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HomeMy WebLinkAboutCRPS-06-171 - Referral of Projects to the 2007-2016 Capital Forecast - Corporate ServicesJ ~- Corporate Services Report To: Councillor B. Vrbanovic, Chair, and Members of the Finance and Corporate Services Committee Date of Meeting: December 11, 2006 Submitted By: T. Speck, General Manager of Corporate Services Prepared By: L. Proulx, Director of Facilities Management Ward(s) Involved: Date of Report: November 23, 2006 Report No.: CRPS-06-171 Subject: REFERRAL OF PROJECTS TO THE 2007-2016 CAPITAL FORECAST -CORPORATE SERVICES RECOMMENDATION: "That the following capital projects be included in the 2007-2016 capital forecast for consideration by the Finance and Corporate Services Committee as part of the 2007 budget deliberations, as outlined in staff report CRPS-06-171: Proiect Name Proiect Cost Proiect Year Building Audit $80,000 2007 Centreville CC Vestibule Alteration $100,000 2008 City Hall Cooling Towers $100,000 2014 City Hall Cooling Towers $100,000 2015 City Hall Office Furniture - C/C $547,000 2007-2016 City Hall Office Furniture - RES-BLDG $57,000 2007-2016 City Hall Spandrel Glass Replacement $200,000 2012 Community Centre Contingency $410,000 2007-2016 Downtown CC Gym Divider $65,000 2007 Energy Management -OTHER $319,000 2007-2016 Homer Watson House & Gallery Repairs $79,000 2007-2008 Outdoor Fountains $71,000 2007-2016 79 Joseph Street $55,000 2007-2016 BACKGROUND: Any new capital projects with budgets in excess of $50,000 are referred to the City's ten-year capital forecast by a resolution of Council. They are then evaluated during the budget approval process against all other project priorities and funding constraints. This report provides -2- information and recommendations with respect to new project priorities for the Corporate Services department. REPORT: 500201064 -Building Audit We are proposing to audit between 15 - 20 buildings in 2007 and request $80,000 in the 2007 Capital budget forecast to cover consultant costs to perform these building audits. (Issue Paper attached) 500201058 -Centreville CC Vestibule Renovations to the Centreville Chicopee Community Centre facility is required in order to improve customer service, to provide a more welcoming environment, address issues of confidentiality, improve program accessibility and make a more efficient use of space. The renovations would include modifying the reception/front office, the Outreach Office, Youth/CCCA Office and flooring. The funds being requested would include $70,000 for construction costs, $20,000 in consulting fees, and $10,000 for a Public Art piece, Project Management fees and contingency fees which is required in year 2008 of the Capital budget forecast. (Issue Paper attached). 500202021 -City Hall Cooling Towers Cooling towers are large pieces of equipment installed in the cube portion at the top of City Hall. Life expectancy of such equipment is usually estimated to be 20 years. We are requesting that $100,000 be budgeted in the Capital Forecast in year 2014 and $100,000 in year 2015 to cover the cost of replacement. (Issue Paper Attached) 500201065 -City Hall Office Furniture Direction was given from CMT to consolidate the budget for office furnishings to Facilities Management Capital Budget Forecast. There is no net budget increase associated with this change, rather it reflects the consolidation of accounts for ease of administration. 500201057 -City Hall Spandrel Glass Replacements Spandrel panels at Kitchener City Hall need to be replaced as the paint film in many areas has begun to peel and separate from the glass; this is a cosmetic problem only. We are requesting $200,000 in year 2012 in the Capital Forecast for the replacement of the spandrel panels at City Hall. (See attached Issue Paper) 500201041 -Community Centre Contingency Additional funds of $410,000 in the 10 Year Capital Forecast are required to cover major replacements and maintenance expenses due to an increase in building square footage, which consists of the following buildings: Victoria Hills Community Centre, Kingsdale Community Centre, Bridgeport Community Centre and the new Chandler Mowat Community Centre facility. 500202020 -Downtown CC Gym Divider A new motorized solid room divider is required at the Downtown Community Centre. This would allow simultaneous programming and enable the facility to be used at its maximum capacity. The estimated cost to purchase and install the motorized divider is $65,000 and is required in year 2007 of the Capital budget forecast. (Issue Paper attached). -3- 500201000 -Energy Management -Other The increase in Other Funding for Energy Management represents a change in presentation, such that projected recoveries are now based on specific anticipated energy management projects. Previously, the forecast depicted recoveries based on generalized budgeted energy management expenses and related recoveries. 500203062 -Homer Watson House & Gallery Repairs We propose a budget of $79,000 in the Capital Forecast in order to retain a mechanical engineer to evaluate equipment and to perform repairs to the Homer Watson House & Gallery building. (Issue paper attached). 500201032 -Outdoor Fountains Due to the proposed installation of two new outdoor fountains; one at Victoria Park Entrance and the other at Charles & Gaukel Street, we proposed an increase of $71,000 in the 10 Year Capital Forecast contingency to cover plumbing maintenance costs. 50020201 8 - 79 Joseph St $55,000 is required in the 10 Year Capital Forecast to cover building maintenance expenses at the former KOR Gallery building. FINANCIAL IMPLICATIONS: If supported, the capital projects proposed in this report will be referred to capital budget deliberations. They will then be evaluated against all other capital projects and funding constraints within the ten-year forecast. ~ .Speck General Manager of Corporate Services CITY OF KITCHENER 2007 BUDGET ISSUE PAPER BACKGROUND: Kitchener City Hall was constructed starting in 1991 and finally occupied in August 1993. It was an award winning building resulting from the last national architectural competition of the 20t" century in Canada. Bruce Kuwabara, the architect, received the RAIC Gold Medal in 2006 for his work, in architecture which included Kitchener City Hall. In the past three to five years, the award winning building started to display a cosmetic flow. The outer walls were done in curtain wall construction comprising clear glass windows and green glass spandrel panels at each storey of the tower. The green panels are a glass with a paint film on the back side then insulation and a metal back panel. The paint film in many areas has begun to peal and separate from the glass. RATIONALE /ANALYSIS: In an effort to identify the problem, a contractor was retained to remove several panels and replace the glass with a standard finish common in the industry. The contractor suggested that the panels were sealed and that it is now industry standard to leave small breathing holes to allow for movement of air due to heat build up as a result of strong sunlight. The contractor provided us a cost to replace all the panels, for budget purposes. I am putting the entire cost in 2012 to flag the issue at this time. The landmark building is the pride of its citizens, hence the appearance is significant. That significance will cause this budget item to find an appropriate location in the ten year capital forecast. FINANCIAL IMPLICATIONS: Spandrel Replacement at Kitchener City Hall - $200,000 RECOMMENDATION: That $200,000 be budgeted for the replacement of the spandrel panels on Kitchener City Hall. CITY OF KITCHENER 2007 BUDGET ISSUE PAPER BACKGROUND: Since 2000, the City has retained consultants to perform building audits for 26 of its buildings. Audits provide the information required to budget in capital for building component replacements. Audit results offer an opportunity for owners to consider the option of building replacement rather than ongoing repair. RATIONALE /ANALYSIS: It is becoming apparent that upper tier governments will expect municipalities to provide for capital replacement of its infrastructure in their budgeting process. Real estate is a significant asset that will demand some time and effort to respond to new regulations. The City of Kitchener has over a million square feet of buildings. Of its major facilities we have more than 15 buildings constructed before 1960. We built approximately twenty in the 60's, 70's and 80's decades. We went on a building spree in the 90's building 15 facilities and added a half dozen buildings since the turn of the century. Buildings that exceed fifty years of age require more attention and investment to keep them in good condition. Audits provide information that can be helpful in determining value of assets. We propose to audit between 15 and 20 buildings in 2007. to coincide with the initial stages of the inventory processes required as part of the PSAB Tangible Asset reporting. FINANCIAL IMPLICATIONS: $80,000 in 2007 for consultant fees to perform building audits RECOMMENDATION: That $80,000 be allocated to the Capital Budget Forecast in 2007 to cover consultant costs to perform building audits. CITY OF KITCHENER 2007 BUDGET ISSUE PAPER BACKGROUND: Centreville Chicopee Community Centre was built in 1979. In 1986 a large meeting room was added to the original building; in 1995 original change rooms were converted into storage areas. In 2001 renovations were made to eliminate overhangs and exterior alcoves to improve sightlines for police. An office was added to the original facility at that time. The City works closely with Centreville Chicopee Community Association which has actively provided social, recreational programs and activities to all residents at the community centre for over 25 years. Program delivery is inclusive to all ages, multicultural, denominational and socio-economic diversities. CCCA and the City work closely with a variety of agencies to meet the ever-changing needs of their neighbourhood. (i.e.; English as a Second Language program, NCB Outreach/KW Counselling, Library Links for Life/KPL, WR Police/COPS program, Family and Children Services, local schools). The proposed renovations will: o improve customer service and provide a more welcoming environment, o address issues of confidentiality, o make more efficient use of space, o improve program accessibility. RATIONALE /ANALYSIS: Reception/Front Office: • This office is presently aclosed-in area immediately to the left of the front entrance doors. • It is a small area which is not conducive to more than one person working in the space -two people are necessary on an occasional, seasonal basis. • Computers were introduced into centre years after it was built; the wiring cannot be moved therefore reception staff working on the computer in this office has their backs to the public. • Due to the proximity to the front doors, a more welcoming set-up (i.e. public counter, removal of glass wall) is not possible. The door to the office must remain closed to ward off the extreme cold during the winter months. • Building a large reception counter in the present foyer area will: o Make the entire area more welcoming and conducive to customer service o Increase safety for staff as they would be able to see everyone coming in and out of the facility and would not be working with their backs to the public. Outreach Office and Youth/CCCA Office: • K-W Connect computers are currently housed in the Outreach Office due to to wiring and current space restrictions. These computers provide the public with access to the Internet and other commonly used programs. This space is shared with the NCB outreach program. Public access to the computers is prohibited when the Outreach worker is in the office due to the confidential nature of the work. • The computers could be used much more by the public if they were to be housed in an open area, not limited by the NCB program. • Community members have expressed concern about computers being more accessible on a regular basis. • Computer use is difficult to monitor as they cannot be seen by front office/reception staff. This has resulted in patrons viewing inappropriate websites and supervision and behaviour issues arising from staff's lack of a direct view to activities in the room. • The Outreach office is an extremely large area of unused space which can be used much more efficiently as a larger lobby and reception area. There are portable partitions used to divide space in this office. These partitions are difficult to move and potentially hazardous if moved incorrectly. • The large Youth/CCCA office is underutilized due to its size. • In the proposed renovation: o The computers will be relocated to the current reception/front office area where wiring is currently available; o They will be accessible at all times and they will be monitored for the safety of public and staff. o A larger, more welcoming open lobby will be designed. o A reception office can be built into the space; it will be designed so that it can be utilized by more than one person at a time and so that staff have full view of the front doors, lobby and public access computers. o The large Youth/CCCA Office will be divided in two by a permanent wall so that the space would be used much more effectively. Dividing the wall in the Youth/CCCA Office and moving the NCB program into one of the newly designed offices will allow for a more efficient use of confidential space by the NCB program and will not infringe on the Youth/CCCA requirements. Flooring • Original building materials exist throughout the facility. Due to the age of the flooring, cracked the cannot be replaced with matching tile. The the has been replaced in a couple of spots with various coloured tiles. This is not esthetically pleasing. Our facilities are rented out by various user groups and the public • In the proposed renovation: o Updated flooring will be installed to give a very positive first impression and make the centre more appealing. FINANCIAL IMPLICATIONS: In September 2006, Facilities Management estimated the work to cost $100,000 broken down as follows: $70,000. Construction Costs $20,000. Consulting Fees $10,000. For Public Art piece, Project Management fees and contingency fees. RECOMMENDATION: That this request be put into the capital budget for the work to be done in 2008. CITY OF KITCHENER 2007 BUDGET ISSUE PAPER BACKGROUND: Kitchener City Hall was constructed in 1991-93 and occupied August 19, 1993. Original equipment installed in this building was in the mid range in quality. Life expectancy of such equipment is usually estimated to be 20 years. RATIONALE /ANALYSIS: The cooling towers are large pieces of equipment installed in the cube portion at the top of City Hall. It is equipment that is technically outdoors therefore it is attacked by nature everyday. In addition, we use chemicals such as chlorine and other harsh chemicals to prevent such things as legionnaire's disease. Staff oversaw the refurbishing of these towers in 2006 to help get more years out of the equipment. We are predicting that the equipment will reach its life expectancy in the years 2014 and 2015. The equipment layout is such that this work can be broken up into two separate years. Our staff in discussion with contractors evaluated the replacement of the equipment to cost $100,000 for each year. We propose to budget $100,000 in 2014 and $100,000 in 2015. Facilities Management staff are qualified to evaluate the condition of the equipment in those years to confirm our prediction. If done to good preventative maintenance, it is then estimated that we can extend the life of the equipment by another year or two, the replacement can then be delayed accordingly. At this time, it is important to budget for the funding for those years to continue to operate Kitchener City Hall with minimal disruption to the operation well beyond those years. We prefer scheduling equipment replacement "off season" than being caught in a predicament where the equipment needs to be replaced when it is required to be in operation. In this instance, there would definitely be a disruption to the operation. FINANCIAL IMPLICATIONS: $100,000 in 2014 $100,000 in 2015 RECOMMENDATION: That $100,000 be budgeted in 2014 and a further $100,000 in 2015 for the complete replacement of the cooling towers in Kitchener City Hall. CITY OF KITCHENER 2007 BUDGET ISSUE PAPER BACKGROUND: The Downtown Community Centre was opening for operations July of 2005, in the old St. Mary's highschool building that was renovated. The Victoria School Community Centre moved all their programs and services to this new location and took on the downtown neighbourhood associations and some youth programming. This facity is a joint venture/partnership with the Waterloo Catholic District School Board. There was a tremendous need for downtown space for a community centre and this opportunity could not be passed on. It also fit into the revitalization of the Downtown in reusing existing old buildings to create new ones. Because this was a project that was not in the Capital forecast for the City, limited dollars were available to complete the project. Therefore a few areas of need where not met to maximize the use of the facility. One of these areas was the divider for gym. All that could be afforded at the time was a soft flexible material type divider that rolled down from the ceiling. This unit is not being effective in allowing multiply programming in this big space simultaneously. The Centre is a very busy place and can't accommodate the required programs due to this problem with the divider. RATIONALE /ANALYSIS: The use of the gym is limited by too much sound traveling from one side to the other interrupting other programs which make them unsafe and less than effective. We have tried numerous types of programs on both sides of the gym simultaneously with no success. With the type of divider we have very few programs can operate simulatiously effectively. The centre's space can not be used to it's maximum with the divider we have now. Space is a premium already and some groups could be expanding their program if more space was available. FINANCIAL IMPLICATIONS: The base cost of a motorized solid room divider is $65,000 (installation & taxes included). RECOMMENDATION: That the city approves and makes available the funds to purchase of a solid room divider for the Downtown Community Centre gym. CITY OF KITCHENER 2007- CAPITAL BUDGET ISSUE PAPER DEPARTMENT: CORPORATE SERVICES DIVISION: FACILITIES MANAGEMENT BACKGROUND: In "Who Are You Kitchener?" the taxpayers have made it clear that, under the heading, "Quality of Life", they want a community that invests in maintaining basic services, such as community centres, museums, theatres, art galleries and leisure facilities. This paper pertaining to Homer Watson House & Gallery responds to that issue. In 2006, staff from Facilities Management conducted two separate building audits at Homer Watson House & Gallery. In June a general audit was conducted and in September, an audit of the mechanical system was prepared by our heating air conditioning mechanics. To remind everyone, the Homer Watson House & Gallery is subject to a maintenance easement with the Province of Ontario. It in effect imposes an obligation on the City to maintain the building "as a prudent owner would". RATIONALE /ANALYSIS: The general audit revealed several minor problems that were addressed by Facilities Management staff expending funds from its annual building contingency. In addition, more significant problems were identified. These items will require additional funding to address properly. The roof on the main building is mostly cedar shake construction. There are areas that require cleaning and some areas need replacing. Also, the caps at the ridges and hips need to be reworked or replaced. We have had a contractor look at the areas in question to provide us with an estimate for budget purposes. The building is of a vintage that painted wood trim dominated the architectural details. The paint is worn and peeling in some areas. The paint needs to be stripped and new paint needs to be installed. A contractor again provided staff with budget costs to perform this work. The many windows on the building are double hung single pane units. The proposal is to remove the aged storm window units and replace them with new ones including thermo pane glass units. A contractor provided an estimate of cost so that we could incorporate the cost for budget purposes. The mechanical audit by Facilities Management mechanics suggests that the heating, cooling and humidification equipment are all undersized. In addition, they speculate that the ductwork may be undersized and the small mechanical room may not be able to accommodate the new equipment. Given this diagnosis, we propose a budget to retain a mechanical engineer to evaluate the equipment to confirm our mechanic's suspicions. In the event the engineer corroborates the mechanic's conclusions, we would then address the issues in 2007 budget deliberations. FINANCIAL IMPLICATIONS: Roofing 18,000 Exterior Painting 16,000 Window Replacement 40,000 Consultant 5,000 $79,000 RECOMMENDATION: That we budget $79,000 in 2007 to effect the repairs at Homer Watson House & Gallery.