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Home My WebLink AboutJanuary 27, 2025 - Revised Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Please be advised that in accordance with Section 09.04 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. A recording of the meeting will also be available on the City’s website following the meeting. 5:00 pm In Camera Council Page 1. Call to Order/Roll Call 2. Moment of Reflection Mayor Ashe will call for a silent moment of reflection. 3. Indigenous Land Acknowledgment Statement Mayor Ashe will read the Indigenous Land Acknowledgment Statement. 4. Disclosure of Interest 5. Adoption of Minutes Council Minutes, December 16, 2024 1 (Confidential In Camera Council Minutes, December 16, 2024, provided under separate cover) Special Council – Education & Training Minutes, January 10, 2025 13 (Confidential In Camera Special Council – Education & Training Minutes, January 10, 2025, provided under separate cover) Executive Committee Minutes, January 13, 2025 15 6. Presentations 7. Delegations Members of the public looking to provide a verbal delegation to Members of Council may do so through a virtual connection into the meeting. For more information, and to register as a delegate, visit pickering.ca/meetings, and complete the online delegation form or email clerks@pickering.ca. Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca The list of delegates who have registered to speak will be called upon one by one by the Chair in the order in which they have registered. Delegates are allotted a maximum of 5 minutes to make their delegation. Please be advised that your name will appear in the public record and will be posted on the City’s website as part of the meeting minutes. 7.1 James Meloche, CEO, Community Care Durham Melissa Rudan, Director, Capital Development, Community Care Durham Re: Program of All-inclusive Care for the Elderly (PACE) 7.2 Mike Palachik, President, Pickering Professional Firefighters Association Re: Report FIR 01-25 Community Risk Assessment and Fire Master Plan 8. Report EC 01-25 of the Executive Committee held on January 13, 2025 Refer to Executive Committee Agenda pages: 8.1 Fire Chief, Report FIR 01-25 1 Community Risk Assessment and Fire Master Plan Recommendation: 1. That Report FIR 01-25 regarding the Community Risk Assessment and Fire Master Plan be received; 2. That the Community Risk Assessment and Fire Master Plan, as set out in Attachment 1 and Attachment 2, be endorsed; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 8.2 Chief Administrative Officer, Report CAO 01-25 398 Corporate Strategic Plan - 2024 Annual Progress Report Recommendation: That Report CAO 01-25, regarding Corporate Strategic Plan Annual Progress Report, be received for information. Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 8.3 Economic Development & Strategic Projects, Report ECD 01-25 448 Municipal Accommodation Tax and the Establishment of a Municipal Services Corporation - Implementation and Establishing Municipal Accommodation Tax and Destination Pickering Recommendation: 1. That the City of Pickering implement a Municipal Accommodation Tax (MAT) by-law in the form included in this Report as Attachment 1, subject to minor changes acceptable to the Director, Corporate Services & City Solicitor, Director, Finance & Treasurer and Director, Economic Development & Strategic Projects, establishing a MAT rate of 4%, effective March 1st, 2025; 2. That staff be directed to formalize an agreement, and the Director, Finance & Treasurer or designate be authorized to execute an agreement between the City of Pickering and the Ontario Restaurant Hotel & Motel Association (ORHMA) to collect the MAT (revenue) from City of Pickering accommodation providers in a form satisfactory to the Director, Corporate Services & City Solicitor and Director, Economic Development & Strategic Projects; 3. That staff be authorized to act on the request for consent from the Regional Municipality of Durham to incorporate a Tourism Municipal Services Corporation (MSC), named Destination Pickering, if available and that the Director, Finance & Treasurer be authorized to execute any supporting documents confirming consent; 4. That the following persons be appointed to the interim Board of Directors of Destination Pickering: two Members of Council, appointed by the Mayor; and three City staff members as follows: Director, Economic Development & Strategic Projects, Director, Finance & Treasurer, and Director, Community Services; 5. That staff bring forward in the third quarter of 2025, three tourism industry stakeholders from a range of sectors, including, but not limited to: accommodations, meetings and conferences, attractions and retail, festivals and events, sports tourism, food and beverage Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca to be appointed to the Destination Pickering Board of Directors, in addition to one Member of Council, as appointed by the Mayor, and three City staff members; 6. That the Director, Economic Development & Strategic Projects, Director, Community Services, and Director, Finance & Treasurer be authorized to negotiate a service level agreement with the MSC on behalf of the City, to affirm the types of programs and services the MSC will provide on behalf of the City, in a form satisfactory to the Director, Corporate Services & City Solicitor; and that the Mayor and City Clerk be authorized to execute same; 7. That staff report back to Council in the third quarter of 2025 on the progress of the MAT, including a review of its budget and any additional strategies; and, 8. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 8.4 Director, Engineering Services, Report ENG 01-25 478 Krosno Creek Stormwater Management Facility K-16 - Feasibility Analysis and Detailed Design - Request for Proposal No. RFP2024-13 Recommendation: 1. That the proposal submitted by Aquafor Beech Limited, in response to Request for Proposal No. RFP2024-13 for the Feasibility Analysis and Detailed Design for Krosno Creek Stormwater Management (SWM) Facility-K16, in the amount of $150,813.40 (net HST) or $167,471.65 (HST included) be accepted; 2. That the total gross project cost of $209,368.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $188,542.00 (net HST) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $188,542.00 as follows: Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca a) The sum of $65,500.00 to be funded by a transfer from the from Development Charges – City’s Share Reserve as approved in the 2024 Capital Budget be increased to $98,090.00; b) The sum of $60,400.00 to be funded by a transfer from the from Development Charges – Stormwater Management Reserve Fund as approved in the 2024 Capital Budget be increased to $90,452.00; 4. That the Director, Engineering Services be authorized to enter into and execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No. RFP2024-13; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 8.5 Director, Engineering Services, Report ENG 02-25 483 Proposed Parking Restrictions - Pickering Parkway Recommendation: 1. That the attached draft by-law be enacted to amend Schedule “2” to By-law 6604/05 to provide for the regulation of parking restrictions on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of timed parking restrictions near the Community Food Bank at 1537 Pickering Parkway; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 8.6 Director, Engineering Services, Report ENG 03-25 489 Municipal Bridge Maximum Gross Vehicle Weight Restrictions - By-law to establish load limits for certain bridges under the jurisdiction of the City of Pickering Recommendation: 1. That the attached draft By-law limiting the gross vehicle weight of any vehicle or any class thereof, passing over certain bridges, Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca under the jurisdiction of The Corporation of the City of Pickering be enacted; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 8.7 Fire Chief, Report FIR 02-25 507 Agreement to Provide Medical Oversight Services - Lakeridge Health Central East Prehospital Care Program (CEPCP) Recommendation: 1. That Report FIR 02-25, regarding the Agreement to provide Medical Oversight Services between The Corporation of the City of Pickering and Lakeridge Health, be received; 2. That the Mayor and City Clerk be authorized to execute the Agreement with Lakeridge Health to provide Medical Oversight Services to the City of Pickering, as set out in Attachment 1 of this report, subject to such revisions as may be required by the Fire Chief and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to implement the recommendations in this report. 8.8 Director, City Development & CBO, Report PLN 01-25 534 Sign By-law Review Recommendation: 1. That Report PLN 01-25, which provides additional information regarding Council Resolution #587/24, be received; 2. That the revised Sign By-law as set out in Appendix I to Report PLN 01-25 be enacted; and, 3. That Council approve an amendment to the General Municipal Fees & Charges By-law 6191/03, as amended, as set out in Appendix II, to implement fees related to the new Sign By-law. Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 9. New and Unfinished Business 9.1 Director, Finance & Treasurer, Report FIN 01-25 25 2025 Interim Levy and Interim Tax Instalment Due Dates Recommendation: 1. That an interim property tax levy be adopted for all realty property classes for 2025; 2. That the interim property tax levy instalment due dates be February 25 and April 25, 2025; 3. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.2 Director, Corporate Services & City Solicitor, Report LEG 01-25 32 Expropriation of lands required for the construction of a new Fire Station at 1521 Bayly Street, Pickering Recommendation: 1. That City Council, as approving authority under the Expropriations Act (the “Act”), hereby approves the expropriation of lands (the “Property”) municipally known as 1521 Bayly Street, Pickering and legally described as PCL BF 3-20-17, SEC Pickering, PT LT 20, Range 3, Broken Front Concession in the Town of Pickering, in the Regional Municipality of Durham, PT 2, 40R8748; Together with an Easement over Part Lot 20 Range 3 Broken Front Concession Part 3 Plan 40R8748 as in LT338352; City of Pickering, deposited in the Land Registry Office on January 18, 2022, and further grants a Certificate of Approval in respect thereof; 2. That the Expropriation By-law (Attachment 1) for the Property be enacted; Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 3. That the total cost of the expropriation as determined by the Act and as detailed in the Confidential Memo to Council dated January 27, 2025 be approved, and that the Director Finance & Treasurer be authorized to fund such costs by a transfer from the Casino Reserve; 4. That City Council, as approving authority under the Act, hereby authorizes all steps necessary to obtain title to the Property in accordance with the Act, including, but not limited to, the preparation, registration and service of plans and forms; 5. That the Mayor and City Clerk are hereby granted the authority to sign any forms or plans as may be required under the Act to give effect to Recommendation 3; and, 6. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 9.3 Director, City Development & CBO, Report PLN 02-25 42 City of Pickering Annual Housing Monitoring Report Recommendation: That Report PLN 02-25, regarding the City of Pickering Annual Housing Monitoring Report, be received for information. 9.4 Director, Finance & Treasurer, Report FIN 02-25 66 2025 Financial Housekeeping Report Recommendation: 1. That Council approve an increase to the 2025 Low Income Seniors & Persons with Disabilities Tax Grant amount, from $560 to $600 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 2025 balanced budget plan; Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 3. That Council approve the cancellation of the following previously approved Capital projects: Project Number Description Unspent Budget Amount C10700.2018 Seaton North FS - Land $1,400,000 C10700.2305 Seaton Fire Station B Land Purchase $1,350,000 C10700.2401 FS #5 Replacement $4,600,000 C10225.2402 New Pilates Reformer Machines $23,000 C10240.2306 Server Room FM200 System Replacement $77,000 C10300.2302 EV Charging Stations - Operations Centre $77,000 C10305.2407 1 Ton Dump Truck with Aluminum Body and Crane $175,000 C10305.2408 Utility Truck $150,000 C10315.2413 4 Ton Dump Truck Roll-off Body $350,000 C10600.1903 Purchase of Land - Pickering Innovation Corridor $9,000,000 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 Manager, ERP & Financial Systems or designate to attend the 2025 annual SAP Sapphire Conference in Orlando, Florida, and that the total conference costs not to exceed $4,150 (CAD); b) International travel by the Director, Economic Development & Strategic Projects or designate to attend the 2025 annual conference for International Economic Development Council in Detroit, Michigan and that the total conference costs not to exceed $5,000 (CAD); Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca c) International travel by the Director, Economic Development & Strategic Projects or designate to attend the 2025 conference for American Public Transportation Association Conference & Expo in Chicago, Illinois and that the total conference costs not to exceed $5,000 (CAD); 5. That the following capital projects have their financing sources changed from Debt financing to City’s Reserves/Reserve Funds, to help preserve the ARL room for future capital projects: a) C10700.2307 (Fire Pumper Rescue Replacement, total cost of $2,009,372) – originally approved for $9,372 in property tax funding and $2,000,000 in debt financing (FIR 01-24) – being changed to the Rate Stabilization Reserve for debt financing; b) C10570.1701 (Westney Road - Full Road Reconstruction, total cost of $1,800,000) – originally approved as $300,000 in debt financing (2017 Capital Budget) and $1,500,000 from the Road & Bridges Reserve Fund, - full amount $1,800,000 to be funded from Road & Bridges Reserve Fund; 6. That the Purchasing Policy (PUR 010) be revised to change the dollar threshold amount that requires Council approval from $25,000 to $100,000 for Public Art Project purchases or Public Art projects, and that Community Services staff report back to Council in the first Quarter of 2027 evaluating these changes; 7. That the Director, Finance & Treasurer be authorized, at his discretion, to undertake the following actions: a) Any 2025 surplus Current Operating funds at year-end in excess of approximately $125,000 be allocated in the following ratio: 30 percent to the Rate Stabilization Reserve (8007); 30 percent to the Facilities Reserve (8026); and 40 percent to the City Share DC Projects Reserve (8008); Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 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 Reserve for Sustainable Initiatives; f) Transfer 50 percent of revenues collected from Municipal Accommodation Tax (MAT) after collection and administrative expenses (subject to Council’s approval of the tax) to the MAT Reserve (8042); g) An amount up to $665,716 from the Casino Reserve to fund the net cost of the Major Capital Facilities Cost Centre (10330); h) Where the 2025 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); i) Where the 2025 actual investment income (10600.406000) exceeds the budget amount of $1,800,000, the excess funds will be transferred to the Balloon Payment Reserve (8039), to minimize future debt costs; j) Where the 2025 actual winter control costs exceed the budget, the deficit will be funded by a transfer from the Winter Control Reserve; k) Where the actual 2025 Property Tax Write-offs (account 11100.503000) exceed the budget provision due to Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 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); l) Where the actual 2025 Payment-in-Lieu Education Share revenues are less than the budget estimates, the deficit will be funded by a transfer from the Rate Stabilization Reserve (8007); 8. 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 2025 Current Budget, 2025 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 2025 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 2025 final tax rates to address any revenue shortfall arising as a result of a provincial tax policy change; Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 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; h) Adjust the per kilometer travel expense reimbursement rate (last increased in 2024) with an effective date of March 1, 2025, from 0.70 cents per kilometre to 0.72 cents per kilometre for the first 5,000 kilometres and from 0.64 cents per kilometre to 0.66 cents per kilometre for travel beyond 5,000 kilometres; 9. a) 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 or CBC related matters; b) That Council approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to Watson & Associates Economists Ltd., for the Development Application Approval Process (DAAP) study in the amount of $101,540 (net HST); 10. a) 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; b) That Council approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to PSD Citywide Inc. for the completion of the Asset Management Plan (AMP) to be completed in 2025 in an amount not to exceed $98,000 (net HST); Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 11. That Council approve the continuing engagement of the following firms: Nixon Poole Lackie LLP, Municipal Tax Equity (MTE) Consultants Inc. and MTE Paralegal Professional Corp 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; 12. That Council approve the following grants, which are exceptions to the Community Grant policy, and that these grants be funded from the General Government Grants to Organizations accounts 50305, 503050 and the Grants Contingency account: a) A grant to the Pickering Lawn Bowling Club, in the amount of $3,000, to purchase five sets of smaller bowls that weigh less for seniors to handle; b) A grant to Pickering Pentecostal Church, in the amount of $20,000, to be used for youth leadership programming, including retreats and camps throughout the spring and summer and seminars for both youth and their guardians concerning mental health, parental support and career planning; c) A grant to the Rotary Club of Pickering, in the amount of $10,000, to be used towards hosting the Pickering 2025 Ribfest; d) A grant to the Redeemed Christian Church of God – Fountainhead Chapel, in the amount of $4,500, to be used towards the purchase two classroom projectors, two projector screens, digital media and website maintenance, honorarium for five trainers and program software, supplies and accessories; e) A grant to the Canada SCORES Toronto, in the amount of $3,000, to be used to enhance the free after school program offered to the children of the Bayview Heights area, including the purchase of equipment, uniforms and a healthy snack program; f) A grant to the Pickering Islamic Centre, in the amount of $5,000, to be used towards hosting an annual event called Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca “The Carnival”, including food stalls, retail stalls, gaming area for kids, live video game, small animal shows, etc.; g) A grant to Dedicated Advocacy and Resources Servies (DARS), in the amount of $50,000, to be used for food ($6,000), a storage unit ($3,300), kitchen appliances ($6,000), clients transportation ($2,000), footcare ($3,000), temporary housing ($4,000), living rough supplies ($5,000), first aid supplies ($1,000) and DARS farmhouse roof ($19,700); h) A grant to Ontario Shores Foundation for Mental Health, in the amount of $25,000, to go towards raising funds for the renovation of live-in units for patients and their families and for technology upgrades including online educational courses for reinforcing skills at home and having interactive multimedia technology in psychiatric units to engage patients therapeutically; i) A grant to Durham Alliance Association Social Club, in the amount of $2,000 to be used towards the costs of hosting events and/or workshops held in Pickering, including facility rental, guest speaker fees and printing or communication costs related to the materials for Pickering workshop(s), with proof of third-party receipts to reimburse actual costs; j) A grant to the Royal Canadian Legion Branch #606 in the amount of $9,000 to be used to renovate the men’s washroom in the Banquet Hall to make it more accessible; k) A grant to the Royal Canadian Legion Branch #606 – Ladies Auxiliary in the amount of $9,000 to be used to renovate the ladies washroom in the Banquet Hall to make it more accessible; l) A grant to the Pickering Palestinian Association in the amount of $4,500 to be used towards the cost of hosting the following events: City of Pickering Cultural Fusion, Hoops with PPA, and a summer outdoor event partnering with autism groups in Durham Region, including the cost for Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca renting tents, AV equipment, tables and chairs, entertainment and trophies; 13. That FIN 040 Community Grant Policy be amended by adding the following additional provisions and the change to the policy be effective for the 2026 Community Grants program; a) That the grant application deadline date for the 2026 Community Grant Program be September 26, 2025, to give community groups sufficient time to complete their applications; b) That, for the 2026 budget and future years, that the provision of meals not be an eligible expense to be funded under the Community Grant Program and City programs; c) That the exclusion of organizations (from the City’s grant program) that receive bingo revenues not apply to those agencies that provide counselling or mental health services. 14. That Council waive the Purchasing Policy retroactively to January 1, 2024 where the estimated vehicle repair cost is below $30,000 (HST excluded) for all fleet vehicles and off road vehicle equipment in 2025, however, a purchase order is still required; 15. That Council authorize the Director, Finance & Treasurer to fund the Bill 23 Development Charge revenue loss for 2024 in the amount of $3,258,746 from the Casino Reserve to the various Obligatory Development Charges Reserve Fund category accounts, as provided for in the 2024 and 2025 Budget: a) The amount of $964,194 due to the Bill 23 fee reduction incurred in 2024; b) The amount of $2,294,552 due to the Bill 23 exemption for Non-Profit Corporations as provided under section 4.2(2) of the Development Charges Act (1997); 16. That Council approve the Building Faster Fund (BFF) Investment Plan for 2025 that is included in the 2025 Capital Budget in the amount of $4,925,000, and that, if the City is not successful in obtaining BFF funding (earned in 2024 and anticipated to be Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca received in 2025), that the funding shortfall be adjusted at the discretion of the Director, Finance & Treasurer; 17. That Council approve the following change to the Financial Control Policy (FIN 030): That construction related Purchases change orders require the following approvals based on dollar limits and that the Chief Administrative Officer is authorized to act on behalf of Council during any recess, break or absence of Council: a) Up to $99,999 – approval by Department (Director/Manager); b) $100,000 to $249,999 – approval by the CAO and Director, Finance & Treasurer; c) $250,000 and above – Council approval is required; 18. That Council approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to TYLin International Canada Inc. to undertake the Foundation Drainage Discharge Policy in the amount, not to exceed $150,000 (net HST), as approved in the 2025 Current Budget; 19. That Council approve the change of funding source for capital projects C10575.2503 (Sideline 16 South of Fifth Concession) in the amount of $75,000 and C10575.2504 (Sideline 16 North of Fifth Concession) in the amount of $85,000 from the Development Charges Transportation Reserve Fund to the Roads & Bridges Reserve Fund; 20. That Council approve an amendment to the General Municipal fees and Charges By-law 6191/03 as set out in Attachment 1 to Report FIN 02-25 8156/25 to reflect the following changes: User Fee Change 2025 Approved Fee (excluding HST) 2025 Amended Fee (excluding HST) Other Fees Peer Reviews Increase admin. fee from 10% to 15% Full recovery of City costs + 10% admin. fee Full recovery of City costs + 15% admin. fee Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Zoning By-laws Council adopted Consolidated Zoning By-law-Text Delete fee $50 N/A Council adopted Consolidated Zoning By-law-Full set of Schedules Delete fee $100 N/A 8149/24 – Set. 4 Volumes New fee N/A $1,330 8149/24 – Set. Volume 1 New fee N/A $150 8149/24 – Set. Volume 2 Schedules New fee N/A $100 8149/24 – Set. Volume 3 Exceptions New fee N/A $600 8149/24 – Set. Volume 4, Exceptions New fee N/A $500 21. That the City’s share of the Municipal Accommodation Tax be used to replace Rate Stabilization Reserve funding for tourism-related events for the 2026 Current Budget; 22. That Council approve an increase to the Capital Budget for C10315.2112 (1 Ton Truck with Utility Body Replacement) approved in the 2021 Capital Budget and funded from the Vehicle Replacement Reserve from $130,000 to $200,000; 23. That Council approve the Capital Budget for C10572.2511 (Community Improvement Initiative) in the 2025 Capital Budget, and funded from the Casino Reserve in the amount of $300,000 for Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca the construction of outdoor fitness equipment ($100,000 for each ward); 24. That Council approve the amended funding agreement between the Northeast Pickering Landowners Group Inc. and the City of Pickering for the salary and related costs of a Senior Project Manager (contract) dedicated to managing the preparation of the overall community plan for the Northeast Pickering Area, generally as set out in Attachment 2; 25. That Council endorse the principle that when City policies are at cross purposes as it relates to financial planning and budgets, that the guiding principle shall be that investments in municipal infrastructure that’s provides a safe environment for our residents and staff shall be given priority; 26. That any Naming Rights revenues associated with the Pickering Heritage & Community Centre be applied towards the annual City share of debt charges for this facility; 27. That Council approve an additional grant in the amount of $500 to St. Paul’s on-the-Hill Community Food Bank to be funded from the return of $500 (unspent dollars) from Pickering-Ajax Caremongers 2023 grant; 28. That Council approve the award of Q2024-55 for the Replacement of HVAC Units AC3, AC2 and C1 at George Ashe Library and Community Centre (GALCC) as submitted by Bird Infrastructure Ltd., for a net HST cost of $497,904 and that the project funding shortfall of $254,548 be funded from the Capital Operational Emergency Needs account (503510.11100); and, 29. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 10. Motions and Notice of Motions 10.1 Ward Boundaries Moved by Councillor Pickles Seconded by Councillor Cook Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca WHEREAS, in 2017, the City of Pickering obtained the services of Watson & Associates Economists Ltd. to undertake a review of the City’s ward boundaries; And Whereas, on August 30, 2021, Council adopted new ward boundaries which are set out in By-law 7875/21; And Whereas, By-law 7875/21 was appealed to the Ontario Land Tribunal (OLT) and although the appeal was withdrawn, the deadline for the new ward boundaries to take effect for the 2022 Municipal Election was not met in accordance with the requirements under the Municipal Act; And Whereas, the new ward boundaries set out in By-law 7875/21 will take effect for the 2026 Municipal Election unless otherwise amended by the prescribed timelines set out in the Municipal Act; And Whereas, several years have passed and intervening events, population growth patterns, and the population projections used in the Consultant’s report to determine the proposed boundaries, should be reviewed to ascertain whether these boundaries are still relevant and equitable from an effective representation perspective; Now therefore be it resolved that the Council of The Corporation of the City of Pickering directs through the Office of the CAO: 1. That the City Clerk be directed to engage the services of Watson & Associates Economists Ltd., to reconsider the findings in its Final Report titled “2020/2021 Ward Boundary Review, City of Pickering” dated June, 2021, based on available and updated population data, and to make recommendations on any appropriate adjustments to the ward boundaries set out in By-law 7875/21, and that such adjustments be consistent with applicable law and best practices; 2. That the costs associated with the review by Watson & Associates Economists Ltd. shall not exceed $35,000.00 plus applicable taxes, funded from Contingency Account 503500.11100; and, 3. That the City Clerk report back to Council with the Consultant’s report and recommendations, no later than the end of Q2 2025, in order to consider any amendments to By-law 7875/21 in time for the Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca adjusted ward boundaries to take effect for the 2026 Municipal Election. 10.2 Program of All-inclusive Care for the Elderly (PACE) Moved by Councillor Cook Seconded by Councillor Pickles WHEREAS, the City of Pickering and Durham Region are facing a rapidly aging population with complex health and wellness needs; And Whereas, caregivers, faced with the inordinate challenge of securing, coordinating and overseeing the care of their loved ones from a multitude of providers, are experiencing burnout and increasing sense of hopelessness; And Whereas, the vast majority of Ontarians want to age in place in their own home and community, but are challenged finding the supports to do so; And Whereas, while Durham residents wish to age in place, a lack of resources is pressing residents to institutional care, such as hospitals and long-term care. In the next 10 years, the demand for long-term care in Durham Region is projected to increase by 38%. In Durham Region, the median number of days people are waiting to move into a long-term care home was 260 days – 30% higher than the provincial median; And Whereas, Community Care Durham has been a long-standing and trusted non-profit health and social services provider in Pickering offering a vast array of services such as Assisted Living, Transportation, Day Programs, Meal and Food Security, Mental Wellness supports, and others; And Whereas, Community Care Durham is seeking Provincial and Regional support to implement a new program – OneConnect – that is modeled after the United States of America’s Program of All-Inclusive Care for the Elderly (PACE). This program coordinates comprehensive health and wellness services around high-risk clients (e.g., those awaiting placement in long-term care) living in the community in order to help them and their caregivers live optimally at home, in the community; Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca And Whereas, other Ontario municipalities are looking to support the adoption of PACE like models, including municipalities in Durham Region (Ajax, Scugog, Whitby); And Whereas, implementation of Community Care Durham’s OneConnect program in Pickering would benefit residents, while alleviating demands on local hospitals and related healthcare institutions; And Whereas, Community Care Durham is publicly funded by the Ministry of Health and Long-Term Care through the Central East Local Health Integration Network, requires new funding to implement OneConnect; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering directs through the Office of the CAO: 1. That Pickering Council supports Community Care Durham’s vision for implementing OneConnect in Pickering, and the Region of Durham; 2. That Pickering Council encourages the Government of Ontario to provide the necessary funding to Community Care Durham to implement, evaluate and scale OneConnect to meet the growing needs of the Region of Durham; 3. That staff from the City of Pickering assist the Region of Durham and Community Care Durham to support the expansion of Day Program services, and identification of Pickering neighbourhoods where there are a high proportion of at risk adults that could benefit from this comprehensive model; and, 4. That a copy of this motion be sent to the Honourable Sylvia Jones, Minister of Health, the Honourable Peter Bethlenfalvy, Minister of Finance and MPP for Pickering-Uxbridge, the Honourable Natalia Kusendova-Bashta, Minister of Long-Term Care, John Henry, Regional Chair & CEO of the Regional Municipality of Durham, Durham Regional Health and Social Services Committee, Durham Regional Local Housing Corporation, all Durham Region lower tier municipalities, Cynthia Davis, President and CEO of Lakeridge Health, Lisa Kitchen, Director of the Durham Ontario Health Team, and Matt Anderson, President & CEO of Ontario Health. Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 11.By-laws 11.1 By-law 8151/25 Being a by-law to establish a Municipal Accommodation Tax. [Refer to Item 4.3 Report ECD 01-25, page 448 of the Executive Committee Agenda] 11.2 By-law 8152/25 Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. [Refer to Item 4.5 Report ENG 02-25, page 483 of the Executive Committee Agenda] 11.3 By-law 8153/25 Being a by-law to limit the gross vehicle weight of any vehicle or any class thereof passing over a bridge under the jurisdiction of the Corporation of the City of Pickering pursuant to the Highway Traffic Act, R.S.O. 1990, c.H.8, as amended. [Refer to Item 4.6 Report ENG 03-25, page 489 ofthe Executive Committee Agenda] 11.4 By-law 8154/25 A By-law to regulate signs in the City of Pickering. [Refer to Item 4.8 Report PLN 01-25, page 534 of the Executive Committee Agenda] 11.5 By-law 8155/25 28 Being a by-law for the collection of taxes and to establish the instalment due dates for the Interim Levy 2025. [Refer to Item 9.1 Report FIN 01-25] 11.6 By-law 8156/25 35 Being a by-law to expropriate all estate, right, title and interest in PCL BF 3-20-17, SEC Pickering, PT LT 20, Range 3, Broken Front Concession inthe Town of Pickering, in the Regional Municipality of Durham, PT 2, 40R8748; Together with an Easement over Part Lot 20 Range 3 Broken Council Meeting Agenda January 27, 2025 Electronic Meeting 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Front Concession Part 3 Plan 40R8748 as in LT338352; City of Pickering. [Refer to Item 9.2 Report LEG 01-25] 11.7 By-law 8157/25 91 Being a by-law to amend By-law 6191/03 to confirm General Municipal Fees. [Refer to Item 9.4 Report FIN 02-25] 12.Confidential Council – Public Report 13.Regional Councillor Updates 14.Other Business 15.Confirmatory By-law 16.Adjournment Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. CookM. NagyD. Pickles L. Robinson Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor S. Boyd -Fire Chief B. Duffield -Director, Operations J. Eddy -Director, Human Resources J. Flowers -CEO & Director of Public Libraries, Pickering Public Library L. Gibbs -Director, Community Services R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk M. Guinto -Division Head, Public Affairs & Corporate Communication V. Plouffe -Division Head, Operations Services C. Rose -Chief Planner J. Litoborski -Manager, Municipal Law Enforcement Services D. Wylie -Manager, Zoning & Administration D. Finn -Supervisor, Parks & Property J. Currie- -(Acting) Deputy Clerk 1.Call to Order/Roll Call The City Clerk certified that all Members of Council were present and participating in-person, save and except Councillor Brenner who was participating electronically. 2.Moment of Reflection Mayor Ashe called for a silent moment of reflection. - 1 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 2 3.Indigenous Land Acknowledgment Statement Mayor Ashe read the Indigenous Land Acknowledgment Statement. 4.Disclosure of Interest 4.1 Councillor Robinson declared a conflict of interest under the Municipal Conflict of Interest Act with respect to Item 8.1, Corr. 26-24, Integrity Commissioner’s Recommendation Report Regarding Complaints against Councillor Robinson, December 10, 2024. Councillor Robinson stated that in accordance with Section 5 of the Municipal Conflict of Interest Act, she reserved her right to take part in the discussion of the matter, however, would not take part in the vote. 4.2 Councillor Pickles declared a conflict of interest under the Municipal Conflict of Interest Act with respect to Item 12.2, Confidential Memorandum from the Director, Corporate Services & City Solicitor, regarding the Potential Acquisition of Frenchman’s Bay, Letter of Intent, on the basis of the possible involvement of an organization that he was affiliated with. Councillor Pickles did not take part in the discussion or vote on this matter. There was one request from credentialed media for filming in Council Chambers from Rebel News, however, the request was not approved by Council. 5.Adoption of Minutes Resolution #628/24 Moved by Councillor Butt Seconded by Councillor Cook Council Minutes, November 25, 2024 Executive Committee Minutes, December 2, 2024 Special Council Minutes, December 2, 2024 Carried 6.Presentations 6.1 Recognition of Marisa Carpino, Chief Administrative OfficerRe: Receipt of the 2024 CAO of the Year Award from Municipal World - 2 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 3 Mayor Ashe provided remarks recognizing M. Carpino, Chief Administrative Officer’s (CAO), for her accomplishments and leadership and congratulated M. Carpino on the receipt of the 2024 CAO of the Year Award from Municipal World. Mayor Ashe invited M. Carpino and her family to join him on the dais and presented M. Carpino with a framed excerpt from the Municipal World magazine and a bouquet of flowers. 7.Delegations 7.1 Ryan Linkletter, Pickering ResidentRE: Corr. 27-24 The Honourable Paul Calandra, Minister of Municipal Affairs and Housing Re: Council’s concerns regarding accountability and transparency issues in the Municipal Act, 2001 R. Linkletter, Pickering Resident, appeared before Council to speak to Corr. 27-24, however, due to a breach of Section 08.06(b) of the Procedure By-law, theChair ruled that the Delegation be concluded. 8.Correspondence 8.1 Corr. 26-24Jeff Abrams, Co-Principal, Principles Integrity, Integrity Commissioner for the City of Pickering Janice Atwood-Petkovski, Co-Principal, Principles Integrity, Integrity Commissioner for the City of Pickering Re: Integrity Commissioner’s Recommendation Report Regarding Complaints against Councillor Robinson, December 10, 2024 J. Abrams, Co-Principal, Principles Integrity, Integrity Commissioner for the City ofPickering, appeared before Council and provided an overview of theRecommendation Report Regarding Complaints against Councillor Robinson andreminded Council that their role in this matter was disciplinary, and that it was not their traditional, legislated policy making role. J. Abrams noted that a confidential investigation had been conducted and wasconcluded in accordance with the tenants of procedural fairness and advisedCouncil to restrict questions to the recommendations provided in the Report, notthe investigation itself. - 3 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 4 J. Abrams stated that Principles Integrity conducted their investigation based oncomplaints received, not of their own volition. It was also noted that Freedom ofExpression is protected by section 2 of the Canadian Charter of Rights and Freedoms, however, it is a right with reasonable limits, and that while City staff were not beyond the reach of criticism, that publicly made, unsupportedstatements can do serious harm. Principles Integrity’s Report found that CouncillorRobinson had breached the Council Code of Conduct and that there was noevidence of contrition or expected change of behaviour. A Discussion ensued between Members of Council and J. Abrams regarding clarification that the public comments made by Councillor Robinson were unsupported by evidence, that Councillor Robinsons apology was not accompanied by a retraction of her statements, and clarification that Freedom of Expression is a right with reasonable limits. Having previously declared a conflict of interest, Councillor Robinson did not vote on the following item. Resolution #629/24 Moved by Councillor Pickles Seconded by Councillor Cook 1.That the Report of the Integrity Commissioner, dated December 10, 2024, as contained in Corr. 26-24, pertaining to Councillor Robinson be received;and, 2.That in accordance with the Integrity Commissioner’s Report recommendations, the salary remuneration paid to Councillor Robinson be suspended for a period of 90 days (six pay periods) starting with theJanuary 3, 2025 pay date and ending after the March 14, 2025 pay date. Carried Unanimously on a Recorded Vote Council recessed at 7:58 p.m. and reconvened at 8:11 p.m. Councillor Robinson was not present at the time the Meeting reconvened. 8.2 Corr. 27-24 The Honourable Paul Calandra, Minister of Municipal Affairs and Housing Re: Council's concerns regarding accountability and transparency issues in the Municipal Act, 2001 - 4 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 5 Resolution #630/24 Moved by Councillor Butt Seconded by Councillor Cook That Corr. 27-24, from The Honourable Paul Calandra, Minister of Municipal Affairs and Housing, dated December 10, 2024, regarding Council's concerns regarding accountability and transparency issues in the Municipal Act, 2001, be received for information. Carried 8.3 Corr. 28-24 Susan Cassel, City Clerk, City of Pickering Re: Council Appointment to the Cultural Advisory Committee (CAC) Resolution #631/24 Moved by Councillor Butt Seconded by Councillor Cook That Councillor Nagy be appointed to the Cultural Advisory Committee for a term ending November 14, 2026. Carried 9.Report EC 10-24 of the Executive Committee held on December 2, 2024 9.1 Chief Administrative Officer, Report CAO 06-24Seaton Recreation Complex & Library Project Update -RFP2024-7 – Milestone Report #1 Council Decision: That Report CAO 06-24 regarding the Seaton Recreation Complex & Library Project Update be received for information. 9.2 Chief Administrative Officer, Report CAO 07-24 Pickering Heritage & Community Centre Project Update -Tender No. T2023-12 – Milestone Report #2 Council Decision: - 5 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 6 That Report CAO 07-24 regarding the Pickering Heritage & Community Centre Project Update be received for information. Resolution # 632/24 Moved by Councillor Butt Seconded by Councillor Pickles That Report EC 10-24 of the Executive Committee Meeting held on December 2, 2024, be adopted. Carried 10.Reports – New and Unfinished Business 10.1 Director, Corporate Services & City Solicitor, Report BYL 05-24Use of Charcoal Barbeques in City Parks A brief discussion ensued between Members of Council and staff regarding: •which parks were designated for the permitted use of charcoal barbequesand that Pickering’s Waterfront was excluded; •that suitable coal disposal bins would be provided by the City; •whether clear signage would be posted; and, •that the City would not be supplying charcoal barbeques, permanent or otherwise. Resolution #633/24 Moved by Councillor Butt Seconded by Councillor Nagy 1.That Report BYL 05-24 regarding the use of charcoal barbeques in City ofPickering parks be received; 2. That staff be directed to consider the use of charcoal barbeques in the design or redesign of any City of Pickering parks; 3. That permits under Parks By-law 5495/99 for the use of charcoal barbequesbe issued by Community Services with a permit fee of $20.00, that such fee be added to the Fees and Charges By-law and that Council approve theamendment to the Fees and Charges By-law 6191/03 (Attachment 2) - 6 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 7 required to give effect to this change; 4.That the fee specified in the Fees and Charges By-law for permitted park use be eliminated for groups of 0-24 people, and that the said fee be set at $53.00 for groups of 25-49 people, and that Council approve theamendment to the Fees and Charges By-law 6191/03 (Attachment 2)required to give effect to this change; 5. That permit applications for the use of charcoal barbecues (Attachment 1) be accepted only for the parks listed in this report; and, 6. That appropriate officials of the City of Pickering be authorized to take suchaction as necessary to give effect to the recommendations in this report. Carried 10.2 Chief Administrative Officer, Report CAO 09-24 Pickering’s 25th Anniversary of becoming a City A brief discussion ensued between Members of Council and staff regarding the opportunity to increase public engagement through City led events. Resolution #634/24 Moved by Councillor Brenner Seconded by Councillor Butt That Report CAO 09-24 regarding Pickering’s 25th Anniversary of becoming a City be received for information. Carried 10.3 Director, Economic Development & Strategic Projects, Report ECD 04-24 Amendment to Location Agreement for Use of City Property at 3800 Sideline 32 -Sunbelt Rentals Film & TV – Backlot Resolution #635/24 Moved by Councillor Butt Seconded by Councillor Cook 1.That Report ECD 04-24 from the Director, Economic Development &Strategic Projects regarding amending the current Location Agreement with - 7 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 8 Sunbelt Rentals of Canada Inc. for the temporary use of City property at 3800 Sideline 32 be received; 2.That Staff be authorized to amend the current agreement with Sunbelt Rentals of Canada Inc., allowing for a reduction in the lease rate from$31,836 plus HST (2025 rate) to $17,000 plus HST, from February 1, 2025to September 30, 2026; 3.That the Mayor and City Clerk are hereby authorized to execute the Amending Agreement between the City of Pickering and Sunbelt Rentals ofCanada Inc. in substantially the form as attached to this report, subject torevisions as may be acceptable to the City Solicitor and Director, EconomicDevelopment & Strategic Projects; and, 4.That the appropriate officials of the City of Pickering be authorized to takethe necessary actions as indicated in this report. Carried 10.4 Director, City Development & CBO, Report PLN 33-24 Zoning By-law Amendment Application A 01/24 City Initiated: Final City of Pickering Consolidated Zoning By-law Councillor Robinson rejoined the meeting at 8:28 p.m. A Discussion ensued between Members of Council and staff regarding: •that minimum parking requirements for short term rentals would be accommodated by current residential parking requirements; •whether the tenant or landowner was responsible for paying parkingtickets issued; •the communication strategy to the public and ensuring a general understanding of the Consolidated Zoning By-law was provided; and, •concerns that Council was not provided the Consolidated Zoning By-lawpackage with enough time for a thorough review. Resolution #636/24 Moved by Councillor Pickles Seconded by Councillor Butt 1.That Report PLN 33-24, regarding the final City Initiated City of PickeringConsolidated Zoning By-law, be received; and, - 8 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 9 2.That the final Consolidated Zoning By-law, set out as Appendix I to ReportPLN 33-24, be enacted, save and except that an additional requirement beadded to “Table 4.1: Height and Setback Requirements” for accessory buildings containing an additional dwelling unit as follows: Requirement Lots with an area of 2,000 square metres or less Lots with an area greater than 2,000 square metres Minimum set back from buildings located within the same lot 0 m 0 m Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe Councillor Robinson 11.By-laws 11.1 By-law 8148/24 Being a by-law to amend By-law 6191/03 to confirm General Municipal Fees. 11.2 By-law 8149/24 Consolidated Zoning By-law. Resolution #637/24 Moved by Councillor Butt Seconded by Councillor Nagy That By-law Number 8148/24 and By-law 8149/24, as amended, be approved. Carried - 9 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 10 12.Confidential Council – Public Report Mayor Ashe stated that prior to the Regular Council Meeting, an In-camera session was held at 6:00 pm in accordance with the provisions of the Municipal Act and Procedure By-law to consider matters pertaining to personal matters about an identifiable individual, including municipal or local board employees, a proposed or pending acquisition or disposition of land by the municipality or local board, advice that is subject to solicitor- client privilege, including communications necessary for that purpose, and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. These matters were discussed in closed session as they pertain to the Indemnification By-law 5038/97 and the potential acquisition of Frenchman’s Bay. Carried 12.1 Confidential Verbal Update from the Chief Administrative Officer and the Director, Corporate Services & City Solicitor Re: Indemnification By-law 5038/97 Resolution #638/24 Moved by Councillor Cook Seconded by Councillor Butt That the confidential direction provided to staff at the in-camera session be approved. Carried 12.2 Confidential Memorandum from the Director, Corporate Services & City SolicitorRe: Potential Acquisition of Frenchman’s Bay -Letter of Intent Having previously declared a conflict of interest, Councillor Pickles did not vote on the following item. Resolution #639/24 Moved by Councillor Nagy Seconded by Councillor Brenner That the confidential direction provided to staff at the in-camera session be approved. - 10 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 11 Carried 13.Regional Councillor Updates 13.1 There were no updates from Regional Councillors. 14.Other Business 14.1 Councillor Pickles gave Notice of a Motion regarding Ward Boundaries. 14.2 Councillor Robinson gave Notice of a Motion regarding the prohibition of gifts and benefits. 14.3 Councillor Robinson gave Notice of a Motion regarding playing of the National Anthem before all meetings. 14.4 Councillor Robinson gave Notice of a Motion regarding changing the age 65+ seniors rates to age 55+. 15.Confirmatory By-law By-law 8150/24 Councillor Butt, seconded by Councillor Cook, moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of December 16, 2024. Carried 16.Adjournment Moved by Councillor NagySeconded by Councillor Butt That the meeting be adjourned. Carried The meeting adjourned at 8:45 p.m. Dated this 16th day of December 2024. - 11 - Council Meeting Minutes December 16, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 12 Kevin Ashe, Mayor Susan Cassel, City Clerk - 12 - Special Council Meeting Minutes Education & Training January 10, 2025 Main Committee Room 9:00 am 1 Present: Mayor Kevin Ashe Councillors: M. Brenner (left the meeting at 10:55 a.m.) S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor S. Cassel - City Clerk 1. Call to Order/Roll Call The City Clerk certified that all Members of Council were present and participating in-person. 2. Disclosure of Interest No disclosures of interest were noted. Resolution #640/25 Moved by Councillor Nagy Seconded by Councillor Pickles That Council move into closed session in accordance with the provisions of Section 239(3.1) of the Municipal Act and the Procedure By-law for the purpose of educating and training Members of Council as it relates to Resilience Strategies for 2025. Carried 3. Education & Training 3.1 Presentation from Dr. JP Gedeon, Transformative Directions Ltd. Re: Resilience Strategies for 2025 - 13 - Special Council Meeting Minutes Education & Training January 10, 2025 Main Committee Room 9:00 am 2 This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Resolution #641/25 Moved by Councillor Pickles Seconded by Councillor Cook That Council rise from the closed session of the Special Meeting of Council. Carried Mayor Ashe stated that during the closed portion of the Meeting, Council received education and training on various resilience strategies for 2025 from Dr. JP Gedeon and noted that no decisions were made or considered by Council. 4. Adjournment Moved by Councillor Robinson Seconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 12:25 p.m. Dated this 10th day of January, 2025. Kevin Ashe, Mayor Susan Cassel, City Clerk - 14 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor S. Boyd - Fire Chief B. Duffield - Director, Operations J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk C. Rose - Chief Planner M. Guinto - Division Head, Public Affairs & Corporate Communications N. Surti - Division Head, Development Review & Urban Design J. Litoborski - Manager, Municipal Law Enforcement Services I. Marouchko - Manager, Water Resources R. Perera - Deputy Clerk A. Dunn - Principal Planner, Development Review F. Patel - Strategic Initiatives & Corporate Priorities Advisor A. Shaw - Foreperson, Roads Operations 1. Call to Order/Roll Call Chair Brenner called the Meeting to order and stated that the City would be conducting electronic meetings until further notice. - 15 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 2 The City Clerk certified that all Members of Council were present and participating electronically. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations 3.1 Mike Palachik, President, Pickering Professional Firefighters Association Re: Report FIR 01-25 Community Risk Assessment and Fire Master Plan M. Palachik, President, Pickering Professional Firefighters Association, withdrew their delegation and did not appear before the Committee. 4. Matters for Consideration 4.1 Fire Chief, Report FIR 01-25 Community Risk Assessment and Fire Master Plan I. Comandante, Executive VP, Emergency Management and Response Consulting Services, and T. Beckett, Senior Technical Advisor, Behr Integrated Solutions Inc., appeared before the Committee via electronic connection to provide an update on the Pickering Fire Master plan. Through the aid of a PDF presentation, T. Beckett provided an overview of the strategic goals, project objectives, as well as the project deliverables and noted the mandatory profiles that the risk assessment was to address as included in Ontario Regulation 378/18. T. Beckett provided an overview of the process for the community risk assessment and the Fire Master Plan including the next steps in the process and stated that there were 29 observations and 32 key recommendations and provided an overview of the high level strategic recommendations. A question and answer period ensued between Members of the Committee, T. Beckett, and I. Comandante regarding: • the number of fire stations in Pickering and whether the stations were strategically located to respond to potential fires in the community; • whether the response times for fires were the same for downtown communities and rural communities; • the Greenwood community being a densely green neighbourhood with possibly higher risk for fires and how the City could prepare to mitigate any fire incidents within the Greenwood community; • clarification regarding the ratio of firefighters per fire truck; - 16 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 3 • whether the City already had a training services partnership with Ontario Power Generation and the merit in considering partnerships with third parties for rescue operations; • risks related to railway crossings and fires along the train tracks; • responsibilities of property owners to keep their home smoke detectors in working order; • whether criminalizing homeowners for not having functioning smoke detectors would penalize those who unknowingly had a faulty smoke detector; and, • clarification regarding the use of 2021 census population data as opposed to more up to date population data. A question and answer period ensued between Members of the Committee and staff regarding: • the next steps in the process for implementing the recommendations of the Fire Master Plan; • the survey identifying a need for more fire fighters and whether the City currently had an adequate number of fire fighters for 2025; • whether the funds allocated in the 2025 Fire Services Budget was sufficient to ensure the safety of residents and visitors coming into Pickering; • concerns regarding the percentage of survey respondents who had indicated that the community was not receiving adequate fire protection services and an inadequacy of the current response model; • clarification regarding recommendation 19 of the Strategical Recommendations and whether the City already had its own dedicated training centre; • whether current support staffing levels were adequate for 2025; and, • the need to investigate the responses of the survey and its respondents to gain a better understanding of the findings. Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That Report FIR 01-25 regarding the Community Risk Assessment and Fire Master Plan be received; 2. That the Community Risk Assessment and Fire Master Plan, as set out in Attachment 1 and Attachment 2, be endorsed; - 17 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 4 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 4.2 Chief Administrative Officer, Report CAO 01-25 Corporate Strategic Plan - 2024 Annual Progress Report A brief question and answer period ensued between Members of the Committee and M. Carpino, Chief Administrative Officer, regarding whether the funds required to carry out the action items relating to the Corporate Strategic Plan had been allocated in the 2025 budget with clarification being provided that although some items would be actioned in 2025, with those funds being included in the Budget, the other items would be actioned on an ongoing basis and would span over future budgets. Recommendation: Moved by Councillor Butt Seconded by Mayor Ashe That Report CAO 01-25, regarding Corporate Strategic Plan Annual Progress Report, be received for information. Carried 4.3 Economic Development & Strategic Projects, Report ECD 01-25 Municipal Accommodation Tax and the Establishment of a Municipal Services Corporation - Implementation and Establishing Municipal Accommodation Tax and Destination Pickering A question and answer period ensued between Members of the Committee and staff regarding: - 18 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 5 • clarification regarding 50% of the revenues being allocated to fund tourism initiatives in Pickering and the remaining 50% of revenues being placed in City reserves; • whether the revenue allocation model was consistent with other municipalities; • the timelines for the City to bring forward a short-term rental licensing by-law and whether the Municipal Accommodation Tax (MAT) would be applied to short-term rentals; • the specific tourism initiatives that would receive the 50% of the MAT revenues and the current tourism amenities in Pickering; • whether the MAT would financially burden Pickering residents; • the number of municipalities that have currently implemented the MAT and the rationale for the City to do the same; • whether the MAT would discourage visitors entering Pickering; • the consultation conducted with stakeholders and the community and the number of responses received during the consultation process; • clarification regarding how the Board of Directors for the Tourism Municipal Services Corporation (MSC) would be appointed and whether members of the Board would receive a stipend; • clarification that the staff report was in response to a Council resolution and that the City’s Corporate Strategic Plan included a number of items that the MAT would help deliver; • the Town of Whitby having recently introduced the MAT to their community and the initiative being a way to ensure that Pickering was innovative; • next steps of the process including reporting back to Council; • the 4% tax rate being low and whether the City could use the funds from the program to fund a future festival; and, • the various tourism elements that Pickering had to offer. Recommendation: Moved by Councillor Butt Seconded by Councillor Cook 1. That the City of Pickering implement a Municipal Accommodation Tax (MAT) by-law in the form included in this Report as Attachment 1, subject to minor changes acceptable to the Director, Corporate Services & City Solicitor, Director, Finance & Treasurer and Director, Economic Development & Strategic Projects, establishing a MAT rate of 4%, effective March 1st, 2025; - 19 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 6 2. That staff be directed to formalize an agreement, and the Director, Finance & Treasurer or designate be authorized to execute an agreement between the City of Pickering and the Ontario Restaurant Hotel & Motel Association (ORHMA) to collect the MAT (revenue) from City of Pickering accommodation providers in a form satisfactory to the Director, Corporate Services & City Solicitor and Director, Economic Development & Strategic Projects; 3. That staff be authorized to act on the request for consent from the Regional Municipality of Durham to incorporate a Tourism Municipal Services Corporation (MSC), named Destination Pickering, if available and that the Director, Finance & Treasurer be authorized to execute any supporting documents confirming consent; 4. That the following persons be appointed to the interim Board of Directors of Destination Pickering: two Members of Council, appointed by the Mayor; and three City staff members as follows: Director, Economic Development & Strategic Projects, Director, Finance & Treasurer, and Director, Community Services; 5. That staff bring forward in the third quarter of 2025, three tourism industry stakeholders from a range of sectors, including, but not limited to: accommodations, meetings and conferences, attractions and retail, festivals and events, sports tourism, food and beverage to be appointed to the Destination Pickering Board of Directors, in addition to one Member of Council, as appointed by the Mayor, and three City staff members; 6. That the Director, Economic Development & Strategic Projects, Director, Community Services, and Director, Finance & Treasurer be authorized to negotiate a service level agreement with the MSC on behalf of the City, to affirm the types of programs and services the MSC will provide on behalf of the City, in a form satisfactory to the Director, Corporate Services & City Solicitor; and that the Mayor and City Clerk be authorized to execute same; 7. That staff report back to Council in the third quarter of 2025 on the progress of the MAT, including a review of its budget and any additional strategies; and, 8. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried on a Recorded Vote as Follows: - 20 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 7 Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 4.4 Director, Engineering Services, Report ENG 01-25 Krosno Creek Stormwater Management Facility K-16 - Feasibility Analysis and Detailed Design - Request for Proposal No. RFP2024-13 Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That the proposal submitted by Aquafor Beech Limited, in response to Request for Proposal No. RFP2024-13 for the Feasibility Analysis and Detailed Design for Krosno Creek Stormwater Management (SWM) Facility-K16, in the amount of $150,813.40 (net HST) or $167,471.65 (HST included) be accepted; 2. That the total gross project cost of $209,368.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $188,542.00 (net HST) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $188,542.00 as follows: a) The sum of $65,500.00 to be funded by a transfer from the from Development Charges – City’s Share Reserve as approved in the 2024 Capital Budget be increased to $98,090.00; b) The sum of $60,400.00 to be funded by a transfer from the from Development Charges – Stormwater Management Reserve Fund as approved in the 2024 Capital Budget be increased to $90,452.00; 4. That the Director, Engineering Services be authorized to enter into and execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No. RFP2024-13; and, - 21 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 8 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Engineering Services, Report ENG 02-25 Proposed Parking Restrictions - Pickering Parkway Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That the attached draft by-law be enacted to amend Schedule “2” to By-law 6604/05 to provide for the regulation of parking restrictions on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of timed parking restrictions near the Community Food Bank at 1537 Pickering Parkway; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.6 Director, Engineering Services, Report ENG 03-25 Municipal Bridge Maximum Gross Vehicle Weight Restrictions - By-law to establish load limits for certain bridges under the jurisdiction of the City of Pickering Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That the attached draft By-law limiting the gross vehicle weight of any vehicle or any class thereof, passing over certain bridges, under the jurisdiction of The Corporation of the City of Pickering be enacted; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. - 22 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 9 Carried 4.7 Fire Chief, Report FIR 02-25 Agreement to Provide Medical Oversight Services - Lakeridge Health Central East Prehospital Care Program (CEPCP) Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That Report FIR 02-25, regarding the Agreement to provide Medical Oversight Services between The Corporation of the City of Pickering and Lakeridge Health, be received; 2. That the Mayor and City Clerk be authorized to execute the Agreement with Lakeridge Health to provide Medical Oversight Services to the City of Pickering, as set out in Attachment 1 of this report, subject to such revisions as may be required by the Fire Chief and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to implement the recommendations in this report. Carried 4.8 Director, City Development & CBO, Report PLN 01-25 Sign By-law Review Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That Report PLN 01-25, which provides additional information regarding Council Resolution #587/24, be received; 2. That the revised Sign By-law as set out in Appendix I to Report PLN 01-25 be enacted; 3. That Council approve an amendment to the General Municipal Fees & Charges By-law 6191/03, as amended, as set out in Appendix II, to implement fees related to the new Sign By-law. - 23 - Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 10 Carried 5. Member Updates on Committees There were no updates from Members on Committees. 6. Other Business 6.1 Councillor Cook gave Notice of a Motion regarding the Program of All-Inclusive Care for the Elderly (PACE). 6.2 Councillor Cook gave Notice of a Motion regarding the City supporting and joining the Hidden Disabilities Sunflower Program as part of the City’s commitment to accessible programs and services for residents. 6.3 Councilor Pickles gave Notice of a Motion regarding sharing a portion of the existing Ontario Land Transfer Tax and the existing Goods and Services Tax (GST). 7. Adjournment Moved by Councillor Butt Seconded by Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 4:10 p.m. - 24 - Report to Council Report Number: FIN 01-25 Date: January 27, 2025 From: Stan Karwowski Director, Finance & Treasurer Subject: 2025 Interim Levy and Interim Tax Instalment Due Dates -File: F-4200-001 Recommendation: 1.That an interim property tax levy be adopted for all realty property classes for 2025; 2.That the interim property tax levy instalment due dates be February 25 and April 25, 2025; 3.That the attached draft by-law, providing for the imposition of the taxes, be enacted; and 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is for Council to adopt a by-law that establishes an interim tax levy to all property classes, payment due dates, and penalty and interest charges. Under Provincial legislation, the interim levy can be no more than 50 per cent of the previous year’s annualized taxes. The interim tax levy raises funds that are used for the continuing operations of the City, Region and the school boards, until such time that Council approves the 2025 tax rates required to raise the levy as reflected in the Mayor’s 2025 Current Budget and to levy taxes for school boards and for the Region of Durham. The 2025 tax due dates are relatively unchanged from prior years. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key to Deliver on Good Governance – Open & Transparency. - 25 - Report FIN 01-25 January 27, 2025 Subject: 2025 Interim Levy and Interim Tax Instalment Due Dates Page 2 Discussion: The purpose of this report is for Council to adopt a by-law that establishes an interim tax levy to all property classes, payment due dates, and penalty and interest charges. Under Provincial legislation, the interim levy can be no more than 50 per cent of the previous year’s annualized taxes. In accordance with the Municipal Act, 2001, as amended, the City issues interim property tax bills based on the previous year’s annualized taxes, until such time that Council approves the 2025 tax rates required to raise the levy as reflected in the Mayor’s 2025 Current Budget and to levy taxes for school boards and for the Region of Durham. Those taxpayers that utilize the City’s Pre-authorized Tax Payment Plan (PTP) will have the benefit of spreading the 2025 tax increase over the 6 instalments that occur after the Mayor’s Budget was adopted and after the Province sets the 2025 (final) education tax rates. The City currently has approximately 13,000 taxpayers using the monthly PTP program. Taxpayers who have taxes included with their mortgage payments pay their taxes over a 12-month period and also do not experience the impact of an increase to the same extent as a taxpayer who pays their taxes on the four regular instalment due dates. Attachments: 1.By-law to Establish the 2025 Interim Instalment Due Dates for All Realty Classes Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Karen Uphoff James Halsall Supervisor, Taxation Division Head, Finance Original Signed By Stan Karwowski Director, Finance & Treasurer - 26 - Report FIN 01-25 January 27, 2025 Subject: 2025 Interim Levy and Interim Tax Instalment Due Dates Page 3 Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 27 - Attachment 1 to Report FIN 01-25 The Corporation of the City of Pickering By-law No. 8155/25 Being a by-law for the collection of taxes and to establish the instalment due dates for the Interim Levy 2025 Whereas Section 317 of the Municipal Act, 2001, S.O.2001, c.25, as amended, provides that the council of a local municipality may, before the adoption of the estimates for the year, pass a by-law levying amounts on the assessment of property, in the local municipality ratable for local municipality purposes; and Whereas, the Council of the Corporation of the City of Pickering deems it appropriate to provide for such an interim levy on the assessment of property in this municipality. Now therefore, the Council of the Corporation of the City of Pickering hereby enacts as follows: 1.The amounts levied shall be as follows: a.For the residential, pipeline, farmland and managed forest property classes there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50 per cent of the total annualized taxes for municipal and school purposes levied in the year 2024. b.For the multi-residential, commercial and industrial property classes there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50 per cent of the total annualized taxes for municipal and school purposes levied in the year 2024. c.For the payment-in-lieu property classes, there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50 per cent of the total annualized taxes for municipal and where applicable for school purposes, levied in the year 2024. 2.For the purposes of calculating the total amount of taxes for the year 2025 under paragraph 1, the Treasurer has the authority to prescribe the percentage for the calculation of the interim taxes, and if any taxes for municipal and school purposes were levied on a property for only part of 2024 because assessment was added to the collector’s roll during 2024, an amount shall be added equal to the additional taxes that would have been levied on the property if taxes for municipal and school purposes had been levied for the entire year. - 28 - By-law No. 8155/25 Page 2 3.The provisions of this by-law apply in the event that assessment is added for the year 2024 to the collector’s roll after the date this by-law is passed and an interim levy shall be imposed and collected. 4.Taxes shall be payable to the Treasurer, City of Pickering. 5.When not in default, the payment of taxes, or any instalment thereof, may also be made at any financial institution permitted by Subsection 346 (2) of the Municipal Act, 2001, S.O. 2001 c. 25, as amended. 6.The Treasurer may mail, or cause to be mailed, all notices of taxes required in accordance with the provisions of the Municipal Act, 2001, S.O. c. 25, as amended, to the address of the residence or place of business or to the premises in respect of which the taxes are payable unless the taxpayer directs the Treasurer in writing to send the bill to another address, in which case it shall be sent to that address. Notices will not be mailed to tenants. It is the responsibility of the person taxed to notify and collect taxes from tenants or other persons. 7.The Treasurer is hereby authorized to accept part payment from time to time on account of any taxes due, in accordance with the provisions of subsection 347 (1) and (2) of the Municipal Act, 2001, S.O. c.25, as amended, and to give a receipt for such part payment under Section 346 (1) of the Municipal Act, 2001, S.O. c.25, as amended. 8.The Treasurer is hereby authorized to prepare and give one separate tax notice for the collection of 2025 interim taxes, 1 notice being an interim notice, with 2 instalments under the provisions of Section 342 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, as follows: Interim Tax Notice -Due date of the first instalment February 25, 2025 -Due date of the second instalment April 25, 2025; or either date adjusted by the Director, Finance & Treasurer. 9.Section 8 of this by-law in respect to the due dates does not apply to those taxpayers who participate in the City’s monthly Pre-authorized Tax Payment plan (PTP). Monthly PTP interim due dates are the 1st, 8th, and 16th day of each month. 10 Except in the case of taxes payable in respect of assessments made under Sections 33 and 34 of the Assessment Act, R.S.O. 1990, c.A31, as amended, the late payment charge of 1.25 per cent for non-payment of taxes and monies payable as taxes shall be added as a penalty to every tax or assessment, rent or rate of any instalment or part - 29 - By-law No. 8155/25 Page 3 thereof remaining unpaid on the first day of default and on the first day of each calendar month thereafter in which such default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act, 2001, S.O. c.25, as amended. The Treasurer shall collect by distress or otherwise under the provisions of the applicable statutes all such taxes, assessments, rents, rates or instalments or parts thereof as shall not have been paid on or before the several dates named as aforesaid, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act, 2001, S.O. c.25, as amended. 11.In the case of taxes payable in respect of assessments made under Sections 33 and 34 of the Assessment Act, R.S.O. 1990, c.A.31, as amended, the late payment charge of 1.25 per cent for non-payment of taxes and monies payable as taxes shall be added as a penalty to every tax so payable remaining unpaid on the first day after 21 days from the date of mailing by the Treasurer of a demand for payment thereof and on the first day of each calendar month thereafter in which default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act, 2001, S.O. c.25, as amended. It shall be the duty of the Treasurer immediately after the expiration of the said 21 days to collect at once by distress or otherwise under the provisions of the applicable statutes, all such taxes as shall not have been paid on or before the expiration of the said 21 day period, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act, 2001, S.O. c.25, as amended. 12.Nothing herein contained shall prevent the Treasurer from proceeding at any time with the collection of any rate, tax or assessment, or any part thereof, in accordance with the provisions of the statutes and by-laws governing the collection of taxes. 13.Where tenants of land owned by the Crown or in which the Crown has an interest are liable for the payment of taxes and where any such tenant has been employed either within or outside the municipality by the same employer for not less than 30 days, such employer shall pay over to the Treasurer on demand out of any wages, salary or other remuneration due to such employee, the amount then payable for taxes under this by- law and such payment shall relieve the employer from any liability to the employee for the amount so paid. 14.If any section or portion of this by-law is found by a court of competent jurisdiction to be invalid, it is the intent of Council for the Corporation of the City of Pickering that all remaining sections and portions of this by-law continue in force and effect. 15.That this by-law is to come into effect on the 27th day of January, 2025. - 30 - By-law No. 8155/25 Page 4 By-law passed this 27th day of January 2025. ______________________________ Kevin Ashe, Mayor ______________________________ Susan Cassel Clerk - 31 - Report to Council Report Number: LEG 01-25 Date: January 27, 2025 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Expropriation of lands required for the construction of a new Fire Station at 1521 Bayly Street, Pickering -File: L-4610-002-24 Recommendation: 1.That City Council, as approving authority under the Expropriations Act (the “Act”), herebyapproves the expropriation of lands (the “Property”) municipally known as 1521 BaylyStreet, Pickering and legally described as PCL BF 3-20-17, SEC Pickering, PT LT 20,Range 3, Broken Front Concession in the Town of Pickering, in the Regional Municipality of Durham, PT 2, 40R8748; Together with an Easement over Part Lot 20 Range 3 Broken Front Concession Part 3 Plan 40R8748 as in LT338352; City of Pickering,deposited in the Land Registry Office on January 18, 2022, and further grants aCertificate of Approval in respect thereof; 2.That the Expropriation By-law (Attachment 1) for the Property be enacted; 3.That the total cost of the expropriation as determined by the Act and as detailed in the Confidential Memo to Council dated January 27, 2025 be approved, and that the DirectorFinance & Treasurer be authorized to fund such costs by a transfer from the CasinoReserve; 4.That City Council, as approving authority under the Act, hereby authorizes all steps necessary to obtain title to the Property in accordance with the Act, including, but not limited to, the preparation, registration and service of plans and forms; 5.That the Mayor and City Clerk are hereby granted the authority to sign any forms or plansas may be required under the Act to give effect to Recommendation 3; and, 6.That 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 proceed with the expropriation of the Property for the purpose of constructing a new fire station to replace the existing, aging Fire Station No. 5 located at 1618 Bayly Street. Enactment of the attached Expropriation By-law and registration of an expropriation plan are required to expropriate the Property. If Council adopts the above recommendations, the City is committed to acquiring the Property. The total cost of acquiring the Property is then determined by the expropriation process. -01:Jof- Pl(KERJNG - 32 - LEG 01-25 January 27, 2025 Subject: Expropriation of lands required for the construction of a new Fire Station at 1521 Bayly Street, Pickering Page 2 Pursuant to Report LEG 02-24 dated June 24, 2024, Council authorized the service and publication of a Notice of Application for Approval to Expropriate the Property (Resolution #544/24). That notice was served, and no person having an interest in the Property responded. As a result, it is now possible to proceed with an expropriation plan, take title to the property and begin the determination of the compensation due from the City. Relationship to the Pickering Strategic Plan: The recommendation in this report responds to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community. Financial Implications: The financial implications of this report will be considered by Council In Camera, and are set out in a Confidential Memo from the Director, Corporate Services & City Solicitor dated January 27, 2025. Discussion: The purpose of this report is to seek approval for City staff to proceed with the next steps in the expropriation of the Property municipally known as 1521 Bayly Street, Pickering for a new fire station. The Reference Plan for the Property is set out in Attachment 2.A newly constructed fire station on the property will better serve the area, and is a morefiscally sound decision than rebuilding on the existing site. On June 24, 2024, through Resolution #544/24 City Council adopted the recommendations in Report LEG 02-24 (Attachment 3) and granted authority to staff to serve and publish Notices of Application for Approval to Expropriate the Property and to forward to the Ontario Land Tribunal any requests for hearings received. These notices have been served and published according to the Act. The required 30 day notice period has expired and no requests have been made for a hearing of necessity on this proposed expropriation. The expropriation of the Property can now proceed. If Council approves the recommendations in this report, staff will proceed to have an expropriation plan prepared by an Ontario Land Surveyor and registered in the Land Registry Office, thus expropriating the Property. Once the expropriation plan has been registered, the City will become the owner of the Property. The City will then be required to serve a Notice of Expropriation on the former owner and complete an updated appraisal of the value of the Property. Based on the results of the appraisal, the City must then make an Offer of Compensation under s. 25 of the Act. Despite the City owning the Property upon registration of the expropriation plan, possession is not taken until 90 days have passed after the service of the Notices of Expropriation. Typically, property owners accept the compensation without prejudice to their rights to claim additional compensation under the Act. Such claims will then be resolved by means of the mediation and hearing provisions of the Act. - 33 - LEG 01-25 January 27, 2025 Subject: Expropriation of lands required for the construction of a new Fire Station at 1521 Bayly Street, Pickering Page 3 If City Council gives its approval to expropriate, the attached draft Expropriation By-law (Attachment 1) must be enacted to proceed. Attachments: 1.Draft Expropriation By-law 2. Reference Plan showing the Property 3.Report LEG 02-24 dated June 24, 2024 Approved/Endorsed By: Paul Bigioni Director, Corporate Services & City Solicitor Prepared By: Original Signed By: Adnan Naeem Region of Durham Solicitor, Legal Services Solicitor – City of Pickering AN:ks Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By: Original Signed By: - 34 - The Corporation of the City of Pickering By-law No. 8156/25 Being a by-law to expropriate all estate, right, title and interest in PCL BF 3-20-17, SEC Pickering, PT LT 20, Range 3, Broken Front Concession in the Town of Pickering, in the Regional Municipality of Durham, PT 2, 40R8748; Together with an Easement over Part Lot 20 Range 3 Broken Front Concession Part 3 Plan 40R8748 as in LT338352; City of Pickering. Whereas the Expropriations Act, R.S.O. 1990, c. E.26 requires an expropriating authority to seek approval from its approving body to expropriate property. Whereas under the Expropriations Act, The Corporation of the City of Pickering is an expropriating body and the approving body is the Council of the City of Pickering. Whereas the approval to expropriate is obtained by the Council of the City of Pickering’s passing of the required expropriation by-law. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.All estate, right, title and interest in the lands described as PCL BF 3-20-17, SEC Pickering, PT LT 20, Range 3, Broken Front Concession in the Town of Pickering, in the Regional Municipality of Durham, PT 2, 40R8748; Together with an Easement over Part Lot 20 Range 3 Broken Front Concession Part 3 Plan 40R8748 as in LT338352; City of Pickering, is hereby expropriated for the purposes of the proposed construction of a Fire Station, and all related construction activities as ancillary to the construction. 2.City staff shall take all steps necessary to comply with the Expropriations Act, or cause those steps to be taken, including, but not limited to, a)the preparation of expropriation plans for the Mayor and the City Clerk to sign; b)the registration of that plan in the land registry office; c)the preparation of forms for the Mayor and the City Clerk to sign; and d)service of those forms following registration of the expropriation plan. 3. The Mayor and City Clerk may sign any forms or plans as may be required under the Expropriations Act to give effect to the expropriation. Attachment 1 to Report LEG 01-25 - 35 - By-law No. 8156/25 Page 2 By-law passed this 27th day of January, 2025. ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 36 - Attachment 2 to Report LEG 01-25 METRIC DISTANCES SHOWN ON THIS PLAN ARE IN METRES AND CAN BE CONVERTED TO FEET BY DIVIDING BY 0.3048 "' IIOH) EXAMINER'S APPROVAL APPROVED ~'i..JQ.,...L,j_\£. _ ad::~ ASST. EXAMINER OF SURVEYS NT2°41' 30"E 66.116 PART 3 ARE'A • 0.0504 HA. ?ART ! , PLAN 40R-7'084 Lr);r PART I AREA• 1.5454 HA PARCEL PICKERING a.F. 3~zv~ i5 SECTION PICKERING !.. .. ,,., "' ~ ~~ -- ,.\ ~ .. ~ ;~~~ ~O UMM Wl~~--"s---- L '-. ~8JE::T TO CASEMEr>T PLAN WR-82~ ::-.i ?AnCEL aF. 3-20-2 PART ! PARCEL B.F 3-20-2 -1 -~---1-(lITU X 46 I REQUIRE THIS PLAN TO BE DEPOSITED UNDER THE LANO TITLES ACT PLAN 40R-2748 RECEIVED ANO DEPOSITED ,19B5 CAUTION: n-us PLAN IS NOT A PLAN OF SUBDIVISION WITHIN THE MEANING OF THE PLANNING ACT. SCHEDULE LOT/ CONCESSION ALL OF PARCEL PICKERING LQT 20, RANGE 3,8RO<EN FRONT 00~. B.F. 3·20·15 SECTION PICKERING PLAN OF SURVEY OF PART OF LOT 20, RANGE 3 BROKEN FRONT CONCESSION TOWN OF PICKERING REGIONAL MUNICIPALITY OF DURHAM (FORMERLY TOWNSHIP OF PICKERING,COUNTY OF ONTARIO) SCALE 1: 1000 R.I. BURTON O.LS. 1985 SURVEYOR'S CERTIFICATE I CERTIFY THAT: I. THIS SURVEY ANO PLAN ARE CORRECT ANO IN ACCORDANCE WITH THE SURVEYS ACT ANO THE LAND TITLES AND THE REGULATIONS MAJE . :;:-:::::;_ ·----~ ·"" DATF~L ¥ ,19B5 4~ RI RTON ONTARIO LANO SURVEYOR LEGEND ■ OENOTES SURVEY MONUMENT FOUND I a DENOTES tROIII e AR SIB DENOTES STANDARD IRON BAR C DENOTES SURVEY MONUMENT PLANTED N.l, DENOTES NOT IDENTIFIABLE NOTE BEARINGS ARE ASTRONOMIC AND ARE REFERRED TO THE SOUTHERLY LIMIT OF PART I, ACCORDING TO PLAN 40R -70B4 HAVING A BEARING OF N72°41° JOME MILLESSE a BURTON SURVEYING LIMITED ONTARIO LAND SURVEYORS 68 SHEPPARD AVE. WEST -WILLOWDALE 222-849B l[f •I BN84-27 0 10 12 - 37 - Report to Council Report Number: LEG 02-24 Date: June 24, 2024 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Expropriation of Lands Required for a New Fire Station -1521 Bayly Street, Pickering-File: L-4610-002-24 Recommendation: 1.That authority be granted to City of Pickering staff to initiate expropriation proceedings forthe acquisition of the property municipally known as 1521 Bayly Street, Pickering asdepicted in Attachment 1 for the purposes of building a new Fire Station; 2.That authority be granted to City of Pickering staff to serve and publish Notices of Application for Approval to Expropriate the said property, and to forward to the OntarioLand Tribunal any requests for hearing received, to attend the hearings to present theCity of Pickering’s position, and to present the Ontario Land Tribunal’s recommendationsto City Council for consideration; 3. That authority be granted to the City Clerk and the Mayor to execute such notices andforms as may be statutorily mandated by the Expropriations Act, R.S.O. 1990, c. E.26 togive effect to Recommendation 2 in this report, including the Notices of Application ofApproval to Expropriate; and 4.That appropriate City of Pickering officials be authorized to take the actions necessary toimplement the recommendations in this report. Executive Summary: The purpose of this report is to obtain approval to expropriate the property municipally known as 1521 Bayly Street, Pickering (the “Property”) for a new Fire Station. Approval of the Recommendations in this report will enable staff to commence the expropriation process, with a subsequent report to Council to be presented before finalization of the expropriation by registration of a Plan of Expropriation. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community. Attachment 3 to Report LEG 01-25 -~of- Pl(KERJNG - 38 - LEG 02-24 June 24, 2024 Subject: Expropriation of Lands Required for a New Fire Station Page 2 Financial Implications: Under the Expropriations Act R.S.O. 1990, c. E.26, the City is obligated to determine the fair market value of the Property. Fair market value is determined by the completion of an Appraisal Report in accordance with AACI (Accredited Appraiser Canadian Institute) certified standards. The City of Pickering has completed an initial appraisal for the required property. Discussion: The purpose of this report is to obtain approval to expropriate the property municipally known as 1521 Bayly Street, Pickering (the “Property”) for a new Fire Station. Fire Station 5 is located at 1616 Bayly Street, and was originally constructed in 1969. It served as one of two fire halls in the old Town of Pickering. It has undergone several renovations and additions over the years and is now at the end of its life due to structural issues. Operations Department staff have determined that the City cannot build a new Fire Station on the existing site while keeping the existing Station in operation. Operations staff also considered another approach of setting up a temporary Fire Station in a nearby location while demolishing the existing Station and rebuilding on the same site. It has been determined that this approach would be prohibitively costly. An exhaustive search for a new location was conducted by the Fire Services and Economic Development Departments. There are few options available for a new location within Station 5’s response area. Ultimately, City staff identified the Property at 1521 Bayly Street as an ideal new location for Fire Station 5. The Property consists of 0.83 acres of employment land at the southeast corner of Bayly Street and Sandy Beach Road, as shown on Attachment 1 to this report. The Property, which is currently vacant, is located approximately 400 meters from the existing location of Fire Station 5. The City of Pickering has commissioned an appraisal report to determine the fair market value of the Property. Efforts to negotiate the terms of an amicable purchase from the landowner have failed. Because an agreement could not be reached with the Property owner, the City needs to expropriate the Property, so that design and construction of the new Fire Station can begin. City staff will continue to negotiate with the landowner for the voluntary purchase of the site even after the commencement of expropriation proceedings. Should Council approve the Recommendations in this report, City staff will proceed with service of a Notice of Application for Approval to Expropriate, and will seek further authority from Council (in a subsequent report) to complete the expropriation by enacting an Expropriation By-law and Registering a Plan of Expropriation. Upon registration of a Plan of Expropriation, the City will become the owner of the Property. Attachment: 1. Location Map of 1521 Bayly Street - 39 - LEG 02-24 June 24, 2024 Subject: Expropriation of Lands Required for a New Fire Station Page 3 Prepared/Approved/Endorsed By: Paul Bigioni Director, Corporate Services & City Solicitor PB:ks Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer - 40 - Attachment 1 to Report LEG 02-24 1521 Bayly Street Pickerirg, Ontario - 41 - Report to Council Report Number: PLN 02-25 Date: January 27, 2025 From: Kyle Bentley Director, City Development & CBO Subject: City of Pickering Annual Housing Monitoring Report -File: D-1300-016 Recommendation: 1. That Report PLN 02-25, regarding the City of Pickering Annual Housing MonitoringReport, be received for information. Executive Summary: The purpose of this report is twofold: to provide an update to Council on the steps staff have undertaken to implement the Action Items of the Pickering Housing Strategy & Action Plan (see Appendix I to Report PLN 02-25); and to report back on tracking affordable and rental housing, including existing, approved, and/or pending private rental buildings, in accordance with Resolution #956/22. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community; and Foster an Engaged & Informed Community. Financial Implications: The recommendations of this report do not present any financial implications to the City. Discussion: The purpose of this report is twofold: to provide an update to Council on the steps staff have undertaken to implement the Action Items of the Pickering Housing Strategy & Action Plan; and to report back on tracking affordable and rental housing. 1.Background The Pickering Housing Strategy & Action Plan, 2021-2031, (the “Housing Strategy”) wasapproved on January 24, 2022 by Resolution #790/22. One of the items in the Action Plan was the preparation of an annual monitoring report to describe how well the City is meeting its housing needs. Subsequently, on June 30, 2022, Council passed Resolution#956/22, requesting staff’s reporting in accordance with Action Item 3.7 to also includetracking affordable and rental housing, including existing, approved, and/or pendingprivate rental buildings. - 42 - PLN 02-25 January 27, 2025 Subject: City of Pickering Annual Housing Monitoring Report Page 2 The first annual housing monitoring report was submitted to Council in June 2023 and contained statistics regarding affordable and rental housing to the end of December 2022. This is the second annual report, containing statistics on affordable and rental housing and other relevant metrics monitored to the end of December 2023. 2. Housing Strategy Action Item Monitoring Since the Pickering Housing Strategy & Action Plan was approved in 2022, staff have completed four Action Items and have initiated work on 16 Action Items. Appendix I to this report provides an update on the status of the Action Items to the end of 2024. Highlights of actions taken include the following: 2.1 Additional Dwelling Unit By-laws Approved (Action Item 1.8) On September 30, 2023, Council adopted City initiated Official Plan Amendment 49, and approved new zoning regulations for additional dwelling units (ADUs). These Council decisions brought Pickering’s Official Plan and zoning by-laws into conformity with changes made to the Planning Act through Bill 23. Through this approval, properties containing detached dwellings, semi-detached dwellings, block townhouses, or street townhouses are permitted to contain a maximum of two ADUs. Qualifying properties are permitted to have either one ADU in the main residence; two ADUs in the main residence; one ADU in a separate building located in the backyard or side yard; or one ADU in the main residence and one ADU in a separate building located in the backyard or side yard. 2.2 Senior Planner, Housing (Action Item 3.8) The approved 2023 budget identified the creation of an Office of Affordability, and a Senior Planner, Housing staff position, within the City Development Department. The position was subsequently filled in May of 2024. 2.3 Action Items Addressed through Pickering Official Plan Review (Action Items 1.1, 1.2, 1.3, 1.4, 1.5, 1.6, 1.7, 1.9, 1.12, and 3.1) City Development staff recently began a multi-year process of reviewing the Pickering Official Plan. This project, known as “Pickering Forward”, will help shape the growth of Pickering to 2051. One of the key components of Pickering Forward is housing and housing affordability. The Official Plan Review will include a review of the Action Items (listed above) in the Housing Strategy, and the implementation of the Action Items through the creation of new or revised policies to help address housing options, affordability, and accessibility within Pickering. - 43 - PLN 02-25 January 27, 2025 Subject: City of Pickering Annual Housing Monitoring Report Page 3 3. Tracking Affordable and Rental Housing The private rental market consists of the primary rental market (often referred to as purpose-built rental buildings), and the secondary rental market (units not purposely built for the rental market, but currently being rented out). It is generally acknowledged that the condominium apartment market has acted largely as the rental accommodation supplier for many years within the Greater Toronto Area. The Canada Mortgage and Housing Corporation (CMHC) conducts an annual Rental Market Survey. The survey collects data to confirm the number of units in primary rental buildings (containing at least three rental units), which have been on the market for at least three months. The following chart reflects the number of primary rental units CMHC has identified for Pickering in 2023, consisting of townhouses and apartments totaling 335 units. 325 3 6 1 0 50 100 150 200 250 300 350 400 3+ Bedrooms 2 Bedroom 1 Bedroom Bachelor Studios Pickering's Primary Rental Market Units By Size Source: CMHC Rental Market Survey, 2023. The following table displays the average primary rent by unit type for the Pickering/Ajax/Uxbridge area. Year 1 Bedroom 2 Bedrooms 3 Bedrooms 2018 $ 953 $1,248 $1,397 2019 $ 982 $1,237 $1,489 2020 $1,198 $1,362 $1,506 2021 $ 965 $1,302 $1,563 2022 $1,193 $1,533 $1,608 2023 $1,400 $1,805 $2,006 Source: CMHC Rental Market Survey, 2023. - 44 - PLN 02-25 January 27, 2025 Subject: City of Pickering Annual Housing Monitoring Report Page 4 3.1 Vacancy Rates for Rental Units According to CMHC, a vacancy rate of 3.0% is identified as a healthy vacancy rate, representing a balance between rental housing supply and demand. Vacancy rates are based upon CMHC’s Annual Rental Market Survey. A unit is considered vacant if it is physically unoccupied and available for immediate rental at the time of the survey. CMHC reports the consolidated vacancy rate for Pickering, Ajax, and Uxbridge (Zone 28) under the Toronto Census Metropolitan Area (CMA). In 2023, the total apartment vacancy rate (including all bedroom types) for Zone 28 was 0.9%. This rate has continued to decrease since 2016. Pickering’s overall vacancy rate can be better captured by looking at the vacancy rate of three-bedroom apartments, as they account for 97% of Pickering primary rental units. As of 2021, the average vacancy rate of three-bedroom apartments was 0.5%. The overall low apartment vacancies suggest that there is a need for purpose built rental units in Pickering. 3.2 Additional Dwelling Units (ADUs) The chart below illustrates the number of ADUs approved in Pickering from 2005 to 2023. The total number of ADUs in Pickering by the end of 2023 amounts to 921 units. These units may, in part, be contributing towards Pickering’s affordable rental housing stock, depending on how the units are being used by homeowners. Source: City of Pickering, AMANDA Database, 2023. 4. Residential Building Permit Activity In 2023, staff received 1,969 building permit applications, which proposed the construction of 2,906 residential units. Permits for construction were issued for a total of 2,511 residential units, comprising 1,028 apartments, 829 single and semi-detached dwellings, and 654 townhouses. - 45 - PLN 02-25 January 27, 2025 Subject: City of Pickering Annual Housing Monitoring Report Page 5 The chart below illustrates the percentage of units by dwelling type for which building permits were issued in 2023 in comparison to previous years. Source: City of Pickering, AMANDA Database, 2023 The data above indicates that building permits for apartments surged in comparison to townhouses, and single & semi-detached dwelling units. Additionally, there was a decline in building permits granted for single and semi-detached dwellings, which dropped by 13% from 2022 to 2023. During this period, the most significant decrease among all housing types was townhouse building permits, which experienced a 28% decrease from 2022 to 2023. The increase in apartment units has contributed to Pickering exceeding the Provincial housing target in 2023. The chart below illustrates the percentage of units, by dwelling type in the City, which were approved through registered subdivisions or condominiums in 2023. Source: City of Pickering, AMANDA Database, 2023 - 46 - PLN 02-25 January 27, 2025 Subject: City of Pickering Annual Housing Monitoring Report Page 6 As shown above, in 2023, the share of registered subdivision or condominium units were in the form of either townhouse, semi-detached, or single detached dwellings units. 5. Existing developments with affordable units 5.1 Trillium Housing One of the condominium developments registered in 2023 included an affordable housing development, consisting of 216 stacked townhouse units of which 38 of the units have been sold to purchasers who qualify for a no-payment Trillium Mortgage, which creates deeper affordability. The development is located at the southeast corner of William Jackson Drive and Earl Grey Avenue, opposite Rex Heath Drive, within the Duffin Heights Neighbourhood. All building permits were issued for this development, construction is substantially complete, and the City has granted occupancy for all of the units. 6. Approved developments with affordable units 6.1 Tribute Lands at the northwest corner of Highway 401 and Liverpool Road This development is under construction. It consists of three towers with a total of 1,779 total residential units, on a mixed-use podium of 1,155 square metres of commercial/retail. The developer has partnered with Habitat for Humanity GTA, to sell 27 (two and three-bedroom) affordable residential units to low-income families. As of the end of 2023, site grading had commenced. Occupancies are anticipated in the first two towers within the next five years. 6.2 1786 Liverpool Road (currently the site of Makimono Restaurant) This site is zoned to permit the development of a 48-storey residential condominium apartment building, containing 594 residential units, and 190 square metres of commercial space at grade. The proposed development is going through the site plan approval process. To address affordability, 10 affordable rental units are proposed, inclusive of two 1-bedroom suites, five 1-bedroom plus den suites, two 2-bedroom suites, and one 3-bedroom suite. Through a proposed agreement with the condominium corporation, the owner intends to retain ownership of the affordable rental units. The monthly rent is planned at 80% of the average of the five most recent market rental transactions for units with the same number of bedrooms. The affordable units are proposed to be available for a maximum 10-year period. Redevelopment of the site has not commenced. - 47 - PLN 02-25 January 27, 2025 Subject: City of Pickering Annual Housing Monitoring Report Page 7 7. Development Applications with proposed affordable units 7.1 1066 Dunbarton Road (Dunbarton Fairport United Church) The applicant is proposing 33 stacked townhouse dwelling units and eight townhouses. Dwelling units will be contained within four separate building blocks proposed to be 3-storeys in height. The 41 dwelling units are proposed to be retained by the property owner and be rental tenure, with 30% of the units (approximately 13 units) targeted to be affordable at 80% of the Median Market Rent per the CMHC National Housing Co-Investment Fund criteria. This application is dormant as there has been no response from the applicant to the City’s status letter, dated July 2023. 7.2 1515 Pickering Parkway This site is zoned to permit the development of 571 units within a 40-storey residential condominium building, with a podium ranging between four and six storeys. The proposed development is going through site plan approval. To address affordability, the developer has indicated, through a letter of intent, to offer one housing unit to Habitat for Humanity GTA, at no cost. It is anticipated that this would be implemented through an agreement with the condominium corporation. This proposed development is currently being marketed. 8. Legislative Changes Affecting Affordable Housing Since the approval of the Housing Strategy & Action Plan, 2022, there have been significant changes to Provincial legislation that impact the planning, approval, and construction of affordable housing in Ontario. For example, the Province has approved a new definition for “Affordable Residential Units” for the purposes of calculating development charges in accordance with the Development Charges Act, 1997. Subsequently, the Province issued Housing Bulletins that set out the average purchase prices, market rents, and income-based thresholds for municipalities that are to be used to determine the eligibility of a residential unit for an exemption from development charges, the maximum community benefits charge, and parkland dedication requirements. A summary chart of Pickering’s Bulletin is contained in Appendix II. Effective October 20, 2024, a new Provincial Planning Statement, 2024 (new PPS), came into effect. The new PPS replaces the former Provincial Policy Statement and the Growth Plan for the Greater Golden Horseshoe. There are many new and revised policy statements in the new PPS related to housing. Staff will be reviewing the new PPS, as well as any other legislative or policy changes that may impact housing, through both the 2024 update to the Housing Strategy & Action Plan, and the Official Plan Review. 9. Conclusion This report outlines the actions taken by the City since the previous and first Annual Housing Monitoring Report, provides updates on the City’s affordable and rental housing developments, and provides other housing statistics related to housing affordability in Pickering. - 48 - PLN 02-25 January 27, 2025 Subject: City of Pickering Annual Housing Monitoring Report Page 8 Appendices: Appendix I Action Item Update – Annual Housing Monitor Report Appendix II Affordable Residential Units for the Purposes of the Development Charges Act, 1997 Bulletin Attachment: None Prepared By: Original Signed By Déan Jacobs, MCIP, RPP Manager, Policy & Geomatics Approved/Endorsed By: Original Signed By Catherine Rose, MCIP, RPP Chief Planner Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO DJ:CR:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 49 - Appendix I to Report No. PLN 02-25 Action Item Update – Annual Housing Monitor Report - 50 - Action Item Update – Annual Housing Monitoring Report Pickering Housing Strategy Action Plan Each action is categorized according to the following themes: policy, financial incentives, and other. A timeframe and estimated cost of implementation has been identified for each action and is shown in the table below. In addition, the table identifies the gap from the Phase 1: Research and Gap Analysis Report, March 31, 2021, that the action addresses and the City department to lead the initiative. Gaps Identified through the Research and Gap Analysis Report, March 31, 2021. • Gap 1 relates to the need for housing options for: • Low and moderate income earners • Rental and ownership housing • Range of unit sizes, and • Accessible units • Gap 3 relates to the need for: • Home ownership housing options for moderate income earners • Range of unit sizes, and • Accessible units • Gap 2 relates to the need for: • Primary rental market units of all sizes • Protection of units in the primary rental market • Accessible units in the primary rental market • Gap 4 are policy gaps related to housing in the City’s Official Plan that are the result of new or recent changes to provincial legislation. Legend for updated Action Plan below: Timeframe Short-term ■□□ 1-5 years Medium-term □■□ 5-10 years Long-term □□■ 10 or more years Cost Estimate Low $ Under $10,000 Medium $$ $10,000-$25,000 High $$$ Over $25,000 - 51 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 1.0 Policy 1.1 Add a definition of “affordable housing” to the City’s Official Plan, which includes reference to the average purchase price and average market rent in accordance with the definition in the Provincial Policy Statement, 2020 (now Provincial Planning Statement 2024). Gap 4 City Development ■□□ ■□□ $ In Progress The definition will be included through the City Official Plan Review process, currently underway. 1.2 Add a definition of “Housing Options” to the City’s Official Plan. Gap 4 City Development ■□□ ■□□ $ In Progress Both the approved Regional Official Plan (ROP) and recently released Provincial Planning Statement 2024 (PPS 2024) contain a definition of housing options. The definition will be included through the City Official Plan Review process. - 52 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 1.3 Amend the City’s Official Plan to reflect the Provincial Policy Statement 2020 requirement for the municipality to maintain the ability to accommodate residential growth for a minimum of 15 years (as opposed to 10 years as currently written). Note: The Provincial Policy Statement 2020 has been replaced by the Provincial Planning Statement 2024 (PPS). Gap 4 City Development ■□□ ■□□ $ In Progress The PPS 2024 states that municipalities shall maintain, at all times, the ability to accommodate residential growth for a minimum of 15 years through lands which are designated and available for residential development. The recently approved ROP states the timeframe is a minimum of 15-years through lands which are designated and available to accommodate residential growth. This action item will be implemented through the City Official Plan Review process. - 53 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 1.4 Consider amending the City’s Official Plan to reflect the Provincial Policy Statement 2020 option to increase from 3 to 5 years the minimum number of years to accommodate a short- term supply of residential lands, subject to the outcome of Durham Region’s Envision Durham exercise. Note: The Provincial Policy Statement 2020 has been replaced by the Provincial Planning Statement 2024 (PPS). Gap 4 City Development ■□□ ■□□ $ Currently Being Reviewed The recently approved PPS 2024 states that authorities shall maintain, at all times, where new development is to occur, land with servicing capacity sufficient to provide at least a three-year supply of residential units, available through lands suitably zoned, including units in draft approved or registered plans. Staff will seek to implement this action item through the City’s Official Plan Review process. 1.5 Add new official plan policy to protect existing rental housing stock from conversion. Gap 4 City Development ■□□ ■■□ $ Currently Being Reviewed Staff are monitoring the changes to the Municipal Act that permit the Minister to make regulations imposing limits and conditions on the powers of a local municipality to prohibit and regulate the demolition and conversion of residential rental properties. There is not no timeline available for when the Minister may introduce the regulations. - 54 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 1.6 Add new Official Plan policy which prohibits the demolition of existing rental housing units unless the proposed redevelopment meets specified conditions. Gap 4 City Development ■□□ ■■□ $ Currently Being Reviewed Staff are monitoring the changes to the Municipal Act that permit the Minister to make regulations imposing limits and conditions on the powers of a local municipality to prohibit and regulate the demolition and conversion of residential rental properties. There is no timeline for when the Minister may introduce the regulations. 1.7 Consider adding new Official Plan policies to implement “inclusionary zoning” in Major Transit Station Areas, following Durham Region’s completion of the “Assessment Report”. Note: the “Assessment Report” refers to an assessment report for inclusionary zoning, and not a housing assessment report, which describes the current and future housing needs of a municipality or community. Gap 4 City Development ■■□ ■■□ $ Currently Being Reviewed Durham has completed a Regional Assessment Report for Inclusionary Zoning. Staff will assess the potential impacts of the recent changes to the Planning Act, which limits the use of Inclusionary Zoning, as part of our ongoing work. - 55 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 1.8 Additional Dwelling Units: (a) Review and update the City zoning by-laws and Two- Dwelling Unit By-law to reflect the More Homes, More Choice Act changes to permit Additional Dwelling Units in a detached, semi-detached or townhouse as well as in a building or structure ancillary to a detached house, semi- detached or townhouse. (b) Consider allowing Additional Dwelling Units in rural areas subject to the capacity of well and septic systems. (c) Consider reducing or removing the City’s parking requirement for Additional Dwelling Units located in areas well served by transit. (d) Examine other existing zoning requirements that may present barriers to increasing Additional Dwelling Units within the City. Gaps 2, 4 City Development, Corporate Services (Municipal Law Enforcement) ■■□ ■□□ $ Completed Project Website: https://www.pickering.ca/en/city- hall/additional-dwelling- units.aspx Council approved amendments to the City’s zoning by-laws in September 2024 to permit ADU’s in accordance with the Planning Act. Also, a Memorandum of Understanding (MOU) between Pickering and Whitby has been entered into for the sharing of resources to prepare pre- approved building drawings, for detached ADUs. This program aims to streamline design selection and building permits for detached ADUs. - 56 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 1.9 Ensure that the City’s Official Plan policies and zoning regulations do not present barriers to shared living (co-housing, co-living) arrangements in appropriate areas as-of-right. Gaps 1-3 City Development ■□□ $ Completed 2022 Staff completed a review and established that there are no barriers to shared living arrangements in the policies of the Pickering Official Plan. 1.10 Consider removing or reducing the minimum requirement for parking spaces for affordable housing and/or supportive housing and allowing developers to propose alternative parking space options. Gap 4 City Development ■□□ ■□□ $ In Progress Recent changes to the Planning Act removed the ability of municipalities to impose minimum parking requirements in Protected Major Transit Station Areas (PMTSA). Policies regarding minimum parking requirements for areas outside PMTSA’s will be analyzed through the current Official Plan review process. 1.11 Consider discouraging “down zoning” high and medium density residential designations to lower density residential designations. Gap 4 City Development ■□□ ■□□ $ In Progress The inclusion of policies discouraging ”down zoning” will be considered through the current Official Plan review. - 57 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 1.12 Add an Official Plan policy requiring the submission of an Affordability and Accessibility Analysis as part of a complete application for residential development, subject to criteria. Gaps 1-3 City Development ■□□ ■□□ $ In Progress Although staff is already requesting the submission of an affordable housing brief for major residential development applications, the development application submission requirements will be updated through an upcoming house- keeping amendment to the Pickering Official Plan, to include an Affordable and Accessible Analysis. 2.0 Financial Incentives 2.1 Consider establishing a corporate policy whereby surplus or underutilized City-owned lands or buildings that are not required for municipal purposes, such as for parkland, are first considered for development of affordable rental housing. Gaps 1-3 Corporate Services, Finance and City Development ■■□ ■■□ $$ - $$$ Work Has Not Commenced - 58 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 2.2 Consider waiving fees or providing a grant equivalent to certain development application fees, development charges, property taxes, and/or parkland dedication requirements, for affordable rental, affordable ownership, and/or supportive housing developments on a case- by-case basis. Gaps 1-3 Finance □■□ □■■ $$ - $$$ No longer required City staff involvement not required due to the introduction of Bill 23 that has provided financial relief to some degree for affordable units. The loss of DC fee revenues is now funded by casino funds. Bill 23 had a direct impact on the action item as the Province provided exemptions or reductions to development charges (DC’s) as--of-right. Affordable units are exempt from paying DC’s and parkland dedications. Rental units have reduced DC rates based on the number of bedrooms. 2.3 Prioritize and facilitate approvals for projects which provide affordable rental, affordable ownership, supportive housing, and purpose-built rental housing units. Gaps 1-3 City Development, Engineering, Fire ■□□ ■□□ $ On-Going Currently, applications that include affordable or rental units are prioritized and streamlined on an ad hoc basis. 2.4 Consider establishing a Housing Reserve Fund which can be funded through a special levy and/or Community Benefit Charge. Gaps 1-3 Finance □■■ □■■ $ No longer required This action item is no longer required due to the introduction of Bill 23. - 59 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 2.5 Consider undertaking a feasibility study for a Vacant Home Tax. Gaps 1-3 Finance □■□ □■□ $ Action not to be implemented The introduction of a vacant home tax requires administration support and corresponding financial resources. The benefits are questionable when measured against the cost to implement the program. The actual number of vacant homes is often much smaller than initially believed. In Toronto, only 2,100 properties were declared empty out of 775,000 declarations which represents a vacancy rate of approximately 3/10”s of one percent. 3.0 Other 3.1 Encourage developers to consider designing flexible spaces that can accommodate shared living or multi-generational living. Gaps 1, 3 City Development ■□□ ■□□ $ In Progress Through pre-consultation meetings and preliminary discussions, staff are encouraging developers to consider designing flexible spaces. - 60 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 3.2 Consider connecting interested developers with experts or consultants in the field of management, and operation, of affordable, rental housing. Gaps 2 Economic Development, City Development ■□□ ■□□ $ In Progress Staff continue to network to confirm opportunities to connect the development community with experts in affordable and rental housing. In May 2024, a new City policy, and a formalized registration process, was approved to better profile and support local ratepayer associations, which offers direct communication to each association regarding Council and Committee meetings. 3.3 Provide guidance to developers, not-for-profits and other proponents of affordable rental, affordable ownership and/or supportive housing, on the planning and building approvals processes. Gaps 1-3 City Development ■□□ ■□□ $ In Progress Staff provides guidance through preliminary discussions regarding the City‘s Housing Strategy, and through formal pre-consultation comments. Staff will continue to review what information packages can be created to further assist, and educate, proponents in the planning and building approval process. - 61 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 3.4 Share information with developers about funding and other incentives available to address the City’s housing needs. Gaps 1-3 City Development ■□□ ■□□ $ In Progress The City’s website includes a weblink to Durham Housing information. See: Affordable and Emergency Housing - City of Pickering City Development staff participates in a Durham Region Working Group tasked with investigating updating policies regarding exemptions for affordable housing proposals. 3.5 Consider advocating for the Province to establish a minimum number of accessible units or a percentage of accessible units for major residential development. Gaps 1-3 Corporate Communications ■□□ ■□□ $ Work Has Not Commenced 3.6 Consider advocating for the school boards to reduce, waive and/or defer their portion of Development Charges for affordable rental housing. Gaps 1, 2 Corporate Communications ■□□ ■□□ $ Work Has Not Commenced - 62 - Action Item Update – Annual Housing Monitoring Report Action Gap # Addressed Lead Department Initial Time Frame New Time Frame Cost Status Update 3.7 Establish a Monitoring Plan that will annually update and review the baseline data set established in the Research and Gap Analysis Report, March 31, 2021, to ensure goals and objectives of the Housing Strategy are being met. Gaps 1-4 City Development ■□□ ■■■ $ Ongoing Staff are continuously working with Regional and Provincial partners to understand what data sources can be monitored and the most effective means of reporting the data. Monitoring will include tracking affordable and rental housing including existing, proposed, and approved applications. (as per Council Resolution #956/22). 3.8 To consider adding a dedicated function, similar to an Office of Affordability, within the City, the scope of work which would include being responsible for implementing the Pickering Housing Strategy & Action Plan 2021-2031, December 22, 2021. Gaps 1-4 City Development $$$ Completed 2024 A Senior Planner, Housing was hired in May 2024. A new cost centre for an Office of Affordability, in the City Development Department, was established through the 2024 Budget process. - 63 - Appendix II to Report No. PLN 02-25 Affordable Residential Units for the Purposes of the Development Charges Act, 1997 Bulletin - 64 - The Affordable Residential Units for the Purposes of the Development Charges Act, 1997 Bulletin Note: The bulletin is effective June 1, 2024 and will be updated/revised June 1, 2025) The bulletin sets out the market-based (that is, average purchase prices and market rents) and income-based thresholds that are to be used to determine the eligibility of a residential unit for an exemption from development charges and exclusions from the maximum community benefits charge and parkland dedication requirements. Applicable units must be subject to agreements that provide for them to remain affordable residential units for 25 years. Units must also be sold or rented on an arm's length basis. For ownership housing, a unit would be considered affordable when the purchase price is at or below the lesser of: •Income-based purchase price: A purchase price that would result in annual accommodation costs equal to 30% of a household’s gross annual income for a household at the 60th percentile of the income distribution for all households in the local municipality; and •Market-based purchase price: 90% of the average purchase price of a unit of the same unit type in the local municipality. For rental housing, a unit would be considered affordable when the rent is at or below the lesser of: •Income-based rent: Rent that is equal to 30% of gross annual household income for a household at the 60th percentile of the income distribution for renter households in the local municipality; and •Market-based rent: Average market rent of a unit of the same unit type in the local municipality. Bulletin for Pickering: Affordable Purchase Price: SDU, Semi-detached DU, Townhouse, Condo apartment $499,400 Affordable Monthly Rent: Bachelor apartment $1036 Affordable Monthly Rent: One Bedroom apartment $1396 Affordable Monthly Rent: Two Bedroom apartment $1640 - 65 - Report to Council Report Number: FIN 02-25 Date: January 27, 2025 From: Stan Karwowski Director, Finance & Treasurer Subject: 2025 Financial Housekeeping Report -File: A-2000-001 Recommendation: 1.That Council approve an increase to the 2025 Low Income Seniors & Persons with Disabilities Tax Grant amount, from $560 to $600 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 2025 balanced budget plan; 3.That Council approve the cancellation of the following previously approved Capital projects: Project Number Description Unspent Budget Amount C10700.2018 Seaton North FS - Land $1,400,000 C10700.2305 Seaton Fire Station B Land Purchase $1,350,000 C10700.2401 FS #5 Replacement $4,600,000 C10225.2402 New Pilates Reformer Machines $23,000 C10240.2306 Server Room FM200 System Replacement $77,000 C10300.2302 EV Charging Stations - Operations Centre $77,000 C10305.2407 1 Ton Dump Truck with Aluminum Body and Crane $175,000 C10305.2408 Utility Truck $150,000 C10315.2413 4 Ton Dump Truck Roll-off Body $350,000 C10600.1903 Purchase of Land - Pickering Innovation Corridor $9,000,000 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 Manager, ERP & Financial Systems or designate to attend the 2025 annual SAP Sapphire Conference in Orlando, Florida, and that the total conference costs not to exceed $4,150 (CAD); - 66 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 2 b) International travel by the Director, Economic Development & Strategic Projects or designate to attend the 2025 annual conference for International Economic Development Council in Detroit, Michigan and that the total conference costs not to exceed $5,000 (CAD); c) International travel by the Director, Economic Development & Strategic Projects or designate to attend the 2025 conference for American Public Transportation Association Conference & Expo in Chicago, Illinois and that the total conference costs not to exceed $5,000 (CAD); 5. That the following capital projects have their financing sources changed from Debt financing to City’s Reserves/Reserve Funds, to help preserve the ARL room for future capital projects: a) C10700.2307 (Fire Pumper Rescue Replacement, total cost of $2,009,372) – originally approved for $9,372 in property tax funding and $2,000,000 in debt financing (FIR 01-24) – being changed to the Rate Stabilization Reserve for debt financing; b) C10570.1701 (Westney Road - Full Road Reconstruction, total cost of $1,800,000) – originally approved as $300,000 in debt financing (2017 Capital Budget) and $1,500,000 from the Road & Bridges Reserve Fund, - full amount $1,800,000 to be funded from Road & Bridges Reserve Fund; 6. That the Purchasing Policy (PUR 010) be revised to change the dollar threshold amount that requires Council approval from $25,000 to $100,000 for Public Art Project purchases or Public Art projects, and that Community Services staff report back to Council in the first Quarter of 2027 evaluating these changes; 7. That the Director, Finance & Treasurer be authorized, at his discretion, to undertake the following actions: a) Any 2025 surplus Current Operating funds at year-end in excess of approximately $125,000 be allocated in the following ratio: 30 percent to the Rate Stabilization Reserve (8007); 30 percent to the Facilities Reserve (8026); and 40 percent 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); - 67 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 3 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 Reserve for Sustainable Initiatives; f) Transfer 50 percent of revenues collected from Municipal Accommodation Tax (MAT) after collection and administrative expenses (subject to Council’s approval of the tax) to the MAT Reserve (8042); g) An amount up to $665,716 from the Casino Reserve to fund the net cost of the Major Capital Facilities Cost Centre (10330); h) Where the 2025 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); i) Where the 2025 actual investment income (10600.406000) exceeds the budget amount of $1,800,000, the excess funds will be transferred to the Balloon Payment Reserve (8039), to minimize future debt costs; j) Where the 2025 actual winter control costs exceed the budget, the deficit will be funded by a transfer from the Winter Control Reserve; k) Where the actual 2025 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); l) Where the actual 2025 Payment-in-Lieu Education Share revenues are less than the budget estimates, the deficit will be funded by a transfer from the Rate Stabilization Reserve (8007); 8. 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); - 68 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 4 c) Apply for all grants included in the 2025 Current Budget, 2025 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 2025 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 2025 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; h) Adjust the per kilometer travel expense reimbursement rate (last increased in 2024) with an effective date of March 1, 2025, from 0.70 cents per kilometre to 0.72 cents per kilometre for the first 5,000 kilometres and from 0.64 cents per kilometre to 0.66 cents per kilometre for travel beyond 5,000 kilometres; 9. a) 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 or CBC related matters; b) That Council approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to Watson & Associates Economists Ltd., for the Development Application Approval Process (DAAP) study in the amount of $101,540 (net HST); 10. a) 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; - 69 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 5 b) That Council approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to PSD Citywide Inc. for the completion of the Asset Management Plan (AMP) to be completed in 2025 in an amount not to exceed $98,000 (net HST); 11. That Council approve the continuing engagement of the following firms: Nixon Poole Lackie LLP, Municipal Tax Equity (MTE) Consultants Inc. and MTE Paralegal Professional Corp 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; 12. That Council approve the following grants, which are exceptions to the Community Grant policy, and that these grants be funded from the General Government Grants to Organizations accounts 50305, 503050 and the Grants Contingency account: a) A grant to the Pickering Lawn Bowling Club, in the amount of $3,000, to purchase five sets of smaller bowls that weigh less for seniors to handle; b) A grant to Pickering Pentecostal Church, in the amount of $20,000, to be used for youth leadership programming, including retreats and camps throughout the spring and summer and seminars for both youth and their guardians concerning mental health, parental support and career planning; c) A grant to the Rotary Club of Pickering, in the amount of $10,000, to be used towards hosting the Pickering 2025 Ribfest; d) A grant to the Redeemed Christian Church of God – Fountainhead Chapel, in the amount of $4,500, to be used towards the purchase two classroom projectors, two projector screens, digital media and website maintenance, honorarium for five trainers and program software, supplies and accessories; e) A grant to the Canada SCORES Toronto, in the amount of $3,000, to be used to enhance the free after school program offered to the children of the Bayview Heights area, including the purchase of equipment, uniforms and a healthy snack program; f) A grant to the Pickering Islamic Centre, in the amount of $5,000, to be used towards hosting an annual event called “The Carnival”, including food stalls, retail stalls, gaming area for kids, live video game, small animal shows, etc.; g) A grant to Dedicated Advocacy and Resources Servies (DARS), in the amount of $50,000, to be used for food ($6,000), a storage unit ($3,300), kitchen appliances ($6,000), clients transportation ($2,000), footcare ($3,000), temporary housing ($4,000), living rough supplies ($5,000), first aid supplies ($1,000) and DARS farmhouse roof ($19,700); - 70 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 6 h) A grant to Ontario Shores Foundation for Mental Health, in the amount of $25,000, to go towards raising funds for the renovation of live-in units for patients and their families and for technology upgrades including online educational courses for reinforcing skills at home and having interactive multimedia technology in psychiatric units to engage patients therapeutically; i) A grant to Durham Alliance Association Social Club, in the amount of $2,000 to be used towards the costs of hosting events and/or workshops held in Pickering, including facility rental, guest speaker fees and printing or communication costs related to the materials for Pickering workshop(s), with proof of third-party receipts to reimburse actual costs; j) A grant to the Royal Canadian Legion Branch #606 in the amount of $9,000 to be used to renovate the men’s washroom in the Banquet Hall to make it more accessible; k) A grant to the Royal Canadian Legion Branch #606 – Ladies Auxiliary in the amount of $9,000 to be used to renovate the ladies washroom in the Banquet Hall to make it more accessible; l) A grant to the Pickering Palestinian Association in the amount of $4,500 to be used towards the cost of hosting the following events: City of Pickering Cultural Fusion, Hoops with PPA, and a summer outdoor event partnering with autism groups in Durham Region, including the cost for renting tents, AV equipment, tables and chairs, entertainment and trophies; 13. That FIN 040 Community Grant Policy be amended by adding the following additional provisions and the change to the policy be effective for the 2026 Community Grants program; a) That the grant application deadline date for the 2026 Community Grant Program be September 26, 2025, to give community groups sufficient time to complete their applications; b) That, for the 2026 budget and future years, that the provision of meals not be an eligible expense to be funded under the Community Grant Program and City programs; c) That the exclusion of organizations (from the City’s grant program) that receive bingo revenues not apply to those agencies that provide counselling or mental health services; 14. That Council waive the Purchasing Policy retroactively to January 1, 2024 where the estimated vehicle repair cost is below $30,000 (HST excluded) for all fleet vehicles and off road vehicle equipment in 2025, however, a purchase order is still required; 15. That Council authorize the Director, Finance & Treasurer to fund the Bill 23 Development Charge revenue loss for 2024 in the amount of $3,258,746 from the - 71 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 7 Casino Reserve to the various Obligatory Development Charges Reserve Fund category accounts, as provided for in the 2024 and 2025 Budget: a) The amount of $964,194 due to the Bill 23 fee reduction incurred in 2024; b) The amount of $2,294,552 due to the Bill 23 exemption for Non-Profit Corporations as provided under section 4.2(2) of the Development Charges Act (1997); 16. That Council approve the Building Faster Fund (BFF) Investment Plan for 2025 that is included in the 2025 Capital Budget in the amount of $4,925,000, and that, if the City is not successful in obtaining BFF funding (earned in 2024 and anticipated to be received in 2025), that the funding shortfall be adjusted at the discretion of the Director, Finance & Treasurer; 17. That Council approve the following change to the Financial Control Policy (FIN 030): That construction related Purchases change orders require the following approvals based on dollar limits and that the Chief Administrative Officer is authorized to act on behalf of Council during any recess, break or absence of Council: a) Up to $99,999 – approval by Department (Director/Manager) b) $100,000 to $249,999 – approval by the CAO and Director, Finance & Treasurer c) $250,000 and above – Council approval is required; 18. That Council approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to TYLin International Canada Inc. to undertake the Foundation Drainage Discharge Policy in the amount, not to exceed $150,000 (net HST), as approved in the 2025 Current Budget; 19. That Council approve the change of funding source for capital projects C10575.2503 (Sideline 16 South of Fifth Concession) in the amount of $75,000 and C10575.2504 (Sideline 16 North of Fifth Concession) in the amount of $85,000 from the Development Charges Transportation Reserve Fund to the Roads & Bridges Reserve Fund; 20. That Council approve an amendment to the General Municipal fees and Charges By- law 6191/03 as set out in Attachment 1 to Report FIN 02-25 to reflect the following changes: User Fee Change 2025 Approved Fee (excluding HST) 2025 Amended Fee (excluding HST) Other Fees Peer Reviews Increase admin. fee from 10% to 15% Full recovery of City costs + 10% admin. fee Full recovery of City costs + 15% admin. fee Zoning By-laws - 72 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 8 Council adopted Consolidated Zoning By-law-Text Delete fee $50 N/A Council adopted Consolidated Zoning By-law-Full set of Schedules Delete fee $100 N/A 8149/24 – Set. 4 Volumes New fee N/A $1,330 8149/24 – Set. Volume 1 New fee N/A $150 8149/24 – Set. Volume 2 Schedules New fee N/A $100 8149/24 – Set. Volume 3 Exceptions New fee N/A $600 8149/24 – Set. Volume 4, Exceptions New fee N/A $500 21. That the City’s share of the Municipal Accommodation Tax be used to replace Rate Stabilization Reserve funding for tourism-related events for the 2026 Current Budget; 22. That Council approve an increase to the Capital Budget for C10315.2112 (1 Ton Truck with Utility Body Replacement) approved in the 2021 Capital Budget and funded from the Vehicle Replacement Reserve from $130,000 to $200,000; 23. That Council approve the Capital Budget for C10572.2511 (Community Improvement Initiative) in the 2025 Capital Budget, and funded from the Casino Reserve in the amount of $300,000 for the construction of outdoor fitness equipment ($100,000 for each ward); 24. That Council approve the amended funding agreement between the Northeast Pickering Landowners Group Inc. and the City of Pickering for the salary and related costs of a Senior Project Manager (contract) dedicated to managing the preparation of the overall community plan for the Northeast Pickering Area, generally as set out in Attachment 2; 25. That Council endorse the principle that when City policies are at cross purposes as it relates to financial planning and budgets, that the guiding principle shall be that investments in municipal infrastructure that’s provides a safe environment for our residents and staff shall be given priority; 26. That any Naming Rights revenues associated with the Pickering Heritage & Community Centre be applied towards the annual City share of debt charges for this facility; - 73 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 9 27. That Council approve an additional grant in the amount of $500 to St. Paul’s on-the-Hill Community Food Bank to be funded from the return of $500 (unspent dollars) from Pickering-Ajax Caremongers 2023 grant; 28. That Council approve the award of Q2024-55 for the Replacement of HVAC Units AC3, AC2 and C1 at George Ashe Library and Community Centre (GALCC) as submitted by Bird Infrastructure Ltd., for a net HST cost of $497,904 and that the project funding shortfall of $254,548 be funded from the Capital Operational Emergency Needs account (503510.11100); and, 29. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to seek the authorizations and directions necessary to implement the 2025 Financial Plans as reflected in the 2025 Current and Capital Budgets. Under the Strong Mayors legislation, the budget was deemed adopted on December 30, 2024. Many of the recommendations in this report are similar to the 2024 Financial Housekeeping Report (FIN 06-24). The foundation of this report is based on the Mayor’s 2025 budget with a levy increase of 3.75 percent. Table One provides a comparison of the 2025 levy increases for Durham Lakeshore municipalities is presented below. Table One 2025 Budgetary Levy Increases Pickering 3.75% Whitby 3.99% Clarington 5.19% Ajax 5.78% Oshawa 7.87% For many years, Pickering had the lowest property tax rate among the Durham Lakeshore municipalities and the City will maintain its record based on the 2025 budget levy increases. (It should be noted, that prior to the receipt of casino funding, that for many years, Pickering had the lowest property tax rate). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key to Deliver on Good Governance – Open & Transparency. - 74 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 10 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. Discussion: The purpose of this report is to seek the authorizations and directions necessary to implement the 2025 Current and Capital Budgets. Under the Strong Mayors legislation, the budget was deemed adopted on December 30, 2024. Explanation of Key Recommendations Possible Draw from Building Permit Reserve Fund – Recommendation 2 The 2025 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 2020 up to and including the 2025 Budget. Chart One Building Permit & Planning Fees The financial impact of the pandemic is reflected in the earlier years. The 2025 budget for building permit and planning fees is approximately $7.7 million. This represents 25.5 percent of the total departmental revenues. The Building Services cost centre is fully funded from $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 $8,000,000 $9,000,000 $10,000,000 2020 2021 2022 2023 2024 YTD 2025 Budget Building Permit Fees Planning Fees - 75 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 11 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 2025 Budget plan. Cancellation of Capital Projects – Recommendation 3 The capital projects listed in Recommendation 3 and in the table below, in many cases have been re-budgeted in the 2025 Capital Budget or 2026 – 2034 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 C10700.2018 Seaton North FS - Land $1,400,000 C10700.2305 Seaton Fire Station B Land Purchase $1,350,000 C10700.2401 FS #5 Replacement $4,600,000 C10225.2402 New Pilates Reformer Machines $23,000 C10240.2306 Server Room FM200 System Replacement $77,000 C10300.2302 EV Charging Stations - Operations Centre $77,000 C10305.2407 1 Ton Dump Truck with Aluminum Body and Crane $175,000 C10305.2408 Utility Truck $150,000 C10315.2413 4 Ton Dump Truck Roll-off Body $350,000 C10600.1903 Purchase of Land - Pickering Innovation Corridor $9,000,000 Approval to Attend International Conferences – Recommendations 4 a), b) and c) FIN 030 Finance Control Policy requires Council approval for all out of country conferences and this policy applies to all City and Library staff. - 76 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 12 It’s well known that technology advancements continues to grow at an almost exponential pace. For the past decades, municipalities have been faced with the challenge as to how to stay abreast of the changing technology and to translate these advancements into benefits for the municipality. Today’s technology conferences consist of technology driven workshops (classrooms) where new trends and advancement for computer systems, software and security are presented and discussed. The SAP Sapphire Conference is one of the premier events as it relates to enterprise software and technology. Attending the SAP Sapphire Conference offers the Manager, ERP a unique opportunity to stay updated on the latest trends and developments in SAP software. In addition, the conference provides an opportunity for networking, connecting with municipal peers and experts, and to gain the knowledge and resources needed to drive business success. Several Ontario Municipalities that have implemented SAP sent delegations in the past and have commented on the benefits of attending this conference. The International Economic Development Council (IEDC) Annual Conference offers economic developers valuable networking opportunities, access to expert-led workshops, and exposure to the latest trends and innovations in the field. It provides a platform for learning best practices, gaining insights into global economic trends, and discovering new tools and resources to enhance project effectiveness. The conference also offers professional development opportunities, including certifications and policy updates, helping attendees stay informed and grow their careers in economic development. Staff will collaborate with fellow economic development individuals across North America and participate in various business retention and foreign direct investment learning opportunities and networking events. APTA's TRANSform is the flagship event for public transportation professionals to engage in workshops, experience technical tours, and network with colleagues. Keynote speakers and educational sessions explore cutting-edge hot topics, including transformative technology, mental health awareness, community building, innovative funding, safety and security, workforce development, worldwide mega projects, and more. APTA EXPO is the public transportation industry’s long-standing, premier resource for advancing mobility systems through a robust showcase of the latest-breaking technologies, products, and services. It provides solutions to increase and retain ridership, reinvent the rider experience, infuse technology to enhance convenience, improve security, transition to a more sustainable system, boost system-wide reliability, and more. Economic Development & Strategic Projects are engaged on a number of transportation projects including North Durham Transit and High Frequency Rail. APTA TRANSform will allow staff to engage with relevant stakeholders in the industry and understand best practices to strengthen advocacy efforts of bringing transit to Pickering Engaging Watson & Associates to assist City staff to complete the Development Application Approval Process (DAAP) – Recommendation 9 b) Recommendation 9 b) seeks Councils approval for the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to Watson & Associates Economists Ltd., for the Development Application Approval Process (DAAP) study in the amount of $101,540 (net HST). Watson & Associates Economist’s Ltd has extensive - 77 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 13 experience in the development of full cost of service models and adoption of full-cost or policy driven user fees in over 65 Ontario municipalities and conservation authorities, including over 40 reviews since the beginning of 2021. Furthermore, the firm’s extensive experience in recent years working with municipalities as across the GTA demonstrates their understanding of the current planning application review environment, including how the delivery of services has evolved between the Region and lower tier municipalities with changes made to the Planning Act since Bill 109 through to Bill 185. The DAAP study will assess the full cost of service, providing valuable input to City staff and Council of the true cost and funding sources of the development review process to inform future budgeting and service level decisions. The full cost of service assessment informs the development application fee structure recommendations, including the exploration of fee structure improvements, and new fees to improve cost recovery and better align cost recovery with the beneficiaries of service received. Fee structure changes and improvements will be made in the context of municipal comparators (to consider applicant affordability), the full cost of service and cost recovery policies, legislative changes (e.g. changes to planning application review processes as a result of Bill 23 and Bill 85), and recent changes such as investments in infrastructure technology and other changes to review processes such as more robust pre-application consultation involvement identified in prior updates undertaken for the City. It is expected that the fee structure recommendations will increase revenue, mitigating the tax-based funding support for the development review services that currently exists and providing for a sustainable building permit review reserve fund. A better understanding of costs and full cost recovery fees has also allowed municipalities to increase their staff compliment in response to increased development applications without tax funding support. Transfer of $3,258,746 from the Casino Reserve to Fund Bill 23 shortfall – Recommendation 15 Bill 23, More Homes Built Faster Act, 2022, has had a significant financial impact on the City of Pickering. The legislation was introduced in November 2022 and impacted municipalities who had passed a new Development Charge (DC) By-law as of January 2022. Since Bill 23 has been enacted, the City has incurred a total loss of $7,016,751. Year to Date Revenue Loss Due to Bill 23 DC Fee Reduction: 2023 $3,758,095 2024 964,104 $4,722,199 DC Exemptions 2,294,552 Year to Date Total $7,016,751 - 78 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 14 The majority of the loss has been due to the DC Fee Reduction or “haircut”, where the City was legislated to reduce its DC fee and had to fund the revenue loss. The loss was funded by casino dollars. The legislated DC fee reduction was eliminated as of June 4, 2024 and therefore, capping the fee revenue loss. However, municipalities are still responsible to fund the DC fee exemption for non-profit housing. The $2.29 million loss is the City’s cost for the lost DC fees attributable to the Trillium Housing Oak Non-Profit Corporation. 2025 Building Faster Fund Investment Plan – Recommendation 16 The Building Faster Find (BFF) is a provincially funded program designed to reward municipalities that enable home construction, based on meeting its provincially assigned housing targets. It is a three-year program that will provide $400 million per year to municipalities that have achieved 80 percent or more of their annual housing targets. The funds are awarded based on the percentage of the housing targets met, with bonuses for exceeding the target (up to a maximum of 25% over target). In 2023, Pickering experienced 1,502 new housing unit starts, exceeding their target of 951 units by 58 percent. As a result, the City received the maximum funding allocation available, $5.2 million for 2024. Council approved the BFF 2024 Investment Plan at its September 29, 2024 Council Meeting (Report FIN 18-24). The capital projects approved in the BFF 2024 Investment Plan total $4,550,000, with the remaining grant funds of $650,000 to be carried over to 2025 to be utilized for 2025 capital projects. Staff’s preliminary estimate, based on 2024 housing construction activity, indicates that the City will again exceed their housing target for 2024 and would be entitled to receive approximately $4.2 million in BFF funding in 2025. The table below identifies the proposed capital projects included in the City’s BFF 2025 Investment Plan, subject to the provincial approval. The projects total $4,925,000. Project # Project Name Budget C10570.2505 Creekview Circle – Asphalt Resurfacing $510,000 C10570.2506 Rosebank Road - Asphalt Resurfacing $460,000 C10570.2507 Douglas Avenue - Asphalt Resurfacing $320,000 C10570.2508 Sunrise Avenue - Asphalt Resurfacing $490,000 C10570.2509 Storrington Street - Asphalt Resurfacing $350,000 C10570.2511 Echo Point Court - Asphalt Resurfacing $210,000 C10570.2512 Greenburn Place - Asphalt Resurfacing $600,000 - 79 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 15 C10570.2513 Linwood Street - Asphalt Resurfacing $435,000 C10570.2514 Lodge Road - Asphalt Resurfacing $570,000 C10570.2515 Fairview Avenue – Reconstruction $75,000 C10570.2516 Vistula Drive - Asphalt Resurfacing $430,000 C10570.2517 Garvolin Avenue - Asphalt Resurfacing $475,000 Total $4,925,000 Recommendation 16 seeks Council’s approval of the BFF Investment Plan for 2025 that is included in the 2025 Capital Budget in the amount of $4,925,000, and that, if unsuccessful for the 2025 BFF grant, the funding source will be adjusted at the discretion of the Director, Finance & Treasurer. Enhancing the City’s Financial Control Policy – Recommendation 17 The post COVID era has resulted in substantial increases in construction costs translating into higher construction contingency budgets. Contingency budgets are based on a percentage of the construction budget and these contingency budgets can be several millions. Currently there are no dollar limit approvals required as it relates to a contingency budget expenditure. Recommendation 17 establishes dollar limits for construction purchase change orders. The introduction of these dollar limits will provide the following benefits: 1. Cost control: Dollar limit approvals help maintain better control over project costs by requiring higher-level approval for changes that exceed predetermined thresholds. This ensures that significant cost increases are carefully scrutinized before being approved. 2. Risk management: Dollar limit approvals help mitigate financial risks by preventing unauthorized or excessive spending on change orders. This is particularly important for large-scale projects where costs can quickly escalate. 3. Budget adherence: The approval process helps keep projects within their allocated budgets by requiring justification and authorization for changes that may impact the overall project cost. 4. Improved communication: The approval process encourages better communication between project stakeholders, as significant changes require discussion and justification before approval. 5. Data-driven decision making: By tracking change orders and their associated costs, organizations can gather valuable data to inform future project planning and budgeting decisions. - 80 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 16 The City’s external auditor has been consulted with these proposed changes and is in support of the new policy. Foundation Drainage Discharge Policy – Recommendation 18 Recommendation 18 is seeking Council’s to approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to TYLin International Canada Inc. to undertake the Foundation Drainage Discharge Policy, in the amount not to exceed $150,000 (net HST), as approved in the 2025 Current Budget. Staff have reviewed and are recommending approval of the fee proposal submitted by TYLin International Canada Inc. for the Foundation Drainage Discharge Policy. The objective of this policy is to preserve conveyance capacity and water quality in the City’s storm sewer system through an approach that prohibits temporary and long-term groundwater discharge from high-rise developments to City storm sewers. The need for this policy has arisen from recent trends in housing intensification whereby high-rise developments with multiple underground parking levels are being constructed with foundation drainage systems. Prioritize Investments in municipal infrastructure that’s provides a safe environment for our residents and staff – Recommendation 25 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 25 will assist in the budget development phase and save staff time by prioritizing infrastructure spending for the safety of our residents and staff. PHCC Naming Rights revenues to be applied towards the City Share of Debt Charges – Recommendation 26 The funding strategy for PHCC includes grants, DC debt (growth related) and City share debt (which is taxpayer funded). The estimated City share annual debt charges is approximately $640,000 per year for the next twenty years. The potential naming rights revenue is directly linked to the facility and therefore, these revenues should be applied to help fund the facility. Explanation of Key Issues Update to the Development Chart Background Study and Community Benefit Charge Study The City of Pickering charges Development and Community Benefit fees to new/repurposed development to fund the growth-related capital costs. Under the Development Charges Act, 1997, municipalities are required to prepare a Background study to establish the growth forecast, capital costs and then calculate the charge that new development needs to pay to fund the cost of this new infrastructure. - 81 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 17 The city completed its last background studies in July 2022. Since then, several factors have caused a significant increase in the capital costs required to be funded from Development Charges and Community Benefit Charges: • Council priorities have been clarified to include direction for Pickering Heritage & Community Centre (PHCC) and possible new initiatives such as Petticoat Creek Conservation Area; and • Inflationary cost pressures on major capital facilities projects have reached unprecedented levels. The legislation allows municipalities to increase the fees annually to reflect the impact of inflation on project costs, using Statistics Canada’s Non-Residential Building Price Index (NRCPI). Prior to 2020, the ten-year average of the NRCPI was 2.61 percent. However, since COVID, construction prices have escalated at rates not seen in decades across the province. In 2021 and 2022 the NRCPI averaged almost 15 percent per year. Chart Two Historical Non-Residential Building Construction Price Index Even with the annual allowable increases to the Development Charges fees, the additional revenues from the fees do not compensate fully for the inflationary pressures facing the City’s capital program. The tender results for PHCC which saw the prices come in 158 percent over the initial budget included in the 2022 Development Charge Background Study. Similarly, the budget for Seaton Recreation Complex & Library was increased by $119 million or 103 percent to reflect the current cost environment. A scan of other municipalities has seen similar results for tenders on the construction of recreation complexes throughout 2023. 0.00% 2.50% 5.00% 7.50% 10.00% 12.50% 15.00% 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 NRBCPI 10 Yr. Average - 82 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 18 Finance staff have undertaken preliminary work as it relates to DC fees and the estimated DC debt charges for the Seaton Recreation Complex & Library. The preliminary results indicate that our current fees are not sufficient or adequate to the meet the DC annual debt payment obligations (principal and interest). In other words, the City cannot entertain building the new Seaton Recreation Complex & Library until the DC & CBC Study with the corresponding fee increase is completed. Good News! – There Appears to be No Reassessment Planned for 2025 In 1998, the Province of Ontario introduced the new Ontario Fair Assessment System (OFAS). The purpose of this new assessment system was to eliminate the historical inconsistent measure of property values across the Province and to enhance the level of fairness and equity into the assessment and property tax system. The new assessment system uses a Province-wide valuation date to establish the theoretical value of each property (structure/land) based on the principle that the value of the property is determined between a willing buyer and seller from an arm’s length transaction perspective. Last year (2024) was the ninth year of the Province’s four-year reassessment cycle. The current value assessment is based on a valuation date of January 1, 2016. Assessment- related increases are phased-in over four years, and assessment-related decreases are implemented immediately. The City does not receive any additional revenue as a result of reassessment. The corresponding property tax rates are adjusted for the increase in reassessment values to create an overall property tax neutral position on a total property class basis. Inevitably, when there is an overall change in assessment values, there is shifting of the property tax burden among property classes, and as well among individual property owners within each property class. Staff’s preliminary analysis indicates, that when the re- assessment is implemented, that will probably be a shift in property tax responsibility (dollars) from the commercial to the industrial property tax class due to the simple reason that cost of residential housing has increased at a faster rate than commercial properties. On the front page, on the bottom left corner, of the Final Residential Property Tax Bill is a schedule entitled “Explanation of Tax changes from 2024 to 2025”. This schedule includes a line called Tax change due to Reassessment and this line will be zero for this year. Historically, the annual Provincial Budget has been the trigger for the announcement of the next reassessment cycle. The most recent Provincial Budget was silent on the next reassessment and therefore, it appears that there will not be a reassessment for 2025. Consulting and Professional Fees The City engages consultants where specialized expertise and/or technology is needed that is not available within the City’s internal resources. One of the advantages of using consultants is that they can bring experiences or “lessons learned” from other municipalities that would benefit the City and potentially reduce costs. Consultants usually work alongside City staff to deliver services in an efficient and timely manner. Consultants may include experts in several areas, including strategic planning, - 83 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 19 planning & design, engineers and building specialists, IT specialists and finance & accounting experts (development charges, accounting standards and asset management). Below is a summary of the City’s gross and net actual consulting and professional costs for the last three years. Please note that under the City’s “Chart of Accounts” there is only one account that captures both consulting and professional fees. In other words, this account captures both expense types: consulting and professional fees. Professional fees include the provision of external audit and legal fees. Therefore, when viewing the actual costs, the reader has to consider that the account information does not represent only the consulting component. Consulting and professional costs can be funded from several sources, including property taxes, federal and provincial grants, third-parties, reserve funds and reserves. As you can see from the above summary, the City’s spending on consulting and professional services and the percentage funded by property taxes can vary from year to year. The 2022 actuals, as expected, are lower, due to the fact, that year still included the effects of COVID on City operations. The higher actual consulting costs for 2023 largely reflect the increase in government grants and third-party recoveries that the City received, and consulting carryovers from 2022. For 2024, the percentage of property tax funded costs for consulting and professional fees is lower (49%) compared to 2022 (76%) and 2023 (71%) as many of the consulting services provided in 2024 were funded from Reserves and Reserve Funds for growth related studies and Asset Management Planning purposes. Actuals Actuals Year to Date Line #Box A 2022 2023 2024 Gross Vs. Net Cost A Gross Cost 2,971,426$ 4,511,155$ 3,459,357$ Net Cost B Property Tax Funded 2,257,003$ 3,211,407$ 1,681,732$ C = A/B % Property Tax Funded 75.96%71.19%48.61% Box B Net Cost As a Percentage of Total Expenditures D Gross Cost 2,971,426$ 4,511,155$ E Total City Expenses 111,683,561$ 132,877,982$ Consulting & Professional Fees F = D/E As a % of Total Expenses 2.66%3.39% Analysis of City's Consulting & Professional Fees - 84 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 20 For “Box A”, the above analysis, indicates that when reviewing consulting and professional fees, there are actually two figures to consider: gross and net. The net amount reflects what is being paid for by Pickering taxpayers. For “Box B,” when you compare the gross spending to the total City expenses, actual consulting and professional fee expenditures is relatively low. In other words, for every dollar in expenditures, the City is spending less than 3.5 cents on professional and consulting fees. Debt Capacity and Annual Repayment Limit (ARL) Pickering is currently in a growth building phase due to Seaton that, in-turn, puts pressure on the City to provide services. In addition, the City now has to invest significant capital dollars to replace existing aging infrastructure. The City also has to take into consideration the current high construction cost of capital infrastructure and replacements. A perfect financial storm of new and old. The proper use of debt is an essential component of the City’s fiscal strategy. The use of debt promotes intergenerational equity. By borrowing, Pickering can distribute the cost of the asset over the lifetime of the asset. Debt is one of the several capital funding tools available to municipalities. When used responsibly, it can be a powerful tool to help finance long-term capital needs. Debt is an important part of the City’s strategy for investment in assets that have a long-term useful life. It is important to note that while debt is a funding source for capital, the amount owing, plus the related interest, must be paid in future years from operating funds. Debt is a trade-off between increased fiscal flexibility in the short-term versus reduced fiscal flexibility over the payment term. Please find below in Table Two an estimated financial snapshot of the City’s debt picture as of December 31, 2026. This table does not include the Seaton Recreation Complex & Library. The financial impact of the Seaton Recreation Complex & Library will be addressed in a future report to Council. - 85 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 21 Table Two City’s Estimated Debt Summary as of December 31, 2026 (Excluding the Seaton Rec Complex & Library) Several of the above listed capital projects, are not at the tender stage and therefore, the cost used in the above analysis is a projection. There is a financial risk that, once these projects are tendered, the tendered cost may exceed the budget resulting in additional financial pressure. Report FIN 03-24 outlined the debt strategy for the Pickering Heritage & Community Centre (PHCC) whereby the City would delay the issuance of external debt until the last quarter of 2025 where it is anticipated that the interest rates would have decreased from their 2024 peak. At this current time, PHCC project is being cash flowed from existing reserves and reserve funds. The Municipal Act through Regulation 403/02 permits a maximum of 25 percent of net operating revenues to be used to fund principal and interest charges for debt. This is called the Annual Repayment Limit or ARL. For Pickering, the net operating revenues consists of the following major items: Taxpayer Growth Debt DC (Debt)Total Current Debt Issued as of December 31, 2024 38,402,116$ 17,218,000$ 55,620,116$ PHCC (Est.)8,367,000 16,522,000 24,889,000 Prior Commitments (With Additional Funding) Fire Station 5 11,300,000 11,300,000 Animal Shelter 10,265,000 10,265,000 Draft Capital Budget 2025 - Municipal Land commitments 3,588,900 3,588,900 Northern Satellite Facility 663,000 663,000 Draft Forecast 2026 Capital Budget - City Hall Tower Retro Fit 3,930,000 3,930,000 Fire Pumper 2,242,500 2,242,500 Municipal Land commitments 2,966,500 2,966,500 Vehicles - 710,000 710,000 Total 61,999,116$ 54,175,900$ 116,175,016$ Increase over 2024 (December 31)61.45%214.65%108.87% - 86 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 22 • Property tax revenue • User fees and charges • Fines, penalties and interest on taxes • License fees, permit fees and rent • Gaming and casino revenues Every year, as the budget levy increases, the City’s net operating revenues increase, and that in-turn results in an additional debt capacity. Over the last seven years, the City has maintained a steady course as it relates to debt use and has maintained its debt level below 5 percent of the maximum allowed of 25 percent. The financial strategy of being prudent and cautious has served the City well as it relates to its management of debt. With the addition of a new revenue source (casino revenue), the City can now proceed to consider, to a certain degree, and expanded use of debt. Ontario Regulation 403/02 does permit municipalities to appeal to the Ontario Land Tribunal (OLT) to exceed the 25 percent limit. The use of this path by municipalities is rare. Staff are aware of two situations whereby municipalities requested an exemption to exceed the limit to borrow funds to install water and sewer infrastructure. On other words, the higher capital costs were directly funded by corresponding water and sewer rates and this revenue stream has a low risk of default and or failure. Chart Three below presents a projection of the City’s ARL based on the 2025 Capital Budget and planned capital expenditures for 2026 excluding the Seaton Recreation Complex & Library. The City’s (Council endorsed) debt guideline is 17.5 percent. Chart Three City’s Debt Capacity Measured Against the ARL Limit 0.00% 5.00% 10.00% 15.00% 20.00% 25.00% 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 ARL City %Projection City Target - 87 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 23 Currently, interest rates are slightly higher than in the recent past and the Bank of Canada has indicated that there may be future interest rate reductions. As a result, the current financial debt strategy is to defer the issuance of debt until the beginning of 2026 for major projects such as the PHCC, major fire vehicles, replacement of Bayly Street Fire Station #5 and the new animal shelter. The financial impact of the debt issuance delay is reflected in the above chart where there is a substantial upward increase in the ARL line for 2026. However, it should be noted that this plan will be monitored and the timing of the borrowing may change depending on actual project activity and cash flow requirements. Casino Revenues Update The City has been receiving casino revenues from Ontario Lottery Corporation since 2021. Chart Four provides the casino revenue history for the City that includes the most recent payment for the last quarter of 2024. Chart Four Casino Revenue History The total casino revenues for 2023 was $18,460,408 and for 2024, it is $17,451,454 – a decrease of $1,008,954. Hopefully, the introduction of the Pickering Porsche Experience Centre will reverse this trend. For this current term, Council passed a motion to share the casino revenues with Durham Region. In 2023, Durham Region received $4,280,204 and for 2024, the payment amount is estimated to be $3,725,727 – a decrease of $554,477 over last year. The two-year total casino payments to Durham Region is $7,955,931. $- $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 $14,000,000 $16,000,000 $18,000,000 $20,000,000 2021 2022 2023 2024 - 88 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 24 2026 Current & Capital Budget & 9 Year Forecast The goal is to present the Mayor’s 2026 Budget by November 28, 2025. Similar to the 2025 budget, staff would deliver the budget binders to Councillors on November 28th and post the complete document on the City’s website on the same day. If required, a possible meeting day to discuss the 2026 budget could be December 15th, which is also the scheduled Council meeting day for that month. The budget work plan is to start working on budgets in June, with the Senior Staff Recommended Capital Budget Book to be posted on the City’s website in early November to solicit the feedback from Pickering residents. Asset Management Ont. Reg. 588/17 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. Attachments: 1.By-law to Amend By-law 6191/03 to Confirm General Municipal Fees 2.Northeast Pickering Senior Project Manager Position Funding Agreement Amendment Prepared By: Approved/Endorsed By: Jason Bekramchand James Halsall Senior Budget and Financial Analyst Division Head, Finance Stan Karwowski Director, Finance & Treasurer Original Signed By Original Signed By Original Signed By - 89 - FIN 02-25 January 27, 2025 Subject: 2025 Financial Housekeeping Report Page 25 Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By - 90 - Attachment 1 to Report FIN 02-25 The Corporation of the City of Pickering By-law No. 8157/25 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-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 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 7824/21, By-law 7918/22, By-law 7983/23, By-law 8119/24; By-law 8140/24, and By-law 8148/24: Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.Schedule “I” to By-law 6191/03, as amended, is hereby revised by deleting fee titled“Council adopted Consolidated Zoning By-law - Text” under Zoning By-laws within CityDevelopment - Planning as set out in Schedule “I” attached hereto. 2.Schedule “I” to By-law 6191/03, as amended, is hereby revised by deleting fee titled “Council adopted Consolidated Zoning By-law – Full set of Schedules” under Zoning By-laws within City Development - Planning as set out in Schedule “I” attached hereto. 3.Schedule “I” to By-law 6191/03, as amended, is hereby revised by adding a new fee titled “8149/24 – Set, 4 Volumes” under Zoning By-laws within City Development - Planning as set out in Schedule “I” attached hereto. 4.Schedule “I” to By-law 6191/03, as amended, is hereby revised by adding a new fee titled“8149/24 - Volume 1” under Zoning By-laws within City Development - Planning as set out in Schedule “I” attached hereto. 5.Schedule “I” to By-law 6191/03, as amended, is hereby revised by adding a new fee titled“8149/24 - Volume 2, Schedules” under Zoning By-laws within City Development - Planningas set out in Schedule “I” attached hereto. 6.Schedule “I” to By-law 6191/03, as amended, is hereby revised by adding a new fee titled“8149/24 – Volume, 3 Exceptions” under Zoning By-laws within City Development -Planning as set out in Schedule “I” attached hereto. - 91 - By-law No. 8157/25 Page 2 7.Schedule “I” to By-law 6191/03, as amended, is hereby revised by adding a new feetitled “8149/24 – Volume, 4 Exceptions” under Zoning By-laws within City Development-Planning as set out in Schedule “I” attached hereto. 8.Schedule “I” to By-law 6191/03, as amended, is hereby revised by changing the fee for Peer Reviews from “Full recovery of City costs+ 10% admin. fee” to “Full recovery ofCity costs+ 15% admin. fee” under Other Fees within City Development - Planning asset out in Schedule “I” attached hereto. By-law passed this 27th day of January, 2025. _____________________________________ Kevin Ashe, Mayor _____________________________________ Susan Cassel, City Clerk - 92 - Schedule I City Development - Planning User Fee or Chage 2024 Fee (Excluding HST) 2025 Fee (Excluding HST) HST Applicable (Y/N) 2025 Fee Effective Date Zoning By-laws Council adopted Consolidated Zoning By- law - text New $50.00 Y January 1, 2025 Council adopted Consolidated Zoning By- law - Full set of Schedules New $100.00 Y January 1, 2025 8149/24 - Set, 4 Volumes New $1,330.00 Y January 27, 2025 8149/24 - Volume 1 New $150.00 Y January 27, 2025 8149/24 - Volume 2, Schedules New $100.00 Y January 27, 2025 8149/24 - Volume 3, Exceptions New $600.00 Y January 27, 2025 8149/24 - Volume 4, Exceptions New $500.00 Y January 27, 2025 Other Fees Peer Reviews Full recovery of City costs + 10% admin. fee Full recovery of City costs + 10% admin fee Full recovery of City costs + 15% admin. fee Y Y No increase January 27, 2025 - 93 - 4917-2707-8657, v. 6 NORTH EAST PICKERING SENIOR PROJECT MANAGER POSITION FUNDING AGREEMENT FIRST AMENDING AGREEEMENT This AMENDING AGREEMENT is dated the 15th day of January, 2025. BETWEEN: THE CORPORATION OF THE CITY OF PICKERING (hereinafter referred to as the “City”) and NORTH EAST PICKERING LANDOWNERS GROUP INC. (hereinafter referred to as the “Trustee”) RECITALS: A.The Trustee represents owners of land listed in Schedule “A” of this Amending Agreement (the “Owners”). B.The Owners’ lands are located in the north east area of the City of Pickering identified and depicted on Schedule “B” of this Amending Agreement within the thick red line (the “North East Pickering Area”). C.The Trustee, on behalf of the Owners, and the City are the current parties to the North East Pickering Senior Project Manager Position Funding Agreement dated October 18, 2021 (the “Original Agreement”). D.The Owners originally entered into the Original Agreement to confirm the manner in which the Owners, through the Trustee, will front-fund the fees and expenses of a senior project manager (the “City’s Project Manager”) to assist the City in the completion of a proposed community plan for the North East Pickering Area (the “Community Plan”). E.The Original Agreement contemplated a term of employment of the City’s Project Manager of three (3) years and allowed for extensions in six (6) month increments. F.The original term of employment of the City’s Project Manager contemplated in the Original Agreement has expired and the Trustee, on behalf of the Owners, and the City have agreed to amend the terms of the Original Agreement to extend the term of employment of the City’s Project Manager by twenty four (24) months and clarify certain provisions in the Original Agreement, as set out in this Amending Agreement. G.The City is authorized to execute this Amending Agreement through Resolution  adopted by the City’s Council on . Attachment 2 to Report FIN 02-25 - 94 - 4917-2707-8657, v. 6 NOW THEREFORE for good and valuable consideration (the receipt and sufficiency of which is acknowledged by all parties), the parties hereby agree as follows: Interpretation 1.The parties confirm that the above Recitals are true and correct in fact and substance. 2.Capitalized terms used in this Amending Agreement, but not defined herein, shall have the meaning ascribed to them in the Original Agreement. 3.The captions and headings contained herein are for reference only and in no way affect this Amending Agreement or its interpretation. Amendments 4.The term of employment of the City’s Project Manager as set out in Section 2.1(c) of theOriginal Agreement is extended by an additional period of twenty-four (24) months from thedate of this Amending Agreement, and the Original Agreement shall be construedaccordingly. 5.Section 1.1(b) of the Original Agreement is hereby deleted and replaced with the following: 1.1(b) “Additional Costs” means any amount of the Actual Costs that exceeds theEstimated Costs by more than the contingency amount set out in Schedule “C”. 6.Section 2.1(f) of the Original Agreement is hereby deleted and replaced with the following: 2.1(f) The City will use reasonable efforts to seek future contributions to the Costs fromNon-Participating Benefitting Owners in accordance with the policies of the Official Plan of the City; 7.Section 4.2 of the Original Agreement is hereby deleted and replaced with the following: 4.2 Termination – This Agreement shall terminate upon such time as all Actual Costs have been paid or mutually agreed to by the City and the Trustee, provided that a minimum of 60 days notice is provided. Notwithstanding the foregoing, in the event that the North East Pickering Area is initially included in an urban area expansion pursuant to the Regional Official Plan and such urban area designation is subsequently revoked or nullified by an Approval Authority, the Trustee may terminate this Agreement, provided that a minimum of 30 days notice is provided. For the purposes of the foregoing, “Approval Authority” shall mean the City, the Regional Municipality of Durham, or any other governmental authority, body, agency, department, whether federal, provincial, or municipal, having jurisdiction over a matter dealt with in this Agreement. 8.The Trustee’s contact particulars as set out in the Original Agreement are hereby deleted and replaced with the following: North East Pickering Landowners Group Inc. c/o Loopstra Nixon LLP - 95 - 4917-2707-8657, v. 6 130 Adelaide Street West. Suite 2800 Toronto, ON M5H 3P5 Attention: Daniel Steinberg Email: dsteinberg@LN.Law 9. Section 6.2 of the Original Agreement is hereby deleted and replaced with the following: 3.3 Method of notice – Any notice shall be conclusively deemed to have been given to and received by the party to which it is addressed (a) if personally delivered, on the date of delivery; or (b) if by email or facsimile, on the day transmission delivery is confirmed by the party receiving the notice, provided that if delivery occurs after 5:00 p.m., Eastern Standard time, on a Business Day or at any time which is not a Business Day, delivery shall be conclusively deemed to have been given on the next Business Day. 10. Schedules “A, B, C, and D” of the Original Agreement are hereby deleted and replaced with updated Schedules “A, B, C, and D” as attached to this Amending Agreement. General Provisions 11. This Amending Agreement may be executed in one or more counterparts and execution of this Amending Agreement may be evidenced by way of signature by electronic mail or facsimile. Signed copies of this Amending Agreement shall be forwarded to the Trustee who shall hold them in escrow until the Trustee has received copies signed by all parties hereto. Upon such receipt, a binding agreement shall be constituted among all the parties hereto (the Trustee shall advise all parties accordingly) and the provisions herein shall prevail in the event of any inconsistency with the provisions of the Original Agreement prior to this amendment. 12. This Amending Agreement shall enure to the benefit of and shall be binding upon the parties and their respective heirs, successors and permitted assigns. 13. This Amendment shall amend the Original Agreement and shall be read together with the Original Agreement and construed as one and the same document. All other provisions of the Original Agreement remain in full force and effect, unamended as of the date hereof. [REMAINDER OF PAGE LEFT BLANK INTENTIONALLY] - 96 - 4917-2707-8657, v. 6 IN WITNESS WHEREOF the parties hereto duly executed this Amending Agreement as of the date written above. THE CORPORATION OF THE CITY OF PICKERING Per:________________________________ Name: Title: Per:________________________________ Name: Title: I/We have authority to bind the Corporation. - 97 - 4917-2707-8657, v. 6 NORTH EAST PICKERING LANDOWNERS GROUP INC. Per:________________________________ Name: Title: Per:________________________________ Name: Title: I/We have authority to bind the Corporation. - 98 - 4917-2707-8657, v. 6 Schedule “A” List of Owners [see attached] - 99 - North East Pickering Landowners Group Inc. – Legal Entities Entities Parcel # Common Name Dorsay (Pickering) Limited 1 Dorsay Development Corp. Dorsay (Pickering) Limited 2 Dorsay Development Corp. Dorsay (Pickering) Limited 3 Dorsay Development Corp. Dorsay (Pickering) Limited 5 Dorsay Development Corp. Dorsay (Pickering) Limited 11 Dorsay Development Corp. Dorsay (Pickering) Limited 15 Dorsay Development Corp. Dorsay (Pickering) Limited 17 Dorsay Development Corp. Dorsay (Pickering) Limited 18 Dorsay Development Corp. Dorsay (Pickering) Limited 21 Dorsay Development Corp. Dorsay (Pickering) Limited 22 Dorsay Development Corp. Dorsay (Pickering) Limited 25 Dorsay Development Corp. Canelli Heights Development Inc. 6 Armland Group Canelli Heights Development Inc. 7 Armland Group Canelli Heights Development Inc. 10 Armland Group Canelli Heights Development Inc. 12 Armland Group Gladesbrook Pine Estates Corp. 20 Armland Group Malvasia Builders Inc. 8 Armland Group Malvasia Builders Inc. 9 Armland Group Malvasia Builders Inc. 30 Armland Group Trinipark Development (BT) Corp 14 Armland Group Trinipark Development (BT) Corp 27 Armland Group Frazione Home Corp. 26 Armland Group Le Prata Homes Inc. 31 Armland Group Cougs (Lakeridge) Ltd. 19 Coughlan Homes Stonelake Developments Inc. 23 Tribute Communities Stonelake Developments Inc. 24 Tribute Communities Pinebrown Salem Lands Ltd. 16 Pinebrown Salem Lands Ltd. Crown Hill Golf Club Inc. 28 Crown Hill Golf Club Inc. Crown Hill Golf Club Inc. 29 Crown Hill Golf Club Inc. FP Pickering Developments Limited 4 Fieldgate Developments TFP Golf Acquisitions Limited 13 Fieldgate Developments - 100 - 4917-2707-8657, v. 6 Schedule “B” Plan Depicting North East Pickering Area [see attached] - 101 - PI C K E R I N G WH I T B Y 27 28 29 30 31 8TH CON RD 7TH CON RD SA L E M R D SI D E L I N E 6 SI D E L I N E 4 SI D E L I N E 2 WE S T N E Y R D SI D E L I N E 8 SI D E L I N E 4 HWY 7 LA K E R I D G E R D WE S T N E Y R D LA K E R I D G E R D KI N S A L E R D 6TH CON RD £¤407 3 2 24 1 15 5 6 13 4 23 10 25 17 21 19 18 20 7 9 8 16 26 22 11 14 12 Sources: Google Earth Image ry, Octobe r 2022Contains information lice nse d unde r the Ope n Gove rnme ntLice nce – Ontario North-East Picke ring Municipal Boundary Gre e nbe lt Plan - Prote cte d Country Hamle t Non-Developable Area Hwy 407 R ight-of-Way 30m Hy dro Corridor Natural He ritage Sy ste m Participating Landowners Armland Group Brown Group Coughlan Home s Crown Hill Dorsay TFP Tribute 0 250 500125 me tre s Ü PARTICIPATING LANDOWNERSNORTH-EAST PICKERING MGP File: 20-2918Date: April 9, 2024 GREENWOOD KINSALE PARTICIPATING LANDOWNERSDEVELOPABLE AREA Notes:1. De ve lopable are a e xclude s:- Gre e nbe lt Plan (outside North-East Picke ring)- Highway 407 R ight-of-Way- 30m Hy dro Corridor- Natural He ritage Sy ste m as pe r Ge oProce ss R e se arch, June 2022 GREENWOOD Map ID Participating Landowner Gross Area(ha)Developable Area (ha) 6 37.2 31.276.2 6.286.1 6.0296.1 5.81036.3 28.4120.8 0.8144.0 3.92012.1 12.1266.9 6.8274.1 4.0305.6 5.63117.7 17.716 Brown Group 8.4 6.62828.0 16.9291.2 0.519 Coughlin Homes 18.1 16.8150.2 38.9268.9 49.93104.2 90.3538.4 37.4114.0 3.31582.2 67.41727.2 17.91813.1 8.82119.1 11.4224.8 3.22536.3 27.5426.7 9.41362.4 54.32369.6 14.424118.7 58.1Total Participating Landowners 924.8 661.7875.6 587.225.3 25.3Total North-East Pickering 1825.8 1274.2 Dorsay Tribute HamletsNon-Participating Landowners TFP Crown Hill Armland Group - 102 - 4917-2707-8657, v. 6 Schedule “C” Updated Approved Budget [see attached] - 103 - Salary Benefits / Other (10%)Contingency (10%) Total Year - #1 $115,000.00 $11,500.00 $11,500.00 $138,000.00 Year - #2 $118,801.00 $11,880.10 $11,880.10 $142,561.20 Year - #3 $122,000.00 $12,200.00 $12,200.00 $146,400.00 Year - #4 $125,660.00 $12,566.00 $12,566.00 $150,792.00 Year - #5 $129,430.00 $12,943.00 $12,943.00 $155,316.00 Total $610,891.00 $61,089.10 $61,089.10 $733,069.20 North East Pickering Landowners Group Inc. - Approved Budget Schedule C - 104 - 4917-2707-8657, v. 6 Schedule “D” Estimated Fees and Expenses [see attached] - 105 - Technology Disbursements Total Year - #1 $4,000.00 $1,500.00 $5,500.00 Year - #2 X $1,500.00 $1,500.00 Year - #3 X $1,500.00 $1,500.00 Year - #4 X $1,500.00 $1,500.00 Year - #5 X $1,500.00 $1,500.00 Total $4,000.00 $7,500.00 $11,500.00 North East Pickering Landowners Group Inc. - Estimated Fees and Expenses Schedule D - 106 -