06 - May 13, 2014 Special County Council Agenda Pkg.ORDERS OF THE DAY
SPECIAL MEETING
FOR TUESDAY, MAY 13, 2014 - 0 P.
ORDER
1st Meeting Called to Order
2nd Disclosure of Pecuniary Interest and the General Nature Thereof
3rd Motion to Move Into "Committee Of The Whole Council"
4th Presenting Petitions, Presentations and Delegations
5th Reports of Council, Outside Boards and Staff
1. PowerPoint presentation from Chief Administrative Officer titled "Building
Options: Background and Context ". (Attached)
2. Presentation of draft plans by Paul Sapounzi , +VG Architects, The Ventin
Group Ltd. titled "Administration Building Alternatives Review ". (to be presented
at the meeting)
3. PowerPoint presentation from Director of Financial Services titled "Budget
Impact of Administration Building Renovation Options ". (Attached)
6th Council Correspondence
1) Items for Consideration
2) Items for Information (Consent Agenda) - none
7th OTHER BUSINESS
1) Statements /Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
8th Closed Meeting Items
9th Recess
10th Motion to Rise and Report
11th Motion to Adopt Recommendations from the Committee Of The Whole
12th Consideration of By -Law
13th ADJOURNMENT
CASUAL DRESS PERMITTED
NOTICE: Deputy Warden for May
Deputy Warden for June
May 27, 2014
June 18, 2014
November 7, 2014
1
Councillor Wiehle
Councillor Couckuyt
County Council Meeting — 9:00 a.m.
Warden's Charity Golf Tournament, Kettle Creek
Country Club — 9:00 a.m.
2014 Warden's Banquet — St. Anne's Centre
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taunciI meeting on
May 13th, 2014
Background and C I1t t
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III 14.
- POA Court room has outlived its original design
- Cramped quarters, legal Community finding it
increasingly difficult to function within
- spill over into hallways and interference with Central
Elgin administrative offices
Safety and security is paramount
. Kitchen witol lockable door is "holding Celle,
- Basement used for waiting area not practical
- Accessibility not the best
3
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Auseunn storage space is full and needs expansion
- Currently using Elgin Manor basement without Droper
climate Control
- Public visibility of Museu
1 hould be enhanced
Potential for Archives to utilize vacated Museum space
- County Counc Chambers not "user - friendly" - public
access is limited with low capacity for gallery
- Potential for cultural facility grant to coincide with
Canada's 150th anniversary
4
11 Hill 11,
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III 14.
- 2011 Council authorized space needs study to be
completed in 2012
- Counc" i engages architect to e; nine option : addition
or stand alone building
- Space planning done and 10 year budget allocation
approved by council using 2012 estimates with funds
beginning in 2014
5
11 Hill 11,
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[he Options
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- la) Build an addition with a fully accessible link to main
County building - costs updated to 2014 (from 2012)
and revised due to more detailed architectural
assessment- resulted in an estimate that exceeds
original budget by more than $3m
- lb) Build an addition but scale
finishes
bac
. Costs still $1 ,Cm over estimates
6
project and reduce
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- Option 2) tand alone building with all county
departments contained within and museum archive
storage in main county buildin
. Costs E ;Geed budget estimate by Sim but potential to
offset this through sale of administration building and
through reduced energy and other operating costs
- Potential for 4% levy reduction
- The Architects will now take council through the
preliminary drawing concepts followed by a detailed
budget analysis of the various options by the Director
Financial Services
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ECIAL COUNCII IEETING ON
MAY 13TH 2014
Budget Impact of Administration
Building Renovation Options
8
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f r
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ncrease court size
econd court for specie trims
Waiting area for public
niprove security and safety
Hicrease I I I 1.11 .1,JC1‘... CHM increase p
lase /crincrilirlatra ctrirage space
crease size of Archives faci
'rovide space for planning
nnprove accessibility
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14,
For the renovation of and addition to the
administration building, the approved business
plan includes
ee Tundry arcnitectural estimdtes Tor construction
costs for addition were under S5 m based on
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14.
Counci approved proceeding with an RFP for an
architect with the specification to include
investigation of court chambers to provide th
dual function for Council chambers
Ventin Group successful proponent of RFP
Ventin proposed some enhancements to the
prniPrt
Otu
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• Cost estimates for the project have changed since 2012
due to inflation and en! rncennents
2012 Current (0) /U
POA $1,767,000 $2,600,000 ($833,000)
Museum 2,341,000 2,820,000 (479,000)
Link 200,000 2,300,000 (2,100,000)
Site Work 500,000 560,000 (60,000)
Construction $4,808,000 $8,280,000 $(3,472,000)
12
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14.
The Link cost after considering avoided
investment in existing elevators is S1.7 million
higher:
Opportunity to reduce costs 1.3 million by
e iminaLing the added service features
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paa, costs up
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O.R rn
Opportunity to rpriur.P rnsts:
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Museum costs up 0.5 it
and level of finishes
Site work up S
Opportunity to
million)
lion due to inflation
0.1 million due to inflation
educe leve
15
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3enefit of link eliminates need for elevators in
existing, building reducing cost overa e
Addition Costs $8,280,000
Related Costs 1,070,000
Architect 370,000
Contingency 300,000
Existing Building Work 2,530,000
Misc Capital over ten years 1,200,000
Total Costs
Budget
(0) /U Budget 16
13,750,000
10,750,000
($3,000,000)
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Development Charge
Museum Storage
Generator
Garage
43330 e"1'2
?A 136 2 igeff „;.
17
$120,000
150,000
500,000
300,000
$1,070,000
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Building envelope
Window replacement
Interior Renovations
Asbestos removal
Lower Level Washrooms
Roof repairs
HVAC (Cooling)
18
$Cc D,000
500,000
400,000
250,000
80,000
200,000
300,000
$2,530,000
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Even if added service related features were
eliminated and level of finishes were reduced,
the cost of capital works over the next ten years
would be 12.4 million (S1.6 million over
budget)
The County would be occupying over 70,000
sq.ft and tenants a further 40,000 sq.ft.
Operating costs (net of rent, excluding
amortization would be 0.5 million annually
19
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The e,.'Jsting building desi n is not conducive to
modern office layouts resulting in 26,000 sq.ft
of added space requirements:
Exist New
(sq. ft.)
POA /Council Chambers
Museum
Archives
Library
Other Staff /Under - utilized space
Future Expansion
Accessibility Link
Common Areas (Existing Building)
County Related
20
w /Addition
8,450
15,950
10,761
2,500
17,120
7,500
10,914
73,195
Building
8,450
15,500
10,761
2,500
5,000
3,500
1,050
46,761
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_sting building drives higher operating costs
versus a modern building:
Existing uuilding requires ongoing capitai
support of almost S4 niIIion over 10 years
Accessibility link to existing building adds
further S2 million
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• 3t nd -alone building investigated as an alternative:
Increased cost of new construction more than offset by
capital maintenance avoidance on e sting building
Reuuueu ei iergy dl IU operati
office scivare footage
g n ai
enance and
educe stiff
Fully accessible
New Council Chambers (double as special trial court room)
mprove service through focal reception point
aie or ouiiaing generates funcii
..4.
'andlo "�' a..sness2
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Is achieved hvi,
Al
Capita
IL spare spal -r 20 years growl
zes on previous investments in storage space
Non-public space not bounc by accessibility issues
Revenue from sale to partia
buil
ng
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Capital cost reduction of 2 million or 0.1
million amortization reduction annually
Capital debt costs o 0.1 million annually
Net operating costs reduction of S0.1 mil/ yi
One-time revenue on sale of existing building
will fund some construction costs
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Base Assumption
Existing
w/ ,Land -Alone
Additi.- w/ Rental
-0.6% 0.4% 1.0%
Risk & Ops
Sale (net of carrying costs) TBD
Grants (per $1 million) -0.4% -0.4%
Ground floor walkway
connection only 0.2%
Reduce finishes & small
second court room 0.1%
25
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14.
' Pro( d vn
atA,essibilit
ion rith full service and
b) cale o€ic. project accessibi
chambers finishes)
2) Stand-a
lity, service, council
lone Dimming (vv storage renti
ravourapie D year payback wii
26
reduce tax by est. 0.4°
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14,
Shelve completed project plans until grant
revenue known
Not complete museum finishes until grant
target reached
)1$111F,
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11 Hill 11,
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I1114.
The decisions are a trade -off of costs and
improved service requiring council direction
Direction on project time table will also be
required
Once direction received, further analysis by
staff architect will be required to fine -tune
desired alternative(s)
Fine -tuned alternative's)
council for final decision
28
then be returned to
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III 14.
1 Choose an option or halt process
f an option is chosen, refer to timelines
presented by Ventin.
29
11 Hill 11,
CORRESPONDENCE — May 13, 2014
Item for Consideration — (Attached)
1. Dan Green, P. Eng., Consultant Project Manager, MMM Group Limited seeking
comments re: Rehabilitation of Ten Bridges on Highway 401 in the Municipality of
Chatham Kent, and the Municipality of West Elgin, within Elgin County.
30
MMM Group Limited
72 Victoria Street South, Suite 100
Kitchener, ON Canada N2C., 4Y9
t: 519.741.1464 i f: 519.741.8884
ww.v.mmm.ca
April 22, 2014
Mr. Mark McDonald
Chief Administrative Officer
County of Elgin
Administration Building
450 Sunset Drive
St. Thomas, ON N5R 5V1
RE: Rehabilitation of Ten Bridges on Highway 401 in the Municipality of Chatham Kent,
and the Municipality of West Elgin, within Elgin County
Detailed Design and Class Environmental Assessment
Notice of Study Commencement, G.W.P. 3084 -11 -00
Dear Mr. McDonald:
The Ontario Ministry of Transportation (MTO) has retained MMM Group Limited to undertake the
Detailed Design and Class Environmental Assessment for the rehabilitation of ten bridges along
Highway 401 in the Municipality of Chatham Kent, and the Municipality of West Elgin, within Elgin
County. The bridge locations are shown in the attached brochure and are listed below:
• Queen Street Overpass
• Little Baptiste Creek Bridge
• Baptiste Creek Bridge
• McDougall Drain Bridge
• Government Drain # 1
• Government Drain # 2
• Government Drain # 3
• Raleigh Plains Drain
• Fleming Creek Bridge — Eastbound Lanes
• Fleming Creek Bridge — Westbound Lanes
The rehabilitation of these bridges is required to maintain their structural integrity and extend the
service life of highway infrastructure. The 2013 -2017 Ontario Southern Highways Program identifies
the aforementioned ten bridges as a rehabilitation project to start between 2015 and 2017.
Construction timing is subject to the completion of the Detailed Design Study, environmental
approvals and availability of funding.
It is anticipated that rehabilitation of these ten (10) bridges will include: minor concrete patching;
replacement of the deck fascia and barrier walls; replacement of the waterproofing and asphalt; and
potential placement of rock protection. In -water work may be required for placement of rock
protection and construction of a temporary work platform.
31
®1�� MMM GROUP
Rehabilitation for each of these bridges will be completed using two construction stages. A single
lane of Highway 401 traffic will be maintained on each bridge during construction. At the Queen
Street Overpass, a single lane of traffic will be maintained on Queen Street during construction.
The purpose of this letter is to inform you about the commencement of this project and provide an
opportunity for your input. Please provide any comments you may have about this project by
May 22, 2014. An agency comment form is attached to facilitate your response.
This study will follow the approved environmental planning process for Group `C' projects under the
Class Environmental Assessment (Class EA) for Provincial Transportation Facilities (2000). Upon
completion of the study, an Environmental Screening Document (ESD) will be prepared to describe
the proposed works and identify environmental mitigation measures. No public review period will be
provided for this document. Group `C' projects are considered approved, subject to compliance with
the Class EA.
Comments and information regarding this project are being collected to assist MTO in meeting the
requirements of the Environmental Assessment Act. All comments and information will be collected
in accordance with the Freedom of Information and Protection of Privacy Act. With the exception of
personal information, all comments will become part of the public record.
If you wish to obtain additional information about the project or provide input at any point during the
study, please contact one of the individuals noted below.
Mr. Dan Green, P.Eng.
Project Manager
MMM Group Limited
72 Victoria Street South
Kitchener, ON N2G 4Y9
Tel: 1- 866 - 741 -8850 or
(519) 741 -1464 ext. 2234
Fax: (519) 741 -8884
E -mail: GreenD @mmm.ca
Yours very truly,
MMM Group Limited
Dan Green, P. Eng.
Consultant Project Manager
Attach.
Ms. Danuta Mahabir, P.Eng.
Project Engineer
Ontario Ministry of Transportation
659 Exeter Road, 3rd Floor
London, ON N6E 1L3
Tel : (519)- 873 -4555
Fax: (519)- 873 -4600
E -mail:
Danuta.Mahabir @ontario.ca
cc: Danuta Mahabir, MTO
Heather Mitchell, MTO
Greg Moore, MMM Group Limited
2
32
Mr. Greg Moore, B.E.S.
Environmental Planner
MMM Group Limited
2655 North Sheridan Way
Mississauga, ON L5K 2P8
Tel: 1- 877 - 562 -7947 or
(905) 823 -8500 ext. 1323
Fax: (905) 823 -8503
Email: MooreG @mmm.ca
Rehabilitation of Ten Bridges on Highway 401 in the Municipality of Chatham Kent, and
the Municipality of West Elgin, within Elgin County
Detail Design and Class Environmental Assessment
G.W.P 3084 -11 -00
AGENCY COMMENT FORM
Type of Project: Detail Design Study
Environmental Assessment Type: Group 'C', Class EA for Provincial Transportation Facilities.
Project Location: Queen Street Overpass, Little Baptiste Creek Bridge, Baptiste Creek Bridge, McDougall Drain
Bridge, Government Drain # 1, Government Drain # 2, Government Drain # 3, Raleigh Plains
Drain, and Fleming Creek Bridges in the Municipality of Chatham -Kent, the Municipality of West
Elgin, and Elgin County.
Agency Name &
division /branch:
COMMENTS:
1. Does your organization wish to participate in this project?
2. If yes to the above, please provide the contact name,
telephone #, address and e -mail for future correspondence.
OYES ONO
3. Please identify any concerns /comments your agency may have at this time.
For further information regarding this project, please contact the Consultant Project Manager, Mr. Dan Green,
P.Eng., MMM Group Limited, by phone at (519) 741 -1464 ext. 2234 or by e -mail at GreenD @mmm.ca.
PLEASE FAX THIS FORM BACK BY MAY 22, 2014.
FAX #: (905) 823 -8503
ATTN: Mr. Greg Moore, B.E.S.
Consultant Environmental Planner
MMM Group Limited
2655 North Sheridan Way, Suite 300
Mississauga, Ontario L5K 2P8
33
If you wish to obtain additional information about
the project or provide input at any point during the
study, please contact one of the individuals noted
below:
Ms. Danuta Mahabir, P.Eng.
Project Engineer
Ontario Ministry of Transportation
659 Exeter Road, 3rd Floor
London, ON N6E 1L3
Tel: (519) 873-4555
Fax: (519)-873-4600
Toll Free: 1 (800) 265-6072
E-mail: Danuta.Mahabir@ontario.ca
Mr. Dan Green, P.Eng.
Consultant Project Manager
MMM Group Limited
72 Victoria Street South
Kitchener, ON N2G 4Y9
Tel: 1-866-741-8850 or
(519) 741-1464 ext. 2234
Fax: (519) 741-8884
E-mail: GreenD@ mmm.ca
Mr. Greg Moore, B.E.S.
Environmental Planner
MMM Group Limited
2655 North Sheridan Way
Mississauga, ON L5K 2P8
Tel: 1-877-562-7947 or
(905) 823-8500 ext. 1323
Fax: (905) 823-8503
Email: MooreG@mmm.ca
PROJECT MAP
Rehabilitation of Ten Bridges
on Highway 401 in the
Municipality of Chatham-
Kent, and the Municipality of
West Elgin, within Elgin
County
Detailed Design and Class
Environmental Assessment
co
Ministry of Transportation
G.W.P. 3084-11-00
Notice of Study Commencement
April 22, 2014
t," Ontario
INTRODUCTION
The Ontario Ministry of Transportation (MTO) has
retained MMM Group Limited to undertake the
Detailed Design and Class Environmental
Assessment for the rehabilitation of ten bridges
along Highway 401 in the Municipality of Chatham
Kent, and the Municipality of West Elgin, within
Elgin County. The bridge locations are shown on
the Project Map, and are listed below:
• Queen Street Overpass
• Little Baptiste Creek Bridge
• Baptiste Creek Bridge
• McDougall Drain Bridge
• Government Drain # 1
® Government Drain # 2
® Government Drain # 3
• Raleigh Plains Drain
• Fleming Creek Bridge — Eastbound Lanes
• Fleming Creek Bridge — Westbound Lanes
The rehabilitation of these bridges is required to
maintain their structural integrity and extend the
service life of highway infrastructure. The 2013-
2017 Ontario Southern Highways Program
identifies the aforementioned ten bridges as a
rehabilitation project to start between 2015 and
2017. Construction timing is subject to the
completion of the Detailed Design Study,
environmental approvals and availability of
funding.
STUDY ORGANIZATION
The study is an undertaking of the Ontario Ministry
of Transportation (MTO). The Project Team is
comprised of staff from MTO and MMM Group
Limited. The study includes the involvement of
local municipalities, government agencies,
concerned interest groups, property owners, First
Nations and Metis communities, and interested
individuals.
ENVIRONMENTAL ASSESSMENT
The Detail Design Study will follow the approved
environmental planning process for Group "C"
projects under the Class Environmental
Assessment (Class EA) for Provincial
Transportation Facilities (2000). Upon completion
of the study, an Environmental Screening
Document (ESD) will be prepared as an internal
record to describe the proposed works and identify
environmental mitigation measures. Group "C"
projects are considered approved under the
Ontario Environmental Assessment Act, subject to
compliance with the Class EA and the application
of mitigation measures where necessary.
Queen Street Overpass, Municipality of
Chatham -Kent
PROPOSED WORKS AND TRAFFIC STAGING
It is anticipated that rehabilitation of these ten (10)
bridges will include: minor concrete patching;
replacement of the deck fascia and the barrier
walls; replacement of the waterproofing and
asphalt; and potential placement of rock
protection. In -water work may be required for
placement of rock protection and construction of a
temporary work platform.
Rehabilitation for each of these bridges will be
completed using two construction stages. A single
lane of Highway 401 traffic will be maintained on
each bridge during construction. At the Queen
Street Overpass, a single lane of traffic will be
maintained on Queen Street during construction. It
is anticipated that construction for the
recommended works will last for 2 construction
seasons.
PUBLIC INVOLVEMENT
The purpose of this brochure is to inform you
about the commencement of this project and
provide an opportunity for your input. We are
committed to proactive consultation with interested
stakeholders and we look forward to your ongoing
interest and participation. Please provide any
comments you may have about this project to one
of the project contacts noted by May 20, 2014.
Comments and information regarding this project
are being collected to assist MTO in meeting the
requirements of the Environmental Assessment
Act. All comments and information will be collected
in accordance with the Freedom of Information
and Protection of Privacy Act. With the exception
of personal information, all comments will become
part of the public record.
WHAT'S NEXT
The Project Team will review and respond to the
comments received. An Environmental Screening
Document will be prepared for the Detail Design
Study, which will document all environmental
impacts and mitigation measures for internal
reference. No public review period will be provided
for this document.