HomeMy WebLinkAboutJuly 26, 2016 - Special Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
SPECIAL MEETING AGENDA
MUNICIPAL OFFICE
9344 Plank Road, Straffordville, ON
Council Chambers
Tuesday, July 26, 2016
6:00 p.m.
1. CALLTO ORDER
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
3. FINANCE AND ADMINISTRATION
3.1 Reports to Council
A. Report CAO-52/16 by Paul Shipway, CAO and Lorne James, Treasurer re Straffordville
Community Centre — Upstairs - Basement
4. BY-LAW
A. By-Law 2016-069 Being a By-law to confirm all actions of Council
5. ADJOURNMENT
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TO: Mayor & Members of Council
FROM: Paul Shipway, CAO
Lorne James, CPA, CA Treasurer
DATE: July 26, 2016
REPORT: CAO-52/16
SUBJECT: STRAFFORDVILLE COMMUNITY CENTRE— UPSTAIRS - BASEMENT
BACKGROUND
On May 11, 2016 the Council of the Corporation of the Municipality of Bayham passed the following
resolution:
THAT Report CAO-35/16 re RFT 16-04 Straffordville Community Centre be received for
information;
AND THAT Council award RFT 16-04 to Reid & DeLeye Contractors Ltd. in the amount of
$904,356.92+HST
AND THAT staff be directed, and delegated authority, to utilize the Working Capital Reserve
for change orders, if required, with an upset limit of $40,000.
AND THAT staff be directed to bring forward a by-law to enter into a contract with Reid &
DeLeye Contractors Ltd. for Council consideration.
On July 21, 2016 the council of the Corporation of the Municipality of Bayham passed the following
resolutions:
1) THAT Staff be directed to advise the Contractor to place basement utilities in the overhead
floor joists for a flush ceiling, with one central bulkhead, in the basement in the amount of
$19,140.43 +HST
2) THAT staff be directed to schedule a Special Meeting of Council on Tuesday July 26, 2016 at
6:00 PM at the Municipal Office regarding potential completion of the upstairs and the
basement of the Straffordville Community Centre.
DISCUSSION
Council has requested staff, consultant and contractor provide costing figures and information on
completing the renovations at the Straffordville Community Centre to incorporate the Municipal
Office upstairs and the Council Chambers into the basement. General details are as follows
1) On May 11, 2016 the Council of the Corporation of the Municipality of Bayham approved
RFT 16-04 for the renovation of the Straffordville Community Centre with financial
allocations as follows:
RFT 16-04
Funding Source Amount
Canada 150 Grant $250,000 Tender Cost— Pre HST
Straffordville Community $90,734
Centre Reserve
Straffordville Hall Group $96,902
Donations
Facility Reserve $279,185
Library Reserve $187,535.92
Total $904,356.92
Working Capital Reserve $15,916.68 Non-Rebate HST
Working Capital Reserve $40,000 Contingency/change
Orders
2) Subsequent to the award of RFT 16-04 two beneficial project aspects were realized:
a. The Reid & DeLeye Contractors Ltd. quotation included a fully functional elevator,
not just an elevator shaft.
b. The Municipality gained permission from the Enabling Accessibility Fund to utilize the
previously approved funding of$48,000 on the project, which was originally thought
to be non-eligible.
The aforementioned changed the project funding as follows:
RFT 16-04— EAF
Funding Source Amount
Canada 150 Grant $250,000 Tender Cost— Pre HST
EAF $48,000
Straffordville Community $90,734
Centre Reserve
Straffordville Hall Group $96,902
Donations
Facility Reserve $279,185
Library Reserve $139,535.92
Total $904,356.92
Working Capital Reserve $7,916.68 Non-Rebate HST
Library Reserve $8,000 Non-Rebate HST
Library Reserve $40,000 Contingency/change
Orders
3) To date, with demolition completed at the Straffordville Community Centre and
reconstruction well underway, change orders have been as follows:
Chang_a Orders
No. Fee/Credit Value General Description
1 Credit $3,152+HST Shutter/Paint Allowance
2 Fee $676.10+HST Stage Drywall Patching
3 Credit $1,167.57+HST Fire Shutter Modification
4 Credit $339.99+HST Siding Allowance
5 Fee $14,390.29+HST Main Floor Electrical and
Plumbing —Compliance
Modifications
6 Fee $735.00+HST Lockouts
7 Fee $2,149.80+HST Bar Opening Increase
8 Fee $19,140.43 +HST Basement Services Relocation
After netting out the approximate $4,000 Insulation Allowance, which was built into the
tender, change orders to date total $28,432.06, largely as a result of Change Order No. 8
which moves electrical and plumbing into the floor joists to create a raised finished ceiling in
the basement for a greater range of future uses—This was completed now so the fire
separation did not need to be removed at a later point to accomplish the same resulting in a
duplication of costs.
Costing on finishing the basement and upstairs to incorporate a functional Council Chambers in the
Basement and Municipal Offices Upstairs is as follows:
Component Amount
Municipal Office (Reid & DeLeye) $91,000+HST
Council Chambers (Reid & DeLeye) $24,209.57+HST
Office Equipment $25,000+HST
Fiber/IT/Security/Phones $50,000+HST
Total $190,209.57*
*The costing presented above is based upon Class A estimates, within 5%, based on the drawings
as presented within Appendix `A'.
Should Council proceed the project may be funded from the Working Capital Reserve, Library
Reserve and proceeds from sale within 2016. The aforementioned would deplete the Working
Capital and Library Reserve so should Council determine it prudent to move ahead staff would
respectfully, strongly, recommend the following:
1) Any proceeds from sale from surplus municipal facilities be allocated to the Working Capital
Reserve
a. The Municipality continue with the surplusing of the Eden Community Centre, 31,
Elizabeth St— Port Burwell Public Works Yard and the Municipal Office located at
9344 Plank Rd.
2) The 2017 Facility Reserve Allocation tentatively planned for the 2017 Capital budget be
allocated to the Working Capital Reserve, if approved.
3) Any 2016 in year surplus that may exist, be considered for allocation to the Working Capital
Reserve, retrospective of roads and winter control.
Council consideration of this project at this point in time is prudent under the above finite set of
considerations based on the following respects:
1) Facility Audits were utilized to determine the size of the core municipal facility asset portfolio
and the condition of the same, which revealed the facility asset portfolio was in generally
poor condition and required capital contributions beyond amounts sustainable within current
funding models.
a. The objective of facility related decisions was to reduce the asset portfolio to a
sustainable level.
b. Generally completing said actions would reduce the facility portfolio to the following
facilities:
i. Public Works Yard
ii. Water/Wastewater Building
iii. Straffordville Community Centre
iv. Vienna Community Centre
v. Marine Museum
vi. Straffordville Fire Hall
vii. Port Burwell Fire Hall
c. The above would realize a reduction/planned reduction of six (6)facilities since 2014.
2) The Straffordville Community Centre completed as per tender to date would leave an
unutilized upstairs and downstairs that would be conditioned and incurring operation
expenses.
3) The Municipal Office Facility Audit and reconfiguration considerations reveleaed $210,000-
$390,000 of capital renovations within a 1-5 year period.
4) Surplusing the Municipal Office, may realize a potential reduction of approximately $10,000-
$15,000/year in operating costs for utilities and grounds maintenance.
5) By issuing a change order to Reid & DeLeye to complete the works, as a continuation of the
main project, the Municipality may save costs pertaining to mobilization of contractors and
administrative costs for tendering as the contractor is already on site. The Consultant team
has deemed the costs reasonable and comparative to market.
a. This thought process would also consider the avoidance of inflation of construction
costs.
As a note, such a change of location for the Municipal Office would result in tertiary costs for
address change and various stationary changes that would be incurred within the Operating
Budget. Given the move to digital correspondence and letterhead these impacts would be
reduced.
Although proceeding in this manner is not what was originally contemplated to reduce facility asset
portfolio size, the decision of Council to proceed with Straffordville Community Centre renovations
versus selling the same, altered a path forward. Given the space, current reserves and opportunity,
proceeding with completion of the upstairs and the basement of the Straffordville Community
Centre would serve the purpose of reducing the facility asset portfolio and permit the Municipality to
shift focus and capital funding towards core infrastructure asset portfolios in 2018 and beyond, if it
is the will of Council. The works would consolidate administrative operations in one location and
would serve to make the Straffordville Community Centre and Park a fully rehabilitated and fully
utilized Community Hub.
RECOMMENDATION
1. THAT Report CAO-52/16 re Straffordville Community Centre — Upstairs-Basement be
received for information;
2. AND THAT Council provide staff direction.
Respectfully submitted,
Lorne James, CPA, CA, Treasurer Paul Shipway, CAO
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THE CORPORATION OF THE
MUNICIPALITY OF BAYHAM
BY-LAW NO. 2016— 069
A BY-LAW TO CONFIRM ALL ACTIONS OF
THE COUNCIL OF THE CORPORATION OF
THE MUNICIPALITY OF BAYHAM FOR THE
SPECIAL MEETING HELD JULY 26, 2016
WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of
a municipal corporation are to be exercised by the Council of the municipality;
AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be
exercised by by-law;
AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it
advisable that the proceedings of the meeting be confirmed and adopted by by-law.
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
BAYHAM ENACTS AS FOLLOWS:
1. THAT the actions of the Council of the Corporation of the Municipality of Bayham in
respect of each recommendation and each motion and resolution passed and other
action by the Council at the special meeting held July 26, 2016 is hereby adopted and
confirmed as if all proceedings were expressly embodied in this by-law.
2. THAT the Mayor and Clerk of the Corporation of the Municipality of Bayham are hereby
authorized and directed to do all things necessary to give effect to the action of the
Council including executing all documents and affixing the Corporate Seal.
READ A FIRST, SECOND AND THIRD TIME and finally passed this 26th day of July, 2016.
DEPUTY MAYOR CLERK