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200730 Town Hall AGDThe Corporation of the Town of Tillsonburg Town Hall Steering Committee Meeting July 30, 2020 10:30 a.m. Electronic Meeting AGENDA 1.Roll Call 2.Call to Order 3.Introduction of New Members 4.Adoption of Agenda Proposed Resolution #1 Moved by: Seconded by: THAT the Agenda as prepared for the Town Hall Steering Committee meeting of July 30, 2020, be adopted. 5.Disclosures of Pecuniary Interest and the General Nature Thereof 6.Approval of Previous Minutes Proposed Resolution #2 Moved by: Seconded by: THAT the Minutes as prepared for the Town Hall Steering Committee meeting of November 27, 2019, be approved. 7.General Business & Reports 7.1 Review of Report CAO 20-07 Town Hall Project Options- Kyle Pratt 7.2 Review of Committee’s Terms of Reference & Mandate 7.3 Committee Goals 7.4 Next steps 8.Round Table 9.Next Meeting 10. Adjournment Proposed Resolution #3 Moved by: Seconded by: THAT the July 30, 2020 Town Hall Steering Committee meeting be adjourned at _____ p.m. = Attendance: Rick Strouth, John Veldman, Andrew Gilvesy, Jesse Goossens Staff: Ron Shaw, CAO Dave Rushton, Director of Finance Laurie Kirwin, Purchasing Coordinator Laura Pickersgill, Legislative Services Coordinator Regrets: Cephas Panschow, Development Commissioner Stephen Molnar, Mayor 1. Call to Order The meeting was called to order at 12:10 p.m. 2. Adoption of Agenda Resolution #1 Moved by: Jesse Goossens Seconded by: Andrew Gilvesy THAT the Town Hall Project Steering Committee Agenda dated November 27, 2019 be approved. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting The Corporation of the Town of Tillsonburg TOWN HALL PROJECT COMMITTEE November 27, 2019 12:00 p.m. Council Chambers 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Town Hall Project Steering Committee Minutes – November 27, 2019 - 2 - Resolution #2 Moved by: Rick Strouth Seconded by: Penny Esseltine THAT the Town Hall Project Steering Committee Minutes dated October 28, 2019 be approved. Carried 4.1. Business Arising from the Minutes 4.1.1. Proponent Scoring Matrix (Financial Strength) According to section 6 of the RFP, the proponent with the lowest favoured score resulting from the Public Information Sessions, cannot be recommended to Council. Discussion was held regarding the evaluation of financial strength prepared by Colliers Project Leaders. It was noted that proponents could have provided more detailed financial information in their RFP. Staff to provide a report to Council with a recommendation and include the results from the survey. The report needs to include a thank you to Council for allowing the committee to undertake this project and that the committee wishes to continue working on this project. 5. New Business 5.1. Town Hall Project Steering Committee Public Information Sessions 5.1.1. Survey Results Legislative Services Coordinator provided a summary of the survey results from the Public Information Sessions. The results overall noted the cost was too high; the Town Hall should stay where it currently is; or that the Town should consider a design, build and Town Hall Project Steering Committee Minutes – November 27, 2019 - 3 - own option. 5.2 Recommendation to Council The following resolution was passed based on the discussion. Resolution #3 Moved by: Andrew Gilvesy Seconded by: Rick Strouth THAT based on the RFP process, the Town Hall Steering Committee recommends to Town Council that the preferred option is S.E.M. Construction; AND THAT the $8,000 honorarium be released to the other two proponents; AND FURTHER THAT the Town Hall Steering Committee would like to advise Town Council that all of the proposals received exceeded the financial benchmarks set out in the RFP. Carried 6. Next Meeting A meeting will be scheduled following Council’s decision at the December 9, 2019 meeting. 7. Adjournment Resolution #4 Moved by: Rick Strouth Seconded by: Jesse Goossens THAT the October 28, 2019 Town Hall Project Steering Committee meeting be adjourned at 12:56 p.m. Carried Page 1 of 6 Subject: Town Hall Project Options Report Number: CAO 20-07 Author: Kyle Pratt, Chief Administrative Officer Meeting Type: Council Meeting Meeting Date: Monday, July 13, 2020 RECOMMENDATION: THAT Council receives Report CAO 20-07 Town Hall Project Options; AND THAT staff be directed to reconvene the Town Hall Project Steering Committee; AND THAT Council appoint _______ as an additional member to the Town Hall Project Steering Committee; AND THAT the Town Hall Project Steering Committee be tasked with bringing forward a report that compares Design-Build and Own option(s) and an expansion of the current Town Centre Mall (Corporate Office) space through either a lease or ownership option to the status quo option; AND FURTHER THAT the Town Hall Project Steering Committee be asked to report back in Q4 2020. BACKGROUND: In 2015, the Town of Tillsonburg Council established a Town Hall Project Steering Committee that was mandated to: “Construct a modern, efficient and functional Town Hall that will accommodate current and future needs of the Corporation to be able to provide the various public services; and to advise and make recommendations to Council on the feasibility, business care and the achievement of outcomes for the project ”. The first step of the Committee’s work was to define space needs for a standalone Town Hall taking into account the need for public space, joint space, Council Chambers, meeting rooms and Town administration offices. After following an RFP Process, KNY Architects was chosen to conduct a Space Needs Study. The Space Needs Study indicated the need for approximately 24,000 square feet of space to hold 47 staff members. The Study indicated a need for a more functional design with accessibility features. The Study also recommended relocating operations CAO 20-07 Page 2 of 6 and hydro fleet outside of the downtown core. The Study included sharing space with Community Partners as well as space for a fitness room, lockers, showers and bike storage. At the May 9, 2016 Council meeting, Council passed the following resolution: THAT Council receive report CAO 16-05 Town Hall Project Steering Committee Space Needs Study Project; AND THAT Council approve 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. It should be noted that in 2016, a facility condition assessment was done at 83 Rolph Street (formerly Rolph Street Public School). Council reviewed this assessment via report CAO 16-01 at their meeting held on January 25, 2016. Direction was provided to forward this information to the Committee for their comments. The Committee determined this was not a feasible option due to the deteriorating condition of the building and the large costs involved with repairing the facility. Upon completion of the Space Needs Study, on June 27, 2016, the Committee advised Council that a Public Notice was being released in the form of a Request for Expression of Interest to seek development interest in a shared Town Hall development opportunity. This request generated multiple responses. Next, a Request for Pre-Qualification was issued to generate a shorter list of potential Proponents. Due to the complexity of preparing an appropriate RFP, the Committee requested funding up to $25,000 for the purposes of retaining outside expertise to assist in preparing the RFP and with vetting vendor submissions and assisting the Committee in the selection process, for Council approval, based on vendors responses to the Town Hall Project RFP. Council supported this recommendation at their July 10, 2017 Council meeting. Colliers Project Leaders was the chosen consultant to assist with the development of the detailed RFP. Amidst the Committee’s work, a need was identified for more immediate additional office space at 200 Broadway to accommodate the Town’s records management program, allow for departmental consolidation and to support minor increases in staffing levels. On December 11, 2017, Council passed the following resolution: THAT Report FIN17-38, Office Space Review, be accepted as information; AND THAT Council authorizes the Treasurer to sign the Term Sheet with Strathallen Capital Corp (on behalf of SBLP Tillsonburg Town Centre Inc.) for rental space at 200 Broadway in Tillsonburg with a term from April 1, 2018 to CAO 20-07 Page 3 of 6 December 31, 2023. This extension also provided the Committee with additional time to work on the project. In February 2018, Colliers provided the Committee an overview of their Proposal including a financial options analysis. At the Committee meeting held on April 3, 2018, the Committee recommended that the CAO authorize Collier Project Leaders to proceed with Stage 1, being the Site and Program Confirmation. Town staff were directed to obtain quotes for site investigations. At the next Committee Meeting, staff recommended that Colliers Project Leaders be retained for the Site and Program Confirmation work as detailed in Stage 1 of Colliers Project Leaders’ Proposal due to their specific expertise in this regard. Staff noted that Collier’s proposed fee for the additional work was acceptable in terms of the current budget. The Committee then provided direction to the CAO for staff to obtain quotations for a legal and topographic survey, an environmental site assessment, geotechnical analysis, hydrogeological analysis, water pressure test and a summary of zoning requirements for lots identified in a Parking Study. At the next Committee meeting, a review of the site investigations costs for the potential Town Hall Site Investigations was done. Following that review, the Committee directed staff to only move forward with obtaining an appraisal and a legal property survey of the Town owned properties. At the Committee meeting held on August 15, 2018, staff provided an appraisal prepared by S.W. Irvine and Associates. The appraisal outlined proposed sites that could act as a starting point for the Proponents’ Proposals. Two Proponents chose the Town-owned site with the third Proponent providing their own site. On December 10, 2018 Council approved the recommendation that staff be directed to move forward with the release of the Request for Proposal. An RFP was issued on January 18, 2019 that asked for Proposals for a new Town Hall on the basis of Design/Build Lease. Proposals were received from Dancor, E&E McLaughlin and S.E.M. Construction. The Proposals were evaluated using a points scoring system based on the following elements of the Proposal - financial strength, architectural design adherence, team member qualifications/project management approach, project management plan, multi-use features of the building and value added features and financial score. After reviewing the Proposals the Committee presented their final recommendation to Council on December 9, 2019. The recommendation indicated : THAT based on the RFP process, the Town Hall Steering Committee recommends to Town Council that the preferred option is S.E.M. Construction; AND THAT the $8,000 honorarium be released to the other two Proponents; CAO 20-07 Page 4 of 6 AND FURTHER THAT the Town Hall Steering Committee would like to advise Town Council that all of the Proposals received exceeded the financial benchmarks set out in the RFP. In concurrence with the above recommendation, Council passed the following resolution: THAT Report CAO 19-14 Town Hall Recommended Option – Town Hall Steering Committee be received; AND THAT, given that the quotes have come in well in excess of the benchmark and will create a negative impact on future budgets, that Council reject all Proposals for the Design, Build/Lease of a new Town Hall and terminate the current RFP process; AND THAT staff communicate with the Proponents in regards to the honorarium; AND THAT staff report back in February with recommendations on how to proceed with consideration of a complete set of options on how to proceed towards new corporate space for the Town of Tillsonburg with lower costs to the Town. Following Council’s termination of the RFP process, the three Proponents were each paid the $8,000 honorarium. DISCUSSION Council has determined that the Design-Build and Leaseback option is not a financially responsible option. However, there are other options to be investigated including a Design-Build and Own option and an expansion of the current Town Centre Mall (Corporate Office) space through either a lease or ownership option. Should Council agree to move forward with any option other than the status quo, the most important objective will be to ensure that any new solution provide s the best value for taxpayers while accommodating the Town’s current and future needs. Design-Build and Own The preferred Proponent from the RFP process was S.E.M. Construction, who have subsequently provided information on a Design-Build and Own option on a Town owned municipal parking lot. This option was based on 27,000 gross square feet. If Council decided to proceed with this path forward, the next steps would be:  Determine acceptable level of impact to taxation; CAO 20-07 Page 5 of 6  Refine space needs based on current realities;  Determine whether to proceed with the preferred Proponent or start a new process  Determine architectural requirements Expand in Current Space (Town Centre Mall) Through Lease or Ownership This option was based on the need for 27,000 gross square feet. If Council decides to proceed with either a lease or ownership option within the Town Centre Mall, the next steps would be:  Work with landlord to finalize space design and costs for the ownership versus expanded lease options;  Determine preferred option (ownership or lease);  Enter into negotiations with landlord. Staff’s recommendation is that the previous Town Hall Project Steering Committee be reconvened to investigate Design - Build and Own Option(s) and an expanded presence in the Town Centre Mall (both the ownership and lease options) If Council supports moving forward in this regard, the Committee will be tasked with bringing forward a report that compares Design-Build and Own option(s), and an expanded presence in the Town Centre Mall (both the ownership and lease options), with the status quo option. CONSULTATION/COMMUNICATION The Town Hall Project has included extensive public engagement from its inception with the creation of the project steering committee to guide the project. The subsequent Request for Expressions of Interest, Request for Pre-Qualification and Request for Proposals processes all invited interest in the project and resulted in regular updates to Council and the public regarding the project. The Town’s public engagement process included hosting two open houses where the three Proposals were made available for input and comments from members of the public. Information was also made available on the Town’s website along with an online survey. In terms of moving forward, there are a number of options with respect to re-establishing the committee to assist with planning for a future Town Hall. Option A – Reconvene the previously established Town Hall Steering Committee; Members of the Town Hall Steering Committee include: 1. John Veldam (Chair) 2. Andrew Gilvesy CAO 20-07 Page 6 of 6 3. Jesse Goossens 4. Rick Strouth 5. Penny Esseltine (Council Rep) 6. Mayor Stephen Molnar (Council Rep) Option B – Estalish a new Town Hall Steering Committee through the recruitment of new members; or, Option C – Reconvene the previously established Town Hall Steering Committee, with the addition of another Committee Member so that the Committee has an odd number of members. FINANCIAL IMPACT/FUNDING SOURCE: At this time, there is no financial commitment or impact involved. COMMUNITY STRATEGIC PLAN ommunity Strategic Plan (CSP) Linkage: 1. Excellence in Local Government ☒ Demonstrate strong leadership in Town initiatives ☐ Streamline communication and effectively collaborate within local government ☒ Demonstrate accountability 2. Economic Sustainability ☐ Support new and existing businesses and provide a variety of employment opportunities ☐ Provide diverse retail services in the downtown core ☐ Provide appropriate education and training opportunities in line with Tillsonburg’s economy 3. Demographic Balance ☒ Make Tillsonburg an attractive place to live for youth and young professionals ☐ Provide opportunities for families to thrive ☐ Support the aging population and an active senior citizenship Attachments: None Town Hall Project Steering Committee TERMS OF REFERENCE Mandate: The high level objective of the project is to construct a modern, efficient and functional Town Hall that will accommodate current and future needs of the Corporation to be able to provide the various public services. The Town Hall Project Steering Committee will advise Council and make recommendations to Council on the feasibility, business case and the achievement of outcomes for the Town Hall Project. The Town Hall Project Steering Committee will monitor and review the project status and provide oversight as project deliverables are rolled out. Goals for 2015-2016 Term: The committee should use the Mandate to set out a clear plan for the term. Set out Goals the committee will work towards accomplishing. Create a Project Charter to define the scope and establish the framework and overall approach for the Town Hall Project. 1.0 Role of the Town Hall Project Steering Committee 1. Advise Council on matters related to the Town Hall Project which may include, space needs, building location, joint use, etc. 2. Advise and inform Council of budget needs based on building location, space needs, and furniture and equipment. 3. Advise and develop working relationships with various stakeholders. 4. Advise and assist with the development of a public engagement program and promote the activities of the Committee. 2.0 Organization of the Committee: The Committee should be composed of people with technical skill sets, interested citizens and council representatives who demonstrate a strong commitment to the terms of reference. A cross section of people should attempt to be chosen in order to bring to the committee relevant technical and professional expertise as well as strong advocacy, communication and organizational skills. 2.1 Appointment will be advertised in local newspapers as per Town's procedures for Committees of Council. 2.2 Committee Members will be appointed by Council. 2.3 The term of a Committee Member is for four (4) years or until the project is completed whichever comes first. 2.4 Additional members may be appointed throughout the term. 2. 6 One member will be appointed by vote of the committee at the first meeting to chair the meetings for that term. The committee will also, at this time, select a vice-chair and secretary for the same duration. 2.7 Municipal staff including the CAO shall interact in an advisory manner to the committee as needed. 3.0 Meetings: 3.1 The Committee will hold a minimum of eight (8) meetings a year. 3.2 The date and time of the regular meetings will be established at the first meeting of each term. 3.3 Meetings will have a formal agenda. 3.4 Agendas and information packages, that will include the minutes from the previous meeting, will be sent (via mail, e-mail, or fax) to Committee Members prior to each meeting. 3.5 A majority of Council appointed Committee Members will constitute quorum for the transaction of business. 3.6 The members may meet occasionally informally to discuss issues as warranted. 4.0 Role of The Chair: The Chair is responsible for insuring the smooth and effective operation of the Committee and its roles. This will include responsibility for: 4.1 Calling the meetings to order. 4.2 The Chair is encouraged to create an informal atmosphere to encourage the exchange of ideas such as, using a roundtable format. 4.3 Creating an agenda in consultation with the Secretary. 4.4 Chairing the meetings. 4.5 Acting as spokesperson. 4.6 Representing the Committee on other committees when necessary. 4.7 The Chair shall conduct meetings in accordance with the Town's Procedural By-law 4.8 In the absence of the Chair, these responsibilities will be undertaken by a the Vice-Chair. 5.0 Role of the Secretary: The Secretary is responsible for ensuring a complete up to date record for the Committee. 5.1 In liaison with the Chair, arrange date, time and venue for meetings. 5.2 In liaison with the Chair, set agendas and circulate to the members two business days prior to the meeting. 5.3 Circulate draft minutes to the members. 5.4 Keep a complete up to date record of the committee minutes. 6.0 Role of Members: Membership on the Committee is a position of responsibility and requires a strong commitment to the Terms of Reference. Committee members are required to: 6.1 Attend all regular scheduled meetings. Members are required to notify the Chair, Secretary or the designated municipal staff liaison if they are unable to attend a meeting. 6.2 Review all information supplied to them. 6.3 Prepare information for use in the development of materials for the Committee. 6.4 Promote the role of the Committee. 6.5 Offer input to committee reports to Council. 6.6 Attend training as required to effectively perform their role as a committee member. 6.7 Committee Members are subject to The Municipal Conflict of Interest Act R.S.O, 1990, c.M50 and must disclose any direct or indirect pecuniary interest. The disclosure must be recorded in the minutes of the meeting. 7.0 Role of Municipal Staff: The Town of Tillsonburg, by its nature and purpose, affects and is affected by many different Municipal departments. Assistance will be provided on an as required basis from various departments. Municipal staff will be responsible for carrying out the following functions with respect to the Committee: 7.1 Acting as an information resource. 7.2 Orientation of Committee members at the first meeting after Council appointment. 7.3 Assist the Committee in its reporting to Council (see Sec. 7.0). 7.4 Provide correspondence to the Committee. 8.0 Reports to Council: The Committee may advise and make recommendations to Council in accordance with its role. Reports may be submitted as follows: 8.1 Verbally by a Council representative. 8.2 Verbally by the Chair or the designated representative. 8.3 Minutes from the Committee meetings 8.4 Written reports An annual report will also be submitted to Council at the beginning of each new year outlining the Committee’s accomplishments in the previous twelve months.