AGENDA - Special General Committee - 20040209TOWN OF AURORA
SPECIAL GENERAL
COMMITTEE AGENDA
WORKING SESSION
PROPOSED SENIORSIENTRE
NO, 04-04
MONDAY FEBRUARY By 2004
7:00 pm
ROLLAMD ROOM
AURORA TOWN BALL
PUBLIC RELEASE
06/02/04
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING
AGENDA
NO. 04-04
Monday, February 9, 2004
Mayor Jones in the Chair.
I DECLARATIONS OF PECUNIARY INTEREST
H APPROVAL OFAGENDA
RECOMMENDED:
THAT the content of the Agenda as circulated by the Corporate Services
Department be approved as presented.
III ITEM FOR DISCUSSION
IV ADJOURNMENT
Special General Committee Meeting No. 04-04 Page 2 of 3
Monday, February 9, 2004
AGENDA ITEM
LSO4-004 - New Seniors Centre - Space Program Finalization/ (pg.')
Budget Update
RECOMMENDED:
Presentation of the Project Manager
THAT, the presentation by the Project Manager outlining the
revisions to the Schematic Building Design and the cost analysis be
received; and
Overall Facility Components
THAT, as previously endorsed by Council, that the facility contain a
dedicated space for seniors and a permitted space for the
community within a 14,000 square foot structure; and
Determination of Options
THAT, with respect to the overall area of the facility, the Committee
determine:
whether the Schematic Design is to contain a workshop area
of approximately 700 additional square feet; and
ii) whether the facility is to include the functionality necessary
to operate as an Emergency Operations Centre plus
Emergency Evacuation Centre to serve the Town; and
4. Undertaking of Design Phase
THAT, based on the determinations made with respect to
Recommendation #2 above, and the option in Recommendation #3
above, the Project Manager be authorized to complete the
Schematic Design Phase, finalize the space program; update the
preliminary building budget accordingly and proceed with the
recommendation to recruit a Project Architect to undertake final
design; and
5. Financial Implications
THAT, Council provide general direction as to the overall approach
they wish to take with respect to the fundraising component for the
project in order that this aspect can be incorporated into the
detailed funding analysis to be undertaken and the potential
partners with the Centre's operation; and
Special General Committee Meeting No. 04-04 Page 3 of 3
Monday, February 9, 2004
6. Confirmation of Conditional Consent to Proceed with Design Phase
THAT, the Committee confirm that the authorization as set out
above to proceed with the design stage of the facility as approved
in the 2003 capital budget is not consent to proceed with
construction and that the construction stage of the facility continues
to be subject to the approval of the 2004 capital budget; Council's
satisfaction with the additional budget information to be provided by
the Architect through the design stage and financing information
from operating and capital perspectives.
AGENDA rrEM # I
e �vn of y4ro TOWN OF AURORA
EXTRACT FROM GENERAL COMMITTEE MEETING
A PNce NQ're Pmd b Ca41Mie.
NO. 04-03 HELD ON TUESDAY, FEBRUARY 3, 2004
LSO4-004 - New Seniors' Centre - Space Program Finalization/Budget Update
Moved by Councillor Hogg
Seconded by Councillor West
THAT two working sessions, with Members of Council, staff and consultants
in attendance, be convened to discuss, in an informal public setting, all the
outstanding issues surrounding the proposed Seniors' Centre and the
proposed Recreation Complex. The working session to discuss the Seniors'
Centre is to be held on Monday, February 9, 2004 at 7:00 p.m. in the Holland
Room. The working session to discuss the proposed Recreation Complex is
to be held on Thursday, February 12, 2004 at 7:00 p.m. in the Holland
Room.
CARRIED
Moved by Councillor West
Seconded by Councillor Vrancic
THAT the presentation be received and Report LSO4-004 be deferred to the
Special General Committee Working Session on Monday, February9, 2004.
000001
TOWN OF AURORA
GENERAL COMMITTEE REPORT No. LSO4-004
SUBJECT: New Seniors Centre — Space Program Finalization/Budget Update
FROM: Allan D. Downey, Director of Leisure Services
DATE: February 3, 2004
RECOMMENDATIONS
1. Presentation of the Proiect Manager
THAT, the Presentation by the Project Manager outlining the revisions to the Schematic
Building Design and the cost analysis be received; and
2. Overall Facility Components
THAT, as previously endorsed by Council, that the facility contain a dedicated space for
seniors and a permitted space for the community within a 14,000 footz structure; and
3. Determination of Options
THAT, with respect to the overall area of the facility that the Committee determine:
i) whether the Schematic Design is to contain a workshop area of approximately 700
additional square feet; and
ii) whether the facility is to include the functionality necessary to operate as an EOC
plus Emergency Evacuation Centre to serve the Town; and
4. Undertaking of Design Phase
THAT, based on the determinations made with respect to Recommendation #2 above,
and the option in Recommendation #3 above, the Project Manager be authorized to
complete the Schematic Design Phase, finalize the space program; update the
preliminary building budget accordingly and proceed with the recommendation to recruit
a Project Architect to undertake final design; and
5. Financiallmolications
THAT, Council provide general direction as to the overall approach they wish to take
with respect to the fundraising component for the project in order that this aspect can
be incorporated into the detailed funding analysis to be undertaken and the potential
partners with the Centre's operation; and
6. Confirmation of Conditional Consent to Proceed with Design Phase
THAT, the Committee confirm that the authorization as set out above to proceed with
the design stage of the facility as approved in the 2003 capital budget is not consent to
proceed with construction and that the construction stage of the facility continues to be
subject to the approval of the 2004 capital budget; Council's satisfaction with the
additional budget information to be provided by the Architect through the design stage
and financing information from operating and capital perspectives.
00000
February 3, 2004 - 2 - Report No. LSO4-004
BACKGROUND
The Schematic Design for the proposed new seniors centre was last considered by Council
on October 28, 2003. The following extract sets out the result of the deliberations taking
place at that time:
THAT Council receive the report of the Project Manager, Grey -Noble Associates Inc. and
endorse the Schematic Building Design for a new Seniors Centre estimated at 14,000
square feet; and
THAT Staff and Project Manager continue to refine the Schematic Design with the input of
the Seniors Steering Committee; and
THAT Council direct staff to authorize the Project Manager to proceed with the preparation
of an RFP and short-list for Architectural Services for the preparation of final Design and
Tender documents; and
THAT Council endorse the strategy to host a Public information Night to update the
community on the status of the project and to explore other community and/or joint use
opportunities regarding the future operation of the Seniors Centre; and
THAT Council receive the Draft Project Timetable for the construction of the facility subject
to the approval of the 2004 Capital Budget.
The main motion was ADOPTED
As a result, the process to select an Architect was commenced. A report recommending a
short list of firms responding to the Request for Proposal was approved by Council on
December 16, 2003. Interviews are completed and a recommendation regarding award is
pending.
As well, a Seniors Open House was held on November 27, 2003, followed by a community
input meeting that evening. The comments arising from the session with the seniors and
the public were assimilated into the revision made to the Schematic Building Design.
The Project Manager has also met with representatives of CHATS to discuss the possibility
of partnership in the facility design to accommodate their operation and share common
areas.
The Building Committee has met with the Fire Chief to discuss the need and requirements
for an Emergency Operations Centre and its compatibility with the facility design. The
Town is required to maintain an Emergency Operations Centre. Staff have recommended
this proposed location due to its proximity to Town Hall and the associated support areas
associated with the Seniors Centre.
If this location is not selected, the Fire Chief recommends that an Emergency Operations
Centre be considered in the design of the new Fire Hall slated for construction in 2005.
UU0003 ..../3
February 3, 2004 .3. Report No. LSO4-004
COMMENTS
With the approval of the Culture and Recreation Master Plan on September 23, 2003 by
Council a service level was identified to service the needs of our seniors population.
Council identified the construction of a senior's facility as a priority item.
The facility proposed is approximately 14,000 ft2 which ultimately satisfies this approved
service level. The present centre is approximately 4,000 ft2 and the proposed new centre
provides excess capacity enabling growth of the senior's membership and an expansion of
their present programming.
The proposed facility recognizes this excess capacity and has identified two (2)
components of the centre as dedicated space for the seniors and permitted space for the
community, however priority for this space will be given to the seniors. It is anticipated, that
as the seniors membership grows and their programming needs increase that they will
expand their dedicated space in the facility, occupying the entire facility at ultimate
population growth.
During the development of the detailed Schematic Design a numberof meetings were held
with specific seniors user groups, the public at large and potential partners.
The list of potential partners for the centre included an emergency operations centre,
computer training, CHATS day program, the Arboretum and the Bridge Club.
The Project Manager presented these potential partners to the Seniors Centre Steering
Committee for their comment. Their comments are attached as Appendix "A". Council is
requested to determine which partnerships staff should incorporate into the final design set
out in Recommendation #3.
OPTIONS
The Schematic Design has indicated that a workshop is attached to the 14,000 ft2 facility
as an option. It has a proposed area of 700 ft2 and has been requested by the Seniors
Steering Committee as an optional programming opportunity.
The workshop represents an additional capital cost of $100,000 and may be partnered with
the Town to house our in-house carpenter.
The Seniors Building Committee has requested that if Council does not recommend an
increase floor area to accommodate the workshop that, they be given an opportunity to
review the program space allocation to perhaps incorporate a workshop within the 14,000
ft2 footprint.
The Steering Committee requested that Fire Chief Molyneaux attend our December 12,
2003 meeting to discuss issues related to an Emergency Operations Centre. The
Schematic Design was presented to the Chief to assist him in evaluating the compatibility
of providing the infrastructure necessary to provide an Emergency Operations and
Evacuation Centre for the Town. n00nn4
�llr 14
February 3, 2004 - 4 - Report No. LSO4-004
The large multipurpose room and associated adjacent activity rooms as well as access to
kitchen and washroom facilities and proximity to Town Hall were able to satisfy their needs
for the EOC. Staff have attached a letter from the Fire Chief indicating his agreement with
this location (see attached Appendix "B").
Council may also wish to consider the inclusion of CHATS (Community Home Assistance
to Seniors) as a potential partner during the design and construction of the Seniors Centre.
Although the operations of CHATS and the proposed programming of the Seniors Centre
are not ideally compatible due to similar space requirement at similar times, CHATS feels
that an integration opportunity exists and would be unique to Aurora and a model for other
Centres.
CHATS specific requirements are in excess of 5,000 feet' and would require an increased
footprint to 19,000 feet' to accommodate their needs. They have expressed a desire to
explore a long-term partnership opportunity with the Town on a cost neutral basis.
CONCLUSIONS
The Schematic Design for the new seniors centre has evolved from the establishment of
priority service areas by Council to the pointwhere a project manager has been engaged, a
series of consultations with the public and user groups has been conducted, an architect
recruitment commenced and schematic building design has been refined.
Decisions to finalize the centre's program and the establishment of the resultant
construction budget are now necessary if the desire to commence construction this year is
to be achieved.
FINANCIAL IMPLICATIONS
Staff have attached the 2004 Capital/Operating budget sheet. The operating estimates for
2005 anticipate a June 1st opening date with full operation in 2006.
LINK TO STRATEGIC PLAN
Goal "A" speaks to maintaining a well -managed and fiscally responsible municipality.
ATTACHMENTS
1. Appendix "A", Letter from Glyn Jones, Aurora Steering Committee, January 8, 2004.
2. 2004 Operating/Capital Budget Sheet.
3. Appendix "B", Letter from Central York Fire Services, Fire Chief Molyneaux.
4. Presentation by Project Manager.
00 " /5
00
February 3, 2004 - 5 - Report No. LSO4-004
PRE -SUBMISSION REVIEW
Management Team Meeting, Wednesday, January 28, 2004.
Prepared by. Allan Downey, Director of Leisure Services, Extension 4752
AL AN D. DOWNEY
Director of Leisure Services
000006
APPENDIX "A"
Aurora Senior's Centre Steering Committee (New Facility)
Response to Potential Partner Proposals
Emergency Operation Centre (EOC)
• The requirements of a back-up EOC for the Town of Aurora, as we understand
them, could be readily accommodated within the current conceptual floor plan for
the new Senior's Centre with minimal cost impact, other than for the provision of
an emergency generator and associated enclosure.
• We would expect the incremental extra costs involved in providing appropriate,
secure, computer systems and hardware, additional dedicated phone system, back-
up and emergency power (including emergency generator) to be funded out of a
separate source of funds other than the Senior's Centre budget,
• A one day, yearly, functional test of the EOC equipment could, on the face of it,
be readily scheduled into the ongoing operation of the Seniors Centre.
Computer training for Town staff
• Having training sessions for town staff in the Senior's Centre computer room
appears to be eminently feasible.
• Ultimately we would need to know the frequency and duration of such sessions so
as to ensure that there are no undue conflicts or restrictions on the use of the
computer room by the seniors themselves.
• The need for any additional computer hardware or software and the security of
same would need to addressed should this initiative proceed.
CHATS day program
• The 5,720 sq.fl, of dedicated space and facilities required by the Chats program
clearly cannot reasonably be accommodated within the current plans and budget
for the new Senior's Centre.
• A number of our members have expressed concerns about the compatibility of the
Chats program with the mandate and programs of the Senior's Centre.
• The Town may want to consider the existing Senior's Centre (Old Fire Hall) as an
appropriate location for the Chats program.
Arboretum
The following requirements of the Arboretum group can seemingly be
accommodated within the new Senior's centre.
• An easily accessible display area for their Project and to honour their patrons
and donors.
• Access to one of the offices for ongoing administrative activities and the
allocation of space for a dedicated storage cabinet for records.
• Use of a meeting room for monthly directors meetings and annual membership
meetings.
• Use of a meeting room for educational purposes and conducting tours. We
would, however, need to better understand the frequency of such use of meeting
1,
00000'7
rooms so as to be assured that the Arboretum's use of the facility does not
conflict with use of the Centre by the Senior's themselves.
• Consideration should be given to the Arboretum group making a contribution to
the ongoing operational costs of the new Centre if they make use of it's
facilities.
• It may be possible to provide a storage area for their maintenance equipment if a
basement is incorporated into the new Centre. Regardless, any such provision of
a dedicated storage area for equipment would require separate funding.
Bridge Club
It is our understanding that the bridge club is not interested in any formal
partnership arrangement at this time but would be interested in being a regular user of the
games rooms and facilities in the new Centre. The club may want to revisit this issue
once it's recent change in leadership is established.
Prepared by Glyn Jones on behalf of Aurora Senior's
Centre Steering Committee
January 8th, 2004
AI IAt;HMtNI -L
TOWN OF AURORA
Department Priority: 4
2004 CAPITAL BUDGET
LSAC Priority: #
ANALYSIS BY PROJECT
DEPARTMENT: Leisure Services Department ACCOUNT NO.
PROJECT:- New Seniors Centre (John West Way)
PURPOSE: To construct a new Seniors Centre (approximately 14,000 square feet) with
associated parking and access.
PERFORMANCE/ACTIVITY MEASURES
INCREASE (DECREASE
Construction of the facility will achieve desired service level standards approved by Leisure Services
Advisory Committee as part of the Culture and Recreation Master Plan update.
EFFECT ON FUTURE OPERATING BUDGETS 2004
2005
2006
INCREASE (DECREASE)
PROGRAMS - (Operating Expenses Net Cost) $ 0
$ 26,730
$ 43,350
SALARIES - (Operations) $ 0
$ 28,814
$ 61,232
OTHER COSTS - (Operations) $ 0
$ 9,900
$ 24,200
REVENUES $ 0
$( 3.0001
$10 000
TOTAL $ 0
PROJECT COST/FINANCING
TOTAL PROJECT COST
$_�
FINANCING:
CURRENT LEVY $ 0
$ 0
$ 0
GRANTS $ 0
$ 0
$ 0
RESERVE FUND - DCA Reserve Fund $1,300,000
$ 0
$ 0
OTHER - Municipal Capital $ 800,000
$ 0
$ 0
- Culture & Recreation Master Plan $ 450,000
$ 0
$ 0
- Donations —Grants $ 250,000
$ 0
$ 0
TOTAL FINANCING $
$
$ Q
EXPLANATIONSMIGHLIGHTS:
■ Estimated Construction Costs $2,100,000 (Dennis Tanaka)
■ Soils Contingency, Servicing, Grading $400,000
■ Furniture $100,000
■ Architect Fees $200,000 000009
Central York Fire Services
Office of the Fire Chief
984 Gorham Street, Newmarket, Ontario L3Y 1 L8
Emergency 9-1-1 Administration 905 895 9222 Fax 905 895 1900
January 29, 2004
Mr. Al Downey
Director of Leisure Services
Town of Aurora
100 John West Way
Aurora, Ontario
A) -
Dear Mr�9owney:
Thank you for opportunity to attend the project meeting on the new senior's
centre on December 12, 2003. It gave me the chance to view the concept plan
and to make comments on the emergency planning component of the building.
After viewing the plan, I am confident that the area designated for use as the
Emergency Operation Centre will meet the requirements of the Emergency Plans
Act, which states that every municipality shall have an Emergency OperationS
Centre..
Other areas of the building will be suitable as a reception centre for persons
displaced because of an emergency. There is flexibility in the use of this building
as rooms can be set up to meet the particular requirements of the emergency at
hand.
Work will need to continue on the planning of backup power generation and
telephone technology to ensure sustainability, and I would be happy to work with
your team in this regard.
I look forward to the construction of this facility and I am confident that it will be a
functional facility in the event of the activation of our new Emergency Plan.
incerely,
Jci in� olyneaux
Fire Z) i f
EmergP1ans/AuromE0C001 /JM
PROUDLY PROTECTING THE COMMUNITIES OF AURORA AND NEWMARKET
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