Special Council
Meeting Agenda
Electronic Meeting
July 15, 2025 - 02:00 PM
Chair: Mayor Ashe

 

Please be advised that in accordance with Section 10.04 of the Procedure By-law, the City of Pickering is holding Council and Committee Meetings in an electronic format until further notice.

 

Members of the public may observe the meeting proceedings by viewing the livestream on the HTML Agenda or the archived video available on the City's website.

 

How to Participate

 

Individuals looking to make a verbal delegation for items listed under Section 6 of the agenda may do so in accordance with the City’s Procedure By-law. In lieu of a verbal delegation, individuals may also submit written comments to [email protected]. To register as a Delegation, please submit a Delegation Request Form by visiting pickering.ca/meetings.

 

For inquiries related to accessibility, please contact Legislative Services
Phone: [phone] | Email: [email protected]

Tuesday, July 15, 2025 at 6:00 P.July 15. - 9:00 P.July 15.

1.

Call to Order/Roll Call

2.

Disclosure of Interest

3.

In Camera Matters

Matters to be discussed relate to the following provisions under Section 239(2) of the Municipal Act:

 

(c) a proposed or pending acquisition or disposition of land by the municipality or local board (Item 3.4);

 

(e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Item 3.2);

 

(f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose (Items 3.1, 3.2, 3.3, and 3.4);

 

(i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization (Item 3.1);

 

(j) a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value (Item 3.1 and 3.3); 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 (Item 3.1, 3.3, and 3.4).

 

3.1

Chief Administrative Officer, Confidential Report CAO 13-25

Re: Potential Divestiture of City of Pickering’s Interest in Elexicon Corporation & Next Steps

 

Consultant Delegation:
J. Mark Rodger, Partner, Borden Ladner Gervais LLP and Usman Ejaz, Director, Infrastructure & Real Estate, Deloitte (Available for questions if needed)

 

(Confidential attachment provided under separate cover)

3.2

Confidential Memorandum from the Director, City Development & CBO and the Director, Corporate Services & City Solicitor

Re: Appeal by Tribute (Brookdale) Limited of Failure to Make a Decision on applications for Official Plan Amendment and Zoning By-law Amendment
Property Address: 1101A, 1105 and 1163 Kingston Road
City File Numbers: OPA 24-002/P and A 02/24
OLT Case Numbers: OLT-25-000437 and OLT-25-000438

 

(Confidential attachment provided under separate cover)

 

3.3

Chief Administrative Officer, Confidential Report CAO 12-25

Cost Contribution Agreement for the Notion Road/Squires Beach Road Overpass Project

 

(Confidential attachment provided under separate cover)

 

3.4

Confidential Memorandum from the Director, Corporate Services & City Solicitor

Re: Director, Corporate Services & City Solicitor, Report LEG 06-25
Expropriation of Lands Required for the Construction of a New Fire Station at 1521 Bayly Street, Pickering

 

(Confidential attachment provided under separate cover)

 

4.

Confidential Special Council - Public Report

5.

Delegations

6.

Matters for Consideration

6.1

Director, Corporate Services & City Solicitor, Report LEG 06-25

Expropriation of Lands Required for the Construction of a New Fire Station at 1521 Bayly Street, Pickering

 

• Recommendation:
  1. That the total cost of the expropriation as determined by the Expropriations Act (Ontario) and as detailed in the Confidential Memo to Council dated July 15, 2025 be approved;
  2. That the Director, Finance & Treasurer be authorized to finance the total acquisition costs asset out in the Director, Corporate Services & City Solicitor’s Confidential Memo dated July 15, 2025 from the Casino Reserve (408037); and,
  3. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report.

6.2

Director, Community Services, Report CS 18-25

Consulting Services for Design of New Fire Hall (Replacement of Fire Station #5) RFP2025-7

 

• Recommendation:
  1. That Request for Proposal No. RFP2025-7 for Consulting Services for the Design of a new Fire Hall (Replacement of Fire Station #5), as submitted by ZAS Architects in the amount of $590,208 (net HST), be accepted;
  2. That the total gross project cost of $755,970 (HST included) for design and associated costs, and the total net project cost of $680,774 (net HST) be approved;
  3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $680,774 as approved in the 2020 and 2025 Capital Budgets and funded from a transfer from a 10 Year Internal Loan and the Casino Reserve;
  4. That the Director, Community Services be authorized to execute the OAA_600-2021-A_ V1.2_Contract with the above-mentioned consultant pursuant to Request for Proposal No. RFP2025-7; and,
  5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report.

6.3

Director, Community Services, Report CS 19-25

Licence Agreement for Pro Shop Services at Don Beer Arena

 

• Recommendation:
  1. That the Mayor and City Clerk be authorized to execute the Don Beer Arena Pro Shop Licence Agreement set out in Attachment 1 to which XPRT Marketing & Promotions will be permitted to operate the Don Beer Arena Pro Shop for a two year term beginning September 1, 2025 and ending April 30, 2027, subject to minor revisions acceptable to 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.

6.4

Director, Community Services, Report CS 20-25

Consulting Services for the Cultural Strategic Plan, Museum Strategic Plan and Public Art Plan

 

• Recommendation:
  1. That RFP2025-2 for Consulting Services for the Cultural Strategic Plan, Museum Strategic Plan and Public Art Plan submitted by Patricia Huntsman Culture + Communication in the amount of $164,850.00 (net HST) or $186,280.50 (HST included) be accepted;
  2. That the Director, Community Services be authorized to execute the Form of Agreement with the above mentioned consultant pursuant to Request for Proposal No. RFP2025-2;
  3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $167,752.00 to be funded from Property Taxes as approved in the 2025 Current Budget; and,
  4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report.

6.5

Director, Community Services, Report CS 21-25

Council Chambers Renovation 
 Tender No. T2025-5

 

• Recommendation:
  1. That the bid submitted by Century Group Inc. in response to Request for Tender No. T2025-5 for the Council Chambers Renovation located in the Pickering Civic Complex, in the amount of $2,874,451.00 (excluding HST) or $3,248,129.63 (HST included) be accepted;
  2. That the bid submitted by AVI-SPL Canada Ltd. in response to Request for Quote No. RFSQ2025-4 for the Council Chambers Audio Visual System Replacement, in the amount of $485,041.91 (net HST) or $548,097.35 (HST included) be accepted and assigned as a subcontract to tender T2025-5, under the cash allowance included in that bid price;
  3. That the total gross project cost of $3,666,230.00 (HST included), including the amount of the tender, construction contingency, and other associated costs, and the total net project cost of $3,301,554.00 (net HST) be approved;
  4. That the Director, Finance & Treasurer be authorized to finance the net project cost of $3,301,554.00 to be funded as follows:
     • Rate Stabilization Reserve: $2,991,685.00
     • Casino Reserve: $109,869.00
     • CCBF (formerly Federal Gas Tax): $170,000.00
     • Public Art Reserve: $30,000.00
  5. That the Director, Community Services be authorized to execute the CCDC-2, 2020 Stipulated Price Contract with the above-mentioned contractor pursuant to Request for Tender No. T2025-5;
  6. That the update regarding Public Art be received and the Mayor and City Clerk be authorized to execute the Letter of Understanding between Dorsay James and the City of Pickering as set out in Attachment 1, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor; and,
  7. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report.

6.6

Director, City Infrastructure, Report INF 08-25

The Esplanade South Asphalt Resurfacing & Municipal Parking Lot Replacement
 Request for Tender No. T2025-9

 

• Recommendation:
  1. That the bid submitted by IPAC Paving Limited in response to Request for Tender No. T2025-9 for The Esplanade South Asphalt Resurfacing & Municipal Parking Lot Replacement, in the amount of $649,280.09 (net HST) or $720,996.95 (HST included), be accepted;
  2. That the total gross project cost of $960,090.00 (HST included), including the tendered amount, engineering design, a contingency, and other associated costs, and the total net project cost of $864,591.00 (net of HST rebate) be approved;
  3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $864,591.00 as approved in the 2024 and 2025 Capital Budget as follows:
     1. That the sum of $282,376.00 to be funded from the CCBF Reserve Fund for The Esplanade South Resurfacing as approved in the 2025 Capital Budget;
     2. That the sum of $582,215.00 to be funded from the Rate Stabilization Reserve Fund as approved in the 2024 Capital Budget for Municipal Parking Lot Replacement; and,
  4. That the appropriate officials of City of Pickering officials be authorized to take the necessary actions as indicated in this report.

6.7

Director, Corporate Services & City Solicitor, Report IT 02-25

Digital Transformation Implementation - Microsoft Dynamics 365 Customer Relationship Management Solution
Request for Proposal No. RFP2025-12

 

• Recommendation:
  1. That the proposal submitted by Endeavour Solutions Inc. in response to Request for Proposal No. RFP2025-12 for Digital Transformation Implementation - Microsoft Dynamics 365 Customer Relationship Management solution in the amount of $890,400.00 (net HST) or $988,750.00 (HST included) be accepted;
  2. That the total gross project cost of $988,750.00 (HST included) and the total net project cost of $890,400.00 (net of HST rebate) be approved;
  3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $890,400.00 from the previously approved 2023 Capital Budget C.10405.2305 Digital Strategy and Website Refresh;
  4. That Council provide authorization to the Director, Corporate Services & City Solicitor to proceed with procurement of required software licenses in accordance with the Procurement Policy PUR 010 for a cost not to exceed to $312,000 (net of HST) and this cost to be funded from 2023 Capital Budget C. 10405.2305 Digital Strategy and Website Refresh;
  5. That the Director, Corporate Services & City Solicitor be authorized to execute the Form of Agreement with Endeavour Solutions Inc. pursuant to Request for Proposal No. RFP2025-12; and,
  6. That the appropriate officials of City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report.

6.8

Director, Corporate Services & City Solicitor, Report CLK 03-25

2025 Ward Boundary Review
Re-evaluation Report from Watson & Associates Economists Ltd.

 

Consultant Delegation:
Josh Valenti, Manager, Watson & Associates Economists Ltd. and Dr. Robert J. Williams

 

• Recommendation:
  1. That the 2025 Ward Boundary Review Re-evaluation Report, prepared by Watson & Associates Economists Ltd. dated July 15, 2025, provided as Attachment 1 to Report CLK 03-25, be received;
  2. That Final Option A, as outlined in the Ward Boundary Review Re-evaluation Report, for the City of Pickering be approved;
  3. That the draft By-law included as Attachment 3 to this report be approved and enacted;
  4. That staff be directed to present a Ward Boundary Review Policy for Council’s consideration during the 2026-2030 Term of Council; and,
  5. That appropriate City of Pickering officials be authorized to take the actions necessary to give effect to this report.

7.

By-laws

7.1

By-law 8196/25

Being a by-law to change the ward boundaries in the City of Pickering. [Refer to Item 6.8, Report CLK 03-25]

8.

Confirmatory By-law

9.

Adjournment