Body: Council Type: Agenda Meeting: Regular Date: September 18, 2019 Collection: Council Agendas Municipality: Frontenac County
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Administrative Building Design Task Force Meeting Wednesday, September 18, 2019 – 11:00 a.m. or immediately following the County Council Meeting 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 September 18, 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 July 17, 2019
3-5
That the minutes of the Administrative Design Task Force meeting held July 17, 2019 be adopted.
6-8
Deputations and/or Presentations
Reports a) 2019-116 Office of the Chief Administrative Officer Approval of the Work Plan and authorization for staff to proceed with Phase #1 and #2 for the County Administrative Building Be It Resolved That the Office of the Chief Administrative Officer – Approval of the Work Plan and authorization for staff to proceed with Phase #1 and #2 for the County Administrative Building report be received; And FurtherThat staff be directed to proceed with Phase #1 and #2 of the Work Plan as identified in the report and report back to the Administrative Building Design Task Force in December.
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Page 7.
Communications
Other Business
Next Meeting
Adjournment
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AGENDA ITEM #a)
Minutes of the Administrative Building Design Task Force Meeting July 17, 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, July 17, 2019 at 11:38 AM Present: Councillor Vandewal - Chair Councillor Doyle – Vice Chair Councillor Martin 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 Chair called the meeting to order at 11:38 a.m. 2.
Adoption of the Agenda
Moved By: Seconded By:
Councillor MacDonald Councillor Doyle
That the agenda for the July 17, 2019 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 17, 2019
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AGENDA ITEM #a)
Adoption of Minutes a)
Minutes of Meeting held April 17, 2019
Moved By: Seconded By:
Councillor Martin Councillor Doyle
That the minutes of the Administrative Design Task Force meeting held April 17, 2019 be adopted. Carried 5.
Deputations and/or Presentations
Reports a)
2019-092 Administrative Building Design Task Force Authorization to Move Forward with a Shared Facility
Moved By: Seconded By:
Councillor Doyle Councillor Martin
Be It Resolved That the Council of the County of Frontenac authorize staff to proceed with negotiations with the Cataraqui Region Conservation Authority (CRCA) for joint tenancy and subsequently, detailed designs for 2069 Battersea Road for Option 2, that being a joint administrative facility for the County of Frontenac and the Cataraqui Region Conservation Authority (CRCA) to an upset of $100,000 to be expensed from the County’s Municipal Modernization Funds; And Further That should the CRCA advise the County of Frontenac that it does not wish to proceed with a joint administrative facility, that staff be authorized to proceed with detailed designs for Option 1. Carried Mr. Pender clarified that the existing building is not on the City of Kingston’s or the former Kingston Townships registry of historical buildings. Mr. Pender noted that should the CRCA approve a similar motion in August, the easiest way to move forward would be for the County of Frontenac to own the building and enter into a lease agreement with the CRCA which would include rent (per square foot costs), borrowing costs and shared utilities costs. The term of the lease would line up with the amortization of borrowing costs which would need to be in accordance with the Planning Act (under 21 years). The lease would define the terms and conditions should Administrative Building Design Task Force Meeting Minutes July 17, 2019
Minutes of Meeting held July 17, 2019
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AGENDA ITEM #a)
the CRCA chose to terminate the agreement early or should the County chose to terminate the lease. Concerns were expressed around the current unpredictability of the Province; however it was noted that any decisions made today will not be before Council until September after which it could take anywhere from 3 to 4 months to contract an architect. Should the Province take over long term care, Fairmount Home would still need to be here although given it is cheaper for municipalities to run long term care than the province, it is unlikely that will happen. In terms of Conservation Authorities, they have been told they will continue to exist, it’s just their funding that has been cut. Mr. Pender noted that this plan ensures access to meeting rooms which are more flexible than what is currently at Fairmount Home where entry codes to the building are required. This would also make it easier to have meeting room rentals. It was noted that this building is not on a bus route. Attempts have been made to have the City of Kingston consider extending its public transit to Glenburnie but at this point in time, the City is not interested in expanding its transit service. 7.
Communications
Other Business
Next Meeting
The next meeting will be at the call of the Chair. 10.
Adjournment
Moved By: Seconded By:
Councillor Martin Councillor Doyle
That the meeting hereby adjourn at 12:05 p.m. Carried
Administrative Building Design Task Force Meeting Minutes July 17, 2019
Minutes of Meeting held July 17, 2019
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AGENDA ITEM #a)
Report 2019-116 Recommend Report to Council To:
Warden and Members of County Council
From:
Kelly Pender, Chief Administrative Officer
Prepared by:
Jannette Amini, Manager of Legislative Services/Clerk
Date of meeting:
September 18, 2019
Re:
Office of the Chief Administrative Officer – Approval of the Work Plan and authorization for staff to proceed with Phase #1 and #2 for the County Administrative Building
Recommendation Be It Resolved That the Office of the Chief Administrative Officer – Approval of the Work Plan and authorization for staff to proceed with Phase #1 and #2 for the County Administrative Building report be received; And Further That staff be directed to proceed with Phase #1 and #2 of the Work Plan as identified in the report and report back to the Administrative Building Design Task Force in December. Background At its July 17, 2019 meeting, staff presented the Administrative Building Design Task Force with a report advising that Colbourne & Kembel, Architects Inc. was retained to carry out the facility analysis of the County Administrative Building, with the purpose of determining the feasibility and costs to redevelop the County Administration Building to accommodate County of Frontenac and CRCA Administrative staff. As a result, the following resolution was made and forwarded to County Council for approval: Be It Resolved That the Council of the County of Frontenac authorize staff to proceed with negotiations with the Cataraqui Region Conservation Authority (CRCA) for joint tenancy and subsequently, detailed designs for 2069 Battersea Road for Option 2, that being a joint administrative facility for the County of Frontenac and the Cataraqui Region Conservation Authority (CRCA) to an upset of $100,000 to be expensed from the County’s Municipal Modernization Funds;
2019-116 Office of the Chief Administrative Officer Approval of the W or…
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AGENDA ITEM #a)
And Further That should the CRCA advise the County of Frontenac that it does not wish to proceed with a joint administrative facility, that staff be authorized to proceed with detailed designs for Option 1. Comment The CRCA Board met on August 28, 2019 and as a result, CRCA staff have advised the County of Frontenac of the CRCA’s intent to continue to participate in the joint administration facility project; and, that its staff be authorized to proceed to work with County staff to draft joint tenancy arrangements for consideration by the Full Authority Board. In anticipation of Council approval at its September 18, 2019 meeting of the resolution forwarded to it by the Administrative Building Design Task for Force, staff are presenting the below work plan for the Task Force’s consideration: Phase
Item
Date
Develop Memorandum of Understanding (MOU) regarding detailed design process and outline/principles for lease
Sept to Dec 19
Discussion
Funding Analysis
Sep to Dec 19
Options for discussion: o County pays up front, CRCA pays back if they pull out, CRCA % of design costs incorporated into lease o Both parties pay 50% up front Lease based upon 100% of dedicated CRCA space + % of common space Utilities – separate pay own, pay %, or incorporated into lease pmt Capital replacement/maintenance costs Reserves options Borrowing costs/options
Decision Point 3.
RFP for Detailed Design
Jan to Mar 20
Includes testing, soils, materials Joint committee to select/recommend architecture firm Determine interim accommodations plan and/or project phasing
Decision Point 4.
Building Fit Up
Spring 20
Tendering for Construction
Apr-Jun 20
Product selection/procurement o Both parties responsible for own costs
Joint committee to review and recommend contractor
Information Report to the Administrative Building Design Task Force Office of the Chief Administrative Officer – Approval of the Work Plan and authorization for staff to proceed with Phase #1 and #2 for the County Administrative Building September 18, 2019 Page 2 of 3
2019-116 Office of the Chief Administrative Officer Approval of the W or…
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AGENDA ITEM #a)
Construction Window
Jul 20 to Jul 21
Building Commissioning
Fall 21
Project reporting/project management
Moving related costs Finalize constructions costs and lease amount.
Staff are recommending to proceed with Phase #1 and #2 as identified in the work plan and report back to the Task Force once at a December 19th meeting. Strategic Priorities Implications Priority 3: Champion and coordinate collaborative efforts with partners to resolve complex problems otherwise beyond the reach Specifically, the objectives that support this strategy states that the County will continue to pursue collaborative opportunities to achieve service and cost efficiencies and other economies through cost-sharing and shared services. This priority identifies the CRCA as a current and potential project partner In addition, shared facilities reduce the overall environmental foot print required to occupy two separate facilities. Depending upon outcomes/options in terms of a shared facility, 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 as noted in the County’s Energy Conservation and Demand Management Plan. Financial Implications There are no financial implications directly associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Cataraqui Region Conservation Authority (CRCA)
Information Report to the Administrative Building Design Task Force Office of the Chief Administrative Officer – Approval of the Work Plan and authorization for staff to proceed with Phase #1 and #2 for the County Administrative Building September 18, 2019 Page 3 of 3
2019-116 Office of the Chief Administrative Officer Approval of the W or…
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