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October 6, 2025
Executive Committee Meeting Agenda Electronic Meeting October 06, 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 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. For inquiries related to accessibility, please contact Legislative Services Phone: 905.420.4611 | Email: clerks@pickering.ca. Call to Order/Roll Call Disclosure of Interest Delegations Matters for Consideration Director, Finance & Treasurer, FIN 15-25 Page 7 2024 Year End Audit and Financial Statements (Final) Consultant Delegation: Lilian Cheung, Partner, Public Sector Audit, Deloitte 1. 2. 3. 4. 4.1 Recommendation: That the Report FIN 15-25 regarding the results of the 2024 Year End Audit and Financial Statements (final), as submitted by Deloitte LLP, be received for information; 1. That the 2024 draft Audited Consolidated Financial Statements for the City of Pickering be approved; and, 2. That Deloitte LLP be reappointed to provide external auditing services to the City of Pickering for a three year term. 3. Director, Finance & Treasurer, Report FIN 16-25 Page 65 2025 Audit Service Plan Consultant Delegation: Lilian Cheung, Partner, Public Sector Audit, Deloitte Recommendation: That the 2025 Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received; 1. That the Chief Administrative Officer and the Director, Finance & Treasurer be authorized to sign the Engagement Letter, set out in Attachment 2 to this report, on behalf of the City; and, 2. That Deloitte LLP be appointed in 2025 for the audit of the Municipal Service Corporation, Destination Pickering. 3. (Acting) Director, Corporate Services, Report BYL 03-25 Page 117 Toys for Tickets and Food for Fines Holiday Parking Fine Program Recommendation: That Report BYL 03-25 regarding Toys for Tickets and Food for Fines Holiday Parking Fine Program be received; 1. That parking tickets issued between Monday, November 24, 2025 through Tuesday, December 16, 2025 be eligible for the Toys for Tickets/Food for Fines program; 2. That the Toys for Tickets/Food for Fines program be implemented from November 24, 2025 through December 16, 2025; and, 3. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. 4. 4.2 4.3 Executive Committee Meeting Agenda October 06, 2025 - 2 - Chief Administrative Officer, Report CAO 16-25 Page 119 Lakeridge Health License Agreement Renewal Chronic Obstructive Pulmonary Disease Community Exercise Clinic Recommendation: That Report CAO 16-25 regarding Lakeridge Health License Agreement Renewal be received; 1. That the Mayor and City Clerk be authorized to execute the License Agreement with Lakeridge Health, set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Meeting Rooms 2 & 3, for the Chronic Obstructive Pulmonary Disease Community Exercise Clinic, subject to minor revisions as may be required by the Office of the CAO and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 3. (Acting) Chief Administrative Officer, Report CAO 17-25 Page 130 Shower Program Renewal DARS Inc. Agreement Renewal Recommendation: That Report CAO 17-25 regarding the agreement renewal for the DARS Inc. Shower Program be received; 1. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding with DARS Inc., set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Arena Dressing Room shower facilities, subject to minor revisions as may be required by the Office of the CAO and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 3. Director, Community Services, Report CS 25-25 Page 140 Systems Furniture Standardization Recommendation: That Council approve a five-year renewal of systems furniture and related accessories supplied by Tayco Panelink Ltd. as an approved City-wide 1. 4.4 4.5 4.6 Executive Committee Meeting Agenda October 06, 2025 - 3 - standard for furniture installations; and, That the appropriate City of Pickering officials be authorized to take the necessary actions indicated in this report. 2. Director, Community Services, Report CS 27-25 Page 144 Reciprocal Use of Facilities Agreement Durham District School Board Recommendation: That Report CS 27-25 regarding the Reciprocal Use of Facilities Agreement be received; 1. That the Mayor and City Clerk be authorized to execute the Reciprocal Use of Facilities Agreement with the Durham District School Board, set out in Attachment 1 to this report to which the Durham District School Board will have use of City owned parks and facilities listed in Schedule A and the City of Pickering will have use of Durham District School Board owned schools and fields listed in Schedule B, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. 3. Director, Human Resources, Report HUR 01-25 Page 181 Implementation of SuccessFactors Recruiting and Onboarding (Phase 2) Request for Quotation No. Q2025-14 Recommendation: That the quotation submitted by HR Path Canada in response to Request for Quotation No. Q2025-14 for Implementation of SuccessFactors Recruiting & Onboarding, in the amount of $96,672.00 (net HST) or $107,350.00 (HST included) be accepted; 1. That the Director, Human Resources be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Quotation No. Q2025-14; 2. That the Director, Finance & Treasurer be authorized to finance the net project cost of $96,672.00 from Capital Project C10800.2001 with $52,112.00 funded from Community Benefit Charges Reserve and $44,560 from Rate Stabilization Reserve; and, 3. 4.7 4.8 Executive Committee Meeting Agenda October 06, 2025 - 4 - That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in the report. 4. (Acting) Director, Corporate Services, Report LEG 07-25 Page 185 Final Assumption of Plan of Subdivision Woodview Land Development Corporation – Plan of Subdivision 40M-2643 Lots 1 to 31 and Block 24, Plan 40M-2643 Recommendation: That Bralorne Trail within Plan 40M-2643 be assumed for public use;1. That works and services required by the Subdivision Agreement, dated December 31, 2017, within Plan 40M-2643, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 2. That Woodview Land Development Corporation be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2643; and, 3. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 4. (Acting) Director, Corporate Services, Report LEG 08-25 Page 188 Final Assumption of Plan of Subdivision 711053 Ontario Inc. & 532503 Ontario Ltd. – Plan of Subdivision 40M-2302 Lots 1 to 35, Blocks 37 to 39, Plan 40M-2302 Recommendation: That Hollywood Court within Plan 40M-2302 be assumed for public use;1. That works and services required by the Subdivision Agreement, dated March 1, 2005, within Plan 40M-2302, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 2. That 711053 Ontario Inc. & 532503 Ontario Ltd. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2302; and, 3. That the appropriate City of Pickering officials be authorized to take the 4. 4.9 4.10 Executive Committee Meeting Agenda October 06, 2025 - 5 - actions necessary to implement the recommendations in this report. Member Updates on Committees Other Business Adjournment 5. 6. 7. Executive Committee Meeting Agenda October 06, 2025 - 6 - Report to Executive Committee Report Number: FIN 15-25 Date: October 6, 2025 From: Stan Karwowski Director, Finance & Treasurer Subject: 2024 Year End Audit and Financial Statements (Final) - File: F-3300-001 Recommendation: 1. That the Report FIN 15-25 regarding the results of the 2024 Year End Audit and Financial Statements (final), as submitted by Deloitte LLP, be received for information; and 2. That the 2024 draft Audited Consolidated Financial Statements for the City of Pickering be approved. 3. That Deloitte LLP be reappointed to provide external auditing services to the City of Pickering for a three year term. Executive Summary: The purpose of this report is to present the financial results of the 2024 Audit and present the draft Audited Consolidated Financial Statements for the year ended December 31, 2024. The auditor has provided an unmodified audit report on the financial statements. This means that the financial statements present fairly, in all material respects, the financial position of the City and its operations, changes in its net financial assets and its cash flows in accordance with Canadian public sector accounting standards. The auditor did not identify any significant deficiencies during the audit to formally report to Council. Under section 296 of the Municipal Act, 2001, Council must appoint an auditor, licensed under the Public Accounting Act, 2004, for a period not to exceed five years. The current auditor, Deloitte LLP (Deloitte), was last appointed at the Council meeting of March 27, 2023 (Resolution #119/23), as the City’s external auditors for a period of three years from and the including the audits for 2022 to 2024. As the term ends with the 2024 year end audit, it is recommended the firm be reappointed for a three year term. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key: Good Governance/Customer Service Excellence. Financial Implications: The City’s financial position is healthy and strong and the City is able to meet its current financial commitments and in the future. - 7 - FIN 15-25 October 6, 2025 Page 2 Discussion: The purpose of this report is to present the financial results of the 2024 Audit and present the draft Audited Consolidated Financial Statements for the year ended December 31, 2024. The timing of the 2024 year end audit and preparation of the financial statements was delayed to due to challenging circumstances affecting the audit timetable. The City began implementing a new Payroll System, WorkForce Now, in the mid-year of 2024 and the new system went live for the City in early 2025. During the audit period, the new payroll system presented additional challenges for the staff who were also managing the audit process. With the retirement of two senior staff members heavily involved in the financial reporting and payroll processes, the financial audit process was delayed due to limited resources. The Finance Department runs on a lean “staffing model.” The Public Sector Accounting Board introduced three new accounting standards in 2024, specifically PS 3160 Public Private Partnerships, PS 3400 Revenue and PSG-8 Purchased Intangibles. The City adopted the three new standards during 2024 prospectively, and the standards have been disclosed in the financial notes. There was no impact on the financial statements of the City. The audit for the year ended December 31, 2024 has now been completed. The auditor’s Report on the results of the 2024 Audit is included as Attachment 1. This Report, prepared by Deloitte, summarizes its findings from the December 31, 2024 audit and comments on significant matters regarding the audit. Appendix 1 provides a summary of communication requirements which Deloitte is required to bring to Council’s attention. The independence letter in Appendix 2 confirms that Deloitte is independent from the City. Appendix 3 is the draft management representations letter which is provided by the City to the auditors. This letter indicates that the financial statements are management’s responsibility and that management has provided and disclosed all necessary information to ensure that the financial statements are not materially misstated. This letter will be signed by the appropriate authorities upon approval of the financial statements. The scope of the audit does not include an in-depth evaluation of all systems or internal controls, however, the auditors may report on matters that come to their attention during the course of their review. No significant matters came to their attention to report. The draft Audited Consolidated Financial Statements for the year ended December 31, 2024 are included as Attachment 2. These statements are the responsibility of management and have been prepared by City accounting staff under the direction of the Director, Finance & Treasurer. The auditors are responsible to express an opinion on these Consolidated Financial Statements based on their audit. An unmodified audit report has been issued which means the auditors have indicated that in their opinion, the consolidated financial statements are fairly presented, in all material respects. In other words the City has a clean report. The Consolidated Financial Statements include the activities of the City of Pickering Public Library Board. The City’s investment in Elexicon Corporation is accounted for on a modified equity basis, which means the City includes its share of Elexicon’s income or loss in the Consolidated Financial Statements. - 8 - FIN 15-25 October 6, 2025 Page 3 Reappointment of Auditors Deloitte was last appointed to conduct the statutory audits for the 2022 to 2024 fiscal years. Experience in the public sector, specifically municipalities, range of other services available and knowledge of the client are important considerations for appointment of the auditor. In Canada, Deloitte is one of the largest public accounting firms and has vast experience within the municipal sector. The City relies on Deloitte’s experience and expertise as it relates to the City’s financial environment and other City operations. Deloitte is a trusted partner that provides advice based on their knowledge and experience working with both the City and many other municipal clients. They have been providing a variety of auditing, accounting and advisory services to a number of municipalities including seven of the eight local municipalities and the Regional Municipality of Durham. The services provided by Deloitte have clearly demonstrated proficiency in the municipal environment, particularly Public Accounting Board standards and guidelines. Based on the City’s experience to date, Deloitte has provided an excellent level of service; their comments and assistance is relevant and practical. The fees for the 2025 audit services has increased to $99,650 with an increase estimated for years 2026 and 2027. This includes the audit services for the City of Pickering, Pickering Public Library Board and the Trust Fund. In the present economic environment combined with the introduction of new auditing standards and a more sophisticated and integrated financial system fees will increase year over year. n accordance with the City’s purchasing policy (PUR 010 Appendix 1 6(b)), external Auditors’ services are an exception and therefore the City’s Purchasing Policy does not apply. Staff believe this is reasonable fee for audit service in light off all the contributing factors and is recommending that Deloitte be reappointed for the three year term. Attachments: 1.Report on the Results of the 2024 Audit 2. 2024 Draft Audited Consolidated Financial Statements Prepared By: Approved/Endorsed By: Susan Marsh Stan Karwowski Manager, Accounting Services Director, Finance & Treasurer Original Signed By:Original Signed By: - 9 - FIN 15-25 October 6, 2025 Page 4 Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By: - 10 - Attachment 1 to Report FIN 15-25 - 11 - - 12 - - 13 - - 14 - - 15 - - 16 - - 17 - - 18 - - 19 - - 20 - - 21 - - 22 - - 23 - - 24 - - 25 - - 26 - - 27 - - 28 - - 29 - Attachment 2 to Report FIN 15-25 - 30 - - 31 - - 32 - - 33 - - 34 - - 35 - - 36 - - 37 - - 38 - - 39 - - 40 - - 41 - - 42 - - 43 - - 44 - - 45 - - 46 - - 47 - - 48 - - 49 - - 50 - - 51 - - 52 - - 53 - - 54 - - 55 - - 56 - - 57 - - 58 - - 59 - - 60 - - 61 - - 62 - - 63 - - 64 - Report to Executive Committee Report Number: FIN 16-25 Date: October 6, 2025 From: Stan Karwowski Director, Finance & Treasurer Subject: 2025 Audit Service Plan - File: F-3300-001 Recommendation: 1. That the 2025 Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received. 2. That the Chief Administrative Officer and the Director, Finance & Treasurer be authorized to sign the Engagement Letter, set out in Attachment 2 to this report, on behalf of the City. 3. That Deloitte LLP be appointed in 2025 for the audit of the Municipal Service Corporation, Destination Pickering. Executive Summary: The purpose of this report is to present the 2025 Audit Service Plan and authorize the Chief Administrative Officer and the Director, Finance & Treasurer to sign the Engagement letter on behalf of the City. In accordance with generally accepted auditing standards, the 2025 Audit Service Plan is prepared to communicate the auditor’s approach and reporting responsibilities to the Executive Committee, who has oversight responsibility for the financial reporting process. This plan is submitted at the commencement of the year end audit. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key: Good Governance/Customer Service Excellence. Financial Implications: The base audit fee for City and Library is estimated at $99,650. Sufficient provision is available in the 2025 Budget. Discussion: The purpose of this report is to present the 2025 Audit Service Plan and authorize the Chief Administrative Officer and the Director, Finance & Treasurer to sign the Engagement letter on behalf of the City. In the Committee’s role as the body responsible for oversight of the financial reporting process, it must review the Audit Service Plan for the 2025 year end audit. The Audit Service Plan includes the scope of the audit services to be provided, - 65 - FIN 16-25 October 6, 2025 Page 2 the auditor’s reporting responsibilities and an outline of the audit approach. It is included as Attachment 1 to this report. The recommendation to the reappointed Deloitte LLP as the City’s external auditors for a period of three years from and including the audits for 2025 to 2027 reflected in Report 15-25 of the October 6, 2025, Executive Committee Meeting Agenda. Deloitte LLP requires an annual Engagement Letter to be executed at the start of the audit which summarizes the services they will provide, their responsibilities, management’s responsibilities, and the estimate of the audit fees. The Engagement Letter is included as Attachment 2 to this report. The City of Pickering began collection Municipal Accommodation Tax (MAT) in June 2025, and the collection of MAT is shared with Destination Pickering. Destination Pickering requires a separate audit and financial statements for year-end 2025 for the newly created corporation. Destination Pickering was established under the Ontario Not-for-Profit Corporation Act, 2010 through Council Resolution #666/25. The purpose of Destination Pickering is to establish and promote tourism and economic development within the City of Pickering. Deloitte is already a trusted external audit service provider and has extensive knowledge and experience with the City of Pickering. The Treasurer will be recommending to the Destination Pickering Board that Deloitte LLP be appointed to undertake their audit. Destination Pickering will be financially responsible for paying their audit fee. Attachments: 1. 2025 Audit Service Plan 2.Engagement Letter Prepared By: Approved/Endorsed By: Susan Marsh Stan Karwowski Senior Accounting Analyst, Internal Audit Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By:Original Signed By: Original Signed By: - 66 - Deloitte Audit Service Plan for the Corporation of the City of Pickering FOR THE YEAR ENDING DECEMBER 31, 2025 ,----..... MAKINGAN \ IMPACTTHAT \ MATIERS ., ·--t-c-.-<{1-j....__ Attachment 1 to Report FIN 16-25 - 67 - - 68 - - 69 - - 70 - - 71 - - 72 - - 73 - - 74 - - 75 - - 76 - - 77 - - 78 - - 79 - - 80 - - 81 - - 82 - - 83 - - 84 - - 85 - - 86 - - 87 - - 88 - - 89 - - 90 - - 91 - - 92 - - 93 - - 94 - - 95 - Attachment 2 to Report FIN 16-25 - 96 - - 97 - - 98 - - 99 - - 100 - - 101 - - 102 - - 103 - - 104 - - 105 - - 106 - - 107 - - 108 - - 109 - - 110 - - 111 - - 112 - - 113 - - 114 - - 115 - - 116 - Report to Executive Committee Report Number: BYL 03-25 Date: October 6, 2025 From: Susan Cassel (Acting) Director, Corporate Services Subject: Toys for Tickets and Food for Fines Holiday Parking Fine Program File: L-2000 Recommendation: 1.That Report BYL 03-25 regarding Toys for Tickets and Food for Fines Holiday Parking Fine Program be received; 2.That parking tickets issued between Monday, November 24, 2025 through Tuesday, December 16, 2025 be eligible for the Toys for Tickets/Food for Fines program; 3.That the Toys for Tickets/Food for Fines program be implemented from November 24, 2025 through December 16, 2025; and 4.That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. Executive Summary: The purpose of this report is to seek Council approval for the 2025 Toys for Tickets/Food for Fines program which the City has operated since 2009. The Toys for TicketsIFood for Fines program accepts toys or groceries in lieu of payment for parking tickets. Toy or food donations must be dropped off to City Hall, and a receipt must be presented to confirm that the value of the donation equals or exceeds the fine. Tickets for parking in an Accessible Parking Space are not eligible for the program. 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 lost revenue associated with the Toys for Tickets/Food for Fines program in 2024 was $1,380.00. It is estimated the amount will range from $1,500.00 to $2,000.00 for 2025. Discussion: The purpose of this report is to seek Council approval for the 2025 Toys for Tickets/Food for Fines program which the City has operated since 2009. Since that time, it has been a tremendous success, supporting families in need and promoting the spirit of the holiday season. The program has received extensive media coverage at both the national and local level, as well as through social media. - 117 - BYL 03-25 October 6, 2025 Page 2 Participation from the community is always generous and enthusiastic. In 2024, the Toys For Tickets/Food for Fines program brought in approximately $1,752.00 in donations, as compared to the $1,380.00 in lost fine revenue. This year’s program will continue to benefit families in need by sharing donations with the Durham Regional Police Service Food and Toy Drive, and the Pickering Fire Services Food and Toy Drive. Attachment: None. Prepared By: Approved/Endorsed By: Robert Mackay Jason Litoborski, CPSO Supervisor, Parking Enforcement Division Head, Municipal Law Enforcement Services Susan Cassel (Acting) Director, Corporate Services JL: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: - 118 - Report to Executive Committee Report Number: CAO 16-25 Date: October 6, 2025 From: Marisa Carpino Chief Administrative Officer Subject: Lakeridge Health License Agreement Renewal Chronic Obstructive Pulmonary Disease Community Exercise Clinic File: A-1440 Recommendation: 1. That Report CAO 16-25 regarding Lakeridge Health License Agreement Renewal be received; 2. That the Mayor and City Clerk be authorized to execute the License Agreement with Lakeridge Health, set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Meeting Rooms 2 & 3, for the Chronic Obstructive Pulmonary Disease Community Exercise Clinic, subject to minor revisions as may be required by the Office of the CAO and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: The purpose of this report is to seek Council’s approval to renew the License Agreement with Lakeridge Health to operate the Chronic Obstructive Pulmonary Disease (COPD) Community Exercise Clinic at the Chestnut Hill Developments Recreation Complex (CHDRC) Meeting Rooms 2 & 3 for the period of January 1, 2026 to December 31, 2026. Consistent with the priorities of the Pickering Community Safety & Well-Being (CSWB) Plan and the principles of the Durham Region CSWB Plan, this agreement with Lakeridge Health will continue to provide low-intensity, education-focused, supervised exercise sessions exclusively for patients diagnosed with COPD. This program is not open to the general public and is delivered to address a specific public health need and equity gap. City staff have confirmed that Meeting Rooms 2 & 3 are available at the CHDRC on Tuesday afternoons from 12:00 pm – 2:00 pm. Lakeridge Health will provide onsite supervision, program facilitation, and oversight of facility use. The COPD Community Exercise Clinic aligns directly with CSWB Plan Priority 4: Increase Physical Health and Mental Wellness, using community spaces such as recreation centres to support residents in improving physical and mental health outcomes. - 119 - CAO 16-25 October 6, 2025 Page 2 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Strengthen Existing & Build New Partnerships. Financial Implications: CHDRC Meeting Rooms 2 & 3 are being provided free of charge for the Lakeridge Health COPD Community Exercise Clinic. Meeting Rooms 2 & 3 have an hourly daytime rental rate of $175.00 per hour for Business Residents. With a planned 96 clinic hours, the financial impact is $16,800.00 plus HST in potential lost rental revenues. The Clinic will operate during non-peak times to reduce the financial impact to the City. Lakeridge Health will supply all staff and supplies required for the administration of the COPD Community Exercise Clinic. Discussion: The purpose of this report is to seek Council’s approval to renew the License Agreement with Lakeridge Health to operate the COPD Exercise Clinic at CHDRC Meeting Rooms 2 & 3 for the period of January 1, 2026 to December 31, 2026. The proposed COPD Community Exercise Clinic is a collaborative initiative between the City of Pickering and Lakeridge Health to improve health outcomes for residents living with COPD through structured exercise and education. The program is specifically designed for people living with COPD and is not open to the general public. Its purpose is to help participants manage their symptoms, improve daily function, and reduce hospital visits, while also easing the strain on the broader health system. COPD continues to be a serious health issue in Ontario. It affects more than one in ten residents and is a leading cause of hospital admissions and mortality. Durham Region experiences higher-than-average emergency visits and hospitalizations, with approximately 1,100 admissions related to COPD each year. At the same time, fewer than 40% of patients receive recommended diagnostic testing, leaving many residents without the support they need. These challenges highlight the importance of programs that extend care into the community and provide accessible, preventative supports (Lakeridge Health, 2024). The Pickering clinic was established to address this gap. Each weekly session combines a 30- minute education component with a 30-minute exercise program. Participants learn how to manage their triggers, build coping strategies, and safely increase activity levels through chair and standing exercises. Every participant completes baseline testing, such as a walk test or sit-to-stand test, and is given an individualized home plan to continue progress outside the clinic. Staff review COPD action plans and provide counselling to support long-term wellness. The program is fully funded by the Ministry of Health and provided at no cost to participants with OHIP coverage. Lakeridge Health provides all program staff and resources, with two kinesiology specialists leading each session. Up to 20 patients can be accommodated at a time, creating a small class environment where participants receive personalized attention. Staff reached out to Integrated Rehab Professionals (Pickering Sports Medicine & Wellness Centre), a long-standing tenant within the facility, to gather their feedback on the COPD Community Exercise Clinic and its proposed extension. They indicated that they are comfortable with the Lakeridge Health run clinic continuing in its current format, as long as it - 120 - CAO 16-25 October 6, 2025 Page 3 remains within its existing size and scope. This feedback has been noted, and the City will continue to ensure that the program does not expand in a way that would negatively impact the tenant’s existing operations. The COPD Community Exercise Clinic has served to strengthen Pickering and Durham Region’s healthcare landscape. Since its launch in 2023, more than 200 patients across Durham Region have participated, with over 2,500 patient visits recorded. Clients consistently report positive results, including better breathing, higher energy levels, reduced anxiety, and increased confidence in managing COPD. Many describe the weekly check-ins and supportive staff as central to their success. Comments such as “it took away the fear I had” and “the counselling and caring staff, I know they love what they do to help” illustrate the difference the program is making. The City’s support has played a vital role in the success of the program. By offering community space at no cost, Pickering has made it possible for residents to access specialized care close to home, eliminating the need to travel to hospital sites. This approach highlights how municipal recreation facilities can be effectively utilized to address broader community health needs and reduce barriers to care. In 2024, Lakeridge Health and its partners celebrated the first anniversary of the COPD Community Exercise Clinic, recognizing the program’s success in Pickering and the role of community partnerships in delivering accessible health services. Based on this success, Lakeridge Health plans to expand the program by piloting a 12-week session in Cannington in fall 2025. This expansion reflects growing regional confidence in the model and its ability to improve outcomes for people living with chronic illness. Key Considerations: The COPD Community Exercise Clinic is evaluated through both clinical measures and patient-reported outcomes. Assessments such as walk and sit-to-stand tests provide baseline data, while participant feedback demonstrates meaningful improvements in health, quality of life, and reduced hospital reliance. The initiative directly advances the City’s Community Safety & Well-Being Plan by: • Supporting physical and mental wellness through education and exercise; • Strengthening partnerships with healthcare providers; • Reducing barriers to care by using accessible, community-based facilities; and • Addressing a chronic health condition disproportionately impacting vulnerable residents. By aligning with provincial and regional health priorities and delivering tangible benefits to residents, the program exemplifies how municipal collaboration can improve both individual and community well-being. - 121 - CAO 16-25 October 6, 2025 Page 4 Attachment: 1.License Agreement – Lakeridge Health and the City of Pickering Prepared By: Approved/Endorsed By: Elaine Knox Mark Guinto Community Safety & Well-Being Advisor Division Head, Public Affairs & Corporate Communications EK:mg Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By:Original Signed By: Original Signed By Laura Gibbs for: - 122 - 1 License Agreement This Agreement made this 1st day of January 2026 Between: The Corporation of the City of Pickering (the "Licensor") -and - Lakeridge Health (“LH”) (the "Licensee") Whereas: The Licensor is the registered owner and operator of the Chestnut Hill Developments Recreation Complex (CHDRC) located at 1867 Valley Farm Road in Pickering, and is willing to grant a license permitting the Licensee to use designated rooms in the premises for the purposes of allowing the Licensee to provide and run its specialized exercise and educational self-management support program for persons registered in the Lakeridge Health Chronic Obstructive Pulmonary Disease (COPD) Exercise clinic, And Whereas the Licensee “LH” provides a specialized support, exercise and educational program for persons living with COPD and as the operating of the program within the CHDRC will facilitate the availability of the program and provide a benefit to the community, And Whereas the parties hereto acknowledge that the delivery of the program is the sole responsibility of “LH”, In Consideration of the premises and other good and valuable consideration the parties agree as follows: Terms and Conditions: 1.1 1.2 The Licensor grants to the Licensee a license (the "License ”) to use Rooms 2 & 3 in the CHDRC (the "Licensed Premises") during the times as described in detail in Schedule "A" attached hereto in order for “LH” to run and operate its COPD program. The License hereby granted shall be for a term (the "Term") commencing on January 1st, 2026 and ending on December 31st, 2026 and as detailed in Schedule “A”. The License and the Term will be reviewed annually. The License may be extended by the Licensor on the request of the Licensee and such request is to be delivered to the Licensor, in writing, not less than 90 days prior to the end of the Term or each extended term, on the terms and Attachment 1 to Report CAO 16-25 - 123 - 2 provisions to be agreed upon by the Licensor and the Licensee and failing such agreement there shall be no right of extension. The annual review allows both parties the opportunity to ensure the core vision, mission and purpose of the program and the relationship are being met. 1.3 The Licensee hereby accepts the Licensed Premises in their conditions as of the date hereof and shall not call upon the Licensor to do or pay for any work or supply any equipment to make the Licensed Premises more suitable for the proposed use by the Licensee hereunder; Payment Terms: 2.1 The Licensee shall not be required to make any financial contribution or pay any compensation for use of the Licensed Premises. Insurance and Indemnification: Insurance: 3.1 The Licensee shall provide and maintain Commercial General Liability (CGL) Insurance in the minimum amount of $5,000,000.00 (Five Million Dollars) per occurrence, naming the Licensor as an additional insured, to protect it and the Licensor from any claims for damages, personal injury including death, and from claims for property damage caused by the operation of “LH’s” program, its servants, agents or employees related to or arising out of services or other matters with respect to its use of the Licensed Premises during the full Term of this Agreement and any subsequent Extension Term thereof. The Licensee shall provide a certificate of insurance evidencing same prior to execution of this Agreement, and thereafter as requested or required by the Licensor. Without limiting the generality of the foregoing, such general liability insurance shall contain provisions for cross-liability, severability of interests, and no cancellations or alterations without the consent of the Licensor. Indemnification: 4.1 The Licensee shall at all times defend, indemnify and save harmless the Licensor from and against any and all claims, demands, losses, costs, charges, expenses, damages, actions and other proceedings made, brought against, suffered by or imposed on the Licensor or its property in respect of any failure by the Licensee to fulfil any of its obligations under this Agreement or for any reason whatsoever or in respect of any loss, damage or injury (including injury resulting in death) to any person or property (including, without restricting the generality of the foregoing, employees, contractors, agents and property of the Licensor) directly or indirectly arising out of, resulting from or sustained by reason of “LH’s” occupation or use of the Licensed Premises, or any operation in connection therewith or any fixtures or chattels thereon. The safeguarding and security of any equipment of the Licensee shall be the sole responsibility of the Licensee. 4.2 The Licensor shall not be liable, directly or indirectly, for any personal injuries that may be suffered or sustained by any person who may be on the Licensed Premises or for any loss of or damage or injury to property belonging to the Licensee or any othe r person unless - 124 - 3 such injury, loss or damage is due to the Licensor's negligence or default or the negligence or default of those for whom the Licensor is in law responsible. General: 5.1 The Licensee covenants with the Licensor: (1)this Agreement constitutes the entire agreement between the parties. No other statements, representations, warranties, undertakings or agreements made or purportedly made by or on behalf of either party or any of their directors, officers, agents, employees or other legal representatives, shall be binding upon them unless agreed to in writing by the parties; (2)this Agreement shall be interpreted in accordance with the laws of the Province of Ontario; (3)the Licensee covenants and agrees to advise all participants in the Programs that the City is not the provider of the Programs and that the Programs are provided solely by the Licensee; (4)to use the Licensed Premises only for the purposes of operating the COPD program and for no other purpose; (5)the Licensee will be solely responsible for the legal governance (supervision, financial costs, standards of practice and liability) of its' staff; The licensee agrees to provide trained, qualified, and sufficient staff to provide the Program in the CHDRC; (6)prior to the Agreement commencement date, a Certificate of Clearance from the Workplace Safety and Insurance Board (WSIB), shall be provided indicating that all required payments by the licensee to the Board have been made. All of the licensee's personnel must be covered by WSIB, at the licensee's expense. Clearance certificates shall be supplied to the City as requested; (7)that all employees, agents, volunteers associated with the Licensee understand and comply with all established City of Pickering applicable policies, rules and codes of conduct, as amended by the Licensor from time to time, and understand the Licensor's commitment to providing an environment free of discrimination, harassment and violence, which promotes and fosters an engaged, heal thy and inclusive community committed to and valuing equity and diversity and where all individuals are treated with respect, dignity and are able to contribute fully, and have equal opportunities; (8)prior to the beginning of the Agreement term and before any of the Programs shall be provided, the Licensee shall be required to attend with a City representative for an orientation of all facilities to be used by the licensee in providing the programs. The same orientation shall then be directly delivered by the licensee to each designate/staff of the licensee who will be providing the Programs. If this Agreement is extended this orientation must be reviewed on an annual basis and will include but not be limited to: (a)applicable City of Pickering policies and procedures; - 125 - 4 (b)location of emergency exits; (c)location of phones, AED machines, fire extinguishers & first aid equipment; and (d)understanding the role of the City of Pickering staff in an emergency. (9)to operate the program only during the time as provided by and detailed in Schedule A to this agreement and to not operate during any planned closures such as statutory holidays, nor any unplanned building closures resulting from emergency situations; (10)to maintain the appearance of the Licensed Premises and the equipment thereon, matching other Licensor facilities by maintaining neat, clean and a well- kept space. The Licensor reserves the right to enter and view the state of maintenance and repair of the Licensed Premises; (11)to maintain all equipment in safe and good repair at its own expense and to repair on written notice from the Licensor; (12)to ensure that no refuse, litter, garbage or loose or objectionable material accumulates in or about the Licensed Premises; (13)to not alter, add to, install equipment, or in any way vary the Licensed Premises without first having obtained the consent, in writing, of the Licensor, and Community Services for Pickering, which consent may be withheld without cause or reason; (14)to not assign this Agreement without first having obtained the consent, in writing of the Licensor, which consent may be withheld without cause or reason; (15)to leave the Licensed Premises in substantially the same condition at the expiry of this Agreement as they were at the commencement of this Agreement; (16)to comply with all federal, provincial and municipal laws, rules, regulations and by- laws and to hold the Licensor harmless from the consequences of its failure to do so; (17)to not permit alcohol, catered food products, bottled water, or sport drinks to be served or sold within the Licensed Premises; and (18)to comply with Smoke Free Facilities as per the Durham Region Smoke-Free-By- law 28-2019 and the Smoke-Free Ontario Act, 2017 - 126 - 5 Termination of Agreement: 6.1 This Agreement and the License herein granted may be terminated as follows: (1)either party, in writing, upon not less than fifteen (15) days' notice, may terminate the Agreement, for any reason, at any time before the date of expiration; (2)if the Licensee defaults in performing any of its obligations under this Agreement, the Licensor shall give written notice to the Licensee of such default giving the Licensee five (5) days to remedy such default, failing which the Licensor may terminate the license hereunder and the Licensee shall then forthwith remove its equipment, if any, and other personal property from the Licensed Premises and shall restore the Licensed Premises to the condition in which they were at the commencement of this Agreement; (3)by the Licensor immediately should the Licensee be found to be in non-compliance, or in contravention or in violation of the terms of this agreement or any of the City's Policies. Relationship: 7.1 This Agreement does not create a fiduciary relationship between the parties hereto. The Licensee agrees that it is not an agent of the Licensor and has no authority to bind the Licensor. Nothing herein shall be construed so as to constitute the parties as partners, joint ventures or agents of the other. Neither party has the authority to bind the other to any third - party person or otherwise to act in any way as the representative of the other, unless otherwise expressly agreed to in writing by the other. The parties shall not have, and they shall not hold themselves out as having, any right, power of authority to create any contract or obligation, either express or implied, on behalf of, in the name of or binding upon the other. The parties hereto are nothing more than Licensor and Licensee as described herein. Notification: 8.1 Any notice required to be given the Licensor under the terms of this Agreement shall be sufficiently given if delivered to the Licensor, facsimile transmission or mailed by prepaid registered mail addressed to Marilou Murray, Manager, Community Services Administration & Strategic Initiatives, City of Pickering, One The Esplanade, Pickering, Ontario, L1V 6K7, Fax: 905.420.2596; e-mail: mmurray@pickering.ca. Any notice required to be given to the Licensee under the terms of this Agreement shall be sufficiently given if delivered to the Licensee or mailed by prepaid registered mail addressed to the Licensee c/o Jaclyn McLeod, Interim Director, Healthy Aging Program, Lakeridge Health and 1 Hospital Court, Oshawa, ON, L1G 2B9 or at such other address as the Licensee may in writing designate. In either case, such notice shall be deemed to have been received on the date of its delivery or transmission or in the case of mailing, two (2) business days after the date of mailing. - 127 - 6 Binding Parties: 9.1 This Agreement shall inure to the benefit of and be binding upon the parties and their respective successors and permitted assigns. Signatures: In Witness Whereof the parties have signed this Agreement as at the date set out above. The Corporation of the City of Pickering Kevin Ashe, Mayor Susan Cassel, City Clerk Lakeridge Health (“LH”) Jaclyn McLeod, Interim Director Healthy Aging Program, Lakeridge Health I/We have the authority to bind Lakeridge Health - 128 - 7 Schedule “A” The Licensed Premises Lakeridge Health “LH” will be granted space within CHDRC as follows: (a)Subject to the terms of this Agreement, Rooms 2 and 3 shall be made available on Tuesdays for two (2) hours from 12:00 noon – 2:00 pm. (b)The City will provide maintenance and cleaning of the Rooms prior to 12:00 noon on Tuesdays and after 2:00 pm. The City will provide chairs and hand sanitizer. Access to free public Wi-Fi shall be available for “LH” staff. - 129 - Report to Executive Committee Report Number: CAO 17-25 Date: October 6, 2025 From: Richard Holborn (Acting) Chief Administrative Officer Subject: Shower Program Renewal DARS Inc. Agreement Renewal File: A-1440 Recommendation: 1. That Report CAO 17-25 regarding the agreement renewal for the DARS Inc. Shower Program be received; 2.That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding with DARS Inc., set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Arena Dressing Room shower facilities, subject to minor revisions as may be required by the Office of the CAO and the Director, Corporate Services & City Solicitor; and, 3.That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: The purpose of this report is to seek Council’s approval to execute a Memorandum of Understanding (MOU) with DARS Inc. to operate the shower program at the Chestnut Hill Developments Recreation Complex (CHDRC) Arena Dressing Rooms for the period of January 1, 2026 to December 31, 2026. Consistent with the priorities of the Pickering Community Safety & Well-Being (CSWB) Plan, and principles of the Durham Region Community Safety and Well-Being (CSWB) Plan, City staff are seeking Council’s approval to renew the MOU with DARS Inc. for a one year term to continue the delivery of shower and hygiene services to support the basic needs of Pickering’s most vulnerable residents. City staff have identified that shower facilities are available at CHDRC in the Arena Dressing Rooms of the O’Brien Rink on Wednesday afternoons between 1:00 pm – 3:00 pm. DARS Inc. will provide onsite supervision, towel and hygiene packages and will oversee the use of the facilities. 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. - 130 - CAO 17-25 October 6, 2025 Page 2 Financial Implications: The use of CHDRC Arena dressing rooms for this program will be during weekday hours during non-peak hours. DARS Inc. will supply all staff and supplies required for the administration of the shower program. There is no financial impact resulting from the adoption of the recommendations in this report. Discussion: The purpose of this report is to seek Council’s approval to execute a MOU with DARS Inc. to operate the shower program at the CHDRC Arena Dressing Rooms for the period of January 1, 2026 to December 31, 2026. Council first endorsed an agreement in late 2022 to pilot a shower program at the CHDRC Arena Dressing Rooms to support residents’ basic needs (Resolution #22/22). After limited uptake during the initial phase, the program was transitioned to DARS Inc. in early 2023. Since then, DARS Inc. has successfully operated the program, expanding its reach year over year and serving over 100 individuals by the end of 2024. In October 2024, Council approved the continuation of the program through to December 31, 2025 (Resolution #589/24). In 2025, participation continued to rise significantly, with 228 individuals accessing the shower program in the first eight months of the year - already more than double the 2024 total. Based on current usage, the program is projected to serve approximately 342 individuals by the end of 2025, which would represent a 223% increase year-over-year compared to 2024. DARS Inc. is a local organization that specializes in support services and providing basic needs for unsheltered individuals. DARS Inc. has indicated the desire to continue providing the shower program for Pickering’s vulnerable population. DARS Inc. will be in attendance to assist with towel and hygiene packages and administrate the shower program. Ongoing evaluation of the program will continue, with regular discussions between DARS Inc. and City staff. Attachments: 1.Memorandum of Understanding – DARS Inc. and the City of Pickering 2.Schedule A: O’Brien Arena Shower Facilities Prepared By: Approved/Endorsed By: Elaine Knox Mark Guinto Community Safety & Well-Being Advisor Division Head, Public Affairs & Corporate Communications EK:mg Original Signed By:Original Signed By: - 131 - CAO 17-25 October 6, 2025 Page 3 Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By Richard Holborn for: - 132 - Memorandum of Understanding Between: DARS Inc. -and – The Corporation of the City of Pickering (the “City”) WHEREAS DARS Inc. wishes to provide access to washroom and shower facilities to assist the housing insecure population within the City of Pickering; AND WHEREAS the City has space available at the Chestnut Hill Developments Recreation Complex (CHDRC), Arena, facility located at 1867 Valley Farm Road, Pickering, ON L1V 6K7, (the “Facility”) that suits the purpose; AND WHEREAS the City has agreed to allow DARS Inc. to use portions of the Facility non-exclusively as set out in Schedule “A” attached hereto (the “Usable Space”) subject to the terms and conditions of this Agreement, and on the agreement and understanding that there shall be no financial risk incurred by the City by proceeding in this manner and that all costs, including, but not limited to, security and supplies, for the Usable Space is at the sole expense of DARS Inc.; NOW THEREFORE the Parties agree as follows: TERM: 1.The term of the Agreement shall be for twelve (12) months commencing January 1, 2026, and expiring December 31, 2026. 2.The City of Pickering and DARS Inc. will evaluate the use of the service monthly. Ongoing use will be determined following monthly evaluation of numbers using the shower service. 3.Notwithstanding the foregoing, either party may terminate the Agreement, for any reason, on five (5) days written notice. 4.Following the expiry or earlier termination of this Agreement, DARS Inc. shall restore the Facility and the Usable Space to the condition they were in at the commencement of the term. $WWDFKPHQWWR5HSRUW&$2 - 133 - 2 USE OF SPACE: 5.The Usable Space will be used as washroom and shower access for housing insecure residents in the City of Pickering who may otherwise not have access to washroom and shower facilities. 6.DARS Inc. will contract, at its sole expense, to perform supervisory services to ensure the Facility and the Usable Space are maintained to the satisfaction of the City. 7.The City will provide maintenance and cleaning of the facility prior to (1:00 pm), and immediately after, (3:00 pm), following the shower/washroom use. 8.The Usable Space will be accessible 1 day per week, Wednesdays, with hours 1:00 pm – 3:00 pm - 2 hours each week. Supervision from DARS Inc. will always be on site during operating hours. 9.DARS Inc. shall use the Usable Space in accordance with all applicable municipal, provincial, and federal laws. 10.Operation of the Usable Space will be done in accordance with the City of Pickering, Community Shower Access – Operating Procedure (Schedule B) DAMAGES, REPAIRS, AND ALTERATIONS: 11.DARS Inc. shall be responsible for all damage to the Facility and the Usable Space that results directly or indirectly from DARS Inc. use of the Facility and Usable space. 12.DARS Inc. shall make no temporary or permanent modifications to the Facility or the Usable Space without the prior written consent of the City. INSURANCE AND INDEMNITY: 13.DARS Inc. shall secure at its own expense and keep in effect during the term of this Agreement: (a)commercial general liability that includes Tenants Legal Liability with a minimum limit of $5,000,000 per occurrence; - 134 - 3 (b) bodily injury and property damage insurance with a minimum limit of $5,000,000 per occurrence; and (c) The City shall be included as an additional insured in the said insurance policy. DARS Inc. shall furnish to the City certificates of insurance as evidence of the insurance coverage required by this Agreement. The certificates of insurance shall provide that the insurance company will give thirty (30) day notice to the City if the insurance is canceled or materially changed. 14. DARS Inc. shall indemnify and save harmless the City from and against all losses, claims, actions, damages, liability and expenses (including any legal expenses incurred by the City) arising from or in connection with the use of, or presence in, the Facility and the Usable Space by DARS Inc., any person invited or allowed into the Facility and the Usable Space by DARS Inc., or any person for whom DARS Inc. is responsible. 15. DARS Inc. waives any and all claims against, releases from liability and agrees not to sue the City, its members of Council, officers, employees, agents and representatives, for any personal injury, death, property damage or any other loss sustained by DARS Inc. or for which DARS Inc. may be responsible arising out of, or in connection with DARS Inc. use of, or presence in, the Facility and the Usable Space. 16. Neither party accepts any responsibility for losses or damages to personal property of any person invited or allowed access to the Facility and the Usable Space. NO WARRANTY: 17. The City makes no warranty expressed or implied regarding the safety of the Facility and the Usable Space or its fitness for DARS Inc. purposes. 18. DARS Inc. acknowledges and agrees that it accepts the Facility and the Usable Space “as is where is” at its own risk and expense. GENERAL: 19. This Agreement is non-transferable. 20. The recitals to this Agreement are true in substance and fact and are incorporated herein and form part of this Agreement. - 135 - 4 21. This Memorandum of Understanding is intended to be a binding agreement and shall be governed by the laws of the Province of Ontario . 22. This Agreement constitutes the entire understanding between the parties and supersedes all prior communications, negotiations, and agreements whether oral or written and this Agreement may be amended only on consent of the parties and in writing. Signed this day of October, 2025. DARS Inc. Name: Position: I have the authority to bind DARS Inc. The Corporation of the City of Pickering Name: Position: Name: Position: I/We have the authority to bind The Corporation of the City of Pickering - 136 - 6FKHGXOH ³$´ _ _/LVWRI 8VHDEOH 6SDFH &LW\ RI3LFNHULQJ ±&KHVWQXW +LOO 'HYHORSPHQWV 5HFUHDWLRQ &RPSOH[± $UHQD ±2¶%ULHQ 5LQN &KDQJH 5RRPV ± DQG 5HIHUHH &KDQJH 5RRP $FFHVVLEOH 6FKHGXOH ³%´ &LW\ RI3LFNHULQJ &RPPXQLW\ 6KRZHU $FFHVV ±2SHUDWLQJ3URFHGXUH Attachment 2 to Report CAO 17-25 - 137 - 4DIFEVMF"-JTUPG6TBCMF4QBDF - 138 - City of Pickering, Community Shower Access – Operating Procedure Shower rules: 1. Check in with in-take volunteers prior to accessing areas. 2. Check all belongings - store in a supervised area. 3. Only personal hygiene items and a change of clothing is permitted in the areas. No back packs, bags, totes etc. are permitted. 4. Absolutely NO substance use of any kind is permitted in the areas of the facility. That includes cigarettes, e-cigarettes, marijuana, opiates, alcohol, or prescription medications. 5. Maximum 30 minutes for a shower (20-minute wellness check). 6. Use only assigned area, 1 person in area at a time. 7. Refusal to exit area after time lapsed may be subject to facility consequences and at the discretion of volunteers and facility staff. 8. At all times staff, volunteers, other facility participants are to be treated with respect and dignity. Volunteer Procedure: 1. Volunteers in-take participant, enter participant demographics or enter anonymous information provided (for tracking purposes). 2. Review facility rules prior to entry to the areas, confirm understanding. 3. Volunteer intake client belongings, ensure it is placed in a volunteer monitored area. 4. Provide participant time of entry and inform them they will receive a warning when their time is running out. 5. Volunteer provide hygiene items and other supplies as needed and available (i.e. shampoo, body wash/soap, razors, nail clippers, towels etc.). 6. Volunteer escort participant to respective area. 7. Volunteer document time of entry. 8. Volunteer monitor time spent in area and provide appropriate time warnings. 9. When participant is finished, deposit towels in assigned laundry bins, razors in sharps containers. Participants may keep nail clippers, if not wanted deposit in sharps container. 10. Participant checks out of area and collects their belongings from volunteer. 11. Immediately after participant exits the area, volunteer inspect for items left behind, condition of area and substance use/paraphernalia left behind. DARS Inc - Schedule B – Community Shower Access - 139 - Report to Executive Committee Report Number: CS 25-25 Date: October 6, 2025 From: Laura Gibbs Director, Community Services Subject: Systems Furniture Standardization File: A-1440-001 Recommendation: 1. That Council approve a five-year renewal of systems furniture and related accessories supplied by Tayco Panelink Ltd. as an approved City -wide standard for furniture installations; and 2. That the appropriate City of Pickering officials be authorized to take the necessary actions indicated in this report. Executive Summary: The purpose of this report is to seek approval for a five-year renew al of systems furniture and related accessories supplied by Tayco Panelink Ltd. as an approved City -wide standard for furniture installations, subject to annual review in accordance with the established renewal process. Through Resolution #323/20, as approved by Council on May 25, 2020, Tayco Panelink Ltd. was approved as the City’s standard supplier of systems furniture and related accessories for workstations and associated components. Council approved a five-year term for this arrangement, subject to annual review and renewal, to ensure ongoing alignment with the City’s operational needs and quality standards. Since implementation in 2020, Tayco Panelink Ltd. furniture has been installed in multiple facilities across the City requiring furniture upgrades or expansions. This standardization has provided consistency in appearance, functionality, and compatibility, supporting both ergonomic needs and space optimization while streamlining maintenance and repairs. The original systems furniture inventory used in City buildings originating from the 1990’s had long surpassed its service life and was no longer supported by manufacturers. Tayco Panelink Ltd.’s modular, durable, and adaptable product line has allowed for efficient replacement, expansion, and reconfiguration, while reducing operational disruption. Staff recommend that Council approve the renewal of the City -wide systems f urniture standardization of Tayco Panelink Ltd.’s products for an additional five-year term, subject to annual review and confirmation. - 140 - CS 25-25 October 6, 2025 Page 2 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community ; and Lead & Advocate for Environmental Stewardship, Innovation & Resiliency . Financial Implications: There are no new financial implications. Furniture purchases will continue to be made within approved budgets. Any single purchase exceeding $250,000 will be reported to Council for information, in accordance with Purchasing Policy. D iscussion: The purpose of this report is to seek approval for a five-year renewal of systems furniture and related accessories supplied by Tayco Panelink Ltd. as an approved City -wide standard for all future furniture installations, subject to annual review in accordance with the established renewal process. The City obtains competitive pricing for these products through an Ontario Education Collaborative Marketplace collaborative purchasing agreement, providing access to multiple distributors and installers. The City’s experience with Tayco Panelink Ltd.’s systems furniture over the past five years has been positive, including installation at the Civic Complex, Fire Station #1 and Headquarters, the Operations Centre, C hestnut Hill Developments Recreation Complex and satellite administrative office facilities. The products have proven durable, with few deficiencies, and offer a high degree of flexibility for evolving workspace needs. Tayco Panelink Ltd. is a Canadian company with a local manufacturing base in Toronto, which continues to support short lead times and reliable delivery. Standardizing the purchase of systems furniture supports procurement efficiency, ensures compatibility of proprietary components, and allows staff to respond quickly to space reconfigurations and equipment failures. Without a furniture standard, mismatched and incompatible furniture components result in inefficiencies, inconsistent appearance, and additional costs, especially as workspaces are reconfigured to adapt to changing needs. The City will continue to review the status of Tayco Panelink Ltd.’s products, prices, delivery times, and workmanship annually to confirm the arrangement prior to each renewal. The five- year term supports ongoing workstation planning and facilities renewal projects. Annual Capital Budgets continue to include funding allocations for workstation replacement. Staff recommend that Council approve the renewal of the City -wide systems f urniture standardization of Tayco Panelink Ltd.’s products for an additional five-year term, subject to annual review and confirmation. Attachment: 1.Resolution #323/20 - 141 - CS 25-25 October 6, 2025 Page 3 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 Original Signed By Dennis Yip, P.Eng., PMP®, CEM, LEED® AP Stan Karwowski, MBA, CPA, CMA (Acting) Division Head, Facilities Management Director, Finance & Treasurer & Construction Original Signed By Laura Gibbs, MBA, MSc. Director, Community Services LG :vp Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 142 - Legislative Services Division Clerk’s Office Directive Memorandum May 28, 2020 To: Marisa Carpino Director, Community Services & Deputy CAO From: Susan Cassel City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on May 25, 2020 Director, Community Services & Deputy CAO, Report CS 14-20 Systems Furniture Standardization of Tayco Panelink Ltd. Council Decision Resolution # 323/20 1.That systems furniture and related accessories supplied by Tayco Panelink Ltd. be established as an approved City-wide standard for all future furniture installations; 2.That Patrick Cassidy & Associates Inc. be established as an approved broker for Tayco Panelink Ltd. systems furniture; 3.That the term for this systems furniture standard be limited to a maximum of five years, subject to annual renewal as per the established renewal process; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Please take any action deemed necessary. Susan Cassel Copy: Chief Administrative Officer Director, Finance & Treasurer Attachment 1 to Report CS 25-25 - 143 - Report to Executive Committee Report Number: CS 27-25 Date: October 06, 2025 From: Laura Gibbs Director, Community Services Subject: Reciprocal Use of Facilities Agreement Durham District School Board File: A-1440-001 Recommendation: 1. That Report CS 27-25 regarding the Reciprocal Use of Facilities Agreement be received; 2. That the Mayor and City Clerk be authorized to execute the Reciprocal Use of Facilities Agreement with the Durham District School Board, set out in Attachment 1 to this report to which the Durham District School Board will have use of City owned parks and facilities listed in Schedule A and the City of Pickering will have use of Durham District School Board owned schools and fields listed in Schedule B, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and 3. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to renew the Reciprocal Use of Facilities Agreement with the Durham District School Board (DDSB) as outlined in Attachment 1. In the Agreement, the DDSB has the use of City owned parks and facilities listed in Schedule A and the City of Pickering has the use of DDSB owned schools and fields listed in Schedule B. City staff recommend that the renewed Reciprocal Use of Facilities Agreement set out in Attachment 1 be initiated for a 10 year term beginning November 1, 2025 and ending October 31, 2035. 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: The City of Pickering is responsible for the operating costs required to staff and maintain City owned parks and facilities used by the DDSB which is reflected in the annual City Infrastructure Department’s Current Budget (10320) at a cost of $22,000 and the annual Community Services Department’s Current Budget (10210) at a cost of approximately $70,000. - 144 - CS 27-25 October 6, 2025 Subject: Reciprocal Use of Schools Agreement Page 2 The City of Pickering generates revenue from recreation programs that take place in school facilities and on school fields. The annual registration gross revenue is reflected in the annual Community Services Department Current Budget (10205) and generates approximately $380,000. Discussion: The purpose of this report is to renew the Reciprocal Use of Facilities Agreement with the DDSB in Attachment 1 whereby the DDSB has use of City owned parks and facilities listed in Schedule A and the City of Pickering has use of DDSB owned schools and fields listed in Schedule B. The City of Pickering has a Reciprocal Use of Facilities Agreement with the DDSB that started in 1993 and has been twice extended for an additional 10 years at a time. The previous Agreement expired on August 31, 2023, with both parties agreeing to an extension as per Term 1.2 of that Agreement and until such time that any changes needed to be made. The City and DDSB staff have reviewed the previous Agreement, dated September 1, 2013 to August 31, 2023 and have made revisions to better reflect the current needs and practices of both parties. The most significant changes of note include a section to specifically address DDSB use of the City ’s artificial turf fields at Beverly Morgan Park and Bay Ridges Kinsmen Park; City use of DDSB schools for summer camp permits; and updates to the list of parks and school facilities in Schedules A and B. The Reciprocal Use of Facilities Agreement highlights the successful 30 year relationship between the City of Pickering and the DDSB with respect to the shared use of parks and facilities in Pickering. This arrangement has allowed the City to operate recreation programs and services within DDSB school facilities and parks that help meet the increased demand for community programs and services that the City would not otherwise be able to offer. In addition to M arch break and summer camp programs, serving approximately 1,000 children each year, the City is also able to provide other recreation programs on evenings and weekends in school gymnasiums, such as basketball, badminton, volleyball, dodgeball, flag football and multi-sport programs. Over the term of the previous agreement, City programs have expanded into additional DDSB facilities to accommodate a wider range of activities, extend operational hours and increas e program capacity. Most recently, staff have optimized existing space by expanding and coordinating programs into gymnasium space and classrooms within the same schools. The Agreement allows the City to offer approximately 4,000 hours per year of recreation programs, including 140 hours of free teen programs to over 2,600 participants at a variety of DDSB schools with no cost to the City for facility rental through the DDSB’s Community Use of School Program. The Community Use of School Program (CUOS) allows community organizations to use school facilities outside of regular school hours. The program is administrated by the DDSB and open to a wide range of community groups and organizations, and is in high demand from community groups. The DDSB reserves the right to first schedule any school-based activities in their facilities outside of school hours (e.g. the school’s volleyball team practice or soccer game); however the Reciprocal Use of Facilities Agreement benefits the City with the priority community use access to peak usage times for recreation programs. - 145 - CS 27-25 October 6, 2025 Subject: Reciprocal Use of Schools Agreement Page 3 In return, the DDSB has use of City parks and facilities and the Dunbarton Indoor Pool for educational, athletic and recreational purposes from Monday to Friday during the school day and year. City staff recommend that the renewed Reciprocal Use of Facilities Agreement set out in Attachment 1 be initiated for a 10 year term beginning November 1, 2025 and ending October 31, 2035. Attachments: 1.Reciprocal Use of Facilities Agreement- Durham District School Board clean 2.Reciprocal Use of Facilities Agreement – Durham District School Board track changes Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Karen Coleman, BA Laura Gibbs, MBA, MSc. Manager, Recreation Services Director, Community Services Original Signed By Original Signed By Dan Finn Kevin Heathcote, P.Eng. Manager, Parks & Property Director, City Infrastructure LG :kc Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 146 - This Reciprocal Use of Facilities Agreement made on November 1 , 2025. BETWEEN: Durham District School Board hereinafter called the "Board" Of The First Part, -and- The C orporation of the City of Pickering hereinafter called the "City" Of The Second Part. Whereas the Board is a board as defined in section 1 (1) of the Education Act (Ontario), as amended, and as such is the owner of certain school buildings and lands within the geographic boundaries of the City of Pickering which facilities are used by members of the public and various community groups for both private and City -sponsored activities; and Whereas the City is an area municipality within the Regional Municipality of Durham and is the owner of certain parks and recreational buildings within the geographic boundaries of the City of Pickering which facilities are used by members of the public (including students enrolled in Board schools) and various community groups for both private and Board-sponsored activities; and Whereas the City has the authority under section 94 of the Municipal Act (Ontario), as amended, to operate and manage recreational areas, playgrounds, athletic fields, auditoriums, community recreation centres and other places of recreation and amusement; and Whereas each of the Board and the City wishes to enter into a reciprocal use agreement to provide for the use by the other of certain of its facilities, and for the use of the Board's facilities by certain community groups acting under the auspices of the City; Now Therefore This Agreement Witnesseth that, in consideration of the sum of $2.00 now paid by each to the other, the receipt of which by each is hereby acknowledged, and of the terms and conditions herein set out, the Board and the City covenant and agree as follows: 1.Term Of Agreement (1)This Agreement shall be in effect for a term of ten years, beginning November 1, 2025 and expiring October 31, 2035, unless it is extended or earlier terminated pursuant to this section. (2)Despite the provisions of subsection (1), upon the expiry of the term hereof, this agreement shall automatically renew for another 10 year term upon the same terms and conditions as are contained herein Attachment 1 to Report CS 27-25 - 147 - 2 unless either of the parties hereto, at least 6 months before October 31, 2035, gives written notice to the other that it does not wish to have the agreement renewed. (3)Either party may terminate this Agreement prior to the expiry of the term, or any extension thereof, by giving six months written notice to the other party. 2.Assignment Of Agreement Neither party shall assign any of its rights or obligations to any person without the prior written permission of the other party. 3.Notice (1)Any notice given under any provision of this Agreement shall be sufficiently given if personally served upon, or mailed by prepaid ordinary mail or emailed to, (a)in the case of notice to the Board, H ead of Facilities Services Durham District School Board 400 Taunton Road East Whitby, Ontario L1R 2K6; (b)in the case of notice to the City, D irector, Community Services The Corporation of the City of Pickering Pickering Civic Complex One The Esplanade Pickering, Ontario L1V 6K7 (2)Any notice personally served in accordance with subsection (1) shall be deemed to have been given on the next business day following the day of service. (3)Any notice served by ordinary mail in accordance with subsection (1) shall be deemed to have been given on the sixth calendar day following the day of mailing. (4)Any notice sent by electronic means in accordance with subsection (1) shall be deemed to have been given on the next business day following the day of electronic transmission. 4.Interpretation (1)The Schedules attached hereto shall form part of this Agreement. (2)In this Agreement, the term "force majeure" means acts of God, strikes, lockouts or other labour disturbances, civil disturbances, acts of a public enemy, wars, riots, sabotage, epidemics, landslides, snowslides, lightning, earthquake, fire, storm, flood, washout or explosion and any other event or occurrence beyond the reasonable control of the Board or the City, as the case may be, whether or not of the nature of those mentioned above. - 148 - 3 (3)This Agreement and everything contained herein shall endure to the benefit of and be binding upon the parties hereto, their respective successors and permitted assigns. 5.Insurance (1)Each of the Board and the City shall obtain and maintain throughout the term of this agreement commercial general liability insurance including property damage, bodily injury (including death), personal injury liability, contractual liability, and non-owned automobile liability, on an occurrence basis, with respect to the use of any part or parts of the schools or parks by such parties, their respective employees, agents, contractors, assigns, licencees, invitees, elected officials, and persons for whom they are in law responsible with coverage of not less than $5,000,000.00 per occurrence. Each policy maintained by a party hereto shall name the other party as an additional insured. Prior to commencement of the term of this Agreement each party shall provide to the other satisfactory evidence of such insurance coverages, and shall provide evidence of renewal or replacement of such insurance at least ten (10) days prior to the expiry of any such policy 6.B oard Use Of City Park Facilities (1)Subject to and in accordance with subsections (2) – (8) the Board shall have the non-exclusive use of the City parks, subject to any safety concerns relating to other individuals who may be present in the park . The Board shall have the use of the City parks listed in Schedule A attached hereto for student educational, athletic and recreational purposes between 0700 hours and 1800 hours, Monday through Friday, from and including September 1 in each year to and including June 30 of the following year, school holidays excepted, without the need for a City permit authorizing such use, with the exception of tournaments and special events held by the Board. In order to facilitate City planning for maintenance, schools are required to request no-fee permits from the City for tournaments and special events, not less than 14 days before the proposed event. (2)The Board shall have priority over any other user other than the City or a City -sponsored organization for the use of the City parks listed in Schedule A for the purposes set out in subsection (1) at all other times between September 1 in any year and June 30 in the following year, subject to permits issued by the City and any terms and conditions that the City may reasonably attach to the issuance of those permits. (3)The use of any park by the Board pursuant to this section shall include the use of any available, (a)baseball or softball diamonds, (b)parking facilities, (c)playground equipment, (d)football or soccer fields and posts, (e)track and field facilities, located at or in the park. (4)The use of any park by the Board pursuant to this section shall not include the right, - 149 - 4 (a) to erect, construct or install any feature, thing or apparatus in the park, (b) to remove, reconstruct or change any feature, thing or apparatus in the park, or (c) to bring or drive any motorized vehicle into the park (except into any parking facility in the park), without the prior written permission of the City. (5) The use of any park and facilities therein by the Board pursuant to this section shall be subject to the regulations set out in Schedule A attached hereto, the contravention of any of which may result in the City, in its sole discretion, suspending the Board's right to use the park in question for up to thirty days or revoking the school's permit to use the park, if such use was pursuant to a permit, or both. (6) Except for delays or interruptions caused by or arising out of events of force majeure, and subject to normal wear and tear and maintenance required thereby, the City shall keep and maintain the parks and facilities therein in good condition, at its sole expense, so that they are available for the Board's use. (7) The Board shall assume all liability and obligation for any loss, damage or injury to persons or property that occurs during the use or occupation of any park and facilities therein by the Board pursuant to this section and the Board shall indemnify and save harmless the City of and from any such loss, damage or injury and all actions, proceedings or claims arising therefrom except to the extent to which such loss, damage or injury is caused or contributed to by the neglect or default of the City, its servants, agents or employees. (8) The Board acknowledges and agrees to abide by the City’s Code of Conduct and Policies. 7. Board Use of Artificial Turf Fields: Bay Ridges Kinsmen Park and Beverly Morgan Park (1) Use of the City artificial turf fields shall only be permitted during Board supervised Physical Education classes or for Board supervised extracurricular sports. The Board agrees that the keys to the locked gates at these fields will be stored in a secure place and only provided for the use of the above listed activities. The Board shall ensure the gates are locked after use. (2) Use of the artificial turf fields are not permitted during the winter months, when the surface or subsurface is unsafe for use due to freezing weather or snow -covered field conditions. (3) The Board acknowledges and agrees to abide by the City’s Respectful Conduct Policy and Policies. 8. Board Use of Indoor Pool: Dunbarton High School Use of Dunbarton Indoor Pool (1) Dunbarton High School shall have the use of the City's Dunbarton Indoor Pool for student educational, athletic and recreational purposes between 07:30 hours and 15:00 hours, Monday through Friday, from and including October 1st in each year to and including the Friday - 150 - 5 before March Break in the following year, school holidays excepted, without the need for a City permit authorizing such use. The exact hours and terms of use by Dunbarton High School shall be subject to an annual agreement entered into by September 10 of each year between the City and the Board. In the event that the City wishes to make use of Dunbarton Indoor Pool within the dates and times specified above, then it shall seek the consent of the Board to such use, to which consent shall not be unreasonably withheld. In the event that the Board wishes to make use of the Dunbarton Indoor Pool outside of the dates and times specified above, then it shall seek the consent of the City to such use, which consent shall not be unreasonably withheld. Dunbarton High School's use of the Dunbarton Indoor Pool shall also be subject to the following: (a)All Board lifeguard staff must possess current lifeguard and first aid certificates as required by Ontario Ministry of Health Public Pools Regulations (565/90) and attend a training session conducted by City staff prior to lifeguarding any Board activities. (b)The Board agrees that the keys to the pool are stored in a secure place and only provided to qualified lifeguards and teaching staff who have attended a training session. (c)If the Board cannot provide a qualified lifeguard, the City may provide staff, if available. In this case, the City reserves the right to apply a fee that complies with the existing City User Fees and Charges. (d)Dunbarton High School will provide the City with a schedule of actual hours, to include breaks and lunch hours, prior to the beginning of each semester. (e)The City of Pickering reserves the right to close the facility for maintenance, major events and inclement weather. (f)The City obtains electricity and water through services metered from the Board's Dunbarton High School. (g)If the Board wishes to make additional use of the Dunbarton Indoor Pool at any time on a weekday between the hours of 06:00 hours – 07:30 hours and 15:00 hours – 16:45 hours, then such additional use shall be provided for in the annual agreement referred to above, provided that such additional use shall be limited to a maximum of six hours per week. 9.City Use of Board School Facilities (1)The City acknowledges and agrees to abide by all the terms and conditions of the Ontario Ministry of Education’s Provincial Code of Conduct: https://www.ontario.ca/document/education-ontario-policy -and- program -direction/policyprogram -memorandum -128#section-2 (2)The City shall have the use of facilities within or associated with the Board's schools listed in Schedule B attached hereto for City educational, athletic and recreational program purposes as follows: During the School Year Except Public Holidays - 151 - 6 Gymnasiums Monday to Thursday between 18:00 hours and 21:00 hours. Classrooms Monday through Thursday between 18:00 hours and 22:00 hours. Classrooms and gymnasiums on Friday’s between 18:00 hours and 20:00 hours. Classrooms and gymnasiums on Saturdays, Sundays and public holidays between 09:00 hours and 18:00 hours subject to permits issued by or on behalf of the Board and any reasonable conditions or terms which may be attached to the permit(s). D uring March Break Camps and Summer Camps C lassrooms and gymnasiums, Monday to Friday, between 08:00 hours - 18:00 hours subject to permits being issued and any terms and conditions contained therein. (3)The City shall have the use of available facilities within or associated with the Board's schools listed in Schedule B attached hereto for summer program purposes between 08:00 hours and 18:00 hours for gymnasiums and classrooms, Monday through Friday during the summer months, subject to permits issued by or on behalf of the Board and any terms and conditions that the Board may reasonably attach to the issuance of those permits. (4)The City shall cover additional custodial times that accrue outside of the permitted hours. In this case, the fee will comply with the existing Board Fee Schedule. (5)The use of any facility within or associated with a school by the City pursuant to this section shall include the use of any available, (a)desks, tables and similar furniture, (b)dressing and change rooms, (c)parking facilities, (d)sports equipment in the nature of nets, goal and hoops, poles (volleyball, badminton) (e)washroom facilities, (f)baseball or softball diamonds, (g)playground equipment, (h)football or soccer fields and posts, (i)track and field facilities, located in or associated with the school. (6)The use of Dunbarton High School by the City pursuant to this section shall include the right of the City to be provided with sufficient keys to enable it to gain access to and to use the West Gymnasium (except the Physical Education office) without the need to have Board employees present. (7)Dunbarton High School and DDSB will have exclusive rights to the East Gymnasium , the West Gymnasium and all other spaces in the school on two stipulated days of the week from September 1 to June 30 of each year. These days shall be identified by the Principal of Dunbarton High School in May of each calendar year for exclusive use during the school year beginning in September of the calendar year. - 152 - 7 (8) The use of any facility within or associated with a school by the City pursuant to this section shall not include the right, (a) to erect, construct or install any feature, thing or apparatus in the facility or school, (b) to remove reconstruct or change any feature, thing or apparatus in the facility or school, or (c) to bring or drive any vehicle onto the school grounds (except into any parking facility associated with the school), without the prior written permission of the Board. (9) The use of any facility within or associated with a school by the City pursuant to this section shall be subject to the regulations set out in Schedule B attached hereto, the contravention of any of which may result in the Board, in its sole discretion, suspending the City's right to use the facility or school in question for up to thirty days or revoking the City's permit to use the facility or school, or both. (10) Except for delays or interruptions caused by or arising out of events of force majeure, and subject to normal wear and tear and maintenance required thereby, the Board shall keep and maintain the schools and facilities therein or associated therewith in good condition, at its sole expense, so that they are available for the City's use. (11) The City shall assume all liability and obligation for any loss, damage or injury to persons or property that occurs during the use or occupation of any school and facilities therein or associated therewith by the City pursuant to this section and the City shall indemnify and save harmless the Board of and from any such loss, damage or injury and all actions, proceedings or claims arising therefrom except to the extent to which such loss, damage or injury is caused or contributed to by the neglect or default of the Board, its servants, agents or employees. 10. Community Use Board School Facilities Community groups may have the use of facilities within or associated with the Board’s schools subject to permits issued by the Board and to the terms and conditions of any Board policy respecting such use and the issuance of such permits. - 153 - 8 In Witness Thereof the Board and the City have hereunto affixed their corporate seals, attested by the hands of their authorized officers. Signed, Sealed & Delivered Durham District School Board ________________________________ David Wright, Associate Director, Corporate Services Team The Corporation of the City of Pickering ________________________________ Kevin Ashe, Mayor ________________________________ Susan Cassel, City Clerk - 154 - Schedule A Part 1 – City Parks Which the Board May Use Item Park Adjacent School* 1. Mitc hell Park Bayview Heights Public School 2. Major Oaks Park Valley Farm Public School 3. Bidwell Park Fairport Beach Public School 4. McPherson Park Gandatsetiagon Public School 5. Glengrove Park Glengrove Public School 6. Amberlea Park Highbush Public School 7. Maple Ridge Park Maple Ridge Public School 8. Rick Hull Memorial Park Rosebank Public School 9. David Farr Memorial Park Vaughan Willard Public School 10. Forestbrook Park William Dunbar Public School 11. Greenwood Park Valley View Public School 12. Beverley Morgan Park Pine Ridge Secondary School 13. Brock Ridge Park 14. Claremont Memorial Park 15. Dunmoore Park 16. Bay Ridges Kinsmen Park 17. Valleyview Park Westcreek Public School 18. Woodsmere Park Altona Forest Public School *identified for reference purposes only Part 2 – Regulations for Use of City Parks by Board Item Regulations 1. The Board shall be responsible for the conduct and supervision of all persons involved in the Board activity in the park, whether those persons are spectators or participants. 2. The City reserves the right to cancel or suspend permits and/or use of outdoor facilities for repairs, maintenance, or for safety reasons. This could include inclement weather that could cause damage to the fields or facilities. The City also reserves the right to review, cancel, suspend, or terminate the Board’s right to use any of the City’s outdoor facilities if such use becomes a nuisance or results in complaints being made to the City by residents. The City shall provide as much written notice as possible and provide alternative locations where possible. - 155 - 3.The Board shall not cause or permit to be caused at the park any unusual or unnecessary noise that disturbs the peace, quiet or comfort of any person in any residence, institution, or place of business within the City. 4.Games of chance, lotteries or gambling in any form shall not be permitted in any park. 5.The Board shall ensure that all persons admitted to the event in the park have vacated the park by 18:00 hours. 6.If liquor of any type is to be served, sold or available at the event, the Board shall obtain all necessary permits and licenses and file a copy of each with the City at least two weeks prior to the event. 7.The Board shall not restrict the use of the park by other members of the public subject to any safety concerns about any other individuals who may be present in the park. 8.The Board acknowledges and agrees to abide by the City’s Respectful Conduct Policy and Policies. - 156 - Schedule B Part 1 – Board Schools Having Facilities Which the City May Use Item School Fields School Buildings 1. Valley Farm Public School Dunbarton High School 2. Fairport Beach Public School Pine Ridge Secondary School 3. Frenchman’s Bay Public School High Bush Public School 4. Gandatsetiagon Public School Maple Ridge Public School 5. Glengrove Public School Valley Farm Public School 6. Highbush Public School Altona Forest Public School 7. Maple Ridge Public School 8. Rosebank Public School 9. William Dunbar Public School 10. Dunbarton High School Annex, formerly Woodlands Centennial Public School 11. Altona Forest Public School 12. Westcreek Public School 13. Dunbarton High School 14. Pine Ridge Secondary School Part 2 – Regulations for Use of Board School Facilities by City Item Regulations 1. Provincial Code of Conduct (a) The City acknowledges and agrees to abide by all the terms and conditions of the Ontario Ministry of Education’s Provincial Code of Conduct: https://www.ontario.ca/document/education-ontario-policy -and- program -direction/policyprogram -memorandum -128#section-2 2. Buildings and Grounds 2.1 (a) Consumption of alcoholic beverages shall not be permitted within Board buildings or on Board grounds. (b) Refreshments of any type shall not be taken into auditoriums or gymnasiums. 2.2 Smoking shall not be permitted within Board buildings or on Board grounds. 2.3 No animals except service animals shall be permitted in Board buildings. - 157 - 2.4 The use of Board buildings and grounds shall be restricted to the use specified in the approved permit application. 2.5 The use of a school cafeteria may be made available if requested in the permit application, but the use of the associated kitchen area and servery must be arranged by the City directly with the caterer supplying food services to that building. 2.6 (a) The use of any Board building or grounds excluding Dunbarton High School West Gymnasium shall be at all times subject to the supervision of Board employees and permits are required; on Saturdays, Sundays and public holidays. Permits and their associated Janitorial fees are required. (b)A Board employee shall open the building, secure the building at the completion of the use, handle any facility emergencies that arise and generally protect the interests of the Board, with the exception of the Dunbarton High School these functions shall be performed by City employees. 3 Equipment 3.1 (a) The City may be required to provide any or all necessary equipment. (b)Neither Board employees nor City employees are authorized to allow the use of any Board equipment not approved for use in the permit. 3.2 (a) School instructional equipment will not generally be available for use. (b)Physical education equipment may be made available at no charge if requested in the permit application and approved by the school principal. (c)The City is responsible for the supervision and safety of users of Board equipment. 3.3 (a) Sound or lighting equipment may be made available at no charge if requested in the permit application and approved by the school principal. (b)In order to use Board sound or lighting equipment, the City must make arrangements through the school to have a trained student operate the equipment at the hourly rate set by the Board from time to time. 3.4 The use of any Board equipment shall be at all times subject to the supervision of Board employees. - 158 - 3.5 (a) Plans of stage settings or the use of special equipment must be approved by the Board's Head of Facilities Services in consultation with the school principal in advance of the use date. (b)No changes or additions to electrical wiring shall be made without the authority of the Board’s Head of Facilities Services, and all costs thereof shall be charged to the City. (c)Decorations shall conform to fire safety practices, as recommended by the City's Fire Department, shall be limited to flameproof materials and shall not be attached to electric light fixtures or electrical outlets. 3.6 (a) The delivery of stage equipment and the setting of stage properties shall be done outside school hours unless otherwise arranged with the school principal. (b)All equipment shall be removed immediately after the use unless otherwise arranged with the school principal. 3.7 All exits shall be kept clear from any obstruction at all times. 4.Permits 4.1 (a) A permit shall be required for the use of any Board school facility after normal school hours. 4.2 (a) Permits are completed online for City use of Board school facilities an d shall be made to the Board's Community Use of Schools Department by the City's Community Services Department not less than 14 days before the proposed term of use. The Board's Community Use of Schools Department will endeavor to process City applications for summer programs on or before May 15 of each year. (b)Applications for permits for the use of Board school facilities shall be given the following priorities: 1.school purposes and Board programs; 2.City recreation programs; 3.community recreation programs and youth groups; 4.ratepayer associations; 5.other activities. 4.3 When making an application for a permit the City's Community Services Department shall ensure that the facility required is available on the date and at the time requested by reviewing its own records and by contacting the Board's Community Use of Schools Department. - 159 - 4.4 The issuance of a permit shall not establish a rental contract between the City and the Board; the Board may at any time withdraw the use of any facility if in the Board's sole unfettered opinion, the use to which the facility is to be put or is being put is not in the best interests of the community or of the Board. 4.5 Permission to charge admission to the use, or sell a product or refreshment in the facility, may be granted if requested in the permit application. 4.6 When an additional Board custodial employee is provided, or when a Board custodial employee is required to work overtime, or when special circumstances warrant, custodial costs will be levied. 4.7 Payment of custodial and other costs shall be made within thirty days of receipt of the Board's invoice therefor e. 4.8 (a) If the City wishes to cancel the use of a facility, it shall notify in writing the Board's Community Use of Schools Department as early as circumstances permit but no later than two full business days before the proposed date of use. (b)Refunds or credits of custodial costs will be made upon a cancellation provided that the City notifies the Board's Community Use of Schools Department at least two full business days before the proposed date of use. 4.9 The City shall ensure that all persons admitted to the use vacate the Board's buildings and grounds promptly at the time specified in the permit. 4.10 If the Board wishes to cancel a permit, notice shall be given as soon as possible, but no later than ten full days prior to its effective date. - 160 - Attachment 2 to Report CS 27-25 This Reciprocal Use of Facilities Agreement made on November 1, 2025.September 1, 20132023 BETWEEN: Durham District School Board hereinafter called the "Board" Of The First Part, -and- The Corporation of the City of Pickering hereinafter called the "City" Of The Second Part. Whereas the Board is a board as defined in section 1 (1) of the Education Act (Ontario), as amended, and as such is the owner of certain school buildings and lands within the geographic boundaries of the City of Pickering which facilities are used by members of the public and various community groups for both private and City-sponsored activities; and Whereas the City is an area municipality within the Regional Municipality of Durham and is the owner of certain parks and recreational buildings within the geographic boundaries of the City of Pickering which facilities are used by members of the public (including students enrolled in Board schools) and various community groups for both private and Board-sponsored activities; and Whereas the City has the authority under section 94 of the Municipal Act (Ontario), as amended, to operate and manage recreational areas, playgrounds, athletic fields, auditoriums, community recreation centres and other places of recreation and amusement; and Whereas each of the Board and the City wishes to enter into a reciprocal use agreement to provide for the use by the other of certain of its facilities, and for the use of the Board's facilities by certain community groups acting under the auspices of the City; Now Therefore This Agreement Witnesseth tThat, in consideration of the sum of $2.00 now paid by each to the other, the receipt of which by each is hereby acknowledged, and of the terms and conditions herein set out, the Board and the City covenant and agree as - 161 - follows: 1.ꞏ Term Of Agreement (1)This Agreement shall be in effect for a term of ten years and six months, beginning September 1, 20213January 1, 2025 SeptemberNovember 1, 2025 and expiring August 31October 31, 20323203542025, unless it is extended or earlier terminated pursuant to this.section. (2)Despite the provisions of subsection (1), upon the expiry of the term hereof, this agreement shall automatically renew for another 10 year term upon the same terms and conditions as are contained herein unless either of the parties hereto, at least 6 months before August 31stOctober 31, 2035 gives written notice to the other that it does not wish to have the agreement renewed. or of any extension of the term hereof, the term of this Agreement - 162 - shall be deemed to be extended for a further period of ten years, upon the same terms and conditions as are contained herein (including this provision for extending the term of this Agreement), unless either the Board or the City, at least one month before the expiry of the term or any extension thereof, gives written notice to the other of itsꞏ intention to terminate the Agreement upon the expiry of the current term. (3) Either party may terminate this Agreement prior to the expiry of the term, or any extension thereof, by giving six months written notice to the other party. 2. Assignment Of Agreement Neither party shall assign any of its rights or obligations hereunder to any person without the prior written permission of the other party. 3. Notice (1) Any notice given under any provIsIonprovision of this Agreement shall be sufficiently given if personally served upon, or mailed by prepaid ordinary mail or emailed to, (a) in the case of notice to the Board, Head ofSuperintendent of Education/Facilities Services Durham District School Board 400 Taunton Road East Whitby, Ontario L1R 2K6; (b) in the case of notice to the City, Director, Community ServicesCulture & Recreation The Corporation of the City of Pickering Pickering Civic Complex One The Esplanade Pickering, Ontario L1V 6K7 (2) Any notice personally served in accordance with subsection (1) shall be deemed to have been given on the next business day following the day of service. (3) Any notice served by ordinary mail in accordance with subsection (1) shall be deemed to have been given on the sixth calendar day following the day of mailing. 2 - 163 - (4) Any notice sent by electronic means in accordance with subsection (1) shall be deemed to have been given on the next business day following the day of electronic transmission. 4. Interpretation (1) The Schedules attached hereto shall form part of this Agreement. (2) In this Agreement, the term "force majeure" means acts of God, strikes, lockouts or other labour disturbances, civil disturbances, acts of a public enemy, wars, riots, sabotage, epidemics, landslides, snowslides, lightning, earthquake, fire, storm, flood, washout or explosion and any other event or occurrence beyond the reasonable control of the Board or the City, as the case may be, whether or not of the nature of those mentioned above. 3 - 164 - Formatted: Character scale: 100% Formatted: Indent: Left: 0.92", Space Before: 0 pt, No bullets or numbering Formatted: Space Before: 0 pt (3) This Agreement and everything contained herein shall enure to the benefit of and be binding upon the parties hereto, their respective successors and permitted assigns. Formatted: Left, Indent: Left: 1.07", Hanging: 0.48", 5. Insurance Right: 0", Space Before: 0 pt, Line spacing: single, No (1) Each of the Board and the City shall obtain and maintain throughout the bullets or numbering, Tab stops: Not at 1.08" term of this agreement commercial general liability insurance including property damage, bodily injury (including death), personal injury liability, contractual liability, and non-owned automobile liability, on an occurrence basis, with respect to the use of any part or parts of the schools or parks by such parties, their respective employees, agents, contractors, assigns, licencees, invitees, elected officials, and persons for whom they are in law responsible with coverage of not less than $5,000,000.00 per occurrence. Each policy maintained by a party hereto shall name the other party as an additional insured. Prior to commencement of the term of this Agreement each party shall provide to the other satisfactory evidence of such insurance coverages, and shall provide evidence of renewal or replacement of such insurance at least ten (10) days prior to the expiry of any such policy (3) 5.6. Board Use Of City Park Facilities (1) Subject to and in accordance with subsections (2) – (89) the Board shall have the non-exclusive use of the City parks, subject to any safety concerns relating to other individuals who may be present in the park. The Board shall have the use of the City parks listed in Schedule A attached hereto for student educational, athletic and recreational purposes between 0700 hours and 18001700 hours, Monday through Friday, from and including September 1 t in each year to and including June 30 of the following year, school holidays excepted, without the need for a City permit authorizing such use, with the exception of tournaments and special events held by the Board. In order to facilitate City planning for maintenance, schools are required to request no-fee permits from the City for tournaments and special events, not less than 14 days before the proposed event. Ie: LOSSA, any games involving outside visitors (2) The Board shall have priority over any other user other than the City or a City-sponsored organization for the use of the City parks listed in Schbedule A for the purposes set out in subsection (1) at all other times between September 1 in any year and June 30 in the following year, subject 4 - 165 - to permits issued by the City and any terms and conditions that the City may reasonably attach to the issuance of those permits. (3) The use of any park by the Board pursuant to this section shall include the use of any available, (a) baseball or softball diamonds, (b) parking facilities, (c) playground equipment, (d) football or soccer fields and posts, (e) track and field facilities, and (f) skating surfaces. located at or in the park. (4) The use of any park by the Board pursuant to this section shall not include the right, (a) to erect, construct or install any feature, thing or apparatus in the park, (b) to remove, reconstruct or change any feature, thing or apparatus in the park, or (c) to bring or drive any motorized vehicle into the park (except into any parking facility in the park), without the prior written permission of the City. (5) The use of any park and facilities therein by the Board pursuant to this section shall be subject to the regulations set out in Schedule A attached hereto, the contravention of any of which may result in the City, in its sole discretion, suspending the Board's right to use the park in question for up to thirty days or revoking the school's permit to use the park, if such use was pursuant to a permit, or both. (6) Except for delays or interruptions caused by or arising out of events of force majeure, and subject to normal wear and tear and maintenance required thereby, the City shall keep and maintain the parks and facilities Formatted: Indent: Left: 1.07", Space Before: 0 pt, No bullets or numbering 5 - 166 - therein in good condition, at its sole expense, so that they are available for the Board's use. (7) The Board shall assume all liability and obligation for any loss, damage or injury to persons or property that occurs during the use or occupation of any park and facilities therein by the Board pursuant to this section and the Board shall indemnify and save harmless the City of and from any such loss, damage or injury and all actions, proceedings or claims arising therefrom except to the extent to which such loss, damage or injury is caused or contributed to by the neglect or default of the City, its servants, agents or employees. (8) The Board shall pay any taxes or similar charges that may be levied during the term hereof against any of the lands that comprise any of the parks as a result of the Board's use or occupation thereof pursuant to this section.The Board acknowledges and agrees to abide by the City’s Respectful Conduct Policy and Policies. 7. Board Use of Artificial Turf Fields: Bay Ridges Kinsmen Park and Beverly Morgan Park (1) Use of the City artificial turf fields shall only be permitted during Board supervised Physical Education classes or for Board supervised extracurricular sports. The Board agrees that the keys to the locked gates at these fields will be stored in a secure place and only provided for the use of the above listed activities. The Board shall ensure the gates are locked after use. (2) Use of the artificial turf fields are not permitted during the winter months, when the surface or subsurface is unsafe for use due to freezing weather or snow coveredsnow-covered field conditions. (8) (310) The Board acknowledges and agrees to abide by the City’s CodeRespectful of Conduct Policy and Policies. 6. 68. Board Use Of of Indoor Pool: Dunbarton High School Use Of of Formatted: Not Expanded by / Condensed by Formatted: Font: 11.5 pt, Bold, Condensed by 0.1 pt Formatted: Font: Bold, Not Expanded by / Condensed by Formatted: Font: 11.5 pt Formatted: Left, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 7 + Alignment: Left + Aligned at: 0.5" + Indent at: 0.75" Formatted: List Paragraph, Indent: Left: 0.63", Hanging: 0.44", Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 1.31" + Indent at: 1.56" Formatted: Font: 11.5 pt Formatted: Font: 11.5 pt Formatted: Font: Bold Dunbarton Indoor Pool (1) Dunbarton High School shall have the use of the City's Dunbarton Indoor Pool for student educational, athletic and recreational purposes between 0730 hours and 1500 hours, Monday. through Friday, from and. including Formatted: Indent: Hanging: 0.45", Numbered + Level: October 1 in each year to and including the Friday before March Break in 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Formatted: Normal, Indent: Left: 0.11", No bullets or numbering Formatted: Font: Bold Formatted: Font: Bold Alignment: Left + Aligned at: 0.83" + Indent at: 1.08" 6 - 167 - the following year, school holidays excepted, without the need for a Ccity permit authorizing such use. The exact hours and terms of use by Dunbarton High School shall be subject to an annual agreement entered into by September 10 of each year between the City and the Board. In the event that the City wishes to make use of Dunbarton Indoor Pool within the dates and times specified above, then it shall seek the consent of Dunbarton High School the Board to such use, which consent shall not be unreasonably withheld. In the event that the Board Dunbarton High School wishes to make use of the Dunbarton Indoor Pool outside of the dates and times specified above, then it shall seek the consent of the City to such use, which consent shall not be unreasonably withheld. Dunbarton High School's use of the Dunbarton Indoor Pool shall also be subject to the following: (a) All Board lifeguard staff must possess current lifeguard and first aid certificates as required by Ontario Ministry of Health Public Pools Regulations (565/90) and attend a training session conducted by City staff prior to lifeguarding any Board activities. (b) The BoardDunbarton High School agrees that the keys to the pool are stored in a secure place and only provided to qualified lifeguards and teaching staff who have attended the a required training session. (c) If the Board cannot provide a qualified lifeguard, the City may provide staff, if available. In this case, the City reserves the right to apply a fee that complies with the existing City User Fees and Charges. (a) (b)(d)Dunbarton High School will provide to the City of Pickering, a schedule of actual hours, to include breaks and lunch hours, prior to the beginning of each semester. (c) The BoardDunbarton High School agrees to provide the City of Pickering with a certificate of liability insurance, identifying the Corporation of the City of Pickering as additionally insured, with coverage for any one occurrence or claim of not less than $5,000,000.00. T h e B o a r d Dunbarton High School agrees to provide the City of Pickering with written information from the agent or insurer that insurance on the terms and the amounts specified above has been arranged prior to the start of the annual contract. (d)(e) The City of Pickering reserves the right to close the facility Formatted: Font: 11.5 pt Formatted: Indent: Left: 1.07", Hanging: 0.48", Right: 0", Space Before: 0 pt, Line spacing: single, No bullets or numbering, Tab stops: Not at 1.41" + 1.41" Formatted: Indent: Left: 1.41", Space Before: 0 pt, No bullets or numbering Formatted: Space Before: 12 pt 7 - 168 - for maintenance, major events and inclement weather. (e)(f) The City obtains electricity and water through services submetered from the Board's Dunbarton High School. 8 - 169 - (g) If the BoardDunbarton High School wishes to make additional use of the Dunbarton Indoor Pool at any time on a weekday between the hours of 6:00 hours -7:30 hours and 15:00 hours -16:45 hours, then such additional use shall be provided for in the annual agreement referred to above, provided that such additional use shall be limited to a maximum of six hours per week. Formatted: Not Expanded by / Condensed by Formatted: Indent: Left: 1.08", No bullets or numbering Formatted: Font: 11.5 pt Formatted: Space After: 12 pt Formatted: Font: Times New Roman, Not Expanded by / Condensed by (f) 8. The City and the Board agree to review the schedules attached to this agreement to amend for future additions or removal of Park space over the term of the agreement. 9. City Use Of Board School Facilities (1) The City acknowledges and agrees to abide by all the terms and conditions of the Ontario Ministry of Education’s Provincial Code of Conduct:https://www.ontario.ca/document/education-ontario-policy-and- program-direction/policyprogram-memorandum-128#section-2 7. (2) The City shall have the use of facilities within or associated with the Board's schools listed in Schedule B attached hereto for City educational, athletic and recreational programme purposes as follows: During the school Year Except Public Holidays between 1830 1800 hours and 212030 hours for gGymnasiums and Monday to Thursday between 18:00 hours and 21:2030 hours. for cClassrooms, Monday through Thursday andbetween 18:00 hours and 22:000 hours. Classrooms and gymnasiums on Friday’s between 18:00 hours and 20:00 Formatted: Font: Bold Formatted: Normal, No bullets or numbering Formatted: Indent: Left: 1.08", No bullets or numbering Formatted: Normal, No bullets or numbering Formatted: Font: (Default) +Body (Calibri) Formatted: Character scale: 100%, Not Expanded by / Condensed by Formatted: Normal, Indent: Left: 0.5", No bullets or numbering Formatted: Font: Bold Formatted: Character scale: 100%, Not Expanded by / Condensed by Formatted: Font: Times New Roman, Not Expanded by / Condensed by Formatted: Normal, No bullets or numbering Formatted: Font: Times New Roman, 11.5 pt hours. Classrooms and gymnasiums on during the school year except public the Board's schools listed in Schedule B attached hereto for summer campprogram purposes between 08:00 hours and 18:600 hours for Formatted: Indent: Left: 1.07", Hanging: 0.48", Right: 0", Space Before: 0 pt, Line spacing: single, No bullets or numbering, Tab stops: Not at 1.45" + 1.45" Formatted: Normal, No bullets or numbering, Tab stops: Not at 1.45" + 1.45" Formatted: List Paragraph, Indent: Hanging: 0.51", Numbered + Level: 2 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.83" + Indent at: 1.08" holidays, and between 09700 hours and 16182300 hours, Saturdays, and, Sundays. and public holidays between 09:00 hours and 18:00 hours, subject to permits issued by or on behalf of the Board and any terms andreasonable conditions or terms which may be attached to the permit(s).that the Board may reasonably attach to the issuance of those permits. During March Break Camps and Summer Camps Classrooms and gymnasiums, Monday to Friday, between 08:00 hours – 18:00 hours subject to permits being issued and any terms and conditions contained therein. (3) The City shall have the use of available facilities within or associated with (4) The City shall cover additional custodial times that accrue outside of the gymnasiums and classrooms, Monday through Friday during the summer months, subject to permits issued by or on behalf of the Board and any -9 - terms and conditions that the Board may reasonably attach to the issuance of those permits. Formatted: Font: 11.5 pt Formatted: Font: 11.5 pt Formatted: Font: 11.5 pt Formatted: Not Expanded by / Condensed by Formatted: Indent: Hanging: 0.51", Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.83" + Indent at: 1.08" - 170 - permitted hours. In this case, the fee will comply with the existing Board Fee Schedule. Formatted: Font: 11.5 pt Formatted: Not Expanded by / Condensed by Formatted: Normal, No bullets or numbering Formatted: Font: 11.5 pt Formatted: Left, Indent: Hanging: 0.51", Right: 0", Line (1) (2)(5) The use of any facility within or associated with a school by the City pursuant to this section shall include the use of any available, spacing: single, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.83" + Indent at: 1.08", Tab stops: Not at 1.08" (a) desks, tables and similar furniture, (b) dressing and change rooms, (c) parking facilities, (d) sports equipment in the nature of nets, goal and hoops, poles (volleyball, badminton) (e) washroom facilities, (f) baseball or softball diamonds, (g) playground equipment, (h) football or soccer fields and posts, (i) track and field facilities, and (j) skating surfaces, located in or associated with the school. (6) The use of the Dunbarton High School by the City pursuant to this section shall include the right of the City to be provided with sufficient keys to enable it to gain access to and to use the West Gymnasium there.in (except the Physical Education office) without the need to have Board employees present. (7) Dunbarton High School and DDSB will have exclusive rights to the East Gymnasium, the West Gymnasium and all other spaces in the school on two stipulated days of the week from September 1 to June 30 of each year. These days shall be identified by the Principal of Dunbarton High School in May of each calendar year for exclusive use during the school year beginning in September of the calendar year. (3) (4)(8) The use of any facility within or associated with a school by the City pursuant to this section shall not include the right, (a) to erect, construct or install any feature, thing or apparatus in the facility or school, (b) to remove reconstruct or change any feature, thing or apparatus in the facility or school, or (c) to bring or drive any vehicle onto the school grounds (except into any parking facility associated with the school), without the prior written permission of the Board. Formatted: Font: 11.5 pt Formatted: Indent: Hanging: 0.51", Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.83" + Indent at: 1.08" Formatted: Indent: Hanging: 0.51", Space Before: 12 pt, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.83" + Indent at: 1.08" Formatted: Indent: Left: 1.05", No bullets or numbering Formatted: Font: 11.5 pt Formatted: Indent: Hanging: 0.51", Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.83" + Indent at: 1.08" Formatted: Indent: Hanging: 0.47", Numbered + Level: 3 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 1.03" + Indent at: 1.28" Formatted: Indent: Left: 1.27", Numbered + Level: 3 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 1.03" + Indent at: 1.28" Formatted: Indent: Left: 1.04", Hanging: 0.48", Numbered + Level: 3 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 1.03" + Indent at: 1.28" (5)(9) The use of any facility within or associated with a school by the City pursuant to this section shall be subject to the regulations set out in Schedule B attached hereto, the contravention of any of which may result in the Board, in its sole discretion, suspending the City's right to use the Formatted: Font: 11.5 pt Formatted: Indent: Hanging: 0.51", Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.83" + Indent at: 1.08" -10 - - 171 - facility or school in question for up to thirty days or revoking the City's permit to use the facility or school, or both. (6)(10) Except for delays or interruptions caused by or arising out of events of force majeure, and subject to normal wear and tear and maintenance required Formatted: Indent: Hanging: 0.51", Numbered + Level: thereby, the Board shall keep and maintain the schools and facilities therein 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + or associated therewith in good condition, at its sole expense, so that they Alignment: Left + Aligned at: 0.83" + Indent at: 1.08" are available for the City's use. Formatted: Font: 11.5 pt (7) The City shall, at its expense, maintain in their present condition all of the outdoor playing fields associated with the Board's schools listed in Schedule B attached hereto that are used by the City for City athletic programmes if needed to meet the City’s specific requirement. The Board will, as part of its ongoing maintenance program, adhere to is annual maintenance schedule. The Board will work with the City to develop a schedule for the City’s additional maintenance of these outdoor playing fields. (8)(11) The City shall assume all liability and obligation for any loss, damage or injury Formatted: Highlight Formatted: Left, Indent: Hanging: 0.51", Right: 0", Space Before: 0 pt, Line spacing: single, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.83" + Indent at: 1.08", Tab stops: Not at 1.05" to persons or property that occurs during the use or occupation of any school and facilities therein or associated therewith by the City pursuant to this section and the City shall indemnify and save harmless the Board of and from any suchꞏ loss, damage or injury and all actions, proceedings or claims arising therefrom except to the extent to which such loss, damage or injury is caused or contributed to by the neglect or default of the Board, its servants, agents or, employees. (9) The City shall pay any taxes or similar charges that may be levied during the term hereof against any of the lands that comprise any of the schools as a result of the City's use or occupation thereof pursuant to this section. (10). The Board and the City agree to review the schedules attached to this agreement to amend for future additions or removal of school space over the term of the agreement. 8.10. Community Use Of Board School Facilities Community groups may have the use of facilities within or associated with the Board's schools subject to permits issued by the Board and to the terms and conditions of any Board policy respecting such use and the issuance of such permits.. Formatted: Font: Bold Formatted: Indent: Hanging: 1.13", Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 10 + Alignment: Left + Aligned at: 1" + Indent at: 1.25" 11 - 172 - ____________________ ____________________ In Witness TWhereof the Board and the City have hereunto affixed their corporate seals, attested by the hands of their authorized officers. Signed, Sealed & Delivered Durham District School Board The Corporation of the City of Pickering Mayor Formatted: Indent: Left: 3.52", First line: 0.48" Formatted: Indent: Left: 3", First line: 0.5" City Clerk 12 - 173 - Schedule A Part 1 - City Parks Which The the Board May Use Item Park 1. Mitchell Park 2. Major Oaks Park 3. Bidwell Park 4. McPherson Park 5. Glengrove Park 6. Amberlea Park 7. Maple Ridge Park 8. Rick Hull Memorial Park 9. David Farr Memorial Park 10. Forestbrook Park 11. Greenwood Park 12. Beverley Morgan Park 13. Brock Ridge Park 14. Claremont Memorial Adjacent School* Bayview Heights Public School Valley Farm Public School Fairport Beach Public School Gandatsetiagon Public School Glengrove Public School Highbush Public School Maple Ridge Public School Rosebank Public School Vaughan Willard Public School William Dunbar Public School Valley View Public School Pine Ridge Secondary School Park Westcreek Public School 15. Dunmoore Park Altona Forest Public School 16. Bay Ridges Kinsmen 19.Future Creekwood Park and Unnamed ParkKinsmen Park Pickering Creekwood PS 17. Valleyview Park 18. Woodsmere Park *identified for reference purposes only Part 2 - Regulations for Use of City Parks by Board Item Regulations Formatted: Font: 11.5 pt Formatted: Indent: First line: 0.06" Formatted: Space After: 12 pt 1. The Board shall be responsible for the conduct and supervision of all persons involved in the Board activity in the park, whether those persons are spectators or participants. 2. The City reserves the right to cancel or suspend permits and/or use of outdoor facilities for repairs, maintenance, or for safety reasons. The City also reserves the right to review, cancel, suspend, or terminate the Board’s right to use any of the City’s outdoor facilities if such use becomes a nuisance or results in complaints being made to the City by residents.This could include inclement weather that could cause damage to the fields or facilities. The City also reserves the right to review, 13 - 174 - cancel, suspend, or terminate the Board’s right to use any of the City’s outdoor facilities if such use becomes a nuisance or results in complaints being made to the City by residents. The City shall provide as much written notice as possible, and provide alternative locations where possible. 1. 2.3. The Board shall not cause or permit to be caused at the park any unusual or unnecessary noise that disturbs the peace, quiet or comfort of any person in any residence, institutioninstitution, or place of business within the City. 3.4.Games of chance, lotteries or gambling in any form shall not be permitted in any park. 4.5. The Board shall ensure that all persons admitted to the event in the park have vacated the park by 18700 hours. 5.6. If liquor of any type is to be served, sold or available at the event, the Board shall obtain all necessary permits and licenses and file a copy of each with the City at least two weeks prior to the event. 7. The Board shall not restrict the use of the park by other members of the public subject to any safety concerns about any other indivduals who may be present in the park. unless such use conflicts with the Board's use. 6. Formatted: Indent: Left: 1.07", Hanging: 0.48", Right: 8. The Board acknowledges and agrees to abide by the City’s Code ofRespectful 0", Line spacing: single, No bullets or numbering, Tab Conduct Policy and Policies. Formatted: Font: 11.5 pt stops: Not at 0.55" + 0.55" Formatted: Indent: Left: 0.55", No bullets or numbering Formatted: Normal, No bullets or numbering 14 - 175 - Schedule B Part 1 - Board Schools Having Facilities Which The City May Use - Item School Fields School Buildings 1. Valley Farm Public School Dunbarton High School 2. Fairport Beach Public School Pine Ridge Secondary School 3. Frenchman's Bay Public School 4. Gandatsetiagon Public School High Bush High Bush Public School 5. Glengrove Public School Maple Ridge Public School 6. Highbush Public School Valley Farm Public School 7. Maple Ridge Public School Future Creekwood Public School 8. Rosebank Public School 9. William Dunbar Public School Altona Forest Public School 10. Dunbarton High School Annex, formerly Woodlands Centennial Public School 11. Altona Forest Public School 12. Westcreek Public School 13. Dunbarton High School 14. Pine Ridge Secondary School Part 2 - Regulations for Use of Board School Facilities by City Item Regulations 1. Provincial Code of Conduct The City acknowledges and agrees to abide by all the terms and conditions of the Ontario Ministry of Education’s Provincial Code of Conduct:https://www.ontario.ca/document/education-ontario-policy- and-program-direction/policyprogram-memorandum-128#section-2 Formatted: Indent: Left: 0.13", First line: 0" Formatted: Normal, Indent: Left: 0.13", No bullets or numbering Formatted: Normal, Indent: Left: 0.13", Space After: 0 pt, No bullets or numbering Formatted: Font: (Default) +Body (Calibri) Formatted: Normal, No bullets or numbering, Tab stops: Not at 0.57" + 0.57" Formatted: Font: (Default) +Body (Calibri) Formatted: Font: 11.5 pt Formatted: Normal, No bullets or numbering 1.2. Buildings and Grounds 1.12.1 (a) Consumption of alcoholic beverages shall not be permitted within Board buildings or on Board grounds. (b) Refreshments of any type shall not be taken into auditoriums or gymnasiums. Formatted: Normal, Indent: Left: 0", Line spacing: single Formatted: Font: 11.5 pt Formatted: Normal, Indent: Left: 0.13", Space After: 0 pt, Add space between paragraphs of the same style, Line spacing: single, No bullets or numbering Formatted: Normal, Indent: Left: 0.13", Space After: 0 pt, Add space between paragraphs of the same style, Line spacing: single, No bullets or numbering 15 - 176 - 1.22.2 Smoking shall not be permitted within Board buildings or on Board grounds. 1.32.3 No animals except service animals shall be permitted in Board buildings. 1.42.4 (a) The use of Board buildings and grounds shall be restricted to the use specified in the approved permit application. (b) The use of a school cafeteria may be made available if requested in the permit application, but the use of the associated kitchen area and servery must be arranged by the City directly with the caterer supplying food services to that building. 1.52.5 (a) The use of any Board building or grounds excluding Dunbarton High Sschool West Gymnasium shall be at all times subject to the supervision of Board employees with the exception of operations of the and permits are required, pool. ; on Saturdays, Sundays and public holidays. Permits and their associated Janitorial exception of the poolfees are required. with the ., the use of the Dunbarton High School West Gymnasium shall be under the supervision of City employees. (b) A Board employee shall open the building, secure the building at the completion of the use, handle any facility emergencies that arise and generally protect the interests of the Board,with the exception of the Dunbarton High School pool where ; on Saturdays, Sundays and public holidays, at the Dunbarton High School West Gymnasium these functions shall be performed by City employees. Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight 16 - 177 - 2.3. Equipment 2.13.1 (a) The City may be required to provide any or all necessary equipment. (b) Neither Board employees nor City employees are authorized to allow the use of any Board equipment not approved for use in the permit. 2.23.2 (a) School instructional equipment will not generally be available for use. (b) Physical education equipment may be made available at no charge if requested in the permit application and approved by the school principal. (c) The City is responsible for the supervision and safety of users of Board equipment. 2.33.3 (a) Sound or lighting equipment may be made available at no charge if requested in the permit application and approved by the school principal. (b) In order to use Board sound or lighting equipment, the City must make arrangements through the school to have a trained student operate the equipment at the hourly rate set by the Board from time to time. 2.43.4 The use of any Board equipment shall be at all times subject to the supervision of Board employees. 2.53.5 (a) Plans of stage settings or the use of special equipment must be approved by the Board's Superintendent Head of Facilities Services in consultation with the school principal in advance of the use date. ꞏ (b) No changes or additions to electrical wiring shall be made without the authority of the Superintendent Board’s Head of Facilities Services, and all costs thereof shall be charged to the City. (c) Decorations shall conform to fire safety practices as recommended by the City's Fire Department, shall be limited to flame proof materials and shall not be attached to electric light flXturesfixtures or electrical outlets. 2.63.6 (a) The delivery of stage equipment and the setting of stage properties shall be done outside school hours unless otherwise arranged with the school principal. (b) All equipment shall be removed immediately after the use unless otherwise arranged with the school principal. 2.73.7 All exits shall be kept clear from any obstruction at all times. 17 - 178 - 3.4. Permits 3.14.1 A permit shall be required for the use of any Board school facility after normal school hours. 3.24.2 (a) WPermits are completed online forritten applications for permits for City use of Board school facilities and shall be made to the Board's Community Use of Schools Department by the City's Community Services Department of Culture & Recreation not less than 14 days before the proposed term date of use. The Board's Community Use of Schools Department will endeavor to process City applications for summer programs on or before May 15th of each year. 18 - 179 - (b) Applications for permits for the use of Board school facilities shall be given the following priorities: 1. school purposes and Board programmes; 2. City recreation programmes; 3. community recreation programmes and youth groups; 4. ratepayer associations; 5. other activities. 3.34.3 When making an application for a permit the City's Department of Community Services Department Culture & Recreation shall ensure that the facility required is available on the date and at the time requested by reviewing its own records and by contacting the Board's Community Use of Schools Department. 3.44.4 The issuance of a permit shall not establish a rental contract between the City and the Board; the Board may at any time withdraw the use of any facility if in the Board's sole unfettered opinion the use to which the facility is to be put or is being put is not in the best interests of the community or of the Board. 3.54.5 Permission to charge admission to the use, or sell a product or refreshment in the facility, may be granted if requested in the permit application. 3.64.6 When an additional Board custodial employee is provided, or when a regular Board custodial employee is required to work overtime, or when special circumstances warrant, custodial costs will be levied. 3.74.7 Payment of custodial and other costs shall be made by cheque direct deposit within thirty days of receipt of the Board's invoice therefore. 3.84.8 (a) If the City wishes to cancel the use of a facility, it shall notify in writing the Board's Community Use of Schools Department as early as circumstances permit but no later than two full business days before the proposed date of use. (b) Refunds or credits of custodial costs will be made upon a cancellation provided that the City notifies the Board's Community Use of Schools Department at least two full business days before the proposed date of use. 3.94.9 The City shall ensure that all persons admitted to the use vacate the Board's buildings and grounds promptly at the time specified in the permit. 3.104.10 If the Board wishes to cancel a permit, notice shall be given as soon as possible, but no later than ten full days prior to its effective date. 19 - 180 - Report to Executive Committee Report Number: HUR 01-25 Date: October 6, 2025 From: Jennifer Eddy Director, Human Resources Subject: Implementation of SuccessFactors Recruiting and Onboarding (Phase 2) Request for Quotation No. Q2025-14 File: A-1440 Recommendation: 1. That quotation submitted by HR Path Canada in response to Request for Quotation No. Q2025-14 for Implementation of SuccessFactors Recruiting & Onboarding, in the amount of $96,672.00 (net HST) or $107,350.00 (HST included) be accepted; 2. That the Director, Human Resources be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Quotation No. Q2025-14; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $96,672.00 from Capital Project C10800.2001 with $52,112.00 funded from Community Benefit Charges Reserve and $44,560 from Rate Stabilization Reserve; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to obtain Council approval to award Request for Quotation No. Q2025-14 for Implementation of SuccessFactors Recruiting & Onboarding. These modules streamline recruitment tasks, improve efficiencies and enhance the overall experience for both recruiters and new hires, leading to increased engagement and retention. These modules form a key part of the City’s modernization efforts to streamline Human Resources processes and support an integrated digital strategy. 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. - 181 - HUR 01-25 October 6, 2025 Page 2 Financial Implications: 1. Quotation Amount Request for Quotation No. Q2025-14 $95,000.000 HST (13%) Total Gross Quotation Amount $ 12,350.00 $107,350.00 2. Estimated Project Cost Summary Request for Quotation No. Q2025-14 $95,000.00 HST (13%) $ 12,350.00 Total Gross Project Cost $107,350.00 HST Rebate (11.24%) ($10,678.00) Total Net Project Cost $ 96,672.00 3. Approved Expense Accounts Expenditure Account Source of Funds Budget Required C10800.2001 Total Funds Rate Stabilization Reserve Community Benefit Charges Reserve $427,888.00 $52,112.00 $480,000.00 $44,560.00 $52,112.00 $96,672.00 Net project cost (over) under approved funds $383,328.00 At the time of the original budget allocation, the Report to Council FIN 20-18 (October 2018) referenced Recruitment and Onboarding functionality as part of the overall SAP Program approval. The specific phases and priorities of the program had not yet been defined in the initial Statement of Work. Once SuccessFactors was launched, Recruitment and Onboarding was deferred to a future phase, and the implementation costs were never finalized. The original budget amount was based on a preliminary quote from the original consultant used and included both implementation costs and anticipated user license costs over a three to five year horizon. Those licensing costs are now managed separately at an approximate cost of $90,000 annually. As a result, the current requirement is significantly lower than the original budget, since it only covers the one-time consulting fees for implementation, not ongoing license costs. Discussion: The purpose of this report is to obtain Council approval to award Request for Quotation No. Q2025-14 for Implementation of SuccessFactors Recruiting & Onboarding modules of SuccessFactors. SuccessFactors is a cloud based Human Capital Management - 182 - HUR 01-25 October 6, 2025 Page 3 software program that Human Resources (HR) has been using since 2019 to manage the employee lifecycle. The master data stored in the program interfaces seamlessly with SAP Financial and payroll’s Workforce Now. SuccessFactors was selected with scalability in mind, and the intention has always been to grow the system over time to fully leverage its capabilities and support organizational efficiency and modernization. The system’s true efficiency and value are realized through the implementation of additional modules such as Recruitment and Onboarding. These modules enable automation, enhance the employee experience, and support strategic workforce planning. Recruitment Module – Designed to support the full talent acquisition lifecycle with tools that improve efficiency, candidate experience, and hiring outcomes. Workflows are configured to seamlessly follow recruitment procedures from developing the job posting to extending an offer of employment. Key benefits include: • personalized candidate portals to improve engagement • integration with job posting boards and social media platforms • application tracking system • the ability to screen and rank candidates using filtering questions to assess qualifications • interview scheduling and offer management • real-time recruitment metrics (such as time to fill and candidate drop off rates) Onboarding Module – Facilitates a smooth digital onboarding experience that connects new hires to their teams and the organization, ensuring they are equipped and engaged from day one. Automating the onboarding checklist for managers ensures accountability and compliance with onboarding procedures. It will automate documentation, policy acknowledgements, and approvals to ensure procedural compliance. It also provides analytics on onboarding completion rates, collects new hire feedback, and measures overall onboarding effectiveness. The Recruitment and Onboarding modules offer significant improvements to streamlining these processes. Request for Quotation No. Q2025-14 was advertised on the City’s bids&tenders portal on May 26, 2025 and closed June 16, 2025. A total of three companies submitted a response for this project. The Evaluation Committee, consisting of staff from Human Resources and Finance (SAP) reviewed and evaluated the quotations based on criteria outlined in the RFQ document including proponent’s experience and qualifications, Project Management and cost. The top- ranked response was submitted by HR Path Canada, in the amount of $96,672.00 (net HST) or $107,350.00 (HST included). Staff recommend approval of the quotation submitted by HR Path Canada for Implementation of SuccessFactors Recruiting & Onboarding in the amount of $96,672.00 (net HST) or $107,350.00 (HST included). - 183 - HUR 01-25 October 6, 2025 Page 4 Implementing the Recruitment and Onboarding modules in SuccessFactors represents a significant step forward in the City’s digital transformation and modernization of HR services. Council’s approval of this initiative will allow the City to continue evolving its HR capabilities to meet the needs of a modern workforce. Attachments: None. Prepared By: Approved/Endorsed By: Soula Christou Jennifer Eddy Manager, Human Resources Director, Human Resources JE:sc Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer for: Original Signed By:Original Signed By: Original Signed By: - 184 - Report to Executive Committee Report Number: LEG 07-25 Date: October 6, 2025 From: Susan Cassel (Acting) Director, Corporate Services Subject: Final Assumption of Plan of Subdivision Woodview Land Development Corporation – Plan of Subdivision 40M-2643 Lots 1 to 31 and Block 24, Plan 40M-2643 File: 40M-2643 Recommendation: 1.That Bralorne Trail within Plan 40M-2643 be assumed for public use; 2.That works and services required by the Subdivision Agreement, dated December 31, 2017, within Plan 40M-2643, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 3. That Woodview Land Development Corporation be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2643; and 4.That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Executive Summary: The purpose of this report is to confirm that all works and services as noted in the Subdivision Agreement between the City and Woodview Land Development Corporation have been completed to the satisfaction of City staff and to advise that it is now appropriate to finalize the assumption of those works and services. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: Not applicable. Discussion: The purpose of this report is to authorize the assumption of works and services. The City entered into a Subdivision Agreement with the above-noted developer for the development of the lands within Plan 40M-2643. As the developer has now completed all of the works and services to the satisfaction of City staff, it is appropriate to: (a) assume the - 185 - LEG 07-25 October 6, 2025 Page 2 roads and the works and services within Plan 40M-2643; and (b) release Woodview Land Development Corporation from the provisions of the Subdivision Agreement with the City and any amendments related thereto, as it relates to Plan 40M-2643. Attachment: 1.Location Map – 40M-2643 Prepared By: Approved/Endorsed By: Chantelle Adair N. Cameron Murkar Law Clerk Associate Solicitor Susan Cassel (Acting) Director, Corporate Services PB:ca Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Recommendation approved: Chief Administrative Officer per: Director, City Development & CBO per: Associate Solicitor per: Director, Engineering Services per: Original Signed By:Original Signed By: Original Signed By: Original Signed By: Original Signed Original Signed Original Signed Original Signed - 186 - af:j of PlCKERlNG City Development Department Bralorne Trail QQQ Assumption D03/19 File: 40M2643 Q) :, C Q) > <l'. 3: Q) "> ""O 0 0 s - -- Applicant: Woodview Land Development Corporation Legal Description: Lots 1 to 21, Block 24, Bralorne Trail and Woodview Avenue Date: Aug. 11, 2025 © The CorpOfatioo oflhe City of Pickerir,g Produced (in part) under license from: © Kir,g's Printer, Ontario Ministry of Natural Resoorces . Al l rights rese;ved.: © His Majesty the King in SCALE: 1:1,200 I Right of Canada, Oepartmoot of Natural Resources . All rights reserved.:© Teraoot En16fprises Inc. and i1s suppl iers. Al l righ1s reser...ed : @M unic ipal Property Assessment Corporal ion and itssuppl iers.All rightsreserved TH IS ISNOTAPLANa= SURVEY. L:\PLANNI NGIO 1-MapFiles\Legal\Assumption\AssumptJOn 4 0M2643\Assumption 40M2643.aprx Attachment 1 to Report LEG 07-25 - 187 - Report to Executive Committee Report Number: LEG 08-25 Date: October 6, 2025 From: Susan Cassel (Acting) Director, Corporate Services Subject: Final Assumption of Plan of Subdivision 711053 Ontario Inc. & 532503 Ontario Ltd. – Plan of Subdivision 40M-2302 Lots 1 to 35, Blocks 37 to 39, Plan 40M-2302 File: 40M-2302 Recommendation: 1. That Hollywood Court within Plan 40M-2302 be assumed for public use; 2.That works and services required by the Subdivision Agreement, dated March 1, 2005, within Plan 40M-2302, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 3. That 711053 Ontario Inc. & 532503 Ontario Ltd. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2302; and 4.That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Executive Summary: The purpose of this report is to confirm that all works and services as noted in the Subdivision Agreement between the City and 711053 Ontario Inc. & 532503 Ontario Ltd. have been completed to the satisfaction of City staff and to advise that it is now appropriate to finalize the assumption of those works and services. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: Not applicable. Discussion: The purpose of this report is to authorize the assumption of works and services. The City entered into a Subdivision Agreement with the above-noted developer for the development of the lands within Plan 40M-2302, which included works in or on Sideline 4, adjacent to Plan 40M-2302. As the developer has now completed all of the works and services -01:Jof- Pl(KERJNG - 188 - LEG 08-25 October 6, 2025 Page 2 to the satisfaction of City staff, it is appropriate to: (a) assume the roads and the works and services within Plan 40M-2302; and (b) release 711053 Ontario Inc. & 532503 Ontario Ltd. from the provisions of the Subdivision Agreement with the City and any amendments related thereto, as it relates to Plan 40M-2302. Attachment: 1.Location Map – 40M-2302 Prepared By: Approved/Endorsed By: Chantelle Adair N. Cameron Murkar Law Clerk Associate Solicitor Susan Cassel (Acting) Director, Corporate Services PB:ca Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Recommendation approved: Chief Administrative Officer per: Director, City Development & CBO per: Associate Solicitor per: Director, Engineering Services per: Original Signed By:Original Signed By: Original Signed By: Original Signed for: Original Signed Original Signed Original Signed Original Signed - 189 - Attachment 1 to Report LEG 08-25 I ) -~of- PJ(KERJNG City Development Department .A. )) > LOT,21 )( l)V 7Vv ; m -~, -~ ~ ~ BLOC~·38, « LOT,24·;;,... )) ~-~~ ;;,~q~25 88 LOTr27 'SI"~ X Q) _c>>>~ a, NYLOT-28 :o~~ Cf) ' ~r~.T>17( 'V'V'V.A_ AX ' v Assumption 40M2302 File: 40M2302 ~ o'x ""I >< ":." ) ,!-~"01 l Applicant:711053 Ontario Inc . & 562503 Ontario Ltd . tv A Legal Description: Lots 1 to 35, Blocks 37 to 39, Hollywood Court and Sideline 4 Date: Sep. 02 , 2025 @The Corporation of !he Qty of Pickering Prod\!Ced (in part) under license from . @King's Pnnler, Ontario Min1s1ry of Nat~ral Resources All righls reservtid.: fl His Majesty lhe King _in SCALE, 1 , 5 QQQ I Rig)t of Cat"lllda, D8?9rtmen1 of Natural Resou rces . All rights reserved.:@Tenmet Enlerpnses loo. arid ~s sup~1ers. Al l rights res6f\led.; €l Munic1pal Property Assessmen1 Corporation alld • • / ~s sup~iers. Al l righ1s reserved THIS IS NOT API.AN OF SURVEY L:\PLANNING\01 -Mapfiles\Legal\Assumption\Assumption 40M2302\Assumption 40M2302.aprx - 190 -