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160310 Town Hall MIN= Attendance Marty Klein, Chair Mayor Stephen Molnar David Calder Andrew Gilvesy Lana White Also Present: Stephan Namisniak, KNY Architects Inc. Regrets: Councillor Penny Esseltine Rick Strouth John Veldman 1. Call to Order – 12:05 2. Adoption of Agenda Moved By: A.Gilvesy Seconded By: S.Molnar Resolution THAT the Agenda as prepared for the Committee meeting of March 10, 2016, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Moved By: S.Molnar Seconded By: A.Gilvesy Resolution THAT the Town Hall Project Steering Committee Minutes dated February 18, 2016 be approved. The Corporation of the Town of Tillsonburg Town Hall Project Steering Committee March 10, 2016 12:00am Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Council Meeting – Agenda - 2 - ‘Carried’ 5. General Business and Reports i) KNY Draft Interim Report 2, dated March 8, 2016 Stephan Namisniak provided copies of the Space Needs Summary, as contained in Interim Report 2. Recognizing that there are a number of staff that would shift to the new facility, as part of his Interim Report 2, he also provided both 2 and 3 storey schemes. We are looking at 46 personnel at this point. Parking is a huge component. Room sizes are generous yet responsible, based on guidelines of appropriate office space. Some shifting doesn’t make a huge impact. D.Calder noted that this will need to be reviewed with SLT, to see if anyone has been missed and to see if operationally it makes sense the way it’s being proposed. At some point decisions will have to be made, including what facilities will be utilized. At this point we are trying to determine what size of footprint we need to accommodate x number of employees. For this exercise it will be just SLT reviewing the material, so expectations will not be set. Even as we move forward, it will be emphasized that this is a work in progress. With respect to the Chamber of Commerce and the BIA, consideration was given to what they currently have and utilize. Board rooms and breakout rooms could be shared. The 3 concepts provided in Interim Report 2 were reviewed and discussed. The number of parking spaces under the Town Centre Mall to be identified for future reference. Council Meeting – Agenda - 3 - If we are committed to the core of the downtown, it’s better to do a higher building. However, the higher the building, the more infrastructure required (elevators, fire penetrations, etc.), and it becomes more technical and more expensive. There can also be a basement/lower level component. That would make the footprint smaller, perhaps for storage and/or meeting rooms. Being a Town Hall, it’s felt that we need some presence and character. Google Town Halls Ontario. There needs to be assurance that we are building for long term. D.Calder is working on locations. At the last meeting we talked about locations in the core. The Development Commissioner contacted the County of Oxford for a better map, showing Town owned properties. He is also looking at properties for sale in the downtown core. Various properties were identified, and it was suggested that roads could potentially be closed to create a larger mass of property. Discussion was also held about moving current Town operations to other existing Town properties. Parking allocations were discussed, both current and future. 1/11 is a lot of parking, considering the current staff number is only 45. Providing parking on our own site is not necessarily required. It was noted that there are currently a number of parking spaces not being used, but they are in the wrong places. Once the numbers contained in the summary have been validated, to ensure they are not too excessive or too refined, the spreadsheet can be updated to reflect same, as well as the number of office spaces that should be considered. The real test will be to test a real site to see if it works. The possibility of liquidating some assets to help pay for some of this was also noted. Council Meeting – Agenda - 4 - We need to identify the current annual costs to operate the Spruce, Lisgar and Broadway locations. A decision will soon need to be made strategically where we are talking. How do we prepare for that discussion? We first need to know what we are asking for. The next step is to drive this down in detail and try it on potential properties and determine where it fits best. At the next meeting, would S.Namisniak be at a point where we could put a building on some footprints? It was suggested that the Development Commissioner attend the next meeting of the Town Hall Project Steering Committee. Cephas Panschow is a resource that Stephan can use. There is also a question about location of the dispatch/communication center. Discussion was held about timing. S.Namisniak wants to close off this part of the report first. Some of the things discussed are outside of the scope of the contract. There is a contract to produce to a certain point, however he is willing to discuss additional work. At this point we have the statistical analysis that we can move people around. Even if we haven’t made the right assumptions yet, some numbers can be added. S.Namisniak could provide some layouts. In terms of square footage costs, the estimate is $300. More consideration needs to be given for parking. In terms of timing, Stephan needs a month. He will validate the space needs summary and go from there. Council Meeting – Agenda - 5 - ii) Updated inventory/map of Town properties Provided and discussed, as noted above. 6. Round Table An update needs to go to Council at some point. When Stephan’s engagement is complete, we have to communicate that to Council and update Council as to what has been done, and what we need. All options need to be considered. Potential partners also need to be approached very soon, to identify opportunities to share space and to build space. A financial plan is needed. The need for a financial analysis on the Rolph Street property was noted. 7. Next meeting – April 14, 2016 at 12:00noon 8. Adjournment Moved By: A.Gilvesy Resolution THAT the March 10, 2016 meeting be adjourned at 1:24pm.