2014-09-15_Agenda Packet--Dossier de l'ordre du jourr.
City of Saint John
Common Council Meeting
AGENDA
Monday, September 15, 2014
6:00 pm
Council Chamber
Please use Chipman Hill entrance
S'il vous plait utiliser 1'entree Chipman Hill
Si vous avez besoin des services en francais pour une reunion de Conseil communal, veuillez contacter le
bureau du greffier communal au 658 -2862.
Pages
1. Call to Order - Prayer
2. Approval of Minutes
2.1 Minutes of August 25, 2014 2 - 4
2.2 Minutes of September 2, 2014 5 - 11
3. Approval of Agenda
4. Disclosures of Conflict of Interest
5. Consent Agenda
5.1 Contract 2014 -5: Watermain Cleaning & Lining, Phase 10 (Recommendation: 12-13
Receive for Information)
5.2 Transportation Strategic Plan (Recommendation: Receive for Information) 14-17
6. Members Comments
7. Proclamation
8. Delegations / Presentations
9. Public Hearings - 6:30 p.m.
1 Powered By; $ &1BE'
10. Consideration of By -laws
18. Adjournment
1
10.1 Third Reading Zoning ByLaw Amendment - 431 Millidge Avenue
18-19
10.1.1 Section 39 Conditions
20-20
11.
Submissions by Council Members
11.1 Quarterly Meetings for Heads of Economic Development Organizations
21 -21
(Deputy Mayor Rinehart)
11.2 City Vehicles (Councillor Farren) (Tabled Aug 18, 2014)
22-22
12.
Business Matters - Municipal Officers
12.1 2014 Safer School Zones Program Implementation
23-33
12.2 School Crossing Guards
34-38
12.3 Contract 2013 -13: Millidge Ave. and Area - Sanitary Sewer Installations
39-42
12.4 Fleet Usage Policy
43-48
13.
Committee Reports
13.1 City of Saint John Shared Risk Pension Plan: 2013 Audited Financial
49-61
Statements
13.2 Saint John Board of Police Commissioners: Saint John Police Force 2014
62-69
Operating Budget - April Financial Results
14.
Consideration of Issues Separated from Consent Agenda
15.
General Correspondence
15.1 North Star Holdings Ltd Letter re Follow -Up to Proposed Plan to Stimulate
70-70
Development
16.
Supplemental Agenda
17.
Committee of the Whole
17.1 Committee of the Whole - Partridge Island Study Refresh
71 -71
17.2 Committee of the Whole — Recommended Appointment to Saint John Shared
72-72
Risk Pension Plan Board
18. Adjournment
1
City of Saint John
Common Council Meeting
Monday, September 15, 2014
Committee of the Whole
1. Call to Order
Si vous avez besoin des services en frangais pour une reunion de Conseil communal, veuillez
contacter le bureau du greffier communal au 658 -2862.
Each of the following items, either in whole or in part, is able to be discussed in private pursuant
to the provisions of subsection 10.(2)(4) of the Municipalities Act and Council / Committee will
make a decision(s) in that respect in Open Session:
4:30 p.m. 8th Floor Boardroom City Hall
1.1 Approval of Minutes 10.2(4)
1.2 Land Matter 10.2(4)(d)
1.3 Land Matter 10.2(4)(d)
1.4 Nominating Committee 10.2(4)(b)
The City of Saint John
Seance du conseil communal
Le lundi 15 septembre 2014
Comite plenier
1. Ouverture de la seance
Si vous souhaitez obtenir des services en frangais pour une reunion du Conseil communal,
veuillez communiquer avec le bureau du greffier communal au 658 -2862.
Chacun des points suivants, en totalite ou en partie, peut faire l'objet d'une discussion en prive en
vertu des dispositions prevues au paragraphe 10.2(4) de la Loi sur les municipalites. Le
conseil/comite prendra une ou des decisions a cet egard au cours de la seance publique
16 h 30 — Salle de conference, 8e etage, h6tel de ville
1.1 Approbation du proces- verbal — paragraphe 10.2(4)
1.2 Question relative aux biens -fonds — alinea 10.2(4)d)
1.3 Question relative aux biens -fonds — alinea 10.2(4)d)
1.4 Comite des candidatures — alinea 10.2(4)b)
Seance ordinaire
Ouverture de la reunion, suivie de la priere
2. Approbation du proces- verbal
2.1 Proces- verbal du 25 aout 2014
2.2 Proces- verbal du 2 septembre 2014
3. Adoption de I'ordre du jour
4. Divulgations de conflits d'inter6ts
5. Approbation du conseil
5.1 Contrat no 2014 -5 relatif a la phase 10 des travaux de nettoyage et de
revetement de la conduite d'eau principale (recommandation : accepter a titre
informatif)
5.2 Plan strategique en matiere de transport (recommandation : accepter a titre
informatif)
6. Commentaires presentes par les membres
7. Proclamation
8. Delegations et presentations
9. Audiences publiques a 18 h 30
10. Etude des arretes municipaux
10.1 Troisieme lecture de la modification de I'Arrete de zonage visant le 431, avenue
Millidge
10.1.1 Conditions imposees par I'article 39
11. Interventions des membres du conseil
11.1 Reunions trimestrielles pour les dirigeants des organismes de developpement
economique (mairesse suppleante Rinehart)
11.2 Whicules municipaux (conseiller Farren) (point reporte lors de la reunion du
18 aout 2014)
12. Affaires municipales evoquees par les fonctionnaires municipaux
12.1 Programme pour I'instauration de zones scolaires plus securitaires en 2014
12.2 Brigadiers scolaires
12.3 Contrat no 2013 -13 : Installation des egouts sanitaires de I'avenue Millidge et du
secteur
12.4 Politique sur ('utilisation du parc de vehicules
13. Rapports deposes par les comites
13.1 Lats financiers verifies de 2013 du regime de retraite a risque partage de The
City of Saint John
13.2 Bureau des commissaires de la police de Saint John : Budget de fonctionnement
de 2014 du Service de police de Saint John — Bilan financier jusqu'au mois d'avril
14. Etude des sujets ecartes des questions soumises a I'approbation du conseil
15. Correspondance generale
15.1 Lettre de North Star Holdings Ltd. — Suivi du plan propose visant a stimuler le
developpement
16. Ordre du jour suppiementaire
17. Comite plenier
17.1 Comite plenier — Actualisation de 1'etude relative a I'le Partridge
17.2 Comite plenier : Recommandation de nomination au sein du conseil
d'administration du regime de retraite a risque partage de The City of Saint John
18. Levee de la seance
98-
COMMON COUNCIL /CONSEIL COMMUNAL
August 25, 2014 /LE 25 AOUT 2014
COMMON COUNCIL MEETING — THE CITY OF SAINT JOHN
CITY HALL — August 25, 2014 - 6:30 P.M.
Present:
Mel Norton, Mayor
Deputy Mayor Rinehart and Councillors Farren, Fullerton, Lowe,
MacKenzie, McAlary, Merrithew, Norton, Reardon and
Strowbridge
- and -
J. Hamilton, Acting City Manager / Commissioner Growth and
Community Development; S. Brittain, Solicitor; G. Yeomans,
Commissioner Finance and Administration; K. Clifford, Fire Chief;
Neil Jacobsen, Commissioner Strategic Services; P. Ouellette,
Executive Director; S. Forfar, Deputy Commissioner Growth and
Community Development; J. Taylor, Common Clerk; P. Anglin,
Deputy Common Clerk.
Call To Order — Prayer
Mayor Norton called the meeting to order.
2. Approval of Minutes
3. Approval of Agenda
On motion of Councillor Reardon
Seconded by Councillor McAlary
RESOLVED that the agenda of this meeting be
approved.
Question being taken, the motion was carried.
4. Disclosures of Conflict of Interest
5. Consent Agenda
6. Members Comments
7. Proclamation
8. Delegations /Presentations
9. Public Hearings 6:30 P.M.
10. Consideration of By -laws
11. Submissions by Council Members
12. Business Matters - Municipal Officers
12.1 Capital Financing
Consideration was given to a report, entitled Capital Financing, from the City Manager
submitting, as a first step in the permanent financing of certain Capital Projects and to
refinance debentures issued in 2004, a Notice of Motion, and advising that the Notice
does not commit the City to any further action. It does however place the City in a
position to take action after the expiry of 30 days at such time as bond market conditions
and opportunities exist. And further, that at this stage, it is not necessary to set limits
with respect to the coupon rate or the terms for which bonds are issued, as these will be
related to the market conditions at that time.
The Commissioner of Finance explained the capital financing for projects and
refinancing for debentures.
98-
COMMON COUNCIL /CONSEIL COMMUNAL
AUGUST 25, 2014/LE 25 AOUT 2014
On motion of Councillor McAlary
Seconded by Councillor Reardon
RESOLVED that as recommended by the City
Manager in the report entitled, Capital Financing, the following Notice of Motion and
resolution be approved:.
Notice of Motion: "I do hereby give Notice that I will, at a meeting of Common
Council held after the expiration of thirty days from this day, move or cause to be moved,
the following resolution:
Namely,
RESOLVED that occasion having arisen in the public interest for the following
Public Civic Works and needed Civic improvements, that is to say:
The City of Saint John
Proposed issue of Debentures
To Be Dated On or after September 25, 2014
Purpose of Issue
GENERALFUND
General Government
$
250,000
Protective Services
$
1,000,000
Transportation Services
$
500,000
Economic Development
$
1,250,000
Parks and Recreation
$
1,000,000
$4,000,000
WATER & SEWERAGE UTILITY
Water System $ 2,000,000
Wastewater System $ 2,000,000
$4,000,000
REFINANCE DEBENTURES
Debenture No. AR 11 -2004 $ 3,940,000
(General Fund — 5 years)
Debenture No. AR 12 -2004 $ 4,680,000
(Water & Sewerage — 10 years)
Debenture No. AR 13 -2004 $ 280,000
(Transit Commission — 5 years)
$8,900,000
TOTAL $ 16,900,000
THEREFORE RESOLVED that debentures be issued under provisions of the Acts of
Assembly 52, Victoria, Chapter 27, Section 29 and amendments thereto, to the amount
of $16,900,000.
Question being taken, the motion was carried with Councillor Fullerton
voting nay.
13. Committee Reports.
14. Consideration of Issues Separated from Consent Agenda
15. General Correspondence
16. Supplemental Agenda
17. Committee of the Whole
18. Adjournment
3
98-
COMMON COUNCIL /CONSEIL COMMUNAL
August 25, 2014 /LE 25 AOUT 2014
On motion of Councillor Strowbridge
Seconded by Councillor Reardon
RESOLVED that the meeting of Common Council held on
August 25t ", 2014 be adjourned.
Question being taken, the motion was carried.
The Mayor declared the meeting adjourned at 6:43 p.m.
Mayor / maire
Common Clerk / greffier communal
11
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COMMON COUNCIL /CONSEIL COMMUNAL
SEPTEMBER 2, 2014/LE 2 SEPTEMBRE 2014
COMMON COUNCIL MEETING — THE CITY OF SAINT JOHN
CITY HALL —SEPTEMBER 2, 2014 - 6:00 P.M.
Present:
Mel Norton, Mayor
Deputy Mayor Rinehart and Councillors Fullerton, Lowe,
MacKenzie, McAlary, Merrithew, Norton, Reardon and
Strowbridge
Regrets: Councillor Farren
- and -
J. Hamilton; Acting City Manager and Commissioner Growth and
Community Development; M. Tompkins, Solicitor; G. Yeomans,
Commissioner of Finance and Treasurer; K. Clifford, Fire Chief;
N. Jacobsen, Commissioner Strategic Services; J. Taylor,
Common Clerk; P. Anglin, Deputy Common Clerk.
Call To Order — Prayer
Mayor Norton called the meeting to order and Pastor Clayton Misner offered the opening
prayer.
2. Approval of Minutes
2.1 Minutes of August 18, 2014
On motion of Councillor McAlary
Seconded by Councillor Strowbridge
RESOLVED that the minutes of the meeting of
Common Council, held on August 18, 2014, be approved.
Question being taken, the motion was carried.
3. Approval of Agenda
On motion of Councillor McAlary
Seconded by Councillor Strowbridge
RESOLVED that the agenda of this meeting be
approved with the addition of items: 9.1.1 Proposed Zoning By -Law Amendment 431
Millidge Ave - Letter of objection; 16.1 Cherry Brook Zoo — Building Permit and Variance
Application Authorization; 16.2 Naming of Milford Baseball Field in Memory of Donnie
Dwyer; 16.3 Brunswick Engineering and Consulting Inc. — Withdrawal of Application for
Rezoning of 170 Ashburn Lake Road; 16.4 Shinerama (Proclamation); 17.1 Long Term
Disability (LTD) — Interest Arbitration; 17.2 Donation of a bench to Larche Memorial
Park.
Question being taken, the motion was carried.
4. Disclosures of Conflict of Interest
5. Consent Agenda
5.1 That the request from Port City Hop funding request for sponsorship be approved
in the amount of $200.
5.2 That as recommended by the City Manager in the submitted report M &C 2014-
147: Proposed Public Hearing Date 139 -147 Prince Edward Street & 36 -38 Exmouth
Street, Common Council schedule the public hearing for the rezoning application of the
Saint John Community Loan Fund Inc. (139 -147 Prince Edward Street /36 -38 Exmouth
Street) for Monday, September 29, 2014 at 6:30 p.m. in the Council Chamber, and refer
the application to the Planning Advisory Committee for a report and recommendation.
5
98-
COMMON COUNCIL /CONSEIL COMMUNAL
SEPTEMBER 2, 2014 /LE 2 SEPTEMBRE 2014
5.3 That as recommended by the City Manager in the submitted report M &C 2014-
149: Merchant Agreement — Chase Paymentech Solutions, Common Council authorize
the Mayor and Common Clerk to execute the submitted agreement between The City of
Saint John and Chase Paymentech Solutions respecting the use of a debit machine for
the Saint John Transit Commission.
5.4 That the CNIB letter re: Request to Present to Common Council be received for
information.
5.5 That as recommended by the City Manager in the submitted report M &C 2014 —
37: Acquiring of Title to Fire Lane off Alma Street East, the Common Clerk be authorized
to commence the necessary advertisement regarding Common Council's intention to
pass a resolution acquiring title to that portion of a Fire Lane depicted on a sketch
attached to M &C No. 2014 -37; and further, that the cost of advertisement be borne by
Dobbelsteyn Care Home Ltd.
5.6 That as recommended by the City Manager, in the submitted report M &C 2014 —
111: Easement Acquisition from Anglican Church of Canada — Saint Luke's Church,
1. The City of Saint John convey to The Anglican Church of Canada that parcel of land
bearing SNB PID 55039077 reserving in the said conveyance an Easement for Traffic
Infrastructure for $1.00; and
2. That the City pay up to a maximum of $500.00 plus HST for the legal fees incurred by
The Anglican Church of Canada to complete this transaction; and
3. That the Mayor and Common Clerk be authorized to execute any document(s)
necessary to finalize this transaction.
On motion of Councillor McAlary
Seconded by Deputy Mayor Rinehart
RESOLVED that the recommendation set out for
each consent agenda item respectively be adopted.
Question being taken, the motion was carried.
6. Members Comments
Council members commented on various community events.
7. Proclamation
7.1 Prostate Cancer Awareness Month - September 2014
The Mayor proclaimed the month of September, 2014 Prostate Cancer Awareness
Month in The City of Saint John.
16.4 Shinerama Saint John Weeks — September 2 to 6, 2014
On motion of Councillor McAlary
Seconded by Deputy Mayor Rinehart
RESOLVED that item 16.4 Shinerama be brought
forward on the agenda.
Question being taken, the motion was carried.
The Mayor proclaimed the week of September 2 — 6, 2014 Shinerama Week in The City
of Saint John.
8. Delegations /Presentations
10. Consideration of By -laws
10.1 Third Reading — ByLaw Respecting the Stopping Up and Closing of
Highways in The City of Saint John
On motion of Councillor McAlary
X
98-
COMMON COUNCIL /CONSEIL COMMUNAL
SEPTEMBER 2, 2014/LE 2 SEPTEMBRE 2014
Seconded by Councillor Reardon
RESOLVED that the by -law entitled, "By -Law
Number M -23, A By -Law to Amend a By -Law Respecting the Stopping -Up and Closing
of Highways in The City of Saint John" regarding a portion of Spruce Avenue by adding
thereto Section 237 immediately after Section 236 thereof, be read.
Question being taken, the motion was carried.
The by -law entitled, "By -Law Number M -23, A By -Law to Amend a By -Law Respecting
the Stopping -Up and Closing of Highways in The City of Saint John" was read in its
entirety.
On motion of Councillor Reardon
Seconded by Councillor McAlary
RESOLVED that the by -law entitled, "By -Law
Number M -23, A By -Law to Amend a By -Law Respecting the Stopping -Up and Closing
of Highways in The City of Saint John" regarding a portion of Spruce Avenue by adding
thereto Section 237 immediately after Section 236 thereof, be read a third time, enacted,
and the Corporate Common Seal affixed thereto.
Question being taken, the motion was carried.
Read a third time by title, the by -law entitled, "By -Law Number M -23, A By -Law to
Amend a By -Law Respecting the Stopping -Up and Closing of Highways in The City of
Saint John."
11. Submissions by Council Members
11.1 Director's Insurance (Deputy Mayor Rinehart)
On motion of Deputy Mayor Rinehart
Seconded by Councillor Reardon
RESOLVED that the following questions be
directed to either to the Solicitor and /or insurance personnel:
1. Are Councillors who are appointed as Councillors by Council to an ABC covered by
the City's insurance
2. Are individuals who are appointed to an ABC by Council covered by the City's
insurance
3. Are ABCs directly related to the City covered by the City's insurance or should
they purchase their own independent insurance for their Directors
i. can we have a list if so
4. is there benefit to a group buy between the City and the ABCs if they are not already
covered
5. should Councillors have individual policies or is group coverage sufficient
6. should there be a policy, if ABCs are not covered by the City's policy, that all ABCs
purchase Directors insurance
7. for City related ABCs (however that is defined) are individuals not appointed by
Council covered by the City's policy - employees who are there as part of their job
requirements and citizens appointed via other means.
AND FURTHER RESOLVED that:
8. a listing of Agencies, Boards and Commissions (ABCs) be provided and what their
insurance liability requirements would be from a Board perspective.
Question being taken, the motion was carried.
9. Public Hearings 6:30 P.M.
7
98-
COMMON COUNCIL /CONSEIL COMMUNAL
SEPTEMBER 2, 2014 /LE 2 SEPTEMBRE 2014
9.1 Staff Presentation — Proposed Rezoning 431 Millidge Avenue
J. Kliffer, Planner, outlined the two conflicting recommendations respecting the proposed
rezoning for 431 Millidge Avenue, one from Planning Advisory Committee (PAC) and
one from City staff.
Ms. Hamilton addressed traffic concerns raised in the proposed rezoning and advised
that a full traffic impact study is a component of Plan SJ and the Transportation Master
Plan. The study will identify the key corridors for traffic intensification.
9.1.1 Proposed Zoning ByLaw Amendment — 431 Millidge Avenue
9.1.2 Planning Advisory Committee (PAC) report recommending Rezoning with
Section 39 Conditions
The Common Clerk advised that the necessary advertising was completed with regard to
amending Schedule "A ", the Zoning Map of The City of Saint John, by re- zoning a parcel
of land having an area of approximately 3250 square metres, located at 431 Millidge
Avenue, also identified as being a portion of PID No. 00041483, from "R -2" One and
Two Family Residential to "B -2" General Business, with no objections being received.
Consideration was also given to a report from the Planning Advisory Committee
submitting a copy of Planning staff's report considered at its August 19, 2014 meeting at
which the Committee recommended the rezoning of a parcel of land located at 431
Millidge Avenue as described above with Section 39 conditions.
The Mayor called for members of the public to speak against the amendment with Mr.
Howard Yeomans, resident 450 Millidge Avenue, presenting.
The Mayor called for members of the public to speak in favour of the amendment with
Dr. Christain Parascan, Dentist and proposed builder, and Morgan Lanigan, Chair of
PAC presenting.
On motion of Councillor Merrithew
Seconded by Councillor McAlary
RESOLVED that the by -law entitled, "A Law to
Amend the Zoning By -Law of The City of Saint John" amending Schedule "A ", the
Zoning Map of The City of Saint John, by re- zoning a parcel of land having an area of
approximately 3250 square metres, located at 431 Millidge Avenue, also identified as
being a portion of PID No. 00041483, from "R -2" One and Two Family Residential to "B
2" General Business, be read a first time.
AND FURTHER RESOLVED that Council endorse the staff recommendation Section 39
conditions with the following change to recommendation 2(a) That the use of property be
restricted to a medical clinic or business office with a gross floor area not exceeding
approximately 650 square meters.
Question being taken, the motion was carried with Councillor Lowe voting
nay.
Read a first time by title, the by -law entitled, "A Law to Amend the Zoning By -Law of The
City of Saint John."
On motion of Councillor McAlary
Seconded by Councillor Merrithew
RESOLVED that the by -law entitled, "A Law to
Amend the Zoning By -Law of The City of Saint John" amending Schedule "A ", the
Zoning Map of The City of Saint John, by re- zoning a parcel of land having an area of
approximately 3250 square metres, located at 431 Millidge Avenue, also identified as
being a portion of PID No. 00041483, from "R -2" One and Two Family Residential to "B-
2" General Business, be read a second time.
Question being taken, the motion was carried, with Councillor Lowe
voting nay.
Read a second time by title, the by -law entitled, "A Law to Amend the Zoning By -Law of
The City of Saint John."
n.
98-
COMMON COUNCIL /CONSEIL COMMUNAL
SEPTEMBER 2, 2014/LE 2 SEPTEMBRE 2014
11.2 Mission Statement (Mayor Norton)
On motion of Councillor McAlary
Seconded by Councillor Strowbridge
RESOLVED that:
1. Council debate the importance of this cultural change;
2. That the City Manager in consultation with such staff as he deems appropriate
immediately communicate with all staff and Agencies, Boards and Commissions (ABCs)
that:
1. the default answer to assisting citizens and organizations is: Yes; and
2. the default approach to challenging requests is to find a solution;
3. The City Manager draft for approval and adoption by Council a short mission
statement which clearly articulates this philosophy which is to be applied by City staff
and adopted by all ABC's;
4. That all ABC's confirm the adoption of the above -noted philosophy, approach and
mission statement before the end of 2014
Question being taken, the motion was carried.
12. Business Matters - Municipal Officers
12.1 12.1 Fleet Usage Policy
On motion of Councillor McAlary
Seconded by Deputy Mayor Rinehart
RESOLVED that the submitted report M &C 2014 —
153: Fleet Usage Policy, be tabled until the next Council meeting, September 15`h, 2014.
Question being taken, the motion was carried.
12.2 Management Agreement Hilton and TCC (Tabled on Aug 18, 2014)
On motion of Councillor McAlary
Seconded by Councillor MacKenzie
RESOLVED that the matter be lifted from table.
Question being taken, the motion was carried.
On motion of Councillor MacKenzie
Seconded by Councillor Reardon
RESOLVED that as recommended by the City
Manager in the submitted report M &C 2014 -138: Management Agreement Hilton and
TCC, The City of Saint John enter into an Amending Agreement with Hilton Canada Co.
in the form as attached to M &C 2014 -138, and that the Mayor and Common Clerk be
authorized to execute the said Amending Agreement.
Question being taken, the motion was carried.
13. Committee Reports
14. Consideration of Issues Separated from Consent Agenda
15. General Correspondence
16. Supplemental Agenda
16.1 Cherry Brook Zoo - Building Permit and Variance Application Authorization
On motion of Councillor McAlary
Seconded by Deputy Mayor Rinehart
RESOLVED that as recommended by the City
Manager in the submitted report M &C 2014 — 151: Cherry Brook Zoo - Building Permit
and Variance Application Authorization, The City of Saint John consent as owner of the
property presently occupied by the Cherry Brook Zoo to an application by Tim
9
98-
COMMON COUNCIL /CONSEIL COMMUNAL
SEPTEMBER 2, 2014 /LE 2 SEPTEMBRE 2014
Jones, on behalf of the Tir na nO'g Forestry School, for a building permit and a variance
application for the purpose of establishing a pre - school daycare centre.
Question being taken, the motion was carried.
(Councillor Merrithew withdrew from the meeting.)
16.2 Naming of Milford Baseball Field in Memory of Donnie Dwyer (Councillor
Norton)
On motion of Councillor Norton
Seconded by Councillor Reardon
RESOLVED that Council approve the
renaming of the Milford Baseball Field after the late Donnie Dwyer.
Question being taken, the motion was carried.
16.3 Brunswick Engineering and Consulting Inc. - Withdrawal of Application for
Rezoning of 170 Ashburn Lake Road
On motion of Councillor Reardon
Seconded by Councillor McAlary
RESOLVED that Council accept the request
to withdraw the Brunswick Engineering and Consulting Inc. application to rezone and
amend the municipal plan associated with PID 00305128, 00298422, 00298182, and
00297333 at 170 Ashburn Lake Road, referenced as project 14 -399.
Question being taken, the motion was carried.
(Councillor Merrithew re- entered the meeting.)
17. Committee of the Whole
17.1 Long Term Disability (LTD) — Interest Arbitration
On motion of Councillor McAlary
Seconded by Councillor Merrithew
RESOLVED that as recommended by the
Committee of the Whole, having met on September 2, 2014, Common Council appoint
Mr. Stephen Beatteay as nominee for the City during the Long Term Disability ( "LTD ")
Interest Arbitration and that the City Solicitor effect the engagement.
Question being taken, the motion was carried.
17.2 Donation of a bench to Larche Memorial Park
On motion of Councillor Lowe
Seconded by Councillor McAlary
RESOLVED that as recommended by the
Committee of the Whole, having met on September 2, 2014, Common Council approve
the request for a $1500 donation from the Council budget towards the purchase of a
granite bench for the Larche Memorial Park.
18. Adjournment
2, 2014 be adjourned.
Question being taken, the motion was carried.
On motion of Councillor Strowbridge
Seconded by Councillor Lowe
RESOLVED that the meeting of September
Question being taken, the motion was carried.
The Mayor declared the meeting adjourned at 7:49 p.m.
10
98-
COMMON COUNCIL /CONSEIL COMMUNAL
SEPTEMBER 2, 2014/LE 2 SEPTEMBRE 2014
Mayor / maire
Common Clerk / greffier communal
11
REPORT TO COMMON COUNCIL
M & C 2014 - 160
September 9, 2014
His Worship Mayor Mel Norton
and Members of Common Council
Your Worship and Members of Council:
SUBJECT:
CONTRACT 2014- 5: WATERMAIN CLEANING & LINING, PHASE 10
PURPOSE
The City of Saint John
The purpose of this report is to update Council on the status of Contract 2014 -5: Watermain Cleaning
& Lining, Phase 10.
BACKGROUND
The approved 2014 Water & Sewerage Utility Fund Capital Program included a project
for the Cleaning & Lining of approximately 4.3km of existing, unlined cast -iron
watermains to improve water quality, pressure and fire flows at the following locations:
• Dominion Park Road
• Greenhead Road
• Tippett Drive
• Riverhill Drive
• Silvermount Crescent
• Dwyer Road
• Glenburn Terrace
• Starburst Lane
• Balmoral Crescent
• St. Clair Avenue
• Lakeview Drive
Common Council, at its meeting of May 12, 2014, awarded Contract 2014 -5 (M &C 2014 -59) to
Trenchless Solutions Inc. at their tendered price of $1,616,750.89.
ANALYSIS
To date, all sections of watermain identified in the above list have been cleaned and lined
with the exception of watermains on Riverhill Drive, Glenburn Terrace, Starburst Lane,
and Balmoral Crescent. Watermains on these streets were found to be cement mortar - lined,
clean and in good condition. In lieu of these streets, Saint John Water staff has identified
Davenport Avenue, Boyd Street, Tilley Avenue and Gilbert Street as suitable candidates for
Cleaning and Lining.
12
M &C2014- 160
September 9, 2014
Page 2
FINANCIAL IMPLICATIONS
With the substitution of Davenport Avenue, Boyd Street, Tilley Avenue and Gilbert Street
to Contract 2014 -5: Watermain Cleaning & Lining, Phase 10 the projected completion cost
is expected to remain within the original approved contract award amount of $1,616,750.89
RECOMMENDATION
It is recommended that Council receive and file this report.
Respectfully submitted,
hn Campbell, P. ng.
unicipal Engineer
Wm. Edwards, P. ng.
Commissioner
Transportation and Environment
13
13 (-
Brian Keenan, P. Eng.
Engineering Manager
J. Patrick Woods, CGA
City Manager
REPORT TO COMMON COUNCIL
M &C- 2014 -159
September 8, 2014
His Worship Mayor Mel Norton and
Members of Common Council
Your Worship and Councillors:
SUBJECT: Transportation Strategic Plan
BACKGROUND:
City of Saint John
The City is embarking on the process to develop a Transportation Strategic Plan
to guide investment in and development of the City's transportation network over
a 25 -year planning horizon. The Transportation Strategic Plan will build on the
community's land use and future development vision established in P1anSJ, with
completion of the Transportation Strategic Plan being identified as a priority for
the implementation of the Municipal Plan.
Plan SJ not only guides how land and neighbourhoods will develop over the next
25 years, it also significantly influences transportation planning and operations
within Saint John. Land use planning is strongly interrelated to transportation
planning as transportation networks shape development patterns while the
distribution and land use patterns directly affect travel demand. This
interrelationship creates a need to have alignment between these two planning
processes.
A Transportation Strategic Plan will provide a guide for setting short and long-
term budget priorities for investments in the City's transportation network. The
Plan will focus on all modes of travel including pedestrian and cycling facilities,
parking, transit and roadways with recommended system improvements to meet
travel demand from existing and future development. The results of this plan will
provide an input into the City's service -based capital and operating budget
process.
14
M & C-2014-159 - 2 - September 8, 2014
The City's existing Transportation Plan was completed in 1999, and mainly
focused on the movement of the motorized travel modes such as automobiles and
trucks. Since that time improvements to the City's transportation network
including the One Mile House interchange have been completed. Land
development has also occurred including extensive commercial development in
East Saint John and continued growth in our industrial parks and port traffic. The
need for a "fresh look" at the City's transportation system was a key message
arising from the community consultations that formed the basis of PlanSJ. Based
on these consultations, there is a strong desire in the community to "create a
balanced transportation network to make public transit and active transportation
more viable and desirable mobility options ". These goals point to `Smart Growth'
policies that promote sustainable development, healthy communities and vibrant
urban centres building on trends occurring across North America.
Staff have developed a Request for Proposal (RFP) document that has been
released by Materials Management with a closing date of September 25. It is
anticipated that the consultant will be engaged in October 2014. This RFP
document outlines completion of the Transportation Strategic Plan in three
phases:
Phase 1 - Vision, "State of Existing System ", Research and Data Collection
Phase 1 will involve the establishment of a Community Vision for the City's
transportation network built on Public and Stakeholder input. The consultant will
be responsible for developing a background profile of the existing condition of the
various components of the City's transportation system. This will incorporate
recent work including the Trails and Bikeway Strategic Plan and the
Transportation Background Report completed for the Municipal Plan.
To provide data for the development of a travel demand model, a telephone
survey will also be conducted to obtain information on travel patterns within the
City and the percentages of travel by the various transportation modes (walking,
cycling, transit, automobile). A framework to allow for the inclusion of
neighbourhood level transportation planning as part of the City's upcoming
neighbourhood planning program is also a deliverable of Phase 1. The City has
completed updated traffic counts on arterial streets and access points into and out
of the City to be utilized by the consultant over the course of the project.
Phase 2 - Active Transportation, Transit, Parking Strategies and System
Modeling
Phase 2 will focus on the development of strategies for the City's cycling,
pedestrian, transit and parking networks. These strategies will identify network
improvements to improve travel options for pedestrians, cyclists and users with
accessibility considerations. Current transit operations will be reviewed and a
vision and direction for transit services in the City will be formed that identifies
service alterations to meet that vision. The parking strategy will involve a
comprehensive review of parking supply and demand in the Uptown and a
15
M &C- 2014 -159 -3-
strategy to manage future supply and demand. The strategy will also allow for
parking management to be used as a tool to promote the development of a more
vibrant urban core, and provide greater transportation choice.
A major deliverable of Phase 2 will be development of a travel demand model of
the City's transportation network. This model will allow for the assessment of
travel demand from the City's land use and development pattern and the impact
this has on the City's transportation network requirements.
Phase 3 - Roadway Strategy and Comprehensive Improvement Plan
The consultant will review the City's roadway network in Phase 3 which will
include an assessment of truck routes, speed limits, roadway classifications,
standards for the design of complete streets, a road safety strategy and
recommendations regarding the implementation of modern roundabouts. The
review of the roadway network will be combined with the results of Phase 2 to
develop a comprehensive system improvement plan that will direct improvements
to the City's transportation network over the 25 year horizon.
Consultation will be a component of all phases of the project with presentations to
Common Council summarizing the results and recommended initiatives from
each phase.
The Transportation Strategic Plan will focus on mobility in terms of moving
people, not just automobiles. This will provide an approach to strengthen service
delivery to the users of all modes of the City's transportation network including
pedestrians, cyclists, transit users, and those using motorized transportation
including goods movement.
ANALYSIS:
Funding of $ 200,000 was included in the 2014 operating budget towards Phase 1
of the Transportation Strategic Plan. The balance of the work, Phases 2 and 3, will
occur in subsequent years and are estimated to be of a similar value. Staff will
have an item for inclusion in the 2015 Budget process, to complete the project
based on the results of the Request for Proposals.
In preparing the RFP document, Staff reviewed recent proposal documents,
transportation plans and relevant best practice documents. Development of the
RFP document was through a collaborative effort of the internal and external
stakeholders which included Growth & Community Development, Transportation
& Environment Services, the Parking and Transit Commission, the Traffic Unit of
the Saint John Police Force, and the Provincial Department of Transportation and
Infrastructure. The Provincial Department of Transportation and Infrastructure is
a funding partner in the project. The project will be co- managed by
Transportation and Environment Services and Growth and Community
Development Services.
16
September 8, 2014
M & C-2014-159 - 4 - September 8, 2014
Staff also engaged David McCusker, Manager of Strategic Transportation
Planning at the Halifax Regional Municipality, to complete a peer review of the
RFP document to review the proposed approach and suggest possible changes.
Mr. McCusker brings over 20 years of transportation planning and engineering
experience both private and public sectors in urban areas, with a solid knowledge
of the Atlantic Canadian context. Staff have incorporated suggested changes from
the peer review into the final RFP document.
The process outlined in the RFP document has consultation with Common
Council at all three stages of the project allowing for Council to receive updates
and set direction over the course of the project. It is anticipated that the results of
the RFP process and a recommendation regarding the award to a successful
proponent will be brought back to Common Council for award in October.
RECOMMENDATION:
That Common Council receive and file this report.
Respectfully submitted,
Mark Reade, P.Eng., MCIP, RPP
Senior Planner, Growth & Community Development Services
Timothy D. O'Reilly, P.Eng., M.Sc.E.
Traffic Engineer, Transportation and Environment Services
Jacqueline Hamilton, MURP, MCIP, RPP
Commissioner, Growth & Community Development Services
Wm. Edwards P.Eng.
Commissioner, Transportation and Environment Services
J. Patrick Woods, CGA
City Manager
MR
17
BY -LAW NUMBER C.P. 110 -229
A LAW TO AMEND
THE ZONING BY -LAW
OF THE CITY OF SAINT JOHN
Be it enacted by The City of Saint
John in Common Council convened, as
follows:
The Zoning By -law of The City of
Saint John enacted on the nineteenth day of
December, A.D. 2005, is amended by:
1 Amending Schedule "A ", the
Zoning Map of The City of Saint John, by
re- zoning a parcel of land having an area of
approximately 3250 square metres, located
at 431 Millidge Avenue, also identified as
being a portion of PID No. 00041483, from
"R -2" One and Two Family Residential to
"B -2" General Business pursuant to a
resolution adopted by Common Council
under Section 39 of the Community
Planning Act.
- all as shown on the plan attached hereto
and forming part of this by -law.
IN WITNESS WHEREOF The City of
Saint John has caused the Corporate
Common Seal of the said City to be affixed
to this by -law the * day of *, A.D. 2014
and signed by:
Mayor/Maire
ARRETE No C.P. 110 -229
ARRETE MODIFIANT L'ARRETE
SUR LE ZONAGE DE THE CITY OF
SAINT JOHN
Lors d'une reunion du conseil
communal, The City of Saint John a
decrete cc qui suit :
Uarrete sur le nonage de The City
of Saint John, decrete le dix -neuf (19)
decembre 2005, est modifid par:
1 La modification de 1'annexe «A»,
Plan de zonage de The City of Saint John,
permettant de modifier la designation pour
une parcelle de terrain d'une superficie
d'environ 3 250 metres carres, situee au
431, avenue Millidge, et formant une partic
du NID 00041483, de zone rdsidentielle —
habitations unifamiliales et bifamiliaies
R -2 u a zone commerciale gdndrale <(B-
2 >> conformement a une resolution adoptee
par le conseil municipal en vertu de
Particle 39 de la Loi sur Furbanisme,
- toutes les modifications sont indiqudes sur
le plan ci joint et font partie du present
arrete,
EN FOI DE QUOI, The City of Saint John
a fait apposer son sceau communal sur le
present arrete le 2014,
avec les signatures suivantes
Common Clerk/Greffier communal
First Reading - September 2, 2014 Premiere lecture - le 2 septembre 2014
Second Reading - September 2, 2014 Deuxieme lecture — le 2 septembre 2014
Third Reading - Troisieme lecture -
in
GROWTH & COMMUNITY DEVELOPMENT SERVICES
SERVICE DE LA CROISSANCE ET DU DEVELOPPEMENT COMMUNAUTAIRE
REZONING 1 REZONAGE
Amending Schedule "A" of the Zoning By -Law of The City of Saint John
Modifiant Annexe <<A» de I'Arrete de zonage de The City of Saint John
ch 8
475
473 04 � 68
481 4
G
46 �9
G
45
1200
441
1100 103
ry@ 1066
104
41 Somerset Sf
rue Somerset St.
41
40
384 1�1]a
39
80
78
FROM 1 DE TO IA
R -2 B -2
One And Two Family Residential General Business 1
zone residentielle- habitations unifamiliales zone commerciale generale
et bifamiliales
Pursuant to a Resolution under Section 39 of the Community Planning Act
A Conformement a une resolution adoptee par le Conseil municipal en vertu
de I'article 39 de la Loi sur I'urbanisme
Applicant: Cristian Parascan
Location: 431 Millidge Avenue
PID(s)INIP(s): 0041483 (portion)
Considered by RA.C.Iconsidere par le C.C.U.: August 19 auguste, 2014
Enacted by Council /Approuve par le Conseil:
Filed in Registry Office /Enregistre le:
By -Law No. /Arrete No.
Drawn By /Creee Par: John Eliefsen Date Drawn /Carte Creee: September 8 septembre, 2014.
I
Section 39 Conditions — 431 Millid a Avenue
That, pursuant to Section 39 of the Community Planning Act, the development and use of the
parcel of land with an area of approximately 3,250 square metres, located at 431 Millidge
Avenue, also identified as being a portion of PID Number 00041483, be subject to the following
conditions:
a) That the use of the property be restricted to a medical clinic or business office with a
gross floor area not exceeding approximately 650 square metres;
b) That all parking areas and driveways be paved with asphalt and enclosed by continuous cast -
in -place concrete curbs to protect landscaping and facilitate proper drainage;
c) No parking shall be located between the building and the street;
d) That all disturbed areas of the site not occupied by buildings and vehicular areas must be
landscaped;
e) That the applicant's consultant conduct a traffic impact study and submit it to the City's Chief
Engineer, or his designate, for review and approval prior to the issuance of the building permit.
The study must review the proposed location of the access and assess the risk of the proposed
access, and provide potential mitigation measures. All required improvements identified in the
report as necessary to enhance the safety of the site must be included in the design on the site
plan and completed prior to the occupancy of the building for business purposes.
f) The stormwater drainage for the site must be developed and maintained in accordance with a
detailed stormwater drainage plan and design brief prepared by the proponent and subject to
approval by the Chief City Engineer or his designate;
g) The site shall not be developed except in accordance with a detailed site plan and building
elevation plans, prepared by the developer and subject to the approval of the Development
Officer, indicating the location of all buildings, parking areas, driveways, loading areas, signs,
exterior lighting, landscaped areas, including location of planting materials and other site
features;
h) The approved plans mentioned in condition (f) and (g) above must be attached to the
application for building permit for the development; and
i) All work shown on the site plan and drainage plan must be completed by the proponent within
one year of the building permit being issued.
20
j wv,
September 10, 2014
His Worship Mel Norton and
Members of Common Council
Your Worship and Councillors:
Subject: Quarterly Meetings for Heads of Economic Development Organizations
Background
Economic Development remains a key priority for this Council, and, in fact for the Province of New
Brunswick as a whole. Understanding the current economic context and the importance of multiple
City agencies working toward common goals in a cooperative and collegial manner this Council
passed a motion directing the staff heads of each organization to meet on a regular basis to facilitate
such an approach. Given that each agency has a Board of Directors responsible for setting the
policies that direct each of these agencies, the cooperative and collegial agenda might be further
enhanced by regular meetings of the Board heads for each agency.
Motion:
That Council direct the Board heads of the City's economic development organizations to meet at
least quarterly with the goal of facilitating effective and efficient economic development.
Respectfully Submitted,
(Received via email)
Shelley Rinehart
Deputy Mayor
City of Saint John
SAINT JOHN P.O. Box 1971 Saint John, NB Canada E2L 41-1 1 www.saintjohn.ca I C.P. 1971 Saint John, N. -B. Canada E21- 41-1
21
August 12, 2014
His Worship Mel Norton and
Members of Common Council
Your Worship and Councillors:
Subject: City Vehicles
With the thought of saving money in our upcoming budget I would like Council to consider the
following.
In the past in order for City Staff to have use of a vehicle paid for by the taxpayers they would have
to send a request to the Dept looking after a small fleet of vehicles and state when they needed it,
how long they need it and the reason for the need of using a vehicle paid for by the taxpayers. They
would then proceed to the location that this small fleet of vehicles are kept, pick up the keys and
return the vehicle to the same location. This would not apply to the equipment needed to keep our
City moving forward but would include the four wheel drives, SUV's and cars that staff are able to
use at their discretion.
Motion:
That Council ask the City manager to put in place a system of control that would see a smaller
number of vehicles used on a daily basis by City Staff, with the above noted thoughts, and that there
be a central location to access these vehicles for staff and that this be in time for the 2015 budget
process_
Respectfully Submitted,
(Received via email)
Bill Farren
Councillor —Ward 1
City of Saint John
�_
SAINT JOHN
P.O. Box 1971 Saint iohn, NB Canada E2L 4L1 wwwsaintjohn.ca ; C.P. 1971 Saint John, N.-S. Canada E2L 4L 1
U
REPORT TO COMMON COUNCIL
September 9, 2014
M & C 2014 - 158
His Worship Mayor Mel Norton The Cite o` tSaint John
Members of Common Council
Your Worship and Members of Council:
SUBJECT: 2014 Safer School Zones Program Implementation
BACKGROUND
In 2013 Council endorsed a Safer School Zones Program via M &C 2013 -180 to focus traffic
calming solutions around a few elementary and middle schools in the City each year. All
endorsed recommendations from this report were subsequently addressed. Council provided
their support to provide the necessary focus within the Traffic Calming Policy. The Traffic By-
Law was amended to define School Zones in the City. The Province provided confirmation that
the School Zone on Loch Lomond Road was appropriate. The resource requirements for
implementation of the Program in the 2014 Operating budget were approved by Council.
The purpose for this report is to provide Common Council with an update on the 2014
implementation of the Program for Prince Charles, Bayview, and Bayside schools; to request that
Council endorse further amendments to the Traffic By -Law to support the three 2014 projects; to
advise Council on interim work at three additional schools; and to advise on a change in the
planned Program implementation schedule for future years based on current resource levels.
ANALYSIS
Prince Charles School, Union Street
City staff met with the principal of Prince Charles in February 2014 with follow -up
communications in the subsequent weeks. The principal presented a number of specific concerns
relating to safety of the school children as follows:
• Motorists driving down Pitt Street turn left onto Union Street without yielding to
pedestrians at the crosswalk,
• School zone signs on Union Street are not very visible,
• Motorists travelling from the Causeway are a particular concern for speeding. They may
not be aware a school is located on Union Street and don't slow down. Visibility of the
school zone sign on that end of Union Street may be part of the problem, and
• Too many parents are trying to drop off and pick up children from school causing
gridlock in the school's small parking lot and spill out onto Union Street.
23
M&C2014 -158
September 9, 2014
Page 2
City staff developed traffic calming solutions to address these concerns as follows:
• Install a traffic sign on Pitt Street that reminds motorists of their responsibility to yield to
pedestrians before turning left onto Union Street,
• Install signs at the two ends of the School Zone on Union Street that indicate a reduced
speed limit of 40 KM /H between 7:30 a.m. and 4:00 pm on school days (note: requires a
Traffic By -Law Amendment),
• Install electronic driver speed feedback signs within the School Zone on Union Street that
encourages compliance with the 40 KM/H speed limit, and
• Install a sign on the Causeway that provides advance notice to motorists that they are
about to enter the School Zone on Union Street.
All the above solutions are in various stages of completion and are expected to be fully
implemented in 2014.
The concern about the parking of vehicles to drop off children is the responsibility of the school
and the Anglophone South School District and the principal was advised of this.
City staff also analyzed the current use of crossing guards for Prince Charles. There are
currently four guards for this school where two to three guards could suffice at this time.
Bayside School, Bayside Drive
City staff met with the principal of Bayside in March 2014. The principal's main concern related
to the speed and growing traffic and truck volumes on Bayside Drive in front of the school.
Traffic volumes are expected to increase on this street with the recent opening of the One Mile
House Interchange. A new restaurant across the street draws students to cross the five lanes of
Bayside Drive and there are no crosswalks in the vicinity. Through our discussion it was also
noted that no crosswalk exists on Courtenay Avenue where many school children access near -by
residences.
City staff developed traffic calming solutions to address these concerns as follows:
• Install 50 KM/H speed limit signs on Bayside Drive between Loch Lomond Road and
Mount Pleasant Avenue East,
• Install electronic driver speed feedback signs that encourages compliance with the speed
limit,
• Install a signalized crosswalk of Bayside Drive to the south of the school. The crosswalk
will have flashing amber overhead and side - mounted lights that are activated by buttons
when a pedestrian wishes to cross the street and is the same style as a crosswalk recently
installed on Main Street West, and
• Install a signed and marked crosswalk on Courtenay Avenue at Richard Street.
Bayside Drive is considered a School Area as opposed to a School Zone. Factors such as
Bayside School being a Middle School and the far distance between the street and the front of
24
M &C2014- 158
September 9, 2014
Page 3
the school rationalized the need for this "Area" definition. School Zones on the other hand,
where associated factors present a higher risk to student safety, were previously listed in the
Traffic By -Law and cant' additional speed restriction options. The recommended display of 50
KM/H speed signs on Bayside Drive as opposed to recommended reduced speed limits during
school days and times for Prince Charles and Bayview schools reflect Bayside Drive as being a
School Area.
On -street parking on the east side of Bayside Drive was also investigated. Vehicles were noted
as being parked close to the planned signalized crosswalk during a site visit. Because amber
flashing signals are planned for the crosswalk, motorists are required to yield to pedestrians but
then are permitted to continue driving when no pedestrians are present. The on- street parking
close to the crosswalk may block sight lines between northbound Bayside motorists and a
pedestrian waiting to cross on the east side of the street. Other citizens have expressed concern
about this on- street parking as it forces northbound motorists that are in the travel lane beside the
parked vehicles into the adjacent northbound travel lane. Staff confirmed that parking on the
east side of Bayside Drive between Courtenay Avenue and Park Avenue is currently not
restricted in the Traffic By -Law and there is not sufficient space to accommodate parked vehicles
without impeding the flow of motorists in the adjacent northbound travel lane. Parking on all
surrounding areas of Bayside Drive is already restricted.
Staff sent a survey (attached to this report) to the 24 property owners and /or residents that front
the east side of Bayside Drive between Courtenay Avenue and Park Avenue to obtain input on
the concept of removing the on- street parking.
Three responses to the survey were received. One responder supported staff's suggested
changes. A second response was from a resident at the intersection of Bayside Drive and Park
Avenue who does not drive herself but has friends and family who visit and provide support.
She expressed concern that permitted on -street parking spaces close to her residence on Park
Avenue are often full when she needs one. A third response was from a business owner who has
ample off - street parking but often relies on on- street spaces on Bayside Drive when
neighbouring property owners use his off - street spaces without permission.
Staff scanned the area and it appears all property owners on the east side of Bayside Drive from
Courtenay Avenue to Park Avenue have access to some off -street parking with some having
access to on- street parking on Park Avenue and Edith Avenue. However, it is also apparent from
communication with the responders to the survey and site visits that on- street spaces on Bayside
Drive are also in demand.
Staff is recommending the installation of No Parking signs on this east side of Bayside Drive
between Courtenay Avenue and Park Avenue that would require Council's endorsement of an
amendment to the Traffic By -Law. An estimated 21 on- street parking spaces would be
eliminated with this change. This conclusion is drawn by weighing the benefit to the planned
signalized crosswalk and to the flow of traffic on Bayside Drive with the concerns expressed by
two responders to the survey.
25
M &C2014 -158
September 9, 2014
Page 4
All the above solutions are in various stages of completion and are expected to be fully
implemented in 2014 with the exception of the signalized crosswalk. Several issues have arisen
with identifying the location of the concrete base for the pole that will support the pedestrian
buttons and flashing amber signals on the east side of Bayside Drive. A sewer line prevented
installation in the median between the curb and sidewalk. A property line dispute between
adjacent property owners is causing delays in acquiring a small portion of land needed on the
back side of the sidewalk. Staff will continue to work on the file but full installation of the
signalized crosswalk may be delayed until the 2015 construction season.
Bayview School, Loch Lomond Road
City staff met with the principal of Bayview in April 2014. The principal presented a number of
specific concerns relating to safety of the school children as follows:
• Some parents drop their children off on Courtenay Avenue, and
• Loch Lomond Road is a busy arterial street. However, only a few children cross it and
are often accompanied by a guardian at a marked crosswalk with a crosswalk guard.
Installing No Parking signs on Courtenay Avenue from Loch Lomond Road to 170 metres
southerly (requiring a Traffic By -Law Amendment) would encourage use of an on- property drop
off area instead of on Courtenay Avenue. Restricting on- street parking at this northern end of
Courtenay Avenue would not appear to impact any other properties. Staff also discussed some
internal flow improvement options with the principal.
Staff is constructing a signalized crosswalk on Loch Lomond Road at the western edge of the
school property, having the same style as the one for Bayside School and on Main Street West.
There would likely not to be the need to enhance an existing crosswalk of Loch Lomond Road at
Courtenay Avenue (east of the new crosswalk location) for the school alone given the factors
previously noted. However, the Loch Lomond Villa has expressed interest in a signalized
crosswalk, which is just to the west of Bayview School. The Loch Lomond Villa now has
buildings on either side of Loch Lomond Road. Staff worked with the school and the Loch
Lomond Villa and successfully found a location for the crosswalk that meets the needs of both
institutions.
Staff also intends to install other infrastructure for Bayview similar to that planned for Prince
Charles:
• Install signs at the two ends of the School Zone on Loch Lomond Road that indicate a
reduced speed limit of 40 KM /H between 7:30 a.m. and 4:00 p.m. on school days (note:
requires Traffic By -Law Amendment), and
• Install electronic driver speed feedback signs within the School Zone on Loch Lomond
Road that encourages compliance with the 40 KM/H speed limit.
All the above solutions are in various stages of completion and are expected to be fully
implemented in 2014.
26
M &C2014 -158
September 9, 2014
Page 5
Interim Work at Three Additional Schools
Staff has developed interim plans for three schools in 2014 in addition to Bayside, Bayview and
Prince Charles. Staff provided support for the painting of a design inside of a crosswalk by
Beaconsfield School students, re- painted a rainbow design inside of a crosswalk at Forest Hills
School this Fall that was painted by students last year, and are working with stakeholders to find
a location for a small version of a signalized crosswalk near St. John the Baptist/King Edward.
Amendment to the Safer School Zone Program Schedule
The following table was presented in M &C 2013 -180, proposing a multi -year implementation
schedule for the Safer School Zones Program:
School
Highest Classification of Street in
School Zone or Area with
Concerns
Proposed Year
of
Implementation
Ba side
Arterial ( Bayside Drive)
2014
Bayview
Arterial (Loch Lomond Road )
2014
Prince Charles
Arterial (Union Street )
2014
Centennial
Collector (Millidge Avenue)
2015
Champlain Heights
Collector (Champlain Drive)
2015
Forest Hills School
Collector (Westmorland Road)
2015
Hazen White St. Francis
Collector (Sandy Point Road)
2015
St. Rose and Barnhill*
Collector (Manawa onish)
2015
Beaconsfield
Collector (Fundy Drive)
2016
M. Gerald Teed
Collector (Daniel Avenue)
2016
Princess Elizabeth
Collector (Cranston Avenue)
2016
Samuel -de -Chain lain
Collector (Ragged Point Road)
2016
Havelock
Local (Young/Havelock Streets)
2017
Lakewood
Local (Lakeview Drive)
2017
St. John the Baptist
Local (Wentworth/St. James)
2017
St. Patrick's
Local (City Line
2017
Devine Mercy
Local (Clarendon Street)
2018
Loch Lomond
Local (Evergreen)
2018
Lorne
Local (Newman)
2018
It has become clear through the 2014 implementation plan that three projects per year is
manageable with the other initiatives being undertaken within the Pedestrian & Traffic
27
M &C2014- 158
September 9, 2014
Page 6
Management Service. The previous table suggests four or five projects could be completed per
year, which is now clearly not manageable with existing resources.
Staff is planning a revised implementation schedule as follows:
School
Highest Classification of Street in
School Zone or Area with
Concerns
Proposed Year
of
Implementation
Bayside
Arterial (Ba side Drive )
2014
Bayview
Arterial (Loch Lomond Road )
2014
Prince Charles
Arterial (Union Street)
2014
Centennial
Collector (Millidge Avenue)
2015
Champlain Heights
Collector (Champlain Drive)
2015
Forest Hills School
Collector (Westmorland Road )
2015
Hazen White St. Francis
Collector (Sandy Point Road)
2016
St. Rose and Barnhill*
Collector (Manawa onish )
2016
Beaconsfield
Collector (Fundy Drive)
2016
M. Gerald Teed
Collector (Daniel Avenue)
2017
Princess Elizabeth
Collector (Cranston Avenue )
2017
Samuel-de-Champlain
Collector (Ragged Point Road)
2017
Havelock
Local (Young/Havelock Streets)
2018
Lakewood
Local (Lakeview Drive)
2018
St. John the Baptist
Local (Wentworth /St. James)
2018
St. Patrick's
Local (City Line)
2019
Devine Mercy
Local (Clarendon Street)
2019
Loch Lomond
Local (Evergreen)
2019
Lorne
Local (Newman)
2020
CONCLUSIONS
The 2014 implementation of the Safer School Zones Program is proving to be successful. Staff
has identified opportunities to work with the Anglophone South School District on transportation
policy consistencies between schools and other initiatives as discussed in the Council report on
crossing guards on this same Council meeting agenda. Recommended funding will be included
in the submission for the 2015 General Fund Operating Budget for Council to consider for the
proposed 2015 implementation of the Safer School Zones Program.
M &C2014 -158
September 9, 2014
Page 7
RECOMMENDATIONS
Staff recommends Common Council direct the City Solicitor to put the following Traffic By-
Law Amendments into proper translated format for Council's consideration:
• Add Article 23(1) with the following wording: "No person shall drive a vehicle within
School Zones indicated in Schedule T -1 in excess of the speed indicated in Schedule T -1
during the hours of 7:30 a.m. to 4:00 p.m. on the days during which the school in the
vicinity of said School Zone is in session ",
• Add Schedule T -1 — Speed Limits in School Zones, immediately after Schedule T,
• Add the following to the newly created Schedule T -1:
• Union Street with Limits Crown Street to 315 metres westerly and Speed Limit of
40 KM /H
• Loch Lomond Road with Limits 227 metres west of Courtenay Avenue to 200
metres east of Courtenay Avenue and Speed Limit of 40 KM /H,
• Add Bayside Drive, East side, with limits Courtenay Avenue to Park Avenue to Schedule
B (No Parking Anytime), and
• Add Courtenay Avenue, Both sides, with limits Loch Lomond Road to 170 metres
southerly to Schedule B
Respectfully submitted,
Timothy D. O'Reilly, P.Eng., M.Sc.E
Traffic Engineer
Wrn. Edwards, P. ng.
Commissioner,
Transportation and Environment Services
29
R. Kevin Rice, B.Sc., C.E.T.
Deputy Commissioner,
Transportation and Environment Services
J. Patrick Woods, CGA
City Manager
M &C2014 -158
September 9, 2014
Page 8
August 13, 2014
Dear Resident of Bayside Drive,
RE: INPUT OPPORTUNITY FOR POTENTIAL ON- STREET PARKING CHANGES ON BAYSIDE DRIVE
Aussi disponible en fran�ais. Composez le 658 -4455.
On- street parking on the majority of Bayside Drive is not permitted. However, on- street parking on two
blocks of the east side of the street between Courtenay Avenue and Park Avenue remains currently
permitted.
We are investigating the potential of no longer permitting on- street parking on the east side of these
two blocks of Bayside Drive. There is insufficient width to accommodate the on- street parking lane and
the adjacent northbound travel lane of the street. This causes motorists to often need to veer into the
other northbound lane. This veering into the other lane becomes a concern when another vehicle is
already in that other. Traffic volumes are anticipated to continue to increase on Bayside Drive with last
December's opening of the One Mile House Interchange.
The City of Saint John is also introducing traffic calming measures for Bayside Middle School students in
2014. A signalized crosswalk is being constructed across Bayside Drive just south of Courtenay Avenue
(close to the new Subway restaurant) and within these two blocks of Bayside Drive where on- street
parking remains permitted. The on- street parking in the vicinity of this future crosswalk can partially
block sight of pedestrians by motorists in one of the northbound lanes.
We value the input of citizens and property owners as part of this decision- making process, particularly
those who live or operate businesses within these two affected blocks on Bayside Drive. We would like
to hear from you about what you think about these proposed solutions.
A survey is attached to this letter that you can fill out and provide back to me. Space is provided for any
additional input you would like to communicate.
30
M &C2014- 158
September 9, 2014
Page 9
You can provide your input in one of three ways:
1. By e -mail to municipaloperations @saintiohn.ca
2. By phoning 658 -4455
3. By handwriting your responses on the attached form and mailing to:
The City of Saint John
PO Box 1971
Saint John, NB E2L4L1
Attention: Tim O'Reilly
Whichever method you choose, please reference "Bayside Drive Parking" so we can separate your input
from other correspondences. Please provide your responses by August 29, 2014.
Sincerely,
Timothy D. O'Reilly, P.Eng., M.Sc.E.
Traffic Engineer
31
M &C2014 -158
September 9, 2014
Page 10
INPUT OPPORTUNITY FOR POTENTIAL ON- STREET PARKING CHANGES ON BAYSIDE DRIVE
AUGUST 2014
Question 1: What is your name?
Question 2: What is your address?
Question 3: What is your phone number?
Question 4: Do you need vehicles to be parked on the east side of Bayside Drive between Courtenay
Avenue and Park Avenue? (Circle one)
Yes / No
Question 5: If you answered yes to question 4, how many vehicles do you need to park on this section of
Bayside Drive?
Question 6: If you answered yes to question 4, could you instead park vehicle(s) in another off - street
location or on one of the other near -by streets?
Yes / No
Question 7: What do you think of the proposed changes to remove on- street parking? (circle one)
Don't make the changes / Make the changes
32
M &C2014 -158
September 9, 2014
Page 11
Question 8: Do you have any other input to provide on this subject?
You can provide this input in one of three ways:
1. By e -mail to municipaloperations @saintiohn.ca
2. By phoning 658 -4455
3. By handwriting your responses and mailing to:
The City of Saint John
PO Box 1971
Saint John, NB E2L 41_1
Attention: Tim O'Reilly
Reference "Bayside Drive Parking"
33
REPORT TO COMMON COUNCIL
September 9, 2014
M &C2014- 157
His Worship Mayor Mel Norton
and Members of Common Council
Your Worship and Members of Council:
SUBJECT: School Crossing Guards
BACKGROUND
ff,
The City of Sauit John
There are currently 21 locations across the City where crossing guards supervise crosswalks near
elementary schools. The crossing guards are City employees. The Commissionaires have
historically been engaged to recruit, train, supervise, and follow up on complaints concerning the
crossing guards.
As of January 2014 the School Crossing Guard program is managed within the City's Pedestrian
& Traffic Management Service. Prior, the Saint John Police Force managed the program. This
recent change made sense because crossing guards are a traffic control option among others
around schools assessed as part of the overall Safer School Zones Program, also being managed
by the same City service. There is a separate report on this Council agenda with an update on the
current status of three Safer School Zones Projects.
Consistent application of best practices and engineering judgment should guide use of crossing
guards similar to other forms of traffic control. Further, level of service to the public provided
within the School Crossing Guard program needs to be guided by managed expectations and
resource availability similar to most City services and programs. Hence, this report to Common
Council answers fundamental questions and details current and future plans related to this
program.
ANALYSIS
Context — Four Pillars to Student Pedestrian Safety
34
M &C2014 -157
September 9, 2014
Page 2
Crossing guards are one of many tools that can help students walk to and from school safely. All
tools must be explored to better promote student pedestrian safety via the collaboration of
various agencies. Such tools generally fit into four categories:
• Self Safety — Road users themselves, both motorists and student pedestrians, can
prevent accidents by being aware of and following their regulated responsibilities and
by understanding and using safe driving and walking techniques. The municipality and
the schools can work together to educate both students and the general public in
various ways. Parents and guardians also create an avenue for learning. Safe Route to
School programs used in other jurisdictions create an opportunity to incorporate
education as well as identify safer ways to walk from home to school.
• School Policy — Schools, the School District or Department of Education can manage
which students are able to be bussed or walk to school, when students are able to leave
school grounds and whether younger students require a guardian to walk with them
when leaving among other opportunities. City staff has had recent communications
with the District and there is opportunity to coordinate District policy and the City's
other initiatives discussed in this report with future meetings.
• Traffic Engineering and Control — Marked or signalized crosswalks, traffic calming,
speed limits, roadway design and crossing guards are all examples of traffic
engineering and control that help student pedestrians and other road users interact with
other road users and the road network.
• Enforcement — When road users do not comply with their regulated responsibilities,
enforcement is required. Risk of penalties for violating the rules of the road can also be
a deterrent.
Staff of the City's Pedestrian & Traffic Management Service is incorporating all these pillars in
the Safer School Zones Program. One pillar, whether it be crossing guards or other options, does
not by itself guarantee student pedestrian safety.
Who is responsible for Crossing Guards?
If Crossing Guards are deployed in any municipality in New Brunswick, including Saint John, it
is the municipality that is responsible for them. This responsibility is defined in the Provincial
Motor Vehicle Act.
What is the City's obligation to have Crossing Guards?
The City of Saint John is not obligated to have crossing guards. The Provincial Motor Vehicle
Act clearly indicates that motorists must yield to pedestrians (school children or otherwise) at
unmarked crosswalks at intersections or at crosswalks marked with painted lines or markings.
Application of all additional forms of traffic control for pedestrians (crossing guards, traffic
signals, etc.) are guided by best practices, not required ones, such as those provided by the
Transportation Association of Canada (TAC). TAC's Pedestrian Crossing Control Guide (2012)
35
M &C2014 -157
September 9, 2014
Page 3
identifies crossing guards as being an "optional" form of traffic control used where resources are
available.
Where should Crossing Guards be located?
Staff believes it is important to use consistently applied guidelines in deciding where these
limited resources are deployed. Consistently applied transparent guidelines provide a sense of
fairness and demonstrates due diligence from a liability perspective.
TAC's Pedestrian Crossing Control Guide essentially uses a risk management approach to guide
municipalities in deciding where Crossing Guards and other pedestrian traffic control devices
should be located. The greater the number of student pedestrians using a crosswalk, the greater
the number of vehicles crossing a crosswalk, and other potential site specific factors increases
the risk to student pedestrians and therefore increases the justification for a crossing guard. The
City of Fredericton for example bases their decisions of where crossing guards are deployed on
one or more of the following: (1) there needs to be greater than 10 student pedestrians using the
crosswalk, (2) there needs to be at least 200 vehicles per hour, (3) locations with specific safety
issues.
What are the alternative traffic control devices?
A simple marked crosswalk, a signalized crosswalk with either amber flashing lights or more
traditional traffic lights, or in- street school crosswalk signs are all alternative traffic control
devices to crossing guards. Some jurisdictions have older students supervise crosswalks with
lower levels of risk. Although it is a recognized practice in Canada to deploy crossing guards at
the same location as other forms of traffic control such as signals, there is the risk of the crossing
guard and the traffic signal providing contradicting information and essentially there is a
"doubling up" of available protection. Other traffic calming measures can also be deployed to
reduce vehicle traffic volumes or reduce particular safety issues that would otherwise create a
justification for deploying a crossing guard.
Are there other fundamental alternatives to improve safety of walking school children?
Yes. This is where the three other pillars discussed earlier in this report become important.
Motorists and pedestrians being responsible for their own safety, coordinating City best
management practices with policies of the Anglophone South School District, other traffic
control and calming measures, and continuing to rely on the Saint John Police Force to provide
enforcement presence while respecting their own resource limitations are all available avenues to
support decisions as to where crossing guards should be deployed.
36
M &C2014 -157
September 4, 2014
Page 4
Assessment of Current Crossing Guard Locations
The 21 locations where crossing guards are currently deployed are:
Crossing Guard Location
School Served
Paul Harris Street at Prince Edward Street
Prince Charles
Elliot Row at Pitt Street
Prince Charles
Union Street at Pitt Street
Prince Charles
Prince Edward Street at Richmond Street
Prince Charles
Broad Street at Wentworth Street
St. John the Baptist King Edward
Parks Street at Mount Pleasant Avenue
Princess Elizabeth
Somerset Street at Wellesley Avenue
Princess Elizabeth
Cranston Avenue at Wellesley Avenue
Princess Elizabeth
Millid e Avenue at Valerie Street
Centennial
Donaldson Street at Black Street
M. Gerald Teed
Woodward Avenue at Sproul Court
M. Gerald Teed
Church Avenue at Prospect Street
Barnhill and St. Rose
Manawagonish Road at Catherwood Avenue
Barnhill and St. Rose
Manawa onish Road near Cushing Street
Barnhill and St. Rose
Sand Cove Road at Bleury Street
Seawood
Westfield Road at Hi hfield Avenue
Morna Heights
Loch Lomond Road at Courtenay Avenue
Bayview
Westmorland Road at Skyline Terrace
Forest Hills
Golden Grove Road at John. T. McMillan Avenue
Forest Hills
Champlain Drive at north end of Traffic Circle
Champlain Heights
Lakeview Drive at Lensdale Crescent
Lakewood Heights
St. John Street at City Line *
St. Patrick's
St. John Street at Lancaster Street *
St. Patrick "s
Duke Street West at Watson Street *
St. Patrick's
* Three crossing guards that serve St. Patrick's School will not be deployed while the
school is closed.
City staff completed a broad scan of all 21 crossing guard locations including a more detailed
assessment of locations that serve schools as part of the three 2014 Safer School Zone projects.
The number of student pedestrians crossing each supervised crosswalk was quantified via a
survey completed by the 21 crossing guards. At the end of this assessment a number of
conclusions were drawn that will likely lead to the removal of crossing guards from some of
these current locations, potentially in January 2015:
• There are a number of crosswalk locations used by very few student pedestrians
• There are two signalized crosswalk locations where crosswalk guards are currently
deployed and one additional location where signalization is planned as part of the 2014
Safer School Zones projects
37
M &C2014 -157
September 9, 2014
Page 5
• There is one location where a different student pedestrian route to school would be an
option, identified via detailed assessment within a 2014 Safer School Zone project
• There is one location where the crossing guard is at a school bus stop where the bus'
flashing lights and Stop sign would perform the same function as a crossing guard
Action Plan
City staff will continue meeting with the Anglophone South School District to coordinate efforts.
Key components of the discussion will include aligning District and City policy/responsibilities
and to discuss introduction of more traffic safety educational opportunities for students.
Staff will also develop and implement a specific set of criteria for evaluating where crossing
guard locations are warranted. This step will allow a more detailed assessment of all current
locations and will allow new requests to be evaluated.
Staff believes in the range of 5 -7 of the current 21 crosswalk locations are not warranted based
on the initial completed assessment. Staff envisions eliminating these locations by January of
2015 following further discussions with the School District and introduction of an educational
campaign. Three additional crossing guard locations associated with St. Patrick's School were
eliminated for at least the 2014 -2015 school year.
Safer School Zone projects will continue each year as they are funded with a detailed assessment
of crossing guards that serve each associated school. As previously indicated an update on the
three 2014 Safer School Zone projects is provided to Council in a separate report on this same
agenda.
RECOMMENDATION
Staff recommends this report be received and filed.
Respectfully submitted,
Timothy D. O'Reilly, P.Eng., M.Sc.E.
Traffic Engineer
Win. Edwards, . Eng.
Commissioner,
Transportation and Environment Services
KN
R. Kevin Rice, B.Sc., C.E.T.
Deputy Commissioner,
Transportation and Environment Services
J. Patrick Woods, CGA
City Manager
REPORT TO COMMON COUNCIL
M &C2014 -150
August 25, 2014
His Worship Mayor Mel Norton
and Members of Common Council
Your Worship and Members of Council:
The City of Saint John
SUBJECT: Contract 2013 -13: Millidge Avenue and Area- Sanitary Sewer Installations
PURPOSE
The purpose of this report is to update Council on the status of the Millidge Avenue and Area -
Sanitary Sewer Installations project and associated costs.
BACKGROUND
Contract 2013 -13 consists of a project that was approved under the 2013 Water & Sewerage
Utility Fund Capital Program for the construction of new sanitary sewers and services in the
Millidge Avenue area as recommended in the Beach Crescent & Meadowbank Drainage Basin
Study.
Common Council, at its meeting of June 17, 2013, awarded Contract 2013 -13 (M &C 2013 -130)
to Fairville Construction Ltd., at a tendered price of $3,686,274.70 based on estimated quantities.
The completion cost of this project including engineering was estimated to be $3,768,962.85,
including eligible HST rebate.
ANALYSIS
The majority of the work under Contract 2013 -13 has been completed with the exception of
some concrete sidewalk and curb work, asphalt reinstatement, topsoil and sod reinstatement on
Bell Manor Drive. The final quantities and summary of change orders for the project have not
been finalized, however the majority of the quantities and change orders have been agreed upon
between the City and the Contractor. The additional costs on the project to date have been
compiled into fourteen categories as follows:
39
M &C2014 -150
August 25, 2014
Page 2
1.
Change Orders associated with additional work
$42,955.40
required during the course of the project such as
modifying new and existing infrastructure due to
conflicts with various utilities and actual
conditions different from plans.
2.
Change Orders related to removing and disposing
$9,902.77
of contaminated soil.
3.
Change Orders related to additional costs for
$58,781.70
repairs to the existing water main and services
during the course of the project as well as
reinstatement costs due to water main breaks.
Additional costs to relocate existing fire hydrants
and to install additional valves on the existing
water main.
4.
Change Orders related to additional costs
$49,604.71
associated with the removal of existing asphalt,
supply, grading and compaction of crushed gravel
outside of trench limits. As well as excavating
and regrading existing driveway entrances in
order to match new curb elevations.
5.
Change Orders related to additional costs
29,757.07
required to locate, excavate and work around
existing fiber optics duct, direct bury Rogers and
Aliant cables and SJ energy direct bury wire.
Some wires were not shown or incorrectly shown
on drawings. Also includes additional work to
hydro excavate and hand dig for curb prep on
Parklawn Court in order to expose wires directly
under the existing curb.
6.
Change Orders related to work required to repair
$4,685.03
a slope failure due to a buried outfall at the end of
Parklawn court during Hurricane Arthur.
7.
Change Orders related to work required to install
$22,000
a temporary overflow.
8.
Difference between estimated and actual water
$135,675.17
main quantities used in the performance of the
work. Greatest differences were in 25mm
services, 150mm water main, Fire Hydrant and
insulation. The existing water main on Parklawn
Court was in poor condition and had been
repaired numerous times. This water main has
been replaced. The new sewer line on Barbour
Place was being installed in close proximity with
it
M &C2014 -150
August 25, 2014
Page 3
Total Change Orders & Additional Quantities:
Minus: Contingency Allowance:
Net Additional Cost:
a
$735,850.00
- $344,650.00
$391,200.00
the existing water main that was in poor
condition. This water main has been replaced.
9.
Difference between estimated and actual sanitary
$99,926.19
sewer quantities used in the performance of the
work. Greatest differences were in repairing and
extending existing 100mm laterals connected to
the clear water sewer.
10.
Difference between estimated and actual storm
$104,775.14
sewer quantities used in the performance of the
work. Greatest differences were in Catch basins,
manholes, and storm sewer quantities. Several
existing catch basins and manholes were
concretelbrick structures and would fall apart
when installing sewer in close proximity.
Sections of storm sewer needed to be repaired in
areas where it was in close proximity to the new
deeper sanitary sewer.
11.
Difference between estimated and actual concrete
$27,710.92
curb and sidewalk quantities used in the
performance of the work. 280m of concrete
sidewalk was added on Kennebecasis Drive.
12.
Difference between estimated and actual road
$114,591.07
work quantities used in the performance of the
work. Greatest differences were in base asphalt
and handwork. Extra base asphalt was needed on
several streets due to the wide sanitary sewer
trench.
13.
Difference between estimated and actual
$25,199
landscaping quantities used in the performance of
the work. Larger excavations were needed in
order to locate existing laterals and to blend in to
new road grades.
14.
Difference between estimated and actual
$10,285.83
Adjustment of structures quantities used in the
performance of the work.
Total Change Orders & Additional Quantities:
Minus: Contingency Allowance:
Net Additional Cost:
a
$735,850.00
- $344,650.00
$391,200.00
M &C2014 -150
August 25, 2014
Page 4
COST SUMMARY
Original Contract Value: $3,686,274.70
Minus: Contingency Allowance: - $344,650.00
Value of Original Estimated Work: $3,341,624.70
Summary of Change Orders &
Additional Quantities : +$735,850.00
Estimated Final Contract Value: $ 4,077,474.70
The estimated final construction cost of the project based on change orders and additional
quantities to date is $4,077,474.70. The difference between the estimated final contract value
and the original tendered price is $391,200.
The following design service projects were approved under the 2014 Water & Sewerage Utility
Fund Capital Program and are now being designed in house which provides a $350,000.00 offset
for the above budget difference as follows: Harding Street $100,000.00, Ready Street
$100,000.00, Victoria Street $50,000.00, Prince Street $40,000.00 and Hayes Avenue (portion)
$60,000.00.
FINANCIAL IMPLICATIONS
The overall 2014 Water & Sewerage Utility Fund Capital Program will remain at the original
approved total.
RECOMMENDATION
It is recommended that Common Council receive and file this report.
Respectfully submitted,
/�� M&'
Pierre LeBlanc, P. Eng.
Municipal Engineer
�i�vr� `
Wm. Edwards, P. ng.
Commissioner
Transportation and Environment
WA
8C K"-�
Brian Keenan, P. Eng.
Engineering Manager
J. Patrick Woods, CGA
City Manager
REPORT TO COMMON COUNCIL
M &C 2014 153
August 27, 2014 r
The City of Saint John
His Worship Mayor Mel Norton and
Members of Common Council
Your Worship and Councillors:
SUBJECT: Fleet Usage Policy
BACKGROUND:
As Common Council is aware in 2011, Mercury and Associates was
engaged to do a comprehensive review of Fleet Operations. A report was
presented to Common Council and the following resolution was
subsequently adopted:
RESOLVED that report dated December 9, 2011 entitled Consultant's
Report — Fleet Evaluation Project, and the Executive Summary from
Mercury Associates, be referred to the City Manager and Fleet Staff with a
directive to report back to Council with:
a) The development of a comprehensive fleet utilization and
replacement policy,
b) The development of a business model that will see the complete
recovery by the Fleet Services Division of their operating costs while
providing sufficient
funding from the annual operating budget to facilitate a stable and
sustainable fleet replacement program,
c) The development of a Fleet operational model that will support an
efficient and effective division that will work cooperatively with the
user departments to provide them with the information they need to
determine the most cost effective levels of service they can provide
with the available assets, and
d) To create a process for the periodic review of the size,
configuration and effectiveness of the fleet related to service delivery.
This report is scheduled to will be presented at the next meeting of
Common Council scheduled for September 15, 2014.
45
Report to Common Council
August 27, 2014
Page 2
There have been, on occasion, questions related to usage of City vehicles.
There is, in fact, a Vehicle Usage Policy that was initially approved by
Common Council in 1990 with subsequent amendments, the last being
approved by Common Council in May of 2007. There is in addition a
related Administrative Procedure under authority of the City Manager.
Attached to this report is a copy of the vehicle usage policy. Staff would be
pleased to answer questions that members of Common Council may have
related to this policy.
RECOMMENDATION:
It is recommended that thus report be received and filed.
Respectfully submitted,
ory ,/d. /Yedmans, CGA, MBA
missioner of Finance and Administrative Services
J. Patrick Woods, CGA
City Manager
Attachment
44
CITY OF SAINT JOHN
POLICY
NUMBER: FA 001
SECTION: FLEET ADMINISTRATION
SUBJECT: VEHICLE POLICY
1.0 PREAMBLE
This policy sets out the general principles governing the use and
allocation of cars and similar vehicles owned and operated by the
City of Saint John as well as the use of private vehicles for City
business.
2.0 STATEMENT OF POLICY
The City of Saint John operates and maintains a fleet of
vehicles and motorized equipment required for the
provision of municipal services to our citizens. The uses of
these resources are restricted to those activities required
specifically for the delivery or administration of municipal
public services. Personal use of City vehicles and
equipment is not permitted.
.2 Upon the approval of Common Council, a vehicle may be
designated as an essential job requirement of a particular
position and allocated on a full -time basis as part of the
conditions of employment of the incumbent. Given the
nature of this type of position, a vehicle so allocated may
be used for both civic and personal business.
.3 Upon the approval of the City Manager, a vehicle may be
assigned for the full -time civic use of the incumbent of a
position where such use is necessary for the provision,
supervision, or administration of municipal services. A
vehicle so allocated will be used for civic business only, in
accordance with the guidelines detailed herein and
administrative procedures established by the City Manager.
.4 A fair mileage allowance, established annually by
resolution of Common Council, will be provided to civic
officials and employees who are required to utilize their
private vehicles for City business.
`;
0)
.5 It is the policy of the City of Saint John to expect its
management personnel to regularly and routinely, be in
attendance when other City employees are carrying out
their responsibilities. The presence of management at
times, other than normal business hours, is a key to
leadership.
.6 It is the policy of the City of Saint John to reimburse these
employees for the use of their personal vehicles on the
basis of a flat monthly allowance.
7 This Vehicle Policy will be administered in accordance
with relevant provisions of the Income Tax Act.
3.0 OBJECTIVES
1 To establish a clear and consistent basis for the use of
publicly owned vehicles.
.2 To enhance the intended utilization of publicly owned
vehicles.
3 To prevent the inappropriate use of City vehicles.
4 To provide for the most cost - effective means of
transportation required for the conduct of civic business
and the management of City resources.
To provide a clear understanding that certain positions are
required to "regularly and routinely" be present when their
employees are carrying out their responsibilities at times
other than what are considered as normal working hours.
.6 To provide a clear understanding that certain positions are
expected to respond to the needs of the community other
than during normal hours, and at locations other than at the
normal place of business.
.7 To ensure that City vehicle usage is in conformance with
Revenue Canada guidelines.
`;
4
6) Vehicles in this category and purchased for use by Saint
John Water may deviate from the policy as it relates to
the application of the "Explorer Crest ". Saint John
Water may replace the "Explorer Crest" with the Saint
John Water Logo.
.3 Exemptions from section 4.2 of this guideline are;
1) Vehicles purchased for use by the Saint John Police
Force and the Saint John Fire Department,
2) Vehicles assigned to the Mayor, the City Manager and
any unmarked vehicles assigned to specific senior
management staff, as approved by the City Manager,
3) Commercially rented vehicles,
4) The paint colour of trucks of a size greater than the 1
tonne range of vehicles shall remain unchanged,
5) The paint colour of construction equipment, trailers and
floats, attachments and miscellaneous equipment shall
remain unchanged.
4 City vehicles are not to be taken outside City limits, unless
specifically being used for City business.
.5 City vehicles will be used only in connection with civic
responsibilities and taken home only by staff who are
required to be available for operational purposes or are
specifically "on call ".
.6 Eligibility for mileage allowance must be approved, in
advance, by the City Manager or member of senior staff
responsible for the department concerned.
.7 Use of a private vehicle for City business will be certified
by the department head and payments for such usage
approved by the department head.
8 That the City has identified the following positions as being
eligible for receipt of a monthly allowance:
Manager (Director) of Works
$250.00 mth.
Manager (Director) of Water & Sewerage
$250.00 mth.
Manager (Director) of Recreation
$200.00 mth.
Manager (Director) of Parks
$200.00 mth.
The receipt of the monthly allowance precludes these positions from
claiming any other reimbursement from the municipality for use of their
vehicle within the municipality. However, it does not preclude the
positions from utilizing a municipal vehicle during normal business hours
should one be available when needed.
5.0 RESPONSIBILITIES
.1 Fleet Management - General fleet management and
maintenance of City vehicles and pieces of motorized
equipment will be the responsibility of Materials
Management, a division of Corporate Services.
2 Department Assignment — Vehicles and motorized
equipment will generally be assigned for operational
purposes to departments. The department head will be
responsible for the internal management of all vehicles and
pieces of motorized equipment so assigned.
.3 Vehicle Pools — A number of vehicles will be retained for a
vehicle pool to meet, as far as possible, day -to -day
transportation requirements of civic departments, beyond
department allocations. Responsibility to administer the
vehicle pool will be in accordance with procedures
established by the City Manager.
6.0 PROCEDURES
Procedures required for the administration of this policy will be
established under the authority of the City Manager.
APPROVED BY COMMON COUNCIL ON NOVEMBER 26,1990
UPDATES:
• Sections 2.0.5 and .6, 3.0.5 and .6 and 4.0.8
added per O.C.C. May 15, 1995
• Section 4.0.2 amended per O.C.C. May 15, 1995
• Section 5.0.1 amended per O.C.C. August 23, 1999
• Sections 4.0.2 and .3 amended per O.C.C. May 7, 2007
M]
September 5, 2014
Mayor Norton and
Members of Common Council
PO Box 1971
15 Market Square
Saint John, N.B. E2L 4L1
Subject: Audited Financial Statements — The City of Saint John Shared Risk Pension Plan
Attached for the information of the members of Common Council is a copy of the 2013 Audited
Financial Statements for the City of Saint John Shared Risk Pension Plan
We plan to invite representatives of stakeholders of the City of Saint John Shared Risk Pension
Plan to our Annual Meeting tentatively planned for late October. At our annual meeting we plan
to review all pertinent annual documents including the financial statements, the actuarial report
and statement of investment policies & goals. A formal notice of annual meeting will be sent to
stakeholder parties after our next regular meeting of the Board of Trustees scheduled for
September 24, 2014.
SinRere Regards,
Ili �� �k P
hi de Gruyter
Vice - Chair, Board of
Board of Trustees City of Saint John
Shared Risk Pension Plan
P.O. Box 1971, 15 Market Square
49 Saint John, N.B. E21L 4L1
506- 658 -2862
FINANCIAL STATEMENTS
The City of Saint John - Shared Risk Plan
December 31, 2013
F=Y
Building a better
working world 50
CONTENTS
Independent Auditors' Report
Statement of Net Assets Available for Benefits
Page
1 -2
Statement of Changes in Net Assets Available for Benefits 4
Notes to Financial Statements
Schedule of Administrative Expenses
51
5 -9
10
INDEPENDENT AUDITORS' REPORT
To the Board of Trustees of
The City of Saint John -- Shared Risk Plan
We have audited the accompanying financial statements of The City of Saint John —
Shared Risk Plan, which comprise the statement of net assets available for benefits as at
December 31, 2013, and the statement of changes in net assets available for benefits for
the year then ended, and a summary of significant accounting policies and other
explanatory information. The financial statements have been prepared by management to
comply with the financial reporting requirements of the New Brunswick Pension Benefits
Act.
Management's responsibility for the financial statements
Management is responsible for the preparation and fair presentation of these financial
statements in accordance with the financial reporting provisions of the New Brunswick
Pension Benefits Act, and for such internal control as management determines is
necessary to enable the preparation of financial statements that are free from material
misstatement, whether due to fraud or error.
Auditors' responsibility
Our responsibility is to express an opinion on these financial statements based on our
audit. We conducted our audit in accordance with Canadian generally accepted auditing
standards. Those standards require that we comply with ethical requirements and plan
and perform the audit to obtain reasonable assurance about whether the financial
statements are free from material misstatement. An audit involves performing procedures
to obtain audit evidence about the amounts and disclosures in the financial statements.
The procedures selected depend on the auditors' judgment, including the assessment of
the risks of material misstatement of the financial statements, whether due to fraud or
error. In making those risk assessments, the auditors consider internal control relevant to
the entity's preparation and fair presentation of the financial statements in order to design
audit procedures that are appropriate in the circumstances, but not for the purpose of
expressing an opinion on the effectiveness of the entity's internal control. An audit also
includes evaluating the appropriateness of accounting policies used and the
reasonableness of accounting estimates made by management, as well as evaluating the
overall presentation of the financial statements.
Anew -7 _rre r' -rr-�6 VlaJE: Lim _'Rd
We believe that the audit evidence we have obtained is sufficient and appropriate to
provide a basis for our audit opinion.
Opinion
In our opinion, the financial statements present fairly, in all material respects, the net
assets available for benefits of The City of Saint John — Shared Risk Plan as at December
31, 2013, and the changes in its net assets available for benefits for the year then ended in
accordance with the financial reporting requirements of the New Brunswick Pension
Benefits Act.
Basis of accounting
Without modifying our opinion, we draw attention to the fact that the financial
statements are prepared to assist The City of Saint John — Shared Risk Plan to meet the
requirements of the New Brunswick Pension Benefits Act. As a result, the financial
statements may not be suitable for another purpose. Our auditors' report is intended for
The Board of Trustees of The City of Saint John — Shared Risk Plan, The City of Saint
John — Shared Risk Plan and the Superintendent of the New Brunswick Financial and
Consumer Services Commission — Pensions Division.
Saint John, Canada,
June 25, 2014.
44c� V OU7 1.4.14 P
Chartered Accountants
IrAr
IQ C
k mFn.l•_r lirm Oi �!r -[;. Y` m�'3-
2
The City of Saint John - Shared Risk Plan
STATEMENT Or
NET ASSETS AVAILABLE FOR BENEFITS
As at December 31
2013
Financial assets
2012
Cash and short-term deposits [Note 3]
18,659,620
17,010,405
Other assets [Note 4]
38,679
41,445
Due from the City of Saint John
534,500
292,430
Funding due from the City of Saint John
1,197,836
4,774,701
Accrued interest and dividends
843,914
870,030
Investments, at market
Ponds and fixed income pooled funds;
[Cost 2013 — $1 11,344,841; 2012 — $68,676,375] 110,470,235 74,935,983
Stocks and equity pooled funds;
[Cost 2013 — $213,318,867; 20I2 — $225,191,239] 270,980,764 257,889,428
Real estate funds
[Cost 2013 — $31,159,247; 2012 — $31,436,034] — 47,368,633 44,603,668
450,094,181 400,418,090
Financial liabilities
Accounts payable
667,619 401,114
Net assets available for benefits 449,426,562 400,016,976
See accompanying notes
On behalf of the Trustees:
�I
Trusteel Trustee A
3
54
The City of Saint John — Shared Risk Plan
STATEMENT OF CI -1ANuES IN NET ASSETS
AVAILABLE FOR BENEFITS
Year ended December 31
2013 2012
Increase in assets
Contributions [Note 6]
The City of Saint John 15,117,102 26,470,886
Employees _ 6,110,202 5,663,470
21,227,304 32,134,356
Investment income
Interest
4,106,615
3,078,297
Dividends
_ _ 7,887,592
5,917,140
_
11,994,207
8,995,437
Realized gain in market value of investments
18,303,004
6,056,936
Unrealized gain in market value of investments
27,410,024
12,587,891
Hedging (loss) gain realized
(178,986)
450,711
Hedging (loss) gain unrealized _
(252,225 )
4,184_
45,281,817
19,099,722
782503P328
60,229,515
Decrease in assets
Pensions paid
24,511,979
25,641,680
Contributions and interest refunded to participants
1,682,165
1,421,790
Administrative expenses Schedule
2,899,598
3,882,290
29,093,742
30,945,760
Net increase in net assets available for benefits 49,409,586 29,283,755
Net assets available for benefits, beginning of the year 400,016,976 370,733,221
Net assets available for benefits, end of year 449,426,562 400,016,976
See accompanying notes
4
55
The City of Saint John — Shared Risk Plan
1. PLAN SUMMARY
The City of Saint John Pension Plan (Former CSJ Plan) was converted to the City of Saint John
Shared Risk Plan (CSJ SRP) effective January 1, 2013. The purpose of the CSJ SRP is to provide
secure benefits to members of the plan without an absolute guarantee but with a risk focused
management approach delivering a high degree of certainty that Base Benefits can be met in the
vast majority of potential future economic scenarios. As a Shared Risk Plan, all Future cost of
living adjustments for current and future retirees and other Ancillary Benefits under the CSJ SRP
shall be provided only to the extent that funds are available for such benefits, as determined by the
Board of Trustees in accordance with applicable laws and the plan's Funding Policy.
The assets of the Plan are held by RBC Dexia Investor Services which acts as custodian of the
Plan. The assets of the Plan are managed by ten different investment managers who have
discretionary investment authority within the investment mandates given to them by the Board of
Trustees. The performance of the Plan relative to others is measured on a regular basis by API
Asset Performance Inc.
Significant features of the Plan are as follows:
• For Service prior to January 1, 2013, the Plan provides for pensions on the defined benefit
basis at the rate of 2% per year of service times the average of the three consecutive years of
service having the highest salary. Upon conversion to shared risk, the targeted benefit basis for
service earned after the conversion date is now 1.8% per year of service times the salary
(excluding overtime pay) earned during the relevant year to a maximum salary of $120,000.
For Service prior to January 1, 2013, the Plan provides indexing at the rate of 1 % per year on
the basis of service between January 1, 1975 and December 31, 1992 and at the rate of 2%
after January 1, 1993. The shared risk pension plan extinguishes all accrued rights to automatic
future indexing. These automatic adjustments have been replaced by contingent indexing as
permitted by the Funding Policy.
• Under the shared risk model, initial required contributions are based on covered payroll
(excluding overtime) and are 9% for employees and 12% for employees in IAFF and SJPA
(subject to approval from the Canada Revenue Agency under the Income Tax Act. Members in
public safety occupations who accept a non -union position will have a one -time opportunity to
elect to continue to contribute at the higher rate. The employer will make initial matching
contributions of 11.4% and 15.2% respectively, representing an average contribution rate of
13% of covered payroll. The initial contribution rates for both employee and employer may be
subject to change as a result of the triggering mechanism and limitations imposed by the shared
risk funding policy. Also, commencing April 1, 2013, the employer was also required to make
temporary contributions of 17% of covered payroll (excluding overtime) that will cease in 15
years or when the Plan achieves a minimum funding level of 150% of liabilities using a 15 year
open group method.
• Under shared risk, the vesting date is defined as the earlier of five years of continuous
employment with the employer or two years of membership in the City of Saint John Shared
Risk PIan.
5
56
The City of Saint John — Shared Risk Plan
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Basis of presentation
These financial statements are prepared on the going concern basis and present the aggregate net
assets of the Plan as a separate financial reporting entity independent of the sponsor and plan
members_ They are prepared to assist in reviewing the activities of the Plan for the year December
31, 2013 but they do not portray the funding requirements of the Plan or the benefit security of
individual Plan members.
Basis of valuation of investment assets
Investments are stated at market value which approximates fair value, using published market
valuations, where applicable, or market - related determinations.
Pooled fund and earnings
Certain of the Plan's investments are held via units of pooled funds. Income earned on these funds
is retained within the fund and reflected as part of the current - period change in market values of
investments. Market value approximates fair value.
Foreign currency translation
Investments denominated in United States [ "US "] dollars are translated at the year -end rate of
exchange. Foreign exchange gains and losses are included as a component of the current - period
change in market value of investments.
Hedging
The Plan utilizes currency hedges to offset market fluctuations in its investments denominated in
US dollars. At year -end, the hedges are fair valued as an increase or decrease in the change in the
market value of investments.
3. CASH AND SHORT -TERM DEPOSITS
2013 2012
Cash $ 8,087,103 $ 727,366
Notes and deposits _ $ 10,572,517 $ 16,283,039
$ 18,659,620 $ 17,010,405
0
57
The City of Saint John — Shared Risk Plain
4. OTHER ASSETS
5. FINANCIAL INSTRUMENTS
The Plan's financial instruments consist of cash and short-term notes, accounts receivable,
temporary and long -term investments, accounts payable and amounts due from related parties.
All items except investments are recorded at cost which, due to their nature and short-term
maturities, approximates fair value.
The Plan is subject to financial risks as a result of its investment activities. These risks include
market risk, credit risk and liquidity risk. The Plan manages these financial risks in accordance
with the New Brunswick Pension Benefits Act, applicable regulations, and the Plan's investment
policies and procedures.
The investments of the Plan are managed utilizing a balanced approach, where the Plan invests in
bonds, stocks, pooled funds and real estate funds.
Market risk
Market risk is the risk that the fair value or future cash flows of an investment will fluctuate
because of changes in market processes. In accordance with the Plan's policies, the Plan manages
market risk by investing in diversified investments and by utilizing fund performance managers.
Market risk is comprised of the following:
(a) Foreign currency risk
Foreign currency risk arises from investments that are denominated in foreign currencies.
Fluctuations in the relative value of foreign currencies against the Canadian dollar can result in a
positive or negative effect on the fair value of investments. As at December 31, 2013, the Plan has
equity investments denominated in foreign currencies through investments of pooled funds and
direct equities.
The Plan utilizes currency hedges to minimize this risk to an approved percentage of these
investments. At December 31, 2013, the Plan has currency forward contracts to purchase
$19,050,000 in US dollars at an average rate of 1.062876.
7
2013
2012
Accounts receivable $
20,153
$
-
HST receivable $
17,159
$
2I,068
Commitments $
1,367
$
20,377
$
38,679
$
41.445
5. FINANCIAL INSTRUMENTS
The Plan's financial instruments consist of cash and short-term notes, accounts receivable,
temporary and long -term investments, accounts payable and amounts due from related parties.
All items except investments are recorded at cost which, due to their nature and short-term
maturities, approximates fair value.
The Plan is subject to financial risks as a result of its investment activities. These risks include
market risk, credit risk and liquidity risk. The Plan manages these financial risks in accordance
with the New Brunswick Pension Benefits Act, applicable regulations, and the Plan's investment
policies and procedures.
The investments of the Plan are managed utilizing a balanced approach, where the Plan invests in
bonds, stocks, pooled funds and real estate funds.
Market risk
Market risk is the risk that the fair value or future cash flows of an investment will fluctuate
because of changes in market processes. In accordance with the Plan's policies, the Plan manages
market risk by investing in diversified investments and by utilizing fund performance managers.
Market risk is comprised of the following:
(a) Foreign currency risk
Foreign currency risk arises from investments that are denominated in foreign currencies.
Fluctuations in the relative value of foreign currencies against the Canadian dollar can result in a
positive or negative effect on the fair value of investments. As at December 31, 2013, the Plan has
equity investments denominated in foreign currencies through investments of pooled funds and
direct equities.
The Plan utilizes currency hedges to minimize this risk to an approved percentage of these
investments. At December 31, 2013, the Plan has currency forward contracts to purchase
$19,050,000 in US dollars at an average rate of 1.062876.
7
The City of Saint John — Shared Risk Plan
5. FINANCIAL INSTRUMEN.i S (Continued)
The Plan's underlying currency exposure in Canadian dollars consist of the following:
Impact of I%
absolute change
in foreign exchange
Fair value rates on net assets
Foreign equities and pooled funds 74,175,609 741,756
Approximately 16% of the Plan's investment funds are invested in foreign securities.
(b) Interest rate risk
Interest rate risk refers to the effect on the fair value or future cash flows of an investment due to
fluctuations in interest rates. The Plan's interest rate exposure arises from its investment in bonds
and in fixed income pooled funds, where those funds have underlying investments in fixed income
securities, which are all denominated in Canadian dollars.
(c) Price risk
Price risk is the risk that the fair value of an investment will fluctuate because of changes in market
prices [other than those arising from foreign currency or interest rate risk], whether those changes
are caused by factors specific to the individual investment or factors affecting all securities traded
in the market. This applies to all of the Plan's investments.
The following table demonstrates the sensitivity of the Plan's net assets to a 1% absolute change in
the fair value of investments which are exposed to price risk:
Impact of I% absolute
change in fair value
Fair value on net assets
Total investments, at market 428,819,632 4,288,196
(d) Credit risk
Credit risk on financial instruments is the risk of financial loss occurring as a result of default or
insolvency of a counterparty on its obligations to the Plan. The Plan's exposure to credit risk is
limited to its investments in bonds and fixed income pooled funds where those funds have
underlying investments in debt securities. Approximately 24% of the Plan's investment funds are
invested in debt securities.
59
The City of Saint John — Shared Risk Plan
5. FINANCIAL INSTRUMENTS (Continued)
(e) Liquidity risk
Liquidity risk is the risk of being unable to settle or meet commitments as they come due. These
commitments include payment of the Plan's pension obligations. Liquidity risk is managed by
ensuring that the Plan invests in high quality investments which can be easily disposed of in an
active market.
6. CONTRIBUTIONS
2013 2012
$ S
Current service 5,921,603 5,089,252
Voluntary purchase of past service _ _ 188,599 574,218
6,110,202 5,663,470
The City of Saint John
Current service 7,539,003 6,860,040
Voluntary purchase of past service 219,572 425,820
Going concern payments 7,358,527 19,185,026
15,117,102 26,470, 886
21,227,304 32,134,356
.1
The City of Saint John — Shared Risk Plan
SCHEDULE OF ADMINISTRATIVE EXPENSES
Year ended December 31
2013 2012
Investment management fees
1,72I,094
1,757,750
Administration fees paid to the City of Saint John
154,880
151,706
Performance measurement services
102,355
100,076
Custodian fees
107,011
107,716
Conference and seminar expenses
22,245
5,223
Actuarial and consulting services
441,953
221,052
Legal fees
257,752
1,442,910
Audit fees
12,623
17,157
Consultants' fees
-
7,209
Miscellaneous
-
36,799
Insurance
79,685
34,692
2,8999598
_ 3,882,290
10
61
SAINT JOHN BOARD
OF POLICE
COMMISSIONERS
PO Box 1971
Saint John, New Brunswick
Canada EX 4L1
Bureau des Commissaires du
Service de Police de Saint John
C.P. 1971
Saint John Nouveau - Brunswick
Canada E2L 4L1
JONATHAN FRANKLIN
Chair/ Pr6sident
KAREN KEILLER
Vice Chair/Vice President
MAYOR MEL NORTON
Commissioner/Commissaire
GREG NORTON
Commissioner /Commissa ire
NICOLE PAQUET
Commissioner / Commissaire
JENNIFER CARHART
Commissioned Commissaire
BRIAN BOUDREAU
Commissioner / Commissaire
WILLIAM G. REID
Chief of Police/Chef de Police
JACKIE FERRAR
Executive Administrator/
Secretaire Administrative
Telephone/T61dphone_
(506) 648 -3324
E- rnadlCournel:
policecommission @saintiohn.ca
SAINT JOHN
Explore our past/
Explorez noire passel
Discover your future/
D6couvrez votre avenir
September 9, 2014
PUBLIC SESSION
M &C 2014 -161
Mayor Mel Norton and Members of
Common Council
Your Worship and Councillors:
Re: Saint John Police Force 2014 Operating Budget - April
Financial Results
The Saint John Board of Police Commissioners, at its meeting on
Tuesday, September 9, 2014 accepted and approved the Saint John
Police Force 2014 Operating Budget - April Financial Results.
On behalf of the Saint John Board of Police Commissioners, I am
pleased to provide a copy of this report to Common Council in
accordance with Section 7 (3) of the New Brunswick Police Act.
Respectfully sub
Jonathan Franklin
Chairman
Saint John Board of Police Commissioners
Ijaf
encl.
62
C�) 3
REPORT TO SAINT JOAN BOARD
OF POLICE COMMISSIONERS
PUBLIC SESSION
September 9, 2014
Jonathan Franklin, Chairman and
Members of the Board of Police Commission
Chairman Franklin and Members
SUBJECT
2014 Operating Budget — April Financial Results
BACKGROUND
The purpose of this report is to provide the Board with an update on the
(unaudited) financial position of the Saint John Police Force's Operating Budget
for the first trimester ended April 30, 2014.
FINANCIAL POSITION /RESULTS
For the period ended as at April 30, 2014, the net operating expenses for the Saint
John Police Force were over budget by $391,917 or 5.3 %.
There are six key areas that contributed to this budget variance.
1. Revenue was under budget by $18,864.
2. Salaries and Wages were over budget by $704,500.
3. Overtime costs exceeded budget by $141,726.
4. Court Time expense was over budget by $46,51.
5. Fringe Benefits were over by $278,368.
6. Good and Services were under budget by $797,892.
63
Jonathan Franklin, Chairman and
Members of the Board of Police Commission
September 9, 2014
Page 2
Subject. 2014 Operating Budget — April Financial Results
Budget Analysis
SALARIES AND WAGES
Salaries were over budget by $704,500 and this amount will be adjusted for 2014
when the year -end accrual to record the anticipated 2013 wage settlement for the
Saint John Police Association is reversed in May, 2014. The timing of the
retroactive pay and the reversal of the year -end accrual over stated the wages
cost for the first trimester.
OVERTIME
Saint John Police Association (SJPA)
The overtime costs were over budget by $139,036. The Patrol Division accounted
for $80,026 and the Criminal Investigation Division was over budget by $50,212.
This variance in overtime for both divisions is reduced by $30,357 in revenue that
was recovered from billings to third parties for extra -duty (paid over -time)
assignments.
OTHER PERSONNEL COSTS
Court Time - SJPA
The cost for court time exceeded budget by $46,531.
GOODS & SERVICES
The various Goods and Services accounts were under budget by $797,892 and
this surplus is the result of timing in the purchases and the budget allocation. All
significant expenditures will be completed by August 2014 and where possible, all
other expenses will be closely monitored by management leading up to the end of
the year to ensure any savings are recognized.
Jonathan Franklin, Chairman and
Members of the Board of Police Commission
September 9, 2014
Page 3
Subject: 2014 Operating Budget — April Financial Results
The first trimester or the April financial reporting period is not a good indicator of
the year -end financial position for the Force. The second reporting period ending
on August 31, 2014 will provide sufficient data to make a final year -end projection.
RECOMMENDATION
• It is recommended that the Board accept and approve this Financial
Report for the period ended as at April 30, 2014 and forward a copy to
Common Council as required under Section 7 (3) of the New Brunswick
Police Act.
Attached reports and documents:
Service Based Budget - Actual versus Budget — April 30, 2014
Budget Variance Analysis — April 30, 2014
Respectfully submitted,
ZM ry E. Corscadden, CGA
DIRECTOR HR & FINANCE
i
it ' ei
CHIEF OF POLICE
65
SAINT JOHN POLICE FORCE
2014 SERVICE BASED BUDGET
0- 1vnc.e mt!""Rue
zou,uuv
UJ,JL4
83,097 -
10,227
16.8%
Other Funding Sources
630,000
210,000
201,543 -
8,457
-4.0%
Total Revenue
910,000
303 324
284,640 -
18,684
-6.2%
Salaries & Benefits
18,208,565
6,270,631
7,441,756 -
1,171,125
-18.7%
Goods & Services
4,569,277
1,474,184
676,292
797,892
54.1%
Other*
1,182,529
394,168
409,728 -
15,560
-3.9%
Total Expenditures
22,777,842
7,744,815
8 118 048 -
373,233
-4.8%
General Funding Required
21,867,842
7,441491
7 833 408
391,917
5.3%
FTEs
182
182
_
182
_
Operating Budget - Breakdown of Operational Costs, by Division / Accountability
Administration
1,944,779
645,126
536,565
108,5611
16.8%
Police Commission
111,200
37,040
48,473 -
11,433
-30.9%
Support Services
2,140,119
710,256
853,485 -
143,229
-20.2%
Patrol Services
12,872,333
4,211,249
4,735,596 -
524,347
-12.5%
Criminal Investigations
3,852,302
1,261,544
1,732,236 -
470,692
-37.3%
Buildings and Stations
1,182,529
394,168
409,728 -
15,560
-3.9%
Detention Services
483,000
160,980 -
472,291
633,271
393.4%
Automotive Equipment
973,400
324,452
!74,2561
50,196
15.5%
23,559,662
7,744,815
8,118,048 -
373,233
-4.82%
••
SAINT JOHN POLICE FORCE
BUDGET VARIANCE ANALYSIS
For the Period Ended April 2014
Budget Expenses Variance Current Variance
Timing Actual
$ 7,744,815 ! $8,118,048 1
Expense Category Variance
Salaries & Wages ($704,500)
Overtime ($141,726)
Other Personnel Costs ($46,531)
Fringe Benefits ($278,368)
67
;$373,233) (373,233) 1
Explanation of Variance
• Salaries- Non -Union under budget by
$18k.
• SJPA Police Officer wages were over
budget by $689k which includes an
accrual of $800k at the end of 2013 for
retro -pay that will be paid in 2014 but this
expense relates to 2013. The retro pay
and accrual reversal was not completed
until May 2014.
• Overtime - SJPA - Patrol: Over budget by
($80k) and this amount is reduced by
revenue charged to 3`d parties for Extra —
Duty assignments_
• Overtime - SJPA - Criminal
Investigations: Over budget by ($50k)
and this amount is reduced by revenue
charged to 3` parties for Extra —Duty
assignments.
• Court Time: Over budget by ($47k).
• Benefits for police officers is at a rate of
29.3% and 25.5% of every payroll dollar
for civilian employees. This rate now
includes premium cost for the
Long -Term Disability (LTD) plan and
the Shared Risk Pension plan.
Saint John Police Force — April 30, 2014
Budget Variance Analysis
Expense Category Variance
General Services $59,328
Insurance ($50,335)
Professional Services $610,971
Other Purchased Services $5,273
68
Explanation of Variance
• Telephone: Under budget by $14k and
this is a timing difference between when
monthly charges are received and
processed for payment.
• Employer Training: Under by $47k and
this relates to the timing of training and
the monthly budget allocation.
• Employee Initiated Training : Over
budget by ($13k) and this variance is the
timing of self - initiated courses by
employees and the monthly budget
allocation.
• Vehicle Insurance: Over budget by
($46k) and this is a timing difference
between the payment of the annual
premium and the budget allocation.
• Deductible Account: Under budget by
$11k and this relates to the timing of any
charges back to Police via the City's
insurance department for 3rd party claims
and /or monies due to the SJPF for
damaged police vehicles.
• Legal Expense — Over budget by ($19k)
and this variance relates to legal fees for
labour negotiations with SJPA.
• Detention Security - This expense is
over budget by $613k which is a timing
issue between the budget allocation and
the processing of the first quarter invoice
from the Province of NB - Sheriff's
department.
• Other Professional Services - This
expense is under budget by $19k.
• No significant variance at the end of
April 2014.
2 1 F
Saint John Police Force — April 30, 2014
Budget Variance Analysis
Expense Category
Variance
Repair & Maintenance
$13,934
Rentals
($7,523)
Purchased Goods
$37,038
Government Services
($3,691)
Internal Services
$89,524
Asset Purchases
$43,373
Explanation of Variance
• Computer Maintenance $14k- This is
the timing between the monthly budget
allocation and the payment of invoices
for computer maintenance and
software licensing contracts with various
vendors.
• No significant variance at the end of
April 2014_
• No significant variance at the end of
April 2014 for the eighteen accounts in
this expense category.
• No significant variance at the end of
April 2014_
• Fleet Maintenance - $49k — The
maintenance costs at the end of
April was under budget
• Fleet Fuel - ($7k) — The fuel costs at
the end of April was over budget.
• Evergreen Computer Replacement
(Lease) Program $29k — The quarterly
charge from the City's IT is pending and
will be processed in the next reporting
period.
• Vehicles $28k —The purchase of new
marked and unmarked units car will be
completed by August and this variance is
due to the timing of the budget allocation
and purchases.
• Other Assets $15k — Expenditures for
it other assets such as breath test
II equipment, radars, and other operational
devices will be completed by August_
69 31l"�:nc
North Star Holdings Ltd
Box 4453
Rothesay, New Brunswick
E2E 5X2
August 28, 2014
Mayor and Council
City of Saint John
I wrote to you on April 8, 2014 explaining the financial difficulties residential developers face in
Saint John compared to working in The Valley. I included a proposed plan to stimulate development
without affecting City cash flow.
During the April 28, 2014 meeting of City Council you acknowledged the letter from me and
instructed the City Manager to report back to you in 2 months.
I have yet to hear from anyone and I have been told that you have not received a report, which is
exactly 2 months late. On July 28, 2014, I called the City Managers office and was told that they
have a huge backlog of reports to submit to Council and mine will be delayed since the Province will
have to be involved.
What I would like to see is a positive approach to how this plan could be addressed and implemented
in some form. Reasons why it cannot be addressed are only important from the point -of -view of
"How do we get around this obstacle ".
The staff person I talked to was helpful and said that my plan actually has a recognized name, which
leads me to believe that something similar has been done in other jurisdictions.
I feel that implementation of this or some similar plan is key to creating a level playing field for
developers in Saint John compared to The Valley.
I would be pleased to meet with Council or Staff to further explain the situations if that is necessary.
Sincerely
R.E. (Bob) Darling
bob( a�darlingconstruction.com
506.647.8881 (Cell)
70
j wv,
September 15, 2014
Deputy Mayor Rinehart and Councillors,
Subject: Committee of the Whole: Partridge Island Study Refresh
The Committee of the Whole, having met on September 15, 2014, adopted the following
resolution:
"RESOLVED that the City of Saint John contribute up to $5,000 towards the cost of hosting
meetings, providing venues, advertising and final report printing costs to support an update of
the 2004 Glenn Group Study on Partridge Island."
Sincerely,
Mel Norton
Mayor
l� -
VU
SAINT JOHN P.O. Box 1971 Saint John, NB Canada E2L 41-1 1 www.saintjohn.ca I C.P. 1971 Saint John, N. -B. Canada E21- 41-1
71
j wv,
September 15, 2014
Deputy Mayor Rinehart and Councillors,
Subject: Committee of the Whole — Recommended Appointment to Shared Risk
Pension Plan Board
The Committee of the Whole, having met on September 15, 2014, adopted the following
resolution:
"RESOLVED that the Committee of the Whole recommends the following appointment to
committees:
Saint John Shared Risk Pension Plan: to appoint Cheryl Nolan from September 15, 2014 to
February 1, 2017.
Sincerely,
Mel Norton
Mayor
l� -
VU
SAINT JOHN P.O. Box 1971 Saint John, NB Canada E2L 41-1 1 www.saintjohn.ca I C.P. 1971 Saint John, N. -B. Canada E21- 41-1
72