Agenda Index City of Vancouver

ADMINISTRATIVE REPORT

TO:

Standing Committee on City Services and Budgets

FROM:

Directors of Social Planning and the Office of Cultural Affairs in consultation with the Director of Facilities Development

SUBJECT:

2001 Capital Budget: City-owned Childcare, Social Service and Cultural Facilities

 

RECOMMENDATION

GENERAL MANAGERS' COMMENTS

COUNCIL POLICY

Council approved a funding allocation for City-owned social service and cultural facilities within the 2000-2002 Capital Plan and approved an allocation of $275,000 in the 2001 Capital Budget.
PURPOSE

This report seeks Council approval for the allocation of funds to undertake emergency repairs to six City-owned childcare portables and to the Firehall Arts Centre and to complete feasibility studies for two City-owned cultural facilities.

BACKGROUND

The City owns a range of social service, childcare and cultural facilities providing services and programs to the community which are operated by non-profit cultural organizations. Over the past 30 years many of these facilities fell behind in terms of building upkeep, code, systems and service levels. The "triage inventory" undertaken by staff as part of the Facilities Strategic Plan identified that the majority of these facilities suffer from dated systems and building infrastructure. Past improvements initiated by the non-profit tenants generally have been targeted at service and programming upgrades, and not building infrastructure improvements. Since 1995, the City has embarked on a major capital re-investment program to bring these buildings back into a reasonable state of repair. The 1997-1999 and the 2000-2002 Capital Plans included allocations to begin this process through both major maintenance as well as social service, childcare and cultural facilities capital budgets.

The 2001 Supplementary Capital report, approved by Council on June 7th noted that a comprehensive plan for childcare maintenance was necessary and would be submitted to the 2002 budget process.

DISCUSSION

Childcare Portables:
The City owns a number of childcare portables which are sited on City-owned land and operated by independent non-profit societies. Building Management staff provide some maintenance within available resources. No funds, however, had been budgeted in earlier Capital Plans for major maintenance including roof replacement.

The six childcare portables addressed in this report are listed in Appendix A. They were all erected in the mid 1990s, and like most portables, are prefabricated modular construction intended for temporary use. In recent years, both Building Management and the daycare operators have become increasingly concerned about water leakage. In the spring of this year, Community Care Facilities Licensing's Environmental Health Officer also became concerned and called for an immediate envelope inspection to measure the moisture content in these six portables and determine the extent of any damage to the structural integrity and indoor air quality.

Moisture testing indicated elevated readings in all six buildings well above acceptable standards. Staff note that the testing was done during the summer and after a winter of record low rainfall. Further testing may be necessary during the wetter winter months to determine the full extent of the problem. However, the levels were sufficiently worrisome to suggest that immediate action be taken. Engineering consultants were retained.

In summary, the consultants found that all six portables require immediate roof repair or replacement. The problem seems to be a result of the original construction when the perception may have been that these would be temporary structures, a less durable roofing and cladding system was used. The consultants recommend that all six roofs be replaced with permanent roofing systems. In addition, modifications to the scuppers, flashings, canopies and drainage is recommended - at an estimated cost of $235,000. Cost estimates are attached to this report as Appendix A.

Staff note that this is a budget estimate and because the full extent of the roof rot cannot be known until the roof is removed, costs may increase if the roof sheathing also has to be replaced. To address this budget uncertainty, staff are proposing to commence the roof replacement on the three centres most in need of repair. If more extensive rot is discovered and more extensive repairs are necessary, these three facilities can be completed with the available funds. Staff will report back seeking a further allocation for the remaining three facilities from either 2002 Contingency Reserves or the 2002 Roof Replacement Program Capital Budget.

Cultural Facilities - Emergency Repair:
Since 1998, the City has completed extensive repairs to the Firehall Arts Centre. While much has been accomplished there are still several areas of concern including the perimeter fence. The Gore Street fence was replaced with a wrought iron fence, however the lane fence is still the original wooden structure and is falling over. While it may be desirable to replace this fence in the future, staff are recommending that for now, it be repaired and made structurally secure as the cost to replace the fence is prohibitive. Building Management staff estimate the cost to repair the existing fence is $25,000.

Cultural Facilities - Feasibility Studies:
The federal government has launched a new $80 million capital program, Cultural Spaces Canada which will fund up to 33% of eligible projects, including feasibility studies. Staff are proposing that the City also invest in feasibility studies relating to City-owned cultural facilities which are operated by independent non-profit societies.

Prior to investing in capital improvements, a full feasibility study is warranted to ensure that a viable program of activities matches the proposed capital investments. Many non-profitorganizations, in an effort to save limited resources, by-pass this important step and move directly to a proposed solution. Staff recommend that a feasibility study be a pre-requisite for non-profit organizations seeking capital expansion (as opposed to repair) in City-owned facilities.

The Vancouver East Cultural Centre has made an application to the Cultural Spaces Canada program for a feasibility study to review the costs and benefits of upgrading and maximizing the two existing structures. The estimated cost of the study is $25,000. Staff are recommending a City allocation of $8,500.

The Vancouver Opera has had a long-standing need to co-locate rehearsal, office and production facilities. They currently lease various spaces throughout the downtown. Staff has been working with the Opera to identify a solution within a City-owned facility. A feasibility study is required to confirm the required building program and test options for financial viability. Staff are recommending an allocation of $6,500 towards the preliminary phase of the study. Pending the study conclusions, a submission for the balance of the estimated total cost of $20,000, will be made to the Cultural Spaces Canada program.

FINANCIAL IMPLICATIONS

The 2000-2002 Capital Plan included an allocation of $1,500,000 for City-owned Social and Cultural facilities. The 2001 Capital Budget allocated $675,000 - intended to provide funding for one larger project (Mole Hill childcare - $400,000) and a number of smaller cultural facilities.

Roof replacement of City-owned buildings where the City has a responsibility for structural repairs is normally funded through Building Management's Roof Replacement Budget in the Capital Plan. This budget, however, did not anticipate replacement of the childcare portables and has been fully committed for 2001 and 2002. Staff are therefore recommending the childcare portable roof replacement be funded from the City-owned social service and cultural facilities capital budget noting that upgrades to the cultural facilities which had been anticipated may need to be deferred to the next Capital Plan.

Staff are recommending funding of $235,000 for childcare portable roof replacement, as well as $25,000 for emergency repairs and lighting to the Firehall Arts Centre and $15,000 for feasibility studies for City-owned cultural facilities.

The proposed allocations in this report total $275,000 leaving no funds unallocated from the 2001 City-owned social service and cultural facility capital budget.

CONCLUSION

The City-owned childcare and cultural facilities provide important facility infrastructure for community-based programs and services. Staff are recommending a series of repairs to six childcare portables and to the Firehall Arts Centre as well as funding towards two feasibility studies for City-owned cultural facilities.

* * * * *

cs011108.htm

Appendix A
Page 1 of 1

Childcare Portables

Name

Address

Estimated Cost of Repairs/Roof Replacement

Strathcona Preschool/Outof School Care

601 Keefer Street

$34,000

Thunderbird After School Care

2311 Cassiar

$38,000

Grandview Terrace Childcare Centre

2075 Woodland

$44,000

Collingwood Childcare Centre

5288 Joyce

$46,500

Playhouse Childcare Centre

4107 Brant Street

$33,000

Kids Care preschool

7715 Muirfield

$39,500

Total:

  

$235,000

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