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2021-05-03_Agenda Packet--Dossier de l'ordre du jourCity of Saint John Common Council Meeting AGENDA Monday, May 3, 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 April 19, 2021 6 - 20 3. Approval of Agenda 4. Disclosures of Conflict of Interest 5. Consent Agenda 5.1. Update #3 - Water Levels in the South Bay Wellfield (Recommendation: 21 - 25 Receive for Information) 5.2. Contract No. 2021-06: Princess Street— Water, Sanitary and Stone Sewer 26 - 29 Renewal and Street Reconstruction (Recommendation in Report) 5.3. Contract 2021-12: Westmorland Rd. & Bayside Dr. Flow Meters/Chamber #33 30 - 32 Flow Limiting Valves (Recommendation in Report) 5.4. Contract No. 2021-13 Asphalt Resurfacing 2021 (Recommendation in Report) 33 - 35 5.5. Engineering Services — Lancaster Wastewater Treatment Facility — Aeration 36 - 38 System Assessment and Air Piping Renewal (Recommendation in Report) 5.6. Roof Rehabilitation Fire Station #5: 35 Adelaide Street (Recommendation in 39 - 41 Report) 5.7. Roof Rehabilitation Fire Station #7 :7 Manchester Avenue West 42 - 44 (Recommendation in Report) 5.8. Materials Testing and Construction Inspection Services for 2021 and 2022 45 - 48 (Recommendation in Report) 5.9. Sale of Vacant Lot at Civic #55 Boars Head Road to 715306 NB Ltd. 49 - 59 (Recommendation in Report) 5.10. Engineering Services: Lakewood Heights Area — Inflow and Infiltration Study 60 - 63 (Recommendation in Report) 5.11. Low Carbon Economy Fund (LCEF) Second Amending Agreement Municipal 64 - 76 Buildings Energy Retrofit Project (Recommendation in Report) 5.12. Low Carbon Economy Fund (LCEF) Second Amending Agreement - District 77 - 89 Energy System (DES) Project (Recommendation in Report) 5.13. Ice Lights Renewal — TD Station 90 - 93 5.14. License Agreement for Use of Portion of South Market for the Demolition of 94 - 101 Adjacent Buildings (Recommendation in Report) 5.15. Street Naming — cour Stonehammer Court (Recommendation in Report) 102 - 104 5.16. Amendment to Grant Agreement with Iron Gate Development Inc. for 105 - 116 redevelopment of property at 29 Canterbury Street (Recommendation in Report) 5.17. Student Placement Agreement for NBCC Students (Recommendation in 117 - 129 Report) 6. Members Comments 7. Proclamation 7.1. Volunteer Board Members 130 - 130 7.2. 2021 National Police Week - May 9 to May 15, 2021 131 - 131 8. Delegations / Presentations 9. Public Hearings - 6:30 p.m. 10. Consideration of By-laws 10.1. Bylaw respecting the Licensing of Peddlers and Hawkers (3rd Reading) 132 - 149 10.2. Bylaw respecting the Use of Sidewalks (3rd Reading) 150 - 177 10.3. Zoning Bylaw Amendment with Section 59 Conditions - 300 Sydney Street 178 - 181 (3rd Reading) K 10.4. By -Law Respecting Powers of the Outgoing Council of the City of Saint John 182 - 187 (1 stand 2nd Reading) 10.5. Bylaw respecting the Procedures of the Common Council (3rd Reading) 188 - 256 11. Submissions by Council Members 11.1. Direct Racial Discrimination (Mayor Darling) 257 - 292 12. Business Matters - Municipal Officers 12.1. Integrated Customer Service Centre Project Update 293 - 308 12.2. 2021 Planned Traffic Safety Improvement Projects 309 - 326 13. Committee Reports 13.1. Growth Committee: Municipal ENCORE Program - Sidewalk Cafe Rebate 327 - 331 Initiative 13.2. Growth Committee: Municipal ENCORE Program - Tourism Incentive 332 - 339 Proposal 13.3. Finance Committee: Utility and General Fund — 2021 Capital Programs 340 - 361 Revision II 13.4. Finance Committee: FAS-005 Capital Budget Policy 362 - 367 13.5. Finance Committee: Group Plan Benefit Update 368 - 379 14. Consideration of Issues Separated from Consent Agenda 15. General Correspondence 16. Supplemental Agenda 16.1. Scheduling of Special Common Council Meeting 17. Committee of the Whole 17.1. 2021 Voluntary Separation Agreement 380 - 386 17.2. Moosehead Litigation - West Water - Third Party Claim against BGC 387 - 387 Engineering Inc. 18. Adjournment K Committee of the Whole 1. Call to Order Si vous avez besoin des services en fran�ais 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: 4:00 p.m., Meeting Conducted through Electronic Participation 1.1 Approval of Minutes 68(1) 1.2 Financial Matter 68(1)(c) 1.3 Land Matter 68(1)(d) 1.4 Legal Matter 68(1)(f) 1.5 Legal Matter 68(1)(f) 1.6 Legal Matter 68(1)(f) 1.7 Employment Matter 68(1)(j) 1.8 Land Matter 68(1)(d,f) Ville de Saint John Seance du conseil communal Lundi 3 mai 2021 18h Reunion tenue avec participation electronique Comite plenier 1. Ouverture de la seance Si vous souhaitez obtenir des services en francais pour une seance du conseil communal, veuillez communiquer avec le bureau du greffier communal au 658-2862. Chacun des points suivants, en totalite ou en partie, peut faire I'obiet d'une discussion en priv6 en vertu des dispositions pr6vues au paragraphe 68(1) de la Loi sur la gouvernance locale. Le conseil/comite prendra une ou des decisions a cet 6gard au cours de la seance publique : 16h, Reunion tenue avec participation electronique 1.1 Approbation du proces-verbal 68(1) 1.2 Question juridique 68(1)(f) 1.3 Question juridique 68(1)(f) 1.4 Question juridique 68(1)(f) 1.5 Question d'emploi 68(1)(j) 1.6 Question fonciere 68(1)(d,f) 1.7 Question fonciere 68(1)(d) Seance ordinaire 1. Ouverture de la seance 2. Approbation du proces-verbal 2.1 Proces-verbal du 19 avril 2021 3. Adoption de I'ordre du jour 4. Divulgations de conflits d'interets 5. Questions soumises a I'approbation du conseil K 5.1 Mise a jour n° 3 - Niveaux d'eau clans le champ de captage de South Bay (Recommandation : recevoir pour information) 5.2 Contrat n° 2021-06 : rue Princess - Renouvellement des egouts d'eau, sanitaires et pluviaux et reconstruction de la rue (Recommandation clans le rapport) 5.3 Contrat n° 2021-12 : Debitmetres du chemin Westmorland et de la promenade Bayside / Vannes de limitation du debit de la chambre n° 33 (recommandation clans le rapport) 5.4 Contrat n° 2021-13 Resurfa�age de I'asphalte 2021 (recommandation clans le rapport) 5.5 Services d'ingenierie - Installation de traitement des eaux usees de Lancaster - Evaluation du systeme d'aeration et renouvellement de la tuyauterie d'air (recommandation clans le rapport) 5.6 Rehabilitation du toit de la caserne de pompiers n° 5 : 35 rue Adelaide (Recommandation clans le rapport) 5.7 Rehabilitation du toit de la caserne de pompiers n° 7 : 7 avenue Manchester ouest (Recommandation clans le rapport) 5.8 Services d'essais de materiaux et d'inspection de la construction pour 2021 et 2022 (recommandation clans le rapport) 5.9 Vente d'un lot vacant au numero municipal 55 Boars Head Road a 715306 NB Ltd. (recommandation clans le rapport) 5.10 Services d'ingenierie : Secteur de Lakewood Heights - Etude sur I'ecoulement et ('infiltration (recommandation clans le rapport) 5.11 Deuxieme accord modificatif du Fonds pour une economie a faibles emissions de carbone (FEFEC) - Programme d'amelioration ecoenergetique des batiments municipaux (Recommandation clans le rapport) 5.12 Deuxieme accord modificatif du Fonds pour une economie a faibles emissions de carbone (FEFEC) - Projet de systeme energetique collectif (SEC) (Recommandation clans le rapport) 5.13 Renouvellement des lumieres de glace - Station TD 5.14 Accord de licence pour ('utilisation d'une partie de South Market pour la demolition des batiments adjacents (Recommandation clans le rapport) 5.15 Nom de la rue - cour Stonehammer Court (Recommandation clans le rapport) K3 5.16 Modification de I'accord de subvention avec Iron Gate Development Inc. pour le reamenagement de la propriete du 29, rue Canterbury (Recommandation clans le rapport) 5.17 Accord de placement pour les etudiants du NBCC (Recommandation clans le rapport) 6. Commentaires presentes par les membres 7. Proclamation 7.1 2021 Semaine nationale de la police - du 9 au 15 mai 2021 7.2 Membres du conseil d'administration benevole 8. Delegations et presentations 9. Audiences publiques 10. Etude des arretes municipaux 10.1 Arrete reglementant la delivrance de permis aux colporteurs clans The City of Saint John (3e lecture) 10.2 Arrete concernant ('utilisation des trottoirs (3e lecture) 10.3 Modification de I'arrete de zonage avec conditions de I'article 59 - 300, rue Sydney (3e lecture) 10.4 Arrete sur les pouvoirs du conseil sortant de The City of Saint John (1re et 2e lecture) 10.5 Arrete sur les procedures du conseil communal (3e lecture) 11. Interventions des membres du conseil 11.1 Discrimination raciale directe (Maire Darling) 12. Affaires municipales evoquees par les fonctionnaires municipaux 12.1 Mise a jour du projet du Centre integre de service a la clientele 12.2 2021 Projets d'amelioration de la securite routiere prevus 13. Rapports deposes par les comites 13.1 Comite de croissance : Programme municipal ENCORE - Initiative de rabais des permis pour les cafes-terrasses CI 13.2 Comite de croissance : Programme municipal ENCORE - Proposition d'incitation au tourisme 13.3 Comite des finances : Fonds general et des services publics - Programmes d'immobilisations 2021 Revision II 13.4 Comite des finances : FAS-005 Politique relative au budget d'investissement 13.5 Comite des finances : Mise a jour des prestations du regime collectif 14. Etude des sujets ecartes des questions soumises a I'approbation du Bureau 15. Correspondance generale 16. Ordre du jour supplementaire 16.1 Calendrier de la reunion extraordinaire de Conseil Communal 17. Comite plenier 17.1 Accord de separation volontaire de 2021 17.2 Litige Moosehead — West Water — Reclamation d'une tiers contre BGC Engineering Inc. 18. Levee de la seance 61 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 MINUTES —REGULAR MEETING COMMON COUNCIL OF THE CITY OF SAINT JOHN APRIL 19, 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: City Manager J. Collin Also Present: Acting City Manager / Chief of Staff & Chief Financial Officer K. Fudge General Counsel M. Tompkins Fire Chief & Chief Emergency Management Services K. Clifford 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 C.1 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 1. Call to Order To conform to the Government COVID-19 State of Emergency and Mandatory Order masking requirements during Code Alert Level Yellow, Council Members and staff participated by video conference. The City Clerk conducted roll call. To ensure public access and transparency the meeting is being live -streamed, video recorded and posted to the City's website after the meeting has concluded. 2. Approval of Minutes 2.1 Minutes of March 29, 2021 Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the March 29, 2021 minutes be approved. IL Is] Ius] ►[ye\ININ I all 2.2 Minutes of April 6, 2021 Moved by Councillor Sullivan, seconded by Deputy Mayor McAlary: RESOLVED that the April 6, 2021 minutes be approved. IL Is] Ius] ►[ye\ININ I all 3. Approval of Agenda Moved by Deputy Mayor McAlary, seconded by Councillor Hickey: RESOLVED that the agenda for April 19t", 2021 be approved with the addition of the following items: 17.1 Lease Agreement with Saint John Arts Centre — Peel Plaza 17.2 Standardized Performance Review Process for City Manager MOTION CARRIED. 4. Disclosures of Conflict of Interest No disclosures were declared. S. Consent Agenda 5.1 That as recommended by the City Manager in the submitted report M&C 2021- 104: Tender 2021-681001T- Phosphate for Corrosion Control, the tender for the establishment of a supply agreement for Phosphate for Corrosion Control for the Loch 2 r� COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 Lomond Drinking Water Treatment Facility and the Spruce Lake Water Treatment Facility be awarded to the lowest compliant bidder, Brenntag Canada Inc., for a one-year term. 5.2 That as recommended by the City Manager in the submitted report M&C 2021- 107: Contract 2020-18: Prospect Street West -Sanitary Lift Station & Sewer Improvements, the contract be awarded to the low tenderer, TerraEx Inc., at the tendered price of $486,110.75 (including HST) as calculated based upon estimated quantities, and further that the Mayor and City Clerk be authorized to execute the necessary contract document. 5.3 That as recommended by the City Manager in the submitted report M&C 2021- 114: Contract 2020-12: Ocean Westway - Cross Connection Removal, the contract be awarded to the low tenderer, Galbraith Construction Ltd., at the tendered price of $41,417.25 (including HST) as calculated based upon estimated quantities, and further that the Mayor and City Clerk be authorized to execute the necessary contract documents. 5.4 That as recommended by the City Manager in the submitted report M&C 2021- 105: Sports Facility Booking Software, the City enter into a three (3) year Agreement with Active Network, LLC to provide software for the booking of City -owned sports facilities; and that the Mayor and City Clerk be authorized to execute the necessary contract documents. 5.5 That as recommended by the City Manager in the submitted report M&C 2021- 117: Engineering Services: Coleson Cove Raw Water Transmission Main Upgrades, the proposal from CBCL Limited, for engineering design (Phase I and II) and construction management services (Phase I only) for the Coleson Cove Raw Water Transmission Main Upgrades project in the amount of $125,120.00, including HST be accepted and that the Mayor and City Clerk be authorized to execute the appropriate documentation in that regard. 5.6 That as recommended by the City Manager in the submitted report M&C 2021- 111: Proposed Public Hearing Date - 730,858,864 and 906 Dever Road and 489 Sea Street and O Woodville Road public hearings be scheduled for the rezoning applications of Hughes Surveys & Consultants Inc. (730, 858, 864, 906 Dever Road) and Hughes Surveys & Consultants Inc. (489 Sea Street and 0 Woodville Road) for Monday, June 28, 2021 at 6:30 p.m. If the Common Council meeting scheduled fortune 28, 2021 at 6:30 p.m. cannot be held, the public hearings shall be scheduled for Monday, July 12, 2021 at 6:30 p.m. Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan: 3 E:3 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 RESOLVED that the recommendation set out in each consent agenda item respectively, be adopted. MOTION CARRIED UNANIMOUSLY. 6. Members Comments 7. Proclamations 7.1 Volunteer Week- April 18 to April 24, 2021 The Mayor proclaimed April 18t"-24t" 2021 Volunteer Week in the City of Saint John. 7.2 Day of Mourning in Recognition of Injured Workers —April 28t", 2021 The Mayor proclaimed April 28t", 2021 as the Day of Mourning in Recognition of Injured Workers in the City of Saint John. 8. Delegations/Presentations 9. Public Hearings 6:30 PM 9.1 Proposed Section 59 Amendment —1210 Loch Lomond Road with PAC report recommending approval Commissioner Hamilton advised that the necessary advertising was completed with regard to the proposed Section 59 Amendment amending the Section 59 conditions imposed on the November 6, 2006, rezoning of the parcel of land having an area of approximately 10,000 square metres, located at 1210 Loch Lomond Road, also identified as a portion of PID Number 55008593, and as amended on October 24, 2011 and December 23, 2013 to permit a Household Contractor Service and a Commercial Group with no written objections received. Consideration was also given to a report from the Planning Advisory Committee submitting a copy of Planning staff's report considered at its April 13, 2021 meeting at which the Committee recommended the amendment of the existing Section 59 conditions. The Mayor called for members of the public to speak against the proposed amendment with no one presenting. The Mayor called for members of the public to speak in favour of the proposed amendment with the following presenting: Matt Doherty, applicant in favour. 4 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOVED that: (1) Common Council, pursuant to the provisions of Section 59 of the Community Planning Act, rescind the conditions imposed on the November 6, 2006, rezoning of the parcel of land having an area of approximately 10,000 square metres, located at 1210 Loch Lomond Road, also identified as a portion of PID Number 55008593, and as amended on October 24, 2011 and December 23, 2013. (2) 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 10,000 square metres, located at 1210 Loch Lomond Road, also identified as a portion of PID Number 55008593: (a) The use of the parcel of land be limited to the following: Artist or Craftsperson Studio, Business Office, Commercial Group, Health and Fitness Facility, Household Contractor Service, Library, Park or Playground, Personal Service, Restaurant with a Dining Room licence under the Liquor Control Act, and Retail General; (b) The development 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, asphalt driveway access and parking areas enclosed with curbing, asphalt loading areas, landscaping, signs, exterior lighting, and other such site features; (c) The above building elevation and site plans be attached to the permit applications for the development of the parcel of land; (d) Driveway construction be subject to the approval of the Chief City Engineer; (e) The parcel be developed and maintained with municipal water and municipal sanitary, subject to the approval of the Chief City Engineer; (f) Exterior lighting be designed and maintained in a manner that does not direct light onto adjacent residential properties; (g) All disturbed areas of the site not occupied by buildings, parking areas, and driveways be landscaped within six months of the issuance of a 5 iN COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 development and building permit for any phase of the commercial development; (h) Except for fencing, no structure be permitted within 10 metres of the common property line with the adjacent property at 1204 Loch Lomond Road; (i) An all -season buffer of coniferous trees or a solid board -on -board fence be constructed and maintained along the common property line between the commercial development and the dwelling at 1204 Loch Lomond Road, subject to the approval of the Development Officer; (j) Any area designed for the storage of refuse or composting be screened by a solid board -on -board fence; and (k) There be no outdoor storage of materials in association with the Household Contractor Service business. MOTION CARRIED. 9.2 Proposed Zoning ByLaw Amendment with PAC report recommending Approval — 300 Sydney Street (1st and 2nd Reading) Referring to the report on the proposed development referred to as the Landmark project Commissioner Hamilton advised that the necessary advertising was completed with regard to amending Schedule "A", the Zoning Map of The City of Saint John, by rezoning a parcel of land having an area of approximately 7881 square metres, located at 300 Sydney Street, also identified as being PID Number 00000034, from Major Community Facility (CFM) to High -Rise Residential (RH); and amending Schedule "G" the Zoning By- law of The City of Saint John, by increasing the maximum building height of PID Number 00000034 from 14 metres to approximately 39.3 metres, to construct a multiple unit residential development. Consideration was also given to a report from the Planning Advisory Committee submitting a copy of Planning staffs report considered at its April 13, 2021 meeting at which the committee recommended the rezoning at 300 Sydney Street as described above with Section 59 conditions. Mark Reade provided a staff presentation on the rezoning, with height increase and set- back variances, increased density in exchange for added public benefits $160,000 contribution for Rainbow Park, Broad Street Bus Shelter and Tin Can beach beautification. Public engagement included a town hall and website for comments. Staff recommend the project incorporate a two -storey facade along Sydney Street and the outside corner with 110 11 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 ground floor commercial and second -floor residential, as well as a crosswalk on Broad Street. The Mayor called for members of the public to speak against the rezoning with the following presenting: Mr. Bill Nugent the adjacent property owner with two tenants and over 400 employees. Mr. Nugent stated the Municipal Plan framework will not be followed, the facility is too big for the site, the excessive length of the development timeframe and concern over Sydney Street traffic and parking concerns during construction. The Mayor called for members of the public to speak in favour of the rezoning with the following presenting: Jonathan Rasenberg project co-ordinator on behalf of the proponent, and Moji Shahab, director of Parsi Development, the company spearheading the project. The public hearing concluded. Staff were asked to respond to questions on the following: • facade setback variance, • traffic study and proximity to Rainbow Park, • alternate roads access to the construction site such as Vulcan and Charlotte Street instead of Sydney Street, • Harbour Passage initiative connection from Broad Street to Tin Can beach, active transportation methods, sidewalks, and curbs, • density of the project and architectural commitments. Moved by Deputy Mayor, McAlary, seconded by Councillor Reardon: RESOLVED that the by-law entitled, "A Law to Amend the Zoning By -Law of The City of Saint John" amending Schedule "A", the Zoning Map of The City of Saint John, by rezoning a parcel of land having an area of approximately 7881 square metres, located at 300 Sydney Street, also identified as being PID Number 00000034, from Major Community Facility (CFM) to High -Rise Residential (RH); and amending Schedule "G", the Zoning By- law of The City of Saint John, by increasing the maximum building height of PID Number 00000034 from 14 metres to approximately 39.3 metres, be read a first time. MOTION CARRIED. Read a first time by title, the by-law entitled, "A Law to Amend the Zoning By -Law of The City of Saint John." Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the by-law entitled, "A Law to Amend the Zoning By -Law of The City of Saint John" amending Schedule "A", the Zoning Map of The City of Saint John, by rezoning a parcel of land having an area of approximately 7881 square metres, located at 300 VA 12 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 Sydney Street, also identified as being PID Number 00000034, from Major Community Facility (CFM) to High -Rise Residential (RH); and amending Schedule "G", the Zoning By- law of The City of Saint John, by increasing the maximum building height of PID Number 00000034 from 14 metres to approximately 39.3 metres, be read a second time. MOTION CARRIED. Read a second time by title, the by-law entitled, "A Law to Amend the Zoning By -Law of The City of Saint John." The Mayor called for a 5-minute recess at 7:56 p.m. The Meeting reconvened at 8:01 p.m. 10. Consideration of Bylaws 10.1 Public Presentation — 695 Somerset Street Commissioner Hamilton advised the reason for the proposed amendment is to permit an office/maintenance storage area. The public presentation allows a 30-day public review for public to comment. Written objections may be forwarded to the City Clerk by May 191h, 2021. Commissioner Hamilton read a Public Presentation into the record for a proposed amendment to the Municipal Development Plan which would re -designate on Schedule A of the Municipal Development Plan, land having an area of 3445 square metres, located adjacent to 695 Somerset Street, also identified as PID Number 00415497 and PID Number 55147557, from Local Centre to Stable Commercial; and, re -designate on Schedule B of the Municipal Development Plan, land having an area of 3445 square metres, located adjacent to 695 Somerset Street, also identified as PID Number 00415497 and PID Number 55147557, from Local Centre to Stable Commercial to permit an office/maintenance building and storage area. 10.2 Zoning ByLawAmendment —545 Sandy Point Road with Section 59 Conditions (3rd Reading) Commissioner Hamilton advised the proposed zoning bylaw amendment application is to rezone to low-rise residential with s 59 conditions. Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the by-law entitled, "By -Law Number C.P. 111-110 A Law to Amend the Zoning ByLaw of The City of Saint John," rezoning a parcel of land having an area of approximately 7,261 square metres, located at 545 Sandy Point Road, also identified as 8 13 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 PID Number 00051508, from Neighbourhood Community Facility (CFN) to Low -Rise Residential (RL), be read. MOTION CARRIED. The by-law entitled "By -Law Number C.P. 111-110 A Law to Amend the Zoning ByLaw of The City of Saint John," was read in its entirety. Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan: 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 7,261 square meters, located at 545 Sandy Point Road, also identified as PID number 00051508: (a) 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 (b) The above elevation and site plans be attached to the permit application for the development of the parcel of land. MOTION CARRIED. Moved by Councillor Merrtihew, seconded by Councillor Norton: RESOLVED that the by-law entitled, "By -Law Number C.P. 111-110 A Law to Amend the Zoning ByLaw of The City of Saint John," rezoning a parcel of land having an area of approximately 7,261 square metres, located at 545 Sandy Point Road, also identified as PID Number 00051508, from Neighbourhood Community Facility (CFN) 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. 111-110 A Law to Amend the Zoning ByLaw of The City of Saint John." 10.3 Traffic ByLaw Amendment — Schedule M re: Prince William Street (3rd Reading) Commissioner Hugenholtz advised the proposed traffic bylaw amendment is to relocate a loading zone on Prince William Street. D1 14 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 Moved by Councillor Hickey, seconded by Deputy Mayor McAlary: RESOLVED that the by-law entitled, "By -Law No. MV-10.1, A By -Law to Amend a By -Law respecting the Traffic on Streets in the City of Saint John and amendments thereto," amending Schedule "M" — Loading Zones, be read. MOTION CARRIED. The by-law entitled, "By -Law No. MV-10.1, A By -Law to Amend a By -Law respecting the Traffic on Streets in the City of Saint John and amendments thereto," was read in its entirety. Moved by Deputy Mayor McAlary, seconded by Councillor Merrithew: RESOLVED that the by-law entitled, "By -Law No. MV-10.1, A By -Law to Amend a By -Law respecting the Traffic on Streets in the City of Saint John and amendments thereto," amending Schedule "M" — Loading Zones, 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 No. MV-10.1, A By -Law to Amend a By -Law respecting the Traffic on Streets in the City of Saint John and amendments thereto." 10.4 Development Fees Adjustments — Use of Sidewalks ByLaw and Peddlers and Hawkers ByLaw (111 and 211 Reading) Director Poffenroth advised while the focus of this initiative is on fees and does not include full program reviews, both by-laws are proposed to be repealed and replaced as they had to be updated to be in line with the Local Governance Act. Additionally, the Use of Sidewalks by-law formally incorporates an already established procedure around Street Occupancy permits and a previously approved Council Policy about Sidewalk Cafes and Sidewalk Vendor Sites. Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan: RESOLVED that the by-law entitled, "By -Law Number L.G.-13, A ByLaw respecting the Use of Sidewalks within The City of Saint John," repealing and replacing the bylaw entitled "ByLaw Number M-21, A Law respecting the Use of Sidewalks within The City of Saint John and all amendments thereto" to include the fee adjustment initiative for Street Occupancy permits, Sidewalk Cafe permits and Sidewalk Vendor sites, and to update for the new Local Governance Act, be read a first time. MOTION CARRIED. 10 15 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 Read a first time by title, the by-law entitled, "By -Law Number L.G.-13, A ByLaw respecting the Use of Sidewalks within The City of Saint John." Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the by-law entitled, "By -Law Number L.G.-13, A ByLaw respecting the Use of Sidewalks within The City of Saint John," repealing and replacing the bylaw entitled "ByLaw Number M-21, A Law respecting the Use of Sidewalks within The City of Saint John and all amendments thereto" to include the fee adjustment initiative for Street Occupancy permits, Sidewalk Cafe permits and Sidewalk Vendor sites, and to update for the new Local Governance Act, be read a second time. MOTION CARRIED. Read a second time by title, the by-law entitled, "By -Law Number L.G.-13, A ByLaw respecting the Use of Sidewalks within The City of Saint John." Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the by-law entitled, "By -Law Number L.G.-14, A By -Law respecting the Licensing of Peddlers and Hawkers in The City of Saint John," repealing and replacing the bylaw entitled "By -Law Number M-15, A By -Law respecting the Licensing of Peddlers and Hawkers in The City of Saint John," to include a license fee increase to $150, a definition change for those who can receive and issue license applications, and to update for the new Local Governance Act, be read a first time. MOTION CARRIED. Read a first time by title, the by-law entitled, "By -Law Number L.G.-14, A By -Law respecting the Licensing of Peddlers and Hawkers in The City of Saint John." Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the by-law entitled, "By -Law Number L.G.-14, A By -Law respecting the Licensing of Peddlers and Hawkers in The City of Saint John," repealing and replacing the bylaw entitled "By -Law Number M-15, A By -Law respecting the Licensing of Peddlers and Hawkers in The City of Saint John," to include a license fee increase to $150, a definition change for those who can receive and issue license applications, and to update for the new Local Governance Act, be read a second time. MOTION CARRIED. Read a second time by title, the by-law entitled, "By -Law Number L.G.-14, A By -Law respecting the Licensing of Peddlers and Hawkers in The City of Saint John." 10.5 Repeal and Replacement of Council's Procedural By -Law (111 and 2nd Reading) 11 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 Referring to the submitted report entitled Repeal and Replacement of Council's Procedural By -Law (111 and 211 Reading) the City Clerk advised Council on the proposal to codify the multiple amendments to the bylaw and housekeeping changes. Responding to a question on the proposed 5-minute time limit for speakers during public hearings, the City Clerk commented the bylaw is flexible to address all the rules and to suspend the rules. The following council members went on the record stating they are voting against the proposal for the following reasons: • Councillor Sullivan stated he does not support the appointment of the Deputy Mayor proposed procedure. • Councillor Strowbridge does not support the 5-minute time limit for speakers at Public Hearings and does not support the proposed recommendation for electing the Deputy Mayor. • Deputy Mayor McAlary stated she does not support the bylaw recommendation for the appointment of Deputy Mayor. Moved by Councillor Reardon, seconded by Councillor Hickey: RESOLVED that staff be directed to amend/increase the proposed 5-minute rule for speakers during a public hearing to 10-minutes prior to third reading of the bylaw. MOTION CARRIED. Moved by Councillor Merrithew, seconded by Councillor Hickey: RESOLVED that the by-law entitled, "By -Law Number L.G.-15, A By -Law respecting the Procedures of the Common Council of The City of Saint John," repealing and replacing the bylaw entitled "By -Law Number M-5, A By -Law respecting the Procedures of the Common Council of the City of Saint John," to update the provision for the election of a Deputy Mayor, consolidation of 14 Procedural by-law amendments, updated content and several housekeeping items, be read a first time. MOTION CARRIED with Councillors Sullivan, Strowbridge and Deputy Mayor McAlary voting nay. Read a first time by title, the by-law entitled, "By -Law Number L.G.-15, A By -Law respecting the Procedures of the Common Council of The City of Saint John." Moved by Councillor Hickey, seconded by Councillor Merrithew: RESOLVED that the by-law entitled, "By -Law Number L.G.-15, A By -Law respecting the Procedures of the Common Council of The City of Saint John," repealing and replacing the bylaw entitled "By -Law Number M-5, A By -Law respecting the Procedures of the Common Council of the City of Saint John," to update the provision for the election of a Deputy 12 17 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 Mayor, consolidation of 14 Procedural by-law amendments, updated content and several housekeeping items, be read a second time. MOTION CARRIED with Councillors Sullivan, Strowbridge and Deputy Mayor McAlary voting nay. Read a second time by title, the by-law entitled, "By -Law Number L.G.-15, A By -Law respecting the Procedures of the Common Council of The City of Saint John." 11. Submissions by Council Members 12. Business Matters - Municipal Officers 12.1 Nuclear Weapons Ban Support Initiatives Referring to the submitted report M&C 2021-108: Nuclear Weapons Ban Support Initiatives, Emilie Jerome articling with the Legal Counsel Office summarized the extensive research and recommendation options. Moved by Deputy Mayor McAlary, seconded by Councillor Sullivan: RESOLVED that as recommended by the City Manager in the submitted report M&C2021- 108: Nuclear Weapons Ban Support Initiatives Council endorse the International Campaign to Abolish Nuclear Weapons (ICAN) Cities Appeal, which calls for support of the UN Treaty on the Prohibition of Nuclear Weapons, by directing the Mayor to send an email to the organizing committee confirming same. MOTION CARRIED. 12.2 2021 Roadway Construction Projects Referring to the submitted report 2021 Roadway Construction Projects Commissioner McGovern outlined major construction projects under both the General Fund and Utility Capital Projects that will have a significant impact on traffic arteries. Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the submitted report M&C 2021-116: 2021 Roadway Construction Projects, be received for information. MOTION CARRIED. 12.3 Modernization of Solid Waste Collection Service (Pilot Commencement Referring to the submitted report entitled M&C2021-113: Modernization of Solid Waste Collection Service (Pilot Commencement) Commissioner Hugenholtz updated Council 13 iF:3 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 stating the pilot project will commence May 20, 2021 and run until June 7, 2021. It includes two existing routes totaling approximately 1000 households: • Rockwood Route • Latimer Route Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie: RESOLVED that the submitted report M&C 2021-113 Modernization of Solid Waste Collection Service (Pilot Commencement), be received for information. MOTION CARRIED. 13. Committee Reports 13.1 Growth Committee: Municipal ENCORE Program: Spotlight Initiative Moved by Councillor Hickey, seconded by Deputy Mayor McAlary: RESOLVED that: WHEREAS Common Council has implemented a Municipal Economic and Community Recovery (ENCORE) program 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 implement and promote a pilot of the Spotlight Program, a development strategy mobilizing the skills and creativity of local artists to drive recovery of community and businesses within the city of Saint John. FURTHER BE IT RESOLVED that Common Council direct up to $21,600 to InterAction School of Performing Arts to be designated for the Spotlight Program from the funds already allocated to the Municipal Economic and Community Recovery Program from the Growth Reserve. MOTION CARRIED. 14. Consideration of Issues Separated from Consent Agenda 15. General Correspondence 16. Supplemental Agenda 17. Committee of the Whole 17.1 Lease Agreement with Saint John Arts Centre — Peel Plaza 14 COMMON COUNCIL / CONSEIL COMMUNAL April 19, 2021 / le 19 avril 2021 Moved by Councillor Sullivan, seconded by Councillor Merrithew: RESOLVED that as recommended by the Committee of the Whole having met on April 19t", 2021, Common Council rescind its resolution made on July 29, 2019 pertaining to M&C 2019-190 Lease Agreement; and the City of Saint John enter into a Lease Agreement with Saint John Arts Centre Inc. in the form as attached to M&C 2021-106 for the lease of the premises known as the Carnegie Building, situated at civic #20 Peel Plaza; and further that the Mayor and City Clerk be authorized to execute the said Lease Agreement. IL Is] III us] ►[ye\ININ I all 17.2 Standardized Performance Review Process for City Manager Moved by Councillor Sullivan, seconded by Councillor Merrithew: RESOLVED that as recommended by the Committee of the Whole having met on April 19t", 2021 Common Council formalize the process of an annual performance review with the City Manager and that a third -party Human Resource specialist be hired, to establish a standardized process for consistency and the use of future councils. Furthermore, that an annual scorecard (objectives) be developed to measure the performance of the City Manager and align expectations amongst members of the council. That a budget is established to a maximum of $10,000 for this project and that a working committee is established by the new council. MOTION CARRIED with Councillors Reardon, Armstrong, and MacKenzie voting nay stating the timing is too close to the Municipal Election and do not want to make decisions for the next council. 18. Adjournment Moved by Councillor Sullivan, seconded by Councillor Hickey: RESOLVED that the meeting of Common Council held on April 19, 2021 be adjourned. MOTION CARRIED. The Mayor declared the meeting adjourned at 9:51 p.m. 15 491 COMMON COUNCIL REPORT M&C No. 2021-109 Report Date April 22, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Update #3 - Water Levels in the South Bay Wellfield OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Kendall Mason 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 Council and the public with an update regarding the water level in the South Bay Wellfield. On February 13t", 2020, some areas of West Saint John were transitioned from the South Bay Wellfield as their primary drinking water source to drinking water from the new Loch Lomond Drinking Water Treatment Facility. Areas in West Saint John being served with water from the Loch Lomond Drinking Water Treatment Facility include six (6) neighbourhoods: Lower West, Milford, Randolph, Fundy Heights, Duck Cove and Sand Cove. Reducing the demand on the South Bay Wellfield by transitioning the six neighbourhoods has caused the water level to rise from approximately 1.75 metres below sea level in February 2020 to approximately 0.25 metres above mean sea level around the end of May 2020 and 1.23 metres above sea level by mid -September 2020. By April 1, 2021, the measured water levels in the three drinking water production wells and the three observations wells were as follows: • Production Well #1 elevation 3.799 metres above mean sea level (Note this sensor requires maintenance that will be completed when pump is next serviced) 21 • Production Well #2 elevation 2.226 metres above mean sea level • Production Well #3 elevation 2.302 metres above mean sea level • Observation Well #1 elevation 2.418 metres above mean sea level • Observation Well #2 elevation 2.312 metres above mean sea level • Observation Well #3 elevation 2.296 metres above mean sea level As of April 1, 2021, the average water elevation in production wells 2 and 3 and observation wells 1, 2 and 3 was approximately 2.311 metres amsl as can also be seen in Figure 2. As noted above, the sensor on Production Well #1 requires maintenance however at this time our understanding is that the pump requires removal to complete the maintenance on the sensor. Staff and our Consultant are exploring a means of completing the maintenance without pulling the pump. We are confident in the elevations of the other sensors and Observation Well 1 is intended to represent the water level in Production Well #1. The aquifer has recovered and is now in compliance with the Approval to Operate (regulatory) requirement of +1 metre above mean sea level for each of the wells. Saint John Water continues to closely monitor the South Bay Wellfield water levels in conjunction with the Department of Environment and Local Government. PREVIOUS RESOLUTION On June 8, 2020, Common Council received and filed an update on the Water Levels in the South Bay Wellfield in M&C No. 2020-146. On September 28, 2020, Common Council received and filed an update on the Water Levels in the South Bay Wellfield in M&C No. 2020-229. STRATEGIC ALIGNMENT Saint John invests in sustainable City services and municipal infrastructure. REPORT On September 14, 2017, the South Bay Wellfield began delivering water to customers west of the Reversing Falls. The first year (2017- 2018) of pumping ground water from the South Bay Wellfield resulted in the water level in the wells dropping below sea level and putting the wells at risk of salt water intrusion. From a regulatory perspective, the Province of New Brunswick issues to the City of Saint John an Approval to Operate the Drinking Water Treatment and Distribution System. There are specific requirements identified in the APPROVAL TO OPERATE W-1510. Within APPROVAL W-1510 the water level in each of the three South Bay production well is not to drop below +1m above mean sea level (amsl) for more than 100 days/year with a maximum of 20 consecutive days. WA Given the City was unable to meet this requirement by serving West Saint John with water from the South Bay Wellfield, a solution was needed to address the risk and return to regulatory compliance. Figure 1 krl G3,l IPku`✓ N11111iM l9d 611AilI z� I ": / sf'flb Gti r„1 �/rgy PI P,'F Ir3,rl J, �Uvf9 u ➢E, 110 fNe JlA VfIA I2 o�12.a: /)Ifs 4yaT ''^AINH p4.NFAN HdRgNM1119001 PORT rNl` >vf�,N.NW q JOh"N On February 13t", 2020, some areas of West Saint John were transitioned from the South Bay Wellfield as their primary drinking water source to drinking water from the new Loch Lomond Drinking Water Treatment Facility. Areas in West Saint John currently being served with drinking water from the Loch Lomond Drinking Water Treatment Facility include Lower West, Milford, Randolph, Fundy Heights, Duck Cove and Sand Cove neighbourhoods as shown in yellow in the Figure 1. Customers in the green shaded area continue to be supplied with drinking water from the South Bay Wellfield. By proceeding with the servicing option of delivering water from the new Loch Lomond Drinking Water Treatment Facility to the six neighbourhoods in West Saint John, this reduced the demand on the South Bay Wellfield to allow the aquifer to recharge, improving the sustainability of the wellfield and allowing the water levels in each of the production wells to trend upwards toward the minimum +1m amsl that is required within the Approval to Operate. The South Bay Wellfield has three production wells which are utilized to supply drinking water and three observation wells adjacent to the production wells which are utilized to monitor the production wells. In each production well are water level sensors and adjacent to each production well is an observation well with a level sensor which is utilized to confirm the production well sensor reading. The level sensor in production well one is not reading accurately and will require maintenance that will be performed in the future when the pump is removed from the well for maintenance or sooner if a means to perform maintenance on the sensor can be identified. The following is the water elevations in the three production wells and three observation wells on April 1, 2021. Date Well 1 ILevel well 2 Level well 3 Level CABS well 1 Level OBS well 2 Level oBS well 3 Level 04 91-2021 3.799 2.226 2.302 2.418 2.312 2.296 W On February 13t", 2020, the elevation of the water in the three production wells was approximately 1.75 metres below mean sea level as shown in Figure 2. By April 1, 2021, the average water elevation in production wells 2 and 3 and observation wells 1, 2 and 3 was approximately 2.311 metres amsl as can also be seen in Figure 2. This increase in water level helps protect the aquifer from salt water intrusion, and meets the regulatory requirement of+1 metre amsl. Close monitoring of the South Bay Wellfield will continue with the Department of Environment and Local Government. Southbay Wellfield (ocean Westway + Spruce Lake Industrial (park) Average Daily Flows and Well 1, 2, and 3 Average Daily Levels 14 - 4.0 v�- f" 12 ... 3.5 3.0 ry InI i� 2,5 OW i. SLAP a r 1��i iul �rcr�, Im A gM nthiy Aay�, .tyl"M': - 05 Well i Leve1 2` A� g�/ i ,4wM .WO2 Level 6 ,W'�j n �u " as Well Lewe1 '• 3 dBS WelllLevel - -D 5 - O85 Well 2 Level � Y Well 3 Level ' I ��1.m Eleu:atiron d 2 m r tl a L. a ,.. -2.0 -2.5 O„O O,�O O-, 0,20 0 0-4 0 O-O O„PO 0 J, O;v, O„w0 Oti1 ©,y't O�"Y ti'4"3' 5L, '� b'� Y`v Y'v Y'v q"v h'" $?, ;R oiM � ti"i ,yh „h'S1 CJ O Figure 2. Saint John Water continues to communicate with the Department of Transportation and Infrastructure (NBDTI) as it relates to the long-term plans of the Reversing Falls Bridge as it is very important that there be some clarity on the Province's plans before the City contemplates proceeding with any significant long-term investments and servicing options to make best use of ratepayer dollars. SERVICE AND FINANCIAL OUTCOMES Saint John Water continues to serve customers across the City with safe, clean drinking water. Regular testing of the water supplies from both the South Bay Wellfield and Loch Lomond Drinking Water Treatment Facility confirm that Saint John has two excellent sources of high -quality drinking water. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS The City's current hydrogeologists Dillon Consulting who assists in advising the City also reviewed the data and they have advised as follows: The observation wells associated with each of the production wells serve to provide a representative data collection point (water level and groundwater chemistry). Each of the observation wells are within close proximity and are constructed within the some hydrostratigraphic unit as their respective production well. Based upon this information coupled with consistent historical water level trends between the observation wells and production wells it would be appropriate to consider the water level in OBS Well 1 representative of the average water level in Production Well 1. Therefore, the average water elevation observed in the South Bay Aquifer as of April 1, 2021 is greater than 2 meters above sea level. ATTACHMENTS N/A i►R COMMON COUNCIL REPORT M&C No. 2021-125 Report Date April 23, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Contract No. 2021-06: Princess Street — Water, Sanitary and Storm Sewer Renewal and Street Reconstruction AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Holly Young J. Brent McGovern I John Collin RECOMMENDATION It is recommended that Contract No. 2021-06: Princess Street— Water, Sanitary and Storm Sewer Renewal and Street Reconstruction be awarded to the low Tenderer, Terra Ex Inc., at their tendered price of $1,118,571.08 (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 2021- 06: Princess Street — Water, Sanitary and Storm Sewer Renewal and Street Reconstruction to the low tenderer. PREVIOUS RESOLUTIONS February 22, 2021: M&C 2021-051 - Utility and General Fund — Revised 2021 Capital Programs approved. REPORT BACKGROUND The approved 2021 Water & Sewerage Utility Fund and General Fund Capital Program includes funding for the reconstruction of Princess Street from Wentworth Street to Crown Street. The work involves the replacement of the existing watermain and sanitary sewer, installation of a new storm sewer for 41.1 -2- separation and full street reconstruction including new concrete curb and sidewalk, grass medians, roadway granulars, asphalt, trees, and signage. TENDER RESULTS Tenders closed on April 21, 2021 with the following results, including HST: 1. Fairville Construction Ltd. $1,374,224.70 2. Galbraith Construction Ltd. $1,364,890.73 3. Dexter Construction Company Limited $1,593,978.20 4. TerraEx Inc. $1,118,571.08 The Engineer's estimate for the work was $1,544,249.90, including HST. ANALYSIS The tenders were reviewed by staff and 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. FINANCIAL IMPLICATIONS The Contract includes work that is charged against the 2021 General Fund and Water and Sewerage Utility Fund Capital Programs. This project is partially funded by the Integrated Bilateral Funding 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 $1,545,000 Project Net Cost $1,254,601 Variance $ 290,399 POLICY - TENDERING OF CONSTRUCTION CONTRACTS The recommendation is this report is made in accordance with the provisions of Council's policy for the tendering of construction contracts, the City's General Specifications, and the specific project specifications. WA -3- STRATEGIC ALIGNMENT This report aligns with CounciI's Priority for Valued Service Delivery, specifically as it relates to investing in sustainable City services and municipal infrastructure. During the design phase of the work for this project, a review of the Central Peninsula Secondary Plan (The Secondary Plan) was completed. The Secondary Plan contains several Policies and Proposals relating to the Central Peninsula. Throughout the engagement process in developing the Plan, more street trees and greening was identified as a community priority. With respect to Princess Street, the Secondary Plan has included the priorities for more trees and greening as these blocks presently do not have grass nor trees, they are simply asphalt including the sidewalks. There was also a noted desire to improve pedestrian infrastructure. The reconstruction of Princess Street supports the above through the replacement of asphalt sidewalks with new concrete curb and sidewalks, the addition of a new grass median where possible and the planting of street trees. In addition, access ramps will be installed in the sidewalks at pedestrian crossings that will be flush to the asphalt roadway surface to remove any barriers to access by all users of the pedestrian transportation infrastructure. The street widths proposed are appropriate in finding a balance between providing enough road width for various uses while maximizing benefits in promoting the "Complete Street" methodology. The recommended minimum travel lane width for an urban street is 3.0 m wide and the recommended width of parking lanes is 2.4 m wide. All else being equal, an urban road should be at least 8.4 m wide to serve two-way traffic and parking on one side. There are opportunities, but also risks in varying from these minimums in a setting such as Uptown Saint John. Guidelines provide some flexibility to provide less than 3.0 m lane width but factors such as the need to consider emergency vehicle access, level of use of on -street parking, and snow storage need to be considered before doing so. In an Uptown setting, on -street parking is often significantly in use where encroachment into that lane as a travel lane when two vehicles pass is less available than in other parts of the City. Similarly, although the City has a robust snow clearing and removal program Uptown and some snow storage is available where medians are present, temporary snow storage on the street is a requirement as the buildings are often immediately on the back -side of the sidewalk and keeping sidewalks clear for pedestrians is a priority Uptown. In the case of the Crown Street to Pitt Street section of Princess Street, there is no buffer for snow storage, and for the Pitt Street to Wentworth Street section, there is a 0.2 m width available on both sides for snow storage. K-11 -4- SERVICE AND FINANCIAL OUTCOMES The municipal infrastructure on this street is in poor condition and renewal of this infrastructure will reduce the number of future service disruptions to residents due to infrastructure failures. In addition, the storm water and sanitary sewer flows are being separated on these sections of Princess Street which will reduce operating costs and better prepare the City for climate change by adding sewer capacity. The street scape will be greatly enhanced due to the renewal of the street surface and sidewalk, addition of trees and grass median. Pedestrians will be able to walk on the new concrete sidewalk complete with drop curbs rather than on deteriorated asphalt sidewalk. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Growth and Community Services, and Public Works and Transportation Services have reviewed and provided input to this report. ATTACHMENTS N/A Wee COMMON COUNCIL REPORT M&C No. 2021-126 Report Date April 23, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Contract 2021-12: Westmorland Rd. & Bayside Dr. Flow Meters/Chamber #33 Flow Limiting Valves AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Gerald Mattsson J. Brent McGovern / Michael Baker John Collin RECOMMENDATION It is recommended that Contract 2021-12: Westmorland Road & Bayside Drive Flow Meters/Chamber #33 Flow Limiting Valves be awarded to the low tenderer, Keel Construction Ltd., at the tendered price of $107,697.48 (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 2021-12: Westmorland Road & Bayside Drive Flow Meters/Chamber #33 Flow Limiting Valves to the low tenderer. PREVIOUS RESOLUTION February 22, 2021: M&C 2021-051—Utility and General Fund — Revised 2021 Capital Programs approved. REPORT BACKGROUND The approved 2021 Water and Sewerage Utility Fund Capital Program includes funding for the installation of new flow meters at PRV stations on Westmorland Road & Bayside Drive, as well as new flow limiting valves at the Mill Street Vault (Chamber #33). The work involves installation of the new equipment, associated watermain and chambers, and street reinstatement as required including new concrete curb, grass, roadway granulars, and asphalt. 091 -2- TENDER RESULTS Tenders closed on April 21, 2021 with the following results, including HST: 1. Terra Ex Inc., Saint John, NB $238,941.25 2. Fairville Construction Ltd., Saint John, NB $137,574.50 3. Keel Construction Ltd., Saint John, NB $107,697.48 The Engineer's estimate for the work was $134,003.75 including HST. ANALYSIS The tenders were reviewed by both staff and CBCL Limited and all 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. 1�1►1e\►[yle\�f► i»[�L��[�I►[.� The Contract includes work that is charged against the 2021 Water and Sewerage Utility 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 $ 180,000 Project net cost $ 130,743 Variance (surplus) $ 49,257 POLICY —TENDERING OF CONSTRUCTION CONTRACTS The recommendation in this report is made in accordance with the provisions of Council's policy for the tendering of construction contracts, the City's General Specifications, and the specific project specifications. 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 installation of the flow meters will allow accurate measurement of the amount of treated water flowing from the East Gravity & Cottage Hill High Zones 31 -3- into the Central Low Zone. The installation of the new flow limiting valves will reduce the required amount of treated water used. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS N/A ATTACHMENTS N/A 0 COMMON COUNCIL REPORT M&C No. 2021-119 Report Date April 26, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Contract No. 2021-13 Asphalt Resurfacing 2021 AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Rod Mahoney Brent McGovern/Michael John Collin Hugenholtz/Michael Baker RECOMMENDATION It is recommended that Contract No. 2021-13: Asphalt Resurfacing 2021 be awarded to the low Tenderer, Galbraith Construction Ltd., at the tendered price of $4,868,504.01 (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 2021-13: Asphalt Resurfacing 2021 to the low Tenderer. PREVIOUS RESOLUTIONS February 22, 2021: M&C 2021-051 — Utility and General Fund — Revised 2021 Capital Programs approved. August 31, 2020: M&C 2020-218 — 2021 General Fund Operating Program approved. REPORT BACKGROUND The 2021 General Fund Operating Budget for Public Works and Transportation Services and the 2021 General Fund Capital Program include provisions for the resurfacing of several streets in the City. This is an annual program to upgrade and maintain deteriorating street surfaces under the maintenance and capital resurfacing programs. 091 -2- This contract includes all work associated with the resurfacing of a total of 39 streets or segments of streets which equates to 40.8 lane kilometers. This work consists generally of the supply of all necessary labour, materials, and equipment for the placement of approximately 19,865 tonnes of Superpave hot -mix asphalt. Also included in this contract is the installation of approximately 11,454 lineal meters of concrete curb and 4,998 lineal meters of sidewalk. TENDER RESULTS Tenders closed on April 20, 2021 with the following results, including HST: 1. Galbraith Construction Ltd., Saint John, NB $4,868,504.01 2. NRB Construction Company Ltd, Saint John, NB $5,887,339.90 3. Classic Construction (2012) Ltd., Saint John, NB $6,129,011.83 The Engineer's estimate for the work was $6,685,200 including HST. ANALYSIS The tenders were reviewed by staff and 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. The asphalt production and placement processes will be closely monitored to ensure conformance with project specifications. Work is expected to begin the first week of May and continue until October 15, 2021. FINANCIAL IMPLICATIONS The Contract includes work that is funded by various Operating and Capital Budgets. 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 $ 6,528,115 Project net cost $ 5,056,265 Variance (Surplus) $ 1,471,850 The proposed award results in a surplus of approximately $142,000 from the General Fund Operating Budget and an approximate surplus of $1,329,000 from the General Fund Capital Budget. It is the intention of City staff to make full use of the $142,000 operating budget surplus by selecting existing asphalt sidewalks that are currently in poor condition at various locations around the City and replace -3- them with new concrete sidewalks. City staff will focus on areas with higher pedestrian traffic. It should be noted that roadways requiring full street reconstruction will not be included as substantial investment is required to complete the full street upgrade. Staff will report back to Council with a proposed list of sidewalks for renewal and for approval to increase the amount of Contract 2021-13 accordingly. The remainder of the capital surplus is Gas Tax Funding and will be applied to future capital projects meeting the funding agreement parameters. 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 Asphalt pavements, and concrete curb and sidewalks are essential infrastructure which directly impacts the quality of life in our community. Roadway infrastructure is important to the economic health of the community and citizens expect these assets to be maintained to an acceptable standard. Proper and timely maintenance of all roadway assets will ensure public safety, extend service life of the asset, and achieve best value for the investment. This project will be completed within the original approved financial budget. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS N/A ATTACHMENTS N/A W COMMON COUNCIL REPORT M&C No. 2021-128 Report Date April 26, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Engineering Services — Lancaster Wastewater Treatment Facility — Aeration System Assessment and Air Piping Renewal AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Susan Steven J. Brent McGovern / Michael Baker John Collin RECOMMENDATION It is recommended that the proposal from Englobe Corp. (Englobe) for engineering design and construction management services for the Lancaster Wastewater Treatment Facility — Aeration System Assessment and Air Piping Renewal project in the amount of $141,261.98 including HST be accepted and that the Mayor and Common Clerk be authorized to execute the appropriate documentation in that regard. EXECUTIVE SUMMARY The purpose of this report is to recommend that Council award the contract for Engineering Services for the Lancaster Wastewater Treatment Facility — Aeration System Assessment and Air Piping Renewal project to Englobe. PREVIOUS RESOLUTION February 22, 2021; (M&C 2021-047) - Engineering Services — Coleson Cove Raw Water Transmission Main Upgrades / Lancaster Wastewater Treatment Facility Upgrades February 22, 2021; (M&C 2021-051) — Utility and General Fund — Revised 2021 Capital Programs 01-1 -2- REPORT In 2020, Saint John Water (SJW) determined that the Lancaster Wastewater Treatment Facility's existing three headers were leaking a substantial amount of air and further investigation needed to be completed quickly to determine the limits of piping that required replacing as it is a safety issue. Englobe has been working with SJW on several issues at the Lancaster Wastewater Treatment Facility, including the potential replacement of all or a portion of the header piping and the project is a 2021 Utility Capital Budget approved project. A Request for Proposal (RFP) was developed for engineering services which detailed the scope of work for Englobe to carry out and included the following components: ♦ Part A - Site Surveys, Preliminary Investigation and Data Collection ♦ Part B - Preliminary Design, Cost Estimates and Design Report ♦ Part C - Detailed Design ♦ Part D - Tender Period Services, Materials Testing & Inspection, Red Books and Record Drawings ♦ Part E -Construction Management Englobe submitted their proposed project team, work plan, schedule, and fees to complete all the work identified above. Staff completed its review of the submission and evaluated the proposed fee for the project. Staff negotiated an acceptable fee for this project with the consultant for submission to Council. 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 cost of work for Englobe to provide engineering design and construction management services for the Lancaster Wastewater Treatment Facility — Aeration System Assessment and Air Piping Renewal project is $141,261.98, including HST. This includes the estimation that construction will be completed in 13 weeks. Engineering fees to cover the costs of design and construction management generally do not exceed 15 — 20% of the total overall project cost, depending on Kul -3- the nature of the project and the engineering services required. Englobe's upset fee is approximately 18.8% of the estimated project cost for this project (assuming a 13-week construction period) which is within the expected range and within the budget approved as part of the 2021 Utility Fund Capital program. The costs incurred by the Consultant will be paid in accordance with the terms of the RFP at the rates submitted and accepted in the Consultant's proposal not to exceed the Recommended Minimum Hourly Rates as contained in the Association of Consulting Engineering Companies — New Brunswick fee guidelines. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS The engagement process and recommendation has been reviewed with Supply Chain Management. ATTACHMENTS N/A M-11 COMMON COUNCIL REPORT M&C No. 2021-122 Report Date April 23, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Roof Rehabilitation Fire Station #5: 35 Adelaide 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 Samir Yammine J. Brent McGovern John Collin RECOMMENDATION It is recommended that the tender submitted by Dowd Roofing Inc, for the Roof Rehabilitation at Fire Station #5 in the amount of $215,250.00 (plus HST) be accepted. Additionally, it is recommended that the Mayor and Common Clerk be authorized to execute the necessary contract documents. EXECUTIVE SUMMARY The purpose of this report is to seek Council's approval to award the Roof Rehabilitation at Fire Station #5 to the lowest compliant bidder. PREVIOUS RESOLUTION 100 STRATEGIC ALIGNMENT The Roof Rehabilitation project at Fire Station #5 is clearly aligned with the Council's Priorities to invest in sustainable City services and municipal infrastructure as well as with the Asset Management Policy to minimize risk to the Level of Service (LOS). REPORT The existing roof at fire station # 5 is over 30 years old and was determined to be in poor condition and needs complete replacement. Additionally, the roof has 061 experienced severe damage from uplift, as well it has started to show signs of severe deterioration and water leaks. The scope consists of the following: • Remove existing roofing, vapour barrier and gypsum board • Install new vapour barrier • Install new insulation • Install new 2 ply modified roofing system • Install new accessories (flashings, metal, etc.) SERVICE AND FINANCIAL OUTCOMES The total cost to complete the Roof Rehabilitation at Fire Station 5, if awarded to the lowest bidder as recommended, will be $224,475.62 Including HST Rebate. Cost of this project is funded under the Covid-19 Resilience Infrastructure Stream Funding and the City's General 2021 Capital Program. The analysis is as follows: Capital Budget: $87,500 Covid-19 Funding Stream: $140,000 Project net cost: $224,475.62 Variance (Under Budget): $3,024.38 INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS A public tender call was issued on March 22nd, 2021 and closed on April 201", 2021. Three (3) companies responded to the tender call by submitting bids. The results are as follows (excluding HST): COMPANY NAME Dowd Roofing Inc. A -Tech Roofing Ltd. J.E. Wilson Roofing Co. Ltd. *Exclusive of HST TENDER PRICE* $ 215,250.00 $ 238,200.00 $ 233,760.00 Staff of Supply Chain 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 accordance with the City's Procurement Policy and Supply Chain Management support the recommendation being put forth. ATTACHMENTS N/A !II COMMON COUNCIL REPORT M&C No. 2021-123 Report Date April 26, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Roof Rehabilitation Fire Station #7 :7 Manchester Avenue West OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Samir Yammine J. Brent McGovern John Collin RECOMMENDATION It is recommended that the tender submitted by J.E. Wilson Roofing Co. Ltd, for the Roof Rehabilitation at Fire Station #7 in the amount of $91,585.00 (plus HST) be accepted. Additionally, it is recommended that the Mayor and Common Clerk be authorized to execute the necessary contract documents. EXECUTIVE SUMMARY The purpose of this report is to seek Council's approval to award the Roof Rehabilitation at Fire Station #7 to the lowest compliant bidder. PREVIOUS RESOLUTION 100 STRATEGIC ALIGNMENT The Roof Rehabilitation project at Fire Station #7 is clearly aligned with the Council's Priorities to invest in sustainable City services and municipal infrastructure as well as with the Asset Management Policy to minimize risk to the Level of Service (LOS). REPORT The existing roof at fire station # 7 is over 30 years old and was determined to be in poor condition, however several components can be re -used. :1 A thermal scan was conducted to verify the moisture content of the roof assembly and was determined that the two larger roof sections are dry, and the insulation can be re -used. Additionally, the roof has started to show signs of severe deterioration and water leaks. The scope of work consists of the following: • Remove existing roofing, vapour barrier and gypsum board • Install new vapour barrier • Install new insulation over affected areas • Install new 2 ply modified roofing system • Clean existing modified roof • Install new modified roof membrane over primed area • Install new accessories (flashings, metal, etc.) SERVICE AND FINANCIAL OUTCOMES The total cost to complete the Roof Rehabilitation at Fire Station 7, if awarded to the lowest bidder as recommended, will be $95,510.33 including HST rebate. Cost of this project is funded under the Covid-19 Resilience Infrastructure Stream and the City's General 2021 Capital Program. The analysis is as follows: Capital Budget: $37,500 Covid-19 Funding Stream: $60,000 Project net cost: $95,510.33 Variance (Under Budget): $1,989.67 INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS A public tender call was issued on March 22nd, 2021 and closed on April 201", 2021. Four (4) companies responded to the tender call by submitting bids. The results are as follows (excluding HST): COMPANY NAME Dowd Roofing Inc. A -Tech Roofing Ltd. Atlantic Roofers Ltd. J.E. Wilson Roofing Co. Ltd. *Exclusive of HST TENDER PRICE* $ 94,250.00 $ 113,300.00 $ 129,440.00 $ 91,585.00 !i93 Staff of Supply Chain 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 accordance with the City's Procurement Policy and Supply Chain Management support the recommendation being put forth. ATTACHMENTS N/A COMMON COUNCIL REPORT M&C No. 2021-120 Report Date April 26, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Materials Testing and Construction Inspection Services for 2021 and 2022 AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Rod Mahoney J. Brent McGovern / John Collin Michael Hugenholtz /Michael Baker RECOMMENDATION It is recommended that the proposal from Gemtec Consulting Engineers and Scientists Limited., for Material Testing and Construction Inspection Services for 2021 and 2022 in the amount of $1,334,450.80 including HST be accepted and that the Mayor and Common Clerk be authorized to execute the appropriate documentation in that regard. EXECUTIVE SUMMARY The purpose of this report is to recommend that Council award the Materials Testing and Construction Inspection services for asphalt concrete, Portland cement concrete and soils compaction for the years 2021 and 2022 to Gemtec Consulting Engineers and Scientists Limited. PREVIOUS RESOLUTION February 22, 2021: M&C 2021-051— Utility and General Fund — Revised 2021 Capital Programs approved. REPORT BACKGROUND The approved 2021 General Fund Capital Program and 2021 Public Works and Transportation Services Operating Budget included funding for the Materials Testing and Construction Inspection Services. :111 -2- A Request for Proposal (RFP) was advertised to engage an Engineering firm to carry out the following services for the above noted project: ♦ Asphalt Concrete Testing, Inspection, and Engineering Technical Services ♦ Portland Cement Concrete Field and Laboratory Testing, Inspection, and Engineering Technical Services; and ♦ Soils and Granular Materials Compaction, Testing, Inspection and Engineering Technical Services. In each of these three areas there are significantly different services required in providing for inspection and testing. Asphalt concrete requires several tests on both its physical and chemical properties requiring sophisticated lab equipment and facilities. Portland cement concrete requires several field tests as well as a physical stress test for which the City does not possess the equipment. Soil's compaction testing involves both field and laboratory evaluation for base/sub- base aggregate for road construction, retaining wall construction and other projects. The successful consultant will provide the required field inspection services, engineering reporting and quality assurance testing for the 2021 and 2022 Asphalt Resurfacing Programs for approximately $13 million dollars of contract work. In addition, the successful consultant will also complete quality assurance testing for all in house design and managed capital projects for approximately $ 12 million dollars of projects in 2021 and the total for 2022 is expected to be similar as well as quality assurance testing for work completed within the City's right of way on development projects. Due to the recent funding approval for the Integrated Bilateral Program, there will be more quality assurance testing required as many of the proposed street reconstruction projects in 2021 and 2022 will be designed and managed internally. ANALYSIS With a comprehensive terms of reference document developed by staff, a public call for proposals was made for Materials Testing and Construction Inspection Services. The Request for Proposal (RFP) closed on April 8, 2021 with responses received from the following two consulting engineering companies: ♦ Gemtec Consulting Engineers and Scientists Limited, Saint John, NB • Conquest Engineering, A division of CBCL Limited, Saint John, NB A Review Committee consisting of staff from Supply Chain management and Utilities and Infrastructure Services was formed to evaluate submissions. -3- Each member completed an independent review of the submissions and a joint discussion was held to develop the final ranking of submissions. The Review Committee concluded on their recommendation, which follows later in the report. The evaluation process uses the expertise of a variety of staff from Supply Chain Management and Engineering to ensure a thorough review of the various submissions. Care must be taken to ensure that the necessary level of effort and expertise is being directed to the various tasks involved in the work, while still ensuring that costs to be incurred are appropriate and controllable. It is for these reasons that cost, although very important, cannot be the sole nor most critical deciding factor in making the selection of a consulting engineering firm. The Committee was tasked with the role of reviewing each submission against the proposal evaluation criteria as defined in the proposal call document. These criteria consisted of the following: 1. Quality and Completeness — Does the proposal address all of the needs raised? Is the proposal presented in an organized and professional manner? 2. Consultant's Experience — Has the consultant demonstrated a level of expertise with the requirements of this project? 3. Experience of Employees / Sub -consultants — Has the consultant demonstrated a level of expertise for the employees of the company and sub consultants listed? 4. Methodology— Does the approach to the project outlined in the proposal address, in a realistic sense, attainable goals and is it in keeping with the City's expectations for the project? 5. Cost— Cost will be a factor, however not the only factor to be considered. Is the price quoted in line with the City's estimate for the work and has it allowed for each aspect of the project to be adequately addressed? After careful, independent consideration of presentation, company experience, personnel and technical proposal, the Review Committee met to analyze the findings of each member. After completion of the "technical" evaluation, the financial proposals were opened and addressed. These had been submitted in separate, sealed envelopes. After due consideration, the Review Committee selected the submission of Gemtec Consulting Engineers and Scientists Limited, as the best proposal based on an overall rating of the evaluation criteria - presentation, company experience, personnel, technical proposal, and cost. The submission from Gemtec Consulting Engineers and Scientists Limited, met all the requirements of the proposal call, in a manner acceptable to the committee, and with the lowest cost of the submitted proposals. !Vl -4- POLICY — ENGAGEMENT OF ENGINEERING CONSULTANTS The costs incurred by the consultant will be paid in accordance with the terms of the Request for Proposal at the rates submitted and accepted in the consultant's proposal not to exceed the Recommended Hourly Rates as contained in The Association of Consulting Engineering Companies — New Brunswick fee guideline. 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 cost of work from Gemtec Consulting Engineers and Scientists Limited, to provide Materials Testing and Construction Inspection Services for this project is $1,334,450.80 including HST, based on estimated quantities. This cost is based on providing the requested services for a period of 2 years ($667,225.40 in 2021 and $667,225.40 in 2022). The total engineering fees equate to approximately 10% ($1,334,450.80 / $13,000,000) of the $13 million dollars of funding available for the 2021 and 2022 Asphalt Resurfacing Programs. It should be noted that engineering fees are an upset total made up of unit prices and hourly costs and work will be done to minimize these expenses as much as possible while ensuring the City's interests in building quality infrastructure are protected. The 2021 consulting costs are within the overall envelope for the 2021 Asphalt Maintenance Resurfacing Program. The 2022 consulting costs will be funded within the 2022 General Fund Capital Program and Public Works and Transportation service's operating budget. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Supply Chain Management facilitated the RFP process to solicit proposals from Engineering Consultants for the Material Testing and Construction Inspection Services. The committee was tasked with the role of reviewing each submission against the proposal evaluation criteria as defined in the proposal call document. In accordance with the City's policies and procedures, separate assessments of the technical and financial aspects of the submissions were undertaken by the evaluation committee members. The above process is in accordance with the City's Procurement Policy and Supply Chain Management support the recommendation being put forth. ATTACHMENTS N/A !E:3 COUNCIL REPORT M&C No. 2021-127 Report Date April 26, 2021 Meeting Date May 03, 2021 Service Area Corporate Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Sale of Vacant Lot at Civic #55 Boars Head Road to 715306 NB Ltd. OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Curtis Langille Melanie Tompkins John Collin RECOMMENDATION 1. That Common Council rescind its resolution on October 13, 2020 pertaining to M & C #2020-245; and 2. That The City of Saint John enter into the Agreement of Purchase and Sale with 715306 NB Ltd., in the form as attached to M & C # 2021-127 for the sale of PID No. 55147383, also known as civic #55 Boars Head Road and further that the Mayor and Common Clerk be authorized to execute the documents necessary to effect the conveyance of PID No. 55147383. EXECUTIVE SUMMARY At its meeting of October 13, 2020, Common Council approved the sale of the subject property to 639282 NB Ltd for $25,000.00. The purchaser was intending to construct a two -unit dwelling on the lot. Subsequent to the approval by Council, the purchaser conducted soil testing of the site which revealed less than desired results due to the presence of organic materials that are unsuitable for new construction. Upon further investigation of the wetland situated to the rear of the site, it was determined that a wetland delineation and Watercourse and Wetland Alteration (WAWA) permit would be required from the NB Department of Environment and Local Government. These unforeseen conditions would have resulted in substantial costs to the purchaser that at that time it was not willing to absorb. As a result, the proponent decided not to go ahead with the transaction. -2- The circumstances have since changed, partially due to the uptake in the market and also the proponent is able to secure additional "clean" fill at a reasonable price. The proponent is now seeking to rekindle the transaction and acquire this lot and commence construction immediately. The proponent has submitted the attached agreement of Purchase and Sale which is substantially the same as the one approved by Council in 2020, including the purchase price of $25,000.00. Under this new agreement, the purchaser is a different numbered company but it is owned and controlled by the same person. PREVIOUS RESOLUTION Resolved that as recommended by Committee of the Whole, having met on October 13, 2020, Common Council recommends that the City of Saint John enter into the Agreement of Purchase and Sale with 639282 NB Ltd., in the form as attached to M & C # 2020-245 for the sale of PID No. 55147383, also known as civic #55 Boars Head Road and further that the Mayor and Common Clerk be authorized to execute the documents necessary to effect the conveyance of PID No. 55147383. REPORT In addition to the site deficiencies mentioned in the Executive Summary, this lot is not readily serviced with municipal and public utilities and it will be the responsibility of the purchaser to extend services to the lot. As shown on the attached plan of survey of the subject property, the City will retain a local governance easement at the time of conveyance of the property for the protection and ongoing maintenance of existing City pipes that run through the frontage of this lot. The purchaser is still offering to acquire the lot for $25,000.00 subject to the attached Agreement of Purchase and Sale. Considering the additional costs associated with the development of this lot, Real Estate Services consider this is a reasonable offer. STRATEGIC ALIGNMENT Revenue generation, cost avoidance and tax base growth are critical contributors to the City's vision to become sustainable and to achieve growth and prosperity. SERVICE AND FINANCIAL OUTCOMES There is no anticipated impacts to service levels from this sale and development, save and except the minor uptake of water and sewer service capacity in their respective neighborhoods. 67i] -3- The sale of City owned lands results in proceeds of sale complimented by new tax revenues and cost aversion. It is anticipated that the proposed investment and improvements upon these lands will result in additional tax proceeds to the City in the range of $4,000.00 per annum. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Infrastructure Development has provided their input into the preparation of this report and agree with the recommendation. ATTACHMENTS 1. Location Map; 2. Plan of Survey; and 3. Agreement of Purchase and Sale. 51 O N L O m O O J O ai 53 DocuSign Envelope ID; D9D2F790-601A41C8-95131-CAEA89330980 AGREEMENT OF PURCHASE AND SALE Approved by The New Brunswick Real Estate Association for use by members under All 191 gtEAe. bV An Act to Incorporate The New Brunswick Real Estate Association N The attached schedule, If applicable, forms part of this contract: ] Vacant Land ❑ Mini/Mobile Home ❑ Condominium f-) Multi -Use Residential Income Properties The Buyer 715306 NIB Ltd. and agaiSMee offers to buy from the Seller The City of Saint John through N/A and N/A Seller's Agent ((:ompaMt} Buyer's Agent (t:ompany) the Property designated as civic address: Boars Head Road Saint John NB having PID(s):, 55147383 PAN tl: (the "Property") at a purchase price of Truant -Five Thousand Dollars ($ 25, 000.00 j1 on the following terms and conditions: 1. HST The parties agree that if this transaction is subject to HST, any such HST applicable to the transaction I'f IS or Id IS NOS Included in the purchase price. JLWer's Mid* Z. CLOSING DATE This Agreement shall be completed on or before the 20 1 day of May , 20 21 (hereinafter called the "Closing Date"). Vacant possession of the Property shall be given to the Buyer, unless otherwise specified. The Seller shall ensure that the Property is available for the pre -closing inspection by on or before the _ _ day of , 20_. 3. SALE OF BUYER'S PROPERTY (a) This offer 11 IS or id IS NOT subject to the sale of the Buyer's Property located at on or before the day of .20 (b) It is agreed and understood that the Seller may continue to offer the Seller's property for sale. If another offer, acceptable to the Seller, is obtained, the Seller or Seller's Agent shall notify the Buyer or Buyer's Agent. This notice shall be communicated without delay and followed up by written notice to the Buyer or Buyer's Agent, The Buyer will be allowed hours, Sundays and holidays included, from the time of the written notice to remove all conditions related to the sale of the Buyer's property, failing which this agreement becomes null and void. Neither the Seller nor the Seller's Agent will be liable for any cost or damages Incurred by the Buyer. (c) The Buyer fJ IS or ]mi IS NOT required to meet or exceed (in the opinion of the Selier), the terms and conditions of any new offer acceptable to the Seller. (d) It is agreed and understood that at any time before the Seller or Seller's Agent gives notice to the Buyer or Buyer's Agent regarding another acceptable offer, the Buyer may waive this condition however, this condition must be waived days before the Closing Date, failing which this Agreement becomes null and void. os Acknowledgement of completion of Page 1 Buyer's Initials c 5 ees Initlols / Page 1 of 6 Fa X* RM@d: JWWZ R DocuSign Envelope ID: D9D2F790-601A-41C8-95B1-CAEA89330980 Property designated as civic address: ... Boars Head Road Saint: John NB 4. DEPOSIT (a) Deposit(s) will be payable to the Listing Agent, to be held in trust, pending completion or other termination of this Agreement. The deposit(s) shall be credited towards the purchase price on completion, and the Buyer shall pay the balance of the purchase price on closing or as otherwise stated in this Agreement. (b) The Buyer submits with this offer Dollars ($ ) 0 CASH / IC;` CHEQUE / D OTHER- (c) The Buyer agrees to increase deposit to $ (or % of purchase price) CASH / C, CHEQUE / IMJ, OTHER: on or before day of . 20_ or within days of receipt of waiver of clause #3. S. FINANCING This Agreement is subject to the Buyer or the Buyer's agent delivering written proof of financing to the Seller or the Seller's Agent. in the amount of approximately $ (or % of purchase price) on or before the_, day of This is a cash offer . 20,,mw., failing which this agreement becomes null and void. If Financing is subject to Sale of Buyer's Property, a final approval of financing will be provided to the Seller or Seller's Agent within days of receipt of waiver of clause #3. 6. INSPECTION The Buyer Ll DOES or 19 DOES NOT require an Inspection of the Property. The Buyer is urged to carefully inspect the Property and may, If desired, have the Property Inspected at the Buyer's expense. If the results of the inspection are not satisfactory to the Buyer, the Buyer may terminate this Agreement by delivering written notice to the Seller or the Seller's Agent by the day of 20 or within days of receipt of waiver of clause #3, upon which this Agreement becomes null and void. 7.INSURANCE This offer [1 IS or 19 IS NOT conditional on the Buyer obtaining Insurance for the Property satisfactory to the Buyer, effective an the closing date. The Buyer must deliver written notice, to the Seller or Seller's Agent by the day of 20_ or within days of receipt of waiver of clause #3, failing which this agreement becomes null and void. The Seller agrees to co-operate in providing access to the Property as required for the fulfillment of this condition. 8. WATER TEST The Buyer, at the Buyer's expense, EJ DOES or 9 DOES NOT require the water supply to be tested for: (I potability (E.coli / Coliform) i:` any additional criteria (chemical / mineral): If the resulllts of such testing fail to meet the Guidelines for Canadian Drinking Water Quality or any additional criteria as specified, the Buyer may terminate this Agreement by delivering written notice to the Seller or Seller's Agent by the day of _ 20_ or within days of receipt of waiver of clause #3, upon which this Agreement becomes null and void. 9. ENVIRONMENT The Buyer F., DOES or A DOES NOT require an environmental assessment at the Buyers expense. The Seller acknowledges that the Sellers Agent has advised the Seller to disclose any known or suspected environmental concerns with respect to the Property. If the results of the assessment are not satisfactory to the Buyer, the Buyer may terminate this Agreement by delivering written notice to the Seller or Seller's Agent by the day of _ . 20 or within days of receipt of waiver of clause #3, upon which this Agreement becomes null and void. 10. RESIDENTIAL PROPERTY DISCLOSURE STATEMENT The Seller [] WILL or It WILL NOT provide a current Residential Property Disclosure Statement to the Buyer on or before the day of 20 . If the information contained in the Residential Property Disclosure Statement is not satisfactory to the Buyer, the Buyer may terminate this Agreement by delivering written notice to the Seller or Sellers Agent by the day of 20_ upo a t Bement becomes null and void. Acknowledgement of completion of Page 2 - Buyer's lrtitiolssrAer's lnmals / Page 2 of 6 IuIUMMR DocuSign Envelope ID: D9D2F790-601A-41C8-95B1-CAE_A89330980 Property designated as civic address: Boars Head Road Saint John NB 21. ADDITIONAL TERMS AND CONDITIONS This Agreement Is further subject to the following terms and conditions: - The buyer agrees that the sale of the lands is conditional upon the City reserving onto itself an easement for municipal services in relation to the existing waster and sewer conduits currently located on this property within the easement area described in the attached Plan of Survey. nS xaer: ennuis 12. ADJUSTMENTS Property taxes, rentals, leases, municipal charges, fuel/heating Items on the premises and assessments are to be adjusted to the Closing Date. The cost of municipal improvements, betterment charges, and capital charges for utility or municipal services completed as of the date of this Agreement, whether billed or not, are to be paid by the Seller on or before the Closing Date unless otherwise stated. 13. RISK The Property being purchased shall be and remain at the risk of the Seller, pending completion of the sale. The Seller shall hold all insurance policies and the proceeds thereof, in trust for the parties as their Interests may appear. In the event of damage, the Buyer may, at the Buyer's option, agree to complete the purchase with the proceeds of the Seller's unit polity. Alternatively, the Buyer may, at the Buyer's option, declare this Agreement null and void. 14. FIXTURES / CHATTELS / LEASED EQUIPMENT (a) All existing fixtures on the property, which may Include but are not limited to: flooring and floor coverings, drapery tracks, ceiling fans and light fixtures, built-in appliances, bathroom mirror(s), heating-ventilating-ai6r conditioning equipment, garage door opener(s), central vacuum, and all applicable accessories/remote(s) and all other items secured by means of nails, screws, plumbing, wiring, ducting and related accessories are to be Included in the purchase price except items which are leased or rented including those specifically listed herein in this Agreement, with the following exceptions: N/A (b) The following chattels owned by the Seiler and presently located at the Property shall remain with the Property, to be included In the purchase price, and shall be conveyed to the Buyer in good working order, free and clear of encumbrances, on the date of closing: N/A (c) The Seller agrees to inform the Buyer of any leased equipment. In the case of leased equipment, the Buyer may be required to purchase the product from the lessor or assume the existing lease. Current leased equipment is (include lessor name below): Hot Water Tank: El Propane Tank: El Other: C� Furnace / Heating System: 9, Security System: .._........... _ 15. SURVEY The cost of a New Brunswick Land Surveyor's Real Property Report shall be the responsibility of the Buyer. Notwithstanding the foregoing, the Seller is to supply to the Buyer or Buyer's Agent any New Brunswick Land Surveyor's Real Property Report / Subdivision Plan / Survey Plan that may be in the Seller's possession, without warranty. a�__l FF�� Acknowledgement of completion of Page 3 Buyer's tnitials 5ler's Initials Page 3 of G � 1„aJ -)n4a DocuSign Envelope ID: D9D2F790-601A-4lC8-95B1-CAE;A89330980 Property designated as civic address: Boars Head Road Saint John NB 16. TITLE SEARCH The Buyer may examine the title of the Property at the Buyer's expense and any valid objection to title which the Buyer wishes to make shall be made in writing to the Seller on or before the day of closing. In the event a valid objection to title is made that the Seller is unable or unwilling to remove prior to closing, and which the Buyer does not waive, this Agreement becomes null and void,. 17. CONVEYANCE The conveyance of the Property shall be by Transfer, Deed, or Bill of Sale drawn at the expense of the Seller, to be delivered on payment of the purchase price on the Closing Date. The Property is to be conveyed free from encumbrances, except utility easements that do not materially affect the enjoyment of the Property, registered restrictions, or covenants that affect the Property. ig. ADDITIONAL DOCUMENTS The attached additional documents, if applicable, form part of this contract: U Covenants L."r' Floor Plans LI Builder's Specifications L. House Plans I ' Other: 0 Other: 19. GENERAL 0 Municipal Drainage Plans Schedule: (a) Any tender of documents to be delivered or money payable may be made by the Seller, Seller's Agent or Lawyer or the Buyer, Buyer's Agent or Lawyer or any other party acting on their behalf. Money paid, subsequent to the deposit, shall be by Solicitor's trust cheque, certified cheque, or the equivalent, drawn on a chartered Canadian Bank, Trust Company or Credit Union. (b) The Buyer shall) have the right, upon providing the Seller with reasonable notice, to conduct a pre -closing inspection of the Property to ensure that the Property is in the same state of repair and condition as viewed on the date of this Agreement. If the Property is not in the same state of repair and condition and the Seller is unable or unwilling to make the necessary repairs, then this Agreement may become null and void at the buyer's discretion. (c) All warranties and representations contained in this Agreement shall survive the closing unless otherwise stated in this Agreement. (d) In all aspects of this Agreement, time shall be of the essence. In the event of a written agreement of extension, time shall continue to be of the essence. This Agreement shall be to the benefit of and be binding upon the parties, their respective heirs, executors, administrators, successors and assigns. (e) This Agreement is to be read with all changes of gender or number as the context requires. This Agreement shall constitute the entire Agreement between the parties and shall be governed by the laws of the Province of New Brunswick. (f) The Seller and the Buyer agree to be bound by offers and counter offers and related documentation and/or communication that may be transmitted electronically and that reproductions of the signatures therein will be treated as originals. (g) The Buyer and Seller have the right to seek legal counsel with respect to this Agreement. (h) If the Buyer defaults in the completion of the sale under the terms of this Agreement, any money paid hereunder shall be forfeited to the Seller without interest or penalty by way of liquidated damages, or the Seller may, at the Seller's option, compel the Buyer to complete the sale. (i) If this Agreement becomes null and void under the terms of this Agreement, all deposits paid shall be returned to the Buyer in full. By signing this Agreement, the Buyer and Seller consent and irrevocably instruct the Seller's Agent to release all deposits to the Buyer without interest or penalty. (j} In the event that 19(i) Is applicable, the Buyer and Seller both agree to release and forever discharge each other, the Sellers Agent and the Buyers Agent from any claims that either party has or may have arising from the deposit. (k) Once received and accepted, all Schedules and additional documents attached shall form part of this Agreement of Purchase and Sale and shall be deemed acceptable to the Buyer and Seller. (1) The Seller warrants that the Property ',;V IS orjdlS NOT registered under the Farm Land Identification Program (FLIP). 20. AGENCY RELATIONSHIP The Seiler and the Buyer acknowledge having received, read and understood the "WORKING WITH A REALTOR•" form, as published by The New Brunswick Real Estate Association and acknowledge and confirm as follows: (a) The Seller '..� DOES or D DOES NOT have an Agency relationship with: NAME OF AGENT (company) as represented by NAME OF REALTOR* (please print) NAME OF AGENT (company) Ds as represented by Acknowledgement of completion of Page 4 Buyer's initials _Wler's Initials NAME OF REALTORO (please print) Page 4 of 6 ,. Ire+aauMnIA DocuSign Envelope ID: D9D2F790-601A-41C8-95B1-CAEA89330980 Property designated as civic address: Boars Head Road Saint: John NB (b) The Buyer E1 DOES or Ll DOES NOT have an Agency relationship with: -- --- as represented by NAME OF AGENT (Company) NAME OF REALTOR* (please print) (c) The Buyer and the Seller acknowledge that by signing this Agreement they have consented to a Dual Agency relationship with: NAME OF AGENT (companV} as represented by NAME Of REALTOR* (please print) NAME OF REALTOR* Iplesse print) 21. TIME FOR ACCEPTANCE This offer shall be open for acceptance until 5 p.m. on the 7 day of may 20 21 Notification of the acceptance of this offer shall be communicated by the Seller's Agent to the Buyer's Agent prior to the designated time and date or this Agreement becomes null and void. Dated at Saint: John this 22nd Signed and delivered in the presence of: WITNESS day of April 20 21 . DoeuSlpned by: BUYER 715306 NB Ltd. and Assignee WITNESS BUYER 22. ACCEPTANCE I hereby confirm this offer was presented and accepted at on the day of 20� Signed and delivered in the presence of: WITNESS SELLER ROYAL BANK OF CANADA WITNESS SELLER 23. REJECTION I hereby confirm this offer was presented and rejected at on the day of 20_ Signed and delivered in the presence of WITNESS SELLER ROYAL BANK OF CANADA WITNESS SELLER Ds Acknowledgement of completion of Page 5 - Buyers Initials _r$&rs Initiols / Page 5 of 6 DocuSign Envelope ID, D9D2F790-601A-41C8-95B1-CAEA89330980 Property designated as civic address: Boars Head Road Saint: John NB 24. COUNTER OFFER (a) I confirm having read and understood this Agreement and have 0 MODIFIED THE PRICE TO or ❑ ACCEPTED THE PRICE OF: Dollars ($ along with the following amendments: This counter offer shall be open for acceptance until on the I day of .20 Notification of the acceptance of this counter offer shall) be communicated by the Buyer's Agent to the Seller's Agent prior to the designated time and date or this Agreement becomes null and volid. Dated at , this Signed and delivered in the presence of WITNESS (b) The Buyer hereby agrees to the above price of $ counter offer. Dated at _ , this Signed and delivered in the presence of WITNESS WrrNE55 Seller's Solicitor; Buyer's Solicitor;. day of . 20 SELLER ROYAL BANK OF CANADA SELLER and all other amendments contained in this day of 20_. "b`ER 715306 NB Ltd. and Assignee 1I ho Phone: Fax: Phone: Fax: V* hadewrd RMTM- RMTM-aid 9W AMTOR'AWy a-OoOdby The Cana- Mal AraaYtkn 101W aM Ahtae{�j�re-Iuewe p�fneNaab iahs arc �six6en afCRFA flWaiWrlrlNf. Tha p-dwaa�b ML$ M-hgleldkq$W lw•wW0W aemdMdkpnwe-ua- by7M raum1w ReaiEMWAaadM*w(0" mwfNwtV the at rcafntatapajeaaLanoh wh-we a�a�b" GfOW& Acknowledgement of campletion of Page 6 � Buyees lnitials ! ! ers Initials /,,, ,.._,, . __, Page 6 of 6 COMMON COUNCIL REPORT M&C No. 2021-129 Report Date April 27, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Engineering Services: Lakewood Heights Area — Inflow and Infiltration Study AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Susan Steven J. Brent McGovern / Michael Baker John Collin RECOMMENDATION It is recommended that the proposal from CBCL Limited for engineering services for the Lakewood Heights Area - Inflow and Infiltration Study in the amount of $283,475 including HST be accepted and that the Mayor and Common Clerk be authorized to execute the appropriate documentation in that regard. EXECUTIVE SUMMARY The purpose of this report is to recommend that Council award the Engineering Services: Lakewood Heights Area — Inflow and Infiltration Study to CBCL Limited. PREVIOUS RESOLUTION July 30, 2018: (M&C 2018-220) — Council Report 2019 Utility Fund Capital Budget approved. REPORT BACKGROUND The approved 2019 Water & Sewerage Utility Fund Capital Program included funding for the Lakewood Heights Area — Inflow and Infiltration Study. A Request for Proposal (RFP) was advertised to engage an Engineering firm to complete a study of the sanitary system that feeds the Hickey Road Sanitary Lift Station. This study will identify all sources of inflow and infiltration into the sanitary sewer system by completing various field investigations including smoke testing, manhole inspections, video inspection and flow monitoring. The study shall identify and prioritize all minor and major remedial measures required for -2- the sewer system as well as determine and comment on the capacity of the sanitary system based on existing and future levels of development. The successful Consultant shall also update the existing sewer model with the information acquired from the flow monitoring program. With a comprehensive terms of reference document developed by staff, a public call for proposals was made for consulting engineering services. The Request for Proposal (RFP) closed on April 15, 2021 with responses received from the following two consulting engineering companies: ♦ CBCL Limited, Saint John, NB ♦ Englobe Corp., Saint John, NB A Review Committee consisting of staff from Supply Chain Management and Utilities and Infrastructure Services was formed to evaluate submissions. Each member completed an independent review of the submissions and a joint discussion was held to develop the final ranking of submissions. The Review Committee concluded on their recommendation, which follows later in the report. The evaluation process uses the expertise of a variety of staff from Supply Chain Management, Engineering and Saint John Water to ensure a thorough review of the various submissions. Care must be taken to ensure that the necessary level of effort and expertise is being directed to the various tasks involved in the work, while still ensuring that costs to be incurred are appropriate and controllable. It is for these reasons that cost, although very important, cannot be the sole nor most critical deciding factor in making the selection of a consulting engineering firm. The Committee was tasked with the role of reviewing each submission against the proposal evaluation criteria as defined in the proposal call document. These criteria consisted of the following: 1. Quality and Completeness — Does the proposal address all of the needs raised? Is the proposal presented in an organized and professional manner? 2. Consultant's Experience — Has the consultant demonstrated a level of expertise with the requirements of this project? 3. Experience of Employees / Sub -consultants — Has the consultant demonstrated a level of expertise for the employees of the company and sub consultants listed? AI -3- 4. Methodology— Does the approach to the project outlined in the proposal address, in a realistic sense, attainable goals and is it in keeping with the City's expectations for the project? 5. Cost— Cost will be a factor, however not the only factor to be considered. Is the price quoted in line with the City's estimate for the work and has it allowed for each aspect of the project to be adequately addressed? After careful, independent consideration of presentation, company experience, personnel and technical proposal, the Review Committee met to analyze the findings of each member. After completion of the "technical" evaluation, the financial proposals were opened and addressed. These had been submitted in separate, sealed envelopes. After due consideration, the Review Committee selected the submission of CBCL Limited as the best proposal based on an overall rating of the evaluation criteria - presentation, company experience, personnel, technical proposal, and cost. The submission from CBCL Limited met all the requirements of the proposal call in a manner acceptable to the committee and had the lowest cost of the submitted proposals. POLICY — ENGAGEMENT OF ENGINEERING CONSULTANTS The costs incurred by the Consultant will be paid in accordance with the terms of the Request For Proposal at the rates submitted and accepted in the Consultant's proposal, not to exceed the Recommended Hourly Rates as contained in The Association of Consulting Engineering Companies — New Brunswick fee guideline. 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 cost of work from CBCL Limited to provide engineering services for the Lakewood Heights Area — Inflow and Infiltration Study is $283,475 including HST. The 2019 Water & Sewerage Utility Fund Capital Program included $430,000 to complete this work. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Supply Chain Management facilitated the RFP process to solicit proposals from Engineering Consultants for the Lakewood Heights Area — Inflow and Infiltration Study. The committee was tasked with the role of reviewing each submission against the proposal evaluation criteria as defined in the proposal call document. I' -4- In accordance with the City's policies and procedures, separate assessments of the technical and financial aspects of the submissions were undertaken by the evaluation committee members. The above process is in accordance with the City's Procurement Policy and Supply Chain Management support the recommendation being put forth. ATTACHMENTS N/A W COMMON COUNCIL REPORT M&C No. 2021-130 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Low Carbon Economy Fund (LCEF) Second Amending Agreement - Municipal Buildings Energy Retrofit Project AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Samir Yammine J. Brent McGovern John Collin RECOMMENDATION It is recommended that Common Council approve the Second Amending Agreement under the Low Carbon Economy Fund for the Municipal Buildings Energy Retrofit Project in the form and upon the terms and conditions as attached; and that the Mayor and Common Council be authorized to execute the said Amending Agreement. EXECUTIVE SUMMARY The purpose of this report is to seek Common Council's approval of the Second Amending Agreement. The proposed Second Amending Agreement consists of changes to the Project's fiscal year breakdown and Inclusion of Eligible Incremental Employee Expenditures i.e., Schedule B.2, B.3 and B.4 of the funding agreement as well as the extension of the project completion date from 31 March 2022 to 31 March 2024. PREVIOUS RESOLUTION M&C 2019-312. It is recommended that the City enter into the Grant Agreement with Her Majesty the Queen in Right of Canada, as represented by the Minister of the Environment who is responsible for the Environment and Climate Change Canada under the Low Carbon Economy Fund for the Municipal Buildings Deep Energy Retrofit in the form and upon the terms and conditions as attached; and that the Mayor and Common Clerk be authorized to execute the said Agreement. M&C 2021-090. It is recommended that Common Council approve the Amending Agreement under the Low Carbon Economy Fund for the Municipal Buildings Energy Retrofit Project in the form and upon the terms and conditions as attached; AElI and that the Mayor and Common Council be authorized to execute the said Amending Agreement. REPORT In the past year, the City of Saint John has been working with the Environment and Climate Change Canada staff to extend the project completion date due to Covid- 19 and include eligible employee expenditures. In response, the Federal Government has agreed to extend the project completion date from 31 March 2022 to 31 March 2024. The proposed changes will impact the Project's fiscal year breakdown and enable the City staff to better manage the Project timeline and cost as well as maximize the environmental and economic benefits. The Municipal Retrofit Project is currently underway and over 11 retrofit projects have been completed in 2020. These projects are as follows: 1- Lighting Retrofit at the Various City Arenas (Hurley, Peter Murray, and Gorman) 2- Interior Lighting Retrofit at TD Station 3- Interior Lighting Retrofit at Aquatic Center 4- Chiller Replacement at Peter Murray Arena 5- Compressor Replacement at LBR 6- Municipal Street Lighting Retrofit 7- Lighting Retrofit at Peel Plaza Parking Garage 8- Lighting Retrofit at Market Square Parking Garage 9- Pumps Replacement at Carpenter Place Additionally, over 10 projects are planned for 2021. STRATEGIC ALIGNMENT The Municipal Energy Retrofit Project aligns with the following City plans, policies, Council Priorities, programs, and practices: 1- City of Saint John Corporate GHG and Energy Action plan to reduce GHG emissions by 30% by 2025 and achieve carbon neutral by 2040. 2- City of Saint John Asset Management Policy objectives to apply risk -based decision and life -cycle costing principles to prioritize capital investment, identify alternative measures, facilitate the leveraging of infrastructure funding from external sources and improve the reliability of customer service. 3- City of Saint John Capital Investment Policy AW -3- SERVICE AND FINANCIAL OUTCOMES The City of Saint John will receive a total grant up to $2,146,880 or 40% of the eligible cost toward the City Municipal Building Deep Energy Retrofit Project. The proposed funding will enable the City to improve the level of service, reduce GHG emissions, reduce energy and operating costs, reduce infrastructure deficit as well as renew the City Municipal Buildings Infrastructure. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS The City of Saint John Utilities and Infrastructure Services and Legal Departments have reviewed the attached Amending Agreement and are satisfied with the recommendation as they pertain to their respective areas of services. ATTACHMENTS Low Carbon Economy Fund Second Amending Agreement - Municipal Buildings Energy Retrofit Project. C�� EXECUTION COPY AMENDING AGREEMENT TO THE CHALLENGE FUND FUNDING AGREEMENT REGARDING MUNICIPAL RETROFIT PROJECT ("AMENDING AGREEMENT") This Second Amending Agreement is made as of the date of last signature, BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF CANADA, as represented by the Minister of the Environment who is responsible for Environment and Climate Change Canada ("Canada" or the "Minister"), AND THE CITY OF SAINT JOHN, incorporated by Royal Charter as confirmed and amended from time to time by the Acts of the Legislative Assembly of New Brunswick ("Recipient"), Individually referred to as a "Party" and collectively referred to as the "Parties". WHEREAS the Parties concluded the Challenge Fund Funding Agreement Regarding Municipal Retrofit Project, effective December 5, 2019, as amended by a first amending agreement, effective March 30, 2021 (the "Original Agreement"); AND WHEREAS the Parties desire to amend the Original Agreement, in accordance with subsection 39 of the Original Agreement; NOW THEREFORE, the Parties agree to the following: 1. Capitalized terms used herein have the same meaning given to them in the Original Agreement. 2. Amend the date specified as "September 30, 2022" in the definition of "Agreement End Date" in Subsection 2.2 of the Original Agreement to read as "September 30, 2024." 3. Delete and replace the definition of "Eligible Expenditures" in Subsection 2.2 with the following: ""Eligible Expenditures" means those costs incurred and paid by the Recipient between the Effective Date and March 31, 2024 that are directly related to the Project and which are considered eligible by Canada, as set out in Schedule A.1 of the Agreement." 4. Amend the date specified as "June 30, 2022" in the definition of "Final Claim Date" in Subsection 2.2 of the Original Agreement to read as "June 30, 2024." 5. Amend the date specified as "March 31, 2022" in the definition of "Project Completion Date" in Subsection 2.2 of the Original Agreement to read as "March 31, 2024." 6. Amend Paragraph 4.4 a) of the Original Agreement by adding the following sentence at the end of Paragraph 4.4 a): "Notwithstanding Section 39, where Canada has approved the Recipient's reallocation request, Canada shall inform the Recipient of its approval in writing, which approval shall give effect to the amended Schedule B.3 of Schedule B." 7. Amend the last sentence of Paragraph 4.5 d) of the Original Agreement to read: "If Canada has approved a change and has determined that the change is minor in nature, Canada shall inform the Recipient of its decision in writing to give the change effect." 8. Amend the date specified as "November 18, 2019" in Subsection 5 a) of the Original Agreement to read as "December 4, 2019." 9. Amend the first sentence of Paragraph 10.2 a) of the Original Agreement to read: "In each Fiscal Year, the Recipient shall submit to Canada quarterly requests for payment, unless otherwise agreed to by Canada, covering the Recipient's Eligible Expenditures in a format provided by and acceptable to Canada." 67 EXECUTION COPY 10. Delete Section 37 of the Original Agreement and insert the following Section 37 in its place: 37. ASSIGNMENT OF THE CONTRIBUTION AGREEMENT This Agreement or any payment, rights or obligations thereunder, shall not be assigned, in whole or in part, without the prior written consent of Canada. Any assignment made without such prior written consent is void and of no effect and resolves the assignment." 11. Amend Paragraph A.1 ii) of SCHEDULE A — ELIGIBLE AND INELIGIBLE EXPENDITURES of the Original Agreement to read: "be incurred and paid between the Effective Date and March 31, 2024; and" EXECUTION COPY 12. Delete SCHEDULE B.1: PROJECT DESCRIPTION of the Original Agreement and insert in its place the following SCHEDULE B.1: PROJECT DESCRIPTION: SCHEDULE B.1: PROJECT DESCRIPTION The Municipal Retrofit in Saint John, New Brunswick will result in reduced greenhouse gas (GHG) emissions by reducing energy consumption in several municipal buildings through controls upgrades, light -emitting diode (LED) retrofits and control, heat recovery, high efficiency heat, ventilation and air conditioning (HVAC) systems and several other energy measures and opportunities, such as building envelope improvement, installation of high efficiency motors and pumps, renewable energy sources, energy monitoring systems, Measurement & Verification Plan, staff training, etc. The project will cost approximately $5.5M and result in GHG reductions in 2030 of 1,500 tonnes of CO2. The buildings slated for retrofits and subject to GHG reduction measures include the following: ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- Building Name Civic Address East Garage 525 McAllister Drive Main Garage 175 Rothesay Avenue .Rd West Garage 1954 Manawagonish Peel Plaza Parking Garage 75 Carleton Street Eastern Wastewater Treatment Facility 441 Red Head Road Millidgeville Wastewater Treatment Facility 700 Woodward Avenue Lancaster Wastewater Treatment Facility 1210 Sand Cove Road Carpenter Place Lift Station 1608 Saint John Throughway Churchill Boulevard Lift Station (2 Floors) 283 Samuel Davis Drive Market Place Lift Station (2 Floors) 240 Market Place Lorneville Lift Station (2 Floors) 801 Lorneville Road Bayside Drive Lift Station 3 20 Irving Road East Parks Street Pumping Station 1 Mitchell Street Spruce Lake Pumping Station 2528 Ocean Westway Musquash Pumping Station 1107 Route #7 Champlain Heights Pump Station 784 Loch Lomond Road University Avenue Pump Station 399 University Avenue Somerset Street Pump Station 510 Somerset Street Rockwood Park Water Tank 420 Fisher Lake Drive Millidgeville Water Tank 707 Samuel Davis Drive PRV 109 (Kennebecasis Drive) 1244 Kennebecasis Drive Thorne Pumping Station Thorne Avenue Fire Station #1.... 47 Leinster Street Fire Station #2 850 Loch Lomond Road Fire Station #4 36 Courtenay Avenue Fire Station #5... 35 Adelaide Street Fire Station #6 286 King Street West Fire Station #7 7 Manchester Avenue Fire Station #8... 608 Millidge Avenue Operation Complex 175 Rothesay Avenue Police Headquarters 1 Peel Plaza Transit Building 55 MacDonald Street Canada Games Aquatic Centre 50 Union Street Peter G. Murray Arena 701 Dever Road Hilton Belyea Arena 390 Lowell Street EXECUTION COPY ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- Building Name Civic Address Charles Gorman Arena 80 University Avenue Stewart Hurley Arena 1500 Hickey Road Harbour Station 99 Station Street Lord Beaverbrook Rink 536 Main Street North Leisure Services Offices - 171 Adelaide Street 171 Adelaide Street Leisure Services Maintenance Garage - 171 Adelaide Street 171 Adelaide Street Leisure Services Storage Building - 171 Adelaide Street 171 Adelaide Street Shamrock Park Clubhouse (Ballfield) - 200 Visart Street 200 Visart Street Forest Hills Maintenance Depot/Office - 707 Westmorland Road 707 Westmorland Road Carleton Community Centre - 120 Market Place 120 Market Place Nick Nicolle Community Centre- 85 Durham Street 85 Durham Street Carnegie Building 20 Peel Plaza West Library - 621 Fairville Blvd., Lancaster Mall 621 Fairville Blvd. Ornamental Street Lights Various locations Various Parks (Victoria, Rainbow, Rockwood, Dominion, Various locations Flemming, etc.) Forest Hills Ballfield/Canteen - 651 Westmorland Road 651 Westmorland Road Market Square Facility 1 Market Square This Project includes the following main milestones: 1. Energy consultant team engaged through a public request for proposal process to perform the following assessments and evaluations (December 2019). • Full inventory of energy consuming systems across targeted buildings • Allocation of existing energy usage as compared to utility baselines • Identification of energy waste • Development of energy conservation measures including costing and approximate construction timelines 2. Energy conservation measures for implementation evaluated and identified by City staff (project team) in cooperation with the energy consultant team (December 2021). • Assembly of all energy conservation measures identified across all target buildings • Evaluation of energy conservation measures using the following factors: o Alignment with asset management policy and capital investment policy; o High risk assets using adopted risk rating framework to identify these assets; o Level of impact on service to public and environmental effects; o Net present value of asset renewal; and, o Greenhouse gas emissions impact. 3. Implementation to be completed in cooperation between the City Staff, Energy Consultant Team, and Contractor, selected through public tender process (February 2024). • Production of engineering documents including plans and specifications for all selected energy conservation measures. • Tendering of engineering plans and specifications to ensure cost effectiveness of construction work. • Award of projects to contractors • Construction management to ensure proper implementation of projects • Commissioning plan will be developed and executed according to the American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE) Standard 202-2013. • Develop and implement preventative maintenance programs to ensure subsystems 4 70 EXECUTION COPY are operating as per the manufacturer recommendations and to reduce unplanned expenditures. 4. Measurement and verification (M&V) and GHG emissions verification work will be performed in cooperation with the City staff and energy consultant team (ongoing). • An M&V Plan will be developed and executed in accordance to the International Performance Measurement and Verification Protocol (IPMVP) and International Organization for Standardization (ISO) 14034. M&V is the process of determining energy and GHG emission savings using one of four options • An energy management and tracking system will be put in place to manage the building's energy performance. • Educate and train staff on the new system. • Monthly presentations and reports on the performance of the buildings including any deficiencies and recommended improvements. Results: The City of Saint John will measure the reduction by implementing the developed measurement and verification plan in accordance to the International Performance Measurement and Verification Protocol (IPMVP) and ISO 14034. Project Outcomes: Outcome 1: Total estimated domestic GHG reductions in tonnes of carbon dioxide equivalent Project or activity GHG Reductions in 2030 Cumulative GHG reductions (tonnes CO2 eq.) over the Project lifetime up to 2050 (tonnes CO2 eq.) Municipal Retrofit 1,500 46,558 Outcome 2: Total estimated energy savings in gigajoules, if applicable Project or activity Energy savings in 2030 Cumulative energy savings (gigajoules) over the Project lifetime up to 2050 (gigajoules) Municipal Retrofit 20,882 625,401 Outcome 3: Estimated full -time -equivalent jobs created in each fiscal year by the implementation of the Project Indicator 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 Total cumulative Number of jobs 5 25 25 25 25 105 created Outcome 4: Other applicable benefits associated with the Project, as applicable Other benefits Description of how the Project is achieving or expects to achieve this co -benefit Environmental: improvement to air The Municipal Retrofit project is considered a catalyst in reducing quality and/or reduction of air corporate and community GHG emissions. The implementation of pollution this Project will help improve air quality and reduce air pollution through displacement of electrical usage. The implementation of this Project will help improve the air quality and reduce air pollution through the displacement of existing fossil fuel usage. The City suffers a poor air quality as a result of large industries emitting air pollution. Clean Growth: Project has the The City of Saint John was one of the first Canadian municipalities to potential for replicable or enables embark on creating an energy efficiency program. The City has similar projects to be undertaken in received many regional and national awards for its energy efficiency Canada in the future. program and has helped many municipalities across Atlantic Canada in the past to undertake such an initiative. The City will continue to share its lessons learned and information regarding the energy retrofits and how these projects could be models for other communities to replicate. The City through the asset and energy management department will hold presentations, workshops, and provide Key Performance Indicators (KPIs) through public monitoring systems to engage the public and other communities. 71 EXECUTION COPY 13. Delete SCHEDULE B.2: PROJECT BUDGET of the Original Agreement and insert in its place the following SCHEDULE B.2: PROJECT BUDGET: SCHEDULE B.2: PROJECT BUDGET E��ucipal Retrofit Total costs of the Project $5,494,930 100% Total Eligible Expenditures of the Project $5,367,200 97.68% Total Ineligible Expenditures of the Project $127,730 2.32% Recipient's contribution towards Eligible Expenditures $3,220,320 60% Canada's maximum contribution towards Eligible Expenditures $2,146,880 40% EXPENDITURES FISCAL YEAR BREAKDOWN / FUNDING TOTAL REQUEST 2019-2020 2020-2021L 21-2022 2022-2023 2023-2024 Total Project expenditures Total Eligible $5,367,200 $0 $851,930 $2,205,226 $1,280,767 $1,029,277 Expenditures Total Ineligible $1279730 $0 $0 $0 $127,730 $0 Expenditures Total of All $594949930 $0 $851,930 $2,205,226 $11408,497 $1,029,277 Expenditures Canada's contribution pertaining to each Fiscal Year Uncapped w wwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwww $199999942 $0 $290,772 $823,678 $493,045 2,447 Eligible Expenditures 7$4,950 Eligible planning $1049000 $0 $50,000 $44,100 $4,950 expenditures (capped at 5% of Canada's contribution) Eligible $42,938 $0 $0 $14,312 $14,312 $14,314 incremental employee expenditures (capped at 2% of Canada's contribution) Eligible travel $0 $0 $0 $0 $0 $0 expenditures (capped at 5% of Canada's contribution) ------------- a's $2,1469880 $0 $340,772 $882,090 $512,307 $411,711 ion Econtribution ble res to ear 72 Z O 0 Y Q W m Q W V Z_ 0 Z D LL LL O , v/ W U w D ,O v/ v o � L i Lo p 4a co 4a N O OM M N p N 691 N 4a O CO 4a N M N 0) M T N N M M N M co N C � 00 M N 4a 04 CO N O r h LO N O p � v M O M 69 � Ln 69 N N � � 609 60A O N 01 O N co N 0OD M 00 M co 0 t N NCM Cl) 4a 69 O H co I— LL J 0 LU U U) 0) c O O N U Co C N U a c co c N E N Q C6 c 0) M` U) H U) O U LU Q U O U) U) Q 0 Z Q Z LU Z O 0- 2 O U U) U) O U 0 LU Q U O U) U) Q 0 Z Q U) Z LU Z O 0- 2 O U U LU O tY d LL O i tY Q U) 00) o 0 0 00 o 0 N E 75— .G d3 d3 0) 63 1) N � N W W E 69� 69� va fC R O LiJ X 0 L) Lu ................................................................................................................................................................................................................................................................................................... 00) 0 O s- o U) 0 U) 0 O oN Cl) o O 0 O _o _o cn M L M v V co N CY C d3 63 63 Cl) 63 63 Cl) U C W Q 69� 4)u�w .................................................................................................................................................................................................................................................................................................... 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Amend Paragraph C.1.2 i) of SCHEDULE C — REPORTING REQUIREMENTS of the Original Agreement to read: "If relevant, updated status of the implementation of mitigation measures, activities and follow-up measures that are required to be performed during the Project implementation as a result of consultations with Indigenous groups, organizations, governments, or communities;" 17. Each Party represents and warrants that it has the full power and authority to enter into this Amending Agreement and has taken all necessary actions to authorize the execution of the Amending Agreement. 18. All other provisions of the Original Agreement remain in full force and effect, unamended. 19. This Amending Agreement may be signed in multiple counterparts, each of which so signed and delivered shall be deemed to be an original and all of which counterparts taken together shall constitute one Amending Agreement. The counterparts of this Amending Agreement may be signed by electronic signature by any of the Parties and delivered by "pdf' or other similar attachment to an email to the other Party and the receiving Party may rely on the receipt of the electronically signed and delivered document as if the original had been received. IN WITNESS WHEREOF the Parties' duly authorized representatives have executed this Amending Agreement: HER MAJESTY THE QUEEN IN RIGHT THE CITY OF SAINT JOHN OFCANADA F I Digitally signed by Fle ing s I r lip Director Gen eIal Jesse g , P)OPC 5 -2 -V6te: 2021.04.23 13:39:19 -04 00 Date Per: Don Darling Mayor Date Per: Jonathan Taylor Common Clerk Date Common Council Resolution Date 76 ice COMMON COUNCIL REPORT M&C No. 2021-131 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Low Carbon Economy Fund (LCEF) Second Amending Agreement - District Energy System (DES) Project AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Samir Yammine J. Brent McGovern John Collin RECOMMENDATION It is recommended that Common Council approve the Second Amending Agreement under the Low Carbon Economy Fund for the District Energy System (DES) Project in the form and upon the terms and conditions as attached; and that the Mayor and Common Council be authorized to execute the said Amending Agreement. It is recommended that the City's investment in Phase 2 be conditional upon the approval of a business case by the Finance Committee and is conditional upon Common Council's approval within the Capital Budget and Capital Plans. EXECUTIVE SUMMARY The purpose of this report is to seek Common Council's approval of the Second Amending Agreement. The proposed Second Amending Agreement consists of the following changes: Project's fiscal year breakdown and Inclusion of Eligible Incremental Employee Expenditures i.e., Schedule B.2, B.3 and B.4 of the funding agreement, Extension of the project completion date from 31 March 2022 to 31 March 2024; addition of the DES Project Phase 2 which will include an increase of the Federal Government's contribution in the amount of $1,894,654. PREVIOUS RESOLUTION M&C 2019-313. It is recommended that the City enter into the Grant Agreement with Her Majesty the Queen in Right of Canada, as represented by the Minister of the Environment who is responsible for the Environment and Climate Change Canada under the Low Carbon Economy Fund for the District Energy System (DES) Project in the form and upon the terms and conditions as attached; and that the Mayor and Common Clerk be authorized to execute the said Agreement. No -2- M&C 2021-091. It is recommended that Common Council approve the Amending Agreement under the Low Carbon Economy Fund for the District Energy System (DES) Project in the form and upon the terms and conditions as attached; and that the Mayor and Common Council be authorized to execute the said Amending Agreement. REPORT In the past year, the City of Saint John has been working with the Environment and Climate Change Canada staff to address the following: extend the project completion date due to Covid-19, include eligible employee expenditures as well as increase Canada's contribution to add Phase 2 to the DES Project. In response, the Federal Government has agreed to extend the project completion date from 31 March 2022 to 31 March 2024 as well as increase their contribution. The proposed changes will impact the Project's fiscal year breakdown and enable the City staff to better manage the Project timeline and cost, connect other buildings such as future development at Fundy Quay and City Hall to the DES as well as maximize the environmental and economic benefits. Phase 2 of the DES Project consists of the following. • Connection to the Harbour. • Installation of Heat Recovery and Pump House. • Connection to Fundy Quay Development. • Connection to City Hall and future Development at Fundy Quay. Phase 1 of the DES is underway and consists of the following. • Heat Recovery Chillers Supply and Installation (Completed) • Upgrade the Isolation of Thermal Storage Cells (in progress) • Upgrade the Control System (in progress) • Connection to Hilton/Genesis (in progress) • Connection to CGAC (Working on the design) STRATEGIC ALIGNMENT The DES Project aligns with the following City plans, policies, Council Priorities, programs, and practices: 1- City of Saint John Corporate GHG and Energy Action plan to reduce GHG emissions by 30% by 2025 and achieve carbon neutral by 2040. 2- City of Saint John Asset Management Policy objectives to apply risk -based decision and life -cycle costing principles to prioritize capital investment, identify N-11 -3- alternative measures, facilitate the leveraging of infrastructure funding from external sources and improve the reliability of customer service. 3. City of Saint John Capital Budget Policy SERVICE AND FINANCIAL OUTCOMES The City of Saint John will receive a total grant up to $3,762,746 or 40% of the eligible cost toward the District Energy System (DES) Project for Phase 1 & 2, which is an increase of $1,894,654 to Canada's contribution to cover Phase 2 of the Project. Staff will bring forth a business case to support Phase 2 of the project to the Finance Committee with recommendations. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS The City of Saint John Utilities and Infrastructure Services and Legal Departments have reviewed the attached Amending Agreement and are satisfied with the recommendation as they pertain to their respective areas of services. ATTACHMENTS Low Carbon Economy Fund Second Amending Agreement- District Energy System (DES) Project. Wel EXECUTION COPY AMENDING AGREEMENT TO THE CHALLENGE FUND FUNDING AGREEMENT REGARDING DISTRICT ENERGY SYSTEM PROJECT ("AMENDING AGREEMENT") This Second Amending Agreement is made as of the date of last signature, BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF CANADA, as represented by the Minister of the Environment who is responsible for Environment and Climate Change Canada ("Canada" or the "Minister"), AND THE CITY OF SAINT JOHN, incorporated by Royal Charter as confirmed and amended from time to time by the Acts of the Legislative Assembly of New Brunswick ("Recipient"), Individually referred to as a "Party" and collectively referred to as the "Parties". WHEREAS the Parties concluded the Challenge Fund Funding Agreement Regarding District Energy System Project, effective December 5, 2019, as amended by a first amending agreement, effective March 30, 2021 (the "Original Agreement"); AND WHEREAS the Parties desire to amend the Original Agreement, in accordance with subsection 39 of the Original Agreement; NOW THEREFORE, the Parties agree to the following: 1. Capitalized terms used herein have the same meaning given to them in the Original Agreement. 2. Amend the date specified as "September 30, 2022" in the definition of "Agreement End Date" in Subsection 2.2 of the Original Agreement to read as "September 30, 2024." 3. Delete and replace the definition of "Eligible Expenditures" in Subsection 2.2 with the following: ""Eligible Expenditures" means those costs incurred and paid by the Recipient between the Effective Date and March 31, 2024 that are directly related to the Project and which are considered eligible by Canada, as set out in Schedule A.1 of the Agreement." 4. Amend the date specified as "June 30, 2022" in the definition of "Final Claim Date" in Subsection 2.2 of the Original Agreement to read as "June 30, 2024." 5. Amend the date specified as "March 31, 2022" in the definition of "Project Completion Date" in Subsection 2.2 of the Original Agreement to read as "March 31, 2024." 6. Delete Paragraph 4.1 a) of the Original Agreement and insert the following Paragraph 4.1 a) in its place: "Canada agrees to pay a contribution to the Recipient of not more than forty percent (40%) of the total Eligible Expenditures for the Project but only up to a maximum of three million seven hundred sixty-two thousand seven hundred forty-six dollars ($3,762,746)." 7. Amend Paragraph 4.4 a) of the Original Agreement by adding the following sentence at the end of Paragraph 4.4 a): "Notwithstanding Section 39, where Canada has approved the Recipient's reallocation request, Canada shall inform the Recipient of its approval in writing, which approval shall give effect to the amended Schedule B.3 of Schedule B." 8. Amend the last sentence of Paragraph 4.5 d) of the Original Agreement to read: "If Canada has approved a change and has determined that the change is minor in nature, Canada shall inform the Recipient of its decision in writing to give the change effect." 9. Amend the date specified as "November 18, 2019" in Subsection 5 a) of the Original Agreement to read as "December 4, 2019." EXECUTION COPY 10. Amend the first sentence of Paragraph 10.2 a) of the Original Agreement to read: "In each Fiscal Year, the Recipient shall submit to Canada quarterly requests for payment, unless otherwise agreed to by Canada, covering the Recipient's Eligible Expenditures in a format provided by and acceptable to Canada." 11. Delete Section 37 of the Original Agreement and insert the following Section 37 in its place: "37. ASSIGNMENT OF THE CONTRIBUTION AGREEMENT This Agreement or any payment, rights or obligations thereunder, shall not be assigned, in whole or in part, without the prior written consent of Canada. Any assignment made without such prior written consent is void and of no effect and resolves the assignment." 12. Amend Paragraph A.1 ii) of SCHEDULE A — ELIGIBLE AND INELIGIBLE EXPENDITURES of the Original Agreement to read: "be incurred and paid between the Effective Date and March 31, 2024; and" 81 EXECUTION COPY 13. Delete SCHEDULE B.1: PROJECT DESCRIPTION of the Original Agreement and insert in its place the following SCHEDULE B.1: PROJECT DESCRIPTION: SCHEDULE 13.1: PROJECT DESCRIPTION The City of Saint John will develop a District Energy System (DES) at the Market Square facility at 1 Market Square, Saint John, New Brunswick (NB) to connect and provide renewable heating and cooling to four buildings (Market Square, Genesys, Hilton Hotel and Canada Games Aquatic Centre). The DES will use various energy sources such as heat recovery, waste energy as well as geothermal and be designed to allow the connection of more buildings in the future. The DES will utilize heat pump technology to harness energy recovery for distribution between the connected sites and will result in GHG reductions in 2030 of 1,065 tonnes of carbon dioxide equivalent (eCO2). The key activities of this Project — Phase 1 consists of the following: 1. Planning, design, and tender (Effective date to June 2021) • Hire consultant to plan and design DES • Finalize actual design • Consultant prepares public tender package to hire contractor(s) • Council approves contract(s) • Project awarded to contractor(s) 2. Installation of Central Plant, including the purchase and installation by contractors and manufactures (December 2019 to October 2022) • Heat recovery chillers • Isolation of thermal storage cells from main loop heat exchange and pumps • Electrical and controls for the new equipment • Condenser water pumps and accessories for geo-exchange • Cold and hot water mains 3. Connection of DES to the following buildings (September 2020 to March 2023) • The Market Square, located at 1 Market Square, Saint John • Hilton Hotel, located at 1 Market Square, Saint John • Genesys, located at 50 Smythe St, Saint John • Canada Games Aquatic Centre, located at 50 Union St, Saint John In a second phase of the Project, the City of Saint John will expand the DES to include connection to the adjacent Saint John Harbour, Coast Guard site, and Saint John City Hall as well as provision to connect future buildings. The second phase to the Project will result in GHG reductions in 2030 of 351 tonnes of eCO2. The key activities of this Project — Phase 2 will include: 1. Internal planning and procurement of engineering services (January 2021 to March 2024) • Hire consultant to plan and design DES • Finalize actual design • Consultant prepares public tender package to hire contractor(s) • Council approves contract(s) • Project awarded to contractor(s) 2. Sea -water heat pump equipment purchase & installation (January 2021 to March 2024) • Expand Market Square central heating plant to include new sea -water heat recovery chiller. • Implement new underground tunnel for new piping runs and connection to the harbor • New heat exchanger and pumping systems for the open loop sea -water heat exchange 3 82 EXECUTION COPY 3. Connection of DES to the following buildings (January 2022 to March 2024) • Connection of DES to Saint John Harbour (January 2022 to March 2024) • Connection to Coast Guard site future development (January 2022 to March 2024) • Connection to Saint John City Hall (January 2022 to March 2024) Outcome 4: Other applicable benefits associated with the Project, as applicable Other benefits Description of how the Project is achieving or expects to achieve this co -benefit Environmental: improvement to air This Project is seen as a catalyst in reducing corporate and quality and/or reduction of air pollution community GHG emissions with an estimated reduction of over 560,000 tonnes of eCO2 over the lifetime of the Project. The implementation of these projects will help improve the air quality and reduce air pollution through the displacement of over 400,000 GJ of Natural Gas and over 1 Million liters of oil. The City suffers from poor air quality as a result of large industries emitting air pollution. The future goal of DES is to integrate to the existing pulp and paper in Saint John to recover waste energy (assuming over 200 degrees Fahrenheit) and be used to heat additional buildings otherwise cannot be heat using geothermal. The outcome of DES will help reduce the air pollution from the pulp and paper and make the plant more environmentally friendly. Clean Growth: Project has the potential The City of Saint John was one of the first Canadian municipalities for replicable or enables similar projects to embark on creating an energy efficiency program. The City has to be undertaken in Canada in the received many regional and national awards for its energy efficiency future. program and has helped many municipalities across Atlantic Canada in the past to undertake such an initiative. The City will continue to share its lessons learned and information regarding the DES and how this Project could be a model for other communities to replicate. The City through the asset and energy management department will hold presentations, workshops, and provide Key Performance Indicators (KPIs) through public monitoring systems to engage the public and other communities. Environmental: Adaptation to climate The proposed DES will include a backup generator to ensure change continuous heat/cool to customers, especially in case of power outages as a result of climate change events such as flooding, ice storm or high intensity rain. In addition, the energy retrofit measures will into consideration the impact of climate change on the municipal building including the waste water facilities, such as Solar PV for power back up in case of emergency, roof structure to mitigate extreme weather events, etc. These facilities could be used as a shelter in case of emergency. The City asset management policy has indicated that climate change will be considered on any renewal or new assets. 83 EXECUTION COPY 14. Delete SCHEDULE B.2: PROJECT BUDGET of the Original Agreement and insert in its place the following SCHEDULE B.2: PROJECT BUDGET: SCHEDULE B.2: PROJECT BUDGET E�� District Energy System Total costs of the Project $9,617,036 100% Total Eligible Expenditures of the Project $9,406,865 97.81% Total Ineligible Expenditures of the Project $210,171 2.19% Recipient's contribution towards Eligible Expenditures $5,644,119 60% Canada's maximum contribution towards Eligible Expenditures $3,762,746 40% EXPENDITURES FISCAL YEAR BREAKDOWN / FUNDING TOTAL REQUEST 2019-2020 2020-2021L 21-2022 2022-2023 2023-2024 Total Project expenditures Total Eligible $9,406,865 $0 $681,225 $1,318,775 $4,016,664 $3,390,201 Expenditures Total Ineligible $2109171 $0 $0 $0 $110,171 $100,000 Expenditures Total of All $996179036 $0 $681,225 $1,318,775 $41126,835 $3,490,201 Expenditures Canada's contribution pertaining to each Fiscal Year Uncapped w wwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwww $394999354 $0 $263,226 $453,444 $1,530,1847$78,325 2'500 Eligible Expenditures Eligible planning $1889137 $0 $9,264 $49,066 $51,482 expenditures (capped at 5% of Canada's contribution) Eligible $759255 $0 $0 $25,000 $25,000 $25,255 incremental employee expenditures (capped at 2% of Canada's contribution) Eligible travel $0 $0 $0 $0 $0 $0 expenditures (capped at 5% of Canada's contribution) ------------- a's $39762,746 $0 $272,490 $527,510 $1,606,666 $1,356,080 ion Econtribution ble res to ear 84 k \ LL £ R k \ Q k E 2 E w \ m E 6 a § 0 z } \ 0 / O k } 0 § ■ 0 m u u \ 0 ■ IL § \ / co CM_R \ � C � ¢ a % § \ \ § k q _f $ 6 CO a -e % 2 Lo q G CO 9 3 G a § § 4a 4a � c o Lo \ \ $ C C, § 4a \ � & & q 2 2 § k ■ $ $ � CM 4 ' coc k -e k 2 % 0 E c § � 7 0 \ O t0 t0 W W O O) O O N E j N ,+�_' Ef} EL} d' COO � LO W O 61) � W En J ._.,_Cy p mw O K U�U0W W= .........................................................................................Q.....................Q N C 0) 0) O O 0 N U) O M M N I� O W O O O) C 7 N E �— �— M � O CO ON O >0 E) EL} EL} EL} M M H) L, W Q U 0 W N N co N N W W O O O O O m rn W W O N_ Q W 'p EL} EL} 61) O (D r— N O O 0 O EL} E{} is y CL 61) I— W N t7' 00 O m C G. d N h W 0) ¢ CO t0 � c04 oO M O 0) co O O O co W O O •� W W O N O I- O O 0- 61) � � N LO � 61) O 0 O U)O O O O N N O O O N O �— ,N N N N N N N N N U) O cc N N N N N N N N p W O O O O W Qcn N N N N O O m m m m 0) rn rn rn U) ❑ O > j > j N N N N ¢F— w U U U U = = = = p U) Q N tR tR tR tR N N (D (D Z O - U) W W W W p p p p ¢O U) p H W cn Vi N E 0 cn Q C m .O O W¢ Q O d m (D� _ .c O O m _ i o � U Z O ❑ Z O H O C .� U o J o2S m O C N' ` O „Or O d O Q 'O 'O N 'O 0 in t> m m in 'O m � OU (n O¢ fA H N m N m O 'C �— i O 0 C= 'n N O C U m C O tl7 tl m c7 O C.)p Z (D m c� o Qm a m c mo ns 0 O 0 0 (6 f Z O¢ Z O C N C N C 0 C O 0 0 2 U= N O N 6 O 0 ¢� W �F— 0 cn � U D me = L m U o o c o c o � � �'n � m O U OZ O m m w cn a° E �j m cn E m o cn 0-Of Z U H m -0 m -0 m c 0 o U o (D o.0 0.0 .0 m'� � o W O Od U c c o n (D� cn - �.) 2 c rn dm m0C: .o m 0 w m m m m C) m w� n ��m m E U m aD cat U d m c 'D m m ¢Of O a c c °c m m -0 ^�O ° �O ° m 0 ~° c> 'c 0 In �.In I- 2iO O m Qm m Q ami = So 'm me Cl: o u oE0 o 0'- c0 '� ' 0 o6 c= p W �- O a c o "0) o c 0 0 o a .o m m 6.o n cn 0).o 0 CL c m c cn c -0 m c m U) N d cn U (D m- �� .cn +-ZmE�� E�m- m O O m °� 'O V� d Q N o fya �7 O m �7 O �7 � - O � U C O O �� X U m� U C U O �7 Q m 0 0 ._ °' m O O X 2 m m 0 c O 0 0 c Q m w a moo_ � U _..._ � U Ux«s � U U� �._�.. 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Each Party represents and warrants that it has the full power and authority to enter into this Amending Agreement and has taken all necessary actions to authorize the execution of the Amending Agreement. 19. All other provisions of the Original Agreement remain in full force and effect, unamended. 20. This Amending Agreement may be signed in multiple counterparts, each of which so signed and delivered shall be deemed to be an original and all of which counterparts taken together shall constitute one Amending Agreement. The counterparts of this Amending Agreement may be signed by electronic signature by any of the Parties and delivered by "pdf' or other similar attachment to an email to the other Party and the receiving Party may rely on the receipt of the electronically signed and delivered document as if the original had been received. IN WITNESS WHEREOF the Parties' duly authorized representatives have executed this Amending Agreement: HER MAJESTY THE QUEEN IN RIGHT OFCANADA F . Digitally signed J s I "I ' Director Gener 11 Jesse 9.pjj��e rOate:2021.04.23 13:14:04-04'00' Date THE CITY OF SAINT JOHN Per: Don Darling Mayor Date Per: Jonathan Taylor Common Clerk Date ice COMMON COUNCIL REPORT M&C No. 2021-133 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: ICE LIGHTS RENEWAL—TD STATION AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Samir Yammine J. Brent McGovern John Collin RECOMMENDATION It is recommended that the proposal submitted by Security Electrical Ltd., for the Ice Lighting LED Upgrades at TD Station in the amount of $198,800 plus HST be accepted. Further to the proposed amount, it is recommended that a contingency allowance in the amount of $39,000 plus HST be approved for this project, for a total cost of $237,800 plus HST. Additionally, it is recommended that the Mayor and Common Clerk be authorized to execute the necessary contract documents. EXECUTIVE SUMMARY The purpose of this report is to seek Council's approval to award the Ice Lighting LED Upgrades at TD Station to Security Electrical. PREVIOUS RESOLUTION M&C 2019-107. Common Council approved the City of Saint John Climate Change Action Plan. M&C 2018-312. It is recommended that the City enter into the Grant Agreement with Her Majesty the Queen in Right of Canada, as represented by the Minister of the Environment who is responsible for the Environment and Climate Change Canada under the Low Carbon Economy Fund (LCEF) for the Municipal Buildings Deep Energy Retrofit (MBDER) in the form and upon the terms and conditions as attached; and that the Mayor and Common Clerk be authorized to execute the said Agreement. 0I91 -2- REPORT In January 2020, The City of Saint John in cooperation with the consultant conducted a detailed building condition assessment and energy audit on the TD Station. The objective of the study was to achieve the following: • Improve the asset data inventories for the TD-Station. • Help Council as well as staff make more informed investment decisions. • Develop a 25-year long term capital investment profile on the TD-Station. • Identify energy and cost savings opportunities using life cycle cost assessment to reduce energy and maintenance costs as well as GHG emissions to help achieve Corporate GHG emissions target. The TD Station Ice Lighting LED Upgrades is considered a high priority project based on the following criteria: • Risk - The existing ice lighting system is over 29 years old and is original to the building. The lighting system has exceeded its expected useful life and is due for renewal. Due to the age of the technology, the lighting system is inefficient, and many individual components have been discontinued. Therefore, the probability and consequence of failure are considered high based on the City's Risk Rating Framework. • Level of Service - The replacement of the existing lighting system will improve the quality of indoor lighting for the staff and the public. Additionally, the new lighting system will be compliant with the most recent QMJHL requirements and enable the TD Station to host a future Memorial Cup. • Greenhouse Gas Reductions - The proposed project will reduce GHG emissions by 68 teCO2. • Recapitalization Benefits and Asset Renewal - The proposed project will renew the existing ice lighting system and provide a deferred maintenance benefit of the full contract value, $198,750. • Reduce Operating Costs -The project will reduce the annual operating cost including maintenance by approximately $28,253. • Lighting Standard- The new lighting system will meet the Quebec Major Junior Hockey League (QMJHL) lighting standards, which will allow the TD Station to host a future Memorial Cup. This product is a turnkey solution for the complete renewal of the TD Station bowl lighting. The ice lighting system shall be compliant with the QMJHL minimum standards as well as use full LED lighting technology to minimize the connected electrical load. This turnkey solution will also see full renewal of the bowl perimeter lighting system with new LED fixtures, which will be used during intermission, trade shows and general events. 021 -3- Additionally, the scope of the project includes all necessary engineering design, lighting controls programming, factory commissioning and 10-year warranty including parts and labour. A full as -built of the system will be documented with the renewal project. STRATEGIC ALIGNMENT The Ice Lighting LED Upgrades project is clearly aligned with the following City plans, policies, Council Priorities, programs, and practices: • City of Saint John Corporate GHG and Energy Action Plan to reduce GHG emissions by 30% by 2025 and achieve carbon neutral by 2040. • City of Saint John Asset Management Policy objectives to apply risk -based decision and life cycle costing principles to prioritize capital investment, identify alternative measures, facilitate the leveraging of infrastructure funding from external sources, and improve the reliability of customer service. • City of Saint John Capital Budget Policy. • City of Saint John Climate Change Action Plan. SERVICE AND FINANCIAL OUTCOMES The total cost to complete the Ice Lighting LED Upgrades at TD-Station, if awarded to the lowest bidder as recommended, will be $ 247,992.10 Including HST Rebate and contingency of $39,000. Cost of this project is funded under the Low Carbon Economy Fund (LECF), NB Energy Efficiency Program Funding and the City's General 2021 Capital Program. The analysis is as follows: LCEF: $99,196.84 NB Power Energy Efficiency: $16,697 Capital Budget: $132,098.26 Engineer's estimate is $310,000 Plus HST. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Supply Chain Management facilitated the Request for Proposal (RFP) process to solicit proposals for Ice Lights Renewal at TD Station. As such the RFP closed on April 22, 2021 with the following proponents responding by submitting proposals: ➢ Security Electrical Ltd. Quispamsis, NB ➢ Gardner Electric Ltd. Saint John, NB ➢ The Cahill Group Saint John, NB ON -4- A review committee, consisting of staff from Asset Management, TD Station, the City's Consultant and Supply Chain Management reviewed the submissions for completeness and compliance with the RFP requirements and selection criteria consisting of the following: 1. Presentation and Completeness 2. Specifications and Quality 3. Cost Also, in accordance with the City's standard procedures, the committee members evaluated and ranked each proposal based on the proposals' technical merits. Following this, the financial proposals were opened and evaluated, and corresponding scores were added to the technical scores. Security Electrical Ltd.'s proposal was ranked the highest based on an overall rating of the evaluation criteria as well as offering the lowest cost. The above processes are in accordance with the City's Procurement Policy and Supply Chain Management support the recommendations being put forth. ATTACHMENTS NA 0191 COMMON COUNCIL REPORT M&C No. 2021-134 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area General Counsel His Worship Mayor Don Darling and Members of Common Council SUBJECT: License Agreement for Use of Portion of South Market for the Demolition of Adjacent Buildings AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Curtis Langille Melanie Tompkins John Collin RECOMMENDATION That The City of Saint John enter into a License Agreement with W/L Holdings Inc. in the form as attached to M & C #2021-134 to facilitate the demolition of the buildings, located at civic # 85 to #91 King Street on a portion of PID No. 39420, known as South Market Street, and further that the Mayor and City Clerk be authorized to execute the said License Agreement. EXECUTIVE SUMMARY W/L Holdings Inc. is planning to demolish two buildings at the head of King Street, of which one is referred to as the former Woolworth's building. Once demolished, the proponent will be constructing a substantial, multi -residential building with ground floor commercial. The buildings to be demolished are significant in stature and require additional lands surrounding them to provide for adequate buffering for safety along with additional space to adequately complete the work. The attached license agreement would provide the proponent a four -month period commencing May 171" to use a portion of the City Market lands, commonly known as South Market Street. The sketch included with this agreement illustrates the area of South Market to be used in conjunction with the demolition of the adjoining site. City staff, including those responsible for the City Market, have been involved in the planning of this project and are supportive of the recommendation. The attached license agreement ensures appropriate insurance and other measures are in place to protect the interests of the City, including the City Market. PREVIOUS RESOLUTION N/A REPORT The following is in addition to the information contained in the Executive Summary of this report. OLI -2- The sketch included in the License Agreement as Schedule "A" illustrates the portion of South Market Street that is proposed to be used during the demolition of the two buildings owned by W/L Holdings Inc. In addition, portions of the right-of-ways for both King and Charlotte Streets will also be required. The License includes terms and conditions that are intended to protect the interests of the City, including appropriate insurance, dust control mitigation/cleaning of the City Market (if required) and repair of any damage to the Licensed area. There have been a number of meetings between various staff and the proponent to ensure every precaution has been taken to ensure the City and members of the public are safe during the demolition. Staff has also commenced discussions with the proponent about the need for another license over South Market during the construction phase of this project. A separate report will be presented to Council in due course in this respect. STRATEGIC ALIGNMENT Revenue generation, cost avoidance and tax base growth are critical contributors to the City's vision to become sustainable and to achieve growth and prosperity. This aligns with Council's priority for a vibrant City. SERVICE AND FINANCIAL OUTCOMES It is expected that there will be some disruption to the City Market, specifically as it relates to the loading zone area on South Market. City Market staff are planning to minimize this impact by offering alternate arrangements for this purpose on North Market and Germain Street. Staff have also mitigated disruption to pedestrian access through South Market by ensuring through access is maintained at all times. The fee for the license is $1,000.00 for the 4-month term of the license agreement. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Several City departments were engaged in the preparation of this report and the underlying License Agreement, including: Growth and Community Services, Fire Department, Director of Strategic Affairs and the General Counsel's team. Their comments were included in this report where applicable. The General Counsel team drafted the License Agreement. ATTACHMENT License Agreement OR LICENSE AGREEMENT THIS AGREEMENT MADE THIS,,_,__ day of April, 2021. 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 FIRST PART - and - W/L HOLDINGS INC. a duly incorporated company under the laws of the Province of New Brunswick, having its head office in the City of Saint John and Province of New Brunswick, hereinafter called the "Licensee". OF THE OTHER PART WHEREAS the Licensor is the owner of property located at 41 to 49 Charlotte Street and 36 Germain Street in the City of Saint John, in the County of Saint John and Province of New Brunswick having PID Number 00039420 (the "Property"); AND WHEREAS the Licensee intends to use a portion of the Property which is commonly known as South Market Street as shown in Schedule "A" attached hereto (the "Licensed Area") to facilitate the demolition of the buildings located at 85 to 91 King Street, Saint John, New Brunswick (the "Use"); AND WHEREAS the parties hereto are entering into this Licence Agreement for the purpose of recording their mutual agreements with respect to the Licensee having access to the Licensed Area for their purposes in connection with the Use; NOW THEREFORE WITNESS THAT in consideration of the mutual agreements contained herein and the sum of One Dollar ($1.00) paid by the Licensee to the Licensor, the receipt and sufficiency whereof is hereby acknowledged by the Licensor, the parties do hereby agree as follows- r 2534857-.v2- 96 1. Grant of Licence Subject to the provisions of this Agreement, and so long as the Licensee is in compliance with all the provisions of this Agreement, the Licensor hereby grants to the Licensee a temporary, exclusive, non -transferable right and licence under, in, on, over, along and across the Licensed Area for persons, vehicles and equipment as reasonably required to facilitate the Use (the "Access License"). 2. Term The term (the "Term") of the Access Licence shall be four (4) months, commencing on May 17, 2021 and ending on September 16, 2021. 3. Compensation The Licensee shall pay to the Licensor the amount of one thousand dollars ($1,000.00) in Canadian Funds plus applicable harmonized sales tax, payable on or before May 17, 2021 as compensation for the granting of the rights herein. 4. Completion of Use and Location 4(1) The Licensee shall employ dust control mitigation techniques during the Term. 1n the event such techniques prove ineffective, the Licensee shall be responsible for the clean up of the Property at its sole expense at the end of the Term. 4(2) The Licensee shall perform a pre -agreement inspection and a post -agreement inspection (the "Inspections") of the Licensed Area. The Inspections shall record, by way of photographs and written record, the status and condition of the Licensed Area both before the commencement of the Use and immediately following the completion of the Use. 4(3) The Licensee agrees to repair any damage caused to the Licensed Area by the Use and, at the end of the Term, shall forthwith restore the Licensed Area to substantially the same condition as it was prior to the Term. 4(4) If the Licensee is in default of its obligations hereunder and has failed to cure such default within ten (10) business day of receipt of notice of such default from the Licensor (or, if such default cannot be reasonably cured within such ten (10) business day period, has failed to commence to cure such default and be diligently pursuing such cure), the Licensor shall have the right (but not the obligation), to carry out or cause to be carried out 2534857-.v2, 97 � such obligations at the reasonable cost and expense of the Licensee and, without limiting any other right or remedy of the Licensor, the Licensee shall reimburse the Licensor within thirty (30) days of presentation of an invoice for any such reasonable costs and expenses. 5. Insurance and Indemnity 5(1) The Licensee agrees to obtain for itself and require for its contractor(s) property damage and public liability coverage, from a reputable insurer or insurers, relating to the Use for the Term of the Licence. The Licensor shall be named as an additional insured thereunder. Such insurance shall cover any claims made against the Licensor or Licensee which arise from the Licensee's use of the Licensed Area, whether discovered during or after the Term. The Insurance shall have a limit of at least $5,000,000.00 and shall provide for thirty (30) days' prior notice to the Licensor of cancellation. 5(2) Prior to the commencement of the Term, the Licensee shall deposit with the Licensor a certificate of the required insurance policy or policies. 5(3) The Licensee agrees to indemnify and hold harmless the Licensor and its directors, employees, agents, tenants, invitees, and licensees from and against any and all claims, demands, actions, causes of action, costs, losses, liabilities, awards, proceedings or expenses which the Licensor suffers or incurs or is liable for by reason of the acts or omissions of the Licensee or those for whom it is at law responsible in connection with the Use or arising out of any negligence or default by the Licensee under the terms of this Agreement, whether the occurrence is discovered during or after the Term. 5(4) The Licensor agrees to indemnify and hold harmless the Licensee and its affiliates and their respective directors, employees, agents, tenants, invitees, and licensees from and against any and all claims, demands, actions, causes of action, costs, losses, liabilities, awards, proceedings or expenses which the same suffers or incurs or are liable for by reason of the acts or omissions of the Licensor or those for whom it is at law responsible in connection with the Use or arising out of any negligence or default by the Licensor under the terms of this Agreement, whether the occurrence is discovered during or after the Term. 6. Notices 6(1) Any notices required or permitted to be provided hereunder shall be in writing and shall be deemed to have been received five (5) business days after the post marked date thereof if sent by registered mail, the next business day following transmission if sent by fax, or at the time of delivery if hand delivered, and shall be addressed as follows: 2534857-.v2 98 To the Licensor: The City of Saint John City Clerk's Office P. O. Box 1971 2°d Floor, City Hall, 15 Market Square Saint John, N.B. E2L 4L1 To the Licensee: W/L Holdings Inc. Percy Wilbur, Director 1121 Kennebecasis Drive Saint John, N.B. E2K 5A7 and a copy to Cox & Palmer P. O. Box 1324 I Germain Street, Suite 1500 Saint John, N.B. E2L 4V l Attention: William H. Teed, Q.C. 6(2) Either the Licensee or the Licensor may change their address by notice in writing to the other. 7. Miscellaneous 7(1) This Agreement and any Schedules hereto contain the entire understanding between the parties relating to the subject matter hereof. No amendment to this Agreement shall be valid unless in writing and signed by each of the parties hereto. 7(2) The Licensor represents and warrants that it has the full right and authority to grant to the Licensee the licence and rights contained in this Agreement. The Licensee represents and warrants to the Licensor that it has full right and authority to enter into this Agreement. 7(3) Every provision of this Agreement is intended to be severable. If all or any part of any term or provision hereof is illegal, invalid or unenforceable for any reason, such illegality, invalidity or unenforceability shall not affect the validity or enforceability of the remainder of this Agreement. 7(4) No omission or delay by either party in exercising any right, power or privilege hereunder shall operate as a waiver thereof nor shall any single or partial exercise of such right, power or privilege preclude any other or further exercise thereof or of any other right, power or privilege. The rights and remedies herein provided are cumulative with and not exclusive of any rights or remedies provided by law. 2534857 .v2 99 Y 7(5) The Licensor and the Licensee acknowledge and agree that the relationship between them is solely that of independent contractors, and nothing herein shall be construed to constitute the parties as employer/employee, partners, joint ventures, co -owners, or otherwise as participants in a joint or common undertaking. Neither party, nor its employees, agents or representatives shall have any right, power or authority to act or create any obligation, express or implied, on behalf of the other. 7(6) This Agreement shall enure to the benefit of and be binding upon each of the parties hereto and their respective successors and permitted assigns. 7(7) This Agreement shall be construed in accordance with and governed by the laws of the Province of New Brunswick, and subject to the jurisdiction of the courts of the Province of New Brunswick. 7(8) The Licensee agrees that it shall not register this Agreement or any notice or reference in respect of this Agreement against the title to the Licensor's Property. 7(9) This Agreement may be executed in one or more counterparts, each of which shall be deemed to constitute an original and together shall constitute one and the same instrument. Signatures delivered by facsimile or electronic transmission in portable document format (.pdo are deemed for all purposes to be original counterparts of this Agreement. IN WITNESS WHEREOF the parties have executed this Agreement. THE CITY OF SAINT JOHN Mayor City Clerk Common Council Resolution: WIL HOLDINGS INC. Per: X.;°.,..... .......................................:::.�1:........,.... Percy Wilbur President "' 2534857..v2.. 100 COMMON COUNCIL REPORT M&C No. 2021-140 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Street Naming — cour Stonehammer Court AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Yves Leger Brent McGovern/Michael Baker John Collin RECOMMENDATION It is recommended that Common Council amend the list of Official Street Names and approve the following change: 1. Add the name "cour Stonehammer Court". EXECUTIVE SUMMARY A new development off Loch Lomond Road, consisting of a new commercial building, on a parcel of land where there is already a commercial building, has been approved. Because the total number of uniquely addressed businesses that will access the entire development through one entrance is greater than two, the private access into the development requires an official street name to meet NB 9-1-1 civic addressing guidelines. Staff has asked the developer to suggest a street name for the access into the development and they suggested "cour Stonehammer Court". This street name meets NB 9-1-1 guidelines and is therefore acceptable. PREVIOUS RESOLUTION None. REPORT A new development off Loch Lomond Road, consisting of a new commercial building, on a parcel of land where there is already a commercial building, has been proposed and has received approval. The second building will be built to the south of the existing building and the existing paved access will be extended. The developer has also indicated the possibility of constructing residential buildings, `[oya -2- in the future, which would also be accessed from the one entrance into this development. Because the total number of uniquely addressed businesses that will access the entire development through one entrance is greater than two, the private access into the development requires an official street name to meet NB 9-1-1 civic addressing guidelines. Staff has asked the developer to suggest a street name for the access into the development (see attachment) and the developer has suggested "cour Stonehammer Court". This street name does not currently exist in Saint John, nor in neighbouring communities and therefore meets NB 9-1-1 guidelines for street names. STRATEGIC ALIGNMENT Ensuring street names meet NB 9-1-1 guidelines aligns directly with Council's "Vibrant, Safe City" priority. SERVICE AND FINANCIAL OUTCOMES The costs to the City of Saint John for this are approximately $265 associated with installing the new street name sign at the intersection with Loch Lomond Road. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Public Works and Transportation Services were consulted and will cover the costs from their operating budget. ATTACHMENTS Schedule A: Stonehammer Court `NQ n a) C- u cn COUNCIL REPORT M&C No. 2021-121 Report Date April 30, 2021 Meeting Date May 03, 2021 Service Area Growth and Community Services His Worship Mayor Don Darling and Members of Common Council SUBJECT. Amendment to Grant Agreement with Iron Gate Development Inc. for redevelopment of property at 29 Canterbury Street OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head Acting City Manager Andrew Reid Jacqueline Hamilton Kevin Fudge RECOMMENDATION RESOLVED That the City enter into an Amendment to Grant Agreement with Iron Gates Development Inc. in the form attached to M&C No. 2021-121; and that the Mayor and City Clerk be authorized to execute the necessary contract documents. EXECUTIVE SUMMARY A request to consider amending the Urban Development Incentive Grant Agreement for 29 Canterbury Street has been received. In keeping with the intent of the Development Incentive Grant Policy and its consistency of application, staff recommend the removal of an annual $5,000 payback requirement that would provide a total additional assistance of $25,000 to the developer. This deduction was unique to the project. By removing this deduction, the City is still capable of meeting the intent of the Policy, which is to stimulate development and generate additional revenue. PREVIOUS RESOLUTION On March 21, 2016, Common Council adopted the Urban Development Incentives Policy and Urban Beautification Grant Policy. On July 6, 2020, Common Council authorized the Mayor and Common Clerk of Saint John to execute the grant agreement with Iron Gate Developments Inc. for the redevelopment of 29 Canterbury Street. `Wee -2- REPORT In 2021, the developer of 29 Canterbury Street, Iron Gate Developments Inc., encountered construction challenges during construction having to do with unexpected fire separation requirements. These challenges were above and beyond the earlier construction challenges the developer faced and applied for at the time of application for the grant. The developer requested staff review the existing Urban Development Incentive Grant Agreement and determine if there were any available options to provide an increased level of assistance to the developer in response to these unexpected fire separation challenges. Existing Grant Agreement The existing grant agreement awards the developer two grants: a $47,930 + HST "construction challenge grant" and an estimated $150,000 - $247,619.5 residential density grant paid out over 5 years, the "5-year grant," beginning one year following completion of the project. The construction challenge grant related to work required to reinforce the adjacent building's roof to meet snow loading requirements of the National Building Code because of the construction of the Telegraph's step backed building fagade (pg 4, attachment 2). Evaluation of Options Staff have reviewed the request and considered several options available under the existing grant agreement, including increasing the construction challenges grant, increasing the 5-year grant and/or lengthening the payout schedule. None of these options appeared viable, without substantially departing from the Urban Development Incentive Policy's, "the Policy," intent and its consistent application. The onus is on applicants to identify all potential construction challenges prior to beginning work. The construction challenge grant amount available to applicants is limited to $50,000 and budgeted for that year. Furthermore, increasing or lengthening the 5-year grant amount would depart from a key requirement of the Policy, which is that the City pay out no more than it is receiving in additional revenue because of the development. Proposed Recommendation In the past, staff have considered minor variations to the Policy, such as construction challenges that were not envisioned by the Policy and in these cases obtain Council approval for the grant agreement. In the case of this project, for example, with the snow loading requirement being a unique challenge, Council approved the application and agreement on July 6, 2020. In addition to unique construction challenges, the existing 29 Canterbury Street grant agreement contains two minor variations from the Policy requirements. These include: (1) An annual $5,000 deduction requirement from the developer's 5-year grant ($25,000 total). This deduction was written into the agreement to recoup half of the cost of the construction challenge and was volunteered by the developer. The deduction is not required by the Policy. `[9Z-1 -3- (2) The construction challenge grant was to be paid out to the developer at the time of the completion of the development's superstructure and completion of the roof reinforcement. Typically, no grants are paid out prior to the completion of the project and issuance of occupancy permit. The developer requested the variation to receive an early payout of the grant in exchange for paying back half the grant later, through the 5-year grant. Considering the available options to provide assistance to the developer, staff have concluded that the removal of the $5,000 annual deduction is a viable option, and one in keeping with the intent of the Policy and its consistent application. The City currently manages 15 active grant agreements for development in the Central Peninsula. No other grant agreement requires a developer to pay back a portion of an awarded construction challenge grant. The removal of this requirement will result in an additional $25,000 assistance to the developer. STRATEGIC ALIGNMENT In 2020, Common Council directed that Development Incentive Grants be restored as part of Municipal Economic and Community Recovery Planning. The Urban Development Incentives Program's goal is to leverage new private sector investment and implement the Central Peninsula Secondary Plan. SERVICE AND FINANCIAL OUTCOMES The 5-year grant is funded through the incremental increase in property value. Removing the deduction will result in a loss of $5,000 in new annual revenue to the City over a period of 5 years. The chart below highlights the estimated 5-year grant payment, including new tax revenue to the City, without the $5,000 payback. New tax revenue to the City because of the development is estimated to pay for the 5-year grant and $47,930 construction challenge grant within six years, which is the same payback period with the additional $25,000. Value of Construction $6,500,000 Residential $5,200,000 (80%) Commercial $1,300,000 (20%) Municipal Tax Portion x 0.01785 (residential) + x 0.026775 (commercial)' Number of Grant years 5 'New tax revenue is based on the 2020 municipal tax rate and may vary should this rate change in future years `[9tl -4- Incremental City Taxes $ 127,628 Grant Formula = Value of Construction x 0.15 residential + 0.25 commercial Base Grant Amount $ 110,500.000 Grant Year Percentage of Grant Grant Amount New Tax Revenue to City 1 90% $91,260.00 $28,178.000 2 80% $81,120.00 $39,228.000 3 60% $60,840.00 $61,328.000 4 40% $40,560.00 $83,428.000 5 20% $20,280.00 $105,528.000 INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Finance Department and General Counsel's Office were consulted in the preparation of this Report and Amendment to Grant Agreement. ATTACHMENTS 1. Amendment to Grant Agreement with Iron Gate Development Inc. 2. Grant Agreement with Iron Gate Development Inc. `W-,] U LTA IA►1•]LTA TA►III Sfoxel:ULlI &W 0AALTA TA►Ir THIS AMENDMENT TO GRANT AGREEMENT dated the day of May, 2021. BETWEEN: IRON GATE DEVELOPMENTS INC. of the City of Saint John and Province of New Brunswick a body corporate duly registered under the laws of the Province of New Brunswick (hereinafter called the "Developer") OF THE FIRST PART THE CITY OF SAINT JOHN, a body corporate by Royal Charter, confirmed and amended by Acts of the Legislature of the Province of New Brunswick (hereinafter called the "City") OF THE SECOND PART WHEREAS the Developer and the City entered into a Grant Agreement dated the 9` day of July, 2020 for the following grant: Infill Development (Residential Density Grant and Construction Challenges Grant) for a development at 29 Canterbury Street on a property bearing PID Nos. 00011130, 55102438, 55102446, 00018598, and 55102453 (the "Grant Agreement'); AND WHEREAS, the capitalized terms used in this Amendment to Grant Agreement have the same meanings as are respectively ascribed thereto in the Grant Agreement, except as herein otherwise expressly provided; AND WHEREAS, the parties hereto desire to amend certain provisions of the Grant Agreement; NOW THEREFORE THIS AMENDMENT TO GRANT AGREEMENT WITNESSES that in consideration of the sum of $1.00 now paid by each party hereto to the other (the receipt and sufficiency whereof is hereby acknowledged), the parties hereto covenant and agree that the Grant Agreement be and the same is hereby amended as follows: 1. Section 5 Residential Density Grant is hereby amended by deleting the words "a $5,000 adjustment per year" from Table B — Amount Contributed to the Development Incentive Fund. IN WITNESS WHEREOF the parties hereto have executed this agreement as of the date first above written. SIGNED, SEALED & DELIVERED ) in the presence of ) IRON GATE DEVELOPMENTS INC. By: Name: Stephen J. Brittain Title: Director THE CITY OF SAINT JOHN Mayor City Clerk Common Council Resolution: .2021 109 PROVINCE OF NEW BRUNSWICK I, stephen J. Brittain, of the City of Saint John, in the County of Saint John and Province of New Brunswick, MAKE OATH AND SAY: 1. That I am the Director of Iron Gate Developments Inc. (the "Corporation"), which is named in the foregoing instrument and have custody of the corporate seal of the Corporation, and I am duly authorized to make this affidavit. 2. That the corporate seal affixed to the foregoing agreement and purporting to be the corporate seal of the Corporation, is the corporate seal of the Corporation, named in the foregoing instrument and it was affixed by the officers authorized to so affix the seal. 3. That the signature "Stephen J. Brittain" is my signature, the Director of the Corporation, and I am duly authorized to execute the said instrument. SWORN TO before me at the City of Saint John, in the County of Saint John and Province of New Brunswick, this day of May, 2021 Commissioner of Oaths, Being a Solicitor Stephen J. Brittain 110 PROVINCE OF NEW BRUNSWICK I, Jonathan Taylor, of the City of Saint John, in the County of Saint John and Province of New Brunswick, MAKE OATH AND SAY: That I am the City Clerk of The City of Saint John and have custody of the Common Seal hereof. 2. That the Seal affixed to the foregoing instrument is the Common Seal of The City of Saint John and that it was so affixed by Order of the Common Council of the said City. 3. That the signature "Don Darling" to the said instrument is the signature of Don Darling, Mayor of the said City, and the signature "Jonathan Taylor" thereto is my own signature. 4. That we are the proper officers to sign the foregoing instrument on behalf of The City of Saint John. SWORN TO before me at the City of Saint John, in the County of Saint John and Province of New Brunswick, this day of May, 2021 Commissioner of Oaths, Being a Solicitor Jonathan Taylor 111 GRANT AGREEMENT THIS AGREEMENT made in duplicate this day of (2020). BY AND BETWEEN: Iron Gate Developments Inc. of the City of Saint John and Province of New Brunswick a body corporate duly registered under the laws of the Province of New Brunswick (hereinafter called the "Developer") OF THE FIRST PART And THE CITY OF SAINT JOHN, a body corporate by Royal Charter, confirmed and amended by Acts of the Legislature of the Province of New Brunswick (hereinafter called the "City") OF THE SECOND PART WHEREAS the City supports the revitalization of the Central Peninsula Neighbourhood and acknowledges a need for additional financial support for residential development in this area; and WHEREAS at its meeting held the 21$t of March, 2016 the City adopted an Urban Development Incentive Policy and amended it on April 23, 2019, ("Policy") to establish financial incentives to encourage developers and property owners in strategic areas within the City's Central Peninsula to invest in the creation of new residential units through either new construction or the redevelopment of existing buildings; and WHEREAS the Developer has applied for the following grants: Infill Development (Residential Density Grant and Construction Challenges Grant) for a development at 29 Canterbury Street on a property bearing PID Nos. 00011130, 55102438, 55102446, 00018598, and 55102453 (the "Property"); and WHEREAS the Policy requires that an applicant who meets the eligibility requirement of a given Program under the Policy enter into a Grant Agreement in order to receive the Grants contemplated in a given Program; and WHEREAS the Developer's application was not granted under the Policy; and WHEREAS at its meeting held the 6th of Jl Wy , 2020 the City decided to grant the to the Developer a grant to be administered in the same manner as a Grant under the Policy; NOW THEREFORE THIS AGREEMENT WITNESSETH that the parties hereto covenant and agree each with the other as follows: 112 1. The development for which the Grants contemplated in this Agreement shall be paid is outlined in the prescribed application form, site plan and drawings attached hereto as Schedule "A" (hereinafter the "Project"). 2. The Urban Development Incentive Program is established by the Policy which is attached hereto as Schedule "B" and forms part of this agreement. 3. Construction of the Project shall begin within two (2) months of the date of the execution of the Agreement or on or before May 15th of the year this Agreement is executed, whichever is the later date. 4. Projects that are phased in nature, i.e. will require more than one building permit, must be completed and in receipt of an occupancy permit according to the following schedule: Projects with estimated Construction Costs below Completed by November 1 three years following the submission of 2,000,000, an application. Projects with estimated Construction Costs greater Completed by November 1 five years following the submission of an than $2,000,000. application. Residential Density Grant 5. The Residential Density Grant shall be estimated according to (Table A, section 2.1) and will not pay out more than the amount outlined in (Table B, section 2.1) as described below. The first payment shall be made any time after the 1st of July the following year. Table B — Amount Contributed to the Development Incentive Fund Grant Year Percentage of Grant Actual Payout (Percentage of Grant x Incremental City Taxes (calculated annually) --a- djus#ment per- 1 90% 2 80% 3 60% 4 40% 5 20% 6. The City's obligation to pay the Residential Density Grant is conditional upon: a. the City completing a final inspection which confirms that the relevant incentive program eligibility criteria have been met; b. the Developer being in receipt of an occupancy permit or a certificate of successful completion pursuant to the City's Building By -Law; and, 113 c. availability of sufficient resources in the Development Incentives Reserve Fund, as provided in the City's annual operating budget and/or replenished per the mechanism set out in the Policy. The City and the Developer acknowledge and agree that the City may choose at its sole and absolute discretion to amend or cancel the Policy at any time and that funding provided to the Development Incentives Reserve Fund by the City may change in future years or be cancelled altogether. Accordingly, the City and the Developer also acknowledge and agree that funding for projects outside of the first year could be reduced or not applicable at all depending on the resources that Common Council decides to allocate to the Development Incentives Reserve Fund in any particular year. Should this occur, the Developer acknowledges that it shall have no legal recourse against the City. Residential Construction Challenges Grant 8. The City shall, pursuant to the terms and conditions identified herein, pay to the Developer a unique Construction Challenges Grant for the purposes of roof renovations to the adjacent property (PID 00011148) in the amount of $47,930 + HST following the Developer's conformity with Section 9 hereof. The City's obligation to pay the Residential Construction Challenges Grant is conditional upon: a. The City completing an inspection which confirms to the satisfaction of the Building Inspector that superstructural work has been completed up to the sixth level of the building envelope of the Project (does not include interior framing, mechanical/electric, or finishing work). b. The City completing an inspection which confirms to the satisfaction of the Building Inspector completion of the roof renovations to the adjacent property (PID 00011148). c. Submission of evidence confirming to the satisfaction of Commissioner of Growth and Development the Construction Challenges Costs in the form of receipts for materials and work completed. 10. The City and the Developer acknowledge and agree that the City may choose at its sole and absolute discretion to amend or cancel the Policy at any time and that funding provided to the Development Incentives Reserve Fund by the City may change in future years or be cancelled altogether. Accordingly, the City and the Developer also acknowledge and agree that funding for projects outside of the first year could be reduced or not applicable at all depending on the resources that Common Council decides to allocate to the Development Incentives Reserve Fund in any particular year. Should this occur, the Developer acknowledges that it shall have no legal recourse against the City. 11. Prior to the payment of any grants contemplated in this Agreement and identified in this Policy, the City has the right to withhold payment should it be determined that the property taxes and/or water and sewerage fees for the Property have not been paid in full. 114 Termination 12. The City may terminate this Agreement without notice upon the occurrence of one of the following events: a. the Construction of the Project does not begin on the date set out at section 3; b. changes are made to the design of the building during construction that do not comply with the eligibility criteria of the relevant incentive program for the grants contemplated in this Agreement; and, c. Common Council, by resolution, rescinds the Policy. 13.This Agreement may not be assigned without the written consent of the City. 14.This Agreement shall be governed by the laws of the Province of New Brunswick. 15. No amendment of this Agreement is effective unless made in writing and signed by a duly authorized representative of each of the City and the Developer. No waiver of any provision of this Agreement is effective unless made in writing, and any such waiver has effect only in respect of the particular provision or circumstance stated in the waiver. No representation by either of the parties with respect to the performance of any obligation under this Agreement is capable of giving rise to an estoppel unless the representation is made in writing. 16. Each party shall be responsible for paying its own costs and expenses incurred in connection with the execution and delivery of this Agreement. 17.This Agreement shall be binding upon and enure to the benefit of the parties hereto, their respective successors and assigns. 115 IN WITNESS WHEREOF the parties hereto have caused these presence to be duly executed by the properly authorized officers and their rewective corporate seals affixed hereto the day and year first above written SIGNED, SEALED AND DELIVERED in the presence of: L Director, Iron Gate Developments Inc. ommon Clerk Common Council Resolution: �.Z4 20 116 COMMON COUNCIL REPORT M&C No. 2021-143 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Human Resources His Worship Mayor Don Darling and Members of Common Council SUBJECT: Student Placement Agreement for NBCC Students AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Peter Morgan Elspeth Hagan Stephanie Hossack John Collin RECOMMENDATION That the City of Saint John enter into a Student Placement Agreement with New Brunswick Community College ("NBCC") to allow the placement of NBCC students at the City of Saint John for the purposes of work integrated learning placements, and further that the City of Saint John enter into a Student Placement Agreement (Student Portion) for each student placement, in a form substantially similar to the agreement attached, and further that the Mayor and City Clerk be authorized to execute the said NBCC Student Placement Agreement, and one such Student Placement Agreement (Student Portion), as modified appropriately, for the purposes of each specific future placement. EXECUTIVE SUMMARY New Brunswick Community College ("NBCC") has approached the City to request that NBCC students be accepted by the City, after appropriate screening, for unpaid work integrated learning placements at the City. For many reasons, including corporate social responsibility; fostering the availability of a highly skilled, well educated workforce; supporting recruiting efforts; enhancing service outcomes today; and providing support to students during the more challenging times of Covid, these placements represent a benefit to the City. The Student Placement Agreement with the NBCC will be executed upon approval of Common Council. The form of Student Placement Agreement (Student Portion) will be adopted in principle, upon approval of Common Council, and will be non - materially modified and executed by the City and the applicable student for each specific placement. PREVIOUS RESOLUTION N/A -2- REPORT The following is in addition to the information contained in the Executive Summary of this report. There are a number of reasons to support NBCC cooperative i.e. "CO-OP" programs. First is an obligation arising out of corporate social responsibility. The students of our community are the future of the City and as a municipal government invested in the well-being of all of our citizens we have a particular responsibility to help build that better future by encouraging, nurturing and supporting the development of our youth. Secondly, this initiative is aligned with the City's Growth Agenda. A prosperous community with a thriving, vibrant quality of life depends upon the availability of a highly skilled, well educated workforce. Provision of realistic job exposure opportunities to our students represents an essential investment today in creating the specialized knowledge -based and technical jobs of tomorrow on which the future of our community will be constructed. Thirdly, the work exposures provided serve us well by supporting our efforts in strategic recruitment. Our intention is to offer CO-OP opportunities to students over a wide range of disciplines from Human Resources Management to Civil Engineering, among others. Not only does this program further the education of the students concerned, but for the City as employer, it allows us to identify competencies and potential, i.e. critical talent, that supports our business plans. In so doing, we are building relationships today that we may successfully leverage into employment opportunities tomorrow, relationships that in many cases will give us a competitive advantage at job time. Finally, the NBCC COOP Program has practical benefit for the organization today. Work terms assigned will enhance our services right now. In order for job exposures to assist in the development of the participating students, they must first be meaningful and add value. Consequently, the City as well as the students will realize immediate benefit from execution of the full range of activities and tasks completed over the duration of the program. In summary, this initiative is a true "win -win" for all stakeholders; the student concerned, our municipal government, NBCC, and most importantly, for the citizens we serve. The Student Placement Agreement attached reflects the overarching arrangement between the City and NBCC, taking into consideration the roles and responsibilities and mitigating the potential risks that might arise in the context of `§F:3 -3- a placement. The Student Placement Agreement (Student Portion) reflects a form of agreement that would be populated and signed with the applicable student for each specific placement. Legal Report The Student Placement Agreement and the Student Placement Agreement (Student Portion) have been modified and drafted to establish the roles and responsibilities of each party and to mitigate potential risk arising in the context of CO-OP placements. The documents have been structured to create an overarching "master agreement" with NBCC and a Student Placement Agreement (Student Portion) to be tailored for each specific student. STRATEGIC ALIGNMENT This initiative is aligned with the City's Growth Agenda. A prosperous community with a thriving, vibrant quality of life depends upon the availability of a highly skilled, well educated workforce. Provision of realistic job exposure opportunities to students represents an essential investment today in creating the specialized knowledge -based and technical jobs of tomorrow on which the future of our community will be constructed. This aligns with Council's priority for a vibrant City. SERVICE AND FINANCIAL OUTCOMES The placements are unpaid positions, so there is no financial impact to the City. Supervision of students may have some impact on City staff, but this is offset by the opportunity to have student resources contribute to the work of the City during the course of the placement. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Several City departments were engaged in the preparation of this report and the underlying License Agreement, including: Human Resources, Saint John Water, Risk Management, and the General Counsel's team. Their comments were included in this report where applicable. The General Counsel team modified and settled the NBCC Student Placement Agreement and drafted and settled the form of Student Placement Agreement (Student Portion). ATTACHMENT Student Placement Agreement (NBCC Student Placement Agreement (Student Portion), form of agreement flfl�7 BETWEEN: This Agreement is effective as of GATE NAME OF EMPLOYER (the "Host") - and - New Brunswick Community College (NBCC) (the "College") PURPOSE: A. the College wishes to arrange work integrated learning experience for students in its program(s) (the "Placement(s)") and has asked the Host to provide such opportunities; B the Host offers to provide such experience by way of work integrated learning placements for students enrolled at the College; and C. the parties wish to define the objectives of the work integrated learning placements and responsibilities of the participating parties and persons; All parties therefore agree to the following: 1. TERM This Agreement shall be in effect commencing (insert date) and will continue from year to year, unless either Party gives written notice of termination or amendment. 2. RESPONSIBILITIES OF THE HOST The Host shall: (1) provide the College with certain Placements for students from time to time, as mutually agreed upon; (2) designate qualified staff to coordinate and supervise the Student during the Placement; (3) determine the role and responsibilities of the Student, and assign duties which represent learning opportunities that are in keeping with the learning outcomes for the placement as provided by the College; (4) require Students to meet pre -placement requirements established by the Host prior to the Placement; (5) provide to the Students, upon or before the commencement of and during the Placement: (a) orientation to the physical facilities; (b) training and material relating to confidentiality, policies and administrative, technical and physical safeguards and practices implemented by the Host; and (c) safety equipment and protective clothing, for use during the Placement, in areas where such equipment or clothing may be required by the Host; Any cy<:aCceMCW e;yapearIny In er a orrO i l y ,� r uncontrolled roc crr�c rrrcerr .are r rarrr,�scrrr�c rra the r� Cyr rr<:arrir r�r�rr " are. 41 5 p v2 1119.4852 Student Placement Agreement Page .I. of: 120 (6) take reasonable precautions to ensure the safety of the Student at all times and ensure the Student is permitted to provide service in furtherance of learning outcomes only when authorized and supervised by approved Placement staff; (7) assess each Student as often as the parties require for the Placement and at a minimum at the completion of the Placement, based upon the Program's learning objectives and requirements as directed by the College; and (8) for clarity, the Host will not be responsible to make any payment or charge to the Student in respect of the Placement. 3. RESPONSIBILITIES OF THE COLLEGE The College shall: (1) outline the learning outcomes for the Student; (2) verify that Students are eligible for work integrated learning experiences prior to commencement; (3) appoint a WIL Coordinator whose responsibilities are to evaluate the Student's performance in accordance with the learning outcomes established by the College and in consultation with the staff of the Host; (4) inform the Student they must comply with and abide by the Host's policies and procedures, and the instructions of the supervisor, including engaging only in work as assigned; (5) inform the Student that they are required to abide by the Host's Conflict of Interest policy and confidentiality requirements, and are subject to the provisions of legislation governing the Host; and (6) assign the overall grade for each student's Placement and assume overall responsibility for the Students' academic program. 4. INDEMNITY Each party agrees to indemnify and save, defend, keep harmless and fully indemnify the other party (including such other party's directors, officers, employees, agents, students and other representatives) from and against all actions, claims and demands and against all loss, liability, cost, expense, legal fees, judgment or damage on account of injury or damage to persons or property, including death, that the other party may sustain, suffer or be put to, resulting from or arising out of the negligent or willful act or omission of the indemnifying party or its directors, officers, employees, agents, or other representatives related to or arising from the Placement or other matters to which this Agreement pertains; provided, however that in no event shall the liability of an indemnifying party hereunder exceed the greater of (a) the amount recovered under the indemnifying party's applicable insurance policy, and (b) $500,000; provided, further that the foregoing limitation on liability shall not apply in respect of any losses arising as a result of the gross negligence or willful misconduct of the indemnifying party or its directors, officers, employees, agents, students or other representatives. To the fullest extent permitted by applicable law, each party agrees that they shall not assert, and each hereby waives, any claim against the other, on any theory of liability, for special, indirect, consequential or punitive damages, as opposed to direct or actual damages, arising out of, in connection with, or as a result of, this Agreement. Any cy<:aCceMCW e;yapearIny In er a orrO i l y ,� r cerr� rarry'rra roc crr�c rrrcerr .are r rarrr,�scrrr�c rra the r� Cyr rr<:arrir r�r�rr " are. 41 5 p v2 1119.4852 Student Placement Agreement Page 2 of: 121 5. INSURANCE (1) Insurance. Each party shall procure and maintain, and name the other party as an additional insured in respect of: (a) A commercial general liability policyof insurancewith at least a $2,000,000.00 limit of coverage. (b) Professional Liability insurance containing at least $2,000,000.00 for NBCC students in select healthcare -related programs, as applicable. (2) Evidence of Insurance. Each party shall, upon request, provide evidence of insurance coverage that meets the requirements of this Agreement to the other party in the form of an insurance certificate, such insurance certificate to be in form and substance satisfactory to such other party, acting reasonably. (3) Workers' Compensation. The College acknowledges that Students are not covered by the Hosts' workers' compensation package. Students, while fulfilling an unpaid Placement, have WorkSafeNB or private insurance coverage in the event of an incident or injury. The cost of the coverage is funded by the College. Claims adjudication is done by WorkSafeNB. The College shall manage claims that may arise. 6. CONFIDENTIALITY (1) "Confidential Information" as used herein is deemed to be any information including but not limited to client/student identities, materials, records, memoranda, data, results and assessments received by the College or the Host as a result of any Placement. (2) Strict Confidence. Both parties shall maintain in strict confidence, all Confidential Information acquired in the course of or incidental to the performance of this Agreement and not to disclose, make use of or otherwise deal with Confidential Information without express written permission. (3) Intellectual Property. All information, computer software, data, material, sketches, plans, designs, notes, documents, memoranda, specifications or other paper writing gathered, assembled, received or prepared by a Student during a Placement (the "Material") is the sole property of the Host, including any copyright and other intellectual property rights with respect to such Material. 7. TERMINATION AND AMENDMENTS (1) Either party may terminate or amend this Agreement by providing written notice by an authorized representative of the Party. (2) Additional Termination Rights. The Host shall, in addition to any other rights it may have and after consulting with the College, have the right to terminate the Placement of any Student: (a) if, in the sole discretion of the supervisor or his/her designate, a Student's Placement performance is unacceptable, with the result that community service Any cy<:aCceMCW e;yapearIny In er a orrO i l y ,� r cerr� rarry'rra roc crr�c rrrcerr .are r rarrr,�scrrr�c rra the r� Cyr rr<:arrir r�r�rr " are. 41 5 p v2 1119.4852 Student Placement Agreement Page 3 of: S 122 and/or client care is compromised; or (b) in the event of circumstances beyond the control of the Host, such as a community disaster, pandemic, labour disruption, fire or other situation where such circumstances would interfere with the Host's obligations under this Agreement. Once such circumstances have ended, the Host shall permit the Student affected by the interruption to return as soon as possible to complete the Placement. 8. CONTACT INFORMATION The parties shall deliver any notice herein required or permitted under this Agreement personally, by registered mail or by e-mail to the parties at the addresses listed in this section. In the case of the Host to: Employer Address: Market Square PO Box 1971 Saint John, NB E21_4L1 Employer Contact Information: (insert information) Name Phone number Email address In the case of the College to: New Brunswick Community College Campus Address (insert information) Attention: Name of Dean Name of School (insert information) E-mail: Dean's email address 9. MISCELLANEOUS (1) Relationship Between the Parties. Neither party is considered in any way an employee, representative or agent of the other and each party acts as an independent contractor. Neither party creates or may create any obligation, either express or implied, on behalf of the other, except as expressly authorized by this Agreement. (2) Performance Standards. Each party shall perform its respective obligations under this Agreement: (a) in an appropriate and competent manner in accordance with the provisions of this Agreement; and (b) in accordance with all applicable statutes, by-laws, regulations, orders, standards and guidelines of all municipal, provincial and federal authorities having jurisdiction. Any cy<:aCceMCW e;yapearIny In er a orrO i l y ,� r cerr� rarry'rra roc crr�c rrrcerr .are r rarrr,�scrrr�c rra the r� Cyr rr<:arrir r�r�rr " are. 41 5 p v2 1119.4852 Student Placement Agreement Page e 4 of: S 123 (3) No Assignment. Neither party shall assign this Agreement or any interest herein without the prior written consent of the other party. (4) Expenses. Each party is responsible for its own expenses relating to the performance of its obligations under this Agreement. (5) Governing Law. This Agreement and the matters contemplated herein shall be governed by the laws of the Province of New Brunswick and the federal laws of Canada applicable herein. Any cy<:aCceMCW e;yapearIny In er a orrO i l y ,� r cerr� rarry'rra roc crr�c rrrcerr .are r rarrr,�scrrr�c rra the r� Cyr rr<:arrir r�r�rr " are. 41 5 p v2 1119.4852 Student Placement Agreement Page 5 of: IN WITNESS WHEREOF the parties hereto have executed this Agreement. THE CITY OF SAINT JOHN Name: Title: Name: Title: Name: Title: NEW BRUNSWICK COMMUNITY COLLEGE Any &)CUMCW appearIng In paperftwrO Is �jncontrolled CMd rMist be COMPared to the elertronlr verslon, 414pgp v2 1119.4852 Student Placement Agreement Page 6 of: 6 i P491 Any dOCUMCW appearIng In paperforrO Is �jncontrolled CMd rMist be COMpared to the elertronlr verslon, 4145gP11�5Qff v2 1119.4852 Student Placement Agreement Page 7 of: 6 W-1 STUDENT PLACEMENT AGREEMENT (STUDENT PORTION) BETWEEN: The City of Saint John (the "City") The City of Saint John -and- (insert name of student) (the "Student" or "you", "your") of (address) PURPOSE: A. the Student wishes to participate in work integrated learning experience; B the City offers to provide such experience by way of work integrated learning placements for Student; and C. the parties wish to define the objectives of the work integrated learning placements and responsibilities of the participating parties and persons; The parties therefore agree to the following: 1. TERM This Agreement shall be in effect commencing (insert date) and will continue until (end date), unless either party gives written notice of termination or amendment. 2. COMPENSATION This Placement is not subject to compensation, whether for the benefit of the Student or the City, of any kind; the mutual promises and opportunities of the Placement set out herein will constitute consideration for this Agreement. The Student is not considered in any way an employee, representative or agent of the City. 3. RESPONSIBILITIES OF THE CITY In order to provide you with a positive learning opportunity: (1) (insert name) at (insert contact number) and (insert email) has been designated to coordinate and supervise you during the Placement (the "Supervisor"); (2) your role and responsibilities will represent learning opportunities that are in keeping with the learning outcomes for the Placement, as provided by New Brunswick Community College (the "College"); (3) the City has or will provide to you, asapplicable, upon or before the commencement of and during the Placement, completion of which will be indicated by your initials below: (a) orientation to the physical facilities; (b) training and material relating to confidentiality, policies and administrative, technical and physical safeguards, and practices implemented by the City; and (c) safety equipment and protective clothing, for use during the Placement, in areas where such equipment or clothing may be required by the WAIN City; (4) the City will take reasonable precautions for your safety at all times; and (5) the City will assess you as often as the parties require for the Placement and at a minimum at the completion of the Placement, based upon the Program's learning objectives and requirements as directed by the College. 4. RESPONSIBILITIES OF THE STUDENT The Student shall: (1) demonstrate to the satisfaction of the City that any established pre - placement requirements, as communicated bythe Supervisor, have been met prior to the Placement, completion of which will be indicated bythe Supervisor's initials in this section; (2) conduct themselves in a responsible manner and will refrain from engaging in inappropriate conduct; (3) follow the direction and instructions of the Supervisor, including engaging only in work as assigned and authorized; (4) comply with and abide by the City's policies and procedures; (5) abide by the City's Conflict of Interest policy and other policy requirements and provisions of legislation governing the City; (6) take all reasonable precautions for the Student's safety at all times and notify the Supervisor, the College (as primary manager of any issue), and WorkSafe NB or private insurance coverage in the event of an incident or injury; and (7) not create any obligation, either express or implied, on behalf of the City, except as expressly authorized by this Agreement. 5. RELEASE THE STUDENT UNDERSTANDS THAT THERE MAY BE POTENTIAL RISK IN PARTICIPATING IN A PLACEMENT AND HEREBY ASSUMES ALL OF THE RISKS OF PARTICIPATING IN ANY/ALL ACTIVITIES ASSOCIATED WITH THIS PLACEMENT. 6. CONFIDENTIALITY (1) "Confidential Information" as used herein is deemed to be any information including but not limited to City materials, records, memoranda, data, results, and Student assessments received by the City as a result of the Placement. (2) Strict Confidence. Both parties shall maintain in strict confidence, all Confidential Information acquired in the course of or incidental to the performance of this Agreement and not to disclose, make use of or otherwise deal with Confidential Information without express written permission. (3) Intellectual Property. All information, computer software, data, material, sketches, plans, designs, notes, documents, memoranda, specifications or other paper writing gathered, assembled, received or prepared by a Student during a Placement (the "Material") is the sole property of the City, including any copyright and other intellectual property rights with respect to such Material. `f11:3 7. TERMINATION AND AMENDMENTS (1) Either party may terminate this Agreement by providing written notice to the other party. (2) Additional Termination Rights. The City shall, in addition to any other rights it may have and after consulting with the College, have the right to terminate the Placement of the Student: (a) if, in the sole discretion of the supervisor or his/her designate, the Student's Placement performance is unacceptable, with the result that community service and/or client care is compromised; or (b) in the event of circumstances beyond the control of the City, such as a community disaster, pandemic, labour disruption, fire or other situation where such circumstances would interfere with the City's obligations under this Agreement. Once such circumstances have ended, the City shall permit the Student affected by the interruption to return as soon as possible to complete the Placement. 8. CONTACT INFORMATION Any formal notice or contact required under this Agreement will be directed to the address above for the Student or, in the case of the City, to Human Resources, The City of Saint John, Market Square, PO Box 1971, Saint John, NB E21L 4L1 or, in the case of the College to (complete). Regular contact will be to the contract details of the Supervisor in Section 3 and the contact information of the student provided upon commencement of the Placement. IN WITNESS WHEREOF the parties hereto have executed this Agreement effective as of DATE. THE CITY OF SAINT JOHN Name: Title: Name: Title: Name: (Student's name) ` 16-1 Volunteer Board Member Proclamation Whereas: The City of Saint John wishes to recognize the recent Board Member Volunteers for Develop Saint John, Discover Saint John and Economic Development Greater Saint John (EDGSJ) for their years of service. And Whereas: The National Volunteer Week theme for 2021, The Value of One, The Power of Many motto was demonstrated by these dedicated Board Members who were so generous with their time, hard work and contributions in moving Develop SJ, Discover SJ and EDGSJ forward. And Whereas: The Board Members, made up of volunteers of all backgrounds, experiences and talents include such individuals as: Develop Saint John Discover Saint John Economic Development Greater Saint John Peter Allaby Cynthia Goodwin Stephen Kopp Gerry Lowe Leslie Magee Francis Power Alanna Waberski David Alston Dave Drinnan Terry Hutchinson Glenda MacLean Corey McGill Jasmine Mosher Gilliane Nadeau Kurt Peacock Stephany Publicover Elizabeth Rowe Jennifer Arsenault Larry Hachey David Irving Andy MacPherson Ryan Mitchell Andrew Oland Eric Poirier Danielle Timmons Amy Lynn Patterson Joel Richardson And Whereas: Being a community volunteer in one of the many Volunteer Organizations, such as Develop Saint John, Discover Saint John, and Economic Development Greater Saint John played a crucial role in improving our community in Saint John. Now Therefore: I, Mayor Don Darling of Saint John do hereby proclaim your Volunteer Work to be recognised in the City of Saint John. In witness whereof I have set my hand and affixed the official seal of the Mayor of Saint John. PROCLAMATION WHEREAS: The Government of Canada recognizes the week of May 9- 15, 2021 as National Police Week; and WHEREAS: The Saint John Police Force will be recognized as striving to provide leadership and service reflective of the public safety needs of the community to enhance the quality of life; and WHEREAS: Every day, our law enforcement officers render dedicated service to our community; and WHEREAS: As concerns about crime rise, the way Canadians think about policing transformed. Integration of the creative thinking of law enforcement administrators and academics with a wide body of policy research findings has yielded the concept of community policing. Unlike programs intended to address specific problems faced by law enforcement, community policing calls an all -encompassing change in the way police perform their duties; and WHEREAS: It is important that all citizens know and understand the problems, duties and responsibilities of their police force, recognize their duty to serve the people by safeguarding life and property, by protecting them against deception and the weak against oppression or intimidation. NOW THEREFORE: I, Mayor Don Darling, of Saint John do hereby proclaim the week of May 9 to May 15, 2021, as National Police Week, in honour of those whose dedication, professionalism and significant daily contribution keep our citizens and communities safe. In witness whereof I have set my hand and affixed the official seal of the Mayor of the City of Saint John. 131 THE CITY OF SAINT JOHN NEW BRUNSWICK A By-law Respecting the Licensing of Peddlers and Hawkers in The City of Saint John By-law Number LG - 14 An uncertified copy of this by-law is available online Arrete reglementant la delivrance de permis aux colporteurs dans The City of Saint John Arrete numero LG - 14 Une copie non certifiee de 1'arrete est disponible en ligne 119% -2- TABLE OF CONTENTS Section Description Recitals 1 Title 2 Definitions 3 Interpretation 4 Appointment of By-law Enforcement Officers 5 Licence Required 6 Application for Licence 7 Issuance of Licence and Badge 8 Display of Licence and Badge 9 Transfer of Licence and Badge 10 Loud Noises and Speaking Devices 11 Use of Streets and Sidewalks 12 Enforcement 13 Suspension or Revocation 14 Expiration of Licence 15 Licence Fee 16 Miscellaneous TABLE DES MATIERES P Page Page 4 5 5 6 7 9 9 Transfert de permis et insigne 9 9 10 Bruits et dispositifs sonores 9 9 11 Utilisation des rues et trottoirs 9 9 12 Application 9 9 13 Suspension ou Revocation 9 10 14 Expiration du permis 10 10 15 Droit de permis 10 10 16 Dispositions diverses 10 `Bic] -3- 17 Offences 18 Administrative Penalties 19 Repeal Schedule "A" Schedule "B" — Peddlers and Hawkers By-law — Application Form Schedule "C" — Form of Licence Schedule "D" — Form of Badge Schedule "E" — No Peddling or Hawking 11 12 12 14 15 16 17 M? 17 Infractions 18 P6nalit6s administratives 19 Abrogation Annexe « A » Annexe « B » — Arr&6 concernant les colporteurs — Demande de Permis Annexe « C » — Forme prescrite de permis Annexe « D » — Forme perscrite de Pinsigne Annexe « E » — Aucun colportage 11 12 12 14 15 16 17 M? RECITALS AND WHEREAS, The City of Saint John deems it advisable to pass this by-law because it will establish standards to regulate and control peddlers and hawkers on streets and sidewalks; AND WHEREAS paragraph 10(1)(h) of the Local Governance Act provides that a local government may make by-laws for municipal purposes respecting, businesses, business activities and persons engaged in business; AND WHEREAS subparagraph 10(1)(p)(i) of the Local Governance Act provides that a local government may make by-laws for municipal purposes respecting, subject to the Highway Act, the management and control of roads, streets and highways, sidewalks and boulevards and all property adjacent to roads, streets and highways, whether publicly or privately owned; AND WHEREAS, section 147 of the Local Governance Act, states that a local government may, by by-law, provide that a person who violates or fails to comply with any provision of a by-law commits an offence; AND WHEREAS subsection 148(1) of the Local Governance Act provides that a local government may establish a system of fines for offences under by-laws made under the authority of this Act; AND WHEREAS, subsection 156(1) of the Local Governance Act, states that a local government may require administrative penalties to be paid in respect of a contravention of a provision of a by- law of the local government; PREAMBULE ATTENDU QUE, The City of Saint John juge opportun de prendre le present arr&6 destin6 a r6glementer et contr6ler les colporteurs sur les rues et les trottoirs; et ATTENDU QUE, Palin6a 10(1)h) de la Loi sur la gouvernance locale autorise les municipalit6s, relativement a quelque fin municipale, a prendre des arr&6s concernant, les entreprises, les activtt6s commerciales et les personnel qui exercent ces activtt6s; et ATTENDU QUE, le sous-alin6a 10(1)p)(i) de la Loi sur la gouvernance locale autorise les municipalit6s, relativement a quelque fin municipale, a prendre des arr&6s concernant, sous r6serve de la Loi sur la voirie, la gestion et la r6gulation des chemins, des rues et des routes ainsi que des trottoirs, des boulevards et des biens priv6s ou publics adjacents; et ATTENDU QUE, Particle 147 de la Loi sur la gouvernance locale, prevoit que, par voie d' arr&6, un gouvernement local peut pr&voir que commet une infraction quiconque contrevient ou omet de se conformer a quelque disposition que ce soit d'un arret6; et ATTENDU QUE, le paragraphe 148(1) de la Loi sur la gouvernance locale autorise les municipalit6s a mettre sur pied un syst6me d'amendes applicables aux infractions que pr6voient les arr&6s qu'ils prennent en vertu de la pr6sente loi; et ATTENDU QUE, le paragraphe 156(1) de la Loi sur la gouvernance locale, prevoit qu'un gouvernement local peut exiger le paiement de p6nalit6s administratives relativement a toute contravention a une disposition d'un arret6 du gouvernement local; et -5- AND WHEREAS, notice of this by-law, and of the Common Council meeting at which this By- law was discussed, were provided in accordance with the provisions of the Local Governance Act. ATTENDU QUE, avis du present arrete et de la reunion du conseil communal a laquelle it a ete debattu a ete donne conformement a la Loi sur la gouvernance locale. NOW THEREFORE, the Common Council of A CES CAUSES, le conseil communal de The The City of Saint John, enacts as follows: City of Saint John edicte : Title 1 This By-law may be cited as the Peddlers and Hawkers By -Law (hereinafter the `By-law"). Definitions Titre 1 Le present arrete peut &re cite sous le titre Arrete concernant les colporteurs (ci-apres 1' arrete 0. Definitions 2 The following definitions apply in this By- 2 Les definitions qui suivent s' appliquent au law: present arrete : "by-law enforcement officer" means a by-law enforcement officer appointed under this By-law and designated by resolution of Common Council; (agent charge de Vexecution des arretes) "building inspector" means the building inspector of the City and includes the deputy building inspector or his designate; (inspecteur des constructions) agent charge de 1'execution des arretes » designe un agent charge de 1'execution des arretes nomme conformement au present arrete, et designe par resolution par le conseil communal; (by-law enforcement officer) inspecteur des constructions » L'inspecteur des constructions de la municipalite et s' entend egalement de l'inspecteur des constructions adjoint ou son representant; (building inspector) "City" means The City of Saint John; « municipalite » designe The City of Saint John; (municipalite) (City) "Common Council" means the elected municipal council of the City; (conseil communal) "goods" includes food, beverages, wares, merchandise, meats, fish, fruits, vegetables, garden and farm products or provisions; (marchandises) "hawker" and "peddler" means any person who conseil communal » designe les membres elus du conseil municipal de la municipalite; (Common Council) marchandises » S'entend egalement de products alimentaires, de boissons, de viande, de poisson, de fruits, de legumes et de products du jardin et de la ferme; (goods) colporteur » Toute personne qui colporte ou 191.1 peddles or hawks goods on the streets and sidewalks of the City of Saint John; (colporteur) "person" includes any person, firm, corporation, association, club, partnership, society or any other organization. (personne) "sidewalk" means that portion of a street between the curb lines of the lateral lines of a roadway, and the adjacent property lines set apart for the use of pedestrians, and includes any part of a street set apart or marked as being for the exclusive use of pedestrians; (trottoir) "street" means the entire width between the boundary lines of every street, highway, road, lane, alley, curb, sidewalk, park or place when any part thereof is used by the general public for the passage of vehicles and pedestrians, and includes the bridges thereon but does not mean nor include a provincial highway as defined in the Motor Vehicle Act; (rue) Interpretation 3 Rules for interpretation of the language used in this By-law are contained in the lettered paragraphs as follows: (a) The captions, article and section names and numbers appearing in this By- law are for convenience of reference only and have no effect on its interpretation. (b) This By-law is to be read with all changes of gender or number required by the context. (c) Each reference to legislation in this By-law is printed in Italic font. The reference is intended to include all applicable amendments to the legislation, vend de porte a porte des marchandises sur les rues et trottoirs de la municipalite; (hawker and peddler) personne » Toute personne, entreprise, corporation, association, club, societe de personnes ou autre organisme. (person) trottoir» Partie d'une rue qui s'etend de la bordure des limites laterales de la chaussee jusqu'aux limites des biens-fonds adjacents et qui est reservee a l'usage des pietons, ainsi que toute partie d'une rue reservee ou marquee a l'usage exclusif des pietons; (sidewalk) rue » Surface entiere qui s' etend entre les limites laterales des rues, routes, chemins, ruelles, allees, bordures, trottoirs, pares ou places utilisee en tout ou en partie par le grand public pour la circulation des voitures ou des pietons, y compris les ponts qui s'y trouvent mais ne designe pas et n'inclut pas une route provinciale, telle qu'elle est definie dans la Loi sur les vehicules a moteur; (street) Interpretation 3 Les regles qui suivent s'appliquent a l'interpretation du present arrete : a) Les titres, intertitres et numeros des dispositions ne servent qu'a faciliter la consultation de 1'arrete et ne doivent pas servir a son interpretation. b) Le genre ou le nombre grammaticaux doivent &re adaptes au contexte. c) Les renvois legislatifs paraissent en italique. Le renvoi a une loi vise egalement les modifications qui s'y appliquent, y compris toute legislation de remplacement. `KYA -7- including successor legislation. Where this By-law references other by-laws of the City, the term is intended to include all applicable amendments to those by-laws, including successor by-laws. (d) The requirements of this By-law are in addition to any requirements contained in any other applicable by-laws of the City or applicable provincial or federal statutes or regulations. (e) If any section, subsection, paragraph, part or parts, or provision of this By-law, is for any reason declared by a court or tribunal of competent jurisdiction to be invalid, the ruling shall not affect the validity of the By-law as a whole, nor any other part of it. (f) The Schedules attached to this By- law are included in and shall be considered part of this By-law. Appointment of By-law Enforcement Officers 4 Common Council may, for the purposes of the administration and enforcement of this By- law, appoint by-law enforcement officers who may exercise such powers and perform such duties as may be set out in this By-law or the Local Governance Act. Licence Required 5 No person, other than a person mentioned in Schedule "A", shall engage in the business of a peddler or hawker or transient trader within the boundaries of the City unless he is in possession of a valid licence (hereinafter referred to as a "peddler's licence") which has been issued to him under this By-law. Les renvois a d'autres arretes de la municipalite visent egalement les modifications qui s'y appliquent, y compris tout arrete de remplacement. d) Les obligations qu'il cree s'ajoutent a celles decoulant d' autres arretes applicables de la municipalite ou des Lois et reglements applicables des gouvernements federal ou provinciaux. e) Si une disposition quelconque est declaree invalide par un tribunal competent pour quelque motif que ce soit, la decision n' entache en rien la validite de 1' arrete dans son ensemble ni de toute autre disposition. f) Les annexes jointes au present arrete sont incluses et doivent &re considerees comme faisant partie du present arrete. Nomination des agents charges de 1'execution des arretes 4 Le conseil communal peut, pour les fins de l'administration et de l'application du present arrete, nommer des agents charges de 1' execution des arretes charges d'exercer les pouvoirs et remplir les fonctions prevus dans le present arrete ou la Loi sur la gouvernance locale. Permis obligatoire 5 Sauf pour les personnel mentionnees a 1'Annexe « A », it est interdit d'exercer les activites de colporteur ou de marchand ambulant dans les limites de la municipalite a moins d'etre titulaire d'un permis valide (ci-apres appele permis de colporteur ») delivre en vertu du present arrete. 191-11 Application for Licence 6 An application for a peddler's licence shall be made to the building inspector on the form (Schedule "B") provided by him. The information provided on the form shall include: (a) full name and address of the applicant; (b) particulars of any vehicle to be operated or used by the applicant during the term of the peddler's licence; (c) a brief description of the nature of the proposed business and the goods to be sold and the location(s) to be used; (d) two recent photographs (size 2" by 2") which clearly show the frontal portion of the applicant's head and shoulders; and (e) the applicant shall attach to his application a copy of any licence required under the Public Health Act and its regulations. Issuance of Licence and Badge 7 The building inspector shall upon submission of the application and any licence required under the Public Health Act and its regulations and payment of the prescribed licence fee, issue a peddler's licence (Schedule "C") and badge (Schedule "D") to an applicant. The peddler's licence and badge shall be in the form set out herein and a photograph of the applicant shall be attached to the licence. The building inspector shall keep a permanent record of all licences issued. Display of Licence and Badge Demande de permis 6 La demande de permis de colporteur est presentee a l' inspecteur des constructions au moyen du formulaire (Annexe « B ») fourni par celui-ci. La demande contient ce qui suit: (a) le nom et 1'adresse au complet de 1'auteur de la demande; (b) une description detaillee de tout vehicule qu'il utilisera pendant la duree de son permis; (c) une courte description de la nature de 1' entreprise proj etee ainsi que des marchandises qui seront vendues et du lieu qui sera utilise; (d) deux photographies recentes (2 pouces sur 2 pouces) montrant clairement la partie avant de la tete et des epaules de 1' auteur de la demande; et (e) une copie de tout permis exige en vertu de la Loi sur la sante publique et de ses reglements. Delivrance de permis et insigne 7 Sur reception de la demande et de tout permis exige en vertu de la Loi sur la sante publique et de ses reglements, et sur versement du droit de permis prescrit, l'inspecteur des constructions delivre a 1' auteur de la demande un permis de colporteur (Annexe « C »), auquel est jointe une photo de 1'auteur de la demande, et un insigne (Annexe « D ») selon la forme prescrite au present arrete. L'inspecteur des constructions tient un registre permanent de tous les permis delivres. Affichage de permis et insigne M 8 A peddler or hawker shall wear his badge on the front of his hat or outer garment in such a way that it is conspicuous during such time as he is engaged in peddling or hawking. He shall exhibit his peddler's licence at the request of any person. Transfer of Licence and Badge 9 No peddler's licence or badge issued hereunder shall be used or worn at any time by any person other than the person to whom it was issued. Loud Noises and Speaking Devices 10 No peddler or hawker, nor any person in or on his behalf, shall blow a horn, ring a bell or use any sound device, including any loud speaker, radio or sound amplifying system, during such time as the said peddler or hawker is engaged in peddling or hawking. Use of Streets and Sidewalks 11 No person shall peddle or hawke anything on any street or sidewalk in the City unless he is in possession of a valid peddler's licence issued to him under this By-law and he is in compliance with the provisions of the Use of Sidewalks By- law. Enforcement 12 Members of the Saint John Police Force are authorized to enforce the provisions of this By-law and to lay information in the Provincial Court of New Brunswick with respect to violations of this By-law. 8 Le colporteur porte son insigne a I'avant de son chapeau ou de son manteau de faron a le mettre en evidence pendant qu'il exerce ses activites de colportage. Il montre son permis de colporteur a toute personne qui le lui demande. Transfert de permis et insigne 9 Le permis ou l'insigne de colporteur delivre en vertu du present arrete ne peut &re utilise ou porte par une personne autre que la personne a laquelle it a ete delivre. Bruits et dispositifs sonores 10 Il est interdit a un colporteur ou a une personne qui le represente d'utiliser un klaxon, une cloche ou un autre dispositif sonore, y compris un haut-parleur, une radio ou un amplificateur de son, pendant qu'il exerce ses activites de colportage. Utilisation des rues et trottoirs 11 Nul ne peut se livrer a des activites de colportage sur une rue ou un trottoir de la municipalite a moins d'etre titulaire d'un permis de colporteur valide delivre en application du present arrete et de respecter les dispositions de Z'Arrete sur Putilisation des trottoirs. Application 12 Les membres du Service de police de Saint John sont autorises a assurer 1'application du present arrete et a deposer des denonciations a la Cour provinciale du Nouveau -Brunswick en cas de violation du present arrete. Suspension or Revocation Suspension on revocation 13(1) The building inspector may suspend or 13(1) L'inspecteur des constructions peut ` 191 -10- revoke a peddler's licence for any of the following suspendre ou revoquer un permis de colporteur causes: pour l'un des motifs suivants: (a) a violation of this By-law or section 19 of the Use of Sidewalks By-law; (b) conviction for any offence under the Criminal Code of Canada or under the Food and Drugs Act; (c) conducting the business of peddling in an unlawful manner or in such a manner as to constitute a breach of the peace or to constitute a menace to the health, safety, or general welfare of the public. 13(2) The building inspector shall give written notice of the suspension or revocation either by having the notice handed personally to the licencee or by having the notice sent by registered mail to the licencee's address as shown on his application. It shall be deemed that the licencee received the notice on the third day following the date of mailing. Expiration of Licence 14 All peddler's licences issued under this By-law shall expire on the thirty-first (31 st) day of December of the year they were issued. Licence Fee a) une violation du present arrete ou de Particle 19 de Z'Arrete concernant Vusage des trottoirs; b) une declaration de culpabilite a 1'egard d'une infraction prevue au Code criminel du Canada ou a la Loi sur les aliments et drogues; c) 1' exercice d' activites de colportage d'une maniere illegale ou de fa�on a troubler la paix ou a constituer une menace pour la sante, la securite ou le bien-etre general du public. 13(2) L'inspecteur des constructions donne un avis ecrit de la suspension ou de la revocation au titulaire du permis soft en le lui remettant a personne, soft en le lui faisant parvenir par courrier a 1'adresse figurant sur la demande de permis du titulaire, qui est repute 1'avoir re�u le troisieme jour suivant la date de sa mise a la poste. Expiration du permis 14 Tous les permis de colporteur delivres en vertu du present arrete expirent le 31 decembre de 1'annee de leur delivrance. Droit de permis 15 Peddler's licence: one hundred and fifty 15 Permis de colporteur : cent cinquante dollars ($150.00). dollars (150 $). Miscellaneous 16(1) A person who holds a peddler's licence under this By-law shall upon changing his address immediately notify the building inspector in writing of such change of address. Dispositions diverses 16(1) Le titulaire d'un permis de colporteur delivre en vertu du present arrete avise immediatement l'inspecteur des constructions de tout changement d'adresse au moyen d'un avis -11- 16(2) A person who held a peddler's licence under this By-law which has been suspended or revoked shall within a reasonable time deliver the licence and badge to the building inspector's office. 16(3) A person who has been issued a peddler's licence and badge under this By-law and who has lost such licence or badge may, upon satisfying the building inspector that he has lost his licence or badge and paying a replacement fee of ten dollars ($10.00), obtain a replacement licence or badge or licence and badge. 16(4) No person shall peddle or hawk at any of the places or during any of the times set forth in Schedule "E". Offences 17(1) A person who violates a provision of this By-law is guilty of an offence and is liable upon summary conviction to a fine of not less than three hundred dollars ($300.00) and not more than two thousand one hundred dollars ($2,100). ecrit. 16(2) Le titulaire du permis de colporteur qui a ete suspendu ou revoque remet dans un delai raisonnable son permis et son insigne au bureau de l'inspecteur des constructions. 16(3) La personne qui a perdu le permis de colporteur ou l'insigne qui lui a ete delivre en vertu du present arrete peut, apres avoir convaincu l'inspecteur des constructions qu'il a perdu son permis ou son insigne et contre paiement d'un droit de remplacement de dix dollars (10 $), obtenir un permis ou un insigne de remplacement. 16(4) I1 est interdit de se livrer a des activites de colportage aux endroits et aux periodes mentionnes a 1'Annexe « E ». Infractions 17(1) 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 trois cents dollars (300 $) et ne depassant pas deux mille cent dollars (2 100 $). 17(2) If an offence committed under this By-law 17(2) Si une infraction se poursuit pendant plus continues for more than one (1) day: d'une journee (a) the minimum fine that may be imposed is the minimum fine established in this By-law multiplied by the number of days during which the offence continues; and (b) the maximum fine that may be imposed is the maximum fine established in this By-law multiplied by the number of days during which the offence continues. a) 1' amende minimale qui peut &re infligee correspond a 1' amende minimale qui est fixee en vertu du present arrete pour cette infraction, multipliee par le nombre de jours pendant lesquels elle se poursuit, et b) 1' amende maximale qui peut &re infligee correspond a 1' amende maximale qui est fixee en vertu du present arrete pour cette infraction, multipliee par le nombre de jours pendant lesquels elle se `N -12- Administrative Penalties 18(1) The City may require an administrative penalty to be paid with respect to a violation of a provision of this By-law as set out in subsection 18(2). 18(2) A person who violates any provision of this By-law may pay to the City within 45 calendar days from the date of such violation an administrative penalty of one hundred and fifty dollars ($150.00), and upon such payment, the person who committed the violation is not liable to be prosecuted therefor. Repeal 19 A by-law of the City of Saint John enacted on the 5 h day of July, 2004 entitled "A By-law Respecting The Licensing Of Peddlers And Hawkers In The City Of Saint John", By-law Number M-15, and all amendments thereto is repealed. 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 and signed by: poursuit. Penalites administratives 18(1) La municipalite peut exiger qu'une penalite administrative soft payee relativement a une infraction a une disposition de cet arrete, comme prevu au paragraphe 18(2). 18(2) Toute personne qui contrevient a une disposition du present arrete peut payer a la municipalite dans un delai de 45 jours civils a compter de la date de ladite infraction, une penalite administrative de cent cinquante dollars (150 $), et une fois 1'amende payee, la personne n'est plus susceptible de poursuites judiciaires. Abrogation 19 L'arrete de The City of Saint John edicte le 5 juillet 2004 et intitule « Arrete reglementant la delivrance de permis aux colporteurs daps The City of Saint John », Arrete numero M-15, ensemble ses modifications, est abroge. 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 : Mayor/Maire City Clerk/Greffier de la municipalite `[ICI -13- First Reading Second Reading Third Reading - April 19, 2021 - April 19, 2021 Premiere lecture Deuxieme lecture Troisieme lecture - le 19 avril 2021 - le 19 avril 2021 ` EII -14- SCHEDULE "A" ANNEXE « A » This By-law does not apply to the following Le present arrete ne s'applique pas aux personnel persons: suivantes : (a) a person peddling or hawking fruits, vegetables, meats and other products harvested by him from his farm or garden; (b) a fisherman peddling or hawking fish, oysters or any products harvested by him from the sea; or (c) persons employed by any temperance, benevolent or religious society in the Province for the peddling or selling of temperance tracts or other moral or religious publications under the direction of such society, to the exclusion of other goods and merchandise. a) les personnel qui colportent ou vendent de porte a porte des fruits, des legumes, de la viande ou d'autres produits provenant de leurs fermes ou de leurs jardins; b) les pecheurs qui colportent ou vendent de porte a pone du poisson, des huitres ou d'autres fruits de mer qu'ils ont peches eux-memes; c) les employees d' associations de temperance ou de bienfaisance ou d'associations religieuses de la province qui colportent ou vendent des brochures sur la temperance ou d'autres publications morales ou religieuses sous la direction de ces associations, a 1' exclusion de tous autres articles ou marchandises. `[le -15- SCHEDULE`B" Peddlers and Hawkers By-law Application Form Name: Addresss: Vehicle to be used: Proposed Business: Proposed location(s): Type of goods: ANNEXE « B » Arrete concernant les colporteurs Demande de Permis Nom: Adresse: Vehicule qui sera utilise: Activite suggeree: Endroit(s) suggere(s): Type de marchandises: Attach two recent 2" x 2" photographs clearly Veuillez inclure deux photos 2" x 2" Montrant showing face and shoulders. clairement le visage et les epaules. Dated this day of , 20. Date ce j our de , 20 -16- SCHEDULE "C" / ANNEXE « C » Form of Licence / Forme prescrite de permis Photo Licence 9/No. de permis Expiry Date/Date d'expiration Building Inspector/Inspecteur des batiments (City Crest) The City of Saint John (embleme de la Peddler's Licence/Permis municipalite) de colporteur de la municipalite Name/Nom Address/Adresse ` INA -17- SCHEDULE "D" / ANNEXE « D » Form of Badge / Forme perscrite de I'insigne `�1:j SCHEDULE "E" ANNEXE « E » No Peddling or Hawking Aucun colportage Place Time Endroit Heure Mispec Park Anytime Parc Mispec En tout temps Dominion Park Anytime Parc Dominion En tout temps Shamrock Park Anytime Parc Shamrock En tout temps Rockwood Park Anytime Parc Rockwood En tout temps Forest Hills Park Anytime Parc Forest Hills En tout temps Memorial Field Anytime Parc Memorial En tout temps Fallsview Park Anytime Parc Fallsview En tout temps Anywhere else in the City 12:00 a.m. to Tout autre endroit de 24h a 7h 7:00 a.m. CITY OF SAINT JOHN NEW BRUNSWICK A By-law Respecting the Use of Sidewalks within The City of Saint John By-law Number LG - 13 An uncertified copy of this by-law is available online Arrete concernant 1'utilisation des trottoirs dans The City of Saint John Arrete numero LG - 13 Une copie non certifiee de 1' arrete est disponible en ligne TABLE OF CONTENTS TABLE DES MATIERES Section Description Page Article D6signation Recitals Pr6ambule 1 Title 1 Titre 2 Definitions 2 Definitions 3 Interpretation 3 Interpretation 4 Appointment of By-law 4 Nomination des agents charg6s Enforcement Officers de 1'ex6cution des arr&6s 5 Application for Sidewalk Caf6 5 Permit 6 Platform or Structure 6 7 Term of Sidewalk Caf6 Permit 7 8 Sidewalk Caf6s 8 9 Standard Conditions and 9 Requirements for Sidewalk Caf6 Permits 10 Application for Street 10 Occupancy Permit 11 Term of Street Occupancy 11 Permit 12 Standard Conditions and 12 Requirements for Street Occupancy Permits 13 Issuance of Permits 13 14 Transferability of Permits 14 15 Revocation of Permits 15 16 Standard Conditions and 16 Page 151 17 19 20 21 22 Requirements for Openings on Sidewalks Exemptions for Openings on Sidewalks Standard Conditions and Requirements for Stands on Sidewalk Solicitation on Sidewalks Offences Administrative Penalties Repeal Schedule A - Fees 17 IN 19 20 Infractions 21 Penalties administratives 22 Abrogation Annexe A - Droits exigibles `M RECITALS WHEREAS The City of Saint John deems it advisable to pass this by-law because it will establish standards to regulate and control the use of sidewalks; AND WHEREAS subparagraph 10(1)(p)(i) of the Local Governance Act provides that a local government may make by-laws for municipal purposes respecting, subject to the Highway Act, the management and control of roads, streets and highways, sidewalks and boulevards and all property adjacent to roads, streets and highways, whether publicly or privately owned; AND WHEREAS section 147 of the Local Governance Act provides that a local government may, by by-law, provide that a person who violates or fails to comply with any provision of a by-law commits an offence; AND WHEREAS subsection 148(1) of the Local Governance Act provides that a local government may establish a system of fines for offences under by-laws made under the authority of this Act; AND WHEREAS, subsection 156(1) of the Local Governance Act, states that a local government may require administrative penalties to be paid in respect of a contravention of a provision of a by- law of the local government; AND WHEREAS notice of this by-law, and of the Common Council meeting at which this by-law was discussed, were provided in accordance with the provisions of the Local Governance Act; PREAMBULE ATTENDU QUE The City of Saint John juge opportun de prendre le present arret6 destine a r6glementer et controler l'utilisation des trottoirs; et ATTENDU QUE, le sous-alin6a 10(1)p)(i) de la Loi sur la gouvernance locale autorise les municipalit6s, relativement a quelque fin municipale, a prendre des arret6s concernant, sous reserve de la Loi sur la voirie, la gestion et la regulation des chemins, des rues et des routes ainsi que des trottoirs, des boulevards et des biens priv6s ou publics adjacents; et ATTENDU QUE, Particle 147 de la Loi sur la gouvernance locale autorise les municipalites, a prevoir, par voie d' arrete, que commet une infraction quiconque contrevient ou omet de se conformer a quelque disposition que ce soit d'un arrete; et ATTENDU QUE, le paragraphe 148(1) de la Loi sur la gouvernance locale autorise les municipalites a mettre sur pied un syst6me d'amendes applicables aux infractions que prevoient les arretes qu'ils prennent en vertu de la pr6sente loi; et ATTENDU QUE, le paragraphe 156(1) de la Loi sur la gouvernance locale, prevoit qu'un gouvernement local peut exiger le paiement de p6nalit6s administratives relativement a toute contravention a une disposition d'un arrete du gouvernement local; et ATTENDU QUE, avis du present arrete et de la reunion du conseil communal a laquelle it a &6 d6battu a &6 donne conform6ment a la Loi sur la gouvernance locale; NOW THEREFORE, the Common Council of A CES CAUSES, le conseil communal de The City The City of Saint John enacts as follows: of Saint John 6dicte : `V Title 1 This by-law may be cited as the "Use of Sidewalks By-law" (hereinafter the `By-law"). Definitions Titre 1 Le present arr&6 peut &re cite sous le titre Arr&t sur Putilisation des trottoirs (ci-apres 1' arr&6 »). Definitions 2 The following definitions apply in this By- 2 Les definitions qui suivent s' appliquent law. au present arr&6. "applicant" means any person making a written application to the commissioner for a sidewalk cafe permit or street occupancy permit under this By- law; (requerant) "business day" means any day that is not a Saturday, Sunday or statutory holiday in the Province of New Brunswick; (lour ouvrable) "by-law enforcement officer" means a by-law enforcement officer appointed under this By-law and designated by resolution of Common Council; (agent charge de Vexecution des arretes) requerant » designe une personne qui presente une demande ecrite de permis au commissaire en vertu du present arr&6; (applicant) jour ouvrable» un jour autre qu'un samedi, un dimanche ou un jour ferie dans la province du Nouveau -Brunswick; (business day) agent charge de 1'execution des arretes » designe un agent charge de 1' execution des arretes nomme conformement au present arr&6, et designe par resolution par le conseil communal; (by-law enforcement officer) "City" means The City of Saint John; « municipalite » designe The City of Saint John; (municipalite) (City) "commissioner" means the commissioner of Public Works & Transportation Services of the City or his designate; (commissaire) "Common Council" means the elected municipal council of the City; (conseil communal) "permit" means a sidewalk cafe permit or street occupancy permit issued under this By-law; (permis) "permit holder" means the holder of a sidewalk cafe permit or street occupancy permit issued under this By-law; ( ) commissaire » designe le commissaire aux services du transport et des travaux publics de la municipalite ou son representant; (commissioner) conseil communal » designe les membres elus du conseil municipal de la municipalite; (Common Council) permis » ; (permit) » ; (permit holder) "person" means and includes an individual, « personne » ; (person) ` 1511 corporation, partnership, society or co-operative association; (personne) "revoke" means cancel, rescind, repeal or reverse, and the words "revoked" or "revocation" have corresponding meanings; (revoquer) "sidewalk" means that portion of a street between the curb lines of the lateral lines of a roadway, and the adjacent property lines set apart for the use of pedestrians, and includes any part of a street set apart or marked as being for the exclusive use of pedestrians; (trottoir) "sidewalk cafe" means fixtures or structures built or placed within a designated sidewalk cafe area for the purpose of seating and serving customers of an existing licensed bar, restaurant or cafe; (cafes- terrasse) "sidewalk cafe area" means the area of a bar, restaurant or cafe directly abutting a sidewalk or street for which a sidewalk cafe has been approved under this By-law; ( ) revoquer » ; (revoke) trottoir» Partie d'une rue qui s'etend de la bordure des limites laterales de la chaussee jusqu'aux limites des biens-fonds adjacents et qui est reservee a l'usage des pietons, ainsi que toute partie d'une rue reservee ou marquee a l'usage exclusif des pietons; (sidewalk) cafes-terrasse » ; (sidewalk cafe) » ; (designated sidewalk cafe area) "sidewalk cafe permit" means a sidewalk cafe « » ; (sidewalk cafe permit) permit issued under this By-law; ( ) "street" means the entire width between the boundary lines of every street, highway, road, lane, alley, curb, sidewalk, park or place when any part thereof is used by the general public for the passage of vehicles and pedestrians, and includes the bridges thereon but does not mean nor include a provincial highway as defined in the Motor Vehicle Act; (rue) rue » Surface entiere qui s' etend entre les limites laterales des rues, routes, chemins, ruelles, allees, bordures, trottoirs, pares ou places utilisee en tout ou en partie par le grand public pour la circulation des voitures ou des pietons, y compris les ponts qui s'y trouvent mais ne designe pas et n'inclut pas une route provinciale, telle qu'elle est define dans la Loi sur les vehicules a moteur; (street) "street occupancy permit" means a street « » ; (street occupancy permit) occupancy permit issued under this By-law; "traffic management plan" means a written plan « » ; (traffic management plan) prepared by the applicant that contains provisions for the control of pedestrian and vehicular traffic on the sidewalk or street subject to a street occupancy permit including notification to the general public; "uptown" means the business improvement area as « » ; (uptown) defined in the Business Improvement Area By-law, By-law Number BIA — 1 and amendments thereto "work" means all labour to be performed on a « » . (work) property directly abutting a sidewalk or street as depicted or described in the application for a street occupancy permit and includes all related materials and services. ( ) Interpretation Interpretation 3 Rules for interpretation of the language used in this By-law are contained in the lettered paragraphs as follows: (a) The captions, article and section names and numbers appearing in this By- law are for convenience of reference only and have no effect on its interpretation. (b) This By-law is to be read with all changes of gender or number required by the context. (c) Each reference to legislation in this By-law is printed in Italic font. The reference is intended to include all applicable amendments to the legislation, including successor legislation. Where this By-law references other by-laws of the City, the term is intended to include all applicable amendments to those by-laws, including successor by-laws. (d) The requirements of this By-law are in addition to any requirements contained in any other applicable by-laws of the City or applicable provincial or federal statutes or regulations. (e) If any section, subsection, paragraph, part or parts, or provision of this By-law, is 3 Les regles qui suivent s' appliquent a l'interpretation du present arrete : a) Les titres, intertitres et numeros des dispositions ne servent qu'a faciliter la consultation de 1' arrete et ne doivent pas servir a son interpretation. b) Le genre ou le nombre grammaticaux doivent &re adaptes au contexte. c) Les renvois legislatifs paraissent en italique. Le renvoi a une loi vise egalement les modifications qui s'y appliquent, y compris toute legislation de remplacement. Les renvois a d'autres arretes de la municipalite visent egalement les modifications qui s'y appliquent, y compris tout arrete de remplacement. d) Les obligations qu'il cree s' aj outent a celles decoulant d' autres arretes applicables de la municipalite ou des Lois et reglements applicables des gouvernements federal ou provinciaux. e) Si une disposition quelconque est declaree invalide par un tribunal competent `PV for any reason declared by a court or tribunal of competent jurisdiction to be invalid, the ruling shall not affect the validity of the By-law as a whole, nor any other part of it. (f) The Schedules attached to this By-law are included in and shall be considered part of this By-law. Appointment of By-law Enforcement Officers 4 Common Council may, for the purposes of the administration and enforcement of this By-law, appoint by-law enforcement officers who may exercise such powers and perform such duties as may be set out in this By-law or the Local Governance Act. Application for Sidewalk Cafe Permit 5(1) No person shall build or place a sidewalk cafe on a sidewalk or street unless a valid sidewalk cafe permit has been issued under this By-law. 5(2) A person that owns or operates a licensed bar, restaurant or cafe in a property located uptown may apply for a sidewalk cafe permit. 5(3) No sidewalk cafe permit shall be issued unless a written application is submitted to the commissioner in the form provided by the City. 5(4) An application for a sidewalk cafe permit shall include the following: (a) Plans and details of the proposed sidewalk cafe showing; (i) a scaled and dimensioned drawing of the proposed sidewalk cafe area and existing conditions within 3 meters of the proposed sidewalk cafe; pour quelque motif que ce soit, la decision n'entache en rien la validite de 1'arrete dans son ensemble ni de toute autre disposition. f) Les annexes jointes au present arrete sont incluses et doivent &re considerees comme faisant partie du present arrete. Nomination des agents charges de 1'execution des arretes 4 Le conseil communal peut, pour les fins de l'administration et de l'application du present arrete, nommer des agents charges de 1'execution des arretes charges d'exercer les pouvoirs et remplir les fonctions prevus dans le present arrete ou la Loi sur la gouvernance locale. (ii) the proposed platform or structure if applicable; and (iii) the location and type of all fixtures, furniture, signs, lighting and any other objects or features to be located within the proposed sidewalk cafe area including the location of the facing wall of adjacent building. (b) Proof of comprehensive general liability insurance on an occurrence basis of not less than five million dollars ($5,000,000.00) naming the City as additional insured and containing a cross - liability clause. The City shall be provided with the corresponding Certificate of Insurance; (c) A security deposit in the amount prescribed in Schedule "A" which may be used by the City, as its sole discretion, for the removal of the platform, structure furniture and any other object used in conjunction with the sidewalk cafe if it is not removed at the end of the term prescribed in subsection 7(1); (d) Such other information as may be required by the commissioner; and (e) Payment of the fee in the amount prescribed in Schedule "A". Platform or Structure 6(t) If an application includes a platform or structure to be built within the sidewalk cafe area, a sidewalk cafe permit shall only be issued and construction shall only commence once the applicant has obtained all required approvals from the City. 6(2) If an application includes a platform or structure to be built within the sidewalk cafe area, a permit holder shall not operate the sidewalk cafe `N'1:3 until a by-law enforcement officer has: (a) Reviewed the plans and details of the proposed platform or structure, and has determined that they comply with the Saint John Building By-law; and (b) Carried out a physical inspection of the platform or structure to confirm compliance with the requirements of this By-law. Term of Sidewalk Cafe Permit 7(l) Subject to subsection 7(2), all sidewalk cafe permits issued under this By-law shall become valid on a date not earlier than May 1st in any calendar year and, unless revoked or terminated earlier by the commissioner, shall automatically expire on October 3 1 " in any calendar year. 7(2) The commissioner may alter the term of a sidewalk cafe permit but shall include the corresponding commencement and expiration dates on said permit. Sidewalk Cafes 8(l) A level 1 sidewalk cafe does not include a built platform or structure, only tables and chairs. 8(2) A level 2 sidewalk cafe includes a built platform or structure (decking, handrails, etc.). 8(3) Sidewalk cafes are to be located in a sidewalk cafe area between the face of the building and either the curb or the travelled portion of a street used for parking purposes in accordance with all by-law provisions. Standard Conditions and Requirements for Sidewalk Cafe Permits 9(l) A sidewalk cafe area shall: (a) Provide and maintain a minimum of 1.5 meters of unobstructed sidewalk space `U10.1 along the entire sidewalk cafe area; (b) Not impede or obstruct pedestrian and vehicular traffic, and at no point shall a pedestrian be required to walk on a tree grate or step off the curb to pass throughout or along the sidewalk cafe area; (c) Not be permitted within the travelled portion of the street, unless approved by the commissioner and subject to the conditions and requirements imposed by the commissioner. A sidewalk cafe on a travelled portion of a street shall only be permitted if said portion of a street is used for parking purposes. (d) Not contain any material, fixture, furniture, equipment, sign, lighting or electrical system that attaches to the surface of the sidewalk cafe area without first obtaining approval from the commissioner. (e) Not contain any sign, umbrella or similar fixture and furniture that extends beyond the perimeter of the sidewalk cafe area; (f) Not contain electrical service to a sidewalk cafe from adjoining establishments that are not at least 3 meters above the surface. Wiring and other related components should be of colours and materials that blend with their background; (g) Not contain lighting equipment that extends beyond the perimeter of the sidewalk cafe area; (h) Not contain speakers that extend beyond the perimeter of the sidewalk cafe area. The volume of the speakers must not exceed a level that would cause a nuisance to persons outside of the sidewalk cafe area; (i) Not include space to store, prepare or cook food; 0) Not contain any sign, post, fixture or component of a sidewalk cafe that exceeds 2 meters in height; (k) Not contain wind or weather screens above the top of the fence or perimeter barrier of the sidewalk cafe area; (1) Not be permitted within 9 meters of intersecting streets as measured from the intersecting curbs; 9(2) A sidewalk cafe area shall not be altered or expanded without the prior approval of the commissioner. 9(3) A permit holder shall, at his sole expense, maintain the sidewalk cafe area in a safe condition, such that it is not dangerous or hazardous to pedestrian and vehicular traffic or the general public. The permit holder is responsible to keep the sidewalk cafe area free of litter and accumulated dirt at all times the sidewalk cafe is open. The sidewalk cafe area is to be cleaned at the end of every business day. 9(4) Notwithstanding any other section of this By-law, if the commissioner determines, in his sole discretion, that the sidewalk cafe constitutes a safety issue, danger or hazard; the City may, without notice to the permit holder, repair, alter or remove the sidewalk cafe at the permit holder's sole expense. 9(5) City departments and public utilities shall have the right to access the sidewalk cafe area at all times, without notice, to carry out maintenance and repair of their respective infrastructure. The removal of the sidewalk cafe may be ordered such that City departments and public utilities may carry out maintenance or repairs. In this event, the removal and reinstatement of the sidewalk cafe will be at the permit holder's sole expense. `Pq 9(6) A permit holder shall be responsible to ensure that all furnishings and equipment, including but not limited to, fixtures, lights, objects, tables, chairs, furniture, umbrellas, sandwich signs, A -frame style self-supporting signs, potted flowers and plants, hanging baskets and landscaping, be placed, remain within, and not overhang or protrude from the sidewalk cafe area. 9(7) Loss or damages resulting from building, placing or operating a sidewalk cafe are the sole responsibility of the permit holder. 9(8) Damages caused to City property resulting from building, placing or operating a sidewalk cafe, including but not limited to brick or concrete sidewalk, street lights, signage, parking machines, shall be repaired to the satisfaction of the commissioner at the permit holder's sole expense. 9(9) All sidewalk cafe areas must be cleared and free of all platforms, structures, fixtures, furnishings and equipment by October 31" at 11:59 pm. In the event that a sidewalk cafe area is not cleared and free by October 31" at 11:59 pm, the City may do the work at the permit holder's sole expense. 9(10) In the event of a snowfall during the time a sidewalk cafe is in place, the permit holder will be responsible at his sole expense for clearing snow and ice from the sidewalk along the entire sidewalk cafe area, including in front of and adjacent to it, in accordance with the City's Winter Management Plan, and to the satisfaction of the commissioner. 9(11) A permit holder shall be responsible for keeping the sidewalk cafe area clean, sanitary, free from papers, litter, rubbish and debris of any kind. 9(12) A permit holder shall comply with the applicable by-laws of the City, Provincial legislation and regulations. Application for Street Occupancy Permit fl"M 10(1) No person shall occupy a sidewalk or street to perform work on a property directly abutting said sidewalk or street unless a valid street occupancy permit has been issued under this By-law. 10(2) A person that has ownership, possession, charge or control of a property directly abutting the sidewalk or street where work is to be performed may apply for a street occupancy permit. 10(3) No street occupancy permit shall be issued unless a written application is submitted to the commissioner in the form provided by the City. 10(4) An application for a street occupancy permit shall include the following: (a) The proposed date of commencement and the expected date of completion of the work; (b) Size, nature, location and purpose of the work; (c) Plans and details of the proposed work including; (i) a sketch of the proposed work area; (ii) dimensions of sidewalk and/or street to be occupied; and (iii) a traffic management plan (d) Such other information as may be required by the commissioner. (e) Payment of the fee in the amount prescribed in Schedule "A". Term of Street Occupancy Permit 11(1) Subject to subsection 11(2), all street occupancy permits issued under this By-law shall be issued for an initial term of 4 weeks and shall `W become valid on the commencement date noted on said permit and, unless revoked or terminated earlier by the commissioner, shall expire on the expiration date noted on said permit. 11(2) A street occupancy permit maybe extended with approval from the commissioner. An extension is subject to payment of the corresponding fee in the amount prescribed in Schedule "A". Standard Conditions and Requirements for Street Occupancy Permits 12(1) Every street occupancy permit issued in accordance with this By-law shall not impede or obstruct pedestrian and vehicular traffic; 12(2) Work associated with a street occupancy permit is not permitted within the travelled portion of a street, unless approved by the commissioner and subject to the requirements imposed by the City's Work Zone Safety Manual. 12(3) A work area shall not be altered or expanded without the prior approval of the Commissioner. 12(4) A permit holder shall, at his sole expense, maintain the work area in a safe condition, such that it is not dangerous or hazardous to pedestrian and vehicular traffic or the general public. 12(5) Notwithstanding any other sections in this By-law, if the commissioner determines, in his sole discretion, that the work area constitutes a safety issue, danger or hazard; the City may, without notice to the permit holder, repair, remove or alter the work area within the City's sidewalk or street at the permit holder's sole expense. 12(6) A permit holder shall be responsible to ensure that all furnishings and equipment be placed, remain within, and not overhang or protrude from the approved work area. `[:�! 12(7) Loss or damages resulting from work performed under a street occupancy permit are the sole responsibility of the permit holder. 12(8) Damages caused to City property resulting from work performed under a street occupancy permit, including but not limited to brick or concrete sidewalk, street lights, signage, parking machines, shall be repaired to the satisfaction of the commissioner at the permit holder's sole expense. 12(9) The work area must be cleared and free of all fixtures, structures, platforms, furnishings, equipment, scaffolding and dumpsters by the expiration date noted on the street occupancy permit. In the event that the work area is not cleared and free by said date, the permit holder is subject to an extension fee as prescribed in Schedule "A" or removal of all fixtures, structures, platforms, furnishings, equipment, scaffolding and dumpsters by the City at the permit holder's sole expense. 12(10) In the event of a snowfall during the term of a street occupancy permit, the permit holder will be responsible at his sole expense for clearing snow and ice from the work area including in front of and adjacent to it, in accordance with the City's Winter Management Plan, and to the satisfaction of the commissioner. 12(11) A permit holder shall display the street occupancy permit on the property in a manner that can be easily viewed. 12(12) A permit holder shall comply with the applicable by-laws of the City, Provincial legislation and regulations. Issuance of Permits 13 The commissioner may issue a permit under this By-law when he is satisfied that the applicant has complied with the requirements of this By-law. Transferability of Permits `M 14 A permit issued under this By-law is not transferable. Revocation of Permits 15(1) The commissioner may revoke a permit when: (a) There is a violation of a condition set out in the permit or the By-law that has not been remedied within 1 day of the permit holder being notified of such violation; (b) The permit was issued in error; (c) The permit was issued based on inaccurate or false information; (d) The continued operation of the sidewalk cafe or the performance of the work would be a risk to the health or safety of the general public, or would otherwise constitute a nuisance; or (e) The continued operation of the sidewalk cafe or the performance of the work unreasonably interferes with the ability of the City, or any public utility, to have access to or maintain any municipal or utility infrastructure, street fixtures or property. 15(2) When the commissioner revokes a permit, the permit holder shall immediately cease operation of the sidewalk cafe or performance of the work and remove any and all fixtures, structures, platforms, furnishings and equipment related thereto. Standard Conditions and Requirements for Openings on Sidewalks 16(1) No person shall be allowed to construct or 16(1) II est interdit d'amenager ou de maintenir en maintain any surface opening in any sidewalk or to place une ouverture dans un trottoir ou d' occuper occupy or use for vaults, coal -holes, man -holes, or ou d' utiliser comme chambre a charbon, enceinte other purposes the space beneath the sidewalks included within the sidewalk lines of any street within the City, unless a licence therefor shall have been first obtained from the commissioner, such licence to be issued only upon the condition that the person receiving the same shall as a compensation for the privileges granted by said licence, enter into a written agreement with the City, guaranteeing to pay an annual rental fees as prescribed in Schedule "A", and to open up and put back the sidewalk, and do all construction work subject to the directions and supervision of the by-law enforcement officer or such other person as the commissioner may designate provided that fifteen (15) square feet shall be the maximum area of surface opening allowable, and in no case shall it be more than five (5) feet six (6) inches long, except in the case of prism sidewalk lights, when a greater area may be allowed in the discretion of the said commissioner. 16(2) Every opening in any vault or coal -hole or man -hole or aperture in the sidewalk over said vault, coal -hole or man -hole, shall be covered with a substantial iron plate, with a rough surface to prevent accidents, of a pattern approved by the commissioner, and the entire construction of said vaults, coal -holes and man -holes shall be subject to the direction and supervision of the by-law enforcement officer or such other person as the commissioner may designate. 16(3) The owner or occupant of the abutting property in front of which any vault, coal -hole or man -hole is thus allowed to be constructed shall keep the said vault, coal -hole or man -hole, its walls and coverings in good order at all times to the satisfaction of the by-law enforcement officer. 16(4) The commissioner may order any opening which may have been made in the sidewalk for any purpose before the passing of this By-law to be de stockage ou trou d' homme, ou a d' autres fins,l' espace situe sous les trottoirs et a Finterieur des limites laterales des trottoirs dans The City of Saint John, a moins d' avoir obtenu au prealable un permis du commissaire aux operations municipales, permis delivre seulement a condition que son titulaire, en echange des avantages accordes par Ie permis, s' engage par entente ecrite conclue avec la municipalit6 a payer un prix de location annuel, selon Ie bareme de prix presente ci -dessous, a ouvrir et a remettre en etat Ie trottoir et a faire tous les travaux de construction sous la direction et la supervision de F ingenieur de la voirie ou d' une autre personne que designe Ie commissaire aux operations municipales. 11 demeure entendu que la surface maximale autorisee pour ces ouvertures est de 15 pieds carres, leur longueur ne pouvant en aucun cas depasser 5 pieds 6 pouces, sauf si elles doivent recevoir des prismes de trottoir, auquel cas une superficie superieure peut etre autorisee par Ie commissaire aux operations municipales. 16(2) L' ouverture dormant acces a une enceinte de stockage, une chambre a charbon ou un trou d' homme amenages sous un trottoir dolt etre fermee a F aide d' une plaque de fer robuste dont la surface est texturee pour prevenir les accidents, selon Ie motif approuve par Fingenieur de la voirie. La construction des enceintes de stockage, chambres a charbon ou trous d' homme se fait sous la direction et la supervision de F ingenieur de la voirie ou de toute personne que peut designer Ie commissaire aux operations municipales. 16(3) Le proprietaire de la propriete dont la fa9ade donne sur Fendroit ou la construction d'une enceinte de stockage, une chambre a charbon ou un trou d'homme est permise est term de garder ces ouvrages, de meme que leurs murs et couvercles, en bon etat en tout temps d' une maniere jugee satisfaisante par F ingenieur de la voirie. 16(4) Le commissaire aux operations municipales peut ordonner la fermeture d' une ouverture qui a ete amenagee dans un trottoir, a quelque fin que ce `ff- A closed up, and any vault or other structure to be removed forthwith unless the owner or occupant of the abutting property in front of which any such opening has been made as aforesaid, enters into a written agreement as provided for in subsection 16(1). 16(5) There shall be paid to the City as compensation for the privilege of opening the sidewalk and constructing underneath the same any vaults, coal -holes, area lights or other appliances, the annual rental fees prescribed in Schedule "A" in each calendar year within thirty days after demand thereof. 16(6) Whenever the front of any building is re -modelled or changed any existing sidewalk opening in connection with such building shall be reconsidered by the commissioner before licensing its further use. 16(7) All sidewalk covers must at all times be maintained even with the surface of the sidewalk, and the whole construction in a condition satisfactory to the commissioner. 16(8) The commissioner may order the closing of any or all openings on the sidewalk if he deems it necessary whether on account of their condition or otherwise. 16(9) The walls of all vaults shall be of some form of masonry satisfactory to the commissioner; if constructed of concrete or rubble masonry they shall not be less than eight (8) inches wide on the top, and shall have a batter of at least one half inch per foot on the inside of the face; and if constructed of brick they shall be of a design satisfactory to the commissioner. soft, avant F adoption du present arrete et F enlevement immediat d' une enceinte de stockage ou autre construction souterraine, a moins que Ie proprietaire ou I'occupant de la propriete dont la facade donne sur I' ouverture ne conclue une entente telle que celle prevue precedemment dans Ie present arrete. 16(5) II est verse a The City of Saint John, pour Ie privilege d'amenager une ouverture dans un trottoir et de construire sous Ie trottoir une enceinte de stockage, une chambre a charbon, un puits de lumiere ou un autre appareil, dans les 30 jours suivant une demande a cet egard, les frats de location annuels suivants. 16(6) Lorsque la fa9ade d'un batiment est remamee ou modifiee, Ie commissaire aux operations municipales reexamine toute ouverture existante amenagee dans Ie trottoir adjacent au batiment avant de permettre son utilisation. 16(7) Les couvercles d' ouvertures de trottoir doivent toujours etre de la meme hauteur que la surface du trottoir et F ouvrage complet dolt etre maintenu dans un etat que F ingenieur de la voirie juge acceptable. 16(8) Le commissaire aux operations municipales peut ordonner la fermeture de toutes les ouvertures amenagees dans un trottoir ou d'une partie de celles- ci, s'il Ie juge necessaire en raison de leuretat ou pour tout autre motif. 16(9) Les murs de toutes les enceintes de stockage sont faits d'une forme de ma90nnerie que Fingenieur de la voirie juge satisfaisante; s' ils sont faits de ma90nnerie de beton ou de ma90nnerie en pierres brutes, leur largeur au faite dolt etre d' au moins 8 pouces et leur inclinaison, cote intereur, d' au moins un demi pouce par pied; s' ils sont constructs en briques, leur conception dolt satisfaire aux exigences de F ingenieur de la voirie. 16(10) Plans of all vaults, special or otherwise, 16(10) Les plans de toutes les enceintes de larger than the maximum man -hole opening stockage, particulieres ou autres, plus grandes que allowed in this By-law, must be submitted to the commissioner for approval, but the commissioner shall not be bound to grant a licence for the same. Exemptions for Openings on Sidewalks 17(1) Openings for prism sidewalk lights that are permanent structures to be used for lighting purposes only shall not be subject to charge. 17(2) Openings located at the walls of buildings existing at the time of this By-law coming into force and leading in each case to a sloping way or slide not larger than the opening, used only for fuel ventilation or light, shall not be subject to charge, but shall be subject to all other provisions of this By-law. 17(3) Underground spaces where it is only a sloping way or slide for fuel ventilation or light, moderate in size, not larger than the sidewalk opening, and located at the wall of the building shall not be subject to charge. Standard Conditions and Requirements for Sidewalk Vendor Sites 18(1) No person shall sell or offer for sale anything from a stand on a sidewalk unless: (a) He has received the permission of Common Council and has also obtained a licence issued under the Peddlers and Hawkers By-law; (b) Permission of Common Council may be granted based on competitive bid for a limited number of annual licences (May 1st I'ouverture maximale autorisee dans Ie present arrete pour un trou d' homme doivent etre soumis au commissaire aux operations municipales pour son approbation; ce dernier n' est pas term d' accorder un permis. Exemptions 17(1) Aucuns frais ne sont exiges dans Ie cas des ouvertures amenagees afin d' installer a demeure des prismes de trottoir servant uniquement a des fins d'eclairage. 17(2) Les ouvertures amenagees pres des murs de batiments avant I'entree en vigueur du present arrete et debouchant sur un passage incline ou une glissiere dont la largeur ne depasse pas celle de I' ouverture et qui sert uniquement a la ventilation de carburant, ou comme puits de lumiere, ne font I' objet d'aucuns frais, mais sont soumises a I'application de toutes les autres dispositions du present arrete. 17(3) Aucuns frais ne sont exiges pour les espaces souterrains qui constituent uniquement un passage incline ou une glissiere servant a la ventilation de carburant ou comme puits de lumiere, de dimensions moderees et pas plus larges que I' ouverture amenagee immediatement devant Ie mur du batiment. 18(1) II est interdit de vendre ou d' offrir en vente quelque produit que ce soit a partir d' un kiosque situe sur un trottoir, a moins : a) d' en avoir obtenu la permission du conseil communal et d' avoir obtenu un permis en application de I'arrete concernant les colporteurs b) Le conseil communal peut dormer sa permission en fonction d' appels d' offres concurrentiels pour un nombre limite de `Me] to October 31") for locations on sidewalks and for such other special event or short- term licences which Common Council determines will not compromise the annual licences; and (c) He has paid the sidewalk vendor site fee as prescribed in Schedule "A". 18(2) A person who sells or offers for sale anything on a sidewalk is subject to the following conditions: (a) he shall not leave any stand unattended; (b) he shall not store, park, or leave any stand overnight on the sidewalk; (c) he shall not sell food or beverages for immediate consumption unless an adequate litter receptacle is available for use by customers; (d) he shall, if selling or offering for sale food or beverages, have in his possession and produce for inspection, if requested, any licence issued in accordance with the Public Health Act and its regulations; (e) he shall not leave any location without first picking up, removing and disposing of all trash or refuse remaining from sales within a radii distance of 25 feet; (f) he shall not allow any items relating to his business to be placed anywhere other than in, on or under the stand; (g) he shall not solicit or conduct business with persons in motor vehicles; (h) he shall not place a stand on a sidewalk in such a way that it is: permis annuels accordant des espaces sur les trottoirs, pour d' autres permis d' activates speciales ou pour des permis de courte duree qui, de l' avis du conseil communal, ne compromettent pas les permis annuels. c) 18(2) Quiconque vend ou offre en vente quelque produit que ce soit sur un trottoir dolt respecter les conditions suivantes : a) it ne laisse JamaIS son kiosque sans surveillance; b) it ne laisse jamais un kiosque sur Ie trottoir pour la nuit; c) it ne vend pas de nourriture ou de boissons pour consommation immediate sans mettre une poubelle adequate a ladisposition des clients; d) dans Ie cas de la vente de nourriture ou de boissons, it a en sa possession, et produit sur demande a des fins d' inspection, tout certificat prevu dans la Loi sur la saute du Nouveau -Brunswick; e) it ne quitte pas les lieux sans avoir ramasse, enleve et elimine, dans un rayon de 25 pieds de son kiosque, tous les dechets ou ordures decoulant de ses activates; f) it ne permet pas qu' un article de son commerce soft depose ailleurs que sur, sous ou dans son kiosque; g) it ne sollicite pas les automobilistes ni ne fait affaires avec eux; h) it ne place pas un kiosque sur un trottoir: `reel (i) within two (2) meters of an entrance way to a building; or (ii) within ten (10) meters of a driveway entrance to a police station or fire station or within five (5) meters of any other driveway; or (iii) within ten (10) meters of any other person selling the same product; or (iv) within five (5) meters of a fire hydrant; or (v) within five (5) meters of an intersection; or (vi) within two (2) meters of a crosswalk which is not located at an intersection. (i) he shall not sell or offer for sale anything on a sidewalk between the hours of 3 a.m. and 7 a.m.; 0) he shall not impede or interfere with pedestrians walking along the sidewalk; (k) he shall not call out or make any noise for the purpose of attracting or retaining customers; (1) the name and the business address and the telephone number of the owner of the stand shall be displayed upon the stand in such a manner that it can be easily observed and read; (m) a stand shall not be more than 6 feet in length and 4 feet in width; (n) he shall have at his stand, and display upon request by anyone, a copy of this By- law and the Peddlers and Hawkers By-law; i) a moins de 2 metres de l' entree d' un batiment, ii) a moins de 10 metres de 1' entree d' une vole d' acces pour autos d' un poste de police ou d' un poste d' incendie ou a moins de 5 metres de toute autre vole d' acces pour autos, iii) a moins de dix metres d' un autre marchand vendant Ie meme produit, iv) a moins de 5 metres d' une borne d' incendie, v) a moins de 5 metres d' une intersection, vi) a moins de 2 metres d' un passage pour pietons qui n' est pas situe a une intersection; i) it ne vend pas ou n' offre pas en vente quelque produit que ce soit sur un trottoir entre 3 heures et 7 heures; j) it ne gene pas les personnel qUI marchent sur Ie trottoir; k) it n' interpelle pas les clients ni ne fait du bruit afin de les attirer et de les retenir; 1) it affiche bien en vue sur Ie kiosque et de fa90n a ce qu' ils soient facilement lisibles Ie nom du proprietaire du kiosque, son adresse et son numero de telephone; m) son kiosque ne depasse pas 6 pieds de longueur et 4 pieds de largeur; n) it conserve dans son kiosque une copie du present arrete et de 1' arrete concernant les colporteurs, qu' it presente a quiconque en fait la demande; 171 (o) the owner of the stand shall have displayed on it a copy of his licence; (p) a person who is operating a stand but is not it's owner, shall wear his badge in such a manner that it can be easily observed and read. 18(3) Notwithstanding subsection 18(1), no person shall sell or offer for sale anything on the sidewalk located at Station Street. 18(4) A stand which has been left unattended for more than fifteen (15) minutes on a sidewalk may, without notice having been given to the operator or the owner, be removed by or at the direction of a member of the Saint John Police Force who shall cause it to be stored at such place as Common Council may direct. The owner may, within thirty (30) days, recover his stand by paying to the City the costs which were incurred in removing the stand. If the stand has not been reclaimed by the owner within thirty (30) days, then it shall be disposed of in the same manner as the City disposes of its surplus property. 18(5) A "stand" means any table, showcase, bench, rack, pushcart, wagon or any other wheeled vehicle or a device which may be moved without the assistance of a motor and which is not required to be licensed and registered pursuant to the Motor Vehicle Act, used for the displaying, storing, transportation or sale of anything. Solicitation on Sidewalks o) Ie proprietaire du kiosque affiche sur Ie kiosque une copie du permis; p) dans Ie cas d' une personne qui exploite un kiosque mais qui n' en est pas Ie proprietaire, it porte son insigne bien en vue et de fa90n a ce qu' it soft facilement lisible. 18(3) Nonobstant le paragraphe 18(1), it est interdit de vendre ou d' offrir en vente quelque produit que ce soit sur un trottoir de la rue Station. 18(4) Un kiosque laisse sans surveillance pendant plus de 15 minutes sur un trottoir peut, sans preavis donne a son exploitant ou a son proprietaire, etre enleve par un membre du service de police de Saint John ou sur I' ordre de ce dernier pour etre entrepose a 1' endroit prescrit par Ie conseil communal. Le proprietaire peut, dans les 30 jours, recuperer son kiosque en versant a The City of Saint John les depenses engagees pour l' enlevement du kiosque. Si Ie kiosque n' est pas reclame par son proprietaire dans les 30 jours, it est elimine de la meme fa90n que la municipalite elimine ses biens excedentaires. 18(5) Le mot « kiosque » s'entend d' une table, d' un ilot de vente, d' un banc, d' un support, d' un chariot ou de tout vehicule a roues ou dispositif qui peut etre deplace sans Ie recours a un moteur, pour lequel aucun permis ni enregistrement n' est exige en vertu de la Loi sur les vehicules a moteur, et servant a I' affichage, a I' entreposage, au transport ou a la vente d' un produit quelconque. 19(1) No person shall solicit on a sidewalk in a 19(1) II est interdit de solliciter sur un trottoir de manner that causes an obstruction. fa90n a obstruer la vole publique. 19(2) For the purposes of subsection 19(1), the 19(2) Les definitions suivantes s'appliquent aux following definitions apply: fins duparagraphe 19(1), "cause an obstruction" means: (a) to stand or sit or lie on a sidewalk in the course of solicitation in a manner which obstruer la vole publique » signifie : a) se tenir debout, s' asseoir ou se coucher sur un trottoir fors de la sollicitation de obstructs or impedes the convenient passage of pedestrians, or (b) to continue to solicit from or otherwise harass a pedestrian who has made a negative initial response to the solicitation or has otherwise indicated a refusal, or (c) to physically approach and solicit from a pedestrian as a member of a group of three or more persons, or (d) to solicit on a street within 20 meters of (i) a school; (ii) a church; (iii) a public transit stop; (iv) a retail outlet; (v) a liquor store; (vi) the City Market; (vii) an entrance to a bank, credit union or trust company, or (viii) an automated teller machine. "solicit" means to, without consideration, ask for money, donations, goods or other things of value whether by spoken, written or printed word or bodily gesture, for one's self or for any person, and solicitation has a corresponding meaning, but does not include soliciting for a registered charity. "trust company" means an office or a branch office of a trust company to which the Trust and Loans Company Act of Canada applies and in which deposit accounts are held. Offences 20(1) Subject to subsection 20(2), a person who violates a provision of this By-law is guilty of an offence and is liable upon summary conviction to fa90n a obstruer ou a gener Ie passage des pietons, ou b) continuer de solliciter ou de harceler un pieton qui a initialement refuse, verbalement ou autrement, de donner de F argent apres avoir ete sollicite, ou c) approcher un pieton physiquement en tant que membre d' un groupe de trois personnes ou plus, ou d) solliciter dans une rue a F interieur d' une distance de 20 metres i) d' une ecole, ii) d' une eglise, iii) d' un arret d' autobus, iv) d' un magasin de detail, v) d' une regie d' alcool, vi) du City Market, vii) de Fentree d' une banque, d' une cooperative d' epargne ou d' une Societe de fiducie, ou viii) d'un guichet automatique bancaire. solliciter » Queter, sans contrepartie, de P argent, des dons, des biens ou autres objets de valeur verbalement, par ecrit ou par des gestes pour soimeme ou pour une autre personne et sollicitation a une signification correspondante, mais n' inclut pas Ie fait de solliciter pour un organisme de bienfaisance enregistre. societe fiduciaire » Un bureau ou une succursale d' une societe fiduciaire a laquelle s' applique la Loi sur les societes de fiducie et de pret du Canada et dans laquelle on tient des comptes sur livret. Infractions 20(1) Sous reserve du paragraphe 20(2), toute personne qui contrevient a une des dispositions du `IFW a fine of not less than three hundred dollars ($300.00) and not more than two thousand one hundred dollars ($2,100). 20(2) A person who violates subsection 19(1) of this By-law is guilty of an offence and liable upon summary conviction to a fine of not less than fifty dollars ($50.00) and not more than one thousand dollars ($1,000.00). present arrete est coupable d'une infraction et est passible sur condamnation sommaire d'une penalite minimale de dollars ( $) et ne depassant pas dollars ( $). 20(2) Toute personne qui contrevient paragraphe 19(1) du present arrete est coupable d'une infraction et est passible sur condamnation sommaire d'une penalite d'un montant minimal de dollars ( $) et d'un montant maximal de dollars ($). 20(3) If an offence committed under this By-law 20(3) Si une infraction se poursuit pendant plus continues for more than one (1) day: d'une journee : (a) the minimum fine that may be imposed is the minimum fine established in this By- law multiplied by the number of days during which the offence continues; and, (b) the maximum fine that may be imposed is the maximum fine established in this By- law multiplied by the number of days during which the offence continues. Administrative Penalties 21(1) The City may require an administrative penalty to be paid with respect to a violation of a provision of this By-law as set out in subsection 21(2). 21(2) A person who violates any provision of this By-law, other than subsection 20(1), may pay to the City within 45 calendar days from the date of such violation an administrative penalty of one hundred and fifty dollars ($150.00), and upon such payment, the person who committed the violation is not liable to be prosecuted therefor. Repeal 22(1) A by-law of The City of Saint John enacted on the 18th day of May, 2005, entitled "A Law Respecting the Use of Sidewalks Within The City of a) 1' amende minimale qui peut &re infligee correspond a 1' amende minimale qui est fixee en vertu de l'alinea a) pour cette infraction, multipliee par le nombre de jours pendant lesquels elle se poursuit, et b) 1' amende maximale qui peut &re infligee correspond a 1' amende maximale qui est fixee en vertu de l' alinea b) pour cette infraction, multipliee par le nombre de jours pendant lesquels elle se poursuit. Penalites administratives 21(1) La municipalite peut exiger qu'une penalite administrative soft payee relativement a une infraction a une disposition de cet arrete, comme prevu au paragraphe 21(2). 21(2) Toute personne qui contrevient a une disposition du present arrete peut payer a la municipalite dans un delai de 45 jours civils a compter de la date de ladite infraction, une penalite administrative de dollars ( $), et une fois 1' amende payee, la personne n' est plus susceptible de poursuites judiciaires. 22(1) L'arrete de The City of Saint John pris le 18 mai 2005 et intitule Arrete concernant Vusage des trottoirs daps The City of Saint John, Arrete `rc1 Saint John", By-law Number M-21, and all N° M-21, ensemble ses modifications, est abroge. amendments thereto is repealed. IN WITNESS WHEREOF The City of Saint John has caused the Corporate Common Seal of The City of Saint John to be affixed to this By-law the day of , A.D. 2021 signed by: EN FOI DE QUOI The City of Saint John a fait apposer son sceau communal sur le present arrete le 2021, avec les signatures suivantes : Mayor/Maire City Clerk/Greffier de la municipalite First Reading - April 19, 2021 Premiere lecture - le 19 avril 2021 Second Reading - April 19, 2021 Deuxieme lecture - le 19 avril 2021 Third Reading - Troisieme lecture - ` FU Schedule "A" Fees The following non-refundable fees shall be required in the administration of this By-law: Type of Application or Service (a) Sidewalk Cafe Permit — Level 1 (b) Sidewalk Cafe Permit — Level 2 (c) Sidewalk Cafe — Security Deposit — Level 1 (d) Sidewalk Cafe — Security Deposit — Level 2 (e) Street Occupancy Permit (4 weeks) (f) Street Occupancy Permit — Extension per week (g) Sidewalk Vendor Site Fee Annua rental fees for sidewalk openings: Required Application Fee $100.00 plus $2.00 per square foot of total area $100.00 plus $4.00 per square foot of total area $100.00 $200.00 $150.00 $20.00 $340.00 • For openings which are eighteen (18) inches square or less an annual rental or charge of two dollars; • For manholes or other sidewalk openings larger than eighteen (18) inches square an additional annual rental or charge of fifty cents per square foot; • For any vault or area occupied beneath the sidewalk or street level an annual rental or charge of fifteen cents per square foot average horizontal measurement over and above the charge for any sidewalk openings which may exist for any vault or area occupied beneath the sidewalk or street level, existing at the time of the passing of this By-law; • an annual rental or charge of ten cents per square foot average horizontal measurement over and above the charge for any sidewalk opening which may exist. Annexe A Droits exigibles • des frais de location de 2 $ pour une ouverture de 18 pouces carres ou moins; • des frais de location supplementaires de 0, 50 $ du pied carre pour un trou d' homme ou une autre ouverture dont la surface depasse 18 pouces carres; • des frais de location de 0,15 $ du pied carre, mesure horizontale moyenne, pour une enceinte de stockage ou un autre espace occupe sous le trottoir ou le niveau de la rue, en plus des droits exiges pour F enceinte de stockage ou F espace occupe existant a la date de F adoption du present arrete; • des frais de location annuels de 0,10 $ le pied carre, mesure moyenne horizontale, en plus des droits exiges pour toute ouverture dans le trottoir qui pourrait exister. `rrA BY-LAW NUMBER C.P. 111-111 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: Amending Schedule "A", the Zoning Map of The City of Saint John, by rezoning a parcel of land having an area of approximately 7881 square metres, located at 300 Sydney Street, also identified as being PID No. 00000034, from Major Community Facility (CFM) to High -Rise Residential (RH) as illustrated below; and 2. Amending Schedule "G", the Zoning By-law of The City of Saint John, by increasing the maximum building height of PID No. 00000034 from 14 metres to approximately 39.3 metres pursuant to a resolution adopted by Common Council under Section 59 of the Community Planning Act. ARRETE NO C.P. 111-111 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: 1. La modification de I'annexe «A», Plan de zonage de la ville de Saint John, permettant de modifier la designation pour une parcelle de terrain d'une superficie d'environ 7881 metres carres, situee au 300, rue Sydney, et portant le NID 00000034 de zone de grandes installations communautaires (CFM) a zone residentielle d'immeubles d'habitation de grande hauteur (RH), comme it est indique ci- dessous; et 2. Modifier I'annexe «G», Plan de zonage de la ville de Saint John, en augmentant la hauteur maximale du batiment du NID 00000034 de 14 metres a environ 39,3 metres conformement a une resolution adoptee par le conseil municipal en vertu de I'article 59 de la Loi sur I'urbanisme. - all as shown on the plan attached hereto - toutes les modifications sont and forming part of this by-law. indiquees sur le plan ci-joint et font partie du present arrete. `rE:3 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 X day of XXX, A.D. 2021 and signed by: First Reading - Second Reading - Third Reading April 19, 2021 April 19, 2021 EN FOI DE QUOI, The City of Saint John a fait apposer son sceau communal sur le present arrete le X XXX 2021, avec les signatures suivantes : Mayor/Maire City Clerk/Greffier communal Premiere lecture Deuxieme lecture Troisieme lecture - le 19 avril 2021 - le 19 avril 2021 GROWTH AND COMMUNITY PLANNING SERVICES SERVICE DE LA CROISSANCE ET DE L'URBANISME COMMUNAUTAIRE REZONING / REZONAGE Amending Schedule "A" of the Zoning By -Law of The City of Saint John FROM / DE TO A Major Community High Rise Residential Facility Zone de grandes CFM RH Zone r6sidentielle installations d'immeubles communautaires d'habitation de grande hauteur Pursuant to a Resolution under Section S9 of the Community Planning Act Conform6ment a une resolution adopt6e par le conseil municipal en vertu de I'article S9 de la Loi sur I'urbanisme Applicant: Parsi Development NB Limited Location: 300 Sydney Street PI D(s)/N I P(s): 00000034 Considered by P.A.C./consid6r6 par le C.C.U.: April 13 avril, 2021 Enacted by Council / Approuv6 par le Conseil: Filed in Registry Office/Enregistr6 le: By -Law # / Arr6t6 #: Drawn By/Cr66e Par: Mark Reade I Date Drawn/Carte Cr66e: April 26, avril 2021 180 Section 59 Conditions— 300 Sydney Street 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 7881 square metres, located at 300 Sydney Street, also identified as PID Number 00000034: (a) 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. (b) Trees and shrubs be planted in the front, flankage, and rear yards, as well as the side yard where possible, to the same standard required by the Zoning By-law for developments in Commercial and Community Facility zones, as per the landscaping plans, and that such trees and shrubs be planted within one year from the issuance date of the development permit; (c) All infrastructure improvements to support the development will be completed at the developer's sole responsibility and expense including: i. Extension of the watermain to the development site and possible upsizing of the watermain, should it be required, to provide adequate flows for the proposed development. ii. Extension of the sanitary sewer main to serve the development site, with the provision of a private sewage lift station and force main, should it be required. iii. Provision of recommended transportation network improvements, detailed in the Traffic Impact Statement dated February 17, 2021 prepared by Englobe Limited for the proposed development at 300 Sydney Street. iv. Provision of a concrete sidewalk and concrete curb and gutter along the Sydney Street frontage of the site. (d) That the development be constructed above existing grade given the significant tidal influences in this area and not include a basement level below the current elevation of Sydney Street. (e) That the site and building plans, including floor plans, and building elevations, be in substantial conformity with the revised design prepared for the project as shown on plans dated April 12, 2021 prepared by Spitfire Design on behalf of Parsi Development for the multiple unit residential development at 300 Sydney Street and include the following elements: i. incorporation of a two-story fagade along the Sydney Street and outside corner elevations with ground floor commercial and residential uses in the second storey. ii. Building fagade materials to be in accordance with the materials shown on the drawings including a masonry fagade on the lower two storey portion that has commercial space on the ground floor and residential uses on the second floor. iii. improved use of material treatments and colours on the sides of the building which do not face the water to break up the massing of the building; (f) That notwithstanding subsection 10.2(1) of the Zoning By-law, the following commercial uses be permitted in the ground floor area along Sydney Street and within the southwestern portion of the building: i. Artist or Craftsperson Studio ii. Business Office iii. Live -Work Unit (g) That notwithstanding paragraph 10.2(2)(b) of the Zoning By-law, uses located within the two -storey area along Sydney Street within the southwestern portion of the building have their main access from outside the building at ground level: (h) That the development shall be completed within 5 years of the date the rezoning came into effect. If it is not completed within that time, Council may take steps to cancel the resolution and agreement and repeal the rezoning pursuant to Section 59(5) and 59(6) of the New Brunswick Community Planning Act. 181 COMMON COUNCIL REPORT M&C No. 2021-141 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Legislative Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: By -Law Respecting Powers of the Outgoing Council of the City of Saint John AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Melanie Tompkins Melanie Tompkins John Collin RECOMMENDATION That Common Council give 1st and 2nd Readings to A By-law Respecting Powers of the Outgoing Council of The City of Saint John, By-law Number LG-16, in the form attached to M&C 2021-141. EXECUTIVE SUMMARY The Local Governance Act (the "LGA") restricts the powers of an outgoing council during the period commencing on the day of a general election and ending on the day of the first meeting of an incoming council (the "Bridging Period"). However, the LGA also provides at subsection 56(3) that an outgoing council may continue to exercise the restricted powers during the Bridging Period if it is authorized by by-law made before the day of the general election. Pursuant to s. 56(3) of the LGA, staff prepared a By -Law that purports to authorize the outgoing council to enter into the agreements and expend funds on the matters specifically identified in the by-law. PREVIOUS RESOLUTION N/A REPORT The Local Governance Act (the "LGA") restricts the powers of an outgoing council during the period commencing on the day of a general election and ending on the day of the first meeting of an incoming council (the "Bridging Period"). However, the LGA also provides at subsection 56(3) that an outgoing council may exercise the restricted powers during the Bridging Period if it is authorized by by-law made before the day of the general election. -2- The Bridging Period for outgoing councils is normally approximately 2 weeks. In 2021, because of the lockdown in the Madawaska region due to the pandemic, that period is going to be approximately 4 weeks, provided there are no other lockdowns between now and the election date. Pursuant to s. 56(3) of the LGA, and to ensure that the local government continues to operate efficiently during the extended Bridging Period, staff prepared a By - Law that authorizes the outgoing council to enter into the agreements and expend funds on the matters specifically identified in the by-law. STRATEGIC ALIGNMENT N/A SERVICE AND FINANCIAL OUTCOMES The proposed by-law will allow the City to make decisions on the matters listed therein during the Bridging Period. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS All City departments were engaged in the preparation of this by-law and the General Counsel's Office drafted the by-law. ATTACHMENTS Draft By-law Respecting Powers of the Outgoing Council of The City of Saint John, By-law Number LG-16 `E:191 BY-LAW NUMBER LG — 16 A BY-LAW RESPECTING POWERS OF OUTGOING COUNCIL OF THE CITY OF SAINT JOHN WHEREAS, paragraph 56(3)(b) of the Local Governance Act provides that despite subsections 56(1) and 56(2), an outgoing council may do those things referred to in subsection 56(1) if it is authorized by a by-law made before the day of the general election. NOW THEREFORE, the Common Council of The City of Saint John enacts as follows: 1. During the period commencing on the day of the general municipal election in the year 2021 and ending on the day of the first meeting of the incoming council, the City of Saint John outgoing council is authorized to do the following: (a) Become a parry to an agreement, contract, instrument or other document in respect of the matters described below: ■ Tender No. 2021-085302T: Refrigeration System Upgrades- Various Arenas. ■ Tender No. 2021-082703T: City Market Lower Roof Replacement. ■ Non -Disclosure Agreements to share information on the District Energy System. ■ Contract No. 2021-07: Broadview Avenue (Charlotte Street to Carmarthen Street) Water, Sanitary and Storm Sewer Renewal and Street Reconstruction. ARRETE NUMERO LG - 16 ARRETE CONCERNANT LES ACTIVITES DU CONSEIL SORTANT DE THE CITY OF SAINT JOHN ATTENDU QUE, l'alinea 56(3)b) de laLoi sur la gouvernance locale prevoit que par derogation aux paragrapher 56(1) et 56(2), le conseil sortant peut exercer les pouvoirs enumeres au paragraphe 56(1) si un arrete pris avant la date de 1'e1ection generale l'y autorise. A CES CAUSES, le conseil communal de The City of Saint John edicte : 1. Pendant la periode comprise entre la date des elections municipales generales de 2021 et celle de la premiere reunion du conseil entrant inclusivement, le conseil sortant de The City of Saint John est autorise a agir comme suit: (a) Etre partie a une entente, a un accord, a un contrat, a un instrument ou a tout autre document relativement aux questions decrites ci-apres ■ Soumission N° 2021-085302T : Modernisation du systeme de refrigeration — divers arenas. ■ Soumission No. 2021-082703T : Remplacement du toit inferieur — marche municipal. ■ Ententes de non-divulgation relatives au partage d'information a propos du systeme energetique collectif. ■ Contrat NO 2021-07 : Renouvellement des conduites d'eau et des egouts sanitaires et pluviaux et refection de l'avenue Broadview (de la rue Charlotte a la rue Carmarthen). ■ National Disaster Mitigation Program (NDMP) Funding Agreement. ■ Agreement for Highway Usage Permit - One Mile Lift Station located at PID 00417899. ■ Contract No. 2021-11: St. James Street (Prince William Street to Germain Street) — Water, Sanitary and Storm Sewer Renewal and Street Reconstruction. ■ Community Development Funding Agreements with the Regional Development Corporation of the Province of New Brunswick for various facilities as identified in the corresponding applications for funding submitted by the City. ■ Amendment to Investing in Canada Infrastructure Program: COVID-19 Resilience stream Fund Agreements relating to Fundy Quay, Harbour Passage and Loyalist Plaza. ■ Investing in Canada Infrastructure Program: COVID-19 Resilience stream Fund Agreement with Infrastructure Canada and the Regional Development Corporation of the Province of New Brunswick for Saint John Water projects identified in the corresponding applications for funding submitted by the City. ■ Contract No. 2021-02: Princess Street (Germain Street to Water Street) Storm Sewer Separation. ■ Contract No. 2021-09: Caledonia Pathway Sewer Twinning. ■ Accord de financement dans le cadre du Programme national d'attenuation des catastrophes (PNAC). ■ Entente pour un permis d'usage routier pour le poste de relevement One Mile situe au NID 00417899. ■ Contrat NO 2021-11 : Renouvellement des conduites d'eau et des egouts sanitaires et pluviaux et refection de la rue St. James (de la rue Prince William a la rue Germain). ■ Ententes de financement relatives au developpement communautaire avec la Societe de developpement regional de la Province du Nouveau -Brunswick pour diverses installations comme identifie dans les demandes de financement correspondantes presentees par la municipalite. ■ Modification aux ententes de financement relatives au Programme d'infrastructure Investir dans le Canada : volet Resilience a la COVID-19 visant Fundy Quay, le passage du port et la place Loyaliste. ■ Entente de financement relative au Programme d'infrastructure Investir dans le Canada: volet Resilience a la COVID-19 avec Infrastructure Canada et la Societe de developpement regional de la Province du Nouveau -Brunswick pour les projets de Saint John Water identifies dans les demandes de financement correspondantes presentees par la municipalite. ■ Contrat NO 2021-02 : Separation de 1'egout pluvial de la rue Princess (de la rue Germain a la rue Water). ■ Contrat NO 2021-09 : Jumelage de 1'egout du sentier Caledonia. `E:16'7 ■ Request for Proposals No. 2021-091005P Forestry Expertise Advisory Services. ■ Ratification of Collective Agreement for Local 771. ■ Letters of Intent and/or Non -Disclosure Agreement for the property known as former Cherry Brook Zoo site. ■ License Agreement with the Board of Trustees of the Lord Beaverbrook Rink in Saint John, Inc. for the use of the Peter Murray Arena. ■ Agreement for Closed Circuit Television ("CCTV") including equipment and licensing at various City locations. ■ License, Supply and Maintenance Agreement with ACCEO Solutions Inc. dba Gtechna for Cloud Hosting solution. ■ Statement of Work with Esri Canada Limited for restoration of application - Geographical Information System ("ArcGIS Enterprise"). ■ Amendment to Master Services Agreement with Bell Aliant for restoration of application — Fax to Email. ■ Non -Disclosure Agreements with Flowpoint Environmental Systems, SolidCAD and AniSoft Group Inc. for network and application restoration. ■ Amendment to Enterprise Agreement with Microsoft for licensing through affiliate Softchoice. ■ Demande de propositions No 2021-091005P : Services consultatifs en matiere d'expertise forestiere. ■ Ratification de la convention collective de la section locale 771. ■ Lettres d'intention ou entente de non-divulgation pour la propriete connue comme 1'ancien site du zoo de Cherry Brook. ■ Accord de licence avec le conseil d'administration de la Lord Beaverbrook Rink in Saint John, inc. pour l'utilisation de 1' arena Peter Murray. ■ Entente pour un systeme de television en circuit ferme (TVCF) y compris 1' equipement et les octrois de permis dans divers lieux appartenant a la municipalite. ■ Entente de licence, d'approvisionnement et de maintenance avec ACCEO Solutions inc. faisant affaire sous le nom Gtechna pour une solution d'hebergement dans le nuage. ■ Enonce des travaux avec Esri Canada limitee pour la remise en etat de I'application utilisee ^pour le systeme d'information geographique ("ArcGIS Enterprise"). ■ Modification au contrat-cadre de service avec Bell Aliant pour la remise en etat de 1'application Fax -to -Email. ■ Ententes de non-divulgation avec Flowpoint Environmental Systems, SolidCAD et AniSoft Group inc. pour la remise en etat de reseaux et d'applications. ■ Modification du contrat d'entreprise avec Microsoft pour l'obtention d'un permis avec son partenaire Softchoice. `E:N ■ Amendment to Master Services Agreement with Bell Aliant for long-distance services and rates. ■ Renewal of Maintenance Agreement with TrustedSite for network scanning for PCI compliance. ■ Agreement with Twilio Inc. for text and voice mail notifications for Emergency Measures Organization ("EMO"). (b) Make payments of funds as it relates to the (b) matters described below: ■ Make advance payments for approved budgets of City controlled Agencies, Boards and Commissions. ■ Establish, fund and draw upon Operating and Capital Reserves. 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: ■ Modification au contrat-cadre de service avec Bell Aliant pour les services interurbains et leurs taux associes. ■ Renouvellement d'une entente avec TrustedSite pour la maintenance de la numerisation en reseau pour se conformer aux normes PCI. ■ Entente avec Twilio inc. pour les notifications par message texte et par messagerie vocale pour l'Organisation des mesures d'urgence (OMU) Effectuer des paiements concernant les affaires decrites plus bas : ■ Verser des paiements par anticipation pour les budgets approuves des agences, conseils et commissions de la municipalite. ■ Creer, financer les reserves de fonctionnement et de capital et y puiser. 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 : Mayor / maire City Clerk / greffier de la municipalite First Reading - Premiere lecture - Second Reading - Deuxieme lecture - Third Reading - Troisieme lecture - `RYA CITY OF SAINT JOHN NEW A By-law Respecting the Procedures of the Common Council of The City of Saint John By-law Number LG-15 An uncertified copy of this by-law is available online BRUNSWICK Arrete Concernant le Reglement Interieur du Conseil Communal de The City of Saint John Arrete numero LG-15 Une copie non certifiee de 1' arrete est disponible en ligne `E:1:3 -2- TABLE OF CONTENTS Section Description Page Recitals 4 1 Title 4 2 Definitions 4 3 Interpretation 8 4 General Provisions 9 5 Meeting 13 6 Special Meeting 9 7 Council Meetings 9 8 Quorum 9 9 Agenda 24 10 Reports -Petitions — 28 Communications from the Public 11 Delegations/Presentations 30 12 Roles — Mayor, Deputy Mayor, 32 Councillors 13 Rules of Conduct - Debate 34 14 Question of Privilege — Point 37 of Information - Order 15 Conflict of Interest 38 TABLE DES MATIERES Article D6signation Page Pr6ambule 4 1 Titre 4 2 Definitions 4 3 Interpretation 8 4 Dispositions G6n6rales 9 5 R6union 13 6 R6union Extraordinaire 9 7 R6union du Conseil 9 8 Quorum 9 9 Ordre du Jour 24 10 Rapports, Petitions, 28 Communications du Public 11 D616gation et Presentations 30 12 R616s Assum6s par le Maire, le 32 Maire Suppl6ant et les Conseillers 13 R6gles de Proc6dures: D6bats 34 14 Question de Privilege: 37 Question de Renseignement, Ordre 15 Conflit d'Int6r&s 38 `E:1%7 -3- 16 Motions — Order 40 16 Propositions: Ordre 40 17 Voting 46 17 Vote 46 18 Business 48 18 Activit6s 48 19 By-laws — Resolutions — 49 19 Arr&6s Municipaux, 49 Contracts Resolutions et Contrats 20 Minutes 49 20 Proc6s - Verbal 49 21 Committees 51 21 Comit6s 51 22 Committee of the Whole — 52 22 Comit6s P16nier: Proc6dures 52 Procedure 23 Enactment 59 23 Mise en Vigueur 59 Schedule "A" 62 Annexe « A » 62 Motions — Table of Precedence Propositions, Table de Precedence Schedule "B" Procedure for 67 Annexe « B » Procedure 67 Statutory Public Hearing relative aux audiences publiques Schedule "C" 69 69 Financial Policies `RX RECITALS WHEREAS, paragraph 10(2)(a) of the Local Governance Act, S.N.B. 2017, c. 18, provides that a local government shall make by-laws respecting procedures at council meetings, including any matters prescribed by regulation; AND WHEREAS, The City of Saint John deems it advisable to pass this by-law because it will establish procedures for the better regulation and conduct of meetings of the City of Saint John Common Council; AND WHEREAS, The City of Saint John deems it advisable that such procedures be supplemental to and interpreted in accordance with the statutory provisions of the Local Governance Act; AND WHEREAS, notice of this by-law, and of the Common Council meeting at which this by-law was discussed, was provided in accordance with the provisions of the Local Governance Act. NOW THEREFORE, the Common Council of The City of Saint John, enacts as follows: Title 1.1 This By-law may be cited as the Procedural By-law (hereinafter the `By-law"). Definitions 2.1 The following definitions apply in this By-law "City Manager" means the person appointed to the position of chief administrative officer by Council under the provisions of the Local Governance Act, S.N.B.2017, c.18. (directeur general); PREAMBULE CONSIDERANT, l'alinea 10(2)(a) de la Loi sur la gouvernance locale, L.N.-B. 2017, ch. 18, prevoit que les gouvernements locaux dolt faire des reglements concernant les procedures fors des reunions du conseil, y compris toutes les questions prescrites par la reglementation; ATTENDU QUE, The City of Saint John juge opportun de prendre le present arrete destine a etablir des procedures aux fins de la reglementation et de la conduite efficace des seances du conseil communal de The City of Saint John; ATTENDU QUE, The City of Saint John juge opportun que lesdites procedures soient complementaires aux dispositions legislatives de la Loi sur la gouvernance locale et qu'elles soient interpretees conformement a cette loi; ATTENDU QUE, avis du present arrete et de la reunion du conseil communal a laquelle it a ete debattu a ete donne conformement a la Loi sur la gouvernance locale. A CES CAUSES, le conseil communal de The City of Saint John edicte : Titre 1.1 Le present arrete peut &re cite sous le titre Arrete sur les procedures (ci-apres « 1'arrete » ). Definitions 2.1 Les definitions qui suivent s' appliquent au present arrete. Directeur general» s'entend de la personne nommee a ce poste par le conseil sous le regime de la Loi sur la gouvernance locale, L.N.-B. 2017, ch. 18 (City Manager); ` eli -5- "Clerk" means the City Clerk or the Deputy Clerk of the City of Saint John (greffiier/greffiiere); "Committee" means a committee provided for or created by Common Council (comite); "Committee of the Whole" means a committee of Council composed of all of the members sitting in committee as Committee of the Whole (comite plMier); Greffier/greffiere» designe le greffier/la grefbere ou le greffier/la greffiere adjoint de The City of Saint John (Clerk); Comite» designe un comite sous la direction du conseil communal ou cree par ce dernier. (Committee); Comite Plenier » designe un comite du conseil communal sur lequel siegent tous les membres du conseil. (Committee of the Whole); "Corporation" means The Corporation of the City « Corporation » designe The Corporation of The of Saint John (corporation); City of Saint John (corporation); "Council" means the Mayor and Councillors of the City of Saint John (Conseil); "Councillor" means a member of Council other than the Mayor (Conseiller); "Deputy Mayor" means the member of Council who has been elected to act in the place or stead of the Mayor in the absence or incapacity of the Mayor (Maire suppleant); "Hearing" means a meeting of Council or that portion of a meeting of Council which has been given authority to conduct a hearing in matters pursuant to any legislation which requires Council to hear interested parties or to afford them an opportunity to be heard before taking action, passing a by-law or making a decision (Audience); Conseil » designe le maire et les conseillers de The City of Saint John (Council); Conseiller » designe un membre du conseil autre que le maire (Councillor); Maire Suppleant » designe le membre du conseil elu afin d'agir au nom du maire en cas d'absence ou d'incapacite du maire (Deputy Mayor); Audience » designe une seance du conseil ou telle partie d'une seance du conseil, autorisee a prevoir une audience en vertu d'une question legislative, qui exige que toute partie interestee puisse se presenter devant le conseil ou soit donnee Foccasion de se presenter devant le conseil avant que le conseil entreprenne tout acte, edicte tout arrete municipal ou prenne une decision (Hearing); "Holiday" means any holiday as defined in the « Jour Ferie » designe tout jour ferie tel qu'il est Interpretation Act (Jour ferie); defini par la Loi d'interpretation (Holiday); "Mayor" means the member of Council holding the office of Mayor (Maire); Maire » designe le membre du conseil qui est titulaire du paste de maire (Mayor); `LOy, "Meeting" means any regular, special, or other « Seance» designe toute seance ordinaire, meeting of the Council (Seance); extraordinaire ou autre tenue par le conseil (Meeting); "Member" means any person elected to the « Membre» designe toute personne Blue pour Council and includes the Mayor (membre); sieger au conseil, y compris le maire (Member); "Point of information" means a request directed to the Presiding Officer or to another member or to staff of the Corporation, for information relevant to the business at hand, but not related to a point of procedure (question de renseignement); "Point of order" means the raising of a question by a member for the purpose of calling attention to any departure from this By-law or the customary modes or proceedings in debate or in the conduct of the Council's business including; a. any breaches of the Procedural By-law; or b. any defect in the constitution of any meeting of the Council; or c. the use of improper, offensive or abusive language; or d. notice of the fact that the matter under discussion is not within the scope of the motion; or e. any other informality or irregularity in the proceedings of Council. (Rappel an reglement); "Point of procedure" means a question directed to the Presiding Officer to obtain information on a matter of the procedural rules or the rules of the Council bearing on the business at hand in order to assist a member to make an appropriate motion, raise a point of order or understand the parliamentary situation or the effect of a motion (Point de procedure); Question de renseignement» designe une demande adressee au president/presidente du conseil, a un autre membre ou a un emploe de la Corporation, relative a des renseignements visant la question sous etude, non liee a une question de procedure (Point oflnformation); Rappel an reglement» designe une question soulevee par un membre afin de souligner toute derogation au present arrete municipal ou aux moyens ou deliberations habituels de la tenue d'un debat ou a la conduite des affaires du conseil,' y compris ce qui suit: a. toute violation de I'Arrete sur les procedures; b. tout defaut relatif a la constitution d'une seance du conseil; c. I'utilisation d'un langage inapproprie, offensif ou abusif, d. avis donne que la question sous etude ne releve pas de la matiere de la proposition; e. toute autre absence de formalite ou toute irregularite relative aux deliberations du conseil. (Point of Order); Point de Procedure» designe une question adressee au president/presidente du conseil visant a obtenir de I'information portant sur les regles de procedure ou les reglements du conseil relativement aux activites qui font I'objet de deliberations afin d'aider un membre a presenter la proposition adequate, a invoquer un reglement ou a comprendre la situation parlementaire ou les consequences d'une motion (Point of Procedure) ; `RX -7- "Presiding Officer" means the Mayor or in his/her absence the Deputy Mayor, or in the absence of both of them, the member appointed under Section 12.3 to act in their absence, while presiding at meetings of Council (President/Presidente du conseil); "Question of Privilege" means the raising of a question or request for the immediate consideration of a matter affecting the comfort, safety or orderliness of a member or the Council collectively, when a member believes that another member has spoken disrespectfully towards him or the Council, or when he believes his/her comments have been misunderstood or misinterpreted by another member or members (Question de privilege); "Quorum" means the majority of all the members elected to the Common Council shall constitute a quorum at any regular or special meeting of the Common Council (Quorum); "Recorded vote" means a. a vote taken by a show of hands during a meeting with participation in person; or b. a vote taken by roll call during regular meeting, a special or emergency meeting, or a Committee of the Whole meeting closed to the public, with electronic participation by telephone conference call. A vote is taken by roll call when each Member votes "yea" or "nay" as his or her name is called by the Presiding Officer, so that the names of Members voting on each side are recorded. (Vote Enregistr�); "Rules of Procedure" means the rules and regulations provided in this By-law (Regles de procedures); President/Presidente du conseil » designe le maire ou, en son absence, le maire suppleant ou, en 1'absence du maire et du maire suppleant, le membre nomme aux termes de la section 12.3, pour agir en leur absence, au chapitre de la presidence des reunions du conseil. (Presiding Officer); Question de Privilege » designe 1'intervention A laquelle un membre peut avoir recours a 1'etude d'une question ou d'une demande relativement a toute affaire touchant le bien-etre, la securite ou la discipline d'un membre ou du conseil, collectivement, lorsqu'un membre est d'avis qu'un autre membre s'est prononce irrespectueusement a son egard ou a 1'egard du conseil ou lorsqu'il est d'avis que ses commentaires sont mal compris ou mal interpretes par un autre membre (Question of Privilege); Quorum » La majorite de tous les membres elus au conseil communal constitue un quorum relativement a toute reunion ordinaire ou extraordinaire du conseil communal (Quorum); Vote Enregistre» designe a. un vote a main levee, en personne, lors d'une reunion; ou b. un vote par appel nominal au cours d'une reunion ordinaire, une reunion extraordinaire ou d'une reunion d'urgence, ou d'une reunion du comite plenier a huffs clos, avec participation par vole electronique par conference telephonique. Un vote par appel nominal a lieu lorsque chaque membre vote par oui par non lorsque le president du conseil appelle son nom pour que le nom des membres qui votent soft pour l'un ou pour 1'autre soft enregistre (Recorded Vote); Regles de Procedures » designe les reglements prevus au present arrete municipal (Rules of Procedure); ffleL'! "Sergeant -at -Arms" means that any member of the City Police shall be a Sergeant -At -Arms on call of the Presiding Officer (Sergent d'armes); "Special Committee" means a committee of Council except Committee of the Whole which is established to consider and report on a specific subject, project, or undertaking (Comite Special); "Whole of Council" means those members of Council, including the Mayor, who are not disqualified from voting (Conseil plenier); "Written Consent" means consent given by a Member either by letter, facsimile, or electronic message from a City email address, to the Clerk (Consentement ecrit); Interpretation 3.1 Rules for interpretation of the language used in this By-law are contained in the lettered paragraphs as follows: (a) The captions, article and section names and numbers appearing in this By- law are for convenience of reference only and have no effect on its interpretation. (b) This By-law is to be read with all changes of gender or number required by the context. (c) Each reference to legislation in this By-law is printed in Italic font. The reference is intended to include all applicable amendments to the legislation, including successor legislation. Where this By-law references other by-laws of the City, the term is intended to include all Sergent d'Armes » signifie que tout membre du corps de police peut agir en tant que Sergent d'armes sur demande du president/ presidente du conseil (Sergeant -at -Arms); Comite Special » designe un comite du conseil, A 1'exclusion du Comite plenier, cree afin d'etudier et de faire le compte rendu relatif a un sujet, un projet ou un engagement particulier (Special Committee); Conseil Plenier » designe les membres du conseil, y compris le maire, qui ne sont pas prives du droit de voter (Whole of Council); Consentement ecrit » designe un consentement donne au greffier/a la greffiere par un membre, soft par lettre, par fax ou par message electronique provenant d'une adresse de courriel de The City (Written Consent); Interpretation 3.1 Les regles d'interpretation suivantes s'appliquent au present arrete comme suit: a) Les titres, intertitres et numeros des dispositions ne servent qu'a faciliter la consultation de 1' arrete et ne doivent pas servir a son interpretation. b) Le genre ou le nombre grammaticaux doivent &re adaptes au contexte. c) Les renvois legislatifs paraissent en italique. Le renvoi a une loi vise egalement les modifications qui s'y appliquent, y compris toute Legislation de remplacement. Les renvois a d'autres arretes de la municipalite visent egalement les modifications qui s'y appliquent, y compris tout arrete de remplacement. `L6191 M applicable amendments to those by-laws, including successor by-laws. (d) The requirements of this By-law are in addition to any requirements contained in any other applicable by-laws of the City or applicable provincial or federal statutes or regulations. (e) If any section, subsection, part or parts or provision of this By-law, is for any reason declared by a court or tribunal of competent jurisdiction to be invalid, the ruling shall not affect the validity of the By-law as a whole, nor any other part of it. General Provisions 4.1 Rules - regulations - observed- by Council The rules and regulations contained in this By-law shall be observed in all proceedings of the Council and shall be the rules and regulations for the order and dispatch of business in Council, committees and Committee of the Whole. 4.2 Reference — Robert's Rules of Order When any matter relating to proceedings in Council or in committees or Committee of the Whole arises which is not covered by a provision of this By -Law, the procedure to be followed shall be decided with reference to Robert's Rules of Order (10th Edition). 4.3 Conflict - Robert's Rules of Order In the event of any conflict between the provisions of this By-law and the provisions of the authority referred to in Section 4.2 the provisions of this By- law shall apply. 4.4 Conflict - statutory provisions The provisions of this By-law are subject to any statutory provisions in effect from time to time and in the event of any conflict between such statutory d) Les obligations qu'il cree s'ajoutent a celles decoulant d'autres arretes applicables de la municipalite ou des lois et reglements applicables des gouvernements federal ou provinciaux. e) Si une disposition quelconque est declaree invalide par un tribunal competent pour quelque motif que ce soit, la decision n'entache en rien la validite de 1'arrete dans son ensemble ni de toute autre disposition. Dispositions Generales 4.1 Reglements observes par le conseil Les reglements prevus au present arrete doivent &re observes au cours de la tenue de toutes les deliberations du conseil et constituent les reglements relatifs a l'ordre et au traitement des activites du conseil, des comites et du Comite plenier. 4.2 Reference - Robert's Rules of Order Lorsque aucune disposition du present arrete ne preevoit une affaire soulevee relativement aux deliberations du conseil ou une question sous etude par un comite ou le Comite plenier, le Robert's Rules of Order (10 edition) dolt &re consulte afin d'etablir la procedure adequate. 4.3 Conflit - Robert's Rules of Order Dans le cas d'un conflit entre les dispositions du present arrete et les dispositions des pouvoirs stipules en vertu de la section 4.2, les dispositions prevues par le present arrete s'appliquent. 4.4 Conflit - dispositions legislatives Les dispositions du present arrete sont sujettes a toute disposition legislative en vigueur, a tout moment, et dans le cas d'un conflit entre telles dispositions legislatives et les dispositions du `L61.1 -10- provisions and the provisions of this By-law, the present arrete, les dispositions legislatives ont statutory provisions shall apply. preseance. 4.5 Rules - suspension - alteration - 2/3 consent required Notwithstanding any other provision of this By- law, in the absence of any statutory obligation the rules and regulations contained in this By-law may be suspended or altered for a single occasion with the consent of not less than two-thirds of the total membership of Common Council. 4.6 Quorum - majority of members A quorum of Council shall consist of a majority of the members of the Council. 4.7 Quorum - not present — adjournment - exception If at any meeting the number of members is reduced to less than a quorum, subject to the provisions of the Local Governance Act the Council meeting shall stand adjourned. 4.8 Decisions - Council - expressed - resolutions - by-laws The Corporation makes decisions and expresses itself by Council passing resolutions and enacting by-laws. No act or decision of Council is valid unless it is authorized or adopted by a by-law or resolution at a Regular or Special Council meeting. 4.9 Resolutions - by-laws - passed - enacted - majority vote Except as otherwise provided, resolutions and by- laws are passed and enacted by majority vote. 4.10 Motion to rescind 4.5 Reglements, suspension, alteration, le consentement des deux-tiers est exige Nonobstant toute autre disposition prevue au present arrete, en l'absence d'une obligation legislative, les reglements prevus au present arrete peuvent &re suspendus temporairement ou modifies pour une seule occasion moyennant le consentement d'au moins les deux-tiers du nombre total des membres du conseil communal. 4.6 Quorum - majorite des membres «Quorum» designe la majorite du nombre total de membres du conseil communal. 4.7 Quorum - absences, ajournement: exceptions Lorsque le nombre de membres presents a une reunion est insuffisant pour former le quorum, en vertu des dispositions de la Loi sur la Gouvernance Locale, la reunion du conseil dolt &re levee. 4.8 Decision du conseil, par voie de resolution, arrete municipal La Corporation prend les decisions et s'exprime au moyen de l'adoption de resolutions et de la promulgation des arretes municipaux. Aucun acte entrepris ni decision prise par le conseil nest valide A moins que l'acte ou la decision ne soit autorise ou adopte en vertu d'un arrete municipal ou d'une resolution au cours d'une reunion ordinaire ou extraordinaire du conseil. 4.9 Resolutions, arretes municipaux - adoptes, edictes, vote majoritaire Sauf dispositions contraires du present arrete, les resolutions et les arretes sont adoptes et edictes par vote majoritaire. 4.10 Proposition de revocation -11- A motion to rescind may be made to repeal or annul any by-law, policy, resolution or decision of Council provided that: a. the by-law, policy, resolution or decision has continuing force and effect; and b. the by-law, policy, resolution or decision was properly made in accordance with the requirements of the Local Governance Act. 4.10.1 Motion to rescind — with notice A motion to rescind requires a majority vote of Council provided that a notice of intention to rescind has been filed with the Clerk and that said notice: a. states the complete substance of the proposed motion; and b. has been included in the Council agenda kit; and c. has been provided to Members in advance of the Council meeting. 4.10.2 Motion to rescind — without notice A two-thirds vote of the entire membership of Council is required where notice of intention to rescind, made pursuant to subsection 4.10.1, has not been provided in advance of the meeting. 4.11 Reconsideration - any decision A motion to reconsider any action taken by the Common Council may be made only during the same meeting or at a recessed or adjourned session thereof. Such motion must be made by one of the prevailing side, but may be seconded by any member, takes precedence over all other motions, may be made at any time, requires a majority vote of the members present and it shall be debatable. Nothing herein shall be construed to prevent any Une proposition de revocation peut &re effectuee pour abroger ou annuler un arrete, une politique, une resolution ou une decision du conseil pourvu : a. que 1'arrete, la politique, la resolution ou la decision soft en vigueur; b. que 1'arrete, la politique, la resolution ou la decision ait ete effectue conformement aux exigences de la Loi sur la gouvernance locale. 4.10.1 Proposition de revocation — avec avis Une proposition de revocation exige un vote majoritaire du conseil pourvu qu'un avis d'intention de revoquer ait ete depose aupres du greffier et que ledit avis : a. enonce le contenu entier de la proposition presentee; b. ait ete inclus dans la trousse de l' ordre du jour du conseil; c. ait ete remis aux membres avant la reunion du conseil. 4.10.2 Proposition de revocation — sans avis Un vote des deux tiers du nombre total des membres du conseil est requis lorsqu'un avis d'intention de revoquer, donne conformement au paragraphe 4.10.1 n'a pas ete remis avant la reunion. 4.11 Reexamen - toute decision Une proposition visant le reexamen d'un acte entrepris par le conseil communal ne peut &re presentee que pendant ladite reunion ou au cours d'une seance suspendue ou reportee. Une telle proposition dolt &re presentee par un membre qui a vote avec le camp qui l'a emporte, mais peut &re appuyee par n'importe quel membre, a preseance sur toutes les autres propositions, peut &re presentee en tout temps, exige un vote majoritaire `RU] -12- member of the Common Council from making or remaking the same or any other motion at a subsequent meeting of the Common Council. 4.12 Adjournment - due to hour A regular or special meeting of Council shall adjourn no later than 10:00 p.m. and shall reconvene at such other day and time as Council by resolution may direct. 4.13 Meeting - extension- not beyond 11:00 p.m. Notwithstanding Section 4.12, Council may agree to an extension of a meeting beyond 10:00 p.m., but not beyond 11:00 p.m. if a majority of the members agree to do so. 4.14 Adjournment - meeting not extended If a Council meeting is still in session at 10:00 p.m. or if extended, at 11:00 p.m. the Clerk shall rise to notify Council and members of the public that the meeting is adjourned and of the date and time to which the meeting is adjourned. 4.15 Orders - authority- reserved - with Council No order or authority for the Corporation or any of its employees to do any matter or thing shall be recognized as emanating from a committee or Committee of the Whole, the authority of committees and Committee of the Whole being limited to the making of recommendations to Council, provided, notwithstanding anything in this By-law to the contrary, a committee shall have the authority to direct employees to report to it on any matter within that committee's jurisdiction as set forth in this By-law. des membres presents et fait 1'objet de deliberations. Aucune disposition du present arrete n'a pour effet d'empecher un membre du conseil communal de presenter ou de presenter de nouveau la meme proposition ou toute autre proposition au cours d'une reunion ulterieure du conseil communal. 4.12 Ajournement de la seance en raison de 1'heure tardive Une reunion ordinaire ou extraordinaire du conseil dolt &re levee jusqu' a 22 h au plus tard et dolt &re convoquee de nouveau au four et a l'heure precise's par le conseil par vole de resolution. 4.13 Prolongation de la reunion: jusqu' a 23 h an plus tard Nonobstant la section 4.12, le conseil peut convenir de prolonger la reunion jusqu' a 23 h au plus tard, plutot qu'a 22 h, lorsque la majorite des membres sont d'accord. 4.14 Ajournement de la reunion: non prolongee Lorsqu'une reunion du conseil est toujours en seance a 22 h ou lorsqu'elle est prolongee jusqu' a 23 h, le greffier/la greffiere dolt soulever le point, avisant les membres du conseil et le public que la reunion est levee et indiquer la date et 1'heure fixees pour la reprise de la seance. 4.15 Ordonnances, autorite, decisions en delibere an sein du conseil municipal Aucune ordonnance ou autorite visant 1'execution d'un acte, au nom de la Corporation et de ses employes, ne peut emaner d'un comite ou du Comite plenier,l'autorite investie aux comites et au Comite plenier etant limitee a la formulation de recommandations a 1'intention du conseil, pourvu que, nonobstant toute disposition contraire prevue au present arrete, le comite soft investi de 1'autorite de charger ses employes a lui faire un compte rendu relatif a toute question relevant de la competence de tel comite, tel que le precise le present arrete. `Pl%7 -13- 4.16 Recording- permitted- exception - closed meetings Council and Committee of the Whole meetings may be recorded by the Clerk or his/her designate as a means of assisting in the preparation of the minutes of that meeting. 4.17 Recording - broadcasting - permitted - conditions Council and Committee of the Whole meetings which are not closed to the public in accordance with the provision of this By-law may be taped, televised or otherwise electronically or mechanically recorded by a cable television company or by any other licensed telecommunications company provided that such taping, televising or recording is carried out in a manner which does not interfere with proceedings at the meeting. 4.18 Amendment - repeal- majority vote - required This By-law may be amended or repealed by a majority vote of the whole of Council. Meeting 5.1 First meeting — Local Governance Act - applicable The first meeting of Council after a regular election shall be held no later than the Fifteenth day in June following the Council's election. 5.2 First meeting - date - place - fixed by Clerk The first meeting of Council after a regular election shall be held at a time and place fixed by the Clerk. 5.3 Council business - Regular Meetings - Mondays Except for the first meeting in a term of Council or as otherwise provided regular meetings of Council 4.16 Enregistrement sonore, autorisation, exceptions, reunions privees Le greffier/la greffiere ou son representant peut enregistrer les reunions du conseil et du Comite plenier afin de faciliter la redaction du proces- verbal de ladite reunion. 4.17 Enregistrement sonore, diffusion, autorisation, conditions Les reunions publiques du conseil et du Comite plenier, conformement aux dispositions du present arrete, peuvent &re enregistrees, televisees ou autrement enregistrees electroniquement ou mecaniquement par une entreprise de cablodistribution ou par toute autre entreprise de telecommunications autorisee, pourvu que tel enregistrement ou diffusion soft effectue de maniere a ne pas entraver les deliberations de la reunion. 4.18 Modification, revocation, vote majoritaire - exigences Le present arrete peut &re modifie ou abroge par un vote majoritaire du Conseil plenier. Reunion 5.1 Premiere reunion, la Loi sur la Gouvernance Locale, applicabilite Le premiere reunion du conseil convoquee apres une election ordinaire dolt se tenir au plus tard le quinzieme jour de juin a la suite de l'election du conseil. 5.2 Premiere reunion, date, lieu, fixee par le greffier/la greffiere Le premiere reunion du conseil convoquee apres une election ordinaire dolt se tenir au lieu et a l'heure fixes par le greffier/la greffiere. 5.3 Activites du conseil, reunions ordinaires, lundi A l'exception de la premiere reunion du conseil ou sauf disposition contraire, les reunions ordinaires KIII7 -14- shall be held bi-weekly on Mondays for the purpose of transacting all business of Council, with the provision for a Council and/or Committee of the Whole meeting as required on the alternate Monday. Business which was originally scheduled for a regular Council meeting and is left unfinished or is to be reconsidered shall be scheduled for the next regular Council meeting. 5.4 Regular meeting - location Unless otherwise specifically set out in the notice for a meeting, all regularly scheduled meetings of Council, shall be held in the Council Chamber Lobby Level, 15 Market Square, City of Saint John. 5.5 Special meeting - other committee meeting - location Special or closed meetings of Council, Committee of the Whole and Budget Committee of the Whole and meetings of other committees created under this By-law shall be held at a place and time set out in the notice for the meeting. 5.6 Holiday - meeting - following day - not holiday If a regular meeting falls on a holiday, the meeting shall be at the same hour on the following day not being a holiday, unless otherwise determined by Council. 5.7 Public meeting- time- commencement Regular meetings referred to in Section 5.4 shall commence no earlier than 5:00 p.m. and no later than 7:00 p.m. as determined by the Clerk and set out in the notice for the meeting. 5.8 Public meeting - notice The Clerk must give public notice of the time and place of a Regular Council, Committee of the Whole, Budget Committee of the Whole meeting du conseil doivent se tenir a la quinzaine, le lundi, et ont pour but la conduite de l'ensemble des affaires du conseil, avec la provision pour un reunion ordinaire du conseil et/ou du comite plenier comme exige sur le lundi alternatif. Les points initialement a l'ordre du jour d'une reunion ordinaire du conseil qui ne sont pas regles ou qui doivent &re reconsideres doivent figurer a l'ordre du four de la prochaine reunion ordinaire du Conseil. 5.4 Reunion ordinaire - lieu Sauf indication contraire dans l'avis d'une reunion, toutes les reunions periodiques du conseil doivent se tenir dans la salle du conseil, au niveau du hall d'entree, au 15, Market Square, ville de Saint John. 5.5 Reunion extraordinaire, aut res reunions de comites, lieu Les reunions extraordinaires ou a huffs clos du conseil, du comite plenier ou du comite plenier sur les budgets et les reunions de differents comites formes en vertu du present arrete doivent se tenir au lieu et a l'heure fixes dans l'avis de la reunion. 5.6 Jour ferie: reunion le jour non ferie suivant Si une reunion ordinaire tombe un jour ferie, la reunion dolt se tenir a la meme heure le jour non ferie suivant, a moins d'indication contraire du conseil. 5.7 Reunion publique: heure, debut Les reunions ordinaires auxquelles it est fait reference a la section 5.4 doivent debuter au plus tot a 17 h et au plus tard a 19 h, comme le definit le greffier /la greffiere ou comme it est fixe dans l'avis de la reunion. 5.8 Reunion publique - avis Le greffier/la greffiere dolt dormer un avis public de 1'heure et du lieu d'une reunion ordinaire du conseil, du comite plenier ou du comite plenier sur NO -15- by notifying the local media and by posting notice of the meeting on The City of Saint John web site (www.saintjohn.ca) the Friday before the date of the regular meeting. 5.9 Public meeting - notice - cancellation - rescheduled The Clerk must give public notice of a cancelled or rescheduled meeting or of the change of time or location by notifying the local media and posting notice to the public on The City of Saint John web site (www.saintjohn.ca) at least 24 hours before the date and time on which the Regular Council, Committee of the Whole, Budget Committee of the Whole meeting was to have been held. 5.10 Additional - subsequent meeting - majority vote Council by a majority vote of members present at a regular meeting of Council may determine that a subsequent meeting is to be held on a day or at a time different from that specified in Sections 5.3, 5.6 and 5.7. 5.11 Audience - Council meeting - restrictions Members of the public who constitute the audience in the Council Chamber during a Council meeting: a) may not address Council without permission of the Council, b) shall maintain order and quiet, c) shall not interrupt or interfere with the proceedings, d) shall not display signs or placards. 5.12 Public member - expulsion - improper conduct Any person making personal, impertinent, or slanderous remarks or who shall become boisterous while in the Council Chamber or addressing the Common Council and refuses to apologize or withdraw his/her remarks when so directed by the Presiding Officer, or willfully les budgets en avisant les m6dias locaux et en affichant un avis de la r6union sur le site Web de The City of Saint John (www.saintjohn.ca) le vendredi pr6c6dant la date de la r6union ordinaire. 5.9 116union publique, avis, annulation, changement de date Le greffier/la greffi&e dolt donner un avis public qu'une r6union est annul6e ou report6e, ou que 1'heure ou le lieu de la r6union est modifi6, en avisant les m6dias locaux et en affichant un avis destin6 au public sur le site Web de The City of Saint John (www.saintjohn.ca) au moins 24 heures avant la date et 1'heure auxquelles la r6union ordinaire du conseil, du comit6 pl6nier ou du comit6 pl6nier sur les budgets devait se tenir. 5.10 Suppl6mentaire, r6union subs6quente, vote majoritaire Le conseil, par vote majoritaire des membres pr6sents a une r6union ordinaire du conseil, peut d6cider de tenir une r6union subs6quente a une date ou a une heure diff6rente de ce qui est indiqu6 aux sections 5.3, 5.6 et 5.7. 5.11 Assistance, r6union du conseil, restrictions Les membres du public qui component 1'assistance dans la salle du conseil durant une r6union du conseil: a) ne peuvent s'adresser au conseil sans la permission de celui-ci; b) doivent maintenir l'ordre et le silence; c) ne doivent pas interrompre ou gener les d6lib6rations; d) ne doivent pas exhiber de panneaux ou d'affiches. 5.12 Membre de 1'assistance, expulsion, conduite inappropri6e Toute personne faisant des remarques personnelles, impertinentes ou diffamatoires, ou qui devient turbulente alors qu'elle se trouve dans la salle du conseil ou qu'elle s'adresse au conseil communal et qu'elle refuse de s'excuser ou de retirer ses remarques lorsque le pr&sident/pr&sidente du KIN -16- obstructs the conduct of business, and refuses to desist when called upon to do so by the Presiding Officer, may be ordered by the Presiding Officer to leave the Common Council Chamber for that meeting, and, if he/she refuses to do so, he/she may, on the order of the Presiding Officer, be removed from that meeting. If necessary, the Presiding Officer shall seek the appropriate assistance from the Sergeant -at -Arms or any member of the Saint John Police Force. He/she, or they, shall carry out all orders and instructions given by the Presiding Officer for the purposes of maintaining order and decorum at the Common Council meeting. 5.13 Regular Meeting — cancellation Except for the first meeting of Council as specified in subsection 5.1, a regular meeting may be cancelled: a) by resolution adopted by a majority of Members, at a regular meeting; or b) upon the Written Consent of a majority of the Members if twenty-four hours' notice of cancellation is subsequently provided by the Clerk to each Member in accordance with the provisions of paragraphs 6.3(a), (b), (c), and also to the public in accordance with the provisions of subsection 5.9; or c) where notice is not provided in accordance with the provisions of subparagraph b., upon the Written Consent of two-thirds of the Members if notice of cancellation is subsequently provided by the Clerk to each member in accordance with the provisions of paragraphs 6.3(a), (b), (c); and the Clerk endeavors to post notice of cancellation on the City' s web site. Special Meeting 6.1 Summoned - by Mayor- at any time conseil le lui ordonne, ou qui intentionnellement entrave le d6roulement des affaires et qui refuse de se d6sister lorsque le pr6sident/la pr6sidente du conseil le lui demande, peut se faire demander, par le pr6sident/la pr6sidente du conseil, de quitter la salle du conseil communal pour cette reunion, et si elle refuse, elle peut &re renvoy6e de la reunion sur l'ordre du pr6sident/pr6sidente du conseil. Au besoin, le pr6sident/la pr6sidente du conseil dolt obtenir l'aide appropri6e du sergent d'armes ou d'un membre du corps de police de Saint John. Ce ou ces derniers doivent ex6cuter les ordres et directives donn6s par le pr6sident/la pr6sidente du conseil afin de maintenir l'ordre et le decorum de la reunion du conseil communal. 5.13 Reunion ordinaire: annulation A 1'exception de la premiere reunion du conseil conform6ment au paragraphe 5.1, une reunion ordinaire peut &re annul6e: a) par resolution adoptee par la majority des membres, lors d'une reunion ordinaire; ou b) avec le consentement 6crit de la majority des membres, si un avis d' annulation d' au moins vingt-quatre heures est subs6quemment donn6 a chaque membre par le greffier/la greffiere, conform6ment aux dispositions des alin6as 6.3 a), b), c), ainsi qu'au public conform6ment aux dispositions du paragraphe 5.9; ou c) lorsqu'un avis n'est pas donne conform6ment aux dispositions du sous- alin6a b., avec le consentement 6crit des deux tiers des membres, si un avis d'annulation est subs6quemment donne a chaque membre par le greffier/la greffiere, conform6ment aux dispositions des alin6as 6.3 a), b), c; et que le greffier/la greffiere tente d' afficher l' avis d' annulation sur le site Web de The City. 116union Extraordinaire 6.1 Convoquee par le maire, en tout temps N9191 -17- The Mayor may, at any time, through the City Clerk summon a special meeting of Council. 6.2 Summoned - by Clerk - petition of Council The Clerk, upon receipt of the petition of any three members, shall summon a special meeting for the purpose and at the time specified in the petition. 6.3 Notice - 24 hours in advance - requirements Except as provided in Sections 6.4 and 6.5, the Clerk must give at least 24 hours notice in writing, signed by the Mayor or members responsible for calling the special meeting, stating the date and hour of the meeting and the purpose for which the meeting was called, to each member, either: a) by leaving a copy of the notice with the member; or b) by leaving a copy of the notice at the place of residence or business of the member; or c) by emailing a copy to the member's City email address. 6.4 Emergency - prior notice - not required The notice requirement in Section 6.3 shall not apply to a special meeting summoned to deal with an emergency. 6.5 Emergency - notice - method - location For an emergency meeting the Clerk shall use his/her best efforts to give notice of the emergency meeting and the purpose or purposes of the meeting to each member, either by email, verbally or in writing, and notice shall be given as far in advance of the meeting as practicable. An emergency meeting may be conducted in person or from remote locations by use of telephone conference call. Le maire peut, en tout temps, par l'interm6diaire du grefber/greffi&e, convoquer une r6union extraordinaire du conseil. 6.2 Convoqu6e par le greffier/la greffiere, p6tition pr6sent6e par le conseil Le grefber/la grefbere peut, Sur r6ception d'une p6tition signee par trois membres du conseil, convoquer une r6union extraordinaire dont le but et Pheure sont pr6cises dans la p6tition. 6.3 Avis, 24 heures a 1'avance, exigences Sous r6serve des sections 6.4 et 6.5, le grefber/la greffi&e dolt dormer un avis 6crit d'au moins 24 heures, sign6 par le maire ou les membres du conseil responsables d'avoir convoqu6 la r6union extraordinaire, indiquant la date et Pheure de la r6union et l'objectif vis6 par cette r6union, et ce, a chaque membre du conseil, soft: a) en laissant une copie de Pavis au membre; Solt b) en laissant une copie de Pavis au lieu de residence ou d'affaires du membre. c) En envoyant une copie a Paddresse de courier 6lectronique de la ville du membre. 6.4 Urgence, avis pr6alable, aucune exigence L'obligation de dormer un avis qui est stipul6e a la section 6.3 ne s'applique pas dans le cadre d'une r6union extraordinaire convoquee pour faire face a une urgence. 6.5 Urgence, avis, moyen, lieu Dans le cadre d'une r6union d'urgence, le greffier/la greffiere dolt faire tout son possible pour aviser chaque membre du conseil de la tenue d'une r6union d'urgence et de l'objectif ou des objectify vises par la r6union, verbalement ou par 6crit ou par courielle 6lectronique, et Pavis dolt &re donn6 a Pavance, dans un d6lai r6alisable. Une r6union d'urgence peut &re conduite en personne ou a partir d'emplacements 6loign6s, en ayant recours a une conference t6l6phonique. Well 6.6 Business - stated - in notice - other - prohibited No business other than that stated in the notice shall be considered at the special meeting. Council may determine with the unanimous consent of the members present to suspend this provision. 6.7 Special meeting - notice - public The Clerk must give public notice of the time and place of a special meeting by notifying the local media and by posting notice of the meeting to the public on The City of Saint John web site (www.saintjohn.ca) 24 hours before the date and hour of the meeting. 6.8 Special Meeting — cancellation 1. A special meeting summoned pursuant to the provisions of subsection 6.1, may be cancelled: a) by the Mayor through the Clerk if notice of cancellation is subsequently provided by the Clerk to each Member in accordance with the provisions of subsection 6.3, and also to the public in accordance with the provisions of subsection 6.7; or b) where notice is not provided in accordance with the provisions of subparagraph a., by the Mayor through the Clerk upon the Written Consent of two-thirds of the Members if notice of cancellation is subsequently provided by the Clerk to each Member in accordance with the provisions of paragraphs 6.3(a), (b), (c); and the Clerk endeavours to post notice of cancellation on the City' s web site. 2. A special meeting, summoned pursuant to the provisions of subsection 6.2, may be cancelled: a) upon the Written Consent of the petitioning Members if notice of cancellation is subsequently provided by the Clerk to each Member in accordance with the provisions of subsection 6.3, and also to the public in accordance with the provisions of subsection 6.7; or 6.6 Activit6s, precis6es, dans I' avis, autre, interdictions Aucune affaire autre que Celle qui est mentionn6e dans l'avis ne doit &re consideree lors de la r6union extraordinaire. Le conseil peut d6cider, avec le consentement unanime des membres pr6sents, de suspendre cette disposition. 6.7 116union extraordinaire, avis, public Le greffier/la greffi&e dolt dormer un avis public de l'heure et du lieu d'une r6union extraordinaire en avisant les m6dias locaux et en affichant un avis de la r6union, destin6 au public, sur le site Web de The City of Saint John (www.saintjohn.ca) 24 heures avant la date et l'heure de la tenue de la r6union. 6.8 116union extraordinaire: annulation 1. Une r6union extraordinaire, convoqu6e en vertu des dispositions du paragraphe 6.1, peut &re annul6e: a) Par le maire par 1'entremise du greffier/de la greffiere, conform6ment aux dispositions du paragraphe 6.3, ainsi qu' au public conform6ment aux dispositions du paragraphe 6.7; ou b) lorsqu'un avis n'est pas donne conform6ment aux dispositions du sous- alin6a a., par le maire par 1'entremise du greffier/de la greffiere, avec le consentement 6crit des deux tiers des membres, si un avis d'annulation est subs6quemment donn6 a chaque membre par le greffier/la greffiere, conform6ment aux dispositions des alin6as 6.3a), b), c); et que le greffier/la greffiere tente d'afficher 1'avis d'annulation sur le site Web de The City. 2. Une r6union extraordinaire, convoqu6e conform6ment aux dispositions du paragraphe 6.2, peut &re annul6e: a) avec le consentement 6crit des membres requ6rants, si un avis d'annulation est subs6quemment donn6 a chaque membre -19- b) where notice is not provided in accordance with the provisions of subparagraph a., upon the Written Consent of two-thirds of the Members if notice of cancellation is subsequently provided by the Clerk to each Member in accordance with the provisions of paragraph 6.3(a), (b), (c); and the Clerk endeavors to post notice of cancellation on the City' s web site. Council Meetings 7.1 Council Meetings -Types There shall be the following types of Council Meetings: Regular, Special, Emergency and Legal. 7.2 Open to public - exception Unless a meeting or portion thereof is closed to the public in accordance with the terms of applicable Provincial legislation, a member of the public may be excluded or removed from a Council meeting only for misconduct. 7.3 Closed - shall be - reasons A meeting shall not be closed to the public unless and until the Council has adopted a resolution to that effect, which resolution must also state the basis under the Local Governance Act for doing so. 7.4 Closed - compliance - statutory requirements Council proceedings and the record to be kept thereof are subject to the provisions of the Local Governance Act, including those dealing with the obligations of members of Council to vote when present; the circumstances in which the public may be excluded from a meeting; the scope of decisions which may be made at a meeting closed to the public, as well as the record which must be kept of such a meeting and its availability to the public. For par le greffier/la greffiere, conformement aux dispositions du paragraphe 6.3, ainsi qu' au public conformement aux dispositions du paragraphe 6.7; ou b) lorsqu'un avis n'est pas donne conformement aux dispositions du sous- alinea a., avec le consentement ecrit des deux tiers des membres, si un avis d'annulation est subsequemment donne a chaque membre par le greffier/la greffiere, conformement aux dispositions des alineas 6.3a), b), c); et que le greffier/la greffiere tente d' afficher I'avis d' annulation sur le site Web de The City. Reunions du Conseil 7.1 Reunions du conseil- types II existe les types de reunions du conseil suivants: ordinaire, extraordinaire, d'urgence et juridique. 7.2 Ouvertes an public, exception A moins qu'une reunion ne soit a huffs clos ou que le public ne soit pas admis a une partie de celle-ci conformement aux dispositions des Lois provinciales applicables, un membre du public ne peut &re exclu ou renvoye de la reunion du conseil que pour mauvaise conduite. 7.3 Fermees an public, justification Une reunion ne doit pas &re fermee au public a moins et jusqu' a ce que le conseil adopte une resolution a cet effet, laquelle dolt egalement preciser les raasons de I'adoption de la resolution en vertu de la Loi sur la Gouvernance Locale. 7.4 Fermees an public, conformite, exigences legislatives Les deliberations du conseil et le dossier correspondant devant &re term sont assujettis aux dispositions de la Loi sur les municipalites, y compris les deliberations qui traitent de l'obligation, de la part des membres du conseil, de voter lorsqu'ils sont presents; les circonstances selon lesquelles le public n'est pas admis a une reunion; la portee des decisions qui peuvent &re prises fors d'une reunion privee, ainsi que le dossier KIN -20- ease of reference excerpts of the Local Governance Act are appended to, but do not from part of this by- law. 7.5 Electronic Participation 1. Requirements: Provided the conditions set out in section 69 of the Local Governance Act are met, a Member may participate in a special or emergency meeting, or a Committee of the Whole meeting closed to the public, by means of a telephone conference call or video conference. 2. Grievance Hearing: A hearing under the Working Agreement between the City of Saint John and The Canadian Union of Public Employees Local 418 (Outside Workers) - Article 12 — Grievance Resolution Process — Internal shall not be held with Members participating electronically by telephone conference call or video conference. 3. Call in Time: The Clerk shall schedule a telephone conference call or video conference, to begin 15 minutes before the start of each meeting. 4. Form of Electronic Meeting Notice: a) Subject to paragraph (b), notice of a meeting shall include the time and location of the meeting and the phone numbers and any access code needed to connect to the telephone conference call or video conference. b) There shall be no requirement to identify the location of the meeting in the notice required in paragraph (a) if each Member qui dolt &re term d'une telle reunion et sa disponibilite pour le public. Par souci de commodite, des extraits de la Loi sur la Gouvernance Locale sont joints au present arrete mais n'en font pas partie. 7.5 Participation par voie electronique 1. Exigences: Lorsque les conditions etablies a 1' article 69 de la Loi sur la gouvernance locale sont remplies, un membre peut participer a une reunion ordinaire, une reunion extraordinaire ou a une reunion d'urgence, ou a une reunion du comite plenier a huffs clos, par conference telephonique ou par videoconference. 2. Audiences de griefs: Une audience tenue en vertu de 1'entente de travail entre The City of Saint John et le Syndicat canadien de la fonction publique section locale 18 (cols bleus) article 12 Processus de reglement des griefs n'a pas lieu en presence de membres participant par vole electronique par conference telephonique ou par videoconference. 3. Heure pour joindre la conference telephonique: Le greffier/la greffiere planifie que la conference telephonique ou la videoconference commencera 15 minutes avant le debut de chaque reunion. 4. Forme de 1'avis de reunion electronique: a) Sous reserve de 1'alinea b),1'avis d'une reunion inclut 1'heure et 1'endroit ou se tiendra la reunion ainsi que les numeros de telephone et les codes d'acces requis pour se connecter a une conference telephonique ou a une videoconference. b) Si chaque membre a avise le greffier/la greffiere de son intention de participer a la reunion par vole electronique, it KIYA -21 - has advised the Clerk of his or her intention to participate electronically in the meeting. 5. Meeting room equipment: Except where each Member has advised the Clerk in writing of his or her intention to participate electronically in the meeting, a) The City shall provide the required equipment at each meeting, which the Clerk shall connect to the telephone conference call or video conference at least 5 minutes prior to the start of the meeting. b) Members participating electronically from outside the City are responsible to provide their own equipment to connect to the telephone conference call or video conference. 6. Location of the Presiding Officer: The Presiding Officer of the meeting may be physically present in the meeting room. 7. Location of the Mayor: If the Mayor is out of the City, he or she shall not participate as Presiding Officer but may participate as a Member and vote. 8. Joining the telephone conference call or video conference late: A Member is not permitted to participate electronically in a meeting if that Member does not join the meeting within 15 minutes of its scheduled starting time. n'existe pas d'obligation d'identifier 1'endroit ou se tiendra la reunion, tel qu' exige a l' alinea a). 5. Equipement de la salle de reunion: Sauf lorsque chaque membre a informe par ecrit le greffier/la greffiere de son intention de participer a la reunion par vole electronique, a) fors de chaque reunion, la municipalite fournit 1'equipement requis que le greffier/la greffiere branchera a la conference telephonique ou a la videoconference au moins 5 minutes avant le debut de la reunion. b) les membres qui participent par vole electronique et qui sont a 1'exterieur de la ville sont responsables de fournir leur propre equipement pour pouvoir se connecter a la conference telephonique ou a la videoconference. 6. Emplacement physique du president/de la presidente du conseil: Le president/la presidente de la reunion du conseil peut &re physiquement present dans la salle de reunion. 7. Emplacement physique du maire ou de la mairesse: Si le maire ou la mairesse est a 1'exterieur de la ville, it/elle ne participera pas en tant que president/presidente du conseil, mais pourra participer en tant que membre et pourra voter. 8. Se joindre a la conference telephonique ou A la videoconference en retard: Un membre n'a pas le droit de participer a une reunion par vole electronique si ce membre ne se joint pas a la reunion dans les 15 minutes suivant 1'heure prevue du debut de la reunion. W91-13 -22- 9. Arrival announcements: Members who participate electronically in the meeting shall announce themselves at the first opportunity after joining the telephone conference call or video conference, but may not interrupt a speaker for the purpose of doing so. 10. Departure announcements: Members who leave the telephone conference call, the video conference or the meeting room prior to adjournment shall announce their departure, but may not interrupt a speaker for the purpose of doing so. 11. Quorum calls: The Presiding Officer shall establish the presence of quorum by roll call at the beginning of the meeting and on demand of any Member. Such a demand may be made following the departure of any Member or following the taking of any vote for which the announced totals add to less than a quorum. 12. Obtaining the floor: To seek recognition by the Presiding Officer, a Member shall address the Presiding Officer and state his or her own name. 13. Voting methods: All votes shall be taken by roll call. 14. Technical Malfunctions and Requirements: Each Member is responsible for his or her connection to the telephone conference call or video conference; no action shall be invalidated on the grounds that the loss of, or poor quality of, a 9. Annonce d' arrivee: Les membres qui participent a la reunion par vole electronique doivent signifier leur presence a la premiere occasion apres qu'ils se sont joints a la conference telephonique ou a la videoconference, mais ne peuvent le faire en interrompant un intervenant. 10. Annonce de depart: Les membres qui quittent la conference telephonique, la videoconference ou la salle de reunion avant 1' aj ournement annoncent leur depart, mais ne peuvent le faire en interrompant un intervenant. 11. Verification du quorum: Le president/la presidente du conseil procede a la verification du quorum par appel nominal au debut de la reunion et a la demande d'un membre. Une telle demande peut &re effectuee a la suite du depart d'un membre ou a la suite de la tenue d'un vote ou le total des votes est inferieur au quorum. 12. Obtenir la parole: Afin d'etre reconnu par le president/la presidente du conseil, un membre s'adresse au president/a la presidente du conseil et donne son nom. 13. Modes de scrutin: Tous les votes sont pris par appel nominal. 14. Defaillances techniques et exigences: Chaque membre est responsable de son branchement a la conference telephonique ou a la videoconference; aucune action ne devrait &re annulee sous pretexte que la perte de branchement W916.1 - 23 - Member's individual connection prevented him or her from participating in the meeting. 15. Link interruptions: If there is an interruption in the communications' link to a Member who is participating electronically, the Presiding Officer may: (a) decide on a short recess until it is determined whether or not the link can be re-established; or (b) continue the meeting and treat the interruption in the same manner as if a Member who is physically present leaves the meeting room. 16. Forced disconnections: The Presiding Officer may direct a Member to disconnect or mute their connection to the telephone conference call if it is causing undue interference with the telephone conference call or video conference. The Presiding Officer's decision to do so, which is subject to an undebatable appeal that can be made by any Member, shall be announced and recorded in the minutes. Quorum 8.1 Quorum - present - meeting- call to order When there are sufficient members present to constitute a quorum at the time set for the commencement of the meeting or as soon thereafter as the quorum is present, the Mayor, or if the Clerk has been advised that the Mayor will be absent or late, the Deputy Mayor, shall take the chair and call the meeting to order. 8.2 Mayor absent - Deputy Mayor - call to order - presiding In the event the Mayor does not attend within ten minutes after the time appointed, the Deputy ou la mauvaise qualit6 du branchement d'un membre 1' a empech6 de participer a la reunion. 15. Interruption de la vole de communication: Advenant le cas ou it y aurait une interruption de la vole de communication avec un membre qui participe par vole 6lectronique, le pr6sident/la pr6sidente du conseil peut: a) d6cider de prendre une courte pause jusqu'a ce qu'on determine si la communication pourra &re r6tablie; ou b) continuer la reunion et traiter l'interruption de la communication comme une situation ou un membre qui est physiquement present quitte la salle de reunion. 17. D6branchement forc6: Le pr6sident/la pr6sidente du conseil peut demander a un membre d'interrompre le branchement si le branchement cause une perturbation excessive avec la conference t6l6phonique ou la vid6oconf6rence. La decision du pr6sident/de la pr6sidente du conseil d' agir ainsi, suj ette a un appel qui ne peut &re discut6 et qui peut &re fait par tout membre, dolt &re annonc6e et inscrite au proc6s-verbal Quorum 8.1 Quorum, pr6sences, reunion, ouverture Lorsqu'un nombre suffisant de membres sont pr6sents pour constituer le quorum au moment fix6 pour le debut de la reunion ou aussit6t apr&s qu'un quorum est form6, le maire ou, lorsque le greffier/la greffi&e est avis6 que le maire sera absent ou en retard, le maire suppl6ant, assume la pr6sidence et proc6de a l'ouverture de la reunion. 8.2 Absence du maire, maire suppl6ant, ouverture, pr6sidence Dans le cas ou le maire ne se pr6sente pas a la reunion dans un d6lai de dix minutes suivant Meure PA to] -24- Mayor shall assume the chair, call the members to order, and if a quorum is present preside during the meeting or until the arrival of the Mayor. 8.3 Mayor - Deputy Mayor - absent - procedure In the absence of the Mayor and Deputy Mayor, if a quorum is present within ten minutes after the appointed time, the Clerk shall call the meeting to order and a Presiding Officer shall be chosen from the members present, who shall preside during the meeting or until the arrival of the Mayor or Deputy Mayor. 8.4 Quorum - not present- in 30 minutes - adjournment If there is no quorum within thirty minutes after the time appointed for the meeting, the Clerk shall record the names of all members present at that time and the meeting shall be deemed to be adjourned until the next regular meeting, unless a special meeting is called for that purpose in the meantime. 8.5 Adjournment - agenda - consideration - subsequent If Council is unable to meet for want of a quorum the agenda delivered for that Council or Committee meeting shall be considered at the next Council or Committee meeting prior to consideration of the agenda for the subsequent meeting or it shall be the agenda for a special meeting called for that purpose. Agenda 9.1 Agenda - Order of business The normal order of business for regular and special meetings of Council shall be as set forth in the agenda prepared by the Clerk. precisee, le maire suppleant dolt assumer la presidence, rappeler les membres a Fordre et, lorsqu'un quorum est forme, presider la reunion ou presider jusqu'a Farrivee du maire. 8.3 Maire, maire suppleant, absence, procedure En Fabsence du maire et du maire suppleant, lorsqu'un quorum est forme a l'interieur d'une duree de dix minutes suivant Fheure fixee, le greffier/la greffiere dolt ouvrir la reunion et un president/presidente du conseil est choisi parmi les membres presents afin de presider la reunion ou de presider jusqu'a Farrivee du maire ou du maire Suppleant. 8.4 Quorum, absences, suspension en 30 minutes, ajournement Si le quorum nest pas forme a l'interieur de trente minutes suivant Fheure fixee pour la tenue de la reunion, le greffier/la greffiere dolt inscrire les noms de tous les membres presents a ce moment et la reunion est presumee suspendue jusqu' a la prochaine reunion ordinaire, a moins qu'une reunion extraordinaire ne soit convoquee a ces fins entre-temps. 8.5 Ajournement, ordre du jour, examen, subsequent Lorsque le quorum nest pas atteint et que le conseil est done incapable de se reunir, l' ordre du jour etabli pour ladite reunion du conseil ou d'un comite dolt etre examine a la prochaine reunion du conseil ou du comite, avant que soft examine Fordre du four de la reunion subsequente, ou ledit ordre du jour dolt etre examine au cours d'une reunion extraordinaire convoquee a ces fins. Ordre du Jour 9.1 Ordre du jour, points L'ordre habituel des deliberations de reunions ordinaires et extraordinaires du conseil dolt correspondre a Fordre du four redige par le grefber/ la greffiere. 211 - 25 - 9.2 Agenda - Order of business - alteration A member may, during a Council meeting, request that items on the agenda be rearranged in order to conduct the business before Council more expeditiously. 9.3 Consent agenda - consideration of recommendations The consent agenda items of business are considered to be routine and do not require debate or discussion. The items listed will be disposed of with one unanimous motion. Items on the agenda for regular meetings of Council including correspondence from citizens, groups and organizations and reports containing recommendations from the Clerk, from the Committee of the Whole, from other Committees, or from the City Manager or other Council Appointees may be adopted in a single motion of Council, but any of these items will be transferred to the regular agenda for consideration and debate upon the request of any member at the time of adopting the consent agenda. 9.4 Headings - order - prepared by Clerk Promptly at the hour set by this by-law on the day of each regular meeting, the Councillors, the City Clerk, City Manager, General Counsel and Mayor shall take their regular seats in the Council Chamber, and the business of the Common Council shall be taken up for consideration and disposition. The Clerk shall prepare for the use of members at all Regular meetings of Council, other than Committee of the Whole, an agenda under the following headings: I. call to order 2. approval of the minutes of previous meeting(s) of Council 3. adoption of agenda 4. disclosures of conflict of interest 5. adoption of consent agenda 9.2 Ordre du jour, points, modification Un membre peut, au cours d'une reunion du conseil, demander la modification de I'ordre des points inscrits a I'ordre du jour afin de traiter plus expeditivement les travaux presentes devant le conseil. 9.3 Questions soumises a I' approbation du conseil, etude des recommandations Les questions soumises a I'approbation du conseil sont censees &re de nature courante et ne requierent aucun debat ni discussion. Les points inscrits seront traites au moyen d'une proposition unanime. Les points a I'ordre du four des reunions ordinaires du conseil, y compris la correspondance revue des citoyens, des groupes et des organismes ainsi que les rapports formulant des recommandations, presentes par le greffier/la greffiere, le Comite plenier, les autres comites et le directeur general ou autre titulaire, peuvent &re adoptes par une seule proposition du conseil, mais ces points seront pones a I'ordre du jour habituel aux fins d'examen et de debat sur demande deposee par tout membre au moment de I'adoption de ladite question d'approbation. 9.4 Titres, point, redige par le greffier/la greffiere A I'heure exacte precisee par le present arrete, le jour de chaque reunion ordinaire, les conseillers, le greffier /la greffiere, le directeur general, I'avocat general et le maire prennent leur siege habituel dans la salle du conseil et les travaux du conseil communal sont examines et regles. Le greffier/la greffiere dolt rediger, a I'intention des membres presents a toutes les reunions ordinaires du conseil, autres que les reunions du Comite plenier, I'ordre du four selon les titres suivants: I . ouverture de la reunion; 2. approbation du proces-verbal de la derniere reunion du conseil; 3. adoption de l'ordre du four; 4. divulgation de conflics d'interets; PAN -26- 6. members comments 7. proclamations 8. delegations/presentations 9. public hearing(s) 10. consideration of by-laws 11. submissions by Council members 12. business matters - Municipal Officers 13. committee reports 14. consideration of issues separated from consent agenda 15. general correspondence 16. supplemental agenda 17. committee of the whole 18. adjournment 9.5 Submissions - listed - public matters The Clerk shall have prepared for the use of the members at all Regular Council meetings an agenda and Council kit, in electronic or printed format, which shall include all items in respect of the agenda matters. 9.6 Delivery - to Members - prior to meeting The Clerk shall use best efforts to ensure that copies of the agenda and Council kit for regular meetings of Council are delivered in printed format and/or distributed electronically to each Member so that they are received in each case by 4:30 p.m. on the Thursday immediately preceding the Regular meeting. 9.6.1 In the event that the Clerk determines that correspondence and any associated material, addressed to Common Council and delivered to the City Clerk's office, should be distributed to Members in advance of the distribution of the Council kit, then in such case no Member shall 5. adoption des questions soumises a l'approbation du conseil; 6. commentaires presentes par les membres; 7. proclamations; 8. delegations et presentations; 9. audiences publiques; 10. etude des arretes municipaux; 11. presentations par les membres du conseil; 12. affaires municipales evoquees par les fonctionnaires municipaux; 13. rapports presentes par les comites; 14. etude des sujets ecartes des questions soumises a l'approbation du conseil; 15. correspondance generale; 16. ordre du four supplementaire 17. comite plenier 18. ajournement 9.5 Dep6t de documents, inscription, affaires publiques Le greffier/la greffiere dolt preparer pour les membres presents, l'ordre du jour de chaque reunion ordinaire du conseil ainsi qu'une trousse de documents sous forme electronique ou imprimee, qui dolt inclure tous les elements relatifs aux points inscrits a l'ordre du four. 9.6 Distribution aux membres avant la reunion Le greffier ou la greffiere dolt faire tout ce qui est en son pouvoir pour s'assurer que les copies de l'ordre du jour et la trousse de documents relatifs aux reunions ordinaires du conseil sont distribuees sous forme imprimee et/ou electronique de maniere A ce que chaque membre les reroive avant 16 h 30 le jeudi precedant la reunion ordinaire. 9.6.1 Dans 1'eventualite ou le greffier ou la greffiere estime que cela correspondance et tout materiel connexe adresses au conseil communal et livres au bureau du greffier devraient &re distribues aux membres avant la distribution de la trousse de documents relative aux reunions du conseil, aucun -27- disclose the existence, the substance, or provide a copy of such correspondence and/or material prior to the Council kit in which it/they will be included, being available to the public pursuant to subsection 9.8. 9.7 Made available- to officers- staff The Clerk shall use best efforts to ensure that electronic copies of the agenda and Council kit for regular meetings of Council are made available to all Corporation officers and staff who are to receive copies thereof as determined by the City Manager on the Thursday immediately preceding the meeting. 9.8 Made available- public The Clerk shall use best efforts to ensure that copies of the agenda and Council kit for regular meetings of Council are made available to the general public at the office of the Clerk and on the website of The City of Saint John by 4:30 p.m. on the Friday immediately preceding the regular meeting. 9.9 Submissions — to Clerk — deadline All submissions for inclusion on the agenda for regular meetings of Council shall be submitted to the Clerk no later than 4:00 p.m. on the Wednesday immediately prior to the day on which the agenda is to be distributed pursuant to Sections 9.6 and 9.7. 9.10 Submissions — to Clerk — past deadline a) Where the Clerk receives a submission for inclusion on the agenda past the deadlines stipulated in section 9.9 and such submission is deemed by the City Manager to be a matter requiring Council's immediate consideration at membre ne divulgue 1'existence, le contenu ni ne fournit une copie de ladite correspondance ou du mat6riel connexe avant que la trousse de documents relative aux r6unions du conseil dans laquelle ils seront inclus ne soit mise a la disposition du public conform6ment au paragraphe 9.8. 9.7 Mis a la disposition des dirigeants et des employ6s Le greffier ou la greffi&e dolt, le jeudi pr6c6dant la r6union, faire tout ce qui est en son pouvoir pour s'assurer que l'ordre du jour et la trousse de documents relatifs aux r6unions ordinaires du conseil, sont transmis sous forme 6lectronique a tous les dirigeants et employ6s de la Corporation qui doivent les avoir rerus, comme l'indique le directeur g6n6ral. 9.8 Disponibilit6 de l'ordre du jour, grand public Le greffier ou la greffiere dolt faire tout ce qui est en son pouvoir pour s' assurer que l'ordre du j our et la trousse de documents relatifs aux r6unions ordinaires du conseil sont mis a la disposition du grand public au bureau du greffier ou de la gref &e et sur le site Web de The City of Saint John avant 16h30 le vendredi pr6c6dent la r6union ordinaire. 9.9 Propositions an greffier on a la greffiere, date limite Toute proposition devant &re inscrite a l'ordre du jour des r6unions ordinaires du conseil dolt &re remise au greffier ou a la greffiere avant 16 h le mercredi pr6c6dant la date a laquelle l' ordre du j our dolt &re distribu6 en vertu des paragraphes 9.6 et 9.7. 9.10 Propositions an greffier on a la greffiere, apres la date limite a) Lorsque le greffier ou la greffiere recoit une proposition devant &re inscrite a l'ordre du j our a une date ult6rieure a celles indiqu6es a I'article 9. 9 et que le Directeur General est PAEI its next regular meeting, then the Clerk shall deliver copies of the submission to each member as soon as possible and present it to the Council at the beginning of the regular meeting and Council may vote to include the submission on the agenda. b) Where Council votes to include a late submission on the agenda at the regular meeting, the Clerk shall add the late submission as an item under the "16. supplemental agenda" heading on the agenda. 9.11 Special Meeting — preparation — requirements For special meetings, the agenda shall be prepared as the Mayor, or in the case of a petition, the Clerk, may direct. 9.12 Not delivered — on schedule — meeting valid Failure by the Clerk to meet any deadline set out herein shall not invalidate the Council meeting or any proceedings thereat. 9.13 Member Comments — Limitation During the "Members Comments" order of business on the agenda, each member may, one time only and for a maximum of 2 minutes, speak to make community announcements, congratulatory remarks or acknowledgments, but he shall not raise business matters. 9.14 Statutory Public Hearing — meeting A public hearing required under the Community Planning Act will be scheduled at a regular or special meeting of Council. d'avis que ladite proposition requiert I'attention imm6diate du Conseil a sa prochaine reunion ordinaire, le greffier ou la greffi&e d6livra des que possible une copie de ladite proposition a chaque membre et la pr6sentera au Conseil au d6but de la reunion ordinaire et le Conseil peut voter pour aj outer ladite proposition a I'agenda. b) Si, a la reunion ordinaire, le Conseil vote en faveur d'aj outer a l' ordre du j our une proposition soumise apr&s la date limite, le greffier ou la greffiere ajoutera ladite proposition sous 1' entete « 16. Ordre du j our suppl6mentaire » a l' ordre du j our. 9.11 116union extraordinaire, preparation, exigences L'ordre du jour des r6unions extraordinaires est r6dig6 sous la direction du maire, ou dans le cas d'une petition, selon les directives du greffier ou de la greffiere. 9.12 Defaut de distribution en temps opportun, validite de la reunion Si le greffier ou la greffiere ne respecte pas le calendrier 6tabli par le present arr&e, la reunion du conseil ou les d6lib6rations n'en seront pas invalidaes pour autant. 9.13 Commentaires pr6sent6s par les membres — limitation Durant la partie « Commentaires pr6s6ntes par les membres » a l' ordre du j our, chaque membre peut intervener une fois seulement et pour une dur6e maximale de 2 minutes, pour faire des annonces communautaires, pour offrir des f6licitations ou des remerciements, mais it ne soul&era pas d'affaires municipales. 9.14 Audience publique — reunion Une audience publique requise en vertu de la Loi sur Vurbanisme sera convoqu6e lors d'une reunion ordinaire ou extraordinaire du conseil. -29- 9.15 Statutory Public Hearing — procedure Where a public hearing is required under the Community Planning Act, the hearing shall follow the procedure described in Schedule "B", which is attached to and forms part of this By -Law. Reports — Petitions — Communications from the Public 10.1 Included on agenda- by Clerk On receipt of a petition intended for Council the Clerk may include it as an item on the agenda for the next regular meeting of Council for which the Clerk is accepting agenda items in full or in summary form as he/she sees fit. 10.2 Public Reports - Planning Advisory Committee If a public meeting has been scheduled at the direction of the Planning Advisory Committee prior to consideration of its report by Council, then all documents, staff reports and plans shall be made available for viewing before and at such public meeting of the Planning Advisory Committee. 10.3 Communications from the public 1. Communications from the public given to the Council, a Committee or the Clerk: a) All communications about a matter on a meeting agenda that Council, a Committee or the Clerk receives shall become part of the public record. b) All communications shall be available to Members and to the public before a meeting or, if necessary, distributed directly to Members and the public during a meeting. 9.15 Audience publique — procedure Lorsqu'une audience publique est requise en vertu de la Loi sur Vurbanisme, 1'audience suit la procedure decrite a 1'annexe « B » qui est jointe au present arrete et qui est consideree comme en faisant partie. Rapports, Petitions, Communications du Public 10.1 Inscription a 1'ordre du jour par le greffier/la greffiere Le greffier/la greffiere peut, sur reception d'une petition destinee au conseil, l'ajouter comme point A l'ordre du jour de la prochaine reunion ordinaire du conseil pour laquelle le greffier/la greffiere accepte es points a l'ordre du four partiellement ou entierement, comme ille juge approprie. 10.2 Rapports publics, Comite consultatif d'urbanisme Lorsqu'une reunion publique est convoquee par le Comite consultatif d'urbanisme avant que le conseil ait etudie son rapport, toute la documentation, les rapports des employes et les cartes d'amenagement doivent &re mis a la disposition du public avant et pendant la tenue de ladite reunion publique de Comite consultatif d'urbanisme. 10.3 Communications du public 1. Les communications du public presentees au conseil, a un comite, au greffier ou a la greffi ere: a) Toute communication relative a un sujet a l'ordre du four d'une reunion que le conseil, un comite, le greffier ou la greffiere remit, fait partie des archives publiques. b) Toute communication est mise a la disposition des membres et du public avant une reunion, ou si necessaire, remise directement aux membres et au public au cours d'une reunion. -30- 2 Requirements for communications from the 2 public given to Council, a Committee, or the Clerk: All communications shall be in writing and: a) be delivered in person or sent by mail, e- mail or fax; b) be addressed to Council, a Committee or to the Clerk; c) be legible; d) be in a reproducible format; e) include the name and mailing address or the telephone number of the author; and f) not contain defamatory or offensive language. 3. Public communications and public record: Personal information and opinions in communications shall become part of the public record, unless the author of the communication requests the removal of his personal information when submitting it, or the Clerk determines that the release of the personal information contravenes the Right to Information and Protection of Privacy Act, SNB 2009, c R-10.6, and amendments thereto. 4. Consideration of communications by Corporation officer: a) If the Clerk determines that a Corporation officer should consider any communication prior to a meeting, the Clerk shall forward a copy of the communication to the appropriate Corporation officer. b) If paragraph (a) applies, the Corporation officer may submit a report directly to Council or the Committee in response to the communication. 10.4 Submission received subsequent to a public hearing 3 11 Exigences relatives aux communications du public remises au conseil, a un comite, au greffier ou a la greffiere: Toute communication est faite par ecrit et : a) est livree en personne ou envoyee par la poste, par courriel ou par fax; b) est adressee au conseil, a un comite, au greffier ou a la greffiere; c) est lisible; d) est dans un format reproductible; e) inclut les nom et adresse postale ou le numero de telephone de 1'auteur; et f) ne contient pas de propos diffamatoires ou offensants. Communications publiques et archives publiques : Toute information personnelle et opinion contenues dans les communications font partie des archives publiques, a moins que l' auteur de la communication demande que son information personnelle soit retiree lorsqu'il la presente ou si le greffier ou la grefbere juge que la diffusion de l'information personnelle contrevient a la Loi sur le droit a Pinformation et la protection de la vie privee, LN-B 2009, c R-10.6 et les modifications afferentes Examen des communications par un dirigeant de la Corporation: a) Si le greffier ou la greffiere considere qu'un dirigeant de la Corporation devrait examiner une communication avant une reunion, le greffier ou la grefbere retransmet une copie de la communication au dirigeant de la Corporation concerne. b) Si l'alinea a) s'applique, le dirigeant de la Corporation peut soumettre un rapport directement au conseil ou au comite en reponse a la communication. 10.4 Soumission revue apres une audience publique PAIN -31- In the event of submissions or representations being received subsequent to the conclusion of a statutorily mandated public hearing held by Council, the Clerk shall retain those submission or representations in the Clerk's records but not make them available to Members until Council's final decision on the subject matter of the public hearing, unless the General Counsel advises that providing such submissions or representations prior to Council's final decision is appropriate from a legal perspective and the author of such submissions or representations is advised by the Clerk of the foregoing direction. Delegations/Presentations - Public 11.1 Delegations/Presentations - request on agenda - prior notice When a member of the public or a representative of any group of persons seeks to address Council, he/she shall submit a request, in writing to the Clerk, addressed to the Mayor and Councillors prior to 4:00 p.m. on the Wednesday preceding the scheduled Council meeting. The Clerk will include the request on the agenda of the next regular meeting. 11.2 Delegations/Presentations -permission to appear Upon considering the request to make a presentation or hear a delegation Council may: a) decline to hear the delegation/presentation or b) set a date, no earlier than the next regular meeting, to hear the delegation/presentation or c) instruct the Clerk to schedule a mutually convenient time and date to hear the delegation/presentation. Advenant le cas ou des soumissions ou des representations seraient revues apr&s la fin d'une audience publique mandatee par la loi tenue par le conseil, le greffier/la greffi&e conserve ces soumissions ou ces representations dans les dossiers du greffier/de la greffi&e, mais ne les met pas a la disposition des membres jusqu'a ce que le conseil ait pris une decision d6finitive sur le sujet de 1'audience publique, sauf si le avocat g6n6ral avise que la presentation de telles soumissions ou representations, avant que le conseil ait pris une decision d6finitive, est appropra6e du point de vue juridique et que 1'auteur desdites soumissions ou representations/ est avis6 par le greffier/la greffi&e de la direction prise. D616gations et Presentations Publiques 11.1 D616gations et pr6sentations, demandes inscrites a Pordre du jour, pr6avis Lorsqu'un membre du public ou un repr6sentant d'un groupe de personnes veut s'adresser au conseil, it dolt pr6senter une demande par 6crit au greffier/greffi&e, adress6e au maire et au conseil, avant 16 h le mercredi pr6c6dant une r6union ordinaire du conseil. Le greffier/la greffi&e dolt ajouter la demande a l'ordre du jour de la r6union ordinaire suivante. 11.2 D616gations et pr6sentations, permission accord6e afin de se pr6senter Apr&s avoir consid6r6 la demande de presentation ou de presentation par une delegation, le conseil peut: a) refuser d'entendre la delegation ou la presentation; b) fixer une date, qui ne doit pas &re ant6rieure a la r6union ordinaire suivante, pour entendre la delegation ou la presentation; c) informer le greffier/la greffi&e qu'il dolt planifier une rencontre pour entendre la delegation ou la presentation dont la date et l'heure conviennent aux deux parties. PAF-11 -32- 11.3 Delegations/Presentations - submission of materials When a member of the public or a representative of any group is scheduled to address Council a copy of their presentation shall be submitted to the Clerk prior to 4:00 pm on the Wednesday preceding the scheduled Council meeting. 11.4 Delegations/Presentations - requested — at meeting - majority consent No member of the public or representative of any group of persons will be permitted to address Council without the prior consent of two thirds of the total membership, other than persons entitled by statute to be heard or persons invited by notice authorized by Council, who have not been included in the agenda by the Clerk. 11.5 Delegations/Presentations - maximum duration - limitations Except with consent of Council, no member of the public shall address Council for more than fifteen minutes, exclusive of the time required to answer questions put to him/her by Council, except that a group of persons may have more than one spokesperson provided that the total length of time such spokesperson addresses Council shall not exceed fifteen minutes, exclusive of the time required to answer questions put to them by Council. 11.6 Delegations/Presentations - addressing Council Each member of the public or spokesperson on behalf of a delegation addressing the Council shall give his/her name and address. All remarks shall be addressed to the Council as a body and not to any member thereof. No person, other than the person having the floor, shall be permitted to enter into any discussion without the permission of the 11.3 Delegations et presentations, transmission du materiel Lorsqu'un membre du public ou un representant d'un groupe dolt s'adresser au conseil, une copie de la presentation dolt &re soumise au greffier/greffiere avant 16 h le mercredi precedant la reunion prevue du conseil. 11.4 Delegations et presentations, demandes, reunions, consentement a la majorite des deux tiers Aucun membre du public ou representant d'un groupe de personnes n'a le droit de s'adresser au conseil sans le consentement prealable de la majorite des deux tiers du nombre total des membres, a 1'exception des personnes qui ont le droit d'etre entendues ou des personnes qui ont ete invitees par un avis autorise par le conseil, que le greffier/la greffiere a omis d'inclure a 1'ordre du Jour. 11.5 Delegations et presentations, duree maximale, restrictions Sauf sur consentement du conseil, un membre du public ne peut s'adresser au conseil pendant plus de quinze minutes, sans compter le temps necessaire pour repondre aux questions que lui pose le conseil, mis a part le fait qu'un groupe de personnes puisse avoir plus d'un pone- parole, a condition que la periode durant laquelle les porte-parole s'adressant au conseil ne depassent pas quinze minutes, sans compter le temps necessaire pour repondre aux questions que leur pose le conseil. 11.6 Delegations et presentations, devant le conseil Tous les membres du public ou les porte-parole d'une delegation qui s'adressent au conseil doivent dormer leur nom et leur adresse. Toutes les remarques doivent &re adreesees au conseil en tant qu'organisme et non a Fun de ses membres en particulier. En aucun cas une personne, autre que celle qui a la parole, a le droit de participer a une discussion sans la permission du - 33 - Presiding Officer. No question shall be asked except through the Presiding Officer. 11.7 Delegations/Presentations - finalization of matters Finalization of matters presented by a delegation shall not be dealt with until after all items on the agenda have been dealt with. Roles — Mayor, Deputy Mayor, Councillors 12.1 Role of the Mayor - preside - provide leadership The Mayor shall; a) preside at all meetings of Council, except as provided for otherwise in this By-law b) provide leadership to Council, c) communicate information and recommend actions to Council for the improvement of the municipality's finances, administration and government, d) speak on issues of concern to the municipality on behalf of Council, and e) perform any other duties conferred upon him or her by this By-law or any Act or by Council. 12.2 Deputy Mayor - appointment - by election a. At the first regular meeting of Council following an election, newly elected Councillors may nominate themselves for the position of Deputy Mayor by verbal declaration in open session. b. Consideration by Council of these nominations shall be scheduled for the following regular meeting of Council, at which time Council shall openly elect by show of hands a Deputy Mayor from the list of Councillors who nominated themselves pursuant to paragraph a. president/presidente du conseil. Toutes les questions doivent &re posees par 1'entremise du president/presidente du conseil. 11.7 Delegations et presentations, conclusion des activites La conclusion des activites presentees par une delegation ne doit pas &re abordee avant que ne soient examines tous les points a l'ordre du four. Roles Assumes par le Maire, Le Maire Suppleant et les Conseillers 11.1 Role du maire: presidence et leadership Le maire dolt: a) presider toutes les reunions du conseil, sauf disposition contraire du present arrete; b) faire preuve de leadership dans ses rapports avec le conseil; c) communiquer l'information et recommander au conseilles mesures a prendre pour d) 1'amelioration des finances, de 1'administration et de la gouvernance; e) s'exprimer sur des preoccupations de la municipalite au nom du conseil; f) s'acquitter de toutes autres fonctions qui lui sont conferees par le present arrete, par toute autre loi ou par le conseil. 12.2 Maire suppleant - nomination par voie d'election a. Lors de la premiere reunion ordinaire du conseil a la suite d'une election, les conseillers nouvellement elus peuvent, dans une declaration verbale lors d'une seance publique, proposer leur candidature pour le poste de maire suppleant. b. L'examen de ces nominations par le conseil est prevu pour la prochaine reunion ordinaire du conseil, a quel moment, le conseil elira par un vote a main levee un maire suppleant a partir de la liste des conseillers qui ont propose leur candidature conformement a 1'alinea a. PIKI7 -34- c. The successful candidate shall hold office until the next municipal election. 12.3 Mayor/Deputy Mayor - absence - inability - to act In the absence or inability of the Mayor and Deputy Mayor to act, Council, by a majority vote, may appoint any other member to act in the place of the Mayor. 12.4 Deputy Mayor - powers - duties In the absence or inability of the Mayor to act, or if the office of Mayor is vacant, the Deputy Mayor shall act in the place of the Mayor, and while so acting, he/she possesses the powers and shall perform the duties of the Mayor as designated under the Local Governance Act and this By-law. 12.5 Councillors - responsibilities - participation - duties A Councillor shall; a) consider the welfare and interests of the entire municipality when making decisions, b) bring to the attention of Council matters that may promote the welfare or interests of the municipality, c) participate in developing and evaluating the policies and programs of the municipality, d) participate in meetings of Council, Council committees and any other body to which he or she is appointed by Council, and e) perform any other duties conferred upon him or her by this or any other Act or by Council. 12.6 Presiding Officer — duties at meetings It is the duty of the Presiding Officer to; a) open meetings of Council by taking the chair and calling the meeting to order; c. Le candidat elu sera en poste jusqu'a 1' election municipale suivante. 12.3 Maire suppleant: absence on incapacite d'agir En l'absence ou l'incapacite d'agir du maire et du maire suppleant, le conseil, par vole de vote majoritaire, peut nommer tout autre membre pour agir au nom du maire. 12.4 Maire suppleant: pouvoirs et devoirs En cas d'absence ou d'incapacite du maire, ou en cas de vacance de son poste, le maire suppleant le remplace et, pendant sa suppleance, celui-ci possede toutes les attributions et remplit toutes les fonctions du maire, comme le stipulent la Loi sur la Gouvernance Locale et le present arrete. 12.5 Conseillers: responsabites, participation et devoirs Le conseiller dolt: a) tenir compte du bien-etre et des interets de toute la municipalite lors de la prise de decisions; b) porter a l'attention du conseil des questions qui peuvent promouvoir le bien-etre ou les interets de la municipalite; c) participer a l'elaboration et a l'evaluation des politiques et des programmes de la municipalite; d) participer aux reunions du conseil, des comites du conseil et de tout autre organisme auquel it a ete nomme par le conseil; e) s'acquitter de toutes autres fonctions qui lui sont conferees par le present arrete, par toute autre loi ou par le conseil. 12.6 President/Presidente du conseil: fonctions exercees an cours des reunions Le president/la presidente du conseil dolt: 221 - 35 - b) to receive and submit, in the proper manner, all written motions presented by members; c) put to a vote all questions which are regularly moved and seconded or necessarily arise in the course of proceedings; d) determine what motions or amendments are in order, subject to an appeal to Council, and decline to put any motion or amendment before Council which he/she deems to be out of order or contrary to law; e) state every question coming before the Common Council, announce the decision of the Common Council on all subjects; f) follow the rules of procedure and keep the members, when engaged in debate, within the rules of procedure; g) observe and enforce on all occasions order and decorum among the members and the public; h) call by name any member persisting in breach of the rules of procedure and, subject to a majority vote of members present, order him/her to vacate the Council Chamber; i) consider proclamations and announce them to the Council; j) authenticate by his/her signature, when necessary, all by-laws, contracts and other documents as required by statute or by-law; k) respond to Council regarding points of order, when so requested by a member or members; 1) represent and support Council; m) if he/she considers it necessary because of grave disorder, to adjourn the sitting or suspend the sitting for a time to be named by him/her. Rules of Conduct - Debate 13.1 Speaking- Presiding Officer The Presiding Officer may answer questions and may if he/she wishes, speak on a question, take a a) ouvrir la reunion du conseil en assumant la presidence et convoquer la reunion; b) accueillir et soumettre, de la maniere adequate, toutes les propositions presentees par les membres; c) soumettre au vote toutes les questions qui sont habituellement proposees et appuyees ou qui surviennent necessairement au cours des deliberations; d) determiner la recevabilite des propositions et des modifications, sous reserve d'un appel lance au conseil et rejeter toute proposition ou modification dont est saisi le conseil qu'il juge irrecevable ou a 1'encontre de la loi; e) prononcer chaque question posee devant le conseil et annoncer la decision prise par le conseil communal sur toutes les questions; f) suivre les regles de procedure et s'assurer que les membres respectent ces regles pendant le debat; g) observer et maintenir en tout temps 1'ordre et le decorum des membres et du public; h) appeler par son nom tout membre qui persiste a violer les regles de procedure et, sous reserve de la majorite des voles des membres presents, lui ordonner de se retirer de la salle du conseil; i) etudier les proclamations et les annoncer au conseil; j) officialiser par sa signature, lorsqu'il s'avere necessaire, tous les arretes municipaux, les contrats et les autres documents exiges en vertu de la loi ou des arretes municipaux; k) repondre aux questions posees a 1'intention du conseil par un membre relativement a un rappel au reglement; 1) representer et appuyer le conseil; m) dans le cas ou it le juge necessaire en raison de graves perturbations, ajoumer ou suspendre la seance pour la duree qu'il precise. Regles de Procedures: Debats 13.1 Intervention du president/presidente du conseil 0% -36- definite position and endeavor to persuade Council to support that position, while continuing to chair the meeting. The Presiding Officer will leave the chair if he/she wishes to introduce a motion. 13.2 Speaking - order - determined - by Presiding Officer When two or more members wish to speak, the Presiding Officer shall name the member who is to speak first. 13.3 Speaker - recognition - by Presiding Officer When a member wishes to speak at a Council meeting he shall be recognized by the Presiding Officer before doing so. No member will speak on any subject other than the subject in debate. 13.4 Speaking - twice only - exception - Council approval Members shall not speak more than twice on a motion except with the consent of the Presiding Officer. 13.5 Speaking- twice - all members heard from No member shall speak a second time unless all members have had an opportunity to speak once. 13.6 Motion- member making - additional 3 minutes Notwithstanding Sections 13.3 through 13.5 inclusive, the member who has made a motion (other than a motion for an amendment or a procedural motion) shall be allowed to close the debate for a maximum of an additional three minutes after all other members have been given an opportunity to speak. Le pr6sident/la pr6sidente du conseil peut r6pondre aux questions et, s'il le d6sire, intervener dans une affaire, prendre une position d6finitive et tenter de persuader le conseil d'appuyer cette position, tout en continuant de pr6sider la r6union. Le Pr6sident/la Pr6sidente du conseil quitter la chaise s'il/elle veut pr6senter une proposition. 13.2 Intervention: le pr6sident/la pr6sidente du conseil d6termine Fordre Lorsque deux ou plusieurs membres d6sirent intervener, le pr6sident/la pr6sidente du conseil dolt nommer le membre qui peut intervener en premier. 13.3 Intervention: reconnaissance par le pr6sident/la pr6sidente du conseil Lorsqu'un membre d6sire intervener au cours d'une r6union du conseil, it dolt avoir &6 reconnu au pr6alable par le pr6sident/la pr6sidente du conseil Aucun membre ne peut intervener sur une question autre que celle qui fait l' obj et d'un d6bat. 13.4 Intervention: deux seulement, exceptions, approbation du conseil Les membres ne peuvent intervener que deux fois dans une proposition, sauf avec le consentement du pr6sident/pr6sidente du conseil. 13.5 Intervention: deux fois, exerc6e par tons les membres Aucun membre ne peut intervener une deuxi6me fois a moins que tous les membres aient eu l'occasion d'intervenir une fois. 13.6 Proposition: par un membre, trois minutes additionnelles Nonobstant les sections 13.3 a 13.5, inclusivement, le membre qui a pr6sent6 une proposition (autre qu'une proposition modificatrice ou une proposition proc6durale) peut poursuivre le d6bat pendant une dur6e suppl6mentaire maximale de trois minutes et y mettre fin, lorsque tous les autres membres ont eu l'occasion d'intervenir. NOW -37- 13.7 Speaking - time limitation A member shall speak for a maximum of three minutes each time when speaking on a main motion and three minutes each time when speaking on any amendment. 13.8 Question - put through - Presiding Officer A member may ask a question of a previous speaker only through the Presiding Officer and the question must relate to the speaker's remarks but, in any event a member may ask a question of the Presiding Officer or of staff through the Presiding Officer prior to the motion being put to a vote. 13.9 Motion - in debate - read - at any time Any member may require the motion under debate to be read at any time during the debate. 13.10 Disturbance - disorderly conduct - prohibited No member shall disturb the proceedings of Council or another member by any disorderly conduct. 13.11 Insults - offensive words - prohibited No member shall use offensive words or insulting expressions in referring to Council, any other member, any employee of the City or any member of the public. 13.12 Disobedience - rules- Presiding Officer - prohibited No member shall disobey the rules of procedure or decision of the Presiding Officer or of Council on questions of order or practice or upon the interpretation of the rules of procedure. 13.13 Disturbance - leaving seat - during 13.7 Intervention: temps limite Un membre ne peut intervener que pour une duree maximale de trois minutes chaque fois qu'il intervient dans une proposition principale ou une modification. 13.8 Question: posee an president/presidente du conseil Un membre ne peut adresser une question a un intervenant anterieur que par Fentremise du president/presidente du conseil et cette question dolt &re liee aux commentaires formules par cet intervenant, mais de toute faron, un membre peut poser une question au president/presidente du conseil ou aux employes par Fentremise du president/presidente du conseil prealablement au vote sur la proposition. 13.9 Proposition: pendant un debat, lecture, en tout temps Tout membre peut exiger que la proposition debattue soft lue a tout moment durant le debat. 13.10 Atteinte a Pordre: inconduite, interdiction Aucun membre ne peut perturber les deliberations du conseil ou tout autre membre en raison de son inconduite. 13.11 Insultes: mots offensifs, interdiction Aucun membre ne doit utiliser de mots injurieux ou d'expressions insultantes lorsqu'il s'adresse au conseil, a un autre membre du conseil, a un employe de la ville ou a un membre du public. 13.12 Desobeissance: regles, president/ presidente du conseil, interdiction Aucun membre ne peut desobeir aux regles de procedure ou aux decisions du president/presidente du conseil ou du conseil sur des rappels au reglement, sur des questions de pratique ou sur Finterpretation des regles de procedure. 13.13 Desobeissance: quitter son siege, fp0►z! vote - prohibited No member shall leave his/her seat or make any noise or disturbance while a vote is being taken or until the result is declared. 13.14 Interruption - speaker - prohibited - exception No member shall interrupt a member while speaking, except to raise a point of order or question of privilege. Question of Privilege — Point of Information/Order 14.1 Consideration - immediate Whenever a question of privilege or a point of order arises it shall be considered immediately. 14.2 Question of privilege - procedure - over all matters A member may rise at any time on a question of privilege and a question of privilege shall take precedence over all other matters. 14.3 Point of information - answer - by Presiding Officer When a point of information is raised, the Presiding Officer shall answer the question or direct the question to the appropriate member or staff member. 14.4 Speaker - interruption - decision - Presiding Officer A member may interrupt the person who has the floor to raise a point of order or a point of procedure when such member feels that there has been a deviation or departure from the rules of procedure and upon hearing such point of order or point of procedure, the ruling of the Presiding Officer shall be final unless a challenge is made pursuant to Sections 14.5 and 14.6. If a member, while speaking, be called to order, he/she shall cease speaking until the question of order is pendant le vote, interdiction Aucun membre ne doit quitter son siege, faire du bruit ou deranger durant Fenregistrement d'un vote ou avant le d6voilement des r6sultats. 13.14 Interruption: intervenant, interdiction, exceptions Aucun membre ne doit interrompre un autre membre alors que celui-ci parle, sauf pour invoquer un rappel au reglement ou une question de privilege. Question de Privilege: Question de Renseignement, Ordre 14.1 Examen: imm6diatement Lorsqu'une question de privilege ou un rappel au reglement se pr6sente, it faut en tenir compte imm6diatement. 14.2 Question de privilege: ordre, toutes les questions Un membre du conseil peut, en tout temps, soulever une question de privilege et celle-ci a pr6s6ance sur toute autre affaire. 14.3 Question de renseignement: r6ponse, pr6sident/pr6sidente du conseil Lorsqu'une question de renseignement est soulev6e, le pr6sident/la pr6sidente du conseil dolt r6pondre a la question ou la soumettre au membre ou a Femploy6 municipal appropri6. 14.4 Intervenant: interruption, decision, pr6sident/pr6sidente du conseil Un membre peut interrompre la personne qui a la parole pour soulever un rappel au reglement ou un point de proc6dure lorsqu'il pense qu'il y a eu un 6cart ou une d6rogation aux r6gles de proc6dure. Une fois que le pr6sident/la pr6sidente du conseil a entendu ce rappel au reglement ou ce point de proc6dure, sa decision est finale a moms qu'elle ne soft contest6e en vertu des sections 14.5 et 14.6. Si un membre qui a la parole est rappel6 a Fordre, it dolt cesser de paroer jusqu'a ce que le rappel au M&I -39- determined, and, if in order, he/she shall be reglement soft determine et, s'il est autorise, ii peut permitted to proceed. poursuivre. 14.5 Presiding Officer- challenged - overruled -procedure Whenever a member wishes to challenge the ruling of the Presiding Officer on a point of order (including a determination that a motion is out of order) he shall make a motion substantially as follows: "That the decision of the Presiding Officer be overruled." Thereafter the question shall be put to Council and Council shall decide the matter, by majority vote of members present, immediately without debate and this decision shall be final. 14.6 Call to order - member - decision to expel If any member uses insulting or improper language to the Presiding Officer or any member, and refuses to apologize or withdraw his/her remarks when so directed by the Presiding Officer, or willfully obstructs the conduct of business, and refuses to desist when called upon to do so by the Presiding Officer he/she may be ordered by the Presiding Officer to leave the Council Chamber for that meeting, and, if he/she refuses to do so, he/she may, on the order of the Presiding Officer, be removed; and on making an apology to the Presiding Officer and to any member insulted by him/her, may by a majority vote of the Common Council be permitted to resume his/her place at such meeting. Conflict of Interest 15.1 Ethical Standards - reporting conflicts Council Members shall be expected to maintain high ethical standards appropriate to their public office, and shall be expected to report any conflict of interest, as required in the Local Governance Act. 14.5 President/Presidente: contestation, rejet, procedure Lorsqu'un membre souhaite contester une decision du president/presidente relativement a un rappel au reglement (y compris lorsqu'il est determine qu'une proposition est irreguliere), it dolt presenter une proposition essentiellement comme suit: «Que la decision du' president/presidente soft reformee» Par la suite, la question dolt &re presentee au conseil qui dolt decider de Faffaire immediatement au moyen -d'un vote majoritaire des membres presents, et ce, sans en debattre, et la decision est finale. 14.6 Rappel a 1'ordre: membre, decision d'expulser Si un membre du conseil utilise un langage insultant ou inapproprie a Fendroit du president/presidente du conseil ou d'un autre membre, et qu'il refuse de s'excuser ou de retirer ses remarques lorsque le president/la presidente du conseil le lui ordonne, ou qu'il entrave intentionnellement le deroulement des affaires et qu'il refuse de se desister lorsque le president/la presidente du conseil le lui ordonne, le president/la presidente du conseil peut lui dormer l'ordre de quitter la salle du conseil dans le cadre de la presente reunion, et s'il refuse, it peut &re renvoye sur l'ordre du president/presidente du conseil; et en presentant des excuses au president/presidente du conseil et a tout membre qu'il a insulte, it peut, par vote majoritaire du conseil communal, &re autorise a reprendre sa place au sein de la reunion. Conflit D'Interets 15.1 Normes ethiques: signalement des conflits Les membres du conseil sont terms d'observer des normes ethiques strictes qui conviennent a leurs fonctions officielles et de signaler tout conflit NOU 15.2 Disclosure - file with Clerk- upon assuming office Upon assuming office, each member shall file with the Clerk in the form prescribed a statement disclosing any conflict of interest of which he/she has knowledge or should reasonably have knowledge; but a member need not disclose particulars of his/her financial interest or the extent of any interest in any matter giving rise to a conflict of interest. 15.3 Disclosure of conflict - while in office A disclosure similar to that described in 15.2 shall forthwith be made by each member where a conflict of interest arises while he/she is in office. 15.4 Disclosure - to be filed with Clerk's office Every disclosure of interest filed shall be recorded and kept in a file by the Clerk, and that file shall be open during regular office hours for inspection or examination by any person qualified to vote under the Municipal Elections Act. 15.5 Disclosure - during meeting Where a member has a conflict of interest with respect to any matter in which the Council is concerned and he/she is present at a meeting of Council, a committee of Council or any other meeting at which the business of Council is conducted and/or at which the matter is a subject of consideration he/she shall, a) as soon as the matter is introduced, disclose that he/she has a conflict of interest in the matter; and b) forthwith withdraw from the meeting room while the matter is under consideration or vote. 15.6 Declaration of conflict - must d'interets, comme Pexige la Loi sur la Gouvernance Locale. 15.2 Divulgation: dep6t an greffe an moment de 1'entree en fonction Chaque membre qui entre en fonction dolt deposer aupres du greffier/greffiere, sous la forme prescrite, un enonce indiquant tout conflit d'int&&s dont it a connaissance ou dont it devrait raisonnablement avoir connaissance; mais un membre n'est pas term de reveler les details de ses interets d'ordre financier ou 1'etendue d'un quelconque interet dans n'importe quelle affaire dormant lieu a un conflit d'interets. 15.3 Divulgation des conflits: en fonction Une divulgation semblable a celle qui est decrite a la section 15.2 dolt &re faite sans delai par chaque membre lorsqu'un conflit d'interets survient alors que celui-ci est en fonction. 15.4 Divulgation: dep6t an greffe Toute divulgation de conflit d'interets qui est deposee dolt &re consignee et conservee dans un dossier par le greffier/la greffiere, et toute personne ayant droit de vote en vertu de la Loi sur les elections municipales dolt proceder a un examen du dossier durant les heures normales de bureau. 15.5 Divulgation: an cours dune reunion Lorsqu'un membre est en conflit d'int&&s relativement a toute affaire touchant le conseil et lorsqu'il assiste a une reunion du conseil, d'un comite du conseil ou a toute autre reunion traitant des affaires du conseil et/ou 1'affaire est mise a 1'etude, it dolt, a) divulguer qu'il a un conflit d'interets dans 1'affaire aussitot que celle-ci est presentee; et b) se retirer immediatement de la salle de reunion pendant que 1'affaire est a 1'etude ou fait 1'objet d'un vote. 15.6 Declaration de conflit d'interets: -41 - not participate After making the declaration, the member must not attempt in any way, whether before, during or after the meeting, to influence the voting on any question in respect of the matter. 15.7 Declaration- Clerk to record When a verbal declaration is made; a) the person recording the minutes of the meeting must record the member's declaration, the reasons given for it and the times of the member's departure from the meeting room and, if applicable, of the member's return, and b) the person presiding at the meeting must ensure that the member is not present at the meeting at the time of any vote on the matter. 15.8 Member required to withdraw - quorum Where the number of members who, by reason of the provisions of the Local Governance Act, are required to withdraw from a meeting is such that at that meeting the remaining members are not of sufficient number to constitute a quorum, notwithstanding any other general or special Act the remaining members shall be deemed to constitute a quorum if there are not fewer than three. Motion - Order 16.1 Moved - seconded - before debate - vote A motion shall have no standing and debate on it shall not commence until it has been moved and seconded and has been stated by the Presiding Officer as pending before the Council. 16.2 Withdrawal - at any time - before vote After a motion has been moved and seconded and stated by the Presiding Officer it is in the possession of Council for consideration but, with the consent of the majority of Council and without interdiction de participer Apres avoir fait une declaration, le membre ne doit pas tenter, de quelque faron que ce soit, avant, durant ou apres la reunion, d'influencer le vote sur une question relative a Faffaire. 15.7 Declaration: inscription par le greffier/la greffiere Lorsqu'une declaration verbale est faire; a) la personne qui redige le proces-verbal dolt consigner la declaration du membre, les raasons a Fappui de la declaration et Fheure a laquelle le membre a quitte la salle de reunion et, le cas echeant, Fheure de son retour, et b) le president/la presidente de la reunion dolt s'assurer que le membre dont it est question n'assiste pas a la reunion au moment de voter sur la question. 15.8 Exigence visant le retrait d'un membre: quorum Lorsque le nombre de membres qui, en raason des dispositions de la Loi sur la Gouvernance Locale, doivent quitter une reunion est tel que le nombre de membres restants a cette reunion n'est pas suffisant pour constituer le quorum, les membres restants sont consideres comme constituant le quorum s'ils sont au mains trois, et ce, nonobstant toute autre loi generale ou speciale. Propositions: Ordre 16.1 Proposition et appui: avant un debat, vote Une proposition ne doit pas faire Fobjet de discussion et aucun debat a son sujet ne peut &re entame jusqu'a ce qu'elle ait ete presentee et appuyee et que le president/la presidente du conseil ait declare qu'elle peut faire Fobjet d'un debat. 16.2 Retrait en tout temps, avant le vote Une fois qu'une proposition a ete presentee, appuyee et soumise par le president/la presidente du conseil, elle est prise en consideration par le conseil, mais, avec Fappui de la majorite du conseil -42- debate, it may be withdrawn by the mover and seconder at any time before it has been voted on. 16.3 Public - to be heard- motion only after hearing If members of the public are to be heard on a matter, no motion shall be received until they have been heard. 16.4 Motion Put - public participation - prohibited No further public participation on a matter will be allowed after the motion has been duly made and seconded. 16.5 Debate - amendment - permitted All motions which properly are before Council for consideration are open to debate and may be amended except as specifically provided elsewhere in this By-law. 16.6 In order - procedure When a motion has been moved and seconded and is being considered by Council, no motion shall be received except a motion: a) to set the time to adjourn; b) to adjourn the meeting; c) to lay the question on the table; d) to put the previous question (close the debate); e) to defer the question to a certain time or date; f) to refer the question to some other person or group for consideration; g) to amend the amendment; or h) to amend the main motion; which shall have precedence in the order in which they are named and as more particularly referred to in Schedule `A'. 16.7 Adjourn - requirements A motion to adjourn: et sans aucun debat, elle peut &re en tout temps retiree par l'auteur et l'appuyeur avant de faire l'objet d'un vote. 16.3 Public: droit de parole, proposition seulement a la suite dune audience Dans le cas ou le public avant droit de parole sur une question, aucune proposition ne peut &re revue avant que celui-ci n'ait ete entendu. 16.4 Proposition: participation du public, interdiction La participation du public sur une question ne sera pas permise apres que la proposition ait ete dument presentee et appuyee. 16.5 Debat: modification, autorisation Toutes les propositions qui sont prises en consideration par le conseil comme it se dolt peuvent faire l'objet d'un debat et peuvent &re modifiees, a moins dlindications expresses dans le present arr&e. 16.6 Recevabilite: procedure Dans le cas ou une proposition a ete presentee, appuyee et est prise en consideration par le conseil, aucune proposition ne peut &re revue, sauf s'il s'agit d'une proposition: a) pour fixer l'heure d'ajoumement; b) pour lever la seance; c) pour soumettre la question; d) pour mettre la question prealable aux voix (mettre fin au debat); e) pour reporter la question a une autre heure et a une autre date; f) pour soumettre la question a une autre personne ou a un autre groupe pour examen; g) pour amender la modification; ou h) pour modifier la proposition principale; i) pour lesquelles la priorite est accordee selon l'ordre de presentation et plus particulierement selon l'annexe <<A». 16.7 Ajournement: exigences Une proposition d'ajoumement: OR] - 43 - a) shall not be amended or debated; and b) shall always be in order except when a member is speaking or the members are voting. 16.8 Adjourn - time specified - amendable Notwithstanding Section 16.7 where a motion to adjourn includes the time at which the adjourned meeting will continue, that motion may be amended and debated as to that time. 16.9 Proceed - beyond 10:00 p.m. - requirements Subject to Section 4.14, a motion to proceed beyond the hour of 10:00 p.m.: a) shall not be amended or debated; and b) shall always be in order except when a member is speaking or the members are voting. 16.10 Tabling Motion - requirements A motion to table a motion shall state a reason, always be in order and shall not be debatable. A motion to take up a tabled matter is not subject to debate or amendment. A motion that has not been taken from the table for six months is deemed to be withdrawn. 16.11 Put the Previous Question - requirements A motion to put the question: a) shall not be amended or debated; b) shall not be received in any committee or in the Committee of the Whole; and c) requires the affirmative vote of two-thirds of the members present. 16.12 Defer- certain time a) ne doit pas &re modifiee ni faire I'objet d'un debat; et b) doit toujours &re recevable, sauf lorsqu'un membre prend la parole ou que les membres procedent au vote. 16.8 Ajournement: heure indiquee, modifiable Nonobstant la section 16.7 selon laquelle une proposition d'ajournement stipule I'heure a laquelle la seance ajouree se poursuivra, cette proposition peut &re modifiee et faire I'objet d'un debat relativement a I'heure en question. 16.9 Prolongation: plus tard que 22 h, exigences Sous reserve de la section 4.14, une proposition visant a poursuivre la seance apres 22 h : a) ne doit pas &re modifiee ni faire I'objet d'un debat; et b) doit toujours &re recevable, sauf lorsqu'un membre prend la parole ou que les membres procedent au vote. 16.10 Presentation dune proposition: exigencesUne proposition pour deposer une proposition dolt enoncer une raason, toujours &re recevable et ne pas faire I'objet d'un debat. Une proposition pour etudier une question qui a ete reportee ne doit pas dormer lieu a un debat ni a une modification. Une proposition qui n' a pas ete etudiee depuis six mois est consideree comme retiree. 16.11 Evocation dune question prealable: exigences Une proposition pour que les membres du conseil se prononcent sur la question: a) ne doit pas &re modifiee ni faire I'objet d'un debat; b) ne dolt pas &re revue par quelque comite que ce soit ou le comite plenier; et c) necessite le vote affirmatif des deux tiers des membres presents. 16.12 Report: heure precise P49191 A motion to defer to a certain time or date: a) shall be open to debate only as to advisability of postponement; and b) maybe amended as to the time or date to which the matter is deferred. 16.13 Defer - Indefinitely A motion to defer a pending resolution or By-law indefinitely, is debatable and requires a majority vote to adopt. Its effect is to dispose of the resolution or By-law without a direct vote on it. The resolution or By-law which is postponed indefinitely cannot be brought up again at the same meeting. There is no obligation to take the resolution up at a future meeting, but it can be raised at a future meeting. 16.14 Refer- requirements A motion to refer a matter under consideration to Committee of the Whole, a Committee, City Manager, General Counsel, City Clerk, or as otherwise directed: a) shall be open to debate only on the propriety of referring the question and may be amended; and b) shall include the terms on which the motion is being referred, and may include the time at which the matter is to be returned and whatever explanation may be necessary as to the purpose of the motion. 16.15 Amendment - requirement An amendment is a motion that the wording of another motion be changed before the vote on it is taken. The following main rules apply to amendments: Une proposition pour reporter la seance a une autre heure ou a une autre date: a) ne peut faire l'objet d'un debat qu'en ce qui a trait a la pertinence du report; et b) peut &re modifiee, mais seulement un amendement de Pheure ou de la date a laquelle la proposition est reportee est possible. 16.13 Report: indefiniment Une proposition pour reporter une resolution ou un arrete en instance indefiniment peut faire Fobjet d'un debat et necessite un vote maj oritaire pour &re adoptee. La consequence d'une telle proposition consiste a rejeter la resolution ou Farr&e sans proceder a un vote direct. La resolution ou Farrete qui est reporte indefiniment ne peut &re mentionne de nouveau au cours de la meme reunion. II n'est pas obligatoire d'aborder la resolution au cours d'une reunion future, mais it est possible de le faire. 16.14 Soumission: exigences Une proposition pour soumettre une affaire en deliberation au comite plenier, a un comite, au directeur general, a Favocat general, au grefber/grefbere, ou autre: a) ne peut faire Fobjet d'un debat que relativement au bien-fonde de la soumission d'une question et elle peut &re modifiee; et b) doit inclure les conditions selon lesquelles la proposition est soumise et peut preciser Pheure A laquelle la proposition est repartee et les explications qui peuvent &re necessaires quant au but de la proposition. 16.15 Modification: exigences Une modification est une proposition pour que le libelle d'une autre proposition soft change avant qu'un vote ne soit enregistre pour cette derniere proposition. Les principales regles suivantes s'appliquent aux modifications: a) An amendment must be in one of these three forms: a) Une modification doitprendre Tune des formes i. to amend by inserting or adding text; or suivantes ii. to amend by striking out text; or 231 - 45 - iii. to amend by striking out text and inserting other text in its place. b) An amendment is debatable, and requires a majority vote to adopt. c) An amendment must be germane to (closely related to, or in some way involve) the motion which it seeks to modify and shall not be directly contrary to the main motion. 16.16 Amendment - one at a time- limitation There may be up to two amendments pending at the same time, while the resolution or By --law is on the floor: a) a primary amendment (an amendment to the main motion); b) a secondary amendment (an amendment to the amendment). c) only one amendment at a time shall be presented to the main motion and only one amendment at a time shall be presented to an amendment. 16.17 Amendment - put - reverse order - voting procedure The Presiding Officer shall put amendments in the reverse order to which they have been moved and when all amendments are voted upon, the Presiding Officer shall put the main motion, incorporating any adopted amendments. 16.18 Introduction - without notice - leave Except as otherwise provided in this By-law, only the motions set out in Sections 16.19 through 16.23 inclusive, may be introduced orally without notice and without leave. 16.19 Matter - on agenda modifier en ins6rant ou en aj outant du texte; ou ii. modifier en rayant du texte; ou iii. modifier en rayant du texte et en aj outant un autre texte a la place. b) Une modification peut faire Fobjet d'un d6bat et n6cessite un vote majoritaire pour &re adopt6e. c) Une modification et la proposition vis6e par la modification doivent &re germaines (6troitement lilies ou reli6es d'une quelconque faron) et la proposition ne doit pas &re directement oppose a la proposition principale. 16.16 Modification: une a la fois, limite Pas plus de deux modifications peuvent &re en instance en meme temps pendant que la resolution ou Farr&e est sujet a d6bat : a) une modification primaire (une modification a la proposition principale); b) une modification secondaire (une modification A la modification); c) une seule modification a la fois peut &re apport6e a la proposition principale et une seule modification a la fois peut &re apport6e a une modification. 16.17 Modification: proposition, ordre inverse, proc6dures relatives an vote Le pr6sident/la pr6sidente du conseil dolt pr6senter les modifications selon Fordre inverse de leur adoption et lorsque toutes les modifications auront fait Fobjet d'un vote, le pr6sident/la pr6sidente du conseil dolt pr6senter la proposition principale en incluant toute modification ayant &6 adopt6e. 16.18 Introduction: sans pr6avis, autorisation Sauf prescription contraire du pr&sent arr&e, seules les propositions 6nonc6es aux sections 16.19 a 16.23 inclusivement peuvent &re pr&sent6es oralement sans avis et sans autorisation. 16.19 Point: a Pordre du jour 09% A motion on any subject matter that appears on the agenda for that meeting may be introduced orally without notice and without leave. 16.20 Procedure - introduced orally Motions listed in Section 16.6 may be introduced orally without notice and without leave. 16.21 Suspend - rules - regulations A motion to suspend the rules and regulations of this By-law may be introduced orally without notice and without leave. 16.22 Point of order - procedure - information - privilege A motion on a point of order, point of procedure, point of information or question of privilege may be introduced orally without notice and without leave. 16.23 Other - routine - as required Other motions made upon routine proceedings as may be required for the observance of the proprieties of Council; the maintenance of the authority of Council; the arrangement of its proceedings; the correctness of its records; or the fixing of its meetings or the dates and times of its meetings, may be introduced orally without notice and without leave. 16.24 Motion by Member - notice - to Clerk - time limitation A member wishing to place an item on the agenda, other than a motion referred to in Sections 16.19 through 16.23 inclusive, for consideration by Council shall deliver a motion, in writing, to the Clerk not later than 4:00 p.m. on the Wednesday in the week that immediately precedes the day of the Council meeting. 16.25 Motion by Member - printed in full - on agenda Une proposition sur un sujet apparaissant a 1'ordre du four d'une r6union peut &re pr6sent6e oralement sans avis et sans autorisation. 16.20 Procedure: proposition orale Les propositions 6num6r6es a la section 16.6 peuvent &re pr6sentees oralement sans avis et sans autorisation. 16.21 Suspension: reglements Une proposition visant a suspendre les reglements du pr6sent arrete peut-etre pr6sent6e oralement sans avis et sans autorisation. 16.22 Rappel an reglement: proc6dure, renseignement, privilege Une proposition sur un rappel au reglement, un point de proc6dure, une question de renseignement ou une question de privilege peut &re pr6sent6e oralement sans avis et sans autorisation. 16.23 Autre: usage, comme exig6 Toute proposition faite sur des affaires courantes pouvant &re requise pour le respect des biens6ances du conseil; le maintien de 1'autorit6 conf&6 au conseil; le remaniement de ses d6lib6rations; 1'exactitude de ses dossiers; ou 1'6tablissement des r6unions ou des dates et heures des r6unions du conseil, peut &re pr6sent6e oralement sans avis et sans autorisation. 16.24 Proposition pr6sent6e par un membre: avis an greffier/greffiere, d61ai Un membre qui souhaite inscrire un point a 1'ordre du jour autre qu'une des propositions pr6sent6es aux sections 16.19 a 16.23 inclusivement aux fins d'6tude par le conseil dolt remettre la proposition 6crite au greffier/greffiere avant 16 h le mercredi de la semaine qui pr&c de imm6diatement le jour pr6vu de la tenue de la r6union du conseil. 16.25 Proposition pr6sent6e par un membre: inscription int6grante a Fordre du jour P49191 -47- The motion mentioned in Section 16.24 shall be printed in full for inclusion in the Council Kit for that meeting of the Council. 16.26 Motion by Member - in writing - mover - signature The motion mentioned in Section 16.24 shall be submitted to the Clerk in writing or by fax over the signature of the mover or from the member's known email address and shall provide sufficient background information relating to the motion. Voting 17.1 Motion - multiple - distinct propositions When a motion under consideration contains two or more distinct propositions, where any member so requests the vote upon each proposition shall be taken separately. 17.2 Motion - after all spoken - put by Presiding Officer The Presiding Officer shall put a motion to a vote immediately after all members desiring to speak on the motion have spoken. 17.3 Motion - put to vote - speaking - prohibited After a motion is put to a vote by the Presiding Officer, no member shall speak to that motion. 17.4 Motion - vote - required - unless disqualified Unless disqualified to vote by reason of conflict of interest or otherwise upon a by-law, resolution, motion or for any other purpose, each Councillor present shall announce his/her vote openly and individually, and the Clerk shall record the La proposition mentionn6e a la section 16.24 dolt &re enti&ement imprim6e et &re incluse dans la trousse de documents pr6sent6e aux membres dans le cadre de la pr6sente r6union du conseil. 16.26 Proposition pr6sent6e par un membre: par 6crit, auteur, signature La proposition mentionn6e a la section 16.24 dolt &re soumise au greffier /greffi&e par 6crit ou par t616copieur et inclure la signature de 1'auteur de la proposition ou a partir de 1'adresse de courrier 6lectronique connue du membre et dolt foumir suffisamment de renseignements g6n6raux relatifs A la proposition. Vote 17.1 Proposition: multiplicit6, propositions distinctes Lorsqu'une proposition a 1'6tude contient deux propositions distinctes ou plus et qu'un membre le demande, le vote sur chaque proposition dolt &re effectue s6par6ment. 17.2 Proposition: a la suite de toutes interventions, proposition du pr6sident/pr6sidente du conseil Le pr6sident/la pr6sidente du conseil dolt proc6der A un vote sur une proposition imm6diatement apr6s que tous les membres d6sirant s'exprimer sur la proposition ont eu 1'occasion de le faire. 17.3 Proposition: vote, intervention, interdiction Apr&s que le pr6sident/la pr6sidente du conseil a term un vote sur la proposition, aucun membre ne peut s'exprimer sur ladite proposition. 17.4 Proposition: vote, exigences, sauf si le Conseiller est priv6 de voter Sauf lorsqu'un conflit d'int6rets ou tout autre motif le prive du droit de voter sur un arr&e, une resolution ou une proposition ou sur toute autre question, chaque conseiller present dolt faire connaitre publiquement et personnellement son ME decision, and no vote shall be taken by ballot or by any other method of secret voting, and every vote so taken is of no effect. 17.5 Failure - to vote — deemed affirmative Every Councillor present at a meeting who is not disqualified from voting in accordance with Section 17.4, shall be deemed to be voting in the affirmative for the motion if he/she fails to announce his/her vote. 17.6 Mayor - to have casting vote The Mayor shall not vote except to have a casting vote in the event of a tie. 17.7 Result - announced - by Presiding Officer The Presiding Officer shall announce the result of every vote. 17.8 Result- disagreement - immediate - recorded If a member disagrees with the announcement by the Presiding Officer of the result of any vote, he may object immediately to the Presiding Officer's declaration and require that a recorded vote be taken. 17.9 Recorded vote - when requested - or required A recorded vote shall be taken when called for by any member immediately prior or immediately subsequent to the taking of a vote or when required by law or under this By-law. 17.10 Recorded vote - order When a recorded vote is taken, all Councillors must vote unless disqualified by statute and any failure to vote by a Councillor who is not vote qui dolt &re constate par le greffier/la greffiere; le vote ne peut avoir lieu par bulletin ou par toute autre methode garantissant l'anonymat; tout vote effectue dans ces conditions estnul et sans effet. 17.5 Defaut: vote, affirmatif Tous les conseillers qui assistent a une reunion et qui ne sont pas prives du droit de vote, conformement a la section 17.4, sont consideres comme ayant vote en faveur de la proposition s'ils negligent de faire connaitre leur vote. 17.6 Maire: voix preponderante Le maire ne doit pas voter sauf dans le cas du partage des voix, auquel cas it a voix preponderante. 17.7 Resultats: annonce du president/ presidente de la reunion Le president/la presidente du conseil dolt annoncer le resultat de chaque vote. 17.8 Resultats: desaccord, immediat, vote enregistre Lorsqu'un membre est en desaccord avec 1'annonce du resultat d'un vote emise par le president/la presidente du conseil, it peut s' opposer immediatement a la declaration du president/presidente et demander 1'enregistrement du vote. 17.9 Vote enregistre: sur demande, exigence On procede a 1'enregistrement d'un vote lorsqu'un membre le demande immediatement avant ou apres la mise aux voix, lorsque la loi 1'exige ou en vertu du present arrete. 17.10 Vote enregistre: ordonnance de voter Lorsqu'on procede a 1'enregistrement d'un vote, tous les conseillers doivent voter a moins d'etre prives du droit de voter en vertu de la loi; tout P49191 disqualified shall be deemed to be an affirmative defaut de voter par un Conseiller ayant le droit de vote. voter, dolt &re considers comme un vote affirmatif. 17.11 Names - votes - negative - position - recorded Unless required by any member present, only the names of those who voted against a motion shall be entered in the minutes. The members may request that the reasons for their nay vote be noted in the minutes. 17.12 Majority - requirement - by by-law Whenever this By-law requires a vote of a simple majority of Council, the requirement shall be interpreted as meaning such majority, of the members who are present and qualified to vote on the matter provided that this By-law or a relevant statute does not specify differently. 17.13 Greater than majority- required - recorded vote Whenever this By-law or any statute requires that a by-law be passed or any other action taken by a vote of two-thirds or any other fraction of Council greater than a majority, that vote shall be taken by recorded vote. 17.14 Greater than majority — required - financial policies Any change to the financial policies contained in Schedule "C" requires a 2/3 vote of the total membership of Council, unless the proposed changes are recommended by the Chief Financial Officer, in which case a majority vote of Council is required. 17.15 Recorded Vote — minutes A Recorded vote shall be entered in the minutes Business 18.1 New business - consideration - requirements 17.11 Noms: votes, negatif, position, enregistrement A moins qu'un membre present ne le demande, seuls les noms des personnes ayant vote contre une proposition figurent dans le proces-verbal. Les membres peuvent exiger que les raisons de leur vote negatif soient indiquees dans le proces-verbal. 17.12 Majorite: exigences, en vertu d'un arrete Lorsque le present arrete exige un vote a la majorite simple du conseil, Pexigence dolt &re interpretee comme signifiant une telle majorite des membres presents et ayant le droit de voter sur la question, a condition que le present arrete ou une ordonnance pertinente ne mentionne pas autre chose. 17.13 Superieur a la majorite: exigences, vote enregistre Lorsque le present arrete ou une ordonnance exige qu'un arrete soft adopts ou qu'une me sure soit prise A la majorite des deux tiers des voix ou de toute autre fraction du conseil superieure a une majorite, on dolt proceder a 1'enregistrement du vote. 17.15 Vote enregistre — proces-verbal Un vote enregistre est inscrit au proces-verbal Activites 18.1 Nouvelles activites: examen, exigences 09Z.1 -50- No member shall present any matter to Council for its consideration at a meeting unless: a) the matter appears on the agenda for that meeting; or b) it is in accordance with Sections 16.7 through 16.23 inclusive; or c) Council by two-thirds of the total membership of Council grants leave to include the matter on the agenda without prior notice. 18.2 Motion - not on agenda - Presiding Officer - advised The Presiding Officer shall be advised of any motions proposed to be introduced which are not in the agenda and which do not come within Sections 16.7 through 16.23 inclusive at the time of adoption of the agenda. 18.3 Motion - not on agenda - staff request The City Manager, General Counsel, Chief Financial Officer or City Clerk of the Corporation may request that Council consider a matter not included in the agenda which calls for immediate and urgent consideration and Council, by a vote of two-thirds of the total membership of Council, shall determine whether or not to consider this matter. By -Laws — Reports — Resolutions - Contracts 19.1 Consideration - approval- by Council All by-laws, resolutions and contract documents shall, before presentation to the Common Council, have been approved as to form and legality by the General Counsel or his/her authorized representative, and shall have been examined and approved for administration by the City Manager or his /her authorized representative where there are substantive matters of administration involved. 19.2 Bylaws - three readings same day - not permitted Lors des reunions, aucun membre de doitpresenter au conseil des questions aux fins d'examen a moins que: a) la question ne figure a l'ordre du jour de cette reunion; ou b) la question ne soit conforme aux articles 16.7 a 16.23 inclusivement; ou c) le conseil, par le deux tiers du nombre total de ses membres, n'autorise l'inclusion de la question a l'ordre du four sans preavis. 18.2 Proposition: non inscrite a l'ordre du jour, president/presidente du conseil, avis Au moment de 1'adoption de l'ordre du jour, le president/la presidente du conseil dolt &re avise de la presentation des propositions ne figurant pas a l'ordre du jour et non comprises dans les sections 16.7 a 16.23 inclusivement. 18.3 Proposition: non inscrite a Fordre du jour, demande du personnel Le directeur general, 1'avocat general, le directeur financier ou le greffier/la greffiere de la Corporation peuvent demander que le conseil examine une question non include a l'ordre du four et exigeant un examen immediat et urgent, au moyen du vote des deux tiers du nombre total des membres du conseil qui determineront 1' examen ou non de cette question. Arretes Municipaux, Rapports, Resolutions et Contrats 19.1 Examen: approbation du conseil Avant d'etre presentes au conseil communal, tous les arretes, resolutions et documents contractuels doivent avoir ete approuves, relativement a la forme et a la legalite, par 1'avocat general ou son representant autorise et doivent avoir ete examines et approuves aux fins d'application par le directeur general ou son representant autorise lorsque des questions de fonds sur 1'application sont soulevees. 19.2 Arretes municipaux: trois lectures le meme jour interdiction P49YA -51- Unless otherwise provided by statute, a by-law shall be adopted in both official languages and may not receive three readings on the same day. 19.3 Reports, resolutions -filed with City Clerk All reports and motions shall be filed with the City Clerk. Minutes 20.1 Information - requirements - taken by Clerk The Clerk or his/her designate shall take minutes of each Council meeting which minutes shall record, without note or comment: a) the place, date and time of meetings; b) the name or names of the presiding member or members and the record of attendance of the members and senior staff members; c) the adoption of the minutes of prior meetings, and if requested, correction and; d) all resolutions, decisions and other proceedings of Council. 20.2 Previous meeting - read aloud - 2/3 majority request The minutes of the previous meeting shall be presented to Council for approved in both official languages as circulated, subject to corrections of any errors found therein and shall not be read aloud. 20.3 Approval of Minutes The minutes of all Regular Council and Special Council meetings shall be adopted at a Regular Council meeting. The minutes of a Committee of Council shall be approved at a meeting of that Committee of Council and the recommendations from Committee of the Whole shall be considered for adoption at a Regular Council meeting. 20.4 Approval of Minutes - Closed Meeting A mains d'indication contraire dans la loi, un arrete dolt &re adopte dans les deux langues officielles, et it est possible qu'il ne franchisse pas les etapes des trois lectures le meme four. 19.3 Rapports, resolutions: depot an greffe Tous les rapports et propositions doivent &re produits au dossier du greffier/greffiere. Proces - Verbal 20.1 Renseignements: exigences, soumission an greffier/greffiere Le greffier/la greffiere ou son representant dolt redigerles proces-verbaux de chaque reunion du conseil et consigner sans notes ni commentaires a) le lieu, la date et l'heure des reunions; b) les noms du president/presidente ou des membres et les presences des membres et du personnel de gestion; c) l'adoption du proces-verbal des reunions precedentes et, au besoin, la correction de ce demier; d) toutes les resolutions, decisions et autres deliberations du conseil. 20.2 Derniere reunion: lecture vive, majorite des deux tiers requise Le proces-verbal de la derniere reunion dolt &re presente au conseil aux fins d'approbation dans les deux langues officielles, tel qu'il a ete distribue, sous reserve d'une rectification des erreurs s'y trouvant et it ne dolt pas &re lu a voix haute. 20.3 Approbation du proces-verbal Le proces-verbal de chaque reunion ordinaire ou extraordinaire du conseil dolt &re adopte a une reunion ordinaire du conseil. Le proces-verbal d'un comite du conseil dolt &re approuve a une reunion dudit comite, et seules les recommandations du comite plenier seront examinees aux fins d'adoption tors d'une reunion ordinaire du conseil. 20.4 Approbation du proces- P4c1:3 -52- The minutes of any meeting or portion of a meeting of Council or a committee of Council that was closed to the public shall be approved at the following closed meeting of Council or committee of Council. The minutes of any meeting or portion of a meeting of Council or a committee of Council that was closed to the public pursuant to subsection 68(1) of the Local Governance Act shall not be open for inspection or examination by members of the public. 20.5 Public Record - Closed Meeting A record of the closed meetings shall be prepared and signed by the City Clerk containing only the following: a) the type of matter under subsection 68(1) of the Local Governance Act that was discussed during the meeting; and b) the date of the meeting. The record made shall be available for inspection in the office of the Clerk during regular business hours. Committees 21.1 Establishment - standing committees - as necessary Council may by by-law or resolution create such standing committees as are necessary or expedient for the orderly and efficient handling of the affairs of the Corporation and shall establish generally or in detail the duties and responsibilities, composition, and duration of a committee established. verbal, r6unions a huis clos Les proc6s-verbaux de toute reunion ou de toute partie d'une reunion du conseil ou d'un comit6 du conseil qui 6tait ferm6e au public doivent &re approuv6s fors de la prochaine reunion a huis clos du conseil ou du comit6 du conseil. Les proc6s- verbaux de toute reunion ou de toute partie d'une reunion d'un conseil ou d'un comit6 du conseil qui 6tait ferm6e au public en application du paragraphe 68(1) de la Loi sur la Gouvernance Locale ne peuvent pas &re consult6s et examin6s par les membres du public. Archives publiques: r6unions a huis clos Un registre des r6unions a huis clos dolt &re pr6par6 et sign6 par le greffier/la greffi&e et dolt contenir seulement ce qui suit : a) le type de questions en vertu du paragraphe 68(1) de la Loi sur la Gouvernance Locale qui ont &6 discut6es pendant la reunion; et b) la date de la reunion. Ledit registre peut &re examin6 par le public au bureau du grefber/grefbere aux heures normales d'ouverture. Comites 21.1 Cr6ation: comit6s permanents, an besoin Le conseil peut, par vole d'arr&e ou de resolution, cr6er des comit6s permanents jug6s n6cessaires au traitement ordonn6 et efficace des affaires de la Corporation, et dolt 6tablir, en g6n6ral ou en detail, les taches et responsabilit6s, la composition et la dur6e d'un comit6 nomm6. 21.2 Budget Committee of the Whole - 21.2 Comit6 pl6nier des budgets: cr6ation establishment Un comit6 pl6nier des budgets dolt &re cr66. There shall be a Budget Committee of the Whole. 21.3 Budget Committee of the Whole - 21.3 Comit6 pl6nier des budgets: responsibilities responsabilit6s 0910.1 - 53 - The Budget Committee of the Whole shall consider matters and issues relating to the preparation, administration and monitoring of the operating and capital budgets of the Corporation, Water and Sewerage Utility, Trust Funds and other current and long-range fiscal planning for the Corporation. 21.4 Budget Committee of the Whole - Chair - Vice -Chair The Mayor and in his/her absence the Deputy Mayor shall serve as the Chair of the Budget Committee of the Whole. 21.5 Budget Committee of the Whole - meetings - day - time Meetings of the Budget Committee of the Whole may be called by the Chair whenever he/she considers it necessary. 21.6 Budget Committee of the Whole - business - procedure The business of the Budget Committee of the Whole shall be conducted in accordance with the rules governing the procedure of Committee of the Whole. 21.7 Special Committee - Appointment - by Council Council may by resolution appoint a Special Committee to consider and report on a specific subject, project or undertaking. 21.8 Chair - appointed - procedures - determined - Council When a Special Committee has been appointed by Council, Council shall; a) name the member of that Special Committee who is to act as Committee Chair, and in the absence of such direction the committee shall appoint its own chair, and b) shall determine whether or not the rules of procedure for Committee of the Whole apply to that special committee. Le comite plenier des budgets dolt examiner les questions et problemes lies a la preparation, a la gestion et a la surveillance des budgets de depense et d'immobilisations de la Corporation, du reseau d'aqueduc et d'egouts, des fonds en fiducie et d'autre planification fiscale en cours et a long terme de la Corporation. 21.4 Comite plenier des budgets: president et vice-president/presidente et vice- presidente Le maire ou, en son absence, le maire adjoint dolt assumer la presidence du comite plenier des budgets. 21.5 Comite plenier des budgets: reunions, jour et heure Les reunions du comite plenier des budgets peuvent &re convoquees par le president/la presidente lorsqu'il le juge necessaire. 21.6 Comite plenier des budgets: activites, procedure Les activites du comite plenier des budgets doivent &re menees conformement aux regles regissant la procedure du comite plenier. 21.7 Comite special: nomination par le conseil Le conseil peut, par vole de resolution, nommer un comite special afin qu'il etudie un sujet, un projet ou un engagement particulier et en fasse le compte rendu. 21.8 President/Presidente: nomination, procedures, determination, conseil Lorsqu'un comite special a ete nomme par le conseil, le conseil dolt : a) nommer le membre dudit comite qui agira a titre de president/presidente du comite, et en l'absence de telles directives, le comite dolt nommer son propre president/presidente; b) doit determiner si les regles de procedure du comite plenier s'appliquent ou non au comite special. PZIIK -54- 21.9 Work- report - complete - committee dissolved When a special committee has completed its work and made its report to Council, that committee shall be deemed to be dissolved. 21.10 Mayor - ex-officio member - all committees The Mayor shall be ex-officio a member of all standing and special committees, has all the privileges of committee membership, including the right to make motions and to vote but is not counted in determining the number required for a quorum or whether a quorum is present. 21.11 Committee Meetings - open to public All meetings of a committee of Council shall be open to the public. Sections 7.3 to 7.6 inclusive shall apply if it is necessary to close a committee meeting or portion of a committee meeting to the public. Committee of the Whole — Procedure 22.1 Agenda - prepared by Clerk The Clerk shall prepare an agenda for all Committee of the Whole meetings. 22.2 Agenda - delivery - to members - prior to meetings The Clerk shall use his/her best efforts to ensure that the agenda and Council kit for regular, budget and special meetings of Committee of the Whole are available in electronic or printed format to each Committee of the Whole member so that they will be received in each case on the Thursday of the week preceding the week of the meeting. 22.3 Agenda - to officials - 21.9 Travaux: rapport, int6gralit6, dissolution du comit6 Lorsqu'un comit6 special a rempli son mandat et soumis son rapport final au conseil, ledit comit6 est consid6r6 avoir &6 dissous. 21.10 Maire: membre d'office, tons les comit6s De par ses fonctions, le maire dolt &re membre de tous les comit6s permanents et spe'ciaux, poss6der tous les privileges des membres du comit6, y comprise droit de faire des propositions et de voter, mais n'est pas compt6 dans la determination du nombre requis pour un quorum ou s'il y a quorum. 21.11 116unions des comit6s: ouvertes an public Toutes le r6unions d'un comit6 du conseil doivent &re ouvertes au public. Les sections 7.3 a 7.6 inclusivement doivent s'appliquer s'il s'av&e n6cessaire de fermer au public une r6union ou une partie d'une r6union d'un comit6. Comit6 P16nier: Proc6dures 22.1 Ordre du jour: r6dig6 par le greffier/la greffiere Le grefber/la greffiere dolt pr6parer un ordre du jour pour toutes les r6unions du Comit6 pl6nier. 22.2 Ordre du jour: distribution pr6alable aux membres Le greffier/la greffiere dolt faire tout son possible pour s'assurer que l'ordre du jour et de la trousse pr6sent6e aux membres dans le cadre des r6unions ordinaires, budg6taires et extraordinaires du Comite pl6nier sont disponible sous forme 6lectronique ou imprim6e tous les membres du Comit6 pl6nier de mani&e a ce qu'ils les reroivent toujours le jeudi de la semaine pr6c6dant celle ou se tiendra la r6union. 22.3 Ordre du jour: membres du conseil - 55 - staff - public hearing The Clerk shall use his/her best efforts to ensure that copies of the agenda and Council kit for regular, budget and special meetings of Committee of the Whole are distributed in electronic or printed format to all Corporation officials and staff, who are to receive copies thereof as determined by the City Manager, on the Thursday of the week preceding the week of the meeting. 22.4 Agenda - not delivered - on schedule - meeting valid Failure by the Clerk to meet the schedule set out in Sections 22.2 and 22.3 will not invalidate the Committee of the Whole meeting or any proceedings thereat. 22.5 Agenda - submission - filing deadline All submissions for inclusion in the agenda for regular, budget and special meetings of Committee of the Whole shall be submitted to the Clerk not later than 4:00 p.m. on the Wednesday prior to the date of the meeting. 22.6 Agenda - special meetings - preparation For special meetings of the Committee of the Whole, the agenda shall be prepared as the Committee Chair, or in the case of a petition, the Clerk, may direct. 22.7 Chair - to preside - all meetings - voting authority The Mayor and in his/her absence the Deputy Mayor shall serve as the Chair of the Committee of the Whole. The Committee Chair, or in his/her absence, such other member of the committee as may be chosen by the committee, shall preside at every meeting and may vote on all questions submitted. et employ6s - audience publique Le greffier/la greffi&e dolt faire tout son possible pour s'assurer que des copies de l'ordre du jour et de la trousse pr6sent6e aux membres dans le cadre des r6unions ordinaires, budg6taires et extraordinaires du Comit6 pl6nier soient transmises sous forme 6lectronique ou imprim6e a tous les fonctionnaires et employ6s de la Corporation qui les recevront, comme l'a indiqu6 le directeur, le jeudi de la semaine pr6c6dant celle ou se tiendra la r6union. 22.4 Ordre du jour: d6faut de distribution a temps, validit6 de la r6union Si le grefber/la greffi&e ne respecte pas le calendrier 6tabli aux sections 22.2 et 22.3, la r6union du Comit6 pl6nier ou les d6lib6rations n'en seront pas invalidaes pour autant. 22.5 Ordre du jour: pr6sentations, d6lai de d6p6t Le greffier/la greffi&e dolt avoir reru toutes les pr6sentations a mettre a l'ordre du four des r6unions ordinaires, budg6taires et extraordinaires du Comit6 pl6nier au plus tard a 16 h le mercredi pr6c6dant la date de la r6union. 22.6 Ordre du jour: r6unions extraordinaires, r6daction Dans le cadre des r6unions extraordinaires du Comit6 pl6nier, l'ordre du jour dolt &re pr6pare selon les exigences du pr&sident/pr&sidente du comit6 ou, dans le cas dune petition, du grefber/gref &e. 22.7 Pr6sident/Pr6sidente: pr6sidence, toutes les r6unions, droit de vote Le maire ou, en l'absence du maire, le maire adjoint dolt assumer la pr6sidence du Comit6 pl6nier. Le pr6sident/la pr6sidente du comit6 ou, en l'absence du pr6sident/pr6sidente, un autre membre du comit6 choisi par le comit6 dolt pr6sider chaque r6union et peut voter sur toutes les questions pr6sent6es. -56- 22.8 Vote - equal - deemed - negative In a case of an equal division of votes, the Committee Chair shall not have a second or casting vote and the question shall be deemed to have been decided in the negative. 22.9 Presiding Officer - powers - responsibilities Except as otherwise provided in this By-law, the committee member presiding at a Committee of the Whole meeting, while presiding, shall have all of the powers and responsibilities of the Presiding Officer at a meeting of Council. 22.10 Quorum - majority of members A quorum of any Committee of the Whole shall be the majority of its members. 22.11 Meeting- day — time - cancellation 1. Unless otherwise provided by resolution at a regular council meeting, meetings of the Committee of the Whole shall be scheduled prior to a regular council meeting commencing at a time to be set by the Clerk or on the Monday of the week falling between the bi- weekly regular council meetings. 2. A Committee of the Whole meeting may be cancelled: a) by resolution adopted by a majority of the Committee of the Whole members, at a regular meeting of that committee; or b) upon the Written Consent of a majority of the members of the Committee of the Whole if twenty-four hours notice of cancellation is provided by the Clerk to each member of the Committee of the Whole in accordance with the provisions of paragraphs 6.3(a), (b), (c) and also to the public in accordance with the provisions of subsection 5.9; or 22.8 Vote: 6galite, n6gatif Dans le cas d'un partage 6gal des votes, le pr6sident/la pr6sidente du comit6 ne doit pas disposer d'un second vote ou d'une voix pr6pond6rante et on dolt juger que la question a fail l'objet d'une d6cision negative. 22.9 Pr6sident/Pr6sidente du conseil pouvoirs, responsabites Sauf indications contraires du pr6sent arr&e, le membre du comit6 pr6sidant a une reunion du Comit6 pl6nier disposera, au moment ou it pr6side, de tous les pouvoirs et responsabilit6s du pr6sident/pr6sidente du conseil fors d'une reunion du conseil. 22.10 Quorum - majorit6 des membres «Quorum» d6signe la majorit6 des membres d'un Comit6 pl6nier. 22.11 116union: jour, heure et annulation 1. Sauf indications contraires introduites par resolution lors d'une reunion ordinaire du conseil, les r6unions du Comit6 pl6nier doivent titre fix6es avant la tenue d'une reunion ordinaire du conseil a une date que fixera le greffier/la greffiere ou le lundi de la semaine pr6c6dant ou suivant les r6unions ordinaires du conseil tenues a la quinzaine. 2. Une reunion du Comit6 pl6nier peut &re annul6e : a) par resolution adoptee par la majorit6 des membres du Comit6 pl6nier, lors d'une reunion ordinaire de ce comit6; ou b) avec le consentement 6crit de la majorit6 des membres du Comit6 pl6nier, si un avis d'annulation d'au moins vingt-quatre heures est donn6 a chaque membre du Comit6 pl6nier par le greffier/la greffiere, conform6ment aux dispositions des alin6as 6.3a), b), c), ainsi qu'au public conform6ment aux dispositions du paragraphe 5.9; ou P►z191 -57- c) where notice is not provided in accordance with the provisions of subparagraph b., upon the Written Consent of two-thirds of the members of the Committee of the Whole if notice of cancellation is subsequently provided by the Clerk to each member of the Committee of the Whole in accordance with the provisions of paragraphs 6.3(a), (b), (c); and the Clerk endeavours to post notice of cancellation on the City' s web site. 22.12 Special meeting- called- by Chair A special meeting of a Committee of the Whole may be called by the Committee Chair whenever he/she considers it necessary. 22.13 Special meeting - called - written request - majority The Committee Chair or in the case of his/her neglect or failure, the Clerk, shall call a special meeting of Committee of the Whole whenever three of the members of that committee request in writing such a special meeting. 22.14 Special meeting- Committee of the Whole - procedures The provisions of Section 6, with necessary modifications, apply to special meetings of Committee of the Whole. 22.15 Business - procedure - exceptions The business of Committee of the Whole shall be conducted in accordance with the rules governing the procedure of Council, so far as they are applicable, except as otherwise set out in this section. 22.16 Speaking — Limitation There is no limit to the number of times a member may speak to a motion in Committee of the Whole, c) lorsqu'un avis n'est pas donne conformement aux dispositions du sous- alinea b., avec le consentement ecrit des deux tiers des membres du Comite plenier, si un avis d'annulation est subsequemment donne a chaque membre du Comite plenier par le greffier/la greffiere, conformement aux dispositions des alineas 6.3a), b), c); et que le greffier/la greffiere tente d'afficher l'avis d'annulation sur le site Web de The City. 22.12 Reunion extraordinaire: convoquee par le president/la presidente Une reunion extraordinaire d'un Comite plenier peut &re convoquee par le president/la presidente du comite lorsqu'ille juge necessaire. 22.13 Reunion extraordinaire: convocation, demande par ecrit, majorite Le president/la presidente du comite ou, en cas de negligence ou de manquement du president/presidente, le greffier/greffiere peut convoquer une reunion extraordinaire du Comite plenier lorsque trois des membres de ce comite demandent par ecrit la tenue d'une telle reunion. 22.14 Reunion extraordinaire: Comite plenier, procedures Les dispositions de la section 6 s'appliquent aux reunions extraordinaires du Comite plenier, avec les modifications necessaires. 22.15 Activites: procedures, exceptions Les activites du Comite plenier doivent &re menees conformement aux regles regissant la procedure du conseil, dans la mesure ou elles peuvent s'appliquer, sauf indications contraires de la presente section. 22.16 Intervention: limitation Un membre peut s'exprimer sur une proposition autant de fois qu'il ou elle le veut en Comite plenier, toutefois chaque fois qu'un membre however each time a member speaks to a motion, s'exprime sur une proposition, it ne s'exprimera he shall only speak for a maximum of 3 minutes. que pour une dur6e maximale de trois minutes. 22.17 Speaking- to motion - once- until all spoken A member shall not speak more than once to a motion until every member who desires to speak has spoken once in Committee of the Whole. 22.18 Recorded vote - not required No recorded vote shall be required. 22.19 Motion - to close debate - prohibited A motion to put the previous question shall not be permitted in Committee of the Whole. 22.20 Chair - permitted a position - without leaving The Committee Chair or other presiding member may take a definite position and endeavor to persuade the Committee of the Whole on that position without leaving the chair in Committee of the Whole. 22.21 Point of order - procedure - decision - Chair When a point of order or procedure is raised or when a member is called to order in Committee of the Whole, the same procedure shall be adopted as in Council. 22.22 Delegations - hearing of- rules When a person or a representative of any group is scheduled to address Committee of the Whole a copy of the presentation shall be submitted to the City Clerk prior to 4:00 p.m. on the Wednesday preceding the scheduled Committee of the Whole meeting. 22.23 Delegation/Presentation - prior notice 22.17 Intervention: proposition, une fois, jusqu'a ce que tons soient intervenes Un membre pourra s'exprimer a nouveau sur une proposition apr6s que tous les membres qui veulent s'exprimer aient parl6 une fois en Comit6 pl6nier. 22.18 Vote enregistr6: non exige Aucun vote enregistr6 n'est exig6. 22.19 Proposition: mettre fin an d6bat, interdiction Une proposition visant a mettre la question pr6c6dente aux voix n'est pas autoris6e en Comit6 Pl6nier. 22.20 Pr6sident/Pr6sidente: autoris6 a adopter une position, sans quitter la pr6sidence Le pr6sident/la pr6sidente du comit6 ou un autre membre pr6sidant peut adopter une position ferme et s'efforcer de persuader les membres du Comit6 pl6nier de cette position sans quitter la pr6sidence du Comit6 Pl6nier. 22.21 Rappel an reglement: proc6dure, decision, pr6sident /pr6sidente Lorsqu'un membre formule un rappel au reglement ou soul&ve une question de proc6dure, ou qu'il est rappel6 a l'ordre au Comit6 pl6nier, la meme proc6dure dolt &re adoptee comme elle Pest au conseil. 22.22 D616gations: intervention, regles Lorsqu'une personne ou le repr6sentant d'un groupe dolt s'adresser au Comit6 pl6nier, une copie de la presentation dolt &re soumise au greffier/greffi&e avant 16 h le mercredi pr6c6dant la r6union pr6vue du Comit6 pl6nier. 22.23 D616gations et pr6sentations: pr6avis -59- When a person or representative of any group of persons wishes to address Committee of the Whole he/she shall submit a request in writing to the City Clerk, addressed to the Mayor and Council, prior to 4:00 p.m. on the Wednesday preceding a Regular Council meeting. 22.24 Address - no notice - majority consent - required No person or representative of a group of persons who has not received the prior consent of the Council or Committee of the Whole will be permitted to address the Committee without the consent of a majority of the membership of Council. 22.25 Address - maximum duration Except with the majority consent of the Committee of the Whole, no person shall address the Committee for more than twenty minutes, exclusive of the time required to answer questions put to him/her by the Committee, except that a group of persons may have more than one spokesperson provided that the total length of time such spokesperson addresses the Committee shall not exceed thirty minutes, exclusive of the time required to answer questions put to them by Committee. 22.26 New motion - notice - in writing - deadline A member of Committee of the Whole wishing to introduce a motion, other than the type listed in Sections 16.7 through 16.23 inclusive, for consideration by Committee of the Whole shall deliver the motion in writing to the Clerk by 4:00 pm on the Wednesday before the meeting of Committee of the Whole and shall provide the background associated with the item and the proposed motion. 22.27 Report - to Council - all matters - recommendations Lorsqu'une personne ou le repr6sentant d'un groupe de personnes veut s'adresser au Comit6 pl6nier, it dolt pr6senter une demande par 6crit au greffier/greffi&e, adress6e au maire et au conseil, avant 16 h le mercredi pr6c6dant une reunion ordinaire du conseil. 22.24 Adresse: aucun avis, consentement majoritaire, exigence Une personne ou le repr6sentant d'un groupe de personnes qui n'a pas reru de consentement pr6alable du conseil ou du Comit6 pl6nier ne peut s'adresser au comit6 sans obtenir le consentement de la majority des membres du conseil. 22.25 Adresse: dur6e maximale Sauf sur consentement majoritaire du Comit6 pl6nier, personne ne peut s'adresser au comit6 pendant plus de vingt minutes, sans compter le temps n6cessaire pour r6pondre aux questions que lui pose le comit6, mis a part le fait qu'un groupe de personnes puisse avoir plus d'un pone -parole, a condition que la p6riode totale durant laquelle les pone -parole s'adressent au comit6 ne d6passe pas vingt minutes, sans compter le temps n6cessaire pour r6pondre aux questions que leur pose le comit6. 22.26 Nouvelle proposition: avis, par 6crit, d61ai Un membre du Comit6 pl6nier qui veut pr6senter une proposition diff6rente de celles 6num6r6es dans les sections 16.7 a 16.23 inclusivement aux fins d'examen par le Comit6 pl6nier dolt pr6senter la proposition par 6crit au greffier/greffi&e avant 16 h le mercredi pr6c6dant la reunion du Comit6 pl6nier et dolt comprendre des renseignements g6n6raux relatifs a la question et a la proposition pr6sent6e. 22.27 Rapport: a Pintention du conseil, toutes questions, recommandations Committee of the Whole shall report to Council on all matters connected with the duties imposed on it and all matters referred to it and shall recommend such action as it deems appropriate. 22.28 Minutes - Committee of the Whole - taken by Clerk The Clerk or any employee of the Corporation designated by the Clerk shall take minutes of the Committee of the Whole meetings. 22.29 Open meetings - exception The provision of Sections 7.2 through 7.6 inclusive, regarding closing meetings to the public, apply to regular and special meetings of Committee of the Whole and except as permitted or provided in the Local Governance Act, Committee of the Whole meetings shall be open to the public. 22.30 Proceedings - adopted- confirmed - by Council- motion The recommendations of Committee of the Whole meetings may be adopted by Council in a single motion and the passage of such motion shall be taken to confirm all of the proceedings taken in the Committee of the Whole meeting except for those matters dealt with or voted on separately. 22.31 Recommendation - vote - requested A member may request prior to the adoption of the Committee of the Whole report or recommendations that Committee recommendations be voted on separately and such a request shall not require the introduction of a motion. Enactment 23.1 Effective Date Le Comit6 pl6nier dolt faire rapport au conseil sur les questions lilies aux taches qui lui sont impos6es et a toutes les questions qui lui sont transmises. 11 dolt 6galement recommander des mesures lorsqu'il le juge appropri6. 22.28 Proces-verbal: Comit6 pl6nier, r6dig6 par le greffier/la greffiere Le greffier /la gref &e ou un employ6 de la Corporation nomm6 par le greffier/la greffiere dolt r6diger les proc6s- verbaux des reunions du Comit6 pl6nier. 22.29 116unions publiques: exceptions Les dispositions pr&vues aux sections 7.2 a 7.6 inclusivement concernant la tenue de reunions priv6es s'appliquent aux reunions ordinaires et extraordinaires du Comit6 pl6nier. De plus, les reunions du Comit6 pl6nier doivent &re publiques, sous r6serve de la Loi sur la Gouvernance Locale. 22.30 Proc6dures: adoption, confirmation, par le conseil, proposition Les recommandations formul6es fors des reunions du Comit6 pl6nier peuvent &re adopt6es par le conseil en une seule proposition et 1'adoption d'une telle proposition dolt &re men6e a bien pour confirmer toutes les d6lib6rations du Comit6 pl6nier, a 1'exception des questions trait6es s6par6ment ou qui ont faire 1'objet d'un vote distinct. 22.31 Recommandations: vote, demande Avant que ne soient adopt6s le rapport ou les recommandations du Comit6 pl6nier, un membre peut demander que les recommandations soient soumises a un vote distinct et qu'une telle demande ne requi&e pas la pr6sentation d'une proposition. Mise en Vigeur 23.1 Date d'entr6e en vigueur Le pr6sent arr&6 entrera en vigueur le 3 mai 2021. QUIN -61- This By-law shall come into force on the Yd day of May, 2021. Repeal 29 A By-law of The City of Saint John enacted on the 29th day of November, 2010 entitled `By-law Number M-S, A By-law Respecting the Procedures of the Common Council of The City of Saint John" and all amendments thereto are repealed. 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 and signed by: Abrogation 29 Uarret6 de The City of Saint John 6dict6 le 29 novembre 2010 et intitul6 « Arrete N° M-S, Arrete concernant le Reglement Interieur du Conseil Communal de The City of Saint John », ensemble ses modifications, est abrog6. EN FOI DE QUOI, The City of Saint John a fait apposer son sceau municipal sur le pr6sent arr&6 le 2021, avec les signatures suivantes : Mayor/Maire City Clerk/Greffier de la ville First Reading - Premiere lecture - Second Reading - Deuxi6me lecture - Third Reading - Troisi6me lecture - fPz1:3 -62- SCHEDULE A TABLE OF PRECEDENCE • Ensure that 1. MOTION TO SET THE DATE AND TIME OF THE NEXT those who MEETING must leave, — Requires a mover and a seconder know the time and — Requires, for adoption, a majority vote place of the — May be debated, but only as to the date and time. next meeting. 2. MOTION TO SET THE TIME TO ADJOURN — Requires a mover and a seconder • To limit the length of the — Requires, for adoption, a majority vote meeting. — May be debated, but only as to the time of the adjournment 3. MOTION TO ADJOURN — Requires a mover and a seconder • To terminate — Requires for adoption, a majority vote meeting. — May not be debated 4. MOTION TO RECESS — Requires a mover and a seconder . Cooling off — Requires a majority vote period. — Must not be debated 5. MOTION TO RAISE A QUESTION OF PRIVILEGE — Requires a mover only, who may interrupt another speaker • Ventilation. Disorder in gallery — Requires no vote . Any rights of — Must not be debated members 6. MOTION TO RAISE A POINT OF ORDER — Requires a mover only, who may interrupt another speaker Requires ' To call attention • Failure to observe no vote rules. — Must not be debated 7. MOTION TO LAY ON THE TABLE OR MOTION TO REMOVE FROM THE TABLE . Consider — Requires a mover and a seconder Requires a majority vote immediately. — Must not be debated 8. MOTION TO PUT THE PREVIOUS QUESTION • To limit — Requires a mover and a seconder amendments and force a direct vote — Requires a two-thirds vote on the main — Must not be debated motion. - 63 - • Make way for more urgent 9. MOTION TO DEFER TO A DEFINITE DATE AND TIME business. — Requires a mover and a seconder • Cooling off period. — Requires a majority vote • Postpone — May be debated, but only as to the time . Way of determining support 10. MOTION TO REFER (e.g. TO A STANDING OR SPECIAL COMMITTEE) 9 When additional — Requires a mover and a seconder information or — Requires a majority vote discussion is — May be debated only on the propriety of the referral needed. 11. MOTION TO AMEND • To add, delete, or — Requires a mover and a seconder substitute words — Requires a majority vote in the main — May be debated motion. 12. THE MAIN MOTION . The proposal — Requires a mover and a seconder before the — Requires a majority vote — May be debated meeting. 13. MOTION TO RESCIND — Requires a mover and seconder . Annul a motion — Requires a majority vote when a notice of motion has been provided that has been — Requires a two-thirds vote when a notice of motion has not been passed. provided to Council — May be debated K91191 ANNEX A TABLE DE PRECEDENCE 1. PROPOSITION POUR FIXER LA DATE ET • Pour assurer que les L'HEURE DE LA PROCHAINE REUNION personnes devant s'absenter — Requiert un auteur et un appuyeur. connaissent la date, 1'heure et — Pour que la proposition soft adoptee, le vote dolt etre le lieu de la prochaine maj oritaire. reunion. 2. PROPOSITION VISANT A FIXER L'HEURE DE L'AJOURNEMENT • Pour limiter la duree de la — Requiert un auteur et un appuyeur. reunion. — Pour que la proposition soft adoptee, le vote dolt etre maj oritaire. — La proposition pent faire 1'objet d'une discussion ne portant que sur 1'heure de 1'ajoumement. 3. PROPOSITION D'AJOURNEMENT • Pour mettre fin a la reunion. — Requiert un auteur et un appuyeur. — Pour que la proposition soft adoptee, le vote dolt etre majoritaire. — Ne dolt pas faire 1'objet d'une discussion. 4. PROPOSITION DE PAUSE — Requiert un auteur et un appuyeur. • Periode de detente. — La proposition necessite un vote majoritaire. — Ne dolt pas faire 1'objet d'une discussion. 5. PROPOSITION POUR SOULEVER UNE QUESTION DE PRIVILEGE • Ventilation — Ne requiert qu'un auteur qm pent interrompre un • Desordre dans la tribune autre intervenant. • Tons les droits des — Ne requiert aucun vote. • members — Ne dolt pas faire 1'objet d'une discussion. 251 - 65 - 6. PROPOSITION POUR FORMULER UN RAPPEL AU REGLEMENT . pour porter une question a 1 — Ne requiert qu'un auteur qm pent interrompre un attention des members. autre intervenant. • D&faut de se conformer aux — Ne requiert aucun vote. r&gles. — Ne dolt pas faire 1'objet d'une discussion. 7. PROPOSITION POUR SOUMETTRE UNE • Prendre en consideration QUESTION OU PROPOSITION POUR imm&diatement. RETIRER UNE QUESTION — Requiert un auteur et un appuyeur. — La proposition n6cessite un vote majoritaire. — Ne dolt pas faire 1'objet d'une discussion. 8. PROPOSITION POUR QUE LES MEMBRES SE PRONONCENT SUR LA QUESTION • Pour limiter les modifications PRECEDENTE et forcer un vote direct sur la — Requiert un auteur et un appuyeur. proposition principale. — Pour etre adopt&e, la proposition n6cessite les deux — tiers des votes. — Ne dolt pas faire 1'objet d'une discussion. 9. PROPOSITION POUR REPORTER UNE QUESTION A UNE DATE ET A UNE HEURE • Faire place a des questions PRECISES plus urgentes. — Requiert un auteur et un appuyeur. • P&riode de d6tente. — La proposition n6cessite un vote majoritaire. • Report. — La proposition pent faire 1'objet d'une discussion ne portant que sur la date et 1'heure. • Faxon de determiner le soutien. 10. PROPOSITION POUR TRANSMETTRE UNE • Lorsq' it est n6cessaire QUESTION (p. ex.,A UN COMITE PERMANENT d'obtenir des renseignements OU A UN COMITE SPECIAL) suppl&mentaires on de tenir — Requiert un auteur et un appuyeur. d'autres discussions. — La proposition n6cessite un vote majoritaire. — Pourrait etre seulement d6battu sur la biens&ance de la r&f&rence 11. PROPOSITION DE MODIFICATION . Pour ajouter, supprimer on — Requiert un auteur et un appuyeur. substituer des mots dans la — La proposition n6cessite un vote majoritaire. proposition principale. — Pent faire 1'objet d'une discussion. PM 12. LA MOTION PRINCIPALE • La proposition soumise a — Requiert un auteur et un appuyeur. 1'assemblee. — La proposition necessite un vote majoritaire. — Pent faire 1'oNet d'une discussion. 13. PROPOSITION DE REVOCATION — Requiert un auteur et un appuyeur. • Pour annuler une — La proposition necessite un vote majoritaire lorsqu'un proposition qui a ete avis d'intention a ete donne. adoptee. — La proposition necessite le vote des deux tiers du nombre total des membres du conseil lorsqu'un avis d'intention n'a pas ete donne an conseil — Pent faire l'obiet d'une discussion. NX -67- SCHEDULE B PROCEDURE FOR STATUTORY PUBLIC HEARING l . Immediately prior to the opening of the public hearing, and at the discretion of the City Manager, City staff may make a presentation to Council providing an overview of the proposal. 2. The Mayor, or Deputy Mayor, will open the public hearing. 3. The Mayor, or Deputy Mayor, will first call upon members of the public to voice their objections to the proposal, and then call upon members of the public to speak in favour of the proposal. Each member of the public will be allotted a maximum of ten minutes to address Council. 4. Following each member of the public's allotted speaking time, members of Council may pose questions to them. 5. Once all members of the public have spoken, members of Council may ask questions of the City Manager on the proposal. 6. Once steps 1 to 5 above have been completed, the Mayor, or Deputy Mayor, shall declare that the public hearing is closed. 7. Once the public hearing is closed, Council may: a. debate the proposal; b. make amendments that do not require re -advertising or reopening the public hearing; c. pass, defeat or postpone the item; or d. refer the item to the City Manager. Ne"I ANNEXE B PROCEDURE RELATIVE AUX AUDIENCES PUBLIQUES 1. Immediatement avant l' ouverture de I'audience publique, et a la discr6tion du directeur g6n6ral, un employ6 municipal peut effectuer une pr6sentation au conseil fournissant un aperru de la proposition. 2. Le maire ou le maire suppleant ouvrira I'audience publique. 3. Le maire ou le maire suppleant fera d'abord appel aux membres du public pour qu'ils pr6sentent leurs objections a la proposition. Il fera ensuite appel aux membres du public pour qu'ils s'expriment en faveur de la proposition. Chaque membre du public se verra accorder un maximum de dix minutes pour s' adresser au conseil. 4. Suivant le temps de parole accord6 a un membre du public, les membres du conseil pourront lui poser des questions. 5. Une fois que tous les membres du public auront pris la parole, les membres du conseil pourront poser des questions au directeur g6n6ral au sujet de la proposition. 6. Une fois ques les 6tapes 1 a 5 ci-haut auront &6 compl6t6es, le maire ou le maire suppleant declarera I'audience publique terminee. 7. Une fois que I'audience publique est termin6e, le conseil peut a. Discuter la proposition; b. apporter des modifications qui ne n6cessitent pas une nouvelle annonce ou une reouverture de I'audience publique; c. adopter, rejeter ou reporter le point; d. renvoyer le point au directeur g6n6ral. K&I SCHEDULE C FINANCIAL POLICIES 1) FAS-001 Asset Management Policy 2) FAS-002 Investment Management Policy 3) FAS-003 Reserves Policy 4) FAS-004 Operating Budget Policy 5) FAS-005 Capital Budget Policy 6) FAS-006 Debt Management Policy 7) FAS-007 Wage Escalation Policy 8) FAS-020 Long-term Financial Plan Policy 9) FAS-021 Budget Monitoring Policy PIRV Received Date April 28, 2021 Meeting Date May 03, 2021 Open or Closed Open Session Deputy Mayor Shirley McAlary and Members of Common Council Subject: Direct Racial Discrimination Background: In June of 2020 thousands of people gathered in king square to honor George Floyd and demand action on systemic racism and racial discrimination. In July of 2020, a motion was supported unanimously by council, calling on the Federal Government and the Provincial governments to make racial discrimination illegal. Furthermore, the motion directed the city manager to explore options available to the city of Saint John, to take tangible actions at the local level. In September of 2020, a report was brought to council by the city Solicitor, that explored the complexities, legislative authorities, and options for the city to act. That report was received and filed. The City of Saint John must recognize the reality of systemic racism in New Brunswick and the city must mitigate systemic racism because systems are how racism lives on. To do this it must operate according to the values of openness, transparency, accountability, and public trust. In the last two weeks, we saw another issue receive swift action from staff and council, after two citizens asked us to join a movement, calling on the eradication of nuclear weapons. This was unanimously supported by council and I agree with that decision. I am asking council to revisit the issue of systemic racism, racial discrimination, and act. Over the last year my office has continued to dialogue with community leaders, all levels of government and explored options for commitment and action by municipal governments. For example, UNESCO (Canadian Commission for UNESC), has developed a Coalition of Municipalities Against Racism and Discrimination.) Listed below are sample action from the coalition. Common commitments and sample actions against racism and discrimination Municipalities are urged to develop their own plan of action in keeping with these ten Common Commitments addressing three areas of municipal responsibility: The municipality as a guardian of the public interest The municipality as an organization in the fulfillment of human rights • The municipality as a community sharing responsibility for respecting and promoting human rights and diversity 60- - ----------------- SAINT JOHN P.O. Box 1971 Saint Jahn, NB Canada E2L 4L1 I www.saintjohn.ca ( C.P. 1971 Saint Jahn, N.-B. Canada. E2L 4L1 WIN In undertaking these Commitments and in developing unique plans of action for addressing racism and discrimination, municipalities are encouraged to take a participative approach that will engage Aboriginal peoples and initiate dialogue among diverse communities. The municipality as a guardian of the public interest Increase vigilance against systemic and individual racism and discrimination. Sample actions: • Support or establish, in collaboration with community organizations, a monitoring and rapid response system or network to identify and respond to acts of racism, hate crimes and incidents, including bringing such incidents to the attention of the appropriate authorities. • Support or establish a mechanism for consultation with a network of groups and individuals involved in the struggle against racism and discrimination (e.g., NGOs, Aboriginal organizations, youth, artists, police services, the judiciary, provincial and territorial human rights commissions etc.). • Report regularly on the incidence of hate crimes and responsive actions taken. Monitor racism and discrimination in the community more broadly as well as municipal actions taken to address racism and discrimination. Sample actions: • Make use of existing data and research or initiate or facilitate appropriate collection and use of data, on incidents of hate activities, racism, and discrimination in the community, and share results in a manner that advances human rights. • Collect and evaluate data and information on racism and discrimination in specific fields of municipal endeavour, such as housing, recreation, culture, and other social programs. • Define achievable objectives and apply common indicators to assess incidents and trends in racism and discrimination, such as racial profiling, as well as the impact of municipal policies and programs. Inform and support individuals who experience racism and discrimination. Sample actions: • Use awareness materials and campaigns to inform citizens about their rights and obligations, including available resources and mechanisms for prevention and redress, as well as penalties for racist acts or behaviour and other forms of discrimination. • Establish or enhance existing complaint mechanisms within the municipality's authority (ombudsperson, anti -discrimination unit, etc.) to deal with allegations of systemic and individual acts of racism and discrimination. • Establish protocols to liaise with organizations such as human rights commissions, legal clinics, and community advocacy or counselling services that can help facilitate prevention, interventions, and remedies for those who experience racism and discrimination. Support policing services in their efforts to be exemplary institutions in combating racism and discrimination. Sample actions: • Consult with local communities to hear concerns and receive input on responsive measures. • Establish or enhance a comprehensive anti -racism and anti -discrimination vision statement and implement effective policies and procedures (including a complaints mechanism), as well as staff training 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 P�+"f j to help prevent and respond to issues of racism and discrimination in policing services and in the community. • Implement measures or programs to promote accountability of, and public confidence in, policing services, as well as ensure appropriate representation of Aboriginal and racialized groups in recruitment and at all levels of the organization. The municipality as an organization in the fulfillment of human rights Provide equal opportunities as a municipal employer, service provider, and contractor. Sample actions: • Develop, implement, promote, and enforce anti -racism strategies, policies, and procedures, including complaints and dispute resolution mechanisms, within the municipal organization. • Examine equity at a systemic level, such as auditing different aspects of the municipality's operations, including corporate planning, policy and program development, and procedures and practices with respect to employment, service delivery and contracting, as well as organizational culture; take steps to eliminate barriers; and finally, measure progress. • Educate and sensitize elected officials and civil servants on mutual respect, citizenship, and the obligation to protect and promote human rights. Support measures to promote equity in the labour market. Sample actions: • In partnership with local chambers of commerce, set up a certification program for businesses, organizations, and professional bodies to integrate mechanisms into their own organizations for combating racism and building inclusive and respectful workplaces. • Facilitate monitoring and removal of systemic barriers that impede fair and equitable access for full participation of Aboriginal and racialized communities in the economic life of the municipality, as well as access to professions and trades for foreign trained professionals. • Make business licensing renewals conditional upon non-discriminatory policies and practices. Support measures to challenge racism and discrimination and promote diversity and equal opportunity in housing. Sample actions: • Examine housing and urban planning policies and practices and address systemic barriers that have a discriminatory effect on Aboriginal and racialized communities, including the further marginalization of those who are homeless or at risk of homelessness. • Work with landlords and social housing providers, with the assistance of tenant associations and community organizations, including legal clinics, to adopt equitable policies and practices with respect to qualifying applicants and selecting tenants for market rent units consistent with human rights principles. • Work with homebuilder, realtor, rental, hotel, tourist, and hospitality associations to draw up anti- discrimination codes of practice for their respective industry businesses and organizations. The municipality as a community sharing responsibility for respecting and promoting human rights and diversity Involve citizens by giving them a voice in anti -racism initiatives and decision -making. Sample actions: • Take steps to facilitate and increase the representation of Aboriginal and racialized communities on municipal boards, commissions, and committees. • Organize regular community forums in collaboration with existing organizations and mechanisms to offer citizens an opportunity to discuss and be heard on issues of racism and discrimination in the municipality, including effectiveness of local policies and progra269 • Empower local NGOs and civil society to share information and act against racism and discrimination. Support measures to challenge racism and discrimination and promote diversity and equal opportunity in the education sector, and in other forms of learning. Sample actions: • Encourage the development of teaching materials that promote respect for dignity, human rights, intercultural understanding, dialogue, and peaceful coexistence. • Support partnerships between educators and front-line community organizations to reach out to vulnerable youth whose access to education is adversely affected by bullying and violence or discriminatory discipline policies or practices. • Create a program to recognize schools for their anti -racism and anti -discrimination initiatives. Promote respect, understanding and appreciation of cultural diversity and the inclusion of Aboriginal and racialized communities into the cultural fabric of the municipality. Sample actions: • Provide equitable support to cultural projects, programs, events, and infrastructure so that the cultural diversity and heritage of the community can be preserved and diffused in a fair and representative way. • Support initiatives that increase expertise and capacity within ethno-cultural organizations to effect change in their communities and enable their members to participate fully in society. • Promote awareness of the fact that integration of a community's cultural fabric, together with its economic, educational, social and security interests, strengthens and benefits the whole community. Appendix. PDF Coalition of Municipalities Against Racism and Discrimination handbook. Motion: Direct the City Manager to investigate and report back on the City of Saint John, joining on as a member of the UNESCO Coalition of Municipalities Against Racism and Discrimination. Furthermore, that the City Manager through his resources, follow up for a progress update, with the appropriate Federal and Provincial governments on our requests from July 2020, to make racial discrimination a criminal offense. Respectfully Submitted, (Received via email) Don Darling Mayor City of Saint John @4 - 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 K091 ��~`� �� » �� x��°�°�� NN �� mm�� mm�� mm" � ° Canada along with its provinces and territories has anexceptional system of human rights laws and ratified international treaties. Nevertheless, asinother parts ofthe world, racism and discrimination continue toraise barriers against the development ofindividuals and groups. Racism and discrimination divide communities, pose aserious threat topeaceful coexistence and exchange among and within communities, imperil democratic and participatory citizenship, and entrench and aggravate inequalities within society. Racism and discrimination continue to perpetuate the historical disadvantage experienced byAboriginal peoples and other diverse groups, many ofwhom are members ofCanada's most economically and socially marginalized communities. Municipal governments, aswell asother levels ofgovernment inCanada, along with local and national organizations, share responsibility and have animportant role toplay incombating racism and discrimination and fostering equality and respect for all citizens. Local communities function at the most practical level and are most involved inthe lives their residents. They are anideal place todevelop policies, programs and strategies, and take meaningful action toward eliminating racism and discrimination. ACanadian Coalition ofMunicipalities Against Racism and Discrimination will help broaden and strengthen our society's ability toprotect and promote human rights through coordination and shared responsibility among local governments, civil society organizations and other democratic institutions. municipalities are able to build respectful, inclusive and safe societies social, cultural, recreational and political life of the community. 264 �� °�� N�N��°��°��°�� =�� mm mmN�� mmm��mmN��N ��N�N��~� ��mm�� By joining together in a Coalition, municipalities will be able to: m Document and advance work within their own jurisdiction incombating racism and discrimination and building more inclusive communities m Exchange practices and expertise among municipalities and groups inCanada and around the world m Cooperate and share responsibility with other institutions and members ofcivil society totake action, including developing better tools to monitor progress �� ° ° ^�=�� N��" UNESCO ��Paris The call for aCanadian Coalition ofMunicipalities Against Racism and Discrimination is part of an international movement. |n2oo4,the United Nations Educational, Scientific and Cultural Organization AJNES[OAlaunched the International Coalition ofCities Against Racism initiative. UNES[O'saim was toestablish networks ofcities inAfrica, the Arab states, Latin America and the Caribbean region, North America, the Asia -Pacific region and Europe, interested insharing experiences toimprove their ability tofight racism, discrimination and xenophobia. UNESCO isproviding technical and scientific supporttothe development ofworld regional coalitions. |thelped toestablish the European Coalition, where more than 4ocities have joined sofar. UNESCO is also providing assistance inestablishing coalitions inCanada and in the Asia -Pacific region through assistance and liaison among world regional coalitions, documentation, dissemination ofinformation, development ofproposals for thematic discussions, organization of panels, development ofresearch and evaluation tools, and other support asrequired. 265 The Canadian Commission for UNESCO (CCU) The Canadian Commission for UNESCO initiated the call for a Canadian Coalition ofMunicipalities Against Racism and Discrimination atthe Roundtable onCombating Urban Racism held inOttawa in January 2oo5.UNES[O'sproposal, based onthe European model and adapted for Canadian realities, was initially discussed with potential partners, including the cities ofGatineau, Montreal, Ottawa, Toronto and Vancouver, aswell asnon-governmental organizations, researchers and human rights commissions. The idea of involving Canada inaninternational platform ofexchange and solidarity against racism and discrimination was well received. CCU isnow working with anumber ofpartners across the country and has had considerable success inreaching out tolocal communities and national networks. PamCanadian Working Group APan-Canadian Working Group led bvCCU with partners from across Canada' isspreading the word about the initiative. The Working Group has proposed adeclaration ofCommon Commitments and sample actions and isholding workshops and consultations with a wide range ofstakeholders, including communities, institutions, and various local, provincial, territorial and federal government bodies, toseek their support and input onthe initiative. The Working Group has also proposed aprocess for municipal governments to join the Coalition and is helping to mobilize other stakeholders in these efforts. Several municipalities have already officially declared their intent to join the Coalition. 266 Action Research Research iskey todeveloping indicators and standards, generating data, sharing best practices and measuring progress. Research being undertaken byUNESCO, along with other organizations and municipalities, will help toimprove the capacity totrack and evaluate the impact ofactions taken toaddress racism and discrimination, and to showcase examples of effective policies and programs. UNESCO has sponsored apreliminary study tounderstand the use ofindicators bymunicipalities asameans toevaluate the success oftheir policies and activities tocombat racism and discrimination. The study, conducted bythe Centre for Research onImmigration, Ethnicity and Citizenship ([R|E(),looked atindicators for the cities of Boston, Montreal, Saskatoon, Stockholm, Toronto and Vancouver. Those involved inrelated research are invited tocontact the CCU to explore ways to contribute tothe Coalition initiative. 267 �� N�N��°��°��°�°�� mm ��mm mmm��mmN��N ��N�N��~� Municipal governments are invited to: • Contact the Canadian Commission for UNESCO tolearn more about the Coalition • Discuss the benefits ofjoining the Coalition with community organizations and other stakeholders • Send aletter from the mayor tothe Canadian Commission for UNESCO expressing the municipality's interest injoining the Coalition • Develop and promote the initiative within the municipality • Take steps tohave the municipal council pass aresolution tosign the Declaration ofthe Canadian Coalition ofMunicipalities Against Racism and Discrimination, supporting the Common Commitments listed in this booklet and pledging to develop or reaffirm its own plan ofaction • Evaluate activities already being undertaken bythe municipality that correspond toone ormore ofthe Common Commitments • Identify new actions relating toone ormore ofthe Common Commitments that the municipality will undertake inthe coming years • Monitor, evaluate and report on progress made • Encourage other municipal governments to join the Coalition 6 268 �� ° =�° °=� � =� �� N�� Nx�N �� m m can m m m m m �� m � m �� ~� and m �� °��°�� °�� m ��mmN��N��mm~� ��mm�mN�� Eliminating racism and discrimination iseveryone's responsibility. The role oflocal and national organizations, researchers, community groups, public and private institutions, other levels ofgovernment, and interested individuals isessential tothe success ofthe Canadian Coalition ofMunicipalities Against Racism and Discrimination initiative. Here are some suggestions for getting involved: m Contact the Canadian Commission for UNESCO tolearn more about this initiative m Contact your municipality tolearn ifthere are plans tojoin the Coalition m Broaden awareness bydiscussing and sharing information about this initiative with other local stakeholders m Conduct aconsultation onthe Common Commitments and sample actions against racism and discrimination and determine how your organization could participate in the Coalition m Write toyour mayor toencourage participation inthe Coalition m Ask for this initiative tobeput onthe agenda ofyour municipal council and organize members ofyour community tomake a presentation tothe council explaining the reasons why belonging tothe Coalition could reinforce action against racism and discrimination and benefit the whole community 269 the PLi l'ic 'Interest Increase1. vigilance against systemic and individual racism and discrimination. Tnifleu acdom uuuuul Support or esrsd: bH slhes iin usoblbor �fllolm Mh usolmilmiulnRy org lmilm �fllolmss Im of lllyd:oiii g and IIrapld IIre"syol llse" sysd.e im or Imeud:w ork to Heulm�tify and resaslyoI d to ads of IIra IIasl , II11a�te cIrlllnrles, and III IIddei Indus, III IIdIVdng biiingiing such illmus deslmdrs to they aHeinfloin of the appropiate authoiNfies. uuuuul Support or e rsd: Ib k s the a mp e c he Im i s Imm f o Ir use Im s u k �fll o Im Mflh a network Irlk of groups, and iindMd a k-, iinv ved iin'thue s�darug& agalinst: Ir u:ilsmw and dsciiimmina uolm (e.g. IlyGOss Aboiigina� orgainozafloins, youth, , Ili st ss 1pokceu seuiMcesrss the dwuddart' lylrcMin W and d:euunoitoirW h1llulniainl Iigh11'd:as coimimP sasIoinas, s"' c.) uuuuul Report Ire gWairdy oIm the itlmus de inceu of Ihate usiiinie s, and Ireuslyons vex d:llo nss take"Ina 271 9 2. Monitor racism and discrimination in the community more broadly as well as municipal actions taken to address Sanmp[e acd0m iiiiiiiiiii Make use DfeAStlngdata and research, DrinHlateDrfadktate appnDpiatecDUectlDnand use Dfdata, DnlnddentSDflate actK/ltleS'raclSmand dlSciimlnatlDnlnthe cDmmunity,and share neSuhSlnamannerthatadvanceShumanrlghtS. iiiiiiiiiii CDUectand evaWatedata and lnfDnnatlDnDnradSmand dlSciimlnatlDnlnSpedftHeWSDfmunldpa�endeavDur,such aS hDuSlng,necneatlDn'cuhuneand DtherSDcWpnDgramS. iiiiiiiiiii DeNneachlevaWeDblectveSand app�ycDmmDnlndlatDrSln order tDassess, lnddentSand tnendSlnradSmand d�sciimlnatlDn' such aSracWpn]fOng,aSmeUaSthe lmpactDfmunlclpa�pDOdeS andpnDgramS. « 1070 s IIIIIIIIII Use awareness IniIateiiI"IIak; and cainiIpaIginIs'to III Ifoiiiirini OIzeinIs about q:Ih16i, uigIhts, and obkgafloinas, iincWdu ins avabWe resources and nne h ainllslnns'foIr pirevein'd:Io n and IIrediI'esas, as weH as lye"In k:Iess'for iirac auq ads or Ibeh avIou iir and W:Ih eir'forluus of dIlsciiil iu in 'floin IIIIIIIIII sA: bkslhn or einlh wince exitsflins coimlpWint Iuuech ainitsluus M:Ih fin the uuu inilu:ipakty's auflioiiity (oinibudslyelrsoln, ainfl dilsciiilu in fl101n uulluR, Oc.) to dear nrrilq:lhn aHegafloins of sysa:eimn c and iindMdu a� acts of iiracIsim and 4�I -, II"IIIIIPIII II �tioi II uuuuul sA: bkslhn lylrotocok", to kaos n M:Ihn oiirgainozafloins such as Ihuu niain r gh t ss coimlmllssloins, �ega� ckinlluxs, and coinilruil.VlrnRy advocacy oIrcou inseMins seiiMu.es q:lh at cain Iln0p fw uMtate lylheveinq:lo n, IIinteiirveinfloins, and Iiirei lrledIIes'for those who exyeII"III"Irnce IiiracIa.'ism and dIIsuxll"IIIuu in 'floin 273 Support policing services in their efforts to 1' exemplary institutions! 1« ' racismand discrimination. IIIIIIIIII Coin sWt Mflh k)ca� usoluuluuulmogoe s to Ih ear coin eirlms and Irsuussu ve Iinput oin IIre spoin •slue Imeasures. IIIIIIIIII sAabkslhu or einh ainc a a coimlylrehuein sive ainfl Ir usitsluu and ainfl dsb<..rIImina oin vI sIoin sd. tement and IImp�ei Feint effeb<..dive pdb<,.Ie s and 1procedures (iindudng a coimlyWlu't s Iruuech ainl •slue), as wd as staff tir Iron I g to Ihu0p lylrsuveInt an Ireslpoind'to I sss�us�a,�s of Ir usllsluu an dI suslrlllu in oin IIIm pokding ssulMuse s and Iin the coimluuulmll y IIIIIIIIII uuly�eIu eint: Imeasures or lylrogr I i s to lylroIuuo�te accouintabMty of, and pubkc coI II�Hei III e III II, pok III g ash"IMces as wd as ei IIasure lylylrolpiate Irsulylre seIntaflloin of Iboiigs in � and Ir u:il sized groups iin recruild:Iuusulud and at: H �eveks of the orgainlz d:ilolma 274 The rnL in'IbIpal'Ity as an organ iizaflion III n the ... I' h III �� ..... n... L irnn III 5. Provide equal opportunities as « municipal employer, service provider and contractol uuuuul I:DevOoly, itlmly�elu eint, lylroIuiode and einf�orce ainfl r uxitslm and Imfl"&-,ci llmina oin rsdlr d:e&s, lyokuxoes and procedures, oindudn co im pW l n d: s a In d ds y l u't e II'e s d u'fl o i n ICs e h a inn s lm s s `If d: h in 't the m ulmitu pat orgaintz floin IIIIIIIIII IEx ImIine eq uHy at a a y sd.elmc �evO, such as audRiing Oferent slpe ds, of the Im ulmiluxillpaHty's oiler �flloin s, illmd udn corlyoIr �te y� I inm ims , lyokcy and lylrogr Im devOolylmeint, and procedures and �ylradlces, Mhll IIrespe d' to eIll ill oylll ein'da seIMce dekvery and uxontr d:Ing, as wd as org Im za loIm � c uk:ulre; take steps to ekimIIinate IbII i e Irs; and f II In Hy, Imeasure 1progress. IIIIIIIIII :Educate and selusslld ze Oe d:ed offiux ak-, and dvH servaint s on m ut u � Ireslyed, dfllzein sh p and the obkgaflloin to Iylro�ded and y Iro ui o d: e Ih u Inn In Iris s Ih t s 275 13 6. Support measures to promote equity in the tabour market. Sanmp[e acd0m iiiiiiiiiii |npailnerShlpm8h�Dca�chamberSDfcDmmerce'set upa bDdleStD lntegirate mechan�smSlntDthelrDmn DrganlzatlDnSfDr cDmbatlngraclSmand buOdlnglnduSK/eand re5pedfWm0rqp�aceS. iiiiiiiiiii FadktatemDnRDiingand nemDMDfSySemlcbarierSthatlmpede falrand equHaWeaccess for fuUpailldpatlDnDfAbDii8]na�and raclakedcDmmunHleSlnthe ecDnDmlcOfeDfthe munldpakty, aSmeU as access to pnDfeSSlDnS and trades, for fDnelgntralned pnDfeSSlDnak-,. iiiiiiiiiii Make bus�neSSOcenSlngnenemak-,cDndRlDna�upDnnDn' dlSciimlnatDrypDOdeSand practiceS. 7. Support measures to challenge racism and discrimination and promote diversity and equal opportunity in housing. Sanmp[e acd0m iiiiiiiiiii EExamlnehDuSlngand urbanp�annlngpDOcleSand practiceSand addneSSSyS emlc barierSthat have a dlSciimlnatDryeffect Dn AbDii8]na�and radaOzedcDmmunHleS'lndudlngthe fuilher marg�naOzatlDnDfthose who are hDmdeSSDratisJ DfhDmdeSSneSS iiiiiiiiiii Work m8h�anfflDndSand SDcWhDuSlngpn]vders,m8hthe aSSlStanceDftenantaSSDdatlDnSand cDmmun8vDrganlzaflDns, lnc|udlng�ega�dlnlcS'tDadopt eqdaWepDOcleSand pracilceS vWthrespect tDquaOfvingappOcantSand S0ectlngtenantSfor market rent unitScDnSlStentvWth human ightSprinclp�eS. iiiiiiiiiii Work m8hhDmebuOder,neahDr,nenta[hDte[tDuiStand hD5p�taktv aSSDclatlDnStDdramupantl'dlScrlmlnatlDncodes DfpracOcefor thelrneSpectvelnduStrybuSlneSSeSand DrganlzatlDnS. 277 15 rilghts andili ..... it 8. Involve citizens by giving them a voice in anti -racism initiatives IIIIIIIIII Take steps to fa xIktate and Iinclrease'the IrelylreaueInta loin of Iboiigs in � and r uat sized coiniIuiul Rites oin Inn ulmitu pat boards, coiniI ii sasloi Vas and coiniIniIId:d:ee s uuuuul Orgaintze IregWarcoiniluuulmHy'foruluus iin uxobIbor 'quoin Mh exissdiI ms oIrs mII/ 'fllo ms and IniecIhu ImIIsIuis IIIm order 'to offer u: fllzeIms I m o ly lyo Ird: u l m H y to &�-,c a ss and Ib e Ih heard o in II ssu es of Ir uxll s l u u and ditsuxlr iniu inafloin iin'the Ini ulmituxitlpakty itlmd udn e'ffe diveimesss of �oca� yokuxiles and ylrogr Iuus IIIIIIIIII I:Iuulyo elr �oca� IlyGO s and ux vfl souaety'to share iinfoIrlmafloin and take adion g a I i V a°,s d. II" b< II a°;s lm and d II a°;s b< II" II Imi V a do i V 1 278 9. Support measures to challenge racism and discrimination and promote diversity and equal opportunity in the education sector and in other forms of learning. Sanmp[e acd0m iiiiiiiiiii EncDuragethe devODpmentDfteachlngmateiiak-,thatpnDmDte reSpectfor ftnHy,humanightS'lntercuhura�understandlnq, dWDgueand peacefWcDexlStence. iiiiiiiiiii Support pailnerShlpSbetmeeneducators, and frDnt'Hine cDmmunRV DrganlzatlDnStD reach out to vuhneraWe youth whose access tDeducatlDnlSadverSOyaffectedbybuUylngand vldenceDr dlSciimlnatDrydlSclpOnepDOcleSDrpracticeS. iiiiiiiiiii Create a program to necDgnlze SchDdS fDrthelr antl'raclSm and antl'dlSciimlnatlDn lnHlatveS. 279 17 lo. Promote respect, understanding and appreciation of cultural diversity and the inclusion of Aboriginal and racialized communities into the cultural Sanmp[e acd0m iiiiiiiiiii Pn]vdeeqdaWesupport tDcuhura�projec�,pnDgramS'events and lnfirGStructuneSDthatthe cuhura�dlverSltyand heirtage Dfthe cDmmunRycan bepreserved and dlfuSedlnafalrand repreSentakvemay. iiiiiiiiiii Support lnHlatveSthatlncneaSeexperlSeand capactym8hln ethnD'cuhura� Drgan�zatlDnStD effect change lnthelrcDmmunHleS and enaWethelrmemberStDpailldpatefuUylnSDdety. iiiiiiiiiii PnDmDteawareness Dfthe fad Chat lntegira�lDnDfacDmmun8v's cu|tura�fabrlc'together MhltSecDnDmlc'educatlDna[SDcWand SecurltylntereStS'StnengthenSand beneftSthemhD�ecDmmunity. UhvemthaL 1. The Canadian Commission for UNESCO (United Nations Educational, Scientific and Cultural Organization) iscalling onmunicipalities to join aCanadian Coalition ofMunicipalities Against Racism and Discrimination and bepart ofUNES[O'sinternational coalition launched in2oo4;and 2. The Federation of Canadian Municipalities endorses the Call for a Canadian Coalition of Municipalities Against Racism and Discrimination and encourages its members to join; and Whereas: 3. Municipal governments inCanada, along with other levels of government, have responsibilities under Canada's Charter of Rights and Freedoms as well as federal, provincial and territorial human rights codes, and therefore have animportant role toplay incombating racism and discrimination and fostering equality and respect for all citizens; ��Be itresolved th@L 4. The Municipality of join the Coalition ofCanadian Municipalities Against Racism and Discrimination and, injoining the Coalition, endorses the Common Commitments and agrees todevelop oradapt its own unique Plan of Action accordingly. 5. These Common Commitments and the Municipality's unique Plan of Action will be an integral part of the Municipality's vision, 6. |ndeveloping oradapting and implementing its own unique Plan of Action toward progressive realization ofthe Common Commitments, the Municipality will cooperate with other organizations and jurisdictions, including other levels ofgovernment, Aboriginal peoples" public and private sector institutions, and civil society organizations, all ofwhom have responsibilities inthe area of 7. The Municipality will set its priorities, actions and timelines and allocate resources according toits unique circumstances, and within its means and jurisdiction. The Municipality will exchange its expertise and share best practices with other municipalities involved inthe Coalition and will report publicly onanannual basis onactions undertaken toward the realization ofthese Common Commitments. a"(Signamne) N��°�� Nmm��mmm��N��mmm� Among the goals stated inthe Charter of the United Nations (1945) is to "achieve international cooperation in solving international problems ofaneconomic, social, cultural, orhumanitarian character, and inpromoting and encouraging respect for human rights and for fundamental freedoms for all without distinction as to race, sex language, orreligion" (article 1.36. The Universal Declaration of Human Rights (1948) stipulates that "all human beings are born free and equal indignity and rights" (article 1)and that "everyone isentitled toall the rights and freedoms set forth inthis Declaration, without distinction ofany kind, such as race, colour, sex, language, religion, political or other opinion, national orsocial origin, property, birth orother status" (article 2). The United Nations Declaration onthe Elimination ofAll Forms of Racial Discrimination (1963) specifies that "discrimination between human beings on the ground of race, colour orethnic origin is an offence tohuman dignity and shall becondemned asadenial ofthe principles ofthe Charter ofthe United Nations, asaviolation ofthe human rights and fundamental freedoms proclaimed inthe Universal Declaration of Human Rights, as an obstacle tofriendly and peaceful relations among nations and asafact capable ofdisturbing peace and security among peoples" (article 1). The International Covenant onCivil and Political Rights (1o66) specifies that: "Each State Party tothe present Covenant undertakes torespect and toensure toall individuals within its territory and subject to its jurisdiction the rights recognized in the present Covenant, without distinction ofany kind, such asrace, colour, sex, language, religion, political or other opinion, national or social origin, property, birth orother status" (article 2.1); by �w° (adic&�o.'2)'and -' _ _ "All persons are equal before the law and are entitled without any discrimination tothe equal protection of the law. In this respect, the law shall prohibit any discrimination and guarantee toall persons equal and effective protection against discrimination on any ground such asrace, colour, sex, language, religion, political or other opinion, national orsocial origin, property, birth or other status" (article 26). The International Covenant on Economic, Social and Cultural Rights (1966) similarly contains provisions that prohibit any form of discrimination, notably discrimination related to race, colour or The International Convention onthe Elimination ofA8Forms ofRacial Discrimination (1o7c)defines racial discrimination as"any distinction, exclusion, restriction orpreference based onrace, colour, descent, or national orethnic origin which has the purpose oreffect ofnullifying orimpairing the recognition, enjoyment orexercise, onanequal footing, ofhuman rights and fundamental freedoms inthe political, economic, social, cultural orany other field ofpublic life" (article 1), affirms that, among other things, "any doctrine ofsuperiority based onracial differentiation isscientifically false, morally condemnable, socially unjust and dangerous" and requires states to "pursue by all appropriate means and without delay apolicy ofeliminating racial discrimination inall its forms and promoting understanding among all naoes,°and inparticular to"engage innoact orpractice ofracial discrimination against persons, groups ofpersons orinstitutions and toensure that all public authorities and public institutions, national and local, shall act inconformity with this obligation" and to"prohibit and bring toanend, byall appropriate means, including legislation asrequired bycircumstances, racial discrimination byany persons, group ororganizadon.° The case law ofthe Committee onthe Elimination ofRacial Discrimination, interms ofboth individual communications and final observations toward the periodic reports from states, is consistent in its fight against discrimination. The Declaration and the Programme ofAction released bythe World Conference against Racism, Racial Discrimination, Xenophobia and Related Intolerance, held inDurban inSeptember 2ool,appeals to the responsibility ofvarious levels ofstate governments (federal and local) tocombat racism and acknowledges that "the fundamental role of civil society in the fight against racism, racial discrimination, xenophobia and related intolerance, in particular in assisting States todevelop regulations and strategies, intaking measures and action against such forms ofdiscrimination and through follow-up implementation" (par. 116ofthe Dec/uoxbon). The reports ofthe Special Rapporteuroncontemporary forms of racism, racial discrimination, xenophobia and related intolerance, and the Special Rapporteuronthe situation ofhuman rights and fundamental liberties ofAboriginal peoples, which denounce and document numerous situations ofracism and discrimination, are also relevant. 286 U��°�� N��N��mm�� The Canadian Charter of Rights and Freedoms stipulates: "Every individual is equal before and under the law and has the right to the equal protection and equal benefit ofthe law without discrimination and, inparticular, without discrimination based onrace, national or ethnic origin, colour, religion, sex, age ormental orphysical disability" (section 15.1). Under the Canadian Human 8i htsAct,°aUindividua|sshou|dhave anopportunity equal with other individuals tomake for themselves the lives that they are able and wish t8have and t8have their needs accommodated, consistent with their duties and obligations as members ofsociety, without being hindered inorprevented from doing sobydiscriminatory practices based onrace, national orethnic origin, colour, religion, age, sex, sexual orientation, marital status, family status, disability orconviction for anoffence for which apardon has been gnanted.° The Citizenship Act provides that all Canadians, whether bybirth orbychoice, enjoy equal status, are entitled tothe same rights, powers and privileges and are subject tothe same obligations, dudes, and liabilities. The Canadian Multiculturalism Act provides that the "Government of Canada recognizes the diversity ofCanadians asregards race, national or ethnic origin, colour and religion as a fundamental characteristic ofCanadian society and iscommitted toapolicy ofmulticulturalism designed topreserve and enhance the multicultural heritage of Canadians while working toachieve the equality ofall Canadians in the economic, social, cultural and political life of[anada,°(Pneamb|p), affirms that multiculturalism "reflects the cultural and racial diversity ofCanadian society and acknowledges the freedom ofall members of Canadian society topreserve, enhance and share their cultural heritage" (section 3(Wa)) and that it represents "a fundamental characteristic of the Canadian heritage and identity and that itprovides aninvaluable 287 The recent Canada's Action Plan Against Racism encapsulates a six -point approach: 1. Assist victims and groups vulnerable to racism and related forms of discrimination 2. Develop forward -looking approaches topromote diversity and combat racism 3. Strengthen the role ofcivil society 4. Strengthen regional and international cooperation 5. Educate children and youth ondiversity and anti -racism 6. Counter hate and bias Under this plan, anumber ofdepartments (Citizenship and Immigration Canada, Canadian Heritage, the National Secretariat onHomelessness, the Royal Canadian Mounted Police and Infrastructure Canada) are working with the Federation ofCanadian Municipalities toexplore diversity and immigration needs inurban policy -making and cooperation with civil society through an initiative called "Our Diverse Cities." The Urban Aboriginal Stnztegy introduced in 1998 under the aegis of the Department 8fIndian Affairs and Northern Development, addresses, inpartnership with stakeholders, the serious socio-economic needs of urban Aboriginal people and the need toimprove policy development and program coordination at the federal and provincial level to reduce the level ofdisparity that urban Aboriginal people currently face, and tooffer them better government programs that meet their local needs and priorities. rov°n c°a t 'T�mr r°t o r°a t Provincial and territorial human rights codes are premised onthe principle that all human beings are equal inworth and dignity, and are entitled toequal protection ofthe law, aswell asthat every person has aright tofull and equal recognition and exercise ofhis orher human rights and freedoms, without distinction, exclusion orpreference based onsome orall ofthe following grounds: race, colour, ancestry, sex, pregnancy, sexual orientation, civil, marital orfamily status, age, religion, political belief, language, ethnic ornational origin, social condition, ordisability. Discrimination exists where such adistinction, exclusion orpreference has the effect ofnullifying orimpairing such rights, and human rights codes prohibit discrimination and harassment. i Participants in the Pan -Canadian Working Group led by the Canadian Commission for UNESCO included: the Aboriginal Youth Network, the Alberta Human Rights and Citizenship Commission, the Canadian Race Relations Foundation, the City of'roronto, the Ontario Human Rights Commission and the University of Montreal. o m/scCentre ofResearch onImmigration Ethnicity and Citizenship, University mf Quebec in Montreal, February 2005. On line: www.criec.uqam.ca/pages/frame—set—f/fs—cahiers—f.htmI The study isalso available from ccu. Please contact Elisabeth aamtat1'a66'669'4346 o,at^lisabeth.bamt@unesmo 3 mundertaking these Commitments and indeveloping unique Plans mf Action for addressing racism and discrimination, the municipality will take a participative approach that will engage Aboriginal peoples and initiate dialogue among diverse communities. L4E Al LE Al U N O N U cYi 0 cu E E 0 U al lee 10 M . _• �• M 0 MOON O v a� 4-0 4-0 x O a) z4-0 > I-4-0 O •— m � CY N M d' W W 70 W W U N U) U U) U tCi U U) L- N E O U) U H'i c N t+ U 0 s Q21& a) cCi a) U a) • - U O U) U) O _O a) a) a) U� a) _ U 0 ° a) c- cn o U oU o O .�' ° U) m = U 0-0 Q 0 o a) — T oU I .�co cn cn p cn_ a) N O DC I— Ur UDC N N N N N N N N N N N N N N LL Z LL cn TM N CD M 06 N c 0 cu E E a) cn cu . C� cn h cn E 0 V O 16 , u a) c �C) o a) N a)CIO E0) o p cQ a) cn !Eo Q a a� 0 L. CL 06 0 ■N Rf E O L. M, wm mm� wmmm �mmm �wWWW� �mmm ww� mmmmmo 00 �mmm �mmmu mm 0 Ln C Ln C Ln i l °jaqtunN �y mµ r Oo �m . ca 0 ILL Ln co 0 6A 0 F Ln rl E 0 co rl 0 O 0 LM 0 N m G. 0 N N m H m V 0 0 N ,O w m E 0 M O L- s 4-+ u �00 Va M CL Va CL 11 lie v 0 z ro vCL m N O N CCi EF rf) N .7 J __j I U I I I I I I I I Q Q O l IIIIIIIIIIIIII IIIIIIIIIIIII � IIIIIIIIII I � co 0 tA 4- CCi 0 m 0 m 0 m rL M , ,v o 0 CL o co .� GkIf U N O N N EM U) O � ^ a)> E a- p O O N E co 0 o U w Q as C- � 0)o p o J - O >N m x O 0 ol 0 � 0- oo = 0- w cu o o. LO 0')0 0 0 0 o N M Co N Co U7) d' Co Co LL O C7 L � O v a� H .� co � a) as U N � E LM ,ca H U� 0 E Gi (m � O tR � m 3� -'' 0 V 0 ~ 4- O >+ o 0-01 0 0 o a 00 M N C O N pP p�� • • • rs �s V) 4-J V) Cu =3 0 _0 C— V) C— :Lj E L- 4-J 4-J C- %I.- 0 E w 0 CL w 0- E �5 (D CT Ul) LO u a 21 ryUI CO w W A VI rl] ID E '0 0 c W W W <f C) > M iji m cr z Clk (n T - 1 -1 o -") 1, 0 0 0 0 0 0 0 o fry` zZ c > c 6 a -- 'D S, m _j _j u z 0 u > Z z 0 00 z < < m 0 u u z < 0 u 0 x u Q M < m M cl U I.w 51 �uw��/j / ., Q) till VIED"/ r Y I vJ U g M W m W N � O W M a� = _.y c6 � co CO LO O W O Cy }��y 0 Co L /1 � • E . `v . . . . . . . a W cn E 0 E 00 > 0 E wo 0 = U. 0 0 = a O q. 1.0 a. 0 E a) LO CD 0 c: a c: cu a C) a) cu 75 LO C: T- ai x 4e 0 E C: 0 LO cp cn a) 0 co T- Q LO 0 U- cu co a) 0 cu 0) a) C: (n Cni 0 0 L- 0 ,.c co Q) Z u F% L V.: COMMON COUNCIL REPORT M&C No. M&C 2021-139 Report Date April 27, 2021 Meeting Date May 03, 2021 Service Area Public Works and Transportation Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: 2021 Planned Traffic Safety Improvement Projects AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Tim O'Reilly Michael Hugenholtz John Collin RECOMMENDATIONS Your City Manager recommends: 1. Common Council support, pending a detailed traffic safety and operational study, the conversion of one or two centre vehicle lanes on Main Street North and the Viaduct to bike lanes, and 2. His Worship be supported in sending a letter to the Provincial Minister of Transportation & Infrastructure indicating support for said bike lanes. EXECUTIVE SUMMARY Each year the City of Saint John undertakes several projects to help improve the safety and access of our transportation system for motorists, pedestrians, and cyclists. This report summarizes the current plans for 2021, broken down into policy, communications, and infrastructure categories. PREVIOUS RESOLUTION N/A REPORT Policy Improvements The most substantive policy change expected in 2021 related to traffic safety is the planned adoption of the 3rd and final phase of MoveSJ, our new Transportation Plan. Community input has been collected and is being incorporated into final Phase 3 strategies. Common Council will be requested to endorse Phase 3 strategies and related recommendations later in 2021. Every EcZi16-1 -2- Phase 3 strategy contains traffic safety components such as the traffic calming and accident mitigation benefits of Modern Roundabouts, provision of cycling infrastructure to promote safe travel by that mode, and the policy, data -driven, and collaboration components of a City of Saint John Road Safety Strategy. Enhancements to the City's Traffic Calming Policy, as recommended in MoveSJ, are also planned for 2021. Communications Traffic safety is improved via the use of the 3 "E"s, Engineering, Enforcement, and Education. The latter involves road users of all transportation modes continuously becoming more aware of safe techniques and appreciation of their rights and responsibilities. Ultimately, we are all roadway users, as motorists, cyclists, pedestrians and we can do our part to help our roads become safer. The City of Saint John will continue at least two programs into 2021 that will help educate road users to improve safety. The first is continuation of issuing "Traffic Tips" through the City's Communications Department. As common community concerns are raised, the City will issue a "Traffic Tip" to help all road users become more educated. Topics such as where to park safely on neighbourhood streets and yielding to pedestrians at signalized intersections are examples of these tips that will be issued. The second communications program that will continue in 2021 will be the use of portable electronic speed display signs. These signs will move bi-weekly to various streets in Saint John where community concern of speeding is expressed. These signs are meant to provide feedback to motorists that may be speeding while the signs are present but are also hoped to have a longer lasting effect to correct speeding behaviours. Data collected from these signs will help inform the effectiveness of the signs and the need for more comprehensive measures via use of the City's Traffic Calming Policy. Infrastructure In 2021 the City is planning to undertake several infrastructure projects that are expected to result in improved safety and access for the various transportation modes. Work that will finish four Safer School Zone Projects are planned for 2021. These include Samuel de Champlain, Lakewood Heights, Devine Mercy, and Loch Lomond schools. Each of these projects include permanent electronic speed feedback signs at the limits of the respective school zones as well as installation or updates to crosswalks, all except Divine Mercy having activated signals installed at the crosswalks. At a later date this year Common Council will be asked to approve reductions to the speed limit in some school zones from 40 Ec1ito] -3- KM/H to 30 KM/H, provided the latter is now the default limit in urban areas. After 2021, only four elementary or middle schools in Saint John are left to receive Safer School Zone Projects before the program is complete, being Millidgeville North School, Islandview School, Beaconsfield School, and the new South Central Peninsula school (once constructed). City staff continue to upgrade the audible messaging at existing Accessible Pedestrian Systems (APS) with the goal of all becoming accessible in both official languages by the end of 2021. City staff are continuing to implement longer Walk times for pedestrians at signalized intersections in 2021. This was a recommendation of MoveSJ. Completion of an APS crosswalk to the Tim Horton's at the Bayside Drive/ Causeway intersection is planned for 2021. Addition of APS to the signalized crosswalk on Churchill Boulevard to the YMCA is planned for 2021. A new signalized crosswalk on Grandview Avenue between the Transit stop and the UCT employment facility is planned for 2021. Completion of improvements at the Consumers/Westmorland traffic signals are planned for 2021. This project results in APS crosswalks on all legs of the intersection as well as addition of vehicle detection to improve traffic flow in the growing East side retail area. Working with the Ethos Ridge developer, traffic calming measures, including the installation of rumble strips and electronic speed feedback signs, will be installed on two approaches to the Foster Thurston/ Sandy Point Road intersection in 2021. The Saint John Ability Advisory Committee, the Saint John Transit Commission, and the City of Saint John have partnered to submit a funding application to the Canada Healthy Communities Initiative in 2021. If successful, this funding will support installation of three signalized APS crosswalks at Transit stops in either 2021 or 2022, including: • Millidge Avenue at Sussex Drive, • Somerset Street at Lime Kiln Road, and • Grandview Avenue at the NBCC. A project proposed for University Avenue is expected to include three deliverables, including improved cycling facilities on this portion of the Campus Harbour Connection Bike Route, addressing pedestrian crossing safety concerns expressed by the community, and mitigating community congestion and traffic safety concerns near Millidge Avenue. City staff are currently undertaking 311 -4- community consultations. The City has partnered with the Saint John Cycling Club to apply to the Canada Healthy Communities Initiative to fund the project. Improvements are planned for 2021 or 2022, depending on feedback and funding. A similar exercise to University Avenue will be undertaken later in 2021 for Heather Way. The outcome of this engineering and consultation effort will help inform extent of asphalt resurfacing that will be completed on that street in 2021. As committed at Council's April 5, 2021 meeting, effort is already underway to identify improvements to accessibility of on -street barrier -free parking spaces in Uptown Saint John with a goal of implementing some identified improvements in 2021. There are many other smaller infrastructure projects that would be completed in 2021 resulting in improved safety or access. These include projects such as addition of warning signs, parking restriction signs, and possibly marked crosswalks. The many Capital projects planned for 2021 will include accessibility and/or safety improvements. Aligning with our 2021 Work Plan, City staff continues to explore options to improve active transportation access on Main Street North. Similar to the temporary installation over two seasons approximately 10 years ago, one or both centre lanes between Chesley Drive and Union Street are being considered for possible protected bike lanes. Since mid -January, City staff has been attempting to ensure no Provincial policies would prevent the bike lane(s) from being installed, such as those related to Motor Vehicle Act regulations or limitations on access control to this Provincial Highway. Although communications between City and Provincial staff continue, confirmation has yet to be provided. It would be helpful if the Mayor, on behalf of Common Council, would express support for this project to the Minister of Transportation & Infrastructure and ensure that there is political support to enable active transportation initiatives and provide a timely review and analysis of the proposed bike lanes. City staff intend to complete a safety and operational traffic study after any policy -related concerns are overcome; this study would confirm the feasibility, safety, and impact of various options, as well as assess detailed design components. -5- A Collaborative Effort In addition to the collaboration already detailed in this report, City staff would like to highlight the cross -departmental teams that are involved in the many infrastructure projects described in this report. Crews from Public Works & Transportation, the City's Carpenter Shop, and Utilities & Infrastructure will all be engaged in different aspects of some of these 2021 projects. Collaborating with internal crews to complete some of these projects has benefits and costs. Incremental labour costs are reduced by having existing crews fit this work into their schedules, which allows more projects to be completed with available resources. However, as these projects require work completed in a particular sequence by various crews and these crews have other work to complete, project schedules can be challenging to manage. Managing Community Expectations Even though many traffic safety improvement projects have been completed, are planned for 2021, and will be completed in future years, community expectations must continue to be managed. There are several reasons why many community requests either will be delayed beyond timelines expected, will be resolved differently than requested, or not resolved at all. Examples include: • The number of requests exceeding resource capacity, • Seeking broader community feedback that is needed to consider different perspectives on the issue, • A different solution than suggested would solve the community concern more effectively, • The solution would actually create a net detriment to the community, • By-law changes that are required to resolve the issue, • Ensuring infrastructure installed can be managed throughout its lifecycle (asset management), • Preventing road user "Information Overload", • Alignment with industry best practices, and • Alignment with regulations. In every case, it is staff's intent to understand a community member's concern and maintain communications. This is good customer service, particularly needed in situations where the safety of community members are of concern. However, ultimately community members' concerns may not always be addressed or in the way or within timelines requested. STRATEGIC ALIGNMENT This report aligns with Common Council's Safe, Vibrant City's priorities. Ec1i191 -6- This report aligns with MoveSJ. This report aligns with City staff's 2021 Work Plan, which included intent to explore active transportation opportunities, including and specifically on Main Street North. SERVICE AND FINANCIAL OUTCOMES Projects identified in this report are budgeted within available resources or, as noted in the report, may be delayed until external funding is secured. ATTACHMENTS City staff presentation Ec5i[I I �i r 2 r07 • N o Lr) N rrj r� 0 0 V Cv 4- ('t3 A SE -_J A C- 0 4-J 0 u 0) V) D _0 m 0 NO 4-J c- O V) D �S O O DO v _0 O O c/) cn V) Q O O U I Ll 4-J c- c) E 0 E 4 =3 U- C- (1) 4-J 0 CL C- m CL c E V) 1 V) a--J V (1) O L- r N O N CL 0 V C1� X LIJ Uf AN F'w COMMON COUNCIL REPORT M&C No. MC 2021-136 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Growth and Community Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Municipal ENCORE Program: Sidewalk Cafe Rebate Initiative 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 Dobbelsteyn Jacqueline Hamilton I John Collin RECOMMENDATION Growth Committee recommends to Common Council: 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 the Common Council enact and direct the City Manager to implement the 2021 Sidewalk Cafe Rebate Initiative. Further Be It Resolved that the City direct up to $20,000 to rebate sidewalk cafe permit fees and fees for parking spaces through this initiative from the growth reserve funds already allocated to the Municipal Economic and Community Recovery Program; And Further Be It Resolved that any funds directed to this initiative that remain unused by Dec 31, 2021 be reallocated to the Municipal Economic and Community Recovery Program. EXECUTIVE SUMMARY Due to COVID-19, the hospitality sector across Canada in struggling. Council is updating the sidewalk by-law to implement a new fee structure in line with the City's sustainability initiatives. However, several businesses in Saint John, including Uptown Saint John have requested the City waive fees for the sidewalk cafe program in 2021 to support our beleaguered hospitality sector. 19YAN Staff recommend that Council implement the 2021 Sidewalk Cafe Rebate Initiative which will effectively waive 100% of sidewalk cafe permit fees and fees for parking spaces where larger patios are constructed. The initiative is applicable to areas covered by the current sidewalk cafe program which includes sidewalks and parking spaces within the Uptown Business Improvement Area (BIA) and not applicable to cafes or patios on private property that are covered under separate licensing agreements. This initiative is in alignment with other Cities in Atlantic Canada that have also waived patio permit fees in 2021 including Fredericton, Moncton, and Halifax. There is minimal administrative burden to staff to implement the program and the policy is designed to meet the requirements of our Sidewalk By -Law while allowing the City to effectively waive fees. Staff will publicize this program to typical applicants for sidewalk cafe permits and will work with our Growth partners to spread awareness of this initiative to other potential applicants. Staff recommend the use of the Municipal ENCORE program to offset the cost of this initiative as it is a temporary COVID recovery program. PREVIOUS RESOLUTION May 25, 2020 Council adopted the Municipal Economic and Community Recovery Program and allocated $546,267.20 to be used for this program. For brevity, staff refer to this program as the Municipal ENCORE Program On April 28, 2021 Growth Committee unanimously adopted the recommendation as outlined in this report and referred it to Council for approval. STRATEGIC ALIGNMENT Growth and Prosperity "Saint John is recognized by residents and businesses as a positive and supportive city. We grow in a smart way and attract talent, innovation and opportunities so all people can thrive." This initiative aligns with the Council approved Municipal Economic and Community Recovery [ENCORE] Program. 19M.13 SERVICE AND FINANCIAL OUTCOMES Council approved up to $546,267.20 to be used for the Municipal ENCORE Program from Growth Reserve of which there remains approximately $411,267.20 available in the Municipal ENCORE Program fund for this and future recovery initiatives. Based on previous years' cafe permit applications, staff believe the cost to provide permit rebates will be between $5,000 and $10,000 in 2021. The Saint John Parking Commission estimates the revenue loss to the City for waiving the cost of parking spaces used for sidewalk cafes is approximately $3,000 to $5,000 in 2021 Due to the uncertainly in the true cost of the program, as it depends on the number of applicants, staff recommend that Council allocate up to $20,000 in funding from the Municipal ENCORE funds from Growth Reserve to support this initiative, and that any funds not used in 2021 be automatically released to the Municipal ENCORE program fund for future use. Council Approved Municipal ENCORE Program Objectives A. All investments must be evaluated through the Recovery Program Evaluation Criteria; B. Align with the City's Economic and Community Recovery efforts; C. Receive policy -level approval from Growth Committee and Common Council for distribution; D. Support the City's efforts to enable employment, population, tourism, and tax base growth; E. Support programming in the commercial and cultural districts most impacted by COVID-19; F. Support recovery funding programming from today until 2021, while adhering to varying degrees of social distancing; G. Attempt to leverage additional funding, partnership and innovative programming from the community, private sector, and federal/provincial through the municipal investment; H. Focus on municipal programming, assets, facilities, and investments; I. Focus on areas of municipal authority. 19NO.1 Council Approved Municipal ENCORE Program Criteria 1. Support increase volume of potential customers/clients in commercial district (hotels, restaurants, retail, non -profits, arts and culture organizations, etc.); 2. Support the largest quantity of impacted organizations/businesses and uphold fairness in program delivery; 3. Internal capacity to support and execute initiative; 4. Ability to easily pilot option to assess expandability or discontinuation; 5. Affordable to implement from a goods and services perspective; 6. Option must ensure the safety of users; 7. Relative feasibility of implementation (authority, public engagement, procurement, planning, staff time, approvals); 8. Initiative must be temporary and cannot result in recurring expenses for the City of Saint John. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS This report has been drafted in consultation with Growth and Community Services, Strategic Services, the City Manager's Office, the General Counsel's Office, and the Saint John Parking Commission. Staff also consulted with Uptown Saint John on the parameters of the initiative. ATTACHMENTS 2021 Sidewalk Cafe Initiative [tide] Municipal Economic and Community Recovery [ENCORE] Program. 2021 Sidewalk Cafe Rebate Initiative 1) The City of Saint John implemented the Municipal Economic and Community Recovery [ENCORE] Program in May 2020 to support recovery from COVID-19 in Saint John. 2) In order to support Economic and Community Recovery in the City of Saint John as a result of Covid-19, Common Council wishes to implement a Sidewalk Cafe rebate initiative to support local businesses. 3) The words defined in section 2 of the Use of Sidewalks By-law, By-law Number LG-13, when used in this document, shall have the same meaning as the said By-law. 4) This rebate initiative is only applicable for sidewalk cafes that are eligible to receive a sidewalk cafe permit. 5) This initiative will be in effect for the year 2021 only. 6) The City of Saint John will rebate 100% of sidewalk cafe permit fees paid to the City by an applicant. 7) This rebate will be applied at the time the applicant pays their security deposit for their sidewalk cafe permit, or it will be reimbursed directly to the applicant if they have paid fees in 2021 before the adoption of this initiative. 8) The City of Saint John will waive 100% of fees paid by an applicant for the use of one or more parking spaces for their sidewalk cafe. 9) Approval for the number of parking spaces an applicant requires for their permit is at the discretion of the commissioner. 10) The City of Saint John will cover the cost of rebates and any eligible parking spaces though the Municipal Economic and Community Recovery Fund. Municipal ENCORE Program 2021 Sidewalk Cafe Rebate Initiative 331 COMMON COUNCIL REPORT M&C No. 2021-137 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Growth and Community Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Municipal ENCORE Program: Tourism Incentive Proposal 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 Dobbelsteyn Jacqueline Hamilton I John Collin RECOMMENDATION Growth Committee recommends to Common Council: 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 supports the tourism incentive proposal from the Saint John Hotel Association and Envision Saint John with a grant of $20,000 and directs the City Manager to prepare a memorandum of understanding which outlines the terms, conditions, and expected outcomes of the funding. Further Be It Resolved that Common Council direct up to $20,000 for this partnership from funds expected to be returned to the City as part of the wind - down of Discover Saint John, or from the Growth Reserve Fund that is allocated for the Municipal Economic and Community Recovery program. 1919% -2- EXECUTIVE SUMMARY The SJHA is proposing to offer an incentive program of Uptown Dollars to encourage visitors to book local hotels for two -night stays and then spend money in our local economy in shops, restaurants, galleries, etc. Growth Committee discussed an earlier proposal in January of this year with direction to the City Manager to renegotiate the terms of the proposal with the proponents. This revised proposal requests the City's commitment of $20,000 which would leverage a matching $20,000 investment from the Hotel Association and $20,000 from Envision Saint John each. The total cost of the pilot incentive program will be $60,000 with approximately 35% of the cost to be spent on marketing the incentive to potential visitors in the Atlantic Region, and 65% to be spent on the incentive. The changes to the mandatory order, as well as the standing up of the organization of Envision Saint John necessitated additional flexibility in the proposal. Staff have come to terms with the SJHA and Envision Saint John on an approach that still meets the original vision and direction of Growth Committee and abides by the terms and conditions of the ENCORE program. The proposal from the SJHA dated April 23rd, and accompanying endorsement from Envision Saint John dated April 14th reflect the approach going forward, and staff endorse this proposal for Growth Committee's consideration. The SJHA has agreed to handle the administration and logistics of the pilot program, including purchasing and distributing Uptown Dollar Gift Cards to eligible accommodations for qualifying quests as well as purchasing gift cards. Envision Saint John has agreed to coordinate the marketing of this initiative and will be rolling out the campaign as long as the incentive is available. They have also offered to purchase gift cards if the demand is there. While the marketing will encourage weekend stays from other parts of New Brunswick where travel is permitted, it will be geared towards aligning with the reopening of the Atlantic Bubble. Staff believe that this partnership represents a good opportunity to attract new visitors to Saint John and support our beleaguered tourism and hospitality sectors. It is also clearly able to leverage investment and participation from other partners that will provide solid economic impact to our local economy. 1919191 -3- PREVIOUS RESOLUTION May 25, 2020 Council Adopted the Municipal Economic and Community Recovery Program and allocated $546,267.20 to be used for this program. For brevity, staff refer to this program as the Municipal ENCORE Program On April 28, 2021 Growth Committee unanimously adopted the recommendation as outlined in this report and referred it to Council for approval. STRATEGIC ALIGNMENT Growth and Prosperity "Saint John is recognized by residents and businesses as a positive and supportive city. We grow in a smart way and attract talent, innovation and opportunities so all people can thrive." This initiative aligns with the Council approved Municipal Economic and Community Recovery [ENCORE] Program SERVICE AND FINANCIAL OUTCOMES Council approved up to $546,267.20 to be used for the Municipal ENCORE Program from Growth Reserve of which there remains approximately $411,267.20 available in the Municipal ENCORE Program fund for this and future recovery initiatives. It is expected that this program will generate well upwards of $250,000 in local economic impact: Approximately $100,000 or more in hotel revenues from 800-1000 night - stays An additional $3,450 in Accommodation Levy contributions Greater than $150,000 in visitor spending. The proposal is requesting a $20,000 grant from the City. The SJHA is committing $20,000 in funding and in -kind support. Envision Saint John is committing $20,00 in funding and in -kind support. Staff will draft a simple Memorandum of Understanding that will outline the agreed upon roles and responsibilities of the partners, and that is typical of other grants the City distributes. K101 1I -4- The City will require a simple report at the duration of the program outlying the program results and outcomes. This initiative is not expected to be a time intensive project for City Staff, as the majority of the work will be coordinated by our program partners. The SJHA proposal is one of several ENCORE initiatives that staff will be introducing to Growth Committee and Council this Spring and Summer. As part of the wind -down of Discover Saint John, any remaining funds that return to the City after its dissolution will be placed in a reserve fund designated for Tourism. Staff are recommending that Council allocate $20,000 from these funds to pay for this program. In the event that additional funds are needed, staff are recommending that any remaining funds would be taken from the Municipal Economic and Community Recovery Program which has over $400,000 remaining for projects. Council Approved Municipal ENCORE Program Objectives A. All investments must be evaluated through the Recovery Program Evaluation Criteria; B. Align with the City's Economic and Community Recovery efforts; C. Receive policy -level approval from Growth Committee and Common Council for distribution; D. Support the City's efforts to enable employment, population, tourism, and tax base growth; E. Support programming in the commercial and cultural districts most impacted by COVID-19; F. Support recovery funding programming from today until 2021, while adhering to varying degrees of social distancing; G. Attempt to leverage additional funding, partnership and innovative programming from the community, private sector, and federal/provincial through the municipal investment; H. Focus on municipal programming, assets, facilities, and investments; I. Focus on areas of municipal authority. 1919191 -5- Council Approved Municipal ENCORE Program Criteria 1. Support increase volume of potential customers/clients in commercial district (hotels, restaurants, retail, non -profits, arts and culture organizations, etc.); 2. Support the largest quantity of impacted organizations/businesses and uphold fairness in program delivery; 3. Internal capacity to support and execute initiative; 4. Ability to easily pilot option to assess expandability or discontinuation; 5. Affordable to implement from a goods and services perspective; 6. Option must ensure the safety of users; 7. Relative feasibility of implementation (authority, public engagement, procurement, planning, staff time, approvals); 8. Initiative must be temporary and cannot result in recurring expenses for the City of Saint John. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS This report has been drafted in consultation with Growth and Community Services, the City Manager's Office, and the multi -departmental staff ENCORE team. Staff have consulted with the Saint John Hotel Association and the new Regional Economic Development Agency and intend to continue refining the proposal with our partners if approved by Council. ATTACHMENTS • SJHA Letter to City Council — April 23rd, 2021 • Envision Saint John - Letter of endorsement of strategic partnership — April 14, 2021 K19Z.1 April 23rd, 2021 Common Council City of Saint John The Saint John Hotel Association requests a $20,000 grant from the City of Saint John's Growth Reserve. This grant will be used as part of a larger marketing campaign to attract overnight visitation, specifically for hotel stays, in coordination with the opening of the Atlantic Bubble. When guests stay in hotels, they also spend on other local businesses including restaurants, bars, retail and galleries. As you are no doubt aware, Saint John Hotel Association members, like many hospitality industry businesses, are experiencing an unprecedented downturn due to COVID-19. Revenues at hotels in New Brunswick were down dramatically in 2020 over 2019 (down 65% year over year). The reduced Municipal Accommodation Tax ("MAT") contributions demonstrate that the revenue for Saint John hotels were down at least that much (and likely more). As we start 2021, hotels are at their lowest occupancy rates historically. Additionally, 95% of Meetings and Conventions were cancelled for 2020 and into Q1/Q2 2021. With the Air Canada service cancellations that started on January 111", potential business travel possibilities are significantly limited. In summary, Saint John hotels need the support of the City to turn this around. Our proposal is that the $20,000 grant will be used to purchase Uptown Dollars (from Uptown Saint John) to incentivize potential guests to book a 2-night hotel package in Saint John. The hotel package would include $50 in Uptown Dollars, with an included list of local shops, restaurants and businesses that accept Uptown Dollars. Each hotel will create and market their own attractive package and, to measure the return on investment, track the distribution of these Uptown Dollars. As part of this initiative, the SJHA will provide an in -kind contribution to oversee distribution, logistics, marketing and promotion. Envision SJ will invest $20,000 towards this marketing campaign, which will be targeted to drive overnight stays in the Saint John area. Envision Saint John will be responsible for the creation and roll -out of this marketing campaign. The SJHA will also invest $20,000 towards purchasing additional gift cards to lengthen this campaign and maximize its marketing efforts. The only request of the City is to provide the $20,000 grant. We believe this will be a great complement to the NB Travel Incentive program extension (soon to be announced) to drive visitors to Saint John from within NB and from the Atlantic Bubble. By making it part of a 2-night package, it is expected the promotion will extend visitors' time in Saint John and increase the spending at other local businesses. Your investment will target the following results: • An additional 800 —1,000 room nights • Approximately $100,000 in hotel revenues • An additional $3,450 in MAT contributions • An additional $150,000 to the local economy with visitor spend in restaurants, retail etc. 16(t'OW1�A OIAk CAI'wV114t�1�1� '[kYUU�'tDU,Y1sYv+ 0 u 0 In summary, it is expected that your investment of $20,000 will generate over $250,000 in revenue in our local economy. We hope that you will see this grant request as a solid investment in Saint John's COVID-19 recovery. Sincerely, 6 � Jasmine Mosher, Saint John Hotel Association 16(t'OW1�A OIAk CAI'wV114t�1�1� '[kYUU�'tDU,Y1sYv+ 0 u 0 April 14, 2021 Growth Committee City of Saint John Envision Saint John: The Regional Growth Agency's mandate is to grow the region with Visitor Attraction being a key strategic focus. The proposed partnership between the City of Saint John, the Saint John Hotel Association and Envision Saint John will support an industry that has been the hardest hit by the COVID-19 pandemic and will be one of the last to recover. Research has shown that consumers are looking for leisure travel experiences and packages and incentives will be key in their decision -making in 2021. Not only will the proposed $50 Uptown Dollars incentive campaign drive room nights for hotels, but it will also generate increased economic activity in uptown Saint John through additional spending at retailers, restaurants, and bars to name a few. We also expect the economic impact to be felt beyond the uptown as people explore our trails, coastlines, beaches, and parks. Envision Saint John is in full support of this strategic partnership to drive visitation and will lead the development and execution of the advertising campaign, promoting the incentive to the Atlantic Bubble. Our joint investments will allow us to promote another compelling reason to visit Saint John and experience everything our destination has to offer. It is imperative that we support our local tourism industry as 2021 will be another year of survival. Sincerely, 1' --mako Paulette Hicks CEO, Envision Saint John: The Regional Growth Agency helloCenvisionsaintjohn.corn 339 COMMON COUNCIL REPORT M&C No. 2021-135 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Utilities and Infrastructure Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: Utility and General Fund — 2021 Capital Programs Revision 11 OPEN OR CLOSED SESSION This matter is to be discussed in open session of Common Council. AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Michael Baker J. Brent McGovern John Collin RECOMMENDATION It is recommended that members of Council: • Approve revision II of the 2021 Water and Sewerage Utility Fund Capital Budget in the amount of $12,608,934 (gross) with contributions from other sources of $6,362,934 yielding a net capital budget in the amount of $6,246,000 to be funded by pay as you go (net) as set in Appendix A. It is recommended that members of Council: • Approve revision II of the 2021 General Fund Capital Budget in the amount of $45,309,783 (gross) with contributions from other sources of $29, 442,183, yielding a net Capital budget in the amount of $15,867,600 to be funded by debt issue (net) as set in Appendix B. EXECUTIVE SUMMARY Utility Fund The overall revised 2021 Water and Sewerage Utility Fund Capital Budget envelope has increased by $522,934 with the increase being funded by Other Share. The City Share for the revised 2021 Water and Sewerage Utility Fund Capital Budget remains unchanged from Council's previous Utility Fund Capital Program approval in February 2021. 19t,IK General Fund The overall revised 2021 General Fund Capital Budget envelope has increased by $349,100 with the increase being funded by Other Share. The City Share for the revised 2021 General Fund Capital Budget remains unchanged from Council's previous General Fund Capital Program approval in February 2021. The approved 2020 and 2021 Utility Fund and General Fund Capital budgets included projects that the City was seeking funding support through the Bilateral Funding Program. The City received notification from the Province on March 2, 2020 that the City's original submission would not be receiving infrastructure renewal funding under the Bilateral funding program. However, the City reapplied for Bilateral Funding in the summer of 2020. The revised funding submission was very similar to the City's original submission however the funding timelines were adjusted to be between 2021 and 2026. It was announced on March 10, 2021 that the City was successful in obtaining Integrated Bilateral Funding for their requested projects. The purpose of this report is to further revise the 2021 Utility Fund and General Fund Capital budgets as COVID -19 Resilience Infrastructure Funding has been secured or is in the process of being secured for several projects noted on the Capital Programs. As projects needed to be added and removed from the proposed COVID-19 Resilience Infrastructure Funding program and the Community Development Funding program to align with eligibility criteria, the Capital programs needed to be adjusted to follow suit. PREVIOUS RESOLUTION M&C 2021-051 (February 22, 2021) — Utility and General Fund — Revised 2021 Capital Programs approved. STRATEGIC ALIGNMENT The proposed adjustments to the 2021 Utility and General Fund Capital Budgets are aligned with Council's priorities, Debt Management Policy, Financial Principles, Capital Budget Policy, Asset Management Policy, Central Peninsula Neighborhood Plan, PlaySJ, MoveSJ, PlanSJ with a focus on asset management and leveraging every City Share dollar. REPORT The 2020 and 2021 Utility Fund and General Fund Capital budgets included projects that the City was seeking funding support through the Integrated Bilateral funding program, the COVID-19 Resilience Infrastructure Funding program and the Community Development Funding program. It was announced on March 10, 2021 that the City was successful in obtaining approximately $28.5 million dollars KMII in Other share (Provincial and Federal) funding through the Integrated Bilateral Program. In January of 2021, in conversations with New Brunswick's Regional Development Corporation (RDC) it was determined that there was approximately $1.27 million dollars of funding available (80% Share) to the City through the COVID-19 Resilience Infrastructure Funding program. The Funding breakdown for this program is 80% federal share and 20% municipal share. The completion deadline for the projects approved under this program was December 31, 2021 however an extension announcement has been made and formal funding amendments are to be granted by the Provincial and Federal Governments in the coming months to extend the project completion timelines to December 3111, 2023. Over several months the City has worked collaboratively with RDC to identify projects that meet the various funding agreement requirements so as to leverage the City's 2021 Capital Programs and address some of the City's asset management needs. Several COVID-19 Resilience Infrastructure Funding program projects have been approved by RDC; however, the City has not received the formal documentation yet. As a result of the shifting of proposed funding partners for 2021 capital projects and for the City to access the entire funding that is available in the COVID-19 Resilience Infrastructure Funding program, staff had to make adjustments to the funding partners noted on the 2021 Utility and General Fund — Revised 2021 Capital Programs which was approved by Council on February 22, 2022. The table below lists all the projects proposed under the COVID-19 Resilience Infrastructure Funding program. All the projects except one are currently within the 2021 General Fund Capital Program, however, various projects scope have been increased where required. The one additional project that was not listed in the 2021 Utility Fundy Capital Program is the roof replacements on Saint John Water (SJW) facilities. So as to find acceptable projects to RDC and Infrastructure Canada and while at the same time addressing the City's current asset management needs, this project was added to the funding list. For the projects that are shown currently as approved it is expected that the City will receive formal funding agreements in the coming weeks for Council's consideration. 19M% As submitted - COVID -19 Resilience Infrastructure Funding Program projects Approval Title Description Other Share City Share Status Replacement of the existing metal siding that is in poor condition as well Municipal as replacing the existing facility sign at $ 418,600.00 $ 104,650.00 Approved Building the Municipal Operations Complex. Work also includes the replacement of several leaking windows. Municipal Replacement of existing Air Handling Awaiting Building Unit (including control system) at the $ 84,000.00 $ 21,000.00 Approval Municipal Operations Complex. Municipal St. Patrick Pedway Roof Repair and $ 24,000.00 $ 6,000.00 Awaiting Building HVAC Replacement Approval The replacement of the existing HVAC Municipal system for the City Market Pedway $ 24,000.00 $ 6,000.00 Awaiting Building which connects the City Market to Approval Brunswick Square. Municipal Replacement of the existing roofs (i.e. Building plywood, shingles & insulation) at Fire $ 200,000.00 $ 50,000.00 Approved Stations #5 & #7 Roof replacements at several SJW facilities including the Spruce Lake SJW Pump Station, Millidgeville $ 522,934.00 $ 130,733.00 Approved Buildings Wastewater Treatment Facility (WWTF), Lancaster WWTF and Eastern WWTF Total $ 1,273,534.00 $ 318,383.00 The projects proposed for Community Development Funding are in the process of being applied for however to date the City has not received approvals from the Province for these projects yet. The Province has reviewed and given indications that the projects are suitable for consideration within the eligibility criteria. Many of the projects planned in the 2021 General Fund Capital Program were planned to be funded under the Community Development Funding program however are now being funded under the COVID-19 Resilience Infrastructure Funding program (80% funding from others as opposed to 50% funding from others). The table below lists all the projects proposed for funding under the Community Development Funding program. 19M191 Community Development Funding program Projects Other Approval Title Description City Share Share Status Charles Gorman Replacement of an existing chiller at the Arena, Charles Gorman Arena as well as Stewart replacing three existing condensers at $ 95,000.00 $ 95,000.00 Awaiting Hurley Arena the Charles Gorman Arena, Stewart Approval & Lord Hurley Arena and Lord Beaverbrook Beaverbrook Arena. Arena Replacing the existing dasher boards and Application TD Station glass with new boards and glass that $ 225,000.00 $ 225,000.00 being meet QMJHL Requirements completed Asset Management Information System Project not Various (AMIS). Project scope includes the acceptable Municipal & purchase of the required software, $ 87,500.00 $ 87,500.00 under Water obtaining necessary training, completing funding Facilities City infrastructure update, etc. eligibility criteria Carleton Repairs to the existing building Application Community foundation and completing necessary $ 75,000.00 $ 75,000.00 being Centre water proofing as Community Center has completed a foundation leak. Renovation of upper City Market Lobby Application City Market Entrance as well as Elevator Entrance to $ 37,500.00 $ 37,500.00 being City Market Tower. completed Supply and installation of a new score clock at the Shamrock Park artificial turf field as well as other improvements to Application Facility the Shamrock Park Facility. Replacement $ 75 ,000.00 $ 75,000.00 being Renewal Fund of an existing wooden structure at the completed City's Market Place West Playground. The current structure has reached the end of its useful life. Total $ 595,000.00 $ 595,000.00 SERVICE AND FINANCIAL OUTCOMES The revised Utility and General Fund programs are provided in Appendix A & B attached. The table below details the projects that were approved in the 2021 Utility Fund Capital Program that will be affected by the proposed changes to the funding arrangement. KMI!I 2021 Utility Fund Capital Program Project Description Other Share Utility Share Asset Management Information System Various (AMIS). Project scope includes the Municipal & purchase of the required software, $175,000.00 Water obtaining necessary training, completing Facilities City infrastructure update, etc. Project also funded by the General Fund (50150). After detailed discussions with RDC it was determined that the Asset Management Information System (AMIS) project would not be approved under the COVID-19 Resilience Infrastructure Funding program or the Community Development Funding program. In the 2021 Capital Programs this project was also partially funded by the General Fund Program which was proposed to obtain Community Development funding of 50% of its $175,000 share for this project. As a result of not being able to obtain funding, this project is proposed to be deleted under the 2021 Utility Fundy Capital Program and instead it will be considered as part of the 2022 Capital Program and the resulting savings would be allocated to fund the roof replacement for the various SJW facilities (MWWTF, EWWTF, LWWTF and Spruce Lake Pump Station). The Utility Share (20%) of the overall estimated cost ($653,667) for this renewal project is estimated at $130,733.40. The entire $175,000 Utility share is proposed to be reallocated to the roof replacement project under the COVID-19 Resilience Infrastructure Funding program. Required Utility funding for the AMIS project will be added to the 2022 Capital Program. 2021 General Fund Capital Program The table below details the projects that were approved in the 2021 General Fund Capital Program that will be affected by the proposed changes to the funding arrangements for the COVID-19 Resilience Infrastructure Funding program or the Community Development Funding programs. KMlei r Project Description Other Share City Share Replacement of the existing roofs (i.e., plywood, Municipal shingles and insulation) at fire stations #5 & #7. $ 125,000.00 $ 125,000.00 Buildings Subject to successful funding under the Community Development Fund. Charles Replacement of an existing chiller at the Charles Gorman Arena as well as replacing two existing Gorman Arena / Stewart condensers at the Stewart Hurley Arena. Subject $ 70,000.00 $ 70,000.00 Hurley Arena to successful funding under the Community Development Fund. Replacement of the existing metal siding that is in poor condition as well as replacing the Municipal existing facility sign at the Municipal Operations $ 110,000.00 $ 200,000.00 Buildings building (175 Rothesay Avenue). Subject to successful funding under the Community Development Fund. Asset Management Information System (AMIS). Various Project scope includes the purchase of the Municipal & required software, obtaining necessary training, $ 87,500.00 $ 87,500.00 Water Facilities completing City infrastructure update, etc. Subject to successful funding under the Community Development Fund. Replacement of an existing air handling unit at Municipal the Municipal Operations building (175 Buildings Rothesay Avenue) including the control system. $ 50tOOO.00 $ 50tOOO.00 Subject to successful funding under the Community Development Fund. St Patrick Street Pedway - Roof repair due to Municipa existing leak including the replacement of the Buildings existing air handling unit. Subject to successful $ 7t5OO.00 $ 7t5OO.00 funding under the Community Development Renovation of upper City Market Lobby Entrance as well as Elevator Entrance to City City Market Market Tower. Subject to successful funding $ 60tOOO.00 $ 15tOOO.00 under the COVID-19 Resilience Infrastructure Fund Adjustments have been made to the following table based on the revised funding proposal to situate the City in the best possible position to obtain the all -available funding for the COV|C-19 Resilience Infrastructure Funding and Community Development Funding programs. r Project Description Other Share City Share Replacement of the existing roofs (i.e., Municipal plywood, shingles, and insulation) at fire funding under the COVID-19 Resilience Infrastructure Fund Charles Replacement of an existing chiller at the Gorman Arena Charles Gorman Arena as well as / Stewart replacing three existing condensers at Hurley Arena the Stewart Hurley Arena, Charles $ 95,000.00 $ 95,000.00 Lord Gorman Arena and Lord Beaverbrook Beaverbrook Arena. Subject to successful funding Arena under the Community Development Replacement of the existing metal siding that is in poor condition as well as replacing the existing facility sign at the Municipal Municipal Operations Complex. Work Buildings also includes the replacement of several $ 418,600.00 $ 105,000.00 leaking windows. (175 Rothesay Avenue). Subject to successful funding under the COVID-19 Resilience Infrastructure Fund Various Complete preliminary investigation into Municipal & setting up the City's Asset Management $ 50,000.00 Water Facilities Information System (AMIS). Replacement of an existing air handling unit at the Municipal Operations building Buildings control system. Subject to successful funding under the COVID-19 Resilience Infrastructure Fund St Patrick Street Pedway - Roof repair due to existing leak including the Municipal replacement of the existing air handling $ 24,000.00 $ 6,000.00 Buildings unit. Subject to successful funding under the COVID-19 Resilience Infrastructure Fund Renovation of upper City Market Lobby Entrance as well as Elevator Entrance to City Market City Market Tower. Subject to successful $ 37,500.00 $ 37,500.00 funding under the Community Development Fund. Some of the noted changes compared to what was originally approved are detailed below. � Funding shares changed based on the revised proposed funding partner KEN Infrastructure Funding program and 50% Other Share / 50% City Share for the Community Development Funding program). • Renewal of the existing condenser at the Lord Beaverbrook was added to the Charles Gorman Arena / Stewart Hurley Arena / Lord Beaverbrook Arena Project scope. • Added funding for a scope increase to the Replacement of the existing metal siding and window repairs/maintenance project at the Municipal Operations Complex. • Added funding for the Replacement of the existing roofs at Fire Stations #5 and #7 as tender prices came in higher than anticipated. • Reduced required funding for the City's Asset Management Information System (AMIS) project. Funding in 2021 will be used to complete a preliminary investigation into setting up an AMIS for the City of Saint John. Further required funding from the General Fund will be added to the 2022 General Fund Capital Program. • The overall City share savings equates to $115,500 ($555,000 — $439,500). • If all the funding is obtained by the City from the COVID-19 Resilience Infrastructure Funding program and Community Development Funding program, this proposal will increase Other Share funding obtained from what was previously approved by $349,100 (General Fund). • If the revised Capital Program is approved, the proposed surplus ($115,500) when comparing the current 2021 General Fund Capital Program with the revised program will be used to address potential future costs that are greater than the estimated costs within the Revision II program. The surplus City Share funding ($115,500) will be added to the City Share of the replacement of the existing roofs at Fire Station #5 & #7 project in revision II of the 2021 General Fund Capital Program. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS The enclosed revised capital budget changes were coordinated and received input from: Strategic Services (i.e., Finance) and all divisions within Utility and Infrastructure Services. ATTACHMENTS Appendix —A — 2021 W&S Utility Fund Capital Program Revision II Appendix — B — 2021 General Fund Capital Program Revision II Appendix — C — Common Council Presentation Ect1:3 Project(s) adjusted as a result of changes to the COVID-19 Resilience Infrastructure Funding Program and the Community Development Funding Program. Industrial Water Renewal - West Project Description Other Share Utility Share Road construction and replacement of three large culverts, including Coleson Cove Raw Water Transmission design and construction management services. Phase 1 of 2. Design $ 525,000.00 line services of Phase 2 for road construction and replacement of three large culverts. Upgrade / reconstruction - Appropriate pump sizing, electrical Musquash Water Pump Station upgrades, flood proofing, etc. Including design and construction $ 695,000.00 $ 870,000.00 management services. Phase B. Project to be partially funded under DMAF . Total $ 695,000.00 $ 1,395,000.00 Industrial Water Renewal - East Project Description Other Share Utility Share Design services to investigate connecting IP to the East Industrial Industrial Water Renewal - East piped system to reduce the wasting of water and general loss of $ 50,000.00 water in the brook system. Total $ - $ 50,000.00 Infrastructure Renewal - Sanitary Project Description Other Share Utility Share Greenhead Road SLS C Supplemental funding for the renewal of Greenhead Road SLS C. $ 90,000.00 Develop a Solid Waste Diversion Action Plan to detail the preferred Wastewater Treatment Plant Solid septage receiving system to be installed at one of the City's $ 50,000.00 $ 10,000.00 Waste Diversion Action Plan wastewater treatment facilities. Subject to successful funding under the Environmental Trust Fund. Develop a strategy to mitigate the effects of coastal flooding on the Flood Risk Mitigation Strategy for City's infrastructure in the Lower Cove Loop area (Lower Cove SLS and $ 45,000.00 $ 45,000.00 Lower Cove Loop associated sewer collection system infrastructure). Subject to successful funding under the National Disaster Mitigation Program. Roof replacements at several Saint John Water (SJW) facilities including the Spruce Lake Pump Station, Millidgeville Wastewater Various SJW Water Facilities Treatment Facility (WWTF), Lancaster Wastewater Treatment Facility $ 522,934.00 $ 175,000.00 (WWTF) and Eastern Wastewater Treatment Facility (EWWTF). Subject to successful funding under the COVID-19 Resilience Infrastructure Fund Renew approx. 55 m of 300mm concrete sanitary sewer to direct Catherwood Street (Greystone Terrace) flows into an existing sanitary sewer, including design and $ 125,000.00 construction management services. Renew 100 m of 375mm TC sanitary sewer (Condition Grade of 3 with Germain Street (St James Street to Lower an in service year of 1884), including design and construction $ 110,000.00 $ 40,000.00 Cove Loop) management services. Project to be partially funded under Bilateral Funding. Lower Cove Loop (Charlotte Street to Install 150 m of 525mm concrete sanitary sewer including design and construction management services. Project to be partially funded $ 255,000.00 $ 95,000.00 Germain Street) under Bilateral Funding. Renew 180 m of 300mm T.0 sanitary sewer (Condition Grade of 4 Wentworth Street (Elliott Row to Orange with a year in service of 1867), including design and construction $ 175,000.00 $ 65,000.00 Street) management services. Project to be partially funded under Bilateral Funding. Lakewood Heights Sanitary System Mitigation measures to reduce inflow / infiltration in the sanitary $ 250,000.00 sewer system, including construction management services. Wastewater Pumping (Prospect Street Pumping station, land acquisition, and required piping to direct flows to sewer on Main Street West for treatment at the Lancaster Lagoon, $ $ 575,000.00 West at Walnut Street including construction management services. Renew 275 m of 375 T.0 sanitary sewer (Condition Grade 4), Broadview Avenue (Charlotte Street to including design Project be $ 245,000.00 $ 90,000.00 Carmarthen Street) and construction management services. to partially funded under Bilateral Funding. Construct three headers, one for each cell for the blower system at Lancaster Lagoon the Lancaster Lagoon complete with road way construction. Including $ 750,000.00 design and construction management services. WWPS Woodlawn Park (1335 Red Head Design for the replacement of wastewater pumping stations that are at the end of their asset life to provide for reliable collection of $ 100,000.00 Road) wastewater. Rodney Street (Market Place to Watson Renewal of approx. 290 m of T.C, Brick and Concrete sanitary sewer (Condition Grade 3), including design and construction management $ 410,000.00 Street) services. Project to be funded under G.T. F. Renew 111 m of 250mm and 375mm T.0 sanitary sewer (Condition St James Street (Prince William Street to Grade of 3.5 with an in service year of 1876), including design and $ 100,000.00 $ 36,000.00 Germain Street) construction management services. Project to be partially funded under Bilateral Funding. Structural Lining Structurally line and point repairs to sanitary sewers, including design $ 225,000.00 and construction management services. Renew approx. 330 m of 300mm and 375mm T.0 sanitary sewer Waterloo Street (Haymarket Square to (Condition Grade of 5 with an in service year of 1869), including $ 310,000.00 $ 115,000.00 Castle Street design and construction management services. Project to be partially funded under Bilateral Funding. Princess Street (Water Street to Germain Install approx. 100m of 300mm sanitary sewer for separation, including design and construction management services. Project to be $ 205,000.00 Street) funded under G.T.F. Renew approx. 250m of 225mm and 300mm TC sanitary sewer (Condition Grade of 5 with an in service year of 1893), with new Princess Street (Wentworth Street to 200mm and 300mm sanitary sewer, including design and construction $ 265,000.00 $ 95,000.00 Crown Street) management services. Project to be partially funded under Bilateral Funding. Reconstruction lift station above flood level to provide for reliable WWPS Beach Crescent (11 Beach collection of wastewater, including design and construction $ 340,000.00 $ 510,000.00 Crescent) management services. Phase A. Project to be partially funded under DMAF. Total $ 3,032,934.00 $ 3,391,000.00 Infrastructure Renewal - Water Project Description Other Share Utility Share Engineering Investigation Design Funding for engineering investigations and design for various projects $ 300,000.00 and under the Water and Sanitary Categories. Installation of Electro-Magnetic flow meters east of PRV #104B and at Westmorland Road & Bayside Drive Flow Meters /Chamber #33 Flow Limiting PRV #10 including construction management. Supply and installation $ 180,000.00 of flow limiting valves on the east side supply lines to Mill Road Vault, Valves including construction management. Fleet Replacement Fleet Replacement for Saint John Water. Project to be funded under $ 485,000.00 Fleet Reserve. Removal of cross -connections on Potable Removal of two cross -connections on Potable Water and Raw Water Water and Raw Water Transmission Transmission mains, including construction management services $ 150,000.00 mains (Ocean Westway / Route 7 Overpass). Renew 100 m of 200mm watermain (1955), including design and Germain Street (St James Street to Lower Project be $ 90,000.00 $ 35,000.00 Cove Loop) construction management services. to partially funded under Bilateral Funding. Lower Cove Loop (Charlotte Street to Install 150 m of 200mm watermain, including design and construction management services. Project to be partially funded $ 135,000.00 $ 50,000.00 Germain Street) under Bilateral Funding. Renew 350 m of 300mm Cl watermain (1931), including design and Wentworth Street (Elliott Row to Orange Project be $ 445,000.00 $ 165,000.00 Street) construction management services. to partiallyfunded under Bilateral Funding. Renew 275 m of 150 mm Cl watermain (1917), including design and Broadview Avenue (Charlotte Street to Project be $ 225,000.00 $ 85,000.00 Carmarthen Street) construction management services. to partiallyfunded under Bilateral Funding. Rodney Street (Market Place to Watson Renewal of approx. 295 m of 300mm Cl watermain, including design and construction management services. Project to be funded under $ 345,000.00 Street) G. T. F. Renew 110 m of 250mm Cl watermain (1876), including design and St James Street (Prince William to Project be $ 125,000.00 $ 45,000.00 Germain Street) construction management services. to partiallyfunded under Bilateral Funding. Renew approx. 330 m of 300mm Cl watermain(1856), including Waterloo Street (Haymarket Square to design Project be $ 450,000.00 $ 275,000.00 Castle Street) and construction management services. to partially funded under Bilateral Funding. Renew approx. 275m of 250mm Cl (1924) watermain, including Princess Street (Wentworth Street to design Project be $ 335,000.00 $ 125,000.00 Crown Street) and construction management services. to partially funded under Bilateral Funding. Tota 1. $ 2,635yOOO.00 $ 1y410y000.00 Revised 2021 W&S Utility Fund Capital Program Summary Category Other Share City Share Total($) Industrial Water Renewal - West $ 695,000.00 $ 1,395,000.00 $ 2,090,000.00 Industrial Water Renewal - East $ - $ 50,000.00 $ 50,000.00 Infrastructure Renewal - Sanitary $ 3,032,934.00 $ 3,391,000.00 $ 6,423,934.00 Infrastructure Renewal -Water $ 2,635,000.00 $ 1,410,000.00 $ 4,045,000.00 Total ($) $ 6,362,934.00 $ 6,246,000.00 $ 12,608,934.00 IN Industrial Water Renewal - West U11 Industrial Water Renewal - East aA-h4;-. "S 2. FY IN Infrastructure Renewal -Water 351 Projects) adjusted as a result of changes to the COVID-19 Resilience Infrastructure Funding Program and the Community Development Funding Program. Fundy Quay Project Description Other Share City Share Fundy Quay Soil Remediation - Develop and implement strategy to effectively manage $ 2,486,000.00 existing soil contamination on the site. Infill - Re -grading the site while incorporating the seawall refurbishment to Fundy Quay facilitate future development. Project to be partially funded by the Province of $ 625,000.00 $ 1,875,000.00 NewBrunswick. Harbour Passage & Pedway- Obtaining public access to waterfront property Fundy Quay which will be key to improving active transportation in the uptown area. Project $ 7,996,000.00 $ 1,999,000.00 to be partially funded by the COViD-19 Resilience infrastructure Fund Loyalist Plaza - Re -development of the highly utilized public space which will Fundy Quay allow for the integration of the plaza design with the design of the surrounding $ 2,452,750.00 $ 222,250.00 development. Project to be partially funded under Bilateral Funding and by the Province cf iVew Brunswick. Fundy Quay Additional Fundy Quay funding for Soil Remediation, Infill, Harbour Passage & $ 1,635,000.00 $ 825,000.00 Pedway and Loyalist Plaza. - Pay as you go funding for the Other Share Total $ 12,708,750.00 $ 7,407,250.00 Corporate Performance Information Technology IT Infrastructure Replacement / Upgrades / ERP System $ 835,000.00 $ 1,500,000.00 Total $ 835,000.00 $ 1,500,000.00 Finance and Administration Services Project Description Other Share City Share Fleet Fleet Replacement $ 2,065,000.00 Total $ 2,065,000.00 $ - Saint John Parking Parking Replacement of 17 Parking Meters $ 113,000.00 Parking Bus Shelter- Market Square $ 10,000.00 Total $ - $ 123,000.00 Asset and Facility Management Project Description Other Share City Share Fundy Quay - Seawall Refurbishment - Project to be partially funded by the $ 3,240,000.00 Fundy Quay Province of iVew Brunswick. Fundy Quay - Seawall Refurbishment - Project to be partially funded under $ 2,180,000.00 $ 1,530,000.00 Fundy Quay DMAF. Municipal Buildings Deep Municipal Energy Retrofit. Subject to Federal Funding. $ 553,333.00 $ 575,000.00 Market Square District Energy Phase 1. Subject to Federal Funding. $ 488,000.00 $ 732,000.00 Lord Beaverbrook Main Electrical Services Upgrade $ 100,000.00 Replacement of the existing roofs (i.e. plywood, shingles and insulation) at fire Municipal Buildings stations #5 & #7. Subject to successful funding under the COViD-19 Resilience $ 200,000.00 $ 240,500.00 infrastructure Fund Charles Gorman Arena /Stewart Replacement of an existing chiller at the Charles Gorman Arena as well as Hurley Arena /Lord Beaverbrook replacing three existing condensers at the Stewart Hurley Arena, Charles Gorman $ 95,000.00 $ 95,000.00 Arena and Lord Beaverbrook Arena. Subject to successful funding under the Arena Community Development Fund. Replacing the existing dasher boards and glass with new boards and glass that TD Station meet QMJHL Requirements. Subject to successful funding under the Community $ 225,000.00 $ 225,000.00 Development Fund. Replacement of the existing metal siding that is in poor condition as well as replacing the existing facility sign at the Municipal Operations Complex. Work Municipal Buildings also includes the replacement of several leaking windows. (175 Rothesay $ 418,600.00 $ 105,000.00 Avenue). Subject to successful funding under the COViD-19 Resilience infrastructure Fund Various Municipal & Water Complete preliminary investigation into setting up the City's Asset Management $ 50,000.00 Facilities Information System (AMIS). Repairs to the existing building foundation and completing necessary water Carleton Community Centre proofing as Community Center has a foundation leak. Subject to successful $ 75,000.00 $ 75,000.00 funding under the Community Development Fund. 352 Replacement of an existing air handling unit at the Municipal Operations building Municipal Buildings (175 Rothesay Avenue) including the control system. subject to successful $ 84,000.00 $ 21,000.00 funding under the COViD-19 Resilience infrastructure Fund St Patrick Street Pedway - Roof repair due to existing leak including the Municipal Buildings replacement of the existing air handling unit. subject to successful funding $ 24,000.00 $ 6,000.00 under the COViD-19 Resilience infrastructure Fund Municipal Buildings City Market Pedway HVAC Upgrade. Subject to successful funding under the $ 24,000.00 $ 6,000.00 COViD-19 Resilience infrastructure Fund Renovation of upper City Market Lobby Entrance as well as Elevator Entrance to City Market City Market Tower. Subject to successful funding under the Community $ 37,500.00 $ 37,500.00 Development Fund. TD Station Heat Pump Replacement $ 50,000.00 Trade and Convention Center Replacement Equipment (Banquet Equipment, Tables & Walk-in Fridge). $ 80,000.00 Trade and Convention Center Replace Flooring and Staging Equipment. $ 30,000.00 Trade and Convention Center Security Upgrades. $ 15,000.00 Total $ 7,644,433.00 $ 3,973,000.00 Parks & Recreation Services Project Description Other Share City Share Supply and installation of a new score clock at the Shamrock Park artificial turf field as well as other improvements to the Shamrock Park Facility. Replacement Facility Renewal Fund of an existing wooden structure at the City's Market Place West Playground. The $ 75,000.00 $ 75,000.00 current structure has reached the end of its useful life. Subject to successful funding under the Community Development Fund. Total $ 75,000.00 $ 75,000.00 Storm Water Project Description Other Share City Share Catherwood Street (Ready Street to Renew approx. 85 m of new 375mm storm sewer for separation, remove two CB's on Greystone Terrace, and redirect two CB's at the top of Catherwood Street $ 134,350.00 G reystone Terrace) into the storm sewer, including design and construction management services. Germain Street (St James Street to Renew 125 m of 600mm storm sewer for separation, including design and construction management services. Project to be partially funded under Bilateral $ 115,000.00 $ 40,000.00 Lower Cove Loop) Funding. Water Street Outfall Install approx. 70 m of new 1800mm storm sewer and outfall for separation, $ 840,000.00 including design and construction management services. Wentworth Street (Elliott Row to Install approx. 190 m of 375mm storm sewer for separation , including design and construction management services. Project to be partially funded under $ 140,000.00 $ 50,000.00 Orange Street) Bilateral Funding. Broadview Avenue (Charlotte Install approx.. 275 m of 375 mm and 450mm storm sewer for separation, including design and construction management services. Project to be partially $ 200,000.00 $ 75,000.00 Street to Carmarthen Street) funded under Bilateral Funding. Rodney Street (Market Place to Install approx. 150m of new 600mm storm sewer and 135m of 450mm storm sewer for separation, including design and construction management services. $ 340,000.00 Watson Street) Project to be funded under the G.T.F. St James Street (Prince William Install 113 m of 300mm storm sewer for separation, including design and Street to Germain Street) construction management services. Project to be partially funded under Bilateral $ 70,000.00 $ 25,000.00 Funding. Waterloo Street (Haymarket Square Install approx. 400m of new 300mm and 375mm storm sewer for separation, including design and construction management services. Project to be partially $ 360,000.00 $ 135,000.00 to Castle Street) funded under Bilateral Funding. Princess Street (Water Street to Install approx. 46 m of 300mm and 56m of 375mm storm sewer for separation, including design and construction management services. Project to be funded $ 160,000.00 Germain Street) under G.T:F. Princess Street (Wentworth Street Install approx. 255 of new 300mm storm sewer for separation, including design and construction management services. Project to be partially funded under $ 205,000.00 $ 75,000.00 to Crown Street) Bilateral Funding. Total $ 1,590,000.00 $ 1,374,350.00 Transportation Project Description Other Share City Share Street reconstruction (curb, sidewalk, landscaping and paving), including design Charlotte Street (Trinity Church to and construction management services. Saint John Energy proposed to be participating in the project by providing their services, estimated at $200,000, to $ 360,000.00 Princess Street ) convert the overhead high voltage lines to underground. Asphalt pavements $41,000 / 0.27 LK. Engineering Investigation and Funding for engineering investigations and design for various projects under the $ 300,000.00 Design Storm and Transportation Categories. JJJ Asphalt Roadway Resurfacing and Renewal of asphalt roadway and concrete curb and sidewalk including drainage Curb & Sidewalk Renewal - control and landscaping in conjunction with the annual asphalt roadway $ 434,000.00 Neighbourhoods maintenance and rehabilitation program. Pay as you go. Asphalt Roadway Resurfacing and Renewal of asphalt roadway and concrete curb and sidewalk including drainage Curb & Sidewalk Renewal - control and landscaping in conjunction with the annual asphalt roadway $ 1,500,000.00 Neighbourhoods maintenance and rehabilitation program. Project to be funded under G.T.F. Germain Street (St James Street to Street reconstruction (curb, sidewalk, landscaping and paving), including design and construction management services. Asphalt pavements $43,000 / 0.281-K. $ 130,000.00 $ 50,000.00 Lower Cove Loop) Project to be partially funded under Bilateral Funding. Wentworth Street (Elliott Row to Street reconstruction (curb, sidewalk, landscaping and paving), including design and construction management services. Asphalt pavements $156,000 / 1.05LK. $ 455,000.00 $ 170,000.00 Orange Street) Project to be partially funded under Bilateral Funding. Broadview Avenue (Charlotte Street reconstruction (curb, sidewalk, landscaping and paving), including design and construction management services. Asphalt pavements $97,000 / 0.671-K. $ 360,000.00 $ 130,000.00 Street to Carmarthen Street) Project to be partially funded under Bilateral Funding. Rodney Street (Market Place to Street reconstruction (curb, sidewalk, landscaping and paving), including design and construction management services. Asphalt pavements $140,000 / 0.941-K. $ 550,000.00 Watson Street) Project to be funded under the G.T.F. St James Street (Prince William Street reconstruction (curb, sidewalk, landscaping and paving), including design and construction management services. Asphalt pavements $42,000 / 0.281-K. $ 160,000.00 $ 60,000.00 Street to Germain Street) Project to be partially funded under Bilateral Funding. Waterloo Street (Haymarket Square Street reconstruction (curb, sidewalk, landscaping and paving), including design and construction management services. Asphalt pavements $150,000 / 0.981-K. $ 610,000.00 $ 225,000.00 to Castle Street) Project to be partially funded under Bilateral Funding. Princess Street (Wentworth Street Street reconstruction (curb, sidewalk, landscaping and paving), including design and construction management services. Asphalt pavements $108,000 / 0.721-K. $ 325,000.00 $ 120,000.00 to Crown Street) Project to be partially funded under Bilateral Funding. Total $ 4,524,000.00 1 $ 1,415,000.00 Revised 2021 General Fund Capital Program Summary Category Other Share ($) City Share ($) Total ($) Fundy Quay / Seawall Refurbishment $ 12,708,750.00 $ 7,407,250.00 $ 20,116,000.00 Corporate Performance $ 835,000.00 $ 1,500,000.00 $ 2,335,000.00 Finance and Administration Services $ 2,065,000.00 $ - $ 2,065,000.00 Saint John Parking $ - $ 123,000.00 $ 123,000.00 Asset and Facility Management $ 7,644,433.00 $ 3,973,000.00 $ 11,617,433.00 Parks & Recreation Services $ 75,000.00 $ 75,000.00 $ 150,000.00 Urban Storm Water $ 1,590,000.00 $ 1,374,350.00 $ 2,964,350.00 Transportation $ 4,524,000.00 $ 1,415,000.00 $ 5,939,000.00 Total ($) $ 29,442,183.00 $ 15,867,600.00 $ 45,309,783.00 Fundy Quay / Seawall Refurbishment u Corporate Performance 1111111 Finance and Administration Services Saint John Parking 1IIIIIII'1 Asset and Facility Management �111II Parks & Recreation Services ■ Urban Storm Water 10 Transportation K�191 i I W 4-j L 0 `I— c U, Z3 LL 132 04Ix Q F u OD Lu > LL Z Z |buo _ E � ` 4 \ � : � . � #< �C) � � C) #\ . #< °, #< . . C) o . ~ xo ¥# S s P. � I W1.10 C: LL 4 U -0 4- Ul 0 0 0 00 0 0 CT) CT) r4 u 4-J 0 0 U 4- 4-J (a _0 CT) 4-J 4-J (a u 0 Ul Ul m Ul U 4-J E -0 0 0 0 0 +-j M aj Ln ra 4-J u 4-J 4-J 0 (a w COMMON COUNCIL REPORT M&C No. 2021-138 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Finance and Administrative Services His Worship Mayor Don Darling and Members of Common Council SUBJECT: FAS-005 Capital Budget Policy 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 It is recommended that Common Council approve policy FAS-005 Capital Budget Policy as presented. EXECUTIVE SUMMARY The Finance Committee received an update on both the City's Asset Management Plan and the City's Long Term Financial Plan at its meeting held on April 281". As part of the update to the various plans, there was a recommendation to update the Capital Budget Policy. The Finance Committee approved the recommended change in the Capital Budget Policy. The change would allocate annual capital investments in the General Fund to 85% Capital Renewal and 15% New Capital. This would ensure alignment with the approved Long Term Financial Plan, Asset Management Plan, and other Financial Policies. PREVIOUS RESOLUTION M&C Report No: 2018-189 — Capital Budget Policy, FAS-005 Finance Committee —April 28t", 2021 REPORT The Finance Committee received an update on both the City's Asset Management Plan and the City's Long Term Financial Plan at its meeting held on April 28th. As part of the update to the various plans, there was a recommendation to update the Capital Budget Policy. 191M -2- The Asset Management Plan continues to evolve as asset data becomes more refined and more reliable. There continues to be a reduction in the General Fund's Infrastructure deficit as investments continue to be made and asset data in updated. The updated Long Term Financial Plan was also brought forward to the Finance Committee based on current financial information, updated projections as well as updated asset management information. Based on these updated plans and recommendations, the Finance Committee approved changing the Capital Budget Policy to allocate General Fund annual capital investment to 85% Capital Renewal and 15% New Capital investment. The previous allocation was 90% Capital Renewal and 10% New Capital investment This change will ensure that the City's Long Term Financial Plan, along with the Asset Management Policy and other financial policies are aligned. STRATEGIC ALIGNMENT This report is aligned with Common Council's priority of being more fiscally responsible by ensuring decisions are in line with long term financial plan, asset management plan and aligning with approved policies. SERVICE AND FINANCIAL OUTCOMES This report is aligned with Common Council's approved Long Term Financial Plan, Asset Management Plan, and other financial policies. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Input has been received from Finance Committee ATTACHMENTS Appendix 1— FAS-005 Capital Budget Policy Sr4lt;T JQaHN Title: Capital Budget Policy Subject: Capital Budget Policy Category: Strategic Services Policy No.: FAS-005 M&C Report No.: 2018-189 Effective Date: July 911, 2018 Next Review Date: Area(s) this policy applies to: Cross Corporate Office Responsible for review of this Policy: Strategic Services Related Instruments: Policy Sponsors: FAS-001 Asset Management Policy Chief Financial Officer and Chief of Staff FAS-002 Investment Management Policy FAS-003 Reserves Policy FAS-004 Operating Budget Policy FAS-005 Capital Budget Policy FAS-006 Debt Management Policy Document Pages: This document consists of 4 pages. Revision History: Common Clerk's Annotation for Official Record Date of Passage of Current Framework: I certify that this Policy was adopted by Common Council as indicated above. Common Clerk Date Contact: Chief Financial Officer and Chief of Staff — Kevin Fudge Telephone — 506-635-2011 Email — kevin.fudge@saintjohn.ca City of Saint John Capital Budget Policy TABLE OF CONTENTS 1. POLICY STATEMENT............................................................................... 2. PRINCIPALS AND STRATEGIES................................................................ 3. CAPITAL PRIORITIZATION...................................................................... 4. CARRY OVER OF PREVIOUS YEAR APPROVED CAPITAL BUDGET........... 5. INTER -GOVERNMENTAL CAPITAL GRANTS ................................................ 6. CAPITAL BUDGET SHORTFALLS AND SURPLUSES ..................................... Im" 191061 2 City of Saint John Capital Budget Policy� POLICY STATEMENT 1. This Policy applies to budgeting by the Municipality for capital funds; 2. Each council shall adopt a Capital Budget for each calendar year; 3. Capital budget shall align with the Council approved Long Term Financial Plan which includes a 10 Year Capital Investment Plan and a 10 Year Debt Plan; 4. Finance Committee will review the 10 year Capital Investment Plan Annually and recommend any major amendments to the Plan to Council for approval; 5. The Capital Budget Policy supports the City to achieve its current and future goals in a fiscally responsible and sustainable manner; 6. Capital Budget Investment decisions shall be evidence based and conform with the Asset Management Policy; 7. The Capital Budget Policy shall comply with all relevant provisions of the Local Governance Act and all other applicable legislation. PRINCIPLES AND STRATEGIES 1. Affordability — Capital Budget shall reflect the level of infrastructure investment required to achieve agreed upon service and taxation objectives in the Council approved Long Term Financial Plan; 2. Ownership — Only City owned assets, which meet the definition of asset pursuant to Generally Accepted Accounting Principles, shall be funded in the Capital Budget. Funding agreements prior to the approved Capital Budget Policy Council approval date are exempted from the policy; 3. Fiscal Responsibility — The City shall reduce its reliance on debt and address the infrastructure deficit by increasingly funding Reserves and Pay -As -You -Go to fund infrastructure renewal; 4. Asset Management — The Capital Budget shall consider the full life -cycle cost based on asset management best practices and adhere to the Asset Management Policy. CAPITAL PRIORITIZATION 1. To strategically manage the City's debt and infrastructure deficit, the General Fund Capital Budget shall comprise of 85% Capital Renewal and 15% for New Capital and shall align with the City's Long Term Financial Plan and the City's Strategic Plan. The Utility Fund will shall comprise of 90% Capital Renewal and 10% for New Capital. 2. For the purpose of this policy, Capital Renewal is defined as any capital investment which renews, refurbishes, repurposes, or replaces an existing asset and does not increase the total lifecycle costs to maintain the asset. 366 3 City of Saint John Capital Budget Policy 3. Proposed Capital Budget Projects will be prioritized in the following order; a. Mandatory — Must be completed due to legal or regulatory requirements; b. Risk — Required to mitigate liability associated with health and safety, mitigate liability or to mitigate sudden asset failure; c. Priority of Council — As stipulated in the 10 Year Capital Investment Plan (Long Term Financial Plan) and supported by evidence -based asset management recommendations and are part of the City's strategic plans; d. Positive Financial Impact — The Capital request not included in the 10 year Capital Investment Plan but can be supported by a business case that demonstrates a positive financial impact for taxpayers —would require a Council approved adjustment to the Capital Investment Plan and Capital Budget; e. Discretionary — New asset which aim to increase or enhance service level to the residents and taxpayers. Requires amendment to the Long Term Financial Plan, the City strategic plans, and supported by a business cases. CARRY OVER OF PREVIOUS YEAR APPROVED CAPITAL BUDGET Approved capital budget projects must be started by the end of the second year after approval. INTER -GOVERNMENTAL CAPITAL GRANTS Inter -Governmental capital grants shall only be pursued for Capital projects in line with Council priorities, the approved Capital Budget, and the approved 10 Year Capital Investment Plan. CAPITAL BUDGET SHORTFALLS & SURPLUSES 1. Common Council must approve any adjustments to the Capital Budget for additional funding to cover Capital Budget shortfalls that exceed the City Managers authority level; 2. Capital Budget surpluses, where budgeted Capital funds exceed actual capital shall be, with Council approval; a. Realized as savings resulting in reduced debt financing; b. Used to offset deficits in other approved Capital Budget shortfalls; c. Leveraged to address the infrastructure deficits identified in the Asset Management Plan and the 10 Year Capital Investment Plan. 367 4 COMMON COUNCIL REPORT M&C No. 2021-144 Report Date April 29, 2021 Meeting Date May 03, 2021 Service Area Human Resources His Worship Mayor Don Darling and Members of Common Council SUBJECT: Group Benefit Plan Update AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Leah Robichaud Stephanie Hossack/ Kevin Fudge John Collin RECOMMENDATION It is the recommendation of Finance Committee that Common Council accept the plan design changes and premium increases as outline herein and authorize Mayor and Council to execute amended contracts with Managed Health Care Services Inc. in the form attached. EXECUTIVE SUMMARY The Group Benefit Plan for the City of Saint John provides benefits to all current employees of the City, the Saint John Police department, and Pensioners who have opted to remain on the Plan. The plan design is an Administrative Service Only plan, which means that the City has full liability for the benefits covered and ensuring that the premiums set and collected cover the full cost of claims and related administrative costs of the Plan. The Plan has been operating at a deficit of an average of $250,000 for the past three years. The Plan has been stable and had a surplus balance to cover the deficit, however it is not sustainable. Through a Benefit Steering Committee, a variety of options have been explored including adjustment to benefits and premium increases. The recommendations result in an estimated savings to the Plan of approximately $255,000. It is recommended that the Plan Design changes be effective on July 1, 2021 and the increases to premiums, including Family Dental be effective on January 1, 2022. PREVIOUS RESOLUTION June 17, 2019: 5.13 That as recommended by the City Manager in the submitted report M&C2019-32: RFP City of SaintJohn Benefit Administration, the City remain with the current carriers for employee benefits: Manulife Financial for Extended Health and Dental, Managed Health Care Services Inc. for Prescription Drugs and A.I.G. for Travel Insurance and Accidental Death and Dismemberment Insurance; and that the Mayor and Common Clerk be authorized to execute contracts with Manulife Financial, Managed Health Care Services Inc., Blue Cross and AIG in the form submitted. 19i1.1:3 -2- July 25, 2016 5. 15 That as recommended by the City Manager in the submitted report M& C 2016- 200: City of Saint John' s Prescription Drug Plan - Contract Renewal and Individual Large Amount Pooling Program, the Mayor and Common Clerk be authorized to execute contracts with Managed Health Care Services Inc. (MHCSI), AIG and with Royal and Sun Alliance Insurance Company of Canada in the form attached to the M& C No. 2016- 200 and dated July 25, 2016. REPORT Background The City of Saint John Group Benefit Plan (the Plan) covers all permanent employees of the City of Saint John, Saint John Police Force and Pensioners who have opted to remain on the plan upon retirement. The Plan has been stable and both premiums and plan design have remained unchanged for more than eleven (11) years. The Plan oversight is shared between the Plan Administrator in Human Resources, Finance, and the Benefit Steering Committee, representing all employee groups. The Plan has had a deficit on average of $250,000 per year for the last three (3) years. The Plan Design is an Administrative Services Only (ASO) Plan which means that the Plan is responsible for all cost of claims eligible for benefit and the benefit providers charge an administrative fee only to administer the claims on the Plan's behalf. The Plan includes coverage for prescription drugs, extended health and dental which are administered by external providers. Managed Health Care Services Inc for prescription drugs and Manulife Financial covers extended health and dental based on the plan design requirements of the City of Saint John. The Plan Administrators are not responsible, nor have any authority, in the premium rate setting or level of benefits. The last changes to Plan Design were in January 2001 which included the elimination of massage therapy, elimination of semi- private hospital rooms, and the elimination of over-the-counter drugs covered through the Plan. These changes in addition to a premium increase were required to address a deficit. The Plan, through review by the BSC, sets the premium rates to ensure financial stability to cover all costs associated including claims, administration fees and insurance. The premium rates are cost shared with the employer (75%) for all active employees who pay 25% of the set premium. Retirees pay 100% of the set premium. The current premium rates were set in December 2010 and are as follows: Monthly Premiums Single Family Health $85.82 $187.09 Dental $70.71 $70.71 E91-1'7 -3- Recommended Changes The Plan Administrator from Human Resources provided notice to the union executives and the BSC that changes in Plan Design and/or Premium Increases equal to a minimum of $250,000 are required to maintain financial stability of the Plan. A variety of options were explored, and the following are the recommendations voted by the BSC. A letter of support and recommendation from the Committee Chair has been included as well. Summary of changes: 1. Requirement for Mandatory Generic Drugs effective April 1, 2021. This change will result in greater savings in years to come as all current prescriptions that have a "No Substitution" would be grandfathered. 2. Increased access to mental health providers through an expanded definition of eligible practitioners, no change to level of benefit. The current benefit is equal to 80% of $350 per calendar year for psychologist only. At the recommendation of Manulife, the new standard includes Clinical Counsellor, Marriage and Family Therapist, Psychoanalyst, Social Worker and Psychotherapist. The effective date of this change was April 1, 2021. 3. Adjustment to the Co -Pay amount for prescription drugs effective July 1, 2021. The current co -pay is $5, and the committee is recommending an increase to $7. 4. Increase in rate for Family Dental coverage effective January 1, 2022. Premium rates for dental benefit are currentlythe same for single orfamily coverage. It is recommended to increase the family rate by 10% from the current. a. Current rate for single and family dental: $70.71/month b. Proposed rate for family dental: $77.78/month 5. Increase in benefit level for eye exams effective July 1, 2021. The current benefit provides 80% of $40 for an eye exam. This amount has not changed in more than thirty (30) years. The standard is to provide a percentage up to a "reasonable and customary rate" as set by the provider. It is recommended that the benefit for an eye exam be adjusted to 80% of the "reasonable and customary rate" which is approximately $100 in 2021 as per Manulife. 6. Increase in overall premium rates by four and a half (4.5%) percent effective January 1, 2022. The new premium rates would be as follows: MONTHLY Single Family Health $89.68 $195.51 Dental $73.89 $77.78* 19YAN -4- These combined changes will result in an estimated ongoing annual savings to the Plan of $255,000 based on the experience of the Plan in 2020. STRATEGIC ALIGNMENT Ensuring the financial stability and sustainability of the Group Benefit Plan aligns with council's priority of ensuring financial health of the organization. SERVICE AND FINANCIAL OUTCOMES The recommended six (6) changes to the Plan design and premiums represent an overall estimated savings to the plan of approximately $255,000. These estimates were provided by the carriers based on the experience of claims to the plan and the number of members in 2020. It is recommended that a minimum of $250,000 of savings must be achieved to ensure the annual total contributions to the plan cover the full cost of claims. The Plan maintains insurance coverage for Individual Large Amount Pooling (ILAP) for Drugs only, which provides coverage for any individual member drug claim over $50,000 in a calendar year. The cost for this coverage is increasing from the current rate of 2.88% of claims to 4.08% which is an additional estimated cost of $38,086 in 2021 which has been factored into the overall savings requirement. The recommended changes represent the following annual savings/costs respectively. Mandatory Generic Drugs $19,677 ii. Expanded access to Mental Health Professionals ($7,002) iii. Co -Pay adjustment ($7) iv. Family dental rate V. Vision (eye exam) vi. Premium increase (4.5%) vii. ILAP insurance Net Savings $51,006 $92,489 ($5,135) $142,482 .m, $255,431 The current contributions to the plan including all sources, Employee, Employer and Retirees, are approximately $4.091 million per year. The proposed changes will result in an estimated increase of $234,970, totaling $4.326 million. The increase in premiums for both the family dental and overall premium increase will result in an increased cost to the Employer, both the City of Saint John and Saint John Police Force effective January 1, 2022. The cost to the Employer is equal to 75% of premium increase for all active employees. Based on the current number of active employees with a single and family plan, the increased cost for the employer(s) will be $105,290. 371 -5- INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS Finance has reviewed and assisted in the preparation of the financial information provided. Benefit Steering Committee voted on April 6, 2021 toon the proposed changes as outlined. ATTACHMENTS Appendix A Updated contracts with Managed Health Care Services inc. i. Effective April 1, 2021 ii. Effective July 1, 2021 Appendix B Letter from Benefit Steering Committee Chair recommending changes. WN THIS SECOND AMENDING AGREEMENT dated the day of , 2021. BETWEEN: MHCSI MANAGED HEALTH CARE SERVICES INC. "MHCSI" OF THE ONE PART -and- THE CITY OF SAINT JOHN "CLIENT" OF THE SECOND PART RECITALS WHEREAS the parties entered into a Group Benefit Plan Agreement [the "Original Agreement"] dated August 26, 2016. AND WHEREAS the parties entered into an amendment to the Original Agreement effective April 1, 2019 [the "First Amending Agreement"]. AND WHEREAS the Original Agreement and the Frrst Amending Agreement taken together shall be deemed the Agreement. AND WHEREAS the parties have agreed upon amendments and wish to incorporate them into the Agreement. AND WHEREAS the parties have entered into this Second Amending Agreement to give effect to their intentions. NOW THEREFORE in consideration of the mutual covenants and agreements herein and the sum of one dollar [$1.00] and other good and valuable consideration, the receipt of which are hereby acknowledged, the parties agree as follows: That this Amendment Agreement shall be effective April 1, 2021. 2. That Appendix "A.2" — CLIENT BENEFIT OUTLINE (CBO) shall be deleted and replaced with the attached Appendix "A.2" — CLIENT BENEFIT OUTLINE (CBO) WK 3. That all other terms and conditions of the Agreement, except as mentioned herein, shall continue to apply. 4. This Agreement shall ensure to the benefit of and be binding upon the parties hereto, their respective successors and, as permitted, assigns. IN WITNESS WHEREOF the parties have executed this Agreement the day and year first above written. MHCSI MANAGED HEALTH CARE SERVICES INC. Per: Print Name: Per: Print Name: THE CITY OF SAINT JOHN Per: Print Name: Per: Print Name: Date: Title: Date: Title: Date: Title: Date: Title: WE APPENDIX "A.2" — CLIENT BENEFIT OUTLINE (CBO) Client Name: City of Saint John Amendment Effective Date: April 1, 2021 Agreement Effective Date: May 1, 2016 Client Mailing Address: PO Box 1971, Saint John, NB E2L 4L1 Primary contact: Human Resources Attn: Leah Robichaud Deposit in Trust: $250,000 — see Appendix B Eligibility: # lives 1627 Electronic file at start- up ❑ Enrollment by email from H/R department ❑ Benefit Cards: mailed direct to Members Max Plan Age: none Dependent Children Ages: up to 201h birthday Dependent Student Ages: 20 to 251h birthday if attending school full-time Plan Copay Designs: 20% copay, minimum $5.00 copay per claim Plan Copay Maximum: $400, then fixed $5.00 copay per claim Plan Formulary Design: Preferred Provider MHCSI Managed Care Plan with Mandatory Generic Substitution Billing Cycle: 151h of each month Stop Loss Insurance: under policy # 91146 with Medavie Blue Cross, $50,000 individual Drugs — premium rates are reviewed annually. WAID THIS THIRD AMENDING AGREEMENT dated the day of , 2021. BETWEEN: MHCSI MANAGED HEALTH CARE SERVICES INC. "MHCSI" OF THE ONE PART -and- THE CITY OF SAINT JOHN "CLIENT" OF THE SECOND PART RECITALS WHEREAS the parties entered into a Group Benefit Plan Agreement ["Agreement"] dated the 26th day of August 2016. AND WHEREAS the parties entered into an amendment to the Original Agreement effective April 1, 2019 [the "First Amending Agreement"]. AND WHEREAS the parties entered into an amendment to the Original Agreement effective April 1, 2021 [the "Second Amending Agreement"]. AND WHEREAS the Original Agreement the First Amending Agreement and the Second Amending Agreement taken together shall be deemed the Agreement. AND WHEREAS the parties have agreed upon amendments and wish to incorporate them into the Agreement. AND WHEREAS the parties have entered into this Third Amending Agreement to give effect to their intentions. NOW THEREFORE in consideration of the mutual covenants and agreements herein and the sum of one dollar [$1.00] and other good and valuable consideration, the receipt of which are hereby acknowledged, the parties agree as follows: That this Amendment Agreement shall be effective July 1, 2021. WU 2. That Appendix "A.2" — CLIENT BENEFIT OUTLINE (CBO) shall be deleted and replaced with the attached Appendix "A.2" — CLIENT BENEFIT OUTLINE (CBO) 3. That all other terms and conditions of the Agreement, except as mentioned herein, shall continue to apply. 4. This Agreement shall ensure to the benefit of and be binding upon the parties hereto, their respective successors and, as permitted, assigns. IN WITNESS WHEREOF the parties have executed this Agreement the day and year first above written. MHCSI MANAGED HEALTH CARE SERVICES INC. Per: Date: Print Name: Per: Print Name: THE CITY OF SAINT JOHN Per: Print Name: Per: Print Name: Title: Date: Title: Date: Title: Date: Title: WAFA APPENDIX "A.2" — CLIENT BENEFIT OUTLINE (CBO) Client Name: City of Saint John Amendment Effective Date: July 1, 2021 Agreement Effective Date: May 1, 2016 Client Mailing Address: PO Box 1971, Saint John, NB E2L 4L1 Primary contact: Human Resources Attn: Leah Robichaud Deposit in Trust: $250,000 — see Appendix B Eligibility: # lives 1627 Electronic file at start- up ❑ Enrollment by email from H/R department ❑ Benefit Cards: mailed direct to Members Max Plan Age: none Dependent Children Ages: up to 201h birthday Dependent Student Ages: 20 to 251h birthday if attending school full-time Plan Copay Designs: 20% copay, minimum $7.00 copay per claim Plan Copay Maximum: $400, then fixed $7.00 copay per claim Plan Formulary Design: Preferred Provider MHCSI Managed Care Plan with Mandatory Generic Substitution Billing Cycle: 151h of each month Stop Loss Insurance: under policy # 91146 with Medavie Blue Cross, $50,000 individual Drugs — premium rates are reviewed annually. WADI April 13, 2021 John Collin City Manager City of Saint John PO Box 1971 Saint John, NB E2L 4L1 RE: Recommended Changes to Health and Dental Benefits Plan Mr. Collin, As you may be aware, the City of Saint John health and dental benefits plan has had a healthy surplus for a number of years. The surplus had been growing, and in 2017 stood at approximately $1,240,000. Because of this, contribution rates have not increased for over 10 years. However as a result of rising costs, this surplus has shrunk over the last 3 years by approximately $244,000 per year. In an effort to maintain the sustainability of the plan, the Benefits Steering Committee has spent a number of months looking at various plan change options to address the rapidly decreasing surplus. All groups represented on the committee, except for Fire, have agreed that the following changes to the benefits plan would be fair and acceptable: 1- Increasing the family dental premium rates by 10% (approx. savings of $92,489); 2- Increasing the co -pay on prescriptions from $5 to $7 (approx. savings of $52,006); 3- Increasing the overall premiums by 4.5% (approx. savings of $142,482); and 4- Increasing the eye exam coverage from 80% of $40 to 80% of the customary fee (approx. cost of $5,135). The increase in eye exam coverage is to bring the plan in line with typical coverage by similar plans. Premium increases would only take effect January 1, 2022, while changes to co -pay and eye exams would take effect July 1, 2021. These proposed changes will increase yearly funds available to the plan by approximately $243,756 and should maintain the sustainability of the plan for years to come. As such, the Benefits Steering Committee is recommending that the proposed changes to the benefits plan be taken to Council for approval. Your sups ort for this initiative would be greatly appreciated. d d� Y s Leger ,°hair Benefits Steering Committee ECYA:7 M&C No. 2021-089 Report Date April 30, 2021 Meeting Date May 03, 2021 Service Area Corporate Services SUBJECT: Voluntary Separation 2021 EXECUTIVE SUMMARY OF COMMITTEE OF THE WHOLE REPORT FOR OPEN SESSION OF COUNCIL The City Manager recommends providing the Voluntary Separation Program to employees covered under the Collective Agreement with CUPE Local 18, Outside Workers (January 1, 2020 — December 31, 2024) to reach the minimum number as outlined in Article 6.04 of said agreement. The 2021 Voluntary Separation Program is provided. COUNCIL RESOLUTION It is recommended by the Finance Committee and City manager that Common Council adopt the submitted Human Resources Policy, Voluntary Separation Program including the criteria and benefit formula herein. [C ON j., i QiAy Of Saiikintiiii VOLUNTARY SEPARATION i.o STATEMENT OF PURPOSE The City of Saint John must confront its financial challenges, both current operating and structural deficits, in order to move forward to a sustainable and prosperous future. Given the urgency of fore-casted deficits for 2021 and 2022, it is prudent to consider measures now to reduce employment costs. Objectives The objectives of this Policy Document are: • to optimally align workforce complement with attainment of Council's priorities: Economic Health; Sustainable Infrastructure; and Community of Choice; • to contribute to financially stable and sustainable municipal government by addressing the budget deficit; • to help create the conditions within which a strong, vibrant, growth -oriented community can flourish; • to adjust service levels strategically to minimize effects on public safety and quality of life in our community, and; • to enable workforce planning in order to meet future projected service demand. 2.0 SCOPE 1. The Voluntary Separation Program is offered by the City of Saint John solely in accordance with the terms and conditions outlined herein. All eligible employees who make application will be subject to the terms and conditions outlined at "Appendix A" to this Policy Document. 2. The City of Saint John reserves the right to deny application of the Voluntary Separation Program to any employee where operations or service could be unduly affected. 3. Moreover, if the number of employees who wish to participate in the program exceeds the number operationally warranted, the City of Saint John reserves the right to deny the request. Policy Amended: May 3, 2021 30 3.0 DEFINITIONS Voluntary Separation Program am A Voluntary Separation Program is an incentive program designed to support organizational downsizing and/or restructuring by offering employees a payment(s) to voluntarily terminate their employment. 4.0 ROLES AND RESPONSIBILITIES City Manager The City Manager determines 1) whether and applicant has satisfied the stipulated eligibility criteria and standards and 2) whether to approve an applicant for termination of employment under this Program. Commissioner of Finance (CFO) The Commissioner of Finance, CFO provides financial input essential to the design, structure, implementation, and evaluation of the Voluntary Separation Program. Commissioner of Human Resources The Commissioner of Human Resources is responsible for administration of the Voluntary Separation Program across the organization, including providing quality assurance services and resolving any issues that arise. Senior Staff Members of Senior Staff are responsible for evaluation of employee applications for participation in the Voluntary Separation Program based on operational and service requirements and for making the corresponding recommendations to the City Manager. Senior Staff are also responsible for ensuring the elimination of an offsetting position of relative salary within the Service Area where an employee's participation in the program is approved but the employee's job is not. 5.0 PROCEDURES The Voluntary Separation Program will be offered only to eligible permanent employees. The City may elicit interest from employees in voluntarily terminating their employment, but reserves the right to accept or decline such participation based upon these clearly articulated organizational requirements. Similarly, any and all such expressions of interest by employees are without prejudice until the indicated date of withdrawal. The City Manager, based on recommendations arising from organizational structure reviews, and consultation with Senior Staff, will make decisions regarding eligibility. Organizational need, customer service and/or internal service delivery, will shape the relevant determinations. Accordingly, the Voluntary Separation Program will be of limited enrollment. Policy Amended: May 3, 2021 Every application accepted under the Voluntary Separation Program must result in the elimination of that specific job or an offsetting position of equivalent value elsewhere in the Establishment. A return on investment is expected. Eligible employees shall voluntarily terminate their employment with the City of Saint John, subject to the terms and conditions outlined at "Appendix A:" to this Policy Document. 6.0 RELATED POLICIES AND PROCEDURES The Voluntary Separation Program shall be administered in accordance with the provisions of various Collective Agreements, Terms and Conditions of Employment for Management Staff, and the Shared Risk Pension, as applicable. The standards and procedures upon which the Voluntary Separation Program is structured are included in: Appendix A: 2021 Voluntary Separation Program SOP Appendix B: Voluntary separation Program: Expression of Interest Form Policy Amended: May 3, 2021 i Appendix A 2021 VOLUNTARY SEPARATION PROGRAM 1.0 INTRODUCTION The Voluntary Separation Program offered by the City of Saint John is as outlined herein. 2.0 ELIGIBILITY AND STANDARDS The Voluntary Separation Program is a voluntary termination program offered to permanent eligible employees who are covered by the CUPE Local 18 Collective Agreement only. ii. Applications for participation in the Voluntary Separation Program will be evaluated against organizational need, including impact on operations, service delivery, end -run sustainability and deficit reduction. Final determination shall be made in every case by the City Manager on recommendation of the Service Area Commissioner and the Commissioner of Human Resources. iii. Employees who wish to apply must submit their application to the Commissioner, HR by June 1, 2021. Employees who indicated their intention to terminate their employment by either retirement or resignation prior to May 3, 2021 and did not fill out the Application Form will not be eligible to apply under the program. iv. The Voluntary Separation Program is offered by the City of Saint John solely in accordance with the terms and conditions outlined herein and does not form part of the terms and conditions of employment for employees. V. The City of Saint John reserves the right to refuse the application of this voluntary program to any individual employee based on the criteria outlined herein. In particular, if it may result in adverse effects to operations or service. 3.o APPLICATIONS Eligible employees who wish to be considered for termination of their employment under the Voluntary Separation Program are required to complete the Letter of Application and return it to the Commissioner of Human Resources. The Letter of Application to be used to apply for the Voluntary Separation Program is found at "Appendix B:" Voluntary Separation Program: Expression of Interest. iii. Members of the Outside Worker Employee Group must submit an application by June 1, 2021 to be considered. Policy Amended: May 3, 2021 4.o REVIEW Each termination under this program must be reviewed and recommended by the Commissioner, indicating that the consequences of acceptance of the application have been fully identified, considered and approved on operational and service grounds. Particular emphasis shall be placed on identifying the opportunity to permanently reduce a position(s) and to therefore permanently reduce employment costs. 5.o BENEFITS The 2021 Voluntary Separation Program will provide three (3) weeks of current base salary for every completed year of continuous service to a maximum of six (6) months salary. Eligible Employees will be entitled to a payout at the current hourly rate for any remaining vacation or floating holidays upon the termination date. iii. Where applicable eligible Employees will be entitled to receive Retirement Pay as prescribed by the Terms and Conditions of Employment notwithstanding. iv. Eligible Employees will not have the option to remain on the Group Benefit Plan unless they are eligible and opt to receive their pension immediately upon termination. V. All normal provisions of the Shared Risk Pension Plan continue to apply. 6.0 SEPARATION DATE Employees in the Outside Worker Employee Group who accept the offer and voluntarily choose to terminate their employment, subject to approval, must end their employment on or before August 1, 2021. Policy Amended: May 3, 2021 3R5 Appendix B 2021 Voluntary Separation Program Expression of Interest: Outside Workers Application for Consideration I , Employee #: Holding the role of Voluntary Separation Program. hereby make application for the By signing below, I understand I will be considered for a possible Voluntary Separation Payout should it be determined that my position qualifies. If approved I will receive a payout equal to 3 weeks for every completed year of service, as of the termination date, to a maximum of 6 months. Employee Signature Date Received by Human Resources: by Date HR Representative Approval is subject to all requirements of the Voluntary Separation Program being satisfied. Deadline is June 1, 2021. Approval signed on behalf of the City of Saint John Commissioner Date ity Manager Policy Amended: May 3, 2021 3E6 M&C No. 2021.....1..5 Report Date April 28, 2021 Meeting Date May 03, 2021 Service Area Corporate Services SUBJECT: Moosehead Litigation — West Water - Third Party Claim against BGC Engineering Inc. EXECUTIVE SUMMARY OF COMMITTEE OF THE WHOLE REPORT FOR OPEN SESSION OF COUNCIL Moosehead Breweries Limited ("Moosehead") commenced an action against the City of Saint John on January 24, 2020, claiming damages allegedly sustained as a result of the changes to their water supply. Recommendation: 1. That the City of Saint John authorize its legal counsel, McInnes Cooper, to commence a third -party claim against BGC Engineering Inc. in respect of a claim commenced against the City by Moosehead Breweries Limited; and further 2. That the City of Saint John authorize its legal counsel, McInnes Cooper, to enter into an agreement to suspend limitation periods against Matt Alexander, Fundy Engineering & Consulting Ltd. and Ken Howard, or failing such an agreement, to commence a third -party claim against any or all of them.