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TO: |
Mayor and Members of Council |
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FROM: |
Jim Sales,
Commissioner Community and Fire Services |
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PREPARED BY: |
Alan Wolfe, P.Eng., Project Consultant |
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DATE OF MEETING: |
2004-Feb-16 |
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SUBJECT: |
Approval
of the Museum
Reception Centre Building |
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RECOMMENDATION:
That this report entitled “Approval of the
And
that Council accept the Ballantry Homes offer to contribute $250,000 in cash
towards the Museum Reception Centre building;
And that estimated cost of construction of the
Museum Reception Centre building is $600,000;
And that the sources of funding be as follows:
Ballantry Contribution - $250,000
Closed Projects - $150,600
2004 Capital Budget - $199,400 (to be considered with the
2004 Capital Budget).
Total Funding $600,000
And that Council approve proceeding with the
tendering process for the construction of the Museum Reception Centre building;
And further that staff report back to Council
to award the contract for the construction of the Museum Reception Centre building.
PURPOSE:
The
purpose of this report is to present to Council Ballantry Home’s offer of a
$250,000 cash contribution towards the construction of the Museum Reception
Centre (MRC) building. The report is
also to obtain Council authority to proceed with the construction of the
building.
BACKGROUND:
On
“That Council accepts
the offer by Ballantry Homes to provide services in kind in the amount of
$250,000 to build a new, purpose-built, Reception Facility at the
And that the Chief Administrative Officer and Town
Solicitor bring forward a proposed agreement as well as proposed details of
cost estimates and a methodology for measuring the cost of construction for
consideration by Council;
And that Community Services staff be authorized to obtain the services of a museum architectural consultant to assist in the preparation of a functional requirements plan and design concept for the proposed museum facility;
And further that as a
condition of the draft plan approval for the proposed Ballantry Homes plan of subdivision,
Ballantry Homes be required to install at its cost a cairn and a 'Markham
Remembered' interpretive plaque acknowledging and interpreting the former
Andrew Wideman House.”
OPTIONS/DISCUSSION:
A Building Steering Committee (BSC) to oversee the design and construction of the Museum Reception Centre (MRC) was formed immediately after the Council decision. The Committee consists of a representative from the Heritage, Finance, Capital Assets, Legal, and Property Departments, as well as the Museum Manager and Board Chair. The Chief Administrative Officer (CAO) chairs the Committee and Alan Wolfe is the Project Consultant.
The Committee has been meeting on a regular basis and work on the
project has been proceeding accordingly. The development and progress of the
project is summarized below.
1.
Sears and Russell Architects
Limited (SRA) were engaged to complete the schematic and conceptual design,
including cost estimates.
2. The Schematic Design and
building location was presented to Community Services Committee on
“That the presentations by Alan Wolfe, Project Consultant, Linda Irvine,
Manager, Parks and Open Space Development, and Jeff Weatherston, Sears and
Russell Architects regarding the proposed location and preliminary building
design of the Museum Reception Centre, be received;
And that the direction being taken by the Building Steering Committee for the proposed Museum Reception Centre be endorsed, in principle.”
This
resolution was confirmed by Council at its meeting of
3. Work on finalizing the
design development proceeded over the fall 2002 and winter/spring of 2003.
·
The final internal layout of
the building was established. It consists of a 1000 square foot orientation
room including a kitchenette and storage room, a reception area, washrooms, and
an electrical room to serve the east zone of the Museum. The total size of the
facility is approximately 2900 square feet.
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A detailed site plan
including servicing, landscaping, site circulation, and parking requirements
for the building was completed.
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Arrangements were also made
to obtain the required soil information and a site survey.
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The sanitary sewer, storm
sewer and the watermain were designed.
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The hydro service was
designed in conjunction with other site hydro improvements.
The site plan design was completed and approved by the BSC. The Site
Plan Application was presented to the Development Services Committee (DSC) on
4.
The Site Plan was presented to the Development Services Committee.
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SRA presented the proposed site
plan to the Development Services Committee (DSC) on
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At the
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The revised design was
presented to DSC on the
The revised design included the following
enhancements:
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Dormer
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Upgraded heritage style
asphalt shingles
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Heritage style windows
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Double wooden columns for
the porch
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Prefinished wood exterior
trim instead of aluminium
5.
Over the summer of 2003 the
design development and working drawings were finalized. An application for a
building permit was submitted on
6.
The finalized drawings and
specifications were provided to Ballantry for pricing in early September 2003.
During negotiations with Ballantry regarding
the cost of facility, it was evident that Ballantry was not equipped to
construct the MRC for a competitive cost.
Given the public use requirements of the MRC building, it had to be
designed to meet all the requirements of a quality public assembly building
including accessibility features, mechanical, electrical and plumbing upgrades,
and commercial grade windows and doors.
Ballantry’s suppliers and sub-trades were not experienced in this type
of construction and were not able to provide competitive pricing for the
facility.
On this basis, Ballantry offered to contribute
$250,000 in cash instead of providing the $250,000 of in-kind services towards
the construction of the building. A copy of a letter of understanding
documenting this offer is included as Appendix “A” of this report.
It is recommended that Council accept this
offer and approve proceeding with the construction of the Museum Reception
Centre building.
FINANCIAL CONSIDERATIONS:
The cost consultant’s estimate for the construction of the building was
$600,000. This amount includes providing a public assembly building and the DSC
required enhancements to the building.
It should be noted that the final construction cost will be determined
through the competitive tendering process.
There was no Town funding provided for the construction of the MRC
building in the 2003 Capital Budget. However, there are some funds available
from previous capital budget projects that are not proceeding in the near
future as follows:
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The 2002 Capital
Budget included an allowance for $85,600 for the roof replacement for the
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The 2003 Museum
Capital Budget also provided $115,000 for the
These roof repair projects have been deferred pending the
recommendations of the building assessment report. Therefore, the above funds
can be reallocated to pay for the MRC building. The repairs required for the
Based on Council accepting the Ballantry contribution, the funds
required to construct the facility would be:
Ballantry Cash Contribution $250,000
Balance to be funded by the Town $350,000
Less Funds reallocated from the following accounts:
Roof Maintenance Account 056-5350-4702-005 $ 35,600
Ward Bldg Roof Repair Account 073-6150-5004-005 $115,000
Total Amount Available to be reallocated $150,600
Balance of Funding to be included in the 2004 Capital Budget $199,400.
This amount has been included in the Museum’s 2004 Capital Budget submission.
BUSINESS UNITS CONSULTED AND AFFECTED:
Staff
from
ATTACHMENTS:
Appendix “A” – Ballantry Letter of Understanding
regarding $250,000 Cash Contribution to the
Museum Reception Centre building
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Barb Roth, Director of Recreation and Culture Services |
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Stan Bertoia, General Manager of Construction and Utilities |
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Peter Loukes, Director of Operations and Asset Management |
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Jim Sales, Commissioner of Community and Fire Services |
Q:\Recreation\REPORTS\Museum Reception Centre.doc
