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HomeMy WebLinkAboutCLD-017-12 Clarington REPORT MUNICIPAL Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: May 7, 2012 Resolution#: 604-1/6-P By-law#: Report#: CLD-017-12 File#: Subject: AIR CONDITIONING AT ANIMAL SHELTER - REQUEST FOR FUNDING RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-017-12 be received; 2. THAT Council approve the additional expenditure of$50,000 to cover the remaining costs for completion of the air conditioning project at the Clarington Animal Shelter; and 3. THAT the additional funds be drawn from the Animal Services Capital Reserve Fund. r Submitted by: ` , Reviewed by: `- p,, Patti L. Ba de Franklin Wu Municipal Clerk Chief Administrative Officer PLB/CAG CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 3A6 T 905-623-3379 REPORT NO.: CLD-017-12 PAGE 2 1. BACKGROUND In 2006 four ductless air conditioning units were purchased for the Clarington Animal Shelter. At the time, these types of units were selected over a central air system because they were significantly less expensive and it was believed that they would meet our needs. Since 2006, the ductless units have sufficiently kept the shelter rooms adequately cooled, but not without issue. The animal fur continues to pose difficulties in plugging the unit filters which results in an increased frequency for unit maintenance. In 2010, the ductless unit maintenance activity began to rise; including not only filter issues but also parts replacements. Feedback from our contracted service provider suggested that the units were not suitable for the facility and consideration should be given to replacing the units with a central air conditioning system. Operations staff concurred with this recommendation and funding was included in the 2011 budget. The budgeted amount was based on a very preliminary estimate of our contractor. In 2011 Staff was further advised by our service contractor that parts for the ductless units were becoming increasingly difficult to source and are actually no longer available in Canada. The HVAC system at the Animal Shelter is somewhat complex for the size of the facility. The facility has three furnaces and is divided into several animal rooms. In accordance with the Association of Shelter Veterinarians' standards, temperature and humidity must be controlled to ensure animal comfort and safety. Fresh air is essential for good health and well-being and to limit the spread of infectious diseases. These standards also require between 10 and 20 room air exchanges per hour with fresh air to provide and maintain adequate ventilation to remove heat, dampness, odour, airborne microbes and pollutant gasses such as ammonia and carbon monoxide while introducing fresh oxygenated air. In 2011, Staff initiated the purchasing process which first required technical specifications. We do not have the in-house expertise to develop the specifications and thus contracted the services of MapleTherm Engineering Inc., consultants to provide mechanical specifications for an air conditioning unit for the Animal Shelter. At the conclusion of their contract, MapleTherm advised that contrary to our initial budget estimates of $17,250, based on the complexity of the facility, we could anticipate the air conditioning unit costing significantly more than anticipated. We proceeded to issue the tender documents. During the on-site visit with the prospective bidders, the issue of power supply was questioned. MapleTherm undertook a further study of the power supply and concluded that there is insufficient power supply to the facility to accommodate the central air conditioning unit. REPORT NO.: CLD-017-12 PAGE 3 We are now at somewhat of a cross-road. We have the technical specifications for the air conditioning unit and we know what is required for the electrical upgrade. We do not have the exact pricing to do the upgrade, however we do have solid estimates and we know that we require additional funds to complete the project. 2011 budget $17,250 Technical Specifications $3,358.08 Electrical Upgrade specifications $3,510.72 Remaining budget $10,381.20 Additional funds required to complete the project including: Electrical Upgrade, Air Conditioning Unit, and installation $50,000 The feeding and cleaning work performed by the Shelter staff is very physically demanding and during the warmer months it can get extremely hot in the facility. For the health and comfort of the staff and the animals, it is recommended that staff be authorized to draw the necessary additional funds from the Animal Services Capital Reserve Fund to complete the project, to a maximum of $50,000. This will leave approximately $65,000 in the reserve fund for future animal services capital needs. This reserve fund is replenished at a current rate of$7,000 per year. 2. CONCURRENCE This report has been reviewed by Fred Horvath, Director of Operations, Nancy Taylor, Director of Finance/Treasurer, and Marie Marano, Director of Corporate Service who concur with the recommendations. 3. CONCLUSION Based on the foregoing, staff recommend that Council authorize an additional expenditure of up to $50,000 to complete the air conditioning project at the Animal Shelter and that these funds be drawn from the Animal Services Capital Reserve Fund. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Anne Greentree, Deputy Clerk List of Interested Parties: None