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Home My WebLink AboutCSD-13-014 - Rockway Centre Feasibility Study UpdateREPORT TO:Council DATE OF MEETING: February 4, 2013 SUBMITTED BY: Mark Hildebrand, Director Community Programs and Services, (519) 741-2200 ext. 7687 PREPARED BY: Mark Hildebrand, Director Community Programs and Services, (519) 741-2200 ext. 7687 WARD(S) INVOLVED: All DATE OF REPORT: January 28, 2013 REPORT NO.: CSD-13-014 SUBJECT: ROCKWAY CENTRE FEASIBILITY STUDY AND BUSINESS CASE UPDATE RECOMMENDATION: That consideration of Clauses 3 and 4 of the Heritage Kitchener report, brought forward to Council on October 22, 2012, be deferred to the May 27, 2013 Community and Infrastructure Services Committee meeting, to allow time for the completion of the Rockway Centre Feasibility Study and Business Case. BACKGROUND: On October 22, 2012 clauses 3 and 4 of the Heritage Kitchener report were brought forward to Council for consideration, recommending the designation of 7 Floral Crescent (Rockway Gardens), 1405 King Street East (Rockway Centre), and 736 Charles Street East (ancillary buildings) as cultural heritage resources under Part IV of the Ontario Heritage Act. At the time, development of the Rockway Centre Feasibility Study and Business Case was delayed pending the completion of Phase I and II of a Cultural Heritage Resource Study and Assessment of the Rockway Centre facility and surrounding lands. It was anticipated that Phase II of the Cultural Heritage Resource Study would be completed by December 2012, with the final report to come forward to council with the Feasibility Study and Business Case thereafter. Council resolved to defer consideration of clauses 3 and 4 of the Heritage Kitchener report until the February 4, 2013 Council meeting to allow time for the completion of the Rockway Centre Feasibility Study and Business Case analysis, so that both reports could be considered concurrently. REPORT: It is now anticipated that the Rockway Centre Feasibility Study and Business Case will be completed and a report ready to come to Community and Infrastructure Services on May 27, 2013. The complexity and the number of options that have emerged for consideration in the feasibility study and business case has been the significant factor influencing the delay experienced by the project working group (made up of staff, citizens and a member of City Council). At the beginning of October 2012, three options were introduced to the feasibility study project working group for consideration and discussion. Since that time, as the project é ø¿÷ ó ï working group continued to analyze and consider input received during the first phase of a community consultation process, building and site limitations, and Phase I of the heritage impact assessment, the complexity and number of options has grown to eight. Time is needed to complete Phase II of the Cultural Heritage Resource Study and the accompanying staff report, develop conceptual drawings for four of the options that have emerged, and allow staff sufficient time to go back to the community with the proposed options for review and comment. Status of Phase II of the Cultural Heritage Resource Study Resulting from Heritage Kitchener’s interest in the facility and site, City of Kitchener Heritage Planning staff approached the Rockway feasibility study project team to explore a plan that would include consideration of the heritage value of the Rockway Centre and site in the project. The feasibility study and business case was delayed and heritage consultants were hired to complete a two-phased Cultural Heritage Resource Study. Phase I of the study analyzed and identified the cultural heritage value of the Rockway Centre and surrounding lands to determine the merits for heritage designation. Findings of Phase I were considered by the Rockway consultant and project working group as options were developed and refined. Phase II of the heritage study concentrated on evaluating the potential impact of the various options for the long-term use of the Rockway Centre, and recommended some mitigation measures to avoid or limit any negative impacts on the identified heritage attributes. Once Phase II has been finalized, an accompanying staff report will be developed and brought forward with findings of both phases of the Cultural Heritage Resource Study on May 27, 2013. During the time prior to May, heritage staff will also engage the Horticultural Society in discussions regarding the designation of Rockway Gardens. Development of Conceptual Drawings for four options The original project proposal for the Rockway Centre Feasibility Study and Business Case required conceptual drawings for only one option, which was to be the recommended option brought forward to council based on the study analysis. However it has become apparent, due to the number and complexity of the options that have emerged, that it would be beneficial to the public to have a number of conceptual drawings to review and comment on. Although resource constraints did not make it possible to provide conceptual drawings for every option developed in the study, with the help of an architect, the project team is developing conceptual drawings for four of the eight options. Each of the four options will include conceptual floor plans, preliminary construction costs, three-dimensional massing models, and presentation boards. The project team believes that by providing this additional information to the public as part of the consultation process, it will receive more informed feedback on the options being considered and can therefore make a stronger recommendation to City Council. All eight options will be presented to the community for review and comment. Although four options will not have associated conceptual drawings, it is likely that individuals will be able to extract information from the conceptual drawings provided, as they review these options. For all eight options, the community will be provided with an overview, description, and at least a high level preliminary construction cost estimate. Community Review and Comments The Rockway Centre Feasibility Study and Business case has included an extensive consultation plan. To date, community stakeholders and partners have been engaged the following ways in the collection of data: 1. Four community consultation focus groups (two with Rockway participants, one with agencies and partners, one with staff); é ø¿÷ ó î 2. Community wide forum at Country Hills Community Centre; 3. Online survey (City of Kitchener website); and 4. Community surveys (at various City of Kitchener facilities and special events throughout 2012). Given the sensitivity and the community interest in the feasibility study and business case, i) to those who participate in programs at Rockway Centre, ii) those interested in the heritage aspects of the site and facility, and iii) those growing into their older adult years, the project committee wants to continue to ensure there is ample opportunity for the public to provide input prior to finalizing a recommendation to City Council. The details of all eight options, which have emerged in the project, will be presented to the community for review and comment at the Rockway Centre on February 11, 2013. An open house will be held from 1:00 to 3:30 pm where all community members are invited to attend, and review/comment on the options. Those attending this open house will also have the opportunity to participate in focus groups and discuss in more detail the various options that have emerged. For the remainder of February and the month of March, staff will continue to solicit comments on the eight options, travelling to various facilities and events throughout the city (e.g. pools, community centres, Kitchener Market). Comments received during this final consultation phase will be incorporated, and the final draft of the feasibility study and business case will be ready for council’s review and consideration on May 27, 2013. As such, staff is recommending to defer consideration of clauses 3 and 4 of the Heritage Kitchener report until May 27, 2013 so that the committee can consider both reports at the same time, maintaining the intent of the original resolution brought forward at council on October 22, 2012. At that time, both the heritage consultant and the consultant from the Rockway Centre Feasibility Study and Business Case will be available to present and answer questions relating to their respective reports. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Community Priority: Quality of Life “Our shared vision is for Kitchener to be a community that invests in maintaining basic services, in addition to amenities such as community centres, museums, theatres, art galleries, and leisure facilities, even if that means paying higher taxes.” Community Priority: Leadership and Community Engagement “Our shared vision is for Kitchener to be a community in which the residents are engaged and active in decision making about local issues.” Foundation: Efficient and Effective Government Public Sector Leadership Anticipate and be responsive to legislative changes and external pressures. o Promote continuous improvement to ensure corporate policies, processes and o systems are sustainable, innovative and adaptable. FINANCIAL IMPLICATIONS: Financial implications of all eight options will be brought forward for council’s consideration in the Rockway Centre Feasibility Study and Business Case on May 27, 2013. COMMUNITY ENGAGEMENT: Considering the interest and sensitive nature of the Rockway Centre Feasibility Study and Business case, a key important element of the study, for the project team, has been community é ø¿÷ ó í engagement. Besides the engagement tools outlined in the report above, the following has been done to ensure the community remains engaged throughout the project: 1. Two representatives from the Rockway Advisory Committee sat on the consultant hiring team and continue to sit on the project working group; 2. One representative from MACKS and one other community representative sit on the project working group; 3. Information is provided regularly to Rockway participants via the facility newsletter “The Rockway Insider”; and 4. Project information is provided on the City of Kitchener’s webpage at http://www.kitchener.ca/en/livinginkitchener/RockwayFeasibilityStudy.asp. ACKNOWLEDGED BY: Michael May, DCAO Community Services é ø¿÷ ó ì