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HomeMy WebLinkAbout2000-12-04 Council Meeting Agenda and ReportsCORPORATION OF THE DISTRICT OF MAPLE RIDGE NOTICE OF SPECIAL COUNCIL MEETING Please be advised that a Special Council Meeting has been called pursuant to Section 223 of the Local Government Act, as follows: DATE: December 4, 2000 HOUR: Immediately following Committee of the Whole PLACE: Council Chamber Municipal Hall A GENDA Downtown Core Project Change Orders Staff report dated November 28, 2000 recommending that additional costs associated with the Public Library and with the Leisure Centre be approved. Adjournment Dated this 1St day of December, 2000 CORPORATION OF THE DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Al Hogarth DATE: November 28, 2000 and Members of Council FILE NO: FROM: Chief Administrative Officer ATTN: SUBJECT: Core Project Change Orders Purpose Through the course of construction staff have been working with MeiroCan and the facility operators to minimize additions to the base contract. In some cases we have been able to achieve new unforeseen items by deleting other items which are less critical. Despite these best efforts some issues have arisen which require Council consideration. Recommendation(s) That the additional costs associated with equipping and finishing the Public Library and upgrading the mechanical systems and finishing of the Leisure Centre as outlined in the General Manager of Community Development Parks & Leisure Services 2000-11-23 memorandum on this subject be approved. History/Background A preliminary equipment budget was established late last year for the Public Library without the benefit of the detailed work which has now been completed. The preliminary budget was $300,000. Staff is proposing an additional expenditure of $70,000 to cover unanticipated costs for bookshelves, miliwork, furniture and moving costs. With respect to the Leisure Centre there were a number of items identified at the time we negotiated the original contract which were considered beyond the original program for which separate pricing has now been obtained. The first separate price is for mechanical equipment upgrades. The major items in this category include the installation of a computerized energy management system and the addition of an air conditioning system for the upstairs area of the Leisure Centre. This area is currently very uncomfortable for customers in the summer months and enjoys much lower attendance at that time as a result. It is a source of constant complaints. The cost for these items is $170,000. If approved, staff will apply for additional Federal grants for further energy management improvements. The initial municipal expenditure is required to leverage further Federal funding. Both of these items will have a long-term positive economic benefit on our operations with reduced energy consumption and increased attendance. Another separate price we asked MetroCan to obtain for Council's consideration is to completely refinish the pool area ceiling. It is currently very dark and staff and the architects are proposing to repaint the ceiling white in order to brighten up the area. The ceiling has not been repainted since the facility was opened. It is felt appropriate to do so at the same time the addition is being completed. The estimated expense is $60,000. ¼ Alternatives The alternative is to complete the Library and Leisure Centre within the previously established budget. In the case of the Library this would result in an inadequately finished and equipped facility. With respect to the Leisure Centre, not doing the additional mechanical work will result in higher than necessary operating costs. Not changing the ceiling treatment in the pooi area would result in a distinct difference between the old and new aquatic area and a less attractive facility. Financial Implications The total additional cost of these changes is $300,000. It is proposed that these funds be drawn either from the $660,000 outlined in the core project budget or from the year end surplus should that materialize as anticipated. The mechanical upgrades in particular will result in reduced operating costs/increased revenues although the specifics are difficult to project at this point. There will be a few more unforeseen items brought forward for Council consideration during the course of the construction. As noted above we will attempt to cover these costs through offsets, however this will not always be possible. This is normal in a construction project of this magnitude. For example, the General Manager of Public Works and Development Services will be bringing an additional expenditure forward for data cable installation very shortly. The cost hasn't been finalized as yet on this item. Summary/Conclusion Staff is recommending the additional expenditures be approved to ensure the best quality product is available to area residents. A decision is required now to avoid project delays and the loss of tendered prices. ared by: Mike Murray J General rs4(nager, Cimmunity Development Parks &Jecreation1Services Approved by Concurrence: Robert W. Robertson, AICP, MCIP Chief Administrative Officer CORPORATION OF THE DISTRICT OF MAPLE RIDGE NOTICE OF SPECIAL COUNCIL MEETING Please be advised that a Special Council Meeting has been called pursuant to Section 223 of the Local Government Act, as follows: DATE: December 4, 2000 HOUR: Immediately following Committee of the Whole PLACE: Council Chamber Municipal Hall A GENDA Downtown Core Project Change Orders Staff report dated November 28, 2000 recommending that additional costs associated with the Public Library and with the Leisure Centre be approved. Adjournment Dated this 1st day of December, 2000 Jo-ATlrrre ijertzog y Acting Municipal clerk DISTRICT OF Agenda Item: 1 MAPLE RIDGE Council Meeting of: December 4, 2000 MOVED BY COUNCILLOR KING SECONDED BY COUNCILLOR MORSE That the staff report dated November 28, 2000 be received for information; and further That the additional cost of $290,000.00 associated with equipping and finishing the Public Library and upgrading the mechanical systems and finishing of the Leisure Center outlined in the staff report dated November 28, 2000 be approved. (to cover additional costs for the library related to bookshelves, miliwork, furniture and moving, and costs for the Leisure Center for installation of air conditioning in the upstairs area, a computerized energy management system and refinishing of the pooi area ceiling) V CA1ED DEFEATED DEFERRED "Al Hogarth" MAYOR ACTION NOTICE TO: - Chief Administrative Officer - Gen Mgr - Corporate & Financial RCMP Fire Chief -ir - Corporate Support Dir-Finance Chief Information Officer Gen Mgr - Public Works & Development - Dir - Planning - Dir - Licenses, Permits & By-laws - Municipal Engineer - Dir - Development Engineering - Dir - Engineering Operations - Dir - Project Engineering Mgr - Corn. Dev. & Rec. Services - Dir - Parks & Facilities Clerk's Section - Municipal Clerk - Confidential Secretary - Jo-Anne H Karla K Sandra Belley The above decision was made at a meeting of the Municipal Council held on the date noted above and is sent to you for notation and/or such action as may be required by your Department. December 5. 2000 Date IV