Town of Fort Erie Infrastructure Services Our Focus: Your Future Prepared for Council-in-Committee Report No. IS-53-07 Agenda Date November 19, 2007 File No. 220102 Subject 5 YEAR FACILITY CONDITION STATUS REPORT Recommendation(s) THAT Council receives Administrative Report IS-52-07 regarding the 5 Year Facility Condition Status Report of Town owned buildings for information purposes in preparation for the 2008 Budget deliberations. Relation to Council s 2007-2010 Corporate Strategic Plan Priority: D - Infrastructure Goal: D3 Improve functionality and maintenance of Town facilities Initiative: D3.2 Develop long-range plan and budget for maintaining and renewing the Town s facilities. List of Stakeholders 1) Mayor and Council of the Town of Fort Erie 2) Residents of the Town of Fort Erie 3) Employees and Departments of the Corporation of the Town of Fort Erie 4) Users of Town Facilities Prepared by: Submitted by: Approved by: Brian Desrosiers Facilities Manager BD/ ces Ron Tripp, P.Eng. Director of Infrastructure Services Harry Schlange, MBA Chief Administrative Officer
Infrastructure Services Page 2 of 7 Report No. IS-53-07 Purpose of Report The purpose of this report is to update Council on the status of Town owned facilities at present and what is expected over the next 5-year period. This report will also highlight projects that have been completed and were identified as deficiencies in the Facility Condition Assessment Study in 2006. Background When the Town s restructured in 2005 the Parks and Leisure Services Department became the new Facilities Management Division of Infrastructure Services. Since then an emphasis has been placed on identifying building component deficiencies as it relates to Town owned facilities and planning for corrective measures to be taken by means of Capital Project planning and ongoing general maintenance. The first priority of Facilities Management was to perform an extensive Facility Condition Assessment Study. Completed in 2006, the study identified facility deficiencies in 19 Town owned buildings, determined proper preventative maintenance practices and developed a realistic assessment of current costs and Capital Reserve Funds required for immediate replacements/repairs and future replacements/repairs of equipment and building components over a forty (40) year life cycle. The second step of the study project was to incorporate this data into a user-friendly software program called Buildingweb that would allow staff to manage Capital and General maintenance projects and plan for future repairs and replacements of building components and equipment. The overall objective of the study was to enhance facility-planning capabilities by addressing the highest priority needs presently and deferring future needs with associated costs for budgeting purposes, either as a Capital Expense or from the General Building Maintenance accounts. Facility deficiencies were ranked using the following classification criteria during the study: 1. Life Safety = Immediate 2. Deferred Maintenance = Important but not critical 3. Normal = Life Cycle Renewal 4. Upgrades = Discretionary Items For the purpose of this report only Life Safety and Deferred Maintenance issues will be discussed as they normally result in Capital expenditures. Normal and Upgrade categories are handled under general maintenance duties. At the Council-in-Committee meeting of January 22, 2007, the Director of Infrastructure Services and Facility Manager provided a presentation and Administrative Report IS-06-07 to Council on the status of the Town s facilities listed in the study.
Infrastructure Services Page 3 of 7 Report No. IS-53-07 Facilities were inspected according to the following system components: SYSTEM Building Envelope Conveyance Environment Finishes/Equipment Fire Safety HVAC Plumbing Site Specialty Systems Structure Electrical DESCRIPTION Roofs, walls, windows, doors, metal cladding, sealants, precast wall panels, skylights, overhead doors Elevators, lifts Mould and asbestos investigation, air quality Barrier free access, interior finishes, carpet, rubber flooring, floor tiles, kitchen equipment Wall to ceiling fire separations and protrusions, emergency lighting, fire alarm systems, exit lights, sprinklers, fire extinguishers, fire escapes Heating/air-conditioning systems, make up air units, dehumidifiers, boilers, chillers, ducts, exhaust fans, cooling towers Hot water tanks, storage tanks, water supply lines, plumbing fixtures, drainage, pumps Landscaping, fencing, retainer walls, parking lots, sidewalks, exterior lighting, underground services, concrete elements, signage Refrigeration equipment, condensers, sand filters, recirculation pumps Foundations, concrete slabs Transformers, panels, switchboards, interior lighting, security system Analysis The table below summarizes the status of Capital Projects that have been undertaken since the Facility Condition Assessment Study was completed. These projects have been completed on a priority basis according to need and funds available at the time and are influenced by yearly budget constraints. Capital Project Status 2006/2007 Project Year Cost Status Kinsmen Pool boiler replacement 2006 $10,000 Completed Leisureplex & Town Hall Sliding Doors 2006 $40,000 Completed Centennial Library HVAC repairs 2006 $7,337 Completed Crystal Ridge Community Centre drainage 2006 $33,000 Completed Gibson Centre HVAC replacement 2006 $8,035 Completed Crystal Ridge Library HVAC replacements 2006 $20,173 Completed Fire Station #1 HVAC replacement 2006 $12,074 Completed Bay Beach dance hall demolition 2006 $30,923 Completed 402 Ridge Museum roof repairs 2006 $20,000 Completed Crystal Ridge Arena boiler replacement 2006 $10,000 Completed Kinsmen Pool sand filters replacement 2007 $43,000 Completed Municipal Centre LED sign 2007 $54,000 Underway Centennial Library roof replacement 2007 $318,000 Underway 283 Ridge Museum stairs replacement 2007 $12,000 Completed Gibson Centre HVAC replacement 2007 $15,000 Underway Gibson Centre truck bay drainage 2007 $20,000 Underway The graph and table attached as Appendix 1 represents outstanding issues identified as deficiencies in the Facility Condition Assessment Study as Life Safety or Deferred Maintenance priorities with corresponding expenditures over 5 years.
Infrastructure Services Page 4 of 7 Report No. IS-53-07 The increased activity scheduled in 2008 includes carryover issues from 2007 that were not addressed due to budget limitations. Building Envelope issues require the most attention over the 5-year cycle, these mainly relate to high project costs for roof replacements. The graph and table attached as Appendix 2 indicates the increase in expenditures assigned to the Leisureplex over the 5-year cycle. This is mainly due to the magnitude of the square footage (127,000 sq ft) of the facility and the related cost per sq ft to replace such deficiencies as the flat roof over the banquet hall, offices, McDonalds, Madison s Pub and clubrooms between the two rinks. In 2006 and 2007, $10,171 has been spent on this roof for repairs. Near the end of the 5-year cycle, the cost of the membrane roofs of the Jaycee and Kinsmen rinks will cause the price spike to shoot even higher. These three roofing projects alone, done in phases, will cost in excess of $2 million dollars. Tear in Leisureplex Banquet Hall flat roof Repairs to Jaycee Rink domed roof The Crystal Ridge Arena comes in second as the facility with the highest expenditures. Once again this is attributed to square footage of the facility in relationship to needed replacement costs of the concrete rink floor with associated refrigeration piping, rink boards and glass. As well, the exterior metal roof needs attention either with a temporary sealing and painting application or complete roof replacement strategy. The Gibson Centre is ranked 4 th on the list with square footage costs for roofing escalating expenditure costs. This facility was built in 1992 and is now showing signs of age as demonstrated by the recent replacements of 2 HVAC units and constant repairs to building components and equipment. Adding to the list of facilities that need over $200,000 of repairs or renovation is the Kinsmen Pool. The project costs for this report are related to pool renovation only and not total replacement costs. The building itself also needs renovations to change rooms, washrooms, showers and provision of barrier free accessibility. The status of the Kinsmen Pool is addressed in a separate report to Council addressing options for renovation, replacement of the pool or substitution of a splash pad in its place. The graph and table attached as Appendix 3 illustrates that the category of Building Envelope leads the way of system expenditure items which is mainly associated with
Infrastructure Services Page 5 of 7 Report No. IS-53-07 roofing replacements on various facilities. Finishes/Equipment is second due to replacement costs for the Crystal Ridge Arena concrete rink floor. The Site category represents costs assigned to the Kinsmen Pool renovations. All other system costs on the graph are below $200,000. 5-Year Capital Project Expenditure By Priority Priority # Facility Project Year Cost 1. Crystal Ridge Arena Replace rink floor & boards 2008 $606,055 2. Kinsmen Pool Pool renovations 2008 $238,000 3. Leisureplex Flat roof replacement 2008 $434,070 4. Crystal Ridge Arena Repair metal roof 2009 $200,446 5. Fire Halls #1,2,4,6 Roof replacements 2009 $364,783 6. Gibson Centre Roof replacement 2010 $434,070 7. LP Jaycee Rink Membrane roof replacement 2011 $837,135 8. LP Kinsmen Rink Membrane roof replacement 2012 $1,136,850 The 5-year priority table above represents the year the project is recommended for replacement but is subject to change due to availability of funds and engineering scheduling for tenders as well as other emergency priorities that may arise. Some of these projects may be extended to later years with continued maintenance repairs to stem building component failure all of which represents a yearly building maintenance impact on the Town s general budget accounts. As projects are deferred, inflation will increase project costs in future years. In 2007, the Centennial Library roof replacement was deemed the highest priority due to the age of the roof membrane and the possibility of damage to the library s books if the roof was to fail. In 2008, the Crystal Ridge Arena concrete rink floor and board replacement tops the list of priorities as ten brine leaks have occurred in the last three years in the plastic tubing that is embedded in the floor used to freeze the ice surface. This is the original floor, which was constructed in 1974 and is now 33 years old. The rink boards and glass have been replaced once in this time frame but will have to be totally replaced during floor construction with only the opportunity to reuse some of the existing glass. This 28,000 sq. ft. facility received substantial renovations to the lobby and dressing room areas in 1998. The rink floor project is very time sensitive as it provides figure skating and hockey activities to local youth and adult organizations from the first of October to the end of March during the winter season. Construction would have to start as soon as the ice is removed in early April so that the existing floor can be removed and the new floor installed with plenty of concrete curing time built into the schedule to allow for the making of ice in mid September. During this construction period, the lacrosse organizations that use the floor during the summer season would have to look for accommodations at another facility for their program. In the past, they have used the Chippawa arena in Niagara Falls. An option would be to use the Jaycee Rink at the Leisureplex, which was operational this summer for 3 out of the 4 months with ice rentals, and the Kinsmen Rink was open all 4-summer months. This option would result in lost revenue to the Leisureplex from hockey schools and ice
Infrastructure Services Page 6 of 7 Report No. IS-53-07 rentals that would either have to cancel their program or shift to another available time slot in the Kinsmen Rink, which only has 312 hours of prime time remaining. The table below indicates ice rental usage at the Leisureplex rinks from May thru August and floor rental usage for lacrosse at the Crystal Ridge Arena during the same time frame. Facility Leisureplex Kinsmen Rink (Ice Rentals) Leisureplex Jaycee Rink (Ice Rentals) Crystal Ridge Arena (Lacrosse) Prime Hours Available Prime Hours Used Revenue 880 568 $93,682 880 322 (Closed month of June) $52,487 880 184 $8,387 Financial/Staffing Implications There are no direct financial impacts associated with this report. During budget deliberations, not only will Council have the opportunity to determine which facility Capital Projects have the highest priority to be funded for the current fiscal year but also how much money should be allotted to the Facilities Maintenance Reserve Fund yearly for future repairs or replacements. Facilities Management will be requesting funding for Capital Projects on a yearly basis for Councils approval at budget time and from the Facility Maintenance Reserve. Policies Affecting Proposal By-law No. 41-07 adopted Council s 2007-2010 Corporate Strategic Plan. Providing Council with timely status reports such as this allows Council to make informed decisions at budget time that impact Goal D3: (Improve functionality and maintenance of Town facilities). Purchasing and Tendering Policy By-law No. 29-2002 Comments from Relevant Departments/Community and Corporate Partners Dialogue is ongoing with the Fire Chief, Department Managers, Museum Curator, Library CEO and the Museum and Cultural Heritage Committee with regard to issues identified in the Facility Condition Assessment Study and how these issues can be addressed in future budget deliberations. The Director of Corporate Services is aware of the financial impact that this report puts on the Town s Facility Maintenance Reserve Fund and that the Facilities Management Division will be submitting requests for Capital funding during yearly budget deliberations.
Infrastructure Services Page 7 of 7 Report No. IS-53-07 Alternatives Alternatives will be discussed on an individual Capital Project basis during budget deliberations along with funding of Facility Maintenance Reserve accounts. Conclusion Infrastructure for the Town of Fort Erie not only pertains to in ground components such as water, sewer and roadways but also the Town s facilities that have been built with public funds. The Corporation has the responsibility of protecting their assets by prolonging their life expectancy through regular scheduled preventative maintenance and Capital Project Management and planning for repairs and replacement of facility components. Attachments Appendix 1 Yearly expenditures graph & table Appendix 2 Facilities expenditure graph & table Appendix 3 Facility Systems expenditure graph & table
APPENDIX 1 TO ADMINISTRATIVE REPORT NO. IS-53-07 Graph 1- illustrates priority expenditures per year with associated system costs. 5 Year Facility Maintenance Expenditures $1,800,000 $1,600,000 $1,400,000 Project Costs $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 Series1 $0 2008 2009 2010 2011 2012 Expenditure Year System 2008 2009 2010 2011 2012 Building Envelope $588,249 $536,047 $449,673 $837,135 $1,136,850 Conveyance $31,694 $0 $0 $0 $0 Environment $12,765 $0 $0 $0 $0 Finishes/Equipment $640,553 $0 $0 $0 $0 Fire Safety $149,630 $4,876 $12,190 $0 $0 HVAC $9,143 $0 $0 $0 $0 Plumbing $12,190 $0 $0 $0 $0 Site $137,290 $136,199 $4,267 $0 $0 Specialty Systems $11,751 $0 $0 $0 $0 Structure $70,515 $15,847 $55,465 $4,267 $0 Total $1,663,780 $692,969 $521,595 $841,402 $1,136,850
APPENDIX 2 TO ADMINISTRATIVE REPORT NO. IS-53-07 Graph 2 illustrates the expenditures per facility over 5 years. 5 Year Facility Expenditure $3,000,000 $2,500,000 Project Costs $2,000,000 $1,500,000 $1,000,000 Series1 $500,000 $0 Town Hall Kinsmen Pool Crystal Ridge Arena Leisureplex Fire Stations Libraries Museums Stevensville Hall Gibson Centre Tow n Facilities Facility Town Kinsmen CR Leisureplex Fire Library Museum Stevensville Gibson 5-yr Total Hall Pool Arena Stations Hall Centre Cost Cost $17,952 $238,000 $845,019 $2,409,323 $627,321 $104,226 $9,546 $15,673 $563,894 $4,839,954
APPENDIX 3 TO ADMINISTRATIVE REPORT NO. IS-53-07 Graph 3 illustrates the expenditure per facility system. 5 Year Facility System Expenditure $4,000,000 $3,500,000 $3,000,000 Project Cost $2,500,000 $2,000,000 $1,500,000 Series1 $1,000,000 $500,000 $0 Building Envelope Conveyance Environmental Finishes/Equipment Fire Safety HVAC Plumbing Site Specialty Systems Structure Facility System System Building Conveyance Environment Finishes Fire HVAC Plumbing Site Specialty Structure Envelope Equipment Safety Systems Cost $3,547,954 $31,694 $12,765 $640,553 $166,696 $9,143 $12,190 $277,756 $11,751 $146,095