HomeMy WebLinkAboutCRPS-06-171 - Referral of Projects to the 2007-2016 Capital Forecast - Corporate ServicesJ
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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
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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).
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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.