February 2, 1998

To: Scarborough Community Council

From: Michael A. Price, P. Eng., FICE

Commissioner of Works & Environment

Subject: Future Uses of the Scarborough Civic Centre

Ward 15

Scarborough City Centre

Purpose:

To advise on a process to review future uses of the Scarborough Civic Centre including a Theatre/Art Gallery, Central Library or Cultural Centre.

Funding Sources:

Not applicable at this time.

Recommendation:

Submitted for the information of Scarborough Community Council.

Background:

At its meeting held on January 21, 1998, Scarborough Community Council directed the Commissioner of Works & Environment to bring forward this report.

(1) Background

The Scarborough Civic Centre was constructed in 1973. The building has 201,400 sq. ft. of floor area, and provides accommodations and meeting space for Council, and staff for the Clerk's Office, Finance & Corporate Services Department, Health Department, Law Department, Planning & Buildings Department and the Recreation, Parks & Culture Department. The building was designed as open concept office space. There are 5 floors of offices which are open to a central gathering space on the ground floor. The building is joined to, and shares space and building services with the Toronto District School Board administration building, which is 4 floors and approximately 126,400 sq. ft. in size.

In addition to the office uses in the Civic Centre building, the Works & Environment and Economic Development Departments lease 32,800 sq. ft., the Health Department leases 13,100 sq. ft. and the Fire Department leases 10,500 sq. ft. of office space, for a total of 56,400 sq. ft. of leased space.

(2) Process:

It is recommended that the process of space review and rationalization be led by the Facilities Management Group. Specific expertise of space planning, building design, facility operations, project budgeting and scheduling etc., is currently available from staff within the Facilities Management Group.

Prior to establishing a detailed process to review uses, it is necessary to establish a philosophy for the use of the Civic Centre.

It is reasonable to expect for example, that the building would continue as a location where the citizens would come to meet with their elected representatives and have staff resources available to process documents and provide specific information and expertise on all areas over which the City has responsibility.

With this assumption being made, the process to review future uses of the Civic Centre would be as follows:

(1) The Facilities Management Group would prepare the terms of reference and any costs for the study and submit for approval.

(2) Establish a team for the review process to include all user departments and a Facilities Management representative. Since the Civic Centre shares common space with the Toronto District School Board, they should be invited to provide a representative to the City staff team.

(3) Determine the number of staff required by each department and any other ancillary requirements and from that, develop space requirements for each department.

(4) Consider the existing lease arrangements for office space in the Consillium, SPUC building and 55 Town Centre Court and prepare a business case for collapsing the leases and housing these staff at the Civic Centre.

(5) Compare the space requirements for items (3) and (4) above with the space available in the Civic Centre and prepare a fit analysis.

(6) If there is excess space, then additional uses of the space could be reviewed. If there is a shortage of space, the strategy to collapse leases will need to be revisited.

(7) To include such items as the Theatre/Gallery, Central Library, Cultural Centre in the review, would add the complexity of addressing use specific requirements over and above normal office use.

These specific use requirements would include such items as reinforcing floors for high loading use, specific temperature and humidity controls, building access for high or wide items, and also zoning issues and parking needs.

(8) The best option(s) would be studied to provide a detailed report on the recommended course of action. The report would include a project budget and an implementation schedule. The report would be submitted for approval.

Conclusions:

The review of space requirements and future uses for the Scarborough Civic Centre will involve all user departments. The process should be led by the Facilities Management Group of Corporate Services.

Contact Name:

Ron Barry, P. Eng., Director Art Coles, Director

Public Building Services Interim Functional Lead

Works & Environment Department Facilities Management

Scarborough Community Council Area 397-0805

Telephone No. (416) 396-4762

Fax No. (416) 396-4225

barry@city.scarborough.on.ca

Michael A. Price, P. Eng., FICE Margaret Rodrigues

Commissioner Acting Executive Commissioner

Works & Environment Department Corporate Services

Scarborough Office