HomeMy WebLinkAboutCOD-008-12Date: April 2, 2012 Resolution #: M• -1 By -law #: N/A
Report#: COD - 008 -12 File #:
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:
1. THAT Report COD - 008 -12 be received;
2. THAT the Lease Extension from the John Howard Society for the existing leased
space at 132 Church Street, Bowmanville, in the amount of $14,441.73 per year
for the term of January 1, 2012 to December 31, 2012 be approved;
3. THAT the Lease Extension from the Community Living Oshawa / Clarington for
the existing leased space at 132 Church Street, Bowmanville, in the amount of
$14,441.73 per year for the term of January 1, 2012 to December 31, 2012 be
approved;
4. THAT Mayor and the Clerk be authorized to execute the lease agreements with
the John Howard Society and Community Living Oshawa / Clarington;
5. THAT staff be authorized to continue discussions with the Community Living
Oshawa / Clarington with a view to expanding their current leased space and
planning the required lease hold improvements required to accommodate the
longer term needs of both organizations, as funds permit; and
6. THAT staff report on the results of the discussions with the Community Living
Oshawa / Clarington and John Howard Society 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.
Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: April 2, 2012 Resolution#: By-law#: N/A
Report#: COD-008-12 File#:
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:
1. THAT Report COD-008-12 be received;
2. THAT the Lease Extension from the John Howard Society for the existing leased
space at 132 Church Street, Bowmanville, in the amount of $14,441.73 per year
for the term of January 1, 2012 to December 31, 2012 be approved;
3. THAT the Lease Extension from the Community Living Oshawa / Clarington for
the existing leased space at .132 Church Street, Bowmanville, in the amount of
$14,441.73 per year for the term of January 1, 2012 to December 31, 2012 be
approved;
4. THAT Mayor and the Clerk be authorized to execute the lease agreements with
the John Howard Society and Community Living Oshawa / Clarington;
5. THAT staff be authorized to continue discussions with the Community Living
Oshawa / Clarington with a view to expanding their current leased space and
planning the required lease hold improvements required to accommodate the
longer term needs of both organizations, as funds permit; and
6. THAT staff report on the results of the discussions with the Community Living
Oshawa / Clarington and John Howard Society 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.
REPORT NO.: COD-008-12 PAGE 2
Submitted by: r Reviewed by:
arie Marano, H.B.Sc., Franklin Wu,
C.M.O., Chief Administrative Officer
Director of Corporate
Serv'ces
Nancy T ylor, B.A. C.A.
Director of
Finance/Treasurer
MM\JDB\km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-008-12 PAGE 3
1. BACKGROUND AND COMMENT
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, 2012 to December 31,
2012. A nominal 5% increase over the 2011 rate of$13,754.03 per year is
proposed; thereby increasing the annual price to $14,441.73 per year.
1.2 The aforementioned increase is based on the increased cost of the utilities
and expenses during the term of the previous lease.
1.3 As noted in the 2010 Report COD-054-1 0'(Attachment #1) the John
Howard Society and the Community Living Oshawa / Clarington agencies
are interested in expanding their programs and are 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.
2. ANALYSIS — Investigation of Leasehold Improvements for Expansion
2.1 Staff met with representatives of both agencies to discussed the space
requirements and the issues associated with expanding their programs.
Until late 2011, the absence of funds prevented any steps to design actual
space requirements and the cost estimates associated with proposed
changes.
2.2 During the fall and winter of 2011 funding arrangements were made with
Community Living and the proposed renovation and design of work space
was undertaken and an estimated cost was prepared. Included in the
renovations to the building are upgrades to meet accessibility
requirements and these improvements represent a significant portion of
the estimated $428,000.00 cost of renovations. A preliminary design is
provided as Attachment#2
2.3 It is proposed that staff continue to work with the Community Living and
John Howard Society to refine actual space requirements and use and
assist where possible with grant applications during 2012. In the interim, it
is recommended that the leases be renewed for a further one year term
while further investigation is conducted.
2.4 In addition to the proposed renovations to accommodate the tenant, the
municipalilty has challenges in the near future because of the building
condition. Both the roof and HVAC will require replacement within the next
two 2 years.
REPORT NO.: COD-008-12 PAGE 4
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
utilities and expenses 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.
3.3 Discussions will include the extension of the leases for 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 Operations.
4. CONCLUSION
4.1 That the proposed lease extensions be approved for the current space
and that staff continue discussions with Community Living Oshawa /
Clarington and John Howard Society 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
5.1 This report has been reviewed for recommendation by the Purchasing
Manager with the appropriate departments and circulated as follows.
Concurrence: Director of Operations
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Marie Marano, Director of Corporate Services
Attachments:
Attachment 1 - COD-054-10, John Howard Society Lease Extension
and Community Living Oshawa / Clarington Lease Extension,
Bowmanville
Attachment 2 - Preliminary design
Attachment 1 to
Report COD-008-12
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UUMPUKATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE(�
Date: December 13, 2010 Resolution#: 11'2/i'610''10 By-lavv#: N/A
Report#: COD-054-10 File#:
Subject: JOHN HOWARD SOCIETY— LEASE EXTENSION
COMMUNITY LIVING OSHAWA/ CLARINGTON — LEASE EXTENSION
132 CHURCH STREET, BOWMANVILLE
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-054-10 be received;
2, THAT the Lease Extension from the John Howard Society for the existing leased space at
132 Church Street, Bowmanville, in the amount of$13,754.03 per year for the term of
January 1, 2011 to December 31, 2011 be approved;
3. THAT the Lease Extension from the Community Living Oshawa / Clarington for the
existing leased space at 132 Church Street, Bowmanville, in the amount of$13,754.03 per
year for the term of January 1, 2011 to December 31, 2011 be approved;
4. THAT Mayor and the Clerk be authorized to execute the lease agreements with the John
Howard Society and Community Living Oshawa/Clarington; and
5. THAT staff be authorized to continue'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, as funds permit; and
6. 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 n stimate 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
MM/JDB/km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 3A6 T(905)623-3379 F (905)623-3330
Attachment 1 to
Report COD-008-12
REPORT NO.: COD-054-10 PAGE 2
1. BACKGROUND AND COMMENT
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, 2011 to December 31, 2011. A
nominal 5% increase over the 2010 rate of$13,099.08 per year is proposed;
thereby increasing the annual price to $13,754.03 per year.
1.2 The aforementioned increase is based on the increased cost of the utilities during
the term of the previous lease.
1.3 Subsequent to the lease renewal in 2009 (Report#COD-005-10—attachment#1) 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.
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. The
challenges of determining the actual space requirements together with the
absence of funds have prolonged the.process. However, the agencies are still
interested in pursuing discussions with a view to expanding the lease space and
their programs.
2.2 It is proposed that staff continue to work with the John Howard Society and
Community Living to determine actual space requirements and use and assist
where possible with grant applications during 2011. In the interim, it is
recommended that the leases be renewed for a further one year term while
further investigation is conducted.
Attachment 1 to
Report COD-008-12
REPORT NO.: COD-054-10 PAGE 3
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 utilities 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.
3.3 Discussions will include the extension of the leases for 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 Operations.
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
5.1 This report has been reviewed for recommendation by the Purchasing Manager
with the appropriate departments and circulated as follows.
Concurrence: Director of Operations
Attachments:
COD-005-10, John Howard Society— Lease Extension Community Living
Oshawa/Clarington — Lease Extension
***This attachment was omitted, not applicable to
Report COD-008-12***
Attachment 2
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