HomeMy WebLinkAboutCSD-06-081 - Relocation of Chandler-Mowat Portables to Kingdale Community Centre Site
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Community Services
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Report To:
Date of Meeting:
Submitted By:
Prepared By:
Ward(s) Involved:
Date of Report:
Report No.:
Subject:
Community Services Committee
June 12, 2006
Mark Hildebrand, Interim Director Community Programs and
Services ext. 2687
Mark Hildebrand, Interim Director Community Programs and
Services ext. 2687
Lynda Stewart, District Facilitator ext. 2511
Doug Hergott, Manager of Facilities Management ext. 2684
3 and 5
June 7,2006
CSD-06-081
RELOCATION OF CHANDLER-MOWAT PORTABLES TO
KINGSDALE COMMUNITY CENTRE SITE
RECOMMENDATION:
That staff be given the authority to move and attach the portables currently known as the
Chandler-Mowat Community Centre to the Kingsdale Community Centre portable as
outlined in report CSD-06-081.
EXECUTIVE SUMMARY:
Staff has been working with the Kingsdale Community and partners to address space
requirements at the Kingsdale Community Centre for the interim. A number of options
including, purchasing and leasing additional portable space, moving existing portables from the
Parks Operation site as well as relocating the Chandler Mowat portables to various sites in the
Kingsdale area, have all been analyzed and discussed with the community. As such, staff is
recommending that the Chandler Mowat portables be immediately relocated to the existing
Kingsdale Community Centre site and attached to the existing portable. Staff is also suggesting
that the capital expenditure be funded from the approved Kingsdale expansion envelope
($200,000), the Chandler Mowat Community Centre construction budget ($25,000), and the
approved Kingsdale Health and Safety envelope ($40,000).
BACKGROUND:
At its regular meeting on November 28, 2005, Council reviewed report CSD-05-158 which
addressed issues relating to the interim and long term space needs of the Kingsdale
Community. In this report it was acknowledged that the Kingsdale Community Centre, currently
at 1,500 square feet, was very small in comparison to the baseline of 3,000 square feet
traditionally provided as a starting point for a community centre in other neighborhoods. Staff
indicated that it was inevitable that an addition of at least 1,500 square feet would be required
within the next year to accommodate for the community's needs.
Report No. CSD-06-081
Page 2
A number of interim solutions for expanding space were provided in the report including:
· The purchase of a second portable of equivalent size and attaching this to the existing
Kingsdale portable to provide a temporary 3,000 square foot community centre,
· The lease of a second portable to attach to the existing Kingsdale portable,
· The relocation of the entire Chandler Mowat portable module (available in July 2006) to
one of the following sites in the Kingsdale area:
o The existing Kingsdale Community Centre site,
o Wilson Park (two site locations were provided), or
o Beside the Doherty Arena
The following recommendations were approved by Council with respect to the interim expansion
of space at the Kingsdale Community Centre:
That Council refer all the staff prepared capital expansion options provided for the Kingsdale
Community Centre back to Community Services staff to allow for further consultation between
the City of Kitchener, neighbourhood representatives, stakeholders and program partners,
That subject to 2006 capital budget deliberations, $200,000 be allocated to a Kingsdale
Community Centre Expansion Envelope.
The expansion envelope funding of $200,000 was approved as part of the 2006 capital budget.
REPORT:
On May 19th and May 26th, 2006 Community Services and Facilities Management staff met with
representatives of the Kingsdale Community and the House of Friendship to further explore the
options provided for the interim expansion of the Kingsdale Community Centre. An additional
option, not included in report CSD-05-158, was also brought forward for the group's
consideration which identified moving two existing portables (approximately 1,500 square feet
total), being used temporarily by the Chandler Mowat community, at the Parks Operation site,
and attaching these to the existing Kingsdale Community Centre.
Staff reviewed 5 options as follows:
Option 1 Moving two existing portables from the Parks Operation Site;
Option 2 Purchasing/leasing a 1,500 square foot portable;
Option 3a Relocation of Chandler Mowat portables to Wilson Park;
Option 3b Relocation of Chandler Mowat portables adjacent to Doherty Arena; and
Option 3c Attaching the Chandler Mowat portables to the existing Kingsdale portable.
Below is a summary of the advantages, disadvantages and approximate costs that were
presented and discussed for each option at the community meetings.
Option 1 :
Moving two existing portables (total 1 ,500 square feet) from the Parks Operation Site
An additional option was brought forward for the community's consideration by staff which
included the possibility of attaching two portables, approximately 1 ,500 square feet, to the
existing Kingsdale community centre. Currently acting as a temporary home for key Chandler
Report No. CSD-06-081
Page 3
Mowat Community programs during the construction of a permanent facility, these portables
would be available to move to Kingsdale around September to October 2006. Staff estimate
that the total cost of moving and attaching these portables to the existing Kingsdale portable
would be $106,700. Of this amount approximately $50,900 would be allotted for moving the
portables, site preparations and servicing the portables, $33,700 for renovations and $22,100
for permits and contingencies.
The significant benefit of considering this option is the associated cost. It is possible to provide
the Neighbourhood an additional 1,500 square feet well within the allotted budget envelope of
$200,000 approved by council. This brings the neighbourhood up to the benchmark of 3,000
square feet that has been traditionally provided to communities in the past. Also, the idea of
attaching additional space to the existing Kingsdale portable is appealing to the community and
staff alike. Earlier in the year renovations were completed to deal with Health and Safety
issues. Further developing the existing site with additional space seems to be the most
appropriate thing to do.
Concerns were expressed however with the timely availability of the portables. The community
have been very appreciative of the action taken by the City of Kitchener to deal with Health and
Safety issues but still feel they are significantly hindered due to the size of their facility. They
feel time is critical and that they would have lost a complete year of community and program
development if they were to wait until October 2006 for additional space. At this point in time
there is also a question of whether 1,500 square feet would be enough to accommodate the
community for the interim.
Option 2:
Purchasing/Leasing a 1,500 square foot portable
The total approximate cost of purchasing 1,500 square feet of portable space and attaching to
the existing Kingsdale portable is $234,000. At the time of writing this report, the cost of
purchasing a 768 square foot portable could range from $10,000 (used) to $65,000 (new). Also
at the time of writing this report, there were no used portables on the market. If staff were to
purchase 2 portables (1,500 total square feet) it is anticipated it would cost approximately
$130,000. Other costs associated with purchasing and attaching the new portables to the
existing Kingsdale portable would include $4,000 for moving the portables, $33,700 for interior
renovations, $50,000 site preparations and services, and $20,000 for permits and
contingencies.
The total approximate cost of leasing 1,500 square feet of portable space and attaching to the
existing Kingsdale portable is $220,000. This is assuming that the City of Kitchener would lease
the portable space for a 5 year period.
The benefit associated with purchasing or leasing new portables and attaching to the existing
Kingsdale portable, acknowledged by staff and the community, is that these options can be
implemented quickly. Also, the value associated with the renovations to the existing Kingsdale
portable, that were completed early 2006 to deal with Health and Safety issues, would continue
to be realized.
A significant disadvantage of purchasing or leasing new portable space is the associated capital
expenditure. The estimated costs for purchasing and leasing portable space are considerable
for 1,500 square feet. Also, the City of Kitchener will have the Chandler Mowat portables (4,390
Report No. CSD-06-081
Page 4
square feet) available for use July 2006, as well as 1 ,500 square feet of portable space
available around October 2006. Staff suggests that purchasing additional portables may not be
the best alternative knowing that appropriate inventory will exist within four months time.
Relocation of Chandler Mowat Community Centre portables (Options 3a, 3b, 3c)
The Chandler-Mowat portables module is a unique asset, considering the square footage and
its construction. The module is made up of 6 single portable units of 720 square feet each, and
is divided up into a number of different programming and meeting spaces for the community.
The interior walls and ceilings are constructed of drywall, along with the appropriate millwork
and fixtures to provide for the necessary facilities including a kitchen, offices, washrooms etc.
The overall facility space of 4,390 square feet has provided exceptional flexibility and
opportunity for growth and development of the Chandler-Mowat Community. There is an
opportunity for relocating this existing module in July 2006 to meet the interim space needs of
the Kingsdale community.
Staff and the community reviewed 3 possible areas to relocate the portables including a) Wilson
Park, b) Doherty Arena and c) Attached to the existing portable on the Kingsdale site.
Option 3A & 3B:
Relocation of Chandler Community Portables to (A) Wilson Park or (B) Doherty Arena
Staff estimate that it would cost between $260,430 to $301,760 to relocate the existing Chandler
Mowat portables to either of the Wilson park sites. The costs associated with preparing (e.g.
sidewalks, paving) and servicing (e.g. gas, water, sanitary) these sites are the substantial
influencers. The estimated cost of moving the Chandler Mowat portables to the Doherty Arena
site are $219,900 to $260,430. The proximity of the portables to the Arena decrease the site
and servicing costs substantially.
The advantage of considering the Wilson Park and Doherty Arena sites relate only to the
benefits associated with using the Chandler Mowat portables as the facility. The portables
provide substantial space for the Neighbourhood to program and are available relatively soon, in
July 2006. However, considering the Wilson park sites, it comes at a significant capital cost,
most likely more than what has been budgeted for. Also, placing the portables in Wilson Park
could disrupt use of the soccer field, which sees significant rentals by children and adult sport
groups alike. Although the cost estimates associated with the Doherty Arena are less, it is likely
that moving the portables to this location will lead to issues associated with use of the Arena
during peak times. Also, unless the existing Kingsdale portable is shut down, managing the two
facilities will most likely cause operational issues.
Option 3C: (Recommended)
Attaching the Chandler Mowat Community Portables to the existing Kingsdale Portable
As reported in CSD-05-158 it was felt by staff that the Chandler Mowat portables would not fit
on the existing Kingsdale site and was dismissed as a viable option. The initial investigation had
the Chandler Mowat portables replacing the existing Kingsdale portable, and had the facility
situated perpendicular to the street moving towards the back of the property. This site plan
required significant removal of trees and also included the additional costs associated with
removing the existing Kingsdale portable. However, further discussion with the community and
partners, and additional investigation by staff, found that it was possible to attach the portables
Report No. CSD-06-081
Page 5
to the rear of the existing Kingsdale portable, parallel to the street, as shown in appendix A.
Because there are few trees that have to be removed in this plan, and the existing portable
remains, the costs associated with this option are substantially decreased. Staff estimate that
the budget required to complete this option is $219,900 to $260,430, which is within the budget
amounts available to staff.
The community, partners and staff all believe that this is the most appropriate option for dealing
with the interim expansion needs of the community. Attaching the Chandler Mowat community
centre portables to the existing Kingsdale portable is a viable option considering the capital
costs and the site space requirements required. It provides substantial space (5,890 square
feet) for the community to develop themselves and grow their programs, until the long term
needs can be determined for a permanent facility. Although not the least expensive option, it
does provide the community with the greatest amount of space, can be delivered within the
requested timelines and within the budget envelopes available to staff.
Summary of option costs
Below is a tabled summary of the costs associated with the various options. Also included in
the table below are the budget envelops available to pay for the costs associated with each
option including relocating the Chandler Mowat portables. The Kingsdale Expansion envelop of
$200,000 was approved by Council during the 2006 budget deliberations and is available for
each expansion option outlined in this report. However there is also an addition of $25,000
available in the Chandler Mowat Community Centre construction budget, which was allotted for
the relocation of the portables, which would be available if the expansion option included
relocating the Chandler Mowat portables to the Kingsdale community. In addition to this, there
remains approximately $40,000 of the $70,000, which was approved by council in CSD-05-158
to help staff address the Health and Safety issues identified with the existing Kingsdale portable.
Although immediate Health and Safety concerns associated with food storage and distribution
have been addressed, there remains some site work which is still outstanding. Staff propose
Chandler Mowat Portable Options
Option 1 Option 2 Option 3a - Option 3b - Option 3b -
Parks Buy Wilson Park Doherty Kingsdale Site
Operation /Lease Arena · (Recommended).
Available Budaet
Kingsdale Expansion Envelope $200,000 $200,000 $200,000 $200,000 $200,000
Chandler Mowat Construction Budget 0 0 25,000 25,000 25,000
Health and Safety Envelope 40,000 40,000 0 0 40,000
Total Available Budget $240,000 $240,000 $225,000 $225,000 $265,000
Cost Estimates
Purchase/Lease portables $ - $134,000 $- $- $ -
119,000 93,500 93,500
Site Preparation Work/Services 50,900 50,000 to 144,500 to 119,000 to 119,000
Interior Renovations 33,700 33,700 65,500 65,500 65,500
75,927 60,090 60,090
ContinQencies and Permits 22,100 20,000 to 91,763 to 75,927 to 75,927
$260,427 $219,090 $219,090
Total costs $106,700 $237,700 to 301,763 to$260,427 to $260,427
($35, 427} $5,900 $45,910
Amount (over) under available budget $133,300 $2,300 to ($76, 763} to ($35,427) to $4,573
Report No. CSD-06-081
Page 6
this envelope can also be accessed if the option was to relocate the Chandler Mowat portables
to the existing site since Health and Safety issues would be rectified at this time.
Staff is recommending that the Chandler Mowat portables be relocated to the existing Kingsdale
Community Centre site and attached to the existing portable. Staff is also suggesting that this
capital expenditure be funded by the approved Kingsdale expansion envelope ($200,000), the
Chandler Mowat Community Centre construction budget ($25,000), and the approved Kingsdale
Health and Safety envelope ($40,000).
COMMUNICATIONS:
Community residents, neighbourhood association members, and House of Friendship staff have
been consulted on two occasions during the preparation of this report. Facilities Management,
Parks Operations, Planning and Fire Department staff are the internal stakeholders that have
been consulted.
FINANCIAL IMPLICATIONS:
Capital:
The capital costs associated with relocating and attaching the Chandler Mowat portables to the
Kingsdale portable are estimated to fall within $219,900 to $260,430. Staff proposes that this
amount be funded through the Kingsdale Expansion Envelope ($200,000), Chandler Mowat
Community Centre Construction Budget ($25,000) and the remaining Kingsdale Health and
Safety Budget Envelope ($40,000).
Operating:
There will be an over expenditure of $9,000 to the Kingsdale Community centre operating
budget to cover operating and maintenance costs for the additional space from July to
December 2006.
An additional request of $14,735 plus appropriate inflationary increases will be referred to 2007
budget deliberations to cover costs associated with the annual maintenance of the added
portable space if the Chandler Mowat portables are added to the existing Kingsdale Community
Centre.
CONCLUSION:
In conclusion, the option being recommended by staff has community and partner support, falls
within budget limits available, meets the timelines of the community, has little adverse impact on
adjacent City lands including Wilson park and Doherty arena, and makes use of the existing
Kingsdale services and amenities.
Mark Hildebrand
Interim Director, Community Programs and Services
KB
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