Body: Council Type: Agenda Meeting: Regular Date: April 18, 2017 Collection: Council Agendas Municipality: Frontenac County
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Administrative Building Design Task Force Meeting Wednesday, April 18, 2016 – 12:30 p.m. Bud Clayton Memorial Room, 2069 Battersea Road, Glenburnie, ON
AGENDA Page 1.
Call to Order
Closed Session a) Resolved That the Administrative Building Design Task Force resolve itself into closed session as authorized under Section 239 of The Municipal Act, to consider:
A proposed or pending acquisition or disposition of land by the municipality or local board as it relates to the County Administrative Building. Resolved That the Administrative Building Design Task Force rise from closed session with/without reporting
Adoption of the Agenda a) That the agenda for the April 18, 2017 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 December 14, 2016
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That the minutes of the Administrative Design Task Force meeting held December 14, 2016 be adopted. 6.
Deputations and/or Presentations
Reports
Communications
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Page 9.
Other Business
Next Meeting
Adjournment
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AGENDA ITEM #a)
Minutes of the Administrative Building Design Task Force Meeting December 14, 2016 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, December 14, 2016 at 11:30 AM Present: Councillor Dewey, Chair Councillor Nossal, Vice-Chair Councillor Inglis Deputy Warden Vandewal Staff Present: Jannette Amini, Manager of Legislative Services/Clerk (Recording Secretary) Kelly Pender, Chief Administrative Officer 1.
Call to Order
The Chair called the meeting to order at 9:03 a.m. 2.
Adoption of the Agenda
Moved By: Seconded By:
Councillor Inglis Deputy Warden Vandewal
That the agenda for the December 14, 2016 meeting of the Administrative Building Design Task Force be adopted. Carried 3.
Disclosure of Pecuniary Interest and General Nature Thereof
There were none. 4.
Adoption of Minutes a)
Minutes of Meeting held October 28, 2016
Moved By: Seconded By:
Councillor Nossal Councillor Inglis
That the minutes of the Administrative Building Design Task Force meeting held October 28, 2016 be adopted. Carried
Minutes of Meeting held December 14, 2016
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AGENDA ITEM #a)
Deputations and/or Presentations
Reports a)
2016-137 Administrative Building Design Task Force Background Report #3 – Options and Discussion
Mr. Pender provided an overview of the report along with 3 proposed floor plans for the Committees consideration. This included an overview of the cash flow for these options, including housing all of FPS staff in one location. With respect to FPS, Mr. Pender did note that the City of Kingston is currently looking at a new fire station and that this could also house FPS in which the City of Kingston would be the landlord. Initial discussions have taken place with the City of Kingston. If the County owns the facility, it must cover the full cost whereas if the facility is leased, the Province covers 50%. As such, there is no incentive for the County to own the facility. If FPS stays in its current location, it would require a significant investment to either renovate the old house or do a new build for administrative staff which would not receive the 50% funding from the Province or the City of Kingston. Mr. Pender provided an overview of the space allocation estimates for existing administrative staff. The Committee noted that the County is now going through a new branding exercise and having the County Administrative Offices located in the County; however the Committee did not feel that the County could justify the cost of a new building and decided to look at the option of relocating FPS and repurposing the old house to accommodate administrative staff. Mr. Pender noted that currently, the County saves through reserves for this building and these reserves could be used to cover a portion of the costs of any renovations. If the decision is to go with a new build, the entire cost would need to be borrowed. Staff were asked to present a report at the next meeting that would outline the following: the full cost of a new building including the cost of having to maintain the old house, identify that a new build could be done within a year as opposed to the 3 or 4 years it would take to for a renovation project which would likely not start until 2019 given the time it would take to relocate FPS. The cost of relocating FPS and the costs, phased in over a number of years, of refurbishing the old house to accommodate administrative staff with Phase I being to relocate FPS and relocate certain administrative staff to the FPS suite. The Committee decided to remove option c which would have seen the Council Chamber located on the second floor of the old house and focus on options a and b with options for the Council Chamber on the main floor and in the Frontenac room at both a
Administrative Building Design Task Force Meeting Minutes December 14, 2016
Minutes of Meeting held December 14, 2016
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AGENDA ITEM #a)
reduced size as well as maintain current size and find an alternate location for Human Resources. 7.
Communications
Other Business
Next Meeting
The next meeting of the Administrative Building Design Task Force is scheduled for Monday, January 23, 2017 at 9:00 a.m. 10.
Adjournment
That the meeting hereby adjourn at 11:57 a.m.
Administrative Building Design Task Force Meeting Minutes December 14, 2016
Minutes of Meeting held December 14, 2016
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