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2009-06-22_Agenda Packet--Dossier de l'ordre du jour
Cityof SaintJohn CommonCouncilMeeting Monday,June22,2009 CommitteeoftheWhole 1.CalltoOrder 5:00p.m.8thFloorBoardroomCityHall 1.1LegalOpinion10.2(4)(f) 1.2LegalOpinion10.2(4)(f) 1.3 EmploymentMatter10.2(4)(f,j) 1.4LegalProceedingsUpdate10.2(4)(f) RegularMeeting 1.CalltoOrder Prayer 5:30p.m.CouncilChamber 2.ApprovalofMinutes 2.1MinutesofJune1,2009 3.AdoptionofAgenda 4.DisclosuresofConflictofInterest 5.ConsentAgenda 5.1 TenderforVictoriaSquareRefurbishment(RecommendationinReport) 5.2 TenderforRobertsonSquareRefurbishment(RecommendationinReport) 5.3 TenderforSelfContainedBreathingApparatus(RecommendationinReport) 5.4 TenderforLightingUpgrade,PeterMurrayArena(Recommendationin Report) 5.5 TenderforAmmoniaPlantHeatRecoveryandFloodWaterHeating,Peter MurrayArena(RecommendationinReport) 5.6LandAcquisitionThorneAve LiftStation4Project-FreeholdLandsof RobertArseneau(RecommendationinReport) 6.MembersComments 7.Proclamation 7.1HireaYouthWeekJune22-26,2009 8.Delegations/Presentations 8.1(a,b,c,d)AnAccountabilityFrameworkfortheCityofSaintJohn 8.2ProjectReAdd 8.3NewBrunswickPoliceAssociation 9.PublicHearings 7:00p.m. 9.1(a)ProposedSection39Conditions251WentworthSt. 9.1(b)PlanningAdvisoryReportRecommendingSection39Conditions 10.ConsiderationofBy-laws 10.1 ThirdReadingStopUpandCloseaPortionofCrownSt 10.2 ThirdReading806ManawagonishRoadwithSection39Conditions 11.SubmissionsbyCouncilMembers 11.0BudgetSubmissionstoFinanceCommittee(CouncillorSullivan) Tabledon June1,2009 11.1MinimumPropertyStandardsStatisticsfromMay2008toMay2009 (CouncillorMcGuire)(ForwardedfromJune15,2009) 11.2WestSaintJohnRecreation/Leisure Examination(Councillor McGuire)(ForwardedfromJune15,2009) 11.3WestSaintJohnRetailDevelopmentForumParticipantFeedbackSummary (CouncillorMcGuire)(ForwardedfromJune15,2009) 11.4AbilitytoUseTermContractsforSeniorStaff(CouncillorFarren) 11.5Rescinding2002ResolutionReCityManager'sPension 11.6RequesttoPresent-GeothermalEnergy(MayorCourt) 12.BusinessMattersMunicipalOfficers 12.1CommonClerk:RogersTVWebcastingandTelevisingCoveragefor CouncilMeetings(ForwardedfromJune15,2009) 12.2CityManager:RecentAmendmentstoCommunityPlanningAct (ForwardedfromJune15,2009) 12.3(a)CityManager:MunicipalPlanAmendment&RezoningApplication- SandyPointRd(TabledonJune15,2009) 12.3(b)SandyPointRoad(Milledgeville)NeighbourhoodGroupLetterto Council 12.4CityManager:QualityAsphaltPavementsaCommitmenttoImprovingSaint JohnStreets(ForwardedfromJune15,2009) 12.5CityManager:ImplementationRequirements-FireServicesReview 12.6CityManager:BuildingPermitApplication109CrowleyRd 13.CommitteeReports 13.1SubdivisionApplicationfor2905LochLomondRd 14.ConsiderationofIssuesSeparatedfromConsentAgenda 14.1FrankRodgersLetterPensionArrangement(ForwardedfromJune15,2009) 14.2StreetNameChange(ForwardedfromJune15,2009) 15.GeneralCorrespondence 15.1JohnHendersonLawOfficeRequesttoPresent-A.BrunBuilding CertificateApplication(ForwardedfromJune15,2009) 15.2 LilyLakePavilionRequesttoPresent(ForwardedfromJune15,2009) 16.Adjournment Cityof SaintJohn Séance duconseilcommunal Lelundi22juin2009 Comitéplénier 1.Ouverturedelaséance e 17hSalledeconférence, 8étage,hôteldeville alinéa10.2(4)f) 1.1Avisjuridique alinéa10.2(4)f) 1.2Avisjuridique alinéas10.2(4)f),j) 1.3Questionrelativeàl'emploi alinéa10.2(4)f) 1.4Miseàjoursurlesprocéduresjudiciaires Séanceordinaire 1.Ouverturedelaséance,suiviedelaprière 17h30Salleduconseil 2.Approbationduprocès-verbal er 2.1Procès-verbaldelaséancetenuele 1juin2009 3.Adoptiondel'ordredujour 4.Divulgationsdeconflitsd'intérêts 5.Questionssoumisesàl'approbationduconseil 5.1SoumissionrelativeàlaremiseenétatdelaplaceVictoriaSquare (recommandationfigurantaurapport) 5.2SoumissionrelativeàlaremiseenétatdelaplaceRobertsonSquare (recommandationfigurantaurapport) 5.3Soumissionrelativeàl'acquisitiond'appareilsrespiratoiresautonomes (recommandationfigurantaurapport) 5.4Soumissionrelativeàlamodernisationdel'éclairageàl'arénaPeterMurray (recommandationfigurantaurapport) 5.5Soumissionrelativeaudispositifderécupérationdelachaleuretdechauffage deseauxdecruedel'usinedefabricationd'ammoniacpourl'arénaPeterMurray (recommandationfigurantaurapport) o 5.6Acquisitionfoncièredelastationderelèvement n4del'avenue Thorne Bien-fondsentenurelibredeRobertArseneau(recommandationfigurantau rapport) 6.Commentairesprésentésparlesmembres 7.Proclamation 7.1SemaineEmbauchezunétudiant!du22au26juin2009 8.Délégationsetprésentations 8.1a,b,c,d)Cadreredditionnelde TheCityofSaintJohn 8.2ProjetReAdd 8.3AssociationdepoliceduNouveau-Brunswick 9.Audiencespubliques 19h 9.1a)Projetconcernantlesconditionsimposéesparl'article39relativementau 251,rueWentworth 9.1b)RapportduComitéconsultatifd'urbanismerecommandantlesconditions imposéesparl'article39 10.Étudedesarrêtésmunicipaux 10.1Troisièmelecturedel'arrêtédezonagevisantlafermetureetlebarraged'un tronçondelarueCrown 10.2Troisièmelecturedel'arrêtédezonageetdesconditionsimposéespar l'article39visantle806,chemin Manawagonish 11.Interventionsdesmembresduconseil 11.0DemandesbudgétairesprésentéesauComitédesfinances er (conseillerSullivan)pointreportélorsdelaréuniondu 1juin2009 11.1Statistiquessurlesnormesminimalesrégissantlesrésidencesdemai2008à mai2009(conseillerMcGuire)(pointreportédelaséancedu15juin2009) 11.2 ÉvaluationdesloisirsdansSaintJohnOuest(conseillerMcGuire)(point reportédelaséancedu15juin2009) 11.3Résumédescommentairesdesparticipantsauforumtenupar Enterprise SaintJohnconcernantl'aménagementcommercialàSaintJohnOuest (conseillerMcGuire)(pointreportédelaséancedu15juin2009) 11.4Possibilitéd'utiliserdescontratsàtermepourlahautedirection (conseillerFarren) 11.5Annulationdelarésolutionde2002concernantlerégimederetraitedu directeurgénéral 11.6Demandedeprésentationénergiegéothermique(maireCourt) 12.Affairesmunicipalesévoquéesparlesfonctionnairesmunicipaux 12.1Greffiercommunal:DiffusionWebetcouverturetéléviséedesséancesdu conseilréseaudetélévisionRogers(pointreportédela séancedu15juin2009) 12.2Directeurgénéral:ModificationsrécentesàlaLoisurl'urbanisme(point reportédelaséancedu15juin2009) 12.3Directeurgénéral:Modificationduplanmunicipaletdemandederezonage visantlecheminSandyPoint 12.4Directeurgénéral:Asphaltedequalitéengagementd'améliorerlesruesde SaintJohn(pointreportédelaséancedu15juin2009) 13.Rapportsdéposésparlescomités 13.1Demanded'aménagementd'unlotissementau2905,cheminLochLomond 14.Étudedessujetsécartésdesquestionssoumisesàl'approbationduconseil 14.1LettredeFrankRodgersrelativeauxdispositionsdurégimederetraite (pointreportédelaséancedu15juin2009) 14.2Changementdenomderue(pointreportédelaséancedu15juin2009) 15.Correspondancegénérale 15.1CabinetJohnHendersonaunomd'A.Brundemandedepermisde construireetdemandevisantàseprésenterdevantleconseil(pointreportédela séancedu15juin2009) 15.2Demandeprésentéepar Lily LakePavilionInc.visantàseprésenterdevant leconseil(pointreportédela séancedu15juin2009) 16.Levéedelaséance REPORTTO COMMONCOUNCIL M&C2009-185 June15,2009 HisWorshipMayorIvanCourt AndMembersofCommonCouncil: SUBJECT:VictoriaSquareRefurbishment:AwardofTender&Construction Management BACKGROUND: Thistendercallconsistsofprojectsthatwereapprovedinthe2008and2009 GeneralFundCapitalProgramsforVictoriaSquareandOldNorthEndPublic Squaresasfollows: x Redesignofenhancements x Renewcurband sidewalkaroundthesquare x Renovatetheentiresquare Inaddition,attheMarch16,2009meetingofCommonCouncil,authorization wasgivenforstafftonegotiateconstructionmanagementservicesforthiswork. OnMay11,2009,withacomprehensiveanddetailedscopeofworkdocument developedbystaff,aproposalforconsultingserviceswasrequestedfromGlenn GroupLtd,LandscapeArchitects&ParkPlanners,tocarryoutproject managementservicesfortheVictoriaSquareRefurbishment. ANALYSIS: Tendersforthesupplyofallnecessarylabour,materialsandequipmentrequired tocompletetherequiredrefurbishmentofVictoriaSquareclosedonJune10, 2009,withthefollowingresults: ContractorBidPrice (HSTincluded) 1.ICRGeneralContractorsLtd.$398,000.00 2.FairvilleConstructionLtd.$467,975.00 3.Maguire ExcavatingLtd.$330,049.00 4.CastleRockConstructionServicesInc.$386,500.00 Page Two ANALYSIS&.Contd: ThetenderswerereviewedbystaffofMaterialsManagementandLeisure Servicesandwerefoundtobeformalinallrespects.Staffbelievesthatthelow bidderhasthenecessaryresourcesandexpertisetoperformthework,and recommendacceptanceoftheirtender. Additionally,inresponsetotherequestforconsultingservices,GlennGroupLtd submittedaproposalonMay29,2009.Thissubmissionhasbeenreviewedby staffandtheconsultantsrequestedfeeisalsoincludedforconsiderationand approvalbyCouncil. FINANCIAL: TheproposedcostofworkfromGlennGroupLtd.toprovideconstruction managementservicesisapproximately$30,479.00.Thelowtenderedfor constructionisMaguireExcavatingLtd.withaproposedcostofapproximately $330,049.00. Thisisaplannedprojectwiththeworktobechargedagainstthreecapitalworks projectsandassuchfundsareavailableineachofthebudgetsindentifiedtocover thetotalcost. RECOMMENDATION: Itisrecommendedthat: 1.TenderNo.2009-081802T:VICTORIASQUAREREFURBISHMENT beawardedtothelowbidder,MaguireExcavatingLtd.,atthetendered priceof$330,049.00HSTincluded,andfurtherthattheMayorand CommonClerkbeauthorizedtoexecutethenecessarycontract documents. 2.TheproposalofGlennGroupLtd.forconstructionmanagementservices fortheVictoriaSquareRefurbishmentbeacceptedandthatMaterialsand FleetManagementissueaPurchaseOrderintheamountof$30,479.00 HSTincluded. Respectfullysubmitted, DavidLogan,CPPBPatrickWoods,CGA PurchasingAgentDeputyCityManager M&C2009-184 June16,2009 HisWorshipMayorIvanCourt AndMembersofCommonCouncil: SUBJECT:RobertsonSquareRefurbishment:AwardofTender&ConstructionManagement BACKGROUND: Thistendercallconsistsofprojectsthatwereapprovedinthe2008and2009GeneralFund CapitalProgramsforRobertsonSquareandOldNorth EndPublicSquaresasfollows: x Redesignofenhancements x Renewcurband sidewalkaroundthesquare x Renovatetheentiresquare Inaddition,attheMarch16,2009meetingofCommonCouncil,authorizationwasgiven forstafftonegotiateconstructionmanagementservicesforthiswork. OnMay3,2009,withacomprehensiveanddetailedscopeofworkdocumentdevelopedby staff,aproposalforconsultingserviceswasrequestedfromGlennGroupLtd,Landscape Architects&ParkPlanners,tocarryoutprojectmanagementservicesfortheRobertson SquareRefurbishment. ANALYSIS: Tendersforthesupplyofallnecessarylabour,materialsandequipmentrequiredto completetherequiredrefurbishmenttoRobertsonSquareclosedonJune10,2009,withthe followingresults: ContractorBidPrice (HSTincluded) 1.ICRGeneralContractorsLtd.$309,000.00 2.CastleRockConstructionServicesInc.$370,000.00 -2- ANALYSIS&.Contd ThetenderswerereviewedbystaffofMaterialsManagementandLeisureServicesand werefoundtobeformalinallrespects.Staffbelievesthatthelowbidderhasthenecessary resourcesandexpertisetoperformthework,andrecommendacceptanceoftheirtender. Additionally,inresponsetotherequestforconsultingservicesproposal,GlennGroupLtd submittedaproposalonMay29,2009.Thissubmissionhasbeenreviewedandthe consultantsrequestedfeeisappropriateforsubmissiontoCouncilforapproval. FINANCIAL: TheproposedcostofworkfromGlennGroupLtd.toprovideconstructionmanagement servicesisapproximately$31,329.00.ThelowtenderedforconstructionisICRGeneral ContractorsLtd.withaproposedcostofapproximately$309,000.00. Thisworkwillbechargedagainstthreecapitalworksprojects,howeverduetosome changesinthescopeofthisproject,inadditiontotheneedfortidalworkinvolvingthe gabionretainingwallandboardwalk,thetotalexpenditures(bothcurrentlycommittedand theaboveidentified)areapproximately$90,000morethanapprovedinthethreecapital worksprojects. StaffofLeisureServiceshoweverhasidentifiedareasinthecapitalbudgetprojectswhere significantunderexpendituresduetocertainpreviouslyunrecognizedeconomieswillexist. Theseunderexpenditureswillmorethancompensatefortheshortfallinfunding previouslyidentifiedforthisproject,thereforeitisnotanticipatedthatthetotalallocated forprojectsunderthecapitalbudgetwillexceedthetotalapproved. ThisisaplannedprojectandthereisadequatefundingintheoverallCapitalProgram Budgettocoverthiscostdifference. RECOMMENDATION: Itisrecommendedthat: 1.TenderNo.2009-081803T:ROBERTSONSQUAREREFURBISHMENTbe awardedtothelowbidder,ICRGeneralContractorsLtd.,atthetenderedpriceof $309,000.00HSTincluded,andfurtherthattheMayorandCommonClerkbe authorizedtoexecutethenecessarycontractdocuments. -3- RECOMMENDATION&.Contd: 2.TheproposalofGlennGroupLtd.forconstructionmanagementservicesforthe RobertsonSquareRefurbishmentbeacceptedandthatMaterialsandFleet ManagementissueaPurchaseOrderintheamountof$31,329.00HSTincluded. Respectfullysubmitted, DavidLogan,CPPB PurchasingAgent PatrickWoods,C.G.A. DeputyCityManager REPORTTOCOMMONCOUNCIL M&C2009-182 19June,2009 HisWorshipMayorIvanCourt &MembersofCommonCouncil YourWorshipandCouncillors: SUBJECT: TenderforSelfContainedBreathingApparatus BACKGROUND: Tendershavebeenreceivedforthesupplyof10newselfcontainedbreathing apparatuscompletewithfacepieceandreplacementcarbonfibrecylindersforuseby theSaintJohnFireDepartment. Thispurchasehasbeennecessitatedbytheneedtoreplaceexistingolderunitswhich arenolongerconsideredfitforactivedutyduetotheirageorbecauseof predeterminedexpirationdates. ANALYSIS: FivecompaniesrespondedtotheCitystendercallbysubmittingbids. SafetySource$50,176.50 CenturyVallen$64,759.36 LevittSafety$56,455.76 Acklands-Grainger$55,126.68 MicMacFire&SafetyLtd.$44,383.30 StaffoftheSaintJohnFireDepartmentandMaterials&FleetManagementhave reviewedthebidsandhavefoundthemalltobecompleteineveryregard. REPORTTOCOMMONCOUNCIL PAGETWO FINANCIALIMPLICATIONS: Ifawardedtothelowbidder,thetotalcostfornewselfcontainedbreathingapparatus andcarbonfibrecylinderswillbe$44,383.30plustax. Thisisaplannedexpenditureandassuchfundsareincludedinthe2009GeneralFund CapitalBudget. RECOMMENDATION: Itisrecommendedthatthetenderforthesupplyof10selfcontainedbreathing apparatuscompletewithfacepieceandcarbonfibrecylindersbeawardedtoMicmac FireandSafetyintheamountof$44,383.30,plustax. Respectfullysubmitted, ____________________ DavidLogan,CPPB PurchasingAgent ____________________ PatWoods,CGA DeputyCityManager REPORTTOCOMMONCOUNCIL M&C2009-183 19June2009 HisWorshipIvanCourt andMembersofCommonCouncil YourWorshipandCouncillors: SUBJECT:TenderforLightingUpgradePeterMurrayArena BACKGROUND: InMarch2009,theCityofSaintJohnincooperationwithMCWMaricorGroup conductedanenergyauditonPeterMurrayArena. Theobjectiveoftheauditisto evaluatethecurrentstateoftheenergyusagewithinthefacility,andprovide energymeasuresforreducingthetotaloperatingcostincludingenergycost. Thereportrecommendsthefollowingenergymeasures: 1-Replaceallexistinglightfixturesinsidethearenawithnewlowwattage lampsandpremiumlowpowerfactorinstantstartelectronicballasts 2-ReplacetheIcerinkmetalhalidefixtureswithHighoutput T5highbay fixtures 3-Installoccupancysensorsinareaswherethelightsarelefton24hours Theinstallationoftheabovemeasureswillhavethefollowingbenefits: 1-Instantturnonoftheicesurfacelightingversustheoldmetalhalide whichrequire5to10minutesforthelightstowarmup 2-Highsystemefficiencyand95%lumenmaintenance 3-Reduceannuallightmaintenancecostduetoincreaseoftheratedlife ofthenewlightingsystems(30,000hoursvs.20,000hours) 4-Estimatedannualsavingsof$4,500.00 5-Estimatedannualgreenhousegasemissionsreductionof45 Tonsof CO2 TheCityofSaintJohnwillbeeligibletoreceivefinancialincentivesintheamountof $2,700.00from EfficiencyNBandthefederalgovernmentunderthe EcoEnergyRetrofit IncentiveProgramforBuildings. Page Two ANALYSIS: TendersfortheupgradeoflightingatthePeterMurrayArena,asperMCWMaricors recommendations,closedonWednesdayJune17,2009withfourcompaniesoptingtosubmit bidsasfollows: SESLightingand EnergyConsultantsBedford,NS$43,332.11HSTIncluded Design ElectricInc.Rothesay,NB$46,895.00HSTIncluded DonovanAssociatesInc.SaintJohn,NB$46,104.00HSTIncluded OBrien ElectricCo.Ltd.SaintJohn,NB$82,490.00HSTIncluded *Engineers Estimate$45,200.00HSTIncluded ThetenderswerereviewedbystaffsofMaterialsManagementandFacilitiesManagementand werefoundtobeformalinallrespects.Staffisconfidentthatthelowbidderhasthenecessary resourcesandexpertisetoperformtheworkandrecommendacceptanceoftheirtender. FINANCIALIMPLICATIONS: ThetotalcosttoupgradelightingatthePeterMurrayArena,ifawardedtothelowestbidder asrecommended,willbe$43,332.11,HSTincluded. Thisisaplannedexpenditureandassuchfundstocoverthecostareincludedinthe2009 CapitalBudget. RECOMMENDATION: ItisrecommendedthatthetendersubmittedbySESLightingand EnergyConsultantsof Bedford,NS,intheamountof$43,332.11,taxincluded,forthesupplyofalllabour,materials andequipmentnecessarytoupgradelightingatthePeterMurrayArenabeaccepted. Respectfullysubmitted, _____________________ DavidJ.Logan PurchasingAgent _____________________ PatWoods,CGA DeputyCityManager REPORTTOCOMMONCOUNCIL M&C2009-181 19June2009 HisWorshipIvanCourt andMembersofCommonCouncil YourWorshipandCouncillors: SUBJECT:TenderforAmmoniaPlantHeatRecoveryandFloodWater HeatingPeterMurrayArena BACKGROUND: Background InMarch2009theCityofSaintJohn,incooperationwithMCWMaricorGroup, conductedanenergyauditonPeterMurrayArena. Theobjectiveoftheauditwas toevaluatethecurrentstateoftheenergyusagewithinthefacilityandtoprovide energymeasuresforreducingthetotaloperatingcosts,includingenergycost.In additiontothestudy,theconsultantevaluatedthefloodwaterheatingsystemand hasfoundthatthesystemtheheatingequipmentisoldandcostlytomaintainand nolongermeetstheapplicablegascode. Thereportrecommendsupgradingthefloodwaterheatingsystemandinstalling heatrecoverysystemtorecoverheatfromthegasammoniadischargeline,which istypicallylosttotheatmosphere. Thisheatrecoverywillhelppre-heatthewater goingtotheicemachinewaterstoragetanks. Thisnewinstallationwillhelpreducetheoveralloperatingcost,includingenergy costs,andincreasethelifeexpectancyofthehotwatersystemby15years. TheCityofSaintJohnwillbeeligibletoreceivetotalfinancialincentivesinthe amountof$2,800.00from EfficiencyNBandthefederalgovernmentunderthe EcoEnergyRetrofitIncentiveProgramforBuildings. Page Two ANALYSIS: TendersforAmmoniaPlantHeatRecoveryandFloodWaterHeatingatthePeterMurrayArenaas perMCWMaricorsrecommendationsclosedonWednesdayJune17,2009withthreecompanies optingtosubmitbids.UnfortunatelythebidsubmissionfromLeRoysHeatinghadtoberejected bythe TenderOpeningCommitteeasincomplete. Theremainingtwobidsareasfollows; MasterMechanicalContractors-SaintJohn,NB$93,690.00HSTIncluded Electrical&RefrigerationServicesLtd.Moncton,NB$134,810.13HSTIncluded *Engineers Estimate$90,400.00HSTIncluded ThetwocompletetenderswerereviewedbystaffsofMaterialsManagementandFacilities Managementandwerefoundtobeformalinallrespects.Staffisconfidentthatthelowbidderhasthe necessaryresourcesandexpertisetoperformtheworkandrecommendsacceptanceoftheirtender. FINANCIALIMPLICATIONS: ThetotalcostforAmmoniaPlantHeatRecoveryandFloodWaterHeatingatthePeterMurray Arena,ifawardedtothelowestbidderasrecommended,willbe$93,690.00,taxincluded. Notwithstandingthefactthatthetenderisslightlyhigherthanthe Engineers Estimateforthis project,sufficientfundstocoverthecostareincludedinthe2009CapitalBudget. RECOMMENDATION: ItisrecommendedthatthetendersubmittedbyMasterMechanicalContractorsofSaintJohn,NB, intheamountof$93,690.00,taxincluded,forthesupplyofalllabour,materialsandequipment necessaryfortheAmmoniaPlantHeatRecoveryandFloodWaterHeatingatthePeterMurray Arenabeaccepted. Respectfullysubmitted, ____________________ DavidJ.Logan PurchasingAgent _____________________ PatWoods,CGA DeputyCityManager M&C2009-179 June19,2009 HisWorshipMayorIvanCourtand MembersofCommonCouncil YourWorshipandCouncillors: SUBJECTLandAcquisitionThorneAveLiftStation#4Project : FreeholdlandsofRobertArseneau BACKGROUND : InrelationtotheHarbourClean-Upproject,CommonCouncilhasalready: 1.AcceptedfundingfromtheMunicipalRuralInfrastructureProgram (MRIP),andfundingundertheCanadaStrategicInfrastructureFundfrom theGovernmentofCanadafortheWastewaterTreatmentSystemProject #2008-2012;and, 2.AdoptedapolicyofexpropriationandresolvedthattheCitySolicitoror hisdesignatebeauthorizedtocommenceandproceedwiththe expropriationprocesstoacquireaccessandtitletotherequiredlandsto ensurethetimelyacquisitionsoftherequiredlands(saveandexceptthose landsownedbycorporationswithhigherexpropriatingauthoritythanthe City);and, 3.ResolvedthattheCityManagerbedirectedtoproceedtonegotiatethe acquisitionbyagreement,ofalllandinterestsrequiredtoamaximumof 125percentoftheappraisedvaluewithintentiontopromotegoodwill, equity,andultimatelynegotiatedvoluntarysettlementsonvalue. Negotiationswiththevariousaffectedlandownershavebeeninitiatedtowards acquisitionbyagreementofalllandinterestssorequiredbytheCityofSaint John. Theprojectrequiresconstructionofasewerliftstation(SLS#50)alongRedHead Road,partlyonPID#00342402,andpartlyonPID55114300.Staffhas successfullynegotiatedanagreementwithRobertArseneau,subjecttoCommon ReporttoCommonCouncilPage2 June19,2009 Councilsapproval,forthepurchaseofthefreeholdinterestofaportionofPID# 00342402.Acopyoftheagreementisattachedhereto,alongwithacopyofthe designplanandtheproposedPlanofSurvey. Thenegotiatedpricefallswithin theresolutionadoptedbyCommonCouncil. Themarketvalueofthefreehold landrequirementwasdeterminedbyappraisaltobe$1,617.00.Thenegotiated priceis$2,021.00,being125%oftheappraisedvalue. StaffexpectstopresentaReporttoCommonCouncilfortheotherportionofland requiredforthissewerliftstationinthenearfuture. Todate,staffhaspresentedatotalof8negotiatedlandrequirementsforCommon Councilsconsiderationandapprovalregardingthisproject.Negotiationswiththe otheraffectedlandownerscontinue,andstaffisoptimisticthatthesecanbe successfullyconcludedinthenearfuture,andthenbroughtforwardforCommon Councilsconsideration. RECOMMENDATION : 1.That TheCityofSaintJohnaccepttheofferofRobertArseneauassetout intheAgreementofPurchaseandSale(Agreement)attachedtoM&C 2009-179&acquiretheportionofPID00342402describedinthe Agreementforthesumof$2,021.00+HSTifapplicable,upontheterms andconditionscontainedinthesaidAgreement. Respectfullysubmitted, KenForrest,MCIP,RPP Commissioner PlanningandDevelopment J.PatrickWoods,C.G.A. DeputyCityManager PW/p June17,2009 YourWorshipandCouncillors: SUBJECT:Section39AmendmentApplication-251WentworthStreet OnMay11,2009CommonCouncilreferredtheabovemattertothePlanning AdvisoryCommitteeforareportandrecommendation. TheCommittee consideredtheattachedreportatitsJune16,2009meeting. Mr.WilliamShannonappearedtospeakonbehalfoftheapplicationand indicatedthatheisinagreementwiththeattachedrecommendationwiththe exceptionoftherequirementthatthefrontdoorofthebuildingbereplacedwitha moreresidentialstyledoor.Mr.Shannonpointedoutthatthereisinsufficient fundingtopurchaseanewdoorandthathefeltaresidentialdoorwouldnotbeas functionalforaccessibilityorasdurableastheexistingcommercialdoor. Mr.Carl TrickeyandMs.CatherineFarrisappearedtospeakonbehalfof P.U.L.S.E.(PeopleUnitedfortheLowerSouth End)Inc.andindicatedthatthey andtheresidentsoftheneighbourhoodweresatisfiedwiththebuildingasitwas currently.Mr.Trickeyalsosubmittedtheattachedletter. Afterconsideringtheattachedreportandtheaforementionedpresentations,the Committeeadoptedarevisedrecommendationas setoutbelow. RECOMMENDATION : ThatCommonCouncilamendtheSection39conditionsimposeduponthe August5,2008rezoningofaparceloflandwithanareaofapproximately410 squaremetres,locatedat251WentworthStreet(formerly199BritainStreet),also identifiedasPIDNo.00001339,toreadasfollows: a)Theuseofthe siteisrestrictedtotheproposedcommunitypolicing satelliteofficeandcommunityoutreachofficeasgenerallyillustratedon thesubmittedproposal; b)Theproponentshallpavetheparkingareaanddrivewaywithasphaltand encloseitwithcast-in-placeconcretecurbsinordertoprotectthe landscapedareasandfacilitateproperdrainage; -2- c)Adequate sitedrainagefacilities(includingacatchbasinintheparking area,ifrequired)mustbeinstalledbytheproponentinaccordancewith planspreparedbythedeveloperandsubjecttotheapprovaloftheChief City Engineerorhisdesignate; d)Allareasofthe sitenotoccupiedbythebuilding,driveway,walkwaysand parkingareamustbelandscapedbytheproponent; e)The site shallnotbedevelopedexceptinaccordancewithadetailed site planillustratingbuildingandparkingarealocation,landscapedareas,and signage; f)Thebuildingelevationbepermittedtoremainasconstructedwithany improvementsdeemedpossiblebytheapplicant;and g)Allsiteimprovementsmustbecompletedwithinoneyearofapprovalof theoriginalbuildingpermitforthedevelopment;andfurther,thatuponthe rezoningoftheparcel,thelandandanybuildingorstructurethereonmust bedevelopandusedinconformitywiththeproposalandconditions identifiedherein. Respectfullysubmitted, StephenHorgan Chairman SH ProjectNo.09-185 DATE:JUNE12,2009 TO:PLANNINGADVISORYCOMMITTEE FROM:COMMUNITYPLANNING?PLANNINGANDDEVELOPMENT FOR:MEETINGOFJUNE16,2009 SarahHerring,MCIP,RPP Planner SUBJECT : NameofApplicant:W&SGeneralContractorsLtd. NameofOwner:P.U.L.S.E.Inc. Location:251WentworthStreet PID:00001339 MunicipalPlan:ApprovedCommercialDevelopment Zoning: B-2 GeneralBusiness Proposal:Topermitthecommunitypolicingofficetoremainasconstructed, withvinyl sidingandtrim,commercialmetalandglassfrontdoor andoverheadelectricalconnection. TypeofApplication:Section39Amendment JURISDICTIONOFCOMMITTEE: CommonCouncilhasrequestedtheviewsofthePlanningAdvisoryCommitteeconcerningtheproposed amendmenttotheSection39conditions.CommonCouncilwillconsidertheCommittees MondayJune22,2009. recommendationataPublicHearingon, W&SGeneralContractorsLtdPage2 251Wentworth StreetJune12,2009 STAFFRECOMMENDATIONTOCOMMITTEE : ThatCommonCouncilamendtheSection39conditionsimposedupontheAugust5,2008rezoningofa parceloflandwithanareaofapproximately410 squaremetres,locatedat251WentworthStreet (formerly199BritainStreet),alsoidentifiedasPIDNo.00001339,toreadasfollows: a)Theuseofthe siteisrestrictedtotheproposedcommunitypolicingsatelliteofficeand communityoutreachofficeasgenerallyillustratedonthesubmittedproposal; b)Theproponentshallpavetheparkingareaanddrivewaywithasphaltandencloseitwithcast-in- placeconcretecurbsinordertoprotectthelandscapedareasandtofacilitateproperdrainage; c)Adequate sitedrainagefacilities(includingacatchbasinintheparkingarea,ifrequired)must beinstalledbytheproponentinaccordancewithplanspreparedbythedeveloperandsubjectto theapprovaloftheChiefCity Engineerorhisdesignate; d)Allareasofthe sitenotoccupiedbythebuilding,driveway,walkwaysandparkingareamustbe landscapedbytheproponent; e)The site shallnotbedevelopedexceptinaccordancewithadetailed siteplanillustratingbuilding andparkingarealocation,landscapedareas,and signage; f)Thebuildingelevationbepermittedtoremainasconstructedwithanyimprovements deemedpossiblebytheapplicant,withtheexceptionthatthecommercialmetalandglass doormustbereplacedwithamoreresidential styleofdoorasoriginallyshownonthe approvedplans; and g)Allsiteimprovementsmustbecompletedwithinoneyearofapprovaloftheoriginalbuilding permitforthedevelopment;andfurtherthat,upontherezoningoftheparcel,thelandandany buildingorstructurethereonmustbedevelopedandusedinconformitywiththeproposaland conditionsidentifiedherein. BACKGROUND : Thesubject siteat251WentworthStreet(formerlyreferencedas199BritainStreet)wasthesubjectofa MunicipalPlanAmendmentandRezoninginFebruaryof2009topermitacommunitypolicingsatellite officeandcommunityoutreachofficeinanewbuilding. Theamendmentswereapprovedsubjecttothe followingSection39conditions: a)Theuseofthe siteisrestrictedtotheproposedcommunitypolicingsatelliteofficeand communityoutreachofficeasgenerallyillustratedonthesubmittedproposal; b)Theproponentshallpavetheparkingareaanddrivewaywithasphaltandencloseitwithcast-in- placeconcretecurbsinordertoprotectthelandscapedareasandtofacilitateproperdrainage; W&SGeneralContractorsLtdPage3 251Wentworth StreetJune12,2009 c)Adequate sitedrainagefacilities(includingacatchbasinintheparkingarea,ifrequired)must beinstalledbytheproponentinaccordancewithplanspreparedbythedeveloperandsubjectto theapprovaloftheChiefCity Engineerorhisdesignate; d)Allutilities,includingpowerandtelephone,mustbeprovidedundergroundbytheproponent; e)Allareasofthe sitenotoccupiedbythebuilding,driveway,walkwaysandparkingareamustbe landscapedbytheproponent; f)The site shallnotbedevelopedexceptinaccordancewithadetailed siteplananddetailed buildingelevations,tobepreparedbytheproponentandsubjecttotheapprovalofthe DevelopmentOfficer,illustratingbuildingandparkingarealocation,landscapedareas,exterior buildingdesign,exteriorlightingand signage; g)Allsiteimprovementsmustbecompletedwithinoneyearofapprovalofthebuildingpermitfor thedevelopment;andfurtherthat,upontherezoningoftheparcel,thelandandanybuildingor structurethereonmustbedevelopedandusedinconformitywiththeproposalandconditions identifiedherein. Subsequenttotherezoningapplication,adetailedsiteplanandbuildingelevationplansweresubmitted totheDevelopmentOfficerforapprovalalongwithabuildingpermitapplication. Theplansapproved bytheDevelopmentOfficerareattached,andarethesameplansthatwerecirculatedtothe neighbourhoodinadvanceoftheapplication.InaccordancewiththeSection39conditions,thebuilding elevationplansillustratedtheexteriorbuildingdesignwithdetailsincluding:hardi-plank siding, ornamentalbrackets,6 fasciaboards,10 hardi-trimunderthesoffit,6 cornerboards,4 trimaround windowsanddoors,10 hardi-plankgradeboards,ornamentalgableendvents,awoodenandglassdoor with sidelightwindows,anda smallerlightfixtureabovethe sidedoortotheparkinglot. DespitethedetailslistedontheapprovedelevationplansandintheSection39conditionsforthe rezoning,thebuildingat251WentworthStreetwasconstructedasshownontheattachedphotographs, withvinyl sidingandtrim,acommercialglassfrontdoorandoverheadelectricalconnection. INPUTFROMOTHERSOURCES : MunicipalOperationsandEngineering hasnoobjectionstotheproposedSection39Amendment application. BuildingsandInspectionServices hasbeenadvisedofthisapplication. SaintJohnFireDepartment hasbeenadvisedofthisapplication. SaintJohnEnergy hasbeenadvisedofthisapplication. W&SGeneralContractorsLtdPage4 251Wentworth StreetJune12,2009 ANALYSIS : SubjectSiteandNeighbourhood Thesubject siteislocatedatthecornerofWentworthStreetandBritainStreetintheCitysSouth End. Thesurroundingareaisamixedneighbourhoodofmainlyolder,multiple-familydwellings. Thesubject siteislocateddirectlyacrossWentworthStreetfromthe TurnbullHome. TheSouth EndCommunity CentreandSt.JohntheBaptist-King EdwardSchoolarealsolocatednearby,onthenortheastcornerof WentworthandSt.JamesStreets. ThenorthwestcornerofWentworthandSt.JamesStreetscontainsa mixedcommercial,lightindustrialandinstitutionalbuildingknownas WentworthPlace . Thesubject siteisapproximately390squaremetres(4,198squarefeet)inarea,withapproximately12 metres(40feet)offrontageonBritainStreetandapproximately30metres(100feet)offrontageon WentworthStreet. The sitecontainstherecentlyconstructedcommunitypolicingandcommunity outreachofficerunbyP.U.L.S.EInc.(PeopleUnitedfortheLowerSouth End). Development Proposal AsnotedintheBackgroundSectionofthisreport,theMunicipalPlandesignationofthesubject sitewas amendedfromMediumDensity ResidentialtoApprovedCommercialDevelopmentandthe sitewas rezonedfrom RM-IF MultipleResidentialInfillto B-2 GeneralBusinessin2008topermitthe constructionandoperationofthecommunitypolicingandP.U.L.S.E.offices.Asnotedinthe Backgroundsectionofthisreport,Section39conditionsplacedonthedevelopmentanduseofthe site required,amongotherthings,thatthe siteonlybedevelopedinaccordancewithdetailed siteand buildingplansapprovedbytheDevelopmentOfficerandthatallutilityconnectionstotheproposed buildingbeprovidedunderground. Despitetheseconditions,thebuildingat251WentworthStreetwasnotconstructedasshownonthe detailedbuildingelevationplans.Instead,itwasconstructedascanbeseenintheattachedphotographs, withvinyl sidingandtrim,commercialglassfrontdoorandoverheadelectricalconnection.Itappears thatthebuildingplanswerechanged inthefield asaresultoffunding shortagesandthechangeswere notnotedbytheBuildingInspectorasaviolationasthebuildingstillsatisfiedBuildingCodeminimum requirements. Thediscrepancybetweentheapprovedplansandthebuildingasconstructedwasbroughtforwardbya memberoftheSouth Endcommunity,andthecurrentproposalforaSection39amendmentisaresultof enforcementdiscussionsbetweenthePlanningDepartment,PoliceForceandthedeveloperofthe building. Theapplicantisnowrequestingthatthebuildingat251WentworthStreetbepermittedto remainasconstructedbyamendingtherelevantSection39conditions. Thiswouldincluderemoving theconditionthatallutilitiesbeprovidedunderground,andamendingtherequirementforDevelopment OfficerapprovalofdetailedbuildingelevationplanssothatCommonCouncilcandirectlyapprovethe building asbuilt . W&SGeneralContractorsLtdPage5 251Wentworth StreetJune12,2009 ContextualCompatibility Althoughthebuildingat251WentworthStreetwasnotbuiltas shownontheapprovedbuilding elevationplans,itdoesnotappearoutofplaceinitssurroundings.Hadthebuildingbeenheldtothe standardsforcontextualcompatibilityappliedtodwellingsinthesurrounding RM-IF Multiple ResidentialInfillzone,ratherthantothedesignthatwassubmittedbytheapplicants,thosecriteria wouldbemetwithregardtothebuildingmassing,setbacks,roofline,windowdimensionsandspacing. Asaresult,andgiventhatthesiteisnotlocatedinadesignatedheritagepreservationarea,stafflikely wouldnothaverequiredthematerialsandadditionaldetailingproposedbytheapplicant.However, staffareuncomfortablebeingplacedinapositionofhavingtoapproveamendmentstoaplanthatwas circulatedto,andgarneredwidesupportfromthesurroundingthecommunity. Despitethisreservation,staffarewillingtosupporttherequestedamendmentsbecauseofthegeneral compatibilityoftheexistingbuildingwiththesurroundingneighbourhood.Itisrecommended; however,thattheapplicantberequiredtoreplacethefrontdoorbewithamoreresidentialstyledooras wasoriginallyshownontheapprovedplans.Staffwouldhavelikedtoseeotherdetails,suchasthe widercornerboards,soffit,faciaandgradetrimboards,reinstatedtothebuilding;however,weareof theunderstandingthatthiswouldrequirecuttingorremovalofsectionsofthevinylsiding.Asaresult oftheexistingfunding shortages,thismaynotbedeemedpossiblebytheapplicant,butstaffstrongly encouragethattheapplicantundertakeanyfeasibleimprovementstobringtheexistingbuildingmorein linewithwhatwasoriginallyproposed. CONCLUSION : Theexistingbuildingisnotasaestheticallypleasingasthatwhichwasproposedbytheapplicant, supportedbythecommunityandapprovedbytheDevelopmentOfficer,noristheabovegroundutility connectiontheoptimalapproach.Despitethis,however,thedevelopmentasitcurrentlyexistsdoesnot appearoutofplacewiththesurroundingneighbourhoodandmayhavebeenacceptabletostaff,the PlanningAdvisoryCommitteeandCommonCouncilhadthemoredetailedplansnotbeenproposed. Asaresult,staffcansupporttherequestedamendmentstotheexistingSection39conditionstoremove therequirementforundergroundutilityconnectionsandtopermitthebuildingtoremainasconstructed (ratherthanas shownontheapprovedbuildingelevationplans).Itisrecommended,however,thatthe applicantberequiredtoreplacethecommercialmetalandglassdoorwithamoreresidentialstyleof doorasoriginallyshownontheapprovedplans.Again,theapplicantisalsoencouragedtoundertakeas manyotherimprovementstothebuildingasareeconomicallyfeasible. TheapplicantshouldalsonotethattheSection39conditionsrequirethattheparkinglotforthe developmentbepavedandenclosedwithcast-in-placeconcretecurbswithinoneyearofbuildingpermit approval.Althoughthemaximumperiodofoneyearhasnotyetpassed,itisimportantfortheapplicant tonotethatthisconditionisnotbeingamendedandpavingandcurbingarestillrequired. SH ProjectNo.09-185 M&C2009-167 June12,2009 HisWorshipMayorIvanCourtand MembersofCommonCouncil YourWorshipandCouncillors: SUBJECT:RecentAmendmentstotheCommunityPlanningAct BACKGROUND InJune2007,theLegislativeAssemblyoftheProvinceofNewBrunswickpassedChapter59 entitledanActtoAmendtheCommunityPlanningAct(Bill77)withrespecttothedeliveryof planningservices.Portionsofthislegislationwereproclaimedin2007andfurtherprovisions werejustproclaimedafewweeksago.Thelegislationistheresultofa significantamountof consultationundertakenintheProvince;andthevariouslegislativechanges significantlyreduce theamountofredtapeandtimeinvolvedindeliveringbasiclanduseplanningservices. DISCUSSION CouncilandPACneedtobeawarethatthispieceoflegislationintroducesanumberof significantchangestohowplanningisimplementedinNewBrunswick. Thesechangeswill directlyimpactstaffandthePlanningAdvisoryCommitteeinparticular. VariancesfromtheZoningBylaw Ofmostsignificance,thelegislationprovidesauthoritytotheDevelopmentOfficertomake decisionsonmanyapplicationsforZoningBylawvariances. Thesepowerswereexclusivelythe domainofthePlanningAdvisoryCommitteeinthepast.Specifically,thelegislationgivesthe DevelopmentOfficertheauthoritytograntorrefusethefollowingtypesofvariancerequests identifiedinSection34(3)(a)oftheCommunityPlanning Act: (i)theminimumsizeanddimensionsoflotsandotherparcelsintowhichlandmaybe subdivided,andtheminimumsizeanddimensionsoflandrequiredforanyparticular classofuseorsizeofbuildingorstructure, (iii)theheight,numberofstoreys,groundarea,floorareaandbulkofbuildingsand structures, (iv)thepercentageoflandthatmaybebuiltupon,andthedepth,sizeorareaofyards, courts,parkingareasandopenspaces, (v)theplacement,locationandarrangementofbuildingsandstructures,includingtheir settingbackfromtheboundariesofstreetsandotherpublicareas,andfromrivers, streamsorotherbodiesofwater, (vii)theplacement,heightandmaintenanceoffences,walls,hedges,shrubs,treesandother objects, (viii)thetypes,dimensionsandlocationofmeansofaccessoflotstostreets, (ix)thefacilitiestobeprovidedandmaintainedforoff-streetparkingandloadingof vehicles, (xiii)thelocation,dimensions,standardsofconstructionandpurposesofpublicadvertisement. EnablingtheDevelopmentOfficertomakedecisionsonthesevarianceapplicationswill significantlyreducethecaseloadofthePlanningAdvisoryCommittee,reducecostsfortheCity ofSaintJohninprocessingtheseapplications,andreducetheamountoftimeittakestoprocess theseapplications.Implementingtheselegislativeamendmentswillhavetheotherimportant advantageoffreeinguptimeforplanningstaffandthePlanningAdvisoryCommitteetofocus moreeffortonsubstantiveplanningissuesincludinglong-rangeplanningmatters. ThelegislationprovidesauthoritytotheDevelopmentOfficertodeterminehowthesevariance applicationswillbeprocessedanditwouldappeartoprovidethelatitudefortheDevelopment OfficertochoosetoreferapplicationstothePlanningAdvisoryCommitteeifstaffisoftheview thattheapplicationwouldbenefitfromafurtherlevelofreview. Thislegislativeapproachis similartotheprocessusedinotherCanadianprovinces. Theselegislativeamendmentsrepresent a significantmodernizationofNewBrunswicksplanninglegislationandbringourprovince moreinlinewithotherjurisdictions. Appendedtothisreportisastatementofprocedurethathasbeenjointlydevelopedbythe DevelopmentOfficersoftheCityofSaintJohn,CityofFredericton, TownofRothesay,the GreaterMonctonPlanningDistrictCommission,andthe MiramichiPlanningDistrict Commission. TheDevelopmentOfficersineachofthesejurisdictionsintendtoimplementa commonprocessindealingwithvariancerequests. Theoperationalprocedurehasbeenprovided fortheinformationofCouncil(andwillalsobeprovidedtothePlanningAdvisoryCommittee). Itisproposedthatthesenewproceduresandtheauthorityprescribedbythelegislationwillbe implementedconcurrentlybyeachoftheplanningagenciesidentifiedaboveinJuly,2009. VariancesfromtheSubdivisionBylaw AmendmentstotheActhavealsobeenproclaimedthatpermittheDevelopmentOfficertogrant variancesfromcertainrequirementscontainedintheSubdivisionBylaw. Therewillbe occasionalsituationswheretheexerciseofthesepowerswillresultinefficienciesbut subdivisionproposalsthatinvolvelandforpublicpurposesand/orpublicstreetswillcontinueto requiretheapprovalofCommonCouncilafterhavingobtainedtheviewsofthePlanning AdvisoryCommittee. TheappendedoperationalprocedurewillalsobeusedforSubdivision Bylawvariances. TemporaryUseVariances Amongtheotherfeaturesofthislegislation,theActprovidesthatthePlanningAdvisory Committeemaydelegateauthorityfordecisionmakingwithrespecttotemporaryuse applicationstotheDevelopmentOfficer.Anewprovisionhasalsobeenaddedgivingauthority tothePlanningAdvisoryCommitteetoconsidertemporaryuseapplicationsforanadditional yearovertheoneyearmaximumcurrentlypermitted;butonlywhenazoningamendment applicationisunderconsideration. TransferringauthorityfortemporaryuseapplicationstotheDevelopmentOfficerwouldhave similarbenefitsfortheCityofSaintJohnanditscitizensasthoseidentifiedforthespecific variancesidentifiedintheprevious sectionofthisreport.SaintJohn,however,doesnot normallyreceivea significantnumberoftemporaryuseapplicationssoitisnotrecommended thatauthoritybetransferredtotheDevelopmentOfficeratthistime. Fees AmendmentstotheCommunityPlanning Actremovethereferencetoamaximumfeefor rezoningrequestsandpermitsthelevyingofanumberofnewfeesforplanningservices.As documentedintheIrchaReport,SaintJohnsplanningfeesareamongthelowestinNew BrunswickandstaffintendtoprovidefurtherinformationtoCouncilonthisissueaspartofthe 2010budgetprocess. ChangestotheSubdivisionProcess ThenewamendmentstotheActincludeanumberofpositivechangestothelegislation respectingthesubdivisionprocess. Theamendmentsarelargelytechnicalinnaturebutcanbe summarizedasreducing redtape forsubdivisionapplications. Enforcement TheCommunityPlanning Acthasbeenamendedtoprovidefurtherauthorityforboth developmentofficersandbuildinginspectorstoenforcebylawsrelatingtodevelopmentforthe benefitofthecommunity. ThepreviousrequirementthatCommonCouncilapprovalbeobtained priortocommencingenforcementactionunderSection93oftheActhasbeenremovedandthis authorityhasbeendelegatedtotheDevelopmentOfficerand/ortheBuildingInspector.This willspeeduptheenforcementprocessandeliminatetheneedtopreparereportsforCounciland awaitCouncilsapprovaltoproceedwithenforcementaction. RECOMMENDATION Itisrecommendedthat: 1)TheportionofthereportrespectingvariancesfromtheZoningBylaw,variancesfromthe SubdivisionBylaw,temporaryusevariances,changestothesubdivisionprocess,and enforcementbereceivedasinformation. 2)CommonCouncildirectstafftobringforwardacomprehensivereviewoftheCitysfees forplanningserviceswithrecommendationsforanewfeestructuretomoreaccurately reflectthecostofprovidingtheserviceaspartofthe2010budgetprocess. Preparedby:Approvedby: __________________________________ KenForrest,MCIPRPPTerry Totten,FCA CommissionerCityManager PlanningandDevelopment MiramichiPlanningDistrictCommission GreaterMonctonPlanningDistrictCommission CityofSaintJohn,PlanningandDevelopmentDepartment CityofFredericton,DevelopmentServicesDepartment TownofRothesay,DevelopmentServicesDepartment TITLE:Development OfficerVarianceProcedure May29,2009FinalDraft Date: PURPOSE: Toestablishacommonoperationalprocedure for theissuanceofvarianceswithin the authorityof theDevelopment OfficerpursuanttoSection35(2)and46(1.1)of the CommunityPlanningAct. AUTHORITY: TheCommunityPlanningActprovidestheauthority,throughSection35(2)toconsider variancesfromthefollowingprovisionsoftheZoningBylaw(asidentifiedinSection34 (3)(a)): (i)theminimumsizeanddimensionsoflotsandotherparcelsintowhichland maybesubdivided,andtheminimumsizeanddimensionsofland required foranyparticularclassofuseorsizeofbuildingorstructure, (iii)theheight,numberofstoreys,groundarea,floorareaandbulkof buildingsandstructures, (iv)thepercentageoflandthatmaybebuiltupon,andthedepth,sizeorarea ofyards,courts,parkingareasandopenspaces, (v)theplacement,locationandarrangementofbuildingsandstructures, includingtheirsettingbackfromtheboundariesofstreetsandotherpublic areas,and fromrivers,streamsorotherbodiesofwater, (vii)theplacement,heightandmaintenanceoffences,walls,hedges,shrubs, treesandotherobjects, (viii)the types,dimensionsandlocationofmeansofaccessoflots tostreets, (ix)thefacilitiestobeprovidedandmaintainedforoff-streetparkingand loadingofvehicles, (xiii)thelocation,dimensions,standardsofconstructionandpurposesofpublic advertisement, Section46(1.1)oftheCommunityPlanningActpermitsthedevelopmentofficer, subjecttothetermsandconditionsthatheorsheconsidersfit,avariancefromthe requirementsofSection42(3)(b)or(h)of theAct. (b)prescribestandardsforthelayingoutofpublicandfuturestreets,lots, blocks,land forpublicpurposes,andotherparcelsoflandinsubdivisions; (h)subjecttoanyapplicablesetbackregulation,wherenoruralplanunder subsection27.2(1)or77.2(1)orzoningbylawisineffect,regulateby classesofsubdivisionsthelocationofbuildingsandstructuresonlots establishedsubsequenttotheadoptionofaprovisionunderthis paragraph. PROCEDURE: A.Application: 1.TheapplicantshallsubmitanapplicationforvariancetotheDevelopmentOfficer inthe formprescribedby theplanningagency. 2.Wheretheapplicantisnottheowneroftheproperty,writtenpermissionfromthe propertyownershallaccompany theapplication. 3.Theapplicantmustsubmitasiteplandetailingtheproposeddevelopmentin relationtopropertyandstreetlinesandexistingbuildings/structures(andother sitefeaturesasdeterminedbytheDevelopment Officer)on thesubjectproperty. 4.TheDevelopmentOfficershallnotconsideranapplicationcompleteunlessitis accompaniedby theapplicable fee. 5.Theapplicantisencouraged(butnotrequired)toobtainletter(s)ofsupportfrom theabuttingpropertyowners. B.Processing: After theapplicationisdeemedcomplete, theDevelopment Officershallconduct 6. asitevisitof thesubjectproperty. TheDevelopment Officermayreferanyapplication to thePlanningAdvisory 7. Committee/PlanningCommission foradecision.TheDevelopment Officermay onlyreferapplications tothePlanningAdvisoryCommittee/PlanningCommission prior toprovidinganywrittennotice topropertyownersoutlinedinSectionCof thisprocedure. 8.Onthebasisofthesitevisit,theDevelopmentOfficershalldeterminewhether thevariance(s)requestedarelikely toimpactadjacentpropertyowners. C.Notice: 9.IftheDevelopmentOfficerisoftheviewthattheremaybeimpactsonadjacent propertyowners,theDevelopmentOfficermayprovidewrittennoticetothose ownersoflandlikelytobeimpactedasaresultofthevariance(s)requested. Whenprovided,writtennoticeshallbedeliveredbyhandtotheabuttingproperty owners. 10.Awrittennoticetoadjacentpropertyownersshallcontainthefollowing information: -Detailsrespecting thevariancessoughtby theapplicant; -Aninvitationtosubmitwrittencommentswithrespecttothevariance(s)to theDevelopmentOfficerwithinfive(5)businessdaysofthedateofthe notice; -ThedatewhentheDevelopmentOfficerintendstorenderadecisiononthe subjectapplication;and -ThatacopyoftherecordoftheDevelopmentOfficersdecisionmaybe obtainedbycontacting theDevelopment Officer. D.Issuance: 11.TheDevelopmentOfficermayapproveavariance(s)ifinhis/heropinionthe varianceis: -reasonable; -desirablefor thedevelopmentof theparceloflandorabuildingorstructure; -withinthegeneralintentoftheZoningBylaw,theMunicipalPlan,andany othermunicipalby-lawaffecting thedevelopment;and -not theresultofanintentionaldisregardofamunicipalbylaw. 12.ThedecisionoftheDevelopmentOfficershallbecommunicatedtotheapplicant inwritingand therecordof theDevelopment Officersdecisionshallinclude: -Detailswithrespect to thevariancessoughtby theapplicant; -IndicationofthedateandtimewhentheDevelopmentOfficerconducteda sitevisit; -Whethernoticewasprovidedtoadjacentpropertyownersandthereasons forproviding/notprovidingnotice toadjacentpropertyowners; -Thedecisionof theDevelopment Officer; -Any termsandconditions that theDevelopment Officerconsidersfit; -Thereasonsfor theDevelopment Officersdecision; -ThesignatureoftheDevelopmentOfficerdecidingtheoutcomeofthe applicationand thedatethedecisionwasrendered;and -AstatementdisclosinganyrightofappealtotheNewBrunswick AssessmentandPlanningAppealBoard. MiramichiPlanningDistrictCommission GreaterMonctonPlanningDistrictCommission CityofSaintJohn,PlanningandDevelopmentDepartment CityofFredericton,DevelopmentServicesDepartment TownofRothesay,DevelopmentServicesDepartment TITLE:DevelopmentOfficerVarianceProcedure May29.2009-FinalDraft Date: PURPOSE: Toestablishacommonoperationalprocedurefortheissuanceofvarianceswithinthe authorityoftheDevelopmentOfficerpursuanttoSection35(2)and46(1.1)ofthe CommunityPlanningAct. AUTHORITY: TheCommunityPlanningActprovidestheauthority,throughSection35(2)toconsider variancesfromthefollowingprovisionsoftheZoningBylaw(asidentifiedinSection34 (3)(a)): (i)theminimumsizeanddimensionsoflotsandotherparcelsintowhichland maybesubdivided,andtheminimumsizeanddimensionsofland requiredforanyparticularclassofuseorsizeofbuildingorstructure, (iii)theheight,numberofstoreys,groundarea,floorareaandbulkof buildingsandstructures, (iv)thepercentageoflandthatmaybebuiltupon,andthedepth,sizeorarea ofyards,courts,parkingareasandopenspaces, (v)theplacement,locationandarrangementofbuildingsandstructures, includingtheirsettingbackfromtheboundariesofstreetsandotherpublic areas,andfromrivers,streamsorotherbodiesofwater, (vii)theplacement,heightandmaintenanceoffences,walls,hedges,shrubs, treesandotherobjects, (ix)thefacilitiestobeprovidedandmaintainedforoff-streetparkingand loadingofvehicles, (xiii)thelocation,dimensions,standardsofconstructionandpurposesofpublic advertisement, Section46(1.1)oftheCommunityPlanningActpermitsthedevelopmentofficer, subjecttothetermsandconditionsthatheorsheconsidersfit,avariancefromthe requirementsofSection42(3)(b)or(h)oftheAct. (b)prescribestandardsforthelayingoutofpublicandfuturestreets,lots, blocks,landforpublicpurposes,andotherparcelsoflandinsubdivisions; (h)subjecttoanyapplicablesetbackregulation,wherenoruralplanunder subsection27.2(1)or77.2(1)orzoningbylawisineffect,regulateby classesofsubdivisionsthelocationofbuildingsandstructuresonlots establishedsubsequenttotheadoptionofaprovisionunderthis paragraph. 1.TheapplicantshallsubmitanapplicationforvariancetotheDevelopmentOfficer intheformprescribedbytheplanningagency. 2.Wheretheapplicantisnottheowneroftheproperty,writtenpermissionfromthe propertyownershallaccompanytheapplication. 3.Theapplicantmustsubmitasiteplandetailingtheproposeddevelopmentin relationtopropertyandstreetlinesandexistingbuildings/structures(andother sitefeaturesasdeterminedbytheDevelopmentOfficer)onthesubjectproperty. 4.TheDevelopmentOfficershallnotconsideranapplicationcompleteunlessitis accompaniedbytheapplicablefee. 5.Theapplicantisencouraged(butnotrequired)toobtainletter(s)ofsupportfrom theabuttingpropertyowners. 6.Aftertheapplicationisdeemedcomplete,theDevelopmentOfficershallconduct asitevisitofthesubjectproperty. TheDevelopmentOfficermayreferanyapplicationtothePlanningAdvisory 7. Committee/PlanningCommissionforadecision.TheDevelopmentOfficermay onlyreferapplicationstothePlanningAdvisoryCommittee/PlanningCommission priortoprovidinganywrittennoticetopropertyownersoutlinedinSectionCof thisprocedure. 8.Onthebasisofthesitevisit,theDevelopmentOfficershalldeterminewhether thevariance(s)requestedarelikelytoimpactadjacentpropertyowners. 9.IftheDevelopmentOfficerisoftheviewthattheremaybeimpactsonadjacent propertyowners,theDevelopmentOfficermayprovidewrittennoticetothose ownersoflandlikelytobeimpactedasaresultofthevariance(s)requested. Whenprovided,writtennoticeshallbedeliveredbyhandtotheabuttingproperty owners. 10.Awrittennoticetoadjacentpropertyownersshallcontainthefollowing information: Detailsrespectingthevariancessoughtbytheapplicant; Aninvitationtosubmitwrittencommentswithrespecttothevariance(s)to theDevelopmentOfficerwithinfive(5)businessdaysofthedateofthe notice; ThedatewhentheDevelopmentOfficerintendstorenderadecisiononthe subjectapplication;and ThatacopyoftherecordoftheDevelopmentOfficer'sdecisionmaybe obtainedbycontactingtheDevelopmentOfficer. 11.TheDevelopmentOfficermayapproveavariance(s)ifinhis/heropinionthe varianceis: reasonable; desirableforthedevelopmentoftheparceloflandorabuildingorstructure; withinthegeneralintentoftheZoningBylaw,theMunicipalPlan,andany othermunicipalby-lawaffectingthedevelopment;and nottheresultofanintentionaldisregardofamunicipalbylaw. 12.ThedecisionoftheDevelopmentOfficershallbecommunicatedtotheapplicant inwritingandtherecordoftheDevelopmentOfficer'sdecisionshallinclude: Detailswithrespecttothevariancessoughtbytheapplicant; IndicationofthedateandtimewhentheDevelopmentOfficerconducteda sitevisit; Whethernoticewasprovidedtoadjacentpropertyownersandthereasons forproviding/notprovidingnoticetoadjacentpropertyowners; ThedecisionoftheDevelopmentOfficer; AnytermsandconditionsthattheDevelopmentOfficerconsidersfit; ThereasonsfortheDevelopmentOfficer'sdecision; ThesignatureoftheDevelopmentOfficerdecidingtheoutcomeofthe applicationandthedatethedecisionwasrendered;and AstatementdisclosinganyrightofappealtotheNewBrunswick AssessmentandPlanningAppealBoard. HisWorshipMayorIvanCourtandMembersofCommonCouncil, Cityof SaintJohn, P.O. Box1971, SaintJohn,N.B. E2L4L1 June19,2009 YourWorshipandMembersofCommonCouncil, ThankyoufortablingtheproposalbyTerrainGrouptopurchaseCity-ownedlandsat Sandy PointRoadinMillidgeville. Weareaskingforyourhelpinpostponingthisdecisionbecausewehavebeen requestingameetingwithCitydecision-makersformonthstodiscusscity-ownedlands alongtheedgeofRockwood Parkand Sandy PointRoadinMillidgeville.Common CouncilreferredourrequesttotheCityManagerin April.DidMr.Tottenmakea recommendationtoyoubeforehisresignation? WerespectfullyaskforthismeetingtobeheldbeforetheCitymakesanyfurther decisionstoenterintoagreementsintendedtoselltheseproperties. The Sandy PointRoad(Millidgeville)NeighbourhoodGroup(SPRNG)wasformedto maintaintheintegrityofourneighbourhood,includingRockwood Park,andtoensure safetyandqualityoflifeforcurrentandfuturearearesidents.Weorganizedin2004to addressissuesduringthe Sandy PointRoadWater & Sewer ExtensionandRoad Reconstructionproject.ThegroupbecameactiveagainearlierthisyearwhenDarling ConstructionsrezoningapplicationforRockwoodCondominiumsat1671 Sandy Point Roadcametolight. Atthattimewehadnoknowledgethatanoptiontopurchasehad beenstruckthathadnostipulationwithregardstomaintainingthecurrentzoningofthe property. Acompleterecordof SPRNGactivities,thisyear,includingsupportdocumentsis availabletoyouuponrequest. Ourprimaryconcernsareasfollows: Mr. KenForrest,Commissionerof PlanningandDevelopmentadvisedthe SPRNG representativesatameetingheldonMarch26,2009thatthelandisNOTpartofthe originalRockwood Parklandtrust.Whilethelandmaynothavebeenpartofthe originallandtrust,citydocumentsshowlandwaspurchasedbytheCityin1970with theintentiontoexpandtheboundariesofRockwood Park. AllmapsoftheCity(includingtheCityswebsitemapandRandMcNally)showthe boundariesofRockwood Parkedgingon Sandy PointRoad.The Provincerecognizes thislandasRockwood Park.(See ServiceNB PID:418129) IfCommonCouncil,initswisdom,wishestomakechangestowhatthepublic understandstobeRockwood Park,isitnotimportantthatyoudothisinatransparent andaccountablemannerandbeforeentertainingthesaleofthislandforpurposesthat willrequirere-zoning? Thestretchof Sandy PointRoadandFosterThurstonDriveisextremelybusywithtraffic toandfromthehospitalanduniversity.Itisnarrowandtwistywithblindcurves.In 2008,accordingtothe PoliceDepartment,therewere97reportedcaraccidentsand175 speedingticketsissuedduring2008.Towtruckservicesreporthundredsofcallseach winterfrompeoplewhoslidofftheroad.Inadditiontotheroadissuesthereareno sidewalksandinwinter,snowisplowedtotheedgeofthepavement,leavingnowhere towalk,safely. 2 Wewanttoassureyouthatthisneighbourhoodispro-developmentandcaresvery muchaboutthefutureofourCity.Ourfutureisinalargewaydeterminedbygrowth. WeallwanttheCitytogrowandprosper.Webelievethoughtfulplanningiscriticalto guidefuturedevelopmentifwetrulywanttoachieveasustainablecommunity.We believeourneighbourhoodhasusefulknowledgetoshareandtohelpourCitymakethe bestdecisionsforourcollectivefuture. WecontinuetoseekyourguidanceinhowaneighbourhoodworkswiththeCityto addressissuesthatareveryimportanttous;andwehopethatbyworkingtogetherwe canconvinceCitydecision-makerstoinvolveourneighbourhoodindeterminingour futureandthatofRockwood Parkatthiscriticaltime.Ifthisisnotpossible,wevery muchhopeCouncilwilltrytoaddressourconcernsbeforeproceedingwiththesaleof publiclandsinthisareaof SaintJohn. Respectfully, Onbehalfof SPRNG, MonicaChaperlinDick Powell 1711 Sandy PointRoad,1687 Sandy PointRoad SaintJohn,N.B. E2K5E8SaintJohn,N.B. E2K5E8 mchape5890@rogers.comatsko@nbnet.nb.ca 3 June18,2009 M&C2009186 HisWorshipMayorIvanCourt andMembersofCommonCouncil YourWorshipandMembersofCouncil: SUBJECT:ImplementationRequirementsFireServicesReview PURPOSE ThepurposeofthisreportistoseekCouncilsapprovaltoundertakeaseriesofimplementation requirementstosupportthecompletionofacomprehensivereviewofFireServicesintheCityof SaintJohn. BACKGROUND OnMonday,May11th,2009CommonCouncilpassedaresolutioninstructingtheFireChiefto conductacomprehensivereviewofFireServicesintheCityofSaintJohn.Specificallythe motionstated: TheCityMangerinstructtheFireChieftoconductacomprehensivereviewoftheFire ProtectionServicesthatarecurrentlybeingoffered;andfurther Thereviewshallproducevariousrestructuring/realignmentoptions,inpriority,withtheleast consequencesforreducingthecurrentcostofprovidingservicetoourcitizens;andfurther Thereviewexamine/considertheconsolidationsoffirestations,integrationoffireservices, possiblevolunteerfirefighters,achangeinresponsepolicy,medicalassistancecalls, technologicalchanges/initiativesandanyothermeasurenecessarytoreducecosts;andfurther Thereport,dueinAugust2009,includehowtheabovewillaffectI.A.Oratingandifthiscanbe translatedtofirepremiumsfortheaverageresidentialpropertyinSaintJohn. M&C2009- Page2 ANALYSIS DuringtheinterveningperiodsinceCouncilsresolution,staffhasbeendiligentlyreviewing recognizedbestpracticesinrelationtofireservicereviews.Asaresultoftheirresearch,ithas beendeterminedthatconductingacurrentstateanalysisofacommunitysfireprotectionneeds inrelationtoexistingfireprotectioncapabilitiesismostbeneficialinthatitenablestheauthority havingjurisdictiontobetterevaluatetheiroptionsinrelationtosoundriskmanagement practices.InapplyingthisconcepttotheCityofSaintJohn,Councilwouldknowhowmuchfire protectionisrequiredinourcommunityincomparisontohowmuchfireprotectioncapabilities exits.Fromaduediligenceperspective,Councilwouldthenbeabletomakeinformeddecisions inrelationtohowbudgetorservicereductionscouldimpactpublicsafetyandtheprovisionsof fireprotectiontoourcommunity. Inresponsetothisinformation,staffhaveconcludedthatonecomponentoftheFireChiefs reviewshouldincludeabaselineassessmentsofthecurrentfireprotectionneedsoftheCityof SaintJohninrelationtothecurrentfireprotectioncapabilitiesoftheSaintJohnFireDepartment. Forclarificationpurposes,thereviewwouldonlyexaminethefireprotectionneedsofour communityandwouldnotexamineorconsiderancillaryservicessuchaswaterandicerescue, medicalfirstresponderservices,rescueservicesetc.Accordingly,thebaselineassessment wouldbeconsistentwithCouncilswishestoreviewthefireprotectionneedsofourcommunity only. RecognizingthatCouncilhasdirectedtheFireChieftoclarifyhowthevariousoptionswill specificallyimpacttheFireUnderwritersSurvey(FUS)gradesandbydefaultthefireinsurance premiumspaidbycitizensandbusinessowners,staffhaveverifiedthatthemethodologyto undertakesuchanalysisisproprietaryandresidesexclusivelywithFireUnderwritersSurvey, andsubscribingProperty&CasualtyInsurers.Accordingly,staffhasconcludedthatanexternal resourcewouldneedtobeengagedtomakethisdetermination. Havingconsideredthevariousorganizationsthathavethesubjectknowledgeexpertiseto conductbaselinefireprotectionassessmentsandhaveaccesstoproprietarymethodologyin relationtotheestablishmentoffireinsurancepremiums,ithasbeendeterminedthatSCMRisk ManagementServices(formerlyknownastheInsuranceAdvisoryOrganizationI.A.O.)would beabletocompletethiscomponentoftheFireChiefsreview.SCMRiskManagementServices Inc.administerstheFireUnderwritersSurveyprograminCanada. Giventhelimitedtimethathasbeenallocatedforthestudyandrecognizingthatthepractitioners atSCMareinhighdemand,staffhastakenthelibertyofrequestingaproposalfromSCM.In responsetostaffsrequest,SCMhassubmittedtheattachedproposalforCouncilsconsideration. Secondly,staffsanalysisalsodeterminedthatakeycomponenttofireservicereviewsisthe utilizationofa steeringcommittee toguideandsupportthereviewteam.Inthisinstance,the FireChiefhasbeengivenamandatetoexploreavarietyofoptionswithinthesubjectareasof Councilsmotioni.e.stationconsolidation,changesinresponsepolicy,theutilizationof VolunteerFireFightersetc.RecognizingthatitwillbeimperativefortheFireChieftoexplore M&C2009- Page3 andevaluateanumberofoptionsinaverybrieftimeperiod,Councilsdirectionandguidance willbeinvaluableinsupportingthefireservicesreview. ItisstaffsviewthatasteeringcommitteecomprisedofoneCouncilorfromeachofthefour wardsbeappointedtosupportandguidetheFireChiefinhiseffortstoexplorethevarious optionslinkedtotheidentifiedsubjectareas.Tothisend,itisanticipatedthatthepublicsafety interestsofcitizensinallareasofourcitywillbeconsideredequallyinrelationtopotential budget/servicereductions. AfinalconsiderationrevealedintheanalysissuggeststhattheAugusttargetdateforcompletion ofthestudyistooambitious.Mostrecently,theFireChiefandhisstaffhavebeenheavily involvedinextensivetrainingandorientationsessionsatCanaportLNG.Further,seniorstaff fromthedepartmenthasalsoservedastheleadagencyinavarietyofemergencyexercisesand haveconductedcomprehensivereviewsofemergencyresponseproceduresatCanadasfirst LiquefiedNaturalGasFacility. Additionally,firedepartmentstaffhasmostrecentlycompletedafullfieldexerciseforthe NationalEnergyBoard(NEB)inrelationtothelargediameter;highpressuregaspipelinewhich willbecomeoperationalinthedaystocome.Moreover,theFireChiefhasbeenactively involvedinprovidinginputintotheEnvironmentalImpactAssessment(EIA)studyforthe proposedsecondrefinery(EiderRock)aswellasbeingheavilyinvolvedinthepreparationsfor theupcomingInterestArbitrationwithLocal771I.A.F.F. Collectively,theseactivitieshaveplacedasignificantworkloadontheseniorstaffofthefire department.However;itisanticipatedthatthefireservicesreviewcanbecompletedbytheend ofSeptembershouldtheFireChiefbepermittedtosourceanexternalthirdpartyresourcefor onecomponentofthestudyandprovidedthatasteeringcommitteeofCouncilbeappointedto guideandsupportthereviewprocess. FINANCIALIMPLICATIONS TheestimatedcostofcompletingaBaselineFireServicesReviewisestimatedtobe$40,000 plusexpenses. FundingtosupportthestudyisavailablefromthefundingallocatedintheValueforMoney Auditprogramfor2009. RECOMMENDATION Itisrecommendedthat: 1.CommonCouncilretainRiskManagementServicestoconductabaselineassessmentof theFireProtectionrequirementsfortheCityofSaintJohninrelationtoabaseline assessmentofexistingFireProtectioncapabilitieswithintheSaintJohnFireDepartment inaccordancewiththeattachedproposal. M&C2009- Page4 2.CommonCouncilestablishaSteeringCommitteecomprisedofoneCouncilorfromeach ofthefourwardstosupporttheFireChiefincompletingaComprehensiveReviewof FireServices.TheSteeringCommitteesmandatewillbetoserveasprincipaladvisors totheFireChiefinidentifyingvariousoptionstoreducethecurrentcostoffire protectioninrelationto:theconsolidationoffirestations,integrationoffireservices, possibleintroductionofvolunteerfirefighters,andchangesinresponsepolicies,medical assistancecalls,technologicalchangesandanyothermeasuretoreducecosts. 3.CommonCouncilestablishthetargetcompletiondatefortheFireServicesReviewtobe th nolaterthanSeptember30,2009. Respectfullysubmitted, Robert(Rob)Simonds,MA,CFO FireChief PatrickWoods,CGA ActingCityManager ATTACHMENT SAINTJOHNFIREDEPARTMENT PROPOSALFOR: BaseLineFireServiceReview CONFIDENTIAL,PROPRIETARY FrankSabo,B.Sc.CRM Director SCMRiskManagementServicesInc. AnSCM company 238BrownlowAvenue Suite300 Dartmouth,NovaScotia,B3B1Y2 Tel.(902)429-7385,Fax(902)423-7376 February18,2009 SaintJohnFireDepartment,BaseLineFireServiceReview Noticeof Confidentiality Page2of28 SaintJohnFireDepartment,BaseLineFireServiceReview Thisdocumentcontainsconfidentialandproprietaryinformation (the Information )ofRiskManagementServices(RMS)andhas beenpreparedforthesolepurposeofrespondingtoaRequest forProposalfromBOMA.TheInformationcontainedhereinis disclosedon conditionthatitwillbeusedsolelyin connectionwith itsstatedpurpose.TheRecipientshallnotdirectlyorindirectly disclose,allowaccessto,transmitortransfertheInformationto anythirdpartywithoutRMSspriorwrittenconsent.Recipientmay disclosetheInformationonlytothoseofitsemployeeswhohavea needtoknowtheInformationinconnectionwiththestated purpose.Thisdocumentcannotbereproducedinanyformorby anymechanicalorelectronicmeans,includingelectronic archivalsystems,withoutthepriorwrittenapprovalofRMS provided,however,thattheRecipientmaymakeareasonable numberofcopiesforinternaluseinconnectionwiththepurpose. Allcopiesofthisdocumentorportionsthereofshallbearthe proprietarynoticesofRMS. Ifyouhavereceivedthisdocumentbymistake,notethatreading, reproductionordistributionofthisdocumentisstrictlyforbidden. Youareherebyrequestedtoinformusbytelephoneat902-423- 9287andtoreturnthisdocumentbycertifiedmail. Disclaimer Ourproposalisbeingsubmittedforyourreviewandconsideration.Ifthe proposalisacceptable,thepartiesshallenterintoaseparateagreement withrespecttothesubjectmatterhereofandsuchagreementshall supersedethisproposalandanyotheragreements,understandingsor representations.Itisalsosubjecttoongoingduediligenceandcustomary businessinvestigationsbyRMSwithrespecttotherequisitebusiness arrangementsnecessarytocarryoutitsobligations.Theresultsofsucha reviewmayimpactuponthetermsandconditionsofthisproposal, includinginrespectofbusinessstructure,businesstermsandfinancial arrangements.RMSmakesnorepresentationorwarrantytoRecipient withrespecttotheInformationandshallnotbeliableforanyerrorsor omissionsintheInformationortheuseofthereof. Trademarks RMSrespectfullyacknowledgesthatrespectivecompaniesown allproductsidentifiedinthisresponse. 238BrownlowAve.,Dartmouth,NovaScotiaB3B1Y2 Tel.(902)423-9287,Fax.(902)423-7376 Page3of28 SaintJohnFireDepartment,BaseLineFireServiceReview Privacy Compliance/ Protectiondesrenseignementspersonnels RMSshallcomplywithallapplicablelawsregardingthe protectionofpersonalinformation( PersonalInformation ), includingthePersonalInformationProtectionandElectronic DocumentsAct.WheretheCustomertransfersPersonal InformationtoRMS,thelattershall(i)usethePersonalInformation onlyasrequiredtoperformitsobligationshereunder,(ii)limit accesstothePersonalInformationtothosewithinitsorganization whoneedittoperformRMSsobligationshereunder,(iii)not disclosethePersonalInformationtoanythirdparty,exceptas necessarytoperformtheServices,asinstructedbytheCustomer, and(iv)complywiththeCustomersinstructionsregardingthe destructionorreturnofthePersonalInformationtotheCustomer. RMSseconformeraauxexigencesdetouteloiapplicableen matièredeprotectiondesrenseignementspersonnels(les «RenseignementsPersonnels»),incluantlaLoisurlaprotection desrenseignementspersonnelsetlesdocumentsélectroniques. LorsqueleClienttransmetdesRenseignementsPersonnelsà RMS,cettedernièredoit(i)utilisercesRenseignements Personnelsuniquementpourlesfinsdesacquitterdeses obligationsenvertudesprésentes,(ii)enlimiterlaccèsaux seulespersonnesqui,auseindesonentreprise,enontbesoin auxfinsdepermettreàRMSdesacquitterdesesobligationsen vertudesprésentes,(iii)nepasdivulguercesRenseignements Personnelsàunetiercepartie,àmoinsquecelasoitnécessaire pourrendrelesServices,conformémentauxdirectivesduClient et(iv)seconformerauxdirectivesduClientrelativementàla destructionouàlaremiseauClientdecesRenseignements Personnels. 238BrownlowAve.,Dartmouth,NovaScotiaB3B1Y2 Tel.(902)423-9287,Fax.(902)423-7376 Page4of28 SaintJohnFireDepartment,BaseLineFireServiceReview 1.0EXECUTIVESUMMARY RMS,(formerlytheInsurersAdvisoryOrganization)iscommittedtoserviceexcellence;wewillprovide thehighestlevelofqualityservices,wheretimeliness,flexibilityandresponsivenessarefocusedon fulfillingourcustomerswantsandneeds. ThroughaprogramcalledFireUnderwritersSurvey,RMS(formerlyIAO)hasbeenreviewingthe operationsoffiredepartmentsinCanadaforover100years.FireUnderwritersSurveywasestablishedas theinspectionarmofCanadianFireInsuranceUnderwriterstomeasureandclassifytheabilityofmunicipal fireprotectionprogramsrelativetofireriskforeachcommunityinCanada. Todaythistraditioncontinuesas FireUnderwritersSurveyrepresentsandprovidesratinginformationforapproximately85%ofthefire insuranceindustry.Inthisanalysis,acommunitysprogramsofFireDepartmentOperations,FireSafety Control,EmergencyWaterSupplies,andEmergencyCommunicationSystemsarethoroughlyinvestigated andassessed.Witheachassessment,afirehazardandriskanalysisisconductedtodeterminewhatisatrisk tofire,thepotentialmagnitudeoffireswhendotheyoccurandtheassociatedlifesafetyriskinvolved. Manyofourstandardshavebeenadoptedandarepracticedbymunicipalities,firedepartments,firecode regulatorsandothersacrossCanada. InadditiontoFireUnderwritersSurvey,RMShasbeenconductingmunicipalfiredepartmentassessments onaconsultingbasissince1989.UtilizingourexperiencewiththeFireUnderwritersSurveyprogramand theemploymentofhighlyskilledindividualsinthemunicipalfireprotectionfield,RMSissuccessfulacross Canada,asanindependentprivatecompanyconsultingonawiderangeofmunicipalfireservicesneeds includingfirestationplacementanalysisandfirefighterresponsetoemergencies. AmajorcomponentofacommunityFireUnderwritersSurveyistheanalysisoftheplacementoffire stationsforthepurposeofreviewingtheresponsecapabilitiesandefficienciesoffireservicesinorderto quantifythelevelofriskreductionandhazardmitigationfromalifesafetyandpropertyprotection perspective. TheRMSteamwillbeledbyJohnTerryRedden,MunicipalFireProtectionSpecialist/FireUnderwriter SurveyorandByronMcCulloch,ManagerofLossControlandEngineering,AtlanticRegion. TheRMShas theexperienceandabilitytocompletethisreviewprofessionallyandinatimelymanner. Page5of28 SaintJohnFireDepartment,BaseLineFireServiceReview 2.0BACKGROUND TheCityofSaintJohnwaslastevaluatedbyFireUnderwritersSurveyin1994.TheFireDepartment operatesmultiplefirestationslocatedthroughoutthecity. Thecityhasexperiencedandcontinuestoexperiencegrowthinallareasrelatedto,industry,commerceand construction.Asnewbuildingsareconstructed;andsubdivisionsaredevelopedandrezonedforincreased densities;thefireloadofthecityincreases.Additionally,asthecityexpands,thecoverageofexistingfire stationsandfireprotectionresourceshasbecomemorewidespreadinrelationtothefireloading. TheSaintJohnFireDepartmentisworkinghardtoprovideareasonableleveloffireprotectiontoall protectedareasandtoremainfiscallyresponsible.Thereisastrongdesiretoprovidethehighestlevelof fireprotectionpossiblewhileusingfundingeffectivelytokeepcostsataminimum. ConductingaFireUnderwritersSurveythroughoutSaintJohnwouldprovidenumerousbenefits,aswellas expandonandclarifytheneedsofSaintJohnwithrespecttofireprotectiondevelopment.TheFire UnderwritersSurveyreportwillprovidecleardirectionregardingthebenefitsofinvestmentinfire protectionassuchinvestmentsrelatetotheinsuranceindustry.TheFireUnderwritersSurveyisan importantcomponentofanoverallmasterplanofanyCanadiancitywithregardtofireprotection. RMShastheexpertiseandexperiencetocarryoutthisassignment.Ourexperienceinfiredepartment evaluationhasmadeustheleaderacrossCanadainfiredepartmenteffectivenessstudies,firehalllocation planning,strategicandmasterplanningaswellasfiredepartmentrestructuringconsultingprojects. Page6of28 SaintJohnFireDepartment,BaseLineFireServiceReview 3.0THEREVIEW TEAM 3.1QualificationHighlights Webelievethatwearewellqualifiedtoassistyouwiththisproject.Highlightsofourqualifications include: Extensiveexperienceinfireandemergencyservicesplanningforsimilarmunicipalities. ? Anapproachthatisbothconsultativeandfocusedonbestpractices. ?Wewillworkwiththe perspectivesofthelocalstakeholders,buildingontheseandbestpracticesfromothermunicipalities todefineanoptimalplanforSaintJohn;and Familiaritywithconditionsinthemunicipality.RMS ?,(astheIAOandFireUnderwritersSurvey) hasconductedsurveyswithinthemunicipalityinthepastandhascompletedworkwithseveralof SaintJohnsmunicipalneighbors. 3.2SCMRiskManagementServices SCMRiskManagementServices(formerlytheIAO,InsurersAdvisoryOrganization)isapartoftheSCM groupofcompanies SCMRiskManagementServicesInc.isCanadasleadingproviderofriskinformationandmanagementand losscontrolmanagementserviceswithmorethan100yearsofexperience.TheRMSprovidesourbroad customerbasewithpublicfireprotectionstudies,inspectionservices,engineering,actuarial,rating, statistical,educationalandrelatedqualityproductsandservicesthatanticipateandfulfillourcustomers wantsandneeds.Withmorethan250highlytrainedandqualifiedlosscontrolrepresentativescoast-to- coast,projectsofanysizeandcomplexitycanbehandled. RMSsMunicipalConsultingServicesdivisionperformsvariousmunicipalfireservicesconsultingprojects. ThisDivisionalsoprovidesthetechnicalstafffortheFireUnderwritersSurvey,theorganizationthatgrades thelevelofpublicfireprotectionincommunitiesacrossCanadaonbehalfoftheCanadianinsurance industry.Municipalfiredefensereviewshaveandcontinuetoguidetheimprovementofmunicipalfire defensesincommunitiesacrossCanada. UsingtheexpertisedevelopedinprovidingFireUnderwritersSurvey,RMSoffersahostofpublicfire protectionservicesthatcanassistmunicipalitiestoimprovetheirfacilitiesandservicescosteffectively, contributingtoasafeenvironmentforbothemployeesandthepublic.RMSsMunicipalConsulting Page7of28 SaintJohnFireDepartment,BaseLineFireServiceReview Servicestakesaconsultativeriskmanagementapproachtopublicandprivatefireprotectionsurveysand studies,andcustomizestheirservicestomeettheneedsofclients.Ourgoalistoprovideclientswith objectiveinformation,whichidentifiesstrengthsandpotentialweaknessesintheirfiredefenses,andtooffer practicalrecommendationstoassistindealingwiththeissues. 4.0PROJECTGOALSANDOBJECTIVES 4.1ProjectGoals ProjectHighLevelOutcomes x EvaluatetheleveloffireriskinareasthroughoutSaintJohn. x EvaluatetheleveloffireprotectioninareasthroughoutSaintJohn,includingtheidentificationof costeffiencies,whilemaintaininganappropriateleveloffireprotection,inthecommunity. x Provideareportdetailingthefindingsoftheassessment,and x Throughthereport,provideaseriesofrecommendationsthatwouldspecificallyprovidearoadmap forSaintJohntomaintainitscurrentfireinsurancegradingclassifications. x Evaluatethewatersupplyfromanemergencyresponseperspectiveastotherequiredflowsforeach areaidentifiedwithinSaintJohn. Sub-Projects x Dividecityintozonesreflectiveofuseandexposure. x ReviewandbenchmarktheleveloffireriskandfireloadinginallidentifiedzonesthroughoutSaint John. x Evaluateresponsecapacityinallzonesincludingprimaryfactorssuchasresponsetime,manpower, availableapparatus,availablewatersupplies,andcommunications. x Evaluatefiresafetycontrolincludingadoptedcodesandstandards,enforcementissuesand communitydesignrelatingtofireriskandfireprotection. Page8of28 SaintJohnFireDepartment,BaseLineFireServiceReview x Determinetheadequacyofexistingfirestation,staffingandapparatusdistributionsrelativeto emergencycallhistory,firerisk,firehazardandotheremergencyfactors. x ForecastthefuturefireapparatusneedsforSaintJohnfirestationswhenconsideringdevelopment patterns,emergencycallhistoryandriskandhazardfactorsthatarepresent. x Calculaterelativefireinsurancegradesforvariousresponseareasandrelatedfireflowdemand zones. Page9of28 SaintJohnFireDepartment,BaseLineFireServiceReview 4.2ProjectActions Tomeetthegoalsofthisprojectwewill: x Meetwithstakeholderstoexplainprocessandbenefitsaswellasestablishneedsforsupport throughoutproject. x Obtain,reviewandbecomecompletelyfamiliarwithalldocumentsanddatanecessarytoadequately completethisprojecttothesatisfactionofSaintJohn. x Conductafireriskandhazardassessmentwithineachruralcommunity,aswellastheurbanareasof themunicipality,inordertodeterminefirefightingandotherfireandemergencyprotectiveneeds. x Assessthefireprotectionprogramscurrentlyinplacetodetermine: Whethertheymeetthelevelofcommunityneed,and o Todeterminecurrentleveloffireinsuranceratingandclassification. o x Protectionprogramsthatwillbereviewedinclude: Servicedeliveryadministration o Operatingproceduresandprotocols o Responsetoalarms o Staffingrequirementsandstaffinglevels o Trainingprogramdeliveryandadequacy o Pre-incidentplanning o Apparatusandequipmentrequirementsandtheircurrentadequacy o Apparatusmaintenanceprograms o Communication systems o Firepreventionandeducationprograms o Analysisofwatersuppliesforfireprotection,flowtesting,andsuperiorwatershuttleservice o capability. x Determinesuitabilityofexistingfirestationlocationsbycomparingthelevelofavailableresponse (staffing,apparatus,etc.)withthespecifiedresponsebasedontheBenchmarkRequiredFireFlows. Thefirestationlocationssuitabilityassessmentwillconsider: Currentandfutureplannedroadnetworkswithinthemunicipality. o Communitygrowthpatterns o Emergencycalltypes,trendsandvolumes o Locationsoffirefighters(suchasdaytimeandnighttimeresponsecapabilities) o FireriskandhazardassessmentratingsandassociatedRequiredFireFlows o x Evaluate TheCityscurrentapparatusreplacementplanandmakerecommendationwhereneeded. Page10of28 SaintJohnFireDepartment,BaseLineFireServiceReview x Evaluatecurrentresponseboundariestoensuretheiradequacyinmeetingthecommunitys emergencyresponseneeds. x Evaluatetheagreementsandcontractsinplacetodeterminetheimpacttheseagreementshaveonthe levelofservicewithinthemunicipalityandthecapacityofthemunicipalitytocontinuetoprovide theseservices. Page11of28 SaintJohnFireDepartment,BaseLineFireServiceReview 5.0APPROACHANDMETHODOLOGY Inordertomeetthereviewobjectives,RMSwillutilizethetechnicalFireUnderwritersSurveystaff, experiencedintheareaofmunicipalfireservicesevaluation,responsetimeanalysis,firehazardandrisk assessmentandfirehallplacement. Ourapproachandmethodologywillfollowtheworkplanoutlinedinthefollowingsection.Wehavelaid outtherolesandresponsibilitiesforeachteammember.Wehaveprovidedprojectlistsofsimilarrelevant work.(SeeAppendixA).Companybackgroundinformationhasalsobeenincludedwiththesubmission. (SeeAppendixA).CGIwillundergoinhousepeerreviewcheckstoensureprojectgoalsarebeingmet, assumptionsarevalidatedandduediligenceisoccurring. Theprojectisproposedtobecompletedinthreestages.Eachstagehasasetoftasksandobjectivestobe completed. Thestagesaredescribedasfollows: Stage1-Initiation/DataCollection/Fire ProtectionNeedandAbilityEvaluation Stage2RequirementsAnalysis Stage3-ProjectCompletion Thefirstphaseoftheworkiscriticaltosuccessfulprojectcompletionandprojectcompletiondate.Itwillbe importanttoensurethatdatarequestsarereceived,interviewsareconducted,communitygrowthprofileis knownandanaccuratehazardandriskassessmenthastakenplaceinatimelyfashion.Wewillmoveto initiatethestartoftheprojectquicklyuponitsaward. Stagetwoconsistsofdataanalysisandcompletionofthetasksnecessarytoformulateconclusiontothe projectsgoalsandobjectives. AttheconclusionofStagetwo,aDraftReportwillbepreparedbyRMS.TheDraftReportwillbe presentedtothefire serviceforcomment,beforepreparingafinalreport. Summary S1-I/DC/FPNAE TAGENITIATIONATAOLLECTIONIREROTECTIONEEDANDBILITYVALUATION Task1.1-StartUpMeeting/DefineGoalsandObjectiveofReview Task1.2-DataCollectionanditsReview Task1.3-FireProtectionServices Review/ConsultwithStakeholders Task1.4- Evaluationof ExistingFireStations Task1.5- Risk&Hazard Assessment/LifeSafetyIssues Task1.6-FutureCommunityGrowthandDevelopmentPlans Task1.7-StationLocation Analysis Task1.8 EvaluationofWaterSuppliesforPublicFireProtection Page12of28 SaintJohnFireDepartment,BaseLineFireServiceReview Task1.9 EvaluationofFireProtectionServiceContractsand Agreements Task1.10FUS EvaluationofAdjacentCommunities Page13of28 SaintJohnFireDepartment,BaseLineFireServiceReview S2RA TAGEEQUIREMENTSNALYSIS Task2.1-IdentifyandEvaluatePotentialFireStationLocations Task2.2- Review PerformanceofExistingFireStationsand Equipment Task2.3- Review AlternativesforStationAlignment Task2.4-DevelopPlanforFireStations,EquipmentandStaffing Task2.5-InterimVerbal Report Task2.6- EvaluateEquipmentand ApparatusNeeds Task2.7-CompleteFUS Review Benchmarking Task2.8- Evaluate Apparatus ReplacementSchedules Task2.9- ReviewService BoundariesforeachStation S3-PC TAGEROJECTOMPLETION Task3.1-PrepareDraft Report&Meetwithinternalstakeholders Task3.2-PrepareFinal Report Page14of28 SaintJohnFireDepartment,BaseLineFireServiceReview 6.0WORKPLAN 6.1Stage1-Initiation/DataCollection/FireProtectionNeedandAbility Evaluation 6.1.1Task1.1-StartUpMeeting / DefineGoalsandObjectiveofReview RMSrepresentativeJohnTerryReddenwillattendaprojectstart-upmeeting.Thepurposeofthestart-up meetingwillbetoconfirmtheintentoftheprojectobjectives,themethodologyandsequenceofeventsthat theconsultantwillfollowandtoconfirmthetimelinesforreviewcompletion.Inordertoscheduletheir availability,theconsultantwillpresentalistofcontacts/departmentsneedingtobeinterviewedorneededto completethetasksofStage1.Reviewreportingrelationshipswillbepursued.Wewillusethismeetingas anopportunitytoreceivefeedbackfromstakeholdersandpredictobstaclesthatarelikelytobeencountered. Thismeetingwillcreatetheframeworkofdirectionforthisreview. 6.1.2Task1.2-DataCollectionand itsReview Variousformscontainingawiderangeofvaluableinformationwillbeusedtoinitiateandcompletethis assignment.FormswillbefilledoutbyvariousappropriaterepresentativesofSaintJohn.Theappropriate contactswillbeestablishedduringtheinitialmeeting.Wewillrequestcontactinformationforvariousfire servicedepartmentsandotherdepartments,suchaswaterworks,inordertosubmitinformationqueriesand setupappointments. Datacollectionrequest,priortodirectinterviewwithdepartmentheadsorcontacts,willacceleratethe processofinformationcollectionandtransfer.Datacollection,inadvanceofphysicalsurveys,willprepare andfocusboththeinterviewerandintervieweeofthedepthoftopicsduringinterview. AFireUnderwritersSurveyincludesanassessmentoftheservicestheFireDepartmentprovides,therefore thefollowingFireServiceDepartmentswillbecontactedtoobtaininternaldataanddocumentsandor arrangeinterview/inspection: x Administrationandmanagement x SuppressionOperations x TrainingDivision x MechanicalDivision x FirePrevention x Public Education x Pre-firePlanning Page15of28 SaintJohnFireDepartment,BaseLineFireServiceReview x HumanResources&statisticalrecordkeeping Informationorinterviewwillberequestedonahallbyhallbasis.OtherSaintJohndocumentsanddatathat mayberequestedincluding: x Incidentreportsandcodedcallvolumereports x Digitalmappingof TheCity x Listingandtimingofupcomingmajordevelopments x FireDepartmentcapitalandoperatingbudgets x OfficialCommunityPlansandzoningmapping x Citytransportationstudies x Upcomingcapitalworksprojectssuchasroaddevelopment x Waterworkssystemsstudies,theirdevelopmentplansandtheiroperatingcharacteristics x Waterworkssystems,hydraulicmodelsanddigitalmaps x Waterworkssystems,maintenancerecords x FireDepartmentandotherrelevantBylaws 6.1.3Task1.3-FireProtectionServicesReview /Consult withStakeholders Aspartofthefireprotectionservicesreview,wewillmeetwiththeFireServiceDepartmentHeads identifiedinTask1.2-DataCollectionanditsReview.Theinformationcollectedwillbeverifiedandan assessmentwillbemadeofthelevelof serviceprovidedbyeachDepartment. ThiswillbedoneonaHallby Hallbasisinordertoassessthelevelofprotectionserviceprovidedbyeachstation,andalsotoevaluatethe protectionprovidedtothemunicipalityasawhole. WewillrequesttheDeputyFireChieftodesignateknowledgeablerepresentativestoprovideatourofeach areaofTheCityinorderfortheConsultanttoappreciatetheirperspectiveonfireprotectionneedsand challengesthattheyarechargedtoprotect. FireDepartmentservicedeliverywillbeevaluatedin severalperspectivesincluding: x Forfireinsurancegradingpurposes x Meetingrecognizedfireprotectionstandardsand safetyrequirementssuchasNFPAandWCB x Meetingthefireprotectionneedsandexpectationsofthecommunity Thepurposeofthisreviewistoevaluatetheprotectionlevelandadequacyofservicedeliverybeing providedtoSaintJohn.Theevaluationisneededinordertobenchmarkthecommunitysfireinsurance gradingstandingpriortocommentingonandmakingrecommendationsregardingexistingandfutureneeds regardingresourcesforfireprotection(ex.firehallplacement,etc.). Page16of28 SaintJohnFireDepartment,BaseLineFireServiceReview 6.1.4Task1.4-EvaluationofExistingFireStations Wewillincludeareviewoftheattributesandneedsofeachfirestationinmeetingthecommunitysfire servicedeliveryneeds.Thisstepisanimportanttaskinthisassignmentduetotheneedtocommentonthe sizeandprofileofapotentiallyneededfirestations,andrelatedresources,aswellasatimetable,(relativeto callprofilesandcommunitygrowth),forotherstations. Factorsthatwillbereviewedaresummarizedas: x Numberand sizeofapparatusbays x Adequacyofequipment,repair,training,amenityandleisurespaces x Adequacyofadministrationandpublicspaces x Adequacyofaccess,egressandparking,and x Adequacyofcommunicationfacilities. 6.1.5Task1.5-Risk&HazardAssessment/LifeSafetyIssues Akeyfactorinallfiredepartmentevaluationsisacommunitywidehazardandriskassessmenttodetermine whatthefiredepartmentisprotecting,andwhatthemagnitudeoflifesafetyriskis.Afireservice organizationcannotbeadequatelyorthoroughlyevaluatedinitscurrentstateorprojectedfuturestateunless acomprehensiveriskanalysishasbeenfirstconducted. Theriskanalysisdefinesthehazardandlevelofrisktoacommunity,andbenchmarksthelevelof protectionandpreparednessthatshouldbeputintoplacebythecommunitytopartiallyoffsettherisktoan acceptableriskmanagementlimits. TheRMSmethodologyofhazardandriskassessmentdefinesthelevelofriskwithinacommunityona block-by-block,neighbourhood-by-neighbourhoodbasis.Thisisaccomplishedbyassessingthelifesafety hazard,buildingconstructiontypes,constructiondensitypatternsandbuildingdemographicsthroughoutthe community.Eachcommunitysectorisclassifiedastothepotentialmagnitudeofhazardandrisk.Once sectormagnitudesaredefined(FireFlowDemandZones),aprofileoffiredepartmentadequacycanbe completed. RMS,(throughFireUnderwritersSurvey)hasdevelopedamethodologyofdeterminingadequatecompany strength,companyresponsetimesandapparatusrequirementsbasedonthelevelofhazardandriskwithina communityorportionofthecommunity.Thismethodologyofassessingthevariancebetweenfireservice adequacyandcommunityhazardlevelisusedextensivelythroughoutCanadabyprogressivefire departments.ThismethodofassessmentwilldefinethecurrentleveloffireprotectioninplaceinSaint John. Page17of28 SaintJohnFireDepartment,BaseLineFireServiceReview Thefinalreportwillgraphicallyidentifyhazardlevels(basedonRequiredFireFlows)aswellasrisklevel sectorsintheCity.Wewillusethisinformationinassessingoptionsandidentifyingappropriatefuture locationsofreplacement,consolidation,oradditionalstationsthatmayormaynotbeneeded. Theresultsoftheriskandhazardassessmentarealsoanimportantfactorindeterminingtypesand configurationoffireapparatusneededandwillformthefoundationofanyrecommendationsorcomments withrespectto: x Typeandconfigurationoffireapparatus x Futureapparatusreplacementstrategies,and x Apparatusreplacementschedules. 6.1.6Task1.6-FutureCommunityGrowthandDevelopmentPlans Futurefireprotectionneeds,intermsofnumberoffirefighters,companystrength,emergencyresponse points;organizationandcapitalneedsaredependentonthe shapeandgrowthwithinthecommunityoverthe timeperiodselected.WewilluseallavailabledatatodetermineaclearpictureofthegrowthinSaintJohn overthe10yearhorizon.Wewillutilizetrendsindemographics,trendsinbuildingpermitsandtypeof development,theofficialcommunityplanandzoningbylaw(and/orLandUseBylaw). TheinformationcollectedwillbeutilizedtoassesstheadequacyofSaintJohnscurrentfirestationprofile, forecastfuturefirestationneeds,aswellascurrentandfuturefireapparatusneedsthroughout TheCity. 6.1.7Task1.7-StationLocationAnalysis TheNFPAstandardswillbeusedinconjunctionwiththeFireUnderwritersSurveymethodologytoassess thecurrentcoveragelevelsthroughoutTheCity. Thereviewwillconsiderthecurrentsituation,aswellasupcomingandongoingdevelopmentsandcall volumes.Optionsforresourceplacementandre-alignmentwillbeconsideredandoutlinedincluding economicramificationsaswellastheinfluenceofsaidoptionsonthefireinsurancegradingclassifications. 6.1.8Task1.8EvaluationofWaterSuppliesforPublicFireProtection Watersuppliesforpublicfireprotectionwillbeevaluatedforreliability,redundancyandadequacy.All majorcomponentsofthesystemwillbereviewed.Factorsconsideredwillincludedesign,installation, maintenance,standardsandprocedures.Additionallythelayoutofthesystemwillbeevaluatedincluding analysisofstoragecapacity;distributionofmainsandhydrants;andpressureandflowavailabilities throughoutthe system.Superiorwatershuttleservicecapabilitieswillbeincludedintheanalysis. Page18of28 SaintJohnFireDepartment,BaseLineFireServiceReview FireflowtestingwillbecompletedinrepresentativeareasthroughoutTheCityasdeterminedintheRisk& HazardAssessment.RequiredFireFlowswillbecalculatedutilizingthemethoddetailedintheFUS standard WaterSupplyforPublicFireProtection .RequiredFireFlowswillbecalculatedfor representativebuildingsandzones.Availablefireflowswillbedeterminedutilizingthemethoddetailedin NFPA291,RecommendedPracticeforFireFlowTestingandMarkingofHydrants.Acomparisonof availablefireflowsandrequiredfireflowswillbeanalyzedaspartofthegradingprocessandresultswillbe includedgraphicallyinthefinalreport. Page19of28 SaintJohnFireDepartment,BaseLineFireServiceReview 6.1.9Task1.9EvaluationofFireProtectionServiceContractsand Agreements Thein-placeserviceagreementswillbereviewedinthisstagetodeterminethelevelofserviceprovidedat presentaswellasthelevelofservicethatwasintendedwhentheagreementwasmade. 6.1.10Task1.10FUSEvaluationofAdjacentCommunities Duringthisstage,FireUnderwritersSurveyswillevaluatethepotentialresourcesavailable,and/orprovided toadjacentmunicipalities,withrespecttotheimpactonSaintJohnfireservicesresources. DepartmentswhichhavecontractsinplaceforprovideprotectiontoareasofSaintJohnorprovidingfirst lineassistancetotherespondingfirestationwillalsobeevaluated. Page20of28 SaintJohnFireDepartment,BaseLineFireServiceReview 6.2Stage2RequirementsAnalysis 6.2.1Task2.1-IdentifyandEvaluateFuturePotentialFireStationLocations Theselectionprocesswillconsideranumberoffactorsthathavebeendiscussedwithinthisproposal including: x Emergencycallpatterns x Availabilityandlocationofresources x Demographicsanddevelopmenttrends x Roadnetwork,etc. Inadditiontotheseconsiderations,wewillgather,reviewandinspectavailablelocationswithinSaintJohn thatmeettheneedsofbothSaintJohnandsurroundingcommunity.Inthisreviewwewillevaluatefactors suchas: x Idealareas x Siteavailability x Reviewalistofpotential sites TheCitymayhavebeenpredeterminedforselection x Sizeof sitesisitlargeenoughtoaccommodatetheneedsofaSaintJohnfirestation x Obstaclesthatmayneedtobeaddressed WewillreviewpotentialsiteswithdesignatesoftheSaintJohnFireDepartmenttoobtaintheirperspectives onthevaluesofeachconsidered site. 6.2.2Task2.2-ReviewPerformanceofExistingFireStationsand Equipment Usingtheactivityreportsfromtheexistingstations,wewillreviewthecoverageareasfortheexisting stationsonageographicbasisandalsotakingintoaccountthedemandlevelseachstationexperiences.If available,wewillutilizeplottedcallvolumeondigitalGISmapsandassociatedgeographicdistributionof callvolume.Ifavailable,thisanalysiswillbeoneoftheelementsusedtodefinehowwellthestationsare addressingcurrentresponsetimestandards.TheevaluationofresponsetimeswillincludetheStandardsof Responsereviewthathasrecentlybeencompleted. Theassessmentofstationlocationsisinter-relatedwiththedeploymentofapparatusandstaffing.Thistask willaddresshowthethreecomponentscombineinrelationtotheserviceSaintJohnFireDepartment provides. Page21of28 SaintJohnFireDepartment,BaseLineFireServiceReview 6.2.3Task2.3-ReviewAlternativesfor:Apparatus,Staffing,andStation Alignment UsingFireUnderwritersSurveymethodologies,wewillestablishandevaluateoptionsforpossible alternativestothecurrentconfigurationofapparatus,staffingandstations,takingintoconsideration responsetimes,proximitytohighriskuses,accessissues,etc.Alternativesincludeoptionsforconsolidation, ofapparatus,staffing,andstations. 6.2.4Task2.4-DevelopPlanforFireStations,EquipmentandStaffing Usingthedemandlevelsandcoveragefromtheexistingstations,combinedwiththeprojectionsofgrowth inSaintJohnandanyplannedtransportationinfrastructurechanges,wewilldeveloprecommendationsfor stationalignment(ex.maintaining,consolidation,addingorrelocatingstations)andequipmentandstaffing adjustmentsoradditionstomatchpredictedgrowthoftheCity. Theassessmentofstationlocationsisinter-relatedwiththedeploymentofapparatusandstaff.Wewill developrecommendationsthatoptimizetheallocationofallresourcesacrosstheCity,andalsotakeinto accounttheagreementswithneighboringcommunities.Coverageprovidedtoandbytheadjacentfire protectionserviceproviderswillbereflectedintheassessmentofcoverageareas. Thistaskwillconsiderandhaveoptionsfortheoptimumdeploymentofcityfirestationsandequipmentand willalsoconsiderthefactorsdevelopedinrelatedtasks. 6.2.5Task2.5-InterimVerbalReport WewillprovideaninterimverbalreporttotheAdministrator,Chiefatadateoftheirchoosingbut preferablyattheconclusionofTask2.3-ReviewAlternativesfor:Apparatus,Staffing,andStation Alignment.Attheconclusionofthistask,wewillhavebeguntheprocessofconcludingouranalysisofthe issuesandtaskstobecompleted,whichwouldthereforebeanappropriatetimetosharethefindingsand interpretationswiththefireservice.Wewillalsoreportatthismeetingthetasksneedingcompletionalong withanapproximatetimetablefortheprojectsconclusion.Wewilladdressanyissuesoutstandingand presentedaswarranted. 6.2.6Task2.6-EvaluateEquipmentandApparatusNeeds ApparatusandequipmentneedsfortheFireDepartmentisdependentuponanumberoffactorsincluding: x Theriskprofileofthemunicipalityanditsprotectionneeds x Theprofileoffirefighterresponse Page22of28 SaintJohnFireDepartment,BaseLineFireServiceReview x Expectedgrowththatwilloccurwithinthecommunitythatwillaffectcurrenthazardandrisk profiles,and x Themultiplealarm(concurrent)needsandconsiderationofmunicipalityasawhole. Wewillconsidereachofthesefactors,aswellastheusefullifeandcurrentdutyofexistingfireapparatusin assessingapparatusandequipmentneeds. 6.2.7Task2.7-CompleteFUSReviewBenchmarking Attheconclusionoftheprevioustask,alongwiththefeedbackreceivedfromtheInterimVerbalReport, finaloptionswillbepreparedforadraftreport.Preparationofthefinaloptionswillprovidetheframework toconcludewhetherFUSfireinsurancegradingclassificationswillbeimpacted. 6.2.8Task2.8-EvaluateApparatusReplacementSchedules Themunicipalitysapparatusreplacementschedulewillbereviewedtoensureitisconsistentwiththe servicelevelbeingdeliveredbythefiredepartment;themechanicalservicingthevehiclesarereceiving;and bytherequirementsandstandardsofthefireinsuranceindustry.Ifappropriate,thisreviewwillmake recommendationstoamendthereplacementschedule.Arecommendedreplacementschedulewillbe presentedwiththedraftreport.Theschedulewillconsiderseveralevolutionsofapparatusreplacementas deemedappropriate. Thereviewwillevaluateapparatusreplacementonaservicedutybasisbeing: stst x 1alarm, 1due ndnd x 2alarm, 2due x multiplealarmvehicles x reservevehicles x specialtyvehiclessuchastankers,aerialsandrescueunits ThiscomponentwillalsoevaluateandmakerecommendationontheFireDepartmentsancillaryequipment replacementprograms. 6.2.9Task2.9-ReviewServiceBoundariesforeachStation UsingNFPAstandardsandFireUnderwritersSurveymethodologiesinconjunctionwithavailabledigital maps,wewillreviewtheserviceboundariesforeachstation.Thesewillbeillustratedinaseriesoffigures inauserfriendlymanner. Ifadequateinformationisavailabledigitally(ex.gismaps,callvolumes,calldetails,databaseformats,etc.) wewillalsoprovideriskandhazardratinggraphicallyasanoverlayorseparately. Page23of28 SaintJohnFireDepartment,BaseLineFireServiceReview 6.3Stage3-ProjectCompletion 6.3.1Task3.1-PrepareDraftReport&MeetwithStakeholders Thedraftfinalreportwillbepreparedtoincludeallrelevantreviewitems.Thereportwillbepreparedby theRMSteamandwillcontainpreliminaryrecommendations. Thereportwillbepresentedtokeystakeholders.TheRMSteamwillmakethepresentation.The presentationwillincludeadescriptionoftheassessment,relevantfindingsoftheassessmentaswellasall significantpreliminaryrecommendationsthathavebeenmade. TheRMSteamwilladdressallquestionsand facilitatediscussionofthekeyissues. Thedraftreportwillcontainacomprehensiveexecutivesummaryforthemeetingattendants.However,a oneortwoweekperiodwillbeallottedtothekeystakeholderspriortocompletionofafinalreport,inorder forthemtofullydigestthedraftreportandrespondtoissuesandrecommendationsthedraftreportmakes. 6.3.2Task3.2-PrepareFinalReport TheFinalReportwillbebasedupontheDraftReporttakingintoaccountclarifications,issues,errorsand omissions,etc.identifiedbythestakeholders,aswarranted. TheRMSteamwillpreparethereportwithinan agreedupontimeframe. Page24of28 SaintJohnFireDepartment,BaseLineFireServiceReview 7.0SCHEDULE Uponapprovingtheproject,fieldworkwillstartimmediately.Completionoffieldworkisestimatedtobe thesecondweekofAugust2009.WeproposetodeliverthereportinaDRAFTform. Thiswillallowtime forcommentandreviewpriortofinalizingthereport.TheDRAFTreportavailabilityisestimatedtobethe secondweekofSeptember. TheFINALreportdeliverydatewilldependoncommentsandrevisionstothe DRAFTreport. 8.0PRICING $40,000.00excludingexpenses,and Basedonourtimeestimatesabove,thefeestocompletethestudyare; HST . Expensesarebasedonthefollowing: TravelVehicleallowanceof$500.00plusfuelcosts,accommodationsandmealsasbilled. G.I.S.work-asbilled. RMSlimitsliabilityassociatedwiththisstudytothetotalvalueoftheworkperformed. ThankyouforconsideringtheservicesofRMS. FrankSabo Director AtlanticRegion OnbehalfoftheCityofSaintJohn,NewBrunswick,IauthorizeSCMRiskManagementServicesInc.to undertaketheabovereferencedengagement. SignatureFrankSaboDate June18,2009 Page25of28 SaintJohnFireDepartment,BaseLineFireServiceReview APPENDIXARMSSTATEMENTOFQUALIFICATIONS Theprojectwillbecoordinated,implemented,managedanddeliveredbySCMRiskManagementServices fromitsDartmouthoffice.Ourprojectteampossessestheexpertise,experienceandmodernskillsetsto conductthisreviewonbehalfofSaintJohnFireDepartment.Ourgoalistoprovideacomprehensive, informativeassessment,whichwillfacilitateSaintJohninmakingprogressinreshapingormaintainingthe currentstateofitsfire servicedeliverysystem. RMShasover100yearsexperienceinmunicipalconsultation,provisionofriskinformationtoinsurance companiesandevaluationofmunicipalfiredepartmentsperformedbytheirFireUnderwritersSurvey(FUS) technicalstaff.FUSstaffmembersconduct municipalfireprotectionversusfireriskassessments inall communitiesthroughoutCanadaforthepropertyandcasualtyinsuranceindustry,aswellasawiderangeof firedepartmentassessmentsforlocal,provincialandfederalgovernments. Municipalfireprotectionversusfireriskassessments isessentiallyfiredepartmenteffectiveness evaluations.AllaspectsofacommunitysfireprotectionprogramsareevaluatedduringaFUSsurvey includingfiredepartmentoperations,emergencywatersupplies,emergencycommunication systemsandfire safetyprograms.Theevaluationsarebasedonsoundprinciplesofmunicipalfireprotectionstandardsand regulationssuchasthosepublishedbytheNationalFireProtectionAssociation(NFPA),InternationalFire Service TrainingAssociation(IFSTA),AmericanWaterWorksAssociation(AWWA). RMSisaleaderinCanadainaccuratelyassessingandevaluatingthehazardandrisktofireemergencies. RMShasdevelopedasystemofevaluationthatprogressivemunicipalitieshaveutilizedindevelopingtheir fireprotectionprograms. FUSassessmentsoccurinlargeandsmallfiredepartments,aswellasvolunteer,compositeandcareer organizationalstructures. Thisprovidesuswithauniquelevelofexperiencetodrawfromwhenevaluatinga fire serviceorfireprotectiondeliverymodel. PrincipleTeamMembers TerryJohnRedden,FUSspecialist,AtlanticRegionwillconductthefieldworkfortheproject.Mr.Redden hasextensiveexperiencewiththistypeofworkandhascompletednumerousstudiesofa similarnature.Mr. ReddenhasbeentheFUSrepresentativefortheRMS(IAO)forthepastelevenyears.Previoustothishe wasinvolvedintheFireServiceforovertwentyyears. Page26of28 SaintJohnFireDepartment,BaseLineFireServiceReview Mr.ByronMcCulloch,C.E.T.,CRM,ManagerofLossControland Engineering,forRMSAtlanticRegion willactasprojectmanagerandtechnicalconsultant.Mr.McCullochhastwenty-nineyearsofexperiencein thefieldoflosscontrolandhasmanagedmany similarprojects.ByronisalsoChairmanoftheRMSRisk ManagementServices,National TechnicalCommittee,andbringsanextensiveknowledgeofcodesand standardstotheproject. RMSRiskManagementServicesemploysanumberofprofessionalengineersandtechnologistsinAtlantic Canada,asLossControlSpecialists. Theyhaveexpertiseinanumberofdifferentareas,andmaybecalled upontoconsultinspecialsituations,andassistwithcompletionoftheproject. Page27of28 SaintJohnFireDepartment,BaseLineFireServiceReview RMS/FUSSampleProjectList MajorCitiesFromAcrossCanada CityofMontrealFireUnderwriters Survey Study2002 CityofVancouverFireUnderwriters Survey Study2001 CityofEdmontonFireUnderwriters SurveyStudy1999 CityofToronto:FireUnderwriters Survey Study1999 MississaugaOntarioFireUnderwriters Survey Study1998 UnitedCountiesofLeadsFireDepartmentAmalgamation Study1998 &Grenville,Ontario OakvilleOntarioFireDepartmentMasterPlan1997 WithinAtlanticCanada BridgewaterFireDept.Fire SuppressionServices Study2008 OromoctoFireDept.Fire Station and Services Study2008 MemramcookEvaluationof Fire SuppressionCapability2007 MahoneBayFire SuppressionCapability Study2007 WoodstockFire SuppressionCapability Study2007 CityofCharlottetownFirestationLocation Study2007 MunicipalityofWestFire Service Study2007 Hants Page28of28 M&C-2009-187 June19,2009 HisWorshipMayorIvanCourtand MembersofCommonCouncil YourWorshipandCouncillors: SUBJECTBuildingPermitApplication-109CrowleyRoad : BACKGROUND : OnJuly11,2008,abuildingpermitapplicationwassubmittedbyJohnHendersonon behalfofhisclient,AlbertBrun,fortheconstructionofa single-familydwellingonhis vacantpropertyaddressedas109CrowleyRoad. AccesswasoriginallyproposedoffofCrowleyRoad,howevertherewereseveralissues (discussedingreaterdetailfurtherinthisreport)relatingtotheavailabilityofmunicipal servicessuchasthesupplyofelectricpower,access,emergencyservices,etc.Afterthe rangeofissueswasbroughttotheattentionoftheapplicantssolicitor,heinquiredabout thepossibilityofusingBeachRoadinstead.Unfortunately, similarservicingissueswere presentwiththealternateaccess. WhileStaffcontinuedtoworkonthefile,theapplicantsubmittedanapplicationtothe CourtofQueensBench(filedinNovemberof2008)requestinganorderthattheCity providearesponsetothebuildingpermitapplication.Subsequently,theCitySolicitor spokewiththeapplicantssolicitoranditwasagreedthattherequesttotheCourtof QueensBenchwouldbeplacedonholduntilthe stakeholderscouldmeetwiththe applicantinanattempttoresolvetheirconcerns. ThismeetingwasorganizedinFebruary ofthisyear,theresultofwhichwasthattheapplicantwouldprovidesupplementary informationtotherespectiveagencies/departmentsinanefforttoaddresstheirindividual concernstherebyallowingadecisiontobereachedonwhetherornotthepermitcouldbe issued. Althoughnoadditionalinformationhadbeenforwarded,theapplicantssolicitoradvised inMayof2009thatunlessaresponsetothebuildingpermitapplicationwasreceived,the applicationbeforetheCourtofQueensBenchwouldproceed.Supplementalinformation wasbeingreceivedasthisreportwasbeingfinalized,howeveritwasnotsubmittedin timetobereviewedandanalyzedbyrelevantstakeholders. ReporttoCommonCouncilPage2 GiventheconcernsraisedbythevariousCitydepartments/agencies,Staffdidnotfeelit wouldbeappropriatetoissuetherequestedbuildingpermit,insteadreferringthematter toCommonCouncilpursuanttoSection40ofthe ZoningBy-law,whichstates: NobuildingmaybeerectedintheCityinrespectofwhich,intheopinionofthe Council,satisfactoryarrangementshavenotbeenmadeforthesupplyofelectricpower, water,sewerage,streets,orotherservicesorfacilities. Thepurposeofthisreportistoexplainthereasonswhy,inStaffsopinion,itwouldnot beadvisabletoissueabuildingpermitfortheconstructionofa single-familydwellingon thesubjectproperty. INPUTFROMOTHERSOURCES: MunicipalOperationsandEngineering hasthefollowingcommentsontheabove buildingpermitapplication: x Thereisnomunicipalwaterandseweravailableforthis site. x CrowleyRoadisaroadwayofapproximately550metres.Approximately330metres ofthisroadwayfromtheintersectionofSandyPointRoadandFosterThurstonDrive ischipsealed[PartA]andtheCityprovidessnowploughserviceupto33Crowley Road(theendoftheexistingchipsealedroadwaysurface).Theremaining220 metres[PartB](approximately)ofthisroadwayisnotpavedorsuitablysurfacedfor anyvehicularmovements. x IftheportionofCrowleyRoadbeyond33CrowleyRoadweretobeutilized, roadwayimprovementswouldberequiredforsuchportionofCrowleyRoad,from theendoftheexistingchipsealedsurfacetotheendofthepublicstreet improvementsmustbemadetotherequiredCitystreetstandard.Thisportionof streetwouldhavetobeconstructedtoaRuralRoadStandard,whichincludesbutis notlimitedtoa7.4metrewideasphaltsurface,two1.8metregravelshoulders,and two0.6metreditchesallconstructedtoCityofSaintJohnstandardsandin accordancewiththeCitysGeneralSpecifications.Additionally,anyupgradestothis streetwouldalsorequireaproperlyconstructedturnaroundandanynecessary culverts. x TheCityisnotplanningtodoanyworktothisexisting unfinished portionofthe streetandwouldnotconsidersuchuntilsuchtimeassignificantdevelopmentinthe areajustifiesit.Astreetconstructionofthismagnitudetoprovideforone developmentisneitherfeasiblenorpractical. x TheCityisresponsibleforprovidingemergencyservicesinthisarea.Unlessthe roadwayisconstructedandmaintainedinamannerthatisacceptable,itwillnotbe possibleforthemunicipalitytoprovidethisessentialservice. x Ontheapplication,itshowsaright-of-wayfromtheendofthechip-sealedportionof theroadwaytotheproposeddevelopment.Thislotdoesnotabutapubliclyowned street;therefore,nopublicaccesscanbeprovided.Theapplicantwouldneedto ReporttoCommonCouncilPage3 determineifthisright-of-waydoesindeedprovideproperaccesstotheproposed development.AnyworkrequiredherewouldnotbetheresponsibilityoftheCityas thisisnotCityland. x Easementsforpublicutilitieswouldberequiredifservicesweretobeinstalled. x BeachRoadis shownontheproposalsketchtobeadjacenttothisproposed site.Itis understoodthatthisroadisprivatelyowned. FireDepartment indicatesthatithasnoobjectiontothisapplicationprovidedthatthe privateright-of-way(driveway)isconstructedandmaintainedtosustaintheweightand turningrequirementsoffireapparatusandthattheaccessroadprovidessuitable emergencyaccessduringallseasonsandweather. SaintJohnEnergy advisesthatithasnotreceivedanyfurtherinformationfromthe 1 applicantwithrespecttoelectricalservicing. Therequestfromtheapplicantistobe disconnectedfromtheelectricalgrid.SaintJohn Energyhasnoobjectiontothebuilding permitbeingissuedaslongtheapplicantindicatesinwritingthathedoesnotwant electricalservicetobeprovidedbytheutility.Iftheproposeddwelling(s)requires electricalservice,thenaneasementwillberequiredontheCrowleyandBrunproperties. ItisSaintJohn EnergysunderstandingthattheCrowleysarenotwillingtoentertainan easement. ANALYSIS : SubjectSiteandNeighbourhood Thesubject sitehasanareaofapproximately3.183hectares(7.865acres),withfrontage ofapproximately314metres(1,030feet)alongtheKennebecasisRiverandarelatively consistentdepthofapproximately100metres(330feet). The siteispresently undevelopedandhasaheavycoveringofmaturevegetation. Thegeneralareasurroundingthe siteisalsolargelyundeveloped,withtwoexceptions. First,tothesouthofthe site,isasparsecollectionofbuildings(believedtobecamps) alongCrowleyRoad,whichextendsinagenerallynorthwardsdirectionfromSandy PointRoadtothesubjectsite.Second,tothesouthwestofthe site,isahigherdensity assemblageofdwellingsalongBeachRoad,extendingfromthenorthernterminusof SandyPointRoad. Thisareaoriginatedasacottagedevelopmentwhichhas since evolvedintodwellingsbeingoccupiedyear-round. 1 SaintJohnEnergyscommentsareinresponsetoamemodatedMay26,2009andaresponsewas receivedonJune5.Subsequenttotheirresponse,theapplicantsubmittedareportfromanelectrical engineerviaemailonJune12.AlthoughthisreportwasforwardedtoSaintJohnEnergy,theyhavenothad sufficienttimetoreviewandrespondtoitintimeforfinalizationofthisreport. ReporttoCommonCouncilPage4 Proposal Theapplicantisproposingtoconstructasingle-familydwellingwithanattachedgarage. The sitewouldbeservicedbyaprivatewellandanon-sitesewagedisposal system. However,theapplicantisnotproposingtoconnectthebuildingtoSaintJohn Energys electricalgrid,insteadchoosingtosupplyelectricityandheating/coolingtothebuilding viaacombinationofsolarpanels,windturbines,andwoodandoil systems.Partofthe buildingdesignincludesinternalsprinklingaspartoftheself-containedfireprotection system. Accesstothe sitewasoriginallyproposedtobefromCrowleyRoad,whichremainsthe applicantspreferredentrypoint,althoughaccessfromBeachRoadwasalsoexplored. Theissueswitheachofthepotentialaccesspointsarediscussedinfurtherdetailbelow. Itshouldbenotedthattheapplicanthasindicatedthathisdaughterandson-in-law,who ownthepropertytogetherwithMr.Brunandhiswife,mayatsomepointinthefuture seekpermissiontoconstructaseconddwellingontheproperty.Toallayconcernsthat furtherdevelopmentisplanned,theapplicanthas submittedadraftSection101 agreementproposingtolimitthemaximumnumberofdwellingstotwo. Access#1CrowleyRoad Thepublicstreetright-of-wayforCrowleyRoadisapproximately550metres(1,800 feet)inlengthandextendsgenerallyinanortheastdirectionfromtheintersectionof SandyPointRoadandFosterThurstonDrivein Millidgeville. Thestreetisnotuptothe Citysminimumstandardsasonlythefirst330metres(1,080feet)arechip-sealed(not pavedwithasphalt),thewidthofthetravelsurfaceisonly6metres(whereasthestandard is7.5metres)andthereisnoditchingorculverts.Snowplowingisonlyprovidedupto thedwellingat33CrowleyRoad,wherethechip-sealingends.Asindicatedbythe MunicipalOperationsand EngineeringDepartment,theremaining220metres(720feet) oftheroadisnotpavedorsuitablysurfacedforanyvehicularmovements.Consequently, theCitydoesnotprovideanymaintenancebeyond33CrowleyRoad. FromtheendofPartBofCrowleyRoadthereisadirtpathheadinginageneral northwestdirectionadistanceofapproximately245metres(800feet)totheapplicants property. Thispathis situatedonlandsownedbyAgnesand ThomasCrowley,although 2 theapplicanthasindicatedthathehasanexistingright-of-waytocrosstheintervening property.Duringarecent sitevisittothearea,whileitwaspossibletotravelalongthe pathwithapassengervehiclepastthechip-sealedportion,itwasnotedthatthe vegetationgrewuptothe sideofthepathandtherewereseveralplaceswherewaterwas 2 Theapplicantssolicitorhasadvisedthatthereissomeambiguityintheterminologycontainedinthe descriptionoftheright-of-way,specifically a ...right-of-wayasfarasitisinthepowerofthegrantorto grantthesame,overtheSandyPointRoad[nowCrowleyRoad]whereitrunsthroughthelandsand premisesownedbythesaidSimonCrowley[nowThomasCrowley]. ReporttoCommonCouncilPage5 pondingacrossthetrail.Inaddition,notonlyisthepathwinding,buttherearechangesin elevationthat,combinedwiththeotherfactors,leadsStafftoconcludethatthepathinits presentstatewouldnotbeusablebylargervehicles,especiallythoseutilizedby emergencyresponders. Access#2BeachRoad BeachRoadextendsfromthenorthernterminusofSandyPointRoadinaneasterly directionforadistanceofapproximately600metres(2000feet)untilitabutsthesubject site.ItisaprivateroadownedbytheCrowleysandisnotconstructedtoanacceptable Citystandard. Theroadhasundulatingtopography,includingatleastonelow-point whichfloodsduringthespringfreshet.Further,theroadwayisnarrow,beingconstrained betweentheshoresoftheKennebecasisRivertothenorthandasteeplyrising embankmentthesouth.Betweentheroadandtheembankmentareseveraldwellings arrayedinalinearfashionalongthesouth sideoftheroad.Thetopographyisespecially severewheretheroadabutsMr.Brunspropertyanditisnotanticipated,giventhe changesingrade,thatitwouldbepossibletophysicallyextendBeachRoadtoMr. Brunsproperty. ItisStaffsunderstandingthatMr.Brundoesnotpresentlyhavearight-of-wayacross BeachRoadnordoesitappearthathewouldbeabletoobtainpermissionfromthe Crowleystoundertakethestreetupgrades.ItisalsoStaffsunderstandingthatthe purposeofhisinquiryastothepotentialimprovementstoBeachRoadwastodetermine ifultimatelytheCitywouldtakeownershipofthestreet,therebyprovidingthesubject sitewithfrontagealongapublicstreet.CorrespondencefromtheMunicipalOperations and EngineeringDepartmentindicatedthatsomeimprovementswerebeingplanned,but nothingcomprehensiveenoughtoaffectthestatusofMr.Brunsproperty.Asaresult, theprimaryfocus shiftedbacktousingCrowleyRoadasthemeansofaccess. StreetImprovements&Standards Whendevelopmentsareproposedalongsubstandardaccesses,theCitytypicallyrequires theaccesstobebroughtuptoanacceptableminimumstandardinordertoensurethat basicservicessuchasemergencyresponseand snowplowingcanbeprovided. Thisis usuallyaddressedthroughthesubdivisionprocess,andtheSubdivisionBy-lawcontainsa provisionstating asaconditionofapprovalofasubdivisionplan,whereentrytoa subdivisionwillbegainedtothesubdivisionbymeansofanexistingaccess,by whomeverowned,thepersonseekingapprovalofsuchplanshallmakeprovisiontobring theexistingaccesstothesamestandardasmayberequiredforstreetswithinthe subdivision,orcontributetothecostof[above-mentioned]worktotheextentrequired forstreetswithinthesubdivision. Whilethesubject siteisanexistinglot(i.e.,nosubdivisionisbeingproposed),Section 40oftheZoningBy-lawisintendedtoaddress situations,suchasthepresentinstance, ReporttoCommonCouncilPage6 wheretheproposedmeansofaccesswouldrenderitimpossibleforthemunicipalityto provideessentialservices.Althoughnosubdivisionisbeingproposed,becausestreet standardsaretypicallyadministeredthroughthesubdivisionprocess,theZoningBy-law is silentinthisrespect.However,indeterminingasuitablestandard,Staffconsideredit appropriatetorefertotheprovisionsoftheSubdivisionBy-law. Basedontheisolatedlocationoftheproperty,theneighbourhoodcontext,andthefact thattheareaisunserviced,theRuralRoadstandardwasdeemedtobethemost appropriate.TheRuralRoadStandardistheCitysloweststandardforstreetconstruction andiscomprisedofthefollowingrequirements: x a20metre(66feet)wideright-of-way x a7.5metre(25feet)widetravelsurfaceofasphaltpavement x two1.8metre(6feet)gravel shoulders x twoditches/swaleswithaminimumdepthof0.6metres(2feet) Theapplicanthasindicateditishisintentiontomakesomeimprovementstotheexisting trailinordertoprovideadrivewayaccesstohisproperty.Arecentlysubmittedplan showsa4.88metre(16feet)widetravelsurfaceofcrushedstoneonashaleroadbed withditchesalongeither side.Itshouldbenotedthatthisplanwasnotsubmittedintime tobereviewedbyMunicipalOperationsand EngineeringortheFireDepartment. Consequently,neitherhasbeenabletoprovidearesponseastotheacceptabilityofthe proposedimprovements. Further,itisunderstoodthatthereareseveralexistingbuildings(itisassumedthatthey arecamps/cottages)thatappeartousetheprivatetrailextendingfromtheendof CrowleyRoadastheironlymeansofaccess.Itisnotknownwhenthesebuildingswere constructed,orifbuildingpermitswereobtainedpriortotheirconstruction.If improvementstotheaccessaretobemade,itisanticipatedthatthiswillincreasethe likelihoodthatthesebuildingswillbecomeoccupiedyear-round,iftheyarenotalready. Giventhenumberofexistingandproposeddwellings,Staffsopinionisthatastreet constructedtotheRuralRoadstandardisjustifiedinthisinstance.However,itisnot cleartoStaffiftheright-of-waythattheapplicanthasovertheCrowleypropertieswould permittheseimprovementstobeundertaken. ElectricalServicing Mr.Brunhasindicatedthattheproposeddwellingwouldnotbeconnectedtothe electricalgridmaintainedbySaintJohnEnergy/NBPower.SaintJohn Energyhas indicatedthatitwillnotbepossibleforthemtoextendservicestothesiteandStaffisyet todetermineanyissuesastotheCitysliabilityshouldabuildingpermitbeissuedforthe proposeddwellingandtheapplicantsoff-gridelectricitygenerating systemwereto proveinadequate. ReporttoCommonCouncilPage7 AtthestakeholdersmeetingheldinFebruary,itwasStaffsunderstandingthatthe applicantandhisconsultantweregoingtoprovideaproposaltoSaintJohn Energyin ordertoobtainanopinionastowhethertheproposed systemwouldprovidesufficient electricalpowertotheproposeddwelling.Asofthewritingofthisreport,theapplicant hadonlyrecentlysubmittedthisinformationandSaintJohn Energyhasnotbeenableto revieworcommentupontheconsultantsreport.However,theutilityhasre-iteratedthat itwouldonlybesupportiveoftheproposaliftheapplicantindicatesinwritingthathe acknowledgesthatSaintJohn Energywillnotbeabletoservicethelotandwillnot requestthattheutilityprovideservice shouldtheprivateelectricitygenerating systemfail orproveinadequate.Itisnotcertainifthis,orasimilarclause,wouldremoveany liabilityonthepartoftheCityastheissuerofthebuildingpermit. FINANCIALIMPLICATIONS: ShouldtheCityauthorizefurtherresidentialdevelopmentalongCrowleyRoad,itmay resultinincreasedpressurefortheCitytoprovideroadmaintenanceandservicessuchas snowplowing,paving,etc. ThiswouldbeveryonerousfortheCitygiventhe small numberofbuildingsusingtheaccess. SUMMARY: Theapplicanthassubmittedabuildingpermitapplicationtoconstructa single-family dwellingonalotthatdoesnothaveaccesstoapublicstreet.Theexistingaccessisnot constructedtoasufficientstandardthatwouldallowtheCitytoprovidebasicservices suchasemergencyresponse,snowplowing,garbagecollection,etc. Theapplicanthasindicatedthatheintendstoundertakesomeimprovementstothe drivewayaccess.Basedonthelimitedinformationprovidedtodate,Staffisnotofthe opinionthattheproposedstreetupgradeswouldalleviatetheconcernsregardingthe provisionofessentialservicestotheproposeddwelling.Further,givenboththenumber ofotherbuildingsusingtheexistingtrailandthepotentialforfuturedevelopment,it wouldbeinappropriatenottorequiresubstantialstreetimprovementspriortoauthorizing furtherdevelopment. Finally,giventhepotentialfinancialimplicationsfortheCityinhavingtoextendservices forone(ormore)dwellingsalongsuchalengthyaccessandthepotentialforincurring coststoupgradetheunbuiltpublicportionofCrowleyRoad,Staffcanonlyreachthe conclusionthatitwouldbeprematuretoallowtheproposeddevelopmentatthistime. Consequently,issuanceofthebuildingpermitapplicationisnotrecommended. Itshouldbenotedthatthisreporthasbeenpreparedattherequestoftheapplicanttohave thematterconsideredbyCommonCouncilattheearliestpossibleopportunity.However, noneofthesupplementaryinformationrequestedinFebruarywassubmitteduntilvery recently(June12fortheelectricalengineersreportandJune15fortheproposedstreet ReporttoCommonCouncilPage8 improvementplan).Whilethesupplementalplanswerecirculatedtorelevantagencies/ departmentsassoonastheywerereceived,giventhelatenessofthesubmissionsitwas notpossibleforstafftoreviewtheinformationandprovidearesponseintimetobe includedwiththisreport.Consequently,manyofthetechnicalconcernsraisedbystaff remainunaddressed. Staffspreferencewouldhavebeentocompleteitsreviewofthesupplementalplans beforefinalizingthereportinordertoprovideCouncilwithacomprehensiveanalysisof theproposal.Howevertheapplicant,throughhis solicitor,advisedthathewantedthe mattertobeconsideredbyCommonCouncilatits June22meeting.Despitethefactthat Staffhavenothadadequatetimetoreviewtherecentsubmissionsfromtheapplicant, thereremain significantunresolvedissueswhichresultintheconclusionthatthebuilding permitapplication shouldbedenied. RECOMMENDATION : ThatCommonCouncildenytheapplicantsrequesttoconstructadwellingat109 CrowleyRoadinaccordancewithSection40oftheZoningBy-lawduetothe unsatisfactoryarrangementsforaccess,electricpowerandothermunicipalservices. Respectfullysubmitted, KenForrest,MCIP,RPP Commissioner PlanningandDevelopment PatrickWoods ActingCityManager PF ProjectNo.09-### June17,2009 YourWorshipandCouncillors: SUBJECT:SubdivisionApplication-2905LochLomondRoad ThePlanningAdvisoryCommitteeconsideredtheattachedreportatitsJune16, 2009meeting. Mr.BernardDesmondappearedtospeakinsupportoftheapplicationand indicatedthathewasinagreementwiththerecommendationassetoutinthe attachedreport.Nooneelseappearedtospeakinsupportoforinoppositionto theapplication,andnolettersrelatingtotheapplicationwerereceivedbythe Committee. Afterconsideringtheattachedreportandtheapplicantspresentation,the Committeeadoptedtherecommendationassetoutbelow. RECOMMENDATION : ThatCommonCouncilassenttocash-in-lieuofLandforPublicPurposesequalto 6%ofthemarketvalueofthelandintheproposedBernardF.DesmondandJoan DesmondSubdivisionatthetimeoffinalsubdivisionapproval. Respectfullysubmitted, CarlKillen Vice-Chairman SH ProjectNo.09-186 DATE:JUNE12,2009 TO:PLANNINGADVISORYCOMMITTEE FROM:COMMUNITYPLANNING?PLANNINGANDDEVELOPMENT FOR:MEETINGOFJUNE16,2009 SarahHerring,MCIP,RPP Planner SUBJECT : NameofApplicant:FultonSurveys(2004)Ltd.(onbehalfofBernieDesmond) NameofOwner:BernardandJoanDesmond Location:2905LochLomondRoad PID:00470955 MunicipalPlan:UnservicedResidential Zoning: RS-1 Oneand TwoFamilySuburbanResidential Proposal:Tocreateanunservicedresidentiallot. TypeofApplication:Subdivision JURISDICTIONOFCOMMITTEE: TheCommunityPlanning ActauthorizesthePlanningAdvisoryCommitteetogiveitsviewstoCommon Councilconcerningthesubdivisionofland,includingtheassentofstreets,landforpublicpurposes,and municipalservicesandpublicutilityeasements,aswellascostsharingforpipingmaterialsoutsidethe limitsofthesubdivision,andtheauthorizationofCity/DeveloperSubdivisionAgreements. Fulton Surveys(2004)Ltd.Page2 2905LochLomondRoadJune12,2009 STAFFRECOMMENDATIONTOCOMMITTEE : ThatCommonCouncilassenttocash-in-lieuofLandforPublicPurposesequalto6%ofthemarket valueofthelandintheproposedBernardF.DesmondandJoanDesmondSubdivisionatthetimeof finalsubdivisionapproval. BACKGROUND : OnApril8,2008thePlanningAdvisoryCommitteeconsideredanapplicationtosubdividealothaving approximately5,000squaremetresofareafromthepropertyat2905LochLomondRoadandtocreate anextensionofSunviewRoadwithoutprovisionofaturn-around. Theproposedsubdivisionalso requiredthattheCommitteegrantavariancetopermitthecreationofadouble-frontagelotat2971Loch LomondRoad. TheCommitteeapprovedtherequestedvariancetopermitthelotat2971LochLomondRoadtohave frontageontwopublicstreets,butdeniedtherequestedvariancetopermitadead-endpublicstreetwith noturn-around. TheCommitteerecommendedthatCommonCouncilapprovetheextensionofSunviewRoadasa publicstreetalongthefrontageofproposedLot08-01andassenttoanyrequiredmunicipal servicesor publicutilityeasements. TheCommitteealsorecommendedthatCouncilacceptadedicationofcash-in- lieuofLandforPublicPurposesequalto6%ofthemarketvalueofthelandinthesubdivision (exclusiveofpublicstreets)atthetimeofsubdivisionapproval.Councilsubsequentlyacceptedthese recommendationsandapprovedtherequestedpublicstreetextension,subdivisionandcash-in-lieu dedicationatitsApril14,2008meeting. Followingtheseapprovals,thePlanningAdvisoryCommitteeconsideredanapplicationonJune3,2008 tovarytherequirementsoftheSubdivisionBy-lawtopermitanextensionofSunviewRoadwithanon- standardturnaround.Thegravelturnaroundproposedbytheapplicantapproximatelyhalf-wayacross theproposedLot08-01didnotconformtotheBy-lawsrequirementthattheturnaboutistobe symmetricalaboutthecentre-lineofthestreetoftheentranceoftheroadwayloopistobeinlinewith theentranceofthestreet. TheCommitteetabledtherequestedvarianceattheirmeetingofJune3,2008astheapplicantindicated thathewishedtowithdrawtheapplication,butnowrittennoticehadbeenreceived. INPUTFROMOTHERSOURCES : MunicipalOperationsandEngineering hasthefollowingcommentsontheproposedsubdivision: -Therearenomunicipalservicesavailableatthislocation; -Noflowsfromthepondaretobedirectedontothestreet;and -Sitegradingcannotdirectflowstoadjacentlands. Fulton Surveys(2004)Ltd.Page3 2905LochLomondRoadJune12,2009 BuildingsandInspectionServices hasnoconcernswiththeapplication. SaintJohnFireDepartment hasbeenadvisedofthisapplication. LeisureServices hasbeenadvisedofthisapplication. RealEstateServices hasnoconcernswiththerequestforcash-in-lieuofLandforPublicPurposes. N.B.DepartmentofHealth indicatesthatbecauseMr.Desmondhasnotcompletedasubdivision evaluationapplicationtheyareunabletoofficiallyevaluatetheproposedlotforwellandsepticservices. Theyalsonotethatthepondatthefrontofthelotandtheuphillslopetotherear(wherewellandseptic wouldpresumablybeplaced)arecomplicatingelementsforanydevelopmentonthislot. N.B.DepartmentofEnvironment hasbeenadvisedofthisapplication. ANALYSIS : SubjectSiteandSurroundingArea Thesubject siteislocatedonthenorthsideofLochLomondRoad,acrossfromtheintersectionwith EldersleyAvenuein EastSaintJohn. Thepropertyat2905LochLomondRoadisapproximately10 hectares(24.7acres)inareawithapproximately189metres(620feet)offrontageonLochLomond Road. Thepropertyisundevelopedexceptfora single-familydwellingandseveralaccessorybuildings inthesouthwestcornerofthelotandaman-madepondonthesoutheastsideofthelot. Thesurroundingareacontainsamixtureofunserviced single-andtwo-familyresidentiallotsofvarying sizesandlarge,undevelopedparcelsofland. TheareastothewestofthesubjectsiteoffLochLomond Roadareintheprocessofbeingdevelopedwithlarge,unservicedsuburbanresidentialsubdivisions. Development ProposalandBy-lawRequirements Theapplicantintendstocreateanunservicedresidentiallot,asshownontheattached TentativeBernard F.DesmondandJoanDesmondSubdivisionPlan,frontingonLochLomondRoad. TheproposedLot 09-01satisfiestherequirementsoftheZoningBy-lawwithrespecttominimumlotarea,widthand depthforapropertyinthe RS-1 Oneand TwoFamilySuburbanResidentialzone. TheSubdivisionBy-lawrequiresadedicationof LandforPublicPurposesinconjunctionwiththe subdivisionofland,butalsoprovidesthatCommonCouncilmayacceptcash-in-lieuoftherequired dedication.Forlotsinthe RS-1 Oneand TwoFamilySuburbanResidentialzone,asumequalto6% ofthemarketvalueofthelandinthesubdivision(exclusiveofpublicstreets,ifthereareany)atthetime ofsubdivisionapprovalisrequired.Asthesubdivisionofonlya singlelotisbeingproposedatthis time,theproposedcash-in-lieudedicationisconsideredappropriate. Fulton Surveys(2004)Ltd.Page4 2905LochLomondRoadJune12,2009 PotentialDevelopmentConstraints TheproposedsubdivisionwillalsorequireapprovalbytheDepartmentof Environmentfordevelopment within30metresofawatercourseorwetlandandbytheDepartmentofHealthforon-sitewelland septicservices.Aspreviouslynoted,approvalofawellandseptic systemmaybecomplicatedbythe presenceoftheman-madepondandspringatthefrontofthelotandtheuphillslopetotherearofthelot wheretheon-siteserviceswouldlikelybelocated.Itisthedevelopersresponsibilitytoseekapproval frombothProvincialDepartments,andtheproposalwillrequireapprovalbytheDepartmentofHealth priortotheDevelopmentOfficersfinalapprovaloftheproposedsubdivision. CONCLUSION : Asthecurrentproposalwillonlycreatea singleresidentiallot,therequestforcash-in-lieuofLandfor PublicPurposesisappropriate.AnyconcernsthatmayarisefromtheDepartmentofHealthregarding theinstallationofawellandseptic systemwillhavetoberesolvedbytheapplicantpriortofinal subdivisionapprovalbytheDevelopmentOfficer. SH ProjectNo.09-186 M&C2009-162 June15,2009 HisWorshipMayorIvanCourtand MembersofCommonCouncil YourWorshipandCouncillors: SUBJECT:StreetNameChange BACKGROUND Asaresultofrecentdevelopmentactivity,PorterStreetandStewartStreetarenow connectedandforallintentsandpurposesarenowonestreet(seeattachedmap). NB9-1-1guidelinesdictatethatasectionofstreetmustonlyhaveoneuniquestreet name.Forthisreason,itisnecessaryforustoeliminateoneofthestreetnames. This willreduceconfusionforemergencyserviceproviders,whenrespondingto911calls. Inanefforttocausetheleastamountofdisruptiontotheleastamountofresidents,Staff recommendsthatStewartStreetberenamedtoPorterStreet. REDOMMENDATION ItisrecommendedthatCommonCouncilapprovethefollowingchanges: 1.RenamerueStewartStreettoruePorterStreet;and 2.RemoverueStewartStreetfromthelistofOfficialStreetNames. Respectfullysubmitted, KenForrest,MCIP,RPP Commissioner PlanningandDevelopment Terrence Totten,F.C.A. CityManager YL ReporttoCommonCouncilPage2