HomeMy WebLinkAboutNovember 22, 2021
Council Meeting Agenda
November 22, 2021
Electronic Meeting
7:00 pm
Due to COVID-19, the City of Pickering continues to hold electronic Council and
Committee Meetings.
Members of the public may observe the meeting proceedings by viewing the livestream.
A recording of the meeting will also be available on the City’s website following the
meeting.
6:30 pm In Camera Council
Page
1. Roll Call
2. Invocation
Mayor Ryan will call the meeting to order and lead Council in the saying of the Invocation.
3. Indigenous Land Acknowledgment Statement
Mayor Ryan will read the Indigenous Land Acknowledgment Statement.
4. Disclosure of Interest
5. Adoption of Minutes
Special Council Minutes, October 21, 2021 – 1 p.m. 1
(Confidential In Camera Council Minutes, October 21, 2021, provided under
separate cover)
Special Council Minutes, October 21, 2021 – 7 p.m. 5
Council Minutes, October 25, 2021 15
Special Council Minutes, November 1, 2021 33
(Confidential In Camera Council Minutes, November 1, 2021, provided under
separate cover)
Executive Committee Minutes, November 1, 2021 39
Planning & Development Committee Minutes, November 1, 2021 45
6. Presentations
7. Delegations
Due to COVID-19, members of the public may provide a verbal delegation to Members of
Council via electronic participation. To register as a delegate, visit
www.pickering.ca/delegation, and complete the on-line delegation form or email
clerks@pickering.ca. Delegation requests must be received by noon on the last business
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Council Meeting Agenda
November 22, 2021
Electronic Meeting
7:00 pm
day before the scheduled meeting. All delegations for items not listed on the agenda shall
register ten (10) days prior to the meeting date.
The list of delegates who have registered to speak will be called upon one by one by the
Chair and invited to join the meeting via audio connection. A maximum of 10 minutes
shall be allotted for each delegation. Please ensure you provide the phone number that
you wish to be contacted on.
Please be advised that your name and address will appear in the public record and will
be posted on the City’s website as part of the meeting minutes.
7.1 Gary Muller, Director of Planning
Brad Anderson, Principal Planner, Policy Planning & Special Studies
The Regional Municipality of Durham
Re: Envision Durham Overview
7.2 Mark Mariano on Behalf of the Chestnut Hill Developments Recreation Complex
Tennis Members
Re: Corr. 57-21
John Singleton
Pickering Pickleball Petition
7.3 Gena Chang-Campbell, Chair, Pickering Anti Black Racism Taskforce
Re: Report CAO 08-21
Pickering Anti-Black Racism Taskforce Youth Open Mic Night
8. Correspondence
8.1 Corr. 54-21
Ralph Walton, Regional Clerk/Director of Legislative Services
The Regional Municipality of Durham
Re: Free Menstrual Products at Region Facilities
Recommendation:
1. That Corr. 54-21, from Ralph Walton, Regional Clerk/Director of
Legislative Services, the Regional Municipality of Durham, dated
October 27, 2021, regarding the Free Menstrual Products at Region
Facilities, be received; and,
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52
Council Meeting Agenda
November 22, 2021
Electronic Meeting
7:00 pm
2. That Corr. 54-21 be referred, through the CAO, to the Director,
Community Services and Director, Operations, for consideration in
the Draft 2022 Budget deliberations for all public facilities.
8.2 Corr. 55-21 54
Ajax-Pickering Board of Trade
Clarington Board of Trade
Greater Oshawa Chamber of Commerce
Whitby Chamber of Commerce
Re: Toll equity and Highway 413
Recommendation:
1. That Corr. 55-21, from the Ajax-Pickering Board of Trade, the
Clarington Board of Trade, the Greater Oshawa Chamber of
Commerce, and the Whitby Chamber of Commerce, dated
November 1, 2021, regarding the Toll equity and Highway 413, be
endorsed; and,
2. That a copy of this Resolution be forwarded to The Honourable
Doug Ford, Premier of Ontario, The Honourable Caroline Mulroney,
Minister of Transportation, all Durham MPP’s, the Ajax-Pickering
Board of Trade, the Whitby Chamber of Commerce, and the
Clarington Board of Trade.
8.3 Corr. 56-21 56
Kevin Narraway, Manager of Legislative Services/Deputy Clerk
Town of Whitby
Re: Proof of Vaccination for all Participants in Organized Sports
Recommendation:
1. That Corr. 56-21, from Kevin Narraway, Manager of Legislative
Services/Deputy Clerk, Town of Whitby, dated November 3, 2021,
regarding the Proof of Vaccination for all Participants in Organized
Sports, be endorsed; and,
2. That a copy of this Resolution be forwarded to the The Honourable
Christine Elliott, Minister of Health, all Durham MPP’s, all Durham
Regional Municipalities, John Henry, Durham Regional Chair, and
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Dr. Robert Kyle, Medical Officer of Health & Commissioner, the
Regional Municipality of Durham.
8.4 Corr. 57-21 58
John Singleton
Pickering Pickleball Petition
Recommendation:
1. That Corr. 57-21 from John Singleton, dated November 8, 2021,
regarding the Pickering Pickleball Petition, be received; and,
2. That Staff be directed, through the CAO, to address the immediate
need for indoor space for Pickleball until such time that new
facilities can accommodate it and report back to Council no later
than the February Council Meeting on the implementation.
9. Report EC 09-21 of the Executive Committee held on Refer to Executive
November 1, 2021 Committee Agenda
pages:
9.1 Director, Corporate Services & City Solicitor, Report BYL 02-21 1
Waterfront Parking
-Current and Proposed Actions
Recommendation:
1. That Council approve the implementation of paid parking at the
City’s waterfront parking lots (Liverpool Road, Beachpoint
Promenade, and Progress Park), and paid permit parking on one
side of waterfront area streets (see Attachment No. 1 – maps) from
May 1st to October 1st annually;
2. That Council direct staff to communicate with residents on Park
Crescent and Cliffview Road to determine if it is advisable to apply
similar restrictions in these locations;
3. That Council approve a no charge permit for all Pickering residents
who pre-register, which will allow use of the waterfront lots and on-
street permit parking by City residents at no charge;
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4. That Council approve an hourly parking rate for City waterfront
parking lots, and on-street parking ar eas at a rate of $5.00 per hour,
setting a maximum parking time of six hours;
5. That Council authorize staff to develop a permit system for each
waterfront street household to accommodate guest parking;
6. That Council approve free parking for accessible parking permit
holders and vehicles bearing veterans’ plates;
7. That the City continue to investigate options to create additional
parking in the waterfront areas;
8. That Council provide pre-budget approval of $75,000.00 to award a
procurement process yet to be conducted to solicit bids for software
and hardware options;
9. That staff be directed to include in the draft 2022 current budget the
additional staffing set out in this report to support the
implementation and administration of the foregoing
Recommendations; and,
10. That appropriate City of Pickering officials be authorized to take the
actions necessary to implement the recommendations in this report.
9.2 Director, Corporate Services & City Solicitor, Report BYL 03-21 31
Deferral of Implementation of Accessible Service Supplement Fees
Vehicle for Hire By-law
Recommendation:
1. That Report BYL 03-21 respecting a deferral of the implementation
of the Accessible Service Supplement enacted in the Vehicle for
Hire By-law 7739/20 be received;
2. That the implementation and collection of the Vehicle for Hire
Accessible Service Supplement be deferred until January 1, 2023;
and,
3. That appropriate City of Pickering officials be authorized to take the
actions necessary to implement the recommendations in this report.
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9.3 Director, Community Services, Report CS 29-21 34
Community Association Lease Agreement
- South Pickering Seniors Club
Recommendation:
1. That the Mayor and City Clerk be authorized to execute the Lease
Agreement with the South Pickering Seniors Club set out in
Attachment 1 to this Report, 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.
9.4 Director, Engineering Services, Report ENG 23-21 53
Streetlighting on Regional Roads
- Proposed Study of Current Policy/Practice
Recommendation:
1. That Council endorse the Draft Terms of Reference for a study of
the Region of Durham’s current policy/practice with respect to
streetlighting on Regional roads;
2. That, through the O ffice of the C AO, appropriate City staff be
selected to represent the City of Pickering on the study working
group consisting of Regional and Local Area Municipality staff;
3. That staff report back on the results of the procurement of
consulting services and seek Council authorization for a financial
contribution to the study; and,
4. That the appropriate officials of the City of Pickering be authorized
to take the necessary actions indicated in this reports.
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10. Report PD 09-21 of the Planning & Development Refer to Planning &
Committee held on November 1, 2021 Development Agenda
pages:
10.1 Director, Corporate Services & City Solicitor, Report LEG 16-21 11
1232548 Alberta Inc. – Plan of Subdivision 40M-2435
- Final Assumption of Plan of Subdivision
- Lots 1 to 5, Plan 40M-2435
- File: 40M-2435
Recommendation:
1. That works and services required by the Subdivision Agreement
within Plan 40M-2435, 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 1232548 Alberta Inc. be released from the provisions of the
Subdivision Agreement and any amendments thereto relating to
Plan 40M-2435; and,
3. That the appropriate City of Pickering officials be authorized to take
the actions necessary to implement the recommendations in this
report.
10.2 Director, City Development & CBO, Report PLN 41-21 15
City Initiated: Official Plan Amendment
Kingston Mixed Corridor and Brock Mixed Node Intensification Areas
Recommended Amendment 38 to the Pickering Official Plan
Recommended Informational Revision 26 to the Pickering Official Plan
File: OPA 20-004/P
The Staff Recommendation in Report PLN 41-21 was lost on a Tie
Vote at the November 1, 2021 Planning & Development Committee
Meeting and therefore, there is no recommendation from the
Planning & Development Committee to Council for this Item.
This matter is now before Council for consideration and any action it
deems appropriate.
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11. Reports – New and Unfinished Business
11.1 Director, City Development & CBO, Report BLD 01-21 62
Designated Substances and Building Permits
Recommendation:
1. That BLD 01-21 from the Director, City Development & CBO
regarding Designated Substances and Building Permits be received
for information; and,
2. That the appropriate officials of the City of Pickering be authorized
to take the necessary actions as indicated in this report.
11.2 Director, Economic Development & Strategic Projects, Report CAO 07-21 74
RFP2021-8 Economic Development Strategy to EBP US Inc.
Recommendation:
1. That Proposal No. RFP2021-8 submitted by EBP US, Inc., dated
September 15, 2021, to undertake a corporate Economic
Development Strategy in the amount of $87,499.57
HST included) be awarded as per section 10.04 (c) of the
Purchasing Policy;
2. That Council authorize the Director, Finance & Treasurer to finance
the net project cost of $78,751.00 (net of HST rebate) from property
taxes, account (502230.10000); and,
3. That the appropriate City of Pickering officials be authorized to take
the necessary actions as indicated in this report.
11.3 Chief Administrative Officer, Report CAO 08-21 124
Pickering Anti-Black Racism Taskforce Youth Open Mic Night
Recommendation:
1. That Council authorize the Pickering Anti-Black Racism Taskforce
to host a Youth Open Mic Night at West Shore Community Centre
on Saturday, November 27, 2021 on terms and conditions
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Council Meeting Agenda
November 22, 2021
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Council Meeting Agenda
November 22, 2021
Electronic Meeting
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satisfactory to the Director, Community Services and Chief
Administrative Officer; and,
2. That the appropriate officials of the City of Pickering be authorized
to take the necessary actions as indicated in this report.
11.4 Director, Corporate Services & City Solicitor, Report CLK 06-21 127
Vacancy in the Office of City Councillor, Ward 2
- Declaration of Vacancy and Method of Filling Vacancy
Recommendation:
1. That Report CLK 06-21, pertaining to the vacancy in the Office of
City Councillor, Ward 2 be received;
2. That pursuant to Section 262(1) of the Municipal Act, 2001, S.O.
2001, c. 25, the Council of The Corporation of the City of Pickering
hereby declares the Office of City Councillor, Ward 2 to be vacant;
3. That Council directs the City Clerk to fill the vacancy for the Office
of City Councillor, W ard 2 by way of Option ____, as outlined in
Report CLK 06-21; and,
4. That the Clerk be given the authority to give effect thereto and
provide for any process or procedures necessary to undertake the
filling of the vacant seat.
11.5 Director, Community Services, Report CS 36-21 150
Arena Pro Shop Rental Fee Relief
Recommendation:
1. That Report CS 36-21 Arena Pro Shop Rental Fee Reduction be
received;
2. That that the Mayor and City Clerk be authorized to execute a
Concession Licence Amending Agreement with XPRT Marketing &
Promotions, that contains the following condition: that rent be
waived for the months of September and October 2021 and that the
current monthly rent paid to the City of $581.25 be reduced by fifty
percent to $290.63 monthly and in addition, subject to such
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additional terms and minor revisions as may be required by the
Director, Community Services and the Director, Corporate Services
& City Solicitor; and,
3. That the appropriate officials of the City of Pickering be authorized
to take the necessary actions as indicated in this report.
11.6 Director, Operations, Report OPS 02-21 158
2022 Pre-Budget Approval to Award RFP-4-2019 Automotive Parts Supply
& Inventory Management System
Recommendation:
1. That Proposal No. RFP-4-2019, for Automotive Parts Supply &
Inventory Management System submitted by UAP Inc., NAPA Auto
Parts (NAPA), in the amount of $1,610,250.00 (HST included) be
accepted for the initial two year contract period of the initial five year
term with an option to extend for two additional one year
extensions;
2. That the total gross project cost of $1,600,250.00 (HST included),
including the proposal amount, and other associated costs, and the
net project cost of $1,450,080.00 (net of HST rebate) for the initial
two year contract, to be funded over a two-year period, be
approved;
3. That Council grant pre-2022 Current Budget amount of $580,032.00
for year one of the initial two year contract;
4. That Council authorize the Director, Finance & Treasurer to fund
the net project cost of $1,450,080.00 as follows:
a. That the year one in amount of $580,032.00, to be funded from
property taxes; an d,
b. That the year two in the amount of $870,048.00 will be provided
for in the 2023 Current Budget;
5. That the appropriate City of Pickering officials be authorized to take
the necessary S&S Summary Memo, dated March 30, 2021
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11.7 Director, City Developments & CBO, Report PLN 42-21 165
Envision Durham – Employment Strategy Technical Report
Recommendation:
1. That Council endorse the Staff Comments contained in Section 2.2
of Report PLN 42-21 as the City’s formal comments on the Envision
Durham Employment Strategy Technical Report, September 24,
2021; and,
2. That the appropriate City of Pickering staff be authorized to take the
necessary actions as indicated in this report.
11.8 Director, City Development & CBO, Report PLN 43-21 172
Pickering Integrated Sustainable Design Standards
City of Pickering
Recommendation:
1. That Council approve the hiring of Urban Equation Corp. to update
and convert the 2007 Sustainable Development Guidelines into a
tiered Integrated Sustainable Design Standard in accordance with
Purchasing Policy 10.03 (c);
2. That the Letter Proposal submitted by Urban Equation Corp. for
Professional Consulting Services to prepare a tiered Integrated
Sustainable Design Standard for the City in the amount of
$84,850.00 (HST excluded), provided as Appendix I to Report PLN
43-21, be accepted;
3. That the total gross project cost of $106,604.00 (HST included), and
the total net project cost of $96,000.00 (net of HST rebate) be
approved;
4. That Council authorize the Director, Finance & Treasurer to finance
the total net project cost from the Consulting & Professional 2021
Council Approved Current Budget Account 502230.10115 as
follows:
a) The sum of $86,000.00 from The Atmospheric Fund; and,
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Council Meeting Agenda
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b) The sum of $10,000.00 from The Regional Municipality of
Durham;
5. That City staff be authorized to sign any agreements between the
City and Urban Equation Corp. in a form satisfactory to the Director,
City Development; and,
6. That the appropriate staff of the City of Pickering be authorized to
take the necessary actions as indicated in this report.
12. Motions and Notice of Motions
13. By-laws
13.1 By-law 7883/21 196
Being a by-law to appoint Rumali Perera as the Deputy Clerk for The
Corporation of the City of Pickering.
13.2 By-law 7884/21 197
Being a By-law to amend Schedule A of By-law 7362/14 appointing
Inspectors.
14. Confidential Council – Public Report
15. Other Business
16. Confirmation By-law
17. Adjournment
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
1:00 pm
Present:
Mayor David Ryan
Councillors:
K.Ashe
M.Brenner
S.Butt
B.McLean
D.Pickles
Absent
I.Cumming
Also Present:
M.Carpino -Chief Administrative Officer
K.Bentley -Director, City Development & CBO
P.Bigioni -Director, Corporate Services & City Solicitor
S.Douglas-Murray -Director, Community Services
B.Duffield -Director, Operations
J.Flowers -CEO & Director of Libraries, Pickering Public Library
R.Holborn -Director, Engineering Services
F.Jadoon -Director, Economic Development & Strategic Projects
S.Karwowski -Director, Finance & Treasurer
S.Cassel -City Clerk
J.Halsall -Division Head, Finance
C.Rose -Chief Planner
N.Surti -Manager, Development Review & Urban Design
R.Perera -Committee Coordinator
A.Gibbons -Counsel, Torys LLP
M.Klas -Managing Director, HLT Advisory Inc.
R.M. Scarpelli -Managing Director, HLT Advisory Inc.
1.Roll Call
The City Clerk certified that all Members of Council were present, save and except
Councillor Cumming, and that all Members present were participating electronically in
accordance with By-law 7771/20.
2.Disclosure of Interest
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
1:00 pm
No disclosures of interest were noted.
Resolution #692/21
Moved by Councillor Brenner
Seconded by Councillor Butt
That Council move into closed session in accordance with the provisions of Section 239
(2)of the Municipal Act and Procedural By-law 7665/18, in that the matters to be
discussed relate to:
f)advice that is subject to solicitor-client privilege, including communications
necessary for that purpose; and,
k)a position, plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board.
Carried
Council took a brief pause to allow the livestream of the Meeting to be severed.
3.In Camera Matters
3.1 Verbal Update from the Director, Corporate Services & City Solicitor
Re: City Centre Master Development Agreement
This portion of the meeting was closed to the public. Refer to the In Camera
meeting minutes for further information. [City Clerk has custody and control of the
In Camera minutes.]
3.2 Verbal Update from Director, Finance & Treasurer and a Presentation from HLT
Advisory
Re: Casino Revenue Projections and Associated Impacts
This portion of the meeting was closed to the public. Refer to the In Camera
meeting minutes for further information. [City Clerk has custody and control of the
In Camera minutes.]
3.3 Verbal Update from Director, Finance & Treasurer
Re: Potential Revenue Strategies and Related Negotiations
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
1:00 pm
This portion of the meeting was closed to the public. Refer to the In Camera
meeting minutes for further information. [City Clerk has custody and control of the
In Camera minutes.]
Resolution #693/21
Moved by Councillor Brenner
Seconded by Councillor McLean
That Council rise from the closed session.
Carried
Council took a brief pause to allow the livestream of the Meeting to be resumed.
Mayor Ryan stated that during the closed portion of the meeting, Council received
confidential verbal updates from Staff, received advice subject to solicitor-client
privilege, and provided direction to Staff in relation to negotiations to be carried out
on behalf of the municipality. As a result, the following recommendation was
before Council to adopt in open session.
3.3 Verbal Update from Director, Finance & Treasurer
Re: Potential Revenue Strategies and Related Negotiations
Resolution #694/21
Moved by Councillor Ashe
Seconded by Councillor Pickles
That Council directs staff to undertake the Phase Two works (proposed divesture
of its Elexicon investment) as described in the presentation of the Director,
Finance & Treasurer, for that purpose, and to retain Deloitte LLP at a cost of
$185,000 (Net of HST) to be charged to the City’s General Government
Consulting account (502230.11100) in accordance with Purchasing Policy 10.03
(c).
Carried Unanimously on a Recorded Vote
4.Confirmation By-law
By-law Number 7878/21
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
1:00 pm
Councillor Brenner, seconded by Councillor Pickles moved for leave to introduce a by-law
of the City of Pickering to confirm the proceedings of October 21, 2021.
Carried
5.Adjournment
Moved by Councillor Mclean
Seconded by Councillor Butt
That the meeting be adjourned.
Carried
The meeting adjourned at 5:43 p.m.
Dated this 21st day of October, 2021.
David Ryan, Mayor
Susan Cassel, City Clerk
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
Present:
Mayor David Ryan
Councillors:
K.Ashe
M.Brenner
S.Butt
B.McLean
D.Pickles
Absent:
I.Cumming
Also Present:
M.Carpino -Chief Administrative Officer
K.Bentley -Director, City Development & CBO
P.Bigioni -Director, Corporate Services & City Solicitor
S.Douglas-Murray -Director, Community Services
B.Duffield -Director, Operations
J.Eddy -Director, Human Resources
J.Hagg -Fire Chief
J.Flowers -CEO & Director of Public Libraries, Pickering Public Library
R.Holborn -Director, Engineering Services
F.Jadoon -Director, Economic Development & Strategic Projects
S.Karwowski -Director, Finance & Treasurer
S.Cassel -City Clerk
J.Halsall -Division Head, Finance
C.Rose -Chief Planner
N.Surti -Manager, Development Review & Urban Design
R.Perera -Committee Coordinator
A.Gibbons -Counsel, Torys LLP
1.Roll Call
The City Clerk certified that all Members of Council were present, save and except
Councillor Cumming, and that all Members present were participating electronically in
accordance with By-law 7771/20.
2.Disclosure of Interest
No disclosures of interest were noted.
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
3.Presentations
There were no presentations.
4.Delegations
4.1 Sarah Jeffrey, Board Chair, Pickering Public Library Board
Re: Report CS 35-21
Community Engagement for Pickering City Centre Design
-Summary Report
Sarah Jeffrey, Chair, Pickering Public Library Board, joined the electronic meeting
to speak to Report CS 35-21. Ms. Jeffrey thanked Pickering residents for the
comments and input provided for the design of the new library and noted that the
ability to serve the growing demands of the community would be dependent on the
new library. She advised that the Pickering Public Library Board endorsed the
architectural design of the library adding that the space would have a variety of
flexible and innovative spaces for residents of all ages. She concluded her
delegation by noting that the new library would be a driver of the potential of the
Community.
In response to questions from Members of Council, Ms. Jeffrey noted that the
proposed bridge between the Seniors & Youth Centre and the Library would
provide opportunities to Library Staff to conduct programs in collaboration with
City Recreation Staff.
4.2 Zoltan Bodor
Re: Report CS 35-21
Community Engagement for Pickering City Centre Design
-Summary Report
Zoltan Bodor, Pickering Resident, joined the electronic meeting via audio
connection to provide comments on the Pickering City Centre Development Plans.
Mr. Bodor referred to the written comments dated October 5, 2021 that he had
provided prior to the Meeting, and discussed the changes in relation to
environmental sustainability and energy, since the approval of the City Centre
Development Plans, and spoke to the need to review the development plans in
light of the changes. He further spoke to the three energy assumption scenarios
outlined in the Durham Regional Official Plan, and asked that Council review the
City Centre Development plans to include sustainable energy efficiencies. He
discussed the potential for collaborating with Universities in evaluating the City
Centre Development Plans in regards to environmental sustainability, adding that
the evaluation could be done in parallel to the City Centre Project. Mr. Bodor
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
concluded his delegation by asking Council to reflect on the vision for the new City
Centre.
4.3 H. Gerald Murphy Jr., B. Mus., Music Director, Pickering Community Concert
Band
Re: Corr. 46-21
The Pickering Community Concert Band Executive Committee
H.Gerald Murphy Jr., B. Music. Musical Director
Pickering Community Concert Band
Re: Proposed Pickering Performing Arts Centre
H.Gerald Murphy Jr., B. Mus., Music Director, Pickering Community Concert
Band, joined the electronic meeting via audio connection to speak to Corr. 46-21.
Mr. Gerald spoke to the need of the proposed Pickering Performing Arts Centre
and the challenges posed by the lack of performing arts spaces in the community.
He advised that he was a member of the Canadian Band Association, adding that
the proposed centre could be a potential venue to hold a Canadian Band
Association Weekend. Mr. Murphy Jr. asked that the proposed Centre be
accessible to the Community at a fair and reasonable cost and concluded his
delegation by adding that the Pickering Community Concert Band endorsed the
project.
At the conclusion of the delegation, Mayor Ryan announced an event that had occurred
earlier in the day, where the City was presented with its first quarterly casino revenue
payment in the amount of $2,439 575.00. Mayor Ryan stated that this was a significant
contribution to Pickering’s financial side and that he was pleased to receive the payment
and would look forward to more in the future.
5.Correspondence
5.1 Corr. 44-21
Andrew Arifuzzaman, Chief Administrative Officer
University of Toronto Scarborough
Re: Proposed Pickering Performing Arts Centre
Resolution # 695/21
Moved by Councillor Brenner
Seconded by Councillor McLean
That Corr. 44-21, from Andrew Arifuzzaman, Chief Administrative Officer,
University of Toronto Scarborough, dated October 1, 2021, regarding the
Proposed Pickering Performing Arts Centre, be received for information.
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
5.2 Corr. 45-21
Anna Lynn Murphy, Artistic Director and Founder
Richard Newland, President
Young Singers
Re: Proposed Pickering Performing Arts Centre
Resolution # 696/21
Moved by Councillor Brenner
Seconded by Councillor McLean
That Corr. 45-21, from Anna Lynn Murphy, Artistic Director and Founder, and,
Richard Newland, President, Young Singers, dated September 29, 2021,
regarding the Proposed Pickering Performing Arts Centre, be received for
information.
5.3 Corr. 46-21
The Pickering Community Concert Band Executive Committee
H.Gerald Murphy Jr., B. Music. Musical Director
Pickering Community Concert Band
Re: Proposed Pickering Performing Arts Centre
Resolution # 697/21
Moved by Councillor Brenner
Seconded by Councillor McLean
That Corr. 46-21, from the Pickering Community Concert Band Executive
Committee, and H. Gerald Murphy Jr., B. Music. Musical Director, dated October
9, 2021, regarding the Proposed Pickering Performing Arts Centre, be received for
information.
5.4 Corr. 47-21
St. Mary Catholic Secondary School
Re: Proposed Pickering Performing Arts Centre
Resolution # 698/21
Moved by Councillor Brenner
Seconded by Councillor McLean
That Corr. 47-21, from the St. Mary Catholic Secondary School, dated September
30, 2021, regarding the Proposed Pickering Performing Arts Centre, be received
for information.
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
6.Matters for Consideration
6.1 Director, Community Services, Report CS 35-21
Community Engagement for Pickering City Centre Design
-Summary Report
Marisa Carpino, Chief Administrative Officer, provided an overview of the City
Centre Project and steps taken to date. She added that the Project was expected
to be completed around 2023, and that the 2020 Capital Budget included the City
Centre project at the amount of $187 million, and spoke to the pause in the Project
due to the COVID-19 Pandemic. She advised that Reports CS 35-21 and FIN 15-
21 present the design of the Project and seek Council’s direction to carry out
further negotiations with the Ontario Pension Board (OPB).
Brief discussion ensued between Members of Council regarding the
comprehensive outreach model undertaken by Staff.
Resolution #699/21
Moved by Councillor Brenner
Seconded by Councillor Pickles
1.That Report CS 35-21 regarding the Pickering City Centre community
design consultation summary report be received for information; and,
2.That the appropriate City officials be authorized to take the necessary
actions as indicated in this report.
Carried
6.2 Director, Finance & Treasurer, Report FIN 15-21
City Centre Financial and Legal Implications
Mayor Ryan noted that during the Special In-Camera Meeting held earlier at 1
p.m., Council directed Staff to undertake the Phase Two works (proposed
divesture of its Elexicon investment) as described in the presentation of the
Director, Finance & Treasurer, for that purpose, and to retain Deloitte LLP at a
cost of $185,000 (Net of HST) to be charged to the City’s General Government
Consulting account in accordance with Purchasing Policy 10.03 (c), and that the
net result of the resolution was the identification of financial capacity to adopt the
Staff recommendations noted in FIN 15-21 without amendment.
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
Discussion and a question and answer period ensued between Members of
Council and Staff regarding:
•the project being a good community investment and the benefits of placing
the facilities in close proximity to serve the growing population of the city;
•the City’s financial strategy being to divest its Elexicon investments to offset
the City share of the City Centre debt and to undertake future projects
which were previously allocated to be debt financed;
•introducing financial flexibility for the new term of Council to undertake new
projects as they deem fit;
•ensuring that Staff proceed in negotiating the inclusion of provisions
pertaining to profit sharing on any future sale of the South Esplanade Block,
and removing certain restrictions on title to the OPB's lands through the
Master Development Agreement;
•the City obtaining fee simple title, as opposed to a strata parcel, for the
Library lands resulting in higher real estate value;
•the Pickering Animal Shelter moving forward through the new revenue
stream;
•the new revenue stream not placing any financial burden on the taxpayer
and the revenue strategy also creating a rainy day fund for the City;
•the design concept of the Project and the piazza bringing the community
together;
•the process for selling the Elexicon shares and the provisions in the
Agreements to provide the current shareholders the first opportunity to
purchase, before selling the shares on the open market;
•the Pickering Museum project being placed on hold;
•the Seaton Recreation Complex and Library design proceeding, subject to
the new term of council’s approval, and being projected to be completed for
2024; and,
•Staff’s efforts in moving the City Centre Project forward and the City Centre
Project being generational and transformational.
Resolution #700/21
Moved by Councillor Pickles
Seconded by Councillor Ashe
1.That Report FIN 15-21 of the Director, Finance & Treasurer be received;
2.That Council receive for information the “5-Year Capital & Operating
Financial Plan” prepared by Watson & Associates Economists Ltd., dated
October 14, 2021;
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
3.That should Council wish to proceed with the City Centre Project, that the
following actions related to the Project be approved:
a.That the City Centre project’s fixed cost ceiling be established at $207.70
million, that is funded from reserves of $3.6 million, that results in the
preliminary estimated total new debt borrowing of $204.13 allocated
between Development Charge Funded Debt of $110.13 million and City
Share Debt of $94.00 million (to be funded from future casino revenues),
and to reduce the financial stress and strain this total amount of debt
(DC and City) would cause in both the short and medium term, that City
staff be directed to explore all revenue options including grants and
partnerships and that to manage the City’s debt structure below the
Provincial Annual Repayment Limit (ARL), all debt financed projects
related to Seaton and the Pickering Museum Village be placed on a
“medium term pause” (post 2028) and that other future debt financed
capital projects be measured against the recommended guideline that
they proceed, only if the project is required for the health and safety of
residents and/or staff; and,
b.That, in order for staff to meet the April 2022 timeline of awarding of the
construction contract for the Pickering City Centre, Council approve the
following investments (expenditures) from October 22, 2021 to April 30,
2022:
i That Council approve $6,449,000 million (net of HST) to be
awarded to architects-Alliance for the preparation of construction
drawings and tender documents for the City Centre project
excluding the City parking garage;
ii That Council approve $345,000 (net of HST) to Cushman &
Wakefield Asset Services LLC on account of its development
management fees related to the Senior & Youth Centre, Bridge Link
and for the relocation of site services;
iii That Council approve $627,000 (net of HST) to twopointO Partners
Inc. on account of its development management fees related to the
Library, Public Square/Public Realm and Performing Arts Centre;
iv That Council approve $512,870 (net of HST) to SKA for works
related to the design and drawings for the relocation of services;
v That Council approve $175,900 (net of HST) to Deloitte LLP for
construction project management services to be funded from
current budget operating account 2121.2392 and funded 100
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
percent from the casino reserve in accordance with Purchasing
Policy 10.03 (c);
vi That Council approve $432,480 (net of HST) to Torys LLP to
complete all of the legal agreements necessary for the execution of
contracts to be approved at the April 2022 meeting;
vii That Council approve $40,700 (net of HST) for soil/environmental
testing and related works as part of the due diligence process
related to the land transaction and to be funded from the 2019
Capital Budget account;
viii That IBI Group be retained to undertake a parking strategy for the
new proposed underground parking garage at a cost not to exceed
$50,000 (net of HST) and to be funded from 2019 Capital Budget
account;
ix That Council approve $941,000 (net of HST) to OPB Realty Inc. for
reimbursement of work for the City portion of the underground
parking garage design and development expenses;
x That Deloitte LLP be retained to undertake and develop a debt
financing strategy for the City Centre project at a cost not to exceed
$45,800 (net of HST);
xi That the Director, Finance & Treasurer be authorized to allocate the
above approved expenditures and prior approved and prior year’s
City Centre expenditures to the various capital accounts and to
maximize the use of development charge funding; and,
xii That Council approve $92,284 (plus HST) to be awarded to
EllisDon Corporation for General Contractor Services consulting
contract related to preconstruction work for the City Centre project
under RFP2021-3 and this cost be funded from the 2019 Capital
Budget account;
4.That, in the event Council approves the actions set out in Recommendation
3 above, the material content of the provisions contained in the draft Master
Agreement and related Memorandum (Attachment 2) are endorsed, and
will be contained within a final Master Agreement to be executed by the
City and OPB Realty Inc. (or an affiliate of OPB Realty Inc.), subject to the
satisfaction of the concerns more particularly set out within this report
regarding: (i) profit sharing on any future sale of the South Esplanade Block
and (ii) certain restrictions on title to OPB's lands;
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
5.That, in the event Council approves the actions set out in Recommendation
3 above, the form of Contract for Architectural Services (Attachment 7) be
approved for use in respect of the design and construction of each of the
new City facilities included in the City Centre project, and that the Mayor
and City Clerk be authorized to execute such contracts in conformity with
the budget parameters established in this report by the Director, Finance &
Treasurer and subject to minor revisions acceptable to the Chief
Administrative Officer and the Director, Corporate Services & City Solicitor;
6.That, in the event Council approves the actions set out in Recommendation
3 above, the final form of Master Agreement, and all project contracts
referred to within it, be brought before Council for approval as they are
negotiated, but no later than April, 2022; and,
7.That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this report.
Carried Unanimously on a Recorded Vote
7.Confirmation By-law
By-law Number 7889/21
Councillor Brenner, seconded by Councillor McLean moved for leave to introduce a by-
law of the City of Pickering to confirm the proceedings of October 21, 2021.
Carried
8.Adjournment
Moved by Councillor Ashe
Seconded by Councillor Butt
That the meeting be adjourned.
Carried
The meeting adjourned at 8:14 p.m.
Dated this 21st day of October, 2021.
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Special Council
Meeting Minutes
October 21, 2021
Electronic Meeting
7:00 pm
David Ryan, Mayor
Susan Cassel, City Clerk
- 14 -
Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
Present:
Mayor David Ryan
Councillors:
K. Ashe
M. Brenner
S. Butt
B. McLean
D. Pickles
Absent
I. Cumming
Also Present:
M. Carpino -Chief Administrative Officer
K. Bentley -Director, City Development & CBO
P. Bigioni -Director, Corporate Services & City Solicitor
S. Douglas-Murray - Director, Community Services
B. Duffield -Director, Operations
J. Eddy -Director, Human Resources
J. Hagg -Fire Chief
R. Holborn -Director, Engineering Services
F. Jadoon -Director, Economic Development & Strategic Projects
S. Karwowski -Director, Finance & Treasurer
S. Cassel -City Clerk
C. Rose -Chief Planner
R. Perera -Committee Coordinator
1.Roll Call
The City Clerk certified that all Members of Council were present, save and except
Councillor Cumming, and that all Members present were participating electronically in
accordance with By-law 7771/20.
2.Invocation
Mayor Ryan called the meeting to order and led Council in the saying of the Invocation.
3.Indigenous Land Acknowledgment Statement
Mayor Ryan read the Indigenous Land Acknowledgment Statement.
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4.
5.
6.
7.
Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
Disclosure of Interest
No disclosures of interest were noted.
Adoption of Minutes
Resolution #701/21
Moved by Councillor Pickles
Seconded by Councillor McLean
Council Minutes, September 27, 2021
Executive Committee Minutes, October 4, 2021
Planning & Development Committee Minutes, October 4, 2021
Special Council Minutes, October 6, 2021
Carried
Presentations
There were no presentations.
Delegations
7.1 Paula MacDonald
Re: Report PLN 38-21
Zoning By-law Amendment Application A 03/19
Joshani Homes Ltd.
Part of Lot 72, Plan 418, Now Part 2, 40R-30097
(Southerly end of Dunn Crescent)
Paula MacDonald, 379 Rosebank Road, joined the electronic meeting via audio
connection in opposition to Zoning By-law Amendment Application A 03/19.
Through the aid of a PDF presentation, Ms. MacDonald raised concerns regarding
the density changes the proposed development would bring and noted that the
semi-detached homes as proposed by the applicant were not in keeping with the
character of the neighbourhood. Ms. MacDonald further added that the proposed
development would be inconsistent with Official Plan Amendment 40 which was
approved at the September 27, 2021 Council meeting, and that the Habitat for
Humanity homes should not be a point of reference for the proposed
development. Ms. MacDonald raised further concerns regarding the adverse
impact to the real estate value of surrounding homes and noted that while Report
PLN 38-21 stated that there is no financial impact to the City, the City would be
receiving a community playground on the subject lands should the proposal be
approved. She also added that 375 Rosebank Road, a property built by Joshani
Homes Ltd., was not in compliance with By-law number 7871/21. Ms. MacDonald
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Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
concluded her delegation by asking Council to oppose the Zoning By-law
Amendment Application.
7.2 Stephanie Hoffe
Re: Report PLN 38-21
Zoning By-law Amendment Application A 03/19
Joshani Homes Ltd.
Part of Lot 72, Plan 418, Now Part 2, 40R-30097
(Southerly end of Dunn Crescent)
Resolution #702/21
Moved by Councillor Butt
Seconded by Councillor McLean
That the rules of procedure be suspended to allow a presentation from registered
delegate Stephanie Hoffe under Item 7.2 of the agenda.
Carried on a Two-Thirds Vote
Stephanie Hoffe, 593 Kimton Court, joined the electronic meeting via audio
connection in opposition to Zoning By-law Amendment Application A 03/19.
Through the aid of a PowerPoint presentation, Ms. Hoffe noted that there were no
semi-detached homes that were comparable to the proposed development and
spoke to the differences between semi-detached and D-Link housing. She further
added that the proposed cul-de-sac would be butting onto private property and
questioned where the snow would be plowed during the winter months. Ms. Hoffe
raised further concerns regarding parking, grading, and flooding on Dunn
crescent. She concluded her delegation by asking Council to reconsider the
recommendation of the Planning & Development Committee.
7.3 Michael Vani, Weston Consulting
Re: Report PLN 39-21
Two-year Period Exemption Request for
Minor Variance Application P/CA 103/21
Universal City Six Developments Inc.
1496 Bayly Street
Michael Vani, Weston Consulting, withdrew his delegation request and was not
connected to the electronic meeting.
7.4 Ryan Rowland
Re: Report PLN 38-21
Zoning By-law Amendment Application A 03/19
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Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
Joshani Homes Ltd.
Part of Lot 72, Plan 418, Now Part 2, 40R-30097
(Southerly end of Dunn Crescent)
Ryan Rowland, 599 Kimton Court, joined the electronic meeting via audio
connection in opposition to Zoning By-law Amendment Application A 03/19. Mr.
Rowland noted that the zoning for the subject lands were not SDB and that the
Habitat for Humanity housing should not be compared to the proposed
development. He raised further concerns regarding the adverse impact to
neighbourhood character and parking, and added that the developer would not
incur financial loss should the developer choose to build detached homes that
would be in keeping with the neighbourhood character.
7.5 John Lambert
Re: Report PLN 38-21
Zoning By-law Amendment Application A 03/19
Joshani Homes Ltd.
Part of Lot 72, Plan 418, Now Part 2, 40R-30097
(Southerly end of Dunn Crescent)
John Lambert, 599 Nomad Road, joined the electronic meeting via audio
connection in opposition to Zoning By-law Amendment Application A 03/19. Mr.
Lambert raised concerns regarding the possibility for the proposed development to
create a precedent in developing multifamily dwellings and noted that Metrolinx
had also identified concerns regarding the proposed cul-de-sac. Mr. Rowland
added that the builder had demolished and buried a home and a concrete
swimming pool on Rosebank Road which resulted in a significant change to the
grading of the lands. Mr. Lambert concluded his delegation by asking Council to
oppose Zoning By-law Amendment Application A 03/19.
7.6 Diane Seeley
Re: Report PLN 38-21
Zoning By-law Amendment Application A 03/19
Joshani Homes Ltd.
Part of Lot 72, Plan 418, Now Part 2, 40R-30097
(Southerly end of Dunn Crescent)
Diane Seeley, 597 Nomad Road, joined the electronic meeting via audio
connection in opposition to Zoning By-law Amendment Application A 03/19. Ms.
Seeley raised concerns regarding parking, the loss of privacy, excess dirt, and
noted that the property was not being maintained by the developer. She added
that the development was profit driven and was not in keeping with the character
of the neighbourhood. She concluded her delegation by asking Council to
consider the adverse impact the development would have on the community.
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7.7
7.8
7.9
8.
8.1
Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
Garry Winsor, Fairport Beach Neighbourhood Association
Re: Motion for Reconsideration of Council Resolutions #676/21 and #677/21
Garry Winsor, Fairport Beach Neighbourhood Association, joined the electronic
meeting via audio connection in support of the motion for reconsideration of
Council resolutions #676/21 and #677/21. Mr. Winsor expressed his concerns
regarding the change to the maximum dwelling height, and added that through
public consultation, the Fairport Beach Neighbourhood Association had expressed
their support for the original 9 metre maximum dwelling height. Mr. Winsor
concluded his delegation by noting that due to the current 10 metre maximum
dwelling height in place, builders could now apply for a 12 metre maximum
dwelling height exception through a minor variance application
Paul White, President, Fairport Beach Neighbourhood Association (Inc.1949)
Re: Motion for Reconsideration of Council Resolutions #676/21 and #677/21
Paul White, President, Fairport Beach Neighbourhood Association, joined the
electronic meeting via audio connection in support of the motion for
reconsideration of Council resolutions #676/21 and #677/21. He expressed his
concern regarding the manner in which the amendment to the maximum dwelling
height was carried out at the September 27, 2021 Council meeting. He added that
the 10 metre height would allow builders the opportunity to apply for higher
dwelling height exceptions through the Committee of Adjustment and noted that
major cities also have restricted heights of 7 to 9 metres for some areas. Mr.
White concluded his delegation by asking Council to reconsider their decision on
the matter.
Janice Frampton
Re: Motion for Reconsideration of Council Resolutions #676/21 and #677/21
Janice Frampton, 1810 Post Drive, joined the electronic meeting via audio
connection in support of the motion for reconsideration of Council resolutions
#676/21 and #677/21, and added that the City would be creating a negative
precedent by maintaining the 10 metre maximum dwelling height. Ms. Frampton
concluded her delegation by asking Council why they were considering the needs
of a builder more than the Community.
Corr. 48-21
The Honorable David Piccini
Minister of the Environment, Conservation and Parks
Re: York Durham Sewage Solutions
-Bill 5, York Region Wastewater Act, 2021
Correspondence
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Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
Brief discussion ensued between Members of Council and Richard Holborn,
Director, Engineering Services, regarding the role City Staff would play in the
Advisory panel as noted in Corr. 48-21, the Region of Durham being opposed to
the sewage being relocated to Pickering’s water treatment plant, and agreeing
with York Region on directing the sewage to the Lake Simcoe treatment plant.
Mayor Ryan noted that he had expressed Council’s opposition and
disappointment to The Honourable Peter Bethlenfalvy regarding the Province’s
decision to direct the sewage to Pickering’s water treatment plant.
Resolution #703/21
Moved by Councillor McLean
Seconded by Councillor Pickles
That Corr. 48-21, from The Honorable David Piccini, Minister of the Environment,
Conservation and Parks, dated October 5, 2021, regarding the York Durham
Sewage Solutions -Bill 5, York Region Wastewater Act, 2021, be received for
information.
Carried
8.2 Corr. 49-21
Association of Municipalities Ontario
Re: AMO Policy Update – Phase I Regulations of Conservation Authorities Act
Released
A brief question and answer period ensued between Members of Council and
Marisa Carpino, Chief Administrative Officer, regarding whether there would be
any additional costs added to the 2022 draft budget as a result of the changes,
with Ms. Carpino noting that Staff are confident that no additional costs would be
added to the 2022 budget as the next year would be dedicated to negotiating the
terms and understanding inventory and costs.
Resolution #704/21
Moved by Councillor Brenner
Seconded by Councillor McLean
1.That Corr. 49-21, from the Association of Municipalities Ontario, dated
October 12, 2021, regarding the AMO Policy Update – Phase I Regulations
of Conservation Authorities Act Released, be received; and,
2.That Staff be directed, through the CAO, to enter into discussions with the
Toronto Region Conservation Authority (TRCA) regarding the Municipal
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Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
funding of non-mandated services and report back to Council on budgetary
impacts prior to June 2022.
Carried
8.3 Corr. 50-21
Kevin Narraway, Manager of Legislative Services/Deputy Clerk
Town of Whitby
Re: Provincial Funding for Municipal By-law Enforcement Costs related to Proof of
Vaccination Policy
Discussion ensued between Members of Council regarding the need for municipal
funding for Municipal By-law enforcement costs, related to Proof of Vaccination
Policy, being a topic at the Ontario’s Big City Mayors Meetings and the City of
Barrie undertaking an analysis of the additional costs.
Resolution #705/21
Moved by Councillor Butt
Seconded by Councillor Pickles
1.That Corr. 50-21, from Kevin Narraway, Manager of Legislative
Services/Deputy Clerk, Town of Whitby, dated October 13, 2021, regarding
the Provincial Funding for Municipal By-law Enforcement Costs related to
Proof of Vaccination Policy, be received; and,
2.That the position of the Town of Whitby be endorsed and a copy of this
Resolution be forwarded to The Honourable Doug Ford, Premier of Ontario,
all Durham Region MPPs, and Mayor Jeff Lehman, City of Barrie, Chair,
Ontario’s Big City Mayors.
Carried
8.4 Corr. 51-21
Dave Burton, President, Good Roads
Re: Modified Exhausts and Noisemakers
Brief discussion ensued between Members of Council regarding the City advising
the Province of the need to prohibit modified exhausts and noisemakers, and the
subject matter being under the jurisdiction of the Province.
Resolution #706/21
Moved by Councillor Brenner
Seconded by Councillor Butt
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Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
1.That Corr. 51-21, from Dave Burton, President, Good Roads, regarding the
Modified Exhausts and Noisemakers, dated October 19, 2021, regarding
the Modified Exhausts and Noisemakers, be endorsed; and,
2.That a copy of this Resolution be forwarded to The Honourable Doug Ford,
Premier of Ontario, and The Honourable Caroline Mulroney, Minister of
Transportation.
Carried
8.5 Corr. 52-21
Nicole McNeill, President and Chief Administrative Officer
Municipal Property Assessment Corporation
Re: 2022 Provincial Municipal Levy Announcement
A question and answer period ensued between Members of Council and Stan
Karwowski, Director, Finance & Treasurer, regarding:
•the Region of Durham providing a levy to MPAC on behalf of the lower tier
Municipalities and the percentage that was provided to MPAC on behalf of
the City;
•the upcoming reassessment date and the impact of fair market value for
Pickering; and,
•the MPAC levy to the Durham Region being a 0% increase for 2021 and
2022.
Resolution #707/21
Moved by Councillor Pickles
Seconded by Councillor Butt
That Corr. 52-21, from Nicole McNeill, President and Chief Administrative Officer,
Municipal Property Assessment Corporation, dated October 18, 2021, regarding
the 2022 Provincial Municipal Levy Announcement, be received for information.
Carried
8.6 Corr. 53-21
Sarah Douglas-Murray, Director, Community Services
City of Pickering
Re: Request to Deaccession Artifacts at Pickering Museum Village
-August 2021 Deaccession List
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Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
A brief question and answer period ensued between Members of Council and
Sarah Douglas-Murray, Director, Community Services, regarding the dollar value
of the artifacts and the possibility of auctioning the artifacts.
Resolution #708/21
Moved by Councillor Butt
Seconded by Councillor Pickles
That Corr. 53-21, dated October 13, 2021, from Sarah Douglas-Murray, Director,
Community Services, City of Pickering, requesting approval for the deaccession of
artifacts as proposed by City staff and endorsed by the Cultural Advisory
Committee on September 21, 2021, be approved.
Carried
9.Report EC 08-21 of the Executive Committee held on October 4, 2021
9.1 Director, Community Services , Report CS 18-21
City of Pickering Volunteer Program Update
-2020/2021 Activities
Council Decision:
1.That Report CS 18-21, regarding the City of Pickering Volunteer Program
Update, be received for information; and,
2.That the appropriate officials of the City of Pickering be authorized to take
the necessary actions as indicated in this report.
9.2 Director, Community Services , Report CS 31-21
2022 Community Festivals and Events
-Approval of 2022 Events in Esplanade Park
Council Decision:
1.That Council authorize staff to issue a park permit for the use of Esplanade
Park by Carea Community Health Centre on Tuesday, June 21, 2022 for
National Indigenous Peoples Day, on terms and conditions satisfactory to
Director, Community Services and Chief Administrative Officer;
2.That Council authorize staff to issue a park permit for the use of Esplanade
Park by Frederica Black Events on Saturday, July 16, 2022 for Brew & BBQ
Fest on terms and conditions satisfactory to Director, Community Services
and Chief Administrative Officer;- 23 -
Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
3.That Council authorize staff to issue a park permit for the use of Esplanade
Park by Canadian Food Truck Festivals from Friday, August 5 to Sunday,
August 7, 2022 (inclusive) for Pickering Food Truck Festival, on terms and
conditions satisfactory to Director, Community Services and Chief
Administrative Officer;
4.That Council authorize staff to issue a park permit for the use of Esplanade
Park by Indo-Canadian Cultural Association of Durham Inc. on Saturday,
August 14, 2022 for Festival of India’s Heritage, on terms and conditions
satisfactory to Director, Community Services and Chief Administrative
Officer; and,
5.That the appropriate officials of the City of Pickering be authorized to take
the necessary actions as indicated in this report.
9.3 Director, Human Resources, Report HUR 05-21
Recovery Plan -Post Pandemic Service Delivery Model
Council Decision:
That Report HUR 05-21, regarding the City’s Recovery Plan – Post Pandemic
Service Delivery Model, be received for information.
Resolution #709/21
Moved by Councillor Ashe
Seconded by Councillor Pickles
That Report EC 08-21 of the Executive Committee Meeting held on October 4,
2021 be adopted.
Carried
10.Report PD 08-21 of the Planning & Development Committee held on October 4,
2021
10.1 Director, City Development & CBO, Report PLN 36-21
Proposed Telecommunication Tower Installations
Bell Mobility
Rick Johnson Memorial Park (2631P Sapphire Drive) – Installation #71
Foxtail Green (1088P Foxtail Crescent) – Installation #72
Council Decision:
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Council Meeting Minutes
October 25, 2021
Electronic Meeting
7:00 pm
1.That Bell Mobility be advised that City Council objects to the proposal for a
20.0-metre high monopole telecommunication tower located at the Rick
Johnson Memorial Park (2631P Sapphire Drive), based on the design and
location of the proposal; and,
2.That Bell Mobility be advised that City Council objects to the proposal for a
20.0-metre high monopole telecommunication tower located at the Foxtail
Green (1088P Foxtail Crescent), based on the design and location of the
proposal.
Resolution #710/21
Moved by Councillor Ashe
Seconded by Councillor Pickles
That Report PD 08-21, save and except Item 10.2, PLN 38-21, of the Planning &
Development Committee Meeting held on October 4, 2021 be adopted.
Carried
10.2 Director, City Development & CBO, Report PLN 38-21
Zoning By-law Amendment Application A 03/19
Joshani Homes Ltd.
Part of Lot 72, Plan 418, Now Part 2, 40R-30097
(Southerly end of Dunn Crescent)
Discussion and a question and answer period ensued between Members of
Council and Staff regarding:
•the staff recommendation for the zoning amendment application as noted in
report PLN 38-21 and concerns regarding the outcome of a possible appeal
to the OLT;
•issues identified by Metrolinx and whether this had any impact on Staff’s
recommendation; and,
•concerns regarding a builder on an adjacent property burying fill and raising
the grading of the lands and whether this matter was known and addressed
by Staff.
Resolution #711/21
Moved by Councillor Ashe
Seconded by Councillor Pickles
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October 25, 2021
Electronic Meeting
7:00 pm
That Zoning By-law Amendment Application A 03/19, submitted by Joshani
Homes Ltd., to permit 4 semi-detached dwellings units fronting onto the future
southerly extension of Dunn Crescent, be approved, and that the draft Zoning By-
law Amendment set out in Appendix I to Report PLN 38-21 be finalized and
forwarded to Council.
Carried Later in the Meeting (See Following Motion):
Resolution #712/21
Moved by Councillor Brenner
Seconded by Councillor McLean
That the main motion be amended to read as follows:
That Zoning By-law Amendment Application A 03/19, submitted by Joshani
Homes Ltd., to permit 4 semi-detached dwellings units fronting onto the future
southerly extension of Dunn Crescent, be refused.
Carried on a Recorded Vote as Follows:
Yes No
Councillor Ashe Councillor Pickles
Councillor Brenner Councillor Mayor Ryan
Councillor Butt
Councillor McLean
The Main Motion, as amended, was then Carried
11.Reports – New and Unfinished Business
11.1 Chief Administrative Officer, Report CAO 06-21
myDurham 311 Project & Re-routing Request
A discussion and a question and answer period ensued between Members of
Council and Staff regarding:
•ensuring that the 311 program operates in an efficient manner and that
calls received through the 311 program are routed to 311 operators;
•the model alleviating the number of calls received by the City on matters
related to the Region;
•ensuring that residents in West Pickering with 416 area phone numbers are
routed to 311 Durham and not Toronto;
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October 25, 2021
Electronic Meeting
7:00 pm
•the City providing efficient and outstanding Customer Service and ensuring
that the new 311 model does not hinder this service; and,
•whether the model was being tested on a trial basis and whether the
initiative had any impact to staffing levels.
Resolution #713/21
Moved by Councillor Pickles
Seconded by Councillor Ashe
1.That, as part of the myDurham 311 project, 311 calls made by residents,
customers, and businesses within the City of Pickering telephone exchange
be re-routed to the Region of Durham, subject to being revocable by the
City on 60-days notice to the Region;
2.That to the City agree, in principle, to participate in Model 1 of the Municipal
Models spectrum;
3.That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this report; and,
4.The City Clerk forward a copy of Report Number CAO 06-21 to the
Regional Municipality of Durham.
Carried Unanimously on a Recorded Vote
11.2 Director, Community Services, Report CS 34-21
Canada Community Revitalization Fund – The Improvement of Pickering’s
Esplanade Park
-Grant Application Endorsement
Resolution #714/21
Moved by Councillor Pickles
Seconded by Councillor Butt
1.That Pickering Council supports the application of The Improvement of
Pickering’s Esplanade Park for the Federal Economic Development Agency
for Southern Ontario (FEDASO), Canada Community Revitalization Fund
(CCRF) for a total project cost of $340,500;
2.That staff be directed, through the Chief Administrative Officer, to submit an
application under the FEDASO, CCRF to request $255,375 to fund the
project outlined in this report;
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October 25, 2021
Electronic Meeting
7:00 pm
3.That if grant funding be approved, that the Treasurer be authorized to fund
the City contribution of $85,125 as follows:
a)the sum of $55,125 by a transfer from the Public Art Reserve;
b)the sum of $30,000 from property taxes; and,
4.That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
Carried
11.3 Director, City Development & CBO, Report PLN 39-21
Two-year Period Exemption Request for
Minor Variance Application P/CA 103/21
Universal City Six Developments Inc.
1496 Bayly Street
Resolution #715/21
Moved by Councillor Butt
Seconded by Councillor McLean
That Council grants an exemption in accordance with Section 45 (1.4) of the
Planning Act, R.S.O. 1990; c. P.13 as amended, and permits the Committee of
Adjustment to consider Minor Variance Application P/CA 103/21 resulting from the
further processing of the Site Plan application, submitted by Universal City Six
Developments Inc., for lands municipally known as 1496 Bayly Street, before the
second anniversary of the day on which an applicant-initiated zoning by-law
amendment was enacted for the subject lands.
Carried
11.4 Director, City Developments & CBO, Report PLN 40-21
Envision Durham – Housing Intensification Study Technical Report
Resolution #716/21
Moved by Councillor Pickles
Seconded by Councillor Butt
1.That Council endorse the Staff Comments contained in Section 2.2 of
Report PLN 40-21 as the City’s formal comments on the Envision Durham
Housing Intensification Study Technical Report, August 24, 2021; and,
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October 25, 2021
Electronic Meeting
7:00 pm
2.That the appropriate City of Pickering staff be authorized to take the
necessary actions as indicated in this report.
Carried
11.5 Motion for Reconsideration of Council Resolutions #676/21 and #677/21:
A brief question and answer period ensued between Members of Council and
Susan Cassel, City Clerk, regarding whether the motion for reconsideration was
the Council decision of the September 27, 2021 Council meeting on the matter,
with Ms. Cassel confirming that should the motion for reconsideration be carried
on a two-thirds vote, the decision of September 27th would be before Council for
debate and decision as Council deems fit.
Resolution #717/21
Moved by Councillor Brenner
Seconded by Councillor Butt
That Council Resolutions #676/21 and #677/21, regarding the Infill and
Replacement Housing in Established Neighbourhoods, Recommended
Amendment 40 to the Pickering Official Plan, Recommended Informational
Revision 28 to the Pickering Official Plan, Recommended Draft Zoning By-law
Amendments Revised Urban Design Guidelines be reconsidered.
Carried on a Two-thirds Recorded Vote as Follows:
Yes No
Councillor Brenner Councillor Ashe
Councillor Butt Councillor McLean
Councillor Pickles
Mayor Ryan
A question and answer period ensued between Members of Council and Staff
regarding:
•whether Staff were in agreement to the amendment made at the
September 27, 2021 Council meeting to change the maximum dwelling
height to a 10 metres;
•Staff concerns as stated in the Memorandum dated October 25, 2021
provided to Council by the Director, City Development & CBO and Director,
Corporate Services & City Solicitor, prior to the meeting;
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October 25, 2021
Electronic Meeting
7:00 pm
•the 9 metre maximum dwelling height being the recommendation of Staff
and the same height having been assessed through an extensive public
consultation process;
•the requirement to undertake a public consultation process under the
Planning Act to amend the maximum dwelling height to 9 metres;
•the 10 metre maximum dwelling height resulting in less restrictions for
certain areas that were intended to be more restrictive;
•a maximum dwelling height of 9 metres creating consistency across the
City;
•builders and homeowners having the opportunity to challenge the
maximum building height;
•the possibility of applying a maximum dwelling height of 10 metres for all of
Pickering; and,
•the Infill By-law hindering the property rights of individual landowners.
Resolution #718/21
Moved by Councillor Brenner
Seconded by Councillor Butt
1.a) That Official Plan Amendment Application OPA 20-006/P, initiated by the
City of Pickering, to add new policies to the Pickering Official Plan with
regard to Infill and Replacement Housing in Established Neighbourhood
Precinct areas, as set out in Appendix I to Report PLN 33-21, be
approved;
b)That the Draft By-law to adopt Official Plan Amendment 40 to the
Pickering Official Plan, to add new policies to the Pickering Official Plan
with regard to Infill and Replacement Housing in Established
Neighbourhood Precinct areas, as set out in Appendix I to Report PLN 33-
21, be approved;
2.That Council adopt Informational Revision 28 to the Pickering Official Plan,
to add a layer identifying the boundaries of Established Neighbourhood
Precincts to the informational neighbourhood maps contained within
Chapter 12 – Urban Neighbourhoods, of the Pickering Official Plan, as set
out in Appendix Il to Report PLN 33-21;
3.That Zoning By-law Amendment Application A 11/20, initiated by the City of
Pickering, to implement Official Plan Amendment 40, be approved, and that
the Recommended Draft Zoning By-law Amendments as set out in
Appendices lll, lV, and V to Report PLN 33-21 be approved;
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7:00 pm
4.That Council adopt the Revised Urban Design Guidelines for Infill &
Replacement Housing in Established Neighbourhood Precincts, August
2021, as set out in Appendix Vl to Report PLN 33-21, which replaces the
Urban Design Guidelines for Infill & Replacement Housing in Established
Neighbourhood Precincts dated August 2020, adopted by Council on
September 28, 2020 through Resolution #428/20; and,
5.That the maximum Dwelling Height in Zoning By-laws Numbers 7872/21,
7873/21, and 7874/21be changed from 10 metres to 9 metres, and that
staff be directed to proceed with a public process to amend the above
noted Zoning By-laws in accordance with the provisions of the Planning
Act.
Carried on a Recorded Vote as Follows:
Yes No
Councillor Brenner Councillor Ashe
Councillor Butt Councillor McLean
Councillor Pickles
Mayor Ryan
12.Motions and Notice of Motions
There were no motions.
13.By-laws
As a result of Council’s decision pertaining to Agenda Item 10.2, Report PLN 38-21, there
were no by-laws to be adopted.
14.Other Business
14.1 Councillor McLean notified Members and Staff of an illegal dumping incident at
1234 Kingston Road and asked Staff whether there was a time period provided to
those applying for a demolition permit to conduct the demolition and whether they
had to report back where the materials were disposed of. Kyle Bentley, Director,
City Development, noted that such a process was not currently being
administered and spoke to various regulations in place to govern the disposal of
certain materials and advised that Staff would further explore the matter and
provide an update to Council.
14.2 Councillor Brenner inquired about the Hybrid WebEx Meeting Model with Susan
Cassel, City Clerk, noting that through this Model, Council and Committee
meetings would be held in Council Chambers with some Staff and Council
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Electronic Meeting
7:00 pm
Members joining electronically. She added that due to current orders, members
of the public would continue to observe the meetings through the livestream with
delegates being connected via audio phone connection.
14.3 Councillor Butt inquired about the City’s reopening plans for its fitness facilities,
with Sarah Douglas-Murray, Director, Community Services, advising that the
facilities would be opening to 100% capacity and that pre-registration and time
limits for sessions were no longer a requirement.
15.Confirmation By-law
By-law Number 7881/21
Councillor McLean, seconded by Councillor Ashe moved for leave to introduce a By-law
of the City of Pickering to confirm the proceedings of October 25, 2021.
Carried
16.Adjournment
Moved by Councillor Butt
Seconded by Councillor Pickles
That the meeting be adjourned.
Carried
The meeting adjourned at 9:01 p.m.
Dated this 25th day of October, 2021.
David Ryan, Mayor
Susan Cassel, City Clerk
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Special Council
Meeting Minutes
November 1, 2021
Electronic Meeting
12:30 pm
Present:
Mayor David Ryan
Councillors:
K.Ashe
M.Brenner
S.Butt
B.McLean
D.Pickles
Absent
I.Cumming
Also Present:
M.Carpino -Chief Administrative Officer
K.Bentley -Director, City Development & CBO
P.Bigioni -Director, Corporate Services & City Solicitor
S.Douglas-Murray -Director, Community Services
B.Duffield -Director, Operations
J.Eddy -Director, Human Resources
J.Hagg -Fire Chief
J.Flowers -CEO & Director of Public Libraries, Pickering Public Library
R.Holborn -Director, Engineering Services
F.Jadoon -Director, Economic Development & Strategic Projects
S.Karwowski -Director, Finance & Treasurer
S.Cassel -City Clerk
C.Rose -Chief Planner
N.Surti -Manager, Development Review & Urban Design
R.Perera -Deputy Clerk
C.Morrison -Principal Planner, Development Review
A.Gibbons -Counsel, Torys LLP
1.Roll Call
The City Clerk certified that all Members of Council were present, save and except
Councillor Cumming, and that all Members present were participating electronically in
accordance with By-law 7771/20.
2.Disclosure of Interest
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November 1, 2021
Electronic Meeting
12:30 pm
No disclosures of interest were noted.
Resolution #719/21
Moved by Councillor Pickles
Seconded by Councillor Butt
That Council move into closed session in accordance with the provisions of Section 239
(2)of the Municipal Act and Procedural By-law 7665/18, in that the matters to be
discussed relate to:
b)personal matters about an identifiable individual, including municipal or local board
employees;
d)labour relations or employee negotiations;
e)litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;
f)advice that is subject to solicitor-client privilege, including communications
necessary for that purpose; and,
k)a position, plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board.
Carried
Council took a brief pause to allow the livestream of the Meeting to be severed.
3.In Camera Matters
3.1 Confidential Memorandum from the Director, Human Resources
Re: Ratification of the Pickering Firefighters’ Collective Bargaining Memorandum
of Settlement
This portion of the meeting was closed to the public. Refer to the In Camera
meeting minutes for further information. [City Clerk has custody and control of the
In Camera minutes.]
3.2 Confidential Memorandum from the Director, Human Resources
Re: Personal Matter about an Identifiable Individual
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Meeting Minutes
November 1, 2021
Electronic Meeting
12:30 pm
This portion of the meeting was closed to the public. Refer to the In Camera
meeting minutes for further information. [City Clerk has custody and control of the
In Camera minutes.]
3.3 Confidential Memorandum from the Director, City Development
Re: Claremont Subdivision and Rezoning Applications Before the Ontario Land
Tribunal (OLT)
This portion of the meeting was closed to the public. Refer to the In Camera
meeting minutes for further information. [City Clerk has custody and control of the
In Camera minutes.]
3.4 Confidential Verbal Update from the City Solicitor
Re: the Master Development Agreement Negotiations for the City Centre
This portion of the meeting was closed to the public. Refer to the In Camera
meeting minutes for further information. [City Clerk has custody and control of the
In Camera minutes.]
Resolution #720/21
Moved by Councillor Pickles
Seconded by Councillor McLean
That Council rise to the open session of the Special Meeting of Council and ratify
the confidential direction provided to Staff.
Carried
Council took a brief pause to allow the livestream of the Meeting to be resumed.
Mayor Ryan stated that during the closed portion of the meeting, Council
considered matters relating to a personal matter about an identifiable individual,
labour relations and negotiations, negotiations being carried out on behalf of the
municipality, received advice subject to solicitor-client privilege, and provided
direction to Staff.
3.1 Confidential Memorandum from the Director, Human Resources
Re: Ratification of the Pickering Firefighters’ Collective Bargaining Memorandum
of Settlement
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Special Council
Meeting Minutes
November 1, 2021
Electronic Meeting
12:30 pm
Mayor Ryan stated that the direction pertaining to Item 3.1, Ratification of the
Pickering Firefighters’ Collective Agreement was before Council to adopt in open
session.
Resolution #721/21
Moved by Councillor Butt
Seconded by Councillor McLean
That the Memorandum of Settlement, dated October 22, 2021, between The
Corporation of the City of Pickering and the Pickering Professional Firefighters’
Association (PPFA) be ratified, and the Director, Human Resources be authorized
to take the necessary actions.
Carried Unanimously on a Recorded Vote
4.Delegations
There were no delegations.
5.Matters for Consideration
5.1 Director, Corporate Services & City Solicitor, Report LEG 19-21
City Centre Project Master Agreement Issues
A question and answer period ensued between Members of Council and Staff,
regarding:
•the City gaining close to $1 million in real estate value in the land swap to
the Ontario Pension Board (OPB), and the need for the proposed facilities
in the City Centre project;
•the participation covenants potentially limiting Community Services and the
Library in displaying videos and films in the new City Centre;
•the City Centre square being the intended location for the Farmer’s Market,
and the Farmer’s Market currently operating in the City Hall parking lot due
to preference for a hard surface;
•conditions placed by the Province and the Federal Governments when
selling land to a Municipality to deter the flip of lands;
•the City solicitor, Torys LLP, and Deloitte LLP supporting the prudence of a
participation covenant in the Master Development Agreement;
•the need to continue discussions with the OPB to ensure that the Master
Development Agreement includes participation covenants;
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November 1, 2021
Electronic Meeting
12:30 pm
•the City conducting the land swap in trust that OPB would develop
condominiums on the lands and the possibility of the City having a financial
risk should the OPB not develop on the lands;
•the possibility of a new owner applying for a zoning amendment should the
OPB resell the lands;
•the vision for condominiums to be built on the South Esplanade Block being
a mechanism to offset the operating cost of the three buildings;
•the land appraisal conducted by the independent firm demonstrating good
value for the City on the land swap;
•Staff having reasonable confidence that the City would be able to resolve
the issue of the covenants with Farm Boy and Cineplex, and the City’s
ability to address the covenants directly with Farm Boy and Cineplex;
•the nature of the films that would be displayed by the Library and
Community Services differing from those that would be displayed by
Cineplex eliminating any competition;
•both the City and the OPB working together to limit the restrictions that
would be posed on the City by the restrictive covenants and the intention of
the OPB being to provide clear title of the lands to the City;
•other options being at the City’s disposal to resolve the issue pertaining to
restrictive covenants should the OPB be unable to resolve the issues; and,
•confidence that the City would not be at risk without the participation clause
due to the subject lands being of prime real estate value and the socio-
economic benefits of the project.
Resolution #722/21
Moved by Councillor Ashe
Seconded by Councillor Pickles
1.That Report LEG 19-21 be received;
2.That Council wishes to proceed with the City Centre Project, and that staff
be directed to finalize the Master Agreement: (i) without any provisions for
profit-sharing; and, (ii) without any additional provisions addressing
restrictive covenants; and,
3.That appropriate City of Pickering officials be authorized to take the actions
necessary to implement the recommendations in this report.
Carried on a Recorded Vote as Follows:
Yes No
Councillor Ashe Councillor Brenner
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Special Council
Meeting Minutes
November 1, 2021
Electronic Meeting
12:30 pm
Councillor Butt Councillor McLean
Councillor Pickles
Mayor Ryan
6.Confirmation By-law
By-law Number 7882/21
Councillor Ashe, seconded by Councillor Pickles moved for leave to introduce a by-law of
the City of Pickering to confirm the proceedings of November 1, 2021.
Carried
7.Adjournment
Moved by Councillor Butt
Seconded by Councillor Brenner
That the meeting be adjourned.
Carried
The meeting adjourned at 2:39 pm
Dated this 1st of November, 2021.
David Ryan, Mayor
Susan Cassel, City Clerk
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Executive Committee
Meeting Minutes
November 1, 2021
Electronic Meeting – 2:00 pm
Chair: Councillor Pickles
Present:
Mayor David Ryan – arrived at 2:48 p.m.
Councillors:
K. Ashe
M. Brenner
S. Butt
B. McLean
D. Pickles
Absent
I. Cumming
Also Present:
M. Carpino - Chief Administrative Officer
K. Bentley - Director, City Development & CBO
P. Bigioni - Director, Corporate Services & City Solicitor
S. Douglas-Murray - Director, Community Services
B. Duffield - Director, Operations
J. Eddy - Director, Human Resources
J. Hagg - Fire Chief
R. Holborn - Director, Engineering Services
F. Jadoon - Director, Economic Development & Strategic Projects
S. Karwowski - Director, Finance & Treasurer
S. Cassel - City Clerk
R.Perera - Deputy Clerk
J. Litoborski - Supervisor, Licensing & Enforcement
Due to the Special Council Meeting held at 12:30 p.m., the Executive Committee Meeting
commenced at 2:45 p.m.
1. Roll Call
The City Clerk certified that all Members of Council were present, save and except Mayor
Ryan and Councillor Cumming, and that all Members present were participating
electronically in accordance with By-law 7771/20.
Mayor Ryan joined the electronic meeting at 2:48 p.m.
1
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Executive Committee
Meeting Minutes
November 1, 2021
Electronic Meeting – 2:00 pm
Chair: Councillor Pickles
2.Disclosure of Interest
No disclosures of interest were noted.
3.Delegations
3.1 Paul W hite, President
Fairport Beach Neighbourhood Association (Inc.1949)
Re: Report BYL 02-21
Waterfront Parking
-Current and Proposed Actions
Paul White, President, Fairport Beach Neighbourhood Association (Inc.1949),
joined the electronic meeting via audio connection to speak to Report BYL 02-21,
and advised that he was in agreement with the concept of paid permit parking. He
spoke to the parking system of the Town of Ajax, and the public consultation
process undertaken by the City to obtain feedback regarding the City’s current
parking measures and the proposal to implement paid permit parking, both on-
street and at City waterfront parking lots. He raised concerns regarding the late
night operational hours for the waterfront park, and added that such hours would
invite unfortunate incidents. He further noted that the City should engage the
Fairport Beach Neighbourhood Association in receiving input on the matter, and
spoke to feedback he had received from area residents. He concluded his
delegation by asking for paid parking for West side of Cliffview Road.
A brief question and answer period ensued between Mr. White and Members of
Council on implementing paid parking on Park Crescent.
4.Matters for Consideration
4.1 Director, Corporate Services & City Solicitor, Report BYL 02-21
Waterfront Parking
-Current and Proposed Actions
A brief question and answer period ensued between Members of Council and
Staff, regarding:
•comparators that the City looked at in implementing the $5/hour and the
$30 maximum parking rate;
•whether Staff were aware of any changes to the Ajax parking rates;
•paid permit parking for Rodd Avenue and Bellavista Drive and engaging
residents on Cliffview Road for further community engagement;
•the benefits of electronic parking payment mobile applications;
2
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Executive Committee
Meeting Minutes
November 1, 2021
Electronic Meeting – 2:00 pm
Chair: Councillor Pickles
•ensuring that the waterfront was accessible to all residents while minimizing
the negative impact to the park;
•whether parking meters would be installed by the City on the roads noted in
the Report;
•free parking for veterans and individuals with disabilities;
•the public consultation confirming the need for paid parking on the noted
roads;
•whether paid permit parking would be a standard solution that would be
applied to other areas; and,
•Pickering residents receiving free parking for the waterfront area through
preregistration.
Recommendation:
Moved by Councillor Ashe
Seconded by Councillor Brenner
1.That Council approve the implementation of paid parking at the City’s
waterfront parking lots (Liverpool Road, Beachpoint Promenade, and
Progress Park), and paid permit parking on one side of waterfront area
streets (see Attachment No. 1 – maps) from May 1st to October 1st annually;
2.That Council direct staff to communicate with residents on Park Crescent,
Rodd Ave., and Bellavista Drive to determine if it is advisable to apply
similar restrictions in these locations;
3.That Council approve a no charge permit for all Pickering residents who
pre-register, which will allow use of the waterfront lots and on-street permit
parking by City residents at no charge;
4.That Council approve an hourly parking rate for City waterfront parking lots,
and on-street parking areas at a rate of $5.00 per hour, setting a maximum
parking time of six hours;
5.That Council authorize staff to develop a permit system for each waterfront
street household to accommodate guest parking;
6.That Council approve free parking for accessible parking permit holders
and vehicles bearing veterans’ plates;
7.That the City continue to investigate options to create additional parking in
the waterfront areas;
3
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Executive Committee
Meeting Minutes
November 1, 2021
Electronic Meeting – 2:00 pm
Chair: Councillor Pickles
8.That Council provide pre-budget approval of $75,000.00 to award a
procurement process yet to be conducted to solicit bids for software and
hardware options;
9.That staff be directed to include in the draft 2022 current budget the
additional staffing set out in this report to support the implementation and
administration of the foregoing Recommendations; and,
10.That appropriate City of Pickering officials be authorized to take the actions
necessary to implement the recommendations in this report.
Carried Later in the Meeting (See Following Motion)
Moved by Councillor Ashe
Seconded by Councillor Brenner
That Item 2 of the main motion be amended by deleting the words “Rodd Ave.”
and “Bellavista Drive” and inserting the words “Cliffview Road”.;
Carried
The Main Motion, as amended, was then
Carried Unanimously on a Recorded Vote
4.2 Director, Corporate Services & City Solicitor, Report BYL 03-21
Deferral of Implementation of Accessible Service Supplement Fees
Vehicle for Hire By-law
Recommendation:
Moved by Councillor Ashe
Seconded by Councillor Brenner
1.That Report BYL 03-21 respecting a deferral of the implementation of the
Accessible Service Supplement enacted in the Vehicle for Hire By-law
7739/20 be received;
2.That the implementation and collection of the Vehicle for Hire Accessible
Service Supplement be deferred until January 1, 2023; and,
3.That appropriate City of Pickering officials be authorized to take the actions
necessary to implement the recommendations in this report.
4
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Executive Committee
Meeting Minutes
November 1, 2021
Electronic Meeting – 2:00 pm
Chair: Councillor Pickles
Carried
4.3 Director, Community Services, Report CS 29-21
Community Association Lease Agreement
-South Pickering Seniors Club
Recommendation:
Moved by Councillor Ashe
Seconded by Councillor Brenner
1.That the Mayor and City Clerk be authorized to execute the Lease
Agreement with the South Pickering Seniors Club set out in Attachment 1
to this Report, 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.
Carried
4.4 Director, Engineering Services, Report ENG 23-21
Streetlighting on Regional Roads
-Proposed Study of Current Policy/Practice
Recommendation:
Moved by Councillor Ashe
Seconded by Councillor Brenner
1.That Council endorse the Draft Terms of Reference for a study of the
Region of Durham’s current policy/practice with respect to streetlighting on
Regional roads;
2.That, through the Office of the CAO, appropriate City staff be selected to
represent the City of Pickering on the study working group consisting of
Regional and Local Area Municipality staff;
3.That staff report back on the results of the procurement of consulting
services and seek Council authorization for a financial contribution to the
study; and,
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Executive Committee
Meeting Minutes
November 1, 2021
Electronic Meeting – 2:00 pm
Chair: Councillor Pickles
4.That the appropriate officials of the City of Pickering be authorized to take
the necessary actions indicated in this reports.
Carried
5.Other Business
5.1 Councillor Brenner gave notice that he would be bringing forward a Notice of
Motion regarding pre-budget approval pertaining to the camera technology in
Council Chambers.
5.2 Councillor Ashe noted that Andrea Horwath, Leader of the Opposition Party,
during a recent visit to Pickering, had stated that the lands in Northeast Pickering
should be placed in the Green Belt. He noted that the statement resulted in
misinformation regarding the Watershed study, and added that the Toronto
Region Conservation Authority (TRCA) would be reaching out to Ms. Horwath to
correct the statement and asked that Mayor Ryan contact Ms. Horwath to correct
the statement as this could negatively impact the City’s bid submission related to a
proposed hospital.
6.Adjournment
Moved by Councillor Butt
Seconded by Councillor McLean
That the meeting be adjourned.
Carried
The meeting adjourned at 3:25 pm.
6
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Planning & Development
Committee Meeting Minutes
November 1, 2021
Electronic Meeting – 7:00 pm
Chair: Councillor Ashe
Present:
Mayor David Ryan
Councillors:
K.Ashe
M.Brenner
S.Butt
B.McLean
D.Pickles
Absent
I.Cumming
Also Present:
M.Carpino -Chief Administrative Officer
K.Bentley -Director, City Development & CBO
S.Cassel -City Clerk
C.Rose -Chief Planner
D.Jacobs -Manager, Policy & Geomatics
N.Surti -Manager, Development Review & Urban Design
R.Perera -Deputy Clerk
K.Kilbourne -Principal Planner, Policy
C.Morrison -Principal Planner, Development Review
F.Chau -Planner ll
1.Roll Call
The City Clerk certified that all Members of Council were present, save and except
Councillor Cumming, and that all Members present were participating electronically in
accordance with By-law 7771/20.
2.Disclosure of Interest
No disclosures of interest were noted.
3.Statutory Public Meetings
Councillor Ashe, Chair, gave an outline of the requirements for a Statutory Public Meeting
under the Planning Act. He outlined the notification process procedures and also noted
that if a person or public body does not make oral or written submissions to the City
1
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Planning & Development
Committee Meeting Minutes
November 1, 2021
Electronic Meeting – 7:00 pm
Chair: Councillor Ashe
before the By-law is passed, that person or public body are not entitled to appeal the
decision of City Council to the Ontario Land Tribunal (OLT), and may not be entitled to be
added as a party to the hearing unless, in the opinion of the OLT, there are reasonable
grounds to do so.
Catherine Rose, Chief Planner, appeared before the Committee to act as facilitator for
the Statutory Public Meeting portion of the meeting, explaining the process for discussion
purposes as well as the order of speakers.
3.1 Information Report No. 15-21
Zoning By-law Amendment Application A 07/21
KMSD Mankaryous Holdings Inc. and 1816638 Ontario Inc.
1695 Bayly Street
A statutory public meeting was held under the Planning Act, for the purpose of
informing the public with respect to the above-noted application.
Felix Chau, Planner II, provided the Committee with an overview of Zoning By-law
Amendment Application A 07/21. Through the aid of a PowerPoint presentation,
Mr. Chau outlined the subject lands, noting that the purpose of the amendment
was to amend the existing site-specific zoning for the subject lands to include an
automobile sales showroom and an office, an automobile service repair garage,
bakery, a club, a commercial club, a commercial-recreational establishment, an
office-associated commercial establishment, and a printing shop. He further spoke
to the planning policy framework, planning and design comments, and the next
steps in the application process.
Bob Martindale, Principal, Martindale Planning Services, joined the electronic
meeting via audio connection and noted that he was available for questions and
added that the applicant would not be pursuing the inclusion of sensitive land
uses, and therefore would not need a land use study. He further added that the
applicant was looking to increase the retail and personal services use up to 10%
to pursue additional opportunities without invalidating the concept of the
application. Mr. Martindale noted that Marianne Mankaryous, KMSD Mankaryous
Holdings, Said Agaiby, 1816638 Ontario Inc., and Vincent Santamaura, Vincent J.
Santamaura, Architect Inc., were also connected to the meeting via audio
connection and were available for questions.
Moved by Councillor Brenner
Seconded by Councillor Pickles
That the rules of procedure be suspended to allow a presentation from registered
delegate Joe Bessada, Bessada Kia, under Item 3.1 of the agenda.
2
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Planning & Development
Committee Meeting Minutes
November 1, 2021
Electronic Meeting – 7:00 pm
Chair: Councillor Ashe
Carried on a Two-Thirds Vote
Joe Bessada, Bessada Kia, joined the electronic meeting via audio connection to
speak to the Zoning By-law Amendment Application A 07/21 and noted that he
had a dealership immediately west of the proposed development. Through the aid
of a PDF presentation, Mr. Bessada raised concerns regarding the use of the
word ‘prestigious’ as it pertains to the application and provided several examples
of similar developments that after time, become an eye sore in the community and
have negative impacts on the surrounding streetscape.
A question and answer period ensued between Members of the Committee, Staff,
Mr. Santamaura, and Mr. Martindale, regarding:
•whether there were any design guidelines in effect for the subject lands;
•whether the applicant would be pursuing auto body uses on the subject
lands;
•whether the applicant would be open to selling innovative cars such as
Hybrid vehicles;
•clarification on the sale and/or repair of strider vans and the taller bays in
the proposed development providing a unique opportunity in this regard;
•whether the applicant owns other similar auto centres;
•definition of a club and a commercial club;
•the application including the request for a bakery and intent of the applicant
for the long term development of the lands;
•the location being a key location in the City and ensuring that the proposed
development does not negatively impact the streetscape of the area;
•the intersection being a gateway corner and whether staff had any other
designations and design guidelines;
•access points to the proposed development and potential traffic concerns;
•restricting outdoor storage on the subject lands; and,
•whether the applicant was requesting a truck rental zoning.
4.Delegations
There were no delegations.
5.Planning & Development Reports
5.1 Director, Corporate Services & City Solicitor, Report LEG 16-21
1232548 Alberta Inc. – Plan of Subdivision 40M-2435
-Final Assumption of Plan of Subdivision
3
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Planning & Development
Committee Meeting Minutes
November 1, 2021
Electronic Meeting – 7:00 pm
Chair: Councillor Ashe
-Lots 1 to 5, Plan 40M-2435
-File: 40M-2435
A brief question and answer period ensued between Members of Council and
Staff regarding:
•confirmation that the required services had been completed; and,
•concerns regarding asphalt deteriorating in newer subdivisions and the
need for Staff to inspect the top coating and drainage.
Recommendation:
Moved by Councillor Pickles
Seconded by Councillor Brenner
1. That works and services required by the Subdivision Agreement within Plan
40M-2435, 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 as sumed for maintenance;
2. That 1232548 Alberta Inc. be released from the provisions of the
Subdivision Agreement and any amendments thereto relating to Plan 40M-
2435; and,
3. That the appropriate City of Pickering officials be authorized to take the
actions necessary to implement the recommendations in this report.
Carried
5.2 Director, City Development & CBO, Report PLN 41-21
City Initiated: Official Plan Amendment
Kingston Mixed Corridor and Brock Mixed Node Intensification Areas
Recommended Amendment 38 to the Pickering Official Plan
Recommended Informational Revision 26 to the Pickering Official Plan
File: OPA 20-004/P
Kyle Bentley, Director, City Development & CBO, advised that the purpose of
Report 41-21 is to present Council with the policies pertaining to the Pickering
Official Plan Amendment 38. He added that the proposed recommendations serve
to establish the vision for the area and does not permit any development as of
right. Mr. Bentley advised that the current zoning reflects the existing uses of the
lands and any applications for redevelopment would require a zoning by-law
4
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Planning & Development
Committee Meeting Minutes
November 1, 2021
Electronic Meeting – 7:00 pm
Chair: Councillor Ashe
amendment application which would include mandatory public notification and
public consultation prior to the application coming before Council for
consideration.
Discussion and a question and answer period ensued between Members of the
Committee and Staff regarding;
•the difficulty in refusing a zoning by-law amendment application when the
Official Plan permits such development;
•concerns regarding the proposed maximum height and the recommended
uses for various areas identified in the Study;
•comments by Durham Region with concerns regarding water/sewer
servicing and whether a traffic and transportation accumulative analysis
had been conducted;
•the adverse impact to traffic on Kingston Road with a recommended
maximum of 35 storeys for high rise buildings;
•concerns of loss of jobs and businesses and losing the commercial tax
base due to large developments along the corridor;
•feedback from residents and the public feedback being inconsistent with
the recommendations noted in Report PLN 41-21;
•whether landlords with vacant tenants would receive a tax rebate;
•clarification regarding the concerns from the Ministry of Transportation
regarding the proposed private streets identified east of Brock Road, south
of Pickering Parkway, and north of Highway 401;
•whether there were concerns from the Ministry of Transportation and the
Region of Durham regarding the public roads with access to Brock Road
north of Pickering Parkway;
•the need for additional schools to accommodate the recommended
intensification;
•the lack of large parks in the intensification plans;
•the height for the mixed use type C and the zoning by-laws for the subject
lands being scheduled to come forward in Spring 2022;
•the Toronto and Region Conservation Authority (TRCA) designating certain
areas as flood areas and whether the TRCA had provided comments on
the proposed amendments;
•interim measures in place once the OPA comes into effect while the zoning
by-laws are being drafted and how the community would be protected in
the interim period;
•the need to identify the responsibilities of external authorities;
•outline of the Economic Development Plan and how it will work with
individual applications, as they are brought forward, to ensure that there will
5
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Planning & Development
Committee Meeting Minutes
November 1, 2021
Electronic Meeting – 7:00 pm
Chair: Councillor Ashe
be a mix of services, employment, and residential spaces to accommodate
for the loss of existing businesses; and,
•the need to conduct clear communication to increase public confidence and
understanding of the proposed recommendations.
Recommendation:
Moved by Mayor Ryan
Seconded by Councillor Pickles
1.a) That Official Plan Amendment Application OPA 20-004/P, initiated by
the City of Pickering, to add new policies to the Pickering Official
Plan with regard to the Kingston Mixed Corridor and Brock Mixed
Node Intensification Areas, as set out in Appendix I to Report PLN
41-21, be approved; and,
b)That the Draft By-law to adopt Official Plan Amendment 38 to the
Pickering Official Plan, to add new policies to the Pickering Official
Plan with regard to the Kingston Mixed Corridor and Brock Mixed
Node Intensification Areas, as set out in Appendix I to Report PLN
41-21, be finalized and forwarded to Council for enactment;
2. That Council adopt Informational Revision 26 to the Pickering Official Plan
of the Pickering Official Plan with regard to the Kingston Mixed Corridor and
Brock Mixed Node Intensification Area, as set out in Appendix Il to Report
PLN 41-21;
3. That staff be directed to bring forward an implementing Zoning By-law for
the Kingston Mixed Corridor and Brock Mixed Node Intensification areas
addressing site specific matters including maximum building heights,
maximum floor space indices, and other appropriate development
standards;
4. That Council repeal the following redundant development guidelines:
Kingston Road Corridor Development Guidelines, Northeast Quadrant
Development Guidelines, Specialty Retailing Node Development
Guidelines, Walnut Lane Area Development Guidelines and Town Centre
West Development Guidelines;
5. That staff be directed to bring forward refined Urban Design Guidelines for
the Kingston Mixed Corridor and Brock Mixed Node Intensification Areas
for Council endorsement with the recommended implementing Zoning By-
law; and,
6
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Planning & Development
Committee Meeting Minutes
November 1, 2021
Electronic Meeting – 7:00 pm
Chair: Councillor Ashe
6.That a copy of Official Plan Amendment 38, Informational Revision 26, and
all supporting documents be forwarded to the Region of Durham for review
and approval.
Lost on a Tie Vote, Recorded as Follows:
Yes No
Councillor Ashe Councillor Brenner
Councillor Pickles Councillor Butt
Mayor Ryan Councillor McLean
6.Other Business
6.1 Councillor Brenner gave notice that he would be bringing forward a Motion
regarding the City Initiated: Official Plan Amendment, Kingston Mixed Corridor and
Brock Mixed Node Intensification Areas, Recommended Amendment 38 to the
Pickering Official Plan, Recommended Informational Revision 26 to the Pickering
Official Plan, File: OPA 20-004/P at the November 22, 2021 Council Meeting due
to PLN 41-21 having lost on a tie vote.
7.Adjournment
Moved by Councillor McLean
Seconded by Councillor Butt
That the meeting be adjourned.
Carried
The meeting adjourned at 9:05 pm.
7
- 51 -
The Regional
Municipality
of Durham
Corporate Services
Department
Legislative Services
605 Rossland Rd. E.
Level 1
PO Box 623
Whitby, ON L1N 6A3
Canada
905-668-7711
1-800-372-1102
Fax: 905-668-9963
durham.ca
Don Beaton, BCom, M.P.A.
Commissioner of Corporate
Services
THIS LETTER HAS BEEN FORWARDED
TO THE EIGHT AREA CLERKS AND DURHAM MPPS
October 27, 2021
Susan Cassel
Clerk
City of Pickering
1 The Esplanade
Pickering, ON L1V 6K7
Dear Ms. Cassel:
RE: Free Menstrual Products at Region Facilities, Our File: A00
Council of the Region of Durham, at its meeting held on October 27, 2021,
adopted the following resolution:
“Whereas according to the most recent Canada census data 51% of
the population of Durham Region are women;
And Whereas the government of Ontario has taken a leadership
position and recently announced a province-wide initiative to
provide free menstrual products to every secondary school in
Ontario;
And Whereas “Period Poverty” where girls do not have access or
the resources for menstrual products exists in our community, and
this can interfere with their ability to take part in sports and or
activities;
And Whereas menstrual products are a necessity, not a luxury;
And Whereas access to free high-quality products is fundamentally
a human rights issue and crucial to the health, well being and
success of women who don’t have access to these products;
And Whereas women’s menstrual products are not currently freely
available in all public Region run facilities,
And Whereas the lack of feminine hygiene products has been
identified as a barrier to access for some women and girls;
Now therefore be it resolved:
1.That staff investigate the possibility and cost of adding
free menstrual products to all public Region facilities and add
this as a decision item for the 2022 Regional budget; and
If you require this information in an accessible format, please contact 1-800-372-1102 extension 2097.
Corr. 54-21
- 52 -
Page 2 of 2
2. That a copy of this motion be shared with all Durham area
Municipalities, and Durham area MPPs.”
Ralph Walton
Ralph Walton,
Regional Clerk/Director of Legislative Services
RW/ks
- 53 -
November 1, 2021
VIA EMAIL
The Honourable Peter Bethlenfalvy
Minister of Finance
Frost Building South
7th Floor, 7 Queen’s Park Cres.
Toronto, ON M7A 1Y7
Dear Minister Bethlenfalvy,
RE: Toll equity and Highway 413
We are writing on behalf of the Ajax-Pickering Board of Trade, Clarington Board of Trade,
Greater Oshawa Chamber of Commerce, and the Whitby Chamber of Commerce to
share our position on toll equity and Highway 413. Durham Region is home to the only
tolled north/south highways in Ontario; Highway 412 and Highway 418. We have been
vocal in our opposition to these tolls and our members have repeatedly ranked the issue
as their top transportation concern.
We believe it is important to ensure that our transportation infrastructure supports
north/south travel to help facilitate the movement of people and goods in Durham
Region. By tolling these major arteries, the province has likely pushed highway traffic on
to residential streets. Further, it has created an economic disadvantage for those local
businesses relying on north/south highways. This includes our local agriculture businesses.
The proposed Highway 413 is outside of our jurisdiction, and we have no formal position
on its need or route. We would however ask the province to treat all Regions, including
Durham Region, fairly and equitably as it relates to tolls in the development of any new
highway infrastructure.
On behalf of our members, we thank you for the opportunity to represent the voice and
needs of our members and stakeholders. Our chambers and boards of trade celebrate
the province’s commitment to transportation improvements, including investments in the
Lakeshore East GO line to Bowmanville. We look forward to a continued partnership with
the Ontario government as we work toward the common goal of supporting Ontario’s
businesses.
Sincerely,
Nicole Gibson, Executive Director, Ajax-Pickering Board of Trade
Sheila Hall, Executive Director, Clarington Board of Trade
Jason King, Chief Executive Office, Greater Oshawa Chamber of Commerce
Matthew Parish, President of the Board, Whitby Chamber of Commerce
Corr. 55-21
- 54 -
CC:
The Honourable Caroline Mulroney, Minister of Transportation
The Honourable Lorne Coe, MPP, Whitby
The Honourable Rod Phillips, MPP, Ajax
Jennifer French, MPP, Oshawa
Lindsey Park, MPP, Durham
David Piccini, MPP, Northumberland—Peterborough South
John Henry, Chair and CEO, Regional Municipality of Durham
Dan Carter, Mayor, Oshawa
Shaun Collier, Mayor, Ajax
Adrian Foster, Mayor, Clarington
Don Mitchell, Mayor, Whitby
Dave Ryan, Mayor, Pickering
Rocco Rossi, President, Ontario Chamber of Commerce
- 55 -
Town of Whitby
575 Rossland Road East,
Whitby, ON L1N 2M8
905.430.4300
whitby.ca
November 3, 2021
Via Email:
Dr. Kieran Moore
Chief Medical Officer of Health
kieran.moore@ontario.ca
Dr. Robert Kyle
Medical Officer of Health, Region of Durham
health@durham.ca
Re: Proof of Vaccination for all Participants in Organized Sports
Please be advised that at a meeting held on November 1, 2021, the Council of the
Town of Whitby adopted the following as Resolution # 281-21:
Whereas activities related to organized sports such as close contact, forceful
exhalation, prolonged exposure, crowded indoor spaces and removal of
masks/face coverings during physical activity enhance the likelihood of COVID-
19 transmission; and,
Whereas the current Provincial Regulations do not require participants in
organized sports ages 12 to 17 to provide proof of vaccination or proof of medical
exemption, despite this age group being eligible for COVID-19 vaccinations; and,
Whereas the current Provincial Regulations do not require proof of vaccination or
proof of medical exemption for any participant in organized sports serving in the
capacity of a volunteer, coach, or official, including adults over the age of 18;
and,
Whereas the Provincial Chief Medical Officer of Health has encouraged
individual sports organizations, such as minor hockey associations, to develop
their own policies requiring proof of vaccination of players, coaches, trainers,
referees, and other participants; and,
Whereas the Regional Medical Officer of Health has recommend that sports and
recreational fitness facilities consider developing their own policies requiring
proof of vaccination for all participants in organized sports ages 12 and older
including players, coaches, officials, and volunteers; and,
Corr. 56-21
- 56 -
Page 2 of 2
Whereas requiring proof of vaccination for all individuals ages 12 and older in
sports and recreational fitness facilities will strengthen protections in the
community by helping to curb the spread of COVID-19; and,
Whereas a Provincial or Regional requirement for proof of vaccination for all
participants ages 12 and older at all sports and recreational fitness facilities in
Ontario or Durham Region would provide residents with clarity and consistency.
Now therefore be it resolved:
1.That the Town of Whitby requests the Province of Ontario and Region of
Durham to enact regulations requiring proof of vaccination at all sports and
recreational fitness facilities for all participants in organized sports ages 12
and older including players coaches, officials, and volunteers at these events;
and,
2.That the Clerk be directed to send a copy of this resolution to Dr. Kieran
Moore, Provincial Chief Medical Officer of Health, Dr. Robert Kyle, Regional
Medical Officer of Health, M.P.P. Lorne Coe, and all Durham municipalities.
Should you require further information, please do not hesitate to contact John Romano,
Commissioner of Community Services at 905.430.4321.
Kevin Narraway
Manager of Legislative Services/Deputy Clerk
Copy: J. Romano, Commissioner of Community Services - romanoj@whitby.ca
Lorne Coe, M.P.P., Whitby - lorne.coe@pc.ola.org
N. Cooper, Director of Legislative and Information Services, Town of Ajax
clerks@ajax.ca
F. Lamanna, Clerk/Deputy CAO, Township of Brock -
fernando.lamanna@brock.ca
J. Gallagher, Municipal Clerk, Municipality of Clarington - clerks@clarington.net
M. Medeiros, City Clerk, City of Oshawa - clerks@oshawa.ca
S. Cassel, City Clerk, City of Pickering - clerks@pickering.ca
B. Jamieson, Director of Corporate Services/Municipal Clerk, Township of
Scugog - bjamieson@scugog.ca
D. Leroux, Clerk, Township of Uxbridge - dleroux@uxbridge.ca
- 57 -
From: John Singleton
Date: November 8, 2021 at 1:14:39 PM EST
Subject: Pickleball in Pickering
Please find attached a petition addressed to the Mayor of Pickering, members of City of
Pickering Council, the City of Pickering Chief Administrative Officer and the City of Pickering
Director of Community Services.
This petition expresses the signatories' concern over the City of Pickering’s lack of support for
the sport of Pickleball and requests attention to the development of practical, near-term
solutions. Specifically, the signatories are recommending the allocation of tennis court space at
Chestnut Hill Recreation Center to the sport of Pickleball as a short term and/or interim option
pending more permanent solutions.
This petition has, to date, been signed by over 200 Pickleball enthusiasts within the Pickering
area and environs, with additional signatures being received every day. We note that these
signatures have been provided within the space of less than two weeks, indicative of the interest
and urgency of the petitioners.
We acknowledge the announcement last week that a new, city sponsored Pickleball program
will be starting in mid November at East Shore Community Center. We welcome this recent
announcement, however, we also believe that two courts at ESCC fall short of meeting the
needs of the very large community of Pickleball players in Pickering. We also note that the
nature of the program starting at ESCC does not support ‘drop in’ Pickleball (the approach taken
by the majority of municipalities), nor does it support ‘club-type’ play. Our recommendations
remain the same – specifically, the multi-purpose use of existing tennis court space at Chestnut
Hill Recreation Center, ideally under a ‘drop in’ format of play.
We look forward to your response.
Corr. 57-21
- 58 -
Pickering Pickleball Petition
This petition is being respectfully submitted on behalf of the Pickering Pickleball
community, which includes the 300 some members of the 1st Pickering Pickleball Club
and the (estimated) equal number of ‘non-club’ Pickleball enthusiasts who reside in the
City of Pickering and play in other locales due to the lack of venues within the City of
Pickering.
Pickleball is the fastest growing sport in North America. Though it has historically been
characterized as a sport for the “Active Over 55” population and remains a hugely
popular sport within that demographic, its popularity is growing exponentially within all
age groups and demographics. Pickleball provides the opportunity for exercise and
social camaraderie, at a relatively low cost, to any participant regardless of age, gender
or previous athletic experience.
This petition is being submitted to express the disappointment of the petition signatories
in the City of Pickering’s historic lack of support for Pickleball and to request City
Leadership attention (at both the Political and Administrative levels) to the development
of solutions to support the game within the City of Pickering.
At the current time, the City of Pickering provides no dedicated facilities, either indoor or
outdoor, for Pickleball.
For outdoor play (which will soon not be an option in any event), venues are limited to a
small number of courts spread disparately across the City, shared with tennis players,
basketball players and other users. These are (generally) older, asphalt surfaced
courts, some in less than optimum condition, and some with no nets, fences or
windscreens. (In some cases, Pickleball players must bring their own nets and, in some
cases, tape the PB lines onto the courts themselves.)
For indoor play there are currently no venues. Courts previously available in the ‘Salon’
rooms at the Recreation Center are no longer available. For a short period of time, an
indoor tennis court at the Recreation Center was allocated to Pickleball, however, that
has also not been available for some time. A City sponsored Pickleball program at East
Shore Community Center has recently restarted, however, this is aimed primarily toward
‘learn to play’ beginners and the two courts at ESCC do not support the wider Pickering
Pickleball Community.
We understand that the City of Pickering has longer term plans for expanded
recreational facilities (potentially including Pickleball) in the City Center and Seaton
area. We applaud this longer-term planning if it includes Pickleball, however, it does not
solve the short-term need.
The signatories of this petition respectfully request that the City of Pickering Leadership
Team look for near term opportunities to provide both indoor and outdoor venues to
support the game of Pickleball. Our view is that the allocation of one indoor tennis court
at Chestnut Hill Recreation Center to Pickleball is an easy short-term solution. One
tennis court, shared with Pickleball for (say) 3 or 4 days per week, 3 or 4 hours per
morning, would provide an acceptable short-term solution … supporting both the
- 59 -
Pickleball community and not disrupting the tennis community. The allocation of tennis
court #1 at Chestnut Hill Recreation Center would provide room for 4 Pickleball courts.
We thank you for your consideration of this petition and look forward to your response.
Addressees (Political):
Mayor Dave Ryan mayor@pickering.ca
Kevin Ashe kashe@pickering.ca
Bill McLean bmclean@pickering.ca
David Pickles dpickles@pickering.ca
Maurice Brenner mbrenner@pickering.ca
Ian Cumming icumming@pickering.ca
Shaheen Butt sbutt@pickering.ca
Addressees (Administrative):
Marisa Carpino, Chief Administrative Officer, City of Pickering mguinto@pickering.ca
Sarah Douglas-Murray, Director of Community Services, City of Pickering sdouglas-
murray@pickering.ca
- 60 -
PICKERING PICKLEBALL PETITION 2021
Timestamp First Last Name Street address and unit City Postal Phone Email Address
Name Code number
optional
1 10/22/2021 Pickering
16:34:15
2 10/22/2021 Pickering
17:34:19
3 10/22/2021 Pickering
18:05:21
4 10/22/2021 Pickering
22:11:35
5 10/23/2021 Pickering
11:23:57
6 10/23/2021 Pickering
11:24:01
7 10/23/2021 Pickering
11:24:02
8 10/23/2021 Pickering
11:25:38
9 10/23/2021 Pickering
11:26:07
10 10/23/2021 Pickering
11:31:29
11 10/23/2021 Pickering
11:31:47
12 10/23/2021 Pickering
11:33:30
13 10/23/2021 Pickering
11:35:41
14 10/23/2021 Pickering
11:46:10
15 10/23/2021 Pickering
11:50:34
16 10/23/2021 Pickering
12:03:51
17 10/23/2021 Pickering
12:27:10
- 61 -
Report to Council
Report Number: BLD 01-21
Date: November 22, 2021
From: Kyle Bentley
Director, City Development & CBO
Subject: Designated Substances and Building Permits
- File: D-5000
Recommendation:
1. That BLD 01-21 from the Director, City Development & CBO regarding Designated
Substances and Building Permits be received for information; and
2. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: At the September 27 Council meeting, Council received
correspondence (see Council Corr. 37-21, Attachment #1) and verbal delegations from
residents, expressing concerns regarding the City’s authorized demolition of a dwelling located
at 786 Oliva Street and the presence of asbestos material, which is Provincially defined to be a
designated substance.
These residents have recommended changes to the City’s building permit process for new
construction, renovations, and demolition so as to control the removal and disposal of
asbestos and other hazardous substances. Specifically, the residents recommended that the
City require designated substance reports (DSR) prior to the issuance of building and
demolition permits, and that Building Services staff should be trained to monitor the safe
handling and removal of hazardous materials.
The Occupational Health and Safety Act (OHSA) regulates the handling or control of
designated substances and identifies applicable roles and responsibilities of various persons in
this regard. Although the enforcement of designated substances are outside of the City’s
jurisdiction, Building Services are incorporating a series of steps within the permit process to
ensure the property owner/applicant is aware of their obligations under the OHSA concerning
designated substances, and to facilitate communication between the owner and the Ministry of
Labour, who enforce such Provincial requirements.
Staff continue to encourage all residents having concerns with construction activity in Pickering
to contact Customer Care, or alternatively, a Building Services representative.
Financial Implications: No direct costs to the City are anticipated.
- 62 -
Report BLD 01-21 November 22, 2021
Subject: Designated Substances and Building Permits Page 2
1. Background:
1.1 The Building Code Act
The Building Code Act, 1992, (BCA) establishes the roles and responsibilities of the
municipalities to enforce this Act and its regulations, including the Ontario Building
Code, O. Reg. 332/12, as amended (OBC). Specifically, the Chief Building Official
(CBO), as appointed by this Council, is responsible for establishing operational policies
for, and to co-ordinate and oversee, enforcement of the BCA and the OBC in an
independent manner. While the BCA identifies general requirements for various persons
to obtain building permits and/or demolition permits when causing construction, the
Building By-law (By-law 7362-14, as amended) is one tool used to establish detailed
procedures to administer building permits, to set fees, to require documents in support
of applications, and to conduct inspections that are mandated and identified in the OBC.
Building Officials are provided with regular and ongoing training and guidance (through
a variety of means) to understand various construction techniques, and building
technologies, and to competently enforce building code requirements. The enforcement
authority of the CBO and building officials are very specific to the design and
construction/demolition of buildings as legislated within the BCA and the OBC, and this
authority does not extend to the enforcement of other legislation overseen by external
agencies, or Authorities Having Jurisdiction.
1.2 The Occupational Health and Safety Act
The Occupational Health and Safety Act (OHSA), which is overseen by the Ministry of
Labour (MOL), prescribes requirements to protect people from the risk of injury or ill
health by:
• ensuring employees’ health, safety and welfare at work;
• protecting non-employees against the health and safety risks arising from work
activities; and
• controlling the keeping and use of explosive or highly flammable or dangerous
substances.
The OHSA defines a designated substance as “…a biological, chemical or physical
agent or combination thereof prescribed as a designated substance to which the
exposure of a worker is prohibited, regulated, restricted, limited or controlled”.
One regulation under the OHSA, Ontario Regulation 278/05 – Designated Substances –
Asbestos on Construction Projects and in Buildings and Repair Operations, prescribes
asbestos as a designated substance, and applies to various types of buildings, vessels
and vehicles which may contain a designated substances such as asbestos. Section 2(4)
states: “This regulation does not apply to an owner of a private residence occupied by
the owner or the owner’s family or to an owner of a residential building that contains not
more than four dwelling units, one of which is occupied by the registered owner or
family of the registered owner.”
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Report BLD 01-21 November 22, 2021
Subject: Designated Substances and Building Permits Page 3
The OHSA identifies provisions for the appointment of Provincial officers for the
enforcement of this Act and to ensure compliance. The OHSA does not provide any
legislated authority for municipalities, or specifically for Building Officials, to enforce the
requirements of this Act from a building construction or demolition perspective.
1.3 The Environmental Protection Act
The Environmental Protection Act (EPA), overseen by the Ministry of Environment,
Parks and Conservation (MOE), identifies requirements that provide for the protection
and conservation of the natural environment and specifically addresses matters such as
airborne particulate that can create a potential hazard. The EPA establishes roles and
responsibilities to various parties involved in the generation of air born particulate for
waste management, among other situations.
Section 26 of the EPA identifies that: “This Part [Waste Management] does not apply to
the storage or disposal by any person of the person’s domestic wastes on the person’s
own property unless the Director [at the Ministry] is of the opinion, based upon reasonable
grounds, that such storage or disposal is or is likely to create a nuisance, or to any
sewage or other works to which the Ontario Water Resources Act or the Regulations
thereunder apply.”
The EPA identifies provisions for the appointment of Provincial officers for the enforcement
of this Act and to ensure compliance. Similar to the OHSA, the EPA does not provide
any legislated authority for municipalities, or specifically for Building Officials, to enforce
the requirements of this Act from a building construction or demolition perspective.
2. Discussion:
2.1 Current Practice
The Building By-law (By-law 7362/14, as amended) identifies the City’s building permit
submission requirements. For low-rise residential new construction or renovation
projects, the applicant is required to submit a completed application form, fees, site plan
showing the location of the proposed construction, drawings detailing the scope of
construction work, and supporting technical documents. Additionally, renovation
projects typically include drawings that identify the area which will be demolished and
rebuilt. A designated substance report (DSR) is not required for this type of
construction. The submitted documents are reviewed by staff for compliance with the
requirements as set out by the OBC.
Once an application has been determined to comply with the OBC, engineering
requirements, applicable zoning regulations, and the outstanding fees are collected, the
associated building permit is issued. Periodic inspections are undertaken at key
milestones throughout the construction process as required by the OBC, and the
Building By-law. However, the property owners and their contractors are ultimately
responsible for complying with the OBC and other applicable legislation throughout the
construction activity.
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Report BLD 01-21 November 22, 2021
Subject: Designated Substances and Building Permits Page 4
For low-rise residential demolition projects, the applicant is required to submit a
completed demolition application form, a completed demolition approvals form that
confirms utility agency disconnection sign offs, and a site plan showing the structure to
be demolished. These documents are reviewed by staff and, where the information is
determined to be complete, a demolition permit is issued to the applicant. Once the
work has been completed, a site inspection is conducted to confirm that the building has
been removed and that the remaining site is safe (e.g., holes in the ground are
backfilled to grade level, etc.).
For demolition of large buildings (greater than 600 square metres (6,460 square feet) in
area and/or exceeding 3 storeys in height), the OBC requires owners to retain a
professional engineer to submit additional information to identify the structural
characteristics of these buildings, to address the safe removal of these buildings, and to
undertake general review of the demolition. The OHSA and related regulations identifies
the circumstances for when a property owner may be required to obtain a DSR as a part
of their project. Such a report is not required to accompany the demolition permit for
approval by the City. Where it has been established that a DSR is required, and the
owner has failed to produce one, upon notification, the MOL would be responsible to
take appropriate action. Periodic inspections are undertaken in accordance with the
OBC and the inspectors will review applicable consulting engineering reports to verify
that demolition has proceeded in compliance with the engineer’s requirements.
2.2 Industry Standard
Staff have researched building permit processes within various Greater Toronto Area
(GTA) municipalities. The majority of these municipalities (including those in Durham
Region) do not require a DSR as a prerequisite to issue building permits for the
construction or renovation of residential type buildings, or as a condition of demolition
permit issuance. For situations where municipalities are made aware of a possible
designated substance on or at a property for which a permit has been issued, the
respective ministry is promptly notified by the building official.
Some municipalities include verbiage that a DSR may be required as per the MOL, and
failure to provide this at the request of a ministry inspector may result in their project
being shut down. This notification is done as a courtesy for the applicant and is not
enforceable by the municipality (for the reasons noted above). Several municipalities
have advised that the inspections will not be completed unless a DSR is provided and
the demolition site is safe for City staff to enter. In Western Canada, several
municipalities have made it a requirement as part of their demolition permit process. A
Vancouver area municipality will not issue a demolition permit until a DSR is submitted
with the demolition permit application, reviewed and verified by staff. While not within
their legal authority to do so, they state it is done in the interest of public safety. It
should be noted that Vancouver has unique legislative authority to establish their own
Building Code, which is specific to that City. The City of Pickering, like all other Ontario
municipalities, are subject to the OBC and do not have such ability.
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Report BLD 01-21 November 22, 2021
Subject: Designated Substances and Building Permits Page 5
2.3 Council Correspondence
At the September 27, 2021 Council meeting, Council received correspondence (see
Council Corr. 37-21, Attachment #1) and verbal delegations from residents, expressing
concerns regarding the City’s authorized demolition of a dwelling located at 786 Oliva
Street and the presence of asbestos material, which is considered to be a designated
substance.
These residents have recommended changes to the City’s building permit process for
construction, renovation, and demolition so as to control the removal and disposal of
asbestos and other hazardous substances. Specifically, the residents recommended
that the City require a DSR prior to the issuance of building and demolition permits, and
that Building Services staff should be trained to monitor the safe handling and removal
of hazardous materials.
Staff appreciate the efforts by these residents to contact the City about their concerns
with regards to asbestos within this building. Upon notification of the likely presence of
asbestos, staff promptly notified representatives within the MOL and MOE. As
expressed in the correspondence, the MOL took appropriate action to follow up with the
property owners to rectify.
Notwithstanding that the enforcement of designated substances are outside of the City’s
jurisdiction, in consideration of the above situation, the apparent gaps within the
Provincial legislative framework, and evidence of measures being undertaken in some
municipalities, staff are incorporating the following steps on a go-forward basis:
• Any job site safety complaints that are sent into the Customer Care and/or Building
Services will continue to be forwarded to the MOL for investigation and action in
accordance with their mandate.
• Applicants will be required to acknowledge their obligation to obtain an
environmental assessment report, at their cost, where valid concerns have been
raised about the presence of a designated substance at the property, and be
required to follow all remediation steps as directed in the report.
• The project inspector will facilitate communication between the MOL and the
property owner, where an environmental assessment report is required, to ensure
that the necessary remediation has been carried out to the satisfaction of the MOL.
With respect to residents’ recommendations about a Pickering hotline, it is important to
acknowledge the City’s Customer Care Centre, which has been in existence for many
years and has proven to be an effective resource for residents to communicate with the
City. Staff continue to encourage all residents having concerns with construction activity
in Pickering to contact Customer Care, or alternatively, a Building Services
representative.
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Report BLD 01-21 November 22, 2021
Subject: Designated Substances and Building Permits Page 6
Attachment:
1. Council Corr. 37-21
Prepared By:
Original Signed By
Carl Kolbe
Manager, Building Services & CBO
Approved/Endorsed By:
Original Signed By
Kyle Bentley, P. Eng.
Director, City Development & CBO
CK:ld
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
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Attachment #1 to BLD #01-21
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Report to Council
Report Number: CAO 07-21
Date: November 22, 2021
From: Fiaz Jadoon
Director, Economic Development & Strategic Projects
Subject: RFP2021-8 Economic Development Strategy to EBP US Inc.
-File: A-1440
Recommendation:
1. That Proposal No. RFP2021-8 submitted by EBP US, Inc., dated September 15, 2021, to
undertake a corporate Economic Development Strategy in the amount of $87,499.57
HST included) be awarded as per section 10.04 (c) of the Purchasing Policy;
2. That Council authorize the Director, Finance & Treasurer to finance the net project cost of
$78,751.00 (net of HST rebate) from property taxes, account (502230.10000); and,
3. That the appropriate City of Pickering officials be authorized to take the necessary
actions as indicated in this report.
Executive Summary: City of Pickering with a current population of nearly 100,000 is
expected to grow to 153,000 by 2030. The City lies at the heart of Canada’s single largest
labour market (over 4 million people within 1 hour commute), providing businesses access to
ample, skilled, and diversified talent. City of Pickering is served locally by 5 universities and 6
colleges providing access to skills, training, and research assets across the spectrum.
Pickering is also home to nearly 3,600 unique businesses with key sectors such as EN3
(energy, engineering and environment), advanced manufacturing, and logistics.
An Economic Development Strategy anticipates growth and helps bring assets together to
support an economically, environmentally, and socially sustained future. By better
understanding the economic ecosystems already in place, looking toward future opportunities
and risks, and then bringing people together to chart a path forward, the new Corporate
Economic Development Strategy will be a roadmap for the City. This will allow the City and its
stakeholders to better guide a variety of activities, including but not limited to business
attraction, retention and expansion, employment and mixed-use land development, and
potential industry sector targets.
The Request for Proposal process resulted in the recommendation of EBP US, Inc. for the
development of an Economic Development Strategy. The EBP team has extensive experience
with similar projects, and have worked with agencies across North America and elsewhere to
match their client’s goals and natural advantages to the needs of an evolving global
marketplace. For decades, they have helped regions and municipalities plan and organize
themselves for economic development, attracting investment, and fostering entrepreneurship.
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CAO 07-21 November 22, 2021
Subject: RFP2021-8 Economic Development Strategy to EBP US Inc. Page 2
Financial Implications:
1. Proposal Amount
Proposal No. RFP2021-8 $77,389.00
HST (13%) $10,060.57
Total Gross Proposal Cost $87,449.57
2. Breakdown of Costs by Budget Year
Total Project Cost
Proposal No. RFP2021-8 $77,389.00
HST (13%) 10,061.00
Total Gross Project Cost $87,450.00
HST Rebate (11.24%) (8,699.00)
Total Net Project Cost to City $78,751.00
3. Approved Source of Funds
Approved Code Source of Funds 2021 Budget Required
502230.10000
Property Taxes $75,000.00 $78,751.00
Total Funds $75,000.00 $78,751.00
Project Cost under (over) approved funds by ($3,751.00)
Expenditure increase can be covered by the overall budget for consulting and professional
services. The 2021 Budget outlined above is a component de dicated to the development of a
Corporate Economic Development Strategy.
Discussion: Due to significant growth and development, along with the impacts
of the COVID-19 pandemic, City of Pickering’s economic composition is shifting. Sectors
previously identified as priority are now softening their role in the community. However,
Pickering is also now faced with emerging sectors and opportunities. In order to capture value
from the changing landscape of Pickering’s economy and businesses and investment into
strategic projects, a corporate Economic Development Strategy is vital to navigate anticipated
growth.
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CAO 07-21 November 22, 2021
Subject: RFP2021-8 Economic Development Strategy to EBP US Inc. Page 3
On August 20, 2021, the City issued RFP2021-8 for a corporate Economic Development
Strategy. The purpose of this request for consulting services is to prepare an actionable and
measurable strategy that allows the City to:
Build and sustain collaborative partnerships with all entities involved in improving the
City’s economy, workforce development and business expansion, attraction and
retention;
Further develop the community development brand;
Support Covid-19 small business recovery initiatives;
Undertake sector development and support activities;
Identify sector development activities and support for priority industries: manufacturing,
logistics, health care, food/ agriculture and professional services;
Develop framework to create and support a small business and entrepreneurship centre
in collaboration with community stakeholders;
Identify economic opportunities related to Federal Pickering Lands;
Identify marketing and social media engagement opportunities;
Undertake a Business Retention & Expansion and Business Investment and Attraction
Study; and,
Identify marketing opportunities for Pickering’s shovel ready land inventory.
A Bid advertisement was placed on the City’s website and on social media platforms. The RFP
closed on September 15, 2021 with eight proposals received. An evaluation committee
composed of City Staff reviewed proposal against the criteria outlined in the RFP (see
Attachment No. 1). Three proposals moved into the presentation and interview stage as per
the RFP. The proposal submitted by EBP US, Inc. was the highest scoring proposal.
EBP brings unmatched experience and expertise to this project. The consulting firm has a long
and successful history providing trusted advice based on detailed researc h and analysis. EBP
has international experience analyzing drivers of change that existed well before the
pandemic. This includes demographic change, industry productivity, wage growth and
stagnation, supply chain shifts, telecommuting, infrastructure deterioration, and other topics.
Their work also gives us a strong understanding of how companies make location decisions.
EBP’s most recent projects include an investment promotion strategy for Fort Saskatchewan,
Advantage Strategic Action Plan for Atlantic Canada, Strategic Action Plan for Envision Saint
John, SWOT and Risk Profiles for Waterloo EDC.
Based on Pickering’s needs and EBP’s experience with similar projects and knowledge of the
region. The scope is designed with multiple tasks to take place over four phases:
1. Development of a Project Work Plan and Consultation Strategy; Stakeholder
Engagement
2. Background Research and Analysis
3. Draft Strategy Development, including Goals, Objectives, and Actions; Communications
to Relevant Stakeholders
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CAO 07-21 November 22, 2021
Subject: RFP2021-8 Economic Development Strategy to EBP US Inc. Page 4
4. Council Report and Presentation
It is therefore recommended that Council award the consulting services for the development of
an Economic Development Strategy for the City of Pickering at a net project cost of $78,851.00
(net of HST rebate) to be financed by property taxes, and that the proposal submitted by EBP
US, Inc., dated September 15, 2021 in accordance with RFP2021-8.
Attachments:
1. Request for Proposal: Economic Development Strategy, August 20, 2021
2. Supply & Services Evaluation Memorandum, September 16, 2021
3. Supply & Services Summary Memorandum, October 15, 2021
Prepared By:
Original Signed By:
Approved/Endorsed By:
Original Signed By:
Laraib Arshad
Senior Economic Development Officer Fiaz Jadoon, Director, Economic
Development & Strategic Projects
Original Signed By:
Ray Rodrigues, CPPB
Manager, Supply & Services
Original Signed By:
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
LA:fj
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CAO 07-21 November 22, 2021
Subject: RFP2021-8 Economic Development Strategy to EBP US Inc. Page 5
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
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Attachment #1 to Report CAO 07-21
Request for Proposals
Economic Development Strategy
Request for Proposals No.: RFP2021-8
Issued: August 20, 2021
Submission Deadline: September 15, 2021 at 12:00 pm (Noon Local Time)
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RFP2021-8 Economic Development Strategy
Table of Contents
Part 1 – Invitation and Submission Instructions ........................................................ 3
1.1 Invitation to Proponents ........................................................................................3
1.2 Request for Proposals Contact ............................................................................. 3
1.3 Type of Contract for Deliverables ......................................................................... 3
1.4 Request for Proposals Timetable ......................................................................... 3
1.5 Submission of Proposals ...................................................................................... 4
Part 2 – Evaluation and Negotiation ............................................................................ 5
2.1 Stages of Evaluation and Negotiation................................................................... 5
2.2 Stage I – Mandatory Submission Requirements................................................... 5
2.3 Stage II – Evaluation ............................................................................................ 5
2.4 Stage III – Pricing ................................................................................................. 5
2.5 Stage IV – Ranking and Contract Negotiations .................................................... 6
Part 3 – Terms and Conditions for the Request for Proposals Process .................. 8
3.1 General Information and Instructions .................................................................... 8
3.2 Communication after Issuance of Request for Proposals .....................................9
3.3 Notification and Debriefing ................................................................................. 10
3.4 Conflict of Interest and Prohibited Conduct ........................................................ 10
3.5 Confidential Information ...................................................................................... 11
3.6 Procurement Process Non-binding ..................................................................... 12
3.7 Governing Law and Interpretation ...................................................................... 12
Appendix A – Form of Agreement ............................................................................. 14
Appendix B – Submission Form ................................................................................ 15
Appendix C – Pricing Form ........................................................................................ 18
Appendix D – Request for Proposals Particulars ..................................................... 40
A. The Deliverables .................................................................................................... 18
C. Mandatory Technical Requirements ...................................................................... 26
D. Rated Criteria ........................................................................................................ 27
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RFP2021-8 Economic Development Strategy
Part 1 – Invitation and Submission Instructions
1.1 Invitation to Proponents
This Request for Proposals is an invitation by the City of Pickering (“City”) to
prospective proponents to submit proposals for the provision of an Economic
Development Plan as further described in the Request for Proposals Particulars
(Appendix D) (the “Deliverables”).
1.2 Request for Proposals Contact
For the purposes of this procurement process, the “Request for Proposals Contact” will
be:
City Contact: Lisa Chang, Buyer, Supply & Services
E-mail: supply@pickering.ca
Proponents and their representatives are not permitted to contact any employees,
officers, agents, elected or appointed officials or other representatives of the City,
other than the Request for Proposals Contact, concerning matters regarding this
Request for Proposals. Failure to adhere to this rule may result in the
disqualification of the proponent and the rejection of the proponent’s proposal.
1.3 Type of Contract for Deliverables
The selected proponent may be requested to enter into direct contract negotiations to
finalize an agreement with the City for the provision of the Deliverables. The terms and
conditions found in the Form of Agreement (Appendix A) are to form the basis for
commencing negotiations between the City and the selected proponent. It is the City’s
intention to enter into an agreement with only one (1) legal entity. The term of the
agreement is to be for a period of six months.
1.4 Request for Proposals Timetable
Issue Date of Request for Proposals August 20,2021
Deadline for Questions 5 Business Days Prior to the
Submission Deadline
Deadline for Issuing Addenda 3 Business Days Prior to the Submission
Deadline
Submission Deadline September 15, 2021 at 12:00 PM (Noon
Local Time)
Rectification Period 5 Business Days from written request by
the City
The Request for Proposals timetable is tentative only, and may be changed by the City
at any time.
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RFP2021-8 Economic Development Strategy
1.5 Submission of Proposals
1.5.1 Proposals to be Submitted at the Prescribed Location
Proposals must be submitted via email to:
supply@pickering.ca
1.5.2 Proposals to be Submitted on Time
Proposals must be submitted at the location set out above on or before the Submission
Deadline. Subject to the process described below, proposals submitted after the
Submission Deadline will be rejected.
1.5.3 Proposals to be Submitted in Prescribed Format
Proponents should submit one electronic copy in PDF format by email. Proposals
submitted by email should include contact information for the sender, as well as clearly
identifying the Request for Proposals title and number in the subject location of the
email header, and full legal name of the proponent.
1.5.4 Amendment of Proposals
Proponents may amend their proposals prior to the Submission Deadline by submitting
the amendment in a separate email identifying the Request for Proposals title and
number and the full legal name of the proponent . Any amendment should clearly
indicate which part of the proposal the amendment is intended to amend or replace.
1.5.5 Withdrawal of Proposals
At any time throughout the Request for Proposals process until the execution of a
written agreement for provision of the Deliverables, a proponent may withdraw a
submitted proposal. To withdraw a proposal, a notice of withdrawal must be sent to the
Request for Proposals Contact and must be signed by an authorized representative of
the proponent. The City is under no obligation to return withdrawn proposals.
[End of Part 1]
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RFP2021-8 Economic Development Strategy
Part 2 – Evaluation and Negotiation
2.1 Stages of Evaluation and Negotiation
The City will conduct the evaluation of proposals and negotiations in the following
stages:
2.2 Stage I – Mandatory Submission Requirements
Stage I will consist of a review to determine which proposals comply with all of the
mandatory submission requirements. If a proposal fails to satisfy all of the mandatory
submission requirements, the City will issue the proponent a rectification notice
identifying the deficiencies and providing the proponent an opportunity to rectify the
deficiencies. If the proponent fails to satisfy the mandatory submission requirements
within the Rectification Period, its proposal will be excluded from further consider ation.
The Rectification Period will begin to run from the date and time that the City issues a
rectification notice to the proponent. The mandatory submission requirements are as set
out below.
2.2.1 Submission Form (Appendix B)
Each proposal must include a Submission Form (Appendix B) completed and signed by
an authorized representative of the proponent.
2.2.2 Pricing Form (Appendix C)
Each proposal must include a Pricing Form (Appendix C) completed according to the
instructions contained in the form.
2.2.3 Other Mandatory Submission Requirements
Not applicable for this RFP.
2.3 Stage II – Evaluation
Stage II will consist of the following two sub-stages:
2.3.1 Mandatory Technical Requirements
The City will review the proposals to determine whether the mandatory technical
requirements as set out in Section C of the Request for Proposals Particulars (Appendix
D) have been met. Questions or queries on the part of the City as to whether a proposal
has met the mandatory technical requirements will be subject to the verification and
clarification process set out in Part 3.
2.3.2 Rated Criteria
The City will evaluate each qualified proposal on the basis of the rated criteria as set out
in Section D of the Request for Proposals Particulars (Appendix D).
2.4 Stage III – Pricing
Stage III will consist of a scoring of the submitted pricing in accordance with the price
evaluation method set out in the Pricing Form (Appendix C). The evaluation of price will
be undertaken after the evaluation of mandatory requirements and rated criteria has
been completed.
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RFP2021-8 Economic Development Strategy
2.5 Stage IV –Interview (Optional)
At the conclusion of Stage III up to three of the highest ranking Proponents may be
selected for an interview. Stage IV would consist of a scoring of the interview, which will
be added to the Stage II and III scoring.
2.6 Stage V – Ranking and Contract Negotiations
2.6.1 Ranking of Proponents
After the completion of Stage IV, all scores from Stage II, Stage III and Stage IV (if
required) will be added together and the proponents will be ranked based on their total
scores. If required, the top-ranked proponent will receive a written invitation to enter into
direct contract negotiations to finalize the agreement with the City. In the event of a tie,
the selected proponent will be the proponent with the highest score on the rated criteria.
2.6.2 Contract Negotiation Process
Any negotiations will be subject to the process rules contained in the Terms and
Conditions of the Request for Proposals Process (Part 3) and will not constitute a legally
binding offer to enter into a contract on the part of the City or the proponent and there
will be no legally binding relationship created with any proponent prior to the execution
of a written agreement. The terms and conditions found in the Form of Agreement
(Appendix A) are to form the basis for commencing negotiations between the City and
the selected proponent. Negotiations may include requests by the City for
supplementary information from the proponent to verify, clarify or supplement the
information provided in its proposal or to confirm the conclusions reached in the
evaluation, and may include requests by the City for improved pricing or performance
terms from the proponent.
2.6.3 Time Period for Negotiations
The City intends to conclude negotiations and finalize the agreement with the top -
ranked proponent during the Contract Negotiation Period, commencing from the date
the City invites the top-ranked proponent to enter negotiations. A proponent invited to
enter into direct contract negotiations should therefore be prepared to provide requested
information in a timely fashion and to conduct its negotiations expeditiously.
2.6.4 Failure to Enter into Agreement
If the parties cannot conclude negotiations and finalize the agreement for the
Deliverables within the Contract Negotiation Period, the City may discontinue
negotiations with the top-ranked proponent and may invite the next-best-ranked
proponent to enter into negotiations. This process will continue until an agreement is
finalized, until there are no more proponents remaining that are eligible for negotiations
or until the City elects to cancel the Request for Proposals process.
2.6.5 Notification to Other Proponents
Other proponents that may become eligible for contract negotiations may be notified at
the commencement of the negotiation process with the top-ranked proponent. Once an
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RFP2021-8 Economic Development Strategy
agreement is finalized and executed by the City and a proponent, the other proponents
will be notified of the outcome.
[End of Part 2]
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RFP2021-8 Economic Development Strategy
Part 3 – Terms and Conditions of the Request for Proposals Process
3.1 General Information and Instructions
3.1.1 Proponents to Follow Instructions
Proponents should structure their proposals in accordance with the instructions in this
Request for Proposals. Where information is requested in this Request for Proposals,
any response made in a proposal should reference the applicable section numbers of
this Request for Proposals.
3.1.2 Proposals in English
All proposals are to be in English only.
3.1.3 No Incorporation by Reference
The entire content of the proponent’s proposal should be submitted in a fixed form , and
the content of websites or other external documents referred to in the proponent’s
proposal but not attached will not be considered to form part of its proposal.
3.1.4 References and Past Performance
In the evaluation process, the City may include information provided by the proponent’s
references and may also consider the proponent’s past performance or conduct on
previous contracts with the City or other institutions.
3.1.5 Information in Request for Proposals Only an Estimate
The City and its advisers make no representation, warranty or guarantee as to the
accuracy of the information contained in this Request for Proposals or issued by way of
addenda. Any quantities shown or data contained in this Request for Proposals or
provided by way of addenda are estimates only, and are for the sole purpose of
indicating to proponents the general scale and scope of the Deliverables. It is the
proponent’s responsibility to obtain all the information necessary to prepare a proposal
in response to this Request for Proposals.
3.1.6 Proponents to Bear Their Own Costs
The proponent will bear all costs associated with or incurred in the preparation and
presentation of its proposal, including, if applicable, costs incurred for interviews or
demonstrations.
3.1.7 Proposal to be Retained by the City
The City will not return the proposal or any accompanying documentation submitted by
a proponent.
3.1.8 Trade Agreements
Proponents should note that procurements falling within the scope of the Canadian Free
Trade Agreement (CFTA) and Canadian European Union Comprehensive Economic
Trade Agreement (CETA) are subject to the applicable trade agreement requirements
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but that the rights and obligations of the parties will be governed by the specific terms of
this Request for Quotation.
3.1.9 No Guarantee of Volume of Work or Exclusivity of Contract
The City makes no guarantee of the value or volume of work to be assigned to the
successful proponent. The agreement to be negotiated with the selected proponent will
not be an exclusive contract for the provision of the described Deliverables. The City
may contract with others for goods and services the same as or similar to the
Deliverables or may obtain such goods and services internally.
3.2 Communication after Issuance of Request for Proposals
3.2.1 Proponents to Review Request for Proposals
Proponents should promptly examine all of the documents comprising this Request for
Proposals, and may direct questions or seek additional information in writing by email to
the Request for Proposals Contact on or before the Deadline for Questions. No such
communications are to be directed to anyone other than the Request for Proposals
Contact. The City is under no obligation to provide additional information, and the City is
not responsible for any information provided by or obtained from any source other than
the Request for Proposals Contact. It is the responsibility of the proponent to seek
clarification from the Request for Proposals Contact on any matter it considers to be
unclear. The City is not responsible for any misunderstanding on the part of the
proponent concerning this Request for Proposals or its process.
3.2.2 All New Information to Proponents by Way of Addenda
This Request for Proposals may be amended only by addendum in accordance with this
section. If the City, for any reason, determines that it is necessary to provide additional
information relating to this Request for Proposals, such information will be
communicated to all proponents by addendum. Each addendum forms an integral part
of this Request for Proposals and may contain important information, including
significant changes to this Request for Proposals. Proponents are responsible for
obtaining all addenda issued by the City. In the Submission Form (Appendix B),
proponents should confirm their receipt of all addenda by setting out the number of each
addendum in the space provided.
3.2.3 Post-Deadline Addenda and Extension of Submission Deadline
If the City determines that it is necessary to issue an addendum after the Deadline for
Issuing Addenda, the City may extend the Submission Deadline for a reasonable period
of time.
3.2.4 Verify, Clarify and Supplement
When evaluating proposals, the City may request further information from the proponent
or third parties in order to verify, clarify or supplement the information provided in the
proponent’s proposal, including but not limited to clarification with respect to whether a
proposal meets the mandatory technical requirements set out in Section C of the
Request for Proposals Particulars (Appendix D). The City may revisit and re-evaluate
the proponent’s response or ranking on the basis of any such information.
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3.3 Notification and Debriefing
3.3.1 Notification to Other Proponents
Once an agreement is executed by the City and a proponent, the other proponents will
be notified of the outcome of the procurement process.
3.3.2 Debriefing
Proponents may request a debriefing after receipt of a notification of the outcome of the
procurement process. All requests must be in writing to the Request for Proposals
Contact and must be made within sixty (60) days of such notification. The intent of the
debriefing information session is to aid the proponent in presenting a better proposal in
subsequent procurement opportunities. Any debriefing provided is not for the purpose of
providing an opportunity to challenge the procurement process or its outcome.
3.4 Conflict of Interest and Prohibited Conduct
3.4.1 Conflict of Interest
The City may disqualify a proponent for any conduct, situation or circumstances,
determined by the City, in its sole and absolute discretion, to constitute a Conflict of
Interest, as defined in the Submission Form (Appendix B).
3.4.2 Disqualification for Prohibited Conduct
The City may disqualify a proponent, rescind an invitation to negotiate or terminate a
contract subsequently entered into if the City determines that the proponent has
engaged in any conduct prohibited by this Request for Proposals.
3.4.3 Prohibited Proponent Communications
Proponents must not engage in any communications that could constitute a Conflict of
Interest and should take note of the Conflict of Interest declaration set out in the
Submission Form (Appendix B).
3.4.4 Proponent Not to Communicate with Media
Proponents must not at any time directly or indirectly communicate with the media in
relation to this Request for Proposals or any agreement entered into pursuant to this
Request for Proposals without first obtaining the written permission of the Request for
Proposals Contact.
3.4.5 No Lobbying
Proponents must not, in relation to this Request for Proposals or the evaluation and
selection process, engage directly or indirectly in any form of political or other lobbying
whatsoever to influence the selection of the successful proponent(s).
3.4.6 Illegal or Unethical Conduct
Proponents must not engage in any illegal business practices, including activities such
as bid-rigging, price-fixing, bribery, fraud, coercion or collusion. Proponents must not
engage in any unethical conduct, including lobbying, as described above, or other
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inappropriate communications; offering gifts to any employees, officers, agents, elected
or appointed officials or other representatives of the City; deceitfulness; submitting
proposals containing misrepresentations or other misleading or inaccurate information;
or any other conduct that compromises or may be seen to compromise the competitive
process provided for in this Request for Proposals.
3.4.7 Past Performance or Past Conduct
The City may prohibit a supplier from participating in a procurement process based on
past performance or based on inappropriate conduct in a prior procu rement process,
including but not limited to the following:
(a) illegal or unethical conduct as described above;
(b) the refusal of the supplier to honour its submitted pricing or other commitments;
or
(c) any conduct, situation or circumstance determined by the City, in its sole and
absolute discretion, to have constituted an undisclosed Conflict of Interest.
3.5 Confidential Information
3.5.1 Confidential Information of the City
All information provided by or obtained from the City in any form in connection with this
Request for Proposals either before or after the issuance of this Request for Proposals
(a) is the sole property of the City and must be treated as confidential;
(b) is not to be used for any purpose other than replying to this Request for
Proposals and the performance of any subsequent contract for the Deliverables;
(c) must not be disclosed without prior written authorization from the City; and
(d) must be returned by the proponent to the City immediately upon the request of
the City.
3.5.2 Confidential Information of Proponent
A proponent should identify any information in its proposal or any accompanying
documentation supplied in confidence for which confidentiality is to be maintained by
the City. The confidentiality of such information will be maintained by the City, except as
otherwise required by law or by order of a court or tribunal. Proponents are advised that
their proposals will, as necessary, be disclosed, on a confidential basis, to advisers
retained by the City to advise or assist with the Request for Proposals process,
including the evaluation of proposals. If a proponent has any questions about the
collection and use of personal information pursuant to this Request for Proposals,
questions are to be submitted to the Request for Proposals Contact.
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3.6 Procurement Process Non-binding
3.6.1 No Contract A and No Claims
This procurement process is not intended to create and will not create a formal, legally
binding bidding process and will instead be governed by the law applicable to direct
commercial negotiations. For greater certainty and withoutlimitation:
1. this Request for Proposals will not give rise to any Contract A–based tendering
law duties or any other legal obligations arising out of any process contract or
collateral contract; and
2. neither the proponent nor the City will have the right to make any claims (in
contract, tort, or otherwise) against the other with respect to the award of a
contract, failure to award a contract or failure to honour a proposal submitted
in response to this Request for Proposals.
3.6.2 No Contract until Execution of Written Agreement
This Request for Proposals process is intended to identify prospective suppliers for the
purposes of negotiating potential agreements. No legal relationship or obligation
regarding the procurement of any good or service will be created between the
proponent and the City by this Request for Proposals process until the successful
negotiation and execution of a written agreement for the acquisition of such goods
and/or services.
3.6.3 Non-binding Price Estimates
While the pricing information provided in proposals will be non -binding prior to the
execution of a written agreement, such information will be assessed during the
evaluation of the proposals and the ranking of the proponents. Any inaccurate,
misleading or incomplete information, including withdrawn or altered pricing, could
adversely impact any such evaluation or ranking or the decision of the City to enter into
an agreement for the Deliverables.
3.6.4 Cancellation
The City may cancel or amend the Request for Proposals process without liability at any
time.
3.7 Governing Law and Interpretation
These Terms and Conditions of the Request for Proposals Process (Part 3):
(a) are intended to be interpreted broadly and independently (with no particular
provision intended to limit the scope of any other provision);
(b) are non-exhaustive and will not be construed as intending to limit the pre-existing
rights of the parties to engage in pre-contractual discussions in accordance with
the common law governing direct commercial negotiations; and
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(c) are to be governed by and construed in accordance with the laws of the province
of Ontario and the federal laws of Canada applicable therein.
[End of Part 3]
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Appendix A – Form of Agreement
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Appendix B – Submission Form
1. Proponent Information
Please fill out the following form, naming one person to be the proponent’s contact for
the Request for Proposals process and for any clarifications or communication that
might be necessary.
Full Legal Name of Proponent:
Any Other Relevant Name under
which Proponent Carries on
Business:
Street Address:
City, Province/State:
Postal Code:
Phone Number:
Fax Number:
Company Website (if any):
Proponent Contact
Name and Title:
Proponent Contact Phone:
Proponent Contact Fax:
Proponent Contact Email:
2. Acknowledgment of Non-binding Procurement Process
The Proponent acknowledges that the Request for Proposals process will be governed
by the terms and conditions of the Request for Proposals, and that, among other things,
such terms and conditions confirm that this procurement process does not constitute a
formal, legally binding bidding process (and for greater certainty, does not give rise to a
Contract A bidding process contract), and that no legal relationship or obligation
regarding the procurement of any good or service will be created between the City and
the proponent unless and until the City and the proponent execute a written agreement
for the Deliverables.
3. Ability to Provide Deliverables
The Proponent has carefully examined the Request for Proposals documents and has a
clear and comprehensive knowledge of the Deliverables required. The Proponent
represents and warrants its ability to provide the Deliverables in accordance with the
requirements of the Request for Proposals for the rates set out in the completed Pricing
Form (Appendix C).
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4. Non-binding Pricing
The Proponent has submitted its pricing in accordance with the instructions in the
Request for Proposals and in the Pricing Form (Appendix C). The Proponent confirms
that the pricing information provided is accurate. The Proponent acknowledges that any
inaccurate, misleading or incomplete information, including withdrawn or altered pricing,
could adversely impact the acceptance of its proposal or its eligibility for future work.
5. Addenda
The Proponent is deemed to have read and accepted all addenda issued by the City
prior to the Deadline for Issuing Addenda. The onus is on Proponent to make any
necessary amendments to their bid based on the addenda. The Proponent is requested
to confirm that it has received all addenda by listing the addenda numbers, or if no
addenda were issued by writing the word “None”, on the following line:
____________________________.
6. No Prohibited Conduct
The Proponent declares that it has not engaged in any conduct prohibited by this
Request for Proposals.
7. Conflict of Interest
For the purposes of this Request for Proposals, the term “Conflict of Interest” includes,
but is not limited to, any situation or circumstance where:
(a) in relation to the Request for Proposals process, the Proponent has an unfair
advantage or engages in conduct, directly or indirectly, that may give it an unfair
advantage, including but not limited to (i) having, or having access to, confidential
information of the City in the preparation of its proposal that is not available to
other proponents, (ii) communicating with any person with a view to influencing
preferred treatment in the Request for Proposals process (including but not
limited to the lobbying of decision makers involved in the Request for Proposals
process), or (iii) engaging in conduct that compromises, or could be seen to
compromise, the integrity of the open and competitive Request for Proposals
process or render that process non-competitive or unfair; or
(b) in relation to the performance of its contractual obligations under a contract for
the Deliverables, the Proponent’s other commitments, relationships or financial
interests (i) could, or could be seen to, exercise an improper influence over the
objective, unbiased and impartial exercise of its independent judgement, or (ii)
could, or could be seen to, compromise, impair or be incompatible with the
effective performance of its contractual obligations.
For the purposes of section (a)(i) above, the Proponent should disclose the names and
all pertinent details of all individuals (employees, ad visers, or individuals acting in any
other capacity) who (a) participated in the preparation of the proposal; and (b) were
employees of the City, twopointO partners inc., Cusham &Wakefield Asset Services or
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their subsidiaries and affiliated companies within twelve (12) months prior to the
Submission Deadline.
If the box below is left blank, the Proponent will be deemed to declare that (a) there was
no Conflict of Interest in preparing its proposal; and (b) there is no foreseeable Conflict
of Interest in performing the contractual obligations contemplated in the Request for
Proposals.
Otherwise, if the statement below applies, check the box.
The Proponent declares that there is an actual or potential Conflict of Interest
relating to the preparation of its proposal, and/or the Proponent foresees an
actual or potential Conflict of Interest in performing the contractual obligations
contemplated in the Request for Proposals.
If the Proponent declares an actual or potential Conflict of Interest by marking t he box
above, the proponent must set out below details of the actual or potential Conflict of
Interest:
8. Disclosure of Information
The Proponent hereby agrees that any information provided in this proposal, even if it is
identified as being supplied in confidence, may be disclosed where required by law or
by order of a court or tribunal. The Proponent hereby consents to the disclosure, on a
confidential basis, of this proposal by the City to the advisers retained by the City to
advise or assist with the Request for Proposals process, including with respect to the
evaluation this proposal.
Signature of Witness Signature of Proponent Representative
Name of Witness Name of Proponent Representative
Title of Proponent Representative
Date
I have the authority to bind the
Proponent.
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Appendix C – Pricing Form
1. Instructions on How to Complete Pricing Form
(a) Rates must be provided in Canadian funds, inclusive of all applicable duties and
taxes except for Harmonized Sales Tax, which should be itemized separately.
(b) Rates quoted by the proponent must be all-inclusive and must include, but not be
limitd to, items such as: all labour and material costs, all travel and carriage
costs, all insurance costs, all costs of delivery, all costs of installation and set-up,
including any pre-delivery inspection charges, and all other overhead, including
any fees or other charges required by law.
2. Evaluation of Pricing
Pricing is worth 15 points of the total score.
Pricing will be scored based on a relative pricing formula using the rates set out in the
Pricing Form. Each proponent will receive a percentage of the total possible points
allocated to price, which will be calculated in accordance with the following formula:
lowest price ÷ proponent ′s price × weighting = proponent ′s pricing points
Proponents shall complete the following pricing table, including all disbu rsements and
travel:
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Pricing Table #1 –
Description of Work Unit Price Extension
Phase 1: Stakeholder Engagement $
Phase 2: Market analysis $
Phase 3: Economic Development
Strategy $
Phase 4: Council Report and
Presentation $
Bi-Weekly Progress Meetings (12
Meetings) $ $
Subtotal $*
HST (13%) $
Total $
* This value will be used for evaluation.
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Pricing Table #2 – Professional Fees
Proponents to provide hourly rates for work provided outside of the lump sum included
above:
Position Title Hourly Rate
$
$
$
$
$
$
Pricing Table #3 – Additional Activities
Activity Unit Cost
$
$
$
$
$
$
$
$
Pricing Tables #2 and #3 are not a consideration of award.
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Appendix D -Proposal Particulars
A.The Deliverables
Background
Situated along the western edge of Durham Region, Pickering borders the City of
Toronto, Markham, and Rouge National Park, as well as touches the lakefront of Lake
Ontario. With an emerging downtown and exciting opportunities for growth in the
northern areas of the city, Pickering is steeped with natural beauty, while offering
modern amenities and conveniences.
City of Pickering offers residents a high quality of life along with employment
opportunities from a diverse range of employers. With an estimated population of over
95,000 people and 35,000 jobs, Pickering is projected to grow to 190,000 people by
2031. Pickering is also home to a variety of national and international companies. Key
sectors for the City include EN3 (energy, engineering and environment), advanced
manufacturing, and logistics. Through Pickering’s proximity to Toronto and York,
businesses and residents have access to a large market within its commuter shed.
Competitive business tax rates, vibrant business infrastructure and a healthy, growing
economy make the City a leader for future investment.
Pickering has an outstanding inventory of lands to choose from, and a diverse,
innovative and educated workforce. The City is centrally located in proximity to some of
the largest post-secondary education institutions in the province and within Canada's
largest labour market of over 6 million people with an hour commute. Pickering is
served locally by 5 Universities and 6 Colleges, including University of Toronto and
Ontario Tech University. Durham College delivers over 130 market driven programs and
is home to the Skills Training Centre and the Mixed Reality Capture Studio.
Pickering is located at the heart of Canada’s largest labour and business market.
Served by an integrated transportation network, Pickering provides time-saving access
to major markets across North America. Five US border crossings are less than a day’s
journey from Pickering. The City offers excellent access to an integrated transportation
network of high capacity roads, railways, a seaport and proximity to 3 airports. High
speed telecommunication systems keep our businesses connected to the global
economy.
Pickering is in major transition with new growth targets set for our City Centre where an
iconic, enclosed pedestrian bridge connects commuters into the hub of our business
centre. Along with the redevelopment of Kingston Road, Pickering’s downtown core will
be revitalized. The new community of Seaton has shovels in the ground, as we get set
to welcome 70,000 new residents and 35,000 new jobs. Additionally, the Pickering
Innovation Corridor boasts 800 acres of greenfield, prestige employment land.
Strategically located along a limited access transportation route, these lands are directly
adjacent to the site of the anticipated Pickering Airport. Furthermore, the planning for
decommissioning of the Pickering Nuclear Generating Station is underway, bringing
international opportunities.
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Residents and businesses alike applaud the cultural diversity enjoyed in Pickering.
Pickering is home to urban markets, while offering the peace and quiet of the
countryside just minutes away. Whether it is nature trails, sports and entertainment,
shopping or restaurants, or a vibrant waterfront, Pickering has something for everyone.
Scope of Work
The overall responsibility and scope of work for the consultant is to prepare an
actionable and measurable Economic Development Strategy (“the strategy”) for the
City of Pickering containing goals, objectives, and implementation actions with financial
implications. The consultant will also provide facilitation services during the public
outreach and stakeholder engagement process. The consultant, with the support from
staff, Council and stakeholders as applicable, shall develop a strategic roadmap to:
Build and sustain collaborative partnerships with all entities involved in improving
the City’s economy, workforce development and business expansion, attraction
and retention.
Further develop the community development brand.
Include initiatives to support Covid-19 small business recovery.
Sector development and support activities.
o Identify sector development activities and support for priority industries:
manufacturing, logistics, health care, food/ agriculture and professional
services.
o Develop framework to create/support a small business and
entrepreneurship centre in collaboration with community stakeholders.
o Identify economic opportunities related to Federal Pickering Lands.
o Identify marketing and social media engagement opportunities
Undertake a Business Retention & Expansion study and Business Investment
and Attraction study as part of the overall Economic Development Strategy.
Identify marketing opportunities for Pickering’s shovel ready land inventory.
Phase 1: Stakeholder Enagagement
Develop and complete a stakeholder engagement and consultation exercise in
developing the strategy that must include stakeholder interviews, and online community
survey. General engagement will take place through the Let’s Talk Pickering website.
Interviews will be required with relevant staff, management, Council, partnership
agencies (Ajax-Pickering Board of Trade, Infrastructure Ontario, Region of Durham
Economic Development, Toronto Global), and select businesses.
Phase 2: Conduct a market analysis
Identify, review and analyze existing Pickering demographic and socioeconomic data,
studies, surveys, labour force characteristics and other key economic data. Additionally,
identify key demographic and employment trends and forecasts, social factors,
economic factors and financial indicators. This task should include preparation of
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market study of the City’s commercial and industrial sectors and a community profile.
Furthermore, understand the role and performance relative to the Greater Toronto Area.
Identify the communities’ assets and competitive advantages, with proposed activities
and programs to incorporate these assets and advantages into an overall Economic
Development Strategy. This task should include a Strengths, Weaknesses,
Opportunities and Threats (SWOT) or SWOT-style analysis of the City of Pickering.
Review and analyze local by-laws, policies, processes and regulations providing
recommendations on making adjustments, where necessary and appropriate, to support
sustainable economic growth and diversification (including but not limited to zoning in
employment lands and review of development charges).
Investigate potential partnerships (private and public) and in particular the role of
Provincial and Federal governments and related advoca cy.
Phase 3: Economic Development Strategy
Prepare an initial draft and a final version of the Economic Development Strategy
setting forth strategic goals and objectives to take advantage of the opportunities within
and surrounding the City of Pickering. These strategic goals and priorities must be
clearly defined supported by measurable action plans to include objective, action
item(s), timeline, lead, partners, measurement for success and financial implications.
The action plan should include implementation actions ranking from low to high priority
with financial implications for each. Additionally, goals and objectives must be specific,
measurable, attainable, relevant, and time -based.
a. Propose a phased strategy for addressing investment attraction,
expansion and retention with an action plan centering on effective lead
generation; business development; and execution during the near -term
and longer term;
b. Advise what needs to be done, and gauge what realistically can be done
to strengthen competitiveness through coordinated strategy; and
c. Should include mandates for Pickering partners for joint or collaborative
Economic Development activities and for independent Economic
Development activities.
The Consultant will submit a draft Economic Development Strategy report to the City by
or before February 1, 2022 for review by the Economic Development and Strategic
Initiatives Department and will make appropriate changes as a result of input from
attendees. Should a second draft be required, it will be at the cost of the consultant
unless otherwise agreed to by the City.
The Consultant will submit ten bound copies of the final Economic Development
Strategy and an electronic version in PDF and Microsoft Word format to the City by or
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before May 2022 along with all invoices. In addition, an executive summary of the final
report in electronic version will also be submitted.
Additional Goals
The Economic Development Strategy should have the following general goals:
1. Ensure a strategy for supporting the expansion of existing industry/businesses,
attraction of new industry/businesses is included within the project scope.
2. Develop realistic and results-oriented indicators and performance criteria and
process for collecting and reporting results on progress against key goal,
objectives and targets.
3. Position the City of Pickering to effectively compete and anticipate future
development needs.
4. Increase the City’s revenues to support needed services.
Phase 4: Council Report and Presentation
The vendor will provide an informational report and presentation to Council outlining the
process to date, the overall guiding goals and objectives for the Economic Development
Strategy. The purpose of this task is also to answer any questions members of Council may
have regarding the study process and recommendations.
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Anticipated Project Schedule
Draft Report: February 1, 2022
Final Report: May 1, 2022
Consultant Responsibilities
a) The Consultant shall assist City staff at meeting of Council or Committees of
Council to present or discuss the study’s key findings and recommendations at
the completion of the strategy.
b) Any documents provided such as a presentation of the study findings or final
report to Council, must be made available in an accessible format compliant with
Provincial legislation (AODA) and standards.
Studies, reports, plans and presentations that will be published on the City of
Pickering website must be provided to the City in an accessible format
compatible to Adobe Acrobat XI or higher.
All contractors performing work for the City must comply with the Accessibility for
Ontarians With Disabilities Act, 2005 (“AODA”), in particular the Integrated
Accessibility Standards, O. Reg. 191/11.
Unless determined by the City to not be practicable, contractors shall ensure that
any information, products, deliverables and/or communications (as defined in the
Integrated Regulation) produced pursuant to a contract shall be in conformity
with World Wide Web Consortium Web Content Accessibility Guidelines (WCAG)
2.0 Level AA and shall be provided in accessible Word, Excel, PowerPoint, PDF
etc. Visit ontario.ca for rules on how to comply.
Materials produced must comply with the City’s Creating Accessible Documents
Procedure.
c) Consultant shall attend progress meetings with Economic Development staff on a
bi-weekly basis. Proponents to include 12 meetings in their submitted pricing.
d) The Consultant shall be responsible for recording, typing and distributing minutes
of any meetings, including but not limited to stakeholder engagement meetings
and progress update meetings.
e) The Consultant shall provide a detailed work program, schedule and fees as part
of the response to this RFP.
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B. Material Disclosures
The material disclosures that apply to this Request for Proposals, if any, are set out
below.
Not applicable for this RFP.
The pre-conditions of award that apply to this Request for Proposals are set out below.
1. The Proponent agrees to provide to the City for review after closing:
(a) a copy of the City’s Health & Safety Regulations form currently dated and
signed;
(b) a certificate of insurance completed by the Company’s agent, broker or
insurer; and
(c) such further information as the City may require, as requested in writing.
Items (a) and (b) do not have to be submitted with the proposal. Documentation (a) and
(b) shall be provided within three (3) business days of written request by the City.
The City’s findings shall be used to serve the best interests of the Corporation of the
City of Pickering.
C. Mandatory Technical Requirements
The mandatory technical requirements that apply to this Request for Proposals, if any,
are set out below.
Not applicable fo this RFP.
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D. Rated Criteria
The following is an overview of the categories and weighting for the rated criteria of the
Request for Proposals. Proponents who do not meet a minimum threshold score for a
category will not proceed to the next stage of the evaluation process.
Rated Criteria Category Weighting (Points)
D.1 Company Experience and Qualifications 15 points
D.2 Proposed Team Experience and Qualifications 25 points
D.3 Methodology & Delivery 30 points
D.4 Project Organization and Governance 15 points
Total Rated Criteria Points 85
D.5 Pricing 15 points
Total Rated Criteria Points 100
D.6. References Pass/Fail
D.7 Presentation (Up to 3 Proponents, if required) 25 points
Total Points 125 points
Suggested Proposal Content for the Evaluation of Rated Criteria
D.1 Company Experience and Qualifications
Each proponent should provide the following in its proposal:
(a) a brief description of the proponent;
(b) a description of the goods and services the proponent has previously delivered
and/or is currently delivering, with an emphasis on experience relevant to the
Deliverables;
(c) the roles and responsibilities of the proponent and any of its agents, employees and
sub-contractors who will be involved in providing the Deliverables, together with the
identity of those who will be performing those roles and their relevant respective
expertise; and
(d) a description of how the proponent will provide the Deliverables, which should
include a work plan and incorporate an organizational chart indicating how the
proponent intends to structure its working relationship with the City.
D.2 Proposed Team Experience and Qualifications
It is important that the Work be provided by a staff team that can demonstrate
knowledge of, and experience in providing similar services for projects of comparable
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nature, size and scope. In particular, the Proponent should provide an overview of the
key personnel who would be primarily involved in the project and include the following:
a) The name, title, past work experience, resume of the Project Leader;
b) Condensed resumes and professional credentials of each individual on the
Project Team that highlights their education, training, and work history;
c) The respective roles of the team members and their current office locations.
Team members named in this RFP cannot be replaced without written approval
from the City of Pickering and the Project Manager
d) Schedule that aligns with the milestones identified in this RFP; and
e) Organizational chart that clearly defines the chain of command for each
individual with the team.
D.3 Methodology & Delivery
The Proposal shall include information that provides:
a) Information that the Proponent understands the objectives and requirements
of this project;
b) Identification of “value-added” services brought by the Proponent;
c) Stakeholder Engagement Program;
d) An indication of how soon the Proponent can commence the work;
e) A detailed work plan indicating the method, tasks, deliverables;
f) A schedule that identifies Work phases (by Gantt Chart or other similar
illustration) including key dates for major deliverables (draft report, final report) in
the Proponent’s detailed work plan;
g) Proposed staffing roles and the amount of time, shown in hours, they will be
dedicated to this project; and
h) State the assumptions regarding the roles and involvement of the City staff .
D. 4 Project Organization and Governance
The Proponent should provide suggestions in the proposal on project governance,
which at a minimum must include:
Stakeholder engagement
Participating and collaborating with steering committee
Outline milestones of the study
Proposed work schedule including delivery of report and presentations to
Economic Development Services
D. 5 Pricing
Proponents shall refer to Appendix C for pricing requirements and evaluation.
D.6 References
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Each proponent is requested to provide three (3) references from clients who have
obtained goods or services with similar scope and value to those requested in this
Request for Proposals from the proponent in the last 5 years.
D. 7 Presentation
Up to a maximum of three of the top-ranked Proponents may be selected to present an
overview of their Proposal to the City followed by a question period at a mutually
agreeable date/time at City of Pickering, City Hall.
The presentation should address a brief overview of the proponents RFP submission,
highlighting community engagement techniques, an overview of the Gantt chart, and
any value-added services available.
The City reserves the right to ask follow-up questions regarding a Proponent’s RFP
submission or presentation.
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Amendments to City of Pickering Standard Quotation Terms and Conditions
The following terms are in addition to the City’s Standard Quotation Terms and
Conditions attached herein.
Pursuant to Standard Quotation Terms and Conditions, Item 16 -
Insurance:
The Company shall maintain and pay for Comprehensive General Liability
Insurance including premises and all operations. This insurance coverage shall
be subject to limits of not less than five million ($5,000,000.00) dollars inclusive
per occurrence; an automobile insurance under a standard automobile policy
with limits no less than two million ($2,000,000) per occurrence in respect of
each Company owned or leased licensed vehicle; and a Professional Liability
with limits no less than five million ($5,000,000) per occurrence.
(a) The policy shall include The Corporation of the City of Pickering, as
additional insured without subrogation in respect of all operations
performed by or on behalf of the Company.
(b) The policy shall not be altered, cancelled or allowed to expire or lapse,
without thirty (30) days prior written notice to the City.
(c) If the City is not provided with a renewal of the policy at least thirty (30)
days prior to its expiration date, then the City may arrange a public liability
policy insuring the City in the amount of $5,000,000.00 for Comprehensive
General Liability Insurance, and $2,000,000.00 dollars for automotive
liability insurance at the expense of the Company, which may be
recovered from amounts owed to the Company or from any form of
security still in the City's possession.
(d) At the request of the City, the Company is to provide proof that all
premiums on policy(ies) have been paid.
(e) The Certificate of Insurance “form” does not have to be included with the
quotation submission.
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City Of Pickering Standard Quotation Terms and Conditions
1. Definitions
City -The Corporation of the City of Pickering, its successors and assigns.
Company -The person, firm or corporation to whom the City has awarded the
Contract, its successors and assigns.
Contract -The purchase order authorizing the Company to do the work, the
quotation, the bonds or security (if any), the Company's quotation and change
notices, appendices, and addenda (if any).
Subcontractor -A person, firm or corporation having a Contract with the
Company for any part of the work.
Quotation Document -The documents issued by the City in response to which
quotations are invited for the performance of Work.
Work -All labour, materials, products, supplies, goods, articles, equipment,
fixtures, services, acts, required to be done, furnished or performed by the
Company, which are the subject of the Contract.
2. Contract Documents and Order of Precedence
The contract documents shall consist of the purchase order; and the Company's
quotation accepted by the City.
The documents and portions thereof take precedence in the order in which they
are named above, notwithstanding the chronological order in which they are
issued or executed.
Amendments to the Contract, in the form of purchase order alterations, shall take
precedence over the documents or portions thereof amended thereby. Purchase
order alterations, appendices and addenda to any contract document shall be
considered part of such document.
The intent of the contract is that the Company shall supply work complete for a
particular purpose, be fit and suitable for the City's intended use.
None of the conditions contained in the Company’s standard or general
conditions of sale shall be of any 'effect unless explicitly agreed to by the City and
set forth in the purchase order or specifically referred to therein.
The Contract shall be governed by and interpreted in accordance with the laws of
the Province of Ontario.
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3. Delivery
Unless otherwise stated, the Work specified or called for in or under the quotation
shall be delivered or completely performed by the Company as soon as possible
and in any event within the period set out herein as the guaranteed period of
delivery or completion after receipt of a purchase order therefore.
A detailed delivery ticket or piece tally, showing the exact quantity of goods,
materials, articles, or equipment, shall accompany each delivery thereof. A
receiver's receipt shall not bind the City to accept the Work, covered thereby, or
the particulars of the delivery ticket or piece tally therefore.
Unless otherwise stated, all work pursuant to a purchase order based on the
quotation, shall be subject to inspection by the City at the point of unloading, or
the site of work or service.
The Company shall be responsible for arranging the Work so that completion
shall be as specified in the Contract.
4. Pricing Requirement
Prices shall be in Canadian Funds, quoted separately for each item stipulated,
F.O.B. destination.
Prices shall all incidental costs and the Company shall be deemed to be satisfied
as to the full requirements of the quotation. No claims for extra work will be
entertained and any additional work must be authorized in writing prior to
commencement.
Payment shall be full compensation for all costs related to the Work, including
operating and overhead costs to provide work to the satisfaction of the City.
All prices quoted shall include applicable customs duty, excise tax, freight,
insurance and all other charges of every kind attribu table to the work.
Harmonized Sales Tax shall be extra and not shown, unless otherwise specified
herein.
If the Company intends to manufacture or fabricate any part of the Work outside
of Canada, it shall arrange its shipping procedures so that its agent or
representative in Canada is the importer of record for custom purposes.
Should any additional tax or duty or any variation in any tax or duty be imposed
by the Government of Canada or the Province of Ontario or any increase or
decrease in the rate of foreign exchange become directly applicable to goods,
material, articles or equipment specified or called for in this quotation subsequent
to its submission by the Company and before the delivery of goods, material,
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articles or equipment or the completion of the work or services covered thereby,
pursuant to a purchase order issued by the City, the appropriate increase or
decrease in the price of such goods, material, articles or equipment, shall be
made to compensate for such changes as of the effective date thereof.
5. Terms of Payment
Payments made hereunder, including final payment, shall not relieve the
Company from its obligations or liabilities under the Contract.
Acceptance by the Company of the final payment shall constitute a waiver of
claims by the Company against the City, except those previously made in writing
in accordance with the Contract and still unsettled.
The City shall have the right to withhold from any sum otherwise payable to the
Company such amount as may be sufficient to remedy any defect or deficiency in
the Work, pending correction of it.
Invoices shall be forwarded via mail to:
The Corporation of the City of Pickering
Attn: Accounts Payable
Pickering Civic Complex
One The Esplanade
Pickering, ON
L1V 6K7
or via email to:
accountspayable@pickering.ca
6. Patents and Copyrights
The Company shall, at its expense, defend all claims, actions or proceedings
against the City based on any allegations that the Work or any part of the Work
constitutes an infringement or any patent, copyright or other proprietary right, and
shall pay to the City all costs, damages, charges and expenses, including it s
lawyer’s fees on a solicitor and his own client basis occasioned to the City by
reason thereof.
The Company shall pay all royalties and patent licence required for the Work.
If the Work or any part thereof is action or proceeding held to constitute an
infringement, the Company shall forthwith either secure for the City the right to
continue using the Work of shall at the Company’s expense, replace the
infringing Work with non-infringing work or modify it so that the Work no longer
infringes. Quotations for equivalents may be considered but the mark or brand
thereof must be specified.
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7. Assignment
The Company shall not assign the Contract or any portion thereof without the
prior written consent of the City.
8. Laws and Regulations
The Company shall comply with relevant Federal, Provincial and Municipal
statutes, regulations and by-laws pertaining to the work and its performance.
The Company shall be responsible for ensuring similar compliance by its
suppliers and Subcontractors.
The Company shall comply with all Federal, Provincial and Municipal statutes,
regulations and by-laws whether or not specified and/or shown on drawings,
obtain all permits and notices as may be required for the work. The Company
shall be responsible for ensuring similar compliance by its suppliers and
Subcontractors.
All fees, taxes, duties and other expenses related thereto shall be the
responsibility of the Company. No additional costs to the City will be incurred as
a result of such undertakings.
9. Correction of Defects
If at any time prior to one year after the actual delivery date or completion of the
Work, (or specified warranty/guarantee period if longer than one year) any part of
the Work becomes defective or is deficient or fails due to defect in design,
material or workmanship, or otherwise fails to meet the requirements of the
Contract, the Company upon request, shall make good every such defect,
deficiency or failure without cost to the City. The Company shall pay all
transportation costs for Work both ways between the Company’s factory or repair
depot and the point of use.
10. Default by Company
(a) If the Company commits any act of bankruptcy or if a receiver is appointed
on account of its insolvency or in respect of any of its property, or if the
Company makes a general assignment for the benefit of its creditors; then,
in any such case, the City may without notice, terminate the Contract.
(b) If the Company fails to comply with any request, instruction or order of the
City, or fails to pay its accounts, or fails to comply with or persistently
disregards statutes, regulations, by-laws or directives of relevant
authorities relating to the Work, or fails to prosecute the Work with skill and
diligence, or assigns or sublets the Contract or any portion thereof without
the City’s prior written consent, or refuses to correct defective Work; or is
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otherwise in carrying out its part of any of the terms, conditions and
obligations of the Contract, then, in any such case, the City may, upon
written notice to the Company, terminate the Contract.
(c) Any termination of the Contract by the City, as aforesaid, shall be without
prejudice to any other rights or remedies the City may have and without
incurring any liability whatsoever in respect thereto.
(d) If the City terminates the Contract, it is entitled to:
i take possession of all Work in progress, materials and construction
equipment then at the project site (at no additional charge for the
retention or use of the construction equipment), and finish the Work
by whatever means the City may deem appropriate under the
circumstances:
ii withhold any further payments to the Company until completion
of the work and the expiry of all obligations under the Correction of
Defects Section;
iii Recover from the Company loss, damage and expense incurred by
the City by reason of the Company’s default (which may be
deducted from any monies due or becoming due to the Company
any balance to be paid by the Company to the City).
(e) City reserves the right to not consider a company for an indeterminate
period of time who has been terminated by the City or has been deemed
by the City to have provided unsatisfactory Work, goods, services, or
health and safety practises in accordance with the City’s Purchasing
Policy.
(f) The City reserves full discretion as to when Work, goods or services are
deemed to be unsatisfactory and exercising its rights related thereto
without liability or settlement.
11. Contract Cancellation
The City shall have the right to cancel any uncompleted or unperformed portion
of the Work or part thereof, upon providing written notice to the Company.
The City shall not be liable to the Company for loss of anticipated profit on the
cancelled portion or portions of the Work.
12. Quantities
Where quantities are shown as approximate, they are not guaranteed to be
accurate and are furnished without any liability on behalf of the City and shall be
used as a basis for comparison only.
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Payment will be by the unit complete at the quoted rate on actual quantities
deemed acceptable by the City.
13. Surety
The Company shall, if the City in its absolute discretion so desires, be required to
satisfy surety requirements by providing a deposit in the form of a certif ied
cheque, bank draft or money order or other form of surety, in an amount
determined by the City. This surety may be held by the City until 60 days after
the day on which all Work covered by the Contract has been completed and
accepted. This surety may be returned before the 60 days have elapsed
providing satisfactory evidence is provided that all liabilities incurred by the
Company in carrying out the Work have expired or have been satisfied,
discharged or provided for and that a clearance certificate from the Workplace
Safety & Insurance Board has been issued.
Failure to furnish the surety within two weeks from date of request thereof by the
City shall make the award of the Contract by the City subject to withdrawal.
14. Workplace Safety & Insurance
All of the Company’s personnel must be covered by the Workplace Safety &
Insurance Board at the Company’s expense. The Company shall provide the City
with a Clearance Certificate from the Workplace Safety & Insurance Board prior
to the commencement of work, certifying that all assessments and liabilities
payable to the Board have been paid, and that the bidder is in good standing with
the Board. The bidder shall provide the City with a Clearance Certificate prior to
final payment certifying all payments by the Company to the Board in conjunction
with the subject Contract have been made and that the City will not be liable to
the Board for future payments in connection with the Company’s completion of
the project.
A Company deemed to be an Independent Operator by the Workplace Safety &
Insurance Board is to provide a copy of such letter to the City containing the
Independent Operator identification number issued by the Board. An
Independent Operator must be covered by WSIB optional insurance and
provide proof of this coverage upon request.
15. Liability
The Company agrees to at all times defend, fully indemnify and save harmless
the City from all actions, suits, claims and demands, losses, costs, charges and
expenses arising by reason of injury or death to any person or any property or
charges brought or made against or incurred by the City from or relating to the
Work performed or to be performed herein.
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16. Insurance
Upon request by the City, the Company shall take out and keep in force a policy
of liability insurance in the amount of $2,000,000 inclusive each occurrence (or
such larger amount as may be required), and not less than two million
($2,000,000.00) automotive liability insurance coverage. Certificate(s) of
insurance shall be provided upon request by the City.
(a) The policy shall include The Corporation of the City of Pickering, as
additional named insured without subrogation in respect of all operations
performed by or on behalf of the Company, a certificate of insurance shall
be completed by the Company’s agent, broker or insurer.
(b) The policy shall not be altered, cancelled or allowed to expire or lapse,
without thirty (30) days prior written notice to the City.
(c) If the City is not provided with a renewal of the policy at least thirty (30)
days prior to its expiration date, then the City may arrange a public liability
policy insuring the City in the amount of $2,000,000.00 and an automotive
liability policy insuring the City in the amount of two million ($2,000,000) at
the expense of the Company, which may be recovered from amounts
owed to the Company or from any form of security still in the City's
possession.
17. Unpaid Accounts
The Company shall indemnify the City from all claims arising of the unpaid
accounts relating to the Work. The City shall have the right at any time to require
satisfactory evidence that the Work of which any payment has been made or
is to be made by the City is free and clear of liens, attachments, claims,
demands, charges or other encumbrances.
18. Suspension of Work
The City may without invalidating the Contract, suspend performance by the
Company from time to time of any port or the whole of the work for such
reasonable time as the City may determine. The resumption and completion of
the Work after the suspension shall be governed by the schedule established by
the City.
19. Changes in the Work
The City may, without invalidating the contract, direct th e Company to make
changes to the Work. When the change causes the increase or decrease in the
Work, the contract price shall be increased or decreased by the application of
unit prices to the quantum of such increase or decrease
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20. Accessibility Regulations for Contracted Services
In accordance with Ontario Regulation 429/07, Accessibility Standards for
Customer Service Sect. 6, every provider of goods and services shall ensure that
every person who deals with members of the public or participates in the
developing of the service providers policies, practices and procedures governing
the provision of goods and services to members of the public, shall be trained on
the following:
(a) How to interact and communicate with persons with various types of
disability
(b) How to interact with persons with disabilities who use assistive devices or
require the assistance of a guide animal, or a support person;
(c) How to use equipment that is available on the premises that may help in
the provision of goods or services;
(d) What to do if a person with a particular type of disability is having difficulty
accessing the provider's goods or services; and Information on the
policies, practices and procedures governing the provision of goods and
services to people with disabilities.
A Company dealing with members of the public on behalf of the City of Pickering
or engaged in Work for the City must meet the requirements of Ontario
Regulation 429/07 with regard to training.
A document describing the training policy, a summary of the contents of the
training and details of training dates and attendees will be requested within 2 to 3
days of the closing date and must be submitted to the City, generally within two
(2) days from time of request. If not available, the on-line training module set up
by the Ministry of Community Services and Social Services – Access Canada –
http://www.mcss.gov.on.ca/mcss/serve-ability/splash.html shall be completed by
the Company, who will need to be trained prior to any Work is undertaken for the
City. At the end of the training module, Company to print the Certificate of
Completion and provide it to the City as instructed.
21. Statement of Understanding
The Company agrees the quotation it submitted was made without connection,
knowledge, comparison of figures, or arrangements with any persons submitting
a quotation and it is in all respect fair and without collusion or fraud.
The Company agrees that no member of City Council or any officer of the
Municipal Corporation is, shall be or become interested, directly or indirectly in, or
in the performance of the contract, or in the business to which it relates, or in any
portion of the profits thereof, or in any of the monies to be derived there from.
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22. Freedom of Information
The Company acknowledges that any quote submitted shall become a record
belonging to the City of Pickering and therefore is subject to the Municipal
Freedom of Information and Protection of Privacy Act. This provincial law gives
individuals, businesses and other organizations a legal right to request records
held by the City, subject to specific limitations. The Company should be aware
that it is possible that any records provided to the City, including but not limited
to, pricing, technical specifications, drawings, plans, audio -visual materials or
information about staff, parties to the bid or suppliers could be requested under
this law. Records relating to the contract could possibly be released under
MFIPPA. If the Company believes that all or part of the quote should be protected
from release, the relevant parts should be clearly marked as confidential. Please
note that this will not automatically protect the submission from release, but it will
assist the City in making a determination on release if a request is made. The
identity of all companies, as well as total prices, may be available to the public
subject to the City’s Purchasing Policy.
23. Respect in the Workplace
The Company shall ensure all employees undertaking the work of this contract
are respectful to City employees and residents. City Policy No. HUR 070,
Respect in the Workplace, is applicable to contractors, as identified in Section 05
of the Policy.
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Appendix E – Reference Form
Proponents must provide three (3) references from clients who have obtained similar
goods or services to those requested in the RFP from the Proponent in the last five (5)
years.
Reference #1
Company Name:
Company Address:
Contact Name:
Contact Telephone Number:
Date Work Undertaken:
Nature of Assignment:
Reference #2
Company Name:
Company Address:
Contact Name:
Contact Telephone
Number:
Date Work Undertaken:
Nature of Assignment:
Reference #3
Company Name:
Company Address:
Contact Name:
Contact Telephone
Number:
Date Work Undertaken:
Nature of Assignment:
State the number of years your Company has been in business: ________
*Information received on this form and obtained from reference checks will be
considered during evaluations and will be used to serve the best of interests
of the City and no liability shall accrue to the City from such an undertaking
and all decisions derived therefrom.*
**A Reference Summary on This Page or Other Paper Stock Must Be Completed
and Submitted With The Proposal**
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Certificate of Insurance
Proof of liability insurance will be accepted on this form. If a facsimile has been
transmitted, the original certificate must follow. This form must be completed and
signed by your insurance broker.
This is to certify that the policy(ies) of insurance described below have been issued to the
insured for the policy period indicated.
Name of Insured: Street Address of Insured:
Telephone Number of Insured: City Postal Code
Location and Operations of Insured for which Certificate is issued:
All Operations Performed For The City of Pickering
Automobile Liability Insurance
Insuring Company Policy Number(s) Amount of
Coverage
Effective Date Expiry Date
D/M/Y D/M/Y
Automobile liability insurance covering third party damage and bodily injury liability
(including accident benefits) as may be required by applicable laws arising out of any
vehicle owned in whole or in part and licensed in the name of the insured, including all
vehicles leased on a long term basis, in connection with this contract.
Professional Liability
Insuring Company Policy Number(s) Amount of
Coverage
Effective
Date
Expiry Date
D/M/Y D/M/Y
Commercial General Liability
Insuring
Company
Policy Number(s) Amount of
Coverage
Effective
Date
Expiry date
D/M/Y D/M/Y
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Commercial General Liability is extended to include Personal Injury Liability, Contractual
Liability, Non-Owned Automobile Liability, Owner’s and Company’s Protective Coverage,
Products-Completed Operations, Contingent Employer’s Liability, Cross Liability Clause
and Severability of Interest Clause.
With respect to the Commercial General Liability, The City of Pickering has been added
as an Additional Insured without subrogation but only with respect to its interest in the
operations of the named insured.
The Commercial General Liability Policy(ies) identified above shall protect each insured in
the same manner and to the same extend as though a separate policy has been issued to
each, but nothing shall operate to increase the Limits of Liability as identified above
beyond the amount or amounts for which the Company would be liable if there had been
only one Insured.
The policy(ies) identified above shall apply as primary insurance and not excess to any
other insurance available to The Corporation of the City of Pickering. If cancelled or
changed so as to reduce the coverage as outlined on this certificate, during the period of
coverage as stated herein, thirty (30) days, prior written notice by registered mail will be
given by the Insurer(s) to:
The Corporation of the City of Pickering
Corporate Services Department
One The Esplanade
Pickering, Ontario L1V 6K7
Phone: 905.420.4634 Fax: 905.420.5313
I certify that the insurance is in effect as stated in this certificate and that I have
authorization to issue this certificate for and on behalf of the insurer(s).
Date: Name, Address, Fax and Telephone
Number of Insurance Broker:
Signature of Authorized
Representative or Official:
Mailing Address of Insurance Broker: Print Name of above Authorized
Representative or Official:
***This Information Does Not Have To Be Submitted With The Proposal***
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Attachment #2 to Report CAO 07-21
Memo
To: Marisa Carpino
Director, Office of the CAO
September 16, 2021
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Office of the CAO
Manager, Supply & Services
Subject: Proposal No. RFP2021-8
Economic Development Strategy
Closing Date: September 15, 2021 at 12:00 pm
-File: F-5300-001
Terms of Reference for Economic Development Strategy was advertised on the City’s website on
August 20, 2021. Nine companies have submitted a proposal. CQNS is rejected in accordance
with Invitation and Submission Instructions, item 1.5.1 and 1.5.2.
Stage I – Mandatory Submission Requirements – determines which submissions satisfy all the
mandatory submission requirements and provides Proponents the opportunity to rectify
deficiencies. Three Proponents rectified deficiencies in their submission within the rectification
period. Eight proposals proceed to Stage II – Evaluation.
Proposals are attached for evaluation along with the evaluation criteria included in the RFP
document. Each member of the evaluation committee shall independently review and score the
submissions on the basis of the rated criteria outlined in Terms of Reference, Part 2, Item D –
Rated Criteria and sign the evaluation form.
Attachments:
1. Evaluation Form
2. Evaluation Criteria
3. Eight Proposals
Evaluation committee members shall forward the completed evaluation forms to Lisa Chang. In
accordance with Purchasing Procedures 14.02 Item 17, committee members’ scores for each
Respondent will be totaled to establish an average score. A summary of average scores will be
prepared by Supply & Services for review and discussion at a meeting set up for the evaluation
committee, if required.
Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the
contract has been awarded.
If you require further information, please contact me, or a member of Supply & Services.
LC
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Attachment #3 to Report CAO 07-21
Memo
To: Marisa Carpino
Director, Office of the CAO
October 15, 2021
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Office of the CAO
Manager, Supply & Services
Subject: Proposal No. RFP2021-8
Economic Development Strategy
Closing Date: September 15, 2021 at 12:00 pm
-File: F-5300-001
Further to memo dated September 16, 2021, eight proposals proceeded to Stage II evaluation.
The Evaluation Committee, consisting of City Staff from Economic Development, conducted
independent evaluations of the proposals. A summary of average scores is completed and a copy
is attached.
In accordance with Item 2.5 Stage IV – Ranking and Contract Negotiations, all scores from Stage
II and Stage III have been added together, the proponents have been ranked based on their total
scores, and may be selected to attend an interview in Stage IV. Interviews were conducted with
the top three proponents.
EBP US, Inc. is the highest ranking proponent in the amount of $77,389.04 plus HST.
A budget of $100,000 was provided to Supply & Services for this procurement. If the
recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item
11 for additional instructions.
In accordance with Part B. Material Disclosures, Item 1, as a pre-condition of award, the
selected proponent, EBP US, Inc. will be required to provide the following documents for
review:
(a) A copy of the City’s Health and Safety Policy form currently dated and signed;
(b) The City’s certificate of insurance or approved alternative form shall be completed by
the Proponent’s agent, broker or insurer.
Please advise if we are to proceed with this task.
In accordance with Purchasing Policy Item 10.04, where written proposals are obtained by the
Manager in accordance with procedures set out in Section 06 and funds are available in the
approved budget:
(c) An award over $50,000 is subject to the additional approval of Council.
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Please include the following items in your Report to Council:
1. if Items (a) noted above are acceptable to the Co-ordinator, Health & Safety or designate,
if required;
2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit;
3. any past work experience with the highest ranking proponent EBP US, Inc. including work
location;
4. the appropriate account number(s) to which this work is to be charged;
5. the budget amount(s) assigned thereto;
6. Treasurer’s confirmation of funding;
7. related departmental approvals; and
8. related comments specific to the project.
Upon receiving Council’s approval, an approved requisition will be required to proceed.
Do not disclose any information to enquiries during this time. The Proponents will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
lc
attachments
Page 2 of 2
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Report to Council
Report Number: CAO 08-21
Date: November 22, 2021
From: Marisa Carpino
Chief Administrative Officer
Subject: Pickering Anti-Black Racism Taskforce Youth Open Mic Night
-File: A-1440-001
Recommendation:
1.That Council authorize the Pickering Anti-Black Racism Taskforce to host a Youth Open
Mic Night at West Shore Community Centre on Saturday, November 27, 2021 on terms
and conditions satisfactory to the Director, Community Services and Chief Administrative
Officer; and,
2.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: The Boards and Advisory Committees of Council Policy (ADM 040)
requires that the Pickering Anti-Black Racism Taskforce (PABRT) seek Council approval to
hold an event. Per section 16.07 of ADM 040, this report includes event details for a Youth
Open Mic event on November 27, 2021 at West Shore Community Centre, including budget,
number of staff required, name of event, date, and purpose of event. The purpose of this report
is to seek Council’s endorsement of the proposed event.
Financial Implications: Event organizers are responsible to coordinate and operate all
aspects of their events including marketing, event organization and operation, setup, and
cleanup according to the terms and conditions set out by the City of Pickering.
Event organizers are also responsible for all costs associated with application fees including
permit fees, table rentals, etc. and the costs associated with security as required by the City.
The PABRT will utilize funds allocated to them in the approved 2021 Current Budget to cover
expenditures related to this event.
Expense Description Amount
Facilitator/
Entertainment
RISE & Shakkoi $3,500
Audio/visual
equipment rental
Speakers, microphones, lighting 1,200
Event set up supplies Table cloths 100
Registration &
sanitation supplies
Wristbands, tickets, masks, wipes,
sanitizer
100
Promotional materials Posters, flyers, program 1,000
- 124 -
CAO 08-21 November 22, 2021
Subject: Pickering Anti-Black Racism Taskforce Youth Open Mic Night Page 2
Expense Description Amount
Food Pre-packaged meals from
catering company
950
Contingency *for unexpected expenditures 1000
Total $ 7,850
Discussion: Per section 16.07 of the Boards and Advisory Committees of Council
Policy (ADM 040), committees are required to “seek Council approval to hold an event and
each request to Council must include the complete details of the event (e.g., budget, number
of staff required, name of event, date, and purpose of event).” The Policy also requires that the
proposed event is in accordance with the Terms of Reference and mandate of the group. As
such, staff have prepared this report to provide relevant details around the event in order to
secure Council approval and proceed with its timely development and execution.
Event Details:
The Pickering Anti-Black Racism Taskforce (PABRT) will host an open mic event in
collaboration with Shakkoi, Pickering-based poet, author and self-expression coach, and
R.I.S.E. (Reaching Intelligent Souls Everywhere), a grassroots organization dedicated to
empowering Black youth. The Event will take place on Saturday, November 27. 2021 from 7-
10 pm at West Shore Community Centre.
Led by the facilitation and curation expertise of R.I.S.E., local youth will be invited to perform
and showcase their talents to a peer-based community audience. The event is the first of its
kind in Durham Region and will be open to youth aged 16-25 years at West Shore Community
Centre in Pickering. The event will be free to attend but require pre-registration via Eventbrite
up to a maximum capacity of 150 people.
The purpose of this event is to create a safe and inclusive platform for youth expression by
showcasing local youth talent through a facilitated open mic format. Specifically, R.I.S.E.’s
Edutainment methodology seeks to empower BIPOC (Black, Indigenous, People of Colour)
youth to create meaningful art rooted in self-knowledge, self-reflection and self-expression. In
doing so, the event also aims to support youth engagement and leadership, capacity building,
resiliency, and overall community well-being.
Given that such youth-focused open mic events are typically hosted in Toronto and are,
therefore, less accessible to local youth in Durham Region, this event presents a unique
opportunity for the PABRT and its Youth Subcommittee to promote local youth engagement in
Pickering in accordance with their mandate, which identifies the following goals:
•To identify barriers and areas of opportunity afforded to Black residents;
•To identify and coordinate opportunities for stakeholder and community engagement; and,
•To celebrate and promote the Black community and promote Black culture.
The event is also aligned with the PABRT’s work plan regarding youth development, which
specifies that the youth subcommittee will work with the community and civic engagement
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CAO 08-21 November 22, 2021
Subject: Pickering Anti-Black Racism Taskforce Youth Open Mic Night Page 3
committee to promote the PABRT among youth stakeholders. This work plan was endorsed by
Council at the September 27, 2021 meeting.
City of Pickering staff from relevant departments support this event, in principle, subject to
various event requirements being met by the PABRT during the event planning and execution
process. The requirements include but are not limited to the following:
•Permit for rental facility;
•Rental of equipment and supplies;
•Hiring of on-site security;
•Pre-registration that does not exceed capacity; and
•Other permit regulations (health regulations, COVID screening, proof of vaccination).
At this time, staff are requesting Council authorization for the PABRT to host the Youth Open
Mic Event at West Short Community Centre on November 27, 2021.
Attachment: N/A
Prepared By: Approved/Endorsed By:
Jaclyn San Antonio Mark Guinto
Senior Advisor, Equity, Diversity & Inclusion Division Head, Public Affairs &
Corporate Communications
JSA:jsa
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By: Original Signed By:
Original Signed By:
- 126 -
Report to Council
Report Number: CLK 06-21
Date: November 22, 2021
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Vacancy in the Office of City Councillor, Ward 2
- Declaration of Vacancy and Method of Filling Vacancy
- File: A-1440
Recommendation:
1. That Report CLK 06-21, pertaining to the vacancy in the Office of City Councillor, Ward 2
be received;
2. That pursuant to Section 262(1) of the Municipal Act, 2001, S.O. 2001, c. 25, the Council
of The Corporation of the City of Pickering hereby declares the Office of City Councillor,
Ward 2 to be vacant;
3. That Council directs the City Clerk to fill the vacancy for the Office of City Councillor,
Ward 2 by way of Option ____, as outlined in Report CLK 06-21; and,
4. That the Clerk be given the authority to give effect thereto and provide for any process or
procedures necessary to undertake the filling of the vacant seat.
Executive Summary: Section 259(1) of the Municipal Act, 2001, S.O. 2001, c. 25 (the
“Act”), provides that the office of a member of council becomes vacant for various reasons
including the death of a member. Due to the unfortunate passing of Councillor Ian Cumming,
on November 1, 2021, the seat for the Office of City Councillor, Ward 2 is now vacant. The Act
provides specific provisions regarding vacancies on Council and prescribes processes that
must be followed should such a vacancy occur.
Section 262(1) of the Act states that if the office of a member of council becomes vacant under
Section 259, Council shall, at its next meeting, declare the office to be vacant. The Act further
states that if the vacancy occurs as a result of death, the declaration may be made at either of
its next two meetings. This report is presented to Council so that the Office of City Councillor,
Ward 2 may be officially declared vacant and a decision made on the method to fill the vacant
seat.
Financial Implications: There are no financial implications associated with declaring a seat
on Council vacant, however, the associated financial implications, depending on the method
selected to fill the seat, have been outlined with each option in the discussion section of Report
CLK 06-21.
- 127 -
CLK 06-21 November 22, 2021
Subject: Vacancy of the Office of City Councillor, Ward 2
Declaration of Vacancy and Method of Filling Vacancy Page 2
Discussion: Section 263(1) of the Act states that a vacancy in the office of a
member of council shall be filled by appointing a person who has consented to accept the
office if appointed, or require a by-election to be held to fill the vacancy in accordance with the
Municipal Elections Act, 1996. The Act further provides that the appointment to fill the vacancy
or the passing of a By-law requiring a by-election, must occur within 60 days after the day a
declaration of vacancy is made. Council is declaring the vacancy at its Meeting on November
22, 2021 and therefore, the 60 day deadline to either appoint an individual or pass a By-law to
hold a by-election, is January 21, 2022. The only means under the Act that allow the
municipality to not fill a vacancy is if the vacancy occurs within 90 days before voting day of a
regular election. The next regular Municipal Election will be held on October 24, 2022, and
therefore this provision does not apply in this circumstance.
The Municipal Elections Act (MEA) sets out in detail the requirements to be met by candidates
to hold office. A person may be nominated for an office only if they are qualified to hold that
office under the Act that creates it, and they are not ineligible under any Act or otherwise
prohibited by law to be nominated for or to hold the office. Further, to qualify to hold office on
municipal council, the individual must meet the same criteria as an eligible voter and therefore
must:
• reside in the City of Pickering or be the owner or tenant of land there, or the spouse of
such owner or tenant;
• be a Canadian citizen;
• be at least 18 years old; and,
• not be prohibited from voting under the MEA or otherwise by law.
Individuals being appointed to fill a vacancy must consent to accept the office before the
appointment can take effect and would be required to complete a Consent of Nominee
Application and Declaration of Qualification Form (refer to Attachment # 1). In contrast,
candidates wishing to submit their nomination to run in a by-election would be required to
complete the prescribed Nomination Forms and all other requirements under the MEA that
would be required for a regular election.
It should also be noted that if any candidates from the 2018 Municipal Election failed to file
their financial statements in accordance with the Municipal Elections Act, until the next regular
election has taken place, the candidate is ineligible to be elected or appointed to any office to
which the Act applies. There were 2 candidates who did not file their financial statements for
the 2018 Municipal election. Those individuals are highlighted in yellow on Attachment #2,
2018 Municipal Election Official Results Report.
The individual appointed or elected to fill the City Councillor Ward 2 seat, would be in Office for
the remainder of the Term of Council until November 14, 2022.
The following outlines the options for filling the vacancy in accordance with the Municipal Act
(the “Act”) and the Municipal Elections Act (MEA) and staff are seeking direction from Council
as to which option they wish to exercise.
- 128 -
CLK 06-21 November 22, 2021
Subject: Vacancy of the Office of City Councillor, Ward 2
Declaration of Vacancy and Method of Filling Vacancy Page 3
Option A: Appointing a Person to Fill the Vacancy
Appointing a person to fill a vacancy will have few financial implications to the City as the work
would be absorbed in staff time and any communications necessary for the process would be
handled through the City’s social media platforms, a dedicated webpage, and the Pickering
News Advertiser Community Page. It should also be noted that there is no prescribed method
under the Act or MEA for appointing an individual to fill a vacancy on Council, rather there are
several options that could be exercised as follows:
Option A1 – Appoint the Runner-Up from the last Regular Election:
Council may wish to fill the vacant office by appointing the runner up from the last regular
municipal election which occurred on October 22, 2018. The runner up for the Office of City
Councillor, Ward 2 in the 2018 Municipal Election was Tanya Foster. The Official Election
Results from the 2018 Municipal Election are included as Attachment #2 to this Report.
Given the time that has lapsed since the 2018 Municipal Election, the City Clerk would need to
verify that the runner-up is still qualified under the MEA to hold the Office, and that they would
consent to the appointment. Once the City Clerk has been in contact with the runner-up, and
their qualifications and consent have been obtained, a subsequent report would be provided to
Council and the official appointment, through By-law, as well as the Oath of Office for the
newly appointed Councillor would occur at that same Meeting. With this option, the following
provides the approximate timelines to fill the seat:
Event Date/Timelines
Council chooses to appoint the Runner Up
from the 2018 Municipal Election
November 22, 2021
Clerk contacts runner-up and confirms
eligibility and seeks consent from individual
in writing
Week of November 22nd
Appointment of the individual by By-law and
newly appointed Member takes Oath of
Office
Regular Meeting of Council December 13th
Onboarding and orientation for newly
appointed Member of Council
December 14, 2021 to January 7, 2022
(specific dates and orientation material to be
confirmed)
The newly appointed member would be ready to take their seat at the December 13, 2021
Council Meeting once the Oath of Office has been taken.
- 129 -
CLK 06-21 November 22, 2021
Subject: Vacancy of the Office of City Councillor, Ward 2
Declaration of Vacancy and Method of Filling Vacancy Page 4
Option A2 – Appoint an Individual from the Public
Council may wish to appoint an individual who is qualified to hold office under the MEA. Should
Council wish to proceed with this option, Council would need to move into closed session to
discuss the identifiable individuals they may wish to appoint. By a majority vote of Council,
direction would be provided to the City Clerk to reach out to an individual to ascertain whether
they qualify to hold office under the MEA and whether they would consent to the appointment.
Once this has occurred, the City Clerk would report back to Council, and the qualifications and
consent of the individual would be publicly provided and the official appointment, through By-
law, as well as the Oath of Office for the newly appointed Councillor, would occur at that
Meeting. With this option, the following provides the approximate timelines to fill the seat:
Event Date/Timelines
Identification of individual and direction to
Clerk to verify their eligibility
November 22, 2021
Clerk confirms eligibility and seeks consent
from individual
Week of November 22nd
Appointment of the individual by By-law and
newly appointed Member takes Oath of
Office
Regular Meeting of Council December 13th
Onboarding and orientation for newly
appointed Member of Council
December 14, 2021 to January 7, 2022
(specific dates and orientation material to be
confirmed)
The newly appointed member would be ready to take their seat at the December 13, 2021
Council Meeting once the Oath of Office has been taken.
Option A3 – Appoint an Individual from the Public by Soliciting Applications
Council may wish to appoint an individual from the public by soliciting applications. This option
would include advertisements and an open call for applications which would be placed on the
City’s website, social media channels, as well as the Pickering News Advertiser Community
Page. A detailed application process would be publicly outlined, including instructions and
forms that would need to be submitted to the City Clerk. The application period would be open
for three consecutive weeks. Once all applications were received, the City Clerk would verify
that all applicants met the required criteria under the MEA, and would report back to Council at
a Special Meeting to be called by the Mayor, where all applications and consent
documentation would be publicly provided to Council to select an individual for appointment.
At the Special Council Meeting, all verified applicants would be provided the opportunity to
provide a five minute presentation to Council and each Member of Council would be permitted
one question per applicant. An overview of the process is included in the draft Procedures for
- 130 -
CLK 06-21 November 22, 2021
Subject: Vacancy of the Office of City Councillor, Ward 2
Declaration of Vacancy and Method of Filling Vacancy Page 5
Appointment of City Councillor, Ward 2 included as Attachment #3 to this Report. Should
Council direct the City Clerk to proceed with this option, and as the process unfolds, the Clerk
will update the draft Procedures and will ensure these are communicated to Council and all
individuals who submitted their application, so that everyone is aware of the process that will
be followed at the Special Meeting. With this option, the following provides the approximate
timelines to fill the seat:
Event Date/Timelines
Application Period November 25 to December 17, 2021 during
regular office hours (8:30 am to 4:30 pm,
Monday to Friday)
Review of Applicants by City Clerk to confirm
eligibility
December 20 to 22
List of Certified Applicants along with
applicable Forms released with Special
Council Meeting Agenda
Week of January 4
Special Council Meeting to Appoint Individual
(By-law to appoint and Oath of Office
included at this meeting to meet the January
21, 2022 deadline under the Municipal Act).
Proposed for Week of January 10
Onboarding and orientation for newly
appointed Member of Council
January 17 to 21, 2022 (specific dates and
orientation material to be confirmed)
The newly appointed Member would be ready to take their seat at the January 24, 2022
Council Meeting.
It should be noted that the solicitation of applications for the Office of City Councillor, Ward 2,
would allow the runner-up from the 2018 Municipal Election or any other individual interested
in holding the Office to apply. Aside from holding a by-election, an open call for appointment
applications would be the most transparent process of appointing an individual to the Office of
City Councillor, Ward 2.
Due to the timing of the next regular election, and the plans currently underway in this regard,
the following section outlines the timelines and particulars of holding a by-election and the
associated impacts.
Option B: Pass a By-law Requiring a By-Election be Held to Fill the Vacancy
Should Council wish to fill the vacancy by holding a by-election, the Municipal Elections Act
(MEA) makes several stipulations that should be considered. Nomination day for a by-election
cannot be less than 30 days and not more than 60 days after the By-law to hold a by-election
- 131 -
CLK 06-21 November 22, 2021
Subject: Vacancy of the Office of City Councillor, Ward 2
Declaration of Vacancy and Method of Filling Vacancy Page 6
is passed. The Clerk is responsible for setting Nomination Day and the MEA states that voting
day shall be 45 days after Nomination Day. In order to proceed with Option B, a By-law to hold
a by-election would be required to be brought forward prior to January 21, 2022. Should
Council direct that Option B be exercised to fill the vacant seat, the City Clerk would bring
forward a By-law at the Regular Council Meeting of December 13, 2021 to give effect to
holding a by-election.
By-elections are essentially the same as holding a regular election only the timeframes are
much shorter and in this case, would be held only within Ward 2. The MEA states that by-
elections shall be conducted as far as possible in the same way as regular elections. This
requirement would mean that the voting method, voting locations and appropriate staffing
would all need to be put in place. As previously stated, the timeframes for a by-election are
much shorter than those for a regular election. The following provides an example of the
possible timeframes that could be in place for a by-election in order to meet the requirements
of the Municipal Act and the Municipal Elections Act. Please note that the following dates have
been selected to accommodate for the Christmas holiday season and the regular
Committee/Council schedule for 2022. With this proposed timeline, the newly appointed
Member would be ready to take their seat at the March 28, 2022 Council Meeting.
Event Date/Timelines
By-law passed to hold a by-election Regular Meeting of Council December 13th
Nomination Period Commences December 14, 2021 and ends
at 2:00 pm on January 31, 2022
Nomination Day January 31, 2022
Voting Day (45 days after Nomination Day as
per the Municipal Elections Act)
Monday, March 17, 2022 (Note: advance
voting period would commence on March 13
and run until close of vote on March 17)
Councillor-elect to take Oath of Office with
City Clerk
March 21, 2022
Onboarding and orientation for new Member
of Council
March 21 to 25, 2022
Should Council wish to proceed with a by-election, it is recommended that internet voting be
utilized, as this was the same method of voting used in the 2018 Regular Election. Using the
same voting method would create some efficiencies in that many of the forms and procedures
utilized in 2018 could be used for the by-election.
Council recently approved the RFP for Dominion Voting Services for the 2022 Municipal
Election and Dominion was also the vendor used in 2018. Should a by-election be called, it is
recommended that Dominion Voting Systems be the vendor to provide the internet voting
- 132 -
CLK 06-21 November 22, 2021
Subject: Vacancy of the Office of City Councillor, Ward 2
Declaration of Vacancy and Method of Filling Vacancy Page 7
services. It should be noted that telephone voting would not be utilized in the by-election as we
have confirmed with Dominion Voting Services that this voting method is no longer offered.
The estimated cost to hold a by-election for the Office of City Councillor, Ward 2, would be
approximately $75,000.00 to $100,000.00, which would primarily consist of internet voting
services, mailing of individual notification letters, advertising, rental of equipment and staffing
for the voter assistance centres. Should a by-election be held, the funds required to administer
the by-election would need to be replenished to make up for the shortfall in the Election
Reserves for the administration of the 2022 Municipal Election.
Given that it is less than a year until the next regular Municipal Election, and although arguably
a by-election is the most democratic process to fill a vacancy, the impacts to the planning and
administration already underway for the 2022 Municipal Election, as well as the associated
costs of a by-election, holding a by-election is not the recommended option of staff at this time.
The next Municipal Election will be held on October 24, 2022 and plans are already underway
due to the magnitude of the administration of municipal elections. It should also be noted that a
by-election would consume all of Legislative Services staff resources and will impact
preparations for the 2022 Municipal Election as well as other projects and regular operations of
the Division.
The above options are available to Council as a means to fill the vacancy for the Office of City
Councillor, Ward 2. Staff are seeking direction from Council as to which method is to be used
to fill the vacant seat for the Office of City Councillor, Ward 2.
Attachments:
1.Consent of Nominee Application and Declaration of Qualification Form
2.2018 Municipal Election Official Results Report
3. Procedures for Appointment of City Councillor, Ward 2 (Soliciting Applications)
Prepared By: Approved/Endorsed By:
Susan Cassel Paul Bigioni
City Clerk Director, Corporate Services & City Solicitor
SC:sc
Original Signed By:Original Signed By:
- 133 -
CLK 06-21 November 22, 2021
Subject: Vacancy of the Office of City Councillor, Ward 2
Declaration of Vacancy and Method of Filling Vacancy Page 8
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By:
- 134 -
Consent of Nominee Application and
Declaration of Qualification
Vacancy for City Councillor, Ward 2
Pickering Civic Complex | One The Esplanade | Pickering, Ontario L1V 6K7
T. 905.420.4611 | F. 905.420.9685 | Toll Free 1.866.683.2760 | clerks@pickering.ca | pickering.ca
This form must be filed in person during regular office hours Monday to Friday, 8:30 to 4:30 in the Office of the City
Clerk, and no later than 4:30 p.m. on DAY, MONTH XX, 2021, and must be accompanied by two (2) pieces of
identification confirming you are a resident, owner or tenant of land in the City of Pickering, or the spouse of an owner
or tenant of land; and a letter no longer than two (2) letter- sized pages identifying the reasons you feel you are
qualified to fill the vacancy for City Councillor, Ward 2. Please make an appointment with the City Clerk to submit
your application and any supplementary documentation by contacting clerks@pickering.ca.
It is the responsibility of the nominee to file a complete and accurate Consent of Nominee Application.
Nominee Information (As it will appear on all documentation).
First Name Last Name
Qualifying Address (Street Number, Street Name, Suite/Unit Number, City/Town, Province, Postal Code)
Mailing Address (if different from above) Street Number, Street Name, Suite/Unit Number, City/Town, Province, Postal Code
Daytime Telephone Number Email
Declaration of Qualification
I, _________________________________ , the applicant mentioned in this Consent of Nominee Application,
declare that I am presently legally qualified, or would be presently legally qualified if I were not a member of the
Legislative Assembly of Ontario or the Senate or House of Commons of Canada, to be appointed to and to hold the
Office of City Councillor, Ward 2, for the City of Pickering, and hereby consent to such appointment.
Declared before me
at the _____________ of _____________
in the_______________ of ___________
this ____ day of ___________ , 2021
Nominee Signature
Clerk or Designate Signature
Certification by Clerk or Designate
I, the undersigned Clerk of this municipality, do hereby certify that I have examined the Consent of Nominee
Application of the aforesaid nominee filed with me and am satisfied that the nominee is qualified to hold the Office of
City Councillor, Ward 2 for the City of Pickering.
Clerk or Designate Signature Date Certified
Filing
Date Filed (yyyy-mm-dd) Time Filed Nominee initial Clerk or Designate Signature
Attachments
I am attaching a letter in support of my application acknowledging that these records will be made available to the
public in their entirety.
Should you be successful in being appointed to the Office of City Councillor, Ward 2, you will be
required to show proof of receipt of all recommended doses of the Covid-19 vaccine, in
accordance with the City’s Mandatory Vaccination Procedure, to the Human Resources
Department.
Attachment #1 to Report CLK 06-21
- 135 -
Consent of Nominee Application and
Declaration of Qualification
Vacancy for City Councillor, Ward 2
Pickering Civic Complex | One The Esplanade | Pickering, Ontario L1V 6K7
T. 905.420.4611 | F. 905.420.9685 | Toll Free 1.866.683.2760 | clerks@pickering.ca | pickering.ca
Declaration of Qualification for The Corporation of the City of Pickering, Office of City
Councillor, Ward 2
I Do Solemnly Declare That:
1.I am qualified pursuant to the Municipal Elections Act, to be appointed to and to hold
the Office of City Councillor, Ward 2;
2. Without limiting the generality of paragraph 1, I am at least eighteen years of age, a
Canadian citizen, a resident of the City of Pickering or the owner or tenant of land in
the City of Pickering or the spouse of such owner or tenant;
3.I am not ineligible or disqualified under the Municipal Elections Act, the Municipal Act,
the Municipal Conflict of Interest Act or any other Act to be elected to or hold the
above-mentioned Office.
4.Without limiting the generality of paragraph 3,
•I am not an employee of The Corporation of The City of Pickering , or if I am an
employee of the Corporation of The City of Pickering, I am on an unpaid leave
of absence as provided for by section 30 of the Municipal Elections Act;
•I am not a judge of any court;
•I am not a member of the Assembly as provided in the Legislative Assembly
Act or of the Senate or House of Commons of Canada or, if I am such a
person, I will provide proof of my resignation in a form satisfactory to the Clerk
of the Corporation of The City of Pickering prior to 4:30 p.m. on MONTH XX,
2021 (the close of applications). I understand that the Clerk of The Corporation
of The City of Pickering will reject my application for the above-mentioned
Office if I fail to provide proof of resignation by this deadline;
•I am not a member of the Executive Council of Ontario or a Federal Minister of
the Crown; and,
•I am not a Crown employee within the meaning of the Public Service Act, or if I
am a Crown employee, I have followed and will continue to follow all the
relevant provisions of Part Ill of such Act.
5.I am not prohibited from voting in a municipal election under subsection 17(3) of the
Municipal Elections Act.
6.Without limiting the generality of paragraph 5,
•I am not a person who is serving a sentence of imprisonment in a penal or
correctional institution.
•I am not a person who was convicted of a corrupt practice described in
subsection 90(3) of the Municipal Elections Act, that occurred less than five
years following Voting Day to which the offence relates.
- 136 -
Consent of Nominee Application and
Declaration of Qualification
Vacancy for City Councillor, Ward 2
Pickering Civic Complex | One The Esplanade | Pickering, Ontario L1V 6K7
T. 905.420.4611 | F. 905.420.9685 | Toll Free 1.866.683.2760 | clerks@pickering.ca | pickering.ca
7. I am not a person who was convicted of a corrupt practice under the Municipal
Elections Act, or of an offence under the Criminal Code (Canada), in connection with
an act or omission with respect to a municipal election to which this Act applies and I
am not a person who is ineligible to be nominated for any Office until the next two (2)
regular elections have taken place following Voting Day to which the offence relates.
8. I am not disqualified from being appointed to or holding office by reason of any
violations of the election campaign financial requirements or violations for not filing the
financial statement pursuant to the Municipal Elections Act.
AND I make this solemn Declaration conscientiously believing it to be true, and
knowing that is of the same force and effect as if made under oath by virtue of the
Canada Evidence Act.
Nominee Signature Signature of Clerk or Designate Date (yyyy-mm-dd)
The Office of the City Clerk collects personal information on this form under the authority of ss. 136 (c),
208(1), the Municipal Elections Act, 1996, S.O. 1996. The information will be used by the City Clerk for
the purpose of assessing whether a nominee may be appointed to municipal office. Your information will
be filed with the City Clerk and will be published on the public agenda for the appropriate Special
Council Meeting. Questions about this collection can be directed to the City Clerk at
clerks@pickering.ca.
- 137 -
Candidate Votes
Bert CORTEZ 370
Wesley HENRY 2620
Eileen HIGDON 3647
Dave RYAN 12959
Mayor
Number Of Undervotes:181
Number Of Overvotes:0
Total Number Of Votes:19596
Total Number Of Blanks:181
Candidate Votes
Kevin George ASHE 3318
Usha CHAHAR 311
Robert JONES 771
Musa MANSUAR 2526
Regional Councillor - Ward 1
Number Of Undervotes:139
Number Of Overvotes:0
Total Number Of Votes:6926
Total Number Of Blanks:139
Number of ballots cast:19777
1 / 6
Official Results Report
Pickering
Attachment #2 to Report CLK 06-21
- 138 -
Candidate Votes
Bill McLEAN 2659
Gary Hugh STRANGE 2242
Regional Councillor - Ward 2
Number Of Undervotes:78
Number Of Overvotes:0
Total Number Of Votes:4901
Total Number Of Blanks:78
Candidate Votes
David PICKLES 4468
Peter RODRIGUES 3150
Regional Councillor - Ward 3
Number Of Undervotes:115
Number Of Overvotes:0
Total Number Of Votes:7618
Total Number Of Blanks:115
2 / 6
Official Results Report
Pickering
- 139 -
Candidate Votes
Maurice BRENNER 2707
Haidar FUROZUNI 159
Nancy GRANADOS 569
Tony HAROLD 779
Lisa ROBINSON 2523
Clyde TAFFE 213
City Councillor – Ward 1
Number Of Undervotes:115
Number Of Overvotes:0
Total Number Of Votes:6950
Total Number Of Blanks:115
Candidate Votes
Ian CUMMING 2536
Dave CURRIE 603
Tanya FOSTER 891
Sari SARIEDDINE 727
City Councillor – Ward 2
Number Of Undervotes:222
Number Of Overvotes:0
Total Number Of Votes:4757
Total Number Of Blanks:222
3 / 6
Official Results Report
Pickering
- 140 -
Candidate Votes
Javed AKHTAR 124
Shaheen BUTT 3115
Ali NAQVI 74
Nadia PEERZADA 2646
Damian WILLIAMS 1486
City Councillor – Ward 3
Number Of Undervotes:288
Number Of Overvotes:0
Total Number Of Votes:7445
Total Number Of Blanks:288
Candidate Votes
Dianne BARHAM 4294
Bruce BRADLEY 2962
Chris BRANEY 5216
Paul CRAWFORD 4514
Michelle FRANCIS 4209
Sandeep KAKAN 2173
Saul PERDOMO 297
Shawnn SANDRASAGARA 530
Trustee - Durham District School Board
Number Of Undervotes:6727
Number Of Overvotes:0
Total Number Of Votes:24195
Total Number Of Blanks:1621
14 / 6
Official Results Report
Pickering
- 141 -
Candidate Votes
Sylvie LANDRY 60
Anna-Karyna RUSZKOWSKI 30
Trustee - French Language School Board (Conseil scolaire
Viamonde)
Number Of Undervotes:11
Number Of Overvotes:0
Total Number Of Votes:90
Total Number Of Blanks:11
Candidate Votes
Roger BRIDEAU 65
Marcellin KWILU MONDO 14
Andre LINSKY 11
Balonda NKONGOLO 15
Trustee – French Language Catholic School Board (Conseil
scolaire catholique MonAvenir)
Number Of Undervotes:8
Number Of Overvotes:0
Total Number Of Votes:105
Total Number Of Blanks:8
5 / 6
Official Results Report
Pickering
- 142 -
Candidate Votes
Tom DINGWALL 4526
John HENRY 8026
John MUTTON 3105
Peter NEAL 1506
Muhammad Ahsin SAHI 1425
Regional Chair – Regional Municipality of Durham
Number Of Undervotes:1189
Number Of Overvotes:0
Total Number Of Votes:18588
Total Number Of Blanks:1189
6 / 6
Official Results Report
Pickering
- 143 -
Procedures for Nominations
and Appointment for Office of
City Councillor, Ward 2
Page 1 of 6
These Procedures have been created to outline the process that will be undertaken for the
nomination and appointment of qualified individuals who have submitted a Consent of
Nominee Application and Declaration of Qualification for the Vacancy for City Councillor, Ward
2.
Note: These Procedures may be amended as required and determined by the City Clerk.
The City Clerk, or designate, shall be responsible for interpreting, and where appropriate,
facilitating the appointment application process as well as the nomination and appointment
process as outlined in these Procedures.
Special Council Meeting (Electronic Meeting):
1.An electronic Special Meeting of Council will be held to hear presentations and review
the applicants who have applied and consented to the appointment for the Office of City
Councillor, Ward 2.
2.No verbal delegations will be permitted from the public at this meeting. Members of the
public may submit written correspondence to the City Clerk by noon on the business
day prior to the Meeting.
3.The Agenda for the Special Meeting will include the following items:
(a)Roll Call
(b)Disclosure of Interest
(c)Opening Remarks from the Mayor
(d)Presentations from Applicants (Copies of all application documents for each
applicant will be included in this section of the public Meeting agenda)
(e)Matters for Consideration – Appointment to the Office of City Councillor, Ward 2
(f)By-law to Appoint City Councillor, Ward 2
(g)Oath of Office for Newly Appointed Member of Council
(h)Confirmation By-law
(i)Adjournment
4.Under Presentations, each applicant will be allowed to provide a 5 minute presentation
to Council. Applicants will be invited into the Electronic Meeting so that they can appear
on camera before Council and the public through the Livestream. The applicant’s
presentation will be verbal and applicant’s may display a PowerPoint presentation by
sharing their screen. If an applicant has a presentation aid, it must be approved by the
City Clerk and submitted by noon, 2 business days prior to the Meeting.
Attachment # 3 to Report CLK 06-21
- 144 -
Procedures for Nominations
and Appointment for Office of
City Councillor, Ward 2
Page 2 of 6
5. The order of presentations by the applicants will be determined alphabetically based on
the applicant’s last name, starting with A through Z.
6. After each applicant has provided their presentation, each Member of Council shall be
permitted to ask one question per applicant.
7. Once the presentations and questions are complete, the applicant will be permitted to
remain in the electronic meeting with their microphone muted and their camera turned
off. The Clerk shall have the authority to remove an applicant from the Meeting if
necessary.
Presiding Officer for the Nomination and Appointment Process:
8. Following the presentations and question period, the Mayor, as the Chair, will relinquish
the Chair to the City Clerk who shall preside over the Meeting until the appointment
process has been completed.
Call for Nominations:
9. Under Matters for Consideration, the Clerk shall call for nominations for the Office of
City Councillor, Ward 2, to be opened and will request a mover and seconder for the
following motion:
“That the nominations for the Office of City Councillor, Ward 2, be opened.”
10. The following procedures will apply to this portion of the Meeting:
(a) Each nomination must be moved and seconded. If a nomination is not seconded,
it will not move forward and the applicant’s name will not be included on the final
list of candidates who may be voted on.
(b) A Member of Council may make more than one nomination.
(c) When all nominations are complete, the Clerk will call for any other nominations
and when no others are made, the Clerk will advise that nominations are closed
and will ask for a motion, duly moved and seconded, that nominations be closed.
The motion will read as follows:
“That the nominations for the Office of City Councillor, Ward 2, be closed.”
11. Should there only be one nomination, a vote will be taken on the nominee and they
must achieve a majority vote of Council to be appointed.
- 145 -
Procedures for Nominations
and Appointment for Office of
City Councillor, Ward 2
Page 3 of 6
Process for Voting on Multiple Nominees:
12. If there is more than one nomination, the Clerk will proceed to take a vote on the
nominees in accordance with the following:
(a) The vote shall be a recorded vote of all Members present and voting, the order of
which will be decided by random draw by the Clerk. When a Member of Council
is called upon, they will state the name of the nominee in which they are voting
for.
(b) In order to be appointed, a nominee must receive a majority of the votes of
Council.
(c) If there are only 2 nominees:
i. the first nominee who receives the majority required to be appointed, shall
be declared appointed and a motion, duly moved and seconded will be
required by Council as follows:
“That ___________________ be appointed to the Office of City
Councillor, Ward 2, for the remainder of the 2018-2022 Term of Council
ending on November 14, 2022.”
ii. If there is an equal number of votes for the 2 nominees, a 10 minute
recess shall be held followed by a second vote. If on the second vote
there is still an equal number of votes or a nominee does not receive the
majority required to be appointed, the Clerk shall conduct a draw by lot of
the nominees and the nominee who is drawn, shall be declared appointed
and a motion, duly moved and seconded will be required by Council as
follows:
“That ___________________ be appointed to the Office of City
Councillor, Ward 2, for the remainder of the 2018-2022 Term of Council
ending on November 14, 2022.”
(d) If there are more than 2 nominees:
i. The first nominee who receives the majority required to be appointed,
shall be declared and appointed;
ii. If no nominee receives the majority required to be appointed by all voting
Members of Council, the name of the nominee receiving the least number
of votes shall be dropped and Council shall proceed with the next vote on
the remaining nominees;
iii. If 2 or more nominees are tied with the least number of votes, the Clerk
shall conduct a lot of the tied nominees until there is one not drawn, and
the nominee who is not drawn, shall be dropped off the list and Council
shall proceed with the next vote;
- 146 -
Procedures for Nominations
and Appointment for Office of
City Councillor, Ward 2
Page 4 of 6
iv. Voting shall continue until either a nominee receives the majority required
to be appointed or it becomes apparent by reason of an equal number of
votes or any other reason that no nominee can be appointed, in which
event the procedure as stated in clause 12 (c) ii shall apply and the Clerk
shall conduct a draw by lot of the nominees and the nominee who is
drawn, shall be declared appointed.
(e) To give effect to the appointment, the following motion is required by Council:
“That ___________________ be appointed to the Office of City Councillor, Ward
2, for the remainder of the 2018-2022 Term of Council ending on November 14,
2022.”
By-law to Appoint City Councillor, Ward 2:
13. The Clerk will ask for a mover and seconder to adopt a By-law appointing the
successful candidate who has been appointed in accordance with these Procedures.
Oath of Office:
14. The Clerk shall administer the Oath of Office to the newly appointed Member of Council.
15. The newly appointed Member of Council will be permitted 5 minutes to address Council
and the public to provide their remarks on being appointed to the seat.
Return of the Chair to the Mayor:
16. The Clerk shall relinquish the Chair back to the Mayor at this point in the meeting so
that the remaining agenda items can be completed.
17. Where a situation occurs that is not otherwise accounted for in these procedures, the
City Clerk shall recommend an alternate process to Council.
- 147 -
Procedures for Nominations
and Appointment for Office of
City Councillor, Ward 2
Page 5 of 6
Examples and Explanation of Voting Process/Results:
The following tables provide an explanation and examples of how the results would be
interpreted as a result of the recorded votes called by the Clerk as outlined in these
Procedures.
Should all 6 Members of Council be present and voting, 4 votes would constitute a majority.
Example 1:
In this scenario, 2 candidates were nominated and Candidate A would be declared to have the
majority vote required to fill the vacant seat.
Candidate A Candidate B
Councillor A X
Councillor B X
Councillor C X
Councillor D X
Councillor E X
Councillor F X
Example 2:
In this scenario, 2 candidates were nominated and there is an equal amount of votes. In
accordance with Section 12 (c) ii, a 10 minute recess would be held and a subsequent vote
taken. If the results were the same, the Clerk would conduct a draw as per Section 12 (c) ii,
and the nominee who is drawn would be declared the successful candidate.
Candidate A Candidate B
Councillor A X
Councillor B X
Councillor C X
Councillor D X
Councillor E X
Councillor F X
Example 3:
In this scenario, 3 candidates were nominated and Candidate C would be eliminated as they
received only 1 vote. Further voting would take place for the remaining 2 candidates
(Candidates A and B) as neither received the majority vote required.
- 148 -
Procedures for Nominations
and Appointment for Office of
City Councillor, Ward 2
Page 6 of 6
Candidate A Candidate B Candidate C
Councillor A X
Councillor B X
Councillor C X
Councillor D X
Councillor E X
Councillor F X
Example 4:
In this scenario, 4 candidates were nominated and the Clerk would conduct a draw with the
nominees with the least votes (Candidates C & D) as per Section 12 (d) iii of these
Procedures, and the nominee who is not drawn would be eliminated and the next vote would
occur for the remaining 3 candidates.
Candidate A Candidate B Candidate C Candidate D
Councillor A X
Councillor B X
Councillor C X
Councillor D X
Councillor E X
Councillor F X
- 149 -
Report to Council
Report Number: CS 36-21
Date: November 22, 2021
From: Sarah Douglas-Murray
Director, Community Services
Subject: Arena Pro Shop Rental Fee Relief
-File: A-1440
Recommendation:
1.That Report CS 36-21 Arena Pro Shop Rental Fee Reduction be received;
2.That that the Mayor and City Clerk be authorized to execute a Concession Licence
Amending Agreement with XPRT Marketing & Promotions, that contains the following
condition: that rent be waived for the months of September and October 2021 and that
the current monthly rent paid to the City of $581.25 be reduced by fifty percent to
$290.63 monthly and in addition, subject to such additional terms and minor revisions as
may be required by the Director, Community Services and the Director, Corporate
Services & City Solicitor; and,
3.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: There has been a request from XPRT Marketing & Promotions to
adjust the amount of rent being paid to the City as set out in the existing Don Beer Arena Pro
Shop - Licence Amending Agreement which permits XPRT Marketing & Promotions to provide
pro shop services within Don Beer Arena until April 30, 2022. The vendor has requested that
rent be waived for the months of September 2021 and October 2021 as the pro shop did not
open seasonal operation until November 1, 2021 and that rent be paid at 50 percent for the
months of November 2021 through March 2022.
The existing Licence Agreement, approved by Council in 2017 as per Resolution #310/17
(refer to Attachment 1), is currently in year two of an optional two year extension period. As
the agreement was endorsed by Council, approval for amendment to the agreements must
also be endorsed by Council.
Financial Implications: XPRT Marketing & Promotions has requested that the current
monthly rent paid to the City of $581.25 be reduced by 50 percent to $290.63 monthly. This
monthly reduction in rent combined with waiving of the rent for the months of September and
October 2021 will result in a decrease in annual revenue of $2,906.22. The net rental revenue
for the 2021/2022 operating season will be $1,743.78 instead of $4,650.00.
- 150 -
CS 36-21 November 22, 2021
Subject: Arena Pro Shop Rental Fee Relief Page 2
Discussion: As per Report CS 12-20, the City entered into a Licence Agreement
with XPRT Marketing & Promotions to operate an arena pro shop at Don Beer Arena. This
was during pre COVID-19 operational conditions where facility usage was very high and sales
in the pro shop operations were steady and predictable.
Current COVID-19 related Provincial operational guidelines and general safety concerns have
impacted arena usage throughout the fall and will continue to impact operations throughout the
current 2021/2022 hockey season (through March 2022). Capacity limits have been in place
throughout the fall and patrons have been limiting the amount of time that they spend in indoor
facilities due to necessary city protocols to meet health requirements. While protocols are now
lifting, reluctance by many members of the public are continuing to impact public attendance
and drop-in behavior at arena facilities. Registration numbers in all minor sports organizations
have also decreased which has caused a decrease in ice permits by approximately 15 percent.
The Community Services Department recommends that XPRT Marketing & Promotions be
granted the requested rent relief which will ensure that this valuable service to Don Beer Arena
ice users remains available. All Current Budget line items affected by any loss in revenue as
stated in this report will be reflected within the 2022 Current Budget submission to Council.
Attachments:
1. XPRT Marketing & Promotions Licence Agreement
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Kevin Hayes Sarah Douglas Murray
Manager, Facilities Maintenance Director, Community Services
KH:kh
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
- 151 -
Attachment #1 to Report #CS 36-21
- 152 -
- 153 -
- 154 -
- 155 -
- 156 -
- 157 -
Report to
Council
Report Number: OPS 02-21
Date: November 22, 2021
From: Brian Duffield
Director, Operations
Subject: 2022 Pre-Budget Approval to Award RFP-4-2019 Automotive Parts Supply &
Inventory Management System
-File: A-1440
Recommendation:
1.That Proposal No. RFP-4-2019, for Automotive Parts Supply & Inventory Management
System submitted by UAP Inc., NAPA Auto Parts (NAPA), in the amount of
$1,610,250.00 (HST included) be accepted for the initial two year contract period of the
initial five year term with an option to extend for two additional one year extensions;
2.That the total gross project cost of $1,600,250.00 (HST included), including the proposal
amount, and other associated costs, and the net project cost of $1,450,080.00 (net of
HST rebate) for the initial two year contract, to be funded over a two-year period, be
approved;
3.That Council grant pre-2022 Current Budget amount of $580,032.00 for year one of the
initial two year contract;
4.That Council authorize the Director, Finance & Treasurer to fund the net project cost of
$1,450,080.00 as follows:
a.That the year one in amount of $580,032.00, to be funded from property taxes;
b.That the year two in the amount of $870,048.00 will be provided for in the 2023
Current Budget; and,
5.That the appropriate City of Pickering officials be authorized to take the necessary
actions to give effect hereto.
Executive Summary: In anticipation of the move to the new Operations Centre, Public
Works’ staff were asked to consider existing procedures and best practices and recommend
changes that could significantly improve operational efficiencies and leverage the design and
space of the new facility. The fleet parts inventory supply and management was targeted as an
area for efficiencies to better service the increasing fleet repair and maintenance work load.
Staff were requested to visit other municipalities using a similar service, and visited the City of
Oshawa’s Operations Centre who, through a competitive RFP process, selected a third party
in-house vendor to manage and supply all of the parts necessary for daily repairs and
preventative maintenance of all City of Oshawa vehicles and equipment.
- 158 -
OPS 02-21 November 22, 2021
Subject: 2022 Pre Budget Approval to Award RFP-4-2019
Automotive Parts Supply & Inventory Management System Page 2
Service efficiencies that are expected to be realized with an integrated parts supply and
inventory management system include:
• A link from NAPA’s Total Automotive Management System (TAMS) into SAP Financials
(via SAP Fleet Software) will provide integration and two-way transmission of
information which will result in reduced administrative task and reliance on paper
reports.
• Assist Public Works in continuing to meet Winter Levels of Service as identified in
Reports CS 31-19 and CS 14-21 by ensuring over the counter parts for repairs to
emergency winter vehicles and equipment are available.
• Improvement in efficiency resulting in a reduction of 150 weekly invoices from multiple
vendors to 1 monthly invoice from one vendor.
NAPA will own and fund all inventory parts, and the City will only be charged for parts when
they cross the counter. Parts will be charged to the City will include payments based on invoice
cost plus 10% which is below industry standard. However, UAP Inc. will be paid an hourly rate
of $32.84 per hour for the first year and $33.65 per hour for the second year to provide parts
counter personnel whenever the fleet garage is open, including planned and unplanned
events. The City will no longer have to fund the inventory of parts.
After careful consideration of the merits of this service and supply model, the City issued RFP-
4-2019 for an Automotive Parts Supply & Inventory Management System which closed on
January 21, 2020. After completing the evaluation of the submission, completing a clarification
and negotiation process, and satisfactory reference checks being confirmed, staff recommend
proceeding to award RFP-4-2019 to UAP Inc.
Financial Implications:
1. Proposal Amount
2022 2023 TOTAL
Supply Of Parts From UAP 490,000.00 750,000.00 1,240,000.00
Parts Counter Personnel 70,000.00 105,000.00 175,000.00
SAP Fleet Module Integration 10,000.00 -10,000.00
HST (13%) 74,100.00 111,150.00 185,250.00
Gross Project Cost 644,100.00 966,150.00 1,610,250.00
- 159 -
OPS 02-21 November 22, 2021
Subject: 2022 Pre Budget Approval to Award RFP-4-2019
Automotive Parts Supply & Inventory Management System Page 3
2. Estimated Project Costing Summary
Supply Of Parts From UAP 490,000.00 750,000.00 1,240,000.00
Parts Counter Personnel 70,000.00 105,000.00 175,000.00
SAP Fleet Module Integration 10,000.00 -10,000.00
Total Project Cost (excluding taxes) 570,000.00 855,000.00 1,425,000.00
HST (13%) 74,100.00 111,150.00 185,250.00
Gross Project Costs 644,100.00 966,150.00 1,610,250.00
HST Rebate (11.24%) (64,068.00) (96,102.00) (160,170.00)
Net Project Cost (including 1.76%) 580,032.00 870,048.00 1,450,080.00
Notes:
• Supply of Parts From UAP to be budgeted through ten departments (this has been done
historically).
• Parts Counter Personnel and SAP Fleet Module Integration to be budgeted through
Fleet Services department.
• The $490,000.00 in 2022 is for a nine month period with the project starting in Q2 of
2022.
Discussion: Currently, Public Works Fleet Operations consumes parts for the
preventative maintenance and emergency repairs in the order of $650,000 per year. These
costs are embedded in the repairs and maintenance budgets assigned to each department for
the operating costs of vehicles and equipment in their control.
The parts used by Fleet mechanics are routinely sourced by various fleet staff including the
Foreperson, Lead Hand, and our Mechanics. This time, amounting to approximately 60 hours
per week, will now be used productively for those identified staff to perform their core duties of
repairs and maintenance. The Central Stores location, adjacent to the Fleet Services bay,
maintains a stock of the typical consumable parts for routine repair and maintenance. Fleet
Services maintains such a wide range of vehicles and equipment, that it is not practical to
maintain a comprehensive stock of all possible parts for all vehicles and equipment in the
City’s ownership.
The ad hoc method of ordering and maintaining a stock of on-hand parts, without an active
digital inventory management system, has led to an inefficient parts system with unused parts
and surplus parts as our fleet changes and vehicles are disposed of. Our current inventory of
parts has approximately 10 percent of obsolescent parts and 15 percent of surplus or
duplicated parts.
In addition, current procurement processes can range anywhere from one day to two weeks,
(four business days on average), for delivery of parts leading to a significant amount of
downtime for vehicles and equipment, particularly for unplanned maintenance and repairs.
UAP Inc. will provide and maintain a parts storage area within the Operations Centre specific
to our fleet and readily available over the counter to supply our mechanics daily with parts
- 160 -
OPS 02-21 November 22, 2021
Subject: 2022 Pre Budget Approval to Award RFP-4-2019
Automotive Parts Supply & Inventory Management System Page 4
needs exclusive City of Pickering. This area along with utilities will be provided to UAP Inc. at
no charge. UAP Inc. will be expected to have an on-site inventory of 80 percent of regular
maintenance and repair parts within three months of implementation, which is planned in Q2,
2022, and reach the industry standard of 85 percent within the following three months as they
develop an understanding of the full consumable parts requirements of the City. In order to
address the approximate 50 winter events per season, other emergencies and planned events
after hours, UAP Inc. will provide counter services upon request at an additional cost.
It is important to understand that the City will no longer have to purchase and maintain a large
and diverse inventory of parts. UAP Inc., at their cost, are responsible to maintain the inventory
and only invoice the City when the parts cross the counter and are in the hands of the
mechanics, similar to any store front operation. Carrying costs for surplus and duplicated parts
will be eliminated as UAP Inc. will be responsible for the stock levels and inventory. City staff
are currently undertaking an inventory count to identify and dispose of obsolete stock. When
UAP Inc. arrives in Q2, 2022, one of their first tasks will be to cross reference our vehicle and
equipment list against our current inventory of parts and absorb into their ownership and
provide it over the counter when needed at no charge.
UAP Inc.’s proposal also includes use of their Integrated Business Solutions, in particular the
TAMS which other municipalities also use. Currently, Fleet Services receives anywhere from
120 to 150 individual invoices weekly from suppliers for review and approval. UAP Inc. will
submit a single invoice monthly for all parts crossing the counter in that month, dramatically
cutting down the time spent by Operations staff to verify and process multiple invoices from
dozens of vendors. In addition, it is anticipated that there would be subsequent time saved in
the Finance department processing invoices from multiple vendors. This system along with our
fuel management system and the future SAP fleet management software system module will
provide the necessary data and metrics to make informed business decisions such as
procurement and disposable of vehicles and equipment.
City staff will have the ability to receive reports weekly, monthly, quarterly and on an as-
required basis on key metrics which includes invoicing, costing and inventory control. The
system will also be able to identify warranties, defects and core charges which are not being
currently tracked efficiently; therefore, will offer substantial overall savings to the parts
management process. Lastly, this system will allow the City to independently audit the contract
to ensure compliance.
The Operations Department recommends the acceptance of RFP-4-2019 submitted by UAP
Inc., NAPA Auto Parts in the submitted price of $1,425,000.00 (HST excluded) for the initial
two year contract period. The total gross project cost is estimated to be $1,610,250.00 (HST
included) and the total net project cost is estimated at $1,450,080.00 (net of HST rebate).
Once approved, Operations can prepare for the implementation in Q1, 2022 with the start
launch date in Q2, 2022.
- 161 -
OPS 02-21 November 22, 2021
Subject: 2022 Pre Budget Approval to Award RFP-4-2019
Automotive Parts Supply & Inventory Management System Page 5
Attachments:
1. S&S Summary Memo, dated March 30, 2021
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Rob Burlie, P. Eng.
Manager, Public Works
Ray Rodrigues, CPPB
Manager, Supply & Services
Original Signed By: Original Signed By:
Brian Duffield
Director, Operations
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
BD:rb
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
- 162 -
From: Ray Rodrigues
Manager, Supply & Services
Copy: Administrative Assistant, Community Services
Manager, Public Works
Supervisor, Municipal Garage
Attachment 1 to Report OPS 02-21
Memo
To: Brian Duffield
Director, Community Services
March 30, 2021
Subject: Proposal No. RFP-4-2019
Automotive Parts Supply & Inventory Management System
Closing Date: January 21, 2020
- File: F-5300-001
Further to memo dated February 3, 2020, one proposal proceeded to Stage II evaluation.
The Evaluation Committee, consisting of City Staff from Community Services, conducted
independent evaluations of the proposals.
In accordance with Item 2.6 Stage V – Ranking and Contract Negotiations, all scores from Stage II
and Stage III have been added together, and was asked to enter into contract negotiations. Upon
satisfying all the clarifications, changes and revisions to the satisfaction of the evaluation
committee, it is recommended that UAP Inc., NAPA Auto Parts be awarded in the amount of an
estimated $1,125,126 plus HST for the initial two year contract period.
A budget of $650,000 was provided to Supply & Services for this procurement for the first year
of the contract and additional funding is to be obtained as a part of the budgeting process for
each additional year of the contract.
In accordance with Part B. Material Disclosures, Item 1, as a pre-condition of award, the
selected proponent, UAP Inc, NAPA Auto Parts will be required to provide the following
documents for review:
(a) A copy of the City’s Health and Safety Policy form currently dated and signed;
(b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board; and
(c) The City’s certificate of insurance or approved alternative form shall be completed by
the Proponent’s agent, broker or insurer.
Please advise if we are to proceed with this task.
- 163 -
As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or
tender meeting specifications and offering best value to the City is acceptable or where the
highest scoring proposal is recommended and the estimated total purchase price is:
(c) Over $250,000, the Manager may approve the award, subject to the approval of the Director,
Treasurer, CAO and Council.
Please include the following items in your Report to Council:
1. if Items (a) and (b) noted above are acceptable to the Co-ordinator, Health & Safety or
designate, if required;
2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit;
3. any past work experience with the highest ranking proponent UAP Inc. NAPA Auto Parts
including work location;
4. the appropriate account number(s) to which this work is to be charged;
5. the budget amount(s) assigned thereto;
6. Treasurer’s confirmation of funding;
7. related departmental approvals; and
8. related comments specific to the project.
Upon receiving Council’s approval, an approved requisition will be required to proceed.
Do not disclose any information to enquiries during this time. The Proponents will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
RR
RFP-4-2019 Page 2 of 2
- 164 -
Report to Council
Report Number: PLN 42-21
Date: November 22, 2021
From: Kyle Bentley
Director, City Developments & CBO
Subject: Envision Durham – Employment Strategy Technical Report
- File: A-2100-020
Recommendation:
1. That Council endorse the Staff Comments contained in Section 2.2 of Report PLN 42-21
as the City’s formal comments on the Envision Durham Employment Strategy Technical
Report, September 24, 2021; and
2. That the appropriate City of Pickering staff be authorized to take the necessary actions
as indicated in this report.
Executive Summary: The Region of Durham released the Employment Strategy
Technical Report (Employment Report) on September 24, 2021, and requested comments by
October 25, 2021. The Employment Report is the third of four technical papers to be released
as part of the Envision Durham’s Growth Management Land Needs Assessment exercise.
Given the short comment period (30 days) for these technical reports, staff informed the
Region that the City’s comments with respect to the Employment Report will only be available
after Council has considered this report. Staff’s comments on the Employment Report are
outlined in Section 2.2 of this report. Staff is seeking Council’s endorsement of the comments,
and that a copy of Council’s resolution and Report PLN 42-21 be forwarded to the Region for
consideration.
Financial Implications: This report has no financial implications for the City.
1. Background:
The Region of Durham is undertaking a Growth Management Study (GMS), as part of
Envision Durham, the Region’s Municipal Comprehensive Review process. The first
phase of the GMS consists of a Land Needs Assessment (LNA) to determine the
amount of settlement area boundary expansion that may be required to accommodate
the future population and job growth to 2051. The LNA is being presented through the
release of the following four technical reports:
• The Region-Wide Growth Analysis;
• The Housing Intensification Study;
• The Employment Strategy; and
• The Community Area Urban Land Needs.
- 165 -
Report PLN 42-21 November 22, 2021
Subject: Envision Durham – Employment Strategy Technical Report Page 2
The first technical report, the Region-Wide Growth Analysis, released on July 2, 2021,
was commented on through staff-to-staff comments in a letter to the Region on
August11, 2021. The staff comments were submitted to, and endorsed by, Council on
September 27, 2021 (Corr. 41-21).
The second technical report, the Housing Intensification Study Technical Report, released
on September 3, 2021, was commented on by staff through Report PLN 40-21, and
endorsed by Council on October 25, 2021 as the City’s formal comments (Resolution
#716/21).
On September 24, 2021, the Region released the third technical report, the Employment
Strategy Technical Report (Employment Report). The last technical report, Community
Area Urban Land Needs, will be reported and commented on through a future report to
Planning & Development Committee in December, 2021. The Employment Report can
be accessed through the following hyperlink:
https://www.durham.ca/en/regional-government/resources/Documents/Council/CIP-
Reports/CIP-Reports-2021/2021-INFO-97.pdf
Regional staff will be preparing a Land Needs Assessment Recommendations
(Summary) Report, compiling the key outcomes, technical analysis, and related
recommendations contained in the four technical reports. The Summary Report will be
presented to Regional Planning and Economic Development Committee at a future
date, to be confirmed by the Region. City staff will, at that time, bring forward a
recommendation report to Pickering’s Planning & Development Committee, providing
the City’s formal comments on the Region’s Land Needs Assessment Recommendations
(Summary) Report.
2. Discussion:
2.1 The Employment Strategy Technical Report
In accordance with the Growth Plan, the Region of Durham’s employment base is
forecast to reach 460,000 jobs by 2051. This forecast presents an increase of
approximately 221,600 jobs between 2019 and 2051, equating to an annual growth rate
of 2.1%, which will require approximately double the Region’s historic growth rate.
The purpose of the Employment Report is to present the results of the Region’s
comprehensive assessment of current employment market conditions and trends,
expected growth patterns, market opportunities and disrupters, that are anticipated to
influence employment growth in Durham through 2051. Key outcomes of the
Employment Report include a recommended density target for Employment Areas, a
recommendation regarding the supply of designated Employment areas to
accommodate employment land related jobs to 2051, and recommendations on
Employment Area lands conversion requests.
- 166 -
Report PLN 42-21 November 22, 2021
Subject: Envision Durham – Employment Strategy Technical Report Page 3
The key findings of the Employment Report are the following:
• Durham Region has approximately 4,940 gross hectares of land within Urban
Employment Areas (designated industrial lands within urban areas), of which 2,550
gross hectares (52%) are considered developed. The Whitby South Employment Area
contains the greatest share of developed Urban Employment Area lands at 22%,
followed by the Pickering East Employment Area (the Brock Industrial Area) at 15%;
• Durham’s Urban Employment Areas contain 1,966 gross hectares of vacant
developable lands, which exclude lands with physical constraints (34 hectares), a
10% land vacancy adjustment (inactive sites/land banking), and the vacant
employment lands recommended for conversion amounting to 167 hectares;
• Through a high-level review using the developed employment inventory, building
footprints and orthophotos, 1,215 hectares of the Region’s developed Urban
Employment Area lands were identified as underutilized;
• Based on a 15% employment intensification target and an overall target employment
density of 26 jobs per gross hectare, the Region will require a total of 3,130 gross
hectares of Employment Area lands to accommodate anticipated job growth to 2051;
• Based on the identified Urban Employment Area land demand to 2051 and the
available designated Employment area land supply, a shortfall of 1,164 hectares of
Urban Employment Area lands has been identified to 2051;
• Based on a site-by-site evaluation of requests for Employment Area lands
conversions, it is recommended that 300 hectares of the lands subject to the
Employment Area lands conversion requests be converted to non-employment uses
plus an additional 108 hectares of Employment Area lands outside the active
submissions, that have been identified for conversion by the Region’s consulting
team and Regional staff. This brings the total area proposed for conversion to
408 hectares (this includes 52 hectares of the Durham Live lands that are being
converted to non-employment uses in recognition of the approved Minister’s Zoning
Order that permits non-employment uses); and
• Employment growth from 2019 to 2051 is forecast to comprise:
• 49% Population Related Employment (employment in institutional and
commercial sectors such as schools, small-scale offices, retail services,
restaurants, health care, including work-from-home);
• 37% Employment Lands Employment (jobs in industrial type buildings including
manufacturing, wholesale trade, and warehousing); and
• 13% Major Office Employment (in terms of the Region’s Employment Strategy
Major Office employment comprises employment within office buildings greater
than 1,900 square metres).
- 167 -
Report PLN 42-21 November 22, 2021
Subject: Envision Durham – Employment Strategy Technical Report Page 4
It is important to note that the Employment Strategy did consider the manner in which
the COVID-19 pandemic are likely to influence the nature of employment by type over
both the near and long term.
2.2 Staff Comments
Staff is generally in agreement with the findings and recommendations of the
Employment Report. However, a number of minor aspects and technical concerns have
been identified, which are elaborated on below.
a. The Region, in recognition of the recent structural changes in the regional economy,
acknowledges the need for Durham Region to ensure that the amount, type, and
location of the Region’s established and planned Employment Areas are well
aligned with anticipated market demand. More recently, Pickering staff, in
discussions with staff from Infrastructure Ontario, heard that there is increased
interest in the Prestige Employment Area of Seaton, for the development of
industries other than “prestige” employment uses. However, these type of industrial
uses are currently not permitted in the Prestige Employment zone. Accordingly, the
City has retained Dillon Consulting to do an employment land use review of the
lands within the Seaton Innovation Corridor, through an economic lens. Staff
representing Dillon Consulting will be meeting with Regional staff. The outcome of
this land use review may result in changes to the land designations within the
Seaton Innovation Corridor, associated permitted uses, and potential job creation,
subject to the appropriate planning approval processes.
b. The Employment Report (page 42) points out that Durham’s employment land
base is accommodated in a combination of Urban Employment Areas,
Employment Related Areas, and Rural Employment Areas, as illustrated on
Figure 5-1 (page 45). However, Figure 5-1 does not reflect the Hamlet
Employment Areas in the Hamlet of Claremont, north of the Canadian Pacific
Railway track, and in the Hamlet of Brougham, at the corner of Highway 7 and
Sideline 20. These lands, measuring approximately 9.6 hectares and 7 hectares
respectively, may not be designated in the Regional Official Plan as “Rural
Employment Areas”, but they do form part of the rural employment land base. The
Region needs to confirm whether these particular areas have been included in the
Rural Employment Areas land holdings calculation for Durham Region.
c. The Employment Report highlights that Durham’s five “Employment Related
Areas”, including the Pickering Nuclear Generation Station (PNGS) and the Duffins
Creek Water Pollution Control Plant, play an important part in achieving Durham
Region’s overall employment forecast to 2051. The Report discusses the growth
outlook for Key Trade Industry Sectors and refers to the significant negative impact
COVID-19 is having on short-term macro-economic trends. However, the Report
does not address the potential short to medium term impact of the closure of the
PNGS on the local economy. The Region needs to confirm that the employment
growth outlook considered the closure and decommissioning of the PNGS.
- 168 -
Report PLN 42-21 November 22, 2021
Subject: Envision Durham – Employment Strategy Technical Report Page 5
d. The Employment Report, in its overview of the Regional and Local Growth Drivers,
highlights that the Highway 407 East extension to Highway 35/115, and completion
of the Highway 412 and 418 connectors between Highways 401 and 407, has
greatly improved accessibility within Durham Region and provided enhanced
connectivity to Employment Areas situated along this corridor (page 63). This may
be true in part, but the high toll fees on the 412 and 418 connectors continue to be
a significant disincentive/barrier to accessibility and goods movement through, to,
and from the Region of Durham. These tolls have a detrimental impact on the
economic viability and competitiveness of the Region, and have led to an
underutilization of the connectors.
Furthermore, the apparent unwillingness of the Province to address the disparity
between Durham Region and Toronto Region, where none of the connectors
(e.g., Highways 400, 410 and 427) between Highways 401 and 407 are tolled, puts
Durham Region at a disadvantage in comparison to the Regions of Toronto, Peel
and York. Did the feasibility study by the Province of the toll fees on the 412 and
418 connectors consider the cost the gridlock on Highway 401 through Durham
has on the regional and broader economy? It is recommended that the Region
continue advocating to the Province for the removal, or significant reduction, of the
tolls on Highway 407 and the 412 and 418 connectors through Durham in order to
establish parity with Toronto, Peel and York Regions, to improve access to and the
viability of Employment Areas and businesses in Durham, and to improve the
economic competitiveness of the Region.
e. The Employment Report assumes that 15% of all forecasted employment will be
accommodated through intensification, and states that this assumption is factored
into the land needs analysis. However, the Report provides no explanation as to
how the Region or its consultants arrived at this assumption. Clarification regarding
the basis or source for this assumption would be helpful.
f. Figure 7-8 on page 75 illustrates how the Region determined the developable
vacant Employment Area land supply. Staff noted the following calculation error in
the Figure: The 2,119 hectares of Developable Vacant Employment Area Lands
Supply Adjusted for Long-term Vacancy minus the 167 hectares of Recommended
Employment Area Conversions equals 1,952 hectares and not 1,966 hectares, as
reflected in the last column. This error has already been brought to the attention of
Regional staff who confirmed that their consultant will be correcting this error by
reconciling it through the final Land Needs Assessment.
g. The Employment Report offers recommendations to provide stronger direction
regarding accessory and employment supportive uses in Employment Areas. The
Report includes a recommendation on page 84 that current policy 8C.2.12 in the
Regional Official Plan (ROP) be updated by increasing the maximum size of a
single use that is accessory to Employment Area uses from 500 square metres to
2,000 square metres. Staff is concerned with the significant increase in the
maximum size of a single use, as it is equivalent to the minimum size of large scale
or large-format commercial facilities, as defined by the ROP, and which is prohibited
- 169 -
Report PLN 42-21 November 22, 2021
Subject: Envision Durham – Employment Strategy Technical Report Page 6
in Employment Areas. Furthermore, no planning rationale is provided for this
increase, and staff is concerned about the cumulative impact multiple uses of
2,000 square metres within designated Employment Areas may have on the
Employment Area land supply. Accordingly, it is recommended that the Region
reconsider this recommendation.
h. Similarly, the Report provides a recommendation that current policy 8C.2.13 in the
ROP be updated to permit a single employment supportive use not exceeding
2,000 square metres, provided that certain criteria be met. One of the criterion is
that the employment supportive uses not detract from the potential for the subject
lands to be utilized for employment uses. As written, there should be no
circumstance that would prevent a property currently developed with an employment
supportive use to be redeveloped for an employment uses. Redevelopment for
employment uses may, however, be restricted by supportive uses on adjacent
property, such as existing sensitive land uses, which are addressed through another
criterion. Staff questions whether this specific criterion is of value and request that it
be reconsidered.
i. The Employment Report provides a series of employment strategy policy
recommendations pertaining to the future planning of the Region’s Employment
Areas, Strategic Growth Areas and remaining urban and rural areas. Staff has
reviewed the policy recommendations and can confirm that, with the exception of
the concerns expressed in paragraphs 2.2 g. and 2.2 h. above, the recommendations
are generally in line with previous comments the City provided on the Region’s
Growth Management Discussion Paper through Report PLN 32-19 and the
Region’s Proposed Policy Directions Paper through Report PLN 29-21.
3. Staff Recommendations:
It is recommended that the staff comments in Section 2.2. of this report be endorsed by
Council as the City’s formal comments on the Envision Durham Employment Strategy
Technical Report, and that a copy of Report PLN 42-21 and Council’s resolution be
forwarded to the Region of Durham for consideration.
- 170 -
Report PLN 42-21 November 22, 2021
Subject: Envision Durham – Employment Strategy Technical Report Page 7
Prepared By:
Original Signed By
Déan Jacobs, MCIP, RPP
Manager, Policy & Geomatics
Approved/Endorsed By:
Original Signed By
Catherine Rose, MCIP, RPP
Chief Planner
Original Signed By
Kyle Bentley, P. Eng.
Director, City Development & CBO
DJ:CR:ld
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 171 -
Report to Council
Report Number: PLN 43-21
Date: November 22, 2021
From: Kyle Bentley
Director, City Development & CBO
Subject: Pickering Integrated Sustainable Design Standards
City of Pickering
File: D-7000-007
Recommendations:
1. That Council approve the hiring of Urban Equation Corp. to update and convert the 2007
Sustainable Development Guidelines into a tiered Integrated Sustainable Design Standard in
accordance with Purchasing Policy 10.03 (c);
2. That the Letter Proposal submitted by Urban Equation Corp. for Professional Consulting
Services to prepare a tiered Integrated Sustainable Design Standard for the City in the
amount of $84,850.00 (HST excluded), provided as Appendix I to Report PLN 43-21, be
accepted;
3. That the total gross project cost of $106,604.00 (HST included), and the total net project cost
of $96,000.00 (net of HST rebate) be approved;
4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost
from the Consulting & Professional 2021 Council Approved Current Budget Account
502230.10115 as follows:
a) The sum of $86,000.00 from The Atmospheric Fund; and
b) The sum of $10,000.00 from The Regional Municipality of Durham;
5. That City staff be authorized to sign any agreements between the City and Urban Equation
Corp. in a form satisfactory to the Director, City Development; and
6. That the appropriate staff of the City of Pickering be authorized to take the necessary actions
as indicated in this report.
Executive Summary: In early 2020, City staff drafted a revised set of sustainable development
standards with the purpose of updating and expanding upon the 2007 Sustainable Development
Guidelines (SDG). However, due to the evolving variety and complexity of sustainable measures,
it became evident that outside expertise would be necessary. The process of reviewing the draft
standards and finalizing a new guidance document was divided into two phases. Urban Equation
Corp., a sustainability and community planning firm, was retained and completed the first phase in
December 2020. The completion of Phase 2 was predicated on securing grant funding to retain a
consultant.
- 172 -
Report PLN 43-21 November 22, 2021
Subject: Pickering Integrated Sustainable Design Standard Page 2
In May 2021, City staff was successful in securing a grant from The Atmospheric Fund (TAF) to
offset the consulting costs for the remaining phase. Additional funds were also secured from the
Region of Durham for the Phase 2 work. For practical reasons, continuing the relationship with
Urban Equation Corp. on Phase 2 would enable the team to continue from where Phase 1 ended
and meet the project’s deadline of June 2022.
In discussions with Urban Equation Corp., staff requested a fee proposal from the consulting firm
(see Letter Proposal, Appendix I). In accordance with Purchasing Policy 10.03 (c), where the
funds are available in the approved budget and the project or annual cost of a consulting or
professional service assignment is expected to be above $50,000.00, the purchase is subject to
the additional approval of Council.
Staff are recommending that the fee proposal submitted by Urban Equation Corp. for Consulting
and Professional Services to update, expand and convert the 2007 Sustainable Development
Guidelines into a tiered Integrated Sustainable Design Standard and other deliverables in the
amount $84,850.00 (HST excluded) be accepted.
Financial Implications:
1. Proposal
Proposal Amount $84,850.00
HST (13%) 11,030.50
Gross Proposal Cost $95,880.50
2. Total Project Cost (Proposal + Other Costs)
Proposal Amount $84,850.00
Contingency (reviews, additional meetings, etc.) 9,490.00
Sub Total $94,340.00
HST (13%) 12,264.00
Total Gross Project Cost $106,604.00
HST Rebate (11.24%) ($10,604.00)
Net Project Cost to City (incl. 1.76%) $96,000.00
1. Background
In 2007, Pickering became an early adopter of sustainable green development practices
after drafting its Sustainable Development Guidelines (SDG). In 2009, Pickering Council
approved a resolution, requiring that all new developments meet at least a rating of “Level 1”,
with some minor exceptions. As the only municipality in the region with a green development
standard at that time, Pickering emerged as a leader in sustainable building and
development.
- 173 -
Report PLN 43-21 November 22, 2021
Subject: Pickering Integrated Sustainable Design Standard Page 3
Best practices have evolved since then. Many municipalities have completed sustainable
development guidelines and the City of Pickering has the benefit of being able to learn from
their various approaches to formulate a path forward that would best serve the City.
Recognizing this, in early 2020, City staff drafted a revised set of standards with the purpose
of updating and expanding upon the original SDG. However, due to the evolving variety
and complexity of sustainable measures, and in researching the level of effort undertaken
by neighbouring municipalities to obtain widespread stakeholder engagement, it became
evident that outside expertise would be necessary.
The process to review the draft standards and finalize a new guidance document was
divided into two phases. Phase 1 included the following tasks:
• assess the draft standards for alignment with existing provincial, regional, and municipal
plans;
• identify gaps and/or conflicts with the overall principles and intent;
• recommend any necessary revisions or additional performance measures to:
• ensure all elements of sustainability and resiliency are incorporated;
• reflect current best practices;
• proactively address known challenges for stakeholders and staff;
• compare the benefits and drawbacks to various frameworks (e.g., checklists, checklists
with points, tiered levels);
• advise on the legislative authority of municipalities to require development standard;
and
• develop a comprehensive engagement plan.
In accordance with the City’s Purchasing Policy, Urban Equation Corp. was retained and
they completed their background review report in December 2020.
Phase 2 includes drafting and finalizing an Integrated Sustainable Design Standard (ISDS)
through a comprehensive engagement strategy with the public, development community,
staff, and Council. Although the 2021 budget includes the Phase 2 project, it was
contingent on securing grant funds to offset the consulting costs for the remaining phase.
In early 2021, staff submitted a grant proposal for funding the Phase 2 work to The
Atmospheric Fund (TAF). In May, the proposal was approved and funding in the amount of
$86,000.00 was secured. In addition to the updated Standards, other deliverables include:
a Technical Guide to support municipal staff in using the Standards; a Resource Manual to
support the development industry in implementing the Standards; and a Shared-Learning
Report to assist other municipalities undertaking similar work. As part of its approval, TAF
also required the completion of a carbon emissions reduction report. The Region of
Durham has agreed to assist the City by contributing $10,000.00 towards the Phase 2
work.
- 174 -
Report PLN 43-21 November 22, 2021
Subject: Pickering Integrated Sustainable Design Standard Page 4
2. Discussion
2.1 Urban Equation Corp. has considerable expertise in the field of sustainable
community building
Staff had a positive experience working with Urban Equations Corp. on the Phase 1 project.
In continuing our relationship with Urban Equation Corp. on the Phase 2,the City will realize
financial and time efficiencies since they can immediately continue from where Phase 1
ended to complete the task by the project deadline.
Urban Equation Corp. staff are well respected in their field and have tremendous
experience having recently completed the Town of Whitby’s tiered Green Standard.
Whitby’s Green Standard consists of tiers (Tiers 1 to 4) of performance measures, with
supporting guidelines that promote sustainable site and building design. Tier 1 of the Green
Standard is a mandatory requirement of the planning approval process.
The hiring of Urban Equation Corp. represents good value as they:
• have the necessary administrative resources;
• are extremely familiar with green building and community design practices;
• have worked with developers, municipalities, and building owners; and
• are intimately familiar with public and stakeholder consultations.
Urban Equation Corp. also hold positions on Toronto’s Design Review Panel and the
Canada Green Buildings Council Board of Directors. Given that Urban Equation Corp. are
well respected in their field, staff supports continuing with this relationship to update and
convert the 2007 SDG into a tiered Integrated Sustainable Design Standard.
2.2 As required by the City’s Purchasing Policy, Council is requested to approve this
consulting assignment as it is for an amount greater than $50,000.00
In accordance with Purchasing Policy 10.03 (c), the Manager of Supply & Services may
obtain the services of a particular consultant selected by the initiating Director. Where funds
are available in the approved budget and the project or annual cost of a consulting or
professional service assignment is expected to be above $50,000.00, Council approval is
required.
Staff are recommending approval of the proposal submitted by Urban Equation Corp. for
Consulting and Professional Services to prepare the Integrated Sustainable Design
Standard for a net project cost of $96,000.00.
3. Next Steps
Subject to Council approval and the agreement with Urban Equation Corp. being executed,
Urban Equation Corp. will commence the Phase 2 work immediately. Concurrently, staff will
begin raising awareness of the project through the City’s communication platforms followed
by public, development and building industry, municipal staff, and Council engagements.
- 175 -
Report PLN 43-21 November 22, 2021
Subject: Pickering Integrated Sustainable Design Standard Page 5
Staff will notify Council members of their engagement session dates as well as the public
engagement dates.
Appendix
Appendix I Proposal Letter from Urban Equation Corporation dated November 5, 2021
Prepared By:
Original Signed By
Grant McGregor
Project Manager, Strategic Initiatives
Approved/Endorsed By:
Original Signed By
Catherine Rose, MCIP, RPP
Chief Planner
Original Signed By
Chantal Whitaker
Supervisor, Sustainability
Original Signed By
Kyle Bentley, P. Eng.
Director, City Development & CBO
Original Signed By
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
GM:ld
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
- 176 -
Appendix I to
Report PLN 43-21
Proposal Letter from
Urban Equation Corporation, dated November 5, 2021
- 177 -
■
URBAN
EQUATION
NOVEMBER 5, 2021
Integrated Sustainable Design
Standards
Advisory Proposal
City of Pickering
1 The Esplanade S, Pickering, ON L1V 6K7
Attention: Chantal Whitaker
cwhitaker@pickering.ca
416-929-5264 | urbanequation.ca
People + Planet + Prosperity - 178 -
URBAN
November 5, 2021
City of Pickering
1 The Esplanade S,
Pickering, ON L1V 6K7
Re: Pickering Integrated Sustainable Design Standards
Dear Chantal
Thank you for considering Urban Equation to be your sustainability advisor for the Integrated
Sustainable Design Standards in the evolving City of Pickering. We are excited by the
opportunity to continue supporting the City of Pickering by delivering a compelling Sustainable
Design Standards that drives impact, achieves the overarching goals established, and provides
compelling branding and storytelling language.
We understand that the City of Pickering is seeking to retain a Consultant to update and expand
upon the 2007 SDG and convert them into tiered Integrated Sustainable Design Standards. This
important task is understood to be essential to foster the development of more sustainable
communities aligned with numerous City funded programs.
Urban Equation is a leading strategic sustainability and development consultancy with a proven
track record of delivering impact and innovation for award-winning sustainability development
projects. We are uniquely situated to be your sustainability advisor because:
• We have successfully applied sustainability frameworks on nearly 5,000 acres of
sustainability-focused community developments, including Sidewalk Labs in Toronto,
Cloverdale Mall in Etobicoke, Dixie Mall in Mississauga, the award-winning Healthy
Community Guidelines for Brightwater in Mississauga, and Zibi in Ottawa.
• We are systems thinkers who consider the environmental, social and economic
aspects of sustainability. Our team of diverse professionals, including planners,
engineers, architects, marketing professionals and environmental specialists, excel at
determining creative ways to deliver social and environmental value to meet the
aspirations of our clients and their stakeholders.
Urban Equation is proud to provide our clients with the highest quality sustainability advisory.
We are thrilled at the opportunity to work with your team and set the foundation for a
sustainable, healthy and thriving communities in Pickering.
Please feel free to contact me directly at 416.352.8831 with any questions. We look forward to
hearing from you.
Sincerely,
Jenny McMinn
Managing Director
URBAN EQUATION
People + Planet + Prosperity
P2021.0059
i - 179 -
URBAN
TABLE OF CONTENTS
1 PROJECT UNDERSTANDING................................................................................................... 1
2 SCOPE OF WORK ...................................................................................................................... 1
2.1 DETAILED WORK PLAN AND DELIVERABLES .............................................................................. 5
3 PROJECT TEAM ......................................................................................................................... 6
3.1 RELEVANT PROJECT EXPERIENCE ............................................................................................. 7
4 FEES ............................................................................................................................................ 7
4.1 AUTHORIZATION FORM ............................................................................................................... 8
5 APPENDIX 1: WORKPLAN........................................................................................................ 9
6 APPENDIX 2: RELEVANT PROJECT EXPERIENCE............................................................ 10
People + Planet + Prosperity
P2021.0059
ii - 180 -
URBAN
1 Project Understanding
Durham Region and the City of Pickering are slated for significant growth. This project will
establish the necessary framework to ensure that development is completed in a sustainable
manner.
In 2007, Pickering was an early adopter of Sustainable Development Guidelines (SDG)
however, best practices have evolved since that time. Moving forward, and informed by the
background work completed in 2020, the City of Pickering is seeking to retain a Consultant to
update and expand upon the 2007 SDG and convert them into tiered Integrated Sustainable
Design Standards.
This project is being funded by a grant from The Atmospheric Fund and contribution from the
Region of Durham.
This project builds upon a solid foundation that aligns with the goals of Council-adopted plans
including: Durham Community Climate Action Plan, Durham Community Energy Plan,
Corporate Energy Management Plan, Integrated Transportation Master Plan and the Climate
Emergency Declaration.
The impetus of this project – to essentially foster the development of more sustainable
communities, aligns with City funded programs that support urban forests, pollinators, waste
reduction, water conservation, access to local food and greenspace, etc. Although the City
strives to encourage, highlight and recognize builders who exemplify a commitment to
sustainability through for example Civic Awards and the Sustainable Seaton: Community-
Building Series, this project is critical to support an overall industry shift.
In order to complete this project, the Consultant with guidance from the City’s Project Manager
will undertake a comprehensive engagement strategy with the development community,
stakeholders, Members of Council, municipal staff and general public. To foster the successful
use of the new Standards, the Consultant will build upon the work of others to develop training
tools/guides/resources for municipal staff and the development community. Based on the new
standards, the Consultant will calculate the estimated carbon reduction as a result of this
project. Based on expected growth and the type of growth that Pickering will experience in the
next five years, the Consultant will compare greenhouse gas emissions associated had the
development been built to the Ontario Building Code (OBC) versus Tier 1 of the new Integrated
Sustainable Design Standards.
2 Scope of Work
The scope of work has been divided into 5 objectives and detailed below with corresponding
tasks, consultation and deliverables for each objective. This is not intended to be an exhaustive
list of the work activities. The Consultant may outline additional tasks, meetings, workshops or
other activities necessary to achieve the objectives of the Project subject to Project Manager
approval.
People + Planet + Prosperity
P2021.0059
1 - 181 -
URBAN
Objective #1
Update and expand Pickering’s 2007 Sustainable Development Guidelines and convert to a tiered
approach that addresses already identified gaps.
Activities Estimated completion
date
Consultant’s key tasks and
deliverables
1.0 Dec 2021 For the 1st meeting, introduce team
Kick off meeting with members, present project work plan,
Project Team project deliverables, and community
engagement strategy, etc.) Meeting
minutes to be prepared
1.1 Dec 2021 – Feb Prepare 1st Draft of the Integrated
1st draft tiered Standards 2022 Sustainable Design Standards
reflecting information
already collected to
address best practices,
inconsistencies and the
gap analysis
1.2
2nd draft tiered
Mar 2022 Prepare 2nd Draft of the Integrated
Sustainable Design Standards
Standards reflecting
information received
from consultation
1.3 May 2022 Prepare Final (draft) of the Integrated
Final Sustainable Sustainable Design Standards
Building and
Development Standards
1.4 Target May/June Present Final Integrated Sustainable
Planning and 2022 Design Standards at Planning and
Development Report to Development Committee on June 6th
Council with a and City Council Meeting on June
recommendation to 27th.
adopt Integrated
Sustainable Design
Standards.
Objective #2
Undertake a comprehensive engagement strategy with the development community, stakeholders,
Members of Council, municipal staff and general public.
Activities Estimated Consultant’s key tasks and
completion date deliverables
2.0 Mar 2022 Prepare agenda, conduct the meeting
Undertake and prepare minutes (including list of
comprehensive attendees) for each of the following:
education and
engagement process
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with development
community, Council,
staff, stakeholders, local
environmental
organizations,
appropriate advisory
committees, utilities and
the general public on the
review of the draft
versions of the
Standards.
• Four engagement workshops
(stakeholder and community)
• Two City staff engagement
workshops
• One workshop with Members of
Council
• Two one-on-one workshops with
key stakeholders
• Three Project Committee
meetings
Analyze and summarize results of
survey results conducted by City staff
on feedback received for each of the
following
• Two stakeholder surveys
• Two community surveys
Review the comments received from
the surveys and indicate how the
comments were addressed
Objective #3
Develop training tools/guides/resources for municipal staff and the development community
through a collaborative effort.
Activities Estimated
completion date
Consultant’s key tasks and
deliverables
3.0
Conduct a needs
assessment with City
staff and stakeholders to
identify the resources
and tools needed to
successfully implement
the Standards.
Mar 2022 Conduct and evaluate input received
from City staff who will administer the
Standards and the development
community who will implement the
Standards
Document how input was
incorporated into the resource
manuals.
3.1
Connect with GTHA
municipalities to
determine what tools
and resources are
already available or
being developed to
avoid duplication. Learn
from and build upon
these to create relevant
and updated tools and
resources for tiered
standards.
Mar 2022 The Consultant with the assistance of
City staff will contact municipalities
who require sustainable development
checklists and have tools/resources.
3.2
Work with partners (e.g.,
Clean Air Partnership,
July 2022 Prepare an Educational webinar for
municipal staff.
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Region of Durham) as
required to deliver
educational webinar for
staff.
3.3
Develop, test and
finalize Resource
Manual for development
industry use
July 2022 Prepare a Draft and Final Resource
Manual for the development
community.
3.4
Develop, test and
finalize Technical Guide
for municipal staff use
July 2022 Prepare a Draft and Final Technical
Guide for municipalities.
3.5
Throughout the project,
document lessons
learned, strategies,
processes and
resources used to
update and implement
the Standard and
compile into a report that
can be shared with other
municipalities.
July 2022 Prepare a Shared Learning Report.
This Report can be finalized after the
June Council meeting.
Objective #4
Estimate carbon emission reduction as a result of this project
Activities Estimated
completion date
Consultant’s key tasks and
deliverables
4.0
Based on expected
population and
employment growth that
Pickering will experience
in the next five years,
estimate and compare
greenhouse gas
emissions from
development between
the current Ontario
Building Code
requirements and Tier 1
of the new Integrated
Sustainable Design
Standards.
July 2022 Prepare a Carbon Emissions Report
outlining the estimated carbon
emission reductions that could be
achieved through Tier 1 of the
Integrated Sustainable Design
Standards.
We understand that Staff will provide us
with estimated 5 year growth numbers (in
building area, broken out by building type).
We will use industry standard archetype
energy profiles to then project associated
carbon savings.
Objective #5
Raise awareness using a variety of marketing and communication channels.
Activities Estimated
completion date
Consultant’s key tasks and
deliverables
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2.1 Detailed Work Plan and Deliverables
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5.0
Raise awareness of the
project through the
City’s communication
platforms (e.g.,
dedicated page on
website, social media
posts, eNewsletters,
Bang the Table
EngagementHQ), media
outlets and to targeted
groups across diverse
channels (e.g., Region
of Durham, Clean Air
Partnership, TAF)
June 2022 Prepare a key messages memo
describing core attributes of the
standard, that City staff will use for
the following:
• Webpage
• Social media posts
• Article in City of Pickering’s
Corporate and Sustainable
Pickering eNewsletters
• Bang the Table results
• Promotional email blasts
• News release and article
requests (e.g., Better Builder)
• Marketing and
communication through other
agencies
See Appendix 1 for detailed Workplan
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3 Project Team
Jenny McMinn B. ARCH., B.E.S., LEED AP BD+C
Managing Director
As Managing Director of Urban Equation, Jenny provides real estate
development and sustainability advisory across North America. Her
most recent clients include Sidewalk Toronto, Oxford Properties,
DREAM as well as all levels of Canadian government.
Prior to joining Urban Equation, for nearly a decade at Halsall
Associates (now WSP), Jenny led design teams, municipalities and
building owners in the creation of award-winning high-performance green building and community design
projects. With her experience in sustainable architecture, performance management, facilitation and
business modeling, she has led teams with multi-disciplinary stakeholders and consultants on a range of
cutting-edge green projects including those targeting One Planet Living, Living Building Challenge, The
WELL standard and LEED Platinum.
Jenny’s leadership in Sustainable Design was recognized in 2014 through her nomination to the City of
Toronto’s Design Review Panel and most recently through her appointment to the CaGBC Board of
Directors. Jenny has a Bachelor of Architecture and a Bachelor of Environmental Studies both from the
University of Waterloo.
Charles Gosselin-Giguère M.Arch, M.Sc.UD, LEED GA
Project Manager
Charles is an urban designer and architecture professional with
multiscalar experience retrofitting regenerative living environments. As a
project manager, he thrives at communicating the scope of opportunities
that can alleviate ecological footprints and create communities centered
on equity and wellbeing. With a climate action lens, he uses a
multidisciplinary approach to exercise practical and science-based
leadership in sustainability solutions.
Charles has diverse work experience in NGOs, community groups, and at the municipal level. Notably, in
the past years, he has worked for the City of Quebec where he helped establish a new Transition and
Climate Action Plan, develop the complete streets approach and sustainable neighbourhood indicators,
and design serval brownfield, mixed-use densification, riverfronts and infill projects.
Laura Chute BSc Biology, MSc Climate Change
Sustainability Analyst
Laura supports Urban Equation project teams in delivering sustainable
development projects for a wide variety of clients. Her interdisciplinary
understanding of climate change science provides a holistic understanding
of sustainability challenges.
Prior to joing Urban Equation, Laura lived in Denmark, where she completed
a Master of Science in Climate Change – Impacts, Adaptation and Mitigation
from the University of Copenhagen. Through her degree, Laura developed
an understanding of climate change related problems from a wide range of
disciplines including climate change and land use, the role of national and
international organizations, as well as the sustainability challenges faced by
businesses.
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Jenny Harmer B.Mus., M.B.Sc., CPHC
Energy Consultant
As an Energy Consultant, Jenny combines her technical expertise with a
dedication for clear and engaging communication to provide superior
guidance on low-carbon design and policy. With the lens of “progress over
perfection,” she seeks out opportunities to drive effective action on climate
change in the built environment. Whether working at the scale of one
building or a whole community, Jenny is driven to find sustainability
solutions that align the social, environmental, and economic interests of all stakeholders.
Jenny brings a multi-faceted perspective with over five years of experience in energy and sustainability
consulting, and high-performance building design. Before joining the Urban Equation team, Jenny
contributed energy analysis to campus sustainability plans, real estate developments, and municipal
policy development. She has a Master of Building Science from Ryerson University, and is a Certified
Passive House Consultant.
3.1 Relevant Project Experience
Urban Equation has a broad range of valuable project experience and successes that can be
leveraged for this project, which range from leading edge private sector clients, to multiple levels
of government.
See Appendix 2 for descriptions on the following three relevant projects
• Whitby Sustainable Development Guidelines
• Cobourg’s Tannery district
• Vaughan’s Weston Road and Highway 7 Secondary Plan
4 Fees
Our fees to deliver the scopes of work as described in this proposal are as follows:
Services Estimated completion date Fees Approval
Phase 1: Launch and First Draft February 2022 15 190$
Phase 2: Content Development
and Second Draft
April 2022 29 505$
Phase 3: Final Standards and
Presentations
June 2022 19 075$
Phase 4: Other Tools and
Knowledge Workshops
July 2022 21 080$
TOTAL 84 850 $
Fees are exclusive of any applicable taxes such as HST. Additional disbursements could
include travel, printed material, etc. We will advise and seek approval prior to incurring any
expenses.
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___________________________________
4.1 Authorization Form
Urban Equation (Legal Name: Urban Equation Corp.) is hereby authorized to proceed as per
the Fees, Scope of Work and Conditions of Assignment included in this proposal.
AUTHORIZED BY:
Company: ___________________________________
Contact Name: ___________________________________
Signature: ___________________________________
Date: ___________________________________
CONTRACT AND BILLING DETAILS:
Company Legal Name: ___________________________________
Billing Address: ___________________________________
Billing Contact Name: ___________________________________
Billing Contact Email: ___________________________________
Special Billing Instructions: ___________________________________
(if applicable)
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5 Appendix 1: Workplan
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Consulting Team Working Consulting Team Deliverable Meeting/presentation Consultations/engagement sessions
Hourly:01 08 15 22 29 06 13 20 27 03 10 17 24 31 07 14 21 28 07 14 21 28 04 11 18 25 02 09 16 23 30 06 13 20 27 04 11 18 25 01 08 15 22 29
Per Diem:
Internal Kickoff
Kick off meeting with Project Team
Project Committee meeting
1st Draft Integrated Sustainable Design
Standards (reflecting information already
collected)√
Public and stakeholder consultation and
engagement: survey (stakeholder and
community; sustainability elements/features
are important to them )
S1
Public and stakeholder consultation and
engagement: workshops (2)W W
Council Engagement Workshop W
GTHA municipal consultation C
Phase 2: Content Development
and Second Draft
2nd Draft Integrated Sustainable Design
Standards (reflecting information received
from consultation)
Needs Assessment Analysis
Public and stakeholder consultation and
engagement: survey (stakeholder and
community; input on the 1st draft of the
Standards)
S2
Public and stakeholder consultation and
engagement: workshops (2)W W
Council Engagement Workshop W
Draft Technical Guide
Draft Resource Manual
Project Committee meeting
Outline for Recommendations Report
March April May June July August
Phase 2: 11 weeks
December January February
PICKERING INTERGRATED
SUSTAINABLE DESIGN
STANDARDS WORKPLAN
2021 2022
November
• • •
■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■
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Phase 3: Final Standards and
Presentations
Public, agency and stakeholder consultation C
Project Committee meeting
Planning and Development Report to Council
for review by Chief Planner 11
Final adjustments Planning and Development
Report to Council following Chief Planner
comments
Final Integrated Sustainable Design
Standards
Present Final Integrated Sustainable Design
Standards at Planning & Development
Committee Meeting
6
Prepare key messages memo communication
by city Staff
Present Final Integrated Sustainable Design
Standards at City Council Meeting 27
Phase 4: Other Tools and
Knowledge Workshops
Educational Webinar for municipal staff
Final Technical Guide for municipal staff
Final Resource Manual for development
industry
Green Gas Emission Report
Shared-learning Report
Contingency
Phase 3: 14 weeks
Phase 4: 12 weeks
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6 Appendix 2: Relevant Project Experience
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Whitby Sustainable
Development Guidelines
Whitby, Ontario
Community Sustainability Program + Policy
Sustainability Strategy
Urban Equation, working with The Planning Partnership, is working
to produce innovative Sustainable Development Guidelines for the
Town of Whitby, Ontario. Building on Whitby’s existing sustainable
strategies, plans, and policies, the Sustainable Development
Guidelines will incorporate goals, requirements, and targets related
to energy efficient building and site design, water conservation
techniques, green infrastructure, sustainable building materials,
waste reduction, on-site renewable energy generation and recovery,
natural heritage preservation, active transportation, cultural heritage,
climate change adaptation, and land use compatibility.
In addition to meetings with Town staff and members of the
public, the Guidelines will be informed by conversations with the
development and landowner community. A series of meetings
have been planned to better understand the opportunities for, and
obstacles to, achieving deeper sustainable outcomes in response to
anticipated population growth and development pressure in Whitby.
The guidelines will be complemented by a tiered Development
Review Checklist, a staff training guide, an educational brochure,
and an Incentive Programs Summary Report for Voluntary
Standards.
ONE PLANET LIVING
INSPIRED
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TANNERY DISTRICT
Cobourg, Ontario
Sustainability Strategy
In order to help shape the sustainability ambitions for the Tannery
District, we undertook extensive background research and public
consultation to understand the priorities in Cobourg. Using the One
Planet Living sustainability framework, we organized these priorities
into a series of principle and goal statements, together acting as the
foundation of subsequent master planning and design activities.
Following the engagement work, we developed a series of
required and voluntary sustainability requirements, targets, and
key performance indicators. These were incorporated into the
Urban Deign Guidelines prepared by Fotenn Planning + Design
in order to provide guidance to future developers when preparing
development applications. By way of our collaborative and integrative
relationship with Fotenn, the Urban Design Guidelines evolved into a
sustainability-focused document.
.
ONE PLANET LIVING
INSPIRED
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Weston Road and Highway 7
Secondary Plan
Vaughan, Ontario
Program + Policy
Sustainability Advisory
Leveraging our experience developing aspirational yet feasible sustainable
strategies for large, mixed-use projects, Urban Equation prepared a
Sustainability Analysis and Community Energy Plan for the Weston Road and
Highway 7 Secondary Plan area in Vaughan, Ontario. The Secondary Plan will
provide policy direction for the anticipated development of the site that, among
other objectives, conforms to Vaughan’s sustainable ambitions.
In addition to a review of prevailing policies, the Sustainability Analysis
advances a sustainability vision, six key themes, six guiding principles, and 31
strategies. It also enumerated a series of policies and tools, technologies, and
measures related to green infrastructure, green buildings, and climate change
adaptation to inform future phases of the project.
The Community Energy Plan, delivered with the support of EQ Building
Performance, provides an overview of the anticipated energy use of the
Secondary Plan area based on density targets, helping to inform long term
energy planning strategies. The Plan describes a number of community
energy technologies and systems to be explored in future feasibility studies.
Together, the Sustainability Analysis Report and Community Energy Plan offer
a series of practical next steps to help translate the initial background reports
into implementable strategies in future phases of the Secondary Plan project.
1 SUSTAINABILITYANALYSIS REPORT
1 COMMUNITY
ENERGY REPORT
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The Corporation of the City of Pickering
By-law No. 7883/21
Being a by-law to appoint Rumali Perera as the Deputy Clerk
for The Corporation of the City of Pickering
Whereas pursuant to Section 228(1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended,
(the “Act”), a municipality shall appoint a clerk whose duty it is,
a) to record, without note or comment, all resolutions, decisions and other proceedings of
the Council;
b) if required by any member present at a vote, to record the name and vote of every
member voting on any matter or question;
c) to keep the originals or copies of all by-laws and of all minutes of the proceedings of the
Council;
d) to perform the other duties required under this Act or under any other Act; and,
e) to perform such other duties as are assigned by the municipality.
And Whereas pursuant to Section 228(2) of the Act, a municipality may appoint deputy clerks
who have all the powers and duties of the clerk under this and any other Act;
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:
1. That Rumali Perera is hereby appointed Deputy Clerk of The Corporation of the City of
Pickering.
2. By-law Number 7813/21 is hereby repealed.
By-law passed this 22nd day of November, 2021.
________________________________
David Ryan, Mayor
________________________________
Susan Cassel, City Clerk
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Memo
To: Susan Cassel November 17, 2021
City Clerk
From: Kyle Bentley
Director, City Development & CBO
Copy: Manager, Building Services & Deputy CBO
Supervisor, Building Inspections
Supervisor, Building Permits
Subject: Amendment to Schedule A of
By-law 7362/14 appointing Inspectors
File: L-2000-021
As a result of staff changes within the Building Services Section, and pursuant to the Building
Code Act, please be advised that it will be necessary to amend Schedule A of By-law 7362/14 as
attached hereto. The new schedule will reflect the following housekeeping changes:
•Schedule A updated noting all of the appointed Building Inspectors.
If you have any questions, please contact me at extension 2070.
Original Signed By
Kyle Bentley
KB:ld
Attachment Schedule A – Appointments
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The Corporation of the City of Pickering
By-law No. 7884/21
Being a By-law to amend Schedule A of By-law 7362/14
appointing Inspectors
Whereas, pursuant to the provisions of subsection 3(1) of the Building Code Act, 1992, S.O.
1992, chapter 23, the Council of The Corporation of the City of Pickering is responsible for the
enforcement of the Act within the City of Pickering;
Whereas, pursuant to By-law 7362/14, Council appointed a Chief Building Official and such
Inspectors as are necessary for the enforcement of the Act within the City of Pickering;
Whereas, as a result of recent staff changes, the By-law to appoint these individuals must be
amended to reflect the addition of new Inspectors;
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:
Schedule A of By-law 7362/14, as amended, is hereby deleted and replaced with Schedule A
attached hereto.
By-law passed this 22nd day of November, 2021.
__________________________________
David Ryan, Mayor
__________________________________
Susan Cassel, City Clerk
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Schedule A
Appointments
Item Column Column
1. Chief Building Official Kyle Bentley
2. Deputy Chief Building Official/Inspector Carl Kolbe
3. Inspector Steven Amaral
4. Inspector Stuart Caulfield
5. Inspector Joseph Domanski
6. Inspector David Escudero
7. Inspector Adam Fowler
8. Inspector Peter Furnell
9. Inspector Rachelle Gravel
10. Inspector Steven Heidebrecht
11. Inspector Anthony Nunes
12. Inspector Steven Smythe
13. Inspector David Stawowczyk
14. Inspector Ardalan Tanha
15. Inspector Robert Watson
16. Inspector Litian Wei
17. Inspector Andy Westcott
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