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2021-02-08_Agenda Packet--Dossier de l'ordre du jourCity of Saint John Common Council Meeting AGENDA Monday, February 8, 2021 6:00 pm Meeting Conducted by Electronic Participation 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 2. Approval of Minutes 2.1. Minutes of January 25, 2021 5 - 16 3. Approval of Agenda 4. Disclosures of Conflict of Interest 5. Consent Agenda 5.1. Proposed Subdivision - 1989-1025 Ocean Westway (Recommendation in 17 - 26 Report) 5.2. Acquisition of Easement for Municipal Services at Civic 1250 Latimore Lake 27 - 31 Road (Recommendation in Report) 5.3. Permit and Development Approvals Fees — Sustainability Item Setting of 32 - 35 Public Hearings — Heritage Conservations Areas By-law and Zoning By-law Amendments (Recommendation in Report) 5.4. 2021 Spring Debenture Issue — Notice of Motion (Recommendation in Report) 36 - 37 5.5. Municipal Street Lighting Retrofit Project Update (Recommendation: Receive 38 - 40 for Information) 5.6. Sale of LPP - Rockingstone Subdivision (Recommendation in Report) 41 - 46 5.7. Immutable Back -Up Storage Solution (Recommendation in Report) 47 - 52 6 7 L I✓ 10 13. 14. 15. iEV 5.8. RFP for Code of Conduct Specialist (Recommendation in Report) 53 - 70 5.9. Off -Season Arena License (Recommendation in Report) 71 - 80 5.10. Site -Specific By -Law Amendment — Heritage Conservations Areas By -Law - 22 81 - 82 Sydney Street (Recommendation in Report) Members Comments Proclamation 7.1. Heritage Week - February 8 to February 21, 2021 83 - 83 Delegations / Presentations 8.1. Saint John Police Force - 2021 Operating Budget 84 - 94 Public Hearings - 6:30 p.m. 9.1. Proposed Zoning ByLaw Amendment - 0 Eldersley Avenue (PID 000471359) 95 - 126 Consideration of By-laws 10.1. Parking Meter and Traffic By-law Ticket Increase - ByLaw Amendments (1 st 127 - 143 and 2nd Reading) 10.2. Vehicles for Hire By -Law Amendment (3rd Reading) 144 - 145 Submissions by Council Members Business Matters - Municipal Officers 12.1. City Manager's Update (Verbal) 12.2. Sports Field, Arena Floor and Tennis Rates — 2021 146 - 186 12.3. Civic Commemoration: Honouring Abraham Beverley Walker 187 - 194 Committee Reports Consideration of Issues Separated from Consent Agenda General Correspondence 15.1. R. Wilson: Changing Name of Foster Thurston Drive (Recommendation: Refer 195 - 198 to City Manager) Supplemental Agenda 1 17. Committee of the Whole 17.1. Recommended Appointments to Committees 199 - 200 18. Adjournment u City of Saint John Common Council Meeting Monday, February 8, 2021 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 68(1) of the Local Governance Act and Council / Committee will make a decision(s) in that respect in Open Session: 4:15 p.m., Meeting Conducted through Electronic Participation 1.1 Approval of Minutes 68(1) 1.2 Employment Matter 68(1)(j) 1.3 Nominating Committee 68(1)(b) 1.4 Legal Matter 68(1)(f) 1.5 Legal Matter 68(1)(f) 1.6 Financial Matter 68(1)(c) 1.7 Financial Matter 68(1)(c) Ville de Saint John Seance du conseil municipal Lundi 8 fevrier 2021 18h Reunion virtuelle Comite plenier 1. Ouverture de la seance Si vous souhaitez obtenir des services en fran�ais pour une seance du conseil municipal, 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 68(1) de la Loi sur la gouvernance locale. Le conseil/comite prendra une ou des decisions a cet egard au cours de la seance publique : 16 h, Reunion virtuelle 1.1 Approbation du proces-verbal — paragraphe 68(1) 1.2 Question Me a 1'emploi — alinea 68(1)j) 1.3 Comite des nominations — alinea 68(1)b) 1.4 Question de nature juridique — alinea 68(1)f) 1.5 Question de nature juridique — alinea 68(1)f) 1.6 Questions financieres - alinea 68(1)c) 1.7 Questions financieres - alinea 68(1)c) Seance ordinaire 1. Ouverture de la seance 2. Approbation du proces-verbal 2.1 Proces-verbal de la reunion du 25 janvier 2021 3. Adoption de I'ordre du jour 4. Divulgations des conflits d'interets 2 5. Questions soumises a I'approbation du Conseil 5.1 Proposition de modification de I'arrete de zonage clans le cas du 0 Eldersley Avenue (PID 000471359) (recommandation contenue clans le rapport) 5.2 Proposition de lotissement — 1989-1025 Ocean Westway (recommandation contenue clans le rapport) 5.3 Acquisition d'une servitude pour les services municipaux au 1250 Latimore Lake Road (recommandation contenue clans le rapport) 5.4 Droits d'approbation des permis et des amenagements — Point sur la durabilite — Organisation de seances publiques — Modifications de I'arrete sur les zones de conservation du patrimoine et de I'arrete de zonage (recommandation contenue clans le rapport) 5.5 Emission d'obligations — printemps 2021— Avis de motion (recommandation contenue clans le rapport) 5.6 Mise a jour du projet de modernisation de 1'eclairage public municipal (Recommandation : Depot pour information) 5.7 Vente de BMD — Rockingstone Subdivision (recommandation contenue clans le rapport) 5.8 Solution de stockage de secours immobile (recommandation contenue clans le rapport) 5.9 Appel d'offres pour le recours a un specialiste du code de conduite (recommandation contenue clans le rapport) 5.10 Permis d'utilisation d'arenas hors saison (recommandation contenue clans le rapport) 5.11 Modification de I'arrete se rapportant specifiquement au site - Reglement sur les zones de conservation du patrimoine — 22 Sydney Street (recommandation contenue clans le rapport) 6. Commentaires presentes par les membres 7. Proclamation 7.1 Semaine du patrimoine — du 8 au 21 fevrier 2021 8. Delegations et presentations 9 8.1 Budget de fonctionnement du Service de police de Saint John pour 2021 9. Seance publique 10. Examen d'arretes municipaux 10.1 Parcometre et augmentation du nombre de contraventions — modifications de I'arrete (premiere et deuxieme lectures) 10.2 Modification de I'arrete sur les vehicules de location (troisieme lecture) 11. Soumissions des membres du Conseil 12. Questions de gestion interne — agents municipaux 12.1 Mise a jour du directeur municipal (de vive voix) 12.2 Cout de location de terrains de sport, d'etages de I'arena et de courts de tennis - 2021 12.3 Commemoration civiclue : Hommage a Abraham Beverley Walker 13. Rapports des comites 14. Examen de questions non visees par les resolutions en bloc 15. Correspondance generale 15.1 R. Wilson : Changer le nom de Foster Thurston Drive (Recommendation voir le directeur municipal) 16. Ordre du jour supplementaire 17. Comite plenier 17.1 Comite des candidatures - Nominations recommandees aux comites 18. Levee de la seance 11 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 MINUTES — REGULAR MEETING COMMON COUNCIL OF THE CITY OF SAINT JOHN JANUARY 25, 2021 AT 6:00 PM MEETING CONDUCTED BY ELECTRONIC PARTICIPATION Present: Mayor Don Darling Deputy Mayor Shirley McAlary Councillor -at -Large Gary Sullivan Councillor Ward 1 Blake Armstrong Councillor Ward 1 Greg Norton Councillor Ward 2 John MacKenzie Councillor Ward 3 Donna Reardon Councillor Ward 3 David Hickey Councillor Ward 4 David Merrithew Councillor Ward 4 Ray Strowbridge Absent: Councillor Ward 2 Sean Casey Also Present: City Manager J. Collin General Counsel M. Tompkins Fire Chief & Chief Emergency Management Services K. Clifford Chief of Staff & Chief Financial Officer K. Fudge Commissioner, Human Resources S. Hossack Commissioner, Public Works and Transportation Services M. Hugenholtz Commissioner, Utilities & Infrastructure Services B. McGovern Commissioner, Growth & Community Services J. Hamilton Director Legislative Services / City Clerk J. Taylor Deputy City Clerk P. Anglin Administrative Officer R. Evans 5 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 1. Call to Order Due to the Provincial Mandatory Order moving the Saint John Region to the Code Red level on January 19th the Council meeting was held electronically. The City Clerk conducted roll call of the Council Members, Councillor S. Casey was noted absent. The Mayor offered condolences, on behalf of the City Council, to Premier Blaine Higgs on the loss of his mother, Bertha Higgs. 2. Approval of Minutes 2.1 Minutes of November 9, 2020 Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew: RESOLVED that the minutes of November 9, 2020 be adopted. MOTION CARRIED. 2.2 Minutes of December 14. 2020 Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan: RESOLVED that the minutes of December 14, 2020 be adopted. MOTION CARRIED. 2.3 Minutes of January 11, 2021 Moved by Deputy Mayor McAlary, seconded by Councillor Reardon: RESOLVED that the minutes of January 11, 2021 be adopted. MOTION CARRIED. 3. Approval of Agenda Moved by Councillor Norton, seconded by Deputy Mayor McAlary: RESOLVED that the agenda be adopted with the addition of the following items: 17.1 Fundy Quay - Option Agreement Amendments 17.2 Interim Funding — Regional Economic Development Agency of Greater Saint John MOTION CARRIED. 4. Disclosures of Conflict of Interest 5. Consent Agenda 2 n COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 5.1 That as recommended by the City Manager in the submitted report entitled Proposed Public Hearing Date — 3396 Loch Lomond Road Common Council schedule the public hearing for the rezoning application of the Robert Landry (3396 Loch Lomond Road — PID 00330126) for the Common Council meeting of Monday March 8, 2021 at 6:30 p.m. 5.2 That as recommended by the City Manager in the submitted report M&C 2021- 015: IBI Solution, Common Council approve that the City enter into a Master Consulting Services Agreement with IBI Group Professional Services (Canada) Inc. to create, update and maintain a high -quality General Transit Feed Specification (GTFS) in the form attached to M&C 2021-015; and that the Mayor and City Clerk be authorized to execute the necessary contract documents. 5.3 That as recommended by the City Manager in the submitted report M&C 2021- 016: City Market Lease with 721360 NB Ltd DBA Slocum & Ferris Common Council approve the following: NOW THEREFORE BE IT RESOLVED that the City approve the surrender of Leased Premises by 045255 N.B. Ltd. under the terms and conditions as set out in the Surrender of Lease submitted with M&C 2021-016; FURTHER BE IT RESOLVED that the City enter into a Lease for Stalls 16, 17 and ancillary spaces in the City Market with 721360 N.B. Ltd. Dba Slocum & Ferris, under the terms and conditions as set out in the Lease submitted with M&C 2021-016; and FURTHER BE IT RESOLVED that the Mayor and City Clerk be authorized to execute any necessary documents. 5.4 That as recommended by the City Manager in the submitted report M&C 2021- 013: Clarifying Application of Recreation Subsidization and Ice Allocation Policies, Common Council endorse clarification that the City's Recreation Subsidization and Ice Allocation policies do not apply during the Off Season of Ice Sports, typically in the months of April to September. Moved by Deputy Mayor McAlary, seconded by Councillor Reardon: RESOLVED that the recommendation set out in each consent agenda item respectively, be adopted. 011_L U 191P11WA 6. Members Comments 7. Proclamations 3 l7 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 8. Delegations/Presentations 8.1 Shared Risk Pension Plan Referring to the submitted report entitled, City of Saint John Shared Risk Plan Summary of Actuarial Valuation Results as at January 1, 2020, Fred Slipp Trustee and Chair Pension Board, Yves Plourde, FSA, FCIA Actuary Partner Morneau Shepell, and John Warrington Board Administrator, gave an overview of the fund which is showing improvement over the last 7 years. The City had been contributing 45% payroll under the former plan and now are contributing 30% under the Shared Risk Plan. The future 20 year overview of projected investment returns illustrate a successful plan. Events subsequent to valuation date include the COVID-19 pandemic and the organizational restructuring at the City. It is not possible to address the long-term mortality impacts of COVID-19 on the Pension Plan. Short term financial market impacts of COVID-19 did retreat but have rebounded with investment return for 2020 in the vicinity of 8%. Valuation results presented do not take into account the reduction in Plan membership directly related to the restructuring as it occurred after January 1, 2020. The Board has been provided with the expected impact of such restructuring on the Plan membership, and is currently assessing the impact on the financial positions and risk management test results. Moved by Councillor Reardon, seconded by Deputy Mayor McAlary: RESOLVED that the presentation entitled the City of Saint John Shared Risk Plan Summary of Actuarial Valuation Results as at January 1, 2020 be received for information. MOTION CARRIED. 9. Public Hearings 6:30 PM 10. Consideration of Bylaws 10.1 Vehicles for Hire By -Law (15t and 2"d Reading) Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan: RESOLVED that the by-law entitled, "By -Law No. M-12, A By -Law to Amend a By -Law respecting the Regulation and Licensing of Owners and Operators of Vehicles for Hire in The City of Saint John", repealing and replacing Subsection 10(1)(i) and Subsection 12(1)(c) to amend the age limit of a taxi from seven (7) years to eight (8) years of age, be read a first time. MOTION CARRIED. COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 Read a first time by title, the by-law entitled, "By -Law No. M-12, A By -Law to Amend a By - Law respecting the Regulation and Licensing of Owners and Operators of Vehicles for Hire in The City of Saint John". Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the by-law entitled, "By -Law No. M-12, A By -Law to Amend a By -Law respecting the Regulation and Licensing of Owners and Operators of Vehicles for Hire in The City of Saint John", repealing and replacing Subsection 10(1)(i) and Subsection 12(1)(c) to amend the age limit of a taxi from seven (7) years to eight (8) years of age, be read a second time. IL IQIIQ►WAilk]ilk] I:19a Read a second time by title, the by-law entitled, "By -Law No. M-12, A By -Law to Amend a By -Law respecting the Regulation and Licensing of Owners and Operators of Vehicles for Hire in The City of Saint John". Being absent for 15Y and 2nd reading of the Proposed Zoning amendment —144 Lansdowne Avenue Councillor Strowbridge withdrew from voting on 3r1 reading. 10.2 Proposed Zoning By -Law Amendment with Section 59 Conditions —144 Lansdowne Avenue (3rd Reading) Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the by-law entitled, "By -Law Number C.P. 111-103, A Law to Amend the Zoning By -Law of The City of Saint John" rezoning a parcel of land having an area of approximately 583 square metres, located at 144 Lansdowne Avenue, also identified as PID Number 55223416, from Low -Rise Residential (RL) to Local Commercial (CL), be read. MOTION CARRIED. The by-law entitled, "By -Law Number C.P. 111-103, A Law to Amend the Zoning By -Law of The City of Saint John", was read in its entirety. Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew: RESOLVED that Common Council, pursuant to the provisions of Section 59 of the Community Planning Act, impose the following conditions on the parcel of land having an area of approximately 583 square metres, located at 144 Lansdowne Avenue, also identified as PID Number 55223416: a. The development and use of the parcel of land be in accordance with a detailed site plan, prepared by the proponent and subject to the approval of the Development Officer, illustrating the location of building, driveway accesses, vehicle parking, landscaping, fencing, and other such site features; 5 9 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 b. The proponent shall provide a fence between the parking area and the abutting lot to the east (PID # 00371039) in accordance with the standards set out in Section 5.3(a) of the Zoning By-law; and, c. The above site plan be attached to the permit application for the development of the parcel of land. MOTION CARRIED. Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan: RESOLVED that the by-law entitled, "By -Law Number C.P. 111-103, A Law to Amend the Zoning By -Law of The City of Saint John" rezoning a parcel of land having an area of approximately 583 square metres, located at 144 Lansdowne Avenue, also identified as PID Number 55223416, from Low -Rise Residential (RL) to Local Commercial (CL), be read a third time, enacted, and the Corporate Common Seal affixed thereto. MOTION CARRIED. Read a third time by title, the by-law entitled, "By -Law Number C.P. 111-103, A Law to Amend the Zoning By -Law of The City of Saint John". Being absent for 1st and 2nd reading of the Proposed Zoning Bylaw Amendment — 19 Paddock Street Councillor Strowbridge withdrew from voting on third reading. 10.3 Proposed Zoning By -Law Amendment with Section 59 Conditions — 19 Paddock Street (3rd ReadlnR) Moved by Deputy Mayor McAlary, seconded by Councillor Reardon: RESOLVED that the by-law entitled, "By -Law Number C.P. 111-104, 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 380 square metres, located at 19 Paddock Street, also identified as PID Number 00015974, from Urban Centre Residential (RC) to Mixed Commercial (CM); and repealing subparagraph 11.8(2)(b)(iii), be read. MOTION CARRIED. The by-law entitled, "By -Law Number C.P. 111-104, A Law to Amend the Zoning By -Law of The City of Saint John", was read in its entirety. Moved by Deputy Mayor McAlary, seconded by Councillor Reardon: RESOLVED that Common Council, pursuant to the provisions of Section 59 of the Community Planning Act, impose the following conditions on the parcel of land having an 6 10 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 area of approximately 380 square metres, located at 19 Paddock Street, also identified as PID Number 00015974: a. That the use of the lot be limited to the following uses as defined by the Zoning By- law: • Artist or Craftperson Studio; • Bed and Breakfast, subject to section 9.2 • Business office, subject to paragraph 11.8(2)(b); • Community Policing Office; • Day Care Centre; • Dwelling Unit, subject to paragraph 11.8(2)(b); • Financial Service; • Garden Suite, subject to section 9.8; • Home Occupation, subject to section 9.9; • Library; • Medical Clinic; • Personal Service; • Place of Worship; • Secondary Suite, subject to section 9.13; • Service and Repair, Household; • Supportive Housing, subject to section 9.14; •The existing use described in Schedule E: Exceptions, of each lot respectively identified therein as being located in the CM zone. I AA relIrel►[IL1ilk] ilk] 11101 Moved by Councillor Hickey, seconded by Councillor Reardon: RESOLVED that the by-law entitled, "By -Law Number C.P. 111-104, 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 380 square metres, located at 19 Paddock Street, also identified as PID Number 00015974, from Urban Centre Residential (RC) to Mixed Commercial (CM); and repealing subparagraph 11.8(2)(b)(iii), be read a third time, enacted, and the Corporate Common Seal affixed thereto. MOTION CARRIED. Read a third time by title, the by-law entitled, "By -Law Number C.P. 111-104, A Law to Amend the Zoning By -Law of The City of Saint John". Councillor Strowbridge re-entered the meeting. 11. Submissions by Council Members 7 11 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 11.1 Presentation by Ability New Brunswick Moved by Councillor Norton, seconded by Councillor Sullivan: RESOLVED that Common Council refer to the City Clerk to schedule a presentation on accessibility within the City of Saint John, for persons who have a mobility disability, by Haley Flaro, Executive Director of Ability New Brunswick. MOTION CARRIED. 11.2 Ride -Sharing Responding to the question on the "immediate" timeline the City Manager stated that staff capacity would be able to consider the bylaw in the 2021 work plan. Moved by Councillor Norton, seconded by Councillor Hickey: RESOLVED that Common Council direct the City Manager to present for consideration a draft by-law regulating ride -sharing services in the City of Saint John to have a third reading completed in 2021. MOTION CARRIED with Deputy Mayor McAlary and Councillor Armstrong voting nay. 12. Business Matters - Municipal Officers 12.1 City Manager Update (Verbal) The City Manager advised that during COVID-19 Code Level Red declared in effect January 191h, City services were restricted. On Tuesday, January 26th, at midnight the City will move back into Code Level Orange. During Code Level Orange City services are not as restricted; arenas reopen, community centres may open, buses operate at 50% capacity with mandatory masks, and playgrounds may reopen. Moved by Councillor Sullivan, seconded by Councillor Merrithew: RESOLVED that the City Manager verbal update be received for information. MOTION CARRIED. 12.2 Work Plan 2020 Review Referring to the submitted report entitled, Work Plan 2020 Review, the City Manager highlighted the 2020 service delivery that consisted of routine daily operations, emergency operations carried out during COVID-19 and the cyberattack as well as new initiatives. Highlights include: E:J 12 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 • Elimination of the $10 million structural deficit • Organizational restructure - elimination of 80 positions and role changes • SJ Energy windfarm project green energy model development • Transformational reforms including regional cost sharing, property tax reform, binding arbitration reforms • New Regional Economic Development Model • City Hall move • Integrated Customer Service Centre • Saint John Water project completion under budget • Climate Change adaptation and action plans • Fire Training Academy expansion • HR workforce Annual Report • Financial accomplishments include a net decrease in salary and benefits from 2020-2021 — 6.7%, continued decrease in General Fund debt, continued increase to General Fund operating reserves • Maintained tax rate for 121" consecutive year Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew: RESOLVED that Work Plan 2020 Review be received for information. MOTION CARRIED. 12.3 Work Plan 2021 Introduction Referring to the submitted report entitled, Work Plan 2021 Introduction, the City Manager outlined key considerations for the 2021 work plan guided by Council priorities and the will of Council as expressed through resolutions and observations. The work plan takes a tiered approach; major initiatives form Tier 1, followed by Tier 2, and Tier 3 initiatives. The work plan is ambitious. The uncertainty of COVID-19 impacts throughout the upcoming year may necessitate adjustments. Following the municipal election, the work plan may require adjustments pending the new Council priorities. Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that Work Plan 2021 Introduction be received for information. MOTION CARRIED. 12.4 Economic and Communitv Recovery Proizram: On -Street Parking Subsidv Pilot Program 9 13 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 Commissioner J. Hamilton introduced the parking subsidy pilot program. The goal of the program is to increase the number of patrons visiting the central business district over the winter months. D. Dobblestyn commented on the partnership with Uptown Saint John to administer the program. The program parameters are to provide up to 1 hour free parking on weekdays until the end of March 2021 through the use of the Hot Spot parking application. It has been reviewed and endorsed by the Growth Committee. Moved by Deputy Mayor McAlary, seconded by Councillor Hickey: RESOLVED that as recommended by the City Manager in the submitted report entitled M&C 2021-018: Economic and Community Recovery Program: On -Street Parking Subsidy Pilot Program, Common Council approve the following: WHEREAS Common Council has implemented a Municipal Economic and Community Recovery program in order to enable and accelerate local economic and community activity in response to the current public health pandemic; NOW THEREFORE BE IT RESOLVED that Common Council direct the City Manager to finalize a partnership with Uptown Saint John to implement and promote a temporary on -street parking subsidy program; FURTHER BE IT RESOLVED that the City direct up to $35,000 to be granted to Uptown Saint John Inc. for the implementation of the On -Street Parking Subsidy Program from the growth reserve funds already allocated to the Municipal Economic and Community Recovery Program; FURTHER BE IT RESOLVED that the City Manager be authorized to negotiate the terms and conditions of the Program and Grant with Uptown Saint John; and FURTHER BE IT RESOLVED that the City Manager be authorized to implement the on - street parking subsidy program until March 31, 2021 or until the program funding is depleted, whichever comes first. MOTION CARRIED. 12.5 Fundy Winterfest Referring to the submitted report entitled, M&C 2021-011: Fundy Winterfest, Commissioner Hamilton introduced the 71" year of the Fundy Winterfest program to promote physical and mental health using outdoor recreation in a COVID-19 responsible way. 10 14 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 E. Murphy provided details of the Fundy Winterfest collaboration between Saint John, Rothesay, and Quispamsis occurring throughout the month of February. Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew: RESOLVED that the submitted report M&C 2021-011: Fundy Winterfest be received for information. MOTION CARRIED. 13. Committee Reports 14. Consideration of Issues Separated from Consent Agenda 15. General Correspondence 15.1 M Buckley: Support UN Treaty to Ban Nuclear Weapons (Recommendation: Receive for Information). Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew: RESOLVED that the letterfrom M. Buckley regarding Support for UN Treatyto Ban Nuclear Weapons be referred to the City Manager to return to Council with a recommendation. MOTION CARRIED. 15.2 R. De Robertis: Support UN Treaty to Ban Nuclear Weapons Moved by Councillor Reardon, seconded by Councillor Sullivan: RESOLVED that the letter from R. De Robertis regarding Support for UN Treaty Ban on Nuclear Weapons be referred to the City Manager to return to Council with a recommendation. MOTION CARRIED. 16. Supplemental Agenda 17. Committee of the Whole 17.1 Fundy Quay — Option Agreement Amendments Moved by Deputy Mayor McAlary, seconded by Councillor Reardon: RESOLVED that as recommended by the Committee of the Whole having met on January 251h, 2021 Common Council approve Amendment #4 to the Option to Lease Agreement entered into on December 19th, 2019 between the City and Fundy Quay Developments 11 15 COMMON COUNCIL / CONSEIL COMMUNAL January 25, 2021 / le 25 janvier 2021 Inc. be approved in the submitted form and that the Mayor and City Clerk be authorized to execute the said Amendment #4. MOTION CARRIED. 17.2 Interim Funding — Regional Economic Development Agency of Greater Saint John Moved by Councillor Reardon, seconded by Councillor MacKenzie: RESOLVED that as recommended by the Committee of the Whole having met on January 25t", 2021 Common Council approve the Payment Agreement between the City and the New Regional Economic Development Agency for Greater Saint John for services to be delivered during the month of February in the form submitted as Schedule "A"; and further, that the Mayor and City Clerk be authorized to execute the said agreement. MOTION CARRIED. 18. Adjournment Moved by Councillor Sullivan, seconded by Councillor Reardon: RESOLVED that the meeting of Common Council held on January 25, 2021 be adjourned. MOTION CARRIED. The Mayor declared the meeting adjourned at 9:24 p.m. 12 16 PLANNING ADVISORY COMMITTEE January 27, 2021 His Worship Mayor Don Darling and Members of Common Council Your Worship and Councillors: SUBJECT: Proposed Subdivision 1989-2015 Ocean Westway The Committee considered the attached report at its January 26, 2021 meeting. Mr. Brian Dobbelsteyn, representing the applicant and landowner, appeared before the Committee, and agreed with the Staff Recommendation. No other persons appeared before the Committee and no letters were received regarding the application. Upon considering the Staff Report and the comments from the applicant, the Committee adopted the Staff recommendation to recommend Common Council asset to money -in -lieu of Land for Public Purposes. The City of Saint John The committee also approved variances to reduce the lot areas and lot frontages for the three proposed lots subject to conditions related to driveway access. RECOMMENDATION: That Common Council accept a money in -lieu of Land for Public Purposes dedication for the proposed Dobbelsteyn Subdivision at 1989-2015 Ocean Westway. Respectfully submitted, Alex Weaver Crawford Chair Attachments Page 1 of 1 17 The City of Saint John Date: January 22, 2021 To: Planning Advisory Committee From: Growth & Community Services Meeting: January 26, 2021 SUBJECT Applicant: Brian and Jamie Dobbelsteyn Landowner: Paula Dobbelsteyn Location: 1989-2015 Ocean Westway PID: 55163588 Plan Designation: Stable Residential Zoning: Future Development (FD) Application Type: Subdivision and Variance Jurisdiction: The Community Planning Act authorizes the Planning Advisory Committee to advise Common Council concerning the acceptance of money in -lieu of Land for Public Purposes dedications. The Act also authorizes the Committee to grant reasonable variances from certain requirements of the Zoning By-law. Terms and conditions can be imposed. Page 1 of 6 18 Brian and Jamie Dobbelsteyn 1989-2015 Ocean Westway January 22, 2021 EXECUTIVE SUMMARY The applicant is proposing to subdivide the property at 1989-2015 Ocean Westway into three parcels. Two of the parcels will accommodate existing dwellings. The remaining parcel will be for future development. The applicant is seeking a variance from the area and frontage requirements of the Future Development (FD) zone. The application also requires the assent of Common Council to money in lieu of land for public purposes. Approval of the application is recommended along with the required assent. RECOMMENDATION 1. That Common Council accept a money in -lieu of Land for Public Purposes dedication for the proposed Dobbelsteyn Subdivision at 1989-2015 Ocean Westway. 2. That the Planning Advisory Committee grant variances from the standards of the Zoning By-law that would: a) Reduce the minimum lot frontage requirement of 236.5 metres (existing frontage) to 71.44 metres, 58.67 metres, and 106.43 metres for Lots 20-01, 20-02 and 20- 03 respectively; and b) Reduce the minimum lot area requirement of 13441 square metres (existing area) to 4485 square metres, 4015 square metres, and 4941 square metres for Lots 20-01, 20-02 and 20-03 respectively. and that these variances be subject to the following conditions: That access to proposed Lots 20-01 and 20-02 be limited to the existing driveways currently serving the two existing dwellings as shown on the air photo overlay to the submitted tentative subdivision plan. That any access serving proposed Lot 20-03 be constructed in accordance with a traffic report prepared by a professional engineer and approved by the City's Traffic Engineer and the New Brunswick Department of Transportation. DECISION HISTORY The subject site was created in 2003 when a parcel was subdivided from the larger Carvell Farm property, with the remnant lands being the large parcel to the south and west of the subject site. Page 2 of 6 19 Brian and Jamie Dobbelsteyn 1989-2015 Ocean Westway January 22, 2021 ANALYSIS Proposal The applicant is proposing to subdivide the property into three lots as shown on the attached tentative subdivision plan. Lot 20-01 and Lot 20-02 will each contain an existing dwelling. Lot 20-03 is a lot for future development. Site and Neighbourhood The site is approximately 1.3 hectares in area and abuts Ocean Westway adjacent to the Ocean Westway, Gault Road, and Manawagonish Road intersection. The site was part of a larger property, the former Carvell Farm, which was subdivided into a large parcel to the south of the subject site and the subject site. The subject site contained a motel (Anchor Light Motel), long since demolished, in the eastern portion of the site in addition to the two dwellings currently on the site. The broader area contains a mix of undeveloped land, utility uses and commercial and industrial uses along Manawagonish Road. Residential development is also located in the area along Manawagonish Road and Gault Road. Municipal Plan The site is designated Stable Residential on Schedule B of the Municipal Plan. These lands are areas which are generally built -out and are not anticipated to receive major change over the horizon of the Municipal Plan. Stable Residential areas are within the Primary Development Area, are generally serviced with the potential to accommodate additional development, at a scale and density which responds to the surrounding neighbourhood context. The site is on the edge of a Stable Commercial Area and the Monte Cristo / Gault Road Low Density Intensification Area. As there is no change in the development pattern of the site because of the application, the proposal meets the intent of the Municipal Plan. Subdivision and Variances The site is zoned Future Development (FD). The intent of this zone is to preserve land that presently cannot be fully developed due to municipal servicing or street limitations. It serves as a holding zone, allowing for future development when such servicing or access limitations are no longer present. Limited development is permitted on an interim basis. Permitted uses, within the FD zone include those legally existing at the time the Zoning By-law was adopted in 2014 and a one -unit dwelling and associated uses. The applicant's proposal is to subdivide the site to sell the two existing dwellings on separate lots. This will leave a vacant lot in the eastern portion of the site for future development. From a review of aerial photography, the two dwellings on the site and their associated driveways were in existence since 1967. Page 3 of 6 20 Brian and Jamie Dobbelsteyn 1989-2015 Ocean Westway January 22, 2021 The standards of the FD zone require that the frontage and area of an existing property remain unchanged. While the overall intent of the zone is to limit new development, including development on the other two proposed lots, these other lots contain existing one -unit dwellings that the landowner is seeking to sell. Although the lots are being subdivided, no new development is proposed for the site. The remnant parcel, Lot 20-03, will remain in its undeveloped state and retain the FD zoning which has a limited scope of permitted uses. Any development on proposed Lot 20-03 will require additional approvals including a rezoning. The proposed subdivision requires variances from the standards of the FD zone to: • reduce the minimum lot frontage requirement of 236.5 metres (existing frontage) to 71.44 metres, 58.67 metres, and 106.43 metres for Lots 20-01, 20-02 and 20-03 respectively; and • reduce the minimum lot area requirement of 13441 square metres (existing area) to 4485 square metres, 4015 square metres, and 4941 square metres for Lots 20-01, 20- 02 and 20-03 respectively. Staff note the proposed lot frontages and lot areas are within the context of the surrounding neighbourhood and are, in fact larger than typical residential lots within the immediate area. The lots are served by existing on -site sewage disposal systems and municipal water. Staff are of the opinion the variances are reasonable in this case, since the variances will accommodate existing development while preserving the undeveloped portion (Lot 20-03). The Subdivision By-law requires that as a condition of approval of a subdivision, that either land representing ten percent of the area of the proposed subdivision, or a sum of money representing eight percent of the market value of the land of the proposed subdivision be dedicated to the City. Given the outcome of PlaySJ, the City's Recreation Master Plan, which found that the City had an oversupply of parks and recreation land, the Subdivision By-law places an emphasis on obtaining money -in -lieu of lands for public purposes as opposed to acquiring land in association with new developments. Given this, Staff recommend that money -in -lieu of Land for Public Purposes be assented to. Future Development and Recommended Conditions Circulation of the application to the City's Infrastructure Development service area has identified concerns regarding driveway access to the site. Staff note that the driveways to the existing dwelling units have existed for some time. Introduction of new driveways, especially associated with any future development on Lot 20-03 would be of a concern from a traffic engineering perspective given its location at the existing rotary intersection of Manawagonish Road, Ocean Westway, Gault Road, and the NB Route 7 Northbound access ramp. The City's Transportation Plan has identified this intersection as a possible location for a roundabout. In addition, this section of Ocean Westway is also subject to Provincial Regulations under the Highway Act, Page 4 of 6 21 Brian and Jamie Dobbelsteyn 1989-2015 Ocean Westway January 22, 2021 which limit the creation of new accesses to the lots given proximity to the Ocean Westway / NB Route 7 interchange. The site is presently served by five driveways shown on the air photo overlay on the tentative subdivision plan: • A shared driveway on the boundary line of Lot 20-01 and Lot 20-02 which also provides access to the parcel to the south of the site (PID 55091904) via a right-of-way. • A driveway on Lot 20-02 immediately in front of Civic 2011 Ocean Westway. • Three connected driveways (one located on Lot 20-02 and two located on Lot 20-03) that served a former motel located on Lot 20-03. To manage access on the subject site, Staff recommend a condition that limits the driveways to the existing driveways currently serving the two existing dwellings as shown on the air photo overlay to the submitted tentative subdivision plan. An additional condition is recommended requiring any access for the future development on Lot 20-03 be subject to a traffic report by a consulting engineer and approvals by the City's Traffic Engineer and the New Brunswick Department of Transportation and Infrastructure. Given the location of the site, adjacent to an intersection and along a section of roadway with Provincial access controls, this is a reasonable expectation for the review of any proposed future development on this portion of the site. Given the development limitations of the Future Development (FD) zone, a rezoning application will be necessary for any development besides a one -unit dwelling. The adjacent interchange and any proposed future development of this parcel would have to be further considered. Conclusion Staff support the proposed subdivision with a money in -lieu dedication and the requested variances with the recommended conditions with respect to driveway access. ALTERNATIVES AND OTHER CONSIDERATIONS No alternatives were reviewed. ENGAGEMENT Public In accordance with the Committee's Rules of Procedure, notification of the proposal was sent to landowners within 100 metres of the subject property on January 15, 2021. APPROVALS AND CONTACT Author I Commissioner Mark Reade, P.Eng., MCIP, RPP I Jacqueline Hamilton, MURP, MCIP, RPP Page 5 of 6 22 Brian and Jamie Dobbelsteyn 1989-2015 Ocean Westway January 22, 2021 Contact: Mark Reade Telephone: (506) 721-0736 Email: Mark.Reade@saintjohn.ca Application: 20-3004 APPENDIX Map 1: Aerial Photography / Tentative Plan of Subdivision Overlay Attachment 1: Site Photography Submission 1: Tentative Plan of Subdivision Page 6 of 6 23 G:: yw, . - a ir w si00 r-#° N Ln ? �S- i>• �''' � x - "F � .. _ "''M U P - a s "W , Y u se _-. - �['' TP � :�yE, ` „ , , ; ; _ cam' £ ,, �+x x=. 7 359 800 E f r:� �; ° r. 7 359 800 het,.•? $►;' i. Y • ,* " 4 '� z. ' - A s + r� fin. ' SURV OF `'• i 6' , � �. y; �f� U_ SURVEY l QV r , Key Plan Scale 1 40,000 Registration Data r - � Y` Owner Name Paula ayeobbelste n William James Dobbelsten yn a PID : 55163588 Effective Date : 2020-01-06 Instrument Transfer 39752713 Reg. 2019-12-31 S Y 1 i 4y^ ' # 4 . Owner Paula F. Dobbelsteyn William J. Dobbelsteyn Notes fi irV \ O �w ' = 1 ) Directions are N. B. Grid azimuths derived from GPS observations +I *' 20088 and 28141 oN.B.N MONAD 35 C �� (based on 8 SRS HPN Values of N.B. Mon. 28141) r 2 ) All distances are in metres to convert to imperial equivalents divide :by 0.3048 Area of survey 3 ) A o peripheral information outlined thus compiled from various sources �. 4 All document and plan references refer to Registry Office for Saint John County 5 ) Field survey completed on July 8, 2003 V� . ,- _ ,. • ..r All computations performed and coordinates shown on this plan N,B 200 '- are based on New Brunswick Stereographic Double Projection and t " � _ the NAD83(CSRS) Ellipsoid as realized by Service New Brunswick t _ High Precision Network coordinate survey monuments 14.89 a 90° 51' 10" _-_ see File' No. 83 7 ) 1 of the City of Saint John , New Brunswick NeStw ! 289 0, 406 Land Surveyor, hereby certify to the correctness of this plan and OCed,n 118 36'91 rc o that I have satisfied the requirements of the Surveys Act. • 50.92 arc 5.63 f - 31.28 4' 2 , cry O 8 7 359 600 I / tie J ` ;tom i 2 00» _\ -j` 7 359 600 Curve Curve Data Data j Civic j tie 6p 6 05 O CIL o #20„ ,e�^ Curve Radius Chord Chord Azimuth C.C. 0 12 N.B. Mon. 238 403 1595 �% 238 - 237 394.42 42.66 107° 51 50 311 rn o 0 �2.68 106° vt? \ 288 - 406 402.03 36.90 93° 29' 10" 311 2 0 - 01 ��Y� Existingorc 7' Q�/�/ 1 18 - 289 262.63 50.84 85° 17' 40" 308 � 1 ry � rn 4484 m2 Y: � -oG, µ 10 f Septic 23 � 3�' 48 • 404 y / - rvic Tank �O� / z°,5a 20 02 �Sfj New Brunswick Grid Co -Ordinate Values r ? 8.5f \ cn 4015 m2 0 �. o Existing 2 0- 0 3 Sta. X Y Ro Rmks. Septic 13 t 2 �4' Q 111 2 527 981.432 7 359 534.233 CALC. PT. Tank 10.0 Septit" 4941 m Field h°` ,�� 117 2 527 841.106 7 359 548.155 FD. S.M. • 64.63 f `tie 'PID 55191373 - 118 2 527 832.253 7 359 607.962 FD. S.M. 117 95° 656214 N.B. Ltd. 237 2 528 032.951 7 359 578.238 CALC. PT. 40' 5791 f tie 18.48 0011 238 2 527 992.350 7 359 591.323 CALC .PT. 141.02 51.45 � Property 288 2 527 897.813 7 359 61 1 .91 1 CALC. PT. 11 1 95° 56' 50 Doc. 34410382 Reg. 2014-1 1 -25 289 2 527 882.926 7 359 612.132 CALC. PT. 420 308 2 527 879.021 7 359 349.527 C.C. 311 2 527 891.836 7 359 209.930 C.C. Garage/Barn 403 2 528 034.353 7 359 582.590 CALC. PT. 404 2 528 063.585 7 359 573.957 FD. S.M. o - 405 2 527 993.379 7 359 594.514 CALC. PT. 9 406 2 527 934.642 7 359 609.666 CALC. PT. 4' CA 420 2 528 032.601 7 359 528.903 FD. S.M. 41 1595 2 528 048.807 7 359 580.348 N.B. Mon.(HPN o' 6) --0 20088 2 527 849.347 7 359 630.032 N.B. Mon.(HPN) w -p N o 28141 2 534 729.196 7 363 393.927 N.B. Mon.(HPN) 00 $' N �' Scale Factor applied 1.000033 PID 55091904 Z Maguire Excavating Ltd. N� 60 Tentative Subdivision 0 Property r 0 Doc. 31 122808 Reg. 2012-02-02 , Q Plan N Dobbelsteyn Subdivision, Ocean N � Legend West Way, City of Saint John, x x-................ Fence _ - ° Saint John County, New Brunswick . .... Structure l J h uI , --- ................ Centre Line Certified Correct 41 . . ................ Hydro Pole / Utili Wire„ HUGHES SURVEYS & CONSULTANTS INC. • ..................... Round Iron Bar..Fo O ..................... Calculated Co dingt ? Oo ................... Standard fur. r Surveyed by Sept. 25 2020 . .= Gr,IC Co a Date r n "-"� 359 400 7 359 400 Marc J . Cormier t k.,,� : -° ,� � , New Brunswick Land Surveyor w , Q......... �Q.:,r ;-�1 _ 20 0 20 40 60 80 OO F'� nfw�e ro o 1 :1000 Purpose of Plan O I metres r4,u' �fo °create lots 20-01 , 20-02 & 20-03 from PID 551 63588 00 ' �. t '`. F ti � s+ Dwg. No. Disk No. Topos Disk No. Ln S20252 2002 HPN92478 914 ' t Y 1 aAW wt, Dwn. by Job No. Rev. No. Map Ref. M.C.B. Y20-252 G/01-Z3C.SE(3) 24 View of existing buildings on site. View looking east along Ocean Westway. Site Photography Brian and Jamie Dobbelsteyn — 1989-2015 Ocean Westway View of site looking west. The City of Saint John 2021 January 21 25 7 359 800 0 0 0 0 00 0 � 00 N N u7 B7 N N \ 0�ce v N.B. Mon. 20088 14.89 VN estw ay 90° 51' 10" a n 118 Oce 0 7 359 600 �1 / 0 0 I PnPnrl 50.92 arc 5. 20-01 4484 m2 rvic 42015 CEO' e J Zr OR N Wo o 0 '+ � J C) o� 0 1 Existing Septic 13 Tank 64.63 t tie 95° 40' E /Barn Garage/Barn Of 31.28 t �7 04. 28, tie tie 60.6 Civic 3 3 2 0011 12 t Existing t Septic Tank 2 0 - 0 2 4015 m2 10.0 I Septic Field 57.91 t tie 18.48 f 00" _ 141.02 PID 55091904 Maguire Excavating Ltd. Property 00 Doc. 31122808 Reg. 2012-02-02 N LO NI -x-x. ................ Fence ///////. ................ Structure --- ...... Centre Line �� ................ Hydro Pole / Utility Wire • ..................... Round Iron Bar Found O ..................... Calculated Co -Ordinate Point ..................... Standard Survey Marker Placed A ..................... N.B. Grid Co -Ordinate Monument Street Line Adjacent Property Line Q.................... Tabulated Co -Ordinate Point - - - _ ............... Utility Easement #...................... Standard Survey Marker Found 0 ...................... Iron Pipe Found �...................... Square Iron Bar Found p ...................... Traverse Control Point Fdn. .................... Foundation 7 359 400 Purpose of Plan To create lots 20-01 , 20-02 & 20-03 from PID 551 63588 7 359 800 Y U '3 L Z3 L O Z m 3 N � Z O CD see File 27 No. 8 0 05 e •^ • n Nj 238 42.68 orc 20-03 4941 m2 no-OWN51.45 95° 5650" 00 N N 3 7 359 600 0 N.B. Mon./I �\ �403 1 1 95 4,10 4 W Z3 • 06. 4, 30 48 404 �ShCIV OO \ � � � �'o�, PID 55191373 656214 N.B. Ltd. Property Doc. 34410382 Reg. 2014-1 1 -2 7 359 400 Rr'i. Key Plan Scale 1 : 40,000 KeglSLraiion UOLa Owner Name : Paula Faye Dobbelsteyn & William James Dobbelsteyn PID : 55163588 Effective Date : 2020-01-06 Instrument : Transfer # 39752713 Reg. 2019-12-31 Owner Paula F. Dobbelsteyn William J. Dobbelsteyn Notes 1 ) Directions are N. B. Grid azimuths derived from GPS observations on N.B. Mon's. 1595 , 20088 and 28141 . (based on NAD83 CSRS HPN Values of N.B. Mon. 28141) 2 ) All distances are in metres , to convert to imperial equivalents divide by 0.3048 . 3 ) Area of survey outlined thus peripheral information compiled from various sources 4 ) All document and plan references refer to Registry Office for Saint John County 5 ) Field survey completed on July 8, 2003 . 6 ) All computations performed and coordinates shown on this plan are based on New Brunswick Stereographic Double Projection and the NAD83(CSRS) Ellipsoid as realized by Service New Brunswick High Precision Network coordinate survey monuments . 7 ) 1 of the City of Saint John , New Brunswick Land Surveyor, hereby certify to the correctness of this plan and that I have satisfied the requirements of the Surveys Act. Curve Curve Data Data 7 Curve Radius Chord Chord Azimuth C.C. 238 - 237 394.42 42.66 107° 51 ' 50" 311 288 - 406 402.03 36.90 93° 29' 10" 311 118 - 289 262.63 50.84 85° 17' 40" 308 New Brunswick Grid Co -Ordinate Values Sta. X Y Rmks. 111 2 527 981.432 7 359 534.233 CALC. PT. 117 2 527 841.106 7 359 548.155 FD. S.M. 118 2 527 832.253 7 359 607.962 FD. S.M. 237 2 528 032.951 7 359 578.238 CALC. PT. 238 2 527 992.350 7 359 591.323 CALC .PT. 288 2 527 897.813 7 359 611.911 CALC. PT. 289 2 527 882.926 7 359 612.132 CALC. PT. 308 2 527 879.021 7 359 349.527 C.C. 311 2 527 891.836 7 359 209.930 C.C. 403 2 528 034.353 7 359 582.590 CALC. PT. 404 2 528 063.585 7 359 573.957 FD. S.M. 405 2 527 993.379 7 359 594.514 CALC. PT. 406 2 527 934.642 7 359 609.666 CALC. PT. 420 2 528 032.601 7 359 528.903 FD. S.M. 1595 2 528 048.807 7 359 580.348 N.B. Mon.(HPN) 20088 2 527 849.347 7 359 630.032 N.B. Mon.(HPN) 28141 2 534 729.196 7 363 393.927 N.B. Mon.(HPN) Scale Factor applied 1.000033 1 Tentative Subdivision Plan Dobbelsteyn Subdivision, Ocean West Way, City of Saint John, Saint John County, New Brunswick Certified Correct HUGHES SURVEYS 8c CONSULTANTS INC. Surveyed by Sept. 25 , 2020 Marc J. Cormier Date New Brunswick Land Surveyor 20 0 20 40 60 80 1 :1000 metres Dwg. No. Disk No. Topos Disk No. S20252 2002 HPN92478 914 Dwn. by Job No. Rev. No. Map Ref. M.C.B. Y20-252 G/01-Z3C.SE(3) 26 COMMON COUNCIL REPORT M&C No. 2021-025 Report Date February 01, 2021 Meeting Date February 08, 2021 Service Area Legislative Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Acquisition of Easement for Municipal Services at civic #1250 Latimore Lake Road AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Curtis Langille Melanie Tompkins John Collin RECOMMENDATION That the resolution pertaining to the sale of 1250 Latimore Lake Road adopted at the September 28, 2020 meeting of Common Council be amended as follows: 1. Paragraph 2 of the resolution is deleted and replaced with the following: "2. In the event the Planning Advisory Committee concurs with such, it is further recommended that the above said property be sold to Caroline Bird for $30,000.00 plus H.S.T. (if applicable) with all costs associated with the sale of this land, except for the fees associated with the plan of survey, to be the responsibility of the purchaser; and that the City retain an Easement for municipal services over said property as depicted on to the Plan of Survey titled Plan of Survey Showing Easement to be granted for Municipal Services, located at civic #1250 Latimore Lake Road, prepared by Hughes Surveys & Consultants Inc. and dated January 21, 2021 attached to this M & C No. 2021- 025. EXECUTIVE SUMMARY In preparing to finalize the sale of the subject property to the purchaser, Ms. Caroline Bird, staff became aware of additional infrastructure (piping) located at the rear of the property. Staff determined an easement would be required to not only ensure continued access to the infrastructure but also access in and around the pond, situated on the site. This easement will ensure that City staff have ongoing access and can complete future maintenance to the drainage system that is currently in place on the subject property. The purchaser of the property is in agreement with the City retaining this easement at the time of transfer. 27 -2- PREVIOUS RESOLUTION Common Council (M & C No. 2020-225) at its meeting on September 28, 2020 adopted the following: 1. That Common Council seek the concurrence of the Planning Advisory Committee to divest the property, identified as being PID No. 55125496 from being "Land for Public Purposes" and if so, deem the subject property surplus to its needs. 2. In the event the Planning Advisory Committee concurs with such, it is further recommended that the above said property be sold to Caroline Bird for $30,000.00 plus H.S.T. (if applicable) with all costs associated with the sale of this land to be the responsibility of the purchaser; on condition the purchaser and any subsequent owner of the property retain the pond for drainage purposes; and 3. That the Mayor and Common Clerk be authorized to execute any documents required to facilitate this transaction. The Planning Advisory Committee, at its meeting dated January 5, 2021 concurred with Council's decision to sell the property. REPORT In preparing to convey the subject property to Ms. Caroline Bird, staff confirmed the existence of a culvert situated to the rear of an existing pond/catchment area that forms part of a larger surface water drainage system. It was determined that a formal easement is required to ensure the City would have ongoing access to this drainage area should future maintenance be required. The attached plan of survey showing the proposed easement area was prepared and a copy was provided to the purchaser of the property for their review. The purchaser has confirmed she is in agreement with the area shown on the attached plan of survey to be retained as an easement by the City. STRATEGIC ALIGNMENT This report aligns with Council's Priority for Valued Service Delivery, specifically as it relates to investing in sustainable City services and municipal infrastructure. SERVICE AND FINANCIAL OUTCOMES The proposed easement will ensure future maintenance of the drainage system should it be required. As the easement required by the City was not discussed with the proponent when negotiations originally took place, the cost of preparing the survey will be the responsibility of the City. -3- INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Further consultation with Transportation and Public Works determined there was a need to retain a formal easement for municipal services surrounding the existing pond and piping to ensure any future maintenance that may be required for this drainage system. ATTACHMENTS 1. Location Map, and 2. Plan of Survey Showing Easement for Municipal Services. 29 00 }S+ ► ,�, l ` �Ov y' o\pe .� OC e � • 121 a� PID 55125447 Q• Lot 98-6 `a�� 85391 See Plan No. 10232347 12 PID 55125496 City of Saint John Property See Plan No. 10232347 • 4. 0 �s s• Ix 01 %ol hPond �s PID 55125439 Lot 98-5 131 See Plan No. 10232347 New Brunswick Grid STA X 126 2 545 193.221 127 2 545 217.957 130 2 545 206.300 131 2 545 235.797 132 2 545 262.749 200 2 545 223.423 201 2 545 236.686 202 2 545 249.217 203 2 545 285.154 29973 2 545 394.806 28160 2 535 354.190 Scale Factor AD Legend .................. Found Survey Marker O .................. Co -Ordinate Point �.... Area Of Survey .... Street Line Eosemeot Line ....Adjacent Property Line �................ Tabulated Co -Ordinate Point � B � s No. 217921 9 � �q G •• r?3. 03 / `y 6 Culvert 6� 4s9�'I 'e"'54 �pS,�x'p '?'4� Ditch ti ' �O Q\O•`�ti yo0 7 `�� 27.50 'L of S0 25532!2D• G O°o, Co —Ordinate Values Y RMKS 7 367 503.695 PLAN 10232347 7 367 449.033 PLAN 10232347 7 367 429.474 PLAN 10232347 7 367 377.309 PLAN 10232347 7 367 382.773 PLAN 10232347 7 367 451.507 CALC. PT. 7 367 436.730 CALC. PT. 7 367 420.186 CALC. PT. 7 367 396.367 CALC. PT. 7 367 889.762 N.B. MON.(OBS) 7 363 188.696 N.B. MON.(HPN) lied 1.000032 NOTES Directions are N. B. Grid azimuths derived from G.P.S. observations on N.B. Mon. 29973 (based on NAD83 CSRS HPN Values on N.B. Mon. 28160). 2. All document and plan reference refer to the Registry Office for the County of Saint John, or the Land Titles District of New Brunswick. 3. Field survey completed on January 19, 2021. 4. All computations performed and coordinates shown on this plan are based on New Brunswick Stereographic Double Projection and the NAD83(CSRS) Reference System as realized by Service New Brunswick High Precision Network coordinate survey monuments. Plan Of Showing Easement to for Municipal Services, City of Saint John,s,,11A:P' Saint John Countw."A� Survey be granted swick. HUGHES SURV4YS �"ffl �FRMT 'TANTS INC. Surveyed by Jan. 21, 2021 ••,�..... 'mler Date New Brunswiclk,,;��?€I�hHfeo:tOSurveyor # 395 20 0 20 40 60 80 1 1000 meters Dwg. No. Disk No. Topos Disk No. S21015 2021 S21015 2021 Job No. !clap Ref. M.C.B. Y21-015 H/05—R38 31 COMMON COUNCIL REPORT M&C No. 2021-029 Report Date February 01, 2021 Meeting Date February 08, 2021 Service Area Growth and Community Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Permit and Development Approvals Fees — Sustainability Item Setting of public hearings — Heritage Conservations Areas By-law and Zoning By-law Amendments OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Amy Poffenroth Jacqueline Hamilton John Collin RECOMMENDATION Your City Manager recommends that Common Council: 1. Set the public hearing date of March 8, 2021 to consider an amendment to the Heritage Conservation Areas By-law concerning fees; and 2. Set the public hearing date of March 8, 2021 to consider an amendment to the Zoning By-law concerning fees. EXECUTIVE SUMMARY In December 2020, as part of the Sustainability plan, Common Council approved amendments to the Building, Plumbing, Water and Sewerage, Subdivision and Excavation of Streets By-laws, which adopted a number of fee adjustments and are expected to generate just under $80,000 of the $100,000 revenue target. The next step is to proceed with amendments to the Zoning and Heritage Conservation Areas By-laws, both of which require a public hearing. If the recommended fee adjustments are approved, additional revenue of $15,000 - $20,000 is expected. The purpose of this report is to set the public hearing dates to consider both the Zoning and the Heritage Conservation Areas By-law amendments. 32 -2- Outline the body of your report in this section. PREVIOUS RESOLUTION On May 4, 2020, the following resolution was passed: 1. Approve the implementation of the Sustainability Plan and all elements as presented to address the projected deficit of $10 Million through workforce adjustments (60%), revenue generation, service changes, and continuous improvement efforts in 2021 and 2022. 2. Direct the City Manager to return to Council as and when required for implementation plan approval, including any changes to by-laws, policies or Council guidance and direction. 3. Approve the implementation of Standby Sustainability Initiatives as prioritized to ensure the entirety of the deficit is addressed, inclusive of updated deficit figures, to balance the 2021 and 2022 general fund operating budget. On February 24, 2020, the following resolution was passed: RESOLVED that as recommended by the City Manager in the submitted report M&C 2020-59: Permit and Development Approvals, New Fees — Sustainability Item, Common Council endorse the proposed Permit and Development Approvals New Fees- Sustainability item as an option to be considered in addressing the entirety of the deficit in 2021 and 2022. On December 2, 2019, the following resolution was passed: RESOLVED that as recommended by the City Manager, Common Council endorse the proposed Permit and Development Approvals Fees Increases — Sustainability Item as an option to be considered in addressing the entirety of the deficit in 2021 and 2022. REPORT As part of the Council initiative, "Sustainability to Address the Deficit", all development related fees were reviewed for proposed adjustments. This initiative was included as part of the overall Sustainability plan, generating approximately $100,000 of additional revenue. Proposed development fees adjustments considered a number of factors, including consumer price index since fees were last adjusted, cost of delivering the services, common practice in other municipalities, and addressing fee irregularities. 33 -3- In December 2020, under this Sustainability initiative, Common Council approved by-law amendments to the Building, Plumbing, Water and Sewerage, Subdivision and Excavation of Streets By-laws. These five by-laws are expected to generate just over $75,000 of the $100,000 revenue target. The next step is to proceed with amendments to the Zoning and Heritage Conservation Areas By-laws, both of which require a public hearing. Previous required steps include the Planning Advisory Committee's consideration of the Zoning By-law amendment on October 20, 2020 and the Heritage Development Board's consideration of the Heritage By-law amendment on October 7, 2020. At this stage, staff is recommending Common Council set both public hearings for March 8, 2021. STRATEGIC ALIGNMENT The permit and development approvals fees initiative is part of the City's Sustainability plan, which supports Council's priority to be fiscally responsible. F��:��1[�1��TP1�7dIJ/_�TP[�1I_�T��I►jt��l►TI�7 The permit and development approvals fees initiative will generate approximately $100,000 in additional revenue. Both the Zoning and Heritage Conservation Areas By-law amendments will generate approximately $15,000 - $20,000 of the overall revenue target. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS The General Counsel's office provided support and advice in the drafting of the by-law amendments. The Zoning By-law amendment was considered by the Planning Advisory Committee on October 20, 2020. The Heritage Conservation Areas by-law amendment was considered by the Heritage Development Board on October 7, 2020. ATTACHMENTS N/A 34 -4- 35 :``:xi t`f'-Hr COUNCIL REPORT M&C No. 2021- 026 Report Date January 26, 2021 Meeting Date February 08, 2021 Service Area Finance and Administrative Services His Worship Don Darling and Members of Common Council SUBJECT: 2021 Spring Debenture Issue — Notice of Motion OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Craig Lavigne Kevin Fudge John Collin RECOMMENDATION His Worship the Mayor give the following 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: (Details to be read from "Purpose of the Issue")." 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 $ 17,330,000. EXECUTIVE SUMMARY The attached Notice of Motion has been prepared as a first step in requiring refinancing of debentures issued in May 2011. PREVIOUS RESOLUTION N/A 36 -2- REPORT The attached Notice of Motion has been prepared as a first step in refinancing of debentures issued in May 2011. The purpose of the issue is summarized on the attached schedule. The Notice of Motion places the City in a position to take action after the expiry of 30 days at such time as bond market conditions and opportunities permit. At this stage, it is not necessary to set limits with respect to the coupon rate or the terms for which bonds are to be issued. These will be established at a later date and will be related to the market conditions at that time. Purpose of Issue The City of Saint John Proposed issue of Debentures To Be Dated On or after March 11t", 2021 13:191,1WIL 441110* 3401101:1441 Debenture No. BE 23- 2011 $ 10,330,000 (General Fund — $7,330,000 -5 years) (General Fund — $3,000,000 -10 years) Debenture No. BE 24 -2011 $ 7,000,000 (Water & Sewerage — 10 years) TOTAL 917.330 SERVICE AND FINANCIAL OUTCOMES N/A INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS N/A ATTACHMENTS N/A 37 r li I. I I' COMMON COUNCIL REPORT M&C No. 2021-023 Report Date February 02, 2021 Meeting Date February 08, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT. Municipal Street Lighting Retrofit Project Update OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Holly Young & Samir Yammine J. Brent McGovern John Collin RECOMMENDATION It is recommended that this report be received and filed. EXECUTIVE SUMMARY The purpose of this report is to provide Common Council with an update on the Municipal Street Lighting Retrofit Project. As part of the City's Sustainability Plan, this initiative will see an energy savings of approximately $58,000 annually along with an annual reduction of greenhouse gas emissions (GHG) of 143 tons of carbon dioxide (CO2). PREVIOUS RESOLUTION On May 4, 2020, the following resolution was passed: 1. Approve the implementation of the Sustainability Plan and all elements as presented to address the projected deficit of $10 Million through workforce adjustments (60%), revenue generation, service changes, and continuous improvement efforts in 2021 and 2022. 2. Direct the City Manager to return to Council as and when required for implementation plan approval, including any changes to bylaws, policies or Council guidance and direction. 3. Approve the implementation of Standby Sustainability Initiatives as prioritized to ensure the entirety of the deficit is addressed, inclusive of updated deficit figures, to balance the 2021 and 2022 general fund operating budget. IN On October 7, 2019, it was resolved by Council to receive and file M&C 2019- 249: 'Sustainability: Addressing the Deficit 2021-2022'. On May 6, 2019, Common Council (M&C 2019-107) approved the City of Saint John Climate Change Action Plan. STRATEGIC ALIGNMENT The street lighting retrofit project has been identified in the City Climate Change Action plan (under the Corporate GHG and Energy Action Plan) as a critical measure to reduce Corporate GHG emissions. This project will enable the City to achieve its corporate GHG emissions target by 2025. Later this year, City staff is planning to bring report to Council on the overall progress of the City Corporate and Community GHG emissions Action Plan. The savings realized through the Municipal Street Lighting Retrofit Project — Sustainability Item supports Council's Priority to be Fiscally Responsible by contributing to the overall Sustainability effort. REPORT Currently, the City of Saint John owns approximately 1,050 ornamental street lighting poles with fixtures. The ornamental lighting system is used to assist in the safety for both motorists and pedestrians while providing uniform street lighting. These existing lights are mostly High -Pressure Sodium (HPS) (which are considered inefficient and outdated) and are in the uptown area and in various subdivisions across the City. Saint John Energy is responsible for operating these lights. Responsibility includes the following: • Overall maintenance and operation. • Supply electricity. • Replacement and refurbishment of the exiting poles; and • Supply & Installation of new streetlights if required. The total cost for the City to maintain and operate these lights by Saint John Energy is approximately $120,000 annually which includes $78,000 in energy cost and $42,000 in maintenance cost including refurbishment. In recent years, City staff have been working with Saint John Energy to identify energy efficiency measures and approaches to reduce the overall operating costs, GHG emissions as well as increase the life expectancy of these lights. The City in cooperation with Saint John Energy and a consultant has conducted 39 several pilot tests using various technologies, to verify the overall lighting and operation performances. These tests have been successful and have enabled the City to proceed with the design and installation phases. The proposed measures include retrofitting of 1,050 light fixtures (150-watt HPS) with 55-watt LED. The City has engaged an electrical contractor to complete the installation. The successful contractor has the capacity and experience to successfully complete the project. Additionally, the City of Saint John has issued a request for quote for the supply of the lights and job was awarded to a local distributor. The installation is expected to start February 1, 2021 and to be completed March 14, 2021. The Ornamental Street Lighting Retrofit shall result in the following financial and environmental benefits: • Improve energy efficiency and operating performance. • Provide uniform lighting distribution with a higher rated life. Potential power peak load reduction of 122 KW and an energy consumption savings of 512,162 KWH. This will be equivalent to the energy consumption of 15-20 residential homes. Annual GHG emissions reduction of 143 tons COz. Annual Operating Cost Savings to the City is approximately $58,000. Less than 1.5 years Simple Payback (SPB). As part of the Council initiative, "Sustainability to Address the Deficit", there was an item to review Third Party Contracted Services that received Council approval on May 4, 2020 and the Municipal Street Lighting Retrofit project is one of them. SERVICE AND FINANCIAL OUTCOMES The total cost of the project is approximately $135,000+HST which includes $65,000 for the installation and $70,000 for the materials. Cost of this project is funded under the Low Carbon Economy Fund (40% or $54,000) with the remaining cost being funded under the City's General Capital Program. It is estimated that $58,000 annually will be realized in energy savings because of this Initiative. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS The Street Lighting Retrofit Project was reviewed by staff from Asset & Energy Management, Finance, the Sustainability Team, Saint John Energy, and Growth and Community Services. ATTACHMENTS N/A M COMMON COUNCIL REPORT M&C No. 2021-027 Report Date February 01, 2021 Meeting Date February 08, 2021 Service Area Legislative Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Sale of LPP-Rockingstone Subdivision AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Brian Irving Melanie Tompkins John Collin RECOMMENDATION 1. That Common Council seek the concurrence of the Planning and Advisory Committee (PAC) to remove the "Land for Public Purpose" (LPP) designation from properties identified as PID#s 55193023, 55193015 and 55193122; 2. In the event that PAC concurs with Common Council in (1) above, that the City deem PID#s 55193023, 55193015 and 55193122 as surplus to its needs; and further 3. That the City convey PID#s 55193023, 55193015 and 55193122 to Viva Development Inc. for $2,090 plus HST if applicable, on the condition that Viva Development Inc. pay for all costs associated with the land transaction; and further 4. That the Mayor and Common Clerk be authorized to execute any documents necessary to effect the land transaction. EXECUTIVE SUMMARY Viva Development Inc. has purchased the Rockingstone Subdivision, located between Lancaster Ave. and Prince Street in west Saint John and is modifying the layout to enhance the development. In order to accommodate the new site plan, three small parcels of City owned LPP are required. Staff is recommending that the three LPP parcels be deemed as surplus and that they be sold to Viva Development to enable a new development. The value of the land is nominal, and the developer has agreed to purchase them for assessed value plus 10%. PREVIOUS RESOLUTION N/A REPORT In 2005, 629652 NB Inc. (Norman Ganong), secured approval for a subdivision at the former DVA site in west Saint John, loocated between Lancaster Ave. and Prince IrAN St., referred to as Rockingstone Estates. The development was to consist of 10 townhouse style buildings with approximately 80 dwelling units, three private streets (Rockingstone Drive, Bridgeview Court and Cascade Court) and common amenity spaces. As part of the original subdivision, Rockingstone Estates proposed a 1,715-square metre Land for Public Purposes (LPP) dedication at the end of Bridgeview Court, along with three smaller LPP dedications (PIDs 55193023, 55193015 and 55193122) to provide pedestrian access through the townhouse development between Lancaster Avenue and Prince Street. The above noted subdivision eventually stalled and failed. Viva Developments Inc. have acquired the remaining lands at Rockingstone and have finished some of the incomplete development work. Viva is now seeking approval for a proposal to complete the development albeit with a slightly different vision. The predecessor was developing townhouse dwellings in arrays that were very dense. The marketability of these units was challenging. Under the new proposal the developer envisions clusters of 4 to 6 units per building footprint which will reduce some of the intensity in the development. In the end the neighborhood will have an improved look and feel which will enhance marketability of the dwellings. In order to realize this new vision, the 3 small LPP parcels (PIDs 55193023, 55193015 and 55193122) must be removed from the public realm and transferred to the developer. The PID's in question, as previously mentioned, were designed to aid in the pedestrian flow through the original development. As the development morphs, so does the pedestrian component and requirements. These LPP parcels are no longer useful and impede the proposed development vision. Viva has requested the City of Saint John sell the parcels so they might realize the new vision and improved development. The aforementioned LPP lands have the following areas: PID 55193023 — 171 sq. m., PID 55193015 — 216 sq. m., and PID 55193122 — 227 sq. m. In total the 3 parcels represent 614 sq. m. or approximately 6750 sq. ft. +/-. These parcels are not marketable in and of themselves as they are landlocked without street frontage. They only have value to the developer and to a lesser degree the City who would also benefit from the repurposing of the LPP into the larger development vision as the more marketable the units, the faster the investments, improvements and ergo sales which result in more tax base in a more accelerated manner. In order to place a value on the parcels, staff will defer to the City's Surplus Land Sale Policy which dictates that one of two methods are considered for disposal: an offer of 10% above market value or the best offer under the process of a public call for interest. Since the parcels are landlocked within the confines of the land owned bythe developer, an RFP would not make sense. Further, because it is likely that Viva is the only entity who might have an interest in the lands, there is no true market value. In this instance, the property assessments are likely the closest 42 -3- representation of market value available to staff. The assessments of the properties collectively amount to one thousand and nine hundred dollars ($1,900). Adding a 10% premium provides a sale value of $2,090. The purchaser has agreed to pay $2,090 for the 3 parcels. Staff has determined that there are no municipal requirements for the LPP lands. The original subdivision envisioned small "pedestrian shortcuts" within the development (leveraging LPP) however there is adequate sidewalks to allow for the foot traffic, rendering the LPP without purpose and detrimental to the new development schematic. Should Council concur with staff and deem the three (3) parcels surplus to its needs, application can be made of PAC by the Growth and Community Planning Department to remove the LPP designation. STRATEGIC ALIGNMENT The proposed sale would result in minor annual cost reductions in real property taxes paid by the City. The subdivision, when completed, will contain an additional 39 dwellings which represents approximately $10 million in tax base when fully built out. The subdivision is in the Primary Development Area and no adverse service impacts are envisioned. SERVICE AND FINANCIAL OUTCOMES The City of Saint John is a destination for new residents and a growing population. The development of new dwellings adds much needed housing options for residents and represents investment and tax base for the City. The subdivision application has been submitted to the Growth and Community Planning Department order to ascertain any land use and servicing challenges. Staff has advised that no such challenges are evident at the time of this report. ❑��Il►jr�:Z�1uI�j/:I�:�i�:79[���L'7��F��►►�I���r�►:I�:[�]��7�:�j Growth and Community Planning have vetted the LPP parcels as part of the internal process of declaring the parcels surplus to the organization's needs. ATTACHMENTS 1. Plan Showing LPP parcels in question. 2. Tentative Plan of Subdivision. 3. Location Map. 43 Service New Brunswick Service Nouveau -Brunswick N A Scaletchelle 1:2487 Date: 2021/01/2516:06:28 metres 0 50.0 100.P 150_D metres While this map may not be free from error or omission, care has been taken to ensure the best possible quality. This map is a graphical represental.on of property boundaries which approximates the size, configuration and vocation of properties. It is not a survey and is not intended to be used for legal description or to calculate exact dimensions or area. Mime si cette carte n'est peut-itre pas libre de toute erreur ou omission, toutes les pr6cautions ont ill prises pour en assurer la meilleure quality possible_ Cette carte est une repr6senlation graphique approximative des terrains (limites, dimensions, configuration at emplacement). Elle Na aucun caractire officiel et ne dolt done pas servir i la rydaction de la description officielle d'un terrain ni au caicui de ses dimensions exactes ou de sa superficie. 44 Service New Brunswick Service Nouveau -Brunswick N A Rockingstone Locate Scaletchelle 1:10848 Date: 2021/02/01 09:48:30 mitres 0 250.0 500.0 750.0 metres While this map may not be free from error or omission, care has been taken to ensure the best possible quality. This map is a graphical representation of property boundaries which approximates the size, configuration and location of properties. It is not a survey and is not intended to be used for legal description or to calculate exact dimensions or area. Mime si cette carte nest peut-titre pas libre de touts erreur ou omission, toutes lea pr6cautions ont 60 prises pour an assurer la meilleure qualtt6 possible. Cette carte eat une representaton graphique approximative des terrains (limites, "nsions, configuration et emplacement). Elie n'a aucun caractbre officiet et ne doit donc pas servir A la r6daction de Is description officielle d'un terrain ni au calcul de sea dimensions exactes ou de so superricie. 0 n x C z Sn � p O z cn A v r O M 'C w � M -I C N 1 COMMON COUNCIL REPORT M&C No. 2021- 033 Report Date February 03, 2021 Meeting Date February 08, 2021 Service Area Strategic Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Immutable Back -Up Storage Solution AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Stephanie Rackley-Roach Kevin Fudge I John Collin RECOMMENDATION The City Manager recommends that the Mayor and City Clerk be authorized to execute the Mutual Nondisclosure Agreement with Amazon Web Services, Inc. for AWS S3 Object Storage. EXECUTIVE SUMMARY A key component of a cybersecurity program is a backup solution. Part of the backup system requires immutable storage (i.e., storage where data is fixed, unchangeable and can never be deleted). The solution designed for the City requires AWS S3 Object Storage. This is a cloud -based solution that is cost- effective and minimizes the risks and maintenance associated with other options for immutable storage. AWS S3 Object Storage is the only product today that works with the City's backup solution and meets data sovereignty requirements. In order to obtain a quotation for services through AWS Web Services Inc., the City is required to sign -off on a Mutual Nondisclosure Agreement. PREVIOUS RESOLUTION Not Applicable REPORT There are many measures that can be implemented to prevent successful cyberattacks. However, with the increasing sophistication of cyber threat actors, attacks on businesses and public sector organizations are inevitable. A key component of a cybersecurity program is a backup solution. The purpose of the backup solution is to create a copy of data that can be recovered in the event of a hardware or software failure, data corruption, or a human -caused event, such as a malicious attack (virus or malware), or accidental deletion of data. Backup 47 -a - copies allow data to be restored from an earlier point in time to help recover from an unplanned event. Planning for data recovery is based on service continuity objectives. The backup solution needs to be scalable to respond to both isolated and catastrophic events while considering service downtime and data loss based on service impact. Industry and municipal recommendations around backups include a 3-2-1 strategy. This strategy involves having at least three total copies of data, two of which are local but on different mediums (read: devices), and at least one copy off -site. The City is planning to implement immutable cloud storage for the off -site copy. An immutable backup of storage means that your data is fixed, unchangeable and can never be deleted. Having an immutable backup is important to any organization that needs to ensure that they have a copy of data that is always recoverable and secure from undesired and unforeseen accidents. With the design developed for the City's backup and data sovereignty requirements, the only product that will meet the City's needs is AWS S3 Object Storage (i.e., cloud storage). The City can leverage the supply agreement with the Province of New Brunswick though IMP Solutions. In discussing with the IMP Solutions representative, the recommendation was to direct engage with AWS Web Services Inc. directly for better government pricing. AWS Web Services Inc. requires the City of Saint John to sign a Mutual Nondisclosure Agreement in order to provide a quotation for cost. STRATEGIC ALIGNMENT As outlined in Council Priorities, the City is committed to fiscal responsibility by improving operational efficiencies. Working with AWS Web Service Inc. to secure immutable backup storage will ensure cost-effective pricing. SERVICE AND FINANCIAL OUTCOMES Costs associated with cloud storage is based on usage (i.e., unit price for data stored in the cloud). City staff will bring forward the agreement and associated range of costs (i.e., estimated based on storage requirements) with AWS Web Services Inc. for consideration once finalized. II►�Il►j>daliriL�Jr7:►�:��7�1C��1:7��F��PI��i��►:I�:C�1�� Supply Chain Management has been consulted on procuring the storage requirements for the City's backup solution and is supportive of moving forward with the Mutual Nondisclosure Agreement to obtain a quote for services. General Counsel has reviewed the Mutual Nondisclosure Agreement. am -3- ATTACHMENTS AWS Web Services Inc. Mutual Nondisclosure Agreement CC NDA 00038551 2021 TR MUTUAL NONDISCLOSURE AGREEMENT The parties have executed this Agreement as of the Effective Date. Amazon Web Services, Inc. City of Saint John By: f By: its its Print Name: Date Signed: Courier: 410 Terry Ave. N., Seattle, WA 98109-5210 Mail: P.O. Box 81226, Seattle, WA 98108-1226 Email: contracts-legal@amazon.com Attention: General Counsel This Mutual Nondisclosure Agreement (this "Agreement"), effective as of February 2, 2021 (the "Effective Date"), is made between Amazon Web Services, Inc., a Delaware corporation ("Amazon"), and City of Saint John, a New Brunswick, Canada company ("Company"). In connection with the parties' commercial relationship or discussions about a possible relationship or transaction (the "Relationship"), each party may receive confidential information from the other party. Accordingly, Amazon and Company hereby agree as follows: 1. Affiliates; Confidential Information. The term "Affiliate" means, with respect to either party, any entity that directly or indirectly controls, is controlled by or is under common control with that party, and the term "Confidential Information" means all nonpublic information concerning the Relationship disclosed by either party, its Affiliates, or their agents (as applicable, Mutual Nondisclosure Agreement Print Name: Date Signed: Mail: 15 Market Square Saint John New Brunswick E2L 1 E8 Canada Email: cityclerk@saintjohn.ca Attention: The City Clerk By: its Print Name: Date Signed: legal 50 such entities collectively, the "Disclosing Party") to the other party, its Affiliates, or their agents (collectively, the "Receiving Party") that is designated as confidential or that, given the nature of the information or the circumstances surrounding its disclosure, reasonably should be considered as confidential. Confidential Information includes, without limitation (i) nonpublic information relating to the Disclosing Party's technology, products, services, processes, data, customers, business plans and methods, promotional and marketing activities, finances and other business affairs, (ii) third -party information that the Disclosing Party is obligated to keep confidential, and (iii) the nature, content and existence of a Relationship, discussions or negotiations between the parties. 2. Exclusions. Confidential Information does not include any information that (i) is or becomes publicly available without breach of this Agreement (provided, Pagel of 3 AMAZON CONFIDENTIAL CC NDA 00038551 2021 TR however, information that is rumored or reported does not become public based only on such rumors or reports), (ii) was known by the Receiving Party prior to its receipt from the Disclosing Party, (iii) is disclosed to the Receiving Party from any third party, except where the Receiving Party knows, or reasonably should know, that such disclosure constitutes a wrongful or tortious act or (iv) is independently developed by the Receiving Party without use of any Confidential Information. 3. Use and Disclosure of Confidential Information. The Receiving Party will use Confidential Information only in connection with the Relationship. Except as provided in this Agreement, the Receiving Party will not disclose Confidential Information to anyone without the Disclosing Parry's prior written consent. The Receiving Party will take reasonable measures to avoid disclosure, dissemination or unauthorized use of Confidential Information. 4. Receiving Party Personnel; Affiliates. The Receiving Party will restrict the possession, knowledge and use of Confidential Information to its directors, officers, employees, contractors, agents, legal and accounting advisers, and entities controlled by the Receiving Party (collectively, "Personnel") who (i) have a need to know Confidential Information in connection with the Relationship, (ii) are informed of the confidential nature of the Confidential Information, and (iii) have obligations with respect to the Confidential Information that are consistent with this Agreement. Each of Amazon and the Company will ensure that its Affiliates comply with this Agreement. 5. Disclosures to Governmental Entities. The Receiving Party may disclose Confidential Information as required to comply with orders of governmental entities that have jurisdiction over it or as otherwise required by law. 6. Ownership of Confidential Information. All Confidential Information will remain the exclusive property of the Disclosing Party. The Disclosing Parry's disclosure of Confidential Information will not constitute an express or implied grant to the Receiving Party of any rights to or under the Disclosing Party's patents, copyrights, trade secrets, trademarks or other intellectual property rights. Except to the extent permitted by applicable law in the absence of any express license or other grant of rights, neither party will use any trade name, trademark, logo or any other proprietary rights of the other party (or any of its Affiliates) in any manner without prior Mutual Nondisclosure Agreement written authorization of such use by a Vice President of such other party. 7. Notice of Unauthorized Use. The Receiving Party will notify the Disclosing Party promptly upon discovery of any unauthorized use or disclosure of Confidential Information or any other breach of this Agreement by the Receiving Party. The Receiving Party will cooperate with the Disclosing Party to help the Disclosing Party regain possession of such Confidential Information and prevent its further unauthorized use and disclosure. 8. Return of Confidential Information. Subject to compliance with orders of governmental entities that have jurisdiction over it or as otherwise required by law, the Receiving Party will return or destroy all tangible materials or portions thereof constituting Confidential Information (including, without limitation, all summaries, copies and excerpts of Confidential Information) promptly following the Disclosing Parry's written request. legal 51 9. Injunctive Relieff, The Receiving Party acknowledges that a breach of its obligations under this Agreement could cause irreparable harm to the Disclosing Party as to which monetary damages may be difficult to ascertain or an inadequate remedy. The Receiving Party therefore agrees that the Disclosing Party will have the right, in addition to its other rights and remedies, to seek injunctive relief for any violation of this Agreement. 10. Scope; Termination. This Agreement covers Confidential Information disclosed by the Disclosing Party on and after the Effective Date. This Agreement automatically will terminate upon the earlier of (i) termination of all written agreements between the parties or their Affiliates regarding the Relationship, or (ii) if no agreements are executed, termination of discussions between the parties or their Affiliates regarding the Relationship or delivery of written notice terminating this Agreement; provided, however, that (a) each parry's obligations with respect to the other party's Confidential Information will survive for three (3) years following termination, and (b) Sections 6, 9, 10, and 11 will survive indefinitely. 11. Miscellaneous. 11.1 This Agreement constitutes the entire agreement between the parties relating to the matters discussed herein and supersedes all prior communications and agreements between the parties with respect thereto. This Agreement Page 2 of 3 AMAZON CONFIDENTIAL CC NDA 00038551 2021 TR may be amended, modified, or waived only with the mutual written consent of the parties hereto. This Agreement will not be assignable by either party without the prior written consent of the other party; provided that prior written consent will not be required for any assignment by a party to an Affiliate. Subject to the limitations set forth in this Agreement, this Agreement will inure to the benefit of and be binding upon the parties and their respective successors and assigns. 11.2 The Disclosing Party acknowledges that the Receiving Party may now have, or in the future may develop or receive, information that is the same as, or similar to, Confidential Information without having breached this Agreement. Nothing in this Agreement (a) prevents the Receiving Party from using, for any purpose and without compensating the Disclosing Party, information retained in the memory of the Receiving Parry's Personnel who have had access to Confidential Information or (b) obligates the Receiving Party to restrict the scope of employment of the Receiving Party's Personnel provided, however, that this section does not create a license under any copyright or patent of the Disclosing Party. 11.3 If a provision of this Agreement is held invalid under any applicable law, such invalidity will not affect any other provision of this Agreement that can be given effect without the invalid provision. Further, all terms and conditions of this Agreement will be deemed enforceable to the fullest extent permissible under applicable law, and, when necessary, the court is requested to reform any and all terms or conditions to give them such effect. 11.4 This Agreement will be governed by internal laws of the State of Washington, without reference to its choice of law rules. Exclusive jurisdiction over and venue of any suit arising out of or relating to this Agreement will be in the state and federal courts located in King County, Washington, and each of the parties hereto consents to the personal jurisdiction of, and venue in, those courts. 11.5 All notices hereunder will be given in writing, will refer to this Agreement and will be personally delivered or sent by overnight courier, electronic mail, or registered or certified mail (return receipt requested) to the address set forth below the parties' signatures on the first page of this Agreement. legal Page 3 of Mutual Nondisclosure Agreement AMAZON CONFIDENTIAL 52 COUNCIL REPORT M&C No. 2021-034 Report Date February 03, 2021 Meeting Date February 08, 2021 Service Area Corporate Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: RFP for Code of Conduct Specialist OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Jonathan Taylor John Collin RECOMMENDATION It is recommended that Common Council, in partnership with the Cities of New Brunswick Association, approve the Code of Conduct Specialist Request for Proposals to secure a highly experienced and qualified firm/individual to provide code of conduct advice / expertise to New Brunswick's Cities on an "as required" basis, with the annual retainer fee costs being shared by participating cities. EXECUTIVE SUMMARY The Cities of New Brunswick Association is preparing to issue a Request for Proposals to secure the services of an independent Code of Conduct Specialist to provide code of conduct advice / expertise to municipalities on an "as required" basis. Each city would be required to contribute its share of the annual retainer fee. Utilizing an independent third -party for the administration of elected officials code of conduct is considered a best practice. Engaging this service in partnership with other cities ensures that a consistent, predictable and transparent process is followed for the handling of code of conduct complaints. Staff is supportive of joining the other cities in securing these services and recommends Council endorse the proposal. PREVIOUS RESOLUTION Council resolution of 02/24/2020: 53 SM RESOLVED that the City Manager be directed to obtain estimates for the costs to retain the services of a third -party unbiased expert, who would develop a process for accepting and denying code of conduct complaints. In addition, the expert would provide clear guidelines for the process of hearing code of conduct complaints to ensure governance best practices are respected and included in such a process. This report should be brought back to council no later than September 30, 2020 but no sooner than July 2020 given the current workload and time restrictions on this council. REPORT The Local Governance Act ("LGA") came into effect in New Brunswick in 2017. The legislation contains a new provision which requires municipalities to develop a code of conduct bylaw for elected officials. The bylaw must address the following: • The values to which members of council are expected to adhere • The behavior by the members of council toward other members of council, officers, employees and residents of the local government, including provisions respecting bullying, discrimination and harassment by members of council • The use of local government property, resources and services by members of council • The use of communication tools and social media by members of council Codes of conduct for municipal elected officials are a common legislative requirement for cities across the country. The mandatory content for the codes of conduct varies depending upon the provincial legislation provisions. Staff have consulted with other municipalities, the Cities of New Brunswick Association and the Office of the Ombud to discuss best practices for codes of conduct for elected officials. The Ombud of New Brunswick provided the following advice: • Council should not enforce their own codes of conduct • Municipalities should use an external third party to review code of conduct complaints • The process can be two-step: council may decide what to refer to the third -party investigator • The investigator should have gravitas; a lawyer is not necessarily required, but an experienced individual with skills in complaint investigations, adjudication and writing reports is required • The investigations should be conducted in camera • Council must adopt or reject the investigator's recommendation in open session • The Office of the Ombud is not involved directly in code of conduct complaints and investigations. The only involvement the Ombud 54 -3- might have would be to review an existing administrative process established by a local government (which could be an established Code of Conduct process), to ensure that the process was followed. As noted, the LGA prescribes the content requirements for the code of conduct but does not prescribe enforcement procedures or protocols. Therefore, municipalities in New Brunswick are responsible for determining: • how the complaint process will be managed • the limitation period to make complaints • who can make complaints (citizens, council members, staff?) • how complaints will be screened upon receipt • whether to include an informal process • who the investigative body will be (council, investigator?) • how the investigation will be administered • who will make the final decision on whether a code of conduct breach occurred • what, if any, corrective measures or sanctions will be imposed Saint John Common Council officially adopted its Code of Conduct Bylaw on July 8th, 2019. Although the bylaw is compliant with the LGA, it does not contain mandatory enforcement protocols and detailed administrative procedures. Staff will be submitting a future report to Council with recommended bylaw amendments to address these and other governance related issues. Cities of New Brunswick RFP for Code of Conduct Specialist The Cities of New Brunswick Association held consultations with its members, including the City of Saint John, over the past several months to discuss the challenges and opportunities associated with the administration of Council codes of conduct. The Cities of New Brunswick introduced the concept of issuing a joint Request for Proposals for a Code of Conduct Specialist to offer services to partnering municipalities. The scope of work proposed in the Code of Conduct Specialist RFP includes: (a) Assess and review Code of Conduct complaints when engaged (b) Develop an approach and course of action to review code of conduct issues or complaints (c) Provide recommendations on corrective measures, if required (d) Provide formal or informal advice to the Members of Council on matters pertaining to the Code of Conduct, conflict of interest issues, or the use of closed meetings (e) Provide education, training and information regarding obligations under the Code of Conduct, conflict of interest issues, or the use of closed meetings 55 E! The annual retainer fee for the Code of Conduct Specialist would be equally shared by the cities, with the option of individual municipalities accessing additional services upon request on "as needed basis" at an hourly or per diem rate. Staff is supportive of partnering with the Cities of New Brunswick Association to access this service. The partnership would reduce service costs for individual cities and would ensure municipalities have access to an independent code of conduct specialist. STRATEGIC ALIGNMENT Good Governance and Fiscal Responsibility SERVICE AND FINANCIAL OUTCOMES An annual budget will be required for the administration of the code of conduct. The anticipated annual budget range is between $5000 - $20,000 depending on the services used by the city. City Staff contacted three local law firms for an estimated cost to provide services. The annual retainer fees quoted were over $5000, plus per diem costs. ❑��Il►jr�:Z�1uI�j/:I�:�i�:79[���L'7��F��►►�I���r�►:I�:[�]��7�:�j Office of the Ombud Cities of New Brunswick Association ELECTRONIC ATTACHMENTS RFP - Code of Conduct Specialist, Cities of NB Association 56 RFP Code of Conduct Specialist Cities of NB Association 57 Overview Purpose The Cities of NB Association is seeking Proposals from highly experienced and qualified firms/individuals interested in providing code of conduct advice/expertise to New Brunswick's Cities on an "as required" basis. Vendor Eligibility Vendors responding to the public notice are advised that OFFICIAL RFP documents may ONLY be obtained from the New Brunswick Opportunities Network (http://www.gnb.ca/tenders) OR from the Cities of NB Association at 1-506- Qualified proponents will have experience in providing professional code of conduct consulting services, or related experience, and that can provide a minimum of three (3) clients for whom they have provided similar services to those specified in the RFP. While individuals or firms with the required experience located in New Brunswick are encouraged to submit a proposal, the RFP is open to all suppliers Proposed Contract Term and Value The initial term of this professional engagement shall be for a one (1) year period, commencing from the date of award. The Association may exercise an option to renew the engagement for up to two (2) additional one (1) year periods. Prices quoted shall remain firm for Year One (1). Fixed pricing shall also be provided for each optional contract period (Year Two (2) and Year Three (3)). The agreement shall not be renewed if either party provides written notice to the other party stating its intention not to renew. Such notice shall be provided to the other party at least ninety (90) days prior to the renewal date hereof. The Cities of NB Association does not guarantee a minimum amount of hours, nor a minimum contract dollar value to the successful Supplier(s) in relation to the performance of this Contract(s). NOTE:**QUOTED PRICES BASED ON MINIMUM ORDER DOLLAR VALUES OR LABOUR HOURS SHALL BE REJECTED. 99 SUBMISSION OF PROPOSALS: All submissions must be received electronically clearly stating REQUEST FOR PROPOSAL CODE OF CONDUCT CONSULTANT, Closing Date and the COMPANY / FIRM / PROPONENT'S NAME within the accompanying email. Each submission shall contain; (a) Detailed pricing information, which shall be shown as line items with applicable unit price, quantity of units, unit of measure (i.e. hours.), extended price, as well as all "lump sum" items. (b) Any other information that the Proponent feels would aid the Cities of NB Association in evaluating their Proposal (i.e. provide any information which describes which methods, experience, expertise, or other qualifications are unique to your firm, or that differentiate your firm from possible competitors). Proponents are asked to submit a confirmation of thier intention to bid for this contract by in an email to the Associations Executive Director (Charline@8citiesnb.com) Any questions regarding this RFP must be submitted in writing by Responses will be shared with all proponents who have indicated their intention to submit a proposal. Requests for information or clarification will be sent to; Charline McCoy Executive Direction, Cities of NB Association charline@8citiesnb.com (506 Proposal Closing All proposal must be submitted to the Cities of NB Association Executive Director (Charline@8citiesnb.com) by VALIDITY OF PROPOSALS: All Proposals must remain valid and open for acceptance by the Association for a period of sixty (60) working days after the Closing Date. This period may be extended if requested by the Association and agreed to by the Proponent in writing. 59 BUSINESS OPERATING PERMITS AND LICENSES: The Proponent shall obtain and pay for all business operating licenses and permits which may be required to comply fully with laws, ordinances and regulations of the proper public authorities, in connection with the performance of this work. The Proponent shall be responsible for all damages and shall indemnify and save the Association harmless from and against all damages and liability, which may arise out of the failure of the Proponent to obtain and pay for such licenses and permits and to comply fully with any and all applicable laws, ordinances and regulations. SUBCONTRACTORS / SUB -CONSULTANTS: Proponents must, if applicable, specify in its Proposal, the name of each Subcontractor / Sub - Consultant, and the object and details of all the subcontracts it proposes to enter into with each of them. Proponents must also demonstrate in their Proposal(s) the qualifications of each Subcontractor / Sub -Consultant, and capacity to perform in conformity with the RFP and the Vendor's Proposal. PROPONENTS WILL BE HELD RESPONSIBLE FOR ALL ASPECTS OF THE WORK CARRIED OUT BY THE SUBCONTRACTOR(S) / SUB-CONSULTANT(S). CONFLICT OF INTEREST: All Proponents and / or Proponent's Partners / Suppliers / Contractors / Subcontractors / Sub - Consultants shall disclose any interests that could conflict with the interests of the Cities of NB or any of its members. GROUNDS FOR DISQUALIFICATION: Any attempt on the part of the Proponent or any of its employees, agents, Contractors or representatives to contact any of the following persons with respect to this RFP may lead to disqualification: Any member of the Proposal Review Committee or other advisor to the Proposal Review Committee; Any member of the Cities of NB Association Board or Executive Committee; The Executive Director of the Cities of NB Association; GOVERNING LAW: This RFP shall be governed by, and construed in accordance with the laws of Canada and New Brunswick. If a Proponent's RFP submission is accepted, the Proponent agrees to submit to the exclusive and irrevocable jurisdiction of the New Brunswick Courts. 4 60 LAWS, ACTS, REGULATIONS, BYLAWS AND CODES: The successful Proponent and his / her Subcontractor(s) / Sub-Consultant(s) shall be responsible for carrying out the works in accordance with all Federal, Provincial and Municipal Laws, Acts, Regulations, Bylaws, Codes, including all laws governing the 8 cities within New Brunswick. PROPONENT'S RESPONSIBILITIES / REQUIREMENTS: This RFP document lists only major details with respect to the professional services required; therefore, it is the Proponent's responsibility to furnish all required labour, materials, tools, equipment, software, transportation, and incidentals required to provide code of conduct consulting Services, in accordance with the Terms & Conditions, and Specifications detailed herein. Notwithstanding the general and specific requirements defined herein, nothing contained in this document shall excuse the successful Proponent from completing assigned work in a professional and timely manner. All work shall be performed by skilled, experienced individuals, in order to produce a professionally completed job. If, for any reason, the successful Proponent is unable to meet the timelines established by the regarding the completion of tasks associated with this agreement, it is the Proponent's responsibility to communicate this information (in a timely manner) that a milestone will not be met in accordance with the project schedule, and to provide a rationale as to why the milestone cannot be achieved on time (i.e. unexpected illness, greater difficulty in obtaining data than originally anticipated, etc.). The Proponent will also be required to provide a revised project schedule for consideration and approval. 61 EVALUATION CRITERIA: Proposals submitted by non -eligible Proponents, incomplete Proposals or Proposals which do not comply with the Proposal submission requirements of this RFP, contain false information or the contents of which do not permit a full analysis thereof, will not be considered. Proponent selection will be on the basis of those Proponents providing the greatest overall benefit to the Cities of NB Association and its 8 City members, and will include, but not be limited to, the completeness of the RFP response, compliance with all Specifications / Terms of Reference, and any other factors deemed appropriate in the determination of the Proponent as a responsive and responsible Proponent. In addition to the general evaluation criteria specified above, Proposals shall be evaluated on the following weighted criteria: EVALUATION CRITERIA WEIGHT TECHNICAL COMPONENTS PROPONENT'S QUALIFICATIONS AND EXPERIENCE 35% CLIENT REFERENCES AND PAST EXPERIENCE 25% PROPOSED METHODOLOGY 20% (80%) FINANCIAL COMPONENT PROPOSED FEE SCHEDULE 20% TOTAL: 100% Only those Proponents achieving a MINIMUM TECHNICAL SCORE OF 50% OUT OF A POSSIBLE 80% will receive further consideration. In addition to reviewing the written Proposals, the evaluation process may include a formal interview with one or more of the Proponents involved in the Proposal. Proponents will be advised (in writing) if the interview process will be weighted and scored by the RFP Evaluation Committee members, and will be apprised of the assigned criteria and weighting. 6 62 COST OF PREPARATION OF PROPOSALS: All expenses incurred by the Proponent in connection with the preparation of its Proposal, including, without limitation, the cost of interview presentations (if requested) shall be borne by the Proponent. The Cities of NB Association shall not incur any obligation whatsoever toward the Proponent whether said Proposal is accepted or rejected. All Proposals shall become the property of the Association and will not be returned to the Proponent. AGREEMENT / CONTRACT: Unless otherwise agreed upon or amended in writing by the Proponent and the Association, the selection of a Proposal shall be binding upon the selected Proponent, and the Terms and Conditions and undertakings of this RFP document will form part of that agreement unless the agreement provides otherwise. Selection of a Proponent's RFP submission does not guarantee a Contract with the Cities of NB Association or its members. The selection of a Proponent's RFP submission merely initiates the process of negotiations which may lead to a Contract. The Association is neither bound to accept the lowest priced Proposal, nor to accept any Proposal which is submitted. If an award results from this RFP, the award may not be exclusive. The Association may choose to work with the other Suppliers. Neither the Association, nor its members, is bound to justify its decision with respect to the selection or rejection of any Proposal. It may, however, provide any unsuccessful Proponent, upon request, with a debriefing concerning its own Proposal. It is the Association's intention to prepare and execute a formal written agreement between the Cities of NB Association and the successful Proponent within thirty (30) working days from the date of award, or issue a Purchase Order. OWNERSHIP OF MATERIALS: All finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials resulting from this Contract shall become the property of the Cities of NB Association or its member who has engaged the consultant directly under the terms of this agreement. INTELLECTUAL PROPERTY: All Work produced by the successful Proponent and / or Sub -Consultants under the scope of this agreement shall be classified as "work for hire", and upon payment by any of the Cities who engage in this service to the successful Proponent, will become the exclusive property of that 7 63 municipality, and will be surrendered immediately upon completion, expiration or cancellation of this Contract. Work covered includes all reports, notes, studies, photographs, designs, drawings, specifications, materials, CD's (USB's) or other media and any databases established to store or retain the Work. The successful Proponent may retain a copy of the work for its files in order to engage in future consultation with the contracting municipality and to satisfy records -retention standards. Furthermore, the successful Proponent warrants that the Work does not infringe upon any intellectual property rights of other persons or entities. This Contract does not affect the ownership of each party's pre-existing intellectual property, and each party acknowledges that it acquires no rights under this Contract to the other party's pre-existing intellectual property, other than any limited right explicitly granted in this Contract. CANCELLATION OF CONTRACT: In the event that the successful Proponent fails to comply with the Terms and Conditions, and Specifications outlined in this Request for Proposal document, the Association reserves the right to cancel this Contract within thirty (30) calendar days of receipt of written notice and award it to another Proponent without penalty or action against the Cities of NB Association. This will include, but not be limited to, unsatisfactory performance by the Proponent, his / her employees and / or Sub -Consultants, significant or repetitive deficiencies, use of inexperienced / unqualified staff, poor quality of service and / or products, and / or unresolved problems. The Association maintains the right to determine the level of performance that is satisfactory. PAYMENT TERMS AND INVOICING: Proponents are requested to include any proposed payment terms with their RFP submission. In the event a Proponent does not specify a payment term, the Association's standard payment term of "Net 30" days from date of invoice shall prevail. Payment(s) shall be authorized upon verification that the work completed meets the Specifications, and has been completed in accordance with the Terms and Conditions of the Contract, to the satisfaction of the Association. Payment Terms may be negotiated with the successful Proponent. 8 64 SCOPE OF WORK: 28.1 The Cities of NB Association wishes to retain the services of a consultant with experience in areas of code of conduct, ethics and integrity to deliver the following services on an "as required" basis: (a) Assess and review Code of Conduct within any of New Brunswick's 8 cities when engaged by that municipality; (b) When engaged by one of the 8 cities, develop an approach and course of action to review code of conduct issues or complaints, which may include conducting investigations on behalf of the member. (c) Provide recommendations on corrective measures, if required (d) Provide formal or informal advice to the Mayor and / or individual Members of Council from any of the cities which engage these services on matters pertaining to the Code of Conduct, conflict of interest issues, or the use of closed meetings; (e) Provide education, training and information to any of the cities which engage these services regarding obligations under the Code of Conduct, conflict of interest issues, or the use of closed meetings; The consultant/firm will work independently, and it is expected that the bulk of the work will be carried out at his / her workplace rather than within each of the participating cities. MINIMUM QUALIFICATIONS / EXPERIENCE REQUIREMENTS: Proponents shall possess the following minimum qualifications and experience: (a) Education in a relevant field of study, such as law, ethics or public administration (b) Comprehensive experience with code of conduct, or related experience, including review, investigation and development of recommendations (c) Knowledge of mediation and dispute resolution techniques (d) Experience managing sensitive inquiries from elected officials, or other governing bodies and the public (e) Extensive knowledge of municipal government (f) Excellent oral and written communication skills (g) Extensive knowledge of relevant legislation, including the New Brunswick Local Governance Act and the Right to Information and Protection of Privacy Act 65 (h) Demonstrated ability to interpret the provisions of various statutes, regulations, policies and other enabling frameworks (i) Proven independence, impartiality, and neutrality, sound judgement, and the ability to inspire trust and confidence (j) Personal and professional integrity and discretion (k) High ethical standards (1) At least ten (10) year of senior -level management, legal, tribunal, or judicial experience, with preference given to those with legal or judicial experience (m) Experience with adjudication (n) Experience in representing an organization, interacting and consulting at a senior level with a broad range of stakeholders, policy and decision -makers, as well as the media Any individual retained by the Cities of NB Association to work with any of the 8 Cities shall not have any involvement in political campaigning / endorsements, no political party membership, or related conflict of interests with any current member of any of the Cities of NB. PROPOSAL SUBMISSION GUIDELINES: Each Proposal submission shall include, but not be limited to, the following information: Proponent's Qualifications and Experience (VALUE: 35%) Proponents shall provide a description of their business history, number of years in operation, experience, membership / affiliation with professional associations which promote ethical principles and practices, financial stability, number of personnel employed, and any notable awards or recognition achieved. Proponents shall include a professional resume which clearly demonstrates their post- secondary education, experience, and roles / responsibilities on similar professional assignments. Proponents shall provide any information which documents successful and reliable experience in areas which are identical or similar to the requirements of this RFP. Proponents shall include a declaration of all actual and potential conflicts of interest that exist now or may exist in the future, together with their proposed solution for managing and dealing with actual and potential conflicts of interest. 10 66 Proponents shall also provide any additional information that they feel would aid the Association in evaluating their Proposal submission, which describes which methods, experience, expertise, or other qualifications are unique to your firm, or that differentiate your firm from possible competitors. It is essential for Proponents to demonstrate their capacity and capabilities in terms of expertise, technical / professional qualifications, and professional support services in providing code of conduct advice Identify any Sub -Contractors / Sub -Consultants will be retained to assist in the delivery of the services described herein. Proponents shall include a description of each Sub -Contractor / Sub - Consultant's role in the project, and include an applicable project listing and professional resume which clearly demonstrates each Sub -Contractor / Sub -Consultant's education, experience, qualifications and roles / responsibilities on similar professional assignments. Client References and Past Experience (VALUE: 25%) Proponents shall provide a minimum of three (3) project / client references which are considered identical or similar to the scope of work specified herein, which have been completed within the past five (5) year period. Preference will be given to past projects completed for clients in the public sector (municipal, provincial, and / or federal government agencies). Proponents shall provide, at minimum, the following information with respect to each project / client reference: ■ Client name and address; ■ Name of Contracting Officer and telephone number; ■ Contract commencement and completion dates; ■ Description of Scope of Work, and major project components; ■ Primary Sub -Consultants (if any) utilized on the project. Proponents may also include written testimonials / letters of recommendation received from past clients as having provided similar services to those described herein. Proposed Methodology (VALUE: 20%) Proponents shall provide a detailed methodology outlining their proposed formal Code of Conduct review process in how they would work with any municipality and council towards reviewing, investigating and making recommendations around code of conduct. Due to existing COVID-19 restrictions, propoents should highlight how they can work remotely (including conducting investigations and interviews). 11 67 Proponents shall also provide a statement of: (a) The proposed approach for maintaining confidentiality and privacy through the work with each municipality (b) The proposed process and timeline for responding to requests from each municipality regarding their Code of Conduct (c) The proposed process, communication methods, and timeline for providing responses to requests for both informal and formal advice (d) How work will be assigned and performed by Associates, Sub -Consultants, or other support staff (if any) such that the quality of work, cost effectiveness and avoidance of duplication of work will be achieved (e) Outline the approach to be taken for the implementation of recommendations Proponents are also invited to identify any special problems foreseen and how they would, if appointed, deal with them. Proponents may also describe any specialized method or technological means that they may have at their disposal to ensure quick, efficient and professional execution of the services, and its quality control methods to ensure the accuracy of data, statistics, and report findings. Proposed Fee Schedule (VALUE: 20%) NOTE: The Harmonized Sales Tax (H.S.T.) @ 15% shall be considered "extra" to all prices specified in the Proponent's Proposed Fee Schedule. (a) Proponents shall provide their proposed Annual Retainer Fee for the provision of all code of conduct Services described herein for Year One (1) of the agreement, as well as all optional contract periods (Year Two (2) and Year Three (3)). This is a base retainer only with each engage activating the proponents hourly rates to be paid by each municipality when engaging the services. Proponents will be required to provide estimates to each municipality when engaged for specific services. (b) Proponents shall state the Fixed Hourly Rate for the services for Year One (1) of the agreement, as well as all optional contract periods (Year Two (2) and Year Three (3)). The hourly rate shall not be payable for travel time (c) Proponents shall also provide the Fixed Hourly Rate for all Associates, Sub- Consultant(s), and / or other Support Staff, as applicable, for Year One (1) of the 12 68 agreement, as well as all optional contract periods (Year Two (2) and Year Three (3)). The hourly rate shall not be payable for travel time (d) Airfare, mileage, accommodations, meals, taxis, parking fees, and other out-of- pocket expenses / disbursements shall be subject to review and approval by the contracting municipality prior to billing, and shall be reimbursed to the Proponent at cost. NEITHER THE ASSOCIATION NOR ANY OF ITS MEMBER CITIES WILL ASSUME RESPONSIBILITY FOR PAYMENT OF ANY UNAUTHORIZED CHARGES, OR INCUR ANY COST MARK-UP ON OUT-OF-POCKET EXPENSES / DISBURSEMENTS. This only becomes relevent once open travel in Canada has resumed and COVID-19 restrictions are no longer in place. (e) Pricing shall be in Canadian funds and include freight, duty, sales tax and all taxes, rates and charges which are applicable at the time of RFP submission. It is the responsibility of the Proponent to find out from the appropriate authorities what taxes, rates and charges are applicable to this RFP. 13 69 PROPONENT'S RESPONSE SHEET: Proponent Name: Address: City: Telephone N°.: _ Website: Contact Person: Title: E-mail address: Province: Postal Code: Fax N°.. Telephone No.: NAME (Please print) TITLE (Please print) AUTHORIZED SIGNATURE DATE 14 70 COMMON COUNCIL REPORT M&C No. M&C 2021-032 Report Date February 02, 2021 Meeting Date February 08, 2021 Service Area Transportation and Environment Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Off -Season Arena License AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Tim O'Reilly Michael Hugenholtz John Collin RECOMMENDATION Your City Manager recommends Common Council direct the Mayor and City Clerk to sign the license attached to M&C 2021-032. PREVIOUS RESOLUTION On January 25, 2021 Common Council endorsed clarification that the City's Recreation Subsidization Policy and Ice Allocation Policy do not apply to the "Off - Season" relative to ice sports in City owned and operated arenas, being a period of time generally commencing on a date in April and generally ending on a date in September. REPORT The license attached to this report that City staff recommend Common Council endorse is with Rothesay Netherwood School to allow hockey school/camp programming called Gusto Hockey out of either the Stewart Hurley Arena or Peter Murray Arena for a period of approximately 1.5 months commencing in early April 2021. This license achieves several outcomes: • It provides an alternate revenue source that recovers the variable costs associated with operating an arena during this Off -Season period, mitigates financial and other risks to the City, including risks associated with COVID-19, and contributes to the arena's infrastructure costs such as wear/tear and depreciation, • It creates an opportunity for anyone in the associated programming to increase their access to recreation during this Off -Season period, and 71 sM • As the license is limited to specific time periods, opportunities for other ice sport user groups to rent ice time directly from the City with additional recreation access and revenue sources to offset costs. This license, or other opportunities being pursued during the Off -Season period, do not create a profitable situation for the City. More specifically, even with such opportunities in place, City taxpayers will continue to subsidize the lifecycle costs of City owned and operated arenas. These opportunities allow more participants to share in these lifecycle costs. STRATEGIC ALIGNMENT This report aligns with Common Council's priorities, including: • Vibrant, Safe City: provides additional recreation opportunities, • Valued Service Delivery: service improvement through a partnership, and • Fiscal Responsibility: leveraging additional revenue sources. IIJIl►jrd:Z�1� �[���:I�:iFj�:,�I[�1�L'7�F�1►�I���rC1�:[�1��7�:�� Growth & Community Services provided input for this report. The General Counsel's Office drafted the proposed license. ATTACHMENT License with Rothesay Netherwood School 72 This License made in duplicate this day of February, 2021. BY AND BETWEEN: The City of Saint John, having its City Hall at 15 Market Square, Saint John, New Brunswick, a body corporate by Royal Charter, confirmed and amended by Acts of the Legislative Assembly of the Province of New Brunswick, hereinafter called the "Licensor" OF THE ONE PART - and - Rothesay Netherwood School, a body corporate under the Companies Act, hereinafter called the "Licensee" OF THE OTHER PART WHEREAS the Licensor is the owner of premises known as the Stewart Hurley Arena located at 1500 Hickey Road in Saint John, New Brunswick (the "Premises") and premises known as the Peter Murray Arena located at 711 Dever Road in Saint John, New Brunswick (the "Alternate Premises"); and WHEREAS the Licensee has made a request to the Licensor for the use of the Premises or the Alternate Premises, as applicable, save and except for the following: the ice plant and maintenance room, the ice -making equipment, any offices and storage rooms already used or occupied by the Licensor on or before April 1st, 2021 and also the use by the Licensor, its officers, servants, agents, contractors and workers of a right of way for access to and from those parts of the Premises or Alternate Premises, as applicable, not hereby licensed; and WHEREAS the Licensor has agreed to grant the within License upon the terms and conditions herein contained. NOW THEREFORE THIS INDENTURE WITNESSETH that for and in consideration of the charges stipulated in this License and other good and valuable consideration, the receipt whereof is hereby acknowledged, the Licensor does hereby grant, subject to the terms, conditions, covenants and provisions herein contained, permission and license to the Licensee, its servants, agents, employees, contractors and invitees to enter into and upon and exit from the Premises or Alternate Premises, as applicable, during such days and periods of occupation and use as are more particularly set out below. All times referenced in this License are expressed in Atlantic Daylight Time and not otherwise. 1. The Licensee may occupy and use the Premises or the Alternate Premises, as applicable, on the days and during the corresponding hours particularized below between the dates of April 1st, 2021 and May 15th, 2021, inclusive: (a) On Mondays, Tuesdays, Wednesdays, Thursdays and Fridays during the Term between the hours of 5:45pm and 9:15pm, inclusive; (b) On Saturdays and Sundays during the Term between the hours of 10:00am and 6:OOpm, inclusive; 73 License Agreement The City of Saint John and Gusto -2- (c) Notwithstanding Article 1(a) and (b) above, the Licensee shall not occupy or use the Premises or the Alternate Premises, as applicable, on any statutory holiday occurring during the Term, namely Good Friday and Easter Monday; (d) For the purposes of this License, the temporal periods described in this Article 1 shall be collectively referred to as the "License Period"; (e) For the purposes of this License, the Licensor shall determine in its sole discretion and advise the Licensee in writing by not later than March lst, 2021 whether the Premises or Alternate Premises shall be used during the License Period (the "Premises Selection"). After the Premises Selection is made by the Licensor pursuant to this provision, there shall be no further or other alternative premises available. The Licensee shall not be entitled under this License to use the Premises and the Alternate Premises simultaneously. 2.(i) The Licensee shall pay to the Licensor for the occupation and use of the Premises or the Alternate Premises, as applicable, pursuant to Article 1, the amount of Thirty -Six Thousand Five Hundred and Seventy -Five Dollars ($36,575.00) plus HST during the License Period (the "License Fee"); (ii) The payment of the License Fee shall be made to the Licensee by the Licensor by cash or certified cheque at the City of Saint John Customer Service Centre, ground floor of the City Hall Building, 15 Market Square, Saint John, New Brunswick, or such other place as may from time to time be designated by the Licensor in the following installments and before the date identified below for the payment of each installment: (a) On or before April 1 st, 2021 in the amount of Twenty -Three Thousand Four Hundred and Fifty Dollars, ($23,450.00) plus HST for the period commencing April 1 st, 2021 until and including April 301h, 2021; (b) On or before May 1 st, 2021 in the amount of Thirteen Thousand One Hundred and Twenty -Five Dollars, ($13,125.00) plus HST for the period commencing May 1st, 2021 until and including May 15th, 2021; (iii) Should the Licensee wish to purchase additional ice -time during the License Period outside the specified hours identified in Article 2(i) and (ii), and, further, provided that the ice -time is available, the Licensee may purchase such additional ice -time on an hourly basis at a cost of One Hundred and Seventy -Five Dollars ($175.00) plus HST per hour. (iv) The ice -time purchased at the Premises or Alternate Premises, as applicable, pursuant to the terms of this License shall be used by the Licensee; however, the Licensee may re -sell its purchased ice -time to a third party/third parties, which shall abide by the terms of this License and which may be prohibited by the Licensor from using the Premises or Alternate Premises, as applicable, at its sole discretion. (v) The Licensee shall provide to the Licensor on a weekly basis no later than the preceding Wednesday the Licensee's schedule of ice use for the following week (Sunday to Saturday, inclusive), together with the contact information for at least one individual for the group using the ice each 74 License Agreement The City of Saint John and Gusto -3- time. Should there be any changes to the schedule of ice use, the Licensee shall notify the Licensor in writing immediately of any such changes. (vi) The Licensor shall reserve one (1) storage room of the Licensor's choosing at the Premises or Alternate Premises, as applicable, during the License Period that the Licensor shall be able to use for storing property belonging to the Licensor. Said storage room can be occupied on the first day of the License Period and must be fully vacated by the final day of the License Period. 3. (i) The Licensor may terminate this License and the Licensee shall have no further recourse should the Licensee fail to pay the License Fee pursuant to the terms of this License or otherwise fail to meet any obligations, conditions or agreements stipulated in this License. (ii) Either the Licensor or the Licensee may terminate this License upon the giving of advance written notice of Thirty (30) business days. Should such a termination occur, the Licensee shall be refunded a pro -rated share of the License Fee, as calculated by reference to the proportion of the hours remaining during the License Period. (iii) Should the Licensee terminate this License without giving the advance written notice required in Article 3(ii) above, the Licensee shall be obligated to pay to the Licensor, as a penalty for providing inadequate written notice, the equivalent of Three (3) weeks of the License Fee, as calculated by reference to the applicable License Fee payable in the month(s) that are covered by the specific period in question. 4.(i) The Licensee shall keep in place during the full term hereof comprehensive general liability insurance in a minimum amount of Five Million ($5,000,000.00) Dollars wherein the Licensor is named an "additional insured" and wherein there is a cross -liability clause, all of which also expressly covers and protects the Licensor in circumstances where the Licensee chooses to re -sell ice -time pursuant to Article 2(iv) above and which also expressly covers any allegations/claims of physical or sexual abuse; (ii) The Licensee shall provide a Certificate of Insurance to the Licensor at the time of the execution of this License evidencing the insurance coverage described herein and providing that coverage shall not be altered or cancelled without the insurers giving thirty (30) days notice in writing to the Licensor prior to any such alteration or cancellation; (iii) The Licensee shall ensure that any groups that the Licensee re -sells its ice time pursuant to Article 2(iv) must either be covered by the Licensee's insurance or have insurance that meet the terms of this Article 4 and the Licensee must provide proof of said insurance to the Licensor if and when requested by the Licensor. 5. The Licensee shall not have any claim against the Licensor for loss or damage of any nature, kind or description whatsoever arising from the exercise or purported exercise of the License herein granted, unless such loss or damage is due to the negligence of the Licensor or its employees, servants or agents. 6. Notwithstanding Article 4 hereof, the Licensee does hereby indemnify and save harmless the Licensor from all damages, claims, demands, actions, suits or other proceedings by whomsoever made, brought or prosecuted in any manner and whether in respect of property owned by others or in respect of damage 75 License Agreement The City of Saint John and Gusto -4- sustained by others based upon or arising out of or in connection with this License or anything done or purported to be done in any manner hereunder. 7. The Licensee and all the Licensee's customers shall, at all times, comply with such rules and regulations in use by the Licensor from time to time as may be reasonably applicable, currently entitled "City of Saint John Parks & Recreation Arena Use Regulations", a copy of which is attached hereto as Schedule "A". Moreover, the Licensee acknowledges and agrees that it shall develop and follow a written COVID-19 Operational Plan should one be required under order of the Minister of Public Safety pursuant to the terms of the Emergency Measures Act, and shall also comply with any other statutory or regulatory requirements that may apply from time to time. This COVID-19 Operational Plan shall be submitted to and subject to the approval of the Licensor and shall be fully responsive to all requirements under order, statute or regulation having regard to the activities of the Licensee within the Premises or Alternate Premises, as applicable, during the License Period. Additionally, the Licensee acknowledges and agrees that it shall comply with any COVID-19 Operational Plan put in place by the Licensor as owner of the Premises and Alternate Premises. Should the Licensee re -sell its ice -time pursuant to Article 2(iv) above, it shall ensure as an express term of such re -selling that the third party shall at all times adopt and comply with both the Licensee's and the Licensor's COVID-19 Operational Plans. 8. The Licensee shall determine the amount and pay to the proper authority, when applicable, all fees, charges or royalties properly due to Composers, Authors and Publishers Association of Canada Limited and/or to Performing Rights Organizations of Canada Limited in accordance with the Copyright Act, Chapter C-30, R.S.C. 1970 as amended, such fees, charges or royalties are the sole responsibility of the Licensee. 9. Except in accordance with the terms of this License, the Licensee shall not assign, transfer or otherwise by any act cause or permit this permission and License or any portion hereof to be assigned or transferred to any person(s) whomsoever. 10. The Licensee shall, upon the termination of this License, immediately and at its own expense, remove from the Premises or the Alternate Premises, as applicable, any and all property brought or placed upon the Premises or Alternate Premises, as applicable, by the Licensee and shall restore the Premises or Alternate Premises, as applicable, to as good an order and condition as prevailed immediately prior to the commencement of the term hereof and in the event of the failure of the Licensee to do so with reasonable expedition, of which the Licensor shall be the sole judge, the Licensor may effect such removal and restoration at the Licensee's own risk and expense, but the Licensor shall, by reason of any action taken or things required under this paragraph, be entitled to compensation, reimbursement and indemnity from the Licensee. 11. The Licensor shall: (a) maintain the ice and operate the Premises or the Alternate Premises, as applicable, at the same standard used during the regular season; (b) pay for all maintenance and operating costs; (c) provide one experienced employee on site during the hours of operation. 12. Force Majeure 76 License Agreement The City of Saint John and Gusto -5- (a) Notwithstanding anything to the contrary contained herein, the Licensor shall not be liable for any delays or failures in performance resulting from acts beyond its reasonable control including, without limitation, acts of God, terrorist acts, shortage of supply, breakdowns or malfunctions, interruptions or malfunction of facilities, labour difficulties (including any event of strike or lockout arising in the context of the Licensor's workplace), pandemic, war, or civil unrest. (b) The Licensee may request the Licensor to immediately stop payments on this License should COVID-19 restrictions require the prohibition of the Licensee's activities in the Premises or Alternate Premises, as applicable, but the Licensor shall not be obligated to comply with this request and, if it does, the Licensor shall recover reasonable consequential costs, if any, from the Licensee. (c) If the Licensee chooses to invoke Article 12(b) and the Licensor complies with a request made thereunder, the remainder of the License shall be considered cancelled. Payments described in Article 2(ii) shall be corrected to reflect the period of use of the Premises or Alternate Premises, as applicable, prior to said COVID-19 restrictions prohibited the Licensee's activities on a pro -rated basis taking into account any costs the Licensor calculates as having arisen from such cancellation. 13. The Licensor, in its sole discretion, reserves the right to terminate this License without penalty and with immediate effect and shall refund to the Licensee a prorated portion of the License Fee for that portion of the License Period that has been paid by the Licensee but not used should the Premises or Alternate Premises, as selected during the Premises Selection under Article 1(e), become inoperable after the Premises Selection is made. IN WITNESS WHEREOF the parties hereto have set their corporate seals duly attested by the signatures of their properly authorized officers respectively the day and year first above written. SIGNED, SEALED & DELIVERED) The City of Saint John Don Darling, Mayor Jonathan Taylor, Common Clerk Common Council Resolution: February , 2021. Rothesay Netherwood School 77 License Agreement The City of Saint John and Gusto �0� Per: President W-13 SCHEDULE "A" CITY OF SAINT JOHN PARKS & RECREATION ARENA USE REGULATIONS 1) Ice maintenance is completed at times mutually agreed by the Licensee and Licensor except that the Licensor at its sole discretion may cause ice maintenance to occur at any time to ensure the quality of the ice. 2) Should any booked period be sold to another user, the Licensor must be so advised. Should a dispute arise at the rink, the attendant will defer to the Licensor. 3) The City's Arena Code of Conduct is in effect. 4) The Licensee is responsible for damages to the premises arising out of his use of the facility. 5) The arena attendant on duty is in complete charge of the facility, and his/her instructions are to be followed at all times. 6) All persons on the ice must wear skates. 7) No food or drink is allowed while skating. 8) The City of Saint John, its employees, and agents, cannot be held responsible for any personal injury suffered by any user as a result of programs carried out at a city -owned facility 79 COUNTY OF SAINT JOHN PROVINCE OF NEW BRUNSWICK I, , of the of Newfoundland and Labrador, MAKE OATH AND SAY: - and Province 1. THAT I am the of Rothesay Netherwood School, the contractor named in the foregoing instrument and have custody of the corporate seal of the said company and am duly authorized to make this affidavit. 2. THAT the seal affixed to the foregoing License and purporting to be the corporate seal of Rothesay Netherwood School, is the corporate seal of the said Rothesay Netherwood School, the contractor named in the foregoing instrument and it was affixed by the officer authorized to so affix the seal. 3. THAT the signature, is my signature and as instrument. , subscribed to the said instrument I am duly authorized to execute the said 4. THAT the said document was executed as aforesaid at the in the Province of New Brunswick on the day of 2021. SWORN TO before me at the in the Province of New Brunswick this day of February, 2021. Commissioner of Oaths Being a Solicitor COMMON COUNCIL REPORT M&C No. 2021-035 Report Date February 01, 2021 Meeting Date February 08, 2021 Service Area Growth and Community Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Site -Specific By -Law Amendment — Heritage Conservations Areas By - Law OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Emma Sampson Jacqueline Hamilton John Collin RECOMMENDATION Your City Manager recommends that Common Council set the public hearing date of March 8, 2021 to consider a site -specific amendment to the Heritage Conservation Areas By -Law concerning a Tier Three major addition at 22 Sydney Street. EXECUTIVE SUMMARY In January 2020, as part of the planned second phase of amendments to the Heritage Conservation Areas By -Law, Common Council approved a new approach to new construction (infill) in the City's Heritage Conservation Areas that allowed for truly contemporary architecture, designated as Tier Three developments, to be reviewed by Common Council as site -specific by-law amendments. The purpose of this report is to set the public hearing date to consider a major addition at 22 Sydney Street as the first site -specific by-law amendment under this new approach. PREVIOUS RESOLUTION N/A REPORT -2- As part of the Council priority to modernize the Heritage Conservation Service, a key item was updating the Heritage Conservation Areas By -Law to allow for a broader range of architectural styles in new construction, including contemporary designs that have been well -considered against their settings. This approach was approved by Common Council at its meeting of January 13, 2020. In allowing for more contemporary architecture in historic settings, additional levels of oversight beyond standard Heritage Development Board approval were introduced. For Tier Three approvals, in addition to standard application documents a Heritage Impact Assessment is also required, with all documents being sent for a third -party peer review. The Heritage Development Board provides its recommendation to Common Council for a site -specific by-law amendment, with final decision on Tier Three proposals being made by Common Council. In November 2020, Staff received its first application for a project considered at a Tier Three level. The proposed development would see a major addition built at the rear of 22 Sydney Street, the Old Saint John County Courthouse, by the Saint John Theatre Company to create a new medium -capacity performance venue. Staff is recommending Common Council set a public hearing for March 8, 2021. STRATEGIC ALIGNMENT The proposed amendment aligns with Common Council's priorities of Vibrant, Safe City and Growth & Prosperity. SERVICE AND FINANCIAL OUTCOMES N/A INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS The proposed development received a unanimous recommendation by the Heritage Development Board for Common Council to approve the proposal at the Board's meeting of February 3, 2021. ATTACHMENTS N/A The City of 5 dnt jaws PROCLAMATION - HERITAGE WEEK 2021 WHEREAS: the second week in February is provincially recognized as the time to celebrate our heritage; and WHEREAS: the third Monday in February is Heritage Day in Canada; and WHEREAS: February 15th to 215T is recognized by the National Trust for Canada as Heritage Week; and WHEREAS: our built heritage allows us to reflect upon where we have come from and to grow from our past; and WHEREAS: our city embarks upon new directions, welcoming new generations of Saint Johners who allow us to embody this year's theme of "Exploring Our Past and Reimagining Our Future"; and NOW THEREFORE: I, Don Darling, Mayor of Saint John do hereby proclaim the weeks of February 8-21, 2021 as Heritage Weeks and urge all citizens to support and participate in heritage activities throughout the City. IN WITNESS WHEREOF: I have set my hand and affixed the official seal of the Mayor of the City of Saint John. 99 LSE , 'f,a ftft ��a Saint John Police Force 2021 Operating Budget February 8, 2021 Background • Common Council passed the General Fund Operating Budget on October 23rd12020 • City was facing a $10 million structural deficit in 2021 • The 2021 Operating Budget was a historical financial reset with over $6.0 million reduced from wages and benefits and $4.0 million in reduced operating costs and increase in revenues • The Board of Saint John Police Commissioners were directed by Common Council to reduce the Saint John Police Force's 2021 operating budget by $1.3 million and explore opportunities for shared services • Board of Police Commissioners approved budget on December 9t", 2020 2021 Operating Budget • Common Council approved a net operating budget for Police in the amount of $24,273,262 • Reduction of $1.302 million (5.09%) over 2020 operating budget J044 _jq ,_ - 2021 Operating Budget 2021 Budget 2020 Budget Expenditures by Division Administrative Services 1,817,500 2,023,778 Saint John Board of Police Commissioners 112,050 162,052 Support Services Division 1,973,000 1,920,869 Criminal Investigative Division 4,235,700 4,645,588 Patrol and Operations Services Division 14,854,750 15,212,146 Detention Services 174,000 174,000 Facility Management Services 941,412 956,700 Fleet Services 984,850 1,000,500 Total Expenditures by Division 25,093,262 26,095,633 Revenues Secondments 470,000 170,000 Prisoner Lodging 75,000 75,000 Accident Reports 20,000 20,000 Extra Duty Charges 100,000 100,000 Province of NB Cost Sharing Tunnel 55,000 55,000 Other Revenues 100,000 100,000 Total Revenues 820,000 520,000 Net Operating Budget 87 24,273,262 25,575,633 2021 Operating Budget - $1.3 Million Reduction • Additional $300K in Secondment Revenue • Partnership with Horizon Health for Integrated Mobile Crisis Response Team • 2 Full-time Police Officers seconded to this Unit • Reduction in Salaries and Benefits - $944,.298 • Elimination of Civilian Management Positions • Sergeant Position being converted to Civilian Position • Multiple retirements of Senior Staff • Shared Services with City for HR and Finance Services 2021 Operating Budget 2021 2020 Budget Budget Expenditures by Category Salaries and Benefits 21,458,206 22,402,504 General Services 445,500 468,741 Insurance 60,900 51,000 Professional Fees 310,000 360,000 Other Purchased Services 127,000 129,700 Repairs and Maintenance 115,000 115,000 Rentals 1,069,250 987,500 Purchased Goods 316,906 343,300 Internal Charges 790,500 835,888 Asset Purchases 400,000 402,000 Total Expenditures by Category 25,093,262 26,095,633 Expenditure Reduction-1,002,371 2021 Operating Budget • Wages and Benefits— 85.51% of overall budget • Goods and Services - $316351056 • Examples Fixed Costs or limited flexibility within Goods and Services • Building Rent — $932,752 • Detention Services — $170,000 • Computer Support / Evergreen / Maintenance - $505,000 • Fleet Replacement / Maintenance / Fuel - $982,000 • Communications - $261,000 • Goods and Services - Discretionary • Legal/Training/Uniforms/Office Supplies/Equipment Replacement / Safety Supplies / Professional Services 90 2021 Operating Budget -Highlights • Completion and Implementation of Police Force's Strategic Plan • Completion of 5-year Operating and Capital Budget Forecast • Ensures alignment with City's 10-year long-term financial plan • Continued alignment with City Financial Policy — Wage Escalation Policy • Hiring 6 new Police Cadets in 2021- (3 Cadets starting late Feb) • Continued focus on finding operational efficiencies, eliminating non -core policing functions • Explore more opportunities for shared services with City 91 2021 and Beyond -Operating Budget Risks • Contract with Police Association currently expired • Contract with Local 486 expiring in 2021 • City's tax assessment growth in 2021 only 0.12% • City will not be able have financial ability to increase cost above tax growth • Impacts of COVID-19 will continue into 2021 92 2020 Operational - Highlights Strategic Planning process initiated Employee engagement completed and Community engagement on -going Creation of the Diversity and Inclusion Advisory Committee Launch of the Mobile Crisis Response Team (552 calls for services as of Dec 31St) Sexual Assault Review Process being implemented Evidence -Based Practice Working Group Operational efficiency and effectiveness: • Creation of the Senior Leadership Team (Policy, Direction and Budget) • Business Continuity Plans created (COVIDI9 and Cyber Attack) • Creation of a Formal Policy Manual (Operational and Administrative) • Call response review on -going ( Is it core policing?, How do we respond?) Implementation of a user fee for Outside agencies using SJPF facilities 93 Questions 11 94 PLANNING ADVISORY COMMITTEE January 28, 2021 The City of Saint ]ohn His Worship Mayor Don Darling and Members of Common Council Your Worship and Councillors: SUBJECT: Proposed Zoning By -Law Amendment 0 Eldersley Avenue (PID 00471359) On January 11, 2021, Common Council referred the above matter to the Planning Advisory Committee for a report and recommendation. The Committee considered the attached report at its January 26, 2021 meeting. A representative of the landowner was present at the meeting but chose not to speak. The Committee asked no questions of staff and no members of the public were present to speak. No letters were received regarding the application. The Committee moved staff recommendation unanimously. RECOMMENDATION: That Common Council rezone a parcel of land having an area of approximately 20,350 square metres, located at 0 Eldersley Ave, also identified as PID Number 00471359, from Environmental Protection (EP) to Rural (RU). 2. That Common Council, pursuant to the provisions of Section 59 of the Community Planning Act, impose the following conditions on the parcel of land having an area of approximately 20,350 square metres, located at 0 Eldersley Avenue, also identified as PID Number 00471359: (a) No development be permitted within any portion of the property that falls within a regulatory buffer surrounding a public drinking water supply. Page 1 of 2 95 City of Saint John 0 Eldersley Avenue January 28, 2021 (b) No development be permitted where permanent access cannot be achieved from Eldersley Avenue. (c) Written permission from Saint John Water, or its successor, must be provided should any access, temporary or otherwise, be sought or otherwise developed from Pipeline Road East. (d) The development and use of the parcel of land be in accordance with detailed building elevation and site plans, prepared by the proponent and subject to the approval of the Development Officer, illustrating the design and location of buildings and structures, garbage enclosures, outdoor storage, driveway accesses, vehicle and bicycle parking, loading areas, landscaping, amenity spaces, signs, exterior lighting, and other such site features; and (e) The above elevation and site plans be attached to the permit application for the development of the parcel of land. Respectfully submitted, Alex Weaver Crawford Chair Attachments Page 2 of 2 96 The City of Saint John Date: January 22, 2021 To: Planning Advisory Committee From: Growth & Community Services Meeting: January 26, 2021 SUBJECT Applicant: City of Saint John Landowner: Susan Michaud Location: 0 Eldersley Ave PID: 00471359 Plan Designation: Rural Resource Existing Zoning: Environmental Protection (EP) Proposed Zoning: Rural (RU) Application Type: Rezoning Jurisdiction: The Community Planning Act authorizes the Planning Advisory Committee to give its views to Common Council concerning proposed amendments to the Zoning By-law. Common Council will consider the Committee's recommendation at a public hearing on Monday, February 8, 2021. EXECUTIVE SUMMARY This application seeks to rezone a parcel of land from Environmental Protection (EP) to Rural (RU) and to thus correct an error made during the creation of the current zoning By -Law. The current Environmental Protection (EP) zone restricts new development. The proposed Rural Page 1 of 4 97 City of Saint John 0 Eldersley Ave January 22, 2021 (RU) zone allows for limited development, while other environmental regulations and requirements in the Zoning By -Law provide adequate oversight. RECOMMENDATION That Common Council rezone a parcel of land having an area of approximately 20,350 square metres, located at 0 Eldersley Ave, also identified as PID Number 00471359, from Environmental Protection (EP) to Rural (RU). 2. That Common Council, pursuant to the provisions of Section 59 of the Community Planning Act, impose the following conditions on the parcel of land having an area of approximately 20,350 square metres, located at 0 Eldersley Ave, also identified as PID Number 00471359: (a) No development be permitted within any portion of the property that falls within a regulatory buffer surrounding a public drinking water supply. (b) No development be permitted where permanent access cannot be achieved from Eldersley Avenue. (c) Written permission from Saint John Water, or its successor, must be provided should any access, temporary or otherwise, be sought or otherwise developed from Pipeline Road East. (d) The development and use of the parcel of land be in accordance with detailed building elevation and site plans, prepared by the proponent and subject to the approval of the Development Officer, illustrating the design and location of buildings and structures, garbage enclosures, outdoor storage, driveway accesses, vehicle and bicycle parking, loading areas, landscaping, amenity spaces, signs, exterior lighting, and other such site features; and (e) The above elevation and site plans be attached to the permit application for the development of the parcel of land. DECISION HISTORY No prior decisions of Saint John Common Council or of the Planning Advisory Committee relating to this site are currently accessible. ANALYSIS Proposal This application serves to correct an error made at the time of ZoneSJ's creation. Following consultation with the landowner, City staff suggest a reconsideration of the present Environmental Protection (EP) zone. This zone is usually intended only for publicly owned lands. In this instance, the zone presents barriers to private residential development on a Page 2 of 4 98 City of Saint John 0 Eldersley Ave January 22, 2021 privately owned parcel in an otherwise rural residential area. The proposed rezoning would allow for limited development, with several additional oversights remaining in place. The present application does not include a specific development proposal. Feedback from Saint John Water, an adjacent landowner, requires access to any future development be made from a parcel owned by the same landowner and fronting on Eldersley Ave. Site and Neighbourhood The land is situated near the corner of Eldersley Ave and Pipeline Road East. Access to the parcel is possible from an adjacent lot that fronts on Eldersley Ave. A section on the easternmost edge of the subject parcel lies within a 600m regulatory buffer surrounding the Municipal Water Supply at Latimore Lake. To the south, a portion of the property falls within the 30-metre buffer of a Provincially Regulated Wetland. A narrow strip of City -Owned land controls access to Pipeline Road East. This parcel was deeded to the City and a plan confirming this transfer was registered on February 5th, 1940. Adjacent lands are zoned Rural (RU), Rural Mixed Residential (RMX) and Rural Residential (RR). Development matches the typical makeup of rural residential areas in Saint John, with majority single family homes clustered near intersections and along roadways. Past iterations of the Zoning By -Law approached the subject site differently than the current By - Law. In 2014, the parcel was zoned `RS-1' or `One and Two Family Suburban Residential.' This former designation, as the name suggests, allowed residential development. Municipal Plan and Rezoning The land is designated as Rural Resource in Schedule A of the Municipal Plan. As is demonstrated in the attached policy analysis, the current land -use designation supports limited residential development. However, as the nature of the specific development proposal remains to be seen, it is possible that future applications may be brought to committee to suit the specific proposal made at that time. Both a past iteration of the Zoning By -Law and the current Municipal Plan support residential development at the site. Environmental Regulation While the current Environmental Protection (EP) zone seems to have been applied in the interest of maintaining a healthy buffer around a municipal water supply, only a very small portion of the easternmost edge of the property actually falls within the regulatory buffer. This, staff believe, was the impetus for the EP zone to be applied to the entire parcel. The majority of the parcel, however, falls outside of this regulated area and thus the EP zoning oversteps the intent of the zone. Further regulation applies along the south edge of the property, which falls within the 30m regulated buffer surrounding a Provincially Regulated Wetland. Feedback from the Provincial Page 3 of 4 99 City of Saint John 0 Eldersley Ave January 22, 2021 Department of the Environment and the Provincial Wetlands Biologist supports development of the site beyond this 30m buffer. Conclusion The proposed rezoning makes for little change beyond the possibility of limited residential development. As the existing zone was designated in error and a number of controls on development remain in place, there remains little cause not to permit such development, provided that proper reviews are made at the time of development. ALTERNATIVES AND OTHER CONSIDERATIONS No alterative recommendation was considered. ENGAGEMENT Proponent As this is a City staff -lead rezoning, the landowner has not needed to undertake any engagement. Public In accordance with the Committee's Rules of Procedure, notification of the proposal was sent to landowners within 100 metres of the subject property on January 14, 2021. The rezoning was posted on the City of Saint John website on January 15, 2021. APPROVALS AND CONTACT Author Manager/Senior Planner Commissioner Benjamin Peterson, MA, BA Mark Reade, P.Eng., MCIP, RPP Jacqueline Hamilton, MCIP, RPP Contact: Benjamin Peterson Telephone: (506) 650-0292 Email: benjamin.peterson@saintjohn.ca Map 1: Site Location Map 2: Aerial Photography Map 3: Zoning Map 4: Future Land Use Area Boundaries Attachment 1: Site Photography Attachment 2: Municipal Plan Policy Review Page 4 of 4 100 View of access parcel, fronting on Eldersley Ave. F k View of subject parcel looking East. Site Photography 0 Eldersley Ave — PID 00471359 View of subject parcel from Pipeline Road East. 4 View of subject parcel looking West. City of Saint John January 26, 2021 101 Attachment 1: Municipal Plan Policy Review 0 Eldersley Ave — PID 00471359 1-2: In considering amendments to the Zoning Bylaw or the imposition of terms and conditions, in addition to all other criteria set out in the various policies of the Municipal Plan, have regard for the following: a. The proposal is in conformity with the goals, policies and intent of the Municipal Plan and the requirements of all City bylaws; b. The proposal is not premature or inappropriate by reason of: i. Financial inability of the City to absorb costs related to development and ensure efficient delivery of services, as determined through Policy 1-7 and 1-8; ii. The adequacy of central wastewater or water services and storm drainage measures; iii. Adequacy or proximity of school, recreation or other community facilities; iv. Adequacy of road networks leading to or adjacent to the development; and v. Potential for negative impacts to designated heritage buildings or areas. c. Appropriate controls are placed on any proposed development where necessary to reduce any conflict with adjacent land uses by reason of: i. Type of use; ii. Height, bulk or appearance and lot coverage of any proposed building; iii. Traffic generation, vehicular, pedestrian, bicycle or transit access to and from the site; iv. Parking; v. Open storage; vi. Signs; and vii. Any other relevant matter of urban planning. d. The proposed site is suitable in terms of steepness of grade, soil and geological conditions, locations of watercourses, wetlands and susceptibility of flooding as well as any other relevant environmental consideration; e. The proposal satisfies the terms and conditions of Policy 1-5 related to timeframes and phasing of development; and f. The proposal meets all necessary public health and safety considerations. Staff Comment a. As the proposal is made to correct an error in the City's Zoning By -Law mapping, the proposal maintains the intent of the Municipal Plan and the Zoning By -Laws. b. The proposal is not premature or inappropriate by any of the reasons listed below. c. As the proposal does not include a specific development proposal, no such conflict exists at this time. Future developments remain subject to the requirements of the Zoning and Subdivision By -Laws. d. While a portion of the land falls within a regulatory buffer surrounding a Provincially Regulated Wetland, the vast majority of the site is not encumbered by any such development control or constraint. e. No such phasing is proposed. f. Any future unserviced development is required to conform to the standards and the requirements of the Technical Inspections Branch of the Department of Public Safety and the Department of Public Health relating to on - site servicing. 102 Attachment 1: Municipal Plan Policy Review 0 Eldersley Ave — PID 00471359 LU-97: A rezoning from Environmental Protection (EP) Consider permitting limited residential development to Rural (RU) permits limited residential development within the appropriate Rural in the Rural Resource Designation. Residential Resource designation. Future proposals will Development shall only be permitted on newly likely require further review and applications. created lots that have a minimum lot area of four (4) The site includes access to an existing public hectares (40,000 square meters) and have direct street. access to an existing public or private street. LU-98: Particularly where access is to be limited to an existing public street, residential use of the Consider permitting new residential development in property remains compatible with adjacent Rural Resource area provided that it demonstrates resource -related uses —particularly Saint John compatibility with existing resource related uses. Water's operations at Latimore Lake. 103 0 Eldersley Ave (PID 00471359) a I a�a� ❑ y ` o I Pipe=Line Q 0� o F Pipe Line o� N � e� a 1 /12/2021, 2:59:29 PM 1:4,514 Street Centrelines 0 215 41 811 ft Property Parcels 0 65 130 260 m Esri Community Maps Contributors, City of Saint John, Province of New Brunswick, Province of Nova Scotia, Esri, HERE, Garmin, INCREMENT P, METI/NASA, USGS, US Census Bureau, NRCan, Parks Canada 104 City of Saint John The City of Saint John I Esri Community Maps Contributors, City of Saint John, Province of New Brunswick, Province of Nova Scotia, Esri, HERE, Garmin, INCREMENT P, METI/NASA, USGS, US Census Bureau, NRCan, Parks Canada 0 Eldersley Ave (PID 00471359) 1 /12/2021, 3:00:46 PM 1:4,514 Street Centrelines 0 215 430 811 ft Property Parcels 0 65 130 260 m GeoEye, Maxar 105 City of Saint John The City of Saint John I GeoEye, Maxar 0 Eldersley Ave (PID 00471359) F. 2021-01-22 Property Parcels Zoning A RR RMX Ali RL 11 EP 106 O z t U 1:5,000 0 0.03 0.06 0.12 mi 0 0.05 0.1 0.19 km Esri Community Maps Contributors, City of Saint John, Province of New Brunswick, Province of Nova Scotia, Esri, HERE, Garmin, INCREMENT P, METI/NASA, USGS, US Census Bureau, NRCan, Parks Canada, Sources: Esri, Airbus IDS, USGS, NGA, NASA, CGIAR, N Robinson, NCEAS, NLS, OS, NMA, ALL JH \ i I LOW 001, 0 Eldersley Ave (PID 00471359) Planning Advisory Committee Presentation January 26, 2021 Growth & Community Services 108 SAINT JOHN To rezone a parcel of land from Environmental Protection (EP) to Rural (RU) to correct an error made at the time of Zone SJ's creation. No specific development proposal has been made at this time. 109 0 Eldersley Ave (PID 00471 359) 11120021. IM46 PM 1:4.514 Street Centrelines Property Parcels 0 215 430 89Da 0 65 130 260 m G—Y, )A— Cq d sa.,� bn The CRY d S." J h. I G-Ey, W— I Site & Neighbourhood i t �/ /•/ s F z. e 'aI—N =Syr 41 Pr r �. ,y .._ � �...sY,�' %f Pam.. A ,�' .. �, • � 1" R k _xAl *� Site & Neighbourhood .�♦ r`w J R,�iyy�Y� 5xj:,�t�"iL 4 �i aim M 1r16! , , Parch Viewed fro—mlntersec ion Site & Neighbourhood A W61 r R L �` �. r f W� s � �• .t e� 1 74 7E� AE. [ipl lFi V Parcel Viewe=rri Mpeline Road East Future Land Use I A 044 2021-02-01 o a.os a.oe aiz R: Future Land Use Rural Residential 0 OA6 a.1 Q19 bn Rural Resource Park and Natural Area `ten 8 Eldersle Ave (P I D 0 04 713 59) oz, ,-zz ,:ft,DM o CJ33 a.n* R12 mi 0 Property Parcels RR RU 1' ' 0 0 Om 0.1 W9bn I Current Zoning YEnkMA, UM US [tea ti wMnim Frr tip It— 6.4 RL EP W— w wry waAk wm+4 =OA w wb6.Nti MMOA NLA at WhK Engagement Letters were sent to all property owners within 100 metres of the subject property on January 14, 2021. The public notice was posted on the City's website on January 15, 2021. To date, no replies have been received from the public. Staff Recommendation 1. Rezone a parcel of land identified as PID Number 00471359, from Environmental Protection (EP) to Rural (RU). 2.In addition to the standard conditions, impose the following: (a)No development be permitted within any portion of the property that falls within a regulatory buffer surrounding a public drinking water supply. (b)No development be permitted where permanent access cannot be achieved from Eldersley Avenue. (c)Written permission from Saint John Water, or its successor, must be provided should any access, temporary or otherwise, be sought or otherwise developed from Pipeline Road East. 4z�- qy tTi S �� a A f q• SIG +I'� {; A ��iL WA" «� January 14, 2021 Dear Property Owner: Subject: Proposed Zoning By -Law Amendment 0 Eldersley Ave (PID 00471359) The Planning Advisory Committee will consider an application to rezone the above parcel from Environmental Protection (EP) to Rural (RU). City of Saint John staff have initiated the application to correct an error that was made at the time of the preparation of the current Zoning By -Law. While the proposed zone would allow for residential development, other oversight remains in place and no specific development proposal has been brought forward at this time. The Committee is interested in hearing the views of neighbouring property owners who might be affected by this proposal. If you wish to express your views, either in favour of or against the application, you can do so by submitting your comments by email or letter. Please direct comments to OneStop@saintjohn.ca. Signed letters can be sent to the Planning Advisory Committee c/o City of Saint John, Growth & Community Services, P.O. Box 1971, Saint John, NB, E2L 4L1. Comments should be received on or before Monday, January 251h, 2021. All submissions will be available to the Committee, the applicant, and anyone who may have an interest in the application. You may also wish to attend the Committee's meeting on Tuesday, January 26, 2021 at 6pm. The meeting will be held via videoconference. Please contact me for details on attending the meeting. The Committee's recommendation will be considered at a public hearing to be held by Common Council on Monday, February 8, 2021, at 6:30 p.m. Dependant on Public Health restrictions in place on the date of the Public Hearing, this meeting may be held in person or with a remote participation option via telephone or video conference. You may make additional representation at the public hearing. Any correspondence received by the Committee will be forwarded to Council. For details on how to participate in the public hearing, please contact the Common Clerk's Office at CommonClerk@saintjohn.ca in advance of the hearing to register. A copy of the report will become available on the City of Saint John website on Friday, January 22, 2021, in the Common Council section under Upcoming Meetings for the Planning Advisory Committee. If you have any questions regarding meetings, or if you are having trouble accessing the report, please contact me by phone at (506) 650-0292 or by email at benjamin.peterson@saintjohn.ca. Sincerely, Benjamin eterson, MA, BA Development and Research Coordinator Enclosure ,h�—�•P.O. Box 1971 C.P. 1971 Saint John, NB Saint John, N.-B. Canada E2L 411 Canada E2L 41-1 SAINT JOHN Page 1 of 1 www.s�iih�ohn.ca Le 14 janvier 2021 Objet : Proposition de changement de zonage dans le cas de la propriete site au 0, Eldersley Ave (PID 00471359) Madame/Monsieur, Le Comite consultatif d'urbanisme examinera une demande de changement de zonage dans le cas du lot susmentionne, de fagon a ce que le zonage en question passe de Protection de 1'environnement (PE) a Zone rurale (RU). Le personnel de la Ville de Saint John a entrepris cette demarche afin de corriger une erreur qui avait ete commise lors de la preparation de 1'arrete de zonage actuel. Le zonage actuel permettrait le developpement residentiel, mais d'autres controles restent en place et aucune proposition de developpement specifique n'a ete presentee pour ('instant. Le Comite aimerait connaitre le point de vue des proprietaires voisins qui pourraient titre concernes par cette proposition. Si vous souhaitez exprimer votre opinion, en faveur du changement de zonage ou contre celui-ci, vous pouvez le faire en soumettant vos commentaires par la poste ou par courriel. Les commentaires soumis par courriel doivent titre envoyes a I'adresse OneStop@saintjohn.ca. Les commentaires soumis par la poste doivent titre sous forme de Iettre signee et peuvent titre envoyes au Comite consultatif d'urbanisme, aux soins de la Ville de Saint John, Croissance et Developpement communautaire, C.P. 1971, Saint John (N.-B.) E21- 41-1. Les commentaires doivent titre reigus au plus tard le lundi 25 janvier 2021. Toutes Ies soumissions seront mises a la disposition du Comite, du demandeur et de toute autre personne interessee. Vous pouvez egalement assister a la reunion du Comite prevue pour le mardi 26 janvier 2021 A 18h. Cette reunion aura lieu par voie de videoconference. Veuillez me contacter par telephone ou par courriel pour savoir comment y assister. La recommandation du Comite sera examinee lors d'une seance publique du Conseil municipal, le 16 Wrier 2021, a 18 h 30. Selon les restrictions de la Sante publique en vigueur au moment de la seance, it se pourrait que celle-ci ait lieu en personne ou permette une participation a distance, par telephone ou par videoconference. Vous pourrez faire des commentaires supplementaires au cours de la seance publique. Toute correspondance regue par le Comite sera transmise au Conseil municipal. Pour savoir comment participer a la seance publique, vous pouvez contacter le bureau du greffier municipal par courriel, a I'adresse CommonClerk@saintjohn.ca, avant la seance publique, pour vous inscrire. ,h�—�•P.O. Box 1971 C.P. 1971 Saint John, NB Saint John, N.-B. Canada E2L 41 Canada E2L 41-1 SAINT JOHN Page 1 de 2 wwwsohn.ca Proprietaire 0 Ave Eldersley 14 janvier 2021 Une copie du rapport sera disponible sur le site web de la ville de Saint John le vendredi 22 janvier 2021, dans la section reservee au Conseil municipal, 6 la rubrique des reunions a venir du Comite consultatif d'urbanisme. Si vous avez des questions concernant les reunions, ou si vous avez de la difficulte 6 acceder au rapport, vous pouvez me contacter par telephone, au numero (506) 650-0292, ou par courriel, 6 I'adresse benjamin.peterson@saintjohn.ca. Cordialement, Benjami eterson, MA, BA Coordonnateur de la recherche et du developpement Piece jointe Page 2 de 2 121 0 Eldersley Ave (PID 00471359) a I a�a� ❑ y ` o I Pipe=Line Q 0� o F Pipe Line o� N � e� a 1 /12/2021, 2:59:29 PM 1:4,514 Street Centrelines 0 215 41 811 ft Property Parcels 0 65 130 260 m Esri Community Maps Contributors, City of Saint John, Province of New Brunswick, Province of Nova Scotia, Esri, HERE, Garmin, INCREMENT P, METI/NASA, USGS, US Census Bureau, NRCan, Parks Canada 122 City of Saint John The City of Saint John I Esri Community Maps Contributors, City of Saint John, Province of New Brunswick, Province of Nova Scotia, Esri, HERE, Garmin, INCREMENT P, METI/NASA, USGS, US Census Bureau, NRCan, Parks Canada 0 Eldersley Ave (PID 00471359) 1 /12/2021, 3:00:46 PM 1:4,514 Street Centrelines 0 215 430 811 ft Property Parcels 0 65 130 260 m GeoEye, Maxar 123 City of Saint John The City of Saint John I GeoEye, Maxar PROPOSED ZONING BY-LAW AMENDMENT RE: 0 ELDERSLEY AVENUE Public Notice is hereby given that the Common Council of The City of Saint John intends to consider amending The City of Saint John Zoning By-law at its meeting to be held in the Council Chamber at City Hall with a remote participation option on Monday, February 8, 2021, at 6:30 p.m., by: 1. Rezoning a parcel of land having an area of approximately 20347 square metres, located at 0 Eldersley Avenue, also identified as PID No. 00471359, from Environmental Protection (EP) to Rural (RU), as illustrated below. PROJET DE MODIFICATION L'ARRETE DE ZONAGE OBJET : 0, AVENUE ELDERSLEY Par les presentes, un avis public est donne par lequel le conseil communal de la ville de Saint John indique son intention d'etudier la modification suivante a I'Arrete de zonage de la ville de Saint John, Tors de la reunion ordinaire qui se tiendra dans la salle du conseil, a I'hotel de ville avec la possibilite de participation a distance, le lundi 8 fevrier 2021 6 18 h 30 : 1. Rezonage d'une parcelle de terrain d'une superficie d'environ 20347 metres carres, situee au 0, avenue Eldersley, egalement identifie comme NID 00471359, de Zone de protection de 1'environnement (EP) a Zone rurale (RU), comme le montre la carte ci-dessous. 124 REASON FOR CHANGE: To rezone the site from Environmental Protection (EP) to Rural (RU) in response to a mapping error made during the ZoneSJ initiative. For details on how to participate in the Public Hearing, to inspect the amendment, or to register to participate, please contact the Office of the Common Clerk at CommonClerk@saintjohn.ca. Saint John Common Council meetings can be viewed online at https://www.youtube.com/user/saintjohnweb. Written objections to the amendment may be sent to the undersigned at City Hall or via email at CommonClerk@saintjohn.ca. If you require French services for a Common Council meeting, please contact the office of the Common Clerk. Jonathan Taylor, Common Clerk (506) 658-2862 RAISON DE LA MODIFICATION: Changement de zonage, de Zone de protection de 1'environnement (EP) a Zone rurale (RU), en raison d'une erreur de cartographie commise dans le cadre de ('initiative ZoneSJ. Pour savoir comment participer a I'audition publique, inspecter la modification ou de vous inscrire pour participer, veuillez communiquer avec le bureau du greffier commun a I'adresse CommonClerk@saintjohn.ca. Les reunions du conseil communal de Saint John peuvent etre consultees en ligne A https://www.youtube.com/user/saintjohnweb. Veuillez faire part de vos objections au projet de modification par ecrit au soussigne a I'hotel de ville ou par courriel a I'adresse CommonClerk@saintjohn.ca. Si vous avez besoin des services en frangais pour une reunion de Conseil Communal, veuillez contacter le bureau du greffier communal. Jonathan Taylor, Greffier communal (506) 658-2862 125 BY-LAW NUMBER C.P. 1114 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 fifteenth day of December, A.D. 2014, is amended by: Rezoning a parcel of land having an area of approximately 20347 square metres, located at 0 Eldersley Avenue, also identified as PID No. 00471359, from Environmental Protection (EP) to Rural (RU). - all as shown on the plan attached hereto and forming part of this by-law. ARRETE NO C.P. 1114 ARRETE MODIFIANT L'ARRETE DE ZONAGE DE THE CITY OF SAINT JOHN Lors d'une reunion du conseil communal, The City of Saint John a decrete ce qui suit : L'arrete sur le zonage de The City of Saint John, decrete le quinze (15) decembre 2014, est modifie par: Rezonage d'une parcelle de terrain d'une superficie d'environ 20347 metres carres, situee au 0, avenue Eldersley, egalement identifie comme NID 00471359, de Zone de protection de 1'environnement (EP) a Zone rurale (RU). - toutes les modifications sont indiquees sur le plan ci-joint et font partie du present arrete. IN WITNESS WHEREOF The City of Saint John has caused the Corporate EN FOI DE QUOI, The City of Saint John Common Seal of the said City to be affixed a fait apposer son sceau communal sur to this by-law the X day of X, A.D. 2021 and le present arrete le X 2021, avec les signed by: signatures suivantes Mayor/Maire Common Clerk/Greffier communal First Reading - X Premiere lecture - X Second Reading - X Deuxieme lecture - X Third Reading - X Troisieme lecture - X 126 COMMON COUNCIL REPORT M &C No. 2021-031 Report Date February 02, 2021 Meeting Date February 08, 2021 Service Area Transportation and Environment Services His Worship Mayor Don Darling and Members of Common Council SUBJECT. Parking Meter and Traffic By-law Ticket Increase OPEN OR CLOSED SESSION This matter is to be discussed in Open session of Common Council AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Marc Dionne Marc Dionne I John Collin RECOMMENDATION Your City Manager recommends that Common Council: 1. Approve first and second reading of the amendment to the Traffic By -Law (MV-10.1) 2. Approve first and second reading of the amendment to the Parking By -Law (LG-8) EXECUTIVE SUMMARY The City's Sustainability Plan includes an initiative to generate additional revenue from an increase to parking ticket violations. Common Council has the authority to set the rate for ticket violations through a decision of Council and by-law amendments to the Parking Meter and Traffic By-law. An increase in parking tickets by $10 to the initial infraction is estimated to result in an additional $127,500 in revenue based on 2019 tickets issued. This proposed increase aligns with rates in Fredericton, Moncton, and Halifax. It is anticipated that approved parking ticket increases will be in effect as soon as possible. The Saint John Parking Commission is currently exploring opportunities for improvements to technology and internal administrative processes. 127 sa PREVIOUS RESOLUTION On May 4, 2020, the following resolution was passed: 1. Approve the implementation of the Sustainability Plan and all elements as presented to address the projected deficit of $10 Million through workforce adjustments (60%), revenue generation, service changes, and continuous improvement efforts in 2021 and 2022. 2. Direct the City Manager to return to Council as and when required for implementation plan approval, including any changes to bylaws, policies or Council guidance and direction. 3. Approve the implementation of Standby Sustainability Initiatives as prioritized to ensure the entirety of the deficit is addressed, inclusive of updated deficit figures, to balance the 2021 and 2022 general fund operating budget. On December 02, 2019, it was resolved by Council to approve M & C 2019-325: Parking Revenue — Sustainability item On October 7, 2019, it was resolved by Council to receive and file M&C 2019- 249: 'Sustainability: Addressing the Deficit 2021-2022. REPORT Parking Ticket Increase As part of the Council initiative, "Sustainability to Address the Deficit", there were four parking related initiatives, including an increase to parking ticket violations that received Council approval on May 4, 2020. While there remains three outstanding parking related initiatives to be implemented, the timing as it relates to the impacts from COVID will continue to be monitored and these initiatives will be implemented later in 2021. Common Council has the authority to set the amount for parking ticket violations through the approval of by-law amendments to the Parking Meter and Traffic By- laws. The last increase to the City's parking violations took place in 2012. The Saint John Parking Commission issues on average approximately 20,000 parking tickets annually for Parking Meter and Traffic By-law violations. In 2019, the Saint John Parking Commission generated over $600,000 in revenue from paid parking ticket violations. The number of Parking Meter violations have seen a decrease while Traffic by-law violations have remained relatively consistent. 128 -3- The City of Fredericton recently conducted a review with Stantec of their parking ticket violations and other parking related fees in April 2019. Benchmarking was completed as part of the review, and it shows that Saint John violations remain lower on average than other comparable cities, with the exception of Traffic By- law tickets in Halifax. Below are the current Parking Meter and Traffic By-law Violations: Meter By_Law Violations City Original Ticket Increase amount Summons amount Saint John $20 $25 (after 15 days) $50 Fredericton $25 $50 (after 20 days) $75 Moncton $30 $45 (after 20 days) $70 Halifax $25 No increase $61.60 Traffic By -Law Violations City Original Ticket Increase amount Summons amount Saint John $30 $40 (after 15 days) $65 Fredericton $50 $75 (after 20 days) $100 Moncton $45 No increase $75 Halifax $25 No increase $61.60 It is proposed that Common Council increase all Parking Meter and Traffic By-law violations by $10 for the initial infraction and by an additional $15 if the ticket remains unpaid at 16 days. Furthermore should the ticket be not paid after 30 days an additional increase of $15 will be applied. These by-law amendments should result in approximately $127,500 of additional annual revenue. Below is a revised schedule of infractions and their corresponding increases: Statue Violation Paid within 15 days Paid between 16 and 30 days Paid after 30 days Current Proposed Current Proposed Currert Proposed 11 7(3), 7(4) Expired Meter/Pay & Display 20 30 25 40 50 65 21 8(2) Overtime Parking/ Time Restricted Zones 30 40 40 55 65 So 21 5(3)(e ) No Parking Zone 30 40 40 55 65 so 2116(2), 16(3), 16(5), 16(6) Alternate Side Parking 3C 40 4C 55 65 So 21 5(6) Snow Ban Parking (South central) W 40 4C 55 65 $o 21 5(7) Snow Ban Parking (N.E.W) 30 40 40 55 65 80 21 5(3)(f) Official Parking (Authorized Vehicles Only) 30 40 40 55 65 Sa 2116(4) No Overnight Parking at Meters 30 40 40 55 65 $0 21 5(3)(d) Commercial Loading Zone 5cl 601 751 90 _0C 100 21 5(3)(g) Handicap Space '251 1251 1251 1251 125 125 21 5(3)(c lBuszone 1 5cl 601 751 901 100 100 129 -4- It is anticipated that approved parking ticket increases will be in effect as soon as possible. The Saint John Parking Commission is currently exploring opportunities for improvements to technology and internal administrative processes, through the use of Cloud based technologies. STRATEGIC ALIGNMENT The revenue realized through the Parking Revenue — Sustainability Item supports Council's Priority to be Fiscally Responsible by contributing to the overall Sustainability effort. F��:��1[�1�►P1�7dIP/_1P[�/_►��I�j���1��7�7 As part of the Sustainability initiatives, the proposed by-law amendments supports the financial wellbeing of the City of Saint John. It is anticipated that an increase in ticket violation amounts will generate approximately $127,500 annually. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS This By -Law amendment is part of the City's sustainability initiative. The sustainability team is aware of this submission. The General Counsel's office provided support and advice in the drafting of the By -Law amendments. ATTACHMENTS PARKING IN THE CITY OF SAINT JOHN, BY-LAW LG-8 TRAFFIC ON STREETS IN THE CITY OF SAINT JOHN, BY-LAW NUMBER MV-10.1 130 A BY-LAW TO AMEND A BY-LAW RESPECTING THE REGULATION OF PARKING IN THE CITY OF SAINT JOHN, BY-LAW NUMBER LG-8, AND AMENDMENTS THERETO ARRETE MODIFIANT L'ARRETE RELATIF A LA REGLEMENTATION DU STATIONNEMENT DANS THE CITY OF SAINT JOHN, ARRETE NUMERO LG-8, ET MODIFICATIONS AFFERENTES Be it enacted by the Common Council of Lors d'une reunion du conseil municipal, The City of Saint John as follows: The City of Saint John a decrete ce qui suit: A By-law of The City of Saint John entitled "A By-law respecting the Regulation of Parking in The City of Saint John, By-law Number LG-8" and amendments thereto, enacted on the 27th day of January, A.D. 2020, is hereby amended as follows: 1. Subsection 8(1) is repealed and replaced with the following: "8(1) The fee for the use of a parking space located on a street listed in Schedule "A" shall be not less than two dollars ($2.00) per hour and not more than two dollars and twenty-five cents ($2.25) per hour." Par les presentes, 1'arrete de The City of Saint John intitule « Arrete relatif a la reglementation du stationnement dans The City of Saint John, Arrete numero LG-8 » et modifications afferentes, decrete le 27' jour d'janvier 2020, est modifie comme suit: 1. Le paragraphe 8(1) est abroge et remplace par ce qui suit : 8(1) Les frais de stationnement pour Putilisation d'un emplacement de stationnement situe sur une rue mentionnee a 1'annexe « A » ne doivent pas etre inferieurs a deux dollars (2,00 $) 1'heure et pas plus de deux dollars et vingt-cinq cents (2,25 $)1'heure. » 2. Section 17 is repealed and replaced with 2. L'article 17 est abroge et remplace par ce the following: qui suit: "17 A person who violates a provision of this By-law is guilty of an offence and is liable upon summary conviction to a penalty of not less than ninety dollars ($90.00) and not more than one hundred and twenty-five dollars ($125.00)." 17 Toute personne qui contrevient a une des dispositions du present arrete est coupable d'une infraction et est passible sur condamnation sommaire d'une penalite minimale de quatre- vingt-dix dollars (90 $) et d'un montant maximal de cent vingt-cinq dollars (125 $). » 3. Subsection 18(2) is repealed and replaced 3. Le paragraphe 18(2) est abroge et with the following: remplace par ce qui suit: "18(2) (a) A person who violates any provision of this By-law may pay to the City within fifteen calendar days from the date of such violation an administrative penalty of thirty dollars ($30.00), and upon such payment, the person who committed the violation is not liable to be prosecuted 18(2) a) Toute personne qui contrevient a une disposition du present arrete peut payer a la municipalite dans un delai de quinze jours civils a compter de la date de ladite infraction, une penalite administrative de trente dollars (30 $), et une fois 1'amende payee, la personne n'est plus susceptible 131 therefor. (b) A person who violates any provision of this By-law may pay to the City an administrative penalty of forty dollars ($40.00) if payment is made more than fifteen calendar days after the date of the violation but within thirty calendar days of such violation, and upon such payment, the person who committed the violation is not liable to be prosecuted therefor. (c) A person who violates any provision of this By-law may pay to the City an administrative penalty of sixty-five dollars ($65.00) if payment is made more than thirty calendar days after the date of such violation but before conviction in the Provincial Court of New Brunswick, and upon such payment, the person who committed the violation is not liable to be prosecuted therefor." de poursuites judiciaires. b) Toute personne qui contrevient a une disposition du present arret& peut payer a la municipalit6 une p6nalit6 administrative de quarante dollars (40 $) si Famende est acquitt6e plus de quinze jours civils apr6s la date de l'infraction, mais dans les trente jours civils de ladite infraction, et une fois Famende payee, la personne n'est plus susceptible de poursuites judiciaires. c) Toute personne qui contrevient a une disposition du pr6sent arr6t6 peut payer a la municipalit6 une p6nalit6 administrative de soixante-cinq dollars (65 $) si 1'amende est acquitt6e plus de trente jours civils de la date de l'infraction, mais avant une d6claration de culpabilit6 a la Cour provinciale du Nouveau -Brunswick, et une fois 1'amende payee, la personne n'est plus susceptible de poursuites judiciaires. » IN WITNESS WHEREOF The City of Saint John EN FOI DE QUOI, The City of Saint John a fait has caused the Corporate Common Seal of the apposer son sceau municipal sur le pr6sent arr6t6 said City to be affixed to this by-law the day le 2021, avec les signatures of , A.D., 2021 signed by: suivantes Mayor / maire City Clerk / greffier de la municipalit6 First Reading - Premiere lecture - Second Reading - Deuxi&me lecture - Third Reading - Troisi&me lecture - 132 A BY-LAW TO AMEND A BY-LAW RESPECTING THE TRAFFIC ON STREETS IN THE CITY OF SAINT JOHN, BY-LAW NUMBER MV-10.1, AND AMENDMENTS THERETO ARRETE MODIFIANT L'ARRETE RELATIF A LA CIRCULATION DANS LES RUES DE THE CITY OF SAINT JOHN, ARRETE NUMERO MV-10.1, ET MODIFICATIONS AFFERENTES Be it enacted by the Common Council of Lors d'une reunion du conseil municipal, The City of Saint John as follows: The City of Saint John a d6cr&6 ce qui suit: A By-law of The City of Saint John entitled "A By-law respecting the Traffic on Streets in The City of Saint John, By-law Number MV-10.1" and amendments thereto, enacted on the 7th day of October, A.D. 2019, is hereby amended as follows: 1. Subsections 27(1) and 27(2) are repealed and replaced with the following: "27(1) Subject to subsection 27(2), any person who violates a provision of this By-law is guilty of an offence and is liable upon summary conviction to a penalty of not less than one hundred dollars ($100.00) and not more than one hundred and twenty-five dollars ($125.00). 27(2) Any person who violates paragraphs 5(3)(c), 5(3)(d), 5(3)(g), section 11, paragraph 16(1)(a), subsection 19(3) or 19(4) of this By-law is guilty of an offence and liable upon summary conviction to a penalty of not less than one hundred and twenty-five dollars ($125.00)." Par les pr6sentes, 1'arret6 de The City of Saint John intitul6 « Arret6 relatif a la circulation dans les rues de The City of Saint John, Arret& num6ro MV-10.1 » et modifications aff6rentes, d6cr&6 le 7e jour d'octobre 2019, est modifi6 comme suit: 1. Les paragraphes 27(1) et 27(2) sont abrog6s et remplac6s par ce qui suit : 27(1) Sous r6serve du paragraphe 27(2), toute personne qui contrevient a une des dispositions du pr6sent arr6t6 est coupable d'une infraction et est passible sur condamnation sommaire d'une p6nalit6 minimale de cent dollars (100 $) et d'un montant maximal de cent vingt-cinq dollars (125 27(2) Toute personne qui contrevient aux alin6as 5(3)c), 5(3)d), 5(3)g) a Particle 11, a 1'alin6a 16(1)a), aux paragrapher 19(3) ou 19(4) du present arr6t6 est coupable d'une infraction et est passible sur condamnation sommaire d'une p6nalit6 d'un montant minimal de cent vingt-cinq dollars (125 $). » 2. Subsection 28(2) is repealed and replaced 2. Le paragraphe 28(2) est abrog& et with the following: remplac6 par ce qui suit: "28(2) (a) A person who violates any provision of this By-law, other than paragraphs 5(3)(c), 5(3)(d), 5(3)(g), section 11, paragraph 16(1)(a), subsections 19(3) and 19(4), may pay to the City within fifteen calendar days from the date of such violation an administrative penalty of forty dollars ($40.00), and upon such 28(2) a) Toute personne qui contrevient a une disposition du pr6sent arret6, autre que celles pr&vues aux alin6as 5(3)c), 5(3)d), 5(3)g), a Particle 11, a 1'alin6a 16(1)a), et aux paragrapher 19(3) et 19(4), peut payer a la municipalit6 dans un d6lai de quinze jours civils a compter de la date de ladite infraction, une p6nalit6 133 payment, the person who committed the violation is not liable to be prosecuted therefor. (b) A person who violates any provision of this By-law, other than paragraphs 5(3)(c), 5(3)(d), 5(3)(g), section 11, subsection 16(1)(a), subsections 19(3) and 19(4), may pay to the City an administrative penalty of fifty-five dollars ($55.00) if payment is made more than fifteen calendar days after the date of the violation but within thirty calendar days of such violation, and upon such payment, the person who committed the violation is not liable to be prosecuted therefor. (c) A person who violates any provision of this By-law, other than paragraphs 5(3)(c), 5(3)(d), 5(3)(g), section 11, subsection 16(1)(a), subsections 19(3) and 19(4), may pay to the City an administrative penalty of eighty dollars ($80.00) if payment is made more than thirty calendar days after the date of such violation but before conviction in the Provincial Court of New Brunswick, and upon such payment, the person who committed the violation is not liable to be prosecuted therefor. (d) A person who violates paragraphs 5(3)(c), 5(3)(d), section 11, subsection 16(1)(a), subsection 19(3) or 19(4) may pay to the City within fifteen calendar days from the date of such violation an administrative penalty of sixty dollars ($60.00), and upon such payment, the person who committed the violation is not liable to be prosecuted therefor. (e) A person who violates administrative de quarante dollars (40 $), et une fois 1'amende pay6e, la personne West plus susceptible de poursuites judiciaires. b) Toute personne qui contrevient a une disposition du pr6sent arret6, autre que celles pr&vues aux alin6as 5(3)c), 5(3)d), 5(3)g), a Particle 11, a 1'alin6a 16(1)a) et aux paragrapher 19(3) et 19(4), peut payer a la municipalit6 une p6nalit6 administrative de cinquante-cinq dollars (55 $) si 1'amende est acquitt6e plus de quinze jours civils apr&s la date de l'infraction, mais dans les trente jours civils de ladite infraction, et une fois 1'amende pay6e, la personne nest plus susceptible de poursuites judiciaires. c) Toute personne qui contrevient a une disposition du pr6sent arr&6, autre que celles pr&vues aux alin6as 5(3)c), 5(3)d), 5(3)g), a Particle 11, a 1'alin6a 16(1)a) et aux paragrapher 19(3) et 19(4), peut payer a la municipalit6 une p6nalit6 administrative de quatre-vingts dollars (80 $) si 1'amende est acquitt6e plus de trente jours civils de la date de l'infraction, mais avant une d6claration de culpabilit6 a la Cour provinciale du Nouveau -Brunswick, et une fois 1'amende pay6e, la personne nest plus susceptible de poursuites judiciaires. d) Toute personne qui contrevient aux alin6as 5(3)c), 5(3)d), a Particle 11, a 1'alin6a 16(1)a) et aux paragraphes 19(3) ou 19(4), peut payer a la municipalit6 dans un d6lai de quinze jours civils a compter de la date de l'infraction, une p6nalit6 administrative de soixante dollars (60 $), et une fois 1'amende pay6e, la personne nest plus susceptible de poursuites judiciaires. e) Toute personne qui contrevient aux 134 paragraphs 5(3)(c), 5(3)(d), section 11, paragraph 16(1)(a), subsection 19(3) or 19(4) may pay to the City administrative penalty of ninety dollars ($90.00) if payment is made more than fifteen calendar days after the date of such violation but within thirty calendar days of such violation, and upon such payment, the person who committed the violation is not liable to be prosecuted therefor. (f) A person who violates paragraphs 5(3)(c), 5(3)(d), section 11, paragraph 16(1)(a), subsection 19(3) or 19(4) may pay to the City an administrative penalty of one hundred dollars ($100.00) if payment is made more than thirty calendar days after the date of such violation but before conviction in the Provincial Court of New Brunswick, and upon such payment, the person who committed the violation is not liable to be prosecuted therefor. (g) A person who violates paragraph 5(3)(g) may pay to the City an administrative penalty of one hundred and twenty-five dollars ($125.00), and upon such payment, the person who committed the violation is not liable to be prosecuted therefor." alin6as 5(3)c), 5(3)d), a Particle 11, a l'alin6a 16(1)a) et aux paragrapher 19(3) ou 19(4), peut payer a la municipalit6 une p6nalit6 administrative de quatre- vingt-dix dollars (90 $) si Famende est acquitt6e plus de quinze jours civils apr6s la date de Finfraction, mais dans les trente jours civils de ladite infraction, et une fois Famende pay6e, la personne n'est plus susceptible de poursuites judiciaires. f) Toute personne qui contrevient aux alin6as 5(3)c), 5(3)d), a Particle 11, a Falin6a 16(1)a) et aux paragraphes 19(3) ou 19(4), peut payer a la municipalit6 une p6nalit6 administrative de cent dollars (100 $) si Famende est acquitt6e plus de trente jours civils de la date de l'infraction, mais avant une d6claration de culpabilit6 a la Cour provinciale du Nouveau -Brunswick, et une fois 1'amende pay6e, la personne n'est plus susceptible de poursuites judiciaires. g) Toute personne qui contrevient a l'alin6a 5(3)g) peut payer a la municipalit6 une p6nalit6 administrative de cent vingt-cinq dollars, et une fois 1'amende pay6e, la personne n'est plus susceptible de poursuites judiciaires. » IN WITNESS WHEREOF The City of Saint John EN FOI DE QUOI, The City of Saint John a fait has caused the Corporate Common Seal of the apposer son sceau municipal sur le pr&sent arret6 said City to be affixed to this by-law the day le 2021, avec les signatures of , A.D., 2021 signed by: suivantes Mayor / maire City Clerk / greffier de la municipalit6 135 First Reading - Premiere lecture Second Reading - Deuxieme lecture Third Reading - Troisieme lecture 136 jBM -gN Parking Meter and Traffic By-La w Ticket Increase 08 February 2021 Saint John Parking C mmission Gommission sur le stationnement de Saint John SAINT JOHN 137 FY I - rDr.Lry M07WR fL,w Gm+emmr. An L-101%CJA a 07) Portal! I _AVIS BE PtKALnt (E,w to yw- k_lb, LN-d. My414�11A ToM T*. .bfi­ 1r04 � FnY1LE 9L' wf0n sGf.LaL HRTY5T6 Slt0t�ra� M AM@='AMM 10.Yt#�M81rV9 VMMN1� Mh�M WA wm a LxxiriA7l'Id✓'OIR tr�IwltCt[AFYIN PYd Ukm nrn tv"AT 1.yi r`e.l.ner..o-Ar.a � r>.Rak ew.ia �LY�.r, rr re..rr.w rt.wwo.l..Rr k wwllPkYn pY raM dM6rre�Yr' • prY.4mcr, rtmWY.M Y Ayar.�r..N1YY1ld IrpYF Y*�k rrtlgF.wkFs9.Fm •ru+ rktralc rnt'h+w •GY645E6E y1 Wf Nm'nLa .lanRAO YE PAALCN6R8 � meleYed Y h'Oe`y Vrrr.Ta a deM YeOwwRWaP.� pr LAY 6dOfL9�111FCiR�I.Elr1]mMl fr0N4nn2#t1'LLY BSOtcnk�+rnrrv! MnYEY . 9f�T1tTIYS � L'/�IFL�kAFi Ot. L Cm �rn YO{kOVMhiW 1[L W L'WRR C1iF1'FE �E 1"LYbCViWN LRa hNf:1T� k.A«.^d��a.1fYA.re.IncY t...rw.A'ai+apMYlrwL.w.l�b.1P���u'I rt rr C kW YWtAtrbHlL]d 41s�Yr�t���hM-M ft FUM leesYlr.A dktkYY YqM M H�a �..r� r d.t� P�Y.':MLok�kY Y rlWnwY V/alnd 1 Y 138 SAINT JOHN • The City's Sustainability Plan includes an initiative to generate additional revenue from an increase to parking ticket violations. • Common Council has the authority to set the rate for ticket violations through a decision of Council and by-law amendments to the Parking Meter and Traffic By-law. 139 3 • Parking tickets have not been increased since 2012 ➢9 years without an increase • Saint John Parking Commission issues approximately 20,000 tickets annually ➢Over $600,00 annually • A $10 increase to the initial ticket infraction, could potentially generate an additional $127,500 in revenue to the City. 140 P-- SAINT JOHN . Parking Meter By -Law Violations City Original Ticket Increase amount Summons amount Saint John $20 $25 (after 15 days) $50 Fredericton $25 $50 (after 20 days) $75 Moncton $30 $45 (after 20 days) $70 Halifax $25 No increase $61.60 Traffic By -Law Violations City Original Ticket Increase amount Summons amount Saint John $30 $40 (after 15 days) $65 Fredericton $50 $75 (after 20 days) $100 Moncton $45 No increase $75 Halifax $25 No increase $61.60 141 SAINT JOHN l E Violation Paid w1th1n 15 dap Paid be en 16and 30 d Paid after 30 days 20 PFOOVA 1 Ex i*d mj1jf} � oplay 30 =r 49 i• % L 0 1 wl Ow rUm P3rkifl Ij TWm W Mcted Zames 30 40 4D 55 so 40 55 �5 R 23 1 l jY vo1 Porkirij 00 40 21 Bm Parking JS&dh cemtra1 30 40 40 5 65 s7 21 5kw Rao M ng IN.E. 3a 40 AD ss 65 to 11 Oftil Pwkln Av riad VjhK1n x 40 4 _ 55 55.- 80 211601 No OvermigM Parkwg sL Miten 30 40 40 55 m 1 Sol 21 �]�d j Commuwl Loath 50 60 75 so 100 �— 100 11S13)) Hafwlwp Space 125 125 125 12S 1�51 125 1 50 N 75 N 142 SAINT JOHN 143 SAINT JOHN A BY-LAW TO AMEND A BY-LAW RESPECTING THE REGULATION AND LICENSING OF OWNERS AND OPERATORS OF VEHICLES FOR HIRE IN THE CITY OF SAINT JOHN ARRETE NO. M-12 ARRETE MODIFIANT L'ARRETE PORTANT REGLEMENTATION DES ACTIVITES DES PROPRIETAIRES ET EXPLOITANTS DE VEHICULES DE LOCATION ET DE L'OCTROI DE PERMIS AUX PROPRIETAIRES ET EXPLOITANTS DE VEHICULES DE LOCATION DANS THE CITY OF SAINT JOHN Be it enacted by the Common Council of Lors d'une reunion du conseil communal, The City of Saint John as follows: The City of Saint John a decrete ce qui suit : A By-law of The City of Saint John entitled "A By-law respecting the Regulation and Licensing of Owners and Operators of Vehicles for Hire in the City of Saint John", enacted on the 30t' day of July, A.D. 2018, is hereby amended as follows: Par les presentes, 1'arrete de The City of Saint John intitule « Arrete portant reglementation des activites des proprietaires et exploitants de vehicules de location et de 1'octroi de permis aux proprietaires et exploitants de vehicules de location dans The City of Saint John », edicte le 30 juillet 2018, est modifie comme suit: 1. Subsection 10(1)(i) is repealed and replaced with 1. Le paragraphe 10(1)(i) est abroge et remplace the following: par ce qui suit : "10(1)(i) in the case of a Taxicab, the motor vehicle, by reference to the Vehicle Identification Number (VIN) and any other identifying information, is at the time of licensing under this By-law: (i) in 2018, eight (8) years old or newer; (ii) in 2019, seven (7) years old or newer; (iii) in 2020 and all subsequent years, eight (8) years old or newer;" 10(1)i) dans le cas d'un taxi, le vehicule a moteur, en s'y referant par son numero d'identification du vehicule (NIV) et par toute autre information permettant de 1'identifier, a au moment oii le permis est delivre en vertu du present Arrete, (i) en 2018, au plus 8 ans; (ii) en 2019, au plus 7 ans; (iii) en 2020, et pour toute annee subsequente, au plus 8 ans; » 2. Subsection 12(1)(c) is repealed and replaced with 2. Le paragraphe 12(1)c) est abroge et remplace par the following: ce qui suit : (c) in the case of a Taxicab, ensure that the Taxicab is eight years old or newer having regard to paragraph 10(1)(i) hereof; (c) dans le cas d'un taxi, veille a ce que le taxi ait au plus huit ans, eu egard a 1' alinea 10(1)i); 144 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. 2021 signed by: Mayor /Maire EN FOI DE QUOI, The City of Saint John a fait apposer son sceau municipal sur le present arrete le 2021, avec les signatures suivantes : Clerk/ Greffier communal First Reading - January 25, 2021 Premiere lecture Second Reading - January 25, 2021 Deuxieme lecture Third Reading - Troisieme lecture - le 25 janvier 2021 - le 25 janvier 2021 145 COMMON COUNCIL REPORT M&C No. 2021-021 Report Date January 25, 2021 Meeting Date February 08, 2021 Service Area Growth and Community Services His Worship Mayor Don Darling and Members of Common Council SUBJECT. Sports Field, Arena Floor, and Tennis Rates — 2021 OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Amy McLennan Jacqueline Hamilton I John Collin Your City Manager recommends Common Council: 1. Approve the 2021 sports field, arena floor, and tennis rates, as presented in Table 3 of M&C Report 2021-021. 2. Approve the updated Outdoor Facility Allocation Policy, as attached to M&C Report 2021-021 (Attachment 'A'). EXECUTIVE SUMMARY Common Council approved Recreation Subsidization Policies (Attachment'B') on December 16, 2019. An incremental approach for the implementation of those policies was then outlined in M&C Report 2020-58 (Attachment'C') to Common Council on February 24, 2020. The 2021 sports field, arena floor, and tennis rates being recommended within this report reflect the second phase of that three-year iterative plan, with the intent of achieving full implementation of the policies in 2022. The rates in 2020 achieved 40% of the cost -recovery percentage targets outlined in the policies. While it was originally planned for the 2021 rates to result in achieving 70% of the targets, City staff are now recommending that to be lowered to a 60% implementation level given the current challenges our community is facing due to COVID-19. The final step of the iterative plan is to achieve 100% of the targets indicated in the approved policies by 2022. The additional revenues resulting from these 146 IRAN proposed rate increases would contribute to the City's projected deficits, as identified in the approved Sustainability Plan. Updates to the Outdoor Facility Allocation Policy are being recommended, as highlighted in the attachment to this report (Attachment 'A'). The proposed updates are primarily related to dates, contact information, and the addition of a specific cancellation deadline for summer field bookings in lieu of the 'Mass Cancellation Fee'. REPORT Background — An Incremental Approach Common Council approved Recreation Subsidization Policies on December 16, 2019, which bring a new vision for cost recovery in the usage of City -owned recreational facilities. The policies highlight the goal of achieving a new balance between individual user fees and taxpayer investment in the delivery of recreational services, while also reflecting appropriate cost -recovery percentages for various user categories. For example, Play SJ recommends that youth recreational participation should be prioritized; therefore, that category has a cost -recovery target of only 60% once full implementation of the policies has occurred. During the development of the policies, City staff also determined that only 50% of operational costs should be used as the base for calculating cost -recovery for sports fields and arena floors. This decision to apply the cost -recovery percentages to only half of the actual costs was made to ensure the rates for these recreational facilities were still priced at a level that remained competitive in the market. While the immediate implications of the new policies will result in an increase in fees for user groups, the longer -term objective is to offer reliable, consistent, and high -quality recreational facilities to citizens and user groups. The policies were discussed at a consultation session City staff held on January 16, 2020 with sports facility user groups. Some groups expressed concerns that the facility rental fees resulting from these new policies would be unaffordable to their organization and membership. City staff heard those concerns and recommended an incremental approach to implementation over a three-year timeframe (2020-2022) in a report to Common Council February 24, 2020. The incremental approach to implementation is intended to provide more time for user groups to adjust to the rates associated with the new policies. A partial (40%) implementation of the Recreation Subsidization Policies was reflected in 147 am the approved 2020 sports field, arena floor, and tennis rates. The recommended rates for 2021 were originally planned to reflect a level of 70% implementation; however, given the current challenges our community is facing related to COVID- 19, it is felt that should be decreased to a 60% implementation level. A 100% implementation would be planned for 2022. It should be noted that the City of Saint John continues to support the P.R.O. Kids program, which offers financial support to youth in need. This program aims to ensure all youth in Greater Saint John have the opportunity to participate in positive recreation opportunities, regardless of potential financial barriers. 2021 Rental Rates In alignment with the revised incremental approach, a 60% implementation of the policies cost -recovery targets is reflected in the proposed 2021 rates. For example, instead of achieving 90% cost recovery from adults as described in the Recreation Subsidization Policies, 54% cost recovery would be achieved. The following table shows the recommended overall cost -recovery structure for 2021, in comparison with what was done in 2020 and what is planned for 2022: Table 1: Modified 2020 2021 2022 Cost Recovery 40% 60% 70% by User Category Implementation Implementation Implementation Adult Residents 36% 54% 90% Youth Residents 24%* 36% 60% School Teams 24% 36% 60% (from Saint John schools) Tournaments 24% 36% 60% For -Profit Businesses 40% 60% 100% *33% used for Arena Floor Youth rate in 2020, as cost recovery was already at that level in 2019. Given the anomalies associated with the overall usage of recreational facilities in 2020 due to the pandemic, the 2019 usage levels were used as inputs to determine hourly costs as part of the 2021 rental rate calculations. It should also be noted that the overall annual operating costs associated with sports fields have decreased from 2020 to 2021 by approximately $200,000, which is primarily a result of continuous improvement initiatives that were implemented as part of the City's overall Sustainability Plan. The City has also worked toward HM -4- the rightsizing of facilities, as outlined in Play SJ. These initiatives and cost reductions contribute to mitigating increases to rental rates. It should be noted that the City will be investing over $1.5 million in operating costs in 2021 for the three facility types listed below. Even with the recommended rate increases, the taxpayer investment into recreational facilities remains significantly higher than the projected revenues yielded from user fees (see 'Service and Financial Outcomes' section for projected revenues for 2021). Total operational costs associated with the various types of recreation facilities for 2020 and 2021 are outlined in the following table: Table 2: 2020 and 2021 Operational Costs for Recreation Facilities Facility Type 2020 2021 Sports Fields $1,393,873 $1,195,591 Tennis $10,000 $10,000 Arena Floors $115,000 $115,000 The following table displays the 2020 approved recreation facility rental rates, what the rates would have been at a 70% implementation level of the policies, as well as the recommended 2021 rates based on the revised level of 60% implementation: Table 3: Recommended 2021 Recreation Facility Rental Rates* 2020 2021 Facility Approved Rates at 70% Recommended Type Category Hourly Rates Implementation Hourly Rates (+ HST) (+ HST) (+ HST) Field ClassA — Adult $39.00 $65.50 $56.00 Field Class A — Youth $17.00 $28.00 $24.00 Field Shamrock Artificial — $66.00 $98.00 $97.00 Adult Field Shamrock Artificial — $40.00 $68.00 $59.00 Youth Field Class B —Adult $26.00 $45.50 $38.00 Field Class B — Youth $6.25 $12.25 $9.00 Field ClassA — Adult $17.00 $28.00 $24.00 Tournament Field Class A — Youth $17.00 $28.00 $24.00 Tournament 149 SIE Field Shamrock Artificial — $40.00 $68.00 $59.00 Adult Tournament Field Shamrock Artificial — $40.00 $68.00 $59.00 Youth Tournament Field Class B —Adult $6.25 $12.25 $9.00 Tournament Field Class B —Youth $6.25 $12.25 $9.00 Tournament Arena Floor Adult $40.00 $71.17 $61.00 Arena Floor Youth $33.00 $47.45 $40.67 Shamrock Courts l-5—Adult $8.00 $17.32 $14.84 Tennis Shamrock Courts 6-8—Adult $5.00 $10.39 $8.91 Tennis Shamrock Courts l-5—Youth $5.00 $11.54 $9.90 Tennis Shamrock Courts 6-8—Youth $3.00 $6.93 $5.94 Tennis *Note: Recommended hourly rates are based on an overall average of 60% level of implementation for achieving cost -recovery targets for the various categories of users. Due to differences in facilities, the recommended rates for Class 'A' and Shamrock Artificial fields are above the average, while Class 'B' fields are below the average. Tennis rates have also been prorated based on the number of courts being booked. COVID-19 Implications The City of Saint John wants to ensure the safety of the community during this ongoing pandemic. As such, City staff would like to make note of the following: • The City of Saint John will remain in full compliance with any Mandatory Orders from the Province. City operations at recreational facilities will be in accordance with COVID-19 operational plans and all user groups of those facilities will be required to develop and adhere to their own COVID-19 operational plans as well. • Should the Province announce at any time during the season that the region is in the 'Red' phase, the City of Saint John will accept cancellations and provide full refunds to user groups for any bookings that were scheduled to take place within that 'Red' phase timeframe. All revenues indicated in this report are estimates only and have the potential to fluctuate significantly should COVID-19 impact the usage levels of recreational facilities. Mitigating Financial Impacts to User Groups Implementation of the Recreation Subsidization Policies over multiple years provides opportunities for user groups and City staff to continue to work together to mitigate the resulting financial impact to user groups while ensuring 150 sM Council's Recreation Subsidization Policies adequately contribute to the 2021 and 2022 deficits. User groups can pursue cost -mitigation opportunities in several ways, such as: Increasing use of City facilities — Greater number of hours that City facilities are booked allows the cost -recovery targets to be spread out over more utilized hours, resulting in lower per hour rental rates. Seeking sponsorship — Some user groups already offset some of their costs with sponsorship funding. Opportunities to increase sponsorship could and should be explored. 3. Community management —User groups can be working with the City to assume some facility maintenance responsibilities. Note that safety risks, the City's integrated maintenance resources, and field allocation implications need to be considered if options are explored. 4. Increasing registration fees — User groups may increase participation or require their participants to pay higher program registration fees to cover the increased facility rates. With the City's incremental implementation of Council policies, user groups may choose to do the same in relation to increasing their registration fees over a number of seasons. The City will continue to seek other revenue generation and cost -mitigation opportunities that will also reduce costs to both user groups and City taxpayers, including: Continuous Improvement and Sustainability Plan Initiatives — Recent initiatives have resulted in an approximate reduction of $200,000 in annual operational costs for sports fields from 2020 to 2021. 2. Room/Storage Rentals — The City has clubhouses, rooms, and canteens at various facility complexes. City staff has begun work on identifying opportunities to rent these spaces more consistently and for an appropriate fee. This would decrease the amount of funding needed from hourly rentals. Shared Facility Advertising — City staff are developing a process whereby revenues from advertising at facilities would be shared with the user group that secures it, benefiting that group and reducing revenues needed from hourly rentals for all user groups. In addition to the above, it should be noted that the City is continuing to pursue regional cost -sharing opportunities, which is one option to address the current subsidization of non-resident use of City -owned recreational facilities by City taxpayers. 151 -7- Outdoor Facility Allocation Policy Updates The recommended updates to the Outdoor Facility Allocation Policy are highlighted in an attachment to this report. The proposed changes are primarily related to the annual updating of dates, as well as changes to contact information based on the City's organizational restructuring. Also, in lieu of a 'Mass Cancellation Fee', a specific cancellation deadline is being recommended for summer field bookings. This is to allow more time to recoup revenue through alternate bookings during that high -demand season. PREVIOUS RESOLUTION December 16, 2019 — RESOLVED that as recommended by the City Manager in the submitted report M&C 2019-332: Recreation Subsidization Policies - Sustainability Item, Common Council endorse the Recreation Subsidization Policies as described in M&C 2019-332: • 50% Modified Cost Recovery Value for fields and arena floor • 90% Modified Cost Recovery from Adult Residents • 70% Modified Cost Recovery from Senior Residents • 60% Modified Cost Recovery from Youth Residents • 60% Modified Cost Recovery from School Teams from schools based in Saint John • 60% Modified Cost Recovery from Tournaments • 100% Modified Cost Recovery from Non -Residents • 100% Modified Cost Recovery from For Profit Businesses February 24, 2020 — RESOLVED that as recommended by the City Manager in the submitted report entitled M&C 2020-58: Summer 2020 Sports Fields, Arena Floor, and Tennis Rates Common Council approve the Summer 2020 Sports Fields, Arena Floor, and Tennis Rates presented in Table 2 of M&C 2020-58; and approve the updated Outdoor Facility Allocation Policy, attached to M&C 2020- 58. STRATEGIC ALIGNMENT This report aligns with the following Council Priorities: Vibrant, Safe City; Valued Service Delivery; and Fiscally Responsible. FUaIr4WAT" 1��►��1I_�L��I��C��1��L 7 The following table indicates the 2021 projected revenues based on the recommended rental rates, the projected revenues if the 2020 cost -recovery percentages were utilized, and the differences between the two: 152 WE Table 4: 2021 Proiected Revenues vs. Revenues at 2020 Cost-Recovery Percentaees Projected Revenues Facility Type 2021 Projected Revenues at 2020 Attributable to Revenues* Cost -Recovery Recommended Percentages Increases Sports Fields $257,586 $183,906 $73,680 Tennis $3,657 $2,670 $987 Arena Floors $25,885 $17,541 $8,344 TOTAL $287,128 $204,117 $83,011 *2021 Projected Revenues are estimates based on 2019 usage levels. They do not factor in any potential impacts of the ongoing pandemic or other unknowns that may affect usage in 2021. Given the recommended change from a 70% level of implementation of the Recreation Subsidization Policies to an implementation level of 60%, there will be a revenue shortfall that will result. That shortfall will need to be offset by other goods and services expenditures in the overall operating budget. It should also be noted that the Recreation Subsidization Policies contribute to the deficits in 2021 and 2022 as part of the City's overall Sustainability Plan. In the event a decision were to be made not to proceed with the recommendations to increase rates, alternate options would need to be explored to address the projected $83,011 shortfall. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS The City of Saint John Finance Department has reviewed this report and input was also provided by the Parks and Recreation Department. Staff are also engaging with user groups to advise them of the recommended approach for 2021. ATTACHMENTS Attachment 'A'— Recommended updated 'Outdoor Facility Allocation Policy' Attachment'B' — Recreation Subsidization Policies Details Attachment 'C' — M&C 2020-58: Summer 2020 Sports Fields, Arena Floor, and Tennis Rates 153 Play0 Recre,ta� li aIaUZ•]1a011Z141 OUTDOOR FACILITY ALLOCATION POLICY (including arena floor rentals) • Baseball/softball diamonds and sports fields open on the Friday before the Victoria Day long weekend in May (May 21, 2021), weather permitting. • Emera Artificial Turf Field opens April 1, 2021, (potential for earlier dependent on the weather). 2. FIELD CLOSINGS • Baseball/softball diamonds close on September 5, 2021. • Memorial 1 and 2, Harry Stephenson, and Charlie O'Brien will remain open until the second weekend in October to accommodate high school and fall adult league play. • Multi -use sports fields will close on the second weekend in November. • Emera artificial turf field at Shamrock Park will close the second weekend in November. Staff will close the field earlier/cancel bookings in the event of a large snowfall prior to the set closure date. The field may be opened upon request, weather permitting. 3. CURFEW • All fields with lighting must end play by 12:00 midnight, as lights cannot be left on any later than this time per City bylaw. 4. OFF-SEASON ARENA OPENINGS/CLOSINGS • Arenas will be open for arena floor bookings beginning Monday, April 15, 2021. • Arenas floors are closed for the season on September 20, 2021, unless stated otherwise. 5. TENNIS COURT OPENINGS/CLOSINGS • Opening of the tennis courts is weather dependent and will be at the discretion of Parks and Recreation staff, (April or May). • Closing of the tennis courts is weather dependent and will be at the discretion of Parks and Recreation staff, (mid- to late -October). 154 6. PRIORITY SCHEDULING PROCESS The City of Saint John will allocate outdoor facilities (and arena floors) according to the following priorities: 1. City of Saint John Programs and Special Events. • Priority may be given to City of Saint John sponsored Special Events (Provincial & National Sporting events), dependent on the scope. 2. Youth Associations, Organizations, and Groups. • Non-competitive and Competitive Youth Groups will be non-profit and based in the City of Saint John. • Will be established providers of quality sport and recreation programs for youth. • Membership in the group will be made up predominantly of City of Saint John residents. • Youth Associations, Organizations, and Groups must also: ■ Be guided by a constitution and bylaws ■ Have an auditable financial statement ■ Be affiliated with a Sport Governing Body ■ Have an elected board of directors • Non-competitive and Competitive Youth Associations, Organizations, and Groups may be required to produce evidence that the above conditions are met. 3. New Brunswick Department of Education and School Districts. • Publicly funded schools recognized by the Province of New Brunswick as an educational institution, located in the City of Saint John. • Membership in the group will be made up predominantly of City of Saint John residents. • When schools are booking Department of Education owned fields, they will receive first priority until 5pm for practices and full priority for games, providing that booking deadlines are met. 4. Adult Associations, Organizations, and Groups. • Purpose of the Association, Organization, or Group is to involve individuals in recreation and sport. • Membership in the group will be made up predominantly of City of Saint John residents. 5. Commercial and Occasional Users. • For -profit organizations or individuals that use ice time with the intent of generating positive net income. 2 155 7. RESIDENCY REQUIREMENTS The City of Saint John recognizes the tax -based contributions provided by its residents toward the development and operation of recreational facilities. The City of Saint John also recognizes that residents will always receive priority over non-residents; therefore, it shall be the guideline of the City of Saint John to require applicant groups to demonstrate that a minimum of 75% of their total membership are residents of Saint John in order to be placed in the allocation priorities. Those groups who do not meet the 75% requirement will be placed in order of residency rate in the allocation process in their respective sections. Groups that are not based within the City of Saint John and have zero Saint John residents will be booked last overall. The City of Saint John reserves the right to impose residency requirements or limitations on field applicants where field capacity is restricted (i.e., where demand outweighs supply). 8. RESIDENCY INFORMATION The City of Saint John reserves the right to request that applicant groups submit to Parks and Recreation their membership lists from the current year including participants' telephone numbers and addresses, for review. If membership lists are not provided within the specified timeframe, it will be assumed that 100% of the members from the applicant group are non-residents. All information submitted will not be shared and is for verification of residency only. 9. DEADLINES FOR FIELD REQUESTS AND CONFIRMATION Applications Deadline Contracts out Contracts Signed & Returned Spring 2nd Friday in February Last Friday in February 2nd Friday in March Summer 3rd Friday in March Last Friday in March 2nd in Friday in April Fall 15Y Friday in June 3rd Friday in June Last Friday in June 10. TOURNAMENTS/SPECIAL EVENTS Any groups wishing to use City fields for a tournament should contact 658-4455 or email recandparks@saintjohn.ca to make -the necessary arrangements: a) Fundraising organizations will receive a 100% discount off the tournament rate with proof of being a Registered Charity. b) Groups fundraising for a Registered Charity (donating all proceeds of the tournament) will receive a 50% discount once the City of Saint John has been provided a receipt from the Registered Charity confirming the donation. Pictures of cheque donations are not accepted. 156 c) In order to schedule a tournament, a $200 deposit will be required to hold the date; the balance is due 7 days after the booking has been confirmed. Cancellation by the user without 45 days' notice will result in loss of the deposit; for cancellation without 30 days' notice, the user will be required to pay 50% of the billed amount less the deposit. d) Tournaments must be paid in full prior to booking. e) Rentals are not confirmed until all applicable fees are paid in advance of usage, an invoice is signed, and appropriate insurance documents have been provided (or insurance has been purchased through the City carrier). f) Any groups planning on serving food (example: BBQ or Food Truck) where canteen operators are already in place need to gain approval from the Parks and Recreation Department. Canteen operators have the catering contract for that sporting facility and must be contacted prior to the tournament for approval or cooperative vending. Groups disregarding this policy will be charged a non-compliance fee. g) When booking field time, please take into account the time required for set up and take down. h) Bases are not provided at the fields. i) Included in the rental is the first lining of the field. Any additional lining will need to be requested and additional fees applied. 11. BOOKING A FIELD All initial seasonal field booking and tournament requests must be submitted by completing an APPLCATION FOR SPORTSFIELDS FIELDS, ARENA FLOOR, TENNIS COURTS or TOURNAMENT/EVENT REQUEST form. These forms can be found online (www.playsi.ca), and will be sent out to all documented users at the beginning of each season. Requests will not be taken via email. For rainout rebookings, please call 658-4455 with the following information: group name/contract number, field/date/time you had booked, and what date you are looking to reschedule to. 12. SERVICE FEE BILLS Facility invoices must be signed, (acknowledging fee payment) and returned to the City of Saint John prior to use. Payments are due payable by the dates listed below. Failure to pay your bill will result in your future field time being cancelled. This policy will be strictly followed. Late payment fees will apply. Previous years contracts must be paid in full before new field bookings are allocated. *Tournaments must be paid in full prior to booking. Season 50% Payment Due Remaining Balance Spring Last Friday in April 1 week after last scheduled booking for the season Summer Last Friday in June Fall First Friday in October 157 13. CANCELLING USE OF FIELDS IN INCLEMENT WEATHER Parks and Recreation reserves the right to cancel scheduled usage of City fields due to inclement weather. Sports fields in the City of Saint John will be considered UNPLAYABLE if any of the following conditions exist: 1. Visual ponding of water on the surface of the field/diamond. 2. Water sponging up around your feet when walking on the field/diamond. 3. The time of year and the cumulative amount of stress on the field/diamond. Staff understands how important it is for groups to play their scheduled games; therefore, staff will make every effort possible to prepare fields for scheduled play by the 3:00 pm (City fields) deadline. Parks and Recreation has a recorded message regarding City field closures, which you should call if the weather is inclement: 652-PLAY (7529). If weather conditions deteriorate after the 3:OOpm deadlines and your group is at a field where the above criteria exist, you are asked NOT to play the field. Please notify the City of Saint John in the event you do not use the field due to weather, so your invoice can be adjusted accordingly. This needs to be done in a timely matter. Cancellation due to weather will not be accepted at the end of the season. Please note: No two fields drain the same way and some fields are prone to holding standing water more than others. In this case, these fields may remain closed while others may be cleared for play. Also note that our fields will generally drain less water in early spring and fall when the water table tends to be higher than the summer months; therefore, field closures may be more frequent at these times. Experience has shown that most turf damage occurs when fields are overused or when fields are used during unplayable conditions. Please help keep our fields safe and playable. Other Factors to be Considered There are some situations when staff will consider factors other than the existing standing water on a field, water sponging around their feet, or the time of year when judging a field's playability. These factors include the following considerations: • Championship game of a tournament or playoff season • The game involves a team from out-of-town that has left for Saint John or has already arrived • A high -profile event (Provincials, Eastern Canadians, Nationals) It would be appreciated if you would contact 658-4455 if you will not be using your field or your season has come to a close. This information is communicated to City maintenance staff. 158 14. USER CANCELLATION PROCEDURE Users are expected to give adequate notice of cancellation to allow staff the opportunity to resell field time. Failure to do so will result in the user group being charged full price. Cancellations for past field time will not be accepted. Elimination series will be exempt from cancelation deadlines. Season Cancellation due date Spring 5 business days' notice Summer Third Friday in June (5 business days' notice until due date) Fall 5 business days' notice 15. INDEMNIFICATION AND INSURANCE REQUIREMENTS The user must, at all times, keep in force and in effect a Comprehensive General Liability insurance policy. A copy of the insurance certificate must be presented to the City of Saint John before the scheduled field time, with the following requirements being met: a) Minimum limits of two million ($2,000,000) b) The City of Saint John added as "Additional Insured" c) A cross liability clause d) The insurers will give thirty (30) days' notice of cancellation of this policy to the City of Saint John. If any group does not have the required insurance coverage, it can be purchased through the City of Saint John's insurance carrier for a nominal rate. 16. GROUP REPRESENTATION In order for the City of Saint John to effectively serve their customers, all groups are asked to elect no more than two representatives to serve as liaison between the City of Saint John and their group. All communications between the group and the City should, at all times, be channelled through each group's representatives. 17. ADVERTISEMENT AT FACILITIES Individuals/groups wishing to display signage at our outdoor facilities must first obtain approval from the Parks and Recreation Department. Sign dimensions, colours, material, location, and message should be taken into consideration and approved. All approved signage is required to be installed by City staff and installation fees applied. 159 18. CONCESSIONS The City of Saint John establishes agreements with specific providers to operate the concession stands at the Memorial Field, Forest Hills, and Shamrock Park; therefore, no other concessions are allowed to be set up on City property without proper consent from the concession operator and the City of Saint John. 19. ADDITIONAL FEE/INFORMATION • Please make it a habit to bring your contract to the field with you to avoid any confusion regarding field bookings. • Respect and adhere to scheduled time limits. • After field use, it is required that all trash be picked up and placed in the proper receptacles. Special attention should be focused on the team area. Please return all equipment from where it was found; do not drag goals or equipment. Please report any field issues or concerns to the City of Saint John at 658-4455 or email recandparks@saintjohn.ca. • The City does not provide bases at any fields. • If any league or team representative has a special request for field maintenance services, please call 658-4455. • Field opening and closing dates may change on a per field basis depending on maintenance and resting needs. • Please draw league schedules and playoffs to fit within the dates indicated. • Effort will be made to schedule the artificial turf field (Emera Field) as to provide as many user groups as possible with access to the field. Groups may be asked to change field requests to accommodate this process. • Emera Artificial Turf Field - to protect the field surface and avoid conflict between users, we ask all groups, officials, and spectators to be aware of the following forbidden items, and conditions of field use. Coaches are responsible for the conduct of their team. A. Prohibited on Field: ■ Glass ■ Fireworks ■ Pets ■ Seeds ■ Sharp objects (do not make turf punctures with stakes, pins, metal cleats) ■ Flavoured drinks (colourless water ONLY) ■ Unauthorized vehicles ■ Bare feet ■ All spectators must remain outside of the fences in area. 7 160 B. Cleats/Footwear: Molded plastic cleats not exceeding 2 inches, turf shoes, or running shoes are permitted. All players must clean their cleats from dirt before walking on the field. Metal cleats and screw in plastic cleats are forbidden. Home teams must notify away teams of these rules. 20. ADDITIONAL OUTDOOR FACILITY FEES Charge Fee NSF $25 Late Payment Fee $50 - Team *additional $25 per week payment is late $200- League *additional $25 per week payment is late Reinstatement Fee $200 Previous account has gone unpaid and sent to collections. *User must follow the delinquent account payment terms. If adhered to terms, the reinstatement fee will be returned. Delinquent Account • 25% of invoice is due prior to first booking, (applied to accounts that were delinquent the year • 25% due within first quarter of season, previous) . 25% due halfway through season, and • 25% (remainder) due three quarters of the way through season. Non -Compliance $50 per week, to a maximum of $200 if they (request for residency information) never submit, plus will not be eligible for priority bookings the following year. Field Tournament Deposit $200 Non -Booking Fee Cost of field rental + $50 (groups using field without booking) Field Clean Up $50 first time offense $100 any recurring offenses Field Double Bookings Offender shall pay the cost of the other team's booking, plus $50. Void Key Deposit Return $100 Repeat infractions may result in loss of key privileges. Ballfield/Softball Lining $75 (5 business days' notice is required. Late requests may be subject to additional fees. Lining services are available during regular working hours.) Multipurpose Field Lining $250.00 (5 business days' notice is required. Late requests may be (Soccer/Lacrosse/Field Hockey/Rugby) subject to additional fees. Lining services are available during regular working hours.) $400.00 (Football) Mound Installation $500 Signage Installation TBD 161 ATTACHMENT'B' Recreation Subsidization Policies Details As outlined in 'M&C 2019-332: Recreation Subsidization Policies - Sustainability Item', December 16, 2019: WHEREAS over -arching principles in development of policy is important, the following are recommended for Parks & Recreation service subsidization, • Subsidize all City taxpayers to a degree because each already pay taxes toward the use of Parks & Recreation facilities, • Ensure consistency in cost recovery between the various facilities, • Employ a commonly used practice of having differential cost recovery targets relative to adults, youth, and seniors, given relative community benefits received, and • Consider taxpayer affordability, particularly in relation to contributing to Sustainability for the years 2021 and 2022. WHEREAS costs to operate and maintain some Parks & Recreation facilities are significantly high and where significant negative impact on demand would result with application of the full cost recovery value; • A modified cost recovery value may be calculated and used in the place of the full cost recovery value; WHEREAS a modified cost recovery value is justified for ball fields and floor use of arenas; • The modified cost recovery value for ball fields and floor use of arenas shall be 50% of full cost recovery, WHEREAS City taxpayer investment in Parks & Recreation Services as described in AppendixA of this report represents approximately 10% of the residential tax base in the City of Saint John; • Generally, an Adult City of Saint John resident shall be subsidized by 10% and pay 90% of the full or modified operating cost when a user fee is applied to a Parks & Recreation Service, WHEREAS Seniors have contributed to the quality of life we now enjoy, may benefit from social interaction opportunities, and may face financial burdens, justifying their greater level of subsidization; • Generally, a Senior (65 years or older) City of Saint John resident shall pay 70% of the full or modified operating cost when a user fee is applied to a Parks & Recreation Service, 162 ATTACHMENT'B' Recreation Subsidization Policies Details WHEREAS Youth are our future community leaders where access to recreation opportunities can assist in learning teamwork, confidence, and other important life skills, justifying their greater level of subsidization; • Generally, a Youth City of Saint John resident (18 years or younger) shall pay 60% of the full or modified operating cost when a user fee is applied to a Parks & Recreation Service, WHEREAS education improves employment opportunities, develops a skilled workforce contributing to the economy of the City of Saint John, and educational institutions add to the cultural fabric of our community; • Generally, teams of City of Saint John based schools in the Anglophone and Francophone School Districts, University of New Brunswick, and New Brunswick Community College, where generally more than 75% of participants of teams of said schools are Saint John residents, shall pay 60% of the full or modified operating cost when a user fee is applied to a Parks & Recreation Service, WHEREAS City of Saint John Parks & Recreation facilities can and do host tournaments that draw significant numbers of visitors to the City from significant distances who overnight in City hotels, motels, etc. and/or use City restaurants contributing to our economy; • Generally, tournaments held at City Parks & Recreation venues where more than 20% of the participants are from outside the Greater Saint John Region shall pay 60% of the full or modified operating cost when a user fee is applied to a Parks & Recreation Service, WHEREAS Non -Residents have the opportunity to receive subsidization from their fellow taxpayers toward Parks & Recreation Services they choose to enjoy within the Greater Saint John Region, including within the City of Saint John; • Generally, a Non -Resident shall pay 100% of the full or modified operating cost when a user fee is applied to a Parks & Recreation Service, WHEREAS for -profit businesses that may benefit financially by enjoying subsidized use of City Parks & Recreation facilities; • Generally, for -profit businesses renting space at City Parks & Recreation facilities shall pay 100% of the full or modified operating cost when a user fee is applied to a Parks & Recreation Service, 163 ATTACHMENT'B' Recreation Subsidization Policies Details WHEREAS it is recognized third parties may and do operate City of Saint John owned Parks & Recreation facilities where user fees are charged; • Third party operators of City of Saint John owned Parks & Recreation facilities are requested to align with policies described in M&C 2019-332, WHEREAS subsidization of a wider range of Parks & Recreation related activities and infrastructure important to the community that do not necessarily align within defined scope of specific City service areas is justified and needs to be transparent and limited within defined resource levels; • The City's Community Grants Program and Land for Public Purposes Fund shall be the primary sources to provide financial and in -kind support for community recreation initiatives, events, and infrastructure improvements, WHEREAS to reallocate subsidization of some activities that have in the past been subsidized by City service areas that more appropriately align within scope of the Community Grants Program, where there is community benefit in continuing to support these activities; • A $40,000 increase to the Community Grants Program budget shall be considered for the 2020 General Fund Operating Budget by Common Council for the purposes described in M&C 2019-332. 164 COUNCIL REPORT M&C No. M&C 2020-58 Report Date February 20, 2020 Meeting Date February 24, 2020 Service Area Transportation and Environment Services His Worship Mayor Don Darling and Members of Common Council SUBJECT. Summer 2020 Sports Field, Arena Floor, and Tennis Rates OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Tim O'Reilly Michael Hugenholtz I John Collin RECOMMENDATIONS Your City Manager recommends Common Council: i. approve the Summer 2020 Sports Fields, Arena Floor, and Tennis Rates presented in Table 2 of M&C 2020-58, and 2. approve the updated Outdoor Facility Allocation Policy, attached to M&C 2020-58. EXECUTIVE SUMMARY The recommended Summer 2020 Sports Fields, Arena Floor, and Tennis Rates are the first of a 3-year iterative plan to implement the Recreation Subsidization Policies, approved by Common Council in December 2019. The rates proposed in 2020 achieve 40% of the cost recovery percentage targets in the policies. Contemplated equivalent increases in 2021 and 2022 would result in achieving 70% of the policy targets in 2021 and 100% of the approved policy targets in 2022. The additional revenues in 2021 and 2022 resulting from the rate increases would contribute to the projected deficits in each of these two years as a Sustainability Initiative. The 3-year implementation plan also allows measures by the City and user groups to mitigate the financial impact to these groups. To remain consistent with the Ice Allocation Policy, City staff are recommending an addition to Section 15 of the Outdoor Facility Allocation Policy. Limit and Conditional Coverage for physical and sexual abuse is proposed to be required for organizations/groups dealing with youth 18 years and under. The updated Policy is attached to this report for Council endorsement. 165 Ira PREVIOUS RESOLUTION On December 16, 2019, via M&C 2019-332, Common Council approved the following Recreation Subsidization Policies: • 50% Modified Cost Recovery Value for fields and arena floor • 90% Modified Cost Recovery from Adult Residents • 70% Modified Cost Recovery from Senior Residents • 60% Modified Cost Recovery from Youth Residents • 60% Modified Cost Recovery from School Teams from schools based in Saint John • 60% Modified Cost Recovery from Tournaments • 100% Modified Cost Recovery from Non -Residents • 100% Modified Cost Recovery from For Profit Businesses REPORT An Incremental Approach to Implementing Approved Recreation Subsidization Policies Common Council's approved Recreation Subsidization Policies were among the content discussed at a meeting City staff held on January 16, 2020 with sports facility user groups. Some of these groups during and following the meeting indicated the facility rental fees they would need to pay to align with Council's new policies would be unaffordable to their organization and membership. City staff have heard these concerns. Staff's goal is to work with these user groups in an attempt to maintain their sustainability while at the same time reaching the policies and required contributions to the City's 2021 and 2022 projected deficits. In short, it's will be about balance. One way staff propose to attain this goal is to implement the approved Recreation Subsidization Policies in an incremental approach over a three-year time frame (2020-2022). The incremental approach allows the user groups to adjust to the policy over a longer period of time while allowing City staff to work with these groups on mitigating measures, such as those described further in this report. Recommended Plan for 2020 City staff is recommending a partial (40%) implementation of the Recreation Subsidization Policies in 2020. For example, instead of achieving 90% cost recovery from adults as described in the policy, 36% cost recovery is being recommended for 2020. The recommended recovery goals for 2020 would be as follows: 166 am • 36% Modified Cost Recovery from Adult Residents • 28% Modified Cost Recovery from Senior Residents • 24% Modified Cost Recovery from Youth Residents • 24% Modified Cost Recovery from School Teams from schools based in Saint John • 40% Modified Cost Recovery from For Profit Businesses Table 1 below compares the modified cost recovery percentages for sports fields (ball diamonds and multipurpose fields) and arena floor if the 2019 rates were applied in 2020 versus applying the goals described in the preceding paragraph. Table 1: Comparison of Modified Cost Recovery % for sportsfields, arena floors, and tennis between 2019 and 2020 rates Facility Type Modified Cost Recovery % if 2019 rates used* Modified Cost Recovery % with use of staff's recommendations for 2020 Field Youth 23% 24% Field Adults 35% 36% Arena Floor Youth 33% 33%** Arena Floor Adults 33% 36% Tennis Youth 0% 24% Tennis Adults 0% 36% * To remain consistent with December 2019 Council report and for comparison purposes, Cost Recovery Percentages based on 2020 Operating Budget, no changes in demand, and implementation of some Sustainability Initiatives. ** Modified Cost Recovery percentage is already at 33% and therefore is proposed to remain for 2020 Table 2 below displays the 2019 approved recreation facility rental rates as well as staff's recommended 2020 recreation facility rental rates based on the recommended recovery goals for 2020: Table 2: City Staff Recommended 2020 Recreation Facility Rental Rates Facility Type Category 2019 Approved Hourly Rates (+ HST) 2020 Recommended Hourly Rates (+ HST) Field Class A Adult Hourly $36.73 $39.00 Field Class A Youth Hourly $16.43 $17.00 Field Shamrock Artificial Adult Hourly $64.57 $66.00 Field Shamrock Artificial Youth Hourly $39.57 $40.00 Field Class B Adult Hourly $24.25 $26.00 Field Class B Youth Hourly $5.43 $6.25 Field Class C Adult Hourly $22.10 N/A* 167 -4- Field Class C Youth Hourly $4.78 N/A* Field Class A Adult Tournament** $36.73 $17.00 Field Class A Youth Tournament** $16.44 $17.00 Field Shamrock Artificial Adult Tournament** $64.57 $40.00 Field Shamrock Artificial Youth Tournament** $39.57 $40.00 Field Class B Adult Tournament** $24.25 $6.25 Field Class B Youth Tournament** $5.44 $6.25 Field Class C Adult Tournament** $22.10 N/A* Field Class C Youth Tournament** $4.78 N/A* Arena Floor Youth $32.78 $33.00 Arena Floor Adults $32.78 $40.00 Shamrock Tennis Court 1-5 Youth $0.00 $5.00 Shamrock Tennis Court 6-8 Youth $0.00 $3.00 Shamrock Tennis Court 1-5 Adults $0.00 $8.00 Shamrock Tennis Court 6-8 Adults $0.00 $5.00 *note there are no Class C fields in 2020. St. Peter's ballfield is maintained to a Class B standard and therefore is being reclassified accordingly. ** note in 2020 as per policy, 20% of participants in a tournament must be from outside Saint John region for this rate to be applicable Update on Implementation of 100% Modified Cost Recovery from Non - Residents Policy The Recreation Subsidization Policies endorsed by Common Council in December 2019 require that Saint John resident users of City recreation facilities should benefit from City taxpayer subsidies (i.e., taxpayer funds used to keep facility rental costs lower, below full cost recovery). Non-residents should contribute 100% of the modified or full cost recovery rates. Implementation of this Policy can be achieved in various ways, as staff previously discussed with Council, including the following options: 1. Subsidized Rental Rates with Non -Resident User Fee via Recreation Cards, 2. Full Modified Cost Recovery Rates with City Resident Rebates, or 3. A Regional Solution. The Regional Management Task Force, initiated with Part Two of Sustaining Saint John: A Three Part Plan, is still working toward regional service and cost sharing opportunities. A report from this Task Force is expected in the coming months. Citv staff is not recommending implementation of Option 1 nor Ootion 2 for the 2020 summer season (sports fields, tennis, arena floor). Subsidized hourly rates, provided for the benefit of both residents and non-residents are being recommended for the season. This delay will provide the Regional Management Task Force with several more months to seek a regional solution (Option 3). Staff's recommendation also reduces financial barriers to user groups and their membership in line with staff's overall recommended incremental approach -5- City staff plan to return to Common Council in the next few months seeking approval of rental rates relative to the Recreation Subsidization Policies for the 2020-2021 arena ice season. In conjunction with this process, City staff would also return to Council with recommendations to implement cost recovery targets from non-resident users, depending on the outcomes of the Regional Management Task Force's recommendations. Mitigating Financial Impacts to User Groups with Implementing Approved Recreation Subsidization Policies Implementation of the Recreation Subsidization Policies over multiple years provides opportunities for user groups and City staff to continue to work together to mitigate the resulting financial impact to user groups while ensuring Council's Subsidization Policies adequately contribute to the 2021 and 2022 deficits. User groups can pursue opportunities in several ways, such as: 1. Increasing use of City facilities — Greater number of hours that City facilities are booked allows the cost recovery targets to be spread out over more utilized hours, resulting in lower per hour rental rates. 2. Seeking sponsorship — Some user groups already offset some of their costs with sponsorship funding. Opportunities to increase sponsorship could and should be explored. 3. Community Management — User groups can be working with the City to assume some facility maintenance responsibilities. Note that safety risks, the City's integrated maintenance resources, and field allocation implications need to be considered as options are explored. 4. Increasing participation rates or registration fees — User groups may increase participation or require their participants to pay higher registration fees to cover the increased facility rates. With the City's incremental implementation of Council policy, user groups may choose to do the same in relation to increasing their registration fees over a number of seasons. The City will continue to seek other revenue generation and cost mitigation opportunities that will also reduce costs to both user groups and City taxpayers such as: Continuous Improvement Initiatives — such as a recent change in the City's field line -marking process that will save $10,000.00 annually. Room/storage rentals — The City has clubhouses, rooms, and canteens at various facility complexes. There is an opportunity to more consistently rent these spaces for an appropriate fee that would decrease the amount of funding needed from hourly rentals. 169 sM Shared facility advertising — City staff are developing a process whereby revenues from advertising at facilities would be shared with the user group that secures it, benefiting that group and reducing revenues needed from hourly rentals for all user groups. Additional opportunities would be available for City arenas. These will be discussed in a subsequent Council report. Facility Rate Comparisons with other Regional and Atlantic Canadian Jurisdictions Adequately comparing Saint John's recreation facility rental rates with rates charged in other jurisdictions is difficult and can easily lead to misinterpretations. Through jurisdictional scans, City staff has been unable to find sufficient examples of rental rates being charged relative to cost recovery policies. Absent comparison to cost recovery percentages, it is not possible to identify the level of taxpayer subsidization that a community chooses to invest. For an extreme example, there is some evidence in other jurisdictions where a user group is not charged at all for some use of recreation facilities, meaning that period of use is 100% subsidized. Further, there are variations in how jurisdictions charge for use of facilities. As examples: • the 2019 rate for equivalent class A field in the City of Fredericton was $35.17 + HST per hour, but add an additional $70.00 + HST fee for lights per game was charged, and • the City of Miramichi charged a flat rate of $200.00 per team for an class A field for the season in 2019. As reported in December 2019, the Halifax Regional Municipality (HRM) completed a study in early 2019 that developed recreation facility rental rates based on cost recovery policy. HRM Council subsequently directed staff in February 2019 to defer the implementation of any or all fee changes until the 2020-2021 fiscal year to allow time for further review and potentially a staggered approach to implementation. That being said, their work introduced the opportunity for a more complete benchmarking exercise using factors such as inventory of facilities, hours of use per facility, and associated operating costs. It should be noted, however, that there were additional factors that do not allow for a direct comparison of their rates with those of Saint John. Examples of differences include: the scope of operating costs applied; incremental service costs for users (e.g., lighting fees); and, an average full -cost recovery rate quoted in their report (current 100% cost -recovery rates for Halifax range from $102.83/hour for Class 'A' fields, down to $30.76/hour for Class fields). The overarching principles used for the setting of rental rates in HRM are that they are to be based on cost recovery, they consider similar services offered by comparator providers, and that there are no dramatic increases over current rates, using a staggered approach if required. 170 -7- PLANNING FOR 2021 and 2022 City staff are contemplating continuing beyond 2020 the theme of an incremental approach to reaching Council's approved Recreation Subsidization Policies. The goal of this plan is to reach the associated cost recovery targets by 2022. Building off of the 2020 cost recovery goals, with Council's support of City staff recommendations in this report, the plan would be to implement two equivalent cost recovery percentage increases in 2021 and 2022 as shown in Table 3 below. This continued incremental approach provides more time for user groups to adapt to associated rate increases impacts. Table 3: Suggested Modified Cost Recovery for 2021 and 2022 Facility Type Recommended 2020 Modified Cost Recovery % Currently Suggested Modified Cost Recovery % for 2021 Currently Suggested Modified Cost Recovery % for 2022 Field Youth 24% 42% 60% Field Adults 36% 63% 90% Arena Floor Youth 33% 42% 60% Arena Floor Adults 36% 63% 90% Tennis Youth 24% 42% 60% Tennis Adults 36% 63% 90% Click here to enter test. STRATEGIC ALIGNMENT This Report aligns with all four of Council's priorities of Growth & Prosperity, Vibrant Safe City, Valued Service Delivery, and Fiscal Responsibility. SERVICE AND FINANCIAL OUTCOMES Table 4 below includes the 2020 Budgeted versus Projected Revenues as a result of the recommended 2020 rates and the 3-year proposed incremental plan to reach Council's approved Subsidization Policies by 2022. Table 4: 2020 Budgeted versus 2020 Projected Revenues Facility Type 2020 2020 Projected approximate budgeted projected increase in revenues in revenues revenues 2020 compared to budget Sportsfields $162,758 $179,000 $16,000 Tennis $0 $2,000 $2,000 Arena Floor $19,200 $20,000 $1,000 171 WE TOTAL $19,000 INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS City staff from Finance & Administrative Services and the Sustainability Team provided input for this report. Consultation Session January 16, 2020 City staff continues its commitment to consult with user groups who rent the City's recreation facilities as the City works to achieve Sustainability. City staff invited user groups who rent City arenas, ball fields, and Shamrock tennis courts to a meeting on January 16, 2020. Several topics related to Sustainability were discussed at this meeting including Council's approved Recreation Subsidization Policies and resulting potential impacts to rental rates. The overall consultation session took place over just short of a three-hour timeframe, with a great deal of dialogue among those in attendance. Comments made by the user groups were numerous and provided invaluable input for staff. Although the full meeting minutes of the session were documented by staff for future reference, some of the general themes that arose are summarized here, as they relate to this report. Those in attendance at the session generally understood the City's financial challenges, as well as the fact that the Recreation Subsidization Policies had been approved by Common Council. That being said, there were concerns expressed by many around the long-term viability of their organizations with the increased costs of rental rates. Some felt they may not be able to continue to operate, which would result in a loss of volunteers, as well as a lost opportunity to invest in young athletes, which could not be recuperated down the road. A series of questions and comments were under the theme of comparison with other municipalities; staff expressed that very few models utilizing cost -recovery targets exist for comparison. There were several questions concerning comparisons specifically with Halifax; details along that theme were provided earlier on in this report. There were also comments requesting that additional funds be invested with the goal of maintaining City fields to a higher standard, with comparisons made to other areas. Staff pointed out that Saint John is in a unique financial situation with regard to how much can be invested in recreation as a municipality. Common Council will be briefed by staff in subsequent reports on feedback received during and following the meeting relating to other topics. 172 VM Feedback from Saint John Alpines The Saint John Alpines submitted a letter on Common Council's January 27, 2020 meeting agenda, which is attached to this report and was referred to the City Manager. City staff have consulted specifically with representatives of the Saint John Alpines on a number of occasions, including subsequent to the letter referred to the City Manager in January 2020. City staff appreciate the uniqueness of the Saint John Alpines organization, such as: • The high costs to the team associated with maintaining a high caliber competitive team and the travel involved (all their competition is outside the Saint John region, closest being in Fredericton), • Field rates represent the third greatest cost to the organization, and therefore increases impact their ability to remain competitive and sustainable, • They recognize Memorial Hardball field is underutilized compared with other City ball diamonds given its configuration, • As their Senior Alpines team is just one team, there is concern over limitations to rate increase costs on a per -participant basis, • Sponsorship is already a significant revenue stream to offset their organizations' costs, and • With all competition being in other municipalities, the level of subsidization of field costs vary, which can introduce varying financial pressures to league teams, including the Alpines. City staff presented the Saint John Alpines representatives with the the three- year plan to implement Council's Subsidization Policies, and the interim mitigating measures described in this report. Although they welcome and plan to participate in pursuing mitigating measures described in this report, further rate increases reaching the full cost recovery policies would prove to be challenging. ATTACHMENTS Saint John Alpines letter submitted to Common Council January 27, 2020 Updated Outdoor Facility Allocation Policy for approval 173 F 11111111111"7- iw�' Aft, v pp� j OP'- *Ai%44 4% 2 71 T; j ''LOW "am 010 w Sports Field, Arena Floor, and Tennis Rates - 2021 February 8,, 2021 SAINT JOHN 174 • December 16, 2019 — Common Council approved Recreation Subsidization Policies. • January 16, 2020 — User group consultation session held, during which new policies were discussed. • February24, 2020—Incremental approach for implementation of policies outlined in report to Common Council and 2020 rates approved accordingly. • February 8, 2021— Recommending rates in accordance with approved Recreation Subsidization Policies and in alignment with a revised incremental approach. 175 P-- SAINT fOHN • 50% Modified Full Cost Recovery Value for Fields and Arena Floors • 90% Modified Cost Recovery from Adult Residents • 70% Modified Cost Recovery from Senior Residents • 60% Modified Cost Recovery from Youth Residents • 60% Modified Cost Recovery from School Teams • 60% Modified Cost Recovery from Tournaments • 100% Modified Cost Recovery from Non -Residents • 100% Modified Cost Recovery from For -Profits (Approved December 16, 2019) 176 r� SAINT fOHN Original recommendation: • 2020-40% level of implementation • 2021— 70% level of implementation • 2022 — 100% level of implementation Revised recommendation: • 2020-40% level of implementation • 2021— 60% level of implementation • 2022 — 100% level of implementation 177 P-- SAINT fOHN Modified Cost Recovery % by User Category Adult Residents Youth Residents School Teams (from Saint John schools) Tournaments For -Profit Businesses 36% 24%* 24% 24% 40% 54% 36% 36% 36% 60% 90% 60% 60% 60% 100% *33% used for Arena Floor Youth rate in 2020, as cost recovery was already at that level in 2019. 178 p_­ SAINT fOHN Field Field Class A — Adult $39.00 $56.00 Class A — Youth $17.00 $24.00 Shamrock Artificial — Adult $66.00 $97.00 Shamrock Artificial — Youth $40.00 $59.00 Class B — Adult $26.00 $38.00 Class B — Youth $6.25 $9.00 179 SAINT [OHN MWClass A — Adult Tournament $17.00 $24.00 Class A — Youth Tournament $17.00 $24.00 Shamrock Artificial — Adult $40.00 $59.00 Tournament Shamrock Artificial — Youth $40.00 $59.00 Tournament Class B — Adult Tournament $6.25 $9.00 Class B — Youth Tournament $6.25 $9.00 180 SAINT [OHN Recommended Rates — Arena Floor / Tennis Facility Type Arena Floor Arena Floor Shamrock Tennis Shamrock Tennis Shamrock Tennis Shamrock Tennis Category 2020 Approved Hourly Rates (+ HST) 2021 Recommended Hourly Rates (+ HST) • Only 50% of annual operational costs are used as the base for calculating cost -recovery for sports field and arena floor bookings. • 2021 rates were originally planned to reflect a level of 70% implementation; however, a revised 60% implementation level is being recommended. • The City of Saint John continues to support the P.R.O. Kids program, which offers financial support to youth in need throughout Greater Saint John. 182 P_­ SAINT fOHN User groups can pursue opportunities such as: 1. Increasing Use of City Facilities 2. Seeking Sponsorship 3. Community Management 4. Increasing Registration Fees The City will continue to explore revenue generation and cost mitigation opportunities, including: 1. Continuous Improvement and Sustainability Plan Initiatives 2. Room/Storage Rentals 3. Shared Facility Advertising 183 P-- SAINT fOHN • The City of Saint John will remain in full compliance with any Mandatory Orders from the Province. • City operations at recreational facilities will be in accordance with COVID-19 operational plans. • All user groups of City facilities will be required to develop and adhere to their own COVID-19 operational plans. • Should the Province announce the region is in `Red' phase, the City will accept cancellations for bookings that were scheduled to take place within that `Red' phase timeframe. • All projected revenues have the potential to fluctuate significantly should COVID-19 impact usage levels. 184 P-- SAINT fOHN Recommended updates include: • Annual updating of dates related to season openings/closings and applications; • Changes to contact information based on the City's organizational restructuring; and • Addition of a specific cancellation deadline for summer field bookings, in lieu of a `Mass Cancellation Fee'. 185 P-- SAINT fOHN 1. Approve the 2021 sports field, arena floor, and tennis rates, as presented in Table 3 of M&C Report 2021-021. 2. Approve the updated Outdoor Facility Allocation Policy, as attached to M&C Report 2021-021 (Attachment `A'). 186 P-- SAINT fOHN r COMMON COUNCIL REPORT M&C No. 2021-022 Report Date January 28, 2021 Meeting Date February 08, 2021 Service Area Growth and Community Services His Worship Mayor Don Darling and Members of Common Council SUBJECT. Civic Commemoration: Honouring Abraham Beverley Walker OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Kate Wilcott Jacqueline Hamilton I John Collin Your City Manager recommends Common Council: Direct staff to engage stakeholders and community group for the purpose of creating a process and timeline that would bestow recognition of Abraham Beverley Walker's contribution to the City of Saint John. 2. Direct staff to establish a Civic Commemoration Committee by early 2022 that, through the implementation of a consultation and communications plan, would prepare a policy, application, and guidelines addressing public street and place names, street name changes, and commemorations in Saint John with the intent to promote inclusion and diversity. EXECUTIVE SUMMARY The City of Saint John has a long history of naming streets, parks, and other assets after prominent residents, both living and posthumously. Many of these residents were community leaders in business, community development, politics, or contributed to other areas of note in Saint John. As the City strives to be more inclusive and represent the diversity of our growing community and the history of its residents, it is important to recognize all citizens who have contributed to our rich culture and evolution, as well as demonstrate a sympathetic leadership approach in addressing both historical and current contexts. In June 2020, Mr. Peter Little approached staff regarding Abraham Beverley Walker. Mr. Walker was the first black lawyer in Canada and practiced law in Saint 187 sa John. To honour him on the 1701h anniversary of his birth, and in celebration of Black History Month in February, City staff would like to work with local community groups to recognize his contribution to the City. The same month, Council received a letter from Mr. Eric Muir with a request to change the names of Ludlow Street and Winslow Street. Ludlow was the first mayor of Saint John and Winslow was a judge at the time of the City's incorporation. PREVIOUS RESOLUTION RESOLVED June 22nd, 2020 that the E. Muir letter re Change of Street Names for Winslow & Ludlow Streets be referred to the City Manager. REPORT In the summer of 2020, City staff was approached by Peter Little, a local historian, regarding Abraham Beverley Walker. Mr. Little, author of "Abraham Beverley Walker, Lawyer, Lecturer, Activist", successfully applied to have Walker recognized with a posthumous Order of New Brunswick in 2019. This commemorated Walker's inspiring achievements as Canada's first black lawyer admitted to the Bar and for his commitment to civil rights in New Brunswick and across Canada. Abraham Beverley Walker was born in 1851 to a family of Loyalist descent in Belleisle. He was educated in a one -room schoolhouse, studied shorthand under an Anglican preacher in Kingston, and went on to study law at National University in Washington D.C. In 1881, Walker was admitted as a solicitor to the Supreme Court of Canada. The following year he was called to the Bar, and ten years later he was the first black student to enroll in the newly formed Saint John Law School. He practiced law from an office on Princess Street but was met with systemic and institutional racism. He was promised a Queen's, and later King's, Counsel appointment but was denied when white lawyers called for him to be removed. In recognition of Mr. Walker's contribution, and in celebration of Black History Month, staff would work with the community to identify the means to properly commemorate him. Further to this, in response to a June 2020 letter asking Council to rename Ludlow Street and Winslow Street, Council directed staff to recommend potential next steps. City staff acknowledges that while the renaming of streets and places is an emotional issue, this is also an opportunity for the City to take action. um am In preparing this report, staff has researched other municipalities' street naming policies, consulted numerous academic articles and materials, outreached to members of the community, and has deemed the process of renaming streets — as well as place names, public monuments, and plaques — should be specifically defined, rather than having decisions made on a case -by -case basis. Municipalities across Canada have addressed community concerns pertaining to place names, historical associations, and historical persons. From 2017-2020, 64 municipalities changed a street or a community name, 2 issued anti -racism statements, 25 established advisory committees, 47 conducted public consultations, 157 removed monuments, and many have adopted a means to honour Indigenous and Black communities. The Halifax Regional Municipality has recently created a Diversity and Inclusion initiative supporting Black and Indigenous people, including the creation of a Legacy Space in their City Hall. Halifax has also created a street naming policy, which addresses renaming public streets. The City of Moncton adopted the Naming Policy for Streets, Trails, and Civic Facilities in 2005. Currently, the City of Saint John has no formal policy covering the process of naming streets and other civic spaces. While Council has naming authority, the current procedures have no formal set of guidelines for the name itself. • Developers are asked to suggest names for new streets in their subdivisions. • A search is conducted through the Provincial 911 Master Street Address Guide to ensure that the proposed street name is not the same or too similar sounding to existing streets in the City or surrounding area. Because renaming streets can create confusion for emergency service providers and cause inconvenience and result in costs to residents and businesses, it is generally avoided unless there is a public safety issue. In the case of a request for renaming a street where there is no public safety issue, the first step would be to verify that the requested new street name meets NB911 guidelines. If the requested street name meets NB911 guidelines, the requestor would then be asked to obtain and provide confirmation from all residents and businesses on the street to ensure they all support the street name change prior to making a recommendation to Council. In the past, as cities grew, the streets and civic spaces were named by early colonial governments resulted in an overrepresentation of the ruling class from the time. For Saint John, many streets and parks are named after the Loyalist settlers of the 1700's. The City also has many duplicate street and park names due to amalgamation. :• -4- Staff recognizes that there is an imbalance of representation when it comes to naming and that often the removal of names is necessary for reconciliation and betterment of the community. Renaming a place is not erasing history but a means to reckon with the ongoing legacies of the past. But with it comes the logistical and financial process of changing a citizen's address, and in some cases, a community's self-identity. The names on public spaces, including streets, parks, and buildings, become part of the language of a city, and in turn become part of the identity of the people. Saint John's Population Growth Framework and Council's Priorities address that residents should live in a positive, supportive, and welcoming community. Ignoring this request would fail to address the impact of names within our city. There needs to be a more balanced approach that involves dialogue, further research of best practices, and consultations. Staff recommends Council take a proactive approach by means of directing staff to: 1. Honouring Black History Month and the 170th anniversary of the birth of A. B. Walker, staff will examine means to properly commemorate Mr. Walker's contribution to Saint John, New Brunswick, and Canada, and will report back to Council with a recommendation in the near future. This process would include engagement with the Black History Association, Peter Little, PRUDE Inc., Black Lives Matter New Brunswick, the New Brunswick Museum, and the New Brunswick Law Society. Staff will also reach -out to living relatives of Mr. Walker to share the City's intention to commemorate their late relative. This process would not involve the renaming of a space, but rather the commemoration of something new, and can be done outside of the following recommendations. 2. Establish a Civic Commemoration Committee that would guide Council through the naming of public spaces, including calls from the public for renaming spaces, placing names on new spaces, and the placing of monuments and plaques on City properties. 3. Develop a policy to facilitate future place naming. This policy would be created through extensive community engagement, research, and input from organizations that represent Black and Indigenous residents. 4. Establish a registry of all plaques, monuments, and other commemorations on all public land. These recommendations are part of ongoing City initiatives for diversity, inclusion, and representation. Staff have engaged PRUDE Inc., New Brunswick Black History Society, and Black Lives Matter New Brunswick to discuss racism, representation, and facilitating opportunities for growth in our City. The above 190 SIE recommendations, in addition to current public celebrations, working groups, and potential avenues of funding for community -led initiatives through the City's grant programs, will benefit all residents of Saint John in years to come. Should this recommendation be approved by Council, development of the Civic Commemoration Policy process would be added to the 2022 work plan. In the interim, if there is significant community interest, staff would report back to Council later in 2021 with recommendations for the matrix of the Civic Commemoration Committee, the terms of reference, and a plan for community engagement. As for Mr. Muir's request that was submitted to Council in 2020, it is staff's recommendation to first initialize the above -mentioned recommendations before proceeding with the consideration of street renaming. It should be noted that staff could not recommend proceeding with these recommendations in 2021 as the projected workload associated with the 2021 corporate work plan is significant and this undertaking, which will be a significant undertaking, could not receive the necessary attention while managing the various other obligations over 2021. STRATEGIC ALIGNMENT Growth and Prosperity • Saint John is recognized by residents and businesses as a positive and supportive city. Vibrant, Safe City • Residents celebrate our history, invest in arts, culture, and recreation experiences that create a sense of community pride. SERVICE AND FINANCIAL OUTCOMES Hard costs associated with these recommendations would be minimal and would be covered under the 2021 and 2022 operating budgets. February is Black History Month, and with Council's support, this is an important step to recognize the contributions of the Black community to the vibrancy and history of Saint John. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Service areas within the City of Saint John that would be consulted would include GIS, Arts and Culture, Planning, Real Estate, Growth, and Community Services. 191 9rm in addition, the Saint John community would be consulted during the engagement process. ATTACHMENTS Letter from Eric Muir —June 22, 2020 192 SUBMISSION TO COUNCIL FORM the City or saint John ABOUT PERSON/GROUP PRESENTING First Name: Eric Last Name: Muir Name of Organization/Group (where applicable): Click here toentertext. Mailing Address: City or Town: Saint John Province: New Brunswick Postal Code: Day Time Phone Number: Email: El If you do NOT wish to have your personal information (address, phone number, email) become part of the public record, please check this box. ABOUT YOUR SUBMISSION Topic of Submission: Black Lives Matter Purpose for Submission (what is the ask of Council): To change the names of Winslow and Ludlow street Executive Summary: Gabriel G. Ludlow, the first mayor of Saint John; and Cal, Edward Winslow, a member of the Executive Council of New Brunswick and later a judge of the Supreme Court, are among the prominent loyalists who brought slaves to our province. Their names have been immortalized in West Saint John far too long. out of respect to our black community, and to take progressive action in the effort of ending racism in our country, please consider changing the names of Winslow and Ludlow Street. If approved, I would gladly take action to reach out to our community, and submit more appropriate street names that would better reflect our city's values. Thank you, YOUR SIGNATURE Signature: ERIC MUIR Date: 2020-06-15 193 SUBMISSION TO COUNCIL FORM The Ci y of Saint Jahn FOR USE 6Y THE CITY OF SAINT JOHN ONLY Date Received: Council Meeting Date: Dear Mayor Darling and Council Further to our conversations regarding the changing of the name of Foster Thurston Drive, I am writing to give you a bit of background about my Grandfather, Charles Newcomb Wilson, most often referred to as CN. My cousins and I have very fond memories of a childhood spent with our grandparents, and happy times at Ashburn Lake. Grampy, also referred to as "Gibbie" by some of the grandchildren, was a huge part of our upbringing and I would like to think a great influence on the people we have become today. A bit of his background follows to give you an idea of the man he was. https://thecommunitvfoundationsi.com/funds/the-c-n- wilson-fund/. Although he has been gone for thirty-eight years, and his peers are long gone, he was a very prominent man during his time and left a wonderful legacy. It would mean a great deal to the Wilson family for his name to not be forgotten. We would like the city to consider changing the name of Foster Thurston Drive to CN Wilson Drive. Our Grandfather made this land available to the city in order to build this drive. Anything you can do to re name Foster Thurston Drive to CN Wilson Drive would mean a great deal to all of us. Thank you for your consideration in this matter. Yours truly, Rob Wilson 195 CC: Fawn White Gail Camalier Milo Cruikshank Carol Wilson Lorna Wilson Graeme Scott Jeff Wilson 196 E-!;-:i-i-:i-;.-I.:!.I!,Illl:,I.,!.,I!.{,.!:.:.;.,:,-"--:::-,-.--I,:,-:,-; , . Pill A"I't _IF1 ': . .. _. . I 04 ;L.:....'.... . . . .-.-..-.V. !.!!3:!;I:,i.!I:I;, - ! , 1 . - :J-;K%M I.. . E[[ - - ­.. 'I'- ;a: i . . ,.!,.. 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I : : � N --- I I I ; I ........... .............. - .............. 1611.1liffilli'l 1111 11 I 11 � I I , 11 1 loll February 8, 2021 Deputy Mayor and Councillors Subject: Nominating Committee— Recommended Appointments to Committees The Committee of the Whole, having met on February 8, 2021, made the following recommendations for appointments to Committees: Canada Games Foundation: to reappoint both David Roberts and Jill Hickson for 3 year terms from February 8, 2021 to February 7, 2024 and February 26, 2021 to February 25, 2024 respectively; City of Saint John Shared Risk Pension Plan Board of Trustees: to reappoint John de Gruyter for a 4 year term from February 8, 2021 to February 7, 2025; and to reappoint Ian Polley as an Alternate Trustee for a 4 year term from February 8, 2021 to February 7, 2025; Heritage Development Board: to reappoint Rod Stears for a 3 year term from February 8, 2021 to February 7, 2024; and to appoint Julien Ouimet for a 3 year term from February 8, 2021 to February 7, 2024; Planning Advisory Committee: to reappoint both Alexandra Weaver Crawford and Lourdes Clancy for 3 year terms from February 8, 2021 to January 1, 2024; and to appoint Gerry Lowe for a 3 year term from February 8, 2021 to January 1, 2024; PRO Kids: to reappoint Maryelle Hannam for a 3 year term from February 8, 2021 to February 7, 2024; and to appoint Fraser Wells for a 3 year term from February 8, 2021 to February 7, 2024; Saint John Aquatic Centre Commission: to reappoint Stephane Bolduc from February 26, 2021 to February 25, 2024; lr - SAINT JOHN P.O. Box 1971 Saint John, NB Canada E2L 4L1 I www.saintjohn.ca I C.R 1971 Saint John, N.-B. Canada E2L 4L1 199 Saint John Board of Police Commissioners: to appoint Councillor Greg Norton from February 8, 2021 until the end of his term on Council; Saint John Community Arts Board: to reappoint Abigail Smith for a 3 year term from February 26, 2021 to February 25, 2024; and to appoint Kara Au, Laura Oland, and Mostafa Aboeneil each for 3 year terms from February 8, 2021 to February 7, 2024; Saint John Free Public Library: to reappoint Allan Davis for a 3 year term from February 26, 2021 to February 25, 2024; and to appoint Johanne McInnis for a 3 year term from February 8, 2021 to February 7, 2024 Sincerely, Don Darling Mayor SAINT JOHN P.O. Box 1971 Saint John, NB Canada E2L 4L1 I www.saintjohn.ca I C.P 1971 Saint John, N.-B. Canada E2L 4L1 200