HomeMy WebLinkAboutFIN 03-26
Report to
Council
Report Number: FIN 03-26
Date: March 23, 2026
From: Stan Karwowski
Director, Finance & Treasurer
Subject:
2026 Financial Housekeeping Report
File: A2000-001
Recommendation:
1. That Council approve an increase to the 2026 Low Income Seniors & Persons with
Disabilities Tax Grant amount, from $600 to $620 per household;
2. That the Director, Finance & Treasurer be authorized, at his discretion, to draw from the
Building Permit Reserve Fund to address any revenue shortfall (Building Permit Fees) to
maintain the 2026 balanced budget plan;
3. That Council approve the cancellation of the following, previously approved Capital
projects:
Project Number:
a. C10110.2301 - Electric Vehicle – New;
b. C10300.2102 - 1 Ton Truck with Service Body – Replacement;
c. C10305.2104 - 4 Ton Dump Truck Roll Off Body with Sea-Can, Dump Body, and
Chipper Body Attachments – Replacement;
d. C10315.2202 - Road Asphalt Roller – Replacement;
e. C10315.2413 - 4 Ton Dump Truck Roll-off Body – New;
f. C10315.2511 - Grader Roller (2) – New;
g. C10320.2215 - Enclosed Trailer – Replacement (2);
h. C10220.2503 - ESCC Structural Repairs;
i. C10240.2110 - Print Room Exhaust – Replacement;
j. C10320.2334 - Dunmoore Park - Parking Lot Reconstruction & Lighting – Design;
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k. C10510.2501 - Various Construction Projects Related to Development (funded from
Third Party Contributions);
l. C10525.1902 - Dyson Rd. Storm Sewer Outfall Design;
m. C10575.1904 - B-20c Krosno Creek SWM Facility Construction;
n. C10575.2501 - Installation of Oil Grit Separators - Frenchman's Bay Watershed;
o. C10700.1809 - FS #2 Renovation - Hopes Cradle; and,
p. C10000.2501 - Seaton Municipal Land Acquisition.
4. That Council approve staff attendance at international conferences, in accordance with
Subsection 10.02 of the Financial Control Policy for the following:
a. International travel by the Director, Economic Development & Strategic Projects, and
the Senior Advisor, Creative Industries & Tourism to attend the 2026 CinemaCon
Tradeshow in Las Vegas, United States, and that the travel costs does not exceed
$1,900 per person.
5. That the Director, Finance & Treasurer be authorized, at his discretion, to undertake the
following actions:
a. Any 2026 surplus Current Operating funds at year-end in excess of approximately
$125,000 be allocated in the following manner: the first $100,000 be allocated to the
Elected Officials Life Insurance Reserve (8034) and the remaining surplus be
allocated in the following ratio: 30% to the Rate Stabilization Reserve (8007); 30% to
the Facilities Reserve (8026); and 40% to the City Share DC Projects Reserve
(8008);
b. Any surplus funds from the Emergency Operational Capital Needs Account
(11100.503510) to the Facilities Reserve (8026);
c. Any revenue from the sale of used vehicles (11100.406600) to the Vehicle
Replacement Reserve (8016);
d. Any surplus funds from Museum donations (10250.406500) and Artefact Repairs &
Maintenance Account (10250.502385) to the Museum Collection Reserve (8033);
e. Any green energy rebates and revenue associated with the Claremont solar roof
rental project account (10325.404500.9480) and other incentives and rebates
account (10325.406551) to the Sustainable Initiatives Reserve (8024);
f. Transfer 50% of net revenues (after collection expenses) from the Municipal
Accommodation Tax (MAT) to the MAT Reserve (8042) and the remaining 50% to the
“Destination Pickering Corporation”;
g. Where the 2026 year-end balance of the WSIB Reserve is greater than $4.0 million,
the excess funds will be transferred to the WSIB Excess Indemnity Reserve Fund
(8702);
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h. Where the 2026 actual investment income (10600.406000) exceeds the budget
amount of $2,160,300, the excess funds will be transferred to the Balloon Payment
Reserve (8039), to minimize future debt costs;
i. Where the 2026 actual winter control costs exceed the budget and results in an
operating City deficit, the additional costs will be funded by a transfer from the Winter
Control Reserve;
j. Where the actual 2026 Property Tax Write-offs (account 11100.503000) exceed the
budget provision due to assessment appeals, the deficit will be funded by a transfer
from the Assessment Appeal Reserve (8002), and if this reserve is depleted, then the
shortfall will be funded from the Rate Stabilization Reserve (8007); and
k. Where the actual 2026 Payment-in-Lieu Education Share revenues are less than the
budget estimates, the shortfall will be funded by a transfer from the Rate Stabilization
Reserve (8007).
6. That the Director, Finance & Treasurer be authorized to:
a. Undertake transactions in the spot or forward (12 months or less) currency markets in
order to effect United States dollar denominated expenditures in the Current or
Capital Budgets;
b. Sign leases or rental agreements (including summer rentals) on the City’s behalf for
the provision of vehicles or equipment required for temporary use during periods of
equipment breakdown or repair, or during periods of increased need (e.g. inclement
weather);
c. Apply for all grants included in the 2026 Current Budget, 2026 Capital Budget, and
prior year’s capital projects that have not started, and that Council endorse all future
applications that meet senior government grant criteria and that staff report back to
Council at the next possible meeting regarding which grants staff have applied to;
d. Make any changes, or take any actions necessary, to ensure that the budget
accommodates any reallocation of 2026 current operating expenditures and revenues
that may be required to accommodate any labour relations settlements or any other
required budget reallocations, while maintaining the approved levy;
e. Adjust the 2026 final tax rates to address any revenue shortfall arising as a result of a
provincial tax policy change;
f. Initiate any additional assessment appeals necessary to protect the assessment base
of the City;
g. Apply any debt repayment, interest or financing provisions contained in the annual
Current Operating Budget not used in the current year’s payments towards additional
principal repayments, repayment of outstanding loans, debt charges, to reduce debt
or internal loans not issued, or transfer funds to the balloon payment reserve; and,
h. Adjust the per kilometre travel expense reimbursement rate (last increased in 2025)
with an effective date of March 1, 2026, from 0.72 cents per kilometre to 0.73 cents
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per kilometre for the first 5,000 kilometres and from 0.66 cents per kilometre to 0.67
cents per kilometre for travel beyond 5,000 kilometres.
7. That the Director, Finance & Treasurer be authorized to transfer an additional amount of
$15,265 (Net HST) from the Building Permit Reserve Fund to fund the completion of the
Development Application and Approvals Process (DAAP) review;
8. That Council approve the continuing engagement of Watson & Associates Economists
Ltd., to be used for fiscal impact studies and related works, Development Charge
Background Study updates and/or amendments, Community Benefit Charge Study
updates and/or amendments and any other DC, CBC or development related matters;
9. That Council approve the continuing engagement of the firm PSD Citywide Inc., to be
used for asset management consulting and other work in support of the City’s compliance
with Asset Management legislation;
10. That Council approve the continuing engagement of the following firms: Nixon Poole
Lackie LLP and Frise Policy & Finance Inc. for any studies related to reassessment or
other property tax issues and to protect the property tax base by defending assessment
appeals through proactive assessment base management;
11. That Council approve the following Community grants, which are exceptions to the
Community Grant policy, and that these grants be on a reimbursement basis at the
discretion of the Director, Finance & Treasurer:
a. A grant to Dedicated Advocacy and Resources Services (DARS), and the amount
does not exceed $50,000 and that the grant expenditure be in compliance with the
City’s Grant policy as determined by the Director Finance & Treasurer;
b. A grant to Ontario Shores Foundation for Mental Health, in the amount of $25,000;
c. A grant to the Pickering Islamic Centre, in the amount of $5,000;
d. A grant to the Pickering Pentecostal Church, in the amount of $3,000;
e. A grant to the Apostolic Pentecostal Church of Pickering, in the amount of $5,000;
f. A grant to the Big Brothers Big Sisters of South Durham and Northhumberland, in the
amount of $3,000;
g. A grant to Global 180 Student Communications, in the amount of $10,000; and,
h. A grant to Scientists in School, in the amount of $2,700.
12. That FIN 040 Community Grant Policy be amended by adding the following additional
provisions and the change to the policy be effective for the 2027 Community Grants
program:
a. That the grant application deadline date for the 2027 Community Grant Program be
November 30, 2026;
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b. Any community organizations with a cash and/or cash equivalent balance exceeding
$50,000 be ineligible from the Community Grant program (excluding mental health
organizations);
c. All grant applicants are obligated to provide the required financial information as per
the City’s grant policy and applicants that fail to comply will result in having their
applications being deemed “incomplete”;
d. Any new community grant applicant must have been in existence for at least one year
and must provide supporting documentation demonstrating compliance with this
timeline requirement;
e. Any new community grant applicant, located outside of the City’s geographical
boundaries, are limited to a facility or permit rental only for their first-year grant
request;
f. Payments to volunteers for in-kind services, such as donated time, equipment or
services are ineligible for Community Grant funding and that volunteers can be
reimbursed for out-of-pocket expenses consistent with activities in the community
grant application, if supported by third-party receipts or invoices; and,
g. That grant expenses must be supported by third-party receipts and invoices that
contain specific, verifiable information in a consistent and professional format as
identified below:
i. supplier’s name and their address;
ii. date of the transaction;
iii. tax/business numbers (if GST.HST is charged);
iv. amount paid;
v. an itemized description of the goods or services purchased; and,
vi. proof of payment.
13. That Council waive the Purchasing Policy where the estimated vehicle repair cost is
below $30,000 (HST excluded) for all fleet vehicles and off-road vehicle equipment in
2026, however, a purchase order is still required;
14. That Council grant the Director Finance & Treasurer the authority to make the following
changes related to the Building Faster Fund (BFF):
a. If the City receives BFF funding in 2026 (earned in 2025 and anticipated to be
received in 2026), that the financing source for the 2026 Roads Resurfacing program
be changed from the Roads & Bridges Reserve Fund (408706) to the BFF Reserve
Fund (408506) up to the amount of the BFF funding received;
b. That the 2026 Capital Budget Roads Resurfacing program be approved as the
Investment Plan submission for the BFF program if funding becomes available; and,
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c. That any unspent Year Two BFF dollars be allocated to the 2026 Capital Budget
Roads Resurfacing program.
15. That Council approve the draft By-law to amend the Municipal Fees and Charges By-law,
as set out in Attachment 1 to this report;
16. That Council endorse the principle that when City policies are at cross purposes as it
relates to financial planning and budgets, the guiding principle shall be that investments in
municipal infrastructure that provides a safe environment for our residents and staff shall
be given priority;
17. That the remaining funds in the amount of $222,600 (Net HST) be transferred from capital
project C10235.2401 – Recreation Complex – Arenas, Secure Compound (funded from
the Operations Centre Reserve Fund) to capital project C10225.2411 – Recreation
Complex – Central Core, Loading Dock Retrofit, and that capital project C10235.2401 be
subsequently closed;
18. That Council approve the transfer of funding in the amount of $70,000 (Net HST) from
capital project C10315.2511 – Grader Roller (2) to C10315.2510 – Grader Plow (2), to
cover the overage from Q2025-27 and that subsequently capital project C10315.2511 be
closed;
19. That Council authorize the Director, Finance & Treasurer to approve the additional
expenditure of $20,000 (HST excluded) or $20,352 (Net HST) to fund the anticipated over
expenditure for capital project C10572.2413 (Diana Princess of Wales Park) from a
transfer from the Casino Reserve;
20. That the quote from Destech Consulting Services be accepted based on a three-year
commitment in accordance with the City’s Purchasing Policy Item 10.3 (c) to:
a. implement the City’s property tax portal in the amount of $65,000 (HST excluded) as
approved in the 2026 Capital Budget (C10405.2609) to be funded from the IT
Reserve; and,
b. provide ongoing annual licence, support and managed services in the amount of
$60,000 per year (HST excluded), or $180,000 (HST excluded) for a three year
contract and that the first year is funded from the 2026 Capital Budget (C10405.2609)
and the second and third years funded from the current budget.
21. That Council authorize the Director, Finance & Treasurer to approve the property tax
portal annual hosting costs in the amount of $30,000 (HST excluded), or $90,000 (HST
excluded) for a three year contract with the first year funded from the 2026 Capital Budget
(C10405.2609) and the second and third years funded from the current budget;
22. That Council approve the transfer of funding in the amount of $44,735 (Net HST) for the
Chestnut Hill Developments Recreation Complex (CHDRC) from capital project
C10225.2304 – Family Change Room Renovation (Design) to C10230.2301– Family
Change Room RTU Replacement, to cover the overage from RFQQ2025-27 and that
subsequently capital project C10315.2511 be closed;
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23. That Council authorize the Director, Finance & Treasurer to approve the additional
expenditure of $145,000 (Net HST) to fund additional work needed to integrate the RISE
migration for SAP enhancements, and the additional amount to be funded from the
Financial System Reserve;
24. That Council approve the change in financing source for project C10570.2501 - Third
Concession Road Reconstruction in the amount of $597,000 from the DC Transportation
Reserve Fund and DC City Share Reserve to the Roads & Bridges Reserve Fund for the
revised project scope;
25. That Council approve the following recommendations related to the Whitevale Road
Master Drainage Plan (MDP) Implementation:
a. That the Whitevale Road MDP Implementation capital budget program budgeted for
construction in 2021 and additional funds budgeted in 2024 and 2026, be allocated
into two components; east and west section, with the east Section (Phase 1) to
proceed in 2026 and the West Section (Phase 2) to proceed in 2027;
b. That Council delegate the authority to award the East Section (Phase 1) Whitevale
Road MDP Implementation project contract with terms and conditions satisfactory to
the Director, Finance & Treasurer and Director, City Infrastructure, with the total value
of the contract not to exceed $4,400,000 (Net HST) , and that the awarding of the
contracts be in compliance with applicable senior government legislation; and,
c. That additional funds for professional fees be approved in the amount of $40,000
(excl. HST) to AECOM ULC to support streetlighting design costs and minor revisions
to ecological investigations due to provincial regulatory changes for the tender and
construction of Phase 1 be funded from the OCIF Reserve Fund,
26. That the 2026 Committee and Council Meeting Schedule be amended to add a Special
Council Meeting for Monday, December 14, 2026, at 7:00 pm to consider City business;
27. That Council authorize the Director of Finance & Treasurer to submit to the new Council
the draft 2027 Capital Budget and the corresponding forecast based on the following two
principles:
a. That the annual debt capacity for 2027 through 2031 will not exceed 15% of the
Annual Repayment Limit, as defined by Ontario Regulation 403/02—Debt and
Financial Obligation Limits; and,
b. That the draft 2027 Budget Levy increase and its corresponding forecasts shall be
based on a 1.0% annual increase for Asset Management for each respective year,
28. That the appropriate officials of the City of Pickering be authorized to take the actions
necessary to implement the recommendations in this report.
FIN 03-26 March 23, 2026
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1.0 Executive Summary:
The purpose of this report is to seek the authorizations and directions necessary to implement
the 2026 Financial Plans as reflected in the 2026 Current and Capital Budgets. Under the
Strong Mayors legislation, the budget was deemed adopted on December 29, 2025. Many of
the recommendations in this report are similar to the 2025 Financial Housekeeping Report
(FIN 02-25).
The foundation of this report is based on the Mayor’s 2026 budget with a levy increase of
3.49%. Table One presented below provides a comparison of the 2026 levy increases for
Durham Lakeshore municipalities.
Table One
2026 Budgetary Levy Increases
Pickering 3.49%
Whitby 3.44%
Clarington 3.00%
Ajax 3.90%
Oshawa 3.98%
Table Two provides a comparison of the 2024 - 2026 levy increases for Durham Lakeshore
municipalities under Strong Mayors legislation:
Table Two
Budget Levy Increases under Strong Mayors
(Cumulative Increase)
Municipality 2024 2025 2026 Three Year
Increase
Pickering 3.99% 3.75% 3.49% 11.23%
Whitby1 4.40% 3.99% 3.44% 11.83%
Clarington 4.52% 5.32% 3.00% 12.84%
Oshawa 3.89% 7.87% 3.98% 15.74%
Ajax 7.59% 5.78% 3.90% 17.27%
1 Whitby did not exercise Strong Mayors legislation for their 2024 Budget
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The Durham Lakeshore municipalities listed in Table Two were granted Strong Mayor powers
on July 1, 2023. During the current Strong Mayors legislation period and bench marked against
Durham-Lakeshore municipalities, overall Pickering’s Mayor, with the cooperation of Council,
has delivered the lowest levy increase.
2.0 Relationship to the Pickering Strategic Plan:
The recommendations in this report respond to the Pickering Strategic Plan Priority of:
Corporate Key: Good Governance/Customer Service Excellence.
3.0 Financial Implications:
There are no additional costs associated with the adoption of the recommendations. However,
if the recommendations are approved by Council, this will enhance the transparency and
accountability of City operations from a financial lens for this year and future years.
4.0 Discussion:
The purpose of this report is to seek the authorizations and directions necessary to implement
the 2026 Current and Capital Budgets. Under the Strong Mayors legislation, the budget was
deemed adopted on December 29, 2025.
Explanation of Key Recommendations
4.1 Possible Draw from Building Permit Reserve Fund – Recommendation 2
The 2026 Budget assumes that there will be a positive economic environment (no recession)
for the year. This assumption is an important budget building block due to the City’s reliance
on building permit and planning fees. Chart One provides a financial summary of planning and
building permit fees from 2022 up to 2025 actuals and include the 2026 Budget.
FIN 03-26 March 23, 2026
Page 10
Chart One
Building Permit & Planning Fees
The change from the financial impact of the pandemic is reflected in 2022 and onwards,
however, there was a dip in the 2025 revenue, even though the Building Permit Fees were
increased. The 2025 budget for Building Permit Fees was $5,183,500 and the actuals are
$4,754,000, resulting in a deficit of approximately $429,500.
The 2026 budget for building permit and planning fees is approximately $7.5 million. This
represents 23% of the total departmental revenues. The Building Services cost centre is fully
funded from building permit fees. In other words, there are no taxpayer dollars required to fund
this operation. Any economic slowdown due to negative activity such as the implementation of
tariffs or tariff related events could have an impact on building activity that may result in a
decrease in building permit fees. Any economic slowdown would also impact on future
assessment growth due to the fact that a weaker economy does not translate into consumer
confidence which is usually required when making the largest purchase of an individual’s or
family’s life.
The purpose of the Building Permit Reserve Fund is to provide financial resources if building
activity in a municipality slows down, and these dollars will ensure that there are sufficient
funds to maintain building department services for a time without affecting the municipality's
finances or staffing. Recommendation 2 provides the Treasurer the authority to draw from the
Building Permit Reserve Fund to address any revenue (fees) shortfall and to maintain the 2026
Budget plan.
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4.2 Cancellation of Capital Projects – Recommendation 3
The capital projects listed in Recommendation 3, in many cases have been re-budgeted in
the 2026 Capital Budget or 2027 – 2035 Capital Forecast because the original budget
amount was too low (due to project delays or higher construction costs), or the project was
delayed to other external factors. In other cases, the project was deferred or not required due
to operational changes in the year.
Project Number Description Unspent Budget
Amount
C10110.2301 Electric Vehicle - New $70,000
C10300.2102 1 Ton Truck with Service Body -
Replacement
150,000
C10305.2104 4 Ton Dump Truck Roll Off Body with
Sea-Can, Dump Body, and Chipper
Body Attachments - Replacement
200,000
C10315.2202 Road Asphalt Roller Replacement 50,000
C10315.2413 4 Ton Dump Truck Roll-off Body - New 350,000
C10315.2511 Grader Roller (2) - New 70,000
C10320.2215 Enclosed Trailer Replacement (2) 64,000
C10240.2110 Print Room Exhaust Replacement 40,000
C10220.2503 ESCC Structural Repairs 160,000
C10320.2334 Dunmoore Park - Parking Lot
Reconstruction & Lighting - Design
75,000
C10510.2501 Various Construction Projects Related
to Development (funded from Third
Party Contributions)
200,000
C10525.1902 Dyson Rd. Storm Sewer Outfall Design 198,186
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C10575.1904 B-20c Krosno Creek SWM Facility
Construction
1,315,000
C10575.2501 Installation of Oil Grit Separators -
Frenchman's Bay Watershed
405,600
C10700.1809 FS #2 Renovation - Hopes Cradle 25,000
C10000.2501 Seaton Municipal Land Acquisition 9,157,000
4.3 Approval to Attend International Conferences – Recommendation 4
FIN 030 Finance Control Policy requires Council approval for all out of country conferences
and this policy applies to all City and Library staff.
CinemaCon is a major international event for the film industry, bringing together global
decision‑makers across production, marketing, and distribution. Participating in the conference
benefits the City of Pickering by enabling connections with leaders who influence where film
projects are planned and financed. These relationships support Pickering’s expanding film
sector, anchored by key assets such as the Sunbelt Rentals Film & TV Backlot and Tribro
Studios. Ontario’s screen industry generates $2.6 billion in economic impact and over 34,000
jobs, and attending CinemaCon strengthens Pickering’s competitiveness while creating
opportunities for future economic activity, including tourism and special events.
The table below shows the annual collection of film and permit revenues for actuals from 2022
up to and including the 2026 budget:
FIN 03-26 March 23, 2026
Page 13
Chart Two
Film Permit Revenues
The 4-year average of film permit collections is approximately $311,000 annually. Majority of
these revenues are from the agreement with Sunbelt Rentals of Canada Inc.
4.4 Building Faster Fund – Recommendation 14
The Building Faster Fund (BFF) is a provincially funded program designed to reward
municipalities that enable home construction by meeting provincially assigned housing targets.
The program provides up to $400 million annually to municipalities that achieve at least 80% of
their annual housing targets, with funding allocated based on the percentage of targets
achieved and bonuses of up to 25% for exceeding those targets.
The City exceeded its housing targets in both 2023 (Year 1) and 2024 (Year 2) and received
the maximum available funding allocation of $5.2 million in each year. As of the date of this r
report, the Year 3 allocation has not yet been confirmed by the province.
The 2026 Roads Resurfacing program was basically funded by the Roads & Bridges Reserve
Fund. Recommendation 14a), provides the Treasurer the authority to change the funding
strategy if the City receives BFF funding. In the second quarter of last year, the City received
notification that it was receiving BFF dollars.
The BFF program requires Council to approve the projects being submitted and the province
uses the phrase “Investment Plan” to describe this process. Recommendation 14 b) provides
the Council approval for staff to submit the projects listed below (Investment Plan) to the
province for their consideration.
The following approved 2026 asphalt resurfacing projects be funded from the Building Faster
Fund Reserve Fund:
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4.5 Prioritize Investments in municipal infrastructure that provides a safe environment
for our residents and staff – Recommendation 16
There are always competing interests in the development of the annual municipal budget
where the dollar “asks” exceeds the budget target and/or budget provision. Enhancements,
enrichments and new programs are in competition for scarce budget dollars. As stated above,
to keep the annual levy increase at a moderate level, there needs to be a definitive guiding
principle. Recommendation 16 will assist in the budget development phase and save staff time
by prioritizing infrastructure spending for the safety of our residents and staff.
4.6 CHDRC Loading Dock – Immediate Repairs – Recommendation 17
Immediate loading dock retrofits are required to address degradation of the dock, slip and fall
hazards, and lack of garbage container storage, which lead to potential safety and operational
issues in the near term. Upon staff review, it was concluded that the Rec Complex Loading
Dock project (C10235.2411) requires immediate retrofit whereas, the earlier approved Rec
Complex Arenas - Secure Compound upgrades project (C10235.2401) can be re-budgeted at
a later date. It is recommended that the remaining funds in the amount of $222,600 (Net HST)
from C10235.2401 be transferred to C10225.2411 to complete these immediate repairs.
4.7 City Infrastructure Equipment – Funding Adjustment for Grader Plows –
Recommendation 18
The 2025 Capital Budget included $74,000 for two grader plows and $70,000 for two grader
rollers. Following consultation with City Infrastructure Department staff and discussions with
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other municipalities, it was determined that grader rollers are not required at this time. Report
recommendation 18 therefore seeks Council approval to purchase only the two Grader Plows
(C10315.2510), and to reallocate the Grader Rollers (C10315.2511) budget to cover the cost
overage for the grader plows (v plows). Any remaining funds from Grader Rollers
(C10315.2511) will be returned to the original source. Grader rollers are typically used to
compact materials such as gravel immediately after they are spread or leveled by the grader
blade. In contrast, the grader plows enable snow removal on northern gravel roads in both
directions with a single pass, improving efficiency and reducing route completion times.
4.8 Diana Princess of Wales Park Overage – Recommendation 19
As part of the 2024 Parks Capital Budget, funds were approved for the replacement of the
playground in Diana, Princess of Wales Park. Request for Tender No. T2025-12, for the
Playground Reconstruction and Equipment replacement was approved for award to Gray’s
Landscaping & Snow Removal through Report ENG 19-25 (Resolution #852/25). Due to
receipt of comments from Hydro One (HONI) after the tender was awarded, requiring the
playground to be relocated further away from overhead electrical conductors and off the
existing pathway, additional funding is required to construct accessible pathways to connect
the existing pathway to the new playground location. The additional amount will be funded
from the Casino Reserve in the amount of $20,352 (Net HST).
4.9 Property Tax Portal – Recommendation 20
The City’s property tax system, TXM Tax Manager, is owned and maintained by the City of
Mississauga and supports the billing and collection of property taxes. It is managed by
Mississauga’s dedicated in-house IT TXM team, which provides application development and
support services to Mississauga and all participating municipalities. The City of Pickering pays
annual licensing and maintenance fees to Mississauga for the use and support of TXM.
DesTech Consulting Services is designated by the City of Mississauga as a Vendor of Record
to provide advisory and implementation services for any TXM upgrades or deployments
undertaken by licenced municipalities.
Recommendation 20 seeks Council’s approval to accept DesTech Consulting Services Inc.
(DesTech) quotation to implement the City’s property tax portal and provide ongoing annual
licence, support and managed services based on a three-year commitment.
The FrontDoor™ Property Tax Portal will provide residents with secure, 24/7 self-service
access to their property tax information, reducing in person and call centre demand while
improving service delivery. The portal will allow property owners to view current tax balances,
taxes in arrears, future installment amounts and due dates, current and prior year tax levies,
Current Value Assessment (CVA), account status, and detailed transaction history including
payments, penalties, and interest. Additional benefits include support for e-billing adoption,
Accessibility for Ontarians with Disabilities Act (AODA) compliant design, strong security
controls (including MFA and encryption), and administrative tools that allow staff to manage
content, communications, and audit activity without ongoing IT involvement.
FIN 03-26 March 23, 2026
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The total value of the work to be awarded to DesTech is comprised of a one-time
implementation fee and ongoing annual license, support, and managed services fees, based
on a three (3) year contractual commitment, as set out in the vendor’s quotation.
• One time implementation cost: $65,000 (before HST);
• Annual license and support: $30,000 per year (before HST) (based on 40,000
residential tax accounts); and,
• Annual managed services: $30,000 per year (before HST).
The total annual operating cost for the FrontDoor™ Property Tax Portal will be $60,000.
(before HST), resulting in a three-year operating cost of $180,000 (before HST). When
combined with the one-time implementation cost of $65,000 (before HST), the total contract
value to be awarded to DesTech over the three-year term is $245,000 (before HST).
Annual cloud infrastructure costs, estimated at approximately $30,000 per year (before HST),
are not included in the DesTech quotation and are billed separately by the cloud service
provider.
4.10 CHDRC Family Room HVAC Overage – Recommendation 22
The 2023 Capital Budget included funding for CHDRC Family Change Room Renovation
design (C10225.2301). This capital account was flagged for closure at the end of 2025, as the
family room design will be included in the broader CHDRC Pool Renovation design coming up
in the next few years. RFQQ2026-10 was issued specifically for the replacement of the
CHDRC existing rooftop HVAC system (C10230.2301) serving the family change room, which
is at the end of its serviceable life. It is recommended that funding in the amount of $44,736
(Net HST) be reallocated from the design project to address the HVAC cost overage and
enable the replacement of this critical equipment, rather than risking costly repairs in the
future.
4.11 SAP RISE Integration - Recommendation 23
The City is currently in the process of migrating its Enterprise Resource Planning (ERP)
system from SAP S/4HANA version to SAP RISE. The original project scope anticipated an
upgrade to SAP version 2023; however, SAP has since released version 2025. Aligning the
migration with this updated version presents a timely opportunity for the City to adopt the most
current and fully supported release of the SAP ERP platform.
The extended project timeline will provide sufficient time to complete key activities, including
data transformation, system integration testing, and user acceptance testing. The migration to
version 2025 introduces a significantly enhanced interface and user experience, representing a
substantial change for City employees. Allowing adequate time for testing and validation will
help ensure system stability, maintain data integrity, and support organizational readiness
ahead of the system’s go-live.
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Transitioning directly to SAP ERP version 2025 provides both immediate and long-term
strategic benefits to the City. SAP typically provides seven years of maintenance and support
for each major ERP release. Upgrading to version 2025, rather than version 2023, extends the
useful life of the City’s ERP system by approximately two years, helping defer future upgrade
costs and reduce operational disruption. This approach also ensures the City’s core financial
and business systems remain on a stable, fully supported platform capable of meeting evolving
functional, regulatory, and security requirements.
4.12 Third Concession Road Reconstruction - Recommendation 24
Due to public safety concerns and potential risk and liability associated with current road
conditions, it is recommended that staff proceed with an interim pavement rehabilitation on
Third Concession Road, from Altona Road to the west leg of Rosebank Road.
Previously approved capital funding included the design and construction of a culvert
replacement in 2025, followed by a full-depth reconstruction and road widening in 2026.
However, ongoing design development, utility relocations, and conservation authority
permitting have delayed the project, and construction is not anticipated to commence until
2027 at the earliest.
The existing capital budget includes a 75/25 Development Charge (DC) funding split, which is
not eligible for DC funding with an interim rehabilitation approach. The interim pavement
rehabilitation is estimated to cost approximately $525,000 and is recommended to be funded
from the Roads & Bridges Reserve Fund. Based on geotechnical recommendations, the
proposed interim works are expected to extend the service life of the roadway by
approximately 5 to 8 years.
4.13 Whitevale Road MDP - Recommendation 25
Originally approved for construction in 2021, with additional funds budgeted in 2024 and 2026,
the Whitevale Master Drainage Plan Implementation project includes the following scope:
East Section: Whitevale Road from east bridge approach to Golf Club Road, North Road from
Whitevale Road to 160m north
• Installation of oversized storm sewers sized for the 100-year storm to mitigate flood risk,
full depth road reconstruction, sidewalk improvements and restoration.
West Section: Whitevale Road from west bridge approach to Altona Road
• Asphalt resurfacing, minor ditch improvements and restoration
Due to extensive public consultations, multiple design iterations, utility relocations and
conservation authority permitting, the project was delayed. Utility pole relocations have also
introduced a requirement for streetlighting relocations onto the new pole line. This was not
anticipated in the original scope.
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Upon further review of the subsurface soil conditions and existing storm sewers west of the
bridge, it was identified that the road structure and existing aged storm sewer would not
appropriately support a minor resurfacing long term. This would result in risk associated with
premature road and storm sewer failure and wasted investments. In order to minimize impacts
to the public and responsibly invest public funds, it is recommended to proceed with a full
depth reconstruction of the west section as well. Due to timelines associated with design work,
it is recommended (Recommendation 23a) that the project be split into two phases, Phase 1
work will commence in 2026. Staff will seek pre-budget approval in December to support
design efforts required for full depth reconstruction and storm sewer replacement for Phase 2.
The construction budget for Phase 2 will also be re-budgeted in 2027 with the contract award
and construction expected to commence in Q3 of 2027.
4.14 Explanation of Key Issues
Development Charges Update
Recent amendments to the Development Charges Act have materially altered the timing of
residential Development Charge (DC) collections. Residential DCs are now deferred from the
building permit stage to first occupancy. While this change does not eliminate the City’s ability
to collect DCs, it materially shifts the timing of revenue collection.
Based on historical averages of approximately $16 - 17M per year in DC collections and an
estimated permit-to-occupancy lag of approximately 1-3 years depending on built form, the
transition creates a multi-year timing exposure. While this does not reduce the City’s ultimate
entitlement to DC revenues, it increases reliance on interim financing mechanisms such as
reserve draws, short-term debt financing, or other internal funding strategies to bridge the
revenue cycle during the transition period.
In addition to timing impacts, other legislative changes like the statutory Benefit to Existing
(BTE) deductions continue to limit the portion of capital costs eligible for recovery through DCs.
While the long-term percentage of recoverable costs remains subject to future provincial
direction, there is a clear trend toward greater reliance on complementary funding tools,
including senior government Grants, strategic debt financing, and disciplined reserve
management.
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Please see Table Four below for the City’s DC debt payment obligation for 2025 and 2026:
Table Four
2025 & 2026 DC Debt Obligations
The 2025 excess of collections over debt obligations of $10,434,522 will be allocated to fund
2026 growth related capital projects.
The recent implementation of provincial residential DC deferral provisions—requiring
Development Charges to be collected at Occupancy rather than at Building Permit issuance—
combined with prevailing market conditions, is expected to result in a significant reduction in
the City’s 2026 DC revenues. Based on current trends observed by staff, there is an estimated
lag of approximately 11 months in DC collections. Accordingly, the table above reflects only
one month of DC revenue being collected.
If DC revenues are insufficient to meet scheduled debt servicing requirements each year,
these obligations would need to be supported through alternative funding sources.
4.15 Roads Winter Control Financial Summary
It’s no secret that this winter snowfall accumulation reflects the movie title “Back to the Future,”
with this season’s snowfall following what was a more typical “1970’s” snow season. During
the 2025 winter seasons, Pickering experienced approximately 20% more accumulation
compared to the previous 5-year average and almost 40% more winter weather events
requiring staff response. This heavier snowfall as it relates to calendar year 2025, has
FIN 03-26 March 23, 2026
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translated into an over expenditure. The two key financial accounts related to winter control is
presented below.
The Winter Control Maintenance account captures the following costs: sand, salt, brine and
snow removal. It should be noted that some overtime included here is a result of heavier staff
presence required for security purposes during public events such as additional road closures
and vehicle mitigation. The majority of the invoices related to 2025 have been received and
processed by finance staff and therefore, there should only be a minor difference when the
City’s books are officially “closed.” Finance staff did add an additional $100,000 to the 2026
winter control budget that represents an increase of 12.72%.
With the City moving to an early budget adoption model, (November 30), and taking into
consideration that the cut-off for budget changes is mid- November, you lose the ability to
adjust the budget plan to reflect unanticipated trends. In the previous years, with the budget
being passed either in February or March, City staff would have been able to “fine tune” the
budget to capture preliminary cost pressures. Council should be aware that based on 2026
current snow activity, the City will probably be over budget in 2026.
FIN 03-26 March 23, 2026
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4.16 Casino Revenues Update
Since 2021, the City has been receiving casino revenue from the Ontario Lottery and Gaming
Corporation. Chart Three below outlines the City’s casino revenue history, including the most
recent payment for the final quarter of 2025, as well as the corresponding payout to the Region
of Durham for their share of these revenues.
Chart Three
Casino Revenue History
The total casino revenues for 2024 were $17,451,454 and for 2025, it is $16,432,929 – a
decrease of $1,021,525, or approximately 6%. There has been a downward trend for casino
revenues since it peaked in 2023.
During the current Council term, a motion was approved to share casino revenues with the
Region of Durham. From 2023 to 2025, the Region has received a total of $11,172,396 from
casino revenues collected by the City. The revenue‑ sharing agreement between the City and
the Region expires on December 31, 2026, and does not include an automatic renewal
provision.
4.17 2027 Current & Capital Budget & 9 Year Forecast
For the last three Pickering budgets, the Strong Mayor Powers were used to develop and
adopt the annual City budget. Subsection 290(1.1) of the Municipal Act, basically states that in
FIN 03-26 March 23, 2026
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a year, immediately following a municipal election, the budget may only be adopted in the year
which the budget applies. In other words, the 2027 Pickering budget can only be adopted in
2027.
The preliminary staff recommended work plan is to present the Pickering 2027 budget, under
Strong Mayor Powers. This means, that it is staff’s intent to present the 2027 Current and
Capital Budget on January 29, 2027 that in-turn would meet the legislative requirements.
Under this work plan, the following activities would be required:
• The Draft 2027 User fees will be posted on the City’s Website on November 2, 2026 for
four weeks. It is staff’s intent to bring the 2027 User Fee report for Council
consideration and possible adoption at the December 14th, Council meeting. The 2027
User Fee workplan requires Council to consider and adopt recommendation 26, that
adds an additional meeting in December. The current Council meeting plan has only
one meeting scheduled for December.
• The Community Grant application process would start on November 3rd and would be
closed on November 30th. Staff would promote the grant process in a similar fashion as
in previous years. In addition, the successful 2026 grant applicants would also receive
an email blast reminding them of the application deadline date.
• The Draft 2027 Capital Budget and corresponding forecast would be posted on City’s
website on November 30th for approximately four weeks seeking Pickering residents
comments and ideas. To meet this timeline, it is staff’s intent to the meet with the new
Council after the November 16th “Inaugural Council meeting” to present the 2027 Capital
Budget & Forecast and to solicit ideas and comments regarding the draft capital budget
plan. Council’s ideas and comments would then be woven into the draft capital budget
document.
Recommendation 27 sets out vital parameters for managing the current and capital budgets,
as well as the associated capital forecasts, for the upcoming Council term. The central
principle is the implementation of a “hard cap” on debt capacity usage. This measure is
designed to act as a financial safety net, similar to a life jacket, ensuring that the City’s total
annual debt charges remain within manageable limits and avoiding overextension of financial
commitments. Recent international events underscore the reality that uncertainty is the only
constant in today’s economic climate. The City must take account of rising fuel prices and the
potential for increased general inflation. These factors may lead to future hikes in interest
rates, posing negative impacts that need to be accommodated in the 2026 budget plan and
possible future years. Although the City’s financial position is currently strong, as detailed in
Report FIN 01-26, it is essential to remain cautious and prudent. To successfully navigate
unpredictable economic conditions, the City must approach financial management with the
same care and diligence as the local Pickering taxpayers.
4.18 Asset Management Ont. Reg. 588/17
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Ontario Regulation 588/17 establishes a deadline on or before July 1, 2027, for municipalities
to have an approved asset management plan for all municipal infrastructure assets. This
includes identifying proposed levels of service, outlining the activities needed to meet these
levels of service, and developing a strategy to fund these activities. There is a City-wide
management team already working on this project to meet the reporting deadline. One of the
requirements under this regulation is to have a 10-year capital forecast which the City has
already completed as part of the 2025 Capital Budget exercise.
4.19 Debt Status
Table Five below provides a snapshot of the City’s current outstanding debt picture.
Table Five
Pickering Debt Picture
By Major Funding Source
Line A represents the total outstanding debt that the City owes as of December 31, 2025. This
includes the Dorsay Community & Heritage Centre (DCHC) ($24.9M) project that was funded
by property taxes and DC debt. Line D represents total outstanding debt obligations based on
Line A plus includes all of the previously approved debt financed capital projects but not yet
started, such as the new Animal Shelter. The increase from Line A to Line D is 64.90% over
one year.
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4.20 Asphalt Resurfacing Budget Term Expenditure Comparison
Chart Four provides a comparison of budget funding for asphalt resurfacing for the current and
two previous terms.
Chart Four
Asphalt Resurfacing Budget Term Expenditure Comparison
During the current term, “Council” has slightly doubled (101.51%) the budget funding for roads
resurfacing program compared to the previous term. The province’s Building Faster Fund
(BFF) has contributed by providing additional funding muscle for this program. However, staff
efforts should be recognized in delivering the benefits and or results from the additional
funding during the current term.
Attachment:
1. By-law to Amend B-law 6191/03 to Confirm General Municipal Fees
Prepared By: Jason Bekramchand, Senior Budget and Financial Analyst
Approved/Endorsed By: James Halsall, Division Head, Finance
Approved/Endorsed By: Stan Karwowski, Director, Finance & Treasurer
FIN 03-26 March 23, 2026
Page 25
SK:jb
Recommended for the consideration of Pickering City Council By:
Marisa Carpino, M.A.
Chief Administrative Officer
The Corporation of the City of Pickering
By-law No. [Click here and insert By-law #]/26
Being a by-law to amend By-law 6191/03 to confirm
General Municipal Fees
Whereas the Council of The Corporation of the City of Pickering enacted by By-law
6191/03, as amended, on October 14, 2003 to confirm general municipal fees.
Whereas Schedule “I” to By-law 6191/03 was updated and replaced under By-law,
6338/04, By-law 6519/05, By-law 6652/06, By-law 6677/06, By-law 6748/07, By-law
6819/07, By-law 6857/08, By-law 6951/09, By-law 7032/10, By-law 7119/11, By-law
7194/12, By-law 7268/13, By-law 7339/14, By-law 7411/15, By-law 7478/16, By-law
7542/17, By-law 7605/18, By-law 7679/19, By-law 7740/20, By-law 7823/21, By-law
7890/21, By-law 7918/22, By-law 7983/23, By-law 8005/23, By-law 8008/23, By-law
8017/23, By-law 8022/23, By-law 8065/23, By-law 7982/23, By-law 8074/24, By-law
8119/24, By-law 8140/24; By-law 8148/24, By-law 8157/25, By-law 8158/25, By-law
8191/25, By-law 8212/25, and By-law 8214/25.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That Schedule “I” to By-law 6191/03, as amended, is hereby revised to
replace the user fees for Arena Admissions – Public Skating in the
Community Services User Fees for the “Family Pass”, “Single Admission –
Senior” and “Ten Pass – Senior”, as set out in Schedule “A” attached
hereto.
By-law passed this [Click here and type Day] day of [Click here and type Month], 2026.
__________________________
Kevin Ashe, Mayor
__________________________
Susan Cassel, City Clerk
Attachment 1 to Report FIN 03-26
By-law No. "[Click here and type By-law #]" Page 2
Schedule “A” to By-law XXXX/26
Community Services
User Fee or Charge 2025 Fee
(Excluding
HST)
2026 Fee
(Excluding
HST)
HST
Arena Admissions
Public Skating
Family Pass $13.27 $13.67 Y
Single Admission – Senior New $2.28 Y
Ten Pass - Senior New $18.23 Y