Report to: Council Report Date: November 11, 2008

SUBJECT: Budget Pre-approval for Berczy Park Baseball Field Lighting

PREPARED BY: Linda A. Irvine, Manager of Parks and Open Space Development

RECOMMENDATION:

That the report dated November 11, 2008 entitled “Budget Pre-approval for Berczy Park Baseball Field Lighting” be received;

That funding for this project in the amount of $233,260 be approved in advance of Council approval of the overall 2009 Budget;

That the sources of funding for this project be from Development Charges (90% or $209,934) and from the Operating Budget (10% or $23,326);

And that staff be authorized and directed to do all things necessary to give effect to this resolution.

EXECUTIVE SUMMARY:

Not applicable.

1. Purpose 2. Background 3. Discussion 4. Financial 5. Others (Strategic, Affected Units) 6. Attachment(s)

PURPOSE:

To obtain pre-approval of the Berczy Park Baseball Field Lighting project in the amount of $233,260 in advance of the overall 2009 Budget approval.

BACKGROUND:

Rationale for Lights:

The reservoir works being undertaken at Milliken Mills Park will displace several fields, and various sports groups will have to be relocated to other fields in Markham. One of the diamonds that will be lost is a hardball diamond, and there are only two other parks in Markham to move these leagues to: Ashton Meadows Park and Berczy Park. A move to Ashton Meadows Park of hardball teams would displace the softball teams who regularly play there.

Consequently, the recommended approach is to allow the softball teams to remain at Ashton Meadows Park and to install lights at the existing diamond at Berczy Park. This would provide for greater capacity and will better accommodate user groups by allowing them to permit the field later into the evening. As well, installation of lights at Berczy will provide the least amount of disruption to existing user groups.

OPTIONS/ DISCUSSION:

Timing of Construction:

The optimal time to install these lights is when there is adequate frost penetration into the ground or when the site is dry enough in the spring to be able to drive a 35 ton crane onto the field. Installing the lights this winter would allow the field to be used by sports groups in the upcoming 2009 season.

If this winter is mild, there is a possibility that there will not be adequate frost penetration. If the weather does cooperate, then there likely will be a window of opportunity (of as short as two weeks) in early February. If there is not adequate frost cover, or if the installation window is missed, installation will be delayed until June of next year when the field is dry enough for crane access.

One way to improve the odds of frost penetration is to pack down the accumulated snow or snow blow the field and access route. Some damage will occur but this can be reduced by the careful timing of snow removal.

Even though a winter install is extremely challenging, it is possible under the right conditions. Therefore, staff recommends that we do all things possible to try for a winter install which requires a pre-approval of the project and budget in advance of approval of the 2009 budget.

Immediate Consultant, Product and Contractor Hire:

Staff recommends that Jim Snelgrove of MJS Consultants Inc., a Markham based electrical consultant be hired immediately. The Purchasing By-law provides for the hiring of MJS Consultants Inc. by an appropriate Director provided that the fees are under $25,000. Jim Snelgrove has advised that MJS Consultants Inc. fees will be in the order of $20,000.

Part of MJS Consultants Inc.’s services will be to immediately obtain quotes from three electrical distributors to pre-order the poles, flood lamps and mounting brackets. The lead time required to manufacture these items is 6 to 7 weeks. The product cost is approximately $75,000.

Once MJS Consultants Inc. completes borehole testing and produces an electrical design then the Town, in consultation with MJS Consultants, can prepare a RFQ to engage a general contractor to complete the installation of the lights. Hiring of the contractor needs to be completed by December 2008 to insure a winter install, weather permitting. The cost of the lighting installation service is approximately $75,000.

Community Consultation:

Council has approved the hiring of landscape architect to prepare plans for the final phase of construction of Berzcy Park. Design work will be underway over the next few months. Community consultation on the final phase design and the new lights will occur prior to installation of the lights.

FINANCIAL TEMPLATE:

The anticipated costs associated with this project are as follows:

• Electrical Consultant Fees: $20,000
• Product Costs: $75,000
• Installation Costs: $75,000
• Fence Removal and Reinstatement: $ 7,500
• Snow Clearing as required: $ 5,000
• Site Remediation: $12,000
• Contingency (10%) $19,500
• Subtotal $214,000

The total cost of this project is $233,260 which includes costs for consulting and construction at $214,000 and internal contract administration fees at $19,260 (9%).

ALIGNMENT WITH STRATEGIC PRIORITIES:

This project aligns with the strategic priority: Parks, Recreation, Culture and Library Master Plan.

DEPARTMENTS CONSULTED AND AFFECTED:

Finance and Recreation have been consulted in the preparation of this report.

RECOMMENDED BY:

_______________________________ ________________________

Valerie Shuttleworth, MCIP, RPP Jim Baird, MCIP, RPP

Director of Planning and Urban Design Commissioner of Development Services

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