Body: Council Type: Agenda Meeting: Regular Date: April 17, 2019 Collection: Council Agendas Municipality: Frontenac County
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Administrative Building Design Task Force Meeting Wednesday, April 17, 2019 – 11:00 a.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 April 17, 2019 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 February 20, 2019
3-6
That the minutes of the Administrative Design Task Force meeting held February 20, 2019 be adopted. 5.
Deputations and/or Presentations
Reports a) Shared Facility Next Steps - Determining Partners
7-8
Mr. Rob Wood, 8020 Info Inc. will take the Task Force through the Shared Facility Next Steps Discussion Guide. 9 - 10
b)
2019-047 Next Steps in Moving Forward with a Shared Facility This report is for information purposes however may require decisions by the Task Force pending confirmation from the Township of South Frontenac and the Cataraqui Region Conservation Authority on their intent of a shared facility.
Communications
Other Business
Page 1 of 10
Page
Next Meeting
Adjournment
Page 2 of 10
AGENDA ITEM #a)
Minutes of the Administrative Building Design Task Force Meeting February 20, 2019 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, February 20, 2019 at 11:07 AM Present: Councillor Doyle Councillor Martin Councillor Vandewal Councillor MacDonald Staff Present: Jannette Amini, Manager of Legislative Services/Clerk (Recording Secretary) Susan Brant, Director of Corporate Services/Treasurer Kevin Farrell, Manager of Continuous Improvement/GIS Kelly Pender, Chief Administrative Officer 1.
Call to Order
The Clerk called the meeting to order at 11:07 a.m. 2.
Election of Officers a)
Election of Chair
Moved By: Seconded By:
Councillor Doyle Councillor Martin
That Councillor Vandewal be elected Chair of the Administrative Office Design Task Force for 2019. Carried Moved By: Seconded By:
Councillor MacDonald Councillor Doyle
That nominations for Chair be closed. Carried There being no further nominations, Councillor Vandewal was elected Chair.
Minutes of Meeting held February 20, 2019
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AGENDA ITEM #a)
b)
Election of Vice Chair
Moved By: Seconded By:
Councillor Vandewal Councillor MacDonald
That Councillor Doyle be elected Vice Chair of the Administrative Office Design Task Force for 2019. Carried Moved By: Seconded By:
Councillor Martin Councillor MacDonald
That nominations for Vice Chair be closed. Carried There being no further nominations, Councillor Doyle was elected Vice-Chair. 3.
Adoption of the Agenda
Moved By: Seconded By:
Councillor Doyle Councillor MacDonald
That the agenda for the February 20, 2019 meeting of the Administrative Building Design Task Force be adopted. Carried 4.
Disclosure of Pecuniary Interest and General Nature Thereof
There were none. 5.
Adoption of Minutes a)
Minutes of Meeting held August 13, 2018
Moved By: Seconded By:
Councillor Vandewal Councillor Doyle
That the minutes of the Administrative Design Task Force meeting held August 13, 2018 be adopted. Carried 6.
Deputations and/or Presentations
Administrative Building Design Task Force Meeting Minutes February 20, 2019
Minutes of Meeting held February 20, 2019
Page 2 of 4
Page 4 of 10
AGENDA ITEM #a)
Reports a)
2019-028 Background Report
This report was for information purposes only. b)
2019-029 Shared Facility Analysis – Colbourne & Kembel, Architects
Moved By: Seconded By:
Councillor Doyle Councillor MacDonald
Whereas the Committee has reviewed the Shared Facility Analysis report prepared by Colbourne & Kembel Architects (CKA); and, Whereas, the CKA analysis confirms that the savings for the County of Frontenac, the Township of South Frontenac and the Cataraqui Region Conservation Authority are of sufficient magnitude to merit continued investigation of a joint facility; Be It Resolved That Council authorize the Administrative Building Design Task Force to participate in a joint meeting (or series of meetings) with the potential partners intended to address questions of ownership model, site selection and servicing, And Further That, the Committee Chair and Chief Administrative Officer report back to County Council on a regular basis prior to making a final recommendation to County Council. Carried Mr. Pender provided an overview of the process to date and next steps moving forward, should the Task Force support the recommendation. The following comments/questions were raised: Is there sufficient land in Sydenham that can accommodate 5.9 acres? Will the building be multi-level or one level, noting that there are advantages and disadvantages of each. If the building is constructed on a sloping site, access can be on either level. A vertical building provides greater efficiencies in terms of its HVAC system; however comes with additional costs such as the requirement of an elevator. How will the Old House be re-purposed? 8.
Communications
Administrative Building Design Task Force Meeting Minutes February 20, 2019
Minutes of Meeting held February 20, 2019
Page 3 of 4
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AGENDA ITEM #a)
Other Business
There was none. 10.
Next Meeting
The next meeting will be at the call of the Chair. 11.
Adjournment
Moved By: Seconded By:
Councillor Doyle Councillor Martin
That the meeting hereby adjourn at 11:32 a.m. Carried
Administrative Building Design Task Force Meeting Minutes February 20, 2019
Minutes of Meeting held February 20, 2019
Page 4 of 4
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning
Page 1 of 2
Shared Facilities Planning Session: April 17th, 2019 Date: 11am-1pm, April 17, 2019 Location: Frontenac County, Bud Clayton Room Facilitator: Rob Wood
Discussion Guide: The goal for this session will be to confirm how many and which partners are willing to commit to the next stage of exploring a shared option, or not, to meet their future needs for administrative offices and facilities. 11:00am
Welcome and Overview of the Agenda
11:10am
Recap of the results/implications of the architectural assessment
11:15am
Updates from partners on due diligence work & future intentions Since the last milestone meeting, each partner exploring the joint project has taken time to compare the costs and benefits for the shared option against their own stand-alone options, which vary from partner to partner. Each partner will be asked to report on the results of their due diligence work and whether they intend to proceed further with project development, or not. ▪ Township of South Frontenac update ▪ CRCA update ▪ County of Frontenac update
11:50pm
Determining the partners (or not) for next stage of project work
12:30pm
Confirming Next Steps (for those partners intending to proceed) ▪ Agenda for next meeting: governance options and financing models ▪ Site options and potential development approaches ▪ Risk, change management and communications issues ▪ Critical timelines
12:50pm
Wrap-up/Next Steps & Takeaways
The purpose of the working group to this point has been to investigate, consider options and make final recommendations on whether or not the CRCA and County of Frontenac (and potentially South Frontenac) should pursue a joint partnership arrangement and co-location at a site close to the 401. The most recent milestone was commissioning architectural services to validate initial assessments of the costs and options. This work was undertaken to enable the partners to make a decision on whether or not to pursue the next stage of a shared development project.
For Use of CRCA/County of Frontenac ONLY © 2019, 8020Info Rights reserved. help@8020info.com – www.8020info.com
Shared Facility Next Steps - Determining Partners Mr. Rob Wood, 8020 Inf…
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AGENDA ITEM #a)
CRCA – County of Frontenac Facility Planning
Page 2 of 2
Background Information for Reference: Shortlist of specific partners / sharing options to be explored further: •
Three-way sharing (CRCA, Frontenac County and South Frontenac)
•
Frontentac County and CRCA (South Frontenac on its own)
•
Frontenac County with South Frontenac (CRCA on its own)
•
All three potential partners go on their own.
Timelines/Milestone Dates: •
Commitment decisions on whether to proceed together or not will likely be required sooner than later (e.g. June 2019).
•
Proposed timelines if a shared project were to proceed: — 2019: sort out the governance and 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.
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. Area of potential search: In past discussions with all parties, the boundaries of a potential area of search had been narrowed to:
•
North of 401, south of Rutledge Road, east of Hwy 38 and west of Hwy10
•
South Frontenac (e.g. 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.
For Use of CRCA/County of Frontenac ONLY © 2019, 8020Info Rights reserved. help@8020info.com – www.8020info.com
Shared Facility Next Steps - Determining Partners Mr. Rob Wood, 8020 Inf…
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AGENDA ITEM #b)
Report 2019-047 Council Recommend Information Report To:
Chair and Members
From:
Kelly Pender, Chief Administrative Officer
Prepared by:
Kelly Pender, Chief Administrative Officer Jannette Amini, Manager of Legislative Services/Clerk
Date of meeting:
April 17, 2019
Re:
Next Steps in Moving Forward with a Shared Facility
Recommendation This report is for information purposes however may require decisions by the Task Force pending confirmation from the Township of South Frontenac and the Cataraqui Region Conservation Authority on their intent of a shared facility. Background At the February 20, 2019 Administrative Design Task Force meeting, the following motion was passed: Whereas the Committee has reviewed the Shared Facility Analysis report prepared by Colbourne & Kembel Architects (CKA), Whereas, the CKA analysis confirms that the savings for the County of Frontenac, Township of South Frontenac and Cataraqui Region Conservation Authority are of sufficient magnitude to merit continued investigation of a joint facility, Be It Resolved That Council authorize the Administrative Building Design Task Force to participate in a joint meeting (or series of meetings) with the potential partners intended to address questions of ownership model, site selection and servicing, And Further That, the Committee Chair and Chief Administrative Officer report back to County Council on a regular basis prior to making a final recommendation to County Council.
2019-047 Next Steps in Moving Forward with a Shared Facility
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AGENDA ITEM #b)
Comment Each partner, the County of Frontenac, Township of South Frontenac and Cataraqui Region Conservation Authority, was to provide their respective Board/Council with a copy of the resolution for consideration in determining if there continued to be an appetite to move forward in addressing questions of ownership model, site selection and servicing of a shared facility. As a result, the motion was subsequently approved by County Council at its March 20th, 2019 meeting. The purpose of this meeting is to meet with representatives of the Township of South Frontenac and the Cataraqui Region Conservation Authority to determine if their respective Boards/Council have made their decisions whether to proceed to the next step which would be a proposed facilitated joint meeting (or meetings) with the parties to begin to map out the next series of steps and answer fundamental questions such as ownership model, refining site selection and the selection process and servicing options. A “go/no go” decision would then be required prior to land purchase and detailed design. The original recommendation to proceed with consideration of the adequacy of the administration facility was included in the 2013 Service Delivery and Organizational Review and approved by Council in 2014. As such, staff are recommending that should the Township of South Frontenac and the Cataraqui Region Conservation Authority not provide a firm commitment to move forward with the next steps of a shared facility, that the County proceed with the redevelopment of the existing Administrative Offices based on the options that were presented to the Task Force at its meeting held December 14, 2016. Should one or both of the partners wish to move forward, staff continue to support a partnership as the low cost construction option and the option with the greatest potential to create synergies with the partner agencies. Sustainability Implications Shared facilities would reduce the overall environmental foot print required to construct/occupy two separate facilities. Depending upon outcomes/options in terms of a shared facility or redevelopment of the existing building, the overall greenhouse gas foot print of the County could be reduced as a result of this project, thereby assisting in meeting our GHG emission requirements. Financial Implications There are no financial implications associated with this report. Financial impacts will be more appropriately identified when final decisions are made. Organizations, Departments and Individuals Consulted and/or Affected Geoff Rae, GM, Cataraqui Region Conservation Authority Wayne Orr, CAO, Township of South Frontenac Committee Report Administrative Building Design Task Force – Next Steps in Moving Forward with a Shared Facility April 17, 2019
2019-047 Next Steps in Moving Forward with a Shared Facility
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