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Agenda - Special General Committee - 20091116SPECIAL GENERAL COMM117EE AGENDA 2010 CAPITAL BUDGET NO.09-27 MONDAY, NOVEMBER 16, 2009 1:00 P.M. COUNCIL CHAMBERS AURORA TOWN HALL PUBLIC RELEASE November 13, 2009 AUi;t,oRA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING CAPITAL BUDGET AGENDA NO. 09-27 Monday, November 16, 2009 7:00 p.m. Council Chambers Mayor Morris in the Chair I DECLARATIONS OF PECUNIARY INTEREST H APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Corporate Services Department be approved. . 111 DELEGATIONS a) Ms Irene Clement, Aurora Community Arboretum Re: 2010 Work Plan IV PUBLIC OPEN SESSION - Opportunity for members of the public to provide input regarding the 2090 Capital Budget V CONSIDERATION OF ITEMS V1 ADJOURNMENT Special General Committee — Capital Budget Monday, November 16, 2009 Page 2 of 2 AGENDA ITEM 1. Memorandum from Acting Financial Analyst/Budget Coordinator pg. 1 Re: Capital Budget —Additional Information Requested at November 7, 2009 Special General Committee Capital Budget Meeting RECOMMENDED: THAT the memorandum regarding Capital Budget — Additional Information be received for information. 2. 2010 Capital Budget Binders Distributed Separately RECOMMENDED: THAT the 2010 Capital Budget be received for information. Sp AUe__n _porymittee - 2010 Capital Budget -November 16, 2009 ITEM # MEMORANDUM Corporate and mancial Services Department Date: November 16, 2009 To: Mayor Morris, Members of Council From: Tracy Pardue, Acting Budget Coordinator Re: Capital Budget Additional Information During the Capital budget meeting that took place on November 7t", there were a few items that the committee wished additional information on. Below, are details on these items. Item #1 Representatives from the Aurora Community Tennis Club presented to council their wish for new lighting. A Capital Budget sheet has been completed for consideration by the budget committee, and is attached. (Attachment #1) Recommendation — That Council include Capital Project #73125 in the amount of $100,000 as part of the 2010 Capital Budget requests and that a funding source be identified. Item #2 The budget committee asked how the 2010 capital budget for road projects compares with past years. Below is budget information from 2007 to 2010. 2007 2008 2009 2010 Budgeted Road Project Expenditures 4,739,486 5,901,018 5,140,616 5,999,530 -1- Special,Geper �omTttit_ I ee - 2010 Capital Budget -November 16, 2009 ITEM # 1-2 yowm uo gaod CoWpaxy Item #3 The budget committee asked for additional information regarding the RlnC Capital Projects. Please see the memo attached for the requested information. (Attachment #2) Item #4 The budget committee requested additional information in regards to Capital project #72073-Replacement of Library Carpet. Below is the information requested. (Attachment #3) Staff has reviewed the project and is adjusting the budget to $15,000 to install carpet tiles in the two meeting rooms only. Staff will also investigate any seam damage that may be occurring in the main common areas. With regard to other flooring materials, the user groups are primarily yoga, pilates and children's programs and the understanding is that these groups prefer the carpet. Cost wise, carpeting is the least expensive material to use and the current carpet has been in use for 9 years. Other materials such as tile or vinyl are some what more expensive and do not create the space conditions that seem to be desired. Item #5 The budget committee requested additional information in regards to Capital project #72103 — Exterior Painting of Architectural Features at 22 Church St. During the rehabilitation of the Church Street School, the consultant recommendations prioritized building envelope, structural and below grade water infiltration. The painting of the architectural roof details was not identified as a must do at that time but was listed as a near term requirement. This work will primarily be completed by in house staff with some contract support for areas requiring specialized safety equipment. Staff -2. Special Ge�alf �Comiftiit� tgp�e - 2010 Capital Budget -November 16, 2009 ITEM # 1-3 jnu re uLlCo`o G�co�H ixu yl recommends this work to be done at this time prior to more deterioration occurring. Delaying the project will increase the probability of increased repair costs due to weather damage. The Scope includes the wood soffit and facia along the rooftop and the wood and metal features of the raised flat roof area. Item #6 The budget committee requested additional information in regards to Capital project #31056-13loomington Sdrd-Bathurst to Yonge Sidewalk/Bikeway Illumination and #31038-Bloomington, Yonge to Bayview Sidewalk/Bikeway Illumination. Please seethe staff recommendation below. Project 31056 is the section of Bloomington from Bathurst to Yonge Street: This will be the first section to be reconstructed. The section of road fronts two schools and it is recommended that the sidewalk and illumination be provided for this area. Project 31038 is the section of Bloomington from Yonge to Bayview. This project is planned for the 2011112 timeframe, however design is proceeding. This project is requested at this time so as to provide commitment of funding for both projects. It could be deferred by one year if council desires to commit the funding to other priorities. It is also requested to keep both projects separate as final need assessments may recommend that full pedestrian is not warranted at this time for this section of road considering the current residential mix and estate lotuses. -3- Special GUVal �Co�Y tee - 2010 Capital Budget -November 16, 2009 ITEM # 1-4 yowmP 1�yoo6Lr�wpamy Item #7 The budget committee requested that staff arrange for a representative from the Arboretum to speak before council as to their plans for 2010 in regards to Capital project #73085-Arboretum. Development. There will be a delegation at the November 16th budget meeting. Ms Irene Clement will be presenting. Item #8 The budget committee requested additional information in regards to Capital project#72091-SARC Dehumidification Glycol Loop. Below are staff comments on this project. This project was identified as an opportunity to use surplus waste heat from the Eco Chill ice plant. Dehumidification of the ice pads is achieved through equipment that is gas fired. This project considers the use of surplus waste heat to offset the natural gas requirements for the dehumidification system. As ice area dehumidification is dependent on seasonal conditions actual costs savings are quite variable, however, the initial estimate is approximately $10,000 on a $290,000 annual natural gas. expenditu re. It is not recommended that this project be brought above the line. -4. Special Gg�nUalf —C ' tqe - 2010 Capital Budget - November 16, 2009 ITEM # 1-5 yDAm Lry good nompawty Item #9 The budget committee requested additional information on an estimate as to how much it would cost to repair the sign at the north end of town and re -locate the sign at the south end. Staff recommends the following; The two entry features are built in place with field, stone bases on a concrete foundation, therefore re -locating the current signs is not an option. Staff will identify potential locations and cost estimates for new signs will be developed and presented at our first opportunity. Item #10 It was `brought to the Budget Committee's attention that a Capital project was going to be added for a Financial Application Upgrade which must take place in 2010. Please see capital project #14050 in the amount of $20,000 which is attached. It will be a project that will be presented above the line. (Attachment #4) Recommendation — That council include Capital Project #14050 in the amount of $20,000 as part of the 2010 Capital Budget requests above the line. Item #11 The Director of Infrastructure & Environmental Services indicated at the November 7"' meeting that Capital Project #72099 could be reduced from $290,000 to $10,000. The motion was referred to the CAO and Director of Corporate & Financial Services to review what projects below the line could be brought above the line. -5- Special Gen e al Comi 'tt 2010 Capital Budget - November 16, 2009 ITEM # 1-6 U1ZOR_ . You.'ruuLCJoocLCotra��.�y - Their recommendations of projects to move above the line are as follows: 1) #73111-Windaham Trail Culdesac Unit Paving Restoration - $40,000 2) #73116-Playground Maintenance Project -Various Locations - $40,000 3) #71055-Portable Welder - $20,000 4) #34126-Replacement of Truck #10 - $30,000 5) #34129-Replacement of 1 Tonne Truck - $58,000 6) #71032-Replacement of Dump Truck - $47;000 7) #71035-Replaement of 1 Tonne Truck - $45,000 Recommendation — That council consider Capital projects 73111, 73116, 71055, 34126, 34129, 71032 and 71035 move above the line as part of the 2010 Capital Budget requests in lieu of Capital project 72099 being reduced from $290,000 to $10,000. Item #12 The budget committee requested that staff bring back a list of projects that could be funded from the Council Discretionary Reserve. The following is a list of potential projects that could be funded from this reserve. 1) #72055-Energy Management and Conservation Building Retrofits - $208,300 2) #72098-Ice Plant Retro-Fits AFLC - $450,000 3) #72096-Re-Glazing of AFLC Pool Windows - $300,000 4) #72091-SARC Dehumidification Glycol Loop - $125,000 Please note that project #72055 is the only project above the line at this time. -6- Special Gepealalr' �C�om"Rritt2010 Capital Budget -November 16, 2009 ITEM # 1-7 'Yowr&G' 60466C wpewy Item #13 The budget committee asked if there were potential substantial savings in regards to Capital Project#13012-Wireless Connectivity Phase 2 being moved above the line to take place concurrently with previously approved Capital Project #14020-Wireless Connectivity Phase 1. The wireless project for Phase I is currently in the tendering stage. Phase I is to design a wireless connectivity network for Town Hall with installation on the ground floor of Town Hall, extending into all common areas, meeting rooms and staff areas. Phase 11 is to extend the project to the balance of the building. Staff acknowledge that some cost savings would occur should Phase I of the project be advanced to be completed all at the same time. However., staff is concerned with the functionality, degree of intended use, and logistics of all elements of the security. ITS staff recommend Phase I as a pilot for evaluation prior to commencing with extending the network into the balance of the building. Prior to awarding the tender for Phase I installation, staff will report to Council with details of the project and,the costs. Accordingly, the Phase II element is recommended to remain below the line on the capital projects list for 2010. Item #14 There is a need to increase the 2010 budget for capital project #81006-2C Secondary Plan Study. It needs to be increased from the previously requested $25,000.00 budget amount to $85,000.00 to cover additional costs that have arisen due to additional services that were not identified in the original proposal. Below is an explanation as to why the project needs increasing. (See Attachment #5) The reason for the increase is twofold. First, as a result of the receipt of a second private official plan amendment application from the landowners east of Leslie Street, staff requested our consultant obtain a cost estimate in order to undertake a peer review of all associated background reports. Second, in response to our initial background work it has been determined that it would be appropriate to undertake a concurrent EA process associated with .the Planning Study currently underway. The EA process -7- Special Ge e_a Comm ' t - 2010 Capital Budget - November 16, 2009 ITEM # YOGr,�YCJL4I.CJDI&OLG CO142j1AAt�/ relates to the requirement under the new EA Act that collector roads and storm water facilities within new growth areas are subject to the EA process. The 2C Secondary Plan Study is the first project of its kind in Aurora since the EA Act. (Attachment #5) Item #15 Parks & Recreation Services has added Capital Project #73126 in the amount of $100,000 for the Parks and Recreation Master Plan Consulting Studies. Upon approval and endorsement of the Master Plan, two critical studies were identified, a Parkland Acquisition Strategy and a Youth Needs Analysis. Both studies would involve the engagement of consultants with recommendations presented to LSAC and Council for approval. As previously presented, staff recommends that this project is to be funded $90,000 DC's and $10,000 Cash in Lieu -Parklands. (See Attachment #6) Recommendation — That council consider Capital project#73126 in the amount of $100,000 as part of the 2010 Capital Budget requests above the line. WO Special General Committee - 2010 CaplJPW&9"YfiQ%efmber 16, 2009 Capital Projects AIJ*ME#T 14 - 9 Project 173126 McMahon Park Tennis Lighting Upgrade Department 1Leisure Services Version JDraft 2 Year 2010 R list nl= nnit rtnniss- D z 1-7 UE En --- --- M T"N ------ To upgrade the level of tennis court lighting, al1 Increase night time court illumination levels by 100%. Increased level of service for semi private municipal tennis facility. Increase user satisfaction and quality of tennis play. r, i al 'I M Mg- 46, Aurora Community Tennis Club has requested an increased service level associated w ith the Tennis Court Illumination system. This requested up- grade W ill effectively double the level of lighting currently in place at Mckbhon Park. This upgrade w ill require the replacement of all existing lighting equipment including the underground electrical cabling. It should be noted that doubling the level of lighting w Ill resul(in additional ambient light being generated in this location. This could potentially be interpreted by neighboring residents as an undesirable affect on their properties. Consultation with the neighboring residents should be included in the process in the event that this project is approved- Staff recommend this project be further explored during 2010 and in negotiations w ith the club, be reconsidered for 2011. Mi n 1i M.M.1, oil, M, MMU-1 _n_ "a nn NUP, A�iss '1V;;s1t13H rM lin., — n,:R M ;Leja! 9bl49T'm "a Direction 0 !Growth Related 0 External Funding 0 ! Gplact of Deferral ,!Mpson 9R95kes." 0 L J :Related to Service Levels Expenditures Estimated Expenditures CONTRACTS Expenditures Total null 100,000 100.000 0 inn— 5=:N,einn—n.zotrinlniN4 i Iam ­iMt 4ki i-I ...._.­ . — ­ ini:nnin .. . ......... Wz Page No.: I SpecaUe� o�mittee - 2010 Capital Budget - November 16, 2009 A41 ybwre is good, Cowp."Y MEMORANDUM Corporate and Financial Services Department Date: November 9, 2009 To: Mayor Morris, Members of Council From: Laura Sheardown, Cash Flow and Investment Coordinator Re: RInC Projects — Additional Information The RInC Program The Recreation Infrastructure Canada grant program (RInC) was announced on May 11, 2009, to assist municipalities, as well as other non-profit groups, to rehabilitate, retrofit, enhance or repair existing indoor or outdoor recreation facilities, including 'bricks and mortar' facilities. Seven applications for the RInC funding program were submitted by staff, four of which were approved for funding by the program administrators. The four projects, (total project value and town portion) which have been approved for funding pending execution of contribution agreements are as follows: Protect Value Town Share 1. Parks Infrastructure Reconstruction —various $946,687.50 $316,562.50 2. Sheppard's Bush Infrastructure Replacement $612,562.50 $204,187.50 3. Aurora Community Centre Arena Improvements $402,187.50 $134,062.50 4. Confederation Park Rehabilitation Works $124 987.50 $ 41,662.50 Total value of projects approved for RInC funding $2,086,425, Town: $695,475 Included within the approved funding amounts, under the RInC program are two calculated provisions: one for Project Management at 12,5% of the estimated costs and the second for a Contingency amount of 10% of the estimated expenditures, including the project management. Most of the items included in the various grant projects were scheduled to be completed either in the last few years or the next couple. However, some of the pieces were included in order to leverage this opportunity to replace some equipment currently utilized at certain facilities with much more energy efficient units at only one. third of the entire cost. -10- Special G qI oirr_too - 2010 Capital Budget - November 16, 2009 ITEM # 1 -11 yowre irrynnd Conxixuiy 1) Parks Infrastructure Reconstruction (2010 Capital Budget Project #73108) This project was designed to address a variety of issues that need repair or replacement in various parks around town. Activities include pathway paving, replacement of fencing, wooden bleachers, playgrounds and drainage systems as well as the renovation of park washrooms. Funding Request Breakdown Location Project Description Gross Cost Year Originally Scheduled Lambert Wilson Park Pathway Paving 100,000 2006 Replace backstop fencing 40,000 2009 Bleachers 70,000 2009 Playground 75,000 2009 Fleury Park Washroom Building 200,000 2012 McMahon Park PIa round 60,000 1995 Harmon Park Plgrg ound 55,000 1995 Craddock Park Install Drainage System 45,000 2007 Machell Park Install Drainage System 45,000 2007 Pathway Pavin 35,000 2007 Various Park Benches 40,000 various Subtotal1 765,000 Project Management (12.5o/0) 95,625 Contingent 10a/a) . 86,063 Total _ 946,688 2) Sheppards Bush Infrastructure Replacement (2010 Capital Budget Project #73109) This project includes the paving of a gravel lot, which is heavily used by,not only a public park, but is also utilized for a sports field location. Other items included in this request are the replacement of wooden fitness stations that are more than 25 years old and badly aged as well as the replacement of cedar rail fencing which is deteriorated and collapsed in several locations. - 11 - Special G e al C� omrintt 2010 Capital Budget - November 16, 2009 ITEM # 1 -12 �U1ZOR�i, Funding Request Breakdown Location Project Description Gross Cost Year Originally Scheduled Sheppards Bush of Parking Lot 150,000 2006 _Paving Fitness Trail 25,000 2003 Lakeview Trail Cedar Rail Fencing 320,000 2008 Subtotal 495,000 Project Management (12,5%) 61,875 Contingency (10%) 55,688 Total 612,563 3) Aurora Community Centre Arena Improvements (2010 Capital Budget Project #72107) The repair and or replacement of several items within the arena are to be covered by this project. Replacements include the de -humidification system, spectator seating and several major components of the sound system, while repair included. the ceiling and metal structure contained within.. Funding Request Breakdown Location Project Description Gross Cost Year Originally Scheduled Aurora Community Centre Arena Dehumidification System 150,000 n/a Spectator Seating 120,000 2007 Sound System 25,000 2007 Ceiling Repair & Painting 30,000 2007 Subtotal 325,000 Project Mana ement 12.5% 40,625 Contingency (10%) 1 36,503 Total 1 402,188 -12- Special G�UI,�Cof Corn - 2010 Capital Budget -November 16, 2009 ITEM # 1 - 1S ,you.'re icc1 yo�`od�ioimcpKaky 4) Confederation Park Rehabilitation (2010 Capital Budget Project #73110) Replacement of aging infrastructure at Confederation Park was addressed in the last project. The infrastructure that was identified for replacement includes the completion of the pathway paving, replacement of the aging shade structure as well as the installation of bleachers for the baseball diamond. Funding Request Breakdown Location Project Description Gross Cost Year Originally Scheduled Confederation Park Completing of pathway paving 35,000 2010 Shade Structure 60,000 2002 Bleachers 6,000 2003 Subtotal 1 101,000 Project Management 12.5% 12,625 Contingency (10%) 11,363 Total 124,988 Projects Not Approved Under the RInC Program Three other projects were submitted under the RInC program, however they were not approved. The projects were as follows: - Stronach Aurora Recreation Complex Improvements Location Project Description Gross Cost Stronach Aurora Recreation Complex Dehumidification Glycol Loop _ 120,000 Soft -started Motor and Variable Frequency Drive_ 30,000 Upgraded Building Automation Software 3,000 Subtotal 153,000 Project Management (12.5%) 19,125 Contin enc 10%) 17,213 Total 189,334 -13- Special Gepe l CC�om tt- 2010 Capital Budget- November 16, 2009 ITEM # 1 - 14 you're,1r Good, "MPAV - Aurora Family Leisure Complex Arena Dehumidification System Location Project Description _ Gross Cost Aurora Family Leisure Complex Arena Dehumidification System _ 150,000 Subtotal 160,000 Project Management 12.5% 18,750 Contingency (10%) 16,875 Total 185,625 - 56 Victoria Street Improvements Location Project Description Gross Cast, 56 Victoria Street Re -design, remove and re -install HVAC system 500,000 Remove and re -install flat roof structure Patch and paint walls Carpeting Energy Efficient lighting and plumbing fixtures Energy Efficient Windows Recommissioning Elevator System Subtotal 500,000 Project Management (12.5%) 62,500 Contingency (10%) 56,260 Total 618,750 -14- Special General Committee - 2010 CalUfl Member 16, 2009 A I 1 'NEUT'#,315 Project Department Version Improve building conditions. Improve conditions for patrons and groups permitting the meeting rooms. Staff recermlends removing and replacing the rolled carpet at the Library meeting rooms w ith a high quality carpet tile. The carpet in the meeting rooms requires replacement due to large volumes of patrons using the common area of the library and permitting and programming of the meeting room spaces. Patterns of w ear have developed causing discoloration and some areas present a potential trip hazard. Carpet tile w ill allow for removal and re -install in specific areas without full carpet removal. al Obhation health and Safely 10 . Support Approved Town Programs( Direction 04�, Growth Related y ,EMernal Fundm 0 6 -- 4Related to Service Levels 3 Expenditures Estimated Expenditures OPERATING MATERIALS Expenditures Total Funding Discretionary Reserves MUNICIPAL CAPITAL Funding Total 15,000 (15.000) (15,000) - 15 - Page No.: 1 Special General Committee - 2010 CapitaTfflW fJggtg1A(y�qember 16, 2009 ITEM # 1 - 16 Capital Projects Project 172073 Replacement of Library Carpet Department IPublic Works Version I Draft 2 Year CADocuments and SettingsWaron kannazyfyWy Documents42009 Capitatll.ibrary Carpet 005.jpg - 16 - Page No.: 2 Special General Committee - 2010 Capitif0lbodg MINOVember 16, 2009 Capital Projects A]YE W4-1 #47 Project 114050 Financial Application Upgrade Department Financial Services Version Draft 2 Year Mff 7 To upgrade the financial application (iQty) to the next version before December 2010. . ---- ��.-� V M _ _x_ Upgrading to the next version will provide continued support for the Corporation's financial application. The primary driver for the upgrade is the current version will not be supported by the vendor after. December 2010. This upgrade w ill require IT resources for project planning, migration to the next version, security for user rights, and coordinating staff training etc. Le al Obli ation __,,_ W _ ,; T.__.. Health and Safety 0 Support Approvod Town, Programs/ Direction . 4. 0 Growth Related . _ .:........ .. .. .. „,.. .... �.W External Funding < 0 . Impact of Deferral e ',elated to Service Levels 0 1 Expenditures Estimated Expenditures CONTRACTS Expenditures Total Funding Other Financing CONTRIBUTION FROM GENERAL Funding Total 2.0,000 20,000 (20,000) (20,000) (20,000) (20.000) -17Page No.: 1 - Special General Committee - 2010 Capitz4gMly�f!IWf4ember 16, 2009 Capital Projects .,. Project Department Version �.;�,�_�- �.� .�,,: _�.=DescYl I h �, �� �,v,�� mow..==_�•�-`'.�> Undertake a Secondary Plan for the 2c area. Will include detailed landuso plan, urban design guidelines, servicing plans, storm water management and transportation plans. This will begin the process to bring these lands forward for development in the post 2012 timoframe and include the 404 frontage or ploymenl lands - Will result in a potential avoidance of an OMB hearing dealing with appeals on parts of the lands. Environmental studies (Natural Heritage Study) have been corrpleted as part of previous Growth Management Study for the incorporation of 2C lands w ithin the urban boundaries of the Town by Regional Official Plan Amendment. The cost of not proceeding is mainly associated with OMB expenses to defend a project that has been justified in a public staff report. "- Expenditures _ Estimated Expenditures CONSULTING CONTRACTS Expenditures Total Funding Other Financing CONTRIBUTION FROM GENERAL Discretionary Reserves CONTRIBUTION FROM Obligatory Reserves Funding Total 15,000 15,000 70,000 70,000 (2,500) (2,500) (2,500) (2,500) (6,000) (6,000) (6,000) (6,000) 18- Page No.: 1 - Special General Committee - 2010 CapitaTAk*dq6tember•16, 2009 ITEM # 1 - 19 Capital Projects Project Department Version Funding Obligatory Reserves DEVELOPMENT CHARGES Funding Total - 19 - Page No.: 2 Special General Committee - 2010 Capitfflol gfbAwf*"ember 16, 2009 Capital Projects Project 73126 Parks and Recreation Master Plan Consulting Studies Department Leisure Services Version JDraft 2 Year 2010 Upon approval and endorsement of the Parks and Recreation Master Ran, two critical studies were identified. One is a Parkland Acquisition Strategy and the other is a Youth Needs Analysis. Both studies would involve the engagement of consultants with recommendations preconted to LSAC and Council for approval. r. v -a- s. 1s, an,.c _;<.. 10JJ;ii`i 3�.;x�k � . Su»ppoa Approved Town Programs/ Direction 0 Growth Related 0 External Funding _ 0 'Impact of Deferral 0 + ,Impact on Operations_.. -_ . 0 r_ _..... ... ... Rnlofad in Cen.i.•c I mmlo n = • Expenditures ' Estimated Expenditures CONTRACTS Expenditures Total Funding Obligatory Reserves CIL PARKLAND CONTRIBUTION DEVELOPMENT CHARGES Funding Total 100,000 100,000 100,000 100,000 (10,000) (10,000) -20- Page No.: 1 Special General Committee - 2010 CapitaT(WdIOfAAfWWember 16, 2009 ITEM # 1 - 21 Capital Projects Project Department Version .29. Page No.: 2 ADDITIONAL ITEMS TABLED FOR SPECIAL GENERAL COMMITTEE CAPITAL BUDGET MEETING Monday, November 16, 2009 ➢ Additional Information Regarding Hydro Funds: Past Uses and Recommendations for 2010" (To be handed out at meeting) ➢ Updated Summary of Capital Projects