ADMINISTRATION COMMITTEE:

The Office Consolidation Sub-Committee, on June 9, 1999, gave consideration to the communication (May 28, 1999) from the City Clerk, addressed to the Policy and Finance Committee regarding "Phase I Renovation in Toronto City Hall - Recommended Actions in Response to Office Consolidation Sub-Committee Motions and Additional Budget Requirements" and advising that the Budget Committee had requested a report from the Commissioner of Corporate Services to the Administration Committee for report thereon to the Budget Advisory Committee.

The Committee also had before it a communication (May 5, 1999) from the City Clerk, addressed to the Commissioner of Corporate Services, advising of the action of the Strategic Policies and Priorities Committee at its meeting held on May 4, 1999 and forwarding the recommendations which were adopted at that meeting.

The Committee:

(a)Received the aforementioned communications;

(b)Forwarded the matter to the Administration Committee for consideration;

(c)Requested that the Commissioner of Corporate Services respond to the recommendations of the Strategic and Policies Committee at its meeting on May 4, 1999, in the aforementioned communication, directly to the Administration Committee;

(d)Requested that the Commissioner of Corporate Services also prepare a report directly to the Administration Committee in response to the Budget Committee's request for additional information; and

(e)Requested that the foregoing information be sent to all members of the Office Consolidation Sub-Committee.

Yours truly,

City Clerk,

Office Consolidation Sub-Committee

Winnie Eynstone

990609.02

c.Commissioner of Corporate Services

Susanne Borup, Executive Director, Facilities and Real Estate Division

Lawrence Quinn, Corporate Services

Simon Chamberlain, Corporate Services

Sheila Glazer, Corporate Services

May 28, 1999

To:Policy and Finance Committee

From:City Clerk

Subject:Phase 1 Renovations to Toronto City Hall - Recommended Actions in

Response to Office Consolidation Sub-Committee Motions and

Additional Budget Requirements

Recommendations:

The Budget Committee on May 25, 1999, requested the Policy and Finance Committee to assign to the Budget Advisory Committee any matter pertaining to the City Hall renovations and the financial implications thereof, for subsequent recommendations thereon to the Policy and Finance Committee.

The Budget Committee reports, for information of the Policy and Finance Committee, having:

(1)received the presentation by the Chair of the Office Consolidation Sub-Committee;

(2)requested the Commissioner of Corporate Services to report to the June 15, 1999, meeting of the Administration Committee for report thereon to the Budget Advisory Committee, the said report to address the absolute details of costs associated with the renovations to City Hall, and include the following:

(i)renovations completed;

(ii)renovations in progress;

(iii)cost of renovations of to the City Hall twin towers with an appendix indicating a planned renovation schedule for the said twin towers;

(iv)public art portion; and

(v)providing a critical path that will achieve the completion of City Hall renovations and occupancy of "permanent" staff by December 2000; and

(3)requested the Office Consolidation Sub-Committee to review the aforementioned requested report from the Commissioner of Corporate Services prior to same being presented to the Administration Committee and the Budget Advisory Committee.

Background:

Councillor Ron Moeser, Chair, Office Consolidation Sub-Committee, made a verbal presentation to the Budget Committee in connection with the Phase 1 Renovations to City Hall.

Councillor Mario Giansante, Kingsway Humber, also appeared before the Budget Committee in connection with this matter.

for City Clerk

B. Henderson/ms

Item No. 1

c.Commissioner of Corporate Services

Councillor Ron Moeser, Chair, Office Consolidation Sub-Committee

Councillor Mario Giansante, Kingsway Humber

Committee Administrator, Administration Committee

Executive Director, Facilities and Real Estate Division

May 5, 1999

COMMISSIONER OF CORPORATE SERVICES:

The Strategic Policies and Priorities Committee at its meeting on May4, 1999, had before it a communication (April 30, 1999) from the City Clerk, advising that the Budget Committee on April30, 1999:

(A)recommended to the Strategic Policies and Priorities Committee and Council, the adoption of the Recommendations of the Corporate Services Committee embodied in the communication (April22, 1999) from the City Clerk, subject to:

(1)adding the following:

"that when renovations to the Glass House and two adjoining rooms located in the underground parking level of City Hall are undertaken, such renovations allow for staff to observe pedestrian and vehicular traffic, i.e., no physical obstructions to obscure the view of staff be put in place, for security reasons"; and

(2)funding for the renovations be from the Capital Account for Transition Projects; and

(B)requested that the Office Consolidation Sub-Committee appear before the Budget Committee at its next meeting on May 25, 1999, to answers Members questions with regard to the status of renovations to City Hall.

The Strategic Policies and Priorities Committee:

(A)recommended to Council that:

(1)the six existing washrooms located on the second floor be renovated and additional funds in the amount of $14,200.00 be allocated for this purpose;

(2)the glass replacement to prevent sound spilling from Committee Room No.1 into adjacent hallways be approved and funds in the amount of $18,200.00 be allocated for this purpose;

(3)the funds in the amount of $18,000.00 be allocated to renovate the Glass House and two adjoining rooms located on the underground parking level of City Hall to accommodate the Council drivers in one location;

(4)when renovations to the Glass House and two adjoining rooms located in the underground parking level of City Hall are undertaken, such renovations allow for staff to observe pedestrian and vehicular traffic, i.e., no physical obstructions to obscure the view of staff be put in place, for security reasons;

(5)funding for the renovations be provided from the Capital Account for Transition Projects; and

(6)the Corridors located on the second floor at City Hall be renamed to reflect their geographical location i.e., Bay Street, Dundas Street, Queen Street, and University Avenue; and

(B)requested the Commissioner of Corporate Services to submit a detailed report directly to Council for its meeting scheduled to be held on May 11, 1999, on the amount of swing space that is currently being rented to date, such report to also include the cost in regard thereto.

City Clerk

P. A. Morris/tk

Item No. 7

Sent to:Commissioner of Corporate Services

c:Secretary, Office Consolidation Sub-Committee

Att.

April 30, 1999

To:Strategic Policies and Priorities Committee

From:City Clerk

Subject:Phase 1 Renovations to Toronto City Hall - Recommended Actions in Response to Office Consolidation Sub-Committee Motions and Additional Budget Requirements

Recommendations:

The Budget Committee on April 30, 1999, recommended to the Strategic Policies and Priorities Committee and Council, the adoption of the recommendations of the Corporate Services Committee embodied in the communication (April 22, 1999) from the City Clerk, subject to:

(1)adding the following:

"that when renovations to the Glass House and two adjoining rooms located in the underground parking level of City Hall are undertaken, such renovations allow for staff to observe pedestrian and vehicular traffic, i.e., no physical obstructions to obscure the view of staff be put in place, for security reasons"; and

(2)funding for the renovations be from the Capital Account for Transition Projects.

The Budget Committee further reports, for the information of the Strategic Policies and Priorities Committee, having requested that the Office Consolidation Sub-Committee appear before the Budget Committee at its next meeting on May 25, 1999, to answers Members questions with regard to the status of renovations to City Hall.

Background:

The Budget Committee had before it a report (April 22, 1999) from the City Clerk advising that the Corporate Services Committee on April 19, 1999, recommended to the Budget Committee and Council, the adoption of Recommendations Nos. (1), (2), (3) and (5) of the Office Consolidation Sub-Committee embodied in the communication (April 13, 1999) from the City Clerk, viz:

"(1)the six existing washrooms located on the 2nd floor be renovated and additional funds in the amount of $14,200.00 be allocated for this purpose;

(2)glass replacement to prevent sound spilling from Committee Room No. 1 into adjacent hallways be approved and funds in the amount of $18,200.00 be allocated for this purpose;

(3)the funds in the amount of $18,000.00 be allocated to renovate the Glass House and two adjoining rooms located on the underground parking level of City Hall to accommodate the Council drivers in one location;

(5)the Meeting Rooms be renamed to reflect the corridor in which they are situated."

Councillor Ron Moeser, Chair, Office Consolidation Sub-Committee appeared before the Budget Committee in connection with the foregoing matter.

City Clerk

B. Henderson/ms

Item No. 1

c.Chief Financial Officer and Treasurer

Commissioner of Corporate Services

Councillor Ron Moeser, Chair, Office Consolidation Sub-Committee