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Corporate Services and Economic Development Committee Comité des services
organisationnels et du développement
économique Minutes 43 / Procès-verbal 43
Tuesday, 21
January 2003, 1:30 p.m.
le
mardi 21 janvier 2003, 13 h 30
Champlain Room,
110 Laurier Avenue West
Salle
Champlain, 110, avenue Laurier ouest
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Present
/ Présent : Mayor / Maire B. Chiarelli (Chair / Président),
Councillors / Conseillers M. Bellemare (Vice-Chair / Vice-président), R.
Chiarelli, P. Hume,
H. Kreling, P. McNeely, M. Meilleur, A. Munter, J. Stavinga
CONFIRMATION
OF MINUTES
RATIFICATION
DU PROCÈS-VERBAUX
Minutes 42 of the Corporate Services and
Economic Development Committee meeting of Tuesday, 7 January 2003 were
confirmed.
Declarations of Interest
dÉclarations
d’intÉrÊt
No declarations of interest were filed.
CORPORATE SERVICES
SERVICES GÉNÉRAUX
FINANCIAL
SERVICES
SERVICES
FINANCIERS
1. 2003
SINKING FUND LEVIES
FONDS D’AMORTISSEMENT 2003
ACS2003-CRS-FIN-0003
That Corporate Services and Economic Development Committee and Council receive this report for information.
RECEIVED
REAL PROPERTY ASSET MANAGEMENT
GESTION
DES ACTIFS ET DES BIENS IMMOBILIERS
2. CORPORATE
ACCOMODATION MASTER PLAN -
CAMP INFORMATION REPORT ON EXPRESSIONS OF INTEREST
PLAN DIRECTEUR DES LOCAUX
MUNICIPAUX -
RAPPORT D’INFORMATION sur les
DÉCLARATIONS D’INTÉRÊT
ACS-2003-CRS-RPR-0014
This item was discussed in conjunction with
Item 3 – Implementation of the Corporate Accommodation Master Plan –
Administrative Space.
That the Corporate Services and Economic Development Committee and Council receive this report for information.
RECEIVED
3. IMPLEMENTATION
OF THE CORPORATE
ACCOMMODATION MASTER PLAN - ADMINISTRATIVE SPACE
MISE EN ŒUVRE DU PLAN DIRECTEUR
SUR L’ATTRIBUTION DES LOCAUX DE BUREAU DE LA VILLE
ACS-2003-CRS-RPR-0015
Kent Kirkpatrick, General Manager, Corporate
Services Department (CSD); Steve Finnamore, Director, Real Property Asset
Management (RPAM) Branch, CSD; Robert Vaillancourt, Manager, Design and
Construction, RPAM, CSD; Dave Donaldson, Real Estate Officer, RPAM, CSD; and
Paul McKenzie, HOK Consulting appeared before the Committee on this item.
Mr. Finnamore presented the Committee with a
PowerPoint overview of the staff report (copy on file with the City Clerk).
Mayor Chiarelli noted the staff report was
recommending a change in process from what was originally anticipated as a
result of the initial CAMP report considered by the Committee in July
2002. That report recommended a Request
for Proposal process for City-wide sites.
He said the current report appeared to be recommending negotiating for
one existing site, which could offer advantages for the City. The Mayor advised he and other members of
the Committee, had questions related to the issue of negotiating strengths,
costs, etc. and said it would be his recommendation that the Committee move In
Camera to deal with these issues.
Mr. Kirkpatrick agreed the Committee should go In Camera.
Moved by Councillor A. Munter
That the meeting of the Corporate Services and
Economic Development Committee move In Camera pursuant to Section 12(1)
f) The receiving of advice that is subject to solicitor-client privilege,
including communications necessary for that purpose, of the Procedure By-law.
CARRIED
Upon resuming in open session, Councillor
Bellemare had questions concerning the number of sites staff were proposing be
consolidated. Mr. Finnamore advised the
intent is to consolidate into a maximum of three locations. He explained the Ben Franklin Place facility
has the ability to expand into the adjacent City-owned lands (this would be
considered one site). Further, he said
should the option of 100 Constellation be approved, although it would be a
separate building from Ben Franklin Place, it would be considered one general
site location or campus, because of the close proximity of the buildings (i.e.
travel by car would not be necessary).
Councillor Munter felt it important to point
out that this staff proposal will save the taxpayers $10,000 per day. The Councillor then had questions with
respect to the Kanata satellite service centre. He noted the former Kanata City Hall is the site of one of the
City’s better-used satellite centres, serving both rural and urban residents. He sought confirmation that the sale of the
former Kanata City Hall would not mean the loss of the range of services that
are currently provided to the public at that location. Mr. Finnamore confirmed this. He said pursuant to the July, 2002 CAMP
report, any Client Service Centre that is required as part of that program,
will be relocated within the community should the current building they are in,
be disposed of. This would apply to the
Kanata Client Service Centre. When that
building is rendered surplus and disposed of, an alternate location for the
Client Service Centre will be found in the community. He said the financial benchmark model has incorporated this cost
into the public sector comparator. Mr.
Finnamore also confirmed for the Councillor that the savings (i.e. $10,000 per
day) includes provision for ensuring that residents will be able to receive the
same services they are currently receiving (e.g. register for programs, pay
their water bill, obtain planning information, etc.) elsewhere in Kanata .
Councillor Stavinga indicated she had a motion
she was putting forward on behalf of Councillor E. Arnold, with respect to the
City owned property at 150 Elgin Street/31 Gloucester Street. She asked for a staff comment on the motion. Mr. Finnamore advised staff had worked with
Councillor Arnold in the drafting of the motion and indicated they did not have
any concerns with respect to this motion.
Councillor Stavinga thanked staff for all of
their hard work and efforts in bringing this report forward. She felt this initiative provided evidence
to the residents that the City is moving ahead to declare properties surplus,
consolidate and gain efficiencies. The
Councillor also expressed appreciation for the process being open and
transparent, particularly given the large investment of time and energy private
sector companies must put into the RFEOI, RFQ and RFP processes. She stressed the importance of the City
being up front in terms of its goals and objectives and how it intends to
achieve those.
Councillor Stavinga went on to say she appreciated
the fact that staff had identified through the RFEOI process, this new
opportunity with regards to 100 Constellation.
She noted in using this existing building, savings will be generated a
year and a half sooner than would have transpired originally. She said it was her understanding staff
would pursue this option aggressively, but should it prove not to be successful
staff would report back to Committee with regards to moving on to the RFP
process. Councillor Stavinga again
thanked staff for their hard work and indicated she would be supporting the
staff recommendations as well as moving the motion on behalf of Councillor
Arnold.
Councillor Bellemare noted the good news in
this entire process is the objective to achieve savings of up to $4 million a
year (i.e. $10,000 per day). The
Councillor stated however, he had concerns with the general direction of the
recommendations, namely that an overwhelming majority of City administrative
space would be located in the west end.
He felt this would send a negative signal to east end residents, with
respect to the City’s commitment to balanced growth in Ottawa. As well, he referenced a current City policy
that encourages the Federal Government to locate its future work sites along
the Transitway and to give particular consideration to the east end. Councillor Bellemare felt it important for
the City to lead by example in this respect.
The Councillor said if all of the 300,000 square feet of City
administrative space were to be located in the west end, this would result in
20% of the office space being located downtown; 75% in the Nepean and 5% in the
east end.
In this regard Councillor Bellemare introduced
the following motion:
1.
That the
following be added to recommendation 2.b):
“, and at least one site must be located in the
east end;”
2.
That
recommendation 6.b) be deleted and that the new recommendation 6.b) (formerly
6.c) read as follows:
“Proceed immediately with an RFQ/RFP process.”
The Councillor agreed there is a definite need
to give priority to a location inside greenbelt but opined it should be in the
east end. By way of example, the
Councillor suggested a location could be found along the Transitway near the
train station, the St. Laurent Shopping Centre station, the Cyrville Transitway
station or the Blair station at the Gloucester Centre. He felt the City could ultimately achieve
all of the objectives in terms of cost savings, while at the same time locating
City administrative space more proportionately across the entire City. Councillor Bellemare urged the members to
support his motion.
Councillor Meilleur indicated she had found
inconsistencies between the two reports (i.e. Item 2 and the subject staff
report) and she sought clarification as to who sold the former Ottawa City Hall
- the Transition Board or the City of Ottawa.
Mr. Finnamore responded the former Ottawa City Hall was sold by the
Transition Board. It had to be declared
surplus by the former City of Ottawa for the sale to happen, but it was a
Transition Board initiative.
Councillor Meilleur asked staff to clarify how
much additional square footage of office space is required. Mr. Finnamore replied if 110 Laurier and Ben
Franklin Place are retained, an additional 300,000 assignable square feet is
required. He said this would not
preclude the notion of expanding Ben Franklin Place and building something
smaller somewhere else.
The Councillor then stated she would not be
supporting Councillor Bellemare’s motion.
She stressed the importance of the City providing better service to its
residents and felt the way to do this was to consolidate the administrative
work sites. Councillor Meilleur stated
the report was a good business proposal and felt it should be pursued, to
determine if it is the best option for the City
Councillor Kreling felt this report would send
a clear message to the residents who thought this Council would be afraid to
sell former city halls and facilities.
This report indicates the City is proceeding in this direction and makes
it clear we are downsizing (i.e. going from 660,000 ASF to 550,000 ASF). He stated he would not be supporting
Councillor Bellemare’s motion, as he felt it was important for Council to
recognize how best to serve the residents.
The Councillor noted staff had explained how, through the utilization of
client service centres and the addition of 20,000 square feet of geographic
service delivery area office space in the eastern community, residents of the
eastern part of City will not have to travel to city hall or to the west end
locations to receive services.
Councillor Kreling also pointed out that the sale of 1595 Telesat Court
will make this facility available for new jobs in the private sector. He said in approving this report, the
Committee was not “signing a blank cheque”, as there will be another
opportunity to revisit this issue prior to going out for the RFP, should the
negotiations for 100 Constellation be unsuccessful.
Mayor Chiarelli noted it was staff’s opinion
that if Councillor Bellemare’s motion were approved and 100 Constellation went
to a general RFP, it was likely that many potential bidders would back
out. He also pointed out the
geographical centre of the City of Ottawa is Woodroffe Avenue and therefore
City Hall at 110 Laurier would be considered as being in the east. The Mayor said if the Committee were to
support Councillor Bellemare’s motion, this current opportunity (i.e. 100
Constellation) would be lost. He said
that unless 100 Constellation shows clear financial benefit to the City on a
comparative basis, the City will proceed to the general RFP process. He said it was his understanding that in
that eventuality, Arnon and 100 Constellation will not be able to participate.
Mayor Chiarelli went on to say that he felt
there had been tremendous leadership shown on the part of the east end
Councillors and he felt they had had significant success in what they had been
able to accomplish in this term of Council.
He said this includes retaining the former Cumberland City Hall (e.g.
for administrative services and also a possible location for the new east end
arts centre), Petrie Island, the widening of Innes Road, the new Police
district office, the new arts centre and a new pool. He said these were huge
wins for the east end and would result in a net increase in jobs in the east
end. The Mayor indicated he would not
be supporting Councillor Bellemare’s motion, rather he was in support of the
staff recommendation, as amended by Councillor Stavinga’s motion (on behalf of
Councillor Arnold).
The Committee then considered the motions put
forward.
Moved by Councillor M. Bellemare
1. That the
following be added to recommendation 2.b):
“, and at least one site must be located in the
east end;”
2. That recommendation 6.b)
be deleted and that the new recommendation 6.b) (formerly 6.c) read as follows:
“Proceed immediately with an RFQ/RFP process.”
LOST
YEAS (1): Councillor
M. Bellemare
NAYS (6): Councillors
H. Kreling, A. Munter, J. Stavinga, M. Meilleur, P. Hume and Mayor Chiarelli
Moved by Councillor J. Stavinga
Whereas 150 Elgin
St/31 Gloucester St is proposed to be declared surplus as a result of not being
required for the Corporate Accommodations Master Plan - Administrative Space,
And whereas this
site is a key site for the future development of the downtown, because of its
prominent location on Elgin St, the heritage building located on the site, and
the existing City parking lot,
And whereas the
Official Plan recognizes that the redevelopment of strategically located sites
such as this will be instrumental in achieving the City's downtown
redevelopment goals,
Therefore be it
resolved that this site be declared surplus, conditional on criteria for the
appropriate redevelopment of this site being developed by the Departments of
Planning and Development and Corporate Services, in consultation with the Ward
Councillor, for approval by City Council.
CARRIED
The staff recommendation, as amended was then
approved.
That the Corporate Services and Economic Development Committee recommend Council:
1. Approve the project requirements for the City’s administrative office space as outlined in this report;
2. Approve the site selection criteria for the consolidation of administrative space as outlined in this report, specifically:
a) Sites must support a portfolio of 550,000 assignable square feet of administrative space at a maximum of three locations, of which two sites are City Hall and Ben Franklin Place;
b) Sites must be located inside the Greenbelt and outside of the Central Area;
c) Sites must have sufficient capacity to accommodate parking at a rate of up to 3 spaces per 1,000 rentable square feet;
d) Sites must be located less than 500 meters from an existing Transitway or O-Train stop;
e) Sites must have basic zoning in place to allow the project to proceed without delay;
f) Sites must have appropriate servicing in place to allow the project to proceed without delay; and
g) Sites must be in the control of the proponent at the time of the submission.
3. Approve the criteria as outlined in this report for evaluating the qualifications of private sector proponents to complete the CAMP project so that the risk to the City is minimized;
4. Approve the Statement of Project Understanding as outlined in this report, to be used in assessing responses to a Request For Qualifications;
5. Approve the strategy for disposition of administrative properties, outlined in this report, that would become surplus as a result of the implementation of the CAMP project, as amended by the following;
Whereas 150 Elgin
St/31 Gloucester St is proposed to be declared surplus as a result of not being
required for the Corporate Accommodations Master Plan - Administrative Space,
And whereas this
site is a key site for the future development of the downtown, because of its
prominent location on Elgin St, the heritage building located on the site, and
the existing City parking lot,
And whereas the
Official Plan recognizes that the redevelopment of strategically located sites
such as this will be instrumental in achieving the City's downtown
redevelopment goals,
Therefore be it
resolved that this site be declared surplus, conditional on criteria for the
appropriate redevelopment of this site being developed by the Departments of
Planning and Development and Corporate Services, in consultation with the Ward
Councillor, for approval by City Council.
6. Approve the following process for proceeding with the CAMP project:
a) Develop a Public Sector Comparator as outlined in this report to provide a baseline for evaluation of proponent submissions;
b) Negotiate with the owner of 100 Constellation Crescent in accordance with the criteria set forth in this report, with a target of a letter of intent signed within four weeks of commencing negotiations; and
c) Proceed immediately with an RFQ/RFP process, should discussions surrounding 100 Constellation Crescent fail to meet the City’s objectives.
7. Direct RPAM staff to work with TUPW staff to develop a Transportation Demand Management (TDM) program as part of the consolidation of administrative facilities, to encourage City of Ottawa staff to use alternatives to private automobiles where possible in their travel to and from work and in the performance of their job duties.
CARRIED as amended
with Councillor M. Bellemare dissenting on recommendation 6.b).
SECRETARIAT
SERVICES
services du secretariat
4. ELECTION RELATED RESOURCES POLICY
POLITIQUE SUR LES RESSOURCES liées aux élections
ACS2003-CRS-SEC-0002
That the Corporate Services and Economic Development
Committee recommend Council approve the revised Election-Related Resources
Policy set out in Attachment “A” to this report.
CARRIED
5. Municipal elections
2003 –
Authority to use french in forms and Notices
Élections
Municipales 2003 – pouvoir d’utiliser
le français dans les formules et les avis
ACS2003-CRS-SEC-0003
That the Corporate
Services and Economic Development Committee recommend Council pass a by-law
under the Municipal Elections Act, 1996
to authorize the use of French, in addition to English, in prescribed forms,
notices, forms (other than prescribed forms) and other information provided
under the Act.
CARRIED
COMMEMORATIVE NAMING COMMITTEE
COMITÉ SUR
LES DÉNOMINATIONS COMMÉMORATIVES
6. COMMEMORATIOn of yousuf and malAk karsh
COMMÉMORATION DE YOUSUF ET MALAK KARSH
ACS2002-CRS-SEC-0097
That the Corporate Services and Economic
Development Committee recommend Council approve the City of Ottawa Karsh
Commemorative Honour, in memory of Yousuf and Malak Karsh, to be effective on
an annual basis commencing 2003.
CARRIED
HUMAN RESOURCES
SERVICES DES RESSOURCES HUMAINES
7. employer participation in the Ontario
municipal employees retirement system (omers)
PARTICIPATION DE L’EMPLOYEUR AU RÉGIME DE
RETRAITE
DES EMPLOYÉS MUNICIPAUX DE L’ONTARIO (omers)
ACS2003-HMR-CPB-0001
Mayor Chiarelli pointed out that
Councillors had been provided with a revised staff report and noted that
although the wording of the recommendation had changed, the intent remained the
same. The Committee then approved the
revised staff recommendation.
That the Corporate Services and Economic Development Committee
recommend that Council approve two new By-Laws, to integrate employees’
pensionable service accrued with former municipalities and be added to the
service accumulated with the new City of Ottawa and allowing the new City of
Ottawa participation in the Ontario
Municipal Employees Retirement System (OMERS) Pension Plan in accordance with
the OMERS Act. This will be effective
January 1, 2001.
CARRIED
NOTICE OF MOTION
AVIS DE MOTION
Moved by Councillor P. Hume
Whereas Ottawa Community Housing Corporation and Hartman Foodliner Ltd.
are entering into a reciprocal agreement which will permit the building of 60
new affordable housing units above the expanded Hartman’s Grocery store,
And whereas
this development requires the conveyance of the City lane between 296 Bank
Street and 380 Somerset St. W.,
And whereas
the lane has been declared surplus by the City and appraised at $160,000,
And whereas
this project is a public-private partnership that meets the City’s affordable
housing, downtown revitalization and official plan goals,
Therefore be
it resolved that this lane be conveyed to Hartman Foodliner Ltd. for $1.00
subject to the execution of the reciprocal agreement between the Ottawa
Community Housing Corporation and Hartman Foodliner Ltd.
CONFIDENTIAL AGENDA 27
ORDRE DU JOUR CONFIDENTIEL 27
Moved by Councillor M. Bellemare
That the meeting of
the Corporate Services and Economic Development Committee move In Camera
pursuant to Section 12 (1) d) labour relations or employee negotiations and f)
the receiving of advice that is subject to solicitor-client privilege,
including communications necessary for that purpose, of the Procedure By-law.
CARRIED
ADJOURNMENT
LEVÉE DE LA SÉANCE
The Committee
adjourned the meeting at 4:35 p.m.
Committee
Coordinator Chair