HomeMy WebLinkAboutJune 9, 2025
Addendum
Executive Committee
Meeting Agenda
Electronic Meeting
June 09, 2025 - 02:00 PM
Chair: Mayor Ashe
Please be advised that in accordance with Section 10.04 of the Procedure By-law, the City of
Pickering is holding Council and Committee Meetings in an electronic format until further
notice.
Members of the public may observe the meeting proceedings by viewing the livestream on the
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Please note that matters marked with an asterisk (*) have been amended or added.
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Phone: 905.420.4611 | Email: clerks@pickering.ca.
1.Call to Order/Roll Call
2.Disclosure of Interest
3.Delegations
3.1 Shaun Collier, Chair, Garry Cubitt, Vice Chair, John Fahey,
Member, Karen Fisher, Member, Durham Regional Police
Service Board and Peter Moreira, Chief of Police, Stefanie
Finateri, Superintendent, Durham Regional Police Service
Re: Durham Regional Police Service 2024 Community Policing Report
David Rogers, Deputy Site Vice President, Pickering Nuclear,
Luca Ceccato, Senior Vice President, Nuclear Projects,
Analiese St. Aubin, Senior Manager, Corporate Relations &
Projects, Ontario Power Generation
Re: Ontario Power Generation Pickering Nuclear Generating Station Annual
Update
Matters for Consideration
Chief Administrative Officer, Report CAO 10-25 Page 7
Pickering Heritage & Community Centre Project Update
Tender No. T2023-12 – Milestone Report #3
Recommendation:
That Report CAO 10-25 regarding the Pickering Heritage & Community
Centre Project Update be received;
1.
That staff be directed to issue a formal request to Durham Region Transit for
the provision of a bus stop in proximity to the Pickering Heritage & Community
Centre; and,
2.
That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in the report.
3.
Director, Community Services, Report CS 11-25 Page 14
Lest We Forget Remembrance Crosswalks Update
Recommendation:
That Report CS 11-25 regarding Lest We Forget Remembrance Crosswalks Update
be received for information.
Director, Community Services, Report CS 12-25 Page 28
Consulting Services for Mechanical Improvements at Chestnut Hill
Developments Recreation Complex
Recommendation:
*3.2
4.
4.1
4.2
4.3
Addendum Executive Committee Meeting Agenda
June 09, 2025
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That RFP2025-5 for Consulting Services for Mechanical Improvements at
Chestnut Hill Developments Recreation Complex submitted by Bouthillette
Parizeau Inc. (BPA) in the amount of $188,764.80 (net HST) or $209,615.00
(HST included) be accepted;
1.
That the total gross project cost of $420,640.00 (HST included), including the
amount of the proposal, contingency and other associated costs, and the total
net project cost of $378,799.00 (net of HST rebate), be approved;
2.
That the Director, Finance & Treasurer be authorized to finance the net project
cost of $378,799.00 to be funded from the Facilities Reserve, CCBF (FGT)
and Property Taxes as approved in 2020 and 2022-2025 Capital Budgets;
3.
That the Director, Community Services be authorized to execute the Form of
Agreement with the above-mentioned consultant pursuant to Request for
Proposal No. RFP2025-5; and,
4.
That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
5.
Director, Community Services, Report CS 13-25 Page 32
Beverage Vending Machine Services Provider
Request for Quotation No. Q2024-34
Recommendation:
That the quotation submitted by Break Time Vending Services, in response to
Request for Quotation No. Q2024-34 for Beverage Vending Machine Services
Provider, offering commission of 54% of sales be accepted;
1.
That the Director, Community Services be authorized to execute a Vending
Services Agreement with Break Time Vending Services; and,
2.
That the appropriate City officials be authorized to take the necessary actions
as indicated in this report.
3.
Director, Community Services, Report CS 14-25 Page 35
Whitevale & District Residents’ Association Licence Agreement Renewal
Recommendation:
That the Mayor and City Clerk be authorized to execute the Licence
Agreement for a five year term commencing July 1, 2025 and ending June 30,
2030 with Whitevale & District Residents’ Association for the operation of the
Whitevale Arts & Culture Centre and the Whitevale Community Centre
1.
4.4
4.5
Addendum Executive Committee Meeting Agenda
June 09, 2025
- 3 -
including the Mary Christian House, set out in Attachment 1 to this report,
subject to minor revisions as may be required by the Director, Community
Services and the Director, Corporate Services & City Solicitor; and,
That the appropriate City officials be authorized to take necessary actions as
indicated in this report.
2.
Director, Community Services, Report CS 15-25 Page 81
Electric Vehicle Charging Stations Pilot Project
Recommendation:
That Report CS 15-25 regarding the City’s electric vehicle charging stations pilot
project be received for information.
Director, Community Services, Report CS 16-25 Page 92
Mt. Zion Community Centre Association Licence Agreement Renewal
Recommendation:
That the Mayor and City Clerk be authorized to execute the Licence
Agreement for a two year term commencing July 1, 2025 and ending June 30,
2027 with Mt. Zion Community Centre Association for the operation of the Mt.
Zion Community Centre, set out in Attachment 1 to this report, subject to
minor revisions as may be required by the Director, Community Services and
the Director, Corporate Services & City Solicitor; and,
1.
That the appropriate City officials be authorized to take the necessary actions
as indicated in this report.
2.
Director, Engineering Services, Report ENG 10-25 Page 135
Proposed Community Safety Zone
Liverpool Road
Recommendation:
That the attached draft by-law be enacted to amend Schedule “14” to By-law
6604/05 to provide for the regulation of Community Safety Zones on highways
or parts of highways under the jurisdiction of The Corporation of the City of
Pickering to provide for a Community Safety Zone on Liverpool Road, from
Bushmill Street/Linwood Street to Halsey Lane; and,
1.
That the appropriate officials of the City of Pickering be authorized to take the 2.
4.6
4.7
4.8
Addendum Executive Committee Meeting Agenda
June 09, 2025
- 4 -
necessary actions as indicated in this report.
Director, Engineering Services, Report ENG 11-25 Page 141
Proposed Parking and Stopping Restrictions, Various Locations
Amendment to the Traffic and Parking By-law 6604/05
Recommendation:
That the attached draft by-law be enacted to amend Schedule “1”, No
Stopping, and Schedule “2”, No Parking, to By-law 6604/05 to provide for the
regulation of stopping and 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 stopping and parking
restrictions on portions of Eyer Drive, Craighurst Court and Zents Drive; and,
1.
That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
2.
Director, Engineering Services, Report ENG 12-25 Page 152
Road Servicing Agreement with Ontario Power Generation Inc. Sandy Beach
Road and Montgomery Park Road
Recommendation:
That the City of Pickering enter into a Road Servicing Agreement with Ontario
Power Generation Inc. to facilitate the design, approvals and construction for
the rehabilitation of Sandy Beach Road from south of Bayly Street to
Montgomery Park Road, and the reconstruction of Montgomery Park Road
from Sandy Beach Road to approximately 400m east and south of McKay
Road;
1.
That the Mayor and City Clerk are hereby authorized to execute the Road
Servicing Agreement between the City of Pickering and Ontario Power
Generation Inc. in substantially the same form as attached to this report,
subject to revisions acceptable to the Director, Engineering Services, the
Director, City Infrastructure and the Director, Corporate Services & City
Solicitor; and,
2.
That the appropriate officials of the City of Pickering be authorized to take the
actions necessary to implement the recommendations in this report.
3.
Director, City Development & CBO, Report SUS 03-25 Page 176
4.9
4.10
4.11
Addendum Executive Committee Meeting Agenda
June 09, 2025
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Local Enhancement and Appreciation of Forests Tree Planting
Program Update and Extension
Recommendation:
That Report SUS 03-25 regarding an update on Local Enhancement and
Appreciation of Forests Backyard Tree Planting program results, and the
proposed extension be received;
1.
That the Mayor and City Clerk be authorized to execute a two-year extension
to the joint agreement between the Region of Durham, the Local
Enhancement and Appreciation of Forests organization, and participating
municipalities, as set out in Attachment 1 of this report, to deliver the tree
planting program from July 1, 2025, to June 30, 2027, subject to the terms and
conditions satisfactory to Director, City Development & CBO, and
Director, Corporate Services & City Solicitor;
2.
That appropriate City staff be directed to take the necessary actions as
indicated in this report; and,
3.
That staff report back on program results and proposed next steps at the
conclusion of the agreement term.
4.
Director, City Development & CBO, Report SUS 04-25 Page 192
2024 Sustainable Year-in-Review
Recommendation:
That Report SUS 04-25, regarding the 2024 Sustainable Pickering Year-in-Review,
be received for information.
Member Updates on Committees
Other Business
Adjournment
4.12
5.
6.
7.
Addendum Executive Committee Meeting Agenda
June 09, 2025
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Report to
Executive Committee
Report Number: CAO 10-25
Date: June 9, 2025
From: Marisa Carpino
Chief Administrative Officer
Subject: Pickering Heritage & Community Centre Project Update
Tender No. T2023-12 – Milestone Report #3
File: A-1440
Recommendation:
1. That Report CAO 10-25 regarding the Pickering Heritage & Community Centre Project
Update be received;
2. That staff be directed to issue a formal request to Durham Region Transit for the
provision of a bus stop in proximity to the Pickering Heritage & Community Centre; and
3.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in the report.
Executive Summary: The purpose of this report is to provide a semi-annual project status
update on the construction of the Pickering Heritage & Community Centre (PHCC). In
accordance with Recommendation 10 of Report FIN 03-24 (Resolution #398/24), staff were
instructed to provide semi-annual project status updates on the construction of the Pickering
Heritage & Community Centre. Staff are also seeking direction to issue a formal request to
Durham Region Transit for a bus stop near PHCC.
Relationship to the Pickering Strategic Plan: The recommendations in this report
respond to the Pickering Strategic Priorities to Champion Economic Leadership & Innovation;
Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation &
Responsible Planning to Support a Connected, Well-Serviced Community; Lead & Advocate
for Environmental Stewardship, Innovation & Resiliency; Strengthen Existing & Build New
Partnerships; and, Foster an Engaged & Informed Community.
Financial Implications: The project is more than halfway complete in its construction
phase, which is reflected in the total expenditures to-date. The current year -to-date total
expenditure on the construction contract, as of the writing of this report, is $25,892,442.12
(before tax , billed as of March 31, 2025) and when measured against the Council approved
Purchase Order (PO 4500001411) amount of $51,953,000.00, represents a total expenditure
of 49 percent, excluding anticipated invoices for April and May 2025.
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CAO 10-25 June 9, 2025
Subject: Pickering Heritage & Community Centre Project Update Page 2
No furniture, fixture or equipment purchases have been made to date. Expenditures against
related budgets are expected to begin after the PHCC building has been enclosed. Most of
these items can only be ordered for delivery to occur after the City has taken occupancy of the
facility.
Paid Change O rders to date total $23,815.80 (before tax) with approximately $669,190.14 in
additional proposed changes expected. At this point, the project can be deemed to have
successfully avoided risk of major costs that can often be associated with earthworks and
unforeseen soil conditions. Major mechanical equipment and building structure were also
delivered to site prior to the imposition of retaliatory Canadian tariffs, thereby avoid any
potential exposure to additional costs on those major systems and components.
Discussion: The purpose of this report is to provide operational and financial project
updates on the construction of the PHCC in accordance with Recommendation 10 of Report
FIN 03-24 (Council Resolution 398/24).
1. Decision History:
A. Report CS 19-18; Resolution #455/18: RFP-6-2018 was awarded to Hariri Pontarini
Architects in June 2018 for design and consulting services of Phase 1 of the PHCC project.
B. Report CS 34-18; Resolution #08/18: Council directed staff to expand the scope of the
design awarded for RFP-6-2018 to include Phase 2 design and related consulting services
in the amount of $660,654.50 (HST included).
C. Report CS 20-19; Resolution #72/19: Council directed staff to submit an application for
funding to the Government of Canada’s Canada Cultural Spaces Fund for the construction
of the Pickering Heritage & Community Centre. The City of Pickering was successful in
securing $4,000,000.00 from the Canada Cultural Investment Fund toward construction
costs for the PHCC.
D. Report CS 40-19; Resolution #595/21: Council authorized staff to initiate and submit an
application to the Investing in Canada Infrastructure Program to fund construction of PHCC.
The City of Pickering was not successful in securing $12,500,000.00 in funding from the
Government of Canada Investing in Infrastructure Program.
E. Corr 24-21; Resolution #595/21: Council directed staff to submit an application for funding
to the Government of Canada’s Green and Inclusive Community Building Program for the
construction of the Council approved PHCC. The City of Pickering was successful in
securing $12,500,000.00 toward construction costs for the PHCC.
F. Report CS 27-21; Resolution #612/21: Council directed staff to finance the net amount of
$126,691.00 in consulting costs to Hariri Pontarini Architects for the technical work required
to complete the City’s application to the GICB program.
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CAO 10-25 June 9, 2025
Subject: Pickering Heritage & Community Centre Project Update Page 3
G. Report OPS 17-22; Resolution #970/22; Council directed staff to allocate unspent funds
provided by Reports CS 19-18 and CS 34-18 for architectural, landscape and engineering
services for the PHCC at the Pickering Museum Village be re-allocated for the conversion
of existing technical documents to meet Net-Zero Design criteria in accordance with the
City’s Green and Inclusive Community Building grant application in the net amount of
$394,727.00.
H. Report OPS 03-23; Resolution #79/23: Council directed staff to award consulting and
professional services to Archaeological Services Inc. in the amount of $364,708.00 (HST
Included) to complete an archaeological review of existing property to be affected by the
construction of the PHCC.
I. Report FIN 01-24; Resolution #379/24: Council confirmed PHCC as a Capital Budget
priority and requested that the Mayor include the applicable funds in the 2024 Current and
Capital Budget and Capital Forecast. The estimated gross construction cost is $61.2 million
less Federal Grants of $16.5 million which results in net construction cost of $44.7 million.
Council authorized staff to pursue naming rights revenues for the confirmed Capital Budget
priorities.
J. Report FIN 03-24; Resolution #398/24: Council awarded the construction tender of the
PHCC project to J. R. Certus.
K. Report CS 25-24; Resolution #574/24: Council directed staff to explore the naming of the
exhibit gallery in the PHCC as the John E. Anderson Exhibit Gallery.
L. Report CAO 05-24: Resolution #533/24; staff provided Council with an update on the
PHCC project.
M. Report CAO 07-24: Resolution #632/24; staff provided Council with an update on the
PHCC project.
N. Report CS 01-25; Resolution #686/25; Council approved the naming of the exhibit gallery
to be the John E. Anderson Exhibit Gallery.
O. Report ECD 05-25: At the May 26, 2025 Council Meeting, staff recommended accepting
$1,000,000.00 from Dorsay Developments Corporation in exchange for naming rights of
Pickering’s new community centre, (previously called the Pickering Heritage & Community
Centre) to be called the Dorsay Community Centre.
2. Site Works & Construction Activity:
Foundations and structural steel superstructure work is complete, including provision of floor
slabs and roof decks. Roofing work and exterior wall construction are well advanced with
curtain wall installation to commence in June 2025. The building should be enclosed during the
summer, enabling focus to shift to interior finishing for the final stage of the project. Interior
partitions, electrical, mechanical and related rough-ins are already well underway.
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CAO 10-25 June 9, 2025
Subject: Pickering Heritage & Community Centre Project Update Page 4
Permanent power connections are pending, with curbs and initial lifts of asphalt paving
expected to occur during Q3. Landscaping work will also proceed in the fall, enabling planting
to take root long before the end of the growing season.
The City is finalizing negotiations with Toronto and Region Conservation Authority for transfer
of lands to the west, required for the gravel overflow parking lot, including provision of a trail
head and signage connecting to the TransCanada Trail, which passes through the museum
property. Staff are actively working with the project consultants to develop all aspects of
wayfinding and signage that will be required, including both interior, exterior , site orientation,
and the potential addition of a pylon sign along Highway 7.
Highlights of construction progress are summarized as follows:
• P ermanent power will be connected to the building shortly .
• Steel superstructure and wood laminated beam installation is complete.
• Roof deck is installed and roofing is underway.
• Cladding and curtain wall installation to commence shortly , with the building to be fully
enclosed this summer.
• Paving and landscaping work to commence by late summer.
• Relocation of the Puterbaugh Schoolhouse and Harvey House is complete. Restoration
of the Harvey House is to be undertaken as a separate project, with related design work
already underway.
• Major HVAC equipment is on site and being placed in position on rooftop curbs.
Elevator installation will proceed after the building is enclosed.
• The former site administration building is to be demolished in the fall 2025.
3. Schedule:
The project schedule is to be ready for takeover by October 2025. The building is intended to
open for public use in April 2026. There was some slippage in the schedule over the winter,
but occupancy is still expected before the end of 2025, and the project team continues to work
cooperatively to ensure timely delivery. Minor adjustments to the completion date are not
expected to impact the targeted opening date or grant funding deadlines, as tolerance such
occurrences was built into the original project deadlines.
4. Archaeological Work:
All required archaeological work has been completed and draft reports have been circulated
for review prior to submission to the registry . No further work has been identified as required
as part of this project.
5. Operating Budget & Programming:
Staff from the Community Services Department and the Pickering Public Library continue to
work on operating budgets and preparing for the facility opening.
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CAO 10-25 June 9, 2025
Subject: Pickering Heritage & Community Centre Project Update Page 5
Community engagement on programming was completed in late 2024. More specifically, the
community engagement campaign began November 8, 2024 and r an for four weeks, ending
on December 8. The engagement included a city -wide survey that resulted in 126 responses.
Three Open Houses were offered including an evening session on November 13 at Chestnut
Hill Developments Recreation Complex , afternoon and evening sessions on November 20 at
Greenwood Community Centre, and an evening session at Dr. Nelson F. Tomlinson
Community Centre. Engagement opportunities were advertised widely through various social
media channels, distribution of a city -wide promotional mailout, and on the Lets Talk Pickering
website (LetsTalkPickering.ca/PHCC).
Summary of community engagement:
•R esidents of Greenwood expressed concern about the safety of turning onto 6th
C oncession Road from Highway 7, which is the main route of entry to the PHCC .
•P articipants of the Open Houses identified a need for a public transit stop or access
from the new community centre.
•20% of respondents are interested in preschool programs at the PHCC. The most
popular program times are weekend mornings. Respondents are interested in a wide
range of preschool activities including educational programs, outdoor nature, arts &
crafts, parent/tot play, dance, music, and cooking.
•31% of respondents are interested in children’s programs at the PHCC. While Saturday
was reported as the most popular day of the week for children’s programs, all days of
the week were popular program times, primarily for evening programs. The most
popular children’s programs that people requested include: summer camps, educational
programs, arts & crafts, music, outdoor nature, and cooking/baking.
•16% of respondents are interested in youth programs on weekends and weekdays
during the evening. The most popular youth programs include car/small engine care,
art, crafts (sewing, knitting, costume making), cooking/baking, and drop-in programs.
•72% of respondents are interested in adult programs on weekdays throughout the day.
The most popular programs include fitness, crafts, art, outdoor nature programs, and
cooking/baking.
•R espondents interested in 55+ programming prefer programs times throughout the
week.
•For all ages, respondents were most interested in summer concerts, art festivals, and
indoor music performances at the Community Centre.
•R espondents are interested in accessing a range of library materials and want access
to WIFI, printers and desktop computers. 88% of respondents were likely or somewhat
likely to visit the Local History Experience Centre.
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CAO 10-25 June 9, 2025
Subject: Pickering Heritage & Community Centre Project Update Page 6
A marketing campaign of the new Community Centre and its programs, activities and services
is planned to begin in summer, 2025. Rentals and facility bookings will begin taking bookings
for spaces in the Community Centre starting in July, 2025. Operating costs will be included in
the 2026 Current Budget. First public use of the f acility is not expected until spring 2026,
following a fit-out period after the construction is complete. Staff are preparing for a grand
opening in spring 2026.
6.Transit Stop at the PHCC
Rec ommendation 2 of this report is intended to formalize and reinforce the importance of
integrated transit access to the PHCC , including library and museum . PHCC is located along a
major transportation corridor and will serve as a key community facility for Seaton and
adjoining developments until other facilities are built in the future.
Staff from Community Services have met with staff from Durham Region Transit and discussed
options for a bus route to the PHCC and permanent bus stop located at the PHCC to provide
low cost, reliable transit options to the facility. Durham Region staff recommended that the City
send a letter to Durham Region requesting this bus stop.
The City of Pickering has fostered a relationship with Durham Region Transit, offering the
second year of free shuttle service using Durham Transit buses and established routes to
serve Pickering residents with a route from Pickering City Centre to the Waterfront, along
Liverpool Road. The waterfront shuttle service route runs only during peak times, mainly during
weekends and holidays. In discussions with Durham Region Transit staff there is interest in
creating a route to the PHCC, under a similar partnership model to the waterfront shuttle
service.
During community engagement, residents requested a transit stop at the PHCC . As such, staff
recommend sending a letter to Durham Region Transit to formally make this request.
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Vince Plouffe, OAA, MRAIC Stan Karwowski
Division Head, Facilities Management Director, Finance & Treasurer
& Construction
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CAO 10-25 June 9, 2025
Subject: Pickering Heritage & Community Centre Project Update Page 7
Approved/Endorsed By:
Original Signed By
Laura Gibbs, MBA, M Sc.
Director, Community Services
Original Signed By
Jackie Flowers
CEO/Director of Public Library
LG :vp
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 13 -
Report to
Executive Committee
Report Number: CS 11-25
Date: June 9, 2025
From: Laura Gibbs
Director, Community Services
Subject: Lest We Forget Remembrance Crosswalks Update
File: A-1440-001
Recommendation:
1. That Report CS 11-25 regarding Lest We Forget Remembrance Crosswalks Update be
received for information.
Executive Summary: The purpose of this report is to provide Council with an update on
the selection of the public art designs of two “Lest We Forget” remembrance crosswalks. As
per Resolution #616/24, Council directed City staff to consult with the Royal Canadian Legion
Branches #606 and #483 on the suitability and design for the installation of two “Lest We
Forget” crosswalks, funded from the Public Art Reserve, and that staff report back to Council
by the end of Q2 2025 on the most suitable locations and design, to facilitate installation in
time for Remembrance Day 2025. The designs for each location were completed by artists
Verna - Jia Lin & Alex Vongsavath of Paintint Inc. (Attachment 1).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community.
Financial Implications: The Public Art Project - Commemorative Crosswalks is reflected in
the 2025 Current Budget (Cultural Services 10207), to be funded from the Public Art Reserve
in the amount of $33,000.00.
Discussion: The purpose of this report is to provide Council with an update on the selection
of the public art designs of two “Lest We Forget” remembrance crosswalks.
As per Resolution #616/24, Council directed that City staff consult with the Royal Canadian
Legion Branches #606 and #483 on the suitability and design to be used for the installation of
two “Lest We Forget” crosswalks, funded from the Public Art Reserve, and that staff report
back to Council by the end of Q2 2025 on the most suitable locations and design, to facilitate
installation in time for Remembrance Day 2025.
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CS 11-25 June 9, 2025
Subject: Lest We Forget Remembrance Crosswalks Update Page 2
1. Staff have consulted with Legion Branches #606 and #483
Staff met in person and over the phone multiple times with representatives of Legion Branch
#606 and #483 through December 2024 and into January 2025. Staff and Legion
representatives discussed the scope of the project and review ed the Call to Artists that w as
issued on February 3, 2025. During this time, Legion representatives shared the scope of the
project with their membership at their regular January 2025 Branch meetings. Legion
representatives noted that the Dominion Command of The Royal Canadian Legion has
registered the trademark of the Poppy image to safeguard the Poppy insignia as a symbol of
Remembrance. As such, image(s) of the poppy cannot be used in the crosswalk designs. The
Call to Artists closed on February 24, 2025 and members of both Legion branches participated
on the Public Art Jury in March, 2025 to review and vote on the successful artist.
2. The intersections of Old Brock Road & Acorn Lane, and Valley Farm Road &
Esplanade South are the recommended locations for the Crosswalks
Engineering Services Department staff recommend two suitable locations for the “Lest We
Forget” remembrance crosswalks.
The first location is adjacent to the Royal Canadian Legion Branch #483 (Claremont) on Old
Brock Road and Acorn Lane (south leg of the intersection on Old Brock Road). To facilitate
installation at this site, the culvert on the east side of Old Brock Road will need to be extended
further north, the boulevard will require filling, and a concrete or asphalt path from the sidewalk
to the edge of the road will need to be constructed. Operations staff have confirmed that this
work can be completed this year, prior to installation, and using the current road maintenance
budget.
The second location is at Valley Farm Road and Esplanade South (north leg of the intersection
on Valley Farm Road). This site is preferred as this crosswalk connects Esplanade Park to the
Chestnut Hill Developments Recreation Complex, and lies along the Remembrance Day
parade route used annually by Royal Canadian Legion Branch #606. It is also the endpoint of
the recently installed public art piece, Crimson Inflorescence, which uses illuminated light posts
as poppy stems to symbolize remembrance, sacrifice, and renewal. Inspired by John McCrae’s
poem “In Flanders Fields,” the installation transforms Esplanade Park into a reflective space
that honours fallen soldiers and inspires hope for peace.
Both locations have been endorsed by representatives from Royal Canadian Legion Branches
#606 and #483, Public Art Jury, as well as staff from Roads Operations, Traffic/Engineering,
and Community Services Department.
3. Selection of artwork followed the process outlined in the Public Art Policy
As per Section 10.01 of the Public Art Policy (CUL 130), an Open Call was selected as the
Method of Acquisition (Attachment 2). A one-stage process was selected in which artists
submitted detailed project proposals for two unique crosswalk designs. A Call to Artists –
Request for Proposals was issued on February 3, 2025. The Call to Artists was advertised
through the City of Pickering website as well as Akimbo, Community Services Distribution List,
and through social media. The Call to Artists resulted in 20 proposals.
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CS 11-25 June 9, 2025
Subject: Lest We Forget Remembrance Crosswalks Update Page 3
As per Section 09.01 of the Policy, a Public Art Jury was formed (including representatives
from Royal Canadian Legion Branches #606 and #483) and met on March 6, 2025 to review
the 20 proposals. As a result of that meeting, the Public Art Jury recommended that the
commission be awarded to Verna - Jia Lin & Alex Vongsavath of Paintint Inc. The Public Art
Jury included a list of required revisions to the designs.
The following designs revisions were requested to be made to the original crosswalk designs
included: remove image of poppies as per the Dominion Command of The Royal Canadian
Legion policy; the addition of a maple leaf to both crosswalk designs with a white border
around maple leaf ; re-order the images to depict maple leaf at top, text “Lest We Forget” in the
middle, and images of the soldier(s) at the bottom; duplicating and flipping the images so
design is visible from the entry point in both directions of crosswalk; change brown background
on both designs with a red brick texture; saluting hand was adjusted so it clearly resembles a
salute; cross symbol updated to more closely resemble a medical cross with thicker lines.
The recommendation was endorsed by the Cultural Advisory Committee on March 18, 2025.
After that meeting, the selected artists met with City staff and were provided with the list of
required revisions. Those revisions were completed and approved by representatives of the
Royal Canadian Legion Branches #606 and #483, City staff , and endorsed on April 15, 2025
by the Cultural Advisory Committee.
As the final crosswalk designs include the use of a stylized 11-point maple leaf, staff reached
out to the Department of Canadian Heritage for review of the designs. They provided the
following response: “In this case, the context makes it abundantly clear that the presence of
the Maple Leaf is one of respectful homage to Canada’s heroes and their sacrifices for our
country. While all the figures represented in the crosswalk will bear the effects of foot and road
traffic equally, both the maple leaf and the silhouettes, it is clear that the intention here is not to
symbolically trample these figures. The Department of Canadian Heritage therefore has no
objection to your use of the stylized 11-point maple leaf as it appears in this submission.”
Staff will issue an Invitation f or Quote to print and install the two “Lest We Forget” c rosswalks
onto the road surfaces.
4. Installation and unveiling
An official unveiling event for the two remembrance crosswalks is planned for f all 2025 at both
locations. The City Centre unveiling will take place in partnership with the Legion Branch #606
on location near the installation site and will be immediately followed by an unveiling at the
installation location in Claremont. The Claremont Legion #483 will host a gathering at their
Legion Hall on the day of the unveiling.
The City is currently seeking submissions from vendors to print and install the two “Lest We
Forget” c rosswalks using preformed thermoplastic suitable for City Road surfaces. Thermal
plastic requires an air temperature of 10 degrees Celsius to apply. The City Centre c rosswalk
location is approximately 15.5m x 3.0m . The Claremont crosswalk is approximately 10.5m x
3.0m .
- 16 -
CS 11-25 June 9, 2025
Subject: Lest We Forget Remembrance Crosswalks Update Page 4
Attachments:
1.Pickering Crosswalk Designs
2.Call to Artists – Request for Proposals Lest We Forget Remembrance Crosswalks
3.Resolution #616/24
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Jesse St. Amant Laura Gibbs, MBA, MSc.
Coordinator , Cultural Services Director, Community Services
LG :jsa
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 17 -
Attachment 1 to Report CS 11-25
- 18 -
1
Attachment 2 to Report CS 11-25
Call to Artists – Request for Proposals (RFP)
Lest We Forget Remembrance Crosswalks
Deadline: February 24, 2025 at 4:00 pm EST.
Photo of the Lest We Forget Crosswalk , located in Town of Lincoln, ON.
Artist Opportunity
The C ity of Pickering invites artists to respond to this Call to Artists – Request for
Proposals by submitting digital artwork proposals for two (2) unique crosswalk
locations using the theme “Lest We Forget” that will honour our Veterans.
The c hosen “Lest We Forget” crosswalk artist designs will be displayed on a
roadway near Esplanade Park in our City Centre, with a second crosswalk to be
installed in Claremont adjacent to the local Royal Canadian Legion Branch. This
call is open to digital artists, teams, and collectives, with preference given to local
artists. The final application of the design onto the road surfaces will be completed
by a separate City Contractor.
One (1) artist will be selected to carry out the final design of both unique crosswalk
locations. The selected artist may also be required to attend a community
consultation to refine their initial submission. This consultation will include
representatives from the Royal Canadian Legion #606, and Royal Canadian
Legion #483, as well as City staff . The final designs may also require modification
- 19 -
2
to accommodate installation onto road surface using templates/stencils
manufactured by the contractor. One (1) artist selected will be awarded $4,000
plus HST for submission of two unique designs.
As defined by the City of Pickering Public Art Policy (CUL 130), an artist is the
designer/creator of an artistic work, which may include, but is not limited to, a
professional artist, graphic designer, collaborative team, architect, or landscape
designer.
A jury of arts professionals, Cultural Advisory Committee members, City staff , and
Royal Canadian Legion representatives will review the submissions.
Site Context
The City of Pickering resides on land within the Treaty and traditional territory of
the Mississaugas of Scugog Island First Nation and Williams Treaties signatories
of the Mississauga and Chippewa Nations.
One design (Claremont) will be displayed in the hamlet of Claremont, on Old Brock
Road and Acorn Lane (south leg of intersection). The second design (City Centre)
will be displayed near Esplanade Park at the intersection of Esplanade South and
Valley Farm Road (north leg of intersection).
Crosswalk in Claremont will be placed near the Legion #483 Hall at the
intersection of Old Brock Road and Acorn Lane (south leg of the intersection)
- 20 -
3
Crosswalk in City Centre will be placed near Esplanade South at Valley Farm
Road intersection (north leg across Valley Farm Road)
Photo of Town of Amherst “Lest We Forget Crosswalk” design by local artist Daren
White.
Project Brief
The City of Pickering’s Cultural Strategic Plan (2014) outlines the City’s
commitment to collaborate with the community to celebrate our cultural diversity,
heritage and the arts; to sustain our natural environment; to foster a creative
economy; and to strengthen our vibrant neighbourhoods.
These temporary public art pieces will be another way residents can reflect,
honour and remember our fallen soldiers on Remembrance Day, and all year long.
Artists are encouraged to capture the spirit of Remembrance Day and honoring
veterans in both designs. Members of the Royal Canadian Legion will be part of
the selection process.
- 21 -
4
The City of Pickering will be seeking to purchase the work and assume full
ownership. The successful work will act as a marker and further commemorate our
fallen soldiers throughout the year.
Budget
The final artist will be paid $4,000 CAD plus HST (maximum)* for two unique
digital artwork files. This is the total amount available for the creation of the two
digital artwork s. The budget above is for the artist fee and includes up to 2 rounds
of revisions, travel to meetings and the site, community consultation, and all
applicable taxes. The City of Pickering is responsible for the final installation of the
artwork onto the road surface.
The selected artist will enter into a written agreement with the City of Pickering
following the approval of the acquisition of the public art. This agreement will
address the artist's obligations, which include, but are not limited to:
• Timeline
• Copyright, Intellectual Property and Moral Rights
Anticipated Schedule
It is expected that the commissioned artist(s) will comply with the project’s general
timeline dates, as stated below:
Date* Project Phase
February 3, 2025 Issue RFP
February 24, 2025 Submissions Due
March 7, 2025 Selected Artist Notified
March/April 2025 Design Review and Revisions
May/June 2025 Final Design and Project
Endorsements
September/October 2025 Artwork Installation by City
October 2025 Artwork Unveiling
*Schedule is subject to change
- 22 -
5
Technical Specifications
Design Considerations
1. This call is primarily targeting new site-specific work suitable for display outdoor
all-seasons.
2. Both designs should be inspired by and include “Lest We Forget” text and
image(s) of Remembrance that are simplified vector linear artwork. Each site
has additional design elements brought forward by the individual Legion
Branches to consider in your proposal, but not limited to:
• City Centre: White background with m ultiple soldiers, including female
soldiers and/or nurse figures, white background.
• Claremont: Clean and simple design using a red background, white text and
minimal, but impactful image(s).
3. The Dominion Command of The Royal Canadian Legion has registered the
trademark of the Poppy image to safeguard the Poppy insignia as a symbol of
Remembrance. As such, image(s) of the poppy cannot be used in the designs.
4. Crosswalk dimensions – approximately 3.3 meters tall x 12.8 meters wide.
Proposed Designs should be within or near this scale.
5. White or Yellow boarder across top and bottom – 10 cm is the standard for
crosswalks.
6. The work is to be inclusive, engaging and create a feeling of remembrance and
honoring our fallen soldiers.
7. Final Digital Artwork will be professionally reproduced onto preformed
thermoplastics and installed onto road surface by a City of Pickering
Contractor.
8. The City of Pickering will own the rights to the two final crosswalk designs
provided by the artist.
9. The City of Pickering may choose to display images of the digital artwork for
marketing and promotion purposes.
10. High resolution PDF, Adobe Illustrator .ai files, or .eps files are required for
production.
Selection Process
A public art jury comprised of practicing arts professionals, Cultural Advisory
Committee Members, City staff and Royal Canadian Legion representatives will be
established for the evaluation of the proposals. This is a one-stage competition.
One (1) artist will be awarded the commission for the two unique designs.
The Jury will recommend one (1) artist or artistic team for the award of the
commission based on the following criteria:
- 23 -
6
1. Artistic merit, including quality of work, originality, and artistic excellence in the
field of outdoor temporary/permanent art.
2. Adherence to location and expressed desire in this project.
3. Artist’s demonstrated ability and proposal feasibility to meet the artwork goals
and technical requirements, within the set timeline and budget.
The City of Pickering reserves the right to select and retain the artist deemed most
appropriate for the project at its sole discretion.
Submission Requirements
Artists are invited to respond to this RFP Call by submitting a single pdf document
(max size 20 MB) including:
• Artist statement: describe your interest in this project and share your
experience in the field. You can submit a written document (1-page max).
• Concepts of the two unique crosswalk designs based on the Design
Considerations mentioned in this call. These should be rough sketches of
the designs you plan to submit should awarded the opportunity.
• Portfolio of past work: Examples of relevant work. You may include multiple
images per project on 1 page of a maximum to 10 projects (10-pages).
Add tittle, year, scope, budget and a short description.
• References: A list of at least two professional references familiar with your
work and working methods. The list must include name, title, complete e-
mail addresses and telephone numbers.
Submissions must be sent to jstamant@pickering.ca with subject line: Call to Lest
We Forget Remembrance Crosswalks - (Artist Preferred Name)
Deadline: February 24, 2025, at 4 pm EST.
Accessibility
The City will provide accommodation throughout the selection process to
applicants with disabilities. Please notify Jesse St. Amant, Coordinator, Cultural
Services at 905.420.4660 ext.3607 or jstamant@pickering.ca of the nature of any
accommodation(s) that you may require in respect of any materials or processes
used to ensure your equal participation.
- 24 -
7
Reserved Rights of the City of Pickering
The City of Pickering, at its sole discretion, may request clarification or request
additional information, as deemed necessary to evaluate the submissions. The
City retains the sole discretion to determine whether a submission is responsive
and if the prospective Artist or Artist Team can perform the Work. The City
reserves the right, at its sole discretion, to determine the number of pre-qualified
Artists or Artist Teams. The City reserves the right to not proceed with awarding a
contract.
Publication of Information
The City of Pickering shall have the exclusive rights to issue all public
announcements regarding the competition.
Additional Information
For any additional information or questions please contact: Jesse St. Amant,
Coordinator, Cultural Services at 905.420.4660 ext. 3607 or
jstamant@pickering.ca.
- 25 -
Attachment 3 to Report CS 11-25
Legislative Services Division
Clerk’s Office
Directive Memorandum
November 29, 2024
To: Laura Gibbs
Director, Community Services
From: Susan Cassel
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council held on
November 25, 2024
Lest We Forget Remembrance Crosswalks
Council Decision Resolution #616/24
WHEREAS, the Cenotaph for the City of Pickering is located in Esplanade Park;
And Whereas, each November the City honours and recognizes our fallen soldiers
through all the many wars from World War 1 to present armed conflicts;
And Whereas, the addition of a “Lest We Forget” crosswalk at or around Esplanade Park,
or a central location in the City downtown core, with a second crosswalk to be installed in
Claremont adjacent to the Royal Canadian Legion Branch #483, is another way residents
can reflect, honour and remember our fallen soldiers on Remembrance Day, as well as at
other times of the year;
And Whereas, other Ontario municipalities such as the City of Hamilton and City of
Chatham, and the Town of Amherst in Nova Scotia, have installed red crosswalks, with a
simple relief silhouette of a soldier, and “Lest we Forget” to raise awareness, enhancing
community and soldier commemoration citywide;
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 notwithstanding CUL 130 Public Art Policy, that staff consult with the Royal
Canadian Legion Branches #606 and #483 on the suitability and design to be used
for the installation of two “Lest We Forget” crosswalks, funded from the Public Art
Reserve (8038);
2.That the Mayor be requested to include funding in the amount of $33,000 in the
2025 Current Budget to enable staff to undertake a public art installation, to be
selected pursuant to the Public Art Policy (CUL 130) and funded from the Public Art
Reserve; and,
3.That staff report back to Council no later than the end of Q2 2025 on the most
suitable locations, design, and cost to facilitate installation of both crosswalks in
time for Remembrance Day 2025.
- 26 -
Please take any action deemed necessary.
SC:jc
Copy: Chief Administrative Officer
Director, Finance & Treasurer
- 27 -
Report to
Executive Committee
Report Number: CS 12-25
Date: June 9, 2025
From: Laura Gibbs
Director, Community Services
Subject: Consulting Serv ic es for Mechanical Improvements at Chestnut Hill Developments
Recreation Complex
File: A-1440-001
Recommendation:
1. That RFP2025-5 for Consulting Services for Mechanical Improvements at Chestnut Hill
Developments Recreation Complex submitted by Bouthillette Parizeau Inc. (BPA) in the
amount of $188,764.80 (net HST) or $209,615.00 (HST included) be accepted;
2. That the total gross project cost of $420,640.00 (HST included), including the amount of
the proposal, contingency and other associated costs, and the total net project cost of
$378,799.00 (net of HST rebate), be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$378,799.00 to be funded from the Facilities Reserve, CCBF (FGT) and Property Taxes
as approved in 2020 and 2022-2025 Capital Budgets;
4. That the Director, Community Services be authorized to execute the Form of Agreement
with the above-mentioned consultant pursuant to Request for Proposal No. RFP2025-5;
and
5. That the appropriate City of Pickering officials be authorized to take the necessary action
to give effect hereto.
Executive Summary: The purpose of this report is to award Request for Proposal No.
RFP2025-5 for Consulting Services for Mechanical Improvements at the Chestnut Hill
Developments Recreation Complex (CHDRC). This consulting work includes site investigation,
design, preparation of construction documents, and construction contract administration for
equipment replacements and performance improvements at the CHDRC.
Request for Proposal No. RFP2025-5 was advertised on the City’s bids&tenders portal on
March 12, 2025, and closed on April 8, 2025. Five proponents submitted proposals. The
Evaluation Committee, consisting of staff from Community Services, reviewed and evaluated
the proposals received using criteria outlined in the request for proposal documents.
All pre-conditions of award required in accordance with the bid document have been reviewed
and approved. The top-ranked proposal submitted by Bouthillette Parizeau Inc. (BPA) in the
amount of $188,764.80 (net HST) or $209,615.00 (HST included) is recommended for
approval. The total gross project cost is estimated to be $420,640.00 (HST included) and the
- 28 -
CS 12-25 June 9, 2025
Subject: Consulting Services for Mechanical Improvements at CHDRC Page 2
total net project cost is estimated at $378,799.00 (net of HST rebate).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community.
Financial Implications:
1. RFP Amount
RFP2025-5 $185,500.00
HST (13%)
Total Gross RFP Cost
24,115.00
$209,615.00
2. Estimated Project Costing Summary
RFP2025-5 $185,500.00
Testing & Inspection 30,000.00
Permits & Approvals 25,000.00
Costs to date 109,488.00
Contingency (12%) 22,260.00
Total Project Cost $372,248.00
HST (13%) 48,392.00
Total Gross Project Costs $420,640.00
HST Rebate (11.24%) (41,841.00)
Total Net Project Cost $378,799.00
3. Approved Source of Funds - Community Centres Capital Budget
Approved Code Source of Funds Approved Budget Funds Required
C10230.2001
C10230.2001
C10225.2201
CCBF (FGT) Oblg RF
Property Tax
CCBF (FGT) Oblg RF
$450,000.00
155,000.00
225,000.00
$173,799.00
155,000.00
0.00
C10225.2404 CCBF (FGT) Oblg RF 930,000.00 0.00
C10225.2404 Facilities Res, 50,000.00 50,000.00
Total Funds $1,810,000.00 $378,799.00
Project Cost under (over) approved funds by $1,431,201.00
- 29 -
CS 12-25 June 9, 2025
Subject: Consulting Services for Mechanical Improvements at CHDRC Page 3
It is recommended that all costs be consolidated under the capital project C10225.2404
(Chiller & Cooling Tower Replacement). The funding from C10225.1905 (Supplemental
Heating and Cooling Coils), C10230.2001 (Pool Dehumidification Upgrades) and C10225.2201
(Chilled Water & Condenser Pump Replacements) will be transferred to C10225.2404 and the
remaining capital accounts will be closed. The four capital projects referenced above will be
tendered as one project. The balance of consolidated funding will be used for construction
work, to follow completion of design.
Discussion: The purpose of this report is to award Request for Proposal No. RFP2025-5 for
Consulting Services for Mechanical Improvements at the CHDRC . Work includes lifecycle
replacements for equipment such as the chiller, cooling tower, chilled water and condenser
water pumps, and improving dehumidification and ventilation in the pool and whirlpool spaces.
Originally constructed in 1982, the CHDRC has had various additions and upgrades
throughout the years. Various pieces of equipment are nearing the end of their serviceable life
and require replacement. Due to high usage of the CHDRC, prudent and planned replacement
of key systems prior to failure is essential to minimize risks of unexpected or critical failure that
could otherwise result in loss of services.
Main pool and whirlpool areas have also been identified as spaces in need of improved
dehumidification and ventilation to help prevent premature deterioration of existing and
adjoining materials due to excess heat and moisture buildup. All related systems must likewise
be integrated through the City’s Building Automation System (BAS) to ensure holistic building
performance, facility user comfort, and to optimize energy management. Costs spent to date
represent investigations into individual existing systems and conditions and have clarified that
an integrated solution will be necessary to avoid gaps between individual component projects;
they must be treated as one project. A specialty consultant is required to comprehensively
review existing site conditions, systems and documentation collected to date, meet with City
staff and provide a comprehensive design and construction approach.
Request for Proposal No. RFP2025-5 was advertised on the City’s bids&tenders portal on
March 12, 2025. Five companies responded by the closing date of April 8, 2025. Bouthillette
Parizeau Inc. (BPA) was the lowest compliant response with a price of $188,764.80 (net HST)
or $209,615.00 (HST included).
Proposals were evaluated and ranked based on the consultant’s experience and qualifications,
similar projects, the proponent’s project understanding, and their pricing. All pre-conditions of
award required in accordance with the bid document have been received, reviewed and
approved.
The top-ranked proposal submitted by Bouthillette Parizeau Inc. (BPA), in the amount of
$188,764.80 (net HST) or $209,615.00 (HST included), is recommended for approval. The
total gross project cost is estimated to be $420,640.00 (HST included) and the total net project
cost is estimated at $378,799.00 (net of HST rebate).
- 30 -
CS 12-25 June 9, 2025
Subject: Consulting Services for Mechanical Improvements at CHDRC Page 4
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP
Division Head, Facilities Management Manager, Procurement
& Construction
Original Signed ByOriginal Signed By
Dennis Yip, .Eng., PMP®, CEM, LEED® AP Laura Gibbs, MBA, MSc.
Manager, Facilities Capital Projects Director, Community Services
Original Signed By
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
VP:dy
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 31 -
Report to
Executive Committee
Report Number: CS 13-25
Date: June 9, 2025
From: Laura Gibbs
Director, Community Services
Subject: Beverage Vending Machine Services Provider
Request for Quotation No. Q2024-34
File: A-1440-001
Recommendation:
1. That the quotation submitted by Break Time Vending Services, in response to Request
for Quotation No. Q2024-34 for Beverage Vending Machine Services Provider, offering
c ommission of 54% of sales be accepted;
2. That the Director, Community Services be authorized to execute a Vending Services
Agreement with Break Time Vending Services, and
3. That the appropriate City officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: The purpose of this report is to seek Council’s approval to execute
a Service Agreement with Break Time Vending Services to provide snack vending services
throughout City owned facilities. The term of the agreement is to be for a period of one year.
The City reserv es the right to extend this contract, on an annual basis, for up to four years,
provided that the Company’s performance is satisfactory, and the proposed Consumer Price
Index pricing two months prior to the expiry date of the contract for each subsequent year is
acceptable to the City. The Purchasing Policy (PUR 010; Section 06.12) requires that revenue
generating proposals for services are subject to the approval of Council prior to the Manager
awarding the contract.
Request for Quotation Q2024-34 was posted to the City’s bids&tenders portal on February 11,
2025 and closed on March 13, 2025. Seven respondents submitted quotations. The
Evaluation Committee, consisting of staff from Community Services reviewed and evaluated
the responses received using criteria outlined in the bid document.
All pre-conditions of award required in accordance with the bid document have been reviewed
and approved. The top-ranked response submitted by Break Time Vending Services providing
commissions of 54% of sales is recommended for approval.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Strengthen Existing & Build New Partnerships.
- 32 -
CS 13-25 June 9, 2025
Subject: Beverage Vending Machine Services Provider Page 2
Financial Implications: The revenue to be generated from Break Time Vending Services
will include commission of 54% of sales. Based on the average monthly sales of $23,500.00,
the estimated annual commission at this rate would be approximately $152,280.00.
Discussion: The purpose of this report is to seek Council’s approval to execute a Service
Agreement with Break Time Vending Services to provide snack vending services throughout
City owned facilities. Vending services are provided at City Hall, Chestnut Hill Developments
Recreation Complex, George Ashe Library & Community Centre, East Shore Community
Centre, the Operations Centre, and Don Beer Arena. Other City facility locations may be
added if there is a future requirement. The City also has the right to add other services such as
coffee and fountain drink services to City locations as well.
Request for Quotation Q2024-34 was posted to the City’s bids&tenders portal on February 11,
2025 and closed on March 13, 2025. The term of the agreement is to be for a period of one
year. The City reserv es the right to extend this contract, on an annual basis, for up to four
years, provided that the Company’s performance is satisfactory, and the proposed Consumer
Price Index pricing two months prior to the expiry date of the contract for each subsequent
year is acceptable to the City. Seven respondents submitted quotations. Break Time Vending
Services was the top-ranked respondent offering commission of 54% of sales.
Responses were evaluated and ranked based on the respondent’s experience and
qualifications, similar or related projects, the respondent’s demonstrated understanding of the
project, and their pricing. All pre-conditions of award required in accordance with the bid
document have been received, reviewed and approved.
Attachment: None
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Lauren Gregory Cathy Bazinet, CPPB, NIGP-CPP
Manager, Facilities Maintenance Manager, Procurement
Original Signed By
Vince Plouffe, OAA
Division Head, Facilities Management
& Construction
- 33 -
CS 13-25 June 9, 2025
Subject: Beverage Vending Machine Services Provider Page 3
Approved/Endorsed By:
Original Signed By
Laura Gibbs, MBA, MSc.
Director, Community Services
LG :lg
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 34 -
Report to
Executive Committee
Report Number: CS 14-25
Date: June 9, 2025
From: Laura Gibbs
Director, Community Services
Subject: Whitevale & District Residents’ Association Licence Agreement Renewal
File: A-1440-001
Recommendation:
1. That the Mayor and City Clerk be authorized to execute the Licence Agreement for a five
year term commencing July 1, 2025 and ending June 30, 2030 with Whitevale & District
Residents’ Association for the operation of the Whitevale Arts & Culture Centre and the
Whitevale Community Centre including the Mary Christian House, set out in Attachment 1
to this report, subject to minor revisions as may be required by the Director, Community
Services and the Director, Corporate Services & City Solicitor; and
2. That the appropriate City officials be authorized to take necessary actions as indicated in
this report.
Executive Summary: The City of Pickering, through Resolution #350/20 has a five-year
Lease Agreement with the Whitevale & District Residents’ Association (WDRA) to operate the
Whitevale Arts & Cultur e Centre (WACC) located at 475 Whitevale Rd., which is set to expire
on July 31, 2025. Additionally, The City of Pickering, through Resolution #350/20, has a five-
year Lease Agreement with the WDRA to operate the Whitevale Community Centre (WCC),
located at 405 Whitevale Rd., which is set to expire on June 30, 2025. The WDRA is
responsible to manage and operate these municipally owned facilities which includes
permitting, security, caretaking, and cleaning, and the delivery of community -based programs,
events, and arts and cultural services.
Report CS 07-25 regarding Northern Community Halls provided a summary of the condition of
the WACC and the WCC. The two properties include three heritage buildings, all of which are
identified in the Whitevale Heritage Conservation District. The report recommended a five-year
licence agreement renewal based on the active community -based programming currently
taking place at both the WCC and WACC .
Staff met with the WDRA in person to discuss the licence agreement on January 17, 2025.
Following that meeting, the WDRA received a copy of the updated licence agreement. The
WDRA Board received input from board members and submitted questions and minor
revisions to staff. The minor changes that were requested from the WDRA have been reflected
the updated agreement (Attachment 1).
WDRA has operated both facilities to the satisfaction of the City. As such, staff recommend the
Licence Agreement set out in Attachment 1 of this report be renewed for a five-year term,
- 35 -
CS 14-25 June 9, 2025
Subject: Whitevale & District Residents’ Association Licence Agreement Renewal Page 2
beginning July 1, 2025 and ending June 30, 2030 for both premises. Since the facilities have
been successfully managed by the WDRA, staff are recommending that the two existing
licenc e agreements be merged into one Agreement moving forward. The merger of the two
licenc e agreements into one new agreement is supported by the WDRA.
Relationship to the Pickering Strategic Plan: The recommendations in this report
respond to the Pickering Strategic Plan Priority of Strengthen Existing & Build New
Partnerships.
Financial Implications: Through the Facility Renewal Study, the City of Pickering has
identified that the WCC , comprised of two buildings, has a deferred maintenance of cost of
$726,150. The City will undertake a portion of these required repairs during the term of this
licence agreement. The WACC is in good condition with deferred maintenance costs of
$45,583.00.
The City of Pickering’s annual general maintenance and operating costs for both the WACC
and the WCC are approximately $29,600.00 which includes:
Item: WACC WCC
Septic System $ 2,000.00 $ 2,000.00
UV System PM Service $ 1,200.00 $ 1,200.00
Hydro $ 1,500.00 $ 3,000.00
Building Repairs & Maintenance $ 5,000.00 $ 5,000.00
Pest Control Services $ 600.00 $ 600.00
Winter Control $ 2,000.00 $ 4,500.00
ESA Inspection $ 500.00 $ 500.00
Total $ 12,800.00 $ 16,800.00 Total: $ 29,600.00
The WDRA’s Reported Financial Summary
Year Revenue Earned Annual Expenses Cash balance,
end of year
2021 $ 750.00 $ 4,149.21 $ 23,443.23
2022 $ 3,770.00 $ 7,299.56 $ 16,785.85
2023 $ 7,739.00 $ 9,743.13 $ 13,909,54
2024 $ 11,316.81 $ 11,535.95 $ 13,811.18
All revenues generated from the operation of the WCC and WACC are retained by the WDRA.
- 36 -
CS 14-25 June 9, 2025
Subject: Whitevale & District Residents’ Association Licence Agreement Renewal Page 3
Discussion: The purpose of this report is to seek approval for the renew al of the Licenc e
Agreement with the Whitevale & District Residents’ Association, for use of the WACC (located
at 475 Whitevale Road) to operate various arts and cultural community programs and events,
and the WCC (located at 405 Whitevale Road) to offer various programs and events in the
community for residents of all ages and the Mary Christian House which is used for storage.
1. Use of the WCC and WACC
The WCC is actively used by the community and the WDRA organizes and hosts several
events annually including:
• Hogs and Quiches New Year Levee (January )
• Winter Blah’s Festival (February )
• Spring Festival (May)
• Corn Roast in partnership with the Church (September)
• Christmas Craft Show (Dec ember)
In addition to many successful events, the WDRA also administrates facility rentals that
includes Maplevale (local maple syrup production), community forums/meetings, as well as a
variety of private functions (birthdays, anniversaries, memorials, bible studies). In 2024, a total
of 47 private uses were booked at the Community Centre.
The WACC also offers a number of arts-based initiatives throughout the year including:
• Easter Egg Hunt (April)
• Earth Day clean-up (April)
• Changing art and culture exhibitions
• Art Shows and Artist Talks (4 times/year)
• Poetry Readings (June)
• Book Club (spring/f all)
• Bird Walks (spring)
• Stitching Club (spring/summer)
• French Club (summer)
• Ukulele program for beginners (summer)
• Pumpkin Carving (October)
The WDRA promotes their programs and services through the circulation of a newsletter
mailed to all Whitevale residents. The WDRA promotes activities and programs through signs
and posters that are displayed widely in the community. For larger community events, these
are advertised through their local Facebook page and as well on the City of Pickering events
calendar.
2. Condition of the WCC and WACC
The WCC, located at 405 Whitevale Road is located on a 1.59 hectare community park that
contains two heritage structures, the Miller House (c. 1825-35) and the Mary Christian House
(c . 1860). The Miller House is the structure that is primarily used for public use and the Mary
- 37 -
CS 14-25 June 9, 2025
Subject: Whitevale & District Residents’ Association Licence Agreement Renewal Page 4
Christian House is used for storage. There are some significant structural, building repairs, and
facility upgrades that have been identified for the Community Centre buildings. Through the
Facility Renewal Study, the City of Pickering has identified that the WCC has a deferred
maintenance of cost of $726,150. The City will undertake a portion of these required repairs
during the term of this licence agreement. The City has completed repairs to the WACC over
the past two years and the building is currently in good condition.
3. Changes made to the Licence Agreement
The City has merged the two former licence agreements for each facility into one combined
licence agreement. The language used throughout the agreement was updated to be
consistent with the City’s active licence agreements, or to provide clarity in language used. The
following notable changes and updates have been made to the agreement:
i. The term of the agreement was updated to a five-year term, beginning July 1, 2025
and ending June 30, 2030.
ii. Premises has been updated to clarify that this licence agreement refers the entire
facility known as WCC, located at 405 Whitevale Road, including the Miller House and
the Mary Christian House, and the facility known as the WACC located at 475
Whitevale Road.
iii. Grant, Section 8, has been updated to a non-exclusive licence agreement for use of
the premises.
iv. Association’s Use of Premises, Section 9, has been updated to include that the
Association shall host at least one Community Event plus four to six Community
Programs annually.
v. Association’s Use of Premises, Section 10, has been removed and covered in Section
3.
vi. Term, Section 20; the notice period to terminate this agreement by either party has
been reduced from six to three months.
vii. Overholding, Section 24, has been removed. Overholding extends the licence
agreement on a month-to-month basis if it is not extended through a new agreement.
The removal of this clause allows staff to assess the use of the facilities along with the
condition of the facilities near the end of the term to make a recommendation to
Council for ongoing or future use of the facilities.
viii. Alterations, Section 33, has been updated to clarify that any alterations or additions
made to the Premises shall be at the sole cost and expense of the WDRA and shall be
added to the City’s inventory of fixtures, and shall form part of the City’s property. Any
alteration or addition must receive prior written consent from the Director, Community
Services. The City remains responsible for all inspections, prev entative maintenance,
- 38 -
CS 14-25 June 9, 2025
Subject: Whitevale & District Residents’ Association Licence Agreement Renewal Page 5
and replacement at its sole discretion, as outlined in Maintenance of Premises, Section
29.
ix.Insurance, Section 34 (b), required commercial general liability insurance has been
increased from $2 million to $5 million, as is standard in current licence agreements.
x.Insurance Risks, Section 38, was added to the licence agreement. The Association
shall not do anything that is not permitted by the City’s insurance policy, or which would
prevent the City from procuring a policy with companies acceptable to the City. If the
conduct of the Association results in an increase in premiums for the City’s insurance
policies, the Association shall pay such increase to the City.
xi.R ight of Entry, Section 48, was deleted and updated in Section 41. Section 48 was
deleted as the City reserves the right to enter the premises at any time for any reason
without notice.
xii.The municipal alcohol policy was replaced in the appendix with the most recent
version.
A five-year licence agreement is recommended to permit the WDRA to continue to operate the
WCC and the WACC.
Attachments:
1.Whitevale & District Residents’ Association Licence Agreement, with track changes
2.Whitevale & District Residents' Association Licence Agreement, final version
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Marilou Murray Laura Gibbs, MBA, MSc.
Manager, Community Services Administration & Director, Community Services
Strategic Initiatives
Original Signed By
Kim Bradley
Special Advisor, Community Initiatives
LG :kb
- 39 -
CS 14-25 June 9, 2025
Subject: Whitevale & District Residents’ Association Licence Agreement Renewal Page 6
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 40 -
Lease Licence Agreement
This Lease Licence Agreement is made as of the 1st day of July, 20250.
Between:
The Corporation of the City of Pickering
(the "City")
- and -
Whitevale & District Residents’ Association
(the "Association")
Article I
Interpretation
Definitions
1.In this AgreementLease,
(a)"Commencement Date" means July 1, 20250;
(b)"Lease" means this lease as it may be amended from time to time;
(c)(b) "Premises" means the entire facility known as Whitevale Community
Centre including the Mary Christian House, located at 405 Whitevale Rd,
Whitevale, ON L1X0H 1M00J9, excluding the parking lot, playing field and
children’s play area bounded by Whitevale Rd. north, park driveway to the
west, parking lot to the south and park perimeter bordering the river to the
east, and the entire facility known as the Whitevale Arts & Culture Centre
located at 475 Whitevale Rd., Whitevale ON L1X 0J0 in the City of
Pickering, Regional Municipality of Durham;
(d)(c) "Licence FeeRent" means the rent fee(s)payable pursuant to Section
234; and
(e)(d) "Term" means the term of this Lease Licence Agreement as set out in
Section 189.
Attachment 1 to Report CS 14-25
- 41 -
2
Headings
2. The division of this Lease Agreement into articles, sections, subsections and
schedules and the insertion of headings are for convenience of reference only
and shall not affect the construction or interpretation of this LeaseAgreement.
Schedule
3. Schedule “A” (City’s Municipal Alcohol Management Policy) and Schedule “B”
(City’s Conditions of Agreement) are incorporated into and form part of this
LeaseAgreement.
Severability
4. All of the provisions of this Lease Agreement are to be construed as covenants
even where not expressed as such. If any such provision is held to be or
rendered invalid, unenforceable or illegal, then it shall be considered separate
and severable from the rest of this Lease Agreement and the remaining
provisions of this Lease Agreement shall remain in force.
Number
5. Wherever a word importing the singular number only is used in this
LeaseAgreement, such word shall include the plural. Words importing either
gender or firms or corporations shall include the other gender and individuals,
firms or corporation where the context so requires.
Governing Law
6. This Lease Agreement shall be governed by, and interpreted and enforced in
accordance with, the laws in force in the Province of Ontario. and the laws of
Canada applicable therein.
Entire Agreement
7. This Lease Agreement constitutes the entire Aagreement between the parties
concerning the Premises and may only be amended or supplemented by an
agreement in writing signed by both parties.
- 42 -
3
Article II
Grant and Use
Grant
8. In consideration of the performance by the Association of its obligations under
this LeaseAgreement, the City leases the Premisesis granting a non-exclusive
licence to the Association for its use during the Termto use the Premises for the
purposes described herein.
Association’s Use of Premises
9. The Premises shall be used only for functions by not-for-profit organizations,
other organizations pre-approved in writing by the City, charity events, non-
commercial receptions and for no other purpose without the prior written consent
of the City which consent may be arbitrarily withheld. The premises shall not be
used for the delivery of programs, services, activities, or events which are directly
or indirectly in competition with those offered by the City of Pickering.
9. The Association shall host at least one “Community Event” and at least four
“Community Programs” annually.
10. Pursuant to Section 9, the Premises shall not be used for the delivery of
programs, services, activities or events which are in direct competition with those
offered by the City of Pickering.
11. The Association’s use of the Premises shall be in accordance with the City’s
Alcohol Management Policy (Schedule “A”) and Conditions of Agreement
(Schedule “B”).
12.10.The Association is only permitted to use the Premises when the Premises is
open to the public. The Association is required to use the Premises within the
same operating hours as the Premises’ operating schedules, which schedules
shall be determined solelyapproved by the City from time to time. The City
reserves the right, in its sole discretion, to alter the operating schedules and the
City will not be responsible for any losses or damages including any lost
revenues and/or expenses incurred by the Association due to operating schedule
changes and/or Premises closures, for any reason whatsoever.
Nuisance
13.11.The Association shall not carry on any activities or do or suffer any act or thing
that constitutes a nuisance, or which is offensive or an annoyance to the City.
Formatted: Indent: Left: 0.3", No bullets or numbering
Formatted: Indent: Left: -0.5"
- 43 -
4
City Use of Premises Takes Priority
14.12.The City shall always have the first right to use the Premises for its own purposes
as required and, in such instances, shall give the Association reasonable notice
of its intention to use the premises to minimize any scheduling conflicts. The
City’s needs shall take priority. of refusal to use the Premises. The Association
shall not be entitled to any rental fees or other remuneration associated with the
use of the Premises by the City. The City shall ensure the premises are cleaned
after such use should it occur. The City shall provide cleaning services to the
common areas of the Community Centre at 405 Whitevale Road once per week
exclusively when City of Pickering Camps operate on the premises. The common
areas apply to the main hall and the washroom facilities located on the first /
main floor.
Assignment and Subletting
15.13. TSubject to Section 15, the Association shall not assign this Lease assign this
Licence or sublet all or any portion of the Premises without the prior written
consent of the City, which consent may be arbitrarily withheld.
Licences
16.14.The Association may grant licences permits to licensees other third parties to use
the premises if approved in writing by the City to use the Premises and provided
that,
(a)the term of the licence permit does not exceed one (1) month;.
(b) the licensee permit holder agrees to comply with Sections 9, andand 10,
of this LeaseAgreement; and
(c) the Association agrees that it shall only charge such Permit Ffees for the
rental of the Premises at the rate that is approved by the City from time to
time. The City and the Association shall establish the approved Permit
Frental fee rate yearly throughout the Term.
17.15.The Association shall retain 100% of all licence permit fees recovered for the use
of the Premises.
18.16.The Association shall submit a written report to the City every four months
documenting the source and amount of all licence permit ffees received by the
Association for the Premises.
19.17.The Association shall submit their annual financial statement to the City by
February 15th of each year of the Term.
- 44 -
5
Article III
Term
Term
20.18.The term of this Lease Licence Agreement shall be five (5) years commencing on
the Commencement Date and expiring on June 30, 203025.
21.19.Notwithstanding anything else contained herein, this Lease Agreement may be
terminated by either party for any reason upon six three month’s noticemonths’
notice to the other in writing.
22.20.Upon the expiry or earlier termination of this LeaseAgreement, the Association
shall surrender to the City possession of the Premises and all the rights of the
Association under this Lease Agreement shall terminate (but the Association
shall, notwithstanding such expiry or termination, as the case may be, be liable to
the City for any loss or damage suffered by the City by reason of any default of
the Association of its obligations hereunder).
23.21.If the City shall declare this Lease to beterminates this Agreement terminated
pursuant to Section 1921, the CitycCity will not be liable to the Association for
any damage or loss occasioned thereby.
Overholding
24. If the Association remains in possession of the Premises after the expiry of the
Term, there shall be no tacit renewal of this Lease or the Term, notwithstanding
statutory provisions or legal presumption to the contrary, and the Association
shall be deemed to be occupying the Premises from month to month upon the
same terms, covenants and conditions as are set forth in this Lease insofar as
they are applicable to a monthly tenancy.
Article IV
RentLicence Fee
Rent
25.22.The Association shall pay to the City as rent a Licence Fee for the entire Term in
lawful money of Canada the sum of One (1) Dollar ($1.00).
Gross Lease
26. The City acknowledges that this is a gross lease and agrees to pay all charges,
impositions and outlays of every nature and kind relating to the Premises except
as expressly set out in this Lease.
Formatted: Normal, Keep with next, Tab stops: 3.25",
Centered
- 45 -
6
Article V
Maintenance, Repairs and Alterations
Maintenance of Premises
27.23.Subject to the obligations of the City pursuant to Sections 2932 and 3031, the
Association shall maintain and operate the Premises so the Premises shall
always be of good appearance and in a condition suitable for the proper
operation of the Premises.
28.24.The Association shall provide general maintenance services (cleaning,
minor/cosmetic upgrades/supplies, outside gardens/flower beds, etc.) to the
Premises at its expense and shall provide all necessary cleaning and
maintenance supplies such as cleaning products, related paper products and
cleaning equipment.
29.25.In accordance with the Occupational Health and Safety Act and the WHMIS
Regulation R.R.O. 1990, Reg 860, as amended by O. Reg 36/93, or its
successors, the Association shall be responsible to maintainfor maintaining a
binder containing safety data sheets for all hazardous products stored or used on
the Premises. The said binder must be kept current at all timesalways kept
current and available for reference by users of said products.
30.26.The Association shall be responsible to providefor providing the City with:
(a) WHMIS training certification of individuals working with cleaning products
and/or hazardous materials on the Premises and of Association members
working alone or overseeing any maintenance tasks performed on the
Premises; and
(b) Completed Ministry of Labour Health & Safety Awareness Training for
Supervisors for those same individuals.
31.27.The Association shall be responsible for all day-to-day operating expenses,
including, but not limited to, garbage removal from the facility. The Association
shall not be responsible for utilities.
32.28.28. The City shall provide snow removal services for the driveway and parking lot
at 405 Whitevale Rd. and the forecourt area at 475 Whitevale Rd.. The
Association shall be responsible for snow removal on all sidewalks, walkways
and all other areas of pedestrian passage on the Premises.The City shall provide
cleaning services to the common areas of the Community Centre once per week
exclusively when City of Pickering Camps operate on the premises. The common
areas apply to the main hall and the washroom facility located on the first floor.
Formatted: Indent: Left: 1", Tab stops: -1", Left
Formatted: Indent: Left: -0.7", Hanging: 0.5"
- 46 -
7
29. (1) Subject to subsection (2), the City shall be responsible for all inspections,
preventative maintenance, and replacement at its sole discretion, with
respect to:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
HVAC equipment.;
electrical systems (including lighting).;
water supply, treatment and septic systems.;
plumbing system and fixturess.;
roofs.;
exterior cladding.;
doors and hardware.;
parking lots; and
lawn care, landscaping and pest control.
(2) The Association shall be responsible for any damages or costs incurred
due to the misuse or negligence of the Association, its employees,
invitees, servants, agents, or others under its control and the Association
shall pay to the City on demand the expense of any repairs including the
City’s reasonable administration charge necessitated by such negligence
or misuse.
33.30. The Association shall immediately notify the City of any damage or unsafe
conditions on the Premises.
Security
34. 31. The Association shall be responsible for the security of the
Premises. The Association will ensure that no copies of the keys to the Premises
are made or given to third parties (even temporarily) without the prior written
consent of the City. Only Association representatives that have signed for keys
with the City or parties granted written consent by the City,City will be authorized
to be in the possession of keys to the Premises.
Formatted: Indent: Left: 0", Numbered + Level: 1 +
Numbering Style: 1, 2, 3, … + Start at: 30 + Alignment: Left
+Aligned at: 0.25" + Tab after: 0.75" + Indent at: 0.75",
Tab stops: Not at 0.75"
Formatted: English (United Kingdom)
Formatted: Indent: Left: 0", Hanging: 0.5", No bullets or
numbering, Tab stops: 0.5", Left + Not at 1"
32. Any keys provided to the Association, or its licensees, must be returned to the
City immediately upon request.
35.
Alterations/Improvements to Premises
36. 33. The Association shall not make any alterations or additions to the
Premises without prior written consent of the City’s Director, Community
Services. Any such pre-approved alterations, additions or fixtures shall be at the
sole cost and expense of the Association and shall be added to the City’s
inventory of fixtures and shall form part of the City’s property. The Association
acknowledges that it has no claim to any such alteration, addition, or fixture upon
termination of this Agreement.only be permitted to make alterations and
improvements to the Premises that have been approved by the City.
Formatted: Indent: Left: 0", Hanging: 0.5", Tab stops:
0.5", Left + Not at 0.1"
Formatted: No bullets or numbering
Formatted: Indent: Left: 0", Hanging: 0.5", No bullets or
numbering
- 47 -
8
Article VI
Insurance and Indemnity
Association's Insurance
37. 34. The Association, at its sole cost and expense, shall take out and keep in
full force and effect throughout the Term,
(a) insurance upon property owned by it which is located on the Premises;
and
(b) commercial general liability insurance pertaining to the Association’s
liability to others in respect of injury, death or damage to property
occurring upon, in or about the Premises, such insurance to be of an
amount not less than two five million dollars ($52,000,000.00) for claims
arising out of oneper occurrence. Such policy shall also name the City as
an additional named insured and may not be cancelled unless prior notice
by registered letter has been given to the City by the insurer 30 days in
advance of the expiry date.
Formatted: Indent: Left: 0", Hanging: 0.5", No bullets or
numbering
38. 35. Prior to the Commencement Date, the Association shall file with the City a
Certificate of Insurance in a form satisfactory to the City Treasurer, verifying that
the commercial general liability insurance policy is in effect and setting out the
essential terms and conditions of the insurance.
39. 36. The provision of the insurance policy required by this Section shall not
relieve the Association from liability for claims not covered by the policy or which
exceed its limits, if any, for which the Association may be held responsible.
40. 37. The Association is responsible for insuring all ofall their equipment,
Formatted: Indent: Left: 0", Hanging: 0.5", No bullets or
numbering
Formatted: Indent: Left: 0", Hanging: 0.5", No bullets or
numbering
Formatted: Indent: Left: 0", Hanging: 0.5", No bullets or
numberingcontents, and leasehold improvements, including all contents, artifacts and
artwork that is owned by any other party that is on display at the Premises or
within the Association’s possession.
Insurance Risks
38. The Association shall not do, omit to do, or permit to be done or omitted to be
done upon the Premises anything that may contravene or be prohibited by any of
the City's insurance policies in force from time to time covering or relevant to any
part of the Premises or which would prevent the City from procuring its policies
with companies acceptable to the City. If the conduct of business in the
Premises or any acts or omissions of the Association on the Premises causes or
results in any increase in premiums for any of the City's insurance policies, the
Association shall pay such increase to the City.
Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
- 48 -
9
41.
Limitation of City's Liability
42.39. The City shall not be liable for any bodily injury or death of any person, or loss or Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Formatted: No bullets or numbering
damage to any property belonging to the Association or its employees, invitees
or licensees or its guests, or to any other person in, on or about the Premises,
unless caused by the wilful misconduct or gross negligence of the City or those
for whom the City is at law responsible.
Indemnification
43.40. The Association shall indemnify and save harmless the City, its directors,
officers, employees, elected officials, agents, contractors and representatives
from and against any and all actions, losses, damages, claims, costs and
expenses (including, without limiting the generality of the foregoing, all claims for
personal injury, death and/or property damage) and also damages arising from
any breach of this Lease Agreement by the Association or from any act or
omission of the Association or those for whom the Association is at law
responsible in or around the Premises arising from the Association’s use and
occupation of the Premises pursuant to this LeaseAgreement. The City shall not
be liable for any loss or damage to any property belonging to the Association or
to any other persons or for any injury to any person while such person or
property is on the Premises, unless such loss, damage or injury is caused
directly by the wilful misconduct or negligence of the City, or those for whom the
City is at law responsible. This provision shall survive the expiration or earlier
termination of this LeaseAgreement.
Article VII
Remedies on Default
City's Right to Re-Enter
41. The City reserves the right to re-enter the Premises at any time for any reason Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 + without notice. The City will provide reasonable notice if it deems it practical to do Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"so based on its sole discretion.
44. If any amount payable to the City under this Lease shall remain unpaid for
fifteen (15) days after the Association has received notice thereof, then it shall be
lawful for the City at any time thereafter to re-enter the Premises.
Formatted: Indent: Left: 0.5", No bullets or numbering
City's Right to Remedy Default
45.42.In addition to all other remedies the City may have under this AgreementLease Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 + and in law, if the Association is in default of any of its obligations under this Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"LeaseAgreement, and such default has continued for a period of ten (10) days
after receipt of notice by the Association (or such longer period as may be
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
- 49 -
10
reasonably required in the circumstances to cure such default, except in an
emergency where the City will not be required to give notice), the City, without
prejudice to any other rights which it may have with respect to such default, may
remedy such default and the Association shall be responsible for all such
reasonable costs.
Waiver
46.43.No condoning, excusing or overlooking by the City of any default, breach or
non-observance by the Association at any time or times in respect of any
covenant, obligation or agreement under this Lease Agreement shall operate as
a waiver of the City’s rights hereunder in respect of any continuing or subsequent
default, breach or non-observance, or so as to defeat or affect in any way the
rights of the City in respect of any such continuing or subsequent default or
breach, and no waiver shall be inferred from or implied by anything done or
omitted by the Association save only an express waiver in writing.
Article VIII
Miscellaneous
Quiet Enjoyment
47.The City shall permit the Association to peaceably possess and enjoy the
Premises during the Term without any interference from the City, or any person
lawfully claiming by, from or under the City provided the Association is not in
default.
Right of Entry
48.The Association agrees to permit the City and authorized representatives of the
City to enter the Premises at any time for the purpose of inspecting the Premises.
The City shall use its best efforts to minimize the disruption to the Association's
use of the Premises during any such entry.
Signs
49.44.The Association may only erect signs on the Premises with the City’s prior written
approval. All such signs shall be removed from the Premises at the end of the
Term.
Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
Formatted: Indent: Left: 0.25", Numbered + Level: 1 +
Numbering Style: 1, 2, 3, … + Start at: 38 + Alignment: Left
+Aligned at: 2.25" + Indent at: 2.5"
Formatted: Indent: Left: 0.25", Numbered + Level: 1 +
Numbering Style: 1, 2, 3, … + Start at: 38 + Alignment: Left
+Aligned at: 2.25" + Indent at: 2.5"
Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
- 50 -
11
Compliance with Laws
50.45. The Association, at its sole cost and expense, shall comply with all legal Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
requirements (including statutes, laws, by-laws, regulations, ordinances, orders,
rules and regulations of every governmental authority having jurisdiction) that
relate to the use of the Premises by the Association or the making of any
improvements to the Premises by the Association.
Notice
51.46. Any notice required to be given by the City to the Association under this Lease
Agreement shall be in writing and shall be delivered to the Premises or such other
address of which the Association has notified the City in writing, and any such
notice delivered shall be deemed good and sufficient notice under the terms of
this LeaseAgreement.
52.47. Any notice required to be given by the Association to the City under this Lease
Agreement shall be in writing and shall be delivered to The Corporation of the City
of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario,
L1V 6K7 (Attention: City Clerk) or such other address of which the City has
notified the Association in writing, and any such notice delivered shall be deemed
good and sufficient notice under the terms of this LeaseAgreement.
Successors and Assigns
53.48.This Lease Agreement shall enure to the benefit of and be binding upon the Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 + parties and their respective successors (including any successor by reason of Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"amalgamation or statutory arrangement) and permitted assigns.
Title
54.49. The Association hereby agrees to keep title to the Premises, including every part Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
thereof, free and clear of any lien, encumbrance or security interest or notice
thereof. The Association shall not enter into any agreements for the Premises
which would run with the Premises and become an obligation of the City upon
termination or expiration of this LeaseAgreement.
Force Majeure
55.50. The City shall not be liable for any damages caused by any delay or failure to
perform the whole or any part of this LeaseAgreement, where such performance
is made impossible or impractical due to any cause direct or indirect, beyond the
control of the City, including, but not limited to, labour disruptions, strikes,
lockouts, fire, flood, storms, acts of nature, natural disasters, acts of war,
insurrection and terrorism, outbreak, pandemic, epidemic, disease or emergency.
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
Formatted: Indent: Left: 0", Hanging: 0.5", Numbered +
Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 38 +
Alignment: Left + Aligned at: 2.25" + Indent at: 2.5"
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_____________________________________
12
Registration
51.The Association shall not have the right to register this Lease Agreement or
notice thereof against title to the Premises or any part thereof.
In Witness Whereof the parties have executed this Lease as of the date first
written above.
The Corporation of the City of Pickering
_____________________________________
Kevin Ashe, Deputy Mayor
_____________________________________
Susan Cassel, City Clerk
Whitevale & District Residents’ Association
Nicole BrewsterMary Evans, PresidentCo-chair
Formatted: Indent: First line: 0"
Formatted: Numbered + Level: 1 + Numbering Style: 1, 2,
3, … + Start at: 38 + Alignment: Left + Aligned at: 2.25" +
Indent at: 2.5"
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_____________________________________
13
I have
authority to bind the CorporationAssociation
and am also signing in my personal capacity.
Sally Campbell, Co-chair
I have authority to bind the Association and am also signing in my personal capacity.
Formatted: Indent: Left: 3", First line: 0"
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Schedule “A”
City’s Alcohol Management Policy
City’s Municipal Alcohol Policy
The Corporation of the City of Pickering
Community Services Department
September 28, 2004
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The purpose of this policy is to endeavour to ensure the appropriate management of the
use and consumption of alcoholic beverages in municipally owned facilities; to avoid
related problems and to ensure the safety and well-being of all participants and to
protect the Corporation, its’ employees and volunteers.
1. Definitions
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In this Policy, the term,
(a) “Licensed function” means a function for which a permit has been issued by, or is
otherwise licensed by, the Liquor License Board of Ontario at which alcoholic
beverages may be consumed.
(b) “Closed private licensed function” means a licensed function determined by the
Director, Community Services to be closed to the public and of a private nature.
(c) “Designated facility” means a city owned building, park, open space, and
associated parking lot designated by this policy as suitable for an indoor or outdoor
licensed function.
(d) “User” means a person, group, or association to whom the city has granted
permission to use a designated facility for a licensed function.
(e) “Director” means the City’s Director of the Community Services Department or
designated.
2. Designated Facilities
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(1) The following are designated facilities for indoor licensed functions:
a. Brougham Community Centre
b. Dr. Nelson F. Tomlinson Community Centre (Claremont CC)
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c. Don Beer Sports Facility Community Centre
d. East Shore Community Centre
e. Front Street Community Centre
f. Green River Community Centre
g. Greenwood Community Centre
h. Mount Zion Community Centre
i. Pickering Civic Complex
j. Chestnut Hill Developments Recreation Complex (Pickering Recre
Complex)
k. Seniors Activity Centre
l. West Shore Community Centre
m. Whitevale Community Centre
n. Whitevale Arts & Cultural Centre
o. George Ashe Library & Community Centre (Petticoat Creek CC)
p. Pickering Museum Village
2) The following are designated facilities for outdoor licensed functions:
a. Claremont Community Park
b. Dunmoore Park
c. Kinsmen Park
d. Alex Robertson Park
e. Pickering Museum Village
Alcohol Restrictions within designated facilities:
All designated facilities defined in this policy shall be deemed a “public plac
as such, in accordance with Section 31 of the Liquor License Act, R.S.O. 1
19, no person shall have or consume or sell liquor in any designated facilit
a license or permit is issued or unless specifically covered by an L.L.B.O. p
Safe Transportation:
ation
(
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3.
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990 c.L
y unless
ermit.
4.
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Formatted: Font: (Default) Arial (1) Only those users implementing a safe transportation strategy (i.e.
designated driver program, an alternate home transportation option) to prevent
intoxicated participants from driving will be permitted to use designated
facilities for a licensed function.
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Formatted: Font: (Default) Arial (2) The Director may require a potential user to demonstrate that such a
strategy will be implemented by the user if written permission to use the
designated facility for a licensed function is granted.
5. No Alcohol and Low Alcohol Drinks
(1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will
be permitted to use designated facilities for licensed functions.
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Formatted: Font: (Default) Arial (2) The Director may require a potential user to demonstrate that such a strategy
will be implemented by the user if written permission to use the designated
facility for a licensed function is granted.
6. “Statement of Intoxication” Sign
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(1) User of designated facilities for licensed functions shall display prominently in
the facility a sign or signs indicating that it is illegal to serve participants to a
state of intoxication. Such signs shall read as follows:
City of Pickering – Community Services Department
Statement of Intoxication
It is contrary to the Liquor License Act of Ontario to serve persons to
intoxication. For this reason, servers in this facility are required to obey the law
and not serve anyone to intoxication. Should you wish a no alcohol or low
alcohol “breather” round, request a soft drink, coffee, or small than usual
portion of alcohol.
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(2) Signs shall be provided by the City to users for display by them in designated
facility during licensed function.
7. Participant Control
(1) Only users providing sufficient controls to prevent underage intoxicated or rowdy
persons from entering the designated facility, to refuse service to such person, and
to remove such persons from the designated facility will be permitted to use
designated facilities for licensed functions.
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(2) Such controls shall include the following:
a. Having a supervisor in charge of the licensed function present in the
designated facility at all times during the function,
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b. Having at least two monitors at each entrance to the licensed function at
all times during the function,
c. Accepting only an age of majority card, a photo driver’s license or a
passport as identification for entry,
d. Having a monitor or monitors (other than entrance monitor) in the
designated facility at all times during the function at least one monitor for
every 200 participants,
e. Using monitors and servers who are 19 years of age or older,
f. Using monitors and servers who do not consume alcohol during the
function,
g. Providing a list of names of supervisors, monitors and servers to the
Director prior to the function.
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Formatted: Font: (Default) Arial (3) The Director may require a potential user to demonstrate that such controls will
be imposed by the user if written permission to use the designated facility for a
licensed function is granted.
(4) Closed private licensed functions are exempt from this section of the policy;
however, users of designated facilities for closed private licensed functions shall be
encouraged to impose voluntarily the controls set out above since they are not
exempt from responsibility for compliance with the law and for the sobriet
(5) and safety of participants.
8.Supervisor, Monitor, and Server Training
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(1) Only users providing sufficient numbers of supervisors, monitors and servers that
have attended an appropriate training course in server intervention will be
permitted to use designated facilities for licensed functions.
(2) Such training should utilize the Addiction Research Foundation course material,
and may be provided, at a reasonable cost, through the Director, Community
Services
(3) The Director may require a potential user to demonstrate that sufficient numbers
of supervisors, monitors and servers that have attended such a course will be
provided by the user if written permission to use the designated facility for a
licensed function is granted.
(4) Closed private licensed functions are exempt from this section of the policy;
however, users of designated facilities for closed private licensed functions shall
be encouraged to provide voluntarily properly trained supervisors, monitors and
servers since such users are not exempt from responsibility for compliance with
the law and for the sobriety and safety of participants
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9. Insurance Formatted: Font: (Default) Arial
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(1) Only users having a minimum of $1,000,000 third party general liability insurance
coverage, naming the Corporation of the City of Pickering as an additional
insured, will be permitted to use designated facilities for licensed functions.
(2) The Director may require a potential user to demonstrate that such insurance
coverage is in place before written permission to use the designated facility for a
licensed function is granted.
10. Accountability
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Formatted: Font: (Default) Arial (1) Users of designated facilities for licensed functions shall display prominently in
the facility a sign or signs informing participants of the following:
a. The name, address and telephone number of the user
b. The name, address and telephone number of the representative of the
user responsible for the function,
c. The address and telephone number of the nearest police station,
d. The address and telephone number of the of the Liquor License Boar of
Ontario,
e. The address and telephone number of the Director, Community Services
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(2) A user that contravenes any city policy or procedure or any application law may
be refused permission to use designated facilities for licensed functions, at the
Directors direction;
a. Indefinitely, or
b. Until the user can demonstrate to the Director satisfaction that further
contravention shall now occur.
11. Promoting the Policy:
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Addition Research Foundation, a strategy to orient all potential users to the
requirements of this policy and to promote this policy to the community at large.
[to be inserted]
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Schedule “B”
Conditions of Agreement
1) The City reserves the right to cancel any permit temporarily or permanently,
should accommodation be required for special events, or in an emergency.
2) 50% of payment is due at time of booking. This is a non-refundable deposit. The
remaining 50% is due in full, 90 days prior to the permit date of the event.
3) Applicants must be members of authority in the organization seeking
accommodation. Permit holders must be on site for the duration of the rental.
4) The facility is to be used only on the date(s) and time(s) specified, and only for
the purpose named. No teen dances/parties, stags or stagettes are permitted
in our halls. This permit is not transferrable.
5) The City will not be responsible for personal injury or damage or for the loss or
theft of clothing or equipment of the applicants, or anyone attending on the
invitation of the applicant or any persons contracted by the applicant.
6) The applicant shall be responsible for the conduct and supervision of all persons
admitted to the building(s) and grounds and shall see that all requlations
contained herein are strictly observed.
7) Unnecessary noise which disturbs the peace, quiet, or comfort of any person in
any type of residence, place of business, etc., in proximity to the facility shall not
be permitted.
8) The exits must be kept free from obstruction in case of fire.
a) The applicant must pay all damages arising from the use of the property.
b) A damage/security deposit will be charged for all rentals, to be refunded at
a later date, if no damage, excessive maintenance costs are incurred as a
result of the facility rental.
c) The applicant must pay such fees for extra work by custodians, etc., as
the City may determine.
9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly
forbidden.
10) It shall be the responsibility of the applicant to see that all persons admitted to
the function being held, have vacated the premises promptly by 2:00 am.
11) If liquor of any type is to be served, sold or available at the function, the applicant
must obtain all necessary permits and licenses and must adhere to the City of
Pickering ‘Alcohol Management Policy”. A copy of the liquor license must be
posted on the wall during the function.
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12) The City of Pickering requires every event have a minimum of $2,000,000 third
party liability insurance coverage. This insurance must be purchased as part of
the rental process.
13) For all special occasion permits, only monitors and servers that possess a server
intervention program certificate will be permitted to use the designated facility.
Information is available at www.smartserve.org.
14) The licensor reserves the right to provide security personnel or Pay-Duty Police
at the expense of the licensee, should the Manager, Facility Programs and
Administration deem it necessary.
15) Hall cancellations are subject to a $40.00 administration fee.
16) All cancellation must be received in writing ninety days prior to the function, or
the entire rental fee will be forfeited.
17) All rental rates are subject to increase. Post-date cheques will not be accepted.
18) This contract is not valid unless it is signed and dated by the person renting the
facility and returned as soon as possible to the Facility Booking Clerk.
19) Recreation Complex Staff will set-up the tables and chairs ‘provided’ a diagram
of the layout is submitted one week preceding the function. You may obtain the
diagrams at the Complex Information Desk. Any materials/articles dropped off
prior to the function, or left after the function, must have prior approval from the
Maintenance Department or designate.
20) If Complex Banquet Halls are rented, please use the outside entrance to Banquet
Hall, do not use main Complex doors.
Personal information contained on this form is collected pursuant to the Municipal
Freedom of Information and Protection of Privacy Act and will be used for the
purpose of administering facility rentals. Questions about this collection should
be directed to the City Clerk, One the Esplanade, Pickering, ON L2V 6K7,
905.420.4611.
HST applies to this Rental – Registration No. 108078593
City’s Conditions of Agreement
[to be inserted]
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Facility Rules and Regulations
Failure to comply with the below will result in loss of damage deposits.
A. All Facilities
No confetti/rice is permitted in City facilities, parking lots, or grounds.
Facilities must be vacated by 2:00 am, ensuring that all decorations and
function supplies have been removed.
Smoking any type of tobacco product is not permitted in any City facility.
All city facilities are designated non-smoking (Durham Region By-Law No.
66-2002).
The City of Pickering cannot supply ladders or lift equipment to any permit
holder. If this service is required, it must be arranged with and approved
by the City of Pickering one week prior to the event.
Caterers, bartenders, disc jockeys, entertainers, liquor licences, etc. are
the renter’s responsibility.
Liquor Licence must always be visible on the bar wall during the function,
and while alcohol is on the premises.
Unnecessary noise which disturbs the peace, quiet, or comfort of any
person in any type of residence, place of business, etc. in proximity to the
facility is not permitted.
Decorating is the sole responsibility of the renter. Staples, tape, nails,
glue, etc. are not permitted. Helium balloons are permitted, provided they
are securely anchored and removed following the event.
As per liquor regulations, all bars must close at 1:00 am sharp.
Set up times for your event is as per your permit.
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Licence Agreement
This Licence Agreement is made as of the 1st day of July, 2025.
Between:
The Corporation of the City of Pickering
(the "City")
-and -
Whitevale & District Residents’ Association
(the "Association")
Article I
Interpretation
Definitions
1.In this Agreement,
(a)"Commencement Date" means July 1, 2025;
(b)"Premises" means the entire facility known as Whitevale Community
Centre including the Mary Christian House, located at 405 Whitevale Rd,
Whitevale, ON L1X 0J9, excluding the parking lot, playing field and
children’s play area bounded by Whitevale Rd. north, park driveway to the
west, parking lot to the south and park perimeter bordering the river to the
east, and the entire facility known as the Whitevale Arts & Culture Centre
located at 475 Whitevale Rd., Whitevale ON L1X 0J0 in the City of
Pickering, Regional Municipality of Durham;
(c)"Licence Fee" means the fee(s) payable pursuant to Section 23; and
(d)"Term" means the term of this Licence Agreement as set out in Section
18.
Headings
2.The division of this Agreement into articles, sections, subsections and schedules
and the insertion of headings are for convenience of reference only and shall not
affect the construction or interpretation of this Agreement.
Attachment 2 to Report CS 16-25
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Schedule
3. Schedule “A” (City’s Municipal Alcohol Policy) and Schedule “B” (City’s
Conditions of Agreement) are incorporated into and form part of this Agreement.
Severability
4. All of the provisions of this Agreement are to be construed as covenants even
where not expressed as such. If any such provision is held to be or rendered
invalid, unenforceable or illegal, then it shall be considered separate and
severable from the rest of this Agreement and the remaining provisions of this
Agreement shall remain in force.
Number
5. Wherever a word importing the singular number only is used in this Agreement,
such word shall include the plural. Words importing either gender or firms or
corporations shall include the other gender and individuals, firms or corporation
where the context so requires.
Governing Law
6. This Agreement shall be governed by, and interpreted and enforced in
accordance with, the laws in force in the Province of Ontario.
Entire Agreement
7. This Agreement constitutes the entire Agreement between the parties concerning
the Premises and may only be amended or supplemented by an agreement in
writing signed by both parties.
Article II
Grant and Use
Grant
8. In consideration of the performance by the Association of its obligations under
this Agreement, the City is granting a non-exclusive licence to the Association to
use the Premises for the purposes described herein.
Association’s Use of Premises
9. The Premises shall be used only for functions by not-for-profit organizations,
other organizations pre-approved in writing by the City, charity events, non-
commercial receptions and for no other purpose without the prior written consent
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of the City which consent may be arbitrarily withheld. The premises shall not be
used for the delivery of programs, services, activities, or events which are directly
or indirectly in competition with those offered by the City of Pickering.
The Association shall host at least one “Community Event” and at least four
“Community Programs” annually.
10. The Association is only permitted to use the Premises when the Premises is
open to the public. The Association is required to use the Premises within the
same operating hours as the Premises’ operating schedules, which schedules
shall be approved by the City from time to time. The City reserves the right, in its
sole discretion, to alter the operating schedules and the City will not be
responsible for any losses or damages including any lost revenues and/or
expenses incurred by the Association due to operating schedule changes and/or
Premises closures, for any reason whatsoever.
Nuisance
11. The Association shall not carry on any activities or do or suffer any act or thing
that constitutes a nuisance, or which is offensive or an annoyance to the City.
City Use of Premises Takes Priority
12. The City shall always have the right to use the Premises for its own purposes as
required and, in such instances, shall give the Association reasonable notice of
its intention to use the premises to minimize any scheduling conflicts. The City’s
needs shall take priority. The Association shall not be entitled to any rental fees
or other remuneration associated with the use of the Premises by the City. The
City shall ensure the premises are cleaned after such use should it occur. The
City shall provide cleaning services to the common areas of the Community
Centre at 405 Whitevale Road once per week exclusively when City of Pickering
Camps operate on the premises. The common areas apply to the main hall and
the washroom facilities located on the first / main floor.
Assignment
13. The Association shall not assign this assign this Licence without the prior written
consent of the City, which consent may be arbitrarily withheld.
Licences
14. The Association may grant permits to other third parties to use the premises if
approved in writing by the City and provided that,
(a) the term of the permit does not exceed one (1) month.
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(b) the permit holder agrees to comply with Sections 9,and 10, of this
Agreement; and
(c) the Association agrees that it shall only charge such Permit Fees for the
rental of the Premises at the rate that is approved by the City from time to
time. The City and the Association shall establish the approved Permit
Fee rate yearly throughout the Term.
15. The Association shall retain 100% of all permit fees recovered for the use of the
Premises.
16. The Association shall submit a written report to the City every four months
documenting the source and amount of all permit f ees received by the
Association for the Premises.
17. The Association shall submit their annual financial statement to the City by
February 15th of each year of the Term.
Article III
Term
Term
18. The term of this Licence Agreement shall be five (5) years commencing on the
Commencement Date and expiring on June 30, 2030.
19. Notwithstanding anything else contained herein, this Agreement may be
terminated by either party for any reason upon three months’ notice to the other
in writing.
20. Upon the expiry or earlier termination of this Agreement, the Association shall
surrender to the City possession of the Premises and all the rights of the
Association under this Agreement shall terminate (but the Association shall,
notwithstanding such expiry or termination, as the case may be, be liable to the
City for any loss or damage suffered by the City by reason of any default of the
Association of its obligations hereunder).
21. If the City terminates this Agreement pursuant to Section 19, the City will not be
liable to the Association for any damage or loss occasioned thereby.
- 65 -
Article IV
Licence Fee
22. The Association shall pay to the City as a Licence Fee for the entire Term in
lawful money of Canada the sum of One (1) Dollar ($1.00).
Article V
Maintenance, Repairs and Alterations
Maintenance of Premises
23. Subject to the obligations of the City pursuant to Sections 29 and 301, the
Association shall maintain and operate the Premises so the Premises shall
always be of good appearance and in a condition suitable for the proper
operation of the Premises.
24. The Association shall provide general maintenance services (cleaning,
minor/cosmetic upgrades/supplies, outside gardens/flower beds, etc.) to the
Premises at its expense and shall provide all necessary cleaning and
maintenance supplies such as cleaning products, related paper products and
cleaning equipment.
25. In accordance with the Occupational Health and Safety Act and the WHMIS
Regulation R.R.O. 1990, Reg 860, as amended by O. Reg 36/93, or its
successors, the Association shall be responsible for maintaining a binder
containing safety data sheets for all hazardous products stored or used on the
Premises. The said binder must be always kept current and available for
reference by users of said products.
26. The Association shall be responsible for providing the City with:
(a) WHMIS training certification of individuals working with cleaning products
and/or hazardous materials on the Premises and of Association members
working alone or overseeing any maintenance tasks performed on the
Premises; and
(b) Completed Ministry of Labour Health & Safety Awareness Training for
Supervisors for those same individuals.
27. The Association shall be responsible for all day -to-day operating expenses,
including, but not limited to, garbage removal from the facility . The Association
shall not be responsible for utilities.
28. The City shall provide snow removal services for the driveway and parking lot at
405 Whitevale Rd. and the forecourt area at 475 Whitevale Rd. The Association
shall be responsible for snow removal on all sidewalks, walkways and all other
areas of pedestrian passage on the Premises.
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29. (1) Subject to subsection (2), the City shall be responsible for all inspections,
preventative maintenance, and replacement at its sole discretion, with
respect to:
(a) HVAC equipment
(b) electrical systems (including lighting)
(c) water supply, treatment and septic systems
(d) plumbing system and fixtures
(e) roofs
(f) exterior cladding
(g) doors and hardware
(h) parking lots
(i) lawn care, landscaping and pest control
(2) The Association shall be responsible for any damages or costs incurred
due to the misuse or negligence of the Association, its employees,
invitees, servants, agents, or others under its control and the Association
shall pay to the City on demand the expense of any repairs including the
City’s reasonable administration charge necessitated by such negligence
or misuse.
30. The Association shall immediately notify the City of any damage or unsafe
conditions on the Premises.
Security
31. The Association shall be responsible for the security of the Premises. The
Association will ensure that no copies of the keys to the Premises are made or
given to third parties (even temporarily) without the prior written consent of the
City. Only Association representatives that have signed for keys with the City or
parties granted written consent by the City will be authorized to be in the
possession of keys to the Premises.
32. Any keys provided to the Association, or its licensees, must be returned to the
City immediately upon request.
Alterations/Improvements to Premises
33. The Association shall not make any alterations or additions to the Premises
without prior written consent of the City’s Director, Community Services. Any
such pre-approved alterations, additions or fixtures shall be at the sole cost and
expense of the Association and shall be added to the City’s inventory of fixtures
and shall form part of the City’s property. The Association acknowledges that it
has no claim to any such alteration, addition, or fixture upon termination of this
Agreement.
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Article VI
Insurance and Indemnity
Association's Insurance
34. The Association, at its sole cost and expense, shall take out and keep in full force
and effect throughout the Term,
(a) insurance upon property owned by it which is located on the Premises;
and
(b) commercial general liability insurance pertaining to the Association’s
liability to others in respect of injury, death or damage to property
occurring upon, in or about the Premises, such insurance to be of an
amount not less than five million dollars ($5,000,000.00) for claims per
occurrence. Such policy shall also name the City as an additional named
insured and may not be cancelled unless prior notice by registered letter
has been given to the City by the insurer 30 days in advance of the expiry
date.
35. Prior to the Commencement Date, the Association shall file with the City a
Certificate of Insurance in a form satisfactory to the City Treasurer, verifying that
the commercial general liability insurance policy is in effect and setting out the
essential terms and conditions of the insurance.
36. The provision of the insurance policy required by this Section shall not relieve the
Association from liability for claims not covered by the policy or which exceed its
limits, if any, for which the Association may be held responsible.
37. The Association is responsible for insuring all their equipment, contents, and
leasehold improvements, including all contents, artifacts and artwork that is
owned by any other party that is on display at the Premises or within the
Association’s possession.
Insurance Risks
38. The Association shall not do, omit to do, or permit to be done or omitted to be
done upon the Premises anything that may contravene or be prohibited by any of
the City's insurance policies in force from time to time covering or relevant to any
part of the Premises or which would prevent the City from procuring its policies
with companies acceptable to the City. If the conduct of business in the
Premises or any acts or omissions of the Association on the Premises causes or
results in any increase in premiums for any of the City's insurance policies, the
Association shall pay such increase to the City.
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Limitation of City's Liability
39. The City shall not be liable for any bodily injury or death of any person, or loss or
damage to any property belonging to the Association or its employees, invitees
or licensees or its guests, or to any other person in, on or about the Premises,
unless caused by the wilful misconduct or gross negligence of the City or those
for whom the City is at law responsible.
Indemnification
40. The Association shall indemnify and save harmless the City, its directors,
officers, employees, elected officials, agents, contractors and representatives
from and against any and all actions, losses, damages, claims, costs and
expenses (including, without limiting the generality of the foregoing, all claims for
personal injury, death and/or property damage) and also damages arising from
any breach of this Agreement by the Association or from any act or omission of
the Association or those for whom the Association is at law responsible in or
around the Premises arising from the Association’s use of the Premises pursuant
to this Agreement. The City shall not be liable for any loss or damage to any
property belonging to the Association or to any other persons or for any injury to
any person while such person or property is on the Premises, unless such loss,
damage or injury is caused directly by the wilful misconduct or negligence of the
City, or those for whom the City is at law responsible. This provision shall
survive the expiration or earlier termination of this Agreement.
Article VII
Remedies on Default
City's Right to Re-Enter
41. The City reserves the right to re-enter the Premises at any time for any reason
without notice. The City will provide reasonable notice if it deems it practical to do
so based on its sole discretion.
City's Right to Remedy Default
42. In addition to all other remedies the City may have under this Agreement and in
law, if the Association is in default of any of its obligations under this Agreement,
(or such longer period as may be reasonably required in the circumstances to
cure such default, except in an emergency where the City will not be required to
give notice), the City, without prejudice to any other rights which it may have with
respect to such default, may remedy such default and the Association shall be
responsible for all such reasonable costs.
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Waiver
43. No condoning, excusing or overlooking by the City of any default, breach or
non-observance by the Association at any time or times in respect of any
covenant, obligation or agreement under this Agreement shall operate as a
waiver of the City’s rights hereunder in respect of any continuing or subsequent
default, breach or non-observance, or so as to defeat or affect in any way the
rights of the City in respect of any such continuing or subsequent default or
breach, and no waiver shall be inferred from or implied by anything done or
omitted by the Association save only an express waiver in writing.
Article VIII
Miscellaneous
Signs
44. The Association may only erect signs on the Premises with the City’s prior written
approval. All such signs shall be removed from the Premises at the end of the
Term.
Compliance with Laws
45. The Association, at its sole cost and expense, shall comply with all legal
requirements (including statutes, laws, by -laws, regulations, ordinances, orders,
rules and regulations of every governmental authority having jurisdiction) that
relate to the use of the Premises by the Association or the making of any
improvements to the Premises by the Association.
Notice
46. Any notice required to be given by the City to the Association under this
Agreement shall be in writing and shall be delivered to the Premises or such other
address of which the Association has notified the City in writing, and any such
notice delivered shall be deemed good and sufficient notice under the terms of
this Agreement.
47. Any notice required to be given by the Association to the City under this
Agreement shall be in writing and shall be delivered to The Corporation of the City
of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario,
L1V 6K7 (Attention: City Clerk) or such other address of which the City has
notified the Association in writing, and any such notice delivered shall be deemed
good and sufficient notice under the terms of this Agreement.
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Successors and Assigns
48. This Agreement shall enure to the benefit of and be binding upon the parties and
their respective successors (including any successor by reason of amalgamation
or statutory arrangement) and permitted assigns.
Title
49. The Association hereby agrees to keep title to the Premises, including every part
thereof, free and clear of any lien, encumbrance or security interest or notice
thereof. The Association shall not enter into any agreements for the Premises
which would run with the Premises and become an obligation of the City upon
termination or expiration of this Agreement.
Force Majeure
50. The City shall not be liable for any damages caused by any delay or failure to
perform the whole or any part of this Agreement, where such performance is
made impossible or impractical due to any cause direct or indirect, beyond the
control of the City, including, but not limited to, labour disruptions, strikes,
lockouts, fire, flood, storms, acts of nature, natural disasters, acts of war,
insurrection and terrorism, outbreak, pandemic, epidemic, disease or emergency.
Registration
51. The Association shall not have the right to register this Agreement or notice
thereof against title to the Premises or any part ther eof.
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In Witness Whereof the parties have executed this Lease as of the date first
written above.
The Corporation of the City of Pickering
_____________________________________
Kevin Ashe, Mayor
_____________________________________
Susan Cassel, City Clerk
Whitevale & District Residents’ Association
_____________________________________
Mary Evans, Co-c hair
I have authority to bind the Association and am
also signing in my personal capacity .
_____________________________________
Sally Campbell, Co-c hair
I have authority to bind the Association and am
also signing in my personal capacity.
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Schedule “A”
City’s Municipal Alcohol Policy
The Corporation of the City of Pickering
Community Services Department
September 28, 2004
Purpose:
The purpose of this policy is to endeavour to ensure the appropriate management of the
use and consumption of alcoholic beverages in municipally owned facilities; to avoid
related problems and to ensure the safety and well-being of all participants and to
protect the Corporation, its’ employees and volunteers.
1. Definitions
In this Policy, the term,
(a) “Licensed function” means a function for which a permit has been issued
by, or is otherwise licensed by, the Liquor License Board of Ontario at
which alcoholic beverages may be consumed.
(b) “Closed private licensed function” means a licensed function determined
by the Director, Community Services to be closed to the public and of a
private nature.
(c) “Designated facility” means a city owned building, park, open space, and
associated parking lot designated by this policy as suitable for an indoor or
outdoor licensed function.
(d) “User” means a person, group, or association to whom the city has
granted permission to use a designated facility for a licensed function.
(e) “Director” means the City’s Director of the Community Services
Department or designated.
2. Designated Facilities
(1) The following are designated facilities for indoor licensed functions:
a. Brougham Community Centre
b. Dr. Nelson F. Tomlinson Community Centre (Claremont CC)
c. Don Beer Sports Facility Community Centre
d. East Shore Community Centre
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e. Front Street Community Centre
f. Green River Community Centre
g. Greenwood Community Centre
h. Mount Zion Community Centre
i. Pickering Civic Complex
j. Chestnut Hill Developments Recreation Complex (Pickering
Recreation Complex)
k. Seniors Activity Centre
l. West Shore Community Centre
m. Whitevale Community Centre
n. Whitevale Arts & Cultural Centre
o. George Ashe Library & Community Centre (Petticoat Creek CC)
p. Pickering Museum Village
(2) The following are designated facilities for outdoor licensed functions:
a. Claremont Community Park
b. Dunmoore Park
c. Kinsmen Park
d. Alex Robertson Park
e. Pickering Museum Village
3. Alcohol Restrictions within designated facilities:
All designated facilities defined in this policy shall be deemed a “public place”
and as such, in accordance with Section 31 of the Liquor License Act, R.S.O.
1990 c.L 19, no person shall have or consume or sell liquor in any designated
facility unless a license or permit is issued or unless specifically covered by an
L.L.B.O. permit.
4. Safe Transportation:
(1) Only those users implementing a safe transportation strategy (i.e.
designated driver program, an alternate home transportation option) to
prevent intoxicated participants from driving will be permitted to use
designated facilities for a licensed function.
(2) The Director may require a potential user to demonstrate that such a
strategy will be implemented by the user if written permission to use the
designated facility for a licensed function is granted.
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5. No Alcohol and Low Alcohol Drinks
(1) Only users offering a sufficient quantity of no alcohol and low alcohol
drinks will
be permitted to use designated facilities for licensed functions.
(2) The Director may require a potential user to demonstrate that such a
strategy will be implemented by the user if written permission to use the
designated facility for a licensed function is granted.
6. “Statement of Intoxication” Sign
(1) User of designated facilities for licensed functions shall display
prominently in the facility a sign or signs indicating that it is illegal to serve
participants to a state of intoxication. Such signs shall read as follows:
City of Pickering – Community Services Department
Statement of Intoxication
It is contrary to the Liquor License Act of Ontario to serve persons to
intoxication. For this reason, servers in this facility are required to obey
the law and not serve anyone to intoxication. Should you wish a no alcohol
or low alcohol “breather” round, request a soft drink, coffee, or small than
usual portion of alcohol.
(2) Signs shall be provided by the City to users for display by them in
designated facility during licensed function.
7. Participant Control
(1) Only users providing sufficient controls to prevent underage intoxicated or
rowdy persons from entering the designated facility, to refuse service to
such person, and to remove such persons from the designated facility will
be permitted to use designated facilities for licensed functions.
(2) Such controls shall include the following:
a. Having a supervisor in charge of the licensed function present in
the designated facility at all times during the function,
b. Having at least two monitors at each entrance to the licensed
function at all times during the function,
c. Accepting only an age of majority card, a photo driver’s license or a
passport as identification for entry,
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d. Having a monitor or monitors (other than entrance monitor) in the
designated facility at all times during the function at least one
monitor for every 200 participants,
e. Using monitors and servers who are 19 years of age or older,
f. Using monitors and servers who do not consume alcohol during the
function,
g. Providing a list of names of supervisors, monitors and servers to
the Director prior to the function.
(3) The Director may require a potential user to demonstrate that such
controls will be imposed by the user if written permission to use the
designated facility for a licensed function is granted.
(4) Closed private licensed functions are exempt from this section of the
policy; however, users of designated facilities for closed private licensed
functions shall be encouraged to impose voluntarily the controls set out
above since they are not exempt from responsibility for compliance with
the law and for the sobriety and safety of participants.
8. Supervisor, Monitor, and Server Training
(1) Only users providing sufficient numbers of supervisors, monitors and
servers that have attended an appropriate training course in server
intervention will be permitted to use designated facilities for licensed
functions.
(2) Such training should utilize the Addiction Research Foundation course
material, and may be provided, at a reasonable cost, through the Director,
Community Services
(3) The Director may require a potential user to demonstrate that sufficient
numbers of supervisors, monitors and servers that have attended such a
course will be provided by the user if written permission to use the
designated facility for a licensed function is granted.
(4) Closed private licensed functions are exempt from this section of the
policy; however, users of designated facilities for closed private licensed
functions shall be encouraged to provide voluntarily properly trained
supervisors, monitors and servers since such users are not exempt from
responsibility for compliance with the law and for the sobriety and safety of
participants
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9. Insurance
(1) Only users having a minimum of $1,000,000 third party general liability
insurance coverage, naming the Corporation of the City of Pickering as an
additional insured, will be permitted to use designated facilities for
licensed functions.
(2) The Director may require a potential user to demonstrate that such
insurance coverage is in place before written permission to use the
designated facility for a licensed function is granted.
10. Accountability
(1) Users of designated facilities for licensed functions shall display
prominently in the facility a sign or signs informing participants of the
following:
a. The name, address and telephone number of the user
b. The name, address and telephone number of the representative of
the user responsible for the function,
c. The address and telephone number of the nearest police station,
d. The address and telephone number of the of the Liquor License
Boar of Ontario,
e. The address and telephone number of the Director, Community
Services
(2) A user that contravenes any city policy or procedure or any application law
may be refused permission to use designated facilities for licensed
functions, at the Directors direction;
a. Indefinitely, or
b. Until the user can demonstrate to the Director satisfaction that
further contravention shall now occur.
11. Promoting the Policy:
The Director, Community Services, shall design and implement, in consultation with the
Addition Research Foundation, a strategy to orient all potential users to the
requirements of this policy and to promote this policy to the community at large.
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Schedule “B”
Conditions of Agreement
1) The City reserves the right to cancel any permit temporarily or permanently,
should accommodation be required for special events, or in an emergency.
2) 50% of payment is due at time of booking. This is a non-refundable deposit. The
remaining 50% is due in full, 90 days prior to the permit date of the event.
3) Applicants must be members of authority in the organization seeking
accommodation. Permit holders must be on site for the duration of the rental.
4) The facility is to be used only on the date(s) and time(s) specified, and only for
the purpose named. No teen dances/parties, stags or stagettes are permitted
in our halls. This permit is not transferrable.
5) The City will not be responsible for personal injury or damage or for the loss or
theft of clothing or equipment of the applicants, or anyone attending on the
invitation of the applicant or any persons contracted by the applicant.
6) The applicant shall be responsible for the conduct and supervision of all persons
admitted to the building(s) and grounds and shall see that all regulations
contained herein are strictly observed.
7) Unnecessary noise which disturbs the peace, quiet, or comfort of any person in
any type of residence, place of business, etc., in proximity to the facility shall not
be permitted.
8) The exits must be kept free from obstruction in case of fire.
a) The applicant must pay all damages arising from the use of the property.
b) A damage/security deposit will be charged for all rentals, to be refunded at
a later date, if no damage, excessive maintenance costs are incurred as a
result of the facility rental.
c) The applicant must pay such fees for extra work by custodians, etc., as
the City may determine.
9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly
forbidden.
10) It shall be the responsibility of the applicant to see that all persons admitted to
the function being held, have vacated the premises promptly by 2:00 am.
11) If liquor of any type is to be served, sold or available at the function, the applicant
must obtain all necessary permits and licenses and must adhere to the City of
Pickering ‘Alcohol Management Policy”. A copy of the liquor license must be
posted on the wall during the function.
12) The City of Pickering requires every event have a minimum of $2,000,000 third
party liability insurance coverage. This insurance must be purchased as part of
the rental process.
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13) For all special occasion permits, only monitors and servers that possess a server
intervention program certificate will be permitted to use the designated facility.
Information is available at www.smartserve.org.
14) The licensor reserves the right to provide security personnel or Pay -Duty Police
at the expense of the licensee, should the Manager, Facility Programs and
Administration deem it necessary.
15) Hall cancellations are subject to a $40.00 administration fee.
16) All cancellation must be received in writing ninety days prior to the function, or
the entire rental fee will be forfeited.
17) All rental rates are subject to increase. Post-date cheques will not be accepted.
18) This contract is not valid unless it is signed and dated by the person renting the
facility and returned as soon as possible to the Facility Booking Clerk.
19) Recreation Complex Staff will set-up the tables and chairs ‘provided’ a diagram
of the layout is submitted one week preceding the function. You may obtain the
diagrams at the Complex Information Desk. Any materials/articles dropped off
prior to the function, or left after the function, must have prior approval from the
Maintenance Department or designate.
20) If Complex Banquet Halls are rented, please use the outside entrance to Banquet
Hall, do not use main Complex doors.
Personal information contained on this form is collected pursuant to the Municipal
Freedom of Information and Protection of Privacy Act and will be used for the
purpose of administering facility rentals. Questions about this collection should
be directed to the City Clerk, One the Esplanade, Pickering, ON L2V 6K7,
905.420.4611.
HST applies to this Rental – Registration No. 108078593
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Facility Rules and Regulations
Failure to comply with the below will result in loss of damage deposits.
A. All Facilities
• No confetti/rice is permitted in City facilities, parking lots, or grounds.
• Facilities must be vacated by 2:00 am, ensuring that all decorations and
function supplies have been removed.
• Smoking any type of tobacco product is not permitted in any City facility.
All city facilities are designated non-smoking (Durham Region By -Law No.
66-2002).
• The City of Pickering cannot supply ladders or lift equipment to any permit
holder. If this service is required, it must be arranged with and approved
by the City of Pickering one week prior to the event.
• Caterers, bartenders, disc jockeys, entertainers, liquor licences, etc. are
the renter’s responsibility.
• Liquor Licence must always be visible on the bar wall during the function,
and while alcohol is on the premises.
• Unnecessary noise which disturbs the peace, quiet, or comfort of any
person in any type of residence, place of business, etc. in proximity to the
facility is not permitted.
• Decorating is the sole responsibility of the renter. Staples, tape, nails,
glue, etc. are not permitted. Helium balloons are permitted, provided they
are securely anchored and removed following the event.
• As per liquor regulations, all bars must close at 1:00 am sharp.
• Set up times for your event is as per your permit.
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Report to
Executive Committee
Report Number: CS 15-25
Date: June 9, 2025
From: Laura Gibbs
Director, Community Services
Subject: Electric Vehicle Charging Stations Pilot Project
File: A-1440
Recommendation:
1. That Report CS 15-25 regarding the City’s electric vehicle charging stations pilot project
be received for information.
Executive Summary: The purpose of this report is to provide a summary of the electric
vehicle charging station pilot project.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Lead & Advocate Environmental Stewardship,
Innovation & Resiliency.
Financial Implications: There are no direct financial implications resulting from endorsing
this report.
Discussion: The purpose of this report is to provide a summary of the City’s electric vehicle
(EV) charging station pilot project. The objective of the project was to explore and inform the
viability and challenges associated with developing a framework for future corporate and
public -use EV charging infrastructure on City -owned property .
1. Project Background
The 2014 – 2019 Corporate Energy Management Plan identified an Electric Vehicle Initiativ e
which included two projects: 1) electric charging stations; and 2) electrification of fleet vehicles.
The City was selected for the Workplace Electric Vehicle Charging Incentive Program and
received three EV charging stations. The EV stations were funded in part by the province, and
the stations were installed for fleet vehicles in the underground parking lot at City Hall. By
2019, the City had six EV charging stations.
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CS 15-25 June 9, 2025
Subject: Electric Vehicle Charging Stations Pilot Project Page 2
In May 2022, the City undertook its first installation of EV charging stations for public use with
five units installed at the Chestnut Hill Developments Recreation Complex (CHDRC) and
conversion of six existing chargers at the Pickering Operations Centre (POC). The existing
chargers at the POC were installed in 2019 and originally intended only for use by City fleet
vehicles. Installation, conversion, and commissioning of the chargers at both locations w as
completed in May 2023. The CHDRC project was developed in partnership w ith Elexicon
Group and supported by grant funding obtained through the Zero Emission Vehicle
Infrastructure Program . Total project costs were $150,000.00, with grant funding covering
approximately 50 percent.
The City’s existing EV chargers are networked using cellular wireless connections with third
party billing/technical support providers. The providers collect all user fees on behalf of the City
and remit the collected fees to the City on a monthly basis, less a five to ten percent
administration charge and a fixed monthly network fee per connection. User fees set early in
the project were benchmarked against other lakefront municipalities in Durham Region, but did
not generate significant revenue and have since been adjusted to target operating cost
recovery. Full capital cost recovery is not factored into this pricing, as it would prove
prohibitively expensive to users.
Rates for 2025 were set as follows:
Level 2 (6kW) $1.77/hr or $0.30/kWh
Level 2 (8.3kW) $2.22/hr or $0.30/kWh
Level 3 (60kW) $21.24/hr or $0.35/kWh
CHDRC
EV chargers at CHDRC were installed in the parking lot located on the north side of the
squash courts, west of the loading dock and Delaney Arena. Four 8.3 kW Level 2 chargers,
and one dual-port 60 kW Level 3 charger , or DCFC, were installed. Electrical capacity has
been included for the installation of four additional Level 2 and one additional DCFC at a future
date, contingent on demand and funding availability.
POC
Six EV chargers were installed at the north-west corner of the existing parking lot as part of the
construction of the Operations Centre. These were originally limited to use by City fleet
vehicles, but converted for public use in 2023, providing six 6 kW Lev el 2 charging ports.
Signage was changed from “fleet use only” to “parking permitted while charging”, and public
billing was enabled. These charging stations were renewed with updated hardware and
software at no cost to the City, and also service the adjacent Pickering Soccer Centre,
operated by the Pickering Football Club.
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CS 15-25 June 9, 2025
Subject: Electric Vehicle Charging Stations Pilot Project Page 3
2. Pilot Project Usage Summary
Since the pilot project began, the City’s EV chargers have delivered approximately 108.2
megawatt-hours (MWh) of energy to EVs, avoiding 40,500 L of gasoline combustion and over
92 tonnes CO 2 emissions.1
The following table summarizes the usage and financial statistics of the project from January 1,
2024 to December 31, 2024.
Location CHDRC
DCFC
(Level 3)
CHDRC
Level 2
Charger
POC Level
2 Charger
Total
Nominal Power 60 kW 8.32 kW 6.2 kW -
Qty Ports 2 4 6 -
Number of Charging Sessions 2,050 1,606 688 4,344
Total Energy Delivered (kWh) 57,392 28,011 10,742 96,145
2024 Fee Structure $19.00/hr $1.45/hr $1.45/hr -
Net Collected Fees $17,103.00 $4,613.00 $2,808.00 $24,524.00
Average Energy Input Cost ($/kWh) $0.171 $0.173 $0.171 $0.172
Total Energy Input Cost $9,818.00 $4,850.00 $1,833.00 $1,681.00
Network Fees $305.00 $1,220.00 $1,650.00 $3,176.00
2024 Net Revenue (Loss) $6,980.00 ($847.00) $183.00 $6,316.00
The table above shows that the project operated at a modest overall gain in 2024, without
accounting for capital installation cost and repairs. The DCFC delivers energy at a much
greater rate than the Level 2 chargers and is therefore able to offset fixed monthly network
fees more quickly. However, DCFC have a much higher capital costs (8-10 times the cost of
Level 2), and have much greater complexity, leading to higher future repair costs. The
installation of EV chargers, at public municipal facilities, should be viewed as a public service
to encourage adoption of EV technology and reduce transportation-related greenhouse gas
(GHG) emissions, and as an amenity also increasingly expected by the public.
It is noteworthy that in areas of low utilization and relatively low energy delivery capacity (e.g. 6
kW Level 2), such as at the POC, the fixed monthly network fees can often exceed collected
user fees before even considering the input costs for the electricity. The City’s strategy has
1 Based on energy delivered from June 1, 2023 to December 31, 2024, using a comparison of typical comparable
ICE and EV vehicles from NRCan 2024 Fuel Consumption Guide: Chevrolet Equinox, combined cty/hwy 8.5 L/100 km vs Chevrolet Equinox EV,19.3 kWh/100 km divided by (conservatively assumed 85%) wall -to-battery
efficiency = 22.71 kWh/100 km. Fuel emissions based on 2.29 kg/L gasoline. Average annual grid emissions
0.00071 kg/kWh from The Atmospheric Fund’s Ontario Electricity Emissions Factors and Guidelines, June, 2024.
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CS 15-25 June 9, 2025
Subject: Electric Vehicle Charging Stations Pilot Project Page 4
since shifted, and the 2025 user fee structure was adjusted to aim for operational cost
recovery.
3. Charger Utilization Trends
Charger utilization has trended upward in energy delivered and number of charging sessions,
as shown in the following graphs.
4. 2025 User Fees and Benchmarking
The current pricing structure, included in the 2025 user fees approved by Council as part of the
annual budget process, was based on the mandate of full operational cost recovery. Other
public sector organizations have taken a variety of different approaches, some offering free
Level 2 charging, while others subsidize the full operating cost of their chargers. Doing so
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CS 15-25 June 9, 2025
Subject: Electric Vehicle Charging Stations Pilot Project Page 5
places public sector organizations in direct competition with the private sector in the fuel
distribution business but can also be viewed as offering a public service and leading by
example for the adoption of sustainable technologies.
The City of Pickering was the first municipality within Durham Region to install a Level 3
(DCFC) charger. Since that time, other Durham Region municipalities have reached out to the
City for advice on the pricing structure for their own DCFC charger installations. Due to high
first cost and electrical infrastructure constraints, most municipalities were only offering 6 kW
Level 2 chargers. In 2024, City fees were $1.45/hr for Level 2, and $19/hr for 60 kW DCFC.
Upon analysis of the first year of available utilization data to mid-2024, the 2025 fee structure
was set at $2/hr for 6 kW Level 2 (POC), $2.50/hr for 8.3 kW Level 2 (CHDRC), and $24/hr for
60 kW DCFC (CHDRC).
Lakefront Durham municipalities have implemented a tiered fee structure, scaling upward over
time, which discourages charging for longer than two or three hours. The fees are also based
on connected time, not charging time, so vehicles will continue to be charged fees after
charging is complete. This idle fee is increasingly used to encourage vehicles to move once
charging is complete to free up the charger for others.
• The Regional Municipality of Durham has primarily focused on enabling EV charging
installation by other hosts through collaboration and partnerships with organizations
across the region, and by administering federal funding from the Zero Emission Vehicle
Infrastructure Program. The Region has 6.2 kW Level 2 chargers at Regional
Headquarters, at $1.50/hr (including idle time after charging is complete).
• Ajax typically has four 6.2 kW Level 2 charging ports at each of its major facilities
(recreation complexes, libraries, town hall), at a cost of $1.00/hr for the first two hours,
$2.00/hr thereafter.
• Whitby has 27 Level 2 charging ports across its facilities and municipal lot, at a cost of
$1.50 service fee per charge plus $1.50 for the first three hours, $4.00/hr thereafter.
Whitby also added a 60 kW DCFC in 2024, implemented a $1.50 service fee per
charge, then matched Pickering’s 2024 rate of $19.00/hr.
• Clarington has 23 total Level 2 charging ports at multiple locations. Ten are located at
the Garnet B. Rickard Recreation Complex, eleven in public parking lots and two at the
Orono Library, at $1.50/hr for the first three hours, increasing to $4.00/hr thereafter
during daytime hours.
• Oshawa has collaborated with Oshawa Power to install a significant number of Level 2
charging stations (more than 80) both on and off -street in the downtown area. The
stations offer charging at no cost to end-users. A staff report indicated the intention to
introduce pricing in 2024, but currently charging is still free.
The City’s publicly accessible chargers appear on commonly used digital apps used by EV
drivers to locate convenient charging locations, including PlugShare and ChargeHub.
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CS 15-25 June 9, 2025
Subject: Electric Vehicle Charging Stations Pilot Project Page 6
5. Lessons Learned and Emerging Trends
The City’s EV Charger Pilot Project was intended to explore the options, challenges and
opportunities associated with introducing, developing and operating EV Charging systems, and
to understand how key considerations should be taken into account during future decision
making. Level 2 chargers, for example, are much more cost effective to install, but generate far
less revenue and have a longer payback. By comparison, Level 3 chargers can deliver power
up to ten times faster, but their capital investment costs and power infrastructure requirements
can be prohibitive.
First and foremost, it became clear that EV chargers are not a significant potential revenue
stream, and that the City provides this service as an outlier competing with the private sector.
Municipalities have a particular and critical role to play as leaders in the field of sustainability,
but must do so while balancing their investment of valuable and finite public funds. By
providing a suitable threshold for basic levels of service and convenience, the City can also
help encourage the private sector to help build and grow consumer markets on a broader
scale.
This approach is in keeping with general public expectation that the City will provide support
and capacity for this emerging technology, as well as leading by example. The balance of
issues to be addressed are primarily technical, relating to maintenance, operation, financial
risks and liabilities, limitations with existing infrastructure at various scales, and the
coordination of hardware, software, and compatibility issues.
Recent changes in North American and global political and economic climates have added
uncertainty to the electric vehicle and supporting industry. EV technology provides a critical
tool to offset global GHG emissions, but implementation and adoption carry financial impacts
and infrastructure constraints that cannot be overlooked.
6. Conclusions and Next Steps
EV Chargers are an important tool available to the City when considering how best to achieve
Priority 4 of the Corporate Strategic Plan: Lead & Advocate for Environmental Stewardship,
Innovation & Resiliency. A robust alternative to fossil fuels is also required to help the City
migrate towards solutions that will help reduce its GHG emissions, as outlined in the 2024-
2029 C orporate Energy Management Plan.
A balance must be struck between a basic level of service to meet the needs of residents,
encouraging private sector development of related infrastructure, and shifting City fleet
priorities to EV options as they become available and commercially viable.
With regards to City facilities and amenities, location and demand are top priorities. Public -
facing facilities will require a minimum level of EV charging capacity, to be phased in over time.
Larger facilities which attract visitors from farther afield, and who therefore stay longer, are
ideal locations for early investment, as users have the greatest need and potential to use EV
charging infrastructure if it is made available. By comparison, local residents driving to a
nearby community centre, or attending other locations only for a short time, will tend to favor
charging their vehicles at home.
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CS 15-25 June 9, 2025
Subject: Electric Vehicle Charging Stations Pilot Project Page 7
Moving Forward:
i. Opportunities will be explored to include rough-in provision of EV charging infrastructure
at all future City facilities as part of their design.
ii. There may also be value in exploring demand and opportunities for potential provision
of EV chargers in City parks, and at other public municipal amenities in the future.
iii. For existing facilities, it may be feasible to add new EV chargers as standalone capital
projects, depending on the limits of local infrastructure, but the most cost-effective
option would be to do so as part of any larger scale renovations.
iv. Staff are ready to take advantage of any new or expanded incentive programs or grants
for EV charging infrastructure that may become available in the future.
Recent initiative and developments in EV charging infrastructure at City facilities already
include:
• Provision of rough-in locations for up to six dual-port EV chargers at Fire Station 1 &
Headquarters.
• Provision of two dual-port Level 2 EV charging stations at the Pickering Heritage &
Community Centre, currently under construction, with rough-in capacity to add up to
two more dual-port units.
• The Seaton Recreation Complex & Library will include provisions for EV chargers.
Specific numbers to be installed and roughed-in to be determined as the design
develops.
• The new location for Fire Station 5 is anticipated to allow for two dual-port Level 2
EV chargers to be made available for staff and visitors. Precise counts may be
revised during the design process to commence later this year.
• George Ashe Library & Community Centre, Dr. Nelson F. Tomlinson Community
Centre and the South Esplanade parking lot servicing the Pickering Civic Complex
and Pickering Central Library have been identified as viable candidate locations for
the near -term installations of additional EV charging stations, making use of
available funding and infrastructure.
The City currently has EV chargers supplied by three different service providers, including
units limited to fleet vehicle use. Each set of devices operates under separate agreements,
including different software packages and technical support regimens. This is less than ideal
and consumes an excessive amount of time for coordination, accounting and repairs. Staff will
pursue opportunities to consolidate and standardize future EV chargers under a single vendor
for improved efficiency and management. Staff will continue to monitor and adjust operating
costs and revenue generation, adjusting user fees annually with a mandate for full cost
recovery.
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CS 15-25 June 9, 2025
Subject: Electric Vehicle Charging Stations Pilot Project Page 8
A plan will be developed to inform future EV charging infrastructure, for fleet, public and
combined use, recommending appropriate levels of service to be developed and maintained
throughout the City. Doing so will help forecast future needs and help ensure that sufficient
infrastructure is provided and reserved, especially as the power needs of this equipment can
be significant. High load demand from chargers can compete with efforts to electrify existing
facilities to reduce their GHG emissions.
Lastly, as identified by the 2024-2029 Corporate Energy Management Plan, roughly 35% of
the City’s GHG emissions come from City fleet vehicles. Private sector GHG emissions are of
equal concern and will rely both on public and private initiatives to facilitate a transition away
from fossil fuel consumption. A prudent and measured adoption will be undertaken, gradually
introducing and growing EV charger infrastructure to meet levels of service, while balancing
costs and existing City site and system capacity constraints.
Attachment:
1.CAO Correspondence 23-23 EV Charging Station Pilot Project
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Vince Plouffe. OAA Laura Gibbs MBA, MSc.
Division Head, Facilities Management Director, Community Services
& Construction
Original Signed By
Dennis Yip, P.Eng., PMP®, CEM, LEED® AP
Manager, Facilities Capital Projects
Original Signed By
Robin Thornton, CEM, CMVP, LEED® AP BD+C
Supervisor, Energy Management
LG :vp
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CS 15-25 June 9, 2025
Subject: Electric Vehicle Charging Stations Pilot Project Page 9
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
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Attachment 1 to Report CS 15-25
Memo
To: Marisa Carpino March 14, 2023
Chief Administrative Officer
From: Brian Duffield
Director, Operations
Copy: Director, Finance & Treasurer
Division Head, Operations Services
Supervisor, Energy Management
Subject: EV Charging Station Pilot Project
File: O-8320
The City is currently finalizing installation of new electric vehicle (EV) charging stations at
Chestnut Hill Developments Recreation Complex (CHDRC), and converting chargers previously
installed at the Operations Centre from City-fleet only to public use.
The CHDRC project was developed in partnership with Elexicon Group and supported by grant
funding obtained through the Zero Emission Vehicle Infrastructure Program (ZEVIP). Total project
costs are $150,000, with grant funding covering approximately 50 percent.
Once complete, CHDRC will offer four level 2 charging stations and one dual-head level 3
charging station in the parking lot located on the north side of the squash courts. This location
reduced installation costs by using easily available power, and is well-monitored by existing
security cameras. The new charging stations are intended for public use. All equipment is in place
and currently undergoing setup and commissioning. It is expected to be in service by March 27,
2023.
The Operations Centre will offer 6 level 2 charging stations in the parking lot located on the north
side of the Pickering Soccer Centre. The original equipment was installed for the City’s fleet as
part of the new Operations Centre construction. The conversion of this equipment to public use is
underway and is expected to be in service by March 27, 2023. To meet City’s fleet charging
needs, there are currently 2 charging stations within the service and storage bays, and rough-in
for 20 additional chargers in the secure parking area along the west of the Operations Centre, to
be installed as needed.
Level 2 charging stations are a common commercial standard, whereas level 3 chargers offer
enhanced charging capability at a much faster rate. No other Durham municipalities currently offer
level 3 chargers. Typically, level 2 chargers will add approximately 30-45 km range per hour of
charging, whereas level 3 chargers will add 300 km range per hour.
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March 14, 2023 Page 2 of 2
EV Charging Station Pilot Project
User Fees and Costs
User fees for these charging stations differ between levels 2 and 3, and have been set based on a
survey of other local communities, reaching farther afield and including private sector examples
for the level 3 chargers. The industry currently sets pricing based on time spent charging, rather
than energy consumption. Recent changes by Measurement Canada will permit a more direct
charge out rate linked directly to energy consumption. Staff will explore the opportunity to convert
the units to this energy-billing model in the 2024 Capital Budget.
The rates have been set at $1.40 per hour for level 2 charging, and $18.00 per hour for level 3.
Note that these rates are fixed, whereas the City’s energy costs will fluctuate based o n time of day
costs for power. Until usage trends are better understood, full cost recovery cannot be
guaranteed.
CHDRC charger fees are collected from the end-user by a third party, EVSTART, which deducts a
five percent administrative fee. Due to existing equipment and contracts, Operations Centre
charger fees are collected from the end-user by a different third party, ChargePoint, which deducts
a ten percent administrative fee. The balance is provided to the City as revenue.
The City remains responsible for all maintenance, software/network license, utility and capital
replacement costs, including any vandalism and theft. All chargers have an estimated life span of
ten years.
An estimated revenue of $10,000.00 has been included in CHDRC budget for this pilot project.
Community Notification
PlugShare and ChargeHub are two independent user-verified public charging maps that track the
location and operating status of every public charging station. Staff have set up a City of Pickering
account on each of these two platforms. CHDRC and the Operations Centre’s stations are
currently listed on these platforms as “Coming Soon”, which staff will update to “Available” once
the stations are live and tested.
Operations Services’ staff are working with Corporate Communications to build out a web page
and related marketing materials to promote this new opportunity to Pickering’s residents,
businesses and key stakeholders. The team will be coordinating photography and video of the
new infrastructure as well as a scheduled photo opportunity for Mayor, Members of Council, CAO,
and key staff, along with a demonstration electric vehicle.
Pilot Project Evaluation Period
The intended pilot period for this project is two years from the equipment in-service date.
Evaluations will be conducted by site and by charger type (level 2 vs level 3). Energy usage and
impact on peak electrical demand will be reviewed on a quarterly basis. Equipment uptime,
utilization rates, network fees, maintenance costs, energy cost recovery, and user fees will be
reviewed and reported annually.
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Report to
Executive Committee
Report Number: CS 16-25
Date: June 9, 2025
From: Laura Gibbs
Director, Community Services
Subject: Mt. Zion Community Centre Association Licenc e Agreement
Renewal
File: A-1440-001
Recommendation:
1.That the Mayor and City Clerk be authorized to execute the Licence Agreement for a two
year term commencing July 1, 2025 and ending June 30, 2027 with Mt. Zion Community
Centre Association for the operation of the Mt. Zion Community Centre, set out in
Attachment 1 to this report, subject to minor revisions as may be required by the Director,
Community Services and the Director, Corporate Services & City Solicitor ; and
2.That the appropriate City officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: The City of Pickering, through Resolution #350/20, has a five year
licence agreement with the M t. Zion Community Centre Association (the Association) to
operate the Mt. Zion Community Centre (the Community Centre) which expires on June 30,
2025. The Association has been responsible for coordinating facility rentals, maintaining
regular operating hours, organizing community programs and events, and performing facility
cleaning and maintenance at the Community Centre.
Report CS 07-25 regarding Northern Community Halls, dated May 5, 2025, provided a
summary of the condition of the Mt. Zion Community Centre. The report recommended a two
year licence agreement renewal based on its current uses, facility condition assessment and
close proximity (5.4 km) to the new Pickering Heritage & Community Centre that is set to open
to the public in spring 2026.
Staff met with the Association on January 27, 2025, and March 28, 2025 to review the terms of
the licence agreement together . The Association confirmed with staff that they reviewed the
updated licence agreement and had no revisions.
Staff recommend that the licence agreement set out in Attachment 1 of this report be renewed
for a two year term, beginning July 1, 2025 and ending June 30, 2027. The licence agreement
has been updated to be consistent with the City’s active licence agreements, and to provide
clarification on use of the facility .
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CS 16-25 June 9, 2025
Subject: Mt. Zion Community Centre Association Licence Agreement Page 2
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Strengthen Existing & Build New Partnerships.
Financial Implications: Through the Facility Renewal Study, the City of Pickering has
identified that the Community Centre has $681,923.00 in deferred maintenance. A structural
engineering review of the Community Centre was completed in May, 2024 which identified
potential decay and weakness in the floor structure. Additional investigations beneath the floor
will be undertaken in 2025 to better determine existing conditions and determine if repairs,
estimated at around $70,000.00, need to be done during the term of this licence agreement.
The City ’s annual general maintenance and operating costs for the Community Centre is
approximately $17,250.00 which includes:
Oil Consumption $ 3,500.00
TSSA Oil Tank & Furnace Inspection $ 500.00
ESA Inspection $ 500.00
Furnace HVAC PM Service $ 1,000.00
Septic Holding Tank $ 2,000.00
UV System PM Service $ 1,200.00
Hydro $ 950.00
Building Repairs & Maintenance $ 2,500.00
Pest Control Services $ 600.00
Winter Control $ 4,500.00
Total: $17,250.00
T he Association Reported Financial Summary
Year Revenue Earned Annual Expenses Cash balance,
end of year
2021 $ 0.00 $ 9.00 $ 1,145.66
2022 $ 3,350.00 $ 514.50 $ 3,981.16
2023 $ 3,550.00 $ 691.20 $ 6,389.96
2024 $ 5,970.00 $ 3,066.15 $ 9,743.81
A ll revenues generated from the operation of the Community Centre are retained by the
Association.
D iscussion: The purpose of this report is to seek approval for the renewal of the licence
agreement with the Association, for use of the Community Centre to operate various programs
and events for residents of all ages.
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CS 16-25 June 9, 2025
Subject: Mt. Zion Community Centre Association Licence Agreement Page 3
1.Use of the Community Centre
In 2024, the Association hosted 52 permitted uses/rentals, primarily comprised of
birthday parties, private social events and free ski patrol training events. In 2023, the
Association reported 24 uses, in 2022 there were 27 uses, and there were no uses in
2021, primarily due to the COVID pandemic. There were no community -based
programs or events that were operated by the Association in 2024.
2.Condition of the Community Centre
The Community Centre, located at 4230 Sideline 6, was built in 1875 and was used as
a one-room schoolhouse and used until its closure in 1965. By-law 8835 established
Mt. Zion as a Community Hall in 1967. The facility was originally managed by a Board
that was appointed by Council.
The Community Centre had an FCI of 58 percent noted in the Facilities Renewal Study,
which has risen to 65 percent as of January 1, 2025. A recently completed structural
engineering assessment has also raised concerns about the condition of its floor
framing and load-bearing masonry. The Community Centre currently has the fourth
highest FCI among City facilities. The facility is going to require significant infrastructure
repairs beyond the term of this licence agreement in order to keep it operational and
safe for public use, including significant repairs related to its floor framing and load-
bearing masonry.
Due to the current condition of this facility, a two year licence agreement, which is
shorter than the standard five year agreement is recommended.
3.Changes made to the Licence Agreement
The language used throughout the agreement was updated to be consistent with the
City’s active licence agreements, or to provide clarification. The following notable
changes and updates have been made to the agreement:
i.The term of the agreement was updated to a two year term, beginning July 1,
2025 and ending June 30, 2027.
ii.G rant, Section 8, has been updated to provide clarification that the type of
licence agreement non-exclusive for use of the premises.
iii.A ssociation’s Use of Premises and accordance with the City’s Alcohol
Management Policy , Section 10, has been removed and covered in Section 3.
iv .Overholding, Section 23, has been removed. Due to the condition of the
Community Centre, significant construction is required to address structural and
building envelope repairs once this licence agreement expires. Additionally,
Report CS 07-25 recommends that staff investigate options to reduce the net
capital cost of the Community Centre and report back to Council with
recommendations in Q1, 2026. Due to these two factors, the overholding clause
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CS 16-25 June 9, 2025
Subject: Mt. Zion Community Centre Association Licence Agreement Page 4
has been removed, with an expectation that this licence agreement will terminate
on June 20, 2027.
v.A lterations, Section 33, has been updated to clarify that any alterations or
additions made to the Community Centre shall be at the sole cost and expense
of the Association and shall be added to the City’s inventory of fixtures, and shall
form part of the City’s property. Any alteration or addition must receive prior
written consent from the Director, Community Services. The City remains
responsible for all inspections, preventative maintenance, and replacement at its
sole discretion, as outlined in Maintenance of Premises, Section 29.
v i.Insurance Risks, Section 38, was added to the licence agreement. The
Association shall not do anything that is not permitted by the City’s insurance
policy, or which would prevent the City from procuring a policy with companies
acceptable to the City. If the conduct of the Association results in an increase in
premiums for the City’s insurance policies, the Association shall pay such
increase to the City.
v ii.Right of Entry, Section 47, was deleted and updated in Section 41. Section 47
was deleted as the City reserves the right to enter the premises at any time for
any reason without notice.
v iii.The municipal alcohol policy was replaced in the appendix with the most recent
version.
A two year licence agreement is recommended to permit the Association to continue to
operate the facility. During this time, additional investigation will be completed on the structural
integrity of the floor along with investigations to reduce the net capital cost of the Community
Centre. Staff will report back to Council with recommendations in Q1, 2026.
Attachments:
1.Mt. Zion Community Centre Association Licenc e Agreement, with track changes
2.Mt. Zion Community Centre Association Licenc e Agreement, final version
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Marilou Murray Laura Gibbs, MBA, MSc.
Manager, Community Services Administration & Director, Community Services
Strategic Initiatives
- 95 -
CS 16-25 June 9, 2025
Subject: Mt. Zion Community Centre Association Licence Agreement Page 5
Prepared By:
Original Signed By
Kim Bradley
Special Advisor, Community Initiatives
LG :kb
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
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Attachment 1 to Report CS 16-25
LicenceLease Agreement
This Licenceease Agreement is effective made as of the 1st day of July, 20250.
Between:
The Corporation of the City of Pickering
(the "City")
- and -
Mt. Zion Community Centre Association
(the "Association")
Article I
Interpretation
Definitions
1. In this Agreement Lease,
(a) "Commencement Date" means July 1, 20250;
(b) "Lease" means this lease as it may be amended from time to time;
(b) "Premises" means the entire facility known as Mt. Zion Community Centre
located at 4230 Salem Rd, in the City of Pickering, Regional Municipality of
Durham;
(c)
Formatted: List Paragraph, Left, No bullets or numbering,
Tab stops: Not at -1"
Formatted: Font: Bold
Formatted: Font: Bold
“Licence Fee” means the fee(s) payable pursuant to Section 22; and
(d) "Rent" means the rent payable pursuant to Section 24; and
(e)(d) "Term" means the term of this Licence Agreementease as set out in Section
19.
Headings
2. The division of this Licenceease Agreement into articles, sections, subsections and
schedules and the insertion of headings are for convenience of reference only and
shall not affect the construction or interpretation of this AgreementLease.
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2
Schedule
3. Schedule “A” (City’s Municipal Alcohol Management Policy) and Schedule “B”
(City’s Conditions of Agreement) are incorporated into and form part of this
AgreementLease.
Severability
4. All of the provisions of this Licence Agreementease are to be construed as
covenants even where not expressed as such. If any such provision is held to be
or rendered invalid, unenforceable or illegal, then it shall be considered separate
and severable from the rest of this AgreementLease and the remaining
provisions of this AgreementLease shall remain in force.
Number
5. Wherever a word importing the singular number only is used in this
AgreementLease, such word shall include the plural. Words importing either
gender or firms or corporations shall include the other gender and individuals,
firms or corporation where the context so requires.
Governing Law
6. This AgreementLease shall be governed by, and interpreted and enforced in
accordance with, the laws in force in the Province of Ontario. and the laws of
Canada applicable therein.
Entire Agreement
7. This AgreementLease constitutes the entire aAgreement between the parties
concerning the Premises and may only be amended or supplemented by an
agreement in writing signed by both parties.
Article II
Grant and Use
Grant
8. In consideration of the performance by the Association of its obligations under
this AgreementLease, the City is granting a non-exclusive licenceleases to the
Association to use the Ppremises for the purpose described herin. to the
Association for its use during the Term.
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3
Association’s Use of Premises
9. The Premises shall be used only for functions by not-for-profit organizations,
other organizations pre-approved in writing by the City, charity events, non-
commercial receptions and for no other purpose without the prior written consent
of the City which consent may be arbitrarily withheld. The Premises shall not be
used for the delivery of programs, services, activities or events which are in
directly or indirectly in competition with those offered by the City of Pickering.
10. The Association’s use of the Premises shall be in accordance with the City’s
Alcohol Management Policy (Schedule “A”) and Conditions of Agreement
(Schedule “B”).
11.10.The Association is only permitted to use the Premises when the Premises is
open to the public. The Association is required to use the Premises within the
same operating hours as the Premises’ operating schedules, which schedules
shall be approveddetermined solely by the City from time to time. The City
reserves the right, in its sole discretion, to alter the operating schedules and the
City will not be responsible for any losses or damages including any lost
revenues and/or expenses incurred by the Association due to operating schedule
changes and/or Premises closures, for any reason whatsoever.
Nuisance
12.11.The Association shall not carry on any activities or do or suffer any act or thing
that constitutes a nuisance, or which is offensive or an annoyance to the City.
City’s Use of Premises Takes Priority
13.12.The City shall always have first the right to use the Premises for its own
purposes as required and, in such instances, shall give the Association
reasonable notice of its intention to use the premises in order to minimize and
avoid any scheduling conflicts. The City’s needs take priority.of refusal to use the
Premises. The Association shall not be entitled to any rental fees or other
remuneration associated with the use of the Premises by the City.
Assignment and Subletting
14.13.Subject to Section 15, Tthe Association shall not assign this Licenceease or
sublet all or any portion of the Premises without the prior written consent of the
City, which consent may be arbitrarily withheld.
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4
Licences
15.14.The Association may grant permitslicences to other third parties to use the
premises if licensees approved in writing by the City and to use the Premises
provided,
(a) the term of the permit licence does not exceed one (1) month;
(b) the permit holder licensee agrees to comply with Sections 9 and 10 and
10 of this agreementLease; and
(c) the AssociationClub agrees that it shall only charge such permit fees for
the rental of the Premises at the rate that is approved by the City from
time to time. The City and the AssociationClub shall establish the
approved permitrental fee rate yearly throughout the Term.
16.15.The Association shall retain 100% of all permitlicence fees recovered for the use
of the Premises.
17.16.The Association shall submit a written report to the City every four months
documenting the source and amount of all permitlicence fees received by the
Association for the Premises.
18.17.The Association shall submit their annual financial statement to the City by
February 15th of each year of the Term.
Article III
Term
Term
19.18.The term of this Licenceease Agreement shall be twofive (25) years commencing
on the Commencement Date and expiring on June 30, 20275.
20.19.Notwithstanding anything else contained herein, this Agreement may be
terminated by either party for any reason upon threesix month’s notice to the
other in writing.
21.20.Upon the expiry or earlier termination of this AgreementLease, the Association
shall surrender to the City possession of the Premises and all the rights of the
Association under this AgreementLease shall terminate (but the Association
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5
shall, notwithstanding such termination, be liable to the City for any loss or
damage suffered by the City by reason of any default of the Association).
22.21.If the City terminatesshall declare this AgreementLease to be terminated
pursuant to Section 1920, the City will not be liable to the Association for any
damage or loss occasioned thereby.
Overholding
23. If the Association remains in possession of the Premises after the expiry of the
Term, there shall be no tacit renewal of this Lease or the Term, notwithstanding
statutory provisions or legal presumption to the contrary, and the Association
shall be deemed to be occupying the Premises from month to month upon the
same terms, covenants and conditions as are set forth in this Lease insofar as
they are applicable to a monthly tenancy.
Article IV
Licence FeeRent
Licence FeeRent
24.22.The Association shall pay to the City as a licence feerent for the entire Term in
lawful money of Canada the sum of One (1) Dollar ($1.00).
Gross Lease
25. The City acknowledges that this is a gross lease and agrees to pay all charges,
impositions and outlays of every nature and kind relating to the Premises except
as expressly set out in this Lease.
Article V
Maintenance, Repairs and Alterations
Maintenance of Premises
26.23.The Association shall maintain and operate the Premises so that the Premises
shall always be of good appearance and suitable for proper operation.
27.24.The Association shall provide general maintenance services to the Premises at
its expense and shall provide all necessary cleaning and maintenance supplies
such as cleaning products, related paper products and cleaning equipment.
28.25.In accordance with the Occupational Health and Safety Act and the WHMIS
Regulation R.R.O. 1990, Reg 860, as amended by O. Reg 36/93, or its
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6
successors, the Club shall be responsible forto maintaining a binder containing
safety data sheets for all hazardous products stored or used on the Premises.
The said binder must be always kept current at all times and be available for
reference by users of said products.
29.26.The Association shall be responsible forto providinge the City with:
(a) WHMIS training certification of individuals working with cleaning products
and/or hazardous materials on the Premises and of Association members
working alone or overseeing any maintenance tasks performed on the
Premises; and
(b) Completed Ministry of Labour Health & Safety Awareness Training for
Supervisors for those same individuals.
30.27.The Association shall be responsible for all day-to-day operating expenses,
including, but not limited to, garbage removal from the facility. The Association
shall not be responsible for utilities.
31.28.The City shall provide snow removal services for the parking lot. The Association
shall be responsible for snow removal on all sidewalks, walkways and all other
areas of pedestrian passage on the Premises.
32.29.(1) Subject to subsection (2), the City shall be responsible for all inspections,
preventative maintenance, and replacement at its sole discretion, with
respect to:
(a) HVAC equipment;
(b) electrical systems (including lighting);
(c) water supply, treatment and septic systems;
(d) plumbing system and fixtures;
(e) roofs;
(f) exterior cladding;
(g) doors and hardware;
(h) parking lots; and
(i) lawn care, landscaping and pest control.
(2) The Association shall be responsible for any damages or costs incurred
due to the misuse or negligence of the Association, its employees,
invitees, servants, agents, or others under its control and the Association
shall pay to the City on demand the expense of any repairs including the
City’s reasonable administration charge necessitated by such negligence
or misuse.
33.30.The Association shall immediately notify the City of any damage or unsafe
conditions on the Premises.
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7
Security
34.31.The Association shall be responsible for the security of the Premises. The
AssociationClub will ensure that no copies of the keys to the Premises are made
or given to third parties (even temporarily) without the prior written consent of the
City. Only AssociationClub representatives that have signed for keys with the
City, or parties granted written consent by the City, will be authorized to be in the
possession of keys to the Premises.
35.32.Any keys provided to the Association, or its licensees, must be returned to the
City immediately upon request.
Alterations/Improvements to Premises
36.33.The Association shall not make any alteration or additions to the premises
without prior written consent of the City’s Director of Community Services. Any
such preapproved alterations, additions or fixtures shall be at the sole cost and
expense of the Association and shall be added to the City’s inventory of fixtures
and shall form part of the City’s property. The Association acknowledges that it
has no claim to any such alteration, addition, or fixture upon termination. only be
permitted to make alterations and improvements to the Premises that have been
approved by the City.
Article VI
Insurance and Indemnity
Association's Insurance
37.34.The Association, at its sole cost and expense, shall take out and keep in full force
and effect throughout the Term,
(a) insurance upon property owned by it which is located on the Premises;
and
(b) commercial general liability insurance pertaining to the Association’s
liability to others in respect of injury, death or damage to property
occurring upon, in or about the Premises, such insurance to be of an
amount not less than five million dollars ($5,000,000.00) for claims per
arising out of one occurrence. Such policy shall also name the City as an
additional named insured and may not be cancelled unless prior notice by
registered letter has been given to the City by the insurer 30 days in
advance of the expiry date.
38.35.Prior to the Commencement Date, the Association shall file with the City a
Certificate of Insurance in a form satisfactory to the City Treasurer, verifying that
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8
the commercial general liability insurance policy is in effect and setting out the
essential terms and conditions of the insurance.
39.36.The provision of the insurance policy required by this Section shall not relieve the
Association from liability for claims not covered by the policy or which exceed its
limits, if any, for which the Association may be held responsible.
40.37.The Association is responsible for insuring all of their equipment, contents, and
leasehold improvements.
Insurance Risks
38. The Association shall not do, omit to do, or permit to be done or omitted to be
done upon the Premises anything that may contravene or be prohibited by
any of the City’s insurance policies in force from time to time covering or
relevant to any part of the Premises or which would prevent the City from
procuring its policies with companies acceptable to the City. If the conduct of
business in the Premises or any acts or omission of the Association on the
Premises causes or results in any increase in premiums for any of the City’s
insurance policies, the Association shall pay such increase to the City.
Limitation of City's Liability
41.39.The City shall not be liable for any bodily injury or death of any person, or loss or
damage to any property belonging to the Association or its employees, invitees
or licensees or its guests, or to any other person in, on or about the Premises,
unless caused by the gross negligence of the City.
Indemnification
42.40.The Association shall indemnify and save harmless the City, its directors,
officers, employees, elected officials, agents, contractors and representatives
from and against any and all actions, losses, damages, claims, costs and
expenses (including, without limiting the generality of the foregoing, all claims for
personal injury, death and/or property damage) and also damages arising from
any breach of this AgreementLease by the Association or from any act or
omission of the Association or those for whom the Association is at law
responsible in or around the Premises arising from the Association’s use and
occupation of the Premises pursuant to this Agreement. The City shall not be
liable for any loss or damage to any property belonging to the Association or to
any other persons or for any injury to any person while such person or property is
on the Premises, unless such loss, damage or injury is caused directly by the
wilful misconduct or negligence of the City, or those for whom the City is at law
responsible. This provision shall survive the expiration or earlier termination of
this Agreement Lease.
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9
Article VII
Remedies on Default
City's Right to Re-Enter
43.41. The City reserves the right to re-enter the premises at any time for any reason
without notice. The City will provide reasonable notice if it deems practical to do
so based on its sole discretion.If any amount payable to the City under this Lease
shall remain unpaid for fifteen (15) days after the Association has received notice
thereof, then it shall be lawful for the City at any time thereafter to re-enter the
Premises.
City's Right to Remedy Default
44.42.In addition to all other remedies the City may have under this AgreementLease
and in law, if the Association is in default of any of its obligations under this
AgreementLease, and such default has continued for a period of ten (10) days
after receipt of notice by the Association (or such longer period as may be
reasonably required in the circumstances to cure such default, except in an
emergency where the City will not be required to give notice), the City, without
prejudice to any other rights which it may have with respect to such default, may
remedy such default and the Association shall be responsible for all such costs.
Waiver
45.43.No condoning, excusing or overlooking by the City of any default, breach or
non-observance by the Association at any time or times in respect of any
covenant, obligation or agreement under this AgreementLease shall operate as a
waiver of the City’s rights hereunder in respect of any continuing or subsequent
default, breach or non-observance, or so as to defeat or affect in any way the
rights of the City in respect of any such continuing or subsequent default or
breach, and no waiver shall be inferred from or implied by anything done or
omitted by the Association save only an express waiver in writing.
Article VIII
Miscellaneous
Quiet Enjoyment
46. The City shall permit the Association to peaceably possess and enjoy the
Premises during the Term without any interference from the City, or any person
lawfully claiming by, from or under the City provided the Association is not in
default.
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10
Right of Entry
47. The Association agrees to permit the City and authorized representatives of the Formatted: No bullets or numbering
City to enter the Premises at any time for the purpose of inspecting the Premises. The
City shall use its best efforts to minimize the disruption to the Association's use of the
Premises during any such entry.
Signs
48.44.The Association may only erect signs on the Premises with the City’s prior written
approval. All such signs shall be removed from the Premises at the end of the
Term.
Compliance with Laws
49.45.The Association, at its sole cost and expense, shall comply with all legal
requirements (including statutes, laws, by-laws, regulations, ordinances, orders,
rules and regulations of every governmental authority having jurisdiction) that
relate to the use of the Premises by the Association or the making of any
improvements to the Premises by the Association.
Notice
50.46.Any notice required to be given by the City to the Association under this
AgreementLease shall be in writing and shall be delivered to the Premises or such
other address of which the Association has notified the City in writing, and any
such notice delivered shall be deemed good and sufficient notice under the terms
of this AgreementLease.
51.47.Any notice required to be given by the Association to the City under this
AgreementLease shall be in writing and shall be delivered to The Corporation of
the City of Pickering, Pickering Civic Complex, One The Esplanade, Pickering,
Ontario, L1V 6K7 (Attention: City Clerk) or such other address of which the City
has notified the Association in writing, and any such notice delivered shall be
deemed good and sufficient notice under the terms of this AgreementLease.
Successors and Assigns
52.48.This AgreementLease shall enure to the benefit of and be binding upon the
parties and their respective successors (including any successor by reason of
amalgamation or statutory arrangement) and permitted assigns.
Title
53.49.The Association hereby agrees to keep title to the Premises, including every part
thereof, free and clear of any lien, encumbrance or security interest or notice
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11
thereof. The Association shall not enter into any agreements for the Premises
which would run with the Premises and become an obligation of the City upon
termination or expiration of this Agreement.Lease.
Force Majeure
54.50.The City shall not be liable for any damages caused by any delay or failure to
perform the whole or any part of this AgreementLease, where such performance
is made impossible or impractical due to any cause direct or indirect, beyond the
control of the City, including, but not limited to, labour disruptions, strikes,
lockouts, fire, flood, storms, acts of nature, natural disasters, acts of war,
insurrection and terrorism, outbreak, pandemic, epidemic, disease or emergency.
Registration
55.51.The Association shall not have the right to register this AgreementLease or
notice thereof against title to the Premises or any part thereof.
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________________________________
________________________________
________________________________
________________________________
12
In Witness Whereof the parties have executed this Lease as of the date first written
above.
The Corporation of the City of
Pickering
Kevin Ashe, Deputy Mayor
Susan Cassel, City Clerk
Mt. Zion Community Centre
Association
MurrayEvelyn Jones, President
I have authority to bind the Association
and I am also signing in my personal
capacity.
Ruth Taylor, Treasurer
IWe have authority to bind the
AssociationCorporation and I am also
signing in my personal capacity.
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Schedule “A”
City’s Municipal Alcohol Policy
The Corporation of the City of Pickering
Community Services Department
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September 28, 2004
Purpose:
The purpose of this policy is to endeavour to ensure the appropriate management of the
use and consumption of alcoholic beverages in municipally owned facilities; to avoid
related problems and to ensure the safety and well-being of all participants and to
protect the Corporation, its’ employees and volunteers.
1. Definitions
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In this Policy, the term,
(a) “Licensed function” means a function for which a permit has been issued by, or is
otherwise licensed by, the Liquor License Board of Ontario at which alcoholic
beverages may be consumed.
(b) “Closed private licensed function” means a licensed function determined by the
Director, Community Services to be closed to the public and of a private nature.
(c) “Designated facility” means a city owned building, park, open space, and
associated parking lot designated by this policy as suitable for an indoor or outdoor
licensed function.
(d) “User” means a person, group, or association to whom the city has granted
permission to use a designated facility for a licensed function.
(e) “Director” means the City’s Director of the Community Services Department or
designated.
2. Designated Facilities
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(1) The following are designated facilities for indoor licensed functions:
a. Brougham Community Centre
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b. Dr. Nelson F. Tomlinson Community Centre (Claremont CC)
c. Don Beer Sports Facility Community Centre
d. East Shore Community Centre
e. Front Street Community Centre
f. Green River Community Centre
g. Greenwood Community Centre
h. Mount Zion Community Centre
i. Pickering Civic Complex
j. Chestnut Hill Developments Recreation Complex (Pickering Recreation
Complex)
k. Seniors Activity Centre
l. West Shore Community Centre
m. Whitevale Community Centre
n. Whitevale Arts & Cultural Centre
o. George Ashe Library & Community Centre (Petticoat Creek CC)
p. Pickering Museum Village
(2) The following are designated facilities for outdoor licensed functions:
a. Claremont Community Park
b. Dunmoore Park
c. Kinsmen Park
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d. Alex Robertson Park
e. Pickering Museum Village
3. Alcohol Restrictions within designated facilities:
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Formatted: Font: (Default) Arial All designated facilities defined in this policy shall be deemed a “public place” and
as such, in accordance with Section 31 of the Liquor License Act, R.S.O. 1990 c.L
19, no person shall have or consume or sell liquor in any designated facility unless
a license or permit is issued or unless specifically covered by an L.L.B.O. permit.
4. Safe Transportation:
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Formatted: Font: (Default) Arial (1) Only those users implementing a safe transportation strategy (i.e.
designated driver program, an alternate home transportation option) to prevent
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intoxicated participants from driving will be permitted to use designated
facilities for a licensed function.
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strategy will be implemented by the user if written permission to use the
designated facility for a licensed function is granted.
5. No Alcohol and Low Alcohol Drinks
(1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will
be permitted to use designated facilities for licensed functions.
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will be implemented by the user if written permission to use the designated
facility for a licensed function is granted.
6. “Statement of Intoxication” Sign
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(1) User of designated facilities for licensed functions shall display prominently in
the facility a sign or signs indicating that it is illegal to serve participants to a
state of intoxication. Such signs shall read as follows:
City of Pickering – Community Services Department
Statement of Intoxication
It is contrary to the Liquor License Act of Ontario to serve persons to
intoxication. For this reason, servers in this facility are required to obey the law
and not serve anyone to intoxication. Should you wish a no alcohol or low
alcohol “breather” round, request a soft drink, coffee, or small than usual
portion of alcohol.
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(2) Signs shall be provided by the City to users for display by them in designated
facility during licensed function.
7. Participant Control
(1) Only users providing sufficient controls to prevent underage intoxicated or rowdy
persons from entering the designated facility, to refuse service to such person, and
to remove such persons from the designated facility will be permitted to use
designated facilities for licensed functions.
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Formatted: Font: (Default) Arial a. Having a supervisor in charge of the licensed function present in the
designated facility at all times during the function,
b. Having at least two monitors at each entrance to the licensed function at
all times during the function,
c. Accepting only an age of majority card, a photo driver’s license or a
passport as identification for entry,
d. Having a monitor or monitors (other than entrance monitor) in the
designated facility at all times during the function at least one monitor for
every 200 participants,
e. Using monitors and servers who are 19 years of age or older,
f. Using monitors and servers who do not consume alcohol during the
function,
g. Providing a list of names of supervisors, monitors and servers to the
Director prior to the function.
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be imposed by the user if written permission to use the designated facility for a
licensed function is granted.
(4) Closed private licensed functions are exempt from this section of the policy;
however, users of designated facilities for closed private licensed functions shall be
encouraged to impose voluntarily the controls set out above since they are not
exempt from responsibility for compliance with the law and for the sobriety
(5) and safety of participants.
8. Supervisor, Monitor, and Server Training
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(1) Only users providing sufficient numbers of supervisors, monitors and servers that
have attended an appropriate training course in server intervention will be
permitted to use designated facilities for licensed functions.
(2) Such training should utilize the Addiction Research Foundation course material,
and may be provided, at a reasonable cost, through the Director, Community
Services
(3) The Director may require a potential user to demonstrate that sufficient numbers
of supervisors, monitors and servers that have attended such a course will be
provided by the user if written permission to use the designated facility for a
licensed function is granted.
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Formatted: Font: (Default) Arial (4) Closed private licensed functions are exempt from this section of the policy;
however, users of designated facilities for closed private licensed functions shall
be encouraged to provide voluntarily properly trained supervisors, monitors and
servers since such users are not exempt from responsibility for compliance with
the law and for the sobriety and safety of participants
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(1) Only users having a minimum of $1,000,000 third party general liability insurance
coverage, naming the Corporation of the City of Pickering as an additional
insured, will be permitted to use designated facilities for licensed functions.
(2) The Director may require a potential user to demonstrate that such insurance
coverage is in place before written permission to use the designated facility for a
licensed function is granted.
10. Accountability
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Formatted: Font: (Default) Arial (1) Users of designated facilities for licensed functions shall display prominently in
the facility a sign or signs informing participants of the following:
a. The name, address and telephone number of the user
b. The name, address and telephone number of the representative of the
user responsible for the function,
c. The address and telephone number of the nearest police station,
d. The address and telephone number of the of the Liquor License Boar of
Ontario,
e. The address and telephone number of the Director, Community Services
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(2) A user that contravenes any city policy or procedure or any application law may
be refused permission to use designated facilities for licensed functions, at the
Directors direction;
a. Indefinitely, or
b. Until the user can demonstrate to the Director satisfaction that further
contravention shall now occur.
11. Promoting the Policy:
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Addition Research Foundation, a strategy to orient all potential users to the
requirements of this policy and to promote this policy to the community at large.
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Schedule “B”
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Failure to comply with the below will result in loss of damage deposits.
A. All Facilities
No confetti/rice is permitted in City facilities, parking lots, or grounds.
Facilities must be vacated by 2:00 am, ensuring that all decorations and function
supplies have been removed.
Smoking any type of tobacco product is not permitted in any City facility. All city
facilities are designated non-smoking (Durham Region By-Law No. 66-2002).
The City of Pickering cannot supply ladders or lift equipment to any permit
holder. If this service is required, it must be arranged with and approved by the
City of Pickering one week prior to the event.
Caterers, bartenders, disc jockeys, entertainers, liquor licences, etc. are the
renter’s responsibility.
Liquor Licence must always be visible on the bar wall during the function, and
while alcohol is on the premises.
Unnecessary noise which disturbs the peace, quiet, or comfort of any person in
any type of residence, place of business, etc. in proximity to the facility is not
permitted.
Decorating is the sole responsibility of the renter. Staples, tape, nails, glue, etc.
are not permitted. Helium balloons are permitted, provided they are securely
anchored and removed following the event.
As per liquor regulations, all bars must close at 1:00 am sharp.
Set up times for your event is as per your permit.
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Attachment 2 to Report 16-25
Licence Agreement
This Licence Agreement is effective as of the 1st day of July , 2025.
Between:
The Corporation of the City of Pickering
(the "City")
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Mt. Zion Community Centre Association
(the "Association")
Ar ticle I
Interpretation
Definitions
1.In this Agreement,
(a)"Commencement Date" means July 1, 2025;
(b)"Premises" means the entire facility known as Mt. Zion Community Centre
located at 4230 Salem Rd, in the City of Pickering, Regional Municipality of
Durham;
(c)“Licence Fee” means the fee(s) payable pursuant to Section 22; and
(d)"Term" means the term of this Licence Agreement as set out in Section 19.
Headings
2.The division of this Licence Agreement into articles, sections, subsections and
schedules and the insertion of headings are for convenience of reference only and
shall not affect the construction or interpretation of this Agreement.
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2
Schedule
3.Schedule “A” (City’s Municipal Alcohol Policy) and Schedule “B” (City’s
Conditions of Agreement) are incorporated into and form part of this Agreement.
Severability
4.All of the provisions of this Licence Agreement are to be construed as covenants
even where not expressed as such. If any such provision is held to be or
rendered invalid, unenforceable or illegal, then it shall be considered separate
and severable from the rest of this Agreement and the remaining provisions of
this Agreement shall remain in force.
Number
5.Wherever a word importing the singular number only is used in this Agreement,
such word shall include the plural. Words importing either gender or firms or
corporations shall include the other gender and individuals, firms or corporation
where the context so requires.
Governing Law
6.This Agreement shall be governed by, and interpreted and enforced in
accordance with, the laws in force in the Province of Ontario.
Entire Agreement
7.This Agreement constitutes the entire Agreement between the parties concerning
the Premises and may only be amended or supplemented by an agreement in
writing signed by both parties.
Article II
Grant and Use
G rant
8.In consideration of the performance by the Association of its obligations under
this Agreement, the City is granting a non-exclusive licence to the Association to
use the premises for the purpose described herein.
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3
Association’s Use of Premises
9.The Premises shall be used only for functions by not-for-profit organizations,
other organizations pre-approved in writing by the City, charity events, non-
commercial receptions and for no other purpose without the prior written consent
of the City which consent may be arbitrarily withheld. The Premises shall not be
used for the delivery of programs, services, activities or events which are directly
or indirectly in competition with those offered by the City of Pickering.
10.The Association is only permitted to use the Premises when the Premises is
open to the public. The Association is required to use the Premises within the
same operating hours as the Premises’ operating schedules, which schedules
shall be approved by the City from time to time. The City reserves the right, in its
sole discretion, to alter the operating schedules and the City will not be
responsible for any losses or damages including any lost revenues and/or
expenses incurred by the Association due to operating schedule changes and/or
Premises closures, for any reason whatsoever.
Nuisance
11. The Association shall not carry on any activities or do or suffer any act or thing
that constitutes a nuisance, or which is offensive or an annoyance to the City.
City’s Use of Premises Takes Priority
12.The City shall always have the right to use the Premises for its own purposes as
required and, in such instances, shall give the Association reasonable notice of
its intention to use the premises in order to minimize and avoid any scheduling
conflicts. The City’s needs take priority. The Association shall not be entitled to
any rental fees or other remuneration associated with the use of the Premises by
the City.
Assignment
13.The Association shall not assign this Licence without the prior written consent of
the City, which consent may be arbitrarily withheld.
Licences
14.The Association may grant permits to other third parties to use the premises if
approved in writing by the City and provided,
(a)the term of the permit does not exceed one (1) month;
(b) the permit holder agr ees to comply with Sections 9 and 10 of this
agreement; and
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4
(c )the Association agrees that it shall only charge such permit fees for the
rental of the Premises at the rate that is approved by the City from time to
time. The City and the Association shall establish the approved permit fee
rate yearly throughout the Term.
15. The Association shall retain 100% of all permit fees recovered for the use of the
Premises.
16. The Association shall submit a written report to the City every four months
documenting the source and amount of all permit fees received by the
Association for the Premises.
17.The Association shall submit their annual financial statement to the City by
February 15th of each year of the Term .
Article III
Term
T erm
18.The term of this Licence Agreement shall be two (2) years commencing on the
Commencement Date and expiring on June 30, 2027.
19.N otwithstanding anything else contained herein, this Agreement may be
terminated by either party for any reason upon three months’ notice to the other
in writing.
20.U pon the expiry or earlier termination of this Agreement, the Association shall
surrender to the City possession of the Premises and all the rights of the
Association under this Agreement shall terminate (but the Association shall,
notwithstanding such termination, be liable to the City for any loss or damage
suffered by the City by reason of any default of the Association).
21.If the City terminates this Agreement pursuant to Section 19, the City will not be
liable to the Association for any damage or loss occasioned thereby.
A rticle IV
Licence Fee
Licence Fee
22. The Association shall pay to the City as a licence fee for the entire Term in lawful
money of Canada the sum of One (1) Dollar ($1.00).
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5
Article V
Maintenance, Repairs and Alterations
Maintenance of Premises
23. The Association shall maintain and operate the Premises so that the Premises
shall always be of good appearance and suitable for proper operation.
24. The Association shall provide general maintenance services to the Premises at
its expense and shall provide all necessary cleaning and maintenance supplies
such as cleaning products, related paper products and cleaning equipment.
25. In accordance with the Occupational Health and Safety Act and the WHMIS
Regulation R.R.O. 1990, Reg 860, as amended by O. Reg 36/93, or its
successors, the Club shall be responsible for maintaining a binder containing
safety data sheets for all hazardous products stored or used on the Premises.
The said binder must be always kept current and be available for reference by
users of said products.
26. The Association shall be responsible for providing the City with:
(a) WHMIS training certification of individuals working with cleaning products
and/or hazardous materials on the Premises and of Association members
working alone or overseeing any maintenance tasks performed on the
Premises; and
(b) Completed Ministry of Labour Health & Safety Awareness Training for
Supervisors for those same individuals.
27. The Association shall be responsible for all day -to-day operating expenses,
including, but not limited to, garbage removal from the facility . The Association
shall not be responsible for utilities.
28. The City shall provide snow removal services for the parking lot. The Association
shall be responsible for snow removal on all sidewalks, walkways and all other
areas of pedestrian passage on the Premises.
29. (1) Subject to subsection (2), the City shall be responsible for all inspections,
preventative maintenance, and replacement at its sole discretion, with
respect to:
(a) HVAC equipment;
(b) electrical systems (including lighting);
(c) water supply, treatment and septic systems;
(d) plumbing system and fixtures;
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6
(e) roofs;
(f) exterior cladding;
(g) doors and hardware;
(h) parking lots; and
(i) lawn care, landscaping and pest control.
(2) The Association shall be responsible for any damage or costs incurred
due to the misuse or negligence of the Association, its employees,
invitees, servants, agents, or others under its control and the Association
shall pay to the City on demand the expense of any repairs including the
City’s reasonable administration charge necessitated by such negligence
or misuse.
30. The Association shall immediately notify the City of any damage or unsafe
conditions on the Premises.
Security
31. The Association shall be responsible for the security of the Premises. The
Association will ensure that no copies of the keys to the Premises are made or
given to third parties (even temporarily) without the prior written consent of the
City. Only Association representatives that have signed for keys with the City, or
parties granted written consent by the City, will be authorized to be in the
possession of keys to the Premises.
32. Any keys provided to the Association, or its licensees, must be returned to the
City immediately upon request.
Alterations/Improvements to Premises
33. The Association shall not make any alteration or additions to the premises
without prior written consent of the City’s Director of Community Services. Any
such preapproved alterations, additions or fixtures shall be at the sole cost and
expense of the Association and shall be added to the City’s inventory of fixtures
and shall form part of the City’s property. The Association acknowledges that it
has no claim to any such alteration, addition, or fixture upon termination.
Article VI
Insurance and Indemnity
Association's Insurance
34. The Association, at its sole cost and expense, shall take out and keep in full force
and effect throughout the Term,
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7
(a) insurance upon property owned by it which is located on the Premises;
and
(b) commercial general liability insurance pertaining to the Association’s
liability to others in respect of injury, death or damage to property
occurring upon, in or about the Premises, such insurance to be of an
amount not less than five million dollars ($5,000,000.00) for claims per
occurrence. Such policy shall also name the City as an additional named
insured and may not be cancelled unless prior notice by registered letter
has been given to the City by the insurer 30 days in advance of the expiry
date.
35. Prior to the Commencement Date, the Association shall file with the City a
Certificate of Insurance in a form satisfactory to the City Treasurer, verifying that
the commercial general liability insurance policy is in effect and setting out the
essential terms and conditions of the insurance.
36. The provision of the insurance policy required by this Section shall not relieve the
Association from liability for claims not covered by the policy or which exceed its
limits, if any, for which the Association may be held responsible.
37. The Association is responsible for insuring all their equipment, contents, and
leasehold improvements.
Insurance Risks
38. The Association shall not do, omit to do, or permit to be done or omitted to be
done upon the Premises anything that may contravene or be prohibited by any of
the City’s insurance policies in force from time to time covering or relevant to any
part of the Premises or which would prevent the City from procuring its policies
with companies acceptable to the City. If the conduct of business in the Premises
or any acts or omission of the Association on the Premises causes or results in
any increase in premiums for any of the City’s insurance policies, the Association
shall pay such increase to the City.
Limitation of City's Liability
39. The City shall not be liable for any bodily injury or death of any person, or loss or
damage to any property belonging to the Association or its employees, invitees
or licensees or its guests, or to any other person in, on or about the Premises,
unless caused by the gross negligence of the City.
Indemnification
40. The Association shall indemnify and save harmless the City , its directors,
officers, employees, elected officials, agents, contractors and representatives
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8
from and against any and all actions, losses, damages, claims, costs and
expenses (including, without limiting the generality of the foregoing, all claims for
personal injury, death and/or property damage) and also damages arising from
any breach of this Agreement by the Association or from any act or omission of
the Association or those for whom the Association is at law responsible in or
around the Premises arising from the Association’s use of the Premises
pursuant to this Agreement. The City shall not be liable for any loss or damage to
any property belonging to the Association or to any other persons or for any
injury to any person while such person or property is on the Premises, unless
such loss, damage or injury is caused directly by the wilful misconduct or
negligence of the City, or those for whom the City is at law responsible. This
provision shall survive the expiration or earlier termination of this Agreement.
Article VII
Remedies on Default
City's Right to Re-Enter
41. The City reserves the right to re-enter the premises at any time for any reason
without notice. The City will provide reasonable notice if it deems practical to do
so based on its sole discretion.
City's Right to Remedy Default
42. In addition to all other remedies the City may have under this Agreement and in
law, if the Association is in default of any of its obligations under this Agreement
(or such longer period as may be reasonably required in the circumstances to
cure such default, except in an emergency where the City will not be required to
give notice), the City, without prejudice to any other rights which it may have with
respect to such default, may remedy such default and the Association shall be
responsible for all such costs.
Waiver
43. No condoning, excusing or overlooking by the City of any default, breach or
non-observance by the Association at any time or times in respect of any
covenant, obligation or agreement under this Agreement shall operate as a
waiver of the City’s rights hereunder in respect of any continuing or
subsequent default, breach or non-observance, or so as to defeat or affect in
any way the rights of the City in respect of any such continuing or subsequent
default or breach, and no waiver shall be inferred from or implied by anything
done or omitted by the Association save only an express waiver in writing.
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9
Article VIII
Miscellaneous
Signs
44. The Association may only erect signs on the Premises with the City’s prior written
approval. All such signs shall be removed from the Premises at the end of the
Term.
Compliance with Laws
45. The Association, at its sole cost and expense, shall comply with all legal
requirements (including statutes, laws, by -laws, regulations, ordinances, orders,
rules and regulations of every governmental authority having jurisdiction) that
relate to the use of the Premises by the Association or the making of any
improvements to the Premises by the Association.
Notice
46. Any notice required to be given by the City to the Association under this
Agreement shall be in writing and shall be delivered to the Premises or such other
address of which the Association has notified the City in writing, and any such
notice delivered shall be deemed good and sufficient notice under the terms of
this Agreement.
47. Any notice required to be given by the Association to the City under this
Agreement shall be in writing and shall be delivered to The Corporation of the City
of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario,
L1V 6K7 (Attention: City Clerk) or such other address of which the City has
notified the Association in writing, and any such notice delivered shall be deemed
good and sufficient notice under the terms of this Agreement.
Successors and Assigns
48. This Agreement shall enure to the benefit of and be binding upon the parties and
their respective successors (including any successor by reason of amalgamation
or statutory arrangement) and permitted assigns.
Title
49. The Association hereby agrees to keep title to the Premises, including every part
thereof, free and clear of any lien, encumbrance or security interest or notice
thereof. The Association shall not enter into any agreements for the Premises
which would run with the Premises and become an obligation of the City upon
termination or expiration of this Agreement.
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10
Force Majeure
50. The City shall not be liable for any damages caused by any delay or failure to
perform the whole or any part of this Agreement, where such performance is
made impossible or impractical due to any cause direct or indirect, beyond the
control of the City, including, but not limited to, labour disruptions, strikes,
lockouts, fire, flood, storms, acts of nature, natural disasters, acts of war,
insurrection and terrorism, outbreak, pandemic, epidemic, disease or emergency.
Registration
51. The Association shall not have the right to register this Agreement or notice
thereof against title to the Premises or any part thereof.
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11
In Witness Whereof the parties have executed this Lease as of the date first written
above.
The Corporation of the City of
Pickering
________________________________
Kevin Ashe, Mayor
________________________________
Susan Cassel, City Clerk
Mt. Zion Community Centre
Association
________________________________
Murray Jones, President
I have authority to bind the Association
and am also signing in my personal
capacity.
________________________________
Ruth Taylor, Treasurer
I have authority to bind the Association
and am also signing in my personal
capacity .
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Schedule “A”
City’s Municipal Alcohol Policy
The Corporation of the City of Pickering
Community Services Department
September 28, 2004
Purpose:
The purpose of this policy is to endeavour to ensure the appropriate management of the
use and consumption of alcoholic beverages in municipally owned facilities; to avoid
related problems and to ensure the safety and well-being of all participants and to
protect the Corporation, its’ employees and volunteers.
1. Definitions
In this Policy, the term,
(a) “Licensed function” means a function for which a permit has been issued
by, or is otherwise licensed by, the Liquor License Board of Ontario at
which alcoholic beverages may be consumed.
(b) “Closed private licensed function” means a licensed function determined
by the Director, Community Services to be closed to the public and of a
private nature.
(c) “Designated facility” means a city owned building, park, open space, and
associated parking lot designated by this policy as suitable for an indoor or
outdoor licensed function.
(d) “User” means a person, group, or association to whom the city has
granted permission to use a designated facility for a licensed function.
(e) “Director” means the City’s Director of the Community Services
Department or designated.
2. Designated Facilities
(1) The following are designated facilities for indoor licensed functions:
a. Brougham Community Centre
b. Dr. Nelson F. Tomlinson Community Centre (Claremont CC)
c. Don Beer Sports Facility Community Centre
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d. East Shore Community Centre
e. Front Street Community Centre
f. Green River Community Centre
g. Greenwood Community Centre
h. Mt. Zion Community Centre
i. Pickering Civic Complex
j. Chestnut Hill Developments Recreation Complex (Pickering
Recreation Complex)
k. Seniors Activity Centre
l. West Shore Community Centre
m. Whitevale Community Centre
n. Whitevale Arts & Cultural Centre
o. George Ashe Library & Community Centre (Petticoat Creek CC)
p. Pickering Museum Village
(2) The following are designated facilities for outdoor licensed functions:
a. Claremont Community Park
b. Dunmoore Park
c. Kinsmen Park
d. Alex Robertson Park
e. Pickering Museum Village
3. Alcohol Restrictions within designated facilities:
All designated facilities defined in this policy shall be deemed a “public place”
and as such, in accordance with Section 31 of the Liquor License Act, R.S.O.
1990 c.L 19, no person shall have or consume or sell liquor in any designated
facility unless a license or permit is issued or unless specifically covered by an
L.L.B.O. permit.
4. Safe Transportation:
(1) Only those users implementing a safe transportation strategy (i.e.
designated driver program, an alternate home transportation option) to
prevent intoxicated participants from driving will be permitted to use
designated facilities for a licensed function.
(2) The Director may require a potential user to demonstrate that such a
strategy will be implemented by the user if written permission to use the
designated facility for a licensed function is granted.
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5. No Alcohol and Low Alcohol Drinks
(1) Only users offering a sufficient quantity of no alcohol and low alcohol
drinks will be permitted to use designated facilities for licensed functions.
(2) The Director may require a potential user to demonstrate that such a
strategy will be implemented by the user if written permission to use the
designated facility for a licensed function is granted.
6. “Statement of Intoxication” Sign
(1) User of designated facilities for licensed functions shall display
prominently in the facility a sign or signs indicating that it is illegal to serve
participants to a state of intoxication. Such signs shall read as follows:
City of Pickering – Community Services Department
Statement of Intoxication
It is contrary to the Liquor License Act of Ontario to serve persons to
intoxication. For this reason, servers in this facility are required to obey
the law and not serve anyone to intoxication. Should you wish a no alcohol
or low alcohol “breather” round, request a soft drink, coffee, or small than
usual portion of alcohol.
(2) Signs shall be provided by the City to users for display by them in
designated facility during licensed function.
7. Participant Control
(1) Only users providing sufficient controls to prevent underage intoxicated or
rowdy persons from entering the designated facility, to refuse service to
such person, and to remove such persons from the designated facility will
be permitted to use designated facilities for licensed functions.
(2) Such controls shall include the following:
a. Having a supervisor in charge of the licensed function present in
the designated facility at all times during the function;
b. Having at least two monitors at each entrance to the licensed
function at all times during the function;
c. Accepting only an age of majority card, a photo driver’s license or a
passport as identification for entry ;
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d. Having a monitor or monitors (other than entrance monitor) in the
designated facility at all times during the function at least one
monitor for every 200 participants;
e. Using monitors and servers who are 19 years of age or older;
f. Using monitors and servers who do not consume alcohol during the
function; and
g. Providing a list of names of supervisors, monitors and servers to
the Director prior to the function.
(3) The Director may require a potential user to demonstrate that such
controls will be imposed by the user if written permission to use the
designated facility for a licensed function is granted.
(4) Closed private licensed functions are exempt from this section of the
policy; however, users of designated facilities for closed private licensed
functions shall be encouraged to impose voluntarily the controls set out
above since they are not exempt from responsibility for compliance with
the law and for the sobriety and safety of participants.
8. Supervisor, Monitor, and Server Training
(1) Only users providing sufficient numbers of supervisors, monitors and
servers that have attended an appropriate training course in server
intervention will be permitted to use designated facilities for licensed
functions.
(2) Such training should utilize the Addiction Research Foundation course
material, and may be provided, at a reasonable cost, through the Director,
Community Services.
(3) The Director may require a potential user to demonstrate that sufficient
numbers of supervisors, monitors and servers that have attended such a
course will be provided by the user if written permission to use the
designated facility for a licensed function is granted.
(4) Closed private licensed functions are exempt from this section of the
policy; however, users of designated facilities for closed private licensed
functions shall be encouraged to provide voluntarily properly trained
supervisors, monitors and servers since such users are not exempt from
responsibility for compliance with the law and for the sobriety and safety of
participants.
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9.Insurance
(1)O nly users having a minimum of $1,000,000 third party general liability
insurance coverage, naming the Corporation of the City of Pickering as an
additional insured, will be permitted to use designated facilities for
licensed functions.
(2)The Director may require a potential user to demonstrate that such
insurance coverage is in place before written permission to use the
designated facility for a licensed function is granted.
10.Accountability
(1)U sers of designated facilities for licensed functions shall display
prominently in the facility a sign or signs informing participants of the
following:
a.The name, address and telephone number of the user;
b.The name, address and telephone number of the representative of
the user responsible for the function;
c.The address and telephone number of the nearest police station;
d.The address and telephone number of the of the Liquor License
Boar of Ontario; and
e.The address and telephone number of the Director, Community
Services.
(2)A user that contravenes any city policy or procedure or any application law
may be refused permission to use designated facilities for licensed
functions, at the Directors direction;
a.Indef initely, or
b.Until the user can demonstrate to the Director satisfaction that
further contravention shall now occur.
11.Promoting the Policy:
The Director, Community Services, shall design and implement, in consultation
with the Addition Research Foundation, a strategy to orient all potential users to
the requirements of this policy and to promote this policy to the community at
large.
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Schedule “B”
Conditions of Agreement
1) The City reserves the right to cancel any permit temporarily or permanently,
should accommodation be required for special events, or in an emergency.
2) 50% of a payment is due at time of booking. This is a non-refundable deposit.
The remaining 50% is due in full, 90 days prior to the permit date of the event.
3) Applicants must be members of authority I the organization seeking
accommodation. Permit holders must be on site for the duration of the rental.
4) The facility is to be used only on the date(s) and time(s) specified, and only for
the purpose names. No teen dances/parties, stags or stagettes are permitted
in our halls. This permit is not transferrable.
5) The City will not be responsible for personal injury or damage or for the loss or
theft of clothing or equipment of the applicants, or anyone attending on the
invitation of the applicant or any persons contracted by the applicant.
6) The applicant shall be responsible for the conduct and supervision of all persons
admitted the building(s) and grounds and shall see that all regulations contained
herein are strictly observed.
7) Unnecessary noise which disturbs the peace, quiet, or comfort of any person in
any type of residence, place of business, etc., in proximity to the facility shall not
be permitted.
8) The exits must be kept free from obstruction in case of fire.
a) The applicant must pay all damages arising from the use of the property.
b) A damage/security deposit will be charged for all rentals, to be refunded at
a later date, if no damage, excessive maintenance costs are incurred as a
result of the facility rental.
c) The applicant must pay such fees for extra work by custodians, etc., as
the City may determine.
9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly
forbidden.
10) It shall be the responsibility of the applicant to see that all persons admitted to
the function being held, have vacated the premises promptly by 2:00 am.
11) If liquor of any type is to be served, sold or available at the function, the applicant
must obtain all necessary permits and licenses and must adhere to the City of
Pickering ‘Alcohol Management Policy’. A copy of the liquor license must be
posted on the wall during the function.
12) The City of Pickering requires every event have a minimum of $2,000.000 third
party general liability insurance coverage. This insurance must be purchased as
part of the rental process.
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13)For all special occasion permits, only monitors and servers that possess a server
intervention program certificate will be permitted to use the designated facility.
Information is available at www.smartserve.org.
14)The licensor reserves the right to provide security personnel or Pay -Duty Police
at the expense of the licensee, should the Manager, Facility Programs and
Administration deem it necessary.
15)Hall cancellations are subject to a $40.00 administration fee.
16)All cancellations must be received in writing ninety days prior to the function, or
the entire rental fee will be forfeited.
17)All rental rates are subject to increase. Posts-dated cheques will not be
accepted.
18)This contract is not valid unless it is signed and dated by the person renting the
facility and returned as soon as possible to the Facility Booking Clerk.
19)Recreation Complex Staff will set-up the tables and chairs ‘provided’ a diagram
of the layout is submitted one week preceding the function. You may obtain the
diagrams at the Complex Information Desk. Any materials/articles dropped off
prior to the function, or left after the function, must have prior approval from the
Maintenance Department or designate.
20)If Complex Banquet Halls are rented, please use the outside entrance to Banquet
Hall, do not use main Complex doors.
Personal information contained on this form is collected pursuant to the Municipal
Freedom of Information and Protection of Privacy Act and will be used for the
purpose of administering facility rentals. Questions about this collection should
be directed to the City Clerk, One the Esplanade, Pickering, ON L2qV K7,
905.420.4611.
HST applies to this Rental – Registration No. 108078593
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Facility Rules and Regulations
Failure to comply with the below will result in loss of damage deposits.
A. All Facilities
• No confetti/rice is permitted in City facilities, parking lots, or grounds.
• Facilities must be vacated by 2:00 am, ensuring that all decorations and
function supplies have been removed.
• Smoking any type of tobacco product is not permitted in any City facility.
All city facilities are designated non-smoking (Durham Region By -Law No.
66-2002).
• The City of Pickering cannot supply ladders or lift equipment to any permit
holder. If this service is required, it must be arranged with and approved
by the City of Pickering one week prior to the event.
• Caterers, bartenders, disc jockeys, entertainers, liquor licences, etc. are
the renter’s responsibility.
• Liquor Licence must always be visible on the bar wall during the function,
and while alcohol is on the premises.
• Unnecessary noise which disturbs the peace, quiet, or comfort of any
person in any type of residence, place of business, etc. in proximity to the
facility is not permitted.
• Decorating is the sole responsibility of the renter. Staples, tape, nails,
glue, etc. are not permitted. Helium balloons are permitted, provided they
are securely anchored and removed following the event.
• As per liquor regulations, all bars must close at 1:00 am sharp.
• Set up times for your event is as per your permit.
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Report to
Executive Committee
Report Number: ENG 10-25
Date: June 9, 2025
From: Richard Holborn
Director, Engineering Services
Subject: Proposed Community Safety Zone
Liverpool Road
File: A-1440
Recommendation:
1. That the attached draft by-law be enacted to amend Schedule “14” to By-law 6604/05 to
provide for the regulation of Community Safety Zones on highways or parts of highways
under the jurisdiction of The Corporation of the City of Pickering to provide for a
Community Safety Zone on Liverpool Road, from Bushmill Street/Linwood Street to
Halsey Lane; and,
2. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: The purpose of this report is to request Council to enact a by-law to
establish a Community Safety Zone on Liverpool Road from Bushmill Street/Linwood Street to
Halsey Lane.
Area residents have expressed safety concerns with respect to speeding on Liverpool Road
north of Bushmill Street/Linwood Street by Pine Ridge Secondary School. In response to these
concerns, Engineering Services staff completed a traffic review on Liverpool Road.
Based on the review completed, the proximity of two schools and parks in the area, the volume
of pedestrians, and the current operating speed of the street, Engineering Services staff
recommend approval of a Community Safety Zone on Liverpool Road, from Bushmill
Street/Linwood Street to Halsey Lane.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to
Support a Connected, Well-serviced Community.
Financial Implications: The supply and installation of posts and Community Safety Zone
signs can be accommodated within the 2025 Roads Current Budget.
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ENG 10-25 June 9, 2025
Subject: Proposed Community Safety Zone Page 2
Discussion: The purpose of this report is to request Council to enact a by-law to establish a
Community Safety Zone on Liverpool Road from Bushmill Street/Linwood Street to Halsey
Lane.
Area residents have expressed safety concerns with respect to speeding on Liverpool Road
north of Bushmill Street/Linwood Street by Pine Ridge Secondary School. In response to these
concerns, Engineering Services staff completed a traffic study on Liverpool Road, which
included the following:
•collection of traffic volumes and speed data using a portable speed tracker
•review of signage and pavement markings
Liverpool Road, north of Bushmill Street/Linwood Street, is a north/south local residential street
with Pine Ridge Secondary School as a major traffic generator towards the north end.
Liverpool Road has a 40 km/h posted speed limit.
The City’s review indicated that the most recent speed study (June 2024) captured an average
speed of 47 km/h, and an 85th percentile speed of 55 km/h. The 85th percentile speed is
defined as the speed at which 85 percent of vehicles travel at or below. The traffic volume on
Liverpool Road was measured at 3,541 vehicles per day for both the northbound and
southbound directions, the majority of which arrived during the morning and afternoon school
peak periods. All signs and markings are currently in accordance with the Ontario Traffic
Manual.
Based on the review, Engineering Services staff recommend that a Community Safety Zone be
established on Liverpool Road, from Bushmill Street/Linwood Street to Halsey Lane, with the
following justification:
•Engineering Services staff recognize that there are many pedestrians using Liverpool
Road, due to the proximity of Pine Ride Secondary School, Maple Ridge Public School,
Maple Ridge Park, and Beverly Morgan Park. Pedestrians, especially children, walk and
cycle to these schools.
•Automated speed enforcement can be introduced on Liverpool Road with the introduction
of a Community Safety Zone. This will lead to enforcement and an increase to adherence
to the 40 km/h posted speed limit.
Therefore, based on the proximity of two schools and parks in the area, the volume of
pedestrians, and the current operating speed of the street, it is recommended that a
Community Safety Zone be approved for Liverpool Road, from Bushmill Street/Linwood Street
to Halsey Lane.
The proposed Community Safety Zone on Liverpool Road is shown graphically in Attachment 1.
The draft by-law amendment to Schedule 14 of By-law 6604/05, for the proposed Community
Safety Zone can be found in Attachment 2.
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ENG 10-25 June 9, 2025
Subject: Proposed Community Safety Zone Page 3
Attachments:
1.Proposed Community Safety Zone, Liverpool Road
2.Draft By-law Amendment to Schedule “14”, Community Safety Zones
Prepared By: Approved/Endorsed By:
Nathan Emery Richard Holborn, P. Eng.
Coordinator, Traffic Programs & Operations Director, Engineering Services
Nadeem Zahoor, P. Eng., M. Eng
Manager, Transportation & Traffic
NE:mjh
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original signed by:Original signed by:
Original signed by:
Original signed by:
- 137 -
Attachment 1 to Report ENG 10-25
- 138 -
The Corporation of the City of Pickering
By-law No.
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.
Whereas By-law 6604/05, as amended, provides for the regulating of community safety
zones on highways, private property and municipal property within the City of Pickering;
and
Whereas, it is deemed expedient to amend Schedule 14 to By-law 6604/05 to provide
for the regulation of community safety zones on highways or parts of highways under
the jurisdiction of the Corporation of the City of Pickering. Specifically, this by-law is to
provide for the inclusion of a Community Safety Zone on a portion of Liverpool Road.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. Schedule 14 to By-law 6604/05, as amended, is hereby further amended thereto
by the following:
Schedule 14
Community Safety Zones
Column 1 Column 2 Column 3
Highway Limits (From/To) Prohibited Times
or Days
Add
Liverpool Road Busmill Street / Anytime
Linwood Street to
Halsey Lane
Attachment 2 to Report ENG 10-25
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By-law No. Page 2
By-law passed this 23rd day of June, 2025.
____________________________
Kevin Ashe, Mayor
________________________________
Susan Cassel, City Clerk
- 140 -
Report to
Executive Committee
Report Number: ENG 11-25
Date: June 9, 2025
From: Richard Holborn
Director, Engineering Services
Subject: Proposed Parking and Stopping Restrictions, Various Locations
Amendment to the Traffic and Parking By-law 6604/05
File: A-1440
Recommendation:
1. That the attached draft by-law be enacted to amend Schedule “1”, No Stopping, and
Schedule “2”, No Parking, to By-law 6604/05 to provide for the regulation of stopping and
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
stopping and parking restrictions on portions of Eyer Drive, Craighurst Court and Zents
Drive; and,
2. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: The purpose of this report is to request Council to enact a by-law to
allow for the inclusion of stopping and parking restrictions, specifically to address parking
concerns on Eyer Drive, Craighurst Court and Zents Drive.
In response to concerns from area residents and to promote traffic safety, Engineering
Services staff propose stopping and parking restrictions at the following locations:
• Eyer Drive – stopping restrictions are proposed to be extended by 50 metres on the west
side, from Oklahoma Drive to 30 metres north of Hampton Court, 8:30 am to 4:30 pm,
Monday to Friday.
• Eyer Drive – parking restrictions are proposed at all times on the west side/south side of
the curve on Eyer Drive from 30 metres north of Hampton Court to 55 metres north of
Hampton Court.
• Eyer Drive - parking restrictions are proposed at all times on the west side, from Oklahoma
Drive to Stonebridge Lane.
• Craighurst Court – parking restrictions are proposed from 315 metres east of Whites Road
on the south side, around the bulb of the cul-de-sac, to 315 metres east of Whites Road on
the north side, 7:00 am to 9:00 am, 3:00 pm to 5:00 pm, Monday to Friday, September 1st
to June 30th.
- 141 -
ENG 11-25 June 9, 2025
Subject: Proposed Parking and Stopping Restrictions, Various Locations Page 2
• Zents Drive –parking restrictions are proposed on both sides of Zents Drive from Brock
Road (R.R.#1) to 135 metres west thereof, anytime.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to
Support a Connected, Well-Serviced Community.
Financial Implications: The supply and installation of No Parking and No Stopping signs
and posts can be accommodated within the 2025 Roads Current Budget.
Discussion: The purpose of this report is to request Council to enact a by-law to allow for
the inclusion of stopping and parking restrictions, specifically to address parking concerns on
Eyer Drive, Craighurst Court and Zents Drive.
In response to concerns from area residents and to promote traffic safety, Engineering
Services staff propose the following modifications to Traffic and Parking By-law 6604/05:
A. Parking and stopping restrictions are proposed on Eyer Drive to improve sightlines
and congestion issues.
Engineering Services staff have received on-street parking concerns from the residents of Eyer
Drive stating that vehicles park on both sides of Eyer Drive north of Oklahoma Drive during
Fairport Beach Public School arrival and dismissal times. Residents have also reported that
vehicles park on both sides of Eyer Drive south of Oklahoma Drive on Sunday during the
worship times of ServeCity Church as well as other times and throughout the week. This
parking behaviour is causing congestion issues by reducing the width of Eyer Drive from two
through lanes to one through lane. It is also causing sightline issues for drivers attempting to
access Eyer Drive from side streets and residential driveways.
In response to these concerns, staff investigated on-street parking on Eyer Drive and
recommend increasing the length of stopping restrictions on the west side of Eyer Drive by 50
metres from Oklahoma Drive to 30 metres north of Hampton Court, 8:30 am to 4:30 pm,
Monday to Friday. Restricting stopping on the west side on Eyer Drive during Fairport Beach
Public School arrival and dismissal times will reduce congestion issues and sightlines for
drivers accessing Eyer Drive from Hampton Court.
Staff also recommend implementing parking restrictions (anytime) from 30 metres north of
Hampton Court to 55 metres north of Hampton Court on the west side/south side of the curve
on Eyer Drive. This will alleviate congestion issues and allow school buses to pass through
with greater ease while also improving sightlines for drivers.
Furthermore, staff recommended parking restrictions (anytime) on the west side of Eyer Drive,
from Oklahoma Drive to Stonebridge Lane. These permanent parking restrictions will replace
the temporary parking restrictions currently in place on Eyer Drive from Oklahoma Drive to 110
metres south of Oklahoma Drive. This will alleviate congestion issues during ServeCity
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ENG 11-25 June 9, 2025
Subject: Proposed Parking and Stopping Restrictions, Various Locations Page 3
worship hours as well as from cars that park here throughout the week as reported by
residents and confirmed by site visits conducted by staff.
The proposed parking restrictions on Eyer Drive are shown graphically in Attachment 1 and
Attachment 2. The draft by-law amendment to Schedule “1”, No Stopping and Schedule “2”,
No Parking, of By-law 6604/05 is presented in Attachment 5.
B. Parking Restrictions within the cul-de-sac of Craighurst Court to alleviate congestion
issues and allow school buses to turn around.
Engineering Services staff have received concerns from Durham Student Transportation
Services that on-street parking prevents school buses from turning around within the cul-de-
sac of Craighurst Court. Residents on Craighurst Court have also expressed concerns
regarding on-street parking. This causes difficulty for the school bus drivers and delays the
school bus. School buses only move in a forward direction and do not reverse as a best
practice unless they have another staff member behind the school bus to guide the school bus
and watch for obstructions.
Engineering Services staff have investigated this concern and agree that Craighurst Court can
be difficult for a school bus to navigate when there are vehicles parked around the perimeter of
the cul-de-sac. Based on the investigation results, staff placed temporary parking restrictions
(anytime) around the perimeter of the cul-de-sac on Craighurst Court. The temporary parking
restrictions have been in place on Craighurst Court for over nine months.
Engineering Services has received complaints from numerous residents indicating that parking
restrictions within the cul-de-sac of Craighurst Court should be during school bus times only.
Residents have stated having parking restrictions at all times is inconvenient for visitors and is
unnecessary as the parking restrictions are intended to enable school buses to turn around.
It is therefore recommended that permanent parking restrictions from 7:00 am to 9:00 am, 3:00
pm to 5:00 pm, Monday to Friday, September 1st to June 30th replace the temporary parking
restrictions (anytime) within the cul-de-sac area of Craighurst Court, from 315 metres east of
Whites Road on the south side, around the bulb of the cul-de-sac, to 315 metres east of
Whites Road on the north side.
The proposed parking restrictions on Craighurst Court are shown graphically in Attachment 3.
The draft by-law amendment to Schedule “2”, No Parking, of By-law 6604/05 is presented in
Attachment 5.
C. Parking restrictions are proposed on Zents Drive
Engineering Services staff was contacted by Fire Services staff from Fire Station #1 located at
the intersection of Brock Road (R.R.#1) and Zents Drive with respect to impeded access to the
fire station when vehicles are parked on Zents Drive. As such, Fire Services staff are
requesting parking restrictions on Zents Drive in front of Fire Station #1.
Therefore, it is recommended that permanent parking restrictions (anytime) on both sides of
Zents Drive from Brock Road (R.R.#1) to 135 metres west be implemented
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ENG 11-25 June 9, 2025
Subject: Proposed Parking and Stopping Restrictions, Various Locations Page 4
so that there are parking restrictions directly in front of Fire Station #1 and along the turn lanes
on Zents Drive.
The proposed parking restrictions on Zents Drive are illustrated in Attachment 4, and the draft
by-law for the proposed parking restrictions on Zents Drive is provided in Attachment 5.
Attachments:
1. Proposed Parking and Stopping Restrictions, Eyer Drive, north of Oklahoma Drive
2.Proposed Parking Restrictions, Eyer Drive, south of Oklahoma Drive
3. Proposed Parking Restrictions, Craighurst Court
4.Proposed Parking Restrictions, Zents Drive
5.Draft by-law Amendment to Schedule “1”, No Stopping, and Schedule “2”, No Parking to
By-law 6604/05.
Prepared By: Approved/Endorsed By:
Ibrahim Aftab Richard Holborn, P. Eng.
Technologist, Traffic Operations Director, Engineering Services
Nathan Emery
Coordinator, Traffic Programs & Operations
Nadeem Zahoor, P. Eng., M. Eng
Manager, Transportation & Traffic
IA:mjh
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original signed by:Original signed by:
Original signed by:
Original signed by:
Original signed by:
- 144 -
Attachment 1 to Report ENG 11-25
- 145 -
Attachment 2 to Report ENG 11-25
- 146 -
Attachment 3 to Report ENG 11-25
- 147 -
Attachment 4 to Report ENG 11-25
- 148 -
The Corporation of the City of Pickering
By-law No.
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.
Whereas By-law 6604/05, as amended, provides for the regulating of traffic and parking
on highways, private property and municipal property within the City of Pickering; and
Whereas, it is deemed expedient to amend Schedule 1 and Schedule 2, to By-law
6604/05 to provide for the regulation of parking on highways or parts of highways under
the jurisdiction of the Corporation of the City of Pickering. Specifically this by-law is to
provide for the inclusion of stopping and parking restrictions on portions of Eyer Drive,
Craighurst Court, Zents Drive.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. Schedule 1 to By-law 6604/05, as amended, is hereby further amended thereto
by the following:
Schedule 1
No Stopping
Column 1 Column 2 Column 3 Column 4
Highway Side Limits (From/To) Prohibited Times
or Days
Delete
Eyer Drive West Oklahoma Drive to
Hampton Court
8:30 a.m. to 4:30 p.m.
Monday to Friday
Attachment 5 to Report ENG 11-25
- 149 -
By-law No. Page 2
Schedule 1
No Stopping
Column 1 Column 2 Column 3 Column 4
Highway Side Limits (From/To) Prohibited Times
or Days
Add
Eyer Drive West Oklahoma Drive to 30
metres north of Hampton
Court
8:30 a.m. to 4:30 p.m.
Monday to Friday
2. Schedule 2 to By-law 6604/05, as amended, is hereby further amended thereto
by the following:
Schedule 2
No Parking
Column 1 Column 2 Column 3 Column 4
Highway Side Limits (From/To) Prohibited Times
or Days
Add
Craighurst Court Both 315 metres east of
Whites Road to east limit
(around the cul-de-sac)
7:00 am to 9:00 am
3:00 pm to 5:00 pm
Monday to Friday
September 1 to June 30
Eyer Drive West and
South
30 metres north of
Hampton Court to 55
metres north of Hampton
Court
Anytime
Eyer Drive West Oklahoma Drive to
Stonebridge Lane
Anytime
Zents Drive Both Brock Road (R.R.#1) to
130 west thereof
Anytime
- 150 -
By-law No. Page 3
3. By-law passed this 23rd day of June, 2025.
____________________________
Kevin Ashe, Mayor
________________________________
Susan Cassel, City Clerk
- 151 -
Report to
Executive Committee
Report Number: ENG 12-25
Date: June 9, 2025
From: Richard Holborn
Director, Engineering Services
Subject: Road Servicing Agreement with Ontario Power Generation Inc.
Sandy Beach Road and Montgomery Park Road
File: A-1440
Recommendation:
1. That the City of Pickering enter into a Road Servicing Agreement with Ontario Power
Generation Inc. to facilitate the design, approvals and construction for the rehabilitation of
Sandy Beach Road from south of Bayly Street to Montgomery Park Road, and the
reconstruction of Montgomery Park Road from Sandy Beach Road to approximately
400m east and south of McKay Road;
2. That the Mayor and City Clerk are hereby authorized to execute the Road Servicing
Agreement between the City of Pickering and Ontario Power Generation Inc. in
substantially the same form as attached to this report, subject to revisions acceptable to
the Director, Engineering Services, the Director, City Infrastructure and the Director,
Corporate Services & City Solicitor; and,
3. That the appropriate officials of the City of Pickering be authorized to take the actions
necessary to implement the recommendations in this report.
Executive Summary: The purpose of this report is to receive Council approval to execute
a Road Servicing Agreement with Ontario Power Generation Inc. (OPG) to facilitate the
design, approvals and construction for the rehabilitation of Sandy Beach Road from south of
Bayly Street to Montgomery Park Road, and reconstruction of Montgomery Park Road from
Sandy Beach Road to approximately 400m east and south of McKay Road.
OPG will be undertaking a significant refurbishment project for units 5 to 8 at the Pickering
Nuclear Generating Station (PNGS) located at 1675 Montgomery Park Road. The
refurbishment project is anticipated to commence early 2027 and be completed in 2034.
To ensure successful completion of the on-site works, OPG requires the surrounding public
roads, Sandy Beach Road and Montgomery Park Road, to be brought up to a standard
suitable to support increased traffic from construction vehicles, trades, deliveries and staff
personnel anticipated during the seven year refurbishment project. OPG requires the road
work to be completed to base asphalt prior to the end of 2026 so that the work on-site can
commence, unimpeded, in early 2027.
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ENG 12-25 June 9, 2025
Subject: Road Servicing Agreement with Ontario Power Generation Inc. Page 2
OPG has agreed to undertake the road works in order to meet the required timeline, at their
cost. By entering into a Road Servicing Agreement for design, approvals and construction, the
City of Pickering will be able to facilitate the required works to be undertaken by OPG, meeting
City of Pickering standards.
In order for OPG to complete the works on Sandy Beach Road, in the required timeline, the
City of Pickering’s project to urbanize the road will be paused until after the completion of the
PNGS refurbishment project. The works to be undertaken by OPG on Sandy Beach Road
primarily consists of rehabilitation of the existing granular road base and asphalt surface.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to
Support a Connected, Well-Serviced Community.
Financial Implications: The cost to undertake the preliminary engineering studies, reports
and investigations, the detailed design and approvals, and the construction of both Sandy
Beach Road and Montgomery Park Road will be at the expense of OPG and at no expense to
the City.
City of Pickering staff will endeavour to further the requirements for the Sandy Beach Road
ultimate urbanization project by continuing to work with Elexicon, Bell and Rogers on
completing the relocation of the utility pole line, pursuing the purchase of property required for
the replacement of the cross road culvert south of Alyssum Street, and completing the design
of the roadworks, as these processes are currently underway and are vital to undertaking the
ultimate project in the future.
The reconstruction of Montgomery Park Road between Sandy Beach Road and McKay Road
is in the Capital Forecast to be undertaken in 2028. As OPG will be undertaking this work at
their expense, the project will no longer need to be identified in the Capital Forecast or
approved in a future Capital Budget. The project was estimated at $5.8 million to be funded
50% by Development Charges and 50% City share to cover the benefit to existing
development.
Discussion: The purpose of this report is to receive Council approval to execute a Road
Servicing Agreement with OPG to facilitate the design, approvals and construction for the
rehabilitation of Sandy Beach Road from south of Bayly Street to Montgomery Park Road, and
reconstruction of Montgomery Park Road from Sandy Beach Road to approximately 400m east
and south of McKay Road.
OPG PNGS Refurbishment
OPG will be undertaking a significant refurbishment project for the PNGS. This facility has
been providing reliable, carbon-free energy to the province for over five decades, meeting
approximately 14% of Ontario's electricity needs. The refurbishment project, approved by the
Province of Ontario in January 2025, focuses on Units 5 to 8 of the station, and is expected to
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ENG 12-25 June 9, 2025
Subject: Road Servicing Agreement with Ontario Power Generation Inc. Page 3
begin in early 2027. This initiative aims to extend the operational life of these units by an
additional 30 years, thereby ensuring continued support for Ontario's economic growth,
electrification, and decarbonization efforts.
The refurbishment of the PNGS encompasses extensive engineering, design, and
procurement activities aimed at upgrading and modernizing the facility. Key components,
including turbine generators and boilers, will be replaced or enhanced to improve efficiency
and reliability. This project will secure over 2,100 megawatts of clean, reliable nuclear power,
sufficient to supply approximately 2 million homes. Furthermore, it will sustain thousands of
highly skilled jobs and significantly contribute to the local and provincial economy by injecting
$19 billion over the refurbishment period into the City of Pickering, Durham Region, and across
the province, while boosting Canada’s GDP by over $40 billion. This initiative is essential for
meeting Ontario's future energy demands and supporting the community's growth and
sustainability.
To ensure the timely completion and overall success of the refurbishment project, and to
support the construction vehicles, trades, and staff personnel during the refurbishment, OPG
requires the surrounding public roads, Sandy Beach Road and Montgomery Park Road, to be
suitable for handling the increased traffic. As the City of Pickering does not have an approved
budget or resources available to implement necessary improvements to these roads, nor the
capacity to meet the timeline required by OPG to facilitate the commencement of
refurbishment work, OPG is entering into a road servicing agreement with the City of Pickering.
This agreement will enable OPG to take the lead in reconstructing these roads to meet the
required standards, in collaboration with the City of Pickering.
Through recent discussions regarding the PNGS Refurbishment Project, the OPG Team has
indicated a need for Montgomery Park Road from Sandy Beach Road to east of McKay Road
be reconstructed due to the anticipated truck traffic, and for Sandy Beach Road from south of
Bayly Street to Montgomery Park Road to be rehabilitated due to anticipated additional traffic
for the workers/contractors that will be coming to the site. OPG’s requirement is to have both
road projects completed by the end of 2026 in order to commence refurbish operations
commencing as early as January 2027.
Sandy Beach Road
The City, through its consultant TYLin International Canada Inc., is completing the design for
the reconstruction and urbanization of Sandy Beach Road from Bayly Street to Montgomery
Park Road. The anticipated construction timeline was to start in 2026 and be complete by end
of year in 2027. Timing is dependent upon some external factors such as land acquisition and
utility relocations which need to be completed in advance of Tendering the project. In order to
have the roadworks completed earlier, by the end of 2026, to support the requirements of
OPG, an interim solution such as rural cross section rehabilitation will have to be implemented.
This will require the postponement of the City’s Sandy Beach Road reconstruction project for
approximately 8-10 years, resulting in a level of service reduction and/or negative impacts to
the following areas:
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ENG 12-25 June 9, 2025
Subject: Road Servicing Agreement with Ontario Power Generation Inc. Page 4
• There is a major culvert replacement on Sandy Beach Road south of Alyssum Street that
will support a corresponding project and minimize flood risk along Krosno Creek upstream
of Sandy Beach Road. The replacement of this culvert will be delayed.
• There is a proposed multi-use path as well as sidewalk for the entire extent of Sandy Beach
Road as part of this project. This will provide pedestrian access and an active
transportation route to the waterfront trail and other waterfront parks/amenities. These
improvements will be delayed.
• There are several sanitary sewer and watermain improvements on behalf of the Region of
Durham that are included in the scope of the ultimate project that will be delayed.
• Intersection improvements at Bayly Street and Sandy Beach Road to be undertaken by the
Region will likely be postponed or constructed separately by the Region of Durham.
• The City of Pickering will be subject to an increase in construction cost due to the delay of
the ultimate Sandy Beach Road project.
The interim solution for Sandy Beach Road that will be completed by OPG under this Road
Servicing Agreement shall include but not be limited to the following:
• replacement of asphalt surface and granular base to meet the requirements of a full load
road;
• ditch and drainage improvements where required to support adequate road drainage;
• a temporary sidewalk to be installed along the east side of Sandy Beach Road from Bayly
Street to the Waterfront Trail crossing at Kinsmen Park if grades and boulevard space
allows;
• roadside safety improvements as necessary to support the interim solution; and,
• pavement markings and signage.
Montgomery Park Road
Montgomery Park Road is currently in the City’s Capital Forecast for 2028. The limits are from
Sandy Beach Road to McKay Road. There is currently no approved funding available for
improvements to this road. It has been identified by OPG that the current road condition will
not support the estimated volume of truck and employee traffic for the duration of the PNGS
Refurbishment Project. It has also been indicated by the OPG Team that Montgomery Park
Road will be used as a main haul route to support soil movement from site (estimated at 500
trucks per day for a period of four years). This will cause a significant amount of stress on the
City’s road structure in its current state.
The scope of reconstruction that will be completed by OPG under this Road Servicing
Agreement shall include but not be limited to the following:
• full depth reconstruction of the road structure to meet the requirements of a full load road;
• ditch and drainage improvements where required to support adequate road drainage;
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ENG 12-25 June 9, 2025
Subject: Road Servicing Agreement with Ontario Power Generation Inc. Page 5
• intersection improvements to include left turn lanes at Brock Road and Montgomery Park
Road (to be determined and confirmed by the Region of Durham);
• roadside safety improvements as necessary;
• pavement markings and signage; and,
• streetlighting modifications as required.
The execution of a Road Servicing Agreement with OPG for the design, approvals, and
construction required to rehabilitate Sandy Beach Road, and reconstruct Montgomery Park
Road will protect the City by ensuring the works are completed to the City’s satisfaction. OPG
has retained a project manager and design consultants to carry out all of the necessary
engineering required pursuant to the agreement. OPG will be responsible for the procurement
of construction services and to retain a qualified contractor to undertake and guarantee the
works, workmanship, and materials for a period of two years following the issuance of the
Completion Acceptance Certificate by the City. The Road Servicing Agreement also covers
items such as insurance requirements, general indemnities and liability.
As the roadworks will impact the general public who use Sandy Beach Road and Montgomery
Park Road, City staff will work collaboratively with OPG staff to inform residents, user groups
and businesses in the vicinity of construction throughout the duration of the project.
Construction notices will be prepared and distributed to those affected, and information
regarding the project will be published in the City’s social media channels.
Attachments:
1. Draft Road Servicing Agreement
2. Location map
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ENG 12-25 June 9, 2025
Subject: Road Servicing Agreement with Ontario Power Generation Inc. Page 6
Prepared By: Approved/Endorsed By:
Kevin Heathcote, P. Eng. Richard Holborn, P. Eng.
Division Head, Capital Projects & Infrastructure Director, Engineering Services
Brian Duffield
Director, City Infrastructure
Fiaz Jadoon, EC.D., CEcD, MPM
Director, Economic Development &
Strategic Projects
RH:mjh
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original signed by:Original signed by:
Original signed by:
Original signed by:
Original signed by:
- 157 -
This Agreement is made ____________________ (the “Effective Date”),
B e t w e e n:
ONTARIO POWER GENERATION INC.
(“OPG”)
and
The Corporation of the City of Pickering
(the “City”).
Whereas OPG requires certain specific parts of roads servicing its Pickering Nuclear Generating
Station (“PNGS”) to be constructed, rehabilitated and/or upgraded to a state of repair sufficient to
support the vehicular traffic OPG anticipates as part of its refurbishment of Reactor Units 5-8 at
PNGS (the “Project”);
Whereas, the City wishes to retain OPG to perform, and OPG wishes to undertake, certain works
described herein on certain lands described herein, subject to the terms and conditions of this
Agreement; and
Whereas, OPG intends the work to be done to roads under this Agreement will be completed to base
course asphalt by November 1, 2026 and that the surface works on the Lands will be completed prior
to June 30, 2027.
Whereas, in this Agreement each of City and OPG is a “Party” and together they are the “Parties”.
The Parties agree as follows:
1.Lands Affected
(1)The lands and premises affected by this Agreement are:
(a)Montgomery Park Road between Sandy Beach Road and Brock Road being the
road allowance between Range 3, Concession Broken Front and Range 2, Concession
Broken Front; the road allowance between Ranges 2 and 3, Concession Broken Front
between Brock Road and McKay Road; Part of the road allowance between Ranges 2
and 3, Concession Broken Front; part of Lots 17 and 18, Range 2, Concession Broken
Front, being Parts 1, 2 and 3, Plan 40R-12330, City of Pickering; and
(b)Sandy Beach Road between Bayly Street and Montgomery Park Road, being the
road allowance between Lots 20 and 21, Range 3, Concession Broken Front; Part Lot
20, Range 3, Concession Broken Front, being Part 1, Plan 40R-3953; Part Lot 21,
Concession Broken Front as in PI6585, City of Pickering;
(hereinafter referred to as the “Lands”). That portion of the Lands that is indicated in
yellow highlight on Schedule C attached hereto is hereinafter the “OPG Work Lands”.
(2)The City warrants and represents that the City is the sole legal and beneficial owner of
the OPG Work Lands, free and clear of encrumbrances, encroachments or adverse
interests of any kind, and the City has not subleased, assigned, licensed or otherwise
granted to any person the right to use or occupy the OPG Work Lands or any portion
thereof and that City has sufficient rights and authority to grant OPG the rights,
authorizations and permissions purported to be granted by City to OPG under this
Agreement, including without limitation under Section 9 hereof. OPG may rely on this
representation and warranty for purposes of the OPG Works and this Agreement,
without independent verification. For the purpose of clarification, nothing in this
Agreement confers any interest in OPG in the OPG Work Lands or the Lands.
Attachment 1 to Report ENG 12-25
- 158 -
2
2. Status of this Agreement
(1) This Agreement is entered into and executed by OPG for the purpose of having each
Party act in reliance on the covenants by the other Party contained herein.
(2) Time shall be of the essence of this Agreement.
3. Interpretation
(1) Whenever in this Agreement the pronoun “it” is used, it shall be read and construed as
“he”, “she”, “they”, “him”, “her” or “them”, and the number of the verb agreeing therewith
shall be construed accordingly.
(2) Wherever in this Agreement the word “Director” is used, it shall mean the City’s
Director, Engineering Services.
4. Notice
(1) Any notice required in writing in this Agreement shall be delivered to the following
address:
to OPG at:
Ontario Power Generation Inc.
889 Brock Road
Pickering, Ontario
L1W 3J2
Attention: Nahil Rahman
Email: nahil.rahman@opg.com
Pickering Nuclear Refurbishment Program
With a copy to:
Attention:
Zeina Elhami, Chief Supply Officer
230 Westney Rd. S., 7th Floor
Ajax, Ontario
L1S 7J5
Email: zeina.elhami@opg.com
Pickering Nuclear Refurbishment Program
and to the City at:
Attention: Richard Holborn, Director, Engineering Services
Pickering Civic Complex
One The Esplanade
Pickering, ON L1V 6K7
Email: rholborn@pickering.ca
(2) Notice shall be sufficiently given if delivered in person, sent by registered mail or
electronic means using the electronic method set forth above.
(3) Each notice shall be sent during normal business hours, on a business day and shall be
deemed to have been received as follows:
(a) delivered in person – on the day it was delivered;
(b) sent by registered mail – on the third business day after it was mailed (excluding
each business day during which there existed any general interruption of postal
services due to strike, lockout or other cause); or
(c) delivered by electronic means – at the time of such delivery.
(4) OPG may change its address for notice by giving notice to the Director in the manner
provided above.
5. Binding Parties
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3
This Agreement shall be enforceable by and against each of the Parties hereto, their heirs,
executors, administrators, successors and assigns.
6. Right to Enter
(1) The City reserves the right, by its officers, employees or agents (“City Personnel”), to
enter on the OPG Work Lands, as well as any improvement(s) constructed by OPG on
the OPG Work Lands as part of the OPG Works, to ensure that any such OPG Works
required to be provided, constructed or installed by OPG on the OPG Work Lands
comply with this Agreement. The City will endeavour to notify OPG in advance of
entering the OPG Work Lands while OPG or its subcontractors are present carrying out
the OPG Works.
(2) If City Personnel enter on the OPG Work Lands pursuant to this Section 6 they shall not
interfere with OPG and/or its subcontractors in their performance of the OPG Works or
otherwise as they act in their role as “Constructor” under the Occupational Health and
Safety Act (Ontario), the Regulation for Construction Projects (O. Reg. 213/91) or other
applicable regulations, save and except that City or City Personnel may communicate
any resulting requests or demands in connection with the OPG Works to OPG.
7. General Undertakings
OPG shall complete the OPG Works, as defined in Section 10 below, at the OPG Work Lands
under this Agreement in a good workmanlike manner for the City, subject to the terms and
conditions of this Agreement.
8. OPG’s Expense
The OPG Works which OPG is obligated in any way to perform under this Agreement shall be
deemed to include the words "at the expense of OPG and at no expense to the City" unless
expressly stated otherwise or the context requires otherwise.
9. Authorizations
The City, in its capacity as the registered owner of the Lands and as the municipality in which
the Lands are situate and at no charge or cost to OPG, hereby authorizes, permits and grants
its consent to OPG and its contractors entering onto the OPG Work Lands and performing the
OPG Works, as defined in Section 10 below, on and to the OPG Work Lands in accordance
with this Agreement.
10. Construction, Upgrading and Installation of Works and Services
(1) OPG shall, at its expense, perform the works to be completed by OPG on the OPG
Work Lands in accordance with this Agreement including Schedule A and Schedule B
attached hereto (hereinafter called the “OPG Works”).
In performing the OPG Works, OPG is entitled to rely on the City’s representation and
warranty provided under Section 1(2).
(2) OPG agrees that the OPG Works shall be completed in accordance with the approved
designs for the OPG Works that are outlined in the attached Schedule A and Schedule
B.
(3) The OPG Works shall be constructed and installed at the OPG Work Lands in a good
and workmanlike manner under the supervision of OPG’s Consulting Engineer and
under the observation of City Personnel.
11. Authorization to Commence Work
OPG shall not commence the construction or installation of any of the OPG Works, without the
written Authorization to Commence Work of the Director, which Authorization shall not be
issued until all approvals required under applicable laws and regulations for the OPG Works
have been obtained and,
- 160 -
4
(a) two copies of this Agreement executed by OPG have been provided to the City;
(b) all monies, securities and evidence of insurance requirements, as required from OPG
under this Agreement, have been delivered to the City to the satisfaction of the Director,
Corporate Services & Treasurer and the Director;
(c) all approvals and permits have been obtained by OPG from the appropriate agencies,
and from every owner of land adjacent to the Lands whose adjacent lands must be
entered upon in order to carry out such OPG Works.
The City shall use best efforts to facilitate and fast track the granting of the approvals and
permits required for the OPG Works so that OPG can meet its intended timeline for completion
of the OPG Works, at no cost or expense to OPG.
12. Consulting Engineers
(1) OPG shall retain a Professional Engineer as the Consulting Engineer of OPG to carry
out all the necessary engineering required as part of the OPG Works under this
Agreement and to supervise the OPG Works required to be done pursuant to this
Agreement.
(2) Such Consulting Engineer, or any successor thereto, shall continue to be retained until
the OPG Works are completed and formally accepted by the City.
(3) OPG may change from one Consulting Engineer to another at any time or times during
the undertaking of such OPG Works, so long as OPG has a Consulting Engineer
retained at all times it is required to retain a Consulting Engineer under this Agreement.
13. Communications
The City, and not OPG, shall be responsible to carry out all communications with the public,
City constituents, owners of lands abutting the OPG Work Lands, third party users of the OPG
Work Lands and their representatives with respect to the work done or to be done under this
Agreement. OPG may direct any such communications to the City for response.
14. Guarantee of Works, Workmanship and Materials
(1) Upon OPG completing the OPG Works, OPG shall notify the City and the City shall
inspect the OPG Works and, provided OPG has complied in all respects with Section 10
hereof, issue to OPG, without undue delay and in any case within 30 days, a certificate
certifying that the OPG Work has been completed in accordance with this Agreement
(the “Completion Acceptance Certificate”). OPG shall guarantee that all workmanship
and materials employed or used in the construction, installation or completion of the
OPG Works and other requirements of OPG under this Agreement comply with the
applicable requirements in this Agreement for a period of two years (the "Maintenance
Period") following the issuance of the Completion Acceptance Certificate by the City,
subject to Section 14(2).
(2) Despite any other provisions of this Agreement, the responsibilities of OPG during the
Maintenance Period shall include the maintenance of the OPG Works to the applicable
requirements in this Agreement, including the rectification of any OPG Works that are
inconsistent with the requirements for the OPG Work under Schedule A or Schedule B
attached hereto. For certainty, such maintenance shall not require OPG to do snow
plowing, cleaning, ditch clearing or similar activities during the Maintenance Period.
(3) Prior to the end of the Maintenance Period, OPG's Consulting Engineer shall submit to
the City, "as built" construction drawings for the OPG Works completed as per City
standards, together with that Consulting Engineer's certificate that those drawings
accurately depict the OPG Works as constructed.
(4) Prior to the end of the Maintenance Period, the City will re-inspect the OPG Works and
if,
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(a) the OPG Works are consistent with the applicable requirements under Schedule
A or Schedule B attached hereto; and
(b) OPG has performed all of its obligations under the terms of this Agreement as
reasonably determined by the City,
the City will issue to OPG a certificate (the “Final Acceptance Certificate”) without
undue delay but in any case within 30 days, certifying that the condition in subsection
14(4) has been satisfied, at which time the City will assume municipal responsibility,
care and control of the OPG Works and the operation and maintenance thereof, and the
Maintenance Period will then end.
15. Failure to Complete / Improper Performance
(1) If, in the opinion of the Director, acting reasonably, OPG is not constructing or installing
the OPG Works, or causing them to be constructed or installed, within the specified time
or so that they may be completed within the specified time, or is performing the OPG
Works in breach of its obligations under this Agreement, or has neglected or abandoned
them before completion, or has unreasonably delayed them so that the terms and
conditions of this Agreement are being violated, or such Works are being executed
carelessly or in bad faith, or has neglected or refused to renew or again perform OPG
Works rejected by the Director as failing to comply with the requirements of this
Agreement, or has in any other manner, in the reasonable opinion of the Director,
defaulted in the performance of the terms and conditions of this Agreement, then the
Director may notify OPG in writing of the default or neglect and if OPG then fails to
commence diligent efforts to remedy the default or neglect within the next seven days,
then the Director shall, upon written notice to OPG, have full authority to make any
payment or do anything, including but not limited to obtaining materials, tools and
machinery and employing persons, required for the proper completion of the OPG
Works or rectification of the default, at the cost and expense of OPG or its surety, or
both on notice to OPG.
(2) In cases of emergency, in the opinion of the Director, such Director may act without
prior notice but OPG shall be notified forthwith.
(3) The City’s out of pocket expenses (which, for certainty, shall exclude overhead costs) of
rectifying the default shall be calculated by the Director, acting reasonably and
supported by paid invoices and other reasonable documentation, and may be charged
to OPG for reimbursement, together with a 15 per-cent engineering and administration
fee.
16. Occupational Health and Safety
(1) OPG certifies that it is aware of its duties and obligations under the Occupational Health
and Safety Act, or any successor thereto, and all Regulations thereunder (herein called
the “Act”), and shall ensure that its employees, contractors, subcontractors and their
employees,
(b) are aware of their respective duties and obligations under the Act; and
(c) have sufficient knowledge and training to perform all OPG Works and services
OPG is required to perform pursuant to this Agreement safely and in compliance
with the Act.
(2) In the performance of all OPG Works required pursuant to this Agreement, OPG shall,
(a) act safely and comply in all respects with the Act; and
(b) ensure that its employees, contractors, subcontractors and their employees act
safely and comply in all respects with the Act.
(3) OPG shall rectify any unsafe act or practice and any non-compliance with the Act
carried out as part of the performance of the OPG Works immediately upon being
notified by any person of the existence of such act, practice or non-compliance.
(4) OPG shall permit City personnel on the OPG Work Lands where any OPG Works or
services required pursuant to this Agreement are being performed at any time or times
for the purpose of inspection to determine compliance with this section. If City
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Personnel enter on the OPG Work Lands pursuant to this subsection 4 they shall not
interfere with OPG and/or its subcontractors in their performance of the OPG Works or
otherwise as they act in their role as “Constructor” for the OPG Works under the
Occupational Health and Safety Act (Ontario), the Regulation for Construction Projects
(O. Reg. 213/91) or other applicable regulations, save and except that City or any City
representative may communicate any resulting requests or demands in connection with
the OPG Work to OPG.
(5) No act or omission by the City or any representative of the City (including the entering
into of this Agreement) shall be deemed to be an assumption of any of the duties or
obligations of OPG, its employees, contractors, subcontractors and their employees
under the Act.
(6) OPG shall indemnify and save harmless the City:
(a) from any loss, damage or cost to the City which results from OPG or any of its
employees, contractors, subcontractors and their employees failing to comply in all
respects with the Act in the performance of any OPG Works or service performed by
OPG pursuant to this Agreement; and
(b) against any action or claim, or costs related thereto, brought by a third party against
the City by any person arising out of any non-compliance with the Act by OPG or any
of its employees, contractors, subcontractors and their employees in the
performance of any OPG Works pursuant to this Agreement.
17. Road Maintenance and Repair
(1) From the date that OPG commences the OPG Works at the OPG Work Lands until the
Completion Acceptance Certificate is issued to OPG, OPG shall maintain all City roads
inside the OPG Work Lands, including boulevards, in a mud and dust free condition and
free of obstructions, where the source or cause of the mud, dust or obstruction is the
OPG Works; and
(2) repair all City roads inside the Lands, including boulevards, where damage has
occurred as a result of the OPG Works OPG shall, within a reasonable time of written
notification by the Director and/or the Director, Community Services or their designate to
it or its representatives, undertake such OPG Works as are necessary to clean, clear or
repair any City road within the OPG Work Lands requiring such OPG Works pursuant to
Section 17(1).
18. Insurance Requirements
(1) Beforethe Effective Date, OPG shall supply the City with a certificate of insurance
verifying that a commercial general liability insurance policy is in place, naming the City
as an additional insured with respect only to liability arising from the operations of OPG
and its contractors, subcontractors, agents and employees in the performance of this
Agreement covering loss arising from claims for damages to tangible property or injury to
persons in connection with the OPG Works done by or on behalf of OPG on the OPG
Work Lands.
(2) The policy shall,
(a) name the City of Pickering as an additional insured with respect only to liability
arising from the operations of OPG and its contractors, subcontractors, agents
and employees in the performance of this Agreement;
(b) set the limit at $10,000,000.00 all inclusive for property damage and personal
injury;
(c) indicate “per occurrence”;
(d) refer to “products and completed operations” only; if the policy contains an
“aggregate amount”;
(e) contain a clause including blasting, if blasting is to occur; and
(f) remain in full force and effect until the Final Acceptance Certificate has been
issued by the City.
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(3) The policy premium shall be paid initially for a period of one year and the policy shall be
renewed for further one-year periods until the Final Acceptance Certificate has been
issued by the City.
(4) Without limitation to Section 19(4) of this Agreement, the provision of the insurance
policy required by this section shall not relieve OPG from liability for claims not covered
by the policy or which exceed its limits, if any, for which OPG may be held responsible.
19. General Indemnities and Limit of Liability
(1) Until the Director, Engineering Services has issued the Final Acceptance Certificate for
the OPG Works, OPG shall defend and indemnify the City and its employees,
contractors and agents (the “City Parties”) from all losses, damages, costs, expenses,
claims, demands and actions of every nature and kind whatsoever, including for death
or injury (collectively referred to as ‘losses’), claimed by a third party against a City Party
to the extent arising directly or indirectly from OPG breaching its obligations under this
Agreement.
(2) The City shall defend and indemnify OPG, its contractors, and their employees,
contractors and agents (the “OPG Parties”), from and against all losses, damages,
costs, expenses, claims, demands and actions of every nature and kind whatsoever,
including for death or injury (collectively referred to in this paragraph as ‘losses’),
claimed by a third party against any of the OPG Parties to the extent such losses arise
in connection with this Agreement and do not arise directly or indirectly from OPG
breaching its obligations under this Agreement.
(3) When a Party (the “Indemnifying Party”) is required to indemnify anyone (the
“Indemnitee”) under this Agreement, the Indemnifying Party will assume on behalf of
the Indemnitee and conduct with due diligence and in good faith the defense of any
subject claim (“Claim”) against the Indemnitee, whether or not the Indemnifying Party
will be joined therein, and the Indemnitee will use not less than reasonable efforts to
cooperate with the Indemnifying Party in such defense. The Indemnifying Party will have
charge and direction of the defense and settlement of such Claim; provided, however,
that without relieving the Indemnifying Party of its obligations hereunder or impairing the
Indemnifying Party’s right to control the defense or settlement thereof; the Indemnitee
may elect to participate in the negotiation, settlement or defense thereof through
separate counsel in the defense of any such Claim, but the fees and expenses of such
counsel will be at the expense of the Indemnitee. The Indemnifying Party will not settle
any such Claim without the written consent of the Indemnitee, which consent will not be
unreasonably withheld or delayed.
(4) Notwithstanding any term in this Agreement, OPG’s maximum liability in connection with
this Agreement (regardless of the legal theory upon which any such damages claim is
based, even upon tort (including negligence), statute, regulation or any other theory of
law or strict liability) will not exceed the total amount of insurance proceeds obtained by
OPG under its policies of insurance to the extent required to be maintained under
Section 18 of this Agreement.
20. Confidential Information
(1) In preparation for, and in the course of, providing the Works, OPG or City (as the case
may be, a “Disclosing Party”) may disclose to the other Party (a “Receiving Party”)
certain information which is confidential, a trade secret or otherwise proprietary to a
Disclosing Party, including this Agreement and the fact that OPG is providing the Works
(collectively, the “Confidential Information”). For certainty, the Receiving Party will be
fully responsible and liable for any disclosure of Disclosing Party’s Confidential
Information to or by any of its employees or its subcontractors or their employees.
Confidential Information does not include, however, information that a Receiving Party
is able to demonstrate to a Disclosing Party’s satisfaction, acting reasonably:
(a) was or becomes generally known to the public through no fault of a Receiving
Party or their respective shareholders, directors, officers, partners, members,
representatives, agents, advisors or any of the Receiving Party’s personnel or
any other person for whom the Receiving Party is responsible at law;
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(b) was specifically known by the Receiving Party before disclosure by the
Disclosing Party and was not subject to any confidentiality obligation;
(c) was developed or ascertained independently without reference to the other
Party’s Confidential Information;
or
(d) was received from a third party without such third party being under a duty of
confidentiality.
(2) All Confidential Information remains, at all times, the exclusive property of the
respective Disclosing Party. Except as expressly set out in this subsection 20(2), a
respective Receiving Party has no license or other right to use or disclose any
Confidential Information for any purpose whatsoever. Such Receiving Party may use
Confidential Information only in respect of the preparation for, and the providing of, the
Works and services to be performed under this Agreement, including in negotiations
with proposed subcontractors. Such Receiving Party will ensure that none of its or its
subcontractors’ current or former shareholders, directors, officers, partners, members,
representatives, agents and advisors or any of its personnel or any other person for
whom such Receiving Party or any subcontractor is responsible at law will use any of
the Confidential Information for any purposes other than those expressly set out in
subsections 20(1) and 20(2).
(3) At any time after completion of the Works and expiry of the Maintenance Period, at a
Disclosing Party’s request, a respective Receiving Party will deliver promptly to such
Disclosing Party all, or such Disclosing Party-specified portion of, the Confidential
Information, together with all copies, extracts or other reproductions in whole or in part
of such Confidential Information. In addition, at any time, at such Disclosing Party’s
request, such Receiving Party will destroy, demonstrably, promptly and irrevocably:
(a) all such copies, extracts or other reproductions of Confidential Information, or a
Disclosing Party-specified portion of Confidential Information, which cannot,
because of the device on which such Confidential Information is stored, be
removed from the possession of such Receiving Party by delivery to such
Disclosing Party; and
(b) all documents, designs, drawings, specifications, plans, reports, information and
other deliverables or data whatsoever (regardless of the form, medium or device
on or in which such Confidential Information is written, recorded, stored or
reproduced) prepared in respect of the Services and which is based on any of
the Confidential Information.
(4) Notwithstanding the foregoing, (i) OPG and City may each keep one copy of the other
Party’s Confidential Information for purposes of submitting such Confidential Information
to a governmental authority or for such other purposes to the extent reasonably
necessary and where permitted under this Agreement; and (ii) each Receiving Party will
not be obligated to erase or destroy the Disclosing Party’s Confidential Information that
is contained in an archived computer system back up system, provided that in respect
of (i) and (ii), such retained copies of Confidential Information will:
(a) continue to be considered Confidential Information and continue to be subject to
the provisions of this Section 20 for the duration of their retention;
(b) be retained and destroyed in accordance with the Receiving Party’s standard
retention, security or disaster recovery procedures, and
(c) with respect I(c), be subject to restricted access, with no attempts being made to
recover such retained copies of Confidential Information from such archived
computer system back up system.
Following such delivery and destruction, the Receiving Party will promptly provide the
Disclosing Party with written confirmation of completion.
(5) Each Receiving Party acknowledges that each Disclosing Party would not have an
adequate remedy at law for money damages if the Receiving Party fails to fulfil any of
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its obligations under this Section 20. Accordingly, in addition to any other remedies
under this Agreement, each Disclosing Party will be entitled to seek any injunction,
specific performance or other remedy in law or equity (without being required to post a
bond or other security), in respect of any breach or threatened breach of this Section 20
and in which case, each Receiving Party consents to any such injunction, specific
performance or other remedy in law or equity.
(6) To the extent a Party, or its subcontractor, collects, handles, uses or discloses personal
information in connection with this Agreement, each such Party covenants and agrees
that it and/or its designee will adhere to and comply with all applicable laws and
regulations regarding privacy and protection of personal information including Canada’s
Personal Information Protection and Electronic Documents Act and Ontario’s Municipal
Freedom of Information and Protection of Privacy Act.
(7) City acknowledges and agrees that OPG is subject to the Freedom of Information and
Protection of Privacy Act, R.S.O. 1990, c. F.31, as amended from time to time
(“FIPPA”), the Ontario Energy Board Act, S.O. 1998, c. 15, as amended from time to
time, and the Ontario Energy Board Rules of Procedure (collectively, “FIPPA and OEB
Legislation”). OPG will comply with its obligations under the FIPPA and OEB
Legislation. OPG acknowledges and agrees that City is subject to the Municipal
Freedom of Information and Protection of Privacy Act (Ontario), as amended from time
to time (“MFIPPA”). City will comply with its obligations under the MFIPPA.
(8) Subject to the provisions of FIPPA and OEB Legislation, OPG will use reasonable
commercial efforts to safeguard the confidentiality of any information identified by City
as confidential but will not be liable in any way whatsoever to City if such information is
disclosed based on an order or decision of the Information and Privacy Commissioner
of Ontario, Ontario Energy Board or otherwise as required by Applicable Law.
(9) City acknowledges that OPG is subject to supervision and regulation by governmental
authorities and may be required to provide such governmental authorities with
explanations or information that is supplemental to the information that OPG is required
to provide under applicable laws and regulations. Accordingly, City agrees that OPG
will have the right to: (i) provide a governmental authority with valid jurisdiction over the
matter, or another person as directed by such a governmental authority, with access to
and copies of any documents (including Confidential Information) prepared by or for
City, a subcontractor or OPG in respect of the Works or services to be performed under
this Agreement, including audit reports and associated working papers and
recommendations; and (ii) with respect to any audit, monitoring or inspection rights of
OPG under this Agreement, permit such a governmental authority to attend with OPG
or, at the request of OPG, attend independently.
21. Force Majeure
(1) In this Agreement, “Force Majeure Event” means fire, flood, tidal wave, lightning,
earthquake, cyclone, tornado, hurricane, explosion, severe ice-storm, epidemic or
pandemic disease, embargo, sanction, boycott, legal strike or lockout (excluding
lockouts initiated solely by City or its employees, or work to rule activities), war, riot or
act of public enemies, including terrorists, or site related blockades (other than labour
related events).
(2) If either Party is prevented or delayed by the occurrence of a “Force Majeure Event”
from carrying out any of its obligations hereunder, the obligations of such Party, insofar
as its obligations are affected by the Force Majeure Event, will be suspended while (but
only for so long as) the Force Majeure Event continues to prevent or delay the
performance of such obligations. Any Party intending to rely on the occurrence of a
Force Majeure Event for the suspension of its obligations will promptly give the other
Party notice of the Force Majeure Event, including reasonably full particulars in respect
thereof.
22. Termination
(1) The term of this Agreement shall commence on the Effective Date and shall continue
until the date the City delivers the Final Acceptance Certificate to OPG (the “Term”).
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(2) OPG may terminate this Agreement for convenience by giving written notice to City
within 45 days after 100% of the design submission has been completed for the work
described in the Appendices attached hereto.
(3) Upon expiry or termination of this Agreement OPG shall promptly remove its equipment
from the OPG Work Lands.
All obligations under this Agreement which, by their nature, survive termination of this
Agreement shall survive termination or expiry of this Agreement in accordance with their terms.
23. Entire Agreement
This Agreement, including for certainty all Schedules hereto, constitutes the entire agreement
between the parties regarding the subject matter and, except for any amendment, supersedes
all other agreements, negotiations, discussions, undertakings, representations, warranties and
understandings, whether written or verbal, including any request for proposals, any bid
proposal and any amendments or restatements of any such request or bid. Specifically,
except as expressly provided in this Agreement, OPG has not made any representations,
warranties or guarantees whatsoever respecting the Works or this Agreement, including any
statements or other information previously provided to City or respecting any physical
conditions, labour conditions or scheduling.
24. Counterparts
This Agreement may be executed in any number of counterparts, each of which shall be
deemed an original and all of which taken together shall be deemed to constitute one and the
same document. The execution of this Agreement will not become effective until counterparts
hereof have been executed by all the parties hereto. Counterparts may be executed either in
original or electronic form and the parties adopt any signatures received in electronic form as
original signatures of the parties.
[The remainder of this page is intentionally blank.]
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11
In witness whereof OPG and the City have duly executed this Agreement as of the date first written
above.
Ontario Power Generation Inc.
__________________________________________
Name:
Title:
__________________________________________
Name:
Title:
I/We have the authority to bind the Corporation.
The Corporation of the City of Pickering
__________________________________________
Kevin Ashe, Mayor
__________________________________________
Susan Cassel, City Clerk
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Schedule ‘A’
City of Pickering
Sandy Beach Road Rehabilitation
Scope of Work
Requirement: Engineering consultant services to complete the civil and associated
design for the rehabilitation of Sandy Beach Road in Pickering, Ontario.
Project: Rehabilitation of Sandy Beach Road to a full load Type ‘C’ Arterial rural
road standard from south of Bayly Street to Parkham Crescent and a full
load Local Collector rural road standard from approximately 180m south of
Parkham Crescent to Montgomery Park Road.
The project includes all items listed under Scope of Work.
Scope of Work: The Consultant will prepare detailed road reconstruction design drawings
for Sandy Beach Road referencing all applicable City of Pickering, Region
of Durham and Provincial design standards. The Consultant will also
prepare all associated design drawings for asphalt sidewalk installation
(where feasible), drainage modifications improvements as necessary,
roadside safety modifications as necessary, pavement markings and
signage, complete with all required reports, permits, approvals, cost
estimates and specifications required for construction.
Scope of Services for Detailed Design
-Undertake geotechnical investigation, as required, to inform recommended rehabilitation
treatment and road structure for proposed traffic volumes and full load requirements
-Complete all excess soil management planning requirements to satisfy O.Reg. 406/19,
including but not limited to Assessment of Past Uses, Sampling and Analysis Plan, Soil
Characterization Report, Excess Soil Destination Assessment Report and Registry filing
through RPRA.
-Undertake subsurface utility engineering investigation as required including utility
coordination for any associated relocations.
-Undertake road design for the rehabilitation of Sandy Beach Road to a full load rural
Type ‘C’ Arterial road standard from south of Bayly Street to Parkham Crescent and a
full load rural Local Collector road standard from approximately 180m south of Parkham
Crescent to Montgomery Park Road with a minimum pavement width of 6.7 metres with
granular shoulders.
-If feasible, undertake design of minimum 1.5m wide asphalt sidewalk in locations where
no sidewalk exists from south of Bayly Street connecting to the existing sidewalk south
of Streamside Courtnorth of Kinsmen Park.
-Undertake photometric analysis to review existing streetlights.
-Undertake / prepare traffic analysis, construction staging and traffic management plan
ensuring access maintained to businesses, park facilities and residents as required.
-Undertake stormwater management review to ensure ditch sizing, outlet locations to
facilitate road drainage, etc.
-Coordination and submission of all associated agency approvals.
-The consultant shall work in conjunction with the City to contact adjacent landowners for
any permission of entry / access to private property as necessary for investigation,
detailed design or construction purposes.
-The design package shall be submitted to the City of Pickering at the following stages
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13
o Preliminary design submission (50%)
o Detailed design submission (90%)
o Final design submission (100%)
-Attend meetings with the City and associated stakeholders on a monthly basis to review
proposed design, assess any opportunities for enhancements, efficiencies, or cost
savings, co-ordinate reviews, identify issues and obtain approvals.
-Prepare preliminary and final cost estimates for proposed works.
-The final design package shall include but not be limited to the following drawings:
o Removal plans, erosion and sediment control plans, plan & profile drawings,
cross-sections (20m), typical sections and construction details, `intersection
grading plans, pavement marking and signage plans, construction staging / traffic
management plans, and landscaping / environmental / restoration drawings,
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14
Schedule ‘B’
City of Pickering
Montgomery Park Road Reconstruction
Scope of Work
Requirement: Engineering consultant services to complete the civil and associated
design for the reconstruction of Montgomery Park Road in Pickering,
Ontario.
Project: Reconstruction of Montgomery Park Road to a full load Local Collector
rural road standard from Sandy Beach Road to 80m east of McKay Road
and 320m southerly following the current configuration of Montgomery
Park Road
The project includes all items listed under Scope of Work.
Scope of Work: The Consultant will prepare detailed road reconstruction design drawings
for Montgomery Park Road referencing all applicable City of Pickering,
Region of Durham and Provincial design standards. The consultant will
also prepare all associated design drawings for Waterfront Trail
modifications, drainage modifications as necessary, roadside safety
modifications as necessary, pavement markings and signage,
streetlighting modifications deemed necessary complete with all required
reports, permits, approvals, cost estimates and specifications required for
construction.
Scope of Services for Detailed Design
-Undertake topographic survey as required to update existing information provided by
City of Pickering including creation of digital terrain model for design purposes.
-Undertake geotechnical investigation to inform recommended road structure for
proposed traffic volumes and full load requirements.
-Complete all excess soil management planning requirements to satisfy O.Reg. 406/19,
including but not limited to Assessment of Past Uses, Sampling and Analysis Plan, Soil
Characterization Report, Excess Soil Destination Assessment Report and Registry filing
through RPRA.
-Undertake subsurface utility engineering Investigation as required including utility
coordination for any associated relocations.
-Undertake road design for the reconstruction of Montgomery Park Road to a full load
rural Local Collector road standard with minimum 8.0 metre pavement width with gravel
shoulder, where practical.
-Undertake design of improvements and temporary modifications to the Waterfront Trail
to accommodate truck movements from site.
-Undertake photometric analysis to review existing streetlights including streetlighting
design and associated approvals if modifications are necessary.
-Undertake / prepare traffic analysis, construction staging and traffic management plan
ensuring access maintained to businesses and residents as required.
-Undertake stormwater management review to ensure ditch sizing, outlet locations, etc.
-Coordination and submission of all associated agency approvals.
-The consultant shall work in conjunction with the City to contact adjacent landowners for
any permission of entry / access to private property as necessary for investigation,
detailed design or construction purposes.
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15
-The design package shall be submitted to the City of Pickering at the following stages
o Preliminary design submission (50%)
o Detailed design submission (90%)
o Final design submission (100%)
-Attend meetings with the City and associated stakeholders on a monthly basis to review
proposed design, assess any opportunities for enhancements, efficiencies, or cost
savings, co-ordinate reviews, identify issues and obtain approvals.
-Prepare preliminary and final cost estimates for proposed works.
The final design package shall include but not be limited to the following drawings:
o Removal plans, erosion and sediment control plans, plan & profile drawings, cross-
sections (20m), typical sections and construction details, intersection grading plans,
pavement marking and signage plans, construction staging / traffic management plans,
streetlight electrical drawings (as required), and landscaping / environmental /
restoration drawings.
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SCHEDULE C
Lands
[Attach drawing showing the Lands specifying the OPG Work Lands in yellow highlight]
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Report to
Executive Commitee
Report Number: SUS 03-25
Date: June 9, 2025
From: Kyle Bentley
Director, City Development & CBO
Subject: Local Enhancement and Appreciation of Forests Tree Planting
Program Update and Extension
File: D-7001-031
Recommendation:
1. That Report SUS 03-25 regarding an update on Local Enhancement and Appreciation of
Forests Backyard Tree Planting program results, and the proposed extension be
received;
2. That the Mayor and City Clerk be authorized to execute a two-year extension to the joint
agreement between the Region of Durham, the Local Enhancement and Appreciation of
Forests organization, and participating municipalities, as set out in Attachment 1 of this
report, to deliver the tree planting program from July 1, 2025, to June 30, 2027, subject to
the terms and conditions satisfactory to Director, City Development & CBO, and Director,
Corporate Services & City Solicitor;
3. That appropriate City staff be directed to take the necessary actions as indicated in this
report; and
4. That staff report back on program results and proposed next steps at the conclusion of
the agreement term.
Executive Summary: The purpose of this report is to provide an update on the City’s
participation in the Local Enhancement and Appreciation of Forests (LEAF) Backyard Tree
Planting Program to date. The report also serves to seek Council approval to execute a two-
year extension of the agreement with the LEAF, continuing the program from July 1, 2025 to
June 30, 2027.
The LEAF Backyard Tree Planting program provides Pickering community members with an
accessible and subsidized opportunity to plant native trees and shrubs on private property.
Since the City joined the program in 2020, the aim has been to plant a minimum of 40 native
trees (or equivalent using 3-shrubs-to-1-tree ratio) each year, helping to enhance the urban
tree canopy. Participant feedback from those engaged in this program has been positive based
on survey responses (see Attachment 2). By the end of June 2025, it is anticipated that a total
of 210 trees and shrubs (reflecting 3-shrubs-to-1-tree ratio) will have been planted. In Pickering,
the program has been actively promoted through the City’s website, social media, community
events, digital signage, print materials, and the Sustainable Pickering eNewsletter.
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SUS 03-25 June 9, 2025
Subject: Local Enhancement and Appreciation of Forests Tree Planting Page 2
As per Resolution #350/20, the City of Pickering initially joined the LEAF Backyard Tree Planting
program in 2020 as a pilot program. Through Resolution #623/21, Council authorized a
four--year joint agreement (2021–2025) between the Region of Durham, LEAF, and
participating municipalities. This agreement concludes on June 30, 2025.
Due to community interest and continued uptake of the program, staff recommend that Council
extend the agreement for two years (July 1, 2025 to June 30, 2027). The Region of Durham
staff prepared the attached agreement (see Attachment 1) for the participating municipalities of
Pickering, Whitby, Oshawa, Ajax, Scugog, and Clarington. The City of Pickering’s Corporate
Services Department reviewed the agreement, and City staff are seeking Council approval to
execute.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Lead & Advocate for Environmental Stewardship,
Innovation & Resiliency.
Financial Implications: A funding allocation of $15,000.00 was approved in the 2025 Current
Budget under Consulting and Professional Services 502230.10115.0000. This amount supports
the first year of program implementation from July 1, 2025 to June 30, 2026. Funding the
second year of the agreement would be subject to future annual budget processes.
As per the agreement, Whitby, Oshawa, and Ajax are each investing $15,000.00 for their
respective communities. Scugog is contributing $8,000.00 for a lower participation level, and
Clarington is contributing $30,000.00 for a higher contribution level. The Region of Durham
identified $80,000.00 in their budget to offset the balance of the cost.
As per the agreement, in the event that a municipal partner is not able to secure funds through
their respective budget process, they may opt out of the agreement at any time with a
minimum of three months’ notice to all parties.
Discussion: The purpose of this report is to provide an update on the City’s participation in
the LEAF Backyard Tree Planting Program to date, and to seek Council approval to execute
the agreement (see Attachment 1) for the City of Pickering’s continued participation in the
LEAF Backyard Tree Planting program for an additional two years (July 1, 2025 to June 30,
2027).
1. Summary of Program Results for 2020 – 2024
The following summary outlines participation and planting metrics from the start of the
program in July 2020 to December 2024. It does not include the complete data set for
Year 5, as plantings scheduled in 2025 up to June 30, 2025, are still underway. Tree
totals include shrub substitutions based on a ratio of three shrubs equating to one tree.
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SUS 03-25 June 9, 2025
Subject: Local Enhancement and Appreciation of Forests Tree Planting Page 3
Program Results for Pickering, July 2020 to December 2024
Target during 5-year timeframe 210
Total trees & shrubs planted (including
3 -shrubs-to-1-tree ratio)
182
Scheduled plantings up to June 2025 28
Trees planted 134
Shrubs planted 143
Type of Service Number of Participants in Pickering
Full-service participants 96
DIY participants 17
Multi-unit & businesses participants 2
1.1 Participant Feeback
Participant feedback has been overwhelmingly positive, highlighting the program’s
affordability, knowledgeable staff, seamless service delivery, and environmental value.
New and multi-year participants consistently praised the expertise of the LEAF
arborists, the health of the native species, and convenience of the planting process.
Many expressed appreciation for the opportunity to contribute to urban greening and
biodiversity on their own properties. A full summary of participant testimonials is
provided in Attachment 2. These testimonials demonstrate strong community interest
and underscore the benefit of continued program delivery.
The LEAF Backyard Tree Planting program has proven to be a valuable initiative that
supports the City’s environmental priorities, adaptation goals, and community
engagement/education efforts. Its extension through 2027 will enable continued growth
of Pickering’s urban forest and enhance private green spaces throughout the City. By
leveraging this regional partnership, the City can continue to offer a tree planting
opportunity for community members to take part.
For the extension period, the annual target remains to plant a minimum of 40 large
caliper trees per year (or the equivalent shrub-to-tree ratio) and engage property owners
through education on tree care and the benefits of planting. Native shrubs will also
continue to be offered at a subsidized cost.
2. Program Background
LEAF is a non-profit organization dedicated to protecting and expanding the urban
forest throughout the Greater Toronto Area. LEAF delivers tree planting services with a
focus on native species, environmental education, and long-term care.
Authorized by Council through Resolution #350/20, Pickering initially joined the LEAF
Backyard Tree Planting program in 2020 as a pilot partnership coordinated by the
Region of Durham, in collaboration with participating municipalities. Through Resolution
#623/21, Council authorized the execution of a four-year joint agreement between the
Region of Durham, LEAF, and participating municipalities. This agreement will conclude
on June 30, 2025 and staff from all participating municipalities recommend the program
continue.
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Subject: Local Enhancement and Appreciation of Forests Tree Planting Page 4
The proposed extension maintains the existing service model, through which LEAF
provides residents, businesses, and multi-unit properties with access to:
• online pre-visit questionnaire to ensure that the property owner qualifies for the
program, has adequate space to plant, and is committed to long-term tree care
• on-site consultation with a LEAF arborist to determine appropriate species and
planting location
• full delivery and planting by LEAF professionals
• follow-up questionnaire to assess participant satisfaction and/or follow-up visit to
assess tree health
This framework helps to remove key barriers to planting, such as cost, access to
appropriate transportation, and limited planting ability, tools, and knowledge.
3. Policy and Strategic Alignment
The LEAF Backyard Tree Planting program supports multiple municipal and regional
strategies related to sustainability, adaptation, and urban forestry.
3.1 Regional Alignment
In particular, the program aligns with the Durham Community Climate Adaptation Plan,
endorsed by Pickering Council. It supports regional efforts to help expand the urban
forest canopy, reduce heat impacts, manage stormwater, and promote the use of
native, resilient species to enhance ecosystems.
3.2 Municipal Planning and Strategic Policy
At the local level, the program supports Policies 10.15, 10.11(b), and 14.5(i)(iii) of the
Pickering Official Plan, which recognize the importance of urban forests for ecosystem
services, community aesthetics, and stormwater management. As noted near the top of
the report, it also advances the City’s Corporate Strategic Plan priority to lead and
advocate for environmental stewardship, innovation, and resiliency.
3.3 Climate Adaptation and Urban Forest Planning
The program aligns with actions outlined in the Community Climate Adaptation Plan
(anticipated for Council approval in May as of this writing), which identifies urban forest
expansion as a key strategy to help foster resiliency and mitigate urban heat island
effects. It also contributes to the objectives of the Urban Forest Study and Canopy
Cover Assessment, which the City is currently updating to guide long-term, evidence-
based planning for tree canopy growth.
4. Environmental and Community Benefits
Tree planting programs can contribute to Pickering’s local environment and community
with benefits such as:
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SUS 03-25 June 9, 2025
Subject: Local Enhancement and Appreciation of Forests Tree Planting Page 5
• urban heat island mitigation
• improved air quality, carbon sequestration, and stormwater infiltration
• habitat creation to enhance biodiversity
• improved aesthetics and noise reduction in neighbourhoods
4.1 Benefits for Residents, Businesses, and Multi-Unit Property Owners
The program offers accessible, professional, and subsidized tree planting services for a
broad range of property types, with benefits including:
• Access to native trees and shrubs at subsidized rates: A variety of locally
sourced native species are available. Costs are subsidized through municipal and
regional partners to make planting more accessible.
• Customized arborist advice and planting guidance: Whether through an on-site
consultation or virtual/online planning tools, participants receive expert advice to
help select appropriate species and determine optimal planting locations based on
sun exposure, soil, space constraints, and long-term maintenance objectives of the
property owner.
• Flexible delivery and planting options: Plants are either delivered and planted by
trained professionals or picked up and planted by participants themselves with
instructions and resources provided.
• Ongoing care and maintenance support: Participants receive educational
resources, including planting and care guides, to support the long-term health of
their trees and shrubs. Follow-up support can be provided to assess tree survival
and offer further guidance as needed.
5. Program Promotion and Outreach
Over the term of the program, the City of Pickering promoted the planting opportunity
through a variety of communication channels to raise awareness and encourage
participation. Program details were shared on the City’s website and social media
platforms, and featured in the Sustainable Pickering eNewsletter, the Family Calendar,
and the City’s Leisure Guide. Promotional materials, including brochures and posters,
were distributed at community events and City facilities, with the program also featured
on the Civic Complex electronic board. The program was further promoted through
media releases, helping to inform residents of the opportunity.
6. Conclusion
Staff believe the LEAF tree planting program has successfully met the objectives of
several City and Regional policies and has been beneficial to Pickering and its
residents. Accordingly, staff recommend the City continue its participation in this
program. The Region of Durham staff prepared the attached agreement (see
Attachment 1) that was reviewed by City of Pickering Legal Services, and staff are
seeking Council’s authorization to execute.
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SUS 03-25 June 9, 2025
Subject: Local Enhancement and Appreciation of Forests Tree Planting Page 6
Attachments:
1.Durham LEAF Program Agreement
2.LEAF Participant Testimonials (2020 – 2024)
Prepared By:
Original Signed By
Melanie Edmond, HBSc.
Coordinator, Sustainability
Original Signed By
Chantal Whitaker, BESc (Hons), CSR-P
Manager, Sustainability &
Strategic Environmental Initiatives
Approved/Endorsed By:
Original Signed By
Kyle Bentley, P. Eng.
Director, City Development & CBO
ME:ld
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
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Attachment 1 to Report SUS 03-25
LEAF BACKYARD TREE PLANTING PROGRAM AGREEMENT
Effective the 1st day of July, 2025
B E T W E E N:
Local Enhancement and Appreciation of Forests (“LEAF”)
LEAF is a corporation without share capital, incorporated under the Ontario Corporations
Act
AND
The Regional Municipality of Durham
The Corporation of the City of Oshawa
The Corporation of the City of Pickering
The Corporation of the Town of Whitby
The Corporation of the Township of Scugog
The Corporation of the Town of Ajax
The Municipality of Clarington
(with the foregoing collectively referred to as the “Municipal Partners”)
RECITALS
A.WHEREAS the Municipal Partners each have a mandate that includes the
stewardship and environmental enhancement on private land through tree planting;
B.AND WHEREAS the Municipal Partners wish to work cooperatively with LEAF in
programs which assist in the fulfillment of their mandates;
C.AND WHEREAS the Municipal Partners previously partnered with LEAF from
2021 to 2025 and now wish to continue their collaborative efforts.
D.AND WHEREAS the parties have a mutual interest in private land stewardship and
tree planting;
E.AND WHEREAS LEAF offers a program which supports the various climate change
and urban forest strategies of the Municipal Partners;
F.AND WHEREAS the Municipal Partners approved an annual grant totaling $178,000
so LEAF can offer the Backyard Tree Planting Program (the “Program”) to residents
in an effort to increase urban tree planting.
NOW THEREFORE, for good consideration as provided for in this Agreement, the
parties hereby agree as follows: - 182 -
Section 1: THE VISION
1a) LEAF and the Municipal Partners agree to cooperate in the implementation of
the Program, and to undertake the following activities:
I. To promote the Program to property owners through all available
channels;
II. To raise awareness of the environmental, social, and economic benefits
of the urban forest and canopy cover; and,
III. To facilitate the planting of trees and shrubs on private property.
Section 2: TERM OF AGREEMENT
2a) This Agreement shall commence on July 1, 2025 and terminate on June 30,
2027 (the “Term”). In the event that individual Municipal Partners are not able
to secure funds through their respective budget approval process, they may opt
out of the Agreement at any time with a minimum of 3 months’ notice to all
parties. In the event that LEAF can no longer deliver the Program effectively
with the resources available, they may opt out of the Agreement at any time
with a minimum of 3 months’ notice to all parties. The parties may extend the
Term of the Agreement at any time, by mutual agreement.
Section 3: RESPECTIVE ROLES OF LEAF AND MUNICIPAL PARTNERS
3a) LEAF covenants and agrees to do the following:
I. Recognize the Municipal Partners’ support of the Program through any
promotional material produced by LEAF as approved by the respective
Municipal Partner;
II. Use the funding provided by the Municipal Partners to support the
Program’s activities within the boundaries of the Region of Durham during
the Term of this Agreement;
III. Administer the Program by reviewing candidate properties for eligibility,
ensuring property owners understand they own and are responsible for
care of the trees, obtaining waivers of liability from each private property
owner to protect LEAF and the Municipal Partners and by arranging and
implementing planting on private property accordingly;
IV. Sell trees and shrubs, as well as related consultation and delivery/planting
services through the Program to Region of Durham property owners at a
subsidized price;
V. Monitor the success of the Program and implement contingencies and/or
modify plans accordingly; and,
VI. Track and report to the Municipal Partners on the number of Program
participants and trees/shrubs planted.
3b) The Municipal Partners covenant and agree to do the following:
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I. To support the Program by providing the financial contributions set out in
this Agreement; and,
II. To offer Program feedback and work collaboratively with LEAF to
ensure Program success.
Section 4: DELIVERABLES
4a) LEAF agrees to achieve, at a minimum, the following deliverables during the
Term of this Agreement:
I. plant at least 262 trees (3 shrubs equals 1 tree) annually according
to the distribution set out in Section 6a);
II. reach at least 500 residents annually through outreach/educational activities;
III. provide recognition for the Municipal Partners’ support on LEAF’s
website, print materials and through social media as approved by the
respective Municipal Partner; and,
IV. provide promotional content for the Municipal Partners’ use, as approved by
the respective Municipal Partner, including website content, brochures,
posters, advertisements, and social media content.
Section 5: ADMINISTRATION AND REPORTING
5a) LEAF and the Municipal Partners shall each appoint one representative who
shall be responsible for the management and administration of the terms of
this Agreement.
5b) The parties shall meet at least once during the Term of this Agreement for the
purpose of discussing the status of the Program.
5c) LEAF covenants and agrees to provide a Summary Report to the Municipal
Partners by July 31st of each year which will include the following information:
I. List of addresses where trees/shrubs have been planted, including
numbers and species (conditional on property owner permission);
II. Summary of total annual plantings, including total number of trees and
shrubs planted; and,
III. Summary of promotional/outreach activities.
5d) The parties agree to communicate regularly and provide updates on the status of
the Program from time to time, as each party may require.
Section 6: FUNDING AND TARGETS
6a) The Municipal Partners covenant and agree to the following annual payment
schedule and LEAF agrees to complete the following tree targets during the
Term of this Agreement:
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Partner Annual
Funding Payable to
Annual
Payment
Deadline
Annual Tree
Target
Pickering $15,000 LEAF July 15 40
Whitby $15,000 LEAF July 15 40
Oshawa $15,000 LEAF July 15 40
Ajax $15,000 LEAF July 15 40
Clarington $30,000 LEAF July 15 80
Scugog $8,000 LEAF July 15 22
Durham Region $80,000 LEAF July 15
Annual Totals $178,000 262
6b) LEAF covenants and agrees to administer the $178,000 provided by the
Municipal Partners in support of the Program (the “Grant”) as follows:
I. 10% of funds allocated to Program administration; and,
II. 90% of funds allocated for the cost of promoting and delivering the
Program and related education/communication activities.
6c) The parties may increase the funding and planting targets at any time, by
mutual agreement.
Section 7: OWNERSHIP AND MAINTENANCE OF TREES
7a) The trees planted in connection with this Program are owned by the private
property owner. The Municipal Partners do not have any ownership or
jurisdiction over the trees at any time.
7b) Any maintenance of the trees is the responsibility of the private property
owner.
Section 8: INDEMNITY AND INSURANCE
8a) LEAF shall defend, indemnify and save harmless the Municipal Partners
and its elected officials, officers, employees and agents from and against all
claims of any nature, actions, causes of action, losses, expenses, fines,
costs, interest or damages of every nature and kind whatsoever, arising out
of or allegedly attributable to the negligent acts, errors, omissions,
misfeasance, nonfeasance, fraud or willful misconduct of LEAF, its
directors, officers, employees, agents, contractors and subcontractors, or
any of them, in connection with or in any way related to the delivery or
performance of this Agreement. This indemnity shall be in addition to and
not in lieu of any insurance to be provided by the LEAF in accordance with
this Agreement and shall survive this Agreement.
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8b) LEAF shall continuously maintain throughout the Term of the Agreement and
pay for Commercial General Liability insurance including personal injury,
broad form contractual liability, owners, and contractors protective,
completed operations, and non-owned automotive liability in an amount of
not less than two million dollars ($2,000,000.00) applying to all contracts for
claims arising out of one occurrence. The Commercial General Liability
policy shall include the Municipal Partners as additional insureds in respect
of all operations performed by or on behalf of LEAF in relation to the
Agreement requirements and be endorsed to provide the Municipal Partners
with not less than thirty (30) days written notice in advance of any
cancellation, change or amendment restricting coverage. LEAF shall provide
an updated Certificate of Insurance on the Region’s standard form, or on a
form acceptable to the Region of Durham and the Municipal Partners.
Section 9: DEFAULT, TERMINATION AND REPAYMENT:
9a) If any of the following events occur, all of the Municipal Partners acting
unanimously shall be entitled to immediately terminate this Agreement upon
written notice to LEAF, and request the repayment of unspent funds associated
with the Grant:
I. LEAF breaches any of the terms and conditions of this Agreement;
II. LEAF ceases operating, ceases to operate as a non-profit organization,
winds up or dissolves, commences or has commenced against it any
proceedings in bankruptcy, or is adjudged a bankrupt; or,
III. LEAF uses the Grant for a purpose not approved by this Agreement.
Section 10: GENERAL
10a) This Agreement shall enure to the benefit of and be binding upon the parties
hereto and their respective successors and assigns.
10b) Any notice, demand or acceptance required to be given hereunder in writing,
shall be deemed to be given if either personally delivered, emailed, or mailed by
registered mail, postage prepaid, (at any time other than during a general
discontinuance of postal services due to a strike, lockout, or otherwise) and
addressed to the parties as follows, or such change of address as the parties
have by written notification forwarded to each other:
• LEAF – Local Enhancement and Appreciation of Forests - Artscape
Wychwood Barns, 601 Christie St, Suite 253 Toronto, ON M6G 4C7
c/o Janet McKay, Executive Director 416-413-9244 | 1-888-453-6504;
janet@yourleaf.org
• The Regional Municipality of Durham, 605 Rossland Rd. East, Whitby,
ON L1N 6A3
c/o Ian McVey, Manager of Sustainability, 905-668-4113 ext. 3803;
Ian.McVey@durham.ca
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• The Corporation of the City of Oshawa, 199 Wentworth St. East,
Oshawa, ON L1H 3V6
c/o Michelle Whitbread, Manager, Policy and Partnerships, 905-436-3311,
ext.2811, mwhitbread@oshawa.ca
• The Corporation of the City of Pickering One The Esplanade, Pickering,
ON L1V 6K7
c/o Chantal Whitaker, Manager, Sustainability & Strategic Environmental
Initiatives, 905-420-4660 ext. 2170, cwhitaker@pickering.ca
• The Corporation of the Town of Whitby, 575 Rossland Road East
Whitby, ON L1N 2M8
c/o Sarah Shields, Project Manager- Sustainability & Climate Change
Strategic Initiatives, 905-391-4439, shieldss@whitby.ca
• The Corporation of the Township of Scugog 181 Perry Street, P.O. Box
780, Port Perry, ON L9L 1A7
c/o Robert Frasca, Manager of Public Works and Infrastructure Services,
905-985-7346 ext.107, rfrasca@scugog.ca
• The Corporation of the Town of Ajax, 800 Salem Rd North, Ajax, ON L1Z
0J1
c/o Craig Blencowe, Supervisor, Forestry & Horticulture, 905-619 2529
ext.4210, Craig.Blencowe@ajax.ca
• The Municipality of Clarington, 40 Temperance Street, Bowmanville, ON,
L1C 3A6
Natalie Ratnasingam, Project Manager, Energy and Climate Change
Response, 905-623-3379, NRatnasingam@clarington.net
10c) The Parties agree that should any other local area municipality wish to join the
Program, that they may do so by agreement in writing between the local area
municipality, the Regional Municipality of Durham and LEAF, and that a formal
amendment signed by all Parties is unnecessary. The local area municipality
will agree to abide by substantially the same terms and conditions and will
receive approximately the same share of the Deliverables, as the other
Municipal Partners.
The duly authorized representatives of LEAF and the Municipal Partners, having
authority to bind their respective organizations and having read and understood the
terms and conditions of this Agreement, agree to the terms and conditions, and
execute this Agreement as of the date first written above.
LOCAL ENHANCEMENT AND APPRECIATION OF
FORESTS
Per: _______________________________
Name: Title:
Per: _______________________________
Name: Title:
I/We have authority to bind the Corporation
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THE REGIONAL MUNICIPALITY OF DURHAM
Per: _______________________________
Name: Title:
Per: _______________________________
Name: Title:
I/We have authority to bind the Corporation
THE CORPORATION OF THE CITY OF OSHAWA
Per: _______________________________
Name: Title:
Per: _______________________________
Name: Title:
I/We have authority to bind the Corporation
THE CORPORATION OF THE CITY OF
PICKERING
Per: _______________________________
Name: Title:
Per: _______________________________
Name: Title:
I/We have authority to bind the Corporation
THE CORPORATION OF THE TOWN OF WHITBY
Per: _______________________________
Name: Title:
Per: _______________________________
Name: Title:
I/We have authority to bind the Corporation
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THE CORPORATION OF THE TOWNSHIP OF
SCUGOG
Per: _______________________________
Name: Title:
Per: _______________________________
Name: Title:
I/We have authority to bind the Corporation
THE CORPORATION OF THE TOWN OF AJAX
Per: _______________________________
Name: Title:
Per: _______________________________
Name: Title:
I/We have authority to bind the Corporation
THE MUNICIPALITY OF CLARINGTON
Per: _______________________________
Name: Title:
Per: _______________________________
Name: Title:
I/We have authority to bind the Corporation
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Attachment 2 to Report SUS 03-25
LEAF Participant Testimonials (2020 – 2024)
The following testimonials were gathered through LEAF’s post-participation surveys, which are
distributed to program participants following their involvement in the Backyard Tree Planting
program. The comments reflect individual experiences from Pickering property owners who
received trees or shrubs through the program between 2020 and 2024. Survey participation
was voluntary but from those that opted to complete the survey, it provided municipal staff with
valuable feedback, highlighting the value participants derived from the program in terms of
service quality, environmental impact, affordability, and participant satisfaction.
1.Excellent Customer Experience and Service Delivery
•“All good. Staff were very friendly and helpful. Plants arrived in good condition and I am
hoping to keep them that way! Looking forward to years of enjoyment of my backyard
ecosystem!” (2020)
•“LEAF is a great community-based program, with knowledgeable, helpful staff from the
arborist to the team who planted the trees in my yard. I recommend this program for
anyone looking to plant native trees or shrubs at their home.” (2020)
•“Every step of the way, my experience has been so positive. Talking on the phone,
meeting the arborist, even the tree planters provided service with a smile! The value of
this program is unreal, you just get so much service for such a minor cost. I can't wait to
watch our new tree grow. The backyard birds are already interested! Thank you so very
much!” (2021)
•“The LEAF team was professional and friendly. The arborist provided expert advice on
our options. When the tree arrived, it was healthy and well cared-for. The planting
process was done quickly and expertly. Our new tree looks fantastic in our yard!” (2021)
•“Special thanks to the women who delivered our shrubs. I had a question about shrubs I
had purchased last year through LEAF and they were accommodating, courteous and
knowledgeable.” (2023)
2.Quality of Plant Material and Planting Process
•“LEAF provides great service! We love that the kit we received will attract bees!
Everything was very seamless – ordering, delivering, and planting (the planting guide
was very helpful). Can't wait to order more plants in the future :)” (2020)
•“The tree arrived healthy and well cared-for.” (2021)
•“The planters were so careful and hard working. Great program. Can’t wait to participate
again next year!” (2021)
•“My trees were planted professionally and look healthy. I look forward to watching them
grow and to see the changes they will go through as the seasons change.” (2023)
3.Ease and Convenience
•“Ordering and delivery was smooth and professional.” (2020 - full quote below)
•“Delivery was as stated.” (2021)
•“So convenient that I didn't have to lift a finger to get my tree purchased, delivered, and
planted.” (2023)
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4. Environmental Motivation and Native Species Appreciation
• “The selection of native trees, shrubs, and plants appropriate to my region is broad.”
(2020 – full quote below)
• “We are thrilled with our beautiful tree which was a reasonable price and a native
species. The environmental factor played significantly into our deciding to buy a tree.”
(2022 – full quote below)
5. Program Value and Affordability
• “Professional consultation and delivery at an affordable price plus community driven
from friendly people. I was very impressed.” (2021)
• “Overall a great experience and worth every penny!” (2021)
• “The price for the service was incredibly reasonable and I will definitely recommend this
service to others.” (2023)
6. Expert Consultation and Overall Satisfaction
• “The selection of native trees, shrubs, and plants appropriate to my region is broad.
They provide lots of support information to ensure success. Ordering and delivery was
smooth and professional. I will continue adding native plants each year, and will
definitely rely on LEAF for this.” (2020)
• “Great service and great arborist recommendations and delivery was as stated.” (2021)
• “Amazing program and people. The consultation was very informative and they took the
time to learn what we wanted.” (2021)
• “I was delighted to find this program. It was a wonderful experience with expert and
pleasant staff support and consultation. We are thrilled with our beautiful tree which was
a reasonable price and a native species. The environmental factor played significantly
into our deciding to buy a tree. The whole process was outstanding from initial contact
to planting and we recommend this service wholeheartedly!” (2022)
• “Friendly and informative consultation. Very well-organized program. Delivery, planting
and clean-up was efficient and well done.” (2022)
• “As I am an elderly person it was a wonderful opportunity to get expert advice on the
selection of a tree and its care.” (2023)
• “Black Maple wasn’t in my list of preferred tree but I am very satisfied picking it after
James explains the difference of that compared to what I initially asked.” (2024)
• “We recommend this service wholeheartedly!” (2022)
• “I will definitely recommend this service to others.” (2023)
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Report to
Executive Committee
Report Number: SUS 04-25
Date: June 9, 2025
From: Kyle Bentley
Director, City Development & CBO
Subject: 2024 Sustainable Year-in-Review
File: D-7003-001
Recommendation:
1.That Report SUS 04-25, regarding the 2024 Sustainable Pickering Year-in-Review, be
received for information.
Executive Summary: The purpose of this report is to share the 2024 Sustainable Pickering
Year-in-Review, as outlined in Attachment 1. For the past six years, the City has produced a
reader-friendly summary of Pickering’s sustainability-related achievements, programs, and
community partnerships. The 2024 edition highlights the City’s ongoing work to advance
environmental stewardship, waste reduction, enhancements to the natural environment, energy
efficiency, sustainable development, and community engagement within these areas. It also
showcases the contributions of local organizations, volunteers, and residents who helped
deliver meaningful work and/or related actions throughout the year for the betterment of
Pickering. The 2024 Sustainable Pickering Year-in-Review will be made available on the City’s
website and promoted through various corporate communication channels to inform and
inspire public involvement.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Lead & Advocate for Environmental Stewardship,
Innovation & Resiliency; and Strengthen Existing & Build New Partnerships.
Financial Implications: Not applicable to this report.
Discussion: The purpose of this report is to share the 2024 Sustainable Pickering Year-in-
Review. The City of Pickering continues to advance its commitment to sustainability through a
wide range of initiatives.
In 2024, staff delivered programs that enabled community participation in tree plantings,
pollinator initiatives, litter cleanups, the Pickering Farmers’ Market, youth-focused
environmental education, and sustainability workshops. These efforts were supported by
strong partnerships with schools, non-profit organizations, and agencies such as Toronto and
Region Conservation Authority, Ontario Power Generation, and the Pickering Public Library.
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SUS 04-25 June 9, 2025
Subject: 2024 Sustainable Year-in-Review Page 2
Beyond these, the City also implemented broader corporate initiatives that are critical to long-
term environmental and community health. These included the adoption of the Recreation &
Parks Ten Year Plan, restoration of the Bruce Handscomb Waterfront Trail, ongoing climate
adaptation planning, and the implementation of the Integrated Sustainable Design Standards.
Together, these initiatives reflect the City’s commitment to embedding sustainability into
municipal decision-making and planning processes.
Public awareness of these actions is essential. To support this goal, staff used a range of
communication tools such as the City website, social media, eNewsletters, Let’s Talk
Pickering, public events, and signage to reach residents. In a communications environment
where residents receive information from many sources, the 2024 Sustainable Pickering Year-
in-Review is intended to provide a concise, engaging, and accessible summary of some key
activities and measurable impacts.
The 2024 Sustainable Pickering Year-in-Review will be published on the City’s website and
promoted through various corporate communication channels.
Attachment:
1.2024 Sustainable Pickering Year-in-Review
Prepared By:
Original Signed By
Melanie Edmond, HBSc.
Coordinator, Sustainability
Original Signed By
Chantal Whitaker, BESc (Hons), CSR-P
Manager, Sustainability &
Strategic Environmental Initiatives
Approved/Endorsed By:
Original Signed By
Kyle Bentley, P. Eng.
Director, City Development & CBO
ME:ld
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
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Attachment 1 to Report SUS 04-25
Sustainable
Pickering
Year-in-Review
2024
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Table of Contents
Message from the Mayor 03
Message from the CAO 04
Enhancing the Natural Environment 05
Fostering Community Engagement 09
Reducing Waste 13
Growing Urban Agriculture 14
Becoming More Energy Efficient 16
Looking Towards the Future 17
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Message from the Mayor
This year, we celebrate a remarkable milestone as Pickering marks 25 years as a city. From the moment we
stepped into the new millennium, we embraced a future built on bold vision, smart planning, and a strong
commitment to progress. That same determination continues to guide us as we move forward, shaping a
greener, more resilient Pickering.
Sustainability is the foundation upon which we build our future. As one of Canada’s fastest-growing cities,
we are intentional in balancing growth with environmental responsibility, ensuring Pickering remains a
place where innovation, opportunity, and community well-being go hand in hand. For two consecutive
years, The Globe and Mail has named Pickering one of Canada’s most liveable cities, underscoring our
burgeoning reputation as a place where people want to live, work, and thrive.
The 2024 Sustainable Pickering Year-in-Review is more than a record of our progress. It is a blueprint for
the future, showcasing our achievements in sustainability, innovation, and community-building while
reinforcing the choices we must continue to make. Through thoughtful planning and responsible
development, we are protecting our natural spaces, strengthening our economic foundation, and
fostering a connected, engaged community.
I hope you enjoy this year’s report and take the opportunity to learn more about the exciting programs
and initiatives that make Pickering truly special. From the Mayor’s Monarch Pledge, to the revitalized
Waterfront Trail, to Take Pride in Pickering Day, these initiatives reflect our commitment to environmental
stewardship and community engagement.
Our journey is one of ambition, action, and collective success. As we look ahead, we do so with
confidence, knowing Pickering is leading the way in sustainability and building a powerful legacy for the
next 25 years and beyond.
Kevin Ashe
Mayor, City of Pickering
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Message from the CAO
As the City of Pickering continues to advance its sustainability journey, I am proud to share our 2024
Sustainable Year in Review Report – an inspiring reflection of our collective progress toward a more
livable, inclusive, and resilient city.
This past year was a remarkable one – marked by innovation, collaboration, and meaningful progress. Our
Integrated Sustainable Design Standards remained a cornerstone of our planning and development
review process, embedding forward-thinking technologies and practices that align with our vision for a
more sustainable future. We were proud to see these efforts recognized externally, as the City of Pickering
received a certificate of recognition from the Sustainable Housing Foundation for our leadership in
advancing sustainable community design through the ISDS.
In collaboration with our community partners, we expanded tree planting efforts, supported local food
resilience through vibrant farmers’ markets and community gardens, and introduced new initiatives such
as the Seed Library.
As well, over 2,600 volunteers participated in community clean-ups, and we saw strong engagement in
our environmental webinars, reinforcing the importance of civic engagement in building a sustainable
Pickering for generations to come.
These actions demonstrate how thoughtful design and grassroots engagement can work in harmony to
strengthen ecosystems and enrich community life.
As outlined in our Corporate Strategic Plan, sustainability is not a single initiative, but a guiding principle
that shapes every decision we make. We remain focused on building a sustainable, connected, and caring
community through continuous innovation, responsible growth, and meaningful collaboration.
I invite you to explore this report in full to learn more about the important work underway – and how you,
too, are part of Pickering’s leadership in sustainability.
I extend my sincere thanks to Council for its continued support, to City staff, and Pickering’s dedicated
volunteers, partners, and community members who are helping to turn our shared vision into reality.
Marisa Carpino
Chief Administrative Officer, City of Pickering 4
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Enhancing the Natural Environment
In 2024, Pickering expanded tree planting, pollinator habitats, and
invasive species control to support biodiversity, shade opportunities,
Valley Farm Ravine Project
To support urban tree canopy growth, the City
collaborated with the Toronto and Region
Conservation Authority (TRCA) to identify new
planting opportunities through a desktop
analysis. Valley Farm Ravine emerged as a
priority site due to its existing canopy gaps. As
part of the restoration effort, 100 bare root trees
and 200 bare root shrubs were planted to
strengthen and enhance the surrounding
natural area.
Enhancing Parks and Boulevards
As part of the City's annual tree planting
program, over 350 large caliper trees were
planted across City boulevards and parks
including: Douglas Park, Mitchell Park, Village
East Park, Rick Johnson Memorial Park, Canadian
Green, and Chestnut Hill Developments
Recreation Complex. These efforts were
completed to help increase tree canopy and
shade opportunities around play-units and
walkways.
and healthier ecosystems in parks and natural spaces.
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Recreation & Parks Ten Year Plan
The 2024 - 2034 Recreation & Parks Ten Year
Plan is a long-range planning study for the City
of Pickering’s recreation, parks, arts & culture
facilities, programs, and services. The new Plan
provides direction and guidance on how best to
manage current needs and identifies service
improvements and future infrastructure needs
to support Pickering’s growing community.
Backyard Tree Planting Program
In partnership with Local Enhancement and
Appreciation of Forests (LEAF), neighbouring
municipalities, and the Region of Durham, the
City completed its fourth year of the Backyard
Tree Planting program. This program provides
residents the opportunity to add native trees or
shrubs to their property at a discounted rate.
The program includes on-site consultation, free
delivery and tree planting, as well as follow-up
tree assessments. Some benefits from tree
planting include urban heat island mitigation,
improved air quality, carbon sequestration,
stormwater infiltration, habitat creation for
enhanced biodiversity, and improved aesthetics
and noise reduction in neighbourhoods.
Bring Back the Salmon
The City, in partnership with the Ontario
Federation of Anglers and Hunters, and the
Pickering Public Library, supported a salmon
hatchery at the Central Library. Patrons
observed and learned about the Atlantic
Salmon’s lifecycle and the importance of
biodiversity. The hatchery resulted in the release
of 200 Atlantic Salmon into Duffins Creek. To
date, the program has helped release almost
1,000 Atlantic Salmon into Duffins Creek.
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Mayors’ Monarch Pledge
Pollinators like butterflies, birds, and bees are
essential to a healthy environment and
sustainable food systems. In 2024, as a
Leadership Circle member of the Mayors’
Monarch Pledge, the City reaffirmed its
commitment to protecting pollinator species by
completing 12 targeted actions. These included
for example, planting native plants, removing
invasive species, distributing native seeds,
engaging local garden groups, and running
public education campaigns to raise awareness.
The City extends its thanks and appreciation to
community garden volunteers, Dunbarton High
School students, and the Toronto Conservation
Youth Corps for their support in planting and
maintaining pollinator gardens across Pickering.
Invasive Species Management
The City advanced its invasive species control
efforts in 2024, focusing on phragmites.
Targeted spot treatments were conducted
along Sandy Beach Road, Montgomery Road,
and Brock Ridge Park, with TRCA leading
treatment at the park for a second year. Staff
treated areas using native seed blends and
completed a full inventory of phragmites in City
parks. Future control efforts will focus on
stormwater management ponds.
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Take Pride in Pickering
As part of the City’s Take Pride in Pickering Day
initiative, community cleanups and tree planting
events were held in both the spring and fall. In the
spring, over 120 volunteers participated in a two-
hour event at Alex Robertson Park, where they
collected litter and planted 400 trees. In the fall,
the City partnered with Ontario Power Generation
(OPG), 10,000 Trees, and the TRCA to host an
additional planting event, at which 100
volunteers did a community cleanup and planted
100 trees and 200 aquatic plants.
These events were delivered through
Environmental Stewardship Pickering - a
collaborative initiative between the City of
Pickering, OPG, and TRCA.
Reopening of Revitalized Waterfront Trail
In 2024, the City of Pickering reopened the
revitalized Waterfront Trail at Bruce Handscomb
Memorial Park, in partnership with TRCA and
Trans Canada Trail (TCT). The $765,000 project
addressed long-standing safety and erosion
concerns with a new accessible asphalt path,
upgraded lighting, erosion controls, and native
plantings. Supported by grants from TCT and
TRCA, the improved trail enhances safety,
accessibility, and connection to the Great Lakes
Waterfront Trail.
“With the generous support of the Trans Canada
Trail and in collaboration with our valued
partner, the City of Pickering, the trail at Bruce
Handscomb Memorial Park has undergone
significant upgrades to improve safety and
accessibility, including essential erosion
mitigation and habitat restoration measures.”
John MacKenzie, Chief Executive Officer, TRCA
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Fostering Community Engagement
In 2024, hands-on programs, workshops, and civic events connected
residents to local sustainability efforts and encouraged broad
community participation.
Winter Wonderland
The City, in partnership with OPG, TRCA, and
PineRidge Arts Council, hosted a free family
workshop event to kick-off the winter. At this
event, 50 attendees had the opportunity to
paint a wooden ornament, make a wreath from
natural materials, explore wildlife up-close, and
more.
Everything Maple Syrup
The Everything Maple Syrup event was a hands-
on educational program hosted by the City,
TRCA, and the Pickering Public Library.
Designed for children aged 6 to 12, the March
Break event aimed to teach participants about
the origins of maple syrup and the
environmental significance of maple trees.
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Earth Month
In celebration of Earth Month, the City of
Pickering hosted a series of free educational
webinars and workshops featuring expert guest
speakers. Over 275 participants took part in
sessions covering a range of sustainability and
nature-focused topics, including rain gardens,
seed saving, container vegetable gardening, and
the birds of Pickering.
Pickering Prom Boutique
To support high school students with formal
clothing for their prom and graduation, Pickering
Public Library, hosted a Prom Boutique. The
event encouraged residents to donate their
gently used dresses, suits, and formal wear at the
library, so that students could shop for free.
Thanks to the community’s generosity, the two-
day event supported students to find a special
outfit for their upcoming important day.
Community Litter Cleanups
The City of Pickering continues to support
residents, schools, businesses, places of worship,
and community groups in their efforts to help
reduce litter and keep the community clean. The
City provides cleanup supplies, including gloves
and bags, and coordinates the disposal of
collected waste. In 2024, over 2,665 volunteers
participated in 50 community cleanups across
the city through initiatives such as Pickering’s 20-
Minute Makeover, the Plastics & Litter Challenge,
and the Provincial Day of Action on Litter.
“I have a lifelong commitment to cleaning up in the neighbourhood I live and want to encourage other
residents and groups to do the same.
Littering causes such destruction to the environment and there is no reason for it. We should all have
respect for the land and our neighbours.”
Madelyn Graetz
Litter Free Communities
Pickering is no place for littering! 10
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Recycled Craft Fun
The City in partnership with the Pickering Public
Library hosted the Recycled Craft Fun workshop
at the George Ashe Library, engaging 43
children aged 6 to 10. Participants repurposed
everyday recyclable materials like cardboard
and plastic containers into creative crafts,
learning about sustainability while having fun.
The event inspired creativity and raised
awareness about the importance of reusing
materials.
Birds in Pickering
The City in partnership with TRCA and the
Pickering Public Library hosted a Birds in
Pickering workshop at the George Ashe Library,
engaging 27 children aged 6 to 12. Participants
designed and painted birdhouses while learning
about local wildlife. The session also included a
community cleanup activity, encouraging
young residents to help care for local habitats.
Park Stewardship Program
The Park Stewardship program encourages
businesses and community groups to help keep
their local parks clean. As of 2024, 21 groups
have become Park Stewards by committing to
regular litter cleanups and promoting a positive
image in their neighbourhood parks.
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"Having our students actively involved with the design
and planting of the Butterfly Gardens provided real-life
experiential learning about the importance of
conservation and the value of every creature in the
ecosystem around us. Our students absolutely loved
this activity and we thank the City of Pickering for
allowing us to make this happen!"
Elizabeth B. Phin Public School
Civic Awards
The Civic Awards program recognize members
of the Pickering community who have made
significant contributions to the city.
The Environment Award was presented to We
Grow Food for their leadership in advancing
urban agriculture and building resilient local
food systems. We Grow Food empowers
residents through the creation of community
gardens and educational programs.
Daniels Corporation was awarded the
Sustainability Award for their Daniels
FirstHome™ Pickering project, a compact,
transit-oriented community featuring high-
performance building materials, sustainable
stormwater management, active
transportation infrastructure, and community
gardens to support food security and
environmental stewardship.
Environmental Schools Grants
Established in 2019, the City of Pickering’s
Environmental Schools Grant provides funding
to enhance student-led environmental projects.
In 2024, the grant enabled nine local schools to
undertake various initiatives.
Key projects included: creating butterfly garden
boxes with native plants, installing community
garden beds to grow flowers and food, and
planting trees to provide shade. Schools also
built outdoor learning environments using
materials such as solar panels, wood, and garden
beds. Students participated in seed-growing
workshops with We Grow Food. Eco
Ambassadors delivered interactive workshops
on climate change, and additional materials
were used to expand vegetable gardens and
support outdoor learning.
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Reducing Waste
In 2024, Pickering helped residents reduce waste through practical
programs like battery recycling, compost giveaways, and textile
diversion.
Battery Recycling Program
In 2024, the Battery Recycling program
continued to offer residents convenient drop-
off locations at the Chestnut Hill Developments
Recreation Complex, East Shore Community
Centre, George Ashe Library, and the Pickering
Central Library. Through these efforts, 412
kilograms of batteries were collected and
recycled responsibly.
Compost Giveaway and Bin Exchange
In 2024, the City partnered with the Region of
Durham to host a well-attended compost and
recycling bin exchange event. More than 640
participants took part, to swap out old bins, and
pick up free compost for their gardens.
Textile Waste Diversion
The City of Pickering partnered with Diabetes
Canada to implement a Textile Diversion
Program in late 2023, reducing household
waste. In the first year of the program, the
community diverted over 8,600 kilograms of
textiles. Bins are located at the Chestnut Hill
Developments Recreation Complex (arena
entrance), Dunmoore Park, and Esplanade
South (municipal parking lot). 13
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Growing Urban Agriculture
In 2024, the City continued its commitment to urban agriculture by
advancing its Action Plan and expanding opportunities for local food
growing. Through new tools, partnerships, and community programs,
Pickering is supporting a more resilient and locally connected community.
Pickering 55+ Plot to Plate Program
The 55+ Plot to Plate program supports healthy
aging by helping seniors grow vegetables in
raised garden plots and prepare nutritious
meals. Hosted at the George Ashe Library &
Community Centre, it promotes wellness, food
literacy, and community connection.
Pickering City Centre Farmers’ Market
The City of Pickering hosted another successful
season of the Farmers’ Market, helping residents
connect with local farmers, bakers, artisans, and
small businesses. Running for 17 weeks, the
market welcomed approximately 2,400 visitors
and supported 29 vendors. Residents also
enjoyed weekly entertainment from local artists.
Thanks to strong community support, the Farmers
Market earned 1st Place – Diamond Winner in the
Ajax Pickering Readers’ Choice Awards for the
sixth consecutive year, highlighting its continued
impact and popularity in the community. 14
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“Valley Plentiful Community Garden is pleased to
support the local food bank. Our four food bank
plots gave St. Paul's on the Hill Food Bank about 40
to 80 pounds of food twice a week for most of July
to mid-September. We would like to thank the City
of Pickering for the installation of the new parking
lot next to the north gardens, three raised garden
beds, bike racks, and for providing wood chips for
our walkways.”
Bob Bracht
Chair of the Valley Plentiful Garden Committee
Pickering Public Library - Seed Library
In February 2024, the Pickering Public Library
launched a Seed Library at the George Ashe
Branch, supported by the TD Friends of the
Environment grant. The program encourages
residents to borrow, grow, and return seeds,
promoting local gardening, food security, and
environmental stewardship. Community
donations help replenish the seed supply each
season, while volunteers assist with sorting and
labelling. The Seed Library supports
biodiversity, gardening, and food literacy in
Pickering.
Pickering Museum Village - Gather &
Grow Initiative
In 2024, Pickering Museum Village launched
Gather & Grow, a travelling exhibit that explores
the cultural, historical, and sustainable aspects
of food. Featuring community-contributed
stories and recipes, the exhibit highlights food’s
role in connecting people across generations
and cultures. With stops at the Chestnut Hill
Developments Recreation Complex and
Pickering Public Library, Gather & Grow
celebrated local traditions, sustainable practices,
and shared culinary heritage.
Valley Farm Community Garden
Expansion
In 2024, the Valley Plentiful Community Garden
received a major expansion to support urban
agriculture and improve access for program
participants, including the local food bank
volunteers for weekly donation pickups.
Located at Diana, Princess of Wales Park, the
upgrades included a 13-car parking lot with
accessible spaces, 3 raised garden beds, bike
racks, and landscaping. The project enhances
food security and affordability, and community
connection in Pickering.
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Becoming More Energy Efficient
In 2024, municipal retrofits reduced emissions, while energy
workshops helped residents learn more about energy efficiency and
how to reduce their own costs.
Energy Workshops
In 2024, the City hosted a series of free workshops to
educate residents and staff on a variety of energy-
efficient home upgrades. Over 100 participants
learned about incentive programs from Durham
Greener Homes, Enbridge, Save on Energy, and
others. To support continued action, the City
maintains a list of residential and commercial
incentives at pickering.ca/energysavings, helping the
community take advantage of available financial
support when doing improvements.
Energy Retrofits
The City has been increasing its energy efficiency
efforts across its facilities. Highlights in 2024 included:
Replacing the Fire Station 5 boiler, resulting in
decreased natural gas usage.
Awarding the construction for the Chestnut Hill
Developments Recreation Complex and Civic
Complex variable speed heating circulators.
Completing the design for the George Ashe
Library and Community Centre energy recovery
ventilator and hybrid heat pump units.
Completing the design for the East Shore
Community Centre air conditioning and heating
unit replacements, including a new hybrid heat
pump.
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Looking Towards the Future
Pickering advances sustainability in planning and development by
implementing sustainable design standards, updating by-laws to clarify
definitions and reduce barriers, and launching a new Green Builder Award
in 2024.
Modernizing Sustainability Tools to Support
Sustainability
In 2024, the City strengthened its planning
framework to align with the ISDS. Through Official
Plan Amendment 23-005/P, Council required all new
development to meet ISDS criteria. Updates to the
draft Zoning By-law introduced definitions for green
roofs, solar structures, and bike parking, and
removed height barriers for green roof parapets,
supporting more efficient, climate-resilient
development.
Continued Rollout of the Integrated
Sustainable Design Standards
Adopted by Council in 2022, the Integrated
Sustainable Design Standards (ISDS) replaced the
2007 Sustainable Design Guidelines. Since then it
has provided a framework to embed best practices
into development projects, subject to Provincial
legislative requirements, as may be amended from
time-to-time. The ISDS is grounded in seven core
principles including education, energy & resilience,
neighbourhood, land & nature, transportation,
waste management, and water. This approach helps
the City to encourage innovative sustainable design,
technology, and construction practices in the
community. 17
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Using the ISDS to Help with Green
Building Certifications
The ISDS checklist helps new developments in
Pickering meet major green building
certifications across Canada by promoting
energy efficiency, water conservation, and
resilient design early in the planning process.
This streamlines certification for projects such as
an office building and warehouse along Bayly
Street pursuing Building Owners and Managers
Association Building Environmental Standards
(BOMA BEST) certification through energy-
efficient design and renewable systems.
Similarly, Mattamy’s Seaton Whitevale
development is targeting Canadian Home
Builders’ Association (CHBA) Net Zero Ready
certification by incorporating heat pumps,
energy recovery ventilators, and solar-ready
wiring.
ISDS supporting certifications such as:
BOMA BEST
Canada Green Building Council Zero Carbon
Certification (CaGBC Zero)
Leadership in Energy and Environmental
Design Canada (LEED Canada)
EnerGuide Rating System by Natural
Resources Canada
CBHA Net Zero Home Labelling Program
Home Energy Rating System (HERS) and
HERS H2O
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Green Builder Award Category
Introduced in 2024, as part of the Civic Awards
program, the Green Builder Award celebrates
development projects that show outstanding
commitment to sustainable design, energy
efficiency, and environmental innovation. The
award will help highlight those who lead by
example, helping to advance green building
practices and align new development with the
City’s sustainability objectives.
2024 Tree Protection By-law Update
In 2024, the City adopted Tree Protection By-law
No. 8073/24 to better preserve Pickering’s urban
tree canopy and protect environmentally sensitive
areas. The updated by-law includes improved
definitions, revised permit processes, and updated
fees and fines, making it easier to enforce. It
prohibits the injury, destruction, or removal of
trees 2.5 centimetres or more in diameter within
designated Tree Protection Areas without a permit.
Ontario Stakeholder Council Durham Event
In 2024, the Ontario Stakeholder Council hosted a
regional event in Pickering focused on retrofitting
existing buildings for climate resiliency. With over
80 attendees, the session featured insights from
Sustainable Buildings Canada, the Institute for
Catastrophic Loss Reduction, and the Independent
Electricity System Operator on energy-efficient
upgrades and resilient design strategies. Breakout
discussions explored municipal tools like
Community Improvement Plans and engaging
stakeholders in established subdivisions to support
retrofits.
“Recognized by the Globe and Mail as one of the ‘Most Livable Cities in Canada,’ Pickering is developing a
strong reputation as a preferred destination for both
new residents and businesses alike.“
Mayor Kevin Ashe
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In 2025, the City of Pickering will continue its longstanding commitment to create
a more sustainable community. Join us on the journey to become one of the most
sustainable cities in Canada. There are many fun and inspiring ways to make
Pickering a better place socially, environmentally, and economically.
To learn how you can get involved, visit: pickering.ca/sustainable.
We welcome your feedback. Please contact the City's Sustainability staff at sustainability@pickering.ca
Alternate formats available upon request at 905.683.7575 customercare@pickering.ca
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