PROJECT CHARTER: AQUA-FIT PHASE 2 BEAUMONT CONCEPT PLAN AND DETAILED DESIGN VILLE DE / TOWN OF. Community & Protective Services

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1 Revised: August 17, 2016 Community & Protective Services CONCEPT PLAN AND DETAILED DESIGN PROJECT CHARTER: AQUA-FIT PHASE 2 BEAUMONT VILLE DE / TOWN OF

2 Project Charter Project Information Project Title: Aqua-Fit Phase 2 Project Manager: Director, Recreation, Parks & Culture (Ilona Banthrick) Business Unit: Community & Date Initiated: August 2016 Protective Services Approved By Project Sponsor (Primary): General Manager, Community & Protective Services (Kernj Hilts) Signature: Project Overview Approved by Resolution of Council #16/08/06, August 23, 2016 Project Beaumont continues to identify the need for a multi-purpose Description community recreation centre that meets the needs of its growing community.. Beaumont recently completed the Aqua-Fit Site Feasibility Study (2015) that identified priorities and needs for future facility construction at the Aqua-Fit site.. The Feasibility Study identified that two of the top facilities required by Beaumont are an arena and a field house, and if the arena / fieldhouse would fit on the site. It was confirmed that the two facilities would fit on site with reduced parking (400 opposed to 740 stalls). An indepenth nt parking analysis based on the proposedfacilities uuld be required as part ofthe process, as well as a variance to the current parking bylaw. Council approved $2.4 Million in the 2016 Budget (adjustments in April/May 2016) to develop concept and detailed design plans to the development permit stage (shovel ready). The design and project feasibility outcomes for the Aqua-Fit Phase 2 expansion are: o Adaptable Design Developing adaptable spaces to address various sport and future opportunities Serving the functional needs of numerous sport activities at one location 1

3 viewing area; and multi-purpose facility. Project It has been identified that Beaumont needs an additional practice rink events organizations o Community Weliness Benefiting the health, well-being and social development of the community (particularly children and youth (based on demographics)) Contributing to the urban design of the community o Accessibility Maximizing utilization of spaces Considering number of users o Sustainability Considering operating impacts Ensuring economic sustainability of facilities Planning for lifecycle and maintenance of facilities o Availability Considering facilities availability Ensuring new sport opportunities are accommodated o Activity Coverage Supporting all performance levels of play, practice and Contributing to the excellence for sport and community The Project will consider industry best practices, community comparisons, lessons learned and sound project management. Project Details space and a fieldhouse to accommodate its growing population and users. The Project would be built onto the existing Aqua-Fit Centre creating a The initial facility build out would include: o One practice arena: a single sheet, change rooms, etc. with a small o One fieldhouse: an open indoor area / gymnasium for court sports, drills and indoor open space; with a track. The above noted information will be utilized as the basis at the Concept Planning Stage of the Project. It is anticipated that the Project would include a practice rink and afleidhouse. 2

4 assignment scope, information and objectives. Strategic 3 Beaumont Amateur Hockey Association, Beaumont Ringette, Communicate information received to date Communicate with User groups (i.e. Beaumont Minor Soccer, Engagement Communication Plan. Some of the items included in this plan will be: Communication/ Communication and engagement details will be included in a Communication building permit stage. March to July / August 2017 Complete detailed design to the information (phase I & II), work with users to develop up-to three (3) detailed design. Phase I and II were part of the Feasibility Study that was completed in August 2016 to March Engaging Milestones consultants to reconfirm concept plans for Council approval and to move forward with 2015/2016. final approval of the Detailed Design would be made by Council. requirements), site design detail, design development and contract documents. This is considered to the shovel ready project stage. The approved conceptual plan, functional program (special and function Phase IV Detailed Design: the detailed design phase considers the by Council before the initiation of Phase IV (Detailed Design). further explored in this phase. The Concept Plan would be approved part of the phase with considerations of operating costs and capital change) to fulfill the need in the community and region. A cost projections. Alternative service delivery options would be Phase Ill Plan: The conceptual design development phase consider the options and physical spatial layouts (building views, parking, site circulation, site amenities, allowance for growth and quantitative, qualitative, architectural and parking analysis would be existing facility, the environment, the market and its expectations, possible competitive factors, and alternative service delivery options. (Complete) Phase II Analysis: Concept This second phase considers the Approach. (Complete) Phase 1 Review: This phase affirms the Project The Project considers a four phased approach:

5 . Communicate with residents. Create and distribute key project messages. Facility display boards. Social Media. Project FAQ updated as new information becomes available Project Sponsor - (General Manager Community & Protective Services) Sets Direction and Approves the Project Phase III & IV Considers Project for future Budget approval Town Council General Manager, Community& Protective Services Project Sponsor Director, Rec. Parks & C;t..re Communications Consulting Team 4 rouncii ipteam Structure Project Team The Project Team is depicted in the graphic below: [ inject Team Structure IV). Council will also approve the Detailed Design once finalized (Phase (Detailed Design); and Approval The Project at Phase III (Concept Plan) before proceeding to Phase IV Project Council will approve the Project Charter; Approval Process. Update elected officials as required Lacrosse, Beaumont Sports & Recreation Association)

6 Works with Project Sponsor to select consultant 5 Prepare materials for engagement sessions Compile data and do a background analysis Drafts Concept Plans for Approval Based on Conceptual Plans may create detailed design Facilitate engagement sessions with assistance of Town Staff Consulting Team Communications answer media related inquires Communications and Engagement strategy Assist in reviewing the Communication strategy and help to identify Promote public input sessions by updating the website/ social media as needed Coordinate with the Director of Recreation, Parks & Culture to Develop communication materials as outlined in the project s stakeholders. throughout the process (Phase III and IV). *Tlie Town s Project Manager, will provide advice and guidance as required with consultant in qualifications based selection process Purchasing Policy Community & Protective Services and based on the approved budget Services of Community & Protective Services Acts as Project Manager under the direction of the General Manager Provide updates to Elected Officials on the progress of the Project Provide updates to the General Manager of Community & Protective Authorizes project expenditures within the scope of the project the Review deliverables Review draft work and provide feedback Communicate the Town s Strategic Plan, financial commitments and Participates in engagement events Supports Project Manager in negotiating scope and project budget Approves scope changes in consultation with the General Manager of Project Manager (Director Recreation, Parks & Culture) pertinent information to the consultant Officials Informs the Leadership Team on the project Reviews and approves material before it is presented to Elected

7 Make revisions to the plan based on feedback from the Internal Working Group and Elected Officials Provide all deliverables within the set timelines Communicate scope changes or budget requests to Town s Project Manager prior to undertaking any work Works under the guidelines set out in the Phases, Request for Proposal, and Contract Documents. Planning Team (Recreation & Facilities Staff) Ensure that all relevant policy and procedures are being considered in the creation of the Aqua-Fit Phase 2 Review work submitted by the consultant in a timely manner to provide ongoing feedback and participate in engagement sessions as necessary Project Timelines Timelines Risk The anticipated Project Timelines: August 16, 2016 Project Charter Presented to GPC as information August 2016 Develop Request for Proposal for Aqua-Fit Phase 2 Conceptual Plans and Design Detail September 2016 Issue Request for Proposal (RFP) October Close & Award RFP. Proposals will be evaluated based on established criteria. November 2016 to February Engage Consultant to work with users, user groups, and public on Conceptual Plans for Council Approval. March 2017 Council Approval of Concept Plan (Phase III) March to July Complete Detailed Design to the Building Permit Stage (shovel ready) July August Council Approval of Detailed Design (Phase IV) August to November Prepare for 2018 Budget Mitigation Strategy / Demand The demand for the expansion is well documented Projections Continue to provide information and data to users and community Project Scope A phased approach development will reduce increases in project scope by placing boundaries around each phase Ensure that the concept plan and detailed design meet the growing needs of the community Prepare preliminary costs estimates to a Class C during phase III and 6

8 Proposal (including parking and site analysis). Issue and award professional services based on a Request for design plan. Ensure that due diligence is executed during the concept and detail Class B during detailed design Marc ndry Chief Adrninistri ti vef1icer Project SpopcIi K&rry IT1 General Manager, Community & Protective Services Project Sponsor (Primary) Print Name: Multi-level review stage) and Class B (detailed design stage) Consult with both internal and external experts Costs Forecasts community comparable Multi-level review Formulate estimates based on internal costs, best practices and Adherer to Fees and Charges Bylaw Outsource, if applicable, services that the private sector can better Utilize current Facility operation costs as information when projecting Signature: Title: Role: Print Name: Date: Signature: Title: Role: Date: 7 Project Charter Approval Operational Formulate estimates based on internal costs, best practices and requirements/debenture payments on budget and to Beaumont. Prepare capital cost budget estimates to Class C (conceptual plan and timelines Schedule Celebrate project milestones Certainty Adhere to multilevel review due diligence processes. Provide contingencies into the project costs to reflect project schedule. Understand impacts of Operating and Capital Funding Cost Accuracy Utilize the consultant team (qualitative surveyor) to complete a cost estimate that reflects current and accurate costings community comparable manage operational costs