HomeMy WebLinkAboutADMIN 82-6816.
CORPORATION OF THE TOWN OF NEWCASTLE
40 TEMPERANCE STREET
BOWMANVILLE, ONTARIO
LiC3A6 TELEPHONE 623-3379
REPORT TO THE SPECIAL MEETING OF COUNCIL
HELD SEPTEMBER 24 1982
ADMIN. NO. 82-68
SUBJECT: RELOCATION OF HAMPTON OFFICES
RECOMMENDATIONS:
1. That this report be received; and
2. That staff be authorized to negotiate a two-year
lease for office space with the owners of 14 Frank
Street or the owners of the Waverley Plaza to a
maximum of $2,000.00 per month; and
3. That Council provide a grant to the Hampton Hall
Board of up to $12,000.00 to aid in financing the
costs of operating the Hampton Hall Building; and
4. That staff be authorized to relocate the Hampton offices
to the new premises on execution of a lease pursuant
to (2) above and that all related moving expenses
be drawn from the Unclassified Administration Contingency
Account as provided for in the 1982 Budget.
5. Failing the above, that staff be authorized to reconstruct
the offices in the Hampton Building in an effort to provide
additional office space and that all related expenses be
drawn from the Unclassified Administration Contingency
Account; and
6. That in the event that Council opts for (5) above that
Council advise the Hampton Hall Board that the upstairs
area of the Hampton Hall is not available for Hall Board use.
..2
-2-
ADMIN. NO. 82-68
BACKGROUND:
As members of Council are aware, with the addition of two staff positions
in the Public Works department, there is a serious shortage of office
and storage space in the Hampton Municipal building.
On July 12 1982, staff report ADMIN 82-50 was presented to Committee
and on July 19 1982 endorsed by Council. Council via report ADMIN 87-50,
authorized staff to call for proposals for the provision of office space
in Bowmanville for the Public Works and Planning Departments; and directed
f that a meeting be convened with the Hampton Hall Board to discuss the
transfer of the Hampton Municipal Offices to the Hampton Hall Board.
In respect of the proposal call, staff advertised for proposals and
received five proposals from four bidders. These are summarized on
the attached table.
In respect of the meeting with the Hall Board staff, members of Council
and Hall Board representatives met on August 31 1982 to discuss the future
use of the Hampton Municipal building.
COMMENT:
Staff have reviewed the proposals for the lease of office space and believe
that two of the five proposals should be pursued. Those two, noted in
the recommendation, in the opinion of staff, offers the best combination
of available space, cost and parking. The costs of leasing, exclusive
of utility costs is open to negotiation. Staff feel therefore, that, as
in other property matters, it would be appropriate to define the maximum
possible amount. It is suggested that negotiations should proceed on the
basis of a two year lease so that the lease for the Bell Building and the
new space can run concurrently. This would allow for any future moves,
to say a permanent municipal administrative home, to be accomplished
without incurring possible cost penalties for "breaking" an existing lease.
..3
-3-
ADMIN. NO. 82-68
In respect of the costs, assuming $2,000.00 per month becomes the
actual rental figure, total annual office costs (1983) can be
approximated as follows:
Annual rental cost $24,000.00
Utilities (heat, light,
water) 4,500.00
Repairs/maintenance 500.00
Insurance 750.00
Janitorial 6,000.00
Sub -total 35,750.00
Initial renovations 2,000.00
Total $37,750.00
For the sake of comparison, 1983 costs for Hampton have been approximated
as follows:
Annual rental cost nil
Utilities (heat, light, water) $ 4,500.00
Repairs (maintenance) 500.00
Insurance 750.00
Janitorial services 6,000.00
(Other building equipment
maintenance) 400.00
Total 12,150.00
In making these comparisons an allowance has been made for savings in
staff time, telephone or travel costs, although on the attached memorandum
travel costs have been "guestimated".
In respect of the Hampton Hall Board, the Board can now receive special
liquor licences for the downstairs part of the building, for a maximum
of 40 people. With renovations to the kitchen, electricalsystem and with
.4
52
ADMIN. NO. 82-68
additional washrooms, liquor licences for 110 to 140 persons would be
available. In the past, the Board and Council have discussed the
possibility of constructing a second set of washrooms as an addition
to the basement at a cost in the order of $25,000.00. As an alternative
to constructing the additional washrooms, it has been suggested that by
relocating the staff offices, the Hall Board could take over the upstairs
in the Hampton Building and use the upstairs washrooms in order to obtain
liquor licence approvals of 110 - 140 persons. In order to accomplish this,
the Board indicated at the September 30th meeting that they would need
f- financial assistance to complete the necessary renovations and to aid their
operations over the next two years. ($20 - 25,000.00).
At that time, no money was available through the Employment Incentives
grant for the Hampton Hall. Since the September 30th meeting, Council
has, of course, directed that money from the Employment Incentives program
be allocated to renovating the Hampton Building. Council might, therefore,
wish to consider making a grant to the Hall Board to assist in the costs
of operating the entire building. A figure of $12,000.00 has been suggested,
as it represents approximately half of two years operations at current costs.
If Council does not wish to proceed with the relocation of the offices,
then it would be appropriate to make renovations to the Hampton Building
to accomiodate the additional staff people and advise the Hall Board that
access to the office area is not possible.
DNS:nof
Respectfully submitted,
f
y
D. N. Smith, M.C.I.P.
Administrator
TOWN OF NEIdCASTI F
MEMORANDUM
TO: Don N. Smith, M.C.I.P., Administrator
FROM: Kathryn A. Campbell, C.A., B.Com., Treasurer
DATE: September 20, 1982
SUBJECT: Hampton Hall Costs for 1980, 1981 and 1982 Year -to -Date
Name 1980 1981 1982 YTD
Heat
2,390040
2,728.87
1,668o66
Lighting & Utilities
799.80
814.18
746.19
Mechanical Heating Contract
46.16
242.40
355X0
Repairs /Mtnce
978.17
1,626.05
192.95
Insurance
1,135.00
788.50
522.50
Janitorial Services
5,655.47
5,490,69
3,122.85
Renovations
32.00
64.20
971.76
11,037.00
11,754.89
7,579.91
Mileage charges
25.0/m
28.5/m
31a5/m
Estimate Costs
52 x 5 x 12 miles Courier Service
780.00
889.20
982.80
52 x 5 x 12 miles Extra Trips Staff
(Other)780.00
889.20
982.80
1,560;00
1,778.40
1,965.00
Kat yn.
C. W (A
ov
o c no
(D
N f
O 7 70
fn -O
5.(0CD
�•to
w
o
(D
w (D
S
N
m
(�
N
rt
o
w
rt
m
:
w
?
N
wi
CO
s
T
rt
C
w
n
x
to
rt
N
rt
vo
C."C+
.^.o
W
we
w
C O
L'Ii,
O v
N .�
CD
(y Cl
(D
.S
�O
v
m
a
o
n
+o rt
O
rt
3
-41
N T Ro
v
O
O N
O
O 7
z
n
N
O
A
O
O
o
c
vl
coil
o
0
C
aCD
C
a
C
n
a
Q
a
ex
z
z
^
.o+
C+
J•
J•
m
>
a
J
J u
c
c
m
m
a
n
X O
'.. w O T z
-h
J.m
C+(D
.c
o J• s
-_
v
� w (D 'S C
N O O
m n
(o c
Qm na
(D
(D
(D
d
X
C+X
X
z
w
-S
w
-M -5
O, f/1
JO
000
In
J• J J.
(D
O C no
O S
z
(31
as
Ln
WCD
(
o rt
i J
o
nm
L�
\ Q)
J•{0 <
0 J
v (D
J
�•
0
V
3
o
0
O
rt
N
�
3m rnc-l�_
-per
r-
0)w000m
w
o
(^ e
a C+ 7C•O. C+N
w <
cl
J. J -S
(D
w
w
rt
ply O (D J•
J
to X
O N
i rt
v
p w N+.
to ul
Ulm
Vl (1
cnw U
D l �
O p0 J N
� O
w to of w
� c+
(n o C+VOW
CD
o
w-noLo
a
0
+O
C+ J
e+-n
PI)
C+ O C O
(•Nil 3
m Z
a
v
y
00 00 O 0o
V
Ol
N
0000
O
CI
"ll
Ul
rt-
0
H
H
(l
(D
fD
n
n
(D
M.
�
0
z
rt•
0
rt
J•
c
Q.
(D
n
o.
m
a
N X X
m
X
3 rt (+
- - =rt
< obi
y
w (/1
C+ J.
J• (D
o (D
r
X
m
(+
- - X
=rt
w
'f
tv
N � V � r) 0 m
....
Z.�.c <
(lam
i o(Dw
w
-n N C w
CD Z3
Z
n a 3 =.
(D (D
x
m
X
rt
w
OZ (ND CO`
rt zJ
<
J. rt
o
c')
(D
c
Ai••
a
m
a
z
X
O
<+
<
a
l(n
(w+
O
v
X
rt
c+
_.
a
J.
rt
m
0
0
H
m
m