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Home My WebLink AboutOctober 9, 2012 • Ca 0$4 Executive Committee Meeting Agenda • `. -�_ ' : Tuesday, October 9, 2012 •PICKERING Council Chambers 7:00 pm Chair: Councillor O'Connell (I) Delegations • Cathy Grant, CEO Pickering Public Library Re: Report LIB 01-12 Central Library Expansion and Renovation • (II) Matters for Consideration Pages 1. Cathy Grant, CEO Pickering Public Library, Report LIB 01-12 4-72 Central Library Expansion.and Renovation • Recommendation 1. That Council receive the Central Library: Expansion and Renovation Study; 2. That staff be directed to include the design and construction costs for a combined Library and Civic Centre expansion in the five year capital forecast. • 2. Director, Community Services, Report CS 48-12 73-82 Hiring of a Project Manager for the Design and Construction of the New Operations Centre Recommendation 1. That Report CS 48-12 from the Director, Community Services be received; 2. That Council approve to engage the services of Independent Project Managers (IPM) for project management services for the design and construction of the New Operations Centre in accordance with the City's Purchasing Policy Item 10:05; Accessible i For information related to accessibility requirements please contact PICK E I N G Linda Roberts Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: IrobertsaDickerina.ca 1 • City 00 Executive Committee Meeting . Agenda Tuesday, October 9, 2012 PICKERING Council Chambers 7:00 pm. Chair: Councillor O'Connell 3. That the total gross project cost of $395,640.00 (HST included), and a net project cost of$356,286.00 (net of HST rebate), including the proposed amount and associated costs be approved; 4. That the (Acting) Division .Head, Finance & Treasurer be authorized to finance the project as follows: a) the sum of $355,000.00 be debt financed, or through an internal loan, or from the proceeds of the sale of City owned land; b) the sum of $1,286.00 be funded from Development Charges Reserve Funds; c) the (Acting) Division Head, Finance & Treasurer be authorized to make any changes, adjustments, and revisions to amount's, terms and conditions, or take any actions necessary in order to effect the foregoing; and d) That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 3. Director, Corporate Services & City Solicitor, Report CAO 16-12 83-88 Liquor Licence Act— Special Occasion Permit -Events that are deemed as Events of"Municipal Significance" Recommendation 1. That Council delegate authority to the City Clerk to consider requests and, if appropriate, to deem events as "events of municipal significance" under the Liquor Licence Act (Ontario), as amended; and 2. That the attached Procedure entitled "Special Occasion Permits — Public Events of Municipal Significance" be adopted. • • 4. Director, Corporate Services & City Solicitor, Report CAO 17-12 89-91 2013 Standing Committee and Council Meeting Schedule Recommendation 2 C� o� Executive Committee Meeting Agenda Tuesday, October 9, 2012 PICKERING Council Chambers 7:00 pm Chair: Councillor O'Connell That the 2013 Standing Committee and Council Meeting Schedule included as Attachment 1 to this report be approved. 5. Chief Administrative Officer's Report, CAO 18-12 92-98 2013 Base Budget Guideline Recommendation 1. That Report CAO 18-12 of the Chief Administrative Officer be received; 2. That staff be authorized to prepare for Council's consideration a 2013 base • budget with the increase not to exceed 4.9%; 3. That 2013 user fees be increased, where possible, to the estimated inflation rate of 2.3% (Ontario CPI); and, 4. That the appropriate officials be authorized to take the necessary actions to give effect thereto. (III) Other Business (IV) Adjournment 3 City 00 - Report to Executive Committee PICKERING Report Number: LIB 01-12 Date: October 9, 2012 From: Cathy Grant, CEO Pickering Public Library Subject: Central Library Expansion and Renovation Recommendation: 1. That Council receive the Central Library: Expansion and Renovation Study; 2. That staff be directed to include the design and construction costs for a combined Library and Civic Centre expansion in the five year capital forecast. Executive Summary: In September 2010, the,Pickering Public Library Board approved a 10-year Facilities Plan to assess library facility requirements for the current and future population and identify a future approach to meeting these needs. The study recommended a renovation and expansion of the PPL Central Library. In September 2011, the Board engaged a consultant to investigate what was needed in such an expansion. The consultant's work was guided by a steering committee that included Library and City staff as well as a member of the Library Board. After research into trends and best practices, a space analysis, and multiple focus groups a proposal for a 17,000 sq ft expansion to the Central Library was developed. This proposal is attached to this report. Upon review of the Central Library Expansion Study, City staff are considering the addition of a third story to the Library expansion and combining the Civic Complex Expansion with the Library Expansion project which are planned for the same time period. Financial Implications: The total construction cost for the two-story addition and renovations to the Central library is estimated to be $10,967,000. Estimated costs for furniture, fittings and equipment and consultant fees would be an additional $2,200,000 to give a total estimate cost for the project of$13,167,000 in current dollars. Additional operating costs for the expanded facility are estimated at $180,000 annually. Budget planning for the Central Library expansion is found in the current Development Charges Study as well as in the long-term Capital Budget. In the proposed 2014 Capital Budget, $1,500,000 has been allotted for Library Expansion Design with 55% of the costs coming from the City Budget and the remaining coming from development charges. 4 Report LIB 01-12 October 9, 2012 Subject: Central Library Expansion and Renovation Page 2 In 2015, the proposed Capital Budget has allotted $13,500,000 for the construction of the building — again funded 45% by development charges. These proposed budgets are sufficient for meeting the goals of the Central Library Expansion Study. In addition, it is possible that the final costs for the project will include a basement level which is estimated at $1,188,000. Should the City decide to add a third floor to the expansion, the additional cost is estimated to be between $7,000,000 and $8,000,000. Discussion: The need for an expanded Central Library was established by the Library's Facilities Master Plan. According to this plan, the Pickering Library system currently has a deficit of 11,000 sq ft in library space for the community, using a North American standard of .6 sq ft per capita. This deficit is felt very keenly at the Central Library where there is an increasing lack of space for programming, meeting, and study as well as increasing friction between needs of users for collaborative activity or silent study. As the Central Library is designated to serve the Duffin Heights community, this space crunch will increase as residents move into these new developments. The existing Central Library opened in 1990 and reflects design practices that no longer fit the needs of evolving libraries of the 21st century. Through focus groups and interviews, the Library was able to develop a new vision for the Central Library which will serve to guide future planning. The vision for the Central Library is to be a focal point in the community— a high profile civic institution that provides a multitude of services either directly or through partnerships. The Library will be a centre of community engagement - fostering dialogue and exchange, a centre of technology and innovation, part of an active downtown landscape, and will have a customer-first focus. In order to fulfill this vision, the Central Library expansion project needs to incorporate leading edge collaborative technologies, adaptability and flexibility of space, it must integrate effectively with surrounding civic services, it must balance the need for individual and group spaces, incorporate educational and interactive elements, and it must support all pillars of sustainability — social, economic and environmental. • • 5 Report LIB 01-12 October 9, 2012 Subject: Central Library Expansion and Renovation Page 3 The Central Library Expansion and Renovation Study includes a conceptual design of this vision. This conceptual design includes: • a 17,000 sq ft, 2-story addition that is configured to minimize the impact on the existing park area • a street level main entrance located on the South Esplande • an interior concourse and Atrium connecting the Library with the Civic Complex creating space for public functions and gatherings • accessibility and sustainability requirements • large window areas to provide an increased presence to the streetscape as well as a maximization of park views from interior spaces and the creation of a reading garden contiguous with the park • upgrade of existing finishes and fixtures to match those used in the addition to give a seamless appearance • interior spaces would be designed for maximum flexibility including sliding partitions and movable shelving The optional basement level would include a purpose-build archive — allowing the library to host and preserve significant physical documents from both the City of Pickering as well as the Archives of Ontario, and would allow the Library to actively collect significant historical collections which are currently found in private homes and offices as well as the Museum Village. The optional basement level could also host server rooms and storage, thus preserving as much space above-ground for public needs as possible. The third floor of the library addition would provide 8,000 sq feet of access for City staff workrooms and offices. Next Steps The Central Library expansion provided an opportunity to explore the option of taking full stewardship of municipal and local historical.documents by creating professional archival space. This option was explored with the Library's local history partners as well as the City's Clerk's Department. These partners were in favour of the Library taking responsibility for heritage documents, therefore the space allotted for local history needs to expand. The option of building a purpose-built archive in the basement of the expansion is now being investigated. After presenting this Report to Council, the Library will embark on further public consultations. This consultation will use the Library ry Ex p ansion and Renovation Study as the basis for discussion. Library staff will also work to further refine interior space needs and will continue to watch for best practices and trends in the library sector. 6 Report LIB 01-12 October 9, 2012 Subject: Central Library Expansion and Renovation Page 4 The Library Board will continue to solicit feedback from the community regarding the Central Library Expansion, and will investigate fundraising options. In the Fall of 2013, the Board will present an update to Council on the progress of the Central Library Expansion project, followed in 2014 with a budget request for Central Library design funding. City staff will continue to investigate whether the Civic Complex expansion needs can be accommodated by a third floor expansion of the Central Library. Should this be the case, a proposal for a joint project in 2014 will be submitted. Attachments: 1. Central Library: Expansion and Renovation Study Background Report 2. Central Library: Expansion and Renovation Study Proposed Expansion Option Prepared By: Approved/Endorsed By: ‘■,,,__Aitli 'Vt-te"...._1— ' /1" ■ Cathy Grant, Eve - t : a CEO Pickering Public Library Directo , ommunity Services Recommended for the consideration of Pickering Ci Council ,, ) Aidgil 1 Tony Prevedel, P.Eng. Li Chief Administrative Officer • 7 1 1—iB• (E'd chERING . ' si UBLIC = D A ID • •ate �., '' Y >. Central Library: Expansion and . • � p Renovation study • Background Report • • Submitted By: • dmA Planning & Management Services Wolfvilie NS www.dmaconsuiting.com In a.ssrx;iution inittt: Chamberlain Architects Services Ltd Burlington, ON December, 2011 • 8 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 TABLE OF CONTENTS 1.0lntroduction 1 1.1 Study Purpose and Process 1 2.0The Facilities Plan - Factors Affecting the Study 2 2.1 Population Profile and Projections 2 2.2 Facility Plan Recommendations 3 2.2.1 Community Input 3 2.2.2 Library Space Requirements and a Preferred Facility Model 3 3.0 Central Libraries —Trends and Best Practices 5 3.1 Introduction 5 3.2 General Facility Design Trends 5 3.2.1 Libraries as a Focal Point in the Community 5 3.2.2 Libraries as High Profile, Civic Institutions 6 3.2.3 Libraries as Multi-Service Providers 6 3.2.4 Libraries Fostering Two-Way Communication 7 - 3.2.5 Libraries as Centres for Technology and Innovation 7 3.2.6 Libraries Part of an Active Streetscape 9 3.2.7 Libraries with a Customer-First Focus 9 3.3 Central Libraries—Roles and Design Considerations 10 3.3.1 Central Libraries— Emerging Roles and Best Practices 10 3.3.2 Recent Central Library Projects— Selected Examples 15 4.0Stakeholder Consultation 24 4.1 The Consultation program 24 4.2 Stakeholder Input 24 4.2.1 Key Informant Interviews 24 4.2.2 Stakeholder Workshops 26 5.0 Central Library Space Requirements and Design Challenges 36 5.1 Library Space Requirements 36 5.2 Key Components of the Central Library 39 5.3 Other Planning and Design Considerations 39 5.3.1 The Proposed Arts Centre in Pickering 39 5.3.2 Specialized Roles—Additional Library Space Requirements 40 5.4 Next Steps— Preliminary Space Program 41 dmA Planning & Management Services Chamberlain Architect Services 9 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 1.0 INTRODUCTION 1.1 Study Purpose and Process In September 2010, the Pickering Public Library(PPL) prepared a 10-year Facilities Plan to assess library facility requirements for the current and future population and identify a preferred approach to meeting these needs. The study recommended a renovation and expansion of the PPL Central Library. The current study builds upon the recommendations of the 10-year Facilities Plan to refine Central Library space requirements, confirm the role and functions of the Central Library, identify design requirements and explore options for the renovation and expansion of the existing building. The study was undertaken in four phases. Information on factors affecting the design and development of the Central Library input in ut from stakeholders were the focus of Phases One and Two. In Phase Three expansion and renovation options were evaluated and a preferred approach and anticipated costs identified. Study recommendations were reviewed and reports finalized in the final phase of the study. • This Background Report summarizes the results of the Phase One and Two of the study, and is organized as follows: Chapter Two: The Facilities Plan—Factors Affecting the Study Chapter Three Central Libraries Trends and Best Practices Chapter Four Stakeholder Consultations Chapter Five Central Library Space Requirements and Design Challenges dmA Planning & Management Services Chamberlain Architect Services Page 1. 10 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 2.0 THE FACILITIES PLAN - FACTORS AFFECTING THE STUDY As noted in the introduction, this study builds upon the analysis and recommendations in the recently completed PPL 10-year Facilities Plan. The following information has largely been extracted from that Plan. As warranted information has been updated and expanded. 2.1 Population Profile and Projections Pickering's population profile differed from that of Ontario as a whole in 2006, in that it was somewhat younger, more family oriented, and more ethnically diverse. Incomes, employment and labour force participation were also higher than the Provincial average. With the possible exception of ethnic diversity, all of the characteristics are positively related with higher levels of public library use. As a result, increasirig service demands on the Pickering Public Library can be anticipated in the future and we should anticipate higher levels of public library use. This would be consistent with past experience where the PPL has regularly been among the top five libraries in Ontario with respect to library use. These are important considerations because they suggest that planning guidelines and standards that are typically used for projecting space requirements may under-state needs in Pickering. According to the 2006 Census, the population of the City of Pickering was 87,838. This represents a 0.8% increase over the 2001 population, and a lower rate of growth than for the population of Ontario as a whole. Long term population projections in Pickering are complicated by a number of provincial policies and appeals to the OMB. While short term projections continue to suggest modest growth, the long term forecast continues to call for significant population growth. The population projections for the 10-year Facility Plan anticipated that by 2031, the City's population would increase by 132,870 residents, resulting in a population of 225,670 by 2031 (as noted in Table 2.1 below). Table 2.1: City of Pickering, Population Projections (2006-2031) Year Projected Growth %Change Population 2008 92,800 2016 141,125 48,325 52.1 2021 177,915 36,790 26.1 2026 204,290 26,375 14.8 2031 225,670 21,380 10.5 dmA Planning & Management Services Chamberlain Architect Services Page 2. 11 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Source: 2016 onwards, Region of Durham, June 3, 2009. Growing Durham, Our Future, Our Community, Annotated Consolidation of Regional Official Plan Amendment No. 128, pg. 10. While these projections will need to be confirmed, they are still the best available for the purposes of this study. 2.2 Facility Plan Recommendations 2.2.1 Community Input The PPL has provided users with a number of opportunities to comment on library services and facilities in the past; including the 10 Year Facilities Plan. While library services are always very positively evaluated, there are a number of reoccurring themes that point to deficiencies at the Central Library. These were reflected in the following comments from the Facilities Plan: • The most pressing issue at the Central Library is capacity use of available space. Space is not available to meet emerging needs and make the library more of a welcoming, community focal point. The building predates most innovations in library design, and as such lacks suitable areas for in-library reading and study, group study, meeting spaces, presentation spaces, program areas, food services, comfortable seating areas, etc. Issues of poor air circulation, safety and security, unequal heating and cooling also exist. Retrofitting the building and rewiring for laptops hs been problematic, as have attempts to demarcate different areas for different groups of users. • Many feel that the Central Library has a stronger role to play in engaging other sectors of the community such as the local arts and cultural sector, the educational sector, the business sector. The Central Library should play a stronger role as a community gathering space and a social space in the downtown. This is not easily achieved due to at-capacity use of existing space. These comments from previous consultations largely speak to current limitations. They are, of course, still relevant and will be addressed in this study's recommendations for renovation and expansion. Rather than duplicate this input by asking stakeholders for their opinion on the existing facility, the consultation program for this study focused on emerging trends and opportunities to be reflected in a Central Library to serve the next generation of users. The results are described in Chapter 4 of the report. 2.2.2 Library Space Requirements and a Preferred Facility Model The following are the key recommendations concerning overall library space requirements and the place of the Central Library in the PPL Facility Model from the 10 Year Facilities Plan. Recommendation 1: A minimum guideline of 0.6 GSF/capita should be adopted to project future library space requirements for the Pickering Public Library. • Recommendation 2: The Pickering Public library should provide a minimum of 135,400 GSF of library space by 2031 to serve a projected population of 225,670. dmA Planning & Management Services Chamberlain Architect Services Page 3. 12 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Recommendation 3: The PPL will continue to have a Central Library in the downtown core. The Central Library will continue to serve the downtown and surrounding urban areas and provide some specialized services for the entire library system. Recommendation 4: In the short term (by at least 2015), the PPL should expand the Central Library by a minimum of 10,000 GSF to help address the current shortfall of library space system-wide, to rectify current space limitations at the Central Library, and meet some growth- related needs. The proposed expansion should be built to accommodate a minimum of two additional levels, should additional library space be required at some point in the future. These recommendations are still appropriate and were adopted as the starting point for this study. The requirement for additional library space at the Central Library is a critical component of this review. The 10 Year Facility Plan recommended a minimum expansion of 10,000 sq. ft. Our assessment of actual requirements is documented in Chapter 5 of this report. • dmA Planning & Management Services Chamberlain Architect Services Page 4. 13 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 3.0 CENTRAL LIBRARIES - TRENDS AND BEST PRACTICES 3.1 Introduction The existing Central Library opened in the 1990s and reflected contemporary design practices at the time. It no longer provides the facility components, equipment and design features that can fully accommodate public library service needs in 2011 and as these needs continue to evolve the library building will increasingly be at odds with the services it is intended to host. It is important therefore that this study consider trends and best practices that are defining central libraries and the roles they will play in the future. We have discussed this in two parts. Section 3.2 is a brief discussion of library facility design trends. These are not specific to central libraries. They would be reflected in any well designed, contemporary urban library. Section 3.3 deals specifically with central libraries. It describes the special roles and functions of a central library and how these might be reflected in library design. This section also includes a number of examples of recently developed libraries that have addressed issues that we expect will be relevant in Pickering. The core themes reflected in Section 3.3 of the report were tested with stakeholders and their response is described in Chapter 4 of the report. 3.2 General Facility Design Trends The design and function of library facilities are changing in response to demographic shifts, emerging technologies, new roles for libraries and increasing consumer expectations. These trends are strongly rooted in the needs and interests of the next generation of library users and consequently, to the extent possible, will be reflected in the facilities provided by all progressive library systems. 3.2.1 Libraries as a Focal Point in the Community Increasingly, libraries are being thought of as the "centre" or "focal point" of a community. They are spacious, welcoming, highly visible, accessible places where people come together to gather information and exchange ideas. They can also provide a quiet refuge from the demands of urban life, an "oasis" for quiet reading, rest and relaxation within To succeed today,libraries must an otherwise lively urban centre. Whether patrons come to participate in a master many different roles... book club, surf the "Net', join a parent and tot program, or just curl up in a Their new,multi-faceted missions must be supported with great cozy chair sipping a coffee and browsing the latest periodicals, libraries are design,strong amenities,and becoming community gathering places. popular programs." Project for Public Spaces,How to Make your Library Great,Apr. 2007. Design Considerations • Large reception area with community information area and comfortable places for sitting; • Adequate spaces well designed for working and reading; • Designated and appropriately designed and furnished areas for children, youth and adults; • Attractive furnishings and interior design and decor, consideration to window placement and an abundance of natural light; dmA Planning &Management Services Chamberlain Architect Services Page 5. 14 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 • Multi-purpose programming rooms; • Separate coffee kiosk, gas fireplaces, lounge areas; • Comfortable quiet reading areas separated from program areas; • Modern accessible washrooms; • Open concept and flexible, fully accessible, self-guiding layout. 3.2.2 Libraries as High Profile, Civic Institutions Canadians have a high awareness of libraries, and libraries are important to the fabric of Canadian cultural and economic life. "The best libraries anchor communities. Because they are Contemporary libraries are attractive, functional, flexible, barrier- highly visible centres of civic life, free, high profile public spaces. They increasingly incorporate these libraries instil public confidence in their neighbourhoods heritage, art and cultural displays and presentation spaces to and catalyze further investment." promote learning, debate and the exchange of ideas in the Project for Public Spaces,How to Make Your Library Great,Apr.2007. community. Libraries and other cultural institutions provide"cultural capital" to their communities. As knowledge institutions, they contribute vitality to community life through their civic, creative, economic, architectural and cultural presence. The outside environment is as important as the internal environment in the overall contribution. Ample parking, accessible pathways, reading gardens and attractive landscaping are considerations that add to an enjoyable, rewarding destination. Design Considerations • Modern building with high quality design; • Community garden, reading garden, sculpture garden and other landscaping to create a relationship to the outdoors and functional outdoor areas; • Strong street orientation and visibility; • Use of glass to promote transparency and invite people in; • Designated drop-off and waiting area; • Adequate on-site parking. 3.2.3 Libraries as Multi-Service Providers Lifelong learning, adult literacy, and reading readiness are examples of some of the traditional contributions libraries make to their communities. Libraries today provide an expanded range of benefits and services. They are emerging as forums for community learning and expression, serving as technological, -Because libraries are centrally employment, business development, cultural, art and heritage located within neighbourhoods,they are ideal places to offer numerous centres for their communities. community services—from child care to job placement to income tax Entrepreneurs.and small businesses, which increasingly form advice to university extension the foundation of the Canadian economy, are depending on Project ." Y P 9 Project for Public Spaces,How to Make your Library Great,Apr.2007. dmA Planning & Management Services Chamberlain Architect Services Page 6. 15 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 today's libraries as they plan their products and services, investigate financial resources, and ultimately expand employment opportunities and prosperity in their communities. Parents, teachers and homeschoolers are using the library's programs and resources to improve literacy, computer-literacy, and as a complement to more traditional forms of education. Increasingly, libraries are providing employment services through linked databases with other government agencies. Research has always been a cornerstone of library service,and today's libraries provide an expanded research function with links to educational, institutional, and business databases in Canada and around the world. Design Considerations • Program areas, training areas, and computer rooms; • Government service kiosks,job banks, and job training clinics; • Linkages to educational, institutional and business databases; • Flexible layout accommodating a variety of programs. 3.2.4 Libraries Fostering Two-Way Communication While libraries have always been disseminators of information, innovative libraries are no longer content with one-way communication. Through elements of design, programming, and partnerships, they are increasingly fostering dialogue and exchange with library users. The spaces inside and outside libraries are the ideal locations for civic events, celebrations, fairs, festivals, "brown bag" lectures, political debates and mid-day concerts. Public art installations, temporary exhibits, and local history or geological displays help libraries establish a setting for social interaction, encouraging people to gather, talk, and learn. Design Considerations • Social spaces, presentation spaces and exhibit spaces integrated into lobby areas; • Integration of indoor and outdoor spaces; • Adequate space for bulletin boards, racks and panels for pamphlets and brochures, as well as staff knowledge and awareness of community events, organizations and services; • Prominent displays of local history, culture, natural history, geological features, etc. 3.2.5 Libraries as Centres for Technology and Innovation The advent of the "Virtual Library" and technology in general has changed the way in which core library services are being delivered and will continue to have a major impact on future services. Libraries are offering more Rather than threatening the traditional services online (and doing so at an accelerating rate), concept of the library,the integration of new information technology has actually become Virtual/digital reference services, electronic databases, and the catalyst that transforms the library into a e-books are now customary features of contemporary more vital and critical intellectual center." Freeman,G.T. AIA,2005.The Library as libraries in urban centres. According to a recent survey by Place: Changes in Learning Patterns,Collections, Technology,and Use. Chamberlain Architect Services Page 7. 16 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Market Probe Canada, the Internet itself, rather than reducing library users, has become a catalyst for positive change, resulting in substantially higher use of the public library in order to access the Internett. This result was substantiated by a study by American Library Association2, which found that more than 73% of libraries surveyed say they are the only source of free public access to the Internet in their communities, and library use is increasing at an annual growth rate of more than 4.6% as a result. Libraries are also using technology to improve customer service. Increasingly, support for community social and economic development is becoming a core function of the library in an information economy characterized by rapid change. Libraries are providing workshops and training in computer literacy, e- technology, and navigation through the information age. The library "But are libraries still relevant in increasingly plays a role in supporting small businesses, home-based the age of the Internet? business, the self-employed and individuals who must continually •.•libraries are thriving because Y of the Internet!" upgrade skills or search for new careers in a changing marketplace. McGuiggan,2007,Urban Through highly trained staff, state-of-the-art technologies, and Development Authority of 9 9 Y 9 Pittsburg. accessible programming, libraries are contributing to the knowledge base of communities in many ways. Trends indicate that access to all forms of library information and content will become increasingly associated with smaller, more powerful, and more versatile hand-held wireless devices. This will continue to impact on the way public libraries deliver their services. Modern libraries are built with a focus on energy efficiency and sustainability. This may mean the layout and design of the library are compatible with the ecology of the building site; locally available building materials or recycled/historic materials are used; passive solar features are incorporated in the design; energy efficient interior fixtures and equipment are installed; "green" building systems are employed for heating, waste water treatment and energy generation. Many recent developments across North America are achieving the LEED (Leadership in Energy and Environmental Design) certification under the Canada Green Building Council (CaGBC) Program, while still others are incorporating sustainable design principles into their projects. Design Considerations • Adequate space and well-designed areas for individual study and group work; • Daylighting3, appropriate task lighting and modern, functional furniture; • . Design and equipment fully compatible with current and emerging technologies; • Adequate, well-placed power outlets; plug-ins for laptops or wireless technology; • Separate, designated Internet workstations and training areas; • Incorporation of emerging technologies, wireless networks, downloadable audio books, etc.; 1 Market Probe Canada.January 2006 Ontario Public Libraries Market Survey.Prepared for the Federation of Ontario Public Libraries. 2 American Library Association and Florida State University,October 2007.Libraries Connect Communities:Public Library Funding& Technology Access Study 2006-2007. 3 Controlled admission of natural light through windows to reduce or eliminate electric lighting. dmA Planning &Management Services Chamberlain Architect Services Page 8. 17 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 • Digital download kiosks, with a power supply and connection for a hand-held device to link with the library network; • Terminals and hook-ups for access to high speed networks for downloading audio and video content; • Reduced space needs for print reference materials and non-fiction items; • Increased space needs for DVDs and audiobooks; and • Energy efficiency built into design and operations. 3.2.6 Libraries Part of an Active Streetscape As libraries are increasingly connected to sidewalk networks, transit routes, bikeways and pathways, they are generating a critical mass °_..along the street is where this of pedestrians that provide an economic boost to local retailers. illustrious institution truly They are also ideal locations to support street-side or parking lot connects with the city around it. A series of well-linked spaces- markets and fairs, bringing even more people into a neighbourhood steps,plazas,little nooks and and helping to creating an active streetscape. If located in a retail pathways—provide innumerable places for sitting,meeting, setting, modern libraries provide other benefits; they can improve the eating and chatting" retail establishment's position as a "one-stop shopping" destination, New York City Library, described in a Presentation at attract customers who may be outside the "typical" profile of the 2005 OLA Superconference. shoppers, and increase spending during non-peak periods of retail operations' daily and yearly cycles. Design Consideration • Strong street orientation and visibility; • Accessible by a variety of transportation modes, and easy access for pedestrians and cyclists; • Reading gardens, special event areas, children's play areas, and a variety of seating adjacent to the library; • A commons or public square outside the library. 3.2.7 Libraries with a Customer-First Focus Today's libraries are adopting a customer-first focus. For many, this has resulted in: improved hours-of operation; self-checkout technology; on-line booking systems to pay fines, register for programs and computers, renew and "If service,library instance,theyrWI F, servic for instance,they will optimize reserve items; quiet spaces for study and work; comfortable public use if they also give web surfers spaces for socializing; light food and beverage services; comfortable places to sit both inside the building and outside under shady trees." expanded programming and dedicated resources for target Project for Public Spaces,How to Make groups (children, teens, seniors, cultural groups, etc.); helpful, your Library Great,Apr.2007. available staff who "walk the floor"; as well as information-rich technology and training opportunities. Not only do these improvements better serve library patrons, they also result in an operationally efficient library and a functional work environment for staff.. dmA Planning & Management Services Chamberlain Architect Services Page 9. 18 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Public library staff roles are evolving with the changing role of the public library. Five years ago, staff who got out from behind the information desk, "walked" the floor and engaged users was a novel concept. Now staff might be hosting a video game tournament or helping kids use animation software to create a video out of clay puppets. Staff interactions with users are happening in the virtual library as well. Today's library staff are creating conversational loops with users on Facebook, Twitter and other social networking sites, to discuss important ideas of the day, current news topics, library innovations, new library content, etc. As an example of modern library staff roles, a staff member might set up a Twitter feed or text- messaging services for "best reads", monitor online conversations via social networking sites, and use this information for book club discussions or other programming at the physical library. As technology changes the way users interact with the library, it is also changing the way staff interact with users. Design Considerations • . Self-guiding layout, visible signage and self-serve features; • Popular materials display shelves; • Operationally efficient, design with user space situated to maximize casual surveillance by staff; good sight lines and visibility throughout the library; • Appropriate staff workspace, office space and a visible staff presence throughout the library; mobile information stations instead of large fixed desks; • Wide aisles and shelving designed for customer convenience; • Self-serve features including self-sort book drops, self-checkout, and on-line public access computer terminals throughout the library. 3.3 Central Libraries — Roles and Design Considerations 3.3.1 Central Libraries — Emerging Roles and Best Practices Many cities around the world, even in locations without traditional public library cultures, are planning and building 'landmark' or 'signature' central libraries. While books and reading remain at the core of the library's services, the intent and design of these spaces overwhelmingly focuses on the central library as not only a source for information and learning, but also for meeting, creating, sharing, and experiencing. For many cities it is the central library that carries the hopes for a public arena to enhance civic engagement, technological skills, education, health, cooperation, and employment - an evolving 'third place' where technology is a catalyst but people and relationships are central. The expanded role of the central library combined with the increasing use of digital technologies has major implications for the planning of physical library space. In the library of interaction and digital technology, the space is less about the objects (books) and more about the ideas and experience. This makes it more difficult to plan, but there are some trends that have emerged from successful new library spaces. dmA Planning & Management Services Chamberlain Architect Services Page 10. 19 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Common themes in the design of new central libraries include: • Spaces for bridging the digital divide • Central libraries as place-maker and civic symbol • Integration with other civic services • Adaptability • Balancing collection, individual, and group spaces • Economic development • Incorporating educational and interactive elements Spaces for Bridging the Digital Divide Approaches to the digital divide have tended towards two main concepts that can be described broadly as lack of access and lack of literacy. Access refers to having a computer and Internet connection available, while literacy brings into question the effectiveness of that access, or the ability of a user to benefit from the technology. Bridging the digital divide is increasingly seen not as a goal of bringing users into the dominant technological practices of the Internet but of bringing the Internet into the service of individual communities' needs. This distinction has implications for designing effective and inclusive public spaces and services for its use. While it is important for users to know how to access existing valuable Internet services, the opportunity for users to be active, contributing members of the 'network society' is equally, if not more, important for building strong and connected communities. Studies have shown that a lack of Internet participation is often based on the actual or perceived absence of culturally appropriate or relevant online resources. Many strategies for mitigating this issue are service or software based such as categorization techniques or languages used by various web platforms. However, bridging the digital divide is also about merging existing community practices with Internet technologies and requires a suitable physical space, or "interface". This is an important role for the contemporary central library. Leone Sandercock, a researcher of multicultural cities, stresses "local communities have experiential, grounded, contextual, intuitive knowledge, manifested through speech, songs, stories, and various visual forms from cartoons to graffiti, from bark painting to videos."4 In this sense, the library as a space for community knowledge exchange remains paramount and, for such users, the library's digital services are less about computer terminals than about space to have their 'way of knowing' expressed and.included. For example, the library may provide meeting rooms or performance areas with recording devices and assistance in uploading recorded material afterwards. In other words, the importance of the library is that it is a unique digitally networked space where the community can share with the World Wide Web rather than gaze at it from a terminal or portal. 4 Sandercock,L.(2003).Mongrel Cities.London:Continuum p34. dmA Planning & Management Services Chamberlain Architect Services Page 11. 20 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Central Library as Place-Maker and Civic Symbol Many communities, especially ones that have traditionally served as commuter suburbs, are using the central library as an anchoring component in efforts to establish identifiable and active city centres. The creation of a central library is considered important to build a sense of place or identity for the community itself. It is envisioned as a hub of civic activity and as such features a variety of non-traditional spaces to attract users such as a cafes,theatres, or galleries. The design of these new central libraries also places great emphasis on the external visibility of the library functions and its role as a prominent civic institution as well as maximizing connectivity with and openness to other public spaces. Public squares or plazas are important spaces in our communities that are not always 'activated' to their potential because they lack integration with the surrounding buildings and activities. Public libraries can be involved in and benefit from a variety of outdoor plaza programming including festivals, performances, and markets. Improved visibility, openness, and connectedness to adjacent public spaces also increase awareness and a diversity of users. Operating together, the plaza and library comprise a much more powerful civic symbol, in addition to being practical space for community functions. Integration with Other Civic Services A trend in municipal planning is the development of neighbourhood centres that bring together multiple civic amenities including libraries, government services, daycares, recreation centres, and public parks or plazas. As discussed above, this can enhance sense of place but also create synergies between complementary services. For example, a day-care centre can easily partner with the library for early childhood literacy programs. The combination of a library with municipal government services is of particular importance. One of the more pragmatic goals of new library design and programming has been to meet the information needs of citizens in their daily lives and this often involves government services. Locating the city hall and central library together creates the opportunity for 'one-stop shopping' but alone does not take full advantage of the interaction that can be created in such a centre. The role of the library in fostering civic participation is greatly enhanced through linkages with city hall and the visibility of city hall to library users can greatly reduce any perceived disconnect between the government and its citizens. Integrating the central library with city hall as a unified civic service centre creates a more accessible and citizen-oriented space. Adaptability As libraries are adjusting to new demand for non-traditional services, the probability of continued change and unanticipated future needs is being considered in new designs for central libraries. The characteristics of use of digital media and social spaces is likely to be more dynamic and changing over shorter periods of time compared to traditional reading spaces. Open floor plans with partitions comprised of moveable shelving, panels, or furniture are being used as well as non-permanent service points or information kiosks to ensure the ability of the library space to absorb new service trends. Additionally, aesthetic design elements are being carefully selected to allow for a more rapid change in styles associated with new uses. dmA Planning & Management Services Chamberlain Architect Services Page 12. 21 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Balancing Collection, Individual, and Group Spaces To complement the increasing range of activities and services provided in a central library, users have expressed the desire for a more diverse mix of spaces. The provision of space is being considered for both user type (children, seniors, level of technical skill, etc.) and activity type (quiet study, collaboration rooms, etc.). It is predicted that the impact of digitization will cause a decrease in the physical collection space but broaden the role of the library as a space for interaction with digital resources and among users of these resources. Digital devices are becoming more mobile and many users are less dependent on technology-specific space such as desktop computer workstations. For users of personal digital devices, the physical characteristics of space are in fact more traditional with emphasis on atmosphere and comfort. Although flexibility is a key component of new library spaces, attracting a new and diverse range of users can require the creation of specialized areas. In addition to children's areas, some libraries are establishing specific zones for teenagers or seniors. In the case of teen areas, interior design elements include privileging of young peoples' social experience over materials and shelving units, in addition to establishing a clear edge/perimeter/identity, and a high profile for the graphic representation of local youth art, experience, and culture. Technological and communications experience, particularly in the lives of young people, suggests that libraries can help pioneer the interactive hybrid architecture. This type of space interprets digital and communications media in physical form and promises to blur conventional separations between work and play spaces, between the retrieval of information and its uses, between reading and producing literature.5 Finally, beyond the standard individual workstations, group meeting rooms, and casual "living room" reading areas, innovative use of activity space includes open areas that can transform into performance theatres and collaborative "lab" spaces that allow for a variety of installations and community projects. The community lab is becoming a popular idea and can take the form of workshops that provide creative space and tools for carpentry, bike repair, or even creative interpretations of the community garden. In libraries, labs can make use of the facility's multimedia resources to collaboratively explore ideas on current events, culture, literature, and visual art. In a more modest case, the library can merely provide space to showcase and raise awareness of current projects within the community. Economic Development The changing opportunities and challenges facing libraries are, of course, part of broader trends affecting all aspects of life, including our economies and how we work. In what has been termed the 'information economy', the role of the library as a source for information and networking becomes increasingly relevant to the community. Beyond the traditional services for job seekers such as computer skills training and resume workshops, and in addition to individual and collaborative work stations as mentioned above, some central libraries are providing space, materials, and services geared towards small business development. This includes seminars, networking events, and dedicated business resource stations. Many business-related resources and database subscriptions are cost prohibitive for individuals at start-up and shared library 5 Bernier,A.(2008).Making Space for Young Adults:Three Stages Toward Success http://archive.ifla.org/IV/ifla74/satellite- 7/Presentation_Bernier.pdf dmA Planning &Management Services Chamberlain Architect Services Page 13. 22 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 resources are lowering barriers to market entry. 6 The library is thus being seen as an ideal small business incubator for entrepreneurs, including the growing number of retired baby-boomers starting their own businesses.? In addition to the small business resources that libraries can provide,there is a growing amount of interest in community-based social entrepreneurism or social enterprise for which the library can offer similar services. Social entrepreneurship is the application of business principles to social or environmental challenges with the goal of increasing community capital rather than financial profit. This approach often requires more informational resources than traditional community-based activities, making the central public library a good location. Because social enterprises are undertaken for the benefit of the community, the library, as a primary public space, could provide opportunities not only for research or working, but also for raising awareness among other users by making the activities visible and accessible. Similar to the small business resources, this lowers barriers to encourage entrepreneurial experimentation and collaboration, providing an `incubation'environment. As the envisioned role of contemporary central libraries expands at the same time that funding of public services contracts, social enterprise is being seen as a way to fill the gap. Much of the literature on social entrepreneurism actually focuses in on library-based activities and blurs the line between what services are provided by library staff and those assumed by community members themselves within library space. - Groups such as Social Enterprise London (sel.org.uk) suggest that libraries in transition adopt a model of service provision that is more `of the community than merely `in' the community. They state that the innovative and adaptable nature of social enterprise allows for highly contextual initiatives, highlighting the need for flexible space within libraries. Incorporating Educational and Interactive Elements The library has traditionally been valued for the content of its objects, or information, and the museum for the quality, or experience, of its objects. As the traditional library information is increasingly digital and not confined to the shelves within the library, there is less value in simply being the holder of information8. A user is less likely to physically visit the library if the same information is available online. This highlights the importance of creating unique spaces that offer experiences beyond just access to information — opportunities for the central library to be more educational and interactive in the manner of children's museums or science centres. Rather than just emulating retail bookstores with displays of new items, central libraries are creating displays that are more museum-like in quality that encourage interaction or showcase art as in a gallery rather than as decoration. This trend complements the new style of group collaborative and leisure spaces by stimulating the activities that take place there. • 6 htto://www.urban.orq/publications/1001075.html 7 http://www.sobabyboomer.com/2010/07/boomers-find-the-library-is-the-perfect-business-incubator.html 8 Pomerantz,J.,&Marchionini,G.(2007).The Digital Library as Place.Journal of Documentation,63(4),505-533. dmA Planning & Management Services Chamberlain Architect Services Page 14r 23 • Pickering Public Library Background Report - Central Library Renovation and Expansion Study December 2011 3.3.2 Recent Central Library Projects — Selected Examples - The following are recent central library projects. These are a few of many examples, some with circumstances very similar to those in Pickering. Surrey City Centre Library, British Columbia Surrey, a city within the Metro Vancouver area, is ambitiously planning to transform from a primarily suburban form to a more sustainable, identifiable city with a new multi-use downtown core. The new downtown is anchored by the "Civic Centre" plan that includes the central library, a new city hall, university campus, recreation centre, performing arts centre, and community plaza. The library was the first building to be completed (opened in September 2011) and is being touted as a community gathering space, "a cultural and social hub that will be a landmark.for City Centre"9. The design of the Civic Centre area features a community plaza as public space that connects the library to the city hall and other civic buildings, emphasizing the relationship of the library to the community beyond its walls and allowing for more integrated programming. 9 http://www.surrey.ca/city-government/9910.aspx dmA Planning & Management Services Chamberlain Architect Services Page 15. 24 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Civic Centre !6i AtiE 3 7:-. ?3.1.11 e70o,�0 �+ 177 „„ 11 -t . -rte col 3 I03 AVE it'. . . s i�r�' ` ,. 'e v -_j7 _ f Surrey Civic Centre Plan1° Despite doubling its collection in the new building, a majority of the 77,000 square feet of space in the new building will be "space for people as opposed to books"11..There are over 80 public computers and access to wireless service. It also features a large children's library, teen and seniors lounges, coffee shop, group study areas, and classroom space for Simon Fraser University's Continuing Studies Department. The library was designed for flexibility of future uses, with open space and modular divisions. 10 http://surreycitydevelopment.com/projects 11 Surrey City Centre Library Blog http://surreycitycentrelibrary.wordpress.com/ dmA Planning & Management Services Chamberlain Architect Services Page 16. 25 1 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 In addition to the library being a priority among the public, consultation with the development community about the economic viability of private development in Surrey revealed that one of the most mentioned issues was the need for civic infrastructure, including a large central library.12 . ,.. Air A till,. , ,.........„ :40,- — _ __.Aillr ter„ Air Fireplace and lounge, Surrey City Centre Library13 Sammamish Library in King County, Washington. Sammamish, WA, a suburban community outside Seattle, is another example of a new library built as a central and identifying component of a new city centre development featuring a public plaza. The library, a key part of the town's vision, has been built as a "bookend" to this outdoor plaza. It is located next to city hall, a network of bike and pedestrian paths, a wetlands preserve, several schools and religious facilities, and venues for the farmers' markets and outdoor concerts. Inside, maximized spans and fewer columns ensure easy changes for the future. '2 http://www.surrey.ca/bvlawsandcouncillibrary/C001-F24A.pdf 13 Surrey City Centre Library Blog http://surreycitycentrelibrary.wordpress.com/ dmA Planning & Management Services Chamberlain Architect Services Page 17. 26 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 • , \\,_,______---- ',. i` +r. ti 1 iii .,a r ` ~!` ( ," .. _• i I wt``.."EI'',7 i f ' r± p ew f ! ..; .. _ u_.i-�' pL `__ .—lr_ -•�' to 1; ^'', F s ,, x v • ".<.' -• t � .'C..., ... ._ .. ...eta,.°3 :,':..4: .. . ia tgs {e�IN I a._ � ,-yea - '9 it 11 r .� il� t fe. 1 7 17 g--,-1,-- - - -i - i r -I i' I ,f' l • - _ ' • y Y I - - rc,R FF I ataA t lit'sac d ■ •;- 4 4. .-!, i 1 1 Sammamish Library ' 14 Library Journal.http://www.libraryjournal.com/Ij/Ijinprintcurrentissue/890142-403/sammamish_libraryI_.html.csp dmA Planning & Management Services Chamberlain Architect Services Page 18. 27 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Poplar Creek Library, Streamwood, Illinois. The old, 1960's brutalist Poplar Creek Library building was recently renovated and expanded into a modern district library with a focus on technology and diverse users, New features include a 5,000- square-foot space dedicated to teenagers with colourful patterns, whimsical furniture, varying ceiling textures and lighting patterns. The "green zone" is a connective hallway between the adult and children's departments that also doubles as a tech node. One of the technology hubs of the library, it has WI-Fl and a long row of computers opposite study counters. The walls feature a textural striped paint pattern to reflect light from the illuminated panels. A fibre-optic sculptural "dragon" hangs in the space, its head and neck serving as official gateway to the children's department. This renovation of an existing space houses the grade school collection along with plenty of tables and private study rooms. A technology hub is nearby, giving older children their own computer centre. The ceiling has round gypsum soffits placed concentrically on exposed concrete columns. Light fixtures were mounted to the columns and shine upward on the discs, providing an indirect light that softens the space. A self-check and search catalogue "pod" reinforces the goal of using integrated technology to enhance the library experience.15 Linking the site to city hall and the police department with a new bicycle and pedestrian path resulted in a 400 percent increase in bike and pedestrian access. The glass beacon tower at the west entrance signals that there are important services inside. 71 2 � - it I 61 $ of f Ik 15 http://www.archdailv.com/73589/the-poplar-creek-public-Iibrarv-free-gillan-molinaro-architects/ dmA Planning & Management Services Chamberlain Architect Services Page 19. 28 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 1 tf; ,4 i or Air fI as 1 r 4 a.' __. ,,�i: - 1. _ I -,,, ,„, - ,, , _ . ,J,,,___,......_ ., ,,, „ _.- ,,,.i„k:,,,,, Poplar Creek Library' Aarhus Urban Mediaspace, Denmark The City of Aarhus, Denmark, is currently building a new central library uiat IJ Ju lid IJIUIiildUVC uiey have renamed it Urban Mediaspace to reflect the expanded nature of activities it will house. Urban Mediaspace Aarhus will host the new main library, government service for citizens, project rooms, study cells, a café, a public living room, training rooms, small mobile workspaces, halls, activity rooms and open, informal spaces. The large and open stairways can be used for seating to create a flexible performance space. It will also incorporate three outdoor waterfront spaces. dmA Planning & Management Services Chamberlain Architect Services 1 Page 20. 29 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Fr-- • • ,.... , ,,. .:,,,,.+1 ■,, , 'jilt 1 'II', ;«, f;i 4 ,I I• Y i r � ' S r sy i ` k, T i M ? i• (If} b -,r a� 1* it � { � 1 0 . ..„ , =•.. -.,...-,-A.!. ..... , -..,..v.,. , L_____ _ _ .....,,, Jam 1 [ r 1 2.f2iii 1 { t A.' Sketch of Aarhus Mediaspace children's library 16 Concepts for Urban Mediaspace have been in development at the old main library location for a number of years via a range of innovative experiments and projects. Some examples include: Transformation Lab, a flexible space to experiment with new forms of collaboration between library users and mixed mediums. Themes tested were literature, news media, music, freedom, and conversations. "' http://www.urbanmediaspace.dk/en/proiect/images dmA Planning & Management Services Chamberlain Architect Services Page 21. 30 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 NewsLAB i,\ i err i 410 r r. �� k IF A 4 1111 it"' ,. :. e a ^' ';r. :, : d',-,,,:m„,7- a. ±•15*.wre ._.--.s. yi..aMOnP+eae..ti ,, I , 1 lull ' �� 4 t F-3 i 4 41:-W1 i._ t yea.Al„ , . / 4 'It ; \' ■ r I 1 '—\/-, Aarhus Library's Transformation Lab InfoGallery, an interactive display system that takes digital content about library services and topics of interest from the internet and places them in a more engaging and prominent physical space. If a user finds information that they wish to explore further in a different location or at another time, they can email themselves a link of the current session. tektiecafe fiver tirsdag❑g' isgli' .p°s * 1 :o� a t.411114 , t .4 ,w=t t 0 ;1 y ,r r` .. .. :000 14."1'4°”, An InfoGallery board in the Aarhus library 18 17 http://www.slideshare.net/KnudSchulz/ancb-sketching-library-transformation-berlin-maj-2011- presentation-7968681 18 http://www.urbanmediaspace.dk/en/mediaspace/library-future/projects/info-gallery dmA Planning & Management Services Chamberlain Architect Services Page 22. 31 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 District of Columbia Pubic Library The District of Columbia Public Library has entered into a partnership with the U.S. Small Business Administration to open the Enhanced Business Information Center(e-BIC). The e-BIC, which is located at the main branch of the DCPL system, provides business planning tools, free on-site resources, staff, training courses and workshops to help entrepreneurs start, grow and expand their business. It features a state-of-the-art video conferencing room, computer terminals, a business information resource library and reading room.A full time librarian staffs the e-BIC. dmA Planning & Management Services Chamberlain Architect Services Page 23. 32 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 4.0 STAKEHOLDER CONSULTATION 4.1 The Consultation program The consultation program included two activities. Key Informants, defined as Library and municipal staff, Board members and elected representatives, were interviewed. While in some cases these interviews were used to assemble technical background information (e.g. population projections), the primary purpose was to explore opportunities and ideas for an improved and expanded Central Library. In addition to the key informant interviews, six focus groups were arranged. These were held with the Library Board, Library staff and community representatives. A number of critical design and development issues were addressed at the focus groups. 4.2 Stakeholder Input 4.2.1 Key Informant Interviews The following are key themes from the key informant interviews. These themes focus on opportunities associated with the expansion and redevelopment of the Central Library which was the key topic addressed with those who were interviewed. Some of the key informants also noted limitations of the existing building many of which are associated with lack of space and/or an aging building. These limitations have been documented in previous reports and are not included in the following discussion. Connection Between the Civic Centre and Library There was support for exploring the potential to physically connect the Civic Centre and the Library by enclosing the space between the buildings. This space would not constitute the planned Civic Centre expansion for staff offices or administrative functions but rather for community functions consistent with the Library's role. Connecting the buildings was supported for the following reasons: • Existing space is unattractive, a wind tunnel, somewhat unsafe—essentially wasted space • The shared space could be used for a number of joint library civic centre functions (see programming ideas below) • A new shared front entrance could be created on the west side by prohibiting vehicular access and creating an urban plaza. This would increase visibility and street presence and provide a more prominent entrance to a major civic building; • A new"back door"could be developed to face the park which would ideally allow a relationship to the outdoors • The connection of the buildings is consistent with the Library's objective of community engagement. It makes a statement of the importance of the Library—Municipal relationship dmA Planning & Management Services Chamberlain Architect Services Page 24. 33 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 • A redeveloped and connected Library and Civic Centre would have a much greater impact than minor expansions at both buildings. It makes a statement that this is a major civic complex and an important building. It also "refreshes" both buildings and this would be a major development signaling the next"generation" of the municipality. A transition from a Town of 80,000 to a major city of 200,000 • Efficiencies are possible with shared space • Design Principles/Concepts/Plans Regardless of how the Central Library is developed, the following principles were supported for the design and development of the Central Library. • Sustainability—energy efficiency and green building principles • Place-making —ensuring the building defines a sense of place and establishes an identity • The Library expansion will likely be the first major new municipal facility in the downtown area of Pickering and the first building project the City has done in many years. It should set a precedent and send a message to downtown developers regarding the City's commitment to sustainability, superior design etc. • While acknowledging the higher costs, all agreed the Library and Civic Centre were major, significant public buildings and should be designed to a high standard • The Central Library and Civic Centre are seen as important components of a downtown land use precinct that starts with the Recreation Complex and continues west through the park area, to the Library/Civic Centre and could continue further west where new developments are planned and where other civic building could be developed. (The possibility of locating a future arts centre in this precinct was often noted). • _The Library entrance was often criticized. The Library must be visible, welcoming, and present an image to the community that is consistent with its role and function. Joint Programming—Shared City/Library Space—Working Relationship between the City and the Library • There was general support for a stronger working relationship between City and Library staff(e.g. . through information and displays to educate and engage the public in discussions of City priorities such as sustainability; by hosting displays and presentation material on major proposed planning or development projects; and perhaps through closer collaboration where responsibilities overlap, such as the Planning Dept. role in heritage and the Library's local history collection. dmA Planning & Management Services Chamberlain Architect Services Page 25. 34 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 • There is not sufficient public space in the City Hall lobby for displays, programs etc.; the Library has no display space; or public discussion space. These could become part of a shared atrium between the Library and City Hall. • The Library's interest in providing space for creativity (media labs; areas to download information active learning space; etc)could be shared for City functions • Training labs, meeting rooms, etc. could be shared • The City lacks good reception area for receiving dignitaries and for special events; perhaps a space in this atrium area or a reading garden could serve this purpose Library Spaces to be Included in the Expanded Central Library In addition to functional areas that are not well supplied now because of limited space (such as proper children's and teens areas, adequate reading and work area and sufficient staff space), the following specialized areas were identified as important components of an expanded Central Library • A proper archives for the local history collection • Incubation space—for community associations or new entrepreneurs • Learning commons/collaborative work space • Attractive social space—the "Library as Living Room"concept • Complementary services(e.g. a literacy association; economic development group, etc.) • Group and private study areas 4.2.2 Stakeholder Workshops Focus groups were held with Library users, Board members and staff to discuss the study's purpose and process and solicit their input on key design issues. The focus groups were facilitated by the consultant and were attended by approximately 46 participants. A PowerPoint presentation containing images of various modern and innovative library designs was presented addressing four key topics: 1. The Library's Relationships—Civic Centre and Outdoor Open Space 2. Accommodating the Library User—Social and Interactive Space 3. Partnerships and Complementary Uses 4. Making a Difference-Priority Features of An Expanded Central Library dmA Planning & Management Services Chamberlain Architect Services Page 26. 35 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 A group discussion, prompted by the presentation, was facilitated by the consultant. Participants were asked to anonymously complete a short workbook that captured their input on the issues discussed. The following sections provide an overview of the workbook responses. Topic One: The Library's Relationships—The Civic Centre and the Site Questions for Discussion—Civic Centre.—Library Relationship 1. Considering the relationship of the Central Library to other neighbouring buildings and land uses (particularly with the Civic Centre) participants were asked to consider factors such as: whether the space would be better used by both the Library and City Hall? What should the space be used for? Should the buildings be connected? There was a general consensus that creating a relationship between the Library and Civic Centre was an idea worth exploring. The possibility of sharing space and creating a more significant municipal complex by connecting the two buildings was generally supported by the participants. However, the opportunities for the shared space were not well defined and many of the participants required further information before supporting the connection. Some of the participants raised practical concerns about the connection (security; blocking the existing pedestrian thoroughfare; building around the clock tower, etc.) The following comments were noted in the participant workbooks: • This is a great opportunity to integrate the Central Library with the Civic Centre; would encourage community engagement • Such a connection may enhance the relationship between the Library and the Civic Centre which, at present, seem very disconnected • Rather than investing in a new construction, expand the existing Library and Civic Centre buildings with a large, covered living area to be used for an information desk, entertainment and gathering space,food and beverage services, festive events, etc. • If connected, both facilities must feel inviting and welcoming to all members of the public • Connecting the two facilities will modernize the services, and attract a new generation of individuals,while sustaining current users • Creating an open space to be shared by users of both facilities would be beneficial, but physically connecting the two facilities is not necessary or important dmA Planning & Management Services Chamberlain Architect Services Page 27. 36 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Questions for Discussion—Relationship to Outdoor Areas 2. Participants were asked to comment on how they envision the outdoor spaces around the Library in the future. Virtually all of those commenting supported a relationship to the outdoors. There was support for a reading garden; external views and natural sunlight into the library, and the development of an outdoor"programming" area for the Library. However, there was also a very strong support for maintaining the existing park and green space. Participants were shown examples of libraries that had a strong relationship with a major urban plazas or civic squares and in most cases these were not supported because they would compromise the green space to the east of the library. Participants were generally looking for a compromise — a design that would accommodate a relationship to the outdoor areas and provide outdoor programming space but that would not overwhelm or eliminate the existing green areas. The following points summarize common responses: • Include an amphitheatre; • Is quiet, peaceful and safe (protected from the elements, but natural light); • Multi-purpose space (for holding events, entertainment, programming, etc,); • Contains outdoor, landscaped seating areas with reading gardens; • Includes an outdoor skating rink; • Contains a green roof(garden on roof)—quiet for reading, beautiful, etc.; • Must be accessible and appropriately address the needs of the public, particularly seniors, young children and others with mobility issues (no stone work, stairs, etc.) 3. Participants were asked to picture themselves outside of the expanded Central Library and describe how it is different from the existing facility(e.g. Where is the entrance? What does it look like?) The most common responses include: A prominent theme in this discussion was the necessity to create a visible and welcoming entrance to the library. With few exceptions, the participants were critical of the existing arrangement and strongly supported a new and much more visible "front door". • The facility is very user friendly and accessible to all members of the public (access ramps, clear signage, etc.). dmA Planning &Management Services Chamberlain Architect Services Page 28. 37 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 • The Library has plenty of windows looking out toward the green spaces, providing natural light inside and exposing the inner content of the Library. • There is a"grand" entrance for both the Library and the Civic Centre that has a"big" door and is easily identifiable by the public. • The green spaces surrounding the facility contain seating and gathering areas, and are landscaped and visually appealing. • Its design is artistic and prominent,making it evident that it is a Library. • There is an area containing bike racks and for storing other forms of travel such as strollers, electric scooters, etc. • The entrance is on the South end (Glenanna Rd) of the facility, facing the street making the Library more visible and accessible to the public. 4. Participants were asked to comment on any challenges or problems they see with the relationships they previously described. The following points highlight some common themes that emerged from their responses: • Parking and flow of traffic may be an issue. Consider using existing ramp to Civic Centre's underground parking garage and connect any additional underground parking to the existing garage. • Adequate space and financing to meet the demand/interest may be a challenge. • Concerns regarding accessibility were noted . • Becoming more "open" could create noise and security issues, • The area between the Library and City hall was noted as being "awkward". • The existing entrance is adequate and no money should be put into making it visually appealing • If space is shared by the two facilities, delegation of responsibility for shared areas would have to be clearly established. • Be sure that new design components do not attract unwanted activities and behaviours (e.g. skateboarding, loitering, etc.) • Increased windows and glass structures could result in sun glares, making it difficult to engage in library activities(e.g. reading, writing, instructing, etc.) Topic Two: Accommodating the Library User—Social and Interactive Space Questions for Discussion—Social Space dmA Planning & Management Services Chamberlain Architect Services Page 29. 38 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 1. Participants were asked to describe the social space they feel should be available to them and other users while considering the images of modern and innovative libraries they were shown by the consultant. The following highlight common themes that emerged from their descriptions: There was very strong support amongst all participants for much improved social spaces in the Library. Comfortable reading and working areas in particular were strongly supported. Participants felt that food service should be a feature of the library. Other complementary spaces (such as a gallery) that would bring people into the library and create a stronger community focus were also popular elements of the design. One qualification was raised in these discussions: some of the images of other libraries showed rather high quality furnishings and decorations and a few of the participants were concerned that these might be intimidating for some and make the Library less accessible and welcoming. • There should be an equal balance of social/gathering space, and quiet/individual space, to meet the needs of all users. • The Library should resemble a living area - relaxed and inviting atmosphere, with comfortable/moveable seating, local artwork hung throughout, many windows, etc. • There is a need for gallery/exhibit space to display artwork, historical material, and other such documentation. • The Library should contain segregated gathering areas for teens with comfortable seating, group work space, computer/Internet access (or the ability to use their own laptop), and other features that are appealing to this generation. • There should be meeting room space available to allow for community/business meetings, seminars, lectures, and other such activities/events. • Cafe/food services should be available for users. • The Library should contain a variety of program space to provide opportunities for computer training, art classes, music, etc. • There should be segregated quiet space and group work/study areas. • The social space should be flexible and multipurpose, limiting the amount of "unused" space. • The Library should contain segregated areas and features specific to meeting the needs of different users (i.e. a child play area; training space to teach computer skills to seniors; gathering space to enjoy a coffee with a friend; etc.) • There is a need for more space between the stacks dmA Planning & Management Services Chamberlain Architect Services Page 30. 39 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 2. After describing the social space they feel should be available to themselves and other users, participants were asked to picture themselves in that social space and comment on what they see themselves doing, and how it makes the Library and more enjoyable place to visit. The following points summarize the most common responses: • Some participants pictured themselves sipping on a coffee and enjoying a snack in a comfortable, and welcoming environment with plenty of windows. • Some participants envisioned a Library with many more places to sit with access to the internet via wireless or laptop hook-ups. • Some participants pictured themselves in a Library that is inviting and contains cozy "nooks"to sit and read quietly, but also provides space for group work and meetings. • Some participants envisioned a Library with interactive space for children and seniors. • Some participants envisioned a Library containing space for music and theatre groups to practice and create. • Some participants pictured themselves in a Library containing a covered courtyard area, providing an excellent space for social activities. Questions for Discussion—Interactive Space and Use of Innovative Technology 3. Participants were asked to consider, and comment on, how the expanded Central Library will accommodate individuals and groups who wish to collaborate on projects, and be innovative and creative. The majority of participants chose to list specific library features, and spaces they feel should be provided to accommodate for individual or group activities. A variety of images from other libraries for training, learning and creating were shown to the participants. These included media labs, recording studio, in-library programming space, training areas equipped with the latest technology, spaces for collaborative learning, etc. Most of these images were unfamiliar to the participants; however, all were strongly supported as features of a contemporary Central Library in Pickering. Specific comments included: • Studio space for film and music •. Interactive learning space • Open spaces for presentations and entertainment • Creative labs/thinking pods (the more creative spaces available, the more creative situations happen) • Indoor theatre • Programming and meeting space dmA Planning & Management Services Chamberlain Architect Services Page 31. 40 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 • Comfortable seating in meeting /individual spaces • Formal meeting space • Small, private group areas/rooms for student and community groups that are "tech" accessible • Flexible spaces and moveable walls to accommodate future needs • Integrated technology in study rooms(i.e. computers, smart boards, etc.) • Multiuse space providing multiple capabilities • Additional computer space • Additional shelving and storage space (staff) • Stacks that move/collapse to create additional space for browsing. 4. Following their response to the previous question,participants were asked to consider the interactive and creative spaces they described and comment on the new opportunities they will create and how they will contribute to a better library. The most common responses include: • Such spaces will promote the Library's attraction to youth. • Such spaces will provide gathering areas for group activities. • Users will be able to work on group projects in an enclosed space. • These spaces will allow users to eat, drink coffee, and sit in a welcoming atmosphere. • Spaces will be flexible to allow segregated areas. • Such spaces will allow users to receive help from knowledgeable library IT staff on any individual computer. • Such spaces will provide users with the opportunity to "create" projects (e.g. music). • The spaces will contain shelving more accessible for seniors (the Library is in an aging community). 5. In addition to the above, participants were asked to discuss any drawbacks or challenges they anticipate if providing these spaces. The following points highlight the most common responses: • Technical expertise will be critical for success. • Such spaces may take away from collection space. • Segregated meeting spaces could result in misuse and vandalism. dmA Planning & Management Services Chamberlain Architect Services Page 32. 41 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 • If the entrance is moved to a new location, the circulation desk would need to be moved to this area as well. • Noise could become a challenge. Topic Three: Partnerships and Complementary Uses Questions for Discussion—Partnerships and Complementary Uses 1. Participants were asked to comment on any appropriate partnerships they feel the Library should pursue, and how these partners would be accommodated in the expanded Library (i.e. do they have a physical presence or just closerservice ties?). The partnerships most commonly suggested include: • Schools/School Boards • The Arts and Culture Community • The Heritage Community • Technological groups • U of T/Durham College • The Business Community • Local Community Programs • DWAC Board and Foundation (to integrate with the planned Art and Performance Centre) • Immigration Agencies • Youth Services • Chamber of Commerce • Employment Agencies • Police Services • Government Agencies • Senior Groups • Early Years Centre dmA Planning & Management Services Chamberlain Architect Services Page 33. 42 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 2. Participants were asked to think broadly about the range of community issues and concerns in Pickering, and comment on whether they feel an expanded Central Library will provide an opportunity for the Library to become more involved with these issues and play a larger role in helping the community determine its future. The most common response are highlighted below: • "The Library will be more inclusive, welcoming all members of the public". • "The Library will cater to the needs of working families". • `It will contain a variety of spaces to meet the needs of all users, and attract an assortment of individuals and groups for a variety of purposes". • "The new Library will be advertised to promote awareness of programs and activities, and to attract new users". Topic Four: Making a Difference—Your Priorities 1. Considering the various ideas and possible new developments discussed throughout the session,participants were asked to identify the three most important changes they would make to the existing Pickering Central Library. The most common responses are highlighted below: • Space for various interest groups • Office space/areas for staff • A connection to outdoor space • Connected buildings • Accessibility • Visually appealing to attract users • Enclosed courtyard to create year-round, attractive gathering space • Portable. and technology-friendly meeting rooms to accommodate small and large groups • Highly interactive and technologically innovative • Café (specialty coffee not typical chains) • Reading garden on roof • Landscaped front and back • Central entrance between City Hall and Library with food and beverage centre dmA Planning & Management Services Chamberlain Architect Services Page 34. 43 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 • Welcoming and community-oriented environment • Creative innovative spaces containing techno booths, learning pods, etc. • Space that caters to the needs of youth • Centre for arts and culture—a theatre/arts space for creating, performing, and developing the arts • Integrate open spaces as comfort zones • Make space as flexible as possible to allow for accommodation of future needs at minimal renovation costs Additional Comments Upon completing the workbook, participants were provided the opportunity to make additional comments concerning the future of the Pickering Public Library. The following were frequent comments: • The issue of sustainability and LEEDS certification was frequently raised, Most participants assumed that any expansion of the building would respect sustainability principles to the greatest extent possible. • Some noted that it is important to plan for the future needs of users • Several staff members noted the need for their own "space",to eat lunch, read, etc. • The importance of considering the needs of seniors as more and more technology is introduced was noted • Several staff members commented on the need for additional storage space • Some suggested advertising the Library to maintain and entice patrons • The need for better signage inside and outside of the Library was noted • The expanded Library should be pedestrian-friendly • The Library needs a theatre for arts and culture groups/activities • The Library should consist of flexible spaces for multiple uses dmA Planning & Management Services Chamberlain Architect Services Page 35. 44 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 5.0 CENTRAL LIBRARY SPACE REQUIREMENTS AND DESIGN CHALLENGES 5.1 Library Space Requirements The library space planning guideline of 0.6 gross square feet(GSF) per capita has for a number of years been widely applied in a number of jurisdictions to estimate library space needs19. As noted in Chapter 2, this was adopted as a minimum guideline for projecting library space requirements in the PPL 10 Year Facilities Plan. The appropriateness of the 0.6 GSF/capita guideline will be affected by the increasing reliance on electronic information and the changing role of the library in the community. Discussions concerning space planning standards have largely focused on two conflicting influences — less space committed to print materials offset by expanded areas for accessing electronic data, working and reading in the library. In many libraries areas committed to the print collection are being reduced as more emphasis is placed on electronic data, particularly for reference purposes. However, trends and best practices point to the development of larger, consolidated service points that suggest the guideline should be viewed as a minimum. Space requirements for computer workstations and the need for social gathering space, program areas for adults, teens and children, computer training labs, and amenities such as light beverage and food service areas, comfortable chairs, etc., all suggest larger libraries20. To date, the result appears to be a continued adherence to the traditional provision standard of 0.6GSF/capita, although this would increasingly be seen as the minimum requirement. There is little direction in the professional literature on what we might expect in the next 10-15 years. A recent publication from the Southern Ontario Library Service21 (SOLS) specifically addresses the issue of space requirements and would seem to suggest that much higher levels of provision are required in the future. The document provides detailed advice for library staff considering new building projects and direction on estimating future space requirements using both a standards approach and a components approach. The limitations of estimating space requirements using standards are acknowledged. Standards are however identified for various types of libraries serving various population thresholds. Higher levels of provision are generally proposed for branches serving smaller populations, presumably because of the inefficiencies inherent in smaller buildings. Three levels of service are identified (basic, enhanced, and comprehensive)with progressively higher standards of provision. For libraries serving 35- 75,000 population at the most basic level of service, standards of provision in the order of 0.8 to 1.3GSF/capita are identified. These would be various generous standards of provision and very few libraries in Canada would provide library space at this level. The authors of the SOLS document offer virtually no discussion in support of the identified standards of provision but notwithstanding the fact that few if any libraries would achieve these levels, they do point to a future direction consistent with trends. 19 dmA has compiled library planning guidelines from jurisdictions throughout North America,and to a lesser extent,from the United Kingdom,Australia and New Zealand.While variations are apparent,there is also considerable consistency in the guidelines that have been adopted in these jurisdictions. 20 Boone,Morel!.2002.Library Design—the architect's view.A discussion with Tom Findley.Library Hi-Tech 20(3),pp.388-292. 21"Making the Case for Your Library Building Project".Library Development Guide#5.March 2010. dmA Planning & Management Services Chamberlain Architect Services Page 36. 45 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 We believe that an argument can be made for larger libraries in the future. This argument, however, is not based on the manner in which information is stored and retrieved in the library; instead it is rooted in an entirely different concept of the role and function of the public library. The future library is not simply a physical place to store and retrieve information (regardless of the format); it is a place for the creative manipulation of.information and the creation of knowledge. This concept of the library, which is well reflected in the trends discussed in Chapter 3, envisions a different role and function for the library and consequently different requirements for space. This is a library where information literacy is taught; music and video is created; residents come together to discuss and debate important issues; and where community is created and fostered. To be this type of library, physical space not traditionally associated with public libraries is required, including computer and multi-media labs; extensive display space; areas of the community to informally assemble and interact; presentation space, reading gardens; etc.As noted in the previous chapter, there is strong support for these library components in Pickering. Some of the newest and best contemporary public libraries are incorporating these functions and roles in the design of contemporary buildings (the libraries discussed in Chapter 3 are all examples). This concept of the public library was embraced by the community stakeholders in this study process. This suggests that a much higher standard of provision than the traditional 0.6 GSF/capita is warranted in Pickering and will be required for the Central Library to accommodate an expanded range of services consistent with its expanded role. Consequently, based on the input received from stakeholders, trends and best practices, and the unique role that the Central Library will play in the PPL system, we suggest that a standard of provision of 0.70 GSF/capita be adopted for the Central Library. While this is lower than the ranges identified in the SOLS document, it would allow for a larger library and one that could incorporate the key components of a contemporary central library. Based on a projected service area population of approximately 68,80022, this indicates a requirement for a building of about 48,160 GSF, which would entail an expansion of about 17,000 GSF. A Central Library of less than 50,000 GSF would be smaller than central libraries in many other comparable urban centres. There is however considerable variation in the size of central libraries and the proportion of the total library space committed to the central library. Pickering's projected population is roughly 225,000 in 2031 and the minimum amount of total library space recommended at this time is 135,400 GSF or about 0.6 GSF/capita23. At 48,160 GSF the Central Library will represent about 36% of total library space and about'0.2 GSF per capita. These figures are compared to other central libraries in major urban systems in Figure 5.1 below24. While there are significant fluctuations, Pickering's expanded Central Library is generally at the low end of the per capita supply ratio and slightly below the average proportion relative to all library space. It can be viewed, therefore, as a small central library. It should also be noted that the planned level of provision in Pickering (0.6 GSF/capita) is below the average for these library systems. Finally, we might expect the levels of supply and the size of central libraries to increase in the future. The overall average in Figure 5.1 is significantly impacted by the situation in Ottawa where a 22 Based on information in the 10-year Facilities Plan. 23 As recommended in the 10-year Facilities Plan.However,it should be noted this was presented as a minimum requirement and as discussed above the general trend is to larger libraries with a broader range of functions. 24 This information is extracted from Canadian Urban Libraries Council.2009 Canadian Public Library Statistics. Unfortunately,not all Canadian libraries are represented in these statistics and the statistics collected for Ontario libraries no longer provide space allocations that would allow these types of analysis. dmA Planning & Management Services Chamberlain Architect Services Page 37. 46 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 new central library has been an ongoing but yet unrealized project for many years. Similarly, the Richmond Hill Public Library facilities master plan calls for the expansion of the central library. A number of rapidly growing communities such as Mississauga and Oakville have likely outgrown central libraries that were built well over 20 years ago at a time when they served much smaller populations. In the case of Halifax which demonstrates one of the highest levels of provision, the information in Figure 5.1 includes the new Central Library which is under construction but not yet open. The levels of supply and the overall size of the Central Library in Halifax are a significant increase over the 2009 figures. Figure 5.1: Central Library Levels of Provision I Library System.Population Total Sq.Feet ; Central Sq. Total Sq.Feet Central Sq.Feet 'Central%of i Served Feet Feet Per Capita. Per Capita Total Sq. Feet Cambridge 131,000 71,675 34,400 0.55 0.3 48.0% Halifax 372,858 282,253 109,000 0.76 0.3 38.6% Hamilton 519,109 318,683 146,313 0.61 0.3 45.9% Kingston Frontenac 143,865 119,425 62,000 0.83 0.4 51.9% Kitchener 223,715 126,440 81,850 0.57 0.4 64.7% London 362,235 322,153 189,000 0.89 0.5 58.7% Mississauga 730,000 406,666 176,034 0.56 0.2 43.3% Oakville 177,200 92,934 41,400 0.52 0.2 44.5% Ottawa 908,390 424,582 108,658 0.47 0.1 25.6% Richmond Hill 183,237 87,200 61,200 0.48, 0.3 70.2% Victoria 311,205 139,676 48,205 0.45 0.2 34.5% Windsor 216,473 156,673 101,467 0.72 0.5 64.8% AVERAGE 356,607 242,080 96,627 0.68 0.3 39.9% Source: Canadian Urban Libraries Council. Canadian Public Library Statistics. 2009. (Except Halifax which was updated to reflect the new Central Library under construction). The proposed 17,000 GSF expansion does not include space committed to other complementary providers or partners. An opportunity exists to link the existing library with the Civic Centre, and while some space would be shared in this scheme some part of the expansion would be attributed to the Civic Centre. In addition, other complementary service providers could find a home in the expanded library. These partnerships can not be determined at this time, and any space committed to partnerships would be in addition to the proposed expansion of 17,000 GSF. dmA Planning &Management Services Chamberlain Architect Services Page 38. 47 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 5.2 Key Components of the Central Library Based on the review of trends and best practices and the input of community stakeholders, there is strong support for the following design features and functional areas in an expanded and renovated central library: • Expanded and enhanced social space - to create a strong community focus and enhance the experience of the library user. This includes comfortable seating and working areas, segregated use areas designed for specified users (youth or seniors), and food service. The library is also envisioned as a community centre — welcoming, safe and comfortable, a source of community information and engagement. • A new entrance—to increase visibility and promote the welcoming, community centre concept. • A relationship to the outdoors—the design to the extent possible should have a relationship to the outdoors. This relationship should be visual (window space, natural light, etc.) but also physical. Users should be able to use the outdoor areas adjacent to the library both individually and for programs. • A centre for creativity and productivity — in addition to storing and lending the creative works of others, the central library will be a place where residents can be creative by having access to appropriate physical spaces, technology and staff support. • A resource for community engagement and growth — the library will partner with others and provide spaces and resources for community capacity building, entrepreneurism and social incubation. This may involve other agencies finding a home in the library, permanently or temporarily, and would therefore have implications for the overall space requirements and the possible sharing of space and resources. These are features of a contemporary central library that are not always well represented in the Pickering Central Library. They should be a part of any future library. 5.3 Other Planning and Design Considerations The following are other considerations that may have an impact on the planning and design of the Central Library. 5.3.1 The Proposed Arts Centre in Pickering The Durham West Arts Centre Foundation25 is actively pursuing plans to develop an 800 -1,000 seat performance space and arts centre in Pickering. The Foundation has completed a feasibility study and is currently addressing issues associated with the design, financing and operations of the centre. While details have not yet been finalized and a timetable has not been established for implementation of the 25 Comments based on personal communication with Justice David Stone,Chair,Durham West Arts Centre Foundation. dmA Planning & Management Services Chamberlain Architect Services Page 39. 48 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 project, preferred sites have been identified. The preferred site is a location directly across Glenanna Road to the east of the Central Library and Civic Centre with the alternate site being the parking lot immediately to the south of the Library. The facility therefore is likely to be located adjacent to an expanded Central Library, and if to the south, might accommodate a direct connection to the building. The plans for the arts centre are not sufficiently advanced that they could be included in this study. However, the proposal presents a number of exciting opportunities for complementary services. With three significant civic buildings adjacent to one another, the visibility and presence of this area as the centre of the community will be strengthened. While each is important in its own respect, together these facilities will create a civic and cultural precinct that can define downtown Pickering. More people will be attracted to the area and the opportunities to program and promote outdoor venues for community events will be enhanced. As discussed earlier, the expanded Central Library will have spaces and specialized equipment that will support an increasingly important role as a centre for creativity, innovation and entrepreneurism. The Library will be a facility that will engage the creative capabilities of residents and as such is a logical partner for an arts centre. We expect that there will also be complementary projects that can be pursued by the Library and the arts centre. These might include displays, presentations and special events as well as services where the two institutions share common objectives (e.g. community archives and art conservancy). While the relationship will be further developed as planning for the arts centre proceeds, a location adjacent to the expanded Central Library is strongly supported. 5.3.2 Specialized Roles —Additional Library Space Requirements The proposed 17,000 sq. ft. expansion does not include areas for specialized uses that are complementary but have not always been associated with central libraries. Increasingly, however, libraries are home to a broader range of community services that benefit from and contribute to the library as a community hub for education, research, the exchange of ideas and collaboration. Two complementary uses have been identified in this study process. Archives An archive with appropriate design and environmental conditions to house material of local significance has been suggested as an appropriate use for the Central Library. We understand that other community agencies are currently playing some part in maintaining archival collections, and others, such as the proposed arts centre, may see this as a future role. In addition, while archives have traditionally been associated with materials of historic significance, acting as the community memory and community story teller is an emerging role for public libraries. In this role, libraries maintain a wide range of materials that are records of community life and unique people, places and events associated with Pickering. This is an important role for an expanded Central Library. The exact nature of this space needs to be determined by defining the library's role relative to other agencies with an archival function. dmA Planning & Management Services Chamberlain Architect Services Page 40. 49 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 Social and Economic Incubator/Community Partner A dominant theme in the literature addressing the future role of public libraries, and particularly central libraries, is that of a host for other community service providers. There is clearly a program and service dimension to this role and the PPL is already heavily engaged with other community agencies in this regard. Increasingly however this role is also reflected in library facilities as space is provided to accommodate other service providers. In some cases, this is permanent space allocated to agencies that provide complementary services such as literacy, employment training and business services. In other situations this can be a more flexible arrangement where shared or short-term space is available to agencies. In this situation the Library is acting as a social or economic incubator providing space to emerging agencies or organizations that have not yet established a permanent home in the community. This is often flexible, shared space. This role is entirely consistent with public libraries that are acting as community hubs and community resource centres. The Central Library's resources (information; technology; staff expertise; training rooms; media labs etc.) are more readily accessible to these community interests in this arrangement and the Library's support could assist organizations in their formative stages. More importantly, this role speaks to the next generation of public libraries. These are libraries that are actively engaged in all important community projects and are centres for creativity and innovation. In this role the PPL plays a major role in bringing together community agencies with a shared vision of Pickering's future and comparable goals and strategies to achieve that future. The PPL does this both by providing services and the spaces within which these agencies operate. Prior to finalizing a building concept for the Central Library, we strongly recommend that the PPL further explore these partnership opportunities and as warranted provide additional, flexible space within the Central Library to accommodate this role. The opportunities to accommodate this type of space will be explored further in the next phase of the study when building concepts and space programs are prepared. 5.4 Next Steps — Preliminary Space Program The next steps in the study process will involve preparing a preliminary space program (a general estimate of the area allocated to various functions within the library) and a design concept for a Central Library of about 48,000 GSF. The space program and design concept will address the requirements for new or improved features, as discussed above, as well as correct current limitations with the building. Based on the consultations to date, the following are some of the key design challenges: 1. Determining how the proposed addition of roughly 17,000 GSF is best accommodated on the site and in relation to the existing building. 2. Exploring options for accommodating additional space for community partners or other specialized functions at the Central Library. dmA Planning & Management Services Chamberlain Architect Services Page 41. 50 Pickering Public Library Background Report Central Library Renovation and Expansion Study December 2011 3. Ensuring the design has the flexibility to accommodate further expansion, if warranted by population growth or future service requirements. 4. Promoting a visible and welcoming Library with a stronger street presence and entrance. 5. Exploring the feasibility and desirability of the connection with the Civic Centre. It is not clear if this is a practical possibility given the existing building design and construction or whether it will yield functional space at a reasonable cost. 6. Determining the Library's relationship to the outdoor areas. There is strong support for a design that will open the library to the outdoors and will provide opportunities for users to access outdoor areas. However, this must be done while minimizing the loss or disruption of the existing green space. 7. Restructuring and reconfiguring the expanded and new interior spaces in the existing library to best accommodate users and efficient service delivery. These are the key design challenges that were identified during the stakeholder consultations. These, along with other considerations, will be addressed in the next stages of the study. dmA Planning &Management Services Chamberlain Architect Services Page 42. 51 �U IJ ATTACHMENT�# 2- _ �'C�REPORT#�._..�.. o2 -1 a 1 „ . r �.._ PICKERI G I Y 1 A , W.4, , 01 40" - - ---,..- -....,.._ Central Library: Expansion and Renovation Study Proposed Expansion Option •,d,u, . rt,. r, dmA Planning & Management Services ''; WolfviE{e NS�";'j www dmacartsulting.cam 172±iFtf 7-- Chamberlain Architects Services Ltd ?�, } Burringiafr,ON r4g _ �. i s ,f � _ _..i 111i � '� March,2012 52 Pickering Public Library Central Library: Expansion and Renovation Study Proposed Expansion Report March, 2012 TABLE OF CONTENTS 1.0 Proposed Expansion Option—Summary 1 1.1. Major Design Elements 1 1.2 Functional Relationships and Areas 2 1.3 Major Functional Areas 3 Functional Areas Chart 4 1.4 Projected Capital Cost 5 Budget Estimate Chart 6 1.5 Proposed Expansion Options—Drawings 7 P1 - Site Plan P2- From Esplanade South P3 - From South East P4- From Park P5 - From West P6- Ground Floor P7- Second Floor P8- Ground Floor, Functional Area P9 - Second Floor, Functional Area P10- From Esplanade South (3 floors) P11 - From South East(3 floors) P12- From Park(3 floors) 53 Pickering Public Library Central Library: Expansion and Renovation Study Proposed Expansion Report March, 2012 1.0 Proposed Expansion Option Summary The Pickering Central Library is located at the west side of the overall site area bounded by Glenanna Road on the west, Valley Farm Road on the east and The Esplanade North and The Esplanade South on the north and south sides. The overall site area is approximately 6.0 acres in size and the Library and Civic Centre buildings occupy approximately 2.0 acres at the west side of the site, leaving 4.0 acres of landscaped park area to the east. The Library is located to the south side of the Civic Centre building and there is a central tower element connecting the two buildings at the second level. The area below the tower is open at the grade level and provides access to the main entrances for each building. Vehicle access and drop-off location is from Glenanna Road at the west side and on-grade parking is provided on the south side of The Esplanade South across from the Library. Based on,our review of the Library/Civic Centre site and existing building orientation, together with discussions with Library and City staff and stakeholders, the proposed concept for accommodating the 17,000 square foot expansion to the existing Library is recommended as a two-storey addition at the east side of the existing Library building. The proposed expansion concept includes the provision of a new main entrance for the Library from The Esplanade South and enclosing the grade level area below the tower element to create an interior entry concourse. This expansion option, in terms of overall site planning, takes into account several factors:- • The two-storey configuration minimizes the impact on the existing park area. • The location of the expansion space to the east of the existing Library maximizes the views from the interior to the park area. • The configuration provides maximum flexibility with regard to expanding the Civic Centre Complex to the east. • The Library expansion as a single-storey addition would result in a building footprint or floor area, which would be unmanageable in terms of Library control, circulation and supervision. • The proposed expansion allows for the future development of the exterior area at the west side as a pedestrian plaza for public functions and gatherings. The configuration and location for the recommended Library expansion are shown on the Site Plan Drawing P1. 1.1 Major Design Elements The design Drawings P2 to P5 included with this report illustrate the overall size, scale and massing for the proposed expansion concept. The design concept for the proposed expansion incorporates the following features.- • New main entrance in a central location from the South Esplanade as a focus point for the expanded facility. • Large window areas, strong vertical wall elements and projecting overhangs provide an increased presence to the streetscape as viewed from the south and the east. G:111029 2.1— Central Library:Expansion and Renovation Study—Proposed Expansion Report—March,2012 Page 1 of 7 54 Pickering Public Library Central Library: Expansion and Renovation Study Proposed Expansion Report March, 2012 • The design intent is to create a sustainable structure with as many green building elements as possible. These would include light-coloured reflective roofs and landscaped green roof areas, interior daylighting and photo-sensor lighting controls, room area occupancy sensors, the use of recycled and regional materials, energy efficiency and water conservation measures, and high- level building envelope design. • The expanded Library would be totally accessible and designed to current standards for barrier- free access and provisions, with allowances included to provide for the flexibility to incorporate changing future accessibility requirements.A ramp would be provided to the new main entrance from street level for barrier-free access. • The design of the major interior areas of the Library would involve interior demolition at the east side in order to provide an open area connection to the new spaces to relate directly to the existing spaces. Flexibility would be provided to allow for future changes in Library services and programming for increased Internet use, digital books, community areas, casual reading and lounge and living room/cafe-type spaces. • The intent would be to upgrade the existing interior areas with high-quality materials and finishes to match those used in the addition and to provide a seamless overall appearance. • The building would be designed to meet current Ontario Building Code requirements. As an Assembly Building, A2 Occupancy and based on the overall gross floor area and number of levels, it would be required to be a fully-sprinklered building of non-combustible construction. New exits and stairs would be included to meet allowable horizontal and vertical travel distance and exiting requirements. • The design of the addition on the site would be planned to meet current site-specific zoning by- law provisions, as well as all conditions for site plan approval and development agreement as required. • Interior flexibility for future changes would be provided by sliding partitions and movable stacks and furniture. 1.2 Functional Relationships and Areas With the new two-storey addition to the east of the existing Library, the new main entrance on the south side and the secondary entrance from the public concourse on the north side, the Library expansion will involve re-arrangement of major functional areas and proportional increase in sizes to accommodate Library requirements. The general layout for the new proposed floor plans is shown on Drawings P6 and P7 and the functional area relationships on Drawings P8 and P9. The major features with the expanded Library plans include:- Main Floor • New Auditorium/Main Program Room at east side for direct connection and views to the exterior. • Adult Fiction and Seniors Areas increased in size, Lounge and internet stations provided. • Central Circulation Desk control point with visual contact to both entrances and major public areas. G:111029 2.1— Central Library:Expansion and Renovation Study—Proposed Expansion Report—March,2012 Page 2 of 7 55 Pickering Public Library Central Library: Expansion and Renovation Study Proposed Expansion Report March, 2012 • New elevator and connecting stair for vertical circulation immediately adjacent to the main entrance. • Book Drop located adjacent to the main entrance. • Exterior Reading Garden with direct connection from Adult Fiction and Seniors Reading Areas and Interior Lounge. Second Floor • Expanded Local History/Archives area at west side. • Relocated staff offices adjacent to the Lunch Room. • Expanded Non-Fiction Collection area within existing Library structure—new Adult Non-Fiction Reference and Reading Areas and Quiet Study Rooms. • Centrally located Information Desk. • New Computer Lab. • Exterior green roof, secure Reading Garden. 1.3 Major Functional Areas The general re-configuration of the major functional spaces within the Library is illustrated on the Ground and Second Floor Functional Area diagrams P8 and P9. In terms of general planning principles and circulation for patrons, staff and materials, Children's and other active areas are located on the main floor level for immediate access from the main and secondary entrance points. Quieter, less-active work and study areas are located at the upper level in more remote locations from the entrances and main circulation desk hub. Internet stations serving the Children's and Adult areas would be in scattered locations on the main level. Meeting Rooms of varying sizes,together with Quiet Study Rooms would be located on both levels of the expanded Library. In addition to the major functional area diagrams, the sizes of the various spaces are shown on the following chart, which indicates in general the existing and new sizes for the main individual areas of the Library. G.111029 2.1— Central Library:Expansion and Renovation Study—Proposed Expansion Report—March,2012 Page 3 of 7 56 Pickering Public Library Central Library: Expansion and Renovation Study Proposed Expansion Report March, 2012 MAJOR FUNCTIONAL AREAS EXISTING LIBRARY EXPANDED LIBRARY GROUND FLOOR 1. Childrens'Area ( 4,300 sf. 5,000 sf. 2. Entrance/Lobby Area 1,700 sf. 2,600 sf. 3. Adult Fiction Area 5,000 sf. 7,700 sf. 4. Teens'Area 1,200 sf. 2,000 sf. 5. Circulation Desk 1,200 sf. 1,500 sf. 6. Staff TS Area/Offices 2,300 sf. 3,000 sf. 7. Internet Stations/OPACs 1,500 sf. 2,000 sf. 8. Quiet Study Rooms 700 sf. 0 sf. 9. Meeting Rooms 0 sf. 1,000sf. 10. Casual Reading Areas 0 sf. 800 sf. 11, IT Office/Server 700 sf. 700 sf. 12. Auditorium/MP Room 0 sf. 1,500 sf. 13. Washrooms 800 sf. ' 1,000s f. 14. Stairs/Elevators 600 sf. 800 sf. 20,000 sf. 29,600 sf. SECOND FLOOR 1. Auditorium 1,300 sf. 0 sf. 2. Storage 400 sf. 800 sf. 3. Lunchroom 400 sf. 600 sf. 4. Administration Offices 1,300 sf. 1,500 sf. 5. Boardroom 400 sf. 500 sf. 6. Local History/Archives 500 sf. 900 sf. 7. Adult Non-Fiction 4,000 sf. 4,800 sf. 8. Research/Study Areas 0 sf. 4,100 sf 9. Entry Area/Display 1,200 sf. 1,200 sf 10. Quiet Study Rooms 0 sf. 1,000 sf. 11. Reading Areas/Lounge 700 sf. 1,100 sf. 12. Computer Lab 0 sf_ 800 sf. 13. Washrooms 400 sf. 500 sf. f 14.. Stairs/Elevators 600 sf. 800 sf, ( 11,200 sf. 18,600 sf. TOTAL 31,200 sf. ; 48,200 sf. G:111029 2.1—Central Library:Expansion and Renovation Study—Proposed Expansion Report—March,2012 Page 4 of 7 57 Pickering Public Library Central Library: Expansion and Renovation Study Proposed Expansion Report March, 2012 In addition to the Library areas shown on the Functional Areas Chart,the proposed expansion concept also takes into consideration and includes the following options:- • Enclosing the space below the existing tower element to would provide an entrance concourse and an addition to the east to create a new entrance from the park. The total area of the enclosed space would be approximately 5,700 square feet and the intention would be that this space would provide programming and reception area for both the Library and Civic Centre functions. • The option of providing a basement area below the new Library addition structure. This area would be served directly by the new elevator and stair connections and would provide 9,000 square feet of additional space for storage or other uses. • The option of allowing for the addition of a third floor in the future over the new space. The future third floor would provide 8,000 square feet of additional area to accommodate long-term expansion requirements for the Library and to provide space for other community and civic program areas. 1.4 Projected Capital Cost Based on the recommended expansion concept, including the entrance concourse and east addition area, the total construction cost for the addition and renovations is estimated to be$10,967,000. Estimated costs for furniture,fittings and equipment and consultant fees would be an additional $2,200,000 to give a total estimated cost for the project of$13,167,000. The budget cost estimate is given on the following chart which provides a breakdown of the major elements of the project. The chart also includes budget costs for the following three options:- • Cost premium of$100,000 for increased structural cost for the new Library Expansion to allow for a third floor to be added in the future. • Provision of a full-basement level with the Library Expansion of 9,000 square feet for an additional cost of$1,188,000. • Construction of the actual third-floor Addition at a cost of$2,688,000. The budget costs given on the following chart are based on the design sketches and building areas given with this report. They are intended to provide order of magnitude costs for current planning purposes and would be developed and refined further as the design for the Library building and site areas are finalized. G:111029 2.1— Central Library:Expansion and Renovation Study—Proposed Expansion Report—March,2012 Page 5 of 7 58 Pickering Public Library Central Library: Expansion and Renovation Study Proposed Expansion Report March, 2012 • BUDGET ESTIMATE Building Construction/Renovation/Addition 1. Two Storey Building Addition I 17,000sf. x$280.00 $4,760,000 2. Entrance Concourse-Tower area 3,200 sf.x$120 $384,000 - East addition 2,500sf. x$260.00 $650,000 2. Renovations-Demolition 4,800 sf. x$150.00 $720,000 -Partitions,finishes 31,000 sf. x$75.00 $2,325,000 3, Site Development Allowance $300,000 4. Design Contingency 20% ; $1,828,000 TOTAL CONSTRUCTION COST $10,967,000 Furniture/Fittings/Equipment Allowance $1,300,000 Consultant Fees $900,000 TOTAL PROJECT COST $13,167,000 OPTIONAL COSTS Structure premium for future 3rd. Floor Allowance $100,000 Basement Level Allowance 9,000 sf. $1,188,000 Future 3rd. Floor Addition Allowance 8,000 sf. $2,688,000 The budget cost estimate does not include: 1. Removal of hazardous building materials 2. Removal of contaminated soil dewatering costs or relocation of existing site services 3. Cost escalation beyond fourth quarter 2012 4. Harmonized Sales Tax 5. Financing charges 6. Library administration fees 7. Library moving/relocation costs G.111029 2.1— Central Library:Expansion and Renovation Study—Proposed Expansion Report—March,2012 Page 6 of 7 59 Pickering Public Library Central Library: Expansion and Renovation Study Proposed Expansion Report March, 2Q12 1.5 Proposed Expansion Option - Drawings The proposed concept for the expansion and renovation at the Pickering Central Library is shown on the following drawings:- • P1 —Site Plan • P10- From Esplanade South (3 floors) • P2—View from The Esplanade South • P11 - From South East(3 floors) • P3—View from the Southeast • P12- From Park (3 floors) • P4—View from the Park • P5—View from the West • P6—Ground Floor Plan • P7—Second Floor Plan • P8—Ground Floor Functional Areas diagram • P9— Second Floor Functional Areas diagram The drawings are included overleaf to illustrate the overall configuration of the expanded building on the site, the scale, massing and general form of the proposed addition, together with schematic interior floor layout and relationship of the main functional areas for both the existing Library and expansion spaces. 0:111029 2.1— Central library:Expansion and Renovation Study—Proposed Expansion Report—March,2012 Page 7 of 7 60 Wd 94:001 I 31 OUC0/14 avow W2iVV A3TT gem ale 1 ( ( - i i I Z LL W 2 0 I ce g m I J z I w W z Z Z f � g W co L co c, I i � Z_ W Ce } a W Z rki . r .... u, w ry� ` I . � N � co co co I z 1 , I bll ii 115 c5 c J E L \ 4Et�(�n PROPp + u rn 61 1 WH«.ao L l Z1.0,F,o,PL lil — ' I— N oa. 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U = cf' "U � w iL Ii E= �� A - v5T B.c c A W E *j m a V 72 City nO s Report to Executive Committee PICKERING Report Number: CS 48-12 Date: October 9, 2012 From: Everett Buntsma Director, Community Services Subject: Hiring of a Project Manager for the Design and Construction of the New Operations Centre - File: A-1440 Recommendation: 1. That Report CS 48-12 from the Director, Community Services be received; 2. That Council approve to engage the services of Independent Project Managers (IPM) for project management services for the design and construction of the New Operations Centre in accordance with the City's Purchasing Policy Item 10:05; 3. That the total gross project cost of$395,640.00 (HST included), and a net project cost of$356,286.00 (net of HST rebate), including the proposed amount and associated costs be approved; 4. That the (Acting) Division Head, Finance & Treasurer be authorized to finance the project as follows: a) the sum of$355,000.00 be debt financed, or through an internal loan, or from the proceeds of the sale of City owned land; b) the sum of$1,286.00 be funded from Development Charges Reserve Funds; c) the (Acting) Division Head, Finance & Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms and conditions, or take any actions necessary in order to effect the foregoing; and d) That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The City has embarked on a process to design a new Operations Centre as per Council direction on the 2012 Capital budget. City staff do not have the expertise, resources or available time to properly manage a project of this magnitude. The engagement of a project manager is recommended to ensure that this project is effectively managed, and that the new facility is completed on time, and within budget. 73 Report CS 48-12 October 9, 2012 Subject: Hiring of a Project Manager for the Design and Construction Page 2 of the New Operations Centre The City's Purchasing.Policy Item 10.04 states "Where the project or annual cost of a consulting or professional service assignment is expected to be more than $30,000 the Manager shall obtain written proposals in accordance with procedures set out in Section 06". However, the City's Purchasing Policy Item 10.05 states "Where the project or annual cost of a consulting or professional service assignment is expected to be more than $30,000 and the initiating Director intends to acquire the services without obtaining written proposals, the Director shall submit a report to Council to obtain approval to engage the services of a particular consultant." This report is to obtain Council approval to engage the service of Independent Project Managers (IPM) as project managers for the new Operations Centre. Financial Implications: 1. Project Management Services Stage 1 Design $55,240.00 Stage 2 Contractor Selection 22,532.00 Stage 3 Construction 267,352.00 Total Project Management Cost $345,124.00 Miscellaneous Contingency 5,000.00 Total Cost $350,124.00 HST (13%) • 45,516.00 Total Gross Amount $395,640.00 HST Rebate (11.24%) (39,354.00) Total Net Project Cost $356,286.00 2. Estimated Project Cost Summary Project Management Services (IPM) $ 350,124.00 Architectural & Engineering Services RFP-1-2012 &Associated Costs 1,123,933.00 Total Project Cost $1,474,057.00 HST (13%) 191,627.00 Total Gross Project Cost $1,665,684.00 HST Rebate (11.24%) (165.684.00) Total Net Project Cost $1,500,000.00 CORP0227-07/01 revised 74 Report CS 48-12 October 9, 2012 Subject: Hiring of a Project Manager for the Design and Construction Page 3 of the New Operations Centre 3. Source of Funds Operations Centre Capital Budget 5315.1201.6181 Source of Budget Committed to Balance Total Funds Funds RFP-1-2012 Required for Required IPM Debt-20 Year $1,475,000.00 $1,120,000.00 $355,000.00 $1,475,000.00 Property Taxes 0.00 839.72 0.00 839.72 Development 25,000.00 22,874.28 1,286.00 24,160.28 Charges Reserve Fund Total $1,500,000.00 $1,143,714.00 $356,286.00 $1,500,000.00 Net project costs under (over) approved funds 0.00 There are two components involved in this 2012 budget project for the Operations Centre: the architectural and engineering services; and the project management services required from the design through to the construction phase. RFP-1-2012 pertaining to the architecture and engineering services was approved by the CAO during Council summer recess (Attachment 1), and ratified by Council in Report CST 26-12 Tender/Contract Approval — Council's Summer Recess. This component was approved for the amount of$1,143,714.00. This report is required in order to award the second component of this project, being project management services. This component will utilize the balance of the unspent funds in the amount of $356,286.00. The total cost of the project as a whole is $1,500,000.00. Table 2 under Financial Implications provides the estimated total project cost for the architectural and engineering services and project management services combined. The total project cost is in line with the 2012 approved budget. This project was approved to be funded in the ratio of 98% debt financing and 2% Development Charges Reserve Fund. Projects requiring debt financing or internal loans have to be reported to Council in order to formalize the borrowing. This formal request was undertaken by Report to Council CST 21-12 dated July 9, 2012, under Recommendation 2 c), and Debenture By-Law 7233/12 for the maximum debt amount of$1,475,000 based on the 2012 approved Capital Budget. The (Acting) Division Head, Finance & Treasurer has reviewed the financing of the expenditures contained in this report and confirms that it is appropriate. Discussion: Independent Project Managers (IPM) is located in Durham Region. The City has used their services for the Don Beer Renovation and Accessibility Project, and was very pleased with the performance, and end result. City staff believes that a project of this magnitude ($21 M) requires the assistance of IPM to ensure proper oversight, cost control, and assurance that timelines are adhered to through the process. CORP0227-07/01 revised 75 Report CS 48-12 October 9, 2012 Subject: Hiring of a Project Manager for the Design and Construction Page 4 of the New Operations Centre The closure and decommissioning of the existing Operations Centre is imperative to ensure timely construction of the Duffin Heights neighbourhood plan. Without the assistance of IPM, City staff will be unable to ensure the appropriate controls and timely oversight of this project. IPM have been engaged in project management for local area municipalities for a number of years, having been involved with the Town of Ajax new Operations Centre, and the Oshawa City Hall demolition and reconstruction, as well as a number of CNR projects. The Certificate of Clearance issued by the Workplace Safety & Insurance Board (WSIB), the WSIB Cost and Frequency Record, and Health & Safety regulations acknowledgement form as submitted by Independent Project Managers have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by the (Acting) Division Head, Finance & Treasurer and is deemed acceptable. The gross cost for project management services represents a fee of approximately 2% of the overall project cost which is very competitive, and will result in a well managed project, as well as ensuring that the project meets Council's expectations for cost and timing. Therefore, it is requested that the firm of IPM be engaged for project management services. Attachment: 1. Memorandum dated July 26, 2012 for Proposal No. RFP-1-2012 Architectural & Engineering Design Services Prepared By: Prepared/Approved/Endorsed By: I I Caryn Kong, CGA Eve '-° B aa Senior Financial Analyst— Capital & Director, Community Services Debt Management Stan Karwowski (Acting) Division Head, Finance & Treasurer CORP0227-07/01 revised 76 Report CS 48-12 October 9, 2012 Subject: Hiring of a Project Manager for the Design and Construction Page 5 of the New Operations Centre Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Li Chief Administrative Officer EB:Ir CORP0227-07/01 revised 77 ,71 ,CHMENT _...TO REPORTtt.a142r 1 Lay c Memo PICKER" • To: Tony Prevedel July 26, 2012 Chief Administrative Officer From: Everett Buntsma Director, Community Services Copy: Director, Corporate Services & Treasurer Division Head, Engineering Services Manager, Operations & Fleet Services Manager, Supply & Services Senior Financial Analyst Capital & Debt Management Subject: Proposal No. RFP-1-2012 Architectural& Engineering Design Services New Operations Centre Selection of Architect - File: A-1440 Recommendation: 1. That this memo of the Director, Community Services, regarding the hiring of an architectural firm for the design, site planning and tender document preparation for the new Operations Centre be received; 2. That proposal No. RFP-1-2012 submitted by Rounthwaite Dick and Hadley Architects Inc. (RDH) in the amount of$1,084,125.00 (plus HST) be accepted and a net proposal cost of 1,103,205.60 (net of HST rebate) be approved; 3. That the total gross project cost of$1,270,044.00 (HST included) and a net project cost of $1,143,714.00 (net of HST rebate), including the proposed amount and other associated costs be approved; 4. That the Director, Corporate Services & Treasurer finance the project as follows: a) the sum of $1,120,000.00 be debt financed, or through an internal loan, or from the proceeds of the sale of City owned land; 28 be funded from Development Charges Reserve Funds and; b) the sum of$22,874. p c) the balance of$839.72 be funded from property taxes; 78 d) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The existing Operations Centre is located on Tillings Road in the Duffin Heights neighbourhood, and is in part, affecting the ability to construct and occupy a new residential development. The need for relocation to a new site was identified in 2007, and a Feasibility Study was undertaken in 2009. AECOM substantially completed the Feasibility Study and Environmental Assessment in 2010/11, and it was determined that the only viable site was a 10.18ha (25.15 acre) parcel at 1955 Clements Road. Council approved the acquisition of this parcel which was acquired in early 2012, and we now must move forward with the design and construction to promote the development of the Duffin Heights plan. Further, the existing Operations Centre has reached its useful life cycle as it is over 35 years old and does not meet all of the requirements associated with current advanced technologies and regulations for noise abatement, soil protection, winter control operations and methodology, and energy management under regulation 397/11. In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized to act on behalf of Council during Council recess in approving an award of a project, and the Treasurer is authorized to approve financing for same. Financial Implications: 1. Request for Proposal Amount Request for Proposal No. RFP-1-2012 — Rounthwaite Dick & Hadley $1,084,125.00 HST (13%) 140,936.25 Gross Estimated Amount $1,225,061.25 HST Rebate (11.24%) (121,855.65) Net Cost $1,103,205.60 July 26, 2012 Page 2 Proposal No. RFP-1-2012 Architectural & Engineering Design Services New Operations Centre Selection of Architect 79 2. Approved Source of Funds Operations Centre — Municipal Garage Capital Budget Project Code Source of Funds Budget Required 5315.1201.6181 Debt— 20 year $1,475,000.00 $1,120,000.00 5315.1201.6181 Property Taxes 0.00 839.72 5315.1201.6181 Development Charges Reserve 25,000.00 22,874.28 Fund Total $1,500,000.00 $1,143,714.00 3. Estimated Project Cost Summary Request for Proposal RFP-1-2012 $1,084,125.00 Miscellaneous Tender Costs 2,000.00 Contingency Architectural Services 32,808.00 Total $1,123,933.00 HST (13%) 146,111.00 Gross Project Cost 1,270,044.00 HST Rebate 11.24% (126,330.00) ( $1.143,714. Net Project Cost 00. Net Project Costs under (over) Approved Funds $356,286.00 It is necessary to report to Council on projects requiring debt financing or internal loans in order to formalize the borrowing. RFP-1-2012 will be awarded in the summer after Council has recessed, and as a result reporting to Council to include debt financing was not possible. In order to formalize this debt before the Council recess, Recommendation 2 c) of Report to Council CST 21-12 dated July 9, 2012 approved the maximum debt financing in the amount of $1,475,000 based on the 2012 approved Capital Budget. The debt financing together with $25,000 to be funded from the Development Charges Reserve Fund provides for a maximum funding of$1 .5 million for this project which includes consulting and design of a new Operations Centre. RFP-1-2012 as reported in this memo pertains to the Architecture & Engineering Services for the new Operations Centre. Based on the magnitude of this project, it will also require project management services for managing through to completion. The balance of the unspent funds in the amount of$356,286 will be retained for funding project management services. Council's approval is required in order to proceed with the awarding of the project management services, which will be the subject of a separate report to Council in September. This report will also summarize the total project cost as a whole. July 26, 2012 Page 3 Proposal No. RFP-1-2012 Architectural & . Engineering Design Services New Operations Centre . Selection of Architect . 80 Discussion: Council approved the completion of an Environmental Assessment and Feasibility Study for the new Operations Centre in 2009 in the amount of$100,000. Through 2009 and 2010 this process was conducted by AECOM as per Council approval through Report to Council OES 24-10. This was concluded in late 2010 and a preferred site was selected. Through the approval of the 2011 budget, Council approved the acquisition of the site in the amount of $8 million. Subsequently a Report to Council (CAO 15-11) was prepared and approved by Council to acquire the lands at 1955 Clements Road. The City made an offer to purchase in 2011 , and subsequently conducted some due diligence investigation of the site before closing the sale in early 2012. After the site was acquired, an Expression of Interest (RFEI-1-2011) process was undertaken to determine a short list of suitable Architectural and Engineering firms to undertake design, site planning and prepare drawings and specifications for the tender and construction of the new Operations Centre. Eight suitable Architectural and Engineering firms were short listed through this process. Request for Proposal No. RFP-1-2012 was released, inviting proposals from eight Architectural and Engineering firms. The proposals were evaluated by a committee comprised of staff Supply & Services, Community Services, including a representative from Independent Project Managers (IPM) for an independent, experienced, objective, and professional opinion. • Based on prescribed criteria, the proposals were evaluated and the three highest ranking respondents were short listed and selected for interviews. At the conclusion of the interviews, a cumulative score of their proposal and a score of their interview was completed. The proponent with the highest ranking score was the firm of Rounthwaite, Dick and Hadley Architects Inc. (RDH) who were selected for contract negotiations in accordance with the RFP Terms of Reference Item 3.7 (a), which resulted in a revised fee proposal of$1,084,125 plus HST. The evaluation committee recommends that the firm of Rounthwaite Dick and Hadley Architects Inc., be authorized to proceed with the design, site planning and tender document preparation of this project in 201.2 and 2013 with construction planned to commence in 2013 after budget approval for construction costs, estimated at $20 million. This project will be before Council during the 2013 budget deliberations, and again at the tendering award stage for commencement of construction. Attachments: 1. Resolution 151/10 (OES 24-10) 2. Resolution 157/11 (CAO 15-11) 3. Memorandum from Supply & Services dated June 14, 2012 4. Memorandum from Supply & Services dated April 17, 2012 July 26, 2012 Page 4 Proposal No. RFP-1-2012 Architectural & Engineering Design Services New Operations Centre Selection of Architect 81 Approved/Endorsed By: ' y 3 Everett Bunts ' NF 'CMM Rich �� rd Holb• n . , P. Eng. Director, Community Services Divi ion Head, Engineering Services r Gillis A. Paterson - rant Smith , Director, Corporat Services & Treasurer Manager, Operations & Fleet Services Vera A. Felgemacher, `' Caryn Kong CGA C.P.P., CPPO, CPPB, C.P.M., CMM III Senior Financial Analyst Manager, Supply & Services Capital & Debt Management Approval /7P,'„tiz,d( Azzz, . /. zei2, Tony Prevedel, P.Eng. Chief Administrative Officer EB:Ir July 26, 2012 Page 5 Proposal No. RFP-1-2012 Architectural & Engineering Design Services New Operations Centre Selection of Architect 82 Cirr co s Report to ='� r Executive Committee PICKERING Report Number: CAO 16-12 Date: October 9, 2012 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Liquor Licence Act— Special Occasion Permit - Events that are deemed as Events of "Municipal Significance" - File: S-4000 Recommendation: 1. That Council delegate authority to the City Clerk to consider requests and, if appropriate, to deem events as "events of municipal significance" under the Liquor Licence Act (Ontario), as amended; and 2. That the attached Procedure entitled "Special Occasion Permits — Public Events of Municipal Significance" be adopted. Executive Summary: On June 1, 2011, the Alcohol and Gaming Commission of Ontario (AGCO) streamlined three former categories of Special Occasion Permits (Fundraisers, Significant Events and Community Events) into a single "Public Event" category. The Public Event category allows the permit holder to conduct an event where members of the public are invited and where alcohol may be sold for profit. Under the new guidelines, an applicant who applies for a Special Occasion Permit for a Public Event and requires municipal designation must obtain a letter from the municipality as part of the application process. A municipal designation may take the form of a resolution of Council or a letter from Council's authorized designate. At present, the City Clerk issues all letters to the AGCO for Special Occasion Permits for events of municipal significance in the City of Pickering. With the new guidelines in place, a resolution of Council designating the City Clerk as the authority to deem an event as municipally significant is required. Also, the possibility of future requests for events of municipal significance could increase, so staff recommend that the attached Procedure regarding events of municipal significance be approved. This will avoid the need for Council approval of each and every such Special Occasion Permit application. Financial Implications: No financial implications. 83 Report CAO 16-12 October 9, 2012 Page 2 Discussion: With the new category for Special Occasion Permits, Ontario municipalities have seen additional requests from applicants to deem their events as events of municipal significance. The City of Pickering has about 6 events each year that are typically designated as events of municipal significance. In preparation for any new requests, the City should adopt a Procedure and should also officially appoint the City Clerk as Council's designate for approving such events. Municipal Designation Under the AGCO guidelines, in order for certain types of public events to take place a designation by the municipality must be made stating that the event is of"municipal significance". • A registered charity, non-profit association or organization for the advancement of charitable, educational, religious or community objects may take out a Public Event Special Occasion Permit, and no municipal designation is required. Businesses and organizations that are not registered charities may also be issued a Public Event Special Occasion Permit, however in such cases, the event must first be designated by the municipality as one of "municipal significance" or it must be designated by the Registrar of Alcohol and Gaming as one of provincial, national or international significance. A municipal designation may take the form of a resolution of Council or a letter from Council's authorized designate, on municipal letterhead and stating that the municipality deems the event as one that is significant for the community. It should be noted that a municipality is not under any obligation to provide a designation to an applicant for a Public Event Special Occasion Permit. In order to be consistent with the approval process for municipally significant events, it is important that the City have set criteria in place. A Procedure describing guidelines to deem an event "significant" has been developed (Attachment 1). If this report and the recommendations it contains are adopted, the decision by the Clerk would be made in accordance with this Procedure. Attachments: 1. Special Occasion Permits — Public Events of Municipal Significance Procedure • 84 Report CAO 16-12 October 9, 2012 Page 3 Prepared By: Approved/Endorsed By: 92 , Debbie Shields Paul Bigio City Clerk Director, ••rp. ate Services & City Solicitor DS:ks Recommended for the consideration of Pickering City Council a /SO::/- -- �f 251 Z012 Tony Prevedel, P.Eng. �J Chief Administrative Officer 85 Report CAO 16-12 October 9, 2012 Page 4 • C1tt` o� S A�"1"ACHt I €�la; .,� �u REPQRT CAQ �6_,%ity Procedure. 141; � PICKERING Procedure Title: Procedure Number: Special Occasion Permits — Public Events of Municipal ADM *** Significance Reference: Date Originated: Date Revised: Liquor Licence Act August 23, 2012 Month, Date, Year Approval: Chief Administrative Officer Point of.Contact: City Clerk Procedure Objective To set guidelines for deeming events to be of municipal significance for the purpose of applying for an Alcohol and Gaming Commission of Ontario (AGCO) Special Occasion Permit (SOP). As of June 1, 2011 there have been changes to Regulation 389/91 under the Liquor Licence Act pertaining to the Special Occasion Permit program. •A new type of special occasion — "Public Event" — replaces three types of special occasions. (Fundraisers, Significant Event, Community Event) for which a Special Occasion Permit may be issued. A Public Event is one which is conducted by a registered charity or not for profit entity or an event of municipal, provincial, national or international significance. In order to be eligible for a Special Occasion Permit, Public Events which are not conducted by a registered charity or not for profit entity must be designated as an event of municipal significance by the municipality in which the event is to take place. 01 Procedures 01.01 Applicants, who wish to request that the City of Pickering deem their event. to be of municipal significance must submit a written letter to the City Clerk with the following information: • Organization's name • Address • Contact person • Date of the event • Reason why the Organization believes their event should be deemed "significant". • 86 Report CAO 16-12 October 9, 2012 Page 5 01.02 Applications must be submitted 45 days prior to the date of the event if estimated attendance at the event is fewer than 5,000 people per day, and 75 days prior to the event if estimated attendance at the event is 5,000 or more people per day. These timelines allow the City sufficient time to circulate the request to the appropriate departments and for the applicant to meet AGCO timelines. 01.03 All submissions for requesting the Municipality to approve an event as "municipally significant" must follow all of the Alcohol and Gaming Commission guidelines and any additional guidelines established by the Municipality. 01.04 In case of changes made to permit areas or to the event after the permit is issued (such as a change in location, a change in date, event type, etc.), the permit holder must notify the Municipality and the AGCO immediately and apply for a new permit. 02 Event Designation 02.01 What is a Public Event A Public Event Special Occasion Permit as defined in the Alcohol and Gaming Commission guidelines can be issued: • To a registered charity under the Income Tax Act (Canada); • To a non-profit organization or association organized to promote charitable, educational, religious or community objects; • For an event of provincial, national or international significance; or • For an event designated by a municipal council as an event of municipal significance. 02.02 An event of municipal significance requires a municipal resolution or a letter from a delegated municipal official designating the event as municipally significant. 02.03 The City of Pickering Council or its delegate may designate the following events as "significant" in order for applicants to apply for an AGCO Special Occasion Permit: • Events that benefit the entire community and have a significant community profile; 87 Report CAO 16-12 October 9, 2012 Page 6 • A community celebration of special importance that will benefit the entire community; or. • Events where the public gather to participate in athletic, social, religious, cultural, recreational, educational programs or one with other community objectives. 02.04 Tradeshows and other commercial events will not be designated as "significant" events, and these proponents are encouraged to partner with a non-profit charitable organization or third party in order to obtain a Special Occasion Permit. 03 General 03.01 Where events are held on Municipal Property, organizations must follow all AGCO regulations and any additional requirements which may be imposed as conditions of the municipally approved permit. 03.02 A municipality is not under any obligation to provide a designation to an applicant for a Public Event Special Occasion Permit. 03.03 While a particular event may receive a designation from a municipality, the AGCO Registrar ultimately decides if the necessary criteria have been met in order for a permit to be issued. 03.04 Council has delegated to the City Clerk the authority to designate an event as "significant". 88 Ciro o0 Report to Executive Committee PICKERING Report Number: CAO 17 -12 Date: October 9, 2012 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2013 Standing Committee and Council Meeting Schedule Recommendation: That the 2013 Standing Committee and Council Meeting Schedule included as Attachment 1 to this report be approved. Executive Summary: In accordance'with the Municipal Act, 2001, every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings. The by-law provides for the notification of the meetings of Council. Financial Implications: There are no financial implications Discussion: The City of Pickering Procedural By-law provides for governing the calling, place and proceedings of meetings. In accordance with the intent of the Municipal Act, of open, transparent and accountable government, the 2013 meeting schedule is presented in order for public notification to commence. Attachments: 1. 2013 Standing Committee and Council Meeting Schedule 89 Report CAO 17-12 October 9, 2012 Page 2 Prepared By Approved/Endorsed By: I,_ • yJ 11 Debbie Shields Paul Bigioni '' City Clerk Director, Co por.te -rvices & City Solicitor DS:Icr Recommended for the consideration of Pickering City Council W,..,,o,/, t Tony Prevedel, P.Eng. 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That Report CAO 18-12 of the Chief Administrative Officer be received; 2. That staff be authorized to prepare for Council's consideration a 2013 base budget with the increase not to exceed 4.9%; 3. That 2013 user fees be increased, where possible, to the estimated inflation rate of 2.3% (Ontario CPI); and, 4. That the appropriate officials be authorized to take the necessary actions to give effect thereto. Executive Summary: The purpose of this report is to seek Council endorsement of the proposed budget guidelines for the development of the 2013 base budget. The recommended guideline provides staff direction that in turn will facilitate the budget development process. (The base budget being defined as prior year's budget adjusted for known or anticipated revenue and cost pressures). A budget increase of 4.9% represents a continuation of 2012 service levels without any signifcant increase or decrease. The increase of 4.9% represents a refinement and upating of the increase of 5 — 5.9% estimated by staff in the Spring during the 2012 budget deliberations. New services, programs or cost reduction strategies will be presented and highlighted to Council as changes to the base budget. Council can then decide which direction it would like to pursue regarding program enhancement and/or changes to program scope. Financial Implications: The proposed 2013 budget guidelines will form the basis of the 2013 current and capital budget. The City's municipal budget represents the City's fiscal plan for the upcoming year and lays the foundation for the next few years regarding capital and financing strategies. 92 Report CAO 18-12 October 9, 2012 Subject: 2013 Base Budget Guideline Page 2 Discussion: The CAO and the Senior Management Team initiated the 2013 budget process early in July of this year. This was done to ensure that enough time is available throughout the budget process for review and analysis of all departmental budgets. The first preliminary draft of the 2013 and multi-year capital forecast has been received from the various departments and reviewed. In addition, other cost and revenue adjustments have been defined and included in the base budget. In order to provide services at 2012 levels, staff are projecting a budget base increase of 4.9% in 2013. The table below provides a summary of the anticipated base budget changes for 2013. 2013 Preliminary Base Budget Changes % Change Salary/Wage Compensation: Settlement/Merit Increases 1.4 OMERS 0.5 Employer Benefits 0.4 Government Benefits 0.1 Sub Total 2.1 Energy (fuel and utilities) 0.4 Buildings & Equipment Repair 0.7 Senior Centre Reserve Inc. 0.2 Other 0.6 Reduction in Rate Stabilization Draw 1.0 Debt Charges 1_1 Total Estimated Cost Pressures 6.3 Less: Assessment_Growth -1.0 Supplementary Taxes -0.4 Base Budget Guideline 4.9% Based on the 2012 residential property tax allocation, the 4.9% base budget increase would translate into a 1.25% increase on the total tax bill. In spring of this year, Council was provided with a financial forecast that projected the 2013 budget with a levy range of 5.0 to 5.9%. The proposed base budget guideline is just below the spring forecast. 93 Report CAO 18-12 October 9, 2012 Subject: 2013 Base Budget Guideline Page 3 Salary/Wage Compensation The salary/wage compensation pressures noted above include settled union contracts, a provision for non-settled contracts and estimated increase for non-union staff. The. indentified benefits pressures include the latest published rates or estimates for OMERS, El, CPP and employer benefits. For 2013, the OMERS,Corporation proposed contribution rate increases is presented below. OMERS Rates 2012 to 2013 % Rate Change 2012 2013 Retirement Age 65 8.3% 9.0% 8.4 Earnings up to CPP Limit 12.8% 14.6% 14.1 Retirement Age 60 (Fire) Earnings up to CPP Limit 9.4% 9.3% -1.1 Earnings over CPP Limit 13.9% 15.9% 14.4 The above rate changes are effective on January 1, 2013. These rate increases represent the last phase of the announced three year increase starting in 2010. The overall impact for the 2013 budget due to OMERS is estimated to be $240,000. Every year, the Federal Government makes changes to the CPP and El rates resulting in additional costs to the City. In addition, there has been an increase in the employer- related benefit costs that reflect the multi-year agreement between the City and its benefit carrier. Energy & Utility Pressures (Fuel, Natural Gas, Water & Electricity) Currently, energy pressures of approximately $200,000 have been identified and include a projected fuel increase from $1.07 litre to $1.12 litre. (The 2013 fuel price was provided by the Region.) • 94 Report CAO 18-12 October 9, 2012 Subject: 2013 Base Budget Guideline Page 4 As the graph below indicates, there can be wide swings from year to year regarding fuel costs resulting in an unpredictable cost pattern. Fuel and Oil Actuals $700,000 $600,000 — _ fx $500,000 — f $400,000 — Y k§ r }> $300,000 r There are two components to fuel cost: price and consumption. Fuel consumption for the City can vary mainly due to the level of winter snow clearing activity. In addition, fuel prices can easily change based on weather related events and the international political environment. Staff will continue to review its energy cost pressures to provide Council with the best possible budget estimate. Building Maintenance & Equipment Repairs The annual demand for building repair and maintenance is based on a number of factors including: lifespan of the building and/or equipment; the demand placed on the building from our users or from the aging; and, the environmental conditions to which the City's buildings and equipment are exposed. In 2013, many building repair and maintenance projects will be required to rectify ongoing issues that, if left unattended, will impact the City's ability to operate efficiently, effectively and safely. Some of the major work planned for 2013 includes: 1. Civic Complex - Repair and seal foundation ($100,000) 2. Recreation Complex— Repairs to underground storm drains ($75,000) 3. Recreation Complex Arena — Rubber floor replacement ($50,000) 4. Civic Complex - Replace underground parking lighting ($35,000) 5. Fire Station#2 — Front tarmac resurfaced ($20,000) 6. Greenwood Community Centre — exterior wall repair ($20,000) 95 Report CAO 18-12 October 9, 2012 Subject: 2013 Base Budget Guideline Page 5 Senior Centre Reserve Last year, Council approved Resolution #185/11 for the establishment of a new reserve to be used for a future Senior Centre (location to be determined). The 2012 budget included a $75,000 contribution to the reserve with a commitment to increase the contribution by $75,000 each year. The draft 2013 budget includes $150,000 as a contribution to this reserve. Reduction in Rate Stabilization Draw During the current term of Council, the rate stabilization draw for current City operations has been reduced from $3,317,000 (2010 Budget) to a proposed amount of $2,082,000 (2013 Budget) — a decrease of $1,235,000. The 2013 base budget plan includes a reduction of the draw in the amount of $477,000 that is equivalent to a 1% levy increase. This draw reduction amount is at the discretion of Council. As Council may recall, there is some flexibility regarding the reduction amount, however it is in the best interest of the City to continue to reduce its reliance on this reserve. Debt Charges - 2013 & 2014 In 2012, the City budgeted for $4.04 million in interest and principal payments to service the City's debt. The preliminary forecast for 2013 is that $4.58 million will be required to service the City's debt. The preliminary forecast will be "fine tuned" over the next few months to reflect current and future market interest rate trends, timing of debt issuance and capital projects. The timing of capital projects has a major impact on the timing of debt charges. In other words, if a capital project is going to be delayed for a year, then there will be no requirement for the City to issue debt for the upcoming budget year. The result would be a deferral of the budgeted debt charges. Municipalities use financial ratios and measures to determine debt limits and debt servicing capabilities. Several Ontario municipalities apply a debt service cap level of 15%, meaning that annual debt payments do not exceed 15% of total taxation revenue. Using this benchmark for the estimated 2013 debt payments, the City would be at 9.76%, and therefore, below the "cap target." Financing of New Operations Centre and 2014 Financial Impact In February of this year, the financing plan for the $21.0 million Operations Centre included $15.0 million from land sales. At present, it does not appear that there will be sufficient revenue from land sales to meet the current obligations and to provide funding for the Operations Centre. As a consequence, the revised financing strategy for the operations centre will be based on the issuance of twenty year debt. 2014 debt charges for the operations centre are estimated to range from $670,000 to $1,360,000 depending upon the financing strategy employed. This is a conservative estimate, and may be reduced depending upon future decisions regarding land sales. s. 96 . Report CAO 18-12 October 9, 2012 Subject: 2013 Base Budget Guideline Page 6 Assessment Growth (1%) Preliminary reports from MPAC indicate that a 1% assessment growth estimate is reasonable. In December, the City will receive from MPAC the 2013 returned roll for taxation billing purposes, and this data will then allow staff to finalize the assessment growth figure. Supplementary Taxation Starting with the 2013 budget, supplemental taxation revenue will now be included in the budget. This revenue source was excluded in the previous years mainly due to the fact that the City's assessment growth was always so low that it was difficult to predict with any confidence. With the current development of Duffin Heights and other construction projects, and the resulting increase in taxation revenues, it is prudent to introduce supplemental taxation revenue into the City base budget. Budget Estimates As in previous years, the City budget includes revenue and cost estimates that are based on the best known information. These estimates will continue to be reviewed and refined as additional information becomes available. The 2012 budget plan included $3.7 million in non-shared PIL revenues. The calculation of the PIL revenues is based on the Provincial education tax rates that are set by the Province. With the 2013 taxation year being a re-assessment year, and based on previous years' experience, it is likely that when the 2013 budget is brought forward for Council approval, the Provincial-education rates and possible taxation policy changes will not be known. As in previous re-assessment cycles, a best estimate will be provided for PIL revenues with any adjustments being implemented through the 2013 taxation billing rate report. Next Steps Over the next few months, the City's senior management team will continue to review budgets from the perspective of finding efficiencies and/or operational savings. These potential savings may be directed towards new programs and/or enhanced services. These projects will be submitted to Council as part of the regular budget process for final Council approval. Optional Recommendation # 3 — User Fees The 2013 base budget guidelines already include anticipated user fee increases. Staff are currently exploring new fees in order to maximize revenues that in turn will create opportunities to either reduce taxes or increase services. Staff are cognizant of the fact 97 Report CAO 18-12 October 9, 2012 Subject: 2013 Base Budget Guideline Page 7 that some fees are demand sensitive and, by increasing these fees, the City may have fewer participants, resulting in lower revenues. In addition, certain City fees have to be competitive with other municipalities or service providers or the City will lose revenues. Attachments: None Prepared By: Approv= : Endo. rsed By: an Karwowski Paul Bigio-' (Acting) Division Head, Director, I orporate ervices & City Solicitor Finance & Treasurer Approved / Endorsed By: Approved / Endorsed By: Everet unts Neil Carroll Director, Community Services Director, Planning & Development Approved / Endorsed By: Ton Mely(nuk ., , Director, Office of Sustainabilityy,,, Recommended for the consideration of Pickering City Council S�:� 24,Zo(Z, Tony Prevedel, P.Eng. Chief Administrative Officer 98