Body: Council Type: Agenda Meeting: Regular Date: August 13, 2018 Collection: Council Agendas Municipality: Frontenac County
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Administrative Building Design Task Force Meeting Monday, August 13, 2018 – 12:30 p.m. Bud Clayton Memorial Room, 2069 Battersea Road, Glenburnie, ON
AGENDA Page 1.
Call to Order
Adoption of the Agenda a) That the agenda for the August 13, 2018 meeting of the Administrative Building Design Task Force be adopted.
Disclosure of Pecuniary Interest and General Nature Thereof
Adoption of Minutes a) Minutes of Meeting held July 18, 2018
2-4
That the minutes of the Administrative Design Task Force meeting held July 18, 2018 be adopted. 5.
Deputations and/or Presentations
Reports a) Next Steps to Validate Potential Partnership and Co-location of Administrative Offices
Communications
Other Business
Next Meeting
Adjournment
5 - 13
Page 1 of 13
AGENDA ITEM #a)
Minutes of the Administrative Building Design Task Force Meeting July 18, 2018 A meeting of the Administrative Building Design Task Force was held in the Bud Clayton Memorial Room, County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, July 18, 2018 at 12:00 pm. Present: Councillor Vandewal, Chair Councillor Dewey, Vice Chair Councillor Inglis Councillor Nossal County Staff Present: Kelly Pender, Chief Administrative Officer Joe Gallivan, Director of Planning and Economic Development Kevin Farrell, Manager of Continuous Improvement/GIS Jannette Amini, Manager of Legislative Services/Clerk, (Recording Secretary) Also Present: Robert Wood, 8020 Info Inc. (Facilitator) 1.
Call to Order
The Chair called the meeting to order at 12:00 p.m. 2.
Adoption of the Agenda
Moved By: Seconded By:
Councillor Nossal Councillor Dewey
That the agenda for the July 18, 2018 meeting of the Administrative Building Design Task Force be adopted. Carried 3.
Disclosure of Pecuniary Interest and General Nature Thereof
There were none
Minutes of Meeting held July 18, 2018
Page 2 of 13
AGENDA ITEM #a)
Adoption of Minutes a)
Minutes of Meeting held April 18, 2018
Moved By: Seconded By:
Councillor Nossal Councillor Dewey
That the minutes of the Administrative Design Task Force meeting held April 18, 2018 be adopted. Carried b)
Minutes of Meeting held June 27, 2018
Moved By: Seconded By:
Councillor Nossal Councillor Dewey
That the minutes of the Administrative Design Task Force meeting held June 27, 2018 be adopted. Carried 5.
Deputations and/or Presentations
Reports a)
Facilitated Session with Robert Wood – Follow-up to Previous Meeting
Mr. Wood provided the Task Force with a handout based on previous discussions and a path moving forward, a copy of which is attached to the record in the Clerk’s Office. Discussions took place regarding clarifications on the proposals for a shared facility with comments on same as follows: Confirmation on site location parameters – it was agreed a site would need to be located in the County in either Sydenham, Inverary or Harrowsmith. Interests in a potential third-party co-locate – it was communicated that the Township of South Frontenac would be interested in being a third party if the location is in the Township of South Frontenac. Functional, space and other site/building requirements – potential shared spaces include the front foyer/reception, boardroom/council chamber, lunch room, washroom space. Shared Services – centralize IT and server room, meeting rooms (large amounts and small amounts of attendees), parking. Improvements in efficiencies and
Administrative Building Design Task Force Meeting Minutes July 18, 2018
Minutes of Meeting held July 18, 2018
Page 2 of 3
Page 3 of 13
AGENDA ITEM #a)
service delivery quality (developers only need to go to one place). The Municipality of North Grenville was also noted where the municipal building also incorporates community space such as a theatre, meeting rooms and an arena. Capital and lifecycle costs – the various financing Models noted on page 5 were discussed identifying a 25 – 30 year lifecycle. Operational, financial or governance concerns – 3 options are available to the County; 1) alone, 2) with the CRCA and Township of South Frontenac, 3) with the Township South Frontenac. Site selection, construction, financial structure and nature of partnership – A location outside of the County was off the table unless it stays at its current location. The Committee also discussed if this building is left vacant due to a new build, this may affect Council’s decision. Timelines/milestones – the Committee agreed with the timelines and milestones set out in the report.
Next Steps The next stage of discussions needs to show concrete savings and reasons for a partnership with the CRCA. If savings of between 15 and 20 percent are not achievable, a partnership would not move forward. The County and CRCA CAO’s will meet to work out their respective due diligence on these potentials and come back to a joint meeting in August. The Township of South Frontenac should also be included in these conversations. 7.
Communications
Other Business
There was none. 9.
Next Meeting
The next meeting of the Administrative Building Design Task Force is scheduled for Monday, August 13, 2018 at 12:30 p.m. 10.
Adjournment
Moved By: Seconded By:
Councillor Dewey Councillor Inglis
That the meeting hereby adjourn at 1:37 pm Carried
Administrative Building Design Task Force Meeting Minutes July 18, 2018
Minutes of Meeting held July 18, 2018
Page 3 of 3
Page 4 of 13
AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning Page 1 of 9
Shared Facilities Concept Planning Session: August 13th, 2018 Noon, Mon. August 13
Location: Frontenac County Offices - Frontenac Room
Facilitator: Rob Wood
Discussion Guide: Our goal for this session will be to confirm whether or not the CRCA and County of Frontenac (and/or South Frontenac Township) wish to pursue next steps to validate the potential for a partnership and co-location of administrative offices at a shared site. Informal Mixing Time / Lunch Provided
Noon 12:30 pm
Welcome and Overview of the Session
12:40 pm
Decision Point: Validate the Case for Shared Facilities, or Not?
Review identified space requirements and potential efficiencies (pg 5).
Review “downstream” issues to be set aside for now (shared services, site).
Determine whether to further validate the initial concept in a next step, or not, and if so, to confirm what work-up might be required for partners to make their final, individual “in/out” decisions on a project — for example: — — — — — —
architectural/engineering analysis of the initial needs assessment, preliminary conceptual/schematic floor plan based on partner needs, potential configurations of common space for best efficiencies, requirements for parking, water & similar services, building code etc, potential options to preserve brand identities on shared site, and initial budget-level estimates for comparison with stand-alone options.
Confirm specific partnerships & sharing options for further analysis (pg 2).
Confirm general search area/boundaries for any potential shared sites (pg 3).
Review/confirm the timelines applicable to any potential shared options.
2:10 pm
Break
2:30 pm
Time Reserved for Further Discussion (as required)
3:15 pm
Determine immediate next steps and timelines for decisions
Communications and process tasks
Wrap-up/Next Steps & Takeaways
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning Page 2 of 9
Highlights from Partner Meetings Since June 27th, 2018: Following the joint meeting held June 27th, the partners each held their own planning sessions to consider their positions on the shared administrative office option. These notes highlight some of the more significant outcomes.
Clarification of the Decision Framework:
Each partner plans to compare the costs and benefits for a shared option against their own stand-alone options, which vary from partner to partner.
A significant potential (and credible) benefit will be needed to justify the trade-offs involved in sharing. For example, one suggested criteria was that a shared option should offer savings of 15% or more vs. going alone.
Non-financial concerns and brand/identity desires emerged more strongly as factors in any final decision.
The Township of South Frontenac has since indicated its potential interest in a shared facility and has engaged in the process. Some see the two municipalities as having a natural functional and brand fit on a shared site. Township participation is predicated on a location in South Frontenac.
Critical timelines for proceeding with either shared or stand-alone options vary from partner to partner. The process may require joint agreement on a “fish or cut bait” deadline, perhaps shortly after year end, for commitment decisions on whether to proceed together or not.
Process concerns:
One concern was expressed about the potential risk of a partner bailing on a sharing deal part-way through the process, and how to manage that risk.
Resolutions will be needed from councils.
Current shortlist of options to be explored:
County and CRCA
Three-way (CRCA, County and South Frontenac)
CRCA alone and County with South Frontenac
All three go on their own.
Even if the idea of a shared option goes no further, the current process needs to demonstrate due diligence and be able to explain a “no-go” for a joint project.
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning Page 3 of 9
Functional space and other site/building requirements:
Partners expressed desire for closer scrutiny of how much space (and cost) would really be saved by sharing a facility.
Further analysis of site requirements will also be needed, related to — parking lot and service/amenity needs, — impact on site services if a three-way/90-staff building is pursued, and — implications for “customer” or “user” traffic.
A shared site is not critical to opportunities for shared services:
Consensus seemed to emerge that options for sharing services (such as backoffice functions) are not that dependent on sharing a site/facility. Some services are shared now and others could be in future, either way.
Some expressed scepticism about hard cost savings on services (although there may be potential for service quality improvements, ease of staffing, and/or better management of risk and future growth in costs).
It is probably premature and would complicate matters at this stage to enter into discussions with community agencies or other potential tenants who would not be full partners in developing the project.
Area of search / parameters for potential location of a shared site: The question of how many and which partners are willing to pursue a shared option must be resolved before more specific criteria for a site search can be determined. Location preferences, site size, building size and service requirements, brand implications and other strategic considerations will all depend on the priorities of the particular partners involved. In discussions with all parties to date, however, the boundaries of a potential area of search have been narrowed to:
North of 401, south of Rutledge Road, east of Hwy 38 and west of Hwy10
South Frontenac (Harrowsmith, Inverary, Sydenham)
North part of Kingston close to the 401
Proximity to natural or other assets, services and infrastructure will no doubt be factors in selection of any final site. Information from studies currently under way, such as the Frontenac Communal Services Study expected later this year, may also inform or influence site selection options.
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning Page 4 of 9
Budget estimates / options for capital and lifecycle costs:
There is continuing interest in design/build/lease options (if possible/available).
Partner options must take into account the costs of renovation and/or disposition of current assets. There may also be financial opportunity costs (e.g. other projects need investment).
Different financing options and costs depend on the partners involved.
A timeline for proposed building/financing etc should be 20 years (leases <21).
A growth factor of 2.5% per year has been built into estimates.
Timelines/milestones:
Proposed timelines seem acceptable: — 2018: work through agreement in principle (“pre-nuptial”) by early fall — 2019: sort out the financing arrangements / budget issues — 2020: complete the design work — 2021: start the construction build, for completion perhaps in 2022
Any delays in moving forward will probably mean increased construction costs.
It will be necessary to accommodate the municipal election cycle in October and new councils taking office thereafter.
Next Step: Proposal for Decision/Direction THAT, on the basis of the partners’ initial discussions and high-level assessment of the potential for savings and other benefits by sharing administrative offices on a common site, IT IS RECOMMENDED that a budget of $12,000 be allocated to engage appropriate architectural and engineering expertise to confirm these assessments and provide a report by the end of October enabling the partners to make a final decision on pursuing a shared development project, or not. Costs of this assignment are to be shared equally among the partners. Scope of the assignment is to include: — — — — — —
architectural/engineering analysis of the initial needs assessment, preliminary conceptual/schematic floor plans to meet partner needs, options for potential configuration of common spaces for best efficiencies, implications for parking, water & similar services, building code etc, potential options to preserve brand identities on shared site, and initial budget-level estimates for comparison with stand-alone options.
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning Page 5 of 9
Comparison of Space Needs and Potential for Sharing A follow-up task assigned at the June 27th joint meeting was to confirm initial estimates of space requirements for each partner (figures below now include South Frontenac), and to identify spaces that could be shared and might be further explored for potential space savings in a shared facility. The summary below provides highlights. (Note: Areas are estimated in square feet, with a 35% gross up to cover full space requirements beyond core functional needs.)
Frontenac County
CRCA
South Frontenac
DEDICATED SPACE
DEDICATED SPACE
DEDICATED SPACE
AMOUNT OF SPACE THAT COULD BE CONSIDERED FOR SHARING IN WHOLE OR PART
Estimates of Sq. Ft. Required
FC
CRCA
SF
Total
Dedicated: Potential Shareable:
4,374 3,842
6,830 3,729
6,495 5,391 .
17,699 12,962
TOTAL REQ’T:
8,216
10,559
11,886
30,661
[58%] [42%]
Spaces identified for potential sharing include reception, storage and IT/server areas and meeting spaces. The major functional uses for potential sharing include:
Council Chambers/Large Meeting Room (4,833 sq. feet total used by three)
Lunchrooms and Kitchens (2,103 sq. feet total currently for 3 partners)
Public & Staff Washrooms (2,160 sq. feet total currently for 3 partners)
Note: The potential for space reductions would vary upon levels of shared use.
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning Page 6 of 9
Frontenac County Space Allocation Estimate Gross Up Pct:
Position
Space Need (sq. ft.)
35% Space Need Gross Up (sq.ft.)
Functional Group
Open/ Private
Comments
Communications Officer Exec Assistant Receptionist Foyer/Reception Area Finance Clerk A/P Finance Clerk A/P Payroll Clerk - 1 Payroll Clerk - 2 Financial Analyst Flex Workspace (4) GIS Specialist Service Desk Analyst Desk Top Space for I.S. Community Planner Comm Dev. Officer Director of Corp Srv/Treasurer Mgr of Leg Srv/Clerk Chief Administrative Officer Storage Space Deputy Treasurer Occ Health Nurse Mgr of HR HR Generalist Network Administrator Mgr of I.S.
96 96 96 150 96 96 96 96 96 384 120 96 96 96 96 200 120 200 144 120 120 144 96 120 120
130 130 130 203 130 130 130 130 130 518 162 130 130 130 130 270 162 270 194 162 162 194 130 162 162
C.S. C.S. C.S. C.S. Finance Finance Finance Finance Finance Flex I.S. I.S. I.S. Pl & Ec Dev Pl & Ec Dev C.S. C.S. C.S. C.S. Finance HR/Occ H HR/Occ H HR/Occ H I.S. I.S.
Open Open Open Open Open Open Private Private Open Open Open Open Open Open Open Private Private Private Private Private Private Private Private Private Private
Access to public required Confidentiality concerns - secure area/Adj. to CAO Needs to be near foyer - security concerns Seating for 4 to 6 Confidentiality concerns - secure area Confidentiality concerns - secure area Confidentiality concerns - secure area Confidentiality concerns - secure area Confidentiality concerns - secure area Students, Interns, mobile office, quiet lounge Confidentiality concerns - secure area Confidentiality concerns - secure area Workbench area Access to public required Access to public required Confidentiality concerns - secure area Ideally close to Lg Meeting Room Ideally close to Lg Meeting Room Maybe two spaces Confidentiality concerns - secure area Confidentiality concerns - easy access for staff Confidentiality concerns - secure area Confidentiality concerns - secure area Confidentiality concerns - secure area Confidentiality concerns - secure area
Server Room Mechanical Meeting Room Sm Meeting Room Med Meeting Room Lg/Council Ch Mgr of Ec Dev Dir of Pl & Ec Dev Accessible Washrooms Copy Room Kitchen Lunch Room Total
200 150 150 300 800 96 200 400 200 200 200 6086
270 203 203 405 1080 130 270 540 270 270 270 8216
I.S. Mech Meeting Meeting Meeting Pl & Ec Dev Pl & Ec Dev Washroom I.S. Staff Staff
Private Private Private Private Private Private Private Private Private Private Private
Maybe two spaces Secure area Generally staff use Access to public required Access to public required Access to public required Access to public required Assumes same as Fairmount Auditorium Noisy space Ideally close to Lg Meeting Room
Potential Sharable
2846
3842
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning Page 7 of 9
South Frontenac Space Allocation Estimate Gross Up Pct: Space Need (sq. ft.)
Position CAO Executive Assistant Clerk Mayor VAULT storage
35% Space Need Gross Up (sq.ft.) Room Type
Public
150 100 120 120 120 120
203 135 162 162 162 162
OFFICE PRIVATE OFFICE OFFICE STORAGE STORAGE
a a
980
1323
MEETING
public
300 108
405 146
MEETING KITCHEN
public public
Treasurer Deputy Treasurer Accounting Clerk Payroll Clerk Treasury Clerk Treasury Clerk HR Officer Student IT specialist IT WORKSPACE Roll Files Front Counter storage
120 120 100 100 100 100 120 100 100 100 144 200 144
162 162 135 135 135 135 162 135 135 135 194 270 194
OFFICE OFFICE OPEN PRIVATE OPEN OPEN OFFICE OPEN OPEN OPEN STORAGE OPEN STORAGE
Director of Development Services Planner Planning Assistant GIS Specialist Building Admin Assistant Chief building Official Building Inpsector Building Inspector Student Roll Files Counter service
120 120 100 100 100 120 100 100 100 144 200
162 162 135 135 135 162 135 135 135 194 270
OFFICE OFFICE PRIVATE OPEN OPEN OFFICE OPEN OPEN OPEN STORAGE OPEN
Intake room / meeting for 8 Intake room / meeting for 8 Reception / waiting area for 6 Receptionist Washrooms for public mail/copier/office supplies
168 168 144 100 600 144
227 227 194 135 810 194
MEETING MEETING OPEN OPEN WASH OPEN
Kitchen and lunch room Washrooms for staff lockers and showers
600 600 225
810 810 304
KITCHEN WASH WASH
IT Server Room
225
304
IT
Growth: 3 offices Growth: 5 staff
360 500 8804
486 675 11885
Council Chamber / meeting room for (9 council, 5 staff, 40 public) Council Recess Room for ( 9 council and 5 staff) Servery
Total Potential Sharable
3993
b b
a
b
public public public public
b
5391
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning Page 8 of 9
Admin, ODC, Maint Subtotal
CRCA Basic Space Needs
Admin, ODC, Maint Subtotal
Admin, Maint
Office Dimensions
Open/C losed Area (Ft2)
10x15
C
150
203
150
150
Assistant, Chair & General Manager
10x10
C
100
135
100
100
Receptionist/Clerk
10x10
O
100
135
100
100
General Manager
Grossed up - 35% Area (Ft2) Area (Ft2)
Admin
350 Manager, Corporate Services
473
Area (Ft2)
350
350
10x10
C
100
135
100
100
10x10
C
100
135
100
100
GIS Analyst
8x9
O
72
97
72
72
Applicaton Support Analyst
8x9
O
72
97
72
72
Student
6x6
O
36
49
36
36
Supervisor, Finance
10x10
C
100
135
100
100
Financial Analyst
8x9
O
72
97
72
72
Student
6x6
O
36
49
36
36
Supervisor, Communication & Education
10x10
C
100
135
100
100
Coordinator, Communications
8x9
O
72
97
72
72
Coordinator, Strategic Partnerships
8x9
O
72
97
72
72
Senior Conservation Educator
8x9
O
72
97
Conservation Educator
8x9
O
72
97
Conservation Educator
8x9
O
72
97
Student
6x6
O
36
Supervisor, Information Technology
1084 Manager, Conservation Lands
49 1463
36 868
10x10
C
100
135
100
10x10
C
100
135
100
Coordinator, Forestry
8x9
O
72
97
72
Coordinator, Operations & Enforcement
8x9
O
72
97
72
Conservation Operations
6x6
O
36
49
36
Conservation Operations
6x6
O
36
49
36
Coordinator, Operations Planning
8x9
O
72
97
72
Coordinator, Mac Johnson Wildlife Area
8x9
O
72
97
72
Coordinator, Little Cataraqui Creek
8x9
O
72
97
Student
6x6
O
36
Supervisor, Operations & Maintenance
668
49 902
36 868
36 596
100
72
36 208
Manager, Watershed Planning & Engineering
10x10
C
100
135
100
100
Supervisor, Development Review
10x10
C
100
135
100
100
Resource Planner
8x9
O
72
97
72
72
Resource Planner
8x9
O
72
97
72
72
Development Officer
8x9
O
72
97
72
72
Coordinator, Lands Stewardship
8x9
O
72
97
72
72
Engineer, Water Resources
8x9
O
72
97
72
72
Technologist, Water Resources
8x9
O
72
97
72
72
Coordinator, Watershed Planning
8x9
O
72
97
72
72
Coordinator, Source Protection
8x9
O
72
97
72
72
Student
6x6
O
36
49
36
812
1096
812
36 812
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning Page 9 of 9
Admin, ODC, Maint Subtotal Open/C losed Area (Ft2)
CRCA Basic Space Needs
Admin, ODC, Maint Subtotal
Admin, Maint
Grossed up - 35% Area (Ft2) Area (Ft2)
Admin Potential to Share Grossed up
Area (Ft2)
Meeting Rooms Small (4 - 6 people)
10x12
C
120
162
120
120
162
Small (4 - 6 people)
10x12
C
120
162
120
120
162
Medium (10 people)
10x20
C
200
270
200
200
270
Large (30 people)
30x50
C
1500
2025
1500
1500
2025
1940
2619
1940
1940
2619
Meeting, Lunch, Storage Rooms Storage - Filing, Library & Office Supplies
15x20
C
300
405
300
300
Storage - Monitoring Equipment
10x12
C
120
162
120
120
Storage Building Maintenance
8x9
C
72
97
72
72
Locker Room(s) and Showers
30x40
C
1200
1620
1200
1200
Lunchroom/Kitchen
15x30
C
450 2142
608 2892
450
300 72
450
2142
2142
450 1110
Laboratory Space Electronics - rain gauges, telemetry, batteries
15x15
C
225
304
225
225
Wet - water quality, biology
15x20
C
300
405
300
300
Computer - desktop setup, servers, switches
15x20
C
300
405
300
Total Staff Space Requirements
300
825
1114
825
825
7,821
10,558
7,533
7,145
3,729
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