HomeMy WebLinkAboutCOD-006-13 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 25, 2013 Resolution#: 604-161-1 '3 By-law# : N/A
Report#: COD-006-13 File :
Subject: LEASE EXTENSION - 132 CHURCH STREET, BOWMANVILLE
JOHN HOWARD SOCIETY & COMMUNITY LIVING OSHAWA/ CLARINGTON
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-006-13 be received; and
2. THAT the Lease Extension from the John Howard Society for the existing leased
space at 132 Church Street, Bowmanville, in the amount of $14,586.15 per year
for the term of January 1, 2013 to March 31, 2014 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
$14,586.15 per year for the term of January 1, 2013 to March 31, 2014 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 continue discussions with Community Living Oshawa / Clarington and
John Howard Society with a view establishing long term leases for the facility
space with provision for leasehold improvements required to accommodate the
longer term needs of both organizations.
Submitted fxy:
Reviewed ,
Marie Marano, H.B.Sc., by: Franklin Wu,
C.M.O., Chief Administrative Officer
Director of Corporate
Services
MM\JDB\mc
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
•
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 fifteen months commencing January 1, 2013 to March 31,
2014. A nominal 1 % increase over the 2012 rate of $14,441.73 per year is
proposed; thereby increasing the annual price to $14,586.15 per year or
$1,215.51 per month.
1.2 The aforementioned increase is based on the Consumer Price Index All
Items for Ontario.
1.3 As noted in the 2010 Report COD - 054 -10 (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. In 2010 and in 2012 Council directed that staff
provide a report on the discussions with the two agencies and provide an
outline of the proposed leasehold improvements with an estimated cost,
as appropriate, to be borne by the tenant and the possible timing.
1.4 In 2011 a review of the space requirements was undertaken and a draft
design completed that reflected revisions to the interior and the provision
of an elevator needed to address the accessibility requirements
(Attachment #2). Based on estimates at the time renovations to the
building were estimated to be in the range of $450,000.00 to $500,000.00.
2. ANALYSIS — Investigation of Leasehold Improvements for Expansion
2.1 Staff have met with representatives of both agencies to discuss the space
requirements and the issues associated with expanding their programs.
As in previous years the absence of a sharing agreement between the two
tenants and the absence of funds have prevented budgetary planning
beyond the design completed last year.
2.2 In addition to the renovations there are other landlord related costs
associated with the building that would be the responsibility of the
Municipality. These include HVAC upgrades and the replacement of the
roof. The HVAC upgrades have been identified in the energy
management program and the roof replacement is included in the
Operations Department Capital Plan with an expectation of completion by
2014.
2.3 In preparation for the more detailed discussion related to renovations staff
will be meeting with Engineering Services and Emergency Services to
review any issues relating to the change of occupancy and what additional
costs may be added to the project.
REPORT NO.: COD - 006 -13
PAGE 3
2.4 It is proposed that staff continue to work with the Community Living and
John Howard Society to refine actual space requirements and explore
renovation opportunities with a view to establishing a long term lease
arrangement commencing in 2014. In the interim, it is recommended that
the leases be renewed for a further fifteen month term which coincides
with the Agencies budget year.
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 reflect inflation 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 preparation of a new and long term lease
agreement which will anticipate and provide for leasehold improvements
to be undertaken by the tenants.
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 and the establishment of a
long term lease.
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: Jerry Barber, Purchasing Manager
Attachments:
Attachment 1 - COD - 054 -10, John Howard Society Lease Extension and Community
Living Oshawa / Clarington Lease Extension
Attachment 2 - Preliminary design
r.
I r
Attachment #1
P_ - k- i
4;L411 A
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: December 13, 2010 Resolution #: M19'61V'10 By -law#: 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 - 05410 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;
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
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 wit stimate of costs, as appropriate, to be borne by the tenant and
possible timing.
C
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 L1C 3A6 T(905)623 -3379 F (905)623 -3330
REPORT NO.: COD - 054 -10
1. BACKGROUND AND COMMENT
Attachment #1
PAGE 2
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. .
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
Leading the Way
Attachment #1
Attachment #1
Miami
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: February 22, 2010 Resolution #: A06 " /3`S_ l
Report: COD- 005 -10 File #: By -law #D�� °s?;.,'�4�a -�y
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;
1. 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 J Claririgton 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
Attachment #1
Attachment #1
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:
4rie&'Marano. H.B,Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
M M\J DB\km
Attachment #1._
Attachment #1
REPORT NO.: COD- 005 -10 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, 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.
Attachment #1
Attachment #1
REPORT NO.: COD - 005 -10 PAGE 4
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 in 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 - 00610
Attachment #1
Attachment #1
PAGE
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 Corporate Services.
4. CONCLUSION
41 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.
S. INPUT FROM OTHER SOURCES
This report has been reviewed for recommendation by the Purchasing Manager
with the appropriate departments and circulated as follows.
Concurrence:
Attachments:
Acting Director of Operations
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
3
Attachment #1
Attachment #1
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, Bowmanviile,.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 Jahn 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
Attachment #1
Attachment #1
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 I 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 ENACTSAS
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
Qd�'ng tfte Wap
Attachment #1
Attachment #1
Attachment 3, Schedule C
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date; June 15, 2009 'Re 501 Lean +( rF) 1 T
Report #: COD-042-09' File # _ By -law # -'- -
Subject: Ontario Realty Corporation, tease Expiry --152 Church Street
(Court room)
Recommendations:
It is respeotfuliy 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 OshawafClarington 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,
c
Submitted by: Reviewed by;
arse Marano, H,B -Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
MMWDBVcm
CORPORATION OF-'THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623.3379 F (906) 623 -4169
REPORT NO.: COD - 042 -09
1. BACKGROUND
Attachment#1
Attachment #1
PA'CB 2
1, 1. At their meeting of June 13, 2008 Council approved an extenslon 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 2005.
2. FINANCIAL
2.1. The current lease provided annual revenue of $$,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) i.s 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, tho 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,
Attachment #1
Attachment #1
REPORT NO.: COD- 042 -09 PAGE 3
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.
Attachment #1
Attachment #1
Attachment 4, Schedule b
132 Church Street, Bowmanville
Community Living Oshawa Clarington
And
John Howard Society of Durham Region
Building Wish Dist for potential 'Trillium Proposal
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
• Will require installation of cupboards, stove, fridge, microwave, dishwasher
and washer /dryer
• Plumbing, electrical and proper ventilation needed
®
Skylight* in office-fixed and painted
® Paini 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!
Q Remove shower
Replace ceiling tiles everywherd
® 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 bay area during the'day
a 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 cenire)
6 Be able to temporarily divide the space for multiple use ie: accordion wall
Finish -office so it can be used by 2 programs
9 Bijild one washroom in the bay area
9 Caged lighting in bay area for safety and sports; more efficient lighting. .
o Lower ceiling for better energy efficiency keeping in mind that basketball and such
are played in the bay
0 Feat floor
Note: Agencies will continue to share costs for phone, internet, etc
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