HomeMy WebLinkAboutJuly 15, 2025 - Special Council
Addendum
Special Council
Meeting Agenda
Electronic Meeting
July 15, 2025 - 02:00 PM
Chair: Mayor Ashe
Please be advised that in accordance with Section 10.04 of the Procedure By-law, the City of
Pickering is holding Council and Committee Meetings in an electronic format until further
notice.
Members of the public may observe the meeting proceedings by viewing the livestream on
the HTML Agenda or the archived video available on the City's website.
How to Participate
Individuals looking to make a verbal delegation for items listed under Section 6 of the agenda
may do so in accordance with the City’s Procedure By-law. In lieu of a verbal delegation,
individuals may also submit written comments to clerks@pickering.ca. To register as a
Delegation, please submit a Delegation Request Form by visiting pickering.ca/meetings.
Please note that matters marked with an asterisk (*) have been amended or added.
For inquiries related to accessibility, please contact Legislative Services
Phone: 905.420.4611 | Email: clerks@pickering.ca
Call to Order/Roll Call
Disclosure of Interest
In Camera Matters
Matters to be discussed relate to the following provisions under Section 239(2) of the
Municipal Act:
(c) a proposed or pending acquisition or disposition of land by the municipality or
local board (Item 3.4);
1.
2.
3.
(e) litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board (Item 3.2);
(f) advice that is subject to solicitor-client privilege, including communications
necessary for that purpose (Items 3.1, 3.2, 3.3, and 3.4);
(i) a trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice significantly the competitive
position or interfere significantly with the contractual or other negotiations of a
person, group of persons, or organization (Item 3.1);
(j) a trade secret or scientific, technical, commercial or financial information that
belongs to the municipality or local board and has monetary value or potential
monetary value (Item 3.1 and 3.3); and,
(k) a position, plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board (Item
3.1, 3.3, and 3.4).
Chief Administrative Officer, Confidential Report CAO 13-25
Re: Potential Divestiture of City of Pickering’s Interest in Elexicon Corporation
& Next Steps
Consultant Delegation:
J. Mark Rodger, Partner, Borden Ladner Gervais LLP and Usman Ejaz,
Director, Infrastructure & Real Estate, Deloitte (Available for questions if
needed)
(Confidential attachment provided under separate cover)
Confidential Memorandum from the Director, City Development &
CBO and the Director, Corporate Services & City Solicitor
Re: Appeal by Tribute (Brookdale) Limited of Failure to Make a Decision on
applications for Official Plan Amendment and Zoning By-law Amendment
Property Address: 1101A, 1105 and 1163 Kingston Road
City File Numbers: OPA 24-002/P and A 02/24
OLT Case Numbers: OLT-25-000437 and OLT-25-000438
3.1
3.2
Addendum Special Council Meeting Agenda
July 15, 2025
- 2 -
*Consultant Delegation:
Quinto Annibale, Partner and J. Mark Joblin, Partner, Loopstra Nixon LLP
(Available for questions if needed)
(Confidential attachment provided under separate cover)
Chief Administrative Officer, Confidential Report CAO 12-25
Cost Contribution Agreement for the Notion Road/Squires Beach Road
Overpass Project
(Confidential attachment provided under separate cover)
Confidential Memorandum from the Director, Corporate Services
& City Solicitor
Re: Director, Corporate Services & City Solicitor, Report LEG 06-25
Expropriation of Lands Required for the Construction of a New Fire Station at
1521 Bayly Street, Pickering
(Confidential attachment provided under separate cover)
Confidential Special Council - Public Report
Delegations
Matt Bentley, Pickering Resident
Re: Report CLK 03-25
2025 Ward Boundary Review
Re-evaluation Report from Watson & Associates Economists Ltd.
(Refer to Item 6.8)
Matters for Consideration
Director, Corporate Services & City Solicitor, Report LEG 06-25 Page 9
Expropriation of Lands Required for the Construction of a New Fire Station at
3.3
3.4
4.
5.
*5.1
6.
6.1
Addendum Special Council Meeting Agenda
July 15, 2025
- 3 -
1521 Bayly Street, Pickering
Recommendation:
That the total cost of the expropriation as determined by the Expropriations
Act (Ontario) and as detailed in the Confidential Memo to Council dated July
15, 2025 be approved;
1.
That the Director, Finance & Treasurer be authorized to finance the total
acquisition costs asset out in the Director, Corporate Services & City
Solicitor’s Confidential Memo dated July 15, 2025 from the Casino Reserve
(408037); and,
2.
That appropriate City of Pickering officials be authorized to take the actions
necessary to implement the recommendations in this report.
3.
Director, Community Services, Report CS 18-25 Page 21
Consulting Services for Design of New Fire Hall (Replacement of Fire Station
#5) RFP2025-7
Recommendation:
That Request for Proposal No. RFP2025-7 for Consulting Services for the
Design of a new Fire Hall (Replacement of Fire Station #5), as submitted by
ZAS Architects in the amount of $590,208 (net HST), be accepted;
1.
That the total gross project cost of $755,970 (HST included) for design and
associated costs, and the total net project cost of $680,774 (net HST) be
approved;
2.
That the Director, Finance & Treasurer be authorized to finance the net project
cost of $680,774 as approved in the 2020 and 2025 Capital Budgets and
funded from a transfer from a 10 Year Internal Loan and the Casino Reserve;
3.
That the Director, Community Services be authorized to execute the
OAA_600-2021-A_ V1.2_Contract with the above-mentioned consultant
pursuant to Request for Proposal No. RFP2025-7; and,
4.
That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in the report.
5.
Director, Community Services, Report CS 19-25 Page 25
Licence Agreement for Pro Shop Services at Don Beer Arena
Recommendation:
6.2
6.3
Addendum Special Council Meeting Agenda
July 15, 2025
- 4 -
That the Mayor and City Clerk be authorized to execute the Don Beer Arena
Pro Shop Licence Agreement set out in Attachment 1 to which XPRT
Marketing & Promotions will be permitted to operate the Don Beer Arena Pro
Shop for a two year term beginning September 1, 2025 and ending April 30,
2027, subject to minor revisions acceptable to 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, Community Services, Report CS 20-25 Page 35
Consulting Services for the Cultural Strategic Plan, Museum Strategic Plan
and Public Art Plan
Recommendation:
That RFP2025-2 for Consulting Services for the Cultural Strategic Plan,
Museum Strategic Plan and Public Art Plan submitted by Patricia Huntsman
Culture + Communication in the amount of $164,850.00 (net HST) or
$186,280.50 (HST included) be accepted;
1.
That the Director, Community Services be authorized to execute the Form of
Agreement with the above mentioned consultant pursuant to Request for
Proposal No. RFP2025-2;
2.
That the Director, Finance & Treasurer be authorized to finance the net project
cost of $167,752.00 to be funded from Property Taxes as approved in the
2025 Current Budget; and,
3.
That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in the report.
4.
Director, Community Services, Report CS 21-25 Page 39
Council Chambers Renovation
Tender No. T2025-5
Recommendation:
That the bid submitted by Century Group Inc. in response to Request for
Tender No. T2025-5 for the Council Chambers Renovation located in the
Pickering Civic Complex, in the amount of $2,874,451.00 (excluding HST) or
$3,248,129.63 (HST included) be accepted;
1.
That the bid submitted by AVI-SPL Canada Ltd. in response to Request for
Quote No. RFSQ2025-4 for the Council Chambers Audio Visual System
2.
6.4
6.5
Addendum Special Council Meeting Agenda
July 15, 2025
- 5 -
Replacement, in the amount of $485,041.91 (net HST) or $548,097.35 (HST
included) be accepted and assigned as a subcontract to tender T2025-5,
under the cash allowance included in that bid price;
That the total gross project cost of $3,666,230.00 (HST included), including
the amount of the tender, construction contingency, and other associated
costs, and the total net project cost of $3,301,554.00 (net HST) be approved;
3.
That the Director, Finance & Treasurer be authorized to finance the net project
cost of $3,301,554.00 to be funded as follows:
Rate Stabilization Reserve: $2,991,685.00•
Casino Reserve: $109,869.00•
CCBF (formerly Federal Gas Tax): $170,000.00•
Public Art Reserve: $30,000.00•
4.
That the Director, Community Services be authorized to execute the CCDC-2,
2020 Stipulated Price Contract with the above-mentioned contractor pursuant
to Request for Tender No. T2025-5;
5.
That the update regarding Public Art be received and the Mayor and City Clerk
be authorized to execute the Letter of Understanding between Dorsay James
and the City of Pickering as set out in Attachment 1, subject to minor revisions
acceptable to the Director, Community Services and the Director, Corporate
Services & City Solicitor; and,
6.
That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in the report.
7.
Director, City Infrastructure, Report INF 08-25 Page 61
The Esplanade South Asphalt Resurfacing & Municipal Parking Lot
Replacement
Request for Tender No. T2025-9
Recommendation:
That the bid submitted by IPAC Paving Limited in response to Request for
Tender No. T2025-9 for The Esplanade South Asphalt Resurfacing &
Municipal Parking Lot Replacement, in the amount of $649,280.09 (net HST)
or $720,996.95 (HST included), be accepted;
1.
That the total gross project cost of $960,090.00 (HST included), including the
tendered amount, engineering design, a contingency, and other associated
costs, and the total net project cost of $864,591.00 (net of HST rebate) be
approved;
2.
That the Director, Finance & Treasurer be authorized to finance the net project 3.
6.6
Addendum Special Council Meeting Agenda
July 15, 2025
- 6 -
cost of $864,591.00 as approved in the 2024 and 2025 Capital Budget as
follows:
That the sum of $282,376.00 to be funded from the CCBF Reserve Fund
for The Esplanade South Resurfacing as approved in the 2025 Capital
Budget;
a.
That the sum of $582,215.00 to be funded from the Rate Stabilization
Reserve Fund as approved in the 2024 Capital Budget for Municipal
Parking Lot Replacement; and,
b.
That the appropriate officials of City of Pickering officials be authorized to take
the necessary actions as indicated in this report.
4.
Director, Corporate Services & City Solicitor, Report IT 02-25 Page 66
Digital Transformation Implementation - Microsoft Dynamics 365 Customer
Relationship Management Solution
Request for Proposal No. RFP2025-12
Recommendation:
That the proposal submitted by Endeavour Solutions Inc. in response to
Request for Proposal No. RFP2025-12 for Digital Transformation
Implementation - Microsoft Dynamics 365 Customer Relationship
Management solution in the amount of $890,400.00 (net HST) or $988,750.00
(HST included) be accepted;
1.
That the total gross project cost of $988,750.00 (HST included) and the total
net project cost of $890,400.00 (net of HST rebate) be approved;
2.
That the Director, Finance & Treasurer be authorized to finance the total net
project cost of $890,400.00 from the previously approved 2023 Capital Budget
C.10405.2305 Digital Strategy and Website Refresh;
3.
That Council provide authorization to the Director, Corporate Services & City
Solicitor to proceed with procurement of required software licenses in
accordance with the Procurement Policy PUR 010 for a cost not to exceed to
$312,000 (net of HST) and this cost to be funded from 2023 Capital Budget C.
10405.2305 Digital Strategy and Website Refresh;
4.
That the Director, Corporate Services & City Solicitor be authorized to execute
the Form of Agreement with Endeavour Solutions Inc. pursuant to Request for
Proposal No. RFP2025-12; and,
5.
That the appropriate officials of City of Pickering officials be authorized to take
the actions necessary to implement the recommendations in this report.
6.
6.7
Addendum Special Council Meeting Agenda
July 15, 2025
- 7 -
Director, Corporate Services & City Solicitor, Report CLK 03-25 Page 76
2025 Ward Boundary Review
Re-evaluation Report from Watson & Associates Economists Ltd.
Consultant Delegation:
Josh Valenti, Manager, Watson & Associates Economists Ltd. and Dr. Robert
J. Williams
Recommendation:
That the 2025 Ward Boundary Review Re-evaluation Report, prepared by
Watson & Associates Economists Ltd. dated July 15, 2025, provided as
Attachment 1 to Report CLK 03-25, be received;
1.
That Final Option A, as outlined in the Ward Boundary Review Re-evaluation
Report, for the City of Pickering be approved;
2.
That the draft By-law included as Attachment 3 to this report be approved and
enacted;
3.
That staff be directed to present a Ward Boundary Review Policy for
Council’s consideration during the 2026-2030 Term of Council; and,
4.
That appropriate City of Pickering officials be authorized to take the actions
necessary to give effect to this report.
5.
By-laws
By-law 8196/25 Page 135
Being a by-law to change the ward boundaries in the City of Pickering. [Refer to
Item 6.8, Report CLK 03-25]
Confirmatory By-law
Adjournment
6.8
7.
7.1
8.
9.
Addendum Special Council Meeting Agenda
July 15, 2025
- 8 -
Report to Council
Report Number: LEG 06-25
Date: July 15, 2025
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Expropriation of lands required for the construction of a new Fire Station at 1521
Bayly Street, Pickering
File: L-4610-002-24
Recommendation:
1. That the total cost of the expropriation as determined by the Expropriations Act (Ontario)
and as detailed in the Confidential Memo to Council dated July 15, 2025 be approved;
2. That the Director, Finance & Treasurer be authorized to finance the total acquisition costs
asset out in the Director, Corporate Services & City Solicitor’s Confidential Memo dated
July 15, 2025 from the Casino Reserve (408037); and
3. That appropriate City of Pickering officials be authorized to take the actions necessary to
implement the recommendations in this report.
Executive Summary: The purpose of this report is to request Council’s approval of the
funding necessary to complete the expropriation of the property municipally known as 1521
Bayly Street, Pickering (the “Property”).
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 financial implications of this report will be considered by
Council In Camera and are set out in the Confidential Memo from the Director, Corporate
Services & City Solicitor dated July 15, 2025.
Discussion: The purpose of this report is to request Council’s approval of the funding
necessary to complete the expropriation of the Property.
The City is in the process of expropriating the Property for a new Fire Station to replace the
aging Fire Station No. 5.
Pursuant to Resolution #649/25 dated January 31, 2025 (as set out in report LEG 01-25), City
staff registered a Plan of Expropriation against title to the Property on March 11, 2025. Staff
then obtained an updated certified property appraisal to confirm the current fair market value of
- 9 -
LEG 06-25 July 15, 2025
Page 2
the Property, as required by the Expropriations Act (Ontario). The funding approval sought in
this report is consistent with the updated certified property appraisal.
Attachment:
1.Report LEG 01-25
Prepared/Endorsed By:
Paul Bigioni
Director, Corporate Services & City Solicitor
PB:ks
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By:
Original Signed By:
- 10 -
Report to
Council
Report Number: LEG 01-25
Date: January 27, 2025
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Expropriation of lands required for the construction of a new Fire Station at 1521
Bayly Street, Pickering
-File: L-4610-002-24
Recommendation:
1.That City Council, as approving authority under the Expropriations Act (the “Act”), hereby
approves the expropriation of lands (the “Property”) municipally known as 1521 Bayly
Street, Pickering and legally described as PCL BF 3-20-17, SEC Pickering, PT LT 20,
Range 3, Broken Front Concession in the Town of Pickering, in the Regional Municipality
of Durham, PT 2, 40R8748; Together with an Easement over Part Lot 20 Range 3
Broken Front Concession Part 3 Plan 40R8748 as in LT338352; City of Pickering,
deposited in the Land Registry Office on January 18, 2022, and further grants a
Certificate of Approval in respect thereof;
2.That the Expropriation By-law (Attachment 1) for the Property be enacted;
3.That the total cost of the expropriation as determined by the Act and as detailed in the
Confidential Memo to Council dated January 27, 2025 be approved, and that the Director
Finance & Treasurer be authorized to fund such costs by a transfer from the Casino
Reserve;
4.That City Council, as approving authority under the Act, hereby authorizes all steps
necessary to obtain title to the Property in accordance with the Act, including, but not
limited to, the preparation, registration and service of plans and forms;
5.That the Mayor and City Clerk are hereby granted the authority to sign any forms or plans
as may be required under the Act to give effect to Recommendation 3; and,
6.That appropriate City of Pickering officials be authorized to take the actions necessary to
implement the recommendations in this report.
Executive Summary: The purpose of this report is to proceed with the expropriation of
the Property for the purpose of constructing a new fire station to replace the existing, aging
Fire Station No. 5 located at 1618 Bayly Street. Enactment of the attached Expropriation By-
law and registration of an expropriation plan are required to expropriate the Property. If Council
adopts the above recommendations, the City is committed to acquiring the Property. The total
cost of acquiring the Property is then determined by the expropriation process.
-01:Jof-
Pl(KERJNG
Attachment 1 to Report LEG 06-25
- 11 -
LEG 01-25 January 27, 2025
Subject: Expropriation of lands required for the construction of a new Fire Station at 1521
Bayly Street, Pickering Page 2
Pursuant to Report LEG 02-24 dated June 24, 2024, Council authorized the service and
publication of a Notice of Application for Approval to Expropriate the Property (Resolution
#544/24). That notice was served, and no person having an interest in the Property responded.
As a result, it is now possible to proceed with an expropriation plan, take title to the property
and begin the determination of the compensation due from the City.
Relationship to the Pickering Strategic Plan: The recommendation in this report
responds to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe
& Healthy Community.
Financial Implications: The financial implications of this report will be considered by
Council In Camera, and are set out in a Confidential Memo from the Director, Corporate
Services & City Solicitor dated January 27, 2025.
Discussion: The purpose of this report is to seek approval for City staff to proceed with the
next steps in the expropriation of the Property municipally known as 1521 Bayly Street,
Pickering for a new fire station. The Reference Plan for the Property is set out in Attachment
2. A newly constructed fire station on the property will better serve the area, and is a more
fiscally sound decision than rebuilding on the existing site.
On June 24, 2024, through Resolution #544/24 City Council adopted the recommendations in
Report LEG 02-24 (Attachment 3) and granted authority to staff to serve and publish Notices of
Application for Approval to Expropriate the Property and to forward to the Ontario Land
Tribunal any requests for hearings received. These notices have been served and published
according to the Act. The required 30 day notice period has expired and no requests have
been made for a hearing of necessity on this proposed expropriation. The expropriation of the
Property can now proceed.
If Council approves the recommendations in this report, staff will proceed to have an
expropriation plan prepared by an Ontario Land Surveyor and registered in the Land Registry
Office, thus expropriating the Property. Once the expropriation plan has been registered, the
City will become the owner of the Property. The City will then be required to serve a Notice of
Expropriation on the former owner and complete an updated appraisal of the value of the
Property. Based on the results of the appraisal, the City must then make an Offer of
Compensation under s. 25 of the Act.
Despite the City owning the Property upon registration of the expropriation plan, possession is
not taken until 90 days have passed after the service of the Notices of Expropriation. Typically,
property owners accept the compensation without prejudice to their rights to claim additional
compensation under the Act. Such claims will then be resolved by means of the mediation and
hearing provisions of the Act.
- 12 -
LEG 01-25 January 27, 2025
Subject: Expropriation of lands required for the construction of a new Fire Station at 1521
Bayly Street, Pickering Page 3
If City Council gives its approval to expropriate, the attached draft Expropriation By-law
(Attachment 1) must be enacted to proceed.
Attachments:
1.Draft Expropriation By-law
2. Reference Plan showing the Property
3.Report LEG 02-24 dated June 24, 2024
Approved/Endorsed By:
Paul Bigioni
Director, Corporate Services & City Solicitor
Prepared By:
Original Signed By:
Adnan Naeem
Region of Durham Solicitor, Legal
Services Solicitor – City of Pickering
AN:ks
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By:
Original Signed By:
- 13 -
The Corporation of the City of Pickering
By-law No. XXXX/25
Being a by-law to expropriate all estate, right, title and interest
in PCL BF 3-20-17, SEC Pickering, PT LT 20, Range 3, Broken
Front Concession in the Town of Pickering, in the Regional
Municipality of Durham, PT 2, 40R8748; Together with an
Easement over Part Lot 20 Range 3 Broken Front Concession
Part 3 Plan 40R8748 as in LT338352; City of Pickering.
Whereas the Expropriations Act, R.S.O. 1990, c. E.26 requires an expropriating authority to
seek approval from its approving body to expropriate property.
Whereas under the Expropriations Act, The Corporation of the City of Pickering is an
expropriating body and the approving body is the Council of the City of Pickering.
Whereas the approval to expropriate is obtained by the Council of the City of Pickering’s
passing of the required expropriation by-law.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:
1.All estate, right, title and interest in the lands described as PCL BF 3-20-17, SEC
Pickering, PT LT 20, Range 3, Broken Front Concession in the Town of Pickering, in the
Regional Municipality of Durham, PT 2, 40R8748; Together with an Easement over Part
Lot 20 Range 3 Broken Front Concession Part 3 Plan 40R8748 as in LT338352; City of
Pickering, is hereby expropriated for the purposes of the proposed construction of a Fire
Station, and all related construction activities as ancillary to the construction.
2.City staff shall take all steps necessary to comply with the Expropriations Act, or cause
those steps to be taken, including, but not limited to,
a)the preparation of expropriation plans for the Mayor and the City Clerk to sign;
b)the registration of that plan in the land registry office;
c)the preparation of forms for the Mayor and the City Clerk to sign; and
d)service of those forms following registration of the expropriation plan.
3. The Mayor and City Clerk may sign any forms or plans as may be required under the
Expropriations Act to give effect to the expropriation.
Attachment 1 to Report LEG 01-25
- 14 -
By-law No. XXXX/25 Page 2
By-law passed this 27th day of January, 2025.
________________________________
Kevin Ashe, Mayor
________________________________
Susan Cassel, City Clerk
- 15 -
Attachment 2 to Report LEG 01-25
METRIC
DISTANCES SHOWN ON THIS
PLAN ARE IN METRES AND
CAN BE CONVERTED TO FEET
BY DIVIDING BY 0.3048
"' IIOH)
EXAMINER'S APPROVAL
APPROVED ~'i..JQ.,...L,j_\£. _
ad::~ ASST. EXAMINER OF SURVEYS
NT2°41' 30"E 66.116
PART 3
ARE'A • 0.0504 HA.
?ART ! , PLAN 40R-7'084
Lr);r
PART I
AREA• 1.5454 HA
PARCEL PICKERING a.F. 3~zv ~ i5
SECTION PICKERING
!.. .. ,,.,
"' ~
~~ --
,.\
~ ..
~
;~~~ ~O UMM Wl~~--"s----
L
'-. ~8JE::T TO CASEMEr>T
PLAN WR-82~ ::-.i ?AnCEL aF. 3-20-2
PART !
PARCEL B.F 3-20-2
-1 -~---1-
(lITU
X 46
I REQUIRE THIS PLAN TO BE
DEPOSITED UNDER THE LANO
TITLES ACT
PLAN 40R-2748
RECEIVED ANO DEPOSITED
,19B5
CAUTION: n-us PLAN IS NOT A PLAN OF SUBDIVISION WITHIN
THE MEANING OF THE PLANNING ACT.
SCHEDULE
LOT/ CONCESSION ALL OF PARCEL
PICKERING
LQT 20, RANGE 3,8RO<EN FRONT 00~. B.F. 3·20·15
SECTION PICKERING
PLAN OF SURVEY OF
PART OF LOT 20, RANGE 3
BROKEN FRONT CONCESSION
TOWN OF PICKERING
REGIONAL MUNICIPALITY OF DURHAM
(FORMERLY TOWNSHIP OF PICKERING,COUNTY OF ONTARIO)
SCALE 1: 1000
R.I. BURTON O.LS.
1985
SURVEYOR'S CERTIFICATE
I CERTIFY THAT :
I. T HIS SURVEY ANO PLAN ARE CORRECT ANO IN ACCORDANCE WITH THE
SURVEYS ACT ANO THE LAND TITLES AND THE REGULATIONS MAJE . :;:-:::::;_ ·----~ ·""
DATF~L ¥ ,19B5 4~
RI RTON
ONTAR IO LANO SURVEYOR
LEGEND
■ OENOTES SURVEY MONUMENT FOUND
I a DENOTES tROIII e AR
SIB DENOTES STANDARD IRON BAR
C DENOTES SURVEY MONUMENT PLANTED
N.l, DENOTES NOT IDENTIFIABLE
NOTE
BEARINGS ARE ASTRONOMIC AND ARE REFERRED TO THE SOUTHERLY
LIMIT OF PART I, A CCORDING TO PLAN 40R -70B4 HAVING A BEARING OF
N72°4 1° JOME
MILLESSE a BURTON
SURVEYING LIMITED
ONTARIO LAND SURVEYORS
68 SHEPPARD AVE. WEST -WILLOWDALE
222-849B
l[f •I
BN84-27
0
10 12 - 16 -
Report to Council
Report Number: LEG 02-24
Date: June 24, 2024
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Expropriation of Lands Required for a New Fire Station
-1521 Bayly Street, Pickering
-File: L-4610-002-24
Recommendation:
1.That authority be granted to City of Pickering staff to initiate expropriation proceedings for
the acquisition of the property municipally known as 1521 Bayly Street, Pickering as
depicted in Attachment 1 for the purposes of building a new Fire Station;
2.That authority be granted to City of Pickering staff to serve and publish Notices of
Application for Approval to Expropriate the said property, and to forward to the Ontario
Land Tribunal any requests for hearing received, to attend the hearings to present the
City of Pickering’s position, and to present the Ontario Land Tribunal’s recommendations
to City Council for consideration;
3. That authority be granted to the City Clerk and the Mayor to execute such notices and
forms as may be statutorily mandated by the Expropriations Act, R.S.O. 1990, c. E.26 to
give effect to Recommendation 2 in this report, including the Notices of Application of
Approval to Expropriate; and
4.That appropriate City of Pickering officials be authorized to take the actions necessary to
implement the recommendations in this report.
Executive Summary: The purpose of this report is to obtain approval to expropriate the
property municipally known as 1521 Bayly Street, Pickering (the “Property”) for a new Fire
Station. Approval of the Recommendations in this report will enable staff to commence the
expropriation process, with a subsequent report to Council to be presented before finalization
of the expropriation by registration of a Plan of Expropriation.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community.
Attachment 3 to Report LEG 01-25
-~of-
Pl(KERJNG
- 17 -
LEG 02-24 June 24, 2024
Subject: Expropriation of Lands Required for a New Fire Station Page 2
Financial Implications: Under the Expropriations Act R.S.O. 1990, c. E.26, the City is
obligated to determine the fair market value of the Property. Fair market value is determined by
the completion of an Appraisal Report in accordance with AACI (Accredited Appraiser
Canadian Institute) certified standards. The City of Pickering has completed an initial appraisal
for the required property.
Discussion: The purpose of this report is to obtain approval to expropriate the property
municipally known as 1521 Bayly Street, Pickering (the “Property”) for a new Fire Station. Fire
Station 5 is located at 1616 Bayly Street, and was originally constructed in 1969. It served as
one of two fire halls in the old Town of Pickering. It has undergone several renovations and
additions over the years and is now at the end of its life due to structural issues. Operations
Department staff have determined that the City cannot build a new Fire Station on the existing
site while keeping the existing Station in operation. Operations staff also considered another
approach of setting up a temporary Fire Station in a nearby location while demolishing the
existing Station and rebuilding on the same site. It has been determined that this approach
would be prohibitively costly.
An exhaustive search for a new location was conducted by the Fire Services and Economic
Development Departments. There are few options available for a new location within Station
5’s response area. Ultimately, City staff identified the Property at 1521 Bayly Street as an ideal
new location for Fire Station 5.
The Property consists of 0.83 acres of employment land at the southeast corner of Bayly
Street and Sandy Beach Road, as shown on Attachment 1 to this report. The Property, which
is currently vacant, is located approximately 400 meters from the existing location of Fire
Station 5.
The City of Pickering has commissioned an appraisal report to determine the fair market value
of the Property. Efforts to negotiate the terms of an amicable purchase from the landowner
have failed. Because an agreement could not be reached with the Property owner, the City
needs to expropriate the Property, so that design and construction of the new Fire Station can
begin. City staff will continue to negotiate with the landowner for the voluntary purchase of the
site even after the commencement of expropriation proceedings.
Should Council approve the Recommendations in this report, City staff will proceed with
service of a Notice of Application for Approval to Expropriate, and will seek further authority
from Council (in a subsequent report) to complete the expropriation by enacting an
Expropriation By-law and Registering a Plan of Expropriation. Upon registration of a Plan of
Expropriation, the City will become the owner of the Property.
Attachment:
1. Location Map of 1521 Bayly Street
- 18 -
LEG 02-24 June 24, 2024
Subject: Expropriation of Lands Required for a New Fire Station Page 3
Prepared/Approved/Endorsed By:
Paul Bigioni
Director, Corporate Services & City Solicitor
PB:ks
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
- 19 -
Attachment 1 to Report LEG 02-24
1521 Bayly Street Pickerirg, Ontario
- 20 -
Report to Council
Report Number: CS 18-25
Date: July 15, 2025
From: Laura Gibbs
D irector, Community Services
Subject: Consulting Services for Design of New Fire Hall (Replacement of Fire Station #5)
RFP2025-7
File: A-1440-001
Recommendation:
1. That Request for Proposal No. RFP2025-7 for Consulting Services for the Design of a
new Fire Hall (Replacement of Fire Station #5), as submitted by ZAS Architects in the
amount of $590,208 (net HST), be accepted;
2.That the total gross project cost of $755,970 (HST included) for design and associated
costs, and the total net project cost of $680,774 (net HST) be approved;
3.That the Director, Finance & Treasurer be authorized to finance the net project cost of
$680,774 as approved in the 2020 and 2025 Capital Budgets and funded from a transfer
from a 10 Year Internal Loan and the Casino Reserve;
4.That the Director, Community Services be authorized to execute the OAA_600-2021-A_
V1.2_Contract with the above-mentioned consultant pursuant to Request for Proposal
No. RFP2025-7; and,
5.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in the report.
Executive Summary: The purpose of this report is to award professional consulting
services required for the design and associated costs required for the subsequent construction
of a new Fire Hall on the property located at 1521 Bayly Street, to replace the existing Fire
Station #5. The new site is located at the southeast corner of Bayly Street and Sandy Beach
Road.
The existing Fire Station #5 located at 1616 Bayly Street was originally constructed in 1969
and is reaching the end of its serviceable life. A new two-storey, two-bay, fire station with
matching operating capacity is being proposed to replace the existing facility, which has to be
located in accordance with response time requirements to maintain existing levels of service
for the surrounding areas. Building on a different site also ensures that the existing fire station
can continue to operate until it is complete, avoiding any interim impact to fire service
coverage.
Request for Proposal No. RFP2025-7 was advertised on the City’s bids&tenders portal on
March 26, 2025, and closed on April 28, 2025. Ten proposals were submitted.
- 21 -
CS 18-25 July 15, 2025
Page 2
The Evaluation Committee, consisting of staff from Community Services and Fire Services,
reviewed and evaluated submitted proposals based on each proponent ’s experience and
qualifications, similar or related projects, understanding of the project, and pricing.
A ll required pre-conditions of award have been received, reviewed and approved. The top
ranked proposal submitted by ZAS Architects, in the amount of $590,208 (net HST), is
recommended for approval. The total gross project cost is estimated to be $755,970, and the
total net project cost is estimated at $680,774 (net HST).
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:
1. RFP Amount
RFP2025-7 $580,000.00
HST (13%) 75,400.00
Total Gross Project Cost $655,400.00
2. Estimated Project Costing Summary
RFP2025-7 $580,000.00
Permits & Approvals 20,000.00
Contingency 69,000.00
Total Project Cost $669,000.00
HST (13%) 86,970.00
Total Gross Project Costs $755,970.00
HST Rebate (11.24%) (75,196.00)
Total Net Project Cost $680,774.00
3. Approved Source of Funds – Operations Capital Budget
Approved
Code
Source of
Funds
Approved
Budget YTD Actuals +
Commitments
Balance
available
Funds
Required
C10700.2009
(2020)
Internal
Loan
$465,000.00 $63,176.36 $401,823.64 $180,774.00
C10700.2009
(2025)
Casino
Reserve
$500,000.00 $0.00 $500,000.00 $500,000.00
Total Funds $965,000.00 $63,176.36 $901,823.64 $680,774.00
- 22 -
CS 18-25 July 15, 2025
Page 3
Discussion: The purpose of this report is to award professional consulting services
required for the design and associated work required for the subsequent construction of a new
fire station on the property located at 1521 Bayly Street. The existing Fire Station #5, located
at 1616 Bayly Street, is reaching the end of serviceable life.
A new two-storey fire station with two-bay tandem vehicle garage will be needed to maintain
existing vehicle capacity. This size apparatus bay allows for up to four vehicles to be housed
on site. Living and sleeping accommodations for up to eight fire suppression staff , two crews of
four, will be provided.
The property was selected due to its proximity to current Fire Station #5, as it must service the
same geographic area and maintain relative response time targets. Override controls will be
required on the nearby intersection at Sandy Beach Road and Bayly Street. Vehicular access
off Sandy Beach Road is preferred, to avoid the challenges of access onto a main arterial road
and suits the orientation of the property.
The new facility will be designed as a sustainable building, striving to achieve Canada Green
Building Council Zero Carbon Building Design Certification, as well as compliance with the
objectives of the City’s 2024-2029 Corporate Energy Management Plan. Consideration of
Energy Use Intensity and Greenhouse Gas Intensity targets and climate change resiliency will
feature prominently.
Design work must commence immediately to maintain a tentative schedule that would see
construction awarded and commencing in 2026. The existing Fire Station #5 will remain fully
operational until construction of the new facility is complete, avoiding any disruptions to
existing levels of service.
Request for Proposal No. RFP2025-7 was advertised on the City’s bids&tenders portal on
March 26, 2025, and closed on April 28, 2025. Ten proposals were submitted. The Evaluation
Committee, consisting of staff from Community Services and Fire Services, reviewed and
evaluated submitted proposals based on each proponent’s experience and qualifications,
similar or related projects, understanding of the project, and pricing.
All required pre-conditions of award have been received, reviewed and approved. The top
ranked proposal submitted by ZAS Architects, in the amount of $590,208 (net HST), is
recommended for approval. The total gross project cost is estimated to be $755,970, and the
total net project cost is estimated at $680,774 (net HST).
Attachment: None
Project Cost under (over) approved funds by
$221,049.64
- 23 -
CS 18-25 July 15, 2025
Page 4
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 By
Stephen Boyd
Fire Chief
Original Signed By
Laura Gibbs, MBA, MSc.
Director, Community Services
Original Signed By
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
LG :vp
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 24 -
Report to Council
Report Number: CS 19-25
Date: July 15, 2025
From: Laura Gibbs
Director, Community Services
Subject: Licence Agreement for Pro Shop Services at Don Beer Arena
File: A-1440-001
Recommendation:
1. That the Mayor and City Clerk be authorized to execute the Don Beer Arena Pro Shop
Licence Agreement set out in Attachment 1 to which XPRT Marketing & Promotions will
be permitted to operate the Don Beer Arena Pro Shop for a two year term beginning
September 1, 2025 and ending April 30, 2027, subject to minor revisions acceptable to
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 purpose of this report is to renew the licence agreement
between the City of Pickering and XPRT Marketing & Promotions for two years. Section 06.12
of the Purchasing Policy (PUR 101) requires that revenue generating proposals for services
are subject to the approval of Council prior to the Manager awarding the contract.
The Don Beer Arena Pro Shop License Agreement (Attachment 1) is for a two-year term
beginning September 1, 2025 and ending April 30, 2027 (8 months per term , for a total of 16
months). Under the terms of the Arena Pro Shop License Agreement, XPRT Marketing &
Promotions is responsible for operating the Pro Shop at Don Beer Arena for the purpose of
selling items and services related to ice hockey, skating, figure skating and ringette. The Don
Beer Arena Pro Shop will operate every day, Monday to Friday from 5:00 pm to 9:00 pm and
Saturday to Sunday from 8:00 am to 6:00 pm , or extended hours as required to support
tournaments and events.
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: Yearly fees of $4,000 (plus HST) will be paid in eight equal
payments of $500 plus HST at the first of each month made payable to the City of Pickering
from September 1 to April 30 each year for the period 2025 to 2027 inclusive. The total
revenue over the two-year term of the licence agreement will be $8,000 (plus HST).
The rental revenue generated during the former three-year term of the Arena Pro Shop
Licence Agreement from September 1, 2022 to April 30, 2025 was $12,000 (plus HST).
- 25 -
CS 19-25 July 15, 2025
Page 2
Therefore, rental revenue will remain consistent ov er the next two-year term of licence
agreement.
Discussion: The purpose of this report is to seek approval for a two-year renewal of the
Arena Pro Shop License Agreement permitting XPRT Marketing & Promotions to operate the
Don Beer Arena Pro Shop.
1. XPRT Marketing & Promotions was selected through a competitive process.
The previous Arena Pro Shop License Agreement permitting XPRT Marketing &
Promotions to operate the Don Beer Arena Pro Shop expired on April 30, 2022. As a result,
Quotation No. Q2022-13 was posted on the City’s website in spring, 2022 inviting
prospective proponents to submit proposals for the operation of a Pro Shop at Don Beer
Arena. Based on a competitive process, XPRT Marketing & Promotions was awarded the
pro shop operation on a three-year term from September 2022 to April 2025 with an
optional two-year renewal available, for the same terms of the agreement.
2. XPRT Marketing & Promotions has been providing Pro Shop services to the
satisfaction of the City
XPRT Marketing & Promotions has been providing Pro Shop services at Don Beer Arena
since September 2006. The Arena Pro Shop License Agreement was for a three-year term
from September 1, 2022 to April 30, 2025 inclusive (8 months per term, for a total of 24
months) with an option to renew the agreement on the same terms and conditions for two
additional eight month term s being September 1, 2025 to April 30, 2026 and September 1,
2026 to April 30, 2027 (for a total of 16 months). Under the terms of the Arena Pro Shop
License Agreement, XPRT Marketing & Promotions is responsible to operate the Pro Shop
for the purpose of selling items and services related to ice hockey, skating, figure skating
and ringette. The Pro Shop will operate everyday Monday to Friday from 5 pm to 9 pm and
Saturday to Sunday from 8 am to 6 pm , and extended hours as required to support
tournaments and events.
3. XPRT Marketing & Promotions provides valuable services to Pickering residents
and sports organizations
The Pro Shop is located on the first floor within the Don Beer Arena and provides much
needed services to the users of the facility. The Pro Shop sharpens skates, silk screens
and embroiders jerseys, conducts skate and equipment repairs, and sells ice sports
merchandise (e.g., sports tape, skate laces, ringette rings).
The services and products offered at the Pro Shop enhance the operation of Don Beer
Arena as a full-service destination and is appreciated by the ice sport user groups using the
facility.
In conjunction with staff’s review of the company’s previous work experience with the City
of Pickering, staff recommend that the Arena Pro Shop License Agreement set out in
Attachment 1 be initiated with XPRT Marketing & Promotions to operate the Don Beer
- 26 -
CS 19-25 July 15, 2025
Page 3
Arena Pro Shop for an additional two-year term beginning September 1, 2025 and ending
April 30, 2027.
Attachment:
1.Don Beer Arena Pro Shop Licenc e Agreement
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Suzanne Moore Laura Gibbs, MBA, MSc.
Supervisor, Community Services Administration Director, Community Services
LG :sm
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 27 -
Attachment 1 to Report CS 19-25
Licence Agreement
This Licence Agreement is made as of September 1st 2025.
Between:
XPRT Marketing & Promotions
(the “Operator”)
and
The Corporation of the City of Pickering
(the "City")
Whereas the City is the owner of the Don Beer Arena located at 940 Dillingham
Road, Pickering, Ontario, L1W 1Z6 (the “Arena”);
And Whereas the City is prepared to grant the Operator a licence to operate the
Pro Shop;
Now therefore the parties agree as follows:
Definitions
1.In this Agreement,
(a)“Arena Pro Shop” means the facility located in the Arena for the
operation of the Services as hereinafter defined;
(b)“Director” means the Director of the City's Community Services
Department or a designate;
(c)“Services” means the supply, rent or sale of items and services
relating to ice hockey, skating, figure skating, and ringette; and
(d)“Term” means the term of this Agreement, as set out in Section 2.
Term
2. (1) The City grants to the Operator a licence to operate the Services in the
Arena Pro Shop for the periods beginning September 1, 2025 and ending
April 30, 2026 and from September 1, 2026 until April 30, 2027 (16
months total). The Operator shall provide the Services only during the
months of September to April, both inclusive, during each term. The
Operator shall not be permitted to sell any products sold in the snack bar
concession located in the Arena.
- 28 -
(2) Either the Operator or the City may terminate this Agreement prior to its
expiry date by providing ninety (90) days’ written notice to the other.
Fees
3.1 The Operator shall pay to the City monthly installments of $500.00 plus
HST on the first day of each month in the amount of:
(a) September 1, 2025 ending April 30, 2026, for a total of $4,520.00
inclusive of HST.
(b) September 1, 2026 ending April 30, 2027, for a total of $4,520.00
inclusive of HST.
3.2 Prior to the commencement of the term the Operator shall provide the City with
eight (8) months of post-dated cheques followed by a further series of 8 monthly
cheques prior to September 1, 2026. If the Operator fails to pay any of the
monthly installments the City will notify the Operator of the default and if the
default in payment is not remedied within 15 days of the Operator being notified
the City may terminate this agreement effective immediately.
Operation
4. (1) The Operator shall operate the Services during the term, seven days per
week, between:
(a) 5:00 pm and 9:00 pm Monday through Friday; and
(b) 8:00 am and 6:00 pm Saturdays and Sundays, or as needed to support
tournaments and events, and subject to closing for statutory holidays
or any other reasons, only with the prior written approval of the
Director.
(2) In no event shall the Arena Pro Shop be open before 7:00 am or after 11:00
pm on any day.
(3) The Operator shall supply all equipment required for the operation of the
Services at its expense.
(4) The City shall provide heat and electrical power for the operation of the
Arena Pro Shop at its expense.
(5) The Operator shall pay all realty, business or other taxes or rates that may
be levied against the lands upon which the Arena is located, against the
Arena Pro Shop or as a result of the Services.
- 29 -
(6) The Operator shall comply with all reasonable standards set by the Director
for the operation and maintenance of the Arena Pro Shop, in keeping with
the standards set for the operation and maintenance of the Arena.
(7) The Operator shall not alter any part of the Arena Pro Shop, nor install any
fixtures thereto without the prior permission in writing of the Director.
(8) The Operator shall comply with all applicable statutes, laws, by -laws and
regulations, whether federal, provincial, municipal or otherwise at any time
in effect during the term of the agreement.
(9) The Operator shall maintain the Arena Pro Shop in a safe, clean and neat
condition and shall maintain all equipment used in providing the Services in
good repair.
(10) The Operator shall operate the Services in a proficient way and shall
employ trained and courteous staff.
Insurance
5. Prior to occupying the Arena Pro Shop, the Operator, at its own expense, shall
provide,
(a) comprehensive general public liability insurance, identifying the City
as an additional insured, including coverage for personal injury,
contractual liability, tenant’s legal liability, non-owned automobile
liability, death and property damage, on an occur rence basis with
respect to the business carried on at the Arena Pro Shop and The
Operators’ use and occupancy of the Arena Pro Shop, with
coverage for any one occurrence or claim of not less than
$2,000,000 CAD, which insurance shall protect the City in respect
of claims by The Operators and Third Parties as if the City was
separately insured;
(b) All risk property insurance coverage for all equipment, furniture and
property owned by the Operator while occupying the Arena Pro
Shop;
(c) the Operator shall provide proof of automobile insurance for all
vehicles used for the purpose of any works arising out of the
occupation of the Arena Pro Shop; and
(d) a certificate of insurance coverage in a form satisfactory to the City,
prior to the Operator occupying the Arena Pro Shop, which
insurance coverage shall be kept in full f orce and effect throughout
the term .
- 30 -
6. The Operator shall not do or omit or permit to be done anything which causes
any insurance premium of the City to be increased, and if any insurance premium
shall be so increased, the Operator shall pay to the City forthwith upon demand
the amount of such increase. If notice of cancellation or lapse shall be given
respecting any insurance policy of the City or if any insurance policy shall be
cancelled or refused to be renewed by an insurer by reason of the use or
occupation of the Arena Pro Shop, the Oper ator shall forthwith remedy or rectify
such use or occupation upon being requested to do so in writing by the City and
if shall fail to do so the City may, at its option, terminate this Agreement forthwith
by notice to the Operator and the Operator shall immediately vacate the Arena
Pro Shop.
Liability of the City
7. The City shall not be liable to the Operator for any loss of or damage to the
Arena Pro Shop or any equipment or inventory contained therein, whether
caused by fire, theft, burglary or otherwise, unless such loss or damage was
caused by the negligence of the City, its servants, agents or employees.
8. The Operator shall indemnify the City and each of its servants, employees and
agents from and against all actions, suits, claims and demands which may be
brought against any of them, and from and against all losses, costs, charges,
damages and expenses which may be sustained by any of them as a result of
the use and occupation of the Arena Pro Shop by the Operator or those persons
for who the Operator is responsible at law.
Default
9. If at any time the Operator is in default in the performance of any of the
obligations under this Agreement and such default continues for fifteen (15) days
after the receipt by the Operator of notice from the Director setting out the
particulars of such default, the City shall have the right to terminate this
Agreement forthwith, and thereupon all the rights of the Operator under this
Agreement shall immediately cease and the City shall not be liable for payment
to the Operator of any moneys whatsoever by reason of such termination.
10. If any outstanding fees are not paid as required by this Agreement, the City shall
be entitled to retain and dispose of any equipment installed in the Arena Pro
Shop to satisfy the outstanding fees and the costs of collecting them.
11. Notwithstanding the termination of this Agreement, the provisions of Section 8
shall continue to bind the Operator, and the Operator shall continue to be
obligated to pay to the City all monies due to the City.
- 31 -
General
12. The Director or designate shall have the right to enter the Arena Pro Shop at any
time for any reason, provided all reasonable efforts are made to minimize any
disruption to the Operator’s use of the Arena Pro Shop.
13. The Operator shall not exhibit or allow to be exhibited in the Arena Pro Shop any
sign, notice, notice board, painting, design or advertisement without the prior
consent of the Director.
14. This Agreement shall not be assignable by the Operator without the consent of
the City, which consent may be arbitrarily refused.
15. This Agreement shall inure to the benefit of and be binding upon the parties and
their respective successors and permitted assigns.
16. No amendment to this Agreement shall be effective unless it is in writing and
signed by both parties.
17. The Operator shall not sublet the management/services of the Pro Shop at any
time during this agreement.
18. (1) Any notice to the City under this Agreement shall be in writing and shall be
delivered to the following address:
Pickering Civic Complex
One The Esplanade
Pickering, Ontario
L1V 6K7
Attention: City Clerk
(2) Any notice to the Operators under this Agreement shall be in writing and
shall be delivered to the following address:
XPRT Marketing & Promotions
1161 Cedarcroft Crescent
Pickering, ON L1X 1R9
Attention: Bill Dawson
(3) Notice shall be sufficiently given if delivered in person or sent by
registered mail during normal business hours on a business day. Business
day shall mean Monday to Friday inclusive, excluding statutory holidays.
(4) Each notice sent shall be deemed to have been received on the day it was
delivered or on the third business day after it was mailed.
- 32 -
(5) The parties may change their address for notice by giving notice to the other
in the manner provided in this section.
- 33 -
IN WITNESS WHEREOF the parties have signed this Agreement.
XPRT Marketing & Promotions
____________________________________
Bill Dawson, Owner/Manager
The Corporation of the City of Pickering:
____________________________________
Kevin Ashe, Mayor
____________________________________
Susan Cassel, City Clerk
We have authority to bind the Corporation
- 34 -
Report to Council
Report Number: CS 20-25
Date: July 15, 2025
From: Laura Gibbs
Director, Community Services
Subject: Consulting Services for the Cultural Strategic Plan, Museum Strategic Plan and
Public Art Plan
File: A-1440-001
Recommendation:
1. That RFP2025-2 for Consulting Services for the Cultural Strategic Plan, Museum Strategic
Plan and Public Art Plan submitted by Patricia Huntsman Culture + Communication in the
amount of $164,850.00 (net HST) or $186,280.50 (HST included) be accepted;
2. That the Director, Community Services be authorized to execute the Form of Agreement
with the above mentioned consultant pursuant to Request for Proposal No. RFP2025-2;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$167,752.00 to be funded from Property Taxes as approved in the 2025 Current Budget;
and,
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in the report.
Executive Summary: The purpose of this report is to award Request for Proposal No.
RFP2025-2 for Consulting Services to develop the Cultural Strategic Plan (CSP), Museum
Strategic Plan (MSP) and Public Art Plan (PAP). As per the Purchasing Policy PUR 010, the
Manager may obtain consultant services above $50,000.00 with additional approval of Council.
The purpose of the project is the development of a new CSP, an MSP, and a PAP. The CSP
was completed by staff in 2014, the current MSP was developed by staff and the Pickering
M useum Village (PMV) Advisory Committee in 2018 and the PAP was developed by staff in
2023. Collectively these plans will guide the next decade (2026-2036) of Pickering’s arts,
culture, museum and public art programs and services. The strategic documents will articulate
a common vision and goals, provide recommendations, and action plans built on the
understanding that arts, culture, heritage and public art is fundamental to quality of life,
economic development, community vitality , and identity of place.
All pre-conditions of award requirements in accordance with the bid document have been
reviewed and approved. The top-ranked proposal submitted by Patricia Huntsman Culture +
Communication in the amount of $164,850.00 (net HST) or $186,280.25 (HST included) is
recommended for approval.
- 35 -
CS 20-25 July 15, 2025
Page 2
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community .
Financial Implications:
1.RFP Amount
RFP2025-2 $164,850.00
HST (13%)
T otal Gross RFP Cost
21,430.50
$186,280.50
2.Estimated Project Costing Summary
RFPQ2025-2 $164,850.00
HST (13%) 21,430.50
Total Gross Project Costs $186,280.50
HST Rebate (11.24%) (18,529.00)
Total Net Project Cost $167,752.00
3. Approved Source of Funds - Operating Budget
Approved Code Source of Funds Approved Budget Funds Required
502230.10200 Property Tax $180,000.00 $167,752.00
Under/(Over) Approved Funds $12,248.00
Discussion: The purpose of this report is to award Request for Proposal No. RFP2025-2 for
Consulting Services to develop the CSP, MSP and PAP.
1.The CSP, MSP and PAP will replace completed plans
The CSP sets a vision for the place of arts, culture and heritage in the City and identifies
strategic directions for policy, investment, partnerships and programs for 10 years, from 2014
to 2024. The MSP defines the Museum ’s vision, mission, and values, and identifies
recommended strategic goals to be accomplished by the end of 2023. The PAP identifies
zones for future public art projects and proposed new public art initiatives from 2023 to 2026.
After the c reation of these plans, the City introduced the first Corporate Strategic Plan, Equity
Diversity & Inclusion Strategy , and Digital Strategy. With the conclusion of the CSP, the MSP
- 36 -
CS 20-25 July 15, 2025
Page 3
and the PAP, it is time to refresh this suite of cultural plans, taking strategic directions, current
trends, and updated community engagement into account.
2.Pickering residents will be involved in shaping the next CSP, MSP and PAP plans
The development of these new plans will collectively guide the next decade (2026-2036) of
Pickering’s arts, culture, museum and public art programs and services. The development
process will include comprehensive community engagement including Open Houses, a
community survey, interviews with cultural leaders, input from Advisory Committees, and
engagement with residents and community organizations. When complete, the strategic
documents will articulate a common vision and goals, provide recommendations, and action
plans built on the understanding that arts, c ulture, heritage and public art are fundamental to
quality of life, economic development, community vitality and identity of place.
3.A competitive procurement process was undertaken to select the Consultant
RFP2025-2 was advertised on the City’s bids&tenders portal on May 23, 2025 and closed on
June 11, 2025. Nine companies submitted proposals for this project. In accordance with Item
2.5 Stage IV – Ranking and Contract Negotiations, all scores from Stage II and Stage III have
been added together, the proponents have been ranked based on their total scores, and the
top-ranked proponent, Patricia Huntsman Culture + Communication is the top-ranked
proponent.
Patricia Huntsman Culture + Communication has been operating since 2009 and offers
management, engagement, planning and communication services dedicated to building
communities through culture. Qualifications and combined expertise include strategic planning
for arts and culture, urban planning, research, public consultation and partnership, community
engagement, municipal event management, accessibility analysis, creative placemaking,
public art, programming, visitor experience, marketing and communications, tourism
management and economic development, capital planning, recreation & leisure planning,
cultural mapping, and policy development.
All pre-conditions of the award required in accordance with the bid document have been
reviewed and approved. The top-ranked response submitted by Patricia Huntsman Culture +
Communication in the amount of $164,850.00 (net HST) or $186,280.25 (HST included) is
recommended for approval.
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Krystal Roberts Laura Gibbs, MBA, MSc.
Manager, Cultural Services Director, Community Services
- 37 -
CS 20-25 July 15, 2025
Page 4
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
LG:kr
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 38 -
Report to Council
Report Number: CS 21-25
Date: July 15, 2025
From: Laura Gibbs
Director, Community Services
Subject: Council Chamber s Renovation
Tender No. T2025-5
File: A-1440
Recommendation:
1. That the bid submitted by Century Group Inc. in response to Request for Tender No.
T2025-5 for the Council Chambers Renovation located in the Pickering Civic Complex , in
the amount of $2,874,451.00 (excluding HST) or $3,248,129.63 (HST included) be
accepted;
2. That the bid submitted by AVI-SPL Canada Ltd. in response to Request for Quote No.
RFSQ2025-4 for the Council Chambers Audio Visual System Replacement, in the
amount of $485,041.91 (net HST) or $548,097.35 (HST included) be accepted and
assigned as a subcontract to tender T2025-5, under the cash allowance included in that
bid price;
3. That the total gross project cost of $3,666,230.00 (HST included), including the amount of
the tender, construction contingency, and other associated costs, and the total net project
cost of $3,301,554.00 (net HST) be approved;
4. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$3,301,554.00 to be funded as follows:
• Rate Stabilization Reserve $2,991,685.00
• Casino Reserve $109,869.00
• CCBF (formerly Federal Gas Tax) $170,000.00
• Public Art Reserve $30,000.00
5. That the Director, Community Services be authorized to execute the CCDC -2, 2020
Stipulated Price Contract with the above-mentioned contractor pursuant to Request for
Tender No. T2025-5;
6. That the update regarding Public Art be received and the Mayor and City Clerk be
authorized to execute the Letter of Understanding between Dorsay James and the City of
Pickering as set out in Attachment 1, subject to minor revisions acceptable to the
Director, Community Services and the Director, Corporate Services & City Solicitor; and,
7. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in the report.
- 39 -
CS 21-25 July 15, 2025
Page 2
Executive Summary: The purpose of this report is to award a construction contract and
related work for the Council Chambers Renovation, including HVAC improvements, provision
of public art, upgrades to the Main Committee Room and interconnecting spaces at the
Pickering Civic Complex located at One The Esplanade. Work includes overall improvements
to accessibility, security, acoustic performance, audio-visual systems, controls, electrical and
mechanical systems, millwork, finishes, and related systems and building elements.
Request for Tender No. T2025-5 was advertised on the City’s bids&tenders portal on March
27, 2025 and closed on May 13, 2025. This tender was issued only to pre-qualified proponents
per RFSQ2024-6. Five companies submitted bids for this project. Century Group Inc. is the
lowest compliant bidder at a value of $2,874,451.00 (excluding HST) or $3,248,129.63 (HST
included) and the total net project cost is estimated at $3,301,554.00 (net of HST rebate).
The audio-visual contractor was selected through a separate process that included an
evaluation of the proponents to ensure greater quality control. Request for Quote No.
RFSQ2025-4 for the Council Chambers Audio Visual System Replacement was advertised on
the bids&tenders portal on April 28, 2025, and closed on May 13, 2025. Eight companies
submitted bids for this project. Staff from Community Services (Facilities Management &
Construction) and Corporate Services (Information Technology), as well as audio-visual
consultants from the project design team were the evaluators. The highest ranked proponent is
AVI-SPL Canada Ltd. with a bid of $485,041.91 (excluding HST) or 548,097.35 (HST
included). This bid is within the cash allowance budget provided for in T2025-5 and requires no
additional funding.
Public Art is to be included in the Council Chamber s Renovation Project. The Public Art Project
– Art Sculpture in Pickering Council Chambers is reflected in the approved 2025 Current
Budget (Cultural Services 10207), to be funded from the public art reserve in the amount of
$30,000. As per Resolution #279/23, Council directed staff on September 25, 2023 to consult
with Pickering resident and internationally renowned sculptor Dorsey James to commission or
purchase one of his pieces to be included as part of the Council Chamber s renovation.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Corporate Key of Deliver on Good Governance – Customer
Service Excellence; and the Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy
Community .
Financial Implications:
1. Tender Amount
Tender T2025-5 $2,874,451.00
HST (13%) 373,678.63
Total Gross Tender Cost $3,248,129.63
- 40 -
CS 21-25 July 15, 2025
Page 3
2. Estimated Project Costing Summary
Tender T2025-5 $2,874,451.00
FF&E 120,000.00
Public Art 30,000.00
Contingency 220,000.00
Total Project Cost 3,244,451.00
HST (13%) 421,779.00
Total Gross Project Costs $3,666,230.00
HST Rebate (11.24%) (364,676.00)
Total Net Project Cost $3,301,554.00
3. Approved Source of Funds – Operations Capital Budget
Approved Code Source of Funds Funds Available Funds Required
C10240.2302 Rate Stabilization Reserve $2,994,092.00 $2,991,685.00
C10240.2302 Casino Reserve $109,869.00 $109,869.00
C10240.2302 CCBF (FGT) Oblg RF $170,000.00 $170,000.00
502520.10207.9710 Public Art Reserve $30,000.00 $30,000.00
Total $3,303,910.00 $3,301,554.00
This project will have some U.S. made components such audio-visual equipment, mechanical
materials/equipment and electrical materials/equipment. At this current time, it is unknown the
percentage of U .S. made goods/products relative to the bid price. The bid price supplied by the
vender includes all known tariffs/duties as of May 13, 2025.
Tender No.T2025-5 included $650,000.00 in cash allowances for the supply of security
equipment budgeted at $50,000.00 to ensure compatibility with existing City systems. The
remaining $600,000.00 is for the supply and installation of the audio-v isual systems included in
RFSQ2025-4. Tender No.T2025-5 closed before the results of RFSQ2025-4 would be known,
requiring a budget estimate to be carried. Unspent funds from the cash allowances will be
credited back to the City upon completion of the project.
Discussion: The purpose of this report is to award a construction contract and related
work for the renovation of the Council Chambers, including the replacement of the audio-visual
system and incorporation of Public Art.
Project Cost under (over) approved funds by
$2,356.00
- 41 -
CS 21-25 July 15, 2025
Page 4
A. Project Background
Originally opened in 1990, the Pickering Civic Complex was designed prior to the incorporation
of accessibility requirements in the Ontario Building Code and general adoption of digital
technology in the workplace. Ad hoc upgrades have been made to the Council Chambers over
time, but a full renovation has never been undertaken. Over time, various components of the
Council Chamber s have been replaced, such as the installation of LED display screens in
2021 to replace an aging projector and screen system that no longer met the visual technology
needs of the space. Ad hoc replacement to parts of the audio systems, including microphones,
speakers and control equipment, have resulted in an improvised system with parts dating from
different eras, some of which have become obsolete. One of the objectives of the Council
Chamber s Renovation project is to remove and completely replace all of these different
elements, wiping the slate clean to install a completely new and fully integrated audio-visual
suite, including broader elements such as lighting, privacy, security and digital communications
upgrades to better serve the needs of the City and its residents.
As the principal formal point of interaction between citizens and their elected officials, the
space is significantly out of sync with modern accessibility standards and requirements. Much
of the infrastructure and technology currently in use is also dated, with major systems
becoming obsolete, incompatible with newer models, and increasingly difficult to repair or
maintain. A new digital system will be provided as part of the renovation, to include: electronic
voting, pan and zoom cameras which focus on the active speaker(s), centralized delegation
control, and digital meeting management tools.
To ensure full accessibility, upgrades include infilling of the central seating bowl of the existing
Council Chambers in order to provide a uniform floor level matching that of the main lobby.
Existing millwork and built-in furniture will be removed and replaced with new fixed seating and
improved working surfaces suitable to the formal character and function of the space. This will
include and require complete replacement of all existing electrical and digital systems except
the two large overhead display screens installed in 2022.
Drum and dome interiors are especially difficult spaces to manage acoustically . The project
design included an acoustic study of the chamber s in order to ensure that the new sound
systems are properly specified and configured to meet its unique needs. Fixed and mobile
microphones supported by an array of different speakers layered throughout the renovated
chambers will be required to achieve the required performance.
Additional work will include replacement of key HVAC equipment serving the Council
Chambers that is also nearing end of life, as well as general upgrades and improvements to
finishes, wayfinding, camera systems, safety and security, IT infrastructure, assistive listening
technology, conversion to energy efficient LED lighting, incorporation of public art, introduction
of electronic voting systems, and other related systems and controls required to meet the
demands of a contemporary space fully incorporating hybrid and online meeting capabilities.
Secondary work includes the replacement of the enclosed glass corridor connecting the
administrative area of City Hall to the Council Chambers, which is at end of life. Acoustic
privacy upgrades will also be included in the Council Chambers in order to provide added
- 42 -
CS 21-25 July 15, 2025
Page 5
flexibility for their use during confidential meetings. All future confidential Council meetings are
intended to take place in the Council Chambers. Upgrades to the Main Committee Room are
primarily for increased acoustic separation in this municipal meeting space.
At the Council meeting on June 24, 2024, the design for the Council Chambers Renovation
was awarded to +VG Architects (Report OPS 15-24, Resolution #548/24). Final schematic
design options were presented to Council on November 4, 2024 (Report OPS 20-24
(Resolution #607/24). Public engagement in the form of digital surveys, social media posts and
a project web page offering project details with opportunities for comment were made available
in January and February of 2025, resulting in 215 page views, 13 completed surveys, 7 email
responses and 21 social media comments.
Staff also toured council chambers in Ajax, Whitby, Oshawa, Clarington and Durham Region to
obtain lessons learned from their counterparts, including technology solutions and procedural
considerations. Advice and feedback collected was subsequently incorporated into this project.
The Accessibility Advisory Committee reviewed the schematic design and provided feedback
on November 20, 2024, and again on January 15, 2025. A virtual model of the space was also
created to enable committee members and staff to experience the future space digitally with
the assistance of a virtual reality headset.
B. Construction Tender
Request for Tender No. T2025-5 was advertised on the City’s bids&tenders portal on March
27, 2025 and closed on May 13, 2025. This tender was issued only to pre-qualified proponents
per RFSQ2024-6. Five companies submitted bids for this project. Century Group Inc. is the
lowest compliant bidder at a value of $2,874,451.00 (excluding HST) or $3,248,129.63 (HST
included) and the total net project cost is estimated at $3,301,554.00 (net of HST rebate).
C. Audio-Visual Procurement
The audio-v isual contractor was selected through a separate process that included the
evaluation of the proponents to ensure greater quality control. Request for Quote No.
RFSQ 2025-4 for the Council Chamber s Audio Visual System Replacement. RFSQ2025-4 was
advertised on bids&tenders portal on April 28, 2025, and closed on May 13, 2025. Eight
companies submitted bids for this project. Staff from the City’s Community Services (Facilities
Management & Construction) and Corporate Services (Information Technology ) Departments,
as well as audio-visual consultants from the project design team were the evaluators. The
highest ranked proponent is AVI-SPL Canada Ltd. with a bid of $485,041.91 (excluding HST)
or 548,097.35 (HST included). This bid is within the cash allowance budget provided for in
T2025-5 and requires no additional funding.
D. Council Chambers Public Art
The Council Chambers Renovation project includes the commissioning of a permanent public
artwork. As per Resolution #279/23, Council directed staff to consult with Pickering resident
and internationally renowned sculptor Dorsey James, known for his carvings inspired by world
- 43 -
CS 21-25 July 15, 2025
Page 6
mythology, with the intention of commissioning or purchasing one of his pieces for inclusion in
the renovated Chambers. The cost of the artwork is not to exceed $30,000.00 and will be
funded from the Public Art Reserve.
City staff met with Dorsey James multiple times throughout 2024 and early 2025, both in
person and over the phone. These meetings focused on discussing the scope of the project,
the approach to community consultation, and the development of three potential designs. Mr.
James provided three art concepts for Council Chambers.
The three concepts were presented to the community for feedback in spring, 2025. Community
Engagement included:
• public vote for a preferred concept, listed on Let’s Talk Pickering, from May 22 to June
5, 2025
• in-person engagement by Mr. James at Artfest on May 24 and May 25, 2025. The
survey was promoted through the City’s social media channels and printed materials
distributed at the City of Pickering’s Artfest event. During the event, printed versions of
the concepts were displayed, and members of the public had the opportunity to speak
directly with the artist and vote for their preferred design.
The combined results from the online and in-person surveys were counted as a single vote
during the Public Art Jury meeting held on June 5, 2025. Prior to the meeting, the Capital
Projects and Clerks teams reviewed the concepts and submitted comments for the Public Art
Jury’s consideration. The Public Art Jury, which included two art professionals and three
members of the Cultural Advisory Committee, reviewed all feedback and selected Je Me
Souviens (Attachment 1) as the final concept. The selected design was endorsed on June 17,
2025 at the Cultural Advisory Committee meeting.
Je Me Souviens is a relief sculpture that will be constructed from laminated kiln-dried cedar
wood in two- and four-inch thicknesses. The title, which translates to “I remember” in French,
pays tribute to the French-speaking community in Pickering. The sculpture features two
interlocking circles. The smaller circle represents the past, symbolizing the memories and
experienc es that have shaped the city. The larger circle represents the present and future,
reflecting Pickering’s evolving identity and aspirations.
To ensure the successful integration of the artwork into the renovated space, Staff will meet
with Dorsey James to review final dimensions and determine appropriate methods for
installation. This collaborative approach will ensure the sculpture aligns with the architectural
vision and technical requirements of the Council Chambers.
Fabrication of the sculpture will begin in Summer, 2025. Completion is anticipated by January
2026, with installation scheduled for February 2026.
E. Timelines
Construction will commence immediately after award with substantial completion targeting Q1,
2026. Testing and training on new systems and technology will require several additional
months, with the Council Chambers expected to be ready for service by the summer of 2026.
- 44 -
CS 21-25 July 15, 2025
Page 7
Attachment:
1.Letter of Understanding between Dorsay James and the City of Pickering
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 By
Laura Gibbs, MBA, MSc.
Director, Community Services
Original Signed By
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
LG :vp
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 45 -
Letter of Understanding
Public Artwork Agreement
Attachment 1 to Report CS 21-25
This agreement made the Day/Month/Year
BETWEEN: Dorsey James
(hereinafter called “the Artist”)
AND
THE CORPORATION OF THE CITY OF PICKERING
(hereinafter called “the City)
1.Introduction
This Letter of Understanding pertains to the artwork creation and installation of the artwork for the
Art Sculpture in Pickering Council Chambers for the City of Pickering. This document defines
the relationship and responsibilities between the City and the Artist. The final artwork is to be installed
in February 2026.
This Letter of Understanding conforms to the City of Pickering Public Art Policy (CUL 010) and the City
of Pickering Standard Quotation Terms & Conditions.
2.Background
The Art Sculpture in Pickering Council Chambers public art project is operated and administered by the
City.
Based on the Directive from September 25, 2023, Resolution #279/23, Council directed through the
Office of the CAO, that City staff consult with Pickering resident and internationally renowned sculptor
Dorsey James to commission or purchase one of his pieces to be included as part of the Council
Chamber renovation.
Dorsey James submitted three concept proposals for review and public input.
The three proposed concepts were presented to the community for feedback through several
engagement methods. On the City’s online platform, Let’s Talk Pickering, and in-person consultation at
Artfest.
The combined results from the online and in-person surveys were counted as a single vote during the
Public Art Jury meeting held on June 5, 2025. Prior to the meeting, the Capital Projects and Clerks teams
reviewed the concepts and submitted comments for the Jury’s consideration.
The Public Art Jury, which included two art professionals and three members of the Cultural Advisory
Committee, reviewed all feedback and selected Je Me Souviens as the final concept. The selected
design was endorsed at the June 17, 2025 Cultural Advisory Committee meeting.
The public art concepts were selected by a specially convened independent Public Art Jury, made up of
visual arts professionals, community representatives, and City staff.
The Artist submitted a concept dated May 16, 2025, (“the Proposal”), a copy of which is attached as
Schedule “A” to this Agreement.
The Artist has been selected by the City to create, manufacture and install or deliver to the site, as
required for the different components, the Artwork titled Je Me Souviens in accordance with the
Conceptual Design, the Terms of Reference and the terms and conditions of this Agreement.
- 46 -
Letter of Understanding
Public Artwork Agreement
3. Definitions
Artwork - The “Artwork” means the final piece of artwork developed from the design, model, and
specifications provided by the Artist and approved by the City, which Artwork is more particularly
specified in Schedule “A” attached hereto.
The Work - The “Work” means designing, producing and fabricating the Artwork as well as delivering
and installing it at the Place of Installation.
Place of Installation - The “Place of Installation” is in the Art Niche in the City of Pickering’s Council
Chambers more specifically located as shown on the attached drawing Schedule “B” attached hereto.
4. Artist Fee: Compensation and Payment Schedule
a) The all-inclusive price to be paid by the City for the Artwork, completed and installed shall be
$30,000.00 CAD, inclusive of all applicable federal and provincial taxes including HST.
b) Each stage of the payment shall be accompanied by a detailed summary of work completed by
the Artist, including updated drawings and images that states that the Work has progressed and
is proceeding according to Schedule "C” and will be installed by the Delivery Date (as defined
below).
c) H.S.T. shall be enumerated as a separate item on each staged and scheduled payment
pursuant to this Article.
Payment shall be structured in a payment schedule to the Artist as follows:
I. Phase 2: $10,000.00 including HST – executing the Letter of Understanding, site visit,
fabrication schedule and submission of an invoice from the Artist;
II. Phase 3: $10,000.00 including HST – after completion of Phase 2 which includes the delivery
of final drawings of all art work components and submission of an invoice from the Artist; and
III. Phase 5: $10,000.00 including HST – after completion of Phase 3 which includes installation of
the artwork at the Place of Installation and upon submission of an invoice from the Artist.
The City agrees:
a) to pay the Artist all funds due and as provided for herein.
5. Payments of Sub-Contractors
The Artist agrees:
a) to ensure that payments will be made to all suppliers and subcontractors that may be engaged
by the Artist in regard to the design, fabrication, storage, delivery and installation of the Artwork.
At the City’s request, the Artist shall provide evidence of such payment.
6. Performance
The Artist agrees:
a) to provide all work and materials necessary to create the Artwork and to fulfill all its obligations
as set out in this Agreement;
b) that the materials, methods and processes used to produce the Artwork shall be of first-class - 47 -
Letter of Understanding
Public Artwork Agreement
quality and expressive of the approved design as detailed in Schedule “A” attached hereto;
c) to use first class skills, diligence and workmanship as are normally found in the artistic
profession, and ensure that all materials incorporated into the Artwork are of the utmost quality
and design in accordance with Schedule “A”.
7. Timelines and Completion of Deliverables
The Artist agrees:
a) to complete the installation of the Artwork to the satisfaction of the City no later than February 9,
2026 “the Delivery Date”) or such later date as may be agreed upon by the Artist and the City in
writing. The installation will include a maintenance/conservation plan submitted by the Artist;
b) during the design and production of the Artwork, to keep the City advised of the status of the
production of the Artwork. If required by the City, the Artist shall allow representatives of the City
to view the Artwork during its various stages of production or provide progress photographs;
c) to submit a progress report and invoice, with supporting receipts and invoices from sub-
contractors, in the form specified by the City, prior to each payment date set out in Schedule “C”.
d) to provide a conservation and maintenance plan which must be approved by the City ;
e) to provide to the City photographs of the Artwork during and after installation in accordance with
Schedule “C”.
The City agrees:
a) to ensure that should the Artist require direction in any regard to the design, fabrication or
installation of the Artwork, the City shall provide such direction in a prompt and timely fashion.
8. Detailed Design
The Artist agrees:
a) To evaluate all material and data relevant to the Artwork as provided by the City and shall
facilitate production of the final design, working with the Cultural Services Unit and other City
departments and design team members, as needed and, in order to finalize the detailed design
and the exact location of the Artwork within the Installation Site, to the satisfaction of the City.
9. Specifications
The Artist agrees:
a) to provide detailed drawings and specifications to the satisfaction of the City and shall advise
the City, in writing, through the Coordinator, Public Art, of all factors relating to the Artwork’s
theme, budget, critical path, location, size, materials, structural, mechanical and technological
requirements, installation methods, and future maintenance requirements, to be determined by
the Artist in consultation with the Coordinator, Public Art;
b) Substantive changes to the Artwork may be undertaken by the Artist only upon receipt of prior
written authorization by the Manager, Cultural Services provided however, that the City’s
objection to any feature of the Artwork which is reasonably attributable to the exercise of the
Artist’s aesthetic judgement during the progress of the development of the Artwork shall not be
considered a substantive change and shall not be a basis for withholding acceptance or payment - 48 -
Letter of Understanding
Public Artwork Agreement
for the Artwork.
10. Permits and Engineers Stamp
The Artist agrees:
a) to obtain at the Artist's sole cost and expense, all permits necessary for the delivery and
installation of the Artwork and prepare all materials, documents, reports, plans and drawings,
required in order to obtain any Structural Engineers' stamps required in connection with the
manufacture and installation of the Artwork at the Installation Site.
11. Delivery, Installation and Protective Measures
The Artist agrees:
a) to be solely responsible for all costs and supervision of the actual fabrication, production and
installation of the Artwork including the cost of any site preparations or safety precautions that
are required for the installation of the Artwork in its final location unless otherwise specified by
the City. If protection during installation is required, then the Artist is to provide it.
b) to deliver the Artwork to the specific site as set out in Place of Installation, free from all defects
and in compliance with the specifications as outlined in Schedule “A” attached hereto.
c) The Artist shall coordinate the installation of the Artwork with the Coordinator, Public Art and
permit such inspections of the installation as the City may require. If any costs result from the
Artist failing to coordinate the Artist's work with that of [City divisions and contractors], all such
costs shall be borne by the Artist.
d) upon installation of the Artwork, to clean the Artwork to ensure that all dirt, imperfections and
extraneous materials are removed from the Artwork .
e) that installation shall have been deemed to be complete when acceptance by the City or by its
designated agent.
The City agrees:
a) to provide, at its expense, a permanent marker in keeping with the quality and type of the Artwork
which will identify the name of the Artist, the name of the Artwork and the year of the Artwork.
12. Damage to Artwork and Artist’s Property
The Artist agrees:
a) that in the event of physical loss or damage to the Artwork prior to completion of installation and
acceptance of the Artwork by the City, the Artist shall immediately take all necessary steps to
rectify the loss or damage by repair, restoration, replacement or other appropriate means as
soon as is reasonably possible at no additional expense to the City. Where necessary, the Artist
may collect insurance proceeds before rectifying the loss or damage and shall rectify the loss or
damage as soon as is reasonably possible after receipt of said funds.
b) to be responsible for any loss or damage whatsoever to any of the Artist's materials, goods,
equipment or supplies and will maintain all-risk coverage as required by this Agreement and as
any prudent owner of such materials, goods, supplies and equipment would maintain. The Artist
shall have no claim against the City or the City’s insurers for any damage or loss to the Artist's
property and shall require his insurers to waive any right of subrogation against the City. - 49 -
Letter of Understanding
Public Artwork Agreement
The City agrees:
a) that following acceptance of the Artwork, the City will use its best efforts to maintain and repair
any damage done to the Artwork by vandalism or other means substantially in accordance with
the conservation and maintenance plan to be provided by the Artist. The City will make
reasonable efforts to inform the Artist of such damage and to offer the Artist the opportunity to
consult with the City on the proposed repairs.
13. Warranty, Repair and Maintenance
The Artist agrees:
a) that upon receipt of the Artwork, should the City find any deficiencies in the Artwork, it will
advise the Artist in writing and the Artist must rectify such deficiency within ten (10) days of
receipt of such notice. Should it not be possible to complete rectifying the deficiencies within
ten (10) days, the Artist shall provide a Schedule to the City that is acceptable to the City
indicating when completion will occur.
b) in the event that the Artwork shall require repairs subsequent to the date of completion arising
from normal weathering and “wear and tear”; then in such event the City shall advise the Artist
in writing as to the nature of such repair and offer the Artist first right of refusal to carry out such
repair within times and consideration as mutually agreed upon by the City and the Artist. Should the
Artist fail to advise the City within thirty (30) days of receipt by the Artist of the written offer, or should
the Artist and the City fail to agree on times and consideration, then in any such event the City, or a third party hired by the City, shall be at liberty to carry out any and all repairs. In determining the time and
consideration for such repairs, both parties agree to act reasonably.
c) notwithstanding the foregoing and with the exclusion of the maintenance criteria set out in the
conservation and maintenance plan submitted by the Artist, during the first three (3) years after
installation and acceptance by the City, the Artist agrees to repair any defects or deficiencies
(normal weathering and “wear and tear” excepted) in the Artwork without any charge to the
City.
The City agrees:
a) to keep the Artwork in a clean condition, free of debris or banners or signage which defaces the
Artwork, all to the level which the City considers to be appropriate and in accordance with the
conservation and maintenance plan to be approved by the City and that will be provided by the
Artist.
14. Removal and Relocation of Artwork
The City agrees:
a) to endeavor to exhibit the Artwork in the original location and in its original and complete format
subject to the City’s right to decommission or remove the Artwork or a particular piece thereof
for reasons which may include, but are not limited to, the structural integrity of the Artwork, expiry
of the expected lifespan of the Artwork, extensive or irreparable damage or vandalism or by
reason of the necessity to accommodate the effective operation of the Council Chambers.
b) to consult, where possible, on the restoration or removal of public art, but shall retain the right to
restore, relocate, or archive a work of public art without the artist's and/or donor's consent.
- 50 -
Letter of Understanding
Public Artwork Agreement
15. Insurance
The Artist agrees:
a) that upon request by the City, the Artist shall take out and keep in force a policy of liability
insurance in the amount of $2,000,000 inclusive each occurrence (or such larger amount as
may be required), and not less than two million ($2,000,000.00) automotive liability insurance
coverage for the duration of the Artists work . Certificate(s) of insurance shall be provided
upon request by the City.
i. The policy shall include The Corporation of the City of Pickering, as additional named
insured without subrogation in respect of all work and operations performed by or on
behalf of the Artist, a certificate of insurance shall be completed by the Artists agent,
broker or insurer.
ii. The policy shall not be altered, cancelled or allowed to expire or lapse, without thirty (30)
days prior written notice to the City.
iii. If the City is not provided with a renewal of the policy at least thirty (30) days prior to its
expiration date, then the City may arrange a public liability policy insuring the City in the
amount of $2,000,000.00 and an automotive liability policy insuring the City in the
amount of two million ($2,000,000) at the expense of the Artist, which may be
recovered from amounts owed to the Artist or from any form of security still in the City's
possession.
16. Indemnification
The Artist agrees:
a) to indemnify and hold harmless the City, its Mayor and Councillors, employees and agents for
any and all losses, claims, demands, suits, actions, judgments, or costs which may arise from
any physical deficiencies or deformities or structural failures of the Work which render the
Artwork inconsistent with the approved design. The Artist agrees that this indemnity shall survive
the period of time required to fulfill this contract and extend to the useful life of the Artwork and
shall be binding upon the Artists’ personal representatives, administrators, executors and
assigns.
b) to indemnify the City, its Mayor and Councillors, employees and agents from and against all
liens, all builders liens, claims, actions, costs and damages which may arise during installation
of the Work on the Place of Installation. No finding of negligence, whether joint or several, as
against the City in favour of any third party shall operate to relieve or shall be deemed to relieve
the Artist in any manner from any liability to the City, whether such liability arises under this
Agreement or otherwise.
c) to warrant that the Artwork is original to the Artist and does not violate any copyright of any other
person. The Artist shall indemnify and hold harmless the City, its Mayor and Councillors,
employees and agents for any and all losses, claims, demands, suits, actions, judgements or
costs that may arise from the allegation that the Artwork is not original to the Artist.
17. Occupational Health and Safety Act
The Artist agrees:
a) to conform to and enforce strict compliance with the requirements of the Occupational Health - 51 -
Letter of Understanding
Public Artwork Agreement
and Safety Act, R.S.O., 1990 c.0.1 and all regulations thereunder, as amended from time to time
(collectively the "OHSA").
b) that nothing in this Agreement shall be construed as making the City the "employer" (as defined
in the OHSA) of any workers employed or engaged by the Artist either instead of or jointly with
the Artist.
c) that it will ensure that all subcontractors engaged by it are qualified to perform the services and
that the employees of the Artist and of all subcontractors are trained in the health and safety
hazards expected to be encountered in the Services.
18. Workplace Safety & Insurance
The Artist agrees:
a) that all of the Company’s personnel must be covered by the Workplace Safety & Insurance Board
at the Company’s expense. The Company shall provide the City with a Clearance Certificate
from the Workplace Safety & Insurance Board prior to the commencement of work, certifying
that all assessments and liabilities payable to the Board have been paid, and that the bidder is
in good standing with the Board.
b) to provide the City with a Clearance Certificate prior to final payment certifying all payments by
the Company to the Board in conjunction with the subject Contract have been made and that the
City will not be liable to the Board for future payments in connection with the Company’s
completion of the project.
c) That a Company deemed to be an Independent Operator by the Workplace Safety & Insurance
Board will provide a copy of such letter to the City containing the Independent Operator
identification number issued by the Board. An Independent Operator must be covered by WSIB
optional insurance and provide proof of this coverage upon request.
19. Delays
The Artist and the City agree that:
a) neither party shall be responsible for any failure to comply with or for any delay in performance
of the terms of this Agreement including but not limited to delays in delivery, where such failure
or delay is directly or indirectly caused by or results from events of force majeure beyond the
control of the party sought to be charged. These events shall include, but not be limited to fire,
earthquake, accident, civil disturbances, war, rationing, allocation of embargoes, strikes or
labour problems or delays in transportation, inability to secure necessary materials, parts or
components, delay or failure of performance of any supplier or subcontractor, acts of Nature or
acts of Government.
20. Early Termination
The Artist and the City agree that:
a) notwithstanding any other provision of this Agreement, the City may, at any time and without
cause, prior to completion of the Artwork, terminate this Agreement by providing sixty (60)
days' notice in writing to the Artist. In the event of such termination, the City shall not incur any
liability to the Artist other than work completed to the date of termination in accordance with the
payment schedule and reimburse the Artist for the demonstrable, reasonable actual costs to
the Artist incurred in connection with the Artwork, to the date of termination, as well as any - 52 -
Letter of Understanding
Public Artwork Agreement
demonstrable, reasonable outstanding liability owed by the Artist to the Artist's contractors,
subcontractors, or employees incurred in connection with such termination;
b) failure of the Artist to perform its obligations under the Agreement shall entitle the City to
terminate the Agreement upon ten (10) calendar days’ written notice to the Artist if a breach
which is remediable is not rectified by the Artist to the City's satisfaction and within the
timeframe set out in the City's notice of breach. In the event of such termination, the City shall
not incur any liability to the Artist other than work completed to the date of termination in
accordance with the payment schedule and reimburse the Artist for the demonstrable,
reasonable actual costs to the Artist incurred in connection with the Artwork, to the date of
termination, as well as any demonstrable, reasonable outstanding liability owed by the Artist to
the Artist's contractors, subcontractors, or employees incurred in connection with such
termination;
c) all rights and remedies of the City for any breach of the Artist's obligations under the
Agreement shall be cumulative and not exclusive or mutually exclusive alternatives and may
be exercised singularly, jointly or in combination and shall not be deemed to be in exclusion of
any other rights or remedies available to the City under the Agreement or otherwise at law;
d) no delay or omission by the City in exercising any right or remedy shall operate as a waiver of
them or of any other right or remedy, and no single or partial exercise of a right or remedy shall
preclude any other or further exercise of them or the exercise of any other right or remedy;
and,
e) upon termination, all work and material of the Artist pertaining to the Artwork shall be delivered
to or retained by the City at no further cost or liability to the City.
21. Ownership
The Artist and the City agree:
a) ownership of the Artwork, the model/maquette and all documentation supplied to the City in
connection with the Artwork, will vest in the City upon final payment for same.
22. Copyright
The Artist and the City agree that:
a) copyright in the Artwork shall remain with the Artist.
The Artist agrees:
a) to hereby grant the sole, perpetual and royalty free license to exhibit the Artwork in public and
to use photographs, drawings, film, video, and other mechanical reproductions of the Artwork
throughout the world to the City for publicity purposes only.
b) to authorize the City to use the Artist’s name in connection with the Artwork and in the promotion
and advertising of the City.
c) not to replicate the Artwork for any other client or purchaser.
d) to use best efforts to give credit to the City as the owner of the Artwork.
The City agrees:
a) to use its best efforts to have the Artist’s name associated with the Artwork in photographs, - 53 -
Letter of Understanding
Public Artwork Agreement
drawings or other reproductions of the Artwork except where the Artwork is not the primary
subject of the said reproduction.
23. Death or Incapacity of Artist
The Artist and the City agree that:
a) in the event of a death or incapacity of the Artist before the complete installation of the Artwork,
the City shall be vested with title to the unfinished Artwork upon paying the Artist, their
personal representatives, administrators, executors or executrix a sum in the direct proportion
of the percent of the Artwork completed to that date as determined by the City and shall be
permitted to complete the Artwork in a manner generally consistent with the original design of
the Artist.
24. Mediation
The Artist and the City agree:
a) that all disputes pertaining to the interpretation or implementation of this Agreement shall be
resolved first by good faith negotiation between the parties. In the event that a dispute cannot
be resolved by negotiation between the parties, the parties agr ee to use the services of a
mediator to attempt to resolve their differences and failing agreement on the procedure to be
followed, it shall be conducted in accordance with the “Rules of Procedure for the Conduct of
Mediation” of the ADR Institute of Ontario. In the event that the mediation does not result in a
settlement of the dispute, any unresolved issues may be taken to any other appropriate dispute
resolution process agreed to by the parties, including arbitration or an appropriate court process.
Should arbitration be chosen, it will be conducted in accordance with the “Rules of Procedures
for the Conduct of Arbitration” of the ADR Institute of Ontario pursuant to the Arbitrations Act.
- 54 -
Letter of Understanding
Public Artwork Agreement
Any claim or action brought pursuant to this Agreement shall only be brought in the courts of the
Province of Ontario.
This Agreement forms the entire agreement between parties and no other representations either oral
or written shall form part of this Agreement.
The rights and remedies of the City under this Agreement are cumulative and in addition to any rights
and remedies provided by law or equity.
To the City at:
The City of Pickering
One the Esplanade
Pickering , Ontario
The City’s Representative for the purpose of this Agreement will be
Laura Gibbs.
To the Artist at:
Dorsey James Sculptor
dusti@rogers.com
Or to such other address or person as the parties may designate to each other in writing.
- 55 -
Letter of Understanding
Public Artwork Agreement
It is deemed that notice is received five (5) days after the mailing of any notice or upon delivery, if
personally delivered.
IN WITNESS WHEREOF the parties hereto have had this Letter of Understanding executed.
____________________ ____________________
Full Name, Artist Date
____________________ ____________________
Kevin Ashe, Mayor Date
City of Pickering
____________________ ____________________
Susan Cassel, City Clerk Date
City of Pickering
- 56 -
Letter of Understanding
Public Artwork Agreement
GENERAL
Schedule A: The Artwork (Artist’s Concept proposal document attached)
Schedule B: Place of Installation (Place of Installation document attached)
Schedule C: Detailed Fabrication Schedule
- 57 -
Letter of Understanding
Public Artwork Agreement
SCHEDULE A
The Artwork (artist’s concept proposal document attached)
- 58 -
Letter of Understanding
Public Artwork Agreement
SCHEDULE B
Place of Installation
*N ote: sculpture shown is for reference purposes only and does not reflect the concept provided in
Schedule A.
- 59 -
Letter of Understanding
Public Artwork Agreement
SCHEDULE C
Detailed Fabrication Schedule
WORK PLAN
The completion dates for each phase of the project as set out below shall be finalized upon final
determination of the construction commencement date and prior to commencement of the Phase 2
services.
Phase 1 – July, 2025
• Agreement signed by all parties
• Proof of insurance and WSIB provided to the satisfaction of the City
Phase 2 - To be completed by August 14, 2025 to the satisfaction the City
(PAYMENT)
• Preliminary Drawings of all components and connections
• Preliminary fabrication schedule and Pricing
Phase 3 - To be completed by November September 12, 2025 to the satisfaction of the City (PAYMENT)
• Final design and pricing
This phase will include the following approvals by the client:
• Design drawings, including all components and connections.
• Completion of detail design.
This phase will include the following approvals by the client:
• Final sign-off of shop drawings for production
• Shipping & installation plan completed, in cooperation with stakeholders and other
relevant contractors, and to the satisfaction of the City.
Phase 4 - To be completed by January 23, 2026 to the satisfaction of the City
• Complete off -site fabrication of Artwork and all its components, to the satisfaction of the City. All
permits and approvals acquired.
Phase 5 – To be completed by February 9, 2026 to the satisfaction of the City (PAYMENT)
• Complete on-site installation of the Artwork and all its components, to the satisfaction of the City.
• Delivery of maintenance manual, including Photographic documentation, Artist statement,
Biography
• Attendance at the unveiling event in February, 2026.
Final acceptance of Artwork to the satisfaction of the City. - 60 -
Report to Council
Report Number: INF 08-25
Date: July 15, 2025
From: Kevin Heathcote
Director, City Infrastructure
Subject: The Esplanade South Asphalt Resurfacing & Municipal Parking Lot Replacement
Request for Tender No. T2025-9
File: A-1440
Recommendation:
1. That the bid submitted by IPAC Paving Limited in response to Request for Tender No.
T2025-9 for The Esplanade South Asphalt Resurfacing & Municipal Parking Lot
Replacement, in the amount of $649,280.09 (net HST) or $720,996.95 (HST included),
be accepted;
2. That the total gross project cost of $960,090.00 (HST included), including the tendered
amount, engineering design, a contingency, and other associated costs, and the total net
project cost of $864,591.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$864,591.00 as approved in the 2024 and 2025 Capital Budget as follows:
a.That the sum of $282,376.00 to be funded from the CCBF Reserve Fund for The
Esplanade South Resurfacing as approved in the 2025 Capital Budget; and,
b.That the sum of $582,215.00 to be funded from the Rate Stabilization Reserve Fund
as approved in the 2024 Capital Budget for Municipal Parking Lot Replacement;
and,
4. That the appropriate officials of City of Pickering officials be authorized to take the
necessary actions as indicated in this report.
Executive Summary: The purpose of this report is to award Request for Tender No.
T2025-9 for The Esplanade South Asphalt Resurfacing and Municipal Parking Lot
Replacement project to IPAC Paving Limited.
Request for Tender No. T2025-9 was advertised on the City’s bids&tenders portal on Thursday,
May 29, 2025 and closed on Friday, June 20, 2025 with 13 bids submitted. The lowest
compliant bid of $649,280.09 (net HST) or $720,996.95 (HST included) submitted by IPAC
Paving Limited is recommended for approval, subject to the receipt and approval of all pre-
conditions of award required in accordance with the bid document. The total gross project cost
is estimated to be $960,090.00 (HST included), and the total net project cost is estimated at
$864,591.00 (net of HST rebate).
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INF 08-25 July 15, 2025
Page 2
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:
1. Tender Amount
Request for Tender No. T2025-9 $638,050.40
HST (13%)
Total Gross Tender Amount
82,946.55
$720,996.95
2. Estimated Project Cost Summary
Request for Tender No. T2025-9 $638,050.00
Associated Costs
Consulting Services – Engineering Design (Parking Lot)
Geotechnical Investigation (Road Resurfacing)
Designated Substances Survey (Parking Lot)
Lighting Verification, Testing and Inspection (Parking Lot)
Materials Testing
CCBF Sponsor Signage (Road Resurfacing)
49,525.00
2,980.00
2,000.00
10,000.00
17,298.60
2,173.00
Construction Contingency (20%) 127,610.00
Sub Total - Costs $849,637.00
HST (13%) 110,453.00
Total Gross Project Cost $960,090.00
HST Rebate (11.24%) (95,499.00)
Total Net Project Cost $864,591.00
3. Approved Source of Funds
Account Code Source of Funds Budget Required
C10240.2502
C10570.2518
Total Funds
Rate Stabilization Reserve Fund
CCBF Reserve Fund
$885,000.00
345,000.00
$1,230,000.00
$582,215.00
282,376.00
$864,591.00
Project cost under (over) approved funds by $365,409.00
Discussion: The purpose of this report is to award Request for Tender No. T2025-9 for The
Esplanade South Asphalt Resurfacing and Municipal Parking Lot Replacement project to IPAC
Paving Limited.
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INF 08-25 July 15, 2025
Page 3
As part of the 2024 and 2025 Capital Budget, Council has approved funding for two key
infrastructure projects: the asphalt resurfacing on The Esplanade South, from Glenanna Road
to Valley Road, and the replacement of the South Parking Lot at the Civic Complex. These
projects are essential to maintaining and enhancing the quality of municipal infrastructure,
ensuring long-term safety, and improving the aesthetic and functional conditions of the areas
involved.
The Esplanade South was part of the 2016 Road Needs Study endorsed by the Council
through Resolution #374/17. The study highlighted this street as a priority for resurfacing
improvements. As a comprehensive resource, the 2016 Road Needs Study guides staff in the
identification, planning and execution of maintenance, rehabilitation, and reconstruction
strategies, programs and projects for all municipal roads within the City of Pickering.
The south parking lot at the Civic Complex was originally constructed in 1990 and is
approximately 35 years old. The parking lot is past its typical lifecycle and is need of
replacement, which is evident by the various cracks, separation of asphalt layers and general
condition of the asphalt. This parking lot is used by City staff and the public for accessing the
Civic Complex, the Central Library Branch, as well as a host site for several community events
throughout the year.
Request for Tender No. T2025-9 was advertised on the City’s bids&tenders portal on
Thursday, May 29, 2025 and closed on Friday, June 20, 2025, with 13 bids submitted. The
lowest compliant bid of $649,280.00 (net HST) or $720,996.95 (HST included) submitted by
IPAC Paving Limited is recommended for approval. The total gross project cost which includes
the tendered amount, construction contingency, and other associated costs is estimated at
$960,090.00 (HST included) with an estimated total net project cost of $864,591.00 (net of
HST rebate).
Through RFSQ2023-1 Roster Category of Geotechnical Investigation and Inspection Services
Master Framework Agreement, the geotechnical investigation and inspection services under
associated costs have been awarded to GHD.
IPAC Paving Limited has completed construction contracts for the City in the past and staff
have deemed the company’s workmanship, experience and professionalism to be satisfactory.
Following Council approval and award to the Contractor, construction will be set to commence
after the Pickering Food Truck Festival from Wednesday, August 6 to Monday, August 11. The
project is anticipated to be completed by no later than November 2025. During construction,
the parking lot will be fully closed, and parking lot users will be directed to temporary parking
within the City owned portion of the City Centre, on the west side of Glenanna Road. The
Esplanade South will remain open to through traffic, aside from short-term closures for
construction activities such as paving.
Upon careful examination of all bids and relevant documents received, staff from the City
Infrastructure Department and Community Services Department recommend acceptance of the
lowest compliant bid submitted by IPAC Paving Limited for Request for Tender No. T2025-9,
subject to the receipt and approval of all pre-conditions of award required in accordance with
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INF 08-25 July 15, 2025
Page 4
the bid document in the amount of $649,280.09 (net of HST rebate) or $720,996.95 (HST
included), and that the total net project cost of $864,591.00 (net of HST rebate) be approved.
Attachment:
1.Location Map
Prepared By: Approved/Endorsed By:
David Lo, CPT, C.E.T. Kevin Heathcote, P.Eng
Senior Coordinator, Infrastructure Design Director, City Infrastructure
Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
Laura Gibbs, MBA, MSc.
Director, Community Services
DL: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:
Original signed by:
- 64 -
Project Area No. 1 – The Esplanade South
The Esplanade South – from Glenanna Road to Valley Farm Road. The proposed work
includes asphalt resurfacing and pedestrian crossover installation. Existing concrete curbs and
gutters and sidewalks that are deficient shall be removed and replaced as required.
Project Area No. 2 – The Esplanade South Municipal Parking Lot
The Esplanade South Parking Lot – The proposed work includes partial reconstruction of the
parking lot and drainage improvements. Work includes supplying and installing new granular
base, base and top course asphalt, line painting and streetlighting upgrades. Any existing
concrete curbs and sidewalks that are deficient shall be removed and replaced as required.
Attachment 1 to Report INF 08-25
- 65 -
Report to Council
Report Number: IT 02-25
Date: July 15, 2025
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Digital Transformation Implementation - Microsoft Dynamics 365 Customer
Relationship Management Solution
Request for Proposal No. RFP2025-12
File: A-3700
Recommendation:
1. That the proposal submitted by Endeavour Solutions Inc. in response to Request for
Proposal No. RFP2025-12 for Digital Transformation Implementation - Microsoft
Dynamics 365 Customer Relationship Management solution in the amount of
$890,400.00 (net HST) or $988,750.00 (HST included) be accepted;
2. That the total gross project cost of $988,750.00 (HST included) and the total net project
cost of $890,400.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net project cost
of $890,400.00 from the previously approved 2023 Capital Budget C.10405.2305 Digital
Strategy and Website Refresh;
4. That Council provide authorization to the Director, Corporate Services & City Solicitor to
proceed with procurement of required software licenses in accordance with the
Procurement Policy PUR 010 for a cost not to exceed to $312,000 (net of HST) and this
cost to be funded from 2023 Capital Budget C. 10405.2305 Digital Strategy and Website
Refresh;
5. That the Director, Corporate Services & City Solicitor be authorized to execute the Form
of Agreement with Endeavour Solutions Inc. pursuant to Request for Proposal No.
RFP2025-12; and
6. That the appropriate officials of City of Pickering officials be authorized to take the actions
necessary to implement the recommendations in this report.
Executive Summary: The purpose of this report is to obtain Council’s authorization to
award Request for Proposal RFP2025-12 to Endeavour Solutions Inc. for Digital
Transformation Implementation - Microsoft Dynamics 365 Customer Relationship Management
(CRM) solution.
On February 3, 2025, Council endorsed the choice of Microsoft Dynamics 365 as the platform
for the City’s primary CRM solution (Report IT 01-25, Resolution #663/25).
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IT 02-25 July 15, 2025
Page 2
Request for Proposal No. RFP2025-12 was advertised on the City’s bids&tenders portal on
April 09, 2025, and closed on May 09, 2025. Three companies submitted proposals. The
Evaluation Committee, consisting of staff from Corporate Services (Information Techology and
Legal Services) and Office of CAO (Public Affairs & Corporate Communications) reviewed and
evaluated the proposals based on criteria outlined in the RFP document including proponent’s
experience and qualifications, similar or related projects, understanding of the project and cost.
All reference checks and required pre-conditions of the award have been received and
approved. It is the recommendation of the Evaluation Committee to award the contract to
Endeavour Solutions Inc. as the top-ranked Proponent.
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. The recommendations also support the
Corporate Key of Good Governance and Customer Service Excellence.
Financial Implications: The recommended proposal from Endeavour Solutions Inc. was
within the approved $1,308,000.00 in the 2023 Capital Budget for Digital Strategy and Website
Refresh.
1. RFP Amount
RFP 2025-12
HST (13%)
$875,000.00
113,750.00
Total Gross Project Amount $988,750.00
2. Estimated Project Costing Summary
RFP 2025-12
HST (13%)
$875,000.00
113,750.00
Total Gross Project Amount
HST Rebate (11.24%)
$988,750.00
(98,350.00)
Total Net Project Costs $890,400.00
- 67 -
IT 02-25 July 15, 2025
Page 3
3.Project & Financing Summary
Project Block Funding Year-To-Date Balance
(Original Budget Amount was $1.50 Million) $1,407,104
RFP Award (Net HST) $890,400
Estimated Software License (2025 & 2026) 312,000 1,202,400
Budget Available For Future Projects $ 204,704
In 2023, the Capital Budget included, $1.5 million in “block funding” for the digital strategy. A
block funding strategy was used for the project to recognize that the various components still
had to be identified and investigated. Starting with the 2026 capital budget and recognizing
that the project has matured, individual components of the project will be budgeted separately
following the City’s established business practice.
Discussion: The purpose of this report is to obtain Council’s authorization to award Request
for Proposal RFP2025-12 to Endeavour Solutions Inc. for Digital Transformation
Implementation - Microsoft Dynamics 365 CRM solution.
The City of Pickering currently operates multiple independent technology applications. While
these tools serve important functions, there can present limitations in functionality, reporting
capabilities, and, in some cases, vendor support. Significant investments have been made in
major systems like ESRI for GIS, SAP for Finance and Human Resources, ActiveNet for
program registration, Amanda for permitting and planning, Bang the Table for community
engagement, and HotSpot for parking, to help achieve integration. However, the City must take
a holistic approach to service delivery and technology integration to maximize efficiencies and
minimize the demands for additional staff, consulting, and financial resources for maintenance
and interoperability which can result when operating different systems.
On February 5, 2024, Council approved the City’s Digital Readiness Assessment and Strategy
(Report CAO 01-24, Resolution #416/24, 417/24). In doing so, Council gave the City a
mandate to re-evaluate its entire digital infrastructure and determine how best to grow and
improve it. The focus of the Digital Strategy is on using technology to enhance service to our
residents by improving systems integration, user experience, efficiency, and service outcomes.
In today’s evolving municipal environment, a comprehensive Digital Strategy is essential for
enabling operational excellence and innovation. The Digital Strategy is Pickering’s commitment
to modernizing digital service delivery to improve both internal operations and resident-facing
services. By emphasizing accountability, scalability, and a resident-centric approach, the
Digital Strategy provides a roadmap for transformational change.
On February 3, 2025, Council endorsed the choice of Microsoft Dynamics 365 as the platform
for the City’s primary CRM solution (Report IT 01-25, Resolution #663/25). The implementation
of Dynamics 365 is a foundational step in Pickering’s digital transformation. It is important to
note that neighbouring municipalities including Ajax, Whitby, Clarington, and the Region of
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IT 02-25 July 15, 2025
Page 4
Durham are now also implementing Dynamics 365. This strategic alignment will serve
Pickering well by allowing for easier collaboration, joint procurement opportunities,
interoperability (where appropriate) and shared best practices.
The implementation of Microsoft Dynamics 365 will play a pivotal role in achieving the
objectives of the Digital Strategy. As a unified, scalable platform, it will enable the City to:
1.Improve Service Delivery: Dynamics 365’s multi-channel capabilities (email, chat, text
message, phone, in person) will make it easier for residents to access services and
receive support through their preferred communication channels.
2.Enhance Operational Efficiencies: By consolidating fragmented systems, Dynamics
365 reduces redundancies, automates processes, and provides staff with integrated
tools that improve productivity.
3.Manage Cyber Security Risks: By leveraging the Microsoft ecosystem, the City will be
adopting an enterprise-grade, cloud-secure environment that meets or exceeds industry
standards for encryption, identity management, and compliance. Having a unified
ecosystem also minimize the exposure risk of third-party integrations and unvetted
applications. This decision builds on our existing investments and ensures a controlled,
auditable, and secure platform managed by our trained IT staff.
4.Improve Data Quality, Visibility and Reporting: The Dynamics 365 platform will unify
data across departments, eliminate silos, reduce manual errors, and significantly
enhance reporting. With dashboards, case management, and automated workflows,
staff and leadership will gain immediate visibility into service delivery and resident
needs which will enable faster, data-driven decisions.
In Report IT 01-25, staff advised Council that once it approved Dynamics 365 as the City’s
primary CRM platform, staff would proceed with an RFP to select an experienced consultant to
guide the implementation and also proceed with procurement of required software licensing.
The Council report recommendations are for the implementation CRM system that is intended
to replace and enhance current customer service systems.
Request for Proposal No. RFP2025-12 was advertised on the City’s bids&tenders portal on
April 09, 2025, and closed on May 09, 2025. Three companies submitted proposals. The
Evaluation Committee, consisting of staff from Corporate Services (Information Techology and
Legal Services) and Office of CAO (Public Affairs & Corporate Communications) reviewed and
evaluated the proposals based on criteria outlined in the RFP document including proponent’s
experience and qualifications, similar or related projects, understanding of the project and cost.
All reference checks and required pre-conditions of the award have been received and
approved. It is the recommendation of the Evaluation Committee to award the contract to
Endeavour Solutions Inc. as the top-ranked Proponent. Endeavour Solutions Inc. is a trusted
Microsoft partner with over 37 years of experience implementing CRMs, ERPs, and specifically
Dynamics 365 for municipalities across British Columbia, Ontario, and Nova Scotia. Endeavour
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IT 02-25 July 15, 2025
Page 5
Solutions Inc.’s capabilities include: CRM development, case management, workflow
management, mobile-enablement, and secure alignment with the Microsoft 365 ecosystem
(Teams, SharePoint, Outlook).
If Council approves the recommendations in this report, Endeavour Solutions Inc. will perform
its work on a time and materials basis, with an upset cost limit of $875,000.000. Endeavour
Solutions Inc.’s Proposal provides that the City’s new Dynamics 365 CRM platform will go live
by March-April, 2026, by which time the City’s residents will be able to experience enhanced
customer service and the City’s staff will realize the efficiencies of automated work flows and
have access to workflow data that will enable them to make ongoing service improvements.
Attachment:
1.Report IT 01-25 dated February 3, 2025.
Prepared By: Approved/Endorsed By:
Anthony Jagdeo Dale Quaife
Senior Project Manager, Digital Services Division Head, Information Technology
Cathy Bazinet, CPPB, NIGP-CPP
Manager, Procurement
Stan Karwowski
Director, Finance & Treasurer
Paul Bigioni
Director, Corporate Services & City Solicitor
PB:aj/ks
Original Signed By:Original Signed By:
Original Signed By:
Original Signed By:
Original Signed By:
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IT 02-25 July 15, 2025
Page 6
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By:
- 71 -
Report to
Executive Committee
Report Number: IT 01-25
Date: February 3, 2025
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Approval of Microsoft Dynamics 365 Platform
-Proceed with a Request for Proposal (RFP) to Select an Implementation
Partner
-File: A-3700
Recommendation:
1.That Council endorses the selection of the Microsoft Dynamics 365 platform as the City’s
primary Customer Relationship Management (CRM) solution to enhance operational
efficiency, customer service delivery and resident engagement capabilities; and,
2.That appropriate City of Pickering officials be authorized to take the actions necessary to
implement the recommendation in this report.
Executive Summary: The purpose of this report is to seek Council's endorsement of the
Microsoft Dynamics 365 platform as the City’s primary CRM solution. The City currently uses
Microsoft 365 as its platform for email communication, Teams meetings, hybrid meeting room
capability and collaborative tools such as SharePoint and OneDrive. Microsoft Dynamics
consists of new features and functions which would be added onto the Microsoft 365 platform
to improve and simplify customer relations.
Microsoft Dynamics offers Modules (additional features) that will greatly enhance the City’s
CRM. The Dynamics 365 Customer Service and Field Service Modules will significantly
improve operations and resident engagement. The Customer Service Module will centrally
manage interactions across multiple channels, including email, chat, text, and in-person
communications, making it far easier to communicate with residents in whatever medium they
choose. The Dynamics 365 Field Service module will enhance operational workflows by
streamlining complaint tracking, automating case assignments, and scheduling inspections
and enforcement actions, all supported by real-time updates to ensure transparency and
accountability. Together, these modules will enable the City to deliver more responsive,
efficient, and resident-focused services.
If Council adopts the recommendations in this report, City staff will commence a Request for
Proposal (RFP) process pursuant to Purchasing Policy PUR 010 to select an experienced
external consultant to guide the implementation of Dynamics 365. Staff will then recommend
the preferred proponent for Council’s approval at a future meeting. To complete the
-01:Jof-
Pl(KERJNG
Attachment 1 to Report IT 02-25
- 72 -
IT 01-25 February 3, 2025
Subject: Approval of Microsoft Dynamics 365 Platform Page 2
implementation, the City would then purchase Dynamics licenses from Microsoft to enable the
new Dynamics features and functions.
Relationship to the Pickering Strategic Plan: The recommendations in this report
respond to the Pickering Strategic Plan Priorities of Champion Economic Leadership &
Innovation; and Advance Innovation & Responsible Planning to Support a Connected, Well-
Serviced Community
Financial Implications: There are no direct financial implications to this report, but if
Council adopts the recommendations, staff will commence an RFP process to select an
implementation consultant, the cost of which will be presented to Council for approval in a
subsequent staff report. To complete the implementation of the new Dynamics 365 functions,
the City will need to purchase approximately 153 licenses for staff in Customer Care,
Operations and Municipal Law Enforcement at a total estimated license cost of $273,000.00
per year.
The cost of hiring the implementation consultant and purchasing the licenses will be paid out of
the Information Technology Capital Budget account C.10405.2305. There is $1,489,168.00 in
this budget account. It was carried forward from the City’s 2023 Capital Budget for the purpose
of developing the Digital Strategy, to “modernize service delivery and enhance the resident
experience” and for “technology architecture, technology solutions, digital governance and
technology investment that will enable the City to achieve its business objective of becoming a
leader in citizen-centred digital services”.
Discussion: The purpose of this report is to seek Council's endorsement of the Microsoft
Dynamics 365 platform as the City’s primary CRM solution. Using Dynamics 365 for CRM is
part of the City’s digital transformation and is consistent with the Digital Readiness
Assessment and Strategy approved by Council on February 5, 2024 (Resolution #416/24).
Since 2020, the City has used Microsoft 365 as its platform for email communication, Teams
meetings, hybrid meeting room capability and collaborative tools such as SharePoint and
OneDrive. Microsoft 365 is in widespread use throughout the public and private sectors and
has proven to be a reliable platform for many of the City’s day-to-day functions. Adding new
Microsoft Dynamics Modules to the existing 365 platform will give the City new features and
functions that will significantly improve and simplify customer relations.
The City of Pickering currently operates several independent technology applications. While
these tools serve important functions, they are increasingly challenged by limitations in
functionality, reporting capabilities, and vendor support. This fragmented approach also
creates inefficiencies and makes it difficult to deliver seamless, integrated services to
residents. City systems such as ActiveNet for program registration, SAP for Finance and
Human Resources, Bang the Table for community engagement and HotSpot for permit parking
operate in silos. It is an ongoing challenge, and a drain on resources, to support multiple
systems and to make them interoperable.
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IT 01-25 February 3, 2025
Subject: Approval of Microsoft Dynamics 365 Platform Page 3
Dynamics 365 represents an opportunity to integrate the City’s CRM function on its existing
Microsoft 365 platform. Adding Dynamics 365 to the City’s existing “technology ecosystem” is
the most efficient way to enhance CRM and serve residents better. Dynamics will add new
capabilities without adding yet another stand-alone system.
The Microsoft Dynamics 365 Customer Service and Field Service modules will significantly
improve operations and resident engagement. The Customer Service module will centrally
manage interactions across multiple channels, including email, chat, text, and in-person
communications, making it far easier to communicate with residents in whatever medium they
choose. Its robust case management capabilities and integrated knowledge base will enable
staff to address inquiries efficiently and effectively. The Dynamics Field Service module will
enhance operational workflows by streamlining complaint tracking, automating case
assignments, and scheduling inspections and enforcement actions, all supported by real-time
updates to ensure transparency and accountability. Together, these modules will enable the
City to deliver more responsive, efficient, and resident-focused services. The streamlining of
staff workflows will result in operational cost savings and will enable the City to better serve a
growing population.
The adoption of Microsoft Dynamics 365 will enable the City to:
1.Improve Service Delivery: Dynamics 365’s multi-channel capabilities (email, chat, text
message, phone, in person, etc.) will make it easier for residents to access services and
receive support through their preferred communication channels.
2.Enhance Operational Efficiencies: By consolidating fragmented systems, Dynamics
365 reduces redundancies, automates processes, and provides staff with integrated
tools that improve productivity.
3.Support Scalability: The platform’s flexibility allows for future expansions and
integrations, ensuring that the City’s technology infrastructure remains adaptable to
evolving needs.
4.Boost Resident Engagement: Dynamics 365 supports proactive communication and
feedback, helping the City engage with residents more effectively and address their
needs in a timely manner.
Dynamics 365 is better for the City than other platforms due to its seamless integration into the
existing Microsoft 365 environment. This will ensure compatibility and simplify system
management. Furthermore, Dynamics 365 provides advanced security, scalability, and proven
success in the municipal context. It has been adopted by municipalities including Toronto,
Scugog, Vaughan, and the Regional Municipality of Durham. As compared to other CRM
systems such as Salesforce, Oracle NetSuite or SAP, Dynamics 365 is less expensive and
requires less time and resources to implement.
Microsoft Dynamics 365 will enable the City to deliver a modernized and seamless CRM
experience for both residents and staff.
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IT 01-25 February 3, 2025
Subject: Approval of Microsoft Dynamics 365 Platform Page 4
Attachment:
1.None
Prepared By: Prepared By:
Anthony Jagdeo Dale Quaife
Senior Project Manager, Digital Services Division Head, Information Technology
Prepared/Endorsed By:
Paul Bigioni
Director, Corporate Services &
City Solicitor
Approved/Endorsed By:
Original Signed By:
Mark Guinto
Division Head, Public Affairs
& Corporate
Communications
AJ:pb/ks
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:
- 75 -
Report to Council
Report Number : CLK 03-25
Date: July 15, 2025
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: 2025 Ward Boundary Review
Re-evaluation Report from Watson & Associates Economists Ltd.
File: A-2000
Recommendation:
1. That the 2025 Ward Boundary Review Re-evaluation Report, prepared by Watson &
Associates Economists Ltd. dated July 15, 2025, provided as Attachment 1 to Report
CLK 03-25, be received;
2. That Final Option A, as outlined in the Ward Boundary Review Re-evaluation Report, for
the City of Pickering be approved;
3. That the draft By -law included as A ttachment 3 to this report be approved and enacted;
4. That staff be directed to present a Ward Boundary Review Policy for Council’s
consideration during the 2026-2030 Term of Council; and,
5. That appropriate City of Pickering officials be authorized to take the actions necessary to
give effect to this report.
Executive Summary: The purpose of this report is to respond to Resolution #654/25
adopted at the January 27, 2025 Council meeting (Attachment 2). Resolution #654/25 directed
the City Clerk to engage the services of Watson & Associates Economists Ltd. in association
with Dr. Robert J. Williams (the “Consultants”) to reconsider the findings of the 2020/2021
Ward Boundary Review dated June, 2021, based on updated population data, and to make
recommendations on any appropriate adjustments to the ward boundaries set out in By -law
7875/21. The Consultants have now completed their independent re-evaluation of the findings
of the 2021 Ward Boundary Review . The Consultants’ re-evaluation and recommendations are
set out in their Ward Boundary Review Re-evaluation Report dated July 15, 2025 (Attachment
1).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Foster an Engaged and Informed Community.
Financial Implications: Resolution #654/25 approved the payment of up to $35,000.00 plus
applicable taxes for the re-evaluation review and provided that such costs were to be funded
from Contingency Account 503500.1100. Costs of $17,695.60 have been incurred to date,
- 76 -
CLK 03-25 July 15, 2025
Page 2
however the final invoice for the work undertaken has not been received as of the time of
writing this report.
Discussion: The purpose of this report is to respond to Resolution #654/25 adopted at the
January 27, 2025 Council meeting (Attachment 2). Resolution #654/25 directed the City Clerk
to engage the services of the Consultants to reconsider the findings of the 2020/2021 Ward
Boundary Review dated June, 2021, based on updated population data, and to make
recommendations on any appropriate adjustments to the ward boundaries set out in By -law
7875/21.
A. 2021 Ward Boundary Review
After a comprehensive Ward Boundary Review, and a subsequent petition submitted by
residents of the City of Pickering, on August 30, 2021, Council adopt ed new ward boundaries
which are set out in By -law 7875/21. By -law 7875/21 was appealed to the Ontario Land
Tribunal (“OLT”) and although the appeal was withdrawn, the deadline for the new ward
boundaries to take effect for the 2022 Municipal E lection was not met in accordance with the
requirements of the Municipal Act, 2001, S.O. 2001, c. 25 (the “Act”). As a result, the new ward
boundaries in By -law 7875/21 would take effect for the 2026 Municipal Election unless
otherwise amended in accordance with the Act.
The purpose of the Consultants’ re-evaluation was to determine whether the ward boundaries
contained in By -law 7875/21 are still considered appropriate, given that actual population
growth has varied from the population growth estimates in the 2021 rev iew .
In accordance with Resolution #654/25, the same Consultants who conducted the 2021 review
were engaged once again to conduct an independent review of the 2021 w ard boundaries to
ensure that the same guiding principles used in 2021 were consistently applied.
B. 2025 Ward Boundary Review: Public Engagement
Recognizing the importance of public engagement for this initiative, the City follow ed a robust
public engagement plan to garner public input for the 2025 Ward Boundary Re-Evaluation
Review. Below are the various engagement methods used for this purpose:
• publication of a dedicated webpage with updated information on the new Review (March
2025);
• whiteboard animation video to provide education on the new 2025 Ward Boundary
Review process (March 2025);
• displays on all of the City’s digital signs to promote the dedicated webpage, public
consultation sessions, and the public consultation survey (March – May 2025);
• regular posts and promotion on all City and Pickering Library social media platforms
(Facebook, X, Instagram);
• m edia release to kick -off the promotion of the in-person public consultation sessions
(April 2025);
• email blasts to the City’s Advisory Committees, Boards, and Taskforces (April 2025);
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CLK 03-25 July 15, 2025
Page 3
• email blasts to community groups, ActiveNet registered program users, and Ratepayer
Associations (April 2025);
• information sheets placed at front counters at City Hall and the City’s Libraries
advertising the public consultation sessions and the survey (April – May 2025);
• email blasts to interested parties for the 2025 Ward Boundary Review (April 2025);
• distribution of information sheets on the public consultation sessions and the survey
during visits through the Library’s bookmobile into Seaton and Greenwood areas (May
2025);
• in-person public consultation sessions – two held on May 1, 2025 at the Chestnut Hill
Developments Recreation Complex -Lobby and May 14, 2025, at the Dr. Nelson F.
Tomlinson Community Centre – Lions Meeting Room from 6:00 pm to 8:00 pm (May
2025);
• public consultation survey (May 2025); and
• display of the information boards presented at the public consultation sessions at City
Hall and the Library (May 2025).
C. Consultant’s Recommended Option: Final Option A
As a result of the R eview , the Consultants have included two “adjusted” ward boundary options
being Final Option A (the recommended option) and Final Option B.
Final Option A involves two changes to the existing ward system, starting with moving a
portion of the proposed Ward 1/Ward 3 boundary south from Concession 3 to the Canadian
Pacific rail line, to keep the Cherrywood community, a community of interest, in the same
ward. Final Option A also includes modifications that would incorporate the Duffin Heights and
Brock Ridge urban neighbourhoods into the proposed Ward 3. It also proposes moving the
boundary between the proposed Wards 1 and 2 from Dixie Road back to Fairport R oad, which
has served as the boundary between those wards since 1982.
Final Option B involves only one change to the existing ward system, namely moving a portion
of the proposed Ward 1/Ward 3 boundary south from Concession 3 to the Canadian Pacific rail
line to keep the Cherrywood community, a community of interest, in the same ward.
D. Next Steps
Should Council dec ide to change to the ward boundaries by adopting Final Option A, it will
need to enact the draft By-law set out in Attachment 3. In accordance with Section 222 of the
Act, notice of the passing of the by -law must be given to the public within 15 days specifying
the last date for filing a notice of appeal to the OLT. If no appeals are filed within 45 days of
passage, the by-law comes into force on the day the new Council of the municipality is
organized following the 2026 Municipal Election and the 2026 election shall be conducted as if
the by -law was already in force.
Should Council enac t the attached draft By -law at the July 15, 2025 Special C ouncil Meeting,
the deadline for appeals would be August 29, 2025.
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CLK 03-25 July 15, 2025
Page 4
The Consultants’ Report recommends Final O ption A , and sets out the reasons for that
recommendation. Council m ay therefore choose to:
• adopt Final O ption A;
• adopt Final O ption B, (not recommended by the Consultants); or
• adopt neither Final O ption A nor Final O ption B and retain the existing ward boundaries
set out in By -law 7875/21.
It should be noted that should Council c hoose Final O ption B, an amendment would be
required to the attached draft By -law prior to its adoption.
The Consultants have also recommended the adoption of a Ward Boundary Review Policy.
Such Policy would trigger subsequent ward boundary reviews in future terms of Council i f
population thresholds are outside of the optimal r ange. Given the anticipated growth in the City
over the next ten years, having a Ward Boundary Review Policy in place would allow staff to
engage the appropriate consulting services to periodically review population data to ensure
that the wards remain balanced from an effective representation standpoint. Staff are therefore
seeking Council’s approval to undertake the creation of a Ward Boundary Review Policy which
would be brought to Council for approval in the 2026-2030 Term.
Attachments:
1. 2025 Ward Boundary Review Re-Evaluation Report
2. Resolution #654/25
3. Draft By -law
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Susan Cassel Paul B igioni
City Clerk Director, Corporate Services & City
Solicitor
Original Signed By:
Rumali P erera
Deputy Clerk
SC:rp
- 79 -
CLK 03-25 July 15, 2025
Page 5
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
- 80 -
Watson & Associates Economists Ltd.
905-272-3600
July 15 2025 info@watsonecon.ca
In association with: Dr. Robert J. Williams
2025 Ward Boundary Review
City of Pickering
________________________
Re-Evaluation Report
Attachment 1 to Report CLK 03-25
- 81 -
Table of Contents
Page
1. Introduction and Study Objectives ................................................................... 1
2. Context ................................................................................................................ 2
3. Existing Population and Forecast Growth in the City of Pickering ................ 6
3.1 Existing Population .................................................................................... 6
3.2 Forecast Population Growth, 2024 to 2035 ................................................ 7
4. Public Engagement ............................................................................................ 8
4.1.1 Website ......................................................................................... 9
4.1.2 Surveys ....................................................................................... 10
4.1.3 Social Media Engagement .......................................................... 11
4.2 Public Consultation Sessions ................................................................... 11
5. Principles .......................................................................................................... 12
6. Pickering’s “Existing Ward Structure” ........................................................... 12
6.1 The “Existing Ward Structure” Reconsidered ........................................... 13
6.2 Other 2021 Final Options Reconsidered .................................................. 16
7. Final Options 2025 ............................................................................................ 22
7.1 Final Option A .......................................................................................... 23
7.2 Final Option B .......................................................................................... 26
8. Next Steps and Council Decisions .................................................................. 30
Appendix A Public Engagement Information Boards ........................................... A-1
Appendix B Survey Results .................................................................................... B-1
Watson & Associates Economists Ltd.
- 82 -
1. Introduction and Study Objectives
The City of Pickering has retained Watson & Associates Economists Ltd., in association
with Dr. Robert J. Williams, hereinafter referred to as the Consultant Team, to conduct a
re-evaluation of the City’s approved ward boundaries before the 2026 municipal
election.
The primary purpose of the study is to prepare Pickering Council to make a decision
related to modifying the ward structure adopted in 2021 through By-law 7875/21, should
the review determine that the adopted boundaries are no longer relevant and equitable
from an effective representation perspective.
This re-evaluation included:
• Evaluating the strengths and weaknesses of the ward system adopted in 2021
based on identified guiding principles.
• Conducting an appropriate consultation process in accordance with Pickering’s
public engagement practices to ensure community support for the review and its
outcome.
• Identifying plausible modifications to the existing (2026 approved) ward structure
based on the guiding principles adopted for the design of the wards established
through By-law 7875/21;
• Determining whether the approved wards provide equitable and effective
representation, meeting the guiding principles based on updated population
projection data;
• Reviewing objections to By-law 7875/21 filed with the Ontario Land Tribunal in
November 2021; and
• Delivering a report that will set out recommended ward boundaries to ensure
effective and equitable electoral arrangements for Pickering.
Watson & Associates Economists Ltd. PAGE 1
- 83 -
This report provides Pickering Council with the findings of the re-evaluation and
recommends an alternative ward boundary option for 2026.
2. Context
Pickering Council comprises seven members, consisting of a mayor, who is elected at-
large, and six councillors, two of whom (one City councillor and one Regional councillor)
are elected in each of the three wards.
The current Consultant Team undertook a comprehensive Ward Boundary Review for
the City of Pickering ahead of the 2022 municipal election and, in June 2021, presented
four options to “re-divide” the City into wards. Pickering Council initially opted to make
no change to the then-existing ward configuration (see Figure 1); however, in response
to a petition submitted under section 223 (1) of the Municipal Act, 2001, Council passed
By-law 7875/21 to “re-divide” the City into wards (see Figure 2) in August 2021 to take
effect for the 2022 municipal election. Subsequently, By-law 7875/21 was appealed to
the Ontario Land Tribunal under section 222 (4) of the Municipal Act, 2001 but was
withdrawn after the deadline for new boundaries to take effect for the 2022 municipal
election. As a result, the 2022 election was conducted using the previous ward
configuration (Figure 1) but the wards described in By-law 7875/21 (Figure 2) are now
operative for the 2026 municipal election, unless amended under the provisions of the
Municipal Act, 2001.
On January 27, 2025, Council passed a resolution to “reconsider the findings” of the
2021 Ward Boundary Review, taking into account recent population changes and
updated population projections with new information available, “to ascertain whether
these boundaries are still relevant and equitable from an effective representation
perspective.”[1] In light of this resolution, plus changes in the housing market, provincial
policy initiatives, and other external factors, as well as the appeal submitted to the
Ontario Land Tribunal in 2021, this re-evaluation will offer possible modifications to the
ward configuration set out in By-law 7875/21.
Detailed background on the Pickering electoral system was included in reports prepared
during the previous Ward Boundary Review and will not be repeated herein. All reports
[1] Council Resolution #654/25, January 27, 2025.
Watson & Associates Economists Ltd. PAGE 2
- 84 -
are still available on the City’s project website for residents to read as background to
this re-evaluation at www.pickering.ca/wardboundaries.
When the City of Pickering was created, the population was less than 40,000; in 2020 it
was approximately 100,000 and was forecast to grow by a further 58,000 by 2030. As
anticipated in Pickering Council’s 2025 resolution, the population change from 2020 to
2024 has resulted in a population of approximately 118,250 in 2024. The updated
population estimated derived for 2024 was completed through a review building permit
activity from 2021 to the end of 2023 that were provided by City staff. A revised
population forecast was then prepared through this re-evaluation report, in accordance
with the Region of Durham Official Plan (Consolidated May 26, 2020) less the growth
allocation for Northeast Pickering, resulting in a forecasted population that is expected
to reach approximately 168,000 by 2035.
Watson & Associates Economists Ltd. PAGE 3
- 85 -
Figure 2-1
City of Pickering
Ward Structure – 1982 to 2021
Note: The 2022-2026 Pickering Council was elected in this ward
configuration.
Watson & Associates Economists Ltd. PAGE 4
- 86 -
Figure 2-2
City of Pickering
Ward Structure (By-law 7875/21) (Final Option 2),
hereinafter referred to as the “existing ward structure”
Note: Unless modified, the 2026-2030 Pickering Council will be elected in these
wards.
Watson & Associates Economists Ltd. PAGE 5
- 87 -
Population growth has not been distributed evenly across the City, with future increases
expected to be concentrated in northern areas (Seaton) – historically and currently part
of Ward 3 – and in the downtown core, primarily within the boundaries of the former and
current Ward 2. The net result is that population data collected for both the 2021 Ward
Boundary Review and this 2025 ward boundary re-evaluation indicate that the existing
population in the approved 2026 three-ward configuration is significantly unbalanced but
the wards are expected to grow closer to parity with the advancement of the Seaton
development by 2035.
3. Existing Population and Forecast Growth in the
City of Pickering
One of the basic premises of representative democracy in Canada is the expectation
that the geographic areas used to elect a representative are reasonably balanced with
one another in terms of population. Accordingly, a detailed population estimate for the
City of Pickering, including its constituent wards and communities, was prepared during
the previous Ward Boundary Review to allow evaluation of the then-existing ward
structure and subsequent alternatives in terms of representation by population.
Pickering Council’s 2025 resolution to “reconsider the findings” from the 2021 Ward
Boundary Review directs the Consultant Team to incorporate population changes since
that time and revised population projections for the next decade into an evaluation of
the ward configuration adopted in By-law 7875/21.
3.1 Existing Population
Since the City’s existing wards were established in 1974, the population of Pickering
has increased by approximately 150%.
As mentioned, this study needs to look at both the existing and future population
distribution. A 2024 population estimate was derived by utilizing the 2021 Census and a
review of building permit activity provided by City staff. Pickering’s estimated 2024
population is 118,250.
The 2024 base population was developed at a sub-municipal level, allowing the
Consultant Team to aggregate these blocks to determine populations for existing and
alternative ward options. As addressed in previously prepared reports, the wards
adopted in 2021 still do not represent Pickering in an equitable way since one of the
Watson & Associates Economists Ltd. PAGE 6
- 88 -
three wards (Ward 1) is home to about 45% of the City’s population as presented in
Table 3-1.
Table 3-1
City of Pickering
2024 Population by “Existing” Ward (By-law 7875/21)
Ward
Number
2024
Population[1] Variance Optimal
Range*
Ward 1 52,632 1.34 OR+
Ward 2 44,984 1.14 O+
Ward 3 20,639 0.52 OR-
Total 118,255 --
Average 39,418 --
[1] Population includes a net Census undercount of approximately 4.0%.
Note: Numbers may not add precisely due to rounding.
Source: Derived from the Region of Durham Official Plan (Consolidated
May 26, 2020) by Watson & Associates Economists Ltd.
*See Table 6-1 for more details on the Optimal Range Calculation.
3.2 Forecast Population Growth, 2024 to 2035
In response to Pickering Council’s resolution, the Consultant Team also prepared a
City-wide population forecast for the 2024 to 2035 period that is consistent with the City
of Pickering’s latest growth projections and the Region of Durham Official Plan (less the
growth allocation for Northeast Pickering). Community level growth allocations were
guided by a comprehensive review of opportunities to accommodate future residential
growth through plans of subdivision (registered unbuilt, draft approved, and proposed),
and site plan applications.
By 2035, Pickering’s population is anticipated to grow by approximately 50,000, bringing
the total population (including undercount) to approximately 166,150, an increase of
over 40%. Most of this growth is anticipated to occur north of the current urban
neighbourhoods and within the Seaton Lands south of Highway 7, and through
intensification in the form of high-density developments within the urban core.
The development of the Seaton Lands will change the landscape of Pickering from a
southern urbanized City with a sparse northern rural community to a fully developed
City south of Highway 7. Moreover, the growth in Seaton is anticipated to occur rapidly
Watson & Associates Economists Ltd. PAGE 7
- 89 -
over the next 10 years. The anticipated population growth to 2035 was identified at a
small geographic unit level and is presented by the existing ward structure in Table 3-2.
Table 3-2
City of Pickering
2035 Population by “Existing” Ward (By-law 7875/21)
Ward
Number
2035
Population[1] Variance Optimal
Range*
Ward 1 55,638 0.99 O
Ward 2 50,094 0.89 O-
Ward 3 62,420 1.11 O+
Total 168,152 --
Average 56,051 --
[1] Population includes a net Census undercount of approximately 4.0%.
Note: Numbers may not add precisely due to rounding.
Source: Derived from the Region of Durham Official Plan (Consolidated
May 26, 2020) by Watson & Associates Economists Ltd.
*See Table 6-1 for more details on the Optimal Range Calculation.
4. Public Engagement
The 2025 Ward Boundary Review employed a comprehensive public engagement
strategy, in which the Consultant Team solicited feedback from staff, Pickering Council,
and citizens of the City of Pickering through a variety of methods:
• Online engagement through surveys, social media outreach, and a public-facing
website;
• Public consultation sessions; and
• Interviews with members of Pickering Council, the Mayor, and key members of
staff.
The public engagement component of this study was delivered in person and was
designed to:
• Inform the residents of Pickering about the reasons for the re-evaluation and the
key factors that were considered in the review; and
Watson & Associates Economists Ltd. PAGE 8
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• Engage the residents in a manner that provides valuable input to the re-
evaluation of the existing system (2026 approved boundaries) and the
development of alternative ward boundaries.
Two in-person consultation sessions were conducted on May 1 and May 14, 2025. The
Consultant Team’s information boards can be found in Appendix A and other
information about the review is available on the City’s project website:
www.pickering.ca/wardboundaries.
Through the public consultation sessions and survey, participants were invited to
provide their input and opinions with respect to the existing (2026 approved) ward
system, including utilizing Concession 3 Road as a north/south divider, and Dixie Road
or Fairport Road as east/west dividers.
The feedback and comments collected through the public consultation process are
reflected in the analysis presented below and have helped inform the two final options
to be presented to Pickering Council. While public input from consultation provides
some valuable insight into the review, it is not relied on exclusively. The Consultant
Team utilized the public input in conjunction with its professional expertise and
experience in ward boundary reviews, along with best practices, to develop the options
presented throughout the two ward boundary reviews.
In addition to the public engagement, it was crucial for the Consultant Team to benefit
from the perspectives of Members of Council. Therefore, the Consultant Team, in
coordination with the City Clerk, conducted a series of virtual interviews with the Mayor
and Members of Pickering Council. These interviews were used to explain the process
to be followed by the Consultant Team, to gather observations from Members of Council
about the By-law 7875/21 wards (the approved wards to be in effect for the 2026
election) and tentative adjustments to those wards in keeping with Council Resolution
#654/25.
4.1.1 Website
A new public-facing web page was established to raise awareness about the 2025 Ward
Boundary Review, to disseminate information about the process and to give Pickering
residents an opportunity to provide feedback. Through this platform, residents could
access an online survey, review background material from 2021, including the Interim
and Final Reports to Council, view adjusted ward boundary options in response to
Watson & Associates Economists Ltd. PAGE 9
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Council Resolution #654/25, and provide feedback directly to staff and the Consultant
Team. A purpose-built Whiteboard Animation Video was also posted on the web page,
which distilled some key information about the Ward Boundary Review into an
accessible format.
Engagement with the City of Pickering’s online tools and Ward Boundary Review
website was excellent. Through March 18, 2025, to May 25, 2025, the City’s website
had received over 1,250 views, and 960 active users.
4.1.2 Surveys
The survey was open from May 1 to May 25, 2025, and resulted in 129 responses. In
summary, residents were divided when asked if using Concession Road 3 as the
north/south boundary between Wards 1 and 2 and Ward 3 made sense, recognizing
that this boundary would split some communities into multiple wards. Specifically, 45%
answered no, 40% answered yes, and 14% were unsure. Similarly, respondents were
divided when asked if using Dixie Road as the east/west boundary between Wards 1
and 2 made sense (resulting in some population imbalances), with 43% believing that it
does make sense, 37% believing it does not make sense, and 20% were unsure.
When asked which ward the Cherrywood community is more affiliated with, 58%
indicated that Cherrywood is more affiliated with Ward 3, while 22% indicated that it is
more affiliated with Ward 1, and 20% were unsure. As for the community north of Finch
Avenue along Brock Road, 58% of respondents believed that it is more affiliated with
Ward 2 (urban Pickering), 35% of respondents believed it is more affiliated with Ward 3
(rural Pickering), and 7% did not know. Lastly, when asked if moving the approved
boundary line between Ward 1 and 2 from Dixie Road West to Fairport Road made
sense to address population imbalances, opinions were split. Specifically, 30% believe
that both roads are an acceptable divide, 28% believe that Fairport Road is an
acceptable divider, and 24% believe that Dixie Road, as approved in 2021, should
remain as the Ward 1 and 2 boundary. Please see Appendix B for more details.
In interpreting these results, it is important to highlight that this survey does not
constitute a representative sampling of the population and is by no means a scientific
assessment of public preferences. The level of participation in the surveys, relative to
Pickering’s population, was low and not randomly selected. Additionally, more than half
of respondents (61%) were from Ward 3, and it should be noted that some of the survey
results could reflect the opinion of specific communities. The survey was nevertheless
Watson & Associates Economists Ltd. PAGE 10
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a source of insight for the Consultant Team but should be viewed as one of several
resources informing the Consultant Team’s determination of the options presented
throughout the two ward boundary reviews.
4.1.3 Social Media Engagement
Social media are effective platforms for disseminating information about the Ward
Boundary Review to the public and were used extensively in the 2021 Ward Boundary
Review as well as in 2025. This approach was crucial in 2021 since all public
consultation was conducted virtually in the wake of public health restrictions during the
coronavirus disease (COVID-19) pandemic.
Notices were also posted on X, Facebook, and Instagram, raising awareness and
directing the public to the feedback survey. In total, 2 posts were made on X with 562
views; 7 posts were made on Facebook, generating 18,539 impressions and receiving
136 reactions, 63 shares, and 220 link clicks; and 9 posts were made on Instagram,
generating 13,353 views and receiving 69 likes, 2 saves, 15 shares, and 22 profile
visits.
4.2 Public Consultation Sessions
The Consultant Team held two public consultation sessions with Pickering residents in
May 2025, one at Chestnut Hill Developments Recreation Complex (1867 Valley Farm
Road, Pickering) and the other at Dr. Nelson F. Tomlinson Community Centre (4941
Old Brock Road, Claremont). The format for these two in-person sessions involved
placing display boards where they would attract the attention of passers-by already on
site, as well as those who learned about the sessions through other channels, who
would then be invited into a conversation with a member of the Consultant Team. The
boards explained the reasons behind this re-evaluation (see above) and showed the
pre-2021 wards, the wards as adopted through By-law 7875/21, the three options
presented to Pickering Council in June 2021, three “adjusted” versions of the By-law
7875/21 wards, and an overall assessment of the various configurations.
Feedback from these sessions was used to evaluate the recommendation provided in
this report. The information presented at the two sessions was supplemented by
information about the review available online (see footnote 1).
Watson & Associates Economists Ltd. PAGE 11
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5. Principles
The City of Pickering established core principles and other directions for the 2021
electoral review that will be referred to for guidance in the conduct of this review:
• Representation by Population (the population parity principle);
• Protection of Communities of Interest and Neighbourhoods (the community of
interest principle);
• Current and Future Population Trends (the future population principle);
• Physical Features as Natural Boundaries (the natural boundaries principle); and
• Effective Representation.
These principles are discussed briefly in the Discussion Paper (pages 10 to 12) and at
greater length in Part 7 (pages 14 to 20) of the December 2020 Interim Report (see
footnote 2), so they will not be addressed again in this report. The Consultant Team
has thoroughly considered the importance of each principle and a detailed evaluation of
which of the principles were most important for determining an appropriate system of
representation during the 2021 ward boundary review. We also collected responses
from the public about the priority they assigned to the guiding principles (see the Interim
Report, Part 6).
The principles contribute to the development of a system that provides equitable
ongoing access between elected officials and residents, but they may conflict with one
another in their application. Accordingly, it is expected that implications for achieving
the overriding principle of effective representation will be important in arbitrating
conflicts between principles. Any deviation from the specific principles must be justified
by other principles in a manner that is more supportive of effective representation.
The priority attached to certain principles makes some options more desirable in the
eyes of different observers. Ultimately, the ward design adopted by Pickering Council
should be the one that best fulfills as many guiding principles as possible.
6. Pickering’s “Existing Ward Structure”
To be clear, no municipal election has yet been conducted in Pickering using what is
referred to herein as the “existing ward structure” (sometimes referred to as the “existing
wards”). This is because it was under appeal to the Ontario Land Tribunal when the
deadline for new boundaries for the 2022 municipal election took effect, and the 2022
election was run in a ward system that has since been replaced. This re-evaluation is
Watson & Associates Economists Ltd. PAGE 12
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intended to determine whether the 2026 municipal election should be conducted under
the existing ward structure adopted in 2021 or a modified ward structure.
In the assessment of the Consultant Team in 2021, the ward boundaries presented as
Final Option 2 (the option adopted by Council in August 2021) were considered “largely
successful” in meeting the effective representation principle. Although it did not provide
for population parity between wards in the short term, the wards were forecast to grow
into a better population balance within 10 years. When considered in terms of 2025
population data, the same assessment holds: the strength of the option lies in the way
it accommodates the City’s future population. The option was deemed by the
Consultant Team to meet the community of interest principle and the natural boundaries
principle, resulting in an overall positive evaluation for achieving effective
representation. As will be discussed below, this assessment was considered flawed in
one respect, which led to the appeal of By-law 7875/21.
Pickering Council had been provided with three final options in 2021 and, in response to
the petition submitted in the summer of 2021, selected Final Option 2. The other two
recommended options were assessed as less successful in achieving effective
representation for various reasons (see City of Pickering 2020/2021 Ward Boundary
Review Final Report Part 9, pp. 17-28) and are briefly re-considered herein in terms of
updated population data as directed by Council Resolution #654/25.
6.1 The “Existing Ward Structure” Reconsidered
As noted, the by-law adopted by Pickering Council was based on Final Option 2 (see
Figure 2): it is a simple design with only two boundary lines (Concession Road 3 and
Dixie Road). Its main attribute was the expectation that two of the proposed wards
would be at the optimal population range (that is, within 5% of optimal) by 2030 (see
City of Pickering 2020/2021 Ward Boundary Review Final Report, p. 23). Part of the
rationale for this configuration was the population forecast for the proposed Ward 3.
Although its population was well below the acceptable range of variation in 2021, it was
projected to grow by about 40,000 residents by 2030 to fall into the optimal range (that
is, within 5% of optimal). During that time, councillors elected in the proposed Ward 3
would need to be engaged in the complex task of representing a brand-new large urban
community in the heart of the ward. The main drawback to this option was the
extremely low population in the proposed Ward 3 that, at present, included virtually no
urban neighbourhoods.
Watson & Associates Economists Ltd. PAGE 13
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The objective of population parity, where every councillor generally represents an equal
number of constituents within their respective ward, is the primary goal of an electoral
redistribution. Some degree of variation is acceptable considering the City’s population
densities and demographic factors. The indicator of success in a ward design is the
extent to which all the individual wards approach an “optimal” size.
Optimal size can be understood as a mid-point on a scale where the term “optimal” (O)
describes a ward with a population within 5% on either side of the calculated optimal
size. The classification “below/above optimal” (O+ or O-) is applied to a ward with a
population between 6% and 25% on either side of the optimal size and is considered an
acceptable variation. A ward that is labelled “outside the range” (OR+ or OR-) indicates
that its population is greater than 25% above or below the optimal ward size. The
adoption of a 25% maximum variation was part of the terms of reference established by
the City and can reasonably be applied in municipalities like Pickering. These ranges
are presented in Table 6-1.
Table 6-1
Optimal Population Ranges for a 3-Ward System – 2024 and 2035
Symbol Description Variance 2024 Population
Range
2035 Population
Range
OR+ Outside Range -High 25% and
above >49,273 >70,063
O+ Above Optimal but
Acceptable
5% to
25% 41,389–49,273 58,853–70,063
O Optimal Population Range +/-5% 37,447–41,389 53,248–58,853
O-Below Optimal but
Acceptable
-5% to
-25% 29,564–27,447 42,038–53,248
OR-Outside Range -Low -25% and
below <29,564 <42,038
Applying 2024 population data to the existing ward configuration, only one of the three
wards would be at the optimal range in 2035, but the other two would be within the
acceptable range of variation (one 11% above and the other 11% below). This
distribution can still be considered as being successful in meeting the future population
principle.
Watson & Associates Economists Ltd. PAGE 14
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Table 6-2
Updated Population by Existing Ward (By-law 7875/21)
Ward
Number
2024
Population[1] Variance Optimal
Range
2035
Population[1] Variance Optimal
Range
Ward 1 52,632 1.34 OR+ 55,638 0.99 O
Ward 2 44,984 1.14 O+ 50,094 0.89 O-
Ward 3 20,639 0.52 OR-62,420 1.11 O+
Total 118,255 --168,152 --
Average 39,418 --56,051 --
[1] Population includes a net Census undercount of approximately 4.0%.
Note: Numbers may not add precisely due to rounding.
Source: Derived from the Region of Durham Official Plan (Consolidated May 26, 2020), by
Watson & Associates Economists Ltd.
As noted, however, By-law 7875/21 which implemented this ward structure was
appealed to the Ontario Land Tribunal on the grounds that the use of Concession 3 as
the boundary between the proposed Wards 1 and 3 divides the Cherrywood community,
thus breaching the community of interest principle without significantly assisting in the
achievement of other guiding principles. The Consultant Team accepts that even
though the Ontario Land Tribunal did not rule on the application, this claim has some
merit, and it will incorporate an alternative boundary line in relation to Cherrywood in its
re-evaluation of the wards in the adjusted options (see below).
Watson & Associates Economists Ltd. PAGE 15
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Table 6-3
2025 Evaluation Summary – Existing Ward System (By-law 7875/21)
Principle
Does the Ward
Structure Meet
the Respective
Principle?
Comment
Representation by
Population No Two of the three wards are outside
the acceptable range of variation.
Protection of
Communities of Interest
and Neighbourhoods
Largely
Successful
The two urban wards are coherent
collections of neighbourhoods, while
the third is largely rural today. The
Cherrywood community is split.
Current and Future
Population Trends Yes
Successfully achieves the kind of
population balance sought in this
principle.
Physical Features as
Natural Boundaries Yes
Markers used as boundaries of the
wards are straightforward and
identifiable.
Effective Representation Largely
Successful
Effective representation is hindered
in the short term by uneven
population distribution but
accommodates demands on
councillors brought on by large-scale
development.
Levels of evaluation for how the Guiding Principles are met
Yes Largely Successful Partially Successful No
Higher Rating Lower Rating
6.2 Other 2021 Final Options Reconsidered
The Consultant Team interprets its response to Council Resolution #654/25 to include
an opportunity to select one of the other two final options from the 2021 review in light of
the new population data and other considerations. Both Final Options 1 and 3 were
assessed as “largely successful” in terms of the effective representation principle and
were broadly similar in the way the other guiding principles were assessed. Final
Watson & Associates Economists Ltd. PAGE 16
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Option 3 was expected to achieve reasonable population parity for the 2022 election but
not in 2030, and Final Option 1 was the opposite. In Final Option 1, Concession 3 was
used as the boundary between the proposed Wards 1 and 3 that divided the
Cherrywood community, thus also breaching the community of interest principle
identified in the appeal of By-Law 7875/21.
2021 Final Option 1:
Applying 2024 population data to Final Option 1, one of the three wards would be
outside the acceptable range of variation whereas two were outside the acceptable
range of variation in 2021. Two wards would be outside the acceptable range of
variation in 2035, but one proposed ward is still at the optimal point by 2035. This
distribution can be considered an improvement over the version presented in 2021 in
terms of meeting the population parity principle, but it would fail to meet the future
population principle. The inclusion of the urbanizing Brock Street corridor east of
Duffins Creek boosts the population of the proposed Ward 3, but these neighbourhoods
are different from the hamlets and rural communities in the northern area of Pickering.
The Concession 3 boundary between Ward 1 and Ward 3 is problematic since it divides
the Cherrywood community.
Watson & Associates Economists Ltd. PAGE 17
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Figure 6-1
2021 Ward Boundary Review – Final Option 1
Watson & Associates Economists Ltd. PAGE 18
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Table 6-4
Updated Population Final Option 1
Ward
Number
2024
Population[1] Variance Optimal
Range
2035
Population[1] Variance Optimal
Range
Ward 1 37,098 0.94 O-39,439 0.70 OR-
Ward 2 50,637 1.28 OR+ 55,400 0.99 O
Ward 3 30,519 0.77 O-73,313 1.31 OR+
Total 118,255 --168,152 --
Average 39,418 --56,051 --
[1] Population includes a net Census undercount of approximately 4.0%.
Note: Numbers may not add precisely due to rounding.
Source: Derived from the Region of Durham Official Plan (Consolidated May 26, 2020), by
Watson & Associates Economists Ltd.
Table 6-5
Final Option 1 Evaluation Summary (Re-evaluated)
Principle
Does the Ward
Structure Meet
the Respective
Principle?
Comment
Representation by
Population
Partially
Successful
One ward is outside the acceptable
range of variation and another is near
the bottom of the acceptable range.
Protection of
Communities of Interest
and Neighbourhoods
Partially
Successful
Two wards include a mix of
communities of interest and
neighbourhoods.
Current and Future
Population Trends No
Two proposed wards are outside the
acceptable range of variation,
although one is at the optimal point.
Physical Features as
Natural Boundaries Yes
Most markers used as boundaries of
the wards are straightforward and
identifiable.
Effective Representation Partially
Successful
Effective representation is hindered
by uneven forecast population
distribution and allocation of
communities in the proposed wards.
Watson & Associates Economists Ltd. PAGE 19
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2021 Final Option 3:
Applying 2024 population data to Final Option 3 places all three wards at the optimal
point, whereas two were outside the acceptable range of variation in 2021. The
forecast population growth in the proposed Ward 3, however, pushes it well above the
acceptable range of variation in 2035, while the relatively stable populations located in
the other two proposed wards means they are both hovering at the brink of the lowest
acceptable range of variation by 2035. This information can still be considered as
improving Final Option 3 over the version presented in 2021 in terms of meeting the
population parity principle, but it would fail to meet the future population principle. A
recurring critique of this option is the proposal to include neighbourhoods both east and
west of Frenchman’s Bay in the same ward; also, the proposed northern ward would
include a significant urban population north of Finch Avenue, as well as many hamlets
and rural communities, undermining the coherence of the communities of interest
located there.
Table 6-6
Updated Population Final Option 3
Ward
Number
2024
Population[1] Variance Optimal
Range
2035
Population[1] Variance Optimal
Range
Ward 1 39,566 1.00 O 42,403 0.76 O-
Ward 2 38,816 0.98 O 42,323 0.76 O-
Ward 3 39,872 1.01 O 83,426 1.49 OR+
Total 118,255 --168,152 --
Average 39,418 --56,051 --
[1] Population includes a net Census undercount of approximately 4.0%.
Note: Numbers may not add precisely due to rounding.
Source: Derived from the Region of Durham Official Plan (Consolidated May 26, 2020), by
Watson & Associates Economists Ltd.
Watson & Associates Economists Ltd. PAGE 20
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Figure 6-2
2021 Ward Boundary Review – Final Option 3
Watson & Associates Economists Ltd. PAGE 21
- 103 -
Table 6-7
Final Option 3 Evaluation Summary (Re-evaluated)
Principle
Does the Ward
Structure Meet
the Respective
Principle?
Comment
Representation by
Population Yes All three wards are at the optimal
point.
Protection of
Communities of Interest
and Neighbourhoods
Partially
Successful
Two wards include a mix of
communities of interest and
neighbourhoods.
Current and Future
Population Trends No
One proposed ward is outside the
acceptable range of variation and two
are near the bottom of the acceptable
range of variation.
Physical Features as
Natural Boundaries Yes
Most markers used as boundaries of
the wards are straightforward and
identifiable.
Effective Representation Partially
Successful
Effective representation is hindered
by uneven forecast population
distribution and allocation of
communities in the proposed wards.
In the assessment of the Consultant Team, the new population data available since
2021 and other considerations do not lead to the conclusion that either 2021 Final
Option 1 or 2021 Final Option 3, as originally proposed to Pickering Council, could now
be considered a plausible alternative to 2021 Final Option 2, the option adopted by
Council as By-law 7875/21.
7. Final Options 2025
Since this review is intended to determine whether the 2026 municipal election should
be conducted under the existing ward structure or a modified version of it, the
Consultant Team has prepared two “adjusted” options for consideration, labelled Final
Option A and Final Option B. The alternatives primarily involve modifications that are
integrated into the By-law 7875/21 configuration, in both cases by moving the proposed
Ward 1/Ward 3 boundary south from Concession 3 to the Canadian Pacific rail line, to
acknowledge the implication of that configuration on the community of interest principle
(and by extension the grounds for the appeal of By-law 7875/21). Ignoring that
Watson & Associates Economists Ltd. PAGE 22
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objection would likely mean another appeal to the Ontario Land Tribunal, whatever
other changes are made. This small change would negate that possibility and would
have no impact on the evaluation of the two population principles.
While the Concession 3 boundary could be moved north to Taunton Road, the
consultation process and the other evidence gathered by the Consultant Team confirms
that the Cherrywood community of interest is more aligned with Pickering’s rural and
agricultural interests and the well-established hamlets and communities to the north
rather than with the larger, more populated communities in the urban area.
7.1 Final Option A
Final Option A involves two changes to the existing ward system, starting with the single
modification outlined above, namely moving the proposed Ward 1/Ward 3 boundary
south from Concession 3 to the Canadian Pacific rail line. Final Option A also includes
modifications that would incorporate the Duffin Heights and Brock Ridge urban
neighbourhoods into the proposed Ward 3. It also proposes moving the boundary
between the proposed Wards 1 and 2 from Dixie Road back to Fairport Road, which
has served as the boundary between the wards since 1982. These two changes to the
existing ward system help to achieve the representation by population principle for the
2026 municipal election and contribute to a ward configuration that echoes familiar
features of Pickering’s pre-2021 wards.
Without returning the population along the Brock Road corridor to the proposed Ward 3
from By-law 7875/21, the proposed ward will include about two-thirds of the City’s land
mass but only approximately 25% of the population, an undesirable population
distribution that can be addressed with this map.
Watson & Associates Economists Ltd. PAGE 23
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Figure 7-1
Final Option A Ward Configuration
Watson & Associates Economists Ltd. PAGE 24
- 106 -
Population forecasts gathered in 2025 anticipate more than twice as many residents
living in the proposed Ward 3 by 2035. In that process, rural Pickering and its historic
hamlets would be further overwhelmed by urban neighbourhoods and the population of
the proposed ward would be well over the acceptable range of variation. Presumably
these two significant changes to the Pickering community would be reason enough to
undertake a fresh ward boundary and council composition review at that time.
In the meantime, Final Option A addresses the shortcomings of the pre-2021 ward
system by narrowing the gap between the smallest and largest ward populations and
can be seen as a plausible three-ward configuration to provide effective representation
over the next two elections or longer, dependent on the scale and timing of growth
within the Seaton community.
Table 7-1
Final Option A – Population by Ward
Ward
Number
2024
Population[1] Variance Optimal
Range
2035
Population[1] Variance Optimal
Range
Ward 1 44,633 1.13 O+ 47,267 0.84 O-
Ward 2 42,726 1.08 O+ 47,188 0.84 O-
Ward 3 30,896 0.78 O-73,697 1.31 OR+
Total 118,255 --168,152 --
Average 39,418 --56,051 --
[1] Population includes a net Census undercount of approximately 4.0%.
Note: Numbers may not add precisely due to rounding.
Source: Derived from the Region of Durham Official Plan (Consolidated May 26, 2020), by
Watson & Associates Economists Ltd.
Watson & Associates Economists Ltd. PAGE 25
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Table 7-2
Final Option A – Evaluation Summary
Principle
Does the Ward
Structure Meet
the Respective
Principle?
Comment
Representation by
Population Yes
Successfully achieves the kind of
population balance sought in this
principle.
Protection of
Communities of Interest
and Neighbourhoods
Largely
Successful
Two of the wards are coherent
electoral units. Ward 3 continues to
be a mix of neighbourhoods ranging
from suburban neighbourhoods to
sparsely populated rural areas and
hamlets, as well as the forecast
Seaton development.
Current and Future
Population Trends
Largely
Successful
The two urban wards are balanced
with one another, but Ward 3 is well
above the acceptable range of
variation.
Physical Features as
Natural Boundaries Yes
Most markers used as boundaries of
the wards are straightforward and
identifiable.
Effective Representation Largely
Successful
Effective representation is hindered in
the short term by uneven population
distribution but accommodates
demands on councillors brought on by
large-scale development.
7.2 Final Option B
Final Option B involves only one change to the existing ward system, namely moving
the proposed Ward 1/Ward 3 boundary south from Concession 3 to the Canadian
Pacific rail line. When then-Option 2 was adopted in the by-law by Pickering Council in
August 2021, the data available to the Consultant Team indicated that two of the
proposed wards were significantly outside the acceptable range of variation, but the
main attribute of the design was the expectation that two of the proposed wards would
be at the optimal range (that is, within 5% of optimal) by 2030.
Watson & Associates Economists Ltd. PAGE 26
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Figure 7-2
Ward Map of Final Option B
Watson & Associates Economists Ltd. PAGE 27
- 109 -
The population changes since the by-law was adopted and updated population
projections considered in this re-evaluation indicate that, by 2035, the pattern no longer
holds: two of the proposed wards were still significantly outside the acceptable range of
variation in the short term, but only one ward is forecast to be at the optimal point in
2035, and two are within the acceptable range, one 11% below optimal and one 12%
above optimal. With this minimal change, Pickering would probably still have a much-
improved ward configuration over the pre-2021 system, but the new information
available confirms that the population of the proposed Ward 3 is only about half the
optimal size, a finding that undermines the case for this option. Population figures by
ward are presented in Table 7-3 with the consultants evaluation presented in Table 7-4.
Table 7-3
Final Option B – Population by Ward
Ward
Number
2024
Population[1] Variance Optimal
Range
2035
Population[1] Variance Optimal
Range
Ward 1 52,255 1.33 OR+ 55,254 0.99 O
Ward 2 44,984 1.14 O+ 50,094 0.89 O-
Ward 3 21,015 0.53 OR-62,804 1.12 O+
Total 118,255 --168,152 --
Average 39,418 --56,051 --
[1] Population includes a net Census undercount of approximately 4.0%.
Note: Numbers may not add precisely due to rounding.
Source: Derived from the Region of Durham Official Plan (Consolidated May 26, 2020) by
Watson & Associates Economists Ltd.
Watson & Associates Economists Ltd. PAGE 28
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Table 7-4
Final Option B – Evaluation Summary
Principle
Does the Ward
Structure Meet
the Respective
Principle?
Comment
Representation by
Population No Two of the three wards are outside
the acceptable range of variation.
Protection of
Communities of Interest
and Neighbourhoods
Yes
The two urban wards are coherent
collections of neighbourhoods, while
the third is largely rural today.
Current and Future
Population Trends
Largely
Successful
Population growth brings better
balance, but only one ward is at the
optimal point.
Physical Features as
Natural Boundaries Yes
Markers used as boundaries of the
wards are straightforward and
identifiable.
Effective Representation Largely
Successful
Effective representation is hindered
in the short term by uneven
population distribution.
A comparison of the evaluations of the “Existing” configuration to that of the final two
options are presented in Table 7-5.
Watson & Associates Economists Ltd. PAGE 29
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Table 7-5
City of Pickering
Evaluation Summary
Final
Option
Representation
by Population
Protection of
Communities
of Interest and
Neighbourhoods
Current and
Future
Population
Trends
Physical
Features as
Natural
Boundaries
Effective
Representation
By-law
7875/21 No Partially
Successful Yes Yes Largely
Successful
Final
Option A Yes Largely
Successful
Largely
Successful Yes Largely
Successful
Final
Option B No Yes Largely
Successful Yes Largely
Successful
Levels of evaluation for how the Guiding Principles are met
Yes Largely Successful Partially Successful No
Higher Rating Lower Rating
8. Next Steps and Council Decisions
This report will be presented to Pickering Council at a meeting scheduled for July 15,
2025. There are a number of possible actions for Council to take, beginning with a
decision to leave the wards set out in By-law 7875/21 as the format for the 2026
municipal election. This approach is both inadvisable and inconsistent with the premise
of this 2025 re-evaluation.
It is inadvisable, since the By-law includes a ward boundary drawn along Concession 3,
the primary reason the by-law was appealed in 2021. Maintaining that feature would in
all likelihood prompt another appeal. Also, the 2025 re-evaluation was initiated to
provide more up-to-date population figures as a basis for discovering whether the main
features of the by-law can stand up to further scrutiny. The re-evaluation has
demonstrated that the population data on which By-law 7875/21 was designed is not
Watson & Associates Economists Ltd. PAGE 30
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perceptibly changed by the “Cherrywood” modification, but as noted, the basis of the
appeal to the Ontario Land Tribunal would remain in place, risking another appeal.
Instead, it is the recommendation of the Consultant Team that Pickering Council adopt
an option to re-divide the City into three wards that successfully meet the guiding
principles that framed the 2021 ward boundary review, in light of its direction to the
Consultant Team through Resolution #654/25. This report has re-evaluated those three
options from 2021 but determined that the option adopted through By-law 7875/21
should be the basis for re-dividing Pickering for the 2026 municipal election.
Final Option A is the recommended alternative: it returns to some features of the pre-
2021 ward configuration that will be familiar to residents and allows for a better
population distribution in the short and longer term. Final Option B includes a minor
boundary adjustment to the By-law 7875/21 map but is less successful when more up-
to-date population projections are taken into account. Neither final option, nor the by-
law map and the pre-2021 boundaries, meet the population parity principle for 2026 but
offer alternative approaches to address the expected population growth in Pickering.
Put another way, the Pickering ward maps presented herein are about growing into
parity, not about achieving it immediately.
On that point, it is probably also important for Pickering Council to consider adopting a
Ward Boundary Review Policy that commits the municipality to a regular review of its
ward boundaries, perhaps after a designated number of elections or when population
growth reaches a pre-determined threshold. Electoral reviews (and note that this refers
to “reviews” not necessarily changes) should be proactive and routine, not reactive and
discretionary. As the Consultant Team noted in its 2021 Final Report: “it is appropriate
for the City to be prepared for...inevitable change in the community.” Ward boundary
lines are not meant to be permanent markers on the City map. Instead, they are
demarcations that need to be evaluated on a regular basis to confirm whether they
provide effective representation for residents of Pickering.
The Consultant Team recommends Final Option A in this report to enhance effective
representation in Pickering.
Watson & Associates Economists Ltd. PAGE 31
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Appendices
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Appendix A
Public Engagement
Information Boards
Watson & Associates Economists Ltd. PAGE A-1
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Watson & Associates Economists Ltd. PAGE A-2
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Watson & Associates Economists Ltd. PAGE A-3
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Watson & Associates Economists Ltd. PAGE A-4
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Watson & Associates Economists Ltd. PAGE A-5
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Watson & Associates Economists Ltd. PAGE A-6
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Watson & Associates Economists Ltd. PAGE A-7
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Appendix B
Survey Results
Watson & Associates Economists Ltd. PAGE B-1
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Watson & Associates Economists Ltd. PAGE B-2
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Watson & Associates Economists Ltd. PAGE B-3
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Watson & Associates Economists Ltd. PAGE B-4
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Watson & Associates Economists Ltd. PAGE B-5
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Watson & Associates Economists Ltd. PAGE B-6
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Attachment 2 to Report CLK 03-25
Legislative Services Division
Clerk’s Office
Directive Memorandum
January 31, 2025
To: Susan Cassel
City Clerk
From: Susan Cassel
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council held on
January 27, 2025
Ward Boundaries
Council Decision Resolution #654/25
WHEREAS, in 2017, the City of Pickering obtained the services of Watson &
Associates Economists Ltd. To undertake a review of the City’s ward boundaries;
And Whereas, on August 30, 2021, Council adopted new ward boundaries which are
set out in By-law 7875/21;
And Whereas, By-law 7875/21 was appealed to the Ontario Land Tribunal (OLT) and
although the appeal was withdrawn, the deadline for the new ward boundaries to take
effect for the 2022 Municipal Election was not met in accordance with the requirements
under the Municipal Act;
And Whereas, the new ward boundaries set out in By-law 7875/21 will take effect for
the 2026 Municipal Election unless otherwise amended by the prescribed timelines set
out in the Municipal Act;
And Whereas, several years have passed and intervening events, population growth
patterns, and the population projections used in the Consultant’s report to determine
the proposed boundaries, should be reviewed to ascertain whether these boundaries
are still relevant and equitable from an effective representation perspective;
Now therefore be it resolved that the Council of The Corporation of the City of
Pickering directs through the Office of the CAO:
1. That the City Clerk be directed to engage the services of Watson & Associates
Economists Ltd., to reconsider the findings in its Final Report titled “2020/2021
Ward Boundary Review, City of Pickering” dated June, 2021, based on available
and updated population data, and to make recommendations on any appropriate
adjustments to the ward boundaries set out in By-law 7875/21, and that such
adjustments be consistent with applicable law and best practices;
2. That the Ward Boundary Review carried out by Watson & Associates include
engaging in public consultation with suitable time allotted to effectively engage the
public through public information session, social media, website notice of boundary
review, etc.;
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3.That the costs associated with the review by Watson & Associates Economists Ltd.
Shall not exceed $35,000.00 plus applicable taxes, funded from Contingency
Account 503500.11100; and,
4.That the City Clerk report back to Council with the Consultant’s report and
recommendations, no later than the end of Q2 2025, in order to consider any
amendments to By-law 7875/21 in time for the adjusted ward boundaries to take
effect for the 2026 Municipal Election.
Please take any action deemed necessary.
SC:am
Copy: Chief Administrative Officer
Director, Corporate Services & City Solicitor
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________________________________
________________________________
Attachment 3 to Report CLK 03-25
The Corporation of the City of Pickering
By-law No. xxxx/25
Being a by-law to change the ward boundaries in the City of Pickering
Whereas Section 222(1) of the Municipal Act, S.O. 2001, c. 25, as amended (the “Act”),
provides authority for a municipality to divide or redivide the municipality into wards or to
dissolve the existing wards;
And Whereas at its Special Meeting held on July 15, 2025, the Council of The Corporation of
the City of Pickering approved changes to the ward boundaries in the City of Pickering;
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:
1.That the ward boundaries, as shown and described in Schedule “A”, attached hereto
and forming part of this by -law are hereby approved;
2.That pursuant to Section 222(8) of the Act, the new ward boundaries shall come into
force on the day the new Council of The Corporation of the City of Pickering is
organized following the 2026 Municipal Election provided that:
(i)no notices of appeal are filed;
(ii)notices of appeal are filed and are all withdrawn before January 1, 2026; or,
(iii)notices of appeal are filed, and the Ontario Land Tribunal issues an order to
affirm or amend the by -law before January 1, 2026;
3.That pursuant to Section 222(9) of the Act, the 2026 Municipal Election shall be
conducted as if the by -law was already in force; and,
4.That By -law 7875/21 is hereby repealed.
By-law passed this 15th day of July , 2025.
Kevin Ashe, Mayor
Susan Cassel, City Clerk
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Schedule “A” to By-law XXXX/25 -Ward Boundary
Descriptions
- 131 -
Ward 1
Beginning where the centre line of the Canadian Pacific rail line crosses the centre line
of York-Durham Line (that is , where the City of Pickering municipal boundary meets the
municipal boundary of the City of Toronto), then in an easterly direction along the centre
line of the Canadian Pacific rail line to the centre line of Fairport Road, then in a
southerly direction along the centre line of Fairport Road to Highway 401, then in an
easternly direction along the centre line of Highway 401 to the intersection of where the
CNR crosses the 401. From this point, in a southeasterly direction along a line drawn to
Frenchman’s Bay and across Frenchman’s Bay to the gap in the sandspit that
separates the Bay from Lake Ontario, then in a westerly direction along the City of
Pickering municipal boundary in Lake Ontario to the Rouge River (the municipal
boundary with the City of Toronto), then in a northwestern direction along the Rouge
River (the municipal boundary with the City of Toronto) to Twyn Rivers Drive then in a
northern direction along the centre line of Scarborough-Pickering Townline to the point
of origin.
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Ward 2
Beginning where the centre line of the Canadian Pacific rail line crosses the centre line
of Fairport Road, then in a northeasterly direction along the centre line of the Canadian
Pacific rail line to the centre line of Third Concession Road east, then in an easterly
direction along the centre line of Third Concession Road to the centre line of Valley
Farm Roard. Following the centre line of Valley Farm Road in a southerly direction to
the centre line of Finch Avenue, then in an easterly direction along the centre line of
Finch Avenue to the centre line of Brock Road, then in a southerly direction along the
centre line of Brock Road to the centre line of Kingston Road (Highway 2) , then in an
easterly direction along the centre line of Kingston Road (Highway 2) to the municipal
boundary between City of Pickering and the Town of Ajax, then in a southerly and
easterly direction along the City of Pickering municipal boundary with the Town of Ajax
to the City of Pickering municipal boundary in Lake Ontario, then westerly along the City
of Pickering municipal boundary in Lake Ontario to the gap in the sandspit that
separates the Frenchman’s Bay from Lake Ontario, then in a northwesterly direction
along a line drawn from that point to the end of a line drawn from Frenchman’s Bay to
Highway 401, where the CNR intersect. Following in a westerly direction along Highway
401 to the centre line of Fairport Road, then in a northerly direction along the centre line
of Fairport Road to the point of origin at the Canadian Pacific rail line.
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Ward 3
Beginning where the centre line of Uxbridge Pickering Townline Road meets the centre
line of Regional Road 30 (York Durham Line), then in an easterly direction along the
centre line of Uxbridge Pickering Townline Road (the municipal boundary of the City of
Pickering with the Township of Uxbridge) to where it meets the centre line of Lake
Ridge Road (the eastern municipal boundary of the City of Pickering with the Township
of Scugog), then in a southerly direction along municipal boundary of the City of
Pickering with the Town of Whitby to the northern municipal boundary of the Town of
Ajax, then in a westerly and southerly direction along the municipal boundary with the
Town of Ajax to the centre line of Kingston Road (Highway 2), then in a westerly
direction along the centre line of Kingston Road (Highway 2) the centre line of Brock
Road, then in a northerly direction along the centre line of Brock Road to the centre line
of Finch Avenue, then in a westerly direction along the centre line of Finch Avenue to
the centre line of Valley Farm Road, then in a northerly direction along the centre line of
Valley Farm Road to the line of Third Concession Road, then in a westerly direction
along the centre line of Third Concession Road to the centre line of the Canadian
Pacific rail line, then in a southwesterly direction along the centre line of the Canadian
Pacific rail line to the centre line of Scarborough-Pickering Townline, then in a northerly
direction along the centre line of Regional Road 30 (York Durham Line) to the point of
origin.
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The Corporation of the City of Pickering
By-law No. 8196/25
Being a by-law to change the ward boundaries in the City of Pickering
Whereas Section 222(1) of the Municipal Act, S.O. 2001, c. 25, as amended (the “Act”),
provides authority for a municipality to divide or redivide the municipality into wards or to
dissolve the existing wards;
And Whereas at its Special Meeting held on July 15, 2025, the Council of The Corporation of
the City of Pickering approved changes to the ward boundaries in the City of Pickering;
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:
1.That the ward boundaries, as shown and described in Schedule “A”, attached hereto
and forming part of this by -law are hereby approved;
2.That pursuant to Section 222(8) of the Act, the new ward boundaries shall come into
force on the day the new Council of The Corporation of the City of Pickering is
organized following the 2026 Municipal Election provided that:
(i)no notices of appeal are filed;
(ii)notices of appeal are filed and are all withdrawn before January 1, 2026; or,
(iii) notices of appeal are filed, and the Ontario Land Tribunal issues an order to
affirm or amend the by -law before January 1, 2026;
3.That pursuant to Section 222(9) of the Act, the 2026 Municipal Election shall be
conducted as if the by -law was already in force; and,
4.That By -law 7875/21 is hereby repealed.
By-law passed this 15th day of July , 2025.
________________________________
Kevin Ashe, Mayor
________________________________
Susan Cassel, City Clerk
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Schedule “A” to By-law 8196/25 - Ward Boundary
Descriptions
- 136 -
Ward 1
Beginning where the centre line of the Canadian Pacific rail line crosses the centre line
of York-Durham Line (that is , where the City of Pickering municipal boundary meets the
municipal boundary of the City of Toronto), then in an easterly direction along the centre
line of the Canadian Pacific rail line to the centre line of Fairport Road, then in a
southerly direction along the centre line of Fairport Road to Highway 401, then in an
easternly direction along the centre line of Highway 401 to the intersection of where the
CNR crosses the 401. From this point, in a southeasterly direction along a line drawn to
Frenchman’s Bay and across Frenchman’s Bay to the gap in the sandspit that
separates the Bay from Lake Ontario, then in a westerly direction along the City of
Pickering municipal boundary in Lake Ontario to the Rouge River (the municipal
boundary with the City of Toronto), then in a northwestern direction along the Rouge
River (the municipal boundary with the City of Toronto) to Twyn Rivers Drive then in a
northern direction along the centre line of Scarborough-Pickering Townline to the point
of origin.
- 137 -
Ward 2
Beginning where the centre line of the Canadian Pacific rail line crosses the centre line
of Fairport Road, then in a northeasterly direction along the centre line of the Canadian
Pacific rail line to the centre line of Third Concession Road east, then in an easterly
direction along the centre line of Third Concession Road to the centre line of Valley
Farm Roard. Following the centre line of Valley Farm Road in a southerly direction to
the centre line of Finch Avenue, then in an easterly direction along the centre line of
Finch Avenue to the centre line of Brock Road, then in a southerly direction along the
centre line of Brock Road to the centre line of Kingston Road (Highway 2) , then in an
easterly direction along the centre line of Kingston Road (Highway 2) to the municipal
boundary between City of Pickering and the Town of Ajax, then in a southerly and
easterly direction along the City of Pickering municipal boundary with the Town of Ajax
to the City of Pickering municipal boundary in Lake Ontario, then westerly along the City
of Pickering municipal boundary in Lake Ontario to the gap in the sandspit that
separates the Frenchman’s Bay from Lake Ontario, then in a northwesterly direction
along a line drawn from that point to the end of a line drawn from Frenchman’s Bay to
Highway 401, where the CNR intersect. Following in a westerly direction along Highway
401 to the centre line of Fairport Road, then in a northerly direction along the centre line
of Fairport Road to the point of origin at the Canadian Pacific rail line.
- 138 -
Ward 3
Beginning where the centre line of Uxbridge Pickering Townline Road meets the centre
line of Regional Road 30 (York Durham Line), then in an easterly direction along the
centre line of Uxbridge Pickering Townline Road (the municipal boundary of the City of
Pickering with the Township of Uxbridge) to where it meets the centre line of Lake
Ridge Road (the eastern municipal boundary of the City of Pickering with the Township
of Scugog), then in a southerly direction along municipal boundary of the City of
Pickering with the Town of Whitby to the northern municipal boundary of the Town of
Ajax, then in a westerly and southerly direction along the municipal boundary with the
Town of Ajax to the centre line of Kingston Road (Highway 2), then in a westerly
direction along the centre line of Kingston Road (Highway 2) the centre line of Brock
Road, then in a northerly direction along the centre line of Brock Road to the centre line
of Finch Avenue, then in a westerly direction along the centre line of Finch Avenue to
the centre line of Valley Farm Road, then in a northerly direction along the centre line of
Valley Farm Road to the line of Third Concession Road, then in a westerly direction
along the centre line of Third Concession Road to the centre line of the Canadian
Pacific rail line, then in a southwesterly direction along the centre line of the Canadian
Pacific rail line to the centre line of Scarborough-Pickering Townline, then in a northerly
direction along the centre line of Regional Road 30 (York Durham Line) to the point of
origin.
- 139 -