Body: Council Type: Minutes Meeting: Regular Date: April 17, 2019 Collection: Agenda Attachments Municipality: Frontenac County
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Minutes of the Administrative Building Design Task Force Meeting April 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, April 17, 2019 at 11:00 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 Others Wayne Orr, CAO, Township of South Frontenac Geoff Rae, General Manager, CRCA Tom Beaubiah, Manager, Conservation Lands Rob McRae, Manager, Corporate Services Wayne Hill, CRCA Board Member representing the City of Kingston Terry Richardson, CRCA Board Member representing the Town of Greater Napanee Alan Revill, CRCA Board Member representing the Township of South Frontenac 1.
Call to Order
The Chair called the meeting to order at 11:00 a.m. 2.
Adoption of the Agenda
Moved By: Seconded By:
Councillor Doyle Councillor MacDonald
That the agenda for the April 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.
4.
Adoption of Minutes a)
Minutes of Meeting held February 20, 2019
Moved By: Seconded By:
Councillor MacDonald Councillor Martin
That the minutes of the Administrative Design Task Force meeting held February 20, 2019 be adopted. Carried 5.
Deputations and/or Presentations
Reports a)
Shared Facility Next Steps - Determining Partners
Mr. Rob Wood, 8020 Info Inc. took the Task Force through the Shared Facility Next Steps Discussion Guide beginning with a recap of the results/implications of the architectural assessment and the requirement of the partners regarding their due diligence work and future intentions. It was also noted that the Provincial budget announced earlier this week may have an effect on the ways that partners do business in terms of roles and responsibilities. Updates from partners on due diligence work & future intentions Township of South Frontenac Councillor Vandewal advised that the Township of South Frontenac Council has decided not to pursue a partnership at this time, given that no other options for the Township have been explored. Township Council has asked for staff to report back on costs for an addition to its existing facility. CRCA update Councillor Revill advised that at this point, the CRCA remains in the partnership as the condition of its building has not changed. It was noted that the provincial funding to the CRCA has been reduced; however this is a small portion of the CRCA’s budget. County of Frontenac update Mr. Pender advised that the County of Frontenac’s first choice is a partnership; however if that is off the table, the existing facility would be renovated. He noted the issues with the Administrative Building which have not been addressed for the past 5 years, including issues with plumbing which left the building without water for 2 days, and staff working in fire ways and hallways. Administrative Building Design Task Force Meeting Minutes April 17, 2019
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Determining the partners (or not) for next stage of project work With only the County of Frontenac and the CRCA moving forward with a partnership for a co-locate, there remains the potential to have the facility located within the City of Kingston, although some County Councillors felt that if the County were to invest in a new facility, it should be located within the County. If cost is the driver, the top 2 options would be either to build at the existing County site or build at the existing CRCA site. The lowest cost option would be to build at the County site as all infrastructure and servicing is already in place. To go elsewhere would incur additional costs of property acquisition and servicing and the CRCA site would be challenging as the site is a conservation area. With respect to concerns around branding, the CRCA brand is the Outdoor Centre and that Centre would stay on the existing site regardless of the outcome of site location. However administratively, visitors only attend the site on occasion or from the Professional Development Committee so any additional commute to this location will not influence that. Staff in the new facility would be office staff that do not attract a lot of visitors. It was noted that for the CRCA, it is price sensitive. Consensus was that the CRCA only requires office space so if a new build happens, it should be located at the County site. Space required by the CRCA would be similar to that of the County were it to relocate to the County site. The option to seek additional partners was also suggested. It was questioned if the existing County Administrative Building could support both County and CRCA staff should Frontenac Paramedics relocate. Confirming Next Steps There could be value in attracting a third party but this would depend on location. It can be kept in mind but is not a key issues. It would be more feasible to look at this site and look at a renovation as opposed to a new build. It was suggested that a professional look at this building to provide viable options to optimize the space, noting that this could be funded through the Modernization funding received by the County to look at shared services and cost efficiencies. Wrap-up/Next Steps & Takeaways CRCA staff will report back to its board and County staff will research on the costs to retain an architect to review the existing site of the County Administrative Building to determine the feasibility of its redevelopment to accommodate county staff in addition to CRCA staff and take a report directly to Council for authorization.
Administrative Building Design Task Force Meeting Minutes April 17, 2019
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b)
2019-047 Next Steps in Moving Forward with a Shared Facility
This report is for information purposes. 7.
Communications
Other Business
Next Meeting
At the call of the Chair. 10.
Adjournment
Moved By: Seconded By:
Councillor Doyle Councillor Martin
That the meeting hereby adjourn at 12:22 p.m. Carried
Administrative Building Design Task Force Meeting Minutes April 17, 2019
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