MINUTES - General Committee - 20140107
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE
JOINT OPERATIONS CENTRE MEETING REPORT
Council Chambers
Aurora Town Hall
Tuesday, January 7, 2014
ATTENDANCE
COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Buck (arrived
7:11 p.m.), Ballard, Gaertner, Gallo, Humfryes, Pirri, and
Thompson
MEMBERS ABSENT None
OTHER ATTENDEES Chief Administrative Officer, Deputy Clerk/Manager of
Administration, Director of Corporate and Financial
Services/Treasurer, Director of Infrastructure and
Environmental Services, and Council/Committee
Secretary
The Chair called the meeting to order at 7 p.m.
1. DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE
THEREOF
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
2. APPROVAL OF THE AGENDA
General Committee recommends:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved.
CARRIED
3. DELEGATIONS
(a) Ilmar Simanovskis, Director of Infrastructure and Environmental Services
Re: Item 1 – IES14-001 – Joint Operations Centre – Pre-tender Scope and
Budget Approval
Mr. Simanovskis provided a status update of the Joint Operations Centre project
including background and recent activities, the class estimate process, project
statistics, site plan, project budget status, construction budget pressures, and project
cost pressures. He presented the eleven additional items to be reviewed by Council
for consideration in the project and the suggested recommendations for each option.
Special General Committee – Joint Operations Centre Meeting Report
Tuesday, January 7, 2014 Page 2 of 4
4. CONSIDERATION OF ITEMS
1. IES14-001 – Joint Operations Centre – Pre-tender Scope and Budget
Approval
General Committee recommends:
THAT Additional Item 1, Drive In Shed, in the amount of $482,600 be included
in the tender as an optional item, with funding approval to be confirmed at
time of tender award.
CARRIED
Councillor Buck left the meeting at 9:31 p.m.
General Committee recommends:
THAT Additional Item 2, Heritage Building Material Storage Area, in the
amount of $151,000 be included in the tender as an optional item, with
funding approval to be confirmed at time of tender award.
CARRIED
Councillor Gallo left the meeting at 9:40 p.m.
General Committee recommends:
THAT Additional Item 3, Covered Vehicle Storage Area, in the amount of
$592,300 be included in the tender as an optional item, with funding approval
to be confirmed at time of tender award.
CARRIED
General Committee recommends:
THAT Additional Item 4, Third Floor Shell Space, in the amount of $940,800
be included in the base project.
CARRIED
General Committee recommends:
THAT Additional Item 5, Full Back-up Generator, in the amount of $434,000
be included in the base project.
CARRIED
General Committee recommends:
THAT Additional Item 6, IT Disaster Recovery Centre Equipment, in the
amount of $130,000 be included in the tender as an optional item, with
funding approval to be confirmed at time of tender award.
CARRIED
General Committee recommends:
THAT Additional Item 7, Paper Records Archives Area, in the amount of
$281,000 be deleted as a consideration at this time.
CARRIED
Special General Committee – Joint Operations Centre Meeting Report
Tuesday, January 7, 2014 Page 3 of 4
General Committee recommends:
THAT Additional Item 8, Rain Water Harvesting System, in the amount of
$47,800 be included in the base project.
CARRIED
General Committee recommends:
THAT Additional Item 9, LED Lighting in Garage Bays, in the amount of
$103,500 be included in the base project.
CARRIED
General Committee recommends:
THAT Additional Item 10, Green Roofs, in the amount of $82,500 be included
in the base project.
CARRIED
General Committee recommends:
THAT Additional Item 11, LEED Certification process only (LEED design/build
elements remain), currently included in the base estimate in the amount of
$95,500 remain in the base project.
CARRIED
It was agreed to vote on each clause of the main motion separately.
General Committee recommends:
THAT Council approve the project base scope and budget of $18,971,000 for
capital project 34217.
CARRIED
General Committee recommends:
THAT Council provide direction on the options to be included in the project
and the base budget be adjusted to reflect the total budget of the approved
options.
CARRIED
General Committee recommends:
THAT project 34217 proceed with finalization of the design documents and
tendering.
CARRIED
General Committee recommends:
THAT report IES14-001 be received.
CARRIED
Special General Committee – Joint Operations Centre Meeting Report
Tuesday, January 7, 2014 Page 4 of 4
2. CFS13-047 – Debt Financing the Joint Operations Centre Construction
Project
Councillors Ballard and Gaertner left the meeting at 10:26 p.m.
General Committee recommends:
THAT the Procedural By-law be waived to extend the hour.
CARRIED
General Committee recommends:
THAT report CFS13-047 be received; and
THAT Council authorize the Treasurer to arrange a construction financing line
of credit with Infrastructure Ontario at prevailing interest rates and terms for an
upset limit of the final budget for the Joint Operations Centre project as
approved by Council and as may be adjusted by Council from time to time
prior to or during the construction period; and
THAT the necessary by-law(s) be presented to Council to authorize same; and
THAT the Mayor and Clerk, or the Treasurer, are authorized to execute any
and all documents and agreements necessary for same, including any
required to arrange for the necessary approvals from York Region; and
THAT the Treasurer is authorized to draw upon the construction financing line
of credit to fund each progress payment made to the general contractor to be
selected by the Town; and
THAT upon completion of the project, and all costs being finalized, that the
Treasurer report back to Council with long term debt financing options and
recommendations to refinance the above construction line of credit.
CARRIED
5. ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 10:43 p.m.
CARRIED
GEOFFREY DAWE, MAYOR CINDY MAHER, DEPUTY CLERK
THE REPORT OF THE SPECIAL GENERAL COMMITTEE – JOINT OPERATIONS
CENTRE MEETING OF JANUARY 7, 2014 RECEIVED FINAL APPROVAL BY COUNCIL
ON FEBRUARY 25, 2014 AS AMENDED.