| Chief of Police Armand P. La Barge |
| York Regional Police |
| 17250 Yonge Street, Newmarket, Ontario, Canada L3Y 4W5 1866-8POLICE TTY 1-800-668-0398 Fax 905-853-5810 www.yrp.ca |
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THE REGIONAL MUNICIPALITY OF YORK POLICE SERVICES BOARD REPORT OF THE CHIEF OF POLICE 29 AUGUST 2007 __________________________________________ Re: Renewal of Leases at the Yonge Mulock Centre, 16775 Yonge Street, Newmarket __________________________________________ RECOMMENDATIONS:
York Regional Police currently leases space at the Yonge Mulock Centre situated at 16775 Yonge Street, Newmarket for various units of York Regional Police. The landlord, Newmarket Property Corporation, is prepared to agree to a further lease renewal covering the terms referred to in recommendation 1 commencing October 1, 2007. Each of the leases herein referred to have annual payment obligations of less than $250,000 and, accordingly, are considered "non-material leases" under the Region's Capital Financing and Debt Policy. Therefore, the Board does not require Regional Council's prior authority to enter into them, but the Board must give notice of them to the Region's Treasurer for reporting purposes under that Policy. FINANCIAL IMPLICATIONS: The current lease rate amounts for 2007 are as follows: Current 2007 Lease rates to September 30, 2007: 
In addition, the Lessee agrees to pay for all other costs of occupancy, including insurance on the contents, the cost of maintenance, repair and replacement for those components of the HVAC system at an estimated cost of $0.39 per square foot per year, paid monthly as additional rent. Region of York Risk Management is aware of these Lease Renewals for insurance purposes and will provide the insurance certificate of not less than $1,000,000 as required in this Lease. Sufficient funds exist in the 2007 budget to cover the lease period of October to December 2007. Funds have been identified and budgeted for in the 2008 Operating Budget to cover the 2008 lease payments. BACKGROUND: Since August 2002, the Board entered into lease agreements at the Yonge Mulock Centre to provide off-site facilities for York Regional Police. The leased space at the Yonge Mulock Centre is utilized for numerous units including Community Services, Professional Standards, Professional Development, Recruiting, Crime Stoppers, Staff Development, Legal Services, Alarms, Paid Duty and units from Investigative Services. At present, 95 members work out of the Yonge Mulock location. It is anticipated that by the end of 2009, 125 members will be reporting to this location. The Yonge Mulock location is equipped with the necessary technology to support the units currently located at the site. Significant investments have been made to provide the necessary voice, data and security requirements. The Region of York Information Technology Services Department is in the process of planning the upgrade to the site to increase the phone capacity. The cost to relocate these services to a new location would require a substantial capital investment. The site has adequate parking for the needs of York Regional Police and it is conveniently located close to Headquarters' location. Members located at the Yonge Mulock location work closely with other members located at Headquarters. Upon renewing the previous lease, it was anticipated that construction of the new Investigative Services and Support Services facility would have been completed by the end of 2008. With the delay in the completion of the construction of the new facility to the spring of 2010 and staff moves planned between April to June 2010, it is necessary to remain in the leased space until such time staff have relocated. There is no available office space for lease in the Newmarket area that would provide us the space we need for the lease costs that we currently are paying. Newmarket Property Corporation is aware that we are building a new facility and that we will be moving out of most of the leased space we currently occupy at the Yonge Mulock Centre. They are willing to release the existing spaces to us, but only under the condition that the leases are not all terminated at the end of the same month and year. This is to prevent the majority of the building being vacant at one time. As a result, the terms of the leases range from 2 to 3 years. In order to provide the necessary space for growth between fall September 2007 and December 2009, a space analysis review was completed by the Capital Projects Bureau. Additional space is required for members of Investigative Services, Community Services and Legal. Additional space is also required for units currently located at Headquarters, specifically Investigative Services Major Crimes, Information Management Bureau and Finance. Space pressures at Headquarters are to be relieved when the new Investigative Services and Support Services facility is completed and the Investigative Services units located on the second floor are relocated to the new building. In the interim and in order to provide the necessary space for York Regional Police staff growth from 2007 to 2009, an additional 15,000 gross square feet of space is required. A report under separate cover will be presented to the Police Services Board to request this additional space. Average lease rent rate for professional office space in the Newmarket is area is between $12 and $22 per square foot, plus TMI. The rates provided by Newmarket Property Corporation are competitive. Given the capital investment made by York Regional Police in this building and the Capital Plan that indicates that the construction of the new Investigative and Support Services building will be completed March 2010, the most cost effective method of accommodating the units at the Yonge Mulock location is to remain in their present location. |
Respectfully submitted, Armand P. La Barge, Chief of Police. |