Body: Council Type: Document Meeting: Regular Date: 2018 Collection: Agenda Attachments Municipality: Frontenac County
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Document Text
Report 2018-058 Council Information Report To:
Warden and Council of the County of Frontenac
Prepared by:
Kelly J. Pender, Chief Administrative Officer
Date of meeting:
April 18, 2018
Re:
Administrative Building Design Task Force – Site Selection Criteria and Priority Setting
Recommendation For Committee Information Background At the March 21, 2018 meeting of County Council, the following motion was approved: Resolved That the Council of the County of Frontenac receive the Administrative Office Review – Moving Forward, Potential Partnership with the Cataraqui Region Conservation Authority (CRCA) report for information; And Further That Council remains open to continuing discussion with the CRCA with respect to the construction of a potential joint administrative facility located either on the grounds of the current County facility at 2069 Battersea Road, or the CRCA property at Little Cataraqui Creek Conservation Area at 1641 Perth Road (or in the vicinity); And Further That the Administrative Building Design Task Force (ABDTF) report back regarding progress and options by July 31, 2018. The purpose of the meeting is to review the three elements described below and develop a strategy for moving forward. Comment Regardless of where a County administration office is constructed, or if a partner is included, three elements need to be addressed in order to move forward:
- A financing strategy:
a. How much can be taken from reserves? b. Can we borrow from existing reserves? c. How will be borrowed? d. What are the levy impacts? e. What trade-offs, enhancement and cost savings can be achieved that will provide cost savings over a reasonable life span. The financing strategy will ensure the highest value construction with the lowest taxpayer costs. For the County, this process can be completed with internal resources utilizing treasury staff. 2. Establishment of a rigorous site selection and priority setting tool for Council : a. What site criteria are important? b. Which criteria are the highest priority? The site selection/priority setting process will help ensure any final decision is defensible and help assure taxpayers the process was open, fair and transparent. The establishment of a ranking system can be applied to any site and allow different sites to be assigned a score for comparison purposes. It is recommended that this process will be made prior to any final selection and be sufficiently comprehensive to be applied to any site that Council may wish to consider in the future. To illustrate, the presence of correct official plan and zoning for a site should likely be a high priority as a lengthy planning process will add costs and delay the project. While visibility and profile, while desirable can be overcome relatively inexpensively with signage, therefore will likely rank as a lower priority. This process can be completed with internal resources. 3. Space needs analysis: a. How do we meet current needs in the most economical manner – both during construction and operations? b. What will be the payback period for investments in energy conservation? c. How do we distinguish between “needs” and “wants”? d. How do we ensure flexibility to adapt to future needs? The space needs analysis will need to be completed with the assistance of outside resources and would form the basis of any construction/renovation.
Information Report to Council Site Selection Criteria and Priorities – Admin Office Review April 18, 2018
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Sustainability Implications Any new facility would be constructed to a LEED standard in order to maximize energy efficiency. Shared facilities would reduce the overall environmental foot print required to construct/occupy two separate facilities. Financial Implications There are no financial implications at this point in the exercise. The process will help identify the site that best meets needs while providing the lowest cost option. Organizations, Departments and Individuals Consulted and/or Affected Geoff Rae, General Manager, Cataraqui Region Conservation Authority
Information Report to Council Site Selection Criteria and Priorities – Admin Office Review April 18, 2018
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