01 - February 28, 2023 Terrace Lodge Redevelopment Steering Committee Meeting Agenda Package
Meeting: Terrace Lodge Redevelopment Steering Committee
Date: January 4, 2022
Time: 2:00 p.m.
Location: Webex
Committee Members Present: Councillor Bob Purcell, Chair
Warden Mary French
Deputy Warden Tom Marks
Councillor David Mennill
Staff Members Present: Julie Gonyou, Chief Administrative Officer
Brian Lima, General Manager of EPE/Deputy
CAO
Michele Harris, Director of Homes and Seniors
Services
Gene DiMeo, Manager of Corporate Facilities
Mike Hoogstra, Purchasing Coordinator
Jenna Fentie, Legislative Services Coordinator
Consultants Present: Allan Taylor, Project Manager
Stephen Houston, MMMC Architects
Victoria Pilles, MMMC Architects
DRAFT MINUTES
1. Call to Order
th
The Terrace Lodge Redevelopment Steering Committee met this 4 day of January
2022. Chairman Purcell called the meeting to order at
2. Approval of Agenda
Moved by: Councillor Mennill
Seconded by: Deputy Warden Marks
RESOLVED THAT the agenda be approved as presented.
Recorded Vote
YES NO
Warden Mary French X
Deputy Warden Tom Marks X
Councillor Dave Mennill X
Chairman Bob Purcell X
TOTAL 4 0
- Motion Carried.
3. Approval of August 4, 2021 Meeting Minutes
Moved by: Deputy Warden Marks
Seconded by: Councillor Mennill
RESOLVED THAT the minutes of the August 4, 2021 be approved.
Recorded Vote
YES NO
Warden Mary French X
Deputy Warden Tom Marks X
Councillor Dave Mennill X
Chairman Bob Purcell X
TOTAL 4 0
˷ Motion Carried.
4. Disclosure of Pecuniary Interest
None.
5. Construction Items
5.1 Terrace Lodge Redevelopment Kitchen Roof Top HVAC Unit
Replacement General Manager of Engineering, Planning, &
Enterprise/Deputy CAO
The General Manager of Engineering, Planning, & Enterprise/Deputy CAO
presented the report that provides details on the required replacement of the
existing Kitchen Roof Top HVAC Unit that provides cooling and heating to
the space.
Moved by: Warden French
Seconded by: Deputy Warden Marks
Kitchen
Engineering, Planning, & Enterprise/Deputy CAO dated December 23, 2021
be received and filed.
Recorded Vote
YES NO
Warden Mary French X
Deputy Warden Tom Marks X
Councillor Dave Mennill X
Chairman Bob Purcell X
TOTAL 4 0
- Motion Carried.
5.2 Funding for Terrace Lodge Communications and Security
Infrastructure General Manager of Engineering, Planning &
Enterprise/Deputy CAO
The General Manager of Engineering, Planning, & Enterprise/Deputy CAO
presented the report requesting the inclusion of a budget amount in the
Terrace Lodge Redevelopment Project relating to tendering and retaining the
services of a networking and cabling contractor to install the required
Communications and Security Infrastructure.
Moved by: Councillor Mennill
Seconded by: Deputy Warden Marks
RESOLVED THAT ce Lodge
Engineering, Planning & Enterprise/Deputy CAO be received and filed; and
THAT the request for
Management scope of work be increased in the amount of $415,000 for the
installation of Communications and Security Infrastructure be forwarded to
County Council for their consideration.
Recorded Vote
YES NO
Warden Mary French X
Deputy Warden Tom Marks X
Councillor Dave Mennill X
Chairman Bob Purcell X
TOTAL 4 0
- Motion Carried.
5.3 Funding for Terrace Lodge Interior Design Services General Manager
of Engineering, Planning & Enterprise/Deputy CAO
The General Manager of Engineering, Planning, & Enterprise/Deputy CAO
presented the report requesting the inclusion of a budget amount in the
Terrace Lodge Redevelopment Project relating to contracting with a
Consultant to assist staff with Interior Design Services for Furniture, Fixtures
& Equipment (FF&E) items ranging from furniture, artwork, bedding,
decorative accessories, interior signage and window coverings.
Moved by: Deputy Warden Marks
Seconded by: Councillor Mennill
RESOLVED THAT
Enterprise/Deputy CAO and Purchasing Coordinator be received and filed;
and
THAT the request for an amount of $51,506 be included in the Terrace
Lodge Project Management budget for Interior Design Services related to
Furniture, Fixtures & Equipment (FF&E) be forwarded to County Council for
approval.
Recorded Vote
YES NO
Warden Mary French X
Deputy Warden Tom Marks X
Councillor Dave Mennill X
Chairman Bob Purcell X
TOTAL 4 0
- Motion Carried.
5.4 Funding Reallocation for Terrace Lodge Redevelopment Nurse Call and
Phone System General Manager of Engineering, Planning &
Enterprise/Deputy CAO
The General Manager of Engineering, Planning, & Enterprise/Deputy CAO
presented the report detailing the Request for Proposal (RFP) for the Terrace
Lodge Nurse Call and Phone System project that was recently issued, and
requested the reallocation of funds from the Furniture, Fixtures, and
Equipment (FF&E) budget to the Construction budget.
Moved by: Deputy Warden Marks
Seconded by: Warden French
RESOLVED THAT
Engineering, Planning & Enterprise/Deputy CAO and the Purchasing
THAT the request for the amount of $40,000 identified in Furniture, Fixtures
and Equipment (FF&E) budget for the Terrace Lodge Phone System be
reallocated to the construction budget for a total combined project budget
allowance of $554,473 be forwarded to County Council for their
consideration.
Recorded Vote
YES NO
Warden Mary French X
Deputy Warden Tom Marks X
Councillor Dave Mennill X
Chairman Bob Purcell X
TOTAL 4 0
- Motion Carried.
6. Construction Schedule
Stephen Houston, MMMC Architects, provided an update on the progress of the
Terrace Lodge Redevelopment Project construction and noted that due to the wet
summer and fall and current supply issues, the project has been delayed
approximately 5-6 weeks. The construction team is hoping to close in the building
by the end of January mid February.
Allan Taylor noted that the real-time project schedule has been provided to the
Ministry.
7. Other Business
Chair Purcell asked for a progress chart to be distributed to the Committee once
available. Brian Lima will also prepare a budget summary to be distributed to the
Committee when available.
8. Date of Next Meeting
The next meeting will be held at the call of the Chair.
9. Adjournment
Moved by: Deputy Warden Marks
Seconded by: Warden French
RESOLVED THAT the meeting be adjourned at 2:23 p.m.
Recorded Vote
YES NO
Warden Mary French X
Deputy Warden Tom Marks X
Councillor Dave Mennill X
Chairman Bob Purcell X
TOTAL 4 0
˷ Motion Carried.
_______________________________ _______________________________
Julie Gonyou,
Chief Administrative Officer/Clerk. Chair.
TERRACE LODGECOMMITTEE MEETING February 28, 2023
Project IntroductionOverview
Progress to Date
Closed Session Discussion
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8
Committee Overview
How We Got Here
TimelinesNext Steps & Discussion
13
5
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AGENDA
Comforts
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Purpose & Role Terms of ReferenceIntersection with Terrace Lodge Fundraising Committee of HomeWhat you need (PPE)Additional Resources (staff, dedicated webpage, etc.)
COMMITTEE OVERVIEW
Term Care Home located in Malahide Township, is
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Term Care residents in 2021 and beyond (Class C to Class A).
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The Terrace Lodge Longundergoing a redevelopment that is scheduled to be completed in January of 2024. Terrace Lodge was originally built in 1977 and has been home to hundreds of Elgin
County residents over the past 40 years. The redevelopment has been designed to better meet the complex needs of LongThe redevelopment will maintain the 100 beds currently available
at Terrace Lodge and consist of an addition and significant renovations to existing areas.
PROJECT INTRODUCTION
PROJECT INTRODUCTION
PROJECT INTRODUCTION
https://bit.ly/3Iyokoa
Video Link:
PROJECT INTRODUCTION
2018)
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> compared to many other Class "C" homes, TL has a
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Option 1: Demo existing building a build new TLOption 2: Renovate existing TL
Council commitmentRenovation vs. New Build (Ventin Group Study Option 2 number of advantages including a more flexible existing structure and ample site area for expansion which led
to the decision to retain the existing building.
HOW WE GOT HERE
Facility enhancementsOccupancy planning (ongoing)Ministry involvement and inspections / oversight
PROJECT OVERVIEW
Resident and staff engagement
213,496
578,638
282,859
348,607
580,659
12,593,928 12,593,928
10,589,670
Remainder
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Actual
186,973
386,816
236,393
398,680
2,785,326
19,056,783
23,050,972 23,050,972
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612,176
Budget
967,475
469,832
585,000
3,363,964
29,646,453
35,644,900 35,644,900
Misc**
Budget*
Subtotal
HST (1.76%)
Technology
Construction
Deficit/Surplus
Consulting Services
Furniture & Fixtures
TL Rebuild Summary*
FINANCIAL UPDATE*as at February 21, 2023
Actual
250,000 250,000
22,800,972
23,050,972
Budget
30,000
250,000
18,898,012
2,674,000
19,418,000
35,628,012
16,730,000
(5,642,000)
Total
Sub Total
County share
Estimated Carrying Costs
One Time Transition Funding
*Provincial funding: One Time
25 year Construction Funding
FINANCIAL UPDATE
Upon Completion Development Funding
anticipated Summer 2024
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expected to begin Fall 2023
begins post occupancy (spring 2023)
construction substantially completed (February 2023)
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Phase 3
TIMELINES
Phase 1 Phase 2
Completion
Detailed construction schedule to be shared at future meeting.
PROGRESS TO DATE
Experienced some delays (fire, strike, etc.)Nearing completion of Phase 1
NEXT STEPS & DISCUSSION
(CONTRACT)
CLOSED SESSION DISCUSSION
1
FROM:
DATE:
SUBJECT:Terrace Lodge Redevelopment
RECOMMENDATION:
THAT thereport titled“Terrace Lodge Redevelopment - dated
frombereceived and filed.
INTRODUCTION:
The purposeof thisreportis to provide
with an update on the status of the Terrace Lodge
Redevelopment Project
DISCUSSION:
haseone of theTerrace Lodge Redevelopment Project
Interior finishing
such as millwork, doors, flooring,and painting ar complete. Connection ofelectrical
devices suchas lights, nursecallsystem, powerand dataoutlets.
Adetailedsummary of constructionprogressachieved in2022as follows:
January – February 2022 – Finished the exterior sheathing and startedexterior
glazing installation. Interior metal stud installation commences.
March – April 2022 – Brick and veneer drywall board starts, and the completion
of the addition roof.
May – June 2002 – Exterior glazing, and brick veneer completed, started interior
taping, painting, and millwork. Switched over to upgraded electrical service in
conjunction with Hydro One.
July – August 2022 – installation of new gas meter, resilient flooring, ceramic
tile, and grid for acoustic ceiling begin. Exterior grading and backfill progressing.
September 2022 – Installation of new elevator started, incoming water service
upgraded, and replacement water meter installed.
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the project experienced a three-week carpenters unionstrikeactionin May
which delayedinstallation of the drywall partitionsand alsoimpacted rough-ins for
electrical devices. This was followed bya three-week strikeactionof painters and
allied trades whichdelayedthe taping and paintingof the drywall partitions and
ceilings. In early September,aCOVID-19outbreakevent within theHomefurther
delayed constructionwork withinthe communication/data room. Asa cumulativeresult,
theoriginal projected October construction completion date.
Minstry staffacilityinspection, before
issuingthe County with their Approval to Occupy certificate.
additional timeto correct operational and/orbuilding
deficienciesthat identifiedby Ministrystaffrelocating residentsinto
thenew building additionis tentativelyanticipated to take place.
Theinterior design consultant worked with County staffto develop concepts and
identify various product selections for furniture, fixtures and equipment required for the
project. Bid packages were developed and contracts awardedfor;resident and
healthcare furniture(diningtables and chairs,resident chairs and bed side tables,
bedspreads,lounge chairsandend tables, team room tablesand chairs)interior
signage and way finding, and window coverings.
Staff continuesto workcollaborativelywithboth the Ministry and the Construction
Management Team tomove the project forwardandachieve the
completion date.This is achieved byongoingregular site meetingsandinspections,
and frequent communications with our construction manager. The project canbe
followed on the County’s project websitehttps://engageelgin.ca/tlredevelopment. The
reportalso includesa number of photoswhichshowcasestheconstructionprogress
achieved throughout 2022.
FINANCIAL IMPLICATIONS:
Currently the Project remains within approved Budget and contingencies.
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ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving ElginGrowing ElginInvesting in Elgin
Ensuring alignment ofPlanning for andEnsuring we have the
current programs andfacilitating commercial,necessary tools,
services with communityindustrial, residential,resources, and
need.and agricultural growth.infrastructure to deliver
programs and services
now and in the future.
Exploring differentFostering a healthy
ways of addressingenvironment.
Delivering mandated
community need.
programs and services
Enhancing quality of
efficiently and
Engaging with our
place.
effectively.
community and other
stakeholders.
Additional Comments:
LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
Continue toupdate the project webpage showcasing construction progress with
allinterestedcommunityresidents
CONCLUSION:
to see phaseoneof constructioncomingto anend. It is very
rewarding to see all the progress made on this very significant facilityredevelopment
for the Countyof Elgin.Wewillcontinue to provide Councilwith updates as the project
progressesthroughits secondand third phase.
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All of whichis RespectfullyApproved for Submission
Submitted
Julie Gonyou
Chief Administrative Officer
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February2022 – SouthWingAddition exterior sheathing complete
March 2022 – Drywall starting
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July 2022 – Exterior brick veneer, and siding completion
July 2022 – Shower Room wall tile
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August2022– Residents room painted with fixtures
August 2022 – South Wing Addition, Backfill completion