Loading...
HomeMy WebLinkAboutCOD-005-10Clar~tgton Leadiag the Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: February 22, 2010 Resolution #:6~pR - /35- / (} Report #: COD-005-10 File #: By-law # .~0/~°~.-'a'O/~'a/ Subject: JOHN HOWARD SOCIETY -LEASE EXTENSION COMMUNITY LIVING OSHAWA / CLARINGTON -LEASE EXTENSION 132 CHURCH STREET, BOWMANVILLE Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-005-10 be received; THAT the Lease Extension from the John Howard Society for the existing leased space at 132 Church Street, Bowmanville, in the amount of $13,099.08 per year for the term of January 1, 2010 to December 31, 2010 be approved; 2. THAT the Lease Extension from the Community Living Oshawa / Clarington for the existing .leased space at 132 Church Street, Bowmanville, in the amount of $13,099.08 per year for the term of January 1, 2010 to December 31, 2010 be approved; 3. THAT the attached By-laws marked Schedule "A" and "B" authorizing the Mayor and the Clerk to execute the lease agreements with the John Howard Society and Community Living Oshawa/Clarington be forwarded to Council for approval; 4. THAT staff be authorized to continue with discussions with the John Howard Society and Community Living Oshawa/Clarington with a view to expanding the their current leased space and planning the required lease hold improvements required to accommodate the longer term needs of both organizations; and CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COD-005-10 PAGE 2 5. That staff report on the results of the discussions with the John Howard Society and Community Living Oshawa/Clarington and provide an update of the proposed lease hold improvements with an estimate of costs, as appropriate, to be borne by the tenant and possible timing. Submitted by: - Reviewed by: `~ ~"~ arie Marano, H. B.Sc., C.M.O., Franklin Wu, Director of Corporate Services Chief Administrative Officer MM1JD61km REPORT NO.: COD-005-10 1. BACKGROUND AND COMMENT PAGE3 1.1 The John Howard Society and Community Living Oshawa/Clarington have expressed an interest in, and agreed to an extension of their current lease for a period of one (1) year commencing January 1, 2010 to December 31, 2010. A nominal 0.2% increase over the 2009 rate of $13,072.92 per year is proposed; thereby increasing the annual price to $13,099.08 per year. 1.2 The aforementioned increase is based on the Consumer Price Index for the month of November 2008 to 2009. As there has been very little change in the market conditions since last year and utility costs have been stable, it is staffs recommendation that the offer be accepted. 1.3 Subsequent to the lease renewal in 2009 a report to the GPA Committee was provided indicating that Ontario Realty Corporation was no longer interested in leasing the Courtroom space at 132 Church Street. Committee was also informed that the John Howard Society and the Community Living Oshawa / Clarington agencies were interested expanding their programs and were interested in additional space in the building. Council directed that staff provide a report on the discussions with the two agencies and provide an outline of the proposed lease hold improvements with an estimated cost, as appropriate, to be borne by the tenant and the possible timing. A copy of report COD-042-09 is attached as Schedule "C". 2. ANALYSIS -Investigation of Leasehold Improvements for Expansion 2.1 Staff have met with representatives of both agencies and discussed the space requirements and the issues associated with expanding their programs. Sources of funding are still being explored. REPORT NO.: COD-005-10 PAGE4 2.2 Although there are a number of changes proposed for the site it is imperative that the building be made fully accessible to meet the requirements of the agency's clients and to comply with the accessibility legislation. One major improvement needed to achieve the level of accessibility is the installation of an elevator. This one item alone represents a large portion of the cost associated with the renovations. This cost is estimated at approximately $75,000 to $80,000. Preliminary inquiries indicate that upgrades for accessibility may be funded through a Trillium Grant. 2.3 Other grant opportunities are being explored and may involve energy (lighting) retrofits. An overall estimate of upgrades suggested is being pursued, however this is proving to be a challenge as an estimate will necessitate incurring some cost for the agencies. 2.4 A copy of the list indicating the preferred leasehold improvements is attached as Schedule "D". All parties recognize that this list may be modified depending on the available funds and the overall estimate for the project. 3. FINANCIAL IMPLICATIONS -Lease Extension for Current Space 3.1 In order to continue the existing lease arrangement during the exploration of the requirements for the expanded space, it is recommended that a lease extension be entered into with each agency. A nominal increase is proposed in the lease rate to accommodate the increase in the cost of living as posted by the Consumer Price Index and reflects the stability in the utility costs for the facility. 3.2 On-going discussions with the tenants with respect to the leasehold improvements will move ahead with limited cost to the Municipality. It is anticipated that municipal costs will include in kind services such as issuing an RFP for consulting/architectural services and calling the tender for the renovations. REPORT NO.: COD-005-10 PAGE5 3.3 Discussions will include the extension of the leases far the total space requirement for a term in keeping with the investment in leasehold improvements. 3.4 Queries with respect to department needs, specifications, etc., should be referred to the Director of Corporate Services. 4. CONCLUSION 4.1 That the proposed lease extensions be approved for the current space, and that staff continue discussions with the John Howard Society and the Community Living Oshawa / Clarington for the options related to expanded space and related leasehold improvements. 4.2 That a report on the outcome of the discussions including the leasehold improvements and estimates be provided at an appropriate time. 5. INPUT FROM OTHER SOURCES This report has been reviewed for recommendation by the Purchasing Manager with the appropriate departments and circulated as follows. Concurrence: Acting Director of Operations Attachments: Attachment 1 -Schedule "A", By-law Attachment 2 -Schedule "B", By-law Attachment 3 -Schedule "C", Report COD-042-09 Attachment 4 -Schedule "D" Summary of Proposed Lease Hold Improvements Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2010- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and John Howard Society, Bowmanville, Ontario, to enter into agreement for the leased space at 132 Church Street, Bowmanville, ON. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between John Howard Society, Bowmanville, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of , 2010. By-law read a third time and finally passed this day of , 2010. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk Schedule "B" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2010- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Community Living, Oshawa /Clarington, Oshawa, Ontario, to enter into agreement for the leased space at 132 Church Street, Bowmanville, ON. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between Community Living, Oshawa /Clarington, Oshawa, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "B" form part of this By-law. By-law read a first and second time this day of , 2010. By-law read a third time and finally passed this day of , 2010. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk Attachment 3, Schedule C ~dI"~~ Leading Nee Wsy REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Q Date: June 15, 2009 I'~{'~~un~~e r ~-~~~~ Report #: COD-042-09 File # By-law # Subject: Ontario Realty Corporation, Lease Expiry -132 Church Street, (Court room) Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-042-09 be received; 2. THAT staff be authorized to proceed with discussions with the John Howard Society and Community Living Oshawa/Clarington with a view to expanding the their current leased space and planning the required lease hold improvements contemplated to accommodate the longer term needs of both organizations; and 3. That staff report on the results of the discussions with the John Howard Society and Community Living and provide an outline of the proposed lease hold improvements with an estimate of costs, as appropriate, to be borne by the tenant and possible timing. Submitted by: Ififarie Marano, H.B.SC., L:.M.U Director of Corporate Services Reviewed by: ~`~-- ~~, Franklin Wu, Chief Administrative Officer MMVDBVcm CORPORATION OF THE MUNICIPALITY OF CLARlNGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F {905) 623-4169 REPORT NO.: COD-042-09 PAGE2 BACKGROUND 1.1. At their meeting of June 13, 2008 Council approved an extension of the Ontario Realty Corporation Lease for Courtroom #1 located at 132 Church Street, for Period of one year. At the time of the approval it was indicated that the lease extension was for a period of one year with a with a maximum usage rate of thirty days. Extra days, if needed would be paid at a per diem rate established in the agreement. 1.2. During the current and the previous lease the courtroom was not used by the Province and space sat vacant. 1.3. Ontario Realty Corporation has advised that they will not be looking for an extension of the lease for 2009. 2. FINANCIAL 2.1. The current lease provided annual revenue of 55,400.00 with a provision for a per diem rate of $175.00 if the courtroom was used in excess of the thirty days provided in the lease. 3. CONCLUSION 3.1. With the conclusion of the Ontario Realty Corporation lease the space (approximately 4,127 square feet) is now available for other uses. To this end, the John Howard Society and Community Living have expressed an interest in expanding their space to accommodate expanding and new programs. 3.2. In view of the interest expressed by the two agencies, staff is recommending that the opportunity to increase the lease space be considered and staff be authorized to enter into discussions to determine the requirements for lease hold improvements to facilitate improved usage and accessibility of the facility. 3.3. On conclusion of the discussions a report to Council will be provided outlining the proposed changes in space requirements, the changes in the lease rates and the estimates for lease hold improvements. It is the intention to have all appropriate costs borne by the tenant, should Council approve the proposed expanded use and improvements. The tenants are anticipating a Trillium grant to assist in the renovations. Any financial recommendation will be contingent on successful grant application. REPORT NO.: COD-042-09 PAGES 3.4 This report has been reviewed for recommendation by the Purchasing Manager, with the appropriate departments and circulated as follows for: Concurrence: Director of Operations Information: Director of Finance. 132 Church Street, Bowmanville Community Living Oshawa Clarington And John I3oward Society of Durham Region Building Wish List for potential Trillium Proposal Attachment 4, Schedule D Upper Floor -Community Living will move Clarington Project from lower level to large courtroom area and offices attached will be used by Community Living staff. John Howard Society will move program out of small courtroom and deliver it in the lower level so municipality can maintain small courtroom • Build/install elevator for accessibility to upper level and potentially access all levels if financially viable • Bathrooms: remove stall dividers to make each bathroom fully accessible • Windows on each side of court area • Improve lighting in court area • Flooring in court area should be half rug and half the • Remove judge's bench, keep platform for stage • Create kitchen in front area to be used for life skills for the members as well as day to day snacks and lunch preparation o Will require installation of cupboards, stove, fridge, microwave, dishwasher and washer/dryer o Plumbhrg, electrical and proper ventilation needed • Skylight in office fixed and painted • Paint brighter in main area and be fresh, clean and matching .Main Floor -John Howard Society will deliver programming and use offices on this level • Need one large open area for classroom, meetings, etc • Need 6 or 7 individual offices and one area that staff can use as a lunchroom (table, fridge, microwave, kettle), in the hall with 2 offices potentially make into 3 offices or 2 with one being a staff area (prefer it further back in the building though) • Maintain cells for storage area and history! • Remove shower • Rep{ace ceiling tiles everywhere • Update electrical • Overall, have a building that flows and presents more professionally Lower Floor -John Howard Society will continue to deliver the Firehouse Youth Centre as well as move program from small courtroom to hay area during the day • Replace bay door with large windows or door that is more insulated (it is good for.the community to be able to see what goes on in the centre) • Be able to temporarily divide the space for multiple use ie: accordion wail • finish office so it can be used by 2 programs • Build one washroom in the bay area • Caged fighting in bay area for safety and sports; more efficient 1rghting • Lower ceiling lar better energy efficiency keeping in mind that basketball and such are played in the bay • Heat floor Note: Agencies will continue to share costs for phone, Internet, etc