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REPORT RAPPORT |
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REPORT RAPPORT |
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DATE:
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25 June 2012 |
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TO/DEST:
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Executive Director, Ottawa Police Services Board |
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FROM/EXP:
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Chief of Police, Ottawa Police Service |
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SUBJECT/OBJET: |
EXPANSION OF LEASED PREMISES - 19 FAIRMONT AVENUE
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RECOMMENDATION
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That the Ottawa Police Services Board:
1. Approve the execution of a Lease Amendment for 19 Fairmont Avenue to add 2,213 sq ft to the existing Lease under the same terms and conditions of the original 2009 lease, commencing August 1, 2012. 2. Delegate authority to the Chief of Police to complete all required tenant fit-up, project management, and furniture and equipment acquisition in an amount not to exceed $200,000. BACKGROUND
In January 2009, the Police Services Board (PSB) approved a 10-year lease at 19 Fairmont Avenue for 26,031 sq ft., commencing November 1, 2009. The OPS occupies most of the three storey building; another tenant and the landlord occupy a small portion of the third floor.
The departure of the tenant has provided an opportunity for the OPS to acquire additional space.
DISCUSSION
Fairmont has been designated for use by administrative units. It cannot accommodate the locker rooms, showers, change facilities and parking needed to support police operational units. It houses key administrative sections from the following OPS directorates: Corporate Support, Resourcing and Development and Executive Services.
The additional 2,213 sq. ft. of space will be allocated to the Police Facilities and Security Operations Units. They are part of the Corporate Support Directorate and will be relocated from 4561 Bank Street (Leitrim) to the newly vacated space at Fairmont. This location will place these members closer to their clients and help to reduce the extensive commutes required for daily site visits. These Units are a good fit with the space and can take full advantage of the existing infrastructure.
The vacated space at Leitrim will be re-purposed in an “as-is” condition as Special Projects space. Locker room and shower facilities are available at Leitrim, making this space suitable for police operational groups.
PUBLIC CONSULTATION
No public consultation was required.
FINANCIAL STATEMENT
The rates for the additional 3rd floor space (2,213 sq. ft) are based on the original 2009 Lease as outlined in Table 1 below. They range from $23.93 to $24.89 per sq. ft on a gross basis over the coming three years.
The lease rates are due to be re-negotiated for Years 6 to 10. The original 2009 Lease identifies Base Rent in Year 6 to Year 10 to be “Fair Market” as agreed by the parties in 2014. Operating Costs in Year 6 to Year 10 will be calculated as “Additional Rent” as defined in the 2009 Lease.
Table 1 Annual Lease Rates
This year, the additional space will add a pressure of approximately $22,300 to the budget. On an annual basis this figure will be close to $55,000.
The additional costs for this leased space will be more than offset by the savings realized through other leases in the OPS portfolio. For example, this month staff finalized the re-location of the Rideau-Goulbourn Community Police Centre from a commercial location to the local Firehall for a savings of close to $60,000.
Table 2 Budget Impact
CONCLUSION
Fairmont has proven to be a very suitable location for OPS administrative functions. Relocating the Facilities Unit and the Security Operations Unit to Fairmont moves those groups to a more central location and takes advantage of the existing infrastructure at Fairmont. The return of “police operational” space at Leitrim permits the establishment of much needed Special Project space which utilizes the existing infrastructure of locker room and shower facilities. The financial impact of the additional leased space will be offset by savings in other leases within the OPS portfolio.
(original signed by)
Charles Bordeleau Chief of Police |
