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HomeMy WebLinkAboutSeptember 29, 2025 - Special Council Special Council Meeting Minutes Electronic Meeting September 29, 2025 - 01:00 PM Chair: Mayor Ashe Present: Mayor K. Ashe Councillor M. Brenner Councillor S. Butt Councillor L. Cook Councillor M. Nagy Councillor D. Pickles Councillor L. Robinson Regrets: None Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO S. Cassel – (Acting) Director, Corporate Services & City Clerk J. Flowers - CEO & Director of Public Libraries L. Gibbs - Director, Community Services K. Heathcote - Director, City Infrastructure R. Holborn - Director, Engineering Services S. Karwowski - Director, Finance & Treasurer J. Halsall - Division Head, Finance V. Plouffe - Division Head, Facilities Management & Construction R. Perera - Deputy Clerk Call to Order/Roll Call 1. 1 The City Clerk certified that all Members of Council were present and participating electronically. Disclosure of Interest No disclosures of interest were noted. Delegations Akeem Maginley, Chairperson, Pickering Public Library Board Re: Report CAO 14-25 Seaton Recreation Complex & Library Project Update, Financial Analysis & Next Steps A. Maginley, Chairperson, Pickering Public Library Board, joined the meeting via electronic connection to speak to Report CAO 14-25. A. Maginley expressed the Board’s enthusiasm for the new facility, noting that it would become the City’s fifth library branch. A. Maginley emphasized the Board’s commitment to inclusivity for all Pickering residents, including those in emerging communities, and highlighted the success of the mobile book service called “Ovee,” which had welcomed nearly 5,000 visitors in its first year. A. Maginley stated that the proposed library would be the first in the City to be integrated within a recreation complex, pointing out that libraries and recreation centres were among the most frequently used public facilities. A. Maginley spoke about the role libraries play in enabling individuals to explore, dream, and thrive, sharing personal memories of visiting the local library as a child. A. Maginley stressed the urgency of the moment, warning that inaction could leave the City behind. A. Maginley noted the importance of providing modern, inclusive spaces that foster growth and resilience in communities. A. Maginley concluded the delegation by describing the new library as a destination for all and thanked City Council for its continued support. A brief question and answer period ensued between Members of Council and A. Maginley regarding the number of Seaton residents who had accessed the Ovee. Faysal Yahya, Sulakshan Sabaratnam, Zainab Gabol, Andrew Kim, Mythile Thirukesan, Ashish Chavan, and Fahad Hashmi, Pickering Residents Re: Report CAO 14-25 Seaton Recreation Complex & Library Project Update, Financial Analysis & Next Steps 2. 3. 3.1 3.2 Special Council Meeting Minutes September 29, 2025 2 F. Yahya, S. Sabaratnam, A. Kim, M. Thirukesan, A. Chavan, and F. Hashmi, Pickering residents, appeared before Council via electronic connection to speak to Report CAO 14-25. The delegates stated that the Seaton Recreation Complex & Library, promised some time ago, had experienced ongoing delays resulting in increased costs. The delegates emphasized that the community needed Council to act now and spoke about the hardships faced by families living in Seaton, including limited access to recreation programs and unreasonable program hours at the Chestnut Hill Development Recreation Complex (CHDRC). The delegates stated that young families in Seaton deserved the same access to community programming as those in South Pickering. They noted that deferring the Project to 2027 would further increase costs and risk the loss of Provincial and Federal funding. They highlighted the benefits of the Project, such as supporting youth development, promoting healthy living, and fostering community connection. The delegates added that these facilities were essential to retaining and attracting young families and fulfilling the promise made to those who moved to Pickering. They pointed out that it had been 25 years since the CHDRC was built, and despite population growth, all recreation centres remain concentrated in South Pickering. They emphasized that a recreation complex and library were standard features of a complete community and described the proposed facility as a necessity, not a luxury. The delegates concluded by requesting Council’s support to make Seaton a complete community for current and future residents. James McGrath, Danielle Sheppard, and Anne Ottenbrite-Muylaert, Pickering Swim Club Re: Report CAO 14-25 Seaton Recreation Complex & Library Project Update, Financial Analysis & Next Steps J. McGrath, D. Sheppard, and A. Ottenbrite-Muylaert, Pickering Swim Club, appeared before Council via electronic connection to speak to Report CAO 14-25. The delegates stated that deferring the Project was not a viable option for Pickering and spoke about the various benefits offered by the community swim program, such as saving lives and maintaining a healthy community. The delegates added that the absence of a pool would undermine the large number of program users currently registered and result in a loss of revenue for the City. They referenced the success of a similar facility in Uxbridge and urged Council to reject the deferral of the Project. The delegates noted that the Pickering Swim Club hosted five swim meets annually, which were essential for swimmer development, and mentioned that in recent years, they had to turn away swimmers due to limited accommodation. They cited findings from the community survey identifying an aquatic facility as the most needed amenity and discussed the impact of short staffing and the scheduled closure of the 3.3 Special Council Meeting Minutes September 29, 2025 3 pool at Chestnut Hill Development Recreation Complex. The delegates further spoke about the economic benefits of a community swimming pool and the opportunities it would create for population growth and job creation. A question and answer period ensued between Members of Council and J. McGrath, D. Sheppard, and A. Ottenbrite-Muylaert regarding: clarification that staff were not recommending the deferral of the proposed facility; and, • whether the delegates were aware of the proposed sequence of pool openings and closures. • Matters for Consideration Chief Administrative Officer, Report CAO 14-25 Seaton Recreation Complex & Library Project Update, Financial Analysis & Next Steps A. Frontini, Principal Design Director, P. Fenech, Principal, Sport, Recreation and Entertainment, P. O'Sullivan, Associate Principal, Sport, Recreation and Entertainment, and M. Blois, Architect, Senior Associate, Will & Perkins, appeared before Council via electronic connection to present the schematic design option 4 for the Seaton Recreation Complex & Library. Through the aid of a PDF presentation, they provided details of the context plan, design concept, site plan base programs, site plan optional programs, entry points into the site, and various elements included in the different levels of the facility. A question and answer period ensued between Members of Council, A. Frontini, P. Fenech, P. O'Sullivan, and M. Blois, regarding: whether the health club would be located on the second floor and how access would be provided to the health club; • the entry point into the facility through the subdivision and whether this would encourage street parking in the nearby neighbourhood; • whether a soccer pitch or tennis courts would be included; and, • whether the rooms in the basement could provide any other uses.• L. Gibbs, Director, Community Services, and J. Flowers, CEO & Director of Public Libraries, appeared before Council via electronic connection to speak to the 4. 4.1 Special Council Meeting Minutes September 29, 2025 4 Community Consultation conducted for the Seaton Recreation Complex & Library. Through the aid of a PDF presentation, they provided details of the various engagement tools used for the Project such as public open houses, online community survey, and community pop-ups. They further provided information on the findings from the public survey which reflected excitement for the Project, with many emphasizing the need for quick construction and improved public transit and active transportation connections. A question and answer period ensued between Members of Council, L. Gibbs, and J. Flowers regarding: the various activities and programs that would be offered by the Seaton Library; • community feedback received regarding the outdoor skating and water feature splash pads; • whether a cricket pitch would be included; • consideration of a minor design change to allow the administrative space to be shared by both Library and City staff; • the number of Seaton residents who had accessed the Ovee outreach vehicle;• whether individuals on waitlists for swimming programs at the Chestnut Hill Development Recreation Complex (CHDRC) who could not secure a spot were provided alternative options; • whether the pickleball courts would be located outdoors; • the large number of library users in Pickering; • baseball pitches being considered as an alternative to cricket pitches; • the number of adult residents versus children who participated in the public input survey; • the extent of public outreach conducted and whether it was sufficient; • whether the public survey communicated the potential tax increase; • whether any negative feedback was received from the public survey; and, • exploring alternative renovation timelines to reduce downtime at the CHDRC pool and the possibility of relocating affected aquatic programs to the Dunbarton pool. • S. Karwowski, Director, Finance & Treasurer, appeared before Members of Council via electronic connection to provide a financial analysis of the Seaton Recreation Complex and Library Project. Through the aid of a PowerPoint presentation, S. Karwowski provided information on the Project decision making process, cost and financing, projected debt, debt capacity usage and the Annual Repayment Limit (ARL), as well as the budget levy impact by household. S. Karwowski advised that the financial analysis projected an approximate 11.16% future increase in the Special Council Meeting Minutes September 29, 2025 5 property tax levy for Option A. S. Karwowski stated that both options relied heavily on development charges and debt financing and emphasized the importance of balancing current needs with long-term financial sustainability. A question and answer period ensued between Members of Council and S. Karwowski regarding: clarification that the potential tax increases would be for the Pickering portion of the tax base only; • the percentage of the total tax for an average homeowner in Pickering; • when the proposed tax levy would begin and whether there would be opportunities to seek grant funding; • whether there would be any opportunity to help finance the arenas through development charges; • clarification that the tax increases were only estimates and that approval of the Project did not constitute adoption of any tax increases; • clarification regarding the parked capital projects mentioned in the presentation; • the potential tax impact if the Project were to commence in 2027; • the likelihood of the City securing grants; and, • the estimated cost to build the project in 2026 versus 2027 dollars.• Moved By Councillor Robinson Seconded By Councillor Cook That Council take a short recess. Carried Council recessed at 3:34 p.m. and reconvened at 3:43 p.m. Upon reconvening, the City Clerk certified that all Members of Council were once again present and participating electronically. Discussion and a question and answer period ensued between Members of Council and staff regarding: the proposed amendment presented at the meeting intending to provide direction to staff to minimize future tax increases and mitigate Project costs; • clarification that the Project would proceed even if grants were not secured; • concerns regarding the potential sale of the Don Beer Arena and the need for • Special Council Meeting Minutes September 29, 2025 6 public consultation on the matter; clarification that the intent is to sell the Don Beer Arena once it had been decommissioned; • the need to provide facilities in both Seaton and other areas of the City; • whether outdoor washrooms would be included in the initial phase of the Project; • the current maintenance costs of the Don Beer Arena and cost-saving opportunities offered by the new facility, which would include a hockey arena; • the importance of public survey feedback provided by youth in the community;• the need to proceed with the new facility due to the deteriorating condition of the Don Beer Arena and the costs associated with its renovation and ongoing maintenance; • petitions and delegations submitted to Council expressing the need to move forward with the Project and construct the full design to streamline construction; • the facility providing a hockey arena in North Pickering and offering equal opportunities to residents in both South and North Pickering; • the City's population growth leading to the need for a secondary recreation complex, similar to those in other municipalities referenced by delegates; • the Project being a vibrant and much-needed addition to the community; • the importance of developing world-class facilities in a world class City such as Pickering and the risk of further delays increasing project costs; • the need for a backup facility for the Chestnut Hill Development Recreation Complex; • concerns that the survey sample size was too small given the significant financial impact of the Project; • concerns about the financial strain the Project may place on the City and its ability to undertake future capital projects; • the unprecedented amount of feedback received from the community; and, • the Project being a process of community building, with each new facility contributing to long-term impact and growth. • Moved By Councillor Butt Seconded By Councillor Pickles That Report CAO 14-25 regarding the Seaton Recreation Complex & Library Project Update, Financial Analysis & Next Steps be received; 1. That Council endorse the Seaton Recreation Complex & Library preferred base program schematic design concept, as set out in Attachment 1, with new design modifications to include rough-in servicing for future amenities 2. Special Council Meeting Minutes September 29, 2025 7 including: outdoor washrooms, pavilion and event space, full-size lit soccer pitch with irrigation system (to allow for construction at a later date) at an estimated total project cost of $266,365,000 (Net HST), at an estimated gross floor area of 223,980 square feet, resulting in an estimated future increase in property tax levy due to Seaton Recreation Complex & Library construction costs of 6.21% due to taxpayer funded debt and additional future increase to the property tax levy of 4.95% due to operating costs for this building for a total budget levy increase of 11.71% and that staff be authorized to proceed to the design development and contract document project phases sufficient to obtain building permit and issue for procurement; That staff be directed to bring forward a site-specific implementing zoning by-law amendment for the Seaton Recreation Complex & Library to address any zoning non-compliances, including increasing the maximum allowable building setback, reducing minimum parking requirements, permitting parking areas between the front lot line and the building, and any additional zoning requirements identified during the detailed design process; a. That the Director, Community Services and the Director, Finance & Treasurer be authorized to issue a request for proposal (RFP) to hire a third-party project management consultant to be funded from the project funding and contingency approved as part of Report OPS 12-24 to supplement existing City resources and provide support required to complete design and tender documents, including construction and post- construction phases through to completion of the project and the cost be charged to the project; b. That the Director, Finance & Treasurer be authorized to establish in 2027 an Emergency Payment Reserve to be used to cover any DC debt payment obligation shortfall and this reserve be funded by a $1.5 million contribution per year from the Casino Reserve with the target reserve balance to reach 75% of the one year total DC debt payments and that this funding strategy be included in the financial analysis as part of the report to award the Seaton Recreation Complex & Library construction tender; and, c. That staff be directed to decommission and declare surplus Don Beer Arena once the Seaton Recreation Complex & Library is operational, reflecting this approach in the capital budget forecast. d. That facility naming for any part of the Seaton Recreation Complex & Library project be deferred until Council has approved the final design and a construction contract for the project has been awarded; 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. Special Council Meeting Minutes September 29, 2025 8 Carried later in the Meeting (See Following Motion) Resolution #827/25 Moved By Councillor Pickles Seconded By Councillor Cook That the main motion be amended by adding the following as a new Item 2 e. and that the recommendation be renumbered accordingly: 2 e. That Council direct staff to: As part of the 2026 and subsequent budget processes to adjust planned capital budget projects forecasts to reduce new capital projects that would require debt financing in budget years where significant debt would be utilized for the new Seaton Recreation Complex & Library (SRCL), and further that staff utilize these opportunities to advance capital projects that have been previously budget approved and require additional work to complete; i. That staff maximize efforts to seek and apply for grants and other appropriate financial assistance programs from Federal and Provincial levels of government and organizations, and other sources to be directed to new SRCL to reduce debt financing and property taxes as a result of the new SRCL and the City's overall capital project program and debt financing requirements; ii. That staff undertake a process to maximize the revenue for naming rights to the new SRCL to reduce debt financing and property taxes as a result of the new SRCL; iii. That staff undertake a property valuation for Don Beer Arena to assess its potential value for sale which will help offset the cost of the SRCL; iv. That the CAO & Director, Finance & Treasurer be directed to explore other revenue opportunities for this project; v. That the senior government representatives (MP & MPP) be advised that this project is deemed as job creation and economic stimulus and that the City requests confirmation of senior government funding by July 1, 2026 by one third each level; and, vi. That the external project manager be expressly directed to review and assist the ongoing proposed design and construction of the new SRCL to identify and realize efficiencies and cost savings in design and construction. vii. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Special Council Meeting Minutes September 29, 2025 9 Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0 Carried on a Recorded Vote (6 to 1) The Main Motion, as amended, was then before Council for Adoption Resolution #828/25 Moved By Councillor Pickles Seconded By Councillor Butt That Report CAO 14-25 regarding the Seaton Recreation Complex & Library Project Update, Financial Analysis & Next Steps be received; 1. That Council endorse the Seaton Recreation Complex & Library preferred base program schematic design concept, as set out in Attachment 1, with new design modifications to include rough-in servicing for future amenities including: outdoor washrooms, pavilion and event space, full-size lit soccer pitch with irrigation system (to allow for construction at a later date) at an estimated total project cost of $266,365,000 (Net HST), at an estimated gross floor area of 223,980 square feet, resulting in an estimated future increase in property tax levy due to Seaton Recreation Complex & Library construction costs of 6.21% due to taxpayer funded debt and additional future increase to the property tax levy of 4.95% due to operating costs for this building for a total budget levy increase of 11.71% and that staff be authorized to proceed to the design development and contract document project phases sufficient to obtain building permit and issue for procurement; That staff be directed to bring forward a site-specific implementing zoning by-law amendment for the Seaton Recreation Complex & Library to address any zoning non-compliances, including increasing the maximum allowable building setback, reducing minimum parking requirements, permitting parking areas between the front lot line and the building, and any additional zoning requirements identified during the detailed design process; a. That the Director, Community Services and the Director, Finance & Treasurer be authorized to issue a request for proposal (RFP) to hire a third-party project management consultant to be funded from the project funding and contingency approved as part of Report OPS 12-24 to b. 2. Special Council Meeting Minutes September 29, 2025 10 supplement existing City resources and provide support required to complete design and tender documents, including construction and post- construction phases through to completion of the project and the cost be charged to the project; That the Director, Finance & Treasurer be authorized to establish in 2027 an Emergency Payment Reserve to be used to cover any DC debt payment obligation shortfall and this reserve be funded by a $1.5 million contribution per year from the Casino Reserve with the target reserve balance to reach 75% of the one year total DC debt payments and that this funding strategy be included in the financial analysis as part of the report to award the Seaton Recreation Complex & Library construction tender; c. That staff be directed to decommission and declare surplus Don Beer Arena once the Seaton Recreation Complex & Library is operational, reflecting this approach in the capital budget forecast; d. That Council direct staff to: As part of the 2026 and subsequent budget processes to adjust planned capital budget projects forecasts to reduce new capital projects that would require debt financing in budget years where significant debt would be utilized for the new Seaton Recreation Complex & Library (SRCL), and further that staff utilize these opportunities to advance capital projects that have been previously budget approved and require additional work to complete; i. That staff maximize efforts to seek and apply for grants and other appropriate financial assistance programs from Federal and Provincial levels of government and organizations, and other sources to be directed to new SRCL to reduce debt financing and property taxes as a result of the new SRCL and the City's overall capital project program and debt financing requirements; ii. That staff undertake a process to maximize the revenue for naming rights to the new SRCL to reduce debt financing and property taxes as a result of the new SRCL; iii. That staff undertake a property valuation for Don Beer Arena to assess its potential value for sale which will help offset the cost of the SRCL; iv. That the CAO & Director, Finance & Treasurer be directed to explore other revenue opportunities for this project; v. That the senior government representatives (MP & MPP) be advised that this project is deemed as job creation and economic stimulus and that the City requests confirmation of senior government funding by July 1, 2026 by one third each level; and, vi. e. Special Council Meeting Minutes September 29, 2025 11 That the external project manager be expressly directed to review and assist the ongoing proposed design and construction of the new SRCL to identify and realize efficiencies and cost savings in design and construction; vii. That facility naming for any part of the Seaton Recreation Complex & Library project be deferred until Council has approved the final design and a construction contract for the project has been awarded; 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. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0 Carried on a Recorded Vote (6 to 1) Confirmatory By-law Moved By Councillor Cook Seconded By Councillor Brenner That By-law 8204/25, to confirm the proceedings of the September 29, 2025 Special Council Meeting be approved. Carried Adjournment Moved By Councillor Robinson Seconded By Councillor Cook That the meeting be adjourned. Carried 5. 6. Special Council Meeting Minutes September 29, 2025 12 The meeting adjourned at 4:22 p.m. ______________________________ Kevin Ashe, Mayor ______________________________ Susan Cassel, City Clerk Special Council Meeting Minutes September 29, 2025 13