Loading...
HomeMy WebLinkAboutADM-06-05 CLCJ!illgtDn REPORT ADMINISTRATION Meeting: General Purpose and Administration Committee Date: Monday, November 21,2005 Report #: ADM-06-05 File #: By-law #: <s () A fI tl-5 /-!J--5 Subject: NEWCASTLE BRANCH LIBRARY PROJECT PLANNING RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report ADM-06-05 be received for informatiorl. and 2. THAT a copy of Report ADM-06-05 be provided to the Library Board for its information. ..;~ U ~C~ fCn't- Submitted by: ... Franklin Wu, Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-5717 REPORT NO.: ADM-06-05 PAGE 2 1. BACKGROUND 1.1 In October 2005, the Clarington Library Board endorsed the Consultant's recommendation to replace the existing branch library with a stand alone building of approximately 10,000 sq. ft. library at the Memorial Park site in Newcastle. The Board subsequently recommended to council for approval of the Newcastle Library Project. 1.2 Council at its meeting held on October 24, 2005, approved the project in principle and referred the matter to staff. Although no specific direction was provided, it does imply that staff needs to work out the details in order to bring the project forward for Council's approval. 1.3 The approval for land acquisition, construction, or addition to any library facility is vested under the authority of the municipal council as set out in the Public Library Act. As a result, the Municipality will assume the responsibility to move the Newcastle Library Project forward. This approach is similar to the construction of the Bowmanville Main Branch Library a few years back. 2. PURPOSE The purposes of this report are to: a) Inform Council of the need to undertake a project planning work phrase that is required before the project can be approved for construction. b) Identify the key project planning components including the consideration of the composition of the project team, scoping of technical requirements, identification of funding sources, assessing potential risks, and determining a time table leading to project construction. REPORT NO.: ADM-06-05 PAGE 3 3. PROJECT PLANNING FRAMEWORK 3.1 Project Planning Team The CAO will assume the role of the Project Team Leader whose primary responsibilities include coordinating the works of all the team members and to keep council informed from time to time of the progress of the project. In the event the project team identifies major risk or obstacle that may jeopardize the project, the CAO will report to council to seek direction. Other team members include the Library Director (Library liaison), Assistant Director of Community Services (Construction), Planning Development Review Manager (site planning), Engineering Manager (site servicing), Park Manager (park design), and Director of Finance (funding). Other municipal staff such as the Purchasing Manager (Architect selection), IT manager (IT requirements), and the Municipal Clerk (accessibility) will be brought in from time to time to assist the project team. 3.2 Project Scoping for Technical Matters . Site servicing investigation inclusive of the availability and capacity of the existing sanitary sewer, storm sewer, and water supply. . Site planning requirements such as access, landscaping and neighboring properties impact consideration . Integration of library building layout in consideration with the utilization of the balance of Memorial Park . Integration of accessibility access and IT requirement in early planning stage . Review and recommend architectural services. 3.3 Project Scoping for Financial Consideration . Capital funding sources identification inclusive of development charges, reserve funds, and other sources REPORT NO.: ADM-06-05 PAGE 4 . Operating cost implication . Financial risk and unforeseen obstacles 3.4 Time line for Deliverable . Develop detail project schedules and work breakdown . Identify major milestones . Estimating time required to complete the entire project planning life cycle which ends when the project is ready for construction tender 4. CONCLUSION Once all the works of the project planning team is completed, a recommendation will be brought forward to council for a decision. If the decision is to move forward, the project will proceed forward to tender for construction. A project construction team will then be assembled to ensure the library will be built in accordance to approved drawing, on time and on budget. Staff will endeavor to inform both Council and the Library Board from time to time as to the progress of the Project Planning Team.