June 25, 1998

  To:Special Committee to Review the Final Report of the Toronto Transition Team

 From:Commissioner of Corporate Services

 Subject:Toronto City Hall Renovations - Reporting Structure for Phases 2 and 3

  Purpose:

 To clarify the reporting structure and future roles of the Sub-Committee for the Relocation of All Members of Council to City Hall and the Special Committee to Review the Final Report of the Toronto Transition Team pertaining to Phases 2 and 3 of the Toronto City Hall renovations project, including the City Centre project.

 Source of Funds:

 N/A

 Recommendations:

 It is recommended that:

1. the Sub-Committee for the Relocation of All Members of Council to City Hall continue to report to the Special Committee to Review the Final Report of the Toronto Transition Team on the Phase 1 renovations to City Hall, until the end of 1998;

1. the Corporate Services Committee deal with Phases 2 and 3 of the City Hall project and other City Hall maintenance and renovation matters on an ongoing basis, and determine whether it wishes to establish a sub-committee for this purpose; and

1. the appropriate City officials be authorized to take the necessary action to give effect thereto.

 Council Reference/Background/History:

 At its May 14, 1998 meeting, the Relocation Sub-Committee adopted a motion recommending that the Sub-Committee's terms of reference be amended to permit it to review the long term options for the Civic Centre project. The Special Committee, at its June 26, 1998 meeting, will be considering this matter under Item No. 1 of the agenda.

 City Council, at its meeting of February 4, 5 and 6, 1998 adopted a motion to establish the Relocation Sub-Committee as a sub-committee of the Special Committee to Review the Final Report of the Toronto Transition Team, to:

 "(1)report back (to the Special Committee) on details for the relocation of all members of Council, such report to address the time frame and construction details; and

 (2)address the issue of how to phase the funding of the $5.2 million costs for the renovations to the Toronto City Hall over one year."

 Comments and/or Discussion and/or Justification:

 The Relocation Sub-Committee has worked diligently with the Project Team and Project Architect and has been reporting regularly to the Special Committee on the progress on the project, which is commonly referred to as Phase 1 of the City Hall renovations project. Phase 1 will enable all Councillors and City Council operations to be relocated to City Hall by the end of 1998 in order to establish the seat of government at City Hall. This phase is part of a multi-phase development program for City Hall and the surrounding area, which will take place over a number of years as funding and other opportunities become available.

 Given that the mandates of both the Special Committee and its Relocation Sub-Committee conclude by the end of 1998, there is now a need to clarify how reporting on Phases 2 and 3 of this project will proceed. There is some urgency to clarify this matter since I will be reporting next month on a work plan for Phase 3 of the project to provide City Council with options for the development of a 'City Centre' complex incorporating City Hall, Nathan Phillips Square, Old City Hall, the City owned lands north of City Hall, along with improvements to Bay Street and creating underground connections to the subway. As well, I will be reporting in September of this year on a proposal for the scope of the Phase 2 renovations to City Hall, including upgrades to the main floor and podium level to be undertaken early in 1999.

 Recognizing that these phases of the project will continue into 1999, well after the Special Committee and the Relocation Sub-Committee are dissolved, I am recommending that these phases of the project and ongoing City Hall maintenance and renovation matters be dealt with by the Corporate Services Committee, which may wish to establish a sub-committee for this purpose.

 Conclusions:

 Establishing a fully functional seat of government at Toronto City Hall is a multi-phase project to be undertaken over the next few years. In light of the ongoing nature of the project and the fact that the Special Committee and Relocation Sub-Committee will be dissolved at the end of 1998, there is a need to determine the reporting structure for Phases 2 and 3 of the project so I can now begin to report to the appropriate committee on these phases.

 Contact Name:

 Cathie Macdonald, Project Executive and Interim Lead, Facilities & Real Estate, phone 392-0449 and fax 392-0029

 Commissioner of Corporate Services