HomeMy WebLinkAboutCAO 17-25Report 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.
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
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Original Signed By:Original Signed By:
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:
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.
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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;
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(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.
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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
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Attachment 2 to Report CAO 17-25
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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