2016-09-06_Agenda Packet--Dossier de l'ordre du jour
City of Saint John
Common Council Meeting
Tuesday, September 6, 2016
6:00 pm Council Chamber
Committee of the Whole
1. Call to Order
Si vous souhaitez obtenir des services en français pour une réunion du conseil communal,
veuillez communiquer avec le bureau du greffier communal au 658-28626.
Each of the following items, either in whole or in part, is able to be discussed in private
pursuant to the provisions of section 10 of the Municipalities Act and Council/Committee
will make a decision(s) in that respect in Open Session:
4:30 p.m. 8th Floor Boardroom City Hall
1.1 Approval of Minutes 10.2(4)
1.2 Employment Matter 10.2(4)(b,j)
1.3 Financial Matter 10.2(4)(c)
1.4 Land Matter 10.2(4)(d)
1.5 Land Matter 10.2(4)(d)
1.6 Contract 10.2(4)(c)
Regular Meeting
1. Call to Order
2. Approval of Minutes
2.1 Minutes of August 22, 2016
3. Approval of Agenda
4. Disclosures of Conflict of Interest
5. Consent Agenda
5.1 M. Hachey Letter Request for Sponsorship (Recommendation: Refer to
the Community Grants Evaluation Committee)
5.2 New Brunswick Association for Community Living Request for
Sponsorship (Recommendation: Refer to the Community Grants
Evaluation Committee)
5.3 Amazeatorium Request to Present (Recommendation: Receive for
Information)
5.4 2016 Water and Sewerage Utility Fund Capital Program Adjustment
Add King Street East Sanitary Project (Recommendation in Report)
5.5 Proposed Public Hearing Date 200-202 Westmorland Road, 100-112
Prince Edward Street, and 50 Hazen Street (Recommendation in Report)
5.6 Award of Tender Carleton Community Centre Window Replacement
Phase One (2016-085101T) (Recommendation in Report)
5.7 L'Arche Saint John Request for Financial Assistance (Recommendation:
Refer to the Community Grants Evaluation Committee)
5.8 Fall 2016 Debenture Application (Recommendation in Report)
5.9 Fusion Harvesting the Arts Festival 2016 Invitation to Members of
Council (Recommendation: Receive for Information)
5.10 Saint John City Market Assignment of Lease Kim's Korean Foods
(Recommendation in Report)
5.11 Contract No.: 2016-14: Westgate Park Drainage Basin Storm Sewer
Improvements (Recommendation in Report)
6. Members Comments
7. Proclamation
7.1 Big Brothers Big Sisters Month September 2016
7.2 Shinerama Saint John Week September 5-9, 2016
7.3 Recovery Day September 16, 2016
7.4 National Coaches Week September 17-25, 2016
8. Delegations / Presentations
8.1 Imperial Theatre Presentation
8.2 Third Shift Presentation
9. Public Hearings 6:30 pm
9.1 Presentation from Staff Proposed Rezoning and Variation 239-241 Loch
Lomond Road
9.1.1 Planning Advisory Committee Recommendation for Approval of
Rezoning
stnd
9.1.2 Proposed Rezoning 239-241 Loch Lomond Road (1 and 2 Reading)
10. Consideration of By-laws
rd
10.1 Proposed Traffic Bylaw Amendment (3 Reading)
11. Submissions by Council Members
11.1 Funding to Saint John Transit to Provide Free Transportation for Re-
opening of Mispec Beach (Councillor Strowbridge)
12. Business Matters Municipal Officers
13. Committee Reports
13.1 Planning Advisory Committee: Proposed Subdivision 80 Ash Street
13.2 Terms of Reference Growth Committee
13.3 Terms of Reference Finance Committee
14. Consideration of Issues Separated from Consent Agenda
15. General Correspondence
16. Supplemental Agenda
17. Committee of the Whole
17.1 Last Chance Agreement
17.2 SCDWP PPP Canada Financial Agreement
17.3 4 Peel Plaza Surplus Properties
17.4 Rogers Media Inc.
18. Adjournment
Ville de Saint John
Séance du conseil communal
Le mardi 6 septembre 2016
18 h, Salle du conseil
Comité plénier
1. Ouverture de la séance
Si vous souhaitez obtenir des services en français pour une réunion du conseil communal,
veuillez communiquer avec le bureau du greffier communal au 658-2862.
Chacun des points suivants, en totalité ou en partie, peut faire l'objet d'une discussion en
privé en vertu des dispositions prévues à l'article 10 de la Loi sur les municipalités. Le
conseil/comité prendra une ou des décisions à cet égard au cours de la séance publique :
e
16 h 30 Salle de conférence, 8 étage, hôtel de ville
1.7 Approbation du procès-verbal paragraphe 10.2(4)
1.8 Question relative à l'emploi alinéas 10.2(4)b), j)
1.9 Question financière alinéa 10.2(4)c)
1.10 Question relative aux biens-fonds alinéa 10.2(4)d)
1.11 Question relative aux biens-fonds alinéa 10.2(4)d)
1.12 Contrat alinéa 10.2(4)c)
Séance ordinaire
1. Ouverture de la séance
2. Approbation du procès-verbal
2.1 Procès-verbal du 22 août 2016
3. Adoption de l'ordre du jour
4. Divulgations de conflits d'intérêts
5. Questions soumises à l'approbation du conseil
5.1 Lettre de M. Hachey Demande de commandite (recommandation :
transmettre au Comité des subventions communautaires)
5.2 Association du Nouveau-Brunswick pour l'intégration communautaire
Demande de commandite (recommandation : transmettre au Comité des
subventions communautaires)
5.3 Amazeatorium Demande de présentation (recommandation : accepter à
titre informatif)
5.4 Modifications au programme des fonds des services publics eau et
égouts de 2016 Ajouter le projet d'égouts sanitaires de la rue King Est
(recommandation figurant au rapport)
5.5 Date prévue d'une audience publique 200-202, chemin Westmorland,
100-112, rue Prince Edward et au 50, rue Hazen (recommandation figurant
au rapport)
5.6 Adjudication du contrat Phase 1 du remplacement des fenêtres du centre
communautaire Carleton (2016-085101T) (recommandation figurant au
rapport)
5.7 L'Arche Saint John Demande d'aide financière (recommandation :
transmettre au Comité des subventions communautaires)
5.8 Demande d'obligation à l'automne 2016 (recommandation figurant au
rapport)
5.9 Fusion Harvesting the Arts Festival 2016 Invitation aux membres du
conseil (recommandation : accepter à titre informatif)
5.10 Marché municipal de The City of Saint John cession de bail Kim's
Korean Foods (recommandation figurant au rapport)
o
5.11 N de contrat 2016-14 : Modernisation du réseau d'égout pluvial du bassin
versant du parc Westgate (recommandation figurant au rapport)
6. Commentaires présentés par les membres
7. Proclamation
7.1 Mois de Grands Septembre 2016
7.2 Semaine de la campagne Shinerama dans la Ville de Saint John du 5 au
9 septembre 2016
7.3 Journée du rétablissement 16 septembre 2016
7.4 Semaine nationale des entraîneurs du 17 au 25 septembre 2016
8. Délégations et présentations
8.1 Présentation du Théâtre Imperial
8.2 Présentation de Third Shift
9. Audiences publiques 18 h 30
9.1 Présentation du personnel Variation et rezonage proposé 239-241,
chemin Loch Lomond
9.1.1 Recommandation du Comité consultatif d'urbanisme aux fins
d'approbation du rezonage
9.1.2 Projet de rezonage 239-241, chemin Loch Lomond (premièreet deuxième
lectures)
10. Étude des arrêtés municipaux
10.1 Modification proposée à l'arrêté concernant la circulation (troisième
lecture)
11. Interventions des membres du conseil
11.1 Financement des transports de Saint John pour offrir un service de
transport gratuit pour la réouverture de la plage Mispec (conseiller
Strowbridge)
12. Affaires municipales évoquées par les fonctionnaires municipaux
13. Rapports déposés par les comités
13.1 Comité consultatif d'urbanisme : Projet de lotissement au 80, rue Ash
13.2 Mandat Comité de croissance
13.3 Mandat Comité des finances
14. Étude des sujets écartés des questions soumises à l'approbation du conseil
15. Correspondance générale
16. Ordre du jour supplémentaire
17. Comité plénier
17.1 Entente de dernière chance
17.2 Projet Eau potable saine et propre Entente de financement avec
PPP Canada
17.3 4 surplus de terrains de la place Peel
17.4 Rogers Media Inc.
18. Levée de la séance
MINUTES REGULAR MEETING
COMMON COUNCIL OF THE CITY OF SAINT JOHN
AUGUST 22, 2016 AT 6:00 PM
IN THE COUNCIL CHAMBER
Present: Mayor D. Darling
Deputy Mayor S. McAlary
Councillor-at-Large Gary Sullivan
Councillor Ward 1 Blake Armstrong
Councillor Ward 1 Greg Norton
Councillor Ward 2 John MacKenzie
Councillor Ward 2 Sean Casey
Councillor Ward 3 Gerry Lowe
Councillor Ward 3 Donna Reardon
Councillor Ward 4 David Merrithew
Councillor Ward 4 Ray Strowbridge
Also
Present:City Manager J. Trail
Deputy City Manager N. Jacobsen
City Solicitor J. Nugent
Commissioner of Finance and Treasurer K. Fudge
Commissioner of Growth and Community Development J. Hamilton
Commissioner Water B. McGovern
City Engineer B. Keenan
Fire Chief K. Clifford
Common Clerk J. Taylor
Deputy Common Clerk P. Anglin
1.Call to Order
Mayor Darling called the meeting to order.
2.Approval of Minutes
2.1 Minutes of July 18, 2016
Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie:
RESOLVED that the minutes of the meeting of Common Council, held on July 18,
2016, be approved.
MOTION CARRIED.
2.2Minutes of July 25, 2016
RESOLVED that the minutes of the meeting of Common Council, held on July 25,
2016, be approved.
MOTION CARRIED.
2.3 Minutes of August 8, 2016
Moved by Deputy Mayor McAlary seconded by Councillor Reardon:
RESOLVED that the minutes of the meeting of Common Council, held on August 8,
2016, be approved.
MOTION CARRIED.
3.Approval of Agenda
Moved by Deputy Mayor McAlary , seconded by Councillor MacKenzie:
RESOLVED that the agenda of this meeting be approved with the addition of
items 17.1 Review of Salaries and Benefits for Elected Officials; 17.2 Nominating
Committee Recommended Appointments; 17.3 Community Grants Fund; 17.4
Termination Employee # 2604; and 17.5 Results of Expression of Interest for Civic
# 100 Clovelly Drive.
MOTION CARRIED.
4.Disclosures of Conflict of Interest
Councillor Reardon explained that she will be unable to vote on item 10. 4 Public
Hearing Watson Street because she did not attend the public hearing session.
5.Consent Agenda
5.1 That the letter from M. Carpenter re Cruise Ship Passengers to Reversing
Falls be received for information.
5.2That the letter from Royal Canadian Legion Lancaster Branch 69 re
Veterans Banners be referred to the City Manager.
5.3 That the letter from N. Richard re Free Parking South-End Peninsula be
received for information.
5.4 That The Community Foundation Request to Present be approved and
scheduled for September 6, 2016.
5.5 Refer to Item 14.1
5.6 That Common Council receive for information the submitted report M&C
2016-219: Drinking Water Supplies Lake Elevations.
5.7 Refer to Item 14.2
5.8 Refer to Item 14.3
5.9 That as recommended by the City Manager in the submitted report M&C
2016-218: Contract No. 2016-16: Lancaster Wastewater Treatment Facility
Entrance Road Alteration, the contract be awarded to the low Tenderer, Galbraith
2016-083
Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew:
RESOLVED that the recommendation set out for in consent agenda items 5.1, 5.2,
5.3, 5.4, 5.6 and 5.9 respectively be adopted.
MOTION CARRIED.
Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie:
RESOLVED that items 5.5, 5.7 and 5.8 be pulled from the Consent Agenda for
discussion.
MOTION CARRIED.
6.Members Comments
Council members commented on various community events.
7.Proclamation
8.Delegations/Presentations
8.1 Environmental Health in Red Head: The Energy East Project
Wayne Dryer introduced the speaker, Ken Froese PhD, Chem. Skype technology
was used to broadcast presenter Ken Froese, PhD, Chem Environmental Health
Scientist speaking on behalf of the Council of Canadians.
Dr. Froese presented from the submitted report entitled Environmental Health in
Red Head: The Energy East Project.
The Clerk advised that the Councillors' questions may be submitted to the Clerk's
Office who will forward the questions to Mr. Froese following the meeting and
that any responses will be published in the next agenda for the public record.
9.Public Hearings 6:30 PM
10.Consideration of By-laws
10.1 Third Reading - Proposed Zoning By-Law Amendment 1435
Manawagonish Road
Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan:
RESOLVED that the by-law entitled, "By-Law Number C.P. 111-29 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 3069 square metres, located at 1435 Manawagonish Road, also
identified as PID Number 55176549, from Corridor Commercial (CC) to Low-Rise
Residential (RL), be read.
MOTION CARRIED.
The by-law entitled, "By-Law Number C.P. 111-29 A Law to Amend the Zoning By-
Law of The City of Saint John", was read in its entirety.
2016-084
Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan:
approximately 3069 square metres, located at 1435 Manawagonish Road, also
identified as PID Number 55176549, from Corridor Commercial (CC) to Low-Rise
Residential (RL), 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. 111-29 A Law
to Amend the Zoning By-Law of The City of Saint John."
10.2 Third Reading - Proposed Zoning By-Law Amendment with Sec 39
Conditions - 80-120 McDonald Street
Moved by Deputy Mayor McAlary, seconded by Councillor Lowe:
RESOLVED that the by-law entitled, "By-Law Number C.P. 111-30 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 5215 square metres, located at 80-120 McDonald Street, also
identified as a portion of PID Number 00322891, from Business Park Commercial
(CBP) to General Commercial (CG), be read.
MOTION CARRIED.
The by-law entitled, "By-Law Number C.P. 111-30 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 MacKenzie:
2016-085
RESOLVED that pursuant to the provisions of Section 39 of the Community
Planning Act, the development and use of the parcel of land having an area of
approximately 5215 square metres, located at 80-120 McDonald Street, also
identified as being a portion of PID Number 00322891, be subject to the following
conditions:
a.That the development of the site occur in general accordance with an
approved site plan, illustrating the location of all buildings, parking areas,
landscaping, garbage disposal areas, drive aisles, and other pertinent site
features; and,
b.That the location of the main building be located toward the front
property line, illustrated on the above site plan and subject to the
approval of the Development Officer.
MOTION CARRIED.
2016-086
Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew:
RESOLVED that the by-law entitled, "By-Law Number C.P. 111-30 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 5215 square metres, located at 80-120 McDonald Street, also
identified as a portion of PID Number 00322891, from Business Park Commercial
(CBP) to General Commercial (CG), 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. 111-30 A Law
City of Saint John
Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie:
RESOLVED that the by-law entitled "By-law No. C.P. 122-1 A By-law to Amend the
Subdivision By-Law of the City of Saint John", which includes new references to
General Specifications, Municipal Streetlighting Best Management Practices, and
authority to geoscientists to provide certain reports, be read.
MOTION CARRIED.
The by-law entitled, "By-Law Number C.P. 122-1 A By-Law to Amend the
Subdivision By-Law of The City of Saint John", was read in its entirety.
Moved by Councillor MacKenzie, seconded by Deputy Mayor McAlary:
2016-087
RESOLVED that the by-law entitled "By-law No. C.P. 122-1 A By-law to Amend the
Subdivision By-Law of the City of Saint John", which includes new references to
General Specifications, Municipal Streetlighting Best Management Practices, and
authority to geoscientists to provide certain reports, 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. 122-1 A By-
Law to Amend the Subdivision By-Law of The City of Saint John".
10.4 Third Reading - Proposed Heritage By-Law Amendment - 100 Watson
Street
(Councillor Reardon withdrew from the meeting)
Moved by Deputy Mayor McAlary, seconded by Councillor Lowe:
RESOLVED that the by-law entitled, "By-Law Number HC-1 A Law to Amend the
Saint John Heritage Conservation Areas By-Law", amending paragraph 2(1)(g) and
Schedule "G", King Street West Heritage Conservation Area, by removing from the
heritage conservation area a parcel of land having an area of approximately 1960
square metres, including buildings and structures thereon, located at 100 Watson
Street, also identified as being PID Number 00361535, be read.
MOTION CARRIED.
The by-law entitled, "By-Law Number HC-1 A Law to Amend the Saint John
Heritage Conservation Areas By-Law", was read in its entirety.
Moved by Deputy Mayor McAlary, seconded by Councillor Lowe:
RESOLVED that the by-law entitled, "By-Law Number HC-1 A Law to Amend the
2016-088
Saint John Heritage Conservation Areas By-Law", amending paragraph 2(1)(g) and
Schedule "G", King Street West Heritage Conservation Area, by removing from the
heritage conservation area a parcel of land having an area of approximately 1960
square metres, including buildings and structures thereon, located at 100 Watson
Street, also identified as being PID Number 00361535, 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 HC-1 A Law to
11.Submissions by Council Members
11.1 Funding East Saint John Splash Pad (Councillor Strowbridge)
The City Manager commented that a Master Plan is required to be undertaken
and noted that there are a number of Master Plans already completed that have
not been implemented due to lack of financial resources.
Moved by Councillor MacKenzie, seconded by Deputy Mayor McAlary:
2016-089
RESOLVED that Funding for the East Saint John Splash Pad including the Master
Plan in the Forest Hills District Recreation Hub be referred to the 2017 Capital
Budget process.
MOTION CARRIED with Councillors Reardon and Norton voting nay.
11.2 Committee Form of Governance (Deputy Mayor McAlary)
Moved by Deputy Mayor McAlary, seconded by Councillor Lowe:
RESOLVED that the Deputy Mayor be allowed to speak on the Committee Form of
Governance process.
MOTION CARRIED.
The City Manager commented on the new Committee system and the procedural
adjustment since the first meeting of the new Finance Committee. Going ahead,
folders with the meeting agendas will be available for Councillors to access and a
notification will be sent to all members of Council.
Moved by Deputy Mayor McAlary, seconded by Councillor Lowe:
RESOLVED that the report entitled Committee Form of Governance, be received
for information.
MOTION CARRIED.
12.Business Matters - Municipal Officers
12.1 Project Performance Update Safe, Clean Drinking Water Project
Dean Price presented according to the scheduled bi-monthly reporting system
from the submitted report entitled, Project Performance Update Safe, Clean
Drinking Water Project.
Moved by Deputy Mayor McAlary, seconded by Councillor Reardon:
RESOLVED that Common Council receive for information the submitted report
M&C 2016-214: Project Performance Update Safe, Clean Drinking Water Project.
MOTION CARRIED.
12.2 Request to Build Two Dwellings 0 Free Lane and 50 Columbus Drive
M. Reade presented responding to the issues raised by Council during the June
th
11 meeting. A revised report submitted entitled Request to Build Two Dwellings
0 Free Lane and 50 Columbus Drive, reaffirms the staff position to deny the
application. Staff reviewed the application with the Department of Transportation
$35,000 annual maintenance costs
$600,000 - $700,000 paving and maintenance
Increased demand for City services such as garbage removal
Moved by Deputy Mayor McAlary, seconded by Councillor Strowbridge:
RESOLVED that the item Request to Build Two Dwellings 0 Free Lane and 50
Columbus Drive be lifted from the table.
MOTION CARRIED with Councillor Reardon voting nay.
Moved by Deputy Mayor McAlary, seconded by Councillor Lowe:
RESOLVED that the applicant Mike Boyle be permitted to address Council.
MOTION CARRIED with Councillors Reardon and Casey voting nay.
Mike Boyle addressed Council requesting a delay for up to 8 weeks to allow
further discussion with the Province on the issue of future snow plowing of the
road in question.
Moved by Councillor Merrithew, seconded by Councillor Strowbridge:
RESOLVED that the Request to Build Two Dwellings 0 Free Lane and 50 Columbus
2016-090
Drive matter be tabled for 8 weeks to provide the Applicant the opportunity to
discuss the matter with the Province.
MOTION CARRIED with Councillor Reardon voting nay.
12.3 Amendments to Saint John Traffic Bylaw (1st and 2nd Readings)
Consideration was given to a submitted report from the City Solicitor entitled
M&C 2016-220: Amendments to the Saint John Traffic By-Law.
Moved by Deputy Mayor McAlary, seconded by Councillor Lowe:
RESOLVED that the by-law entitled, "A By-Law to Amend a By-Law Respecting
Traffic on Streets in the City of Saint John made under the Authority of the Motor
Vehicle Act, 1973, and amendments thereto", repealing and replacing Schedule A-
1 Parking Times 8:00 am to 5:00pm and Schedule O Streets for Residential
Zone Parking Permits, be read a first time.
MOTION CARRIED.
Read a first time by title, the by-law entitled, "A By-Law to Amend a By-Law
Respecting Traffic on Streets in the City of Saint John made under the Authority of
the Motor Vehicle Act, 1973, and amendments thereto."
Moved by Deputy Mayor McAlary, seconded by Councillor Lowe:
RESOLVED that the by-law entitled, "A By-Law to Amend a By-Law Respecting
Traffic on Streets in the City of Saint John made under the Authority of the Motor
Vehicle Act, 1973, and amendments thereto", repealing and replacing Schedule A-
1 Parking Times 8:00 am to 5:00pm and Schedule O Streets for Residential
Zone Parking Permits, be read a second time.
MOTION CARRIED.
Read a second time by title, the by-law entitled, "A By-Law to Amend a By-Law
Respecting Traffic on Streets in the City of Saint John made under the Authority of
13.1 2015 Consolidated Financial Statements
The Commissioner of Finance introduced the auditors Deloitte LLP. Referring to
the submitted report entitled, 2015 Consolidated Financial Statements. Mr. Geoff
Cochrane stated that Deloitte has completed an audit of the Consolidated
Financial Statements and the Trust Fund Statements of the City for the fiscal year
ended December 31, 2015 and expresses a clean audit opinion in accordance with
Canadian Generally Accepted Accounting Principles for local governments as
outlined in the Public Sector Accounting Handbook (PSA).
Moved by Councillor Reardon, seconded by Deputy Mayor McAlary:
RESOLVED that as recommended by the City Manager in the submitted report
M&C 2016-215: 2015 Consolidated Financial Statements, Council approve the
2016-091
draft Consolidated Financial Statements and the Trust Fund Statements of the
City of Saint John for the fiscal year ended December 31, 2015.
MOTION CARRIED.
13.2 2016 Year End Projections
Moved by Councillor Reardon, seconded by Deputy Mayor McAlary:
RESOLVED that Common Council receive for information the submitted report
M&C 2016-216: 2016 Year End Projections.
2016-092
MOTION CARRIED.
14.Consideration of Issues Separated from Consent Agenda
14.1 TransCanada Presentation to NEB
The Deputy City Manager discussed the NEB panel sessions held on August 8th,
th
9 and 10th in Saint John. A point of clarification in slide #15 of the submitted
report entitled, TransCanada Presentation to NEB concerning property taxes was
addressed. The projected property tax revenue for Saint John is $3.7 million.
The $6.9M represents the combined provincial and municipal proposed property
tax revenues.
Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew:
RESOLVED that the report entitled TransCanada Presentation to NEB be received
for information.
2016-093
MOTION CARRIED.
14.2 Canadian Energy Pipeline Association Request
The Mayor stated that he has a family member who belongs to the Association
and wanted to report that conflict.
Moved by Deputy Mayor McAlary, seconded by Councillor Reardon:
RESOLVED that the Canadian Energy Pipeline Association Request matter be
referred to the Common Clerk to schedule.
2016-094
MOTION CARRIED.
public access.
Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan:
RESOLVED:
2016-095
1. That The City of Saint John acquire from Bryant Robert Ferguson et al, the
freehold interest in lands being PID # 00285122 upon the terms and conditions
set forth in the Agreement of Purchase and Sale attached to M&C 2016 - 212; and
2. That the Mayor and Common Clerk be authorized to execute all documents to
effect the transaction.
MOTION CARRIED.
15.General Correspondence
16.Supplemental Agenda
17. Committee of the Whole
17.1 Review of Salaries and Benefits for Elected Officials
The City Manager commented on the costs of engaging the consulting firm,
stating that he felt confident the review could be conducted at minimal costs and
that the third party would have greater efficiency than an internal audit.
Moved by Deputy Mayor McAlary, seconded by Councillor Strowbridge:
RESOLVED that as recommended by the Committee of the Whole, having met on
August 22, 2016, Common Council engage through the office of the City Manager
2016-096
the "Hay Consultants" to undertake a full review of the Salaries and Benefits for
the Elected Officials for the City of Saint John.
MOTION CARRIED with Councillors Norton and Sullivan voting nay.
Councillor Sullivan stated that he cannot support the motion for the current term
council members and that the motion should affect the next term of council
members.
Councillor Norton stated he could not support the motion not knowing in
advance the cost of the Hay Consultants.
17.2 Nominating Committee Recommended Appointments
Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie:
RESOLVED that as recommended by the Committee of the Whole, having met on
August 22nd 2016, Common Council approves the following appointments:
2016-097
Saint John Community Arts Board: to appoint Gillian Dykeman, Tim Blackmore
and Craig Estabrooks each for a three year term from August 22, 2016 to August
22, 2019; and to appoint Donna Reardon for a term from August 22, 2016 to the
end of her current term on Council.
Fort La Tour Development Authority: to appoint Brian Russell for a three year
term from August 22, 2016 to August 22, 2019.
Uptown Saint John: as requested by Uptown Saint John, neither a citizen nor
Council appointment be made.
Saint John Industrial Parks: to reappoint John Warrington for a three year term
from August 22, 2016 to August 22, 2019; and to appoint Jean-Marc Ringuette for
a three year term from August 22, 2016 to August 22, 2019.
Saint John Free Public Library: to reappoint Li Song for a three year term from
August 22, 2016 to August 22, 2019.
PRO Kids: to appoint Evan Doucet and Devin Burnham each for a three year term
from August 22, 2016 to August 22, 2019.
Fundy Trail Development Authority Inc.: to appoint Betty MacMillan for a three
year term from August 22, 2016 to August 22, 2019.
Jeux Canada Games Foundation: to appoint Deputy Mayor McAlary effective
August 22, 2016 until the end of her current term on Council.
Community Grants Evaluation Committee: to forward to the Finance Committee
for discussion.
Saint John Emergency Measures Organization: to appoint Mayor Darling, Deputy
Mayor McAlary and Councillors Merrithew and Norton each for a term effective
August 22, 2016 until the end of their current terms on Council.
Taxicab Advisory Committee: recommend a bylaw change to remove the
appointment of a councillor.
MOTION CARRIED.
17.3 Community Grant Funds
Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew:
RESOLVED that as recommended by the Committee of the Whole, having met on
August 22, 2016, Common Council authorizes the City Manager to distribute the
remaining Community Grant funds.
MOTION CARRIED.
2016-098
17.4 Termination Employee #2604
Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie:
RESOLVED that as recommended by the Committee of the Whole, having met on
August 22, 2016, Common Council grants authorization to pay to Employee #
2604 the lump sum equivalent of forty-five (45) calendar days pay, calculated
pursuant to the terms of the Agreement between Employee # 2604 and the City
in order to give immediate effect to the termination of the aforesaid agreement.
2016-099
MOTION CARRIED.
17.5 Results of Expression of Interest for Civic # 100 Clovelly Drive
Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie:
RESOLVED that as recommended by the Committee of the Whole, having met on
and to report back to Council for its consideration.
MOTION CARRIED.
2016-100
18.Adjournment
Moved by Councillor MacKenzie, seconded by Councillor Strowbridge:
RESOLVED that the meeting of Common Council held on August 22, 2016 be
adjourned.
MOTION CARRIED.
The Mayor declared the meeting adjourned at 8:20 p.m.
Touchstone Academy, 68a Hampton Road, Rothesay
(506) 847-3038
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M&C No. 2016-225
Report Date August 29, 2016
Meeting Date September 06, 2016
Service Area Saint John Water
His Worship Mayor Don Darling and Members of Common Council
SUBJECT: 2016 Water & Sewerage Utility Fund Capital Program Adjustment-
Add King Street East sanitary project
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Common Council.
AUTHORIZATION
Primary Author Commissioner/Dept. Head City Manager
Brian Keenan Brent McGovern Jeff Trail
RECOMMENDATION
It is recommended that Common Council approve reallocating the remaining
$45,000 surplus from the 2016 University Avenue Sanitary Sewer Structural
Lining project (M&C 2016-141) to support a new project for the structural lining
of the sanitary sewer on King Street East from Pitt Street to Crown Street under
the 2016 Water & Sewerage Utility Fund Capital Program and further that the
King Street East project be completed by Clean Water Works Inc. under the
existing awarded Contract No. 2016-09: Sanitary Sewer Structural Lining
University Avenue Phase II at an estimated cost of $61,410 including HST.
EXECUTIVE SUMMARY
The purpose of this report is to obtain approval from Common Council for the
addition of a new project : King Street East (Pitt Street to Crown Street)
Sanitary Sewer Structural Lining to the 2016 Water & Sewerage Utility Fund
Capital Program
completed by Clean Water Works Inc. under the existing awarded Contract No.
2016-09: Sanitary Sewer Structural Lining University Avenue Phase II.
PREVIOUS RESOLUTION
November 9, 2015; 2016 Water & Sewerage Utility Fund Capital Program
Approved.
May 30, 2016; Contract No. 2016-09: Sanitary Sewer Structural Lining
University Avenue Phase II (awarded with a $645,000 surplus identified).
- 2 -
August 8, 2016; 2016 Water & Sewerage Utility Fund Capital Program
Adjustment (reallocate $600,000 from the University Avenue project to a new
Thorne Avenue Sanitary Lift Station Pump Replacement project).
STRATEGIC ALIGNMENT
Sustainable Infrastructure.
REPORT
The existing 525 mm diameter sanitary sewer on King Street East (Pitt Street to
Crown Street) is subject to root infiltration and requires trimming the tree roots
from the inside of the sanitary sewer and then structurally lining the sewer to
prevent any further root infiltration.
SERVICE AND FINANCIAL OUTCOMES
The estimated cost to clean and structurally line the sanitary sewer on King
Street East (Pitt Street to Crown Street) is $61,410 including HST. A previous
report to Council (M&C 2016-141) identified a $645,000 surplus for the
University Avenue Sanitary Sewer Structural Lining project under the 2016
Water & Sewerage Utility Fund Capital Program. $600,000 of this surplus funding
has already been reallocated. It is proposed that the remaining $45,000 of
surplus funding be reallocated to support the King Street East (Pitt Street to
Crown Street) Sanitary Sewer Structural Lining project. The remaining funding
requirement ($61,410 - $45,000 = $16,410) can be managed within the existing
contingency allowance under Contract No. 2016-09: Sanitary Sewer Structural
Lining University Avenue Phase II.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
N/a
ATTACHMENTS
N/a
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M&C No. 2016-223
Report Date August 25, 2016
Meeting Date September 06, 2016
Service Area Growth and Community
Development Services
His Worship Mayor Don Darling and Members of Common Council
SUBJECT: Proposed Public Hearing Date 200-202 Westmorland Road, 100-112
Prince Edward Street, and 50 Hazen Street
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Common Council.
AUTHORIZATION
Primary Author Commissioner/Dept. Head City Manager
Mark Reade Jacqueline Hamilton Jeff Trail
RECOMMENDATION
That Common Council schedule the public hearings for the rezoning applications
of Fundy Funeral Home (200-202 Westmorland Road), Chris Doucet on behalf of
Tildan Ltd. (100-112 Prince Edward Street), and Brent McGovern (50 Hazen
Street) for Monday, October 3, 2016 at 6:30 p.m. in the Council Chamber, and
refer the applications to the Planning Advisory Committee for a report and
recommendation.
EXECUTIVE SUMMARY
The purpose of this report is to advise Common Council of the rezoning and
Section 39 amendment applications received and to recommend an appropriate
public hearing date. The next available public hearing date is Monday, October 3,
2016.
PREVIOUS RESOLUTION
At its meeting of August 3, 2004, Common Council resolved that:
1. the Commissioner of Planning and Development receive all applications
for amendments to the Zoning By-law and Section 39 resolutions/
agreements and proceed to prepare the required advertisements; and
2. when applications are received a report will be prepared recommending
the appropriate resolution setting the time and place for public hearings
and be referred to the Planning Advisory Committee as required by the
Community Planning Act.
- 2 -
STRATEGIC ALIGNMENT
facilitate investment and development in Saint John while maintaining City
standards that align with Plan
rezoning and Section 39 amendments is a requirement of the Community
Planning Act.
REPORT
indicates the rezoning and Section 39 amendment applications received and
recommends an appropriate public hearing date. Details of the applications are
s office and will form part of the documentation
at the public hearings.
The following applications have been received:
Name of Location Existing Proposed Reason
Applicant Zone Zone
Fundy Funeral 200-202 Park (P) General To permit the
Home Westmorland Commercial expansion of a
Road (CG) parking area
Brent McGovern 50 Hazen Street Uptown Urban To permit a business
Commercial Centre office
(CU) Residential
(RC)
Chris Doucet on 100-112 Prince Mixed Section 39 To rescind the
behalf of Tildan Edward Street Commercial Amendment existing Section 39
Ltd (CM) conditions imposed
on the property.
SERVICE AND FINANCIAL OUTCOMES
The scheduling of the public hearing and referral to the Planning Advisory
Committee satisfies the legislative and service requirements as mandated by the
Community Planning Service.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
Not applicable.
ATTACHMENTS
None.
COUNCIL REPORT
M&C No. 2016-224
Report Date August 29, 2016
Meeting Date September 06, 2016
Service Area Finance and
Administrative Services
His Worship Mayor Don Darling and Members of Common Council
SUBJECT: Award of Tender Carleton Community Centre Window
Replacement Phase One (2016-085101T)
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Common Council.
AUTHORIZATION
Primary Author Commissioner/Dept. Head City Manager
Trevor Gamblin Kevin Fudge Jeff Trail
RECOMMENDATION
It is recommended that the tender submitted by Eclipse Construction Services
Ltd., for the replacement of select windows of the Carleton Community Centre,
in the amount of $197,279.96 including HST be accepted. Further to the base
tender amount, it is recommended that a contingency allowance be carried for
this project in the amount of $20,000, for a total amount of $217,279.96.
Factoring the HST rebate, the total tender cost is $178,900.32 plus $20,000 for
the contingency allowance.
EXECUTIVE SUMMARY
The purpose of this report is to seek Common the
tender for the replacement of select windows of the Carleton Community Centre
to the lowest compliant bidder.
PREVIOUS RESOLUTION
Not applicable
STRATEGIC ALIGNMENT
This project will contribute to the maintainance and protection of the quality and
integrity of the Carleton Community Centre in an environmentally sustainable
way, which reinforces the principles of PlanSJ. Furthermore, being a community
recreation facility, investment into it will allow the Carleton Community Centre
- 2 -
to continue to provide diverse and accessible opportunities to engage recreation
activities in a safe environment.
REPORT
The Carleton Community Centre is located in West Saint John, and provides
programs for all ages including, but not limited to: youth dances, volleyball, ball
hockey, cheerleading, and cooking classes.
Although the building is much older, the windows of the facility date back to
1980, are in poor condition, have been subject to leaking, and have surpassed
their expected useful life of 30 years. The windows also tested positively for the
presence of lead paint, which is considered a hazardous material if
disturbed/injested.
The proposed project is phase one of a two-phased project for the replacement
of the windows of the facility. Phase one will focus on the windows of the front
and back (i.e. north and south) elevations of the building.
The replacement windows will be aluminum-framed, double-glazed units,
replacing the old wood-framed units. These windows will be more energy
efficient in addition to being water tight. The windows will be manufactured
such that the heritage character of the building is maintained.
The removal and disposal of the old wood-framed units will be undertaken in
accordance with safe work practices for the removal of lead containing
materials.
SERVICE AND FINANCIAL OUTCOMES
The total cost to perform the partial replacement of the windows of the Carleton
Community Centre, if awarded to the lowest bidder as recommended, will be
$198,900.32 including the HST and factoring in the HST rebate. This includes a
$20,000 contingency allowance. This is a planned expenditure which will be cost-
shared between Facility Management and Parks and Public Spaces, and falls
within the 2016 approved capital budget funding envelope.
- 3 -
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
A public tender call was issued on June 2, 2016 and closed on June 29, 2016.
Three (3) compliant tenders were submitted with the following results (excluding
HST):
COMPANY NAME TENDER PRICE
(excluding HST)
Eclipse Construction Services Ltd $171,547.79
Avant Garde Construction and Management Inc. $191,297.00
King Construction Ltd $248,600.00
Staff of Materials Management and Facilities Management have reviewed the
tenders and have found them to be complete and formal in every regard. Staff
believes that the low tenderer has the necessary resources and expertise to
perform the work, and recommend acceptance of their tender.
The above process is in
Materials Management support the recommendation being put forth.
ATTACHMENTS
Not applicable
COUNCIL REPORT
M&C No. 2016-221
Report Date August 23, 2016
Meeting Date September 06, 2016
Service Area Finance and
Administrative Services
His Worship Mayor Don Darling and Members of Common Council
SUBJECT: Fall 2016 Debenture Application
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 Jeff Trail
RECOMMENDATION
Whereas occasion having arisen in the public interest for the following public
civic works and needed civic improvements, that is to say:
GENERAL FUND
General Government $ 300,000
Protective Services $ 200,000
Transportation Services $ 1,100,000
Economic Development $ 1,600,000
Parks and Recreation $ 1,300,000
$ 4,500,000
SAINT JOHN TRANSIT COMMISSION $ 1,000,000
REFINANCE DEBENTURES
Debenture No. AV 15-2006 $ 3,670,000
(General Fund 5 years)
- 2 -
Debenture No. AV 16-2006 $ 4,000,000
(Water & Sewerage 10 years)
Debenture No. AV 17-2006 $ 300,000
(Transit Commission 5 years)
$ 7,970,000
TOTAL $ 13,470,000
1. 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 thirteen million, four hundred and seventy
thousand dollars ($13,470,000).
2. Commissioner of Finance be authorized to issue and to sell to the New
Saint John bond or debenture in the principal amount of thirteen million,
four hundred and seventy thousand dollars, ($13,470,000) at such terms
and conditions as are recommended by the Corporation.
3. And further that the City of Saint John agrees to issue post-dated cheques
to the Corporation, or other such arrangements as the Corporation may
from time to time accept, in payment of principal and interest charges on
the above bond or debenture as and when they are required by the
Corporation.
4. And further that the Commissioner of Finance be hereby authorized to
receive an offer in connection with the foregoing debentures at a price
not less than $98 per $100 of debenture, at interest rates not to exceed
an average of 4.50% and at a term not to exceed 15 years for the issue
related to the General Fund and Saint John Transit Commission and not
to exceed 20 years for the Water & Sewerage Utility. For refinancing
debentures from 2006, term not to exceed 5 years for the General Fund
and Saint John Transit Commission and refinancing term not to exceed 10
years for the Water and Sewerage Utility.
5. And further that the Commissioner of Finance report to Common Council
the exact values for price per $100 of debenture, interest rate and term
in years, together with the date of the issue.
- 3 -
EXECUTIVE SUMMARY
th
Notice of motion was giving at the July 25, 2016 meeting of Common Council
regarding the need to borrow thirteen million, four hundred and seventy
thousand dollars ($13,470,000). The next step in the debenture financing is to
submit application to the New Brunswick Municipal Finance Corporation. In
order to proceed with the debenture financing this recommendation requires
C
PREVIOUS RESOLUTION
M&C 2016-195 Fall 2016 Debenture Issue Notice of Motion
REPORT
The New Brunswick Municipal Finance Corporation is planning a bond issue in
the near future and applications are to be submitted by September 27, 2016.
While the issue will not be sold until the Corporation feels that rates are
reasonable, they have provided ranges within which the issue could be sold.
These are as follows:
Interest Rate: Not to exceed an average of 4.50%
Price, Net: Not to be less than $98.00 per $100.00 of
debenture
Term: Serial form to mature in equal annual amounts
over a term not to exceed 15 years for the General
Fund Saint John Transit Commission and 20 years
for the Water & Sewerage Utility.
th
Notice of motion was given at the July 25, 2016 meeting of Common Council
regarding the need to borrow thirteen million, four hundred and seventy
thousand dollars ($13,470,000).
The amount to be borrowed is a combination of new debt, five million and five
hundred thousand dollars ($5,500,000) and the refinancing of debentures issued
in 2006 for seven million, nine hundred and seventy thousand dollars
($7,970,000). The market conditions in 2006 provided for a fixed period of ten
years on the
issuance was for 15 years for General Fund Capital and 20 years for Water &
Sewerage Fund Capital. Market conditions are favorable and the City will see a
reduction in interest costs for these refinanced debentures.
Since 2012, the City has received debentures that are full term with no required
refinancing, mitigating interest rate risk.
- 4 -
SERVICE AND FINANCIAL OUTCOMES
N/A
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
N/A
ATTACHMENTS
N/A
COUNCIL REPORT
M&C No. 2016-228
Report Date August 30, 2016
Meeting Date September 06, 2016
Service Area Finance and
Administrative Services
His Worship Mayor Don Darling and Members of Common Council
SUBJECT: Saint John City Market Assignment of Lease
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Common Council.
AUTHORIZATION
Primary Author Commissioner/Dept. Head City Manager
Trevor Gamblin Kevin Fudge Jeff Trail
RECOMMENDATION
It is recommended that City of Saint John consent to the Assignment of Lease of
- from 669911 N.B. Inc. to 690045 N.B. Inc. as per the
attached document; and further that Mayor and Common Clerk be authorized to
execute such documentation to give effect to the hereinabove given consent.
EXECUTIVE SUMMARY
The purpose of this report is to seek Common of the
Assignment of Lease between 669911 N.B. Inc. and 690045 N.B. Inc. relating to
-.
PREVIOUS RESOLUTION
At a meeting of the Common Council held on July 29, 2013, the following
resolution was adopted:
RESOLVED that as recommended by the City Manager in the
submitted report M&C 2013-169: Saint John City Market Lease of
-:
1) -
Market with 646534 N.B. Ltd. under the terms and
conditions as set out in the Letter of Release submitted with
M&C 2013-169; and
- 2 -
2) -
with 669911 N.B. Inc. under the terms and conditions as set
out in the Lease submitted with M&C 2013-169, and
further;
3) That the Mayor and Common Clerk be authorized to execute
the lease.
STRATEGIC ALIGNMENT
Not applicable
REPORT
In July of 2013 the City granted the lease of space in the Saint John City Market
Solicitor
representing
lease further assigned.
The Acting Manager of the Saint John City Market met with the principal of
690045 N.B. Inc.; Joonghyun Jin and was comfortable with the prospective
purchasers and their business intentions, business acumen, and capacity. The
business name, menu, and basic operations will remain exactly the same so as to
maintain existing clientele.
SERVICE AND FINANCIAL OUTCOMES
Not applicable
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
In preparation of this report, the Facility Management Division received input
and assistance from the Legal Division.
ATTACHMENTS
-
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M&C No. 2016-232
Report Date August 31, 2016
Meeting Date September 06, 2016
Service Area Transportation and
Environment Services
His Worship Mayor Don Darling and Members of Common Council
SUBJECT: Contract No. 2016-14: Westgate Park Drainage Basin Storm Sewer
Improvements
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Common Council.
AUTHORIZATION
Primary Author Commissioner/Dept. Head City Manager
David Russell Michael Hugenholtz / Jeff Trail
Brian Keenan
RECOMMENDATION
It is recommended that Contract No. 2016-14: Westgate Park Drainage Basin
Storm Sewer Improvements be awarded to the low Tenderer, TerraEx Inc., at the
tendered price of $842,237.00 (including HST) as calculated based upon
estimated quantities, and further that the Mayor and Common Clerk be
authorized to execute the necessary contract documents.
EXECUTIVE SUMMARY
The purpose of this report is to recommend that Council award Contract 2016-
14: Westgate Park Drainage Basin Storm Sewer Improvements to the low
Tenderer.
PREVIOUS RESOLUTION
December 17, 2015; 2016 General Fund Capital Program Approved.
STRATEGIC ALIGNMENT
This report Sustainable Infrastructure.
- 2 -
REPORT
BACKGROUND
The approved 2016 General Fund Capital Program includes a project for the
design and construction of improvements to the storm sewer system in the
Mountfield Crescent/Acorn Drive area of Westgate Park.
TENDER RESULTS
Tenders closed on August 31, 2016 with the following results, including HST:
1. TerraEx Inc., Saint John, NB $ 842,237.00
2. Keel Construction Ltd., Saint John, NB $ 849,462.67
3. Galbraith Construction Ltd., Saint John, NB $ 861,918.10
4. Midi Construction Ltd., Saint John, NB $ 880,388.25
5. Fairville Construction Ltd., Saint John, NB $ 997,297.02
1,287,000, including HST.
ANALYSIS
The tenders were reviewed by staff and all tenders were found to be formal in all
respects.
Staff is of the opinion that the low tenderer has the necessary resources and
expertise to perform the work, and recommend acceptance of their tender.
Work is expected to begin in September and continue until early December,
2016.
FINANCIAL IMPLICATIONS
The Contract includes work that is charged against the 2016 General Fund
Capital Program. Assuming award of the Contract to the low tenderer, an
analysis has been completed which includes the estimated amount of work that
will be performed by the Contractor and Others.
The analysis is as follows:
Budget $ 1,060,000
Project net cost $ 905,000
Variance (Surplus) $ 155,000
- 3 -
POLICY TENDERING OF CONSTRUCTION CONTRACTS
The recommendation in this report is made in accordance with the provisions of
Specifications and the specific project specifications.
SERVICE AND FINANCIAL OUTCOMES
The existing storm sewer infrastructure in this area of Westgate Park is not
adequate to handle the storm sewer flows. The upgrades to this infrastructure
will increase the capacity of the storm sewer system in Westgate Park and will
reduce the likelihood of future flooding and storm sewer backups.
This project will be completed within the original approved financial budget.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
N/a
ATTACHMENTS
N/a
Mission Statement
We enrich, engage and inspire our community through the performing arts.
Mandate
To enrich the community by providing a professional quality, multi-purpose
facility;
To engage audiences through world-class entertainment experiences;
To encourage (inspire) the presentation of local productions and the development of
the arts.
Value Statements
Imperial Theatre is dedicated to managing its business based on the following core values:
We value our building and as such are committed to preserving and promoting its history
and beauty.
We value our community and as such we endeavour to provide a quality entertainment
experience to a wide-ranging audience.
We value our people and as such we strive to create an atmosphere of collaboration,
teamwork and excellence for our staff and stakeholders.
We value the performing arts and as such we welcome and are supportive of our
performers.
We preserve and manage the historic Imperial Theatre facility; provide a well-equipped and
professionally staffed multi-purpose rental space for arts, entertainment, community and
cultural events; present a wide variety of arts experiences through our presentation and
outreach programs.
For more than 100 years, Imperial Theatre has stood at the heart of Saint John, as a
vaudeville theatre, a cinema, a church, and now a beautifully restored performing arts
centre. The theatre is an important asset to the City of Saint John, a magnet for tourists and a
recruitment incentive for employers, an image frequently used to exemplify all that is best
about this city.
For example, here we are as the centrefold for Discover Saint JohnÈs Planner Guide.
Executive:
- Gary Caines President
- Dr. Joanna Everitt Vice-President
- Derrick Bishop, CA Treasurer
- Nancy Riven Secretary
Directors:
- Paula Copeland Nick Doyle
- Lisa Gribbons Barb Keir
- Vittu Kumar David Laskey
- Blair Northcott Chelsea Seale
- Ian Stead Adam Theriault
- Robert Young
-
14 full time; 6 regular part time; up to 20 additional part time
0 Ã Imperial Theatre received no CoSJ Subsidy
Imperial Theatre is a completely independent non-profit organization. The Imperial has
neither regular municipal funding for capital expenditures nor in-kind support for our
building. By comparison, the Capital Theatre receives $100,000 per year for capital costs
from the city of Moncton and the Playhouse Theatre receives $220,000 annually in services
from the city of Fredericton. This is in addition to their operating grants which are
comparable to what Imperial receives through the Greater Saint John Regional Facilities
Commission as per provincial legislation.
The attached Faade Restoration Project info sheet outlines the essential project being
carried out by Imperial to preserve our heritage building.
Imperial Theatre has been actively fundraising for two years and has successfully secured
2.1 million dollars towards the 3 million dollar Restoration Project. Federal and provincial
governments as well as foundations, corporations and individuals have contributed to this
project.
At this time Imperial Theatre is asking each of the regional municipalities to support this
project, as they have previous capital campaigns. The City of Saint John pledged $25,000
per year over four years (2010 Ã 2013) to support ImperialÈs previous campaign. In 2012
Imperial was informed that the final two payments would not be made.
At this time, Imperial Theatre is requesting a contribution from the City of Saint John
towards the preservation of this important piece of infrastructure.
See attached budget.
As a small arts organization, Imperial Theatre incorporates continuous improvement
practices at all levels from front line staff to management to board of directors. From
staffing to ticket pricing to equipment, staff works cooperatively to find ways to increase
ImperialÈs ability to fulfill its mandate and serve the people of our community.
See attached operating and restoration project budgets. Note: Our year is July 1 Ã June
30.
See attached Unaudited Income Statement.
Imperial Theatre is projecting an operating loss of approximately $80,000 for our 15/16
fiscal year. This follows two years of modest operating surpluses.
The largest revenue shortfall is in Rental Income, specifically a decrease in rentals (from 52
bookings in 14/15 to 37 in 15/16) by for-profit promoters, which also drives income for
Concessions and Services.
Imperial Theatre is able to manage this deficit, and has anticipated continuing decline in
rental income while creating a balanced budget for 16/17. Both cost-cutting measures
(including eliminating one staff position) and alternate revenue streams (including private
and corporate event rentals) have been envisioned in the current budget.
* Fully fund and complete Restoration Project
rd
* Present 23 season of performances to increased subscriber base
* Cultivate and diversify rental business
Attendance at ticketed events 2014/15 of 55,817 plus another 3,000 at non-ticketed
events
Auditorium in public use 167 days with 116 performances (2014/2015)
Co-hosted Tragically Hip Concert with CBC and Cancer Society
Received 2015 Outstanding Community Partner Award from SJ Multicultural &
Newcomer Resource Centre and Big Heart Award from The Chamber
rd
Launched 23 Presentation Series in June 2016, surpassed ticket sales and
subscription records
1. Imperial is undergoing a major renovation project, necessitated by the discovery of
serious issues with our faade. (See attached info sheet)
Imperial Theatre, a completely independent non-profit organization, receives
Operational Funding only from Greater Saint John Regional Facilities Commission as
per provincial legislation.
Faade Restoration project necessitated capital campaign for $3 million, $2.1 raised so
far from Federal & Provincial government, foundations, corporations and individuals.
Municipal councils asked to contribute.
1. Restoration Project Info Sheet
2. Board Skills Matrix
3. Operational Budget 2016-2017 and Faade Restoration Budget
4. Unaudited Financial Statements Year End 2016.
Imperial Theatre Inc.
Income Statement for the Twelve months ended June 30, 2016
ACTUALBUDGETGOOD
TO DATETO DATE(BAD)
REVENUE
ACTUALBUDGETGOOD
TO DATETO DATE(BAD)
EXPENSES
Imperial Theatre Inc.
Operating Budget 2016-2017
REVENUE
285,440
378,910
97,100
72,379
7,478
136,500
524,500
79,450
10,354
73,500
117,400
1,783,011
EXPENSES
817,493
299,129
195,327
51,678
46,791
195,013
139,230
26,850
1,124
10,376
1,783,011
Surplus/(deficit) on operations 0
Faade Restoration Budget 2014-2017
Imperial Theatre
Faade Restoration Project: History and Timeline
yes
Oct-2016
David
Laskey
yes
Seale
Oct-2018
Chelsea
yes
Oct-2018
Nick Doyle
yes
Oct-2016
Ian Stead
yes
Blair
Oct-2016
Northcott
yesyes
Vittu
Oct-2017
Kumar
yes
Lisa
Oct-2017
Gribbons
yesyes
Oct-2018
Young
Robert
Board of Directors
yes
Paula Oct-2017
Copeland
yes
Oct-2017
Barb Keir
yes
Adam Oct-2017
Therriault
yes
Riven Oct-2018
Nancy
yes
Oct-2018
Bishop
Derrick
yes
Mar-2017
Everitt
Joanna
yes
Gary
Oct-2018
Caines
MaleFemale25-4041-5556-70Over 70Linguistically DiverseEthnically Diverse
Imperial Theatre Inc.Board Skills Matrix
Term Expiration Date Month Year Skills & Experience Board of Director ExperienceCEO Succession PlanningCommunity Affiliation/AccessArts ExperienceFinancialFundraisingHuman ResourcesEducation
SystemLeadershipLegalIT/MediaOrganizational ManagementCommunity InfluencerStrategic PlanningCommitment to MissionParticipation in Imperial Programming Demographic Background
Date:
To:
From:
For:Meeting ofTuesday,August 16, 2016
SUBJECT
Applicant:
Owner:
Location:
PID:
Plan Designation:
Existing Zoning:
Proposed Zoning:
Application Type:
Jurisdiction:Community Planning Act
Tuesday,September 6, 2016
Community Planning Act
SUMMARY
RECOMMENDATION
DECISION HISTORY
ANALYSIS
Proposal
Site and Neighbourhood
Municipal Plan
Stable Residential
Rezoning
Stable
Residential
Variances
Conclusion
Stable Residential
ALTERNATIVES AND OTHER CONSIDERATIONS
ENGAGEMENT
Public
SIGNATURES AND CONTACT
Prepared by: Approved by:
Contact:
Phone:
E-mail:
Project:
APPENDIX
Site Location
Municipal Plan
Zoning
Aerial Photography
Site Photography
Site Plan
Rendering
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Date:
To:
From:
For:Meeting ofTuesday,August 16, 2016
SUBJECT
Applicant:
Owner:
Location:
PID:
Plan Designation:
Existing Zoning:
Proposed Zoning:
Application Type:
Jurisdiction:Community Planning Act
Tuesday,September 6, 2016
Community Planning Act
SUMMARY
RECOMMENDATION
DECISION HISTORY
ANALYSIS
Proposal
Site and Neighbourhood
Municipal Plan
Stable Residential
Rezoning
Stable
Residential
Variances
Conclusion
Stable Residential
ALTERNATIVES AND OTHER CONSIDERATIONS
ENGAGEMENT
Public
SIGNATURES AND CONTACT
Prepared by: Approved by:
Contact:
Phone:
E-mail:
Project:
APPENDIX
Site Location
Municipal Plan
Zoning
Aerial Photography
Site Photography
Site Plan
Rendering
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AF
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Date:August 12, 2016
To:PlanningAdvisory Committee
From:Community Planning&Development
Growth & Community Development Services
For:Meeting ofTuesday,August 16, 2016
SUBJECT
Applicant:Don-More Surveys on behalf of Steven Marshal
Owner:Weldon Russell and Mary Muir-Russell
Location:80 Ash Street
PID:55099329
PlanDesignation:Rural Settlement and Park and Natural Area
Existing Zoning:Rural Settlement Residential (RS)
ApplicationType:Subdivision
Jurisdiction:The Community Planning Actauthorizes the Planning Advisory
Committee to advise Common Council concerning the vesting of
land for public purposes in conjunction with the subdivision of
land.
SUMMARY
The subject siteis located near the City’s eastern boundary. The site is a large lot that is
partially wooded and fronts on Treadwell Lake.The applicant proposes to subdivide a 5350
square metre lot from the subject propertyfor the existing houseleaving a remnant flagloton
Page 1of 5
Don-More Surveys on behalf of Steven Marshal 80 Ash StreetAugust 12, 2016
which anewhouse will be constructed. The remnant requires a variance to reduce the frontage
to 15 metres, whereas the Zoning By-law requires a frontage of 60 metres. This variance is
required to provide an appropriate side yard for the existing dwelling. The applicant proposesto
submit money-in-lieu of LPP.This can besupported as the recreation needs of the community
are met by existing recreation infrastructure, PlaySJ directs Council to consider money-in-lieu of
LPP when possible, and the large areas of the proposed lots will provide amenity space for the
residents.
RECOMMENDATION
1.That Common Council authorize the acceptance of money-in-lieu of the required land for
public purposes (LPP), and
2.That the Planning Advisory Committee grantavariance that would reduce the required
frontage of the proposed remnant of Lot 93-1 to 15 metres, whereas the Zoning By-law
requires a minimum frontage of 60 metres.
DECISION HISTORY
There are no previous planning applications or decisions for the subject property relevant to this
application.
ANALYSIS
Proposal
The applicant proposesto subdivide a 5350 square metre lot from the subject property leaving a
remnant flag lot. The applicant intends to build a new house on the remnant lot.
Site and Neighbourhood
The subject site islocated near the City’s eastern boundary in close proximity to the airport. The
neighbourhood that encompasses the site and the properties located to the southwest is
characterized by low-density residential development. Theproperties located to the east of the
site are vacant and wooded. The site is unserviced and it is located at the end of a cul-de-sac
street. The lot has an area of 35,127square metres, there is an existing house located at the
front of the lot, the rear of the lot is wooded,and it fronts on Treadwell Lake.
Municipal Planand Zoning
Thesubject site is zoned Rural Settlement Residential (RS) and itis primarilydesignatedRural
Settlement withthe rear portion of the lot that fronts on the lake being designated Park and
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Don-More Surveys on behalf of Steven Marshal 80 Ash StreetAugust 12, 2016
Natural Areaby the Municipal Plan. The Plan targets approximately 5% of new residential
growth to be directed toward the Rural Settlement areas.
Growth in Rural Settlement areas is intended to be low-densityresidential development that will
complement the character of the existing communities. The modest amount of growth targeted
for Rural Settlement areas is intended “to support their continued vitality and to maximize
existing investments in community infrastructure”. New development is meant to be compatible
with the surrounding community, and leverage existing public investments, including schools,
parks, community centres, and municipal infrastructure.
Subdivision & Variance
The applicant proposes to subdivide a 5350 square metre lot from the subject property leaving a
remnant flag lot. The proposed dimensions of the 5350 square metre lotmeet the Zoning By-law
requirements.The flag lot would be accessed by the 15-metre wide corridor. This corridor is not
wide enough to becomea future public street; therefore, the remnant lot could not be further
subdivided for the creation of additional lots for residential development.
The remnant requires a variance to reduce the frontage to 15 metres, whereas the Zoning By-
law requires a frontage of 60 metres. This variance is required to provide an appropriate side
yard for the existing dwelling on Lot 16-1.Typically, a 60-metre frontage is required to prevent
flag lots and allow for the development of a street.
Land for Public Purposes (LPP)
As a prior condition of approval for a proposed subdivision, the Subdivision By-law requires10%
of the area of a proposed subdivision to be set aside as “Land for Public Purposes” (LPP)or 8%
of the value of the land to be provided to the City as money in-lieu. The applicant is proposing to
submit money-in-lieu of LPP as this area of the City includes the Loch Lomond School, which
has an existing playground that the community wouldbe able to access. In addition, the large
size of the proposed lotsallowsfor onsite leisure space, whichreduces the necessity for new
public spaces to meet this need.
The City’s recreational master plan, PlaySJ, provides Council the direction to consider money-
in-lieu of LPP when possible as the City is currently well served with the existing inventory of
public parks and playgrounds. The Plan suggests that the quality of green spaces is more
important than the quantity. Therefore, money-in-lieu of LPP can be supported.
Conclusion
Staff recommend that the Planning Advisory Committee approve the proposed variance and
that Common Council authorize the acceptance of money-in-lieu of the required land for public
purposes (LPP) to allow the proposed subdivision of the subject site. The proposedvarianceto
reduce the required lot frontage from 60 metres to 15 metrescan be supported as it is required
to provide an appropriate side yard for the existing dwelling on Lot 16-1. The proposed money-
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Don-More Surveys on behalf of Steven Marshal 80 Ash StreetAugust 12, 2016
in-lieu of LPP dedication can be supported as the recreation needs of the community are met by
existing recreation infrastructure, PlaySJ directs Council to consider money-in-lieu of LPP when
possible, and the large areas of the proposed lots will provide amenity space for the residents.
Additionally, the Municipal Plan supports modest growth in Rural Settlement areas.
ALTERNATIVESAND OTHER CONSIDERATIONS
No alternatives were considered.
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 propertyonJuly 18, 2016.
SIGNATURES AND CONTACT
Prepared by:
Kristen Flood, MPl
Planner
Reviewed by: Approved by:
Mark Reade, P.Eng., MCIP, RPPJacqueline Hamilton, MURP, MCIP, RPP
Senior PlannerCommissioner
Contact:Kristen Flood
Phone:506.658.4528
E-mail:kristen.flood@saintjohn.ca
Project:16-162
Page 4of 5
Don-More Surveys on behalf of Steven Marshal 80 Ash StreetAugust 12, 2016
APPENDIX
Map1:Site Location
Map2:Municipal Plan
Map3:Zoning
Map 4:Aerial Photography
Map 5:Site Photography
Submission1:Site Plan
Submission 2:Site Plan
Page 5of 5
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M&C No. M&C
Report Date August 30, 2016
Meeting Date September 06, 2016
Choose an item.
Service Area
His Worship Mayor Don Darling and Members of Common Council
SUBJECT: Terms of Reference Growth Committees
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Common Council.
AUTHORIZATION
Primary Authors Commissioner/Dept. Head City Manager
Growth Committee
RECOMMENDATION
BE IT RESOLVED ƷŷğƷ /ƚƒƒƚƓ /ƚǒƓĭźƌ approves the attached Terms of
Reference for the Growth Committee as a 6 month Pilot Project ͳ
EXECUTIVE SUMMARY
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On July 18, 2016 it was resolved that Council:
ΛCźƓğƓĭĻ ğƓķ
And ͳ
5źƩĻĭƷƭ ƷŷĻ /źƷǤ ağƓğŭĻƩ Ʒƚ ƭĭŷĻķǒƌĻ ğ ƩĻǝźĻǞ ƚŅ ƷŷĻ /ƚƒƒźƷƷĻĻ
ƭƷƩǒĭƷǒƩĻ źƓ ağƩĭŷ ЋЉЊА ŅƚƌƌƚǞźƓŭ ƭźǣ ƒƚƓƷŷƭ ƚŅ ğƭƭĻƭƭƒĻƓƷ
DwhI /haaL99
The Primary responsibilities of the Growth Committee include growth of the
economy and tax base with linkage to Enterprise SJ, Waterfront development,
Industrial parks, Tourism development, and Heritage preservation.
The Committee will establish key relationships with the Planning Advisory
Committee, Saint John Development Corporation, Saint John Industrial Parks,
Uptown Saint John, Enterprise Saint John, Discover SJ, Heritage Development
- 2 -
Board, Saint John Port Authority, SJ Sub-standard Properties Appeal Committee,
Trade and Convention Oversight Committee.
PREVIOUS RESOLUTION
Click here to enter any previous relevant resolution.
STRATEGIC ALIGNMENT
The recommendation is intended to improve the governance process and to
encourage a greater level of accountability. In turn, this will strengthen the role
of Common Council, as a body of government, to provide strategic leadership.
REPORT
As part of a series of recommendations respecting Board Appointments and a
th
Proposed Committee Structure, on July 18, 2016 the City Manager
recommended that Council establish a Finance & Growth Committee as a 6
month pilot project.
The Growth Committees will be comprised of 6 members including the Mayor,
and five Council members. The Committee has already selected a Chair (Mayor
Don Darling) and Vice Chair (Councilor Gerry Lowe). Meetings will be held
primarily in open session following the rules set out in legislation and would be
one to two hours in duration. Staff support would be required to develop the
agenda and materials in advance and all meetings would be communicated in
advance as per current procedure. The Growth Committee will not have
decision-making authority, but will provide recommendations for consideration
by Common Council. Membership of Committees would rotate on a regular
basis, likely every two years.
The Committee approved the attached Terms of Reference for the Growth
th
Committee during its Wednesday August 24, 2016 meeting, and the Committee
Service implications related to economic, social or environmental impacts in the community.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
Click here to enter text.
ATTACHMENTS
Appendix A Terms of Reference for the City of Saint John Growth Committee
City of Saint John Growth Standing Committee
Draft Terms of Reference
1. MANDATE
1) The purpose of the Growth Standing Committee is to strategically support Saint John
Common Council through recommendations on the social, economic and sustainable
growth of Saint John and to ensure the City is positioned as a community of choice.
2) The Primary responsibilities for the Growth Committee include:
a)
evidence-based decision-making and complements objectives established by long-
term strategic plans, including municipal development plan (PlanSJ) and
related transportation plans, recreation plans, neighborhood plans, etc;
b) Ensure that the City of Saint John efficiently and effectively supports the community
and the development industry in the pursuit of growth opportunities through the
velopment Shop program;
c) Establish clear objectives, deliverables and recommendations to Common Council
into economic development; and
d) Support on ongoing identification, evaluation and implementation of new or
expanded revenue generation opportunities for the City Saint John.
2. MEMBERSHIP
1) The Growth Committee shall consist of a total of 6 voting members of Council, one of
which is the Mayor;
2) The Chair and the Vice Chair of the Growth Committee shall be selected by the
Committee;
3) Common Council shall make appointments to the Committee with rotating membership
every two years;
4) Where a member of the Growth Committee fails to attend three consecutive meetings of the
Committee without approval of the Committee, the member can be struck from the
Committee membership and replaced by an appointment of Council;
5) In the event that any member ceases to be a member of the Growth Standing Committee
before the expiration of their term, Council may appoint another person to be a member for
the un-expired portion of the term;
6)
Council Procedures Bylaw insofar as it may be applicable;
a) All decisions of the Committee shall be in the form of resolutions duly passed by a
majority of its members present. The Committee shall strive to reach consensus on issues,
and shall forward recommendations in the form of Growth Standing Committee
resolutions to the Council;
7) The Chairperson will act as a liaison between the Committee and Common Council;
8) The following city-sponsored agencies are expected to support the Growth Standing
Committee in fulfilling its mandate through periodic submissions and presentations:
a) Enterprise Saint John;
b) Discover SJ;
c) Saint John Industrial Parks; and
d) Saint John Development Corporation;
9) The following Committees of Council will be advisory to the Growth Standing
Committee as it relates to strategic policy or new program initiatives:
a) Planning Advisory Committee;
b) Heritage Development Board;
c) Saint John Substandard Property Appeals Committee; and
d) Trade and Convention Oversight Committee;
10) The Committees referenced in section 10 will report directly to Council on matters
pursuant to the applicable legislation in the Community Planning Act or Heritage
Conservation Act;
11) The Growth Committee may invite other agencies or special guests to provide updates
on strategic programs and activities related to growth including but not limited to:
a) Chamber;
b) Uptown Saint John;
c) Saint John Port Authority; and,
ķΜ others as identified by the Committee.
3. MEETINGS
1) The Growth Committee shall meet monthly and/or as required at the call of the
Committee Chair;
2) Growth Committee meetings will be open to the public in accordance with the
requirements of Section 10.2 of the Municipalities Act. The public may be excluded
only in the circumstances identified therein;
3) Meetings shall be one to two hours in duration;
4) Committee recommendations shall be presented to Common Council for consideration
and ratification;
5) Quorum for any meeting will be at least fifty (51) percent of the number of members of the
Committee;
6) Growth Committee meetings shall be directly supported by the Commissioner and/or Deputy
Commissioner of Growth and Community Development or their designates;
7) The City Manager or designate may attend all meetings of the Growth Committee;
8) The Committee will be provided with secretarial support by the Common Clerk's Office;
9) Any Committee Member with a conflict of interest associated with matters before the
Growth Committee shall identify the conflict to the Committee and remove themselves for
the portion of the meeting associated with the conflict.
4. ADMINISTRATIVE POWER AND DUTIES
1) The Committee shall provide leadership and oversight to growth related activities.
As a consequence of performing that work the Committee will provide advice and report in
writing to Council and/or provide written policy recommendations to Council with respect to:
a) -term and long-
term forecasting of growth within the City of Saint John;
b) Articulation of priority areas for growth, corresponding strategies, targets, deliverables,
annual operating and capital investment into economic development and growth related
activities, and if necessary, provide specific directives to associated agencies, boards
and/or commissions;
c) Priority implementation initiatives , PlanSJ, including
neighbourhood planning program, five year review and delivery of strategic plans and
programs;.
d) The identification, evaluation and implementation of new or expanded revenue
ĻΜ Outcomes derived from analysis completed by the Growth Committee, including but not
limited to: task forces, studies, working groups, external reviews, investigations, audits,
public consultations, surveys; and
f) Ongoing identification of opportunities and obstacles in the pursuit of growth, and
corresponding strategies to respond.
5. REPORTING
1) The Common Clerk will ensure that as soon as practicable after each meeting, minutes of
that meeting including the names and titles of all persons present and a record of all
decisions reached, are prepared and distributed to all Members;
2) The Committee Chair shall report to Common Council at least annually on the activities
of the Committee and a copy of the minutes of each meeting of the Committee will be
made available to members of Common Council.
COUNCIL REPORT
M&C No. 2016 - 226
Report Date August 30, 2016
Meeting Date September 06, 2016
Service Area Finance and
Administrative Services
His Worship Mayor Don Darling and Members of Common Council
SUBJECT: Terms of Reference Finance Committee
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Common Council.
AUTHORIZATION
Primary Authors Commissioner/Dept. Head City Manager
David Merrithew/Chair
RECOMMENDATION
BE IT RESOLVED ƷŷğƷ /ƚƒƒƚƓ /ƚǒƓĭźƌ approves the attached expanded Terms of
Reference for the Finance Committee as a 6 month Pilot Project ͳ
EXECUTIVE SUMMARY
th
On July 18, 2016 it was resolved that Council:
And ͳ
5źƩĻĭƷƭ ƷŷĻ /źƷǤ ağƓğŭĻƩ Ʒƚ ƭĭŷĻķǒƌĻ ğ ƩĻǝźĻǞ ƚŅ ƷŷĻ /ƚƒƒźƷƷĻĻ
ƭƷƩǒĭƷǒƩĻ źƓ ağƩĭŷ ЋЉЊА ŅƚƌƌƚǞźƓŭ ƭźǣ ƒƚƓƷŷƭ ƚŅ ğƭƭĻƭƭƒĻƓƷ
FINANCE COMMITTEE
The Primary responsibilities of the Finance Committee include financial
reporting, audit, accounting systems, and internal controls. Common Council has
given direction to expand the mandate for the Finance Committee based on a 6
month pilot project, commencing September 2016. The expanded mandate of
the Finance Committee includes budget development, forecasting, fiscal
management, resource allocation, open data, information management and
continuous improvement.
- 2 -
PREVIOUS RESOLUTION
Click here to enter any previous relevant resolution.
STRATEGIC ALIGNMENT
The recommendation is intended to improve the governance process and to
encourage a greater level of accountability. In turn, this will strengthen the role
of Common Council, as a body of government, to provide strategic leadership.
REPORT
As part of a series of recommendations respecting Board Appointments and a
th
Proposed Committee Structure, on July 18, 2016 the City Manager
recommended that Council establish a Finance Committee with an expanded
mandate as a 6 month pilot project.
The Primary responsibilities of the Finance Committee include financial
reporting, audit, accounting systems, and internal controls. Common Council has
given direction to expand the mandate for the Finance Committee based on a 6
month pilot project, commencing September 2016. The expanded mandate of
the Finance Committee includes budget development, forecasting, fiscal
management, resource allocation, open data, information management and
continuous improvement.
The Finance Committee is comprised of 6 voting Council members, one of which
is the Mayor. The Committee must select a Chair and Vice Chair, and at the
th
Finance Committee meeting of August 16, 2016, Councilor Merrithew was
appointed Chair and Councilor Norton was appointed Vice Chair. The attached
Terms of Reference for the Finance Committee was reviewed and approved by
the Finance Committee at the same meeting. The Committee does not have
decision making authority; recommendations are submitted to Common Council
for consideration.
It is recommended by the Finance Committee that Common Council approve the
attached Terms of Reference.
Service implications related to economic, social or environmental impacts in the community.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
Click here to enter text.
ATTACHMENTS
Appendix A Terms of Reference for the City of Saint John Finance Committee
City of Saint John Finance Committee
Terms of Reference
1. MANDATE
Common Council has established a Finance Committee and has given the Committee the
administrative powers and duties set out herein. The mandate of the Finance Committee
includes review of financial reporting, audit, accounting systems, and internal controls for
purposes of making recommendations.
Common Council has directed the City Manager to establish an expanded mandate for the
Finance Committee as a 6 month pilot project, commencing September 2016. The expanded
mandate of the Finance Committee includes budget development, forecasting, fiscal
management, resource allocation, open data, information management and continuous
improvement͵
2. MEMBERSHIP
a. The Finance Committee shall consist of a total of 6 voting members of Council,
one of which is the Mayor;
b. The Chair and the Vice Chair of the Growth Committee shall be selected by the
Committee;
c. Common Council shall make appointments to the Committee with rotating
membership every two years;
d. Where a member of the Finance Committee fails to attend three consecutive meetings
of the Finance Committee without approval of the Committee, the member can be
struck from the Committee membership and replaced by an appointment of Council;
e. In the event that any member ceases to be a member of the Finance Committee before
the expiration of their term, Council may appoint another person to be a member for
the un-expired portion of the term;
f. In all other respects, the rules of procedure for the Committee shall be governed by
insofar as it may be applicable; and
g. The Chairperson will act as a liaison between the Committee and City Council.
3. MEETINGS
a. The Finance Committee shall meet monthly and/or as required at the call of the
Committee Chair;
b. Finance Committee meetings will be open to the public in accordance with the
requirements of Section 10.2 of the Municipalities Act. The public may be
excluded only in the circumstances identified therein;
c. Meetings shall be set for 1 to 2 hours in duration, but can extend beyond 2 hours
at the discretion of the Committee;
d. All decisions of the Committee shall be in the form of resolutions duly passed by a
majority of its members present. The Committee shall strive to reach consensus on
issues, and shall forward recommendations in the form of Finance Committee
resolutions to the Council;
e. Quorum for any meeting will be at least fifty (50) percent of the number of
members of the Committee;
f. Finance Committee meetings shall be attended by the City Manager, the
Commissioner of Finance, the Deputy City Manager and a representative from the
a person designated by him or her for that purpose shall do so;
g. The Commissioner of Finance or the City Manager may have other employees attend
with them provided the Committee consents; and
h. The External Auditors shall have free and confidential access to the Finance
Committee.
4. ADMINISTRATIVE POWER AND DUTIES
It will be the work of the Committee to review the financial information respecting the City's
activities, monitor the audit process, make budget recommendations to Common Council,
monitor continuous improvement initiatives, and assess the existence and adequacy of
systems of corporate control and management of business risk. As a consequence of
performing that work the Committee will report in writing to Council and/or provide written
policy recommendations to Council with respect to:
a. The independence, professional qualifications and audit scope and approach used by
auditors;
b. The planned activity and results of the external audit;
c. Assessment of business risk and internal controls;
d. The results of the annual financial audit and recommendation of approval of the
financial statements;
e. The General Operating and Capital Budgets;
f. The Utility Operating and Capital Budgets;
g. Property Tax Rates and Utility rates;
h. Proposals for tendering for External Audit services;
i. Long Term Financial Plans;
j. Continuous Improvement initiatives; and
k. Other matters as the Committee believes are relevant to the financial management of
the City's affairs or as referred to them by Common Council.
5. REPORTING
a. The Finance Committee will be provided with secretarial support by the Common
Clerk's Office;
b. The Common Clerk will ensure that as soon as practicable after each meeting,
minutes of that meeting including the names and titles of all persons present and a
record of all decisions reached, are prepared and distributed to all Members; and
c. The Committee Chair shall report to Common Council at least annually on the
activities of the Committee and a copy of the minutes of each meeting of the
Committee will be made available to members of Common Council.