HomeMy WebLinkAboutOPS 20-24Report to
Executive Committee
Report Number: OPS 20-24 Date: November 4, 2024
From: Brian Duffield Director, Operations
Subject: Council Chamber Renovation Design
- Endorsement of Schematic Design - File: A-1440
Recommendation:
1. That Report OPS 20-24 regarding the Council Chamber Renovations Design be received;
2. That Council endorse, in principle, the schematic design concept for the Council Chamber Renovations, as set out in Attachment 1, and that staff be authorized to proceed with development of contract documents sufficient for obtaining a building permit and to be issued for procurement of related construction services; and,
3. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report.
Executive Summary: The purpose of this report is to obtain Council endorsement, in principle, of the schematic design concept for the renovation of the Council Chamber at the
Pickering Civic Complex (see Attachment 1), enabling technical detailing of the project to
proceed so that it can be made ready to obtain a building permit and to be issued for
procurement of construction services.
Development of design concepts for renovations to the Council Chamber at the Pickering Civic Complex have been underway since early July 2024, following award of the design contract
per Report OPS 15-24 (Council Resolution #548/24) on June 24, 2024. A variety of design layouts were explored, resulting in one preferred schematic design concept recommended by staff.
Report OPS 15-24 proposed that three schematic design options would be prepared, but the
project objectives and building constraints all pointed towards a single preferred configuration. All other variants were found to have significant drawbacks, flaws, or limitations that would
undermine the purpose of the renovation. Key features and project goals include: replacement of aging audio systems and equipment; upgrades to video systems; integration of software and
hardware platforms throughout the Council Chamber under a single software system for better production control; physical accessibility enhancements; security upgrades; allowing chambers to accommodate in-camera meetings; and, preparing for future growth.
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Subject: Council Chamber Renovation Design Page 2
While individual elements of the schematic design remain subject to minor change and refinement, it is essential to ensure that the general intent meets expectations. The floor plans
and conceptual renderings attached to this report are recommended for Council endorsement, in principle, so that technical elements of the project can be finalized and the project made
ready for procurement, construction, and completion in advance of the next municipal election.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community.
Financial Implications: Report OPS 15-24 awarded consulting services for the project. Funding required for construction, including contingency, furniture, fixtures and equipment have been included in the draft 2025 Capital Budget. The recommended schematic design
concept has been developed in accordance with the proposed construction costs reflected in the budget.
Discussion: The purpose of this report is to obtain Council endorsement, in principle, of the
schematic design concept for the renovation of the Council Chamber at the Pickering Civic Complex, enabling technical detailing of the project to proceed so that it can be made ready to obtain a building permit and to be issued for procurement of construction services.
The Pickering Civic Complex opened in 1990, and was designed at a time when accessibility
was not yet part of the Ontario Building Code (OBC), few office spaces made regular use of personal computers, and digital technology was in its infancy. Over time, various components
of the Council Chamber have been replaced, such as with the installation of LED display screens in 2021 to replace an aging projector and screen system that no longer met the visual
technology needs of the space. Ad hoc replacement to parts of the audio systems, including microphones, speakers and control equipment, have resulted in an improvised system with parts dating from different eras, some of which have become obsolete. One of the primary objectives of the Council Chamber Renovation project is to remove and completely replace all
of these different elements, wiping the slate clean to install a completely new and fully integrated audio-visual (AV) suite, including broader elements such as lighting, privacy, security and digital communications upgrades to better serve the needs of the City and its
residents in the internet age.
Acoustically, a drum and dome with extensive hard surfacing pose significant challenges to
successful sound management of the space. This can be mitigated through acoustic treatment of the physical space and tailored selection of equipment and products, combined with careful mounting of versatile devices controlled as part of an overall digital management solution.
Many of the technology-based details have yet to be determined as they require confirmation of the physical layout of the space prior to their overlay, which forms part of the reasoning for this requested approval. A new digital systems solution will be incorporated into the final design, to include electronic voting, pan and zoom cameras which focus on the active
speaker(s), centralized delegation control, digital meeting management tools, and other related
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Subject: Council Chamber Renovation Design Page 3
features. These would include the ability to toggle the chamber between public and in-camera modes quickly and easily.
The existing Council Chamber performs poorly against contemporary accessibility design standards, which include several iterative updates to the Ontario Building Code (OBC),
introduction of the Accessibility for Ontarians with Disabilities Act (AODA) and three decades of development in good design practice since its original construction. The stairs and central depressed bowl of the chamber are the most obvious impediments, though there are numerous other challenges. Scooters, for example, are far more commonplace as mobility aids
than they were in 1990, and have grown larger in size over time to meet a growing range of needs. The Council Chamber struggles to provide suitable clearances, even for smaller wheelchairs.
Staff visited all other Council Chambers in the lakeshore municipalities of Durham Region,
including the regional headquarters building, in order to compare and assess options for this
project. In all cases, the floor of the chamber is at, or nearly at the same level throughout, using minimal ramping only where and as required. The proposed concept would see the existing bowl depression infilled to provide a consistent floor level throughout, with a slightly
raised dais for improved sight lines to Mayor, Council and staff participating in meetings. It is likewise essential to consider that any of these positions could someday include individuals requiring use of mobility devices, and that all positions throughout the Council Chamber must be designed to accommodate the broadest possible range of accessibility for all.
Additional upgrades in the recommended schematic design concept includes a separation between public seating and Council/staff seating. This includes relocating staff to the wings,
behind Council to establish better visual connection between Council and the members of the public. All Council and senior staff seats will also be equipped with display screens, like at
Durham Regional Headquarters, so that meeting participants can better view delegations and their displayed content, as well as each other, during meetings. The recommended layout also adds two additional seats for future Council positions, as may be required as the community continues to grow.
To enable in-camera meetings, an acoustic separation between chambers and the lobby space will be introduced through the replacement of the glass wall with a sound dampening material. This new partition will provide a focal point inside the chambers featuring the public
art piece to be commissioned per Council Resolution (#279/23), and a mounting surface on the
lobby side to provide large display screens and speaker systems to facilitate use of the lobby
as an overflow area for especially well-attended meetings.
Council endorsement, in principle, is requested of the staff-recommended schematic design concept (set out in Attachment 1). Approval will allow refinement of the recommended
schematic design concept to comply with all applicable requirements of the OBC and AODA, as well as coordinating both hardware and software elements that will form part of the technical upgrades of the space. The approved concept will also be reviewed and discussed with the City’s Accessibility Advisory Committee at an upcoming meeting to ensure that its
comments are reflected in the final scope of work.
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Subject: Council Chamber Renovation Design Page 4
Subject to Council’s approval, construction is expected to begin in Q3 of 2025. Specific timing will be provided as part of a separate Report to Council for approval of the construction
contract.
Attachment:
1. Design brief for recommended schematic design of the Council Chamber Renovation
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Brian Duffield Karen Coleman Director, Operations (Acting) Director, Community Services
Original Signed By: Original Signed By:
Vince Plouffe
Division Head, Operations Services
Paul Bigioni
Director, Corporate Services & City Solicitor
BD:vp
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A. Chief Administrative Officer
pickering.ca
Council Chambers Renovation
Pickering Civic Complex
Schematic Design
One the Esplanade, Pickering
Attachment 1 to Report OPS 20-24
pickering.capickering.ca
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3
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1
Agenda
Key Improvements
AV Systems
New Floor Layout
Interior Perspectives
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Key Improvements
•New and fully integrated AV systems
•Improved meeting management tools
•Accessibility and new seating layout for better user experience
•New treatment(s) to improve acoustics
•Security enhancements
•Privacy mode for in-camera meetings
•Prepare for future expansion of council
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AV Systems
•Camera to speaker Integration
Speaker visible on screen which replaces current wide angle static camera position
With labels of name/title for each meeting participant to be displayed online and in the Chamber
Ability to have multiple meeting participants shown on screens in the Chambers
• Request to speak
The meeting Chair will view a list with people that request to speak and coordinates controls & order of speakers
•Electronic voting
•Meeting management software integration
Integration with the City’s meeting management software (used to build agendas, minutes, livestream, etc.)
•Monitors and power outlets
One screen for each councillor’s desk, the central desks (meeting chair, CAO and City Clerk) and staff desks
Electrical outlets and ports at every councillor and staff desk to plug in their devices
•Remote participation for meeting attendees
Council, staff, public can participate remotely, with visibility on screens in Chambers and on Livestream
•Closed session (In-Camera) privacy
Audio controls for the AV systems that will ensure privacy for closed sessions
Acoustic separation between the council chambers and interior and exterior spaces to ensure speech privacy for closed sessions
Access controls -ability to lock the entrance doors from the meeting’s host, CAO and City Clerk desks
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Accessibility and new
seating layout
•Floor area at the lobby level with a raised dais for the
council and staff (1 step higher)
•A central desk for the meeting chair and seating for
CAO and City Clerk on both sides
•8 desks for councillors – 6 for existing positions plus 2
for future growth
•12 desks for directors and support staff to be located
behind councillors with additional seats along the
walls
•Back drop and back room for IT staff with emergency
exit
•The glass sliding doors from the chambers to the lobby
will be filled in to allow for in-camera sessions privacy.
•Enhanced security - separation between council and
public area though glass railing
•Delegation podium located central with adjustable
height
•Dedicated accessible seating areas
•Fixed upholstered public seating for optimal seating
comfort and sound absorption
•Reserved media seats Floor plan
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Interior perspective
front view
*This is a conceptual rendering and not an exact representation of the materials or spaces depicted.
The design and materiality will change and evolve as the project progresses.
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Interior perspective
side view
*This is a conceptual rendering and not an exact representation of the materials or spaces depicted.
The design and materiality will change and evolve as the project progresses.
pickering.ca
Vince Plouffe
Division Head, Operations Services
Operations Department
905.420.4660 ext. 3233
vplouffe@pickering.ca
Diana Poida
Senior Project Manager, Capital Projects
Operations Department
905.420.4660 ext. 1031
dpoida@pickering.ca
Questions