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160609 Town Hall Steering Committee AGD= 1. Call to Order 2. Adoption of Agenda 3. Disclosures of Pecuniary Interest and the General Nature Thereof 4. Adoption of Minutes of Previous Meeting - April 13, 2016 5. General Business & Reports 5.1. Resolution of Council dated May 9, 2016 THAT Council receives Report CAO 16-05 Town Hall Project Steering Committee Space Needs Study Project; AND THAT Council approves the Town Hall Project Steering Committee's continued work on investigating site locations, budget requirements and possible financing options for a future Town Hall building. 5.2. Exploring Options 5.3. Next Steps 6. Next Meeting 7. Adjournment The Corporation of the Town of Tillsonburg TOWN HALL PROJECT COMMITTEE June 9, 2016 12:00noon Annex Board Room 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 AGENDA = ATTENDANCE: Marty Klein, Chair Councillor Penny Esseltine David Calder Andrew Gilvesy Rick Strouth John Veldman Lana White Also Present: Stephan Namisniak, KNY Architects Inc. Regrets: Mayor Stephen Molnar 1. Call to Order – 12:04 2. Adoption of Agenda Moved By: R.Strouth Seconded By: P.Esseltine Resolution THAT the Agenda as prepared for the Committee meeting of April 13, 2016, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None The Corporation of the Town of Tillsonburg Town Hall Project Steering Committee April 13, 2016 12:00am Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Town Hall Project Steering Committee Minutes – April 13, 2016 - 2 - 4. Approval of Previous Minutes Moved By: D.Calder Seconded By: A.Gilvesy Resolution THAT the Town Hall Project Steering Committee Minutes dated March10, 2016 be approved. ‘Carried’ 5. General Business and Reports i) KNY Space Needs Study Draft Report, dated April 1, 2016 S.Namisniak reviewed the Draft Report. A couple small changes are needed and he will circulate a new copy. As the report was reviewed, there was opportunity for questions. With respect to #8, there was a question regarding how the range was arrived at, 10,463 – 15,887 SF. The consultant responded that corporate clients sometimes want 100% expansion, which he thinks is excessive. For that reason, in this case he allowed for 50% expansion. With respect to #11, the Building Cost of $275 / SF was based on no particular design. The number for a recent project was $250. Discussion was held regarding the square footage, proposed at 23,000 SF for 47 staff, perhaps appearing excessive in comparison to current square footage. We have to be able to recognize the value added, i.e. enhanced Council Chambers, meeting spaces, etc. An independent cost consultant would come in during the design process. Discussion was held regarding the possibility of vacating one of our current buildings to justify the expenditure. Perhaps rent money would pay a mortgage rather than liquidating an asset. Town Hall Project Steering Committee Minutes – April 13, 2016 - 3 - It was noted that there had previously been discussion about utilizing existing municipal parking, as there is lots of parking in town. Parking garages cost approximately $30,000/space. The consultant talked about the basis for interior design. Government manuals and guidelines provides guidelines for typical work stations, suggested layouts, etc. Details are contained in the report. Budget costing was discussed, both construction costs and soft costs, as outlined in the report. The escalation component was also discussed. Numbers come from cost reports and independent cost consultants. The conclusions contained in the report were reviewed and discussed. During this study, various sites have been identified for consideration. New costs vs renovation costs need to be considered as well. The costing component that was included with the report is value added. Discussion was held regarding separating that. It was noted that at the last meeting the appropriateness of the proposed office sizes wasn’t discussed. The Consultant noted that the best way to save money is by reducing square footage. Further discussion was held regarding the proposed square footage, space for 47 employees, public space, and value added. The impression was that creating ‘inviting space’ was important for this project. Town Hall Project Steering Committee Minutes – April 13, 2016 - 4 - It was noted that there are heavy numbers in terms of common office space. Some of the numbers could be reduced, i.e. depending on the Chambers, that space could also be used as common space. The Consultant commented that he worked a bit with the Development Commissioner through the CAO, and identified potential development sites. To do more than this is a huge amount of work. It was suggested that we check in with Council at this point. The Consultant has given us a report on the size of building that is required, and what’s included in that. The numbers can be tweaked depending on what can be given up. The next step would be to look at alternatives. Then, the best way to deliver that to the community needs to be considered. Any reference to costs would need to be discussed in camera. At this point costs won’t be discussed. A motion was passed to go to council with an update. Moved by A.Gilvesy Seconded by R.Strouth THAT the Town Hall Project Steering Committee provide a status report to Council; AND FURTHER THAT the Committee request Council to continue the Committee’s mandate to look at possible sites, which may or may not include other partners. ‘Carried’ The Consultant to add the existing Customer Service staff and perhaps add another column to the report identifying where we can save some space. To also include an option for removing all employees from Lisgar as a possibility. The report to go to the May 9, 2016 Council Meeting. Chair Klein will introduce, the Consultant will present the report, and the Chair will do a summary. The revised report to be circulated by email prior to the May 9th Council Meeting. Town Hall Project Steering Committee Minutes – April 13, 2016 - 5 - 6. Round Table 7. Next meeting 8. Adjournment Moved By: J.Veldman Seconded by A.Gilvesy Resolution THAT the April 13, 2016 meeting be adjourned at 1:27pm. ‘Carried’