foreign
we will call her very special special
meeting to order on December 19th at 8
o'clock
uh first of all does any member of
council have a declaration of bikini
interest on the one issue we are meeting
uh for this morning
does any member of council have a
significant interest on the one issue
we're meeting with this morning all
hands go up thank you uh the agenda is
very brief as I said we have one one
item to discuss this morning could I get
a motion pleased to adopt the agenda as
it is presented
Deputy Mayor councilor Allen all in
favor
that is Kerry thank you uh okay we'll
turn it right over now to uh staff
reports I think Greg you're going to
lead the way on this one are you
certainly Mr Mayor um I want to thank
Council for getting together we uh with
such short notice we were not
um
we were not certain whether or not we
were going to be in a situation to be
here today so uh we're pretty uh excited
about where we're at
um so really the the report the praise
you to the report
um that was that was quickly put
together on on Friday afternoon
um
so as far as a synopsis of sort of what
has occurred over the last I'm going to
say the last year and and I know that uh
individuals may not
um you may be you may remember
um Dennis Shand who's here with us today
so Dennis was the project manager when
we did the fire station number two as
well uh when we when we constructed that
for Benford Road and
um Dennis has been helping us out on
building inspection uh uh and as well uh
it is is going to be a part of this
particular project as the as the project
manager for the renovations uh project
so
for the last year since we got the
funding announcement in March we've been
working away
at finalizing
um the actual renovation project the
technical drawings for tender we brought
on um we had to the phase one for the
project
had been handled by a different
architectural firm and the Ken trevalian
had done that particular work he retired
but he was graciously provided us with
access to some of the work that had been
done by the committee at the time that
they did phase one so they did some
architectural work and floor plan
drawings
for for that particular project
um his his uh drafts person Mr Dave
Slade had all of our technical drawings
electronically and uh so what we did is
we brought on
um Mr Christopher taworski and Sandy
Smith from tourski Architects
um that helped us to get sort of the
pilot the package together
um we also reached back out to the
Consulting engineering firms that that
were involved in phase one so uh birth a
lot
um Electrical uh so they were the ones
that did the Electrical uh engineering
drawings for the previous uh uh project
along with um
OTS mechanical uh and uh and and they
were the ones that did plumbing and and
uh and mechanical drawings we also went
out to
um Norris fire limited uh and they did
the sprinkler system
um uh we also dealt with uh
whether we had to change our structural
engineer so Mr Sangster was our with our
new uh structural engineer
um we've also gone out with uh which is
not a part of this particular report and
went out and had a conversation uh and engaged the services of cambium
who's done the uh they've done the
tender package for the septic system
um and so all of that had to be brought
together sort of give you an idea when
we went out to Tender there was about 35
drawings to this project
um spec drawings that had to be
completed and reviewed by our technical
committee our technical committee is
comprised so Mike is here Dennis is on
the screen we had Council
Representatives that had been appointed
as with
councilor Powers uh previous counselor
Howie the mayor attended a couple of our meetings
um and so a previous interim CBO Ken
Curry was involved and as well
Chuck Parsons who's our fire chief and
the previous fire chief Ted Bryant and
then as well Heather Scott who was our
Deputy CEO clerk so we had a we had a
core group that was been looking at this
for over a year
so as the report said we we finally went
we got to a point where we were able to
issue a tender we did that on the 25th
of November we did an invited tender to
four pre-selected firms
um and uh and this was led by
principally the the tender process was
led by Swarovski Architects
as a result of that the tenders closed
on Friday at 2 p.m we had all five all
four companies provide us with this
um you'll see that the bids the spread
between the bids is pretty close
um the low the low bid so the difference
between the first bid uh or the low bid
and the third low bid was 165 000 the
difference between the second low bid
and the third low bid was about fifteen
thousand so we we think we got it right
as far as where we think the pricing
should be
um and uh all four firms attended the uh
the opening of the tenders on Friday
despite the weather that we had
um they appeared in person
the bids were
opened
by uh by myself in cooperation with Mike
Nelson and with fire chief Parsons the
three of us were in there to to go
through the bid opening process at about
five after two and the summary of the
bids are here
and uh because it mentions in the report
um so our previous when we when we
applied for the money back in 2019 we
estimated that project Works were going
to be just under 2.2 million
um we got approval in 2021 uh for that
amount we asked for some additional
money at that time and where we were not
granted any additional money so we said
well we should take what we can take and
move forward
um so the uh so to in that particular
juncture the the split was
73.3 from The Province so this is solely
funded by The Province not the province
and the feds and 26.7 to the township so
as we move forward
um we're recommending the low bid at the
2.818 million
um and that is that is net of GS of HST
we'll get the majority of the HST back
when we do our claim
um and um and so what we um as I said
we're
it's a little more uh than what we had
anticipated we anticipated maybe that
the the bids were going to be
um higher than this but beyond the three
million dollar threshold was sort of our
conversation
um but uh we have a we have a
recommendation before Council so the
last thing I'll say is
um we're looking to to I'll say two two
last thing
we're bringing this together quickly we
want to look at on April the first start
date and and so we can be finished by
the first of September to give you an
idea the second thing is is that some of
the equipment that we have to acquire
um that's a part of the project have
significant lead times so I'll give you two examples the other one
example is uh in this particular project
there's a water cistern that that feeds
the sprinkler system for the um for this
particular project
the pump for the fire pump in this
particular case that's been specked has
a 39 week
um period or order period so they're
going to have to go out with councils so
chooses this morning to approve this
particular project we're gonna have to
order it to get the pump in so we can
get it in there before September the 1st
just to give you an idea of some of the
challenges we also have rooftop a
rooftop units for heating cooling and
ventilation that we have to do and that
is a significant mean time as well so
we're trying to get there and that's why
we're here before Council this morning
and uh and if Council has any uh any
questions I'd certainly or myself or
Dennis or Mike who are on here
um Sarah or Heather can answer any of
the questions that that Council might
have with this recommendation Mr Mayor
thank you Greg and before I even open up
the questions because I know all council
members are going to be wondering about
the the various financing options
perhaps you could discuss uh what that
would be yeah so so if Council thank you
Mr America that um the council uh will
call and I apologize Mr councilor Holmes
you were part of that particular
discussion related to our fire hall
um so what happens in here is that we
really accept the bid
um we did this with the fire hall we
went to
um infrastructure Ontario and we got and
we went and received and we're
recommending in this case we would do it
we received a construction loan to build
the fire hall the council remembered
that conversation
um and so we we utilized that financing
for cash flow to build the facility
which is which is the
built in its entirety so then once once
all of the
um the construction costs are known
we we throughout the course of the
construction can apply to the province
uh and submit
um for payment and the payment is based
on
um
on actual invoices that you would have
incurred during during the cost of
building so we can work on that for cash
flow
um typically we wait until the end and
see what the remainder is that is left
and then we would come back and that
would probably be sometime early in 2024
that we would give Council some options
that says okay here's the remainder
that's left for the project here's some
options that we would do in order to to
uh to finance this so is it going to be
a transfer from Reserve is it going to
be
um uh us going back to investment
Ontario for a debenture is it going to
be a combination of both and um if you
recall with the with the fire station
our original intent was to use the
proceeds of a sale of the building from
the fire hall uh and then we were also
going to look at
transfer from reserve and some debenture
we got fortunate because the province
provided to the township of the vote 575
thousand dollars in covid startup money
and uh so we we didn't have to do a
debenture for the fire hall because of
uh when after it was completed we had
different sources of revenue so we're
going to fall we were recommend meaning
that we would follow the same approach
and that we would get the apply and come
back in January for Council approval to
apply for the construction loan and then
we would move forward construct the
building and then the treasurer would
bring forward a recommendation
at the conclusion of the project about
how to finance those particular amounts
that are remaining
left from senior government money and
any other you know contributions such as
fundraising Mr Mayor
good thank you very much Craig okay
members of council any questions to the
CAO or other staff
on this
the I I was pleasantly surprised at how
close all the bids were I think that um
I think Greg that you you stated that we
think we got the pricing rating you've
got to believe that when they're so
competitive so okay see a couple hands
up there shirt off Deputy Mayor go ahead
Bonnie
thank you uh yes I'm I'm pleasantly
surprised we're sitting here today so
that's the good news
um
so looking at the Figures were roughly
uh correct me grade 300 000 over what we
thought or that includes the HST and
we'll get
monies back how close what are we
looking at over just so sure all right
thank you Mr thank you uh Madam Deputy
Merit so through the mayor where we're
at at the present time is the amount
that you see there the 2.818 yes it
includes a hundred thousand dollar
contingency allowance and it includes a
twenty thousand dollar cash allowance
for us to do some testing
um you know for granular concrete
testing so the um so we're carrying that
money for unforeseen circumstances
so if you if you uh right now at the net
piece we're about uh three hundred
thousand dollars over on this particular
uh
um which is about 10 percent of where we
thought we might be 10 or 11
um and then the only thing that's
outstanding is we would have to look at
going out and tendering for the septic
system which is about another hundred
thousand dollars and then any site works
that we do outside of the building so
we'd be looking at a
guesstimate here before HST at the end
of the day probably in that three
million dollar
um
range for us to do what we need to do
but we can spread some of this over
multiple fiscal years as well so if
we're going to we want to look at the
site Works to maybe be doing by being
done primarily by our own forces and
stuff like that that we can sort of go
forward and do that so that should give
you a bit of a sense
so at the end of the day the next the
net number is is about 2.7 million uh on
a 2.5 million dollar project
um I I wouldn't be
I think I would be naive to appear here
before Council and say that we don't
think that there's going to be any
requirement to use that hundred thousand
dollars worth of contingency but again
we're going to be prudent about how we
utilize that particular money
um and uh
as the mayor said I think the the
um the bids are pretty competitive the
other the other note that I would put in
there is that we spec some pretty
um everything is in that spec so to give
you an idea some of the stuff that's
really expensive is that athletic
flooring that's going to be in the
dressing rooms and everything we expect
that Specialty Flooring to go in there
and it's it is quite expensive so
um if everything is in there
um and uh we hope that we've
um
you know we hope that we haven't missed
anything uh but we're relatively
confident because of the detailed work
that the technical committee we took our
time to make sure that we tried to to
focus on the details of the project and
uh but there may be some unexpected
things that that do arise and we'd bring
that back to council if I may follow up
with one further question mayor Taylor
um if uh you could just roughly I know
we thought we were in 23 if you could
just figure that percentage which we're
looking at for the increase and sorry
Dennis uh I'm going to ask this question
with you here uh uh the cost for our
project manager is that inclusive of
that Greg or we're looking at the
additional uh septic system on top of
this at 100 and then our is Dennis's fee
included in that as well I'm just trying
to get an overall
Mr Mayor that's a great that's an
excellent question so Dennis we pay
Dennis an hourly fee right so it's not a bulk fee
um and so Dennis's time is he builds it
out on an hourly basis every month
and some of that is split between the
project and the building department
right so because he's doing some other
work for the building department so I
think we're being pretty Frugal I don't
have a I I don't have a grand total about what the project
manager speed is going to be
um but this is what we did in with the
fire hall and Dennis was comfortable in
just building for his time that he had
and we have an hourly rate that we pay
Dennis uh for that particular work I
just asked and that that's great and
thank you for that because I know that
sometimes the project Management's based
on the uh the amount of the project so
I'm sure it's more frequent This Way
Dennis can you uh just share with her I
will phone and maybe speak to you Greg
I'd like to just know what the fire hall
uh fees in convert just so I uh I have
an idea of where no that's that's a fair
call we can we can pull that out from Dennis's work exactly thank you
hey uh councilor Powers he's been you've
been a part of this every step of the
way and it's been quite a journey so uh
you're next go ahead Nick
thanks mayor Taylor yes yeah it's been quite a journey number of
years in the making I'm I'm excited to
be here today I'm excited that uh you
know that there is a potential that we
may see the end to this
um I think it's it's a it's a positive
step for our community it's it's a
needed uh piece to our to our community
um certainly I was expecting that the
numbers would be in this range if not
higher so I'm happy to see where they
are
um I I guess the couple of questions I
do have for Greg uh just for
clarification for counsel is can you
confirm that each of including the
recommended uh bidder or compliant with
the requirements of the Tinder in its
full uh components obviously I'm
expecting that because they're presented
to us that they were compliant and then
the second part is from a timeline's
perspective has the perspective number
one uh bitter identified the timelines
that would be they would be looking to
achieve the identified project and would
they be starting as soon as the ice is
out and when would they hope to be
complete
uh certainly let me uh thank you thank
you councilor Powers through the Merit
of council Powers the um
the
in the contract documents uh that each
of the bidders received
we had a phasing plan that was put
forward uh for all of the uh the bidders
to
comply with
in the bidding form
there is what there are uh there were
parts to the bid
where if there was any alternatives that
were being proposed around timing or if
they thought that there was going to be
issues related to
um
procurement or those sort of types of
things they were asked to identify those
in their bid
so in this in the in the bids we had in
that phasing plan we had looked at
starting construction on the first of
April of 2023 so after the ice is out
um and then we would have a completion
date by the first of September of 2023.
so by us coming here to council to award
um the pricing for the project
um because it's so crazy out there these
days and we wanted to be out here early
is that they've held the pro the pricing
for 30 days
uh in order for us to make an award
decision so typically it's 60 or 90 days
so they've there they've held these
prices for 30 days and the price will be
held once the contract is
um if the contract is approved that
price is um is is held by the contractor
um so we should be each of those
particular bidders had to comply with
those particular requirements
um and and that's why we did the invited
tender a bit so that they would uh they
would make a commitment to get the
project done in the in the time frame
um you know we have some plans if we if
we happen to go beyond the first of
September
um for temporary uh dressing rooms and
that sort of type of thing but that's
the time frame that they have bid on uh
and that's the um that's what they have
all the bidders have complied with
um in in their bid process uh for this
project
okay great thanks great appreciate that
and again I'm looking forward to uh to
having this project kick off and and
seeing the finished product so thank you
any other members of council with any
questions
um Deputy Mary have another one uh just
uh asking uh with the interest rates up
and and construction slowing down a
little bit will is there any
anticipation that's that we will have
some work change orders that may save us
money and the other thing uh is there a
penalty clause in this for going over
time frame the um
I guess I'll Mr Merrell I I'll answer
the first question first is that will
there be any anticipated change orders
for us to save money
we're going to be as Frugal as possible
and I know that Dennis has I've done a
few of these projects with Dennis before
um because some of the things that we
would you run into in a project let's
say that we expect a particular model
um and of a piece of equipment and let's
say it's not available
the contractor will come back to us and
have a conversation with Dennis and with
the Consulting engineering firm that's
applicable to it and that's so let's say
that we have
um we have we have uh expect a specific
type of let's say a rooftop unit
and it comes back that they can't get
that in the time frame so they're
recommending a different type of unit
and then our question will for us will
be okay is it equivalent and B is there
a price savings right so we we will we
will naturally have that conversation as
the project goes through
um and that's what I said we've bid some
pretty some some
um
quality building products for this
particular project
and aren't you know and that can be
anything from glazing to Windows to
lighting fixtures and all that stuff so
where there is an opportunity for us to
take it take
um savings for the project we will I
think that's a fair comment I think
Dennis right they're about how we sort
of approach these things
um yes and we did that at the fire hall
too yes
and so the the um so I I guess we're
pretty Frugal about how we sort of look
at these types of things and uh and and
my expectation that we're going to
continue to have that same eye for
detail
okay any other well just the last
question around the time frame oh I'm
sorry the time frame um I believe that there is a requirement in
that so what will happen is if should
Council approve this particular bid we
will go and enter into
um a Canadian construction a CCDC
contract with the bidder and there will
be requirements based on the contract
for their delivery date and and and
penalties beyond the agreed to delivery
date
okay any any other questions uh Sarah do
you know right off hand how much that we
are still Township is still carrying
with regards to phase the phase one
Community Center renovation project yes
so at the end of 2022
uh we're still carrying
1.67 million of debt so the the loan
only started in 2018 and then it matures
in 2038.
good thank you it's uh Sarah is it um
possible or or even uh advisable that
when we're all done this we could
perhaps if we have to uh add more debt
because of this phase too we could
Consolidated into one loan is that could
that possible I'm not sure if that's
possible I'd have to reach out to
infrastructure Ontario to see but yeah
that would be ideal to do that thank you
yeah it's I mean it's it's
I think it's to say it's likely as an
understatement it's almost certain that
there will be change work orders on this
project it's not very often a change
work order in my experience saves you
money but I understand our contractor
and our and our staff will be watching
out for that and the hundred thousand
dollar contingency Greg is that what it
is
it'll likely be spent uh this is a
pretty big project this is bigger than
the fire hall when you when you
construct a new building it's a lot
easier to anticipate costs and as a as a
rule than it is when you're starting to
renovate an old one like we're doing so
uh I I have no doubt that we'll be we'll
need all 2.8 million dollars of the of
the tender
estimate to to do the project plus we've
got the don't forget we've got the
septic system to install at about 100
Grand and I don't know Council it'll be
decision well I'll have to make
but I would really like to see us be
able to pay that parking lot and that's
not part of this project either so if um
you know if when we're all done we see
how much money we've spent we want to
cite just exactly how much debt we want
to take on uh over and above what we
have now and staff can give us some
financing options that'll be the
decision we'll make sometime in 2023 I
guess
so I got a couple more hands and I'm
going to be looking for a motion as to
how we proceed go ahead Deputy is that
the new and Bonnie yes it is a new hand
and I was part of 84.6 million build for
Peterborough housing and uh the Keen had change orders and saved money and
we're getting more with this interest
rate going up
the chance of savings is greater than
interest rate low and everybody building
so I'm not uh as pessimistic because I
know the amount that was saved on that
84 million that was built in
Peterborough housing when interest rates
were five percent and up so
and one good thing maybe the interest
rate going up may save us some money
even though it's going to hurt us all
individually
yeah beaver meat construction was a
company we used to build Monica Court
back in 2013 just FYI yes uh councilor
Allen go ahead Mark
can't hear you mark
you're you're you're not on mute but we
can't hear you
no no sound
okay
well I I'm not very good at lip reading
all right question and I just seen
counselor homes in it and it uh made my
brain uh go uh chat could you put it in
the chat
wanna try that Mark I don't know how
um linky the question needs to be but
try to put it in the chat function
counselor Holmes has company
yeah so Mr May while we're waiting for
uh councilor Allen so you I I could also
offer you some
um
I guess some response back to the
question that you raised with the uh
with the director of financial services
and the treasurer
um we wouldn't be able to
um
to combine the two debentures together
with infrastructure Ontario we'd have to
have a separate debenture right from
where it was listed there the other
thing that we need to be cautious about
is about how do we how much we do that
because in the original debenture for
the arena when infrastructure Ontario
issues debentures you have to go the
full term on the debenture
so you can't pay it off early so if you
choose a 20-year term you have to go the
full 20 years so I know that our payment
our annual payment on that on that 1.1
million that that's fair for the arena
um is about just under 43 000 a year
and so when we look at financing options
going forward
um the financing options and we did I've
done this in a couple of other projects
is that if that's why putting
contributions to life cycle is so
important we put in place
um you know our Recreation life cycle
money
that in order for it to us not to hit uh
the current tax rate by us being able to
utilize some of that uh life cycle
annual contribution that goes to
um to Recreation
may be a source of funding that would
help us pay the annual debenture cost so
that there's no tax rate increase that's
um that is borne by the uh by the public
for the project so just just and that's
what we've done in other locations where
I've been involved with these types of
projects and so let's say the debenture
cost was you know a hundred thousand
dollars a year but you're paying on your
debenture if your life cycle money that
you put aside is there and it's more
than a hundred thousand you can draw
upon that life cycle money in order to
pay for
um the cost of that infrastructure
okay thank you I'm going to let
counselor Powers wrap it up but then
we've got a motion from councilor Allen
before we go ahead Nick well I I simply
was putting out my hand to make the
motion but I see councilor Allen so I
will simply state that I second
counselor Alan's motion
so how I'm going to work this is because
councilor Allen's audio isn't
functioning properly I want to make sure
the procedure we were okay on this is is
Mark I'm going to I'm going to repeat
the motion that you put forward and if
you you could take that Legacy hand down
please
and and after I read the motion that
you're putting forward if you could give
me a thumbs up hand just to confirm that
that's exactly the motion you're putting
forward let's do it that way okay so
Mark is putting forward a motion the
council received the report on the
autonomy Memorial Community Center phase
two renovation project and the tender
award is presented and the sealed tender
bid submitted by Beaver meat
construction Limited in the amount of
two million eight hundred and eighteen
thousand three hundred dollars plus HST
be approved Council round is that your
motion hands up that is the motion put
forward by councilor Allen and councilor
Powers you're going to second that that
correct
that is seconded by Council for
priorities we're going to call the vote
all in favor
uh is unanimously carry thank you very
much to councils councilor Allen put it
after his motion thank you to staff for
this this is a big step forward
Council when uh when this term is over
and we reflect back on some of the
accomplishments
um that we've done this will be at the
top of the list so this is a big deal
I'm happy to see it go forward it's
going to have a cost everything does but
uh I think the community's ready for it
I think they deserve it and I'm really happy that we can get started
so um with that thank you to everyone
for making themselves available on short
notice of Monday morning for this
special but very important council
meeting
I would just like a motion to adjourn
you see counselor Holmes and counselor
Allen all in favor
we are adjourned have a great day
everybody
thank you same to you and uh just a
quick thing uh not related to this um