CITY OF KINGSTON

REPORT TO COUNCIL

Ontario St. Ontario St. Ontario St. Ontario St.

I Report No.: 09-195 I

Friday, August 7 from 12:OO pm to 1 1 :00 pm Friday, August 7 from 4:OO pm to 11:OO p.m. Saturday, August 8 from 7:OO am to 11:OO pm Sunday, August 9 from 7:OO am to 6:OO pm

From Brock Street to Clarence Street From Clarence Street to Johnson Street From Brock Street to Johnson Street From Brock Street to Johnson Street

TO:

FROM:

RESOURCE STAFF:

DATE OF MEETING:

SUBJECT:

Mayor and Council

Jim Keech, President and CEO, Utilities Kingston

Mark Van Buren, Director of Engineering

June 16,2009

Authorization for Temporary Road Closure Thousand Islands Poker Run (August 7th to August 9th, 2009)

EXECUTIVE SUMMARY:

The annual Poker Run is scheduled to take place in Kingston this year from Friday, August 7 until Sunday, August 9th. Various road closures on Ontario Street between Brock Street and Johnson Street are required for a variety of displays during this event. A request in writing was received by a member of Council asking that authorization for the temporary road closures required for the Poker Run be referred to Council.

RECOMMENDATION:

THAT Council authorize the road closures for the 2009 Poker Run as follows:

AND FURTHER THAT Council approval be subject to the following: The applicant shall pay for the cost of advertising the temporary street closure, as invoiced by the City of Kingston. The applicant shall be responsible for the acquiringhenting, placing and removal of all barricades necessary to fully close the roadway(s) affected and install advance signage to indicate the street closure and install detour signage. The applicant shall take out sufficient public liability property damage insurance in the amount of $2,000,000.00, to cover all risks. The applicant provide insurance policy in a form satisfactory to the City of Kingston and shall be kept in full force during the period of the proposed street closure. The applicant shall have the City of Kingston shall be named as a party insured on the policy and the applicant shall provide the City of Kingston with a copy of the insurance policy.

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REPORT TO COUNCIL.

Commissioner Beach, Sustainability & Growth

Commissioner Thurston, Community Development Services

Commissioner Leger, Corporate Services

Jim Keech, President & CEO, Utilities Kingston

COUNClL MEETING1 4 Ju!d 16 '09 Report No.: 09-195

N/R

N/R

N/R

4

June 16,2009 - Page 2 -

AUTHORIZING SIGNATURES:

ORIGINAL SIGNED BY PRESIDENT& C.E.O., UTILITIES KINGSTON Jim Keech, President & CEO, Utilities Kingston

I ORIGINAL SIGNED BY CHIEF ADMINISTRATIVE OFFICER I Gerard Hunt, Chief Administrative Officer

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REPORT TO COUNCIL. COUNClL MEETlNG14 JUN 1 6 ’09

Report No.: 09-195 June 16,2009

- Page 3 -

OPTIONS/DISCUSSION:

The annual Poker Run is scheduled to take place in Kingston this year from Friday, August 7 until Sunday, August 9. The road closures for this event are required for a variety of displays and are as follows:

I Ontano Street I Friday, August 7 fkom 4:OO pm to 11 :00 p.m. I From Clarence Street to Johnson Street I

According to By-law 2005-255, the authority to close roads has been delegated to the Director of Engineering. However, Section 2 (c) reads as follows:

“Any member of City Council may request, in writing to the Manager, that the request for the temporary road closure approval be referred to Council. Upon receipt of such request, the Manager shall refer the matter to Council.”

A request in writing was received by a member of Council asking that authorization for the temporary road closures required for the Poker Run be referred to Council.

If Council authorizes the temporary closure of the above-noted streets, appropriate notice will be provided to the Public as per City requirements and emergency service providers will be notified.

The Downtown Kingston Business Improvement Area (DBIA) stated that the goal of this year‘s Poker Run is to have an all encompassing water weekend that includes pleasure craft, leisure boating, sailboating, canoeing and kayaking. Organizers are hoping to attract local marinas, canoe and kayak clubs to set up in Confederation Park. The DBIA is organizing all of the off- shore activities for the Poker Run.

This year‘s event will include more local displays such as Preserve Our Wrecks and Dragon Boats. There will be live local entertainment in the park for all three days of the event with family-oriented activities such as a portable rock wall, free face painting, free balloon twister, wagon rides and a K-Rock Guitar Hero event. A special display on Sunday will include several motorcycles and classic cars in the “Show and Shine”. The Ultra Marathon, a fundraiser for the local charity “Brainstorm”, finish line and celebration will also be a part of Sunday’s activities.

EXISTING POLICY/BY LAW:

Authorization is provided for in By-Law 2005-255, Clause 1, “A By-Law to Delegate The Power to process and approve the temporary closure of a highway Pursuant to Section 42 of the Ontario Municipal Act 2001, S.0.,2001, c.25.”

NOTICE PROVISIONS: N/A

ACCESSIBILITY CONSIDERATIONS: N/A

FINANCIAL CONSIDERATIONS:

There are no additional costs related to this temporary road closure that need to be accommodated within the Engineering Department budget.

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REPORT TO COUNCIL COUNCIL MEETING1 4 JUN 16 '09

Report No.: 09-195 June 16,2009

- Page 4 -

CONTACTS :

Mark VanBuren, Director, Engineering, Engineering Department, ext.3218 Deanna Green, Manager, Traffic Division, Engineering Department, ext.3170 Doug Ritchie, Managing Director, DBIA, Ph.613-542-8677

OTHER CITY OF KINGSTON STAFF CONSULTED:

Chris Sleeth, Traffic Supervisor, Engineering Department, ext.3149

EXHIBITS AllACHED: N/A

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i s

CITY OF KINGSTON A, rm REPORT TO COUNCIL

I Report No.: 09-190 I

TO: Mayor and Council

FROM: Cynthia Beach, Commissioner of Sustainability and Growth

RESOURCE STAFF: Lanie Hurdle, Director of Recreation and Leisure Services

DATE OF MEETING: 2009-06-1 6

SU B J ECT: Partnership Project - Ontario Trillium Foundation

EXECUTIVE SUMMARY: In May 2009, City staff was approached by Community Response to Neighbourhood Change (CRNC) Committee to establish a partnership which would allow them to apply for funding to the Ontario Trillium Foundation. The Committee was formed in 1992 and has taken a leadership role in addressing concerns and issues in the Rideau Heights community which includes the Wally Elmer area. The Committee has been more specifically active in the Wally Elmer Hub program and led the funding and construction of the splash pad at Shannon Park.

In trying to address community needs, CRNC has determined that with the splash pad and existing Wally Elmer Hub in place, there is a lack of activities for teenage youth in the area. CRNC has identified, through consultation with the community, a skateboard park as being an ideal recreation amenity to serve teenagers not only within the north end area but throughout the City. The skateboard park can be used for a variety of sports including BMX and in line skating.

In order to be eligible to apply to the Ontario Trillium Foundation for a skateboard park, CRNC also must to have a lease agreement with the City for the parcel of land where the skateboard park would be constructed. The City currently has a lease agreement with CRNC for the splash pad which was also required for a previous Trillium Fund application. Legal and Recreational staff have reviewed the existing lease agreement and have determined that a new lease can be established by using the existing lease as a model.

CRNC has estimated the cost of the project to be around $700,000 based on the recent construction of the skateboard park in Belleville. CRNC has also indicated that it would request that the City to be a partner in this project and provide financial support of up to $200,000. Staff have budgeted for $1 30,000 in 2009 and $600,000 in 201 0 for Wally Elmer program expansion. These capital funds are to be applied to expandlimprove facilities and amenities at the Wally Elmer Hub. This project is aligned with the intent of the funding.

RECOMMENDATION: THAT Council authorizes the Mayor and Clerk to enter into a lease agreement, to the satisfaction of the Director of Legal Services, with CRNC to accommodate the portion of land required for the construction of the skateboard park at Shannon Park; and

THAT Council endorse the project as a partner with CRNC for the purpose of grant submission to the Ontario Trillium Foundation and other funding opportunities with a contribution of up to $200,000; and

THAT staff report back to Council on proposed financing alternatives for this project should CRNC not be successful at securing grant funding through The Ontario Trillium Foundation or other funding opportunities.

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REPORT TO COUNCIL

Commissioner Beach, Sustainability & Growth

Commissioner Thurston, Communi& Development Services

COUNCIL MEETING1 4 JlJN 1 6 '09 Report No.: 09-190

J

NR

2009-06-16 -Page 2 -

Jim Keech, President, Utilities Kingston

AUTHORIZING SIGNATURES:

ORIGINAL SIGNED BY L-K -

NR

I Cynthia Beach, Commissioner of Sustainability and Growth

.. -. ~ A T I V E OFFICER Gerard Hunt, Chief Administrative Officer

Commissioner Leaer. Cormate Services I NR

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REPORT TO COUNCIL COUNClL MEETING 1 4 JuN 1 6 '09

Report No.: 09-190 2009-06-1 6 -Page 3 -

OPTIONSIDISCUSSION:

Backqround The Community Response to Neighbourhood Concerns (CRNC) was established in 1992 as a result of residents' complaints and concerns regarding community issues and provincial push for increased community involvement in Police issues. CRNC covers the Rideau Heights community of the City, including the Wally Elmer.

CRNC has been heavily involved in a number of community initiatives in the past years which include the establishment of the Wally Elmer Hub as well as obtaining funding through the Trillium Fund and other donations to build the splash pad at Shannon Park. The City was a partner in the construction of the splash pad and set up a lease agreement to allow CRNC to apply for Trillium funding. Organizations applying for funding usually have to own or lease the property in which intend to reinvest the funding.

Skateboard Park CRNC has identified a need for a skateboard park in the north end of the community but has stressed that this facility will be accessible to all residents of Kingston at no charge. CRNC intends to construct a skateboard park which would be concrete bowl built into the ground rather than a structure above ground which typically comes in different modular pieces. The skateboard park can be used for a variety of sports including BMX and in line skating.

The estimated cost for the project is $700,000. CRNC intends to seek funding through the Ontario Trillium Foundation program and other funding opportunities. In order for CRNC to be eligible for funding, it requires the following:

1. A lease with the City for the area of the property where the skateboard park will be constructed. 2. A financial contribution of up to $200,000 from the City as a project partner.

The City has completed its 2009-201 0 capital budget and has included a total of $1 30,000 in 2009 and $600,000 in 201 0 to expand programming at Wally Elmer hub. The funds are intended to be invested in the existing building and other amenities to support community programming. The skateboard park project is aligned with the intent of the funds in the 2009-2010 capital budget.

CRNC has indicated that it also intends to pursue other fundraising options if it is not successful in securing funding through the Ontario Trillium Foundation. Considering that this project is a priority for this area of the community and that it would be accessible to all residents, staff will be working with CRNC to identify other potential financing options should the application not be successful. Financing information will be brought back to council for consideration.

EXISTING POLICYIBY LAW: Not applicable

NOTICE PROVISIONS: Not applicable

ACCESSIBILITY CONSIDERATIONS: Not applicable

FINANCIAL CONSIDERATIONS: This partnership requires a City contribution up to $200,000 in capital funding. There is sufficient funding in the 2009-2010 capital budget under Waller Elmer hub expansion to cover this contribution. This project is aligned with the intent of the capital funding.

CONTACTS: Lanie Hurdle, Director of Recreation and Leisure Services 50

REPORT TO COUNCIL COUNCIL MEETING1 4 JUM 16 '09

Report No.: 09-190 2009-06-1 6 -Page 4 -

OTHER CITY OF KINGSTON STAFF CONSULTED: Alan McLeod, Senior Legal Counsel

OTHER COMMUNITY MEMBERS CONSULTED:

Community Response to Neighbourhood Concerns Committee

EX HI BITS ATTACH ED: None

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COUNCIL MEETING1 4 JUN 16 '09

i CITY OF KINGSTON

REPORT TO COUNCIL r

,A, nnrr C C l N - - I Report No.: 09-210 I

TO: Mayor and Council

FROM:

RESOURCE STAFF:

Denis Leger, Commissioner, Corporate Services

Speros Kanellos, Director, Real Estate & Construction Services

DATE OF MEETING: 2009-06-1 6

SU B J ECT: Municipal Accommodations - Options for Governance Space

EXECUTIVE SUMMARY:

On April 7, 2009, Council directed staff to develop and issue an RFP for a turn-key design-build project to accommodate the City's main administrative offices in city-owned space. At the same time, the third direction contained in the resolution of Council asked staff to investigate the additional costs to house the complete governance function in the new building or to renovate the governance space in the present City Hall. This report is in response to the investigations of those additional costs.

Staff have obtained rough estimates of the costs for three options.

Option 1: Move all governance functions into the New Administrative Centre, including Council Chambers, the Mayor & CAOs offices, the legal and clerk's departments and the commissioners and support staff. This option would add over $6.5 million to the project construction costs, as well as increase future operating costs.

Option 2: Leave the governance functions at City Hall, but to renovate them extensively once the New Administrative Centre is built. At a cost of approximately $2.5 million, this is the most feasible and cost-effective solution. This is the option that staff are recommending.

Option 3: Make temporary renovations to the Council Chambers to address accessibility and audio/visual shortcomings. Costs for this option would probably not be recouped in a later renovation and expansion.

Taking into account functionality, heritage, environmental considerations and cost, staff recommend that Council pursue Option 2.

RECOMMENDATION:

THAT Council direct staff not to include the governance functions (Council Chambers, the offices of the Mayor, the CAO, the Commissioners and their respective support staff, the Legal Department and the Clerk's Department) in the request for proposals for the new downtown municipal administrative centre;

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REPORT TO COUNCIL.

Commissioner Beach, Sustainability & Growth

Commissioner Thurston, Community Development Services

Commissioner Leger, Corporate Services

Jim Keech, President, Utilities Kingston

COUNClL MEETING1 4 JUN 1 6 ‘09 Report No.: 09-210

d /

NIR

June 16,2009 - Page 2 -

-and further-

THAT once the New Administrative Centre is under construction, the options for renovating Council Chambers and the governance offices within City Hall be brought back to Council for consideration.

AUTHORIZING SIGNATURES:

ORIGINAL SIGNED BY COMMISSIONER Denis Leger, Commissioner, Corporate Services

ORIGINAL SIGNED BY CHIEF ADMINISTRATIVE OFFICER Gerard Hunt, Chief Administrative Officer

(IVR indicates consultation not required)

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REPORT TO COUNCIL. COUNCIL MEETING1 4 JUN 1 6 ’09

Report No.: 09-210 June 16,2009 - Page 3 -

OPTIONSIDISCUSSION:

At the April 7,2009 meeting, Council approved the following resolution (Clause 3, Report No. 42):

THAT Council direct staff to develop and issue an RFP for a turn-key design-build project to accommodate the city’s main administrative offices in city-owned space; and

THAT Council approve an initial budget of $500,000, funded from the municipal capital reserve fund, for project management, architectural, engineering and cost consultants, legal fees, in-house project management and contingency allowances to be incurred from now until the signing of the design-build contract; and

THAT staff be directed to investigate the additional costs if the complete governance function was also housed in the new building and also that the related costs to possibly renovate the governance space in the present City Hall be provided; and

THAT the upcoming capital budget for 20091201 0 include sufficient allocation for the project.

Project Status:

Architectural, project management and cost consultants have been hired and are working with staff to determine the City’s requirements, and to draft RFI and RFP documents for the project. The project scope needs to be finalized as soon as possible so that an RFI can be issued early this summer to prequalify proponents. The intention is to have the prequalification process completed by mid-summer so that the information received can be used to inform the RFP process. The RFP is scheduled to be issued in early fall.

MAP Recommendations:

The planning for the New Administrative Centre is based on the recommendations of the Municipal Master Accommodation Plan (MAP). Council has made past accommodation decisions based primarily on the MAP and other considerations. It has been decided that city offices be divided amongst three hubs: an administrative centre downtown, a development hub at John Counter Boulevard, and a social service hub on Montreal Street. The British Whig Building lease was an interim step until City- owned space could be secured in the downtown core. The MAP recommends that the governance functions continue to be housed at City Hall. For the purpose of the MAP governance includes:

Mayor and councilors with support staff CAO and direct support staff Clerk’s department Legal department Commissioners and direct support staff.

In addition to housing the governance functions, the MAP recommends that City Hall be used for public meeting space and other uspecified public uses.

Governance space options:

The current layout of the governance space at City Hall has some shortcomings. Accessibility for people with disabilities is limited, particularly in Council Chambers and on the second floor of the Market Wing, where the commissioners’ offices are located. In addition to accessibility issues, Council Chambers lacks sufficient public meeting space, and is not up to current

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REPORT TO COUNCIL. June 16,2009 - Page 4 -

Report No.: 09-210

standards for audiohisual technology. There is a shortage of mid- to large-size meeting rooms for Council, Committee and public needs. These issues could be addressed by renovating the spaces within City Hall or by moving the governance functions into the New Administrative Centre.

Staff have worked with the planning and design team and a cost consultant to draft an approximate scope of work for a range of options, as summarized in the table below:

Option Scope Construction & Related Costs

~~

1 Move all governance functions into the New Administrative Centre, including Council Chambers, the Mayor & CAO’s offices, the legal and clerk’s departments and the commissioners & support staff. Upgrade the building exterior, foyer and public spaces to create the civic presence expected of a City Hall. This estimate does not include the cost of repurposing the vacated spaces at City Hall, nor does it include additional land, financing, moving and operating costs for the new facility.

Once the New Administrative Centre is built, renovate the south wing of the ground floor of City Hall to create new offices for the Mayor, CAO, support staff, legal and clerk‘s departments and office space for councilors. Restore Council Chambers to the original Ontario Hall configuration by removing the Mayor and CAO’s offices. Make the Chambers (and other governance offices) fully accessible, provide new tiered public seating, and improve the audiohisual systems. The Commissioners would remain on the second floor of City hall.

As an interim measure, expand the Council Chambers entrance and modify the existing platforms to improve wheelchair accessibility. Replace the existing 1970’s chandelier with a new alabaster light fixture incorporating audiohisual systems (projector, sound system, etc).

$6,500,000

(additional)

2 $2,477,000

3 $320,000

Recommended ODtion - ODtion #2 Taking into account functionality, heritage, environmental considerations and cost, staff recommend that Council pursue Option 2. In this scenario, the New Administrative Centre would house all of the departments currently located in the British Whig Building, all departments currently at City Hall that are not part of governance, and the provincial offences offices currently housed in the OHlP building. Customer service functions would be consolidated in a single, easily accessible location within the New Administrative Centre. The governance functions would remain at City Hall, and would be renovated and expanded to better meet staff and public needs. Once the New Administrative Centre is built, the space needed for renovations and for decanting during construction would be available within City Hall.

By locating the New Administrative Centre within a short walk from City Hall, staff in the new building would remain in close proximity to the governance offices, creating an efficient and cohesive office complex. This plan ensures that City Hall, a heritage building of national significance, will remain occupied and vibrant, and continue to receive the attention and regular maintenance needed to keep it in prime condition.

Total floor area is the most significant factor governing the environmental impact of a building. Leaving the governance functions at City Hall allows the footprint of the new administrative offices to be minimized, allowing for less energy in the building’s construction, lower ongoing consumption of electricity and natural gas, and reduced greenhouse gas emissions.

Staff do not recommend the interim measures described in Option 3. These short-term measures would only be temporary, and the costs would probably not be recouped during the more extensive renovations. To expedite the renovations to Council

COUNCIL MEETING1 4 JUN 16 UY REPORT TO COUNCIL

June 16,2009 - Page 5 -

Report No.: 09-210

Chambers and the other governance spaces, planning for the renovations within City Hall could be done while the New Administrative Centre is under construction, so as to be ready to start once staff have moved into the new facility.

EXISTING POLICY/BY LAW: NIA

NOTICE PROVISIONS: NIA

ACCESSIBILITY CONSIDERATIONS: The New Administrative Centre will be built to the City of London accessibility standards or the built form accessibility standard in place when the RFP is issued which are based on universal design principles. These principles define accessibility very broadly, and create spaces in which all users can function to the highest level of their ability. While it is not always possible to adapt existing buildings to meet these standards, it should be possible to renovate City Hall to provide a high level of accessibility that meets and exceeds building code requirements.

FINANCIAL CONSIDERATIONS: The New Administrative Centre project was approved based on a long-term cost analysis of ownership versus leasing. The analysis did not include the space required to relocate the governance functions, nor the cost of repurposing City Hall. The recommended strategy of leaving the governance functions at City Hall and renovating them after the New Administrative Centre is built represents the lowest cost means of meeting the City’s administrative and public needs. The cost analysis presented in this report depicts only the capital costs portion and not the ongoing operating cost impact. The project budget for the New Administrative Centre will be finalized once the needs are determined and the RFP is issued.

CONTACTS: Speros Kanellos, Director, Real Estate & Construction Services Debra Krakow, Project Manager Real Estate & Construction Services

613 546-4291 ext. 3133 613 546-4291 ext. 3120

OTHER CITY OF KINGSTON STAFF CONSULTED: Gerard Hunt, Chief Administrative Officer Denis Leger, Commissioner, Corporate Services Cynthia Beach, Commissioner, Sustainability and Growth Lance Thurston, Commissioner, Community Development Services Hal Linscott, Director, Legal Services Steve Dickey, Manager of Accounting Services Marcus Letourneau, Heritage Planner, Culture & Heritage Jamie Brash, Supervisor, Buildings & Properties, Facilities Maintenance

EXHIBITS AllACH ED: None