Eatonville Library (Markland-Centennial - Ward 4)

The Strategic Policies and Priorities Committee recommends the adoption of the recommendations of the Budget Committee contained in the following communication (November19,1998) from the City Clerk:

Recommendation:

The Budget Committee on November 18, 1998, recommended to the Strategic Policies and Priorities Committee and Council that the Toronto Public Library be authorized to proceed with the engineering design work for the Eatonville Library, funds for which have been provided in the 1999 Library Capital Budget.

Background:

The Budget Committee on November 18, 1998, had before it a transmittal letter (October 28, 1998) from the City Librarian forwarding for the consideration of the Budget Committee a report on the Eatonville Library which was adopted by the Toronto Public Library Board at its meeting held on September 28, 1998.

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(Transmittal letter dated October 28, 1998, addressed to the

Budget Committee from the

City Librarian)

Attached for consideration of the Budget Committee at its November 10, 1998 meeting, is the Eatonville Library Report adopted by the Toronto Public Library Board at its September28, 1998 meeting.

We look forward to hearing information from you concerning the specific date and time for discussion of the Toronto Public Library Board budget with the Budget Committee.

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(Report dated September 28, 1998, addressed to the

Toronto Public Library Board from the

City Librarian)

Purpose:

To obtain approval for inclusion of the Eatonville Library project.

Recommendation:

It is recommended that the Library Board endorse the Eatonville Project for inclusion in the 1999 Capital Budget and, support the request to the Budget Committee to have $150,000.00 approved in 1998 to fund the design cost of the project.

Background/History:

The Design costs for the Eatonville Library were originally shown in the 1998 Capital Budget and subsequently removed during Budget Committee deliberations.

At their special meeting held on April 29 and April 30, 1998, City Council in adopting the 1998 Operating and Capital Budgets, directed that the Eatonville Library project be considered in the five year capital plan. Council further directed that the Budget Committee be requested to advise Council on any design funding requirements by September 1998. At this time it is the Board's prerogative to advise Council if the project should proceed.

The Eatonville Library Project has been included in the 1999 budget year of the Capital Program. The design costs estimated at $150,000.00 should be made available in 1998 in order for the project to proceed in 1999.

Comments and/or Discussion and/or Justification:

The original proposal for this library location provided for renovations to the existing facility and an addition that would result in a total of 16,000 square feet. The estimated cost of the project, after design , was $2,936,000.00.

With the amalgamation of the former library systems and considering the needs of the community within the context of uniform service levels it has been determined that a 12,000 square foot facility is required at this site. In preparation for the 1999 Capital Budget the existing building was subjected to a critical review. It was determined that the existing building is not worth renovating. Deficiencies are numerous including structural and health and safety issues (see Business Case attached).

Moffat Kinoshita Architects (M.K.A.) were commissioned in 1996 to address various redevelopment scenarios for the Eatonville Library site. At that time M.K.A. recommended the following based on specific direction by the Etobicoke Library:

(I)Renovations and an addition to provide an improved branch library with all library and public space (e.g. community meeting room) located at the g round floor level, and only building service space (e.g. mechanical and electrical rooms) in the existing basement (Gross Floor Area of approximately 16,000 square feet).

Considering the project in the context of uniform service delivery levels and the building deficiencies the firm of M.K.A. was recently asked to prepare a response based on the following scenario:

(I)Demolition of the existing facility, including environmental decommissioning as required, and construction of a new public library facility without a "Drive-Through" service component, and a Gross Floor Area of approximately 12,000 square feet on one floor at grade.

Their findings, as stated in the attached letter, is as follows, "It is our recommendation that a redevelopment option such as described above would be the most cost effective plan compared to the other redevelopment options investigated in the 1996 Study."

Accordingly, our recommendation follows the direction of City Council to report on design cost needs. Secondly, the project is included in the proposed 1999 Capital Budget at $2.9 million. This estimate approximates the former amount provided for renovation and expansion. However, it is now deemed sufficient to cover demolition costs, construction of a new facility and the purchase of new equipment.

Contact Name:

Sid Mowder, 395-5517.

City of Toronto Business Case - Eatonville Library Reconstruction

City of Toronto Business Case - Eatonville Library Reconstruction

9.Project Cost:

• Indicate and specify the major cost components of the project on the summary below for projects proposed.
• If there are different phases of the project linked to this phase, indicate the estimated costs in those future years.
• Figures provided should be in constant dollars.

10.Savings/Enhanced Revenues

• Specify any savings or enhanced revenues that will be realized as a direct result of proceeding with the project
• Indicate the amounts that would be realized
• Indicate the full year impact once the benefits of the project are realized for an entire twelve month period
• Identify any staff reductions (in full time equivalents - FTEs) that could be made if we proceed with the project
• Summarize information into the major expenditure categories summarized below

City of Toronto Business Case - Eatonville Library Reconstruction

11. Possible Funding Sources

• Specify any potential funding sources you are aware of that could be used to finance the project. The Budget Division will utilize this information along with other information to determine an appropriate funding source.

Project:

Eatonville Reconstruction:

Project Description:

A reconstruction of the Eatonville Library to provide a new branch approximately 12,000 square feet in size on the present site. The reconstruction would address most economically the health and safety and service deficiencies associated with the current 9,250 square foot facility.

Project Justification:

The branch circulates approximately half-a-million items annually and serves a population of 34,000 people. The population in the area is far larger than originally envisaged when the Library opened and the continued escalating use over the years has strained the facility, resulting in overcrowding and levels of activity far beyond the branch's capacity. The Library was built in 1964 and except for routine maintenance over the years, no major upgrade or refurbishment has been undertaken. The facility has been subject to review for a number of reasons including:

(a)inadequate smoke and fire protection measures (e.g. fire separation between floor, lack of sprinklers, etc.);

(b)poor building envelope (e.g. single pane glazing, no insulation), the main floor structure not designed to current building code loading requirements;

(c)presence of asbestos (and associated limitations for providing adequate cabling and other technological enhancements);

(d)inadequate power and communication infrastructure;

(e)lack of barrier-free access (e.g. especially to washroom facilities, and to basement meeting room);

(f)inadequate space and layout for collections and study areas;

(g)Inadequate public washroom facilities;

(h)inadequate access and egress from basement floor level;

(i)awkward layout for supervision (e.g. poor sight lines, two entrances, basement washrooms, etc.); and

(j)no shipping and receiving area.

Following an architectural study prepared by the firm Moffat Kinoshita Architects, Inc. in 1996, the Board of the former Etobicoke Public Library and, now the current Toronto Public Library Board have reviewed various options and propose a reconstruction of the branch to provide an improved neighbourhood branch library, to eradicate the health and safety concerns inherent in the present structure, and to provide enhanced public service from a one-floor operation.

Consequences of Not Approving the Project:

The Health and Safety issues would have to be addressed by one of other costly options without fully addressing the needs of the facility, e.g., high energy costs, lack of access for people with disabilities. The library needs of the community would continue to be under served by a library with lacks adequate space and is chronically congested.

Consequences of a One Year Deferral:

Health and Safety issues will not be addressed, creating contentious, potentially hazardous situations.

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(Communication dated September 4, 1998, addressed to the

Manager of Facilities, Toronto Public Library from

Ms. Moffat Kinoshita Architects Inc.)

In the summer of 1996, Moffat Kinoshita Architects (MKA) were commissioned to undertake a feasibility study to address three redevelopment scenarios for the Eatonville Library site:

(a)Scenario "A": Renovations and a small addition to provide an improved branch library (Gross Floor Area of approximately 14,000 square feet);

(b)Scenario "B": Renovations and an addition to provide an improved branch library, plus facilities for the Etobicoke Public Library administrative and support functions (Gross Floor Area of approximately 36,200 square feet); and

(c)Scenario "C": Demolition of the existing building and construction of a new building to serve the same functions noted under Scenario "B" above (Gross Floor Area of approximately 35,000 square feet). Note that in Scenarios "B" and "C", the public library component was assumed to be 14,000 - 15,000 gross square feet. See Study dated September 12, 1996.

MKA was subsequently directed to address a variation of "Scenario A" above, identified as:

(i)"Scenario A2": Renovations and an addition to provide an improved branch library with all library and public space (e.g. community meeting room) located at the ground floor level, and only building service space (e.g. mechanical and electrical rooms) in the existing basement (Gross Floor Area of approximately 16,600 square feet). See Addendum dated October 24, 1996.

We have recently been asked to consider what might be described as:

(i)"Scenario C2": Demolition of the existing facility, including environmental decommissioning as required, and construction of a new public library facility without a "Drive-Through" service component, and a Gross Floor Area of approximately 12,000 square feet on one floor at grade.

It is our recommendation that a redevelopment option such as "Scenario C2" as described above would be the most cost effective plan compared to the other redevelopment options investigated in the 1996 Study. Trusting that you will find this note in order.

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(Report dated November 18, 1998, addressed to the

Budget Committee from the

City Librarian)

Purpose:

To provide $150,000.00 funding for the design study for the reconstruction of the Eatonville branch.

Funding Sources, Financial Implications and Impact Statement:

Approval will add $150,000.00 to the 1999 Capital Budget.

Recommendation:

It is recommended that additional funding of $150,000.00 be provided to enable the Library Board to proceed with the design study of the Eatonville reconstruction project.

Background:

The design costs for the Eatonville Library were originally shown in the 1998 Capital Budget and subsequently removed during the Budget Committee deliberations.

At their special meeting held on April 29 and April 30, 1998, City Council in adopting the 1998 Operating and Capital Budgets, directed that the Eatonville Library project be considered in the five year capital plan. Council further directed that the Budget Committee be requested to advise Council on any design funding requirements by September 1998.

On September 28, 1998, the Library Board endorsed the Eatonville project for inclusion in the 1999 Capital Budget, and in addition, directed staff to request $150,000.00 in design funding so that the design could commence.

This request (attached) was discussed at Budget Committee on November 10th and Budget Committee requested that a report be prepared for the November 18th Budget Committee "requesting approval of $150,000.00 for a design study relating to the Eatonville Library with no change in recommended cash flow."

Discussion:

The Eatonville Library Project has been included in the 1999 budget year of the Capital Program and at this point in the process, the Chief Administrative Officer's recommendation is that the "project be deferred at this time but be included in the Development Charge Capital Budget that will be before Council in February or March 1999.

Conclusion:

The design costs estimated at $150,000.00 should be made available in 1998 in order for the project to proceed in 1999.

Contact Name:

Ann Eddie, Director of Administration, Toronto Public Library, Telephone: 393-7091; Fax 393-7083; E-mail: aeddie@gwmail.mtrl.toronto.on.ca.