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HomeMy WebLinkAboutOctober 6, 2025 Executive Committee Meeting Minutes Electronic Meeting October 06, 2025 - 02:00 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 S. Boyd - Fire Chief S. Cassel – (Acting) Director, Corporate Services & City Clerk J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services K. Heathcote - Director, City Infrastructure R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer J. Litoborski - Division Head, Municipal Law Enforcement Services V. Plouffe - Division Head, Facilities Management & Construction C. Rose - Chief Planner R. Apablaza - Manager, ERP & Financial Systems S. Marsh - Manager, Accounting Services R. Mackay - Supervisor, Parking Enforcement E. Knox - Community Safety & Well-Being Advisor 1 R. Perera - Deputy Clerk Call to Order/Roll Call The City Clerk certified that all Members of the Committee were present and participating electronically. Disclosure of Interest No disclosures of interest were noted. Delegations There were no delegations. Matters for Consideration Director, Finance & Treasurer, FIN 15-25 2024 Year End Audit and Financial Statements (Final) S. Karwowski, Director, Finance & Treasurer, appeared before Members of the Committee via electronic connection and introduced Lilian Cheung, Partner, Public Sector Audit, Deloitte. L. Cheung appeared before Members of the Committee via electronic connection to speak to the 2024 Year End Audit and Financial Statements. L. Cheung stated that the audit was conducted in accordance with the audit plan and that the audit was substantially complete. L. Cheung advised that the audit did not identify any uncorrected misstatements or any material weaknesses. A question and answer period ensued between Members of the Committee, staff, and L. Cheung regarding: clarification that there were no material weaknesses in the City’s financial controls; • clarification that the audit did not identify any deficiencies;• clarification that no significant matters came to attention during the audit;• clarification that the City had a clean audit report and that no corruption was found; • 1. 2. 3. 4. 4.1 Executive Committee Meeting Minutes October 06, 2025 2 steps that were taken to identify the audit risks outlined in the Report; and,• whether a cursory audit was done on the policies that were adopted by the City. • Recommendation: Moved By Councillor Pickles Seconded By Councillor Cook 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. Carried Director, Finance & Treasurer, Report FIN 16-25 2025 Audit Service Plan S. Karwowski, Director, Finance & Treasurer, appeared before Members of the Committee via electronic connection and stated that the audit plan ensured that the best interests of Pickering residents were represented. L. Cheung, Partner, Public Sector Audit, Deloitte, appeared before Members of the Committee via electronic connection to speak to the 2025 Audit Service Plan. L. Cheung stated that the audit strategy was data driven and technology centered and that the overall risk assessment remained consistent with previous years. Recommendation: Moved By Councillor Brenner Seconded By Councillor Nagy 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 2. 4.2 Executive Committee Meeting Minutes October 06, 2025 3 authorized to sign the Engagement Letter, set out in Attachment 2 to this report, on behalf of the City; and, That Deloitte LLP be appointed in 2025 for the audit of the Municipal Service Corporation, Destination Pickering. 3. Carried (Acting) Director, Corporate Services, Report BYL 03-25 Toys for Tickets and Food for Fines Holiday Parking Fine Program Recommendation: Moved By Councillor Butt Seconded By Councillor Brenner 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. Carried Chief Administrative Officer, Report CAO 16-25 Lakeridge Health License Agreement Renewal Chronic Obstructive Pulmonary Disease Community Exercise Clinic Recommendation: Moved By Councillor Butt Seconded By Councillor Brenner 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 2. 4.3 4.4 Executive Committee Meeting Minutes October 06, 2025 4 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, That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 3. Carried (Acting) Chief Administrative Officer, Report CAO 17-25 Shower Program Renewal DARS Inc. Agreement Renewal A brief question and answer period ensued between Members of the Committee and staff regarding the number of people using the Program and whether there were any issues that had been reported to date. E. Knox, Community Safety & Well- Being Advisor, responding that no issues related to the Program had been reported and that the Program had expanded over 220% so far in 2025. Recommendation: Moved By Councillor Butt Seconded By Councillor Nagy 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. Carried Director, Community Services, Report CS 25-25 Systems Furniture Standardization 4.5 4.6 Executive Committee Meeting Minutes October 06, 2025 5 Recommendation: Moved By Councillor Nagy Seconded By Councillor Cook 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, 1. That the appropriate City of Pickering officials be authorized to take the necessary actions indicated in this report. 2. Carried Director, Community Services, Report CS 27-25 Reciprocal Use of Facilities Agreement Durham District School Board A question and answer period ensued between Members of the Committee and staff regarding: whether the City currently paid to participate in the Program;• whether the new School in Seaton would be included in the Program;• whether facility bookings were made through the City or directly through the school; • whether the Program included access to sports fields;• whether Josiah Henson Public School would still qualify as an adjacent school park with it being located across the road; • the Durham District Catholic school that was planned to be built across from Rick Johnson Memorial Park and the future addition of its sports field to the Program; • whether there were any costs incurred by the City for the Program;• whether all Pickering school buildings and fields were being used for City programming and/or by other community groups; and, • the types of programming offered on school fields.• Recommendation: Moved By Councillor Butt 4.7 Executive Committee Meeting Minutes October 06, 2025 6 Seconded By Councillor Cook 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. Carried Director, Human Resources, Report HUR 01-25 Implementation of SuccessFactors Recruiting and Onboarding (Phase 2) Request for Quotation No. Q2025-14 A question and answer period ensued between Member of the Committee and staff regarding: clarification that the Project cost was coming in under budget;• whether the Program was in alignment with industry standards and best practices; • whether the Program would affect other City departments; and,• how the Program would streamline recruitment processes and provide efficiencies. • Recommendation: Moved By Councillor Cook Seconded By Councillor Nagy 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. 4.8 Executive Committee Meeting Minutes October 06, 2025 7 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. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in the report. 4. Carried (Acting) Director, Corporate Services, Report LEG 07-25 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: Moved By Councillor Pickles Seconded By Councillor Butt 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. Carried (Acting) Director, Corporate Services, Report LEG 08-25 Final Assumption of Plan of Subdivision 711053 Ontario Inc. & 532503 Ontario Ltd. – Plan of Subdivision 40M-2302 4.9 4.10 Executive Committee Meeting Minutes October 06, 2025 8 Lots 1 to 35, Blocks 37 to 39, Plan 40M-2302 Recommendation: Moved By Councillor Pickles Seconded By Councillor Butt 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 actions necessary to implement the recommendations in this report. 4. Carried Member Updates on Committees There were no updates from Members on Committees. Other Business There was no other business. Adjournment Moved By Councillor Butt Seconded By Councillor Pickles That the meeting be adjourned. Carried The meeting adjourned at 2:46 p.m. 5. 6. 7. Executive Committee Meeting Minutes October 06, 2025 9