HomeMy WebLinkAboutDecember 2, 2024Executive Committee Meeting Agenda December 2, 2024 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Robinson
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Page 1.Call to Order/Roll Call
2.Disclosure of Interest
3.Delegations
Members of the public looking to provide a verbal delegation to Members of the ExecutiveCommittee may do so either in person or through a virtual connection into the meeting.For more information, and to register as a delegate, visit www.pickering.ca/delegation,
and complete the on-line delegation form or email clerks@pickering.ca.
The list of delegates who have registered to speak will be called upon one by one by the
Chair in the order in which they have registered. Delegates are allotted a maximum of 5
minutes to make their delegation.
Please be advised that your name will appear in the public record and will be posted onthe City’s website as part of the meeting minutes.
4.Matters for Consideration
4.1 Chief Administrative Officer, Report CAO 06-24 1 Seaton Recreation Complex & Library Project Update -RFP2024-7 – Milestone Report #1
Recommendation:
That Report CAO 06-24 regarding the Seaton Recreation Complex &
Library Project Update be received for information.
4.2 Chief Administrative Officer, Report CAO 07-24 5 Pickering Heritage & Community Centre Project Update -Tender No. T2023-12 – Milestone Report #2
Recommendation:
Executive Committee Meeting Agenda December 2, 2024 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Robinson
For information related to accessibility requirements please contact: Council & Committee Coordinator
905.420.4611 clerks@pickering.ca
That Report CAO 07-24 regarding the Pickering Heritage & Community
Centre Project Update be received for information.
5. Member Updates on Committees
6. Other Business 7. Adjournment
Report to
Executive Committee
Report Number: CAO 06-24 Date: December 2, 2024
From: Marisa Carpino
Chief Administrative Officer
Subject: Seaton Recreation Complex & Library Project Update
-RFP2024-7 – Milestone Report #1-File: A-1440
Recommendation:
1. That Report CAO 06-24 regarding the Seaton Recreation Complex & Library ProjectUpdate be received for information.
Executive Summary: The purpose of this report is to provide a semi-annual project status
update on the construction of the Seaton Recreation Complex & Library (SRCL). In accordance with Report OPS 12-24 (Resolution #523/24), staff were instructed to provide semi-annual project status updates on the progress of the SRCL.
To date, three schematic design options have been developed by project architects, Perkins and Will Canada Inc. (Perkins & Will). A community engagement campaign was launched for a five-week period to collect feedback on the three schematic design options. One new design
option will be created, which consolidates public feedback into one recommended design. The recommended design will be presented to Council in February 2025 for consideration and
endorsement. Subject to Council’s endorsement, Perkins & Will proceed to the Detailed Design phase which is anticipated to be complete by September 2025.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Priorities to Champion Economic Leadership & Innovation;
Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community; Lead & Advocate for Environmental Stewardship, Innovation & Resiliency; Strengthen Existing & Build New
Partnerships; and, Foster an Engaged & Informed Community.
Financial Implications: The Schematic Design phase of SRCL, which included public engagement, concluded on November 7, 2024. The current year-to-date total expenditure on the consulting contract is $617,500 (before tax) against the Council approved PO amount of $7,150,000, representing a total expenditure of approximately eight percent.
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CAO 06-24 December 2, 2024 Subject: Seaton Recreation Complex & Library Project Update Page 2
There have been no alterations to the original contract value to date, though any alteration to
the original scope of work as a result of the public consultation process may result in additional consulting fees. Any required modification to scope and costs will be determined
after Council approval of the project’s schematic design and authorization to proceed to the design development phase.
Discussion: The purpose of this report is to provide a semi-annual project status update on
the construction of the Seaton Recreation Complex & Library (SRCL). In accordance with
Report OPS 12-24 (Resolution #523/24) which awarded the design to Perkins&Will architects,
staff were instructed to provide semi-annual project status updates on the progress of the SRCL.
A. Site Works & Construction Activity:
Highlights of construction progress are summarized as follows:
• An initial building program, including site amenities, was developed by staff prior to award of the design to facilitate its rapid development.
• Three design concepts were developed and have been presented for feedback, as part
of the project’s public engagement campaign.
• Public engagement began at the end of September 2024 and concluded in mid-November 2024.
The project is anticipated to move into the Design Development phase, subject to Council’s
approval of a recommended schematic design option. This fourth recommended option will be
a hybrid, amalgamating strengths from each of the earlier three design options – focusing particularly on building positioning on the site; placement of major spaces within the building envelope; and, a summary of estimated costs.
A detailed summary of feedback, comments and requests will be provided as part of that report, including costs for any proposed changes or additions, for Council’s considerations in February 2025. Detailed Design of individual spaces can only begin once a schematic layout
has been approved.
B. Schedule:
The project remains on schedule for an anticipated construction start in the spring of 2026,
subject to Council’s approval of the recommended schematic design in February 2025. The target completion date for construction is in late 2028, and opening in early 2029. C. Site Works and Land Acquisition:
The project site is approximately 25 acres at the southeast corner of future Alexander Knox Road (Whitevale bypass) and Burkholder Drive (currently sideline 24) which is currently undergoing pre-grading and anticipated to be transferred to City ownership in 2025. Staff are
already coordinating with the developer to ensure that the property will receive rough grading
suitable to meet the needs of the project. Services have already been installed under
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CAO 06-24 December 2, 2024 Subject: Seaton Recreation Complex & Library Project Update Page 3
Burkholder Drive, with bridge construction and road construction expected to follow next year.
Alexander Knox Road is also expected to be paved next year.
The property slopes from north to south and is also bordered by a new residential development to the east, and natural heritage systems to the south. D. Community Engagement:
Prior to the award of the project architect in June 2024, a comprehensive engagement process took place from October 2023 to July 2024 to identify the general types of recreation and sport amenities that are desired by residents. The campaign included a City-wide survey, two Public
Open Houses, community pop-up events at various locations in the City, youth engagement
initiative in collaboration with the School Boards, key stakeholder interviews, and Sport/Culture
User Groups Feedback sessions. The entire campaign reached over 15,000 people, and over 2,200 surveys were completed providing invaluable feedback.
In June 2024, with the award of Perkins&Will (project architects), Council directed staff to
proceed with recommendations of the Recreation & Parks Ten Year Plan and Arena Strategy as the basis of design and amenities to be included in the SRCL (Resolution #523/24).
Perkins & Will then created three design options, all with the same set of amenities but in different configurations, which were released to the public for their feedback through a
comprehensive five-week engagement campaign (October 1, 2024 to November 7, 2024). The campaign included a City-wide survey, three Public Open Houses (October 3, 9,15), and
display at the Chestnut Hill Developments Recreation Complex and the Pickering Central Library. Staff held 29 community pop-up events at various locations throughout the City, led a
student engagement initiative in collaboration with the School Boards, and held stakeholder feedback sessions with Sport/Special Interest Groups. A total of 1,047 surveys were received, and of this total, youth/student engagement represented over 47 percent. A total of 82 hours were spent by staff engaging with residents through the campaign period.
The community engagement campaign returned meaningful feedback and created awareness and excitement of the new SRCL. The results of the community engagement campaign will be summarized and reported to Council with the final recommended schematic design in February
2025.
E. Operating Budget & Programming Model:
Specific program delivery, operating model and related costs cannot be developed until after the Design Development phase. Subject to Council’s approval of the recommended schematic design in February 2025, Design Development is anticipated to be complete by the summer of
2025.
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CAO 06-24 December 2, 2024 Subject: Seaton Recreation Complex & Library Project Update Page 4
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski Director, Operations Director, Finance & Treasurer
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Laura Gibbs, MBA, MSc. Division Head, Operations Services Director, Community Services
Original Signed By:
Jackie Flowers CEO/Director of Public Library
BD:vp
Recommended for the consideration of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
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Report to
Executive Committee
Report Number: CAO 07-24 Date: December 2, 2024
From: Marisa Carpino
Chief Administrative Officer
Subject: Pickering Heritage & Community Centre Project Update
-Tender No. T2023-12 – Milestone Report #2-File: A-1440
Recommendation:
1. That Report CAO 07-24 regarding the Pickering Heritage & Community Centre ProjectUpdate be received for information.
Executive Summary: The purpose of this report is to provide a semi-annual project status update on the construction of the Pickering Heritage & Community Centre (PHCC). In accordance with item 10 of Report FIN 03-24 (Council Resolution #398/24), staff were instructed to provide semi-annual project status updates on the construction of the Pickering
Heritage & Community Centre.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Priorities to Champion Economic Leadership & Innovation;
Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation &
Responsible Planning to Support a Connected, Well-Serviced Community; Lead & Advocate for Environmental Stewardship, Innovation & Resiliency; Strengthen Existing & Build New Partnerships; and, Foster an Engaged & Informed Community.
Financial Implications: The project is nearly approximately one third complete in its construction phase which is reflected in the total expenditures to-date. The current year-to-date
total expenditure on the construction contract is $15,292,590 (before tax, billed as of
September 30, 2024) and when measured against the Council approved Purchase Order (PO 4500001411) amount of $51,953,000, represents a total expenditure of 29 percent.
With construction proceeding at full pace, foundation and structural steel superstructure is
expected to be mostly complete by the end of this calendar year, with roofing and enclosure of
the building envelope to occur over the winter. Focus will shift to interior infrastructure, primarily including HVAC and electrical systems, starting in the Spring of 2025, with interior finishing not anticipated to commence until after the next milestone report (June 2025).
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CAO 07-24 December 2, 2024 Subject: Pickering Heritage & Community Centre Project Update Page 2
No furniture, fixture or equipment purchases have been made to date. Expenditures against
related budgets are expected to begin around the midpoint of 2025, after the PHCC building
has been enclosed. Approved Change Orders (COs) to date total $18,430.56 (before tax) with additional proposed changes currently under review. At this point, the project can be deemed to have successfully
avoided risk of major costs that can often be associated with earthworks and unforeseen soil
conditions.
Discussion: The purpose of this report is to provide operational and financial project updates on the construction of the Pickering Heritage & Community Centre in accordance with recommendation 10 of Report FIN 03-24 (Council Resolution 398/24). Timing of the reports has been adjusted slightly to June and December, annually, in order to align with the lack of Council meetings during the summer months.
A. Site Works & Construction Activity:
Mobilization and construction commenced immediately following approval of Report FIN 03-24 on February 5, 2024. Work on site has been progressing steadily, benefitting from a mild summer and autumn with generally good weather conditions. Most of the in-ground work has been completed, including foundations and related site infrastructure. Structural steel is on site
and being installed with roofing expected to start in or around December 2024. All required external approvals have been obtained and negotiations with the Toronto and Region Conservation Authority (TRCA) for transfer of lands to the west, required for the overflow parking lot, are currently being finalized. A separate report to Council will be
submitted for Council’s consideration and approval of this transfer in the near future. Highlights of construction progress are summarized as follows:
• Full building permits have been issued.
• The formal offer to connect has been received from Elexicon.
• Permanent power will be connected to the property in early 2025.
• Foundations are largely complete and final backfilling is underway.
• Critical civil works for stormwater management are substantially complete.
• The Puterbaugh Schoolhouse and Harvey House have both been moved to their new
locations and placed on new foundations.
• Steel superstructure is being installed with roofing to follow shortly.
• The former site administration building is being used as a construction site office by the
general contractor until it needs to be demolished.
• Construction traffic continues to be diverted away from the Hamlet of Greenwood, to and from Highway 7 directly. Reports of construction vehicles passing through the Hamlet have been confirmed to be third parties not associated with PHCC.
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CAO 07-24 December 2, 2024 Subject: Pickering Heritage & Community Centre Project Update Page 3
B. Schedule:
The project remains on schedule for substantial performance, and to be ready for takeover by October 2025. The building is intended to open for public use in April 2026. C. Archaeological Work:
TRCA archaeological unit commenced stage 3 and stage 4 work on the areas of interest
previously identified and as referenced in Report FIN 03-24. This area is required for construction of a gravel overflow parking lot to supplement more frequently used asphalt parking areas, such as during major events. Archaeological field work was monitored by the Huron-Wendat Nation and Haudenosaunee Development Institute (HDI), both of whom also
participated in the previous stages of work in 2023 and were invited to return to continue to
participate. D. Operating Budget & Programming Model:
Staff from the Community Services Department and the Pickering Public Library are currently
preparing proposed operating budgets and programming models. Community engagement is
currently underway to understand what types of programs and services residents would like to see offered at the new PHCC facility. More specifically, the engagement campaign began November 8, 2024 and runs for four weeks, ending on December 8. The engagement includes a city-wide survey, three Open Houses (November 13, 20, 21) and promotion at various pop-
up events. The survey has been advertised widely through various social media channels,
distribution of a city-wide promotional mailout, and on the LetsTalkPickering website (LetsTalkPickering.ca/PHCC). Pre-opening costs for facility operations will be included in the 2025 Current Budget, to prepare
in advance of taking over the building at the end of that year. First public use of the facility is
not expected until spring 2026, following a fit-out period after the construction is complete. Staff are preparing for a grand opening in spring 2026. As per Resolution #379/24, staff continue to pursue naming rights for the PHCC building, as a
whole, and individual internal areas. As per Resolution #574/24, staff are soliciting public
comments for the naming of the Exhibit Gallery to the John E. Anderson Exhibit Gallery and will report back with recommendations in the near future.
Attachment: None.
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CAO 07-24 December 2, 2024 Subject: Pickering Heritage & Community Centre Project Update Page 4
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski
Director, Operations Director, Finance & Treasurer
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Laura Gibbs, MBA, Msc.
Division Head, Operations Services Director, Community Services
Original Signed By:
Jackie Flowers
CEO/Director of Public Library
BD:vp
Recommended for the consideration
of Pickering City Council
Original Signed By: Marisa Carpino, M.A.
Chief Administrative Officer
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