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Update on the Maintenance of Scarborough Civic Centre and the Preservation of Its Historical Artifacts

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Update on the Maintenance of Scarborough Civic Centre and the Preservation of Its Historical Artifacts REPORT FOR ACTION Update on the maintenance of Scarborough Civic Centre and the preservation of its historical artifacts Date: June 14, 2018 To: Scarborough Community Council From: General Manager, Facilities Management Wards: Ward 38 - Scarborough Centre SUMMARY This report addresses a request from Scarborough Community Council for information about structural and preservation inadequacies at Scarborough Civic Centre. The report provides a detailed overview of the day-to-day general maintenance of Scarborough Civic Centre and Albert Campbell Square; capital improvements, including $5.6 million spent in 2016 and 2017 and an additional $23.1 million in the Council Approved 2018 Capital Budget and 2019-2027 Capital Plan for Facilities, Real Estate, and Environment & Energy (FREEE). Planned projects include upkeep of the council chambers and members lounge; upgrades to the audiovisual equipment in the council chambers; improvements to Albert Campbell Square, and plans for the maintenance of historical artifacts and displays within the Scarborough Civic Centre complex. Projects planned for 2018 and 2019 include: • Installation of a new electrical switchgear and resiliency generator; • Painting various areas of the building; • Installation of a parking gate to better control access to the square; • Minor concrete repairs to walkways and stairs; • Installation of water bottle filling stations, • Rehabilitation of the Koi pond; and • Development of a comprehensive condition assessment and feasibility study of Albert Campbell Square. Facilities Management will continue a maintenance and capital program that addresses customer experience, health and safety, legislated maintenance, environmental resiliency and specific program needs related to Scarborough Civic Centre and Albert Campbell Square. Update on the maintenance of Scarborough Civic Centre Page 1 of 7 RECOMMENDATIONS The General Manager, Facilities Management recommends that: 1. Scarborough Community Council receive this report for information. FINANCIAL IMPACT There are no financial impacts associated with the adoption of this report. All custodial, maintenance, and current/future year capital projects outlined in this report are included in the Council Approved 2018 Operating Budget and 2018-2027 Capital Plan for Facilities, Real Estate, and Environment & Energy. The Interim Chief Financial Officer has reviewed this report and agrees with the financial impact information. DECISION HISTORY At its April 4, 2018 meeting, Scarborough Community Council adopted SC29.25 "Request for report - Scarborough Civic Centre" and requested that staff report back regarding the structural and preservation inadequacies of the Scarborough Civic Centre, including and not exclusive of the list provided within the letter from Councillor Ainslie dated March, 19, 2018. The Scarborough Community Council's decision can be found at: http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2018.SC29.25 COMMENTS Scarborough Civic Centre was completed in 1973 as the shared facility for the Borough (later City) of Scarborough and the Scarborough Board of Education. The facility is located at the south end of the Scarborough Town Centre complex near the geographical centre of Scarborough. Historically, Scarborough Civic Centre is significant as the pre-amalgamation Scarborough City Hall. Today, it serves as a combined civic centre, educational centre and public meeting place for the community. Designed by the notable Toronto architectural firm Moriyama and Teshima, the complex is an excellent example of modern design and a local landmark. Heritage Preservation Services, City Planning Division, has advised that the properties at 140 and 150 Borough Drive are recommended for designation for architectural and historical reasons. Update on the maintenance of Scarborough Civic Centre Page 2 of 7 An overview of general maintenance and capital improvements at Scarborough Civic Centre is provided below. Real Estate Services has advised there are no specific plans regarding future use or development of the property. Any future discussion will include CreateTO, Real Estate Services, and the Toronto District School Board, which occupies part of the Scarborough Civic Centre complex. General Maintenance of Scarborough Civic Centre Scarborough Civic Centre has an operating budget of $1.45-million. Facilities Management (FM) provides maintenance and cleaning at the facility using a combination of internal resources and specialized contracted services. Four FM staff focus on providing day to day maintenance services to keep the building comfortable, functioning and safe for Council, staff and public use. Typical responsibilities of internal staff include: • Operating and maintaining the Heating, Ventilation and Air conditioning (HVAC) system; • Responding to demand maintenance requests, including temperature adjustments, and plumbing, and light and power issues; • Performing legislated inspections of Fire & Life Safety systems, including fire extinguishers, fire alarms, and emergency generators; • Performing minor handy person tasks such as hanging items or minor alterations; and • Receiving and shipping materials for all occupants of Scarborough Civic Centre. Facilities Management typically uses specialized contracted services for work that requires a certification, licence or skillset not available with internal resources. Services provided by contractors include: • Electrical repairs requiring a licenced electrician; • Plumbing repairs requiring a licenced plumber; • HVAC repairs requiring a gas fitter or a refrigeration and air conditioning mechanic; • Maintenance of elevating devices; • Structural and architectural repairs; • Annual Fire & Life Safety inspections requiring certification; and • Custodial Services. Capital Improvements to Scarborough Civic Centre Given Scarborough Civic Centre's status as a major City building, FM has undertaken or planned a wide range of capital improvements that will address deficiencies at the facility. Update on the maintenance of Scarborough Civic Centre Page 3 of 7 Recently, in 2016 and 2017, Facilities Management completed approximately $5.8- million in capital projects, including: • Upgrades to the building automation system (2016); • Installation of a new fire alarm system (2016); • Installation of a new roof and solar panel array (2017); • Installation of a new emergency generator (2017); • Localized waterproofing and extensive asbestos remediation (2017); and • Updates to signage and wayfinding (2017). Included in Council Approved 2018 Capital Budget and 2019-2027 Capital Plan for Facilities, Real Estate, and Environment & Energy (FREEE) is $23.1 million for Scarborough Civic Centre. The 2018 work plan includes projects to address: • Installation of a resiliency generator and a new main electrical switchgear; • Creation of a park that extends into Albert Campbell Square; and • An LED Lighting Retrofit. Future year projects in the Council Approved 10 year capital plan include (subject to change based on priority): • Replacement and/or rehabilitation of concrete slabs, steps, and walkways; • Rehabilitation of the Koi pond; • Replacement and/or refurbishment of exterior doors; • Replacement of boilers and chillers (HVAC); • Elevator controls modernization; • Replacement of power distribution systems; • Rehabilitation of VIP parking garage surface; • Abatement of asbestos-containing materials; • Renovation of washrooms and kitchenettes; • Repaving of surface parking lots; • Replacement of window glazing; and • Updates to signage and wayfinding, including minor work to ensure AODA compliance. In addition to the capital projects outlined above, FM has minor capital repairs for 2018 and 2019, which include painting and reupholstering of Members Lounge, minor painting projects within the building, and upgrades to public seating. Update on the maintenance of Scarborough Civic Centre Page 4 of 7 Improvements to Albert Campbell Square Facilities Management performs regular litter picking and garbage removal at Albert Campbell Square (ACS), as well as regular maintenance of the hard surfaces, lighting, reflecting pond, and waterfalls. Parks, Forestry & Recreation maintains the grass, gardens, foliage, and ice rink operations. Additionally, FM plans and executes major capital improvements to ACS. Facilities Management recently engaged RJC Engineers to review ACS with a view of developing a comprehensive state of good repair program to maintain the square in its current configuration (Phase 1) and to undertake a feasibility study to determine what enhancements could be possible for consideration in future capital budget processes (Phase 2). Phase 1: Square Condition Assessment Phase one will include an assessment of the existing architectural, structural, mechanical and electrical conditions of ACS, while also considering building code and AODA requirements. This information will be reflected in a State of Good Repair report from which capital renewal and replacement requirements will be estimated. These requirements will considered as part of the future budget processes. Phase 2 – Feasibility Study: The second phase of the project will involve the collection of input from individual stakeholders and the wider public on the requirements for a revitalized modern integrated public space. During this phase, concept design studies will be carried out as a test fit of the proposed functional program and order of magnitude budgets will be created at this time. Any proposed enhancements
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