Special Council

That Council move into closed session in accordance with the Municipal Act and the Procedure By-law to receive advice subject to solicitor-client privilege, and to consider matters pertaining to a proposed or pending acquisition or disposition of land by the municipality; litigation or potential litigation; a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality, 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; 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; and a position, plan, procedure, criteria or instruction to be applied to any negotiations

That Council rise and resume into the open session of the Special Meeting of Council.

That the confidential direction provided to staff through Report CAO 13-25, be approved.

That Council authorize City staff, its outside legal counsel and outside experts in the fields of planning, transportation, urban design and other specialties, as may be required, to present and defend Council’s position on OPA 24-002/P and A 02/24 at the OLT; and, That Council authorize City staff and its outside legal counsel to negotiate with Tribute(Brookdale) Limited to address planning matters related to, but not limited to, building heights, floor space index, affordable housing, parking, pedestrian and street network, parkland, and commercial and office space, and report back with a revised concept plan for Council’s consideration.

That the confidential direction provided to staff through Report CAO 12-25, be approved.

That the order of the agenda be changed to hear Item 6.8, Report, CLK 03-25 as the next item of business.

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; That Final Option A, as outlined in the Ward Boundary Review Re-evaluation Report, for the City of Pickering be approved; That the draft By-law included as Attachment 3 to this report be approved and enacted; That staff be directed to present a Ward Boundary Review Policy for Council’s consideration during the 2026-2030 Term of Council; and, That appropriate City of Pickering officials be authorized to take the actions necessary to give effect to this report.

That Item 4 of the main motion be amended to read as follows: That staff be directed to present a Ward Boundary Review Policy for Council’s consideration during the 2026-2030 Term of Council requiring the next Review to take place following the 2030 Municipal Election.

That Item 4 of the main motion be amended to read as follows: That staff be directed to present a Ward Boundary Review Policy for Council’s consideration during the 2026-2030 Term of Council to align with the next Regional Council Composition Review conducted by the Regional Municipality of Durham.

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; 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, That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0

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; 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; 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; 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, That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0

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, That the appropriate City officials be authorized to take the necessary actions as indicated in this report.

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; 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; 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, That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report.

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; 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; 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; 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 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; 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 mi

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; 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; 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: 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; 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, That the appropriate officials of City of Pickering officials be authorized to take the necessary actions as indicated in this report.

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; 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; 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; 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; 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, That the appropriate officials of City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report.

That By-law Number 8196/25 be approved. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0

That By-law 8197/25, to confirm the proceedings of the July 15, 2025 Special Council Meeting be approved.

That the meeting be adjourned.

That Item 4 of the main motion be amended to read as follows: That staff be directed to present a Ward Boundary Review Policy for Council’s consideration during the 2026-2030 Term of Council to align with the next Regional Council Composition Review conducted by the Regional Municipality of Durham. Special Council Meeting Minutes July 15, 2025

Special Council Meeting Minutes July 15, 2025 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. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0

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 Special Council Meeting Minutes July 15, 2025 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.

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; Special Council Meeting Minutes July 15, 2025 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 J

Special Council Meeting Minutes July 15, 2025 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: a. 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; b. 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.

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 Special Council Meeting Minutes July 15, 2025 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.