Report to: General Committee Report Date: April 8, 2008

SUBJECT: Markham Museum Ward Building Rehabilitation and Collections Building Schematic Design Approval

PREPARED BY: Alan Wolfe, Project Consultant

John Ryerson, Acting Director of Culture

RECOMMENDATION:

THAT the report entitled “Markham Museum Ward Building Rehabilitation and Collections Building Schematic Design Approval” be received;

AND THAT the allocation of $557,000 for the Ward Building Rehabilitation be funded and spent as identified in Council report “Award of Tender 018-T-08 Markham Museum Ward Building Rehabilitation”.

AND THAT Council approve locating the new Museum Collections Building on a site adjacent to the north side of the Reception Centre;

AND THAT Council approve the Schematic Design of the new Museum Collections Building that includes a 16,000 square foot split-level building including site development work, and LEED Silver certification, as detailed in this report as Option 4;

AND THAT Council approve a Schematic Design project cost estimate for the new Collections Building including site development work as summarized below:

Construction	$ 7,300,000
Furniture Fixtures and Equipment	$ 840,000
Internal*	$ 1,018,000
TOTAL	$ 9,158,000

*Internal costs include architectural Fees, signage, insurance, and storage etc

AND THAT funding be provided from the following sources:

Previously Approved Capital Funding- Collections Building Project	$ 4,390,000
Cultural Spaces Federal Grant and Ward Family Contribution	$ 954,500
Total Approved Funding	$ 5,344,500
Life Cycle and Capital Reserve	$ 2,283,500
Development Charges Reserve Fund	$ 1,530,000
Total Additional Funding	$ 3,813,500

AND THAT Council authorize the architect to proceed with the completion of the design of the Collections Building;

AND THAT Staff report the results of the public information meeting to Council as part of the Site Plan Approval process.

AND THAT the Director of Asset Management and the Manager of Purchasing be authorized to negotiate an increase in fees to Ventin Group Architects for the design and construction administration of the Collections Building to reflect the increased complexity and scope of this project.

EXECUTIVE SUMMARY

This report is to seek Council approval of the final design for the Ward Building Rehabilitation and the Schematic Design for a new Collections Building at the Markham Museum including ensuring the new building is consistent with the vision of the Lord Museum Master Plan and that the full implementation of the plan is appropriately funded.

In 2006, Council directed staff to proceed with the development of a Site Development Master Plan to establish building locations and landscaping principles for the Markham Museum including undertaking a community consultation process, working with the Technical Advisory Committee, and working with the architect of the new Collections Building to insure that it is situated in a location that best meets the Museum’s long-term needs and is consistent with the principles established in the Museum Master Plan.

Work on the Site Development Master Plan is still on-going and community consultation has yet to occur. In a separate presentation, Urban Design staff will update Council on the status of this project and ultimately, will bring forward a report to Council on the preferred Site Development Master Plan, anticipated costs, a phased implementation strategy and funding options. However, in order to complete the Ward Building renovation and new Collections Building project, certain site development works directly associated with these buildings need to be completed and are outlined in detail in this report. At this time, staff anticipates that the Site Development Master Plan will be completed in phases. The first phase includes essential site development works directly associated with the Ward and new Collections Building. Should the Site Development Master Plan be approved by Council, staff anticipates that it will be implemented in subsequent phases over time based on priority needs and available funding.

Ward Building Rehabilitation

The design of the Ward Building Rehabilitation project has been completed. It has been enhanced to include light fixture upgrading, a new accessible washroom, and miscellaneous life cycle work. It is scheduled to be constructed this spring and summer.

Collections Schematic Design

The Schematic Design of the new Collections Building has been developed. This Schematic Design includes the associated site work and a number of building enhancements to improve the functionality of the building and to achieve a LEED Silver certification. The building enhancements to achieve LEED Sliver will result in operational savings. These savings will be detailed in the business case analysis of the LEED enhancements and presented to Council during the detailed design of the building. The total cost of the building is estimated to be $9,158,000. The additional funding over the currently approved funding required to complete this project is $3,813,500. The additional funding sources will be from the Life Cycle and Capital Reserve and the Development Charges Reserve Fund.

In order to remain eligible for the Federal Cultural Spaces Grant, the Collections Building must be substantially complete by March 31, 2010. A schedule to complete the project by this date has been developed.

The design will be presented to the public for review and comments during the design stage of the project. The results of the meeting will be reported to Council as part of the Site Plan Approval process.

Museum staff and the Museum Board have carefully reviewed the Lord Museum Master Plan to ensure that the proposed facility work meets the facility objectives of the plan, and that the Site Development Plan addresses the Museum’s outdoor amenity requirements.

In addition, a funding strategy for the full implementation of the Master Plan including the first phase facility and associated landscaping and parking lot works and the remaining Site Development works has been developed.

Lastly, the architect’s fees are recommended to be increased to reflect the increase in complexity and scope of the project.

PURPOSE:

The purpose of this report is to request Council approval for the final design of the Ward Building Rehabilitation and the Schematic Design for the Museum Collections Building in a location adjacent to the north side of the Reception Centre, and to approve the additional funding required to construct the new building. It is also to ensure the new building is consistent with the vision and meets the objectives of the Lord Museum Master Plan and to ensure that there is a funding strategy in place for the full implementation of the Master Plan.

BACKGROUND:

This project has been evolving based on the November 2004 Lord Museum Master Plan (Master Plan). A point form summary of the background of the project and how it has evolved is included as Attachment “A”.

The implementation of the Master Plan has been divided into two components. The first is the development of a Facility Plan for the new buildings required for collection storage, exhibits, programs, and archives. The second is the development of a Site Development Plan of the grounds of the museum for landscaping, outdoor amenities, site circulation, gathering areas and drainage.

The Museum staff and Board have been working with Asset Management staff on the implementation of the Facility Plan and with the Urban Design staff on the implementation of the Site Development Plan. The two plans have been carefully coordinated.

The Facility Plan is further developed than the Site Development Plan. Currently, the Facility Plan includes the rehabilitation of the Ward Building and the construction of a new Collections Building. The final design has been completed for the rehabilitation of the Ward Building. The Schematic Design for the Collections Building has also been completed. These designs will be presented as part of this report.

A conceptual Site Development Plan has been developed and presented to the Museum staff and Board. A component of the Site Development Plan is integral to the construction of the Collections Building and the rehabilitation of the Ward Building. This work has been advanced to form a part of the construction of the Collections Building. The full Site Plan will be presented to Council in the fall of 2008.

On this basis, the implementation of the Museum Master Plan has been divided into a number of phases:

Phase 1 – Facility Plan including the Ward Building Rehabilitation, Collections Building Construction, and the associated site work
Phase 2A – Essential Site work
Phase 2B – Discretionary Site work

The Technical Advisory Committee (TAC) in conjunction with the Museum Board, the Museum staff, the various consultants and senior staff worked over the summer and fall to develop a comprehensive strategy for the design and financing of these projects. In addition, the Master Plan has been reviewed to ensure the implementation strategy meets the Museum’s facility and collections requirements. The results of the work are presented in the following section of this report.

OPTIONS/ DISCUSSION:

A) PHASE 1 FACILITY PLAN AND ASSOCIATED SITE WORK

WARD BUILDING REHABILITATION

1. The Ward Building Rehabilitation Project has been designed and issued for tender.

Council previously allocated $310,000 for the rehabilitation of the Ward Building.

This amount will finance the building envelope improvements necessary to prevent water leakage, animal incursions, and energy efficiency and include the following items:

· Upgrade Roof including the addition of R30 insulation and a new white roof membrane

· Remove and replace deteriorated wood siding including R20 foam insulation

· Complete mould abatement work

During the design of the work, a number of additional items, that reflect Council’s priorities of improving energy efficiency, accessibility and maintenance of Town buildings, were incorporated into the project as detailed below:

Replace inefficient lighting fixtures with new fixtures
Install a new Universal Accessible Washroom
Complete a number of annual life cycle replacement items including painting, floor replacement, and life safety systems.

The cost of this additional work is $247,000. This additional work will be funded from MECO, 2008 Accessibility Account, and the Life Cycle and Capital Reserve. The additional work was endorsed by the BPCC and the Museum Board.

The proposed rehabilitated Ward Building will include a large bright multi- purpose room, workshop, and non Class A storage that will support Museum programs.

The project was designed on this basis and “Tender 018-T-08 for the Markham Museum Ward Building Rehabilitation” was issued and closed on February 29, 2008. The tender award report is being presented at the same committee meeting as this report. This report identifies the costs and funding for Council approval.

COLLECTIONS BUILDING SCHEMATIC DESIGN

1. The location of the Collections Building has been established adjacent to the north side of the Reception Centre.

The first task was to establish the location of the building. The criteria for determining the location for the building are listed below:

1. Proximity to the Reception Centre and the Administration Building (Mount Joy School) to provide operational functionality and to facilitate a year around museum program

2. Exposure to Hwy 48 to provide a higher visibility and exposure to the Museum

3. Consistency with the Site Plan to ensure the building compliments the plan

A location, which meets all the criteria, adjacent to the north side of the Reception Centre was selected. It was strongly recommended by the TAC and was endorsed by the Museum Board. On this basis, the architect was directed to develop the schematic design for the building in this location.

2. A Schematic Design for the Collections Building that meets the Museum’s operational requirements and the Town’s urban design objectives has been developed.

The architect originally proposed 3 options for the layout of the building.

1) Option 1 - 14,000 square feet (sf )on one level

2) Option 2 - 12,000 sf on one level with a 2000 sf mezzanine

3) Option 3 - 7,560 sf on one level with a 2000 sf mezzanine and a 4,500 sf basement

The geotechnical study revealed that the top layer of the site consists of a 1.2m of organic material. This material will have to be removed beneath the new building. It would then have to be replaced with either engineered fill to build an above grade level or with a basement to provide a below grade level. Either of these options would make Options 1 and 2 too expensive. Furthermore, the single level options utilize a large amount of the site, thereby reducing the area for the required landscape, site circulation and parking. In addition, it does not provide the desired presence on Hwy 48.

Although Option 3 reduced the above concerns, this option would not adequately meet the Museum’s programming requirements.

These options were reviewed by the TAC, the Museum Board, and the Building and Parks Construction Committee (BPCC). It was agreed a two-level building with a mezzanine would provide the most cost-effective and functional building and should be further developed.

On this basis, the architect developed a fourth option. Option 4 consists of a 16,000 sf split-level building that includes collection storage, archive area and both permanent and temporary exhibition area, with the following floor sizes:

Entry Lobby 1,300 sf

Main Floor Level 6,350 sf

Mezzanine 2,000 sf

Lower Level 6,350 sf

Total 16,000 sf

This split-level option consists of a lower level that is 60 % above grade and 40 % below grade. This elevation ensures all the organic material is removed. It also raises the building to provide a higher building, thereby enhancing the presence on Hwy 48. This has the added advantage of providing an effective unobtrusive delivery access for storage and exhibit areas and also adds windows to the lower level which makes it useable for purposes other than storage.

The mezzanine on the second level provides an area for the permanent exhibit that will tell the story of Markham’s founding and will over look the open collections area. It will make maximum use of the second level space created by the sloped roof. As it is constructed within the upper level, it is a cost-effective method of providing space.

This split-level option has a total floor area of 16,000 sf. which is 2000 sf larger than the 14,000 single level option. The additional space is required to allow for the non-programmable space required for stairs, an elevator, and circulation space necessary for a two-level building. The programmable space remains at 14,000 sf.

The architect estimates that the cost to construct this option would not exceed the amount which is currently included in the project budget.

During the Schematic Design process, however, a number of enhancements were identified that would significantly improve the building. They are as described below.

The proposed building will also include a connection to the Reception Centre. This connection will serve to integrate the two buildings and will allow the Reception Centre to act as the group entry point to the new building. Therefore, this space will not have to be provided for in the new building. The connection will be by an enclosed walkway between the two buildings. The sides will be kept transparent with doors to allow an access point to the Museum grounds behind the buildings and provide a strong visual means of drawing visitors into the Museum site. The connection will also require some renovations to the Reception Centre.

Lastly, it was determined that a covered porch looking over the Museum grounds would be a desirable feature that could be added for a relatively low cost.

The architect estimates the addition of these features will add $650,000 to the cost of the building.

This design has been reviewed by the TAC, Museum staff, and the Museum Board. They endorsed the design and agreed that the design will meet their requirements for exhibit space, Class “A” collections storage, and archives. The Town Architect has also reviewed the design and is comfortable that it has the potential to achieve the Town’s urban design requirements.

Therefore, it is recommended that Option 4 be approved as the Schematic Design for the new Collections Building.

The staff presentation of April 7, 2008 that details the recommended Schematic Design for the Collections Building is included as Attachment “B”. A design workshop will be organized to discuss design issues prior to starting detailed design.

3. A Schematic Design for the associated Site Development of the Collections and Ward Building will be incorporated into the project.

Site development works are essential to service and to provide an appropriate setting for the building. Simultaneously with the building Schematic Design, a conceptual site plan for the Collections Building and the Ward Building was developed as part of the independent Site Development Plan.

In summary, this plan consists of the following elements. The area surrounding the Collections Building will include landscaping, site circulation and parking. The area will be developed in a manner consistent with the environmental theme of the site. The area surrounding the Ward Building will include a new wooden deck, landscaping and lighting. It will provide a gathering place for smaller events leading into the rehabilitated Ward Building. Although not part of this project, it should be noted that the area behind the Collection Building will become the primary gathering place for events and experiences for up to 3000 people.

This concept has been further refined to provide a Schematic Design for the works that includes a 90 space paved parking lot, lighting, hard and soft landscaping, storm water management, service connections and lighting. It has now been incorporated into the building design to form a project Schematic Design.

As the Site Development Plan was not fully developed when the Options Report of June 26, 2007 was presented, these works were not included with the previous preliminary building proposals. The landscape architect estimates the addition of the site work will add $1,700,000 to the project.

4. The Collections Building will be designed to achieve a LEED Silver certification.

The architect has prepared a check list indicating the work necessary to achieve the various LEED certification levels. It is included as Attachment “C”.

Museum buildings have stringent internal environmental requirements for collection storage and exhibiting that make it challenging to achieve the higher levels of LEED certification. The architect has advised that currently they are not aware of any museum building in Canada that has achieved either a LEED Silver or Gold certification.

On March 25, 2008 Council approved providing a minimum LEED Silver certification for all new Town buildings. The preliminary analysis indicates that with the addition of a number of building enhancements a LEED Silver certification is achievable. However, the incremental cost to obtain a LEED Gold certification would be prohibitive.

The design features that will be utilized to achieve LEED Silver certification will be consistent with the Council priorities established in the March 25 Council approval. These priorities include water reduction, storm water infiltration, implementation of the three steam waste program, and reduction of the Urban Heat Island. Features under consideration for this project include geothermal heating and cooling systems, environmental roof systems and building components, plumbing and electrical upgrades and a water recycling system. The architect recommends including a $750,000 allowance for these types of upgrades. This allowance has been included in the overall proposed budget set out below.

Early in the design stage an analysis of each of the upgrades will be conducted to ensure the most cost-effective and environmentally appropriate items are selected. Each environmental upgrade will be assessed to determine the cost and benefits, return on investment, net present value and the impact on life cycle replacement. The estimates for operating savings will reflect the best industry practices for calculating operational savings. A report on these LEED environmental upgrades will be presented to Council.

5. Other additional costs have been identified for a total additional cost of $3,480,000.

The Museum and Asset Management staff also reviewed the Furniture, Fixtures and Equipment, Exhibit and storage, and the Internal components of the project budget to ensure it is sufficient to support the proposed building. An additional $50,000 has been added to the original budget for the Information Technology equipment necessary for both administration and serving the public.

Lastly, the cost estimates were originally done assuming 2008 construction costs. Based on an escalation factor of 0.5% per month, the architect estimates an additional 5% cost due to escalation from previous 2008 construction to current 2009 construction. This will add $318,000 to the cost of the project and is included in the contingency costs. Any further delay will result in additional escalation costs estimated at $31,000 per month

( $372,000 per year).

The total additional costs are as follows:

Additional Features	$ 650,000
Site Development	$1,700,000
LEED Silver Certification	$ 750,000
IT Costs	$ 50,000
Cost Escalation	$ 318,000
Total Additional Costs	$3,468,000

The construction cost estimates in this section include a 15% contingency and the appropriate consulting fees.

6. A design and construction schedule to allow for substantial completion by the end of March 2010 has been developed.

The Federal Cultural Spaces staff has advised that the current program will end on March 31, 2010. In order for the Town to remain eligible for the grant, the project must be substantially complete and ready for occupancy by March 31, 2010.

A schedule to complete the project to meet the deadline has been developed. This schedule is based on receiving Council approval of the Schematic Design in April and is detailed below:

1. Develop Design (including public input) June 2008

2. Site Plan Review August 2008

3. Detail Design November 2008

4. Apply for Building Permit November 2008

5. Issue Tender December 2008

6. Award Tender January 2009

7. Start Construction March 2009

8. Substantially Complete Construction March 31, 2010

and Occupancy

9. Final Completion of Construction June 2010

The schedule will be submitted to the Federal Cultural Spaces staff. Council will also have the opportunity to review the design as part of the Site Plan Approval process. Once the design has been approved by Council, the detailed design will then be completed and tendered. A report will be submitted to Council to award the tender.

7. The design will be presented for public review and comment.

The Develop Design phase will include a meeting to present the design to the public. The meeting will provide the public opportunity to comment on the design. Key Museum stakeholders such as the Markham Historical Society, Heritage Markham, Lions Club, MBIA, area schools, key financial and collections donors and sponsors, and York Tourism will be extended invitations to attend this meeting.

The appropriate changes, based on these comments, will be incorporated into the project. It should be noted that any changes will be limited to design refinements and will not include any items that would increase the size or budget of the facility. The results of the meeting will be reported to Council as part of the Site Plan Approval process.

B) PHASE 2A AND PHASE 2B SITE PLAN

The development of a comprehensive Site Development Master Plan for the Markham Museum is still on-going. Alternative schematics have been developed and presented to the Technical Advisory Committee to insure that all site related works associated with the Ward Building renovations and the new Collections Building are appropriate to the Museum’s long term needs and are consistent with the principles and concepts embodied in the emerging Site Development Master Plan. To date the Museum Board, the Technical Advisory Committee and the representatives of the Rouge Park have provided input on the plan. Community consultation on this plan is still to occur and a separate presentation to General Committee on the alternative schematics, the preferred Site Development Master Plan, cost estimates, implementation phasing strategy and funding options will occur in order to receive Council input and direction. Staff intends to bring forward a final report on the Site Development Master Plan in the fall of 2008.

Currently the Site Development Master Plan supports family and children-oriented programming and is based on various functional, cultural, heritage, and environmental themes that will improve and enhance the ultimate user experience at the museum. Recognizing that work on the Site Development Master Plan is still on-going and has yet to be approved, staff has been asked at this time to estimate the total cost of this plan to assist Council in understanding the possible full financial impact. The preliminary cost estimate for implementation of the Site Development Master Plan is $6,900,000 and it is recommended that it be implemented in phases over time based on priority needs and available funding.

Currently staff is proposing the following phases:

· Phase 1: $1,700,000 – To complete essential site development works directly associated with the Ward Building renovation and new Collections Building project. This includes an expanded parking area for the new Collections Building, necessary building related site servicing, a public gathering area at the front of the Ward Building, appropriate pedestrian access, improvements to the Highway 48 streetscape and associated landscaping.

· Future Phases: $5,200,000 –Completion of the Site Development Master Plan will occur in phases with the most essential site development works (Phase 2A) occurring first to improve the museum’s immediate function, event programming, pedestrian accessibility, visitor experience and overall visual and thematic character. Phase 2A is estimated to cost $2,200,000 and would include improvements to pedestrian circulation and accessibility, way finding, storm water management, education, interpretation, event planning, family and children’s programming, and tree planting. Other phases are required (Phase 2B) are estimated to cost in the order of $3,000,000 and would include all other site related elements that support the overall site development vision.

CONCLUSION

Museum staff and Board have carefully reviewed the Museum Master Plan to ensure that the current Facility Plan that includes the Ward Building Rehabilitation (a large multi- purpose room, workshop, and non Class A storage) and the new Collections Building (exhibit space, Class “A” collections storage, and archives) will meet the facility objectives of the plan, and that the Site Plan will address the Museum’s outdoor amenity requirements.

In summary Museum staff and Board concludes that the Facility Plan when completed will accomplish the following objectives:

· Provide for the preservation and protection of Markham’s heritage collection and archival assets

· Provide for the telling of the story of Markham’s founding

· Demonstrates a commitment to the museum to bring it up to Markham and museum standards which in turn will attract grants and personal relationships, volunteers and community support to create long term sustainability of the museum and its collections.

· Exhibit, in a professional manner, the collections and archives to tell the stories of Markham’s residents past and current.

· Permit borrowing artifacts and exhibitions in support of its goals.

· Provide effective group handling, arrival experience and public amenities.

· Complete the Main St landscaping consistent with other Markham facilities

· Increase earned revenue to support growth in programs and activity i.e. camps, school and public programs for all ages

· Create a sense of place – a gathering place for Markham that supports citizen engagement

· Contribute to the economic and branding priorities of Markham through the development as a regional family museum

Furthermore, they are confident that proposed the Site Plan will address the outdoor aspects of the Master Plan.

A more detailed analysis of the new Facility Plan and the Site plan is included as Attachment “D”. In addition, a description of the Museum’s strategy to establish a Children’s museum focus is included as Attachment “E”.

The Table 1 demonstrates that the proposed Facility Plan is slightly smaller, significantly less expensive and will be completed earlier than the original Master Plan provided for.

Table 1 Comparison of the Master Plan to the Proposed Facility Plan

	Lord Master Plan			Proposed Facility Plan
	Description of Work	Size (sf)	Cost Estimate (2005)	Description of Work	Size (sf)	Cost Estimate (2008)
Period 2005- 2009	Reconstructed Ward Building to meet urgent needs	14,000	$1,650,000	Rehabilitated Ward Building	14,000 sf	$557,000
Period 2009 – 2013				Collections Building adjacent to Reception Centre	16,000sf	$9,158,000
Period 2013 plus	Expansion of Reception Centre	18,000	$9,000,000
Totals		32,000	$10,650,000		30,000	$9,715,000

It should also be noted that the remainder of the Site Plan work is estimated at $5,200,000. Approximately $2,000,000 of this work is scheduled for 2010 – 2013 and the remainder will be scheduled for 2013 plus.

In conclusion, the implementation of the proposed Facility Plan as described in this report and Site Development Plan will provide the Museum with exciting new facilities that will support overall vision of the Lord Museum Master Plan. They provide a cost-effective and efficient plan to meet all the Museum’s current and foreseeable future needs.

FINANCIAL CONSIDERATIONS:

Funding Strategy for the Construction of the Museum Building Projects

The Life Cycle and Capital Reserve includes a $10,000,000 allocation for funding the projects identified in the November 2004 Lord Museum Master Plan (Museum Master Plan). A contribution of $500,000/year is identified in the reserve beginning in 2006 and continuing for 20 years.

The Life Cycle and Capital Reserve will serve as the main source of funding for this project. Other sources are being utilized where appropriate. They are identified in the project budget included as Attachment “F”.

A) COST AND FUNDING FOR PHASE 1 FACILITY PLAN AND ASSOCIATED SITE WORK

1. Current Project Cost and Funding

The original cost estimate for the project was $3,325,000.

The report entitled “Options for a Revised Building Strategy for the Museum Ward Building Reconstruction Project” considered by Council on June 26, 2007 provided six options for a building strategy to meet the Museum’s collection, exhibition, and archival needs.

Although Council did not select an option, it was apparent that Option 6 best satisfied the established selection criteria. This option included a stand-alone building with a Class “A” internal environment, and with one level and a basement. It would have a 7000 sf foot print and thereby provide a total area of 14,000 sf. The preliminary construction cost estimate for this building was for comparative purposes only. It did not include the site development costs or the cost of LEED certification. It should be noted that as the previous report was comparing 6 alternative building and design alternatives it was not feasible to provide final budget estimates at that time.

The report determined that the additional cost of the new Collections Building described above was $2,675,000 and was approved as part of the 2008 capital budget. Therefore, the current cost estimate for the project was revised to $6,000,000 (Ward Building - $310,000; Collections Building-$5,690,000).

It should be noted that the Federal Cultural Spaces grant was reduced by $242,750 and is offset in the funding request.

2. Proposed Schematic Design cost and funding

During the schematic design stage a number of building enhancements were identified as desirable cost-effective enhancements that should be included as part of the project. In addition, a number of other additional project costs have been identified and are quantified in Table 2. Table 2 summarizes all the following additional costs necessary to complete the building project as described in the body of this report.

Table 2 Additional Costs Phase 1 Facility Plan

WARD BUILDING REHABILITATION

Project Costs
Original Costs	$ 310,000.00
Additional Costs	$ 247,000.00
Total Project Costs	$ 557,000.00

Funding
Approved Funding
073-6150-7426-005, 2007 Capital Project Museum Ward Renovation	$ 310,000.00
073-5350-7589-005 Design North Parking Lot & Soil Testing	$ 30,000.00
073-5350-6602-005 Museum Ward Building Drainage Upgrade	$ 25,000.00
2056-6150-8001-005, 2008 Accessibility Project	$ 50,000.00
Sub-total	$ 415,000.00
Additional Sources
031-222-0034 MECO Funding - Deferred Revenue	$ 55,000.00
Life-Cycle and Capital Reserve	$ 87,000.00
Sub-total	$ 142,000.00
Total Funding	$ 557,000.00

COLLECTIONS BUILDING

Project Costs
Original Costs	$ 5,690,000.00
Additional Costs	$ 3,468,000.00
Total Project Costs	$ 9,158,000.00

Funding
Previously Approved Capital (Projects 8247, 7413-7426, 7004)	$ 4,390,000.00
Cultural Spaces Grant	$ 854,500.00
Ward Family Contribution	$ 100,000.00
Total Approved Funding	$ 5,344,500.00
Additional Funding Required	$ 3,813,500.00
Total Funding	$ 9,158,000.00

The funding sources for the shortfall will be a combination of the Capital Reserve and the Development Charges Reserve. The site development work is eligible for a 90% funding from the Development Charges Reserve. The cost estimate for the site works is $1,700,000.00. Therefore, the funding sources for the above amount are as follows:

Life Cycle and Capital Reserve $2,283,500

Development Charges Reserve Fund $1,530,000

TOTAL $3,813,500

B) COST AND FUNDING FOR PHASE 2A AND PHASE 3A OF THE SITE PLAN

The cost estimate to fully implement the remainder of the Site Plan is $5,200,000, in 2008 dollars. The Phase 2A is estimated to cost $2,200,000. Potential funding sources would include the Life Cycle and Capital Reserve and Development Charges. Phase 2B is estimated to cost in the order of $3,000,000. This phase is recommended to be funded from donations and fund raising activities and will not proceed until this funding is secured. The individual features and components and their associated costs and funding source for remainder of the Site Development Plan will be set out in detail with the presentation of the Site Plan in the fall of 2008.

C) OTHER FINANCIAL ISSUES

1. Architectural Fees for the Collections Building

The original project was for the design and contract administration for a 14,000 sf steel frame pre-engineered building estimated at the construction cost of $1,870,000. The current project includes the Ward Building Rehabilitation, a new a 16,000 sf Collections Building and extensive site development work at an estimated cost of $7,857,000. These works are custom-design facilities that require significantly more design effort than allowed for in the original Request for Proposal.

The Director of Asset Management and the Manager of Purchasing will negotiate an increase in fees to Ventin Group Architects for the design and construction administration for the Collections Building. This amount will be based on their response to the original Request for Proposal to reflect the increased complexity and scope of this project. It will be consistent with fees for other Town projects and based on the increased cost of the project over that set out in the original scope of work including LEED certification.

It should be noted that the architect fees include the cost for the architect and the various expert consultants required to design the building including electrical, mechanical structural, landscape, and civil engineers.

ENVIRONMENTAL CONSIDERATIONS:

The new Collections building will be designed to achieve a LEED Silver certification level, the first museum in Canada at that level. It will also meet all the requirements required by the Federal Environmental Assessment.

ACCESSIBILITY CONSIDERATIONS:

The Collections Building and site will be designed to meet Town’s new Accessibility Guidelines. Opportunities to incorporate additional elements related to improving the facility for the sight and hearing impaired visitors will be explored. The design will be submitted to the Accessibility Committee for their review and comment.

ENGAGE 21^ST CONSIDERATIONS:

The Museum is a key centre for civic engagement by creating a sense of place and through explorations of identity in Ontario’s most diverse municipality.

UNITS CONSULTED AND AFFECTED:

Cultural Services Department

Finance Department

Urban Design

RECOMMENDED BY:

________________________ ________________________

Steve Andrews Peter Loukes, P. Eng

Director, Asset Management Commission Lead, Community and Fire Services

________________________ ________________________

John Ryerson, Allan Seabrooke,

Acting Director of Culture Commission Lead,

Community and Fire Services

ATTACHMENTS:

ATTACHMENT “A” - Summary of Background for the Museum Building Project

ATTACHMENT “B” - Staff Presentation April 7, 2008

ATTACHMENT “C” – LEED Checklist

ATTACHMENT “D” –Lord Master Plan Update

ATTACHMENT “E” –Road to Children’s Museum

ATTACHMENT “F” – Ward Building Rehabilitation and Museum Collections Building Project Cost Estimate

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