11 Records relating to approved Corporate Current budget including correspondence, working papers, department submissions (operating, program capital, and salary schedules). F-2040-001 General Government Budget — Supporting Documentation C+11 Records relating to approved General Government budget including correspondence, working papers, and department submissions. F-2050-001 Capital Budget - General C + 6 Records relating to the Capital budget which cannot be classified elsewhere. F-2060-001 Capital Budget —Approved P Final Capital budget document as approved by Council F-2070-001 Capital Budget — Supporting Documentation C + 11 . Records relating to approved Corporate Capital budget including correspondence, working papers, and department submissions. F-2200-001 Debentures T + 6 Records related to debentures including debenture financing and sinking fund or instalment debentures. T = debenture end date. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 31- 207 - Corporate Records Retention Schedule File Code Record Class F-2210-001 Debentures Registry Retention Period T+20 Records relating to the recording of purchases of debentures, maturity dates and other pertinent information. This record series may include all records relating to the debenture registry, including memoranda of transfers, certificates of ownership, authorities of corporations, and supporting documentation. T = maturity F-2300-001 Strategic Financial Plan S Records relating to the development and final approved Strategic Financial plan. Record series includes correspondence, working papers, departmental submissions, etc. F-2400-001 Risk and Loss Management S Records relating to managing risk and loss through risk financing (insurance and reserve funds) and loss control prevention and mitigation programs). Includes risk assessments, audits, recommendations, correspondence, program and training issues. F-3000-001 Insurance —General C + 6 Records relating to general correspondence which cannot be classified elsewhere. F-3010-001 Insurance Records S Records relating to original insurance liability policies. This record series may include original policy, agents, adjusters and premiums. F-3020-001 Insurance Certificates . T + 6 Copies of Insurance Certificates provided to the City by any service provider conducting work for the City. Includes supporting documentation, certificates from parties renting City property, copies of Certificates of Corporate Liability Policies which are supplied to outside parties. T = Expiry Date of Certificate A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 32 - 208 - Corporate Records Retention Schedule File Code Record Class Retention Period F-3030-001 Insurance Claims T + 6 Records relating to documentation of claims and actions taken upon receipt of claims to allow for issuance of funds or statements of non -liability, an incident that may result in a claim. Includes supporting documentation and correspondence. T = Resolution of claim F-3040-001 Deductible Payments — Documentation /Invoices C + 6 Includes all records relating to any third party Deductible payments. Includes correspondence, record of payment and any other supporting documentation relative to the payment. F-3200-001 General Ledger P Comprehensive annual general ledger of all transactions posted to the general ledger. Also includes final trial balance. F-3210-001 General Ledger Account Reconciliations C + 6 Includes individual files for certain asset, liability, revenue and expense accounts which include reconciliations or additional information to explain transactions. F-3211-001 Accounting —General C + 6 Records related to accounting that cannot be classified elsewhere. F-3300-001 Financial Statements P Records include financial statements and year-end working paper supporting audited Financial statements. Includes balance sheet, income statements, financial statements and auditors report. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 33 - 209 - Corporate Records Retention Schedule File Code Record Class Retention Period F-3310-001 Financial Information Return C + 6 Includes the annual Financial Information Return and supporting working papers. F-3320-001 Year End C + 6 Records relating to the year-end closing of the books and records for the City which includes various working papers, schedules and reports. May include schedules pertaining to other annual reporting requirements. F-3400-001 Performance Measures Includes annual reporting and supporting working papers. F-3500-001 Journal Entries C + 6 0 Records include completed journal entry forms and all background documentation used to substantiate journal entries. F-3600-001 Bank Reconciliations/Statements C + 6 Records include bank reconciliation working papers and bank statements for general and investment accounts. Also includes returned cheques from the bank. F-3700-001 Investments T + 6 Records relating to the investments of the municipality, includes correspondence, confirmation certificates, bank transfers, and supporting documentation. Also includes reference materials and the investment policy. T = Maturity Date A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 34 - 210 - Corporate Records Retention Schedule File Code Record Class F-3800-001 Sales Tax Retention Period C + 6 Records relating to individual quarterly filings as well as a copy of the original return as filed and any supporting documents. May include correspondence on interpretations and rulings. F-3900-001 Cash Reports (Non Tax or A/R) C + 6 Records relating to daily cash transactions. Includes batch listings retained in binders by batch # and cashier reports including actual receipts indicating payee and GL Account Number, which are filed by month and by date, and daily cash reports from facilities. Excludes: Cash receipts for Tax payments and A/R transactions. F-4000-001 Accounts Payable C + 6 Records relating to Accounts Payable in general. Includes records relating to the accounts payable function in general that cannot be classified elsewhere. F-4010-001 Vendor Files C + 6 Records relating to accounts payable and include invoices and cheque copies, purchase orders, cheque requisitions, receiving reports, and other background information. F-4020-001 Input Batches C + 6 Records include the batch report which is used to balance against the invoices, filed in batch number order. F-4030-001 Cheque Run Reports C + 6 Records include reports generated relative to each cheque run. Reports include but are not limited to the Cheque Retrieval listings and the Cheque Listing. Filed in batch number order. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 35- 211 - Corporate Records Retention Schedule File Code Record Class F-4040-001 A/P Adjustments Cancelled Cheques Retention Period C + 6 Records include Accounts Payable Reports and supporting documentation. Reports include, but not limited to, the Cancelled Cheque Listing and the Adjustment Reports. Filed in batch number order. F-4100-001 Payroll —General C + 6 Records relating to the administration of payroll services for the municipality. F-4110-001 Payroll Register C + 6 Records relating to each employee's payroll history. Hours deductions, basic and net pay are recorded and filed in a binder by pay period and year and sorted by department/branch. Also includes a master control register which provides year to date (YTD) data. F-4120-001 Payroll Employee Files T+55 Payroll history supporting documentation. Including original Action Notices, TD1 form, banking details and change of address. A separate file is retained for each employee and arranged alphabetically by surname. F-4130-001 T4'S C + 6 Annual printout of employee TAs. Includes year-end reconciliations and manually amended T4's. F-4140-001 Payroll Timesheets C + 5 Records associated with the individual time entry by employees into the payroll system. F-4150-001 Pension Financial Reporting C + 6 Records relating to pension remittances, leave/part-time calculations and annual reporting requirements. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 36 - 212 - Corporate Records Retention Schedule File Code Record Class F- 4160-001 Benefit Remittances Records relating to monthly remittances. F-4170-001 Employee Payroll Calculations — General Records relating to various payroll calculations and general correspondence. F-4200-001 Tax - General Retention Period C + 6 C + 6 C + 6 Records relating to tax revenue in general, including calculations, which cannot be classified elsewhere. Includes merge reports, returned mail, ad samples, MPAC street index, and equipment correspondence. F-4210-001 Tax Registrations W A permanent record of accounts registered with the Registry Office/Land Titles Division for Tax Sale includes tax sale extension agreements. F-4220-001 Tax Certificates C + 6 Records relating to letters from lawyers requesting tax certificate. F-4230-001 Tax Account Changes C + 6 Records relating to change of ownership information, mailing address changes, mortgage company changes and MPAC sales listings. F-4250-001 Tax Apportionment C + 6 Reports generated once per year, regarding Land Division / Severance where alterations to the Assessment Rolls are required. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 37- 213 - Corporate Records Retention Schedule File Code Record Class Retention Period F-4260-001 Payment In Lieu of Taxes C + 15 Records relating to those who make payments to the City in lieu of taxes. F-4300-001 Assessment/Tax Rolls/Tax Registration P Original assessment rolls and tax collector's rolls for the City of Pickering. F-4320-001 Assessment Changes — Commercial/Industrial/Multi Residential C + 6 Records regarding complex changes in assessment due to capping and clawbacks. F-4400-001 Assessment Review Board — General C + 6 Records relating to the Assessment Review Board. Examples -of sub categories that may be created for this classification.) 002 Notice of Hearings 003 Notice of Decisions - Withdrawn F-4410-001 Cancellation, Reductions and Refund Write Offs C + 6 Records relating to cancellation, reduction and refund of taxes and the process of assessment review and the journal entry binder. Including applications, write-offs, notices of decision, hearings, and reconsideration. Examples of sub categories that may be created for this classification.) 002 Write Off Applications 003 WTX Journals F-4500-001 Local Improvement 7 Records relating to Local Improvements indexing rates, correspondence and petitions for work. Records include project details, notice to taxpayers and listing of all assessment roll numbers affected. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 38 - 214 - Corporate Records Retention Schedule File Code Record Class F-4600-001 Tax Payments Records relating to tax payments. Examples of sub categories that may be created for this classification.) 002 Pre -authorized Tax Payment Applications 003 Payment stubs maintained in daily batch order 004 Pay Journals 005 Balance Adjustment Journals 006 Post Dated Cheque listings 007 Post Dated Entry Listing 008 Mortgage Payments F-4620-001 Tax Month -End Reports Retention Period C + 6 C + 6 Month -end reports generated regarding Tax Payments including: penalties, status of accounts in arrears and the A/R & GL reports. F-4630-001 Year End Outstanding Lists Reports generated through the Tax system. F-4650-001 Levies Records relating to levies including calculations and development charges. Examples of sub categories that may be created for this classification.) 002 Vacancy Rebate Applications F-4660-001 Tax Collections Records relating to tax arrears which include collection letters. C + 6 C + 6 C + 6 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 39- 215 - Corporate Records Retention Schedule File Code Record Class Retention Period F-4670-001 Tax Liens C + 6 Records relating to liens placed on tax accounts due to non payment of utilities and enforcement matters. Examples of sub categories that may be created for this classification.) 002 Snow Removal 003 Clean & Clear Enforcement 004 Hydro Arrears 005 Water Arrears F-4700-001 Account Receivables C + 6 Records relating to Accounts Receivable in general that are not classified elsewhere. F-4710-001. Outstanding Listing C + 6 Records relating to monthly reports generated through the Accounts Receivables system, which identifies the status off all Receivables accounts. F-4720-001 Invoice Batches C + 6 Records relating to invoice batches, requisition supporting documentation, and batch listing per each invoice batch. Filed in binders in sequential order. F-4730-001 AIR Cash Receipts C + 6 Records relating to daily revenue transactions for Accounts Receivable transactions only. Includes batch listings which are retained in binders by batch # and the actual receipts which are filed by month and by date. Excludes: Cash receipts for other transactions. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 40 - 216 - Corporate Records Retention Schedule File Code Record Class F-4740-001 A/R Write Offs/Adjustments Retention Period C + 6 Records containing batch listings and supporting documentation for adjustments and accounts no longer collectable. Includes interest write-offs. Filed in binders in batch number order. F-4800-001 Grants and Subsidies C + 6 Records relating to the receipt or provision of monies by means of acquiring or issuing grants and subsidies. This file series may include all grant applications, correspondence, grant revenue information, and other related documents and records for the municipality. F-4900-001 Capital Projects T + 6 Records relating to Capital Projects which are defined as "long-term" projects. Records include correspondence, schedules and minutes regarding contract approval, tendering and analysis relating to each capital project and projects for consideration in the Government Funding programs "including claims submitted for reimbursement. T = Completion of project F-4910-001 Reserves, Reserve Funds and Trusts T + 6 Records relating to reserves and reserve funds and trust accounts including copies of any motions related to the account, monthly interest distribution working papers, regular analysis of funds, schedules showing balance and commitments. T=Closing of reserve fund / account. F-4920-001 Development Charges C + 6 Records relating to Development Charges including detailed back-up of monthly summaries regarding collections and distributions. F-5000-001 Purchasing - General C + 6 Records relating to purchasing in general that are not classified elsewhere. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 41- 217 - Corporate Records Retention Schedule File Code Record Class Retention Period F-5010-001 Supplier Applications S Records relating to suppliers of goods and services. May include information about the goods and services, price lists and promotional material. F-5030-001 Specialty Print and Promotions 2 Records include background information for special type of orders that are not purchased on a regular basis. Records valued for reference and to reduce research time for similar future purchases. F-5100-001 Purchase Orders C + 6 Records relating to purchase orders for the purchase of goods and services showing confirmation of an order. F-5110-001 Blanket Purchase Orders T + 2 Records relating to blanket purchase orders including back-up material. Files arranged by Purchase Order # and may include a copy of the pricing page of the original quote. T = expiry of term. F-5300-001 Formal Quotations C + 6 Records include documentation regarding the quotation call, original quotation submissions and any correspondence relating to the quotation call. F-5400-001 Tenders C + 6 Records include documentation regarding the tendering call, original tendering documents, bid submissions and any correspondence relating to the tendering call. Series includes any Tenders issued through a co-operative bidding process. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 42 - 218 - Corporate Records Retention Schedule File Code Record Class F-6000-001 Audit - General Retention Period C + 6 Records related to auditing that cannot be classified elsewhere. Use only if no other heading is applicable. F-6010-001 Audit - Internal C + 6 Records relating to monitoring the integrity of accounting and management controls of municipal programs. This record series may include audits, such as audit systems tests, and other financial and procedural audits. F-6020-001 Audit - External Records relating to external auditor's financial audit reports. C + 6 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 43- 219 - Corporate Records Retention Schedule File Code Record Class Legal L-1000-001 Law -General Records relating to legal matters not classified elsewhere. L-1100-001 Legislation & Regulations Records relating to acts, bills and regulations involving all levels of government. L-1300-001 Legal Opinions Records relating to legal opinions provided by the Solicitor for the City. L-2000-001 By-laws — General Retention Period C + 6 C + 6 C + 6 Records relating to general correspondence regarding by-laws that cannot be classified elsewhere. L-2100-001 By-laws -Originals Original by-laws approved and signed by the Mayor and the Clerk (or their designate). L-2110-001 Road Dedication By-laws Records relating to road dedication by-laws. L- 2120-001 Part Lot Control By-laws Records relating to part lot control by-laws. C + 6 C + 6 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 44 - 220 - Corporate Records Retention Schedule File Code Record Class L-2200-001 By-law Enforcement — General Records relating to by-law enforcement which cannot be classified elsewhere. L-2210-001 Property Standards - General Retention Period C + 6 C + 6 Records relating to general correspondence regarding property standards complaints/issues which cannot be classified elsewhere. Example of sub categories that may be created for this classification.) 002 Graffiti 003 Eyes on the Street L-2220-001 Parking — General Records relating to general correspondence regarding parking complaints/issues. Examples of sub categories that may be created for this classification.) 002 CRPD Listings 003 CRC Listing 004 MTO/ARIS Order Product 005 Vehicle Impounds L-2230-001 Paid Parking Tickets Paid parking tickets T = payment of fine L-2240-001 Cancelled/Withdrawn/Dismissed Parking Tickets C + 6 T + 2 1 Parking tickets which have been cancelled, withdrawn, dismissed, acquitted or where the conviction has been struck. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 45- 221 - Corporate Records Retention Schedule File Code Record Class L-2250-001 Officer Notebooks Inspection and activity notebooks. L-2300-001 Business Licences — General Records relating to business licensing. Examples of sub categories that may be created for this classification.) 002 Body Rub Parlours/Attendants 003 Home Based Businesses 004 Carnival/Parades/Fairs L-2310-001 Animal Licences Records relating to the licensing of dogs and cats. 002 Dogs 003 Cats L-2320-001 Lottery — General Records relating to lotteries not classified elsewhere. L-2321-001 Charity History File Retention Period T + 6 C + 6 2 C + 6 T + 6 Records relating to the eligibility requirements for organizations/charities applying for lottery licences. L-2322-001 Bingo Licences C + 6 Records related to Bingo licences issued to approved organizations/charities, including application, bingo licence, financial reports and supporting documentation. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 46 - 222 - Corporate Records Retention Schedule File Code Record Class L-2323-001 Raffle Licences Retention Period C + 6 Records related to Raffle licences issued to approved organizations/charities, including application, raffle licence, financial reports and supporting documentation. L-2324-001 Break Open ticket Licences C + 6 Records related to Break Open Ticket licences issued to approved organizations/charities, including application, break open ticket licence, financial reports and supporting documentation. L-2325-001 Bazaar Licences C + 6 Records related to Bazaar licences issued to approved organizations/charities, including application, bazaar licence, financial reports and supporting documentation. L-2330-001 Taxicabs — General C + 6 Records relating to the taxicab industry which cannot be classified elsewhere. L-2331-001 Taxicab Drivers C + 6 Records relating to the licensing of taxicab drivers, including application forms, criminal information reports, photograph of applicant and letters pertaining to eligibility. L-2332-001 Taxicab Plate Owners S Records include applications, certificates of insurance, ownership, safety standards certificate and copies of complaints. L-2333-001 Taxicab Brokers T + 6 Records relating to the licensing of taxicab brokers, including applications, business name/registration pertaining to eligibility. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 47- 223 - Corporate Records Retention Schedule File Code Record Class Retention Period L-2334-001 Taxicab Plate Eligibility List P Records include names of persons who have applied for taxicab plate owners' licenses. L-2340-001 Sign Permits C + 6 Records include sign permit applications, copy of permit and any supporting documentation and correspondence. L-2341-001 Sign Permits —Portable C+1 Records include portable sign permit applications, copy of permit and any supporting documentation and correspondence. L-2360-001 Tree Preservation C + 6 Records relating to the Region of Durham's Tree Preservation By-law, including applications to fell trees, copies of permits and any supporting documentation/correspondence. L-2400-001 Animal Enforcement —General Records relating to the enforcement of Animal By-laws. 002 Tickets/Charges 003 Orders L-3000-001 Courts — General Records relating to courts that cannot be classified elsewhere. L-3010-001 Prosecutions Records relating to prosecution resulting from violation of by-laws. C + 6 C + 6 T + 6 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 48 - 224 - Corporate Records Retention Schedule File Code Record Class L-3020-001 Litigation Retention Period T + 6 Records relating to litigation claims made against the municipality or the municipality against another party. This record series may include settlements, hearing transcripts and court decisions. L-3030-001 Small Claims Records relating to small claims court actions. L-3200-001 Appeals and Hearings — Ontario Municipal Board T + 6 0 Records relating to appeals, hearings and decisions from legal proceedings, documentation and transcripts. This record series may include appeals regarding zoning, official plans, Committee of Adjustment and regulatory bodies and boards orders. L-4100-001 Legal Documents P Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Examples of sub categories that may be created for this classification.) 002 — Agreements 003 — Contracts 004 — Easements 005 — Lease Agreements L-4110-001 Noise Agreement P Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 49- 225 - Corporate Records Retention Schedule File Code Record Class Retention Period L-4120-001 Release of Agreements P Records relating to release of legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). L-4600-001 City Property — General C + 6 Records relating to city property that cannot be classified elsewhere. L-4610-001 Land Acquisitions and Sales T + 21 Records relating to the transactions of land through buying, selling and leasing. The record series may include agreements of purchase and sale, appraisals, leases, deeds, certificates of registration and notices of applications for approval to expropriate land. Examples of sub categories that may be created for this classification.) 002 Purchase 003 Sale/Transfer 004 Expropriation 005 Land Exchanges 006 Leases L-4620-001 Easements 0 Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). L-4630-001 Leases/Licenses I Records relating to legal documents (leases entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 50 - 226 - Corporate Records Retention Schedule File Code Record Class Retention Period L-4640-001 Right of Re -Entry 0 Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 51- 227 - Corporate Records Retention Schedule File Code Record Class Retention Period Operations 0-1000-001 Engineering & Public Works —General C + 6 Records relating to Engineering &Public Works which cannot be classified elsewhere. 0-1100-001 Equipment Management C + 6 Records relating to works equipment. This records series may include purchase, maintenance, registration, warranties and disposal/replacement records. 0-1130-001 Fleet Management T + 2 Records relating to vehicles that the municipality leases, owns and operates. Record series may include maintenance records, registrations, vehicle histories, warranties, and disposal of vehicle records. 0-1200-001 Works Yard/Depots —General C + 6 Records relating to general correspondence regarding the works yard and depots. 0-1300-001 Works Projects T + 2 Records relating to pre -contract records and background information on capital projects leading up to a contract. 0-2000-001 Roads — General C + 6 Records relating to roads and highways within the City that cannot be classified elsewhere. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 52 - 228 - Corporate Records Retention Schedule File Code Record Class Retention Period 0-2010-001 Roads Maintenance Records relating to the inspection, maintenance, repairs and cleaning of roads. Example of sub categories that may be created for this classification.) 002 Roadside Maintenance (mowing and removal of debris) 003 Surface Maintenance (sweeping, flushing, repairs, resurfacing, sealing and replacement) 0-2020-001 Roads Construction Records relating to road construction. Use only if no other heading is applicable. 0-2030-001 Bridges and Culverts Records relating to installation, condition, maintenance and repair of bridges and culverts. Inventories retained until structure is replaced. 0-2040-001 Winter Control C + 6 C+10 C+20 C + 6 Records relating to ploughing, salting and sanding of roads and sidewalks according to Council approved standards as well as records of snow removal and disposal. 0-2200-001 Safety Devices Records relating to traffic safety devices which cannot be classified elsewhere. 0-2210-001 Warning Signs Records relating to warning signs. 0-2220-001 Railway Crossing Records relating to railway crossings. C + 6 C+10 0 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 53- 229 - Corporate Records Retention Schedule File Code Record Class 0-2230-001 Guide Rails Records relating to guide rails. 0-2240-001 Crosswalk/Crossover Records relating to crosswalks and crossovers. 0-2300-001 Roads — Capital Works Records relating to cost comparisons of road works. 0-2320-001 Roads — Surveys Retention Period C+10 C+10 C+15 T+25 Records relating to all types of road surveys such as legal road surveys, property surveys, control surveys, field notes and survey field books. 0-2330-001 Roads — Reports C + 6 Records relating to statistical reports relative to roads that cannot be classified elsewhere. 0-2340-001 Roads — Accident Statistics I Records associated with statistics reporting of accidents concerning emergency services and traffic. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 54 - 230 - Corporate Records Retention Schedule File Code Record Class Retention Period 0-2400-001 Traffic C + 6 Records relating to the flow of traffic on roads. Examples of sub categories that may be created for this classification.) 002 Traffic Signals 003 Road Watch 004 Intersection drawings 005 Traffic reports 006 Speed limits and bumps 007 Accident statistics 008 Load restrictions 0-2410-001 Curb Cut Permits 2 Records relating to curb cut permits including applications and correspondence. 0-2420-001 Road Occupancy Permits 2 Records relating to issuing road occupancy permits and also includes moving permits. 0-2430-001 Newspaper Vending Box Permits 2 Records relating to newspaper vending box permits. 0-2500-001 Engineering — General C + 6 Records relating to engineering that are not classified elsewhere. 0-2510-001 Design Standards S Records include models on which designs are based. Examples of sub categories that may be created for this classification.) 002 Design Criteria A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 55- 231 - Corporate Records Retention Schedule File Code Record Class Retention Period 0-2530-001 Road Inventories/Studies T + 6 Records relating to road inventories and studies that are not classified elsewhere. 0-2540-001 Road Needs Study C + 6 Records relating to road needs study categorizing road reconstruction priorities. (e.g. "now", "10 years", etc.) 0-2550-001 Road Cost Study C + 6 Records relating to the analysis of road reconstruction versus overlay. 0-2560-001 Status of Roads C + 6 Records relating to the status of roads assumed or unassumed by the City. 0-3000-001 Works — General C + 6 Records relating to works that cannot be classified elsewhere. 0-3100-001 Sidewalks C + 6 Records relating to sidewalk repair, restoration, and sidewalk ramps. 0-4000-001 Subdivision Servicing — General C + 10 Records relating to services and provision of services in subdivisions. . 0-5100-001 Signs C + 6 Records relating to the manufacture and installation of all signs including stop signs, parks signs, arrow signs, road markings, street name signs and service club signs. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 56 - 232 - Corporate Records Retention Schedule File Code Record Class Retention Period 0-5200-001 Utilities — General Records relating to general correspondence for utilities that cannot be classified elsewhere. Examples of sub categories that may be created for this classification.) 002 Hydro 0-5260-001 Ontario Power Generation Records relating to Ontario Power Generation. 0-5300-001 School Crossing Assistance Program C + 6 C + 6 C + 6 Records relating to the school crossing program whether it involves Adult Crossing Guards employed by the City or school patrol done by the students. 0-6000-001 Water Control T+15 Records relating to installations, plans, inspections, breakage and repair reports, control usage reports, meter installation and reports, special tests and complaints. This record series may include construction and water main failure work reports. 0-6600-001 Drainage C + 6 Records relating to the policy and procedures, design, construction, maintenance and management of drains and drainage systems. This record series may include assessments, claims, specifications engineering drawings and reports, permit applications, by-laws, grants, and erosion reports. 0-6700-001 Lot Grading Records relating to lot grading. C+20 A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 57- 233 - Corporate Records Retention Schedule File Code Record Class Retention Period 0-6800-001 Storm Sewers P Records relating to the design, construction and management of storm sewers. 0-7000-001 Waste Management P Records relating to waste management planning, waste disposal, waste processing, environmental audits, guidelines for recycling and composting sites and protocol for the development of sites. 0-7010-001 Waste Disposal Sites 7 Records relating to current and inactive/perpetual care sites, including inventory and mapping of former waste and industrial sites, reports, correspondence, drawings, plan, and lab results. 0-8000-001 Building and Property Management — General C + 6 Records relating to City owned property which cannot be classified elsewhere. 0-8100-001 Parks & Open Space —General C + 6 Records relating to Parks and Open Spaces which cannot be classified elsewhere. 0-8110-001 Walkways & Trails C + 6 Records relating to the management, maintenance and repairs, including correspondence and inventories of walkways and trails. 0-8120-001 Playground Equipment C + 6 Records relating to equipment repairs, replacement, upgrades and vandalism. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 58 - 234 - Corporate Records Retention Schedule File Code Record Class Retention Period 0-8130-001 Arboriculture & Floriculture C + 6 Records relating to tree removal, stump locations, planting, trimming, pruning, preservation, work orders and calls and records relating to horticulture, floral beautification and the downtown floral program. 0-8140-001 Grounds Maintenance C + 6 Records relating to grass cutting, turf maintenance, ball diamond screening, and litter pick-up. 0-8200-001 Building & Facilities Operation C + 6 Records relating to operations of the City's buildings and facilities including correspondence relative to fees and agreements. 0-8230-001 Work Orders 2 Records relating to requisitions for maintenance work activities. 0-8240-001 Systems Maintenance 2 Records relating to reports and correspondence dealing with maintenance systems at City facilities including ice temperatures and pool tests. 0-8250-001 Security S Records relating to requests, logs and other records regarding the security of offices, facilities and properties such as security passes and control of keys. 0-8320-001 Architectures/Structure S Records relating to envelope, roofing, waterproofing, sealing, designated / hazardous materials including correspondence and reports. A separate file is maintained for each facility. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 59- 235 - Corporate Records Retention Schedule File Code Record Class 0-8330-001 Mechanical/Electrical Retention Period S Records relating to plumbing, electrical, HVAC, elevators, life safety systems, and energy conservation including correspondence and reports. A separate file is maintained for each facility. 0-8340-001 Projects T+ 6 Records relating to projects relative to a specific location within the facility including correspondence, quotes and reports. 0-9000-001 Environment & Pollution — General C+10 Includes records relating to the environment and pollution that cannot be classified elsewhere. Records may include copies of reports and correspondence. 0-9100-001 Energy Management C+10 Includes records relating to energy management that cannot be classified elsewhere. Records may include copies of reports and correspondence. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 60 - 236 - Corporate Records Retention Schedule File Code Record Class Retention Period Services S-1000-001 Culture & Recreation Services —General C + 6 Includes records relating to recreation and cultural services, programs and facilities available to the public which are not covered elsewhere in this section. S-2000-001 Services and Programs Records include information relating to the administration, scheduling and offering of programs, memberships and program registration. S-2100-001 Facility Permits 2 Rental booking permits for all City owned buildings and facilities including boardrooms, halls, fields, ball diamonds and arenas. S-3010-001 Animal Services C + 6 Records relating to animal control in the City of Pickering including call -out records, inquiries and complaints. Examples of sub categories that may be created for this classification.) 002 Livestock Valuer S-3011-001 Pound Book Records from the Animal Services Shelter. S-3020-001 Senior Citizen Services C + 6 Records relating to programs and activities organized through the Senior Citizens facilities owned by the City of Pickering. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 61- 237 - Corporate Records Retention Schedule File Code Record Class Retention Period S-3040-001 Waterfront C + 6 Records relating to the waterfront of the City of Pickering. S-3050-001 Libraries C + 6 Records relating to the administration, and the use and operation of public libraries maintained by the City of Pickering. S-3060-001 Museums and Art Galleries C + 6 Records relating to the administration, use and operation of museums maintained by the City of Pickering. S-4000-001 Events & Organizations — General C + 6 Includes records of organizations and events which cannot be classified elsewhere. S-4100-001 Organizations C + 6 Includes Community and Ratepayers Associations, Kinsmen Clubs, Rotary Club, Scouts and Cubs, Y.W.C.A. S-4210-001 Proclamations 2 Records relating to requests for proclamations. S-4220-001 Awards 2 Records relating to awards and includes correspondence and Council directives. S-4230-001 Flag Raising 2 Records relating to requests for flag raisings. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 62 - 238 - Corporate Records Retention Schedule File Code Record Class Retention Period S-4240-001 Filming - C + 6 Records relating to filming on City owned property and private property within the City of Pickering. S-5000-001 Fire, Safety, Protection, and Emergency Planning — General C + 6 Includes records regarding fire, safety and protection which cannot be classified elsewhere. S-5010-001 Dispatch Reports C + 6 Records relating to all calls made. S-5020-001 Daily Station Reports C + 6 Records relating to the daily log for each station's activities S-5040-001 Fire Fighting Component C + 6 Records relating to equipment. Including records relating to the purchasing procedures, justification, specifications, issue, testing, maintenance and repairs. Examples of sub categories that may be created for this classification.) 002 Vehicle tools 003 Equipment inventory 004 Personal protective clothing 005 Breathing apparatus/breathing tanks 006 Rescue equipment and vehicles S-5100-001 Fire Code Regulations Records relating to Fire Code Regulations. S A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 63- 239 - Corporate Records Retention Schedule File Code Record Class S-5110-001 Fire Plans Retention Period S Schematic diagrams of fire emergency services for major commercial buildings, schools, churches, community centres and City owned facilities. S-5200-001 Fire Code Inspections T+ 6 Includes inspections of businesses, building, institutions and homes to ensure fire safety practices are being met. S-5210-001 Institution Inspections T+ 6 Includes inspections of institutions to ensure fire safety practices are being met. S-5300-001 Fire Investigations T+ 6 Includes records relating to the investigation of individual fire incidents. File may include photographs of fire scene, witness statements, Ontario Fire Marshall report from investigator, copy of fire departments response report, investigation records, notes and drawings. S-5400-001 Fire Safety & Prevention Programs (Public Awareness) C + 6 Includes records relating to the development and delivery of fire safety and prevention programs. Also includes records relating to community education and fire safety awareness programs administered or sponsored by the fire department. S-5500-001 Hazardous Materials T+ 6 Reports associated with hazardous material incidents such as chemicals and substances that pose a health and safety hazard. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 64 - 240 - Corporate Records Retention Schedule File Code Record Class Retention Period S-5600-001 Emergency Planning & Services S Records relating to emergency measures planning and services provided by the municipality. This record series may include evacuee centres in the event of a disaster, provisions of service and emergency resources and contingency plans, including Pickering Nuclear Emergency plan used in the event of a nuclear disaster. S-5610-001 Emergency Management— Other Agencies/Teams Records relating to external agencies that have an impact on the City's Community Emergency Program. Includes Regional, Provincial, and Federal. S-5620-001 Community Emergency Events I Records relating to any Community Emergency Event that requires the implementation of any part of our community Emergency Management Program. S-5630-001 Fire Hose & Hydrant Maintenance T + 2 Records relating to the maintenance and routine inspection of fire hose, flushing of fire hydrants and sprinkler reports. This record series may include permits, reports and use statistics. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event 65- 241 - Corporate Records Retention Schedule File Code Record Class Transportation T-1000-001 Transportation —General Records relating to transportation operations, which cannot be classified elsewhere. T-1100-001 Transportation Studies Records relating to transportation studies. T-2000-001 Transportation Design & Planning Retention Period C + 6 T + 7 T+10 In-house and external studies relating to the Planning of the City's transportation network. Includes working papers, technical reports and plans. T-2100-001 Local Roads T + 15 Records relating to the planning and design of local roads in the City. T-2200-001 Regional Roads T + 15 Records relating to the planning and design of Regional roads in the City. T-2300-001 Provincial Roads T + 15 In-house and external studies relating to the planning (e.g. Expansion, widening) of Provincial roads including highway 401 within the City. Includes working papers, technical reports and plans. T-2400-001 Highway 407 C+10 In-house and external studies relating to the planning (i.e. expansion, extension of highway 407 within the City). Includes working papers, technical reports and plans. A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event - 242 - Corporate Records Retention Schedule File Code Record Class Retention Period T-2500-001 Transit General C + 10 In-house and external studies relating to transit within the City. This record series Includes working papers, technical reports and plans. Examples of sub categories that may be created for this classification.) 002 GO Transit 003 Durham Regional Transit 004 Greater Toronto Transit Commission T-2700-001 Airports C+10 Records relating to the planning and development of an airport and air transportation within the City. T-2800-001 Railways - General C + 6 Includes all records relating to the railway system in general. Examples of sub categories that may be created for this classification.) 002 Canadian National Railway 003 St. Lawrence and Hudson A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event CA- 243 - CITY POLICY PICI<ERING Policy Title: RECORDS MANAGEMENT POLICY Policy Number: ADM 060 Reference: i Date Originated: Date Revised: Records Management By-law November 2008 Resolution # 48/09 Approval: Chief Ad- inistr icer Point of Contact: Deputy Clerk I Policy Objective The Corporation of the City of Pickering (the "City") is comma ed to promoting and facilitating good recordkeeping in order to support accountability and effective government administration. The Corporation is also committed to ensuring that the right information is provided to the right person at the right time. The City will achieve this objective through the adherence to the Records Management Policy and Records Retention By-law to provide for record security, ease in locating records, minimal duplication, cost efficiency, and maximum service and access to users Council, staff and our community stakeholders). All organizational records shall be retained and disposed of only in accordance with the retention by-law and with this and related polices and procedures. The retention schedules shall be developed in accordance with all applicable laws and regulations and good business practices. Compliance with them is mandatory on the part of all departments and employees. The objective of this Policy is to: Compile and maintain a comprehensive inventory of all corporate records with the aid of a standard corporate records management software package Laserfiche). 2. Maintain a records classification system and an efficient indexing / retrieval system for all records created or used by the City. 3. Establish appropriate retention periods for the City's records and a cyclical approach to transferring records from active to in -active storage and provide efficient and prompt disposal of records when their administrative, legal and fiscal values have ceased. 4. Preserve records of enduring value or historical significance. Attachment 6 to Report CLK 01-26 - 244 - 5. Standardize the type of equipment and supplies used in the maintenance of records within corporate facilities and provide for records management input into the design of existing or future accommodation of City facilities. 6. Provide training for staff involved in delivering and using the Records Management program. 7. Meet the necessary requirements to maintain a vital records program including a disaster recovery plan. 8. Facilitate processes which eliminate or reduce the need for the creation and retention of unnecessary records, including but not limited to forms, directives, reports, and all manners of correspondence (letters, memoranda and emails). 9. Provide records management input into the planning and development of systems designed to enhance information management. 10. Ensure access to all corporate records are created and maintained in an appropriate storage medium that is cost-effective, promotes easy access in a timely manner, and will satisfy retention requirements. Storage medium options will include, but are not limited to micrographics, paper and imaging. Index 01 Definitions 02 Responsibilities 03 Corporate Classification System 04 Paper/Hardcopy Records Management — Active Records Management 05 Paper/Hardcopy Records Management - In -Active Records Management 06 Paper/Hardcopy Records Management — Record Destruction 07 Paper/Hardcopy Records Management — Duplicate Copies and Transitory Records 08 Electronic Document Management Policy Title: Records Management Policy olicy Number: ADM 060 Page 2 of 20 - 245 - 09 Records Retention at the Desktop Level 10 Electronic Mail (email) 11 Word Processing Files 12 Electronic Spreadsheets 13 Personal Organizer Files 14 Directory Architecture 15 Archiving Electronic Records & Data Preservation Appendix 1 Transitory Records Appendix 2 Storage Mediums 01 Definitions 01.01 Active Records - Records that are current year, current year plus one year, or referred to on a regular basis. 01.02 Alpha -numeric - A filing system combining alphabetic and numeric symbols to develop codes for classifying information. 01.03 Centralized Files - Records that are generated or used by more than one organizational unit but are systematically arranged in one location and placed under the control of one staff person. 01.04 Councillor's Records - Are considered "personal" records that are not subject to the Act where they are not related to the discharge of the councillors responsibilities as a member of council or to some aspect of City Council's mandate and they are not in the custody or control of the City. A careful analysis of all relevant factors is required. 01.05 Destruction Certificate - A list describing the contents of a record or group of records for which retention periods have expired and are prepared for destruction and which demonstrates approval for disposition. 01.06 Disposal - The process of destroying obsolete records. cy 1 itle: Records Management Policy Page 3 of 20 Policy Number: ADM 060 - 246 - 01.07 Electronic mail (email) messages — Communications created, sent or, received on an electronic mail system and include any attachments transmitted with the message and the associated transmission and receipt data. Email messages include those sent or received internally or externally. 01.08 Electronic mail (email) system - Is a computer application used to create and receive electronic messages, and to transmit electronic messages and any other electronic documents in the form of attachments between individual users and/or groups of users. 01.09 Electronic Records — Means any record that contains machine readable information or information that is created, used or stored in a digital medium. The information may be text, numbers, graphs, line drawings, pictures, images, or sound. Includes but is not limited to: word processing files, spreadsheet files, presentation graphics, electronic images, databases, audio and video recordings, voicemail, and email. Electronic records occupy media such as magnetic disks or tapes, audio or videocassettes, and compact or optical disks including all information stored on Laserfiche. 01.10 Eile Integrity — Accuracy and completeness of records. 01.11 In -active Records — A series of records which are older than current plus one year and which are not regularly accessed. 01.12 Record - Means any record of information however recorded, created or received, whether in printed form, on film by electronic means or otherwise and includes: correspondence, a memorandum, a book, plan, map, drawing, diagram, pictorial or graphic work, photograph, film, microfilm, sound recording, videotape, machine readable record, any other documentary material, regardless of physical form or characteristics, and any copy thereof. 01.13 Records Inventory - An identification and qualification of all the records under the custody and control of the City. 01.14 Retention Period - The period of time during which records must be kept before they may be disposed of, usually in terms of years or contingent upon an event (i.e. T = Termination). 01.15 Retention Schedule - A timetable that identifies the length of time a record must be retained (active and in -active status) before final disposition. i,cy Title: Records Management Policy Page 4 of 20 i'oiicy Number: ADM 060 - 247 - 01.16 Transfer List- A list describing the contents of a group of records, which are moved from an active storage area to an in -active storage facility. 01.17 Transitory Records - Those records and email messages that are required only for a limited time to ensure the completion of a routine action or the preparation of a subsequent record. Transitory records do not include records required by the City to control, support, or document the delivery of programs, to carry out operations, to make decisions, or to account for activities of the City Appendix 1). 01.18 Vital Records - Records that are essential to resume or continue the organization's operations; those necessary to create the City's legal and financial position and/or those necessary to preserve the rights of the City, our employees and customers. 02 Responsibilities 02.01 Director to: a) Actively support and understand the Records Management Policy and the procedures to ensure corporate adherence to the requirements of the Policy. b) Appoint a representative to the Records Management Team to perform the roles and functions as identified in the Policy and any supporting Procedures. c) Provide the necessary tools and training to ensure the effective implementation and adherence to the Policy. 02.02 Deputy Clerk to: a) Maintain a thorough knowledge of the Records Management Policy and supporting Procedures and relevant legislation. b) Ensure a consistent, cost-effective, and efficient approach to the management of corporate records. c) Provide ongoing training and guidance to staff within their area of responsibility to ensure compliance with guidelines and procedures outlined in this Policy and related procedures. I-11,11cy Title- Records Management Policy Page 5 of 20 si;cy Number: ADM 060 - 248 - d) Maintain the integrity of the records management program. e) Establish standards for public access to corporate information through active dissemination and routine disclosure. f) Establish regular communication with user departments / divisions. g) Assist designated Records Management Representatives RMR") in the implementation of the program. h) Ensure all departments / divisions are in compliance with records management policies and adherence to established procedures. i) Conduct initial corporate record inventory and ensure ongoing accuracy of it. j) Develop and maintain the Corporate Classification Index. k) Ensure the retention by-law is regularly reviewed for compliance with Provincial/Federal requirements and accurately reflects all corporate records, and ensure that necessary revisions are submitted to Council for approval. 1) Ensure record transfers and disposals are conducted in accordance with the retention by-law. m) Establish a centrally managed corporate records centre archives) and maintain an inactive records inventory. n) In cooperation with the Information Technology Section ("IT"), establish standards for application of storage mediums including paper micrographics and electronic storage systems. o) Maintain a page on the City's Intranet and Internet through the Laserfiche system pertaining to Records Management RM") including Policies, Procedures, Retention By-law, Corporate Classification Index and forms. p) Administer the electronic RM system (Laserfiche) including but not limited to file structure development, template design and maintenance, report design, and process development. olicy Title: Records Management Policy Page 6 of 20 clicy Number: ADM 060 - 249 - In cooperation with IT, coordinate requests from staff for user access rights on the electronic RM system (Laserfiche). q) In cooperation with IT ensure that vital records are protected in an appropriate manner so as to ensure access and use in the event of disaster. 02.03 Information Technology Section to: a) Maintain knowledge of the Records Management Policy and supporting Procedures as they pertain to IT. b) Ensure a consistent, cost-effective, and efficient approach to the management of electronic corporate records. c) With the assistance of the Coordinator, Records & Elections coordinate transfers and disposals of electronic corporate records are conducted in accordance with the retention by- law. d) Ensure RM software is functional and current. e) In cooperation with the Deputy Clerk, implement industry standards for application of electronic storage mediums. f) In coordination with the Coordinator, Records & Elections manage the security of the electronic RM system (Laserfiche) including access and functionality security. g) In cooperation with the Deputy Clerk ensure that vital records are protected in an appropriate manner so as to ensure access and use in the event of disaster. 02.04 Management & Supervisory staff to: a) Ensure each unit's records are maintained in accordance with the Records Management Policy, supporting Procedures and the Records Management By-law. b) Adhere to the Records Classification System and records retention schedule approved by the City for all corporate records. c) Comply with records management standards for creation, maintenance and use of records. Po! cy Title: Records Management Policy Page 7 of 20 ol:cy Number: ADM 060 - 250 - d) Ensure staff are provided the necessary training to enable them to perform their responsibilities detailed in the Records Management Policy, supporting Procedures and Records Management By-law. 02.05 Records Management Representative ("RMR") to: a) Actively participate on the Records Management Team. b) Liaise with the Deputy Clerk regarding changes to department/division methods, functions and structure and request any necessary amendments to the Corporate Classification Index. c) Ensure departmental records are maintained and updated in accordance with the program. d) Manage filing supplies for the paper files and ensure storage requirements are met. e) Verify records transfer list, annually coordinate transfer approvals and ensure records are properly prepared for transfer to in -active storage. f) Verify Destruction Certificates and coordinate necessary sign -offs. 02.06 Users / File Clerks to: a) Maintain records in good operational order, according to this policy and supporting procedures, to ensure file integrity. b) Prepare new folders when necessary. c) Liaise regularly with RMR. d) Notify RMR of any suggested new classifications, modifications to the retention schedules, and any errors or omissions listed in the records retention schedules. e) Prepare records for transfer to inactive storage in accordance with established procedures. f) Effect daily disposal of email and,personal PC records and any other records. l itle Records Management Policy Page 8 of 20 aiicy Number: ADM 060 - 251 - 03 Corporate Classification System 03.01 The Classification System is alpha -numeric by subject and will be applied to all corporate records, regardless of medium. 03.02 The Classification System will be centrally managed. Any required changes will be done by approval of the Deputy Clerk. 03.03 The standard system is divided into primary and secondary subjects. The six primary headings are: A Administration D Development F Finance L Law O Operations S Services T Transportation The secondary subjects represent the numeric block of a defined job function (i.e. 1400 — Municipal Council and Standing Committees - General) within a major business function (i.e. A — Administration). 03.04 Occasionally, secondary subjects may be further subdivided into a third or tertiary subject heading, when a secondary subject requires further breakdown (i.e. A-1400-002 — Executive Committee). 03.05 All electronic files created and managed on network directories and in the electronic RM system (Laserfiche) shall be structured and arranged in the same order as the Corporate Classification Index. 04 Paper / Hardcopy Records Management — Active Records Management This section addresses the Management policies to be applied to the City's paper hardcopy records. 04.01 Where possible all active records will be centrally maintained within work units / divisions. Corporate files should not be kept in individual offices or desks. 04.02 Access to records containing personal information shall be limited to staff who need access to the record in the performance of his or her duties and if the disclosure is necessary and proper in the discharge of City business. Ilcy Title: Records Management Policy Page 9 of 20 1-lolicy Number: ADM 060 - 252 - 04.03 Filing responsibilities will be assigned to designated staff members to ensure consistency and compliance with Procedures. 04.04 Only active records will be maintained in office in accordance with retention schedules. 04.05 A cyclical approach to file maintenance will be employed. Where appropriate, annual files will be created to facilitate the systematic approach to file retention and disposition. 04.06 Active files shall be maintained in filing cabinets. Access to records identified as highly sensitive or confidential shall be limited and cabinets containing these records shall be locked when not in use and at the end of every business day. 04.07 For health, safety and security reasons, records transferred to file boxes shall not remain in office, but shall be transferred to the appropriate in -active (or semi -active) storage facility. 05 Paper / Hardcopv Records Management — In -Active Records Management 05.01 All in -active records shall be transferred to archive storage. 05.02 A batch transfer of in -active files will be conducted annually. Ad hoc transfers may also be conducted throughout the year, if required. 05.03 In -active storage facilities are centrally managed and access is restricted for security purposes. 05.04 A combination of electronic / digital, microfiche and paper mediums will be used for the storage of in -active records. The optimum storage medium is determined through the analysis of the record class (Appendix 2). 06 Paper / Hardcopv Records Management — Record Destruction 06.01 Records due for disposition (as determined by the Records Retention By-law) will be disposed of through a batch process once per year (typically Dec -Jan). 06.02 To ensure security of confidential information, all record disposals will be done via a shredding company. policy Title: Records Management Policy Page 10 of 20 hcy Number-. ADM 060 - 253 - 06.03 The Clerks Division, in cooperation with Supply & Services, will schedule the shredding. 06.04 Destruction Certificates must be prepared. Certificates must include the necessary sign -off authorization for each record prior to shredding. 07 Paper / Hardcopy Records Management — Duplicate Copies and Transitory Records 07.01 Duplicate copies or transitory records are records that have only temporary value and which are not required to meet statutory obligations, set policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operation or other decisions for the City. Copies of these records may be maintained by City employees in their own offices or elsewhere for convenient reference or other purposes. These additional copies may be in the same format as the official record copy or in a different format. Regardless of the medium, they are duplicates for the purposes of retention. They are City property and are subject to this and all corporate records management policies and procedures. 07.02 Duplicate and transitory records shall not be specifically referenced in the City's Records Retention By-law, but instead are subject to the following: a) That the duplicate and/or transitory record for a particular record series is fully and exclusively satisfied by the record copy. b) Duplicate and transitory records should be discarded at the earliest practical opportunity when they are no longer needed for reference purposes. c) In no case are duplicate records to be retained longer than the time period stipulated for the record copy. d) Duplicate or transitory records are not to be sent to the archives or any other off -site storage. e) Sometimes duplicate records can become "new" records and therefore would be subject to the retention rules. For example, when annotations of substantive value are made to a duplicate record, that record then attains value as a separate record, which may need to be considered a new 31'cy Title: Records Management Policy licy Number: ADM 060 Page 11 of 20 - 254 - official" record for purposes of retention (i.e. retention time may increase). f) Copies of certain records series for back-up or vital records protection are to be retained in designated storage locations for the same time periods as the corresponding record copies i.e. microfiche copies). 08 Electronic Document Management 08.01 Laserfiche Document Management Software System provides for the following and shall be the standard system used as a central repository to maintain a current and accurate inventory of all electronic corporate records retained for long-term use in accordance with this policy and the City's Records Retention By- law (excludes records, data, graphs, maps, plans, drawings created in a dedicated software database system maintained exclusively for said records, including but not limited to GIS-based systems, Amanda, Customer Care Tracking System and Vailtech). The Laserfiche system can be utilized for: a) Scanning and importing tools to bring documents into the system b) Archiving and storing documents c) Indexing to organize documents d) Retrieval tools for finding records e) Access control to provide documents to authorized users 08.02 Specific procedures shall be created for: scanning and entering data, ensuring that all information with the images is readable and that the accuracy of index terms is verified, revising and deleting images, system back-ups and recovery, security and record disposition. 08.03 The file structure within Laserfiche shall be designed to reflect the Corporate Classification Index. 08.04 Standard indexing templates shall be managed by the. Deputy Clerk. All records managed in Laserfiche shall be indexed using the respective index template. olicy Title: Records Management Policy Page 12 of 20 Okcy Number: ADM 060 - 255 - 08.05 The Laserfiche administrator shall be the Deputy Clerk and is responsible for administering the file structure within Laserfiche, conducting user training, and establishing and authoring system documentation. 08.06 IT shall be responsible for system back-ups, security, user permissions, and data migration and disposition. 08.07 The City is the owner of all electronic records created, received, and/or maintained by City employees in support of the City's mission, business operations, and other activities. They are the City's property. 08.08 The City's ownership further extends to electronic records created, received, and maintained by third -party contractors that pertain to City operations and activities. These records too, are subject to this policy. 09 Records Retention at the Desktop Level 09.01 Essentially the City's electronic records at the desktop level may be classified into one of the following types of records: project management data, email records, word processing files, spreadsheets, and personal organizer files. 09.02 All employees who create and use electronic records and information are responsible for the following: a) Maintaining all electronic records in a manner designed to ensure their accessibility, integrity, confidentiality, authenticity, and usability for any and all business of the City. b) Maintaining proper security over all electronic records. All electronic records created, received and/or maintained on the City's computers shall be accessible to employees as necessary for their specific work responsibilities. The City's information security policies and practices will govern access and security over these records. c) Organizing and indexing all electronic records in a manner designed to facilitate their efficient access and use, not only by their creator but also to other City staff who may be required to use them. 1-hcy Title: Records Management Policy Page 13 of 20 i,Cy Number: ADM 060 - 256 - d) Effecting the regular and systematic disposal of electronic records, in accordance with the City's Records Retention By- law and with these and other policies and procedures. e) Promptly halting the disposal of relevant electronic records upon notification of litigation proceedings conducted by Legal Services. 09.03 Desktop Purge Days — All users are responsible for conducting one or more Desktop Records Purge Days each month. All employees are required to review all electronic records and files under their custody and control on their I:\drive, and effect the disposal of all - files no longer required. The RMR for each work unit is responsible for encouraging staff to review and purge (as appropriate) their Department / Work Unit Network Directory. Records eligible for disposal will be deleted or purged from all storage media under user control — hard disks, network servers and removable disks. Note: when electronic records are deleted from desktop hard drives, all backup copies must be deleted as well (IT back-ups excluded). 10 Electronic Mail (email) Notwithstanding the Personal Computer Use Policy (ADM 030) this section addresses the email messages as records and defines policy for retention use and disposition of emails either created on or received in the City's email system. 10.01 Email is NOT a long-term storage repository. The City's email system is a tool to facilitate communications, and is not for the long- term preservation and storage of City Business Records. 10.02 The maximum retention period for an.email record is 90 days after the message i's sent or received. This 90-day retention period also applies to drafts and attachments and archived email messages. 10.03 Storage of email messages and attachments are subject to limitations. All employees are required to delete email messages on a monthly basis that are no longer required. 10.04 Emails older than eighteen months will be automatically archived. IT reserves the right to alter this time parameter should the volume of available disk space require it. 10.05 The following types of email messages are considered records and should be saved and filed in the same way as records: I;cy Title: Records Management Policy Page 14 of 20 Policy Number: ADM 060 - 257 - a) Messages that reflect the position or business of the department/work unit; b) Messages that initiate, authorize or complete a business transaction; c) Messages received from external sources that form part of a departmental record; d) Copies containing more or less information than the original record; e) Original messages of policies or directives; f) Original postmaster messages, and where the information does not exist elsewhere; g) Messages related to work schedules and assignments; h) Agenda and minutes of meetings; i) Briefing notes; j) Final reports and recommendations. 10.06 Email records shall be: a) Filed in the corresponding electronic file; b) Printed and filed in the work unit's central paper file system; or c) Saved and classified in Laserfiche prior to deleting the message from the email system. Emails filed in Laserfiche shall be indexed using the email template and shall include any and all attachments. 10.07 The following types of email messages are considered transitory records: a) Drafts created, sent or received and used for information or reference purposes only; where any additional information has been incorporated into subsequent versions; or where they are rough or working drafts that are not required to document the steps in the evolution of a document. Policy Title: Records Management Policy Page 15 of 20 olicy Number: ADM 060 - 258 - b) Messages that are copies of information used only for convenience of reference and not as the official record. c) Messages in a form used for casual communication. d) Informal messages or rough drafts that are not required as evidence in the development of a document. e) Miscellaneous notices of employee meetings, holidays, etc. f) Messages received as part of a distribution list or received from other Internet sources, solely for convenience or reference. 10.08 Transitory emails as described in 01.06 shall be deleted from the email system within 90-days of sending or receiving the email and once the information is no longer of use. Transitory emails shall not be stored on a local drive for long-term storage. 10.09 Email messages sent internally for administrative or organization requirements are considered duplicate copies. These messages may be deleted once the information is no longer of use to the recipient. The onus is on the originator to ensure that the original message is retained as a departmental record. 10.10 If you reply to any of these emails, you are adding to the copy, and therefore, creating a new original. As the originator you must determine if this new message is a departmental record and needs to be retained. 11 Word Processing Files 11.01 All documents created within word processing applications including desktop publishing applications) are considered Word Processing Files. 11.02 Where the document is intended to produce a paper copy, the user shall delete the original and any draft versions after the final version is printed and placed in the work units centralized file system. 11.03 Where the electronic document is intended to be the official "file" copy of the record, the user shall not delete it without specific or general disposal authority, unless paper equivalents exist. 11.04 Where the electronic document is created as a word processing file but is printed in hardcopy and requires a signature (i.e. a letter or clicy Title: Records Management Policy Page 16 of 20 olicy Number: ADM 060 - 259 - report) the electronic document shall be considered a draft or working copy. If this record is to be retained electronically, the signed hardcopy must be scanned into Laserfiche. 12 Electronic Spreadsheets 12.01 Where the spreadsheet is used to manipulate and evaluate data supplied by another database, the spreadsheet shall be deleted when the information is no longer required or within 90 days of completing the task. 12.02 Where the spreadsheet is used as a database, regular reports shall be generated and saved and classified into Laserfiche or printed and filed in the work units central paper file system. 12.03 Spreadsheets used as a database shall be stored on the network directory. 13 Personal Organizer Files 13.01 All entries on the calendar, diary, "to do" lists, address lists and all other personal organizer application files shall be deleted when no longer required. 14 Directory Architecture 14.01 Directories are the equivalent of a file folder used for paper records and are used and relied on for assisting and maintaining organized electronic files. The Corporate Directory Architecture is designed by the IT and RIM Team. The design is intended to provide a controlled central repository for staff use. It is imperative that directories be carefully and logically created and maintained. Too many or too few directories foster confusion. 14.02 C:\ Drive — The C:\drive is the hard drive on a PC. This drive is not included in the IT file backup protocol and files stored on this drive are not easily shared or referenced. As such, no files shall be stored on this drive. 14.03 I:\drive — IT provides each staff member with a network drive to be used only by that staff member. Only records of a "personal" nature shall be stored on the employee's designated I:\drive. Corporate records, templates or reference files shall not be stored on the I:\drive. olicy Title. Records Management Policy Page 17 of 20 clicy Number: ADM 060 - 260 - 14.04 J:\drive - Every Department/Work Unit is assigned a J:\drive. This network drive shall be accessible by each staff member of the work unit. The file structure on J:\drive shall be consistent with the Corporate Classification System. This drive shall be used to store drafts, working copies, templates or reference files. This drive shall not be used for long-term storage of permanent, electronic corporate records. Files such as these shall be stored in Laserfiche. 15 Archiving Electronic Records & Data Preservation 15.01 Records Stored in Laserfiche for long-term retention shall only be stored in .tff format and the associated OCR files shall be in ASCII format. Thus, providing a system of standard, non-proprietary image and text formats, which will facilitate future conversions as required. 15.02 Archived records shall be loaded and migrated annually to preserve the integrity of the records and to retain the ability to retrieve, display and use them over time. 15.03 Storage of media used for electronic archived records should be environmentally controlled as follows: a) maximum 20" C with relative humidity of 20-30%; b) maximum 15' C with relative humidity of 20-40%; or c) maximum 10" C with relative humidity of 20-50%. I c:y Title: Records Management Policy Page 18 of 20 10olicy Number: ADM 060 - 261 - APPENDIX 1 Transitory Records Ongoing destruction or deletion of transitory records is the key to managing information effectively and reducing records -related costs. It should be part of everyone's normal administrative practices to "read and delete" and make good use of your recycling bin. Common types of transitory records, which can and should be discarded as soon as you (and all other relevant users) are finished with them: a Miscellaneous notices or memoranda, such as "To All Staff", emails, notices of holidays or special events, or minor information items concerning routine administrative matters or other minor issues not pertaining directly to your program area. Information copies of widely distributed materials such as committee minutes, agendas, newsletters. Preliminary drafts of letters, memoranda, or reports and other informal notes which do not represent significant steps in the preparation of a final document, and which do not record decisions. a Duplicate copies of documents in the same medium, which are retained only for convenience or future distribution (e.g. extra photocopies, duplicate copies of databases, etc.). Personal messages (e.g. "Let's meet for lunch.). a Phone messages (e.g. "Please return call.....). b Publications, such as published reports, administration manuals, telephone directories, catalogues, pamphlets, or periodicals (e.g. Municipal Matters, Municipal Monitor). Duplicate stocks of obsolete publications, pamphlets, or blank forms. Unsolicited advertising materials (e.g. Brochures, company profiles, price lists, etc.). P,.,licy Title: Records Management Policy Page 19 of 20 PrAcy Number: ADM 060 - 262 - APPENDIX 2 Storage Mediums The following criteria shall be considered in determining the optimum storage medium for a record series. Retention / Optimum Storage Access & Users Value Medium Frequent/sin le user 7 paper Seldom single user 7 paper Never 7 paper--- ----j Frequent/multiple users 7 idigital Frequent/single user 7 & <25 digital Seldom / single user 7 & <25 paper Never - bulky 7 & <25 microfiche Never - compact 7 & <25 paper Frequent/multiple users 7 &_<25 Ldicgital Frequent/single user 25 di ital Seldom / single user 25 digital Never - bulk 25 microfiche Frequent/multiple users 25 digital _ J r_hcy Title: Records Management Policy Page 20 of 20 c,hcy Number: ADM 060 - 263 - 644 DICKERING Policy Procedure Title: Freedom of Information and Protection of Privacy Policy Policy Number ADM 050 Reference Municipal Freedom of Information and Protection of Privacy Act, 1990, as amended Resolution # 211/16 Approval: Chief Adrt i ative Date Originated (m/d/y) November 26, 2007 er Date Revised (m/d/y) June 2009 October 2016 Point of Contact: City Clerk Pages 11 Policy Objective The City of Pickering is committed to providing a right of access to information under the control of the City in accordance with the principles of the Municipal Freedom of Information and Protection of Privacy Act, 1990 (the Act), as amended. The Act establishes rules for municipalities to follow to ensure access to information and the protection of individual privacy. The objectives of this policy are to: 1. Ensure fair and equitable access to corporate records and that necessary exemptions from the right of access are limited and specific. 2. Identify staff roles and assign responsibility regarding the use and disclosure of corporate information. 3. Commit to protecting the privacy of individuals with respect to personal information held by the City and to provide individuals with the right of access to their information. 4. Establish guidelines for processing requests for information within the timeline restrictions imposed by the Act. 5. Communicate offenses and liabilities as stated in the Act. Index 01 Definitions 02 Responsibilities 03 General 04 Access Process Attachment 7 to Report CLK 01-26 - 264 - 05 Forms 06 Offenses and Liability Appendix 1 Appendix 2 Application for Access/Correction to Records Form Fee Schedule 01 Definitions 01.01 Control — the power or authority to make a decision about the use or disclosure of a record. 01.02 Custody — the keeping, care, watch, preservation, or security of a record for a legitimate business purpose. While physical possession of a record may not always constitute custody, it is the best evidence of custody. 01.03 FOI Coordinator — for the purposes of this policy and related procedures, the City Clerk (or designate), is designated as the FOI Coordinator. 01.04 Head — for the purposes of the Act, the Head is Council, which has delegated its powers and duties to the City Clerk by By-law. However, the Head still remains accountable for actions taken and decisions made under the Act. 01.05 Information and Privacy Commissioner (IPC) — the Information and Privacy Commissioner of Ontario is appointed by the Lieutenant Governor in Council. The Commissioner is an officer of the Legislature and is independent of the government. The Commissioner hears appeals of decisions made by Heads of institutions, issues binding orders, conducts privacy investigations, and has certain powers relating to the protection of personal privacy. 01.06 Personal Information — recorded information about an identifiable individual not a corporation, partnership or sole proprietorship), including information relating to: a) Race, national or ethnic origin, color, religion, age, sex, sexual orientation or marital or family status of the individual; b) Education, medical, psychiatric, psychological, criminal or employment history, financial transactions; c) Any identifying number, symbol, address, telephone number, fingerprints or blood type; d) Personal opinions or views of the individual except if they relate to another individual, and views or opinions of another individual about the individual; e) Correspondence sent to the City which is implicitly or explicitly of a private or confidential nature and includes replies to the correspondence; and Policy Title: Freedom of Information and Protection of Privacy Policy Policy Number: ADM 050 Page 2 of 11 - 265 - f) The individual's name if it appears with any other personal information. A Personal Information Bank (PIB) is a collection of personal information that is organized and capable of being retrieved using an individual's name or an identifying number or particular assigned to the individual. 01.07 Record — any information however recorded, whether in printed form, on film, by electronic means or otherwise, and includes: correspondence, memoranda, books, plans, maps, drawings, diagrams, pictorial or graphic works, photographs, films, microfilms, sound recordings, videotapes, machine-readable records, and social media documentation. 01.08 Request, Complete — a request for records which sufficiently describes the record sought to enable an experienced employee of the City, exercising reasonable effort, to identify the record. The application fee must accompany the request. 01.09 Request, Formal — a request for access to or copies of a record which is submitted in writing detailing the requested records, and is dated and signed by the requester. This type of request should be received only after the informal request has been denied. 01.10 Request, Informal — a verbal request for access to or copies of a record. May also be referred to as an over-the-counter or routine request. All requests should begin informally and requesters should only formally submit a request as a last resort. 01.11 Routine Disclosure — the routine or automatic release of certain types of administrative and operational records in response to information, rather than formal requests. 01.12 Third Party — any person, group of persons or organization whose interest might be affected by disclosure, other than the person, group of persons, or organization making a request for access. Where the third party is an individual, another person may in some cases, exercise his/her right. 02 Responsibilities 02.01 Head to: a) Maintain a thorough knowledge of this Policy and the principles of the Act. b) Ensure the FOI Coordinator and all FOI Representatives are appropriately abiding by the principles of the Act. c) Ensure that reasonable measures respecting the records in the custody or under the control of the institution are developed, documented, and put into place to preserve the records in accordance with any Policy Title: Freedom of Information and Protection of Privacy Policy Policy Number: ADM 050 Page 3 of 11 - 266 - recordkeeping or records retention requirements, rules or policies that apply to the City. 02.02 Department/Division Head to: a) Understand this policy and the principles of the Act. b) Appoint a minimum of one Departmental FOI Representative to perform roles and responsibilities as defined by Section 02.05. Ensure proper notice is given to the public prior to the collection of any personal information. Ensure that all personal information is managed in accordance with this policy and applicable privacy legislation. 02.03 Employee to: a) Become familiar with this Policy. b) Have a sound knowledge of records within their scope of responsibility, which qualify for routine disclosure. c) Make recommendations to their FOI Department Representative regarding routine disclosure. d) Forward formal requests for information which are not common to their usual course of business to the FOI Coordinator. e) Protect personal information to which they have access to or custody of. f) Minimize the collection of personal information to only that which is necessary. 02.04 FOI Coordinator (Head) to: a) Maintain a thorough knowledge of the FOI Policy and information request procedures. b) Receive formal requests and coordinate those requests with Department FOI Representatives to comply with legislated time requirements. c) Communicate with requesters to clarify requests, issue notices, and respond to enquiries. d) Communicate with the Commissioner's Office to respond to enquiries and seek clarification and direction regarding appeals. Seek legal advice from the City Solicitor respecting disclosure decisions and appeals, as required. Policy Title: Freedom of Information and Protection of Privacy Policy Page 4 of 11 Policy Number: ADM 050 - 267 - f) Make decisions relative to record disclosure. g) Determine or waive fees in accordance with Regulations. h) Conduct FOI Training and orientation. i) Develop and maintain procedures relative to the FOI Policy. 02.05 FOI Department Representative to: a) Maintain a thorough knowledge of the FOI Policy and information request procedures. b) Compile all records within their area of responsibility relative to the scope of the request, review these records, and submit preliminary disclosure recommendations to the FOI Coordinator. c) Coordinate requests with FOI Coordinator to comply with legislated time requirements. d) Participate in FOI training. e) Meet as required with FOI Coordinator and other FOI Department Representatives to discuss related issues. f) Provide guidance to staff within their area of responsibility to ensure use and disclosure of information is in compliance with guidelines and procedures outlined in this policy and related procedures. g) Review all FOI request files with Director prior to returning file to FOI Coordinator. 02.06 City Solicitor to: a) Maintain a thorough knowledge of the FOI Policy and information request procedures. b) Represent the City in defending the City's decision on an appeal. c) Provide legal advice to FOI Coordinator respecting disclosure decisions, as required. 03 General 03.01 Every person (including Corporations), has the right to request records under the custody and control of the City. The City is not obligated to create a record in response to a request," and the City has no right to question the purpose for the request. 03.02 The Act provides that information available to the public before the Act came into force must continue to be available, except personal information. Routine Policy Title: Freedom of Information and Protection of Privacy Policy Policy Number: ADM 050 Page 5 of 11 - 268 - disclosure or usual "over the counter" responses to enquiries should continue outside the procedures set out. 03.03 Electronic records — instant messages and emails are forms of electronic correspondence and are considered records under the Act, regardless of the tool or service used to create them. 04 Access Process 04.01 Informal Request — where possible, requests should be handled through the informal request/routine disclosure process. Regardless of where or how a request is submitted, staff should direct the requester to the area of responsibility respecting the requested information. The employee is to open dialogue with the requester to discuss the nature of the request and the type of records at issue with a view to determine whether the matter should be handled informally or by means of a formal request under the Act. Typically, if the request is simply for information or for an answer to a question, no specific record is desired. Therefore, the request is considered to be "informal". If a specific record is requested, the employee shall verify that the record is classed as a public record and qualifies for routine disclosure. Otherwise, the requester is directed to complete a "formal" Application for Access/Correction of Records see Appendix 1). 04.02 Formal Request — once it has been determined that a formal request is needed, an Application for Access/Correction of Records form is to be completed. The Application is available in the Clerk's Office and on the City's website www.pickering.ca. All formal requests for information are immediately forwarded to the FOI Coordinator along with the $5.00 mandatory application fee (see Appendix 2 for Fee Schedule). 04.03 The FOI Coordinator contacts the necessary FOI Department Representatives to arrange for collection of records pursuant to the scope of the request. Along with the requested records, the.FOI Department Representative will provide the FOI Coordinator with a preliminary recommendation regarding the disclosure of records. 04.04 The FOI Coordinator is responsible for determining disclosure. Under the Act, there are two types of exemptions that must be considered when assessing whether information is to be disclosed: a) Mandatory Exemptions — requiring the institution to refuse disclosure of the record. Such records include: information pertaining to intergovernmental relations; if the information was received in confidence; third party information that reveals a trade secret or scientific, technical, commercial, financial or labour relations information, if supplied in confidence, and where disclosure could prejudice the interests of the third party; Policy Title: Freedom of Information and Protection of Privacy Policy Policy Number: ADM 050 Page 6 of 11 - 269 - personal information about individuals other than the requester. b) Discretionary exemptions — requiring an institution to apply discretion and good judgment when determining whether or not to disclose the record. Such records include: Draft by-laws, records of closed meetings where such are authorized by statute; Advice or recommendations within the organization; Law enforcement records; Information which could prejudice the financial or other specified interests of the organization; Solicitor -client privileged information; Information which could endanger the health or safety of an individual; Information already available to the public or soon to be published. Although the above -noted exemptions provide direction as to what must or may be considered when assessing whether or not to disclose, there are times when the above exemptions do not apply: if a compelling public interest outweighs the purpose of the exemption; or if there is a grave environmental, health or safety hazard, regardless of whether or not a formal request for information has been made. 04.05 The FOI Coordinator shall issue a Notice of Decision and any other required Notices to the requester within the prescribed 30 days. 04.06 Fee Estimates — in accordance with the Regulations under the Act, the FOI Coordinator and the FOI Department Representative shall estimate the processing, searching and copying fees, based on the scope and nature of the request. If fees are estimated to be greater than $25.00, then the requester must grant permission to proceed. 04.07 Response Time limitation — the Act dictates that the Notice of Decision must be issued to the requester within thirty (30) days of receipt of a completed request. If a request is deemed incomplete or too vague and must be clarified, then the thirty (30) days starts after clarification and the $5.00 application fee is received. 04.08 Time Extension — the Act provides that the Head may extend the thirty day time limit in the following circumstances: Policy Title: Freedom of Information and Protection of Privacy Policy Policy Number: ADM 050 Page 7 of 11 - 270 - a) The request is for a large number of records or staff will have to search through a large number of records and to do so would unreasonably interfere with the operations of the City; or b) Consultations with people outside of the institution are necessary before responding and cannot reasonably be completed within the time limit. Extensions are not permitted in the following circumstances: a) Situations where staff who would normally deal with the request are away from the office; or b) Staff are assigned to tend to heavy workloads for regular work assignments. 04.09 Method of Access — in most cases, the requester will obtain access to a copy of the records. Generally, originals are accessed and reviewed by the requester in situations where there is a large volume of records, or at the request of the requester. 04.10 Third Party Involvement — there may be circumstances where it is impossible to sever personal or third party information from a record. In this situation, it is determined if the exemption is mandatory or discretionary. When the exemption is mandatory, access to the record is denied. When the exemption is discretionary and the City intends to release the record, the third party identified in the record must be notified of the City's intention to release the information. This notification will allow the third party the opportunity to make representations on the proposed disclosure. If the Third Party disapproves of the City's final decision, they have the right to Appeal. During the appeal process, the City's response period is put on hold. 04.11 Decisions — within the time limits specified in the Act, the requester must be notified in writing of the City's decision. The City's response, based on the mandatory and discretionary exemptions stated in the Act, will be: a) Access granted in whole; b) Access denied in whole or in part (with the section of the Act stated); c) No record exists; or d) Refused to confirm or deny. 04.12 Appeals — any requester who is dissatisfied with the City's decision to withhold documents or to release documents only in part, or any third party who is dissatisfied with the City's decision to release documents that he/she felt should not be released, may appeal to the Information and Privacy Commissioner. This Notice of Appeal must be filed with the Information and Privacy Commissioner's Office within thirty (30) days of the date of the City's decision. Policy Title: Freedom of Information and Protection of Privacy Policy Policy Number: ADM 050 Page 8 of 11 - 271 - The FOI Coordinator will receive any Appeal Notices from the Commissioner's Office and prepare the record packages. The City Solicitor will represent the City in defending its decision regarding release of records. The Solicitor will prepare any written representations and participate in any verbal (either in person or over the telephone) representations. An Order issued by the Commissioner is final, subject to judicial review only in the event of a gross error of law. The Order itself will specify new time periods within which any further action must be taken by either or both parties involved. The FOI Coordinator will take the necessary actions as specified in the Order. 05 Forms 05.01 All forms created by or for the City and used for City activities are subject to the Act. 05.02 At the point of creation, forms shall be created in accordance with City policies and procedures, and shall be reviewed by the FOI Coordinator with a view to the Act. 05.03 Forms that include the collection of personal information shall include the following clause: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of . Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611." 06 Offences and Liability 06.01 Section 48 of the Act outlines the offences under the Act which can lead to prosecution. These offenses include breach of the privacy protection provisions and obstruction of the FOI Commissioner in carrying out duties or exercising powers. Fines of up to $5,000.00 may be imposed. 06.02 Section 48(1)(c.1) of the Act states that no person shall alter, conceal or destroy a record, or cause any other person to do so, with the intention of denying a right under this Act to access the record or the information contained in the record. 06.03 Section 49 explains, however, that no civil action lies against the Head or another person acting under the Heads direction for damages resulting from the disclosure or non -disclosure if the person is acting in good faith. Similarly, no legal action can be brought for failure to give notice under the Act if reasonable care is taken to give the required notice. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Freedom of Information and Protection of Privacy Policy Policy Number: ADM 050 Page 9 of 11 - 272 - Gty p( J PICKERING Appendix 1 Application for Access/Correction to Records Municipal Freedom of information and Protection of Privacy Act Returned Completed Application To: City of Pickering, Clerk's Office, One Tim Esplanade Pickering, ON LIV 61(7, Tel. 905.420.4611 This form is to be completed only if standard practice prohibits access to requested records_ Request For: Access to General Records Access to Own Personal Information 0 Correction of Own Personal Information If request is for access to, or correction of, own personal information records, last name appearing on records is same as below, or Details (a fee of $5.00 applies to each application) First Name Street Address City Home Phone # Fax # Last Name Province Bus_ Phone # Emal Address Unit # Postal Code Extension Detailed description of requested records, personal information records or personal information to be corrected. (If requesting access to your personal information, identify the personal information bank or record containing the personal information). Please attach a separate sheet if necessary. Note: If you are requesting a correction of personal information, indicate the desired correction and, if appropriate, attach any supporting documentation_ You will be notified if the correction is not made and you may require a statement of disagreement be attached to your personal information_ In accordance with Section 45(1) of the Municipal Freedom of Information and Protection of Privacy Act, additional fees may be charged_ Signature Date Method of Access Original Copy Office Use Only Application Fee 0 Cash 0 Cheque Date Comments Request No. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used to process your request Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON LIV 6K7, 905.420.4611. CSV 0301-01126 Revised 16107/25 Alternate formats available upon request at 905.683.7575_ Policy Title: Freedom of Information and Protection of Privacy Policy Policy Number: ADM 050 Page 10 of 11 - 273 - Appendix 2 Fee Schedule Fee Charges for requests for general information Application Fee 5.00 To be paid when request is submitted Search Time 7.50 Per each 1/4 hour required to search and retrieve records Record Preparation 7.50 Per each 1/4 hour required to prepare records for release Photocopying 20¢ Per page Computer programming 15.00 Per each 1/4 hour if needed to develop program to retrieve information Fee charges for requests for personal information. Application Fee 5.00 To be paid when request is submitted Photocopying 20¢ Per page Computer programming 15.00 Per each '/4 hour if needed to develop program to retrieve information Estimates Fee estimates will be given if anticipated fees are $25.00 or more. If the estimate of fees to be paid is $100.00 or more, the requester may be required to pay a 50% deposit. Appeals General Records Personal Information 25.00 10.00 Appeal fees are to be paid up front and our Notice of Decision must advise the requester of these appeal fees. Policy Title: Freedom of Information and Protection of Privacy Policy Policy Number: ADM 050 Page 11 of 11 - 274 - Report to Executive Committee Report Number: CS 01-26 Date: January 12, 2026 From: Laura Gibbs Director, Community Services Subject: Recreation & Parks Ten Year Plan Year One Progress Report File: A-1440-001 Recommendation: 1. That Report CS 01-26 regarding the City of Pickering’s Recreation & Parks Ten Year Plan Annual Report be received for information. Executive Summary: The purpose of this report is to provide an annual update on the 2024-2034 Recreation & Parks Ten Year Plan (RPTYP) which was approved by Council on September 23, 2024 (Resolution #575/24). The RPTYP establishes progressive directions that support city and community stakeholders in delivering responsive and sustainable facilities and services. Specifically, the RPTYP provides direction and guidance for managing parks and recreation programs, services, facilities, infrastructure, and investment in a fiscally responsible manner through to the year 2034. The RPTYP identifies general types, quantities, locations, and timing of recreation services, facilities and parks that are required to serve the City’s existing and future population growth. The RPTYP includes a total of 101 recommendations that were prioritized into three timeframes being 84 short-term/ongoing priorities (1-3 years/2024-2026); 9 medium term priorities (4-6 years / 2027-2029); and 8 long term priorities (7-10 years / 2030+). The RPTYP was further divided into five areas: Indoor Recreation Facilities, Outdoor Recreation & Parks Facilities, Parkland, Recreation Service Delivery, and Plan Implementation. A staff implementation team was established to ensure that the recommendations are well planned and addressed, and that progress updates are provided each year. Following Year One, the City has made great progress on a number of recommendations. A total of 63 short- term recommendations have been initiated in Year One out of a total of 84, representing 75% of the short-term recommendations or 62% of the total RPTYP. Three of the 101 recommendations have been completed. Detailed progress on each recommendation is provided in Attachment 1. ___________________________________________________________________________ Relationship to the Pickering Strategic Plan: The recommendations in this report respond to Pickering Strategic Plan Priorities of: Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected Well- - 275 - CS 01-26 January 12, 2026 Page 2 Serviced Community; Lead & Advocate for Environmental Stewardship, Innovation & Resiliency; Strengthen Existing & Build New Partnerships; and Foster an Engaged & Informed Community. Financial Implications: The RPTYP outlines 101 Recommendations that will be addressed over a ten-year timeline. Any funding required to advance identified recommendations over the ten-year timeline will be incorporated into respective department budgets as required. Discussion: The purpose of this report is to provide an annual update on the 2024-2034 Recreation & Parks Ten Year Plan (RPTYP) which was approved by Council on September 23, 2024 (Resolution #575/24). The RPTYP establishes progressive directions that support city and community stakeholders in delivering responsive and sustainable facilities and services. The RPTYP is intended to provide residents with equitable access to programs, events, and facilities that enhance and promote healthy and active living. It assists in guiding the location and creation of new facilities, outlines strategies for the optimal use of existing facilities, the development of park services, provides recommendations for increased participation in a variety of programs and, where possible, the enhancement and effective delivery of services. The RPTYP was developed through extensive community consultation that included residents of all ages, sport and special interest groups, community partners, and key stakeholders. Over 2,300 respondents provided input into the development of the RPTYP. The RPTYP includes a total of 101 recommendations that were prioritized into three timeframes being short-term priorities (1-3 yrs/2024-2026); medium term priorities (4-6 yrs/2027-2029); and long-term priorities (7-10 yrs/2030+). The RPTYP was further divided into five areas – Indoor Recreation Facilities; Outdoor Recreation & Parks Facilities; Parkland; Recreation Service Delivery; and Plan Implementation. A total of 84 recommendations are identified as short-term (2024-2026), of those 63 have been initiated in Year One, representing 75% of the short-term recommendations or 62% of the total RPTYP. Additionally, three recommendations (55,57 & 61) have been completed, which include the development of the Parkland Conveyance By-law, the completion and approval of the Community Benefits Charge By-law, and development and inclusion of criteria used to evaluate cash-in-lieu of parkland dedication. Additionally, there are a total of nine recommendations identified as medium term priorities that will be initiated between 2027-2029, and eight recommendations identified as long term priorities that will be initiated in 2030 or beyond. The City has made significant progress in the first year of implementing the recommendations in the RPTYP. The following are highlights of some key accomplishments in 2025: • Perkins & Will Architects were hired to begin the design of the new Seaton Recreation Complex & Library in 2025. In 2024, a comprehensive community consultation campaign garnered feedback from residents and stakeholders on three design - 276 - CS 01-26 January 12, 2026 Page 3 concepts; final decisions were made on facilities amenities to include a double pad arena, two tank aquatic centre, triple gymnasium, fitness centre, and a number of outdoor amenities, including a splash pad, outdoor courts (Pickleball, Basketball, Tennis), playground, and all wheels park. • In 2024, the City began the construction of the Dorsay Community & Heritage Centre, and in 2025 (through Resolution #885/25) a naming rights agreement was secured with Dorsay Development Corporation. In 2025, a marketing and revenue generation plan was developed that resulted in the production of a number of marketing materials; a facility operating plan was developed; and a program and events plan was established to ensure a broad range of programs for residents of all ages. The facility is scheduled to open in spring 2026. • Various community engagements took place in 2025 to gather input on the revitalization of Greenwood Community Park. • Architecture firm MJMA was hired through Resolution #517/24 and the design of the City Centre Park commenced in 2025 with community engagement taking place through 2025. • Six new Pickleball courts were designed and built in Diana, Princess of Wales Park through Resolution #774/25. Courts were opened in October 2025. • Over 3,220 volunteers participated in litter clean-ups activities through the new #ThatsSoTrash campaign. • In collaboration with TRCA, 300 stems, 100 trees, and 200 root shrubs were planted along the Valley Farm ravine. • Completed Phase 1 construction of the Beachfront Park Revitalization project and organized a ribbon cutting ceremony in July 2025. • A number of capital park projects were completed in 2025 including turf field replacements at Beverly Morgan Park and Kinsmen Park, six new dedicated pickleball courts at Diana Princess of Wales Park, two new replacement playground structures, a new tennis/pickleball court at Shadybrook park, tennis court resurfacing project at David Farr Memorial Park, and a new long jump pit at St. Mary Catholic Secondary School. • Progress was made on updating the City’s parkland hierarchy for the new Official Plan, including the release of a discussion paper, community-wide survey and a comprehensive public consultation process. New draft Official Plan includes the development of city-wide parkland targets. • The Parkland Conveyance By-law developed and approved by Council in 2024 (Resolution #608/24). • The Community Benefits Charges Strategy and By-law was updated and approved by Council in 2025. • A new five-year reciprocal facility use agreement with the Durham District School Board was completed (2025-2030). • The Volunteer Policy was updated in 2024. The team of staff responsible to implement and monitor the RPTYP will continue to work on various initiatives to ensure that the RPTYP progresses as planned. To ensure that residents continue to be informed about the City’s progress, staff will be developing and posting a RPTYP Year One Progress Update report on the Let’s Talk Pickering page. - 277 - CS 01-26 January 12, 2026 Page 4 Attachment: 1. Recreation & Parks Ten Year Plan Deliverables and Progress Chart Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Marilou Murray Laura Gibbs, MBA, MSc. Manager, Community Services Administration Director, Community Services & Strategic Initiatives Original Signed By: Original Signed By: Kim Bradley Kyle Bentley, P.Eng. Special Advisor, Community Initiatives Director, City Development & CBO Original Signed By: Kevin Heathcote, P.Eng. Director, City Infrastructure Original Signed By: Richard Holborn, P.Eng. Director, Engineering Services LG:mm Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer - 278 - Recreation & Parks Ten Year Plan - Year One (2025) Progress Report Short Term 2025 - 2027 Status Recommendation Indoor Recreation Facilities Deliverables Progress % Completed 1 As a high priority, continue to proceed with the timely development of the Seaton Recreation Complex & Library. At minimum, this facility should be designed to include a 25 metre 6-8 lane rectangular pool and separate warm water leisure pool, fitness centre and studios, full size gymnasium, walking track, multi-purpose spaces, two arena pads, and library. In Progress 1. Hire consulting firm & create three conceptual designs. 2. Conduct community engagement on concept designs. 3. Council approval on final conceptual design. 4. Complete consulting working drawings & facility specs. 5. Secure general contractor. 6. Plan ground breaking ceremony. 7. Begin construction. 8. Host Grand Opening/Ribbon Cutting event. ✓Architectural firm hired June 2024 ✓Three Recreation Complex & Library concept designs created.✓Community consultations on proposed concept designs completed October 2024.✓Architect firm finalized concept design. Council approved SRCL schematic design in September 2025. ✓Architects hosted design workshops in November 2025 with staff on key design elements. Design and working documents to be finalized in 2026. Award of the construction tender to be considered by Council in Q1 2027. 4 Prepare a business case for the expansion of youth programming and space within the Chestnut Hill Developments Recreation Complex. This should be viewed as an interim measure prior to opening the Seniors & Youth Centre and should be implemented through the repurposing of tenant spaces and/or under- utilized areas (not a physical expansion to the building). In Progress 1. Complete a Youth Plan to better understand youth needs in the community. 2. Conduct a facility audit at CHDRC to explore options for a dedicated youth space, including financial costs and implications related to each option. 3. Complete best practices review of the dedicated municipal youth spaces. This will include sq. footage of space allocation, program amenities and program delivery. 4. Complete a business case for the expansion of youth programming & space at CHDRC. ✓CHDRC facility audit to explore options completed.✓Youth Plan completed in December 2025. 6 Through the Northeast Secondary Plan process, designate land for community facilities suitable for the development of a future recreation complex and library. In Progress 1. Determine final population for NEP (summer 2025). 2. Identify recreation facilities and parks infrastructure land requirements. 3. Create a preferred layout plan (summer 2025) that includes recreation facilities and parks. 4. Seek Council adoption of proposed plan (Q1 2026). ✓Population for north-east Pickering confirmed and presented to Council June 2025.✓Land requirements established for future recreation facilities and park infrastructure in NEP Secondary Plan (September 2025).✓Preferred layout plan informed by rec + parks needs completed & released to the public (October 2025).✓Statutory Public Meeting held on November 10, 2025. Attachment 1 to Report CS 01-26 - 279 - 7 8 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Indoor Recreation Facilities Prior to undertaking significant investment in existing community halls (e.g., West Shore Community Centre, Brougham Hall, etc.), prepare a study of options that examines local needs, capacity within area facilities, and long- term requirements. The assessment should be used to guide options, including sale, third-party- lease, and/or reinvestment. Closure and sale of underused halls that require significant investment is possible, particularly where these functions can be accommodated within a nearby facility. New community halls should be discouraged. As a general principle, design indoor recreation facilities to be flexible, accessible, multi-use (non-dedicated space, where possible), inclusive, and age-friendly community hubs. Locate these sites in highly visible locations with strong pedestrian, cycling, and transit connections for convenient access. Consider models co-located with libraries and other community uses. Involve the community and stakeholders in the facility design process. In Progress In Progress 1.Provide Report to Council recommending closure of redundant northern community halls. 2.Update Facilities Renewal Study to examine current state of facilities and recommend end of life target dates. 3.Strengthen community engagement with northern recreation associations to better understand the delivery of local programs and services in rural neighbourhoods. 4.Complete a facility needs assessment to include review of current use and utilization patterns. Conduct current and future needs review and identify population and growth projections to identify gaps in service delivery 5.Complete financial audit to understand cost of facility operations and capital improvement costs. 6.Introduce programs and services in under-utilized facilities to achieve a 75% utilization target. 1.Conduct best practices review of municipal building standards. 2.Create Corporate Building Standard. Building Standard framework will follow mandate of the Corporate Energy Management Plan (CEMP) 3.Conduct review with stakeholder departments 4.Finalize documents 5.Establish annual review process. ✓ Preliminary Facility Review completed; information/report on Northern Community Halls presented to Council in July 2025. ✓ Community Services staff have initiated a best practices review. - 280 - 9 10 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Indoor Recreation Facilities Utilize the findings and recommendations of the Arena Strategy to inform decision-making regarding arena investment, development, and operations. Provide multi-tank indoor aquatic centres within all new recreation complexes. A 25-metre tank with 6 to 8 lanes and a separate warm water leisure pool are recommended as part of the planned Seaton Recreation Complex & Library (SRCL). Provide gymnasiums within all new and redeveloped recreation complexes (e.g., Seaton, etc.) and consider their provision within appropriate community centres (e.g., Seniors & Youth Centre, etc.). A triple gymnasium (FIBA regulation) is recommended as part of the Seaton Recreation Complex & Library (SRCL). In Progress In Progress In Progress 1.Obtain direction from Council regarding new arena facility as part of new Seaton Recreation Complex & Library (SRCL) 3.Host annual ice/floor user meeting with key users to ensure program needs are reviewed and met. 4.Complete arena utilization reports annually. 5.Work closely with Ajax to ensure equal balance of ice/floor allocation amongst ice user groups. 6.Work closely with program staff to increase new recreation and drop in programs during under-utilized ice and floor times. 7.Continue to plan for development of two new ice pads at Seaton Recreation Complex. 8.Review and update ice allocation procedure to ensure it remains current and consistent with other Durham ice allocation policies, especially Town of Ajax. 1.Obtain direction from Council regarding timing and scope of SRCL that includes aquatic facility. 2.Develop SRCL designs and issue for construction. 3.Develop operating plans for SRCL 4.Continue to work with key aquatic stakeholders 1.Obtain direction from Council regarding timing and scope of SRCL that includes gymnasiums. 2.Develop SRCL designs and issue for construction. 3.Develop operating plans for SRCL 4.Continue to work with key gymnasium stakeholders ✓ Council approved Seaton Recreation Complex & Library (SRCL) schematic design in September, 2025 that includes twin pad arena, and the future decommissioning of Don Beer Arena once SRCL is complete. Award of the construction tender to be considered by Council in Q1 2027. ✓Annual ice/floor meeting with ice sport user groups held in April 2025. ✓Ice utilization report completed for the 2024/25 season to better understand gaps in facility usage. ✓Best Practices review completed on municipal ice allocation policies and/or procedures. Data will be used to support the review/revision of the City's Procedure in 2026. ✓Program staff have identified additional drop-in skate programs. ✓Staff workshops were held with Architects to identify key arena design elements in November 2025. ✓Ice Allocation procedure is currently under review, expected completion is 2026. ✓Council approved Seaton Recreation Complex & Library (SRCL) schematic design in September 2025 that includes two tank aquatic facility. ✓Staff workshops were held with Architects to identify key fitness design elements in November 2025. ✓Award of the construction tender to be considered by Council in Q1 2027. ✓Council approved SRCL schematic design that includes a triple gymnasium in September 2025. Award of the construction tender to be considered by Council in Q1 2027. ✓Early consultation with various gymnasium user groups (i.e.: Pickleball) on the SRCL project is occurring to keep them informed 13 - 281 - 14 15 16 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Indoor Recreation Facilities Provide one indoor pickleball court for every 10,000 residents, with a target of 15 indoor courts by 2034. The City will be able to meet its current target of 10 indoor courts through upgrades at the Pickering Soccer Centre (up to 6 courts and 42 hours/court per week) and also its 2034 target (15 courts) through the development of the Seaton Recreation Complex & Library (SRCL). Where additional access is required, expand agreements with local school boards to offer programming within school gymnasiums and other community spaces within Seaton and future growth areas. Provide fitness centres and studios within all new and redeveloped recreation complexes (including the Seaton Recreation Complex & Library) to support the delivery of health and wellness programming. Consider the provision of indoor walking tracks (free public access) within new recreation facilities, where appropriate. In Progress In Progress In Progress 1.Install indoor hard courts at Pickering Soccer Centre. 2.Include indoor courts in SRCL gymnasium design 3.Support current court inventory at the soccer dome 4.Continue to work closely with the Pickering Pickleball Club. 5.Work with school boards to explore use of indoor gymnasiums. 1.Approve a revised School Board Reciprocal Agreement for DDSB & DCDSB for 2025-2030. 2.Continue to strengthen the relationship with both Boards by meeting annually to discuss shared opportunities, especially with respect to the Seaton Community. 3.Ensure the School Boards are consulted on annual outdoor park and field projects. 1.Obtain direction from Council regarding timing and scope of SRCL that includes a fitness centre, studio/program space and walking track. 2.Develop SRCL designs and issue for construction. 3.Develop operating plans for SRCL 4.Identify equipment (FF&E) needs for the Seaton Fitness Centre spaces 5.Develop a staffing plan for the new Seaton Fitness Centre 6.Conduct a review of municipal best practices for walking/running track services and identify fee for service versus free public access operational guidelines. ✓Six indoor pickleball courts have been operating since fall 2024 at Pickering Soccer Centre. ✓Communication is ongoing with Pickering Pickleball Club. ✓Council approved SRCL schematic design, that includes a triple gymnasium, which offers indoor pickleball in September 2025 ✓DDSB Reciprocal Agreement complete and approved by Council in October 2025 for the term 2025-2035. DCDSB Reciprocal Agreement under review, will be updated in 2026. ✓Ongoing/annual dialogue with school board representatives have occurred to support youth engagement, program opportunities or greater use of facilities. This included engagement with over 450 students on the Cultural Strategic Plan development. ✓Council approved SRCL schematic design that includes a fitness centre & studio/program space in September 2025. Award of the construction tender to be considered by Council in Q1 2027. ✓Staff workshops were held with Architects to identify key fitness design elements in November 2025. - 282 - Short Term 2025 - 2027 Status Recommendation Indoor Recreation Facilities Deliverables Progress % Completed 17 Engage the local racquetball club to assess their future outlook and ways to increase usage of the courts prior to repurposing one racquetball court at the CHDRC. In Progress 1. Meet with Pickering Racquetball Club annually. 2. Continue to support the Racquetball Program with facility marketing materials. ✓Annual meeting with Racquetball Club to review objectives and support marketing initiatives. ✓Staff assisted Club with marketing collateral that included promotional posters, website updates, indoor digital screens, monthly eNews for CHDRC. Staff engage with club on monthly basis for updates on programs/clinics to be promoted in monthly newsletter. 21 Adopt a partnership framework to evaluate and respond to major capital proposals from community organizations, with consideration given to overall municipal priorities and the City’s capacity to participate in such projects. A sample framework and criteria are identified with this Ten Year Plan (see appendix). Not Initiated 1. Conduct a review of best practices /frameworks in place in other municipalities. 2. Consult with internal stakeholders. 3. Develop a process for partnership approvals. 4. Seek Council approval on a partnership framework for City of Pickering. 2027 project. Outdoor Recreation and Park Facilities Status 22 Provide approximately 15 additional soccer and multi-use fields (unlit equivalents) over the next ten years to address growth-related needs. New fields may be developed within community parks (with multiple fields per site) and appropriate neighbourhood park sites, as well as in partnership with other land providers such as schools. Where possible, a focus should be placed on full size fields (both lit and unlit) and artificial turf fields as these provide greater capacity for community use. In addition to new fields in the Seaton community, opportunities should be sought to enhance field supplies within existing parks (e.g., conversion of under- utilized assets such as in Maple Ridge Park). In Progress 1. Meet with local soccer clubs to understand needs. 2. Track permit / usage and registration trends to project growth / decline in numbers. 3. Examine under utilized outdoor sport facilities for repurposing / enhancement. 4. Review new park opportunities for multi-use pitches. 5. Develop a 5 year field forecast/plan for new and existing facilities and build into capital budget. ✓Annual meeting with Soccer clubs and Track user groups completed in November 2024 & 2025. ✓Field utilization data completed in November. Unused field days and times identified. ✓Registration data collected for sport user groups to better understand community demand. ✓Preliminary list of future soccer fields developed for Seaton area. ✓Funds included in 5 yr. capital forecast to support additional fields. - 283 - Short Term 2025 - 2027 Status Recommendation Outdoor Recreation and Park Facilities Status Deliverables Progress % Completed 23 Through the annual permitting process, track the number of registrants using Pickering sports fields (soccer, football baseball, cricket, etc.). At a minimum, data to be collected should include age (youth, adult, etc.) and residency (Pickering, other, etc.). This data will enable trend tracking, support future demand analysis, and inform allocation practices. Ongoing 1. Meet with local sport user groups to determine wants / needs 2. Track permit / usage and registration trends to project growth / decline in numbers. ✓Annual meetings were held with sport user groups in November 2024 & 2025. Discussion includes season challenges and opportunities to improve services for upcoming season. ✓Registration data collected with all major sport user groups to track growth trends. 24 Provide approximately 6 additional ball diamonds (unlit equivalents) over the next ten years to address growth-related needs. New fields should be developed within community parks (with multiple fields per site where possible), as well as in partnership with other land providers where appropriate. These needs can be largely satisfied through planned development at Dave Ryan Community Park (1 lit diamond) and future development on the Greenwood Conservation lands (multiple lit diamonds), including consideration of both hardball and softball needs. In Progress 1. Meet with local sport user groups to determine wants/needs 2. Track permit / usage and registration trends to project future growth in registration numbers. 3. Review new park opportunities for ball diamonds based on growth projections. 4. Complete a field condition analysis of existing ball diamonds and prioritize upgrades. 5. Explore the need for tournament type facilities. ✓Annual ball diamond user group meetings held in 2024 & 2025. ✓Ball diamond utilization completed annually, unused diamonds/times identified. ✓Dave Ryan Park (Seaton) baseball infrastructure being built in 2026 as part of park development plan. ✓Consultation with baseball groups for potential infrastructure in Greenwood Conservation lands to occur in the future. 25 Evaluate opportunities to repurpose surplus ball diamonds and to align the diamond supply and distribution with demand. Some candidates for conversion include under-utilized and/or under- sized diamonds at Maple Ridge Park, Lookout Point Park, and Greenwood Park. In Progress 1. Review annual usage and identify locations that are underutilized. 2. Conduct site review to determine whether the existing diamond is suitable for upgrades / construction to increase size / usage or can be repurposed for other recreational uses. ✓Annual utilization of ball diamonds were completed in 2024 & 2025. A list of under utilized parks were identified. ✓Diamond inventory and site review to be completed in 2026. 27 Expand the number of public tennis courts (lit where possible) in growing communities through new court development in Seaton (4 courts at 2 parks) and Duffins Heights (2 courts at 1 park). Courts should be designed for tennis only, but may be co-located with other sport courts as part of a complex. In Progress 1. Review new park opportunities for tennis courts. 2. Develop a 5 year plan to identify courts in specific parks / neighbourhoods. 3. Include projects in capital budget forecast. 4. Build courts as outlined in 5 year plan. ✓New parks opportunities were reviewed to establish where Tennis courts could be added as part of park development plan. Five year plan was completed. ✓One court planned for Dave Ryan Community Park (Seaton, 2026). Design complete, funds included in 2026 capital budget. ✓Two courts planned for Scenic Lane Park (Duffins Heights, 2026-27) ✓Two courts planned for Titanium Park (Seaton, 2026-27) ✓Two courts planned for SRCL (Seaton, 2030) ✓Funds were included in 10 year capital forecast. - 284 - 29 30 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Outdoor Recreation and Park Facilities Work with the local tennis club to confirm the long-term need for the courts at Greenwood Park and consider shifting use to new courts planned for Seaton, allowing this space to be converted to other uses as defined by a future redesign process for this park. Target development of up to 19 new outdoor pickleball courts by 2034, with a focus on dedicated courts in appropriate locations. Projects should consider site evaluation and design criteria identified in this plan. The City should continue to work with pickleball organizations to monitor and assess the need for additional dedicated court complexes over time. Potential capital projects include: a. developing six (6) dedicated courts at Diana, Princess of Wales Park, possibly operated in partnership with a club; b.developing four (4) dedicated courts at the site of the planned recreation facility in Thompson’s Corners, possibly operated in partnership with a club; c. developing four (4) dedicated courts in the Dave Ryan Community Park (P-123) in Seaton; and d. consideration of painting lines on selected multi-use basketball courts at locations such as Beechlawn Park (P-019, future) and selected neighbourhood parks in Duffins Heights and Seaton (e.g., P-086, etc.). In Progress In Progress 1.Consult with Greenwood residents to gather feedback on reconstruction of existing courts. 2.Develop a concept redevelopment plan for Greenwood Park and seek further consultation from local residents. 3.Seek Council approval on the Park Redevelopment Plan. 4.Include park redevelopment elements in capital budget. 1.Meet with local Pickleball sport user group to determine wants / needs. 2.Assess site(s) suitability for the development of Pickleball courts. Considerations include noise, traffic & parking. 3.Develop a pickleball long range plan and include funds in 10 year capital forecast. ✓Open houses and community consultation held in November 2024 and December 2025. ✓Met with local resident groups to discuss ideas and obtain feedback in May 2025. ✓Six outdoor courts constructed at Diana, Princess of Wales Park. Ribbon cutting and court opening held in October 2025. ✓Four outdoor courts designed for Dave Ryan Community Park, to be built in 2026. ✓Four outdoor courts planned for new Seaton Recreation Complex & Library (2030). - 285 - 31 32 33 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Outdoor Recreation and Park Facilities Develop approximately 13 additional outdoor basketball courts by 2034 within growing communities (e.g., Seaton) and under-served areas (e.g., Liverpool, Kingston Road corridor) based on an 800-metre service radius. Half courts should generally be considered for neighbourhood parks (and appropriate village greens) and full courts for community parks. Continue with plans to construct 5 new splash pads / water play areas in Duffins Heights and the Seaton community by 2034; additional sites in Seaton and possibly City Centre will be required longer-term. Should the City remove the splash pad at Beachfront Park, it should be replaced at another location south of Highway 401 in proximity to growth areas. The provision of an outdoor pool would represent a new level of service for the City and the reconstruction of the pool at Petticoat Creek Conservation Park is not viewed as a priority within the scope of this Ten Year Plan. In Progress In Progress Project on hold 1.Map existing basketball courts in the city and identify gaps based on identified service radius. 2.Develop a 10 year basketball plan. 3.As development occurs, consult with neighbouring residents/youth to determine wants/needs. 4.Include funds in 10 year capital budget forecast. 1.Investigate new location for splashpads in growth areas south of 401 (to replace Beachfront Park). 2.Determine suitable sites in new growth areas for splashpad opportunities. 3.Develop a 5 year splashpad development plan. 4.Include project funds in capital budget forecast. 5.Engage with residents to determine splashpad design elements as parks come online. 1.Continue to engage with TRCA on opportunities for Petticoat Creek Conservation Area. ✓Four half court basketball courts design phase or built in 2025 & 2026, including Heartwood Green and Hawkridge Green (2025), Blazing Star Green and Dave Ryan Community Park (2026)) ✓Four full court basketball courts in design phase or built in 2025 & 2026, including Beechlawn Park (2025), Stonepay Park, Rouge Valley Park, Forsythe Park (Claremont) (2026) ✓Basketball plan developed for new growth areas. Funds included in Capital Forecast and/or DC background study ✓One court planned for Seaton Recreation Complex & Library (2030) ✓Dave Ryan Community Park has one splashpad (construction 2026) ✓Five year plan developed to include five additional parks in new growth areas, funds included in Capital Budget forecast (SRCL, Stonepay Village Green, Mattamy Development, Whitevale Phase 2) ✓Community engagement to occur in 2026/2027 for various park developments. ✓Staff commenced negotiations with TRCA in 2024 and 2025 for a management agreement of PCCP. ✓TRCA declined to accept the terms of the City's proposed agreement which, in part, constructs a new pool and other active recreational elements in the non-regulated areas of PCCP and as a result negotiations were concluded in Q3 2025. - 286 - 34 36 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Outdoor Recreation and Park Facilities Continue with plans to include a refrigerated skating rink/water feature within City Centre Park and consider the feasibility of a refrigerated outdoor ice pad (combined with the splash pad, if possible) at the Seaton Recreation Complex & Library. Reclassify skateboard parks as “all wheels parks” and integrate this term into the City’s signage and promotions. In Progress Not Initiated 1.Hire consultant to engage with residents and prepare proposed concept designs for both City Centre and Seaton projects. 2.Engage with residents on potential concept / designs, type of water feature and skating amenities. 3.Seek Council approval on final design. 4.Include funds in capital budget / forecast. 1.Update existing site signage to reclassify existing parks as "all wheels" parks (Diana, Princess of Wales, West Shore Skate Spot). 2.Update city website and communications to include "all wheels" parks promotion. 3.Design new facilities to accommodate "all wheels" (NEW Diana, Princess of Wales Park, SRCL) ✓Consultant were retained for City Centre project in fall 2024 (MJMA). ✓SRCL initial public consultations were held in October 2024 to garner feedback on three design concepts. ✓City Centre Park public consultations was held in May 2025 to gain feedback on desired design elements. ✓Council approved the scope of park amenities for the SRCL in September, 2025 and the refrigerated outdoor ice pad was not included. ✓Funds for City Centre Park identified in capital budget forecast. ✓Recreation staff will update promotions in spring 2026. ✓Promotions for new Seaton Recreation Complex & Library will include "all wheels" designation - 287 - 37 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Outdoor Recreation and Park Facilities Expand the network of all wheels parks by: A)Replacing the aging community-level skate park at Diana, Princess of Wales Park at the proposed hydro corridor park to the north (pending approval from Hydro One); B )Developing up to 4 new local skate spots in South Pickering; C)Developing a community-level skate park in Seaton, possibly at the Seaton Recreation Complex & Library; and D)Developing up to 3 new local skate spots in Seaton, including one at Dave Ryan Community Park. Determination of locations and designs will require additional community consultation and site evaluation, guided by the criteria and classifications established in the City’s Skateboard Park Strategy 2017. Continue to install playgrounds within appropriate park types in growth areas. At minimum, playgrounds should be located within 800 metres of residential areas (less in intensified areas), unobstructed by major pedestrian barriers such as valleys, highways, and railways. Playground design should give consideration to play value, variety in design, accessible features (focusing on community park sites), and supporting amenities such as pathways, seating, and shade. In Progress In Progress A. 1.Retain a design build contractor. 2.Consult with skateboard community regarding preferred designs. 3.Complete construction. B. 1.Conduct a review of sites in south Pickering for potential all wheels park locations. 2.Engage with skateboarding community and local residents. 3.Include funds in Capital Budget forecast. C. 1.include all wheels park plan in final design for Seaton Rec Complex & Library. 2.Engage with skateboard community on design features. D. 1.Conduct a review of sites in Seaton for potential all wheels park locations. 2.Engage with skateboarding community and local residents. 3.Include funds in Capital Budget forecast. 1.Include plan for playground in each new park design as appropriate. 2.Host ribbon cutting ceremony for playgrounds in neighbourhood / community park locations. A ✓RFP was awarded in September 2025 to retain design build contractor. ✓Public consultation held in October 2025. B ✓West Shore Skate Spot complete. ✓Funds included in Capital Budget Forecast for future skate spots. C ✓Perkins & Will Architects have been retained to provide Seaton Recreation Complex all wheels park design (with New Line Skateparks). ✓Space has been allocated in Dave Ryan Community Park for future skate spot with funds included in Capital Budget. ✓Playgrounds being planned for all new parks within growth areas, including Seaton and Duffin Heights. ✓Playground opened in Passionfruit Green in January 2025 and in Hawkridge Green in November 2025. 39 - 288 - 40 42 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Outdoor Recreation and Park Facilities Integrate outdoor fitness equipment into appropriate parks, focusing on destination parks (e.g., selected community and waterfront parks) and growing communities (using a 1-km radius to support equitable distribution). Support the establishment of community gardens on appropriate municipal lands and as an option in new and redeveloped parks able to meet the site criteria contained in the City’s Community Gardens Policy. Leverage partnerships with agencies and private landowners to ensure an equitable distribution across Pickering (including one or more sites in Seaton). In Progress In Progress 1.Select sites for outdoor fitness equipment within existing park infrastructure. 2.Hire consultant and construct the park(s). 3.Include outdoor fitness equipment in new outdoor park designs where appropriate. 1. Promote urban agriculture within new plans of subdivision (ongoing) 3.Review opportunities to establish community gardens on municipal land, particularly in Seaton community. 4.Evaluate community garden opportunity at future Seaton Rec Centre. 5.Host Earth Month workshops / activities on an annual basis. 6.Promote the City's grant programs to those with an interest in urban agriculture (ongoing) 7.Facilitate annual Environmental School Grant (ongoing) 8.Provide input to the draft NEP secondary plan policies for the creation of urban agriculture areas. ✓Three parks have been selected in south Pickering for installations in 2025 (Alex Robertson Park, Glengrove Park, and East Woodlands Park). Construction 2026. ✓Three parks in Seaton have been selected to include outdoor fitness equipment, the first (Passionfruit Green) opened in spring 2025. ✓Council approved new community garden as part of SRCL project. ✓Community Gardens have been expanded to include: •Seaton Taccgate Taunton Road Condos – 14 raised beds in private park (multi-unit development) – currently under construction (2025) •Universal City Phases 4-5 – proposed community garden on podium, 4 raised garden boxes for residents – Site Plan Approved •George Ashe Library - added more raised garden beds in 2024 •Valley Plentiful Garden - three new raised beds, 13 parking lot with accessible spaces, bike racks and landscaping - project completed in 2025 ✓Through the Integrated Sustainable Design Standards (ISDS), staff encourage urban agriculture on private land. ✓Staff organized a number of Earth Month (April 2025) activities to include hosting 5 community workshops ✓Environmental School Grants: In 2024 and 2025 three aligned projects were supported through the grant program. These initiatives focused on growing food on school property and teaching students how to grow it at home. ✓Staff have provided feedback through the NEP Secondary Plan process. - 289 - Short Term 2025 - 2027 Status Deliverables Progress Recommendation Outdoor Recreation and Park Facilities % Completed 43 Provide two (2) additional leash-free dog areas within the next ten years in response to community need and only in cases where location criteria can be met. Evaluate options for establishing an off-leash dog area in Seaton and continue with plans to develop an off-leash park in the proposed Hydro Corridor park (pending approval from Hydro One). Not Initiated 1. Investigate potential locations within existing or future park infrastructure that are suitable for leash free areas. 2. Engage with local residents and pet owners on appropriate location and designs of leash free park facilities. 3. Hire the contractor to build two new leash free dog areas in Pickering. 45 Work with the TRCA to enhance Petticoat Creek Conservation Park as a signature park site for large events and festivals. Project on hold 1. Create an agreement with TRCA to develop a park master plan and cost sharing plan. 2. Retain consultant to prepare park plan drawings and cost estimates. 3. Engage with local residents on design features and park elements. 4. Construct new park amenities. 5. Develop a conceptual program / event plan with logistics. 46 As a general principle, consider and evaluate event hosting capabilities when developing and redeveloping community and district parks, including the provision of support infrastructure (e.g., parking, electrical service, water and wastewater services, washrooms, shade, etc.). Not Initiated 1. Conduct a review of existing and proposed new parks infrastructure for general suitability for hosting activities and events. 2. Retain consultant to prepare conceptual plans for event space including required infrastructure. 3. Construct event infrastructure in new and existing parks where appropriate. ✓2026 Project: funds included in 2026 Capital Budget to retain consultant for conceptual planning for Seaton District Park. 47 Continue to place a high priority on the preservation and restoration of waterfront parks and beaches that support public access for residents and visitors. In Progress 1. Complete construction and host ribbon cutting ceremony for phase 1 of Beachfront Park. 2. Install 20 public art pieces within Beachfront Park, phase 1 and host unveiling event. 3. Complete the design of Beachfront Park phase 2. 4. Construct phase 2 of beachfront park and host ribbon cutting ceremony. ✓Phase 1 Beachfront Park complete - ribbon cutting hosted July 2025. ✓All 20 public art pieces have been installed. ✓Phase 2 design in 2026, construction pending council approval, in 2027 - 290 - 49 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Outdoor Recreation and Park Facilities Continue to monitor participation and trends in In recreation and sport activities accommodated Progress through the parks system (including those delivered in partnership with others) to inform 48 future capital needs and strategies. 1.Review annual usage and identify locations that are underutilized / well utilized. 2.Track registration and look at trends to determine expected increase or decrease in usage. 3.Conduct site review to determine whether suitable and/or propose upgrades / construction to increase size / usage. ✓Geofencing data conducted annually by Community Services to track usage of active parks (Kinsmen Park, particularly) Parkland Modify and update the City’s parkland hierarchy In 1. Release discussion paper on through the next Official Plan update. This Progress Community Elements and includes distinguishing between different types Infrastructure, which includes parkland of parkland in Mixed Use Areas and (May 2025). Urban/Rural Residential Areas and updating the 2. Release survey on Community policies for existing designations as appropriate. Elements and Infrastructure, which Additionally, it is recommended that two new includes parkland (May 2025). park categories (Urban Parks and Linear Parks) Received 221 responses. be created to support the emerging Mixed Use 3. Host two public information centres Area hierarchy. Consideration may also be on Community Elements and given to renaming the District Park (to “City-wide Infrastructure, which includes parkland Park”) and expanding the designation to allow (May 2025). for the inclusion of larger properties that support 4. Draft new policy (fall 2025) linear and passive recreation, such as city-wide 5. Present Official Plan for Council events, environmental education, interpretation, approval (Q1 2027) and nature-related recreation. ✓Released discussion paper on Community Elements and Infrastructure, which included parkland in May 2025 ✓Released survey on Community Elements and Infrastructure, which included parkland in May 2025. Received 221 responses. ✓Hosted two (2) public information centres on Community Elements and Infrastructure, which included parkland in May 2025. - 291 - Short Term 2025 - 2027 Status Recommendation Parkland Deliverables Progress % Completed 50 Develop and maintain a comprehensive inventory database of parks and open spaces (linked to GIS and asset management databases) for the purposes of evaluation and planning. Not Initiated 1. Conduct a best practices review of neighbouring municipalities to determine potential GIS enhancement. 2. Develop a Parks and Open Spaces inventory for parks permitting. 3. Continue to update inventory in GIS of existing infrastructure and as new park amenities are constructed. 2026 Project 51 Adopt a minimum City-wide parkland provision target of 1.5 hectares per 1,000 residents through to 2034. This target (as well as defined targets for mixed use areas, new community areas, and established areas) should be used to inform the review of development applications and secondary plans for the next ten years. Where possible, parkland provision targets should be linked to population and/or housing units. In Progress 1. Draft new Official Plan policy that will identify City-wide parkland targets (2025.) 2. Present Official Plan for Council approval (2027) ✓Staff working on draft Official Plan Policy that identifies City- wide parkland targets, expected to be complete in Q1 2026. ✓Present draft Official Plan for approval (Q1 2027) 52 Prepare a parkland acquisition strategy to enhance current and future community access to parks, with consideration of alternative acquisition tools. The strategy should confirm priorities for land acquisition (including opportunities to secure larger park blocks for community-serving amenities) and a budget for the annual allocation of funds. Not Initiated 1. Hire a consultant to work with City Staff to prepare a parkland acquisition strategy. 2. Seek approval from Council. 3. Utilize Parkland Acquisition Strategy to plan out north-east Pickering. 2027 Project. 53 Use the priority mapping in this plan to inform land acquisition and work with other municipal departments to secure land and/or enhance programming in high priority areas (informed by the proposed parkland acquisition strategy). In Progress 1. Develop mapping to indicate priority land requirements for parks and recreation infrastructure in City Centre, north-east Pickering and within other infill areas. ✓Northeast Pickering draft preferred layout plan includes locations for community and neighbourhood parks and recreation/community centres. ✓Detailed park locations to be determined through the future Neighbourhood Planning process. - 292 - 54 55 56 Short Term 2025 - 2027 Recommendation Parkland Strengthen collaboration with public agencies (e.g., schools, local and other levels of government, utility and infrastructure agencies, etc.) to facilitate community access to parks, trails, and recreation spaces on non-municipally owned sites. Consider developing a framework to improve connections to (and programming of) these spaces. Update the parkland dedication requirements and related policies within the City of Pickering’s Official Plan and Parkland Conveyance By- law to reflect the changes enacted through the More Homes, Built Faster Act (Bill 23) and related legislation, with further consideration of the recommendations within this Ten Year Plan. Consideration may also be given to developing a procedure establishing the guidelines and process for administering the Parkland Conveyance By-law. Establish policies surrounding privately-owned public spaces (POPs) and strata parks. While these spaces will generally be discouraged, they may be counted toward the parkland dedication requirement at the discretion of the City (with strata parks being accepted at a discounted rate). Appropriate legal agreements must be established to address park design and construction standards, public access, maintenance, etc. POPs are not appropriate in locations outside of mixed use areas. Status In Progress In Progress In Progress Deliverables 1.Meet annually with the Durham District School Board and Durham Catholic District School Board to see what opportunities exist. 2.Meet annually with Conservation Authorities to plan for and discuss new recreation opportunities. 3.Meet with Rouge Valley National Park to discuss potential recreational opportunities. 4.Continue discussions with Infrastructure Canada on Seaton Trail lands. 1.Develop new parkland conveyance by-law. 1.Develop a Strata Parks and POPS Guideline. Official Plan 2.Draft new Strata Parks and POPS policies (Fall 2025) 3.Present Official Plan for Council approval (Q1 2027) Progress % Completed ✓DDSB meetings held annually in fall. ✓DCDSB meeting to be held in late fall. ✓Staff working with TRCA in 2025 to establish a trail kiosk at the Dorsay Community & Heritage Centre, and advocating for trail improvements from that trail head. ✓Staff met with Rouge Valley National Urban Park to discuss future park plans and programming opportunities in 2025. ✓Parkland Conveyance By-law approved by Council in November 2024. By-law under Appeal. ✓Strata Parks and POPS Guideline passed November 2024 ✓Official Plan - Ongoing - 293 - Short Term 2025 - 2027 Status Deliverables Progress % Completed Recommendation Parkland Establish clear location and development In 1. Defend Parkland Conveyance By-law ✓Existing policies included in Official Plan guidelines describing what constitutes acceptable parkland dedication from developers. These guidelines should consider restrictions for encumbered lands, hazards Progress at the Ontario Land Tribunal (July 2026) ✓Parkland Conveyance By-law approved November 2024 - Under Appeal 57 lands, steep slopes and unstable lands, environmentally protected lands, rights-of-way and easements, contaminated lands, etc. and be included within the Official Plan or parkland conveyance procedure. 58 Adopt a “Parkland First” approach that prioritizes parkland conveyance over cash-in- lieu of parkland and privately-owned public spaces in order to address parkland requirements. In Progress Official Plan 1. Draft new policy (Spring 2026) 2. Present Official Plan for Council approval (Q1 2027) ✓New Draft policy (Spring 2026) Consider updating the City’s Community In 1. Complete a CBC update report ✓Updated Community Benefits Charge Bylaw came into effect Benefits Charges Strategy and By-law to include Progress (Released April 2025) July 1, 2025. 59 the consideration of parkland acquisition beyond the amounts available under the provisions of 2. Seek Council approval on the updated CBC By-law (June 2025) the Planning Act. 60 Utilize alternative financial tools and other parkland acquisition approaches beyond traditional land conveyance mechanisms as necessary to meet the City’s parkland targets to 2034. The City is encouraged to actively pursue direct purchase of land in priority acquisition areas and unserviced land with future parkland potential. Not Initiated 1. Explore additional opportunities for land acquisition (greenbelt - north east Pickering). 2. Prioritize parkland reserve funds for acquisition. 3. Consider establishing a land acquisition reserve fund. 61 Clearly articulate the criteria that will be used to evaluate the acceptance of cash-in-lieu of parkland dedication. In Progress 1. Develop a criteria to evaluate the acceptance of cash-in-lieu of parkland dedication. 2. Develop a By-law for approval. ✓Parkland Conveyance By-law approved Nov. 2024 62 Prioritize spending parkland cash-in-lieu funds on land acquisition, rather than capital improvements in parks. Not Initiated - 294 - Short Term 2025 - 2027 Status Recommendation Parkland Deliverables Progress % Completed 63 Institute a program to track the annual spending and allocation of cash-in-lieu funds in keeping with Planning Act requirements (at least 60% of monies must be spent or allocated at the beginning of each year) and to evaluate the performance of this Ten Year Plan. Not Initiated 64 Conduct an assessment of cash-in-lieu of parkland valuation processes and fees, with the goal of ensuring that cash-in-lieu of parkland rates are reflective of local market conditions. moved to mid-term ** Move to mid term deliverables 65 As opportunities arise, evaluate the potential to secure and/or protect open space lands that are outside the parks system and that provide important connections between parks, trails, and other public areas, having regard to the Official Plan and partner agency requirements. In Progress 1. Develop a land acquisition strategy. 2. Circulate incoming applications to applicable departments for input. 3. Evaluate development applications containing natural heritage features to determine if potential exists. ✓As applications are received, staff review parkland requirements based on community need. 66 Continue to maintain a commitment to universal accessibility, safety, and comfort within the City’s parks and trails system by: A) Regularly consulting with the City’s Accessibility Advisory Committee and ensuring compliance with the Accessibility for Ontarians with Disabilities Act (AODA), recognizing that some parks and trails may include areas of natural terrain that are more difficult to access. B) Emphasize the provision of amenities such as washrooms, benches/seating areas, bike racks, and shade (structures, tree canopy, etc.) in appropriate park types to address the needs of all age groups. C) Engage qualified personnel to undertake a review of all parks and trails using Crime Prevention Through Environmental Design (CPTED) principles to identify safety concerns relative to access, sightlines, etc. In Progress A. 1. Continue to present new park infrastructure designs to Accessibility Advisory Committee for review and input. B. 1. Ensure new park designs consider all ages and abilities C. 1. Hire a CPTED consultant to review and provide detailed report to identify areas of concern for parks and trails, and suggest solutions. 2. Review history of customer feedback and select priority parks and trails based on customer concerns/complaints. A) ✓Designs for all significant park developments and redevelopments are presented to the AAC. B) ✓All parks are designed and constructed to be in compliance with the AODA standards and consider all ages and abilities. - 295 - Short Term 2025 - 2027 Status Recommendation Parkland Deliverables Progress % Completed 67 Continue to provide a balance of active and passive spaces within the parks system to support all-season recreation and sports, casual use and unstructured play, special events, and cultural activities. In Progress 1. For existing parks due for renewal or upgrades, conduct a survey to better understand residents needs. 2. Determine priority amenities for park development opportunities for all ages and abilities when designing new parks that include active and passive spaces. ✓Public consultation conducted for Greenwood Park redevelopment plan; Maple Ridge Park redevelopment consultation to occur in 2026. ✓Best practices review completed and a review of current and future trends for park development data being considered for all new park designs. 68 Continue to support outdoor education, stewardship, and climate change mitigation initiatives through the open space system, such as tree plantings, naturalization efforts, community gardens, butterfly/pollinator parks, and adopt-a-park/trail programs, in conjunction with community partners. In Progress 1. Host Earth Month activities to engage the community in environmental stewardship. 2.Support and coordinate Park Stewardship groups 3. Deliver a spring and fall tree planting event through the "Take Pride in Pickering" program 4. Maintain pollinator gardens (ongoing) 5. Coordinate community litter clean- ups and promote #ThatsSoTrash campaign (Ongoing) 6. Distribute Environmental School Grants 7. Plant trees through LEAF program 8. Complete a naturalization / invasive species management project in fall 2025 9. Deliver sustainability workshops annually 10. Continue to work with the development community to support private sector environmental enhancements that include native plants, green roofs, bird-friendly design, etc. ✓1) Earth Month activities included: delivery of 5 community workshops; 1 community tree planting; and numerous litter clean-ups. ✓2) Park Stewardship Program welcomed 1 new group in 2025 for a total of 21 groups. ✓3) A total of 175 volunteers planted 750 trees/shrubs at Take Pride in Pickering’s two planting events. ✓4) Community groups including 134 students from Dunbarton High School and 60 TRCA Conservation Youth Corp. volunteered to maintain pollinator gardens. ✓5) 55 groups (3,222 volunteers) signed up to organize a litter clean-up as part of #ThatsSoTrash campaign ✓6) 8 schools were able to complete projects through funds from the City’s Environmental Schools Grant ✓7) Tree/shrub planting program through LEAF is ongoing. ✓8) In collaboration with TRCA, tree/shrub plantings and invasive species management continued along the greenspace near Valley Farm Ravine and in Duffin Heights. 300 stems,100 trees, and 200 root shrubs were planted near Valley Farm Ravine in 2025. Duffin Heights metrics are captured under Take Pride in Pickering above. ✓9) Hosted 25 workshops/events, including a new Sustainable Home Expo. ✓10) Through implementation of the ISDS, efforts continue. - 296 - 69 70 71 Short Term 2025 - 2027 Recommendation Status Deliverables Progress % Completed Parkland Continue to initiate park redevelopment projects at key sites requiring renewal and evaluate park sites within or adjacent to high density mixed use areas for longer-term redevelopment. Park redevelopment projects should be identified in the City’s long-term capital plan and include additional public and stakeholder consultation. Continue to expand and connect the recreational trail network. This includes planning trails within new community areas and working with partners to leverage public sites (such as utility rights-of-ways and other linear corridors) for trail use as appropriate. Improvements to the on-road cycling network should be guided by the City’s Integrated Transportation Master Plan. Continue to enhance the trail network by installing and maintaining safety and comfort features – such as lighting, signage, seating, etc. – in appropriate locations and addressing the recommendations for a multi-use trail design and safety audit, wayfinding study and pilot project, and trails amenities plan within the City’s Integrated Transportation Master Plan. In Progress In Progress Not Initiated 1.Conduct park inspections annually to evaluate and identify areas in need of improvement / repair. 2.Connect with key user groups to evaluate park usage and needs. 3.Identify key sites for redevelopment based on community needs and aging park infrastructure. 4.Conduct community engagement as part of the park redevelopment plan. 1.Review and prioritize future trail networks as identified in the Transportation Master Plan and include funds in capital budget forecast. 2.Identify additional opportunities for expansion of existing trail networks based on community needs. 3.Conduct community engagement as part of the planning process. 1.Conduct a review to identify needs for trail enhancements to improve safety and comfort. 2.Track trail usage to identify the need for higher levels of service. 3.Include funds in capital budget forecast for construction of enhancements. ✓Park & playground inspections occurred on a monthly basis. ✓Park improvement/issues were discussed with sport user groups at annual meeting (November). ✓Playground evaluations has been conducted and a equipment replacement program has been established. New Playgrounds were installed at two parks (Lynn Heights, Chickadee, Whitevale). Remaining projects have been included in the Capital Budget Forecast. ✓Park capital improvements in 2025 includes turf field replacement for Bev Morgan Park and Kinsmen Park; Long Jump Pit replacement at St Mary Catholic Secondary School, Tennis Courts resurfaced at David Farr Park, 1 tennis/4 pickleball courts built at Shadybrook Park, Charcoal BBQ Pads and disposal bins added to 5 parks. ✓Funds included in the 2026 Capital Budget for the planning and design of two neighbourhood connector trail systems in Seaton. Funding for the Environmental Assessment (EA) for additional trails and construction has been included in the Capital Forecast. ✓Durham Meadoway EA and preliminary design to be undertaken through the Region of Durham (2026) and construction costs included in the Capital Forecast. - 297 - Short Term 2025 - 2027 Status Recommendation Recreation Service Delivery Deliverables Progress % Completed 72 Provide targeted leadership courses in aquatics, programs, and camps until appropriate staffing levels are achieved. Reach out to area school boards to assist in this endeavour. In Progress 1. Continue to offer a minimum of 12 aquatic leadership and First Aid courses. 2. Expand current CIT and Assistant Counselor training initiatives to additional locations. 3. Introduce staff fitness development opportunism for fitness instructors through various clinics. 4. Work in partnership with the School Boards to introduce the Specialized High School Major Partnership Program to support youth leadership and engagement. ✓Required staffing levels have been achieved in 2025. ✓Aquatics offered 12 leadership courses which included 243 of participants ✓A total of 15+ leadership courses were available through a combination of Bronze Star, Bronze Medallion, Bronze Cross, National Lifeguard, Swim for Life Instructor, and Standard First Aid/CPR-C programs. ✓Four weeks of Counsellor in Training program offered in summer with 25 participants. Four weeks of Assistant Counsellor training were offered with 38 participants. ✓Staff provided High Five training to 30 students from St. Mary Catholic Secondary School. ✓High School students participated in youth roundtable to provide feedback for the Community Services Youth Plan. 73 Establish strategies to assist not-for-profit community groups in the recruitment, training, and retention of volunteers to support community-led recreation and sport programming. In Progress 1. Host a focus group session with sport user groups to solicit their feedback on volunteer development; complete a SWOT exercise. 2. Track the number of sport volunteers in Pickering by sport discipline (this is important for sports tourism) 3. Continue to run a sport user group and community group fair, minimum of once per year. ✓Sport User Group Open Houses were held in spring 2025 and November 2025. ✓Coordinator, Sports Services & Coordinator, Volunteer Services to host focus group session in 2026 - 298 - Short Term 2025 - 2027 Recommendation Recreation Service Delivery Status Deliverables Progress % Completed 74 Create objectives and strategies to enhance community capacity and increase access to recreation and parks services for residents through an expanded community development model. In Progress 1. Enhance webpage to showcase amenities at Pickering parks. 2. Update Google listings to include amenities. 3. Host information session for community groups to mentor access to the community grant program for park permitting. 4. Establish a marketing campaign to showcase recreation & parks services, to increase awareness and interest. 5. Gather feedback from sport & cultural groups to better understand their needs to strengthen their respective programs. 6. Create a Community Group Affiliation Policy to support and strengthen relationships with existing and emerging sport/cultural groups. ✓Upgraded website launched in spring 2025. ✓Parks and facilities list was updated. 75 Regularly review agreements with partners to ensure an appropriate and sustainable distribution of operational and financial responsibilities. In Progress 1. Include select sites in annual marketing and sponsorship packages to attract interest and funding for sites that require upgrade. 2. Review and update Licence Agreements to ensure terms and conditions meet operational needs. ✓Licence agreements have been updated in 2025: Mount Zion Community Centre (October), Whitevale Community Centre, Whitevale Arts & Culture Centre (October), Pickering Pickleball Club - Princess Diana of Wales Park (October); Amberlea Tennis Club - Shadybrook Park (August). 77 Seek sponsorships and sustainable funding to reintroduce the Swim to Survive program for students and families (once staffing shortages are addressed). Place additional emphasis on the need for children and families to be safe in and around water. In Progress 1. Include in the 2026 Sponsorship Opportunities Plan. 2. Explore program delivery options in order to offer the program in the community, including ongoing discussions with DDSB/DCDSB and with community groups to understand the needs of offering the program annually. 3. Secure sufficient aquatics staff and location to run the program. 4. Develop a marketing plan to target corporate leaders to fund the program. ✓Swim to Survive program was introduced for camp participants (606) as part of their weekly program. ✓Swim to Survive Program included in the 2025/2026 sponsorship package. - 299 - Short Term 2025 - 2027 Status Recommendation Recreation Service Delivery Deliverables Progress % Completed 78 Develop an Aquatic, Fitness and Program Strategy that reflects current and future programming needs to identify the scope of future program needs and to maximize community resources. In Progress 1. Continue to monitor annual fill rates of existing programs and services. 2. Budget for and retain a consultant to lead the project (2027). 3. Conduct a best practices review of municipal programs and services. ✓Program registration reports are run each season to evaluate existing programs. 79 Implement quality assurance programs in the delivery of service in recreation to reflect the quality and safe programming for all age groups. Some examples include: HIGH FIVE (Principles of Healthy Child Development and Active Aging), Youth Friendly Communities, Lifesaving Society Aquatic Safety Management program, etc. In Progress 1. Develop a Staff Qualification Recertification Strategy. 2. Develop a process for tracking staff certifications so that expiry dates are flagged, ensuring that staff/instructors maintain their annual certifications during active employment. ✓Developed a process for tracking staff certifications. ✓Completed a Staff qualification recertification strategy. 80 Work to achieve an 85% fill rate in all recreation services and programs (calculated as participation divided by capacity). In Progress 1. Review program registration reports to determine current fill-rates. 2. Develop a targeted marketing campaign for increasing awareness of programs with a fill rate lower than 85%. ✓Recreation Programs: 74.7% Fill rate for 2025 ✓Aquatics Programs: 81% Fill rate for 2025 ✓Fitness Programs: 65% Fill rate for 2025 81 Promote Canada’s 24-Hour Movement Guidelines to encourage greater physical activity levels (frequency, intensity, and duration) in Pickering residents. In Progress 1. Develop a marketing campaign to promote the initiative. 2. Develop annual event itinerary. 3. Promote offerings annually. ✓Promoting and highlighting Guidelines in existing programs in 2026 82 Work with the Town of Ajax to develop common principles in the allocation of community facilities that are commonly used by organizations that operate across the West Durham area. In Progress 1. Conduct a best practices review of ice and field allocation policies from neighbouring municipalities. 2. Develop a ice and field allocation procedure that includes the same principles as the Town of Ajax Allocation Policies where possible. 3.Liase with Ajax staff to ensure permit process dates are consistent where possible. Consistent dates will assist sport user groups with shared jurisdictions. 4.Work closely with Ajax to ensure that ice needs are addressed during capital project repair in 2027 and in advance of Seaton opening. ✓Best practices review completed. ✓Draft Ice and Field Allocation Procedures completed, process included close review of Ajax policies. - 300 - Short Term 2025 - 2027 Status Recommendation Recreation Service Delivery Deliverables Progress % Completed 83 Refine and expand the Access to Recreation Policy to include stabilized funding based on need, equity in the registration process, and other findings based on input from recipients. In Progress 1. Conduct a best practices review of similar policies other municipalities, including Durham municipalities. 2. Obtain feedback from staff working regularly with the subsidy programs to better understand strengths and challenges with current program. 3. Update current Access to Recreation program to ensure it meets community need. 4. Seek Council approval on new Policy and on the two Service Agreements with the Region of Durham. 5. Increase awareness through the City's website by ensuring program information is updated and has a fresh new look. ✓Best practices review conducted in August 2025. ✓Reviewed current Access to Recreation Policy to revise, update (September - November 2025), ✓Updated Access to Recreation Policy to be completed in 2026. 84 Conduct an audit of municipally-supported recreation and sport opportunities available to all genders and work to increase participation by girls, women, and persons identifying as female or gender diverse. In Progress 1. Conduct a best practices review among neighbouring municipalities of gender based programs and services. 2. Develop additional options for programs and memberships where gaps exist. 3. Develop a targeted strategy to promote programs to under-served populations. ✓The following programs were implemented in 2025: Jumpstart sponsored girls-only court program (40 participants), female-only swims (165 participants), female squash lessons (90 participants). ✓ Best practices review and promotional strategy to take place in 2026. 85 Consider the recommendations of the City’s Equity, Diversity, and Inclusion Strategy through the implementation of recreation and parks services including those related to key principles, representation, training, space design, guide/handbook, and performance metrics. In Progress 1. Launch public education campaign with respect to anti-hate messaging. 2. Host three intersectionality workshops for City Staff - one annually 3. Provide spaces for and highlight Pickering's diverse businesses through community events ✓Design work for the Anti-Hate Public Education Campaign began in April 2025. Draft pending review. ✓Intersectionality workshop for managers and supervisors hosted in June 2025 ✓Local diverse businesses were engaged during Emancipation Day, International Day for People of African Descent, and National Day for Truth and Reconciliation 86 Develop a Community Engagement Plan to welcome and involve all residents in recreation and parks opportunities. Not Initiated 1. Conduct a best practices review among neighbouring municipalities. 2. Develop a Community Engagement Framework and seek council approval. 3. Lead staff training engagement session. ✓Proposed to begin spring 2026. - 301 - Short Term 2025 - 2027 Status Recommendation Recreation Service Delivery Deliverables Progress % Completed 87 Work with the Aboriginal Sport Circle and IndigenACTION to discuss ways of collaborating with Indigenous People to reflect sport and recreation needs in Pickering. Not Initiated 1. Host focus groups with Aboriginal Sport Circle and IndigenACTION to understand sport and recreation needs. 2. Develop program implementation plan. 3. Launch one program by 2027. 88 Ensure that all public spaces are safe and welcoming spaces for staff and users as outlined in the Safer Spaces Canada criteria. In Progress 1. Complete an exterior lighting study at community centres/park spaces to ensure lighting levels are sufficient. This includes: City Hall, Esplanade Park, South Esplanade, Main Branch Library, ESCC, WSCC, GALCC, Tomlinson Community Centre, and Don Beer Arena. ✓ Consultant secured in 2025 to complete an exterior lighting study on identified facilities. ✓ Funds were included in the 2026 budget to address necessary upgrades and improvements on priority locations. Work will commence in 2026. 89 Articulate and seek Council approval for all recreation and parks levels of service in preparation for the need for expanded growth- related services. This work will entail working with a third-party to identify all services, how often and the standards to which they are delivered, resources required, and potential efficiencies. Not Initiated 1. Hire a consultant to conduct a "level of service" review. 2. Determine trends and service priorities to focus resources. ✓2027 Project 90 Develop a Ten-Year Recreation Staffing Plan that reflects the approved levels of service and changes in service requirements (e.g., staffing levels, office space, etc.) due to the growth of the population. In Progress 1. Develop a Recreation/Culture/Facilities Staff Succession Plan. 2. Conduct a review to better understand impacts of growth to ensure sufficient space for staff. 3. Complete a Staffing Plan for Dorsay Community & Heritage Centre 4. Complete a Staffing Plan for Seaton Recreation Complex & Library ✓Staffing plan developed for the Dorsay Community & Heritage Centre in 2025. - 302 - Short Term 2025 - 2027 Recommendation Recreation Service Delivery Status Deliverables Progress % Completed 91 Develop a Staff Training and Development Continuum that identifies the necessary knowledge, skills, and competencies for each job type for Recreation Services. This exercise should document current trends and developments that will keep staff performing at a high level and improve readiness for succession planning. In Progress 1. Develop a standard onboarding process to streamline policies, procedures and approaches for new staff to ensure consistency. 2. Establish an evaluation/check in system to ensure new staff are on track or require additional support. 3. Consult Recreation Staff in developing a Succession Plan. ✓HR undertook a leadership assessment in 2024/2025 that resulted in a Leadership Development Framework that was implemented in 2025. ✓Onboarding program improved in 2025 for Front Desk/Customer Service Staff to include various training tools. 92 Refine existing performance metrics and prepare a concise annual report card to reflect changes in participation rates, service delivery, volunteerism, utilization of public spaces, satisfaction levels, and other outcomes from recreation and parks participation. In Progress 1. Establish baseline metrics to measure against annually, for program capacity and facility usage. 2. Develop a metric to measure customer service processes and satisfaction levels. 3. In collaboration with IT, establish a digital tracking system for customer feedback. 4. Review and track customer feedback annually with the CS management team in an effort to improve customer service delivery. ✓Baseline metrics have been developed for Community Services key performance indicators. ✓Completed an inventory of customer feedback systems/processes in November 2025. Implementation Recommendations 93 Regularly monitor progress of the Ten Year Plan, including tracking of growth and demographic characteristics, activity patterns, facility usage, participation levels, trends, and completed recommendations. In Progress 1. Develop a list of deliverables for all (101) recommendations in the Ten Year Plan. Recommendations are divided into three timelines: Short term (2024- 2026); Medium term (2027-2029); Long term (2030+). 2. Meet semi-annually with Implementation Team (consisting of supporting departments) and develop tracking mechanism. 3. Semi-annual check-in to ensure regular tracking of growth and demographics. 4. Prepare and deliver annual progress report to Council. ✓Meetings were held in May, June, September and October 2025 by the Implementation Team to develop deliverables for all short term recommendations and to review and update the plan and track progress. ✓City Development prepared annual update to the 20-year population forecast (spring 2026). ✓Annual (2024/25) progress report completed - Council approval anticipated in January 2026. - 303 - Short Term 2025 - 2027 Status Recommendation Implementation Recommendations Deliverables Progress % Completed 94 Ensure that planning for major capital projects includes meaningful community engagement and feasibility studies that validate building program and service requirements and are aligned with community needs, partnership opportunities, and financial capabilities. In Progress 1. Secure specialty consultant(s) as required to support the development of feasibility studies / architectural plans. 2. Develop stakeholder engagement plans for all major capital projects that involve recreational space. 3. Engage key stakeholders through the design process by leveraging corporate communications channels and engagement tactics. 4. Develop and post annual infrastructure and capital projects videos highlighting main projects from previous year. 5. Summarize key findings and feedback from engagement activities and incorporate into designs. ✓Design for George Ashe Community Centre & Library renovation awarded in November 2025, preliminary design to occur in early 2026. ✓Public consultation to follow later in the year, focusing on interior work in the library. 95 Develop a communications plan following approval of the Ten Year Plan to create awareness about its key messages and recommendations amongst residents and stakeholders. Implement a system for the regular reporting of the plan, including an annual report card to the community. In Progress 1. Host bi-monthly meetings to guide the communications plan, identify milestones, and track progress. 2. Update and maintain existing Let's Talk Pickering Project page. 3. Develop an annual progress/status report that is easy to read and visually appealing. 4. Design a series of engaging infographic style social media images to generate awareness and support annual progress report card. ✓Initial project updates maintained on Let's Talk Pickering project page. ✓Regular meetings with Communication staff have occurred to support communication on various projects and initiatives. ✓Progress report will be posted on City website in 2026. 96 Establish annual work plans to identify recommendations requiring implementation within the coming year. Work plans should identify departmental leads, partners, funding requirements and sources, etc. In Progress 1. Review Ten Year Plan annually and identify projects and initiatives that should be included in department annual work plans and annual budgets. 2. Create annual Community Services/Department workplans. ✓Annual Community Services workplan developed for 2025 and 2026 to include key initiatives identified in the Ten Year Plan. - 304 - Short Term 2025 - 2027 Recommendation Implementation Recommendations Status Deliverables Progress % Completed 98 Use this Ten Year Plan as a resource in establishing the City’s annual budget documents, capital forecasts, development and community benefits charges studies, secondary plans, and other related studies. In Progress 1. Review 10-Year plan objectives as part of annual budget process. 2. Review 10-Year plan objectives as part of DC and CBC background study ✓Ten-Year Plan has been reviewed and referenced in the development of various City plans or processes, including the City's 10 Capital Forecast, Development & Community Benefits Charges Study, and Northeast Pickering Secondary Plan. 99 Where appropriate and consistent with City policies and priorities, consider alternative funding and cost-sharing approaches such as (but not limited to) fundraising, grants, private- public partnerships, sponsorships, surcharges, capital reserve contributions, various forms of collaboration to provide best value to residents. In Progress 1. Work with DDSB for shared use agreement at Thompson's Corner Community facility (i.e. gymnasium). 2. Monitor Provincial and Federal Grant programs for development of new community spaces (facilities and outdoor amenities). 3. Create "shovel ready" documents where possible. ✓Three grant funding applications were submitted by Staff to include: 1) outdoor fitness equipment for three parks, and 2) through GICB for the O'Brien Arena Renovation and the Seaton Recreation Complex & Library projects. 100 Assess and ensure that operating budget implications are identified and appropriately resourced prior to approving major capital projects. Not Initiated 1. Develop operating plans including financial impacts for all capital projects. 101 Foster effective partnerships and co-location opportunities with landowners and public agencies (e.g., public libraries, schools, etc.) that support the improvement, provision, and expansion of recreation, parks, and community facilities that address demonstrated needs. In Progress 1. Continue to meet with DDSB/DCDSB annually to foster conversations on shared use of facilities for new spaces in Seaton and NE Pickering. 2. Continue to meet with Conservation Authorities to discuss partnerships and shared-use, including Petticoat Creek. 3. City will host meetings as proposals are received to review potential opportunities. ✓City staff have engaged DDSB and DCDSB to discuss partnership opportunities in NE Pickering and included policies in the Secondary Plan to encourage collaboration/partnership with the school boards. ✓City staff continue to advocate with the provincial government to accelerate timelines on school developments in Seaton. - 305 - Mid Term 2028 - 2030 Status Recommendation Indoor Recreation Facilities Deliverables Progress % Completed 2 Prior to undertaking significant capital renewal projects, initiate planning for the major long-term revitalization of the Chestnut Hill Developments Recreation Complex as supported by the City’s Facility Renewal Study. The assessment should consider factors such as public input, asset management, facility and program needs, related initiatives, site and partnership opportunities, potential funding sources, and more. Not initiated 11 Prioritize the revitalization of the Chestnut Hill Developments Recreation Complex indoor aquatic centre as part of the proposed facility revitalization strategy following the opening of the Seaton Recreation Complex and Library. Not initiated 12 Undertake a study to examine future programming needs and potential capital replacement of the Dunbarton Indoor Pool. This study should consider the need for this facility to remain operational during any extended shutdown of the Chestnut Hill Developments Recreation Complex and should be completed Not initiated following a minimum of one year of the Seaton Recreation Complex & Library being fully operational. 19 Encourage wider community access to the Pickering Soccer Centre field by working with Pickering FC to create an allocation framework and/or scheduling options that provide other youth-based organizations with access to the turf field within prime, shoulder, and non-prime times. Not initiated Outdoor Recreation and Park Facilities 35 Consider the development of an appropriately- sized covered multi-use pad in Claremont Memorial Park to support extended use for floor sports (ball hockey, skating, etc.), camps, and events. The ice pad should not be refrigerated. Not initiated - 306 - Mid Term 2028 - 2030 Recommendation Outdoor Recreation and Park Facilities Status Deliverables Progress % Completed 41 Develop guidelines to support the design of designated open space exercise zones where the community can organize fitness classes (yoga, tai chi, etc.). Not initiated 44 Prepare an off-leash dog area policy to address the dynamics of providing, designing, and maintaining leash free dog areas in higher density neighbourhoods. Not initiated Parkland 64 Conduct an assessment of cash-in-lieu of parkland valuation processes and fees, with the goal of ensuring that cash-in-lieu of parkland rates are reflective of local market conditions. Not initiated ** Moved from short term deliverables Recreation Service Delivery 76 Identify opportunities to enhance and grow community partnerships that increase the range of recreation, parks, sport, and community opportunities in support of future population growth Not initiated - 307 - Long Term 2031 - 2033 Status Recommendation Indoor Recreation Facilities Deliverables Progress % Completed 3 Seek to construct the proposed Seniors & Youth Centre in Pickering’s City Centre within the ten- year horizon of this plan (prior to 2034). Once open, the East Shore Community Centre should be closed and declared surplus, with programming transferred to the new facility. Not yet initiated 5 As part of the next Ten Year Plan (around 2034), initiate high-level planning for the development of a second recreation facility (Thompson’s Corners community centre) within the Seaton community on lands owned by the City (east of Brock Road, south of Highway 407). Not yet initiated 18 Consideration may be given to relocating the Chestnut Hill Developments Recreation Complex indoor tennis courts to another accessible location within Pickering in the longer- term, possibly through an air-supported dome and the joint provision of pickleball courts. This is a matter that may be more fully examined Not yet initiated through the recommended recreation complex facility revitalization study, the City Centre project, and/or planning of the future parks and recreation facility sites. 20 Monitor the demand for indoor turf facilities and examine the potential to develop a second indoor turf facility beyond the timeframe of this Ten-Year Plan. Not yet initiated Outdoor Recreation and Park Facilities 26 Include a regulation cricket field within the future Greenwood Conservation lands or other suitable location capable of serving Seaton and surrounding area. Consideration may be given to designing the pitch as an overlay across two full-size soccer fields. Not yet initiated - 308 - Long Term 2031 - 2033 Status Recommendation Outdoor Recreation and Park Facilities Deliverables Progress % Completed 28 Consider the development of an outdoor tennis complex (4-5 courts) at the site of the community facility planned for Thompson’s Corners. The complex should be operated by a community-based club under agreement with the City, allowing for public access during specified hours and/or low use periods. The potential for an air-supported dome to allow for year-round use of the courts (possibly as a long- term replacement for the indoor courts at the Chestnut Hill Developments Recreation Complex) may be considered further through a business plan that examines demand, partnerships, financial performance, and related factors. Not yet initiated 31 Develop approximately 13 additional outdoor basketball courts by 2034 within growing communities (e.g., Seaton) and under-served areas (e.g., Liverpool, Kingston Road corridor) based on an 800-metre service radius. Half courts should generally be considered for neighbourhood parks (and appropriate village greens) and full courts for community parks. Not yet initiated 38 Explore the potential for installing a pump track through a future community or district park development project. Not yet initiated Implementation 97 Undertake a comprehensive review and update of the Ten Year Plan to begin no later than 2033. Timing may be accelerated based on the pace of implementation and changes within the community. Not yet initiated - 309 - Report to Executive Committee Report Number: LEG 01-26 Date: January 12, 2026 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Final Assumption of Plan of Subdivision Frontdoor Developments (Pickering) Inc. – Plan of Subdivision 40M-2660 Lots 1 to 40, Plan 40M-2660 File: 40M-2660 Recommendation: 1. That Castle Hill Court within Plan 40M-2660 be assumed for public use; 2. That works and services required by the Subdivision Agreement, dated June 19, 2018, within Plan 40M-2660, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 3. That Frontdoor Developments (Pickering) Inc. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2660; and 4. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Executive Summary: The purpose of this report is to confirm that all works and services as noted in the Subdivision Agreement between the City and Frontdoor Developments (Pickering) Inc. have been completed to the satisfaction of City staff and to advise that it is now appropriate to finalize the assumption of those works and services. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: Not applicable. Discussion: The purpose of this report is to authorize the assumption of works and services. The City entered into a Subdivision Agreement with the above -noted developer for the development of the lands within Plan 40M-2660, which included works in or on Duberry Drive, adjacent to Plan 40M-2660. As the developer has now completed all of the works and - 310 - LEG 01-26 January 12, 2026 Page 2 services to the satisfaction of City staff, it is appropriate to: (a) assume the roads and the works and services within Plan 40M-2660; and (b) release Frontdoor Developments (Pickering) Inc. from the provisions of the Subdivision Agreement with the City and any amendments related thereto, as it relates to Plan 40M-2660. Attachment: 1.Location Map – 40M-2660 Prepared By: Approved/Endorsed By: Chantelle Adair Paul Bigioni Law Clerk Director, Corporate Services & City Solicitor PB:ca Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Recommendation approved: Chief Administrative Officer per: Director, City Development & CBO per: Director, Corporate Services & City Solicitor per: Director, Engineering Services per: Original Signed By:Original Signed By: Original Signed By: Original Signed Original Signed Original Signed Original Signed - 311 - -~of- PJ(KERJNG City Development Department File:Assumption 40M-2660 Applicant: Frontdoor Developments (Pickering) Inc. Legal Description: Lots 1 to 40, 40M-2660, Parts 1 to 9, >, (ll .c Cf) 40R-30798 Date: Dec. 03, 2025 © The Corporation ollhe Qty of Pickering Produced (11 part) undef licoose from: © King's POOier, O!lta rio Minis!Jy of Nahxal Resources. NI rights reseived.; © His Majesty the King in Righi of Cooada, Department of Natural Rescuces. All ri!1Jls rese;ved _; © Ternnel Enlerµrises Inc. and rts suppliers. All rigl\s reseived.;@Municipal Propertyk.s&.smool Cor,,orabon a'ld dssuppjiefs.Alri!1ltsresef'led L:IPLANN ING\01 -Ma Files\03 -lications\Le al'Assum tion\Assum Hon 40M2660 Parts 1 to9 40R-30798\Assum lion Lots 1 to40 40M -2660.a rx SCALE : 1: 1,500 Attachment 1 to Report LEG 01-26 - 312 - Report to Executive Committee Report Number: LEG 02-26 Date: January 12, 2026 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Final Assumption of Plan of Subdivision Marshall Homes (Copperfield) Ltd. – Plan of Subdivision 40M-2654 Lots 1 to 7, Plan 40M-2654 File: 40M-2654 Recommendation: 1.That Frontier Court within Plan 40M-2654 be assumed for public use; 2.That works and services required by the Subdivision Agreement, dated February 5, 2019, within Plan 40M-2654, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 3.That Marshall Homes (Copperfield) Ltd. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2654; and 4.That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Executive Summary: The purpose of this report is to confirm that all works and services as noted in the Subdivision Agreement between the City and Marshall Homes (Copperfield) Ltd. have been completed to the satisfaction of City staff and to advise that it is now appropriate to finalize the assumption of those works and services. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: Not applicable. Discussion: The purpose of this report is to authorize the assumption of works and services. The City entered into a Subdivision Agreement with the above -noted developer for the development of the lands within Plan 40M-2654. As the developer has now completed all of the works and services to the satisfaction of City staff, it is appropriate to: (a) assume the - 313 - LEG 02-26 January 12, 2026 Page 2 roads and the works and services within Plan 40M-2660; and (b) release Marshall Homes (Copperfield) Ltd. from the provisions of the Subdivision Agreement with the City and any amendments related thereto, as it relates to Plan 40M-2654. Attachment: 1.Location Map – 40M-2654 Prepared By: Approved/Endorsed By: Chantelle Adair Paul Bigioni Law Clerk Director, Corporate Services & City Solicitor PB:ca Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Recommendation approved: Chief Administrative Officer per: Director, City Development & CBO per: Director, Corporate Services & City Solicitor per: Director, Engineering Services per: Original Signed By:Original Signed By: Original Signed By: Original Signed Original Signed Original Signed Original Signed - 314 - Part 7 Part 2 af:j of PlCKERlNG City Development Department Part 1 Assumption 40M-2654 File: 40M2654 Part 1, --r-____,,____ 40R-30655 Frontier Co urt Applicant: Marshall Homes (Copperfield) Ltd. Legal Description: Lots 1 to 7, 40M-2654 and Parts 1-8, t, co 0 0:: -2:- c co .c u 40R-30726 Date: Nov. 28, 2025 © The Corporation oflhe City of Pickerir,g Produced {11 part) under license from: © Kir,g's Printer, Ontario Ministry of Natural Resoorces . Al l rights reseived .: © His Majesty the King in SCALE: 1:1,200 I Right of Canada, Oepartmoot of Natural Resources. Al rights reserwd.: © Teraoot En16fprisas Inc. and i1s s~pliers. Al l righ1s reserved .: @M unicipal Property Assessmoot Corporal ion and itssuppliers.All rightsreserved THIS IS NOT A PLAN OF SURVEY. L:\PLANNI NGI0 1-MapFiles\03 -Applications\Legal\Assumption\AssumpHon 40M2654\Assumption 40M2654 .aprx Attachment 1 to Report LEG 02-26 - 315 -