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HomeMy WebLinkAboutCAO 16-25Report 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. 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 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. 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: 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 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 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; 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 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. 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 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.