November 19, 1998.

To:Strategic Policies and Priorities Committee

From:City Clerk

Re:City Hall Renovations

Recommendations:

The Budget Committee on November 18, 1998 recommended to the Strategic Policies and Priorities Committee and Council that:

1.no part of the organization be allowed to purchase furniture for at least one year until a complete review of the furniture situation has been conducted, unless such furniture is required to accommodate the a needs of physically challenged person;

2.the staff practice of not moving furniture between buildings and offices be suspended;

3.staff conduct a facilities review of each floor in Toronto City Hall and only where it is absolutely necessary carry out any carpeting, repair work or painting;

4.consideration be given to relocating the Senior Staff, i.e. the Chief Administrative Officer and the six Commissioners, to the lower floors of City Hall, as close as possible to the link, and that the cost of painting, carpeting and other renovations required to facilitate this move be reported to the Sub-Committee - Relocation of Members of Council to City Hall;

5.the vacating of leased space be given a high priority; and

6.there be no further expenditures on Toronto City Hall beyond those necessary to complete the originally authorized renovations until all the following requested reports from the Chief Administrative Officer and the Commissioner of Corporate Services are delivered.

The Budget Committee reports having requested:

1.the Chief Administrative Officer to:

(a)provide a report to the Sub-Committee - Relocation of Members of Council to City Hall (the mandate of which be expanded to permit it to carry out a complete cost analysis of the City Hall Renovations) for a report back to the Budget Committee outlining:

(i)a complete plan detailing the full scope of improvements, upgrades and renovations required at the Toronto City Hall site; and

(ii)full cost estimates for all such improvements, upgrades, renovations and additions being contemplated, including the real costs of restoring the east and west towers, repairing Nathan Phillips Square and ensuring all conditions for occupancy are met;

(b)provide a report to the Strategic Policies and Priorities Committee outlining:

(i)timelines and detailed plans for all expected moves into Toronto City Hall and for the sale or lease of Metro Hall;

(ii)cost estimates for staff relocation associated with the Metro Hall/City Hall move and square footage space available in both Metro and City Hall facilities; and

(iii)solid cost estimates on the longevity of any renovations or retrofits; and

(c)provide a report to the Corporate Services Committee, with a copy to all Members of the Budget Committee, on:

(i)the game plan for the 14 main buildings before the end of 1998; and

(ii)how many persons have been relocated to date, the estimated relocation cost per person, and how this cost was established; and

2.the Commissioner of Corporate Services to submit a plan before the end of March 1999 for consideration by both the Budget Committee and the Corporate Services Committee that brings about as one of the options to be considered the movement of departments before the end of 1999.

Background:

The Budget Committee on November 18, 1998 had before it the following:

(a)report (November 18, 1998) from the Commissioner of Corporate Services responding to a request from the Budget Committee on November 11, 1998 for additional details of the City Hall Capital Budget; and

(b)transmittal letter (November 18, 1998) from the City Clerk forwarding from the Strategic Policies and Priorities Committee a report (November 16, 1998) from Mayor Lastman respecting the renovation costs to Toronto City Hall.

City Clerk

Barbara Liddiard/cp

Item No. 25

c.Chief Financial Officer and Treasurer

Director of Budgets

Chief Administrative Officer

Commissioner of Corporate Services

(Report dated November 18, 1998 addressed to the

Budget Committee from the

Commissioner of Corporate Services)

Purpose:

At the November 11, 1998 meeting of the Budget Committee a request was made for additional details of the City Hall Capital Budget submission and that a presentation on the overall space consolidation program progress be made. It should be noted that the Facilities and Real Estate Division has not received a specific list of questions to address, but the Division has prepared a general presentation outlining the basic approach to City Hall and overall space consolidation.

Funding Sources, Financial Implications and Impact Statement:

The 1999 Capital Program submission for Facilities and Real Estate includes a $40 million expense to upgrade and renovate Toronto City Hall. This expense is spread over three years with $15 million in 1999 and 2000 and a further $10 million in 1999. As noted in Budget Committee these amounts represent a realistic "placeholder" to inform Budget Committee of the requirements to renovate City Hall. Detailed estimates of the costs of upgrading and consolidating City Hall and other office space are currently being prepared and will be available within three months.

Recommendations:

That the attached presentation be received for information and consideration in the context of the 1999 Capital Budget submission.

Council Reference/Background History:

The seat of government has been established at City Hall and the relocation of Council will be complete be December 31, 1998 as directed by Council at it's meeting of February 4 and 5, 1998. Additional items to the scope of work were added by Council in June bringing the total approved expenditure to $6.9 million.

Discussion:

The attached briefing and presentation to the Budget Committee will provide necessary context for the consideration of the 1999 Capital program related to City Hall and other key office buildings.

Conclusions:

The presentation and briefing note has been prepared to assist the Budget Committee in considering the 1999 City Hall capital request. The overall program of consolidation and detailed cost estimates are currently being completed and additional detailed information will be available within three to six months (as outlined in the Strategic Policies and Priorities Committee meeting of November 17, 1998).

Contact Name:

Susanne Borup

Executive Director

Facilities & Real Estate

Tel: 397-4156 Fax: 397-0825

Mark Davies

Director Customer Services

Facilities & Real Estate

Tel: 397-0805 Fax: 397-0825

(Transmittal letter dated November 18, 1998 addressed to the

Budget Committee from the

City Clerk)

On November 17, 1998, the Strategic Policies and Priorities Committee had before it a report (November 16, 1998) from Mayor Lastman respecting the renovation costs to Toronto City Hall and recommending:

(1)a complete plan detailing the full scope of improvements, upgrades and renovations required at the Toronto City Hall site;

(2)full cost estimates for all such improvements, upgrades, renovations and additions being contemplated, including the real costs of restoring the east and west towers; repairing Nathan Phillips Square, and ensuring all conditions for occupancy are met;

(3)timelines and detailed plans for all expected moves into Toronto City Hall; and for the sale or lease of Metro Hall;

(4)cost estimates for staff relocation associated with the Metro Hall/City Hall move and square footage space available in both Metro and City Hall facilities;

(5)solid cost estimates on the longevity of any renovations or retrofits;

(6)that the Chief Administrative Officer be required to prepare said reports and report back to the Strategic Policies and Priorities Committee; and

(7)suspension of any further expenditure on Toronto City Hall beyond those necessary to complete the originally authorized renovations until such reports are delivered.

The Strategic Policies and Priorities Committee referred this mater to the Budget Committee for consideration.

(Report dated November 16, 1998 addressed to the

Members, Strategic Policy and Priorities Committee from

Mayor Mel Lastman)

I am writing to you to express the many concerns that have been raised regarding our imminent move to Toronto City Hall, its renovation and the future of Metro Hall. Taxpayers and all members of Council deserve a complete picture of all projected costs to renovate Toronto City Hall beyond those already approved.

In addition, we need to know details of timing, service impact, the value of Metro Hall and the current state of Toronto City Hall.

Cost projections of $40-$60 million just to upgrade Toronto City Hall to a class C office building/meeting centre are of great concern.

Of even more concern are estimates floating around that it could eventually cost three to four times that amount to maintain and bring the landmark building up to standard.

Recognizing that Toronto City Hall is the symbol of our great City and recognizing that Council has already approved funds to renovate the Council Chamber and the first, second and third floors of the building, I would therefore ask the Committee request the following reports:

a)A complete plan detailing the full scope of improvements, upgrades and renovations required at the Toronto City Hall site:

b)Full cost estimates for all such improvements, upgrades, renovations and additions being contemplated, including the real costs of restoring the east and west towers; repairing Nathan Phillips Square, and ensuring all conditions for occupancy are met.

c)Timelines and detailed plans for all expected moves into Toronto City Hall; and for the sale or lease of Metro Hall.

d)Cost estimates for staff relocation associated with Metro Hall/City Hall move and square footage space available in both Metro and City Hall facilities.

e)Solid cost estimates on the longevity of any renovations or retrofits.

f)That the Chief Administrative Officer be required to prepare said reports and report back to Strategic Policy and Priorities Committee.

g)Suspension of any further expenditure on Toronto City Hall beyond those necessary to complete the originally authorized renovations until such reports are delivered.