02 - June 25, 2024 Terrace Lodge Redevelopment Steering Committee Agenda PackageOZ5
ElgmCounty
Terrace Lodge Redevelopment Steering Committee
Orders of the Day
Tuesday, June 25, 2024, 12:30 p.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
NOTE FOR MEMBERS OF THE PUBLIC:
Please click the link below to watch the meeting:
https://www.facebook.com/ElginCountyAdmin/
Accessible formats available upon request.
Pages
1. Call to Order
2. Approval of Agenda
3. Adoption of Minutes 2
4. Disclosure of Pecuniary Interest and the General Nature Thereof
5. Delegations
6. Reports/Briefings
6.1 Manager of Corporate Facilities and Director of Homes and Seniors 5
Services - Terrace Lodge Redevelopment — June 2024 Project Update
and Temperature and Humidity Concerns
6.2 Director of Financial Services/Treasurer - Terrace Lodge Redevelopment 9
- Construction Costs Update June 25, 2024
7. Other Business
8. Correspondence
9. Closed Meeting Items
9.1 Director of Legal Services - LS 24-9 Construction Issue
Municipal Act Section 239(2) (e) litigation or potential litigation, including
matters before administrative tribunals, affecting the municipality or local
board; and (f) advice that is subject to solicitor -client privilege, including
communications necessary for that purpose.
10. Motion to Rise and Report
11. Date of Next Meeting
12. Adjournment
Terrace Lodge Redevelopment Steering Committee
Minutes
March 26, 2024, 11:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Ed Ketchabaw
Councillor Mark Widner
Councillor Jack Couckuyt
Councillor Todd Noble
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Peter Dutchak, Director of Engineering Services
Michele Harris, Director of Homes and Seniors Services
Jennifer Ford, Director of Financial Services/Treasurer
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Ryan Terpstra, Manager of Corporate Facilities
Jenna Fentie, Legislative Services Coordinator
Stefanie Heide, Legislative Services Coordinator
1. Call to Order
The meeting was called to order at 11.00 a.m. with Warden Ketchabaw in the
chair.
2. Approval of Agenda
Moved by: Councillor Couckuyt
Seconded by: Councillor Widner
RESOLVED THAT the agenda for the March 26, 2024 meeting of the Terrace
Lodge Redevelopment Steering Committee be approved as presented.
Motion Carried.
3. Adoption of Minutes
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Page 2 of 11
Moved by: Councillor Noble
Seconded by: Councillor Couckuyt
RESOLVED THAT the minutes of the October 10, 2023 Terrace Lodge
Redevelopment Steering Committee meeting be adopted.
Motion Carried.
4. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
5. Delegations
None.
6. Reports/Briefings
6.1 Director of Financial Services/Treasurer - Terrace Lodge
Redevelopment — Construction Costs Update March 18, 2024
The Director of Financial Services/Treasurer presented the report detailing
the costs incurred to date related to the Terrace Lodge Redevelopment
project and contingency fund.
Moved by: Councillor Couckuyt
Seconded by: Councillor Noble
RESOLVED THAT the report titled, "Terrace Lodge Redevelopment —
Construction Costs Update March 18, 2024", dated March 26, 2024 be
received and filed.
Motion Carried.
6.2 Manager of Corporate Facilities and Director of Homes and Seniors
Services - Terrace Lodge Redevelopment - 2024 Project Update,
Servery Drains, and Additional Asbestos Containing Material (ACM)
Abatement
The Manager of Corporate Facilities and the Director of Homes and
Seniors Services presented a report that provides an update on the status
of the Terrace Lodge redevelopment project in relation to Phase 2 and
Phase 3 of the project, and also seeks the Committee's approval of the
proposed Phase 3 Asbestos Containing Material Abatement work.
Moved by: Councillor Noble
Seconded by: Councillor Widner
RESOLVED THAT the March 26, 2024 report titled "Terrace Lodge
Redevelopment - 2024 Project Update, Servery Drains, and Additional
Asbestos Containing Material (ACM) Abatement" be received and filed;
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Page 3 of 11
7
0
9
11.
12.
and
THAT the Terrace Lodge Redevelopment Steering Committee authorize
approval of the proposed Phase three (3) Asbestos Containing Material
Abatement work.
Motion Carried.
Other Business
None.
Correspondence
None.
Closed Meeting Items
None.
Motion to Rise and Report
None.
Date of Next Meeting
The next Terrace Lodge Redevelopment Steering Committee meeting will be
held at the call of the Chair.
Adjournment
Moved by: Councillor Couckuyt
Seconded by: Councillor Widner
RESOLVED THAT we do now adjourn at 11:15 a.m. to meet again at the call of
the Chair.
Motion Carried.
Blaine Parkin,
Chief Administrative Officer/Clerk.
Warden Ed Ketchabaw,
Chair.
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Page 4 of 11
ElginCounty
Report to Terrace Lodge Redevelopment Steering Committee
From: Ryan Terpstra, Manager of Corporate Facilities
Michele Harris, Director of Homes and Seniors Services
Date: June 25, 2024
Subject: Terrace Lodge Redevelopment — June 2024 Project Update and Temperature
and Humidity Concerns
Recommendation(s):
THAT the report titled "Terrace Lodge Redevelopment — June 2024 Project Update and
Temperature and Humidity Concerns" from the Manager of Corporate Facilities and the
Director of Homes and Seniors Services dated June 25, 2024 be received and filed.
Introduction:
Terrace Lodge Long -Term Care Home located in Malahide Township, Elgin County was
built in 1977 and has been home to thousands of residents. The 100-bed home was
built to a 1972 standard making it now a Class C home. The redeveloped home is being
built to a Class A standard and will include additional common area spaces, a servery
and dining room in each resident home area, and the majority of rooms will be private
rooms with their own washroom; all to enhance resident quality of life, care standards
and infection prevention and control standards.
The purpose of this report is to provide the Steering Committee with an update on the
status of the Terrace Lodge Redevelopment Project in relation to Phase Two (2) and
Phase Three (3) of the project.
Background and Discussion:
On May 15, 2024, 18 residents moved into the Phase Two (2), newly renovated, two-
story north resident home areas. Move day was supported by volunteers, resident
family members, Terrace Lodge staff, and staff from across the County to ensure
residents received a smooth and welcoming transition to their new room and space.
These areas are equipped with spacious home kitchens, serveries, dining rooms,
program/therapy rooms, courtyard areas, enhancing the comforts of home for our
residents and the work environment for our dedicated staff.
Page 5 of 11
Phase Three (3) of the three phase Terrace Lodge Redevelopment project is currently
under way. Phase Three (3) involves renovation of areas within the existing first floor
and basement core area, along with renovation of the existing south resident home
areas (RHAs) which will mirror the Phase Two (2) north resident home area
renovations.
At this time, D. Grant, the County's contractor for the Terrace Lodge Redevelopment
project, is continuing work on the main kitchen renovation, removing the ACM (asbestos
containing material) and clearing the existing south RHA to its shell. D. Grant is
transforming the existing chapel into a gift shop and increasing the size and amount of
change rooms in the pool area.
Since occupancy, and especially during the recent increase in seasonal temperatures,
dietary staff have been uncomfortable working within the north RHA home kitchen
areas. These kitchen areas are equipped with a commercial dishwasher and other
kitchen appliances. The residual heat from this equipment is creating excessive
humidity and temperature concerns.
The Home kitchens are approximately 150 sq. Ft. in size and are equipped with a 350-
cfm exhaust fan. There were no provisions made for fresh air, cooling, or diffusers
allowing air from adjacent rooms.
Staff are tracking both humidity and temperature to device the humidex. To provide staff
comfort while present/working in the Home kitchens, the following temporary measures
have been implemented:
• doors are propped open and fans in place when staff in the area;
• staff are not utilizing the dishwasher in the resident home area kitchen;
• staff are taking the meal service dishes to the main kitchen for cleaning; and/or,
• staff are utilizing disposables for meal service when the humidex reading
exceeds 45 degrees
Despite these temporary measures humidex readings remain high with the current
seasonal temperatures and staff are being provided with heat breaks when the humidex
readings are above 45 degrees.
Staff are recommending that split unit air conditioners be installed for levels 1 and 2 in
both the north (Phase Two (2)) and the south wings (Phase Three (3)) to alleviate the
heat/humidity in these areas. The County is having both D. Grant, and its contracted
HVAC and electrical contractors quote this work. Phase Two (2) work is estimated at
approximately $20K.
As previously communicated to the Steering Committee, humidity readings throughout
the Home continue to be high, as we positively pressurize the building from the
exhausted air from resident washrooms. The design intent is for the AHU (air handling
units) is to supply fresh air. These units are programmed to Ministry standard to
maintain between 22 to 26 degrees Celsius. The AHU unit has been bringing in
Page 6 of 11
unconditioned high humidity air creating discomfort with the current seasonal
temperatures and humidity.
County staff continue to engage with MMMC Architects, the County's architect, for
answers and have been assured that once Phase Three (3) comes online the chiller will
be at capacity and will remove all the humidity.
Financial Implications:
There have been 198 change orders approved to date during the redevelopment project
that have totalled to $1,568,324.
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
® Exploring different ways
® Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
® Enhancing quality of
programs and services
® Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
�m
Communication Requirements:
Continue to update the project webpage showcasing construction progress with all
interested community residents.
Conclusion:
Staff recommend that the report titled Terrace Lodge Redevelopment — June 2024
Project Update and Temperature and Humidity Concerns report be received and filed.
County staff will continue to seek a resolution to the humidity concerns throughout the
Home and have air conditioning installed in all four Home resident kitchen areas (Phase
2 and 3) to support staff and resident comfort.
Page 7 of 11
All of which is Respectfully Submitted
Ryan Terpstra
Manager of Corporate Facilities
Michele Harris
Director of Homes and Seniors Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 8 of 11
ElginCounty
Report to Terrace Lodge Redevelopment Steering Committee
From: Jennifer Ford, Director of Financial Services/Treasurer
Michele Harris, Director of Homes and Senior Services
Ryan Terpstra, Manager of Corporate Facilities
Date: June 17, 2024
Subject: Terrace Lodge Redevelopment - Construction Costs Update June 25, 2024
Recommendation:
THAT the report titled "Terrace Lodge Redevelopment — Construction Costs Update
June 25, 2024" from the Director of Financial Services/Treasurer, Director of Homes
and Seniors Services, and Manager of Corporate Facilities be received and filed.
Introduction:
The purpose of this report is to provide the Terrace Lodge Steering Committee with an
update on costs incurred to date related to the Terrace Lodge Redevelopment project
and contingency fund.
Background and Discussion:
The Committee last received a financial update in March of 2024. We have now
entered into Phase Three (3) of the project, and staff wish to report on progress as well
as share some items that have been identified for consideration. This report provides
updated financial details relative to the project budget to actuals.
Financial Implications:
As of June 17, 2024, paid invoices result in the following budget to actual comparison:
TL Rebuild Summary Budget Actual Remainder
As at June 17, 2024
Construction
29,646,453
24,287,306
5,359,147
Consulting Seances
3,363,964
3,176,682
187,283
Technology
585,000
267,598
317,402
Furniture & Fixtures
967,475
623,555
343,920
Misc**
469,832
216,500
253,332
HST(1.76%)
612,176
502,861
109,315
Subtotal
35,644,900
29,074,501
6,570,400
Page 9 of 11
Construction:
Construction invoices from D. Grant are included in this report up to end of April 30,
2024 in the above outlined budget details. The cost of construction indicates that the
total construction timeline sits at approximately 83% complete. D. Grant indicates that
they do not expect that this project will go over the allotted budget.
As previously reported, the allowance for D.Grant's Construction Managers Contract
Fee within the above construction budget is now exhausted. This amount was set at
$983,820. Staff advise that the suggested unallocated budget line called Escalation
Allowance (Non -Tendered) that is already part of the D. Grant contract should be
utilized for this purpose. As per the last payment listing, this line item contained
$128,783 and showed no spend. There will therefore be no additional cost to make this
move within the scope of the existing contract. The rate of use that has been
experienced for the Construction Managers Contract Fee indicates that this budget
amount will be sufficient for another 5 months during Phase 3.
The contingency budget accommodates change orders required throughout the project.
The D. Grant invoice of April 30, 2024 is not the most up to date list. As the change
orders come in, our Engineering department is keeping track of them on a daily basis.
As a result, the contingency budget is reported to have approximately $361 K available
to spend with $100K in unsigned or proposed change orders pending. This would leave
us at an approximate contingency balance of $261 K.
Consulting Services:
At this time, MMMC, Gail Kaufman Carlin and Forth Rail are the consultants working
with staff on this project. Staff are closely monitoring the consulting services for
opportunities to reduce costs in this area as we near the end of the project to ensure
that we do not go over expected budget in this area.
Other:
Technology, Furniture/Fixtures, Misc are related to outside costs not covered by the
Construction of the facility. As construction ends on Phase 2, it is expected that these
budgets will be further utilized as we incur additional costs before move in date. This
will ensure that the facility is outfitted with the necessary equipment for residents and
staff before move in date.
Financing:
To date, the County has taken out $1 M on our loan with Infrastructure Ontario in order
to secure our position with them regarding our intent to borrow an additional $24M.
Since our last report, the rate has dropped from 4.72% to 4.69. It is our expectation
that interest rates will continue to decrease and, that we will be able to secure the loan
in early 2025 at a lower rate than today which is important as we will not be able to
renegotiate the loan once secured. Until then, we relinquish some opportunity to invest
funds as a result.
Page 10 of 11
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
❑ Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
® Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
None.
Communication Requirements:
None.
Conclusion:
This report is provided for the Committee's information relative to the existing financial
status of the project.
All of which is Respectfully Submitted
Jennifer Ford
Director of Financial Services/Treasurer
Michele Harris
Director of Homes and Senior Services
Ryan Terpstra
Manager of Corporate Facilities
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
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