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2022-05-10 Growth Committee Agenda Packet - Open SessionA i City of Saint John Growth Committee -;Open Session AGENDA Tuesday, May 10, 2022 11:00 am Meeting Conducted by Electronic Participation 1. Call to Order Pages 1. 1. Approval of Minutes - April 12, 2022 1 - 4 1.2. Consent Agenda 1.2.1. Ethnocultural Support Pilot Program Evaluation (Recommendation: 5 - 13 Receive for Information) 1.2.2. Events and Street Events Bookings (Recommendation in Report) 14 - 35 1.3. Saint John Immigration Strategy 36 - 67 1.4. Saint John Theatre Company Financial Request 68 - 99 Growth Committee Meeting Open Session April 12, 2022 MINUTES- OPEN SESSION GROWTH COMMITTEE MEETING APRIL 12, 2022 12:15 P.M. 2nd FLOOR COMMON COUNCIL CHAMBER, CITY HALL Present: Mayor Donna Noade Reardon Deputy Mayor John MacKenzie Councillor Joanna Killen Councillor Brent Harris Councillor Gerry Lowe Also Present: Acting City Manager K. Fudge Commissioner Growth and Community Services J. Hamilton Director Growth and Community Planning P. Ouellette Director Permitting and Development A. Poffenroth Growth Manager D. Dobbelsteyn Strategic Advisor for Mayor K. Stevens Director External Relations L. Caissie Councillor P. Radwan Administrative Officer R. Evans Administrative Assistant K. Tibbits 1. Meetine Called to Order Councillor Killen called the Growth Committee open session meeting to order. 1.1 Approval of Minutes— February 15, 2022 Moved by Mayor Noade Reardon, seconded by Deputy Mayor MacKenzie: RESOLVED that the minutes of February 15, 2022, be approved. MOTION CARRIED. 1.2 Consent Agenda 1.2.1 Development Infographic (Recommendation: Receive for Information) Moved by Mayor Noade Reardon, seconded by Councillor Harris: RESOLVED that the Development Infographic be received for information. MOTION CARRIED 1.3 Affordable Housing Action Strategy (E. Starr, M. Pipe, and K. Foulds, SHS Consulting, joined the meeting electronically) Andy Reid, Project Lead, reviewed the submitted presentation "Saint John Affordable Housing Action Plan," noting that first and second phases have been completed, with substantial engagement opportunity offered in phase three. Growth Committee Meeting Open Session April 12, 2022 Mr. Starr, Mr. Foulds and Mr. Pipe, SHS Consulting, discussed the results of the Housing Needs Assessment, key findings, and next steps. Next steps include further stakeholder consultations, developing policy framework, evaluating strategies to address housing needs, establishing a draft Affordable Housing Action Plan with recommendations, implementation strategy, and finalizing the plan. Moved by Deputy Mayor MacKenzie, seconded by Mayor Noade Reardon: RESOLVED that the update on the Affordable Housing Action Strategy be received for information. MOTION CARRIED. (E. Starr, M. Pipe, and K. Foulds withdrew from the meeting) 1.4 Engagement Strategv for Citv Market Strategic Plan Mr. Cutler reviewed the submitted presentation "City Market Strategic Plan Project Update." The project is divided into four stages — Kickoff Stage (information gathering), Engagement, Planning, and Reporting. A consulting team has been engaged, and a staff oversight team and a 10-person City Market Strategic Plan Steering Committee has been created. Phase 2 of the project, "Engagement", is beginning which will solicit input, using multiple tools to gather feedback from the community and visitors. Moved by Councillor Harris, seconded by Mayor Noade Reardon: RESOLVED that the Growth Committee meeting be extended to 2:30pm. MOTION CARRIED. Moved by Deputy Mayor MacKenzie, seconded by Mayor Noade Reardon: RESOLVED that the Engagement Strategy for the City Market Strategic Plan be received for information. MOTION CARRIED. 1.5 2022 ENCORE Program — Sidewalk Cafe Rebate Initiative Mr. Dobbelsteyn noted that the Economic and Community Recovery program was approved by Council in May 2020 and 80% of the funds remaining in the Growth Reserve were reserved for the purpose of supporting businesses and the community through the pandemic. Staff is recommending the implementation of the 2022 Sidewalk Cafe Rebate Initiative which will waive 100%of sidewalk cafe permit fees and fees for parking spaces where patios are constructed. Staff recommend the use of the Municipal ENCORE program to offset the cost of this initiative as it is a temporary COVID recovery program. Moved by Councillor Harris, seconded by Mayor Noade Reardon: RESOLVED that as recommended bythe City Manager in the submitted report Municipal ENCORE Program: 2022 Sidewalk Cafe Rebate Initiative, the Growth Committee recommends that Common Council: 1. Enact and direct the City Manager to implement the 2022 Sidewalk Cafe Rebate Initiative; and. 2. That the City direct up to $20,000 to rebate applicants who pay for sidewalk cafe permit fees, zoning confirmation fees and fees for parking spaces through this initiative from the growth reserve funds already allocated to the Municipal Economic and Community Recovery Program. MOTION CARRIED. Growth Committee Meeting Open Session April 12, 2022 1.6 Community Enhancement Program Ms. Hamilton stated that the Community Enhancement Program initiative will support a more holistic approach to property -related compliance programs, focusing effort on driving growth outcomes, and addressing problem properties earlier on. The program is in its very early stages and additional due diligence and investigation is required prior to launching this initiative. Mr. Purinton reviewed the submitted presentation "2022 Community Enhancement Project Update." The project is a one-year holistic evaluation of growth -related programs with a focus on property bylaw compliance. Existing programs will be assessed, and new ones developed to better align bylaw compliance efforts with Council's priorities. Staff will collaborate on additional projects such as the Development Incentive program and neighbourhood planning to create synergy in driving desired change in key communities. Other opportunities include the expansion of the Developer Notification List, incentives outside the south-central peninsula to drive change tied to enforcement programs, evaluation of the Minimum Property Standards program to address areas for improvement and assessing ways to work with the province to accelerate tax sale on abandoned buildings. Other key elements include leveraging current compliance programs, ensuring new programs deliver on desired outcomes, developing incentives that act as catalyst for growth, and assisting in plan development of the North End. Moved by Councillor Lowe, seconded by Mayor Noade Reardon: RESOLVED that the presentation entitled, "Community Enhancement Program" be received for information. MOTION CARRIED 1.7 Land for Public Purposes Referring to the submitted report "Land for Public Purpose Policy," Ms. Murphy noted that the recommendations are being suggested largely relate to the allocation of the money -in -lieu -of - land grant program. Updates include clarifying definitions, adding a reporting requirement, and ensuring the policy aligns with other municipal plans and grants. Other changes include an increase in maximum allowable funds for neighborhood and community impact projects, clarifying that LPP grants are eligible for non -city owned land, and adjusting the application time. The policy also confirms that for -profit organizations are ineligible for LPP funding. Moved by Deputy Mayor MacKenzie, seconded by Councillor Harris: RESOLVED that as recommended by the City Manager in the submitted report Updates to Land for Public Purpose Policy, the Growth Committee recommends that Common Council adopt the following policy statement: "The City of Saint John's Land for Public Purposes Policy ensures alignment with provincial legislation and a process to utilize available funds through the provision of money -in -lieu -of -land through the development approval process to support recreation, park space and wellness in Saint John." MOTION CARRIED. Adjournment Moved by Mayor Noade Reardon, seconded by Councillor Lowe: RESOLVED that the open session meeting of the Growth Committee be adjourned. MOTION CARRIED. 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AUTHORIZATION Primary Author Commissioner/Dept. Head City Manager Kate Wilcott Jacqueline Hamilton I John Collin RECOMMENDATION Growth Committee Recommends: 1. That Common Council adopt the following Special Events and Street Events Policy Statement: "The City of Saint John recognizes public space and street events as important to the quality of life, enhancing culture and recreation, cultivating community pride, strengthening neighborhood connections, and providing an economic benefit to business. The City will enhance its core delivery service by providing applicants and staff with a streamlined process for booking public space events and street events including the temporary rerouting of traffic. The City will also empower its Special Events Task Force to review proposed larger scope events in public spaces, assess potential risks for the City, and make recommendations to the City Manager and, if required, to Common Council, on the feasibility and potential success of these events." 2. That Common Council direct the City Manager to facilitate the launch of the on-line booking platform for applications to reserve park space for public events, larger events, street events, and the Green Machine. EXECUTIVE SUMMARY 14 -2- In the Spring 2021, a gap was identified in the responsibility for management of public spaces for event bookings and Green Machine bookings. The City Manager tasked staff with creating a process to automate, as much as possible, event bookings and Green Machine bookings. Automation of the bookings process includes identification and implementation of event booking software, development of event booking policies, processes, and workflows, and classification of event bookings into the appropriate tier based on risk and service level expectation. Staff have completed their due diligence and are now prepared to seek Council adoption of the new policies and process. PREVIOUS RESOLUTION July 20, 2020 1. RESOLVED that Common Council give first and second reading of A BY-LAW TO AMEND A BY-LAW RESPECTING THE TRAFFIC ON STREETS IN THE CITY OF SAINT JOHN, BY-LAW NUMBER MV-10.1, AND AMENDMENTS THERETO as attached to M&C No. 2020-185; and 2. Establish a Special Events Task Force in order to facilitate community -initiated street events. STRATEGIC ALIGNMENT Belong: Livable Neighborhoods, Vibrant City Perform: Core Service Delivery, Transparent and Accountable Grow: Population Growth REPORT Each year in Saint John, public space events and street events are held throughout the city. Often organized by community groups and volunteers, these events empower neighborhoods, user -groups, residents, and associations, building lasting connections and enriching our cultural lives. In recent years, there has been a significant rise in the number of requests to the city for the use of outdoor public space. With the onset of COVID, organizers identified the need for outdoor space due to the province's mandates restricting indoor gatherings. Socially distanced family birthday parties, baby showers, and other celebratory get-togethers traditionally held indoors were now being held in parks. Now, with restrictions lifting, the community has come to embrace the ease and vibrancy of outdoor events. The demand continues for space in parks for small 15 -3- events, as well as community organizers asking to hold large scale events in parks and on city streets. In April alone, staff has received applications for 10 large scale street events for the spring/summer season, including triathlons, marathons, parades, street parties, and mural installations, including Moonlight Bazaar and the Memorial Cup community events. Many more application bookings are expected in the upcoming months. The need has been identified for an effective customer focused process for the management of bookings that would streamline the process for both staff and residents. The City currently uses the ActiveNET software for rink and ballfield bookings. This platform has been identified to serve the needs for the city's events bookings. Staff have worked with ActiveNET representatives to set up a process using this software which will streamline the process for staff and the public. In the summer of 2021, a temporary staff position was created to address immediate demands for that event season, assisting Park staff with the processing of Park and Green Machine bookings through the City's current webform. Applications were reviewed by this staff member who would then facilitate the approval of the booking and communicate the reservation to Park staff. If the booking was larger in scope (number of attendees, requirement of additional resources, use of streets, COVID mandate concerns), staff would refer the application to the Special Events Task Force, which was created in 2020 to facilitate larger events and street events. While this temporary position was responsible for bookings, staff in Community Services and Customer Service created a process for the use of ActiveNET based on stakeholder engagement, staff input, and best practices from previous event bookings. Extensive research was also done to review the process used in other jurisdictions. In identifying the criteria for bookings using ActiveNET, it was identified that a policy covering small "automated" bookings as well as those larger in scope would be implemented, to guide staff in the facilitation of future bookings. This also captures the policy that accompanied the 2020 amendment to the traffic by-law for street events and Schedule P Regulation Respecting Processions and Assemblages on Public Streets. Upon Common Council's adoption of the policy, staff will launch the Events Bookings ActiveNET software on the City's website. All requests to book special events or street events in public spaces, including parks and streets, will be made using this application process. -4- Simple small bookings in parks will be automated. Applications that are larger will be sent directly via the software to staff and vetted through service areas and/or the Special Events Task Force. The benefit of this path forward is a centralized booking application allowing ease for customers, automated notice to staff of resource requests, and an automated calendar that allows customers to see availability of space. SERVICEAND FINANCIAL OUTCOMES With the implementation of the ActiveNET software, there will be minimal need for customer service for simple bookings. The software will escalate larger bookings to the staff who currently facilitate this process. City support remains status quo. If an event organizer requests resources such as barricades or road closure signs the city will provide them, if possible, otherwise the applicant is directed to source these items from rental companies. For larger events such as parades and major street events, the applicant may incur resources from the City that go above and beyond simple services, such as police, fire, and waste management. This is coordinated with the applicant during the application vetting and the event organizer is billed for services. The adoption of this policy statement and the subsequent software process will allow the city to provide a high caliber customer service experience for the community. The preliminary stakeholder engagement has been very positive. The only expected impacts or push back from the community could be from residents who have stated that the current process for booking park spaces is too difficult or undefined, resulting in them holding unpermitted events. The new process will tie up any loose ends in the booking process. If there is dispute over bookings at the event site, the approved applicant can access their permit through an online application. INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS This process and policy were created by staff in consultation with other jurisdictions; community stakeholders and event organizers; the Special Events Task Force including Police, Fire, Municipal Engineering, Planning, Community Services, Customer Service, Arts and Culture, Parks, Parking, Transit, Growth, and the General Counsel's Office. ATTACHMENTS Special Events and Street Events Policy 17 Table of Contents PREAMBLE: PUBLIC SPACES..................................................................................................................... 2 DEFINITIONS............................................................................................................................................. 2 1. Policy Statement.............................................................................................................................. 5 2. PURPOSE...........................................................................................................................................5 3. PERSONS AFFECTED.......................................................................................................................... 6 4. POLICY...............................................................................................................................................6 S. PROCESS............................................................................................................................................9 6. PRIORITIES......................................................................................................................................11 7. INDEMNIFICATION AND INSURANCE REQUIREMENTS.................................................................12 8. CANCELLATIONS.............................................................................................................................13 9. PARKING AND VEHICLE ACCESS.....................................................................................................13 10. BOOKABLE AREAS...........................................................................................................................14 11. NOISE BY-LAW AND AMPLIFIED SOUND.......................................................................................15 12. SAFETY............................................................................................................................................16 13. ADVERTISING..................................................................................................................................16 14. RESPONSIBILITIES...........................................................................................................................16 15. RELATED POLICIES, LEGISLATION, AND BYLAWS...........................................................................18 iF:3 City of Saint John Public Space Events and Street Events Policy SAINT JOHN PREAMBLE: PUBLIC SPACES "Many of these locations are maintained as formal and manicured spaces in the City's urban areas and are viewed by many as historical and iconic symbols of Saint John. Many are also considered central attractions that create economic opportunity by offering people a common area to gather for social, cultural, and political activities. In many ways these spaces bring vitality, liveability and diversity to the city and have the potential to foster the following benefits: • Attract private investment and foster grassroots entrepreneurial activities such as the local Farmers' Market that was created during the summer of 2011 in Queen Square. • Cultivate community identity, encourage volunteerism, and highlight a community's unique values. • Welcome a diverse population by serving as the city's common ground. Successful squares and public spaces draw upon the support of many different kinds of people by offering and fostering many choices of things to do, such as: socializing, eating, reading, playing a game, making art, protesting, etc." (PlaySJ Master Plan) DEFINITIONS • "accessibility" means that a public spaces event and/or street event can be accessed and enjoyed by all; including people with physical, sensory, or cognitive disabilities. "amplified sound" means any sound created by an electronic device or a group of connected devices, incorporating one or more loudspeakers and intended for the production, reproduction, or amplification of sound including, but not limited to, as radio, video screen or television, amplifier, loudspeaker, public address system, or sound equipment. • "applicant" means the organizer of the public space or street event or a person applying on behalf of the organizer • "application process" is the application and approval process which includes staff resources, feedback from the Special Events Task Force, and permitting as required. • "city" refers to the City of Saint John City of Saint John Public Space Events and Street Events Policy SAINT JOHN • "public space event" means an organized gathering of people for the primary purpose of supporting a community, culture, arts, heritage, recreation, or sport experience within a limited period of time held on any space owned by the City of Saint John, including public parks, plazas, beaches, sidewalks, and other common spaces. • "Special Events Task Force" and "SETF", as established by a motion of council in July 2020, means the city staff who reviews proposed street events, assess potential risks for the City and make recommendations to the City Manager and, if required, to Common Council, on the feasibility and potential success of street events. The SETF will review each street event application from the perspective of each of the respective departments and assess whether or not a street event application complies with the requirements set forth in Schedule "P" Regulation Respecting Processions and Assemblages on Public Streets. The SETF may be required to review Tier Two and Tier Three Events which do not occur on streets but require additional staff resources. The City Manager or their designate has the authority to issue a street event permit. • "logistics" means items involved in the coordination, planning and execution of an event. • "public space" means any space owned by the City of Saint John, including public parks, plazas, beaches, sidewalks, and other common spaces. • "street event" means a temporary procession or assemblage and includes, but not limited to, parades, marathons, triathlons, road races, public processions, a continual passing by of people, objects, or events; block parties, open streets, play streets and street markets. Traffic rerouting for street events is temporary, in that it is less than 48 hours in duration. • "park" means an area zoned by municipal by-law as a public park for the purpose of recreational activity. • "site plan" means a proposed lay -out that demonstrates the location of activities, equipment, and amenities including but not limited to vehicles, access points, food areas, portable washrooms. K91 City of Saint John Public Space Events and Street Events Policy SAINT JOHN • "route map" means a comprehensive map for organizers and attendees of events such as walks, runs, and trail events. • "traffic plan" means a plan that demonstrates the flow of traffic in and around the event site for the public and emergency vehicles, as well as transportation of items needed for set up and tear down. • "emergency measures plan and operations plan" means the applicant's process pertaining to First aid services, event structures, hazard identification, risk assessment, prevention, and risk reduction. 0 21 City of Saint John Public Space Events and Street Events Policy SAINT JOHN 1. Policy Statement The City of Saint John recognizes public space and street events as important to the quality of life, enhancing culture and recreation, cultivating community pride, strengthening neighborhood connections, and providing an economic benefit to business. The City will enhance its core delivery service by providing applicants and staff with a streamlined process for booking public space events and street events including the temporary rerouting of traffic. The City will also empower its Special Events Task Force to review proposed larger scope events in public spaces, assess potential risks for the City, and make recommendations to the City Manager and, if required, to Common Council, on the feasibility and potential success of these events. 2. PURPOSE Every year numerous public space events and street events are held throughout the city. Often organized by community groups and volunteers, these events empower neighborhoods, user -groups, residents, and associations, build lasting connections, and greatly enrich our cultural lives. The city recognizes public space and street events as an important part of the quality of life, enhancing tourism, culture, recreation, and education as well as providing an economic benefit to businesses in the city. This policy is intended to provide applicants using the City's application booking system with information about what is required to obtain approval for public space events and street events including any associated temporary traffic rerouting. 2.1. To create an effective and efficient process that simplifies the application process for staff and event applicants; 2.2. Provide a clear classification system of Tier One, Tier Two, and Tier Three bookings to guide staff involvement with bookings; WA City of Saint John Public Space Events and Street Events Policy SAINT JOHN 2.3. To implement a system that would fully automate Tier One bookings; 2.4. Provide a list of public spaces suitable for public space events; 2.5. Identify the usage limits for public spaces when booking public space events; 2.6. Establish criteria and procedures that ensure consistent implementation of the policy; 2.7. Provide a fair and transparent service delivery model that ensures equitable access and promotes diversity, inclusion, and a vibrant community; 2.8. Establish strong interdepartmental relationships to support the process and clarify roles and responsibilities; 2.9. Provide guidelines that ensure all public space events and street event bookings are safe, accessible, and sustainable. 3.1. All applicants, organizers, volunteers, and attendees of public space events and street events within Saint John city limits. M9111111M 4.1. The City of Saint John recognizes public space and street events as important to the quality of life, enhancing culture and recreation, cultivating community pride, strengthening neighborhood connections, and providing an economic benefit to business 4.2. The city will enhance its core delivery service by providing applicants and staff with a streamlined process for booking public space events and street events including the temporary rerouting of traffic. C: W City of Saint John Public Space Events and Street Events Policy SAINT JOHN 4.3. The city will also empower its Special Events Task Force to review proposed larger scope events in public spaces, assess potential risks for the city, and make recommendations to the City Manager and, if required, to Common Council, on the feasibility and potential success of these events. 4.4. The City will offer an effective customer focused process for the management of bookings of public space and streets for events, to provide Terms and Conditions, FAQs, and other resources for applicants on the website and in the application, to automate the booking process for Tier One public space events, to streamline the process for staff in vetting Tier Two and Tier Three Special Events, and to establish equitable resource allocations for bookings in alignment with relevant policies, priorities, and by-laws. FA City of Saint John Public Space Events and Street Events Policy SAINT JOHN 4.5. The City of Saint John supports the use of public space and streets by citizens through the adherence of the following Guiding Principles: 4.5.1. Value The City recognizes the benefit of providing public space for the use by citizens. The City's public spaces are an important part of the quality of life in Saint John. The City recognizes community involvement, their contribution in planning public space events and street events and values the social and economic impacts that events in public spaces bring to the city. 4.5.2. Fair and Transparent Application Process The City will use the Public Spaces Events and Street Events Booking Policy, along with Schedule P Regulation Respecting Processions and Assemblages on Public Streets, to support decisions and thereby create an equitable and reliable process. 3.2.3 Event Classification Framework The following framework will be used to classify event bookings and determine the level of automation: Criteria Tier One Tier Two Tier Three Application Deadline At least two weeks At least four weeks prior to event At least 16 weeks prior to prior to event event Duration 1 day 1-7 days 1 day-1 month Event Type Public Space Event Public Space Event or Street Event Public Space Event or Street Event Frequency (annual) One time One time/recurring One time/recurring Number of 1 Multiple roads and/or parking spaces Multiple roads and/or spaces/locations rerouting of traffic (pedestrian or vehicular) Attendance 1-50 51-500 Over500 Logistics Minimal or no Moderate disruption of services and impact Significant disruption of disruption of on City resources. services and impact on City services or impact Possible resource charge backs resources to City resources Possible resource charge backs Parking and No requirements Temporary closure of parking spaces, Temporary closure of Transportation vehicle access parking spaces, vehicle, or street access P? OR City of Saint John Public Space Events and Street Events Policy SAINT JOHN Emergency Measures Emergency Plan not Call non -emergency line at start and stop of Call non -emergency line at Plan and Operations required but event; adhere to any provincial health and start and stop of event; Plan encouraged for the safety protocols/on-site safety adhere to any provincial event organizer liaison/possible emergency measure plan health and safety submitted/possible map demonstrating protocols/on-site safety safety measures/EMS traffic flow liaison/ emergency measure plan submitted/map demonstrating safety measures/EMS traffic flow Traffic Plan/Map Traffic plan with map demonstrating Traffic plan with map rerouting of traffic, placement of barricades, demonstrating rerouting of detour signs, road closed signs traffic, placement of barricades, detour signs, road closed signs Permits Possible permits for alcohol, food trucks, Possible permits for alcohol, fire inspection, fireworks, temporary food trucks, fire inspection, structure fireworks, temporary structures Route Map Required for walk Required for walk, run, ride Required for walk, run, ride Classification Private event *, Art Demonstration, Noise Levels, Multiple Open Street, Parade, or Music in the Bookings, Art Installation, Vehicle Access, Processional, Festival, Park, Picnic, Non- Open Flame, Car Show/Rally, Military Circus/Zoo, Block Party, Profit, Yoga, Walk Exercise***/EMS, Farmers Market, Concert, Marathon, Ceremonial use (with Map), BBQ (at Vigil, Commercial, For Profit, Temporary of firearms, other pre-existing site) Structures, Sporting event**, Catered, Food Trucks, Alcohol, Religious or Political Event, Fireworks, Other *Private events: Birthday, Anniversary, Wedding, Shower, Reception, BBQ, Service, Celebration, Photography Session, Other ** Sporting Event: Run, Walk, Marathon, Yoga, Cycling, Soap Box Derby, Obstacle Course, Other ***Military event applicants must follow the procedures outlined in this policy for one time and annual events 5. PROCESS 5.1. Application Process for Bookings The city has developed an application process for Public Spaces Events and Street Events that includes submitting booking requests online. The tools of the application process ensure that the process is seamless, consistent, organized, and provides the applicant with the information needed. 5.2. Public Spaces Events and Street Events Booking Application The applicant completes the City of Saint John Public Spaces Events and Street Events booking on-line application which provides the applicant's contact information, I• 41.1 City of Saint John Public Space Events and Street Events Policy SAINT JOHN outlines the type of events, date, time, and location. The application form is designed to ask a series of questions to define the event, determine eligibility and the level of service the event will need. Based on the event logistics and scope of the event, the applicant may be asked to provide maps and risk management and emergency plans. a. Tier One: If the applicant requests "Tier One" criteria and supplies proof of insurance (or purchases insurance from the City) the software will provide a confirmation of booking to the applicant. Applicants must read and agree to the Terms and Conditions of the online booking application. b. Tier Two: If the applicant chooses any of the Tier 2 criteria, the application is sent to designated staff. Staff will determine the needs of the application based on the selections appearing in the online form. Staff will schedule a meeting, by phone, email, or in person, with the applicant to determine the needs. Depending on the requests, staff will vet the application with required departments and evaluate the request. If it is within the scope of this policy, the terms and conditions, all permits and procedures are in place, and staff can accommodate the request, the application will be approved, and a confirmation of booking will be sent to the applicant. c. Tier Three: If the applicant chooses any of the Tier 3 options, the application is sent to the SETF assigned Chair who in turn opens a report. The SETF reviews the application, provides feedback, which is sent to the applicant. The staff lead will work with the applicant and the SETF to enable the booking to be approved, pending it is within the scope of this policy, the terms and conditions, all permits, and procedures are in place, and staff can accommodate the request, the application will be approved by the SETF and the City Manager and a confirmation of booking will be sent to the applicant. 5.2.1. The software will provide a report to staff each week with the location, dates, times, and events. This will allow for staff to make the necessary amendments to maintenance and other activities that may affect the booking. 10 WA City of Saint John Public Space Events and Street Events Policy SAINT JOHN 5.3. Application Deadline Every effort will be made by staff to process the application in a timely matter. Applicants are encouraged to apply as early as possible to allow the necessary workflow to enable a successful booking. • Tier One Events: At least two weeks prior to event • Tier Two Events: At least four weeks prior to event • Tier Three Events: At least 16 weeks prior to event rwJ:in:3111111[W 6.1. Applications submitted to the City must meet certain priorities to be eligible for approval. The City reserves the right to modify an event or deny an application. Staff may approve or deny a permit application outside the application deadline timeframe, impose terms and conditions on any approval any time during the term of approval, including special conditions, and deny a permit if the applicant is not in good standing with the City. The SETF shall reject an application that promotes hate speech or could reasonably be seen to cause economic, physical, or social harm to the community. 6.2. It should be noted that the City of Saint John may amend this policy in the future to allow for the charging of fees related to event bookings. These fees would be above and beyond those currently charged for certain events that involve special requests and services to be provided by the City of Saint John and/or the Saint John Police Force 6.3. The applicant is responsible for any additional costs that may be incurred over and above the provisions outlined in this policy (i.e., preparation, clean-up, maintenance, replacement, repairs). Any damage to the public space or street, including grass, roadways, trails, and flora, signage, as well as City provided resources such as barricades/pylons will be invoiced accordingly to the applicant. 6.4. Applications for large-scale private functions, commercial functions, invitation -only and/or ticketed special events in a public space that are not open to the public would not be approved. In very infrequent circumstances, these events may be allowed by a decision of the City Manager. If approved, such private functions are required to adhere to the requirements of this policy and may have additional conditions and fees placed on them. 11 4.11 City of Saint John Public Space Events and Street Events Policy SAINT JOHN 6.5. The City of Saint John will allocate event bookings in public spaces and streets according to the following priorities: 6.5.1. City of Saint John supported programs and special events 6.5.2. Community associations, non -profits, and charitable organizations based in the city 6.5.3. Special Events that align with Council priorities and serve the greater community 6.5.4. The city will honour pre-existing permits within the site plan of the application 6.5.5. The City will hold the right to limit how far in advance booking can be taken. 7. INDEMNIFICATION AND INSURANCE REQUIREMENTS 7.1. Where a public space event or street event is held on municipal lands, a person or group - other than City departments, boards, agencies, and commissions and agents of the City of Saint John - may have to carry third party liability insurance for the public space event or street event. Whether all or part of the event takes places on or passes over City of Saint John public property the applicant may have to obtain and maintain in full force a Commercial General Liability and Cross Liability insurance policy with limits of not less than $2,000,000, naming the City of Saint John as an "Additional Insured" 7.2. Where liquor will be served or sold at a public space event or street event, the applicant shall obtain and maintain in full force a Commercial General Liability insurance policy with limits of not less than $5,000,000 naming the City of Saint John as "Additional Insured"; and additional liquor liability insurance shall also be obtained. 7.2.1. Evidence of all required insurance coverage(s) must be presented to the City of Saint John at least ten (10) business days before the event. 7.2.2. If any group does not have the required insurance coverage, it can be purchased through the City of Saint John's insurance carrier for a nominal rate. 7.3. Permits The applicant is responsible for obtaining any relevant permits for the public space event or street event booking, including but not limited to alcohol, event structure, and food. 12 We%7 City of Saint John Public Space Events and Street Events Policy SAINT JOHN 8. CANCELLATIONS 8.1. The City reserves the right to revoke access and/or cancel a public space event or street event up to and including the day of, or at any time, to ensure public safety when: 8.1.1. in the sole opinion of the City, the applicant fails to comply with the requirement of the Terms and Conditions or any other provisions of applicable By -Laws, or any other reason that the City deems appropriate; and/or 8.1.2. the space is unavailable due to unforeseen circumstances or force majeure. 9. PARKING AND VEHICLE ACCESS 9.1. Parking and Vehicle Access refers to all items pertaining to accessing an event site, including guest parking, vehicle access for set up and tear down, and any vehicles involved in the event presentation including food trucks. 9.2. All events requiring the rerouting of traffic and/or closing of streets to vehicular traffic are required to have detailed traffic plan and map with detours, barricades, emergency vehicle access, and road closed signage. 9.3. The city may have resources available, including barricades and road closure signs, but it is the responsibility of the applicant to arrange for these to be in place. The applicant shall have the necessary arrangements to rent these resources from a company that is prepared to follow and comply with the City's Work Zone Safety Manual. The applicant will remove all safety barricades and signage immediately after the event. 9.4. It is the responsibility of the applicant to ensure that all streets that intersect with the closed portion of the road are completely barricaded at both ends of the closure at all times. It is the responsibility of the applicant to ensure that trained volunteers are positioned at both ends of the road closure at all times and that a 6-meter passageway is kept clear of obstacles at all times within the road closure so that emergency vehicles can proceed through unimpeded. 9.5. Applicants will call Public Safety Communications Centre (PSCC) at 506-648-3333 immediately prior to the event and immediately after the event to notify emergency services of street access. 13 10191 City of Saint John Public Space Events and Street Events Policy SAINT JOHN 9.6. It is the responsibility of the applicant to provide details of the event to residences, businesses, and any other institution or organization that may be impacted by the event a minimum of 10 days in advance of the event where reasonably possible. Furthermore, the applicant will work with business representatives, etc., to minimize any inconvenience the event may cause. 9.7. Applicants will have a social media/advertising/public education strategy to inform event participants and event attendees of the parking and vehicle access changes. 10. BOOKABLE AREAS 10.1. Parks and Public Spaces (not including streets) Parks and Beaches (including squares, plazas, public spaces, historic sites, open spaces, and community gardens) are important municipal features that enhance the quality of life for residents of Saint John. This policy does not include rinks, ball fields, and other sports facilities which have Council approved fees. Parks and Public Spaces in the city considered reservable under this policy include: 10.1.1. Parks and Public Spaces (not including streets) 10.1.2. Carleton Community Centre 10.1.3. Chown Park 10.1.4. Dominion Park 10.1.5. Harbour Passage / Fort Latour 10.1.6. Jervis Bay 10.1.7. King's Square 10.1.8. Lakewood Reservoir 10.1.9. Larche Memorial Park 10.1.10. Mispec - Upper Park 10.1.11. Peel Plaza Courtyard 10.1.12. Peel Plaza Park 10.1.13. Queen's Square South (park located on South Central Peninsula) 10.1.14. Queen's Square West (park located on west side of city) 10.1.15. Rainbow Park 10.1.16. Rockwood Park A -Frame Picnic Site 10.1.17. Rockwood Park First Arch Picnic Site 14 31 City of Saint John Public Space Events and Street Events Policy SAINT JOHN 10.1.18. Rockwood Park Fisher Lakes Parking Lot 10.1.19. Rockwood Park Kiwanis Playground 10.1.20. Rockwood Park Old Ski Hill / Wilderness Centre 10.1.21. Rockwood Park Zoo Trail Entrance 10.1.22. Seaside Park 10.1.23. Station One Skate Park 10.1.24. Tucker Park 10.1.25. Victoria Park 10.1.26. City Hall Plaza 10.2. Street Event Bookings Any event that disrupts vehicular traffic, including but not limited to parades, processionals, open street events, neighborhood block parties, and video shoots, is escalated to Tier Three. These street events require a heightened Emergency Measures Plan and Operations Plan, and applications will not be approved without the review and approval of the SETF and City Manager. Any processions or assemblages on public streets must adhere to the guidelines set out in Schedule P "Regulation Respecting Processions and Assemblage on Public Streets". 11. NOISE BY-LAW AND AMPLIFIED SOUND 11.1. Amplified sound at events must comply with Saint John Noise By-law, By-law Number M-22. 11.2. The following guidelines will apply to events with amplified sound: 11.2.1. Location of all speakers, sound equipment and stages must be provided as part of the event application on a detailed site plan or map. 11.2.2. Measures must be taken to mitigate the impact of sound extending beyond the target audience. For example, speaker stacks can be positioned to tilt downward towards the audience rather than over the crowd. 11.2.3. The applicant will be required to notify all potentially affected neighbouring businesses and residents about the proposed event a minimum of 10 days in advance. This includes times and dates, type of sound and contact names and numbers for persons who respond to any neighbouring concerns before, during and following the event. The applicant is responsible for making attempts to address concerns of complainants. 15 ic3A City of Saint John Public Space Events and Street Events Policy SAINT JOHN 12.SAFETY 12.1. The safety of residents, visitors and event participants will be a priority through the lifecycle of public space events and street events management, including planning, execution, and closure. 12.2. Applicants of Tier One, Two, and Three bookings must have an on -site liaison and safety liaison. 12.3. Applicants booking Tier Two and Tier Three events may be required to have a full Emergency Management Plan, based on the scope of the event. The Emergency Management Plan includes event site infrastructure, event access map, hazard identification, risk assessment, prevention, and risk reduction plans, and emergency response plan. These will be reviewed and approved by the SETF. 13. ADVERTISING 13.1. Groups wishing to display signage in public spaces and streets must first obtain approval from the City. 13.2. Sign dimensions, colours, material, location, and message shall be taken into consideration prior to approval. 14. RESPONSIBILITIES 14.1. Growth and Community Services will be the lead Department and will oversee the implementation and execution of the Public Spaces Events and Street Events Policy. This department will be responsible for assigning roles, ensuring interdepartmental workflow, and maintaining external partnerships. 14.2. Customer Service will correspond with applicants who call or visit in person with requests to access the booking platform. Customer Service will direct applicants to the website or if necessary, provide a paper copy of the application. 14.3. All applications that are processed will be classified as either Tier One, Tier Two, or Tier Three. 16 10191 City of Saint John Public Space Events and Street Events Policy SAINT JOHN 14.3.1. Tier One applications will be automatically approved, and the software will send a report to designated staff each Wednesday for the following 7 days. 14.3.2. Tier Two applications will be directed to the Park Staff or SETF assigned Chair 14.3.3. Tier Three applications will be directed to the SETF assigned Chair. 14.4. Staff reviews applications designated by the software as Tier Two or Tier Three. The assigned Chair reviews the application form's proposed location, date, time, and scope, and determines the needs of the applicant. SETF includes representatives from various departments included in bookings. The SETF will either correspond via email, Teams, or in person to review applications. The assigned Chair facilitates the meetings and follows up with members as needed. The SETF includes representatives from Growth and Community Services including Arts and Culture, Planning, Parks, and Municipal Engineering; Saint John Transit; Saint John Police Force; Saint John Fire Department; Public Works and Transportation; and Parking. Communications will be notified of any bookings that require public notices. 14.5. Tier Two: Staff will liaise with necessary departments and work to enable the applicant's request, provide feedback, and based on the contents of this policy will approve or reject the application. The software will send a report to designated staff each Wednesday for the following 7 days. 14.6. Tier Three: The assigned Chair will prepare a report for the SETF, send and receive feedback to both the SETF and the applicant, and based on the contents of this policy will approve or reject the application. If approved by the assigned Chair, a final approval document will be sent to the City Manager for signature. If approved by the City Manager, this document will be sent back to the assigned Chair who will then send it to the applicant. If rejected, the assigned Chair will notify the applicant. A report will be sent to designated staff each Wednesday for the following 7 days. 14.7. External Partnerships may include community/neighborhood associations, ENVISION Saint John, Uptown Saint John, the Chamber of Commerce, and other stakeholders the assigned Chair deems necessary to include. 17 City of Saint John Public Space Events and Street Events Policy SAINT JOHN 15. RELATED POLICIES, LEGISLATION, AND BYLAWS The event must abide by all of the following: 5.1 Comply municipal, provincial, and federal acts and regulations; 5.2 Comply with all City of Saint John policies and procedures including Schedule P Regulation Respecting Processions and Assemblages on Public Streets 5.3 Comply with health and safety rules and regulations administered by the Saint John Police Force, Saint John Fire Department, and Public Health. 5.4 Comply with the Human Rights Code. 18 M1 ca W Q -J • _ (f) • c L O O +-J • _ c� L �a E EV Im 4-1 m ►C O.- 0. 00 O C. w r z 1 F 6 co M Ln U o a o 4-1 4-1 0 o � a� E > N n �' o U N c >, dS a Ln o +-1 M > U M 4- >) O a 06 n U U 0 E 1 C�6 N C�6 Ln Ln cn O' Qr-: N M � V O L a m L E 2 o .$ E / .a / J -C u / R 4.0 C/ / ( jm/ 3 / / \\\ E, o \ 0 u\4 \ � \a// c e / ® E—E m / / / n \ / \ / � \E \ /f \� ® ® / / / •9 o E c E / E.g 2 / 4'E •/ /\/ - 0~ / E \'\)\ 4- C+-, Ln 2ƒ©oj\� »� E/=®/Z oy\3E E._[GEu ± ®E• �o 5 e.g e£ e E£= O I I %-C -0 c / / / ® / o / E // _00 \� /� // §® E < '§/ / /\ / / ± / / / E E§ �5 4/ » E£ / �\ m g �guoE e oE'oo=—Eooe%f�v/\EZU _ J e._ S J 3 a± J U 3<± 2 z J e n b /u ±< O< 0 - - - - - - - - - - - - - - F; M5� ■ • -Kj � W L m �1 V m L W4 -Y U U �'/ E_ 2 \ E / / eZ E O E � � $ O n E � ./ / ¥ O cn U � E E e . / 2 / ® ?70 e. 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H W J N N � Uf O N O .O O' 4-1 U7 O C N O >1 LU O U7 U 0 Q O Ln a U ly n N W >, U) J � N 4-J p n (n N J #$ '� Q #V V' O O J Cn _ i� r ir-1 c O V V�� K C 0 r k 1,\ A S A I N T-'18V 10 H N THEATRE COMPANY April 26, 2022 Mayor & Common Council The City of Saint John Dear Madam Mayor & Councillors, As many of you know, for more than 30 years, the Saint John Theatre Company (SJTC) has served as an arts and culture catalyst, community educator, and creative hub in the Greater Saint John Community, across Southern New Brunswick, and more recently on the international stage. Driven by our mission to support and grow the theatre industry and the arts and culture sector in our city, in our Province, and across Atlantic Canada, we took our mission further in 2018, by founding the Atlantic Repertory Company (ARC). The ARC has been developed to create meaningful employment and developmental opportunities for young theatre -makers with ties to Atlantic Canada. Our search for a permanent home for this growing educational and professional development arm of SJTC resulted in the transfer of ownership of the Sydney Street Courthouse to the SJTC, and five years of planning to restore this 200-year-old iconic building and transform it to become a much needed, mid -sized theatre venue, and multi -level arts and culture hub in Uptown Saint John. Much has evolved in this project over the last five years. To follow you will find a snapshot of our detailed vision forth is new facility, along with the projected cost of this landmark initiative. Now that this innovative design, blending contemporary design and historical architecture, has been approved by the City's Heritage Board and Common Council, and our designs have even been awarded a Tier 3 Heritage Award by the City, we are ready to move forward with the planning and preparation of the public launch of a Capital Campaign to raise the funds required to build this new facility. As detailed in the enclosed, the total cost of the project was estimated to be $17.9 million when the designs were completed in 2021. However, due to increase in construction costs, and supply change demand, over the last year, our latest estimates have increased by approximately 10%, to bring us closer to a total project cost of between $19.5 — $20 million. So far, $7 million has been secured from various federal and provincial grants, as well as private donations. The remaining Campaign goal is targeted to be between $12.5-13 million, of which $11 million is in proposal to two national corporate brands as well as Infrastructure Canada. We expect to hear on the outcome of these proposals in the coming weeks. As such, we anticipate having approximately $17-18 million of the required $19.5-20 million project cost secured by the fall of this year and are preparing to publicly launch the Capital Campaign at that time, breaking ground on the next phase of construction at the same time. 0 It is worth noting that over 80% of the funds secured and in proposal for this project are from sources outside New Brunswick. Leadership support from the City of Saint John at this critical juncture will confirm that this is a priority project for our community: strengthening our case for support; sending a positive message to potential contributors; and ensure our public launch of this Campaign in the community is an assured success. For this reason, it is our hope that City of Saint John and this Council will consider making an investment of $1,000,000 in the project, pledged overt he next 3 to 5 years, to kick-off our public fundraising effort. We would like to present this proposal to Council in a public session at your earliest convenience. We recognize this level of support would bean exceptional step fort he City, however, pursuant tothe conversations we have had with individual Councillors and Envision Saint John about this project over the past few months, we believe this project is directly aligned with the strategic priorities set forth by the Common Council (summarized below) and will directly help this Council realize its goals set forth in the Growth Committee's Roadmap for Smart Growth. For this reason, we hope you will consider this monumental community project worthy of this level of extraordinary investment and leadership from the Council. IMCI 111611i1I1101M01119:t61M 91INIIA First and foremost, we believe this project is directly in line with the Common Council's priority to grow the population of Saint John, develop and reinforce a strong brand for Saint John, and work with partners to create opportunities that attract and grow businesses in the uptown core. As explained further in the attached, this project will complete the development on the City's historic King's Square. Turning a vacant, abandoned heritage asset into a cultural destination for members of the Saint John community, New Brunswickers, and the rest of the world to enjoy. Based on our initial business planning, once opened in the Fall of 2024, we expect to do the following over the first 5 years of operations: • Host over 1000 performances and special events in the new Facility in the first 5 years. • Host between 200-300 master classes with visiting and local artists in the new Facility per year. • Host over 100,000 visitors from across Atlantic Canada and beyond per year. There are significant direct and in -direct economic benefits of this activity for the City of Saint John and businesses in the uptown core and beyond. First of all, the construction project will represent a $18-20 million injection into the local economy over the next two years. The result of this will draw tens of thousands of visitors, locally, and from beyond Saint John, into our uptown core becoming patrons of retailers and restaurants and creating a vibrant feel to the square. As outlined in Envision Saint John's presentation on the economic outputs of this project, we are estimating at this project will result in: • Over 200 jobs being created (through construction and once operations begin). • Over $9.5 M of labour income impacts from construction. • Over $1.2 M of annual labour income impacts from operations. • Over $15 M GDP impact from construction. • Over $1.5 M annual GDP impact from operations. -2- In addition, the new cultural amenity in the uptown core will make the City of Saint John increasingly attractive to young professionals seeking an urban lifestyle. With the increasing shift to remote work, Saint John has become an increasingly attractive option for migrating professionals to consider and adding to the cultural amenities in the uptown core will only increase our city's attractiveness to this population group; as migrating professionals see that our city will offer the same access to arts and cultural as available in the larger urban centre, but with a superior quality of life. 2. CREATING A VIBRANT CITY, CULTIVATING COMMUNITY PRIDE, AND BELONGING We also believe this project is in direct alignment with Common Council's priority to create a vibrant city and cultivate community pride by promoting and investing in beautification projects, arts, culture, and heritage. The unique design of this facility— restoring and showcasing a designated National Historic Site of Canada, blended with a state-of-the-art contemporary design that pays homage to the original neo-classical design of the courthouse, will catapult the City's streetscape to a new level of architectural modernity and showcasing. The new cultural asset will also usher in a new wave of artistic collaborations in the city and across Atlantic Canada. Right now, there is a critical gap in the cultural infrastructure of our city for hosting mid -size theatre productions in our uptown core. This gap will be filled by the new venue. In addition, there is a critical gap in stable employment opportunities for theatre makers and performing arts professionals (set designers, technicians, sound engineers, actors, writers, etc.) in New Brunswick. Discussions are already underway with the Imperial Theatre and Theatre New Brunswick about how this new Facility could partner with them to fill that gap, providing short-term and long-term employment opportunities for local professionals that would otherwise need to migrate to larger city centres like Toronto and to pursue their craft. And finally, this new facility will provide a home base and production studio for the growing educational arm of the SJTC to continue to develop and deliver its outreach programming to schools and community groups across New Brunswick, contributing to school curriculums and enhancing the cultural infrastructure and offerings in communities across New Brunswick through both in -person tours of ARC and SJTC productions, as well as live - streaming into classrooms, churches, community centres and private homes. As you will read in the attached information about the SJTC's 30-year track record in Saint John, we believe the Theatre Company exists to serve the people of Saint John. As such, with every performance we reserve and distribute a number of complementary tickets through a network of community partners to children, students, and marginalized members of our community. In recent years (prior to COVID-19 disruptions) this has included: the Crescent Valley Tenants Association, the Saint John Learning Exchange, Big Brothers Big Sisters, Boys and Girls Club, and AIDS Saint John. This community outreach program will only grow with the opportunities presented by the new facility. We also collaborate directly with specific community partners at least twice per year to put on specific educational productions about our community's history or social issues. Past partners have included: the Saint John Jewish Historical Museum, the SJ Free Public Library, Saint John Pride, the ALS Society, Canadian Mental Health Association, and the Red Cross 'Beyond the Hurt (anti -bullying) program. Relative to the Courthouse Project, the team has created a committee tasked with First Nations Consultations. Meetings with First Nations Leaders throughout NB are ongoing as we work to find ways to include Indigenous voices in the facility. -3- ME Examples from this season include: • We Were Here: developed by Artist in Residence, Clyde A. Wray. This project highlighted the lives of leading members of the Saint John Black Community. PRUDE and the Black History Society were instrumental in facilitating the research for this project. First performed in February of 2021, this project was live streamed via CBC Gem, CBC Atlantic, and the SJTC digital broadcast networks. In 2022, this project was re -broadcast directly into school classrooms throughout NB and was viewed by over 5000 students. • D.Ramadan: highlighting aspects of the local Islamic Community in partnership with YMCA Newcomer Connections . Originally scheduled for March 2022, this project was delayed by COVID-19 and will now be showcased in May at the BMO Studio Theatre. • The Normal Heart: will form the basis of our annual Pride Community Partnership which has been ongoing since 2008. This project, which deals with the early days of the AIDS crisis, will be presented at the BMO Studio Theatre in June in partnership with Chroma NB. These are just a few highlights of the extraordinary benefits this project has for the City of Saint John and alignment with the Council's outlined priorities. To give you a sense of enthusiasm and support already garnered for this project, you can view a video we have put together to describe the project at: https://youtu.be/9uxc7girxEU. At this stage we believe it is vitally important that the City of Saint John publicly demonstrate that this project is a priority for the city; by making a leadership investment and paving the way for other local philanthropic leaders to support this ambitious community initiative. We hope you see that this monumental project, leveraging our rich architectural heritage, to re -ignite creativity, community pride and economic vitality in our great City and Province, especially after such a challenging two years, is worthy of this level of extraordinary investment and leadership. Thank you for your consideration. I look forward to the opportunity to discuss this request with the Council, in person, at your earliest convenience. Sincerely, Stephen Tobias Artistic/Executive Director Saint John Theatre Company cc: SJTC Board of Directors S A I N OHN THEATRE COMPANY 112 Princess Street • Saint John • New Brunswick • E21- 1 K4 Telephone: (506) 652-7582 • Fax: (506) 652-7585 • www.saintjohntheatrecompany.com -4- 3711 MIN . 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